1. (1) A written body of policy and procedures establishes the program's management of case records including, at a minimum, the following areas:

   1. (a) The establishment, use, confidentiality, and content of Juvenile records;
   2. (b) The right to privacy;
   3. (c) Secure placement and preservation of records;
   4. (d) A schedule for retiring or destroying inactive records.

2. (2) The program administration maintains a record on each Juvenile in a master file that includes, at a minimum, the following information:

   1. (a) Initial intake information form;
   2. (b) Case information from referral source, if available;
   3. (c) Case history/social history;
   4. (d) Medical records, when available;
   5. (e) Psychological/psychiatric reports, if available;
   6. (f) Individual plan or program;
   7. (g) Signed Release-of-information forms, when required;
   8. (h) Evaluation and progress reports;
   9. (i) Current employment data, if applicable;
   10. (j) Program rules and disciplinary policy, signed by the Juvenile;
   11. (k) Documented legal authority to accept the Juvenile;
   12. (l) Grievance and disciplinary records;
   13. (m) Referrals to other agencies, if applicable;
   14. (n) Individual educational plans (IEP), if applicable;
   15. (o) Pertinent educational information;
   16. (p) Final discharge or transfer report;
   17. (q) Vocational plans, if applicable;
   18. (r) Informed consent/Acknowledgment form.
3. (3) Each service provider shall follow the standards promulgated by their own professional discipline, as well as relevant State laws, policies, and procedures, regarding maintenance of case records.

Author: Department of Youth Services

Statutory Authority: Title 44; Code of Ala. 1975, §§15-20-1 through 15-20-36; §§13A-6-60 through 13A-6-111.

History: New Rule: August 16, 2002; effective September 20, 2002. Amended: Filed November 6, 2018; effective December 21, 2018.