Legacy Haven Academy Academic Operations Policy

Purpose

This Academic Operations Policy outlines the standards and procedures for educators and staff at Legacy Haven Academy, a boarding campus dedicated to providing residential care, education, and support services to homeless and orphaned (foster) youth aged 10-18. As a licensed child welfare agency (CWA) operating a residential group care facility, the Academy complies with Arizona Department of Child Safety (DCS) regulations, Arizona Revised Statutes (A.R.S.), Arizona Administrative Code (A.A.C.), federal laws such as the Every Student Succeeds Act (ESSA) and McKinney-Vento Homeless Assistance Act, and best practices for trauma-informed care. This policy ensures the safety, educational stability, and well-being of our residents while meeting all legal requirements.

The policy is informed by exhaustive research on state and federal mandates, emphasizing child protection, staff qualifications, and educational access for vulnerable populations.

Scope

This policy applies to all educators, direct care staff, administrators, and volunteers at Legacy Haven Academy who interact with residents aged 10-18. It covers on-site educational programs, integration with public schools, and residential support services. Compliance is mandatory; violations may result in disciplinary action, up to termination, and reporting to DCS or law enforcement.

Definitions

• Child Welfare Agency (CWA): A licensed entity providing residential group care, as defined under A.A.C. Title 6, Chapter 5, Article 74.
• Educator: Any staff member providing instructional services, including teachers, tutors, and program instructors.
• Foster/Orphaned Youth: Children in DCS custody or kinship care, as per A.R.S. § 8-529.
• Homeless Youth: Unaccompanied minors meeting McKinney-Vento criteria, including those lacking fixed, regular, and adequate nighttime residence.
• Mandatory Reporter: All staff required to report suspected child abuse/neglect under A.R.S. § 13-3620.
• Residential Group Care Facility: A boarding campus providing 24/7 housing, supervision, and services, licensed by DCS.

Section 1: Licensing and Facility Operations

Legacy Haven Academy operates as a licensed residential group care facility under DCS oversight. Licensing ensures compliance with safety, staffing, and educational standards.

1.1 Licensing Process

• Submit DCS Form 101-1 annually, including program description, education plan (per R6-5-7405), policies, and zoning proof.
• Undergo pre-licensing and quarterly unannounced inspections (R6-5-7401 to R6-5-7409).
• Maintain capacity limits (e.g., 10-20 residents, age-appropriate groupings) and comply with SB 1333 (2025) for minimum congregate care beds and reporting.
• If serving youth with behavioral health needs, obtain Behavioral Health Residential Facility (BHRF) licensing from the Arizona Department of Health Services (ADHS) or Residential Treatment Center (RTC) certification from the Arizona Department of Education (ADE).

1.2 Facility Standards

• Ensure 24/7 staffing, fire safety, health protocols (e.g., immunizations per R6-5-7431(H)), and cultural competency.
• Coordinate with Mohave County School Superintendent for educational linkages.
• Prohibit unlicensed operation; violations constitute a class 6 felony.

Section 2: Staff Qualifications and Training

All staff must meet DCS-mandated qualifications to provide safe, effective education and care for residents aged 10-18.

2.1 General Qualifications

• High school diploma/GED, reference checks (2 employment + 3 personal), and physical exams every 2 years (R6-5-7431, R6-5-7432).
• Pediatric CPR/first aid certification within 3 months.
• No communicable diseases; emphasis on trauma-informed practices.

2.2 Role-Specific Requirements

• Program Director: Master's degree in social work/human services + 1 year child welfare experience, or bachelor's + 2 years.
• Direct Care Staff/Educators: High school diploma + 1 year child/youth experience, or 1 year post-high school education in human services. For specialized activities, 3 years experience.
• Supervisors: 3.5 years child care experience + 6 months paid, or equivalent.
• No mandatory state teaching certification, but educators must align with public school standards for credit-bearing courses (HB 2645, 2024).

2.3 Training Requirements

• Annual 16-24 hours of training on trauma, de-escalation, child development, and DCS-approved topics.
• Grandfathering for pre-2025 hires; new staff must complete within specified timelines.
• Staffing Ratios: 1:4 for ages 10-12, 1:6 for 13-18 during waking hours (R6-5-7437).

Section 3: Background Checks and Screening

To protect vulnerable residents, all staff and volunteers with unsupervised contact undergo rigorous screening.

3.1 Screening Process

• Obtain Identity Verified Prints (IVP) fingerprint clearance card via DPS/FBI within 20 days of hire (R6-5-7431, A.R.S. § 46-141).
• Submit affidavit certifying no disqualifying offenses (e.g., child abuse, sexual offenses).
• Renew checks every 2 years; costs covered by the Academy.

3.2 Disqualifying Offenses

• Includes 20+ offenses such as endangerment or drug trafficking; prohibits employment.
• Centralized through DCS portal; sharing with other agencies permitted.

3.3 Consequences

• Hiring violators results in class 6 felony charges; good-faith reports provide civil immunity.
• Incorporate SB 1333 (2025) updates for medication management in screenings.

Section 4: Mandatory Reporting and Incident Management

All staff are mandatory reporters; boarding operations require enhanced protocols.

4.1 Reporting Duties

• Immediately report suspected abuse, neglect, or offenses to DCS/law enforcement (phone/electronic), with 48-hour written follow-up (A.R.S. § 13-3620).
• Annual acknowledgment of reporting obligations.

4.2 Incident Protocols

• Log and report incidents (e.g., injuries, allegations) to DCS Office of Licensing and Regulation (OLR) within 2-24 hours; 5-day summary (R6-5-7434, R6-5-7435).
• Conduct internal investigations; prevent re-victimization.
• Comply with SB 1437 (2025) expansions (e.g., emotional neglect definitions).

4.3 Training

• Integrated into annual training; failure to report is a class 1 misdemeanor.

Section 5: Educational and Support Services for Residents

The Academy prioritizes educational stability and access, tailored to homeless and foster youth.

5.1 Enrollment and Stability

• Enroll residents in on-site or off-site education within 10 school days (R6-5-7449).
• For foster youth: Conduct best-interest determinations; accept full credits (A.R.S. § 8-529, HB 2645, 2024); develop 30-day transition plans (SB 1333).
• For homeless youth: Facilitate school-of-origin attendance, transportation, and meals per McKinney-Vento (non-regulatory guidance); unaccompanied minors have independent rights.

5.2 Specialized Supports

• Provide trauma-informed education; collaborate with DCS for records/IEPs.
• For behavioral needs: Ensure BHRF/RTC compliance, including admission criteria.
• Assist with homework, conferences, and age-appropriate services; integrate with Foster Youth Education Success Program (A.R.S. § 41-108).

5.3 Placement and Transitions

• Placements via DCS; voluntary for homeless.
• Emphasize family-like transitions; report outcomes semiannually.

Section 6: Compliance, Monitoring, and Enforcement

• Monitoring: Annual policy review; DCS audits.
• Enforcement: Violations lead to corrective action plans, suspension, or termination.
• Amendments: Updated for legal changes (e.g., 2024-2025 bills).
• Confidentiality: Adhere to FERPA and HIPAA for resident records.

Acknowledgment: All staff must sign annually confirming understanding and compliance.

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