9 CAR pt. 40, Appendix C. Case Record Order for Out-of-Home Placement Cases

APPENDIX C: CASE RECORD ORDER FOR OUT-OF-HOME PLACEMENT CASES 06/2022 The Family Service Worker shall maintain and organize the current case record on every child in foster care in their caseload. Policy I-D: Official Record Keeping & Access to Official Records, states that a hard copy file of case information will be maintained for data not in the Division’s information management system. Hard copy files will be created, if necessary for case review. The following is the case record order for maintaining files on information not in the Division’s information management system. This case record order will also be used when hard copy files are created for case review. Front Left: Legal Section Original Birth Certificate Social Security Card SS-5 Affidavit (including protection plan and TDM if applicable) Petitions Emergency Order Summons Warning Orders Adjudication Order Six (6) Month Review Orders Order Terminating Parental Rights and Granting to DHS the Power to Consent to Adoption Court Reports (including attachments) for all hearings Photograph of Child printed from the Division’s information management system Blue Face Sheet Order Terminating Parental Rights (if applicable), next to the top, then most current court order followed by all legal documents related to that order, for example, petition, warning orders, or summons). Other information behind this is filed in chronological order with the most current on top. Behind each court order, file all legal documents and court reports related to the order. A blue face sheet should be on top of all records in this section and readily visible when the file is open. Front Right: Child and Adolescent Needs and Strengths (CANS or Family Advocacy and Support Tool (FAST) and Case Plans Any Family Strengths, Needs, and Risk Assessment (FSNRA) or Case Plans prior to CANS/FAST CANS/FAST signed by family members, stakeholders, and parties to the case Case Plan signed by family members, stakeholders, and parties to the case Transitional Plan (if applicable) Order: filed in chronological order with the most current on top. Center Left: Contacts Documentation of Efforts to Locate Family from Lexis Nexis search results Handwritten Contact Sheets or home visiting forms signed by family members who were present during visit Handwritten Notes pertaining to the case (including phone messages) Printed Contacts (printed for IV-E Review only) Order: File in chronological order with the most current on top. Center Right: Correspondence CFS-590: Invitation to Family Centered Meeting Email verification of distribution of 590, CANS/FAST, Case Plan and Court Reports Emails and Faxes Incident Reports (use the Incident Reporting Information System link on DHS Share) Letters or Memos CFS-4000 and/or DHS-81: Release of Information Order: Releases of Information should be grouped on the bottom. Other documents should be filed in chronological order with most current on top. Back Left: Medical and Educational CFS-352: Medical, Dental, Vision, Hearing and Psychological Episodic Form CFS-353: Past Medical History Records Requested (Release of Information) CFS-366: Health Screening/Initial Physical CFS-368: Child Health Services Plan CFS-456: Birth Family Background Comprehensive Assessment Report (UAMS, PACE) Drug Screens CFS-364: Medication Logs Placement Reports (Therapeutic Foster Care (TFC), Residential Care) Provider Reports including Parenting and Anger Management Psychological Evaluations School Records such as Report Cards, Individualized Education Plans (IEP), Educational Testing Reports, or Early Intervention Assessments) Order: Child’s medical record on top; others intermixed with most current on top. Note: Educational records and reports for each age appropriate child, not just those children with special educational needs, shall be filed in the foster child’s case record. Reports and records include report cards, Individual Education Plan (IEP), etc. Back Right: Forms and Financial CFS Numbered Forms (Without Specification for other Filing Instructions) CFS-334: Authorization for Billing (Only for payments from Child’s Trust Account) Encumbrance and Service Referral Paperwork Medicaid Application Medical Bills Medical Passport Social Security Card Application Supervisory Review Forms Order: Intermixed with most current on top.