<<Previous Page

Next Page>>

3140 Intake Actions Page

SWI Policy and Procedures October 2015

The Intake Actions page in IMPACT has four sections:

Allegation;

Call Decision;

Special Handling; and

Call Summary.

The intake specialist completes all the fields on the Intake Actions page in IMPACT when processing intakes for investigation.

The intake specialist completes only the Case Name drop-down list in the Allegation section when processing CRSRs.

3141 Allegation Section

SWI Policy and Procedures October 2015

There are three drop-down lists in the Allegation section of the Intake Actions page in IMPACT. Each one is pre-filled with the names of principals that were entered into the Person section of the Call Information page and a complete list of allegations.

The intake specialist clicks the Add button, and selects the correct:

•  victim’s name;

•  allegation; and

•  Alleged Perpetrator (AP)’s name.

When there is more than one victim, allegation, or AP, the intake specialist:

•  clicks the Add button after entering each one; and

•  selects the correct names for the victim, allegation, and AP until all are included in the list.

The intake specialist does not click the Continue button until the final victim, allegation, or AP has been added.

3142 Call Decision Section

SWI Policy and Procedures October 2015

In the Call Decision section of IMPACT, the intake specialist selects the:

•  Classification (program type);

•  Case Name; and

•  Primary Allegation.

3142.1 Classification Drop-Down List

SWI Policy and Procedures October 2015

When processing a report as an intake, the intake specialist selects in IMPACT the correct DFPS program from the Classification drop-down list.

If the report is a case-related special request (CRSR) or an information and referral (I&R), the Classification box pre-fills as SPC (special) or I&R.

3142.2 Case Name Drop-Down List

SWI Policy and Procedures October 2015

To choose a case name in IMPACT, the intake specialist selects a name from a drop-down list that has been populated by the person list or Facility page, depending on the DFPS program selected from the Classification drop-down list on the Call Information page.

Each program has different criteria for how the case name is determined. For cases involving a facility, the case name should be the name of the facility as it is listed in the resource directory in IMPACT.

See:

4910 CPS In Re and Case Name

5352 DCL Case Name

5462 RCCL Case Name

6911 APS In-Home Case Name

7710 Completing the In Regards To and Case Name Fields for Cases Related to APS Provider Investigations

3210 Resource Directory

3142.3 Primary Allegation Drop-Down List

SWI Policy and Procedures October 2015

To choose the primary allegation, the intake specialist selects an allegation type from the drop-down list of allegations that have already been identified in the intake.

The primary allegation must be the allegation type that has caused or appears likely to cause the most harm or risk of harm to the alleged victim.

3142.4 Determination Factors Check Boxes

SWI Policy and Procedures October 2015

A determination factor is a descriptive phrase that supports the assessment of the intake (a P1 vs. a PN for a CPS intake, for example).

IMPACT displays the descriptive phrases associated with the program that the intake specialist has already entered in the Classification drop-down list.

For example, APS client characteristics display when an APS classification is selected, and CPS determination factors display when a CPS classification is selected. The intake specialist selects the factors that are most appropriate to the current situation; for example, for a CPS intake some of the factors might be: Child, age 0-6; bruises/welts; Child unprotected.

To select determination factors, the intake specialist clicks the check box of any factors in the list which were identified during the interview and documented in the narrative. The intake specialist selects the No Factors check box, if no determination factors apply.

3142.5 Determination Descriptors Check Boxes

SWI Policy and Procedures October 2015

A determination descriptor is a descriptive phrase that reflects information frequently associated with a particular allegation type.

IMPACT displays the descriptive phrases associated with the allegation types and program that the intake specialist has already entered in the Allegation section and Classification drop-down list. The intake specialist selects the descriptor that is most appropriate to the current situation; for example, for a CPS intake with the allegation of MDNG, the options would be: Child lacks essential medical treatment and Child misses medical appointments. (APS in-home and APS provider investigations [previously facility investigations] intakes do not display determination descriptors.)

3142.6 Priority Initial Drop-Down List

SWI Policy and Procedures October 2015

Each DFPS program has its own method of determining how quickly an investigator must respond to a report of abuse or neglect. Intake specialists, therefore, assign the priority of a report according to the policies of the DFPS program to which the report relates.

See:

4300 CPS Assessment of Priority

5220 CCL Assessment of Priority

6400 APS In-Home Priorities

7400 APS Provider Assessment of Priority

3142.7 Closure Codes Drop-Down List

SWI Policy and Procedures October 2015

When a CPS intake is completed as a Priority None (PN), the intake specialist selects the appropriate Closure Code.

There are three PN closure codes used at intake:

  •  Past A/N; No Current Safety Issues; No Apparent Risk of Recurrence in the foreseeable future

  •  Additional Information from specific COL/PRN needed

  •  Child Death/Review needed

The intake specialist must also check the Assign PN box, in order to proceed with assigning the PN intake.

