414-305-0250 Program Records (1) A certified child care center must maintain records that demonstrate compliance with all rules for 2 years following the record’s creation, such as parent permissions, attendance records, emergency preparedness drills, and pet vaccinations. A certified child care center must maintain staff and children's records for 2 years after termination of employment or care. (a) A certified child care center may store records off site that are older than 1 year but they must be made available within 48 hours, upon request. A center must make all other records available to CCLD at all times. (b) A certified child care center must have at least one staff member on site who can access any records that are stored in paper or electronic formats. (c) Electronic records must be portable for use during an emergency evacuation. (d) If using electronic records, the center must have procedures in place to ensure prompt access, including an on- or off-site electronic back-up method to ensure access in the event of data loss. (e) A certified child care center must keep child and personnel records confidential and only available to personnel as necessary, the individual child's parents, and CCLD staff. (2) A certified child care center must maintain the current day’s attendance record in paper or electronic format with each group of children. All caregivers must have access to the attendance records to determine which children are in care during their work shift, changes in caregivers, and emergency evacuations. A center’s daily attendance records must include: (a) The child’s full name; and (b) Times recorded as children arrive and depart so that the record shows the children in attendance at any given time. (3) If a group of children separates from the larger group to move to another activity, such as going outside, the responsible staff member must have a method to account for the children in the separate group, such as a written list of the children’s names. (4) A certified child care center must maintain staff attendance records to include: (a) The staff’s full name; (b) Times of arrival and departure; and (c) Group or room assignment. (5) A certified child care center must have a visitor log to document all adults, excluding persons authorized to drop off and pick up a child, that includes name, relationship to center (e.g., volunteer, vendor, guest, etc.), and recorded time in and out of the center. (6) A certified child care center must immediately document the administration of any medication that includes: (a) The child’s name; (b) Medication administered; (c) The date and time when medication was administered; (d) The dosage or amount of medication administered; (e) Any side effects exhibited by the child; and (f) The signature of the person who administered the medication (also see OAR 414-305-1030, Medications). (7) A certified child care center must maintain a written record of suspected child abuse and neglect reports made to the Department of Human Services Child Welfare or law enforcement. (8) A certified child care center must maintain records regarding emergency preparedness and fire prevention such as dates of drills for at least 2 years (also see OAR 414-305-0210, Emergency Preparedness and Response, and OAR 414-305-0860, Fire Protection). (9) A certified child care center must have parents or guardians of each child enrolled in the center sign a declaration form, approved by CCLD, verifying they have reviewed a copy of the current license certificate. The declaration shall be updated any time an exception or condition is added to or removed from the license. Statutory/Other Authority: ORS 329A.260 Statutes/Other Implemented: ORS 329A.263 History: DELC 30-2024, minor correction filed 04/11/2024, effective 04/11/2024 ELD 10-2023, adopt filed 06/28/2023, effective 01/01/2024