Connecticut Department of Social Services Uniform Policy Manual: 1015.15 Departmental Responsibilities - Maintaining Case Records

CONNECTICUT DEPARTMENT OF INCOME MAINTENANCEPRIVATE UNIFORM POLICY MANUAL ______________________________________________________________________________ Date: 4-1-87 Transmittal: UP-87-1 1015.15 ______________________________________________________________________________ Section: Type: Rights and Responsibilities POLICY ______________________________________________________________________________ Chapter: Program: AFDC Departmental Responsibilities AABD _______________________________________________________________ MA Subject: FS Maintaining Case Records ______________________________________________________________________________

1015.15 A. Maintenance of Records

For every assistance unit, the Department maintains a case record which is complete, accurate, and containing only that material which is necessary in the Department's administration of its assistance programs.

B. Accuracy of Information

1. If the assistance unit feels that information contained in its case record is inaccurate, incomplete, or irrelevant, the Department must allow the unit to file a written request asking that a correction be made.

2. If the assistance unit files such a written request with the Department, the Department gives the unit, within 30 days, a written notice stating that the Department:

a. is making the requested correction; or

b. is not making the requested correction. If the Department does not grant the assistance unit's request to correct case record information, the Department notifies the unit regarding:

(1) the Department's reason for not making the requested correction; and

(2) the unit's right to add its own statement to the case record.

3. The assistance unit has the right to a Fair Hearing if the Department uses the contested information in a way which adversely affects the unit's eligibility for benefits.

C. Adding Personal Statement to Case Record

1. If the Department denies the assistance unit's request to correct information contained in the unit's case record, the Department allows the unit to add to its record a statement explaining what the unit believes to be an accurate, complete and relevant version of the information in question.

2. The unit's statement becomes a permanent part of the case record, and is subject to the rules regarding disclosure as outlined in Section 1020.