For a definition of PN, see 4330 Assessment of Priority N.

3143 Special Handling Section

SWI Policy and Procedures October 2015

Some situations require the report to be handled differently by field staff. SWI identifies these special circumstances by designating the report for special handling.

3143.1 Special Handling Drop-down List

SWI Policy and Procedures June 2016

On the Intake Actions page, the intake specialist selects the appropriate reason from the Special Handling drop-down list and types an explanation in the Special Handling Comments field.

See:

3143.11 OAG-ACP (Address Confidentiality Program)

3143.12 Active Military

3143.13 Law Enforcement

3143.14 Retired Military

3143.15 Native American Reservation

3143.2 Worker Safety Issues Check Box

3143.3 Sensitive Case Check Box

3143.4 Suspected Manufacturing of Methamphetamines Check Box

3143.11 OAG-ACP (Address Confidentiality Program)

SWI Policy and Procedures October 2015

When any person involved in the report is an Address Confidentiality Program (ACP) participant, the intake specialist:

1.   selects OAG-ACP from the Special Handling drop-down list, and

2.   types in the Special Handling comments field any current physical addresses for the residence, school, work, and 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.

See 3411 Address Confidentiality Program.

3143.12 Active Military

SWI Policy and Procedures October 2015

When any principal is active military or resides on a military base, the intake specialist obtains additional information about the military personnel, such as the person’s rank, branch of military, unit name and address, and duty location. The intake specialist also explores whether the person has recently been deployed or will be deployed in the near future.

In the Special Handling section, the intake specialist:

1.   selects Active Military from the drop-down list, and

2.   types the details in the Comments field. For example:

  •  Staff Sergeant

  •  U.S. Army

  •  B Company, 2 Cav Division, Fort Hood, TX 78754

  •  Deploying to Afghanistan in September 2015

3143.13 Law Enforcement

SWI Policy and Procedures October 2015

Intakes Involving a Principal Employed by Law Enforcement

If any of the principals in the intake are employed by the law enforcement agency that is responsible for conducting the criminal investigation, the intake specialist:

1.   selects Law Enforcement from the drop-down list, and

2.   types the principal’s name and the agency where the principal works in the Comments field of the Special Handling section.

SWI does not complete a law enforcement (LE) notification for intakes if:

  •  a member of law enforcement is involved as a principal; and

  •  the law enforcement personnel is employed by the LE agency with jurisdiction to investigate.

The intake specialist does not search for and enter anything into the Law Jurisdiction field. Instead, the intake specialist types “To be done locally” in the Law Jurisdiction field in the Call Summary section of the Intake Actions Page.

This is the only special handling situation (other than reports that are marked “Sensitive”) in which the “To be done locally” phrase is used.

See 3144.22 Situations In Which The Law Jurisdiction Search Feature in IMPACT Is Not Used.

I&Rs Involving an Alleged Perpetrator Employed by Law Enforcement

If:

  •  the I&R Type Non-FPS Criminal Matter Ref’d to Law is being processed; and

  •  a law enforcement official is alleged to be the perpetrator; and

  •  the appropriate agency to notify is his or her employer;

then the intake specialist:

  •  selects Law Enforcement from the drop-down list in the Special Handling section on the Intake Actions page;

  •  staffs the call with the intake supervisor or designee; and

  •  saves and assigns the I&R to an intake supervisor or acting supervisor as instructed, who telephones the law enforcement agency for processing instructions.

See 3150 Saving or Closing a Report.

3143.14 Retired Military

SWI Policy and Procedures October 2015

When any principal has retired from the military, the intake specialist obtains additional information about the military personnel, such as the branch of military and the person’s rank at the time of retirement.

In the Special Handling section, the intake specialist:

1.   selects Retired Military from the drop-down list, and

2.   types the details in the Comments field. For example:

  •  Sergeant Major

  •  U.S. Army - Retired

3143.15 Native American Reservation

SWI Policy and Procedures October 2015

When any principal lives in a Native American Nation or the abuse or neglect occurred in a Native American Nation, the intake specialist:

1.   selects Native Amer/Reserv. from the drop-down list, and

2.   types the name of the tribe in the Comments field.

3143.2 Worker Safety Issues Check Box

SWI Policy and Procedures June 2016

Issues related to the safety and well-being of field staff are documented in the General Information/Description section of the Narrative page as well as in the Special Handling section on the Intake Actions page. To indicate worker safety issues in the Special Handling section, the intake specialist clicks the Worker Safety Issues check box and types the details into the Comments field.

