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Administrative Matters

Insurance

An insurance policy must be maintained in full force and effect and must include comprehensive general liability coverage and personal injury coverage for employees and volunteers as well as motor vehicle coverage for all vehicles owned by the licensee.

Filing cabinet with drawers labelled general policies and procedures

REGULATION

Section 71 of Ontario Regulation 137/15 - General

Records re children

Up-to-date records must be kept at the premises where child care is provided of the following:

  • An application for enrolment signed by a parent of the child
  • Name, date of birth, and home address of each child
  • Names, home addresses, and telephone numbers of the parents of the child
  • Address and phone number of the parent of a child for emergencies
  • Names of persons to whom the child may be released
  • Date of admission of the child
  • Date of discharge of the child
  • The child’s previous history of communicable diseases, conditions requiring medical attention and, in the case of a child who is not in attendance at a school or private school within the meaning of the Education Act, immunization or any statement or required form completed by a parent or legally qualified medical practitioner as to why the child should not be immunized.
  • Any symptoms of ill health
  • A copy of any individualized plan
  • Written instructions signed by a parent of the child for any medical treatment or drug or medication that is to be administered during the hours the child receives care.
  • Written instructions signed by a parent of the child concerning any special requirements for diet, rest, or physical activity.
  • A copy of any written recommendation from a child’s physician regarding the placement of a child for sleep, where applicable.

A daily record of each child in attendance at the child care centre must be kept. The daily record must show the time of arrival and time of departure of each child and whether a child was absent.

Records must be kept for at least three years from the date the child is discharged.

Filing cabinet with drawer labelled children’s records

SAMPLE FORM

Attendance Log

REGULATION

Section 72 of Ontario Regulation 137/15 – General

Waiting Lists

Licensees are not permitted to charge or collect a fee or deposit for the placement of a child on a waiting list for admission to a child care centre or home child care agency.

Every licensee that establishes or maintains a waiting list must develop written policies and procedures that, explain how the licensee determines the order in which children are offered admission; and provide that the waiting list will be made available in a manner that maintains confidentiality of the children but that allows the position of a child to be known by the affected persons or families.

REGULATION

Section 75.1 of Ontario Regulation 137/15 - General