19.16 Collateral Contacts | CWS

Georgia Division of Family and Children Services
Child Welfare Policy Manual

Chapter:

(19) Case Management

Policy Title:

Collateral Contacts

Policy Number:

19.16

Previous Policy Number(s):

N/A

Effective Date:

April 2020

Manual Transmittal:

2020-04

Codes/References

N/A

Requirements

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

Engage as many collateral contacts as necessary during each Initial Safety Assessment, Investigation, Family Support Services, Family Preservation Services, Permanency, and Resource Development (RD) case to assess, where applicable, the following:
1. Parents, guardians or legal custodians
2. Out-of-home caregivers
3. Child(ren)
Establish minimum collateral contact standards based on safety, permanency, and well-being needs of the child and/or family.
Engage collaterals via face-to-face, telephone or email.
Engage collaterals in all program areas.
Adhere to confidentiality and HIPAA provisions outlined in policies 2.5 Information Management: Health Insurance Portability and Accountability Act (HIPAA) and 2.6 Information Management: Confidentiality/Safeguarding Information when engaging collateral contacts. This includes having the caregiver signing an Authorization of Release of Information, when applicable.
Obtain relevant and sufficient information from collaterals to assess:
1. Allegations of child abuse
2. Allegations of policy violations
3. Child safety, permanency and/or well-being
4. Caregiver protective capacity (in-home and out-of-home caregivers)
5. Family functioning
6. The validity of information provided by the parent, caregivers or the child
7. Service provision in addressing safety, permanency or well-being outcomes
8. Behavioral changes
9. Case plan progress
10. Correction action plan (CAP) progress
Engage the medical examiner (ME) as a collateral contact anytime the case involves a child death.
Engage the supervising probation/parole officer of a sexual offender, who is a household member or has contact with a child(ren) on an active case, to determine:
1. The conditions of the offender’s probation/parole; and
2. Compliance with those conditions.
In an active Family Support Services or Investigation, engage at minimum:
1. School and daycare personnel (including after-school care) for each child enrolled in daycare and/or public or private school.
2. Medical/dental/mental health providers for medically fragile children or children with ongoing or chronic conditions requiring frequent medical care.
3. When a child has suffered any injury, including child death/near fatality/serious injury (CD/NF/SI), where applicable:
  1. Emergency healthcare professionals: emergency medical services (EMS), emergency department staff, hospital social workers, coroner, etc.
  2. Law enforcement: responding officer, detective, etc.
  3. Healthcare professionals who provide ongoing medical, developmental and/or psychological care for the child: pediatrician, Children 1^st/Babies Can’t Wait (BCW), therapists, etc.
  4. Individuals who can provide information regarding child safety, circumstances surrounding the injury and plausibility of the explanation of the injury.

In an active Family Preservation Services or Permanency case (including Interstate Compact on the Placement of Children (ICPC) cases of children from other states placed in Georgia), engage collaterals monthly including, but not limited to:

Current service providers including treatment providers for substance abuse or domestic violence/intimate partner violence (DV/IPV), therapists, Children 1^st and Babies Can’t Wait (BCW), parent aides, community supports, etc.
Probation or parole officers.
School and daycare personnel (including after-school care) for each child enrolled in daycare and/or public or private school.

Medical/dental/mental health providers for medically fragile children or children with ongoing conditions requiring frequent medical care.

For children without medical/dental/mental health/behavioral conditions requiring ongoing care, follow-up with providers within ten business days of a child’s visit (e.g., office visit, annual physical, psychological assessment, etc.).

In an active Resource Development Case, engage at minimum:
1. Current providers, for service provision implemented as part of a CAP to address caregiver(s) needs.
2. Individuals who have knowledge of the policy violation allegations including circumstances surrounding the allegations and plausibility of the explanation.
3. Individuals who can provide purposeful information about caregiver protective capacity and/or family functioning.
Verify collateral contact information by obtaining, reviewing and analyzing assessments, reports, records, other supporting documents.
Upload into Georgia SHINES External Documentation all supporting documents obtained from collateral contacts including, but not limited to police reports, drug screens, diagnostic information, prognosis, therapy notes, medical/dental records, recommendations for follow-up treatment, etc.
Document collateral contacts in Georgia SHINES Contacts Summaries within 72 hours of occurrence.

