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27 <br />3. If an excused absence is based on time spent with a parent or other relative <br />as required by a court of law, the family data file shall contain a copy of the <br />Court Order. <br />4. Contractors shall adopt reasonable policies delineating circumstances that <br />would constitute an excused absence for family emergency and in the best <br />interest of the child. <br />5. Except for children who are recipients of protective services or at risk of <br />abuse or neglect, excused absences in the best interest of the child shall <br />be limited to ten (10) days during the contract period . <br />6. Contractors shall not disenroll any family due to excessive absences, except <br />in circumstances of abandonment of care described in the Section IV, <br />paragraph E, Abandonment of Care. <br />E. Abandonment of Care (5 CCR 18066.5) <br />1. When the family has not been in communication with the provider for seven <br />(7) consecutive calendar days and has not notified the provider of the reason <br />the family is not using services, the provider shall promptly notify the <br />contractor. <br />2. Using the contact information on file, the contractor shall attempt to contact <br />the parent through a variety of communication methods. At least one <br />communication attempt shall be in writing, which may be through electronic <br />methods. The contractor shall keep documentation of all communication <br />attempts, including a copy of all written communication, in the family data file . <br />The contractor shall inform the parent in these communications that failure to <br />communicate with the contractor or provider may result in termination of <br />childcare and development services. <br />3. The contractor shall issue a notice of action to disenroll the family on the <br />basis of abandonment of care when there has been no communication with <br />the provider or the contractor for a total of 30 consecutive calendar days. <br />F. General Record Keeping Requirements (WIC 10232, 10232.5, 10233, 10269, <br />EC, 33421 and 5 CCR 18067) <br />1. All records shall be retained by each contractor at least five (5) years or <br />where an audit has been requested by a state agency, until the date the audit <br />is resolved, whichever is longer. Claims for reimbursement shall not be paid <br />unless there are documents to support the claims. The contractor has the <br />burden of supporting claims for reimbursement. <br />2. Pursuant to EC 35254, public contractors must ensure that no original records <br />be destroyed prior to the second July 1st succeeding the completion of the <br />audit.