1. (a) Daily Records. Written policies shall require:

   1. (1) a uniform format for identifying and separating files;
   2. (2) a record of entries made, dated and signed by the staff member responsible for the resident;
   3. (3) a daily report of admissions and releases;
   4. (4) a single document to identify all residents in the facility and their physical location; and
   5. (5) procedures to ensure confidentiality of records.

2. (b) Admission. Each resident's admission form shall contain at least the following information:

   1. (1) date and time of admission and release;
   2. (2) names, nicknames and aliases, and social security number;
   3. (3) last known address;
   4. (4) reason for detention and referring offense;
   5. (5) name of attorney;
   6. (6) name, title, and signature of delivering officer;
   7. (7) sex, race, date of birth;
   8. (8) place of birth and citizenship;
   9. (9) education level and last school attended;
   10. (10) any employment history;
   11. (11) name, relationship, address, and phone number of parents, guardian, or persons with whom the minor resident resides at admission;
   12. (12) health assessment;
   13. (13) space for remarks; and
   14. (14) signature of the person recording the data.

3. (c) Contents. Each resident's record is to be available to the detention staff, kept in a secure place, and shall include at least the following:

   1. (1) admission form;
   2. (2) offense report, arrest warrant, or directive to apprehend;
   3. (3) referral source;
   4. (4) signed inventory of cash and property surrendered;
   5. (5) list of approved visitors;
   6. (6) name of assigned probation officer or caseworker;
   7. (7) record of resident's notification of program rules and disciplinary policy;
   8. (8) behavioral record including any special incidents, discipline, or grievances;
   9. (9) referrals to other agencies; and
   10. (10) final release or transfer report.

Source Note:The provisions of this §351.6 adopted to be effective September 30, 2002, 27 TexReg 7985.