The Day Care Setting Regulations (Northern Ireland) 2007

Regulation 19(2)

SCHEDULE 5 OTHER RECORDS TO BE KEPT IN A DAY CARE SETTING

1.  A copy of the statement of purpose.

2.  A copy of the service user’s guide.

3.  A record of all accounts relating to the day care setting.

4.  A copy of all inspection reports.

5.  A copy of any report made under regulation 28(4)(c) and a copy of any written record or report made under regulation 29.

6.  A record of all persons employed in the day care setting, including in respect of each person so employed—

(a) his full name, address, date of birth, qualifications, experience and if applicable, confirmation of his registration status with an appropriate professional regulatory body;

(b) a copy of his birth certificate and passport (if any);

(c) a copy of each reference obtained in respect of him;

(d) the dates on which he commences and ceases to be so employed;

(e) the position he holds in the day care setting, the work that he performs and the number of hours for which he is employed each week;

(f) correspondence, reports, records of disciplinary action and any other records in relation to his employment including the recruitment process under which he was appointed;

(g) the training and development activities completed by him.

7.  A copy of the duty roster of persons working in the day care setting, and a record of whether the roster was actually worked.

8.  Where applicable, a record of the day care setting’s charges to service users, including any extra amounts payable for additional services not covered by those charges, and the amounts paid by or in respect of each service user.

9.  A record of all complaints made by service users or representatives or relatives of service users or by persons working in the day care setting about the operation of the day care setting, and the action taken by the registered person in respect of any such complaint.

10.  A record of any of the following events that occur in the day care setting—

(a) any accident;

(b) any incident which is detrimental to the health or welfare of a service user, including the outbreak of infectious disease in the day care setting;

(c) any injury or serious illness;

(d) any fire;

(e) except where a record to which paragraph 12 refers is to be made, any occasion on which the fire alarm equipment is operated;

(f) any theft or burglary.

11.  Records of the food provided for service users in sufficient detail to enable any person inspecting the record to determine whether the diet is satisfactory, in relation to nutrition and otherwise, and of any special diets prepared for individual service users.

12.  A record of every fire practice, drill or test of fire equipment (including fire alarm equipment) conducted in the day care setting and of any action taken to remedy defects in the fire equipment.

13.  A statement of the procedure to be followed in the event of a fire, or where a fire alarm is activated.

14.  A statement of the procedure to be followed in the event of accidents or in the event of a service user becoming missing.

15.  A record of charges made to service users for transport and the amounts paid by or in respect of each service user.

16.  A record of the programme of events and activities that includes the name of the person leading the activity and the names of those who participated.

17.  A record of all staff meetings held and the names of all those attending.

18.  A record of training undertaken as referred to in regulation 20(1)(c)(i).

19.  A record of all visitors to the day care setting, including the names of all visitors.