Current through August 26, 2024
(1) GENERAL
REQUIREMENTS. Each agency shall maintain records and submit reports prescribed
by the department. Authorized representatives of the department shall have
access to all records pertinent to licensing and to specific adoption searches
and disclosure of the adoption search information.
(2) RECORDS.
(a) Each agency shall maintain:
1. A permanent register with identifying
information of all children accepted for service or placement.
2. Individual case records for each child
served and his family.
a. These records shall
contain vital statistics information for the child, his parents and siblings,
source of referral, date of acceptance and terms.
b. The original social study and
investigation.
c. Legal documents
pertinent to legal custody and guardianship such as birth records and court
reports.
d. Written agreements with
parents, guardians or legal custodians. (The consent and authorization for
necessary medical or surgical care may be kept separate in the health
record.)
e. School
reports.
f. Recording of progress
of casework and/or treatment plan with child and family.
3. Individual foster home records for each
foster home used by the agency which include signed applications and
agreements.
4. Individual records
of studied adoptive applicants.
5.
Personnel records.
6. Financial
reports and audits.
(b)
All records shall be kept in a safe place protected from fire damage, theft and
unauthorized scrutiny.
(c) All
adoption records shall be maintained in a separate file and in a manner that
ensures confidentiality.
1. The agency shall
establish written procedures governing access to the files.
2. The agency shall establish written
procedures which ensure that information is released only in accordance with
ss.
48.432,
48.433 and
48.93, Stats., and
ch. DCF 53.
(3) REPORTS.
(a) Each agency shall submit statistical
reports as required by the department under s.
48.66(3),
Stats.
(b) Each agency shall make a
report to the department within 48 hours after the occurrence of an unusual
incident such as a major fire which is defined as one which requires the
services of a fire department, or the death or serious injury of a child, a
serious injury being defined as one which requires the hospitalization of the
child.
(4) INSPECTION OF
PREMISES. The department may visit and inspect a child-placing agency and shall
be given unrestricted access to the premises. During this inspection, a
licensee shall provide all of the following:
(a) Any documentation of child-placing agency
operations requested by the department.
(b) Any agency records on a child or a foster
home requested by the department.
(5) DOCUMENTATION OF STAFFING. A licensee
shall maintain and retain staff payroll records for 5 years.
(6) REQUESTS FOR INFORMATION. A licensee
shall promptly respond to requests for information from the department or any
other governmental agency with statutory authority to see the
information.
(7) CURRENT AND
ACCURATE. A licensee shall ensure that information that the licensee submits to
or shares with the department or any other governmental agency is current and
accurate.
(8) FINANCIAL RECORDS AND
AUDITS.
(a) A licensee shall arrange for an
annual audit report by a certified public accountant in accordance with
department guidelines.
Note: For further information, contact the
Department of Children and Families, Bureau of Finance, 201 W. Washington
Avenue, P.O. Box 8916, Madison WI 53708-8916 or 608-422-7000.
(b) A licensee shall establish and maintain
an accounting system that enables a child-placing agency to accurately report
income and disbursements by the cost categories in the cost and service report
in s.
DCF 54.09(1)
(a).
(c) A licensee shall be responsible for the
secure and judicious use of the funds of the child-placing agency. Policies and
practices shall be in accord with sound budgeting, disbursement, and audit
control procedures.
(d) A licensee
shall maintain a system of business management and staffing to ensure complete
and accurate accounts, books, and records are maintained.
(e) Upon request, a licensee shall provide
the department with financial information about the child-placing
agency.
