FRYSC Record Keeping 101 Welcome to FRYSC Record Keeping 101. This Session is divided into two parts and you will receive a short, 10-minute break between the two segments.

Part I Part II covers highly recommended documentation, daily center operations, record retention, and wraps up with the top 10 record keeping rules.

Why Keep Records? Documentation of services provided, referrals made and outcomes achieved must be kept for three reasons: #1) Accountability & reporting #2) Planning #3) Program Management Give out cards with these three points on them. Ask them to tell what they think that might mean. Reward with candy! Cabinet for Health and Family Services

#1) ACCOUNTABILITY & REPORTING -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 Good recordkeeping allows you to provide accountability to some very important groups and offers the opportunity to promote and publicize center efforts and activities using substantiated data. What are you doing already in this area? Some people do a “did you know” report for teachers & school staff & administration? Why are you doing it Does it make a difference Who can I let know about what is going on? Cabinet for Health and Family Services

Comprehensive School Improvement Plan #2) PLANNING Comprehensive School Improvement Plan FRYSC Continuation Program Plan (Action Components) Annual Events Budget planning CSIP – How can I contribute. Here is what I have done CPP – Needs Assess., evaluations, resources Annual Events – In case you want to do again or in case others want to duplicate Cabinet for Health and Family Services

#3) Program Management -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? - Provides a communication tool Helps you take pride in accomplishments Fully examine effectiveness In case others want to duplicate Determines is this something I need to keep doing Cabinet for Health and Family Services

What other reasons can you think of?

Administrative Forms Cabinet for Health and Family Services

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

Cabinet for Health and Family Services Get a poster that is titled “Request Form”. Hand out cards with all the different things a Request Form can do (or cannot do) and have them come up and put it on the board – tell them to give an example of what they think that might be. Give candy for rewards! Cabinet for Health and Family Services

Budget Amendment Form 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. Cabinet for Health and Family Services

Cabinet for Health and Family Services Where can you find this document? On the FRYSC website!! Cabinet for Health and Family Services

Where can you find this document? On the FRYSC website!

Quiz Click back to the FRYSC Request Form slide (with explanations) You want to purchase a desk and the cost if $350. Do you need to turn in a Request Form? Red Ribbon Week is coming up and you are purchasing prizes, brochures and incentives in the amount of $1100. Do you need to turn in a Request Form? 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? 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? 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?

You want to purchase a desk and the cost is $350 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?

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?

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?

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?

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 Superintendent or designee 4) Upload to Green System and notify RPM for their approval

Administrative Forms 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 Cabinet for Health and Family Services

Administrative Forms Notification of Change Form new coordinator new Superintendent district contact change new center name, phone, e-mail 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. This document is just about out of date!!! Only Region 6 is still using this. All others use the Green System to update all of these changes. Cabinet for Health and Family Services 22

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. Cabinet for Health and Family Services

Balance of Expenditures Requirements Other Required Documentation 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 On the FRYSC webpage there is a sample balance sheet that is excellent! Cabinet for Health and Family Services

Other Required Documentation 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 Cabinet for Health and Family Services

Sample Inventory Listing 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 Cabinet for Health and Family Services

Part II Part II covers highly recommended documentation, daily center operations, record retention, and wraps up with the top 10 record keeping rules.

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. Cabinet for Health and Family Services

Cabinet for Health and Family Services

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. Cabinet for Health and Family Services

Cabinet for Health and Family Services

Highly Recommended Documentation 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 Cabinet for Health and Family Services

Cabinet for Health and Family Services

Cabinet for Health and Family Services

Daily Center Operations…. “How do I keep track of everything I do?” Cabinet for Health and Family Services

Daily Contact Log 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. This could be as simple as a spiral notebook that you just write in. Cabinet for Health and Family Services

Daily Center Operations 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. Cabinet for Health and Family Services

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

Daily Center Operations What may be included in the file? 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. Cabinet for Health and Family Services

Records Retention Schedule Record Title Retain Disposition Funding Request Letter 2 Destroy Budget Forms 3 Destroy after audit Purchase/Amendment Request 3 Destroy after audit Confidentiality Statements I Destroy when student reaches age of majority Parental Consent Forms 5 Destroy Needs Surveys 5 Destroy Monitoring Report P Retain Interagency Agreements P Retain Cabinet for Health and Family Services

Records Retention Schedule Record Title Retain Disposition Student Records I Retain until 1 year after graduation or student reaches age 22 Family Records I Retain until 1 year New Center Program Plan P Retain Continuation Program Plan 5 Destroy Advisory Council Amendments 2 Destroy Cabinet for Health and Family Services

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

7. Remember that any record you write could be subpoenaed. 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. Cabinet for Health and Family Services

Remember... http://chfs.ky.gov/dfrcvs/frysc/ 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. http://chfs.ky.gov/dfrcvs/frysc/