Parent Information

          Chapter28A Section 10 and subsequent amendments to the General laws of the Commonwealth of Massachusetts mandates to the Office of Child Care Services the legal responsibility of promulgating and enforcing rules and regulations governing the operation of child day care centers (including nursery schools), and school age child care programs. 

          These regulations, 102 CMR 7.00, establish minimum standards for operation of group day care and school age child care programs in the Commonwealth. The regulations require certain things of licenses (child care program owner) in regard to their work with parents. A summary of the required parent information, rights and responsibilities follows. 

Parental Input
          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 program must have a procedure for allowing you to give input and make suggestions, but it is up to the program to decide whether or not they will be implemented.

Meeting with Parents
          In group day care programs, the licensee shall assure that the administrator or their designee meets with the parent(s) prior to admitting a child to the program. The parents shall have an opportunity to visit the program’s classrooms at the time of meeting or prior to the enrollment of the child. In school age programs, the licensee shall provide an opportunity for the parent(s) and child to visit the program and meet the staff before the child’s enrollment.

Parent Information
          The licensee must provide to the parents upon admission of their child the program’s written statement of purpose, including the program philosophy, goals and objectives, and the characteristics of children served; information on the administrative organization of the program, including lines of authority and supervision; the program’s behavior management policy; the program’s plan for referring parents to appropriate social, mental health, education and medical services for children; the termination and suspension policy; a list of nutritious foods to be sent for snacks or meals; the program’s policy and procedures for identifying and reporting suspected child abuse or neglect; the procedures for emergency health care and the illness exclusion policy; the program’s transportation plan; the procedure for administration of medication, and upon request, a copy of the complete health care policy; a copy of the fee schedule, and in school age child care, the procedures for on-going parent communication. All of this information may be contained in a “Parent Handbook”.

Parent Conference
          The licensee must make staff available for individual conferences with parents at your request.

Progress reports
          At least every six (6) months the licensee should meet with you to discuss your child’s activities and participation in the program. The licensee will prepare a written progress report for your child, will provide a copy to you, and will maintain a copy of the report in your child’s file. If your child is an infant or child with disabilities, you should receive a written progress report at least every three (3) months. Program staff must bring special problems or significant developments, particularly if the regard to infants, to your attention as soon as they arise.

Parent Visits
          You have the right to visit the center and your child’s room as any time while your child is present. 

Children’s Records
          Information contained in a child’s record is privileged and confidential. Program staff may not distribute or release information on a child’s record to anyone not directly related to implementing the program for the child without your written consent. You must be notified if your child’s record is subpoenaed.

Access to Your Child’s Record
          You are entitles to have access to your child’s record at reasonable times upon request. You must have access to the record within two (2) business days of your request unless you consent to a longer time period. You must be allowed to view your child’s record even if it is maintained in more than one location. The center must have procedures governing access to, duplication of, and dissemination of children’s records, and must maintain a permanent written log in each child’s record which identifies anyone who has had access to the record or who has received any information from the record. This log is available only to you and the people responsible for maintaining the center’s records.

Amending Your Child’s Record
          You have the right to add information, comments, data, or any other relevant materials to the child’s record. You also have the right to request deletion or amendment of any information contained in your child’s record. If you believe that adding information is not sufficient to explain, clarify or correct objectionable material in your child’s record, you have the right to a conference with the director to make your objections known. If you have a conference with the director, the director must inform in writing within one week of the decision regarding your objections. If the director decided in your favor, they must immediately take the steps necessary to put the decision into effect.

Transfer of Records
          When a child is no longer in care, the director may give your child’s record to any other person whom you identify, upon your written request.

Charge for Copies
          The director shall not charge an unreasonable fee for copies and any information contained in your child’s record.

Program Responsibilities

Providing Information to the Office of Child Care Services
          The director must available any information requested by the office to determine compliance with any office regulations governing the program, by providing access to its facilities, records, staff and references.

Reporting Abuse of Neglect
          All center staff members are mandated reporters. They are required by law to report suspected abuse and neglect to either the Department of Social Services or the licensee’s program administrator. The licensee must have written policies and procedures for reporting and must provide written policy to you upon enrollment.

Notification of Injury
          The director (or a designee) must notify you immediately of any injury which requires emergency care. The director (or a designee) must also notify you, in writing, within 24 hours, if any first aid is administered to your child.

Availability of OCCS Regulations
          The program must maintain a copy of the regulations, 102 CMR 7.00: Standards for the Licensure of Approval of Group Day Care and School Age Child Care Programs, on the premises of the center and must make them available to any person upon request. If you have a question about any of the regulations, ask the Center to show them to you.