<< Click to Display Table of Contents >> Navigation:  Child and Family Services Policy > Section IV - Child Protection Services > IV. C. Intake Screening and Assignment Effective 5/17/17

 

I.SUBJECT

 

Intake screening of reports of child abuse and neglect and assignment of reports.

 

II.PHILOSOPHY

 

The Intake Unit of the Office of Child and Family Services is responsible for receiving reports of abuse and neglect from the community, evaluating those reports in a manner consistent with the law and responding in a way that respects family autonomy while prioritizing and maintaining child safety.

 

III.PURPOSE

 

This policy guides Child Welfare Intake Staff through the process of screening reports of child abuse and neglect to determine whether they qualify as reports under the law, how quickly the agency needs to respond, or if the report should be referred to other community intervention or prevention services. Intake screening and assignment requires focused gathering of facts from the reporter and the collection of other readily available information to determine the proper response.

 

IV.PRACTICE MODEL  

 

•Child Safety, first and foremost.

oMaking children and families safe is a collaborative effort. We create a team for each family, consisting of family, staff, and community members to find safe solutions for children.

oIn our response to child safety concerns, we reach factually supported conclusions in a timely and thorough manner. Input from parents, children, extended family, and community stakeholders is a necessary component in assuring safety.

oWe value family perspectives, goals, and plans as critical to creating and maintaining child safety.

oWe separate dangerous caregivers from children in need of protection. When court action is necessary to make a child safe, we will use our authority with sensitivity and respect.

 

V.LEGAL BASE

 

22 M.R.S. §4004(2)(A) & (B)

20-A M.R.S. §5051-A(1)(C), 20-A M.R.S. §5001-A

 

VI.DEFINITIONS

 

Abandonment

Abuse or Neglect

Allegation

Alternative Response Program

Appropriate to Accept for Assessment Criteria

Appropriate Report

Child Protection Assessment

Caregiver

Community Intervention Program

Executive Management

Household

Intake Unit

Inappropriate Report

Non-Accidental or Suspicious Acts

Prevention Services

Report (Child Abuse and Neglect report)

Risk Factors

Structured Decision Making System Intake Screening and Response Priority Tool

Signs of Danger

Truant

 

 

VII.PROCEDURE STATEMENTS

 

A.Related Documents

 

•Glossary of Child Welfare Terms for the Office of Child and Family Services

•Structured Decision Making Intake Screening and Response Priority Tool (SDM SCRPT Tool)

 

B.Responsibilities of Central Intake when Receiving, Documenting and Assigning a Report

 

1.The Child Protective Intake Unit is staffed with trained caseworkers and receives reports of suspected child abuse and neglect statewide via a toll-free number 24 hours a day, seven days a week.

a.Telephone numbers and addresses of the Child Protective Intake Unit (intake) are made widely known through publicity.

 

2.It is the intake’s role and responsibility to determine whether to accept a report as appropriate for assessment and to determine response time.

a.Reports received at district offices by telephone, walk-in or other means are recorded by the district caseworker using the intake report template and sent to intake via a secure email for screening using the SDM SCRPT Tool.

 

 

3.Intake will review and make a decision about the disposition of all reports within 24 hours of receipt.

 

4.Intake caseworkers will use the appropriate intake template depending on the type of call received.

 

5.The SDM SCRPT Tool will also be used to determine if a report is appropriate for assessment and to determine the urgency of the response.

 

6.Intake staff are responsible for determining the following:

•whether to screen in a report

•which abuse type(s) are alleged: sexual abuse, physical abuse, neglect, emotional maltreatment or other

•what the response priority should be

•if not appropriate for assessment, whether risk factors indicate the need to refer to prevention services or community intervention programs.

 

C.Preliminary Screening Decision

 

1.The intake caseworker determines if a report involves these initial criteria:

•A child under the age of 18

•An allegation of abuse or neglect

•A caregiver as the subject of the allegation

•A child residing in Maine or the abuse having occurred in Maine.

