Part IV. Programs and Services
12VAC35-46-625. Minimum service requirements.
A. The provider shall have and implement written policies and procedures for the on-site provision of a structured program of care or treatment of residents with mental illness, mental retardation, substance abuse, or brain injury. The provision, intensity, and frequency of mental health, mental retardation, substance abuse, or brain injury interventions shall be based on the assessed needs of the resident. These interventions, applicable to the population served, shall include, but are not limited to:
1. Individual counseling;
2. Group counseling;
3. Training in decision making, family and interpersonal skills, problem solving, self-care, social, and independent living skills;
4. Training in functional skills;
5. Assistance with activities of daily living (ADL's);
6. Social skills training in therapeutic recreational activities, e.g., anger management, leisure skills education and development, and community integration;
7. Providing positive behavior supports;
8. Physical, occupational, and/or speech therapy;
9. Substance abuse education and counseling; and
10. Neurobehavioral services for individuals with brain injury.
B. Each provider shall have formal arrangements for the evaluation, assessment, and treatment of the mental health or brain injury needs of the resident.
C. The provider shall have and implement written policies and procedures that address the provision of:
1. Psychiatric care;
2. Family therapy; and
3. Staffing appropriate to the needs and behaviors of the residents served.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-630. Acceptance of children.
Children shall be accepted only by court order or by written placement agreement with legal guardians.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-640. Admission procedures.
A. The facility shall have written criteria for admission that shall include:
1. A description of the population to be served;
2. A description of the types of services offered;
3. Intake and admission procedures;
4. Exclusion criteria to define those behaviors or problems that the facility does not have the staff with experience or training to manage; and
5. Description of how educational services will be provided to the population being served.
B. The facility shall accept and serve only those children whose needs are compatible with the services provided through the facility unless a child's admission is ordered by a court of competent jurisdiction.
C. Acceptance of a child as eligible for respite care by a facility approved to provide residential respite care is considered admission to the facility. Each individual period of respite care is not considered a separate admission.
D. Each facility shall provide documentation showing proof of contractual agreements or staff expertise to provide educational services, counseling services, psychological services, medical services, or any other services needed to serve the residents in accordance with the facility's program description as defined by the facility's criteria of admission.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-650. Least restrictive programming.
Each resident shall be placed in the least restrictive level of programming appropriate to individual functioning and available services.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-660. Maintenance of resident records.
A. The provider shall maintain a separate case record for each resident in accordance with § 32.1-127.1:03 of the Code of Virginia. In addition, all correspondence and documents received by the facility relating to the care of that resident shall be maintained as part of the case record. A separate health record may be kept on each resident.
B. Each record shall be kept up to date and in a uniform manner.
C. The provider shall develop and implement a written records management policy that describes confidentiality, accessibility, security, and retention of paper and electronic records pertaining to residents, including:
1. Access, duplication, dissemination, and acquisition of resident information only to persons legally authorized according to federal and state laws;
2. Storage, processing, and handling of active and closed records;
3. Security measures to protect records from loss, unauthorized alteration, inadvertent or unauthorized access, and disclosure of information during transportation of records between service sites;
4. Strategies for service continuity and record recovery from interruptions that result from disasters or emergencies, including contingency plans, electronic or manual back-up systems, and data retrieval systems; and
5. Disposition of records in the event the facility ceases to operate.
D. The policy shall specify what information is available to the resident.
E. Active and closed records shall be kept in areas that are accessible to authorized staff and protected from unauthorized access, fire, and flood.
F. Each resident's written record shall be stored separately subsequent to the resident's discharge according to applicable statutes and regulations.
G. Case records shall be retained in their entirety for a minimum of three years after the date of discharge unless otherwise specified by state or federal requirements.
H. Entries in a resident's record shall be current, dated, and authenticated by the person making the entry. Errors shall be corrected by striking through and initialing.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-670. Record reviews.
Complete written policies and procedures for record reviews shall be developed and implemented that shall evaluate records for completeness, accuracy, and timeliness of documentation. Such policies shall include provisions for ongoing review to determine whether records contain all required service documentation, and release of information documents required by the provider.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-680. Interestate compact on the placement of children.
A. Documentation of the prior approval of the administrator of the Virginia Interstate Compact on the Placement of Children, Virginia Department of Social Services, shall be retained in the record of each resident admitted from outside Virginia. The requirements of this section shall not apply to a facility providing documentation that the administrator of the Virginia Interstate Compact has determined the facility is statutorily exempt from the compact's provisions.
B. Documentation that the provider has sent copies of all serious incident reports regarding any child placed through the Interstate Compact to the administrator of the Virginia Interstate Compact on the Placement of Children shall be kept in the resident's record.
C. No later than five days after a resident has been transferred to another facility operated by the same sponsor, the resident's record shall contain documentation that the administrator of the Virginia Interstate Compact on the Placement of Children was notified in writing of the resident's transfer.
