8 Colo. Code Regs. § 1402-1-2.320

Current through Register Vol. 47, No. 11, June 10, 2024

Section 8 CCR 1402-1-2.320 - CHILDREN'S RECORDS

A. An admission record must be completed for each child prior to or at the time of the child's admission and updated annually or when any changes occur, unless otherwise specified in these rules. The admission record must include:

1. The child's full name, date of birth, current address, and date of enrollment;

2. Parent(s) and guardian(s) home and e-mail addresses; telephone numbers, including home, work, and cell numbers; employer name and work address; and any special instructions as to how the parent(s) or guardian(s) may be reached during the hours that the child is in care at the family child care home;

3. Names, addresses, and telephone numbers of persons aged sixteen (16) years and older who are authorized to pick up the child from the family child care home;

4. Names, addresses, and telephone numbers of persons who can assume responsibility for the child in the event of an emergency if the parent(s) or guardian(s) cannot be reached immediately;

5. Names, addresses, and telephone numbers of the child's health care provider, dentist, and hospital of choice, if applicable;

6. Health admission information, including health care plans, chronic medical conditions, allergies, and immunization history, shall be provided to the family child care provider prior to the first day the child attends the family child care home;

7. A dated, written authorization for emergency medical care signed and updated annually by the parent(s) or guardian(s). The authorization must be notarized if required by the local hospital, clinic, or emergency health care facility;

8. A written record of any reportable accident, illness, or injury as defined in rule section 2.124 of the "General Rules for Child Care Facilities" occurring during care must be retained in each child's record, with a copy provided to the parent or guardian;

9. Written authorization for field trips and excursions can occur on a daily, weekly, monthly, or seasonal basis.

a. Scheduled field trips and excursions away from the family child care home require advanced notice by written or electronic methods, which must include: locations, estimated times of attendance, and a phone number to contact the family child care home provider during the trip; and written permission from the parent(s) or guardian(s) for each scheduled trip or excursion.

b. Unscheduled field trips or excursions away from the family child care home require notification upon departure to the parent(s) or guardian(s) via written or electronic methods, which must include: locations, estimated times of attendance, and a phone number to contact the family child care home provider during the trip.

c. Routine field trips and excursions, such as daily transportation provided by the family child care home to and/or from care, require annual authorization by written or electronic methods, which must include departure and arrival times to and from the family child care home; and pick up and drop off times and locations.;

10. Written authorization for media use is required if the media use is not included in the written policies and procedures statement; including, but not limited to, television and video viewing, music, tablet and/or smart phone usage, video games, and computer use. The authorization must include approved time limits. The authorization form only needs to be on file if media use is not addressed in the home policies and procedures statement; and

11. Written authorization for special activities as defined in rule section 2.600 of the "Rules Regulating Special Activities."

B. All forms contained in the admission record must be current and accessible to providers, qualified substitutes, staff members, and representatives of the Department.

C. The complete file for each child in care must be kept confidential and retained by the primary provider for at least three (3) years after the child leaves the family child care home. It must be available without restriction to the Department and to child protective services, police, and the child's parent(s) or guardian(s).

8 CCR 1402-1-2.320

47 CR 04, February 25, 2024, effective 3/16/2024