Section 2009.120 Records and Reports

Section 408

TITLE 23: EDUCATION AND CULTURAL RESOURCES

SUBTITLE A: EDUCATION

CHAPTER XI: DEPARTMENT OF EARLY CHILDHOOD

PART 2009 LICENSING STANDARDS FOR GROUP DAY CARE HOMES

SECTION 2009.120 RECORDS AND REPORTS

Section 2009.120  Records and

Reports

a)         A facility shall maintain a record file on the children enrolled.

1)         A written application for admission of each child shall be on

file with the signature of the parent or guardian.

2)         An alphabetic card file or register on each child shall be

maintained and shall include:

A)        Name, date of birth, and sex;

B)        Date of admission and discharge;

C)        Scheduled days and hours of care;

D)        Names of parents or guardians, home address and business

address and telephone numbers, marital status, and the working hours of the parents

or guardians;

E)        Name, address and telephone number of child's physician (or

other person designated by parents who object to medical treatment on religious

grounds);

F)         Names, addresses and telephone numbers of others authorized to

pick up the child;

G)        Names, addresses, and telephone numbers of others to contact

within the immediate area if parents or guardian cannot be contacted in case of

emergency; and

H)        Information regarding the child's personal development, habits,

medical needs, and other information critical to the child's well-being.

3)         There shall be signed consent forms from the parent or

guardian including:

A)        Permission for emergency medical care and treatment if the

parent is not readily available.

B)        Permission to administer medication, if applicable.

C)        Permission for someone other than parent or guardian to pick up

child if necessary.

D)        Visits, trips or excursions off the premises.

E)        Transportation provided by caregiver.

F)         Permission to use the facility's swimming pool, if applicable

edical care and treatment if the

parent is not readily available.

B)        Permission to administer medication, if applicable.

C)        Permission for someone other than parent or guardian to pick up

child if necessary.

D)        Visits, trips or excursions off the premises.

E)        Transportation provided by caregiver.

F)         Permission to use the facility's swimming pool, if applicable.

4)         Accidents or illnesses which have occurred to the child at the

facility shall be recorded in the file.  When a child is not permitted to

attend the facility because of an accident or illness, the date of readmission

to the facility shall be recorded.

5)         All required health and medical reports as required by Section

2009.70.

6)         A statement signed by the parents or guardian indicating

receipt of a summary of licensing standards and other materials as required by

subsection (c) shall be in the child's record file.

b)         A facility shall maintain accurate daily attendance records on

all children enrolled.  If a child attends on a part-time or irregular basis,

this shall be recorded in the attendance record.

c)         The facility shall distribute a summary of the licensing standards,

provided by the Department, to the parents or guardian of each child at the

time that the child is accepted for care in the facility.  In addition,

consumer information materials provided by the Department including, but not

limited to, information on reporting and prevention of child abuse and neglect

and preventing and reporting communicable disease, shall be distributed to the parents

or guardian of each child cared for when designated for such distribution by

the Department.  Each child's record shall contain a statement signed by the

child's parent or guardian, indicating that they have received a summary of

licensing standards and other materials designated by the Department for such

distribution

ng and reporting communicable disease, shall be distributed to the parents

or guardian of each child cared for when designated for such distribution by

the Department.  Each child's record shall contain a statement signed by the

child's parent or guardian, indicating that they have received a summary of

licensing standards and other materials designated by the Department for such

distribution.

d)         The group day care home shall enter in the child's record and

orally report immediately to the child's parent, guardian, and the Department

any serious occurrences involving children.  Oral reports shall be confirmed in

writing within 2 working days of the occurrence.  If the home is unable to contact

the parent, guardian or Department immediately, it shall document this fact in

the child's record.  These occurrences include serious accident or injury

requiring extensive medical care or hospitalization; death; arrest; alleged

abuse or neglect; major fire or other emergency situations.

e)         Suspected child abuse or neglect shall be reported immediately

to the Child Abuse/Neglect Hotline as required by the Abused and Neglected

Child Reporting Act.  The telephone number for the reporting hotline is

1-800-252-2873.

f)         The caregiver shall immediately notify the Department of the

death of any child at the facility; a child is missing from the group day care

home; any illness or injury of a child resulting in medical treatment or

hospitalization, and any known or suspected case or carrier or a reportable

contagious, infectious, or communicable disease among children, staff or members

of the household.

