Purpose
Family Promise of Puget Sound (FPOPS) is dedicated to providing a safe, supportive, and nurturing environment for all families experiencing homelessness, with the paramount commitment to protecting the well-being of children in our care. This procedure outlines FPOPS’s mandatory obligations and detailed steps for reporting suspected or alleged child abuse and/or neglect. It ensures a consistent, timely, and legally compliant response to protect children and uphold FPOPS’s ethical standards, while integrating principles of trauma-informed practice.
2. Scope
This procedure applies to all FPOPS paid staff, active volunteers, and individuals involved in any FPOPS program or operating within FPOPS facilities. It covers all instances where child abuse or neglect is suspected, alleged, or observed, requiring immediate action by FPOPS personnel.
3. Guiding Principles
* Child Safety First: The immediate safety and protection of the child are the highest priority in all situations.
* Mandatory Reporting: All FPOPS staff and volunteers have a mandatory legal and ethical obligation to immediately report any suspicion or allegation of child abuse and/or neglect.
* No Physical Discipline: FPOPS maintains a strict NO PHYSICAL DISCIPLINE rule within all FPOPS shelter facilities and programs. This applies to all individuals, including parents/guardians, staff, and volunteers.
* Trauma-Informed Practice: All interactions and responses will be guided by FPOPS’s commitment to trauma-informed practice, prioritizing physical, psychological, and emotional safety for both individuals and personnel. This includes recognizing that children experiencing homelessness have often been exposed to trauma, minimizing the risk of re-traumatization, and understanding behavior as communication. We will strive to use Mandt principles of listening, engaging, protecting, use R.A.D.A.R. for de-escalation, avoid commanding language like “calm down,” and adapt touch to individual needs and preferences.
* Legal Compliance: All procedures adhere to Washington State laws regarding child abuse and neglect reporting.
* Due Process: While prioritizing child safety, FPOPS will ensure that reporting and subsequent actions are consistent with fairness and established procedures.
* Support for Reporters: FPOPS is committed to supporting staff and volunteers in fulfilling their reporting obligations and navigating the emotional and ethical challenges of this work. This includes concepts like professional support, supervision, debriefing after difficult incidents, risk management, ethical deliberation, and consultation resources.
4. Mandatory Reporting Requirement
All FPOPS staff and volunteers are mandatory reporters under Washington State law. This means there is a non-negotiable obligation to immediately report any suspicion or allegation of child abuse and/or neglect to the appropriate external authorities. Failure to report is a serious offense with severe consequences.
5. Reporting Triggers
A report must be made immediately if any staff member or volunteer has reasonable cause to believe that a child has suffered abuse or neglect. Reporting triggers include, but are not limited to:
* An allegation of abuse or neglect made by a child.
* An allegation of abuse or neglect made by an adult.
* An allegation of abuse or neglect from another source (e.g., a community member, another agency).
* Observed signs or behaviors in a child that are indicative of abuse or neglect (e.g., unexplained injuries, extreme behavioral changes, developmental delays inconsistent with age, signs of fear or withdrawal).
* Reasonable suspicion or risk that a child is being abused or neglected, even without direct evidence.
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6. Reporting Procedures
6.1. External Reporting Procedures (Mandatory and Immediate)
Upon suspicion or allegation of child abuse or neglect, the FPOPS staff member or volunteer must immediately make an external report. This report takes precedence over internal notifications.
* Washington State Child Protective Services (CPS) / Department of Children, Youth, and Families (DCYF) Hotline: Call 1-866-ENDHARM (1-866-363-4276).
* Online Reporting: Submit a report through the secure online portal at www.dcyf.wa.gov/report-abuse.
* Law Enforcement: In cases of immediate danger or suspected criminal activity, also contact local law enforcement (911 for emergencies, or non-emergency police dispatch for non-emergencies).
6.2. Internal Notification Procedures (Immediately After External Report)
Immediately after making the external report to CPS/DCYF or law enforcement, the reporting staff member or volunteer must internally notify:
* Their direct supervisor.
* The FPOPS CEO.
In situations where the direct supervisor is implicated in the suspected abuse or neglect, the report should go directly to the FPOPS CEO. If the CEO is implicated, the report should go directly to the Board of Directors Chairperson.
