Chapter 1: Section 1
Procedures
Referrals
The Intake Specialist gathers
information from reporting sources using the Department’s standardized
interview questions and practice guide to meet the following criteria:
- The suspected conduct would constitute abuse or neglect.
- The suspected victim of the conduct is under eighteen years of age.
- The suspected victim of the conduct is a resident of or present in this state.
- The person suspected of committing the abuse or neglect is the parent, guardian, or custodian of the victim or an adult member of the victim's household.
- Whether the suspected abuse or neglect involves criminal conduct, even if the communication does not result in the preparation of a report for investigation.
- The appropriate investigative track for referral based on the risk to the child's safety.
Electronic Referrals
The Department provides an
electronic reporting service available for professional mandated
reporters to report non-emergency concerns regarding child abuse or
neglect. An online submission shall meet the reporter's mandated
reporting requirements. For all emergency situations where a child may
be in immediate risk of abuse or neglect that could result in death or
serious injury, professional mandated reporters are directed to 911 or
the toll-free telephone hotline.
An Intake Specialist reviews
all electronic referrals received and follows Department policy and
procedures to determine if the information meets report criteria. See
Decision to Take a Report.
If additional information is
needed to make a report decision, the Intake Specialist contacts the
reporting source for more information.
Types of Communications
Intake Specialist documents all
concerns in CHILDS under a "Communication Type." Communications that
meet the statutory definition of abuse or neglect are documented as
reports. See Decision to Take a Report. Non-report communications may
either require a response from the field or are maintained in CHILDS for
future reference.
The following communications
require a response or action from the field. These communications are
assigned to the field and reviewed by a DCS Supervisor or designee to
determine the appropriate response/action.
Action Request – A
communication requesting the Department to respond to situations, such
as to assist law enforcement or other state child welfare agencies even
when there are no allegations of abuse or neglect. Action Requests
alert the field to other situations that may require Department action.
Examples of Action Requests:
- Court ordered pickup regarding children not in DCS care;
- Court ordered investigation or services;
- Runaway from other states who needs placement until a parent or guardian is able to make arrangements to pick-up the child;
- Courtesy placement of an Interstate Compact for the Placement of Children (ICPC) child due to disruption in Arizona until the child’s state of residency is able to retrieve the child; or
- Successor of a permanent guardian when the original permanent guardianship was filed through DCS.
Hotline assigns Action Requests
to a DCS Supervisor, who dispositions the Action Request as either
Action Taken or No Action Taken with an explanation provided.
Document any action taken by the Department in an appropriate case note.
During the Department’s
response to an Action Request, if the parent, guardian, or custodian
refuses to take custody of the child, or if allegations of abuse or
neglect become known, the DCS Supervisor or designee contacts the
Hotline to change the Action Request to a report.
Additional Information – A communication used in the following situations:
- The original reporting source calls back within 72 hours from the time the original report was taken and has additional information but no new allegations. After the 72 hours, document this information as a status communication and link to the case or original report.
- The DCS Specialist notifies the Hotline to report new allegations on an active investigation. The narrative contains the new allegations and is linked to the original report.
The Hotline links all Additional Information communications to a Report or Action Request.
The DCS Supervisor staffs with
the DCS Specialist to determine if this information requires additional
action/response. Document any action taken by the Department in an
appropriate case note.
Report – A communication
that meets the statutory definition of abuse or neglect of a child.
See Decision to Take a Report and Disposition of report and Initial
Response.
Employee Report – A
communication that meet the statutory definition of abuse or neglect of a
child AND the parent, guardian, or custodian is identified as an
employee of the following:
•
Department of Child Safety (including all programs and offices, such as
the Comprehensive Medical and Dental Program (CMDP) and the Office of
Child Welfare Investigations (OCWI); or
• Protective Services Section of the Attorney General's Office.
See Investigations Involving Department of Child Safety Employees for more information.
Second Source – A
communication from a second source pertaining to the same allegation or
incident in an existing report. Information from a third source and any
other subsequent sources are also entered as Second Source
communications. When applying this procedures, there is no time limit
from when the existing report was first taken to when the second source
calls the Hotline. Any new allegations or incidents require a new
report.
