Practice guidance

Screening and Differential Response
The purpose of screening is to gather sufficient information to determine whether
DCF involvement is necessary and/or might be beneficial in supporting a child and
family. Screening activities related to a reported allegation of child abuse and/or
neglect (a Child Protective Services (CPS) report under MGL c. 119, §51A) are
designed to determine, based on the facts in the report and those gathered during
screening:


If there is information that a child(ren) may have been abused and/or
neglected or may be at risk of being abused and/or neglected by a caretaker
(e.g. does a “reportable condition” exist); and



If so, the appropriate response (i.e., Investigation or Initial Assessment); and



If the family were to be opened for services after the response, will the family
be best served through the Short Term Stabilization assessment and service
delivery or best be served through a comprehensive assessment and longer
term support from the Department.

The DCF Integrated Casework Practice Model (ICPM) has incorporated a “Differential
Response” approach to reports of abuse and/or neglect. Differential response allows
DCF to respond to a report of child abuse and/or neglect based on the level of
severity of the allegation, the unique circumstances of a report, the family’s history
with DCF, and the individual needs/strengths of a family.
DCF’s Differential Response System provides for assignment of a screened in report
of abuse and/or neglect for either an Investigation (emergency or non-emergency)
or an Initial Assessment Response. An Investigation is generally initiated for
allegations of sexual abuse, serious physical abuse, and/or severe neglect. An Initial
Assessment is generally conducted in response to allegations where the severity of
the alleged abuse and/or neglect does not rise to the level requiring an Investigation.
The Department has the authority and responsibility under MGL Chapter 119, Section
51B to determine the appropriate response to a 51A report, and either an
Investigation, or Initial Assessment response is considered a “protective” response.
Allegations associated with Institutional Abuse or Neglect or that pose a potential

Page 1

February 22, 2012

 “conflict of interest” will not be assigned for an Initial Assessment. 1 For families who
have applied for voluntary services, or referrals from the court for CHINS see
Voluntary Intake Policy #86-005 or the CHINS Intake Policy #86-006.
This Practice Guidance was developed to support implementation of the DCF
Integrated Casework Practice Model (ICPM) by providing DCF Social Workers,
Supervisors and Managers with practical, “how to” guidance on screening activities
and decision-making in the practice model. It is intended to supplement, and be
used in conjunction with, the existing DCF Protective Intake Policy (DCF Policy #86015). Changes to DCF Policy #86-015 are currently the subject of bargaining
between DCF and SEIU Local 509 and as a result revisions may be made to the policy
and this Practice Guidance. Any changes will be communicated in updated revisions
to these documents.

Steps in the Screening/Intake Process
Screening generally includes activities related to collecting information from the reporter,
reviewing information from DCF files, contacting collaterals, completion of the 51A report,
determining the appropriate response (either Screen Out the allegation, or Screen In the report
for Investigation or Initial Assessment response), and making a decision as to the appropriate
track to which the case will be assigned (either to an Investigation track, Short Term
Stabilization track, or an initial assessment track). Screening activities may also include contact
with the family as described in number 4 below.
1. Collect comprehensive information from the reporter, including:
 Details about the specific allegation (i.e., date, time, location, etc.);
 The impact on the child(ren) of the reported incident or concern;
 The relationship of the reporter to the family;
 Family contact information, including information about non-resident parents;
 What actions have been taken to assist the child; and
 Any other information that may be helpful in establishing the cause of the injury/person
responsible and/or in supporting the family to address the concerns in the allegation.
Be sure to gather as much demographic information as possible especially race, language,
ethnicity and dates of birth, as well as the name and contact information for out-of-home
fathers or mothers.
Screeners should attempt to obtain information that can facilitate communication with the
family such as work hours, preferred language, etc. It is helpful to obtain information about
any concerns the reporter has about substance use/misuse2, domestic violence and/or
mental health issues in the family. Obtaining this information during screening can promote
greater safety for everyone involved and help to more effectively direct DCF’s initial
response with the family.
2. Review and summarize information from Department files (including the Central
Registry) on prior history of the child(ren) and family or other reported individuals.
Screeners should focus on:
1

