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CHILD SAFETY & PROTECTION
Children’s Files
A file is kept on each child attending the Child Development
Lab. The file includes personal data, persons authorized to pick up the child,
allergy information and emergency medical instructions. The Director refers
to the Enrollment Retention section for detailed information about the contents
of children’s files. Children’s files are kept for 10 years.
The Director and staff familiarize themselves with the files
for the children in their care. All information contained in a child’s
file is confidential and is only to be used in regard to the care of the child.
The use of the information in a child’s file for other purposes or giving
out information in a child’s file to someone other than 1) the parent
of guardian who enrolled the child or 2) a staff member, is strictly prohibited.
Accidents
The safety and health of the children and staff at the Child
Development Lab is the primary concern of every staff member. Precautions are
taken to prevent accidents, including training staff in proper supervision and
routinely inspecting the Lab and equipment for hazards. Knowing what types of
accidents are common help the staff to focus attention on possible hazards.
The National Safety Council states that accidents to children
in group care most often occur in the following order:
- Falls and Bumps: The majority of accidents in this category
occur outdoors. The Director refers to the playground safety information contained
in this booklet when training staff in proper supervision on the playground.
Indoor accidents most often occur from stumbling over toys or
standing or sitting on tables and other equipment. Staff are to be alert and
give the children undivided attention to eliminate accidents of this nature.
Staff provide children with simple rules and demonstrations and repeat them
often. “Chairs are for sitting on; not tables.” “What did
you forget?”
- Pushing, Fighting and Biting: Pushing, fighting and biting
are a part of the socialization process that takes place among young children.
Although normal, these behaviors need to be redirected as they often result
in injuries. The Director refers to the Positive Discipline section for information
on training staff to deal with these behaviors.
- Foreign Bodies: The Director and staff constantly monitor
the floor for small objects that can cause choking. When children play in
the sandbox, staff supervise closely to guard against sand getting in the
eyes, ears and mouths of children. Wooden play equipment can splinter or chip
as it ages. The Director and staff frequently check for rough spots in the
equipment and the Director makes arrangements to have the equipment sanded
and refinished when necessary, typically once a year.
- Suffocation: Plastic trash liners and gloves are stored
out of children’s reach. Balloons are never used in the classroom or
given to children of any age, whether inflated or not. A swallowed balloon
can cause suffocation. The Director and staff are to be aware of anything
in the child’s environment that could cause difficulty in breathing
if swallowed. Any such items are removed.
- Burns: children’s skin is very sensitive and children
are very curious and active, making them susceptible to accidents that can
result in burns. The following preventive measures are taken to avoid burns
to children in the Lab:
- Hot drinks of any kind are NOT ALLOWED around children;
therefore they may not be carried into the classroom.
- Electrical outlets are to be plugged with outlet caps.
- All cords are to be kept up and out of the way.
- Appliances are not within reach of children.
- The temperature of the hot water at sinks is kept low
enough to prevent scalding to a child. (The Director checks local health
and licensing regulations for proper temperature ranges of tap water.)
- Children are NEVER served food that is hot enough to
cause burns. The Director refers to the Food Preparation information contained
in this section for additional information.
- Precautions are taken to protect the children from sunburn
and burns associated with hot playground surfaces and/or equipment.
- Poisons: All potentially hazardous materials that are used
or stored in the Lab are used when children are not present and if stored
in the Lab are located in a safe locked area away from the children.
All hazardous materials are kept in their original containers
containing the original label. A Material Safety Data Sheet is kept on all hazardous
materials that are stored or used in the Lab. Hazardous materials include, but
are not limited to: chlorine bleach, cleaners (window, floor, laundry, etc.),
floor wax, stripping fluid, and copy machine fluid and toner.
