Section 7.04 - AdministrationThe following requirements apply to all programs, including family child care, small group and school age and large group and school age child care. Additional requirements specific to family child care are found at 606 CMR 7.04(16). Additional requirements specific to small group and school age child care are found at 606 CMR 7.04(17). Additional requirements specific to large group and school age child care are found at 606 CMR 7.04(17) and (18).
(1) The licensee must ensure that the program is soundly administered by qualified persons designated with specific administrative and program responsibilities. The licensee may admit children only in accordance with the provisions of the license.(2)Unauthorized Activities.(a) The licensee must not allow children to participate in any activities unrelated to the direct care of children without the written, informed consent of the parent(s). "Activities" shall mean, but not be limited to: 2. publicity, including photographs and participation in the mass media, and3. screening, research or unusual treatment.(b) The licensee must not allow any person to produce or distribute a likeness of any child in the program for any purpose without the written informed consent of the child's parent.(3)Transitions.(a) Whenever children are preparing to transition to a new classroom or program, the educator must:1. collaborate and share information between each classroom or program, with parental permission; and2. assist the child with the transition in a manner consistent with the child's ability to understand.(b) If a program chooses to suspend or terminate a child for any reason the program must provide written documentation to the parents of the specific reasons for the proposed suspension or termination of the child, and the circumstances under which the child may return, if any.(4)Record Requirements.(a) The licensee must maintain complete and accurate accounts, books and all records required by 606 CMR 7.00, including but not limited to: 1. daily attendance records indicating each child's attendance, including arrival and departure times;2. a method of knowing exactly who is present on the premises at any given point in the day.3. documentation of regular evacuation drills, as required by 606 CMR 7.11(7)(h).(b) Except as specifically provided elsewhere in 606 CMR 7.00, all records required by 606 CMR 7.00 must be: 1. legible and dated and signed by the individual making the entry;2. updated at least annually and whenever any material changes occur.(c) Attendance records and educator records must be maintained for at least five years.(d) Children's records must be maintained for at least five years after a child has left the program.(e) When a child is no longer in care, upon written request of the parent(s), the licensee must provide a copy of the child's records to the parent(s) or any other person the parent(s) identifies.(5)Staff Records. The licensee must maintain a personnel record for each staff member. The record must include: (a) documentation that the employee has the qualifications required under 606 CMR 7.09 including, but not limited to, health records, as required by 606 CMR 7.09(11);(b) copies of licenses, certifications and registrations held, including, but not limited to, motor vehicle operator's license (if the staff member transports children) and EEC educator qualification;(c) documentation of orientation, training and professional development, as required by 606 CMR 7.09(15)(d) through (f), 7.09(16)(c), 7.09(17)(a), 7.11(1), 7.09(18)(d), and 7.09(19)(b).(6)Transportation Records. The licensee must maintain documentation that each program owned vehicle or educator's vehicle used for the transportation of children to or from program activities is registered and inspected in accordance with state law, and is insured as required by 606 CMR 7.00.(7)Children's Records. The licensee must maintain an individual written record for each child that includes: (a) Information Required at admission, including:1. a face sheet or sheets, which identifies the child by the following information: a. the name, date of admission, date of birth, age at admission, and primary language of the child and parent(s), if other than English;b. the parent's (or parents') name(s), home address(es), and telephone number(s);c. the parent's (or parents') business address(es) and telephone number(s);d. the name, address and telephone number of the person to contact in case of emergency when the parent is unavailable;e. a physical description or a current photograph of the child;f. the name, address, and phone number of the child's physician or other source of health care,g. information on allergies, special diets, chronic health conditions and/or any special limitations or concerns, including medications the child is taking at home or school and possible side effects of those medications;h. the child's anticipated days and times of attendance; andi. if applicable, the name of the school the child attends.2. copies of any custody agreements, court orders, and restraining orders pertaining to the child, when provided by the parent;3. consent for the child's transportation plan, as required by 606 CMR 7.13(2)(e);4. permission to transport a child to a medical facility and for the child to receive emergency medical treatment, including but not limited to an epinephrine