This comprehensive record covers a number of compliance requirements and most importantly, in light of the forthcoming General Data Protection Regulation [GDPR] due to come into effect in May 2018, includes a statement regarding data protection and seeks the relevant permissions from parents/guardians regarding the keeping of data.
It is very important to have a robust system in place as the GDPR gives the data protection authorities greater powers in tackling non-compliance which can include fines of up to €20,000,000 or 4% of turnover, whichever is the greater.
TIPS FOR COMPLETING THE FORM
- Ensure this form is completed using pen, not pencil
- All areas of the form should be completed and checked when the form is returned by the parent/guardian
- It is advised that the vaccinations list is supported by a copy of the child’s vaccination record from their GP/Clinic
- If the child has an additional need, an allergy or a medical condition the parents may need to complete a care plan separately which will be held on the child’s file
- In relation to data protection if the child’s record needs to be shared beyond the list of parties listed on the form specific signed permissions should be sought separately and attached to the record.
- If information relating to a child changes (such as an allergy diagnosis) ensure that this is updated on the Child Registration Record
- Child Registration forms should be held under lock and key and should only be accessible to authorised persons
- If this information is held electronically separate permissions should be given.
- Information held electronically should be held on a secure server and should be password controlled.
