How long do you have to keep child care records

What Records Should You Keep and For How Long? — Taking Care of Business

Starting Your BusinessRecord Keeping & Taxes

Aug 19

Written By Tom Copeland

Do you feel yourself buried in paperwork as a family child care provider?There are enrollment forms, children's medical records, contracts and policies, permission slips, business receipts, tax forms, insurance policies, licensing forms, and so on.All of these documents are important, but some are more important than others. Also, how long do you have to keep them?This is especially a problem for child care providers who have been in the business for many years. After fifteen years in business you might need an entire room in your house to store all of these records!So, what records should you keep, and what can you get rid of?The general rule is that you don't have to keep any records, unless you are required to do so, or doing so will protect you. Therefore, you should save records to:* Meet state child care requirements* Protect yourself against a lawsuit* Defend your tax deductions in an IRS auditMeet State Child Care RequirementsAs with everything else involving family child care, check with your regulator or licensor first. Your state may have rules requiring you to keep certain records for a number of years. It's probable that they are required to keep more records on you than you are!You may also want to ask your licensor what records they keep on you and for how long.Protect Yourself Against a LawsuitDid you know that it's possible a child or parent could sue you years after they have left your program because of an injury suffered by the child while enrolled in your program?It can happen. I once talked with a provider who had been out of business for ten years when she received a letter from a former child's lawyer announcing that they were suing her for an injury the child suffered in her program when she was three years old. In general, children retain the right to sue until reaching the age of 18 and in many states they have additional years. For example, in Minnesota everyone has the right to sue for six years after an injury. Children can sue up to the age 18 plus one year. If a child is injured at the age of 12 years old, the child could sue until she reaches the age 19.Therefore, you need to keep the following records that can help you if you are sued: enrollment/termination records, injury reports/notes, and insurance policies.You want to keep enrollment/termination records to show when a child was in your program. This can be important if it can be shown that the child was injured at a time she was not enrolled with you.Whenever a child is injured in your program, keep an injury log that describes the accident and your actions. Even though you may have reported an injury to your regulator or licensor, it's in your own best interest to keep your notes on injuries and incidents. Many states will allow children to sue for sexual abuse even after the child reaches the age of majority. To be sure that you can prove you had business liability insurance and to show the coverage amounts of your policy at the time, save a copy of your yearly business liability policies. If you have other insurance for your business, such as a rider for your car insurance or homeowner's endorsement policy, you will also need to keep these policies. Store these in a safe deposit box. Don't rely on the insurance company to have adequate records.Keep all of the above records until the last child in your program reaches at least age 18 (or longer depending on your state law).Defend Your Tax Deductions in an IRS AuditIRS rules require you to keep your tax records for three years after you file them. If you have employees you should keep payroll records for four years. Your state may require you to keep your federal and state tax records for longer than three years.See my article, "Should I Save My Records for 7 Years?"Therefore, save all records associated with your tax return: receipts, cancelled checks, credit/debit card statements, record keeping calendars, photographs, and other written records. For items you are depreciating (furniture, appliances, home improvements, swing sets, etc.) save these receipts for as long as you are depreciating the item, plus three years.In my experience, when child care providers pay too much in taxes it's because they failed to keep these records.Although you are not required to provide your daycare parents with a record of their payments, it's a good idea to do so. See my article, "The Truth About End-of-Year Parent Receipts."Clean House!Now that you know what records to keep and for how long, it's time to go through all of your records and get rid of what you no longer need. If you buy a shredder to destroy you records, the shredder is tax deductible!Tom Copeland -  tomcopelandblog.comA previous version of this article was written by Mari Millard and posted on www.thinksmall.org.Image credit: https://dcavirtual.com/unorganized-messy-receipts-getting-ready-for-tax-season/

child caredaycarein-home child careinsuranceIRSlicensingrecordsTom Copeland

Tom Copeland

Child Care Provider Information for Minnesota’s Immunization Law

Healthy kids are everybody's job! This fact sheet provides information on Minnesota’s immunization law for child care providers and early childhood programs.

Download PDF version formatted for print:
Child Care Provider Information for Minnesota's Immunization Law (PDF)

On this page:
Immunization requirements
Documentation you must have on file at your facility or program
How to keep track of the shots children at your facility or program receive
Tips for child care and early childhood program providers
Children who do not have documentation for all required immunizations
Children who do not have to be immunized before attending child care or early childhood programs
For parents who are concerned about the cost of shots
More information or materials

Minnesota law requires that all licensed child care and early childhood program providers help make sure young children are immunized against serious diseases. A number of childhood diseases – such as measles, whooping cough (pertussis), and chickenpox (varicella) – can still spread rapidly among children who haven't received the proper shots. These diseases can cause serious illness, brain damage, and even death.