Procedures

Social Services Case Manager

Establish minimum collateral contact standards in accordance with policy 19.15 Case Management: Developing Contact Standards for Purposeful Contacts and Collateral Contacts.
Identify the relevant collateral contacts for each case. For information on identifying appropriate and collateral contacts, see Practice Guidance Case Circumstances to Consider When Identifying Collaterals.
Obtain the caregiver’s signature on the Authorization for Release of Information form to contact collateral contacts, when applicable.
Engage the collateral contacts in a discussion to include:
1. The last contact with the child and/or family including in-home and out-of-home caregivers.
2. The current knowledge of the family’s functioning, including caregiver protective capacity.
3. Any child safety or well-being concerns including any opinion on the child’s care, protection and safety.
4. Changes that have occurred with the child and/or family since the last contact including:
  1. Those observed in the caregiver (in-home and out-of-home caregivers).
  2. Behavioral changes the caregiver has demonstrated.
  3. Behavioral changes observed with the child.
  4. Specific changes in the functioning of the family.
  5. Whether the changes are positive or negative.
5. The appropriateness and sufficiency of provider and the service provision to meet the needs of the child, parent/guardian/legal custodian, youth or placement resource (foster or adoptive or kinship caregiver) in accordance with policy 19.17 Case Management: Service Provision.
6. Recommendations of the type of support the child, family, youth and resource parent may need.
7. During the Initial Safety Assessment, Family Support Services and Investigation:
  1. Allegations of child abuse.
  2. Observations and initial contact with the child and/or family, if they intervened or treated the child as a result of the current child abuse.
  3. Extent of the maltreatment and circumstances surrounding the maltreatment, including the everyday life tasks that are difficult for the family.
  4. Caregiver protective capacity of all parents, guardians or legal custodians and any out-of-home caregiver.
  5. Child vulnerabilities, safety and well-being.
  6. Sufficiency of the safety plan.
  7. Progress on the safety plan.
8. During Family Preservation Services or Permanency cases (including ICPC cases of children from other states placed in Georgia):
  1. Caregiver protective capacity of all parents, guardians or legal custodians and any out-of-home caregiver.
  2. Child safety and well-being, including any observed changes.
  3. Sufficiency of the family or case plan.
  4. Progress on the family or case plan goals or progress towards permanency including any behavioral changes made by the caregiver.
  5. If the child has medical concerns, ensure treatment is being provided and is sufficient to meet the child’s needs.
    
    Obtain regular updates on the child’s diagnosis, treatment, medication, any progress being made, and any follow-up treatment needed, etc.
    
    Assess the need for any additional services or follow-up treatment.
9. Resource Development cases:
  1. Caregiver protective capacity of the and any out-of-home caregiver(s).
  2. Sufficiency of the CAP.
  3. Progress on the CAP objectives, including observed changes.
  4. Allegations of policy violation.
  5. Extent of the policy violation and circumstances surrounding the violation, including the everyday life tasks that are difficult for the family.
Analyze the information provided by collateral contacts to determine:
1. Whether immediate action is needed due to the information provided.
2. Accuracy of the information.
3. Applicability to the current family functioning.
4. Adequacy of the information.
5. Whether inconsistencies exist that need resolution.
6. Whether additional collateral contacts are needed.
Modify the collateral contact standards for the family when there are changes to child safety or family functioning that affect safety management or case planning.
When using an email as a professional collateral contact:
1. Review the unedited email to ensure the contact is a purposeful and focused discussion between the SSCM and the professional.
2. Obtain clarifications of the email, if needed, either verbally or via email.
3. Summarize the information provided into Georgia SHINES in the Narrative of the Contact Detail and reference the uploaded email in External Documentation.
4. Upload the email to External Documentation in Georgia SHINES.
Document each collateral contact within 72 hours of the contact in the Narrative of the Contact Detail.
Upload any supporting documents obtained from the collateral contact to External Documentation of Georgia SHINES.
Participate in a staffing with the SSS to:
1. Identify relevant collaterals for a case.
2. Eliminate barriers in identifying or contacting collateral contacts.
3. Assist with parents refusing to sign releases of information.
4. Determine next steps when information provided by collaterals:
  1. Alleges concerns for caregiver protective capacity.
  2. Alleges safety and/or well-being concerns for the child.
  3. Is insufficient to assess the family’s situation.
  4. Conflicts with other information known or provided.