The Hotline links all Second Source communications to a report or action request.
The DCS Supervisor staffs with the DCS Specialist to determine if this information requires additional action/response.
When a Second Source
communication is received on an active investigation, the DCS Specialist
shall treat any additional "second sources" as a source and make
contact as required by Interviews.
If a Second Source
communication is received on a closed report/case, the Intake Specialist
staffs with an Intake Supervisor to determine if the new information
effects child safety or previous findings (unsubstantiated/unable to
locate). If so, a new report shall be created.
Status Communication – A
communication that does not qualify as a new Report or a Second Source
or Additional Information, and pertains to an open case or report that
is pending disposition for assignment. The Hotline links all Status
Communications to an open case or report that is pending disposition for
assignment.
The DCS Supervisor and DCS Specialist review all status communications and determine the appropriate response.
Any indication that a child who
is in the custody of the Department and may be in danger, injured by,
or engaged in sexual conduct with another child, requires a Department
response. In these situations, the Intake Specialist sends a copy of
the status communication via email to the following:
- DCS Specialist and DCS Supervisor; and
- DCS’ Office of Licensing and Regulation (OLR) if the child is residing in a licensed out-of-home placement.
During the response to a Status
Communication, if allegations of abuse, neglect, or licensing concerns
become known, the DCS Specialist contacts the Hotline to report the
information.
Document the response taken in an appropriate case note.
The following communications are not transmitted to the field for response, but are maintained in CHILDS for future reference:
Alert – A communication
that provides instructions or information to the Hotline or After-Hours
staff, in the event a child or parent comes to the attention of the DCS.
Examples are as follows:
- Notification from another state child welfare agency regarding a family who has relocated or may be relocating to Arizona;
- Notification from a DCS Specialist to advise how to handle a situation that may occur on a case during after-hours or on the weekend (For example, if a child-in-care has run away, and there are specific arrangements for when the child is located); or
- Notification from the community or law enforcement of a situation where the Hotline may be contacted (for example, when the police are searching for a missing child and request notification if the child comes to the attention of the Hotline).
DCS History Request – A
request made by law enforcement (or other entitled entity) and there is
no case or a case is closed, and no report pending disposition for
assignment. If a family has an open case or report pending disposition
for assignment, then a Status Communication is entered, so that the
assigned DCS Specialist knows that law enforcement (or other authorized
persons) inquired about a family.
Data Correction - A
communication entered in error that must be corrected. No communication
may be completely deleted from CHILDS; therefore the Hotline uses Data
Correction when uncorrectable errors are made. Examples are as follows:
- Correct narrative errors as once a communication is dispositioned, the narrative may not be edited;
- Delete a communication - two communications have been started for the same information, and one needs to be deleted; or
- A correction when the wrong person is named as the source.
Hotline Communication -
Information received from a source that does not meet criteria for a DCS
report, AND there is no open case and/or no report pending disposition
for assignment.
Licensing Issue
- Information pertaining to DCS\DHS\DES licensed placement facilities
(including foster homes, group homes, DDD homes and shelter facilities).
Licensing Issues pertain to information that does not meet criteria for
a report.
Resources Provided - communication type used in the following situations:
- Law enforcement requests assistance from DCS staff, and there is not sufficient information to enter a DCS report or a Communication. (e.g., dispatch is calling for an officer out in the field); or
- Relatives are willing to be caretakers of a child if DCS should become involved with a family in the future; however, there is no open case or report pending disposition for assignment.
Unborn Concerns -
communication used when there are concerns for an unborn baby, and the
concerns will meet report criteria upon the baby being born. Examples
include:
- Allegation that the unborn child has been prenatally exposed to drugs or substances, and the exposure was not the result of medical treatment and administered by a health care professional, which may include clinical indicators in the prenatal period, history of substance use or abuse, medical history, or results of a toxicology or other laboratory test on the mother;
- Domestic violence that would place the baby in serious harm or impending danger; or
- Existing mental health issues that would place the baby in substantial risk of harm.
