The Intake process begins when SRS receives an allegation or suspicion that a child may be a child in need of care or a request for services. The intake process ends with the Initial Assessment decision of no further CFS action needed or accept it as a report for investigation and/or further assessment.

1010 Receiving Child In Need of Care (CINC) Reports

SRS receives reports of Child Abuse/Neglect 7 days/week, 24 hours/day. Reports are made by calling the Kansas Protection Report Center toll free number. Calls may be automatically forwarded to the Regional Protection Report Centers. All Regional Protection Report Centers will take reports as calls are received regardless of where a child(ren) is/are located.

In the event that a call was routed incorrectly or a reporter is reporting on a child(ren) that reside in a region different from where the reporter resides, the Regional Protection Report Center shall take the report and forward the report within two working hours to the Regional Protection Report Center responsible for the Initial Assessment decision. The Regional Protection Center responsible for the Initial Assessment Decision shall complete the FACTS/KAECSES searches and necessary data entry. If the report is sent from the Kansas Protection Report Center, the KPRC shall be responsible for the FACTS/KAECSES searches and shall complete the FACTS data entry prior to forwarding the report for the Regional Protection Report Center for Initial Assessment.

If a report is received for another region that appears to meet Same Day criteria, it shall be forwarded without delay. The region first receiving the report shall send the receiving region an email or make a phone call to notify them of the incoming report.

Regional Protection Report Centers receive and complete the Initial Assessment on reports regarding Child In Need of Care allegations during agency business hours according to all policies further outlined in PPM section 1000.

1011 Interstate Compact for the Placement of Children (ICPC)

ICPC referrals accepted from other states shall be opened on the CFS 1000 series by the local office. For the purpose of intake, the reason for case assignment is documented as ICPC on the CFS 1002. See policies and procedures for ICPC are addressed in PPM section 9000.

1012 Requests for Child Protective Service (CPS) Courtesy Interviews From Other States

Requests for a courtesy interview from another state shall be acted upon by the local office. For the purpose of intake, these requests may be recorded on the CFS 1000 series and do not require documentation of a response determination.

1013 Requests for Courtesy Contact or Interview Between SRS Offices

An SRS office with investigation responsibilities may request a courtesy contact or interview from a different SRS office to assist with preliminary inquiry or assessment of an assigned report. The office requesting the contact information or interview shall provide a copy of the CFS 1000 series and any other pertinent information to the office that will conduct any courtesy task. See PPM section 2900 for entering these cases in FACTS.

1014 Court Order or Request from an Entity Other than SRS for a Home Study

Court ordered home studies will be completed by SRS.

Home studies not court ordered but requested by the court or other entities will be completed at the discretion of the CFS Program Administrator. The decision of the CFS Program Administrator should be based on current case load activity and availability of other resources in the community to complete the home study. The requesting entity should be provided with information of other agencies who could provide the services.

Request from an entity other than SRS or ICPC which are accepted for a home study shall be opened by the local office. SRS may assess a fee. The fee should be based on the current rate in the community for similar services. For the purposes of intake, the CFS 1000 series may be utilized with CINC/NAN as reason for case assignment.

1015 Child Protection Service (CPS) Alerts

A. CPS Alerts Received From Other States

CPS alerts are received from a child welfare or law enforcement agency in other states by Children and Family Services or the local SRS office. For the purposes of intake, these alerts are not required to be documented on the CFS 1000 series. When an alert is received, FACTS and KAECSES should be checked to determine any current or past agency involvement. If the family is identified in the data information system, the alert shall be forwarded to the local intake with the most recent involvement. If no previous agency involvement is found, Kansas Protection Report Center or the Regional Protection Report Center in receipt of such an alert shall transmit the contents of the alert either electronically or by other means to all other SRS child protection intake units and other service programs as indicated by the nature of the presenting concern. Appendix 1-C may be used to forward the information received from another state.

B. CPS Alerts to Other States

When SRS needs to send a CPS alert, critical information relating to the protection concern shall be forwarded to any state’s child welfare and/or law enforcement agency by the local office as needed. The alert shall contain identifying information for the family, summarize the protection concern, and list an SRS contact person. Appendix 1-C may be used to forward the information to the receiving state.

