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Organizational and u003cspanu003eu003cbru003e Program Policiesu003c/spanu003e

Here you can find model intake and case file forms, as well as sample policies for residential and nonresidential services. The policy guidance in this section is built on survivors’ experiences, state and federal law, and best practices in survivor-centered and trauma-informed approaches.


Intake represents a critical point of contact with a survivor of family violence. Advocates should be mindful of the trauma survivors have experienced and the incredible strength necessary to come to an unknown place for help. The interactions that occur in that moment can serve to either create a lasting trust for the advocacy relationship or re-traumatize a survivor.

In an effort to create a both welcoming and trauma-informed intake process, the Texas Council on Family Violence (TCFV) conducted listening projects with survivors of family violence to ask what they recommend to support that goal.

TCFV defines a listening project as a confidential group interview carefully designed to gather honest and open accounts of survivor experiences. TCFV also conducted listening projects with advocates with expertise in creating model intakes to understand what has worked well in the past and what has proven ineffective or not supportive to survivors. Understanding how each form works, and the best practices suggested for utilizing them, is the first step towards implementing a survivor-centered intake. We encourage you to read through the next two sections, Understanding the Intake & Case File Resource Package and Getting Down to Details before downloading and using the intake and case file forms, which are available below in four languages.

Understanding Intake Case File Management

The Guidance and theory outlined here serve as a critical backdrop to creating a survivor-centered u0026 trauma-informed intake. This package also includes important resources for providing program intakes u0026 a set of forms that correspond to funder requirements for family violence and dual (family violence and sexual assault) programs throughout Texas.rnrnReview this information before proceeding to downloading the forms. Additional information, such as suggestions and best practices for using the forms are below, and the Policy team at TCFV is available to assist with any questions!

Along with incorporating the expertise shared by survivors and advocates, TCFV sought input from the Texas Association Against Sexual Assault (TAASA) as well as many experts in the field of domestic violence. TCFV looked at funder requirements from the following entities as part of this process and incorporated those with a continued eye to a trauma-informed survivor intake experience:rnu003culu003ern tu003cliu003eHealth and Human Services Commission Family Violence Programu003c/liu003ern tu003cliu003eCriminal Justice Division, Office of the Governorrnu003culu003ern tu003cliu003eViolence Against Women Act (VAWA)u003c/liu003ern tu003cliu003eVictim of Crime Act (VOCA)u003c/liu003ern tu003cliu003eSexual Assault Services Program (SASP)u003c/liu003ernu003c/ulu003ernu003c/liu003ern tu003cliu003eOffice of the Attorney Generalrnu003culu003ern tu003cliu003eSexual Assault Prevention and Crisis Services (SAPCS)u003c/liu003ern tu003cliu003eOther Victim Assistance Grant (OVAG)u003c/liu003ernu003c/ulu003ernu003c/liu003ern tu003cliu003eU.S. Department of Housing and Urban Affairs (HUD) [1]rnu003culu003ern tu003cliu003eEmergency Solutions Grant (ESG)u003c/liu003ernu003c/ulu003ernu003c/liu003ernu003c/ulu003ern[1] HUD has numerous funding streams. Forms are only included for those funds that attach to shelter funding; ESG.

Getting Down to Details

u003cpu003eTexas Administrative Code allows for the shelter orientation to take place within 24 hours. This one-day period may still represent a challenge, however, for both advocates and survivors. Programs should be mindful that this might not be the ideal time for in-depth information gathering. Because traumatic experiences can affect memory, giving the survivor time to recuperate and build trust with staff can aid in collecting information beyond that information absolutely required at intake. Remember that the timeframe applies to your agency’s need to comply; a survivor can decline at any time.u003c/pu003ernu003cpu003eOrientation for nonresidential services remains the same, with no time requirement for completion of the intake. Depending on the circumstances under which the survivor makes initial contact with nonresidential services, much of the first appointment may need to focus on the wellness check and stabilizing any crises.u003c/pu003e

Model Intake & Case File Forms

View and download the intake forms in English, Spanish, Arabic and/or Vietnamese here.

Guiding Services

Sample Policy Manual

The sample policy manual will help you develop customizable policies for your family violence shelter and/or nonresidential services programs. In the manual you’ll find model written policies that seek to promote best practices in trauma-informed interventions while also meeting state and federal funding requirements. At the heart of the policies is an overarching goal to support survivor-defined policies and practices as they are the experts on their own safety and future.

Guiding Services

Sample Firearm Policy

The Firearm Sample Policy was updated after the passage of the 2021 Texas Firearm Carry Act and offers a template for firearm-related policies and procedures, in compliance with federal and state laws. An accompanying document, a Prohibited Possession of Firearms Overview, offers information on the circumstances under which someone is prohibited from possessing a firearm and penalties for violating those prohibitions.