1 UCP CENTRAL PA ABUSE/NEGLECT POLICY Consumer abuse/neglect is not tolerated under any circumstances. Intentional action or inaction of a staff member that results in abuse is prohibited. To protect the rights of the people we serve, as well as all employees, it is the policy of UCP Central PA to report and/or investigate any allegations of consumer abuse/neglect in a fair and consistent manner without undue delay. All staff members working with consumers are trained in agency policies and procedures regarding abuse/neglect. There is an initial training during new hire orientation, and each program conducts an annual retraining. After each training, employees sign a statement that they have received instruction in and understand policy and procedures. The signed statements will be kept in the employee s personal file. When consumers initially choose UCP Central PA, and annually thereafter, either the consumer or parent/guardian receives information regarding our abuse/neglect policies that includes our responsibility to notify law enforcement, a no reprisal statement assuring consumers that they will not face reprisals if they report abuse/neglect by a caregiver, and a list of agencies they can contact if they feel they have been abused/neglected. Consumers/parents/guardians sign a statement for UCP Central PA files that they have received this information. The signed statements will be kept in the consumer s file. Any employee who witnesses or has knowledge of an act of abuse or neglect is required to report this immediately to his/her program manager. Failure to do so is a serious violation of agency policy and is subject to disciplinary action, up to and including termination. Employees are protected by the agency Whistleblower policy, which guarantees no reprisals will be brought by the agency against any employee who reports abuse/neglect according to agency procedures. Upon receipt of any report of alleged consumer abuse, the Program Manager or Point Person makes all notifications required by county and state regulations. The reporting and investigative procedures for each program follow, including a checklist for each program that must be used by the designated person, to ensure timeliness, accuracy, and appropriate documentation.
2 UCP CENTRAL PA ABUSE/NEGLECT PROCEDURES Reporting and Investigation Program: CHS (chapter 6400), Alternatives (chapter 2380), Home-Based Waiver These programs receive funding through the Office of Mental Retardation and must follow Department of Public Welfare definitions and procedures. We are mandated reporters of suspected abuse occurring within our agency by employees, or outside of the agency by others. Abuse is defined as: The allegation or actual occurrence of the infliction of injury, unreasonable confinement, intimidation, punishment, mental anguish, sexual abuse or exploitation. Abuse is reported from the victim s perspective, not that of the person committing the abuse. Physical Abuse: An intentional physical act that causes or may cause physical injury to an individual, such as striking, kicking, applying noxious or potentially harmful substances or conditions to an individual. Psychological Abuse: An act, other than verbal, that may inflict emotional harm, invoke fear, or humiliate, intimidate, degrade, or demean an individual. Sexual Abuse: An act or attempted act of rape, incest, sexual molestation, sexual exploitation or sexual harassment, and inappropriate or unwanted touching of an individual by another. Verbal Abuse: Verbalizations that inflict or may inflict emotional harm, invoke fear, or humiliate, intimidate, degrade, or demean an individual. Improper or Unauthorized Use of Restraint: A restraint not approved in the consumer s individual support plan or one that is not part of the agency s emergency restraint procedure is considered unauthorized. A restraint that is intentionally applied incorrectly is considered an improper use of restraint. Neglect is defined as: The failure to obtain or provide the needed services and supports defined as necessary or otherwise required by law or regulation. This includes the failure to provide needed care such as shelter, food, clothing, attention and supervision, including leaving individuals unattended, personal hygiene, medical care, protection from health and safety hazards, and other basic treatment and necessities needed for development of physical, intellectual and emotional capacity, and well-being. Neglect includes acts that are intentional or unintentional regardless of the obvious occurrence of harm. Any person who witnesses/is notified of an incident of abuse/neglect must notify an agency Point Person and Program Manager immediately after the safety of the individuals involved has been assured. This is the case regardless of whether agency staff is directly involved in the act of abuse/neglect. The Point Person then assumes responsibility to ensure that a certified investigator is assigned and that reports are entered into HCSIS (Home Community Services Information Systems the state reporting system that tracks incidents) in the appropriate timeframe. The final report must be completed within 30 days, unless an extension has been requested and granted. The Point Person and the Incident Management Representative will work together to complete the final report.
