RUSSELL SAGE FOUNDATION ELEMENTS OF RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS BY GEORGIA G. RALPH STATISTICAL SECRETARY DEPARTMENT OF CHILD-HELPING RUSSELL SAGE FOUNDATION NEW YORK SURVEY ASSOCIATES, INC. M C M X V selection. From each type of record form studied, the writer has chosen one or more which seem most practical and satis- factory. In a few instances, where no satisfactory blank was found, a form has been suggested. No attempt has been made to anticipate the minor prob- lems which are bound to arise in planning and installing partic- ular systems of records. Some of the details of the blanks and filing systems needed by different agencies necessarily vary according to their scope, policies, and circumstances, and must be adapted to fit each type of work. This discussion is limited to those general aspects of social record keeping which are fun- damental and applicable to all phases of child-caring work. This must be remembered by anyone who makes use of the blanks and methods here described. For the forms and illustrations used in this study, for much excellent material which could not be included, and for many helpful suggestions, the Department is indebted to a large number of child-helping organizations in different states, which have been consulted in an attempt to learn how far record keeping, or the lack of it, has helped or hindered the welfare of children in their care, and what record forms and methods of filing them have proved most practical and useful in the day's work. The Department of Child-Helping will be glad to supple- ment the information here given and to make suggestions to individual agencies in regard to installing new systems of rec- ords or modifying old ones. TABLE OF CONTENTS PAGE Preface iii List of Illustrations vii Record Forms Used in Report vii Introductory xi I. Information Showing the Identity and Whereabouts of Children I The Register 5 II. Information for Deciding Whether Children Should be Received 10 Application Blanks 18 Family History Records 22 III. Information for Determining the Personal Needs of a Child 41 Individual Child's Record 43 Physical Records 43 Mental Records 44 Continuation Records 56 Continuation Physical Records .... 56 Continuation School and Efficiency Records 64 Miscellaneous Records 66 IV. Information Needed in Placing-out and Supervising Children 70 Records for the Investigation of Foster Homes. 77 Records for the Supervision of Placed-out Children 84 Agent's Reports of Placement and Visits . .106 V. Some Rules to be Observed in Record Making. . 112 VI. The Use of Records in Preventive Work. . . .125 v TABLE OF CONTENTS VII. Methods and Devices for Making Records Available 132 Indexing Records 132 Organizing Records for Filing 138 Filing Records 14 2 Special Indexes 147 Index of Foster Homes 147 Geographical Index of Placed-out Children 148 Locality Index 152 Agent's Index of Children under Super- vision 1 52 Signals 154 Protection of Records 155 VIII. Abstracting Material for Annual Reports . .156 Population Statistics 158 Financial Statistics 165 Miscellaneous Material 174 IX. How to Secure Good Investigations and Records . 176 Training of Workers 177 Co-operation of Agencies 1 77 Conclusion 182 Bibliography 183 Index 187 VI LIST OF ILLUSTRATIONS FACING Figure page I. Illustration showing some common faults in record making . 112 II. Combination filing cabinet 133 III. Visible index 136 IV. Visible index 140 V. Desk index 152 VI. Detail of desk index 152 RECORD FORMS USED IN REPORT Form No. page 1. Children's register. Albany Orphan Asylum 6 2. Children's register. Kentucky Children's Home Society, Louisville 8 3. Application for admission. Hershey Industrial School, Her- shey, Pa 20 4. Family history record. Boston Children's Aid Society and Children's Bureau, Philadelphia 25 5. Family history record. State Charities Aid Association, New York City 27 6. Family history record. Board of Children's Guardians, St. Louis 29 7. Family history record. Board of State Charities, Children's Welfare Department, Columbus, Ohio 33 8. Family history record. Suggested by the Russell Sage Foun- dation, Department of Child-Helping 35 9. Personal record of child. Suggested by the Russell Sage Foun- dation, Department of Child-Helping 45 10. Physical examination record. State Charities Aid Association, New York City 47 11. Physical examination record. Joint Shelter for Children, Phil- adelphia 49 12. Dental record — Examination chart. Bureau of Health, Division of School Inspection, Philadelphia 51 13. Dental record — Clinical chart. Bureau of Health, Dental Dis- pensary, Philadelphia 53 vii list of illustrations Form No. PAGE 14. Continuation physical and medical record. Suggested by the Russell Sage Foundation, Department of Child-Helping . 57 1 5. Individual infant's record. Suggested by the Russell Sage Foun- dation, Department of Child-Helping 59 16. School record. Allegheny County Industrial and Training School for Boys (Thorn Hill School), Warrendale, Pa.. . 67 17. Conduct and efficiency record. Hebrew Sheltering Guardian Society of New York, Orphan Asylum, Pleasantville . . 68 18. Application for child. Children's Mission, Boston .... 73 19. Application for girl. Girls Parole Department, Massachusetts Training Schools, Boston 78 20. Application for child. Henry Watson Children's Aid Society, Baltimore 79 21. Recommendation blank. Cleveland Humane Society ... 83 22. Visitor's report on foster home. Children's Home Society of Florida, Jacksonville 85 23. Visitor's report on foster home. Board of Children's Guar- dians, St. Louis 87 24. Form letter to applicant whose home has been approved. Children's Mission, Boston 89 25. Form letter to applicant whose home has been rejected. Chil- dren's Mission, Boston 90 26. Report of visit to placed-out child. Children's Aid Society of Pennsylvania, Philadelphia 91 27. School record of placed-out child. Henry Watson Children's Aid Society, Baltimore 93 28. Pastor's report on placed-out child. Children's Aid Society of Pennsylvania, Philadelphia 95 29. Form letter to teacher of placed-out child. Children's Aid Society of Pennsylvania, Philadelphia 96 30. Form letter to pastor of placed-out child. Children's Aid Society of Pennsylvania, Philadelphia 97 31. Medical and dental report of service to placed-out child. Chil- dren's Mission, Boston 98 32. Clothing record. Hebrew Orphan Asylum, New York City. 99 33. Clothing requisition. Children's Aid Society of Pennsylvania, Philadelphia 100 34. Girl's monthly report. Girls Parole Department, Massachu- setts Training Schools, Boston 102 35. Employer's monthly report. Girls Parole Department, Mas- sachusetts Training Schools, Boston 103 36. Girl's receipt for money expended for her by employer. Glen Mills Schools — Girls' Department, Darling, Pa 104 viii LIST OF ILLUSTRATIONS Form No. PAGE 37. Institution's receipt to employer of placed-out girl. Glen Mills Schools — Girls' Department, Darling, Pa 104 38. Agreement with foster parents. State Charities Aid Association, New York City 105 39. Agent's report of children placed and replaced. Form, slightly modified, of Kentucky Children's Home Society, Louis- ville 107 40. Agent's report of children visited. Form, slightly modified, of Kentucky Children's Home Society, Louisville . . . .108 41. Agent's report of placement of child. Children's Aid Society of Pennsylvania, Philadelphia 109 42. Agent's report of removal of child. Children's Aid Society of Pennsylvania, Philadelphia in 43. Visitor's card. Home for the Friendless, Pittsburgh . . .122 44. Section of placement statement relating to adoption, death, and burial. Michigan Children's Home Society, St. Joseph 123 45. General index card for institutions. Suggested by the Russell Sage Foundation, Department of Child-Helping . . .134 46. General index card for child-placing society. State Charities Aid Association, New York City 135 47. .Index sheet of reports and correspondence. Illinois Children's Home and Aid Society, Chicago 139 48. Index card of foster home. Children's Aid Society of Pennsyl- vania, Philadelphia 146 49. County index card of placed-out child. Children's Aid Society of Pennsylvania, Philadelphia 149 50. Index card and supervision record of placed-out child. Brook- lyn Children's Aid Society 151 51. Registration card of foster home. New England Home for Lit- tle Wanderers, Boston 153 52. Monthly report of children's institution. Board of Charities, District of Columbia 163 53. Monthly report of children's institution. Board of State Char- ities of Indiana, Indianapolis 166 54. Attendance record. Suggested by Board of Commissioners of Cook County, Illinois 168 INTRODUCTORY ANY person or agency engaging in a child welfare cam- Z-X paign learns sooner or later that success depends largely x V upon facts which have been carefully recorded. And, further than this, it is found that the virtues or faults of the records of child-caring organizations vitally affect the children they are striving to help. To many of us records stand remote from human interest; they suggest business offices, with desks and ledgers; or courts of law, with registers and files and collections of documents; but it is seldom that we think of them in connection with the home life or personal activities of children. We are apt to overlook the fact that records are kept by every individual and family and that they play a vital part in the simplest human relationships of everyday life. For instance, the ceremony of the birthday cake, with its candles, rests upon a child's birth record; when he enters school a vaccination record is required; if he applies for a position he must furnish credentials as to age, fitness, training, and character; when an estate is being settled questions often arise which call for proofs of birth, death, or marriage; the taking out of an insurance policy involves a knowledge of the physical history of, his parents and grandpar- ents; every day, in innumerable ways, records rival chance in determining his fate. In the normal family some of these records are usually written. Births, deaths, and marriages are registered in the family Bible; there are written school reports and diplomas, health and marriage certificates, family "trees," family albums, and old letters; the modern baby's biography provides for elaborate records of growth, health, school progress, and personal traits. As a rule, however, many minute details are not written, but are preserved within families by bonds of affection and common interest. Family festivals, the intimate daily associa- INTRODUCTORY tion of parents and children, winter evenings around the fire, the interchange of visits among relatives — all give abundant opportunity for stamping upon the memories of parents and children significant items of family history. It is impossible, perhaps, for persons who have grown up in their own homes to realize how often their plans would be checkmated and the whole current of their lives changed were they not able to call upon these informal family records for help at certain times. When children become dependent or delinquent and pass from the care of their own parents into that of children's institu- tions and societies, all essential facts of personal and family history should be collected and recorded by these agencies; not only that the information may be preserved for the children, but that the agencies may have it as a guide in caring for them. The informal methods of record keeping, which are often sufficient for practical purposes as long as families are intact, can not be depended upon by child-caring organizations. These must substitute well-organized systems of written records for memory and the casual written records kept by families. The workers in these agencies have not the opportunities which relatives have to absorb facts through close and prolonged association with the children and their families; and even if they had, it would be humanly impossible, because of the shifting populations and frequent changes of officers, to preserve and use the information without carefully kept records. In the study here presented, it will be shown how the systematic use of records in decisions involving the acceptance, care, and discharge of children is indispensable to effective work, and how they may serve not only to safeguard and increase the happiness and welfare of children already in the care of institu- tions and societies, but to prevent other children from needing such care in the future. xu CHAPTER I INFORMATION SHOWING THE IDENTITY AND WHEREABOUTS OF CHILDREN IT is reasonable to expect, and state boards of charities sometimes require, that any organization which assumes the care of a child shall have a permanent written record showing who he is, why and how he was received, and what was done for and with him. As one worker remarked, " However deficient the records of an organization may be in other respects, no one should ever be able to say of any agency that it has lost track of a child through failure to record his movements, or that children and their families have been needlessly kept apart because an organization did not record identifying information which it could usually have obtained if it had tried." Many organizations for child-care do not, however, keep so much as a book register, and often those which do keep one enter information in it so meager or indefinite that it is utterly worthless. For example, the records of a New York City institution contain so little information that in many cases it would be practically impossible to trace the children or their families. The records of two of its discharged children read like this: Harold. Mrs. Eva Kinsey. One child. Mother unable to pay more. Gone. William, Henry. Mrs. Ruggles. Two children. Will take them out on the fifteenth. Has married. Gone. The following is a sample of the records kept by an insti- tution in Maryland. It shows a conscientious attempt to keep records but a failure to see the necessity, not for mere entries, but for such entries as supply definite, useful facts: Mother's maiden name Carrie Where parents lived Baltimore RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS Whether baptized Yes If so, where Baltimore When, by whom Rev. Hair Brown Eyes Blue Complexion Dark Height 3 ft. 2Y 2 in. Weight 40 lbs. When admitted Sept., 1898 From whom received Her mother A manager of an orphanage in Georgia, who is impressed with the dangers involved in poor record keeping, says: "I find that only the crudest records of the children are kept, merely their names — which are not even alphabetically arranged — and the date of their entry." When the matron of a Pennsylvania institution was asked for some very necessary information to help in deciding the futures of certain children in the Home, she said that she could not give it because she had been there but a few months; that her predecessor, who "didn't see the good of records" because she "remembered all about the children," had died suddenly and all the information had died with her. Instances are constantly coming to light of boys and girls who can not find out who they are, and of children and parents who have been lost to each other as a result of such fragmentary record keeping. In the Baltimore Sun of February 16, 19 12, for example, we find the following item: More complicated than the plots of many plays in which the orphan who has become rich seeks her humble parents, is the case of a wealthy woman from New York who left Baltimore yesterday afternoon after being here for a week in search of her parents. She made investigation of the records of a number of the orphan asylums of the city, saying that when about two years of age she had been left in an asylum in Baltimore and had later been adopted by a well-to-do family. She married a New York business man, who had amassed a fortune since their marriage. IDENTITY AND WHEREABOUTS OF CHILDREN At the Home of the Friendless, Lafayette and Druid Hill Avenues, she found a record that she had been in the asylum a number of years. "Mary Rudger," the record read, "left here by mother. Mother will pay." That was all she could find, as Mrs. , the matron, said the little orphan's mother had never returned to the asylum after leav- ing the child there. The superintendent of a large orphanage in New York City expressed his shame that an inadequate record system in his institution had been responsible for such instances as these: "A boy who had been in the institution eight years before, came back looking for definite information about his birthplace and his parents and relatives so that he might enter a claim for a sum of money which would probably come to him could he prove his identity. Our records were too incomplete to be of any service to him. "A few weeks ago we had a similar experience with a young man who wished to find out his exact birthplace. Our records said simply 'born in Virginia.' "We are constantly being called upon," he said, regret- fully, "by those who have gone out, for information which we are unable to furnish." The superintendent of a child-caring organization in the Middle West tells of an instance where the society was unable to shield one of its wards against the insinuations of a jealous suitor because it had failed to make a complete record of her parentage. "It would have been worth a hundred dollars," writes the superintendent, "to have had that blank filled in." The secretary of a state board of charities in a southern state cites another instance: " We had an inquiry not very long ago as to the whereabouts of a child who had been born at one of our maternity hospitals, and who had been placed in a home by the matron. The father of this child had just died and had made it his heir. No records had been kept by this institution and the matron did not remem- ber with whom she had placed the child. The physician had forgotten all about the case, and we have been, up to this time, 3 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS unable to ascertain whether or not the child is alive, and, if alive, with whom it has found a home." The president of the board of managers of an eastern orphanage recently received the following letter from a boy who had previously been in her institution: UNITED STATES SHIP April ist, 1913, Phila., Pa. Miss Dear Madam: Will i asked you to do me a great favor i have not asked since i left the home 10 or 11 years ago because I did not fell it like i do when traveling around the world. Will you please look in the old records and see if you can trace up my father and mother, i don't know or have never remember seeing since leaving the dear old homestead i hope to visit probley this summer in my Uniform. My father name i think is Richard and mother Susan i doing well i join to see the world and save some money so i could see some part of the world if i knew where my mother was i would not Join the navy. Some time i get a thinking about the Orphan Asylum & mother & i sit down & hold my face & cry. As i grow up in manhood with no one to love but God i feel like a lost sheep. Im 23 years old now & Nov 7-1916 i will be 27 years old. Miss , Directress, will you please investigate & find out something. Some yrs ago Mr. said he thought they were up in New York State in the poor house, i been searching for the last 6 yrs. I doing find & i have not had a sick day since i left the grand old home. I remain, Yours sincerely The superintendent of the institution went to see the boy and found that his concern was genuine and that he had been searching for his family for several years whenever he was away from his ship. The records of the institution did not contain a single clue to help him. At the time the little fellow was 4 IDENTITY AND WHEREABOUTS OF CHILDREN admitted no one had thought it important to record anything about his mother. It may be that some manager or matron once "knew" about her, but the obligation could have been discharged only by making a careful written statement in the official records. In all of these cases, the institution records should have contained information which would have been of definite help in meeting the problems of their wards. THE REGISTER The simplest and earliest form of written record for identi- fying children and tracing their movements was the register. In the early days of child-caring work it was the only form of social record, and even today it is the only one which some agencies use or which they are willing to concede should be kept. But among the best child-caring agencies social record keeping has advanced far beyond this primitive stage, and card systems, which include detailed family history records, are now considered essential for thorough work. As an equivalent for these fuller records the register has no claim, but it has an important use as a safety device. By bringing together in one place the names of all children who come under the care of an organization, along with certain mini- mum information needed for identification, it serves as a check upon the card system and as a safeguard in case a card record should be lost. Although of limited social value, judged by the highest standards of today, the fact that the register is known to all agencies makes it common ground from which to approach the larger aspects of social record keeping. Because of this, it is treated first. The fact that the register is merely a safety device should, however, always be kept in mind, and in no case should it be accepted as sufficient in itself or as a substitute for full family histories which the most progressive child-helping organizations now recognize to be the real point of departure in all sound child- caring work. 5 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS I a j 3 V s ji 1 ! 1 1 11 £ .5 | 1 li :,:v : ";.; SI 51 i« 3 = !- 1 i it Si II jl III Ft Is ? v z - I ;I || ° h I'll !| 1 1 II •c * u ./. JD •- « s as ^ is *i i s ^ (d £ ° 3 « « M *> 8 ^ ^ inches) 25 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS 86 Second' Ave 192.^1502 liiss Clark, Thompaon School 289 Grant fit, Dr. L. B. Black r Payehopathlc Hoep. Dr. Jiary Frank r 5S_Day. St. , phyaical and mental condition t ■& ( l ) Phyalnally wank, a*+hmn * rhaimnt^an^ has auffara d from land polaonlng. Torlca irrag iilnrlj -w- Savara with children, dlaagraaahla at homa^ lermuaneaa , had hyatarla and fainting apalla aa a child, vary deaf. — Sick moat of Jtha_jtia ■» (7) Arraatad for ateallng and a ex offen aea.. . (Sae paychologl nal rayort attache d) . -se- (14 2) yfsouth .qt . 