1. (a) Child's case record. Foster home agency (agency) records maintained for children in placement include, but are not limited to:
2. (1) an intake form including the child's name, any known nickname(s), birth date and place, race, gender, religion, and parents and other significant relatives' names, addresses, and phone numbers;
3. (2) history of previous placements and dates;
4. (3) reason for and circumstances leading to the present placement;
5. (4) child's relationship with other significant adults and children;
6. (5) admission assessment including the child's current functioning level and medical history, including:
7. (A) current medications;
8. (B) immunization records;
9. (C) known allergies; and
10. (D) childhood diseases; and
11. (6) current court order(s) documenting the child's legal custody and other applicable court orders;
12. (7) certified birth verification;
13. (8) the child's medical information, including:
14. (A) the child's medical authorization number, when applicable;
15. (B) a medical examination assessing the child's overall health completed by a health care professional within 30-calendar days following placement; however, when a child is transferred from another licensed program or an Oklahoma Human Services foster home, a documented medical exam assessing the child's overall health performed within the 12 months prior to admission is acceptable;
16. (C) written authorization to provide medical care;
17. (D) disabilities;
18. (E) psychosocial information;
19. (F) the child's prior licensed physician's name, when known; and
20. (G) medical services documentation; and
21. (9) the child's family of origin history;
22. (10) information regarding the child's family's physical health, including father, mother, and grandparents;
23. (11) information regarding family members' emotional stability;
24. (12) reports from schools, specialists, and other agencies;
25. (13) documentation the child's rights and agency grievance policy were explained to the child;
26. (14) a service plan, per Oklahoma Administrative Code (OAC) 340:110-5-3, completed within 30-calendar days of placement . The plan is signed and dated by the child, staff, foster parents, and parent or guardian;
27. (15) a service plan revision every six months;
28. (16) signed and dated case notes;
29. (17) a discharge plan including anticipated placement length and future placement;
30. (18) a discharge summary including an assessment of the child's placement progress, continuing needs and plans, and recommendations for any follow‑up services; and
31. (19) documentation of efforts to obtain or inability to obtain any of the information in this Section.
32. (b) Foster home record. The agency maintains a current case file on each foster home. Entries, dated in chronological order and identifying the personnel member recording the information, include:
33. (1) the certification form and documents verifying certification per, OAC 340:110‑5‑57(b);
34. (2) a complete home study report, including evaluation and recommendations as required;
35. (3) records of all children placed in the home with dates, names, ages, and payment rates for services, when applicable;
36. (4) records of all children removed from the home with dates, names, ages, and removal reasons;
37. (5) financial agreements, when applicable;
38. (6) signed and dated case notes, visits or contacts, and conferences;
39. (7) a copy of each child's placement agreement;
40. (8) correspondence;
41. (9) home study records, updated annually, per OAC 340:110-5-57(d);
42. (10) professional development documentation; and
43. (11) written agreements and contracts between the agency and the foster parents.

Amended at 10 Ok Reg 2273, eff 6-11-93

Amended at 13 Ok Reg 997, eff 1-24-96 (emergency)

Amended at 13 Ok Reg 2663, eff 6-28-96

Amended at 23 Ok Reg 1092, eff 6-1-06

Amended at 37 Ok Reg 1858, eff 11-1-20

Amended at 41 Ok Reg, Number 23, effective 9-16-24