Okla. Admin. Code § 377:3-13-40

Current through Vol. 42, No. 8, January 2, 2025

Section 377:3-13-40 - Records

(a) Facility staff shall complete a confidential record for each juvenile admitted to the facility and include, at the minimum, the following:

(1) court case number, if any;

(2) date and time of admission and release;

(3) name and nicknames;

(4) last known address;

(5) custodian;

(6) name of attorney, if any;

(7) name, title, and signature of delivering officer;

(8) specific charge(s);

(9) sex;

(10) date of birth;

(11) place of birth;

(12) race or nationality;

(13) education and school attended;

(14) religious preference;

(15) medical history questionnaire;

(16) medical consent forms, court orders authorizing medical treatment, or documentation of request for medical consent;

(17) name, relationship, address, and phone number of parent, guardian, or person with whom the juvenile resides at the time of admission;

(18) driver's license number, social security number and medical assistance number, if any;

(19) statement signed by the juvenile that he/she has been advised of juvenile rights, program rules, grievance process, and discipline policy;

(20) date of petition, if available;

(21) additional notations including identifying marks, any open wounds or sores requiring treatment, evidence of disease or body vermin, or tattoos;

(22) inventory of personal property;

(23) emergency contact person; and

(24) signature of person recording data.

(b) Facility staff shall maintain a confidential record on each juvenile and ensure that the record is safeguarded from unauthorized and improper disclosure. The case record includes, at a minimum, the information in this subsection, when and where applicable:

(1) documented legal authority to accept juvenile;

(2) referral source;

(3) record of court appearances;

(4) signed release of information forms when records are requested or distributed;

(5) notations of temporary absences from the facility;

(6) visitors' names and dates of visits;

(7) a record of telephone calls;

(8) a report of any accidents or injury occurring to a resident while detained;

(9) probation officer or caseworker assignment;

(10) progress reports on program involvement;

(11) court dates and disposition, if any;

(12) grievance and disciplinary record, if any;

(13) referrals to other agencies; and

(14) final discharge or transfer report.

Okla. Admin. Code § 377:3-13-40

Added at 14 Ok Reg 1863, eff 6-2-97; Amended at 17 Ok Reg 3202, eff 7-18-00 (emergency); Amended at 18 Ok Reg 2625, eff 7-1-01

Amended by Oklahoma Register, Volume 38, Issue 23, August 16, 2021, eff. 8/26/2021