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HomeMy WebLinkAboutPolicies - BOCC (002)GRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT:New Hope/Kids Hope REQUEST SUBMITTED BY: SUZI FOCIG' CONTACT PERSON ATTENDING ROUNDTABLE: nIa CONFIDENTIAL INFORMATION: ❑YES X NO oATE:3.11.2025 PHONE:509.764.8402 ❑Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment ❑ARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code El Emergency Purchase El Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders []Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑ Minutes ❑ Ordinances ❑ Out of State Travel ❑ Petty Cash ® Policies ❑ Proclamations ❑ Request for Purchase ❑ Resolution ❑ Recommendation ❑ Professional Serv/Consultant ❑ Support Letter ❑Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB �SUGG,ESTED,�"WORDING*,�,FOR��AGENDAhi , '�t'llhat, when Wh ,Term, C0StV__t_..y1 -Requesting board approval and adoption of the Kids Hope Policies and Procedures. They' ve been updated and m-inimally revised to meet the accreditation standards and requirements. If necessary, was this document reviewed by accounting? ❑ YES 0 NO ❑ N/A If necessary, was this document reviewed by legal? ❑ YES 0 NO ❑ N/A DATE OF ACTION: . -' I i�S - DEFERRED OR CONTINUED TO: APPROVE: DENIED ABSTAIN D1: D2: D3: WITHDRAWN: 4/2 3/24 Kids Hope Helping Children become Children main Policy and Procedure Approval Letter March 11, 2025 To: Kids Hope Employees and Volunteers Re: Policies and Procedures Kids Hope, is a Children's Advocacy Center under the governance umbrella of Grant County. The program reports directly to the Grant County Board of Commissioners. Employees are expected to be familiar with all Kids Hope policies and procedures. Additionally, Grant County provides comprehensive personnel policies and procedures that are introduced during orientation. Any questions regarding the content or intent of this manual should be directed to the Children's Advocacy Center Director. Staff and volunteers may recommend a change in existing policies to the Director at any time. Likewise, matters of importance not covered by the policies and procedures should be brought to the attention of the Director in order that new policies may be formulated if necessary. These updated policies and procedures have been reviewed and approved, as signified by signatures below. ar Rob'je- C air Cindy Ca ter, Vice Chair Kevin Bur. Member Hate Kids Hope Children's Advocacy Center Policies and Procedures Suzi Fode, Director 2/26/2025 Kids 1 Helping Chidden become Children again. This Policies and Procedures document is intended to improve the quality of services to child victims, non -offending family members, and caregivers through a coordinated multi -disciplinary team response to allegations of child physical abuse, child sexual abuse, neglect and non - accidental child death. The policies and procedures contained herein are designed to be congruent with the Grant County Investigation Protocol for Child Sexual Abuse, Neglect, and Child Fatalities. Any discrepancies between the documents are unintentional and require resolution. Page 11 Table of Contents PAGE # INTRODUCTION AND OVERVIEW 3 OPERATIONAL GUIDELINES 4 MULTIDISCIPLINARY TEAM 4 MEMBER ROLES 5 Policy #1: Multidisciplinary Team 7 Policy #2: Child Safety and Protection 9 Policy #3: Victim Support and Advocacy 10 Policy #4: Forensic Interviews 11 Policy #5: Cultural Competency 14 Policy #6: Case Review 15 Policy #7: Case Tracking 17 Policy #8: Mental Health and Therapeutic Services 18 Policy #9: Medical Services 19 Policy #10: Confidentiality 20 Addendum 21+ Page 12 INTRODUCTION AND OVERVIEW The Kids Hope Children's Advocacy Center (KHCAQ is a neutral, child friendly facility helping meet the needs of children, non -offending family members and caregivers in Grant and Adams Counties. KHCAC provides forensic interview and therapy services. When warranted, referrals are made to partner agencies specializing in victim advocacy, medical examination/treatment, and/or therapeutic behavioral assessments/ treatment. The purpose of this manual is to ensure a successful conclusion to each investigation and minimize trauma to child victims by: 1) Establishing a working agreement among the various agencies responsible for investigating allegations of child abuse and neglect (CA/N), and for providing support to victims and their non -offending parents or caregivers. 2) Promoting well -coordinated, multi -disciplinary, efficient, thorough and reliable investigations that benefit from the input of individuals with widely differing skills and experiences. 3) Fostering an attitude of mutual respect and understanding among participating agencies. 4) Ensuring that children involved in investigations are protected, supported, and treated with dignity and respect in a trauma informed environment. We recognize that these goals can be achieved through the implementation of a comprehensive and unified approach that recognizes and respects the different training, skills, and experiences of each participant, the varying duties and obligations of each agency, and the special needs of child victims. Where appropriate, investigations shall involve one or more of the following disciplines: • Law Enforcement • Child Protective Services • Prosecution • Medical • Mental Health • Victim Advocacy • Children's Advocacy Center (Multidisciplinary Team) Each case involving a child victim is unique. Circumstances may arise when this manual does not provide adequate guidance or may conflict with the needs of a particular child. In such circumstances, decision -making shall be consistent with the spirit of the "Grant County Child Sexual Abuse, Physical Abuse, Neglect, and Child Fatality Investigation" protocol, "Adams County Investigation Protocols for Cases Involving Sexual Abuse of Children, Death, Physical Abuse or Neglect of Children" and this document. Page 13 OPERATIONAL GUIDELINES The KHCAC primarily serves alleged child victims of sexual or physical abuse or neglect in Grant and Adams Counties. KHCAC also provides forensic interviewing services, and advocacy for child victims living in Grant or Adams Counties whose victimization occurred outside Grant or Adams Counties as well as child victims living outside Grant or Adams Counties in response to a request from Child Protective Services and/or Law Enforcement. MULTIDISCIPLINARY TEAM Members of the multidisciplinary team include representatives of the following agencies: • Law Enforcement o Ephrata Police Department o Grant County Sheriff's Office o Mattawa Police Department o Moses Lake Police Department o Quincy Police Department o Soap Lake Police Department o Warden Police Department o Ritzville Police Department o Othello Police Department o Adams County Sheriff's Office • Prosecution o Grant County Prosecuting Attorney o Adams County Prosecuting Attorney • Child Protective Services o CPS Moses Lake DCYF Community Services Office • Medical Providers o SANE Samaritan Healthcare o Embrace Women's Health • Mental Health Providers o Renew Behavioral Health o Kids Hope Therapists o Individual Sub -contracted mental health providers • Victim Advocacy o New Hope • Children's Advocacy Center o Kids Hope Children's Advocacy Center A KHCAC Multi -Disciplinary Memorandum of Understanding (MOU) is agreed to by the above partners. MEMBER ROLES Law Enforcement Law enforcement is charged with investigating allegations of criminal conduct occurring within their jurisdiction. Investigations may include interviewing people who have knowledge of the allegations, identifying and collecting evidence, making custodial arrests, placing children in protective custody, and referring investigations to the prosecuting attorney for review. With respect to criminal investigations where allegations of child physical abuse, child sexual abuse, child neglect, or non -accidental child death are made, law enforcement may also be required to report to Child Protective Services, and/or other law enforcement agencies. Child Protective Services Child Protective Services investigates allegations of child neglect, child physical abuse, child sexual abuse, and non -accidental child death. Where allegations may reasonably involve the commission of a crime, CPS is required to report to law enforcement. CPS will strive to conduct joint investigations with law enforcement to minimize emotional trauma to child victims and reduce duplication of effort. CPS may contribute historical family information which enhances the MDT"s ability to foster child safety and provide parental support. CPS will report the outcome of cases they investigate to KHCAC. Prosecuting Attorney The Grant and/or Adams County Prosecuting Attorney and his/her deputy prosecutors review criminal investigations and, when appropriate, file formal criminal charges against those believed to have committed a crime within Grant or Adams County. The Prosecuting Attorney will report Criminal Filings associated with child victims and the final disposition of these criminal cases to KHCAC. The Prosecuting Attorney will regularly communicate with law enforcement regarding ongoing investigations/cases to ensure the best possible outcome. Medical Providers Sexual Assault Nurse Examiners or appropriate medical providers with specialized training in pediatric examinations, conduct physical examinations on children suspected to be the victim of child physical abuse and/or child sexual abuse, for treatment and evidence collection. SANE examination documentation and any evidence collected will be turned over to the requesting law enforcement agency. Mental Health