Ill. Admin. Code tit. 89, § 408.120 - Records and Reports
a) A
facility shall maintain a record file on the children enrolled.
1) A written application for admission of
each child shall be on file with the signature of the parent or
guardian.
2) An alphabetic card
file or register on each child shall be maintained and shall include:
A) Name, date of birth, and sex;
B) Date of admission and discharge;
C) Scheduled days and hours of
care;
D) Names of parents or
guardians, home address and business address and telephone numbers, marital
status, and the working hours of the parents or guardians;
E) Name, address and telephone number of
child's physician (or other person designated by parents who object to medical
treatment on religious grounds);
F)
Names, addresses and telephone numbers of others authorized to pick up the
child;
G) Names, addresses, and
telephone numbers of others to contact within the immediate area if parents or
guardian cannot be contacted in case of emergency; and
H) Information regarding the child's personal
development, habits, medical needs, and other information critical to the
child's well-being.
3)
There shall be signed consent forms from the parent or guardian including:
A) Permission for emergency medical care and
treatment if the parent is not readily available.
B) Permission to administer medication, if
applicable.
C) Permission for
someone other than parent or guardian to pick up child if necessary.
D) Visits, trips or excursions off the
premises.
E) Transportation
provided by caregiver.
F)
Permission to use the facility's swimming pool, if applicable.
4) Accidents or illnesses which
have occurred to the child at the facility shall be recorded in the file. When
a child is not permitted to attend the facility because of an accident or
illness, the date of readmission to the facility shall be recorded.
5) All required health and medical reports as
required by Section
408.70.
6) A statement signed by the parents or
guardian indicating receipt of a summary of licensing standards and other
materials as required by subsection (c) shall be in the child's record
file.
b) A facility
shall maintain accurate daily attendance records on all children enrolled. If a
child attends on a part-time or irregular basis, this shall be recorded in the
attendance record.
c) The facility
shall distribute a summary of the licensing standards, provided by the
Department, to the parents or guardian of each child at the time that the child
is accepted for care in the facility. In addition, consumer information
materials provided by the Department including, but not limited to, information
on reporting and prevention of child abuse and neglect and preventing and
reporting communicable disease, shall be distributed to the parents or guardian
of each child cared for when designated for such distribution by the
Department. Each child's record shall contain a statement signed by the child's
parent or guardian, indicating that they have received a summary of licensing
standards and other materials designated by the Department for such
distribution.
d) The group day care
home shall enter in the child's record and orally report immediately to the
child's parent, guardian, and the Department any serious occurrences involving
children. Oral reports shall be confirmed in writing within 2 working days of
the occurrence. If the home is unable to contact the parent, guardian or
Department immediately, it shall document this fact in the child's record.
These occurrences include serious accident or injury requiring extensive
medical care or hospitalization; death; arrest; alleged abuse or neglect; major
fire or other emergency situations.
e) Suspected child abuse or neglect shall be
reported immediately to the Child Abuse/Neglect Hotline as required by the
Abused and Neglected Child Reporting Act. The telephone number for the
reporting hotline is 1-800-252-2873.
f) The caregiver shall immediately notify the
Department of the death of any child at the facility; a child is missing from
the group day care home; any illness or injury of a child resulting in medical
treatment or hospitalization, and any known or suspected case or carrier or a
reportable contagious, infectious, or communicable disease among children,
staff or members of the household.
g) The caregiver shall immediately notify the
Department of any natural disaster or other occurrence resulting in the loss of
or damage to physical plant or equipment required to operate the group day care
home in accordance with this Part.
h) Records shall be maintained on all staff
and shall contain all pertinent information relative to character, suitability,
and qualifications for the position; health; 3character references verified by
the group day care home; history of employment for the previous 5 years; date
of employment by the group day care home; and, if applicable, date and reasons
for separation from the day care home.
i) The caregiver shall make available to
staff a current and complete copy of the licensing standards in a location
readily accessible to staff. Further, the licensee shall maintain a record
signed by staff indicating that they have reviewed the licensing standards and
any subsequent changes to those standards provided to the licensee by the
Department. Records documenting compliance with this requirement shall be
maintained by the licensee and available for licensing review.
j) When the licensed day care home is cited
for one or more substantiated violations of licensing standards by the
supervising agency, the caregiver shall prominently display in the home the
list of violations and the corrective plan, on a form provided by the
supervising agency. The caregiver shall keep the form posted until a licensing
representative has verified in writing that every violation on that form has
been corrected.
k) Each staff
person shall sign a statement prescribed by the Department acknowledging his or
her status as a mandated reporter of child abuse or neglect under the Abused
and Neglected Child Reporting Act and acknowledging he or she has knowledge and
understanding of the reporting requirements under that Act. Such statement
shall be signed and dated by the staff person prior to employment, and shall be
maintained by the licensee.
l) The
facility shall maintain and submit reports on staff to the Department on forms
provided by the Department.
1) An individual
report on each new employee shall be filed with the Department; a copy of this
report shall be kept at the facility.
2) All staff changes shall be reported to the
Department immediately.
3) Copies
of documentation of medical information, verification of educational
achievement, and character references of employees shall be provided upon
request by the Department.
m) The facility shall promptly report any
known or suspected case or carrier of communicable disease to local health
authorities, and shall comply with the Illinois Department of Public Health's
rules for the Control of Communicable Diseases (77 Ill. Adm. Code
690).
n) Authorized Department
licensing representatives or other Department representatives who have the
Director's written authorization which specifies the statutory authority or
administrative rule under which the access is granted shall have access to
records and reports. All persons who have access to the records and reports
shall respect their confidential nature.
o) A medical record for each child, on forms
provided by the Department, shall be maintained at the facility, dated no
earlier than 6 months prior to enrollment, and signed by the examining
physician, an advance practice nurse who has a written collaborative agreement
with a collaborating physician that authorizes the advance practice nurse to
perform health examinations, a physician assistant who has been delegated the
performance of health examinations by the supervising physician; or the medical
record is certified by a recognized health facility.
p) The licensee shall notify the supervising
agency within one week, in writing, of any changes to the household
composition. Changes that require notification include the addition of any new
person into the home, the return of any former household member, or the
departure of any household member.
q) The licensee shall keep a record of dates
and hours worked by the substitute caregiver while the licensee is absent from
the group day care home, as required in 89 Ill. Adm. Code
408.55(a).
r) The licensee shall maintain records
required for fire safety in accordance with Section
408.30.
Fire safety records include monthly fire drill reports, monthly fire safety
inspections conducted by the licensee, and the log of daily inspections by the
licensee to ensure that exit routes are kept clear.
Notes
Amended at 34 Ill. Reg. 18411, effective December 15, 2010
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