Section 410.350  Records and Reports

a)         The supervising individual or organization shall maintain current records on each child receiving shelter care services, on agency personnel (including volunteers), and on each facility operating under its supervision.

b)         If the youth remains at the shelter more than five days in a 30 day period records for each youth shall include a brief admission history, guardian/parental permission for care, name, birthdate, proof of age, name, address, and phone number of parent or legal guardian, religion, educational level, and case recording reflective of the ongoing shelter care of the youth.

c)         Records shall be maintained on all employees and, in addition, for each volunteer who has responsibility for the care and supervision of youth.  The records shall document compliance with Section 410.140, Background Checks.

d)         The supervising individual or organization shall maintain a separate file of the results of the background checks required by Section 410.140 and 89 Ill. Adm. Code 385, Background Checks.

e)         The supervising individual or organization shall maintain records on staff and volunteers and shall submit reports to the Department on forms prescribed by the Department.  The following personnel reports are required:

1)         A personnel report on each new employee (including owner, operator, or director) shall be filed with the Department.  A copy of this report shall be kept at the agency.

2)         All staff changes shall be reported to the Department within two business days after beginning employment.  Such reports shall be accompanied by complete, signed authorizations for background checks as required by 89 Ill. Adm. Code 385, Background Checks.

3)         Copies of documentation of medical information, verification of educational achievement, and character references of employees shall be provided upon request by the Department.

f)         Financial records of operations shall be maintained as part of the permanent records of the emergency shelter and shall include a copy of the annual audit.

g)         In addition to the records maintained by the supervising individual or organization, the emergency shelter shall maintain current records on its premises.  These records shall include a daily log which includes entries on each resident's stay in the emergency shelter and records any unusual incidents or serious occurrences and the use of any behavior management techniques as described in 89 Ill. Adm. Code 384, (Discipline and Behavior Management in Child Care Facilities).

h)         The emergency shelter shall report to the resident's parent or legal guardian and the Department any unusual incidents and serious occurrences involving residents under age 18.  These incidents and occurrences shall be reported in writing, or if made verbally, confirmed in writing within 2 working days of the occurrence.  Unusual incidents or occurrences include serious accident or injury requiring extensive medical care or hospitalization, death, arrest, alleged abuse or neglect, major fire or other emergency situations, or any serious incident which results in legal action by or against the emergency shelter, which affects any resident, personnel or conduct of the temporary shelter.

i)          Records shall be kept in safe, locked places.

j)          Authorized Department licensing representatives or other Department representatives who have the Director's written authorization shall have access to the records and reports.  All persons who have access to the records and reports shall respect their confidential nature.

(Source:  Amended at 21 Ill. Reg. 4596, effective April 1, 1997)