Library: Policy

340:110-3-281.4. Child records and documentation

Revised 6-1-22

(a) General. General records and documentation requirements, per Oklahoma Administrative Code (OAC) 340:110-3-281, also apply to items in this Section.

(b) Child records. The child record requirements in (1) through (16) of this subsection are met.

(1) Child information. Oklahoma Human Services (OKDHS) form, or a program form containing the same information, is:

(A) completed by the parent prior to the child's first day of attendance; and

(B) paper only.

(2) Infant and 1-year-old daily record. Daily records for 1-year-olds and younger are available in the child's classroom and include prompt documentation of eating, diapering, and sleeping activities.

(3) Verbal pick-up authorizations. When verbal authorization for pick-up of a child is obtained, personnel document the authorization, including the:

(A) authorization date and time;

(B) time period the authorization is valid; and

(i) individual providing authorization;

(ii) individual being given authorization; and

(iii) personnel receiving authorization.

(4) Specialized service professional permission and release. Signed and dated parent permission is available. In addition, when the professional does not complete the background investigation requirements, per OAC 340:110-3-282(a), parent releases indicating understanding are signed and dated prior to unsupervised access to children for each professional.

(5) Food reward exception plan. A behavior modification plan is available and includes content, per OAC 340:110-3-288(d), director and parent signatures, and the date signed.

(6) Immunization records. An immunization record or exemption is obtained prior to the first day of attendance and is updated when the child receives additional vaccines.

(7) Medication permission. Signed parent permission for each medication is obtained, prior to administration, on an OKDHS or program form containing the same information.

(A) Parent instructions are the same as:

(i) the container instructions; or

(ii) a licensed physician's written statement regarding over-the-counter medication instructions differing from the container instructions.

(B) For chronic medical conditions, permission may be obtained for 12 months or less at a time, provided specific instructions include when administration is needed, such as diaper cream and inhalers.

(8) Medication administration. Each dose administered, excluding diaper cream is immediately documented on an OKDHS or program form containing the same information.

(9) Injury or poison exposure report. An OKDHS or program form containing similar information is completed for each injury or poison exposure occurring while in care.

(10) Infant safe sleep environment. Written statements from licensed physicians, signed parent permissions, or both are available when required, per OAC 340:110-3-296(b).

(11) Transportation permission and driver release. Signed parent permission:

(A) is obtained prior to transportation; and

(B) at least includes:

(i) vehicle information, such as whether a program or personal vehicle is used;

(ii) driver information, such as whether the driver is personnel or a volunteer. In addition, when a volunteer driver does not complete the background investigation requirements, per OAC 340:110-3-282(a), parent releases indicating this understanding are signed and dated prior to unsupervised access to children for each volunteer driver; and

(iii) a plan identified by the program or parent specifying pick-up and drop-off times and locations.

(12) Field trip permission. Signed parent permission is obtained prior to the field trip, and documentation is maintained for at least 12 months from the trip. Field trip permission may be:

(A) specific with dates, times, and locations; or

(B) general for all field trips occurring within a specified time period, not to exceed 120 calendar-days, provided parents are notified of specifics for each field trip, per OAC 340:110-3-280(d).

(13) Higher risk activity permission and plan. A plan is provided to parents, and signed parent permission is obtained prior to the activity. Documentation of both is maintained for at least 12 months from the activity. Permission may be for each time the child participates or a general permission for each activity type, such as swimming, may be given for 120-calendar days or less at a time. Field trip permission including the higher risk activity plan meets the requirement. The plan includes:

(A) activity-related qualifications of the individual(s) leading the activity;

(B) minimum ratios for the activity;

(D) special equipment necessary, such as safety helmets or specific clothing; and

(E) safety practices followed.

(14) Annual parent conferences. Documentation is maintained, per OAC 340:110-3-281.2(c).

(15) Swimming skills - children. A signed and dated parent statement regarding the water depth the child may swim in is obtained prior to the water activity, and documentation is maintained for at least 12 months from the activity.

(16) Special diet for infants. Written statements from licensed physicians are maintained when required, per OAC 340:110-3-298(f).

INSTRUCTIONS TO STAFF 340:110-3-281.4 [REVOKED 6-1-22]