1. FRYSC Record Keeping 101

2. Cabinet for Health and Family Services Documentation regarding services provided, referrals made and outcomes achieved must be kept for: Accountability Planning Evaluation and Needs Assessment Why Keep Records?

3. Cabinet for Health and Family Services Year-End Report to DFRYSC Site visits from RPM, CAGEs, or monitoring Monthly Reports to the SBDM, Advisory Council, BOE Create awareness about center activities and share with in-school and community partners ACCOUNTABILITY

4. Cabinet for Health and Family Services Use when writing the Comprehensive School Improvement Plan FRYSC Continuation Program Plan (Action Components) Use to help plan events from year to year PLANNING

5. Cabinet for Health and Family Services Helps to assess needs of your school/community, identify resources & gaps in services Helps to determine if district or another agency needs to provide the service or program. EVALUATION AND NEEDS ASSESSMENT

6. Cabinet for Health and Family Services And another reason? If no one knows what you are doing, what do they think you are doing?

7. Cabinet for Health and Family Services Administrative Forms

8. 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  Any other element of the approved program plan

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10. Must be submitted: for changes that revise the Budget by 10% or more in a MUNIS object code series (such as the 01XX series which is salaries or 06XX series which is supplies) with the FRYSC Request Form Explanation/Justification: Explain why the money needed to be moved--not just where it is being moved. Budget Amendment Form

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12. Funding Request Form (Notification of Change Form) Due each year in June to receive continuation funding, but, also must be submitted when: a new coordinator is hired a new Superintendent is hired change in district contact center has new name, phone, e-mail or address coordinator has new name Administrative Forms

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14. Advisory Council Listing Must be sent to the FRYSC Regional Program Manager when changes are made to the council after the Continuation Program Plan has been submitted.

15. Cabinet for Health and Family Services Balance of Expenditures Centers are required to keep a 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 this against the monthly MUNIS detailed summary from the Board of Education. The Master Agreement states MUNIS printouts are to be provided to each center on a monthly basis. Other Required Documentation

16. Cabinet for Health and Family Services Inventory List Include items that were purchased with center funds. Do not include items that were donated. Please keep a copy of your inventory 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

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

18. Cabinet for Health and Family Services Will document: Non-targeted services Referrals for preschool students; Contact with community partners; Contact with teachers, principals, 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

19. Cabinet for Health and Family Services Sample Daily Contact Log

20. Cabinet for Health and Family Services Large Group Activity Sheets Use to document: Special programs and events (such as Back to School Bash; Open House, Red Ribbon Activities; Reality Store; Parenting groups, 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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22. 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.

23. Cabinet for Health and Family Services The BIG Question... A student or family file should be opened on a service or referral that is not temporary or incidental in nature and that the family, school or other agency is not currently providing. When should a file be opened?

24. Cabinet for Health and Family Services Files should also be opened when: Center funds are being spent on a student or family; ( documents “most in need” per the contract) Parental permission is necessary for the service to be provided, such as medical, counseling, health, or dental.

25. Cabinet for Health and Family Services Contact/referral sheet (see sample) with student/family information, reason for referral. Parent 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 individuals’ 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. What is included in the file?

26. Cabinet for Health and Family Services Rules for Records 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.

27. Cabinet for Health and Family Services Facts to consider Services should be documented in such a way that another professional can easily understand them. The record you are writing could be subpoenaed. The parent or student may request to read the file. No contact is considered a service until it is documented.

28. Cabinet for Health and Family Services Service Appeal Contact - (grievance procedure) must be posted in the center; this document includes RPM phone number. It states that parents or students can contact the “Cabinet” in the event they want to appeal a service provided by the FRYSC. They must first follow the school district’s grievance procedure and then appeal to the Cabinet. What other documentation is required?

29. Cabinet for Health and Family Services Although it is not required, you are STRONGLY encouraged to use a... It will help to keep you organized and will document feedback and follow-up; and you can enter daily contact data at a later time.

30. 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)

31. 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/