5101:2-12-30 Written information, policies and procedures to be provided to parents/guardians of children in licensed child care centers.

(A) The administrator shall supply the custodial parent or guardian and all employees with written information concerning licensing, the program, policies and procedures of the center at the time of enrollment or employment, or when there are any revisions or additions.

(1) The written information shall include the JFS 01237 "Center Parent Information Required By Ohio Administrative Code" (rev. 9/2011) or all of the information included on that form.

(2) Center program information shall include at a minimum:

(a) The center's name, address, telephone number.

(b) Days and hours of operation.

(c) The center's goals and philosophies.

(d) The staff/child ratios and group sizes maintained for each age group.

(e) A sample daily program schedule for all hours of operation for each age group of children the center is authorized to serve.

(f) A parental participation plan that keeps parents informed about the center's program and its services. The plan shall include:

(i) A standard procedure for parents or guardians and employees to follow when they need to discuss issues or when they need assistance with resolving problems related to the child care center.

(ii) Activities that provide parents or guardians opportunities to participate in the center's program.

(iii) Opportunities for parents or guardians to meet with child care staff members to discuss their children's care and development and to exchange information about the program.

(g) The standard procedure for parents or guardians to receive a list of contact information for other parents and guardians with children attending the center. Only those individuals who indicate on the JFS 01234 "Child Enrollment and Health Information for Child Care Centers and Type A Homes" (rev. 9/2011) that they want their contact information made available should be included on the list. The list shall only be given to parents or guardians of a child who attends the center and individuals associated with the center who request it for center related business.

(3) Any information provided by the center shall not be in conflict with the licensing rules and shall include at a minimum, the center's:

(a) Guidance and management policy as described in rule 5101:2-12-22 of the Administrative Code, including:

(i) Specific behavior management techniques to be used .

(ii) A statement that the requirements of rule 5101:2-12-22 of the Administrative Code apply to all employees of the center.

(b) Supervision of children information as described in rule 5101:2-12-20 of the Administrative Code, including all of the following:

(i) Arrival and departure procedure to assure that children are supervised by center staff at all times, and that staff are aware of each child's arrival and departure.

(ii) Procedure for releasing a child to persons other than the parent or guardian.

(iii) Procedures regarding releasing a child according to a custody agreement.

(iv) A statement that all children will be supervised at all times and, if the center chooses to serve school children, the center's policy on the activities of school children developed according to rule 5101:2-12-20 of the Administrative Code.

(v) Procedures for the development of a written agreement for transitioning a child into the next age group, which may be initiated at the request of the parent or guardian or the center. The written agreement between the parent or guardian and the center shall specify the beginning and ending date of the transitioning period including the transitioning schedule. The agreement shall be signed by the parent or guardian.

(vi) Written procedures for determining the whereabouts of a child who is to arrive at the center from another program when the child fails to appear at the center.

(vii) The plan for operating the program when schools or programs are delayed or canceled.

(c) Food information as required in rule 5101:2-12-39 of the Administrative Code, including:

(i) Meals and snacks which will be served by the center.

(ii) Required nutritional information if food is provided by parents or guardians.

(d) Procedures for emergencies and accidents as required in rule 5101:2-12-34 of the Administrative Code, including:

(i) A summary of the action to be taken by the center in the case of a "general emergency" or a "serious incident, injury or illness". This shall include a site the center may use in the event of emergency evacuation.

(ii) The procedure to complete a JFS 01299 "Incident/Injury Report for Child Care Centers/Type A Homes/Type B Providers" (rev. 6/2007).

(e) Management of illness as required in rule 5101:2-12-33 of the Administrative Code, including:

(i) Symptoms for discharge.

(ii) Isolation precautions.

(iii) Means of notifying parents or guardians when their children have been exposed to communicable disease.

(iv) Procedures for administration of medication, food supplements and modified diets.

(v) Policy regarding whether or not the center allows the possession and use of an inhaler or medication by a school child, when needed in an emergency for a child with a special health condition, including the procedures for obtaining consents and releases as the center deems appropriate if the center allows such possession and use.

(f) Transportation of children as required in rule 5101:2-12-18 of the Administrative Code, including:

(i) Means of transporting children for emergencies, field trips and routine trips.

(ii) Specific supervision plans for field trips and routine trips, which explains how all children will be accounted for at all times while in route and at destination.

(iii) A statement that written permission from a parent or guardian is required for all trips.

(g) Swimming policy as required in rule 5101:2-12-17 of the Administrative Code, including:

(i) Summary of the center's plan for any swimming activities.

(ii) Specific supervision plan during swimming activities.

(iii) A statement that written permission from parent or guardian is required for swimming activities.

(h) Outdoor play policy as required in rule 5101:2-12-14 of the Administrative Code, including:

(i) A statement that the center shall provide outdoor play each day in suitable weather for toddlers, preschool, and school children in attendance four or more consecutive daylight hours.

(ii) The center's policy to limit outdoor play due to weather or safety issues. Considerations may include but are not limited to temperature, humidity, wind chill, ozone levels, pollen count, lightening, rain or ice. This plan shall provide for indoor large muscle play and include how the indoor large muscle play will be provided.

(i) Evening and overnight care as required in rule 5101:2-12-23 of the Administrative Code, including:

(i) A specific plan for supervision of children during evening and overnight care.

(ii) A security plan that ensures that access to the center is limited to parents and guardians and authorized persons.

(iii) Safe evening and overnight program and schedule.

(j) Fees, overtime charges, registration, and permanent disenrollment policies.

(k) Enrollment and health information as required in rule 5101:2-12-37 of the Administrative Code which is required for admission.

(l) Any additional center policies.

(B) A copy of the center's written information, policies and procedures shall be available at the center for review by ODJFS.

(C) The parent or guardian and each employee shall sign and date a statement verifying the review and receipt of the center's written policies and procedures. The signed statement shall be kept on file at the center for review by the ODJFS.

(D) The center shall demonstrate in daily practice that all written policies, procedures, and statements given to the parents, guardians, and employees are followed.

(E) The administrator or designee shall interview each child and their parent or guardian prior to the child's admission to the program. Members of the parent or guardian board of a parent cooperative child care center may conduct the pre-admission interview.

(F) The center shall provide the center's tax identification number to the parent or guardian at the time children are accepted into the program or upon request from the parent or guardian, even if the children are no longer enrolled.

(G) It shall be unlawful for an owner, administrator, licensee, or child care staff member to discriminate in the enrollment of children in the child care center upon the basis of race, color, religion, sex or national origin.

Replaces: 5101:2-12-29

Effective: 11/22/2015
Five Year Review (FYR) Dates: 06/23/2015 and 11/22/2020
Promulgated Under: 119.03
Statutory Authority: 5104.015
Rule Amplifies: 5104.015, 5104.09, 5104.03
Prior Effective Dates: 3/1/81, 2/8/82, 9/1/86, 1/2/92 (Emer.), 4/1/92, 4/1/03, 9/1/05, 9/1/07, 7/1/10, 9/29/11