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  #1  
Old 05-10-2013, 04:57 PM
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Question List Of Paperwork In A Home Daycare Filing Cabinet

Does anyone have a list of the paperwork needed/used -required or not- for a Home DayCare?

I'm in the baby stage of opening a Home DayCare and need loads of advise...
I've seen Parent's Handbooks and Employee's Handbooks threads.
What other paperwork does Home DayCare Providers have in their filing cabinets?

Clara
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  #2  
Old 05-10-2013, 05:09 PM
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What state are you in? Different states have different requirements.
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Old 05-10-2013, 07:53 PM
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1. PHB

2. Contract

3. Medication authorization form

4. Emergency Form

5. Parent right to regulated care

6. Immunization Form

7. Photo release

8. Transportation authorization


Here's mine
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  #4  
Old 05-10-2013, 10:35 PM
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This pretty much has a list of every type of form known to daycare kind (some even multiple types of the same subject). Just click a letter of the subject and it will take you there. It opens with word document so you can always adjust it to what you want it to say.

http://www.thedaycarelady.com/form.htm
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  #5  
Old 05-10-2013, 10:43 PM
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I have so many papers and files in my filing cabinet. It depends on what your state requires AND what you like/require.
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  #6  
Old 05-12-2013, 08:29 AM
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Wink Thanks for replying

Thanks to all,
I'm in TN.
Another ? Why does which state I'm in make a difference as to the files you keep? I understand different states have different standards. I thought that as far as files go, all Home Childcare Providers would find the need of all the same files.

LaLa1923 thanks I had not even thought of all the transportation paperwork.
The daycareLady.com does have a great list.....Thanks Starburst

Clara
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Old 05-12-2013, 08:58 AM
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You are right about most providers having to all have the basic forms for immunizations and enrollment info but each state requires their own separate lists of things providers must have on file.

Even things like enrollment forms differ between states and sometimes counties. I know the enrollment form I use is specific to my state.

Here are some other threads about forms providers use

http://daycare.com/forum/showthread.php?t=19584 (this one has some great lists)

http://daycare.com/forum/showthread.php?t=25915
http://daycare.com/forum/showthread.php?t=46197
http://daycare.com/forum/showthread.php?t=26256
http://daycare.com/forum/showthread.php?t=35787
http://daycare.com/forum/showthread.php?t=50024

http://daycare.com/forum/forumdisplay.php?f=13

HTH
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  #8  
Old 05-12-2013, 10:49 AM
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Quote:
Originally Posted by Clara View Post
Thanks to all,
I'm in TN.
Another ? Why does which state I'm in make a difference as to the files you keep? I understand different states have different standards. I thought that as far as files go, all Home Childcare Providers would find the need of all the same files.

LaLa1923 thanks I had not even thought of all the transportation paperwork.
The daycareLady.com does have a great list.....Thanks Starburst

Clara
I live in Illinois and DCFS requires these forms in each child's file:

Certificate of Child Health Examination

Immunization Records

Application/Record of Child Information

Copy of Certified Copy of Child's Birth Certificate

Signed Verification of Receipt of "Summary of Licensing Standards for Daycare Homes"

Consents to Providers to include: Emergency Medical Care; Administer Patent Medicine; Administer Prescription Medicine; Child Pickup; Trips, Excursions and Public Park Facilities; Swimming

Notification Re Certified Birth Certificate Requirements

Late Pickup Policy

Lead Assessment Questionnaire

In addition I must keep these forms for the facility:

Daily Fire Prevention Inspection for Clear Escape Routes and Operable Exit Doors and Exit Windows

Tornado/Fire Emergency Drill Record

Fire and Tornado Emergency Plan Including Escape Routes

Hazard Protection Plan

Log of Continuing Education Completed

Proof of CPR and First Aid Certifications

In addition to these I keep:

Signed copy of my policies and contract

All records relating to my food program claims for three years

All tax related receipts for 5 years

So as you see, there are a lot of commonalities, but each state will have their own special requirements as well - for instance I have not heard of any other state that requires a written Hazard Protection Plan like the one that Illinois requires.
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  #9  
Old 06-09-2013, 09:46 AM
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Thumbs up Thanks



Thanks everyone!

