PURPOSE: This rule sets forth the records, documents and reports, which an agency shall maintain and, upon request, submit to the residential licensing unit.

1. (1) The agency shall maintain a register of all children currently receiving care, including information concerning the child’s name, sex, birthdate and person or agency legally responsible for each child.

2. (2) Individual case records for all children accepted for care shall be maintained for at least five (5) years after a child is discharged from care and shall include:

   1. (A) The child’s full name, birthdate and birthplace; parent’s full name(s), including the mother’s maiden name; date and place of parent’s marriage; if parents are divorced or separated, date and place; if parents are deceased, date, place and cause of death; names, addresses and birthdates of other children in the family; names and addresses of grandparent(s); source of referral for care; date and reason for placement; and financial records, when available;
   2. (B) Reports of any preplacement visits and conferences;
   3. (C) The admission assessment, including information concerning the religious, educational, economic and cultural background of the family; information about the child’s development, health history, personality, school placement and adjustment; previous placements; attitudes toward separations; family relationships;
   4. (D) Documents pertinent to current legal custody and guardianship status;
   5. (E) Written agreements with parent(s), guardian or legal custodian;
   6. (F) School reports for each semester, including the child’s grades, progress and adjustment;
   7. (G) The service plan and subsequent service plan reviews;
   8. (H) Chronological case recording and progress summary completed at least monthly which identifies the child’s progress and services provided to the family;
   9. (I) Plans for discharge, aftercare and supervision;
   10. (J) Reports from recreational and other adjunctive staff involved with the child and family; and
   11. (K) Copies of critical incident reports, which shall include, but not be limited to, physical restraint, isolation and injury.

AUTHORITY: sections 210.481, RSMo (1986), 210.486 and 210.506, RSMo (Cum. Supp. 1993).* This rule originally filed as 13 CSR 40-71.090. Original rule filed Nov. 9, 1978, effective Feb. 11, 1979. Emergency rescission and emergency rule filed Nov. 1, 1993, effective Nov. 12, 1993, expired March 11, 1994. Emergency rescission and emergency rule filed March 2, 1994, effective March 12, 1994, expired July 9, 1994. Rescinded and readopted: Filed Nov. 1, 1993, effective June 6, 1994. Moved to 13 CSR 35-71.090, effective Oct. 30, 2008.

*Original authority: 210.481, RSMo (1982), amended 1985 and 210.486 and 210.506, RSMo (1982), amended 1993.