Section 47 in The M.P. Juvenile Justice (Care and Protection of Children) Rules, 2003
47. Maintenance of Registers.
(1)The Officer-in-Charge shall maintain in the office such registers and forms as may be prescribed by the Act and these Rules.(2)Case file. - The case file shall contain the following particulars-(a)All reports, including social investigation reports, legal records, medical records and records of disciplinary proceeding, and all other documents relating to the form, content and details of treatment, shall be placed in a confidential individual file. These files shall be kept up to date, accessible only to authorised persons including the child himself or herself and classified in such a way as to be easily understood;(b)Where possible, every child shall have the right to contest any fact or opinion contained in his or her file so as to permit rectification of inaccurate, unfounded or unfair statements. In order to exercise this right, any person shall be allowed who is authorised by the Juvenile Justice Board or the Chief Welfare Committee to have access to and to consult the file on request. Upon release, the records of children shall be sealed, and, at an appropriate time shall be destroyed;(c)The case file of each child shall be maintained in the institution containing the following information as applicable-(i)Central index number;(ii)Annual photograph;(iii)Report of the person/agency who produced the child before the competent authority; (same as the format of the Social Investigation Report);(iv)Probation Officer's report (also in the format of the Social Investigation Report);(v)Information from previous institution;(vi)Observation reports from staff members relating to the child's progress in education, health, report of menstruation (in case of girls), emotional status, social history;(vii)Summary Report by Officer-in-Charge;(viii)Reports from Medical Officer. I.Q. testing, aptitude testing, educational/vocational tests;(ix)Initial classification sheet and care plan of the child;(x)Special precautions to be taken, including those relating to diet, allergies, allergic reactions to any medicine, details of person who may not be provided access to the child, etc.;(xi)Leave and other privileges granted;(xii)Quarterly progress report from various sections;(xiii)Review sheet including violation of rules, regulations;(xiv)Pre-release programme;(xv)Final progress report (records of education/vocational training, health and other progress reports may be included here with a conclusion summarizing all of the above);(xvi)Leave of absence/release on licence;(xvii)Final discharge (shall include the pre-release report and final decision that has been made on the recommendations of that report);(xviii)Remarks.(3)Care and Rehabilitation Plan. - The Care and Rehabilitation Plan shall be prepared in the following manner,-(a)the incharge, counselor, wherever available, along with the Probation Officer, caseworker or social worker shall after consultation, prepare a care plan for every child in the home. The care plan shall be based on a case history of the child admitted to an institution, which shall be maintained on a quarterly basis.The information may be collected through all possible and available sources, including home, parents or guardians, employer, school, friends and community and interview with the child himself or herself. The report shall also identify psychological and social factors relevant to the specific type and level of care and programme required by the child;(b)the educational level and vocational aptitude shall be assessed on the basis of test and interview conducted by the teacher, the vocational trainer and other technical staff, wherever possible;(c)the care plan shall be reviewed from time to time for appropriate development and rehabilitation during options for restoration to family/foster care/adoption and review shall not be delayed beyond a year. The focus should be on providing family and community based reintegration programmes. Children shall be consulted while determining their care plan. When special rehabilitative treatment is required, and the length of stay in the institution permits, trained functionaries of the institution shall prepare a written, individualized treatment plan specifying treatment objectives and time-frame and the means, stages and delays with which the objectives shall be approached;(d)based on the above care plan the appropriate linkages may be established with outside specialists and community-based welfare agencies, psychologists, psychiatrists, child guidance clinic, hospital and local doctors, open school etc. so as to access the best appropriate care for each child;(e)the report, together with the report prepared by a Medical Officer who has examined the child upon admission, shall be forwarded to the 'Monitoring and Evaluation Committee' of each Home for purposes of determining the most appropriate placement for the child within the institution and the specific type and level of care and programme required to be pursued.