Providers who offer therapeutic and trauma informed services to children and families living in Grant or Adams Counties. Services may include initial and crisis services, assessment, treatment and/or individual therapy. KHCAC may sub -contract mental health services from individual providers ensuring they use evidence -based practices and are trauma informed. Page 15 • When appropriate, therapists will ask clients or their parent/guardian to sign a consent to release information form allowing for sharing of appropriate information with the MDT. Advocacy New Hope is a Grant County agency providing advocacy to victims of sexual abuse, domestic violence, and crime victims in Grant and Adams Counties. New Hope will. provide advocacy services, crisis assessment and intervention, safety planning and referrals to other social service agencies to any child victim and his/her non -offending family members throughout the life of the case, as appropriate. Children's Advocacy Center The Kids Hope Children"s Advocacy Center (KHCAC) is responsible for providing a child friendly neutral environment for child victims, non -offending family members, and caregivers to receive services, conduct child forensic interviews, and work with an advocate. KHCAC will collect information on active investigations involving child victims and facilitate regular case review (MDT) meetings, report demographic information, and facilitate peer reviews. KHCAC will schedule and host regular meetings with partnering agency heads to review County and CAC policies and protocols governing the investigation, prosecution, and review of Child Abuse, Neglect, and Non -Accidental Death in Grant and Adams Counties. KHCAC will coordinate advocacy services and referrals to other social service agencies to any juvenile crime victim and his/her non -offending family members when appropriate. KHCAC will provide a forensic interview room for use by law enforcement and CPS. In addition, KHCAC will conduct forensic interviews of child victims and witnesses when requested by law enforcement or CPS. KHCAC will schedule use of the forensic interview room upon request and will provide the requesting agencies representative with an audio/video DVD at the conclusion of the interview. KHCAC will offer the assistance of a courthouse facility dog during forensic interviews and accompaniment to court proceedings. Page 16 Policy is MULTIDISCIPLINARY TEAM Definition: The Multidisciplinary team (MDT) is comprised of representatives of core systems necessary for an optimal response to allegations of child abuse. These include: • Law Enforcement • Medical Services • Child Protective Services • Prosecutor's Office • CAC • Mental Health Services • victim Advocacy Po {ic : Multidisciplinary Teams (MDTs) are the basis for the operation of the Kids Hope Children's Advocacy Center (KHCAC), in both the oversight of the CAC and in meeting client needs. A coordinated MDT approach facilitates efficient interagency communication and information sharing, ongoing involvement of key individuals, and support for children and families. Procedures: • The KHCAC MDT meetings are a monthly forum used as the basis for the review of CAC cases, to exchange information, and to discuss challenging cases. The KHCAC MDT meeting includes CAC staff, various law enforcement agencies, child protective services, prosecution, mental health services, medical staff, and victim advocates. KHCAC seeks administrative members of their agencies to sign a Memorandum of Understanding agreeing to support a multidisciplinary process in child abuse investigation and providing support services for victims and families. The Memorandum of Understanding is signed at least every other year by participating agencies. This document commits the signed parties to a multidisciplinary child abuse intervention response. • Information on KHCAC processes and partner services is provided to non -offending caregivers at the time of the child forensic interview. This includes an overview of victim support, medical, and mental health services. As stated in the Memorandum of Understanding and the County Protocol on Investigation and Prosecution of Child Abuse and Child Fatalities, personnel participating with the KHCAC agree to maintain confidentiality of all records and information gathered on any cases, as required by state and federal law. Attendees sign a Multidisciplinary Team Confidentiality Agreement. • An assessment of MDT functioning is done periodically through bi-annual OMS surveys of MDT functioning. Surveys are dispersed both electronically and on paper prior to 2 MDT meetings each year. It addresses teamwork elements such as: trust and respect, collaboration and well-defined purpose, role of disciplines, feedback opportunities, group Page 17 confidence, case review and productivity, resource sharing and success in accomplishing goals. • The CAC will regularly provide or facilitate training or other education opportunities to MDT members focused on issues relevant to investigation, prosecution, and service provision for victimized children and their non -offending caregivers. • The CAC provides formal orientation for new MDT members to include CAC/MDT process, policies and procedures, and code of conduct. • New MDT members will receive an orientation folder and complete an orientation checklist with the MDT Coordinator. This ensures orientation to the CAC/MDT process, policies and procedures, confidentiality, information sharing and code of conduct. It also provides guidance for members on how an MDT functions, what is expected of their role and how each member will contribute to the case and to better child outcomes. i� Polio 2: CHILD SAFETY AND PROTECTION Po„li�: Kids Hope Children's Advocacy Center is maintained as a welcoming, neutral and safe place for children and their non -offending caregivers and/or family members. Procedures; • The facility is maintained as a clean, comfortable space in which forensic interviews, medical evaluations, referrals for other services, and meetings can take place. • Private meeting spaces are available to ensure confidential discussions among investigation team members and families. • Live observation of forensic interviews is available to MDT members. • The building is physically accessible to clients with special needs. • In performing the duties of the CAC, KHCAC ensures separation of victims and alleged offenders. • All visitors of KHCAC are always supervised or observed by a staff person. • The facility decorations and toys reflect the cultural diversity and developmental levels of CAC clients. • Child areas are safe and sanitized. Page 19 Policy 3: VICTIM SUPPORT AND ADVOCACY SERVICES Poligy: The Kids Hope Children"s Advocacy Center partnering agencies make available free support and advocacy services to CAC clients and their non -offending caregivers as part of the multidisciplinary team response. Active follow-up is completed by case managers and these services are consistently made available, at minimum, throughout the life of the case. Procedures: The Kids Hope Children"s Advocacy Center Staff provides: • Greeting and orientation of children and non -offending caregivers to the CAC and the multidisciplinary response team. Referral to partnering service providers. Written information on protecting children and recognizing behavior that may indicate the need for counseling for victims of sexual abuse and trauma. Consultation and coordination with New Hope victim advocates when there are child victims from the same family w ' ho are in both the 12 and under, and 13 and older age groups to avoid duplication of service and meet the unique needs of the victims and their non -offending caregivers. Coordination meetings will be called as necessary. The New Hope Legal and Community Advocates: • Provide advocacy for child abuse victims (including, but not limited to, physical abuse, neglect, witness to violence, and drug endangerment) and their non -offending care givers. • Provide assistance in procuring concrete services such as housing, food, transportation, public assistance, protective orders, and domestic violence intervention. • Provide assistance with accessing information about case status and investigational processes and support during trials and interviews. • Provide education, resources, and referrals, including information on Crime Victims Compensation, and caregiver resilience. • Provide on -going advocacy to include crisis screening, emotional support, informed decision making and safety planning which extends beyond the criminal process. • Will meet training requirements as required by the National Children's Alliance (NCA). • Provide advocacy and support for the victim throughout the life of the case. • Seek case updates and provide them to the victim/family as appropriate. • Provide court education through support and accompaniment. • Participate in MDT case review updates, • Advocates participate in regular peer support educational opportunities and coordinated case management meetings with KHCAC. Page 110 Policy 4: FORENSIC INTERVIEWS P0lic, The KHCAC forensic interviews are conducted in a manner that is legally sound, unbiased, fact-finding, developmentally and culturally sensitive, non -leading and neutral. All interviews are performed by trained staff and follow the guidelines outlined in the Washington State Criminal Justice Training Commission training curriculum. PuMgse: The purpose of the forensic interviews is to allow a child to provide clear and complete information about incidents that may be related to criminal activity. Interviews may address alleged