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

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

3. 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!
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4. #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?
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5. 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
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6. #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
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7. What other
reasons
can you think of?

8. Administrative Forms
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9. 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
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10. 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!
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11. 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.
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12. Cabinet for Health and Family Services
Where can you find this document? On the FRYSC website!!
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13. Where can you find this document? On the FRYSC website!

14. 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 $ 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?

15. 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 $ 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
Superintendent or designee
4) Upload to Green System and notify
RPM for their approval

20. 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
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22. Administrative Forms 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.
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.
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23. 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.
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24. 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!
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25. 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
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26. Sample Inventory Listing
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27. 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
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28. Part II
Part II covers highly recommended documentation, daily center operations, record retention, and wraps up with the top 10 record keeping rules.

29. 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.
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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.
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33. 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
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36. Daily Center Operations….
“How do I keep track of everything I do?”
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37. 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.
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38. 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.
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39. Daily Center Operations
Files should be kept for:
Parental permission—necessary provided services such as medical, counseling, health, or dental
Consent to Case Conference
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40. 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.
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41. 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
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42. 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
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43. 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.
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44. 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.
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45. 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.