D. No later than 10 days after discharge, the resident's record shall contain documentation that the administrator of the Virginia Interstate Compact on the Placement of Children was notified in writing of the discharge.
E. The provider shall not discharge or send out-of-state youth in the custody of out-of-state social services agencies and courts to reside with a parent, relative, or other individual who lives in Virginia without the approval of the administrator of the Virginia Interstate Compact on the Placement of Children.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-690. (Repealed.)
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; repealed, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-700. Emergency and self-admissions.
Providers accepting emergency or self-admissions shall:
1. Develop and implement written policies and procedures governing such admissions that shall include procedures to make and document prompt efforts to obtain (i) a written placement agreement signed by the legal guardian or (ii) the order of a court of competent jurisdiction;
2. Place in each resident's record the order of a court of competent jurisdiction, a written request for care, or documentation of an oral request for care; and justification of why the resident is to be admitted on an emergency basis; and
3. Clearly document in written assessment information gathered for the emergency admission that the individual meets the facility's criteria for admission.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-710. Application for admission.
A. Admission shall be based on evaluation of a screening application for admission. The requirements of this section do not apply to court-ordered placements or transfer of a resident between residential facilities located in Virginia and operated by the same sponsor.
B. Providers shall develop and fully complete prior to acceptance for care an application for admission that is designed to compile screening information necessary to determine:
1. The educational needs of the prospective resident;
2. The mental health, emotional, and psychological needs of the prospective resident;
3. The physical health needs, including the immunization needs, of the prospective resident;
4. The protection needs of the prospective resident;
5. The suitability of the prospective resident's admission;
6. The behavior support needs of the prospective resident;
7. Family history and relationships;
8. Social and development history;
9. Current behavioral functioning and social competence;
10. History of previous treatment for mental health, developmental disability, substance abuse, brain injury, and behavior problems; and
11. Medication and drug use profile, which shall include:
a. History of prescription, nonprescription, and illicit drugs taken over the six months prior to admission;
b. Drug allergies, unusual and other adverse drug reactions, and ineffective medications; and
c. Information necessary to develop an individualized service plan and a behavior support plan.
C. The resident's record shall contain a completed assessment based on information compiled from the screening application at the time of a routine admission or within 30 days after an emergency admission.
D. Each facility shall develop and implement written policies and procedures to assess each prospective resident as part of the application process to ensure that:
1. The needs of the prospective resident can be addressed by the facility's services;
2. The facility's staff is trained to meet the prospective resident's needs; and
3. The admission of the prospective resident would not pose any significant risk to (i) the prospective resident or (ii) the facility's residents or staff.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-720. Written placement agreement.
A. The facility shall develop and execute a written agreement authorizing the resident's placement, signed by a facility representative and the parent, legal guardian, or placing agency.
B. Notwithstanding the provisions of subsection A of this section, a facility that accepts an admission upon receipt of the order of a court of competent jurisdiction shall place a copy of the court order in the resident’s record.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-730. Face sheet.
A. At the time of admission, each resident's record shall include a completed face sheet that contains (i) the resident's full name, last known residence, birth date, birthplace, gender, race, social security number or other unique identifier, religious preference, and admission date; and (ii) names, addresses, and telephone numbers of the resident's legal guardians, placing agency, emergency contacts, and parents, if appropriate.
B. The provider shall update information when changes occur.
C. The face sheet for pregnant teens shall also include the expected date of delivery and the name of the hospital to provide delivery services to the resident.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-740. Initial objectives and strategies.
Within three days following admission, individualized, measurable objectives and strategies for the first 30 days shall be developed, distributed to affected staff and the resident, and placed in the resident's record.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-750. Individualized service plans and quarterly reports.
A. An individualized service plan shall be developed and placed in the resident's record within 30 days following admission and implemented immediately thereafter.
B. Individualized service plans shall describe in measurable terms the:
1. Strengths and needs of the resident;
2. Resident's current level of functioning;
3. Goals, objectives, and strategies established for the resident;
4. Projected family involvement;
5. Projected date for accomplishing each objective; and
6. Status of the projected discharge plan and estimated length of stay, except that this requirement shall not apply to a facility that discharges only upon receipt of the order of a court of competent jurisdiction.
C. The provider shall develop and implement written policies and procedures to document progress of the resident toward meeting the ISP goals and objectives that shall include the:
1. Format;
2. Frequency; and
3. Person responsible.
D. There shall be a documented quarterly review of each resident's progress 60 days following the initial individualized service plan and within each 90-day period thereafter that shall report the:
1. Resident's progress toward meeting the plan's objectives;
2. Family's involvement;
3. Continuing needs of the resident;
4. Resident's progress toward discharge; and
5. Status of discharge planning.
E. Each ISP revision and quarterly progress report shall include the date it was developed and the signature of the person responsible.
