3.11 Intakes Involving Residential and Non-Residential Facilities | CWS

Georgia Division of Family and Children Services
Child Welfare Policy Manual

Chapter:

(3) Intakes

Policy Title:

Intakes Involving Residential and Non-Residential Facilities

Policy Number:

3.11

Previous Policy Number(s):

3.3, 3.15

Effective Date:

July 2024

Manual Transmittal:

2024-06

Codes/References

O.C.G.A. § 15-11-2 Definitions
O.C.G.A. § 49-5-3 Definitions

Requirements

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

Receive Special Investigations involving:
1. Children in DFCS custody
2. Non-Residential Facilities: Child Care Learning Centers, Day Camps, Family Child Care Learning Homes
3. Residential Facilities: Child Caring Institutions (CCI), Runaway and Homeless Youth Programs (RHYP), Youth Detention Centers (YDC), or Regional Youth Detention Centers (RYDC)
Complete the Intake Assessment information gathering process with the reporter.
Screen in Special Investigations Intake Assessments that meet the Georgia statute and DFCS policy requirements for child abuse to ensure child safety and wellbeing, and accept and assign for response within the following timeframes:
1. Immediate: When a present danger situation is indicated.
2. 24 hours: When an impending danger safety threat or child abuse (maltreatment) is indicated.
These reports shall not be assigned to the Initial Safety Assessment track.
Screen-out Special Investigations Intake Assessments that do not meet Georgia statute and DFCS policy requirements for child abuse.

Notify the legal and boarding (if applicable) County Director(s) and CPS Intake Communication Center (CICC) Point of Contact(s) (POC) within two hours of the Intake Assessment screen-out disposition when it involves a child in DFCS custody.

The County Department shall conduct a face-to-face purposeful contact with the child in DFCS custody and caregiver(s) to confirm child safety within 24 hours of being notified of the screen-out intake assessment involving a child in DFCS custody in accordance with policy 10.18 Foster Care: Purposeful Contacts in Foster Care.

Notify the oversight authority of Intake Reports involving a residential facility, non-residential facility or ILP placement, regardless of the Intake Assessment disposition.
Receive Intake Reports only alleging a policy violation(s) by the following placement resources:
1. Child Care Institutions (CCI): Children’s Transition Care Centers (CTCC), Maternity Homes/Parenting Support Programs, Outdoor Child Caring Programs (OCCP), Commercial Sexual Exploitation Recovery Center
2. Independent Living Program (ILP) Placements
When the Intake Report involves a Child Death/Near Fatality/Serious Injury (CDNFSI), also adhere to policy 3.13 Intake: Intakes Involving Child Death, Near Fatality or Serious Injury.

Procedures

Centralized Intake Specialist

Complete the Intake Assessment information gathering process with the reporter in accordance with policy 3.1 Intake: Receiving Intake Reports.
Thoroughly evaluate all information gathered to make an intake decision in accordance with policy 3.2 Intake: Making an Intake Decision.
Input the Intake Assessment in Georgia SHINES using the guidelines outlined in Maltreatment in Care Georgia SHINES Job Aid:
1. Classify the intake report as Special Investigation: Maltreatment in Care (MIC) when the intake report involves a child in the custody of DFCS. See Practice Guidance: Special Investigations – Maltreatment in Care (MIC).
2. Classify the intake report as a Special Investigation: Maltreatment Not in Care, when the intake report does not include a child in DFCS custody and involves:
  1. Non-Residential Facilities
  2. Residential Facilities
Screen-in all Special Investigations Intake Assessments that meet the Georgia statute and DFCS policy requirements for child abuse and accept and assign for response within the following timeframes:
1. Immediate: When a present danger situation is indicated.
2. 24 hours: When an impending danger safety threat or child abuse (maltreatment) is indicated.
Screen-out Special Investigations Intake Assessments that do not meet Georgia statute and DFCS policy requirements for child abuse.
Notify the legal and boarding (if applicable) County Director(s) and CICC POC(s) via email within two hours of the Intake Assessment screen-out disposition, when the Screen-out Intake Assessments involve a child in DFCS custody. Document in the Intake Assessment the notification to the County Director(s) and CICC POC(s).
Send the Special Investigations Intake Report (Notification to Law Enforcement Agency of Abuse Neglect Report) involving Residential, Non-Residential Facilities and ILP Placements to the oversight authority, regardless of the Intake Assessment disposition and document the notification in the Intake Assessment. See Practice Guidance: Oversight Authorities.

