Completion and Submission of the BCIA 8583, Child Abuse or Severe Neglect Indexing Form

0070-548.17 | Revision Date: 07/01/14

Overview

This policy guide provides guidance on when a BCIA 8583, Child Abuse or Severe Neglect Indexing Form should be sent to the Department of Justice and instructions for the investigating CSW for completing the BCIA 8583.

TABLE OF CONTENTS

Policy

Reporting Substantiated Findings

Procedure

Allegation(s) is Substantiated and Perpetrator is Identified

Investigating CSW Responsibilities

Allegation(s) is Inconclusive and there are No Substantiated Allegations

Investigating CSW Responsibilities

Notifying the Perpetrator or Alleged Perpetrator of a Report to the Child Abuse Central Index (CACI)

Investigating CSW Responsibilities

Notifying the Department of Justice (DOJ) of a Correction to the Child Abuse Central Index (CACI)

Investigating CSW/DI/Case-Carrying CSW Responsibilities

SCSW Responsibilities

Approvals

Helpful Links

Forms 

Referenced Policy Guides

Statutes

Version Summary

This policy guide was updated from the 07/22/13 version, as part of the Policy Redesign, in accordance with the DCFS Strategic Plan.

POLICY

Reporting Substantiated Findings

When a child abuse/neglect investigation concludes with a substantiated finding in the categories of sexual abuse, physical abuse, severe neglect, emotional/mental abuse or exploitation, the investigating CSW is responsible for forwarding the BCIA 8583, Child Abuse or Severe Neglect Form to the Department of Justice (DOJ). In turn, the DOJ records this information in the Child Abuse Central Index (CACI). 

 

The Department of Justice does not require notice of allegations of general neglect, or when the allegations are concluded as unfounded or inconclusive. If a report has previously been filed which subsequently proves to be unfounded, the DOJ shall be notified in writing of that fact and shall not retain the report.

 

DCFS is required to notify the known or suspected child abuser when his or her name is reported to the DOJ and the CACI. The (alleged) perpetrator must be sent a SOC 832, SOC 833, and SOC 834 whenever their name is submitted to the DOJ on the SS 8583. This letter must be sent within 5 business days of the submission of the SS 8583 to DOJ. 

 

DCFS cannot forward a report to the DOJ unless it has conducted an active investigation and determined that the report is substantiated. If a CSW has not been able to locate the family, the CSW has not completed an active investigation, and therefore cannot submit the BCIA 8583, Child Abuse or Severe Neglect Indexing Form to DOJ.

 

The ERCP CSW is responsible for completing and submitting the BCIA 8583 when he or she investigates a referral and closes it at ERCP.  If an ERCP CSW conducts the initial investigation of the allegation and sends the referral to the regional office as a follow-up or placement/replacement, the regional ER CSW will complete and submit the BCIA 8583. Only substantiated dispositions are to be reported to the DOJ.

 

CSWs are no longer required to send the BCIA 8583 to Law Enforcement or the District Attorney after completing an investigation because both agencies can obtain the disposition of the allegations via E-SCARs.

Back to Policy

PROCEDURE

Allegation(s) is Substantiated and Perpetrator is Identified

Investigating CSW Responsibilities

  1. Complete and print a BCIA 8583 in CWS/CMS for each known or suspected child abuser.

 

  1. Complete the following steps:
  1. Indicate that an Initial Report is being submitted by checking the appropriate box at the top of the form.
  1. Section A. “Submitting Agency.” This information will pre-populate.
  1. Section B, Block 2.
  1. Indicate the date of the report and the finding of the allegation as “substantiated.”
  1. Indicate the date of the incident and select the type of abuse.
  1. Section C, Amended Report Information.
  1. Section D, Involved Parties.

 

  1. Submission of the BCIA varies based on the type of referral:

 

Type of Referral

BCIA 8583

Referral with a Substantiated and an Inconclusive Allegation.

(BCIA 8583 will automatically list both the substantiated and inconclusive allegations under “Type of Abuse” and the victims and suspects for both substantiated and inconclusive allegations.)

