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Section 1426 - NC DHHS Online Publications

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1. CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 06 American Indian or Alaskan Native Hispanic or Latino 07 Asian Non Hispanic or Latino 08 Asian Hispanic or Latino 09 Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 10 Native Hawaiian or Other Pacific Islander Hispanic or Latino 11 Unable to Determine Non Hispanic or Latino 12 Unable to Determine Hispanic or Latino 13 White Black Non Hispanic or Latino 14 White Black Hispanic or Latino 15 White American Indian or Alaskan Native Non Hispanic or Latino 16 White American Indian or Alaskan Native Hispanic or Latino 17 White Asian Non Hispanic or Latino 18 White Asian Hispanic or Latino 19 White Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 20 White Native Hawaiian or Other Pacific Islander Hispanic or Latino 21 Black American Indian or Alaskan Native Non Hispanic or Latino 22 Black American Indian or Alaskan Native Hispanic or Latino 23 Black Asian Non Hispanic or Latino 24 Black Asian Hispanic or Latino 25 Black Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 26 Black Native Hawaiian or Other Pacific Islander Hispanic or Latino 27 American Indian or Alaskan Native Asian Non Hispanic or Latino 28 American Indian or Alaskan Native Asian Hispanic or Latin
2. CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 Latino 44 White Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino 45 Black American Indian or Alaskan Native Asian Non Hispanic or Latino 46 Black American Indian or Alaskan Native Asian Hispanic or Latino 47 Black American Indian or Alaskan Native Native Hawaiian Non Hispanic or Latino 48 Black American Indian or Alaskan Native Native Hawaiian Hispanic or Latino 49 Black Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 50 Black Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino 51 American Indian Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 52 American Indian Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino 53 White Black American Indian Asian Non Hispanic or Latino 54 White Black American Indian Asian Hispanic or Latino 55 White Black American Indian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 56 White Black American Indian Native Hawaiian or Other Pacific Islander Hispanic or Latino 57 White Black Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 58 White Black Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino 59 White American Indian Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 60 White Americ
3. CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 04 Black Hispanic or Latino 05 American Indian or Alaskan Native Non Hispanic or Latino 06 American Indian or Alaskan Native Hispanic or Latino 07 Asian Non Hispanic or Latino 08 Asian Hispanic or Latino 09 Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 10 Native Hawaiian or Other Pacific Islander Hispanic or Latino 11 Unable to Determine Non Hispanic or Latino 12 Unable to Determine Hispanic 13 White Black Non Hispanic or Latino 14 White Black Hispanic or Latino 15 White American Indian or Alaskan Native Non Hispanic or Latino 16 White American Indian or Alaskan Native Hispanic or Latino 17 White Asian Non Hispanic or Latino 18 White Asian Hispanic or Latino 19 White Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 20 White Native Hawaiian or Other Pacific Islander Hispanic or Latino 21 Black American Indian or Alaskan Native Non Hispanic or Latino 22 Black American Indian or Alaskan Native Hispanic or Latino 23 Black Asian Non Hispanic or Latino 24 Black Asian Hispanic or Latino 25 Black Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 26 Black Native Hawaiian or Other Pacific Islander Hispanic or Latino 27 American Indian or Alaskan Native Asian Non Hispanic or Latino 28 American Indian or Alaskan Native
4. Code Definition 01 Anonymous An anonymous reporter is a person who deliberately chooses to remain unknown 02 Child Care Provider This category includes baby sitters personnel in day care arrangements and head start center personnel 03 Educational Personnel This category includes teachers principals school nurses learning aides school librarians or other individuals who report the maltreatment as a result of their involvement in a school setting 04 Law Enforcement or Court Personnel This category includes police courts attorneys parole and probation officers and sheriff s deputies 05 Medical Personnel This category includes private physicians clinic or hospital physicians dentists emergency room personnel nurses X ray technicians and the staff of a physician in private practice optometrists and paramedics 06 Relative A member of the child and or caretaker s immediate or extended family who is not covered by another category 07 Non Relative A person not related to the child s family or to the child i e friend neighbor and foster parent Code Definition 08 Human Service Personnel This category includes social workers mental health workers psychiatrist psychologist psychiatric or clinical social workers and the staff of social service agencies and institutions 09 Victim The child who is alleged to be neglected or ab
5. CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 43 White Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 44 White Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino 45 Black American Indian or Alaskan Native Asian Non Hispanic or Latino 46 Black American Indian or Alaskan Native Asian Hispanic or Latino 47 Black American Indian or Alaskan Native Native Hawaiian Non Hispanic or Latino 48 Black American Indian or Alaskan Native Native Hawaiian Hispanic or Latino 49 Black Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 50 Black Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino 51 American Indian Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 52 American Indian Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino 53 White Black American Indian Asian Non Hispanic or Latino 54 White Black American Indian Asian Hispanic or Latino 55 White Black American Indian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 56 White Black American Indian Native Hawaiian or Other Pacific Islander Hispanic or Latino 57 White Black Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 58 White Black Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino 59 White American Indian Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 60 White
6. A CONFIDENTIALITY North Carolina General Statute N C G S 7B 311 states that information contained in the Central Registry is confidential The statute also requires that information in the Central Registry be kept confidential under rules established by the Social Services Commission 10A NCAC 70A 0102 Any violations of confidentiality are considered a Class 3 Misdemeanour County departments of Social Services DSS have the responsibility for ensuring that unauthorized use is prohibited For this reason security procedures have been established Once access to the Central Registry has been secured it is the responsibility of each user to maintain confidentiality SECURITY DHHS and the State Computer Center have implemented the Resource Access Control Facility RACF to help protect automated data at the State Information Processing Center SIPS RACF controls overall access to the Divisions automated systems which supports programs supervised by the Division RACF does not replace security already established for individual systems With RACF each individual user is identified and verified by a unique ID and a self assigned password Each county security control officer is responsible for assigning generic RACF ID s and password s provided by the Division s security administrators Each user then selects an individual password RACF ID s and passwords are confidential and all users must sign a memorandum of understan
7. For the child where the only allegation is Safe Surrender type 4 should be selected For additional information on Safe Surrender policy refer to Family Services Manual Vol 1 Section 1411 Safe Surrender Note When there are multiple children involved in a CPS Assessment if all children do not have allegations of maltreatment provided the first child listed on the DSS 5104 has a valid Type Reported this field may be left blank for subsequent children Code Type of Report Definition 1 Abuse be created a substantial risk of serious physical injury by other than accidental means or uses or allows to be used upon the juvenile cruel or grossly inappropriate procedures or cruel or grossly inappropriate devices to modify or commits permits or encourages the commission of any sexual offense by with or upon the juvenile in violation of the law promotes the prostitution of the juvenile or creates or allows to be created serious emotional damage to the juvenile or encourages directs or approves of delinquent acts involving moral turpitude committed by the juvenile 2 Neglect An allegation that a juvenile does not receive proper care supervision or discipline from the juvenile s parent guardian custodian or caretaker or who has been abandoned or who is not provided necessary medical care in an environment injurious to the juvenile s welfare or who has been placed for care or adopti
8. CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 VI LOGON AND LOGOFF PROCEDURES A LOGON From the banner screen that shows the message IS CONNECTED TO THE STATE NETWORK key CICSNC16 in the application field and press ENTER The next screen will be the CICS sign on screen KK 11 sei Be gt rS FBR X a BZ B 7 13 THE NORTH CAROLINA STATE NETWORK CUSTOMER SUPPORT CENTER 919 754 6000 1 800 722 3946 LII M WARNING we oo XN M E THIS IS A GO NMENT COMPUTER SYSTEM AND IS THE PROPERTY OF THE STATE OF NORTH CAROLINA USERS HAVE NO EXPECTATION OF PRIVACY USE OF THIS COMPUTE SYSTEM IS SUBJECT TO MONITORI 2 OTHER REVIEW BY THE GOVERNMENT OPERATO OR OTHERS UNAUTHORIZED IMPROPER USE OF THIS SYSTEM MAY SULT IN ADMINISTRATIVE DISCIPLINA ACTION AND CIVIL AND CRIMINAL PENALTIES USE OF THIS SYSTEM STITUTES CONSENT TO MONITORING APPLICATION _ From the CICS sign on screen enter in the Userid RACF ID bill code bill cde and password and press ENTER PS i imi xi delp Fe c 5 BR Oe nz 84 a ELCOME TO CICSNC16 DHR 24 X 7 PRODUCTION REGION CCCCCCECCOCCCCN IIIIILIIIIIIIIIN CCCCCCCCCCCECN SSSSSSSSSSSSS CX eek us E CECEN ecec CCCC T4343 IITIIITITIITEIIT TE i North Carolina DHHS regi PRODUCTION UL ON To be used by authorized users on of
9. 1 Staff of the Division and staff of the Secretary of the Department of Health and Human Services who require access while performing duties pertinent to management maintenance and evaluation of the Central Registry and evaluation of and research into abuse neglect and dependency cases reported in accordance with N C G S 7B 311 Management of the Central Registry includes provision of information on cases to DSS Such information shall be shared so as to assure that protective services will be made available to children and families as quickly as possible 2 The county director in order to identify a Whether a child who is the subject of a current CPS Assessment has been previously reported as abused neglected or dependent b Whether a child is a member of a family in which a child fatality has occurred previously and there is suspicion that the death was due to abuse neglect or dependency Whether an adult suspected of current abuse neglect dependency has had previous substantiations for abuse neglect or dependency d Whether an adult is appropriate to be a safety resource initial kinship placement during a current CPS Assessment Central Registry Report User Manual Page 5 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 The central registry may only be accessed for s
10. with the institution give 24 hour residential care and services to children less than 18 years of age An employee of Institution Group homes includes house parents cottage parents or other persons supervising a juvenile in a child care facility This code is also to be used for any on site administrator found to be responsible for the neglect or abuse of a child 18 28 Employee of a Child Care Facility Plan Child care is a child care arrangement for a child under 13 years of age in a child care facility or plan as defined in Article 7 of Chapter 110 of the NC General Statutes An employee of a Child Care Facility Plan includes any person who has responsibility for care of a juvenile in a child care Central Registry Report User Manua Page 27 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 arrangement as defined in Article 7 of Chapter 110 of the NC General Statutes or any person who has approval of the care provider to assume responsibility for the juveniles under the care of the care provider This code is to be used also for any owner operator found to be responsible for the neglect or abuse of a child 19 29 Other Caretaker Any person other than those listed above including an adult member of the juvenile s household 00 U