Medications are stored in a LOCKED cabinet and a LOCKED box
in the refrigerator when necessary. The Director checks local and state regulations
for additional guidelines for storage of these items. Staff purses are stored
out of reach of children as they often contain items that would be harmful to
a child if swallowed (make-up, perfumes, medications, ointments, etc.). The
Director informs staff that the Lab recommends storing purses in car trunks,
when possible. Parents are cautioned about storing ointments and children's
medications in child’s canvas bags. Staff check canvas bags hanging on
hooks within children's reach and remove any dangerous materials. NOTE: In most
states, ointments and creams are considered medication and require a medication
slip; most states require a medication sheet on all medications, even if the
parent left it in the bag and the Lab is not to administer it.
No medication will be administered by staff even with a doctor’s
prescription. Administration of medication will be done by child’s parent
or guardian.
The Director refers to the posted poison control number (800-552-6337)
or 911 number on the phone or class roll sheets in the event of an accidental
poisoning. The Director contacts the poison center to obtain phone stickers,
posters and other printed materials (typically free of charge).
First Aid
The Director sets up and maintains an adequate First Aid Kit.
The Director refers to the state licensing regulations for a list of required
First Aid items. Typically, a kit will contain at least the following: disposable
gloves, scissors, tweezers, thermometer, bandage tape, sterile gauze pads, multi-sized
bandages, flexible roller gauze, safety pins, eye dressing, syrup of ipecac
(replaced when expired), cold pack, First Aid book, cell phone, pen/pencil and
note pad, insect sting emergency preparation if needed by any child in the group,
eye irrigation saline solution and soap.
The Director refers to the state licensing regulations for requirements
concerning First Aid and CPR certification. When there are no state requirements,
at least one staff member on duty at all times is trained in Child, and Adult
First Aid and CPR procedures (some school age children are large enough to require
Adult CPR procedures. The “Emergency Medical Treatment for Children”
and “Emergency Medical Treatment for Children Handouts” are available
and accessible to staff.
Emergency Care Procedures
In the case of an injury staff are instructed to:
- Follow instructions provided in First Aid training.
- Notify the Director.
- Follow the Director's instructions.
- Stay calm.
In case of an emergency where medical attention is needed, the
following steps are taken:
- Begin First Aid immediately, following the procedures learned
in training, including the use of personal protective equipment.
- While immediate first aid is being administered, the Director
contacts the parent and calmly explains the illness/injury and how it happened.
In the event that the Director is administering first aid, he/she designates
a staff member to contact the parent.
a) If the injury is serious enough to require medical attention,
but is not an emergency, the parent is asked to pick up the child and take
the child to the doctor. In the event of a head injury, the parent is always
notified, even if there is no apparent injury.
b) If the injury requires emergency and immediate medical
attention, the Director calls 911 and requests an ambulance; the parent
is asked to meet the Director and child at the Doctor's office or hospital.
The injured or ill child is NEVER transported in a college vehicle or a
staff member's car. (This safeguard is to avoid the chance of an accident
or vehicle trouble on the way to the hospital with the injured or ill child.)
The child's medical records and emergency authorizations are taken with
the child to the hospital. The Director goes with the child and appoints
someone to be in charge of the Lab in his/her absence.
Incident/Accident Log
An Incident/Accident Log is completed any time a child has an
accident or is injured, regardless of the severity. The staff member completing
the form fills in the child's name and address, and indicates that the record
is for an accident by checking the appropriate box and completing the appropriate
sections of the form. After checking the child and before signing the form,
the Director checks to make sure all information is complete.
The Director obtains the parent's signature and personally gives
the parent the second copy and files the original in the appropriate record
book.
NOTE: Incident/Accident Logs are NEVER
left lying on the counter, placed in cubbies or in the sign-in log for parents
to find. They are filed in the appropriate record book.
The Incident/Accident Log occasionally becomes a document used
in defending a claim or lawsuit. The information recorded on the form should
be accurate and complete. First and last names of those involved are used as
opposed to nicknames. Even when the injury seems minor at the time, future problems
may develop; therefore it is critical that procedures for completing the form
fully are followed for every injury.
