"Guidelines for Developing Policies and Procedures for Licensed Child Care Centers (Rule 3 Programs)" - Minnesota

Guidelines for Developing Policies and Procedures for Licensed Child Care Centers (Rule 3 Programs) is a legal document that was released by the Minnesota Department of Human Services - a government authority operating within Minnesota.

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GUIDELINES FOR DEVELOPING POLICIES AND
PROCEDURES FOR LICENSED CHILD CARE CENTERS
(Rule 3 programs)
DHS Use Only
Program Name:
License Number
First Review:
Second Review:
Third Review:
Date of Final Approval of Policies:
This document is a guide to assist you with the development of policies and procedures required to operate a
licensed child care center. Each of the policies identified below is required to be an individual document, titled
in accordance with the titles identified in this document, and must contain all items specified.
Each policy must be complete and compliant with all requirements listed and must be submitted to the
Department of Human Services (DHS) – Division of Licensing before a license application will be processed.
Use the check box ( ) by each item to verify that all required content has been included.
Applicant has included:
Policies and procedures required for staff
Policy information you are required to provide to parents of children served by your program
Program administration records you will be required to maintain onsite once your program is
licensed and operating
Please note that some information is required to be in both the policies and procedures for staff as well as the
policy information for parents, therefore it will appear more than once in this document. If an item is required in
both, it must be included in both.
Policies and procedures are indexed with a table of contents or another approved method.
Indexed Policies: Policies and procedures must be indexed with a table of contents or another method
approved by the commissioner. The table of contents needs to identify each individual section by policy title
and identify the corresponding page numbers where each section starts. An example of an acceptable
alternative to a table of contents would be the use of visible tabs and dividers for each section, identifying each
individual section by policy title.
[Minnesota Statutes, section 245A.04, subdivision
14]
POLICIES AND PROCEDURES FOR STAFF
Accessibility to staff:
Policies and procedures must be onsite and readily accessible to staff at all times.
Training of Staff:
The applicant or license holder must provide training to program staff related to their duties in
implementing the program’s policies and procedures, and document the training in personnel records.
Implementation of Policies and Procedures
: The license holder is responsible to monitor implementation of
the program’s policies and procedures.
Page 1
MN Dept. of Human Services
Division of Licensing
April 2019
GUIDELINES FOR DEVELOPING POLICIES AND
PROCEDURES FOR LICENSED CHILD CARE CENTERS
(Rule 3 programs)
DHS Use Only
Program Name:
License Number
First Review:
Second Review:
Third Review:
Date of Final Approval of Policies:
This document is a guide to assist you with the development of policies and procedures required to operate a
licensed child care center. Each of the policies identified below is required to be an individual document, titled
in accordance with the titles identified in this document, and must contain all items specified.
Each policy must be complete and compliant with all requirements listed and must be submitted to the
Department of Human Services (DHS) – Division of Licensing before a license application will be processed.
Use the check box ( ) by each item to verify that all required content has been included.
Applicant has included:
Policies and procedures required for staff
Policy information you are required to provide to parents of children served by your program
Program administration records you will be required to maintain onsite once your program is
licensed and operating
Please note that some information is required to be in both the policies and procedures for staff as well as the
policy information for parents, therefore it will appear more than once in this document. If an item is required in
both, it must be included in both.
Policies and procedures are indexed with a table of contents or another approved method.
Indexed Policies: Policies and procedures must be indexed with a table of contents or another method
approved by the commissioner. The table of contents needs to identify each individual section by policy title
and identify the corresponding page numbers where each section starts. An example of an acceptable
alternative to a table of contents would be the use of visible tabs and dividers for each section, identifying each
individual section by policy title.
[Minnesota Statutes, section 245A.04, subdivision
14]
POLICIES AND PROCEDURES FOR STAFF
Accessibility to staff:
Policies and procedures must be onsite and readily accessible to staff at all times.
Training of Staff:
The applicant or license holder must provide training to program staff related to their duties in
implementing the program’s policies and procedures, and document the training in personnel records.
Implementation of Policies and Procedures
: The license holder is responsible to monitor implementation of
the program’s policies and procedures.
Page 1
MN Dept. of Human Services
Division of Licensing
April 2019
I.I.
BEHAVIOR GUIDANCE POLICIES AND PROCEDURES
– requirements found in
Minnesota Rules, part
9503.0055,
subparts 1 through 6.
General Requirements-
9503.0055, subpart 1-The written behavior guidance policies and procedures
must include all of the following statements identified below and the license holder must see that the policies
and procedures are carried out.
A. Ensure that each child is provided with a positive model of acceptable behavior;
B. Be tailored to the developmental level of the children that the center is licensed to serve;
C. Redirect children and groups away from problems toward constructive activity in order to reduce
conflict;
D. Teach children how to use acceptable alternatives to problem behavior in order to reduce conflict;
E. Protect the safety of children and staff persons; and
F. Provide immediate and directly related consequences for a child’s unacceptable behavior.
Comments: ________________________________________________________________________________________
__________________________________________________________________________________________________
Persistent Unacceptable Behavior
- 9503.0055, subpart 2- The written procedures for dealing with
persistent unacceptable behavior must include the following:
A. Procedures for staff observation and recording of the child’s unacceptable behavior and staff
response to the behavior; and
B. Procedures for developing a plan to address the behavior documented in item A in consultation
with the child’s parent and with other staff persons and professionals when appropriate.
