Section 2602.40  Records


a)         Introduction

An accurate records system is of utmost importance.  Statistical data serves as a basis for evaluating current practices while planning and giving direction to future operations.  Such data serves to reveal areas where adjustments in current operations and procedures may be required.  A sound record and report system provides the superintendent with an effective management tool.


b)         Minimum Standards


1)         Face Sheet and Personal Record Information

A face sheet and personal record file shall be maintained (Section 2602.50(b)(11)).


2)         Confidential Record

All face sheet data and police 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 to the Office of Detention and Audit Services monthly, an accurate report of the number of youth confined during the preceding month and provide information on each in the categories indicated on the report form provided by the Office.


A)        Monthly population reports must be submitted to the Office by the 10th 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 Occurrence

All unusual incidents which involve or endanger the lives or physical welfare of staff members or youth must be reported to the Office of Detention and Audit Services utilizing form DC-7158, supplied by the Office.  A copy of the report shall also be forwarded to the court.


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, to include accidental or self-inflicted.


iv)        Escape.


v)         Attempted escape.


vi)        Fire.


vii)       Riot.


viii)      Battery on a staff member.


ix)        Battery on youth by a staff member.


x)         Battery on youth by another youth (only if hospitalization or extensive medical treatment is required).


xi)        Sexual assaults.


xii)       Occurrence of serious infectious disease or illness within the facility.


5)         Report to Court

A written report which summarizes the needs, personal and social problems, strengths, and other pertinent findings as revealed in detention activities and services shall be forwarded to the probation officer and to the court upon request.


6)         Fingerprinting and Photographing

It is illegal for any person, agency, or law enforcement officer to knowingly transmit any fingerprint or photograph relating to a minor who has been arrested or taken into custody before his 17th birthday, unless so authorized by the court (Ill. Rev. Stat. 1987 Supp., ch. 37, par. 702-8).


7)         Daily Population Report

A daily detention population report shall be supplied to the judge and the chief of probation services by the superintendent.  The report shall include the name of each youth, day admitted, accumulated days of stay, assigned probation officer, date of adjudicatory hearing, and any other information the judge might request to assist the control of admissions.


8)         Detention Over Thirty Days

Any youth who has been detained continuously for more than 30 days must be brought to the attention of the presiding judge of the juvenile court having jurisdiction in the case.


c)         Recommendation

Preparation of monthly population reports should be the designated responsibility of one staff person trained in the procedure.