Section 2603.50  Admission Procedures


a)         Introduction

The legal authority for shelter care admissions is the Chief Judge or his designated representative.  A thoroughly planned and well organized admission process is an indispensable prerequisite to good shelter care management.


b)         Minimum Standards


1)         Legal Shelter Authority

The staff member accepting children for shelter care must determine that each is being sheltered with proper legal authority.


2)         Identity

Identity of the child being admitted must be verified.


3)         Injuries

Any injured, ill or unconscious child must not be admitted to the shelter care facility until a medical examination has been conducted by a medical doctor to determine whether shelter care or hospitalization is appropriate.  A written record of diagnosis, treatment, and medication prescribed shall accompany the child if shelter care admission approval prevails.


4)         Parental Notification

Shelter care staff shall notify the parents, guardian or other legally responsible person of the child's admission within one hour after arrival.  If it is not possible to notify any of these persons within the allotted time, efforts shall continue.   Date and time of such call and name of person notified shall be recorded.


5)         Accountability of Personal Property

Children admitted to the shelter care facility shall be provided the option of accepting personal responsibility for the safekeeping of personal property, sending the property home or having the facility accept responsibility for his/her personal property.  Each personal property item retained by the facility shall:


A)        Be listed and described in the presence of the child and a receipt shall be issued.


B)        The receipt must show the signature of the admitting staff member and the child, with the original filed in the child's personal record file and the duplicate given to the child.


C)        Children shall be allowed to wear rings, bracelets, watches, necklaces, earrings, and costume jewelry.


6)         Clothing

Youth shall be permitted to wear their own clothing while in the shelter care facility.  If the youth does not have access to clothing, or clothing is inappropriate for the season, the facility shall provide such clothing.


7)         Security of Personal Property

All personal property of the child accepted by the facility shall be securely stored until such time as release or transfer occurs.


A)        Prohibited items, e.g., firearms, controlled substances, items that could be used as weapons, and which are officially confiscated or disposed of, shall be shown on the inventory.  The superintendent is accountable for all prohibited items.


B)        Items of personal property subsequently added shall be recorded on the inventory and the person leaving the personal property shall be given a receipt.


C)        A system of strict accountability to ensure personal property security shall be established in writing.


D)        Personal clothing shall be laundered or dry cleaned, as appropriate, before storage and made ready for a child's court appearance, release or approved use during the shelter care period.


8)         Medical Screening

The admitting staff member shall observe the child for any obvious injuries or illnesses requiring immediate emergency medical care, rashes, body pests, unusual cough, high temperature, and general mental status.  The officer shall determine by questioning if the child has medical problems, such as dependence on drugs or alcohol, asthma, diabetes, epilepsy, past treatment for mental disorders, allergies, if the child is on medication, and if the child is female, if she is pregnant.


A)        The examination shall be performed in an area that ensures privacy and dignity of the individual.  The individual shall not be exposed to the view of others not specifically involved in the process.


B)        Examinations shall be conducted by a person of the same sex.


C)        Any child showing signs of or reporting unusual physical or mental distress shall be referred to health care personnel immediately.


D)        The superintendent or his designee shall question the parents, guardian or other legally responsible person as soon as contact can be made, regarding the medical history of the child, immunizations and allergies.


E)        Any serious injuries existing at the time of admission shall be photographed in color.


F)         Any evidence of child abuse shall be reported to the Illinois Department of Children and Family Services.


9)         Medication

Any medication in the possession of a child at admission shall be labeled for identification and withheld until verification of its proper use is obtained.  This determination shall be made at the earliest possible time.  In no instance shall it exceed eight hours after admission or the time interval listed on the labeled directions, whichever is less.


10)         Face Sheet and Personal Record Information

A record for each child shall be established at admission and maintained throughout the period of shelter care.  Such records shall include:


A)        Name.


B)        AKA and nicknames.


C)        Address.


D)        Age, date of birth, and sex.


E)        Parents, guardian or responsible person to notify in case of emergency, including address and telephone number (residence and employment numbers).


F)         Physical description and characteristic marks.


G)        Religion or religious affiliation.


H)        Education level and name and address of school now attending.


I)         Reason for admission.


J)         Date and time of admission and authority.


K)        Name and title of person or any agency, including any law enforcement agencies, presenting or receiving youth.


L)        Dates of previous admissions and releases.


M)       Medical record of health and physical condition at admission, during shelter care, including treatment and medication administered, and condition at release.  Medical records will be kept separately, subject to court order.


N)        Itemized record of children's cash, other valuables, and monetary expenditures and receipts while sheltered.


O)        Date and time of court shelter care order.


P)         Date of petition filing.


Q)        Date of shelter care, adjudicatory and/or dispositional hearing, including continuances.


R)        Date of temporary absences from shelter care home, authority to be absent, and destination.


S)         Social worker assigned.


T)         Probation officer assigned.


U)        Record of assigned social worker's visits.


V)        Record of misconduct and discipline administered.


W)       Date of release, including name of person and/or agency to whom released.


11)         Lice and Other Body Pests

Treatment, as directed by the facility physician, shall be initiated immediately when body pests are detected.


12)         Showers

All children must shower or bathe when admitted, except as amended by medical advice in individual cases.


13)         Room Assignment

The child shall be assigned to suitable quarters. (See Section 2603.80.)


14)         Items of Issue

Children shall be provided with clean bedding, bath towel, washcloth, necessary clothing for everyday use, pajamas, soap, toothbrush, and dentifrice.  Bedding shall consist of two sheets, flame retardant mattress, blanket(s) appropriate to the season of the year, a pillow, and pillow case.


15)         Rules and Regulations

A copy of the printed shelter care home rules and regulations in English and Spanish shall be posted in a conspicuous place readily accessible to children.


16)         Orientation

An initial orientation, conducted by the social worker or a member of the group supervisory staff, shall be conducted at time of admission and a printed copy of orientation information in English and Spanish shall be posted in a conspicuous place readily accessible to children.


17)         Orientation Content

The orientation shall include:


A)        Information pertaining to rising and retiring, meals, mail procedures, telephone privileges, visiting, correspondence, recreation, and medical care.


B)        Rules of conduct.


C)        Disciplinary procedures.


D)        Information regarding programs.


E)        Procedures for making requests or submitting complaints to staff members, judiciary or to Department of Juvenile Justice personnel.


F)         Orientation presentations shall be in written form and read to the children.  Non-English speaking children shall be given interpretive assistance.


(Source:  Amended at 12 Ill. Reg. 12405, effective October 1, 1988)