SECTION 340:110-3-88. Records

(a)   General requirements. Children's records are kept on Oklahoma Department of Human Services (DHS) provided forms or on forms containing the same information. Records are kept current and easily accessible. DHS staff are allowed access to all records.

(b)   Caregiver records. Records on all caregivers, including the primary caregiver, assistant caregivers, and substitute caregivers, are completed and maintained in the home. Records include:

(1)   staff information forms provided by DHS;

(2)   criminal history investigations with records maintained in a confidential manner;

(3)   training documentation;

(4)   attendance records for each caregiver that reflect days and hours worked and are maintained on file for 120 calendar days; and

(5)   documentation of requests and/or results of criminal history reviews.

(c)   Children's records.

(1)   Identification and health records include:

(A)   the child's name, birth date, parents' names, home addresses, places of employment, and telephone numbers;

(B)   the names and telephone numbers of responsible persons to contact in an emergency when a parent cannot be located promptly;

(C)   permission of a parent authorizing the caregiver to transport the child to emergency medical care;

(D)   names and relationships of persons authorized to pick up the child;

(E)   health information, including immunization records;

(F)   name, address, and telephone number of the child's physician;

(G)   when applicable, medication and transportation permission; and

(H)   the date child began care.

(2)   When a volunteer driver or specialized service professional does not have a criminal history review per OAC 340:110-3-85(c), parent releases indicating this understanding are signed and dated prior to unsupervised access to children for each volunteer driver or professional.

(3)   Daily attendance records, including arrival and departure times for each child, are maintained and on file a minimum of 120 calendar days.

(d)   Public access to records - Compliance Posting.

(1)   DHS provided, "Notice to Parents"; is posted in a conspicuous location within clear view at the main entrance of the facility.

(2)   Child welfare investigative summary with confirmed or substantiated findings for 120-calendar days from the completion of the investigation is posted within clear view of the main entrance of the facility.

(3)   The granted criminal history restriction waiver notification for individuals who have criminal histories as defined in OAC 340:110-3-85 are posted in a prominent place for as long as they are employed by the program or living in the facility.

(e)   Compliance file. A compliance file accessible to staff, parents, and others contains:

(1)   the most recent child care licensing monitoring report provided by the licensing specialist;

(2)   the following documents issued by Licensing within the last 120 calendar days:

(A)   child care licensing monitoring reports and licensing correspondence;

(B)   notice to comply;

(C)   licensing complaints; and

(D)   child welfare investigative summary with findings of unconfirmed or unsubstantiated to include findings of services not needed, ruled out, or services recommended; and

(3)   child welfare investigative summary with findings of confirmed or substantiated, for one year from the completion of the investigation.

[Source: Amended at 10 Ok Reg 107, eff 10-13-92 (emergency); Amended at 10 Ok Reg 2287, eff 6-11-93; Amended at 17 Ok Reg 1607, eff 5-25-00; Amended at 25 Ok Reg 22, eff 10-1-07 (emergency); Amended at 25 Ok Reg 1962, eff 7-1-08; Amended at 26 Ok Reg 415, eff 11-20-08 (emergency); Amended at 26 Ok Reg 2239, eff 7-1-09; Amended at 27 Ok Reg 48, eff 10-1-09 (emergency); Amended at 27 Ok Reg 1869, eff 7-1-10; Amended at 31 Ok Reg 154, eff 11-1-13 (emergency); Amended at 31 Ok Reg 1854, eff 9-15-14; Amended at 34 Ok Reg 200, eff 11-22-16 (emergency); Amended at 34 Ok Reg 1652, eff 9-15-17]