10A NCAC 09 .2318
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:
(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(d)(2) | X | X |
| Immunization Record Rule .0302(d)(2) | X | X |
| Child Application Rules .0302(d)(2) and .0801(a) | X | X |
| Child Emergency Medical Care Information Rules .0302(d)(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 and Off-Premises Activities 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 |
| Shaken Baby Syndrome and Abusive Head Trauma Policy Rule .0608 | 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| For at least 1 year after employee is no longer employed | For 1 Year After Record Created | Until the record is superseded by a new statement | In each personnel file or designated emergency preparedness file |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 or Screening 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 | ||
| Shaken Baby Syndrome and Abusive Head Trauma Policy Rule .0608 | 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-Premises 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;
Amended Eff. February 1, 2021; September 1, 2019.