Information Received by DCS Employees
DCS employees outside of the
Hotline shall assist any person wishing to make a report of abuse or
neglect in contacting the Hotline via the phone number 1-888-SOS-CHILD
(1-888-767-2445), or if the person is a mandated reporter, the online
reporting service website https://dcs.az.gov/services/suspect-abuse-report-it-now.
The following forms are
available to provide more information about the Hotline:
Hotline-Information guide for mandated reporters and Hotline Brochure.
Chapter 1: Section 2Decision to Take a Report
Procedures
Report for Field Investigation
If a communication meets the criteria for a report for field investigation, the Intake Specialist shall:
- Inform the reporting source that a report is being taken and provide the reporting source with contact information for the field unit;
- Search the
Children's Information Library and Data Source (CHILDS) and the
Department’s Central Registry (CPSCR) databases to determine whether
there have been previous reports or communication on the family and the
status of prior cases. This search assists the Intake Specialist to
determine if:
- The information was previously reported and another communication type is appropriate;
- There is a pattern of concerning behavior outlined in communications that may be escalating and cumulatively would result in meeting the report criteria;
- When needed, search the Arizona Technical Eligibility Computer System (AZTECS) database to gather and/or confirm demographic information on household composition and members, including absent parent information, if available.
- Upon determination that DCS report criteria has been met and the response time has been determine, the Intake Specialist finalizes entry of the report in CHILDS and disposition to the appropriate DCS office.
Location or Identity of Child Victim, Child Victim's Family, or Perpetrator Unknown
When a communication meets all
other criteria of a report for investigation but the source does not
know the identity or location of the child, family, or perpetrator, or
states that the parent has fled with the child to avoid contact from the
police or the Department, the Intake Specialist takes the following
steps to gather information that will allow the Intake Specialist or DCS
Specialist to reasonably ascertain the identity or location of the
child, family, or perpetrator:
- Continue with the phone interview or follow-up with the reporting source who submitted an online report, to obtain all pertinent information regarding the maltreatment of the child;
- Discuss different ways to locate the family;
- Explore whether
the reporting source can describe where the child/family might be
located, or if there are other options to locate the child/family. This
includes, but is not limited to:
- Directions to a home or area, if enough details are provided (e.g., description of the home, cross streets, etc.)
- Apartment or hotel name
- Non-custodial parent's home
- Any location where the child or parent is currently located (e.g., home of relative or friend, hospital, police station, juvenile detention center, etc.)
- Parent's place of employment
- A place a child can be found consistently (e.g., karate class, church, other enrichment class, etc.)
- Parent’s jail address (if parent is currently in jail)
- Consider a collateral contact to a professional mandated reporter; see Guide to Collateral Contact for more information.
If the reporting source does
not have the above information, advise the reporting source to call the
Hotline if it becomes available.
The Intake Specialist
researches CHILDS and AZTECS to locate the child/family and assigns the
report when the victim, the victim’s family or the perpetrator can be
identified.
If none of the above
information can lead to the identity or location of the victim, victim's
family, or perpetrator, then report criteria is not met and the
information shall be documented as a Hotline Communication.
Non-Reports
If a communication does not meet the criteria of a report for investigation, the Intake Specialist:
- Informs the reporting source that the information provided did not meet report criteria and further research/review will take place to determine if there is any action the Department can take. If no action can be taken the information will be retained for future reference.
- Refers the reporting source, when applicable, to a community resource that may address his or her concerns;
- Directs the reporting source to notify law enforcement when information provided warrants police involvement and, in addition, cross reports the information to law enforcement; and
- Searches CHILDS,
CPSCR, and AZTECS databases to determine whether there have been
previous reports or communications on the family and the status of prior
cases. This assists the Intake Specialist to determine if:
- The information was previously reported, closed, and the new information affects child safety or previous findings;
- There is a pattern of concerning behavior outlined in previous communications that may be escalating and cumulatively would result in meeting the report criteria; and
- The information in the report was previously investigated and closed, however the investigation resulted in an “unable to locate.”
-
Upon determination that DCS report criteria has not been met, the Intake Specialist immediately finalizes entry of the appropriate communication type in CHILDS.
