TX HHS Form 7271. Personnel Records Evaluation LCCH/RCCH

Form 7271, titled "Personnel Records Evaluation LCCH/RCCH," is a standardized checklist used by the State of Texas to assess the personnel files of individuals working in or associated with licensed and registered child care homes. Its primary purpose is to ensure that all staff and household members meet the stringent regulatory requirements designed to protect the health, safety, and well-being of children in care.

Purpose and Use

This form serves as a critical compliance tool during official inspections of child care operations. Child Care Licensing (CCL) staff use it to systematically verify that an operation has obtained and maintained all mandatory documentation for its personnel. Providers can also use the form for self-audits to prepare for inspections and ensure their records are complete. The form directly references specific sections of the Texas Administrative Code (TAC), linking each requirement to its legal basis.

Who Uses This Form?

• Child Care Licensing (CCL) Staff: Government inspectors and regulators who conduct on-site evaluations of child care homes.
• Child Care Providers: Owners and operators of Licensed Child Care Homes (LCCH) and Registered Child Care Homes (RCCH) who are responsible for maintaining compliant personnel records.

Structure and Data Fields

The form is structured as a matrix, evaluating up to five individuals across ten key personnel record categories. The individuals are categorized as:

• Primary (P): The main caregiver or operator.
• Assistant (A): Staff assisting the primary caregiver.
• Substitute (S): Temporary or backup staff.
• Household Member (H): Any individual aged 14 or older residing in the child care home.

For each category, the inspector marks "Yes," "No," or "N/A" (Not Applicable) to indicate compliance. The required documentation sections are:

• No Records Available for review (§747.901): A critical check to confirm that a personnel file exists and is available for evaluation.
• Employment begin and end date (§747.901(1)): Verification of employment history for Primary, Assistant, and Substitute staff.
• Age/Ed Qual (§747.901(2), §1107): Documentation proving the staff member meets minimum age and education qualifications.
• TB test (§747.901(3), §1401): Evidence of a negative tuberculosis test for all staff and household members to ensure health safety.
• Employment Affidavit (§747.901(4)): A sworn statement from Assistants and Substitutes regarding their employment history and background.
• Training Hours (§747.901(5)): Records confirming that Primary, Assistant, and Substitute staff have completed the required annual pre-service and in-service training.
• Orientation statement (§747.1301): Documentation that all staff and household members have been oriented to the operation's rules and emergency procedures.
• Criminal History (§747.1301): Verification that required criminal history checks have been completed for all staff and household members.
• Copy of PhotoID (§747.901(7)): A copy of a government-issued photo identification for all staff.
• Copy of DL if transport (§747.901(8)): A copy of the driver's license for any staff member (Primary, Assistant, Substitute) who transports children.
• Transportation training (§747.1314): Proof that staff who transport children have completed required safety training.
• First Aid/CPR (§747.1313): Certification that at least one Primary, Assistant, or Substitute staff member on-site is currently certified in first aid and CPR.
• Child maltreatment training (§747.901(9)): Specific training on recognizing and reporting child maltreatment, required for the Primary caregiver.

Key Requirements and Application Scenarios

The form is mandatory during routine, initial, or complaint-driven inspections of child care homes. Its completion provides a clear, auditable trail of compliance. The requirements highlighted by the form are non-negotiable for licensing and are central to risk management. They ensure that caregivers are qualified, healthy, have undergone background checks, and are trained in safety, emergency procedures, and the recognition of abuse. A "No" in any required field indicates a violation that the operation must correct to maintain its license or registration.

Primary Requisites:

• Form Name: Personnel Records Evaluation LCCH/RCCH
• Form Number: 7271
• Governing Organization/Region: Texas Department of Family and Protective Services, Child Care Licensing
• Revision Date: April 2018