1. (1) For each program it is licensed to operate, a licensee must have and adhere to comprehensive written policies and procedures that are well organized, accessible, and easy to use.

2. (2) The policies and procedures must:

   1. (a) Be separated by topic and include a table of contents;
   2. (b) Define the purpose and scope; and
   3. (c) Identify the roles and responsibilities for any staff, contractor, volunteer, or other impacted party.

3. (3) Each individual policy must include:

   1. (a) The name of the child-caring agency;
   2. (b) A consistent naming or numbering convention that corresponds to the table of contents.
   3. (c) The date the policy was approved. If the policy is revised it must reflect the date the revision was approved.
   4. (d) The name of the individual or group who approved the policy.
4. (4) Policies reviewed prior to May 1, 2026, do not need to mee the expectations of OAR 419-400-0110(2) or OAR 419-400-0110(3)

5. (5) In addition to other policies and procedures required by these rules, the policies and procedures in section (1) of this rule must include:

   1. (a) A written policy on mandatory child abuse reporting, consistent with ORS 418.257, 418.258, 419B.005, 419B.010, and 419B.015 that includes requirements that child-caring agency employees, staff, contractors, agents, and proctor foster parents do all of the following:

      1. (A) Immediately report suspected child abuse directly to the Department via the child abuse reporting hotline.
      2. (B) Receive child-caring agency-provided training on mandatory abuse reporting requirements as part of employee orientation and at least annually thereafter as described in OAR 419-400-0120.
      3. (C) Receive child-caring agency-provided training on the definitions of child abuse in ORS 418.257 and 419B.005 that apply in child-caring agencies.

   2. (b) A written policy and procedure on documenting, reporting, and saving information about critical events and other types of incidents that includes, but is not limited to:

      1. (A) What situations, circumstances, or events warrant a written report. This must include critical events (see OAR 419-400-0230(11)(b) and written notice in compliance with OAR419-400-0180 (12)(c)) but may include additional types of incidents or events that the agency tracks internally or is required to provide by other regulatory agencies.

      2. (B) What information will be included in a written report. This must include, but is not limited to, the following:

         1. (i) Description of the incident including, but not limited to, any injury, accident, or unusual incident. If the incident involves a hold or restraint, whether the child in care was injured or reported pain or injury.
         2. (ii) Whether the report meets the definition of a critical event (see OAR 419-400-0230(11)(b)).
         3. (iii) Description of the actions the child-caring agency took in response to the incident.
         4. (iv) Any children in care involved.
      3. (C) Whether and how a report will be shared. Critical events must be shared with the child-caring agency's assigned licensing coordinator (see OAR 419-400-0230(11)(b)).
      4. (D) How a report will be saved. This must include, but is not limited to, ensuring the report is placed in the individual child in care's record if applicable.

Statutory/Other Authority

ORS 409.050, ORS 418.005, ORS 418.255 & ORS 418.240

Statutes/Other Implemented

ORS 418.205 - 418.327

History

OTIS 1-2026, amend filed 04/27/2026, effective 05/01/2026
OTIS 21-2023, minor correction filed 01/18/2023, effective 01/18/2023
CWP 26-2022, renumbered from 413-215-0056, filed 11/28/2022, effective 12/01/2022
CWP 126-2018, amend filed 12/26/2018, effective 01/01/2019
CWP 57-2018, amend filed 06/29/2018, effective 06/29/2018
CWP 22-2016, f. & cert. ef. 12-1-16
CWP 12-2016(Temp), f. & cert. ef. 7-1-16 thru 12-27-16
CWP 29-2008, f. & cert. ef. 10-17-08