Children’s Records
Policies and Procedures
7. CHILDREN’S RECORDS
AIM
To abide by regulations set down by funding bodies.
To maintain confidentiality of information.
7.1 Records to be kept on each child
Edgeworth Child Care Centre is required to keep the following records in relation to each child enrolled in the centre:
a) Enrolment Forms with all details completed (see Operational Policy 1.5).
b) Details of the period during which the child is in care at the centre.
c) Developmental records, with up-to-date information on the child (see Operational Policy 3.2).
d) Individual programmes with specific objectives set for the child.
e) Daily attendance record. To be recorded in the centre roll book.
f) Details of any consents given to take the child on an excursion (see Operational Policy 3.7).
g) Details of any court orders affecting the custody of the child, of which the Director (Authorised Supervisor) is aware (see Operational Policy 6.12).
h) Medication Forms and Medical Clearances (see Operational Policies 4.7 and 4.8).
i) Any letters of referral, assessments, reports, or programmes sent to the centre from other services,
j) In addition, where required, Special Needs Unit permission form with completed details to be kept with Special Needs files.
All of the above records, with the exception of the Daily Attendance Record and Medication Authority forms, are to be kept in the child’s individual file.
Children’s individual files are to be retained in the centre for a minimum time of one (1) year after the child has left the service.
Medication Authority forms are to remain in the centre for a period of twenty five (25) years.
7.2 Special Needs Files
Edgeworth Child Care Centre will formulate procedures for Special Needs Unit staff to have access to those records of children involved on the Special Needs program. Copies of any information relating to these children must be placed in the individual’s Special Needs file.
7.3 Access to Individual Children’s Records
In order to maintain confidentiality, access to children’s records must be limited. The following procedures must be followed in all centres:
a) Parents-have access to their individual child’s records on request. Access will be in consultation with the Director (Authorised Supervisor), or a staff member delegated by the Director (Authorised Supervisor), or in the case of a child on the Special Needs program, with the Special Needs Unit Co-ordinator, or a staff member delegated by the Special Needs Unit Co-ordinator.
b) The Director (Authorised Supervisor) - has access to all children’s records.
c) Other Permanent Contact Staff - have access to all children’s records unless otherwise specified by the Director (Authorised Supervisor).
d) Relief Staff - do not have access to children’s individual records unless permission is obtained from the Director (Authorised Supervisor). Access would then be restricted to records that the Director (Authorised Supervisor) felt were relevant to the relief person’s work in the centre.
e) The clerical - has access to records relevant to her/his work only. Relevance is up to the discretion of the Director (Authorised Supervisor).
f) Special Needs Unit Co-ordinator - in order to achieve a full over-view of children referred to the Special Needs Unit, it is necessary that the Special Needs Unit Co-ordinator has access to all records pertaining to these children. Initial access to records must be arranged with the Director (Authorised Supervisor).
g) Special Needs Unit Workers - are to have access to the records of the children they are working with on the Special Needs program, unless otherwise specified by the Special Needs Unit Co-ordinator. Access arrangements are to be made with the Director (Authorised Supervisor).
h) Parent Management Committee Members - do not have access to any child’s records other than those of their own child.
i) Department of Community Services’ Early Childhood Advisers - are to be given access to children’s records on request.
j) Department of Community Services’ District Officers - are authorised to have access to children’s records. Such access must not be provided unless identification stating the position of the person can be produced.
k) Para-professionals - may need to discuss individual children’s records in order to fully assess the needs of an individual child. Access is to be in the form of discussion only. Such discussion would take place with the Director (Authorised Supervisor), or, in the case where the child is on a Special Needs program, with the Special Needs Unit Co-ordinator and, if requested, the Director (Authorised Supervisor). A written progress report may be provided for para-professionals where parents have prior knowledge of, and have given written consent for, such a report to be provided. If requested, parents are to be provided with a copy of this report.
l) Other Authorised Officers - eg. from funding bodies, have access to all centre records.
m) Any person authorised by law to inspect the records as stated in the Department of Community Services regulations.
n) Students - are not to have access to any child’s records without prior written consent from parents involved. Students can be provided with information from children’s records relating to the ages of children by the Director (Authorised Supervisor), or a person delegated by the Director (Authorised Supervisor).
o) Volunteers - are not to have access to any individual children’s records.
Apart from the above mentioned, no other persons are to have access to children’s records at any time.
All persons who do have access to children’s records are reminded that any information contained in these records is strictly confidential.
7.4 Removal of Children’s Records from the Centre
Any records kept by the centre staff become the property of the centre. If the records are kept by the Special Needs Unit staff, those records are then the property and responsibility of the Special Needs Unit.
Staff may take home children’s individual developmental records and centre programmes if permission to do so is obtained from the Director (Authorised Supervisor). It is that staff member’s responsibility to ensure the safety and confidentiality of these records. It is also that staff member’s responsibility to ensure that the programme and records are returned to the centre at the beginning of the following working day.
In order to help maintain confidentiality, staff are to use a code to identify individual children’s objectives within the centre program. Special Needs records are to be kept in the centre where the child is enrolled, unless otherwise directed by the Special Needs Unit Co-ordinator i.e. for evaluation and updating, records may need to be taken to the Special Needs Unit Office. The Director (Authorised Supervisor) must be informed of the removal of these records prior to them leaving the centre.
Version 1 1996
Version 6 2008
