CHILD CARING INSTITUTIONS
CHILD-PLACING AGENCIES
DAY CARE CENTERS
FAMILY DAY CARE HOMES
GROUP DAY CARE HOMES
MATERNITY HOMES
THERAPEUTIC CAMPS
Citation: Rule 290-2-5-.02 Organization and
Administration. Amended--Finances.
Regulating Agency: Department of Human
Resources.
Requirement: To maintain as a part of the
agency's records the report of annual audit performed by a
certified public accountant.
Persons Affected: Child caring institutions.
Retention Period: Not stated.
Citation: Rule 290-2-5-.02 Organization and
Administration. Amended--Staff.
Requirement: To maintain a personnel file for
each staff member including at least: (1) name and social
security number; (2) birthdate; (3) health record, including
reports of preemployment and annual evaluations; (4) previous
training including education; (5) previous work and other related
experience; (6) date of employment in the child-rearing
institution; (7) references; (8) evaluations of job performance
prepared by the administrator or the person directly responsible
for supervision of the employee; (9) evidence of participation in
staff development program; (10) employment contract (conditions
of employment); (11), (for ex-employees) copy of resignation
and/or reason for leaving.
Persons Affected: Child caring institutions.
Retention Period: Not stated.
Citation: Rule 290-2-5-.02 Organization and
Administration. Amended--Personnel Policies and Practices.
Regulating Agency: Department of Human
Resources.
Requirement: To have written personnel policies
and practices, including: (1) organizational charge, systems
procedure, or some other clear statement of the functional
relationships of each staff member to other staff members, and
the appropriate channels of communication; (2) description of
agency structure, purpose, and function; (3) description of all
positions within the agency; (4) explanation of policies on
recruitment and employment; time off; sick leave; retirement
benefits; social security; hospitalization and other insurance
including malpractice insurance coverage for professional
personnel; hours of work; increments; holidays and vacations;
automobile allowances, business expenses, and reimbursements;
amount of maintenance established for each job; requirements for
physical examination; methods to be used in the evaluation of
employee's job performance and the maintenance of his/her
personnel record; staff inservice training and other
opportunities for professional development; and provisions for
expressing grievances and methods of separation and discharge;
and (5) copies of all personnel forms used by the agency.
Persons Affected: Child caring institutions.
Retention Period: Not stated.
Citation: Rule 290-2-12-.09 Records and
Reports.
Regulating Agency: Department of Human
Resources.
Requirement: To maintain a permanent register
(kept confidential, current, and protected from unauthorized use,
fire, damage, or theft) with identifying information of all
children accepted for service or placement.
Persons Affected: Child-placing agencies.
Retention Period: Permanent.
Related Code Sections: O.C.G.A. Section
49-5-12.
Citation: Rule 290-2-2-.10 Record Keeping and
Reporting.
Regulating Agency: Department of Human
Resources.
Requirement: To maintain on file at each center
in an organized, accessible manner: (1) a file for each
administrator and employee, containing identifying information
(name, date of birth, Social Security number, current address,
and current telephone number), employment history, education,
qualifying work experience, orientation (date, title of training
and description, location of training, number of clock hours
obtained, signature of person or representative of the
organization providing the training, and signature of the person
receiving the training), verification of a satisfactory criminal
records check determination, daily attendance records or other
employee payroll records for the employee [NOTE:
the attendance/payroll records may be stored off-site with prior
notice to the Department of Human Resources.], and statement
completed by the staff member or other documentation regarding
qualifications; (2) a file for each child in the center,
including identifying information about the child (name, date of
birth, sex, address, living arrangement if not with both parents,
and name of school (if any); identifying information about the
parents (names of both parents, home and work addresses, and home
and work telephone numbers); name(s) and addresses of the
person(s) to whom the child may be released; identifying
information about the person(s) to contact in emergencies when
the parent cannot be reached (name(s) and telephone number(s)); a
signed agreement between the holder of the license or commission
or a persons designated by the holder and the parent, which must
agreement must include extensive provisions detailed in the Rule;
documentation of incidents requiring professional medical
attention (other than simple first aid performed by center
staff), including child's name, type of illness or injury, date
of illness or injury, how injury or illness occurred, staff
present, method of notifying parent, and service provided to the
child; written parental authorization for the child to
participate in field trips, special activities away from the
center and water-related activities occurring in water that is
more than two (2) feet deep (if the center participates in any
such activities), parental authorization if the center is to
provide routine transportation for the child to or from school,
home, or center, which authorization must include extensive
provisions detailed in the Rule; and evidence of age-appropriate
immunizations or a signed affidavit against such immunizations on
a form provided by the Department of Human Resources.