F. Staff responsible for daily implementation of the resident's individualized service plan shall be able to describe the resident's behavior in terms of the objectives in the current ISP.
G. In developing and updating the ISP and in developing the quarterly progress report, the provider shall document the involvement of the following parties unless clearly inappropriate:
1. The resident;
2. The resident's family, if appropriate, and legal guardian;
3. The placing agency; and
4. Facility staff.
H. The initial individualized service plan, each update, and all quarterly progress reports shall be distributed to the resident; the resident's family, if appropriate, legal guardian, or authorized representative; the placing agency; and appropriate facility staff.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-760. Resident transfer between residential facilities located in Virginia and operated by the same sponsor.
A. Except when transfer is ordered by a court of competent jurisdiction, the provider's receiving service or facility shall document receipt of the following at the time of the resident's transfer:
1. Documentation of advance notification to the family, if appropriate, the resident, the placement agency, and the legal guardian;
2. A written summary of the resident's progress while at the transferring facility, justification for the transfer, and the resident's current strengths and needs; and
3. A copy of the resident's record.
B. The transferring service or facility shall document the date of transfer and the name of the receiving service or facility to which the resident was transferred.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-765. Discharge.
A. The provider shall have written criteria for discharge that shall include:
1. Criteria for a resident's completing the program that are consistent with the facility's programs and services;
2. Conditions under which a resident may be discharged before completing the program; and
3. Procedures for assisting placing agencies in placing the residents should the facility cease operation.
B. The provider's criteria for discharge shall be accessible to prospective residents, legal guardians, and placing agencies.
C. The record of each resident discharged upon receipt of the order of a court of competent jurisdiction shall contain a copy of the court order.
D. Residents shall be discharged only to the legal guardian or legally authorized representative.
E. A facility approved to provide residential respite care shall discharge a resident when the legal guardian no longer intends to use the facility's services.
F. Information concerning current medications, need for continuing therapeutic interventions, educational status, and other items important to the resident's continuing care shall be provided to the legal guardian or legally authorized representative, as appropriate.
G. Unless discharge is ordered by a court of competent jurisdiction prior to the planned discharge date, each resident's record shall contain:
1. Documentation that discharge has been planned and discussed with the parent, if appropriate; legal guardian; child-placing agency; and resident; and
2. A written discharge plan.
H. Discharge summaries.
1. No later than 30 days after discharge, a comprehensive discharge summary shall be placed in the resident's record and sent to the persons or agency that made the placement. The discharge summary shall review:
a. Services provided to the resident;
b. The resident's progress toward meeting individualized service plan objectives;
c. The resident's continuing needs and recommendations, if any, for further services and care;
d. Reasons for discharge and names of persons to whom the resident was discharged;
e. Dates of admission and discharge; and
f. Date the discharge summary was prepared and the signature of the person preparing it.
2. In lieu of a comprehensive discharge summary, the record of each resident discharged upon receipt of the order of a court of competent jurisdiction shall contain a copy of the court order.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-770. Placement of residents outside the facility.
A resident shall not be placed outside the facility prior to the facility obtaining a child-placing agency license from the Department of Social Services, except as permitted by statute or by order of a court of competent jurisdiction.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-780. Case management services.
A. The program of the facility shall be designed to provide case management services. At the time of the admission of any resident, the provider shall identify in writing the staff member responsible for providing case management services. Case management services shall address:
1. Helping the resident and the parents or legal guardian to understand the effects on the resident of separation from the family and the effect of group living;
2. Assisting the resident and the family to maintain their relationships and prepare for the resident's future care;
3. Utilizing appropriate community resources to provide services and maintain contacts with such resources;
4. Helping the resident strengthen his capacity to function productively in interpersonal relationships;
5. Conferring with the child care staff to help them understand the resident's needs in order to promote adjustment to group living; and
6. Working with the resident and with the family or any placing agency that may be involved in planning for the resident's future and in preparing the resident for the return home or to another family for independent living or for other residential care.
B. The provision of case management services shall be documented in each resident's record.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-790. Therapy.
Therapy shall be provided by an individual (i) appropriately licensed by the Department of Health Professions to provide mental health therapy or counseling; or (ii) who is eligible for licensure and working under the supervision of a licensed therapist unless exempted from these requirements under the Code of Virginia.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-800. Structured program of care.
A. There shall be evidence of a structured program of care designed to:
1. Meet each resident's physical and emotional needs;
2. Provide protection, guidance, and supervision; and
3. Meet the objectives of any required individualized service plan.
B. There shall be evidence of a structured daily routine designed to ensure the delivery of program services.
C. The provider shall maintain a daily communication log to share information with staff about significant happenings or problems experienced by residents, with the identity of the person making each entry in the log recorded.
