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340:75-3-6. Intake process for reports of child abuse or neglect

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Revised 5-11-06

(a) CPS intake. Child Protective Services(CPS) intake provides a mechanism for receiving, assessing, and assigning reports of child abuse, neglect, or both, for investigation or assessment. CPS intake includes all activities and functions that lead to a decision regarding whether the report is appropriate for intervention by Child Welfare (CW). Assessment of risk begins at intake and continues until case closure. • 1

(b) Methods of reporting. Section 7103 of Title 10 of the Oklahoma Statutes (10 O.S. § 7103) mandates that reports of suspected abuse or neglect are made to Oklahoma Department of Human Services (OKDHS). CW is responsible for receiving and documenting all reports of suspected child abuse and neglect by the person responsible for the child (PRFC).

(1) Reports are made by any person, including OKDHS employees, and received by phone, in writing, or in person.
(2) An investigation or assessment may be initiated by CW on the basis of media reports, personal observations or reviews conducted by CW staff, or other situations when a person believes a child is at risk.
(3) Reports are made to and received by CW in the local county office during regular business hours or any time to the statewide toll-free child abuse hotline, 1-800-522-3511.

(c) Interviewing the reporter. The process of interviewing the person reporting suspected abuse or neglect is critical to the protection of children. • 2

(d) Documenting the report. The report is immediately documented on Form CWS KIDS-1 (new form number 04KI001E), Referral Information Report. • 3

(e) Background information. Gathering background information begins immediately upon receipt of a report of abuse or neglect. • 4

(f) Assignment of reports.

(1) The CW supervisor or designee immediately assigns each report accepted for investigation or assessment.
(2) All accepted reports are assigned the same day the report is received unless there is a:
- (A) Priority I report with insufficient information to locate the child or family. Attempts to obtain the location are made the same day; and
- (B) potential Priority II report where clarifying information is needed to determine acceptance.
  - (i) Attempts to obtain the information and assign are made the same day, but no later than three calendar days from the date and time the report is received.
  - (ii) When the location or clarifying information is obtained, the report is immediately assigned for investigation or assessment.
(3) All investigative and assessment time frames begin from the date and time the report is received. • 5

(g) Protective service alerts. When a report is received indicating a child was at risk of harm and may continue to be at risk and the child is not located by another county or state, a protective service alert may be issued. The protective service alert is a signal that an investigation or assessment is necessary upon locating the child or family. • 6

(h) Emergency response. CW staff is available to respond to emergency child abuse or neglect reports 24 hours a day, seven days a week. An emergency exists when there is reason to believe the child is at imminent risk of serious harm.

INSTRUCTIONS TO STAFF 340:75-3-6

Revised 6-1-08

1.  (a) Four purposes of Child Protective Services (CPS) intake are to:

(1) assist and guide the reporter in providing information regarding alleged child abuse, neglect, or both;

(2) interpret what child abuse and neglect is to the reporter;

(3) identify possible child abuse, neglect, or both; and

(4) gather sufficient information to make necessary decisions.

(b) At CPS intake, decisions are made in response to questions in (1) and (2).

(1) Does the report meet Oklahoma Department of Human Services (OKDHS) guidelines for child abuse, neglect, or risk?

(2) How urgent is the report?

2.   Interviewing the reporter.

(a) Assisting the reporter. The Child Welfare (CW) worker assists the reporter by:

(1) responding to the fears and concerns of the reporter; and

(2) discussing confidentiality.

(A) It is contrary to state and federal laws and OKDHS policy for the identity of the reporter or other information contained in the child abuse or neglect case record to be disclosed to any unauthorized person without a court order.

(B) The reporter is advised of the court process and that in some cases persons who have relevant information are needed in court to testify regarding the child's need for protection. Depending on practices of local court systems, court reports and other documents may be included in the court's case record.

(C) When a report of abuse or neglect is made about someone other than the person responsible for the child (PRFC), the reporter is advised that the reported information is shared with law enforcement and, if law enforcement requests, the identity of the reporter is provided;

(3) explaining the importance of reporting;

(4) explaining the role of CPS;

(5) explaining what information may be disclosed, at the completion of an investigation or assessment per OAC 340:75-3-13, to the reporter who identifies himself or herself; and

(6) providing the reporter with the KIDS referral number.

(b) Gathering information. The focus of the interview with the reporter is to obtain information that relates to harm or risk of harm of the child.

(1) Information obtained focuses on:

(A) the alleged abuse or neglect;

(B) each child in the home;

(C) PRFC(s); and

(D) family functioning.

(2) The decision regarding acceptance of the report for investigation or assessment and the urgency of the response required is made solely on information obtained during the interview with the reporter.

(3) The appropriate CPS response is based on the information provided.

3.   Documenting the report.

(a) Report taken by clerical staff. Documenting a report of child abuse or neglect is the responsibility of the CW worker or supervisor. When neither are available, clerical support staff may take a report.

(1) Clerical support staff:

(A) contacts the CW supervisor or acting supervisor immediately to verbally relay the information received so that Priority I reports are responded to appropriately, per OAC 340:75-3-7.1;

(B) documents the reason the initial information was taken by clerical support staff and the contact with the CW supervisor or acting supervisor in the Additional Information section of Form 04KI001E, Referral Information Report; and

(C) sends the report to the appropriate KIDS Inbox without a recommendation of a priority or screen out.

