Section He-C 6448.06 - Maintenance of Records(a) The child-placing agency shall maintain records in a manner that provides for security and confidentiality of information.(b) The child-placing agency shall have written procedures documenting the storage and access of confidential information, and staff shall be made aware of these procedures and the need for protection of confidential information.(c) Records shall be made available to DCYF personnel on request.(d) The child-placing agency shall not make agency records available to qualified researchers or accreditation agencies unless steps have been taken to preserve the anonymity of children and families. (e) The child-placing agency shall maintain administrative records that include:(1) The purpose statement, service population, and geographic service area of the child-placing agency;(2) The most recent needs assessment conducted, pursuant to He-C 6448.08(e) ;(3) A complete operating procedure for the provision of services;(4) A current listing of personnel, including volunteers, and an organizational structural diagram noting supervisory relationships;(5) The names, addresses, and positions of each member of the governing body as required by He-C 6448.04(c) and a description of the duties of each;(6) The by-laws and articles governing the operation of the child-placing agency;(7) Quarterly minutes of advisory and governing board meetings as described in He-C 6448.05(b) (3) ; (8) Written personnel policies and job descriptions for each employee engaged in child-placing activities and a policy on the use of volunteers; and(9) Personnel files for each employee and volunteer that includes verification of criminal and child abuse registry checks.(f) Each child-placing agency placing children in adoptive homes shall also maintain permanent case records on adoptive parents that include:(1) Documents required in He-C 6448.16(a), (c), (d), (e) , and (f); (2) A placement agreement, the written document that specifies the terms of a child's placement, signed by all individuals upon placement of a child, including a medical release obtained when the child was placed;(3) A written record of post-adoption services provided, including documentation of the completion of the adoption; and(4) A written record of services to birth and legal parents that includes intake information and a description of services provided.(g) Each child-placing agency that places children in foster homes shall also maintain a permanent case record on each foster home that includes: (1) The foster home application for licensure as a foster home;(2) A copy of the foster home family assessment performed in accordance with He-C 6448.11(b) -(c) ;(3) A copy of the license for the foster home;(4) Copy of the results of all home monitoring visits;(5) A record of the children placed in the foster home with dates of placement and progress notes for the children; and(6) A copy of the discharge summary for all children discharged from the program.(h) The child-placing agency shall maintain records for each child for whom placement services are provided that include: (1) Written authorization for placement;(2) Any medical release forms;(3) If the placement was made as a result of an interstate compact, documentation required by RSA 170-A:1, Article III;(4) Written description of the child's placement experience;(5) A description of treatment services provided for the child and biological family;(6) Reason for placement;(7) Documentation of the surrender or termination of parental rights;(8) Results of any reviews conducted and progress notes; and(9) Written description of the services provided to any child for whom the planned placement was not made.N.H. Admin. Code § He-C 6448.06
#7866, eff 4-2-03; ss by #9895, eff 4-2-11
Amended by Volume XXXIX Number 19, Filed May 9, 2019, Proposed by #12767, Effective 5/2/2019, Expires 10/29/2019.Amended by Volume XXXIX Number 46, Filed November 14, 2019, Proposed by #12911, Effective 10/24/2019, Expires 10/24/2029