Kentucky Administrative Regulations, Chapter 8, Section 922 KAR 8:010 - Standards for rape crisis centers | Kentucky Administrative Regulations

Section 1. Definitions.

(1) "Cabinet" means the Cabinet for Health and Family Services.

(2) "Governing board" or "board" means a board that meets the requirements of KRS 211.604.

(3) "Mental health discipline" means the practice of:

(a) Psychology;

(b) Social work;

(c) Psychiatric nursing;

(d) Marriage and family therapy;

(e) Professional counseling; and

(f) Art therapy.

(4) "Rape crisis center", or "center", means an organization designated by the cabinet in accordance with KRS 211.600(1).

(5) "Region" means an area development district established by KRS 147A.050.

(6) "Secretary" means the secretary of the Cabinet for Health and Family Services.

(7) "Victim" means:

(a) A person of any age who has experienced:

1. Sexual violence;

2. Unwanted sexual contact; or

3. Sexual harassment;

(b) A family member of a person who has experienced:

1. Sexual violence;

2. Unwanted sexual contact; or

3. Sexual harassment; or

(c) A friend of, or other person associated with, a person who has experienced:

1. Sexual violence;

2. Unwanted sexual contact; or

3. Sexual harassment.

Section 2. Designation and Rescission of the Designation of a Rape Crisis Center.

(1) An organization funded by the cabinet to provide rape crisis services shall be the designated rape crisis center for the region in which it is located unless the secretary rescinds the designation in accordance with subsection (2) of this section.

(2) A center's designation shall be rescinded if the cabinet determines that:

(a) It failed to submit a plan and budget which substantiates that it has the capacity to provide the services specified in KRS 211.600(3), in accordance with Section 15(1) of this administrative regulation;

(b) Its plan and budget is disapproved; or

(c) It has failed to operate in accordance with a requirement of this administrative regulation.

(3) The cabinet shall notify a center in writing if the secretary rescinds the designation of the center as a regional rape crisis center. The notification shall:

(a) Specify the date the designation was rescinded;

(b) Identify the paragraph of subsection (2) of this section upon which this decision was based; and

(4) Inform the center that it may request an administrative hearing, in accordance with Section 16 of this administrative regulation, to dispute the cabinet's decision.

Section 3. Requirements for a Board.

(1) A board shall adopt written bylaws that specify the:

(a) Purpose of the center;

(b) Qualifications for board members;

(c) Types of members including:

1. Voting; and

2. Ex-officio;

(d) Procedure for selecting a member;

(e) Terms of board membership;

(f) Method of filling a vacancy;

(g) The name, responsibility, and composition of each committee;

(h) Officers and the duties of officers;

(i) Procedure for election of officers;

(j) An annual meeting date for the election of officers;

(k) Procedure for removing a member; and

(l) Quorum requirements for a board meeting.

(2) The board shall:

(a) Perform the functions specified in KRS 211.604(2);

(b) Record written minutes of each meeting of the board. The minutes shall specify the:

1. Date and place of the meeting;

2. The name of each member present;

3. Each matter discussed;

4. Each action taken; and

5. Name of the reporter;

(c) Establish the following standing committees:

1. Executive, which shall assist with board functioning;

2. Nominating, which shall assist with board member:

a. Recruitment;

b. Training; and

c. Retention;

3. Finance, which shall provide financial oversight of programming; and

4. Personnel, which shall assist with:

a. Hiring;

b. Training; and

c. Supervision of the Executive Director;

(d) Retain minutes of each board meeting for five (5) years; and

(e) Establish written policies and procedures for the center.

(3) The written policies and procedures shall include:

(a) The provision of all rape crisis services established in this administrative regulation at no cost to the victim;

(b) Procedures that preserve the confidentiality of individual client records in accordance with KRS 211.608 and other applicable law; and

(c) A requirement that a person who provides a service shall assert and maintain the privileges conferred upon that person by federal and state law applicable to:

1. The confidentiality of client records; and

2. The disclosure of personally identifying information about a victim.

(4) A board shall not contract with a member of the board to perform personal or professional services.

Section 4. Personnel Administration.

(1) A center shall establish a personnel file for each employee that shall include:

(a) An application for employment;

(b) Documentation that the employee meets the qualifications for the position the employee holds, as specified in Sections 5 and 6 of this administrative regulation;

(c) A position description that specifies the:

1. Title of the position;

2. Duties of the position; and

3. Training and experience required to qualify for the position;

(d) Documentation of completed training;

(e) Documentation of completed records checks, as required by subsection (6) of this section; and

(f) Written documentation of the employee performance evaluation once completed.

