Section 2603.40 Records

Section 703

Section 2603.40  Records

a)         Introduction

An accurate

records system is of utmost importance.  A complete record and report system

provides the superintendent with an effective management tool and essential

information for the court.

b)         Minimum Standards

1)         Face Sheet and Personal Record Information

A face sheet

and personal record file shall be maintained for each child in accordance with

Section 2603.50(b)(10).

2)         Confidential Record

All face sheet

data and case record information is confidential and shall not be disclosed to

unauthorized persons or to the public, except by order of the court.  Staff

members shall be provided access to case information required for the

performance of their duties.

3)         Monthly Reports, Statistics

The

superintendent shall submit a monthly report to the Office of Detention and

Audit Services of the number of children sheltered during the preceding month

and provide information for each of the categories indicated on the report form

provided by the Unit.

A)        Monthly population reports must be submitted to the Unit by the

tenth day of the following month.

B)        Each calendar day, including day of admission and day of

release, shall be counted for calculating length of stay.

C)        Duplicate copies shall be prepared.  The reporting facility

shall maintain the original and forward the duplicate to the Unit.

4)         Extraordinary or Unusual Occurrences

All unusual

incidents which involve or endanger the lives or physical welfare of staff

members or children must be reported to the Unit, utilizing the forms supplied

by the Unit.

A)        Reports shall be forwarded within 72 hours of the occurrence.

B)        Extraordinary or unusual occurrences shall mean:

i)          Death, regardless of cause.

ii)         Attempted suicide (if hospitalization or medical treatment is

required).

iii)        Serious injury, including accidental or self-inflicted.

iv)        Fire

ted to the Unit, utilizing the forms supplied

by the Unit.

A)        Reports shall be forwarded within 72 hours of the occurrence.

B)        Extraordinary or unusual occurrences shall mean:

i)          Death, regardless of cause.

ii)         Attempted suicide (if hospitalization or medical treatment is

required).

iii)        Serious injury, including accidental or self-inflicted.

iv)        Fire.

v)         Battery on child by a staff member.

vi)        Battery on child by another child (only if hospitalization or

extensive medical treatment is required).

vii)       Battery on staff member by a child.

viii)      Sexual assaults.

xi)        Occurrence of serious infectious disease or illness within the

facility.

5)         Report to Court

A copy of the

unusual occurrence report will be forwarded to the court by the superintendent.

6)         Population Report

A shelter care

population report shall be supplied to the judge by the superintendent daily or

as required by the court but not less than weekly.  This report shall include

the name of each child, day admitted, accumulated days of stay, date of

hearing, and any other information the judge might request to assist the

control of admissions.