auto-injection for suspected exposure to a life threatening allergen in the event that the parent cannot be reached and when delay would be dangerous to the health of the child;5. permission to administer basic first aid and/or CPR;6. a list of any person(s) authorized in writing by the parent to take the child from the program or receive the child at the end of the day;7. written parental consent for a child to participate in off-site activities.8. written parental consent for older school age children to leave the program for any reason, including consent for the specific activity, time, and method of transportation, and acknowledgment of parental responsibility for the child once s/he leaves the program;9. written informed consent for observation of children by anyone other than program staff or the parents of children in the program, if applicable. For observations in which there is no interaction between the child and the observer and no identification of individual children, a general permission may be obtained. When there is interaction between the child and the observer or when individual children are identified to an observer other than parents of children in the program, a specific individual informed consent must be obtained;10. written consent for children to use an on-site swimming pool;11. written consent for the use of unanticipated, non-prescription and topical, non-prescription medications, if applicable;12. written consent for children to sleep in the same room with children of the opposite sex during regular overnight care, if applicable;13. medical records, including:a. a physician's, nurse practitioner's, or physician's assistant's certification that the child has been successfully immunized in accordance with the current Department of Public Health's recommended schedules;b. a written statement from a licensed health care practitioner within one month of admission that indicates that the child has had a complete physical examination within one year prior to admission;c. a statement signed by a physician or an employee of a health care agency obtained within one month of admission stating that the child has been screened for lead poisoning. Pursuant to Department of Public Health requirements, all children, regardless of risk, must be screened for lead poisoning at least once between the ages of nine and 12 months and annually thereafter at ages two and three. Children must also be screened at age four if they live in a community deemed at high risk for lead poisoning by the Department of Public Health. All providers must comply with the criteria for lead poisoning screening as set forth in 105 CMR 460.050.14. as appropriate to the child's age and abilities:a. information about the child's daily schedule, developmental history, sleeping and play habits, favorite toys, accustomed mode of reassurance and comfort;b. procedures for toilet training of the child, if appropriate; andc. the child's eating schedule and eating preferences, including for infants, a description of formula preparation.15. documentation that the parent has been notified regarding his/her right to visit the program unannounced at any time while his/her child is in care, and has received the written information for parents required by 606 CMR 7.08(6).(b) Ongoing records, including: 1. documentation of annual physical examinations, updated immunizations and lead screening;2. documentation of the results of vision, hearing and dental screenings, when provided to the program. If any screenings are conducted by the program, the program must: a. obtain prior parental permission;b. insure that the screenings are conducted by qualified personnel; andc. communicate the results to the parents in writing;3. a record of any medications administered to the child, as required by 606 CMR 7.11(2)(i), as required by 606 CMR 7.08(8)(e);4. documentation of parent notification of emergency treatment as required by 606 CMR 7.08(8)(e);5. a copy of the child's individual health care plan, if applicable;6. a record of any referrals made, as required by 606 CMR 7.06(5)(b);7. documentation of parental authorizations, as required by 606 CMR 7.04(7)(a)3. through 12.;8. copies of injury and incident reports, as required by 606 CMR 7.11(5)(f);9. copies of periodic progress reports, as required by 606 CMR 7.06(3);10. individual program plans, and periodic review of such plans, for any child with a disability, as required by 606 CMR 7.04(13)(f), including IFSPs, IEPs, and other documentation as provided by parents;11. all pertinent correspondence concerning the child.(8)Children's Record Exceptions. Not withstanding the provisions of 606 CMR 7.04(7)(a)13. and 7.04(7)(b)1.:(a) No child shall be required to have any such immunization if his or her parent(s) objects thereto, in writing, on the grounds that it conflicts with their sincere religious beliefs or if the child's physician, nurse educator, or physician assistant submits documentation that such a procedure is contraindicated.(b) For school age children, the licensee may accept either:1. a written parental statement that the required information is on file with the child's school; or2. copies of the child's immunization, physical examination and lead screening records.