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Virginia Administrative Code
Title 22. Social Services
Agency 40. Department of Social Services
Chapter 141. Licensing Standards for Independent Foster Homes
4/9/2020

22VAC40-141-210. Record Requirements.

Part V
Recordkeeping

A. The provider shall maintain a separate record with written information on each child in care.

B. Records shall be kept for at least one year from the date of discharge.

C. Information in the child's record shall include:

1. The entrustment agreement or placing agreement between the provider and parent. The entrustment agreement or placing agreement shall include:

a. Identifying information, including proof of identity on the child, including:

(1) Name;

(2) Date of birth;

(3) Sex; and

(4) Date of placement;

b. The fees for foster care and other expenses and payment arrangements, including financial support from the parents or guardians;

c. The child's:

(1) Social security number;

(2) Medicaid or other insurance carrier and number; and

(3) Other information necessary to secure services for the child, including permission to receive medical and dental care;

d. Arrangements for visits by parents and other family members;

e. Rights and obligations of the child, the parents or guardians, and the independent foster home; and

f. Signatures of the parent or guardian and the independent foster parent;

2. Name, address and telephone numbers of parents and public or private agencies involved with the child, including the name of the assigned agency worker where appropriate;

3. The reason the child is placed in the independent foster home;

4. Name and telephone number of persons to be called in an emergency when the responsible person cannot be reached;

5. Names of persons who are authorized to call or visit the child;

6. Medical information pertinent to the health care of the child, including a list of all prescription and nonprescription medication the child receives;

7. Copies of the foster care or individualized service plans;

8. Correspondence and other documentation related to the child, including school records;

9. Reports of accidents, major injuries, illnesses and serious incidents, such as runaways, destruction of property, assaults on others and suicide threats or attempts;

10. The copy of the petition filed with the juvenile and domestic relations court if the child cannot return home within the time frames designated by the entrustment or placing agreement;

11. Copies of all related documents received from the court;

12. Services provided each week to the child by the provider and by other resources and services provided to the parent or guardian by the provider, if applicable, or by other resources, when known; and

13. Reasons the child was discharged and the date of discharge from the home.

D. The agreement shall be signed on or before the date the child is placed in the home.

E. A copy of the agreement shall be given to the parent or guardian.

F. Within 30 days after discharge, the provider shall prepare a brief summary of the child's behavioral, educational, and medical progress while in the home, and a statement as to whether the goals of placement were accomplished.

G. A copy of this report shall be:

1. Given to the parents or legal guardians within 45 days of discharge; and

2. Sent to the local juvenile and domestic relations court whenever the court has approved the entrustment agreement and the foster care service plan or a petition has been made to the court.

Statutory Authority

§§ 63.2-217 and 63.2-1734 of the Code of Virginia.

Historical Notes

Derived from Volume 15, Issue 10, eff. March 3, 1999; amended, Virginia Register Volume 21, Issue 06, eff. February 1, 2005; Volume 22, Issue 10, eff. February 22, 2006.

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