19.9 Safety Screenings | CWS
Georgia Division of Family and Children Services |
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Chapter: |
Case Management |
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Policy Title: |
Safety Screenings |
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Policy Number: |
19.9 |
Previous Policy Number(s): |
N/A |
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Effective Date: |
May 2024 |
Manual Transmittal: |
Codes/References
O.C.G.A. §15-11-2 Definitions
O.C.G.A. §15-11-133.1 Temporary alternatives to foster care; orders; minimal preliminary assessments; preliminary protective hearing; time for hearings
Title IV-E of the Social Security Act Section 471(a)(20)(B), & (D)
45 CFR §1356.30(f) Safety requirements for foster care and adoptive home providers
Public Law (PL) 105-89 Adoption and Safe Families Act (ASFA) of 1997
PL 109-248 Adam Walsh Child Protection and Safety Act of 2006
PL 115-123 Family First Prevention and Services Act (FFFSA) of 2018
Requirements
The Division of Family and Children Services (DFCS) will:
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Conduct safety screenings to assess child safety on:
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Children, caregivers, adult household members (18 years of age or older), alleged maltreaters and person(s) responsible for the care of a child on intake reports received, prior to the disposition:
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Board of Pardons and Parole
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County Master Files
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Department of Corrections Offender Query
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Gateway
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Georgia Medicaid Management Information System (GAMMIS)
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Georgia SHINES
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Internal Data System (IDS) Online Master Index
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IDS Placement Central
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Protective Services Data System (PSDS)
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Sexual Offender Registry
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Caregivers and all household members during the life of a case (Initial Safety Assessment, Investigation, Family Support Services, Family Preservation Services and Foster Care).
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Board of Pardons and Parole
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County Master Files
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Department of Corrections Offender Query
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Gateway
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Georgia Medicaid Management Information System (GAMMIS)
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Georgia SHINES
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Internal Data System (IDS) Online Master Index
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IDS Placement Central
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Out-of-State Child Abuse and Neglect (CAN) Registry
Request an out-of-state CAN registry check when it has been determined individuals responsible for the care of a child or residing in the home with the child has child welfare history in another state. -
Protective Services Data System (PSDS)
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Sexual Offender Registry
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Prospective voluntary kinship or temporary alternatives to foster care (TAFC) caregivers and all household members prior to approval of an out-of-home arrangement in a Child Protection Services (CPS) case.
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Board of Pardons and Parole
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County Master Files
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Department of Corrections Offender Query
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Gateway
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Georgia Medicaid Management Information System (GAMMIS)
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Georgia SHINES
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Internal Data System (IDS) Online Master Index
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IDS Placement Central
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Out-of-State CAN Registry
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Protective Services Data System (PSDS)
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Sexual Offender Registry
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Prospective kinship caregivers and their adult (18 years or older) household members prior to approval for the placement of a child in foster care. This includes non-custodial parents being considered for placement of their child in foster care.
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Board of Pardons and Parole
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CLEAR®
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County Master Files
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Department of Corrections Offender Query
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Gateway
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Georgia Medicaid Management Information System (GAMMIS)
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Georgia SHINES
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Internal Data System (IDS) Online Master Index
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IDS Placement Central
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Out-of-State CAN Registry
Request any other state in which any such prospective parent or other adult (18 years or older) household member has resided in the last five years to check any child abuse and neglect (CAN) registry maintained by such other state for such information. -
Protective Services Data System (PSDS)
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Sexual Offender Registry
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Any prospective foster or adoptive parent and on any other adult living in their home before the prospective foster or adoptive parent may be finally approved for placement of a child, regardless of whether or not foster care maintenance payments or adoption assistance payments are made on behalf of the child.
