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3400 Procedures for Sensitive Reports

SWI Policy and Procedures May 2016

Entering sensitive reports into IMPACT is the same as other reports except that all sensitive or potentially sensitive reports must:

  •  be staffed;

  •  be designated as sensitive;

  •  have the sensitive reason and associated details documented; and

  •  for CPS and CCL reports, have the phrase, “To Be Done Locally” entered into the Law Jurisdiction field.

When staffing, the staffing supervisor may provide additional instructions for the intake specialist to follow.

For examples of sensitive cases and for information on assessment policy, see:

2500 Sensitive Reports

2510 Reasons SWI May Designate a Report as Sensitive

2520 Specific Information Required for Reports that are Designated as Sensitive

2550 Parental Notification When a Minor Wants or Has Had an Abortion

2560 Address Confidentiality Program (ACP)

3410 Documenting a Sensitive Report

SWI Policy and Procedures May 2016

To document a sensitive report, the intake specialist:

  •  documents the staffing (consultation) in the narrative beneath the intake specialist’s name;

  •  expands the Special Handling section on the Intake Actions page;

•     clicks the Sensitive Case check box in the Special Handling section of the Intake Actions page;

  •  enters the phrase “sensitive information to be entered by supervisor,” unless directed otherwise by the supervisor. (See 3421 Exceptions for Certain Sensitive I&Rs); and

  •  enters the phrase, “To Be Done Locally” into the Law Jurisdiction field in the Call Summary section of the Intake Actions page.

See:

2520 Specific Information Required for Reports that are Designated as Sensitive

3118.12 Completing the Call Person Detail Page when a Principal or Collateral is a DFPS Employee, Volunteer or Intern, or a Relative of a DFPS Employee, Volunteer or Intern

3430 Processing Sensitive Reports.

3421 Exceptions for Certain Sensitive I&Rs.

3411 Documenting Abortion-Related Information

SWI Policy and Procedures May 2016

The reporter’s Person Notes are confidential, even when the case record has been requested through proper channels, such as during the discovery phase of a lawsuit.

When a minor wants to have or has had an abortion, the intake specialist records the information in the reporter’s Person Notes. The intake specialist includes information on the pregnancy and judicial bypass proceedings, as appropriate.

To ensure that field staff have access to the confidential information, the intake specialist states in the intake narrative that investigation staff should review the reporter’s Person Notes.

3412 Documenting Address Confidentiality Program Information

SWI Policy and Procedures May 2016

For all reports (intake, CRSR, and I&R), in the Special Handling section of the Intake Actions page, the intake specialist:

  •  selects OAG-ACP from the Special Handling drop-down list;

  •  checks the Sensitive Case check box; and

  •  documents in the Comments field below the Sensitive Case check box, any current physical addresses including residence, school, and work, as well as any other locating information on the client or family. This is the only section of the report where the client’s or family’s actual locating information is documented.

For intakes and CRSRs, on the Call Person Detail page, the intake specialist:

  •  documents the OAG-ACP post office box address (P.O. Box 12108 MC068, Austin, TX 78711-2108) as the primary Residence-Mail address for the ACP participant. The first line of the address field looks like this when entered into IMPACT: P.O. Box 12108 MC068;

  •  clicks the Validate button and then selects No when the address validation screen appears. The first line of the address field now looks like this: #MC068 PO BOX 12108;

  •  moves “#MC068” to the end of the P.O. Box number. The first line of the address field now looks like this: PO BOX 12108 #MC068;

  •  enters the individual’s OAG-ACP participant number, if known, in the Person Notes;

  •  completes the Call Person Detail screen; and

  •  selects Save. The validation screen appears again and the intake specialist then selects No.

Persons participating in the Address Confidentiality Program are searched in IMPACT, but not related. If a match is found, the Person Identifier (PID) Number is documented in the Person Notes. Any relevant history that is found is pasted in the Conclusion section of the Narrative page following normal procedures.

