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Schedule Number
SC6150
Primary Title
Childcare Services
Office of Primary Responsibility
UBCV: Child Care Services
UBCO: University Children’s Learning Centre
Description
Records documenting the delivery of childcare services at the university. Includes all policies and procedures required under the Child Care Licensing Regulations, childcare admissions process, waitlist forms, and programs including infant/toddler, 3-5, mixed age, occasional, and out of school care. Also includes individual child case files, withdrawal records, inspection reports and incident logs.
- Early Childhood educator certificates see HR4000-23: Human Resources – General – Personnel Files
- For records pertaining to emergency training and equipment see HR4000-23: Human Resources – General – Personnel Files
Vital: No
PIB: Yes
Authority: Child Care Licensing Regulation, section 60 (1, 5)
Date Approved: 20220922
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, Destruction & Disposition |
|
01 |
Policies and Procedures Safe release of children; Supervision of children; food and drink procedures. |
EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |
|
05 |
General |
EV+5Y, D EV=Date superseded or obsolete |
|
10 |
Admissions Includes waitlist, admissions roster. |
EV+1Y, D EV=Date child was admitted Note: Move admitted to roster; If a child was not admitted, destroy information according retention schedule |
|
Child Case Files Includes attendance records, care plans, withdrawal records etc. |
EV+5Y, D EV=Date child is no longer in childcare |
|
|
Daily Log Books For incidents use -30 below |
CY+5Y, D |
|
|
20 |
Committees Senior Supervisor and Manager’s meeting. |
CY+5Y, SR SR=UA will selectively retain records from this series |
|
Incidents Includes reports and bound incident logbooks. |
CY+19Y, D Retention note: retain incidents records and logbooks until children attending reach the age of majority or 19Y whichever is soonest. |
|
|
Inspections /Audits |
CY+5Y, SR SR=Final inspection / audit reports should be retained the remainder can be destroyed after duration of retention. |
|
|
Pedagogical Narrations Photos, stories, etc. |
CY+5Y, D EV=Date superseded or obsolete |
|
|
45 |
Issues |
CY+5Y, D |
|
60 |
Reports |
CY+5Y, SR SR=UA will selectively retain records from this series |
Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year