Library: Policy

340:110-3-281.3. Personnel and non-personnel records and documentation

Revised 12-17-18

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

(b) Personnel records. Records are maintained for at least 12 months following the last date of employment, unless requirements specifically state otherwise. When the program is owned by a business entity with two or more programs and a general administrative office, personnel records are not required on-site, unless the requirements specifically state otherwise, provided current personnel records are made available to Licensing by the end of the next Licensing business day.

(1) Personnel information. The Oklahoma Department of Human Services (DHS) form is: • 1

(A) completed by each personnel; and

(B) submitted to Licensing within two weeks of employment.

(2) Criminal history review requests and results. The DHS form is maintained for each required individual. • 2

(3) Treating medical personnel statement. The report from treating medical personnel is maintained, when required, per OAC 340:110-3-283(f).

(4) Professional development plan. The program maintains a current plan, when required, per OAC 340:110-3-284(d) and:

(A) is relevant to the roles and responsibilities for the assigned position(s);

(B) includes training regarding requirements;

(D) builds upon previously obtained professional development.

(5) Probationary Master teachers. Probationary master teachers complete the DHS form identifying educational professional development plans. • 3

(6) Professional development verification. All verification is submitted to the Oklahoma Professional Development Registry (OPDR), unless entered by an OPDR approved trainer. In addition, the program maintains, on-site:

(A) all verification, until the individual is registered on OPDR; and

(B) cardio-pulmonary resuscitation (CPR) and first aid certifications.

(7) Orientation. The DHS form or a program form containing the same information is maintained for each personnel. • 4

(8) Compliance review. The DHS requirements compliance review form is available. • 5

(9) Higher risk qualifications. Documentation of required certification, training, and experience is maintained for at least 12 months.

(10) Lifeguard certification. Personnel who perform lifeguard duties have:

(A) CPR certification; and

(B) lifeguard certification from American Red Cross, Young Men's Christian Association (YMCA), or equivalent.

(11) Driver or commercial driver license. A copy is maintained for each driver.

(12) Seat belt exemption. A written statement from a licensed physician is maintained, when required, per OAC 340:110-3-305(g).

(1) Driver or commercial driver license. A copy is maintained for 120-calendar days from last use of volunteer unless the document must be maintained longer due to the personnel record requirement per (3) of this subsection.

(2) CPR and first aid certifications. Certification is maintained for 120-calendar days from last use of volunteer, unless the document must be maintained longer due to the personnel record requirement per (3) of this subsection.

(3) Additional. Personnel records per (b) of this Section are required when a volunteer fills another position, per OAC 340:110-3-284.1 through 340:110-3-284.4, and are maintained for 12 months from last use of the volunteer. However, personnel records are not required when a volunteer only fills the driver position and transports children on an irregular basis.

INSTRUCTIONS TO STAFF 340:110-3-281.3

Revised 12-17-18

1. Oklahoma Department of Human Services (DHS) Form 07LC041E, Personnel Information.

2. DHS Forms 07LC096E, Criminal History Review Request for Programs and 07LC106E, Criminal History Review Results.

3. DHS Form 07LC031E, Probationary Master Teacher Agreement.

4. DHS Form 07LC120E, Orientation Completion.

5. DHS Form 07LC117E, Compliance Review for Child Care Programs.