  • Before submitting the BCIA 8583, CSWs must manually:
  • Delete the “Inconclusive Allegation” listed under “Type of Abuse.”
  • Remove the name(s) of the victim(s) and suspect(s) for the inconclusive allegation listed in the report before it is sent to the DOJ.

Referral with more than one allegations and the disposition is substantiated for all of the allegations, and the allegations have the same suspects.

  • Create one BCIA 8583.

Referral with more than one allegation, and the disposition is substantiated for all of the allegations but the suspects are not the same.

  • Create a separate BCIA 8583 for each suspect.
  • CWS/CMS will automatically populate a separate BCIA 8583 for each suspect.

 

  1. Print the BCIA 8583 and forward a copy or the copies of the BCIA 8583 to clerical support staff for submission to the Department of Justice within 5 days of the determination.

Back to Procedure

Allegation(s) is Inconclusive and there are No Substantiated Allegations

Since CWS/CMS generates the BCIA 8583 for every referral, a Cross Report Notebook in which an inconclusive allegation is recorded must also be generated in order to close the referral.

Investigating CSW Responsibilities

  1. Create a Cross Report Notebook for the BCIA 8583 and select the checkmark “Cross Report Not Sent.”

Back to Procedure

Notifying the Perpetrator or Alleged Perpetrator of the Report to the Child Abuse Central Index (CACI)

Investigating CSW Responsibilities

  1. Complete and print the SOC 832, SOC 833, and SOC 834 for each known or suspected child abuser within 5 business days of the submission of the BCIA 8583 to the DOJ, to list an individual on the CACI.

 

  1. Forward a copy of the SOC 832, SOC 833 and SOC 834 to clerical support staff to mail the forms to the individuals last known address, or any other address known by the DCFS where the notice and request for grievance are most likely to be received by the individual.

 

  1. Record the mailing of the SOC 832, SOC 833 and SOC 834 in the Contact Notebook of the referral. 

 

  1. If the known or suspected child abuser contacts the CSW to dispute the submission of his or her name to the Department of Justice, follow instructions for CACI Review Hearings

Back to Procedure

Notifying the Department of Justice (DOJ) of a Correction to the Child Abuse Central Index (CACI)

 

Instances when an amended BCIA 8583 is required include, but are not limited to, circumstances where the Juvenile Court has determined that the allegations which prompted the submission of the BCIA 8583 to the DOJ were unfounded (i.e., the specific allegation was stricken from the petition or a petition was dismissed after the successful completion of a 360(b) case plan). In these situations, the Dependency Investigator will complete and submit the amended BCIA 8583.

 

In the event that the Juvenile Court dismisses a petition pursuant to Welfare and Institutions Code Section 301 or 360, the Dependency Investigator is not required to submit a revised BCIA 8583 to the Department of Justice. The rationale for this decision is based on the Juvenile Court not making a finding that the abuse and/or neglect did not take place, but that it is able to be ameliorated through a program of informal (non-court) related supervision. In other words, the court has not made a determination about the facts in evidence as they normally do when a petition is dismissed following adjudication or at the request of DCFS at the PRC/Dispositional Hearing.

 

Investigating CSW/DI/Case-Carrying CSW Responsibilities

  1. Attach a copy of the original BCIA 8583 and complete Sections A & C on an amended BCIA 8583 in CWS/CMS.

 

  1. Indicate that you are submitting an Amended Report by checking the appropriate box at the top of the new BCIA 8583.

 

  1. Indicate one of the following reasons for the change:
  1. Changed to Inconclusive – A previously submitted BCIA 8583 indicated as substantiated is being reclassified to inconclusive.
  1. Now Unfounded – A previously submitted BCIA 8583 indicated as substantiated is being reclassified as unfounded.
  1. Within three business days of determining that the allegations are unfounded, submit an amended BCIA 8583.
  1. Added Additional Information – Supplementary information is being provided for a previously submitted BCIA 8583. 
  1. Cases in which subsequent child death has resulted must be reported.
  1. Corrected Report Information – Information submitted on an initial BCIA 8583 is being corrected.
  1. Underlying Investigative File No Longer Available – The agency no longer retains the underlying investigative file that supports a previously submitted BCIA 8583.
  1. Comment section – Use this area only if you are reporting amended information that relates to one victim or suspect, and there is a need to clarify which victim or suspect the amended information applies to when the initial report contained multiple victims and/or suspects.

