(A) The following standards are mandatory:
All youth admitted to the detention center shall have a detention file.
(B) The following standards are recommended:
(1) An admittance record is completed for every child admitted to the detention center. The admittance record includes the following:
(a) Court case number and / or detention center admission number;
(b) Date and time of admission and release;
(c) Name and "also known as";
(d) Last known address;
(e) Court of jurisdictions / referral source;
(f) Specific charges(s) / order to detain;
(g) If the youth is "sentenced" under section 2152.19 of the Revised Code;
(i) Date of birth;
(j) Race or nationality;
(k) Health status;
(l) Medical consent form;
(m) Emergency contact information;
(n) Name, relationship, address, telephone number for the parent(s)/legal guardian/custodian with whom the youth resided with prior to the time of admission;
(o) Inventory of property;
(p) Education level and school attended;
(q) Physical description;
(r) Program rules and disciplinary policy signed by the youth;
(s) Information about sexual abuse/assault signed by the youth - as required by PREA;
(2) The admittance record is maintained as part of a file secured within the detention center, separated according to an established format and safeguarded from inappropriate disclosures, theft, loss or destruction.
(a) The detention file includes at a minimum the following information:
(i) Initial intake information;
(ii) Documented legal authority to accept juveniles;
(iii) Inventory of youth's property
(iv) Documentation of temporary absences from the detention center, if any;
(v) Final discharge or transfer report;
(vi) Record of medical examination;
(vii) Assessment, including medical history;
(viii) Suicide assessment;
(ix) Mental health assessment, initial and follow up.
(b) The detention file will include the following information when available:
(i) Grievance and disciplinary record;
(ii) Phone call(s): name of person called, date of call;
(iii) Visit(s): name of visitor, date of visit;
(iv) Reports initiated by detention center personnel to include incident reports and staff alerts;
(v) Signed release-of-information forms;
(vi) Individual service plans;
(vii) Progress reports;
(viii) Case history / social history;
(ix) Pre-sentence investigation;
(x) A recent photograph.
(3) All records are maintained according to each detention center's record retention policy and all applicable state law
(4) Records as specified will not be disclosed according to the section 149.43 of the Revised Code.
(5) Juvenile records / files may be subject to confidentiality by statute and/or local court rules. Requests for juvenile records should be submitted to the court of competent jurisdiction.