Records and Reports

PURPOSE: This rule lists records and reports which must be on file at the facility. (1) The child care provider shall maintain accurate records to meet administrative requirements and to ensure knowledge of the individual needs of children and their families. (2) An individual file shall be kept to identify each child and enable the provider to communicate with the parent(s), guardian, or legal custodian of the child in an emergency. Records shall include: (A) The child’s full name, address, birthdate, and the date care begins and ends; (B) Full name of the parent(s), guardian or legal custodian, home address, employers’ name and address, work schedule, and home and work telephone numbers; (C) Name, address, and telephone number of another individual (friend or relative) who might be reached in an AND SECONDARY EDUCATION emergency when the parent(s), guardian, or legal custodian cannot be reached; (D) Name and phone number of the family physician, hospital, or both, to be used in an emergency; (E) Name of the individual(s) authorized to take the child from the facility; and (F) Field trip and transportation authorization. (3) Health information shall be retained in each child’s individual file and shall include: (A) A medical examination report for each infant, toddler, or preschool child or a health report for each school-age child as required by 5 CSR 25-500.122 Medical Examination Reports; (B) Written parental authorization for medications and a record of medications administered; (C) Information concerning any accident or injury to the child while at the facility or any emergency medical care; and (D) Any significant information learned from observing the child. (4) Individual children’s records shall be retained a minimum of one (1) year after the child discontinues attendance. (5) Daily child attendance records shall be maintained and kept on file a minimum of one (1) year. (6) Daily staff and volunteer attendance records shall be maintained and kept on file a minimum of one (1) year. (7) All enrollment records, medical examination records, and attendance records shall be filed in a place known to caregivers and shall be accessible at all times. Records shall not be in a locked area or removed from the facility during the hours the facility is open and operating. (8) A copy of qualifying background screening results shall be kept on file for child care staff members, as required by 5 CSR 25- 600.020 General Requirements. (9) All records of children shall be confidential, protected from unauthorized examination, and available to the parent(s) upon request. (10) All records shall be available in the facility for inspection by the department upon request. (11) Records and reports shall be submitted to the department as required. AUTHORITY: section 161.092, RSMo 2016, and sections 210.221.1(3) and 210.1080, RSMo Supp. 2021.* This rule previously filed as 13 CSR 40-62.190, 13 CSR 40-62.222, and 19 CSR 40-62.222. Original rule filed March 29, 1991, effective Oct. 31, 1991. Changed to 19 CSR 40-62.222, effective Dec. 9, 1993. Emergency amendment filed Aug. 18, 1993, effective Aug. 28, 1993, expired Dec. 25, 1993. Emergency amendment filed Jan. 4, 1994, effective Jan. 14, 1994, expired May 13, 1994. Amended: Filed Aug. 18, 1993, effective April 9, 1994. Changed to 19 CSR 30-62.222 July 30, 1998. Amended: Filed Feb. 18, 1999, effective Sept. 30, 1999. Emergency amendment filed Feb. 15, 2019, effective Feb. 25, 2019, expired Aug. 23, 2019. Amended: Filed Feb. 15, 2019, effective Aug. 30, 2019. Moved to 5 CSR 25-500.222, effective Aug. 30, 2021. Amended: Filed Oct. 12, 2021, effective May 30, 2022. *Original authority: 161.092, RSMo 1963, amended 1973, 2002, 2003, 2013, 2014; 210.221.1(3), RSMo 1949, amended 1955, 1987, 1993, 1995, 1999, 2015, 2019, 2020; and 210.1080, RSMo 2018, amended 2019, 2020.