Kan. Admin. Regs. § 30-47-908

Current through Register Vol. 43, No. 49, December 5, 2024

Section 30-47-908 - Case records

(a) Agency records. The child-placement agency shall maintain case records in a manner that is uniform, detailed, well written, and organized. Records shall be current and be made available for inspection by the department licensing division. The child-placement agency shall provide statistical data to the division when requested for public information, research, or planning purposes. The child-placement agency shall include in their case records the following:

(1) A copy of the current Kansas administrative regulations governing private child-placement agencies and family foster homes, which shall be kept on the premises and shall be available to all staff members;

(2) policies and procedures of the child-placement agencies, which shall be kept on the premises and shall be available to all staff members;

(3) the organizational chart for the child-placement agency;

(4) all quality assurance findings of the child-placement agency's internal program, which shall be available at the child-placement agency for review by the department;

(5) the child-placement agency's annual budget and accounting of funds audit as required by 30-47-906(g);

(6) the annual report of the child-placement agency's services and activities;

(7) all grievance reports and resolutions;

(8) documentation of current casualty and liability insurance;

(9) maintenance records for all facility-owned vehicles;

(10) personnel records that contain the following, for each employee:

(A) Date of hire;

(B) application or resume;

(C) job description;

(D) driver's license;

(E) background check form as required by 30-47-905 ;

(F) behavioral sciences regulatory board license, if applicable;

(G) college diploma or transcript;

(H) references;

(I) annual performance evaluation;

(J) TB test results, as required; and

(K) signed statements for confidentiality and discipline policies.

(11) volunteer records that contain the following, for each volunteer:

(A) Date the individual started volunteering;

(B) application or resume;

(C) volunteer description;

(D) driver's license if transporting children;

(E) background check form as required by 30-47-905 ;

(F) references;

(G) dates of service;

(H) signed statements for confidentiality and discipline policies; and

(I) TB test results as required.

(b) Foster home records. Each child-placement agency that sponsors family foster homes shall keep separate records for each foster home, which shall be created at the time of application and shall contain the following:

(1) The application;

(2) references;

(3) background check form for each resident of the home as required by 30-47-805 ;

(4) the following medical records for each resident of the family foster home:

(A) Health assessment;

(B) immunizations or religious exemption for immunizations for all residents as applicable; and

(C) TB test results for each resident over age 16.

(5) family assessments as required by 30-47-916 ;

(6) documentation of the child-placement agency contact with the family as required by 30-47-914 ;

(7) annual relicensing application and required documents; and

(8) placement history of the foster home, including the names of children placed, dates admitted and discharged.

(c) Adoptive home records. Each child-placement agency that provides adoption services shall keep separate records for each prospective and actual adoptive family. The adoptive home record shall contain the following:

(1) The application;

(2) references;

(3) background check form for each resident of the home as required by 30-47-905 ;

(4) medical records for each resident of the adoptive home, which shall include the following:

(A) Health assessment;

(B) immunizations or religious exemption for immunizations for all residents as applicable; and

(C) TB test results for each resident over age 16.

(5) family assessments as required by 30-47-916 ;

(6) documentation of the child-placement agency contact with the family as required by 30-47-914 ;

(7) a copy of the information given to the parents concerning the child;

(8) all legal documents pertaining to the adoption;

(9) summary narrative on the preplacement and post-placement contacts with the family and the adopted child;

(10) a narrative that clearly indicates each reason a family was not accepted or did not have a child placed; and

(11) aftercare plans for follow-up services to the child and to the adoptive family.

(d) Child records. Each agency that has placed a child in a family foster home or adoptive home shall maintain individual child records, which shall include the following:

(1) Child information:

(A) name;

(B) date of birth;

(C) gender;

(D) race; and

(E) place of birth.

(2) parent information:

(A) Name of mother;

(B) address of mother;

(C) telephone number of mother;

(D) marital status of mother;

(E) name of father;

(F) address of father;

(G) telephone number of father;

(H) marital status of father.

(3) legal documents;

(4) medical history, cumulative health record, and psychological and psychiatric reports;

(5) the circumstances precipitating the decision to place a child, the child-placement agency's involvement with the parents including services offered, delivered, or rejected, and all assessments, evaluations, and court reports;

(6) educational records and reports;

(7) copy of all case plans or person-centered support plans;

(8) summary and narrative regarding the child's contacts with the child-placement agency, biological or adoptive family;

(9) copy of interstate compact forms, if applicable;

(10) upon discharge, the following, which shall be placed in the child's case record:

(A) Date of discharge;

(B) reason for discharge; and

(C) person discharged to, including the following:

(i) name;

(ii) relationship to child;

(iii) address; and

(iv) telephone number.

(11) a discharge summary containing services provided during care, achievement of goals, strengths and continued needs; and

(12) aftercare plans.

Kan. Admin. Regs. § 30-47-908

Authorized by K.S.A. 65-508, 75-3084, and 75-3085; implementing K.S.A. 65-508; adopted by Kansas Register Volume 43, No. 21; effective 6/7/2024.