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Board of Pardons and Parole
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CLEAR®
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County Master Files
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Department of Corrections Offender Query
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Georgia SHINES
The State of Georgia does not maintain a CAN registry; however, it conducts Georgia SHINES screening for CPS history. -
Internal Data System (IDS) Online Master Index
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IDS Placement Central
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Out-of-State CAN Registry
Request any other state in which any such prospective parent or other adult (18 years or older) household member has resided in the last five years to check any child abuse and neglect (CAN) registry maintained by such other state for such information. -
Protective Services Data System (PSDS)
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Sexual Offender Registry
At re-evaluation Board of Pardons and Parole, Department of Corrections Offender Query, Georgia SHINES and Sexual Offender are the only required screenings. In addition, CAN registry check is required at re-evaluation when there are new adult household members (18 years of age and older) who have resided in another state within the last five years and a CAN registry check was not previously conducted. -
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All caregivers in a DFCS or Child Placing Agency (CPA) foster or adoptive home and their adult (18 years or older) household members, prior to each initial placement and subsequent placement changes (including respite).
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Board of Pardons and Parole
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Department of Corrections Offender Query
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Georgia SHINES
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Out-of-state CAN Registry
For initial placement and subsequent placement changes, the out-of-state CAN registry check is only required when there are new adult household members (18 years or older) who have resided in another state within the last five years and the out-of-state CAN registry check was not previously conducted. -
Sexual Offender Registry
Safety screenings are not required when a child is returning from respite to the same foster or adoptive home. -
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Any adult working in a child caring institution (CCI), including a group home, residential treatment center, shelter, or other congregate care setting where children in DFCS custody are placed.
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Board of Pardons and Parole
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Department of Corrections Offender Query
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Georgia SHINES
The State of Georgia does not maintain a CAN registry; however, it conducts Georgia SHINES screening for CPS history. -
Sex Offender Registry
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Substitute caregivers providing routine care, or extended respite care for a child during the life of the case (Initial Safety Assessment, Investigation, Family Support Services, Family Preservation Services and Foster Care).
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Board of Pardons and Parole
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County Master Files
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Department of Corrections Offender Query
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Gateway
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Georgia SHINES
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Internal Data System (IDS) Online Master Index
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IDS Placement Central
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Protective Services Data System (PSDS)
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Sexual Offender Registry
Routine care means care provided more than once a week, usually at designated times. Extended respite care is short-term respite care for longer than 72 consecutive hours for relief of a foster parent. -
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Individuals, in compliance with any such request to check the Child Abuse & Neglect (CAN) registry that is received from another state (public agencies similar to DFCS), tribal agencies, courts (court ordered) and adoptions for specified resources.
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Georgia SHINES
The State of Georgia does not maintain a CAN registry; however, it conducts Georgia SHINES screening for CPS history. -
Internal Data System (IDS) Online Master Index
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IDS Placement Central
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Protective Services Data System (PSDS)
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Conduct safety screenings, as required, on new household members residing in the home with a child who is part of an active child welfare case within 72 hours of DFCS becoming aware of the change.
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Use the following guidelines when performing a database search:
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Conduct screenings on all known alias names and maiden names.
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Conduct partial first and last name searches in Georgia SHINES to broaden search parameters. To ensure a more accurate match, a person’s social security number or date of birth shall be used to assist in identifying the correct match when multiple matches are yielded.
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Once an individual has been screened via the legacy system (IDS, PSDS and County Master Files) and the results of the screening are documented in Georgia SHINES, screening of the legacy system will not be required subsequently as this information will not change. However, the legacy system history documented in Georgia SHINES shall be reviewed as part of the decision-making for each subsequent inquiry involving that individual.
If the new information, such as an alias name and/or maiden name has been identified that was not previously available, screen the new obtained alias name and/or maiden name in the legacy systems and document the results in Georgia SHINES. -
Ensure that during the initial or subsequent screening process all data identified with errors are resolved so the data in Georgia SHINES is accurate.
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Document the results of all required and completed safety screenings under the Record Check Summary or Record Check Detail page in Georgia SHINES.
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Explore safety screenings history results with the individual who is the subject of the history.
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Disqualify any prospective or existing caregiver from serving as a placement resource for a child in foster care, if the safety screenings reveal any of the following circumstances:
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The prospective or existing caregiver or an adult (18 years or older) household member has a substantiated CPS history where they were named as the maltreater.
