N.Y. Comp. Codes R. & Regs. tit. 9, § 180-1.12 – Records, reports and notification.

(a) Reports shall be submitted to the division on forms prescribed by the division. Such reports shall include but not be limited to:
1. (1) reimbursement claims;
2. (2) statistical reports;
3. (3) population reports;
4. (4) report of room confinement;
5. (5) report of fire in facility;
6. (6) report of death of child in facility; and
7. (7) other reports as may be required and needed.
(b) The division shall be notified in writing of any request for change in program, capacity or plans to subsequently change or modify physical plant. The division shall also be notified of any unusual or serious events such as, but not limited to, riots, assaults, or birth by residents. Such notification shall be submitted in writing within five days of the occurrence of the incident, after verbal notification within 24 hours:
1. (1) Each facility shall maintain a current case record for each child, which shall include intake information, observation and treatment reports and transfer or discharge summary.
2. (2) Other records relating to children.
  1. (i) Each facility shall keep records of individual children required by section 372 of the Social Services Law.
  2. (ii) Records shall include information concerning date and time of admission, reasons for admission (pertinent section of law), place to which child is discharged, specific offense alleged, length of stay prior to petition, length of stay from adjudiciation to final disposition, and total length of stay.
  3. (iii) Records shall be conveniently indexed and provision shall be made, either by means of a card index or otherwise, so that an accurate roll call of the children present or under care at any time may be readily made.
  4. (iv) Records shall be retained by the administrative agency until the child becomes 18 years of age.
  5. (v) Records and reports maintained by the facility related to children under the jurisdiction of the division shall be confidential, pursuant to section 372 of the Social Services Law and section 168.7 of this Subtitle.
3. (3) Visitors. Each facility shall keep a book in which shall be entered the name, address, date of visit, and relationship of every person visiting each child, which name and address shall be secured by each such visit.
  1. (i) Each facility shall report all deaths of children to the division within 24 hours of the occurrence of such deaths, on forms and in the manner prescribed by the division.
  2. (ii) Each facility shall report to the division all injuries to children which require the services of physician and which, in his opinion, have caused or may cause death, serious disability or disfigurement of the body.
  3. (iii) Report of fires. All institutional fires, or incidents involving the use of fire fighting or fire safety equipment, shall be orally reported to the division within 48 hours of the time of occurrence. A written report shall be submitted to the division within 10 days.
    (d) Examination by State Division for Youth.
    Representatives of the State Division for Youth shall, at all reasonable times, be allowed to observe and interview children with relation to any matter pertaining to their health, safety, treatment and training.
(c) Records and reports.
(e) The division shall list all facilities certified for the detention of children and shall file a copy of that list semiannually with the clerk of the Family Court in each county, the clerk of the Criminal Court of the City of New York, the clerk of the Supreme Court in each county within the City of New York, and the clerk of the County Court in each county outside the City of New York.