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FRYSC Record Keeping 101. Part I. 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. #1) ACCOUNTABILITY & REPORTING.
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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 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 Cabinet for Health and Family Services
#2) PLANNING • Comprehensive School Improvement Plan • FRYSC Continuation Program Plan (Action Components) • Annual Events • Budget planning 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? • - Cabinet for Health and Family Services
What other reasons can you think of?
Administrative Forms Cabinet for Health and Family Services
FRYSC Request Form 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
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. Cabinet for Health and Family Services
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. Advisory Council Listing Cabinet for Health and Family Services
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 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
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
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
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
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. 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 after graduation or student reaches age 22 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
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... 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/
