Licensing Standards for DayCare Centers

Section 290-2-2-.10
Record Keeping and Reporting

 

 The following records shall be maintained on file at each center subject  

to the exceptions listed herein.  The records shall be maintained in an  

organized manner and shall be accessible to the Department. 

 

(a) Records on Administrator and Employees. The file for each  

administrator and employee shall contain: 

 

1. Identifying information to include: 

(i) Name, 

(ii) Date of Birth, 

(iii) Social Security number,  

 

(iv) Current address, and 

 

v) Current telephone number; 

 

2. Employment history; 

 

3. Evidence of the following as applicable to the position held: 

 

(i) Education, 

 

(ii) Qualifying work experience, 

 

(iii) Orientation, which shall include the following: 

 

(I) Date of orientation; 

 

(II) Description of orientation; 

 

(III) Signature of person or a representative of the organization providing  

the training; and  

 

(IV) Signature of the person receiving the training; 

 

(iv) All training required by these rules which shall include: 

 

(I) Title of Training: 

 

(II) Date of training; 

 

(III) Trainer's signature; 

 

(IV) Location of training; and 

 

(V) Number of clock hours obtained; 

 

4. Verification of a satisfactory criminal records check determination; 

 

 

5. Daily attendance records or other employee payroll records for the  

employee for the preceding six (6) month period, which may be stored  

away from the center provided that the center notifies the Department of  

its intention to store these records off-site, provides the Department with  

the name, address and phone number of the custodian of these records and  

allows the Department, in its discretion, to have access to when these  

records at the custodian's location immediately or access at the center  

within seven (7) business days of a department representative's request.  

The Department may, in its discretion, accept photocopies of the  

requested records which are provided within seven (7) business days of  

the department representative's request for the same. 

 

6. Statement completed by the staff member or other documentation  

regarding qualifications. 

 

(b) Records on Children. The following records shall be maintained on  

file for each child enrolled in the center and shall be accessible to the  

department: 

 

1. Identifying information about the child to include: name, date of birth,  

sex, address, living arrangement if not with both parents and name of  

school, if any; 

 

2. Identifying information about the parents to include: names of both  

parents, home and work addresses, and home and work telephone  

numbers; 

 

3. Name(s) and addresses of the person(s) to whom the child may be  

released; 

 

4. Identifying information about the person(s) to contact in emergencies  

when the parent cannot be reached to include: name (s) and telephone  

number(s); 

 

5. Signed agreement between the holder of the license or commission or a  

person designated by the holder and the parent to include: 

 

(i) Description of general services to be provided by the center to the child  

including whether the center is providing meals and snacks; 

 

(ii) Identification of the child's primary source of health care to include: 

 

(I) Physician's or clinic's name, and  

 

(II) Telephone number;  

 

(iii) Authorization for obtaining emergency medical care for the child  

when the parent is not available; 

 

(iv) Statement regarding known allergies or other physical problems,  

mental health disorders, mental retardation or developmental disabilities  

which would limit the child's participation in the center's program and  

activities; 

 

(v) Description of any special procedures to be followed in caring for the  

child, including any special services which the center agrees to provide to  

a child with special needs; 

 

(vi) A description of the information that will be required of the parent   

before the center will dispense any medication and the parents'  

acknowledgment that they will provide all the necessary information. The  

authorization will include when applicable: 

(I) Date, 

(II)Full name of the child,  

(III)Name of medication, 

(IV)Prescription number, if any,  

(V)Dosage, 

(VI)The dates to be given,  

(VII)The time of day medication is to be dispensed,  

(VIII) Signature of parent,  

 

(IX) Verification that medication was dispensed according to parents'  

authorization, including the signature of staff member who dispensed the  

medication; and 

 

(vii) Parents' acknowledgment of the following:  

 

(I) that when the parents, or persons authorized by the parents, pick up or  

drop off their child at the center, they will not allow their child to enter or  

leave the center without being escorted and that the center will not permit  

the child to enter or exit the center without an escort; and 

 

 

(II) that the parents are responsible for keeping the center advised of any  

significant changes as the changes occur in the information that the  

parents provided at the time of enrollment concerning phone numbers,  

work locations, emergency contacts, family physician, etc. 