Name and addresses of child welfare agencies in other states can be located in The National Directory of Children, Youth and Families Services or on-line from the American Public Human Services Association web site. Search for the current web site location using the entire name of the association. When the current web site is located, click on links and select state contacts.

1016 Central Registry Requests

A. Checks to be completed by Local/Regional SRS Office

A registry request on a current open case related to assessment activities or placement of a child may be completed by the Local/Regional SRS Office.

B. Checks to be completed by Central Registry Unit

A registry request not related to assessment activities or placement of a child on an open case shall be processed by the Central Registry Unit of Children and Family Services. This request requires a signed release of information from the individual being checked on Central registry and a fee may be applied (examples include employment or volunteer requests).

1017 Central Registry Requests received from other States

State Child Welfare Agencies may submit Child Abuse/Neglect Central Registry requests. These requests shall be made in writing and can be received via mail or fax.

In order to process a request for Central Registry, the following information is required for the person being checked:

name;
alias, other names used, and/or maiden name (if applicable);
date of birth;
social security number.

Results of the Central Registry Request can be mailed or faxed to the State requesting the information. Central or Regional Office staff, with access to the Registry, can process these requests. The CFS form (CFS 1011) does not need to be completed, and a fee does not apply.

1100 General Policy

All reports and allegations received by the department shall be recorded on form CFS 1000 series, "FACE SHEET." Statewide information systems such as FACTS, KAECSES, etc. will be utilized to complete identifying information and CFS service history information.

All the persons referenced in the narrative report on the CFS-1001 Report/Request for Services page 1 shall be listed on the CFS 1000, Face Sheet. The CFS 1000, Face Sheet, shall be updated as additional information becomes available regarding the family. Updates shall be dated and initialed.

Page two of the CFS 1000, Face Sheet, may be completed when any child in the family is in the custody of SRS. The information on Page 2 may be useful in any situation and it is recommended to be completed for children not in SRS custody.

Practice Note: Pages 1 and 2 of form CFS 1000 are designed to record basic information about the family members and other essential information. The form may be shared with the family in order that family members may supply needed information (such as birth dates and social security numbers).

Information gained throughout each event is entered in FACTS provides an ongoing, current record of demographic and identifying information regarding the family via the FACTS face sheet.

During the investigation and assessment, if information gathered regarding resources available for Kinship Care it should be documented on the CFS-1000 page 2 to be available in the event of any future placement for a child.

1200 Content of Information From Reporter Information

Information from the reporter and Initial Assessment decision shall be recorded on form CFS 1001, Report/Request for Services.

Practice Note: It may be necessary for the intake worker to prompt the reporter for additional information or to gather the necessary information from other sources if available.

1210 All Allegations/ Requests for Services

CFS 1000 and 1001, the Face Sheet and the Report/Request for Services/Initial Assessment, records reported information and documents the department’s decision whether to accept a report. This form shall be completed accurately and without delay. The documentation shall provide a detailed description of the report/request for services which includes:

A description of the circumstances or conditions that led the reporter to believe there is a family crisis or a child is in need of care
The reporter's motivation to contact the agency today.

1211 Reports Alleging Abuse or Neglect

If the report alleges abuse or neglect, the reporter will be asked to provide detailed information concerning:

Age of child(ren).
Description of harm/injury including the location and severity of injury; how the injuries were inflicted (e.g., open hand, closed fist or with an object); when and where this occurred and any previous occurrences.
Name of person alleged to be causing the harm/injury, and information regarding access of this person to the child.
Other individuals or agencies who have information about this incident and how to contact them;
When and where can the child be located (e.g., school, parents, home, etc.).
Child’s current condition.
Availability of a non-abusing adult to protect child from further harm.

Practice Note: It is often necessary to ask a number of questions to guide the reporter in giving information necessary for an Initial Assessment. It is very important time, place, frequency and chronicity of the abuse/neglect be addressed. In addition, the reporter should be asked why the he/she believes the alleged abuse/neglect or other situation is occurring. For example: did the abuse occur by excessive "discipline" or was it the result of a deliberate desire to harm the child? Is alleged abuse/ neglect due to problems the care giver(s) has such as limited intellectual functioning, chronic mental illness, drug or alcohol dependency or other factors?

If the report meets criteria for acceptance for further assessment, CFS 1002, Response Determination, which guides and documents the level of response and time frame for department response, shall be completed.

