Staff Access Portal

Progress Notes

Progress notes are daily written records that document a youth’s behavior, activities, and overall well-being. They provide a clear picture of how the youth is adjusting, participating in programs, interacting with peers, and responding to staff support. Notes should be factual, detailed, and professional—highlighting strengths, challenges, interventions, and outcomes. These records are essential for tracking progress toward goals, ensuring continuity of care, and maintaining compliance with DCS and program standards.

Case Notes

Case notes are professional records written by staff to document important information about a youth’s care, services, and progress. They track meetings, goals, behaviors, family involvement, and support provided, ensuring accurate communication between staff, case managers, and other professionals involved in the youth’s plan.

Negative Case Notes

Negative case notes document situations when a youth struggles with behavior, does not meet expectations, or experiences setbacks. They are used to record facts about what happened, how staff responded, and what follow-up actions are needed. The goal is not to punish, but to provide a clear record that helps identify patterns, ensure safety, and support the youth’s growth.

In House Incident Report

This report documents any unusual, disruptive, unsafe, or harmful event that occurs within the home. It ensures accountability, protects youth and staff, and provides accurate records for follow-up and compliance. Reports must be factual, timely, and professional.

Youth Transfer

A youth transfer occurs when a resident moves from one placement to another — either between Limitless Youth Care homes or to a new program, facility, or family placement identified by DCS. Transfers must be handled with professionalism, consistency, and compassion to ensure the youth’s safety, dignity, and continuity of care. Proper documentation, communication, and coordination are essential throughout the process.

Activity Log

An Activity Log is a daily record that tracks what youth are doing throughout the day. It ensures staff can monitor participation, routines, and behaviors while providing documentation for licensing, case managers, and internal accountability. The log should remain factual, consistent, and easy to review.

Shift Transfer

Shift transfers ensure smooth communication between staff, consistent care for youth, and accurate documentation. Every outgoing staff member must provide clear, factual updates so the incoming staff is fully prepared for their shift.

Fire Drill log

To document and verify that all required fire drills are completed safely, consistently, and in compliance with licensing standards. This record must be kept in the Fire & Safety Binder for review.

Maintenance Request Form

A maintenance request is a formal report submitted by staff to notify management of any repair, damage, or safety concern within the home or property. This process ensures that issues such as plumbing, electrical, appliances, HVAC, furniture, or safety equipment are identified and addressed in a timely manner. Maintenance requests help protect the safety and comfort of youth and staff, maintain compliance with licensing standards, and keep all facilities in good working condition. All requests should be submitted promptly, with urgent or emergency concerns clearly marked for immediate attention.