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RECMGMT-L  September 2003

RECMGMT-L September 2003

Subject:

Re: Question regarding records management for a youth organization

From:

Jim Mullen <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Mon, 15 Sep 2003 09:14:40 -0700

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (111 lines)

Ms. Hartlen,

Programs throughout the Oregon University System have a youth program
element in campus activities.  4-H is such a program.  Below I've
included a couple of series that deal with youth programs from our
general schedule.

Jim


Child and Youth Program Participant Records
OAR 166-475-0075(5)
This series documents the participation of children and youth in
programs sponsored by the institution, including 4-H programs. The
series may include but is not limited to: applications; enrollment
records; progress reports and assessments; immunization records;
parental consent forms; activity records; lists of attendees; and
related correspondence.

Retention:

Record copy: 3 years

Other copies: 2 years

NOTE: Information may be exempt from public disclosure per ORS
192.501(1) and (3). ORS 192.502(2).

-----------------------------------------------------

Child Care Facility Client Records
OAR 166-475-0075(6)
This series provides a record of enrollment, admission, attendance, and
activities of children at child care facilities operated by OUS
institutions and documents compliance with applicable state agency
requirements. Records may include but are not limited to applications
for admission; emergency notification forms; attendance records
including sign-in sheets; authorizations to administer medications;
records documenting permission to obtain emergency medical treatment;
records documenting permission to participate in field trips or other
activities; immunization records; learning and motor skills assessments;
and release forms. The series may also include a record of suspected or
reported child abuse and accident reporting including narratives, notes,
record of contact with state Child and Family Services representatives
and law enforcement officials; records verifying staff training in child
abuse recognition; and accident reporting forms.

Retention:
Record Copy (Child Care Center): 2 years after participant leaves
program

NOTE 1: Portions may be exempt from public disclosure per ORS
192.502(2).
NOTE 2: Complies with Oregon Child Care Division (OCCD) and Child and
Family Services (CFS)  requirements.
NOTE 3: OCCD requires that records be kept in paper format

--------------------------------------------------------------------------------
Child Care Facility Food/Nutrition Service Program Records
OAR 166-475-0075(7)
Records document the administration of child care food programs which
provide meals to children at institution child care facilities operated
by OUS institutions. Typically, application is made annually to the U.S.
Department of Agriculture for assistance in running food service
programs. Records may include but are not limited to meal production
records, menus, and attendance forms; applicants income statements;
enrollment rosters; operational reports; nutrition program reviews; food
supply inventories; sanitation inspection reports; and related
documentation and correspondence.

Retention:
Record Copy (Child Care Center): 4 years

NOTE 1: Complies with 7 CFR 210 and 225 (U.S. Department of
Agriculture)
NOTE 2: For grant fiscal records, see Grant and Contracts Accounting
Records in the Grants and Research section.


--------------------------------------------------------------------------------
Child Care Facility License Records
OAR 166-475-0075(8)
Records document the licensing of school child care facilities by the
Oregon Child Care Division or other licensing agencies. Records may
include but are not limited to sanitation inspections, fire safety
reports, fire and other emergency drill records, staff development and
training records, staff criminal history checks, staff qualification
forms, time sheets, staff first aid cards, staff driving records, staff
orientation records, official license, Child Care Division inspection
reports and certification and related correspondence.

Retention:
Record Copy (Child Care Center):
(a) Time sheets 4 years
(b) Staff first aid cards, licenses, certifications, and inspections, 2
years after superseded, expiration, or obsolete
(c) All other records, 2 years

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Jim Mullen, Records Manager
Oregon University System
P.O. Box 488
Corvallis, OR  97331-0488
(541)737-8325
Fax (541)737-9539
www.ous.edu/archives/RMS.htm
[log in to unmask]
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

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