Child Records

Child Records The facility shall maintain an individual file for each child under its current care, and for any withdrawn child who withdrew during the preceding twelve months, containing the following identification and contact information, parental instructions, authorizations and other documents required by its policy manual: 1. Identification and Contact Information a. The name of the child and names of parents/guardians. b. Home address and home phone number. c. The parent’s business name, address and phone number. d. The child’s date of birth. e. Date of acceptance at facility and date of withdrawal, if any, with the parent’s stated reason for withdrawal. f. Other contact information required to be maintained in accordance with the facility’s policy manual. 2. Parental Instructions a. If the parent provides written instructions to the facility, those instructions concerning the child’s growth and development, medical needs, allergies, toilet training and other information relevant to the child’s well-being shall be maintained and kept updated. b. Written identification of an authorized, responsible person(s) for pickup of the child. c. Documentation of any limitation of parental rights of the other parent or stepparent. d. Documentation of any limitation or restriction, if any, on activities of child, or other participation by the child in certain events such as holiday celebrations or being photographed or other parental concerns. 3. Authorizations a. Signed written authorization to obtain emergency medical treatment and to administer medication. b. A parent may choose either (a) to give written consent allowing their child to participate in all field trips, excursions, or series of events outside the child care facility, or (b) to give written consent only for specific trips or events that include an approved date, time, and location. c. Signed acknowledgment by parent that the written policies and procedures described in subchapter 4 have been received. 4. Signed acknowledgment by parent that a summary of licensing standards and other materials designated by the licensing agency has been received by the parent. 5. Documents Required by Policy Manual or Contract a. If agreed by the facility in its policy manual or caregiver contracts, method in which facility will inform the parent or contact person if a child does not arrive at the facility within a reasonable time after a scheduled drop-off. b. Any other documents or identification records agreed to be maintained by the facility. 6. Confidentiality of Records and Information a. Individual child records are confidential and shall not be disclosed or released without prior written authorization by the parent. b. Individual personnel records are confidential and shall not be disclosed or released without prior written authorization by the employee.