(9)Updating Records. Children's records must be reviewed and updated as necessary, but no less frequently than once per year. A written consent provided under 606 CMR 7.04(7)(a)3. through 12. shall be valid for one year from the date of its execution unless such consent is withdrawn, in writing, prior to that time.(10)Amending the Child's Record. (a) A child's parent(s) have the right to add information, comments, data or any other relevant materials to the child's record;(b) A child's parent(s) have the right to request deletion or amendment of any information contained in the child's record.1. If the parent(s) is of the opinion that adding information is not sufficient to explain, clarify, or correct objectionable material in the child's record, the parent has a right to have a conference with the licensee to make his objections known.2. The licensee must, within one week after the conference, render to the parent(s) a decision in writing stating the reason or reasons for the decision. If the decision is in favor of the parent(s), steps must be taken immediately to put the decision into effect.(11)Charge for Copies. The licensee must not charge an unreasonable fee for copies of any information contained in the child's record.(12)Confidentiality and Distribution of Records and Information. Information pertaining to children and their families is privileged and confidential. No licensee or educator may distribute or release information about a child or his/her family to any unauthorized person, or discuss with any unauthorized person information about a child or his/her family without the written consent of the child's parent. The child's parent, at reasonable times, must, upon request, have access to everything in his or her child's record.(a) The licensee must not distribute or release information in a child's record to anyone not directly related to implementing the program plan for the child without the written consent of the child's parent(s) or pursuant to a court order. The licensee must notify the parent(s) if the child's record is subpoenaed.(b) The child's parent(s) must, upon request, have access to their child's record at reasonable times. In no event may such access be delayed more than two business days after the initial request without the consent of the child's parent(s). Upon such request for access, the child's entire record must be made available regardless of the physical location of its parts.(c) Upon written request of the parent(s), the licensee must transfer a copy of the child's records to the parent(s), or any other person the parent(s) identifies within a reasonable amount of time.(d) The licensee must establish procedures governing access to, duplication of, and distribution of such information; and must maintain a permanent, written log in each child's record indicating each time a child's record has been released or reviewed. 1. Each time information is released or distributed from a child's record to someone who is not a program employee the following information must be recorded: the name, signature, and position of the person releasing or distributing the information; the date; the portions of the record which were distributed or released; the purpose of such distribution or release; and the signature of the person to whom the information is distributed or released.2. Such log must be available only to the child's parent(s), to program personnel responsible for record maintenance, and to the EEC as part of its regulatory function.(13)Children with Disabilities. The licensee must accept applications and make reasonable accommodations to welcome or continue to serve any child with a disability. In determining whether accommodations are reasonable and necessary, the licensee must, with parental consent and as appropriate, request information about the child from the Local Education Agency (LEA), Early Intervention Program or other health or service providers. (a) Based upon available information the licensee must, with the parent's input, identify in writing the specific accommodations, if any, required to meet the needs of the child at the program, including, but not limited to:1. any change or modifications in the child's participation in regular program activities;2. the size of the group to which the child may be assigned and the appropriate staff/child ratio; and3. any special equipment, materials, ramps or aids needed to serve the child.(b) The licensee must provide written notification to the parent within 30 days of the receipt of the authorized and requested information, if, in the licensee's judgment, the accommodations required by 606 CMR 7.04(13) to serve the child are not reasonable or would cause an undue burden to the program. This notification must include, but is not limited to:1. the reasons for the decision;2. notification to the parent(s) that they may request that the Department review the licensee's decision and determine if the licensee is in compliance with 102 CMR 1.03(1) and 606 CMR 7.04(13).(c) The licensee must maintain a copy of this notification in its records.(d) The accommodations related to the toileting needs of a child with a disability who is not toilet trained must not be considered an undue burden.