(2) A center shall establish a personnel file for each contract professional that shall include:

(a) A signed contract that specifies the:

1. Duties of the contractor; and

2. Requirement to meet applicable regulatory and contractual requirements of the rape crisis center;

(b) Documentation that the contractor meets the qualifications for the service to be provided, as specified in Sections 5 and 6 of this administrative regulation;

(c) Documentation of completed training;

(d) Documentation of completed records checks, as required by subsection (6) of this section; and

(e) Written documentation of the subcontractor performance evaluation as part of the contract renewal.

(3) A center shall establish a personnel file for each volunteer that shall include:

(a) An application;

(b) Documentation that the volunteer meets the qualifications for the position the volunteer holds, as specified in Section 6 of this administrative regulation;

(c) A position description that specifies the:

1. Title of the position;

2. Duties of the position; and

3. Training and experience required to qualify for the position;

(d) Documentation of completed training;

(e) Documentation of completed records checks, as required by subsection (6) of this section; and

(f) Written documentation of the volunteer performance evaluation once completed.

(4) The board shall establish personnel policies that govern:

(a) Attendance and leave;

(b) Compensation;

(c) Fringe benefits;

(d) Circumstances that disqualify a person from serving as:

1. An employee;

2. A contractor; or

3. A volunteer;

(e) Employee grievance procedures;

(f) Employee performance evaluations;

(g) Equal opportunity employment;

(h) A requirement for submission of documentation by an applicant that demonstrates the qualifications of the applicant;

(i) A requirement that an applicant submit documentation of a sanction previously imposed, or pending, against the applicant's license or certification; and

(j) A procedure for verifying an applicant's qualifications.

(5) Circumstances that disqualify an employee, a contract professional, or a volunteer from serving clients include the person having been:

(a) Convicted of a sex crime, as defined in KRS 17.165; or

(b) Convicted as a violent offender, as defined in KRS 17.165.

(6) A center shall conduct a criminal records check and child abuse or neglect check pursuant to 922 KAR 1:470 on:

(a) An applicant for a paid or volunteer position that includes a duty to provide services to a victim; and

(b) A prospective contractor, if the contract is to provide services to a victim.

(7) A center shall maintain a list of persons with whom it contracts to provide any client service.

(8) A contract for performance of a service or administrative function shall provide that the cabinet shall have access to the contractor's facilities, staff, and records, as necessary for the cabinet to evaluate the contractor's performance.

(9) If a center contracts for performance of client services, the contract shall specify requirements for:

(a) Individual client records;

(b) Documentation of services performed;

(c) Confidentiality of client related information;

(d) Specialized training required of the service provider concerning the treatment of victims; and

(e) The contractor's disclosure of:

1. Punitive action taken against the contractor by a licensing or certification board, prior to or during the period the contract;

2. A pending complaint that may result in punitive action against the contractor by a licensing or certification board;

3. A conviction of the contractor on a criminal charge;

4. A criminal charge currently pending against the contractor;

5. The result of an adjudicated civil action against a contractor, related to the contractor's professional practice; and

6. A pending civil action against the contractor, related to the contractor's professional practice that may result in punitive action by a licensing or certification board.

Section 5. Required Personnel.

(1) The governing board shall employ an Executive Director, who shall:

(a) Be responsible for financial management of the center;

(b) Supervise the performance of staff and volunteers;

(c) Coordinate the design and delivery of sexual violence intervention services;

(d) Fulfill other duties assigned by the governing board;

(e) Report to the board on all center activities; and

(f) Ensure that a provider of a direct client service meets requirements of the professional board with regulating authority for the provider's practice.

(2) The qualifications of an Executive Director shall be:

(a) A master's degree from an accredited college or university; or

(b) A bachelor's degree from an accredited college or university, and three (3) years of administrative experience.

(3) An Executive Director shall, in order to coordinate direct services to clients:

(a) Possess a certificate or license to practice, under the law of the Commonwealth of Kentucky, in a mental health discipline; or

(b) Employ and supervise a person who possesses a certificate or license to practice, under the law of the Commonwealth of Kentucky in a mental health discipline.

(4) The board shall employ or contract for personnel to provide the services required by KRS 211.600(3).

Section 6. Qualifications of Service Providers.

(1) A person who performs a crisis telephone service shall receive forty (40) hours of training on issues relevant to crisis intervention, including:

(a) An overview of issues related to sexual violence; and

(b) The services provided by rape crisis centers.

(2) An employee or contracted professional described in subsections (5) through (10) of this section shall complete forty (40) hours of training on sexual violence issues within three (3) months of the first day of employment.

(3) All forty (40) hours of training shall be completed prior to the performance of any client service by an employee or contracted professional who does not have at least a bachelor's degree or by a volunteer.