11. 62 Montgomery 87 Swain 13 Cabarrus 38 Graham 63 Moore 88 Transylvania 14 Caldwell 39 Granville 64 Nash 89 Tyrrell 15 Camden 40 Greene 65 New Hanover 90 Union 16 Carteret 41 Guilford 66 Northampton 91 Vance 17 Caswell 42 Halifax 67 Onslow 92 Wake 18 Catawba 43 Harnett 68 Orange 93 Warren 19 Chatham 44 Haywood 69 Pamlico 94 Washington 20 Cherokee 45 Henderson 70 Pasquotank 95 Watauga Central Registry Report User Manua Page 16 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 21 Chowan 46 Hertford 71 Pender 96 Wayne 22 Clay 47 Hoke 72 Perquimans 97 Wilkes 23 Cleveland 48 Hyde 73 Person 98 Wilson 24 Columbus 49 Iredell 74 Pitt 99 Yadkin 25 Craven 50 Jackson 75 Polk 00 Yancey FIELD 2 COUNTY CASE NUMBER ENTRY REQUIRED Enter the county s Child Protective Services case number up to 6 numeric digits FIELD 3 CASE MANAGER NAME ENTRY REQUIRED IF APPLICABLE Entry is not required if a valid county worker case manager number from FIELD 4 is entered Otherwise enter the last name first initial and middle initial of the case manager FIELD 4 CASE MANAGER NUMBER ENTRY REQUIRED Enter the county case manager worker ID number up to 9 numeric digits FIELD 5 DATE OF INITIAL REPORT ENTRY REQUIRED
12. American Indian Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino 61 Black American Indian Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 62 Black American Indian Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino 63 White Black American Indian Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 64 White Black American Indian Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino FIELD 16 IN SCHOOL ENTRY REQUIRED IF APPLICABLE If the alleged victim child already exists in the SIS system leave this field blank This will be populated by information in SIS This field may need to be updated with the alleged victim child s current status If so update this field in SIS If following the completion of a name search you must enter the following Fields in SIS NOT Central Registry Last Name First Name MI SSN DOB Sex Race School Grade LA and Specials Code Definition P Yes child is enrolled in a public school R Yes child is enrolled in a private school Central Registry Report User Manual Page 22 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 H Yes child is enrolled in home school N No ch
13. Central Registry F FATALITIES From the Central Registry Selection menu key 8 in the selection field Press ENTER This menu is available only for state staff G RIL MENU From the Central Registry Selection menu key 9 in the selection field Press ENTER Vill 099 5104 FORM FIELDS AND CODES Unless otherwise noted to have the information that is keyed from a DSS 5104 entered in the system you must press enter FIELD 1 COUNTY NAME ENTRY REQUIRED Enter the two digit code that identifies the county conducting the CPS Assessment In cases where there is a reciprocal county assisting with the CPS Assessment the resident county is responsible for completing the DSS 5104 The resident county s two digit county code is to be entered Co Name Co Co Name Co Co Name Co Co Name 01 Alamance 26 Cumberland 51 Johnston 76 Randolph 02 Alexander 27 Currituck 52 Jones 77 Richmond 03 Alleghany 28 Dare 53 Lee 78 Robeson 04 Anson 29 Davidson 54 Lenoir 79 Rockingham 05 Ashe 30 Davie 55 Lincoln 80 Rowan 06 Avery 31 Duplin 56 Macon 81 Rutherford 07 Beaufort 32 Durham 57 Madison 82 Sampson 08 Bertie 33 Edgecombe 58 Martin 83 Scotland 09 Bladen 34 Forsyth 59 McDowell 84 Stanly 10 Brunswick 35 Franklin 60 Mecklenburg 85 Stokes 11 Buncombe 36 Gaston 61 Mitchell 86 Surry 12 Burke 37 Gates
14. Central Registry be used for determining employability Only Individuals identified by the North Carolina Division of Social Services Division and DSS will have direct access to the RIL 3 To gather historical and statistical data regarding child fatalities that result from alleged maltreatment On July 1 1993 a Central Registry sub system was created to track information on children in North Carolina who died as a result of abuse neglect or dependency regardless of CPS involvement The Central Registry lists all children identified on the child fatality intake form not just the child who died The Central Registry will identify each child as either a fatality or a survivor This information is derived from reports made by DSS according to the Child Fatality Protocol and entered into the Central Registry by the Division of Social Services Children s Services Team DSS may accept a report for CPS Assessment when the parent s of the alleged victim had another child who died previously as a result of abuse neglect or dependency If the previous fatality occurred prior to the birth of the child currently alleged to be abused neglected or dependent and there were no other children in the home at the time of the fatality there would not have been a CPS Assessment In this situation the Central Registry will list the fatality via the child fatality subsystem if reported to the Division As a part of a thorough CPS Assessment o
15. Enter the month day and year Use a leading zero for any month or day less than ten that the report of abuse neglect dependency was made to the county DSS in the format of MMDDYYYY If subsequent reports are received before the completion of the CPS Assessment enter the date of the first report that led to the opening of the CPS Assessment FIELD 6 DATE CPS ASSESSMENT INITIATED ENTRY REQUIRED Enter the month day and year use a leading zero for any month or day less than ten that the CPS Assessment was initiated in the format of MMDDYYYY FIELD 7 DATE CASE DECISION ENTRY REQUIRED Enter the month day and year use a leading zero for any month or day less than ten that the CPS Assessment was completed in the format MMDDYYYY All information gathered during the CPS Assessment process shall be incorporated into one case decision and one DSS 5104 If more than one DSS 5104 is entered per CPS Assessment this will impact the identification of repeat maltreatment Central Registry Report User Manual Page 17 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 Even if there are multiple children multiple perpetrators and or multiple maltreatment types submit the information into the Central Registry under only one DSS 5104 Form Number Information entered in Fields 5 6 7 is relevant t
16. FI MI NUMBER INITIAL REPORT ASSESS INITIATED CASE DECISION RISK ASSMT REQ ASSIST CLIENT ID LAST NAME SSN DOB SEX SCHOOL GRADE LA SPECIALS SOURCE REF JUV CRI RELSHIP POST SVCS OLDID FAILURE TO REPORT SOURCE FAILURE TO REPORT REASON DID NOT WANT TO GET INVOLVED FAMILY MATTERS RELIGIOUS BELIEF FEAR OF RETALIATION FINANCIAL DISTRESS DID NOT CONSIDER ACTIONS INAPPROPRIATE DISBELIEF DID NOT KNOW HOW TO REPORT DSS WOULD NOT RESPOND THOUGHT SOMEONE ELSE WOULD REPORT IT BETTER HANDLED BY OTHER THOUGHT IT WOULD BE A BREACH OF CONFIDENTIALITY OTHER UNKNOWN TO WORKER CYAOO1 FORM NUMBER NOT FOUND ON FORM TABLE RETRY OR TO EXIT Connected to host scc sips state nc us 207 192 50 50 8 inbox Microsoft http lJinfo dhhs stat Central Registry Rep 1 DELETIONS If a DSS 5104 has been entered with an error the form must be deleted To request that a DSS 5104 be deleted from the state system a written request must be submitted to the Division via the DSS 5104d Requests must be submitted to NC Division of Social Services Performance Management Reporting and Evaluation Section 325 N Salisbury Street 2415 Mail Service Center Raleigh NC 27699 2415 Central Registry Report User Manual Page 14 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REG
17. be completed once per form number Fields 10 32 have information pertaining to the victim The DSS 5104 paper form has space for one victim If the CPS Assessment has more than one victim complete fields 10 32 on a DSS 5104c complete as many as needed To enter Central Registry Report User Manual Page 12 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 more than one child select the PF 8 key and proceed to enter the information regarding that child Each victim must have a copy of a completed DSS 5104 paper form in their case record Although there may be multiple DSS 5104 paper forms for one assessment there is only one form number per assessment The Central Registry allows for up to 20 victims and 10 perpetrators per DSS 5104 Do not enter multiple children from the same CPS Assessment under different form numbers for the DSS 5104 For additional information on this topic please refer to the portion of Section 1408 entitled Reports Allegations during a CPS Assessment Fields 33 40 have information pertaining to the perpetrator The DSS 5104 paper form has space for 2 perpetrators If the assessment has more than 2 perpetrators a DSS 5104p should be used but use the same form number for each sheet To enter more than one perpetrator select the PF 8 key and proceed to enter the informati
18. reasons that apply Did not want to get involved family matters religious beliefs Thought DSS would not respond Fear of retaliation financial distress Did not know how to report Thought someone else would report it better handled by other resources or services Thought it would be a breach of confidentiality Did not consider actions inappropriate disbelief of possible allegations Other Refused to Say Unknown OOO FIELD 27 CONTRIBUTORY FACTORS REQUIRED IF SUBSTANTIATED OR FOUND SERVICES NEEDED The tables below list three categories of Contributory Factors that may have led to the need for Child Protective Services intervention conditions attributed to the caretaker conditions attributed to the child and conditions attributed to the household Within each category caretaker child and household select as many factors as applicable and rank each factor based on priority For Contributory Factors associated with either the caretaker or the child rank each factor from 01 to 09 where 01 indicates the highest priority and 09 is the lowest For Contributory Factors associated with the household as a whole rank each factor based on the priority from 01 to 04 where 01 indicates the highest priority and 04 is the lowest Central Registry Report User Manual Page 31 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANG
19. Asian Hispanic or Latino 29 American Indian or Alaskan Native Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 30 American Indian or Alaskan Native Native Hawaiian or Other Pacific Islander Hispanic or Latino 31 Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 32 Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino Code Value 33 White Black American Indian or Alaskan Native Non Hispanic or Latino 34 White Black American Indian or Alaskan Native Hispanic or Latino 35 White Black Asian Non Hispanic or Latino 36 White Black Asian Hispanic or Latino 37 White Black Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 38 White Black Native Hawaiian or Other Pacific Islander Hispanic or Latino 39 White American Indian or Alaskan Native Asian Non Hispanic or Latino 40 White American Indian or Alaskan Native Asian Hispanic or Latino 41 White American Indian or Alaskan Native Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 42 White American Indian or Alaskan Native Native Hawaiian or Other Pacific Islander Hispanic or Latino Central Registry Report User Manual Page 21 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES
20. E 03 2012 CENTRAL REGISTRY MAY 2012 Caretaker Child and Household Contributory Factors are prioritized separately The priority must be a two digit number Complete this section on the DSS 5104 for each child At least one contributory factor from one of these three tables must be identified if the CPS Assessment finding is Substantiated or Services Needed If none of the caretaker child or household factors apply enter 00 in the box label None of These Apply for This Child If 00 is entered no other entries are allowed These Contributory Factors are derived directly from the federal definitions used to report to the National Child Abuse and Neglect Data System NCANDS data collection and analysis system As such some definitions are based upon but have a more broad definition than that found in the Diagnostic and Statistical Manual of Mental Disorders DSM Caretaker Contributory Definition Factor Alcohol Abuse The principal caretaker s compulsive use of alcohol that Caretaker is not of a temporary nature Drug Abuse Caretaker The principal caretaker s compulsive use of drugs that is not of a temporary nature Mental Retardation Significant sub average general cognitive and motor Caretaker functioning existing concurrently with deficits in adaptive that adversely affect socialization and learning This condition must be clinically diagnosed Emotionally Disturbed A condit
21. ISTRY MAY 2012 Or by fax to 919 334 1052 Appropriate deletion requests include L1 Incorrectly entered each child on a separate DSS 5104 and need to be combined onto one form Entered children on form that were not a part of the assessment Some child information is incorrect SIS ID birth date misspelled name etc L1 Some perpetrator information is incorrect misspelled name birth date etc VICTIM DISPLAY SOUNDEX VICTIM NAME DISPLAY SEARCH 1 VICTIM NAME DISPLAY From the Central Registry Selection Menu key 4 in the selection field and the last first middle initial name in the KEY field Press ENTER When using the victim name display to search the central registry the person s last name and first name must be entered Make sure to separate the victim s last name and first name with a comma and a space or no names will be displayed The search results will only return results that have an exact match It is also possible to search for a child using the wildcard option To do so key in as many letters of the last name as possible followed by an then as many letters of the first name as possible followed by an This option allows you to see all children whose names contain the letters keyed For example if searching for John Doe but unsure of the spelling of the name key in Do Jo and all children whose first names begin with Jo and last nam
22. NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 1426 CENTRAL REGISTRY CHANGE 03 2012 May 2012 TABLE OF CONTENTS l INTRODUCTION Il PURPOSE lil REPORTING TO THE CENTRAL REGISTRY IV CONFIDENTIALITY OF THE CENTRAL REGISTRY V DSS 5104 FORM COMPLETION FIELDS AND CODES Central Registry Report User Manual Page 1 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 INTRODUCTION North Carolina G S 7B 311 requires the Department of Health and Human Services DHHS to maintain a Central Registry of child abuse and neglect cases DHHS shall also maintain in the Central Registry dependency cases and child fatalities that are the result of alleged maltreatment This statute makes it mandatory for the county Director of Social Services to report to the Central Registry all cases of child abuse neglect and dependency accepted for CPS assessment as discussed in Section 1408 of this chapter DHHS shall also maintain a Responsible Individuals List RIL which is a list of individuals determined to be responsible for the abuse serious neglect or any combination provided at least one of the finding is abuse or serious neglect Information from the RIL may be release
23. Page 30 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 05 Medical Personnel This category includes private physicians clinic or hospital physicians dentists emergency room personnel nurses X ray technicians the staff of a physician in private practice optometrists and paramedics 06 Relative A member of the child s and or caretakers immediate or extended family who that is not covered by another category 07 Non Relative A person who is not related to the child s family or to the child Example friend neighbour or foster parent 08 Human Service Personnel This is category includes social workers mental health workers psychiatrist psychologist psychiatric or clinical social workers and the staff of social service agencies and institutions 09 Victim The child who is alleged to be neglected or abused 10 Parent The biological adoptive or stepparent of the child 11 N A During the course of the CPS assessment there was no failure to report found FIELD 26 FAILURE TO REPORT REASON REQUIRED IF CODE 01 10 IS ENTERED IN FIELD 24 If code 01 10 has been selected for Field 24 at least one of the following reasons must be selected Enter an X by the appropriate failure to report reasons Select as many
24. Page 46 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 3D Abuse and Serious Neglect RIL Yes Placement 4D Abuse and or Neglect and Other Finding Yes RIL Placement 5D Serious Neglect and Neglect RIL Yes Placement These codes reflect the original case decision is the mechanism that placed the name on the RIL Although uncommon cases have occurred where the individual is criminally convicted prior to the DSS case decision being made The following codes will automatically populate to this field only if the individuals is not currently on the RIL and if other data keyed on the same DSS 5104 does not place the name on the RIL Code Value RIL Placement 1C Abuse Yes 2C Serious Neglect Yes 3C Abuse and Serious Neglect Yes 4C Abuse and or Neglect Yes 5C Serious Neglect and Neglect Yes FIELD 40 MILITARY AFFILIATION ENTRY REQUIRED IF APPLICABLE Please indicate if the perpetrator is a member of the military enter the two digit code that corresponds to the branch of service in which that individual is affiliated Code Definition 00 Not Applicable 01 Army 02 Navy 03 Air Force 04 Marines 05 Coast Guard 06 Reserves Active Duty 07 National Gu
25. R VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 system 19 Substance Abuse Services Activities designed to deter reduce or eliminate substance abuse or chemical dependency for the child or the child s family as a result of the CPS response to reported allegations or to the child himself 20 Transportation Services Activities that provide or arrange for travel including travel costs of individuals in order to access services or obtain medical care or employment 21 Other Services Activities that have been provided to the child and or family but which are not included in the services listed above Code Definition 22 Court Appointed Representative A person appointed by the court to represent or advocate for a child in a neglect or abuse proceeding May be an attorney or a court appointed Special Advocate or both and is often referred to as a Guardian ad Litem 23 Family Preservation Services Activities designed to help families alleviate crises that might lead to out of home placement of children maintain the safety of children in their own homes support families preparing to reunify or adopt and assist families in obtaining services and other supports necessary to address their multiple needs in a culturally sensitive manner 24 Family Support Services Community based preventative activities designed to
26. SN DOB Sex Race School Grade LA and Specials Central Registry Report User Manual Page 19 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 If the child does not have a Social Security Number or if the number is unknown enter all O s Once the victim child s Social Security Number has been attained complete a DSS 5027 to update the Social Security Number in the SIS system FIELD 13 DATE OF BIRTH ENTRY REQUIRED If the alleged victim child already exists in the SIS system leave blank this will be populated by information in SIS If following the completion of a name search the child does not exist in SIS you must enter the following Fields in SIS NOT Central Registry Last Name First Name MI SSN DOB Sex Race School Grade LA and Specials Enter the month day and year Use a leading zero for any month or day less than ten in the format MMDDYYYY FIELD 14 SEX ENTRY REQUIRED If the alleged victim child already exists in the SIS system leave blank this will be populated by information in SIS If following the completion of a name search the child does not exist in SIS you must enter the following Fields in SIS NOT Central Registry Last Name First Name MI SSN DOB Sex Race School Grade LA and Specials Code Value 1 Male 2 Fema
27. UAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 Code Type Found Definition 0 Unsubstantiated A situation that abuse neglect or dependency was not found Code Type Found Definition 1 Abuse Substantiated A situation in which a juvenile s parent guardian custodian or caretaker inflicts or allows to be inflicted creates or allows to be created a substantial risk of serious physical injury by other than accidental means or uses or allows to be used upon the juvenile cruel or grossly inappropriate procedures or cruel or grossly inappropriate devices to modify behavior or commits permits or encourages the commission of any sexual offense by with or upon the juvenile in violation of the law promotes the prostitution of the juvenile or creates or allows to be created serious emotional damage to the juvenile or encourages directs or approves of delinquent acts involving moral turpitude committed by the juvenile 2 Neglect Substantiated A situation in which a juvenile does not receive proper care supervision or discipline from the juvenile s parent guardian custodian or caretaker or who has been abandoned or who is not provided necessary medical care or who is not provided necessary remedial care or who lives in an environment injurious to the juvenile s welfare or who has been placed for care or adoption in violation of th
28. acy continuity or commitment as in a rooming house or shared housing 02 Living With Family or Other Significant Individual s A home occupied by two or more people who are related by blood marriage adoption or who have a commitment to care for one another 03 Family Care Home A licensed domiciliary home having a capacity of two to six residents 04 Home for the Aged A licensed domiciliary home has a capacity of seven or more residents 05 Group Home for Developmentally Disabled Adults A licensed DDS group home housing residents with developmental disability regardless of which local state agency has licensing monitoring or certification responsibilities Central Registry Report User Manual Page 23 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 06 Nursing Combination Home A licensing facility which provides nursing or convalescent care for three or more persons 07 Treatment Rehabilitation Facility Home A 24 hour facility home which provides treatment or rehabilitation services for medical psychosocial or psychiatric needs e g medical or psychiatric hospital State Mental Retardation Center mental health group home for persons with mental illness Not included in this definition are nursing homes maternity homes and group homes for develop
29. afety resource initial kinship placement during a current open CPS Assessment Once a case decision has been made further assessments of kin for kinship placement must request information from the RIL or internal agency records not the central registry Please refer to Section 1201Child Placement Services appendix B 3 When giving or receiving assistance with a case the county director shall share information from the Central Registry with law enforcement licensed physicians or licensed physician extenders when receiving assistance from these professionals during an open CPS Assessment to provide child protective services to children and their families 10A N C A C 70A 0102 For this purpose information shared from the Central Registry will be limited to a The child s name date of birth sex race b The county that investigated the report s The type of maltreatment reported d The case decision e The date of the case decision f The type of maltreatment found and g The relationship of the perpetrator to the victim child 4 The Chief Medical Examiner s office and law enforcement in the event of a child fatality when there is a need to determine if their investigation or evaluation should consider child abuse neglect or dependency as a factor in the death Information will be limited to that outlined above 10A N C A C 70A 0102 D RESEARCH OF CASES IN CENTRAL REGISTRY Individuals may receive approv
30. al in accordance with 10A N C A C 70A 0102 to conduct studies and research of cases in the Central Registry 1 Such approval must be requested in writing to the Director of the Division of Social Services The written request will specify and be approved based on a An explanation of how the findings of the study have potential for expanding knowledge and improving professional practices in the area of prevention identification and of child abuse neglect and dependency Central Registry Report User Manual Page 6 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 b A description of how the study will be conducted and how the findings will be used A presentation of the individual s credentials in the area of critical investigation d A description of how the individual will safeguard information 2 Access will be denied when in the judgment of the Director the study will have minimal impact on either knowledge or practice 10A N C A C 70A 0102 V DSS 5104 FORM COMPLETION FIELDS AND CODES This User Manual is written for the Social Worker completing the Child Protective Services Report Report to the Central Registry CPS Application DSS 5104 paper form and or Data Entry staff entering the data from the DSS 5104 paper form into the CPS Central Registry automated state system
31. alleviate stress and promote parental competencies and behaviors that will increase the ability of families to successfully nurture their children enable families to use other resources and opportunities available in the community and create supportive networks to enhance child rearing abilities of parents FIELD 25 FAILURE TO REPORT SOURCE ENTRY REQUIRED This field is completed when during the course of the CPS Assessment sources were found to know of the allegations but failed to report them Use the code that best describes the source If there is more than one source identified that failed to report the allegations please record the first source identified Enter the two digit code for the source of failure to report Code Definition 01 Anonymous An anonymous reporter is a person who deliberately chooses to remain anonymous 02 Childcare Provider This category includes baby sitters personnel in childcare arrangements Smart Start or Head Start agency personnel 03 Educational Personnel This category includes teachers principals school nurses learning aids school librarians or other individuals who report the maltreatment as a result of their involvement in a school setting 04 Law Enforcement or Court Personnel This category includes police courts attorney parole and probation officers and sheriff s deputies Central Registry Report User Manua
