Current through Register Vol. 39, No. 6, September 16, 2024
(a)
The family child care home operator shall maintain the following health records
for each enrolled child, including his or her own child(ren) who are not
school-age:
(1) a copy of the child's health
assessment as required by
G.S.
110-91(1);
(2) a copy of the child's immunization
record;
(3) an application for
enrollment that includes information set forth in this Subparagraph provided by
the Division that is completed and signed by a child's parent, as defined in
10A NCAC
09 .0102. A copy of the form may be found on
the Division's website at
https://ncchildcare.ncdhhs.gov/pdf_forms/DCD-0377.pdf.
The completed form shall be on file the first day the child attends. An
operator may use another form other than the one provided by the Division, as
long as the form includes the following information:
(A) the child's full name and the name the
child is to be called;
(B) the
child's date of birth;
(C) any
allergies and the symptoms and type of response required for allergic
reactions;
(D) any health care
needs or concerns, symptoms of and the type of response required for these
health care needs or concerns;
(E)
fears or behavior characteristics that the child has;
(F) the names of individuals to whom the
operator may release the child as authorized by the person who signs the
application;
(G) the names and
phone numbers of persons to be contacted in an emergency situation;
(H) the name and phone number of the child's
physician; and
(I) authorization
for the operator to seek emergency medical care in the parent's
absence.
(4) For any
child with health care needs such as allergies, asthma, or other chronic
conditions that require specialized health services, a medical action plan
shall be attached to the application. The medical action plan shall be updated
on an annual basis and when changes to the plan are made by the child's parent
or health care professional. Sample medical action plans may be found on the
Division's website at
https://ncchildcare.ncdhhs.gov/providers/pv_provideforms.asp.
The medical action plan shall be completed by the child's parent or a health
care professional and may include the following:
(A) a list of the child's diagnosis or
diagnoses including dietary, environmental, and activity considerations that
are applicable;
(B) contact
information for the health care professional(s);
(C) medications to be administered on a
scheduled basis; and
(D)
medications to be administered on an emergency basis with symptoms, and
instructions.
(5) when
medication is administered, authorization for the operator to administer the
specific medication according to the parent's or physician's
instructions.
(b) The
family child care home operator and staff shall release a child only to an
individual listed on the application.
(c) The information contained in Parts
(a)(3)(A) through (a)(3)(J) and Subparagraph (a)(4) of this Rule, shall be
accessible to caregiving staff during the time the child is in care at the
family child care home.
(d) The
family child care home operator and staff shall use the information provided on
the application to ensure that individual child's needs are met during the time
the child is in care.
(e) The
family child care home operator shall complete and maintain other records that
include:
(1) documentation of the operator's
Emergency Preparedness and Response Plan on a template provided by the Division
of Emergency Management at
http://rmp.nc.gov/portal/#;
(2) documentation that monthly fire drills
are practiced. The documentation shall include the date each drill is held, the
time of day, the length of time taken to evacuate the home, and the operator's
signature;
(3) incident reports
that are completed each time a child is injured or when a child receives
medical treatment by a health care professional, community clinic, or local
health department as a result of an incident occurring while the child is in
care. The incident report shall include:
(A)
facility identifying information;
(B) the child's name;
(C) date and time of the incident;
(D) witness to the incident;
(E) time the parent is notified of the
incident and by whom;
(F) piece of
equipment involved, if applicable;
(G) cause of injury, if applicable;
(H) description of injury or
incident;
(I) body part injured, if
applicable;
(J) where the child
received medical treatment, if applicable;
(K) description of how and where the incident
occurred and First Aid received; and
(L) steps taken to prevent reoccurrence.
This report shall be signed by the person completing it and
by the parent, a copy given to the parent, and the report maintained in the
child's file. When medical treatment is required, a copy of the incident report
shall be mailed to a representative of the Division within seven calendar days
after the incident. A copy of the form can be found on the Division's website
at https://ncchildcare.ncdhhs.gov/pdf_forms/DCDEE-0058.pdf
;
(4) an
incident log that is filled out any time an incident report is completed. This
log shall be cumulative and maintained in a separate file and shall be
available for review by the Division. This log shall be completed on a form
supplied by the Division. A copy of the form can be found on the Division's
website at
https://ncchildcare.ncdhhs.gov/pdf_forms/incident_log_i.pdf
;
(5) documentation that a monthly
check for hazards on the outdoor play area is completed. This form shall be
supplied by the Division and shall be maintained in the family child care home
for review by the Division. The form shall include the following information:
(A) Name of facility, time and date the form
was completed;
(B) Signature of
individual completing form;
(C)
General inspection items;
(D)
Surfacing;
(E) General hazard
items; and
(F) Deterioration of
equipment.
