9 CAR § 40-1008. Investigative file for the administrative hearing

(a) All the investigative files involving a true determination will be uploaded into the approved document library or information management system within five (5) business days from the completion of the investigation. (b) The investigative file for any true determination will include: (1) Report to prosecuting attorney; (2) Maltreatment summary; (3) Color photographs (if applicable); (4) Media recordings (audio or video) (if applicable); (5) Screenshots of text messages pertaining to the investigation (if applicable); (6) Drug screen results and hair follicle results (if applicable); (7) Police records and mug shots (if applicable); (8) Court Connect print out (if applicable); (9) Medical records (if applicable); (10) Investigation notes; (11) Safety and Risk Assessments; and (12) Any other documentation used to gather information during the investigation (if applicable). (c) County staff will have five (5) calendar days to respond to a request from the Central Registry Unit for a copy of the investigative file or any documents that may be missing from the investigative file previously uploaded to the division’s approved document library or information management system, as applicable. (d)(1) Division of Children and Family Services Notifications Unit will issue the notices regarding true investigative determinations. (2) A copy of the return receipt verification (green card) or documentation of delivery by a process server will also be attached to the file by the division Notifications Unit via the division’s approved document library or information management system, as applicable. (e)(1) In addition, county staff must complete the Administrative Hearing Statement upon request by the DCFS Central Registry Unit for the investigative file. (2) Staff will route the Administrative Hearing Statement directly to the Office of Hearings and Appeals, with a copy to the Office of Chief Counsel attorney, if an attorney is assigned. (3) If the name of the assigned Office of Chief Counsel attorney is not known, the copy of the Administrative Hearing Statement should be sent to the County Legal Operations Coordinator. (4) If the investigative file prepared is incomplete, the Administrative Law Judge (ALJ) may grant a continuance and direct the division to make diligent inquiry to obtain the missing information and provide it to the offender.