(e) In determining whether the accommodations required by 606 CMR 7.04(13) are reasonable or would cause an undue burden to the program, the licensee must consider at lease the following factors: 1. the nature and cost of the accommodations needed to provide care for the child at the program;2. the ability to secure funding or services from other sources;3. the overall financial resources of the licensee;4. the number of persons employed by the licensee;5. the effect on expenses and resources, or the impact otherwise of such action upon the licensee;6. whether the required accommodation alters the fundamental nature of the program.(f) The licensee must, with parental permission, contribute to the development and review of the child's program plan in cooperation with the LEA, Early Intervention Program and/or other health and service providers.(g) The licensee must identify at least one educator to serve as the liaison for each child with a disability. The liaison must be responsible for coordinating care in the program and with service providers and communicating with the child's parents, service providers and educators.(14)Required Postings. The licensee must post the following information in an area easily visible to parents, educators and visitors:(a) "Call 911" reminder and the telephone number and address of the program, including the location of the program in the facility;(b) the telephone number of the Poison Control Center and the name and telephone number of the emergency back-up person,(c) in a manner that protects the privacy of each child:1. a list of all emergency or life saving medications, including but not limited to epinephrine auto-injectors, inhalers, and anti-seizure medications, that specifies to which children they belong; and2. a list of allergies and/or other emergency medical information provided by the parent for each child;(d) the current license or approval.(15)Notifications to the Department.(a)Notification of Death or Serious Injury. The licensee must immediately report to the Department by telephone the following: 1. the death of any child which occurs while such child is in care, or resulting from an injury or event that occurred while the child was in care;2. any injury to any child which occurs during the hours while such child is in care and which requires hospitalization or emergency medical treatment.(b)Notifications of Reportable Diseases and Medical Errors. The licensee must immediately report to the Department the following: 1. the contagious illness of a child that is a reportable condition as set by the Division of Communicable Disease Control, Department of Public Health;2. any medication error which occurred while the child was in care and which: a. required hospitalization or emergency medical treatment, orb. which resulted in a child receiving the wrong medication.(c) The licensee must follow its immediate notification to the Department of any death, serious injury, reportable illness, or medication error with a written notice within 48 hours of making the original report.(d)Notification of Legal Proceedings. 1. The licensee must report to the Department, in writing, within five days of the initiation of any legal proceedings brought against the program or any person employed by the program if such proceeding arises out of circumstances related to the care of children in the program or may impact the continued operation of the program.2. In family child care, the licensee must notify the Department in writing within five days of the initiation of the legal proceedings listed in 606 CMR 7.04(15)(d)2.a. through c. which are brought against any educator, household member of the licensee or person regularly on the premises of the family child care home: a. any criminal or delinquency complaint listed in the Department's Background Record Check regulations;b. any civil action in which mistreatment or neglect of a child is alleged; andc. any petition alleging that a child of an educator, any household member of the licensee or any person regularly on the premises of the family child care home is in need of care and protection.(e)Notification of Change of Location or Telephone Number. The licensee must provide notification to the Department prior to any change in the location or telephone number of the program. A change in location may require a new application and issuance of a new or amended license, after receipt of all necessary information and documentation of compliance with all applicable regulations. 1. Family child care programs must notify the Department at least ten days prior to any change in location.2. Small group and school age and large group and school age child care programs must notify the Department in writing at least 30 days prior to any change in location.(f)Notification of Change in Program Space. The licensee must notify the Department when possible, at least 30 days prior to any change in the space used by the program. If the licensee is unable to provide 30 days notice, the licensee must notify the Department by telephone immediately upon learning of the impending change.(g)Notification of Failure to Renew Required Inspection Certificates. The licensee must notify EEC whenever non-compliance with applicable codes prevents renewal of required inspection certificates.(h)Change of Location in Case of Emergency. In case of fire or other emergency that requires the evacuation of the facility and results in the need to seek other shelter, the licensee must notify the Department immediately by telephone of the incident.