Wisconsin Administrative Code
Department of Children and Families
DCF 021-99 - Safety and Permanence
Chapter DCF 52 - Residential Care Centers For Children And Youth
Subchapter II - Administration
Section DCF 52.11 - Licensee responsibilities

Universal Citation: WI Admin Code ยง DCF 52.11

Current through August 26, 2024

A licensee shall protect and promote the health, safety and welfare of children served and meet all applicable requirements under this chapter. If this chapter does not specify who should complete a task or function, the licensee shall make the necessary arrangements to achieve and maintain compliance. The licensee shall do all of the following:

(1) TABLE OF ORGANIZATION. Maintain an up-to-date table of organization showing the center's administrative and staffing structure with position titles and lines of authority.

(2) DOCUMENTATION OF STAFFING.

(a) Maintain all of the following records:
1. Written schedules of staff coverage that document the specific resident care workers and resident services case managers that worked each shift to meet the applicable staff-to-resident ratios in s. DCF 52.41(3).

2. Staff payroll records.

(b) Retain records under par. (a) for 5 years and make all records immediately available upon request of the department.

(3) OPERATION OF CENTER.

(a) Operate the center in accordance with the provisions of the center's license and in compliance with this chapter.

(b) Comply with all applicable federal, state and local laws as determined by those authorities.

(4) NOTIFICATION OF DEPARTMENT.

(a) Notify the department in writing within one week after there is a change in the person filling the center director position.

(b) Notify the department in writing before making any general change affecting center organization, administration or operation or in the center's treatment program as described in the center's program statement and operating plan under s. DCF 52.41(1). A general change is one that affects the overall structure of how a center is organized, administered or operated or in how a treatment program or approach is delivered.

(c) Notify the department in writing and receive approval from the department before serving a resident population that has different needs or disabilities than the resident population described in the agency plan under s. DCF 52.41(1) (a) 3.

(5) BONDING OF CERTAIN EMPLOYEES. Carry a bond on any staff person who has access to the center's financial accounts and on persons permitted to sign checks or manage funds.

(6) FINANCIAL RECORDS AND AUDITS.

(a) Arrange for an annual audit report by a certified public accountant in accordance with department guidelines.

Note: For further information, contact the Department of Children and Families, Bureau of Finance, 201 W. Washington Avenue, P.O. Box 8916, Madison WI 53708-8916 or 608-422-7000.

(b) Establish and maintain an accounting system that enables a residential care center program to accurately report income and disbursements by the cost categories in the cost and service report in s. DCF 52.66(1) (a).

(c) Be responsible for the secure and judicious use of the funds of the residential care center. Policies and practices shall be in accord with sound budgeting, disbursement, and audit control procedures.

(d) Maintain a system of business management and staffing to ensure complete and accurate accounts, books, and records are maintained.

(e) Provide the department with financial information about the residential care center upon request.

(7) COMMUNITY ADVISORY COMMITTEE. Make a "good faith effort" to establish and maintain a community advisory committee, pursuant to s. 48.68(4), Stats.

(8) MEETING WITH THE DEPARTMENT. Meet with the department at the department's request.

(9) KEEPING COPIES OF WRITTEN COMPLAINTS, GRIEVANCES. Keep copies of all written complaints and grievances received under ss. 48.745 and 51.61, Stats., and reports of investigations made and of resolutions of complaints and grievances.

(10) NOTIFICATION OF PARENTS AND DEPARTMENT RELATED TO RESIDENTS.

(a) Notify a resident's parent or guardian, legal custodian, placing person or placing agency and the department as soon as possible of any injury requiring the resident's hospitalization or causing the death of the resident or relocation of the resident off center licensed premises or any reported incident of abuse or neglect under s. 48.981, Stats.

(b) Report to the department on a form prescribed by the department within 24 hours after the death of a resident when reasonable cause exists to believe that the death was related to the use of a physical restraint or a psychotropic medication or was a suicide, as required under s. 48.60(5) (a), Stats.

Note: The required forms are available in the forms section of the department web site at http://dcf.wisconsin.gov or by writing or calling any field office listed in Appendix D.

Form number CFS2091, Child's Death, Serious Injury or Egregious Incident Notification

Form number CFS2146, Serious Incident Report

Form number CFS2183, Residential Care Center Statutorily Reportable Death

(11) FIRE REPORTING. Notify the department as soon as possible of any fire that requires the services of the fire department or incidents which require police intervention.

