Texas Daycare Record Keeping Requirements

What Records HHSC Expects on Day One

Before your first enrolled child arrives, your home must have organized, accessible records that an HHSC CCR licensing analyst can review on demand. Chapter 747 Minimum Standards don't specify a particular filing system — binders, folders, or digital records are all acceptable — but every document must be retrievable during an unannounced inspection. "I have it somewhere on my laptop" doesn't count if you can't produce it in the room.

The records fall into three categories: child files, staff and caregiver files, and operational documentation.

Child Enrollment Files

Every child in your care needs an individual enrollment file containing:

• Completed admission form with the child's full legal name, date of birth, and date of enrollment
• Emergency contact information — with phone numbers kept current
• Authorization for emergency medical care — a signed form allowing you to seek emergency treatment if the parent is unreachable
• Immunization records — current documentation or a valid exemption affidavit under current Texas requirements
• Known allergies and medical conditions — including any medication information required by current HHSC rules
• Authorized pick-up list — names and identification requirements for every person permitted to pick up the child

These files must be established before the child's first day in care — not retroactively after the first week.

Staff and Caregiver Documentation

Your own caregiver file and the files of any employees, volunteers, or assistants need to include:

• Proof of age — minimum 18 for listed homes, 21 for registered and licensed primary caregivers
• High school diploma or GED — required for registered and licensed home operators
• Background check clearance — confirmation that the CBCU process is complete and the individual has been approved. This includes all household members aged 14 and older, regardless of whether they participate in the child care operation
• Training certificates — the pre-application orientation completion, current pediatric CPR and first aid certifications, and documentation of pre-service training hours (at least 8 of the 24 required hours before counting in the ratio)
• TB clearance — tuberculosis test results or a completed screening questionnaire for every adult who lives in the home or works with the children
• Form 2760 — Controlling Person disclosure for every individual who meets the controlling person definition

Operational Records

Beyond individual files, your operation needs ongoing documentation:

Daily attendance logs. Record the arrival and departure time of every child, every day. If you participate in the TWC subsidy program, families log attendance through KinderConnect — but you still need your own contemporaneous record.

Fire drill logs. Chapter 747 requires monthly fire drills. Each drill entry should include the date, time, number of children and staff who participated, the evacuation route used, and the total evacuation time. Keep these logs at the operation for at least three months from the date created unless another Chapter 747 period applies. SB 225's five-year lookback concerns HHSC's compliance-history evaluation, not a five-year fire-log retention rule.

Medication administration records. When medication is given, record it and make any required parent notification according to current Chapter 747 requirements. Keep the records available for inspection.

Incident and injury reports. Document required incidents and injuries according to current Chapter 747 requirements, including actions taken and parent notification when required.

Plan of Operation (Form 2948). This master document covers your daily schedule, meal plans, health policies, guidance and discipline procedures, and emergency preparedness plans. It's not a set-and-forget filing — update it whenever your operational policies change, and keep the current version on-site.

What Happens During an Inspection

When an HHSC licensing analyst arrives unannounced, one of the first things they do is sit at your kitchen table and ask to see files. They'll pull a random child's enrollment file and check for completeness. They'll ask to see your training certificates and background check documentation. They'll review your fire drill log and ask you to describe your last drill.

Disorganized or incomplete records are one of the most common deficiency citations. The fix is straightforward — it just requires discipline. Set up your filing system before you open, and build record updates into your daily closing routine.

If you want a structured template for organizing all required records in one system, the Texas Home Daycare Licensing Guide includes file checklists for child enrollment, staff documentation, and operational logs — organized around exactly what HHSC asks for during inspections.

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