Centralized Intake Specialist Supervisor

Thoroughly evaluate all information gathered to make an intake decision in accordance with policy 3.2 Intake: Making an Intake Decision.
Staff the Intake Assessment with the CIS in accordance with policy 19.6 Case Management: Supervisor Staffing.
Review and approve the Special Investigation Intake Assessment in Georgia SHINES using the guidelines outlined in Maltreatment in Care Georgia SHINES Job Aid:
1. Verify maltreatment in care exist; and
2. Verify the Intake Assessment is classified as a Special Investigation.
When the screen-out Intake Assessment involves a child in the custody of DFCS ensure email notification is provided to the legal and boarding (if applicable) County Director(s) and CICC POC(s) within two hours of the screen-out Intake Assessment disposition and the notification is documented in the Intake Assessment.
When a screen-out Intake Assessment involves a residential, non-residential facility or an ILP placement ensure the oversight authority is notified of the Intake Report (Notification to Law Enforcement Agency of Abuse Neglect Report) and the notification is documented in the Intake Assessment.

Policy Violation Assessment

The Centralized Intake Specialist will:

Complete the Intake Assessment information gathering process with the reporter in accordance with policy 3.1 Intake: Receiving Intake Reports.
Assess all information gathered to make an intake decision in accordance with policy 3.2 Intake: Make an Intake Decision.
Accept as a Policy Violation Assessment, when the allegations do not meet Georgia statute and DFCS policy requirements for child abuse, but there is an indication of a policy violation by a residential, non-residential facility or ILP Placement.
Notify the following via email of the Policy Violation Assessment:
1. The legal and boarding (if applicable) County Director(s);
2. The legal and boarding (if applicable) CICC POC(s);
  
  The CICC POC will notify the Permanency SSCM and SSS when the Policy Violation Assessment involves a child in DFCS custody. All involved parties will also receive an alert in Georgia SHINES.
3. The oversight authority (using the Notification to Law Enforcement Agency of Abuse Neglect Report). See Practice Guidance: Oversight Authorities.
Document in the Intake Assessment the notification of the Policy Violation Assessment to the County Department and the oversight authority.
Submit the Policy Violation Assessment to the CISS in Georgia SHINES for approval.

The CISS will:

Assess all information gathered to make an intake decision in accordance with policy 3.2 Intake: Making an Intake Decision.
Confirm there is an indication of a policy violation and the allegations do not meet Georgia statute and DFCS policy requirements for child abuse.
Review and make an approval decision on the Intake Assessment as a Policy Violation Assessment in Georgia SHINES.
Ensure the following notifications occur upon acceptance of a Policy Violation Assessment and it is documented in the Intake Assessment.
1. The legal and boarding (if applicable) County Directors(s) and CICC POC(s) via email; and
2. The oversight authority, using the Notification to Law Enforcement Agency of Abuse Neglect Report. See Practice Guidance: Oversight Authorities.

Practice Guidance

RESIDENTIAL FACILITIES

Residential facilities provide full-time (24-hour) residential care to children and youth, outside of their home.

Child Care Institutions (CCI)

Residential facilities that provide full-time Room, Board and Watchful Oversight (RBWO) to six or more children through 18 years of age outside of their home environment. CCI’s may be transitional living placements (TLP) for youth at least 16 years of age and youth 18 years of age and older who have agreed to participate in the Extended Foster Care (EFC) program. The OPM and Residential Child Care Licensing (RCCL) and are the oversight authorities of CCI.

Children’s Transition Care Center (CTCC)

CCI that provides a temporary, home-like environment for medically fragile children, technology dependent children, and children with special health care needs, up to 21 years of age, who are deemed clinically stable by a physician but are dependent on life-sustaining medications, treatments, and equipment. These children require assistance with activities of daily living to facilitate transitions from a hospital or other facility to a home or other appropriate setting. CTCCs are required to be licensed by RCCL.

