Perf-Based Stds, Juvenile Correctional Facilities, 5th Ed_DEC 2024

Part 7: Administration and Management

Individual Juvenile Record 5-JCF-7F-02 (Ref 4-JCF-6F-02)

The facility maintains a record on each juvenile, available in a master file. The contents are identified and separated according to an established format and include, at a minimum, the following information: 1 Demographic information (name, age, sex, place of birth, and race or na tionality) 2 Initial intake information form 3 Authority to accept juvenile 4 Committing offense and disposition 5 Referral source 6 Case history/social history 7 Medical consent forms 8 Name, relationship, address, and phone number of parent(s)/ guardian(s) and person(s) juvenile resides with at time of admission 9 Driver’s license number, social security number, and Medicaid number, when applicable 10 Individual plan or program 11 Signed release-of-information forms, when required 12 Progress reports on program involvement 13 Program rules and disciplinary policy signed by juvenile 14 Grievance and disciplinary record, if applicable 15. Referrals to other agencies and final discharge or transfer report. Comment : Medical and educational records are components of the master file and may be located in other appropriate areas of the facility. The juvenile’s file should contain all legal documents and correspondence relating to the juvenile and all progress and other reports made during the length of stay. Confidentiality should be maintained.

Protocols : Table of contents of juvenile records; list of juveniles at facility.

Process Indicators : Juvenile master files; medical records; educational records.

Transfer of Case File 5-JCF-7F-03 (Ref 4-JCF-6F-03)

An established process requires an updated case file for any juvenile trans ferred from one facility to another is transferred simultaneously or, at the latest, within 72 hours Comment : Continuity of programming for juveniles transferred from other facili ties requires staff have the benefit of a complete cumulative case record as soon as possible. The same policy and procedure should apply to the transfer of medical, mental health, and educational files.

Protocols : Written policy and procedure; record transfer form.

Process Indicators : Records of record (documents verifying transfer of the record and the juvenile together)/on juvenile transfers; completed transfer forms.

168 Juvenile Correctional Facilities, Fifth Edition