Updated January 27, 2017
Section 8 of the Child Care Center Licensing Guidebook addresses records, reporting and posting. Recordkeeping has always been an important aspect of a staff member’s duties and each program may have different ways of managing records.
Licensing laws require that some records are kept and updated annually. Some programs may add additional record keeping responsibilities to the staff member’s job descriptions.
In the required reading you learned what types of information becomes documented and kept as records, and what doesn’t. Some records need to be posted (such as mission statements), some kept confidential, and some must be made available to DEL during licensing visits. This information is determined by a combination of WACs, individual program policy, and whether or not the program is in a family home or classroom.
Examples of documentation and records include:
Each program is unique in how it will carry out this responsibility. The one commonality is: information about a child or family that is considered confidential information should be kept in a safe place where it cannot be accessed by the general public.
It is your responsibility as a provider to maintain that level of confidentiality. Once a program is licensed, the licensor will do a monitoring visit at least once every 12 months. During the visit, the licensor will check to make sure documentation systems are in place and accurate records are maintained.
Parents and family members can find out about the program’s policies through on-site postings and through the program’s handbook. Examples of information available for family members to view include recent checklists for meeting licensing requirements, and licensing compliance agreements. A comprehensive list of information that needs to be posted on-site can be found in the guidebooks.
Personnel files should be kept up-to-date with all the required information. Some programs have found it useful to include a checklist in the front of each staff member’s file in order to keep accurate records. An example of a checklist can be found in the Center Guidebook on page 227.
Although many of the responsibilities of reporting and recordkeeping may be completed by a director or program supervisor, it is important for you to be aware of the information and documents required by DEL, and what information will need to be continually updated. For example, if you change addresses or phone numbers, be sure to update your employment file. When you complete additional STARS trainings, follow up to make certain these are recorded in MERIT and that both you and your director have copies of your certificates.
RECORDKEEPING, REPORTING AND POSTING
WAC 170-297-2000 Recordkeeping—Records available to the department.
WAC 170-297-2025 Child records—Confidentiality.
WAC 170-297-2050 Child records—Contents.
WAC 170-297-2075 Staff records.
WAC 170-297-2125 Child attendance records—Staff-to-child ratio records.
WAC 170-297-2150 Facility records.
WAC 170-297-2175 Materials that must be posted.
WAC 170-297-2200 Reporting incidents to 911 (emergency services).
WAC 170-297-2225 Reporting incidents to Washington poison center.
WAC 170-297-2250 Reporting incidents to a child's parent or guardian and the department.
WAC 170-297-2275 Other incident reporting to the department.
WAC 170-297-2300 Reporting to DSHS children's administration intake.
WAC 170-297-2325 Notifiable conditions.
WAC 170-297-2350 Policies.
WAC 170-297-2375 Parent/guardian policies (handbook).
WAC 170-297-2400 Program/operations policies.
WAC 170-297-2425 Staff policies.
WAC 170-297-2450 Off-site activity policy.