Maternity Homes (MH) / Parenting Support Program (Second Chance Homes)

CCI that provides RBWO in a residential setting for adolescents during pregnancy who are 21 years of age and younger. MH provide service to pregnant youth before, during or within two weeks of childbirth through a maximum period of eight weeks following delivery. Second Chance Homes/Parenting Support Programs are licensed MH that provide services beyond the eight weeks following delivery to promote residents’ long-term independence and the well-being of their child(ren). MH are required to be licensed by RCCL.

“Specialty” Camp / Outdoor Child Caring Program (OCCP)

CCI that provides RBWO along with a variety of outdoor activities taking place in a wilderness or camp environment that are designed to improve the emotional and behavioral adjustment of the children, through the age of 18 participating in the activities. OCCPs are required to be licensed by RCCL.

Commercial Sexual Exploitation Recovery Center

CCI that provides full-time residential care and support services to youth through 18 years of age who are victims of sexual exploitation (sex trafficking). These are certified victim assistance programs.

Runaway and Homeless Youth Program (RHYP)

Residential facilities that provide services to children who have run away or children who are homeless. RHYPs are required to be registered as a RHYP with RCCL. Licensed CCI can also be registered as a RHYP. RCCL is the oversight authority of RHYP.

Independent Living Program (ILP) Placements

Residential facilities that provide youth who are at least 18 years of age through 21 years of age with an alternative living arrangement (i.e., community-based housing). The goal is to prepare youth to become socially, emotionally and personally independent of social services while connecting them to life-long permanent connections and laying the foundation for the pursuit of educational and career opportunities. OPM is the oversight authority of ILP Placements. In unusual circumstances a youth 17 years or younger may be in an ILP Placement. When this occurs, both OPM and RCCL are the oversight authorities.

Psychiatric Residential Treatment Facility (PRTF)

Residential facilities that provide comprehensive mental health and substance abuse treatment to children, adolescents, and young adults ages 5-21 who, due to severe emotional disturbance, need quality, active treatment that can only be provided in an inpatient treatment setting. Department of Behavioral Health and Developmental Disabilities (DBHDD) and Department of Community Health Healthcare Facility Regulations (HFR) are the oversight authorities of PRTFs.

Regional Youth Detention Centers (RYDC)

Secure short-term residential facilities centers for youth awaiting trial or waiting to enter a community program or long-term facility. Department of Juvenile Justice (DJJ) is the oversight authority of RYDC.

Youth Development Campuses (YDC)

Secure long-term residential facilities for youth sentenced or committed to DJJ custody by juvenile courts. DJJ is the oversight authority of YDC.

NON-RESIDENTIAL FACILITIES

Non-residential facilities provide less than full-time care outside of the home for children under the age of 18 years. Bright from the Start: Georgia Department of Early Care and Learning (DECAL) is the oversight authority for non-residential facilities.

Child Care Learning Centers (CCLC)

Non-residential facilities that provide programs operated by a person, society, agency, corporation, institution, or group that receives pay for group care. Childcare learning centers care for seven or more children under the age of 18 for less than 24 hours per day, without transfer of legal custody. Bright from the Start: DECAL either licenses or commissions childcare learning centers. Bright from the Start: DECAL is the oversight authority of CCLC.

Early Head Start Programs

CCLC that provides early education and care programs for low-income children ages birth to three years old and their families. It also offers social, emotional, health, mental health, dental, nutrition, and family services as well as special needs requirements to the families it serves. Early Head Start Programs are required to be licensed or commissioned by Bright from the Start: DECAL.

Head Start Programs

CCLC that provides early education and care programs for low-income children ages three to mandatory school age and their families. It also offers social, emotional, health, mental health, dental, nutrition and family services as well as special needs requirements to the families it serves. Head Start Programs are required to be licensed or commissioned by Bright from the Start: DECAL.

Group Day Care Programs

CCLC that provides care and an early learning experience to support and promote the healthy growth and development of children (i.e. Kids R Kids, Tootie Tots, Discovery Point). Group day care homes are required to be licensed or commissioned by Bright from the Start: DECAL.

