10A NCAC 09 .2318          Child CARE CENTER RECORD RETENTION

All records required in this Chapter shall be maintained for review by representatives of the Division as specified in G.S. 110-91(9), Rule .0304(g) of this Chapter, and as follows:

(1)           The records shall be available at the center during the hours of operation listed on the child care license.

(2)           Records may be maintained in a paper format or an electronic format, provided that all required signatures are preserved in a paper format, PDF or other used graphic format.

(3)           Records regarding administration of medications required by Rules .0302(f)(7) and .0803(13) of this Chapter shall be maintained during the time period the medication is being administered and for six months after the medication is administered.

(4)           All building inspections as referenced in G.S. 110-91, and in Rule .0302 of this Chapter shall remain on file at the center for as long as the license remains valid.

(5)           All fire, sanitation, and pool, inspections as referenced in G.S. 110-91, and Rules .0302 and .1403 of this Chapter shall remain on file at the center for a minimum of three years.

(6)           Each child care center shall retain records for children as follows:

 

Type of Child Record

In each child's file, for as long as the child is enrolled

For 1 year after the child is no longer enrolled

Child Medical Report

Rule .0302(f)(2)

X

X

Immunization Record

Rule .0302(f)(2)

X

X

Child Application

Rules .0302(f)(2) and .0801(a)

X

X

Child Emergency Medical Care Information

Rules .0302(f)(2), .0801(a)(1) and .0802(c) through (d)

X

X

Safe Sleep Policy

Rule .0606(c)

X

X

Notice of Amendment to Safe Sleep Policy

Rule .0606(d)

X

X

Safe Sleep Waiver

Rule .0606(e)

X

X

Child Medical Action Plan

Rule .0801(b)

X

X

Incident Report

Rule .0802(e)

X

X

Parental Permission for Administration of Medication

Rules .0803(3), (4), (6) through (9) and (11)

X

X

Supplemental Food "Opt Out" Statement

Rule .0901(d)

X

X

Parental Permission for Transportation

Rules .1003(i) and (j),

.1005(b)(3) and (4)

X

X

Parental Permission for Aquatic Activities

Rule .1403(i)

X

X

Discipline Policies

Rule .1804(a)

X

X

Notice of Change to Discipline Policies Rule .1804(b)

X

X

 

(7)           Each child care center shall retain records for personnel as follows:

 

Type of Personnel Record

For at least 1 year after

employee is no longer employed

For 1 Year After

Record Created

Until the record is superseded by a new statement

In each personnel file or designated emergency preparedness file

Application for Employment

Rule .0302(d)(1)(A)

 

X

 

 

 

Staff Medical Report

Rules .0302(d)(1)(C) and .0701(a)

 

X

 

 

 

Health Questionnaire

Rules .0302(d)(1)(C) and .0701(a)

 

X

 

 

 

Proof of Tuberculosis Test

Rules .0302(d)(1)(C) and .0701(a)

 

X

 

 

 

Staff Emergency Medical Care Information

Rules .0302(d)(1)(C) and .0701(a)

 

X

 

 

 

Evaluation of Emotional and Physical Fitness (as applicable)

Rule .0701(b)

 

X

 

 

 

Verification of Age Rules .0302(d)(1)(A), .0703, and .0704

 

X

 

 

 

Criminal Record Check Information Rules .0302(d)(1)(E);

 

X

 

 

 

Education and Equivalency Forms Rules .0302(d)(1)(B), .0703, .0704 and .2510

 

X

 

 

 

Record of On-going Training Rules

.0302(d)(1)(D), and .1103(a)

 

X

 

 

 

Documentation of Staff Orientation Rules .0302(d)(1)(D), and .1101(a)

 

X

 

 

 

Documentation of Emergency Preparedness and Response in Child Care Training

Rule .0607(b)

 

 

 

 

X

Documentation of Review of Emergency Preparedness and Response Plan

Rules .0607(e), (f) and (g)

 

 

 

 

X

Documentation of First Aid training Rule .1102(c)

 

X

 

 

 

Documentation of CPR training

Rule .1102(d)

 

X

 

 

 

Documentation of Playground Safety Training if applicable

Rule .1102(e)

 

X

 

 

 

Documentation of ITS-SIDS Safe Sleep Training if applicable

Rule .1102(f)

 

X

 

 

 

Documentation of Aquatic Activities Policy Receipt

Rule .1403(h)

 

X

X

 

Documentation of BSAC training if applicable

Rule .2510

 

X

 

 

 

 

(8)           Each child care center shall retain records for the program as follows:

 

Type of Program Record

As long as the license remains valid

A minimum of 30 days after

record revised

or replaced

A minimum of 1 year after

record created, revised or replaced

Attendance

Rule .0302(d)(3)

 

 

X

Daily record of arrival and departure times for children

Rule .0302(d)(4)

 

 

X

Fire Drill Log .0604(t)

Rule .0302(d)(5)

 

 

X

Playground Inspection

Rules .0302(d)(6) and .0605(q)

 

 

X

Lockdown or Shelter-In-Place Drill Record

Rules .0302(d)(8) and .0604(u)

 

 

X

Daily Schedule

Rule .0508(a)

 

 

X

Activity Plan

Rule .0508(a)

 

X

 

Manufacturer's Instructions for equipment and furnishings

Rules .0601(b) and .0605(b)

X

 

 

Fire Evacuation Procedures

Rule .0604(r)

X

 

 

Written plan for evacuation in centers that do not meet institutional building code

Rule .0604(r)

 

 

X

Safe Pick-Up and Delivery Procedures

Rule .1003

 

 

X

Safe Sleep Policy

Rule .0606(a)

X

 

 

SIDS Sleep Chart/Visual Check

Rule .0606(a)(7)

 

X

 

Emergency Preparedness and Response Plan

Rules .0607(c) and (d)

 

 

X

Emergency Medical Care Plan

Rule .0802(a)

 

 

X

Incident Log

Rule .0802(f)

 

 

X

Menu

Rule .0901(b)

 

X

 

Allergy Postings

Rule .0901(g)

 

X

 

Infant Feeding Plan

Rule .0902(a)

 

X

 

Identifying Information for Children being Transported

Rule .1003(d)

 

 

X

List of children being transported

Rules .1003(l) and .1005(b)(6)

 

 

X

Schedule of Off Premise Activities

Rule .1005(b)(5)

 

 

X

Aquatic Activity Policies

Rule .1403(g)

X

 

 

Documentation of emergency situation that necessitated a lack of direct supervision

Rule .1801(a)

X

 

 

Discipline Practices

Rules .1803 and .1804

X

 

 

 

History Note:        Authority G.S. 110-85; 110-91(9); 143B-168.3;

Eff. January 1, 1986;

Amended Eff. July 1, 2015; July 1, 2010; July 1, 2008;

Readopted Eff. October 1, 2017.