3.2 Making an Intake Decision

Georgia State Seal

Georgia Division of Family and Children Services
Child Welfare Policy Manual

Chapter:

(3) Intake

Policy Title:

Making an Intake Decision

Policy Number:

3.2

Previous Policy Number(s):

N/A

Effective Date:

June 2026

Manual Transmittal:

2026-03

​Codes/References

O.C.G.A. § 15-11-125 Venue
O.C.G.A. § 19-7-5 Reporting of Child Abuse and Neglect
O.C.G.A. § 49-5-41 (a) (5) Persons and Agencies Permitted to Access Records
Child Abuse Prevention and Treatment Act (CAPTA)

​Requirements

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

  1. Make an intake decision to determine whether the gathered information meets the criteria for further Child Protective Services (CPS) intervention, ensuring cases that require action are assigned while avoiding unnecessary intrusion into families that do not meet the threshold and redirecting those cases to the proper resources.

  2. Thoroughly analyze the family functioning information gathered – including the Intake Report, DFCS history, and safety screening results - to determine if it includes the four required components necessary to meet the criteria for an allegation of child abuse (maltreatment):

    1. Known or suspected allegations of child abuse per Georgia statute (O.C.G.A. §19-7-5) and DFCS policy.

    2. A child from birth to under the age of 18 and who is not an emancipated minor.

    3. An alleged maltreater in a caregiving role.

      Intake Reports alleging human trafficking (labor or sex) or sexual exploitation do not require the alleged maltreater to be in a caregiver role.

    4. Jurisdiction:

      1. The child resides in Georgia; or

      2. The child does not reside in Georgia, but the alleged maltreatment occurred in Georgia and the alleged maltreater resides in Georgia.

      Intake Reports alleging human trafficking do not require jurisdiction.
    This includes Intake Reports involving historical incidents of child abuse, irrespective of how long ago the incident may have occurred. See Practice Guidance: Reports Involving Historical Incidents of Child Abuse.

  3. Conduct a safety assessment to determine the probability the child will suffer maltreatment immediately (present danger) or imminently in the near future (impending danger) and assign a response time to screened-in Intake Assessments.

  4. Apply maltreatment code(s) to the allegations of child abuse to identify and record the alleged child abuse.

  5. Screen-in Intake Assessments to Initial Safety Assessment, Investigations, or Special Investigations that meet the criteria for an allegation of child abuse.

  6. Screen-in Intake Assessments, when a new intake is received on a family with a protective service alert, and:

    1. The previous case was an ISA, Family Support Services or Investigation and the allegations were not assessed.

    2. The previous case was in Family Preservation Services and the safety issues were not resolved.

  7. Assign a response time to the screened-in Intake Assessment.

  8. Document the justification for the intake disposition (screen-in, screen-out, and assigned response time).

  9. Assign all Intake Reports that are screened in immediately or by the end of the shift in which the report was received.

  10. Screen-out Intake Reports that do not meet the criteria for an allegation of child abuse.

  11. Screen-out and refer any Intake Report that does not meet the criteria for an allegation of child abuse but indicates the family may have non-safety related needs and community resources could strengthen and support the family and/or child. See policy 3.26 Intake: Screen out Refer Process.

  12. Immediately provide notification of all intake assessments that contain allegations of child abuse to the appropriate law enforcement agency or district attorney.

  13. When the information gathered does not meet the criteria for screen-in and involves a placement resource (family foster or adoptive homes, kinship foster homes, foster care kinship placements and Child Caring Institutions (CCI)), determine if it meets the criteria of an alleged policy violation:

    1. A potential breach of DFCS Child Welfare Services Policy, including Safety and Quality Standards, the Foster Parent Manual, and Room, Board and Watchful Oversight (RBWO) Minimum Standards; and

    2. Does not meet the criteria for child abuse (maltreatment).

      A Policy Violation Assessment must be assigned for all screen-out Intake Reports involving violations of the discipline policy.

  14. Assign Intake Assessments for a Policy Violation Assessment that meet the criteria for an allegation of a policy violation. This includes Intake Reports that:

    1. Allege only policy violation(s); or

    2. Do not meet the criteria for screen-in but indicates a potential policy violation.

  15. Immediately notify military law enforcement and Family Advocacy Programs of the intake assessment that contain an allegation of abuse or neglect, regardless of the intake disposition, when the parent/guardian of the alleged victim child is on active duty in the armed forces of the United States.

  16. Allow County Directors to override the CPS Intake Communications Center (CICC) intake acceptance decision before the assigned response time expires, if the County Director determines the Intake Assessment does not meet criteria for assignment and provide a rationale for the override. This authority does not extend to changing the assigned response time.