32. ame entered 6 PERPETRATOR NAME DISPLAY This option is used to search to see if an alleged perpetrator already exists in the Central Registry as a result of a prior report Key a 6 in the selection field and in the key field enter the last name first name of the alleged perpetrator Note that the last and first name are to be separated by acomma and a space after the comma It is also possible to search for a perpetrator using the wildcard option See Victim Name Display above 7 ADMINISTRATIVE MENU This option is available only to the State Administrator 8 FATALITIES MENU This option is available only to state staff entering fatalities 9 RIL MENU This option is used to access the RIL menu For more information please see the user s manual for the RIL located in Section 1427 of the Family Services Manual Volume 1 chapter VIII LOGOFF To logoff press the key twice At the blank screen key logoff and press enter This will take you back to the main state banner screen Vil CENTRAL REGISTRY ENTRY AND FUNCTION A ENTRY AND FUNCTION After a CPS Assessment has been completed a DSS 5104 paper form must be completed unless direct entry is permitted according to county discretion Once completed the information from the form is keyed into the Central Registry System The DSS 5104 has 41 fields Fields 1 9 have general information pertaining to the CPS Assessment and must always
33. an Indian Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino 61 Black American Indian Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 62 Black American Indian Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino 63 White Black American Indian Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 64 White Black American Indian Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino FIELD 37 SEX ENTRY REQUIRED ON CASES SUBSTANTIATED FOR ABUSE SERIOUS NEGLECT AND OR NEGLECT ONLY Enter the appropriate one digit code to indicate the sex of the perpetrator See field codes for codes and definitions Code Value Central Registry Report User Manual Page 45 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 1 Male 2 Female FIELD 38 SOCIAL SECURITY NUMBER ENTRY REQUIRED ON CASES SUBSTANTIATED FOR ABUSE AND OR NEGLECT ONLY Enter the social security number for the perpetrator If the social security number is unknown and cannot be obtained enter all O s in this field FIELD 39 RESPONSIBLE INDIVIDUALS LIST INDICATOR ENTRY REQUIRED ON CASES SUBSTANTIATED FOR ABUSE AND OR NEGLECT ONLY The code in this field is automatica
34. ard Active Duty 08 Reserves Inactive 09 National Guard Inactive 10 Unknown FIELD 41 CHILD CARE GROUP HOME INSTITUTION NAME ENTRY REQUIRED SUBSTANTIATED CASES INVOLVING CHILD CARE GROUP HOME AND INSTITUTION SETTINGS Central Registry Report User Manual Page 47 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 If the perpetrator relationship code in Field 23 is coded as 17 27 18 or 28 enter the child care arrangement group home or institution name involved If the situation involves a child care home the child care provider s name may be used Central Registry Report User Manual Page 48 of 48
35. ator is not Perpetrator is not a parent guardian or custodian or a caretaker caretaker FIELD 32 MALTREATMENT TYPE FOUND ENTRY REQUIRED FOR SUBSTANTIATED CASES OF ABUSE NEGLECT OR ABUSE AND NEGLECT ONLY At the conclusion of the CPS Assessment if the case is Substantiated select the appropriate maltreatment type found Central Registry Report User Manual Page 40 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 Note Do not complete this field if a Family Assessment finding Codes 5 6 7 or 8 is recorded in Field 30 Type Found Do not complete if Dependency Code 4 is recorded in Field 30 Type Found This field allows more than one type of maltreatment to be selected Each maltreatment type must be assigned a priority code The priority code is based on what level of priority is given to the maltreatment type with 01 being the highest priority The priority code must be at least two digits The maltreatment type is based on the case finding Type Found in Field 30 If the case finding code is 1 then prioritize as many Abuse maltreatment types as applicable up to four If the case finding code is 2 then prioritize as many Neglect maltreatment types as applicable up to ten If the case finding code is 3 then prioritize as many Abuse and Neglect
36. ct what type of maltreatment is alleged by the reporting source If type reported code is 1 for abuse place as many priority codes as applicable Up to four priority codes where 01 indicates the highest priority and 04 is the lowest may be placed next to the Abuse allegation options If type reported is 2 for neglect place as many priority codes as applicable Up to ten priority codes where 01 indicates the highest priority and 10 is the lowest may be placed next to the Neglect allegation items If type reported code is 3 for abuse and neglect place as many priority codes as applicable Up to fourteen priority codes where 01 indicates the highest priority and 14 is the lowest may be placed next to both the Abuse and Neglect allegation items If type reported code is 4 for dependency this field may be left blank For the Child Protective Services referral that has been identified by the agency as a Safe Surrender select Safe Surrender If there is no alleged maltreatment for this child enter code 00 This option is only to be used if there is more than one child and the first child has a valid maltreatment type entered This code may only be selected if Field 28 is left blank for this child and no other entries are allowed Abuse Related Maltreatment Type Abuse Physical Non accidental serious physical injury or risk of serious physical injury caused or allowed to be caused by the parent guardia
37. cy The original form must be placed in the client s record and is subject to the confidentiality requirements for protective services as set forth in G S 7B 302 and 10A N C A C 70 A 0102 A copy of the form must be used for data entry On Line Data Entry allows county staff to enter Central Registry data directly into the system Data entered by the county fulfils the DSS statutory responsibility to file a report in the Central Registry on abuse and neglect reports received and assessed by the county N C G S 7B 311 The DSS shall also enter data in the Central Registry for all dependency reports received and assessed by the county N C G S 7B 311 Data is to be entered within ten 10 working days after a case decision is made as to whether abuse neglect or dependency is found Instructions for completing form DSS 5104 and all accompanying codes are located in this section Form DSS5104a serves only one purpose 1 The DSS 5104a is used only when the identified responsible individual requests a review of the decision to place their name on the responsible individuals list For information on the use and purpose of the DSS 5104a refer to Section 1427 Responsible Individuals List CONFIDENTIALITY OF THE CENTRAL REGISTRY A LEGAL BASE Information submitted by DSS to the Central Registry is confidential N C G S 7B 311 Non identifying statistical information and general information about the scope nature and ex
38. d Statistical Manual of Mental Disorders the most recent edition of DSM Visually or Hearing A clinically diagnosed handicapping condition of the child Impaired Child related to visual impairment or permanent or fluctuating hearing or speech impairment that may significantly affect functioning or development Learning Disability A disorder in one or more of the child s basic psychological Child processes involved in understanding or using language spoken or written that may manifest itself in an imperfect ability to listen think speak read write spell or to use mathematical calculations This item includes conditions such as perceptual disability brain injury minimal brain dysfunction dyslexia and developmental aphasia Physically Disabled A physical condition that adversely affects the child s day to Definition Child day motor functioning such as cerebral palsy spinal bifida multiple sclerosis impairments and other physical disabilities Behavior Problem Behavior in the school and or community that adversely Child affects socialization learning growth and moral development These may include adjudicated or non adjudicated child behavior problems This would include the child s running away from home or a placement Other Medical A medical condition other than mental retardation visual or Condition Child hearing impairment physical disability or being emotionally dis
39. d enter unknown as the perpetrator and enter the name of that child care arrangement group home or institution in the field labelled CHILD CARE GROUP Central Registry Report User Manual Page 42 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 HOME INSTITUTION of the paper DSS 5104 form If the situation involves a child care home the child care provider s name may be used in this field If a Family Assessment was conducted or if the case was Substantiated for Dependency there is no perpetrator and therefore nothing is entered in Fields 33 38 To enter perpetrator information in the state system press F9 To enter additional perpetrator information press F8 to scroll to the next perpetrator screen Enter the name of each parent or other caretaker identified as a perpetrator The individual perpetrator s name is entered with the last name first name and the middle initial in the middle initial block FIELD 34 DATE OF BIRTH ENTRY REQUIRED FOR CASES SUBSTANTIATED FOR ABUSE SERIOUS NEGLECT AND OR NEGLECT ONLY Enter the month day and year use a leading zero 0 for any month or day less than ten 9 for each perpetrator s date of birth in the format MMDDYYYY If the exact date of birth is unknown or cannot be obtained leave this field blank and go to Field 35 The Central Registry
40. d does not already exist in SIS the system automatically redirected to the SIS screen You type in this Central Registry Report User Manual Page 18 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 gt CS UB DX c mz c5 D ISCF 1 1 CENTRAL REGISTRY DSS 5104 ENTRY DATE 09 08 2011 FORM INCIDENT AND VICTIM DATA TIME 12 12 46 CTY COUNTY CASE CASE MANAGER LAST FI MI NUMB ER AL FORD INITIAL REPORT ASSESS INITIATED CASE DECISION RISK ASSMT REQ ASSIST CLIENT ID LAST NAME SSN SEX LA SPECIALS SOURCE REF REL SHIP POST svcs FAILURE TO REPORT SOURCE FAILURE TO REPORT REASON DID NOT WANT TO GET INVOLVED FAMILY MATTERS RELIGIOUS BELIEF FEAR OF RETALIATION FINANCIAL DISTRESS DID NOT CONSIDER ACTIONS INAPPROPRIATE DISBELIEF DID NOT KNOW HOW TO REPORT DSS WOULD NOT RESPOND THOUGHT SOMEONE ELSE WOULD REPORT IT BETTER HANDLED BY OTHER THOUGHT IT WOULD BE A BREACH OF CONFIDENTIALITY OTHER UNKNOWN TO WORKER PF3 PREV SCREEN ENTER NEXT SCREEN PF7 8 PREV NEXT VICT PFLO CANCEL 103 THIS SIS ID WAS NOT PROCESSED CHANGE ID RE TRY OR CANCEL FORM Keys 150551 Saved 001 NUM 12 12 PM IPSAFRS 9 5 Internet Ex Documents 1 1426_1426A_ 515 fields Microsoft A sessions SEF S60 OSNO 2PM And it will
41. d to specific authorized users for the sole purpose of determining the fitness of an individual to care for foster parent applications or adopt children DHHS shall establish a process fer that affords the alleged responsible individual sufficient notice or due process to challenge the placement of their name on the RIL Please refer to Section 1427 for detailed information regarding the RIL Reports not accepted for CPS Assessment because they do not meet the definition of abuse neglect or dependency is currently exempt from the Central Registry reporting requirement The statute also requires that reports in the Central Registry be kept confidential under rules established by the Social Services Commission 10 A N C A C 70 A 0102 PURPOSE The Central Registry is intended to serve five purposes 1 To gather historical and statistical data on children who have been abused or neglected or identified as victims of abuse neglect or dependency As part of a thorough assessment of allegations of abuse neglect or dependency county departments of Social Services DSS are required to conduct a search of the Central Registry Central Registry checks are not necessary when the agency has conducted such a check within the previous sixty 60 days or when the agency is providing continuous child protective services Once a DSS accepts a report for CPS Assessment each alleged victim child s name must be checked against the Central Registry to det
42. ding when assigned security clearance All users are instructed that RACF ID s and passwords are for Official Use Only Central Registry Report User Manual Page 7 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 Passwords must begin with an alpha character and must be six to eight characters can be letters numbers or a combination of both A password and RACF ID is revoked if not used in 45 days entered incorrectly five times in a row or not changed within the required time frame 90 days Should a user s access be revoked the user must contact the security officer for that county If a user forgets a password the county security officer would need to be contacted C TERMINAL MESSAGES A CW Listserv has been established to deliver terminal messages via email Terminal messages are used to communicate system related issues updates or changes To receive these messages you must subscribe to the CW Listserv 1 To Subscribe Go to the website http lists ncmail net mailman listinfo cwlistserv and complete the registration You will be notified by email when access has been approved 2 To Unsubscribe Go to the website http lists ncmail net mailman listinfo cwlistserv and at the bottoms of the page there is an option to unsubscribe D TURNAROUNDS For each DSS 5104 keyed and processed