At
least weekly, a Child Abuse Hotline supervisor or designee shall review
communications concerning abuse or neglect of a child that did not meet
report criteria to verify that the communication was properly
classified.
Non-Reports, Action Needed
If a communication does not meet the criteria of a report for investigation, but action is required, the Intake Specialist:
- Documents the information and notifies the Child's Safety Specialist of concerns regarding a child in the care, custody, or control of the Department and placed in out-of-home care with a licensed or unlicensed caregiver. When applicable, provide s the information to the Office of Licensing and Regulations (OLR);
- Documents the information and cross reports to the Department of Economic Security (DES), Division of Developmental Disabilities (DDD) or the Department of Health Services (DHS) when a child is not in the care, custody, or control of the Department, however, is in a facility licensed by the DHS or DDD;
- Contacts the child abuse reporting line in the appropriate jurisdiction where the child resides for concerns regarding a child living in another jurisdiction who may be at risk of abuse or neglect; or
- Directs the caller to notify law enforcement when a felony criminal offense has been committed involving child abuse or neglect by a person other than a parent, guardian, custodian, or an adult member of the child’s household without the knowledge of the parent, guardian, or custodian.
For more information, see Cross Reporting.
Effective Date: August 6, 2016
Revision History: November 30, 2012, September 13, 2013, February 4, 2015
Effective Date: August 6, 2016
Revision History: November 30, 2012, March 18, 2013, July, 1, 2013, September 30, 2013, February 4, 2015, January 6, 2016
Chapter 1: Section 3Prioritizing Reports and Communication Reviews
Procedures
Child Safety Decision and Risk Assessment
The Intake Specialist gathers
and assesses information from the reporting source to determine the
prioritization of reports. The Intake Specialist uses the standardized Hotline Report Decision tool to assist in determining the appropriate priority of each report.
Criminal Conduct Screening Tool
The Intake Specialist uses the standardized Criminal Conduct Hotline Screening Guide to assist in determining whether criminal conduct exists.
Tracking Characteristics
Tracking
Characteristics are family conditions or special circumstances that may
contribute to the abuse or neglect of a child. Not all reports or
communications have a tracking characteristic, but for those that do,
the Intake Specialist writes a narrative to support the specific
tracking characteristic selected. A tracking characteristic can be
assigned to a report after an investigation has determined the criteria
is met, this is done through the After Investigation Findings window.
The Intake Specialist or DCS
Specialist assigns one of the following Tracking Characteristics to a
report or communication based on the criteria below:
Court Ordered Pick-up (CT ORD PKU C or A)
Used for DCS reports and Action Requests when a Judge, Commissioner or Hearing Officer has ordered DCS to pick-up a child and:
- The court orders that the child remain in DCS Custody; and/or
- The child is ordered not to return home; and/or
- The court order contains allegations that meet report criteria.
When there are no allegations of abuse or neglect documented in the order, an Action Request is entered.
Child in Care (CHILD IN CARE C or A)
Used when the child victim in a DCS report or Action Request meets the following criteria:
- Is placed out of home by DCS under a Voluntary Placement Agreement;
- Is a ward of the court in an open DCS case and may be placed in a foster home, shelter or other placement by DCS; or
- Is part of an in-home dependency (Children who are wards of the court and in DCS custody reside in their own home).
Court Ordered Investigation (CT ORD INV C or A)
Used for DCS reports and Action
Requests when a Judge, Commissioner or Hearing Officer has ordered DCS
to investigate possible abuse or neglect of a child who may be involved
with the court in another type of hearing, such as a delinquency or
family court matter.
When used in a DCS report, a minute entry must be received with information that meets report criteria or listed allegations.
If no allegations are listed, an Action Request is entered.
Criminal Conduct (CRIMINAL CONDUC)
Applies to DCS reports and
serves as an alert to the DCS Specialist and Child Welfare Investigator
of the need to coordinate with Law Enforcement. See Investigations
Involving the Office of Child Welfare Investigations (OCWI).
Domestic Violence (DOM VIOLENCE-C)
Assigned to DCS reports when:
- Children are present in the home (not just in the room) during a domestic violence incident; and/or
- Domestic violence contributes to the reported abuse or neglect.