Group childcare programs, not operated in a residence, that are not subject to licensure are required to obtain an exemption from Bright from the Start. This will include programs such as Parent’s Morning Out/Night Out; Extracurricular activities: music, swimming lessons; childcare services on site with parents; Tutoring services programs; Programs operated by or affiliated with national member organization: Boys and Girls Club or Boy Scouts. See Bright from the Start: DECAL website at www.decal.ga.gov/CCS/Exemptions.aspx for the type of programs eligible for exemption. If a program is not approved for exemption, it is required to be licensed by Bright from the Start: DECAL.

Pre-K

CCLC that provides educational programs for four years old children with a licensed capacity of 22 four-year-old children. The purpose is to prepare children for success in Kindergarten and later school years. Pre-K programs usually operate on the regular school system calendar for the length of a typical school day. Programs may be offered at local public schools or through private providers of preschool services. Pre-K programs are required to be licensed by Bright from the Start: DECAL.

Day Camps

Programs for children five years and older that are operated between school terms, whose primary purpose is to provide organized recreational, religious, or instructional activities. The day camp programs may operate during summer and other school breaks and shall operate for no more than 12 hours per day. Day camps are required to obtain an exemption from Bright from the Start: DECAL. Bright from the Start: DECAL is the oversight authority of Day Camps.

Family Child Care Learning Home / Home-Based Child Care

Programs that operate in a private residential home less than 24 hours per day. It provides care for three children, but no more than six, under the age of 18 for pay. Family Child Care Learning Homes are required to be licensed by Bright from the Start: DECAL. Bright from the Start: DECAL is the oversight authority of Family Child Care Learning Home/Home-Based Child Care.

OVERSIGHT AUTHORITIES

Governmental agencies responsible for the licensure and/or approval of organizations to operate in a certain capacity. This may also include monitoring and supervision of the organization, programs and/or activities.

Residential Child Care Licensing (RCCL)

The RCCL unit inspects, monitors, licenses, and registers a variety of childcare facilities. The purpose of our work is to ensure that facilities and programs operate at acceptable levels, as mandated by State Statutes and by rules and regulations adopted by the Department of Human Services (DHS) Board of Human Services. Facilities requiring a license from RCCL include Child Caring Institutions, Child Placing Agencies, Outdoor Child Caring Programs, Children’s Transition Care Centers and Maternity Homes. Send notifications for RCCL to RCCREPORTS@dhs.ga.gov or by contacting RCCL at 404-657-9651.

Bright from the Start: Georgia Department of Early Care and Learning (DECAL)

Bright from the Start: DECAL is responsible for meeting the childcare and early education needs of Georgia’s children and their families. In Georgia there are approximately 3100 childcare learning centers, 1500 family childcare learning homes and 6500 exempt programs. It supports licensed childcare learning centers and family childcare learning homes through monitoring, technical assistance and training to assure safe and healthy environments and to improve the quality of services to children. Bright from the Start also investigates complaints of childcare programs and reports of unlicensed childcare operations. Send notifications for Bright from Start: DECAL to CCSComplaints@decal.ga.gov or by contacting Bright from Start: DECAL at 404-657-5562.

Department of Juvenile Justice (DJJ)

The DJJ is a multi-faceted agency that serves the state`s youthful offenders up to the age of 21. DJJ operates 26 safe and secure facilities throughout the state. DJJ employees work diligently to effect justice as well as redirect and shape the young lives in the agency`s care so they can take responsibility for their delinquent conduct as well as become contributing members of society. Send notifications for DJJ to DJJDFACSAlerts@djj.state.ga.us

Healthcare Facility Regulations (HFR)

Department of Community Health HFR licenses, monitors and inspects a variety of facilities and services through Health Care Licensing, including hospitals, assisted living facilities, personal care homes and nursing homes. The division investigates complaints and inspects these and other health care facilities. HFR is the state survey agency performing federal certification inspections in health care facilities participating in the Medicare and/or Medicaid programs. Send notifications for HFR using their online HFRD Complaint Form, intake fax line 404-657-8935, or by contacting the HFR Central intake line at 404-232-1717, 404-657-5728, or 404-657-5726.

Department of Behavioral Health and Developmental Disabilities (DBHDD)

The DBHDD provides treatment and support services to people with mental health challenges and substance use disorders and assists individuals who live with intellectual and developmental disabilities. The Division of Behavioral Health manages programs and services delivered by DBHDD’s community-based behavioral health providers. Send notifications for DBHDD to DBHDDincidents@dbhdd.ga.gov.

