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Library: Policy

340:110-3-281.2. Program records and documentation

Revised 11-22-16

(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) Accessible in prominent location.Items are located in a noticeable and frequently visited location for the parents and public to view and may include multiple buildings depending on where parents and the public typically visit, and can be accessed without asking personnel.

(1) Requirements.Oklahoma Department of Human Services (DHS) Publication No. 14-05, Licensing Requirements for Child Care Programs, is accessible.

(2) Selecting quality child care.DHS Publication 87-91, Selecting Quality Child Care - A Parent's Guide, is accessible.

(3) Compliance file.Items are originals or copies and are maintained together, with the most recent on top and all child identifying information removed.The compliance file includes items within the last 120 calendar days, at a minimum, from the date on the document or the investigation completion date on the form, unless requirements specifically state otherwise.The compliance file only contains:

(A) compliance monitoring from Licensing, Stars, and tribal agencies, such as:

(i) monitoring visit forms.Include most recent visit; and

(ii) case status information, such as forms and correspondence regarding:

(I) issuance of permits and licenses;

(II) non-compliances and Stars violations;

(III) notices to comply;  • 1

(IV) complaint findings;   • 2 and 3

(V) office conferences with Licensing, Stars, and tribal agencies;

(VI) Stars alternative settlements and reductions; and

(VII) consent agreements, denials of a request for a license, and revocations of a license;

(B) child welfare investigative summary, regardless of findings.However, confirmed or substantiated findings are maintained in the file for 12 months;  • 3

(C) granted criminal history restriction waiver notifications.However, notification is maintained in the file for as long as the individual is employed or is living in the facility; and  • 4

(D) other documents indicating placement in the compliance file.

(c) Available in facility.Items are available upon request.

(1) Necessity, issuance, and maintenance of a permit or license.The requirements listed in (A) and (B) of this subsection are met.

(A) Fire inspections.Items are available upon request.

(B) Health inspections.Items are available upon request.

(2) Other business, shared facility, and collaborations - collaboration agreement.Item is available upon request.

(3) Policy.The requirements listed in (A) through (D) of this paragraph are met.

(A) Program liability insurance policy.DHS form, completed every 12 months, and a certificate of liability insurance from the insurance agent is available, unless an exception is posted per OAC 340:110-3-278(b).  • 5

(B) Program policy.Policy includes content per OAC 340:110-3-278 (d).

(C) Personnel policy.Policy includes content per OAC 340:110-3-278 (e).

(D) Volunteer policy.Policy includes content per OAC 340:110-3-278(f).

(4) Emergency preparedness.The requirements listed in (A) through (G) of this paragraph are met.

(A) Emergency plans and procedures.Item includes content per OAC 340:110-3-279(a) and is maintained in a readily available and portable manner for emergencies.Item is paper only.

(B) Emergency contacts.Emergency contact information for all personnel and enrolled children is maintained together in a readily available and portable manner for emergencies.Item is paper only.

(C) Individual smoke and carbon monoxide alarm tests.Item includes the dates the tests are conducted.

(D) Central detection and alarm system checks for smoke and carbon monoxide.Item includes the dates the system is checked or a contract from the company that continuously monitors the system for full-function.

(E) Emergency preparedness drills.Item includes dates and times the drills are conducted, with a signature of the director or personnel in charge during the drill.

(F) Lock-down and relocation procedure reviews.Item includes dates the reviews are completed by personnel.

(G) Emergency plans and procedure reviews.Item includes dates the reviews are completed by the director.

(5) Attendance.The requirements listed in (A) through (C) of this paragraph are met.

(A) Personnel's attendance.Daily attendance is:

(i) promptly documented on paper, including personnel's full name and arrival and departure time; and

(ii) maintained, on paper or electronically, for at least 12 months.

(B) Children's attendance.Daily attendance is:

(i) promptly documented on paper, including the child's full name and arrival and departure time; and

(ii) maintained, on paper or electronically, for at least 12 months.

(C) Transportation attendance.Attendance is maintained per (d) of this Section.

(6) Animals.The requirements listed in (A) and (B) of this paragraph are met.

