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FRYSC Record Keeping 101. Part I Cabinet for Health and Family Services Documentation of services provided, referrals made and outcomes achieved must.

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Presentation on theme: "FRYSC Record Keeping 101. Part I Cabinet for Health and Family Services Documentation of services provided, referrals made and outcomes achieved must."— Presentation transcript:

1 FRYSC Record Keeping 101

2 Part I

3 Cabinet for Health and Family Services Documentation of services provided, referrals made and outcomes achieved must be kept for three reasons: #1) Accountability & reporting #2) Planning #3) Program Management Why Keep Records?

4 Cabinet for Health and Family Services -Data compilation for stakeholders -Regional program managers and/or monitoring visits -SBDM, AC, and/or BOE monthly reports -School & community partners - Public relations -State office or legislators #1) ACCOUNTABILITY & REPORTING

5 Cabinet for Health and Family Services Comprehensive School Improvement Plan FRYSC Continuation Program Plan (Action Components) Annual Events Budget planning #2) PLANNING

6 Cabinet for Health and Family Services - Evaluation & Assessment – identify needs in your school/community, resources & gaps in services, and future planning -Helps in determining what service providers you have worked with or need to work with -Who am I serving; why am I serving them; what is my goal; was it accomplished; etc. - How did I use my resources: time, money, volunteers? - #3) Program Management

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8 Cabinet for Health and Family Services Administrative Forms

9 Cabinet for Health and Family Services FRYSC Request Form For Purchases and Amendments Equipment or furniture GoodsSubcontracts $500 or more $1,000 or more Amendments  Budget amendments  Action Components  Center Operations  Other approved program plan elements

10 Cabinet for Health and Family Services

11 Must be submitted: for changes that revise the Budget by 10% or $100 in a MUNIS object code with the FRYSC Request Form Explanation/Justification: Explain why the money needs to move--not just where it moves. Budget Amendment Form

12 Cabinet for Health and Family Services

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14 Quiz

15  You want to purchase a desk and the cost is $350. Do you need to turn in a Request Form?  Red Ribbon Week is coming up and you are purchasing prizes, brochures and incentives from Drug Prevention Resources in the amount of $1100. Do you need to turn in a Request Form?

16  You have $1500 in your budget to hire a school based therapist to come see students one day a week. Do you need a Request Form?  Your budget needs to be amended and it is changing several of the line items in your budget by at least 10%. Which forms need to be submitted?

17  You and your advisory council have decided that the needs assessment shows a great need for an after school divorce group, but this is not listed in your action components. What process would you use to change your action component?

18  You have had to change space in your school building and you contacted the RPM to let them know. Which forms need to be submitted for final approval before you can move your office?

19  The process of submitting a Request Form: 1) Fill out the Request Form & any other documents needed 2) Discussion and approval at your advisory council meeting 3) Signature of Coordinator, Advisory Council Chairperson and Council Chairperson and Superintendent or designee Superintendent or designee 4) Upload to Green System and notify RPM for their approval RPM for their approval

20 Cabinet for Health and Family Services Funding Request Invoice Letter Due each year in June to receive continuation funding Provided on the DFRYSC Web page Submitted on district letterhead by superintendent Administrative Forms

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22 Cabinet for Health and Family Services Notification of Change Form new coordinator new Superintendent district contact change new center name, phone, or address coordinator name change Note: Districts participating in the FRYSC Green Initiative (paperless project) DO NOT use this form, as it is incorporated into the system. Administrative Forms

23 Cabinet for Health and Family Services Advisory Council Listing Must be sent to the FRYSC Regional Program Manager (uploaded to the Green System) when changes are made to the council after submission of the Continuation Program Plan.

