Compilation of Rules and Regulations of the State of Georgia
Department 290 - RULES OF DEPARTMENT OF HUMAN SERVICES
Chapter 290-2 - FAMILY AND CHILDREN SERVICES
Subject 290-2-2 - DAY CARE CENTERS
Rule 290-2-2-.10 - Record Keeping and Reporting
Universal Citation: GA Rules and Regs r 290-2-2-.10
Current through Rules and Regulations filed through March 18, 2025
The following records shall be maintained on file at each center subject to the exceptions listed herein. The records shall be maintained in an organized manner and shall be accessible to the Department.** *
(a) Records on Administrator and Employees. The file for each administrator and employee shall contain:** *
1. Identifying information to include:** *
(i) Name,** *
(ii) Date of Birth,** *
(iii) Social Security number,** *
(iv) Current address, and** *
(v) Current telephone number;** *
2. Employment history;**
*
3. Evidence of the following as
applicable to the position held:** *
(i)
Education,**
(ii) Qualifying work
experience,** *
(iii) Orientation,
which shall include the following:** *
(I)
Date of orientation;** *
(II)
Description of orientation;** *
(III) Signature of person or a representative
of the organization providing the training; and** *
(IV) Signature of the person receiving the
training;** *
(iv) All
training required by these rules which shall include:** *
(I) Title of Training:** *
(II) Date of training;**
(III) Trainer's signature;**
(IV) Location of training; and**
(V) Number of clock hours
obtained;**
4. Verification of a satisfactory criminal
records check determination;** *
5.
Daily attendance records or other employee payroll records for the employee for
the preceding six (6) month period, which may be stored away from the center
provided that the center notifies the Department of its intention to store
these records off-site, provides the Department with the name, address and
phone number of the custodian of these records and allows the Department, in
its discretion, to have access to these records at the custodian's location
immediately or access at the center within seven (7) business days of a
department representative's request. The Department may, in its discretion,
accept photocopies of the requested records which are provided within seven (7)
business days of the department representative's request for the
same.**
6. Statement completed by
the staff member or other documentation regarding qualifications.** *
(b) Records on Children. The following records shall be maintained on file for each child enrolled in the center and shall be accessible to the department:**
1. Identifying information about the child to
include: name, date of birth, sex, address, living arrangement if not with both
parents and name of school, if any;**
2. Identifying information about the parents
to include: names of both parents, home and work addresses, and home and work
telephone numbers;**
3. Name(s) and
addresses of the person(s) to whom the child may be released;**
4. Identifying information about the
person(s) to contact in emergencies when the parent cannot be reached to
include: name(s) and telephone number(s);**
5. Signed agreement between the holder of the
license or commission or a person designated by the holder and the parent to
include:**
(i) Description of general
services to be provided by the center to the child including whether the center
is providing meals and snacks;**
(ii) Identification of the child's primary
source of health care to include:**
(I)
Physician's or clinic's name, and**
(II) Telephone number;**
(iii) Authorization for obtaining emergency
medical care for the child when the parent is not available;**
(iv) Statement regarding known allergies or
other physical problems, mental health disorders, mental retardation or
developmental disabilities which would limit the child's participation in the
center's program and activities;**
(v) 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;**
(vi) A description of the information that
will be required of the parent before the center will dispense any medication
and the parents' acknowledgment that they will provide all the necessary
information. The authorization will include when applicable:**
(I) Date,**
(II) Full name of the child,**
(III) Name of medication,**
(IV) Prescription number, if any,**
(V) Dosage,**
(VI) The dates to be given,**
(VII) The time of day medication is to be
dispensed,**
(VIII) Signature of
parent,**
(IX) Verification that
medication was dispensed according to parents' authorization, including the
signature of staff member who dispensed the medication; and**
(vii) Parents' acknowledgment of
the following:**
(I) that when the parents, or
persons authorized by the parents, 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; and**
(II) that the parents are responsible for
keeping the center advised of any significant changes as the changes occur in
the information that the parents provided at the time of enrollment concerning
phone numbers, work locations, emergency contacts, family physician,
etc.**
(III) that where the
school-age day care center does not agree to provide routine meals and/or
snacks, as appropriate, for the children, the parents agree that they shall
provide the children with nutritious meals and snacks daily as
appropriate.**
6. Documentation of incidents requiring
professional medical attention, other than simple first aid performed by center
staff, to include:**
(i) Child's
name,**
(ii) Type of illness or
injury,**
(iii) Date of illness or
injury,**
(iv) How injury or
illness occurred,**
(v) Staff
present,**
(vi) Method of notifying
parent, and**
(vii) Services
provided to the child;**
7. Written parental authorization for the
child to participate in field trips, special activities away from the center
and water-related activities occurring in water that is more than two (2) feet
deep if the center participates in any such activities.**
8. Parental authorization if the center is to
provide routine transportation for the child to or from school, home or center.
The authorization shall specify the following:**
(i) Routine pick up location,**
(ii) Routine pick up time,**
(iii) Routine delivery location,**
(iv) Routine delivery time,**
(v) Name of any person authorized to receive
the child; and the procedure to be followed if the authorized person is not
present at the drop-off site to receive the child; and**
9. Evidence of age-appropriate immunizations
or a signed affidavit against such immunizations shall be maintained for each
child enrolled in the center on a form provided by the department;
(i) No child shall continue enrollment in the
center for more than thirty (30) days without such evidence; and
10. The child's daily attendance
records for the six (6) preceding months which need not be filed in each
child's record; and**
11.
Transportation checklists which need not be filed in each child's
record.**
(c) Required Reports. The administrator shall report or cause to be reported the following:**
1.
Child
Abuse, Neglect or Deprivation. Whenever there is reasonable cause to
believe that a child has been physically injured or has suffered death by a
parent or caretaker by other than accidental means; provided, however, that
physical forms of discipline need not be reported where the same does not
result in injury to the child; or a child has been neglected, exploited or
deprived or sexually assaulted or sexually exploited. Sexual exploitation
occurs when a parent or caretaker allows, permits, encourages or requires a
child to engage in prostitution or when the parent or caretaker allows,
permits, encourages or requires a child to engage in other sexually explicit
conduct for the purpose of producing any visual or print medium depicting such
conduct as defined in O.C.G.A. Sec.
16-12-100. Any suspected incident
of child abuse, neglect or deprivation shall be reported to the local County
Department of Family and Children Services in accordance with O.C.G.A. Sec.
19-7-5.**
2.
Communicable Diseases. Any
cases or suspected cases of notifiable communicable diseases shall be reported
to the local county health department as required by the rules of the
department regarding Notification of Disease, Chapter 290-5-3.**
3.
Death, Serious Injury or Emergency
Situation. Within twenty-four (24) hours or the next work day following
the reportable situation to the Child Care Licensing Office, the following:**
(i) Any death of a child while in the care of
the center;**
(ii) Any serious
illness or injury requiring hospitalization or professional medical attention
other than first aid of a child while in the care of the center;**
(iii) Any fire;**
(iv) Any structural disaster; and**
(v) Any emergency situation that requires
temporarily relocating children.**
4.
Criminal Record. The name of
any employee who acquires a criminal record as defined in these rules if the
director knows, or reasonably should know, of the employee's criminal record
shall be reported to the District Child Care Licensing Office.**
5.
Annual Reports. Within
forty-five (45) days of the center's receipt of an annual report form from the
department, the administrator shall submit to the department a complete annual
report on the form provided. The annual report may be used in determining
licensure requirements.**
O.C.G.A. Chapter 49-5-12 (1982 and 1982 Supp); O.C.G.A. Sec. 19-7-5.
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