Records shall be maintained as required by law.
Retention Periods Relevant to KACL Clients
Day
Nurseries Act
47. (1) Every operator of a
private-home day care agency shall ensure that there are written policies and
procedures with respect to discipline, punishment and any isolation measures to
be used in locations where private-home day care is provided by the
operator. O. Reg. 677/94, s. 3.
(2) The operator shall review
the policies and procedures at least annually. O. Reg. 677/94,
s. 3.
(3) The operator shall ensure
that the policies and procedures are reviewed,
(a) with each person in charge of a location where
private-home day care is provided by the operator before any child is placed at
that location and at least annually afterwards; and
(b) with persons described in subsection (4) who will be
providing care or guidance at a location where private-home day care is
provided by the operator before they begin providing that care or guidance and
at least annually afterwards. O. Reg. 677/94, s. 3.
(4) The persons referred to in
clause (3) (b) are volunteers, students and persons ordinarily resident
at, or regularly on the premises of, the location where private-home day care
is provided. O. Reg. 677/94, s. 3.
47.1 (1) The
policies and procedures required under section 46 or 47 must set out what
practices are permitted and what practices are prohibited. O. Reg.
677/94, s. 3.
(2) The policies and
procedures must set out measures to deal with,
(a) a contravention of the policies and procedures; and
(b) the commission of anything that, under section 45, the
operator must not permit or is prohibited from doing. O. Reg.
677/94, s. 3.
47.2 (1) Every
operator shall ensure that a record is kept with the date of each review of the
policies and procedures required under section 46 or 47. O. Reg.
677/94, s. 3.
(2) The operator shall ensure
that each entry is signed by the person who made the review, or in the case of
a review made by an operator that is a corporation, by an officer or employee
of the corporation who had knowledge of the review. O. Reg. 677/94,
s. 3.
(3) The operator shall ensure
that each entry in the record is retained for at least two years after the
entry is made. O. Reg. 677/94, s. 3.
47.3 (1) Every
operator of a day nursery shall ensure that there is a written procedure for
monitoring the behaviour management practices of employees and volunteers or
students who provide care or guidance at the day nursery. O. Reg.
677/94, s. 3.
(2) Every operator of a
private-home day care agency shall ensure that there is a written procedure for
monitoring the behaviour management practices of,
(a) each person in charge of a location where private-home
day care is provided by the operator; and
(b) persons described in subsection 47 (4) who will be
providing care or guidance at a location where private-home day care is
provided by the operator. O. Reg. 677/94, s. 3.
(3) Every operator shall
ensure that a record is kept of the monitoring that is done under the procedure
required under this section and that each entry in the record is retained for
at least two years after the entry is made. O. Reg. 677/94,
s. 3.
48. (1) Every
operator shall ensure that up-to-date records that are available for inspection
by a program adviser at all times are kept on the premises of a day nursery or
private-home day care agency operated by the operator that include in respect
of each child enrolled,
(a) an application, in a form provided by the Minister, for
enrolment signed by a parent of the child;
(b) the name, date of birth and home address of the child;
(c) the names, home addresses and telephone numbers of the
parents of the child;
(d) the address and telephone number at which a parent of the
child or other person can be reached in case of an emergency during the hours
when the child is receiving care;
(e) the names of persons to whom the child may be released;
(f) the name, address and telephone number of the child’s
family physician;
(g) the name and number shown on the child’s health insurance
identification card;
(h) the date of admission of the child;
(i) the date of discharge of the child;
(j) 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 within the meaning of the Education Act,
immunization or any statement from a parent or legally qualified medical
practitioner as to why the child should not be immunized;
(k) any symptoms indicative of ill health;
(l) 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 is receiving care; and
(m) written instructions signed by a parent of the child
concerning any special requirements in respect of diet, rest or exercise.
R.R.O. 1990, Reg. 262, s. 48 (1); O. Reg. 17/94, s. 3.
(2) Every operator shall ensure
that a record is kept of the daily attendance of each child enrolled in each
day nursery operated by the operator and in each location where private-home
day care is provided by the operator. R.R.O. 1990, Reg. 262,
s. 48 (2).
(3) In the case of a day
nursery, the daily attendance record referred to in subsection (2) shall show
the arrival and departure of each child or if a child is absent. R.R.O.
1990, Reg. 262, s. 48 (3).
(4) Every operator shall ensure
that up-to-date records are kept in respect of each handicapped child who is
enrolled in a day nursery operated by the operator or a location where
private-home day care is provided by the operator and who is funded under the
Act or under the Developmental Services Act, that include,
(a) where applicable, consent forms signed by a parent of the
child allowing participation of the child in any special programs or services;
(b) a record of all referrals with respect to the child;
(c) a record of all home visits to the child by staff of the
day nursery or the private-home day care agency; and
(d) a summary of any assessments carried out on the child
together with the date of the assessment. R.R.O. 1990, Reg. 262,
s. 48 (4); O. Reg. 435/01, s. 3.
(5) Every
operator shall ensure that the records required to be maintained under this
section with respect to a child are retained for at least two years after the
discharge of the child. R.R.O. 1990, Reg. 262, s. 48 (5).
Developmental
Services Act
“facility”
means any place designated by the regulations in which assistance and services
or either of them are provided for persons with a developmental disability;
Developmental Services Act Regulations RRO 1990 272
“group home” means a home providing staff-supported residential accommodation in a group setting for persons with a developmental disability, other than a facility listed in Schedule 1;
13.2 (1) The board or, where there is no board,
the owner of each group home shall keep a written record for each resident and
shall retain the record for at least 20 years after the date of the last entry
with respect to the resident in the record or, if the resident dies, for at
least five years after the date of death of the resident. O. Reg.
434/01, s. 9.
(2) The record shall set out in respect of
each resident,
(a) his or her name, age and gender;
(b) his or her address prior to admission to the group home;
(c) the names, addresses and occupations of his or her
parents or guardians;
(d) his or her personal and family history;
(e) the date and circumstances of his or her admission to the
group home;
(f) the terms of payment for his or her care and support;
(g) a record of all medical, psychological and other similar
examinations of the resident, together with the findings and recommendations;
(h) an account of any matter or history that might affect the
resident;
(i) the date and circumstances of his or her discharge from
the group home; and
(j) the name and address of any person having charge of the
resident at the time of his or her discharge and the relationship between
them. O. Reg. 434/01, s. 9.
Note: Charlie McLeod Group Home Closed 1987, Pine Portage Group Home Closed 1990