 

a.If initial criteria are not met the intake caseworker screens out the report and explores if additional risk factors are present (per Section E).

 

i.Reasons for intake caseworker response (absent allegations) are found in the SDM SCRPT Tool and include the following: a prenatal report, a service request, safe haven baby, or concerns relating to an out of home facility.  

 

b.If initial criteria are met the intake caseworker screens in the report (per Section F or G).

 

D.Screening Out Reports

 

1.Upon the determination that the report does not meet criteria, the intake caseworker may explain to the caller why the report is not consistent with the law and/or policy and may refer the caller to other resources as appropriate.

 

2.A reporter may be informed of the decision to screen out a report, but not of its disposition if it is screened in for assessment. (See provisions for disclosure of information under Title 22, Chapter 1071, Subchapter 1, Sub-section 4008.)  

 

 

 

E.Referrals to Community Intervention Program and Prevention Services

 

1.Even if a report is screened out, the intake caseworker explores if additional risk factors are present.

a.If no risk factors exist, the intake caseworker documents his or her decision in the daily call log and MACWIS as appropriate.

 

b.If risk factors do exist, the intake caseworker consults the SDM SCRPT Tool to determine if the family would benefit from Community Intervention Program or Prevention Services.

 

2.Referrals to a Community Intervention Program and prevention services are permitted if a family does not meet the criteria for a Child Welfare Assessment and one or more of the following are present:

•Caregiver has a prior assessment in the past year;

•Caregiver has a substance abuse, domestic violence and/or mental health issue(s);

•Report of a substance-exposed newborn (also known as a drug-affected baby);

•Child in the home has health concerns that the caregiver is struggling to address;

•Caregiver is involved in criminal activity with little or no impact on the child;

•Caregiver struggles with appropriate discipline and limit-setting; and

•Someone in family has identified need that could be addressed with services.

 

a.Other situations considered more appropriate for Prevention Services are the family needs clothing, food, housing, counseling, education, financial assistance or other similar resources.

 

 

F.Screening In Information on an Existing Report, Assessment or Case

 

1.If the intake caseworker searches MACWIS and finds that there is an open report, assessment or case with the individual or family then information is collected from the caller and added to the current open report, assessment or case in MACWIS.

 

 

 

G. Screening In New Allegations on an Existing Report, Assessment or Case

 

1.If the intake caseworker receives new allegations on a family currently involved with Child Protective Services the following applies:

 

 

 

H.Screening In New Reports

 

1.Using the applicable intake template given the subject of the call, the intake caseworker listens to the reporter and asks questions as needed. The following information is documented in the MACWIS intake module for new reports:

 

 

2.If the reporter’s information is not sufficient to determine if a report is appropriate the intake caseworker may, with supervisory approval, contact at least one professional person who may have direct knowledge of the child’s current condition prior to creating a report in MACWIS.

 

 

I.Determining Allegation Type

 

1.The intake caseworker reviews the information, additional sources as needed and determines whether the allegation(s) are either appropriate (meets the definition of abuse or neglect); inappropriate (does not meet the definition of abuse and neglect); involves a substance-exposed newborn or drug-affected baby with no allegations; or other (see second guidance box below).

 

 

 

1.If appropriate, the intake caseworker determines the type(s) of allegation(s) as being one or more of the following:

•sexual abuse: sexual act(s) or suspicious sexual act(s) performed by a caregiver or another individual

•physical abuse: physical injury resulting from non-accidental or suspicious acts of a caregiver

•neglect: failure or refusal of a caregiver to assume responsibility for a child’s basic needs for reasons other than poverty including caregiver failure to protect the child

•emotional maltreatment: caregiver action(s) have led or are likely to lead to child’s sever anxiety, depression, withdrawal, or aggressive behavior toward self or others

•other (see below):

 

 

1.Issues that should be referred to Child Protective Services (CPS) Assessment and those that are better suited for Community Intervention Program or Prevention Services are identified below by type of allegation. For detailed information and a decision tree for each allegation type see the SDM SCRPT Tool.