43. e Management Services Services or activities for the arrangement coordination and monitoring of services to meet the needs of children and their families This would include NC s service code 215 CPS In Home Services 03 Counselling Services Activities that apply the therapeutic processes to personal family situational or occupational problems in order to bring about a positive resolution of the problem or improved individual or family functioning or circumstances 04 Child Care Services Services or activities provided in a setting that meet applicable standards of State and local law in a center or in a home for a portion of a 24 hour day 05 Educational and Training Services Activities provided to improve knowledge or daily living skills and to enhance cultural opportunities Central Registry Report User Manual Page 28 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 06 Employment Services Activities provided to assist individuals in securing employment or acquiring of skills that promote opportunities for employment 07 Family Planning Services Educational medical or social service activities that enable individuals including minors to determine freely the number and spacing of their children and to se
44. e law In determining whether a juvenile is a neglected juvenile it is relevant whether that juvenile lives in a home where another juvenile has died as a result of abuse or neglect or lives in a home where another juvenile has been subjected to sexual abuse or severe physical abuse by an adult who regularly lives in the home 2S Serious Neglect Conduct behaviours or inaction of the juvenile s parent guardian custodian or caretaker that evidences a disregard of consequences of such magnitude that the conduct behaviour or inaction constitutes an unequivocal danger to the juvenile s health welfare or safety but does not constitute abuse 2N Serious Neglect and A situation in which both Serious Neglect and neglect neglect are found 3 Abuse and Neglect A situation in which both abuse and neglect are N C G S 7B 101 1 N C G S 7B 101 15 Central Registry Report User Manual Page 38 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 Substantiated found 3S Abuse and Serious Neglect Substantiated A situation in which both abuse and Serious Neglect are found Code Type Found Definition Dependency Substantiated A situation in which a juvenile is in need of assistance or place
45. e which creates a risk of harm to self or others or impairs social educational or occupational functioning 11 Undisciplined Child A child who is an adjudicated undisciplined child under N C G S 7B 1501 27 12 Delinquent Child A child who is an adjudicated delinquent child under N C G S 7B 1501 7 13 Homeless Person A person who does not have what society defines as a normal place of his her own to live 14 Alzheimer s Disease and Related Dementias Having an organic mental disorder in which intellectual function is progressively impaired in a previously well adult usually accompanied by memory loss disorientation impaired judgment and personality change FIELD 20 SOURCE OF REFERRAL ENTRY REQUIRED Enter the two digit code for the source of referral There are spaces for up to three sources of referral to allow for subsequent reports that may come in during the CPS Assessment If more than one source of referral is listed list the initial source first and the subsequent sources in order of receipt Central Registry Report User Manual Page 25 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 All information gathered during the fact finding process shall be incorporated into one case decision and one DSS 5104
46. eels it needs to monitor compliance with the service recommendation due to safety and future risk of harm FIELD 31 FINDINGS REASON ENTRY REQUIRED IF APPLICABLE If type found code in Field 30 is Unsubstantiated 0 Services Recommended 6 or Services Not Recommended 7 enter in a two digit reason code for finding If type found code in Field 30 is Abuse 1 Neglect 2 Abuse and neglect 3 Abuse and Serious Neglect 3S Serious Neglect 2S or Neglect and Serious Neglect 2N and the code in Field 23 Perpetrator Relationship is Unknown Perpetrator 00 then code 05 must be entered in this field For the Safe Surrender child this field should be left blank Code Value Definition 01 Allegations could At the time of case decision no evidence could be not be proven found to prove allegations occurred 02 Isolated Incident Accidental incident that did not pose a serious physical injury risk of serious physical injury or risk of sever emotional damage 03 Lack of Severity Incident is not of a serious nature to be defined as abuse or neglect 04 No Lack of At the time of case decision incident did not pose any Safety No immediate or future safety protection issues protection issue 05 Cannot Identify At the time of case decision protection of child from Perpetrator the perpetrator was not an issue 06 Perpetr
47. er more than one DSS 5104 form number for multiple perpetrators Codes beginning with the number one 1 indicate a female relationship to the child Codes beginning with the number two 2 indicate a male relationship to the child Female Male Definition 10 20 Natural Parent Biological mother or father of the child 11 21 Adoptive Parent Parent who is not the child s natural parent but who has completed the legal procedures for adoption of the child 12 22 Stepparent Father s spouse or mother s spouse when the spouse is not the natural parent and when the stepparent has not adopted the child 13 23 Foster Parent An individual who lives in a private residence and who is licensed by the Division of Social Services to provide continuing full time 24 hour foster care or therapeutic care to children 14 24 Grandparent A parent of the child s mother or father 15 25 Step Grandparent A parent of the child s stepfather or stepmother 16 26 Other Relatives A relative other than parents or grandparents aunts uncles cousins nieces siblings nephews etc 17 27 Employee of Institution Group Home institution group home is any public or private agency group organization corporation or partnership employing directing assisting or providing its facilities to persons who as a part of their association
48. ermine if any prior reports of abuse neglect or dependency have been made This is important because it provides information that will help the social worker determine if the allegations represent a pattern of abuse neglect or dependency When assessing a family to determine the most appropriate services the social worker must consider the history of abuse neglect or dependency as well as the present incident or circumstances The Central Registry can clarify patterns of abuse neglect and dependency for families who move from county to county within the State Therefore the Central Registry may offer additional history not contained in agency records Central Registry Report User Manual Page 2 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 2 To gather historical and statistical data on parents guardians caretakers and custodians identified as being responsible for abuse or serious neglect This information will be contained on the RIL Information from the RIL is available only to authorized persons for the sole purpose of determining current or prospective employability or fitness to care for foster parent or adopt children Access to the Central Registry continues to be limited by North Carolina Laws and Administrative Rule and does not change as a result of the RIL At no time shall the
49. es begin with Do will be listed To view the record of a name that is displayed key an I next to the name press PF9 to see the perpetrator information of the Central Registry SOUNDEX VICTIM NAME DISPLAY From the Central Registry Selection Menu key 5 in the selection field and the last name the first letter of the first name in the KEY field Press ENTER When using the soundex victim name display to search the Central Registry a last name is required and at least the first letter of the first name is needed The results will return all names that sound similar to the requested name Again make sure to separate the victim s last name and first name with a comma and a space or no names will be displayed E PERPETRATOR NAME DISPLAY From the Central Registry Selection Menu key 6 in the selection field and the perpetrator s last name and first name in the KEY field Press ENTER Central Registry Report User Manual Page 15 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 Make sure to separate the last name and the first name with a comma and a space or no names will be displayed The search results will only return results that have an exact match To view the record of a name that is displayed key an I next to the name then PF9 to see the perpetrator information of the
50. f the current allegations the DSS conducts a Central Registry check and the names of the children involved in the earlier child fatality are displayed The county will need to contact the Division s fatality review team at 919 733 7831 to receive information about the fatality 4 The gathering of data to enable research to be done on the nature and extent of child abuse neglect and dependency and for other appropriate disclosure B The gathering of data to enable the system to produce statistics and management reports for DSS and for use in making program decisions about protective services in the State This data is entered into the Child Abuse and Neglect Information System which is a sub system of the Services Information System SIS Central Registry Report User Manual Page 3 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 REPORTING TO THE CENTRAL REGISTRY County departments of Social Services make the required reports to the Central Registry by use of the Child Protective Services Report Report to the Central Registry CPS Application Form DSS 5104 and the Responsible Individuals List Form DSS5104 a Form DSS 5104 is a dual purpose form 1 The DSS 5104 is used as the application for protective services It documents the receipt of a report of abuse neglect or dependen
51. ficial business only Help Desk 919 855 3200 Press PF2 for more information Central Registry Report User Manual Page 10 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 The next screen will be a blank screen From this blank screen key syO1 and press ENTER The following Central Registry Menu will be displayed SYOl1 CYAOO1FM DATE 09 23 2011 TIME 12 53 47 STATE OF NORTH CAROLINA DEPARTMENT OF HUMAN RESOURCES CENTRAL REGISTRY SELECTION MENU FUNCTION KEY SELECTIONS 1 B THE CENTRAL REGISTRY HAS 9 FUNCTIONS AVAILABLE 1 DSS 5104 ENTRY This is the option that is used when entering in a new DSS 5104 Key a 1 in the selection field and then press enter 2 DSS 5104 INQUIRY This option is used to view a DSS 5104 that has been previously entered Key a 2 in the selection field and then the DSS 5104 form number in the key field then press enter 3 DSS 5104 CHANGES This option is used to make changes to an existing DSS 5104 Key a 3 in the selection field and then the DSS 5104 form number in the key field then press enter 4 VICTIM NAME DISPLAY This option is used to search to see if a child has had a DSS 5104 entered as a result of prior reports Key a 4 in the selection field and then in the key field enter the last name and the
52. first name separated by a comma and a space after the comma then enter Only exact matches to the name entered will be displayed It is also possible to search for a child using the wildcard option To do so key in as many letters of the last name as possible followed by an and then as many letters of the first name as possible followed by an Note that the last and first name are to be separated by a comma and a space after the comma This option allows you to see all children whose names contain the letters keyed For example if searching for John Doe but unsure of the spelling of the name key in Do space Central Registry Report User Manual Page 11 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 Jo and all children whose first names begin with and last names begin with Do will be listed 5 SOUNDEX VICTIM NAME DISPLAY This option is used to search to see if a child has a previous DSS 5104 entered as a result of a prior report Key a 5 in the selection field and the name in the key field then enter Note that the last and first name are to be separated by a comma and a space after the comma For this option the child s last name and first name must be entered This option will display all names that match and are similar to the n
53. g or using language spoken or written that may manifest itself in an imperfect ability to listen think speak read write spell or to use mathematical calculations This item includes conditions such as perceptual disability brain injury minimal brain dysfunction dyslexia and developmental aphasia This condition must be clinically diagnosed Physically Disabled Caretaker A physical condition that adversely affects the caretaker s day to day motor functioning such as cerebral palsy spinal bifida multiple sclerosis impairments and other physical disabilities This condition must be clinically diagnosed Other Medical Condition Caretaker A medical condition other than mental retardation visual or hearing impairment physical disability or being emotionally disturbed that significantly affects the functioning or development of the primary caretaker s and their ability to provide a suitable child care environment This condition must be clinically diagnosed Lack of Child Development Knowledge Caretaker Limited knowledge of what can be reasonably expected of a child at various stages of development Child Contributory Factor Definition cohol Problem Child A compulsive use of or need for alcohol This includes infants addicted at birth or who are victims of Fetal Alcohol Syndrome or who may suffer other disabilities due to the use of alcohol duri