Kinship caregivers should not be disqualified based solely on the existence of DFCS history. DFCS history should be analyzed in accordance with policy 19.10 Case Management: Analyzing DFCS History prior to making a placement decision. In addition, at re-evaluation an existing caregiver may have substantiated CPS history where a waiver has been granted from the State Office Placement and Permanency Section for the home to remain open for the sole purpose of permanency for a specific child. -
There is a current, open CPS investigation;
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A caregiver has a history of unsubstantiated CPS investigations that revealed concerns related to safety or diminished caregiver protective capacity;
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An applicant who has previously been a caregiver or is an existing caregiver has two or more discipline (or other serious) policy violations;
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A caregiver’s home was previously closed due to the caregiver’s unwillingness to recognize the need for change or failure to cooperate with the agency;
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The name of a prospective or existing caregiver or an adult household member appears on a Sexual Offender Registry in Georgia or any other state; or
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There are unsatisfactory results from any safety screening source.
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Develop a process for each County Departments’ handling of safety screening after hours, on holidays and in emergency situations to ensure the screenings are conducted prior to the placement of children.
Procedures
Intake Reports
The Child Protective Services Intake Communication Center (CICC) Social Services Case Manager (SSCM) will:
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Conduct safety screenings on every intake report received with the exception of Information and Referrals.
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Add additional household members identified when conducting safety screenings to the Intake Assessment in Georgia SHINES and document in the Comments section they were added independent of the reporter’s initial information.
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Review and analyze all DFCS history and document how prior history was considered in the decision (see policy 19.10 Case Management: Analyzing DFCS History).
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Document safety screenings results in the Record Check Summary or Record Check Detail page in Georgia SHINES.
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Notify the County Department upon case assignment of the need to complete the outstanding safety screenings when technology issues prevent the CICC from completing the required safety screenings.
Voluntary Kinship or TAFC Caregivers
The County Department will:
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Conduct safety screenings on voluntary kinship or TAFC caregivers and all their household members.
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Review and analyze any DFCS history to assess protective capacities and their ability to care for the child (see policy 19.10 Case Management: Analyzing DFCS History).
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Document the safety screenings results in the Record Check Summary or Record Check Detail page in Georgia SHINES.
Kinship Caregivers in Foster Care
The County Department will:
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Conduct safety screenings on the kinship caregivers and their adult (18 years or older) household members prior to approval for placement of a child in foster care.
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If the safety screenings indicate the caregiver or any adult household member has child welfare history:
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Review and analyze the child welfare history to gather information about the caregiver(s) protective capacities and his/her ability to care for the child(ren) (see policy 19.10 Case Management: Analyzing DFCS History).
Caregivers who have questions about the child welfare history provided by another state should be directed to contact the other state agency for case information. -
If the DFCS record is missing, lost, or has been purged, conduct an interview with the individual who is the subject of the child welfare history to ascertain the nature of the history (what occurred, who was involved, whether services were provided, and any other information about the case). Document the interview on the Contact Detail and in the Record Check Detail pages in Georgia SHINES.
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The County Director will make the kinship caregiver approval decision, and within ten business days of the decision submit for 2nd level approval to the State Caregiver Recruitment and Retention Unit (CRRU) at DFCS-Waivers@dhs.ga.gov. If the DFCS record is missing, lost, or has been purged, include with the request a narrative of the interview with the individual subject to the child welfare history.
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Document the safety screenings results in the Record Check Summary or Record Check Detail page in Georgia SHINES.
Foster or Adoptive Homes at Initial and Re-Evaluation
DFCS Foster or Adoptive Homes
The Resource Development (RD) SSCM will:
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Direct prospective and existing caregivers and their adult (18 years or older) household members to complete the Child Abuse Screening Request Information form and Prior Caregiver Service Report and return it to the designated RD team member within five business days.
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Determine the need to request an out-of-state CAN Registry check. If an out-of-state registry check is required, the information must be received and considered prior to proceeding with the safety screenings.
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Complete all required safety screenings.
Safety screenings are considered timely if conducted within 90 calendar days prior to the re-evaluation due date. -
Document the safety screening results in the Record Check Summary or the Record Check Detail page in Georgia SHINES.
CPA Foster or Adoptive Homes
The CPA staff will:
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Direct prospective and existing caregivers and their adult (18 years or older) household members to complete the Child Abuse Screening Request Information form and Prior Caregiver Service Report and return it to the designated CPA staff.
