UNIVERSITY OF WISCONSIN River Falls

Student Affairs

Child Care Centers

Child Care Centers

RDA #

Record Series Title and Description

Confidential/PII

Minimum Retention/ Disposition Event

UWSTA300

Child Care Center Files

Series containing multiple types of records created for the management of individual children cared for in the child center. Records include, but are not limited to: registration/enrollment forms and contracts, registration forms filled out by parents or guardians, parental consent/media release, development history form, and the signed contract between parents or guardians and the university.  Information in these records may include child’s name, parent’s name, driver’s license number, social security number, drop off/pick up time, fee, and insurance information.  This series includes waiting list enrollment. 

Yes/Yes

These records are kept according toHIPAA confidentialityrequirements

 

Retention: EVT+3 Years

 Event: Last Date of Attendance

Disposition: Destroy Confidential

 

UWSTA301

Child Care Center Files – Not Enrolled

Records collected during the application process for a child that ultimately was never enrolled.   

Records in this series may include, but are not limited to: registration/enrollment forms and contracts, parental consent/media release form, development history form, parent or child schedules, and child health records.

Yes/Yes

These records are kept according to HIPAA confidentiality requirements

 

Retention:  EVT+1 year

Event: Date of Application

Disposition: Destroy Confidential

 

UWSTA302

Attendance Records

Written record of a child’s daily attendance at the child care center for the length of time the child is enrolled.

 

 

Yes/No

 

Retention:  EVT+3 years

Event: Last Day of Attendance

Disposition: Destroy Confidential

UWSTA303

Child Care Center Scheduling

Series containing multiple types of records created to organize the care of children at the child care center. Records include, but are not limited to:

Parent Schedule - Form indicating emergency contact information, employment status, work schedule, class schedule, etc. for parents or guardians that leave their children in the care of the Child Care Center.

Child’s Schedule Change - Form changing time/days of care at the child care center.

Yes/Yes

 

These records are kept according to HIPAA confidentiality requirements

 

Retention: EVT+3 Months

 Event: Last Day of Attendance

 Disposition: Destroy Confidential

UWSTA304

Child Care Center Child Health Records

Series containing multiple types of records created for the management of the health and safety of children in the care of the child care center. Records include, but are not limited to:

Immunization Records - Records documenting the history of vaccines received by the child.

Health History and Emergency Care Plan - Identifies family physician, child’s medical conditions, and emergency contact information.

Child Health Report - Instructions for children with special problems and allergies and immunizations to not be administered for medical reasons. 

Authorization to Administer Medication - Form completed by parent or guardian to give care center permission to administer medication to their child.

Yes/Yes

 

These records are kept according to HIPAA confidentiality requirements

Retention: EVT+3 Years

Event: Last Day of Attendance

 Disposition: Destroy Confidential

UWSTA305

Menus for Meals and Snacks

Records documenting all meals and snacks that are provided at the child care center.

 

No/No

Retention:  EVT+3 months

Event: CR

 Disposition: Destroy

UWSTA306

Child and Adult Care Food Program (CACFP) Records

Applications and supporting documentation regarding a federal nutrition program used in child care centers. Records include: enrollment lists, daily records of number of participants indicating type of meal, dates and amounts of disbursement, copies of menus and any other food service records, training documentation, administrative and operating costs, income, claims for reimbursement, receipts of program payments received from the state, food service contracts, health inspection report.

Yes/No

Retention: FY+3 Years

 Event: FIS

 Disposition: Destroy  Confidential

UWSTA307

Reporting and Documentation Records for Wisconsin Department of Children and Families (DCF)

Records pertaining to documentation that the facility is required to create to meet reporting requirements to DCF.

NOTE: DCF holds these records permanently.

Yes/No

Retention: EVT+1 Year

Event: Date Submitted to DCF

 Disposition: Destroy  Confidential

UWSTA307

 

Staff Records

Records documenting personnel issues that are unique to the work of the center and are not part of formal personnel files.

These records may include, but are not limited to: demographic data, background verification, physical examination, education qualifications and continued training documentation.

Yes/No

Retention: EVT+8 Years

 Event: Date of Separation 

 Disposition: Destroy Confidential

 

UWSTA308

Staff Development and Training

Records documenting child care center staff professional development as required under Wis. Admin. Code § DCF 251.05 (2).  

Records include review of center policies, training in emergency procedures, first aid, job descriptions, recognition of childhood illness and infectious disease control, schedule of activities of the center, child abuse awareness, knowledge of where children are, child management techniques and integrations of children with disabilities.

Yes/No

Retention: EVT+8 Years

Event: Date of Separation 

Disposition: Destroy Confidential