1. A. Child’s Record

   1. (1) The Agency shall maintain a case record for each child or sibling group placed in a foster family home or adoptive home which shall be kept up to date and include information required by the contract with the Department, including, but not limited to:

      1. (a) Demographic information including the name, gender, race, date of birth, and placement address;
      2. (b) The name, address, telephone number, and marital status of the parent(s) or guardian(s) of the child;

      3. (c) Collateral information, to the extent available, such as:

         1. i. Name and placement of siblings;

            ii. Name, address, and telephone number of birth parents and other significant kin and fictive kin;

            iii. Records from the Department, including copies of legal documents of importance to the child, such as birth records, and court dispositions, and the portions of the case plan related to the child, including visitation and permanency plans;

            iv. Medical records, mental health records, service provider records, and educational records; and

         2. v. Name, address, and telephone number of caseworker/supervisor for the child.

      4. (d) Documentation of services provided to the child during placement, such as:

         1. i. Assessments and evaluations;

            ii. Progress summary/case notes;

            iii. Critical incident reports;

            iv. Discharge summary that shows services provided to the child during placement, the growth and accomplishments of the child during placement, and recommendations for continued services/care after the child is discharged; and

         2. v. The circumstances leading to the decision to place a child in substitute care or into an adoptive home, the agency’s involvement with the parents or legal guardians, including services offered, delivered, or declined.
      5. (e) Agencies providing adoption services must have written policies specifying the timeframe for retention, location, and storage of all documentation related to adoption services, such as birth family information and after care services, and reports prepared pursuant to Section 63-9-520. These policies and procedures must also specify how adoptees or their parents may access records.
   2. (2) The child placing agency shall ensure that there shall be a report pursuant to Section 63-9-520 prior to the finalization of adoption.

2. B. Birth Family Records Maintained by Agencies Providing Adoption Services

   1. (1) The child placing agency shall maintain a record of the family of every child whom the Agency places into care which contains:

      1. (a) Demographic information including address, birth dates, race, religion, family composition, and significant others;
      2. (b) The social history, including any psychological or psychiatric reports and medical histories;
      3. (c) Strengths and needs of the family and the services required;
      4. (d) Worker’s assessment and initial case plan;
      5. (e) Signed agreements between the child placing agency and family or the Department;
      6. (f) Summary of dates of contact and progress toward goals;
      7. (g) Case review reports; and
      8. (h) Discharge summary.
   2. (2) The child placing agency shall keep all records current and shall record the following events within thirty (30) days of occurrence: intake study, case plan, reviews, and major events in the lives of the child or family members.

3. C. Foster Home Records. The child placing agency shall keep separate records for each foster home which contain:

   1. (1) The application;
   2. (2) Assessment Study/Home Study;
   3. (3) Background check reports required by Regulation 114-4910(C)(6);
   4. (4) Summary of dates and content of Agency worker’s contacts;
   5. (5) References from at least three sources;
   6. (6) Annual assessment of strengths and weaknesses of the foster family relative to the care of individual children placed with them;
   7. (7) Annual relicensing assessment study and reports connected with compliance with foster home regulations;
   8. (8) Summary of the care given by the family, children placed, dates admitted and discharged from care; and
   9. (9) A termination summary for homes which are closed containing the reasons for the closing;
   10. (10) Any fire or health records otherwise required by law or regulation for foster homes.

4. D. Adoptive Study Records

   1. (1) Any child placing agency providing adoption services shall keep separate records for each adoptive family which contains:

      1. (a) The application;
      2. (b) The adoptive assessment study;
      3. (c) Current medical records of the family;
      4. (d) References from at least three sources;
      5. (e) A summary of contacts following approval for adoption until placement of a child;
      6. (f) Summary containing the placement decision, pre-placement and post-placement contacts with the adoptive child.
   2. (2) In the event a family was not accepted or did not have a child placed with them, a narrative clearly indicating the reason and the manner in which the decision was presented to the family shall be made a part of the record prior to case closure.

HISTORY: Amended by SCSR 49-5 Doc. No. 5308, eff May 23, 2025.