New Jersey Administrative Code › Title 3A - CHILDREN AND FAMILIES › Chapter 55 - MANUAL OF REQUIREMENTS FOR RESIDENTIAL CHILD CARE FACILITIES › Subchapter 3 - ADMINISTRATION › Section 3A:55-3.8 - Records

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The facility's records shall be open for
				inspection by authorized representatives of the Office of Licensing, the
				Department's Institutional Abuse Investigation Unit (IAIU), the Department's
				contracting units, and Division workers, provided that they may only secure
				information about children under the Division's supervision. The facility's records
				shall also be open to inspection by other agencies pursuant to applicable Federal
				and State laws, requirements, or court order.
(b) Each facility shall maintain on file the
				following administrative records until the expiration of its certificate of
				approval:
1. The following records shall be
				maintained in files located at the facility:
i. A
				copy of this chapter;
ii. A statement of
				purpose, as specified in 3A:55-3.1 and 9.1;
iii. The Life/Safety and Program
				Inspection/Violation reports and Complaint Investigation Summary reports from the
				Office of Licensing, if applicable, as well as letters of enforcement or other
				actions taken against the facility, if applicable, that cover the current
				certificate of approval period;
iv. The
				document providing information to parents, as specified in 3A:55-3.3(a);
v. A record of each parent's signature attesting
				to the receipt of the information to parents document, as specified in 3A:55-3.3(b)
				1;
vi. Documentation of the use of
				extermination services, if applicable, as specified in 3A:55-4.3(a)7;
vii. Policies and procedures regarding behavior
				management, as specified in
				N.J.A.C.
				3A:55-6.13, 6.14 and 10.14;
viii. A record of in-service training conducted
				for staff members, as specified in 3A:55-5.4 and 10.3;
ix. A record of all incidents and accidents,
				recorded on incident and accident report forms, noting all details of the incident
				and accident and any actions taken by the staff members, as specified in N.J.A.C.
				3A:55-6.13, 7.3(b) and 9.3(a) and (b);
x. A copy of the comprehensive health plan, as
				specified in 3A:55-7.1, 10.15 and 10.16;
xi. Copies of menus of food served to the
				children, including special diets, as specified in 3A:55-6.11 and 10.24;
xii. Aggregate statistical information on children
				served, including the date of each admission, date of each discharge, and reason for
				each discharge, as specified in
				N.J.A.C.
				3A:55-5.2(a)10;
xiii. A record of signed parental consent for
				children's participation in fund-raising, publicity, photography, or audiovisual
				activities related to the facility, as specified in 3A:55-3.3(a)12;
xiv. A copy of the children's grievance
				procedures, as specified in 3A:55-3.2(e);
xv. A record of signed parental consent for
				medical treatment for each child, as specified in 3A:55-3.6(b)10;
xvi. A daily log book, in which an on-duty staff
				member shall comment on the activities and events of each day and staff member
				response to those events;
xvii. A daily
				log book, a separate log book, or notation in the child's case record, in which all
				visits to the child shall be recorded;
xviii. A copy of the staff members' work schedules
				and time sheets;
xix. A medication log
				book, as specified in
				N.J.A.C.
				3A:55-7.4, 7.5 and 10.20;
xx. A written daily schedule of planned
				recreational, leisure time and physical exercise activities, as specified in
				3A:55-6.8(b) and 10.11;
xxi. A record of
				pet vaccinations and the name and address of the licensed veterinarian providing
				care for the pets, if applicable, as specified in 3A:55-6.12;
xxii. A copy of the parenting education
				curriculum, if applicable, as specified in 3A:55-10.8;
xxiii. Documentation of the information received
				from the National Weather Service and park service, if applicable, as specified in
				3A:55-9.1(n) and (o);
xxiv. A copy of
				the plan for emergency evacuation procedures, if applicable, as specified in
				3A:55-9.2(a);
xxv. A copy of the plan
				for search and rescue procedures, if applicable, as specified in
				3A:55-9.2(b);
xxvi. Copies of biking
				permits, if applicable, as specified in 3A:55-9.4(a);
xxvii. Documentation that permission was obtained
				to enter a cave from the owner or public authority, if applicable, as specified in
				3A:55-9.6(c);
xxviii. Documentation of
				the care of horses, if applicable, as specified in 3A:55-9.8(d);
xxix. Documentation on the safety of ropes used in
				climbing, if applicable, as specified in 3A:55-9.9(d);
xxx. A copy of the plan for boating activities, if
				applicable, as specified in 3A:55-9.10(b);
xxxi. Copies of all permits, certificates or
				licenses for camping, if applicable, as specified in 3A:55-9.15(a);
xxxii. A copy of the policy for treating snake,
				animal and insect bites and contact with poisonous plants, if applicable, as
				specified in 3A:55-9.17(c);
xxxiii. A
				copy of the plan and procedures that enable children to receive an emergency
				message, and send and receive mail, if applicable, as specified in
				3A:55-9.20(c);
xxxiv. Documentation that
				children were permitted to make free telephone calls, if applicable, as specified in
				3A:55-9.20(e);
xxxv. A copy of the policy
				for visiting and communication for parents, if applicable, as specified in
				3A:55-9.20(g); and
xxxvi. A copy of the
				feed plan for horses, if applicable, as specified in 3A:55-9.8 and
				9.16.