(2) The CW worker or supervisor reviewing the report taken by clerical staff:

(A) ensures the referral is complete; and

(B) if incomplete, completes the referral. The name of the CW worker or supervisor reviewing and sending the report for final approval and assignment or screen out is documented on Form 04KI001E.

(b) Diligent documentation. The CW worker makes diligent efforts to obtain and document:

(1) the reporter's name, address, and phone number;

(2) the relationship of the reporter to the child and family and how well the reporter knows them;

(3) whether the reporter knows of previous abuse or neglect;

(4) the reason for reporting;

(5) the reporter's source of information, such as personal knowledge or other sources;

(6) the names of any collaterals;

(7) the family's response, if the reporter has shared the concern with them;

(8) the identity and location of the child and PRFC;

(9) whether the reporter knows of any unsafe conditions in the home, such as:

(A) loaded firearms or other weapons;

(B) persons who are volatile or mentally ill; and

(C) use and types of illegal substances or any known manufacturing, distribution, or both, of illegal substances;

(10) the seriousness of the situation and the urgency of response; and

(11) the family's primary language.

4.   Background information.

(a) Procedures. If information in the initial report is not sufficient, gathering of background information continues throughout the investigation or assessment until additional information is obtained.

(1) Background information includes whether the child and family are:

(A) known to OKDHS and CPS;

(B) currently receiving OKDHS or CW services;

(C) known to another state's CPS; or

(D) known to law enforcement due to reports of domestic violence, significant substance abuse, or sexual abuse.

(2) The CW worker gathers background information by:

(A) checking the Child Abuse and Neglect Information System for protective services alerts or previous CW reports. The Information Management System (IMS), including X-mail for an address search, and KIDS are reviewed for every person included in the report;

(B) reviewing the history of OKDHS services received. All OKDHS records are checked, including medical services history, Family Support Services Division and Child Support Enforcement Division services, OKDHS adoption, resource, and pre-resource records and, if applicable, Juvenile Justice Information System (JOLTS). If any CW case record is unavailable due to storage in Children and Family Services Division (CFSD) Adoption Services Section, restricted status on KIDS, or storage in archives, CFSD CPS Section is contacted for assistance in obtaining any necessary case information;

(C) contacting any collateral that may have pertinent information to assist in making priority decisions;

(D) obtaining the name of any current OKDHS worker involved with the family. Contact with the current OKDHS worker is initiated, when possible, prior to the first contact with the child and family;

(E) contacting any county that has had CW contact with the family to determine the nature of the contact and to request the case records;

(F) contacting CPS in another state upon receipt of information that the family may have had CPS involvement in that state, including:

(I) making a verbal request for records;

(II) following up with a written request for the records; and

(III) scanning the records into the KK case File Cabinet upon receipt. If the volume makes scanning difficult, document in KIDS contact that the records are located in the case paper file;

(G) contacting law enforcement and obtaining any police records when the report alleges domestic violence, significant substance abuse, or sexual abuse; and

(H) screening the report to determine whether it is assigned using criteria, per OAC 340:75‑3‑7 Instructions to Staff (ITS).

(b) Exceptions. A check for OKDHS records and background information on the family is completed, prior to initiating the investigation or assessment, unless:

(1) an urgent response is required and there is no time to check prior to responding to the report; or

(2) the report was received after office hours and it is not possible to access KIDS or IMS.

(c) Unable to locate finding. Any allegations previously made that resulted in a finding of unable to locate are documented on Form 04KI001E and assigned for investigation or assessment per OAC 340:75-3-8.6 ITS.

5.   (a) After initial assignment, the report may be reassigned if the CW supervisor determines that the needs of CW staff warrant adjustment. Reassignment of reports is kept to a minimum.

(b) Multiple reports may indicate that previous investigations did not reveal all relevant information or that the family's problems are escalating. Even if the previous reports were accurately assessed, it is critical to review all available information, since multiple reports may be an indicator that a child is at greater risk of abuse or neglect.

(1) When there are previous reports concerning the same child and family in the same county, the report is assigned to the CW worker who last conducted an investigation or assessment concerning the child and family, when possible. This only applies when the worker remains in the same county.

(2) When records indicate that there have been more than three previous reports on a family, the CW worker and supervisor:

(A) discuss all previous reports along with information gained from the entire case record and whether there is a pattern of behavior in the family or if more information is needed to determine whether there are significant problems in the family; and

(B) document the date of the staffing and the results of the staffing in the referral, investigation, or assessment KIDS Contacts screen.

6.   Protective service alerts.

(1) Protective service alerts are entered in KIDS by CPS Section staff.

(2) A KIDS case is opened with a case type of Protective Service Alert and a brief description of the circumstances entered in KIDS Contacts screen.

(3) IMS reflects the protective service alert with the CPSA designation and KK number.

(4) When the county CW office conducts a records check and finds a designated CPSA, the county office staff contacts CPS Section immediately for additional information.

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