1212 Reports Alleging Methamphetamine Labs in the Home

When allegations of meth labs in a home where children are present or reside are reported, the reporter should be asked additional questions, as applicable, regarding the allegation.

The following questions shall be asked, as applicable, regarding the reported information:

-What are the indicators that a meth lab exist in the home?

- What have you observed?

- Where are these ingredients being stored?

- What kind of containers are ingredients stored in?

- Do the children have access? And to what?

- Is the meth lab active? (Is meth currently being produced?)

- Have law enforcement been called regarding the meth lab (today or in the past)?

-What type of meth ingredients have been observed?

-Where are the meth ingredients being stored?

-Do the children have access to any explosive, flammable, and/or toxic ingredients?

-What are the conditions of the home?

-Is there a presence of loaded weapons or booby traps in the home?

-Are there people going in and out of the home frequently?

-Do you know anything about the people going in and out of the home? What do you know about the people observed?

-Are the adults in the home exhibiting any of the following behaviors and if so, please explain the behavior in detail:

-extreme mood fluctuations

-violent behavior

-depression

-poor impulse control

-bizarre behaviors as applicable,

-lack of attention to hygiene

-psychotic episodes

-other drug use

-What are the adults' behaviors toward the children?

-What is the current condition of the children?

-Do the children have any health (including dental) issues?

-Are the children getting fed?

-Do the children appear to be underweight, extremely thin, or in poor physical health?

-Do the children have any developmental disabilities?

-Do the children have any behavioral disorders (e.g., ADHD)?

-If the children are school age, are the children attending school?

-How are the children performing in school?

-Have the children been harmed? If so, how?

-Are you willing to report your concerns re: the meth lab to law enforcement?

1213 Domestic Violence Related Information on Reports

A. Information for all reports

If the report is regarding a child in their own home, the reporter shall be asked the following question to elicit potential information regarding domestic violence. It is not necessary to ask this question on reports regarding children in out of home placement, child care settings or reports regarding 3rd party perpetrators unless the reporter has alleged domestic violence.

- Are you aware of any verbal and/or physical fights between the adults in the home?

B. Information for reports indicating the presence of domestic violence

If the reporter alleged domestic violence or the previous questions indicate the presence of domestic violence the following information shall be asked of the reporter:

- How does the reporter know this information?

- Have there been any recent injuries or accidents to anyone in the household? If yes, ask for a description of the injury or accident.

- Have the police been involved?

- What were the children doing during episodes of violence in the home?

- Have there been any threats to hurt or kill family members or pets?

- Has anyone used a weapon or other objects to threaten or harm someone in the family? If yes, describe the weapons in the house.

- Has the abuser ever threatened to leave with the children? If yes, describe the circumstances.

- Describe any effects of domestic violence on the children.

- Describe any assistance the adult victim has tried to access in the past.

- Describe any contacts the victim has with family members or community members.

- Do you have any fears or concerns for the safety of anyone in the household if SRS makes contact with the family directly and/or if law enforcement gets involved?

1220 Reporter Information

1221 Confidentiality for Reporters

Agency policy requires protection of information which would identify a person who reports suspected child abuse or neglect. However, the protection is not absolute. SRS can make no promises beyond our responsibility to follow the law. Form CFS 1001, Report/Request for Services, contains information identifying the reporter and shall not be copied or disseminated in any manner which violates the confidentiality requirements of the Kansas Code for Care of Children (K.S.A. 38-2209 et seq.).

Practice Note: Reporters may be more likely to provide their name if is explained the information allows SRS to contact them if additional information is needed.

An example of why SRS prefers to obtain the name might be: “In the event we need additional information from you."

1222 Notice of Action to Reporters

Persons who have reported that a child may be a child in need of care may be notified of agency action regarding their report. Upon request, reporters shall be informed of agency action either by verbal contact or mailing of the CFS 1005, Notice of Action to Reporters. This notice summarizes the agency’s decision to accept the report for further investigation and assessment or not following the Initial Assessment decision. Verbal notices shall be documented in the case record.

