North Carolina Administrative Code › Title 10A - HEALTH AND HUMAN SERVICES › Chapter 09 - CHILD CARE RULES › Section .2300 - FORMS › Section 09 .2318 - CHILD CARE CENTER RECORD RETENTION

Current through Register Vol. 39, No. 2, July 15, 2024
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:
(1) The
				records shall be available at the center during the hours of operation listed
				on the child care license.
(2)
				Records may be maintained in a paper format or an electronic format, provided
				that all required signatures are preserved in a paper format, PDF or other used
				graphic format.
(3) Records
				regarding administration of medications required by Rules.0302(d)(7)
				and.0803(13) of this Chapter shall be maintained during the time period the
				medication is being administered and for six months after the medication is
				administered.
(4) All building
				inspections as referenced in
				G.S.
				110-91, and in Rule.0302 of this Chapter
				shall remain on file at the center for as long as the license remains
				valid.
(5) All fire, sanitation,
				and pool, inspections as referenced in
				G.S.
				110-91, and Rules.0302 and.1403 of this
				Chapter shall remain on file at the center for a minimum of three
				years.
(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
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.