3 Any staff accused of abuse/neglect will be suspended immediately pending the outcome of the investigation. If the abuse/neglect is founded, the accused staff will be terminated. If the abuse/neglect is unfounded or cannot be determined with certainty, then the employee will be brought back from suspension and paid for the time on suspension. The suspended staff will not be permitted to work directly with any other recipient during the investigative process. Responsibilities When Witnessing/Suspecting Abuse: The following guidelines are for staff witnessing abuse/neglect. The person who witnesses the abuse/neglect or is the first to discover or be made aware of the signs of abuse/neglect is the initial reporter. The responsibilities of the initial reporter are: 1. Respond to the situation by securing the safety of the individuals involved. 2. After ensuring the safety of the individual, immediately notify the Point Person and the Program Manager (if they are not the same person) of the incident. A list of Point Persons is located at each facility. 3. Document observations and follow through on any instructions/recommendations received from the Point Person. 4. Complete a narrative description of the incident. The Investigatory Process; 1. The Point Person assigns a Certified Investigator to investigate the abuse/neglect allegation and determine whether abuse/neglect occurred. 2. The Point Person contacts the Director of Adult Services, Director of Community Services or President/CEO in the absence of both directors, to apprise of situation and discuss appropriate authorities to notify. 3. The police are notified immediately by the Point Person, Director of Adult Services, Director of Community Services, or their designee, in the event of physical abuse, sexual abuse, or neglect. 4. The Director of Adult Services reports both the incident and the police notification through DPW s HCSIS. 5. All staff must refrain from discussing the incident with anyone except the Certified Investigator during the investigative process. Failure to do so will result in disciplinary action, up to and including termination. 6. Staff members are expected to willingly participate in any investigation. Staff members who refuse to answer questions posed by the Certified Investigator, or provide false information will be subject to disciplinary action, up to and including termination. 7. Staff may have another staff person present when meeting with the Certified Investigator; however the person cannot be employed at the site where the investigation is taking place, as that could compromise the investigation. 8. All files compiled by the Certified Investigator are the Investigator s property, and no one within the agency has access to the information contained in the files. The investigatory file is not entered into a person s personnel file. The targeted staff is not allowed access to the investigatory file. 9. The Certified Investigator submits the determination of abuse/neglect resulting from the internal investigation in a final report to HCSIS and copies the Program Manager, appropriate Director, and Human Resources. The Program Manager, Program Director, and Human Resources Director then determine what disciplinary action to take. 10. If a Certified Investigator deems that an allegation is founded, the accused employee will be terminated in all cases, regardless of perceived severity of the abuse. 11. In cases of physical abuse, sexual abuse, or neglect, both the agency and the victim receive a notification from Victims Assistance that someone from the agency will accompany the victim to the hearing and trial. UCP Central PA receives a notification of the hearing and trial and a complete police report after the verdict is rendered.
4 12. The Director of Adult Services or designee follows up with law enforcement authorities to whom the incident was reported within 30 days to verify that the reported abuse/neglect has been/is being investigated.