If the report involves abuse or neglect in an institution (except reports involving a school or school personnel) or a foster home,
it should be referred to SIU immediately after the Area Office takes the initial screening information. If the report involves a DCF
employee, or an immediate family member or household member of DCF employee or an Area Board Member, the report is
immediately referred to the Special Investigations Unit for screening. Reports that involve school or school personnel are
considered institutional investigations but are assigned to area office staff.
2

Alcohol and other drug treatment information is protected under federal law and requires a release to be signed after the initial
report. If the alcohol or other drug treatment provider is the reporter, please try to ask all pertinent questions during the initial
call. After the initial call, you will need to use the appropriate substance abuse release of information form to continue to gather
information from substance abuse treatment providers.

Page 2

February 22, 2012

  Reviewing the key information regarding past DCF involvement such as the number and



types of reports, allegations and outcomes, status of any previous open cases, whether
any member of the family has ever entered DCF care or custody, any reported
child(ren)’s current status, results of any assessments and/or evaluations of family
members, etc. in order to develop and document a clinical conclusion.
Answering questions such as how has the family situation changed? How does the
current allegation relate to the reasons for previous involvement? What type of progress
or change has the family made since the last time DCF was involved?

If the record check indicates that the family has an existing open case with the Department,
the currently assigned Social Worker and/or Supervisor should be contacted, informed about
the content of the report and consulted during screening activities to assist with determining
the appropriate response to the allegations (see section on Allegations on Open Cases
below).
Please note: A Criminal Offense Record Information (CORI) request is not required but may
be completed during Screening/Intake. Screeners should consult with their Supervisor to
determine whether any specific circumstances in the allegation or the family history indicate
that a CORI request could be helpful in making the screening decision and/or promote safety
for DCF staff or family members during a response (see DCF Policy #86-014, Background
Records Check Policy).
3. Conduct collateral contacts to understand the current family situation and gather the
information needed to determine a) whether a DCF response is warranted; and b) what DCF
response is most appropriate. Collaterals should be contacted to gather:
 Information about the specific reported incident
 Information about any harm caused to the child(ren) by the alleged incident; and
 Information about the child(ren)’s current condition.
The number, extent and content of collateral contacts will vary depending on the unique
circumstances in each case. When working with collaterals it is important to ask about the
alleged incident and any overall concerns about the family/child(ren), as well as about family
strengths and what may be working well for the family. Collateral contacts can also be
helpful in providing information about how to initiate a response in a way that maintains
child, family and worker safety; locating an out-of-home father or mother; and/or
determining if a report may be frivolous.
4. Contact with the family should occur when appropriate to the safety and well-being of the
family and DCF staff. Most instances of contact with the family during screening will be
telephonic. Contact with the family during screening may be beneficial to determine
whether a report may be Screened Out. However, when the reported allegation meets the
criteria for a mandatory CPS Investigation, the family should generally NOT be contacted
during screening.
If domestic violence is reported as a factor or there is a history of domestic violence, a plan
for safe contact with the adult victim (who may be in or out of the home), is necessary
before telephone contact is initiated. In addition, speak with the adult victim about any
safety concerns or suggestions for making safe contact before contacting an alleged
perpetrator, even one who is out of the home.
Home visits or office visits with the family during screening are not expected and will only
take place in rare circumstances when such contact may be helpful to determine if the
report could be Screened Out. These circumstances may include but are not limited to:
 Insufficient details were provided in the report to enable core screening activities to
proceed (e.g., no address, family name);

Page 3

February 22, 2012

 




In an already open case, usually by the worker currently assigned to the family, to assist
in determining the appropriate response to the allegation and to assess the current
safety of the child(ren) in the home;
To help de-escalate a situation;
To verify or corroborate conflicting information provided in a report;
To avoid an unnecessary screen-in (e.g., the family needs assistance with food or to be
connected to a community service agency).