Persons Affected: Day care centers.
Retention Period: With respect to employee
attendance/payroll records, the preceding six (6) month period.
With respect to all other records, not specified.
Related Code Sections: O.C.G.A. Sections
19-7-5 and 49-5-12.
Citation: Rule 290-2-3-.04 Records.
Regulating Agency: Department of Human
Resources.
Requirement: To maintain a record for each
child, containing: (1) identifying information (child's name,
birthdate, parents name, home and business addresses, telephone
numbers); (2) name, address, and telephone number of persons
(including child's physician) to contact in emergencies; (3)
certificate of immunization for each preschool age child; (4)
written authorization for the child to receive emergency medical
treatment when the parent is not available; (5) record of any
allergies and other known medical problems; (6) description of
accidents or serious illnesses occurring while child is in the
family day care home, including date, time, and condition under
which it occurred and the action taken; (7) parental agreements
for transportation, field trips, swimming and/or other activities
from the home if the child will be participating in these
activities; and (8) name of person(s) to whom the child may be
released.
Persons Affected: Family day care homes.
Retention Period: Not specified.
Related Code Sections: O.C.G.A. Section
49-5-12.
Citation: Rule 290-2-1-.10 Record Keeping and
Reporting--Records on Administrator and Employees.
Regulating Agency: Department of Human
Resources.
Requirement: To maintain on file at each group
day care home, in an organized manner and accessible to the
Department of Human Resources, a file for each administrator and
employee, which shall contain: (1) identifying information
including name, date of birth, social security number, current
address, and current telephone number; (2) employment history;
(3), as applicable to the position held, evidence of education,
qualifying work experience, and orientation (date of orientation,
description of orientation, signature of person or representative
of the organization providing the training, and signature of the
person receiving the training); (4) training records containing
title of training, date of training, trainer's signature,
location of training, and number of clock hours obtained; (5)
verification of a satisfactory criminal records check
determination; (6) daily attendance records or other employee
payroll records for employees; and (7) statement completed by the
staff member or other documentation regarding qualifications.
Persons Affected: Group day care homes and
after-school group day care homes (see Rule 290-2-1-.03(b)).
Retention Period: With respect to item (6)
above, a six-month period; with respect to all other items, not
stated.
Related Code Sections: O.C.G.A. Sections
31-2-4, 19-7-5, and 49-5-12, and Rule 290-2-1-.03(b).
Citation: Rule 290-2-1-.10 Record Keeping and
Reporting--Records on Children.
Regulating Agency: Department of Human
Resources.
Requirement: To maintain on file at each group
day care home, in an organized manner and accessible to the
Department of Human Resources, a file for each child enrolled in
the group day care home, which shall contain the following: (1)
identifying information about the child, to include name, date of
birth, sex, address, living arrangement if not with both parents,
and name of school (if any) (2) identifying information about the
parents, to include names of both parents, home and work
addresses and home and work telephone numbers; (3) name(s) and
addresses of the person(s) to whom the child can be released; (4)
identifying information about the person(s) to contact in
emergencies when the parent cannot be reached, to include name(s)
and telephone number(s); (5) signed agreement between the holder
of the license or commission, or a person designated by the
holder, and the parent, to include (a) description of general
services to be provided by the group day care home to the child
(including whether the home is providing meals and snacks), (b)
identification of the child's primary source of health care
including physician's or clinic's name and telephone number, (c)
authorization for obtaining emergency medical care for the child
when the parent is not available, (d) statement regarding known
allergies or other physical problems, mental health disorders,
mental retardation or developmental disabilities which would
limit the child's participation in the group day care home's
program and activities, (e) description of any special procedures
to be following in caring for the child (including any special
services which the group day care home agrees to provide to a
child with special needs), (f) a description of the information
that will be required of the parent before the group day care
home will dispense any medication and the parents' acknowledgment
that they will provide all of the necessary information, with the
authorization including (when applicable) date, full name of the
child, name of medication, prescription number (if any), dosage,
the dates to be given, the time of day medication is to be
dispensed, signature of parent, and verification that medication
was dispensed according to parents' authorization (including
signature of staff member who dispensed the medication); and (g)