(12) INCIDENT REPORTING. Provide a report in writing to the department describing the events leading up to and including the occurrence of any incident under sub. (10) (a) or (11), within 48 hours after occurrence of the incident. The center shall retain a copy of the report.

(13) FILING PLAN WITH DEPARTMENT BEFORE CLOSING. When the center is being closed, notify and file a plan with the department at least 60 days before the closing date for the placement of center residents. The plan shall include procedures for terminating operations and time limits for notifying parents or guardians and county departments or other agencies responsible for the residents in care.

(14) OTHER NOTIFICATIONS AND REPORTING REQUIRED BY DEPARTMENT. Comply with all other notifications and reporting the department determines appropriate such as for an incident involving the death or serious injury of a resident, a serious incident involving law enforcement, a reported incident of child abuse or neglect, a suicide attempt by a resident or a medication error adversely affecting a resident.

(15) LIABILITY INSURANCE COVERAGE. Carry general and professional liability insurance coverage with limits of not less than $250,000 per person, $500,000 per occurrence for bodily injury and $100,000 for property damage.

(16) COMPLIANCE WITH PROGRAM STATEMENT AND OPERATING PLAN. Follow all policies and procedures in the center's program statement and operating plan under s. DCF 52.41(1) and as otherwise required in this chapter or required by the department to fulfill the intent of this chapter.

(17) COMPLIANCE WITH CAREGIVER BACKGROUND CHECK LAW. Ensure that the center complies with ch. DCF 12, relating to background information checks on persons who will have access to center residents, and not hire, contract with or otherwise retain a person to work in any position where the person would have direct, regular contact with residents, if the person because of a specified past action is prohibited from working with residents.

Note: Caregiver background check requirements are also in s. 48.685, Stats.

Note: Make all notifications to the department required under this subsection and send all reports and plans required under this subsection to the appropriate field office of the Division of Safety and Permanence listed in Appendix D.

(18) INSPECTIONS. Allow the department to visit and inspect the center and be given unrestricted access to the premises. During this inspection, a licensee shall provide all of the following:

(a) Any documentation of center operations requested by the department.

(b) Any resident records requested by the department.

(19) REQUESTS FOR INFORMATION. Respond promptly to requests for information from the department, a placing agency, or any other governmental agency with statutory authority to see the information.

(20) CURRENT AND ACCURATE. Ensure that information that the licensee or center staff submits to or shares with the department, a placing agency, or any other governmental agency is current and accurate.

(21) EMERGENCY PROCEDURES. Have written procedures for handling an emergency including all of the following:

(a) Calling in extra staff.

(b) Securing the assistance of law enforcement or emergency medical personnel.

(c) Alerting center staff and assigning roles and duties in response to the emergency.

(22) DISASTER PLAN.

(a) File a disaster plan with the department and any placing agency that has placed a child in the center that would allow the department or placing agency to identify, locate, and ensure continuity of services to residents under the placement and care responsibility or supervision of the placing agency who are displaced or adversely affected by a disaster. The disaster plan shall include all of the following information:
1. Where a licensee, center staff, and residents would go in an evacuation, including one location in the nearby area and one location out of the area.

2. Phone numbers, electronic mail addresses, and other contact information for the licensee.

3. A list of items that the licensee or center staff will take if evacuated, including any medication and medical equipment for residents.

4. Phone numbers the licensee will call to check in with the department and placing agency.

(b) Review the disaster plan on a quarterly basis to ensure it is current and accurate. Document the quarterly review and provide the documentation to the department upon request.

(23) DEPARTMENT MEMOS. Register to receive department memos on child welfare licensing and child welfare policy by electronic mail. A licensee shall submit a new registration if the licensee's electronic mail address changes.

Note: Sign up for Child Welfare Licensing Memos at. Sign up for Child Welfare Policy Memos at.

(24) NON-DISCRIMINATION. Ensure that the residential care center does not discriminate against a resident based on the resident's race or cultural identification, sex, sexual orientation, age, color, creed, ancestry, national origin, disability, political affiliations, or religious beliefs.

Disclaimer: These regulations may not be the most recent version. Wisconsin may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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