National Minimum Standards for Regulated Day Care - Open Access Play for children aged 5 years to 12 years: statutory guidance - Audience and overview
Standards of care open access play providers must meet to look after children age 5 years to 12 years.
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Standard 3: Records
Child’s Voice: Everyone keeps important information about me safe.
Well-being Outcome: Accurate information and record keeping ensures children receive individual support that enhances their safety and well-being.
3.1 The registered person is responsible for ensuring that records must be kept and maintained as required by Regulation 30 and Schedule 3 of the Regulations 2010.
Records to be kept and maintained:
Business Records
3.2 The name, address and telephone number of the following:
- The registered person.
- The responsible individual, where applicable.
- Every other person living, working or employed on the premises where the provision operates.
- Any other person who will regularly be in unsupervised contact with the relevant children.
- The name, address and telephone number of every current member of the committee or governing body where the applicant is an unincorporated association.
Child records
3.3 Arrangements are in place to collect:
- The name, home address, date of birth and sex of each relevant child.
- The name, address and telephone number of a parent/caregiver of each relevant child
- The name, address of relevant child’s registered medical practitioner.
- Any special dietary or health needs or allergy of any relevant child
3.4 A daily record of the names of the relevant children, their hours of attendance, and the names of the persons who looked after them.
3.5 Records about individual children must be retained for a period of at least three years after the last date on which the children attended. The requirements of a registered person’s insurance may require that records are retained for longer.
3.6 Records about individual children are shared with the child’s parent, if requested, except where this would place the child’s welfare at risk.
3.7 Records about individual children are kept secure and confidential and are always available for inspection by CIW at their request.
Incident records
A record of accidents, serious illness and other significant events occurring on the relevant premises are kept, these include:
3.8 Staff ensure that parents/carers are informed of any accidents/ incidents.
3.9 A statement of the procedure to be followed in the event of a fire or accident.
3.10 A statement of the procedure to be followed where a parent or child has a complaint about the service provided by the registered person.
3.11 A statement of the arrangements in place for the protection of relevant children, including arrangements to safeguard the children from abuse or neglect and procedures to be followed in the event of allegations of abuse or neglect.
3.12 A statement of the procedures to be followed in the event of a relevant child being lost
To assist providers, the principal regulatory requirements underpinning this Standard are outlined below, followed by relevant guidance. Providers should note that neither list is exhaustive, and that providers must have regard to all Standards relevant to their service and the circumstances concerned.