Drowning
Assigned to a DCS report when
there is indication that a caretaker did not practice adequate
supervision causing the child to drown or nearly drown, and the child is
in serious or critical condition, or if a caretaker purposely drown or
attempted to drown a child.
False Report (FALSE REPORT)
Only used by the DCS Specialist
as an after-investigation finding. Intake Specialists do not assign
this tracking characteristic to DCS reports. For more information see
Substantiating Maltreatment.
Historical
Assigned to a DCS Report when
the suspected abuse or neglect occurred more than three years before the
communication to the hotline.
Near Fatality (NEAR FATLITY)
Assign to DCS reports when it
is believed that the injury is most consistent with a non-accidental
injury, and the child is in serious or critical condition because of the
injury. If this tracking characteristic is assigned to a DCS report,
the Hotline sends a notification to DCS administration.
Entered when a private dependency petition (PDP) is filed by a private party or their legal counsel and the Department may be:
- Joined as “a party to the petition” by the Juvenile Court; and/or
- Instructed to investigate the circumstances of the petition.
Request for Assessment (REQ FOR ASSESSM)
The Intake Specialist screens
in out-of-state courtesy assessments only with the approval of an Intake
Supervisor and enters as an Action Request. Courtesy assessments may be
received from other state child welfare agencies and:
- Are usually for a safety assessment of the home of a non-custodial parent or relative who lives in Arizona in order to allow a visit by the child who may be a court ward in the requesting state; or
- May include a request that DCS interview an alleged victim child on behalf of the out-of-state child welfare agency.
This
is not used when a home study is being requested for a child to be
placed (live with) a non-custodial parent or relative in Arizona.
Placement of court wards from another state must go through the
Interstate Compact on Placement of Children (ICPC).
Runaway Other State (RUNAWAY OTHR ST)
Used for Action Requests when a
child has runaway from another state or a courtesy ICPC placement due
to disruption in Arizona. This applies when a child has run away from
another state and is need of a placement until the parent or guardian is
able to make arrangements to pick-up the child. It also applies to
children who are wards of the court in another state and who disrupt
from ICPC placement in Arizona; thus, he/she is in need of shelter until
the child’s state of residency is able to retrieve the child from
Arizona.
Safe Haven Newborn (SAFE HAVEN NEWB)
Assigned when a newborn child,
age 72 hours or younger, is left by the parent or the parent's agent at a
Safe Haven, and there are allegations that meet report criteria. See
Safe Haven Newborn Infant.
Safe Haven Non-Report (SAF HAVN NONRPT)
Assigned with a communication
when there are no allegations and a licensed private adoption agency has
the ability and desire to take custody of the infant within 48 hours of
completion of a physical examination. See Safe Haven Newborn Infant.
Assigned when the allegation contains information that a child was a victim of sex trafficking; sex trafficking means the recruiting, harboring, transporting, providing, obtaining, patronizing, or soliciting of a person for a commercial sex act.
Substance Exposed Newborn (SUB EXP NEWBORN)
Used when information indicates
the mother prenatally exposed her child to a drug or substance that was
not the result of a medical treatment administered to the mother or the
newborn infant by a health professional. This is based on any of the
following:
- Clinical indicators in the prenatal period including maternal or the newborn presentation (e.g., newborn complications, withdrawal symptoms, etc.);
- Information regarding history of substance use or abuse by the mother during pregnancy;
- Admission by the mother or another person reports the use of drugs, non-prescribed controlled substances, or extensive use of alcohol by the mother during pregnancy;
- Medical history of the mother, which may include positive toxicology screens during the mother’s prenatal visits or the mother received treatment during pregnancy for alcohol or substance abuse;
- Positive toxicology or other laboratory test on the mother or the newborn at the time of birth; or
- An infant under the age of one who is exhibiting symptoms that is consistent with Fetal Alcohol Syndrome or Fetal Alcohol Effects.
Used with clear indicators that
the substance abuse (prescribed and non-prescribed) contributes to the
maltreatment of the child. This tracking characteristic is not used for
substance exposed newborn (SEN) reports.