1909" ""*""'■ R """° c " Dat. ■» (1*2) S3 Woleott St. 1910 «♦ (14 2) Jl South St. 1Q12 ■«*- «e_ 26_and_?J_unmarried ,_ » 28 has four children, oldaat Ik. (?e* $»-m*\ Coha n, a ward of thla Society) jw 15 boarda with 1 and. 2 to help family. Paya $k Wk. Form No. 4B. (Reverse) 26 1 I. wry 1 Care of 3 children ! 91 DA ,tOP..T»PPL,e»T,0» AOOH.. NO. ROOMS 1 RENT PE. MO. URSANOR RURAL June. 15,. 1911 SorthviUe 2 | $U rural ,„„«.»,»..»■...,«»»... -»■•«»»«««« w D°° E '»° E r N.T.OHAL.TTAHO.AO. ""coSht, '" 1 ;L , UTER»T°E R fc. HosftT Nellie D. (Schmidt) a m widow Am. white Am. white Life Life Life Life literate literate - oAT.or.mTH A °.V AT «"»OK ssss WAOWPE.WK. PHT M sf=» T 'o° F R ECT wHE»nr T uT S -- ' " AN Home I *• "<"" M Wei r Lie 9/6/I896 10/16/98 -9A901 7/10/1903 3/5/1907 3/1909 35 1* 12 9 7 k 1 N.T.stat N.Y.stat Hudson n Northvil n » Prot 1 Prot Prot n n' .9 " night watchman Uth Grade 21 Grade 2d Grade attended $50 mo. died of can stomach heart, trouble er of - ».L.«™ SEX "iSiS" L ■ James * Gertrude. •• Albert '• Florence • Mary m i m m t I L. L. L. L. L. L. with mother n 11 n it - «. «««" „ T o •~"" s "° -"«>- AOCRESS „ECAT,ONSH,P Kra. Agnes Good 29 sister 2 Mrs. Chas. Allen Mrs. Robt. Fuller Mrs. Robt. Boyd Mrs. Mary Goodwin Mr. H. L. Long Northville n 87 State St.,Catskill Trivoli Police Station,Cohoes neighbor friend friend friend H.3. agent ««.«.»«. HOT IM HO- •»•»»• "'"'"" « REMAPS llr. 4 Mrs Wm. Lowry Elizabeth Mrs. Lydii Mrs. Chas Grant Low Mrs. Geo. Mrs. Magg Miss Lucy John Schm Mra. Geo. Mrs. Ida I Jc Lot 1 Gi F< ry Sai Le £ Set Ldt Brc Jeye hn Lo ry imee rd th chmld imidt wn r I »ry t r ORM St N ate 3. c 27 n n L 2 N Hi 9 5 A ha We ike 3S . G art Drt 5 P rit ( St n PI Pro arm sda hvi rin Fa es Siz St. aci spa ant le lis C9 5 MI Aic , Mechs I :t St. )wn »t., Bu .y Hi i Assc 4x 11 27 nicville n Geneva ffalo STORY RECO ciation, New inches) parents brother sister sister sister brother niece mother sister brother sister sister iiD (Face) York z 2 2 2 2 2 chil 3 chil 1 chil 2 chil dren dren d dren RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS INSTITUTION RECORD OF FAMILY PREVIOUS TO AND AT riME OF I.t APPLICATION h... C.U.. D .,.O,.0.,...OH o.T.or D ..c-..« •»M» James Lowry Juvanlle Court Petty larceny Sept. 1910 Sept. 1910 Returned to parents or probation COMMITMENT OF CHILDREN TO INSTITUTION AND PLACEMENT IN BOARDING OR FREE HOMES SUBSEQUENT TO 1st AP. mm. .HST.TUT.OH O. MOM. O.T. O, .0-,..,O~ O.T. OF o,.c».«r 0..P0..T.0H Uyron Albert Florence llary Albany Orphan Aeylua a m m n n » » ■ w July 10, 1913 ■ ■ Sept. 8, 1913 Placed In family home ■ m ■ ■ DEATHS OCCURRING IN FAMILY SUBSEQUENT TO In APPLICATION .»« O.T. ,L.C. c.u.. lire. John Lowry Mr. John Lowry Sept. 1913 Feb. 191LV Uechanicvllle Uechanlcvllle PneuBonla Paralysis CHANGES IN ADDRESS SUBSEQUENT TO In APPLICATION XT. .CO.... .THT...-OH.H •— is Dec. 11, 1S15 April 7, 191* 118 Ualn St., * 82 Ooff St., och anlcville n 3 3 $8 $6 urban Form No. 5B. (Reverse) 28 RECEPTION OF CHILDREN BOARD OF CHILDREN'S GUARDIANS CITY OF ST. LOUIS investigators report of Application to take Charge of Children --Indefinite. I Hn; dranlf gnrt^ g amb l «r» £} a \„£ m *" >rr **& Dow Run, Mo. ead Uine e 6 Uoa. ^ Sa^o jn -keeper . Carpenter , e t u_ __ loven him, but reatmta abusive treatment of her. 1000 Franklin AveiReBtauralit;K:ltchen Since 7-1-1 3 $ 6.50 pe j £ood. ,.... & >. J ..,xy H wij^ji RrT H4 F ML t o^. ' ,. Q ,»rt. i tfi&ftv. &$.*<■».»« ro0fn nni * board. Good, il. to 2 P.M. 1 Without tvuQerrls loal References apeak highly of mnthp.r. 6 P.M. Itn+Mm* +oU^« v._\... _j^,_ . i P.M. to 6 P. M . Mo ther take* baby with h«r-. Form No. 6a. Family History Record (Face) (Size 8K x i iK inches) 29 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS AMPLICATION NO. ING CONDITIONS. 2JJA 7-1-13 900 Fr a nklin. Ro oming H. 1 11.50 tc. i-lrs. Henry, 900 Franklin. 6-13-115 9000 ._ wash l ngt on „rs. Slvere.9000 WaBhingto i___ 34?9 QliY« St. te.OO ■Tnhnwnn, 3439 ni iv. s«mit«»>y cowoiTioN«. Fair only; Building old three-story brick; poorly ventilated. Ht.cmo.Hooo coNomoNs. Fair only; business dlstrict;heavy traffic;very poor for children family own ant .nopem T. B0 ne. CHARITY-CHURCH -ORGANIZATION -RECORD KNOWN R. INDIVIDUALS KNOWING APPLICANT !>'. CHURCH AFriUATION Ca-Appfl, Member of no Church since 9 55 Franklin » she left Dow Run. Mo; was member 900 Franklin • of Baptist Church there. Charles Henzel 1000 Franklin • 1 Yr. Tnd r . Fred Inglish 1000 Franklin a « ? PRESENT FAMILY INCOME AND EXPENSES PER MONTH INCOME AND EXPENSE WITH CHILDREN AWAY. .MOTH***" 26 00 RENT 6. 00 1 MOTHER 26 .00 RENT no sProvldent 5 00 FOOD 20. 40 jlleals at 3 .00 F003 8. 30 Food from 'Restaurant 6 00 CLOTHING 8. 00 Restaurant ~ cumiM 2. QO -Benov.Indv. 2 00 INSURANCE ?. 00 ■ CAR FARE 8 , FUEL-LIGHT 1 . 50 , T Misc. Exp. ?. 00 T 5(J s , TOTAL INCOME $39.00 TOTAL EXP. M.fSO TOTAL INCOME 29.00 TOTAL EXP. , 9 . nf , remarks Insurance reduced. Children placed in Industrial School for schooling and super-rlalon. $8.00 a month for three months; a new rate at that time. Mother "glib" talker; never at lone for word; has shifting eye and at first fa vo rably Impres ses o ne, but a ft e r two visit s d i ecrepen c l e e a r ose wh loh called for rigid investig ation. See story she-at; a^hnpi re c ord *nd nt_.t»w»nt. f u & ^H^Ustomu> rTiw ' Recommend Case be made in Juvenile Court and c h ildren h„ rt«ri«r»ri n« gltet e^ and committed to Board of Children's Guardian-. t.n e h. 1»f »»i "?n trol T-d Boa rd. ___" 1 -13-14. Ylaltor J ~ AgENTS ACTIO* That Application be denied and Case made in .Tuvanil- nrmrt aw -p_T- Vt«Un r i t recommendation. A. F»irba_, Form No. 6b. (Second Sheet) 30 RECEPTION OF CHILDREN application no. A-9 STORY SHEET case no .2. */■ 12-5-13. Thomas H. Rogers, Mayor's Secretary, telephoned that Mr. D. Simms, Tea Merchant, 955 Franklin Ave., notified him that lira. Kay Brown, the appli- cant, with her four children, living at 900 Franklin Ave., was without food and clothing because the mother was unable to work, she having just returned from the City Eospital. 12-5-13. Called on applicant; lives in one room in Rooming-house at 900 Frank- lin; prior to giving birth to Erwin (at City Hospital, 11-15-13) ; she worked in the Kitchen of the .Restaurant run by C.A.Appel, 800 Franklin; earned v&>50 per week and was allowed to take some of the unused food home to her children. Owing to mother's weakened condition she has not worked for three weeks and children are without food and clothing. The landlady, Mrs. Henry, and neighborhood merchants have given her assist- ance. The applicant states that her husband deserted her July 1912 at Dow Run, Mo.; that she did not see him or hear from hin until April 1913 when she was with him one day. She stated that he frequently got into trouble through drinking and gambling; that he got all his money by gambling; that he sometimes abused and mistreated her, but that she loves him nevertheless. Applicant spoke feelingly of her love for her children and her desire to do well for them and cried at the thought of having to part with them. She gave the names and addresses of pre- vious employers. Provident Association, Attendance Department, etc., as per History Sheet. 12-5-13. Phoned Provident Association for emergency rations pending completion of investigation. 12-5-13. Phoned Charity Registration Bureau; Case registered by Provident As- sociation and Attendance Department, Board of Education. 12-5-13. Called on C.A. Appel, Restaurant Prop., 800 Franklin, who stated that he had known applicant for about six months and that she was a hard working woman and a good woman, and seemed devoted to her children, and that he would heartily recommend her for assistance. 12-5-13. Called on D. Simms, Tea Merchant, 955 Franklin, President, Franklin Avenue Improvement Association, who stated that he had helped the woman at the request of the Improvement Association, and so far as he knew she was ver^ worthy and he would recommend her for relief. 12-5-13. Called on Fred Inglish.1000 Franklin, who stated he had helped the woman because requested to do so by Mr. Simms; knew very little about her but thought she was worthy of relief. 12-5-13. Saw Mrs. Naunheim. Attendance Officer, Board of Education, who was surprised to learn that applicant was still in town. Stated, that the children had failed to attend the Crow School during April 1913. On- investigation she learned «that the mother was working in the Grand Laundry, 3200 Lawton and was away from the children practically all day; that Loretta took care of Graoe and Clfarles, but that she wa3 a very forward and worldly-wise child and was fast developing into a delin- quent. Mrs. Haunheim was amazed to learn that there was a son Erwin, three weeks old, because applicant had told her she was a widow. At time of her investigation applicant told her that she had just completed arrangements to return to her relatives in the country at Oates.Mo.; that the following week Mrs. Naunheim assisted her to the Iron Mountain Train and that she had received a postcard from the applicant, postmark- ed "Oates, Mo. n stating she had arrived there safely. 12-5-13. Phoned Mrs. Jones, Provident Association, who stated that they knew practically nothing of the applicant and that they had given relief to her at the request of M^s. Naunheim of the Attendance Department. Form No. 6c. (Story Sheet) 31 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS application no. A-9 STORY SHEET CAse no 3. *£ 12-6-13. Called on Mrs. Johnson, landlady, rooming-house 3439 Olive Street, who stated that applicant had stayed one week at Oates, Ho., had returned - with her children and roomed with Mrs. Johnson until about June 10. 19131 . '■Then she left she stated that she had gotten a position in a rooming- house on Washington Avenue, near City Limits, 'but didn't know address, lire. Johnson stated that applicant was a smooth talker, had a ready- tongue and "wouldn't know the truth if she saw it coming down the street." Said that applicant frequently had men oallers but that she had never heard her speak of her husband and understood that he was dead. She would not recommend applioant for relief, but thought the children should be put into an Institution as they stole everything they got their hands on. 12-6-13. Phoned City Hospital Maternity Ward; Miss Murphy in charge said that the Brown baby was a full time child, and that Mrs. Brown was exceeding- ly hard to manage; that she had a shifting eye, and in her judgment waa not telling the truth. 12-6-13. Called at 9000 Washington Avenue; rooming-house; Mrs. Eggers, Prop. She stated that applicant was a good worker but that she wa3 oompelled to ask her to leave after two weeks trial in July 1913, because she couldn't stand the noise of the children, and because the applicant tried to "make up* with the solicitors who came for orders. 12-6-13. Letters to Mr. and Mrs. Thomas Brown, Iron Mt . , Mo. M.S. Price, Dow Hun, Mo. John Waters, East St. Louis, Ills., No replies received; letters not returned. 12-7-13. Saw Officer Maloney, Eighth District, who stated that he was making a case against applicant in April 1913 when she suddenly disappeared. Said the children were terribly neglected and that he wanted them placed into some Institution where they would" be taken care of. Said he had suffi- cient information and could bring the necessary witnesses to make a case. He promised to file information at once and to notify the Attendance De- partment and Board of Children's Guardians of the hearing. 12-7-13. Called on applicant who reasserted that her husband was the father of her child Erwin, that she never went out and always stayed home with her children. Applicant seemed quite excited at questions put to her and talked rapidly; finally said that she was through with St. Louis and was going to her folks in the Country. That she d"idn't want anything done for her and "would they please drop the matter." 12-7-13. Phoned Mrs. Jones, Provident Association, who promised to 6ee that family was supplied with food and clothing until Police Dept . made Neglect Case in Juvenile Court. 12-7-13. Recommended that case be closed as far as Board of Children's Guard- ians is concerned because case is not only dependent but a neglect oase and legal control of the children will be necessary. 1-5-14. Hearing before Judge Hennings, Juvenile Court, where children were deolared neglected and committed to the Board of Children's Guardians, and mother was ordered to pay $B.OO per month on the first of each month. l-f6-14. Children delivered to Home Department of the Industrial School for placement by the Board of Children's Guardians. Form No. 6d. (Story Sheet, Concluded) 32 RECEPTION OF CHILDREN 23aard of ^tat* Charities— Ci?itf»ri>n'B Hlrlfarr Eepartttn»nt 1010 tSartmnn Building, Columbus, (Dhio FAMILY HISTORY OF A DEPENDENT CHILD Date.. June..l6, I91U No 289.. Surname of child Bodftn Sex Male. Color.......! hit* ;hild's first name Jamflfl Date of birth Mch^... IS , ... 1910 >Iace of birth YOUngStPWn r ...QhiQ Present age 1*. yra. 2. mo.. Baptized Hft Name | ACE Residence Harold. E. J 13 c/o i.e. ,c/o...SJ). ..Jone.a.,10 ..Mill St ^foungatown ,0 . Lucy May I...11 .. Sisters Roger S. 1 9 n n n Brothers ■< AND lawrenc.e....C.. ! 7 1 1 County Children' a Hone,Yaungatow.n., a,.. 1 1 Father of Child Mother of Child uii name ] Ferdinand Boden jAda M . (Milla). Baden.. •ate of lirth.. .1 Aug....22,187^ I Juljr...22.,lS7-6 lace of birth I Youngatown, 0. j Alliance, -Or \ddress, if Iivii Ireed .._ )ccupation 275 Broad St,, Youngatown ! (dead,V -| Protestant - | Protaatant. ! Conductor j Momekeapar npioyer I Erie. .Ba.ilro.ad. .. ..$100,. ntemperate .onsumptive .-. entally or physically defective... ipasms or spells or epilepsy yphilkic _ Jexual pervert— ntenced to jail or prison.- _. nmate of any other institution — name f dead, date. 5 /51 /13 Jail , r ,Hoifr«ugport. Sept,. ,20, 1913, death.. i 27 fright 1 a Dieaaae Form No. ja. Family History Record (Face) (Size 8}4 x 1 1 inches) 33 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS RELATIVES OF FATHER OF CHILD Name Address Ip Dead Physical or Menial Delects (See Notes) If Ever In- mate of any Dale Age Cause Institution, Give Name dead 9/12/np fin !>"—««<« A -T 275 Broad St. 18 Sill Si. " Brothers Sisters Other Relatives RELATIVES OF MOTHER OF CHILD Samuel Mills Api.iqo , fir Droosv 23 Lake St. JlH»ni-s, 0. f Morris dead Dec. 1 91C kc Accidentally shot 28 Lake St. Alliance, 0. Half Brothers Sarah (MrB.S.D ^ilarJ! fc« Sisters Other Relatives Notii In preparation of above data uae the following eymbola in nent to lail Column: A.— alcoholic; B— blind; E-— epileptic; inded: S.-aypb>lilic; S. P.-aexual pervert In the la»t column me the following: B. S — Boya' Indualrial School: CM.— Chi Ir.l, (. S-'i.l-' In.lu.inal Schocl; 1L E.— HoapitaJ for Epilc|>tica; H. I— llo.pital — Workhouac. Form No. 7B. (Reverse) 34 -Pcmtcnlury: R- RECEPTION OF CHILDREN FAMILY NAME FAMILY HISTORY RECORD FATS SAflp, Caoa Number 2ffj- CROSS REFERENCES DATE OF 1st INVESTIGATION (Applies to all entries not otherwise dated) At hone Ag9 Date of birth Birthplace Occupation or school Weekly wage or grade Physical or mental defects (Give source of ir.formatlcn en atcrv sheets rather ,. JO. 1 'WiAUnv lotherdst and maiden name) lo. 2 ;Wy (lojj^) 5tep-pareny lo. 3 Jnmarried children 'o. 5 UdtU^j lo. 6 to. 7 to. S ro. 9 lo. 10 J S-ntic 7-f-mf <-,t-o 7 'Ttkk'fa U^-t^yi^^La-^i- ■otLUj- i«v oxhers in household IF lo . 11 J^l^^x^lJ^ LUcott^i ro. 12 to. 13 Age '7 Relationship ■ Contributes RELATIVES Including married children not living at home) • Willing or able to help fatetLuis 'at her Mother NATIONALITY OR RACE TIME IN CITY TIKE IN STATE TIME IN U.S. 7'A^o- . NATURALIZED READ & WRITE SOCIAL STATE OF PARENTS: . . . - . F dead (Date /«- 2- /^/* Cause CU*+-cLe~~h' Informant A~i>. Ahx^n^o ) M dead (Date Cause _- Informant fi /v • <■ / ^ Parents married ^ (When f-/2- //. F deserted x. Other points: M deserted *. Previous marriage FXMX. Unmarried mother X f Nos. ,2,3 ADDRESSES (Present and subsequent) No. of rooms Rent per week LANDLORD OR AC-EHT ADDRESS Date Z '33.0 f-i~jL dP. 2 fo& a~. rx fcu« S-z-/f'-l For additional addros sec other side -es Form No. 8a. Family History Record (Face)" Suggested by the Russell Sage Foundation, Department of Child-Helping (Size 8K x 1 1 inches) ° Because of limitations of space, the exact proportions of this form could not be shown in the ^production. In printing, space should be allowed for eight or more entries under "Relatives," and dditional space should also be allowed under "Addresses." 35 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS ADDRESSES Of Us». 1,2.3 ADDRESSES (Continued) No. of roene Rent per week LANDLORD OR AGENT ADDRESS Date Of Ho. EMPLOYERS ADDRESS (Paet and present) INDUSTRY (State whether store, laundry, etc.) KIND OF WORK DONE Weekly wage Date 2 u ^t^C^>i^y /&£&tju ft jggBERgHJP IN UNION. LODGE. OR BENEFIT ORGANIZATIONS; aJ*£+s &U*o £u^x^Z. Of Ho. INSTITUTION OR POLICE RECORD Date CHURCHES, CHARITIES AND IHDIVIDOALS INTERESTED (Names and addressee) Date PREVIOUS ADDRESSES OF FAMILY Date /f/6 I8ji tevusJ-Jt., Aj*£L»>UL- APPLICATION: Date S/1//9K Made by A* ■■ jSh^U Applicant wl*he» '° ft- U&- U^lJL l~s*bJ-uM^r~, ~£jl*- *J- e^au^t/ Reaaone given Mo^o' CL+*A{ tsO t Inveetlgation made by <£ X^Q^y^l Form No. 8b. (Reverse) a Because of limitations of space, the exact proportions could not be shown in the reproduction. In printing, adequate space should be allowed under " Addresses," "Membership in Union, Lodge oj Benefit Organizations" and " Previous Addresses." 36 RECEPTION OF CHILDREN 7AIJILY NAME 3 FAMILY HISTORY RKC0R1) STORY' SHEET Sheet ITo. 2 Case No. 2885 (Write on this pa<*e reputation and habits of members of family, home and neighborhood conditions and other facts not provided for on Family History Face Card.) For every entry on this sheet give Pate . Source of Information and by whom obtained . 5=^2- lU 5-V& 5-3-1'+ Interview with Mrs. Mary Davie at office of institution: Mrs. D. called and said she would like to have her little toy cared for in the institution, as she has tuberculosis and her physician has told her that she must go to a sanitarium. (E. C. Boyd) Interview with Dr. A. B. Heff , 12 Seventh Street: Dr. Neff has been the family physician for three years. He arranged for Mrs. D. to go to St. Mark's Hospital when her second child was born. He has not attended the family since, until Mrs. D. cane to- him about a month ago. He examined her and found that she has tuberculosis and should go to a sanitarium. He believes that she will recover and be able to do sODe kind of work again. Stated that Mr. and Mrs. Davis had been very devoted to each other and that he had made a comfortable living for his family. (M. V. Scott) Interview with Mrs. Mary Davis at 1320 Pine Street: Mr6. D. is a bright little woman, intelligent and refined. She looks tired and worn. She had on a neat cotton dr:ss, and was sewing on babies' rompers, which she makes by the dozen for Gray Bros. She stated that her mother died when she was Ik years old, and she then looked after the home for her father and brother and her young sister. She married Mr. D. when she was l6, and continued to live at home. Shortly afterwards her father died, and she and her husband and Hannah, her little sister, moved to Wellsville, N. Y., where Mr. D. had been offered a posi- tion at a substantial increase in wages. He was a mechanic and earned from $S0 - $100 a month. They were planning to buy a home when Mr. D. was fatally injured while trying to board a moving train. No attempt was made to collect damages from the railroad. Mr. Davis lived for several hours after the accident, and assumed the entire responsibility for his injury. Four months after her husband's death her second baby was born. It took the greater part of Mr. Davis' insurance to pay the funeral expenses and support the family during the period of her incapacity. After she recovered, she obtained work from Cray Brothers which she could do at home, and she kept house for her little boy and her younger sister, who works in Bowman's grocery on Warren St., and pays Mrs. D. $3 a week for her board. She has about $50 of her savings left which she will need to pay her traveling expenses to the sanitarium and to buy incidentals for herself while there. Thinks her brother in Canada may be able to help support Edward while she is away. (M. V. Scott) 5-3-1 1 * 5-U-lU 5-7-lU 5-7-it 5-8- lU Lett. #1 to Mr. John Weston, IS St. James St.. Toronto, Canada. Interview with Mr. J. C. Cook, Manager of Cray Bros., Mrs. Davis* employer: Mr. C. stated that i-'rs. D. has been omployed by them for fifteen months. He considers her one of their best workers, and says that she has worked regularly and i6 thoroughly reliable. (M. V. Scott) Letter $2 from Mr. John Weston. Will pay $2 wk. for support of Edward. Arranged with Mrs. W. D. Cook, 98 Cary St., to take Edward and his aunt, Hannah Weston, to board until end of BChool tens. Mother left for Eon Air Sanitariun., Whitehall. Admission to the Sanitarium was seci.rod for her by her physirian_, Dr. l?eff . Form No. 8c. (Story Sheet) 37 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS Form 4 is used by both the Children's Bureau of Philadelphia and the Boston Children's Aid Society; Form 5 is the latest revised blank of the New York State Charities Aid Association, with its system of county agencies; Form 6 is used by the Board of Children's Guardians of St. Louis, where the mothers' pen- sion law is in effect, necessitating careful budget reports; Form 7 is one recently adopted by the new Children's Welfare Depart- ment of the Ohio Board of State Charities, operating under the Children's Code, which provides for the clinical study, mental and physical, of children who become public wards. Form 8 is a composite, made up by the writer, and includes points selected from numerous blanks now in use by leading child-caring organizations. In recording the family histories of infants, those facts which have a special bearing upon the question of infant mor- tality should be emphasized. The Family History section of Form 1 5 (page 59) shows the points which are considered essential in this connection. Blank sheets should be used with family history record forms for recording important facts and details gathered at the time of investigation and subsequently, which are not provided for on the schedule. The "story sheets" accompanying Forms 6 and 8 show how this additional material may be handled. If one prefers, instead of using any of the family history records suggested, the points covered by any of these