Ga. Comp. R. & Regs. R. 375-5-6-.16 - Program Records
(1)
Confidentiality. Program
records shall be maintained in accordance with the confidentiality provisions
of
375-5-6-.24.
(2)
Required records. Each
Program shall maintain and make available and accessible for inspection and
copying by the Department the following records for the periods set forth
below:
(a)
Assessment Roster
Files.
1. Assessment Roster Files shall
be retained for a period of twenty-four (24) months.
2. Assessment Roster Files shall contain the
monthly assessment rosters and copies of rebate checks.
3. Assessment Roster Files shall be organized
chronologically by month and calendar year.
(b)
Class Files.
1. Class Files shall be labeled with the
class dates and maintained in chronological order by dates of the
class.
2. Class Files shall contain
the original class roll and Program copy of class roster.
3. In addition to the original class roll and
class roster, class files shall contain the following records for each Student
enrolled in any Program component: original assessment contract, assessment
answer sheet, assessment results, assessment summary sheet, Student information
sheet, original intervention contract, graded intervention post test,
certificate of completion, and replacement certificates of completion, if
applicable.
4. Class files, class
rosters, and assessment results shall be maintained for a period of five (5)
years.
(c)
Comprehensive Student and Offender List. Each Program shall
maintain, for a period of five (5) years, a comprehensive Student and Offender
list reflecting everyone to whom it has provided any service. The Student and
Offender List may be contained in a card file, computer database, or other
media. The Student and Offender List shall be maintained in alphabetical order
by Student name and shall contain the following information about each Student
or Offender:
1. His or her name, address, and
phone number(s);
2. His or her
driver's license number and social security number;
3. His or her date of birth;
4. His or her date of assessment;
5. His or her class dates and date of class
completion;
6. The Intervention
Component Instructor's name(s);
7.
His or her certificate of completion number; and
8. The date of issuance of any replacement
certificates of completion.
(d) Records of Offenders assessed who have
not enrolled in a class shall be placed in the assessment roster file with the
appropriate month's assessment roster.
(3)
Submittal of Program records to the
Department. Each Program shall submit the following records to the
Department at the intervals set forth below.
(a) Intervention Component course rosters
shall be forwarded to the Department within 15 days of class
completion;
(b) Should no
Assessment Components be administered during a month, an Assessment Component
roster marked "no assessments" shall be submitted to the Department by the 10th
day of the month following the report month;
(c) The Department may require all Programs
to submit and/or store records electronically in addition to the record
requirements set forth in this regulation.
(d) Program records submitted to the
Department shall bear the handwritten legal signature of the Program Owner,
Director, or Instructor.
(4)
Transfer of assessment results to
clinical evaluators. Programs shall transfer by fax or mail a copy of
the Assessment Component results of any Offender to any clinical evaluator
designated by the Offender within five (5) business days of the receipt by the
Program of a written release. Programs may charge a fee of up to $25 for the
transfer of Assessment Component results.
Notes
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