TX HHS Form 7259. Personnel Records Evaluation Child Care Centers

Form 7259, updated in January 2019, is used by Texas Child Care Licensing (CCL) inspectors to evaluate personnel records during onsite inspections at licensed child care centers. The document helps verify whether each employee’s file includes the mandatory items required by the Texas Administrative Code, Chapter 746. Although the form is completed by state inspectors—not by the child care center itself—it is crucial for directors and administrators to understand what information must be kept on file and why it matters.

In practice, Form 7259 acts as a compliance checklist. If the center fails to maintain proper records, the inspector will mark deficiencies that can lead to citations, follow-up inspections, and—in serious or repeated cases—administrative penalties.

Purpose of the Form

The form documents whether required personnel records are available, complete, and current. It helps inspectors determine the center’s compliance with rules related to staff qualifications, training, background checks, health documentation, and employment history. The evaluation ensures that staff caring for children meet all state standards for safety and competence.

Who Uses This Form

This form is filled out only by a Child Care Licensing inspector during an official visit. However, directors, owners, and administrators should treat it as a roadmap for building and maintaining personnel records that comply with Texas law.

When the Form Is Used

Form 7259 is used during:

• Initial licensing inspections
• Annual or periodic monitoring visits
• Follow-up inspections after prior deficiencies
• Investigations that involve personnel compliance issues

Why the Form Is Legally Required

The Texas Administrative Code (TAC), Title 26, Chapter 746, requires child care centers to maintain accurate personnel files. These rules support children’s safety, confirm staff qualifications, and ensure centers employ individuals who have passed mandatory background checks. Inspectors must verify compliance with each requirement, making Form 7259 an essential part of state oversight.

Explanation of Key Sections

Operation Information

This section lists the center’s name, inspection date, and director. It helps tie the evaluation to a specific visit and facility.

Staff Records Review

The form includes multiple columns, each representing an employee. Inspectors mark “Yes” or “No” depending on whether each required record is present. Below is an explanation of each record category.

• Employment begin and end date (746.901(1)) — Confirms the employee’s tenure. Missing dates often lead to compliance issues, especially during staff turnover.
• Age/Education Qualifications (746.901(2), 1107 & 1109) — Verifies that the employee meets minimum age requirements and has the proper education or training credentials for their position.
• TB Test (746.901(3) & 1105) — Ensures the staff member is free of active tuberculosis. Expired documentation is a frequent mistake.
• Employment Affidavit (746.901(4)) — Required statement confirming prior criminal history disclosures, if applicable.
• Training Hours (746.901(5)) — Confirms required annual training, such as child development, safety, and emergency procedures. Missing hours are among the most common violations.
• Employee Statements on Center & Personnel Policies (746.901(6)(A)-(B)) — Verifies that staff acknowledge reading operational and personnel policies.
• Criminal History (746.901(7)) — Confirms completion of fingerprint-based background checks.
• Copy of Photo ID (746.901(8)) — Required to verify identity.
• Copy of Driver’s License for Transport (746.901(9)) — Needed if the employee transports children.
• Orientation Statement & Annual Training (746.901(10)) — Confirms completion of required orientation before working with children.

Additional Requirements on Page 2

• Attendance and Time Records (746.801(5)) — Used to ensure that the center maintains accurate staffing ratios and supervision records.
• Pediatric First Aid/CPR (746.1315) — Staff must maintain current certifications; expired CPR is a serious deficiency.
• Capacity Chart — Shows how many of each record type must be reviewed depending on center size.

Common Mistakes Identified by Inspectors

• Outdated or missing CPR certifications
• Training hours not documented or partially completed
• TB tests older than the allowable period
• New hires working before orientation or background check completion
• Mismatched dates between payroll and personnel records

Practical Tips for Directors

• Maintain a master personnel file checklist for each employee matching Form 7259 sections.
• Set calendar reminders for CPR expiration, TB renewals, and annual training.
• Scan all documents and keep digital backups in addition to paper files.
• Review new hire paperwork within the first week to avoid early deficiencies.

Real-World Examples

• Example 1: A newly hired teacher begins work before her fingerprint results clear. During an inspection, the director receives an immediate deficiency because background checks must be completed before starting.
• Example 2: A long-term employee forgets to renew CPR certification. Inspectors mark a safety violation, requiring proof of retraining.
• Example 3: A director maintains clean, well-organized personnel files with checklists. The inspector completes Form 7259 quickly, resulting in a deficiency-free visit.

Documents Commonly Attached to Personnel Files

• Photo ID and (if applicable) driver’s license
• Proof of education or training certificates
• TB test results
• Background check clearance letters
• Signed employee handbook acknowledgments
• Annual training certificates
• CPR/First Aid cards

FAQ

• What is Form 7259 used for? It is used by inspectors to evaluate personnel files for compliance with Texas child care regulations.
• Do directors fill out this form? No. Inspectors complete it, but directors should understand every requirement listed.
• Which employees must have complete personnel files? All staff, including part-time, substitutes, and transportation staff.
• What happens if a required document is missing? The inspector marks a deficiency and may schedule follow-up visits.
• Are electronic personnel files acceptable? Yes, if they are complete, accessible, and well organized.
• How often are personnel files reviewed? Typically during annual inspections, but they may be checked anytime.

Micro-FAQ

• Purpose? To verify that staff records meet Texas licensing rules.
• Who is evaluated? All child care center employees.
• Inspector or director? Completed only by inspectors.
• Key items? Background checks, CPR, training, TB tests.
• When reviewed? At inspections and follow-ups.
• Are missing records serious? Yes, they may trigger violations.
• Attachments? IDs, education, training, health records.
• Where submitted? Not submitted — reviewed onsite.

Related Forms

• Form 2910 – Child Care Licensing Inspection Checklist
• Form 2985 – Affidavit for Employment in Child Care
• Form 2970 – Request for Background Check
• Minimum Standards for Child-Care Centers (TAC Chapter 746)

Form Details

• Form Name: Personnel Records Evaluation – Child Care Centers
• Form Number: 7259
• State: Texas
• Revision Date: January 2019
• Used By: Child Care Licensing Inspectors