schedules may be put into the form of questions, after the plan of Form 3 (page 20). This method formerly prevailed and is still used by some institutions and societies in recording family histories, but most trained workers have given it up because they find the other forms more convenient and useful. It is comparatively easy, with a little practice, to become accustomed to the newer blanks, which group the facts in a more compact and better classified form; and it is doubtful if a worker who once becomes familiar with them will ever consent to go back to the question- naire. No child-caring organization should be satisfied until it has achieved at least as high standards as are indicated in these 38 RECEPTION OF CHILDREN specimen blanks, although at the present time some institutions and societies may not be able, because of inadequate clerical help and the lack of paid visitors, to secure all of the informa- tion called for. Where this is the case it is suggested that a complete schedule be provided and that those points upon which the agency is not prepared to secure information be left unused. It is believed that this is a better plan than to adopt an abbreviated schedule form. An institution superintendent who was recently con- sidering the question of installing a new system of records, objected to a detailed family history record card on the ground that, with his present limited facilities for investigation, he would not be able to cover all the points. He was asked to study the card and to suggest which points he thought might be omitted in order to adapt it to his purposes. After careful con- sideration he reported, to his own surprise, that he believed all of the information was essential for an adequate investigation and that while it would not be possible in the beginning for him to secure all the facts which the record card called for, his man- agers had decided to adopt the form as it stood, not as a standard for immediate attainment, but as an ideal toward which to work. He stated that he believed they would achieve better results with the stimulus of an ideal before them than they would if they were to accept less than the best and, forgetting the stand- ard, become satisfied with an inadequate record. Institutions and societies should not be satisfied to tem- porize in the matter of records any longer than is absolutely necessary, and they should consider carefully whether the best is not possible before adopting something less. Sometimes even thorough investigation will not reveal the full history of a child. If, for example, a baby is found on an ash heap or in a railroad station, or has been boarded by its mother with strangers and later abandoned by her, an agency may be obliged to proceed with very little authentic infor- mation. In such cases, however, a full record should be made of all the facts known and of the circumstances under which the children are received, taking care not to give undue weight 39 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS to hearsay evidence. Efforts to secure information should not be relaxed if facts can not be obtained in the beginning. Any clues which may be discovered after a child has been admitted should be carefully followed up. In many places it has been customary for juvenile court judges, directors of the poor, and other public officials to com- mit children to child-caring agencies without furnishing any information in regard to them other than the bare facts stated in the commitment papers. While it may not always be possi- ble for these officials to supply detailed information, an effort should be made by every agency which accepts children by commitment to secure at the time of admission all facts about them which can be learned from the committing officer. For this purpose, a supply of blanks calling for facts which such an official might be expected to know or be able to find out, should be supplied to court officers and directors of the poor, with the request that they send with each child replies to the questions asked. Some organizations have found that in this way they can often secure valuable information about the children com- mitted. It is suggested that the application blank, Form 3 (page 20), or a modification of it, might be used for this purpose. 40 CHAPTER III INFORMATION FOR DETERMINING THE PERSONAL NEEDS OF A CHILD WHEN a careful study of family conditions shows that it is necessary to remove a child from his home, his per- sonal history and characteristics still remain to be considered before deciding what should be done for him. There should be a physical and mental examination, an interview with his teacher, and, if he is working, with his employer, and a record of all the facts discovered should be kept. One of the most important uses of these records is to enable agencies to weed out at the beginning children for whom they are not qualified to care. Each organization is necessarily limited in its scope, and however admirable its work may be within these limits, it can not expect to succeed with children who require a kind of care which it is not equipped to give. As a rule, adequate records of this kind are not kept, and in few institutions, except those for the sick and for defectives, are any but the most obvious defects and characteristics dis- covered prior to admission. The result is, as a survey of almost any institution will show, that in children's homes and reforma- tories superior children often do not receive the training which their abilities warrant, and mental defectives or children suffering from tuberculosis or other infectious diseases are to be found mingling freely with normal, well children, to the detriment of all. An item in a recent report of the Indiana Board of State Charities,* about the children's homes of that state, may be taken as typical of conditions in a very large percentage of children's institutions throughout the country. The report says that because of their large capacity and farm facilities certain institutions * Indiana Board of State Charities. Annual Report, 191 1, p. 159. 41 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS are receiving a large per cent of delinquent children from various juvenile courts in the state. They receive also normal dependent children. . . . There is no attempt at classification further than age and sex. This is unfortunate, since special care and training is very necessary in such institutions. To a greater or less degree the same thing is true of all the children's homes in the state. At the time of the inspection of these thirty-seven institutions, twenty-three crippled children and ninety-three feeble-minded children were present. The crippled children should be given hospital treatment and the feeble-minded children should be removed. The latter receive no special care and training and it is a detriment to the normal child to associate with them. It often happens that institutions for dependent or delin- quent children are obliged to receive certain children who should be sent elsewhere because there is no organized alternative, but even in such cases physical and mental records would tend to minimize this handicap. Children who are not normal and who require special treatment should be separated within the insti- tution, or should be boarded out under special arrangements suited to their needs. The practical value of psychological records in meeting conditions of this kind is illustrated by the practice in two reformatories: In one, which has no psychological records, the military system dominates the classification. Instead of having care suited to their individual needs, all boys of the same size live in the same cottage and are taught in the same class room, at the same time, although some are mentally defective while others are of normal mentality. The discouragement, both to instruc- tors and pupils, which results from such a method is obvious. Here too, a cottage plant, which could be admirably turned to account to separate the feeble-minded boys from those who are normal, is missing its highest usefulness. In the other institution, where psychological records are used, the superintendent writes: "We are continuing our psychological tests on all inmates received in this institution. The same become the basis of all our treatment. It is the mentality of the individual that determines the kind of work to 42 PERSONAL NEEDS OF CHILD which he is assigned. If he is feeble-minded, we feel it is utterly useless for us to attempt to teach him a trade, and so he is as- signed to some manual labor, the character of which is then determined by his physical condition, and his natural inclination. ... In school work, the class is divided into two sections, 'A' and ' B,' B being for the feeble-minded and the near feeble-minded. In discipline their mentality is also considered and less is re- quired of them." School records, also, may be of great importance in deciding questions of admission. One institution in Baltimore, for example, which maintains high educational standards, will not accept children who do not measure up to a given standard in their school work. The superintendent states that the aim of the institution is educational, and that it would be an extrava- gance to waste the time of their instructors by taking children who are not able to profit by the training given. INDIVIDUAL CHILD'S RECORD Form 9 shows the main points which should be known about the children themselves at time of reception.* This record should be supplemented by detailed reports from the physician and psychologist on the child's mental and physical condition at the time of admission, and by subsequent physical, school, and efficiency records. Physical Records The physical examination should be more than a super- ficial "looking over" of the child to determine whether there is any evidence of contagious disease. It should include an elabo- rate and thorough medical examination; a general physical examination covering height, weight, girth, and so on; and a complete dental examination. There are a number of good forms for recording physical examinations. Those of the New York State Charities Aid * For the personal history of an infant on admission, see Form 15 (page 58). For special points in regard to adoption and death, see Form 44 (page 123). 43 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS Association, Form 10, and the Joint Shelter for Children of Philadelphia, Form n, have been used by these agencies for several years, and have undergone careful revisions. It is believed that one or the other of these forms would be found satisfactory for all ordinary purposes. The opinion has been expressed by some that physical examinations may tend to become stereotyped if the points to be observed are indicated in great detail, as in the form used by the New York State Charities Aid Association. It is said that physicians may in time fall into the habit of checking up these points mechanically and the examination lose in value on this account. On the other hand, it is believed by persons who are equally qualified to express an opinion that more thorough examinations may result from the use of a detailed form which minimizes the possibility of overlooking important matters. Certainly a thorough schedule is a great safeguard in all medical examinations whether made by physicians who are directly responsible to the organization or not. In the hands of a skilful physician either of these forms should yield satisfactory results. No physical examination is complete which does not include an inspection of a child's teeth. The dental examination and clinical charts used by the Division of School Inspection of the Philadelphia Bureau of Health are clear and simple. Form 12 is used for the initial examination to show what is needed. Form 1 3 is for the record of work actually done. Mental Records No blanks for recording the results of mental examinations have been included. In the first place, they are highly technical and would not be of use to persons who have not had psycho- logical training. Besides, psychologists themselves are not in complete agreement as to what should be included. It is suggested that organizations which are interested in having psychological tests of their children made, get in touch with the nearest or most available competent authority and formulate plans for introducing this work under expert direction. (Text continues on page 55.) 44 RECORD OF CHILD IMILD'S FULL NAME Pay la, Edward CASE NUMBER ION0ITIONS OF ADMISSION: Date May g, lQlU Received from: Name Mrs ■ Mary Davis Address 1?20 Pins St. leoal Custody Obtained TERMS: Free Pf Yes Rate of Payment $2 wank paid Uncla, Mr. Jehn Taston, lg St. James St., To ronto, Canada. Special Agreements as to Schoolino, Dismissal, Etc. IQ bfl rfltttrnol tQ BOthflf If ihfl raCQVfim and !■ aHlfl tO gjpport. family. bapt.zeo: date q - J - lqog c.ty Wellsvills , H. T Church St. John 1 " Church SCHOOL RECORD: School Last Attended litVi Wani AOE LEFl Grade 3 . Teacmer-8 Report as to: Scholarship Bright - ranks high in classes. 1P1V. WORK RECORD: Has Child Ever Worked No If So, Name Employer and Describe Work Done PHYSICAL AND MENTAL CONDITION: (Summary from Physical and Mental Examination Blanks Appendeo) Ib Chilo in a Pos vaccctated-T^ Yes, date: ^*~W /¥■/ 11 l*f- PHYSICAL. CONDITION. head — - FontaneU — closed; open. Scalp — normal; dry; oily; inflamed; pediculL bttes — Pupil Diameter— unequal; identical. -jLo&IuOlJ-*^ 0 /W A*-'*-' Circumference— inspiration expiration %r.X..... expansion &Z.W../.3- - *" V* Heart — normal; abnormal ; rate /.Jn-.Q. normal: curvature, lateral, fonmd, ^f^~ ^-7^-*^^- ( ??' *) /0 *" * " abdomen — live. $*. gallbladder. spleen ££. Intestines...**. *£ urinary bladder £#..... , GEXITO CRDfABY SYSTEM — Urination — normal; frequent; «>n<»ureti«. Female Genitalia — normal , discbarge — present; absent Htiaafi— ata fc iiw u i l i el e aga t e d to r e e hin. 8KXN — normal; abnormal, how. SX^a^/~~ ^*jL~£as^- /V»v»>*_ BXTttBMlTlBS -normal; asymmetrical; deformities. Gait— well balanced ; shambling; pigeon toed; feet everted Head Balance — normal ; tense; relaxed. AXATOMlCAl- AsymmetricaUcranium; asymmetricaniace; very high narrow foretead; very low forehead; projecting jaws; stigmata — high narrow palate; longitudinal palatine ridge; narrow palpebral Assure; squint: nystagmus; unusually placed ears; asynrtaetrlcal ears; badly Jw teeth; unusual shortness* height; excessively long or short fingers, arms or legs; Cver-actlon of frontalis, muscle. Weight 6.0....M*.: HKMAfiSSi Height ^.^....^.^^qLm.... Nutrition KUhtHnS. *huAMvtusl» ~ttn*u- a cu^JL iA. T Form No. iob. (Second Page) JOINT SHELTER FOR CHILDREN REPORT OF MEDICAL EXAMINER Name ^^w^w^. Jh^^ A g e_j£- ../ - ../..glajl _ Sex i^^aaii^kEe^. Nationality or Race Address J^£^^„-steU^^fefeS^^^5^ Mother..ArfeSfet^*x-»rt_ Good Health Invalidism Particularly insanity Dead (Cause) ularly, insanity, tuberculosis. ^~~* -*" .Neglect K! Drunkenness \f.. Cruelty FAMILY HISTORY (Social) Poverty Kl Illiteracy ^.....Over Crowding.. PERSONAL HISTORY (Social) Environment Surr?r*>L: Habits. HABITS. Breathing: Through mouth J^Cs&n.. Snure -.Enuresis.. PREVIOUS MEDICAL HISTORY. Mumps Erysipelas.., ....... Rheumatism _ — Small Pox Pneumonia.. Whooping Cough *r**fe£*jV. _.Typhoid...._ .....Malaria PHYSICAL EXAMINATION .Character ot companions Nose _2rzrr*r. ..Masturbation _.<^-v<^r*v^v--z*ev->^-t-*-£ . . • Extremities^?, /f-. Deformities . t^v Genitalia .(£*/{' Hernia .->rt*>-*-Me_ Remarks and Recommendations: //-/?/c (PJ^U^XZcO^^^^^J / 3-/9/0 aU«U^- rf> Treatment Given: ^Qi^x^t^-nt. f-^" '£-*sul - -£yi c*-ir?0<^-y~'-G. _J&4j-t*-T^fs ^w-L* <5>L*e-£v Form No. iia. Physical Examination Record (Face) Joint Shelter for Children, Philadelphia" (Size 7$i x ioX inches) a Receiving home of Children's Bureau, Children's Aid Society of Pennsylvania, and Society for the Prevention of Cruelty to Children. 49 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS CONTINUATION OF MEDICAL RECORD Subsequent lxaminations Treatment Giver 't ~Z.W--/f/d ;2-/Z-/<7/6 7-1- Jf/v-?i~t*j<&t v-t sUv. ;/-/<> - /?/#. JZ.-7-S9/* /2.-3-J?/3 ^'i-s^i^t^ ^c^L^rC. ~fcLe*c £ ~*..U (PZ&fii-- -?***~~^<. (rt, trs^s^vC^f Js ZO < ■>i^4 -&U. '*&*-^e, ^^C^\^v~e^^^y s^cytK&Z Form No. i i b. (Reverse) 50 PERSONAL NEEDS OF CHILD | _X\0< i» 3 a c .£■£.£■£•£•£ o o o o o o o o o a o o r- r- f- c H E- . V 2 < < O H Q * S < 0) s 2 ob c 2 O 1) S E as -a a. C 3 c © _^ *.2 4) ■~ o O * H T3 a a ?Q < .— K f= U "- 60 2 c E Z C 1* o o £ ~ 2 2 Z Q. < ~ £»3 il 0J "5>Ej O «*- i>_ > o o II] c* § "i .o£ c j 'SS EJ I §P © V z Q ^•- ^ Q jS !"§:§ £.1 - z 3 ? a 2""" 2 ^-^ ^ Oi 3 O 03 °«2 Oj-.ce J S .1 8 8 8 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS \ \ 4-> t CO A r-t r-t r-t B •H CO 1 c J rd i « O -P H s 3 | C-< a j a m -r> r-t 1 ^H a a Tj a. cd 4J 4-> © 4* ti © •H P* : ^ X C I 2 ft K ►J +> hi •H o © § ^ © •«-l - bi K « rt hO o c ra o cd >> H-> •73 £ A rH o $ ,5 t> f4 1 rH 1 .0 f D •X3 © 1 P ' U o 3 A O .c «M •H a C D ■a © 2 "SI 9 •H 3 «n ol t J H « 9 -P © e> t 1 O r" 1 fci >£ t) O x c td - H § -»-> -p o a rH A rf © o rH t J O m © tn •H < 2 *H u, E-« a w 1' to EJ © 1 > •3 ^ o § 3 m X> © >> 3 o c c < ph s d -p o o •» J tJ fQ m *H 1 to U tJ t © TJ •n C a ol © h J +J -r» © n rH r-l B c i m a -r» o B 3 O 3 »H t > © © « t=> C o ol o © -r> d « h ha •J rJ © -H H-> > a u hO o s r-l T-t J9 * 3 O o a < f*4 N * i O D ►J » Ch 8 r-t \ \ e 9 3 O H ^ » V4 a 1 o © d 3 -H w, u 1 H © © © © ( 3 TJ a O p. ol :1 © a 3 \ s rN t3 ►J CD 53 ■ S4 H rH cd a (d • c u Ol 3 CO rH O Sj s © o © u Cd < 1 s 2 O o a ^4 At JZ C a iS «-. u ^ u t> H-> t< •H t © 1 © © ■r> x: i W ^> ►J E-> t« K — o z § S"-3 52 PERSONAL NEEDS OF CHILD 53 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS § I i i 1 I 1 1 f E 0. z F < r 8 1 5 K 1 < i a. z E < X a. •; a < * • : \ •• 0. o < »j n J >S z ^ t fl 5 4 5> . g 5 ifi ^ '\ i h ^*C *R u 5» ^^ q y 1 m ^j ^ *N r^| < i «j 1 iW : l 1 1 54 PERSONAL NEEDS OF CHILD Assurance should be had of the competence of the psychologist. Many persons are attempting to make psychological examina- tions without having had adequate instruction and training. The physicians in charge of public institutions for the feeble-minded* will usually be glad to furnish information and suggestions on this subject to institutions within their states, and in a number of cities there are special psychological clinics whose directors may be consulted in regard to promoting new work. The following is a partial list of organizations which con- duct clinics: f California, Los Angeles Department of Educational and Clinical Psychology (connected with the public school system). Indiana, Jeffersonville Indiana Reformatory. Illinois, Chicago Juvenile Psychopathic Institute. University of Chicago. Iowa, Iowa City University of Iowa. Louisiana, New Orleans Public Schools Laboratory. Maryland, Baltimore Johns Hopkins Hospital (Phipps Clinic). Massachusetts, Boston Psychopathic Hospital. Worcester. . .Clark University. Minnesota, Minneapolis University of Minnesota. New Jersey, Vineland New Jersey Training School. New York, Albany Medico-Psychological Laboratory (City Hall). Bedford Hills... .New York State Reformatory for Women. New York City. .New York Post-Graduate Medical School and Hospital ("Clearing House for De- fectives"). Ohio, Cincinnati Vocational Guidance Clinic. Columbus Ohio Board of Administration, Bureau of Juvenile Research. Pennsylvania, Philadelphia. .University of Pennsylvania. Pittsburgh. . . .University of Pittsburgh. Washington, Seattle University of Washington. * A list of these institutions is given in the volume on Insane and Feeble- Minded in Institutions, United States Census, 1910. Bulletin 119, page 80. t For a fuller list, see Smith, Theodate L.: Development of Psychological Clinics in the United States. Pedagogical Seminary, March, 1914, p. 143. 55 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS CONTINUATION RECORDS After children have been found to be in need of what an agency has to give and have been accepted, the initial records of their personal and family histories, together with continuation records of their health, school progress, and personal tendencies, should be important factors in their care. In large institutions it is quite impossible, with so many duties and demands, for the superintendent to know the varying and special needs of all the children in his charge, unless such records are not only kept but studied. Only regular and systematic tests, and a compari- son of the results with previous records, can give any adequate foundation for judgment concerning the welfare and develop- ment of children. Continuation Physical Records Health records should include results of periodical tests of height and weight. In institutions for infants the mortality rate is a good index of health conditions, but the mortality rate tells very little about the health conditions of children who have passed the age of two years. Between the ages of two and eighteen the mortality rate is always low. For these ages physical development and endurance are the health indicators. In his book entitled How Two Hundred Children Live and Learn, Dr. Rudolph R. Reeder tells how records of height and weight have been of practical use in his institution. There is perhaps no better practical test of an institution dietary than a carefully kept record of the growth of the children. It is a simple matter to balance the scale beam and at the same time read the height of each child on a graduated bar as he stands on the scales. It doesn't cost much to get the scales, and with the standard tables of weights and heights at various ages before you, it may readily be deter- mined whether the children of an institution are above or below average, and to what extent; also whether they are making satisfactory growth from year to year.* Records of height and weight are made every year, and (Text continues on page 61.) * Reeder, Rudolph R.: How Two Hundred Children Live and Learn, pp. 29-30. New York, Charities Publication Committee, 191 1. 56 PERSONAL NEEDS OF CHILD xvx. z. J?D Date ott/z*/ haute Q? CHILD //IsdA^iLUr Z)s£4 x 1 1 inches) 57 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS J V I 4 vM s^ 1. ■fff *- «L_S_ )■ ft gags I j, <^ I •J 1 *- t l3 It 111 iff 58 PERSONAL NEEDS OF CHILD 59 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS 8. T Q. tn o o ">" 1 I tf « g. 60 PERSONAL NEEDS OF CHILD Dr. Reeder states that immediately after the first records were taken, "various changes in dietary were introduced with a view to bringing up to average as many as possible of those who were below."