The lists you've given has helped a lot.
Clara
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  #10  
Old 06-09-2013, 08:05 PM
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I keep everything in a HUGE 3 ring binder.

The first page has all Emergency info (poison control, hospitals, sub numbers, my license inspector's number,...)

For each kid I have:
Immunization Record*
Health Assessment*
Personal information form (phone number, emergency contacts,...)*
Medical release form*
Transportation form *
Short/Long Term medication form*
Contract
*=Required by State

I also have a divider for:
Copies of yearly state application
Car Safety Check
Discipline plan
Fire/Tornado guidelines
First Aid & CPR certificates (me, Subs)
Copy of Handbook
Health Assessments (me, subs)
KBI Checks (me, subs)
Licenses
Pet Records (cat immunization-required by state)
Regulations
Safe Sleep Plan
Sample Schedules
Supervision Plan
Survey Findings (whatever my inspector leaves after inspection)
Trainings (me, subs)
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  #11  
Old 04-18-2017, 06:10 AM
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Quote:
Originally Posted by Clara View Post
Does anyone have a list of the paperwork needed/used -required or not- for a Home DayCare?

I'm in the baby stage of opening a Home DayCare and need loads of advise...
I've seen Parent's Handbooks and Employee's Handbooks threads.
What other paperwork does Home DayCare Providers have in their filing cabinets?

Clara
What part of TN? The reason I ask is because some counties (like Blount) have to approve the house depending on the business codes. Had I gone licensed instead of staying legally licensed exempt I would have had to jump that hurdle; I live in a Manufactured home community & you must have a doublewide that is tied down for it to clear licensing regs. Because I care for under 2's only, I am limited to 4 children regardless of being licensed or licensed exempt. I run like I am fully licensed and keep all the required paperwork including medical forms, back ground check etc
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  #12  
Old 04-18-2017, 06:17 AM
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Quote:
Originally Posted by LysesKids View Post
What part of TN? The reason I ask is because some counties (like Blount) have to approve the house depending on the business codes. Had I gone licensed instead of staying legally licensed exempt I would have had to jump that hurdle; I live in a Manufactured home community & you must have a doublewide that is tied down for it to clear licensing regs. Because I care for under 2's only, I am limited to 4 children regardless of being licensed or licensed exempt. I run like I am fully licensed and keep all the required paperwork including medical forms, back ground check etc
Old post. I haven't seen the OP on the board since 2013
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  #13  
Old 04-18-2017, 06:24 AM
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Quote:
Originally Posted by Blackcat31 View Post
Old post. I haven't seen the OP on the board since 2013
You noticed the spammer posts too.
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They are also our future.
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  #14  
Old 04-18-2017, 06:27 AM
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Quote:
Originally Posted by Mike View Post
You noticed the spammer posts too.
4 random posts right away this morning... you'd think they'd find something better to do right?

But I suppose just like Rachel or Bridget from card services, we all have to earn a living huh? LOL!

(I don't know if you get calls from Rachel or Bridget in your area but they are THE most annoying spammer type calls ever!!! )
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  #15  
Old 04-18-2017, 06:45 AM
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Quote:
Originally Posted by Blackcat31 View Post
4 random posts right away this morning... you'd think they'd find something better to do right?

But I suppose just like Rachel or Bridget from card services, we all have to earn a living huh? LOL!

(I don't know if you get calls from Rachel or Bridget in your area but they are THE most annoying spammer type calls ever!!! )
Never heard of Rachel or Bridget, but get spam calls from "SEO providers" often.
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  #16  
Old 04-18-2017, 07:02 AM
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Quote:
Originally Posted by Blackcat31 View Post
Old post. I haven't seen the OP on the board since 2013
I didn't even check the date lol... I'm bad.
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  #17  
Old 04-18-2017, 07:04 AM
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Quote:
Originally Posted by LysesKids View Post
I didn't even check the date lol... I'm bad.
It was an unregistered poster/spammer that brought the thread up again. I just posted to you because you quoted the OP and I just wanted to make sure you didn't wait for a reply.

Otherwise old threads revived aren't always bad thing as they do contain relevant information...
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  #18  
Old 04-18-2017, 10:25 AM
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I'm glad it was resurrected because I am lacking some forms or have been told it's now a requirement to have them, so this is perfect timing for me.
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