1230 Reports From Law Enforcement Agencies

Law enforcement agencies are authorized and required by statute to "receive and investigate reports of child abuse or neglect for the purpose of determining whether the report is valid and whether action is required to protect a child" [K.S.A. 38-2226(a)] and to report the investigation to SRS [K.S.A. 38-2223(c)]. SRS may and should accept conclusions of a law enforcement officer at face value unless there is evidence to do so would jeopardize the safety of a child.

When a report is received in the local office from law enforcement, the department determines if further assessment is needed even if the law enforcement agency has already acted on the report. The same criteria for deciding SRS action applies to reports from a law enforcement agency as from any other source. Staff should take steps necessary to assure that reports requested from law enforcement agencies are received and reviewed without delay.

If law enforcement requests assistance from SRS in the investigation of “third party” (non-family/unregulated care giver) child abuse or neglect, the department will assist.

When a report is received from law enforcement orally, SRS staff are to request a written report of the situation and any action taken by the law enforcement agency.

Delay or failure of the law enforcement agency to investigate or to provide a written report does not relieve the department from the responsibility to determine whether abuse or neglect has occurred or if further steps are necessary to protect a child. The Initial Assessment decision and assignment of the report should not wait on a written report from law enforcement.

1240 Reports Involving Native American Children

Children enrolled or eligible to enroll as members of a Native American tribe require referral to Native American tribal authorities in some situations. Whenever it appears that a child may come into the custody of SRS or whenever a child has been placed in SRS custody by a court, it is very important that the worker ask whether the child or parent is enrolled in a Native American Tribe. It is the responsibility of the assigned SRS office to notify appropriate parties of reports involving Native American Children. See PPM section 0900.

1250 Kansas Protection Report Center

The Kansas Protection Report Center (PRC) will record any Child In Need of Care reports received. PRC shall be available to receive reports 24 hours per day, 7 days per week. The reports shall be forwarded to the appropriate Regional Protection Report Center for any preliminary inquiry activities and the Initial Assessment decision.

1300 Initial Assessment of Reports of abuse/neglect or non-abuse/neglect

The Initial Assessment is to determine when there are reasonable grounds to believe abuse or neglect exists and immediate steps are needed to protect the health and welfare of the abused or neglected child. An Initial Assessment is made on all abuse/neglect and non-abuse/neglect reports received by the agency.

The Initial Assessment is completed when the licensed social worker at the Protection Report Center (PRC) makes one of the following determinations:

No further CFS action needed
An investigation and/or further assessment is indicated

1301 Initial Assessment by the Protection Report Center (PRC) Social Worker

The PRC social worker shall assess all reports received by the agency. The assessment shall determine the agency's response to the reported allegations based on specific safety and risk factors including, but not limited to:

age of the children,
perpetrator's access to children,
physical or mental condition of care giver,
location of the injury,
seriousness of incident,
medical needs of the child,
the child's ability to protect self,
others ability to protect child,
recency of an injury,
current condition or behavior of the child,
agency action needed to protect children from harm and
action needed to preserve evidence.

The PRC social worker shall read the written report, ask for clarification from the intake worker regarding any information not readily understood in the written report, and review abuse, neglect and non-abuse/neglect definitions to determine if there are reasonable grounds to believe abuse, neglect or non-abuse/neglect issues exist, and assign the report for an investigation and/or further assessment.

1302 Search for History on any Family Member and Alleged Perpetrator

If the report is not immediately accepted for further investigation and/or assessment, the PRC social worker shall conduct a search for history on any family member and alleged perpetrator on the report prior to completing the Initial Assessment with no further CFS action needed.

The search for history shall include, but is not limited to, the following:

Search for previous cases regarding all family members on FACTS.
Search for previous cases regarding all family members on KIDS.
Search alleged perpetrator on the UNIS screen and the CERS screen in FACTS.
Search by individual name of the alleged perpetrator on the KIDS system.
Search for the alleged perpetrator using the offender search on the Kansas Department of Corrections website.
Search for the alleged perpetrator using the Kansas Bureau of Investigations, Kansas Registered Offender website and the National Sex Offender website.
Search for the alleged perpetrator using local court databases where they are available.

If the search indicates history is available on the family members or alleged perpetrator, the PRC social worker shall use the Preliminary Inquiry to review available history regarding the family and/or alleged perpetrator. Prior to completing the Initial Assessment, the PRC social worker shall review history necessary to make an informed Initial Assessment decision.

