Department of Human Services

Child Care Certificate Program Online Policy Manual

Program Management

Revised:

17.5

PUBLIC RECORDS POLICY

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All information related to work performed under the Certificate Program is considered in the public record and is available to the public for review and copying (at the public’s expense) during normal business hours pursuant to T.C.A. 10-7-501.  This information includes:

 

·        Provider enrollment status in the Certificate Program;

 

·        Provider payment information;

 

·        Parent eligibility for Low-Income child care (excludes FF and TCC); and

 

·        Numbers of all clients, including FF and TCC, and all providers.

 

Exceptions

 

The following specific information is considered confidential and will not be released to the public:

 

·        The names, addresses, Social Security numbers, telephone numbers and other identifying information regarding the children and families served by the certificate program who are:

 

-    receiving assistance under the Families First, Transitional, At-Risk, Diversion, or TPACC programs; or,

-    part of a Child Protective Services case or a Foster Care case administered by the Department of Children’s Services;

 

·        Low-Income parent Social Security numbers; and

 

·        Provider Social Security numbers.

 

Local Procedures

 

·        Each local office must have a procedure in place that details how requests from the public for information that is considered public record will be handled.  This plan must designate the person who is to interact with the persons requesting the information and a backup person.

 

·        Court ordered requests for records that contain information not to be released will be immediately forwarded to the State Office.  Information or requested documents will not be released without permission from the State Office.

 

·        “Blacking out” restricted information on court ordered documents does not lift the above requirement to first obtain state office permission to release such information.

 

 

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