5 CHECKLIST ABUSE/NEGLECT REPORTING AND INVESTIGATION CHS/ALTERNATIVES/HOME-BASED WAIVER Program: Incident/Description: Date: Point Person s Initials Date Completed 1. Notification of incident by employee 2. Completed narrative description of incident by employee received 3. Assignment of incident to Certified Investigator 4. Director of Adult Services or Community Services notified 5. Law enforcement notification for physical/sexual abuse, neglect allegations 6. Suspension of staff member 7. HCSIS notification of incident and report to law enforcement 8. Internal investigation begun by Certified Investigator 9. Certified Investigator submits to in-house determination of abuse/neglect to HCSIS Program Manager Director Human Resources As Founded Unfounded Undetermined 10. Termination/Reinstatement of staff 11. Follow-up with law enforcement within 30 days to verify that allegation is being/has been investigated
6 Program: Childhood Programs The procedures for reporting and investigating are regulated by PA Child Protective Services laws and the PA Department of Public Welfare s ChildLine and Abuse Registry. We are mandated reporters of suspected abuse occurring within our agency by employees, or outside of the agency by others. Abuse is defined by Pennsylvania s Child Protective Services Law as: Non-accidental serious physical or mental injury, sexual abuse or exploitation, or serious physical neglect of children under age 18 caused by the acts or omissions of the parent or caretaker. Neglect is repeated failure to provide a child with needed care, protection and attention. Child abuse also includes any recent act, failure to act, or series of acts or failures to act by a perpetrator that creates and imminent risk of serious physical injury to or sexual abuse or exploitation of a child under age 18. Staff members within UCP Central PA s Childhood Programs are mandated reporters of child abuse. Mandated reporters, including law enforcement officials, are required by law to report suspected child abuse/neglect immediately to the ChildLine Abuse Registry*. Any mandated reporter convicted of willfully failing to report suspected child abuse faces up to a $300 fine and/or 90 days in jail for first offense**. When a child enters a Childhood program, his/her parents will be provided written notification indicating UCP Central PA s responsibilities as a mandated report. Responsibilities When Witnessing Abuse/Neglect: 1. Any staff person who witness abuse/neglect first ensures the safety of the child involved, if this is presently threatened. 2. Any staff person who witnesses abuse/neglect or has reasonable cause to suspect abuse/neglect must notify a Childhood Program Manager immediately. The Investigatory Process: 1. The Program Manager reports, by phone, the suspected abuse/neglect immediately to ChildLine and the Director of Childhood Programs, regardless of the identity of the suspected perpetrator. 2. Trained intake specialists at ChildLine forward the report to county Children and Youth and if necessary, to law enforcement for investigation***. 3. The Program Manager follows the verbal report with a written report to the investigating county Children and Youth Agency within 48 hours. The only exception to this sequence is in the case of an emergency or if the abuse is occurring in the immediate present. Under these circumstances, staff calls 911 and then follows the ChildLine procedures. 4. Once the report is made to ChildLine, UCP Central PA has no further reporting or investigative involvement.
7 5. All reports to ChildLine of sexual or physical abuse and neglect are confidential and referred to both county Children and Youth agencies and law enforcement for investigation. 6. PA law required that district attorneys and Children and Youth agencies conduct joint investigations of child abuse*. The investigation team must include a health care provider, a law enforcement official, and a county Children and Youth employee who specializes in child abuse. 7. This team files criminal charges against the perpetrator, if necessary*. 8. Any Childhood staff member accused of child abuse/neglect is suspended without pay immediately, pending the findings of the investigation. If the abuse/neglect is founded, the accused staff is terminated. If the abuse/neglect is unfounded, then the employee is brought back from suspension and paid for the time on suspension. 9. In situations in which an employee engages in a questionable interaction with a child that is deemed unfounded by Children and Youth, but the interaction is contrary to UCP Central PA s Consumer Abuse Policy, the employee may be suspending, pending an internal investigation, or terminated. This type of situation would include a staff member who exhibits frustration with a child that manifests in the rough handling of a child, but the handling does not leave a mark. 10. Within 30 days from the written report to ChildLIne, the Program Manager writes to the county Children and Youth Program, requesting a written notification of final status of the investigation (founded, indicated, or unfounded) and the services provided to protect the child. *Commonwealth of Pennsylvania, Department of Public Welfare Recognizing and Reporting Child Abuse in Pennsylvania: A Guide for Mandated Reporters. **Commonwealth of Pennsylvania, Department of Public Welfare Mandated Reporters: Professionals Who Work With Children. Publication #336. ***ChildLIne and Abuse Registry Retrieved from:
8 CHECKLIST ABUSE/NEGLECT REPORTING AND INVESTIGATION CHILDHOOD PROGRAMS Program: Incident/Description: Date: Point Person s Initials Date Completed 1. Notification of incident by employee 2. Verbal report by Program Manager to ChildLine 3. Verbal report by Program Manager to Program Director 4. Suspension of staff member 5. Written report within 48 hours by Program Manager to appropriate Children and Youth Agency 6. Termination/reinstatement of staff 7. Follow0up Written requested within 30 days to Children and youth by Program Manager for written notification of final status Founded Unfounded Indicated
9 Program: Community Services Abuse is defined as: Any act of failure to act on the part of a caregiver that results in death, serious physical or emotional harm, sexual abuse or exploitation, or presents an imminent risk of harm. Abuse is reported from the victim s perspective, not that of the person committing the abuse. We are mandated reporters of suspected abuse occurring within our agency by employees, or outside of the agency by others. Abuse includes: Physical Abuse: An intentional physical act that causes or may cause physical injury to an individual, such as striking, kicking, applying noxious or potentially harmful substances or condition to an individual. Emotional Abuse: An act or verbalization or other person that may inflict emotional harm, invoke fear, or humiliate, intimidate, degrade or demean an individual. Sexual Abuse: An act or attempted act of rape, incest, sexual molestation, sexual exploitation or sexual harassment, and inappropriate or unwanted touching of an individual by another. Financial Exploitation: An intentional act or course of conduct that results in the loss or misuse of the consumer s money or personal property. Neglect: The intentional or reckless failure to provide care and services necessary to preserve the physical and mental health, safety and welfare of the consumer. Upon entrance to the program, and annually thereafter, each consumer receives confidential written notification that: UCP Central PA is legally bound to immediately report incidents of physical or sexual abuse and neglect to local law enforcement and the appropriate regulatory agency. UCP Central PA must immediately contact the appropriate regulatory agency in other cases of abuse, such as financial and emotional. Lists various agencies that consumers may contact if they feel they are being abused or mistreated. Assures consumers that they will not face any reprisals if they report abuse/neglect by a caregiver. Responsibilities When Witnessing/Suspecting Abuse/Neglect 1. All Community Services employees, including Attendants, Service Coordinators, and Community Integration Specialists, who witness, suspect, or are notified of incidents of consumer neglect, physical, emotional, or sexual abuse, or financial exploitation immediately make a verbal report to their Program Manager. 2. The Program Manager immediately reports the incident to the Director of Community Services and completes a written Incident Report.
10 The Investigatory Process: 1. All instances of abuse in Community Services Programs alleged against a UCP Central PA employee are subject to an internal investigation. This is conducted by the relevant program Manager. 2. The internal investigation will occur within three to five days from the initial report. 3. Consumers alleging financial exploitation will be notified of their right to contact the police. 4. In all cases of physical or sexual abuse or neglect, regardless of the identity of the suspected perpetrator, the Director of Community Services verbally reports the incident immediately to local law enforcement. 5. The verbal report is followed up by a written report to law enforcement within 48 hours. 6. If charges of alleged physical or sexual abuse or neglect are against a UCP Central PA employee, the employee is suspended immediately, pending the results of the investigation. 7. In cases of emotional and financial abuse, regardless of the identity of the suspected perpetrator, the Program Manager verbally reports the allegations to the appropriate agency, such as Pennsylvania Protection and Advocacy, Area Agency on Aging, Office of Special Programs, etc., immediately. 8. The verbal report to the oversight agency is followed by a written report within 48 hours. 9. The Director of Community Services will decide whether agency employees suspected of financial exploitation should be suspended or assigned to another consumer. 10. If charges against a suspended UCP Central PA employee prove unfounded subsequent to an in-house and/or police investigation, the employee will be reinstated and assigned to a new consumer. If the charges are founded, the employee will be terminated immediately. 11. The Director of Community Services or the Program Manager involved will do follow-up within 30 days, with the agency and/or authorities notified to verify that the reported abuse/neglect has been/is being investigated.
