1625 ADOPTION RECORDS

1625.1 Each child-placing agency shall maintain adoptive family records which shall contain the following:

1. (a) The application with photograph;
2. (b) The home study;
3. (c) Medical records of each family member and financial verifications;
4. (d) Documentation of the agency's contacts with at least three (3) references;
5. (e) Criminal and child abuse records and reports of family members;
6. (f) Summary narrative of the pre-placement and post placement contacts with the adoptive family and the adopted child;
7. (g) Verification of each marriage and divorce of the applicants;
8. (h) The adoptive placement agreement;
9. (i) Each legal document pertaining to adoption;
10. (j) A statement signed by the applicant stating that he or she has reviewed agency policies and procedures;
11. (k) All correspondence related to the adoption;
12. (l) Identifying information on each child placed in the home;
13. (m) A physician's report on the health of the child prior to finalization, and
14. (n) A report of the supervisory period to include:
15. (1) Significant changes in family circumstances since the initial home study such as employment, place of residence, birth, death, and illness;
16. (2) The child's emotional adjustment and the family's response;
17. (3) Acceptance of placement by the extended family and community;
18. (4) The health, physical, and intellectual development of the child;
19. (5) Observations of the child placed regarding daily activities such as sleeping, eating, playing, school, and day care;
20. (6) Cultural adaptation of the child including language adaptation and habits; and
21. (7) Any information that completely describes the child's overall adjustment as well as a summary and recommendations which may include the need for outside resources.

1625.2 Each child-placing agency shall maintain individual records for each child placed in an adoptive

home which contain:

(a) Identifying information, including the name, birthdate, place of birth, sex, race, height, weight, hair color, eye color, identifying remarks, social security number, and photographs;

(b) Copies of the legal documents of importance to the child, such as birth certificate and any court disposition;

(c) Social, physical and mental history of the child's biological family, if available;

(d) Records of immunizations and dental care; medical reports and physical and mental history of the child, as required;

(e) A summary which reflects the dates of contact, initial assessment, case plan, and content of the worker's visits;

(f) Information on the circumstances which led to the decision to place the child, the agency's involvement with the parent(s), including services offered, provided, or rejected;

(g) Educational records;

(h) Summary of the case reviews which reflect contacts with each family member in relation to the case plan as well as the achievements or changes in the goals;

(i) Summary of any administrative or outside service reviews on the progress of each child toward the goal determination;

(j) Summary of the child's contacts with family members which reflect the quality of the relationships as well as how the child is coping with them; and

(k) History of care including names of care-givers, addresses, and dates of care.

1625.3 Each child-placing agency shall ensure that upon discharge a child's record contains the following:

(a) A discharge summary showing services provided during care, the growth and accomplishments, assessed needs to be met, and recommended services to meet these goals;

(b) Dates of and reason for discharge, and the name, address, telephone number, and relationship of the person or agency to whom the child is discharged; and

(c) Aftercare plans which specify the responsibility for follow-through on the care of the child.

SOURCE: Final Rulemaking published at 37 DCR 3033, 3051 (May 11, 1990).