Centers must be licensed by the Department of Social Services. For this they must maintain health history, immunizations, health insurance, emergency contacts, authorization for release, and various permissions, and family data - names, address, phone numbers and date of birth, etc.
Here is the document for the State of California.
All states are predominantly the same, but some minor differences are there.
For subsidized children, centers also must maintain the vouchers and records as prescribed by the funding agency. For example, United Way asks them to maintain demographics data such as household income, race, number of people in household, parents’ marital status, and ethnicity.
In iCare such fields are called user-defined fields, UDFs. UDFs allow the user to customize the software and track any type of information they want.
Not only does iCare allow the centers to add any number of UDFs but also through notifications automate the process of forcing parents to complete the records themselves.
There is one more topic related to recordkeeping. The topic is change history or audit trail. In iCare a lot of change history is stored. Change history allows the user to recover from mistakes and watch for malpractice.
Change history tells us who did what when.
Example: A child was checked-in at 8:03 am from the Lobby by the parent. Attendance data will show that the child was checked-in at 8:03 am. The Audit Trail will show the parent's name, data source as Lobby, and time of recording as 8:03 am.
Another child came at 8:07 am but the parent did not check her in. At 9:00 am, using the attendance editing page, the teacher checked the child in for 8:07 am. For this case, the attendance data will show that the child checked in at 8:07 am. However, the Audit Trail will show the teacher's name, source as system entry, and the time of recording as 9:00 am.
Here are some of the things on which we keep change history:
- Original attendance records and their edits
- Original accounting transactions and their changes
- Family data
- Registration and enrollment data
- Meal records
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