Section 54.06. Records, inspections, and reports.

 

(1)   General requirements. Each agency shall maintain records and submit reports prescribed by the department. Authorized representatives of the department shall have access to all records pertinent to licensing and to specific adoption searches and disclosure of the adoption search information.

(2)   Records.

(a) Each agency shall maintain:

1. A permanent register with identifying information of all children accepted for service or placement.

2. Individual case records for each child served and his family.

a. These records shall contain vital statistics information for the child, his parents and siblings, source of referral, date of acceptance and terms.

b. The original social study and investigation.

c. Legal documents pertinent to legal custody and guardianship such as birth records and court reports.

d. Written agreements with parents, guardians or legal custodians. (The consent and authorization for necessary medical or surgical care may be kept separate in the health record.)

e. School reports.

f. Recording of progress of casework and/or treatment plan with child and family.

3. Individual foster home records for each foster home used by the agency which include signed applications and agreements.

4. Individual records of studied adoptive applicants.

5. Personnel records.

6. Financial reports and audits.

(b) All records shall be kept in a safe place protected from fire damage, theft and unauthorized scrutiny.

(c) All adoption records shall be maintained in a separate file and in a manner that ensures confidentiality.

1. The agency shall establish written procedures governing access to the files.

2. The agency shall establish written procedures which ensure that information is released only in accordance with ss. 48.432 , 48.433 and 48.93 , Stats., and ch. DCF 53 .

(3)   Reports.

(a) Each agency shall submit statistical reports as required by the department under s. 48.66 (3) , Stats.

(b) Each agency shall make a report to the department within 48 hours after the occurrence of an unusual incident such as a major fire which is defined as one which requires the services of a fire department, or the death or serious injury of a child, a serious injury being defined as one which requires the hospitalization of the child.

(4)   Inspection of premises. The department may visit and inspect a child-placing agency and shall be given unrestricted access to the premises. During this inspection, a licensee shall provide all of the following:

(a) Any documentation of child-placing agency operations requested by the department.

(b) Any agency records on a child or a foster home requested by the department.

(5)   Documentation of staffing. A licensee shall maintain and retain staff payroll records for 5 years.

(6)   Requests for information. A licensee shall promptly respond to requests for information from the department or any other governmental agency with statutory authority to see the information.

(7)   Current and accurate. A licensee shall ensure that information that the licensee submits to or shares with the department or any other governmental agency is current and accurate.

(8)   Financial records and audits.

(a) A licensee shall arrange for an annual audit report by a certified public accountant in accordance with department guidelines.

(b) A licensee shall establish and maintain an accounting system that enables a child-placing agency to accurately report income and disbursements by the cost categories in the cost and service report in s. DCF 54.09 (1) (a) .

(c) A licensee shall be responsible for the secure and judicious use of the funds of the child-placing agency. Policies and practices shall be in accord with sound budgeting, disbursement, and audit control procedures.

(d) A licensee shall maintain a system of business management and staffing to ensure complete and accurate accounts, books, and records are maintained.

(e) Upon request, a licensee shall provide the department with financial information about the child-placing agency.

History: Cr. Register, August, 1957, No. 20 , eff. 9-1-57; r. and recr. Register, September, 1970, No. 177 , eff. 4-1-71; renum. from PW-CY 40.44, Register, September, 1982, No. 321 , eff. 10-1-82; am. (1) and cr. (2) (c), Register, October, 1984, No. 346 , eff. 11-1-84; emerg. renum. from HSS 54.05, eff. 11-1-92; renum. from HSS 54.05, Register, May, 1993, No. 449 , eff. 6-1-93; correction in (2) (c) 2. made under s. 13.92 (4) (b) 7. , Stats., Register November 2008 No. 635 ; EmR1106 : emerg. am. (title), cr. (4) to (8), eff. 9-16-11; CR 11-026 : am. (title), cr. (4) to (8), correction in (5) made under s. 13.92 (4) (b) 1. , Stats., Register December 2011 No. 672 , eff. 1-1-12.

Note

For further information, contact the Department of Children and Families, Bureau of Finance, 201 E. Washington Avenue, P.O. Box 8916, Madison WI 53708-8916 or [phone]. Microsoft Windows NT 6.1.7601 Service Pack 1