decision tree
step 1. pause and write down exactly what was seen and heard, in the teacher's own words
memory shifts fast. facts written in the first hour hold up. no interpretation yet, just the observable.
step 2. check the standard: is there reasonable suspicion
the legal threshold is reasonable suspicion, not proof. if a reasonable person in the same role would suspect abuse or neglect, the duty is triggered.
step 3. call the county child welfare 24-hour hotline (or law enforcement if the child is in immediate danger)
the verbal report is made by the person who observed, not the director. a supervisor can sit with the reporter for support, but cannot take the duty.
step 4. file the written report within 36 hours of the verbal report
california and most states require a written follow-up within 36 hours on the state's mandated reporter form (in california, form ss 8572).
step 5. notify the director and licensing per program policy, keeping the written report separate
the director may have parallel duties (licensing, insurance, staffing). the mandated report itself is confidential.
step 6. document everything before end of shift
date, time, exact words, actions taken, who was called, case number if given. store per program policy, not in the child's classroom file.
facts to document
- date and time observed
- exact date and time, not 'this morning'.
- location
- room, area, or transition (e.g. 'cubby area during arrival at 8:12 am').
- who else was present
- adults and children within earshot or sight. list by role or first name only.
- what was observed
- sensory facts only. what was seen, heard, smelled. no interpretation like 'seemed scared'.
- child's exact words
- in quotation marks, verbatim. if unclear, write 'sounded like...' rather than paraphrase.
- physical findings
- location on body, size, color, shape. do not photograph. do not undress the child to look.
- what was done in the moment
- what the teacher said, where the child went next, whether first aid was given.
- who has been told
- director, county hotline, licensing, if applicable. include case or reference numbers.
do not do
- • do not interview the child. one open question if the child spontaneously discloses is enough; more can compromise a later forensic interview.
- • do not promise the child confidentiality or that everything will be okay.
- • do not tell the family first when abuse or neglect is suspected. cps decides how and when family is contacted.
- • do not photograph the child or any marks.
- • do not wait for the director to decide. the duty stays with the person who observed.
- • do not write interpretations in the log. 'child had a purple mark, 2 inches, on the left cheek' not 'child had been hit'.
who to call
911
if the child is in immediate danger or needs emergency medical care
call first, then follow up with the cps hotline.
your county child welfare 24-hour hotline
to make the verbal mandated report
every california county has one. search '[county name] child abuse hotline'. keep the number posted in the classroom.
california child abuse hotline routing (if you cannot locate the county line)
will route to the correct county
the state maintains a routing line; your director or licensing analyst can provide the current number.
community care licensing (ccl) regional office
for incidents that occur in licensed care, per california ab 506 and title 22, licensing has a separate reporting requirement
your program has an assigned licensing analyst. this is separate from the cps report, not a replacement.
your program director
for support and to trigger any internal safety plan
the director supports; the mandated duty stays with the reporter.
written log template
mandated reporter log date and time observed: [date, exact time] location: [room, area, transition] observed by: [reporter name, role] others present: [names or roles] what was observed (sensory facts only): [what was seen, heard, smelled. no interpretation.] child's exact words (verbatim, in quotes): "[quote]" physical findings (if any): [location on body, size, color, shape. no photos.] what was done in the moment: [what the reporter said, where the child went next, first aid given.] prior concerns on file (if any): [reference dates and log entries.] verbal report: - called: [agency] - date/time: [date, time] - spoke with: [name, id if given] - case or reference number: [ ] written report (form ss 8572 in california) filed: - date: [within 36 hours of verbal] - copy retained: [location] director notified: [date, time, name] licensing notified: [date, time, name, if applicable] signature: ____________________ date: __________
reminder
the mandated reporter standard is reasonable suspicion, not proof. reporting in good faith is protected by law. failure to report can be a misdemeanor. the duty stays with the person who observed, even if the director says they will handle it.