physical or sexual abuse of the child, kidnapping, witnessing abuse of others, domestic violence, homicide or other crimes. Procedures: • Forensic interviews are done at the KHCAC when it does not compromise the investigation or the safety of the child. The KHCAC is recognized as best equipped to meet the child's needs during the interview. • When a child under thirteen (13) years of age is reportedly a victim of sexual abuse, physical abuse or neglect, the forensic interview should be conducted by a person who has received the training required under RCW 43.101.224 and/or RCW 74.14B.010. • When a child between the ages of thirteen (13) years and fifteen (15) years is reportedly a victim of sexual abuse, physical abuse or neglect, the forensic interview is recommended to be conducted by a person who has received the training required under RCW 43.101.224 and/or RCW 74.14B.010. • When a child is over the age of fifteen (15) years, when practical the investigator(s) should evaluate the child's developmental level and consider any disabilities the child may have before interviewing the child or referring the child to a forensically trained interviewer. • Exclusionary criteria prohibit service to youth or adults who are suspected perpetrators of sexual abuse. Exceptions may be made for young children who do not meet the legal standard to be charged with sexual offenses. • Caregivers are asked to reschedule a forensic interview if the child has a fever (100 degrees or higher), is vomiting and/or has diarrhea, flu symptoms, or another other communicable illness. The interview will be rescheduled after the child has been symptom -free for 24 hours. • 75% of cases that meet case acceptance criteria (according to protocol) will be conducted by KHCAC. • The referring agency checks availability with the interviewer and schedules the interview with the non -offending caregiver. KHCAC staff informs other relevant Multidisciplinary Team (MDT) members. • The forensic interviewer has access to the information provided by the law enforcement officer and/or discussion with those multidisciplinary team (MDT) members involved in initial contact with the child. Information includes whether the child has any special needs that may be relevant to the interview process, including health care needs, interpreters, modifications in the interview room, or specific interview strategies. Page 111 • Interviews at the KHCAC are audio and visually recorded on a flash drive or DVD. • Post -interview information sharing includes discussion among those MDT members present and distribution of the recording to designated investigating departments. • Proof of forensic interview training is kept on file at KHCAC. • When interviews take place outside the KHCAC, trained interviewers follow the guidelines of the Child Interview Guide. • Interviewers are informed of and encouraged to participate in confidential periodic peer review of interviews. • The KHCAC offers periodic training to support quality forensic interviewing by Kids Hope CAC partnering agencies. • Interviews at the KHCAC are routinely observed in real time by partnering agency representatives, which may include the Prosecuting Attorney, CPS, law enforcement, and KHCAC staff. • Others may be approved to watch the interview for training purposes or quality assurance -related functions. Permission of the interviewer and the investigating officer will be requested and a confidentiality form completed. • Multisession and/or subsequent interviews are conducted at the discretion of Law Enforcement, in consultation with MDT members, with consideration of the well-being of the child and the integrity of the investigation. Subsequent interviews may be appropriate when the child is unable to complete the interview in one session, the child is forthcoming with new information, or additional information is needed to complete the investigation. These determinations will be made with caution to prevent harm to the child. • When a backup interviewer is needed, an NICHD trained Child Forensic Interviewer will be requested from Moses Lake Police Department, Grant County Sheriff's Office, CPS or another trained Child Forensic Interviewer may be determined after consultation with the prosecutor. Criteria for choosing an appropriately trained interviewer • Upon receiving a referral for a forensic interview, the interviewer will be chosen based on the training, credentials and availability of forensic interviewers. Introduction of evidence in the forensic interview process • MDT will provide interviewer any evidence before the FI. • The interviewer will keep evidence in a folder and give the child a brief description of what it is and that they may ask about it later in the interview, then place folder out of site. • Before evidence is presented to child, the Interviewer will describe the evidence and then ask the child if they are ready to view it. Once the child is ready, the interviewer will show it. • If the evidence is CSAM then the interviewer will follow Law Enforcement guidance and adhere to federal and state laws. Page 112 • Evidence is never forced on a child and the interviewer will use trauma -informed decision making through the entire process. Use of Interpreters: • Certified Interpreters will be used during a forensic interview if needed. VOYCE? Interpreters are also provided for those who accompany the child to the interview. Use of Interview aids: • In every interview paper and pen will be available if the child prefers to write a draw. • In rare instances, interviewers may have a body diagram available to assist the child in identifying body parts. PRE -Forensic Interview: • CPS and/or LE provide initial reports to interviewer to review prior. MDT members meet before an FI takes place to discuss verifiable information regarding the case. For example, how did this allegation come forward? Who did the child tell? What questions were asked at this time? Where is the alleged suspect? Is the child safe? Did the child receive a medical exam prior to FI? Any CPS and/or LE history that is relevant to this investigation. Investigators inform the interviewer of any minimal facts interviews prior to the FI. • MDT members will then meet with non -offending caregivers that brought the child to the FI. At this time caregivers will see the interview & observation room. We explain the FI process and answer any questions that they have. MDT will also gather information from caregivers that will assist in the investigation. For example, what has the child said about the allegations? What does the child know about being at the CAC? Who is in the household? What does the child call the suspect? What do the child call their body parts? How much contact does the child have with the alleged suspect? We then ask the caregiver to have a conversation with the child prior to the interview. Caregiver will tell the child that they met the interviewer and give permission for the child to talk and tell the truth. Caregivers will also reassure the child that they are not in any trouble. Page 1 13 Policy 5: CULTURAL COMPETENCY Polig)L. Culturally competent services are routinely made available to all CAC clients and coordinated with the multidisciplinary team response. P roced u res: • The KHCAC conducts or obtains a community assessment of CAC client demographics and community demographics every three (3) years. The assessment data is analyzed for disparities and gaps, then strategies to meet those disparities and gaps are recommended by CAC leads to develop goals and strategies that support culturally sensitive services. • Practices and resources are in place which support KHCAC services to non-English speaking and deaf or hard of hearing children and their families. Local language interpretation services or qualified KHCAC bilingual staff provide interpretation services. • Multidisciplinary team members ensure early identification of cultural considerations and special needs of clients throughout the investigation, intervention and case management process. The KHCAC intake form requests relevant cultural issues and special healthcare needs that could affect optimal delivery of services. • KHCAC staff and partnering agencies engage in outreach to marginalized communities. Strategies include recruitment of bi-cultural staff and volunteers and providing written materials in the language of clients. • Cultural competency of KHCAC staff and multidisciplinary team members is supported by specialized training. • This policy is reviewed at least every three years and may be updated as needed. Page 1 14 Polio,KHCAC cases will be reviewed on a regular basis by a multidisciplinary team collaborating on issues of protection, advocacy, mental health and medical needs and legal processes. This formal process enables the MDT to monitor and assess its independent and collective effectiveness to ensure the safety and well-being of children and families, Procedures: • "Open" cases are those presently within the jurisdiction of a Grant or Adams County law enforcement agency or the prosecutor's office. The CAC Coordinator tracks such cases and enters them into the CAC data base. • A basic triage review of open cases occurs once per month, at the KHCAC MDT Case Review meeting, regularly held at KHCAC. This group is a core multidisciplinary team (MDT) for the Kids Hope Children's Advocacy Center. • The week prior to the case review meeting, the CAC Coordinator will send a reminder e- mail to MDT members which will include the proposed agenda, as well as the option for MDT members to request an additional case to review or an additional