(i)Notification of Law Enforcement Activity. In the event of an incident on the child care premises that results in a report to law enforcement officials and that could impact the health, safety, and/or wellbeing of children in care, or in the event of the arrest of an educator or person regularly on the child care premises, the licensee must notify the Department by telephone within 24 hours of the incident. The licensee, if requested by the Department, must prepare and submit to the Department a written report regarding the incident.(j)Notification of Response by Fire Department. In the event of an incident on the child care premises (other than a false alarm) that results in a response by the fire department, the licensee must notify the Department by telephone within 24 hours of the incident. The licensee, if requested by the Department, must prepare and submit to the Department a written report regarding the incident.(k)Notification of 51A Report. The Program must notify the Department as required in 606 CMR 7.11(4)(e) and (f).(l)Action by the Internal Revenue Service. The licensee must notify the Department in writing of any action brought against the licensee by the Internal Revenue Service.(m)Motor Vehicle Accident. The licensee must notify the Department immediately of any accident involving the transportation of children when such transportation is provided or contracted by the licensee.(n)Notice of Intent to Close. The licensee must provide notification in writing to the Department and to parents of all children in care of its intent to close the program no less than 30 days prior to the anticipated closing. The notice to the Department must include a plan to notify parents and a plan for the storage and preservation of all required records.(16)Additional Requirements for Family Child Care and Small Group and School Age Child Care. (a) The licensee must notify the Department if it joins or leaves a family child care system.(b)Change in Household Composition. A family child care licensee must notify the Department within seven days of approval as a foster or adoptive placement resource, or of any change in the household composition.(c)Notification of Firearms. The licensee must notify the Department whenever a firearm is brought into the family child care home.(d) The licensee must notify the Department if the home is found by the Department of Public Health to be a source of lead poisoning for any child, as required by 606 CMR 7.07(15)(a)6.(17)Additional Requirements for Small Group and School Age and Large Group and School Age Child Care.(a)Statement of Purpose. Each licensee must keep and maintain a written statement identifying the program's philosophy; its goals and objectives; the ages of children served; and the services provided. The licensee must provide each child's parent(s) with a copy of this statement, must make this statement available upon request to any person, and must keep such statement current.(b)Evidence of Authority to Operate. Each licensee must have documentary evidence of its source of authority to operate the program. 1. A program operated by the Commonwealth or any political subdivision thereof must keep and maintain documents that identify the statutory basis of its existence, and the administrative framework of the governmental department in which it operates.2. A private program must keep and maintain documents that fully and completely identify its ownership. Corporations, partnerships, limited liability companies, or associations must identify their officers or principals and maintain a file, which must include, where applicable, the charter, partnership agreement, constitution, articles of organization and by-laws. Where applicable, documents must include, but not be limited to, copies of all papers filed with the Secretary of the Commonwealth and/or any political subdivision of the Commonwealth.(c)Organizational Information.1. If the program employs more than one person, the licensee must provide information on the administrative organization of the program to parents and educators, including an organizational chart identifying the lines of authority and supervision within the program, and identifying the Department of Early Education and Care as the licensing authority.2. All employees on duty must know who is responsible for administrative supervision of the program at all times.(d)Notification of Change of Ownership. The licensee must provide prior notification, in writing, to the Department no less than 30 days prior to any change in ownership of the program.(e)Written Notification of Change in Program Space. The notification to the Department at least 30 days prior to any change in the space used by the program required by 606 CMR 7.04(15)(f), must be made in writing. If the licensee is unable to provide 30 days' notice, the licensee must notify the Department by telephone immediately upon learning of the impending change and must send a written report to the Department within 48 hours of notification.(f)Notification of Change in Water Source. The licensee must provide written notification to the Department when possible, at least 30 days prior to any change in the source of water used by the program. If the licensee is unable to provide 30 days notice, the licensee must notify the Department by telephone immediately upon learning of the impending change and must send a written report to the Department within 48 hours of notification, including any required certifications.