    The override authority extends to Regional Safety Field Program Specialists (FPS) or Lead FPS.

  17. Maintain an override review process within each region. Conduct monthly quality assurance reviews of Intake Reports overturned by the region.

​Procedures

​Centralized Intake Specialist

  1. Review the information recorded in the narrative section of the Intake Assessment.

  2. Conduct safety screenings in accordance with policy 19.9 Case Management: Safety Screenings.

  3. Analyze DFCS history in accordance with policy 19.10 Case Management: Analyzing DFCS History and document a summary of the analysis in Georgia SHINES.

  4. Make a determination if the information gathered meets the criteria for an allegation of child abuse.

  5. When the information gathered meets the criteria for screen-in:

    1. Apply the maltreatment code(s): Identify the category of child abuse and select the corresponding maltreatment code(s) (see Forms and Tools: Maltreatment Codes).

    2. Conduct a safety assessment in accordance with policy 19.11 Case Management: Safety Assessment.

      Immediately notify the Centralized Intake Specialist Supervisor (CISS) when present danger is indicated, so notification can be provided to the County Division for an immediate response.

    3. Assign a response time in accordance with policy 3.32 Intake: Assigned Response Time.

    4. Document the justification for the intake disposition in Georgia SHINES, including:

      1. The existence of an allegation of child abuse

      2. The impact of DFCS history on the Intake Assessment

      3. The conclusion of the safety assessment – any identified safety threat(s) (present or impending danger) or evidence to support that the child is safe

    5. Screen-in to Initial Safety Assessment, Investigations, or Special Investigations.

    When information is unknown or insufficient regarding child safety, child safety concerns are increased, not decreased.

  6. When the information gathered does not meet the criteria for screen-in:

    1. Apply the maltreatment code(s): Identify the category of child abuse and select the corresponding maltreatment code(s) (see Forms and Tools: Maltreatment Codes).

    2. Conduct a safety assessment in accordance with policy 19.11 Case Management: Safety Assessment.

    3. Determine if the family’s circumstances indicate they may have non-safety related needs and community resources could strengthen and support the family and/or child.

    4. Document in Georgia SHINES, a justification for the intake disposition, including:

      1. Why the information gathered does not meet the criteria for an allegation of child abuse.

      2. The impact of DFCS history on the Intake Assessment.

      3. The conclusion of the safety assessment – any identified safety threat(s) (present or impending danger) or evidence to support that the child is safe.

      4. The family’s identified non-safety related needs, if the Intake Assessment is a screen-out and refer.

    5. Screen-out and no agency intervention needed.

    6. Screen-out and refer to community-based prevention or early intervention services.

    7. Provide notification of the screen-out Intake Assessment to the appropriate County Division and oversight authority (as applicable) and document the notification in Georgia SHINES.

  7. When the information gathered alleges only a policy violation(s) or does not meet the criteria for screen in but there is an indication of a policy violation by a placement resource (family foster or adoptive home, kinship foster homes, foster care kinship placements and Child Caring Institutions (CCI)) for a child in DFCS custody:

    1. Apply the maltreatment code(s): Identify the category of child abuse and select the corresponding maltreatment code(s). (see Forms and Tools: Maltreatment Codes).

      While policy violations do not qualify as maltreatment, maltreatment codes are still used to record and track allegations involving children in foster care.

    2. Conduct a safety assessment in accordance with policy 19.11 Case Management: Safety Assessment.

    3. Document a justification for the intake disposition in Georgia SHINES, including:

      1. Why the information gathered does not meet the criteria for an allegation of child abuse, if applicable.

      2. The conclusion of the safety assessment – any identified safety threat(s) (present or impending danger) or why the child is safe

      3. The impact of DFCS history on the Intake Assessment

      4. The policy violation identified (see policy 14.22 Resource Development: Policy Violations)

    4. Screen-in for a Policy Violation Assessment in accordance with policy 3.9 Intake: Intakes Involving DFCS or Child Placement Agency Foster or Adoptive Homes

  8. Participate in a supervisory staffing to discuss the intake disposition and how the information gathered supports the recommendation.

  9. Submit the Intake Assessment to the CISS in Georgia SHINES for approval.

  10. Notify the appropriate law enforcement agency or district attorney of the intake assessments in accordance with policy 3.25 Intake: Sharing Intake Reports with Law Enforcement, District Attorney or Military.

  11. Notify military law enforcement and Family Advocacy Programs immediately of the intake assessment when the parent/guardian of the alleged victim child is on active duty in the armed forces of the United States in accordance with policy 3.25 Intake: Sharing Intake Reports with Law Enforcement, District Attorney or Military.

