(a) Confidentiality
1. Children's records and information about
children and their families shall be kept confidential.
2. Confidential information about children
and their families shall not be used or disclosed for any purpose not directly
related to the well-being of the child.
3. Any discussion about children and their
families shall be treated as confidential.
4. Confidential information including
children's records shall be accessible only to authorized persons.
5. The Department shall have the right to
inspect center records, including children's records.
(b) Individual records on each child shall be
on file in the center on the child's first day of attendance. Records shall be
maintained in the center for at least two years after the child has left the
center. Records shall be filed in alphabetical order. Records shall contain
originals or clear copies of required information. In-active files shall be
maintained separately from active files. Records shall include but need not be
limited to:
1. Child's Pre-Admission Record,
on the required form, including: child's name; birthdate; home address; name,
address, and telephone number of child's parent(s)/guardian(s); name, address,
and telephone number of mother's and father's employer; emergency contact
information; name, address, and telephone number of child's doctor; signed
authorization for emergency medical treatment; special needs or instructions;
list of persons child may be released to; statement that parent(s)/guardian(s)
understands that the Department does not inspect activities away from the
facility; permission signed by the child's parent(s)/guardian(s) for the child
to participate in activities away from the facility, transportation provided by
the facility, and swimming/wading provided by the facility; child's first day
of attendance; child's withdrawal date.
2. Records of injury/illness occurring at the
center or during away from center activities, which require professional
medical attention, emergency medical attention, or hospitalization.
3. Immunizations.
(i) On the child's first day of attendance,
each child from two (2) months of age to lawful school age and each child of
lawful school age who is not enrolled in public or private school kindergarten
shall have a valid State of Alabama Certificate of Immunization on file in the
center, unless one of the following is on file in the center:
(I) A valid State of Alabama Certificate of
Medical Exemption;
OR
(II) A
valid Alabama Certificate of Religious Exemption.
(ii) Each child's Certificate of Immunization
shall be updated according to the expiration date indicated on the
certificate.
4.
Authorization for administering medication or medical procedures form if
medication or medical procedures have been administered to the child.
5. Any other information about a child shall
be kept in the child's record.