24 Cabinet for Health and Family Services Balance of Expenditures Requirements Running balance of expenditures for each budget object code in the Continuation Program Plan. - Keep a copy of the P.O. and attach a copy of the Invoice. Check expenditures against the monthly MUNIS detailed summary from the Board of Education. - MUNIS printouts must be provided monthly to each center Other Required Documentation

25 Cabinet for Health and Family Services Inventory List Only include items that were purchased with center funds, not donated. Keep a copy of the list in a location other than your center (i.e. District Office, Home). List should also include the following information: Name and address of Center Description of item Manufacturer Model/serial number Cost of each item Location of item Other Required Documentation

26 Cabinet for Health and Family Services Sample Inventory Listing

27 Cabinet for Health and Family Services Other Required Documention (cont’d) - Contract - Administrative Guidebook - Munis Reports or Desktop Access - Training documentation - Advisory Council Records - Original Grant Application - Proof of Representation on the Comprehensive School Improvement Planning teams for each school served -A copy of the Comprehensive School Improvement Plan for each school served

28 Part II

29 Cabinet for Health and Family Services Highly Recommended Documentation Although not required, you are STRONGLY encouraged to use a REFERRAL FORM It helps you stay organized; Documents feedback and follow-up; and May enter daily contact data at a later time.

30 Cabinet for Health and Family Services

31 Highly Recommended Documentation Large Group Activity Sheets (prior to Infinite Campus a Requirement) Use to document: Special programs and events Back to School Bash, Open House, Red Ribbon Activities, Reality Store, Parenting and Support Groups, Summer Camps, Family Reading Nights/Fun nights, etc. Assemblies Remember to include the number in attendance (estimate if necessary) and attach sign in sheets and evaluations.

32 Cabinet for Health and Family Services

33 Highly Recommended Documentation Cabinet for Health and Family Services Other Bright Ideas from FRYSC coordinators… Confidentiality agreement Donation form Family rights and privacy policy (permission to view files) Monthly reporting form (to give to district contact, Advisory Council, principal, and/or SBDM council) “Did You Know” Reports Yearly calendars or schedule of events

34 Cabinet for Health and Family Services

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36 Daily Center Operations…. “How do I keep track of everything I do?”

37 Cabinet for Health and Family Services Documents: Non-targeted services Referrals for preschool students Contact with community partners Contact with teachers, principals and counselors Donations * Even if the center has FRYSC contact software, a daily contact log should be kept to document phone calls and anything that can’t go into the system. Daily Contact Log

38 Daily Center Operations Cabinet for Health and Family Services Helpful Hints File group activity sheets by component to assist in evaluation, planning, and grant writing. Use a binder with tabs to separate the components or use a plastic milk crate to hold a hanging file for each component. Include all flyers and notices with the activity.

39 Daily Center Operations Cabinet for Health and Family Services Files should be kept for: Parental permission—necessary provided services such as medical, counseling, health, or dental Consent to Case Conference

40 Cabinet for Health and Family Services Referral sheet (see sample) with student/family information, reason for referral Parental permission when required for on-going or intensive service provided by the center (such as counseling, medical referral/follow-up, tutoring, etc.) Release of information form when required to contact other agencies. This is like a records release form but recognizes the individual’s right to refuse sharing of information with specific agencies Remember to briefly document action taken and follow-up made. Do NOT include personal opinions/comments in Infinite Campus. Daily Center Operations What may be included in the file?

41 Cabinet for Health and Family Services Records Retention Schedule Record Title Retain Disposition Funding Request Letter2Destroy Budget Forms3Destroy after audit Purchase/Amendment Request3Destroy after audit Confidentiality Statements IDestroy when student reaches age of majority Parental Consent Forms5Destroy Needs Surveys5Destroy Monitoring ReportPRetain Interagency AgreementsPRetain

42 Cabinet for Health and Family Services Records Retention Schedule Record Title Retain Disposition Student RecordsIRetain until 1 year after graduation or student reaches age 22 Family RecordsIRetain until 1 year after graduation or student reaches age 22 New Center Program PlanPRetain Continuation Program Plan5Destroy Advisory Council Amendments2Destroy

43 Cabinet for Health and Family Services Top 10 Record Keeping Rules 1.Never use derogatory language in any documentation. 2.Ensure documentation accurately reflects the services provided. 3.Include only information DIRECTLY relevant to the delivery of services. 4.Include sufficient and timely documentation. 5.Keep records in a secure location.

44 Cabinet for Health and Family Services 6. Document services in such a way that another professional can easily understand them. 7. Remember that any record you write could be subpoenaed. 8. Keep in mind that a parent or student may request to read the file. 9. Always follow record retention rules. 10. Unless a contact is documented, it is not considered a service.

45 Remember... Most of the recordkeeping information is in the FRYSC Administrators’ Guidebook. But, don’t forget to check the FRYSC Web site for the most current forms.


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