* In a recent report he says: The usual records of weights and heights were made November I st, showing an average above that of normal children outside of insti- tutions. It is interesting to note that the number of children who were above the standard average in weight but below in height was double the number above in height and below in weight. The best test of an institution's care of its wards is hidden in these two sets of figures. If the above figures were reversed it would mean undernourished or over- worked children, or perhaps illness and unsanitary conditions. You may not be able to add to a child's natural stature or force an upward growth by wholesome food and well ordered sleep and exercise, but you can add avoirdupois and give a stocky frame to those who have been ill-nour- ished and show a pasty bodily structure when received into the orphan- age, t Form 14 (page 57) provides for successive records of height and weight, and for records of illness and treatment. When the children are weighed and measured, the results in the case of each child should be compared with his previous record and with the standard for the same age, as shown in the tables of standard heights and weights on page 62. These tables are taken from School Feeding, Its History and Practice at Home and Abroad, whose author makes the following statement in regard to them: As the problems of development and nutrition receive increasing attention in this country it is necessary to have available for reference some standard measurements. The British Anthropometric Association has been at work compiling figures for the use of British investigators and scientists, but their figures, though probably not seriously unsuited for use in this country, cannot be used for exact work. The accompany- ing tables (III and IV) compiled by Dr. Wood of Columbia University, are in part the result of measurements made periodically during ten years on thousands of boys and girls attending the Horace Mann School. * Reeder, op. cit., p. 31. t Orphan Asylum Society in the City of New York. Annual Report, 19 10- 1 1 , p. 7. 6l TABLES III AND IV. RELATIVE WEIGHT AND HEIGHT TABLES— BOYS AND GIRLS. The figures under the age column represent weight in pounds. .s Years — Boys '5 c 5 35 38 39 41 42 46 6 36 39 41 42 44 46 48 7 42 43 46 48 49 54 8 45 48 50 53 54 57 59 9 50 53 55 58 60 62 62 65 10 53 55 58 60 62 65 68 69 71 61 61 65 68 71 77 77 78 12 63 67 70 75 76 79 84 84 85 13 67 71 75 78 80 85 86 91 98 99 100 14 67 71 76 79 82 86 90 94 97 103 107 114 122 15 16 17 18 19 20 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 79 82 87 91 95 99 106 112 118 119 121 128 133 90 96 104 112 120 122 125 129 133 134 136 104 110 117 122 125 128 130 136 140 140 118 120 120 126 131 136 139 143 146 120 126 129 134 136 139 144 146 149 125 130 132 136 139 145 146 154 165 fl Years — Girls 5 34 37 38 41 41 45 6 7 39 42 44 45 47 50 8 42 45 47 49 51 53 56 9 49 51 53 56 59 63 10 54 57 58 62 64 69 60 62 63 68 70 75 12 63 66 69 71 75 78 83 88 94 13 65 68 73 76 80 86 8') 94 99 104 14 78 83 88 93 96 100 104 107 112 114 15 16 17 18 19 20 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 35 37 39 41 43 45 48 89 97 100 102 106 109 118 118 100 104 109 111 116 116 121 109 109 110 110 117 125 103 106 107 112 114 120 99 105 HI 113 119 123 99 111 114 114 115 125 62 PERSONAL NEEDS OF CHILD The figures gotten in this way were compared and checked up with those of Drs. Bowditch and Hastings, and with the standard adopted by the British Anthropometric Association. The tables show the standard mean variations in weight as related to height, at different ages, from five to twenty years. A perfectly well child of ten years may be any- where from 48 to 56 inches in height and weigh anywhere from 53 to 71 pounds, but if his weight does not correspond with his height, or if he is less than 48 inches tall, there is something wrong with his development and probably with his nutrition. This method of calculation is much more exact, especially in a heterogeneous group, such as may be found in any American city, than the easy and crude method of measuring development at each age by a single figure for weight or height.* Form 1 5 (pages 58-60) provides for a continuous record of the home care, feeding, and physical condition of an infant from birth up to the age of one year. This blank indicates the medical and social facts which have an essential bearing upon the life of an infant during the first twelve months. The form was prepared by the Department of Child-Help- ing of the Russell Sage Foundation under the direction of a medical advisory committee, consisting of Dr. David Edsall, Dr. L. Emmet Holt, Dr. Abraham Jacobi, Dr. J. H. Mason Knox, and Dr. William H. Welch. The blank has been formally approved by the American Pediatric Society and by the Section on the Diseases of Children of the American Medical Association. On page 1 of this form, the figures in the month columns represent dates. The record shows that the baby was born on November 5 ; that she was with her mother from November 5 to December 21, when she was received by the society; that she was in a family home from December 21 to January 14, in the Babies' Hospital from January 14 to 20, in a second family home from January 20 to June 17, and in a third family home from June 17 to July 14, the date of her death. Similarly, under the section "Feeding History" the dates in the different columns show the periods during which the different kinds of food were given to the baby. * Bryant, Louise S.: School Feeding: Its History and Practice at Home and Abroad, pp. 222-224. Philadelphia, J. B. Lippincott Co., 19 13. 63 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS Continuation School and Efficiency Records In institutions for children, school curricula and records of school progress should at least follow the standards set by the authorities of the city or state in which the institutions are located. It is a startling fact that many institutions do not conform to the requirements of their local and state boards of education either in the training given or in the keeping of records. Outlines of prescribed courses of study may be obtained from the local or state boards, and many boards have adopted blanks on which continuous records of public school children are kept. Where such blanks have been adopted, they could be used by institutions. In many cases, however, if industrial teaching is given, it may be necessary to plan a modified form to include this. It is suggested that Laggards in Our Schools* by Leonard P. Ayres, and the Report of the Committee of the National Education Association on Uniform Records and Reports! may be helpful to institution workers in showing the significance of school records. Efficiency and conduct records have come to be an impor- tant factor in discipline in many institutions, and if skilfully used are extremely helpful in developing character, industry, and efficiency in the children. The superintendent of St. Mary's Female Orphan Asylum, a large Catholic orphanage in Baltimore, told how such records, in connection with a system of rewards and punishments, had lessened the disciplinary problems in the institution. She said that it took a large part of the time of one Sister to keep these records, but that the children were so stimulated by having before them the record of their merits and demerits that the need of punishment had been practically eliminated. A story of how a school and conduct record covering a * Ayres, Leonard P.: Laggards in Our Schools. New York, Charities Publication Committee, 1909. t United States Bureau of Education, Bulletin No. 3 (whole number 471). 1912. Report of the Committee of the National Education Association on Uni- form Records and Reports. 64 PERSONAL NEEDS OF CHILD number of years saved a boy from a term in a reformatory is told by the superintendent of another orphan asylum. The boy had been in the institution for four years. At the end of that time he was discharged because his family was in serious financial straits and needed his help. Word was received one day by the superintendent of the orphanage that the boy had been arrested for felonious assault. An investigation showed that he had been set upon while at work in a moving-picture exchange by a gang of young boys, and while justifiably defending himself had " knocked out" one of the gang and been arrested. The superin- tendent took the records of the boy while in the orphanage and after discharge and the record of the family history, and went over them with the judge of the juvenile court and the prose- cuting attorney. On the strength of these records the case was dismissed. In the New York Orphanage at Hastings-on-Hudson, the following points are covered in a child's school, conduct, and efficiency record: Cottage mark, which includes his weekly record as to deportment, home work, manners, etc.; school mark, which records his standing as a pupil; efficiency mark, which includes his record as a worker or indus- trial factor on the place; and social service mark, which indicates the share he assumes in helpfulness to others.* The efficiency mark and the social service mark are given only at the end of each month. If a child has kept to a high standard of efficiency in his work during the entire month, he gets a mark "A." If, for example, the baker boy makes such good bread that the children prefer his to anyone's else, he gets an efficiency "A." If the janitor takes special pride in keeping the school rooms orderly and well dusted, and does not have to be taken to task about his work, he is marked "A," and so forth. Social service is purely voluntary. An older child may take special interest in the younger children, or in caring for the flowers, or doing something else which adds to the comfort and ♦Orphan Asylum Society in the City of New York. Annual Report, 191 1-12, p. 12. 65 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS happiness of the home or the community. For this a social service mark is given. Dr. Rudolph R. Reeder, the superintendent of this institu- tion, has invented a method of displaying these records by a system of mosaics on the wall. The children take great interest in it. The records form the basis for granting privileges. Form 1 6, formerly used by Thorn Hill School, Warrendale, Pennsylvania, suggests a simple method of displaying a school and conduct record for a full year on a single page. Form 17 of the Hebrew Sheltering Guardian Orphan Asylum is used by the cottage mothers for making weekly reports to the superin- tendent. At the end of each day the cottage mother and the cottage president* together decide on a mark to be given each child. This mark is based upon the conduct of the child and upon the rating which his individual work receives in the report rendered by the cottage efficiency inspector. The marks are transferred from these sheets to the individual record cards of the children by the record clerk. Miscellaneous Records The following additional records are mentioned here be- cause they have a close connection with education and develop- ment. Records of the reading done by children are kept by some institutions as a guide in cultivating a taste for good books. The Hebrew Sheltering and Protective Association of Baltimore, for example, and the New York Orphanage do this. In some institutions where boys and girls earn money they are required to keep accounts. A report of the New York Orphanage states: Nearly all of the wage-earning boys and girls have savings bank accounts. A list of articles of clothing stands over against the children's wage scale, and increases proportionately with it: that is, the higher the child's monthly wage, the greater the number of articles of clothing * Each cottage has a president, who is one of the children elected by the children in the cottage. 66 PERSONAL NEEDS OF CHILD Form 8-1 M' 5-25 ALLEGHENY COUNTY INDUSTRIAL AND TRAINING SCHOOL FOR BOYS. (5^) SCHOOL RECORD. Name z2£^fc-ut. General Secretary. William H. Slocum, Treasurer oeflCE HQuRS g ^ TQ g p ^ TELEPHONE. OXFORD 2967 Saaton. fHaaaariiuarlfB. Mar oh ..9 % 191 3 M r,s. Jo hn„. Parker.., IJatiQk.,....Ma.ss., Dear Madam : Your application is at hand. As it is highly important that we should bring together a boy or girl and family adapted to each other, it is not possible for us to give you a definite reply until we know further particulars in relation to your home. Will you, therefore, kindly answer the following questions. Please give full name, nationality, and age of yourself and of each member of your family. fid asi~[ Ptx^hi^^. 3 2_ Is each in good health? H^ 3 If not, state the nature of the disability. What is the occupation of each ? Form No. i8a. Application for Child (Four page folder. Size of single page Do you ever have boarders or lodgers in your home? 7i** Do you keep hired help, and if so do they lodge in the house? /L6 What is your church? ^U^ci^rd^W Are you members? //°^ Do you attend regularly? /^° How many rooms have you in your house? (o How much land, how much livestock have you? &~{~ 5® X fOO Do you own your home? /T^ How far are you from church? U4rtruJ~~' a ^ /t*<»JU— How far are you from school ? Gsfnn^ U***j- How far from the postoffice and how often do you get your mail? What is your railroad station and its distance? /f oXa^/^ What conveyance is there for one going without notice ? s>*4 In general, we pay board at $2.50 per week and furnish clothing for children until they leave the grammar school. Payments are made monthly. As children reach the age of usefulness it is expected that they will be cared for without charge, or paid wages, according to capa- bility. We seldom place more than two children in one family, unless they are brothers and sisters. Upon what terms would you prefer to take this child I X A ~T Have you taken any children before ? fO> If so, from whom, and how long did they remain with you? Have you an application with any other agency? /l>+* Please state your preference as to sex, age, nationality, character, and 1 . capability, also what kind of a child you could possibly take. C^*!^-*<- a/U^TJ-t- /u4L>*M~*<€v~ **>*— cLl^uJL ■ Would you take a delicate child? /^-tt-cX^- Would you take a mother and child? /Lc What work, if any, would be required? Form No. i8c. (Third page) 75 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS Would you provide for regular attendance at church? How many weeks of schooling does your town offer and would you allow? What are the social and educational advantages How long could your charge probably remain with you if sat isfactor y ? Would he or she room alone? Would he or she be treated as a member of the family? How long have you lived in town? <5 aAJ^o^^q If only a short time, where was your former residence? Please give the names of a few citizens as references. If we may hear from you in reply we shall be glad to consider your application and notify you when we have such a boy or girl as you desire. Yours truly, Parker B. Field, Gen. Sec. per /C Form No. i8d. (Fourth page) 76 PLACING-OUT AND SUPERVISION RECORDS FOR THE INVESTIGATION OF FOSTER HOMES Several different record forms are used in the investigation of a foster home. First, there is an application blank to be filled out by the person who wishes to take a child. From the answers to the questions on this form, it is possible for an agency to weed out at once certain types of homes which are thought to be undesira- ble. Questions relating to occupation, hired help, boarders, and invalids, for example, are calculated to exclude families wishing to take children as servants only, or homes in which it would be dangerous from the point of view of health or morals to place unprotected children. Forms 18, 19, and 20 are typical of blanks used for this purpose by societies which place out children. If the application itself reveals no conditions which would throw a home at once into the rejected group, form letters should be sent to persons given as reference by the applicant, as well as to independent sources of information, known to the agency, for the purpose of learning essential facts about the family from those acquainted with them. Form 21 (page 83), used by the Cleveland Humane Society, is typical of the blanks used for this purpose. If the replies to these letters are on the whole favorable, a visitor from the agency should then make a personal investigation of the home and neighborhood before coming to a final decision in regard to placing a child there. No child should be placed in a home which has not first been visited by a trained worker.* The fact that an applicant stands high in the community, and that there is no question as to his motives in taking a child, does not relieve an institution or society from the responsibility of seeing the home. How the best intentioned people may subject children to serious dangers through sheer ignorance of the ways of the world, and how a preliminary visit to the home may remove risks, is illustrated by an instance which recently came to the writer's notice. (Text continues on page 84.) * Hart, Hastings H.: Preventive Treatment of Neglected Children, p. 228. New York, Charities Publication Committee, 1910. 77 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS CPD * APPLICATION FOR GIRL Plewe fill out and return, to Edith N. Burleigh, 274 BoyUton St, Boston, Mm. Your first name JaA^U) Pate. d^iU 10, /1 IX* Your husband's full name &as~t*' ^ S^d^L Address Tia^u^ZC^ M^<^. Shortest way to get to your house? X-«™ ( Your telephone number? or nearest telephone? M***j iQ&**- Do you have a whole house? £/w. or appartment?j upper? 1 \ lower? For whom does your husband work? l (daughters? 1% Who else lives in your house? rh» **■*- Have you any lodgers or boarders? I men? /to. \ women? Would you take a colored girl? f^° What is your doctor's name and address? '"V- — Have you a hired man? yx*/ What church do you attend? 0**J£aW~c Could the girl go to church with an adult of your family? y-fc-a-" What are the largest wages you would pay for a capable girl? f <2> ^ Do you wish her to wash and iron? 2* £t£f> UrCC^L oML £~~**-^~A Do you wish her to cook? Will she have the care of the children? A* Would you take a mother and baby? %-?i^L Have you ever had a girl from any other society? i^° What society? fit-/ JL A-*^*^- *£' t What led you to apply to us? &**- *j ^ ouu^Uri* «rfU X~6 «- p+- /— / How lpng wilLvoowait ioragirl >* we nave not a suitable one for you now? " ' It is essential that a girl fitted as nearly as possible for the particular place and adaptable to the particular conditions be selected. If you procure a girl from elsewhere please notify us. You are expected to pay the girl's carfare to your home and the transportation of her trunk. Form No. 19. Application for Girl Girls Parole Department, Massachusetts Training Schools (Size %Y* x 1 1 inches) 78 PLACING-OUT AND SUPERVISION C. 4 P. TELEPHONE, No. 6980 ST. PAUL WM BULLOCK CLARK, President GEORGE L. JONES, General Secretary ANNIE K SPALDING ' ALDA L. ARMSTRONG Director of Home f Indlnft Department Assistant Secretary THE HENRY WATSON Children's Aid Society AND MARYLAND CHILDREN'S AID SOCIETY CHARITIES BUILDINQ 15 bast Pleasant Street Office open from 9 A.M. to 5 P.M Baltimore. Md Sept.. 1.4., 19.13. Mr s . David J.,.. Armstrong.,. Fr eder i clj , Md . „.. J)eax....M&dam: Your application for a child has been received Before we can give a definite reply, we must ask you to tell us frankly what kind of a home yours is, and also, what sort of a child you need. Will you not, therefore, answer as fully as possible the following questions, read care- fully the attached "Conditions of Placement", and give the names of five references, none of whom should be relatives? 1 Do you want Boy or Girl, or both? ^.vJL 2 What should be the age from /Q Jfi/9, to... Indlcate^non tha or years. Give widest rans;lMJAJr>**a .. J &0 ^«^Jt^^r-fch*>~. *J3 Post Office yyblsckAMsol? State VVUd. • County Street No. or R. F. D. ., .^ .£-. %.... hJLketaJkgSSe^ .^«^£fe~s~^^ 21 What is your object in taking a child? $£?. ihrr^^.9......<^t^...^^.. &rrr. ...^o~^*r***r*n-u ^*7.....<*t*-y..-..:.,. !».. Jones _ GENERAL SECRETARY per K. Form No. 20c. (Third page) RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS Conditions of Placement The undersigned make application to the Henry Watson and Maryland Children's Aid Society for a child to be placed in our family upon the following conditions: 1 The child is to be taken on sixty (60) days' trial. 2 That we will give the child a fair opportunity to adjust itself to the home before return- ing it to the Society. 3 The guardianship and legal control of the child is to remain in the Society, unless we shall adopt it legally, with the consent of the Society. 4 During the whole time the child is in our care we will furnish it comfortable and sufficient clothing, care and medical attendance; will send it regularly to day school, Sunday school, and religious services, will provide faithfully for its well being, physical, mental and moral; and will treat it in all respects as if it was our own. 5 We will send the child to day school not less than 110 days in each year until the age of sixteen has been reached. 6 We will pay wages to child at 15 or 16 years of age when not in school unless the Sociejty prefers some other arrangement. 7 We will allow the child no communication with friends or relatives without the consent of the Society. 8 We will notify the Society of any sickness of the child. We will give the Agent of the Society free access to our home and the child placed in our care. 9 We will give thirty days notice when child is to be returned. 10 We will in no case surrender the custody of the child to a third party without the written consent of the Society. 11 We will notify the Society promptly of any change of address within the State. 12 We will not move out of the State without first securing the written consent of the Society to take the child with us. 13 If we wish to return the child, during or after 60 days, we will return the child comfortably clad, free from injury, contagious or infectious diseases, and in as good general health and condi- tion as when received. 