Ala. Admin. Code r. 660-5-39-.12

Current through Register Vol. 43, No. 1, October 31, 2024

Section 660-5-39-.12 - Records

(1) The child-placing agency shall maintain case records on all cases.

(a)Confidentiality of Records and Information about Children and their Families.

1. Confidential information concerning children shall not be used or disclosed for any purpose not directly concerned with the objective of care/treatment of the child as provided in the Code of Ala. 1975.

2. Confidentiality of all information about children and their families shall be maintained as follows:

(i) By keeping case records in files that are locked when unattended.

(ii) By restricting any disclosure of the whereabouts of the children to only (a) the parent or person having legal custody, (b) the agency having legal custody, or (c) persons providing authorized services.

(iii) By treating as confidential any and all discussions of information about children and their families.

(b)The Family Record shall include at least the following:

1. Completed face sheet.

2. Legal documents regarding custody and/or adoption.

3. Family history, including medical history.

4. Correspondence.

(c)Child's Record. For each child in foster care or adoptive placement, an individual Child's Record shall include at least the following:

1. Application

2. Evaluation of pre-placement visit, including dates (See Admissions Process Section, 2. D., page 30, regarding preplacement)

3. Developmental history of the child.

4. Certified copy of birth certificate.

5. Court order(s) or Agreement for Foster Care regarding custody of child.

6. Annual medical and dental reports.

7. Evaluation of plan of care at six month intervals.

8. School reports when applicable.

9. Psychological information when available.

10. Correspondence.

11. Placement History List

12. Placement Agreement or Interagency Agreement

13. Discharge and Aftercare Plans

14. Case/progress notes.

(d)Foster Family Home Records shall include at least the following:

1. Application.

2. Home study (Family Portfolio), including updated medical and financial reports.

3. Reports of ABI and FBI criminal records check of all members of the household 19 years of age or older and clearance of the Central Registry, on all household members ages fourteen (14) and older, through the Department of Human Resources.

4. Copy of Foster Family Home approval, including initial and annual approvals.

5. Copies of documentation of three reference checks during initial, and one reference check during annual renewal.

6. Record of placements, supervision (including documentation of semi-annual reviews, incident reports or records on serious behavior problems, illness or injuries and training sessions attended), and annual evaluations (including three initial references and one annual reference).

7. Adoption/foster placement recording and subsequent supervision, if applicable.

8. List of children placed in the home, including dates of placement and removal.

9. Correspondence

10. Training

11. Results of Central Registry Clearance.

(e)Adoptive Home Records shall include at least the following:

1. Application.

2. Medical and financial statements.

3. Legal documents regarding marriage, divorce, citizenship, etc.

4. Record of ABI and FBI criminal records check of all members of the household 19 years of age or older and clearance of the Central Registry, on all household members ages fourteen (14) and older, through the Department of Human Resources.

5. Home study and disposition of application.

6. Record of contacts prior to placement.

7. Record of placement and subsequent supervision.

(f)Adoption Reapplication: Application for the second child may be taken at any point after the first adoption is legally finalized. The following information will be needed:

1. Current application forms including current medical on parents and child (within the last 12 months).

2. A Criminal History Check must have been submitted to the ABI and FBI and clearance given, in the form of a suitability letter. If this clearance has been obtained with the past 24 month updates to the history and an updated suitability letter will be needed. If it has been over 24 months, a new clearance and suitability letter will be required.

3. Clearance of the Central Registry, on all household members ages fourteen (14) and older, through the Department of Human Resources.

4. All other requirements for adoption apply. For more information see the Family Services Manual, Chapter 12, Adoptions.

Author: Jerome Webb

Ala. Admin. Code r. 660-5-39-.12

Effective October 16, 1989. Emergency amendment effective May 8, 1991. Succedent permanent amendment August 12, 1991. Succedent emergency amendment effective November 30, 1994. Succedent permanent amendment: Filed February 6, 1995; effective March 13, 1995. Repealed and New Rule: Filed October 7, 2002; effective November 11, 2002.

Statutory Authority:Code of Ala. 1975, §§ 38-7-1 through -17, §§ 41-22-1 through -27.