Mississippi Administrative Code
Title 18 - HUMAN SERVICES
Part 7 - Division of Family & Children Services Licensing Requirements
Chapter 1 - Licensing Requirements Manual for Residential Child Caring and Child Placing Agencies
Section 18-7-1-IV - RECORDS AND REPORTS
Universal Citation: MS Code of Rules 18-7-1-IV
Current through September 24, 2024
A. Records Maintenance:
1. The agency shall maintain records to document services provided and administrative and fiscal accountability. Representatives of the Department shall have access to all records and reports.
2. All records shall be confidential and protected from fire, damage or theft. (MS Code §
43-15-21 See Appendix)
B. Required Records:
1. Fiscal Records and Audits
2. Statistical Records (to include number of children served with identifying information)
3. Personnel Records and training records (all information should be current/updated)
4. Employee Work Schedule Log (sign-in/sign-out or swipe record)
5. Child's Record - The facility or agency shall maintain individual records for each child in care which shall include the following:
a. A written Residential Service Application, including reason for referral;
b. Cover sheet to include child's name, birth date, race, gender, date of the admission, religious affiliation, and custodian's address and telephone
c. Intake and medical assessment
d. Name, address, and relationship of person with whom the child was living immediately prior to placement
e. Social summary
f. Psychiatric and/or psychological evaluations
g. Copies of legal documents of importance for the child including birth certificate, Social Security card, immunization records, court orders, any agreement with parent, agency or legal custodian
h. Current medical, dental and vision examination records, and current drug test, if applicable
i. School records including educational placement records and reports, grade level and special education/IEP, any report notes and notices provided by the school
j. Placement agreement
k. Visitation plan
l. Discharge and aftercare summary shall contain:
i. Services provided during care, the progress and accomplishments, assessed needs which remain to be met, and recommendations of the services needed to meet these goals
ii. Date of discharge, discharge summary, reason for discharge, and the name, address, telephone number, and relationship of the person(s) or agency to whom the child was discharged
iii. Aftercare plans which specify the responsibility for follow-up.
m. Correspondence n. Social and developmental history
o. Initial treatment, six (6) month treatment plans, Individual Service Plans, clinical reports, evaluations and daily progress notes
p. Authorization for Payment, Termination and Breaks in service (therapeutic placements only)
q. Acknowledgement of admission, grievance, and discipline policy
r. Acknowledgement of agency rules and regulation policy
s. Vocational, employment, and independent living training (if applicable)
t. Referral to other agencies
u. All child records must be marked "CONFIDENTIAL"
C. Resource Home Records
1. The agency shall keep separate records for each Resource Family home which shall contain:
a. The application
b. Completed home study
c. Current medical reports including any medical results
d. Criminal background and Central Registry checks which include fingerprints on all household members age 14 years and older
e. List of the agency workers' visits with the child and Resource Family, including dates of visits and detailed summaries for each
f. Four (4) letters of reference, three (3) should be personal references and one (1) from a current or previous employer
g. Copy of the license
h. Historical narrative of the care provided for each child (including all significant events) by the Resource Family
i. Chronological list of children/youth placed with the Resource Family, including date placed, date discharged from care and child's legal name
j. Narratives and all supporting documentation regarding any and all allegations of abuse, neglect, exploitation, corporeal punishment, and/or other maltreatment alleged to have occurred during the time the child was placed in that home.
k. A termination summary for closed homes including reasons for the closure
l. Legal documents (including current marriage license, all divorce decrees, proof of auto insurance, and valid driver's license)
m. Copy of current annual CPR and First Aid training unless the home has a pool, then must be certified in CPR and First Aid
n. Verification of training
o. Copy of the board payment included in the agency's placement agreement
p. Signed copy of the agency's grievance policy
q. Signed copy of the Department's discipline policy
r. Transportation plan
s. Disaster plan/emergency plan
t. Current vaccination records on all pets/animals on the premises.
2. The following information regarding ALL Resource Homes shall be sent to Licensure Unit within ten (10) calendar days after a home is licensed and as information is updated:
a. Face Sheet
b. Copy of all parent licenses and certifications
c. Background checks, criminal record, central registry check, sexual offender registry to include fingerprints on all household members age 14 years and older
d. Signed copies of grievance and discipline policy
e. Signed copies of child abuse state of compliance
f. Home study
g. Home inspection report of the checklist of minimum compliance
All of the above information will be maintained by the Licensure Unit.
D. Adoption Family Study Records:
The agency shall keep separate records for each adoptive family which shall contain (as applicable):
a. The application, disposition of application and any re-licensure
b. Current medical records of all family members including the foster child
c. Disclosure statements
d. Four (4) letters of reference, three (3) should be personal references and one (1) from a current or previous employer
e.
f. Criminal background and Central Registry checks to include fingerprints on all household members age 14 years and older
g. Summary of contacts with the prospective adoptive parent from initiation of adoptive process until the adoption is finalized
h. A copy of the written information given to the prospective adoptive parent(s) concerning a child or children to be placed for adoption
i. Completed home study
j. Legal documents (including current marriage license, all divorce decrees, proof of auto insurance, and valid drivers' license)
k. Copy of the fee contract for adoptive services
l. Verification of employment
m. Financial statement
n. ICPC information regarding the child
o. Placement agreement
p. Adoption Release Consent Form regarding parental rights
q. Adoption Placement Affidavit
r. Consent for Adoption
s. Post-Placement Agreement
t. Confidentiality policy
u. Petition for Adoption
v. Final Adoption Decree
w. Summary of the post-placement visits including transportation of child to family
x. Disaster plan / emergency plan
y. Visitation plan, if applicable, for each child
z. Current vaccination records on all pets on the premises.
E. Adoption Re-application:
Application for additional child/children may be taken at any point after the first adoption is legally finalized. The following information will be needed:
1. Current application forms (including current medical records for parents and child within the last twelve (12) months)
2. Criminal background and Central Registry checks for all household members age 14 years and older
3. All other requirements for adoption apply
F. Birth Parent Records
1. Birth Parents File (for children not in the Department's custody):
a. Application
b. Summary of contact with birth parent
c. Legal documents
d. Release of Parental Rights forms
e. Medical case assessment and medical records
f. Any correspondence pertaining to the birth of the child
g. Consent for adoption.
Disclaimer: These regulations may not be the most recent version. Mississippi 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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