agenda item. • The CAC Coordinator will facilitate the case review. • Case reviews cover, at a minimum, the medical evaluation, protection and safety issues for the child, and criminal investigation/prosecution activities. • Relevant cultural, medical, developmental or educational issues that may affect the child victim's ability to communicate and assist in the investigation are identified and considered in developing service plans. • Case reviews are utilized as an opportunity for MDT members to increase understanding of the complexity of child abuse cases. Topics may include, but are not limited to, research relevant to child abuse, service gaps, family dynamics, socioeconomics, and child rearing practices. • Members of an MDT for case reviews will include representatives of Law Enforcement, Prosecutor's Office, CPS, KHCAC, mental health, medical and support/advocacy staff. • Confidentiality of information and adherence to guiding principles by all representatives of agencies is signified by signing the Kids Hope MOU. • KHCAC staff or an advocate communicates information from the case review to other parties involved when necessary. • Cases are closed by the KHCAC when closed by the involved law enforcement agency or prosecutor's office. • KHCAC basic case criteria includes children who are victims of alleged abuse. Cases may address alleged physical or sexual abuse of the child, kidnapping, witnessing abuse of others, domestic violence, homicide or other crimes. According to the protocol, children between the ages of 3 to 12 will be referred to KHCAC unless it is determined that by Page 1 15 doing so it may jeopardize the case. Victims outside that age range may be considered after consultation with the investigative team. Page J 16 Policy 7: CASE TRACKINT Polic e The KHCAC tracks open cases and services to obtain demographic information, monitor progress through the legal system, assess client needs, and to identify issues for improving operational performance. Procedures: • Partnering agencies provide data on referred cases through an initial Forensic Interview Request form and as requested monthly by KHCAC staff. • KHCAC staff track open case activities. "Open" cases are those that meet KHCAC case acceptance criteria and are under jurisdiction of the Grant or Adams County criminal justice systems. • Data is gathered monthly and shared at case reviews. • KHCAC cases are ""closed" and moved to an inactive case tracking document when a final legal disposition is reached. • KHCAC staff prepare a spreadsheet of active cases that are currently being tracked to be presented to MDT members at the monthly MDT case review meeting. 0 At a minimum the KHCAC tracks case information including demographics for victims and offenders, type(s) of suspected abuse, relationship of alleged offender to child, multidisciplinary involvement, charges, criminal disposition., child protection outcomes, and status/follow-through of medical and mental health referrals. • Data tracked is required by the National Children's Alliance and is submitted bi-annually by KHCAC staff. • If a MDT partner is requesting additional information that request will be fielded by the CAC Coordinator and will be discussed within the confidentiality protocols. Page J 17 Policy 8: THERAPEUTIC AND MENTAL HEALTH SERVICES Policy: The KHCAC provides appropriate referral to therapeutic and mental health services for victims and their caregivers. The common focus is to foster healing by minimizing potential trauma to children and their caregivers. This may include mental health services, parent education and support services. Procedures: • The KHCAC consults with the victim and/or family on needs for services and makes appropriate referrals to qualified and trained mental health providers as agreed to by the client or his/her non -offending caregiver. • Client confidentiality and mental health records are protected in accordance with state and federal laws and in compliance with HIPAA. • The KHCAC mental health services partners are Renew Behavioral Health Services, Kids Hope Therapy and private practice providers. Services include assessment, crisis intervention, individual and group therapy for primary and secondary victims served by the KHCAC. • When appropriate, child victims and their family members are referred to New Hope for services such as case management, advocacy, parent support, etc. • Services are available regardless of the client's ability to pay. • Mental health providers have specialized training in, and deliver trauma -focused, evidence -supported mental health treatment, in accordance with NCA accreditation requirements. • Individualized evidence supported treatment plans are based on assessments and monitored regularly for trauma symptom reduction. • Mental health clinicians provide documentation to the KHCAC to demonstrate completion of 40 hours of therapist core training (including specific training in trauma -informed assessment and treatment) within 6 months of seeing their first KHCAC client, and continuing education in the field of child abuse constituting a minimum of 8 contact hours every 2 years. • Mental health clinicians provide support to the MDT through the following regular activities: attendance and participation in MDT case reviews, sharing relevant information with the MDT while protecting client confidentiality, providing clinical consultation to the MDT on issues relevant to child trauma and evidence -based treatment, and supporting the MDT in the monitoring of treatment progress and outcomes in accordance with state and federal laws. Mental health providers are invited to relevant training known by or offered through KHCAC. Mental health providers make appropriate community service referrals as needed. Mental health providers will involve he caregivers regarding the child's safety, wellbeing and treatment when appropriate. Policy 9: MEDICAL SERVICES Poligy: The KHCAC provides referrals to non -emergent medical evaluations for all KHCAC clients regardless of ability to pay. The purposes of a medical evaluation in suspected child abuse cases include: an accurate and complete history to make a medical diagnosis, assessment of the child for any developmental, emotional, or behavioral problems needing further evaluation and treatment and make referrals as necessary, differentiate medical findings that are indicative of abuse from those which may be explained by other medical conditions, reassure and educate the child and family, and help ensure the health, safety, and well-being of the child. Referrals and treatment for medical services and evaluations will be based on the criteria listed in the Grant/Adams County Protocol. Procedures: • The KHCAC Coordinator, law enforcement, CPS staff and the parent /guardian review the presenting concerns and determine the need for a medical assessment. • KHCAC staff are available to assist in the scheduling of a medical examination with a qualified medical provider. • Medical staff are responsible to: ■ Complete a medical history, a physical exam and a colposcopy exam when appropriate. • Access expert consultation when medical findings indicate abnormal or diagnostic of trauma for child sexual or physical abuse. ■ Inform parents/guardians of medical findings following the physical exam. Information sharing and record security • The medical records (DVD and written report) are maintained at the medical facility,. kept in a secure location and are subject to HIPPA Compliance laws. These records are only released to law enforcement, CPS, the Prosecutor's Office, and the medical peer review agency with appropriate ROI. • Findings of the medical evaluation are shared with MDT members present following the evaluation and at case reviews with appropriate ROI. Page 1 19 Policy 10: CONFIDENTIALITY Po lic : The KHCAC, acting as part of a multidisciplinary team of signatories for the Kids Hope MDT Memorandum of Understanding meets all confidentiality requirements as mandated by the MOU. Written and oral information exchanged or disclosed to partnering agencies is considered confidential and can only be used for purposes of advancing an investigation and providing appropriate services to victims and their families. Procedures: • During multidisciplinary team meetings and case reviews, notes are taken only as related to assignments. Minutes will not identify clients and will be for the purpose of documenting tasks, changes in practice, and any quality improvement related activities. • A "Multidisciplinary Team Confidentiality Agreement" is signed by attending members prior to MDT Case Review Meetings. • Any paperwork that includes client identification is shredded following use. • KHCAC client information is kept in locked files at the KHCAC. • Staff involved in administrative oversight, quality improvement and assessment activities, case consultation and peer review have access to client records and interview materials as needed and are expected to uphold agency, state and federal confidentiality laws. • Forensic interview materials, including video or audio tapes and transcripts which identify the child, can be used for general education purposes only with permission from the client or guardian. Page 120 Kids Hope Strategic Plan Reviewed by BOCC Chair, Rob Jones BOCC Vice Chair., Cindy Carter. BOCC Member, Kevin Burgess Page I of 5 GOALS AND OBJECTIVES LEAD(S) TARGET DATE COMPLETION DATE COMMENTS GOAL 1 Policies and Procedures Updates (annual) Pull current policy and begin written notes for June Objective 1 updating Suzi and team 20240202512026 10.23.24 a. Research other policy