(a) Center records. Oklahoma Department of Human Services (OKDHS) Division of Child Care Licensing Services (Licensing) staff have access to all records and reports addressed in this Section.
(b) Children's records. Records are obtained at the time of admission for each child in care, including teen aides, regardless of the length of time the child is in care.
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(1) Children's records are kept at the center, are available to staff during all hours of child care, and are kept current.
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(2) Identification and health records are collected and maintained on file at the child care center via forms provided by OKDHS or on other forms that contain:
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(A) the child's name, date of birth, name of parent(s), home address, parent(s)' places of employment, and telephone numbers;
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(B) the name and telephone number of a responsible person to contact in an emergency if the parent(s) cannot be located promptly;
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(C) permission of the parent authorizing the center to transport the child for emergency medical care;
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(D) name of the person(s) permitted to pick up the child;
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(E) health information. The center is prohibited from obtaining information or health records from the parent solely for the purpose of screening out or denying care to a child with particular types of disabilities;
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(F) routine care, including instructions for eating, sleeping, toileting, or diapering;
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(G) individual special needs to the extent voluntarily disclosed by the parent, including:
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(H) parental permission, if given, to consult with appropriate health and child development professionals;
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(I) individual medical emergency plan;
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(J) current immunization record;
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(K) name, address, and telephone number of a physician to call in an emergency;
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(L) date of acceptance and withdrawal from the child care center; and
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(M) medication and transportation permission, if applicable.
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(3) The center is required to maintain readily available attendance records including child's arrival time and departure time for a minimum of 120 days.
(c) Teen aide records. In addition to the required records for teen aides listed in OAC 340:110-3-6(b), a written agreement signed by the parent or guardian of the teen aide must be maintained on file at the facility. The agreement includes:
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(1) the duties and responsibilities of the teen aide;
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(2) the name of the master teacher responsible for supervising the teen aide; and
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(3) the written consent of the parent or guardian for the child to work as a teen aide.
(d) Staff records. Records on all employees including substitutes are completed and maintained at the facility or made available to Licensing. Staff records include:
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(1) staff information forms provided by OKDHS which are submitted to Licensing within two weeks of employment and include:
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(A) name, birth date, address, telephone number, and Social Security number;
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(B) education;
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(C) references, including previous employers if any, and the name, address, telephone number, and dates of employment; and
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(D) a statement regarding criminal history;
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(2) criminal history investigations with records maintained in a confidential manner and not made a part of the individual's personnel records pursuant to Section 404.1 of Title 10 of the Oklahoma Statutes;
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(3) a report of an examination by a licensed physician or mental health professional when there is concern about an employee's ability to perform normal duties because of a possible physical, mental, or emotional problem;
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(4) documentation of orientation and training; and
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(5) attendance records for each staff person and substitute staff that reflect days and hours worked and that are maintained for 120 days.