14 It is understood that each case will be determined on its merits, taking into consideration the child, foster-parents, the environment and other influences, and if the welfare of the child, in the opinion of the Society, demands its removal at any time previous to adoption the right of the Society to remove the child is granted. >CSL^ If you have telephone note 8igned;../WW*^*j > . ^.jr...J*r*£££2tT5*7C*| Husband Central and number here (/ Signed &.hJ-<4 pU>, How long have you known the family? MW* :..f. J&Ukx. ... Are you related to them by marriage or otherwise?.. fltf Please state any further particulars that mayjhrow light on their character and standing. ■NKfe i*~— o*^j...A^L dk^k^^L,, unZ& j-4*^vZ- / rU<-^^.. A .-£^^-^^y A .M^^^T. Ofx-r^rr. .^*~-*i<~i^&h^.. J&v *v £^...M*r~~r* £T -U- <*Z~~ *L t*~ ^»v cA^UL..' _ Signed fh~lJLJJL OOU^Jt— Date m.&*r..aM^^C.. J&L Form No. 21. Recommendation Blank (Size 8}4 x 1 1 inches) 83 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS A young colored girl had been placed as a nurse maid with an emi- nently respectable family. The preliminary investigation had been omitted because of the unquestioned character and standing of the man and his wife, who were prosperous, conscientious and sympathetic college- bred people. When the visitor called at the home some months later, she found that the girl had been given a room in a part of the house entirely separated from that occupied by the family, and that the only other person who slept in this wing was a young white man who worked on the place. The possible danger of such an arrangement had not occurred to the family, who immediately remedied the situation when it was pointed out to them. Most of the regular child-placing societies have a printed form upon which the visitors report the results of their investi- gations of foster homes. Form 22 is used by the Florida Chil- dren's Home Society. It is similar in most respects to those in general use among child-placing societies. Form 23 is used by the St. Louis Board of Children's Guardians. It is especially adapted for reporting upon city homes. The points under the section "Child in Home" on the St. Louis blank are especially worth noting; also the points under "Home Neighborhood." The writer has seen no other blank of this kind which provides for a report of recreational and educational opportunities outside of school. Many organizations, as a matter of courtesy, write to appli- cants whose homes have been investigated, telling them whether or not a child is available for them. Form letters are often used for this purpose. Forms 24 and 25 show the letters sent out by the Boston Children's Mission; 24 is sent to families whose homes have been approved, 25 to families not approved. RECORDS FOR THE SUPERVISION OF PLACED-OUT CHILDREN After a child has been placed in a family, he should be visited faithfully and reports of these visits should be carefully recorded. The frequency of the visits should be determined by the age of the child and the conditions under which he is placed.* * Hart, Hastings H.: Preventive Treatment of Neglected Children, p. 240. New York, Charities Publication Committee, 1910. Children's Home Society of Florida Report on Home personally investigated QsX^.S- 1913. Home of-.„¥ffl J .P«.8al4wiA - Residence ...Bronnon Phone.. -t~_. THE FAMILY 1. How does it stand as to honesty, morality and trustworthiness? Excellent 2. How does it grade in education? G«flA In intelligence?.. GooA 3. Are they kind hearted and sympathetic? .Very. 4. Do they seem generous and liberal in spirit? Yes 5. Does any member of the family use intoxicants?.. .&Q 6. Did you learn of any bad personal faults or habits? No. .7. Are they frugal and industrious?. .. A_.thrii_ty_ faraily. .0_£_(tejn»arLAe8Cfi.rit 8. What is their income. __.Abou.t.$10.0_.mo Its source?..Mr».3^.is.a_JttachJjai8l._ 9. Habits of church going. . .regular:. Are they active in church work?.._Mra. .B— is 10. Did you interview husband?... Yea. Temperament... Quiet,, pleasant. 11. Did you interview wife? Yftfl. Temperament. ..Cha.exful r .active.. 12. Husband's purpose in taking child?(To. dQ_s.ojnething.f.ar-Ohild.and_to_.hava.-Confc--- 13. Wife's purpose in taking child?.__.(panicns}iip J 14. Are there children in the Home? How many? Ages?.. 23 THEHOME jJi 8 tory frame house, lawn, 1. Describe their property.. garden and_f.ruit._io_ rear Appproximate value. .$3-»5QQ- 2. Is the home cleanly? Yen Neat?. .Yes Convenient?... Yes. .. 3. Have they books? Standard Papers?. .Daily.- Musical instruments? .Piano.—- Pictures. Yet>- 4. What of the furnishings? Comfortable: -. Cultured?... Yea ... 5. What of the neighborhood?.. food, residence -neighborhood. 6. Will they give a child reasonable school, church and social privileges?. --Excellent 7. Describe children in Home.. rr." Lodging place?. .Child. would . , , have pleasant room alone. 8. If a Society ward is now in the home, give name.—-": 9. Date of placement.... :.--.-. 10. General Remarks. .JJoiaa.seejna.almQBt- ideal. ..Mrs. .B-.l-is.ajSoman.-of. ref inameat-,--- tactlul. ftnd.yjary.hojapltah.le^,.. .Plenty. of. .good. .books .and maga a inea„ . - Would take . either. bo.y.or.^irl r .S.?'-12.yra.. old. .. Might. -take. a brother- -and. sister, - 11. What is your recommendation?.. ..Think-that .they -wojuld-have.patience .and _ability~to .handle, a .difficult". .child .provided. .child-ware -oi- -good- -mentality-.- Signed... M^.y^Pord. ♦Daughter at present away teaching. Form No. 22. Visitor's Report on Foster Home Children's Home Society of Florida, Jacksonville (Size 8}4 x 1 1 inches) 85 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS It often happens that organizations assume that discharged children are well and happy if they "never complain," or that they are getting along successfully if they come back to visit the institution, or are not returned by their foster parents. As one institution superintendent said: "Girls who are doing all right come back to visit the Home; if they don't come back it generally means that they are not doing what they should." The fallacy of such an assumption is seen in the story of a child who was placed out by an institution at the age of fourteen. She frequently came back to visit and seemed to be happy and doing so well that no one ever thought of going to see her until a placing-out agent was added to the institution staff. The agent looked the girl up and found that she had been living an immoral life, had had an illegitimate child, and had subsequently married a man three times her own age. When the case was reported to the institution, the superintendent remarked, "Isn't that strange, she always seemed to be doing well!" Form 26 is used by the Children's Aid Society of Pennsyl- vania for recording visits to placed-out children. It does not differ essentially from the forms used by many other child-plac- ing societies. In addition to the points listed, this form provides liberal space on both sides on which visitors are expected to record the social activities of the child, his recreation, associates, and other matters concerning him, his home and environment. Between visits, agents should keep in communication with the children and the foster parents. Blanks should not be used for this purpose. Informal correspondence is the more human and the better way. Correspondence should never take the place of systematic visitation, but it has a definite value in making both the children and the foster parents feel the friend- liness and interest of the visitor.* Often persons who are the most efficient executives are the most careless recorders, and it should be impressed upon them that when they have obtained important information, often at (Text continues on page 95.) * Some boards of trustees send letters to their wards at holiday seasons, along with little tokens, post cards, and so forth. 86 BOARD OF CHILDREN'S GUARDIANS CITY OF ST. LOUIS VISITOR'S REPORT. HOMES FOR CHILDREN. application or S.chro.&de.r r ..Ma.rgare.t.. _l$t NAMES AGS LIVING AT HOME OCCUPATION AND WAGES SCHOOL AND GRADE NATIONALITY RELIGION Wm WIFB Margaret «i2 Tab .Yes ....H.o.ue.e.w.if.e...._ -..Stenographer...-. .$6q...bku.. Gorman. AOU * Viola child (M.re.,...Pi.e.rc..ej 2<> It cHiLD nd 7Phn.. Pierce .....2.. Tea „ ..28...p.Q.(narried ....Locksmith Abu 11 1 CHILD j HUSBAND EMPLOYED AT .. MEMBERS OP HOUSEHOLD! ....0ne...i?pn;an.Jpdger > ..OTa7..durin.g... REASON FOR WISHING CHILDREN Sft.-..SHEP.l«SSatJSP«5«U mmily will take .Qn.ft...chiIcl.,....fee.tw.ft9ii..l..a.ad...3...7.Qar8.. _ - - FOR . ..$10... ..$13- DOLLARS.. DOLLARS... 21S0 Park - at Logan's Drug Store .phone 3.. blocks.. away.. address l33.AU.en._.S.tr.o.ot LOCATED ON STREET OF ._..PaVing,..S)tOne. .....MATERIAL, MAIN SEWERS LAID AND DWELLING CONNECTED. „X??_. CONSTRUCTION OF DWELLING fLj&.&f)Xy..-£jCWQkTT ACHED OR SEPARATED . FLAT, DWELLING. APARTMENT _ 45TIMATED SIZE OF FRONT YARD._..3Q.-X-3£ OF BACK YARD-3Q— *-.5.0- NUMBER OF ROOMS .(?..- NUMBER OF BED ROOMS? 3. -..IS PLUMBING INSTALLED AND IN FAIR CONDITION? ?•• „ _ HAS DWELLING A BATH ROOM TflS _ INSIDE TOILETS OR OUTSIDE VAULTS? ....?.5.?i.*..? HOME NEIGHBORHOOD! i. ARE THERE ANY INFLUENCES CLOSE TO HOME WHICH MAKE IT UNDESIRABLE? MO .Barman, WHAT IS NATIONALITY O F NEIGHBORHOOD? IS IT A HOME. ROOMING HOUSE OR BUSINESS DISTRICT? ....H9S9..*i.1fh..&„.!..•« «*- TIDINESS AND ORDER OP HOME. Cl«an.,..j;.9M.Qrtahl«>..ftBl..hP.mfilika..jaIddlfl...claa8...hQina.. _ _.. HOME, CHILD IN HOME. WILL CHILD HAVE ITS OWN ROOM? _..-.H.9. OWN BED? T.0» IP NOT. WITH WHOM WILL CHILD SLEEP! - ARE THERE OTHER OCCUPANTS OP SAME ROOM? * WHAT DUTIES WILL CHILD HAVE ABOUT THE HOUSE? _ - WHAT RECREATION AND WHERE ...Children tan.. jiay.._ WHAT PETS OR DOMESTIC ANIMALS? «&$._ - remarks: .*...IP....8.aaa..ro,o^,.,fflt^ and h er _.._ aether....... __ _ VISITOR'S RECOMMENDATIONS. Think thftt a child weald he Intelligentl y .cared for and well trained. Jay...lU > ..19Xlf _ _ _ SI gnaturb l,.„K,...Mrris.. i— Mawmnrnw .Bm^ Ssaer aaya .both Bother and .daughter are . highly reputable members of hie Church. OTHER PARTIES _ : - - , _ gr, g t B r Croae, family physician, etated that lira. 8. le a wo«»m wftfo T*** «"—■"" .6enee....ftnd..gQ.Qd....Judg»flnt.,^^^ _ _ AGENT'S RECOMMENDATION. _..._ lbA.t....th±e...hQmft_^ BOARD'S ACTION. Form No. 23 b. (Second page) 88 PLACING-OUT AND SUPERVISION 49. Jatcrporatrb 1BB4. 5tye (EljUtett'H Mission In (SHytlfcrot, Henry M. Williams, President. Parker B. Field, Rev. Christopher R. Eliot, Clerk. 279 ©ITOUmt fSl. General Secretary.. William H. Slocum, Treasurer. ofF1CE H0(JRS 9 A M . TO 5 PM . TELEPHONE, OXFORD 2967 Soston. fSasaarfwHrns. Jaa-....23. t ....1913 IDrs.. J... B*. Foster, Newton, Mass. The Children's Mission has acted favorably upon your request to receive into your family one or more children and your application has been placed upon file. As each child comes to us we place it directly with the waiting family which best fits its needs and we trust we may soon be able to send a child to you. If anything occurs which prevents you from taking a child kindly let us hear from you. Sincerely, C%aSI&L General Secretary, Form No. 24. Form Letter to Applicant Whose Home Has Been Approved (Size 6 x 9^ inches) 89 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS 2iutttstr2> 1849. Jiuorpormlrb 1884. Stye tittpftrttt** MiBBion to GUjtl&rot, Henry M. Williams, President. Parker B. Field, Rev. Christopher R. Eliot, Clerk. 279 UJrPtttOn! &L General Secretary William H. Slocum, Treasurer. office hours 9 a.m. to 8 P.M. TELEPHONE, OXFORD 2967 Buaimt, fHasaarhuHrtte. .March....8. r 1914 .Ms......lAura..Folks a ....ua.jrl).l$k6iad.^...Aas8. Dear Madam: Your application has been carefully considered and we .regret to report that we oannot comply with your request as we do not consider your home adapted to our needs. Sincerely, C%u„/l£& General Seoretary Form No. 25. Form Letter to Applicant Whose Home Has Been Rejected (Size 6 x 9K inches) 90 N __fX^_ CHILDREN'S AID SOCIETY — .j^A^ OF PENNSYLVANIA REPORT OF VISIT TO A CHILD NaaMoTChiid Color Age Religion Rogers, John W_, 12 Cath. With whom placed P.O. R. F D. No. County. State = ;Jr 3. J,H . W ell a „ „ , ,. tes t C h ea ter AA . ,, — = — Ji—. Chester Pa. Name of nearest andmost convenient R. R. station . TJis. and dir. of home from this station West Chester. P.R.R. 3-1/2 miles west Conditiona ii i, ill Clothing Has had no illness. A ppears to he well and vig orous ig Manner: Suitable and clean. , goM 1A .-loan. ->!««« Jr. o^inta rs-wtrr. > ^ It Does child sleep alone in separate room ? If not, where artd > In separate bed, in room with Mr. Wells 1 grown son. i the child happy? Was child seen alone? Appears to fra . Ye 8 What worft does child do ? Light chores -on- 1 antu Any bad habits ? I Hone-mentioned > cleanliness, order and comfort? Fair- of house, barn, yard, etc. Btiildfe^ gft in go od rep air^ — fomi&da cle a n ^ What newspapers Are relations oet ween cm Id and foster paVentsaffcciionate a n cT Co i indent iaf? JTflfl- Has the child been visited by parents, rela Is the home adapted to the child ? Yes Are foster parents pleased with child ? Iea_ Is child boarding, free or receiving wages ? Does family wish to legally adopt < Fret, Ho_ Any new impressions as to family? What suggestions, if any, were made to the foster parents ? Have you any recommendati- Had an interesting talk with John. He had gone to the circus the day before ! and had a great deal to tell about the things he had seen. Showed me a young pig | wMnh ha 1b raising to sell. He earned money selling frogs and bought the pig when i it was very small from Mr , Wells. Mr, and Mrs, Wells say they are pleased with John j and want him to have all the pleasure possible. Next week the high school boys are to have an athletic meet at the fair grounds and John expects to attend. He helps (OVER) Form No. 26a. Report of Visit to Placed-out Child (Face) Children's Aid Society of Pennsylvania, Philadelphia (Size 8 x io,J4 inches) 91 :ion_l Remark... RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS care for tha horsoa and chickens and does work in the garden. Ha. says that h a l ike s his ho me an d h a a pp ea r s t o h a v e fr a nk a n d fr ie n dl y r e l a tion s with the members of the family, He has for playmates the two sons, aged 12 and Ik, of a neighbor on an ad joining farm. House about a quarter of a mile away, ATTENDANCE RECORD (Inclaaiv. from date lui vi.itl SCHOO. MMm , Year Church *„„,„ February March April May Ha« attended regularly ,__. 191U Attends c.hiirrh *wary Sunday July Au__, September October November December Rev. S. C. Lo gan Name of School Teacher Mias L. M. Jackson I'tnmnui.Uiun . Cathol ic R.F.D. #2. W, o. Jlaat Ch.eatar_._Pa,., P. O. Address ' Wa-it Cheater Pa. _iI____._Sloan Form No. 26B. (Reverse) 92 PLACING-OUT AND SUPERVISION HENRY WATSON CHILDREN'S AID SOCIETY SCHOOL REPORT For Month Ending— 6U^ ', &> 191 H- acher. CONDUCT ATTENDANCE Hatful Sm< Fair Poor M Ml PlKMl Abitnt Truant Tarty / Monday A. M. P. M., S Tuesday A. M P M . ...J. ^ Wednesday A. M.. P. M.. S Thursday A. M.. P M.. / Friday A. M.. P. M.. Monday A. M. P M Tuesday A. M . P. M.. ../.... .../.... / Wednesday A. M.. P. M.. S Thursdny A. M . P. M . s Friday A. M. P M.. • Monday A M.. P. M . ..../.. s Tuesday A. M P. M.. v' Wednesday A. M.. P. M.. s Thursday P. M.. / Friday A. M.. P M . ur ward upon the enclosed blank? A self- addressed, stamped envelope is- furnished herewith. Additional blanks and envelopes will be supplied for this purpose monthly. We shall be glad to receive suggestions from you at any time about any matter concerning the welfare of our children. If this child does not attend your school, kindly notify us. Thanking you in advance for your co-operation in our work, I am, Very truly yours, ^....^.....-^l4^^^^ General Secretary. Form No. 29. Form Letter to Teacher of Placed-out Child (Size 6 x 9>£ inches) 96 PLACING-OUT AND SUPERVISION CHILDREN'S AID SOCIETY OF PENNSYLVANIA, 4-I9-4-21 South Fifteenth Street Philadelphia,...- MUfibJLi 19 14 Reverend and Dear Sir: Clarenoe Durgiji _ a ward of the Children's Aid Society of Pennsylvania, is now living with Mr. . John Conrad _ _._ We wish to know if this child receives proper religious instruction and training both at home and at Church, and eamesdy request your kindly co-operation. May I ask you to send us a..Q.n.ar.1?e rJLj, report of-M? _... attendance at Sunday School and Church ? Enclosed find stamped envelope for reply, which we hope to receive at your earliest convenience. We shall be glad always to hear from you concerning the welfare and happiness of our charges, and for this purpose will send you a blank form quarterly. Yours very truly. . £-.'.J!&^*r3Z^^ General Secretary. Form No. 30. Form Letter to Pastor of Placed-out Child (Size 6 x o>2 inches) 97 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS are preferred by many persons. In almost all towns mimeograph- ing is done. Public stenographers often do it or can supply information about others who do it. Where children are placed out in families, the foster parents 279 Srrmout fttrrrt. Soston. fflaoo Foster-mothers should see that this form is properly filled out and promptly sent to the Mission whenever any medical or dental service is rendered. Medical and Dental Report DateJj-a^..^,./?'? Name of child CLuu4A*v-uZ?r Medical Service. Nature of ailment ^* t -^*-^» Name of Dr. S. oC ■ ,cCo-i.jl* No. of visits to doctor's ' office, with dates included No. of calls by the doctor with dates included cr*~l Dental Service. Name of Dentist No. of visits, with dates . Form No. 31. Medical and Dental Report of Service to Placed-out Child (Size 3X x 6 inches) should be instructed to notify the agency immediately in case of illness. Form 31 is a good one for securing an authentic state- ment from the attending physician and of dental work. Organizations which furnish clothing for placed-out chil- dren usually keep a record of it. Forms 32 and 33 show two methods of keeping these records. PLACING-OUT AND SUPERVISION HEBREW ORPHAN ASYLUM — CLOTHING RECORD Name fltt-trfd. &r£jz^ Boarded with ^.J^JJA- 2 r < c CO \ C I 6 6 £ I 6 3 OS CO J (A) S 1 en } I T, h> 1 h 1 o s % '-a 5 Remarks 3 4-14 /?/:• JAN. / / A / / ? FEB. / _L * / / / MAR. f / APR. t / / MAY JUNE JULY AUG. SEPT / _L ? ,2 ( / JL OCT / / ( NOV. jL f / / A DEC 4 / ? /R. / / 2 / MAY- / JUNE 3 / / 2 / JULY AUG. 2 JL / 1 / / SEPT. / / L / / OCT. / / / NOV. DEC. / / 2 l_ JAN. FEB. MAR. APR. MAY JUNE JULY AUG SEPT. OCT. NOV. DEC. 1 1 1 Form No. 32. Clothing Record Hebrew Orphan Asylum, New York City (Size 6 x 8X inches) Number for identifying shoes sent back to Asylum for repairs. 99 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS Date dk/- 0« /*/j* CLOTHING REQUISITION Child's Name *><^uv^v-k*>t^*«i: /»«/ 0#rr Cei/n// .'/...Or... Stale OUTFIT—BOY OUTFIT-GIRL ARTICLES QUANTITY PRICE TOTAL ARTICLES QUANTITY PRICE TOTAL Overcoats Wrap / S.5V Coats Dresses Trousers Shirt Waists a. .16- 1.51 Full Suit Aprons Jumpers Skirts Sweaters Corset Waists Overalls Drawers Suspenders Undervests x . IS" . 3o Shirts Night Gowns Undershirts Stockings Underdrawers Rubbers Nightshirts Shoes / X'fV Stockings Hats Shoes Gloves Hats and Caps Ribbons Neckties Collars Collars Handkerchiefs Gloves Elastics Handkerchiefs Toolh Brush Tooth Brush Hair Brush Hair Brush Comb Comb <7-3o Order Filled by aC- Tjtls. (d Caretaker Notified by /ft- A rfX^cA,. Date. Date.. Form No. 33. Clothing Requisition Children's Aid Society of Pennsylvania, Philadelphia (Size 7x10 inches) IOO PLACING-OUT AND SUPERVISION Organizations which place boys and girls in homes at wages should require employers to pay the wages regularly. Usually necessary clothing is purchased either by the child or the foster parent, and often the child is also allowed to retain a specified sum for spending money. The balance should be sent to the institution or society to be placed in bank for the child. Forms 34 and 35 are used by the Girls Parole Department of the Massachusetts Training Schools for monthly financial reports of girls or employers to the department. If the girl spends her own money, she renders to the society a detailed statement of her expenditures on Form 34. Her employer also makes a statement on page 1 of Form 35, showing the total wages due the girl and the amount paid to her in cash, and encloses with these statements a remittance for the balance, which the society deposits to the girl's credit. If the employer handles the girl's money, Form 34 is not used, but the employer fills in both pages of Form 35, itemizing the expenditures for the month on page 2. Forms 36 and 37 are used by the Girls' Department of the Glen Mills Schools, Darling, Pa., for keeping account of the wages paid to and expended for placed-out girls. Form 36 is the girl's receipt for money expended on her account by her employer, and on the reverse side is an itemized statement of the expenditures. Each month the employer sends to the insti- tution the girl's wages minus the amount expended for her as shown by this statement. The school then returns a receipt to the employer for the total wages, Form 37. This form shows the amount received in cash and otherwise. The sum opposite the line marked "Statement" corresponds to the amount shown by the girl's receipt, Form 36. The cash received by the school is deposited for the girl, to be paid over to her when she passes from its supervision. Many organizations require foster parents to sign a receipt for the person of the child at the time of placement. The State Charities Aid Association of New York has adopted a combina- tion agreement and receipt, Form 38, to be signed by the foster (Text continues on page 106.) 101 GIRLS PAROLE DEPARTMENT MASSACHUSETTS TRAINING SCHOOLS GIRL'S MONTHLY REPORT GIRL c^ VISITOR 777*&' S0 / z. 3 /J /7 £&-**s\sC^i> /a £-€Zsi^ ^4-tu^t. 0j- 2.U- S so £ £ V TOTAL AMOUNT EXPENDED $ //i . s-r SENT TO OFFICE FOR BANK / APPROVED VlSIIOt Form No. 34. Girl's Monthly Report (Size 6 x 9>2 inches) 102 PLACING-OUT AND SUPERVISION III ,2 bJ " B © Vfc !v •1 1 * % i i if ii 8 a 103 O x 5 w UJ .S3 SUEJGHTON FARM, DARLING P. O, DEL CO., PA. RECEIVED from the Superintendent of the Girls' Department of the Glen Mills Schools the of G^Z-^x. tz~~J. *-i~ Dollars being on account of the amount received for ,'ht^ iiL+jt^n^ Form No. 36A. Girl's Receipt for Money Expended for her by Employer (Face) (Size 8)4 x 3J4 inches) 9 fc IX- h 1 *> s 2P 1 1 z . Ill 1- n z in 5o IL * Form No. 36B. (Reverse) G^J- 2. . 19t4" Sliiguton Fa»m Darling P. 0. Dm. Co., Pa. ^ $ 6^..==. .