TX HHS Form 2947. Child Care Center Personnel Information Record

Form 2947 is an official personnel record used by licensed child care centers in Texas to document employee information, background checks, training, and orientation required under state child care licensing rules. The form centralizes key compliance data for each staff member and helps child care centers demonstrate that employees meet minimum standards before and during employment.

Purpose of Form 2947

The primary purpose of Form 2947 is to simplify and standardize how child care centers maintain personnel records required by Child Care Licensing. By using this form, providers can show that staff members have completed required screenings, training, and orientation activities necessary to work in a regulated child care environment.

While providers are allowed to use their own internal forms, Form 2947 is designed to fully satisfy the documentation requirements of Texas Administrative Code §746.901.

When This Form Is Required

Form 2947 must be completed when a new employee is hired at a licensed child care center. It is also used to update personnel records when required training or credentials change.

The form is generally required:

• At the time of hire for all child care center employees
• Before staff are counted in child-to-caregiver ratios
• When licensing inspectors review personnel files

The form is not required for individuals who are not employed by the center or who do not fall under licensing personnel record requirements.

Who Must Complete the Form

The employee completes most sections of Form 2947, providing personal information and acknowledging completed training. The employee must sign the form after all applicable requirements are met.

Center management or designated trainers complete and verify orientation and training-related sections and maintain the form in the employee’s personnel file.

Explanation of Each Key Section

Section 1 – Employee Information

This section collects identifying and employment-related information, including name, contact details, date of birth, address, employment start date, education history, and required screening dates such as FBI fingerprint checks and tuberculosis testing. It also tracks First Aid and CPR training expiration dates.

Section 2 – Pre-Service Training (Caregivers)

This section documents whether the employee has prior child care experience or has completed required pre-service training. For caregivers without prior experience, the form confirms completion of required training topics before being counted in caregiver ratios.

Additional training is documented for employees working with children under 24 months of age, including safe sleep practices, shaken baby syndrome prevention, and early brain development.

Section 3 – Employee and Volunteer Orientation

This section confirms that the employee has received orientation on minimum standards, operational policies, child maltreatment reporting, emergency procedures, medication administration, food allergy response, building safety, hazardous materials, and transportation precautions.

Both the employee and trainer sign this section to verify completion.

Section 4 – Attached Documents

This section lists supporting documents that must be attached to the personnel record, such as identification, affidavits, training records, and educational documentation.

Practical Tips for Completing Form 2947

• Ensure all dates are complete and legible, especially training expiration dates.
• Attach required documents before filing the form.
• Do not count caregivers in ratios until required training is documented.
• Update the form when certifications are renewed.
• Store the form securely in the employee’s personnel file.

Common Mistakes to Avoid

• Missing employee or trainer signatures
• Failing to document pre-service training properly
• Outdated CPR or First Aid certification dates
• Missing required attachments such as Form 2985
• Counting staff in ratios before training is complete

Legal and Regulatory Context

Form 2947 supports compliance with Texas Administrative Code §746.901, which requires licensed child care centers to maintain complete and accurate personnel records. These records help ensure staff are properly trained, screened, and prepared to care for children safely.

Incomplete or missing personnel records may result in licensing deficiencies, corrective actions, or enforcement measures during inspections.

Real-Life Examples of Use

• A newly hired caregiver completes Form 2947 before starting classroom duties.
• A licensing inspector reviews personnel files during a routine inspection.
• A center updates training expiration dates after staff renew CPR certification.

Documents Commonly Attached to This Form

• Photo identification
• Driver’s license (for staff transporting children)
• Form 2985 – Affidavit for Applicants for Employment
• Form 7250 – Staff Training Record
• Educational credentials
• Privacy statement acknowledgment

Frequently Asked Questions

Is Form 2947 required for every employee?

Yes, it is required for staff subject to personnel record rules.

Can a center use its own form instead?

Yes, if it meets all regulatory requirements.

When must pre-service training be completed?

Before the employee is counted in caregiver ratios.

Does this form replace training certificates?

No, certificates must still be retained as attachments.

Who signs the orientation section?

Both the employee and the trainer.

Is this form reviewed during inspections?

Yes, licensing staff routinely review personnel records.

Related Forms

• Form 2985 – Affidavit for Applicants for Employment
• Form 7250 – Staff Training Record
• Child Care Center Operational Policies
• Employee Privacy Statement

Form Details

• Form Name: Child Care Center Personnel Information Record
• Form Number: 2947
• Regulatory Basis: 26 Texas Administrative Code §746.901
• State: Texas
• Revision Date: April 2018