Screeners should consult their Supervisor before determining whether a home visit or office
visit is warranted. The decision to conduct a visit and the rationale for the visit must be
documented in the electronic case record.
5. Complete the 51A report by summarizing, recording and analyzing the information
gathered during the screening process. The following three factors should be considered
throughout the screening process in gathering information from collaterals, reviewing and
organizing family and case history information, and in determining a screening outcome: 1.)
What’s working well for the family with regards to child safety; 2.) What are the concerns in
the family regarding child safety; and 3.) What needs to happen to mitigate those risks and
concerns regarding child safety.
Below are three questions screeners may use to help facilitate the process of considering
the above mentioned factors:
 What’s working well?
 What are the worries?
 What needs to happen?
6. Determine the outcome and assign for a CPS response. Screeners should consult
their Supervisor when there is a question as to the appropriate screening decision.
Supervisors will approve decisions to Screen In or Screen Out a report, determine the
appropriate response, and decide upon the assignment, when applicable, to an investigation
track, Short Term Stabilization track or an initial assessment track. The Director of Areas,
Area Clinical Manager or her/his designee must approve any reports that are recommended
to be screened-out. Screening Decision Support Sessions (SDSS) may be used when needed
as a tool to support Intake supervisors and screeners in making screening decisions and
determining track assignments. The nature of these sessions will be informal and will be
conducted in a manner that facilitates and is integrated within the workflow of the Intake
Unit. The Area Program Manager or covering manager will designate a period of time each
work day to be available for these support sessions in the event they are needed by the
supervisor and/or screener.

Screening Timelines and Extended Screening
Emergency Response
Immediately after taking a reported allegation of abuse or neglect, the Screener considers
whether the case appears to be an emergency; that is, a situation in which the failure to take
immediate action would pose a threat of immediate danger to the life, health or physical safety
of the child. If there is any indication that it may be an emergency, the Screener consults with
the Supervisor. If it is determined that the report constitutes an emergency, the Supervisor
takes the necessary steps to ensure that the case is assigned for CPS Investigation Response.
The investigation must begin within 2 hours of the Department receiving the report.

Non-Emergency Response
In most situations, screening activities and decision-making can be completed within 24 hours.

Page 4

February 22, 2012

 There may, however, be circumstances when additional time will be helpful or necessary to
gather more information to determine if a report can be screened out.
Although not expected to be routine, the timeframe for completion of screening activities may
be extended for up to 3 business days from the time the report was received. Circumstances
that may lead to extended screening include, but are not limited to, more time is needed to:






Gather the necessary information to determine whether the report should be screened in or
out;
Gather the necessary information to assign the report for the appropriate CPS response
(Investigation, Assessment, or Short Term Stabilization);
Hear back from relatives or other collaterals such as health care professionals, substance
abuse providers, law enforcement and/or school personnel;
In an already open case, to work with the currently assigned social worker to obtain
necessary releases of information from the family;
Gather information about making safe contact with an adult victim, in reports involving
domestic violence.

Screeners should consult with a Supervisor to determine if decision-making could benefit from
extended screening. Screeners and/or their supervisors may, if needed, consult with their Area
Program Manager or a covering manager to make these determinations. The decision to extend
screening and the rationale must be documented in the electronic case record.

Possible Screening Outcomes
1.

Screen out an allegation of abuse or neglect when there is a determination that:









The report does not involve a child or the allegations are not within the Department’s
mandate; and/or
There is no reasonable cause to believe that a child(ren) has been or may have been
abused or neglected; and/or
The alleged perpetrator has been identified and was not a caretaker; and/or
The specific injury or incident being reported is outdated; (e.g., the information in the
report has no bearing on the current risk to the child(ren)or other children); and/or
The specific injury or condition is known to the Department and is currently being
addressed through the family’s ongoing casework; and/or
The specific injury or specific condition being reported has already been investigated
and a duplicate investigation would be unnecessarily intrusive to the family; and/or
The reporter is not credible (e.g., there is a history of unreliability from the same
reporter and/or the report includes sufficient contradictory information from collateral
contacts to make the report implausible); and/or
The reported allegation falls under the circumstances of Safe Haven and there are no
protective concerns.

