APPENDIX 4. Case Record Order for Out-of-Home Placement Cases
AR ADC 016.15.4 App. 4Arkansas Administrative CodeEffective: June 1, 2022
Effective: June 1, 2022
Ark. Admin. Code 016.15.4 App. 4
APPENDIX 4. Case Record Order for Out-of-Home Placement Cases
The Family Service Worker shall maintain and organize the current case record on every child in foster care in their caseload. Policy I-E: Official Record Keeping & Access to Official Records states that a hard copy file of case information will be maintained for data outside of the Children's Reporting and Information System (CHRIS). Hard copy files will be created, if necessary, for case review. The following is the case record order for maintaining files on information outside of CHRIS. 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 Team Decision Making (TDM), if applicable);
• Petitions;
• Emergency Order;
• Summons;
• Warning Orders;
• Adjudication Order;
• Six-Month Review Orders;
• Order Terminating Parental Rights and Granting to the Department of Human Services (DHS) the Power to Consent to Adoption;
• Court Reports (including attachments) for all hearings;
• Photograph of Child printed from the Children's Reporting and Information System (CHRIS); and
• Blue Face Sheet.
Order the Terminating Parental Rights (if applicable) next to the top, followed by the most current court order, followed by all legal documents related to the court order (including without limitations: petitions, warning orders, and summons). Behind each court order, file all legal documents and court reports related to the order. Any additional information included is to be filed in chronological order (with the most current on top) behind the court reports. A blue face sheet should be on top of all records in this section and be readily visible when the file is open.
Front Right: Child and Adolescent Needs and Strengths (CANS) or Family Advocacy and Support Tool (FAST) Case Plans
• Any Family Strengths, Needs, and Risk Assessment (FSNRA) or Case Plans prior to CANS/FAST;
• Signatures of family members, stakeholders, and parties related to the case;
• CFS-6010: Case Plan signed by family members, stakeholders, and parties to the case; and
• 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 the visit;
• Handwritten Notes pertaining to the case, including phone messages; and
• Printed CHRIS 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 Plans and Court Reports;
• Emails and Faxes;
• Incident Reports (use the Incident Reporting Information System link on DHS Share);
• Letters or Memos; and
• CFS-4000 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-366: Health Screening or Initial Physical;
• CFS-456: Birth Family Background;
• Comprehensive Assessment Report from the University of Arkansas for Medical Sciences (UAMS) or Programs of All-Inclusive Care for the Elderly (PACE);
• Drug Screens;
• CFS-364: Medication Logs;
• Placement Reports (such as Therapeutic Foster Care (TFC), Group Home, or Residential Care);
• Provider Reports (such as Parenting or Anger Management);
• Psychological Evaluations; and
• School Records (including without limitation report cards, Individualized Education Program (IEP), Educational Testing Reports, and Early Intervention Assessments).
Order: Child's medical record on top; with the others intermixed with the most current on top.
Note: Educational records and reports for each age-appropriate child, not just children with special educational needs, shall be filed in the foster child's case record. Reports and records include, without limitation: report cards, and Individual Education Plans (IEPs).
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; and
• Supervisory Review Forms.
Order: Intermixed with most current on top.
Credits
Adopted Feb. 1, 2010. Amended Jan. 1, 2013; Dec. 18, 2014; June 1, 2022.
Current with amendments received through February 15, 2024. Some sections may be more current, see credit for details.
Ark. Admin. Code 016.15.4 App. 4, AR ADC 016.15.4 App. 4
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