sources (county,, other June agencies, etc) Suzi and team 20241202512026 7.30.24 b. Crosswalk policies with contracts, RCW, WAC, .tune SOW, etc Suzi and team 202412025,2026 7.30.24 c. Crosswalk policies with NCA standards for June compliance Suzi and team 202412025,2026 7.30.24 October Objective 2 Review draft policies with staff for input Suzi-Celina 2024,2025,2026 10.23.24 February Objective 3 Present policies to board for approval and adoption Suzi-Board 2025,2026,2027 3.11.25 GOAL 2 Education and Information for Policy Makers Participate with state Chapter on current policy Objective 1 issues Elisa 2024-2026 on -going CACWA Board Objective 2 Advocate for funding from state legislature Elisa, Suzi on -going on -going 6.17.24 a. Invite decision makers for site visits Suzi Summer 2024 b.Visit state legislature (senators and 1.30.2411 2.11.25, representatives) Suzi, Elisa, Trisha Legislative session 2.19.25 Advocate for policy that has positive impact on 1.30.241 2.11.25, Objective 3 children and CAC service provision Suzi, Elisa, Trisha Legislative session 2.19.26 Page 2 of 5 COMPLETION GOALS AND OBJECTIVES LEAD(S) TARGET DATE DATE COMMENTS GOAL 3 Enhance Therapy Services on -site Objective I Secure funding to expand team Suzi January 2024 2.1.24 Healing and Support Grant Objective 2 Design space for therapy services Suzi, Elisa, Sara Summer 2024 6.1.24 Yoga and Kickboxing space Objective 3 Training for staff a. Coaching Boys Into Men Anthony Fall 2024 2.13.25 b. Athletes as Leaders Anthony Fall 2024 2.13.25 c. Trauma Informed Yoga Sara Spring 2024 5.1.24 d. Trauma Informed Kickboxing Sara Spring 2024 5.1.24 Objective 4 Explore new revenue sources for therapy services Suzi Fall 2025 Implement formal risk assessment tool with Objective 5 advocates P a. Research and discuss tools Suzi/Elisa/Advos Spring 2025 2.14.25 NCA training b. Develop implementation timeline Suzi/Elisa/Advos Summer/Fall 2025 Intern assistance Page 3 of 5 b. Working draft copy of protocol c Final adopted protocols for 2O24 jobjective 2 1 Presenting Protocol to partners jObjective 3 jAnnual Review of Protocol E|isa/MDT IJune 2024 12.1.24 Prosecutors Uune2O24 12.27.24 Bisa/MDT IJune 2024 jOn-going E|isa/MDT Ijune 2025 & 2026 Objective 4 Facilitate updating protocols with prosecutors Elisa/MDT October 2026 R uit: d"Re't Inc,3e.ritive. ecr mehta'h en ff 10biective 1|On-going benefit for Well n Uenoyforstaff SuzKHR jAnnually Share at MDT meetings May 2024 1 *did a third round Page 4 of 5 GOALS AND OBJECTIVES LEAD(S) TARGET DATE COMPLETION DATE COMMENTS GOAL 6 h and Visibilit C►utreac Y _ .,3Za:a'�r Objective 1 Valor in the community a. Sites: library story time, schools, service clubs Suzi/Elisa/Trisha As requested dates in InfoNet b. Purpose: inform about agency, services and abuse issues Suzi/Elisa/Trisha As requested dates in InfoNet Objective 2 CAPM Events Kids Hope team Annually in April 4.3.24, 4.9.25 Objective 3 Community Events Kids Hope team On -going dates in InfoNet Objective 4 Crisis Response a. Respond to locations after a crisis with Valor Suzi/Elisa/Trisha As requested dates in InfoNet GOAL 7 Kids Hope Re -Accreditation Nov 2024-Mar Objective 1 Seek Accreditation TA for new standards Suzi/Elisa Fall 2024 2025 Consultant to assist Objective 2 Prepare documents for application p Suzi/Elisa Jan -April 2025 4.16.2025 submit online application Objective 3 On -board MDT and staff for accreditation site visit Suzi/Elisa ongoing ongoing October 16, 2025 visit Page 5 of 5 Helping Chil&-en become Children again Im 41 W1 Ilk ISM ''I'll ITEMML Reviewed by BOCC Chair, Rob Jones BOCC Vice Chair, Cindy Carter BOCC Member, Kevin Burgess -R At; nnal e The Director position in a CAC is a central element in the organization's success. Therefore, ensuring that the functions of the CAC director are well understood and even shared among staff (when applicable) is important for safeguarding the CAC against unplanned and unexpected change. This kind of risk management is equally helpful in facilitating a smooth leadership transition when it is predictable and planned. This document outlines a strategic succession plan for Kids Hope CAC. This plan reflects our commitment to sustaining a healthy functioning organization. The purpose of this plan is to ensure that the organization's leadership has adequate information and a strategy to effectively manage the CAC in the event the CAC director is unable to fulfill his/her duties. 1 Plan Implementation The Board of Grant County Commissioners (BOCC) will initiate the terms of this succession plan in the event of a planned or unplanned temporary or short-term absence. It is the responsibility of the CAC Director to inform the BOCC of a planned temporary or short- term absence, and to plan accordingly. As soon as feasible, following notification of an unplanned temporary or short-term absence, the BOCC and/or CAC Director shall convene a meeting to affirm the procedures prescribed in this plan, or to modify them as needed depending on the circumstances of the absence /vacancy. Priority Functions of the CAC Director Among the duties listed in the CAC Director's description, the following are the key functions of the position and have a corresponding temporary staffing strategy: SHORT-TERM TEMPORARY SUCCESSION PLAN (In the event of a temporary, planned or unplanned absence) Definitions: e A temporary absence is one in which it is expected.that the Director will return once the events precipitating the absence are resolved. 9 An unplanned absence is one that arises unexpectedly, in contrast to a planned leave such as a vacation or a sabbatical. 0 A temporary absence is 30 days or less. 0 A temporary short-term absence is between 30 and 90 days. Temporary Staffing Strategy e For temporary planned or unplanned absences of 30 or fewer days, the Temporary Staffing Strategy described herein (on prior page) may become effective. 0 In the event of a temporary short-term planned or unplanned absence, the BOCC shall determine if the Temporary Staffing Strategy is sufficient for this period of time. Appointing an Acting CAC Director • The BOCC may appoint an Acting Program Director based on the following: anticipated duration of the absence, management needs of the organization during the period of absence, anticipated return date, and accessibility of the current director during the absence. Alternatively, the BOCC may continue to implement the Temporary Staffing Strategy. Standing Appointees to the Position of Acting CAC Director • Potential candidates to serve as acting program director may include: the CAC Coordinator, Forensic Interviewer, or a New Hope Lead Advocate. Cross -Training Plan • Ongoing efforts will be maintained to ensure adequate cross -training pertinent to key functions of the CAC Director position occur and include all potential Standing Acting CAC Director candidates (listed above). Authority and Restrictions of the Acting CAC Director 0 The Acting CAC Director shall have full authority for day-to-day decision making and independent action as exercised by the regular CAC Director. 0 Decisions that shall be made in consultation with the BOCC include: staftirin9 and terminations, initiation of new projects orpolicies, media communications, state chapter and NC,4 communications. Compensation 0 Current staff members appointed as Acting CAC Director may receive a one-time salary adjustment or stipend in addition to their current salary, pending the approval of the BOCC. 0 The CAC Director on leave maybe eligible for disability insurance (see county personnel policies for additional disability leave information) Oversight and Support to the Acting CAC Director 0 The Acting CAC Director reports to the BOCC. Communications Plan Current contact information shall be maintained in the organization's database with the following designations: • Key Contacts — including vendors, contractors, etc. • Partner Agencies on the Multidisciplinary Teams • Donors/Granting Agencies • Other key collaborative organizations/ agencies The chart below identifies key stakeholders and appropriate individuals responsible for facilitating communications with each. Within 30 days, the Acting CAC Director will notify key stakeholders with general information appropriate to the transition and situation if appropriate. Key Stakeholders Communications Responsibility MDT Partner Agency Representatives Acting CAC Director Major Donors/Granting Agencies Acting CAC Director NCA, RCAC and Chapter Acting CAC Director Key Vendors Acting CAC Director LONG-TERM TEMPORARY SUCCESSION PLAN (In the event of a temporary, unplanned absence) Definition • A long-term absence is 90 days or more. Procedures Procedures and conditions to be followed shall be the same as for a temporary short-term absence with the following additions: o The BOCC shall give immediate consideration, in consultation with Human Resources, to (1) employ an Interim CAC Director (see next section); or (2} temporarily fill the position left vacant by the permanent or Acting CAC Director or reassign priority responsibilities where help is needed to other staff or volunteers. This is in recognition that, for a term of 90 days or more, it may not be reasonable to expect an Acting CAC Director to carry the duties of multiple positions. o The BOCC is responsible for reviewing the performance of the Acting and/or Interim CAC Director (if applicable). A review shall be completed between 30 and 45 days. PERMANENT SUCCESSION PLAN (In the event of a PERMANENT planned or unplanned absence) Definition. • A permanent absence is one in which it is firmly determined that the CAC Director will