9 CAR § 100-528. Intake — Policy

(a) The Division of Youth Services shall establish and adhere to procedures regarding the intake, assessment, and placement of youth lawfully committed to its custody. (b)(1) Upon receipt of an order committing a youth to its custody, the division Intake Manager or designee shall review the commitment order to ensure the division has: (A) Proper authority to take physical custody of the youth; and (B) The information necessary to keep the youth safely and securely. (2) If additional information is needed from the committing court before taking physical custody of the youth, the division Intake Manager or designee shall: (A) Notify the court officials immediately; and (B) Provide any guidance needed to obtain the information. (c)(1) If, at any time, the division determines that it lacks the authority to take or maintain custody of a youth, the division shall immediately notify the committing court and all parties or counsel in the underlying delinquency or criminal case. (2) If the division has not yet taken physical custody of the youth, the division shall refrain from doing so until proper authority is established. (3) If the division takes physical custody of the youth before discovering the lack of proper authority, the division shall make arrangements for the safe and expedient discharge of the youth either by returning the youth to the custody of the committing county or to his or her legal custodian, unless proper authority is established before discharge can be effected. (4) The division shall not refuse to take physical custody of a youth because of missing information unless: (A) That information relates to the legal authority to hold the youth; or (B) Doing so will place the youth at risk of harm. (d)(1) Once it is determined that the commitment order and accompanying information is sufficient, the division Intake Unit shall arrange to receive the youth at the intake and assessment unit. (2) If no space is available in the intake and assessment unit, the Intake Unit staff shall arrange for the transport of the youth to another appropriate facility for secure holding until an intake and assessment bed is available. (3) Any facility used by the division for holding youth in its physical custody shall meet state standards for the residential care of juveniles, including standards established in division policy, in terms of: (A) Health and safety; (B) Supervision; (C) Security; and (D) Quality of life. (4) Every youth in division custody, regardless of where they are held, shall receive age and developmentally appropriate services with respect to: (A) Education; (B) Medical care; and (C) Mental health counseling and support. (e) Within one (1) business day of a youth’s arrival at the intake and assessment unit, the Intake Unit staff shall conduct an interview and record review to ensure the following information is included in the youth’s master case file: (1) Name; (2) Address; (3) Date of birth; (4) Sex; (5) Race or ethnicity; (6) Committing charges; (7) Legal custodian or emergency contact; (8) Committing county; (9) Committing judge; (10) Defense and prosecuting attorney names and contact information; (11) Probation officer name and contact information; (12) Social history; (13) Last school attended and grade; (14) Special medical problems or needs; (15) Special case status, such as: (A) Extended juvenile jurisdiction; (B) Criminal division commitment; (C) Sex offender status; or (D) Dual custody status; (16) Photograph; (17) Any immediate concerns or needs of the youth; and (18) A complete copy of the file-marked commitment order signed by the committing judge.