Social Services Supervisor

Discuss appropriate collaterals with the SSCM upon assignment of a case.
Ensure collateral contacts are occurring as frequently as necessary to assess and ensure safety and determine family functioning.
Use the Collateral Contact by Month Report (LENSES) to track collateral contacts.
Ensure relevant and appropriate collateral contacts were used for a Policy Violation assessment and any case involving out of home settings.
Determine the sufficiency of the collateral contacts and the documentation of these contacts. Consider the following:
1. Were a sufficient number of relevant collaterals contacted?
2. Does documentation support the collateral contact is able to provide relevant information to assess child safety and well-being, current family functioning, service provision, behavioral changes with the caregiver or child, or progress on case plan and permanency?
3. Was information provided by the collateral contact detailed and specific or is further exploration of vague descriptions (mentally unstable, dirty, inappropriate touching, typical arguments, etc.) needed?
4. What direct observation has the collateral contact had with the child and/or family in the past month?
5. What additional information, if any, should we be seeking from the collateral contact?
6. Are inconsistencies documented that need to be resolved either by re-contacting a person already contacted or by contacting additional collaterals?
7. What additional collateral contacts are needed to assess child safety and well-being, family functioning, behavioral changes observed, etc.?
Discuss the sufficiency of the collateral contacts and documentation of these contacts during staffings with the SSCM on an ongoing basis.

