10A NCAC 09 .1721. REQUIREMENTS FOR RECORDS

(a)  The operator shall maintain the following health records for each child who attends on a regular basis, including his or her own preschool child(ren):

(1)           a copy of the child's health assessment as required by G.S. 110-91(1);

(2)           a copy of the child's immunization record;

(3)           a health and emergency information form provided by the Division that is completed and signed by a child's parent.  The completed form shall be on file the first day the child attends.  An operator may use another form other than the one provided by the Division, as long as the form includes the following information:

(A)          the child's name, address, and date of birth;

(B)          the names of individuals to whom the child may be released;

(C)          the general status of the child's health;

(D)          any allergies or restrictions on the child's participation in activities with instructions from the child's parent or physician;

(E)           the names and phone numbers of persons to be contacted in an emergency situation;

(F)           the name and phone number of the child's physician and preferred hospital;

(G)          authorization for the operator to seek emergency medical care in the parent's absence; and

(4)           when medication is administered, authorization for the operator to administer the specific medication according to the parent's or physician's instructions.

(b)  The operator shall complete and maintain other records which include:

(1)           documentation of the operator's procedures in emergency situations, on a form which is provided by the Division;

(2)           documentation that monthly fire drills are practiced.  The documentation shall include the date each drill is held, the time of day, the length of time taken to evacuate the home, and the operator's signature;

(3)           incident reports that are completed each time a child receives medical treatment by a physician, nurse, physician's assistant, nurse practitioner, community clinic, or local health department, as a result of an incident occurring while the child is in the family child care home.  Each incident shall be reported on a form provided by the Division, signed by the operator and the parent, and maintained in the child's file.  A copy shall be mailed to a representative of the Division within seven calendar days after the incident occurs;

(4)           an incident log which is filled out any time an incident report is completed.  This log shall be cumulative and maintained in a separate file and shall be available for review by a representative of the Division.  This log shall be completed on a form supplied by the Division;

(5)           documentation that a monthly check for hazards on the outdoor play area is completed.  This form shall be supplied by the Division and shall be maintained in the family child care home for review by a representative of the Division; and

(6)           Accurate daily attendance records for all children in care, including the operator's own preschool children.  The attendance record shall indicate the date and time of arrival and departure for each child.

(c)  Written records shall be maintained as follows:

(1)           All children's records as required in this Chapter, except medication permission slips as required in Rule .1720(c)(13) of this Section, must be kept on file one year from the date the child is no longer enrolled.

(2)           Additional caregiver records as required in this Chapter shall be maintained on file one year from the employee's last date of employment.

(3)           Current program records as required in this Chapter shall be maintained on file for as long as the license remains valid.  Prior versions shall be maintained based on the time frame in the following charts:

(A)          A minimum of 30 days from the revision or replacement date:

 

Record	Rule
Daily Schedule	.1718(13)
Infant Feeding Schedule	.1718(6)
SIDS Sleep Chart/Visual Check	.1724(8)

 

(B)          A minimum of one year from the revision or replacement date:

 

Record	Rule
Attendance	.1721 (b)(6)
Emergency Numbers	.1720(a)(8)
Emergency Procedures Form	.1721(b)(1)
Field Trip/Transportation Permission	.1723(1)
Fire Drill Log	.1721(b)(2)
Incident Log	.1721(b)(4)
Playground Inspection	.1721(b)(5)
Pet Vaccinations	.1720(d)(10)

 

(4)           Well-water analysis, pool inspection and inspections for local ordinances as referenced in Rules .1720(d)(1), .1719(7), and .1702(d) of this Section shall remain on file at the family child care home for as long as the license remains valid.

(5)           Records may be maintained in a paper format or electronically, except that records that require a signature of a staff person or parent shall be maintained in a paper format.

(6)           All records required in this Chapter shall be available for review by a representative of the Division.

 

History Note:        Authority G.S. 110-85; 110-88; 110-91(1),(9);

Eff. July 1, 1998;

Amended Eff. July 1, 2010; July 1, 2008; April 1, 2003; April 1, 2001.