not be returning to the position. Procedures Procedures and conditions to be followed shall be the same as for a temporary short-term absence with the following additions: o The BOCC shall consider the need to hire an Interim CAC Director from outside the organization instead of appointing an Acting CAC Director from within. This decision shall be guided, in part, by internal candidates for the CAC Director position, the- expected time frame for hiring, and the management needs of the organization at the time of the transition. Hiring an Interim CAC Director • If an Interim CAC Director is hired, the BOCC shall negotiate an employment offer with a defined scope of work. o The rate of compensation shall be based on the availability of financial resources. Responsibilities of the Interim CAC Director • An Interim CAC Director shall have full authority for day-to-day decision making and independent action as exercised by the regular CAC Director. • Decisions that shall be made in consultation with the BOCC and Human Resources include: staff hiring and terminations, initiation of new projects or policies, media communications, state chapter and NCA communications. Oversight and Support to the Interim CAC Director The Interim CAC Director reports to the BOCC. Search for Permanent New CAC Director • It is the practice of the County to assess the permanent leadership needs of the department to help ensure the selection of a qualified and capable team member who is compatible with the mission, vision, values, goals and objectives of the CAC and who has the necessary skills to guide the CAC. • It is also the practice of the county, when faced with a permanent change, to develop a diverse pool of candidates and, if possible and prudent, to consider at least three finalist candidates for its permanent CAC director position. • The BOCC and Human Resources should first explore the eligibility and interest of any potential internal candidates for the position. • The BOCC and Human Resources will also consider the merits of conducting a comprehensive external recruitment and selection process. 0 The BOCC and Human Resources will also consider whether the current/ immediate past CAC director's participation as a resource in developing the ensuing search process is possible, appropriate and/or would be deemed beneficial to the process and the outcome. If so, Human Resources is responsible for outlining the scope of that involvement and negotiating an agreement that reflects the agreed -upon scope of involvement. 0 Assuming a comprehensive, external search is to be conducted, potential sites for posting the new CAC Director position opportunity include, but are not necessarily limited to: • Grant County website • Chapter website • WRCAC website or Listsery o NCA General Listsery o Online employment listing (e.g. Indeed, Career Builder, Glassdoor, Idealist) • The BOCC and Human Resources shall develop a plan for conducting interviews with potential candidates, determining what representation from the CAC or MDT should be included in the interview process - • With input from Human Resources, the BOCC is authorized to negotiate appropriate terms of hire (salary, benefits, etc.) with finalist candidates. • The BOCC shall make a recommendation regarding the hiring of the permanent new CAC director. • The BOCC and Human Resources shall develop and implement an appropriate orientation process for the new CAC director that may include participation by the current/ immediate past program director, the Interim CAC Director (if applicable), other key staff and/or MDT members. 5 EM 0 4 4r 4e AK Kids Hope I Kids Hope MDT Orientation Checklist STAFF/MDT MEMBER NAME: TRAINING CHECKLIST DATE ACTION ITEMS COMPLETED CACWA MDT Orientation Training: CAC Overview, Attend CACWA virtual training. History, Benefits, Philosophy, State Information/History, Review of NCA and Regionals, Standards of Accreditation, MDT, Case Review, and Resiliency. Kids Hope Orientation Manual County Protocol, MOU, Kids Hope policies and procedures, and referral process Kids Hope CAC Tour and Introductions to Staff Organizational chart review, Agency mission and vision. Kids Hope Confidentiality Policy and Procedure Review and Sign Kids Hope Code of Conduct Review and Sign Page 1 1 Modified 10/22/2024 Kids Hope lAuld-DiscAplinary Team iMemorandum of Understanding Each of the undersigned agencies has speciffic responsibilities regarding the M'Vestigation, assessment medical/therapeutic treatment, and prosecution of cases of eWld: sexual abuse, physical, neglect, non -accidental death and Witnesses of a crime, We, the undersigaed, do hereby .1 q -1 4 4Lacknowledge the multi-ciisciphnary team (MDT) approach tbr6ugh Kids Hope, will enhance the 1 01 ndividual efforts of each represented agency, and ill benefit child victims., We ft-wther W1 acknowledge that tkough these respective agencies, and fln-ough public support and awareness, Kids Hobe will. continue to lim"fy our communities in the daily stniggle to ensure the protection . and well-being of out children. The undersigned agree to ensue a cooperative, multi -disciplinary team delivery of comprehension services to obild abuse victims and non -offending faadly members, The undersigned .so agree to ensure each child's tight to be protected from farther abuse or neglect by providing coordinated services designed to meet the child's needs. GE' NERAL PROVISIONS 1. Each agency will 'Work with and assist the other agencies and Kids Hope to ensure the child's needs and protection are served, t . 2. The MDT Coordiaiator or designee employed by Kids Hope Will assist in scheduling forensic interviews and ease reviews. , 3, Ie.id8 Hope is responsible for monitor g case progress and tracking case,outcoues for all MDT componetts. The following information will beincluded in the case traoking system: Cheat dmo.graphics including age, etbuicity, disability, and gender. The case tracking system will also record case outcomes and statistical info nation. for the National Children's Alliance (NCA). 4. Law enforcement and the Department of Children Youth and Families (DCYF) may utill"Zo Kids Hope to condnet child forensic interviews, when deemed appropriate, and will mal(e every attempt necessary to attend the interview. 5, Law enforcement will investigate repoits of child sexua:t abuse:, ch-Ud physical abusa,, child neglect, and non -accidental cl-Ald death, and will refer compleW investigations to the appropriate Prosecuting Attomey. 6. Non -acute child examinations will be performed by a qualified medical provider and will be scheduled by law enforcement, DCYF or the MDT coordinatQr, 7. Initial einergent child medical examinations and child sexual assault examnafions will be performed by a qualified medical provider. 8. Each participating agency agrees to have a representative attend complicated case review meetings and actively participate in the discussions and assessments of that M'Vestigation. 9. Each participating agency agrees to have a designated representative w1io -�Vill attend monthly IVIDT meefing, which'are hed to discuss Spec allegations ific uses where, allega on of C11-ild, physical abuso, 6hild sexual ab-L ise, child neglect, witnesses of acre, and/or non- accident,al child death are ripported, 10. DCYF is responsible for conducting an investigation on DCYF screened -in intakes to de,ternit'ne tlie'* degree Of`risk to a child; to make efforts to ells -are the ch ld.'s safety, --and to, make referrats to apprqprat I e age-acle.s. 11. The Pros emiting Attorney is responsible for: assessing the tc�gal aspects of axe,-&�rred ilavestigation deciding N-vliether; to file criminal cl-iarges, decding the ap I Promate enmi claarges to file, and pros ecuting chat d cases 1.2. New Hope is responsible for providing advocacy services for the general interest and I in-i@� nfteffi, rat an,,dI -a' advo-c-acy, Cotift's' -vv-e11-b:e11T19�o,f cliklren.. Thils inellud rOV-1 C ng refees P eg als inf-ormation to non -offending family members and s-apport. --e 8, Thes ervi.ces are .A t 't crivanaole 24 hours a day, 7 ha s a week. . 0' 1 *'] 13. Kids Hope and New HQpe are responsi - me for providing community prevention ediiccu doll dined at increasing the awareness'of sexual Violence and reducing the degree of sexual assault. 14, Kids .slope is responsible for the adm* "strat e-rsl advocacy Center .1m I - ive ov igtat of the:Cbitd (K'ids Hope) as it relates to grant management, .staffing, facilit y management, and inom*torin- cy, policies acid procedures to assess ad4erence with the National C I hitdren"s Alliance accreditation standards. 