Current through Register Vol. 35, No. 11, June 11, 2024
Section 8.16.2.41 - ADMINISTRATIVE REQUIREMENTS FOR OUT OF SCHOOL TIME CAREA. ADMINISTRATION RECORDS: A licensee shall display in a prominent place that is readily visible to parents, staff and visitors:(1) all licenses, certificates, and most recent inspection reports of all state and local government agencies with jurisdiction over the program;(2) the current child care regulations;(3) dated weekly menus for meals and snacks;(4) the guidance policy; and(5) the current list of notifiable diseases and communicable diseases published by the office of epidemiology of the New Mexico department of health.B. MISSION, PHILOSOPHY AND CURRICULUM STATEMENT: All licensed facilities must have a: (2) philosophy statement; and(3) curriculum statement.C. FAMILY HANDBOOK: All facilities using these regulations must have a family handbook. Upon updating the family handbook, changes must be approved and submitted to the licensing authority. After any changes, notice must be sent out to families, parents, or guardians and posted in a common area. The family handbook will include the following. (1) GENERAL INFORMATION: (b) philosophy statement;(c) program information (location, license information, days and hours of operation, services offered);(d) name of director and how he/she may be reached;(e) meals, snacks and types of food served (or alternatively, guidelines for children bringing their own food);(g) a statement supportive of family involvement that includes an open door policy to the classroom;(h) appropriate dress for children, including request for extra change of clothes;(i) celebrating holidays, birthdays and parties; and(j) disclosure to parents that the licensee does not have liability or accident insurance coverage.(2) POLICIES AND PROCEDURES:(a) enrollment procedures;(b) disenrollment procedures;(c) expulsion procedures;(d) fee payment procedures, including penalties for tardiness;(e) notification of absence;(f) fee credits, if any (e.g. for vacations, absences, etc.);(h) health policies (program's policies on admitting sick children, when children can return after an illness, administering medication, and information on common illnesses);(i) emergency procedures and safety policies;(j) snow days and school closure;(k) confidentiality policy;(l) child abuse/neglect reporting procedure;(n) emergency procedures, safety policies, and disaster preparedness plan and(o) anti-discrimination policy that promotes the equal access of services for all children and families and prohibits discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, disability, or age (40 or older).D. CHILDREN'S RECORDS: A program will maintain a complete record for each child, including drop-ins, to be completed before the child is admitted. Records will be kept at the program, unless otherwise indicated in the list below, for 12 months after the child's last day of attendance. Records will contain at least: (1) PERSONAL INFORMATION: (a) name of the child; date of birth, gender, home address, mailing address and telephone number;(b) names of the parents or guardians, the parents or guardian's current places of employment, addresses, and pager, cellular and work telephone numbers;(c) a list of people authorized to pick up the child and an authorized form signed by parent or guardian; identification of person authorized by the parent or guardian to pick up the child shall be verified at pick up;(d) date the child first attended the program and the date of the child's last day at the program;(e) a record of any accidents, injuries or illnesses that require first aid or medical attention and any observations of recent bruises, bites or signs of abuse or neglect, both of which must be reported to a parent or guardian; these records may be kept at a central location;(f) written authorization from the child's parent or guardian to remove a child from the premises to participate in off-site activities; authorization must contain fieldtrip destination, date and time of fieldtrip and expected return time from fieldtrip;(g) a record of the time the child arrived and left the program and dates of attendance initialed by a parent, guardian, or person authorized to pick up the child; and(h) an enrollment agreement; this form will be signed by a parent or guardian with an outline of the services and the costs; these forms may be kept at a central location.