1703 Closing Inspection Files

Georgia State Seal

Department of Human Services
Policy and Manual Management System

Index:

POL 1703

Revised:

04/01/2026

Next Review:

04/01/2028

​Policy

It is the policy of Residential Child Care Licensing (RCCL) to document and maintain the results of all licensing inspections performed at all licensed Child-Caring Institutions (CCI), Child-Placing Agencies (CPA), Children’s Transition Care Centers (CTCC), Commercial Sexual Exploitation Recovery Centers (CSERC), Outdoor Child Caring Programs (OCCP), Maternity Homes (MH), and Qualified Residential Treatment Programs (QRTP). Inspections include initial visits, re-licensing surveys, follow-ups, amendments, and investigations. Upon the completion of an inspection and/or investigation at facilities and agencies subject to regulation by the Department of Human Services, RCCL Specialist Surveyors complete the following:

  1. The RCCL Specialist Surveyor documents areas of non-compliance by citing the specific rules and regulations of the Department of Human Services for which compliance was evaluated on the Statement of Deficiencies Form within RCC TRAILS. For all complaint investigations, the RCCL Specialist Surveyor links the survey to the applicable intake in RCC TRAILS.

  2. The RCCL Specialist Surveyor states the date(s) by which the Plan of Correction must be received by Residential Child Care Licensing. A Plan of Correction is due within 10 days from the date of receipt of the Statement of Deficiencies. The date(s) in which correction(s) must be made should also be stated by the RCCL Specialist Surveyor. Compliance dates should be reasonable, based upon the risk to children in care.

  3. The RCCL Specialist Surveyor submits the completed Statement of Deficiencies Form for quality control and supervisory approval.

  4. The RCCL Specialist Surveyor sends notification of the results of each inspection to all licensees/potential licensees via RCC TRAILS within 24 hours of closure.

  5. All applicable documents to include, but are not limited to, rosters, worksheets, relicensure packets, photographs, videos, and any received evidence/documentation shall be uploaded into RCC TRAILS or the facility file in SharePoint.

  6. A copy of all inspections and applicable items shall be maintained in the permanent files according to the RCCL Records Retention policy.

​Authority

O.C.G.A. §§ 49-5-8
O.C.G.A. §§ 49-5-12

​References

POL-1715 Timeframes for Completing Surveys
RCCL Preliminary Inspection Report
RCCL File Checklist
RCCL Complaint/Incident Process

​Applicability

This policy applies to all RCCL staff.

​Definitions

​Responsibilities

  1. The RCCL Director is responsible for monitoring requirements for updating this policy.

  2. The RCCL Publisher and the RCCL Rules Coordinator will update this policy according to state requirements.

​History

Replaces Closing Inspection Files POL1703, last reviewed on 4/01/2026.

​Evaluation

The RCCL Director, Deputy Director of Program Operations, Deputy Director of Field Operations, and RCCL Surveyor Supervisors will evaluate this policy when:

  1. Conducting monthly data analysis of RCCL reports.

  2. Conducting quality assurance reviews and quality control audits of survey reports.