Duty to Warn

Supervisor Management

Revised November 2015

Purpose for Training

In evaluating submitted DTW reports, we've identified some opportunities for improvement to ensure even better quality submissions.

The purpose for this presentation :

1. Confirm supervisors and regional directors are aware of what to check for prior to submitting the DTW report to the QAIT Director in order to ensure the best and most complete information has been included on the submitted report.

2. Identify helpful tips for improving the completion of the DTW report form that can be cascaded down to counselors.

Duty to Warn 2 updated 11/23/2015

Opportunities for Improving Submitted DTW Reports

• Approach the completion of the report in a formal manner e.g.

‒ Ensure good and correct grammar

o Use correct subject/verb agreement (“He or she” instead of “They")

o Write in complete sentences

o Use third person narrative (Avoid using “I” or “Me”)

o Always write in past tense instead of present tense

‒ Ensure words are spelled correctly

• Complete the fields on the report form correctly e.g.

‒ Always include the time the event occurred

‒ Don't duplicate the primary issue in the secondary issue field

‒ Always provide information about actions taken

• Never provide personal or identifying information e.g.

‒ Names

‒ Literal quotes

Duty to Warn 3 updated 11/23/2015

Here's What to Check for: Supervisor

Review the DTWF to ensure: • The most current version of the report form has been used (located at

Magellanmflc.org)

• All fields on the form have been correctly completed

• Spelling is accurate

• Grammar is correct

• No names or identifying information has been included

If there are any errors or missing information, the supervisor should send the report back to the counselor for correcting.

4 Duty to Warn

Supervisor forwards the report as an electronic Word document to her/his manager within 24 hours of receiving it from the counselor with

“Duty to Warn” or “DTW” in the subject line.

updated 11/23/2015

Here's What to Check for: Regional Director

Review the DTWF to ensure: • The most current version of the report form has been used (located at

Magellanmflc.org)

• All fields on the form have been correctly completed

• Spelling is accurate

• Grammar is correct

• No names or identifying information has been included

If errors are found or information is missing, the Regional Director should send the report back to the supervisor and/or counselor for correcting.

5 Duty to Warn

Regional Director forwards the report as an electronic Word document to the QAIT Director within 24 hours of receipt with

“Duty to Warn” or “DTW” in the subject line.

updated 11/23/2015

Duty to Warn 6

No names of individuals or literal quotes are included in the report.

Always include time as well as date.

Choose only one Primary Issue.

If FAP is not notified, a full sentence explanation must be provided.

Secondary issue must be different than the Primary Issue. If none, leave blank.

updated 11/23/2015

A Good DTW Report Example

Primary Issue Related to

DTW/MR:

Harm to self

Harm to others

Domestic Abuse

Child abuse/neglect

Sexual assault

Abuse/neglect of a

vulnerable adult

Secondary Issue Related to

DTW/MR:

Harm to self

Harm to others

Domestic Abuse

Child abuse/neglect

Sexual assault

Abuse/neglect of a vulnerable

adult

Duty to Warn Report Tip Sheet

Summary of Event:

Actions Taken:

Agencies/Titles of Individuals to Whom Report Made (no

names):

FAP Notified: Yes No If “No”, explain below:

General Tips: • Use good grammar and correct spelling • Abbreviate “Military & Family Life Counselor” to “MFLC.” • Use only standard military abbreviations • Keep a template of standard phrasing to assist with completing the report fields. • Review your work prior to submitting the report. Be aware that spell check could change your words erroneously. • Email the DTW Report with “DTW” or “Duty to Warn” in the subject line.

Military Status of Service Member and Installation • Even if the DTW occurs at a school, an Installation must be provided. The military sponsor’s installation is the appropriate response here. • If the DTW occurs at a summer camp, surge or on-demand event, put the name of the event instead of the installation. • If National Guard or Reserve, then the Unit must be indentified

Selecting Appropriate DTW Issue(s) Category • There can only be one Primary Issue. If there are multiple issues, one must be designated the Primary and the other(s) Secondary. • If there is a Secondary Issue, it must be a different issue than the Primary Issue. For example, if “Harm to self” is the Primary Issue, it cannot also be the Secondary Issue.

Description: Summary of Event and Actions Taken • The Summary of Event should be a brief synopsis of the Duty to Warn that occurred. It should include all essential details, but it should not include direct quotes. It should be written in past tense. • Only the titles of individuals should be included in the Summary of Event and Actions Taken sections. Names of Supervisors, POCs, and other personnel (including the name of the MFLC) should not be included. • Both the Summary of the Event and Actions Taken sections should be in complete sentences and free of grammatical errors as all DTWs are submitted to OSD.

Agencies/Titles of Individuals to Whom Report Made Section • Only the titles of individuals should be included. Names of Supervisors, POCs, and other personnel should not be included.

FAP Notified Section • If FAP is not notified, a full sentence explanation must be provided.

7 Duty to Warn

Military Status of Service

Member

Active

National Guard

Reserve

DoD Civilian Expeditionary

Workforce

Civilian (ineligible)

Installation

Unit (Guard or Reserve only)

DTW versus Mandated Reporting The same form is used to document both Duty to Warn and Mandated Reporting situations. The “Both” field should not be used and will be removed when the form is next updated.

Duty to Warn (DTW): refers to the legally mandated responsibility of a Contractor to inform third parties or authorities if a Participant poses a threat to himself or herself or to another identifiable person. The responsibilities of Duty to Warn were extended to include the review of previous records that might include a history of violent behavior. A Duty to Warn protects Contractors from prosecution from breach of confidentiality if they have reasonable suspicion that the Participant might be a danger to himself or others.

Mandated Report (MR): A report made by a mandated professional (mental health professional, teacher, childcare provider, law enforcement personnel or other persons) in accordance with local, state, and federal laws and DoD/Military Service and Reserve Component regulations and established protocols, who on the basis of their training, have reasonable cause to suspect an issue for which a mandated report is required. The following issues warrant a mandated report: domestic abuse, child abuse/neglect, sexual assault, abuse/neglect of a vulnerable adult, illegal activity, Personnel Reliability Program (PRP). Any Provider who sees a PRP Service member is mandated to report the number of PRP personnel seen to the Service member’s installation PRP Command. Failure by mandated professionals to initiate a Mandated Report can result in professional and personal penalties.

*from OSD Non-Medical Counseling Program Policy and Procedure Effective Date: 8/15/2015

Duty to Warn 8 updated 11/23/2015

Summary-Accuracy Matters

In closing, the purpose of this training was to explore the opportunity to improve our Duty to Warn documentation process by:

1. Confirming supervisors and regional directors are aware of what to check for prior to submitting the DTW report to the QAIT Director in order to ensure the best and most complete information has been included on the submitted report.

2. Identifying helpful tips for improving the completion of the DTW report form that can be cascaded down to counselors.

Duty to Warn 9 updated 11/23/2015

Summary-Accuracy Matters Cont'd

The QAIT designee ensures that complete data are entered into the Duty to Warn Monthly Report Template that will be sent to OSD, the Military Branch of Service Headquarters and other federal and state authorities. When the QAIT designee has to continuously reach out to Regional Directors for additional information or correction, this potentially delays the DTW log process.

Accuracy on the parts of the counselor, the supervisor and the Regional Director is crucial when it comes to the completion of

the DTW report.

Duty to Warn 10 updated 11/23/2015

Thank You for Your Attention