(g)Enrollment Policy and Procedures. Each licensee must keep and maintain: 1. a statement of non-discrimination, which must include a statement that toilet training status is not an eligibility requirement for enrollment;2. a statement describing its enrollment procedures.(h)Plan for Referral Services. The licensee shall have a written plan describing procedures for referring parents to appropriate social, mental health, educational and medical services, including but not limited to dental check-up, vision or hearing screening for their child, should the program staff feel that an assessment for such additional services would benefit the child. The written plan shall include, but not be limited to the following: 1. staff responsibilities for informing the licensee of their concern;2. procedures for observing and recording the child's behavior and reviewing the child's record prior to making a referral;3. procedures for meeting with parents to notify them of the program's concern;4. a current list of referral resources in the community for children in need of social, mental health, educational or medical services. This list shall include the contact person for St. 1972, c. 766 and Early Intervention Program referral;5. written notice to the appropriate administrator of special education that the licensee is serving a child with a disability, if the child is two years and nine months old or older;6. written notice to the administrator of the DPH Early Intervention program if the licensee is serving a child with a disability who is younger than two years and nine months old.(i)Suspension and Termination. The licensee must describe in writing the program's procedures for avoiding the suspension or termination of a child from the program due to challenging behavior. The procedures to avoid suspension and termination must include:1. providing an opportunity to meet with parents to discuss options other than suspension or termination;2. offering referrals to parents for evaluation, diagnostic or therapeutic services;3. pursuing options for supportive services to the program, including consultation and educator training;4. developing a plan for behavioral intervention at home and in the program.(j)Student Interns. The licensee shall describe, in writing, any arrangements with any school or professional training program, including a description of student responsibilities and supervision of students by the school or training program and the child care program.(k)Staff Meetings. In programs with four or more staff the licensee must develop and follow a written plan and must document regular staff meetings of at least two hours per month to consult with educators on program issues; program planning; policies and procedures; parent communication; implementation of 606 CMR 7.00; children's behaviors and meeting the individual needs of children.(l)Personnel Policies. In programs with four or more paid staff the licensee must describe, in writing, the program's current personnel policies and practices and must make them available to all employees and prospective employees at the program. Such personnel policies must include, when appropriate, a description of:1. the criteria and procedures for hiring, promotion, probationary periods, disciplining, suspension, and dismissal of any staff person;2. the procedure for handling staff complaints;3. the procedure for handling allegations of child abuse or neglect against a staff member, including the requirements of 606 CMR 7.11(4)(e) and (f);4. job descriptions for all paid educator positions;5. the salary range covering all positions. The licensee must provide each employee with information regarding the salary range for his/her position or the procedure for determining the salary for his/her position.(m)Administrative Requirements. The licensee must designate in writing a person or persons who shall function as a Program Administrator. 1. The Program Administrator must be qualified for the responsibilities assumed.2. The Program Administrator must have overall responsibility for the operation of the program and must be authorized to act as the licensee's agent.3. Educators must not perform administrative duties when they are assigned teaching duties with groups of children.4.Plan for Shared Administration. If the licensee employs more than one person to assume administrative responsibilities, the licensee must have a written plan describing how duties will be shared.5.Plan for Administration of Multiple Sites. If an administrator is responsible for multiple sites, the licensee must submit a written plan for administration that specifies:a. the number of sites the administrator is responsible for;b. the number of hours per week the administrator will spend at each program;c. the person who will assume responsibility for administration when the designated administrator is unavailable.6.Notification of Change of Administrator. The licensee must provide prior notification, in writing, to the Department of any change of the person designated by the owner or the governing body as having responsibility for administration of the program.7. Provisions for Temporary Absence of Administrator. The licensee shall inform all staff on duty as to who is responsible for administration of the program at any given time.a. In the event of a temporary absence of the administrator lasting no longer than two weeks, the