From DYS’s “02.01.01(c): Intake Procedures” Policy
The purpose of this policy is to identify the procedures for the intake of clients at any Location.
The goal of this policy is to properly and thoroughly document, assess, and orient all new clients to a location and provide them with the necessary clothing and toiletry articles.
Policy
All clients new to a Location shall undergo a thorough screening and assessment during admission to the location and receive a thorough orientation in the location’s procedures, rules, programs, and services.
Location Managers shall ensure that all personnel are trained in intake procedures.
Location personnel shall notify the Location Manager as soon as possible if abuse or mistreatment of a client being admitted for intake is apparent or suspected.
All new clients shall receive a health and dental screening within seven days of their arrival at a Location.
All clients new to the Location shall receive a program tour after intake procedures are completed.
Procedures
A. Admission
1. Location personnel shall review authorizing documents for name, age, adjudication, and offense prior to accepting clients for admission. Location personnel shall not allow the transporting personnel to leave until all about authorizing documents are resolved.
2. Location personnel shall complete an admissions record for all new clients including the following:
a. name, alias, age, sex, race, and date of birth;
b. height, weight, and hair and eye color;
c. place of birth;
d. telephone number if applicable;
e. school and grade level;
f. parent’s/guardian’s names, address, home and work numbers;
g. any medical and mental health problems;
h. documentation of screening for suicide ideation;
i. all identifying marks, scars, and tattoos; and
j. 2 photographs taken during admission (see photograph policy).
3. Location personnel shall record the following offense information:
a. admission date and time;
b. client’s number;
c. juvenile court of placement;
d. name of admitting personnel; and
e. summary of offenses including charges on police records, petitions, court orders, and bench warrant.
B. Orientation
1. Location personnel shall explain each step of the admissions procedure in a pleasant and courteous manner.
2. Location personnel of the same sex as the client shall complete the following showering procedures with the client.
a. ask the client to disrobe and label and record all personal clothing and property, its condition, and the presence of any contraband. (See personal funds and property policy)
b. look for and record any disorientation problems, substance inclusion, cuts, bruises, tattoos, and any other remarkable physical characteristics.
c. arrange any medical treatment if it appears necessary.
d. ensure that clients thoroughly wash themselves.
3. Location personnel shall provide the following toiletry articles:
a. wash cloth
b. bar of soap
c. clean towel
d. comb
e. toothbrush and toothpaste
4. Location personnel shall provide the following if clients do not wish to wear their own clothing:
a. shirt or blouse and pants or shorts
b. underwear and socks
c. pajamas and robe
d. sweatshirt
e. sneakers or boots
5. Location personnel shall record all articles provided to the client in the client’s admission file.
6. Location personnel shall provide written orientation materials and/or translations into the client’s native language. Location personnel shall assist clients in understanding the orientation manual. Completion of this orientation process is documented by a statement signed and dated by the client.
7. Location personnel shall assist clients in contacting parents/guardians when intake procedures are completed.
8. Location personnel shall provide a program tour to all clients after clients have contacted their parents/guardians.
C. Records
1. Locations shall maintain a case file on all clients including the following:
a. case number;
b. admissions records;
c. personal, medical, and legal information and history;
d. medical or mental health evaluations;
e. list of approved visitors; and
f. 2 photographs taken during admission.
2. Locations shall adhere to Department policy concerning client records.
Outcome Measures/Performance Indicators
- Client intake and admissions records are maintained at all locations, including medical and suicide risk assessment and screening.
- Toiletry and clothing articles required by clients are provided and documented.
- All clients receive a program manual, a program tour, and orientation.
From DYS’s “02.02.01(b): Treatment Plans” Policy
The purpose of this policy is to define the methods and processes used in the development of clinical treatment plans for youth receiving treatment services in residential and community programs.
The goal of this policy is to facilitate the delivery of effective treatment services for committed youth throughout a continuum of DYS programs.
Policy
The assessment of treatment needs shall be determined by a review of those risk factors that are strongly associated with re-offending behavior as they relate to the needs of each client.
Treatment plans shall coincide with needs identified in both the Service Plan and through the risk/need assessment.
The treatment plan shall be documented on a standardized treatment plan form.
Treatment plans shall contain both short and long term objectives that are measurable, and shall be reviewed monthly, and revised as often as needed.
Weekly progress notes in the client’s program record shall relate largely to those identified treatment needs as documented in the treatment plans.
