Enrollment and Record Keeping (ERK) Standard - 24/7 Center

Download Enrollment and Record Keeping Standard - 24/7 Centers (Updated April 2021) [PDF, 2.75 MB]

Table of Contents

Chapter 1: Overview of 24/7 Center 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: Documenting and Maintaining Enrollment Records
- 3.1 Required 24/7 Center 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 Timelines
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 Determining Hourly Care Space
- 5.3 Hourly Care Reservation Report
- 5.4 Required Forms for Children Enrolled in Hourly Care
Chapter 6: CYP Professional Files
- 6.1 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 Screening 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: 24/7 Center Registration Record Keeping Checklist
Appendix B: Enrollment Email Template
Appendix C: Orientation Email Template
Appendix D: 24/7 Center 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 24/7 Center 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 Record Keeping Checklist - 24/7 Center [PDF, 300.36 KB]

Download Email Templates - 24/7 Center (Updated April 2024) [VND.OPENXMLFORMATS-OFFICEDOCUMENT.WORDPROCESSINGML.DOCUMENT, 44.72 KB]

Download Registration and Enrollment Documents and File Requirements - 24/7 Centers [PDF, 342.11 KB]

Table of Contents

Download Identified Needs and Medication Forms Master List and File Requirements - 24/7 Center [PDF, 252.31 KB]

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Download Employee and Volunteer File Requirements and Task Delegations - 24/7 Center [PDF, 297.62 KB]

Table of Contents