D. Health and dental complaints and injuries shall be recorded and shall include the (i) resident's name, complaint, and affected area and (ii) time of the complaint.
E. Routines shall be planned to ensure that each resident receives the amount of sleep and rest appropriate for the resident's age and physical condition.
F. Staff shall promote good personal hygiene of residents by monitoring and supervising hygiene practices each day and by providing instruction when needed.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-810. Health care procedures.
A. The provider shall implement written procedures for promptly:
1. Providing or arranging for the provision of medical and dental services for health problems identified at admission;
2. Providing or arranging for the provision of routine ongoing and follow-up medical and dental services after admission;
3. Providing emergency services for each resident; and
4. Providing emergency services for any resident in crisis, including procedures for crisis or clinical stabilization and immediate access to appropriate internal and external resources, including a provision for obtaining physician and mental health clinical services.
B. The following written information concerning each resident shall be readily accessible to staff who may have to respond to a medical or dental emergency:
1. Name, address, and telephone number of the physician and dentist to be notified;
2. Name, address, and telephone number of a relative or other person to be notified;
3. Medical insurance company name and policy number or Medicaid number;
4. Information concerning:
a. Use of medication;
b. All allergies, including medication allergies;
c. Substance abuse and use; and
d. Significant past and present medical problems; and
5. Written permission for emergency medical care, dental care, and obtaining immunizations or a procedure and contacts for obtaining consent.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-820. (Repealed.)
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; repealed, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-830. Documenting crisis intervention and clinical emergency services.
A. The provider shall develop and implement a method for documenting the provision of crisis intervention and clinical emergency services. Documentation shall include:
1. Date and time;
2. Nature of crisis or emergency;
3. Name of resident;
4. Precipitating factors;
5. Interventions or treatment provided;
6. Employees or contractors involved;
7. Outcome; and
8. Any required follow-up.
B. If a crisis or clinical emergency involves a resident who receives medical or mental health services, the crisis intervention documentation shall become part of the resident's record.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-840. Medical examinations and treatment.
A. Each child accepted for care shall have a physical examination by or under the direction of a licensed physician no earlier than 90 days prior to admission to the facility or no later than seven days following admission, except (i) the report of an examination within the preceding 12 months shall be acceptable if a child transfers from one residential facility licensed or certified by a state agency to another; and (ii) a physical examination shall be conducted within 30 days following an emergency admission if a report of physical examination is not available.
B. Within seven days of placement, each resident shall have had a screening assessment for tuberculosis as evidenced by the completion of a screening form containing, at a minimum, the elements found on the Report of Tuberculosis Screening form published by the Virginia Department of Health. The screening assessment may be no older than 30 days.
C. A screening assessment for tuberculosis shall be completed annually on each resident as evidenced by the completion of a form containing, at a minimum, the elements of the Report of Tuberculosis Screening form published by the Virginia Department of Health.
D. Each resident's health record shall include written documentation of (i) the initial physical examination; (ii) an annual physical examination by or under the direction of a licensed physician, including any recommendation for follow-up care; and (iii) documentation of the provision of follow-up medical care recommended by the physician or as indicated by the needs of the resident.
E. Each physical examination report shall include:
1. Information necessary to determine the health and immunization needs of the resident, including:
a. Immunizations administered at the time of the exam;
b. Vision exam;
c. Hearing exam;
d. General physical condition, including documentation of apparent freedom from communicable disease, including tuberculosis;
e. Allergies, chronic conditions, and handicaps, if any;
f. Nutritional requirements, including special diets, if any;
g. Restrictions on physical activities, if any; and
h. Recommendations for further treatment, immunizations, and other examinations indicated;
2. Date of the physical examination; and
3. Signature of a licensed physician, the physician's designee, or an official of a local health department.
F. A child with a communicable disease shall not be admitted unless a licensed physician certifies that:
1. The facility is capable of providing care to the child without jeopardizing residents and staff; and
2. The facility is aware of the required treatment for the child and the procedures to protect residents and staff.
G. Each resident's health record shall include written documentation of (i) an annual examination by a licensed dentist and (ii) follow-up dental care recommended by the dentist or as indicated by the needs of the resident. This requirement does not apply to respite care facilities.
H. Each resident's health record shall include notations of health and dental complaints and injuries and shall summarize symptoms and treatment given.
I. Each resident's health record shall include or document the facility's efforts to obtain treatment summaries of ongoing psychiatric or other mental health treatment and reports.
J. The provider shall develop and implement written policies and procedures that include use of standard precautions and address communicable and contagious medical conditions. These policies and procedures shall be approved by a medical professional.
K. A well-stocked first aid kit shall be maintained and readily accessible for minor injuries and medical emergencies.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-850. Medication.
