Section 18-7-1-IV - RECORDS AND REPORTSA.Records Maintenance:1. The agency shall maintain records to document services provided and administrative and fiscal accountability. Representatives of the Department shall have access to all records and reports.2. All records shall be confidential and protected from fire, damage or theft. (MS Code § 43-15-21 See Appendix)B.Required Records:1. Fiscal Records and Audits2. Statistical Records (to include number of children served with identifying information)3. Personnel Records and training records (all information should be current/updated)4. Employee Work Schedule Log (sign-in/sign-out or swipe record)5. Child's Record - The facility or agency shall maintain individual records for each child in care which shall include the following: a. A written Residential Service Application, including reason for referral;b. Cover sheet to include child's name, birth date, race, gender, date of the admission, religious affiliation, and custodian's address and telephonec. Intake and medical assessmentd. Name, address, and relationship of person with whom the child was living immediately prior to placementf. Psychiatric and/or psychological evaluationsg. Copies of legal documents of importance for the child including birth certificate, Social Security card, immunization records, court orders, any agreement with parent, agency or legal custodianh. Current medical, dental and vision examination records, and current drug test, if applicablei. School records including educational placement records and reports, grade level and special education/IEP, any report notes and notices provided by the schooll. Discharge and aftercare summary shall contain: i. Services provided during care, the progress and accomplishments, assessed needs which remain to be met, and recommendations of the services needed to meet these goalsii. Date of discharge, discharge summary, reason for discharge, and the name, address, telephone number, and relationship of the person(s) or agency to whom the child was dischargediii. Aftercare plans which specify the responsibility for follow-up. m. Correspondence n. Social and developmental historyo. Initial treatment, six (6) month treatment plans, Individual Service Plans, clinical reports, evaluations and daily progress notes p. Authorization for Payment, Termination and Breaks in service (therapeutic placements only)q. Acknowledgement of admission, grievance, and discipline policyr. Acknowledgement of agency rules and regulation policy s. Vocational, employment, and independent living training (if applicable) t. Referral to other agenciesu. All child records must be marked "CONFIDENTIAL"C.Resource Home Records1. The agency shall keep separate records for each Resource Family home which shall contain: c. Current medical reports including any medical resultsd. Criminal background and Central Registry checks which include fingerprints on all household members age 14 years and oldere. List of the agency workers' visits with the child and Resource Family, including dates of visits and detailed summaries for eachf. Four (4) letters of reference, three (3) should be personal references and one (1) from a current or previous employerh. Historical narrative of the care provided for each child (including all significant events) by the Resource Familyi. Chronological list of children/youth placed with the Resource Family, including date placed, date discharged from care and child's legal namej. Narratives and all supporting documentation regarding any and all allegations of abuse, neglect, exploitation, corporeal punishment, and/or other maltreatment alleged to have occurred during the time the child was placed in that home. k. A termination summary for closed homes including reasons for the closurel. Legal documents (including current marriage license, all divorce decrees, proof of auto insurance, and valid driver's license)m. Copy of current annual CPR and First Aid training unless the home has a pool, then must be certified in CPR and First Aidn. Verification of trainingo. Copy of the board payment included in the agency's placement agreementp. Signed copy of the agency's grievance policyq. Signed copy of the Department's discipline policys. Disaster plan/emergency plant. Current vaccination records on all pets/animals on the premises.2. The following information regarding ALL Resource Homes shall be sent to Licensure Unit within ten (10) calendar days after a home is licensed and as information is updated: b. Copy of all parent licenses and certificationsc. Background checks, criminal record, central registry check, sexual offender registry to include fingerprints on all household members age 14 years and olderd. Signed copies of grievance and discipline policye. Signed copies of child abuse state of complianceg. Home inspection report of the checklist of minimum compliance All of the above information will be maintained by the Licensure Unit.
D.Adoption Family Study Records:The agency shall keep separate records for each adoptive family which shall contain (as applicable):
a. The application, disposition of application and any re-licensureb. Current medical records of all family members including the foster childd. Four (4) letters of reference, three (3) should be personal references and one (1) from a current or previous employerf. Criminal background and Central Registry checks to include fingerprints on all household members age 14 years and olderg. Summary of contacts with the prospective adoptive parent from initiation of adoptive process until the adoption is finalizedh. A copy of the written information given to the prospective adoptive parent(s) concerning a child or children to be placed for adoptionj. Legal documents (including current marriage license, all divorce decrees, proof of auto insurance, and valid drivers' license) k. Copy of the fee contract for adoptive servicesl. Verification of employmentn. ICPC information regarding the childp. Adoption Release Consent Form regarding parental rightsq. Adoption Placement Affidavits. Post-Placement Agreementt. Confidentiality policy w. Summary of the post-placement visits including transportation of child to familyx. Disaster plan / emergency plany. Visitation plan, if applicable, for each childz. Current vaccination records on all pets on the premises.E.Adoption Re-application:Application for additional child/children 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 records for parents and child within the last twelve (12) months)2. Criminal background and Central Registry checks for all household members age 14 years and older3. All other requirements for adoption applyF.Birth Parent Records1. Birth Parents File (for children not in the Department's custody): b. Summary of contact with birth parentd. Release of Parental Rights formse. Medical case assessment and medical recordsf. Any correspondence pertaining to the birth of the child