New York Codes, Rules and Regulations
Title 18 - DEPARTMENT OF SOCIAL SERVICES
Chapter II - Regulations of the Department of Social Services
Subchapter C - Social Services
Article 5 - Adult and Family Services
Part 462 - Nonresidential Services For Victims Of Domestic Violence
Section 462.7 - Records and reports
Universal Citation: 18 NY Comp Codes Rules and Regs ยง 462.7
Current through Register Vol. 46, No. 39, September 25, 2024
Each nonresidential program for victims of domestic violence operated directly by a social services district or by a not-for-profit organization pursuant to a purchase of services contract with a social services district must comply with the following record and reporting requirements.
(a) Individual case records. Each program must maintain an individual case record containing the following information for each family receiving nonresidential services for victims of domestic violence:
(1) the name of
the person requesting services;
(2)
the date the services were requested;
(3) the reason the services were
requested;
(4) the name(s) of any
of the person's minor children and/or other family or household members
receiving nonresidential services; and
(5) the types of core services and optional
services provided to the person, the person's minor children and/or other
family or household members and the dates such services were
provided.
(b) Program records.
(1) Daily log. Each program must
maintain a daily log recording the number of telephone hotline calls and other
telephone calls regarding information and/or referral services received by the
program.
(2) Program policy and
personnel records. Each program must maintain the following program policy and
personnel records.
(i) Written program
policies and procedures relating to the provision of nonresidential services
for victims of domestic violence must be maintained.
(ii) There must be written personnel policies
which include a nondiscrimination clause and which describe the terms and
conditions of employment including hours of work, salary, vacation and sick
leave, benefits, overtime policy, and any requirements regarding attendance at
educational and training programs.
(iii) Individual personnel records must be
maintained for each staff person responsible for providing nonresidential
services for victims of domestic violence. Such records must include the
following information:
(a) the name of the
person, age, social security number, current home address and a person to
contact in the event of an emergency;
(b) the names and addresses of the
educational institutions the staff person attended, dates of graduation,
degrees or certificates conferred, and information regarding any education
and/or training received which will be used by the staff person as a substitute
for the relevant work experience requirements for the position held by such
staff person;
(c) all professional
experience and previous employment, including the names and locations of
previous employers and the dates of employment which will be used by the staff
person to meet the relevant work experience requirements for the position held
by such staff person; and
(d) the
New York or other state licensure or registration number, year of original
issuance and expiration date of any relevant license or registration held by
the staff person.
(c) Record Retention
(1) Operational records must be maintained
for a minimum period of six years.
(2) Individual case records must be retained
by the program for a minimum of six years after the individual stops seeking
non-residential services. If the individual returns for non-residential
services as a result of a new domestic violence incident, the record retention
period starts over.
(3) Once a
program determines the record(s) must be destroyed, it must do so in a manner
that maintains the confidentiality of the records.
Disclaimer: These regulations may not be the most recent version. New York 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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