The following types of reports do not require a search of history prior to completing the Initial Assessment with no further action is needed:

After thorough questioning of the reporter by the SRS intake worker and a determination is made by the PRC social worker that the care giver's behavior does not directly harm a child or place a child in a likelihood of harm. See PPM1310A.

Practice Note: The reporter states (s)he does not suspect a child is in need of care but believes (s)he is required to report anyway or have been told to report. Information indicates questionable parenting practices or care giver's behavior and no report of harm to children or places them in imminent danger of harm:

A parent yells at the child or uses language offensive to the reporter.
A parent does not make or keep routine medical or dental appointments.
The family eats "junk food".
A parent consumes alcohol or smokes tobacco in the child's presence.
A parent entertains friends or lovers frequently or overnight.
The house is disorderly or dirty but not hazardous.
The child is poorly dressed but adequate for the weather or surroundings.
A parent receiving cash assistance or food stamps buys beer and cigarettes.
Mutual sexual exploration of age-mates (no force, power differential, or incest issues).
Driving while children are not in proper safety restraints
Teenage children being allowed to smoke

A law enforcement agency and/or Juvenile Intake and Assessment Services routinely sends police report of all contacts with juveniles to the department without alleging abuse or neglect or suspected abuse or neglect.

SRS is prohibited by statute from accepting. See PPM 1310D and 1340
Incident Has Been or Is Being Assessed by SRS and/or Law Enforcement. See PPM 1310E.
A new CINC:NAN allegation on a current open case. See PPM 1431.

1310 Criteria for determining no further CFS action needed

The Initial Assessment may be completed with no further CFS action needed for the following reasons:

A. The Statutory Definition of a CINC or PPM Directives are not met for the following reasons:

No indication the child has been harmed or is likely to be harmed.
Care giver's behavior does not directly harm a child or place a child in a likelihood of harm.
Information identified through the Initial Assessment indicates concern is minimal or remote; the incident was reported as accidental or a single, minor incident.

Practice Note: Example of Initial Assessment completed with no further CFS action needed for minimal or remote concerns, when CFS history does not identify concerns:

Parent forgot child at department store, or forgot to pick up at school, etc. Parents returned after a few minutes.

Three year old in the street a few minutes before parent noticed and retrieved the child from the street.

Parent grabbed 13 year old by the face with no bruises
Child of any age grabbed by the arm leaving finger tip bruises
Parent's actions protects a child from a greater harm, for example, grabbing a child running out in front of a car or reaching for a pan off a hot stove
Past CFS assessment does not indicate risk or safety factors

Factors to consider prior to determining no further CFS action needed: age of child, no injury or minor injury, circumstances, no indication of excessive force likely to cause injury, no report of pattern or frequent occurrences, history of reports regarding the family.

Reports Alleging Abuse or Neglect in the Past. See PPM 1370.
Report concerns child care licensing standards only. See PPM 1380

B. Report Fails to Provide the Information Necessary to Locate Child

A report may contain information such as a location near a known landmark or the name of a relative who knows the whereabouts. If the report does not contain information that allows the family to be located without unreasonable effort, the Initial Assessment of the report may be completed with no further CFS action needed. If a reasonable and prudent person would be able to locate the child/family by means of available or obtainable information, the Initial Assessment of the report shall not be completed with no further CFS action needed for this reason.

C. Report Is Known to Be Fictitious and/or Malicious

If information is received from a source with a demonstrated history of making reports that prove to be unsubstantiated and the current report contains no new or credible allegations of abuse or neglect, the Initial Assessment of the report may be completed with no further CFS action needed as fictitious and/or malicious.

The CFS Program Administrator or designee shall review the previous report assessment information to approve completing this Initial Assessment with no further CFS action needed when a report is determined to be fictitious and/or malicious.

D. SRS Does Not Have Authority to Proceed and/or a conflict of interest (See 1340)

Incidents occurring on a Native American reservation or military installation.
Alleged perpetrator is an SRS employee.
Alleged incident took place in an institution operated by SRS or JJA.
Alleged victim is age 23 or older.

E. Incident Has Been or Is Being Assessed by SRS and/or Law Enforcement

If a previous report with the same allegations, same victims and same perpetrators has been assessed or is currently being assessed the Initial Assessment of the current report can be completed with no further CFS action needed. The Basis for No Further CFS Action Needed on the CFS-1001 should reference the FACTS event number of previous report.