Used for either a DCS report or
Action Request. This tracking characteristic is used for DCS report
when all of the following criteria are met:
- The current permanent guardian is no longer willing or able to care for the child;
- The child is without an appropriate caretaker (report criteria is met); and
- The original permanent guardianship was filed through DCS.
For Action Requests, this tracking characteristics applies when the information provided does not meet report criteria.
Unknown Unknown
Assigned to a hotline
communication when the only reason the report is not being taken is
because the identity and location of the child victim, the child
victim’s family or the alleged perpetrator cannot be reasonably
ascertained.
Unsafe Sleep
Assigned to a DCS report where
there is an indication that a caretaker did not place a child on his/her
back, in a crib, or there is an indication that the caretaker slept
with the child causing the child's death, near death, or other serious
injury.
None (NONE)
Used when none of the tracking characteristic requirements are met.
Notification to DCS and OCWI
Intake Specialists assess
whether or not any situation needs immediate response by DCS or OCWI.
Situations requiring an immediate response include, but are not limited
to the following:
- All DCS reports with a response time 1;
- DCS reports with a response time 2 on Friday evenings and Saturdays;
- Action Requests that require immediate attention;
- Emergency needs
of a child in the care, custody, and control of the Department via court
order or a Voluntary Placement Agreement. For example:
- Emergency hospital admission for medical or psychological treatment;
- Disrupted placement;
- Visitation issues; or
- Any situation concerning the health or welfare of a child in DCS custody;
- Requests from a foster parent, caretaker, or service provider regarding a child in custody;
- Parental requests for contact with a DCS representative;
- Information received on any open DCS case, which may be significant to an investigation or case, and the DCS Specialist may need to know prior to the next regular business day;
- Requests from Law Enforcement for assistance such as:
- Requests for immediate DCS assistance on a DCS report, regardless of response time; or
- Requests for immediate DCS assistance with no DCS report. The Intake Supervisor notifies the DCS Staff of the request for DCS assistance emphasizing that a DCS report was not taken and inform them to immediately call the Hotline back if child abuse or neglect allegations come to their attention.
- Communications involving endangered missing children. Law enforcement may contact the Hotline to report that a child identified as an Endangered Missing Person by DCS has been located and an immediate response from DCS is needed. These may or may not be a report depending on the circumstances surrounding the family conditions.
After-Hours Notification Schedules
DCS
and the OCWI office hours are defined as 8:00 a.m. to 5:00 p.m., Monday
through Friday. In order for the Department to meet mandated response to
situations where children are in present danger, a system of
after-hours procedures and staff are maintained throughout the state.
All information received by the Hotline during after-hours which may
require a response from DCS and the OCWI staff, prior to the next
regular working day, is referred to DCS and the OCWI after-hours staff.
DCS Reports for Child Placement Assistance Only
There are instances when a DCS
report is taken from law enforcement solely for the purpose of providing
shelter for a child due to a parent’s absence or arrest. These DCS
reports may be changed to communications if all of the following
circumstances are met:
- DCS staff learn that the parent or a caretaker is available when the reporting source is called back;
- There are no other allegations of abuse or neglect by the parent or caretaker; and
- The DCS staff has not made contact with the family.
Communication Review
The Hotline conducts a review
process so communications are reviewed for accuracy. DCS Supervisors,
DCS management staff, Office of Licensing and Regulation (OLR) staff, or
the Office of Child Welfare Investigations (OCWI) Manager may request a
Communication Review of any communication type or assigned response
time or tracking characteristic of a DCS report, prior to disposition
for investigation.
To initiate a Communication Review
The following communication types may be processed via telephone request:
- DCS reports with a Present Danger Response Time 1: The person making the request must describe the reasons for the needed change. Such changes can include the report being changed to a different communication type; adjustments to the maltreatment type; a change to a lower response time; or adjustments to the tracking characteristics.
- The Intake Supervisor reviews the request. If agreed upon, Present Danger Response Time 1 reports may be changed to another communication type or another response time or category with no further documentation by the requestor. If agreement is not reached the requestor may request a second opinion from an Intake Manager.