„Slot*m*nt £j~0—Z av dljequi 77 Form No. 37. Institution's Receipt to Employer of Placed-out Girl (Size 8)4 x $H inches) 104 STATEMENT OF THE TERMS AND CONDITIONS UPON WHICH CHILDREN ARE PLACED IN FAMILIES BY THE STATE CHARITIES AID ASSOCIATION. The State Charities Aid Association places a destitute child in a family for the purpose of providing a permanent home for it. If after a year or more has passed the child is entirely satisfactory to the family and the Association is fully satisfied as to the character of the home, legal adoption is permitted. Legal adop- tion gives to the foster-parents and the child all the relations, rights and privileges that exist between parents and their own children. Until a child is legally adopted, or reaches the age of eighteen years if there is no legal adoption, the terms and conditions between the State Charities Aid Association and the family are as follows: The family is at liberty to return the child to the Association if the child is found to be unsatisfac- tory, or if for any reason the family decides that it ought not to keep the child. The Association places the child in a family for the purpose of providing it a home, and with the intention and full expectation of leaving the child in the home, but as unexpected and serious changes sometimes occur, it reserves the right to remove the child previous to legal adoption if at any time the circumstances of the home become such as in its judgment are injurious to the physical, mental or moral well-being of the child. Unless returned by the family or removed by the Association for the reasons above stated, the child is expected to remain until he reaches the age of eighteen years. The family receiving the child is required to treat the child at all times kindly and as a member of the family, to cause the child to attend church and Sunday-school with rea- sonable regularity, to attend a public or other school until she has reached the age .of 16 years and for at least such length of time each year as may be required by the compulsory educational laws of the State of New York-; to provide suitable and sufficient clothing for week days and for attendance at church and Sunday-school; and to provide suitable food and all other necessaries in health and in sickness. The Association is authorized to visit the child at any time by any authorized Agent. The family is required to notify promptly the Asso- ciation of any change of residence. If so requested, the family is not to permit the child to correspond with any persons except with the permission of the Association or through its office. Under no circumstances may the family give the child into the custody of another person without a written order from the Association authorizing them so to do. The Association is in no case liable for food, clothing, medicines, medical treat- ment, or for any expense whatsoever incurred by the family on behalf of the child. .of the Town of j ifa r ..x.*£^...<^^... i &Xi^ jfat*fo^*fe..XoMtyof..../£^^ State of..... 3J...H:\. having read carefully the above statement of the terms and conditions upon which the^tate Charities Aid Association places children in families, do hereby receive rthe child. . .C^-^k^T^r-. . MCfSf*!&*!**Q. born on the. . . . J^.fW day of /fl.Qjj. in the year //T. P.. into my family from the said Association, in accordance with all the terms and conditions above stated, to which I agree. .jk&i^.&twL Husband's N«mi Wife's Name Witness: ( ^AJS»^. (/ (PtaiM All to) * Form No. 38. Agreement with Foster Parents State Charities Aid Association, New York City (Size 8>£ x 1 1 inches) 105 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS parents in the presence of two witnesses at the time of receiving a child. By this agreement the society reserves the right to remove a child from a foster home at any time during minority, unless the child has been legally adopted. AGENT'S REPORTS OF PLACEMENTS AND VISITS A visitor who places out and supervises children should be provided with sheets on which to report all transactions. These reports should be turned in at least once a week to the office of the institution or society, and the items should be entered upon the cards of the children and foster parents. The reports should then be filed in a special binder* or in folders. The Kentucky Children's Home Society has very simple forms for this purpose which would doubtless be found adequate for institutions doing a limited amount of placing-out work and for many societies. Forms 39 and 40 correspond, with some slight modifications, to those used by that society. Keeping track of placements and replacements is more complicated where money payments are involved; as, for example, when an agency collects funds from parents with which to pay the board of children, or when it receives public charges and collects money for their support from public officials. In such cases memoranda of all placements and transfers must be promptly furnished to the bookkeeper as well as to the person who keeps the records of children and foster parents. In these cases, especially if the organization is large and its work is divided into several departments, it is often more convenient to use one or more separate slips for each child in reporting placements and removals. The information needed on these blanks will depend very largely upon the office organiza- tion of the society. Forms 41 and 42 are used by the Child- ren's Aid Society of Pennsylvania. These reports, sent in by the visitors, pass from the bookkeeper to the various record clerks, and after all necessary entries have been made on the different office records, they are filed in the children's folders. * Board covers with a device for holding papers in place. They come in various sizes and may be obtained from stationers or from firms which handle filing supplies. 106 PLACING-OUT AND SUPERVISION WEEK ENDING t£*y4 2 S~, /?/3 <%?. (P? s&^mU AGENT Date &6 2.0 Name of Child NEW CHILDREN RECEIVED Reoeived from 0? <^Z>i+sX^,(?^&c^cth. Address Or. Date CLU.zz I 2 S~ Name of Child CHILDREN RETURNED Received from Address Date Name of Child NEW CHILDREN PLACED Plaoed with Address Date Name of Child CHILDREN REPLACED Plaoed with Address Form No. 39. Agent's Report of Children Placed and Replaced Form, slightly modified, of Kentucky Children's Home Society, Louisville (Size 8K x 1 1 inches) 107 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS WEEK ENDING G&cJ.. 2 r,J-£ x8}4 inches) I I I CHAPTER V SOME RULES TO BE OBSERVED IN RECORD MAKING THE way in which the details of visits, interviews, or examinations are written up, and the care with which records are kept up to date, have everything to do with their permanent value. A visitor may make thorough investi- gations and children may be carefully supervised, but if the facts learned are not recorded definitely and accurately much of their worth is lost. To gain skill in recording observations and interviews requires study and practice, but there are a few simple, funda- mental rules which anyone can understand and use, and which, if followed, would do much to eliminate some of the worst prac- tices in record making. In discussing these rules, Figure I, page 1 13, an actual record of a juvenile court case, will be used to illustrate certain points. Rule 1. — The observations of an investigator and the statements of persons interviewed should be recorded as soon as possible after the visit or interview. This should be done to insure accuracy and to guard against forgetting important points. It is not safe to depend upon remembering circumstances and conversations correctly after a lapse of time. Rule 2. — Care should be taken to have the proper names in records correctly spelled. The reasons for this are apparent. Many instances could be cited where carelessness in this matter has caused unnec- essary hardship or inconvenience. On the record blank used by the Children's Bureau of the Department of Public Charities, New York City, a caution 1 12 RULES FOR RECORD MAKING INVESTIGATION & Residing at / S~ ty.TM^sdzjA- alias with ^^Z-t^-**-^ 191 Paroled until hearing t M Date of Month Father Mother Father Mother FAMILY Father's nam Father's occupation ■^H^^Aj^JK^^Z^^'I' Mother's name Mother's occupation Brothers and sisters Housing conditions (a£-c<-<&- Financial coudition (income, etc.) iQ-tx-~dL Parental Relationship Mentality Physical Condition e4r?-r?C-. NEIGHBORHOOD INFLUENCES Associates & ■&• «L SCHOOL Grade Attendance Conduct EMPLOYED BY Position If unemployed, why CHURCH, SUNDAY SCHOOL, CLUBS, ETC. Y*~- OFFENSE Plea Co Defendants -C2f , £ % sJVtusi^/U^. Complainant PREVIOUS COURT RECORD CHARITY RECORD HABITS- Uses tobacco Disobeys parents /Zo^ Spends evenings how &£■ yf^o-t^^e— Other habits SOURCES OF INFORMATION DISPOSITION OF CASE (.Additional remaris may be put on other side) Investigated by . Probation Officer £*...&....(&L£ZyL. Reported. .-.Jk***>..,..<2.J., ~191-<2. Figure I. Illustration Showing Some Common Faults in Record Making 113 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS to this effect is printed directly under the line on which the child's name is entered, thus: Surname Use care in spelling Rule 3. — All records should be carefully dated, and if a record is continuous, each new entry should be dated. Although the importance of dating records seems obvious, carelessness in this respect is so common that the point can hardly be over-emphasized. Many records are found in which dates are omitted altogether; in other cases the day and month may be given and the year omitted, or the month and year may be entered and the day of the month omitted. When exact dates are known, they should be given in full. If the day of the month can not be learned, the date may be written thus: Jan. , 191 3. In many records all of the information applies to a single date, which should appear in a prominent place. Form 26 (page 91) is an example. In a running comment, the left-hand margin of the page is usually reserved for dates, as is shown on the "Story Sheet" of Form 8 (page 37). In family history schedules, which provide for continuous records on certain points, care must be used in dating entries. An examination of Form 8 will show how subsequent items are treated. On the front page of this form, at the top, is a space for the " Date of 1st Investigation," which applies to all entries not otherwise dated. Where points are subject to change, such as "Addresses," "Employers," "Institution Record," a special space for the date is provided, and each entry should show the date for which the information holds. By this method, information previous and subsequent to the first investigation may be included. Under "Social State of Parents," special spaces are provided for dates of death and marriage, which ordinarily would not correspond to the date of the first investigation. Rule 4.— In recording an interview, always give the date, the full name and address of the person interviewed, his relationship or connection with the child or family, important details of the interview, and the name of the visitor. 114 RULES FOR RECORD MAKING To illustrate how careful observance of these points con- tributes to the value of a record, contrast the following reports of the same interview: Record No. i — Wrong way Jan. 15 — Saw Mr. Brown who said that Mrs. Smith is a good worker but has a bad reputation. Record No. 2 — Right way Jan. 15, 1912 — Interview with Mr. J. S. Brown, Manager of the Star Laundry, 47 West 10th Street, former employer of Mrs. Smith. Mr. Brown stated that Mrs. Smith is an excellent laundress, earns $35 a month, but that she is a heavy drinker and has had delirium tremens. They were obliged to let her go on this account. Said that he had heard she is living with a man to whom she is not married. (E. C. Boyd, Visitor) Why is Record No. 1 so much less convincing than Record No. 2? First," Record No. 1 does not tell in what year the interview took place. Second, it does not show what particular Mr. Brown is referred to, or where he lives. Third, it does not tell how Mr. Brown and Mrs. Smith have been associated. Fourth, it does not state what kind of work Mrs. Smith does or in what respect her reputation is bad. Finally, it does not tell who had the interview with Mr. Brown. The importance of giving full dates in records has already been emphasized. If the full name and address of the person interviewed are not given difficulties often arise. It may, for example, be nec- essary to consult him again, either to have the statement cor- roborated, or to secure additional information. If his initials and address are not known, it may be difficult and perhaps impossible to locate him. 115 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS Again, in order to be able to judge the value of a statement, something must be known of the standing of the person who makes it. One of the first things which a thoughtful worker asks in reading a record is, Who furnished the information? Is he reliable? Is he likely to be prejudiced? Has he had full oppor- tunity to know whereof he speaks? Is he qualified to give infor- mation on those particular points? The fact that Mr. Brown was a former employer gives more weight to his testimony about the ability of Mrs. Smith as a worker than if he had been the grocer with whom she traded. In his relationship of employer he might also be better qualified to speak of her habits than if he were a pastor who saw her only occasionally, and then, perhaps, at her best. It is essential, therefore, that the record of every interview should state the relationship or connection of the person interviewed — whether he was a physician, relative, neighbor, employer, and so on. In the first record the details of the interview with Mr. Brown are not given. What we really have is a summary of the visitor's impressions based upon what Mr. Brown told her. While we may agree, after reading the second record, that the visitor was justified in believing that Mrs. Smith had a bad reputation, yet one has no right to take liberties in reporting interviews. What the person actually said should be stated, never deductions based upon what was said. All interviews should bear the name of the visitor for the same reason that they should show who furnished the informa- tion. Employes often change, and an agency has no means of knowing who handled a case if the visitor's name is omitted. In some organizations where stenographers write records from the visitors' dictation, visitors are required to read their records before they are filed and to initial the entries in ink. This is done in order that any inaccuracies in transcribing may be detected and corrected. Rule 5. — The use of terms which express judgments, such as "good," "bad," "doing well," etc., and of indefinite terms such as "incorrigible," "immoral," "laborer," etc., should be avoided. 116 RULES FOR RECORD MAKING If definite details are not given, a person reading a record can not get a clear picture of conditions, and has no way of knowing whether a judgment is well founded, or of forming an independent opinion. Take Barney's record, page 113. What were the condi- tions in the boy's home which led the probation officer to characterize the housing conditions as "bad"? Was the home filthy and disorderly, or was the house clean but the plumbing so out of repair that the health of the family was in danger? Either condition is "bad," but in one case the fault would rest with the family, in the other with the landlord, and the procedure necessary to remedy it would be quite different in the two cases. Instead of saying that the housing conditions are "bad," the record should state in what respects they are bad. In the same way, what is meant by financial condition "bad"? Was the father earning a living wage and spending it for drink, or did he earn less than was necessary to support his family, either because he was inefficient or untrained, or be- cause work was slack? The treatment necessary in the first case would differ radically from that needed for an inefficient man or for an efficient man who could not obtain employment. Instead of saying financial condition "bad," a full statement of the actual income of the different members of the family should be given, together with a statement as to whether the employment is regular or not, and if not, whether the irregularity is due to slackness of work or to some other cause, such as sickness, bad habits, and so forth. It is very important that the opinion of the person who makes an investigation be given. The judgment of a keen inves- tigator is valuable and should not be ignored, but such opinions should always be labeled "impressions of the visitor," and should not go into a record as statements of fact. Special attention should be called to the proper method of recording occupations. Both the exact kind of work done and the industry should be stated. In Barney's record, what is meant by father's occupation, "handle grinder"? Does the man have a business of his own, or 117 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS - does he work as employe in a tool factory, a gun shop, or other establishment? The following suggestions in regard to reporting occupa- tions are quoted from Instructions to Enumerators published by the United States Census Bureau:* Avoid general or indefinite terms. — Give the occupation and in- dustry precisely. For example, return a worker in a coal mine as a miner — coal mine, laborer — coal mine, driver — coal mine, etc., as the case may be. The term "laborer" should be avoided. . . . Employees in factories or mills, for example, usually have some definite designation, as weaver, roller, puddler, etc. Where the term "laborer" is used, be careful to define accurately the industry. . . . The following examples . . . will illustrate the method of returning some of the common occupations and industries. . . . (Occupation) ( Industry) farm laborer working out farm laborer home farm laborer odd jobs laborer street work laborer railroad engineer locomotive engineer lumber mill fireman lumber mill fireman fire department carpenter house carpenter car factory carpenter ship yard cook hotel servant private family foreman cotton mill weaver cotton mill doffer cotton mill etc. etc. Rule 6. — If information has not been secured on any point, state why the facts are not given. * Instructions to Enumerators, pp. 35-36. United States Bureau of the Census, 1910. The list here given is incomplete and the order slightly changed. Il8 RULES FOR RECORD MAKING When a point is left without comment, a person reading the record has no way of knowing why it was not answered, — whether unsuccessful efforts were made to get the facts or whether no effort at all was made. To illustrate, the juvenile court record on page 113 shows that Barney was eight years old, but there is no mention of school in his record. This leaves the reader wondering whether he never went to school, whether the probation officer did not inquire about him at the school, or whether information was secured but not recorded. If he never attended school, this is a very important point for the judge to know. If he was en- rolled, his school record should be given. Rule 7. — Under points relating to relatives, references, membership in organizations, and so on, the full name and address of the person or organization should be given. This is important in order that these persons or organiza- tions may be utilized as sources of information. In Barney's record, under the section "Church, Sunday School, Clubs, etc.," we find simply the answer " Yes." This tells nothing. It is neither descriptive of his activities nor does it tell with what organizations he is connected in case anyone should wish to consult them. Rule 8. — Points requiring special or expert knowledge to determine should be answered in a way that will leave no doubt as to the source of the information. This is necessary in order that the value of the informa- tion may be appraised. On the record in question, for example, we find " Physical condition good." How was this ascertained? By medical examination, from the statement of a relative, or by the observa- tion of the probation officer? If the child was examined by a physician, his report should accompany the record and the reply on the blank should be "See physician's report attached." If he was not examined and the statement of the mother was taken, the reply should be "Said to be good by mother." If the visitor gives his own judg- ment, the reply should read, "Appears to be good." 119 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS Rule 9. — A detailed account of investigations should be written up in addition to answering the questions covered by the record form. The practice of the best child-caring agencies is to divide records of investigations into two parts, a "face card" and a "story sheet." The first provides for an outline of essential facts about a family, which it is desirable to have in convenient form for pur- poses of reference. For the most part, there is a tendency to limit the points on the face card to items which are not variable and which permit of definite answers. Points which are not always constant and which involve the expression of personal opinion, such as habits, reputation, home conditions, and so on, are entered on the story sheet. It is not thought advisable to include on the face card expressions of opinion or descriptions of conditions which may change from day to day, because it has been found that there is a tendency on the part of persons reviewing records to act upon the abbreviated information contained on the card, instead of reading the entire record to learn the full facts. Besides, it is not possible within the limits of a single card to record con- ditions that require detailed description. The story sheet is really the most important part of the record. It should give essential details of visits and interviews, impressions and suggestions of the visitor, and other important matters noted both at the time of the initial investigation and subsequently. Too many workers feel that they have discharged their full duty, so far as records are concerned, if they "fill out" a blank. For this reason some agencies have gone so far as to abandon the face card entirely and to write up each history according to a regular outline. The face card, however, is a great convenience; in fact, it is almost indispensable for refer- ence purposes; and if its limitations are kept in mind, it is a help rather than a hindrance. Rule 10. — Records of all children in care should be 1 20 RULES FOR RECORD MAKING reviewed periodically and a summary of important developments in each case should be made. For the sake of clearness, as a matter of economy of time in referring to cases, and especially for the stimulus which always comes from a review of work, it is desirable that there should be some systematic effort to summarize the progress of every child and family at definite intervals, and to enter this summary as a part of the permanent record. Sometimes when a child has been under the care of an organization for several years, his record becomes voluminous, especially if careful follow-up work has been done. The entries are necessarily made in chronological order, which means that items which are closely related to each other in subject matter are often widely separated in the record. Frequently circum- stances arise which make it necessary to review a record quickly, and if the record is long it may be difficult for a visitor who is not familiar with the case to get a clear idea of what really has happened and what is the exact status of affairs. It has been suggested by one worker that at the conclusion of the first investigation the visitor should state his opinion of the situation and make recommendations; and that at least once a year afterwards, while the child remains under the care of the society, a summary of the year's developments should be made, — this summary to state i. Whether the prognosis was correct. 2. Whether the treatment recommended was working. 3. Whether the home conditions still hold. 4. Recommendations for the coming year. The writer knows of no children's agencies which make written summaries of their work, although some review their cases periodically. The Boston Children's Mission, for example, says in a recent report: An important aid to efficiency is a quarterly conference in relation to every child in charge. This is held by the General Secretary, the two members of the Department of Advice and Assistance, one or the other of whom is familiar with the original conditions surrounding each child, the head of the Placing-out Department, and the special visitor to the 121 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS child considered. Each child is taken up at this conference as if it were a new problem, and the future policy is determined. The advantages of such conferences are obvious.* It would be a great help if, when cases are reviewed, stenographic reports could be taken of all important develop- ments and incorporated in the children's records. Summaries of this kind should be entered in such a way that they may be readily distinguishable from other parts of the record. This can VISITOR'S CAHD Date: jU^t, /0 s V* ' */■ Hame: PT'&^-e, Address: J2,

