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E. Volunteers (1) A child placing agency which utilizes volunteers on a regular basis shall: (a) Develop a description of duties and specify responsibilities for volunteer positions; (b) Designate a staff member to supervise and evaluate volunteers; (c) Have volunteers sign a statement indicating their understanding and compliance with confidentiality requirements. (2) If volunteers are working directly with children, they shall: (a) Be oriented and trained in the philosophy of the agency, the needs of the children served, the needs of their families, and the methods of meeting these needs. (b) Be subject to background checks as stated in Regulation 114–4910(C)(6); (c) Be instructed as to their specific duties and be informed of a child’s special needs as appropriate. (3) Records shall be kept on the hours and activities of volunteers. F. Certification Requirements. All certified Adoption Investigators and persons certified to take relinquishments must meet the requirements of Section 63–9–360. HISTORY: Amended by SCSR 49–5 Doc. No. 5308, eff May 23, 2025. 114–4970. Child Placing Agency Records. A. Child’s Record (1) The Agency shall maintain a case record for each child or sibling group placed in a foster family home or adoptive home which shall be kept up to date and include information required by the contract with the Department, including, but not limited to: (a) Demographic information including the name, gender, race, date of birth, and placement address; (b) The name, address, telephone number, and marital status of the parent(s) or guardian(s) of the child; (c) Collateral information, to the extent available, such as: i. Name and placement of siblings; ii. Name, address, and telephone number of birth parents and other significant kin and fictive kin; iii. Records from the Department, including copies of legal documents of importance to the child, such as birth records, and court dispositions, and the portions of the case plan related to the child, including visitation and permanency plans; iv. Medical records, mental health records, service provider records, and educational rec- ords; and v. Name, address, and telephone number of caseworker/supervisor for the child. (d) Documentation of services provided to the child during placement, such as: i. Assessments and evaluations; ii. Progress summary/case notes; iii. Critical incident reports; iv. Discharge summary that shows services provided to the child during placement, the growth and accomplishments of the child during placement, and recommendations for contin- ued services/care after the child is discharged; and v. The circumstances leading to the decision to place a child in substitute care or into an adoptive home, the agency’s involvement with the parents or legal guardians, including services offered, delivered, or declined. (e) Agencies providing adoption services must have written policies specifying the timeframe for retention, location, and storage of all documentation related to adoption services, such as birth