Child Abuse & Neglect Policies & Procedures

Purpose Statement

Kentucky Academy of Science is committed to providing a safe and supportive environment for all youth participating in its programs. This policy provides guidelines for the recognition, response, and reporting of suspected child abuse or neglect. It applies to all staff, volunteers, contractors, and parents involved in youth-serving settings. All individuals working with children are mandated reporters under Kentucky law and may not shift or delegate this responsibility to anyone else.

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Policy

Legal Duty to Report
Kentucky Revised Statute 620.030 states that any adult person who knows or has reasonable cause to believe a minor child or group of minors has been abused or exploited has a legal duty to report.
Under 922 KAR 2:090 Section 12. Reports.
“(1) The following shall be reported to the cabinet or designee and other agencies specified in this section within twenty-four (24) hours from the time of discovery:
A report of child abuse or neglect that:
Has been accepted by the cabinet in accordance with 922 KAR 1:330; and
Names a director, employee, volunteer, or other person with supervisory or disciplinary control over, or having unsupervised contact with a child in care as the alleged perpetrator;
(2) An incident of child abuse or neglect shall be reported to the cabinet pursuant to KRS 620.030.”

Where to Report

All staff must report suspected abuse or neglect. To report child abuse or neglect committed by a parent, guardian, or person exercising custodial control or supervision of a child, or abuse by a non-caretaker in cases involving human trafficking or female genital mutilation, contact the Kentucky Cabinet for Health and Family Services, Department for Community Based Services (DCBS).
Employees and volunteers shall make an initial report of suspected abuse to DCBS using one of the following methods:

• Submit a report using the online system: https://prd.webapps.chfs.ky.gov/reportabuse/home.aspx
• Call the Child Abuse Hotline at (877) 597-2331 / (877) 597-SAFE1 or (800) 752-6200

If the situation is a life-threatening emergency, call 911 immediately.
Kentucky Academy of Science will reference the Cabinet for Health and Family Services booklet on preventing child abuse and neglect as a guide when discussing and examining reasonable allegations or suspicions that a youth has been or is currently experiencing abuse or harm.
Employees and volunteers may also report suspected abuse or neglect to a local law-enforcement agency, the Kentucky State Police, the Commonwealth's Attorney, or the County Attorney.
Non-emergency reports may be submitted online at https://prd.webapps.chfs.ky.gov/reportabuse/home.aspx. Online reports are monitored from 8 a.m. to 4:30 p.m. Eastern time, Monday through Friday. Reports will not be reviewed during evenings, weekends, or state holidays.
 

Reporting Pathway for Untrained Adult Participants

Most adult participants at KAS and KJAS events — including judges, presenters, and participating scientists— will not have received formal training on this policy. Before any KAS or KJAS event involving youth under age 18, KAS will distribute a one-pager of these reporting expectations to all adult participants.
If an untrained adult participant witnesses or becomes aware of a concern involving a youth, they are encouraged to notify the KAS Executive Director or designated event staff immediately. However, Kentucky law does not require this step before reporting to DCBS. Any adult may report directly to DCBS or call 911 at any time without first notifying KAS staff.

What to Report

DCBS (Protection & Permanency) determines abuse and/or neglect through investigation. Staff should report concerns that fall into any of the following categories:
Physical Abuse: Infliction of injury, other than by accidental means, on a child by another person of any age. Examples include hitting, biting, beating, shoving, burning, pulling hair, or any non-accidental act causing bodily harm.
Sexual Abuse: Sexual assault or exploitation of a minor by an adult or between minors when there is a significant age or power differential or when coercion is used. This includes, but is not limited to touching of the breasts, genitals, or buttocks; Penetration of the anus or vagina; Oral sex; Prostitution; Sexual exploitation
Involvement of a child in pornography
Neglect: Failure of a caregiver or custodian to provide adequate care and protection. This may include:
Lack of sufficient food, shelter, medical care, clothing, or supervision
Failure to protect from hazards
Educational neglect
Psychological or Emotional Abuse: Behaviors conveying to a child that they are unsafe, worthless, unwanted, or at risk of harm. Examples include:
Verbal threats
Terrorizing
Isolating
Frequent berating
Patterns of emotional manipulation or degradation

Procedure for Making a Report to Ky Department for Community Based Services (DCBS)

Initial Responsibility
The adult staff member or volunteer who becomes aware of, or learns information that triggers the duty to report, is the person responsible for making the report.
Gathering Information
Notes capturing information or facts about the allegation should be as detailed as possible. However, it is not the responsibility of the reporter to investigate the situation. Reporters should not:

• Interview the child
• Ask leading or investigative questions
• Contact the parent, guardian, or teacher
• Confidentiality of Notes

Notes should be treated as confidential. The individual who made the notes must keep them in their possession until an official report has been filed and the incident report is completed. This ensures that notes are not tampered with or edited before the report is made. Once the report is filed and all relevant information has been transferred to the incident report, paper notes must be shredded. Electronic notes must be permanently deleted.
Information to Provide in a Report
When making a report of suspected abuse, neglect, exploitation, or dependency, it is helpful to provide:

• The child's and caretaker's name, current location, and current address
• Concerns related to the child's immediate safety
• Identity and relationship of any person believed to be responsible (if known)
• The nature, extent, and circumstance(s) of the suspected abuse or neglect
• The name, address, phone number, and email address of the reporter (if the reporter chooses to provide it)
• A word-for-word account of what the child said, without editing
• Who was present during the disclosure
• The child's emotional state, gestures, and facial expressions
• What was happening at the time of disclosure
• Description of any physical injuries, including size, shape, color, and location
• Drawings as needed to illustrate injuries

It is also helpful if the reporter can answer the following questions:
Does the reporter have firsthand knowledge of the situation or family?
Has the reporter been involved with or attempted to help the family?
Has the caretaker been responsive or resistant to previous support?

KAS Internal Documentation

The KAS Incident / Grievance Form must be completed by staff within 24 hours of learning about an alleged or confirmed incident of abuse. This document will be filed in a confidential, password-protected folder. This can be completed after a report is filed with DCBS, if a report is being filed.
The KAS Incident / Grievance Form can also be filled out for any incident of a safety or code of conduct violation.
Documentation must be factual and observational only. Emotional or subjective language should not be included. This documentation may be reviewed by individuals outside Kentucky Academy of Science who are responsible for protecting the child and conducting investigations.
Internal documentation will include:
The child's name
The staff or volunteer who learned of the alleged abuse or violation of KAS Code of Conduct
The alleged perpetrator
Date, time, and description of the incident or disclosure
Any other relevant factual information
Kentucky Academy of Science has adopted policies that outline procedures and practices intended to protect youth. Although Kentucky Academy of Science commits to making sure youth are safe and protected from abuse or exploitation, it is still possible that a staff member or volunteer could be involved in such misconduct.
Any person who has reasonable suspicion that a staff member or volunteer is involved in abuse or exploitation must notify the KAS Executive Director immediately. If the concern involves the Executive Director, contact the President of the KAS Governing Board directly. Kentucky Academy of Science staff will work together to develop a response plan and prepare a report to be made to DCBS when appropriate.
This policy and procedure is effective August 3, 2026. Updates and adjustments to policies and procedures will be applied as necessary. Changes and additions will be crafted and reviewed by Kentucky Academy of Science staff and volunteers.
 

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