Sec. 07.05.02.18. Records

A. Permanent Records. The agency shall maintain case records for permanent retention documenting the services provided in foster care and pertinent information about the child, the birth or adoptive parents, and the foster parent.

B. When a child is moved to a new foster care home supervised by a different agency, the receiving agency shall:

(1) Obtain all records pertaining to the child from the agency which previously placed the child; and

(2) Maintain the records indefinitely unless the child is moved again to a foster home or other setting supervised by another agency.

C. The agency shall follow the record requirements stated in COMAR 07.05.01.11.

D. The child's case record shall include the following:

(1) Face sheet located in the front of the case record which includes the child's:

(a) Name;

(b) Birth date;

(c) Guardianship status;

(d) Pertinent medical information;

(e) Placement location; and

(f) Parent's or legal custodian's name, address, and telephone number;

(2) Birth certificate or place of birth and birth name;

(3) Race, religion, and pertinent ethnic or cultural information;

(4) If appropriate, the child's guardianship information, including date of decree, docket number, court, and copy of the decree;

(5) Siblings, including:

(a) Names;

(b) Birth dates; and

(c) Living arrangements;

(6) Child's medical records and health history, including:

(a) Financial responsibility;

(b) Medical record at birth;

(c) Developmental history;

(d) Preplacement physical;

(e) Medical recommendations;

(f) Post-placement services; and

(g) Medical passport or other medical documents;

(7) Permanent case plan;

(8) Educational history and records; and

(9) Documentation of staffings and other meetings tracking the child's progress.

E. The parent's record shall include:

(1) Face sheet located in the front of the case record which includes the parent's:

(a) Name;

(b) Address;

(c) Social Security number; and

(d) If pregnant, expected due date;

(2) Date of application or initial referral;

(3) Birth date and place;

(4) Race and religion;

(5) Marital status;

(6) If pregnant, prenatal care plan;

(7) Names, birth dates, and location of birth parents' additional children;

(8) Names and social histories of birth parents' parents;

(9) Parent's physical description, including:

(a) Weight;

(b) Height;

(c) Coloring of eyes, hair, and skin;

(d) Individual traits such as scars, moles, or disfigurements; and

(e) Photographs;

(10) Multigenerational health history;

(11) Education and work history;

(12) Social summary of marital, parental, sibling, and other significant relationships;

(13) Discussion of separation and termination of parental rights as applicable;

(14) Parent's schedule for visiting with the child; and

(15) Signed voluntary relinquishment form as appropriate, and consent form for medical care.

F. The certified foster parent's record shall include:

(1) Face sheet located in the front of the record which includes:

(a) Name of the foster parent;

(b) Names and relationships of all members of the household;

(c) Address; and

(d) Telephone number;

(2) Applications, forms, and references;

(3) The agency's home study of the certified foster parent;

(4) The agency's findings on the foster parent's compliance with Regulations .04-.12 of this chapter;

(5) Record of children placed with the foster parent;

(6) Documentation of:

(a) The agency's regular monitoring;

(b) The agency's annual recertification or denial of recertification;

(c) Criminal background check, and child abuse and child support clearances;

(d) Completed required training;

(e) Fire and health inspections; and

(f) Any other activity of the agency with the foster parent.

G. The agency's annual statistical summary shall include:

(1) The number of children currently in:

(a) Preadoptive placement;

(b) Treatment foster care placement; and

(c) Regular foster care placement;

(2) The number of children who, in the last year, were:

(a) Reunified with parents;

(b) Placed for adoption;

(c) Placed with a different foster parent certified by the agency;

(d) Placed with another child placement agency;

(e) Emancipated; and

(f) Placed in a residential child care program;

(3) The number of foster parent individuals and couples currently certified by the agency; and

(4) The number of foster parent individuals and couples whose certification in the last year was:

(a) Suspended;

(b) Revoked; or

(c) Suspended and revoked.