the parents' acknowledgment that, when parents (or persons
authorized by parents) pick up or drop off their child at the
group day care home, they will not allow their child to enter or
leave the group day care home without being escorted and that the
group day care home will not allow the child to enter or exit the
group day care home without an escort, that the parents are
responsible for keeping the group day care home advised of any
significant changes as the changes occur in the information that
the parents provided at the time of enrollment concerning
telephone numbers, work locations, emergency contacts, family
physicians, etc., and that, where a school-age group day care
home does not agree to provide routine meals and/or snacks, as
appropriate for the children, the parents agree that they shall
provide the children with nutritious meals and snacks daily as
appropriate; (6) documentation of incidents requiring
professional medical attention (other than simple first aid
performed by group day care home staff) including child's name,
type of illness or injury, date of illness or injury, how injury
or illness occurred, staff present, method of notifying parent,
and services provided to the child; (7) written parental
authorization for the child to participate in field trips,
special activities away from the group day care home, and
water-related activities occurring in water that is more than two
(2) feet deep (if the group day care home participates in any
such activities); (8), if the group care home is to provide
routine transportation for the child to or from school, parental
authorization specifying routine pick up location, routine pick
up time, routine delivery location, routine delivery time, the
name of any person authorized to receive the child, and the
procedure to be followed if the authorized person is not present
at the drop-off site to receive the child; (9) evidence of
age-appropriate immunizations or a signed affidavit against such
immunizations; (10) the child's daily attendance records (which
need not be filed with the child's records); and (11)
transportation checklists (which need not be filed with the
child's records).
Persons Affected: Group day care homes.
Retention Period: With respect to item (10)
above, six months; with respect to all other items, not stated.
Related Code Sections: O.C.G.A. Sections
31-2-4, 19-7-5, and 49-5-12.
Citation: Rule 290-2-17-.05 Policies and
Procedures.
Regulating Agency: Department of Human
Resources.
Requirement: To have a written statement of
purposes and objectives, services offered, eligibility
requirements for service, and the procedures for implementing
services, which statement should be incorporated in a agency
manual which would be available for guidance of the board of
directors, agency staff, and referring agencies.
Persons Affected: Maternity homes.
Retention Period: Not stated.
Citation: Rule 290-2-17-.07 Personnel
Policies.
Regulating Agency: Department of Human
Resources.
Requirement: To have written personnel policies
and operating practices which should be available to all staff
members.
Persons Affected: Maternity homes.
Retention Period: Not stated.
Citation: Rule 290-2-19-.06 Case Records.
Regulating Agency: Department of Human
Resources.
Requirement: To maintain a confidential case
record for each unmarried mother, including: (1) application for
service; (2) basic identifying information for unmarried mother
and the putative father (name, birthdate, nationality, religion,
education, occupation, health history, marital status, home
address); (3) background history or referral summary and
background history for the putative father; (4) authorization for
medical care signed by mother at time of admission and, for
minors under eighteen, written approval from parent or guardian;
(5) a copy of any financial agreements made; (6) date of
admission to and discharge from the hospital if confinement is
outside the Home; (7) name of baby, sex, and birthdate; (8)
correspondent recording the mother; (9) plan for child at time of
discharge of the mother; (10) narrative recording of casework
interviews; (11) date of discharge of mother and to whom
discharged if a minor; (12) a confidential case record for the
baby containing a record of birth (birthdate, weight at birth,
measurements, any defects, method of delivery, complications of
pregnancy and delivery), an entry indicating birth registration,
any formula prescribed, date of discharge, and name and address
of persons and/or name of agency and worker to whom discharged,
if not to mother.
Persons Affected: Maternity homes and social
services caseworkers in maternity homes.
Retention Period: Not specified.
Related Code Sections: O.C.G.A. Section
49-5-1 and the sections following.
Citation: Rule 290-2-20-.01(c) Health
Program--Medical Records.
Regulating Agency: Department of Human
Resources.
Requirement: To maintain a complete medical
record on each unmarried mother, including: (1) report of the
medical and obstetrical history obtained prior to admission; (2)
reports of all examinations while mother is in maternity home;
(3) delivery information on the infant; and (4) physician's
discharge report.
Persons Affected: Maternity homes.
Retention Period: Not stated.
Citation: Rule 290-2-7-.04 Personnel.
Amended.
Regulating Agency: Department of Human
Resources.
