Enrollment and Record Keeping (ERK) Standard - CDC

Download Enrollment and Record Keeping Standard - CDC (Updated March 2021) [PDF, 2.34 MB]

Table of Contents

Chapter 1: Overview of CDC Enrollment and Record Keeping
- 1.1 Purpose
- 1.2 Enrollment and Record Keeping Terms
- 1.3 Roles and Responsibilities
Chapter 2: Initial Registration and Enrollment Record Keeping
- 2.1 Enrollment Process Begins-- Initial Contact with Families
- 2.2 Enrollment Email
- 2.3 Establish CYMS Household Record
- 2.4 Family Orientation and Registration
  - 2.4.1 Pre-Orientation Steps
  - 2.4.2 Orientation Requirements
Chapter 3: Documentation and Records Maintenance
- 3.1 Required CDC Enrollment Documents
- 3.2 Notification Forms
- 3.3 Immunization Requirements
- 3.4 Updating Files
- 3.5 Documentation for Unresponsive Families
- 3.6 Retention Guidance and Archived Files
  - 3.6.1 Archived Files
  - 3.6.2 Retention Timeline
Chapter 4: Identified Needs, Medication, and Illness/Injury Documentation
- 4.1 Identified Needs Documentation Requirements
  - 4.1.1 Required Forms for Children with Identified Needs
  - 4.1.2 Identified Needs Reporting
- 4.2 Summary of Identified Needs and Medical Documentation
- 4.3 Medication Administration
  - 4.3.1 Medication and Documentation Storage
  - 4.3.2 Emergency Response Medications Portability Procedure
- 4.4 Illness/Injury Notification Clearance Form
Chapter 5: Hourly Care Record Keeping Requirements
- 5.1 Hourly Care Policy
- 5.2 Available Space Tool
- 5.3 Hourly Care Reservation Report
- 5.4 Required Forms for Children Enrolled in Hourly Care
Chapter 6: CYP Professional Files
- 6.1 CYP Professional File Requirements
  - 6.1.1 Official Personnel Files (OPFs) and CYP Employee Files
  - 6.1.2 CYP Employee File Task Delegation
- 6.2 Employment Verifications
  - 6.2.1 Child Care Investigations
  - 6.2.2 Other Employment Checks and Verifications
- 6.3 Annual Health Screenings and Flu Vaccines
- 6.4 Required CYP Professional Documentation
- 6.5 Volunteer Files
  - 6.5.1 Child Care Investigations for Volunteers
  - 6.5.2 Required File Documentation on Volunteers
- 6.6 Contractors
Appendix A: CDC Registration Record Keeping Checklist
Appendix B: Enrollment Email Template
Appendix C: Orientation Email Template
Appendix D: CDC Registration and Enrollment Documents
Appendix E: Annual Registration Email Template
Appendix F: Required Immunization Update Email Template
Appendix G: Immunizations Past Due Notification Email Template
Appendix H: Exclusion Notification-- Employment/Student Status Email Template
Appendix I: Summary of CDC Child/Household Files
Appendix J: Forms for Children with Identified Needs
Appendix K: Emergency Response Medication Portability Procedure Template
Appendix L: Summary of Identified Needs/Medical Documentation
Appendix M: Required Medication Forms
Appendix N: Summary of CYP Employee File Contents
Appendix O: Record Keeping Task Delegations
Appendix P: Requirements for CYP Employee Files
Appendix Q: Requirements for Volunteer Files

Download Registration Record Keeping Checklist - CDC [PDF, 272.18 KB]

Download Email Templates - CDC (Updated April 2024) [VND.OPENXMLFORMATS-OFFICEDOCUMENT.WORDPROCESSINGML.DOCUMENT, 43.46 KB]

Download Registration and Enrollment Documents Master List and File Requirements - CDC [PDF, 345.01 KB]

Table of Contents

Download Identified Needs and Medication Forms Master List and File Requirements - CDC [PDF, 314.47 KB]

Download Employees and Volunteers File Requirements and Task Delegations - CDC [PDF, 296.09 KB]

Table of Contents

JAS System Maintenance

Enrollment and Record Keeping (ERK) Standard - CDC