Caring for Our Children (CFOC)

Chapter 9: Administration

9.4 Records

9.4.2 Child Records Contents of Admission Agreement Between Child Care Program and Parent/Guardian

The file for each child should include an admission agreement signed by the parent/guardian at enrollment. The admission agreement should contain the following topics and documentation of consent:

  1. General topics:
    1. Operating days and hours;
    2. Holiday closure dates;
    3. Payment for services;
    4. Drop-off and pick-up procedures;
    5. Family access (visiting site at any time when their child is there and admitted immediately under normal circumstances) and involvement in child care activities;
    6. Name and contact information of any primary staff person designation, especially primary caregivers/teachers designated for infants and toddlers, to make parent/guardian contact of a caregiver/teacher more comfortable.
  2. Health topics:
    1. Immunization record;
    2. Breast feeding policy;
    3. For infants, statement that parent/guardian(s) has received and discussed a copy of the program’s infant safe sleep policy;
    4. Documentation of written consent signed and dated by the parent/guardian for:
    5. Any health service obtained for the child by the facility on behalf of the parent/guardian. Such consent should be specific for the type of care provided to meet the tests for “informed consent” to cover on-site screenings or other services provided;
    6. Administration of medication for prescriptions and non-prescription medications (over-the-counter [OTC]) including records and special care plans (if needed).
  3. Safety topics:
    1. Prohibition of corporal punishment in the child care facility;
    2. Statement that parent/guardian has received and discussed a copy of the state child abuse and neglect reporting requirements;
    3. Documentation of written consent signed and dated by the parent/guardian for:
    4. Emergency transportation;
    5. All other transportation provided by the facility;
    6. Planned or unplanned activities off-premises (such consent should give specific information about where, when, and how such activities should take place, including specific information about walking to and from activities away from the facility);
    7. Swimming, if the child will be participating;
    8. Release of any information to agencies, schools, or providers of services;
    9. Written authorization to release the child to designated individuals other than the parent/guardian.
These records and reports are necessary to protect the health and safety of children in care.

These consents are needed by the person delivering the medical care. Advance consent for emergency medical or surgical service is not legally valid, since the nature and extent of injury, proposed medical treatment, risks, and benefits cannot be known until after the injury occurs, but it does allow the parent/guardian to guide the caregiver/teacher in emergency situations when the parent/guardian cannot be reached (1). See Appendix KK: Authorization for Emergency Medical/Dental Care for an example.

The parent/guardian/child care partnership is vital.

Center, Early Head Start, Head Start, Large Family Child Care Home, Small Family Child Care Home
RELATED STANDARDS Enrollment Information to Parents/Guardians and Caregivers/Teachers
Appendix KK: Authorization for Emergency Medical/Dental Care
  1. American Academy of Pediatrics, Committee on Pediatric Emergency Medicine. 2007. Policy statement: Consent for emergency medical services for children and adolescents. Pediatrics 120:683-84.