administrator must appoint a designee who shall be on the premises of the center while it is in operation.b. The designee shall meet the qualifications of a family child care provider as required for the number of children served, or of a teacher, as required by 606 CMR 7.09(18)(c)2., or site coordinator, as required by 606 CMR 7.09(19)(a)3., as appropriate to the age group served.8.Administrative Staffing. At least one administrator meeting the qualifications specified at 606 CMR 7.04(17)(m)9. must be on the premises full time during the hours of program operation. Administrative duties may be shared by two or more individuals if:a. each individual has non-teaching administrative time; andb. the combined non-teaching administrative time of all administrative designees fulfills the requirements specified at 606 CMR 7.04(17)(m)9.: | Regulation 606 CMR 7. 04(17)(m)9. | Licensed Capacity | Hours of Operation Per Day | Required Non-Teaching Administrative Time | Administrator Qualifications |
| a. | No more than ten infant - school-age | Any # of hours | 0 | Family Child Care Provider or Teacher or Site Coordinator |
| b. | 11 through 13 infant - preschool | Any # of hours | 0 | Lead Teacher |
| c. | 14 through 26 infant - preschool | Less than four | 0 | Lead Teacher |
| d. | 14 through 26 infant - preschool | Four or more | 0 | Director I |
| e. | 27 through 39 infant - preschool | Any # of hours | 50% FTE | Director I |
| f. | 40 through 79 infant - preschool | Any # of hours | 100% FTE | Director I |
| g. | 80+ infant - preschool | Any # of hours | 100% FTE | Director II |
| h. | 11 through 52 school age children | Any # of hours | 20% FTE | School Age Administrator |
| i. | 53+ school age children | Any # of hours | 100% FTE | School Age Administrator |
10. In the event of a temporary absence of the administrator, the designee may remain in the staff-child ratios for no more than three consecutive days when non-teaching administrative time is required.11. In programs serving school age children, % of the non-teaching administrative time may be provided outside of program hours.(n) The licensee must maintain on site a copy of its Integrated Pest Management Plan.(o) The licensee must maintain documentation of appropriate staffing at all times, including when regularly assigned educators are absent due to illness, personal business or vacation;(p)Required Postings. In addition to the information required to be posted by 606 CMR 7.04(14) the licensee must post the following information: 1. the location of the health care policy;2. the name, address and telephone number of the health care consultant;3. the location of the first aid kit; and4. next to each exit, emergency and evacuation procedures.(18)Additional Requirements for Large Group and School Age Child Care Programs. (a) The licensee must have and submit a projected one-year operating budget that estimates income and expenses. In addition, a program that has not previously operated must document and submit proof of financial capability to carry out its program for at least a three month period.(b)Transitions. The licensee must describe in writing the program's procedures for transitioning a child between classrooms and programs. The procedures must include:1. collaboration and information sharing between educators in each classroom or program, with parental permission; and2. a plan for assisting the child with the transition in a manner consistent with the child's ability to understand.(c)Staff Records. In addition to the information required by 606 CMR 7.04(5), the licensee must maintain in each personnel record:1. the employee's resume or job application;2. documentation of the employment interview;3. the staff information form;4. documentation of two verbal reference verifications, including one professional or academic reference;5. evidence of completed background record checks, as required by 102 CMR 1.05(2) and 606 CMR 14.00;6. documentation of ongoing supervision and annual evaluations, as required by 606 CMR 7.09(17)(b) and (c), as applicable; and7. documentation of any disciplinary actions or investigations.(d) The licensee must maintain on site: 1. a current staff records check list that reflects all regular employees, and2. copies of licenses, certifications and registrations held by all regular staff, if any.(e) For all staff temporarily assigned to the program the licensee must have available on site documentation of compliance with EEC Background Record Checks, health requirements, first aid training requirements and staff qualifications.(f) If a Site Coordinator serves as the School Age Administrator for the program, the Site Coordinator must be supervised by a qualified School Age Program Administrator, who may be off-site.(g) Programs serving children younger than school age must assure that: 1. the designated administrator is lead teacher qualified for each age group served. Alternatively, administrative duties may be shared by two or more individuals if each individual is at least lead teacher qualified for the group s/he administers.2. a person who is lead teacher qualified for each age group served is on the premises full time. This may be the designated administrator.3. in programs with a licensed capacity greater than 39, one additional lead teacher qualified person must be on the premises full time for every 40 additional children.