Some examples of worker safety issues:

  •  Gang-related information

  •  Aggressive animals in the yard or home

  •  Dangerous weapons

  •  Threats of bodily harm made against state employees by someone in the household

  •  Risk to the worker of contracting a contagious infectious disease

See 2311.1 Worker Safety Issues.

3143.3 Sensitive Case Check Box

SWI Policy and Procedures October 2015

Intakes, case-related special requests (CRSRs), and information and referrals (I&Rs) may need to be designated as sensitive reports. There is a Sensitive Case check box in the Special Handling section to restrict access to the case in IMPACT, if appropriate.

On the Intake Actions page of IMPACT, the intake specialist selects the box next to Sensitive Case and explains (in the Comments field to the right) why the case is sensitive.

The intake specialist includes specifics; for example, if a DFPS employee is the alleged perpetrator in the case, the intake specialist includes:

  •  the DFPS employee’s name;

  •  the employee’s IMPACT Person ID; and

  •  the program and county where the employee works.

See also 2500 Sensitive Reports.

3143.4 Suspected Manufacturing of Methamphetamines Check Box

SWI Policy and Procedures October 2015

When any household member is suspected of manufacturing methamphetamines in the home or surrounding area, the intake specialist documents the information under Special Handling by clicking the Suspected Manufacturing of Methamphetamines check box and typing the relevant information in the Comments field.

3144 Call Summary Section

SWI Policy and Procedures October 2015

The Call Summary section on the Intake Actions page in IMPACT provides a summary of the information about the report being entered (intake, I&R, or CRSR).

The Call Summary fields are automatically populated based on how other sections of the report were completed. These auto-completed fields include Classification (program), Case Status, Call ID, Call Date, Reporter, Priority (if applicable), Case Name, In RE Name, Call Time, and the Primary Allegation (if applicable). The Current Case field is the only field that does not prefill while generating an intake, as a case ID is not generated until an intake is assigned.

The Law Jurisdiction field is the only field in this section that requires completion by an intake specialist.

3144.1 Determining Law Enforcement Jurisdiction

SWI Policy and Procedures October 2015

The Law Jurisdiction field in IMPACT is completed by the intake specialist for all CPS, DCL, and RCCL intakes.

SWI uses the DFPS Law Enforcement Jurisdiction Locator website to determine which law enforcement agency will have jurisdiction. The locator website is used for both intakes and I&Rs, but the Law Jurisdiction field on the Intake Actions page is only completed for intakes. For I&Rs, the intake specialist documents the name of the agency that has jurisdiction at the top of the Narrative.

When the website is unavailable, intake specialists use the Law Jurisdiction Search feature in IMPACT by clicking the SEARCH button located in the Call Summary section to determine jurisdiction.

When a report is given a designation of “Sensitive” or “Special handling – Law Enforcement,” the intake specialist does not use the Law Enforcement Jurisdiction Locator website or the Law Enforcement Search feature in IMPACT to determine jurisdiction. Instead, the intake specialist types the phrase “To be done locally.” into the Law Jurisdiction field to inform the field office about the need to complete the law enforcement notification.

See:

3413 Documenting Law Enforcement Notification in Sensitive Reports

2312 Law Enforcement Jurisdiction

2761 Reports of Abuse, Neglect, Exploitation, or Death Investigated by Law Enforcement

3144.21 Using the Law Jurisdiction Search Feature in IMPACT

3144.22 Situations In Which The Law Jurisdiction Search Feature in IMPACT Is Not Used

2500 Sensitive Reports

3410 Documenting a Sensitive Report

3144.11 Using the DFPS Law Enforcement Jurisdiction Locator Website

SWI Policy and Procedures October 2015

The intake specialist has access to the DFPS Law Enforcement Jurisdiction Locator website, and uses this resource to determine law enforcement jurisdiction for all CPS, DCL, RCCL reports, and I&Rs that are referred to law enforcement. This website provides information about jurisdictions in Texas only, and cannot be used for any out-of-state jurisdiction determinations. Only SWI employees are authorized to use this website.

See the DFPS Law Enforcement Jurisdiction Locator for CPS and CCL Intakes document for instructions on how to use the DFPS Law Enforcement Jurisdiction Locator website.

Once the correct agency has been determined for an intake, the intake specialist completes the Law Jurisdiction field which is found in the Call Summary section of the Intake Actions page. For I&Rs referred to law enforcement, this information is documented in the Narrative.

See:

3144.2 Documenting Law Enforcement Jurisdiction

3631 I&Rs For Another Texas State Agency, Out-of State Agency, or Law Enforcement Agency

3144.12 Using IMPACT to Determine Law Enforcement Jurisdiction

SWI Policy and Procedures October 2015

When the DFPS Law Enforcement Jurisdiction Locator website is unavailable, the intake specialist uses either the Law Jurisdiction Search feature or IMPACT Resources to determine which law enforcement agency has jurisdiction. See 3211 Performing a Resource or Facility Search.