11 Program: CHECKLIST ABUSE/NEGLECT REPORTING AND INVESTIGATION COMMUNITY SERVICES PROGRAMS Incident/Description: Date: Point Person s Initials 1. Staff notification of abuse/neglect to Program Mgr. Date Completed 2. Verbal notification of incident by Program Mgr. to Program Director. 3. Completion of written Incident Report by Program Mgr. 4. Law enforcement notification for physical/sexual abuse, neglect allegations. 5. Suspension of staff member if necessary. 6. Written report to law enforcement 48 hours after initial notification. 7. Verbal report by Program Manager to appropriate oversight agency. 8. Written follow-up report by Program Manager to appropriate oversight agency w/in 48 hours. 9. Internal investigation begun by Program Mgr. 10. Program Manager submits results of internal investigation to: Program Director Human Resources As Founded Unfounded Undetermined 11. Termination/reinstatement of staff. 12. Follow-up within 30 days with agency/authority notified to verify that report has been/is being investigated.
12 UCP Central PA Personnel Policies Amendment (Please attach to your copy of the Personnel Policies) Effective October 22, 2004, the following policy is added as a stand alone policy, although it has been included within other policies related to employees coming forward with information regarding violation of agency policies and procedures and, employee and consumer rights.) Part I Section E Policy for Protection from Retaliation ( Whistleblower Protection Policy) UCP Central PA encourages employees aware of wrongdoing or waste to make good faith reports, verbally or in writing, to the appropriate authority*. UCP Central PA is committed to protecting employees and applicants for employment from interference with making a protected disclosure or retaliation for having made a protected disclosure or for having refused to perform an illegal order. Pursuant to this policy, UCP Central PA management may not: 1. discharge, threaten or otherwise discriminate or retaliate against an employee regarding the employee s compensation, terms, conditions, location, or privileges of employment because the employee or a person acting on behalf of the employee makes a good faith report or is about toe report, verbally or in writing, to the employer or appropriate authority* an instance of wrongdoing or waste. 2. discharge, threaten, or otherwise discriminate or retaliate against an employee regarding the employee s compensation, terms, conditions, location or privileges of employment because the employee is requested by an appropriate authority to participate in an investigation, hearing or inquiry held by an appropriate authority* or in a court action. *Appropriate authority is defined as a member, officer, agent, representative or supervisory employee of the body, agency or organization; or a Federal, State or local government body, agency or organization having jurisdiction over criminal law enforcement, regulatory violations, professional conduct or ethics, or waste. It is the intention of UCP Central PA to take whatever action may be needed to prevent and correct activities that violate this policy.
13 (Consumer Sign-off) ACKNOWLEDGEMENT OF RECEIPT OF INFORMATION ON UCP CENTRAL PA S ABUSE/NEGLECT POLICIES I have received information on UCP Central PA s abuse/neglect policies. This includes: The required notification of law enforcement The no-reprisal statement assuring the consumers/parents/guardians face no reprisals for reporting abuse or neglect by a caregiver A list of agencies to contact if consumers/parents/guardians fee that consumers have been abused or neglected Consumer/Parent/Guardian Name: Consumer/Parent/Guardian Signature: Date:
14 ALTERNATIVES, CHS, HOME-BASED WAIVER INDIVIDUAL RIGHTS a. Each individual, or individual s parent, guardian, or advocate if appropriate, is informed of individual rights upon admission and annually thereafter. A statement signed and dated by the individual, the individual s parent, guardian, or advocate if appropriate, acknowledging receipt of this information upon admission and annually thereafter shall be kept in the individual s file. Each individual is encouraged to exercise h is or her individual rights. b. Individuals will not be deprived of their rights. c. Individuals are not neglected, abused, mistreated, or subjected to corporal punishment. d. Individuals who report neglect or abuse by a caregiver will not have their services discontinued or face other negative consequences for their honesty. e. Individuals are not required to participate in research projects. f. Individuals are afforded the opportunity to participate in program planning that affects them. g. Individuals have the right to receive, purchase, have and use personal property. h. Individuals have the rights to privacy in the bathroom and during personal care. i. Individuals have the right to choose and wear their own clothes. j. Individuals are permitted to receive scheduled and unscheduled visitors, and are encouraged to communicate, associate, and meet privately with their families and persons of their own choice. k. Individuals have the right to reasonable access to the telephone and the opportunity to receive and make confidential calls, with assistance when necessary. l. Individuals have the rights to be free from excessive medication. m. Individuals and their families or guardians have the right to offer comments or complaints to the facility about programming, treatment, or working conditions. n. Individuals will not be discriminated against because of their race, color, religious creed, disability, handicap, ancestry, national origin, age, or sex.
