N.J. Admin. Code § 3A:54-2.4

Current through Register Vol. 57, No. 1, January 6, 2025

Section 3A:54-2.4 - Sponsoring organization records

(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.

N.J. Admin. Code § 3A:54-2.4

Administrative Change, 49 N.J.R. 98a.

Amended by 49 N.J.R. 531(a), effective 3/20/2017