A. The provider shall develop and implement written policies and procedures regarding the delivery and administration of prescription and nonprescription medications used by residents. At a minimum these policies will address:
1. Identification of the staff member responsible for routinely communicating to the prescribing physician;
2. Storage of controlled substances;
3. Documentation of medication errors and drug reactions;
4. Documentation of any medications prescribed and administered following admission;
5. Disposal of medication; and
6. Distribution of medication off campus.
B. All medication shall be securely locked and properly labeled.
C. Policies shall include training requirements necessary for employees or contractors who are authorized to administer medications. Medications shall be administered only by persons authorized to do so by the Drug Control Act (§ 54.1-3400 et seq. of the Code of Virginia).
D. Staff authorized to administer medication shall be informed of any known side effects of the medication and the symptoms of the side effects.
E. A program of medication, including over-the-counter medication, shall be initiated for a resident only when prescribed in writing by a person authorized by law to prescribe medication.
F. Medication prescribed by a person authorized by law shall be administered as prescribed.
G. A medication administration record shall be maintained of all medicines received by each resident and shall include:
1. Date the medication was prescribed;
2. Drug name;
3. Schedule for administration;
4. Strength;
5. Route;
6. Identity of the individual who administered the medication; and
7. Dates the medication was discontinued or changed.
H. In the event of a medication error or an adverse drug reaction, first aid shall be administered if indicated. Staff shall promptly contact a poison control center, pharmacist, nurse, or physician and shall take actions as directed. If the situation is not addressed in standing orders, the attending physician shall be notified as soon as possible and the actions taken by staff shall be documented.
I. Medication refusals shall be documented including action taken by staff.
J. The telephone number of a regional poison control center and other emergency numbers shall be posted on or next to each non-pay telephone that has access to an outside line in each building in which children sleep or participate in programs.
K. Syringes and other medical implements used for injecting or cutting skin shall be locked.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-860. Nutrition.
A. Each resident shall be provided a daily diet that (i) consists of at least three nutritionally balanced meals and an evening snack; (ii) includes an adequate variety and quantity of food for the age of the resident; and (iii) meets minimum nutritional requirements and the U.S. Department of Health and Human Services and U.S. Department of Agriculture Dietary Guidelines for Americans, 2005, 6th Edition.
B. Special diets shall be provided when prescribed by a physician and the established religious dietary practices of the residents shall be observed.
C. Staff who eat in the presence of the residents shall be served the same meals as the residents unless (i) a special diet has been prescribed by a physician for the staff or residents or (ii) the staff or residents are observing established religious dietary practices.
D. There shall be no more than 15 hours between the evening meal and breakfast the following day.
E. Providers shall ensure that food is available to residents who need to eat breakfast before the 15 hours have expired.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-870. Staff supervision of residents.
A. No member of the child care staff shall be on duty more than six consecutive days without a rest day, except in an emergency or as approved by the department for live-in staff.
B. Child care staff shall have an average of at least two rest days per week in any four-week period. Rest days shall be in addition to vacation time and holidays.
C. Child care staff other than live-in staff shall not be on duty more than 16 consecutive hours, except in an emergency.
D. There shall be at least one trained child care worker on duty and actively supervising residents at all times that one or more residents are present.
E. Whenever children are being supervised by staff there shall be at least one staff person present with a current basic certificate in standard first aid and a current certificate in cardiopulmonary resuscitation issued by the American Red Cross or other recognized authority.
F. Supervision policies.
1. The provider shall develop and implement written policies and procedures that address staff supervision of children including contingency plans for resident illnesses, emergencies, off-campus activities, and resident preferences. These policies and procedures shall be based on the:
a. Needs of the population served;
b. Types of services offered;
c. Qualifications of staff on duty; and
d. Number of residents served.
2. At all times the ratio of staff to residents shall be at least one staff to eight residents for facilities during the hours residents are awake, except when the department has approved or required a supervision plan with a different ratio based on the needs of the population served.
3. Providers requesting a ratio that allows a higher number of residents to be supervised by one staff person than was approved or required shall submit a justification to the department that shall include:
a. Why resident care will not be adversely affected; and
b. How residents' needs will be met on an individual as well as group basis.
4. Written policies and procedures governing supervision of residents and any justifications for a ratio deviation that allows a higher number of residents to be supervised by one staff than was approved or required shall be reviewed and approved by the department prior to implementation.
5. The supervision policies or a summary of the policies shall be provided, upon request, to the placing agency or legal guardian prior to placement.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-880. Emergency telephone numbers.
There shall be an emergency telephone number where a staff person may be immediately contacted 24 hours a day.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-890. Searches.
A. Strip searches and body cavity searches are prohibited.
B. A provider that conducts pat downs shall develop and implement written policies and procedures governing the use of pat downs providing that:
1. Pat downs shall be limited to instances where necessary to prohibit contraband;
2. Pat downs shall be conducted by personnel of the same gender as the resident being searched;
3. Pat downs shall be conducted only by personnel who are specifically trained and authorized to conduct searches by the written policies and procedures; and
4. Pat downs shall be conducted in such a way as to protect the resident's dignity in accordance with 12VAC35-115 and in the presence of one or more witnesses.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-900. Behavior support.