Practice Guidance

Collateral Contacts Collateral contacts are individuals who can provide reliable information about a family and its functioning but are not meant to be personal character references. They can be a valuable resource in establishing the facts of the case, verifying information provided by parents, foster or adoptive parents, kinship caregivers and other caregivers, supporting case decision-making and measuring change throughout the life of a case. Regardless of case type, it is important to contact as many persons as necessary that have had direct observation of the child and/or family and can provide specific information regarding a child’s safety, well-being and permanency, a caregiver’s protective capacity and a family’s functioning. A variety of information should be obtained from several collaterals to gain a clear picture of the family. Household members, non-custodial parents or other DFCS staff may provide valuable information; however, they are not considered collateral contacts. DFCS is ultimately responsible for selecting which collateral contact(s) to engage based on the need to verify and assess child safety and well-being, caregiver protective capacities and overall family functioning. If a child is placed outside of the home (kinship caregivers, foster or adoptive parents) during an open case, it is important to contact collaterals to assess the parents and their family, as well as the out-of-home caregivers and their family. When a child is placed outside of the home, the child’s safety in the current home must be assessed in addition to assessing the safety in the home the child is returning to. Although many persons directly involved with a family can provide reliable and accurate information, that information may not be relevant to the current assessment or case circumstances. It is important when identifying collateral contacts to keep in mind the purpose of the information being sought. For example, if we are trying to verify the foster parent’s statement that a child’s injury occurred at the daycare, the most appropriate collateral would be with the daycare staff. It is also important to not allow personal biases to interfere with our informed decision-making. For example, a person who has a volatile relationship with the caregiver may provide information in a vindictive manner. However, this does not mean the information is invalid. The validity of the information needs to be assessed. Mandated reporters often have a special knowledge of a child’s situation and may be excellent collateral contacts. Reaching an accurate case determination and planning wisely for a child’s safety needs are often best accomplished with the added knowledge and recommendations of mandated reporters. When a mandated reporter is contacted to obtain clarification or to provide additional information related to the intake report, this type of contact does not meet the criteria of a collateral contact.
Partnering with Collaterals Partnerships are key in child protection. During any stage of a case, the SSCM should begin to establish partnerships with those individuals or entities who are a part of the child protection team in their area such as the schools, law enforcement, child advocacy centers, mental health, medical professionals, etc. These partnerships can assist the SSCM in obtaining needed information to assess and ensure a child’s safety. It is important for an SSCM to be visible to the child protection team when trying to create a partnership. It is critical that the SSCM is responsive when these partners attempt to contact him/her. Being responsive and establishing trust is the basis for any good working relationship. Although telephone contact and email are acceptable methods for contacting collaterals, it may be necessary for the SSCM to make face-to-face contact when collateral contacts are not responsive to other methods of contact. For example, if the SSCM has attempted to contact a medical doctor by telephone to no avail, the SSCM may need to go to the doctor’s office and attempt a face-to-face contact with the doctor. The SSCM should be prepared to wait until the doctor is available and should bring other work to complete while waiting. It may also help if the SSCM accompanies the child to the medical professional occasionally, so the SSCM can foster the relationship with the doctor.
Identifying Collaterals
Case Type	When identifying collateral contacts for a case, consideration should be given to the following:
Initial Safety Assessment, Investigations, and Family Support Services	The case circumstances and/or reason for agency involvement. The purpose of the collateral information (i.e. assess allegations of maltreatment; verify information provided by the parent, guardian, legal custodian, out-of-home caregivers, child or others; assess child safety, assess behavioral changes in the family; key decision-making; etc.) and whether or not the person contacted can provide that information. The developmental stage of the family (including age(s) of the children). The individual needs of each child and family. Whether the child(ren) is enrolled in school or daycare. Persons with knowledge of the maltreatment allegations, including whether the information supports or refutes the allegations, Professionals that can provide relevant information about the child and/or family. Persons that can provide purposeful information regarding child safety, well-being, family functioning, caregiver protective capacity and the service needs of the child and family. Persons that will contribute to an understanding of the situation and/or can provide information on the overall care of the child in an out-of-home setting (facility or public or private school). Law enforcement and/or medical personnel, if they intervened or treated a child as a result of the current or previous child abuse. Current service providers including treatment providers for substance abuse or DV/IPV, individual and family therapists, parent aides, community supports, etc. Any hospital, clinic or physician that has seen or admitted the child within the past year when there are allegations of physical or sexual abuse, medical neglect, failure to thrive or chronic neglect. Probation or parole officers. Resolve inconsistencies in information provided.
