RRDS Child Care Records

Records Retention & Disposition Schedule

CHILD CARE RECORDS

Schedule Number: 166-450-0015


Child Abuse Report Records
Schedule Number: 166-450-0015 (1)

Records document suspected child abuse at college child care centers. Records may include but are not limited to:

Narrative account of the incident,
Notes and working files,
Observations of the child,
Record of phone call to the State Office of Services to
Children and Families or law enforcement agency,
Records verifying staff training in child abuse recognition,
Related documentation.

Retention: 1 year after reported
Disposition: destroy
Responsible unit: child care center

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Child Care Accident Reports
Schedule Number: 166-450-0015 (2)

Records document injury or accident to children at college child care centers. Records may include but are not limited to:

Accident form reporting the child's name, nature of the injury, teacher, witness, date, time, and place of accident;
Action taken or care given,
Comments,
Description of accident,
Record of transportation to doctor or hospital,
Signatures of reporting staff and parent(s),
Related documentation. 

Retention: 1 year
Disposition: destroy
Responsible unit: child care center


Child Care Billing Records
Schedule Number: 166-450-0015 (3)

Records document the billing and payment for services provided by college child care centers. Records may include but are not limited to:

Adjustment memos which document changes in the amount due,
Billing records which compute the fees assessed and record the amount due,
Related documentation.

Retention: 3 years
Disposition: destroy
Responsible unit: child care center

SEE ALSO: Accounts Receivable Records


Child Care Daily Attendance Records
Schedule Number: 166-450-0015 (4)

Records document the daily attendance of children at college child care centers. Records may include but are not limited to:

Sign-in sheet with the date, name of child, and times of arrival and departure. 

Retention: 1 year
Disposition: destroy
Responsible unit: child care center


Child Care Facility License Records
Schedule Number: 166-450-0015 (5)

Records document the annual licensing of college child care facilities by the Employment Department, Child Care Division. Records may include but are not limited to:

Child Care Division inspection and certification,
Correspondence,
Fire and other emergency drill records,
Fire safety reports,
Official license,
Sanitation inspection reports,
Staff criminal history checks,
Staff development and training records,
Staff first aid cards,
Staff orientation records.

Retention: 5 years
Disposition: transfer to Records Center, destroy
Responsible unit: child care center


Child Care Food Program Records
Schedule Number: 166-450-0015 (6)

Records document the administration of the Child and Adult Care Food Program which provides meals and snacks to children at college child care centers. Application is made annually to this U.S. Department of Agriculture program. Records may include but are not limited to:

Child and Adult Care Food Program Confidential Income Statement which documents the names, birth dates, and ethnicity of the children and the monthly income of the child's household,
Enrollment roster,
Monthly reimbursement claims which document the number of days of food service,
Production records, weekly menus, and attendance forms,
Related documentation.

Retention: 5 years
Disposition: transfer to Records Center, destroy
Responsible unit: child care center

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Children's Case Files
Schedule Number: 166-450-0015 (7)

Records document a child's enrollment/admission and attendance at a college child care center. Records may include but are not limited to:

Applications for admission,
Approval to participate in field trips or swimming,
Authorization to administer medications,
Communications from parents,
Correspondence,
Emergency notification forms,
Immunization records,
Permission to obtain emergency medical treatment and to call an ambulance.

Records may also, but do not necessarily, include:
Assessments for learning disabilities or counseling,
Records about special needs children,
Release forms,
Vision, speech, and hearing screenings.

Retention: 5 years after last attended
Disposition: destroy
Responsible unit: child care center

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details..

Immunization Records, Students
Schedule Number: 166-450-0015 (8)

Records verify that student workers in the child care center and other programs have measles protection and other required immunizations. Immunization verification is required for certain college students involved in health related programs, education or child care programs, other work experience programs, and intercollegiate athletics. The Certificate of Immunization Status forms include student identification information; vaccine history; and religious or medical exemptions. Immunization verification may also be required for hepatitis and other blood borne pathogens.

Retention: 1 year
Disposition: destroy
Responsible unit: child care center or creating unit