Enrollment and Record Keeping Standard - 24/7 Center
UPDATED APRIL 2024: Email templates document updated to reflect new CYP Family Enrollment Site URL.
24/7 Centers depend on effective enrollment and record keeping procedures, strong administration oversight, and accurate file maintenance. The 24/7 Center Enrollment and Record Keeping (ERK) Standard provides guidance for enrollment and record keeping, including scanning requirements, for records for children, families, and CYP Professionals. This standard includes step-by-step instructions for registering new families, guidance for maintaining both paper and electronic documents, and specific guidance on medication documentation and requirements. Appendices to this standard includes the Registration Record Keeping Checklist, email templates for communicating with families, and master lists of registration documents, identified needs and medication documents, and CYP employee and volunteer file requirements.
- Chapter 1: Overview of 24/7 Center Enrollment and Record Keeping
- Chapter 2: Initial Registration and Enrollment Record Keeping
- Chapter 3: Documenting and Maintaining Enrollment Records
- Chapter 4: Identified Needs, Medication, and Illness/Injury Documentation
- Chapter 5: Hourly Care Record Keeping Requirements
- Chapter 6: CYP Professional Files
- Appendix A: 24/7 Center Registration Record Keeping Checklist
- Appendix B: Enrollment Email Template
- Appendix C: Orientation Email Template
- Appendix D: 24/7 Center Registration and Enrollment Documents
- Appendix E: Annual Registration Email Template
- Appendix F: Required Immunization Update Email Template
- Appendix G: Immunizations Past Due Notification Email Template
- Appendix H: Exclusion Notification-- Employment/Student Status Email Template
- Appendix I: Summary of 24/7 Center Child/Household Files
- Appendix J: Forms for Children with Identified Needs
- Appendix K: Emergency Response Medication Portability Procedure Template
- Appendix L: Summary of Identified Needs/Medical Documentation
- Appendix M: Required Medication Forms
- Appendix N: Summary of CYP Employee File Contents
- Appendix O: Record Keeping Task Delegations
- Appendix P: Requirements for CYP Employee Files
- Appendix Q: Requirements for Volunteer Files