COLORADO DEPARTMENT OF HUMAN SERVICES DIVISION OF YOUTH SERVICES
POLICY S 9.8 B
PAGE NUMBER 1 OF 4
CHAPTER:
Security and Control
SUBJECT:
Reporting Critical Incidents
EFFECTIVE DATE: December 20, 2017
THIS POLICY RELATES TO:
Anders Jacobson, Director
Regional Offices
I.
POLICY: DIVISION OF YOUTH SERVICES’ REGIONAL OFFICES SHALL OFFICIALLY REPORT ALL CRITICAL INCIDENTS THAT OCCUR INVOLVING YOUTH ON COMMITMENT STATUS WHO ARE ON ESCAPE, OR ARE UNDER THE SUPERVISION OF CLIENT MANAGER/PAROLE OFFICERS IN A COMMUNITY SETTING AND YOUTH PAROLEES. REPORTING OF CRITICAL INCIDENTS SHALL BE PLACED IN THE COLORADO TRAILS DATABASE. EACH REGION SHALL MAINTAIN UPDATED CONTACT INFORMATION FOR REPORTING CRITICAL INCIDENTS.
II.
KEY TERMS: A.
III.
ASSOCIATED FORMS: ALL FORMS ARE AVAILABLE ON THE DIVISION OF YOUTH SERVICES WEBSITE UNDER FORMS. 1.
IV.
CRITICAL INCIDENT: ANY ACTUAL OR ALLEGED EVENT OR SITUATION THAT CREATES A SIGNIFICANT RISK OF SUBSTANTIAL OR SERIOUS HARM TO THE PHYSICAL, MENTAL HEALTH, SAFETY OR WELLBEING OF YOUTH, FAMILIES, COMMUNITIES, DIVISION OF YOUTH SERVICES EMPLOYEES OR THOSE IN CONTACT WITH COLORADO DEPARTMENT OF HUMAN SERVICES (CDHS) CLIENTS WHILE IN THE COMMUNITY.
CRITICAL INCIDENT REPORT
PROCEDURES: A.
CRITERIA FOR A CRITICAL INCIDENT REQUIRING THIRTY (30) MINUTE TELEPHONE NOTIFICATION: 1.
THE DEATH OF A YOUTH IN THE LEGAL CUSTODY OF THE DIVISION OF YOUTH SERVICES WHILE ON ESCAPE STATUS, OR WHILE UNDER THE DIRECT SUPERVISION OF A CLIENT MANAGER OR ON PAROLE SUPERVISION.
2.
A SUICIDE ATTEMPT OF A YOUTH IN THE LEGAL CUSTODY OF THE DIVISION OF YOUTH SERVICES WHILE ON ESCAPE STATUS, OR
CHAPTER Security and Control
SUBJECT Reporting Critical Incidents
POLICY S 9.8 B
PAGE 2 of 4 12/20/17
UNDER THE DIRECT SUPERVISION OF A CLIENT MANAGER OR WHILE ON PAROLE SUPERVISION, THAT POSES SERIOUS LETHAL RISK AND/OR REQUIRES ADMISSION TO A HOSPITAL.
B.
C.
3.
A LIFE THREATENING PHYSICAL INJURY OR ILLNESS OF A YOUTH IN THE LEGAL CUSTODY OF THE DIVISION OF YOUTH SERVICES WHILE ON ESCAPE STATUS OR UNDER THE DIRECT SUPERVISION OF A CLIENT MANAGER OR WHILE ON PAROLE SUPERVISION THAT NECESSITATES ADMISSION TO A HOSPITAL.
4.
ANY INCIDENT WITH STAFF OR YOUTH ON PAROLE OR ESCAPE STATUS RESULTING IN MEDIA CONTACT.
CRITERIA FOR CRITICAL INCIDENTS REQUIRING ONE (1) HOUR EMAIL OR TELEPHONE NOTIFICATION: 1.
ALL ALLEGATIONS MADE BY A YOUTH WHO IS ON PAROLE STATUS IN THE COMMUNITY, OF MISTREATMENT, ABUSE, NEGLECT OR EXPLOITATION AGAINST A CURRENT OR FORMER DIVISION OF YOUTH SERVICES STAFF MEMBERS OR EMPLOYEES OF A DIVISION OF YOUTH SERVICES CONTRACT RESIDENTIAL OR NON-RESIDENTIAL SERVICE PROVIDER OR ANY OTHER INDIVIDUAL ASSOCIATED WITH THE YOUTH WHILE ON PAROLE OR ESCAPE STATUS.
2.
IDENTIFIED, CREDIBLE THREATS TO THE REGIONAL STAFF, DIVISION OF YOUTH SERVICES OR CONTRACT FACILITY STAFF OR REGIONAL OFFICES, DIVISION OF YOUTH SERVICES FACILITIES OR CONTRACT FACILITIES AND PROGRAMS.
3.
ANY CRIMINAL ACTIVITY INVOLVING A PAROLEE THAT INCLUDES FELONY CHARGES FOR CRIMES AGAINST PERSONS.
4.
ANY CRIMINAL ACTIVITY INVOLVING A YOUTH ON ESCAPE STATUS FROM A DIVISION OF YOUTH SERVICES FACILITY OR CONTRACT RESIDENTIAL FACILITY WHO HAS BEEN DISCHARGED FROM THE PROGRAM / FACILITY’S CENSUS.
5.
ANY CRIMINAL INVESTIGATION OF A REGIONAL OFFICE STAFF MEMBER FOR A FELONY OR MISDEMEANOR OFFENSE THAT MAY EXCLUDE THE STAFF MEMBER FROM WORKING WITH YOUTH IN THE DIVISION OF YOUTH SERVICES.