​Centralized Intake Specialist Supervisor

  1. Thoroughly analyze the family functioning information gathered to confirm the information gathered supports the intake disposition:

    1. Review the maltreatment codes to confirm the confirm the correct codes were applied (see Forms and Tools: Maltreatment Codes).

    2. Review safety screenings and confirm the required screening have been completed and assessed (see policy 19.9 Case Management: Safety Screenings).

    3. Review the summary of the analysis of DFCS history (see policy 19.10 Case Management: Analyzing DFCS History).

    4. Conduct a safety assessment in accordance with policy 19.11 Case Management: Safety Assessment.

    5. Make a determination if the information gathered meets the criteria for an allegation of child abuse.

    6. Review the justification statement to verify the information gathered supports the intake disposition:

      1. Screen-in or screen-out decision

      2. Assigned response time (see policy 3.32 Intake: Assigned Response Time.

  2. When the information gathered only alleges a policy violation(s) or does not meet the criteria for screen in but there is an indication of a policy violation by a DFCS or Child Placing Agency (CPA) foster or adoptive parent:

    1. Review the maltreatment codes to confirm the correct codes were applied (see Forms and Tools: Maltreatment Codes).

      While policy violations do not qualify as maltreatment, maltreatment codes are still used to record and track allegations involving children in foster care.

    2. Review safety screenings and confirm the required screenings have been completed and assessed (see policy 19.9 Case Management: Safety Screenings).

    3. Review the summary of the analysis of DFCS history (see policy 19.10 Case Management: Analyzing DFCS History).

    4. Conduct a safety assessment in accordance with policy 19.11 Case Management: Safety Assessment.

    5. Make a determination if the information gathered meets the criteria for a policy violation (see policy 14.22 Resource Development: Policy Violations).

    6. Review the justification statement to verify the information gathered supports the intake disposition:

      1. The presence of a policy violation; and

      2. The absence of child abuse (maltreatment) and safety threats.

  3. Staff the Intake Assessment with the CIS in accordance with policy 19.6 Case Management: Supervisor Staffing.

  4. If the information gathered supports the intake disposition approve the intake Assessment documenting the justification for the approval.

  5. If the information gathered does not support the intake disposition or additional information is needed:

    1. Reject the intake disposition and document the reason(s) for the rejection; and

    2. Provide guidance to the CIS.

  6. Assign the completed and approved Intake Assessment to the appropriate County Division in Georgia SHINES.

  7. For approved screen-out and screen-out and refer Intake Assessments:

    1. Screen-out Intake Assessments involving a Child Death/Near Fatality/Serious Injury (CD/NF/SI): Submit the Intake Assessment for second level approval in accordance with policy 3.17 Intake: Intakes Involving Child Death, Near Fatality or Serious Injury.

    2. Screen-out and refer: Assign the Intake Assessment to the County Division to initiate the referral to a community-based prevention or early intervention services in accordance with policy 3.26 Intake: Screen-out and Refer Process.

  8. Ensure all Intake Reports that are screened in are assigned immediately or by the end of the shift in which the report was received.

  9. Verify notifications of intake assessments were sent to the appropriate law enforcement agency or district attorney in accordance with policy 3.25 Intake: Sharing Intake Reports with Law Enforcement, District Attorney or Military.

  10. Verify intake assessments were immediately sent to military law enforcement and Family Advocacy Programs when the parent/guardian of the alleged victim child is on active duty in the armed forces of the United States in accordance with policy 3.25 Intake: Sharing Intake Reports with Law Enforcement, District Attorney or Military.

​Practice Guidance

To make an intake decision, it is essential to apply critical thinking skills to analyze the information gathered and identify any patterns or trends indicating significant negative family conditions (family functioning). These conditions may or may not involve a specific incident or event that has already occurred. The information should be evaluated by considering “if it were true, what would be implications for the child.” For example, if the reporters’ statements were accurate, would the child be unsafe? If the answer is yes, a safety threat (present or impending danger) exists. The analysis should be free from premature judgements or assumptions based on personal bias.

​Making an Intake Decision with Limited Information

There are times when an Intake Report is received that contains minimal information regarding allegations of child abuse or the location of a child/family. In such cases, it is imperative to follow up with the reporter as soon as possible to obtain additional information. If the reporter cannot provide further detail or is unable to be contacted, assess the available information in conjunction with any DFCS history regarding the family. If prior history exists, conduct a detailed analysis of the history to determine whether there is a pattern of behavior indicative of child maltreatment or safety concerns and screen-in for assignment. Additionally, reviewing the history may also help identify the family’s last known address and/or persons who could assist in locating the family. However, if the reported information is insufficient to either identify or locate a child and/or family and there is no history available to assist in locating them, the Intake Report may be considered for a screen out.