«-' Form No. 45. General Index Card for Institutions Suggested by the Russell Sage Foundation, Department of Child-Helping (Size 3 x 5 or 4 x 6 inches) than one number referring to other records appears on the index card, care should be taken to make the special record to which each refers easily distinguishable. The register number, for example, could be entered in red, and the folder number in black, or an "R" could be prefixed to the register number. In some cases it may be desirable, as a matter of con- venience, to enter a few other facts, but if so, they should be well selected and the mistake should not be made of trying to turn the general index card into an abbreviated family history. 134 MAKING RECORDS AVAILABLE Form 45 shows a set of facts which it is believed may prop- erly be included on the index card of a child in an institution. Organizations which place children out do not always record placements on the index card because children are often changed from one home to another, and the ordinary index card would not hold all of the entries if changes were frequent. The Kentucky Children's Home Society, a child-placing agency, Name C&*sdk. f ClM-<*>4- L • Date of Birth /tyi.^*/, / 7 df Protestant K Catholic Hebrew Received from: ^£c*-»v^ 7?LsL~y 7?t . C£Z*£bsis Placed with: TTfa, . 7>l . j/ &u^a.. Address: 2. J ^^^. ^JJ Transferred to: TPI**.. >CC- C*rvj!uA' Address: fr ^ A^c^J- ^sf / no. ¥-j2,r Nationality Colored Male S' White S Female Foundling ^ Abandoned >r Surrendered Orphaned Destitute Committed by Court date: S^.O., /9/f No. 27 ? AaX 4~~«7£*~ t J^+J£j. ^latjt^t.a^ta £ ^^U '*/, ^ M+4 *^yrf ~- ~y & t~JL r i^A^L. 'a) Letters are numbered chronologically. The symbol (z) before a date indioates letter from the institution or society to the relative, foster parent or child. Form No. 47. Index Sheet of Reports and Correspondence Illinois Children's Home and Aid Society, Chicago (Size 8}4 x 1 1 inches) attention upon the essential points of all letters, and makes it possible for one referring to the history to pick out quickly any particular letter which may be wanted. Letters are arranged chronologically and numbered con- secutively and an index sheet is attached to the record. Form 47 is suggested by the society for this purpose. The number and date of each letter, the person by whom it was written, if an incoming letter, or to whom it was written, if outgoing, and a brief synopsis of its contents are entered on this sheet. If any one wishes to look up a particular letter, it is possible, by referring to this sheet, to see the number of the letter and turn to it at once. This is an incalculable saving of time, especially when there are many letters in a folder. It also makes it possible for 139 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS a person reading the record to see by a glance at the index sheet the gist of all the correspondence. It will be seen that Form 47 relates to correspondence about children in foster homes. By changing the headings, as follows, the form will be of more general application: No. Date of Name of correspondent Synopsis of letter letter The Illinois Children's Home and Aid Society reports, however, that it has not continued the use of the summary sheet because of the amount of time required to make the entries. The superintendent of the society states, "We would recom- mend such for organizations having facilities for making a chronological synopsis of all material contained in the file." While this plan may never be generally adopted it is worth careful consideration. It would be an interesting study in economy and efficiency to discover whether the time of agents consumed in looking through masses of letters in children's folders to find particular pieces of correspondence costs an organization more or less than the time required to make a brief synopsis of these letters when they are put into the files. A very simple and useful method of calling attention to important points in letters is to underline them with red ink. It is always more or less difficult to keep papers from be- coming disarranged in the folders. To prevent this, they should be attached at one of the left-hand corners with a fastener, both for the sake of order and to guard against loss of mater al when folders are taken from the files. Two kinds of fasteners are commonly used for this purpose, the clip of looped wire and brass-headed fasteners. The latter are pushed through the papers and clamped at the back. Although the wire clips come off easily and the brass fasteners tear through the papers if records are handled much, no better plan of fastening records has been devised up to the present time. In the case of brass fasteners, the tendency to tear may be considerably reduced by the use of small brass washers at the front and back of the papers where the fasteners are inserted. 140 Figure IV. Visible Index. (See page 133) Courtesy of Index Visible, Inc., New Haven, Connecticut MAKING RECORDS AVAILABLE Letters are usually the most serious obstacle to orderliness in the files. Some will be on correspondence paper, — written on all four sides; others on business paper, — written on one side; often there are postals. The inconvenience resulting from this diversity may be partly overcome by pasting cards and small letters on blank sheets uniform in size with the other records, or by fastening them to blank sheets by means of brass fasteners. Frequently there are other records of awkward sizes which can not be handled in this way. It is a great convenience to have a manilla envelope about 7x10 inches in the child's folder into which photographs and miscellaneous small cards may be slipped. It should go without saying that a copy of every letter sent out by an agency should be kept on file. Organizations which have typewriters can easily make carbon copies of all correspondence, and many of them do this; but when letters must be written by hand the problem is more difficult. In these days of cheap typewriters, however, almost any organization should be able to possess one — not the latest model, perhaps, but one which will answer all practical purposes. Good second- hand or "re-assembled" typewriters may be bought from type- writer dealers at prices ranging from about $30 to $50. It is not a difficult matter for anyone to learn to use a machine, and the time and labor saved, the increased convenience and efficiency, soon justify the expense involved. The forms given in this study have been selected chiefly for their subject matter and general suggestiveness. Because they have been collected from different agencies which use different systems, they show wide variations in size and arrangement. This must be taken into account by any organiza- tion that makes use of them. All records which are to be filed in the children's folders should be planned with the idea of having them as nearly uniform in size as possible, because this makes for order in the files and for ease in handling and referring to material. If the folders are of standard correspondence size — and this is now conceded to be the most satisfactory for general purposes — the record 141 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS forms should be, as far as practicable, about the size of the standard business letter head, that is, about 1 1 inches long by 8)4 inches wide. This is a good size for the family history and for many other records. If smaller forms are needed, it is well, whenever possible, to use sheets of the same width as the letter head but only one- half as long. This brings the right edges of all records together in the files and makes reference to the papers easier. Cards 5x8 inches, for which standard filing drawers are made, are convenient for special records which an agency may wish to file separately, as for example, the current dental and medical records. Cards of these dimensions are just about one- half the size of a standard letter head, and will fit in readily with other material when transferred to the child's folder. Or, if a record is likely to exceed the limits of a 5 x 8-inch card, a sheet of tough paper (not cardboard), 10 inches long and 8 inches wide, may be substituted, folding it through the middle to form a 5 x 8-inch card. If a folded record of this kind is used, it should be opened out to its full size when it is transferred to the folder, making a sheet uniform with the other records. The use of different colored cards for different records is often an advantage. This makes it possible, in looking through a folder, to pick out particular records more quickly. If, for example, the physical examination blanks are blue and the family history cards buff, they can be distinguished at a glance. Many institutions which receive children of both sexes use one color for the index cards of boys and another for those of girls. The two dental charts, Forms 12 and 13, are of different colors; the examination chart being white, the clinical chart yellow. It is an advantage to use a paper of contrasting color for carbon copies of letters, so that they may be readily distinguished from letters received and from the history records. In this, as in other matters of detail, however, each organization must make individual plans based upon its special requirements. FILING RECORDS After the records and papers have been systematically arranged in the folders, they are ready for filing. Standard let- 142 MAKING RECORDS AVAILABLE ter size vertical files are recommended for this purpose. Files of this size permit all papers, except legal documents, to be inserted flat, while in files of smaller sizes it is necessary to fold many papers, which is undesirable. There are two methods of filing in common use among child-caring agencies, the alphabetical and the numerical. When the alphabetical method is used, the name of the child is written across the extension edge of the folder and the folders are arranged in the files alphabetically. The names on the extension edges of the folders are visible. Under the numerical system, the folders are numbered and filed consecutively, the numbers being entered in the right-hand corner of the extension edge of the folder. A corresponding number is also entered on the child's index card. When a child's record is wanted, his index card, which is filed alphabetically, is looked up, and, given the number, it is a simple matter to turn to the folder in the file. While there is no serious objection to the alphabetical method in a small organization where there are only a few records, it is not recommended for general use. The only advantage of the alphabetical system is that a folder may be looked up with- out referring to the index, whereas the numerical system necessi- tates looking first in the index for the folder number. The card index, however, should be kept in any case for reference purposes, and a test will soon convince a doubter that it is no more difficult and requires no more time to look up records under the numerical than under the alphabetical system, and that the numerical method has several distinct advantages: First, cards can be handled more quickly than folders, and after an index card has been found it is merely a matter of a moment to secure the folder of the corresponding number. This advantage is more readily apparent when records become bulky. The tendency of folders to sag in the files as records grow, caus- ing the extension edges to drop below the line of vision, increases the difficulties of finding records which are filed alphabetically.* * This difficulty may be partially overcome by the use of special folders. Some agencies which file their records alphabetically have folders with a deep flap which extends over the front edge, and helps to hold the folder in position. Folders of heavy material, with expansion bottoms, are also useful for filing bulky records. 143 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS Under the numerical method, this sagging causes less inconve- nience because the numbers run consecutively and it is easy to detect a folder which may have slipped out of place. Second, folders must constantly be taken out of the files for reference and there is much less likelihood under the numerical system of their being misplaced in returning them to the files. To put a numbered folder in its correct place is very much easier than to file one alphabetically. Third, the numerical system saves space in the files. Where folders are filed alphabetically space must be left after each letter to allow for expansion, and as it is never possible to fore- tell at what rate the different sections are going to grow, frequent shifting of material is necessary. This involves considerable labor especially if there are many records. It is far easier to estimate the space needed for expansion when records are filed numerically. Under the numerical system, each record or paper in a child's folder should bear his folder number. A regular space for the number should be provided on all record forms. For numbering letters and miscellaneous documents a blue or red pencil should be used and the number, large enough to be readily seen, should be entered in the upper right-hand corner of each sheet. It is desirable that all blanks used by an agency should show the title of the form and the name of the agency, as, for example, in the Family History Record of the Ohio Board of State Charities, Form 7 (page 33). If there is more than one child from the same family, each child should have a separate folder for his own personal records. It is not necessary, however, to duplicate the family history record. It should be filed in the folder of the first child, and a slip or sheet referring to it should be inserted in the folders of each of the other children in the family. The folders of all children in the same family should bear the same record number and a different letter. The first name of the child or some other device should be prefixed to the number on each folder to distinguish the records. 144 MAKING RECORDS AVAILABLE To illustrate, suppose three sisters, Sarah, Jane, and Mary Smith, are in the care of an organization. The records of each child will be filed in separate folders, which will all bear the same number, say No. 285. To distinguish the folders of the individual children, a different serial letter may be prefixed to each number, Jane's folder being labeled "A-285," Mary's "B-285," and Sarah's "C-285." These same serial letters should also be prefixed to the folder numbers on the index cards of the children. By this method the records of all children from the same family, even though the children be received at different times, will be brought together under the same number in the files. If instead of following this plan each child of a family were given a separate number, it would be impossible, unless the children were received on the same date, to group their records in the files, and it would be necessary, if the complete record of the family were wanted, to refer to several places for it. When new record forms are adopted it is not customary to copy all of the old records. Usually, if old records are on cards, these cards are numbered and dropped into the folders; if in books, the page reference of the book shows on the index card, or it may in addition be written on a blank sheet and put into the folder. Only new cases need be entered on the new cards unless an agency wishes to transfer old records. Some agencies have adopted the plan of copying all current cases. This is desirable if it can be done, but the time required often makes it impossible. Numbered division guides, which extend above the edges of the folders, should be inserted at every twentieth folder in the vertical files. They help to hold the folders in place, and make it possible to refer to them more quickly. (See Figure II, opposite page 133.) The work of filing index cards, as well as all other office records, should be entrusted to one person, who should be held responsible for seeing that this is done correctly. An ironclad rule should be observed against the removal of index cards from the file by any other person for any purpose whatsoever. If this is not done, cards may be lost or mis-filed and the chief 145 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS s o. 146 MAKING RECORDS AVAILABLE value of the index as a reliable source of reference is then de- stroyed. When folders are removed from the files by other workers for reference they should not be returned to the files by these workers, but should be put in a wire desk basket or other receptacle until the person who is responsible for the filing has time to replace them. SPECIAL INDEXES Besides the general index, many organizations find it necessary to have special indexes. Where an organization places children in foster homes, there should be a permanent index of all persons who apply for children; also, there should be an index of all children who are in family homes under the super- vision of the institution or society. Index of Foster Homes The following plan for indexing applicants for children has been adopted by the Children's Aid Society of Pennsylvania. A card, Form 48, is made out for each family. The cards are divided into three sections: 1. The prospective group, including: Homes not yet investigated. Homes approved and ready for use. 2. Homes now in use. 3. Homes rejected or withdrawn. In the first group, the cards of homes not investigated are tagged with metal signals (see page 154) to distinguish them from homes which are ready for use. The index is operated as follows: Suppose a family applies for a child. A card is made out, tagged with a metal signal to show that the home has not yet been visited, and is put in Section 1 . After the agent visits the home, an entry is made on the card to show whether or not it has been approved. If it is approved, the signal is removed and the card is left in Section 1, the "prospective home" group; if rejected, the card is trans- ferred to Section 3. '47 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS When a child is placed in an approved home, the card is removed from Section i and filed in Section 2. After a time the child may be returned because the home has proved to be unsatis- factory, and the society may think that it is not wise to try another child there. The card is then removed from Section 2, the fact that the home has been rejected is entered, and it is filed in Section 3. If the home had proved satisfactory, and the people had wanted to take another child, the card would have been put back into Section 1, as a prospective home. The items "board," "free," "boy," "girl," and so on, at the left of the card, are checked to show in general what kind of a child is wanted by the family. When a child is to be placed, the visitor refers to Section 1 to find if there are any homes in the prospective list to which he might be sent, and these points help in the selection of possible places. The number in the upper right-hand corner of the card refers to the folder containing the agent's full report on the home, which should be consulted before making a final decision. The reports on foster homes should be filed in separate drawers, but according to the same general plan that is used in filing histories of the children. Some societies use folders of a different color for records of foster homes, in order that they may be readily distinguished from folders containing records of the children and thus confusion in filing be avoided. Geographical Index of Placed-out Children Another important index is the one showing the children under supervision in foster homes. Usually this is arranged geographically, by towns or counties, as a guide to visitors in planning their visits. The card used by the Children's Aid Society of Pennsyl- vania, Form 49, which provides for a record of successive place- ments, is a very good one. The card used by the Brooklyn Chil- dren's Aid Society, Form 50, is also excellent. In addition to the record of placements, space is provided on the face of the latter card for checking visits made and school reports received. The Children's Aid Society of Pennsylvania removes from 148 MAKING RECORDS AVAILABLE 149 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS § o - ^ ^ <» v£) $5 *>o o »S! "v ^ « * h w I I J3 I ra 1 a a a ■3 I I < I S Jo 1 O j > o ■i ■ I Q > 150 MAKING RECORDS AVAILABLE S8 V fee* k u ITS' "V"^" V 15' RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS the geographical index the cards of children who have passed from care and files them alphabetically. These cards serve as a permanent record of the movements of all children and in this society they take the place of a book register. Locality Index Many agencies keep what they call a "town index." A card is made out for each town which the agency touches, and on this card are entered the names of persons living in the town to whom the agency may write for information in regard to persons in that locality. One society has broadened the town index to include "persons who have been helpful" and "persons or homes to be avoided." Sometimes the county or district unit may be found more convenient than the town unit in making a locality index. Agent's Index of Children under Supervision One of the greatest difficulties that a visitor has is to keep clearly in mind the endless details which are involved in the supervision of children. The most helpful device that the writer has seen for reminding a visitor of important matters which need attention is a visible desk index, Figure V. Single panels may be had, holding about 75 cards, or if more cards are needed, several panels may be bound together. The cards are removable and the edge of each card, showing the name, is visible. Any items which an agent may wish to have on the card for personal convenience in supervising the children may be noted. Both the Index Visible and the Rand Index may be used in this way. Figure VI shows a card in detail. The numbers 1 to 12 on the visible edge of the card represent the months. When a child has been visited the agent slips a metal signal on the card over the number of the month in which the visit was made. By following these signals it is possible to see at a glance how recently each child has been visited. It is impossible, with this device, to neglect a child inadvertently, because the signals at once call attention to children who have not been visited. 