Procedures
A. Definitions
1. Treatment plan: A standardized form that contains a brief assessment of the need area, measurable short and long term objectives, and the methods to be used in order to reach the stated objectives within the program.
2. Service Plan: A standardized form that contains an outline of service needs based on an assessment of risk factors associated with offending behavior.
3. Risk/Need Assessment: A standardized method of assessing and documenting the level of risk to re-offend that a client presents and the kinds of services needed to reduce the risk level.
4. Short-Term Objectives: Benchmarks that represent positive incremental achievement towards accomplishing the long term objective.
5. Long-Term Objectives: The goals to be achieved in this need area by the end of the client’s involvement with this program.
B. Administration
1. All clients, upon commitment to DYS, shall be assessed for the level of risk they present to re-offend and the type of services they need to reduce their risk level.
2. Only staff who have been trained to complete the Risk/Need Assessment shall perform these assessments.
3. The Risk/Need Assessment shall become part of the client’s record, both in the Area Office and at the Location where services are provided.
4. The findings from the Risk/Need Assessment shall be central to the development of the client’s Service Plan.
5. All need areas identified in the Risk/Need Assessment shall have a corresponding component in the treatment plan.
6. The Location Manager/designee shall be responsible for the development and implementation of the client’s treatment plan.
7. Treatment plans are to be developed within the first week of a client’s intake to a program.
8. The Treatment Plan shall contain a brief assessment of the problem area to be addressed, measurable short and long term goals, and specific interventions.
9. Treatment Plans shall be signed and dated by both the clients, the client’s parent/guardian, and the person responsible for the intervention.
C. Documentation
1. Documentation of a client’s progress on all active treatment plans shall occur weekly.
2. Treatment Plans shall be reviewed at least monthly.
3. Treatment Plans shall be revised whenever a client attains a treatment goal or a change in interventions occurs.
4. Attainment of a long term goal by a client that signifies substantial progress in a need area shall be noted on the treatment plan.
Outcome Measures/ Performance Indicators
- All Treatment Plans are documented on the standardized form.
- All risk areas that are reported to have needs have corresponding Treatment Plans.
- Weekly progress notes comment on at least one of the identified need areas.
- Treatment goals are measurable.
- Treatment Plans are reviewed monthly.
From DYS’s “02.02.05(c): Suicide Assessment in Secure Facilities” Policy
It is the policy of the Department of Youth Services to identify clients in secure facilities at risk for harming themselves, and to give staff direction in providing the correct level of supervision based on the client’s level of risk. It is the Department’s expectation that the majority of clients on a suicide watch be on an Elevated Suicide Watch or on Suicide Alert Status, and that only clients at a very high risk of attempting suicide be put on a Full Suicide Watch.
From DYS’s “02.02.07(a): Suicide Assessment at Community Placements” Policy
It is the policy of the Department of Youth Services to identify clients in Community Placements who are at risk of harming themselves, and to give staff direction in providing the correct level of supervision based on the client’s level of risk. It is the Department’s expectation that the majority of clients on a suicide watch be on an Elevated Suicide Watch or on Suicide Alert Status, and that only clients at a very high risk of attempting suicide be put on a Full Suicide Watch.
From DYS’s “02.02.06(a): Suicide Assessment in Residential Facilities” Policy
It is the policy of the Department of Youth Services to identify clients in residential facilities at risk for harming themselves, and to give staff direction in providing the correct level of supervision based on the client’s level of risk. It is the Department’s expectation that the majority of clients on a suicide watch be on an Elevated Suicide Watch or on Suicide Alert Status, and that only clients at a very high risk of attempting suicide be put on a Full Suicide Watch.
From DYS’s “02.02.04(b): Progress Reports” Policy
Progress reports shall be completed on a monthly basis to review and report on the progress of all clients who have been classified and placed in a secure treatment program.
Progress reports shall be used to ensure that client’s clinical, educational, medical, behavioral, and aftercare needs are being met.
Progress reports shall become part of a client’s record at both the location and area level.
Programs shall complete form items that concern themselves with program services and treatment progress.
From DYS’s “02.03.06(c): Youth Substance Use Assessment, Prevention and Treatment” Policy
It is the policy of DYS to enhance public safety and the health and welfare of its youth by educating all youth concerning the impact of substance use, identifying youth with substance use disorder treatment needs, ensuring youth committed to its custody receive appropriate substance use disorder treatment, and monitoring treatment plan compliance.
This policy establishes standards for the identification of and response to drug and/or alcohol use by DYS youth.
| Date published: | April 24, 2026 |
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