(A) Rabies vaccination.A certificate from a licensed veterinarian for dogs and cats 4 months of age and older is available.

(B) Psittacosis test results.Negative results from a licensed veterinarian for each bird of the parrot family is available.

(7) Parent communication and family engagement.Requirements listed in (A) through (B) of this subparagraph are met.

(A) Parent conferences.Documentation of conferences offered by general or individualized notification is available.

(B) Parent notifications.Parents are provided information regarding insurance liability and the compliance file.

(i) Parents complete DHS forms every 12 months regarding insurance liability and the compliance file.Forms are maintained at the facility.• 6

(ii) When the child is enrolled, parents are provided copies of DHS Form 07LC093E, Insurance Exception Notification, and DHS Publication No. 14-01, Notice to Parents.

(8) Health and hygiene.The requirements listed in (A) and (B) of this paragraph are met.

(A) Injury and poison exposure log.Incidents requiring an injury or poison exposure report are documented and maintained in one location for at least 12 months, to determine patterns.The log includes, at least the:

(i) child's full name and age;

(ii) injury date, time, type, and location at facility or off-site; and

(iii) personnel present at the time of the injury.

(B) Personnel administering medication.Item includes full names of personnel designated to administer medication.

(9) Physical environment.The requirements listed in (A) through (E) of this paragraph are met.

(A) Physical environment checklist.DHS form, or other checklists regarding the same information as the form, is completed at least every 12 months.  • 7

(B) Water supply - well water results.Test results meeting requirements per OAC 340:110-3-300(k) are available.

(C) Impact-absorbing materials.Documentation of the American Society for Testing and Materials International (ASTM) tested impact-absorbing materials is maintained for the duration of the material's use.

(D) Equipment inventory.DHS form applicable to the program type and ages of children accepted into care is available.  8

(E) Crib compliance.Verification cribs meet Consumer Product Safety Commission standards is maintained for the duration of the cribs' use.

(10) Transportation.The requirements listed in (A) through (C) of this paragraph are met.

(A) Transportation itinerary.Item indicates approximate vehicle location at all times.Additional itineraries are duplicates.

(B) Vehicle insurance.Proof of insurance indicates the specific vehicles covered by the policy.

(C) Vehicle maintenance.Item includes the dates and full names of the individuals or commercial entities who conducted each inspection of:

(i) tire wear and pressure;

(ii) brakes;

(iii) lights; and

(iv) seat belts.

(d) Available in vehicle.The items listed in (1) through (6) of this subsection are maintained in the vehicle.

(1) Program information.Item includes program name, address, and phone number.Item is paper only.

(2) Vehicle insurance.Proof of insurance is available.Item is paper only.

(3) Transportation itinerary.Item indicates approximate vehicle location at all times.Additional itineraries are duplicates.

(4) Emergency contacts and child information.The full name and emergency contact information for each transported child is available.Item is paper only.

(5) Transportation attendance.Attendance is:

(A) immediately documented each time each child enters and exits the vehicle; and

(B) maintained in the vehicle or facility for at least 120 calendar days.

(6) Child passenger check.Before leaving the vehicle and in addition to the transportation attendance, the driver or last personnel in the vehicle documents completion of at least two methods of inspecting all areas of the vehicle for any remaining children to ensure no children are left on the vehicle.

INSTRUCTIONS TO STAFF 340:110-3- 281.2

Revised 11-22-16

1. Oklahoma Department of Human Services (DHS) Form 07LC037E, Notice to Comply.

2.DHS Form 07LC081E, Licensing Complaint Report Summary.

3. DHS Form 04CP004E, Child Welfare Investigative Summary Notification to Child Care Licensing Services.

4.DHS Form 07LC087E, Criminal History Restriction Waiver Notification.

5.DHS Form 07LC092E, Insurance Verification.

6. DHS Form 07LC045E, Insurance Notification, and Form 07LC046E, Compliance File Notification.

7.DHS Form 07LC119E, Physical Environment Checklist.

8. DHS Form 07LC006E, Equipment Inventory for Child Care Programs.

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