(4) A minimum of eight (8) hours of training shall be completed prior to the performance of any client service by an employee.

(5) An employee or contracted professional who performs a crisis counseling service shall have at least a bachelor's degree from an accredited college or university.

(6) An employee or contracted professional who performs a therapy service shall:

(a) Have a certificate or license to practice a mental health discipline under the laws of the Commonwealth of Kentucky;

(b) Have a master's degree in a mental health discipline from an accredited college or university; and

(c) Have one (1) year of counseling or clinical experience.

(7) A person who provides medical or legal advocacy services shall meet the definition of a victim's advocate established in KRS 421.570.

(8) An employee or contracted professional who coordinates volunteer services shall:

(a) Have a bachelor's degree from an accredited college or university; or

(b) A high school diploma or equivalent and five (5) years of volunteer or work experience.

(9) An employee or contracted professional who performs a public education service shall have a:

(a) Bachelor's degree from an accredited college or university; or

(b) High school diploma and at least four (4) years of applicable experience.

(10) A person who volunteers to perform a rape crisis center service shall at a minimum:

(a) Be eighteen (18) years of age;

(b) Have a high school diploma or equivalent;

(c) Complete forty (40) hours of training on issues related to sexual violence prior to service provision to clients; and

(d) Meet the definition of a victim's advocate established in KRS 421.570.

(11) The qualifications specified in subsections (5) through (10) of this section shall not apply to an employee hired or a contractor engaged prior to the effective date of this administrative regulation if the employee or contractor meets the requirements that were in effect at the time the employee was hired or the contractor was engaged.

Section 7. Requirements for Crisis Services.

(1) A rape crisis center shall assure that the following crisis services are available to a victim twenty-four (24) hours a day, seven (7) days a week:

(a) A toll-free crisis telephone service to include:

1. A text telephone capacity;

2. Equivalent assistive technology for the deaf and hard of hearing; or

3. Language accessibility assistance.

(b) Crisis intervention services.

(2) A victim who calls the crisis telephone service shall not be required to provide self-identifying information.

(3) A center shall establish policies and procedures for the operation of the crisis telephone service, as required by subsection (1)(a) of this section that specify conditions under which an employee or volunteer who answers a crisis call shall contact a supervisor.

(4) The policies and procedures shall require that a supervisor be contacted if:

(a) A caller seems to present a danger to self or others;

(b) A caller is in danger; or

(c) The intervention of law enforcement may be appropriate.

(5) A person who responds to a crisis telephone call outside the center's regular business hours shall inform supervisory staff by the close of business on the following business day.

(6) A call that alleges or provides evidence of abuse, neglect, or exploitation shall be reported in accordance with:

(a) KRS 620.030, if applicable; or

(b) KRS 209.030, if applicable.

(7) The center shall document each crisis telephone call in a log. Documentation shall include:

(a) The time, date, and purpose of the call;

(b) The name of the caller if given voluntarily;

(c) A referral made as a result of the call, if any; and

(d) Other action recommended by the employee or volunteer who answered the call, if any.

(8) Face-to-face crisis counseling services shall be:

(a) Provided by a staff member with a minimum of a bachelor's degree; and

(b) Available during the regular business hours of the center and, at other hours, by appointment.

Section 8. Requirements for Mental Health and Related Support Services.

(1) Mental health and related support services shall include:

(a) Therapy;

(b) Information; and

(c) Referral services.

(2) Therapy may include:

(a) Individual psychotherapy;

(b) Family psychotherapy; and

(c) Group psychotherapy.

(3) Therapy shall be available during regular business hours of the center.

(4) A center shall maintain a record of current information about financial, medical, mental health, social services, and other resources for the referral of a victim.

Section 9. Requirements for Advocacy Services.

(1) Advocacy services shall include both legal and medical advocacy services.

(2) Advocacy services shall be available twenty-four (24) hours a day, seven (7) days a week.

(3) Advocacy services provided outside regular business hours shall be documented by the close of business on the following business day.

(4) The center shall establish a protocol for advocacy services, listing the conditions under which a person who provides advocacy services shall contact a supervisor.

(5) Legal advocacy services shall include:

(a) Accompanying a victim to a court proceeding or a meeting with law enforcement or a criminal justice agency; and

(b) Educating a victim regarding:

1. How the legal system operates; and

2. The Victims Bill of Rights specified in KRS 421.500 to 421.575.

(6) Legal advocacy services shall be limited to support and education, and shall not include offering legal advice or otherwise engaging in the practice of law, unless the service is provided by a licensed attorney;

(7) Medical advocacy services shall include:

(a) Accompanying a victim to a sexual assault forensic examination or other medical care necessitated by the sexual violence; and

(b) Educating a victim regarding:

1. Available services; and

2. Victims' rights.

Section 10. Requirements for Consultation Services.