 

a.Sexual Abuse

 

i.Allegations Appropriate for CPS Assessment

-Any sexual act on a child by an adult caregiver or other adult in the household, or unable to rule out household member as alleged perpetrator

-Physical, behavioral, or suspicious indicators consistent with sexual abuse

-Exposure to sexually explicit conduct or materials

-Sexual exploitation

-Known or highly suspected sexual abuse perpetrator lives with child

 

ii.Indicators that do not meet OCFS thresholds for a CPS response and could be better served by Community Intervention Program or Prevention Services

-A young child demonstrates sexual behaviors

b.Physical Abuse

 

i.Allegations Appropriate for CPS Assessment

-Non-accidental physical injury

-Unexplained and suspicious injury

-Caregiver action that caused or will likely cause injury without intervention, including shaking of an infant or child under three years old

-Suspicious child death due to abuse

-Substantiated prior serious injury/death of a child due to abuse AND there is a new child in the care of the perpetrator and there has been no subsequent OCFS involvement that shows the issues resulting in maltreatment have been resolved

 

ii.Indicators that do not meet OCFS thresholds for a CPS response and could be better served by a Community Intervention Program or Prevention Services

-A child displays or reports accidental injuries including regular and recurring minor physical injuries that could reasonably be expected to heal with no or minimal medical intervention. Examples are welts, cuts, bruises, sprains, strains, wound infections, minor burns and scalds (first degree), minor head injuries, insect and animal bites, minor eye injuries, injuries to the back, shoulder and chest

c.Neglect

 

i.Allegations Appropriate for CPS Assessment

-Caregiver does not meet basic needs and has refused assistance for the following: nutrition, clothing/hygiene, shelter, supervision, medical/mental health care and treatment

-Caregiver does not meet the basic needs for education (as defined in 20-A M.R.S. §5051-A(1)(C), a child who is required to attend school pursuant to 20-A M.R.S. §5001-A” see Glossary for additional information)

-Caregiver does not protect child from the following: neglect or physical, emotional, or sexual harm by others; labor trafficking; commercial sexual exploitation by a third party

-Caregiver absence/abandonment

-Involving child in criminal activity that creates danger of serious physical or emotional harm to the child

-Positive toxicology at birth AND inadequate caregiver response

-Non-organic failure to thrive

-Prior termination of parental rights and there is a new child in the home and there has been no subsequent OCFS involvement that shows the issues resulting in maltreatment have been resolved

-Substantiated prior serious injury/death or a child due to neglect and there is a new child in the care of the perpetrator and there has been no subsequent OCFS involvement that shows the issues resulting in maltreatment have been resolved

-Suspicious child death due to neglect

 

ii.Indicators that do not meet OCFS thresholds for a CPS response and could be better served by a Community Intervention Program or Prevention Services

-Prenatal substance use

-Lack of food, clothing appropriate for the weather, or shelter which is not injurious to the child

-Housing conditions or housing items within a child’s reach in the home environment which causes or are likely to cause a level of deprivation which does not require medical attention

-Failure to provide necessary personal care (hygiene), or clothing, to protect the child where there is little demonstrated impact to the child

-Involvement of child in criminal activities where there has been little/no impact on the child

-Provide or permit child to use alcohol or other drugs, and there is little/no information on the impact to child

-Physical or mental impairment of a parent(s), including substance abuse, which may prevent the parent from meeting the basic needs of a child though there has been little/no impact on the child

-Failure by a person responsible for the child to ensure school attendance:

ofor a child younger than age seven or has completed grade six (when Title 20-A does not apply), OR

othe child is within the parameters of Title 20-A and the truancy protocol has not yet been followed.

