1. (1) Records on children in shelter care.

   1. (a) A licensee shall maintain a record for each child in the shelter care facility. The record shall contain all of the following:

      1. 1. A form prescribed by the department that is completed with specified information about the child.

      2. 2. For a child placed in the shelter care facility, all of the following:

         1. a. The forms required under ch. DCF 37. The licensee shall share with the child’s placing agency new and updated information required on the forms that the licensee becomes aware of while the child is placed in the facility.

         2. b. Reasonable and prudent parenting decision records required under s. DCF 59.055 (2) (e).

            Note: The form required under subd. 1. is DCF-F-CFS2389-E, Shelter Care Face Sheet.
            The forms required under subd. 2. a. and ch. DCF 37 are DCF-F-872A-E, Information for Out-of-Home Care Providers, Part A and DCF-F-872B-E, Information for Out-of-Home Care Providers, Part B.
            The form required under subd. 2. b. is DCF-F-5124-E, Reasonable and Prudent Parent Decision Record.
            These forms are available in the forms section of the department website at http://dcf.wisconsin.gov or by writing the Division of Safety and Permanence, P.O. Box 8916, Madison, WI 53708−8916.

   2. (b) For each child placed in a hold-over room, the hold-over room licensee shall maintain on file a completed copy of Wisconsin department of justice form JI-03, Temporary Physical Custody Request.

      Note: The department of justice form JD-1710, Temporary Physical Custody Request may be obtained by writing or telephoning any field office listed in Appendix A or from the Wisconsin Circuit Court website at https://www.wicourts.gov/forms1/circuit/index.htm.

2. (2) Confidentiality. Shelter care facility staff and volunteers shall maintain in a locked file and in confidence all information and records on children. Children shall have the right to examine their own records.

3. (3) Department access to records.

   1. (a) At the request of the department, a shelter care facility shall make available for inspection all records on children received by it.
   2. (b) Records shall be held only until the child’s 21st birthday and then destroyed, except that a permanent register shall be kept listing the names of the children received for care and the dates of their admission and release.

4. (4) Responsibility to the department and the superintendent. The licensee shall report to the department and the superintendent of shelter care as soon as possible:

   1. (a) The death of any child in care or any serious illness or injury suffered by a child.
   2. (b) Any fire on the premises which required the services of the fire department.
   3. (c) Any intention to terminate the shelter care facility. Notification shall be at least 30 days in advance of the termination.
   4. (d) Any change in the name of the unit supervisor of any shelter care facility, or a change in the name of the executive, or chairperson of the board, or any change in the corporate structure of a corporation operating a shelter care facility.

History

History: Cr. Register, June, 1978, No. 270, eff. 7-1-7; renum. from PW-CY 45.06, Register, December, 1982, No. 324, eff. 1-1-83; emerg. r. and recr. (1), eff. 12-1-93; r. and recr. (1), am. (3) (a), Register, September, 1994, No. 465, eff. 10-1-94; correction in (4) (d) made under s. 13.93 (2m) (b) 5., Stats., Register, September, 1994, No 465; correction in (1) (a) 13. made under s. 13.92 (4) (b) 7., Stats., Register November 2008 No. 635; EmR1633: emerg. r. and recr. (1) (a), eff. 11-18-16; CR 16-051: r. and recr. (1) (a) Register July 2017 No. 739, eff. 8-1-17.