New Jersey Administrative Code
Title 3A - CHILDREN AND FAMILIES
Chapter 53 - MANUAL OF STANDARDS FOR CHILDREN'S SHELTER FACILITIES AND SHELTER HOMES
Subchapter 2 - ADMINISTRATION
Section 3A:53-2.5 - Records
Universal Citation: NJ Admin Code 3A:53-2.5
Current through Register Vol. 56, No. 18, September 16, 2024
(a) General requirements for shelter facilities and shelter homes:
1.
Records required to be maintained by the shelter facility or shelter home pursuant
to this chapter shall be kept on file at the shelter facility or at the shelter home
coordinator's office.
2. Records shall
be open for inspection by an authorized representative of the Office.
3. The shelter facility or shelter home
coordinator shall ensure the confidentiality of records, in accordance with State
law.
(b) Children's records for shelter facilities and shelter homes: The shelter facility or shelter home coordinator shall keep on file a written record for each child, which shall be retained for at least one year following the discharge of the child. The record shall include:
1. Identifying information, as
specified in
N.J.A.C.
3A:53-2.3(c);
2. Health information, as specified in
N.J.A.C. 3A:53-2.3(a)
and (c)11;
3. Educational documentation, as specified in
N.J.A.C.
3A:53-4.5(e); and
4. Documentation regarding the opening of a
child's mail at a shelter facility or shelter home, as specified in
N.J.A.C.
3A:53-4.14(c).
(c) Staff records for shelter facilities:
1. The shelter facility shall keep on
file a written record of every staff member working at the shelter
facility.
2. Staff records shall be
retained for at least one year following a staff member's separation.
3. Staff records shall include the following
information:
i. Name, address, and telephone
number;
ii. Qualifications and
references;
iii. Medical information, as
specified in
N.J.A.C.
3A:53-3.2;
iv. Dates of employment and prior work
history;
v. Documentation of completion
of a Criminal History Record Information background check, as specified in
N.J.A.C.
3A:53-3.8, and a Child Abuse Record Information
background check, as specified in
N.J.A.C.
3A:53-3.9; and
vi. If terminated, date and reason.
(d) Administrative records for shelter facilities: Every shelter facility shall keep on file for at least one year the following written records:
1. A statement
of purpose, as specified in
N.J.A.C.
3A:53-2.1;
2. A copy of the shelter facility's insurance
coverage including:
i. Comprehensive liability
insurance; and
ii. Fire
insurance.
3. Transportation
records, if the shelter facility provides transportation, as specified in
N.J.A.C.
3A:53-6.4;
4. A record of the performance of required twice
monthly fire/evacuation drills, as specified in
N.J.A.C.
3A:53-5.4(d);
5. A current copy of this chapter (Manual of
Standards);
6. Staff members' work
schedules and time sheets;
7. A record
of in-service training programs for staff members, as specified in
N.J.A.C.
3A:53-3.6(b);
8. A shift log book, which allows every staff
member to comment on the activities of his or her working shift on a daily
basis;
9. A medication log book, as
specified in
N.J.A.C.
3A:53-4.1(d);
10. A record of signed parental consent or a
record of the attempt to obtain such consent when a child is in need of medical or
surgical care;
11. A record of policies
and procedures regarding discipline and control, as specified in
N.J.A.C.
3A:53-4.12(a);
12. A record of all incidents/accidents, recorded
on an incident/accident report form, explaining all details of the incident/accident
and any action(s) taken by the staff/administration;
13. A record of a listing of approved visitors for
each child, as specified in
N.J.A.C.
3A:53-4.13(c);
14. A record of the health procedures, as
specified in
N.J.A.C.
3A:53-4.1(a);
15. A record of scheduled recreational activities,
as specified in
N.J.A.C.
3A:53-4.7(a).
16. A record of menus of food served to the
children for a period of not less than the past 30 days;
17. A record of signed parental consent for a
child participating in fund raising, publicity, photographing and audio or
audiovisual activities related to the shelter facility; and
18. A list of the current membership of the
governing body/citizens board, as specified in
N.J.A.C.
3A:53-3.7(d).
(e) The shelter home coordinator shall keep the following information on file for each shelter home for at least one year after the shelter home parent's separation:
1. An
application to provide shelter home care that shall include:
i. Identifying and background information for all
members of the household;
ii. Three
personal references for the shelter home parent(s); and
iii. A physician's statement attesting to the
satisfactory physical and emotional health of all members of the household;
and
2. If terminated or
inactive, the date and reason; and
3.
Documentation of completion of a Criminal History Record Information background
check, as specified in
N.J.A.C.
3A:53-3.8, and a Child Abuse Record Information
background check, as specified in
N.J.A.C.
3A:53-3.9, for the shelter home parent and each
household member at least 18 years of age.
(f) The shelter home coordinator shall keep the following administrative records on file:
1. A
current copy of this chapter (Manual of Standards);
2. A record of the health procedures, as specified
in
N.J.A.C.
3A:53-4.1(a); and
3. A record of signed parental consent for a child
participating in fund raising, publicity, photographing and audio or audiovisual
activities related to a shelter home.
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