Department for Community Based Services

Standards of Practice Online Manual

2.10 Initiating the Report

Cabinet for Health and Family Services

Department for Community Based Services
Division of Protection and Permanency
Standards of Practice Online Manual
Chapter 2-Child Protective Services (CPS) Intake and Investigation
2.10 Initiating the Report

When a section of SOP has been revised users will see the following: Added {This is added material}, Deleted {This is deleted material}. The bold and strikethroughs will appear on the site for fifteen (15) days after a modification and will then be removed.

Legal Authority/Introduction




A report is considered initiated when face-to-face contact with the reported victim(s) occurs. 

Practice Guidance

    • After a report is assigned, if the initial interview proves that most of the individuals involved in the case reside in a different county, the case may be transferred to the county where the family is residing. 
    • Requesting out of county/state interviews:
      • An onsite request to another county or region for information regarding an investigation is made to assist in obtaining:
        • Interviews;
        • Police reports;
        • Hospital or other medical records; and
        • Legal documentation (from courthouse, etc.).
    • Any request to another county or region for onsite services, particularly in regards to initiation of an investigation, for the purpose of interviews, will be completed within the same timeframes as any other investigation as outlined in this SOP.
    • Filing out of county/region petitions:
      • A petition may be filed regarding a family either in the county where they reside or where the incident occurs.  The former is preferred to avoid unnecessary travel for the family.
      • In cases where abuse, neglect, or dependency petitions have been filed, the investigating SSW who filed the petition(s) and the onsite SSW attend the court hearing.
      • To provide continuity of services to the families and children served during an investigation, it is preferential for the assigned worker to complete all interviews if the distance is not prohibitive.


Intake and Investigation:

  1. Initiation timeframes begin from the moment the intake SSW submits the report to the intake FSOS, or in after-hours situations, upon decision by the on-call FSOS to accept the report.
  2. Referrals are assigned to and initiated in the county where the victim resides.  However, in cases where allegations of abuse or neglect are made against a staff member in a specialized setting, the referral is assigned and initiated in the county where the facility/home is located.   

Centralized Intake:

  1. Determines the initial level of risk, based on the:
    1. Child's chronological and developmental age;
    2. Child's vulnerability;
    3. Alleged perpetrator's access to the child;
    4. Nature of the allegations; and
    5. History of the family with the agency and the existence of prior reports.
  2. Includes initial level of risk as it relates to investigation initiation when assigning each report.

The SSW:

  1. Checks for prior reports and records for all adult household members, prior to initiation or as soon as possible, via:
    1. TWIST; 
    2. Mainframe databases including child abuse/neglect checks (CA/N) EPO-DVO Search website (refer to EPO-DVO Administrator User Guide, EPO-DVO User Guide and TWIST Account Request with EPO-DVO); and
    3. Administrative Office of the Courts (AOC) (Refer to AOC Instructions);
  2. Proceeds with the initiation of the investigation seeking assistance from other staff as necessary to ensure worker safety;
  3. Utilizes the following time frames established in administrative regulation 922 KAR 1:330 to initiate the investigation by making unannounced face-to-face contact with the:
    1. Alleged victim(s) within four (4) hours if the report:
      1. Includes a child who is:
        1. The alleged victim of a fatality or near fatality; or
        2. A surviving child in the care of the alleged perpetrator of a child fatality or near fatality.
      2. Indicates a high risk of harm to the child requiring immediate protective intervention;
        1. If there are clear indications from the referral source that the alleged perpetrator does not have immediate access to the alleged victim or other children in the home, an exception may be granted for this timeframe;
        2. It should be clearly documented in the assessment why the report was not initiated within the four (4) hour timeframe;
    2. Alleged victim(s) within twenty-four (24) hours if the report indicates:
      1. A high risk of harm to the child; or
      2. Human trafficking allegation that does not fall within the four (4) hour initiation timeframe;
    3. Alleged victim(s) within forty-eight (48) hours if the report indicates moderate risk of harm;
    4. Alleged victim(s) within seventy-two (72) hours if the report indicates low risk of harm.
  4. Coordinates investigations with law enforcement and the local Children’s Advocacy Center, pursuant to administrative regulation 922 KAR 1:330:
    1. To coordinate the interview and medical examination for a child during a sexual abuse investigation;
    2. To utilize a forensic interviewer as needed (when available); and
    3. As a neutral interview location when appropriate.
  5. Makes legitimate attempts to locate the child including, but not limited to:
    1. Visiting the location where the child is believed to be; and/or
    2. Contacting collaterals that could help verify an address or help locate the child or family, to include the following: 
      1. Family Support;
      2. Child care agencies;
      3. School system;
      4. Court records;
      5. Neighbors;
      6. Family members;
      7. Post office;
      8. Landlords;
      9. Family resource centers;
      10. Law enforcement; or
      11. Other agencies that may be involved with the family;
    3. Contacting the FSOS within twenty-four (24) hours, including weekends, for consultation if all efforts by the SSW to locate the alleged victim(s) have failed;
  6. Requests onsite interviews or assistance, as necessary, to complete the referral;
  7. Shares the case in TWIST so that onsite work can be documented as necessary by the onsite worker;
  8. Makes a preliminary report within seventy-two (72) hours (exclusive of weekends and holidays) on the DPP-115 concerning the action that has been taken on any investigation;
  9. Forwards the report to:
    1. The commonwealth attorney or county attorney; and
    2. The local law enforcement agency or Kentucky state police;
  10. Adheres to court or other agency timeframes for requests that do not meet criteria for an investigation such as court reports, home evaluations, or other general reports that are not required to be initiated by the timeframes specified in procedure #4.

The worker providing onsite services:

  1. Completes and documents all information in TWIST within fourteen (14) working days.

Contingencies and Clarifications

    1. When a 2nd incident is received during an open investigation, the SSW:
      1. Initiates the incident with the reported victim(s) within specified timeframes based on the assigned program/subprogram; and
      2. Documents the details of the 2nd incident in the chronology section of the Assessment and Documentation Tool (ADT). 




Sign In (Editor Access Only)
Copyright © 2011 Commonwealth of Kentucky - All Rights Reserved
Kentucky Unbridled Spirit