Family Preservation Services and Permanency (including ICPC)	The purpose of the collateral information (i.e. to verify information provided by parent, guardian or legal custodian, out-of-home caregivers, child or others; assess child safety; assess behavioral changes in the family; for key decision-making; etc.) and whether or not the person contacted can provide that information. The developmental stage of the family (including age(s) of the children). The individual needs of each child and family. Whether the child(ren) is enrolled in school or daycare. Professionals that can provide relevant information about the child and/or family. Persons who can provide pertinent and purposeful information about child safety, permanency and well-being, caregiver protective capacity including in-home and out-of-home caregivers, family functioning (both in the parent’s, guardian’s or legal custodian’s home and any out-of-home caregiver’s home), child and family service needs, behavioral changes achieved or observed and case plan progress. Current service providers including treatment providers for substance abuse or DV/IPV, individual and family therapists, Children 1^st and Babies Can’t Wait (BCW) providers, parent aides, community supports, etc. Probation or parole officers Medical/dental/mental health providers for medically fragile children or children with ongoing or chronic conditions requiring frequent care. Relatives and family friends who may be able to share input on behavioral changes observed. The need to establish ongoing relationships with physicians, dentists, and others providing services to children to encourage open, ongoing communication regarding safety and well-being. The frequency in which a person should be contacted as a collateral. Need to resolve inconsistencies in information provided.
Resource Development	The purpose of the collateral contact information (i.e. to verify information provided by out-of-home caregivers, child or others; assess child safety; assess behavioral changes in the family; for key decision-making; assessing policy violation allegations, etc.) and whether or not the person contacted can provide that information. The needs of the child and family. Persons who can provide purposeful information about caregiver protective capacity, family functioning, child and family service needs, behavioral changes, and progress toward CAP objectives. Current service providers. Relatives and family friends who may be able to share input on behavioral changes observed, when there is a CAP is in effect. The frequency in which a person should be contacted as a collateral. Need to resolve inconsistencies in information provided.
Types of Information That May Be Obtained from Collateral Contacts
Schools and Daycares (school nurse, teacher, teacher’s aide, social worker, principal, counselor, etc.)	Verification of attendance, hygiene, appearance, medication management and behavior. Emergency contacts and other family members involved with the child. Any developmental or special needs of the child. Any problems currently observed by the child’s teachers and counselors. The nature of the problems identified and how long observed. Observations noted of what appears to trigger the behaviors and observations of the exceptions to these behaviors. Verification of services being provided to the child. Observations of parent/caregiver (including out-of-home caregivers) and child interactions
Medical/Dental Personnel and Health Providers	Verification of routine medical/dental care. Verification of both an existing medical condition or injury and any past medical history. Any follow-up treatment recommended. Medication management and compliance. Any suspicion of child abuse. Obtain their response in writing, if possible. Determination as to whether injuries are consistent with the explanation.
Mental Health Providers	Verification of existing and/or previous mental health condition, treatment, relapse, etc. Medication management and compliance. Any follow-up treatment recommended. Medical Examiner/Coroner: Expert opinion regarding the time, manner and cause of death. Location and cause of any injuries. Specialized knowledge and expertise in alleged failure-to-thrive and SIDS cases.
Law Enforcement	Verification of current or past criminal history. 911 responses to the address. Verification of information about suspected offenders. Drug screen results. Cooperation and compliance of the offender with the terms and/or conditions of probation/parole and/or sex offender release.
Juvenile Authorities	Verification of any involvement concerning the child and the child’s family. Any concerns regarding child safety and well-being. Child and/or parental cooperation and engagement with intervention from juvenile authorities.
Babies Can’t Wait Providers & Children 1^st	Results and recommendations of developmental assessment for child. Services being provided to child and child’s progress with services.
Neighbors/Family Members/Family Friends	Type of care and parenting styles of the parents. Appropriateness of supervision. Observation of basic needs of food, clothing and shelter. Observation of home environment and frequency/type of visitors. Observation of any police involvement with the family or at the residence. Services needed by the child and family based on observations and interactions. Behavioral changes observed in the caregiver/child/family.
Assessments, Records, Photographs, Service Provider Reports and Other Formal Documents Obtaining copies of assessments, records, photographs or service provider reports does not constitute a collateral contact; however, a discussion with the person who completed the assessment or who has firsthand knowledge about the information provided would constitute a collateral contact. Assessments, records, photographs and other formal documents should be obtained and uploaded as supporting documentation of statements received from parents, children, foster parents or collateral contacts.