If a parent enrolls a child in your facility or program who is not appropriately immunized, you cannot admit that child until they have received the minimum shots required by law or filed a medical or non-medical exemption. Children who have not had all their shots are at risk of serious illness. They also pose a risk to the health of other children in your care.

Immunization requirements

Child care and early childhood program providers must have records on file showing that each child 2 months of age and older has been appropriately immunized against certain diseases or has a medical or non-medical exemption. These diseases include diphtheria, tetanus, pertussis, polio, measles, mumps, rubella, Hib (Haemophilus influenzae type b), hepatitis A and B, chickenpox (varicella), and pneumococcal disease.

Rotavirus and flu vaccines are recommended for all infants and young children, but they are not required.

Go to Vaccines for Infants, Children and Adolescents to see immunization schedules.

Documentation you must have on file at your facility or program

All parents or legal guardians of children in your care need to submit immunization documentation or a medical or non-medical exemption. We suggest you give parents the Minnesota Department of Health Child Care or Early Childhood Program Immunization Form (found on the page listed above). These forms will help you collect all required information. Make sure parents follow all instructions on the forms including obtaining the correct signatures.

Keeping good records is important. The child care licensor from the Minnesota Department of Human Services (DHS) will review these forms during a site visit. In addition, all Rule 3 facilities must complete a "Child Care Immunization Report" by December 1 each year, which summarizes the immunization status of enrolled children. The summary report is not required for early childhood programs or "drop-in" centers.

How to keep track of shots children at your facility or program receive

The Minnesota Immunization Information Connection (MIIC) is a statewide, confidential system that stores immunization histories and helps ensure correct and timely immunizations. Minnesota child cares can use MIIC to find immunization records for children at their facilities.

• DHS Rule 2 licensed child cares can request immunization records through the MIIC Immunization Record Request Line at
  651-201-3980.
• DHS Rule 3 licensed child care centers can access MIIC directly to look up immunization records. You can also use MIIC to complete your annual Child Care Immunization Report. Contact the MIIC Help Desk at 651-201-5207 for assistance or go to MIIC and Child Care Resources.

Tips for child care and early childhood program providers

Not only is it the law, it's also one of the most important things we can do to protect children from serious illness.

As a licensed child care or early childhood program provider, you play a key role in ensuring that the children you care for receive the life-saving protection of shots. Making sure that all students have their shots will reduce the likelihood of an outbreak occurring in you center. When outbreaks occur, children who are not immunized often have to remain out of child care for many days. Extended absences can lead to disruptions to the child's education and development.

Tips:

• Document each child's immunizations or a medical or non-medical exemption before they enroll.
• Keep track of dates when each child's shots are due so you can be sure they complete them. Give parents regular reminders, such as when children move from the infant to toddler room. MIIC, the state immunization information system, can help with this.
• Keep an immunization schedule at your center. Find one on Vaccines for Infants, Children, and Adolescents. Be sure to get an updated version each year because the schedule does change often.

Children who do not have documentation for all required immunizations

Children who have not received all required immunizations have 18 months from their initial enrollment date to complete them or get a medical or non-medical exemption. You should exclude a child from your facility or program if they do not have complete documentation after 18 months.

To avoid this, make sure the immunization records you have on file for each child are up to date, and regularly remind parents when shots are due.

Children who do not have to be immunized before attending child care or early childhood programs

• Children with a medical reason for not receiving a shot or who are immune to a disease must submit a signed statement from their doctor.
• Children whose parents' or legal guardians' personal beliefs prohibit them from allowing their children to receive any or all immunizations must submit a signed, notarized statement to that effect.
• Children in the following special living situations are allowed to enroll without showing immunization records because of federal policy:
  • Homeless.
  • In foster care.
  • Waiting to be placed in foster care.
    • See Immunization Requirements for Homeless and Foster Children.

For parents who are concerned about the cost of shots

Children who do not have health insurance or whose insurance does not cover the cost of vaccines can get free or low-cost shots. Get more information on Free or Low-Cost Shots for Children.

More information or materials

Visit our Immunization website or call your local public health department.

The requirements are different for "drop-in" child care centers. For more information, call 651-201-5503.

Pumping when mom needs to go away | Philips Avent

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Home ›› Milk Expression of Mom from the Baby

Home Milk During Temporary Out of Mom from the Baby

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Even if you don't have the opportunity to be near your baby, you can be sure that by pumping, he will receive all the necessary nutrients from breast milk. Perhaps you are already using a breast pump to continue breastfeeding when you go to work, or you just want to have more free time between feedings.

3 Philips Avent products to help you pump and store your milk comfortably:

Not sure when to start pumping or when to use a pump? Don't worry, we've put together a quick guide to help you learn how to express milk and learn about the benefits of using a breast pump. We'll also give you tips on how to express your milk when you're away from home, how to keep it adequate, and how to store it safely.