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Submit the safety screening request to the CPS Screening Unit via email at cpsscreening@dhs.ga.gov, include:
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A written request on agency letterhead indicating the purpose for the request; and
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Child Abuse Screening Request Information form and Prior Caregiver Service Report completed and signed by the caregiver(s) and/or their adult household member(s).
A CPA may only submit request for safety screenings to the CPS Screening Unit. County DFCS offices are not permitted to respond to such requests. -
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Review the summary of the safety screenings results from DFCS.
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Conduct a name search in the following databases, print and summarize the results:
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Sex Offender Registry:
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Sex Offender Search;
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Sexually Dangerous Predator Search; and
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Absconder Search.
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Board of Pardons and Parole; and
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Department of Corrections Offender Query.
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Document the safety screenings results in the prospective or existing caregivers file.
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Submit all the safety screening results to the CPA Director or Designee for review.
The State Office CPS Screening Unit will:
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Accept safety screenings request from the CPA via email at cpsscreening@dhs.ga.gov for initial and re-evaluation of prospective and existing caregivers.
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Complete the required safety screenings, not conducted by the CPA provider.
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Review and analyze any DFCS history and summarize the results (see policy 19.10 Case Management: Analyzing DFCS History).
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Submit to the Office of Provider Management (OPM) within ten business days from the date of request:
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Safety screenings results;
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Summary of the DFCS history; and
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Caregiver approval recommendation.
OPM will make the final approval decision and notify the agency of the final approval decision. -
Initial Placement and Subsequent Foster Care/Adoption Placement Changes (including Respite)
The County Department will:
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Obtain the following information from RD or CPA staff:
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Foster parent(s) name and address;
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Names of other adult (18 years or older) household members; and
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Resource ID and Person ID.
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Conduct safety screenings to review and assess if the caregiver continues to be eligible for placements.
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Document the safety screening results in Georgia SHINES under the Contacts/Summaries Tab in the Foster Care Child (FCC) stage:
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Select “Pre-placement” as the Purpose of the contact;
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The foster parent’s name(s) and the name, age, and relationships to the foster parent for each household member;
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Date screening was conducted, databases screened, and results; and
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Recommendation for whether child can be placed in the home based on the results of the screening.
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Routine Caregivers or Extended Respite Caregivers
The SSCM will:
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Conduct safety screenings on every individual who is or will be providing:
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Routine care for a child involved in an active DFCS case (Initial Safety Assessment, Investigation, Family Support Services, Family Preservation Services, Foster Care); or
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Extended respite care for children in DFCS custody.
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Review and analyze any DFCS history to make a decision regarding their ability to care for the child (see policy 19.10 Case Management: Analyzing DFCS History).
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Document the safety screening results in the Record Check Summary or Record Check Detail page in Georgia SHINES.
Other States’ Public Agencies, Tribal Agencies, Courts and Adoptions for Specified Resources
The State Office CPS Screening Unit will:
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Accept safety screening requests from other states public agencies (agencies similar to DFCS), tribal agencies, courts (court ordered), and adoptions for specified resources via email at georgiaadamwalshcheck@dhs.ga.gov, that include:
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A written request on the requester’s agency letterhead indicating the reason for the request; and
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The Child Abuse Screening Request Information Form completed and signed by agency representative.
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Provide the safety screenings results to the requester.
Practice Guidance
Safety screenings are a significant component of the overall assessment process and can be initiated any time during the life of the case, including at Intake, Initial Safety Assessment, Investigation, Family Support Services, Family Preservation Services and Foster Care (Permanency or Adoptions). Information gathered from safety screenings increases DFCS’ ability to ensure the safety of children. Safety screenings should not be considered simply as “check-off” items but used to provide critical information to determine a caregivers or prospective caregiver’s protective capacity.