Retention of Incident/Accident Logs:
Incident/Accident Logs are often needed for future reference
(i.e. licensing investigation, for defending a lawsuit etc.) Incident/Accident
Logs are stored in a file folder or binder clearly marked. Incident/Accident
Logs are kept indefinitely.
Accident Insurance
TCC is under state policy for Building and Grounds.
INCIDENT ACCIDENT LOG FORM - Fill and print pdf form.
Injury Prevention Plan
§ The Director reviews the injury log and does safety inspection
of building and playground.
§ Repairs and maintenance are done as soon as possible.
§ The playground safety plan is followed.
§ Appropriate staff/child ratios are maintained at all time.
§ The Injury Prevention Plan is followed by all staff members.
Missing Child
- Implement a thorough search of site and surrounding area,
and ask questions of all children and staff.
- Notify Director.
- Notify Parent.
- Notify police.
- Keep calm and continue search.
Lawsuits
The Director calls the Provost of the College to report threats
of legal action.
Handling the Media
In the event that the media becomes aware of a situation at
the Lab and asks for a statement, the Director informs them that all statements
will be made by the College Provost. Members of the media are not allowed
in the Lab. The staff or Director requests that they leave the premises. The
media will be persistent; however, no comments are to be made other than the
above.
Visitors
Any time visitors seek entry to the Lab they are greeted and
asked how they can be helped. It the visitor/s have no business in the Lab,
they are asked to leave. If the visitor/s refuse to leave, the Director or
staff member in charge calls the police.
Visitors, including but not limited to, photographers, tours
and other guests are NEVER left alone in the Lab. The Director refers to the
use of a Visitor Log for all visitors.
To ensure the security of the children, staff and property,
the Director or staff member in charge asks for picture identification from
unfamiliar visitors. Visitors who say they work for or represent a college
class will have a letter or introduction from the appropriate source and must
show picture identification.
If the visitor is listed on a child's enrollment record as
authorized to pick up a child, the visitor must still show picture identification
if he/she is not known by the Director and/or staff. It is not appropriate
for staff to have personal friends, siblings or older children visit at work,
as their duties to the children and to the Lab demand full attention. If an
occasional and/or short visit to a staff member is necessary, it should occur
in the office or front reception area.
Release of Children
The following procedures apply to the release of children at
the Lab. The Director refers to the local and state regulation for additional
requirements in the release of a child.
- The staff explains to parents upon enrollment that no one
is allowed to pick up a child without written permission from the parent or
guardian. The Lab cannot legally release a child (even if the child can identify
the person such as a grandparent who has been to the Lab before) unless the
Lab has written permission.
- When the staff member does not recognize the person as someone
authorized to pick up the child, identification (typically a photo I.D. such
as a Driver's License) is required from the individual and checked against
the child's records to verify the person is authorized to pick up the child.
- The parent may add someone to the authorized list by either
adding the name to the enrollment forms or by giving the Director written
authorization. The Director informs the parent that authorized persons are
required to show identification (typically a photo I.D. such as a Driver's
License) until they are known by the Director and/or staff. The Director asks
the parent to make the authorized persons on their child's enrollment forms
aware of this policy.
- If a parent calls to request that the Lab allow a person
who is not listed as an authorized person to pick up their child, the Director
must verify the call. The Director does this by calling the parent back at
the number listed on the enrollment form (not a number given by the caller)
and asks the parent if they just placed a call requesting their child be released
to someone not listed on the enrollment form. The Director documents in the
child's file that the verification call was placed. If parent cannot be reached
child will not be released. The Director encourages parents to make changes
in persons authorized to pick up their child in writing, as this procedure
is only used in an extreme emergency.
- In the event of a divorce or separation of the parents of
an enrolled child, one of the parents cannot request that the Director remove
the other parent from the enrollment record as an authorized person to pick
up the child, unless the parent brings the Director a copy of a Restraining
or Custody Order to place in the child's file.