All decisions to screen out a report of child abuse and/or neglect are reviewed and approved by
the Director of Areas, Area Clinical Manager and/or other designated manager. If a report is
screened out, the DCF Screener, as appropriate, may recommend a referral to another state
agency, the Children’s Behavioral Health Initiative (CBHI) or to other community services.
2.

Screen in for an Investigation response reports alleging any of the following conditions:


Fatality: Any fatality where there is suspected abuse or neglect of a child (a child is
defined as a person under 18).

Page 5

February 22, 2012

 

Sexual Abuse: Any sexual contact between a caretaker and a child which constitutes a
sexual offense under the law of the Commonwealth or any sexual contact between a
caretaker and a child under the care of that individual.



Serious Physical Abuse: The non-accidental commission of an act by a caretaker upon a
child under age 18 which results in any of the following conditions:
o Indications of possible Abusive Head Trauma/Shaken Baby Syndrome (e.g., subdural
hematoma, patichial hemorrhage, etc.);
o brain damage;
o skull or other bone fracture;
o subdural hemorrhage or hematoma;
o burns;
o dislocations or sprains;
o impairment of any organ;
o internal injuries; and/or
o serious soft tissue swelling or skin bruising depending upon the child’s age and
vulnerability, circumstances under which the injury occurred, and the number and
location of bruises.



Serious Neglect: Serious neglect is the failure by a caretaker, either deliberately or
through negligence or inability, to provide a child with minimally adequate food, clothing,
shelter, medical care, supervision, or other essential care that places the child in
danger or poses imminent risk to the child’s health and/or safety.
Examples of serious neglect:
o failure to thrive;
o young child(ren) left unsupervised;
o deplorable living conditions; and
o substance exposed newborn including positive toxicology screen at birth and/or
congenital drug addiction/dependence
o Fetal Alcohol Syndrome (FAS), or evidence of withdrawal symptoms from alcohol as
diagnosed by a qualified licensed medical professional.

3.

Screen in for an Initial Assessment response when there is information to suspect that the
child has been neglected by a caretaker, but there is no immediate danger to her/his life,
health or physical safety.
Examples of allegations that may be referred for an Initial Assessment response include:
 Neglect that does not pose an imminent danger or risk to the health and safety of a
child;
 Educational neglect;
 Medical neglect (except in emergency situations);
 Physical abuse involving the discipline of a child that did not result in serious injury;
and/or
 A single act of neglect by the caretaker that resulted in a minor injury to the child (e.g.,
failure to have monitored the child’s access to a dangerous household appliance,
leaving young children in the care of a sibling who is not mature enough to provide
responsible caretaking).

In addition, although most reports of substance addicted or positive toxicology screens on
newborns will be appropriate for the Investigation response, an Initial Assessment may be
considered when there are identified protective capacities that mitigate the safety concerns (e.g.,
there is a very involved family and/or support system or the caregiver is actively engaged in
treatment). Similarly, not all allegations involving domestic violence should automatically be

Page 6

February 22, 2012

 assigned for an Investigation. Screeners should consider the danger posed by the situation to the
child(ren) as well as any acts of protection taken by the caregiver to mitigate dangers.
Note: Allegation on an Open Case should be assigned to a DCF Investigator for either an
Investigation or Initial Assessment response.

4.