 

  1. Forward the original BCIA 8583 and the amended BCIA 8583 to the clerical support staff for submission to the Department of Justice within 5 business days of making the change.

The BCIA 8583 forms must be mailed to:

 

Department of Justice

4949 Broadway, Room B216

Sacramento, CA 95820

 

SCSW Responsibilities

  1. Update the Allegation Notebook of the referral on CWS/CMS. Change the allegation conclusion to be consistent with the amended BCIA 8583 that is submitted to the Department of Justice.

Back to Procedure

APPROVALS

SCSW

HELPFUL LINKS

Forms

CWS/CMS

BCIA 8583, Child Abuse or Severe Neglect Indexing Form

SOC 832, Notice of Chile Abuse Central Index Listing Form

SOC 833 Grievance Procedures for Challenging Reference to the Child Abuse Central Index Form

SOC 834, Request for Grievance Hearing Form

LA Kids

SOC 832, Notice of Child Abuse Central Index Listing Form

SOC 833, Grievance Procedures for Challenging Reference to the Child Abuse Central Index Form

SOC 834, Request for Grievance Hearing Form

Referenced Policy Guides

0070-548.18, Child Abuse Central Index (CACI) Review Hearings

Statutes

Penal Code (PEN) Section 11165.1 – Defines "sexual abuse" as sexual assault or sexual exploitation.

 

PEN Section 11165.2 – In part, provides definitions for “neglect” and “severe neglect.”

 

PEN Section 11165.6 – States, in part, that "child abuse or neglect" does not include a mutual affray between minors. States that "child abuse or neglect" also does not include an injury caused by reasonable and necessary force used by a peace officer acting within the course and scope of his or her employment as a peace officer.

 

PEN Section 11165.12 – Provides, in part, definitions for an “Unfounded Report,” a “Substantiated Report,” and an “Inconclusive Report.”

 

PEN Section 11169(a)(c)(g) – States, in part, that the child welfare agency shall forward to the Department of Justice a report in writing of every case it investigates of known or suspected child abuse or severe neglect which is determined to be substantiated. An agency shall not forward a report to the Department of Justice unless it has conducted an active investigation and determined that the report is not unfounded. If a report has previously been filed which subsequently proves to be unfounded, the Department of Justice shall be notified in writing of that fact and shall not retain the report. The reports required by this section shall be in a form approved by the Department of Justice and may be sent by fax or electronic transmission. 

 

The agency must notify in writing the known or suspected child abuser that she or she has been reported to the CACI.

 

Any person listed in the CACI as of January 1, 2013, who was listed prior to reaching 18 years of age, and who is listed once in CACI with no subsequent listings, shall be removed from the CACI 10 years from the date of the incident resulting in the CACI listing.

 

PEN Section 11170 (3) & (b)(2) – States, in part “that only information from reports that are reported as substantiated shall be filed…, and all other determinations shall be removed from the central list. When a report is made…, the investigating agency, upon completion of the investigation or after there has been a final disposition in the matter, shall inform the person required to report of the results of the investigation and of any action the agency is taking with regard to the child or family.”

 

California Code of Regulations 901(a) – Provides, in part, a definition for an “Active Investigation.” States that for purposes of reporting information to the Child Abuse Central Index, the activities shall include, at a minimum: assessing the nature and seriousness of the known or suspected abuse; conducting interviews of the victim(s) and any known suspect(s) and witness(es) when appropriate and/or available; gathering and  preserving  evidence; determining  whether  the  incident  is  substantiated, inconclusive, or unfounded; and preparing a report that will be retained in the files of the investigating agency.

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