Ga. Comp. R. & Regs. R. 591-1-1-.08 - Children's Records
(1) A Center must
maintain a file for each child while such child is in care at the Center and
for a period of one (1) year after such child is no longer in care at the
Center. In order for the file to be complete, the file shall contain the
following: identifying information about the child to include: name, date of
birth, sex, address, living arrangement if not with both Parents, name of
school, if applicable; identifying information about the Parent(s) to include:
names of both Parents, if applicable, home and work addresses, and home and
work telephone numbers; name(s) and addresses of the person(s) to whom the
child may be released. Such information shall contain the authorized person's
address, telephone numbers, relationship to child and to Parent(s) and other
identifying information; identifying information about the person(s) to contact
in emergencies when the Parent cannot be reached to include name(s) and
telephone number(s); identifying information about the child's primary source
of health care to include physician's or clinic's name and telephone number;
and a statement regarding known allergies or other physical problems, mental
health disorders, intellectual disabilities or developmental disabilities which
would limit the child's participation in the Center's program and activities.
(a) The file shall contain a 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.
(b) The file shall contain
parental authorizations, including, but not limited to, written authorization
for the Center to obtain emergency medical care for the child when the Parent
is not available.
(c) The file
shall contain parental acknowledgment of their responsibility for keeping the
Center advised of any significant changes in enrollment information concerning
phone numbers, work locations, emergency contact, family physicians,
etc.
(d) The file shall contain
parental acknowledgment that when the Parent(s) or persons authorized by the
Parent(s) 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.
(2) The file shall also
contain evidence of age-appropriate immunizations or a signed affidavit against
such immunizations. The items shall be maintained for each child enrolled in
the Center on a form approved by the Department, and no child shall continue
enrollment in the Center for more than thirty (30) days without such
evidence.
(3) The file shall also
contain documentation of incidents requiring professional medical attention,
other than simple first aid performed by Center Staff, to include: child's
name, type of illness or injury, date of illness or injury, how injury or
illness occurred, Staff present, method of notifying Parent(s) and services
provided to the child.
(4)
Confidentiality. Information pertaining to the children enrolled at a Center is
considered confidential and may not be released by Center Staff without first
obtaining written permission signed by the Parent(s). However, relevant
information relating to the children's family situations, medical status and
behavioral characteristics on the children enrolled at the Center at any time
shall be shared among Center Staff, with members of the Department or with
other persons authorized by these rules or the law to receive such information,
or with other persons in an emergency situation involving the child.
(5) Attendance Records. A child's daily
attendance records for the twelve (12) preceding months must be maintained but
need not be filed in each child's record. These records shall be made available
to the Department in printed or written form upon request.
(6) Arrival and Departure Records. Records of
a child's daily arrival and departure for the twelve (12) preceding months
shall be maintained but need not be filed in each child's record. The Parent or
person(s) authorized by the Parent to drop off and pick up the child will
document, in written or electronic format, each time the Parent or authorized
person drops off and picks up the child. The documentation shall include at
least the following information: the date, the child's name, the arrival and
departure times, and the signature or initials of the Parent or authorized
person at the time of arrival and departure. These records shall be made
available to the Department in printed or written form upon request.
(7) The Center shall ensure that children are
only released to authorized person(s), and Center Staff shall take necessary
steps to determine that any such person(s) presenting to pick up a child in
care is authorized by the Parent(s) of the child and that person matches the
identifying information provided by the Parent.
Notes
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No prior version found.