When gathering information about a family, assess whether or not expanded safety screenings are warranted. For instance, DFCS policy may only require checking child welfare records in other states pursuant to the Adam Walsh Child Protection and Safety Act when a person has lived outside of Georgia within the last five years. However, based on information gathered about a family, it may be determined that such a check is warranted on a person who lived in another state seven years ago. Best practice and professional judgment dictate going beyond minimum requirements when making safety assessments. For instance, a SSCM should carefully assess whether checking another state’s CPS records is warranted for applicants who live in Georgia but work in another state. Such a situation may present itself more often in Georgia counties that border other states and have applicants who engage in commerce, school, work, or other activities of daily living in both states.
Safety Screening Databases
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Board of Pardons and Parole
A database of offenders who have been released from confinement (prison) after he/she has served an appropriate portion of his/her prison sentence and will serve the remainder of the sentence in the community under state supervision and control. Generally, individuals included in this database are 16 years of age and older. The Board of Pardons and Parole database is available at papapps.pap.state.ga.us/paroleesearch/search/searchPage. -
CLEAR®
DFCS Family Locator Tool CLEAR® offers fast, efficient search technology that allows one to locate people and authenticate their identities. It verifies such essential personal information as name, current/previous addresses, social security numbers, telephone numbers, email addresses, and criminal history. CLEAR® reports may also include relatives, associates, neighbors, social media accounts and vehicle registrations.CLEAR® reports contain personal identifiable information and should be keep confidential. CLEAR® reports cannot be uploaded in Georgia SHINES External Documentation as they may contain other persons’ information, who are not associated with the case. -
County Master Files - Legacy
County master files include services card files, services computer files, paper files and other files or logs the County Department used for case tracking. These records may also include information related to DFCS history that has been expunged as a part of DFCS record retention policy. The county department will conduct the screening of the County Master Files as this information is not available outside of the county offices. -
Department of Corrections (DOC) Offender Query
This website maintains history on individuals who have been incarcerated in the Georgia prison system. Generally, individuals included in this database are 16 years of age and older. Website is: gdc.georgia.gov/offender-info/find-offender. -
Gateway
An integrated computer system that records information and generates benefits to a group of individuals applying for or using OFI benefits (TANF, FS and Medicaid). Information contained include the names, addresses, birth dates, Social Security numbers, household composition, income, and employment information. This information can be used to assess a financial means of providing and verify self-reported information from the caregiver’s Financial Statement for Resource Parenting. -
Georgia Medicaid Management Information System (GAMMIS)
GAMMIS is used to determine if a child is receiving SSI, Medicaid, or services from Children’s Medical Services. In addition, the information obtained from Georgia Health Partnership (GHP) can assist the user in obtaining well-being information and completing the Targeted Case Management (TCM) billing process. A User ID and password is required to access GAMMIS. Contact the County’s security manager to obtain a User ID and password. The website is www.mmis.georgia.gov/portal/default.aspx. -
Georgia SHINES
Georgia SHINES is the states automated child welfare information system implemented in June 2008. All child welfare case management information is recorded in the Georgia SHINES system and gives the user both historical and current information concerning a family, adult or child that is or has been involved with DFCS. The State of Georgia does not maintain a CAN registry; however, it conducts Georgia SHINES screening for CPS history. -
IDS Online Master Index – Legacy System
IDS Online provides historical child welfare case information in Georgia prior to Georgia SHINES implementation. Once screened and the results are documented in Georgia SHINES, future reports involving the same individual will not require additional screening in this resource. IDS Online is available at idsonline.smipc.net. -
IDS Placement Central – Legacy System
IDS Placement Central provided the physical location of all children in DFCS custody prior to Georgia SHINES implementation. IDS Placement Central also maintained a database of all providers caring for children in the custody of the DFCS. The information from this database may be helpful in making placement decisions by providing previous placement information for a child that may assist in identifying the needs of the child. Once screened and the results are documented in Georgia SHINES, future reports involving the same individual will not require additional screening in this resource. IDS Online is available at idsonline.smipc.net. -
Out-of-State Child Abuse and Neglect (CAN) Registry
A child abuse and neglect registry is a centralized database of child abuse and neglect investigation records for the state. Registries assist in the identification and protection of abused and neglected children and are typically used to aid child welfare agencies in the investigation, treatment, and prevention of child abuse cases and to maintain statistical information for staffing and funding purposes. The type of information contained in central registries and length of time the information is held varies from state to state but usually includes the child’s name and address; the name of the mother, father, or guardian; the name of any siblings; the nature of the harm to the child; the name of the alleged perpetrator(s); and the findings of any investigations. -
Protective Services Data System (PSDS) – Legacy System
PSDS is a historical list of child abuse and neglect incidents in Georgia from the period of 1991 through January 01, 2003. This includes date reported, case name, case number and case determination. It is necessary to review the case information to determine if an individual is identified as a maltreater. PSDS is available at idsonline.smipc.net. -
Sex Offender Registry
The sex offender registry is a database of individuals who has been convicted of a criminal offense against a victim who is a minor or any dangerous sexual offense; Georgia Bureau of Investigation (GBI) is the central repository for Georgia’s Violent Sexual Offender Registry. The sexual offender records are entered on the registry by the Department of Corrections and State Board of Pardons and Paroles. The GBI enters the sexual offender records for the sexual offenders who relocate to Georgia from another state. The GBI Sex Offender Registry search option “all” compiles results from sexual offenders, sexually dangerous predators, and absconders; incarcerated offenders are excluded when location criteria is provided. The Georgia sex offender registry is available at state.sor.gbi.ga.gov/Sort_Public.