Assignment to the Short Term Stabilization (STS) Track. The STS track is designed to
further enhance DCF’s Differential Response model by formalizing our approach to strengthen
interventions with families who would benefit from short term involvement with DCF. Screening
activities and decision-making are pivotal to effective assignment to the STS track.
Allegations that have been screened in for either an Investigation or Initial Assessment
response may be assigned to the Short Term Stabilization track. Decisions about whether to
assign to the STS track will be made based on the allegations, the family’s current
circumstances, and history with the Department. Clinical discretion may be used in determining
whether reports meeting the criteria for a mandatory Investigation response should be assigned
to the Short Term Stabilization track, however, in general these cases should not be assigned for
Short Term Stabilization.
Some examples of families/circumstances that may benefit from a assignment to the STS track
include but are not limited to:
 Family crisis/sudden stress or external event that puts children at risk but may not be
related to parenting capacities (e.g., adolescent behavior issues, divorce/break-up,
isolated discipline event, supervision, unemployment, death of caretaker, etc.);
 Families for whom there is a low level of concern or a single identified issue that could
be addressed effectively with services (e.g., Medical neglect, educational neglect,
adolescent behavior issues, divorce/break-up, isolated discipline event, supervision).
 First time involvement with the Department.

Determining Assignment Track
Considerations in Determining Assignment
for Longer Term DCF Intervention

Child fatality clearly resulting from abuse
and there are other children in the home

Child near fatality clearly resulting from
abuse and alleged perpetrator is household
member

DCF History: multiple case openings, limited
periods of stability (< six months) between
re-entries; increasing severity of 51A reports,
prior TPR

Current services: no services in place and
documented history of lack of engagement;
children not visible in community; high risk
reported by collateral

Significant/extended history of substance
use/misuse with a known history of limited
treatment impact/ progress

Chronic/persistent involvement in
relationships involving domestic violence

Reports involving transition age youth who
will likely need involvement with the adult
serving system

“Chronicity” of same issue/concerns and/or
multi-generational involvement without
resolution or progress

Page 7











Considerations in Determining Assignment for
Short Term Stabilization
Referral/engagement in community services will
resolve issue that brought family to attention of DCF
(e.g., family needs housing, financial support, child
care, CBHI services, etc.)
Allegation of lower level neglect (e.g., lack of follow
thru on school, medical appointments, etc.)
Sexual abuse allegation where the caretaker is not
member of household and has no further access to
the child
First allegation of low level physical abuse of
adolescent
Positive toxicology screen at birth when mother
engaged in treatment and limited protective
concerns that can be addressed by additional
community supports
DCF History: No history; Few prior 51As; Long periods
of stability between case openings (> 6 mos.);
Current services: Current providers indicate
engagement and no/low risk; Children visible in
community.

February 22, 2012

 Examples of reports that should not be considered for a STS Track include:








Most reports that rise to the level of requiring a mandatory investigation
Any report that is filed on an open DCF case
A report that involves a chronic and persistent history of substance abuse or multiple
relationships involving domestic violence where there is a known history of interventions
with limited progress or success
A report that involves a dramatic escalation in the severity of abuse or neglect
A report in which there is an immediate concern that a C&P may need to be filed
A report involving a family that was open with the Department within the past six
months, had been open for more than a year during their most recent involvement, and
has had multiple prior case openings

Reports Received by the Hotline
A 51A report that is screened-in as an emergency investigation response by the Hotline, and
responded to by an Emergency Response Worker (ERW), will follow the current process for
completion of the Investigation and then be assigned for Comprehensive Assessment, if applicable.
Reports received by the Hotline where an ERW was dispatched will not be assigned for Short Term
Stabilization.
All 51A reports received by the Hotline when no ERW was dispatched will be transferred to the
designated Area Intake Assignment Manager. The Area Office will determine the appropriate
response, including Screen Out, Investigation or Initial Assessment and whether or not to assign to
the Short term Stabilization track.

District Attorney (DA) Referral
The Screener decides whether the information included in the report warrants a referral to the DA
(See Policy #85-012, District Attorney Referral Policy). During screening, when information is
obtained that indicates the situation requires a mandatory DA referral, the Screener initiates the
referral by informing the Area Clinical Manager, Director of Area Offices and/or her/his designee so
that the DA and local law enforcement can be notified immediately.