152 Figure V. Desk Index Courtesy of The Rand Company, North Tonawanda, New York The Index Visible has detached strips and desk racks holding one or more strips, which may be used in a similar way. Figure VI. Detail of Desk Index MAKING RECORDS AVAILABLE /^le7 N \/' ^N/T\/m\/TVc V ^| 'yS Surname Man's Full Name No. Date Address Woman's Full Name Maiden Name Record RELA. NAME AGE CHURCH OCCUPATION CHANGES M A M A M A M A M A M A M A M A M A M A M A DATE DISPOSITION Library Furcav U85179 Form No. 51. Registration Card of Foster Home New England Home for Little Wanderers, Boston (Size 3K x 6 inches) 153 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS By attaching different kinds and colors of signals to the sides of the cards, it is possible to indicate other facts. For example, a visitor may wish to send a supply of clothing to a child. She puts a red signal on his card as a reminder, taking it off when the package has been sent. Or she puts a blue signal on the card to remind her of a child who may be sick and in need of special attention. SIGNALS Metal signals may be had in a number of different styles and colors. They are easily attached and do not come off readily with ordinary handling. The signals may be used to show any set of facts which an organization wishes to have displayed. For example, an institution may wish to be able to see at a glance which children are having their board paid by relatives. A signal may be attached to the index cards of these children to indicate this. Signals of a different color could be used to show city cases, and so on. Signals of the same color should be placed in the same rela- tive position on the cards, so that they will fall in a straight line in the file. This may be done more easily if the top edge of the card is spaced at regular intervals. The spacing may be done when the cards are printed. Form 45 (page 134) shows an index card so spaced, with metal signals attached. Figures V and VI, opposite page 1 52, also illustrate the use of signals. Instead of metal signals, which sometimes make the index topheavy if a large number of cards are tagged, special cards with tabs may be had to indicate certain facts which the agency wishes always to have shown. For example, Form 51 is used by the New England Home for Little Wanderers in Boston for registering foster homes. The letters on the tabs indicate the six New England states. If a foster home is located in Maine, all the tabs except "Me." are cut off; if in Vermont, the "V" is left. When the cards are filed, the tabs of all the cards for each state will be in a line, and it is a simple matter in look- ing through the index to pick out the cards referring to homes in any particular state. 154 MAKING RECORDS AVAILABLE PROTECTION OF RECORDS The question of protecting records from loss, misuse, or from fire by keeping them in a safe or vault is an important one, although comparatively few organizations have any provision of this kind. It is not practicable for many agencies to arrange for the keeping of all records in a safe, but certainly every pre- caution should be taken to safeguard such information as would make it possible to reconstruct the records of an organization in case they should be destroyed. The register, at least, or its equivalent, should be kept in a fire-proof safe. Note. — The catalogues of many of the large houses which deal in filing supplies are full of valuable suggestions and information. Organiza- tions which are considering installing a filing system will find it profitable to study the catalogues of some of these firms. 155 CHAPTER VIII ABSTRACTING MATERIAL FOR ANNUAL REPORTS THE task of preparing periodical reports of their work is one which is not welcomed by the majority of superin- tendents or secretaries of child-caring organizations. One of the chief reasons in many cases why this work is so arduous is that little or no attention is given to planning in advance for collecting the necessary material. Oftentimes, at the end of the fiscal year, superintendents make their reports from memory or else are obliged to search laboriously through many miscellaneous records for the data which they need and which they might, with a little planning, have had at hand. The result is that instead of containing pertinent material about the work of the organization, its problems, and the progress of the children, annual reports often consist largely of accounts of Christmas treats and summer outings, and acknowledgments of gifts of money, ice cream, cookies, toys, and hair ribbons. As one institution worker said, "We are too apt to prepare essays on the subject rather than report the results of work actually done." Take a report of a typical orphan asylum selected at ran- dom. It opens with this statement: This institution has had a long and honorable history, and we believe it worthy of the best support that we can give. Then follows a single paragraph about the life of the children: Though there has been sickness among the children during the year, only one case caused alarm. Early in October, one of the younger girls was found to have scarlet fever. She was removed at once to the hospital, the health authorities thoroughly fumigated the house, and none of the others contracted the disease. Owing to the sickness of the teacher, .56 ABSTRACTING MATERIAL FOR ANNUAL REPORTS it was thought best to omit the usual examination in June. In July the children once more enjoyed a visit of two weeks to the fresh air farm. With much pleasure the Board heard that they had made an excellent impression, their example being considered helpful to the other children. In August the younger girls had two happy weeks at Hollywood, and dur- ing the summer and fall many outings to parks and suburbs were enjoyed through the kindness of Mrs. Hill. The remainder of the report, 1 1 pages, is taken up with expressions of regret over the death of a manager, acknowledg- ments of gratuitous service and of legacies, lists of contributors, detailed statements of their donations in kind and in money, and an unitemized financial statement. An article by Edwin D. Solenberger entitled The Essentials of an Annual Report* mentions the following requisites: i. The report should be published annually and be a report of the past year's work, not chiefly a statement of what is proposed for the future. 2. It should show on the cover page: The full corporate name of the organization. The date established and incorporated. The exact location of the office or offices. The full post office address. The exact period covered by the report. 3. It should state the function of the organization in the com- munity, showing the classes dealt with, the terms of admission, and the limitations as to age, sex, color, physical condition, religion, and so forth. 4. It should show: The progress of the organization in work and methods. New features. Extension of old lines of activity. The co-operation and affiliation with other organizations. 5. It should call attention to: Changing conditions in the community which affect the work of the organization. New laws affecting child-caring organizations. * National Conference of Charities and Corrections. Proceedings, 1909, p. 361. 157 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS 6. It should present statistical and financial statements which are clear, uniform, and frank. In conclusion, the article states: To sum up, an annual report should be a laboratory record of the life and growth of the society or institution and its relation to the com- munity which it serves. If an annual report is to be a "laboratory record" of the work of an organization, the material for it must be systemati- cally collected throughout the year, and simple and effective methods for coordinating and classifying this material are essential. POPULATION STATISTICS Probably every organization is required to make periodical reports of its population statistics to its board of trustees, and in many cases to public officials as well. This can not be done accurately unless a daily record of admissions and discharges is kept. For this purpose there should be a population day book or daily report sheet. It should be kept on the desk of the superintendent or registrar, and a memorandum should be made in it of every transaction involving a child. A daily record of all children received and discharged, children who have been permitted to leave temporarily or who have returned after leave of absence, deaths, runaways, and so forth, should be entered in this book. The entries should show how incoming children are received, whether from parents, from poor officers, by court commitment, and so forth ; and how out- going children were disposed of, whether they were returned to their own homes, or placed in foster homes, died, and so forth. Some organizations find it helpful to record arrivals in black ink and departures in red. Others use separate pages for arrivals and departures. In a large institution, where the record system is complex and the admission or discharge of a child requires the making of entries on several different cards, the day book or daily sheet may be ruled to serve as a guide in posting. Narrow columns, headed with the name of each record to which posting must be .58 ABSTRACTING MATERIAL FOR ANNUAL REPORTS done, may be ruled off at the right edge of the sheet, and as the entries are posted from the day sheet to the various records, a check in the proper column indicates that this has been done. With the help of the day book or daily report sheet, show- ing individual transactions, accurate summaries of the move- ment of population may be made up from day to day. As yet no agreement has been reached by child-caring organizations or supervisory agencies as to the form which should be followed in reports of population statistics, and there is wide variation in the methods of reporting used by different institutions, societies, and local and state boards. In general, however, it may be said that at the present time those residential institutions which have the most com- plete records usually compile their population statistics with reference to the residence of the child in the institution, and their annual reports cover something like the following distri- bution of cases: i. Children on hand beginning year. 2. New children received during year. 3. Children of previous years returned. 4. Total number to be accounted for. 5. Children returned to parents or friends. 6. Children placed in family homes. 7. Children transferred to other institutions. 8. Children died. 9. Children otherwise accounted for. 10. Total number passed from the institution. 1 1. Children remaining at end of year. 12. Total to be accounted for, as in line 4. The most important children's aid societies — for example, those in Boston, New York, Philadelphia, and Baltimore — account annually for all children under their guardianship about as follows: 1. Children under guardianship and supervision at beginning of year: (a) In family homes free. (b) In family homes at board. 159 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS (c) Earning wages (d) (e) (0 In their own homes under supervision. Under guardianship and supervision elsewhere. Total under guardianship and supervision at beginning of year. 2. Children received under guardianship during year: (a) By court commitment. (b) From overseers of the poor or other public officers. (c) From parents or guardians. (d) From other sources. (e) Total received during year. 3. Total to be accounted for (Sum of Nos. 1 and 2). 4. Guardianship transferred: (a) To parents. (b) To foster parents by adoption. (c) To institutions. (d) Died. (e) Otherwise released from guardianship. (f) Total released from guardianship. 5. Children remaining under guardianship and supervision at close of year: (a) In family homes free. (b) In family homes at board. (c) Earning wages. (d) In their own homes under supervision. (e) Under guardianship and supervision elsewhere. (f) Total under guardianship and supervision at close of year. 6. Total to be accounted for (Sum of Nos. 4 and 5).* Under this plan the society deals with all children under its guardianship as if they had been gathered together in one institution. These societies also present supplementary statistics show- ing such facts as the following: Number of applications received for children. Number of homes investigated. Number of children placed in free homes. * Line 6 should equal line 3. 160 ABSTRACTING MATERIAL FOR ANNUAL REPORTS Number of children placed in boarding homes. Number of cases referred to other agencies (specifying the number for each agency). Number of cases taken to the juvenile court. Number of visits to children, etc. The 32 children's home societies, located in 32 different states, have been accustomed to publish their annual statistics through their federation, known as the National Children's Home Society, on a different basis. Their statistics show the following facts for the 32 societies individually and collectively: 1. Children on hand beginning of year: (a) In the society's receiving home. (b) On hand elsewhere. Total on hand. 2. New children received during the year. 3. Children of former years returned. 4. Total different children to be accounted for. 5. Children placed during the year: (a) Children placed first time. (b) Children replaced (counting no child twice). Total children placed and replaced. 6. Children returned to parents or friends. 7. Children placed in institutions. 8. Children died. 9. Children otherwise disposed of. 10. Total children passed from custody. 11. Children on hand at close of year. 12. Total to be accounted for, as in line 4. The children's home societies are accustomed to report the number of children under guardianship and supervision in family homes at the beginning of the year, and the number under guardianship and supervision in families at the close of the year. They are accustomed also to report the number of children aided but not placed in family homes. The system of statistics followed by children's aid societies indicates more completely the actual work done than the system 161 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS used by the children's home societies. The guardianship and supervision of children is quite as important a function as the placing of children in family homes. In recent years many of the children's home societies have enlarged the scope of their work and have increased the efficiency of their placing and supervision. As a consequence they are feeling the need of a more complete and adequate statistical plan. The foregoing summaries are given merely to show, in a general way, the methods followed by institutions and socie- ties at the present time.* In deciding what method of reporting it shall use, an organization should take into account the facts which will be asked for by the public supervisory bodies to which it may have to report, as well as the facts which will be required by its own trustees, and an outline covering these facts should be made. A statistical sheetf should then be drawn up, with a column corresponding to each item in the outline. The figures for each day should be entered on this sheet and at the end of the month the columns may be totaled, giving the popu- lation report for the month in final form. In preparing statistical summaries, care should be taken to avoid ambiguous classifications and to present statements in sufficient detail to permit of study and of comparison with reports of other organizations. In almost every institution there are business men on the board who could be pressed into service to plan such forms should the superintendent need their help. State boards of charities and other supervisory bodies could make the work of reporting social facts much easier for the organizations under their supervision if they would sug- gest methods by means of which the officials of the organizations could jot down from day to day the information which they require and total it at the end of each week, month, or quarter. Form 52 is the blank upon which the charitable institutions * For statistics of juvenile courts see Flexner, Bernard, and Baldwin, Roger N.: Juvenile Courts and Probation, p. 173. New York, Century Co., 1914. t Form 54 (p. 168) may be used as a basis for such a sheet, modifying it to meet special requirements. 162 ABSTRACTING MATERIAL FOR ANNUAL REPORTS DISTRICT OF COLUMBIA REPORT TO THE BOARD OF CHARITIES For Month of _ _ _ _i90 OF Movement of population at. MALES . FEMALES TOTAL Present at close of last month Since admitted (new) Former inmates returned Total number of inmates during the month- Discharged from institution during month Escaped ... Remaining at end of month Total number of inmates during the month (as above) - The number of days board furnished was : To inmates admitted on permit of Board of Charities- To all other inmates Total - The number of days in the month was The average number cared for, therefore, was: Inmates admitted on permit of Board of Charities All other inmates — Total daily average (Signed). (Official position) Form No. 52 a. Monthly Report of Children's Institution (Page 1) (Four-page folder. Size of single page 8^xn inches) 163 li o « 164 ABSTRACTING MATERIAL FOR ANNUAL REPORTS of the District of Columbia make their monthly reports to the board of charities. Pages 2 and 3 of this blank constitute a simple daily sheet for the record of admissions and dismissals. Page 1 of this blank shows the simplest form of population statement, which is made up by a count of the items on pages 2 and 3. Form 53 is the blank prescribed by the Indiana Board of State Charities for the reports of charitable institutions. This form is given to show the more elaborate statistics in regard to dependency and delinquency which are now being collected by some of the states. The Ohio Board of State Charities has recently adopted a similar blank. One of the most difficult things to secure from many organi- zations is a statement of their daily average population. The majority of supervisory boards require reports on this point, and it is important that the organizations themselves should have this information as a basis for calculating per capita costs. Form 54 shows an easy method of obtaining this figure accurately. From this sheet it is possible to secure the daily average of children and employes separately or of children and employes together. To obtain the total daily average population (including employes) for a given month, add the figures in column 10 and divide by the number of days in the month. If the average num- ber of children is required, proceed in the same way, using the figures in column 5. At the end of the year combine the totals from the monthly sheets and divide by 365 (or 366) to obtain the average for the year. In practice, temporary absences not exceeding forty-eight hours are disregarded by most institu- tions in calculating average population. In order to guard against errors in population reports, institutions should check up their statistical sheets at least once a week by a roll-call. This needs to be done more frequently in large institutions; in some institutions it is done daily. FINANCIAL STATISTICS The financial reports made by child-caring agencies vary almost as widely as reports of population. They range from lump 165 I s z 2 o o- B '-5 H C - w .1 .1 I J - J o ^ u .a & O "J v- ^ -*= o £ U « >! o x -a 1 66 u 11 11*11 m !!!Ji i HSU m m s }! I 111 III Ml 1« sail it-si nil Ui\ IV Ss llU ill m ir ids 167 RECORD KEEPING FOR CHILD-HELPING ORGANIZATIONS /9"J- DAILY RECORD CHILDRE ; HBLN ' ~'.~'S.77s. Day of conth On hand New Re- Depar- Attend- On Arri- Depar- Attend- Attend- froni pre- arri- entries tures ance hand vals tures ance ance vious day vals for day for da7 for day (1) (2) C3i_ w (5) (6) (7) (8) (?) (10) i ?< 2 / V fs // / /o /oS 2 fS 3 ft 10 2 IX I/O 1» 2 f*> IZ /2 ics \ ft ft /2 /Z /US 5 ft ft 12 /x /c8 6 % i 2 1 ft a 1 1/ /Of 7 ft X 2 2 /CO a 2 /3 //3 £ 100 3 ff 13 /3 //o c 97 / 1 1 ft /3 13 //I 10 t* ft 13 /3 /// 11 ft ?r J3 /3 /// 12 ft X 1 2 ff 13 1 /2 /// 13 ff ff /2 /X /// Ik ff ff /Z /* //I 15 ff s /Oi/- IZ /2 //6 16 /<>•/■ 2 lOZ /2 /Z //+ 17 ica /«* IZ /2 // ™ 27 19 3J8 ^ \k 3 32Ii34 UNIVERSITY OF CALIFORNIA LIBRARY IHli I! :i