7. Cooperation with Investigative Authorities
FPOPS is committed to full cooperation with investigative authorities, including the Washington Department of Children, Youth, and Families (DCYF) and law enforcement.
* Full Access: FPOPS will provide access to relevant information and personnel involved in the case in accordance with legal requirements and FPOPS confidentiality policies.
* Confidentiality Balance: While FPOPS maintains strict confidentiality consistent with its Confidentiality Policy and applicable privacy laws, this is balanced with the paramount need to ensure the child’s safety and comply with legal mandates for information sharing with authorities. Information shared with authorities will follow legal mandates and FPOPS policy.
* Designated Contact: The CEO or designated Program Director will serve as the primary point of contact for external investigative authorities, ensuring coordinated and legally compliant responses.
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8. Responsibilities
* All Staff and Volunteers:
* Fulfill their mandatory and immediate reporting obligation for any suspicion or allegation of child abuse and/or neglect.
* Adhere strictly to the NO PHYSICAL DISCIPLINE rule in all FPOPS facilities and programs.
* Follow internal notification procedures immediately after making an external report.
* Engage in trauma-informed interactions, prioritizing safety and understanding behavior as communication.
* Utilize Mandt principles (listening, engaging, protecting) and R.A.D.A.R. for de-escalation when interacting with children.
* Avoid commanding language like “calm down” and adapt touch to individual needs.
* Seek supervision and debriefing after difficult incidents, leveraging professional support resources available through FPOPS.
* Affirm feelings and choose appropriate behaviors, contributing to their own and others’ well-being and safety.
* Supervisors (Case Managers, Program Staff):
* Provide support and guidance to staff and volunteers navigating reporting obligations and ethical challenges.
* Ensure proper internal documentation of reports and actions taken.
* Facilitate access to professional support, supervision, and debriefing resources for their teams.
* Leadership (Program Directors, CEO):
* Oversee the implementation and enforcement of this procedure.
* Serve as internal points of contact for reporting and consultation.
* Ensure full cooperation with investigative authorities.
* Allocate resources for ongoing training and professional support for all personnel in child protection and trauma-informed care.
* Manage risk and ethical deliberations, consulting with internal and external experts as needed.
* Prioritize staff and volunteer well-being and safety in the context of this challenging work.
* Individuals:
* Adhere to the NO PHYSICAL DISCIPLINE rule within all FPOPS facilities.
* Understand that FPOPS has a legal obligation to report suspected child abuse or neglect.
9. Documentation Requirements
All reports made, internal notifications, and FPOPS actions taken in response to suspected child abuse or neglect must be thoroughly documented.
* External Report Details: Date, time, agency contacted, contact person, and confirmation number (if provided).
* Internal Notification Details: Date, time, and to whom the internal notification was made.
* Incident Report: A detailed internal incident report outlining the observations, allegations, individuals involved, and any immediate actions taken. This report will be completed as soon as safely possible after making the external report.
* Supervision Notes: Documentation within supervision records of discussions related to the incident and support provided to the reporter.
* All documentation will be maintained in a confidential manner, in accordance with the Confidentiality Policy, and accessible only on a strict need-to-know basis.
10. Consequences of Non-Compliance
Failing to comply with this Child Protection Procedure is a grave matter.
* Failure to Report: Any FPOPS staff member or volunteer who fails to make a mandatory report of suspected child abuse or neglect will face severe disciplinary action, up to and including immediate termination of employment or volunteer service. Such failure may also result in civil or criminal penalties under Washington State law.
* Physical Discipline: Any individual (staff, volunteer, or individual) engaging in physical discipline within FPOPS facilities or programs will face severe disciplinary action, up to and including termination of employment, volunteer service, or individual program participation, and may be reported to appropriate authorities.
* Breach of Confidentiality/Other Policy Violations: Any other violations related to this procedure (e.g., unauthorized disclosure of information, failure to cooperate with authorities) will be subject to disciplinary action as outlined in relevant FPOPS policies (e.g., Code of Conduct, Confidentiality Policy).
11. Policy Review
This Detailed Child Protection Procedure will be reviewed annually by the CEO and Board of Directors, or more frequently as needed, to ensure its continued effectiveness, alignment with current Washington State laws, best practices in child protection, and FPOPS’s commitment to trauma-informed care. Any revisions will be communicated to all FPOPS staff, volunteers, and individuals.