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PDFWAC 110-300-0455

Attendance records.

(1) An early learning provider may keep a child in care up to a maximum of ten hours each day. If needed, the maximum time may be extended based upon the parent or guardian's work, an agreed upon alternate schedule, or travel to and from the early learning program.
(2) An early learning provider must keep daily child attendance records, either in paper or electronic format, for each child (including the children of staff in the program). These records must be easily accessible and kept on-site or in the program's administrative office for department review. These records must clearly document:
(a) The name of the child;
(b) The date of care;
(c) Child arrival and departure times from the early learning program;
(d) Signature or electronic signature of parent, guardian or other authorized person at the time of arrival and departure; and
(e) A staff signature when a child leaves the early learning program to attend school or participate in off-site activities not offered by the early learning program.
(3) An early learning provider must keep daily staff attendance records for each center classroom or family home program. These attendance records must be on paper or in an electronic format and clearly document:
(a) The name of each staff member (including staff assigned to care for children with special needs and one-on-one care) and volunteers;
(b) The number of children in each classroom or family home program;
(c) The staff-to-child ratio;
(d) The date; and
(e) Start and end times of the assigned staff or volunteers.
(4) If the attendance records are kept electronically, the electronic system must:
(a) Record either an electronic signature, swipecard, personal identification number (PIN), biometric reader, or similar action by the parent or authorized person when signing the child in or out of care (or staff notation of who picked up or dropped off along with time in and out if authorized person does not have electronic signature, swipe card, PIN, biometric reader or similar action);
(b) Ensure the authenticity, confidentiality, integrity, security, accessibility, and protection against disproof of the electronic records;
(c) Be able to produce an authentic, verifiable and uniquely identified written record for each transaction;
(d) Be able to authenticate (prove the identity of) the sender of the record and ensure that the electronic record has not been altered;
(e) Be able to capture an electronic record for each transaction conducted;
(f) Be able to retain the electronic record in an accessible form for their legal minimum retention period;
(g) Be able to search and retrieve electronic records in the normal course of business; and
(h) Be able to perform in an accurate, reliable, and consistent manner in the normal course of business.
(5) Electronic attendance records must contain information necessary to reproduce the entire electronic record and associated signatures in a form that permits a person viewing or printing the entire electronic record to verify:
(a) The contents of the electronic record;
(b) The person signing the electronic record; and
(c) The date signatures were executed.
[WSR 18-15-001, recodified as § 110-300-0455, filed 7/5/18, effective 7/5/18. Statutory Authority: RCW 43.215.070, 43.215.201 and chapter 42.56 RCW. WSR 18-14-079, § 170-300-0455, filed 6/30/18, effective 8/1/19.]
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