Requirement: (1) To have a written plan for
staff supervision of the therapeutic groups, including the line
of supervision, support staff, and their location and
accessibility; and (2) to maintain personnel records for employee
of the therapeutic camp, containing, as a minimum, (a)
identifying information; (b) qualifications for the position; (c)
date, name of contact, and information received from
pre-employment references; (d) date of employment; (e)
verification of training; (f) annual reports of performance; (g)
criminal records check determination; (h) date and reason for
separation; and (i) forwarding address of separated employees.
Persons Affected: Therapeutic camps.
Retention Period: Not stated.
Related Code Sections: O.C.G.A. Section
49-5-12.
Citation: Rule 290-2-7-.05 Admission and
Intake Policies. Amended.
Regulating Agency: Department of Human
Resources.
Requirement: (1) To have written admission
policies which specify the age, sex, and types of needs of
campers for which the camp is qualified by staff, program, and
equipment to meet; (2) to prepare and maintain in each camper's
record an intake study (prepared by a social service worker),
including at least: (a) current (within 1 year) evaluation by a
licensed psychiatrist or psychologist; (b) a description of
family relationships and the circumstances that made the
placement necessary; (c) the camper's developmental history; (d)
the parents' or placement agency's expectation of placement; (e)
the camper's understanding of placement; (f) a description of the
camper's personality, behavior, and interests; (g) the camper's
school history; (h) history of previous placements; (i) a
statement about the camper's legal status; (j) a statement of the
camper's needs; (k) the immediate and long-range goals of
placement; (l) the name of the family member or the placement
agency who will be responsible for the relationship with the
therapeutic camp and the camper; (m) medical/dental history; (n)
religious preference; and (o) list of friends or others that may
be permitted to visit with the camper if approved by the camp;
(3) to have in the camper's record a written agreement between
the therapeutic camp, the camper, and the camper's parents or
placement agency, including as a minimum: (a) authorization to
care for the camper; (b) a medical consent form signed by a
person authorized to give consent; (c) consent for camper to
participate in trips or special activities; (d) general goals and
expectations for the camper's treatment; (e) written financial
agreement including responsibility for medical, dental, clothing,
and other special needs; and (f) provision for notification of
parents or placement agency in the event of unauthorized
absences, medical or dental problems, and any other significant
event regarding the child.
Persons Affected: Therapeutic camps.
Retention Period: Not stated.
Related Code Sections: O.C.G.A. Section
49-5-12.
Citation: Rule 290-2-7-.06 Treatment
Services. Amended.
Regulating Agency: Department of Human
Resources.
Requirement: To file in the camper's case record
an individual treatment plan which: (1) specifies the camper's
needs and the way these needs shall be met; (2) includes the
objectives of placement and the estimated length of stay and
daily, individual, and group activities to achieve the
objectives; (3) shall be utilized by staff members working with
the camper; (4) provides for the social and educational needs of
the camper; (5) provides for specialized services that will be
provided directly or indirectly and measures for insuring their
integration with the camper's ongoing treatment plan; (6)
provides for meeting the medical needs of the camper; and (7)
specifies the degree of the family's involvement.
Persons Affected: Therapeutic camps.
Retention Period: Not stated.
Related Code Sections: O.C.G.A. Section
49-5-12.
Citation: Rule 290-2-7-.11 Campers' Records.
Regulating Agency: Department of Human
Resources.
Requirement: To maintain a permanent register
(kept confidential and inaccessible to unauthorized persons and
safe from fire, damage, or theft) with identifying information of
all children accepted for service, including (in addition to
other required documentation): (1) name; (2) date of birth; (3)
sex; (4) religion; (5) race; (6) names, addresses, and telephone
numbers of parents, brothers, and sisters; (7) names, addresses,
and telephone numbers of other persons who have a significant
relationship with the child; (8) name, address, and telephone
number of an emergency contact; (9) date of admission; (10) birth
certificate or other document which establishes identity, if
required for enrollment in public school; (11) a copy of the
intake study; (12) placement agreement; (13) treatment plan; (14)
documentation of case reviews and updates of treatment plan; (15)
health records of immunizations, examinations, treatments
recommended and received; (16) reports of significant events
occurring during time Camper was receiving care; and (17)
discharge data including date and to whom discharged.
Persons Affected: Therapeutic camps.
Retention Period: Permanent.
Related Code Sections: O.C.G.A. Section
49-5-12.