Rules & Regulations of the State of Tennessee
Title 1240 - Human Services
Subtitle 1240-04 - Standards for Regulated Institutions
Chapter 1240-04-01 - Licensure Rules for Child Care Agencies
Section 1240-04-01-.08 - RECORD KEEPING

1. A current information form, containing the following:

2. A written statement stating to whom the child shall be released.

3. Written transportation agreement, if applicable, between parent/guardian and the child care agency regarding daily transportation between the home and the child care agency and the child care agency and the school.

4. Daily attendance records that include the full name and time in and time out for each child shall be maintained on-site but not necessarily in the individual child's file.

5. Daily attendance records shall be kept for one (1) year after the child has left the child care agency.

6. An individual attendance list shall be maintained in each classroom.

7. The child care agency shall obtain individual permission slips signed and dated by the parent/guardian for each field trip prior to the activity.

8. A signed Personal Safety Curriculum Notification Form indicating the parent/guardian have been provided an opportunity to review the personal safety curriculum offered by the child care agency and have been notified of the child sexual abuse/personal safety curriculum.

1. The child care agency shall have a Tennessee Department of Health Official Immunization Certificate before accepting any child age two (2) months or older into care. All required vaccinations must be completed by eighteen (18) months of age.

2. Exceptions to immunization record requirements may be made only if:

3. Before a school-age child is accepted for care, the center shall have on file a statement from the parent or school that the child's immunizations are current and that his or her health record is on file at the specified school which the child attends.

1. The following information shall be documented and shared with all educators of an infant, toddler or non-verbal child during the day:

2. Before a child under the age of sixty (60) months of age is accepted for care, the parent/guardian shall provide documentation, signed or stamped by a physician or licensed medical provider, that the child has completed a well-child examination unless the children are homeless and/or in state custody. If the children of homeless families and/or children in state custody are accepted for care, they may supply well-child documentation no more than sixty (60) days after enrollment. This record shall be kept on file at the child care agency for one (1) year.

3. Each infant, toddler and pre-school child shall have a transition plan for moving from one age group to another.

1. The information form shall list the name, address, and phone number of the school the child attends.

2. The records of any child who is five (5) years old in a child care agency which lacks approved kindergarten status for purposes of T.C.A. § 49-6-201 shall include a signed acknowledgment by the child's parent or guardian that recognizes that the child's attendance does not satisfy the mandatory kindergarten prerequisite for the child's enrollment in first grade. The statement of acknowledgment shall be signed by the parent or guardian and maintained in the child's file.

1. The name, birth date, the social security number, address, and telephone number;

2. An emergency contact name/phone number/address;

3. Documentation of education and certificates of conferences and workshops attended in the preceding year, as recorded in the TNPAL system;

4. Documentation signed by the examining licensed physician, nurse practitioner or physician's assistant, verifying that the staff person is physically, mentally and emotionally capable of safely and appropriately providing care for children in a group setting, if the staff person is an educator, owner, operator, director, manager, or will otherwise have unsupervised access to children. The documentation shall be on file within ten (10) calendar days of employment or work start date;

5. Documentation that staff have been screened and/or tested for all communicable diseases as required by the Department of Health prior to having contact with children;

6. Written employment history verified in a written statement that employment history has been checked prior to employment;

7. Documentation of annual performance reviews including personnel and corrective actions;

8. Date of employment and date of separation, as applicable, from the child care agency;

9. Daily attendance (including time in/out);

10. Signed and completed criminal history disclosure form; and

11. Verification of criminal and juvenile background check results, the vulnerable person's and sex offender registries results, and the results of a review of the protective services records of the Departments of Children's and Human Services.

1. Copy of driver license showing proper endorsements;

2. Verification of a valid driver license and driver history check;

3. Annual physical exam;

4. Verification of a clear drug screen prior to assuming driving duties; and

5. Verification of Cardiopulmonary Resuscitation and First Aid Certification.