- In the event a person who is not authorized to pick up the
child attempts to remove the child from the Lab, the staff member:
a) Attempts to reason with the person by saying that the
Lab cannot release the child because of the following reasons:
1. The person is not listed in the child's file.
2. The Lab has legal documents on file showing custody belongs to one party.
3. The Lab has been instructed to release the child to no one but the mother
or father.
b) Sets a calm atmosphere by inviting the person to sit
down and discuss the situation.
1. The Director explains that he/she is simply following instructions and
company policy.
2. The Director does not threaten the person with calling the police.
3. The Director informs the person that he/she would like for the person
to speak with the parent on the phone so that everyone will have a clear
understanding of the situation.
c) After attempting to reason with the person and as a last
resort, the Director informs that person that he/she is to leave the Lab
and the police will be called. If the person does not leave, the Director
immediately calls the police (using the 911 service where available and/or
campus security).
Child Custody
When a parent enrolls their child and submits the Enrollment
Records, the Director checks the records for information concerning custody
of the child. This is a very delicate, private matter which most parents prefer
not to discuss. The Director is sensitive to this and is careful to handle any
questions privately. If necessary, the Director clarifies custody situations
by asking the parent any or all of the following.:
- "Are there any custody arrangements which the Lab staff
should be aware of?"
- "I noticed you did not list the other parent on the
form. Are we not to contact him/her in an emergency?"
- "Is there any problem with the other parent picking
up the child from the Lab?"
The staff and Director refrain from making statements to either
parent which could cause friction. This is a personal and private matter for
the parents. The Lab personnel should remain neutral.
If there is a problem concerning custody, such as the mother
or father requesting that the child not be released to the other parent. The
staff explains the following policy to the parent:
Policy Concerning Parental Custody
- Staff cannot physically restrain a legal parent from taking
their child from the Lab.
- If there is a legal Restraining/Custody Order, a copy of
the order MUST be in the child's file. The Director calls the Legal Department
for clarification when a parent provides a Restraining or Custody Order that
the Director does not understand.
- If the non-custodial parent, who is not authorized to pick
up the child, comes to the Lab to take the child, every attempt will be made
to reason with him/her, but the safety of the staff and children will not
be jeopardized.
Children's Attendance
Accurate daily attendance is essential. These records are necessary
in order to accurately account for children on a routine basis and in an emergency
such as a fire or natural disaster. Attendance records are also used for financial
reports, audit functions, social service claims etc.
The Teacher's Daily Attendance Report is used to record children's
attendance in the Lab. Teachers must know who is in their care at all times.
The Teacher's Daily Attendance Report is kept in a binder and
located in the class in a designated spot. The teacher takes the binder containing
the attendance report when the group moves to another area or to the playground.
The Director is responsible for seeing that attendance is taken
twice each day (once in the morning and once in the afternoon) for all children.
Completing the Teacher's Daily Attendance Report
The attendance information is transferred to the Weekly Report
Summary.
The staff is responsible for completing the following sections
of the "Teacher's Daily Attendance Report":
- Week Ending Date: Friday's date for the week covered in
the report.
- Week #: The number of the week in the current period for
which the attendance report is being prepared.
- Period #: The number with indicates which of the eleven
periods for which the attendance report is being prepared.
- New Child: The teacher marks a NC in this column for each
child that is attending for the first time.
- Withdrawn: The teacher marks a W in this column for each
child that has withdrawn from enrollment and will not attend for the first
time this week.
- Children's Names: An alphabetical listing of the children,
by last name, in this group. First and last names are included. When the Director
is aware of new enrollments at the beginning of the week the names/s are included
on the attendance report in alphabetical order. Children who are being withdrawn
from enrollment are shown as withdrawn on the attendance report.
- DOB: Child's Date of Birth and Birth Certificate Number
should be in attendance file in binder as well as in individual child’s
file.
The Director completes the following information on each child:
- The Program tuition for each child. The program tuition
is the amount charged for the program in which the child is enrolled. The
Director applies any applicable discounts before recording the program tuition.
