Records

(1) Every operator registered and licensed under these Regulations shall confidentially maintain in respect of each child admitted to the residential care facility for children the forms and records and documentation specified in subregulation (2) below for a period of ten calendar years after permanent release. (2) The forms referred to in subregulation (1) above are82 Social Service Agencies (a) the statement of health of the child to be admitted, as set out in Form V of the Schedule hereto; and annual health records; Form V. Schedule. Form VII. Schedule. (b) the resident care child placement form, as set out in Form VII of the Schedule hereto; (c) a notarized copy of the child’s birth certificate; (d) a copy of the care order or warrant which authorizes the placement of the child at the facility; (e) a copy of a social inquiry report prepared by the assigned social services practitioner and reports prepared by other professionals on the psycho social disposition of the child; (f) documentation on the general progress of the child during his/her stay at the facility; Form XI. Schedule. (g) Care plan, as set out in Form XI of the Schedule hereto; Form VIII. Schedule. (h) copies of home release forms as set out in the Schedule hereto; (i) updated picture of resident. (3) Allowance for records to follow children from one institution to another. (4) Other records to be confidentially kept and maintained by an operator for a specified period of time shall include– (a) financial records relating to operating costs, sources of income, financial plans, annual auditor’s report prepared by a certified Social Service Agencies 83 accountant who is not affiliated with the facility and other similar information should be kept for a period of ten calendar years; (b) an admissions’ register for children, special incidence log (this should be kept for the life of the residential care facility for children); (c) daily attendance register for managers, assistants and members of staff; (d) staff records relating to health, reference letters for employment purposes, qualifications, terms of reference, contract, police records, child abuse/neglect checks, performance evaluations, application forms, and any other job-related correspondence; (e) menus and meals served at the residential care facility for children. (5) An operator who fails to keep and maintain the records specified in this Regulation, or who fails to keep such records in a manner which reflects current activities at the residential care facility for children, or who fails to keep such records in an easily accessible place, commits an offence and is liable on summary conviction to imprisonment for a period not exceeding six months, or to a fine not exceeding one thousand five hundred dollars, or both such fine and period of imprisonment.