(2) EMERGENCY INFORMATION:(a) information on any allergies or medical conditions suffered by the child; the name and telephone number of two people in the local area to contact in an emergency when a parent or guardian cannot be reached; emergency contact numbers must be kept up to date at all times;(b) the name and telephone number of a physician or emergency medical facility authorized by a parent or guardian to contact in case of illness or emergency;(c) a document giving a program permission to transport the child in a medical emergency and an authorization for medical treatment signed by a parent or guardian;(d) if applicable, legal documentation regarding the child, including but not limited to: restraining orders, guardianship, powers of attorney, court orders, and custody by children's protective services.E. PERSONNEL RECORDS: (1) A licensee will keep a complete file for each staff member, including substitutes and volunteers having direct contact with the children. A program will keep the file for one year after the staff member's last day of employment. Unless otherwise indicated, a licensee may keep the items listed below in a central location except the following items which shall be kept on site: background clearances, abuse and neglect statements, staff emergency numbers and first aid/CPR certificates. Records will contain at least the following:(a) name, address and telephone number;(c) current and past duties and responsibilities;(d) dates of hire and termination;(e) documentation of a background check and employment history verification. If a background check is in process, then documentation of the notice of provisional employment showing that it is in process must be placed in the file. A background check must be conducted at least once every five years on all required individuals. A copy must be kept onsite;(f) an annual signed statement that the staff member would or would not be disqualified as a direct provider of care under the most current version of the background checks and employment history verification provisions pursuant to 8.8.3 NMAC. A copy must be kept onsite;(g) documentation of first-aid and cardiopulmonary resuscitation with a pediatric component. A copy must be kept onsite;(h) documentation of all appropriate training by date, time, hours and area of competency;(i) emergency contact number;(j) universal precaution acknowledgement; and(k) a written plan for ongoing professional development for each staff member, including the director, that is based on the seven areas of competency, consistent with the career lattice, and based on the individual's goals.(2) A program will maintain current work schedules and daily sign in sheets for the director, all staff, all educators, and volunteers and keep the records on file for at least 12 months. The record will include the time the employee arrived at and left work and include breaks and lunch.F. PERSONNEL HANDBOOK: The educator will give each employee a personnel handbook that covers all matters relating to employment. Upon updating the personnel handbook, changes must be approved and submitted to the licensing authority. After any changes, notice must be sent out to families, parents, or guardians and posted in a common area. The handbook will include the following critical contents: (1) organizational chart;(2) job descriptions of all employees by title;(3) benefits, including vacation days, sick leave, professional development days, health insurance, break times, etc.;(5) training requirements(6) procedures and criteria for performance evaluations;(7) policies on absence from work;(8) grievance procedures;(9) procedures for resignation or termination;(10) copy of licensing regulations;(11) policy on parent involvement;(12) health policies related to both children and staff;(13) policy on sexual harassment;(14) plan for retention of qualified staff;(15) anti-discrimination policy that promotes the equal access of services for all children and families and prohibits discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, disability, or age (40 or older);(16) child guidance policy;(17) confidentiality statement;(18) an up-to-date emergency evacuation and disaster preparedness plan, which shall Include steps for evacuation, relocation, shelter in place, lock-down, communication, reunification with parents, individual plans for children with special needs and children with chronic medical conditions, and continuity of operations (see waivers, Subsection D of 8.16.2.14 NMAC). The plan shall be approved annually by the licensing authority and the department will provide guidance on developing these plans; and(19) policies and procedures for expulsion of children. Policies and procedures shall include how the program will maintain a positive environment and will focus on preventing the expulsion of children age five. The program must develop policies that include clear, appropriate, consistent expectations, and consequences to address disruptive student behaviors; and ensure fairness, equity, and continuous improvement.8.16.2.41 NMAC - Rp, 8.16.2.42 NMAC, 11/30/12, Adopted by New Mexico Register, Volume XXVII, Issue 18, September 30, 2016, eff. 10/1/2016, Amended by New Mexico Register, Volume XXX, Issue 18, September 24, 2019, eff. 10/1/2019, Amended by New Mexico Register, Volume XXXII, Issue 14, July 20, 2021, eff. 7/1/2021, Amended by New Mexico Register, Volume XXXII, Issue 23, December 14, 2021, eff. 1/1/2022