NOTIFICATIONS FOR CRITICAL INCIDENTS UPON DISCOVERY: 1.
REGIONAL STAFF SHALL CONTACT THE DIVISION OF YOUTH SERVICES REGIONAL ON-CALL ADMINISTRATOR BY TELEPHONE AT 720-693-3001.
CHAPTER Security and Control
D.
SUBJECT Reporting Critical Incidents
POLICY S 9.8 B
PAGE 3 of 4 12/20/17
2.
THE DIVISION OF YOUTH SERVICES REGIONAL ON-CALL ADMINISTRATOR SHALL NOTIFY THE DIVISION OF YOUTH SERVICES DIRECTOR AND THE DIVISION OF YOUTH SERVICES ASSOCIATE DIRECTOR OF COMMUNITY PROGRAMS.
3.
WHEN THE CRITICAL INCIDENT PERTAINS TO A YOUTH FROM A REGION OTHER THAN THE ON-CALL ADMINISTRATOR’S, THE ONCALL ADMINISTRATOR SHALL CONTACT THE APPROPRIATE REGION.
4.
ALL ALLEGATIONS RELATED TO PROCEDURE B. (5.). MISTREATMENT, ABUSE, NEGLECT, OR EXPLOITATION THAT INVOLVE A DIVISION OF YOUTH SERVICES FACILITY STAFF MEMBER OR CONTRACT PROGRAM STAFF MEMBER REPORTED TO A REGIONAL OFFICE STAFF. a.
IF THE REPORT IS RECEIVED WHILE THE REGIONAL OFFICE STAFF IS ON-SITE, IT SHALL BE REPORTED TO A FACILITY ADMINISTRATOR (E.G., DIRECTOR OR ASSISTANT DIRECTOR) OR CONTRACT PROGRAM ADMINISTRATOR PRIOR TO EXITING THE BUILDING WITHIN THIRTY (30) MINUTES OF DISCOVERY, TO ENSURE INOTIFY REPORTING REQUIREMENTS ARE MET.
b.
IF THE REPORT IS RECEIVED WHILE THE REGIONAL OFFICE STAFF IS OFF-SITE, IT SHALL BE REPORTED BY PHONE TO A FACILITY ADMINISTRATOR (E.G., DIRECTOR OR ASSISTANT DIRECTOR) OR CONTRACT PROGRAM ADMINISTRATOR WITHIN THIRTY (30) MINUTES OF DISCOVERY, TO ENSURE INOTIFY REPORTING REQUIREMENTS ARE MET.
c.
THE REGIONAL OFFICE STAFF SHALL REPORT THE ALLEGATION TO THE CHILD WELFARE HOTLINE PER DIVISION OF YOUTH SERVICES POLICY.
d.
THE REGIONAL OFFICE STAFF SHALL COMPLETE THE CRITICAL INCIDENT REPORT IN TRAILS AND INFORM THE FACILITY ADMINISTRATOR UPON COMPLETION.
ALL OTHER NOTIFICATIONS: 1.
THE CLIENT MANAGER/PAROLE OFFICER SHALL ENSURE FAMILY MEMBERS ARE NOTIFIED NO LATER THAN TWO (2) HOURS FOLLOWING DISCOVERY OF THE INCIDENT.
2.
FOR CRITICAL INCIDENTS THAT OCCUR AFTER REGULAR BUSINESS HOURS, ON WEEKENDS OR HOLIDAYS, THE CLIENT MANAGER/PAROLE OFFICER SHALL ENSURE ALL OTHER NOTIFICATIONS ARE COMPLETED BY THE CLOSE OF THE NEXT BUSINESS DAY.
CHAPTER Security and Control
E.
F.
SUBJECT Reporting Critical Incidents
POLICY S 9.8 B
PAGE 4 of 4 12/20/17
DOCUMENTATION OF CRITICAL INCIDENTS: 1.
THE CLIENT MANAGER/PAROLE OFFICER SHALL ENTER THE CRITICAL INTO THE COLORADO TRAILS DATABASE OR COMPLETE THE HARD COPY CRITICAL INCIDENT FORM WITHIN 24-HOURS EXCLUDING WEEKENDS AND HOLIDAYS.
2.
THE DESIGNATED STAFF SHALL ENTER THE CRITICAL INCIDENT INTO THE TRAILS DATABASE BY THE CLOSE OF THE FOLLOWING BUSINESS DAY.
FOLLOW-UP AND FINAL DISPOSITION OF THE CRITICAL INCIDENT REPORT: 1.
SHOULD MORE INFORMATION BECOME AVAILABLE, AN ADDENDUM SHALL BE ADDED TO THE ORIGINAL REPORT IN THE COLORADO TRAILS DATABASE.
2.
THE ACTION PLAN SECTION OF THE CRITICAL INCIDENT REPORT SHALL BE COMPLETED AND UPDATED AS NECESSARY.
3.
WHEN FINAL DISPOSITION OF AN INCIDENT IS OBTAINED, I.E., CHILD ABUSE FINDINGS OR LAW ENFORCEMENT INVESTIGATION, THE INFORMATION SHALL BE ADDED TO THE OUTCOMES/FOLLOWUP SECTION OF THE REPORT IN THE COLORADO TRAILS DATABASE.
4.
FOLLOWING THE COMPLETION OF THE REPORT, THE REGIONAL DIRECTOR OR DESIGNEE SHALL REVIEW THE REPORT ENSURING ALL SECTIONS ARE COMPLETED AND LOCK THE REPORT IN THE COLORADO TRAILS DATABASE.