A. Within 30 days of admission, the provider shall develop and implement a written behavior support plan that allows the resident to self-manage his own behaviors. Each individualized behavior support plan shall include:
1. Identification of positive and problem behavior;
2. Identification of triggers for behaviors;
3. Identification of successful intervention strategies for problem behavior;
4. Techniques for managing anger and anxiety; and
5. Identification of interventions that may escalate inappropriate behaviors.
B. Individualized behavior support plans shall be developed in consultation with the:
1. Resident;
2. Legal guardian;
3. Resident's parents, if appropriate;
4. Program director;
5. Placing agency staff; and
6. Other appropriate individuals.
C. Prior to working alone with an assigned resident, each staff member shall demonstrate knowledge and understanding of that resident's behavior support plan.
D. Each provider shall develop and implement written policies and procedures concerning behavior support plans and other behavioral interventions that are directed toward maximizing the growth and development of the resident consistent with the requirements of 12VAC35-115-105.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-910. Timeout.
A. The provider shall develop and implement written policies and procedures governing the conditions under which a resident may be placed in timeout and the maximum period of timeout. The conditions and maximum period of timeout shall be based on the resident's chronological and developmental level.
B. The area in which a resident is placed shall not be locked nor the door secured in a manner that prevents the resident from opening it.
C. A resident in timeout shall be able to communicate with staff.
D. Staff shall check on the resident in the timeout area at least every 15 minutes and more often depending on the nature of the resident's disability, condition, and behavior.
E. Use of timeout and staff checks on the residents shall be documented.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-920. Prohibitions.
The following actions are prohibited:
1. Deprivation of drinking water or food necessary to meet a resident's daily nutritional needs, except as ordered by a licensed physician for a legitimate medical purpose and documented in the resident's record;
2. Limitation on contacts and visits with the resident's attorney, a probation officer, regulators, or placing agency representative;
3. Bans on contacts and visits with family or legal guardians, except as permitted by other applicable state regulations or by order of a court of competent jurisdiction;
4. Delay or withholding of incoming or outgoing mail, except as permitted by other applicable state and federal regulations or by order of a court of competent jurisdiction;
5. Any action that is humiliating, degrading, or abusive;
6. Corporal punishment;
7. Subjection to unsanitary living conditions;
8. Deprivation of opportunities for bathing or access to toilet facilities, except as ordered by a licensed physician for a legitimate medical purpose and documented in the resident's record;
9. Deprivation of health care;
10. Deprivation of appropriate services and treatment;
11. Application of aversive stimuli, except as permitted pursuant to other applicable state regulations;
12. Administration of laxatives, enemas, or emetics, except as ordered by a licensed physician or poison control center for a legitimate medical purpose and documented in the resident's record;
13. Deprivation of opportunities for sleep or rest, except as ordered by a licensed physician for a legitimate medical purpose and documented in the resident's record; and
14. Limitation on contacts and visits with advocates employed by the department or the Virginia Office for Protection and Advocacy.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-930. Pharmacological or mechanical restraints.
A. Use of mechanical restraints is prohibited except as permitted by other applicable state regulations or as ordered by a court of competent jurisdiction.
B. Use of pharmacological restraints is prohibited.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-940. Behavior interventions.
A. The provider shall develop and implement written policies and procedures for behavioral interventions consistent with the requirements of 12VAC35-115. Minimum provisions shall include rules of conduct and methods for documenting and monitoring the management of resident behavior.
B. Written information concerning the provider's behavioral support and intervention policies and procedures shall be provided prior to admission to prospective residents, legal guardians, and placing agencies. For court-ordered and emergency admissions, this information shall be provided to:
1. Residents within 12 hours following admission;
2. Placing agencies within 72 hours following the resident's admission; and
3. Legal guardians within 72 hours following the resident's admission. The requirements of this subsection do not apply when a state psychiatric hospital is evaluating a child's treatment needs as provided by the Code of Virginia.
C. When substantive revisions are made to policies and procedures governing management of resident behavior, written information concerning the revisions shall be provided to:
1. Residents prior to implementation; and
2. Legal guardians and placing agencies prior to implementation, except when a state psychiatric hospital is evaluating a child's treatment needs as provided by the Code of Virginia.
D. The provider shall develop and implement written policies and procedures governing use of physical restraint that shall comply with the requirements of 12VAC35-115.
E. All physical restraints shall be reviewed and evaluated to plan for continued staff development for performance improvement.
F. Use of physical restraint shall be limited to that which is minimally necessary to protect the resident or others as required by 12VAC35-115.