15.. It is expressly understood each.agenoy will work within its departmental mm4ates, policies, and the law. N.othi-ng contained herein supersedes thie statutes, i-Ldes and regulations go'verlulif ea011 agency. To the extent any provisiall, of this MOU AgTee eirt is inconsisten't with cany such stat-Lite nile., or regulation., the statute e,lion rule, or r . era at will prevail, Signalafe's' of JFOSSID ERIK K9C H, Eptu-icaPiolke'-Dep a r(nieni.Cfijef JOE IETE., Grant County Slielffs Department Chief )UTE DATE 11 f KE VIN -McCRAE., Grairt Count),, Prosecudug Attorney PAUL BOWDEN� Coulee Dam Police Department Chief R-MNDY FLYCICF, Adanis County Prosecuting Attorney 7 REV RODRIGUEZ, Royal Cit- I y Police DL--prtrtjaient Chief WICK Warden P4c.,,,11ce Chi ef ief I. I ALEX ZESATI, MaVutwa Pollee Department Interim Chief Soap Lake PoRce Depart me-nt Chlief VY',4:N'GREF,N, Quincy Police Department Chief 12/6/24 STACY PURCELL, Embrace MeMical % ��"�, to DATE 12/03/24 DATE DATE D-NTE I T-- DATE D.,ALTE t D A-TE DNTE DATE SUM FOOD, New Hope/Klids (lope DATE Kids Hope FColpin jr Childmn ha-anws C•hildre-n 2galn -,ix tAjNAX1Af­% �. CODE OF CONDUCT • Child safety and well-being is a primary priority and value of Kids Hope and guides our policy and practice decisions. • Communication between Kids Hope personnel (including volunteers) and children/youth that is outside the role of the professional or volunteer relationship is prohibited. • Physical contact between child/client and staff/MDT members must be consistent with the safety and well-being of the child/client. o Staff interactions with child clients should be interruptible and/or observable. • It is the duty of staff to report suspected child abuse. • Kids Hope staff/MDT members will abide by the Purpose and Guiding Principles located in our Case Review documents and will review them periodically. Signature Date Kids Hope Children's Advocacy Center Multi -Disciplinary Team Confidentiality Policy and Procedures It is the policy of Kids Hope Children"s Advocacy Center that Multi -Disciplinary Team (MDT) members shall: • Endeavor to protect the legitimate privacy rights of its clients by establishing and maintaining clear policies and procedures to guide disclosure of sensitive information acquired by the MDT members in the pursuit of their role within the CAC. • Become and stay reasonably familiar with applicable laws and regulations governing confidentiality and disclosure of sensitive information, especially as they apply to the work of the MDT, and to comply with those laws to the best of our ability. • Maintain confidentiality and privacy regarding treatment, records and discussions of or about any clients the CAC serves pursuant to this policy statement and the procedures detailed below. This includes keeping confidential the very fact that an individual is served by the CAC. Definitions Client means any person who is referred to or solicits assistance from Kids Hope consistent with the purposes of the CAC or is accepted by Kids Hope for such services. Kids Hope shall keep accurate and complete records of all such persons. Information means knowledge or intelligence represented by any form of writing, signs, signals, pictures, sounds, or any other symbols. Record includes any writing, regardless of physical form or characteristics, containing information relating to the identity, assessment, treatment or services provided to any client of Kids Hope prepared, owned, used, or retained by the CAC. Writing means handwriting, typewriting, printing, Photostatting, photographing, and every other means of recording any form of communication or representation/ including, but not limited to, letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, magnetic or paper tapes, photographic films and prints, motion picture, film and video recordings, magnetic or punched cards, discs, drums, diskettes, sound recordings., and other documents including existing data compilations from which information may be obtained or translated. Procedure • All information shared during MDT meetings shall be considered confidential and may be discussed within the Team. 'Gossip sessions" and other non-professional discussions of individuals and records by Team members are strictly forbidden. • MDT member's duty of confidentiality continues both while the person remains on the Team, and indefinitely after the person leaves the Team. • Records shall be maintained where they are reasonably inaccessible by other people we serve, volunteers, or members of the community. • Staff, whether secretaries, paraprofessionals or professional personnel, shall have access to such records on a "need to know" basis only. Team members shall not attempt to obtain confidential information for which they have not received authorization. Team members violating this policy may be subject to discipline, up to and including termination, and may be subject to legal action. • The Kids Hope MDT Coordinator or Program Director shall remind all MDT members, as needed, of the duty to maintain confidentiality of records. Each member shall sign a confidentiality statement at each MDT case review meeting as noted on the sign in sheet. • MDT members shall not disclose confidential information to any public media source as a representative of the Team, without express approval of the Director of Kids Hope. All media inquiries and other inquiries of a general nature shall be referred to the Director. All press releases or other official declarations for Kids Hope must be approved in advance by the Director. • Prior to disclosure of any confidential information for non -administrative purposes a "Client Release of Information" form must be on file with Kids Hope. • No statistics or service data will be released from this CAC to state, federal, or other agencies that identify any person by name, address, Social Security number or other coding procedures, • If, for any reason, records maintained by Kids Hope, are to be inspected by any outside agency with authority to do so, the individual(s) inspecting the records must be specifically authorized to do so by contractual agreement. The taking of notes, copying of records, or removal of records is limited to contractual requirements. • Records will be kept from loss, destruction, theft, and unauthorized use. Case Review Guiding Principles • We will bring positive problem -solving attitude to each .meeting. • Focus on the child (ren). • Every opinion, personal or professional, should be respected, no matter how disagreeable it may be with another individual. • Be supportive of every party at the table. • Avoid instructing or criticizing other team members and agencies on their individual jobs and overall policies/procedures. • Please minimize disruptions by setting electronic devices to vibrate or silent during case review meetings. • Speak one at a time. • Purposefully take turns communicating to avoid allowing two or three team members to dominate the discussion. • The entire team must agree to be part of the investigation to ensure a coordinated process. Specialized knowledge contributes to more informed decisions and greater likelihood of substantiation. Therefore, each party must contribute and engage in the discussion of the cases in which they are involved. • The main focus must stay on cases. Team members must avoid sidebar conversations or off -topic criticisms. Page 2 of 3 • If someone is absent from a meeting or must leave before the end, a designated member of the team will be responsible to share missed information with that individual. MDT Confidentiality Pledge All MDT members,, as a condition of serving, shall sign the following pledge. "I shall respect the privacy of the people we serve and shall hold in confidence all information obtained in the course of professional service, whether that information is obtained through written records or daily interaction with the person. Therefore, I will not disclose an individual's confidences to anyone, except in conformity with law and the MDT Confidentiality Policy and Procedures, including: (a) If there is a signed "Client Release of Information" form and then only release information in accordance with the terms of the signed release; (b) As mandated by law; (c) To prevent a clear and immediate danger to a person or persons; (d) Where I am subpoenaed in a civil, criminal, or disciplinary action arising from the contract." "I shall be responsible to store or dispose of professional records in ways that maintain confidentiality." "I shall possess a professional attitude which maintains the dignity and confidentiality of the people the Center serves." "Upon leaving the team, I shall maintain client and co-worker confidentiality and hold confidential any information about sensitive situations within the Center." As a Team ' member of Kids Hope Children's Advocacy Center, I have read and fully understand the above statement. I agree to comply with the provisions and guidelines of this statement. further understand that failure to comply with this statement may result in personnel action including dismissal. Signature Printed Name Date Agency Page 3 of 3 WAC 388-113-0020 Which criminal convictions and pending charges automatically disqualify an individual from having unsupervised access to adults or minors who are receiving services in a program under chapters 388-71, .388-101, 388-106, 388-76, 388-78Af 388-97f, 388-825f 388-115, and 388-107 WAC? (1) Individuals who must satisfy background checks requirements under chapters 388-71, 388-101f '388-106, 388-76f 388-78Af 388-97f 388-825f 388-115, and 388-107 WAC must not work in a position that may involve unsupervised access to minors or vulnerable adults if the individual has been convicted of or has a pending charge for any of the following crimes: (a) Abandonment of a child; (b) Abandonment of a dependent person; (c) Abuse or neglect of a child; (d) Arson 1; (e) Assault 1; (f) Assault 2 (less than five years); (g) Assault 3 (less than five years); (h) Assault 4/simple assault (less than three years); (i) Assault 4 domestic violence felony; (j) Assault of a child; (k) Burglary 1; (1) Child buying or selling; (m) Child molestation; (n) Coercion (less than five years); (o) Commercial sexual abuse of a minor/patronizing a juvenile prostitute; (p) Communication with a minor for immoral purposes; (q) Controlled substance homicide; (r) Criminal mistreatment; (s) Custodial assault; (t) Custodial interference; (u) Custodial sexual misconduct; (v) Dealing in depictions of minor engaged in sexually explicit conduct; (w) Drive -by shooting; (x) Drug crimes involving one or more of