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340:75-3-13. Completion of the Child Protective Services investigation or assessment process

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Revised 6-1-08

(a) Determination of other services. Prior to completing a CPS investigation or assessment, the CW worker determines that all safety and service needs have been identified for the child and family as per levels of services protocol in OAC 340:75‑4‑12.1 Instructions to Staff.

(b) Closure with the PRFC or family.

(1) Following completion of the investigation, the Child Welfare (CW) worker notifies each person responsible for the child (PRFC) of any findings pertaining to the PRFC. The CW worker:
- (A) mails Form 04KI019E, Notification Concerning Finding(s) of Child Abuse/Neglect, to each PRFC. When the finding is confirmed - services recommended or confirmed - court intervention requested, OAC 340:75-1-12.2 applies;
- (B) verbally notifies the PRFC when there are findings; and
- (C) for in-home investigations, mails each PRFC Form 04KI019E pertaining to the other PRFC(s). Refer to OAC 340:75-3-8.1 and 340:75-3-8.2 for out‑of‑home investigative findings and notification to other PRFCs.
(2) Following completion of the assessment, the CW worker notifies each PRFC of the conclusion. The CW worker:
- (A) mails each PRFC Form 04KI021E or 04KI022E, Notification Regarding Assessment; and
- (B) verbally notifies each PRFC of the conclusion.
(3) The CW worker assists with any needed referrals for continued services from Oklahoma Department of Human Services (OKDHS) or another agency.
(4) Closure with the PRFC(s) or family may be circumvented when there is reason to believe that it may place the child or CW worker in danger or when the PRFC(s) cannot be located.

(c) Disclosure of the investigative findings or assessment conclusion to a reporting party. Per Section 7109 of Title 10 of the Oklahoma Statutes, certain information may be provided to reporting parties within the guidelines described in (1) through (3) of this subsection.

(1) Hospital medical staff or physicians, including medical doctors, dentists, osteopathic physicians, residents, and interns, who report physical or sexual abuse may be provided information regarding the findings and any other information that may be necessary for the child's medical treatment.
(2) When school personnel report serious physical abuse or sexual abuse that is later confirmed, a summary of the circumstances of the incident may be sent to the school principal using Form 04CP005E, Notification to School Concerning Child Abuse Report. Form 04CP005E includes a brief description of the circumstances of the sexual abuse or serious physical abuse, the names of the parent(s) or PRFC(s), and the OKDHS employee who serves as contact person for the case. School personnel have the right to review other applicable CW case record information, per OAC 340:75-1-44.
(3) All other reporters who inquire may be told the finding of the investigation or that the assessment has been concluded. The reporter is told that:
- (A) investigation or assessment specifics are not disclosed;
- (B) the investigation or assessment has been completed;
- (C) a report of any investigative findings has been forwarded to the district attorney's office in accordance with Oklahoma Statutes; and
- (D) a completed investigation or assessment does not preclude future investigations or assessments if new allegations of child abuse or neglect are reported.

(d) Time frames for completion of investigations or assessments.

(1) All investigative or assessment interviews or observations with the child victim(s) is accomplished through actual contact within the specified initiation time frame as per OAC 340:75-3-7.1 and the resulting documentation is entered in the appropriate KIDS system screens within five working days or less.
(2) All investigative or assessment interviews or observations with siblings, PRFC(s), and collaterals are accomplished through actual contact within 30 calendar days or less from the date the report is received and the resulting documentation is also entered in the appropriate KIDS system screens within 30 calendar days or less.
(3) All remaining interviews that have not been documented and any other pertinent information or paperwork is documented in the appropriate KIDS screens within 60 calendar days of the date the report is received. • 1

INSTRUCTIONS TO STAFF 340:75-3-13

Revised 6-1-08

1. (a) Extension of investigation or assessment and paperwork time frames. If there are factors that prevent the completion and documentation of the investigation or assessment within the designated time frames in OAC 340:75‑3-13.3(d), the Child Welfare (CW) supervisor may extend the time frame for completion of the investigation, assessment, or paperwork for a specified time period not to exceed an additional 30 calendar days. If the investigation, assessment, or paperwork cannot be completed by the additional 30-day time frame, a subsequent request for extension must be approved by the next higher supervisory authority, and may not exceed an additional 30 calendar days.

(1) The exceptions to the time frames in OAC 340:75-3-13.3(d)(1) and (2) are foster and trial adoptive home reports, child death reports, and reports pertaining to children in an open permanency planning or family‑centered services case.

(2) Foster and trial adoptive home investigative or assessment interviews with the child victim(s) and person(s) responsible for the child (PRFC(s)) are completed and documented within ten working days or less of the date the report is received. Refer to OAC 340:75-3-8.1 for extension procedures.

(3) The paperwork and investigation of child deaths may not be completed until the Medical Examiner's Report of Autopsy is received, which may take up to nine months.

(A) When surviving siblings require immediate protection, paperwork regarding their safety must be completed per time frames in OAC 340:75-3-11.

(B) The paperwork regarding the deceased child is completed within 30 calendar days of receipt of the Medical Examiner's Report of Autopsy.

(4) Interviews with the child victim(s) and PRFC(s) in an open permanency planning or family-centered services case are completed and documented within ten working days or less of the date the report is received.

(b) Exceptions to policy requirements and time frames. If the excessive workload caused by a marked increase in abuse or neglect reports or CW staff vacancies results in any requirements and time frames, per OAC 340:75-3, not being met for more than 60 calendar days, the CW supervisor notifies the county director in writing requesting an exception.

(1) The CW supervisor details in writing to the county director the:

(A) total number of reports received for the 60 calendar day period;

(B) staff available to conduct investigations or assessments;

(C) special circumstances that led to the difficulty in meeting policy requirements and time frames; and

(D) specific policy requirements or time frames that cannot be met.

(2) The county director directs the request for policy exception to the area director.

(c) Examples of excessive workload. Examples of excessive workload situations include, but are not limited to:

(1) an assignment of more than 15 reports per CW worker per month that involves intensive intervention and investigation or assessment;

(2) a comprehensive caseload that exceeds more than 20 assignments per CW worker that requires both permanency planning and investigative responsibility;

(3) a supervisory vacancy of more than one month;

(4) a CW worker vacancy in a one worker county; and

(5) a CW worker vacancy of more than two months.

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