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Maintaining Records

POLICY:

a) Child records are maintained by NOCAC Head Start staff in a manner that ensures only parents/guardians, and staff within the program or acting on behalf of the program have access. Child records are destroyed seven years after the program year has ended by a contracted shredding business. 

b) NOCAC Head Start must maintain, with the child records, for as long as the records are maintained, information on all individuals, agencies, or organizations to whom a disclosure of PII from the child records was made (except for program officials and parents). NOCAC Head Start must maintain the reason why the disclosure was made. NOCAC Head Start must maintain the reason why the disclosure was made. NOCAC Head Start ChildPlus, a web-based data system, to maintain child records, ChildPlus ensures child records are adequately protected and maintained according to current industry security standards. 

c) If a parent places a statement in the child record, NOCAC Head Start will maintain the statement with the contested part of the child record for seven years. NOCAC Head Start will disclose the statement whenever it discloses the portion of the child record to which the statement relates.

 

PROCEDURES:

a) A child record file containing original documents is compiled when a child is enrolled in the NOCAC Head Start program. The child record files containing original documents are kept at the NOCAC Central Office in the NOCAC Head Start program. The child record files containing original documents are kept at the NOCAC Central Office in locked file drawers and do not leave the file area. 

b) Child record files containing copies of the original documents are kept in locked filing drawers at the center where the child attends Head Start. The center buildings are locked when staff are not present. 

c) Child record files are kept for seven years and then shredded by a contracted shredding business. 

d) In the event child records need to be shared with another agency, NOCAC Head Start requires a signed Release of Information form signed by the parents/guardians before any information is shared. 

e) NOCAC Head Start uses ChildPlus as the software for children’s information. ChildPlus is a web based program that requires confidential login and strict passwords. 

f) Statement given to NOCAC Head Start by a parent/guardian is kept in the child’s file until the entire file is shredded. The statement given to NOCAC Head Start by a parent/guardian is not shared with other agencies unless the parent/guardian signs a Release of Information form. 

 

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:   Release of Information
Adopted with Board & Policy Council Approvals:    
Revised with Board & Policy Council Approvals: