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Record Keeping SOP

Purpose

To ensure all required records are properly maintained, readily accessible, and available for review by the licensing authority during hours of operation, in compliance with Florida child care licensing regulations.

Scope

This SOP applies to all child care programs and personnel responsible for maintaining, storing, and producing required records for licensing review.

General Requirements

  • All required records must be maintained on-site at the program location.

  • Records must be available during hours of operation for inspection by the licensing authority.

  • Copies of records are acceptable; original documents remain the property of the issuing party.

  • Electronic records are acceptable provided they are accessible and immediately available during inspections.

  • Retention periods must be followed exactly as specified.

A. Licensing & Administrative Records

  1. Copy of background screening clearance documents for the director and owner (submitted to the Department for inclusion in the official licensing file).

  2. Current child care facility license or permit.

  3. Written approval from the local governing body verifying compliance with building requirements, if applicable.

  4. Documentation that the director works the majority of hours on-site.

  5. Posted emergency telephone numbers, facility address, and directions to the facility.

B. Child Records (Maintain for Duration of Enrollment Unless Otherwise Noted)

  1. Current child care enrollment application (CF-FSP Form 5219 or equivalent).

  2. Florida Certification of Immunization Form or Religious Exemption from Immunization Form.

  3. Student Health Examination Form.

  4. Documentation of known food allergies, if applicable.

  5. Documentation of special diets, including:

    • Physician’s order

    • Copy of diet

    • Sample meal plan

  6. Documentation of physician authorization for:

    • Alternate sleep position

    • Swaddling (if applicable)

    • Solid foods for infants under 4 months

    • Automatic feeding devices

  7. Medication records (retain 12 months after last dosage):

    • Written parental authorization

    • Symptoms requiring “as needed” medication

  8. Accident/incident reports (retain 12 months from date of incident).

  9. Emergency care plans, if applicable.

C. Personnel & Volunteer Records

  1. Complete employment application for each child care personnel.

  2. Background screening documentation for:

    • All child care personnel

    • Household members, if applicable

  3. Department Training Transcript for each child care personnel, documenting:

    • Introductory training

    • Early literacy training (if applicable)

    • School-age training (if applicable)

    • Safe sleep training (if applicable)

    • Transportation training (if applicable)

  4. Annual in-service training documentation (CF-FSP Form 5268).

  5. Documentation of:

    • First aid and pediatric CPR certification

    • Medication administration training (if applicable)

    • Fire extinguisher training

    • Water safety device training (if applicable)

  6. Credentialed personnel work schedules (retain 12 months).

  7. Volunteer hour documentation (retain 12 months).

D. Transportation Records (If Applicable)

  1. Transportation logs (retain 12 months).

  2. Annual vehicle inspection by a mechanic.

  3. Proof of vehicle insurance.

  4. Driver personnel file documentation:

    • Valid driver’s license

    • Physical examination approving operation of a vehicle

E. Health, Safety & Facility Records

  1. Daily attendance records (retain 12 months).

  2. Written record of fire drills (retain 12 months).

  3. Documentation of emergency preparedness plan drills (retain 12 months).

  4. Written emergency preparedness plan addressing:

    • Fire

    • Evacuation

    • Relocation

    • Shelter-in-place

    • Lockdown

    • Inclement weather

    • Parent/guardian reunification

  5. Daily indoor inspection logs (retain 12 months).

  6. Playground inspection and maintenance documentation (monthly).

  7. Carbon monoxide detector testing and maintenance records (retain 12 months, if applicable).

  8. Documentation of unitary surface materials meeting ASTM F1292 standards, if applicable.

  9. Written exposure plan for universal safety precautions and documentation of staff training.

  10. Written plan for reporting and managing incidents or unusual occurrences.

  11. Written policies and procedures to identify and prevent shaken baby syndrome and abusive head trauma, if applicable.

  12. Written discipline and expulsion policies.

F. Food & Nutrition Records

  1. Daily meal and snack menus, including substitutions (retain 12 months).

  2. Food acceptance logs (retain 12 months).

  3. Parental permission documentation for:

    • Field trips

    • Food activities

    • Special occasions (retain 12 months).

  4. Copy of license or permit for caterers, if used.

  5. Written agreement with caterer for dishwashing responsibilities, if applicable.

  6. Written routine schedule for cleaning, sanitizing, and disinfecting equipment and play areas.

G. Animal Records (If Applicable)

  1. Current vaccination records for all animals on the premises.

Compliance Statement

Failure to maintain or produce required documentation during an inspection may result in licensing violations, corrective action plans, or enforcement measures.