54. he DSS 5104 including items 12 through 19 A DSS 5027 turnaround form will automatically be generated for this new case with Service Code 210 opened Central Registry Report User Manual Page 8 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 corresponding to the date reported in field 5 Date of Initial Report on the DSS 5104 The DSS 5027 turnaround form will also show Service Code 215 open corresponding to the date reported in field 7 Date of Case Decision on the DSS 5104 for all substantiated cases and all cases found to be Services Needed unless the perpetrator relationship code indicates child care foster care group homes or institutions However when entering a new child into the system there are certain fields on the DSS 5027 that are not captured on the DSS 5104 If the person entering the data does not have this information the DSS 5104 can not be completed When keying the new SIS ID number if the information on Federal Tribe Language Preference Special Education Status and Race Declined are not available the DSS 5104 can not be saved ee u RLE gt CS we oF fit c4 T B PLEASE ENTER THE REQUIRED FIELD Additional services should be added to the DSS 5027 turnaround form as
55. ieves it would become re involved with the family through CPS should information be received that the family had stopped receiving any recommended service s Services Not Recommended A situation in which a Family Assessment has been completed on CPS reports of neglect with the exception of abandonment and the special types of reports and dependency and not only is the safety of a child not an issue and there is no concern for the future risk of harm but also the family has no need for other non safety related services Services Provided Child Protective A situation in which a Family Assessment has been completed on CPS reports of neglect with the 3 N C G S 7B 101 9 Central Registry Report User Manual Page 39 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY 1426 MAY 2012 Services No Longer Needed exception of abandonment and the special types of reports and dependency and the safety of a child and future risk of harm are no longer issues because the agency had been successful in frontloading necessary services during the Family Assessment These are cases in which continued involuntary CPS supervision is no longer needed to ensure the child s safety This finding is not appropriate for cases in which the agency f
56. ild is not enrolled in school FIELD 17 GRADE ENTRY REQUIRED IF APPLICABLE If the alleged victim child already exists in the SIS system leave blank This field will be populated by information in SIS This field may need to be updated with the alleged victim child s current status in the SIS system If following the completion of a name search you must enter the following Fields in SIS NOT Central Registry Last Name First Name MI SSN DOB Sex Race School Grade LA and Specials Code Definition P Preschool 01 20 To identify either the highest grade attained if the individual is no longer in school or the last grade attended or the current grade if the individual is still in school 98 GED Status 99 Unknown FIELD 18 LIVING ARRANGEMENT ENTRY REQUIRED IF APPLICABLE If the alleged victim child already exists in the SIS system leave blank This will be populated by information in SIS For the safe surrender child enter code 99 Unknown If following the completion of a name search the alleged victim child does not exist in SIS continued entry will be re directed to the SIS system to create a SIS ID for the child Code Value 01 Living Alone An independent living arrangement where the individual resides either alone or with others where the relationship is not characterized by intim
57. in the nightly update a DSS 5104 turnaround is automatically created and mailed to the county E LINK TO SIS AND RIL The DSS 5104 is linked with the form DSS 5027 SIS Client Entry Form This linkage eliminates the need for the county staff to complete a separate DSS 5027 when opening a case for CPS Assessment when the alleged victim child does not already have a previously assigned SIS number in that county When a CPS report is accepted on a child the SIS system shall be checked to determine if the child has an existing SIS number in the county receiving the report If the child has an existing SIS number in the county do NOT request a new SIS number as the social worker is required to update the existing DSS 5027 for that child open Service Code 210 CPS Assessment if not already open and submit it for data entry The social worker will complete the DSS 5104 at the conclusion of the CPS Assessment In this situation items 10 through 19 on the DSS 5104 should be left blank as this information is already in the SIS system Data entry of the DSS 5104 is required within 10 working days after a case decision is made If the report is Substantiated or found Services Needed and Service Code 215 CPS In Home Services is to be opened the social worker updates the existing DSS 5027 to open Service Code 215 and any other services to be added and to close 210 services At the conclusion of the CPS Assessment the social worker completes t
58. ion exhibiting one or more of the following Caretaker characteristics over a long period of time and to a marked degree an inability to build or maintain satisfactory interpersonal relationships inappropriate types of or feeling under normal circumstances a general pervasive mood of unhappiness or depression or a tendency to develop physical symptoms or fears associated with personal problems The term includes persons who are schizophrenic or autistic The term does not include persons who are socially maladjusted unless it is determined that they are also seriously emotionally disturbed This condition must be clinically diagnosed The diagnosis is based on the Diagnostics and Statistical Manual of Mental Disorders the most recent edition of DSM Visually or Hearing A clinically diagnosed handicapping condition of the Impaired Caretaker principal caretaker s related to visual impairment or permanent or fluctuating hearing or speech impairment that may significantly affect functioning or development Central Registry Report User Manual Page 32 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 Learning Disability Caretaker A disorder of one or more of the principal caretaker s basic psychological processes involved in understandin
59. ker did not provide necessary medical care or other remedial care Placed for adoption in violation of law Safe Surrender Improper Medical Care Remedial Care Adoption Law Violation FIELD 33 PERPETRATOR NAME ENTRY REQUIRED FOR CASES SUBSTANTIATED FOR ABUSE AND OR NEGLECT ONLY No perpetrator information is entered when the type found in Field 30 is Dependency 4 or for any of the Family Assessment Findings 5 6 7 or 8 There are sections on the DSS 5104 for up to two perpetrators At data entry there are sections in the system for up to ten perpetrators Therefore if there are more than two perpetrators in a report complete the DSS 5104p If any perpetrator is an employee of a child care arrangement or an employee of a group home or institution enter the required information for the specific perpetrator and write the name of that child care arrangement group home or institution in Field 41 labelled CHILD CARE GROUP HOME INSTITUTION of the DSS 5104 If the case decision is that the owner operator or administrator of a child care arrangement or of a group home or institution was responsible for the abuse or neglect of a child that individual s name should be listed as a perpetrator If the case decision concludes that there is no specific employee of a child care arrangement or of a group home or institution who can be identified as a perpetrator in the incident being substantiate
60. le FIELD 15 RACE ETHNICITY ENTRY REQUIRED If the alleged victim child already exists in the SIS system leave blank this will be populated by information in SIS If following the completion of a name search the alleged victim child does not exist in SIS you must enter the following Fields in SIS NOT Central Registry Last Name First Name MI SSN DOB Sex Race School Grade LA and Specials Assumptions or guesses shall not be made regarding a child s race or ethnicity based on appearances Rather it is critical that the agency engages the family in a discussion around the child s race and ethnicity and that the family most identifies for the child If such a discussion is not able to take place the agency shall use code 11 Unable to Determine For the Safe Surrender child if no parent is available to indicate the race use code 11 12 Unable to Determine Code Value 01 White Native Non Hispanic or Latino 02 White Hispanic or Latino 03 Black Non Hispanic or Latino Central Registry Report User Manual Page 20 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES
61. lect the means by which this may be achieved 08 Health Related and Home Health Services Activities provided to attain and maintain a favourable condition of health 09 Home Based Services In home activities provided to individuals or families to assist with household or personal care that improve or maintain family well being Includes in home aides home maintenance and household management services Code Definition 10 Housing Services Activities designed to assist individuals or families in locating obtaining or retaining suitable housing 11 Independent and Transitional Living Services LINKS Activities designed to help older youth in foster care or homeless youth make the transition to independent living 12 Information and Referral Services Resources or activities designed to provide facts about services made available by public and private providers after a brief assessment of client needs but not a diagnosis and evaluation to facilitate appropriate referral to these community resources 13 Legal Services Activities provided by a lawyer or other person s under the supervision of a lawyer to assist individuals in seeking or obtaining legal help in civil matters such as housing divorce child support guardianship paternity and legal separation 14 Mental Health Services Activities which aim to overcome issues involving emotional dis
62. lly 00 until a DSS 5104a is completed The RIL indicator will automatically be updated based on the information listed on the RIL Code Value RIL Placement 0J Dismissed No Adjudication No 1J Abuse RIL Placement Yes 2J Serious Neglect RIL Placement Yes 3J Abuse and Serious Neglect RIL Placement Yes 4J Abuse and Neglect RIL Placement Yes 5J Serious Neglect and Neglect RIL Placement Yes 9J Adjudication No RIL Placement No Code 9J refers to the Judicial Review court s adjudication of abuse serious neglect abuse and neglect abuse and serious neglect serious neglect and neglect neglect and or dependency without the placement of the individual on the RIL Code Value RIL Placement 0A Dismissed No Adjudication No 1A Abuse RIL Placement Yes 2A Serious Neglect RIL Placement Yes 3A Abuse and Serious Neglect RIL Yes Placement 4A Abuse and Neglect RIL Placement Yes 5A Serious Neglect and Neglect RIL Yes Placement 9A Adjudication No RIL Placement No Code 9A refers to the Judicial Petition adjudication of abuse serious neglect abuse and neglect abuse and serious neglect serious neglect and neglect neglect and or dependency without the placement of the individual on the RIL Code Value RIL Placement 1D Abuse RIL Placement Yes 2D Serious Neglect RIL Placement Yes Central Registry Report User Manual
63. maltreatment types as apply up to fourteen If Abandonment is prioritized as a Neglect maltreatment code check the Safe Surrender box if the child was abandoned under the Safe Surrender law the child s date of birth must be within 7 days of report date For all Neglect maltreatment types that are prioritized the Serious box may be selected Abuse Related Maltreatment Type Abuse Physical Non accidental serious physical injury or risk of serious physical injury caused or allowed to be caused by the parent guardian custodian or caretaker The parent guardian custodian or caretaker used or allowed the use of cruel or grossly inappropriate procedures or cruel or grossly inappropriate devices to modify behavior Abuse Emotional Severe emotional damage to the juvenile created or allowed to be created by the parent guardian custodian or caretaker as evidenced by a juvenile s severe anxiety depression withdrawal or aggressive behavior toward himself or others Abuse Sexual Any sexual act with by or upon a juvenile in violation of the law committed or allowed to be committed by the parent guardian custodian or caretaker This includes prostitution with or by the child Also included are pornographic filming and picture taking Definition Delinquent Acts Delinquent acts committed by the juvenile with the Involving Moral encouragement direction or approval of the parent o
