PURPOSE: This rule lists records and reports which must be on file at the facility.

1. (1) The child care provider shall maintain accurate records to meet administrative requirements and to ensure knowledge of the individual needs of children and their families.

2. (2) An individual file shall be kept to identify each child and enable the provider to communicate with the parent(s), guardian or legal custodian of the child in an emergency. Records shall include:

   1. (A) The child's full name, address, birthdate and the date care begins and ends;
   2. (B) Full name of the parent(s), guardian or legal custodian, home address, employers' name and address, work schedule, and home and work telephone numbers;
   3. (C) Name, address and telephone number of another individual (friend or relative) who might be reached in an emergency when the parent(s), guardian or legal custodian cannot be reached;
   4. (D) Name and phone number of the family physician, hospital, or both, to be used in an emergency;
   5. (E) Name of the individual(s) authorized to take the child from the facility; and
   6. (F) Field trip and transportation authorization.
3. (3) Records on related children, as required by 19 CSR 40-62.132 Admission Policies and Procedures, shall be on file.

4. (4) Health information shall be retained in each child’s individual file and shall include:

   1. (A) A medical examination report for each infant, toddler or preschool child or a health report for each school-age child as required by 19 CSR 40-62.122 Medical Examination Reports;
   2. (B) Parental authorization for medications and a record of medications administered;
   3. (C) Information concerning any accident or injury to the child while at the facility or any emergency medical care; and
   4. (D) Any significant information learned from observing the child.
5. (5) Individual children’s records shall be retained a minimum of one (1) year after the child discontinues attendance.
6. (6) Daily child attendance records shall be maintained and kept on file a minimum of one (1) year.
7. (7) Daily staff and volunteer attendance records shall be maintained and kept on file a minimum of one (1) year.
8. (8) All enrollment records, medical examination records and attendance records shall be filed in a place known to caregivers and shall be accessible at all times. Records shall not be in a locked area or removed from the facility during the hours the facility is open and operating.
9. (9) Emergency school closing records, as required by 19 CSR 40-62.172 Emergency School Closings, shall be on file.

10. (10) The provider shall maintain the following information on file as provided in 19 CSR 30-62.087 Fire Safety:

    1. (A) A written record at the facility for fire and disaster drills;
    2. (B) Documentation verifying that fresh-cut Christmas trees are treated with a flame resistant material;
    3. (C) Documentation verifying that all gasfired appliances were checked by a repair company and are in safe working order after an elevated carbon monoxide level was determined during a fire inspection;
    4. (D) Documentation verifying the inspection and approval of fire extinguishers;
    5. (E) Documentation verifying the inspection and approval of automatic fire sprinkler systems; and
    6. (F) A copy of the membership or receipt for membership documenting that facilities served by a volunteer or membership fire department are a member in good standing with the fire department.
11. (11) Medical examination reports for staff, as required by 19 CSR 40-62.122 Medical Examination Reports, shall be on file.
12. (12) A copy of the child abuse/neglect screening request form and response, as required by 19 CSR 40-62.102 Personnel, shall be on file in each employee’s record.
13. (13) The child care provider shall have the results of criminal record reviews as provided in 19 CSR 30-62.042 Initial Licensing Information, 19 CSR 30-62.052 License Renewal, and 19 CSR 30-62.102 Personnel on file at the facility.
14. (14) Staff training records, as required by 19 CSR 30-62.102 Personnel, shall be on file.
15. (15) All records of children shall be confidential, protected from unauthorized examination and available to the parent(s) upon request.
16. (16) All records shall be available in the facility for inspection by the department upon request.
17. (17) Reports to the department shall be submitted as required.

AUTHORITY: section 210.221.1(3), RSMo Supp. 1998.* This rule previously filed as 13 CSR 40-62.190, 13 CSR 40-62.222 and 19 CSR 40-62.222. Original rule filed March 29, 1991, effective Oct. 31, 1991. Changed to 19 CSR 40-62.222, effective Dec. 9, 1993. Emergency amendment filed Aug. 18, 1993, effective Aug. 28, 1993, expired Dec. 25, 1993. Emergency amendment filed Jan. 4, 1994, effective Jan. 14, 1994, expired May 13, 1994. Amended: Filed Aug. 18, 1993, effective April 9, 1994. Changed to 19 CSR 30-62.222 July 30, 1998. Amended: Filed Feb. 18, 1999, effective Sept. 30, 1999. *Original authority: 210.221.1(3), RSMo 1949, amended 1955, 1987, 1993, 1995.