(1) The center shall provide consultation services that may include information:

(a) Specific to a victim of sexual violence; or

(b) About the design of a program to assist a victim of sexual violence.

(2) Consultation on behalf of a victim shall be:

(a) Available twenty-four (24) hours a day, seven (7) days a week; and

(b) Provided under conditions that protect the victim's confidentiality.

(3) The center shall obtain written permission for release of information from the victim prior to disclosure of personally identifying information.

Section 11. Requirements for Public Education Services.

(1) Public education services may include:

(a) Primary prevention;

(b) Risk reduction;

(c) General information;

(d) Training programs regarding sexual violence or related issues for schools, community groups, or professionals; and

(e) Development or distribution of written materials that provide information on:

1. The spectrum of sexual violence; and

2. How to contact the center for services.

(2) Public education materials shall be prepared for an audience that is diverse in religion, race, disability, culture, and sexual orientation.

(3) A center shall evaluate its public education programs using information from education program participants.

Section 12. Client Files.

(1) A center shall document each service provided, to include:

(a) The date the service is performed;

(b) The recipient of the service;

(c) The type of service; and

(d) The name and title of the service provider.

(2) A rape crisis center shall establish a file for each victim who is provided a therapy service. The file shall include:

(a) A current service plan that identifies the services needed by the victim; and

(b) A statement of the goals for intervention.

(3) A client file shall be confidential, except as otherwise provided by law.

Section 13. Client Satisfaction and Grievances.

(1) A rape crisis center shall establish a written grievance procedure that shall:

(a) Be given to each client who comes to the center for a service;

(b) Contain a description of the services provided by the center; and

(c) Specify the procedure for filing a client grievance.

(2) A center shall evaluate, annually, the level of client satisfaction with its services, using information provided by clients.

Section 14. Monitoring.

(1) The cabinet may monitor and review programs related to:

(a) The quality of a center's services;

(b) Compliance with the requirements of this administrative regulation; and

(c) Implementation of a center's approved plan and budget.

(2) Monitoring may include:

(a) Review of client records;

(b) Review of a report submitted to the cabinet;

(c) On-site visit for technical assistance or consultation;

(d) Interviews with the following persons:

1. A center employee;

2. A contract service provider;

3. A volunteer; or

4. A victim if they agree to participate in an interview; and

(e) Investigation of a problem or complaint.

(3) A rape crisis center, and a subcontractor of a rape crisis center, shall grant the cabinet reasonable access to its facilities, staff, and records.

(4) The cabinet, in its monitoring and review in accordance with subsection (1) of this section, shall preserve the confidentiality of a client record in accordance with KRS 194A.060 and 214.185.

Section 15. Funding.

(1) An entity designated as a regional rape crisis center shall submit a budget and plan for services to the cabinet or its designee no later than ninety (90) days prior to the beginning of the period for which funds are requested.

(2) A center shall be eligible to receive state funds and other allocations from the cabinet upon the secretary's approval of a funding application submitted in accordance with subsection (1) of this section.

Section 16. Administrative Hearing Procedure.

(1) A request for an administrative hearing shall be received by the cabinet no later than thirty (30) days after the date of the notice required by Section 2(3) of this administrative regulation. The request shall:

(a) Identify the disputed decision; and

(b) State the basis on which the secretary's decision is believed to be unwarranted or erroneous.

(2) An administrative hearing shall be conducted by a hearing officer knowledgeable of cabinet policy.

(3) The administrative hearing shall be conducted in accordance with KRS Chapter 13B.

(4) A request for a hearing shall be considered abandoned if the appellant does not appear at the hearing on the scheduled date and the hearing has not been previously rescheduled.

(5) A center may withdraw a request for an administrative hearing by:

(a) Notifying the hearing officer, in writing, that the center wishes to withdraw the request; or

(b) Stating on the record, at the hearing, that the center withdraws the request.

Kentucky Administrative RegulationsTitle 922 - CABINET FOR HEALTH AND FAMILY SERVICES - DEPARTMENT FOR COMMUNITY-BASED SERVICES - PROTECTION AND PERMANENCYChapter 8 - Rape Crisis CentersSection 922 KAR 8:010 - Standards for rape crisis centers

Kentucky Administrative Regulations
Title 922 - CABINET FOR HEALTH AND FAMILY SERVICES - DEPARTMENT FOR COMMUNITY-BASED SERVICES - PROTECTION AND PERMANENCY
Chapter 8 - Rape Crisis Centers
Section 922 KAR 8:010 - Standards for rape crisis centers