Ind. Admin. Code tit. 465, r. 2-13-46 – Child's records

Sec. 46. (a) The child caring institution shall maintain a record of the following information for each child admitted:

(1) Name.
(2) Sex.
(3) Date of birth.
(4) Name, address, and marital status of both parents.
(5) Name, age, and address of child's brothers and sisters, step or half-brothers and sisters, and near relatives.
(6) Religious information necessary to provide appropriate services.
(7) Information upon which the admission decision was based.
(8) Name of agencies which have had contact with the child and the family and dates of contacts.
(9) Name and address of person or placing agency requesting admission.
(10) Date of admission.
(11) Written agreement with the placing agency or person.
(12) A copy of the court order or other document authorizing placement of the child in the child caring institution.
(13) SDPW case plan, if applicable.
(14) Documentation of any discipline of a child which results in an injury.
(15) School report, including teachers' evaluation of child's progress.
(16) Report by any specialist, such as psychiatrist or psychologist, if applicable.
(17) Discharge information required under section 65 of this rule.

(b) The child caring institution shall keep case records confidential and shall safeguard against the possibility of loss by fire, theft, or destruction.

(d) The child caring institution shall keep each child's case record for at least five (5) years after the child is discharged. For records older than five (5) years, the child caring institution shall retain at least that information required in subsection (a)(1) through (a)(5), (a)(10), (a)(12), and (a)(17).

(e) If the children's records are maintained at an office located apart from the group home residence, a copy of the care plan and subsequent revisions and all health records shall be kept on the premises of the group home.

(Department of Child Services; 465 IAC 2-13-46; filed Jun 27, 1991, 12:00 p.m.: 14 IR 2052; errata filed Sep 9, 1991, 10:45 a.m.: 15 IR 10; readopted filed Jul 12, 2001, 1:40 p.m.: 24 IR 4235; readopted filed Nov 27, 2007, 6:52 a.m.: 20071226-IR-465070551RFA; readopted filed Nov 26, 2013, 4:02 p.m.: 20131225-IR-465130459RFA; readopted filed Oct 10, 2019, 10:42 a.m.: 20191106-IR-465190320RFA; readopted filed Oct 15, 2025, 10:46 a.m.: 20251112-IR-465250623RFA) NOTE: Transferred from the Division of Family Resources (470 IAC 3-15-46) to the Department of Child Services (465 IAC 2-13-46) by P.L.234-2005, SECTION 195, effective July 1, 2005.