WHERE
Here are some places documents may be stored:
- In participant folders, locked in a filing cabinet – for items such as medical/special needs requests
- All together in one folder, for items such as annual enrollment paperwork
- In a binder in the kitchen for items such as the meal count or menus
ACTIVITY
Identify the 4 W's and 1 H
Read the following Corrective Action for an Enrollment finding. Then answer the practice quiz questions to identify the 4W’s and 1 H – Who, What, When, Where, and How.
Remember the noncompliance stated previously:
Failure to update enrollment records annually In response to this noncompliance, the facility developed the new policy below.
EXAMPLE POLICY:
Little Dino’s Day Care will implement Enrollment Policy 2020-1.
We will have annual enrollment records updated in September of each year. For new participants, the enrollment record will be completed before the new participant attends the center. Teachers will receive enrollment records monthly and ensure that the records are complete and include a date, a signature by a parent or legal guardian, the child’s normal days and hours of care, and the meals normally received while in care. Then the assistant director will review all enrollment records on file for each participant monthly to ensure that they are current (no older than 12 months), include a date, a signature by a parent or legal guardian, the child’s normal days and hours of care, and the meals normally received while in care. Finally, at the end of the month, the director reviews all the new participant enrollment records to verify that they are entered into the computer system and are filed in participants’ folders to submit to the sponsoring organization. Copies are also maintained in an annual enrollment folder at the facility.
The blank forms will be passed out September 1st and collected by September 15th and processed by September 25th. All corrections will be completed by September 30th.
This policy, Enrollment Policy 2020-1, will be implemented on July 15th, 2019. Staff will be trained on this policy on July 15th, 2019 and thereafter annually in July. New staff will be trained on this policy within 30 days of hire.