Responding to Subpoenas
0500-501.35 | Revision Date: 7/1/2014

Overview

This policy guide provides information surrounding the receipt of a subpoena or a subpoena deuces tecum, including guidelines on who to inform when a subpoena is received, and what procedures to follow when called to appear and testify in court.

Table of Contents

Version Summary

This policy guide was updated from the 06/01/11 version, as part of the Policy Redesign, in accordance with the DCFS Strategic Plan. The title has also been changed to Responding to Subpoenas.

POLICY

Subpoenas

Juvenile Court records may not be obtained or inspected by either civil or criminal subpoena. The Juvenile Court has exclusive jurisdiction over juvenile case records, which include all documents and case record information. However, specific persons or agencies are authorized to inspect and/or receive copies of juvenile case records, per WIC 827. Some case records may be provided to specific individuals pursuant to court order.

The Redacting and Subpoena Division, housed in the office of the County Counsel, is responsible for assisting CSWs in responding to subpoenas from any court other than dependency court.

This applies to all records and information regarding all children (dependents and non-dependents) who are or were supervised by DCFS.  The three types of subpoenas most commonly received by DCFS are:

  • Subpoena Duces Tecum(SDT)
    • A subpoena duces tecum (SDT) summons certain documents or records, specified in the subpoena to be produced in court or in a deposition.
  • Subpoena to appear and testify
    • A subpoena is a legal document directing a person to appear in court or in a deposition in order to give oral testimony.
  • Subpoena to appear, testify and bring records
    • A subpoena with instructions to bring case records requires that a CSW appear in court to provide oral testimony and to bring case records.

Subpoena to Appear and Testify

When a CSW receives a subpoena to appear in a court other than dependency court, they must immediately contact the Redacting and Subpoena Division and fax a copy of the subpoena.

The subpoena team will assess the legal sufficiency of the subpoena and contact the requesting attorney to determine the exact nature of the information in question.  They will assist the CSW in formulating an appropriate response to the subpoena.

If the case is closed, the CSW is responsible for retrieving the case from storage and reviewing his or her notes before providing testimony.

Subpoena to Appear and Testify with Case Records

When a CSW receives a subpoena with instructions to bring the case records, he or she must immediately contact the Redacting and Subpoena Division and fax a copy of the subpoena.

The subpoena team will review the subpoena to determine its legal sufficiency and will contact the party regarding the appropriate procedure to obtain confidential juvenile case records (either JV 570 or Declaration in Support of Access to Juvenile Records form).

  • If the requesting party is entitled to access the requested document, the redacting team will obtain an executed copy of a Declaration in Support of Access to Juvenile Records form, prepare the documents, and forward the documents as authorized.
  • If the requesting party is not entitled to the documents, they will be informed that they must petition the juvenile court in order to gain access to the records.

The Subpoena and Redacting Division requests the file from DCFS Juvenile Court Services (JCS).  JCS designated staff is responsible for retrieving closed cases from storage.

Subpoena Duces Tecum (SDT)

When a CSW receives a SDT from a court other than dependency court, they must contact the Redacting and Subpoena Division.

The redacting team reviews the subpoena to determine its legal sufficiency and contacts the requesting attorney to inform the requesting party regarding the appropriate procedure to obtain confidential juvenile case records (either a JV 570 or Declaration in Support of Access to Juvenile Records form).

  • If the requesting party is entitled to access the requested document, the redacting team will obtain an executed copy of a Declaration in Support of Access to Juvenile Records, prepare the documents, and forward the documents as authorized.
  • If the requesting party is not entitled to the documents, they will be informed that they must petition the juvenile court in order to gain access to the records.

If the requesting party files a JV-570 petition in dependency court, the County Counsel assigned to the case may confer with the CSW before responding to the petition.  If access to the records is granted, the judge will release the documents, or portions of the documents, directly to the petitioner.

If a CSW receives a SDT on a closed case, the CSW is to forward the SDT to the Redacting and Subpoena Division for handling.

PROCEDURE

Receiving and Responding to a Subpoena

CSW Responsibilities

  1. Immediately inform the SCSW and ARA that you received a subpoena or subpoena duces tecum (SDT).
  2. Contact the Redacting and Subpoena Division at (323) 526-6100 or (323) 526-6137. Fax a copy of the SDT to (323) 881-3791.
  3. Consult and coordinate with County Counsel and the Redacting and Subpoena Division to formulate the DCFS response to the subpoena.
  4. Appear in the designated court at the designated time.
  5. If you receive a subpoena to appear and testify in court, after being sworn in but prior to giving testimony, read aloud the confidentiality statement provided in the Attachment.
    1. If the judge overrules the objection, give true and accurate testimony.
    2. In Family Law or Probate proceedings involving custody or visitation issues, the CSW may not need to read the confidentiality statement before giving testimony. However, the CSW must consult with the Redacting and Subpoena Division and County Counsel prior to giving testimony in these cases, to determine what information from the case can and cannot be released.
  6. Document receipt of the SDT and the response to the SDT in the Contact Notebook.
APPROVALS
None
HELPFUL LINKS
REFERENCED POLICY GUIDES

0500-501.20, Releasing of Confidential DCFS Case Record Information

STATUTES AND OTHER MANDATES

Welfare and Institutional Codes (WIC) Section 827.10 – States that an agency is authorized to permit its files and records relating to a minor, who is the subject of either a family law or a probate guardianship case involving custody or visitation issues, to be inspected by, and to provide copies to, specific persons, if these persons are actively participating in the family law or probate case:

Penal Code Section 11167.5 – States that child abuse investigative reports are confidential and under what specific circumstances disclosure is permitted.

Los Angeles Superior Court Rules Section 17.1 Confidentiality Of Juvenile Case Files – Describes and defines confidentiality of and access to Juvenile Court Case files including DCFS and Probation records that are part of the Juvenile Case file.

Blanket Order regarding Confidentiality of Juvenile Case Files and Public and Media Access, dated July 11, 2006