Safety Screening Matrix
Intake Reports | Voluntary Kinship | Temporary Alternatives to Foster Care (TAFC) | Kinship Caregivers (Foster care) | Initial Evaluation - Foster or Adoptive Homes | Re-Evaluation - Foster or Adoptive Homes | Child Caring Institution (CCI) | Initial Placement and Subsequent Placement Changes | Routine or Extended Respite Caregivers | Other States’ Public Agencies, Tribal Agencies, Courts and Adoptions for Specified | Individuals Residing in the Home of an Active Case | |
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Boards of Pardons and Parole |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
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CLEAR® |
ü |
ü |
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County Master Files |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
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DOC Offender Query |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
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GAMMIS |
ü |
ü |
ü |
ü |
ü |
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Georgia SHINES |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
IDS Online Master Index |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
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IDS Placement Central |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
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Out-of-State CAN Registry |
ü |
ü |
ü |
ü |
ü |
ü |
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PSDS |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
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Sex Offender Registry |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
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Gateway |
ü |
ü |
ü |
ü |
ü |
ü |
The safety screening matrix is a visual aide provided as additional guidance. Policy requirements must be reviewed to determine if a particular safety screening is required based on the circumstances of the case.
Georgia SHINES - Searches
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Case Search
Case Search in Georgia SHINES is used to search for cases. Users can search for specific cases using Case ID, Case Name, Case Manager (name), facility name, stage type, and additional criteria. When the search criteria do not yield a match, perform another search using different criteria. -
Foster/Adoptive (F/A) Homes Search
F/A homes search is used to search for a non-DFCS or DFCS foster or adoptive homes, Interstate Compact for the Placement of Children (ICPC) homes, and relative homes. In addition to completing the normal search parameters on an F/A home, a search should also be conducted using the provider’s resource ID in Georgia SHINES which should identify any prior incidents involving the F/A home and the outcome of the investigation or policy violation assessment. Searches can also be conducted for homes that are in inquiry status. -
Person Search
A person search is used to search for a person in any stage. A person search can be performed using any of the following identifying information:-
Date of birth
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Full name
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Partial first and last (only the first three letters are needed)
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Phonetic
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Address
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Social Security number
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Person ID
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CRS or Medicaid/MHN Number
Use the least amount of information and try multiple searches before determining a person does not exist in Georgia. -
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Resource Search
Resource search is used to search for resources in the Resource Directory. Resource search includes providers, law enforcement, hotlines/help lines, schools, mental and behavioral health facilities and home/other facilities. The resource search page provides the user with multiple methods to conduct a search for providers. Search options include name, specific identifiers, services provided and location.Resources may have multiple contracts in Georgia SHINES. The user needs to review all matches to select the best resource that matches.
CPS Screening Unit
The CPS Screening Unit is responsible for conducting safety screenings and Adam Walsh requests for prospective foster parent(s), current foster parent(s) re-evaluations, and substitute caregivers to obtain a thorough background history for the purpose of making an approval recommendation.