Current through Register No. 40, October 3, 2024
(a) The
child-placing agency shall maintain records in a manner that provides for
security and confidentiality of information.
(b) The child-placing agency shall have
written procedures documenting the storage and access of confidential
information, and staff shall be made aware of these procedures and the need for
protection of confidential information.
(c) Records shall be made available to DCYF
personnel on request.
(d) The
child-placing agency shall not make agency records available to qualified
researchers or accreditation agencies unless steps have been taken to preserve
the anonymity of children and families.
(e) The child-placing agency shall maintain
administrative records that include:
(1) The
purpose statement, service population, and geographic service area of the
child-placing agency;
(2) The most
recent needs assessment conducted, pursuant to
He-C
6448.08(e) ;
(3) A complete operating procedure for the
provision of services;
(4) A
current listing of personnel, including volunteers, and an organizational
structural diagram noting supervisory relationships;
(5) The names, addresses, and positions of
each member of the governing body as required by
He-C
6448.04(c) and a description of the
duties of each;
(6) The by-laws and
articles governing the operation of the child-placing agency;
(7) Quarterly minutes of advisory and
governing board meetings as described in
He-C
6448.05(b) (3) ;
(8) Written personnel policies and job
descriptions for each employee engaged in child-placing activities and a policy
on the use of volunteers; and
(9)
Personnel files for each employee and volunteer that includes verification of
criminal and child abuse registry checks.
(f) Each child-placing agency placing
children in adoptive homes shall also maintain permanent case records on
adoptive parents that include:
(1) Documents
required in He-C 6448.16(a), (c), (d), (e)
, and (f);
(2) A placement agreement, the written
document that specifies the terms of a child's placement, signed by all
individuals upon placement of a child, including a medical release obtained
when the child was placed;
(3) A
written record of post-adoption services provided, including documentation of
the completion of the adoption; and
(4) A written record of services to birth and
legal parents that includes intake information and a description of services
provided.
(g) Each
child-placing agency that places children in foster homes shall also maintain a
permanent case record on each foster home that includes:
(1) The foster home application for licensure
as a foster home;
(2) A copy of the
foster home family assessment performed in accordance with
He-C
6448.11(b) -(c) ;
(3) A copy of the license for the foster
home;
(4) Copy of the results of
all home monitoring visits;
(5) A
record of the children placed in the foster home with dates of placement and
progress notes for the children; and
(6) A copy of the discharge summary for all
children discharged from the program.
(h) The child-placing agency shall maintain
records for each child for whom placement services are provided that include:
(1) Written authorization for
placement;
(2) Any medical release
forms;
(3) If the placement was
made as a result of an interstate compact, documentation required by
RSA
170-A:1, Article III;
(4) Written description of the child's
placement experience;
(5) A
description of treatment services provided for the child and biological
family;
(6) Reason for
placement;
(7) Documentation of the
surrender or termination of parental rights;
(8) Results of any reviews conducted and
progress notes; and
(9) Written
description of the services provided to any child for whom the planned
placement was not made.
#7866, eff 4-2-03; ss by #9895, eff
4-2-11