Collateral Contacts

Collateral contacts are individuals who can provide reliable information about a family and its functioning but are not meant to be personal character references. They can be a valuable resource in establishing the facts of the case, verifying information provided by parents, foster or adoptive parents, kinship caregivers and other caregivers, supporting case decision-making and measuring change throughout the life of a case. Regardless of case type, it is important to contact as many persons as necessary that have had direct observation of the child and/or family and can provide specific information regarding a child’s safety, well-being and permanency, a caregiver’s protective capacity and a family’s functioning. A variety of information should be obtained from several collaterals to gain a clear picture of the family. Household members, non-custodial parents or other DFCS staff may provide valuable information; however, they are not considered collateral contacts.

DFCS is ultimately responsible for selecting which collateral contact(s) to engage based on the need to verify and assess child safety and well-being, caregiver protective capacities and overall family functioning. If a child is placed outside of the home (kinship caregivers, foster or adoptive parents) during an open case, it is important to contact collaterals to assess the parents and their family, as well as the out-of-home caregivers and their family. When a child is placed outside of the home, the child’s safety in the current home must be assessed in addition to assessing the safety in the home the child is returning to.

Although many persons directly involved with a family can provide reliable and accurate information, that information may not be relevant to the current assessment or case circumstances. It is important when identifying collateral contacts to keep in mind the purpose of the information being sought. For example, if we are trying to verify the foster parent’s statement that a child’s injury occurred at the daycare, the most appropriate collateral would be with the daycare staff. It is also important to not allow personal biases to interfere with our informed decision-making. For example, a person who has a volatile relationship with the caregiver may provide information in a vindictive manner. However, this does not mean the information is invalid. The validity of the information needs to be assessed.

Mandated reporters often have a special knowledge of a child’s situation and may be excellent collateral contacts. Reaching an accurate case determination and planning wisely for a child’s safety needs are often best accomplished with the added knowledge and recommendations of mandated reporters. When a mandated reporter is contacted to obtain clarification or to provide additional information related to the intake report, this type of contact does not meet the criteria of a collateral contact.

Partnering with Collaterals

Partnerships are key in child protection. During any stage of a case, the SSCM should begin to establish partnerships with those individuals or entities who are a part of the child protection team in their area such as the schools, law enforcement, child advocacy centers, mental health, medical professionals, etc. These partnerships can assist the SSCM in obtaining needed information to assess and ensure a child’s safety. It is important for an SSCM to be visible to the child protection team when trying to create a partnership. It is critical that the SSCM is responsive when these partners attempt to contact him/her. Being responsive and establishing trust is the basis for any good working relationship.

Although telephone contact and email are acceptable methods for contacting collaterals, it may be necessary for the SSCM to make face-to-face contact when collateral contacts are not responsive to other methods of contact. For example, if the SSCM has attempted to contact a medical doctor by telephone to no avail, the SSCM may need to go to the doctor’s office and attempt a face-to-face contact with the doctor. The SSCM should be prepared to wait until the doctor is available and should bring other work to complete while waiting. It may also help if the SSCM accompanies the child to the medical professional occasionally, so the SSCM can foster the relationship with the doctor.

Identifying Collaterals

Case Type

When identifying collateral contacts for a case, consideration should be given to the following:

Initial Safety Assessment, Investigations, and Family Support Services

The case circumstances and/or reason for agency involvement.
The purpose of the collateral information (i.e. assess allegations of maltreatment; verify information provided by the parent, guardian, legal custodian, out-of-home caregivers, child or others; assess child safety, assess behavioral changes in the family; key decision-making; etc.) and whether or not the person contacted can provide that information.
The developmental stage of the family (including age(s) of the children).
The individual needs of each child and family.
Whether the child(ren) is enrolled in school or daycare.
Persons with knowledge of the maltreatment allegations, including whether the information supports or refutes the allegations,
Professionals that can provide relevant information about the child and/or family.
Persons that can provide purposeful information regarding child safety, well-being, family functioning, caregiver protective capacity and the service needs of the child and family.
Persons that will contribute to an understanding of the situation and/or can provide information on the overall care of the child in an out-of-home setting (facility or public or private school).
Law enforcement and/or medical personnel, if they intervened or treated a child as a result of the current or previous child abuse.
Current service providers including treatment providers for substance abuse or DV/IPV, individual and family therapists, parent aides, community supports, etc.
Any hospital, clinic or physician that has seen or admitted the child within the past year when there are allegations of physical or sexual abuse, medical neglect, failure to thrive or chronic neglect.
Probation or parole officers.
Resolve inconsistencies in information provided.

Family Preservation Services and Permanency (including ICPC)

