New Jersey Administrative Code
Title 3A - CHILDREN AND FAMILIES
Chapter 54 - MANUAL OF REQUIREMENTS FOR FAMILY CHILD CARE REGISTRATION
Subchapter 2 - ADMINISTRATION OF SPONSORING ORGANIZATIONS
Section 3A:54-2.4 - Sponsoring organization records
Universal Citation: NJ Admin Code 3A:54-2.4
Current through Register Vol. 56, No. 18, September 16, 2024
(a) The sponsoring organization shall maintain in files located at its office the following records:
1. Administrative records:
i. The Manual of Requirements for Family Child
Care Registration;
ii. The document
providing information to parents, as specified in 3A:54-4.9(a);
iii. Staff records, as specified in
3A:54-3.1(g);
iv. Documentation of
training sessions provided to staff members, as specified in
3A:54-3.4(a)2;
v. A copy of the
sponsoring organization's insurance policies, as specified in the Department of
Human Services's Contract Policy and Information Manual;
vi. Financial records, as specified in the
Department of Human Services's Contract Policy and Information Manual;
vii. Documentation of provider training sessions,
as specified in 3A:54-4.2(f);
viii.
Files documenting denials, suspensions, revocations and nonrenewals of Certificates
of Registration, as specified in 3A:54-4.6(d);
ix. Documentation of findings by the appeals
committee, as specified in 3A:54-2.2(d)3;
x. Documentation of registration fees collected
from providers, as specified in 3A:54-4.5(b); and
xi. A copy of contracts between the sponsoring
organization and any subcontracted agency to perform services related to family
child care registration, as specified in 3A:54-2.2(f)3.
2. Records on providers:
i. The provider's completed application form, as
specified in 3A:54-5.2(a);
ii. A copy of
the provider's Certificate of Registration, as specified in 3A:54-5.4 and
5.5;
iii. Health records received for
the provider or applicant and the alternate provider and provider assistant, if any,
as specified in 3A:54-5.2(b) through (d);
iv. Letters of reference received for the provider
or applicant and the alternate provider, if any, as specified in
3A:54-5.2(e);
v. Disclosure(s) of
criminal conviction(s) if any, as specified in 3A:54-5.2(a)10;
vi. A written report of each visit by the
sponsoring organization to the home of the provider or applicant, as specified in
3A:54-4.1(c)5 and 4.7(d);
vii. A record
of pre-service and in-service training sessions completed by the provider or
applicant and the alternate provider, if any, as specified in
3A:54-4.2(f);
viii. A record of any
complaints of alleged violations of the Manual of Requirements against the provider,
as specified in 3A:54-4.6(d) and the findings of each complaint
investigation;
ix. Files on providers
who have discontinued family child care services; and
x. Additional information as may be received
regarding the provider's compliance with the requirements of the Manual of
Requirements.
(b) The sponsoring organization shall provide to the Office of Licensing upon request:
1. A list of names, addresses and telephone
numbers of all registered providers; and
2. Statistical records, including:
i. The number of providers registered;
and
ii. The number and ages of the
children served.
(c) The administrative records specified in (a)1 and 2 above shall be maintained by the sponsoring organization for two calendar years.
(d) The sponsoring organization shall contact all registered providers at least twice a year to confirm the provider's name, address, telephone number and continued participation in the registration program.
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