Ky.gov
Effective: 12/19/2025

G1.35 Alternative Methods of Communication

Legal Authority

Introduction

​​The purpose of this policy is to establish clear, respectful, and ethical communication practices that promote increased engagement with children, families, caregivers, community partners, and professionals. Effective communication is essential to building trust, ensuring the safety of children and adults, and supporting collaboration in decision-making processes.

Practice Guidance

  • ​​​​Importance of In-Person Contact
    • ​Safety assessments must be completed through required face-to-face visits.
    • The frequency and type of contact are determined by the assessed level of risk, with in-person visits serving as a standard component of ongoing monitoring.
  • ​Use of Technology and Alternative Communication Methods
    • Virtual or alternative methods of communication may support increased engagement, but they do not replace federally and statutorily mandated in-person contact.
  • ​Use of Text and Email Communication


Procedure

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  1. ​Explanation of Communication Methods
    1. ​The worker shall explain the appropriate use and limitations of each communication method available:
      1. ​Text Messaging/Email: Intended for scheduling, reminders, and brief, non-sensitive exchanges.
      2. Telephone Calls: Used for check-ins and information gathering.
      3. Virtual Visits (e.g., Zoom, Teams, FaceTime): Used to support engagement, not as a replacement for in-person contact.
  2. ​Determine Communication Preferences
    1. ​​​At the beginning of each case, and as needed thereafter, the worker shall ask all parties about their preferred methods of contact to promote ongoing engagement.
  3. ​​Notification of Recordkeeping
    1. The worker shall inform all parties that any communication between them and the department may be documented as part of the official case record, and as such, may be subject to open records requests or subpoenas.
  4. ​Assessing Privacy for Confidential Conversations
    1. ​Before initiating a confidential discussion, the worker should confirm that the individual is in a setting that supports physical privacy and emotional readiness for the conversation.
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