64. ment because the juvenile has no parent guardian or custodian responsible for the juvenile s care or supervision or whose parent guardian or custodian due to physical or mental incapacity and the absence of an appropriate alternative child care arrangement is unable to provide for the juvenile s care or supervision Services Needed Involuntary CPS services to ensure the safety of the child These are situations in which the safety and risk of harm is so great that the agency cannot ensure the safety of the children without either providing necessary services or monitoring those provided by another agency or provider Services Recommended A situation in which a Family Assessment has been completed on CPS reports of neglect with the exception of abandonment and the special types of reports and dependency and the safety of a child is not an issue and future risk of harm is not an issue but the family has a need for other non safety related services These are cases that the agency could feel comfortable with the safety of the children if the family chose not to agree continue to participate in or otherwise fail to comply with any one or all of the recommendations made by the agency This finding is not appropriate for cases in which the agency feels it needs to monitor compliance with the service recommendation due to safety and future risk of harm It is also not appropriate to make this finding if the agency bel
65. mentally disabled adults 08 Maternity Home A 24 hour residential program whose primary purpose is to provide care support and other services for pregnant females 09 Jail Lockup Detention A local jail or a facility administered by the Department of Corrections or Division of Youth Services 10 Battered Women s Shelter A 24 hour residential program whose primary purpose is to offer protection food shelter support and other services to battered women and their children 11 Shelter for the Homeless An overnight shelter for people without homes 97 Child Placement System DSS 5094 When the client is a child for whom the DSS has custody or placement authority the living arrangement will be tracked through the Child Placement and Payment System This code should remain unchanged in this system for as long as the DSS 5094 record remains open If the client remains a service client after the DSS 5094 record is closed this field will have to be updated on the DSS 5027 to reflect the actual living arrangement 98 Other A living arrangement which is known to the agency but does not fit the above definitions 99 Unknown FIELD 19 SPECIAL AREAS ENTRY REQUIRED IF APPLICABLE If the alleged victim child already exists in the SIS system leave blank this will be populated by information in SIS If following the completion of a name
66. n custodian or caretaker The parent guardian custodian or caretaker used or allowed the use of cruel or grossly inappropriate procedures or cruel or grossly inappropriate devices to modify behavior Definition Central Registry Report User Manual Page 36 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 Abuse Emotional Severe emotional damage to the juvenile created or allowed to be created by the parent guardian custodian or caretaker as evidenced by a juvenile s severe anxiety depression withdrawal or aggressive behavior toward himself or others Abuse Sexual Any sexual act with by or upon a juvenile in violation of the law committed or allowed to be committed by the parent guardian custodian or caretaker This includes prostitution with or by the child Also included are pornographic filming and picture taking Delinquent Acts Involving Moral Delinquent acts committed by the juvenile with the encouragement direction or approval of the parent or Turpitude caretaker Improper The parent guardian custodian or caretaker did not provide Supervision proper supervision Improper Care The parent guardian custodian or caretaker did not provide proper care Serious Neglect Neglect Rela
67. n disorder such as stuttering impaired articulator or language impairment that adversely affects functioning 04 Physically Disabled Having a physical condition that may in the social worker s judgment adversely affect the individual s day to day or intermittent functioning 05 Emotionally Disturbed Having mental or emotional problems exhibited in a wide range of important social and personal contexts and causing significant impairment in social educational or occupational functioning 06 Learning Disability Having a disorder in one or more of the basic psychological processes involved in understanding or using language spoken or written that may manifest itself in an imperfect ability to listen think speak read write spell or to use mathematical calculations An example of a learning disability would be dyslexia 07 Medical Condition Having any apparently disabling physical condition other than those listed above which has been diagnosed by a licensed physician and requires medical attention 08 HIV and AIDS Having a syndrome or a disease complex in which the natural immune system is suppressed so significantly those individuals gradually die from vulnerability to a variety of unusual infections and concerns opportunistic infections that would not ordinarily pose a threat to an immunologically healthy person Code Value 09 Substance Abuse Using alcohol or other drugs to a degre
68. needed For those few cases that are substantiated or found Services Needed and closed without CPS In Home Services the county DSS staff should indicate on the DSS 5027 turnaround form closure of Service Code 215 the same date that it was opened If the child was taken into DSS custody without provision of CPS In Home Services Service Code 215 should be closed on the DSS 5027 the same date it was opened and the appropriate foster care service code opened In all situations the social worker will need to close Service Code 210 on the DSS 5027 when that service is no longer needed The DSS 5104 is associated with the DSS 5104a the Responsible Individuals List RIL The RIL is used to identify parent guardians caretakers or custodians who have been identified as perpetrators in all substantiated cases of abuse or serious neglect using the Investigative Assessment response Information from the RIL is available only to authorized persons for the sole purpose of determining current or prospective employability or fitness to care for children Access to the Central Registry is limited by North Carolina Laws and Administrative Rules and does not change as a result of the RIL At no time shall the Central Registry be used for determining employability Central Registry Report User Manual Page 9 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES
69. ng pregnancy Drug Problem Child A compulsive use of or need for narcotics This includes infants addicted at birth Mental Retardation Child Significant sub average general cognitive and motor functioning existing concurrently with deficits in adaptive behavior manifested during the developmental period that adversely affect a child s youth s socialization and learning This condition must be clinically diagnosed Central Registry Report User Manual Page 33 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 Child Contributory Factor Emotionally Disturbed A condition exhibiting one or more of the following Child characteristics over a long period of time and to a marked degree an inability to build or maintain satisfactory interpersonal relationships inappropriate types of or feeling under normal circumstances a general pervasive mood of unhappiness or depression or a tendency to develop physical symptoms or fears associated with personal problems The term includes persons who are schizophrenic or autistic The term does not include persons who are socially maladjusted unless it is determined that they are also seriously emotionally disturbed This condition must be clinically diagnosed The diagnosis is based on the Diagnostics an
70. nknown Perpetrator This code is to be used when abuse 1 neglect 2 abuse and neglect 3 abuse and serious neglect 3S serious neglect 2S or neglect and serious neglect 2N have been substantiated but the specific perpetrator cannot be identified Use of this code will require an entry of 05 in Field 31 FIELD 24 SERVICES PROVIDED ENTRY REQUIRED Enter the two digit code for any services that were referred or provided to the family as a result of the CPS Assessment to reported allegations Report only those services that began on or prior to the report date and continued past the Case Decision Date Services may have either been provided directly by the DSS or by another agency There is space to enter up to three two digit codes for Services Provided If more than three services were provided enter the codes for the three most critical services identified to meet the child and family needs If a family was referred to services but those services had not yet been initiated at the time of case decision place code 12 Information and Referral Services No Services Referred or Provided code 00 is used for cases with Type Found of Unsubstantiated Services Recommended or Services Not Recommended Code Definition 00 No Services Referred or Provided 01 Adoption Services Services or activities provided to assist in bringing about the adoption of a child 02 Cas
71. o 29 American Indian or Alaskan Native Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 30 American Indian or Alaskan Native Native Hawaiian or Other Pacific Islander Hispanic or Latino 31 Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 32 Asian Native Hawaiian or Other Pacific Islander Hispanic or Latino 33 White Black American Indian or Alaskan Native Non Hispanic or Latino 34 White Black American Indian or Alaskan Native Hispanic or Latino Code Value 35 White Black Asian Non Hispanic or Latino 36 White Black Asian Hispanic or Latino 37 White Black Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 38 White Black Native Hawaiian or Other Pacific Islander Hispanic or Latino 39 White American Indian or Alaskan Native Asian Non Hispanic or Latino 40 White American Indian or Alaskan Native Asian Hispanic or Latino 41 White American Indian or Alaskan Native Native Hawaiian or Other Pacific Islander Non Hispanic or Latino 42 White American Indian or Alaskan Native Native Hawaiian or Other Pacific Islander Hispanic or Latino 43 White Asian Native Hawaiian or Other Pacific Islander Non Hispanic or Central Registry Report User Manual Page 44 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES
72. o safety outcomes the timeliness of initiating CPS Assessments of reports of child maltreatment and repeat maltreatment FIELD 8 RISK ASSESSMENT RATING ENTRY REQUIRED Enter the one digit code indicating the over all risk rating as determined by the Family Risk Assessment DSS 5230 for each case A Family Risk Assessment is not required for a case involving child care group home or institutional settings in which case select N A on the DSS 5104 CODE DEFINITION L Low M Medium H High N Not Applicable FIELD 9 REQUEST FOR ASSISTANCE ENTRY REQUIRED IF APPLICABLE Enter the two digit numeric code that corresponds to the county that provided assistance during the assessment Up to three county codes may be entered Refer to Field 1 for a listing of the county codes FIELD 10 CHILD ID ENTRY REQUIRED If the alleged victim child already exists in SIS enter the current SIS Client ID on the form If following the completion of a name search the alleged victim child does not already exist in SIS obtain a new SIS Client ID and enter it on the form FIELD 11 CHILD NAME ENTRY REQUIRED If the alleged victim child already exists in SIS enter the last name first name and middle initial as it appears in the SIS system This name will be verified at data entry when the SIS Client ID is keyed If following the completion of a name search the alleged victim chil
73. on in violation of the law be neglected it is relevant whether that juvenile lives in a home where another juvenile has died as a result of abuse or neglect or lives in a home where another juvenile has Central Registry Report User Manual Page 35 of 48 An allegation that a juvenile s parent guardian custodian or caretaker inflicts or allows to be inflicted creates or allows to or who is not provided necessary remedial care or who lives In determining whether to accept a report that a juvenile may NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 been subjected to sexual abuse or severe physical abuse by an adult who regularly lives in the home 3 Abuse and An allegation that both abuse and neglect occurred Neglect 4 Dependency An allegation that a juvenile is in need of assistance or placement because he has no parent guardian or custodian responsible for the juvenile s care or supervision or whose parent guardian or custodian due to physical or mental incapacity and the absence of an appropriate alternative child care arrangement is unable to provide for the juvenile s care or supervision FIELD 29 MALTREATMENT TYPE REPORTED ENTRY REQUIRED IF APPLICABLE At the time that the CPS report was accepted sele