For CPS, DCL, and RCCL intakes (except those involving residential treatment centers), the intake worker uses the Law Enforcement Jurisdiction search feature in the Call Summary section of the Intake Actions page to select the most appropriate match from IMPACT.

For RCCL intakes that involve a residential treatment center, the facility is searched for by going to the Resource tab. Once the correct facility is found, the intake specialist reviews the Comments section of the Facility page of the residential treatment center (identified as “Residential Treat” in IMPACT). The Comments section identifies the correct law enforcement agency that has jurisdiction. The agency identified in the Comments section is the agency that is entered into the Law Jurisdiction field on the Intake Actions page.

See:

3144.21 Using the Law Jurisdiction Search Feature in IMPACT

3211 Performing a Resource or Facility Search

3144.2 Documenting Law Enforcement Jurisdiction
3144.21 Using the Law Jurisdiction Search Feature in IMPACT

SWI Policy and Procedures October 2015

Based on the information that has been documented in the report in IMPACT, Statewide Intake support staff sends a notification to law enforcement for all CPS, DCL, and RCCL intakes. In order for the notification to be completed accurately, the intake specialist selects the name of the law enforcement agency with jurisdiction from the IMPACT search results. The agency name is then carried over automatically to the Law Jurisdiction field.

IMPACT search results are based on the county identified with the Case Name. It is important that the address associated with the Case Name is correct, and has been validated in IMPACT.

If the law enforcement jurisdiction is in the same county as the address of the Case Name, and the correct address has been entered and validated in IMPACT, a list of law enforcement agencies which have probable jurisdiction over that address automatically displays in the Resource Search Results page once the SEARCH button is clicked. The correct agency, as identified by the Law Enforcement Jurisdiction Locator website, is selected from these results.

See 3144.11 Using the DFPS Law Enforcement Jurisdiction Locator Website.

Using the search feature in IMPACT to select the Law Enforcement Jurisdiction when:

The Jurisdiction Is in the Same County as the Address of the Case Name

The intake specialist:

  •  does not type anything into the Law Jurisdiction field;

  •  clicks the SEARCH button next to the Law Jurisdiction field. IMPACT returns search results based on the county identified with the Case Name;

  •  selects from the agencies listed on the Resource Search Results page either:

  •  the agency identified by the Law Enforcement Jurisdiction Locator website, or

  •  the most appropriate law enforcement agency to have jurisdiction, if the locator website is unavailable; and

  •  clicks the Continue button at the bottom of the Resource Search Results page.

See 2312 Law Enforcement Jurisdiction for determining the correct agency.

The Jurisdiction Is Not in the Same County as the Address of the Case Name

When the law enforcement jurisdiction for an intake is in a different county than the address of the Case Name, the intake specialist does not select the Case Name in the Case Name field until after completing the Law Jurisdiction field.

In this situation, the intake specialist:

  •  types in the first few letters of the correct law enforcement agency into the Law Jurisdiction field;

  •  clicks the SEARCH button next to the Law Jurisdiction field. IMPACT returns search results based the information typed into the Law Jurisdiction field;

  •  selects from the agencies listed on the Resource Search Results page either:

  •  the agency identified by the Law Enforcement Jurisdiction Locator website, or

  •  if the website is unavailable, the most appropriate law enforcement agency to have jurisdiction;

  •  clicks the Continue button at the bottom of the Resource Search Results page; and

  •  selects the Case Name.

3144.22 Situations In Which The Law Jurisdiction Search Feature in IMPACT Is Not Used

SWI Policy and Procedures October 2015

There are three situations in which an intake specialist must manually enter information into the Law Jurisdiction field and does not perform a search. These situations are explained below:

  •  When the incident occurred out-of-state.

The intake specialist enters the name of the law enforcement agency or town and state. Out-of-state law enforcement agencies are not listed in IMPACT resources. SWI support staff are responsible for determining the contact information for the designated agency or location.

  •  When a principal is an employee for the law enforcement agency who has jurisdiction.

The intake specialist enters “To be done locally”. See 2311 Special Handling Reports and 3143 Special Handling Section.

  •  When the report has a sensitive case designation.

The intake specialist enters “To be done locally”.

See 2500 Sensitive Reports and 3400 Procedures for Sensitive Reports for information regarding sensitive designation.

3144.23 Documenting That Law Enforcement Jurisdiction is Unknown

SWI Policy and Procedures October 2015

If law enforcement jurisdiction remains unclear after discussion with the reporter, additional research, and/or IMPACT searches are completed, the intake specialist documents this information in the narrative.

See 2312 Law Enforcement Jurisdiction.

<<Previous Page

Next Page>>