Protocol & Notification Requirements for Falsification of Child Welfare Records

In accordance with the Code of Colorado Regulations Volume 7.601.81, the Larimer County Department of Human Services (LCDHS) shall maintain and utilize a written protocol regarding quality assurance and investigatory processes to monitor for falsification of child welfare records in the comprehensive child welfare information system known as Trails.

Suspicion of falsification of child welfare records may come to the attention of LCDHS in various ways such as a grievance filed or as part of a supervisor’s review for quality assurance.

Upon becoming aware of an allegation of suspected falsification of child welfare records, the LCDHS Director (or designee) will be notified immediately.  Subsequent notification will be provided to the Larimer County Human Resources Department and the Larimer County Attorney’s Office, within one (1) business day.

The LCDHS Director (or designee) will determine if the employee in question should be placed on administrative leave while an assessment of the suspected falsification is completed.

Assessment of Suspected Falsification of Child Welfare Records

The personnel investigation will be conducted by the employee’s Supervisor and  the appropriate LCDHS Deputy Division Manager, overseen by the Child, Youth and Family Division Manager, and supported by the Human Resources Department, and shall be completed even when the employee subject of the investigation remains employee and on active duty, is placed on administrative leave, resigns, is terminated, or is no longer employed by Larimer County.

In accordance with Volume 7.601.81 (A), a confirmed incident of falsification of child welfare records is an incident where, after an investigation by LCDHS, it is established by a preponderance of the evidence that a person knowingly or intentionally made a false entry or falsely altered information in Trails. LCDHS considers a confirmed incident of falsification of child welfare records an ethical violation of the agency’s professional code of conduct.

If it is determined the employee will be placed on administrative leave for the purpose of investigating a suspected incident of falsification of child welfare records LCDHS will make reasonable efforts to promptly preserve evidence that a child welfare record has been falsified and supervise or restrict the employee’s access to child welfare records.

Within one (1) working day from the date the employee is place on administrative leave, in accordance with Volume 7.601.81 (B, 1), LCDHS will:

• Suspend the employee’s access to Trails,
• Suspend the employee’s access to Larimer County  Active Directory accounts (which removes access to their county-issued computer, Larimer County email, Larimer County Google Drive, OnBase, and Zoom),
• Clear all sessions for the employee’s Active Directory accounts,
• Suspend access to and collect the employee’s Larimer County issued cell phone.

Confirmed Falsification of Child Welfare Records

When LCDHS confirms an incident of falsification of child welfare records, LCDHS will complete the following notifications within the required response times in accordance with Volume 7.601.81:

• Within three (3) working days:
  • The LCDHS Director (or designee) shall provide notification to the Colorado Department of Human Services Division of Child Welfare via email.
• Within ten (10) working days:
• The LCDHS Director (or designee) shall make initial notice to the Larimer County Sheriff's Office via email and/or phone conversation. 
• The Supervisor and/or Deputy Division Manager will actively support and remain in contact with the LE investigator, providing all allowable information to support the investigation.

When LCDHS confirms an incident of falsification of child welfare records, LCDHS will correct the record(s) within Trails. The following notifications will be completed within the required response times in accordance with Volume 7.601.81:

• Within ten (10) working days:
  • If there is a Dependency and Neglect or Juvenile Delinquency court case, the County Attorney’s office will provide notification to the court of the corrected child welfare record
• Within ten (10) working days, the Deputy Division Manager (or designee) will provide notification to the parties outlined below.  The notification manner will be both the preferred contact method of the individual and the state approved notification letter which shall be mailed by first class U.S. mail to the last known address of each individual:
• Notification to the parents and guardians of the child/youth who was alleged or found to be the victim of abuse or neglect or a youth in conflict.
• Notification to the person found or alleged to be responsible for the abuse or neglect.
• Notification to the child/youth if age ten (10) years old or older.
• Notification to the legal counsel and Guardian ad Litem for the individuals involved in an open dependency and neglect or juvenile delinquency case.
• Any notice of a corrected child welfare record provided to the individuals named above shall be documented in Trails.