G. Trained staff members may physically restrain a resident only after less restrictive interventions.
H. Only trained staff members may manage resident behavior.
I. Each application of physical restraint shall be fully documented in the resident's record, including:
1. Date;
2. Time;
3. Staff involved;
4. Justification for the restraint;
5. Less restrictive interventions that were unsuccessfully attempted prior to using physical restraint;
6. Duration;
7. Description of methods of physical restraint techniques used;
8. Signature of the person completing the report and date; and
9. Reviewer's signature and date.
J. Providers shall ensure that restraint may only be implemented, monitored, and discontinued by staff who have been trained in the proper and safe use of restraint, including hands-on techniques.
K. The provider shall review the facility's behavior intervention techniques and policies and procedures at least annually to determine appropriateness for the population served.
L. Any time children are present, staff shall be present who have completed all trainings in behavior intervention.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-950. Seclusion.
Seclusion is allowed only as permitted by 12VAC35-115 and other applicable state regulations.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-960. Seclusion room requirements.
A. The room used for seclusion shall meet the design requirements for buildings used for detention or seclusion of persons.
B. The seclusion room shall be at least six feet wide and six feet long with a minimum ceiling height of eight feet.
C. The seclusion room shall be free of all protrusions, sharp corners, hardware, fixtures, or other devices, that may cause injury to the occupant.
D. Windows in the seclusion room shall be constructed to minimize breakage and otherwise prevent the occupant from harming himself.
E. Light fixtures and other electrical receptacles in the seclusion room shall be recessed or so constructed as to prevent the occupant from harming himself. Light controls shall be located outside the seclusion room.
F. Doors to the seclusion room shall be at least 32 inches wide, shall open outward and shall contain observation view panels of transparent wire glass or its approved equivalent, not exceeding 120 square inches but of sufficient size for someone outside the door to see into all corners of the room.
G. The seclusion room shall contain only a mattress with a washable mattress covering designed to avoid damage by tearing.
H. The seclusion room shall maintain temperatures appropriate for the season.
I. All space in the seclusion room shall be visible through the locked door, either directly or by mirrors.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-970. Education.
A. Each resident of compulsory school attendance age shall be enrolled, as provided in the Code of Virginia, in an appropriate educational program within five school business days. Documentation of the enrollment shall be kept in the resident's record.
B. The provider shall ensure that educational guidance and counseling in selecting courses is provided for each resident and shall ensure that education is an integral part of the resident's total program.
C. Providers operating educational programs for children with disabilities shall operate those programs in compliance with applicable state and federal statutes and regulations.
D. When a child with a disability has been placed in a residential facility, the facility shall contact the division superintendent of the resident's home locality. Documentation of the contact with the resident's home school shall be kept in the resident's record.
E. A provider that has an academic or vocational program that is not certified or approved by the Department of Education shall document that teachers meet the qualifications to teach the same subjects in the public schools.
F. Each provider shall develop and implement written policies and procedures to ensure that each resident has adequate study time.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-980. Religion.
A. The provider shall have and implement written policies regarding opportunities for residents to participate in religious activities.
B. The provider's policies on religious participation shall be available to residents and any individual or agency considering placement of a child in the facility.
C. Residents shall not be coerced to participate in religious activities.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-990. Recreation.
A. The provider shall have a written description of its recreation program that describes activities that are consistent with the facility's total program and with the ages, developmental levels, interests, and needs of the residents that includes:
1. Opportunities for individual and group activities;
2. Free time for residents to pursue personal interests that shall be in addition to a formal recreation program, except that this subdivision does not apply to secure custody facilities;
3. Use of available community recreational resources and facilities, except that this subdivision does not apply to secure custody facilities;
4. Scheduling of activities so that the activities do not conflict with meals, religious services, educational programs, or other regular events; and
5. Regularly scheduled indoor and outdoor recreational activities that are structured to develop skills and attitudes.
B. The provider shall develop and implement written policies and procedures to ensure the safety of residents participating in recreational activities that include:
1. How activities will be directed and supervised by individuals knowledgeable in the safeguards required for the activities; and
2. How safeguards for water-related activities will be provided, including ensuring that a certified lifeguard supervises all swimming activities.
C. For all overnight recreational trips away from the facility, the provider shall document trip planning, to include:
1. A supervision plan for the entire duration of the activity, including awake and sleeping hours;
2. A plan for safekeeping and distribution of medication;
3. An overall emergency, safety, and communication plan for the activity, including emergency numbers of facility administration;
4. Staff training and experience requirements for each activity;
5. A plan to evaluate each resident's physical health throughout the activity and to ensure that the activity is conducted within the boundaries of the resident's capabilities, dignity, and respect for self-determination; and
6. Documentation of any variations from trip plans and reason for the variation.
D. All overnight out-of-state or out-of-country recreational trips require written permission from each resident's legal guardian.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-1000. Community relationships.
