9.4.1.2: Maintenance of Records

Early care and education programs should update and keep the following records on file:

• Enrollment and attendance records for children, staff, and consultants, including sign-in/sign-out logs
• Log of visitors to the program
• Log of who is authorized to pick up each child, including emergency contacts
• Child health and immunization records, including current physicians
• Staff health and immunization records
• Staff training records
• Criminal history records, child abuse/neglect records as required by state licensing regulations
• Medical administration logs
• Nutrition and food service records, including daily menus
• Incident reports
• Illness logs
• List of reportable diseases
• State child care licensing regulations
• A copy of the facility’s license, insurance coverage/records, inspection reports, correction plans for deficiencies, and any legal actions
• Results of lead tests
• Results of well-water tests, where applicable
• Pest management (e.g., schedules and chemicals used)
• Cleaning and disinfecting logs and products/chemicals used
• Fire extinguisher records and smoke detector and carbon monoxide detector battery checks
• Evacuation, emergency, and shelter-in-place drill records
• Play area and equipment warranty, maintenance, and inspection records
• Consultation records

 

Programs should follow state, territory, or tribal regulation requirements on how long to keep records.

RATIONALE

Early care and education programs must keep correct records so that they can give quality care and protect the health and safety of their children.¹ Programs should store records in an easy-to-access place while also keeping information about staff and children confidential. 

COMMENTS

Keep a file of all equipment and toys that are bought (and their warranty information and model numbers) in case the U.S. Consumer Product Safety Commission (CPSC) announces hazard warnings or recalls. Add a photo of the equipment and toys for easy identification.

See Caring for Our Children Standard 5.2.9.13 for details on testing for and remediating lead hazards, including interim controls and lead abatement. Lead-related hazards on porches, stair railings, and handrails are discussed in 5.7.0.7, Structure Maintenance.

For more information on lead exposures, visit the EPA’s Protect Your Family from Exposures to Lead Web page.

TYPE OF FACILITY

Center, Early Head Start, Head Start, Large Family Child Care Home, Small Family Child Care Home

RELATED STANDARDS

1.2.0.1 Staff Recruitment
1.4.2.1 Initial Orientation of All Staff
1.4.2.2 Orientation for Care of Children with Special Health Care Needs
1.4.2.3 Orientation Topics
1.4.3.1 First Aid and Cardiopulmonary Resuscitation Training for Staff
1.4.4.1 Continuing Education for Directors and Caregivers/Teachers in Centers and Large Family Child Care Homes
1.4.4.2 Continuing Education for Small Family Child Care Home Caregivers/Teachers
1.4.5.1 Training of Staff Who Handle Food
1.4.5.2 Child Abuse and Neglect Education
1.4.5.3 Training on Occupational Risk Related to Handling Body Fluids
1.7.0.1 Pre-Employment and Ongoing Adult Health Appraisals, Including Immunization
3.6.4.3 Notification of the Facility About Infectious Disease or Other Problems by Parents/Guardians
3.6.4.4 List of Excludable and Reportable Conditions for Parents/Guardians
5.2.6.2 Testing of Drinking Water Not From Public System
5.2.6.3 Testing for Lead and Copper Levels in Drinking Water
5.2.6.4 Water Test Results
5.2.6.5 Emergency Safe Drinking Water and Bottled Water
5.2.9.13 Testing for and Remediating Lead Hazards
9.2.6.2 Reports of Annual Audits/Monthly Maintenance Checks of Play Areas and Equipment
9.2.6.3 Records of Proper Installation and Maintenance of Facility Equipment
9.4.1.1 Facility Insurance Coverage
9.4.1.6 Availability of Documents to Parents/Guardians
9.4.1.8 Records of Illness
9.4.1.9 Records of Injury
9.4.1.10 Documentation of Parent/Guardian Notification of Injury, Illness, or Death in Program
9.4.1.11 Review and Accessibility of Injury and Illness Reports
9.4.1.12 Record of Valid License, Certificate, or Registration of Facility
9.4.1.13 Maintenance and Display of Inspection Reports
9.4.1.14 Written Plan/Record to Resolve Deficiencies
9.4.1.15 Availability of Reports on Inspections of Fire Protection Devices
9.4.1.16 Evacuation and Shelter-In-Place Drill Record
9.4.1.17 Documentation of Child Care Health Consultation/Training Visits
9.4.1.18 Records of Nutrition Service
9.4.2.1 Contents of Child’s Records
9.4.2.2 Pre-Admission Enrollment Information for Each Child
9.4.2.3 Contents of Admission Agreement Between Child Care Program and Parent/Guardian
9.4.2.4 Contents of Child’s Primary Care Provider’s Assessment
9.4.2.5 Health History
9.4.2.6 Contents of Medication Record
9.4.2.7 Contents of Facility Health Log for Each Child
9.4.3.2 Maintenance of Attendance Records for Staff Who Care for Children

REFERENCES

1. California Childcare Health Program. Maintaining child health records in child care settings. California Childcare Health Program Web site. Accessed June 8, 2022. https://cchp.ucsf.edu/sites/g/files/tkssra181/f/recorden081803_adr.pdf

NOTES

STANDARD was last modified on 09/13/2022.