Caring for Our Children (CFOC)

Chapter 9: Administration

9.4 Records

9.4.2 Child Records Pre-Admission Enrollment Information for Each Child

The file for each child should include the following pre-admission enrollment information (pre-admission requirements may be waived to comply with the federal McKinney-Vento Homeless Assistance Act regarding health and health records):

  1. The child’s name, address, sex, and date of birth;
  2. The full names of the child’s parents/guardians, and their home and work addresses and telephone numbers, which should be updated quarterly (telephone contact numbers should be confirmed by a call placed to the contact number during the facility’s hours of operation);
  3. The names, addresses, and telephone numbers of at least two additional persons to be notified in the event that the parents/guardians cannot be located (telephone information should be confirmed and updated as specified in item b) above);
  4. The names and telephone numbers of the child’s medical home provider and main sources of specialty medical care (if any), emergency medical care, and dental care;
  5. The child’s health payment resource or health insurance;
  6. Written instructions (in the form of a care plan) of the parent/guardian and the child’s primary care provider for any special dietary needs or special needs due to a health condition or allergy; or any other special instructions from the parent/guardian;
  7. Scheduled days and hours of attendance;
  8. In the event that a custody or guardianship order has been issued regarding the child, legal documentation evidencing the child’s custodian or guardian;
  9. Enrollment date, reason for entry in child care, and fee arrangements;
  10. Signed permission to act on parent/guardian’s behalf for emergency treatment;
  11. Authorization to release child to designated individuals other than the custodial parent/guardian.

The emergency information in items a) through e) above should be obtained in duplicate with original parent/guardian signatures on both copies. One copy should be in the child’s confidential record and one copy should be easily accessible at all times. This information should be updated quarterly and as necessary. A copy of the emergency information must accompany the child to all offsite excursions.

These records and reports are necessary to protect the health and safety of children in care. An organized, comprehensive approach to illness and injury prevention and control is necessary to ensure that a healthy and safe environment is provided for children in child care. Such an approach requires written plans, policies, procedures, and record-keeping so that there is consistency over time and across staff and an understanding between parents/guardians and caregivers/teachers about concerns for, and attention to, the safety of children.

Emergency information is the key to obtaining needed care in emergency situations (1). Caregivers/teachers must have written parental permission to allow them access to information they and emergency medical services personnel may need to care for the child in an emergency (1). Contact information must be verified for accuracy. Health payment resource information is usually required before any non-life-threatening emergency care is provided.

Duplicate records are easily made by scanning copies or making photocopies.
Center, Early Head Start, Head Start, Large Family Child Care Home, Small Family Child Care Home
RELATED STANDARDS Authorized Persons to Pick Up Child Policy on Actions to Be Followed When No Authorized Person Arrives to Pick Up a Child Documentation of Drop-Off, Pick-Up, Daily Attendance of Child, and Parent/Provider Communication
Appendix BB: Emergency Information Form for Children with Special Health Care Needs
Appendix KK: Authorization for Emergency Medical/Dental Care
  1. Murph, J. R., S. D. Palmer, D. Glassy, eds. 2005. Health in child care: A manual for health professionals. 4th ed. Elk Grove Village, IL: American Academy of Pediatrics.