Most women begin to express milk after six months, but there are circumstances that force them to do so sooner.

If you intend to express milk as early as possible, the answer to the question “When can I start expressing milk?” will be: "A few hours after birth. " Some mothers find that expressing milk is effective at a very early stage, especially if the baby has latch-on problems, as pumping improves the flow of milk to the breast.

Other mothers start pumping after breastfeeding is established because they want someone in the household to help with feeds while they are away or with feeds after they go to work.

There are no specific rules about when to start pumping, so you can do whatever works best for you. Whatever your needs, you can pump to make your schedule less dependent on feedings.

How long should I express milk? How much milk do I need to express? What equipment do I need for this? Every mother has questions about this topic, however, once she starts expressing milk, she easily adapts to this process.

Most moms find a breast pump to be the easiest way to express breast milk. The principle of operation of different breast pumps may vary slightly, so read the instructions for use before using the device. Remember that it can take 1-2 minutes for milk to come out of your breast during pumping, so don't worry if you don't see it right away!

Not sure how long to express milk? If you are not in a hurry, try to express milk until you feel that your chest is empty. Due to the individual characteristics of each woman, the pumping time will be different.

The amount of milk expressed will depend on when you last breastfed and how long you have been using the pump and are accustomed to using it. Even your internal state and time of day can affect the amount of milk. If you have problems with lactation, check out our tips for increasing your milk supply. Generally, the best time to express is in the morning. During sleep, there is an increase in the level of hormones responsible for the production of milk.

Should breastfeeding be combined with pumping? Wait about an hour between pumping and the next feeding. So you will be sure that the baby will have enough milk! Feed your baby as much as it takes to keep him full and happy. Use a breast pump to fully express milk from your breasts and save excess milk.

Whether you are expressing milk at home (for a night feed) or at work, there are a few key points to keep in mind to help you.

1. Plan ahead. If you have to leave your baby, start using a breast pump a few weeks in advance. This way you will store enough milk for your baby and get used to using a breast pump.

2. Be ready. You may be aware of the so-called "oxytocin reflex", which stimulates the flow of milk due to the release of the hormone oxytocin. Oxytocin increases the secretion of breast milk that can be expressed. The production of the hormone can be caused in many ways, even just by looking at the child. Therefore, many mothers find it effective to look at a photo of their baby while pumping while away from home. After you finish pumping, you can also use bra pads to keep your breasts dry and protect your clothes from milk stains.

3. Get comfortable. The more comfortable you feel, the easier it will be to express milk. Find a quiet, private place and feel free to change the lighting and music to your liking. It is helpful to find a seat with good support so that you can sit comfortably with the pump in front of you.

4. Express as many times as you would like to breastfeed your baby. To maintain the required supply of milk, express it as often as you normally feed your baby. Thus, if the baby usually has three feedings during your absence, then you need to express milk at least three times.

There are several different types of breast pumps, each with its own advantages. Choose the one that will help you feel comfortable in your daily life. Perhaps you prefer to have a device that is designed to be used on the go? Or do you need a breast pump that will allow you to express milk quickly?

After you have expressed your milk, remember to freeze or refrigerate it. Then, before feeding the baby, it must be thawed and warmed up. Here are some tips on how to store breast milk:

• Use sterile milk storage containers or freezer bags to collect and store milk.
• Do not fill the container to the upper limit, because. when frozen, breast milk "expands", the optimal portion for storage is 60-120 ml.
• Label the container with the pumping date or write the pumping date on the container with a permanent marker.
• Store milk in the refrigerator at 2-4°C for up to 24 hours.
• After cooling the expressed milk in the refrigerator for 0.5 hours, the milk can be frozen in the freezer and stored there for 3 months.
• Place the milk closer to the back of the refrigerator or freezer than in the door to keep the milk at a constant temperature.
• Thawed milk placed in the refrigerator should be used within 24 hours.
• Do not refreeze defrosted milk.
• Transport milk in an insulated container with an ice pack.

Use these tips to prepare your expressed milk for nursing:

• Thaw or warm breast milk under running warm water, in a bain-marie, or with a bottle warmer.
• Do not use a microwave oven to heat milk.
• Do not heat milk to boiling point.
• Shake the milk bottle before feeding until smooth.
• Check milk temperature before feeding. The most optimal temperature is the average between body temperature and room temperature. To check the temperature of milk, you can drop it on your skin.

If you are just starting to express milk, remember that this process may not be entirely comfortable. The more relaxed you are, the easier it will be to express milk. Sometimes this will be difficult to do, for example if you are trying to express milk during a busy work day or in an unfamiliar place; therefore, it is necessary to practice well at home and show patience. You will soon learn how to express breast milk. In the next article, you will learn how to store breast milk!

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