Rule 290-9-2-.08 - Agency Records and Reports(1) Each Agency shall maintain records and submit on a timely basis reports and other information required by the Department.(2) Each Agency shall maintain a permanent listing with identifying information of all children accepted for service or placement.(3) Records shall be confidential and protected from unauthorized use, fire, damage or theft. Agencies that plan to utilize electronic records for any electronic files that are subject to regulatory review shall submit written policies and procedures for review and approval by the Department. If approved by the Department, electronic records should be reasonably secure with a data recovery system to prevent data loss and maintain data integrity and accessibility.(4) Records and files shall be kept current and be available for review by the Department.(5) The Agency shall submit on a timely basis such financial, statistical reports, and Board minutes and other information as may be required by the Department.(6) Reporting. Detailed written summary reports shall be made to the Department of Human Services, Residential Child Care Licensing as required by the Department within 24 hours. This report shall be made regarding serious occurrences involving children in care, including but not limited to:(a) Accidents or injuries requiring medical treatment and/or hospitalization;(d) Closure of the living unit due to disaster or emergency situations such as fires or severe weather;(e) Emergency safety interventions resulting in any injury;(f) Any incident which results in any federal, state or private legal action by or against the Agency which affects any child or the conduct of the Agency. However, legal action involving the juvenile justice system is not required to be reported; or(g) Any illness of children or illness of any person living in a foster home having personal contact with children in care known to have resulted from an identified pandemic or infectious disease outbreak.(7) Child Abuse Reports. Whenever the Child-Placing Agency has reason to believe that a child in care has been subjected to child abuse it shall cause a report of such abuse to be made to the Department of Human Services (Division of Family and Children Services, Child Protective Services) or in the absence of such to an appropriate police authority or district attorney in accordance with the requirements of O.C.G.A. Section 19-7-5. A copy of such report shall also be filed with Residential Child Care Licensing.Ga. Comp. R. & Regs. R. 290-9-2-.08
O.C.G.A. §§ 19-7-5, 49-5-12.
Original Rule entitled "Agency Records and Reports" adopted. F. Mar. 16, 2000; eff. Apr. 5, 2000.Repealed: New Rule of same title adopted. F. June 5, 2007; eff. June 25, 2007.Repealed: New Rule of same title adopted. F. Jan. 24, 2008; eff. Feb. 13, 2008.Amended: F. Feb. 28, 2024; eff. Mar. 19, 2024.