1311 Documenting no further CFS action needed

The specific reasons for not completing further assessment shall be documented in the "Basis for No Further CFS Action Needed" on page 2 of the CFS 1001, Report/Request for services. When an Initial Assessment is completed with no further CFS action needed the PRC social worker responsible for the Initial Assessment decision shall sign and date, including the time, to document when the assessment decision was made.

The "Basis for No Further CFS Action Needed" shall address each of the allegations in the report, any risk factors identified in review of history and the specific reasons no further action is necessary. The "Basis for No Further CFS Action Needed" shall be written in such a manner that a person unfamiliar with the case could, by reading this narrative section and the areas noted with a check mark on the CFS 1001, determine the reason the case was being completed with no further CFS action. Considering the reported information, information from preliminary inquiry and past CFS history, the documentation needs to provide a sufficient basis for decision to determine no further CFS action is needed.

1320 Preliminary Inquiry

Preliminary Inquiry is for the purpose of gaining additional information regarding an allegation, determining whether the concern is currently being addressed by the family and community, and/or whether the interests of the child require further CFS action be taken.

The Preliminary Inquiry information shall be obtained as soon as practical and no longer than three (3) working days. For the purpose of Preliminary Inquiries, three working days begin the first working day after the report is received by the agency according to the date recorded on the CFS-1000 page 1.

If it appears likely a child may be harmed within the preliminary inquiry time frame, assign report for investigation and/or assessment.

1321 Reports Requiring a Preliminary Inquiry

If a report is not immediately accepted for further investigation and/or assessment, a Preliminary Inquiry shall be completed for any one of the following reasons:

Report of a family with a case open for investigation, family services, family preservation, reintegration foster care or adoption or aftercare services excluding adoption subsidy and previous reports with the same allegation, same alleged perpetrator and same alleged victim; or

Report of any family member who have received services in the past or current services from a CWCBS provider; or
Report involves an alleged perpetrator previously investigated for abuse/neglect and/or found on the abuse/neglect central registry; or
Reported information is vague and additional information may be available from other sources such as schools, health care providers, SRS Programs, CWCBS providers or other agencies; or
Reported information identifies witnesses or persons with additional information; or
Reports alleging a child has been abused or neglect by a non-family/unregulated care giver requiring coordination with law enforcement to complete the Initial Assessment; or
Reported cause of injury does not match the description of the injury; or
Reported injury is typical of a child abuse injury with no explanation given to the cause of injury; or
The PRC social worker assessing the report identifies any other source of additional information to inform the Initial Assessment

1322 Preliminary Inquiry to review CFS History of Family Members and/or Alleged Perpetrator

If the search of KIDS and/or FACTS finds any family member and/or alleged perpetrator has previous CFS or CWCBS involvement, the PRC social worker shall determine the history relevant to the current report. When the PRC social worker has determined history is not relevant, an explanation of why history is not searched shall be documented in the Basis for No Further CFS Action Needed of the CFS-1001 or CFS-1002 Response Determination. The PRC social worker shall review any of the following sources necessary to make an informed Initial Assessment decision:

Review each event associated with any family members listed on the FACE screen in FACTS.
Review agency response, safety assessment, risk assessment, case finding and FBA summary on KIDS from previous reports involving any family member or alleged perpetrator.
Review service history on any family member or alleged perpetrator found on FACTS.

The PRC social worker shall consider the following in review of history:

Are the past allegations substantiated or unsubstantiated?
Is the current report an isolated incident of abuse or neglect or a pattern of abuse?
Recency of last report or case closure?
Does history indicate one or more risk factors such as domestic violence, care giver and/or alleged perpetrator has an untreated mental illness, substance use or abuse and/or history of abuse, neglect or physical violence?
Any additional information which informs the current report.

Based on the PRC social worker's judgment, a request may be made for information from the SRS or CWCBS provider paper file if the information could be relevant to the Initial Assessment. Additional information from SRS or CWCBS provider may include but is not limited to:

Were services or treatment provided to the family members and/or alleged perpetrator in the past?
Did the family member and/or alleged perpetrator successfully complete services provided or reasons services were not successfully completed?
What has changed for the family members and/or perpetrator since the prior involvement?

