Personnel Records SOP

Purpose

To ensure accurate, complete, and compliant personnel records are maintained for all child care personnel, volunteers, drivers, and applicable household members, in accordance with Section 402.302(3), F.S. and Rule 65C-22, F.A.C.

Scope

This SOP applies to all child care personnel, as defined by statute, including employees, substitutes, volunteers, drivers, directors, owners, and applicable household members when the facility is located in or adjacent to the operator’s residence.

Record Maintenance Requirements

1. Location & Accessibility

   • All personnel records must be:

     • Maintained on-site

     • Kept current and complete

     • Available for immediate review by the licensing authority

2. Required Personnel File Contents

Each personnel file must include the following:

A. Employment Documentation

• A complete employment application, including the required statement pursuant to Section 402.3055(1)(b), F.S.

• Documentation of:

  • Job position/title

  • Date of employment

B. Child Abuse & Neglect Acknowledgment

• CF-FSP Form 5337 – Child Abuse & Neglect Reporting Requirements

  • Must be:

    • Signed on or before the hire date

    • Re-signed annually thereafter

  • Applicable to all child care personnel

C. Training & Credential Documentation

• Copies of all required training certificates and credentials, as applicable to the individual’s role

D. Driver-Specific Documentation (If Applicable)

For personnel who transport children, the personnel file must also include:

• A copy of a valid Florida driver’s license

• Driver physical examination documentation, including:

  • Physician certification or equivalent medical approval to operate a vehicle

• Valid certificates for:

  • First Aid

  • Pediatric CPR

• Background screening documentation

E. Volunteer Documentation

• Prior to volunteering, the following must be completed and maintained on-site:

  • CF-FSP Form 5217 – Volunteer Acknowledgment

• Written documentation of volunteer hours must be:

  • Maintained for a minimum of 12 months

  • Available for licensing review

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7.4.1 Background Screening Documentation

General Requirements

• Background screening documentation must be maintained for:

  • All child care personnel

  • Household members, if the facility is located in or adjacent to the operator’s home

• Documentation must be:

  • Maintained on-site

  • Available for licensing review at all times

Required Background Screening Records

Each applicable personnel file must include:

A. CF-FSP Form 5131

• Background Screening and Personnel File Requirements

B. CF Form 1649A – Attestation of Good Moral Character

• Must be completed:

  • At the time of initial screening

  • Upon change of employer

C. Level 2 Screening Results

• A copy of the eligible results generated from the Clearinghouse

• If awaiting out-of-state criminal history results:

  • A copy of the DCF email granting provisional hire eligibility must be on file

D. Florida Child Abuse & Neglect Registry Search

• Required for personnel screened between July 1 and December 15, 2016

• A copy of the DCF letter or email confirming the registry search must be maintained

E. Out-of-State Abuse Registry Requests

• Copies of each request made to:

  • Out-of-state child abuse and neglect registries

  • For individuals who lived outside Florida within the previous five years

F. Out-of-State Sexual Offender/Predator Registry Searches

• Copies of all registry searches for individuals who lived outside Florida within the previous five years

G. Director and Owner Screening Records

• Copies of all background screening clearance documents must be:

  • Included in the Department’s official licensing file or

  • Maintained according to local licensing agency requirements

H. Juvenile Records Check (If Applicable)

• FDLE Juvenile Records Check required for:

  • Household members aged 12–17

  • When the facility is located in or adjacent to the operator’s home

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Compliance & Review

• Personnel records must be reviewed regularly to ensure:

  • Ongoing compliance

  • Timely renewals of required documentation

• Failure to maintain required records may result in licensing violations