Topics Map > Staff Handbook > Admission & Fee Policies and Procedures

Information for Enrolled Children

Families enrolling their children at the UW Child Development Lab must complete and submit several required forms by the first day of attendance, including the child enrollment form, child information/intake form (for children under 2, updated every three months), child health history and emergency care plan, immunization record, and a child health report form signed by a physician. Children under 2 must have an initial health examination within six months before or three months after admission, with follow-up exams every six months, while those aged 2 and older must have an initial exam within the same timeframe and follow-ups every two years. Additional records include progress reports, goal-setting forms, and permission forms for field trips, all of which are kept confidential. Families are encouraged to participate in pre-enrollment visits and an open house to familiarize themselves with the program, staff, and daily routines. Individualized support is provided to help new children and families adjust smoothly to the environment.

4. INFORMATION FOR ENROLLED CHILDREN134

  1. Required Forms

The following forms must be on file for each child enrolled by the first day of attendance, unless otherwise indicated. Families are responsible for updating the forms whenever anything changes and at least once a year.

  1. Child enrollment form (part of an online form record).

This form contains the names the parents/guardians, emergency contact information, names of individuals that are authorized to serve as emergency contacts and alternative pick-ups, as well as emergency medical authorization, medical and dental providers, and preferred hospital.

  1. Child information/intake form for children under 2 years (part of an online form record).

This form must be updated every 3 months). This intake form for infants/toddlers must be kept in the classroom for easy reference.

  1. Child health history & emergency care plan (part of an online form record).

This form provides information related to the child’s physician, emergency medical facility, health, allergies, developmental history, and any special requirements and instructions.

  1. Immunization record (part of the hard copy file system). This form provides the dates immunizations received.
  2. Child health report form (signed by a physician, physician assistant or Health Check provider).
    • Each child under 2 years of age must have an initial health examination not more than 6 months prior to nor later than 3 months after being admitted to the center and have a follow- up health exam at least once every 6 months after admission.
    • Each child 2 years of age and older shall have an initial health examination not more than one year prior to nor later than 3 months after being admitted to the center, and a follow-up health examination at least once every 2 years after admission.
  1. Other forms and information kept in children’s records (as a part of a hard copy file system) are copies of progress reports/assessments, goal setting/conference forms, injury reports, current and past medical forms, other important health information, permission forms, and any other documentation pertaining to the individual child not covered by the digital files.135
  2. General Field Trip permissions are signed through our electronic enrollment systems, the program may ask for additional wavers for Field Trips as necessary.136
  1. Confidentiality of Records137

All staff members, student teachers, or researchers who have access to children's records are prohibited from discussing or disclosing personal information regarding the children or facts learned about children and their relatives. Families may request to see records and reports maintained on their child.

  1. Orienting New Children & Families to the CDL
  1. Pre-enrollment visits.

Families are welcome to visit the site one or two times before the child’s first day of attendance. Children will typically feel more secure about attending a new school if they have several opportunities to become familiar with the environment and understand what their daily routines will be like.

  1. A fall semester open house and new family orientation.

An open house is scheduled the first Tuesday of the new academic year. At this meeting staff provide information about the program and answer questions. Children have the opportunity to preview activities that will be available, meet classmates and locate their cubby spaces for personal belongings.

  1. Individualized attention.

Teachers and Administrators provide individualized attention to help new children and families acclimate to the school.


Keywords:
forms, required, confidentiality, orienting 
Doc ID:
143093
Owned by:
Katie M. in UW Child Development Lab
Created:
2024-10-16
Updated:
2024-10-22
Sites:
UW Child Development Lab