S.C. Code Regs. § § 114-4970

Current through Register Vol. 48, No. 10, October 25, 2024

Section 114-4970 - Child Placing Agency Records

A. Child's Record

(1) The child placing agency shall maintain records for each child or sibling group placed in substitute care or in an adoptive home which shall include, but not be limited to:

(a) Demographic information including the name, address, sex, race, birth date, and birth place of the child;

(b) The name, address, telephone number, and marital status of the parent(s) or guardian(s) of the child;

(c) Unless precluded by statute, the name, address, and telephone number of siblings, if placed elsewhere, and other significant relatives;

(d) The name, address and telephone number of the caseworker/supervisor for the child;

(e) Copies of legal documents of importance to the child, such as birth record and any court dispositions, where available;

(f) The medical history, cumulative health record, and available psychological and psychiatric reports;

(g) The social assessment and background of the family and parent(s);

(h) Case notes which reflect the dates of contact, initial assessment, family contacts, placement, case review, administrative reviews, and content of the placement worker's visits;

(i) The circumstances leading to the decision to place a child into substitute care or into an adoptive home, the agency's involvement with the parent(s) or legal guardian(s), including services offered, delivered, or rejected; and

(j) Relevant educational records and reports, where available.

(2) The child placing agency shall ensure that upon the child's discharge from foster care, a child's records contain the following:

(a) A discharge summary showing services provided during care, the growth and accomplishments, assessed needs which remain to be met, and recommendations of the services needed to meet these goals;

(b) Dates of discharge, reason for discharge, and the name, address, telephone number and relationship of the person(s) or agency to whom the child was discharged;

(c) Aftercare plans which specify the responsibility for follow through.

(3) The child placing agency shall ensure that there shall be a report pursuant to 20-7-1740,(B), Code of Laws of South Carolina prior to the finalization of adoption.

B. Biological Family Records Maintained by the Agency

(1) The child placing agency shall maintain a record of the family of every child whom the agency places into care which contains:

(a) Demographic information including address, birth dates, race, religion, family composition, and significant others;

(b) The social history, including any psychological or psychiatric reports and medical histories;

(c) Strengths and needs of the family and the services required;

(d) Worker's assessment and initial case plan;

(e) Signed agreements between the child placing agency and family or the Department;

(f) Summary of dates of contact and progress toward goals;

(g) Case review reports; and

(h) Discharge summary.

(2) The child placing agency shall keep all records current and shall record the following events within thirty (30) days of occurrence: intake study, case plan, reviews, and major events in the lives of the child or family members.

C. Foster Home Records. The child placing agency shall keep separate records for each foster home which contain:

(1) The application;

(2) Family assessment;

(3) Child Protective Services Registry Report;

(4) Summary of dates and content of worker's contacts;

(5) from at least three sources;

(6) Annual assessment of strengths and weaknesses of the foster family relative to the care of individual children placed with them;

(7) Annual relicensing compliance study and reports connected with compliance with foster home regulations;

(8) Summary of the care given by the family, children placed, dates admitted and discharged from care; and

(9) A termination summary for homes which are closed containing the reasons for the closing;

(10) Any fire or health records otherwise required by law or regulation for foster homes.

D. Adoptive Study Records

(1) The child placing agency shall keep separate records for each adoptive family which contain:

(a) The application;

(b) The adoptive assessment study;

(c) Current medical records of the family;

(d) from at least three sources;

(e) A summary of contacts following approval for adoption until placement of a child;

(f) Summary containing the placement decision, pre-placement and post-placement contacts with the adoptive child.

(2) In the event a family was not accepted or did not have a child placed with them, a narrative clearly indicating the reason and the manner in which the decision was presented to the family shall be made a part of the record prior to case closure.

S.C. Code Regs. § 114-4970