N.Y. Comp. Codes R. & Regs. tit. 18 § 462.7

Current through Register Vol. 46, No. 25, June 18, 2024

Section 462.7 - Records and reports

Each nonresidential program for victims of domestic violence operated directly by a social services district or by a not-for-profit organization pursuant to a purchase of services contract with a social services district must comply with the following record and reporting requirements.

(a) Individual case records. Each program must maintain an individual case record containing the following information for each family receiving nonresidential services for victims of domestic violence:

(1) the name of the person requesting services;

(2) the date the services were requested;

(3) the reason the services were requested;

(4) the name(s) of any of the person's minor children and/or other family or household members receiving nonresidential services; and

(5) the types of core services and optional services provided to the person, the person's minor children and/or other family or household members and the dates such services were provided.

(b) Program records.

(1) Daily log. Each program must maintain a daily log recording the number of telephone hotline calls and other telephone calls regarding information and/or referral services received by the program.

(2) Program policy and personnel records. Each program must maintain the following program policy and personnel records.

(i) Written program policies and procedures relating to the provision of nonresidential services for victims of domestic violence must be maintained.

(ii) There must be written personnel policies which include a nondiscrimination clause and which describe the terms and conditions of employment including hours of work, salary, vacation and sick leave, benefits, overtime policy, and any requirements regarding attendance at educational and training programs.

(iii) Individual personnel records must be maintained for each staff person responsible for providing nonresidential services for victims of domestic violence. Such records must include the following information:

(a) the name of the person, age, social security number, current home address and a person to contact in the event of an emergency;

(b) the names and addresses of the educational institutions the staff person attended, dates of graduation, degrees or certificates conferred, and information regarding any education and/or training received which will be used by the staff person as a substitute for the relevant work experience requirements for the position held by such staff person;

(c) all professional experience and previous employment, including the names and locations of previous employers and the dates of employment which will be used by the staff person to meet the relevant work experience requirements for the position held by such staff person; and

(d) the New York or other state licensure or registration number, year of original issuance and expiration date of any relevant license or registration held by the staff person.

(c) Record Retention

(1) Operational records must be maintained for a minimum period of six years.

(2) Individual case records must be retained by the program for a minimum of six years after the individual stops seeking non-residential services. If the individual returns for non-residential services as a result of a new domestic violence incident, the record retention period starts over.

(3) Once a program determines the record(s) must be destroyed, it must do so in a manner that maintains the confidentiality of the records.

N.Y. Comp. Codes R. & Regs. Tit. 18 § 462.7

AmendedNew York State Register April 1, 2020/Volume XLII, Issue 13, eff.4/1/2020