g)         The caregiver shall immediately notify the Department of any

natural disaster or other occurrence resulting in the loss of or damage to

physical plant or equipment required to operate the group day care home in

accordance with this Part

own or suspected case or carrier or a reportable

contagious, infectious, or communicable disease among children, staff or members

of the household.

g)         The caregiver shall immediately notify the Department of any

natural disaster or other occurrence resulting in the loss of or damage to

physical plant or equipment required to operate the group day care home in

accordance with this Part.

h)         Records shall be maintained on all staff and shall contain all

pertinent information relative to character, suitability, and qualifications

for the position; health; 3character references verified by the group day care

home; history of employment for the previous 5 years; date of employment by the

group day care home; and, if applicable, date and reasons for separation from

the day care home.

i)          The caregiver shall make available to staff a current and

complete copy of the licensing standards in a location readily accessible to

staff.  Further, the licensee shall maintain a record signed by staff

indicating that they have reviewed the licensing standards and any subsequent

changes to those standards provided to the licensee by the Department.  Records

documenting compliance with this requirement shall be maintained by the

licensee and available for licensing review.

j)          When

the licensed day care home is cited for one or more substantiated violations of

licensing standards by the supervising agency, the caregiver shall prominently

display in the home the list of violations and the corrective plan, on a form

provided by the supervising agency.  The caregiver shall keep the form posted

until a licensing representative has verified in writing that every violation

on that form has been corrected

cited for one or more substantiated violations of

licensing standards by the supervising agency, the caregiver shall prominently

display in the home the list of violations and the corrective plan, on a form

provided by the supervising agency.  The caregiver shall keep the form posted

until a licensing representative has verified in writing that every violation

on that form has been corrected.

k)         Each staff person shall sign a statement prescribed by the

Department acknowledging his or her status as a mandated reporter of child

abuse or neglect under the Abused and Neglected Child Reporting Act and

acknowledging he or she has knowledge and understanding of the reporting

requirements under that Act.  Such statement shall be signed and dated by the

staff person prior to employment, and shall be maintained by the licensee.

l)          The facility shall maintain and submit reports on staff to

the Department on forms provided by the Department.

1)         An individual report on each new employee shall be filed with

the Department; a copy of this report shall be kept at the facility.

2)         All staff changes shall be reported to the Department

immediately.

3)         Copies of documentation of medical information, verification

of educational achievement, and character references of employees shall be

provided upon request by the Department.

m)        The facility shall promptly report any known or suspected case

or carrier of communicable disease to local health authorities, and shall

comply with the Illinois Department of Public Health's rules for the Control of

Communicable Diseases (77 Ill. Adm. Code 690).

n)         Authorized Department licensing representatives or other

Department representatives who have the Director's written authorization which

specifies the statutory authority or administrative rule under which the access

is granted shall have access to records and reports.  All persons who have

access to the records and reports shall respect their confidential nature

Ill. Adm. Code 690).

n)         Authorized Department licensing representatives or other

Department representatives who have the Director's written authorization which

specifies the statutory authority or administrative rule under which the access

is granted shall have access to records and reports.  All persons who have

access to the records and reports shall respect their confidential nature.

o)         A medical record for each child, on forms provided by the

Department, shall be maintained at the facility, dated no earlier than 6 months

prior to enrollment, and signed by the examining physician, an advance practice

nurse who has a written collaborative agreement with a collaborating physician

that authorizes the advance practice nurse to perform health examinations, a

physician assistant who has been delegated the performance of health

examinations by the supervising physician; or the medical record is certified

by a recognized health facility.

p)         The licensee shall notify the supervising agency within one

week, in writing, of any changes to the household composition.  Changes that

require notification include the addition of any new person into the home, the

return of any former household member, or the departure of any household

member.

q)         The licensee shall keep a record of dates and hours worked by

the substitute caregiver while the licensee is absent from the group day care

home, as required in 89 Ill. Adm. Code 2009.55(a).

r)          The

licensee shall maintain records required for fire safety in accordance with

Section 2009.30. Fire safety records include monthly fire drill reports,

monthly fire safety inspections conducted by the licensee, and the log of daily

inspections by the licensee to ensure that exit routes are kept clear.