74. on regarding that perpetrator Once the DSS 5104 paper form has been completed and sent to data entry the information is then entered into the Central Registry 1 KEYING INSTRUCTIONS Once logged into the State System the following is a list of function keys that are used The system often displays messages regarding these function keys at the bottom of the screen Read these messages carefully before proceeding to the next screen KEY FUNCTION Enter The system edits the screen and displays messages when an error is found or when the form updates successfully PF3 To exit the screen and return to the Central Registry Selection menu PF To scroll back to the previous screen PF8 To scroll forward to the next screen DSS 5104c and DSS 5104p PF9 To add update when displayed on the screen you are keying PF10 To cancel data keyed on a current screen To enter information on a new DSS 5104 key in 1 in the selection field and press ENTER The system will not generate a form id number until the entire form has been keyed The next screen will show a blank DSS 5104 and information can be entered and saved B DSS 5104 INQUIRY The inquiry function allows users to view previously keyed DSS 5104 s To view the DSS 5104 key 2 as the selection and key in the form number and press enter This will display the DSS 5104 Since this is an inquiry changes will not be allo
75. r Turpitude caretaker Serious Neglect neglect Related Definition Maltreatment Type Improper The parent guardian custodian or caretaker did not provide Supervision proper supervision Central Registry Report User Manual Page 41 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 Improper Care The parent guardian custodian or caretaker did not provide proper care Neglect Related Definition Maltreatment Type Improper Discipline The parent guardian custodian or caretaker did not provide No Physical proper discipline Injuries Improper Discipline Physical Injuries The parent guardian custodian or caretaker providing improper discipline resulting in physical injuries Injurious Environment Lives in an environment injurious to the juvenile s welfare other than substance abuse or domestic violence Injurious Evidence of Domestic Violence Environment DV Injurious Environment SA Abandonment Evidence of Substance Abuse Child has been abandoned by parent guardian custodian or caretaker other than under the Safe Surrender law Child has been identified as a Safe Surrender where the age of the child is 7 days or less The parent guardian custodian or careta
76. search the alleged victim child does not exist in SIS you must enter the following Fields in SIS NOT Central Registry Last Name First Name MI SSN DOB Sex Race School Grade LA and Specials For more information on this field please refer to the Services Information System SIS Data Entry Manual Code Value 01 Developmental Disabilities Having a severe chronic mental or physical disability resulting in substantial limitations in three or more of the following areas of major life activity self care receptive and expressive language capacity for independent living learning mobility self direction and economic self sufficiency and reflecting the person s need for a combination of special inter disciplinary care or treatment of a lifelong or extended duration manifested before age 22 unless caused by a head injury Central Registry Report User Manual Page 24 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 02 Blind or Visually Impaired Having visual impairment that in the social worker s judgment may significantly affect day to day functioning 03 Deaf or Hard of Hearing Having a hearing impairment whether permanent or fluctuating which may in the social worker s judgment adversely affect day to day functioning a communicatio
77. system will list an estimated date of birth based on the age listed in Field 35 and the date of the report The fact that the date of birth is estimated will be marked in the Central Registry system FIELD 35 AGE ENTRY REQUIRED FOR CASES SUBSTANTIATED FOR ABUSE SERIOUS NEGLECT AND OR NEGLECT ONLY If the perpetrator s date of birth is unknown and cannot be obtained enter the two digit code that indicates the perpetrator s age in years If the exact age is unknown approximate the age DO NOT CODE A 99 FOR UNKNOWN Do not complete this Field when the date of birth was entered in Field 34 The Central Registry system will compute the age automatically FIELD 36 RACE ETHNICITY ENTRY REQUIRED FOR CASES SUBSTANTIATED FOR ABUSE SERIOUS NEGLECT AND OR NEGLECT ONLY Enter the appropriate two digit code to indicate the primary racial group of which the perpetrator is a member Code Value 01 White Native Non Hispanic or Latino 02 White Hispanic or Latino 03 Black Non Hispanic or Latino 04 Black Hispanic or Latino 05 American Indian or Alaskan Native Non Hispanic or Latino Central Registry Report User Manual Page 43 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES
78. take you to this TSS SERVICES INFORMATION SYSTEM CSIS 09 08 2011 ADD we 12 13 51 CLIENT ID CLIENT LAST FIRST MI TURNAROUND REQUEST CLIENT SSN BIRTHDATE CTY CASE NO FED TRIBE OTHER SERVICE CODE DATE REQ END DATE REASON SPECIAL USE CASE MANAGER ID LOCAL USE STATE USE SPECIAL AREAS REASON LEGAL STATUS LIV ARR SEX RACE SCH GR LANG SE RD PF2 CLEAR PF3 SIS MAIN MENU PF4 EXIT SIS PLEASE ENTER THE REQUIRED FIELD Keys 150552 Saved 001 NUM 12 13 PM Pe a 5 Internet Ex Documenta 1 1426 14264 SIS fielde NOW 3 Microsoft 186 Se Loo om lt C 1233PM If the child does not already exist in SIS you must enter the following Fields in SIS NOT Central Registry Last Name First Name MI SSN DOB Sex Race School Grade LA and Specials For the child involved in a Safe Surrender enter the last name as SURRENDER the first name as SAFE COUNTY NAME Example SURRENDER SAFE ALAMANCE legal name has been obtained update the DSS 5027 to update SIS For additional information on Safe Surrender policy refer to_ FIELD 12 CHILD SOCIAL SECURITY NUMBER ENTRY REQUIRED If the alleged victim child already exists in the SIS system leave blank this will be populated by information in SIS If following the completion of a name search the child does not exist in SIS you must enter the following Fields in SIS NOT Central Registry Last Name First Name MI S
79. ted Maltreatment Type Definition Improper Discipline The parent guardian custodian or caretaker did not provide No Injuries proper discipline Improper Discipline The parent guardian custodian or caretaker providing Injuries improper discipline resulting in physical injuries Injurious Lives in an environment injurious to the juvenile s welfare other Environment than substance abuse or domestic violence Injurious Evidence of Domestic Violence Environment DV Injurious Evidence of Substance Abuse Environment SA Abandonment Child has been abandoned by parent guardian custodian or caretaker other than under the Safe Surrender law Safe Surrender Child has been identified as a Safe Surrender where the age of the child is 7 days or less Improper Med Care Rem Care The parent guardian custodian or caretaker did not provide necessary medical care or other remedial care Adoption Law Violation Placed for adoption in violation of law FIELD 30 TYPE FOUND ENTRY REQUIRED Enter the one digit code to indicate the findings of the CPS Assessment These codes may be different for each alleged victim child in the report Select the appropriate type found for each alleged victim child in the report Central Registry Report User Manual Page 37 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MAN
80. tent of the child abuse neglect and dependency problem in North Carolina is not subject to this rule of confidentiality The Division publishes an annual report of statistics annually and publishes it on its web site Information submitted by DSS to the RIL a sub system of the Central Registry is subject to broader disclosure than the Central Registry N C G S 7B 31 1 b Please refer to Section 1427 Central Registry Report User Manual Page 4 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 B REQUESTS FOR INFORMATION FROM THE CENTRAL REGISTRY The release of information from the central registry is restricted except as identified below For guidance on the release of confidential information as it relates to the delivery of services to protect a child ren please refer to Section 1428 e For guidance on the release of information from the RIL please refer to Section 1427 Although states are required to provide child abuse and neglect information to others states requesting information for the purposes of approving foster and adoptive applications information from the central registry shall not be provided for this purpose In accordance with administrative rule 10A N C A C 70A 0102 the RIL is to be used for this purpose C ACCESS TO THE CENTRAL REGISTRY IS RESTRICTED TO
81. turbance or maladaptive adversely affecting socialization learning or development Usually provided by public or private mental health agencies and includes both residential and non residential activities 15 Pregnancy Parenting Services for Young Parents Activities for married or unmarried adolescent parents and their families to assist them in coping with social emotional and economic problems related to pregnancy and to plan for the future 16 Respite Care Services Activities involving the temporary care of the children in order to provide relief to the caregiver May involve care of the children outside of the caregiver s own home for a brief period of time such as overnight or for a weekend Not considered by the State to be foster care or other placement 17 Special Services Disabled Activities for persons with developmental physical emotional visual or auditory impairments that are intended to help maximize their potential alleviate the effects of their disabilities and to enable these persons to live in the least restrictive environment possible 18 Special Services Juvenile Delinquent Activities for youth and their families who are or who may become involved with the juvenile justice Central Registry Report User Manual Page 29 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTE
82. turbed that significantly affects the functioning or development the child or requires special medical care such as chronic illnesses Included are children diagnosed as HIV positive or with AIDS mousenol Definition Contributory Factor Domestic Violence Incidents of inter spousal physical or emotional abuse perpetrated by one of the spouses or parent figures upon the other spouse or parent figure in the child s home environment Central Registry Report User Manual Page 34 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 Child Contributory Definition Factor Inadequate Housing A risk factor related to substandard overcrowded unsafe or otherwise inadequate housing conditions including homelessness Financial Problem A risk factor related to the family s inability to provide sufficient financial resources to meet minimum needs Public Assistance Any one or combination of the following welfare or social services programs TANF Work First General Assistance Medicaid SSI Food Nutrition and Assistance formerly Food Stamps etc FIELD 28 TYPE REPORTED ENTRY REQUIRED IF APPLICABLE Enter the one digit code to identify the type of report accepted for a CPS Assessment
83. used 10 Parent The biological adoptive or stepparent of the child FIELD 21 PETITION FILED WITH JUVENILE COURT REQUIRED IF APPLICABLE Enter the appropriate two digit code if a petition has been filed in Juvenile Court in relation to the situation of abuse neglect dependency Code Definition 1 Yes 2 No FIELD 22 CRIMINAL CHARGES FILE REQUIRED IF APPLICABLE Enter the appropriate two digit code if criminal charges related to the reported abuse or neglect has been filed Code Definition 1 Yes Central Registry Report User Manual Page 26 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 2 No FIELD 23 PERPETRATOR RELATIONSHIP CODE ENTRY REQUIRED FOR SUBSTANTIATED CASES ONLY This field is used to show the sex of the perpetrator and his her relationship to the victim Although you may enter more than one perpetrator in Field 33 for the purposes of Field 23 you may only enter one Perpetrator Relationship Code If there is more than one perpetrator for the given victim list the perpetrator code that defines the relationship of the perpetrator who had the most responsibility for action causing the greatest harm or risk of harm to the child DO NOT ent
84. wed Central Registry Report User Manual Page 13 of 48 NORTH CAROLINA DIVISION OF SOCIAL SERVICES 1426 FAMILY SERVICES MANUAL VOLUME I CHILDREN S SERVICES CHAPTER VIII PROTECTIVE SERVICES CHANGE 03 2012 CENTRAL REGISTRY MAY 2012 C DSS 5104 CHANGES When making changes to the DSS 5104 each change and reason should be thoroughly documented along with the appropriate authorization by the county DSS director or his or her designee as indicated in the child s record The corrected paper DSS 5104 form should be placed in the child s record From the Central Registry Selection Menu key 3 as the selection then key the form number to be corrected This will display the DSS 5104 screen This screen allows data entry staff to make the appropriate changes There are certain fields that are protected and information can not be re keyed These fields are highlighted when this occurs In most cases the cursor does not stop in these fields If information is attempted to be keyed in a protected field the system displays the Not Allowed symbol in the lower left corner of the screen This symbol is an X next to a stick figure with arrows seen below To remove this error symbol press the ESC key Ele Edit Tools Session Options Help 1030 4 4009 Gide 4 Bao cao x Ji ISCF CYAIOIFM CENTRAL REGISTRY DSS 5104 INQUIRY DATE 06 07 2010 FORM INCIDENT AND VICTIM DATA TIME 15 39 01 CTY COUNTY CASE CASE MANAGER LAST

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