National Minimum Standards for Regulated Childcare for children up to the age of 12 years: statutory guidance - Audience and overview
Standard of care child minding and day care providers must meet to look after children under 12.
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Standard 5: Records
Child’s voice: Everyone keeps important information about me safe.
Well-being outcome: Children’s needs are protected because accurate information guides practice, continuity of care and thoughtful planning.
The registered person is responsible for ensuring that:
5.1 Records are maintained as required by Regulation 30 and Schedule 3 of the Regulations. Records that must be kept and maintained on the premises while the children concerned are being cared for:
The name, address and telephone number(s) of:
the registered person
the responsible individual (where applicable)
every other person living, working or employed on the premises where childcare is provided
any other person who will regularly be in unsupervised contact with the relevant children
every current member of the committee or governing body where the applicant is an unincorporated association
Each relevant child’s:
- name
- home address
- date of birth
- sex
- allergies
- dietary needs
- health needs
For each relevant child, a parent’s:
- name
- address
- telephone number(s)
Each relevant child’s registered medical practitioner’s:
- name
- address
A daily record of:
- the names of relevant children attending the setting
- their hours of attendance
- the name(s) of the person(s) who looked after them
An up to date record of any:
- accidents
- serious illnesses
- other significant events occurring at the premises
Statements of:
- the procedure to be followed in the event of a fire or accident
- the procedure to be followed where a parent or child has a complaint about the service provided by the registered person
- 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
the procedures to be followed in the event of a relevant child being lost or not collected
5.2 Records may include other useful contact information, such as mobile telephone numbers and email addresses, or details of other parents or carers of a relevant child, over and above those required in the Regulations.
5.3 Records about individual children are shared with the child’s parent, except where this would place the child’s welfare at risk.
5.4 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.
5.5 Records about individual children are kept secure and confidential and are always available for inspection by CIW at their request.
5.6 The parent or other adult collecting the child is asked to sign the record of any accidents to acknowledge the entry.
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.