- The Tuition Charge for each child. The tuition charge is
the actual amount charged. This is the same amount of the tuition charge recorded
on the child's ledger card.
Beginning on Monday morning of each week and each morning and
afternoon thereafter, the teacher completes the following sections:
- The teacher used the following codes to record the attendance
for each child in the class: P-present; A-absent; X-not scheduled. A box is
marked for each child on the list each time attendance is taken. The teacher
enters the number of children present at the bottom, of the column. The teacher
counts the children present in the class and verifies that the numbers correspond.
Every child in attendance must be shown on the attendance report.
- The teacher records the final attendance on Friday, the
total number of children attending that week. The teacher checks to be sure
all attendance columns and staff hour columns are totaled and gives the attendance
form to the Director.
- Each teacher logs the number of hours at the bottom of the
page.
- Each teacher who takes attendance during the week signs
at the bottom indicating accuracy of the form.
- An attendance record for each week is copied from the binder
and given to the Director.
Retention of Attendance Reports:
Attendance records on children are kept indefinitely. The Director
files attendance records in a binder. The records are kept in date order. The
Director clearly labels the binder or file.
Supervising Children
TCC CDL's first obligation to parents is the safety of their
child. Supervision is defined by one set of state licensing regulations as being:
"Care of a child or group of children, which includes the
awareness of and responsibility for the ongoing activity of each child. This
requires physical presence, knowledge of activity requirements and children's
needs, accountability for their care, and intervention when needed."
Supervising guidelines include but are not limited to:
- Daily written record of children in attendance.
- Children are in the sight of a staff member at all times.
- Children do not perform duties that would normally be assumed
by a staff member.
- Children are released only to those parents or adults who
are authorized to pick them up, as indicated by the information parents provide
on the enrollment forms. Staff refer unfamiliar persons picking up children
to the Director.
- Staff do not have other duties while supervising children.
Sign-In and Sign-Out
All children are signed in and out each day. An adult is required
to sign child/ren in. Only persons listed on the child's enrollment record as
authorized to pick up the child up may sign the child out.
The Director informs parents during the enrollment process of
the requirement for signing their child in and out each day. The Director explains
that signing in and out is done for the following safety reasons:
- Used to double check attendance in the case of an emergency
evacuation.
- Tool to plan for proper staffing.
- Required by some states, including Virginia.
The staff records the name of each child on a sheet. Each sheet
has a column for time-in followed by one for signature; and one for time-out
followed by another for signature.
Parent Sign In/Sign Out Sheet - Print fillable pdf.
Field Trip Procedures
The Director uses the following general rules when planning
field trips:
- Field trip locations are chosen that are educational and
safe.
- The Director discusses field trip locations and plans with
the Regional Director.
- All transportation policies are followed, including but
not limited to, the use of seat belts by everyone.
- A plan is developed for keeping track of all children. Staff
take attendance at regular intervals to be sure all children are accounted
for.
- Parents are made aware of the field trip in advance and
necessary written permission is obtained.
- All state regulations regarding Field Trips are followed.
Field Trip Information
The Field Trip Information form is used for recording:
- Details of the Field Trip.
- Written parent permission.
- Recording attendance at regular intervals.
The final attendance is taken back at the Lab by the Director
or staff member in charge at the Lab. Taking written attendance before, during,
and after all Field Trips is mandatory.
One copy of the form is left at the Lab during the trip and
the other copy is kept with the staff member in charge at all times on the trip.
The Director refers to the Positive Discipline information for
additional guidelines for Field Trips.
Playground Safety
The playground provides great learning opportunities for children.
The playground provides many opportunities for gross motor activities and a
chance to release energy. Proper supervision greatly reduces the chance of injury
and makes the playground a fun place to be for children and staff. The Director
makes staff aware of the following rules:
- Staff knows how many children are in their care at all times.