1323 Additional Activities included in a Preliminary Inquiry

A Preliminary Inquiry may include any combination of the following as required by the case situation:

A. Reports Alleging Abuse or Neglect

Gathering additional information from the SRS social worker assigned to a current open case or a recently closed case regarding the family subject to the report.
Gathering additional information from SRS programs
Coordinating a referral to law enforcement, another public agency or community service.
Observing external characteristics or location of residential settings to determine viability of an address.
Attempt to locate or identify if location or name of child is incomplete.
Contacting reporter to clarify information received or request additional information.
Contacting any person in the report identified with additional information.
Contacting schools, health care providers or any agency identified as providing services to the family.

If the Preliminary Inquiry in a report of abuse/neglect requires a face to face interview with a child or care giver, the case shall be referred for investigation and/or further assessment.

B. Report Indicating Request for Service or Other Non-Abuse/Neglect Concern

Gathering additional information from SRS programs, other public agency, and/or community contact via either telephone or in person.
Coordinating referral to public agency or community service.
Telephone or face to face contact with a child or caregiver involved in the Non abuse/neglect report.

Practice Note: The Kansas Code for Care of Children provides for SRS to conduct a Preliminary Inquiry as a result of the department having received information that a child appears to be in need of care [K.S.A. 38-2230]. The purpose of the inquiry is to determine whether the interests of the child require further action to be taken.

1324 Documenting the Preliminary Inquiry

The CFS 1001 shall document the request for a Preliminary Inquiry, specify the information requested, establish the time within which it is required, and document the decision. Information obtained shall be recorded on the CFS 1000 A, Summary of Results of Preliminary Inquiry.

1330 Timeframe for Initial Assessment

All reports, including CINC:NAN, shall have an Initial Assessment made without delay. The maximum time allowed to make an Initial Assessment decision or request a Preliminary Inquiry is the end of the next half work day from the time the report is received. The time the report is received begins with the completion of the SRS employee's contact with the reporter. The time shall be documented on page 1 of the CFS 1001, Report/Request for Services.

The PRC Social Worker makes one of the following determinations during this time frame:

No further CFS action needed
A preliminary inquiry is needed to gather additional information
An investigation and/or further assessment is indicated

When a Preliminary Inquiry is requested, the Initial Assessment decision shall not be delayed beyond the requested time frame. Following the completion of a Preliminary Inquiry, the PRC social worker shall make an Initial Assessment decision by the end of the next half work day from the time the report is returned following the preliminary inquiry.

Practice Note: It is recommended local offices develop procedures to prioritize reports based on the seriousness of the allegations. For example, abuse/neglect reports meeting the criteria for a same day response, should have an Initial Assessment prior to other reports received. The Initial Assessment on reports meeting the same day criteria should have an Initial Assessment the same day.

Practice Note: Example of determining the time the report is received:

A reporter comes to the SRS office and is interviewed for the intake information from 10:30 a.m. to 10:50 a.m. The time documented on the CFS 1001, page 1, is 10:50 a.m.

Examples of when reports should be completed with no further CFS action needed:

Report received between 8:00 am and 12 noon will need an Initial Assessment decision made by 5:00 pm of the same day.
Report received between 12:01 pm and 5:00 pm will need an Initial Assessment by 12 noon the following work day.
Report received by Kansas PRC after 5:00 pm, including reports received during week-ends will need an Initial Assessment decision by 12 noon the following work day.

1340 Reports Which SRS is Prohibited by Statute from Accepting

The following are referrals and reports that SRS is not permitted by law to investigate. In such cases, the information taken by the local office shall be transmitted promptly to the appropriate person or agency. The reporter may also be encouraged to make such report directly to the appropriate person or agency in order to ensure all the relevant information is provided to the correct agency.

The report shall not be accepted for investigation and/or further assessment when:

The information alleges abuse/neglect occurred in an institution operated by the Secretary of SRS or the Commissioner of the Juvenile Justice Authority (JJA) The report shall be forwarded to the Attorney General. See PPM 1341 or 1342;
The information alleges abuse/neglect by an employee of SRS. The report shall be forwarded to the law enforcement agency with jurisdiction. See PPM 1343; or