Sec. 07.05.01.08. Agency Reporting Responsibilities

A. Agency Emergencies.

(1) The agency shall maintain and make available to the Administration a written plan detailing employee responsibilities for all emergencies which may affect the:

(a) Agency operation; or

(b) Health, safety, and well-being of children in care or receiving adoption services.

(2) The agency shall notify the Administration by phone immediately, and in writing within 48 hours of the occurrence, of the following emergencies:

(a) Death of a child in foster care or receiving adoption services;

(b) Accident, assault, illness, or psychiatric episode of a child which requires hospitalization or emergency medical care;

(c) Suspected incident of child abuse or neglect, including mental injury;

(d) Illegal activity leading to the incarceration of a child, parent, foster parent, guardian, or adoptive parent; or

(e) Other occurrences which may affect the health, safety, or well-being of children in care or receiving adoption services.

B. Administrative File. The agency shall maintain and furnish to the Administration, on request, the following information and documents appropriate for the service or services provided:

(1) Legal structure including the charter, articles of incorporation, by-laws, or other legal basis for the agency's existence;

(2) Structure and composition of the governing board with names, addresses, phone numbers, terms of membership, and names and terms of officers;

(3) Organizational chart of the agency showing functions and names of the current employees;

(4) Names and positions of individuals authorized to sign agreements and to submit official documentation to the Administration;

(5) The written statement of the agency's purpose;

(6) Agreements or contracts relating to the agency's provision of a required service through a cooperative or subcontracted arrangement with an incorporated body, organization, or individual;

(7) Verification of the agency's insurance coverage;

(8) Procedures for notifying appropriate parties of changes in the agency's policy, programs, chief administrator, or other factors affecting services or licensure;

(9) Statement of compliance with nondiscrimination according to COMAR 07.01.03;

(10) Operating budget for the current year and the independent certified audit or audit review report of the preceding year;

(11) List of employees with position, titles, and qualifications;

(12) Personnel policies and procedures, including definitions of jobs, qualifications, salaries, work hours, vacation and sick leave, and termination and grievance procedures;

(13) A master resource list of all social, health, and other service providers which the agency uses;

(14) Staff health reports;

(15) Verification of compliance with unemployment and workers' compensation laws;

(16) Definition and description of agency services, including client eligibility requirements and a description of the geographic area in which services are provided;

(17) Written policy describing grievance procedures for service applicants, adoptees, adoptive parents, and foster parents;

(18) Child management and discipline plan;

(19) Current copies of agency publicity and brochures;

(20) Child abuse and neglect policy and documentation of the required criminal background checks and child abuse clearances as required in Regulation .09 of this chapter;

(21) Plans for recruitment of foster and adoptive parents as required in COMAR 07.05.02.04 and 07.05.03.08;

(22) Plans for employee orientation and continuing training as required in Regulation .16 of this chapter;

(23) Agency's plan for emergencies as required in §A of this regulation;

(24) Foster parent data as required in COMAR 07.05.02.18G;

(25) Adoption data as required in COMAR 07.05.03.19;

(26) Agency's annual written self-evaluation, which the chief administrator develops in consultation with agency employees and the agency's governing board to include:

(a) Analysis of program effectiveness in relation to stated purposes and goals of the program,

(b) Staffing patterns, average caseload size, and the agency's evaluation of them,

(c) Staff turnover rate,

(d) Analysis of statistics required in COMAR 07.05.02.18 and 07.05.03.19, and

(e) Plans for remedying identified weaknesses in the program; and

(27) Additional items that may be required by the Administration.