- Action Request Communications: The Intake Supervisor may review and complete this request when the Court orders DCS to take custody of a child and there is no allegation of abuse or neglect, or the parent could not be located. If allegations of abuse or neglect become known, or the parent refuses to take custody of the child after the initial contact, an Action Request can be changed to a DCS Report.
All other communication types
can be processed by completing the Communication Review form. The
requester completes the heading and the "Request for First Level Review"
section, documents what changes is being requested and reason(s)
supporting the request, and sends the form to the email address: Hotline QA noting, “QA Request – (Report or Caretaker’s Name)” on the subject line.
Review
Intake staff reviews the
request and prior history on the family, if applicable, an assessment is
conducted and recommendations provided regarding the request, Monday
through Friday, 8:00 a.m. – 5:00 p.m. Intake staff sends the response
via email to the requestor and copies the Intake Managers and the Intake
Supervisor of the Intake Specialist who input the communication. If
changes are recommended, Intake staff will make the appropriate changes
and notify the requestor when completed.
Effective Date: July 25th, 2017
Revision
History: November 30, 2012, March 18, 2013, July, 1, 2013, September 30,
2013, February 4, 2015, March 13, 2016, August 6, 2016
Chapter 1: Section 4Cross Reporting
Policy
Procedures
Cross Reporting to Other State Child Welfare Agencies
When
The Hotline determines that the information received does not meet
criteria for a DCS report, but that a child living in another
jurisdiction may be at risk of abuse or neglect, the Intake Specialist:
- Cross reports to the Child Welfare agency in the other jurisdiction for an investigation to proceed;
- Provides all available information regarding the possible abuse or neglect; and
- Enters as a communication including a notation in the narrative as to who the Intake Specialist reported the information to.
Cross Reporting to Law Enforcement
When information received by
the Hotline does not meet criteria for a DCS report, but there is reason
to believe a felony criminal offense of abuse or neglect against a
child may have occurred, the Intake Specialist:
- Informs the reporting source of the need to cross report and encourages the source to call law enforcement;
- Contacts the law enforcement agency where the crime took place, providing the information and a copy of the written communication if requested by law enforcement; and
- Enters as a communication, which includes the law enforcement agency contacted with the incident or police report number provided.
The Intake Specialist documents all the information in a Communication, including the following information, if available, within the narrative:
- Child’s full name, age or date of birth, and how to locate;
- Parent/ caretaker’s full name, address, phone, and other pertinent information to locate;
- Identity of the perpetrator, relationship to the child, and how to locate;
- Specifics of the alleged criminal activity;
- When the criminal activity took place (or estimated time frame); and
- Where the criminal activity occurred. This is critical to determine law enforcement jurisdiction. If out of state, identify the law enforcement entity, if possible.
Cross-Reporting to Arizona Adult Protective Services
If the Intake Specialist
determines that information received by The Hotline concerns abuse or
neglect of a person over the age of 18 living within the State of
Arizona, the Intake Specialist:
- Suggests that the reporting source notify the Department of Economic Security (DES)’s Adult Protective Services (APS); and
- Cross reports the information to DES/Adult Protective Services and enters the information as a communication.
DCS Office of Licensing and Regulation
Information not meeting report
criteria involving children in the care, custody or control of the
Department who are placed in a DCS licensed home or facility is to be
documented and cross reported by the Intake Specialist to the Office of
Licensing and Regulations.
DES Certified Child Care Homes and Licensed Facilities
Information received about a
child placed in a facility licensed by DES, that does not meet the
report criteria, and does not involved children in the care, custody or
control of the Department, is documented as a communication and cross
reported to DES.
DHS Licensed Child Care Homes/Facilities and Locked Behavioral Health Facilities
The Department of Health
Services (DHS), Child Care Licensing Division licenses individuals and
facilities to provide child care while the DHS Behavioral Health
Licensing Division licenses locked facilities. Information received
about a child receiving child care services from or placed in a facility
licensed by DHS, which does not meet the report criteria, and does not
involve children in the care, custody or control of the Department, is
documented as a communication and cross reported to DHS.