15 UCP CENTRAL PA 44 South 38 th Street Camp Hill, PA (717) UCP CENTRAL PA PARENT AGREEMENT FORM UCP Central PA s Early Intervention Program is dedicated to providing educational and therapeutic services. In order to help us provide the best services possible, we ask that everyone involved in our programs be aware of the following: 1. If you need to cancel an appointment due to illness, vacation, etc. please be sure to call the center. Likewise, our staff will contact you if there is a need for them to cancel and they will make attempts to re-schedule their cancelled appointments when schedules allow. We are required to inform service coordinators of no shows. 2. The focus of early intervention is to give families ideas of how to incorporate developmental and therapeutic activities into their daily routines. This makes it a necessity that the child s family and/or caregriver(s) be active participants during the entire session. If a child has siblings, we do our best to have them participate and be a part of the sessions since they are present and interact with the child when we are not there. 3. It is necessary for us to have a prescription from your child s physician if your child is receiving occupational and/or physical therapy. 4. Early Intervention providers in Pennsylvania are mandated reporters and by law must report suspected child abuse and neglect to Children and Youth. 5. UCP Central PA assures consumers/parents/guardians that if they report suspected child abuse or neglect by a caregiver, they will face no reprisals by UCP Central PA, such as discontinuation of services or any other negative consequences. Child s Name Parent/Guardian Date Witness Date Consumer name
16 Address Dear Consumer: It is our policy to provide to each new consumer and to all existing consumers annually, a list of agencies that you may contact if you feel you are being abused or mistreated. The list of agencies and phone numbers is attached for your use, if needed. UCP Central PA also is here for you if you need our assistance. Please do not hesitate to call us at or In addition, I want you to know that if UCP Central PA staff becomes aware that you are being subjected to sexual or physical abuse by staff or family members, they are legally required to immediately report to local law enforcement. In all other cases where you are being subjected to abuse by staff or family members, such as financial, verbal, or emotional abuse, UCP Central PA must contact the appropriate agency, such as the Office of Aging, the State Attendant Care Program, the Office of Social Programs, the Department of Public Welfare, or the Office of Mental Retardation. I also want to assure you that if you report that one of your caregivers is abusing or neglecting you, UCP Central PA will not discontinue your services or cause you other negative consequences because of your honesty. We are here to assist you so that you are safe and comfortable in your own home and community. Sincerely, Jeffrey W. Cooper President/CEO Attachment: Agency List
17 ACKNOWLEDGEMENT OF UCP CENTRAL PA ABUSE/NEGLECT POLICY AND PROCEDURES TRAINING I have been trained in and understand definitions of abuse/neglect and UCP Central PA s Abuse/Neglect Policies and Procedures. I have received the full packet defining and explaining Consumer Abuse/Neglect, Incident Management, Restrictive Procedures, Reporting Procedures, and UCP Central PA s Whistleblower policy. Employee Name: Employee Signature: Date: Trainer Signature: Date:
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