Comments: ________________________________________________________________________________________
__________________________________________________________________________________________________
Prohibited Actions-
9503.0055, subpart 3-The policy must prohibit the following actions by or at the
direction of a staff person:
A. Subjection of a child to corporal punishment, which includes but is not limited to:
Rough handling
Kicking
Shoving
Biting
Hair pulling
Pinching
Ear pulling
Hitting
Shaking
Spanking
Slapping
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MN Dept. of Human Services
Division of Licensing
April 2019
B. Subjection of a child to emotional stress, which includes but is not limited to:
Name calling
Ostracism
Shaming
Making derogatory remarks about a child or the child’s family
Using language that threatens, humiliates, or frightens the child
C. Separation of a child from the group except within rule requirements.
D. Punishments for lapses in toileting.
E. Withholding food, light, warmth, clothing, or medical care as a punishment for unacceptable
behavior.
F. The use of physical restraint other than to physically hold a child where containment is necessary to
protect a child or others from harm.
G. The use of mechanical restraints, such as tying.
Comments: ________________________________________________________________________________________
__________________________________________________________________________________________________
Separation from the Group-
9503.0055, subpart 4-No child may be separated from the group unless the
following has occurred:
A. Less intrusive methods of guiding the child’s behavior have been tried and were ineffective.
B. The child’s behavior threatens the well-being of the child or other children in the program.
C. A child who requires separation from the group must:
1) Remain within an unenclosed part of the classroom where the child can be continuously
seen and heard by a program staff person;
2) The child’s return to the group must be contingent on the child’s stopping or bringing under
control the behavior that precipitated the separation; and
3) The child must be returned to the group as soon as the behavior that precipitated the
separation abates or stops.
D. Children between the ages of six weeks and 16 months must not be separated from the group as a
means of behavior guidance.
Comments: ________________________________________________________________________________________
__________________________________________________________________________________________________
Page 3
MN Dept. of Human Services
Division of Licensing
April 2019
Separation Report-
9503.0055, subpart 5- In addition to your written policy, it is recommended that you
use the form titled:
Separation report
All separations from the group must be noted on a daily log that must include items A-F:
A. The child’s name;
B. The staff person’s name;
C. Time;
D. Date;
E. Information indicating what less intrusive methods were used to guide the child’s behavior;
F. How the child’s behavior continued to threaten the well-being of the child or other children
in care;
G. If a child separated from the group three or more times in one day, the child’s parent shall be
notified and the parent notification shall be indicated on the daily log; and
H. If a child is separated five or more times in one week, eight times or more in two weeks, the
procedures in for Persistent Unacceptable Behavior must be followed.
Comments: ________________________________________________________________________________________
_________________________________________________________________________________________________
Behavior Guidance Policies and Procedures are complete and contain all required content as specified above.
Licensor’s initials _____________ Date ______________
II. EMERGENCY AND ACCIDENT POLICIES AND RECORDS
– requirements found in
Minnesota Rules, part
9503.0110, subparts 1, 2, and
3. Minnesota Statutes, Section 245A.41
9503.0110, subpart 3. Policy content. Written policies must contain:
A. Procedures for administering first aid which includes a description of how the license holder will
ensure all teachers and assistant teachers are trained in pediatric first aid and infant and child CPR
within 90 days of the start of work. At a minimum for initial licensure, there must be an individual
trained in pediatric first aid and infant and child CPR present in the facility during all hours of operation
as well as on field trips and when transporting children, but within 90 days of initial licensure, all
teachers and assistant teachers must be trained.
B. Safety rules to follow in avoiding each of the following:
Injuries
Poisoning
Burns
Choking
Suffocation
Traffic accidents
Pedestrian accidents
Comments: ________________________________________________________________________________________
__________________________________________________________________________________________________
Page 4
MN Dept. of Human Services
Division of Licensing
April 2019
C. A statement that the program will conduct a daily inspection of potential hazards in the
center and on the outdoor activity area.
D. Procedures for fire prevention and procedures for staff to follow in the event of a fire. Fire
procedures must:
1. Mandate monthly fire drills and a log of dates and times showing that the fire drills were
held;
2. Identify the following information which must also be posted within the center:
Primary and secondary exits, (submit a map of your facility’s floor plan showing
designated primary and secondary fire exits, and evacuation routes)
Building evacuation routes,
The telephone number of the fire department, and
Which staff persons are responsible for the evacuation of children in all areas of the center
3. Contain instructions on how to use a fire extinguisher and how to close off a fire area; and
4. Provide for the training of staff persons to carry out the fire procedures.
Comments: ________________________________________________________________________________________
_________________________________________________________________________________________________
E. Procedures to follow that include the location of an emergency shelter in the event of:
1. Blizzard
2. Tornado (identify the designated tornado shelter area on the same map of your facility’s
floor plan showing designated primary and secondary fire exits, and evacuation routes)
Note: These procedures must include monthly tornado drills from April to September
and a log of times and dates showing that the drills were held.
3. Other natural disaster
Comments: ________________________________________________________________________________________
__________________________________________________________________________________________________
F. Procedures to follow when a child is missing;
G. Procedures to follow if:
1. An unauthorized person attempts to pick up a child;
2. A person who is incapacitated attempts to pick up a child;
3. A person who is suspected of abuse attempts to pick up a child; and
4. No one comes to pick up a child.
Page 5
MN Dept. of Human Services
Division of Licensing
April 2019