Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0015 - Child Care Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the child care records of
				community colleges. Retention periods apply to the official copy of all public
				records, regardless of medium or physical format, created or stored by the
				above specified agencies. Please note the exceptions to this General Schedule
				listed in OAR 166-030-0027  before disposing of
				records.
(1)
Child Abuse Report
			 Records
: Records document suspected child abuse at college child care
			 centers. Records may include but are not limited to a narrative account of the
			 incident; notes and working files; observations of the child; a record of phone
			 call to the State Office of Services to Children and Families or law
			 enforcement agency; and related documentation. Also includes records verifying
			 staff training in child abuse recognition.
Information may be exempt
			 from public disclosure per ORS
			 192.501(1), (3),
			 (13). ORS
			 192.502(2). OAR
			 414-300-0060(2)
. (Minimum retention: one year after
			 reported).
(2)
Child Care
			 Accident Reports
Records document injury or accident to children at
			 college child care centers. Records may include but are not limited to an
			 accident form reporting the child's name, nature of the injury, teacher,
			 witness, date, time, and place of accident;description of accident; action
			 taken or care given; comments; signatures of reporting staff and parent(s);
			 record of transportation to doctor or hospital; and related documentation.
			 (Minimum retention: one year).
(3)
Child Care Billing Records
:
			 Records document the billing and payment for services provided by college child
			 care centers. Records may include but are not limited to billing records which
			 compute the fees assessed and record the amount due; adjustment memos which
			 document changes in the amount due; and related documentation. SEE ALSO:
			 Accounts Receivable Records in Financial and Accounting Records Section.
			 (Minimum retention: three years).
(4)
Child Care Daily Attendance
			 Records
: Records document the daily attendance of children at college
			 child care centers. Records may include but are not limited to a sign-in sheet
			 with the date, name of child, and times of arrival and departure. (Minimum
			 retention: one year).
(5)
Child Care Facility License
			 Records
: Records document the annual licensing of college child care
			 facilities by the Employment Department, Child Care Division. Records may
			 include but are not limited to sanitation inspection reports; fire safety
			 reports; fire and other emergency drill records; staff development and training
			 records; staff criminal history checks; staff first aid cards; staff
			 orientation records; official license; Child Care Division inspection and
			 certification; and correspondence. (Minimum retention: five years).
(6)
Child Care Food Program
			 Records
: Records document the administration of the Child and Adult Care
			 Food Program which provides meals and snacks to children at college care
			 centers. Application is made annually to this U.S. Department of Agriculture
			 program. Records may include but are not limited to monthly reimbursement
			 claims which document the number of days of food service, production records,
			 weekly menus, and attendance forms; Child and Adult Care Food Program
			 Confidential Income Statement which documents the names, birth dates, and
			 ethnicity of the children and the monthly income of the child's household;
			 enrollment roster; and related documentation. (Minimum retention: five
			 years).
(7)
Children's Case
			 Files
: Records document a child's enrollment/admission and attendance at
			 a college child care center. Records may include but are not limited to
			 applications for admission; emergency notification forms; authorization to
			 administer medications; permission to obtain emergency medical treatment and to
			 call an ambulance; approval to participate in field trips or swimming;
			 communications from parents; immunization records; and correspondence. May
			 also, but do not necessarily, include assessments for learning disabilities or
			 counseling; release forms; vision, speech, and hearing screenings, and records
			 about special needs children.
Portions may be exempt from public
			 disclosure per ORS 192.502(2)
.
			 (Minimum retention: one year after last attended).
(8)
Immunization Records, Student
			 Workers
: Records verify that student workers in the child care center
			 have measles protection and other required immunizations. Immunization
			 verification is required for certain college students involved in health
			 related programs, education or child care programs, other work experience
			 programs, and intercollegiate athletics. The Certificate of Immunization Status
			 forms include student identification information; vaccine history; and
			 religious or medical exemptions. Immunization verification may also be required
			 for hepatitis and other blood borne pathogens. (Minimum retention: one
			 year).
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
				  192.005 -
				  192.170 &
				  357.805 -
				  357.895