The purpose of the collateral information (i.e. to verify information provided by parent, guardian or legal custodian, out-of-home caregivers, child or others; assess child safety; assess behavioral changes in the family; for key decision-making; etc.) and whether or not the person contacted can provide that information.
The developmental stage of the family (including age(s) of the children).
The individual needs of each child and family.
Whether the child(ren) is enrolled in school or daycare.
Professionals that can provide relevant information about the child and/or family.
Persons who can provide pertinent and purposeful information about child safety, permanency and well-being, caregiver protective capacity including in-home and out-of-home caregivers, family functioning (both in the parent’s, guardian’s or legal custodian’s home and any out-of-home caregiver’s home), child and family service needs, behavioral changes achieved or observed and case plan progress.
Current service providers including treatment providers for substance abuse or DV/IPV, individual and family therapists, Children 1^st and Babies Can’t Wait (BCW) providers, parent aides, community supports, etc.
Probation or parole officers
Medical/dental/mental health providers for medically fragile children or children with ongoing or chronic conditions requiring frequent care.
Relatives and family friends who may be able to share input on behavioral changes observed.
The need to establish ongoing relationships with physicians, dentists, and others providing services to children to encourage open, ongoing communication regarding safety and well-being.
The frequency in which a person should be contacted as a collateral.
Need to resolve inconsistencies in information provided.

Resource Development

The purpose of the collateral contact information (i.e. to verify information provided by out-of-home caregivers, child or others; assess child safety; assess behavioral changes in the family; for key decision-making; assessing policy violation allegations, etc.) and whether or not the person contacted can provide that information.
The needs of the child and family.
Persons who can provide purposeful information about caregiver protective capacity, family functioning, child and family service needs, behavioral changes, and progress toward CAP objectives.
Current service providers.
Relatives and family friends who may be able to share input on behavioral changes observed, when there is a CAP is in effect.
The frequency in which a person should be contacted as a collateral.
Need to resolve inconsistencies in information provided.

Types of Information That May Be Obtained from Collateral Contacts

Schools and Daycares (school nurse, teacher, teacher’s aide, social worker, principal, counselor, etc.)

Verification of attendance, hygiene, appearance, medication management and behavior.
Emergency contacts and other family members involved with the child.
Any developmental or special needs of the child.
Any problems currently observed by the child’s teachers and counselors.
The nature of the problems identified and how long observed.
Observations noted of what appears to trigger the behaviors and observations of the exceptions to these behaviors.
Verification of services being provided to the child.
Observations of parent/caregiver (including out-of-home caregivers) and child interactions

Medical/Dental Personnel and Health Providers

Verification of routine medical/dental care.
Verification of both an existing medical condition or injury and any past medical history.
Any follow-up treatment recommended.
Medication management and compliance.
Any suspicion of child abuse. Obtain their response in writing, if possible.
Determination as to whether injuries are consistent with the explanation.

Mental Health Providers

Verification of existing and/or previous mental health condition, treatment, relapse, etc.
Medication management and compliance.
Any follow-up treatment recommended.
Medical Examiner/Coroner:
Expert opinion regarding the time, manner and cause of death.
Location and cause of any injuries.
Specialized knowledge and expertise in alleged failure-to-thrive and SIDS cases.

Law Enforcement

Verification of current or past criminal history.
911 responses to the address.
Verification of information about suspected offenders.
Drug screen results.
Cooperation and compliance of the offender with the terms and/or conditions of probation/parole and/or sex offender release.

Juvenile Authorities

Verification of any involvement concerning the child and the child’s family.
Any concerns regarding child safety and well-being.
Child and/or parental cooperation and engagement with intervention from juvenile authorities.

Babies Can’t Wait Providers & Children 1^st

Results and recommendations of developmental assessment for child.
Services being provided to child and child’s progress with services.

Neighbors/Family Members/Family Friends

Type of care and parenting styles of the parents.
Appropriateness of supervision.
Observation of basic needs of food, clothing and shelter.
Observation of home environment and frequency/type of visitors.
Observation of any police involvement with the family or at the residence.
Services needed by the child and family based on observations and interactions.
Behavioral changes observed in the caregiver/child/family.

Assessments, Records, Photographs, Service Provider Reports and Other Formal Documents

Obtaining copies of assessments, records, photographs or service provider reports does not constitute a collateral contact; however, a discussion with the person who completed the assessment or who has firsthand knowledge about the information provided would constitute a collateral contact. Assessments, records, photographs and other formal documents should be obtained and uploaded as supporting documentation of statements received from parents, children, foster parents or collateral contacts.

Forms and Tools

Authorization for Release of Information
Authorization for Release of Information - Spanish