Teachers count children: a) before taking them out; b) while they are out
(several times) and c) when bringing them in, children are counted outside
the door and again once they are inside.
- Children are taught and expected to use equipment as it
was meant to be used (i.e. climb on climbing equipment, not on swings, fences
etc.)
- Children are never allowed to engage in hazardous play of
any kind. Teachers use redirection, distraction, praise and other techniques
of positive discipline.
- Digging is limited to sandboxes.
- Teachers are involved with children and supervising dangerous
areas closely, not sitting on chairs or benches, therefore, NO adult chairs
are allowed on playground.
- Teachers keep children in sight at all times. Children are
not allowed to wander out of teacher's sight.
- The number of children and age variation is limited to avoid
overcrowding or dangerous situations. The Director refers to the state licensing
guidelines for playground space, supervision and grouping requirements.
- Children are never left unattended. If a child is injured
or sick, the teacher goes to the door and calls for another staff member or
the Director to come and assist with the injured child.
- Teachers are not allowed to release a child from the playground
(through a gate or over the fence). Parents are required to wait at the front
door, sign their child out and wait for their child to be released. Children
are released only to those adults authorized to pick up the child as indicated
on the child's enrollment record.
- Teachers are required to give their full attention to the
children in their care. Teachers are not to have other duties while supervising
children on the playground.
- Each member of the staff takes a different position on the
playground.
- Staff stand near equipment. Staff always face the children.
- Conversations between adults should not be held except when
concerning the safety of a child. If further conversation is necessary a conference
should be arranged.
- Mulch will be raked on daily basis. When mulch compacts,
college will be contacted for replacement.
Emergency Procedures
The Director, in consultation with local authorities, develops
plans for emergencies which may include, but are not limited to, fires, tornadoes,
floods, hurricanes, toxic fumes, chemical releases and bomb threats. Following
are the Lab's guidelines which are included in the plans developed by the Director
after consulting with the local authorities. The Director is responsible for
ensuring staff awareness of these procedures.
Fire
By consulting with local authorities (the Fire Marshall and
Licensing representative), the Director develops specific fire procedures that
include:
- Getting the children out of the building and far enough
from it to allow safe access by fire equipment.
- A method for accounting for all children. Staff members
take their attendance sheets with them when exiting the building.
- Practicing fire drills at least once a month, alternating
the time of day and day of the week.
- Posting exit route diagrams and procedures by exits.
- Ensuring that staff know their roles and someone is responsible
for "sweeping" the building, i.e. looks for a frightened child who
might have hidden under a table, in the bathroom etc.
Flood
The children are moved to a dry area of the building. If this
is not possible the children are put on top of tables sitting down until they
can be evacuated and/or their parents come to pick them up. See “Evacuating
the Lab”.
Tornado
The children and teachers are relocated to the farthest corner
of the building away from the windows and potential flying objects. In the event
the building is damaged or destroyed, the children are relocated to another
location as outlined in the evacuation plans developed by the College. The Director
refers to the information later in this section on evacuation.
Hurricane
The Lab is rarely closed. However, in the event of a hurricane,
it normally would close. The decision to close is made by the Director in consultation
with college authorities.
Toxic Fumes and Chemical Release
Upon notification from local authorities (police, fire department
etc.) the children are evacuated from the Lab and taken to the nearest public
facility outside the danger zone (public school, civil defense, Red Cross etc.).
The parents are called and notified as to where to pick up their child/ren.
See "Evacuating the Lab".
Bomb Threat
Upon receiving a bomb threat the Director or staff member in
charge immediately prepares the children for evacuation. The children and staff
are evacuated immediately following the guidelines in "Evacuating the Lab"
contained in this section. NOTE: Whether or not to evacuate is not a judgement
call made upon attempting to determine if the threat is real or not. The Lab
is evacuated without any exceptions.
Once the police, security or other college officials have cleared
the Lab of any threat, the children will be readmitted.
Evacuating the Lab - Print fillable pdf.
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