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Harry’s House

Intake Policy & Procedure Manual

Purpose

Harry’s House is committed to providing a safe, secure, and trauma-informed environment for survivors of domestic violence. This manual establishes standardized intake procedures, risk assessment criteria, and admission protocols to ensure the safety of all residents, staff, and visitors.

Scope

This policy applies to:

  • All adult residents (18+)
  • All children staying with an adult resident
  • Staff and volunteers

Section 1: Background Check Policy

Policy statement

Harry’s House reserves the right to deny or condition admission based on criminal history when it poses a risk to:

  • Resident safety
  • Staff safety
  • Children or vulnerable individuals

All decisions will be made using consistent, documented criteria and a case-by-case review process.

Automatic disqualification

The following will result in denial of admission:

  • Registered sex offenders
  • Crimes against children (abuse, neglect, exploitation)
  • Active warrants
  • Pending violent felony charges
  • Recent (within 5 years) violent felonies
  • Violations of protective orders involving violence

Case-by-case review (Executive Director required)

  • Drug-related offenses
  • Theft, burglary, fraud
  • Older violent offenses (over 5 years)
  • Weapons charges
  • Pattern of repeated arrests

Generally acceptable

  • Traffic violations
  • Minor non-violent offenses
  • Older misdemeanors

Section 2: Urinalysis Policy

Purpose

Urinalysis (UA) may be used to assess current substance use when safety concerns exist.

When UA may be required

  • Drug-related criminal history
  • Observable signs of impairment
  • Safety concerns identified during intake

Refusal policy

Refusal to submit to UA may result in:

  • Conditional admission
  • Denial of admission
  • Executive Director review

Section 3: Behavioral Expectations

Residents must:

  • Follow all staff instructions
  • Refrain from violence or threats
  • Abstain from drugs/alcohol on property
  • Respect confidentiality and safety

Violation may result in removal.

Section 4: Final Authority

Harry’s House reserves the right to:

  • Deny admission at any time
  • Remove residents for safety concerns
  • Override scoring when necessary

All decisions must be documented.

Section 5: Legal Disclaimer (Texas-Specific)

Non-discrimination & fair housing

Harry’s House does not discriminate on the basis of race, color, national origin, religion, sex, disability, or familial status in accordance with the federal Fair Housing Act and applicable Texas law. Screening decisions are based solely on documented safety risks and operational capacity.

Violence Against Women Act (VAWA)

Consistent with the Violence Against Women Act (VAWA), Harry’s House will not deny admission or terminate admission solely because an applicant or resident is or has been a victim of domestic violence, dating violence, sexual assault, or stalking. Criminal history directly related to victimization will be evaluated with consideration of context and safety.

Use of criminal background information

Criminal background information is used only to assess safety risks. Harry’s House does not apply blanket bans except where necessary for safety (e.g., sex offenses, crimes against children). All determinations are made using individualized assessments and documented criteria.

Consumer reporting compliance (FCRA)

If third-party background checks are used, Harry’s House will comply with the Fair Credit Reporting Act (FCRA), including providing appropriate disclosures, obtaining written authorization, and following adverse action procedures where applicable.

Drug testing & consent

Where urinalysis is used, applicants will be informed of the purpose and must provide written consent prior to testing. Refusal may affect eligibility and will be documented. Testing will be conducted in a manner that respects dignity and confidentiality.

Confidentiality of records (Texas law)

All personally identifiable information and records of applicants and residents will be maintained as confidential in accordance with Texas law, including Texas Government Code § 552.138 (confidentiality of family violence shelter center records). Information will not be disclosed except as required by law or with written authorization.

Mandatory reporting

Staff are required to comply with Texas mandatory reporting laws, including Texas Family Code § 261.101, which requires reporting suspected child abuse or neglect. Reports must be made promptly to the appropriate authorities.

Duty to warn / imminent threats

If an applicant or resident presents a credible threat of harm to themselves or others, Harry’s House may contact law enforcement or appropriate authorities to ensure safety.

Right to refuse or terminate services

Harry’s House reserves the right to deny admission or terminate services when an individual poses a direct threat to the health or safety of others or substantially interferes with shelter operations. Decisions will be documented and applied consistently.

No legal advice

This manual is intended for operational guidance only and does not constitute legal advice. Harry’s House should consult with qualified legal counsel for interpretation or updates to applicable federal and Texas laws.

Section 6: Confidential Location & Address Protection Policy

Purpose

To protect the safety of residents, staff, and operations, the physical location of Harry’s House is confidential. Unauthorized disclosure of the shelter’s address or identifying details is strictly prohibited.

Confidentiality requirements

All residents, staff, volunteers, and visitors must:

  • Not disclose the shelter’s physical address to anyone not authorized
  • Not post the shelter location, photos, or identifying landmarks on social media
  • Not share directions that reveal the exact location
  • Not allow unapproved visitors on or near the property

Communication protocols

  • Use a designated public contact number/address for all external communication
  • Provide meeting locations off-site when necessary
  • Do not confirm residency of any individual to outside parties
  • Refer all media or law enforcement inquiries to the Executive Director

Transportation & arrival procedures

  • Intake instructions should be given in stages (e.g., meet at a neutral location if needed)
  • Avoid written directions that can be shared or forwarded
  • Staff should verify identity prior to providing final directions

Documentation & records

  • Do not include the shelter address on publicly accessible documents
  • Store all resident records securely with restricted access
  • Use confidential mailing alternatives when possible (e.g., P.O. Box)

Visitors & deliveries

  • No unapproved visitors are allowed on-site
  • All deliveries must be pre-approved and handled by staff
  • Vendors should not be informed that the site is a domestic violence shelter unless necessary

Violations

Violation of this policy may result in:

  • Immediate removal from the shelter (for residents)
  • Disciplinary action or termination (for staff/volunteers)

Emergency exception

Information may be disclosed only when:

  • Required by law
  • Necessary to prevent imminent harm
  • Directed by law enforcement under proper authority

All disclosures must be documented.