Sec. 359.10. Case recordkeeping requirements in youth part

(a) All probation case plan records shall be kept in either paper or electronic format or a combination of both.

(b) Where pretrial release services commenced, probation records shall include the following, where applicable:

(1) terms and conditions of the pretrial release service ordered;

(2) results of any risk assessment that measures failure to appear;

(3) release of information forms;

(4) referrals to and/or summaries from any court ordered or otherwise appropriate programming/services, or other relevant collateral documents or information;

(5) other required case record information:

(i) date(s) of referrals to any court-ordered, or otherwise appropriate program/service and any available outcome information;

(ii) dates and types of contacts related to the case;

(iii) summary of pretrial release services provided may be included in the case file;

(6) any correspondence to the court related to the case.

(c) Where voluntary assessment and case planning services commenced, probation records shall include the following, where applicable:

(1) a copy of the youth part file and the date the packet was received by probation;

(2) documented date the youth was advised of the availability of youth part voluntary assessment and case planning services;

(3) documented date of the initial interview appointment;

(4) date the notice of agreement is signed;

(5) signed agreement consenting to participate in probation voluntary assessment and case planning services;

(6) all assessments and reassessments;

(7) documentation of all service referrals including:

(i) name of service provider;

(ii) primary and/or secondary reasons for the referral;

(iii) date of referral and outcome of the referral;

(iv) date services commenced;

(v) date services ended and outcome of the service; and

(vi) a brief summary of the service intervention efforts within the case plan;

(8) the initial case plan and any case plan updates that flow from reassessments;

(9) a brief closing summary regarding the provision of voluntary case planning and indicating the following:

(i) date of closure;

(ii) assessment findings;

(iii) referrals and progress while engaged in the service/ intervention;

(iv) addressing any identified needs; and

(v) whether the youth was successful or unsuccessful with voluntary probation case planning services;

(10) any correspondence related to the case.

(d) Each probation department shall adhere to other applicable provisions of Part 348 of this Title governing case record management.