Rule-making Standards and Procedures

7.702.93 (None) [Rev. eff. 4/1/15]

7.702.100 RECORDS AND REPORTS

7.702.101 Children's Records

The center must maintain and update annually a record on each child that includes:

A. The child's full name, birth date, current address, and date of enrollment.

B. Names and home and employment addresses and telephone numbers of parents or guardians.

C. Any special instructions as to how the parents or guardians can be reached during the hours the child is at the center.

D. Names, addresses, and telephone numbers of persons authorized to take the child from the center.

E. Names, addresses, and telephone numbers of persons who can assume responsibility for the child in the event of an emergency if parents or guardians cannot be reached immediately.

F. Name, address, and telephone number of the child's physician, dentist, and hospital of choice.

G. Health information, including medical report, chronic medical problems, and immunization history.

H. A dated written authorization for emergency medical care signed and updated annually by the parent or guardian. The authorization must be notarized if required by the local hospital, clinic, or emergency health care facility.

I. Written authorization from a parent or guardian for the child to participate in field trips or excursions, whether walking or riding.

J. Injury and illness record.

K. Reports of serious injuries and accidents occurring during care that result in the hospitalization or death of a child.

L. Significant observations of the child’s development.

M. A record of parent conferences, including dates of conferences and names of center staff and parents or guardians involved.

7.702.102 Staff Records

A. The center office must maintain a record for each staff member that includes the following:

1. Name, address, telephone number, and birth date of the individual.

2. Verification of education, work experience, employment, training, and completion of first aid and CPR courses.

3. Immunization record and health examination reports.

4. Date of employment.

5. Names, addresses, and telephone numbers of persons to be notified in the event of an emergency.

6. Information received from the State Department's automated system and the Colorado Bureau of Investigation (may be retained in a confidential file).

B. Each staff member's personnel file must contain all required information within THIRTY (30) working days of the first day of employment.

7.702.103 Administrative Records and Reports

A. The following records must be on file at the center:

1. Records of enrollment, daily attendance for each child, and daily record of the time the child arrives at and departs from the center.

2. Current health department inspection report issued within the past TWENTY-FOUR (24) months.

3. Current fire department inspection report issued within the past TWENTY-FOUR (24) months.

4. A list of current staff members, substitutes, and staffing patterns.

5. Copies of menus.

6. A record of visitors to the center.

B. Each center must immediately report in writing to the Colorado Department of Human Services any accident or illness occurring at the center that resulted in medical treatment by a physician or other health care professional, hospitalization, or death. This report must be made within 48 hours after the accident or illness occurred.

C. A report about a fatality must include:

1. The child's name, birth date, address, and telephone number.

2. The names of the child's parents or guardians and their address and telephone number if different from that of the child.

3. Date of the fatality.

4. Brief description of the incident or illness leading to the fatality.

5. Names and addresses of witnesses or persons who were with the child at the time of death.

6. Name and address of police department or authority to whom the report was made.

D. WITHIN FORTY-EIGHT (48) HOURS OF THE INCIDENT, the center must submit a written report TO THE STATE DEPARTMENT about any child who has been lost from the center and for whom the local authorities have been contacted. Such report must indicate:

1. The name, birth date, address, and telephone number of the child;

2. The names of the parents or guardians and their ad dress and telephone number if different from those of the child;

3. The date when the child was lost;

4. The location, time, and circumstances when the child was last seen;

5. Actions taken to locate the child;

6. The name of the staff person supervising the child.

E. The center must report to the Colorado Department of Public Health and Environment or its local unit any communicable illness, including but not limited to measles, mumps, diphtheria, rubella, tuberculosis, shigella, hepatitis, meningitis, salmonella, or giardia, contracted by a staff member or a child at the center.

7.702.104 Confidentiality and Retention

A. The confidentiality of all personnel and children's records must be maintained. See Section 7.701.7 in the General Rules for Child Care Facilities.

B. Personnel and children's records must be available, upon request, to authorized personnel of the STATE Department.

C. If records for organizations having more than one center are kept in a central file, duplicate identifying and emergency information for both staff and children must also be kept on file at the center attended by the child and where the staff member is assigned.

D. The records of children and personnel must be maintained by the center for at least THREE (3) years.

E. POSTING OF ANY PERSONAL INFORMATION OR PHOTOS OF CHILDREN ON SOCIAL MEDIA OR ADVERTISEMENT WITHOUT WRITTEN PARENTAL CONSENT IS PROHIBITED.

F. RECORDS OF ENROLLMENT, DAILY ATTENDANCE FOR EACH CHILD AND DAILY RECORDS OF THE TIME THE CHILD ARRIVES AT AND DEPARTS FROM THE CENTER FOR THE PAST TWELVE (12) MONTHS MUST BE ON FILE AT THE CENTER. THE PREVIOUS TWO (2) YEARS MUST BE ON FILE AT EITHER THE CENTER OR A CENTRAL LOCATION OR STORAGE.
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