 

d.Emotional Abuse/ Maltreatment

 

i.Allegations Appropriate for CPS Assessment

-Caregiver actions have led or are likely to lead to child’s severe anxiety, depression, withdrawal, or aggressive behavior toward self or others

-Exposing the child to brutal or intimidating acts or statements, including but not limited to: harm or threatened harm to animals; threats or suicide or harm to family members; and/or consistently scapegoating the child

-Exposure to domestic violence

 

ii.Indicators that do not meet OCFS thresholds for a CPS response and could be better served by a Community Intervention Program or Prevention Services

-Concerning caregiver actions with limited adverse impact and/or limited expected impact

-Isolated domestic violence concerns where children were not present, are not aware of the incident, and where there is no pattern of violence or serious event which caused injury to a caregiver

-Caregiver describes or acts towards a child in negative terms or has unrealistic expectations, where there has been little/no impact on the child

 

J.Determining Response Priority and Completing a Report

 

1.Reports that are appropriate for referral are assigned a response time by Central Intake and reviewed by the Intake Supervisor. Intake Workers consult the SDM SCRPT Tool to determine response time, either 24 or 72 hours.

 

2.If it appears that a child is in immediate risk of serious immediate harm, or the SDM SCRPT Tool response priority indicates the need for a 24 hour response, the Intake Worker contacts the Intake Supervisor (or standby staff after hours) immediately. All other appropriate reports will be completed by the Intake Worker and submitted to the Intake Supervisor for approval by the end of the Intake Worker’s shift.

 

3.Before making a recommendation to the Intake Supervisor, Intake Workers consider factors that could either result in an increased or decreased response time. Factors increasing a response time indicate a 24 hour response is needed. Factors decreasing response time requires that a response occurs within 72 hours. When multiple factors are present, factors that increase response time supersede factors decreasing response time. Factors to consider are as follows:

a.Factors Increasing Response Time:

•Law enforcement requests immediate response

•Forensic considerations would be compromised by slower response

•Reason to believe family may flee

•Prior child death in household due to abuse or neglect.

b.Factors Decreasing Response Time:

•Child safety requires strategically slower response (e.g., value of coordinating multi-agency response outweighs need for immediate response)

•Child is in alternative safe environment

•Alleged incident occurred more than six months ago.

 

K.District Attorney Referrals

 

1.If a suspected criminal act of abuse to a child is alleged, intake staff make a referral to the District Attorney (DA) where the alleged crime occurred. This includes reports involving child death and/or serious injury, ingestion, and domestic violence homicide. In addition, reports with allegations involving physical abuse, sexual abuse, sex trafficking, and child endangerment require a referral to the DA.

 

 

 

L.Intake Supervisor Review, Approval and Assignment of Reports

 

1.The intake supervisor reviews the report and determines if modifications are needed and whether or not the categorizations are correct.

 

a.If changes or clarifications are needed, the intake supervisor may request that the intake caseworker make any necessary edits.

 

b.This decision may be delayed by the need to contact collateral individuals and better understand the child’s circumstances.

 

 

2.Reports that require a response within 24 hours must be reviewed immediately by the intake supervisor (or standby supervisor after hours). If approved, the intake supervisor must assign it to the District Office as soon as possible. If a report contains a concern of child death and/or serious injury, ingestion, and domestic violence homicide, intake staff selects the appropriate box on the ‘Intake Decision Screen’ in MACWIS, and completes a notification to Executive Management.

 

3.Reports that require a 72-hour response must be reviewed by the intake supervisor by the end of his/her shift and within 24 hours of intake receiving the report.

 

4.Once approved by the intake supervisor, reports are either: sent to the appropriate district supervisor for assignment for CPS Assessment; or referred to a Community Intervention Program or Prevention Services.

 

5.Once a report is sent to the District Office the family must be seen within the response time specified by intake.

 

6.District Office staff may be aware of circumstances regarding a family or immediately learn new information about a report which could change the report decision or response time. Intake must be contacted within 24 hours of the report being transferred to the District Office to discuss the report decision.