Chapter 1: Section 5Safe Haven for Newborn Infants
Policy
|
Procedures
Definitions and Criteria for Safe Haven Newborn
An Agent is someone who delivers the child to a Safe Haven provider on behalf of the parent.
A Safe Haven provider means any of the following:
- Staff member or volunteer at a licensed private child welfare agency or licensed adoption agency or church that posts a public notice;
- Firefighter on duty;
- Emergency medical technician (EMT) on duty; and
- Medical staff member at a health care institution (e.g., a hospital).
A
parent or agent of a parent who leaves a newborn infant with a Safe
Haven provider may remain anonymous, and the Safe Haven provider is not
required to ask the parent or agent any questions. The Safe Haven
provider immediately calls the Hotline upon receiving a newborn infant
from a parent or an agent of a parent. The Intake Specialist determines
if the information provided meets the statutory definition of a Save
Haven newborn.
The Intake Specialist enters as a Hotline communication the following criteria for a Safe Haven newborn infant:
- Infant is 72 hours old or younger or that the date of birth is unknown but the source believes the child is 72 hours old or younger; and
- Infant delivered by the parent or agent of the parent to a Safe Haven provider.
The following situations do not
fall within the Safe Haven for Newborn Infants statutory provisions and
are taken as a DCS report:
- Mother gives birth in a hospital and decides she does not want to take the infant home.
- Infants born in a hospital and subsequently left by a mother who does not return by the time the infant is ready for discharge are not considered a Safe Haven newborn because the mother did not voluntarily deliver the child to a Safe Haven provider.
In the above situations, the
Intake Specialists requests the name, date of birth, and other
identifying information about the mother, child, and alleged father from
the source as required by the mandated reporting statute.
Required Physical Examination of Newborn Infant
All Safe Haven newborn infants
must be examined at a hospital. If the reporting source is not a
hospital, the Intake Specialist advises the reporting source to
immediately transport or arrange for the infant to be transported to a
hospital for a physical examination. If the reporting source is a
hospital, the Intake Specialist confirms that an exam will be conducted.
Confirmation of Safe Haven Newborn Infant
The Intake Supervisor or
manager confirms that the infant qualifies as a Safe Haven newborn
infant and takes the following action:
- If the Safe Haven provider is a licensed private adoption agency or is affiliated with a licensed adoption agency that has the ability and desire to take custody of the infant, confirm that the agency is a licensed private adoption agency.
- If the licensing agency does not have the ability and desire to take custody of the infant and place the infant for adoption or the Safe Haven Provider is not affiliated with a licensing agency, immediately contact the next agency on the rotating list of licensed, private adoption agencies maintained by the Hotline and the Department’s Safe Haven Liaison. The Hotline must make this contact within eight (8) hours of notification of the original call about the Safe Haven infant.
- Inform the private adoption agency that the agency is next on the rotating list and confirm that the agency will take custody of the infant within 24 hours from the time of the completion of the physical examination.
- If the private adoption agency is not able and willing to take custody of the infant, contact the next agency on the rotating list until a licensed private adoption agency is located that is able and willing to take custody of the infant.
- If the first agency is able and willing to take custody of the infant, provide the name, address and phone number of the hospital where the child is located. Ask the agency to contact the Hotline when the agency takes custody of the infant.
- Contact the hospital and provide the agency name, contact name, and address and phone number of the agency that will take custody of the infant.
Confirmation of Custody Taken
Hotline management confirms
that the licensed private adoption agency took custody of the infant
within 24 hours from the time of the completion of the physical
examination by reviewing the documentation of the follow-up telephone
call from the agency. If no telephone call was received, Hotline
management calls the agency to confirm they took custody of the infant.
If the adoption agency is unable to take custody, the Hotline management
will take steps to see if the next licensed, private adoption agency on
the rotating list is able to take custody of the child. If no adoption
agency takes custody of the infant within 48 hours after the completion
of the physical examination, the original Hotline communication will be
changed to a DCS report.
Documentation
Document all information received into CHILDS.
Indicate at the start of the
first paragraph of the Hotline communication narrative that this is a
Safe Haven Newborn communication.
Effective Date: February 4, 2015
Revision History:
https://extranet.azdcs.gov/DCSPolicy/
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