For situations where a change of county might be needed, the intake specialist take no action and the supervisor or worker V will facilitate the change of county, if needed.

For an I&R that is saved and assigned, the intake specialist enters the ACP post office box address and the individual’s participant number in the Narrative.

See Sensitive Report Instructions.

3413 Documenting Law Enforcement Notification in Sensitive Reports

SWI Policy and Procedures May 2016

For sensitive cases, SWI does not complete a law enforcement notification. Instead, the intake specialist enters “To Be Done Locally” in the Law Jurisdiction field in the Call Summary section of the Intake Actions page. Field staff are responsible for notifying law enforcement for sensitive cases.

3420 Saving and Submitting Sensitive Reports for Approval

SWI Policy and Procedures May 2016

When appropriate, the intake specialist saves and submits the report for approval.

The intake specialist:

1. clicks the Save and Submit button;

2. clicks the Select Staff button;

3. searches for and then selects the staff member identified in the Manual Assignment Chart;

4. clicks the Save button; and

5. notifies the staffing supervisor when the intake has been saved and submitted.

If the initial staffing supervisor will not be available to handle the sensitive report, he or she makes arrangements for another supervisor to do so and shares this information with the intake specialist.

3421 Exceptions for Certain Sensitive I&Rs

SWI Policy and Procedures May 2016

For sensitive I&Rs involving:

  •  an open DFPS case;

  •  a clients rights issue; or

  •  a standards compliance issue,

the I&R is submitted or assigned differently.

The intake specialist enters the phrase, “per open case,” in the Comments field under the Sensitive Case check box. The intake specialist saves and assigns it to the program staff assigned to the open case or to the local router for clients rights issues and standards compliance issues. When sending a sensitive I&R to an open DFPS case, the intake specialist also sends a follow-up email to the program staff to whom it is assigned.

Occasionally the staffing supervisor may instruct the intake specialist to save and submit the sensitive I&R to the designated sensitive workload for supervisory processing. In these cases, the supervisor notifies the field.

3430 Processing Sensitive Reports

SWI Policy and Procedures May 2016

All intakes, CRSRs, and most I&Rs designated as “sensitive” are saved and submitted by the intake specialist, according to the Manual Assignment Chart. The report is reviewed and processed by a supervisor, worker V, or at times program administrator. These procedures are located in Sensitive Report Instructions.

3431 Assigning Sensitive Reports to Regional Contacts

SWI Policy and Procedures May 2016

After reviewing a sensitive report, the staffing supervisor informs designated regional staff of the sensitive report that has been taken. Each region has designated staff to handle sensitive reports. These contacts are found on the sensitive intake contact lists on SWIndex (an SWI internal resource) under the “Supervisors” heading.

The sensitive intake contact lists are maintained by the SWI Program Improvement Unit. Regional contacts notify SWI of changes to the persons and contact details on the lists by sending an email to the SWI Program Improvement (formerly QA) mailbox: QAUNIT@dfps.state.tx.us.

Instructions regarding who, how, and when to communicate with the designated contact are found in Sensitive Report Instructions. The supervisor, worker V, or program administrator assigns the sensitive report according to procedures found there.

3500 Processing Requests for a Copy of a Recorded Call

SWI Policy and Procedures May 2015

The SWI Program Improvement Unit processes requests for recorded calls and associated information. The requests must meet the requirements documented in:

2186.1 Requests From DFPS Program Staff

2186.2 Requests From Law Enforcement Agencies

2186.3 Requests From Records Management Group or Attorneys Representing DFPS

Program Improvement staff send the recorded call to the requestor via DFPS e-mail, which is automatically encrypted. If the file is too large to be sent via e-mail, the recorded call is burned to a CD. The requestor may ask that the CD be mailed (2 day delivery service) or held for in-person pick-up by an authorized representative.

When Program Improvement staff are not available and there is an urgent need to obtain a copy of the call, a supervisor, worker V, or program administrator may handle requests for recorded calls, following the same procedures.

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