1. You Are The
Specialist
Designed by: Kelly Stortz, Norma Oxford and Stephanie Hudson

2. The most common question in Child Care Licensing:
What are they
Looking for?

26. Forms, Papers, and Sites to know

30. 18 YEARS and older in a child Care Center require fingerprints

32. WITHIN 30 DAYS OF ADMISSION FORMS MAINTAINED IN FILE
Children’s Records
The following information is required in a child’s file in order to provide licensed child care services. Licensing visits have shown that this is a problem area for most providers. Failure to maintain proper files is a licensing violation as well as a safety and a legal concern. Please take this time to review your children’s files and insure they contain the following:
PRIOR TO ADMISSION
·        Admission Record which must include:
1.      The child’s full name, date of birth, current address, and date of enrollment.
2.      Name’s and home and employment addresses and telephone numbers of parent’s and/or guardians.
3.      Names and telephone numbers of persons other than the parents who are authorized to take the child from the child care center.
4.      Names, addresses, and telephone numbers of the children’s physician, dentist and hospital of choice.
·        A dated written authorization for Emergency Medical Care signed and submitted ANNUALLY by the parent or guardian.
·        Written authorization from a parent or guardian regarding participation in field trips.
·        Written authorization to provide transportation to and from school.
·        Current Immunization Record on the proper card or a copy with an original signature and date. This is to be updated ANNUALLY.
WITHIN 30 DAYS OF ADMISSION
·        A current health statement from the child’s doctor. This is to be updated ANNUALLY.
FORMS MAINTAINED IN FILE
·        A written record of any serious accident, illness, or injury during care must be retained in the child’s file and a copy given to the parent or guardian.
·        Medication administration record and log for each illness where medication was administered by the child care provider.
Critical incident forms. All injuries resulting in medical treatment by a physician or other health professional needs to be reported to the Department within 48 hours on the critical incident form.

33. EXPERIENCED PROVIDERS:
Substitutes
A. General
Arrangements must be made for a substitute who is at least 18 years old and is capable of providing care and supervision of children and handling emergencies in the absence of the caregiver.
1. Prior to caring for children at the home, the substitute must be given an opportunity to examine these rules and to become familiar with children in care and with the normal routines and practices of the home.
2. Substitutes who work at the home on a regular basis must comply with requirements for first aid and CPR training (Section , B) and a health evaluation (Section , A, 4) as well as a criminal record check and Central Registry check as outlined at Sections and (General Rules for Child Care Facilities).
B. Infant/Toddler Home
The substitute for the caregiver(s) must meet the same age requirements as the caregiver (see Section , B).
C. Large Home
1. Arrangements must be made for a substitute who meets the requirements for a primary caregiver of a large home to provide care and supervision of children in the absence of the primary caregiver.
2. An individual who meets all of the requirements for a staff aide must be available to substitute for the staff aide when necessary.
A “regular substitute” is an individual who works in the home more than 12 days, either full or part, in a calendar year.
A substitute is not intended to take over total facility operations while a provider is on vacation.
A provider file is required on all “regular substitutes” and must be available for inspection.
EXPERIENCED PROVIDERS:
At all times and individual meeting the requirements for an EXPERIENCED PROVIDER set forth in section (D) must be at the facility.