Section 29-324. ADMINISTRATIVE RECORDS ON CHILDREN

 

324.1The Child Development Facility shall maintain a record for each enrolled child, and shall retain the record for three (3) years following the termination of that child's enrollment. All records required by this section shall be made available for inspection.

 

324.2The Facility shall maintain current records and information on children, including:

 

(a)Roster of enrolled children by age group;

 

(b)Daily attendance records by names of children, including first name, last name and middle initial of each child;

 

(c)Daily menu plan for feeding the children indicating the foods actually served on a daily basis;

 

(d)Daily schedule of activities; and

 

(e)Health records on enrolled children pursuant to section 325 and as otherwise provided in this Chapter.

 

324.3Each Facility shall maintain a register that shall include the following information for each child currently enrolled:

 

(a)The child's full name;

 

(b)The child's gender;

 

(c)Date of birth;

 

(d)Date of admission;

 

(e)Home address and telephone number;

 

(f)Full names of parents or guardians;

 

(g)Business addresses and telephone numbers of parents or guardians;

 

(h)Designation of individuals authorized to receive the child at the end of each session;

 

(i)Name and telephone number of individual to be contacted in emergencies when the parents or guardians are not available;

 

(j)Date and reasons for the child's withdrawal;

 

(k)Language(s) spoken in the child's home;

 

(l)Health information on each child as required by section 325 of this Chapter;

 

(m)Written authorization(s) for the administration of medication as required by section 377 of this Chapter, if applicable;

 

(n)For children in out-of-school-time care:

 

(1)The name of the school the child attends;

 

(2)The name and number of a contact person from that school; and

 

(3)If the child arrives at and leaves the Facility alone, the days and times at which the child should arrive and leave the Facility and the mode(s) of transportation that the child uses to travel to and from the Facility; and

 

(o)A record of the child's developmental progress.

 

324.4The Facility shall have a current Emergency Medical Treatment Authorization form on file for each child, granting permission to the Facility to obtain medical treatment in case of an emergency that occurs while the child is in the care of the Facility. The form shall be approved by the Director and shall include:

 

(a)Signatures of the parent(s) or guardian(s);

 

(b)Information on the child's/family's health insurance coverage; and

 

(c)A list of the child's known illnesses and allergies; and

 

(d)In the event that any of this information changes, updated information and the date the updated information was added.

 

324.5The Facility shall maintain on file a written, signed and dated statement from each child's parent(s) or guardian(s) authorizing the Facility to take the child on regularly scheduled trips from the Facility. The authorization shall include the child's name, and shall specify the mode of transportation, the frequency, and the destination of each such trip.

 

324.6If the child is to be taken on a field trip that is not recorded as a routine trip, the Facility shall obtain a written authorization that includes the information required in subsection 324.5 in addition to the estimated time of departure and arrival.

 

324.7Written permission shall be considered valid for all regularly scheduled trips as noted in the statement submitted pursuant to subsection 324.5 until withdrawn by the child's parent(s) or guardian(s).

 

324.8The Facility shall not disclose information concerning an individual child or the child's parent(s) or guardian(s) to persons other than the Facility staff or government officials acting in the course of their duties, unless the parent(s) or guardian(s) grant written permission for the disclosure, or unless disclosure is necessary in an emergency situation.

 

324.9The Facility shall inform the parent(s) or guardian(s) of all enrolled children, in writing, of the Facility's policy regarding disclosure of information.

 

source

Regulation No. 74-34 published at 21 DCR 1333 (December 27, 1974); as amended by Final Rulemaking published at 54 DCR 3793 (April 27, 2007).