 

(III) that where the school-age day care center does not agree to provide  

routine meals and/or snacks, as appropriate, for the children, the parents  

agree that they shall provide the children with nutritious meals and snacks  

daily as appropriate. 

 

6. Documentation of incidents requiring professional medical attention,  

other than simple first aid performed by center staff, to include: 

(i) Child's name, 

(ii) Type of illness or injury, 

(iii) Date of illness or injury, 

(iv) How injury or illness occurred, 

(v) Staff present, 

(vi) Method of notifying parent, and 

(vii) Services provided to the child; 

 

7. Written parental authorization for the child to participate in field trips,  

special activities away from the center and water-related activities  

occurring in water that is more than two (2) feet deep if the center  

participates in any such activities. 

 

8. Parental authorization if the center is to provide routine transportation  

for the child to or from school, home or center. The authorization shall  

specify the following: 

 

(i) Routine pickup location, 

(ii) Routine pick up time, 

(iii) Routine delivery location, 

 

 

(iv) Routine delivery time, 

 

(v) Name of any person authorized to receive the child; and the procedure  

to be followed if the authorized person is not present at the drop off cite to  

receive the child; and 

 

9. Evidence of age-appropriate immunizations or a signed affidavit  

against such immunizations shall be maintained for each child enrolled in  

the center on a form provided by the department; 

 

(i) No child shall continue enrollment in the center for more than thirty  

(30) days without such evidence; and 

 

10. The child's daily attendance records for the six (6) preceding months  

which need not be filed in each child's record; and 

 

11. Transportation checklists which need not be filed in each child's  

record. 

 

(c) Required Reports. The administrator shall report or cause to be  

reported the following: 

 

1. Child Abuse, Neglect or Deprivation. Whenever there is reasonable  

cause to believe that a child has been physically injured or has suffered  

death by a parent or caretaker by other than accidental means; provided,  

however, that physical forms of discipline need not be reported where the  

same does not result in injury to the child; or a child has been neglected,  

exploited or deprived or sexually assaulted or sexually exploited. Sexual  

exploitation occurs when a parent or caretaker allows, permits,  

encourages or requires a child to engage in prostitution or when the parent  

or caretaker allows, permits, encourages or requires a child to engage in  

other sexually explicit conduct for the purpose of producing any visual or  

print medium depicting such conduct as defined in O.C.G.A. Sec.  

16-12-100. Any suspected incident of child abuse, neglect or deprivation  

shall be reported to the local County Department of Family and Children  

Services in accordance with O.C.G.A. Sec. 19-7-5. 

 

2. Communicable Diseases. Any cases or suspected cases of notifiable  

communicable diseases shall be reported to the local county health  

department as required by the rules of the department regarding  

Notification of Disease, Chapter 290-5-3. 

 

3. Death, Serious Injury or Emergency Situation. Within twenty-four (24)  

hours or the next work day following the reportable situation to the Child  

Care Licensing Office, the following: 

 

(i) Any death of a child while in the care of the center; 

 

(ii) Any serious illness or injury requiring hospitalization or profes 

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professional medical attention other than first aid of a child while in the  

care of the center; 

 

(iii) Any fire; 

 

(iv) Any structural disaster; and 

 

(v) Any emergency situation that requires temporarily relocating 

children. 

 

4. Criminal Record. The name of any employee who acquires a  

criminal record as defined in these rules if the director knows, or  

reasonably should know, of the employee's criminal record shall be  

reported to the District Child Care Licensing Office. 

 

5. Annual Reports. Within forty-five (45) days of the center's receipt of an  

annual report form from the department, the administrator shall_submit to  

the department a complete annual report on the form provided. The  

annual report may be used in determining licensure requirements. 

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