Early Childhood Services Quality Assurance 620-01-20-20

(Revised 1/1/14 ML #3393)

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The Department of Human Services is committed to assuring quality throughout the licensing process.

 

The authorized agent is responsible for maintaining the licensing file, and for submitting copies of required documentation to the regional office.

 

The central office shall perform random file reviews on an annual basis in each region to assure that the regional office files contain necessary documentation.

  1. The ECS Administrator shall randomly select at least one file for every fifty early childhood services files in the region.
  2. The ECS Administrator will notify the regional supervisor of the date for the file review and of the files to be reviewed.
  3. On the day of the file review, the ECS Administrator shall review each file with the Regional Supervisor, verifying documentation of compliance on the SFN 116.
  4. File review documentation shall be kept as a record by the central office.

 

The regional office shall perform random provider reviews on an annual basis with the authorized agent. These reviews may take place during relicensing visits or drop-in visits.

  1. The regional supervisor shall select at least one provider for every fifty providers in a region to review annually.
  2. The regional supervisor shall notify the authorized agent of the selected provider and will schedule the unannounced visit or relicensing visit with the authorized agent.
  3. Prior to the visit, the regional supervisor shall review the provider file and shall verify documentation of compliance on SFN 116 for the items that may be verified in the file. At the time of the visit, the regional supervisor shall observe the licensing processes and shall document outcomes of remaining items on the SFN 116.

 

Required documentation for provider files:

  1. Licensing checklists
  2. SFN 1276 Early Childhood Services Review Forms
  3. Map of indoor space and outdoor space
  4. SFN 508 forms and documentation of appropriate completed background checks
  5. Copies of CPR and First Aid certification cards
  6. Training transcripts, certificates, or SFN 343
  7. Pet vaccination records
  8. Qualifications of provider and staff, if applicable
  9. Fire and health inspections if applicable