Office of Provider Management (OPM)

The OPM contracts with and monitors Child Caring Institutions and Child Placing Agencies provision of RBWO services. OPM employs various data, on-site, records review and collateral report mechanisms to monitor provider’s adherence to RBWO Minimum Standards and contractual obligations which direct performance expectations regarding the safety, permanency and well-being of children. The foundational objective of OPM is to ensure that children placed in RBWO care are safe from abuse. OPM also provides training and technical assistance to providers to support their ability to meet quality of care and performance expectations. Send notifications for OPM to opmreports@dhs.ga.gov.

OVERSIGHT AUTHORITIES MATRIX

Department of Behavioral Health and Developmental Disabilities (DBHDD)

Bright from the Start: Department of Early Care and Learning (DECAL)

Department of Juvenile Justice (DJJ)

Healthcare Facility Regulations (HFR)

Office of Provider Management (OPM)

Residential Child Care Licensing (RCCL)

Runaway and Homeless Youth Program

Independent Living Program (ILP) Placements

Psychiatric Residential Treatment Facilities

Regional Youth Detention Center (RYDC) / Youth Development Campuses (YDC)

Youth Development Campuses (YDC)

Child Care Learning Centers

Day Camps

Family Child Care Learning Home

NOTES

* Only provide notification to RCCL when the intake report involves a youth 17 years or younger in an ILP Placement.

The Oversight Authorities Matrix is a visual aide provided as additional guidance. Policy requirements must be reviewed to determine if a notification is required based on the circumstances of the case.

Special Investigations – Maltreatment in Care (MIC)

When intake reports are received alleging a child in DFCS custody has been abused, regardless of who has been alleged as the maltreater the intake report must be classified as MIC in Georgia SHINES. Alternatively, when intake reports are received alleging a child in DFCS custody was abused prior to the child entering DFCS custody, the intake report is coded as a Special Investigation-Not Maltreatment in Care.

The relationship of the alleged maltreater may be different from the relationship selected on the Georgia SHINES Allegation Detail page and what is identified on the Person Detail page of the alleged maltreater. For example, the child may be in the foster care kinship placement of his aunt. On the aunt’s Person Detail page, the relationship is primary caregiver; however, if the aunt is the alleged maltreater, the aunt will be identified on the Allegation Detail page as the kin caregiver, not the aunt.

Special Investigations – Case Name

For the protection of individual rights and ensuring confidentiality, case names are based on the placement type or setting and not the alleged maltreater or role of the alleged maltreater to the child.

SPECIAL INVESTIGATIONS – CASE NAME DESCRIPTORS

Non-Residential

When the alleged victim child is in DFCS custody: Place in the name of the respective placement resource caregiver (i.e. DFCS CPA foster or adoptive parent, CPA foster or adoptive parent or foster care kinship caregiver).

If the alleged victim child is in DFCS custody and placed in a residential facility follow the guidelines listing in residential facility.
When the alleged victim child is not in DFCS custody: Place in the name of the alleged victim child’s parent/guardian/legal custodian.

Residential

When the alleged victim child is in DFCS custody: Place in the name of the parent/guardian/legal custodian from whom the child was removed.
When the alleged victim child is not in DFCS custody: Place in the name of the alleged victim child’s parent/guardian/legal custodian.

When the guardian or legal custodian is an institution or facility place the case in the name of parent/guardian/legal custodian prior to entering the facility.

NOTES

Parenting Youth: Wherever it is listed above to the place the case name in the parent/guardian/legal custodian and that person is a parenting youth the case name can be placed in the parenting youth’s name when he/she is the primary caregiver for the child.
Trial Home Visit: Place in the name of the parent/guardian/legal custodian from whom the child was removed.

Special Investigations Intakes Across County Lines

When an intake report involves a residential facility or non-residential facility the case will be assigned to the County Department where the facility is located. The assigned County Department will coordinate case management activities with the legal county.

Policy Violations

Policy Violations are actions performed by a DFCS agent that may breach any DFCS policy and/or RBWO Minimum Standards, but do not constitute child abuse. For additional information on policy violations see policy 14.22 Resource Development: Policy Violations.

Forms and Tools

Maltreatment in Care - Georgia SHINES Job Aid