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102 CMR: DEEC REGULATIONS REGARDING
PARENT INVOLVEMENT |
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7.04: PARENT INFORMATION, RIGHTS AND RESPONSIBILITIES
The licensee must appropriately involve parents of children in care
in visiting the program, meeting with the staff and receiving
reports of their children’s progress. The licensee shall accept and
implement parental suggestions, where appropriate. |
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(1) |
Meeting with Parents: |
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(a) |
In Group Day Care
Programs.
The licensee shall ensure that the administrator or his designee
shall meet with the parent(s) prior to admitting a child to the
program. The licensee shall provide the opportunity for the
parent(s) to visit the program’s classrooms at the time of the
meeting or prior to the enrollment of the child. |
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(b) |
In School Age
Programs.
The licensee shall provide the opportunity for the parent(s) and
child to visit the program and meet the staff before the child’s
enrollment. |
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(2) |
Parent
Information.
The licensee shall provide to the parents upon admission of their
child: |
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(a) |
the program’s
written statements of purpose, administrative organization and
services. |
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(b) |
the procedure for
parent conferences and reports. |
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(c) |
the procedures for
parent input. |
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(d) |
the policy for
parent visits. |
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(e) |
the behavior
management policy. |
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(f) |
the referral
services policy. |
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(g) |
the termination and
suspension policy. |
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(h) |
a list of the types
of nutritious foods that should be sent for snacks or meals. |
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(i) |
the
policy and procedures for identifying and reporting child abuse and
neglect. |
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(j) |
the
procedures for emergency health care and illness exclusion policy. |
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(k) |
the transportation
plan. |
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(l) |
upon request, a
copy of the full health care policy. |
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(m) |
the procedure for administration of medication. |
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(n) |
a copy of the fee
schedule. |
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(o) |
in group day care,
the procedures relating to children’s records. |
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(p) |
in school age child
care, the procedures for on-going parent communication. |
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(3) |
Parent Conferences. The licensee shall make the staff
available for individual conferences with parents at parental
request. |
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(4) |
Parent Visits.
The licensee shall permit and encourage unannounced visits by
parents to the program and their child’s room while their child is
present. |
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(5) |
Parent Input.
The licensee shall have a procedure for allowing parental input in
the development of program policy and programs. |
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(6) |
Reports to
Parents. The licensee shall periodically, but at least every
six (6) months, prepare a written progress report of the
participation of each child in the center’s program. This report
shall be maintained in the child’s record. The licensee shall
provide a copy of each report to the parent(s) or meet with them at
least every six (6) months to discuss their child’s activities and
participation in the center. In addition: |
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(a) |
for infants and
children with disabilities, the licensee shall complete a written
progress report of the child’s development every three (3) months,
and provide it to the parent(s); |
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(b) |
the licensee
shall bring special problems or significant developments,
particularly as they regard infants, to the parent’s attention as
soon as they arise. |
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(7) |
Notification
of Injury. The licensee shall inform parents immediately of any
injury which requires emergency care beyond minor first aid and
shall inform parents in writing of any first aid administered to
their child within 24 hours of the incident. |
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(8) |
Confidentiality
and Distribution of Records.
Information contained in a child’s record shall be privileged and
confidential. |
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(a) |
The licensee shall
not distribute or release information in a child’s record to anyone
not directly related to implementing the program plan for the child
without the written consent of the child’s parent(s). The licensee
shall notify the parent(s) if a child’s record is subpoenaed. |
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(b) |
The child’s
parent(s) shall, upon request, have access to his child’s record at
reasonable times. In no event shall such access be delayed more
than two business days after the initial request without the consent
of the child’s parent(s). Upon such request for access, the child’s
entire record shall be made available regardless of the physical
location of its parts. |
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(c) |
The licensee shall
establish procedures governing access to, duplication of, and
distribution of such information; and shall maintain a permanent,
written log in each child’s record indicating any time a child’s
record has been released. |
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1. |
Each time
information is released or distributed from a child’s record the
following information shall be recorded: the name, signature, and
position of the person releasing or distributing the information;
the date; the portions of the record which were distributed or
released; the purpose of such distribution or release; and the
signature of the person to whom the information is distributed or
released. |
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2. |
Such log shall be
made available only to the child’s parent(s) and program personnel
responsible for record maintenance. |
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(9) |
Amending the Child’s Record. |
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(a) |
A child’s parent(s)
shall have the right to add information, comments, data, or any
other relevant materials to the child’s record; |
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(b) |
A child’s parent(s)
shall have the right to request deletion or amendment of any
information contained in the child’s record. |
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1. |
If
the parent(s) is of the opinion that adding information is not
sufficient to explain, clarify, or correct objectionable material in
the child’s record, the parent shall have the right to have a
conference with the licensee to make his objections known. |
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2. |
The
licensee shall, within one week after the conference, render to the
parent(s) a decision in writing stating the reason or reasons for
the decision. If the decision is in favor of the parent(s), steps
shall be taken immediately to put the decision into effect. |
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(10) |
Transfer of Records.
When the child is no longer in care, upon written request of the
parent(s), the licensee shall transfer the child’s record to the
parent(s), or any other person the parent(s) identifies. |
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(11) |
Charge for Copies.
The licensee shall not charge an unreasonable fee for copies of any
information contained in the child’s record. |
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(12) |
Research and Experimentation: Unusual Treatment.
No licensee shall conduct research, experimentation, or unusual
treatment involving children without the written, informed consent
of the affected child’s parents or guardian, for each occurrence.
In programs where observations of children (by other than parents of
the children in the center) are common, a general parental consent
may be obtained in writing. Observation shall mean that there is no
interaction between the child and the observers and no
identification of the individual child. In no case shall the
licensee allow a child to be harmed during research, experimentation
or unusual treatment. Research and experimentation shall not mean
program evaluation or data collection for purposes of documenting
services of the program which do not identify individual children. |
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(13) |
Unauthorized Activities. The licensee shall not allow
children to participate in any activities
unrelated to the
direct care of children without the written, informed consent of the
parent(s) or guardian. “Activities” shall mean, but not be limited
to: |
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(a) |
fundraising, |
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(b) |
publicity,
including photographs and participation in the mass media.
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