Allegations on Open DCF Cases
When a 51A report is received that concerns a family already involved with the Department, DCF is
required by law to carefully assess the information reported and respond accordingly.
In determining whether an allegation on an open case can be screened-out, the Screener should
consider whether or not (as needed, the screener will consult with the Social Worker and Supervisor
of the case):




The report alleges abuse or neglect that rises to the level of requiring a mandatory
Investigation response.
The report alleges a new condition that is substantially different from the original reason the
case was opened.
The allegations in the report are outside the scope of the current work with the family

Page 8

February 22, 2012

 

The family situation recently changed (e.g., a new baby was born, a new caretaker is
involved with the child, a new/previously unknown adult or child is now living in the home, a
caregiver has left treatment or changed medication, etc.).

If the report does not rise to the level requiring a mandatory Investigation, extended screening
may be helpful in these situations to determine the appropriate response. In cases where the
allegations in the report are already being satisfactorily addressed by the family or the case has
recently been assigned for a comprehensive assessment, a new Initial Assessment may not be
useful in contributing to the progressive understanding of the family’s needs and circumstances.
If it is determined that there is benefit to assigning the report for an Initial Assessment, the
report should be assigned to a DCF Investigator to conduct the Initial Assessment.
If three or more allegations are received regarding a family with a currently open case within a
three month period, the case should be referred for a Regional clinical review. If three or more
allegations are received regarding a family with a currently open case within a six month period,
the Area Clinical Manager is to be notified. Routine screening activities on the report should
continue and a decision made as to the appropriate response to this allegation.
All screening activities and decisions related to allegations on open cases must be carefully
documented in the electronic case record.

Notification
Once a report has been screened in and assigned for a CPS response, the family and mandated
reporter should be notified, in writing, about the pending Investigation or Initial Assessment by
using the appropriate letter. When a report is screened out, the Mandated Reporter should also
be notified in writing.

Reports When a Response Is in Progress or on a Case Currently Open
with DCF
If a second or subsequent report is screened-in:



During a Investigation response: The same Investigator should be assigned, with the
approval of the Director of Area Offices or their designee. *



During a CPS Initial Assessment response:
o When the subsequent report is screened-in for an Initial Assessment response,
the same worker should be assigned.
o When the subsequent report is screened-in for an Investigation response, an
Investigator is assigned to investigate the new allegation. The Investigator and
the Social Worker assigned for the Initial Assessment collaborate in completing
the responses. The outcome decision on each report will be consistent with the
response for which it was screened in (e.g., Supported/Unsupported for
Investigation, and Substantiated Concern or Unsubstantiated Minimal or No
Concern for Initial Assessment).*

* Please note that i-FamilyNet 2.0 allows for flexibility in the assignment of a report that comes
in during an Investigation or Initial Assessment that is in progress. For example, if a second
report comes in on day 12 of the investigation or Initial Assessment, and the Investigator or
Social Worker is leaving on vacation, the Area may decide to assign the new report to a
different Investigator or Ongoing Social Worker.



During comprehensive assessment or ongoing casework:
o When the report is received when a case is open for comprehensive assessment
or ongoing services and screened-in for either a Initial Assessment response or a

Page 9

February 22, 2012

 Investigation Response, an Investigator is assigned to respond to the new
allegation.



When the case is in the Short Term Stabilization Unit:
o If another allegation comes in while a 51B response is in progress, the assigned
STS Social Worker addresses both allegations.
o If an allegation comes in while in the stabilization phase, the assigned STS Social
Worker conducts the 51B response.
o The Supervisor, in consultation with a manager, has the discretion to assign the
51B response to another STS Social Worker, or to team the response, if it is
determined that there are clinical or administrative benefits to doing so.

Page 10

February 22, 2012