Kansas Administrative Regulations
Agency 30 - KANSAS DEPARTMENT FOR CHILDREN AND FAMILIES
Article 47 - FOSTER CARE LICENSING
Section 30-47-908 - Case records

Universal Citation: KS Admin Regs 30-47-908

Current through Register Vol. 43, No. 39, September 26, 2024

(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.

Disclaimer: These regulations may not be the most recent version. Kansas may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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