A. Opportunities shall be provided for the residents to participate in activities and to utilize resources in the community.
B. The provider shall develop and implement written policies and procedures for evaluating persons or organizations in the community who wish to associate with residents on the premises or take residents off the premises. The procedures shall cover how the facility will determine if participation in such community activities or programs would be in the residents' best interest.
C. Each facility shall have a staff community liaison who shall be responsible for facilitating cooperative relationships with neighbors, the school system, local law enforcement, local government officials, and the community at large.
D. Each provider shall develop and implement written policies and procedures for promoting positive relationships with the neighbors that shall be approved by the department.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-1010. Clothing.
A. Provision shall be made for each resident to have an adequate supply of clean, comfortable, and well-fitting clothes and shoes for indoor and outdoor wear.
B. Residents shall have the opportunity to participate in the selection of their clothing, except that this requirement does not apply to secure custody facilities.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-1020. Allowances and spending money.
A. The provider shall develop and implement written policies for safekeeping and for recordkeeping of any money that belongs to residents.
B. A resident's funds, including any allowance or earnings, shall be used for the resident's benefit.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-1030. Work and employment.
A. Assignment of chores, that are paid or unpaid work assignments, shall be in accordance with the age, health, ability, and service plan of the resident.
B. Chores shall not interfere with school programs, study periods, meals, or sleep.
C. Work assignments or employment outside the facility, including reasonable rates of pay, shall be approved by the program director with the knowledge and consent of the legal guardian.
D. In both work assignments and employment, the program director shall evaluate the appropriateness of the work and the fairness of the pay.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-1040. (Repealed.)
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; repealed, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-1050. Resident visitation at the homes of staff.
If a provider permits staff to take residents to the staff's home, the facility must receive written permission of the resident's legal guardian or placing agency before the visit occurs. The written permission shall be kept in the resident's record.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-1060. Vehicles and power equipment.
A. Transportation provided for or used by children shall comply with local, state, and federal laws relating to:
1. Vehicle safety and maintenance;
2. Licensure of vehicles;
3. Licensure of drivers; and
4. Child passenger safety, including requiring children to wear appropriate seat belts or restraints for the vehicle in which they are being transported.
B. There shall be written safety rules for transportation of residents appropriate to the population served that shall include taking head counts at each stop.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.
12VAC35-46-1070. Serious incident reports.
A. Any serious incident, accident, or injury to the resident; any overnight absence from the facility without permission; any runaway; and any other unexplained absence shall be reported within 24 hours (i) to the placing agency; (ii) to either the parent or legal guardian, or both as appropriate; and (iii) noted in the resident's record.
B. The provider shall document the following:
1. The date and time the incident occurred;
2. A brief description of the incident;
3. The action taken as a result of the incident;
4. The name of the person who completed the report;
5. The name of the person who made the report to the placing agency and to either the parent or legal guardian; and
6. The name of the person to whom the report was made.
C. The provider shall notify the department within 24 hours of any serious illness or injury, any death of a resident, and all other situations as required by the department. Such reports shall include:
1. The date and time the incident occurred;
2. A brief description of the incident;
3. The action taken as a result of the incident;
4. The name of the person who completed the report;
5. The name of the person who made the report to the placing agency and to either the parent or legal guardian; and
6. The name of the person to whom the report was made.
D. In the case of a serious injury or death, the report shall be made on forms approved by the department.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-1080. Suspected child abuse or neglect.
A. Written policies and procedures related to child abuse and neglect shall be distributed to all staff members. These shall include procedures for:
1. Handling accusations against staff; and
2. Promptly referring, consistent with requirements of the Code of Virginia, suspected cases of child abuse and neglect to the local child protective services unit and for cooperating with the unit during any investigation.
B. Any case of suspected child abuse or neglect shall be reported to the local child protective services unit as required by the Code of Virginia.
C. Any case of suspected child abuse or neglect occurring at the facility, on a facility-sponsored event or excursion, or involving facility staff shall be reported immediately to (i) the Office of Human Rights and placing agency; and (ii) either the resident's parent or legal guardian, or both, as appropriate.
D. When a case of suspected child abuse or neglect is reported to child protective services, the resident's record shall include:
1. The date and time the suspected abuse or neglect occurred;
2. A description of the suspected abuse or neglect;
3. Action taken as a result of the suspected abuse or neglect; and
4. The name of the person to whom the report was made at the local child protective services unit.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009.
12VAC35-46-1090. Human rights complaint process.
The provider shall comply with the Office of Human Rights regulations, including the human rights complaint process outlined in 12VAC35-115-175.
Statutory Authority
§§ 37.2-203 and 37.2-408 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 25, Issue 21, eff. August 6, 2009; amended, Virginia Register Volume 41, Issue 18, eff. June 19, 2025.