DPRS Memorandum to CPS Program Directors and Supervisors, May 31, 1990


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TEXAS DEPARTMENT OF HUMAN SERVICES


Alternations, Backdating and Reconstruction of Case Records


TO:     CPS Program Directors          FROM:   Ethel B. Crear
        and                                    Regional Director
        Supervisors                            Protective Services for
                                               Families and Children
                                               Arlington 012-5

May 31, 1990

The purpose of this memo is to re-emphasize the importance of accurately maintaining CPS records and to ensure that staff understand the possible consequences of falsifying records.

It is important to remind all staff that once a family service plan, whether in an In-Home or Substitute Care case, has been completed, signed by the parents and a copy given to the parents that NO change whatsoever be made on the plan.

There should be absolutely NO changes made to the service plans by use of white-out, correction tape, adding information or backdating. If a case worker has written down a date in error, they should draw a line through the date so it can still be read, write the other date, initial the correction and note on the document why the date was changed. It is not acceptable to write over dates or scratch the date out so it cannot be read.

If part of a case record has been lost or a particular service plan was not done, DO NOT reconstruct the plans and back date the plans with the date that the plan was actually due. Anytime your are developing a service plan, make sure you put the actual day that the plan is developed. Dates must not be changed for the purpose of making it appear the record is in compliance with policy related to time frames.

It is important to remember that whether or not there was a deliberate attempt to falsify, backdate or alter a case, it does indicate alteration of a case record which is considered to be a public record and may result in legal or personnel consequence, up to one including dismissal.

I appreciate your attention and cooperation on this very important matter.
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