​Intake Reports Involving Sexual Activity between Minor Children (Child on Child)

When reports are received that indicate minor children have been engaged in sexual activity, the information must be analyzed to determine if the caregiver or person responsible for the care of the child failed to adequately supervise or protect; or contributed to the inappropriate sexual activity.

Example of a report that should be assigned: Two minor siblings are alleged to be having sexual contact. Neither child was in a caregiver role or responsible for the care of a child. Child A has a history of sexually inappropriate behavior that includes fondling other children’s private parts and exposing his private parts to other children. The caregiver is aware of child A’s behavior and regularly leaves him with child B home alone without any adult supervision.

Example of a report that may be considered for screen out/screen out refer: Two minor siblings are reported to be having sexual contact. Neither child was in a caregiver role or responsible for the care of a child. Neither child has a history of sexually inappropriate behavior. The caregiver leaves the children home alone at times without adult supervision and they meet the age and developmental guidelines for being home unsupervised. There are not any indications of any other type of maltreatment on the part of the caregiver, and the family is reacting appropriately to deal with the issue (counseling, not allowing access etc.). In this case, the report may be considered for a screen-out or screen-out refer.

​Intake Reports Involving Alleged Maltreaters who are not a Caregiver or Person Responsible for the Care of a Child

If the allegations are regarding a maltreater who is not a caregiver, or a person responsible for the care of a child, the report should not be automatically screened out without attempts to gather information about a caregiver’s knowledge, willingness, and ability to protect the child from the alleged maltreater. When a third party is identified as an alleged maltreater, attempts must be made to gather and analyze information regarding the caregiver’s knowledge of the alleged abuse or neglect and the caregiver’s level of protection of the child during the alleged abuse or neglect or afterwards. If it becomes apparent during the Intake Assessment that the child’s caregiver was not negligent, nor involved in any form of abuse and the third party maltreater is not a caregiver of the child, then DFCS will screen out these Intake Assessments and refer the case to law enforcement. An exception to this rule is in reports alleging sexual exploitation or human trafficking (labor or sex trafficking).

Persons not considered third parties are:

  1. Foster parents

  2. Non-custodial parent living outside of the home

  3. School or childcare personnel acting in a caregiver role

​Intake Reports Involving Non-Resident Children

When an Intake Report is received regarding children who are not residents of Georgia and the report does not meet the criteria for assignment, no action is taken unless the other state’s child welfare agency makes an official request (e.g., courtesy interview). All screened-out Intake Reports that do not meet the criteria for an allegation of child abuse must be assessed to determine whether a referral to the child’s state of residence is necessary.

Due to the nature of human trafficking cases and the urgency of securing the child’s immediate safety, reports involving a child who may be a victim of human trafficking who is currently located in Georgia must be assessed based on the information related to child maltreatment. The report should not be screened out solely based on the child’s state or country of residence (see Forms and Tools: Human Trafficking Case Management Statewide Protocol).

​Reports Involving Historical Incidents of Child Abuse

When an Intake Report is received indicating that the allegations of abuse occurred months or even years prior to the date of the Intake Report, the information gathered must be analyzed to assess to how it impacts family functioning. Special consideration should be given to:

  1. The severity of the allegations;

  2. Any prior DFCS involvement including chronicity, severity, dispositions, and overall intervention outcomes (see policy 19.10 Case Management: Analyzing DFCS History).

  3. Whether the alleged child victim is visible to mandated reporters and the community or isolated.

    This includes children in daycare or school, as well as children withdrawn from school for homeschooling under circumstances suggesting an attempt to circumvent the school or DFCS’ oversight of the children.

  4. If the alleged victim has reached the age of 18 at the time of the report, are there other children in the home that may be unsafe.

The outcome of analysis determines whether the Intake Report should be screened in. Intake Reports of historical incidents of abuse should not be screened out solely due to the length of time that has passed since the alleged incident.

​Person Responsible for the Care of a Child Means

  1. An adult member of a child’s household;

  2. A person exercising supervision over a child for any part of the 24-hour day; or

  3. Any adult who based on his or her relationship to the parent, guardian or legal custodian or a member of a child’s household has access to such child.

Anyone designated as a person responsible for the care of a child should be entered as a principal in Georgia SHINES and screened in all systems for any history that could affect child safety (see policy 19.9 Case Management: Safety Screenings).

​Forms and Tools

Assessing Safety: A Comprehensive Guide for Identifying Safety Threats, Child Vulnerabilities & Protective Capacities
Human Trafficking Case Management Statewide Protocol
Maltreatment Codes