the following: (i) Manufacturing or possession with the intent to manufacture a drug; (ii) Delivery or possession with the intent to deliver a drug other than marijuana; (iii) Delivery of marijuana (less than three years). (y) Endangerment with a controlled substance; (z) Extortion 1; (aa) Extortion 2 (less than five years); (bb) Forgery (less than five years); (cc) Homicide by abuse, watercraft, vehicular homicide (negligent homicide); (dd) Identity theft (less than five years); (ee) Incendiary devices (possess, manufacture, dispose); (ff) Incest; (gg) Indecent exposure/public indecency (felony); (hh) Indecent liberties; (ii) Kidnapping; (jj) Luring; (kk) Malicious explosion 1; (11) Malicious explosion 2; (mm) Malicious harassment; Certified on 2/20/2023 WAC 388-113-0020 Page 1 (nn) Malicious placement of an explosive 1; (oo) Malicious placement of an explosive 2 (less than five years); (pp) Malicious placement of imitation device 1 (less than five years); (qq) Manslaughter; (rr) Murder/aggravated murder; (ss) Possess depictions minor engaged in sexual conduct; (tt) Promoting pornography; (uu) Promoting prostitution 1; (vv) Promoting suicide attempt (less than five years); (ww) Prostitution (less than three years); (xx) Rape; (yy) Rape of child; (zz) Residential burglary; (aaa) Robbery 1; (bbb) Robbery 2 (less than five years); (ccc) Selling or distributing erotic material to a minor; (ddd) Sending or bringing into the state depictions of a minor engaged in sexually explicit conduct; (eee) Sexual exploitation of minors; (fff) Sexual misconduct with a minor; (ggg) Sexually violating human remains; (hhh) Stalking (less than five years); (iii) Theft 1 (less than 10 years); ( j j j ) Theft from a vulnerable adult 1; (kkk) Theft 2 (less than five years) ; (111) Theft from a vulnerable adult 2 (less than 10 years); (mmm) Theft 3 (less than three years); (nnn) Unlawful imprisonment; (000) Unlawful use of building for drug purposes (less than five years); (ppp) Use of machine gun in a felony; (qqq) Vehicular assault; (rrr) Violation of temporary restraining order or preliminary in- junction involving sexual or physical abuse to a child; (sss) Violation of a temporary or permanent vulnerable adult pro- tection order (VAPO) that was based upon abandonment, abuse, financial exploitation, or neglect; and (ttt) Voyeurism. ( 2 ) If "(less than 10 years)," "(less than five years)," or "(less than three years)" appears after a crime listed in subsection (1) of this section, the individual is not automatically disqualified if the required number of years has passed since the date of the con- viction. This will result in a letter from the background check cen- tral unit indicating a character, competence,, and suitability review is required before allowing unsupervised access to children or vulner- able adults. This provision applies to convictions that the department has determined under subsection (3) of this section as equivalent to a crime listed in subsection (1) of this section once the period of time listed in subsection (1) of this section has passed. (3) When the department determines that a conviction or pending charge in federal court or in any other court, including state court is equivalent to a Washington state crime that is disqualifying under this section, the equivalent conviction or pending charge is also dis- qualifying. Certified on 2/20/2023 WAG 388-113-0020 Page 2 (4) In instances where a court has issued a certificate of resto- ration of opportunity of one of the crimes listed above, according to the procedure in RCW 9.97.020, the conviction is not automatically disqualifying but is subject to a character, competence, and suitabil- ity review. [Statutory Authority: RCW 74-08-090 and 74.39A.250. WSR 22-19-048f § 388-113-0020, filed 9/15/22, effective 10/16/22. Statutory Authority: RCW 74.08.090, 43.43.842, and 74.39A.056. WSR 21-23-014f § 388-113-0020, filed 11/4/21f effective 12/5/21; WSR 18-08-066f § 388-113-0020, filed 4/2/18, effective 5/3/18. Statutory Authority: RCW 74.08.090F 74.09.520, 74.39A.056. WSR 14-14-025f § 388-113-0020f filed 6/24/14, effective 7/25/14.] Certified on 2/20/2023 WAC 388-113-0020 Page 3 Kids Hope 31.1?4.0 VW4- h- Kids Hope Child Safety and Protection Assessment Readiness Questions: Yes/No If no, how is it being addressed, and when will -- this area/section be ready f®r reassessment? Are interview rooms and meeting areas soundproofed? Is there a protocol in place to ensure separation of victims and alleged offenders? When children are present, are all areas effectively supervised by a responsible and responsive adult at all times? Is/are the room(s) clean? is the floor free of small or sharp objects that could be touched or ingested by a small child? (In an office environment, this requires constant monitoring. E.g., have staples or paper clips been dropped?) Are counters and tabletops free of breakable or heavy objects that could be toppled by a toddler or preschooler? Is furniture sturdy and secured to the wall so that it cannot be toppled by a climbing child or fall during an earthquake or other disaster? Are -the electrical outlets covered? Are area rugs non-skid? Do garbage cans have secure covers? Are windows (especially those on upper floors) locked with safety latches? Are cleaning supplies and other hazardous materials locked or out of reach of small children and stored away from food? Do all toys meet federal safety standards, and are they in good condition? Are all plants nonpoisonous? Are the bathrooms ADA-compliant? Are they "child -friendly" so that children do not have to climb on countertops to use sinks? Are bathrooms made off-limits to crawling infants or toddlers who could fall into toilets and drown? Are there safety and evacuation plans in place in the event of an emergency? Do glass doors and full-length windows have decals on them at both child and adult heights? Are electrical cords out of children's reach and away from doorways and traffic paths? Are smoking and drinking hot liquids prohibited in the children's areas? Is the tap water temperature set at 120 degrees or lower to prevent scalding? Page 1 1 Modified 10/22/2024 60, Kids Hope If.itinK t 6tl.trw. b.....w. C%St r- main Kids Hope Child Safety and Protection Assessment Readiness Questions: Yes/No If no, how is it being addressed, and when will this area/section be ready for reassessment? In any multipurpose area, are all hot surfaces (e.g., stoves, coffee pots, hot plates, etc.) out of children's reach and covered to prevent burns? Are the sharp edges of furniture (e.g., tables) covered with corner guards? Is there a first aid kit present and fully stocked? Is the number for poison control posted? Are there functioning smoke detectors? Have the batteries been replaced within the last year? Is there an A-B-C®type fire extinguisher present? Do staff members know how to use it? Is there a segregated play area for infants and toddlers? is there a daily check to assure that no small game pieces, coins, staples, safety pins or other small items are accessible to small children? Is the CJC free of chipped paint and splinters? Are there gates on stairs in unsupervised areas? (NOTE: Accordion - style gates are not safe. Special gates are required at the top of stairs.) Are all art supplies nontoxic? Are activity areas for older children supervised? Have any materials that could be dangerous for smaller children been put away when the activity is complete? Does your CJC have a code of conduct in place and shared with all staff, volunteers, and MDT members? Miscellaneous: Reviewer: (Name/Tittle) Date of Assessment: Page 12 Modified 10/22/2024 t-Ir 4or 4e Kids Hope Kids Hope Child Safety and Protection Assessment Readiness Questions: Yes/No If no, how is it being addressed, and when will this area/section be ready for reassessment? Are interview rooms and meeting areas soundproofed? is there a protocol in place to ensure separation of victims and alleged offenders? When children are present, are all areas effectively supervised by a responsible and responsive adult at all times? Is/are the room(s) clean? Is the floor free of small or sharp objects that could be touched or ingested by a small child? (in an office environment,, this requires constant monitoring. E.g., have staples or paper clips been dropped?) Are counters and tabletops free of breakable or heavy objects that could be toppled by a toddler or preschooler? Is furniture sturdy and secured to the wall so that it cannot be toppled by a climbing child or fall during an earthquake or other disaster? Are the electrical outlets covered? Are area rugs non-skid? Do garbage cans have secure covers? Are windows (especially those on upper floors) locked with safety latches? Are cleaning supplies and other hazardous materials locked or out of reach of small children and stored away from food? Do all toys meet federal safety standards, and are they in good condition? Are all plants nonpoisonous? Are the bathrooms ADA-compliant? Are they "child -friendly" so that children do not have to climb on countertops to use sinks? Are bathrooms made off-limits to crawling infants or toddlers who could fall into toilets and drown? Are there safety and evacuation plans in place in the event of an emergency? Do glass doors and full-length windows have decals on them at both child and adult heights? Are electrical cords out of children's reach and away from doorways and traffic paths? Are smoking and drinking hot liquids prohibited in the children's areas? Is the tap water temperature set at 120 degrees or lower to prevent scalding? Page 1 1 Modified 10/22/2024