2.7 Contact with Media, Legislators, County Officials

Georgia State Seal

Georgia Division of Family and Children Services
Child Welfare Policy Manual

Chapter:

(2) Information Management

Policy Title:

Contact with Media, Legislators, County Officials

Policy Number:

2.7

Previous Policy Number(s):

2109.10; 2109.11

Effective Date:

April 2026

Manual Transmittal:

2026-01

​Codes/References

O.C.G.A. § 49-5-40 Definitions; Confidentiality of Records; Restricted Access to Records
O.C.G.A. § 49-5-41 Persons and Agencies Permitted Access to Records

​Requirements

The Division of Family and Children Services (DFCS) will:

  1. Protect the privacy of the children and families served, by preventing the unlawful disclosure of confidential information in accordance with federal and state laws (see policies 2.5 Information Management: Health Insurance Portability and Accountability Act (HIPAA) and 2.6 Information Management: Confidentiality/Safeguarding Information).

  2. Manage media requests in the following manner:

    1. Refrain from responding to any media entity to provide a comment or interview.

    2. Forward all media requests to the DHS Office of Communications at OCAnnounce@dhs.ga.gov for handling.

      Only the DHS Office of Communications is authorized to grant permission for media comments or interviews.

    3. Coordinate and obtain authorization for all planned events or other contact with the media from the DHS Office of Communications.

      Planned media events may include but are not limited to solicitation of advertising for DHS/DFCS events or DHS/DFCS-sponsored events.

  3. Refrain from reaching out to any media entity to request or respond to an interview or provide comments to any media entity.

  4. Forward all requests from legislators to the DHS Office of Governmental Affairs for handling.

    For direct contact information, refer to the Legislative Inquiry Protocol of the current year (published by the DHS Office of Communications).

  5. Notify the DHS Office of Communications at OCAnnounce@dhs.ga.gov and the DHS Office of Governmental Affairs of requests from county officials.

    This includes requests from other agencies, lobbyists, and advocates.

  6. Notify the Regional Director immediately of any requests from the media/planned events/contact with the media, legislators or county officials. The Regional Director will ensure the DHS Office of Communications/DHS Office of Governmental Affairs is notified of such requests.

​Procedures

​Media Requests

DFCS staff will:

  1. Obtain the following information when a media outlet requests an interview or comment:

    1. Name of requestor, title and organization

    2. Requestor email and/or telephone number

    3. Deadline (if applicable)

    4. The nature of the requested information

    Do not provide any information or confirm and/or deny any statements to the requestor.

  2. Immediately notify and provide the above information (listed in #1 a-d) to:

    1. The County Director, if the request is made to the county department.

    2. The Section Director, if the request is made to a state office staff.

The County/Section Director will immediately:

  1. Provide the information obtained from the requestor to:

    1. The Regional Director, if the request is made to the county department

    2. The Deputy Commissioner for Child Welfare, if the request is made to a state office staff.

  2. Notify the DHS Office of Communications at OCAnnounce@dhs.ga.gov of the media request and provide the following information:

    1. Name of the requestor, title, and organization

    2. Requestor email and/or telephone number

    3. Deadline (if applicable)

    4. The nature of the requested information

    5. A draft response, when requested by the DHS Office of Communications

​Planned Media Events or other Planned Media Contact

DFCS staff will:

  1. Inform the County Director/Section Director of the planned media event/contact to include the following:

    1. Name of the media contact, title, and organization, if known

    2. Email and/or telephone number for the media organization, if known

    3. Date of the planned event/contact

    4. The nature of the planned event/contact

The County/Section Director will:

  1. Inform the Regional Director (if the County Director) of the planned media event/contact.

  2. Forward the information regarding the planned media event/contact to the DHS Office of Communications at OCAnnounce@dhs.ga.gov for guidance, coordination, and/or authorization.

​Requests from the Legislators

DFCS staff will:

  1. Obtain the following information:

    1. Name and title of the requestor

    2. Requestor email and/or telephone number

    3. Deadline (if applicable)

    4. Nature of the requested information

    Do not provide any information or confirm and/or deny any statements to the requestor.

  2. Immediately notify:

    1. The County Director, if the request is made to the county department.

    2. The Section Director, if the request is made to a state office staff.

The County Director/Section Director will immediately:

  1. Inform the Regional Director (if the County Director) of the request.

  2. Forward the information obtained from the requestor to the DHS Office of Governmental Affairs for handling.

​Requests from County Officials

DFCS staff will:

  1. Obtain the following information:

    1. Name of the requestor, title, and organization

    2. Email or telephone number of the requestor

    3. Deadline (if applicable)

    4. Nature of the requested information

    Do not provide any information or confirm and/or deny any statements to the requester.

  2. Immediately notify the County Director of the request.

The County Director will:

  1. Inform the Regional Director of the request and obtain guidance regarding:

    1. Whether the request should be handled by the county department, DHS Office of Governmental Affairs, or DHS Office of Communications.

    2. If the county department will handle the request, whether review/approval is needed from the DHS Office of Governmental Affairs or the DHS Office of Communications.

    Confidential information, which includes case-specific information cannot be provided.

  2. Notify the DHS Office of Communications at OCAnnounce@dhs.ga.gov or the DHS Office of Governmental Affairs of the request:

    1. Provide contact information for the individual and organization, and the nature of the requested information.

      1. If the county department has responded to the request, indicate that a response was provided and information that was provided to the requestor.

      2. If the county department needs review/approval from the DFCS Office of Governmental Affairs or DHS Office of Communications, include a draft of the intended response.

    2. Provide any additional information requested from the DHS Office of Governmental Affairs or the DHS Office of Communications.

    Requests for comments on legislation are always handled by the DHS Office of Governmental Affairs.

​Practice Guidance

DFCS is committed to transparency and accountability to the residents of Georgia through engagement with the public, media, legislators, county officials, and other stakeholders. Due to state and federal confidentiality and privacy laws, DFCS cannot confirm or deny involvement with a child or family, and cannot provide case-specific information, except in certain circumstances as specified by law. When inquiries are received from the media, legislators, or county officials, they must be handled in a manner that assures confidentiality while providing timely and accurate information when disclosure is allowed by law.

​DHS Office of Communications

The DHS Office of Communications promotes transparency by informing and educating the public, stakeholders, and DHS employees on the agency’s services and programs through:

  1. The handling of media response, strategic messaging, and internal and external communications plan development, and execution.

  2. Constituent Services which:

    1. Serves as point of contact for legislators, stakeholders, state agencies, advocates, the general public, and the families served.

    2. Receives and addresses inquiries, complaints, and policy questions related to services provided by the DHS.

    3. Acts as a liaison between the constituent and the county which allows the department the opportunity to reiterate policies and procedures; to assure the constituent that the county is handling their case effectively.

​DHS Office of Governmental Affairs

The DHS Office of Governmental Affairs is responsible for:

  1. Advancing legislative initiatives and other interests relating to the Georgia General Assembly.

  2. Informing and educating the Georgia Legislature on issues related to programs, services, and needs of the children and families served.

  3. Coordinating the review and analysis of proposed legislation that impacts programs and services.

  4. Communicating with the DHS leadership team regarding proposed and enacted legislation that impacts programs and services.

​Forms and Tools

N/A