TX HHS Form 7260. Children's Records Evaluation of Child Care Centers

Form 7260, titled Children’s Records Evaluation of Child Care Centers, is an inspection and compliance document used at licensed child care centers in Texas. The form is completed during an inspection to document whether required children’s records are present, complete, and compliant with applicable regulations.

This form helps both Child Care Regulation staff and providers verify that each child’s file meets minimum recordkeeping standards required for licensed operations.

Purpose and Why This Form Matters

The purpose of Form 7260 is to create a clear, standardized record of which children’s documents were reviewed during an inspection and whether those documents meet regulatory requirements. Proper completion of this form demonstrates compliance with recordkeeping rules and helps identify gaps that must be corrected.

The form is completed at the time of inspection and reflects the status of records on that specific date.

When This Form Is Required

Form 7260 is required in the following situations:

• During routine or scheduled inspections of a licensed child care center
• During follow-up inspections to verify correction of deficiencies
• When Child Care Regulation staff evaluate children’s files for compliance

The form is not used for daily operations or internal recordkeeping outside of inspections, unless a provider chooses to use it as a self-audit tool.

Who Completes the Form

The form may be completed by:

• Child Care Regulation inspection staff
• Authorized child care center staff assisting during an inspection

Providers do not typically submit this form independently; it is used as part of the inspection process.

Explanation of Key Sections

Operation Information

This section identifies the licensed child care center and the date of the evaluation. Accurate operation details ensure the inspection record is correctly associated with the facility.

Child Identification

The child’s name is recorded to identify which individual records were reviewed. The number of children evaluated must meet the minimum required based on the center’s licensed capacity.

Required Children’s Records Checklist

This section documents whether specific required records are present. Each item corresponds to a regulatory requirement and is marked Yes, No, or Not Applicable, including:

• Child’s full name and date of birth
• Home address and phone number
• Admission date
• Parent or guardian contact information
• Emergency contact details
• Release authorization information
• Transportation and field trip permissions
• Health care and emergency care authorization
• Special care statements, if applicable
• School-related permissions for school-age children
• Food allergy plans and water activity permissions

Operational and Health Records

This portion confirms whether required health and policy documents are on file, such as:

• Operational policies provided to parents
• Health care provider statements
• Immunization records
• Special medical orders, if applicable

Add or Remove Child

This area allows inspectors to adjust the list of evaluated children during the inspection if needed.

Practical Tips for Providers

• Review children’s files regularly, not only at inspection time.
• Ensure records are current, signed, and easy to locate.
• Use a checklist that mirrors this form to self-audit records.
• Separate records for school-age children when requirements differ.

Common Mistakes to Avoid

• Missing parent contact or emergency authorization forms
• Outdated immunization or health care provider statements
• Unsigned permission forms for transportation or field trips
• Failing to update records when family information changes

Legal and Regulatory Context

Form 7260 is tied directly to child care licensing rules that require providers to maintain complete and accurate records for each child in care. These requirements exist to protect children’s health, safety, and welfare and to ensure providers can respond appropriately in emergencies.

Failure to maintain required records may result in citations, corrective actions, or enforcement measures during inspections.

Real-Life Situations Where This Form Is Used

• An inspector reviews children’s files during a routine annual inspection.
• A child care center undergoes a follow-up visit to verify corrected record deficiencies.
• A provider uses the form internally to prepare for an upcoming inspection.

Documents Commonly Reviewed with This Form

• Child enrollment and admission forms
• Parent authorization and consent documents
• Emergency contact and release forms
• Health care provider statements and immunization records
• Operational policy acknowledgments

Frequently Asked Questions

Is Form 7260 submitted by the provider?

No. It is typically completed during an inspection by regulation staff.

How many children’s records are reviewed?

The minimum number is based on the center’s licensed capacity.

Can providers use this form themselves?

Yes. Many providers use it as a self-audit tool before inspections.

What happens if records are missing?

Missing records may result in deficiencies that must be corrected.

Are “Not Applicable” responses acceptable?

Yes, when the requirement does not apply to the child’s age or situation.

Related Forms

• Child Enrollment Form
• Parent Consent and Authorization Forms
• Health Care Provider Statement
• Immunization Record Form

Form Details

• Form Name: Children’s Records Evaluation of Child Care Centers
• Form Number: 7260
• Region: Texas
• Revision Date: October 2025