Section 400.12509. Independent living record.

(1) An agency shall maintain a case record for each youth placed in independent living.

(2)    An agency shall protect each record against destruction and damage and shall store and maintain each child’s record in a manner to assure confidentiality and to prevent unauthorized access.

(3)       The case record shall contain all of the following information and documentation, which shall be recorded within 30 calendar days after placement in independent living and updated at least once every 90 calendar days:

(a)   All of the following personal information pertaining to the youth:

(i)   Name.

(ii)   Social security number.

(iii)   Address and telephone number.

(iv)   Date of birth.

(v)   Gender

(vi)   Race.

(vii)   Height.

(viii)   Weight.

(ix)   Hair color.

(x)   Eye color.

(xi)   Identifying marks.

(xii)   A photograph updated on an annual basis.

(b)   Documentation of the agency's legal right to place a youth.

(c)   The names, addresses, dates of birth, and social security numbers of the youth's parents, if any.

(d)  The names, dates of birth, and addresses of the youth's siblings, if applicable.

(e)   The names and addresses of any offspring.

(f)  The names and addresses of any other significant persons.

(g)     Current  documentation  of   financial  support  sufficient  to  meet  the  youth's housing, clothing, food, and miscellaneous expenses.

(h)   The date, location, documented purpose, and a summary of the findings of each contact between the youth and the social service worker.

(i)   Current adjustment.

(j)     The youth's relationship with family members and agency efforts to resolve family conflicts.

(k)   Medical and dental records.

(l)   Birth certificate

(m)   Placement documentation as required by R 400.12404.

(n)   Change of placement documentation as required by R 400.12405.

(o)    Service plans as required in R 400.12419 and R 400.12420. If the youth has biological children, the service plan must address the living arrangement for the child or children, visitation/parenting time with the youth’s biological children or a clear explanation why this is not possible or appropriate.

(4)   An agency shall maintain the record for not less than 7 years after the agency’s termination of services to the youth.

History: 1998-2000 AACS; 2014 AACS.