For items on the checklist the operator has to check if pass
or fail, if fail identify the problem and solution. A copy of the form can be
found of the Division's website at
https://ncchildcare.ncdhhs.gov/pdf_forms/fcch_outdoor_inspection_checklist.pdf
;
(6) daily
attendance records for all children in care, including the operator's own
preschool children. The attendance record shall indicate the date and time of
arrival and departure for each child and shall be maintained as children arrive
and depart; and
(7) documentation
of lockdown or shelter-in-place drills giving the date each drill is held, the
time of day, the length of time taken to get into designated locations and the
signature of the person who conducted the drill.
(f) Written records shall be maintained as
follows in a family child care home:
(1) All
children's records as required in this Section, except medication permission
slips as required in Rule.1720(b)(13) of this Section, shall be kept on file as
long as the child is enrolled and for one year from the date the child is no
longer enrolled.
(2) Records
regarding administration of medications required by Rule.1720(b)(13) of this
Section shall be maintained during the time period the medication is being
administered and for six months after the medication is administered.
(3) Additional caregiver and substitute
provider records as required in this Section shall be maintained on file for as
long as the individual is employed and for one year from the employee's last
date of employment.
(4) All program
records, including documentation of operator qualifications, as required in
this Section shall be maintained on file for as long as the license remains
valid except as follows:
(A) A minimum of 30
days from the revision or replacement date:
|
Record
|
Rule
|
|
Daily Schedule
|
.1718(a)(6)
|
|
Activity Plan
|
.1718(a)(6)
|
|
Infant Feeding Plan
|
.1706(i)
|
|
Allergy Posting
|
.1706(e)
|
|
SIDS Sleep Chart/Visual Check
|
.1724(a)(8)
|
(B)
A minimum of one year from the revision or replacement date:
|
Record
|
Rule
|
|
Attendance
|
.1721(e)(6)
|
|
Emergency Numbers
|
.1719(a)(12)
|
|
Safe Sleep Policy
|
.1724(c) and (d)
|
|
Written Plan of Care
|
.1712
|
|
Emergency Medical Care Plan
|
.1713
|
|
Emergency Preparedness and Response Plan
|
.1721(e)(1)
|
|
Off-Premises and routine Transportation
Permission
|
.1723(5),.1723(15)(a) and.1723(b)
|
|
List and Identifying Information for Children being
Transported
|
.1723(13) and.1723(15)(c)
|
|
Fire Drill Log
|
.1721(e)(2)
|
|
Lockdown or Shelter-in-Place Drill Log
|
.1721(e)(7)
|
|
Incident Log
|
.1721(e)(4)
|
|
Outdoor Play Area Inspection
|
.1721(e)(5)
|
|
Pet Vaccinations
|
.1719(b)(1)
|
|
Medication Error Log
|
.1720(b)(14)
|
(5) Well-water analysis, pool inspection and
inspections for local ordinances as referenced in Rules.1702(b)(7),.1730(i),
and.1725(a)(1), of this Section and
G.S.
110-91 shall remain on file at the family
child care home for as long as the license remains valid.
(6) Records may be maintained in a paper
format or an electronic format, provided that all required signatures are
preserved in a paper format, PDF, or other graphic format.
(7) All records required in this Chapter
shall be available at the family child care home for review by the Division
during the hours of operation listed on the child care license.
Authority
G.S.
110-88;
110-91(1),(9);
Eff. July 1, 1998;
Amended Eff. July 1, 2015; July 1, 2010; July 1,
2008; April 1, 2003; April 1, 2001;
Temporary Amendment Eff.
September 23, 2016;
Readopted Eff. October 1, 2017;
Amended Eff. February 1, 2021; September 1,
2019.
