Kentucky Domestic Violence Coordination Framework

Organizational partnership guidelines for state-wide DV collaboration in Kentucky.

Kentucky Interagency Coordination Overview

Purpose and Scope

This page outlines a coordination-oriented view of Kentucky’s domestic violence response ecosystem, with emphasis on agency-to-agency workflows, regional support networks, and organizational readiness criteria for effective participation in multi-agency initiatives.

Content is designed for coalitions, shelters, legal aid providers, social service agencies, health systems, and allied partners seeking clearer operational alignment across Kentucky.

Statewide Context and Structural Overview

Kentucky’s response to domestic violence typically operates through a combination of:

• State-level coalitions and coordinating bodies
• Regional shelter and advocacy providers
• County-based social services and community-based organizations
• Courts, legal aid, prosecution, and law enforcement partners
• Healthcare and behavioral health systems

Agency-to-agency workflows generally follow regional patterns, with local adaptations based on county size, available services, and existing memoranda of understanding (MOUs).

Agency-to-Agency Workflow in Kentucky

1. Referral and Intake Pathways

Interagency workflows in Kentucky typically start with clearly defined referral and intake routes among partners. Agencies benefit from jointly maintaining:

• A shared directory of regional partners, including eligibility criteria and service areas
• Standard referral forms (electronic or paper) with agreed minimum data fields
• Preferred contact channels for urgent, routine, and follow-up referrals
• Guidelines for when to involve specialized partners (e.g., legal, housing, behavioral health)

Many regions use a “no wrong door” operational concept, where any agency receiving a relevant contact triggers internal protocols to identify and connect appropriate partner agencies.

2. Coordination of Services

Once a referral is initiated, Kentucky agencies often coordinate through:

• Case conferencing models where participating agencies share defined, limited information to align services while observing applicable confidentiality and data-sharing agreements.
• Designated liaison roles in each organization responsible for receiving and tracking referrals, attending coordination meetings, and managing feedback loops.
• Task-specific workflows (e.g., for protective order navigation, housing placement, or benefit enrollment) with documented responsibilities at each step.
• Escalation pathways when barriers arise, such as capacity constraints, jurisdictional issues, or conflicting eligibility rules.

3. Documentation and Information Flows

To support consistent interagency workflows, Kentucky partners commonly implement:

• Standardized data elements for referrals (e.g., referral date, referring agency, primary service requested)
• Internal tracking codes to link outgoing referrals with incoming cases
• Documentation of consent processes and information-sharing limitations
• Protocols for secure transmission (e.g., encrypted email, secure portals, or controlled fax processes)

Agencies often periodically review referral data to examine timeliness, outcomes, and gaps in service access.

4. Feedback and Follow-Up Between Agencies

Effective Kentucky workflows include structured feedback from receiving agencies to referring agencies, as appropriate. This may include:

• Confirmation of referral receipt within agreed timeframes
• Basic status updates (e.g., “accepted,” “pending,” “redirected”) consistent with privacy requirements
• Notice when services are not available, with recommendations for alternative partners
• Aggregate-level feedback shared in periodic regional coordination meetings

Regional Support Networks in Kentucky

1. Typical Regional Structures

Across Kentucky, domestic violence–related coordination is frequently organized around:

• Multi-county regions aligned with existing domestic violence program service areas
• Judicial or prosecutorial districts informing court-related and legal workflows
• Public health or Area Development District boundaries, which may already support regional collaboration

Within these structures, agencies often convene regular cross-agency meetings to review capacity, trends, and regional priorities.

2. Core Regional Participants

Regional support networks in Kentucky generally include:

• Domestic violence shelters and advocacy organizations
• Sexual assault and dual-service programs where applicable
• Legal aid organizations and court-based partners
• County and regional social services, including housing and benefits administrators
• Behavioral health and substance use treatment providers
• Health systems, clinics, and hospital-based programs
• Community-based organizations serving specific populations or communities

3. Functions of Regional Support Networks

Regional networks in Kentucky frequently focus on:

• Coordinating cross-agency training and orientation for new staff
• Aligning referral protocols and eligibility communication
• Discussing systemic barriers such as transportation, housing capacity, and rural access
• Developing shared tools, such as regional resource lists or common forms
• Establishing or updating MOUs and partnership agreements
• Developing joint funding or pilot proposals for regional initiatives

4. Regional Governance and Decision-Making Models

Common governance options used by Kentucky partners include:

• Lead agency model where one organization convenes meetings, maintains documents, and manages shared projects on behalf of the region.
• Steering committee model with representation from key sectors (shelter, legal, health, social services) to set regional priorities and coordinate actions.
• Rotating coordination model in which convening and facilitation responsibilities rotate among agencies on a fixed schedule.

Agencies often adopt a written terms-of-reference document to describe roles, meeting cadence, communication expectations, and processes for resolving disagreements.

Readiness Criteria for Kentucky Interagency Collaboration

1. Organizational Readiness Dimensions

For Kentucky agencies seeking to deepen regional collaboration, internal readiness can be assessed across several dimensions:

• Leadership alignment – A clear endorsement from executive and program leadership for sustained participation in regional coordination.
• Designated liaison capacity – Identified staff with time allocated for referrals, data collection, and meetings.
• Documented procedures – Written internal workflows for receiving, making, and tracking referrals to partner agencies.
• Information management – Systems and practices sufficient to support agreed data-sharing while protecting confidentiality.
• Training and onboarding – Processes to orient new staff to regional partnerships and interagency expectations.

2. Minimum Criteria for Participation in Regional Networks

Regional networks in Kentucky may adopt explicit participation criteria to support consistency and accountability. Common examples include:

• Commitment to attend a minimum number of regional coordination meetings per year
• Agreement to use shared referral protocols or forms where applicable
• Designation of at least one primary and one backup point of contact for interagency coordination
• Willingness to contribute aggregate data or narrative updates to joint regional reports
• Participation in periodic reviews of MOUs and shared procedures

3. Internal Policy and MOU Readiness

Before entering or expanding regional partnerships, Kentucky agencies often review:

• Existing policies on confidentiality, records handling, and data retention to ensure they are compatible with interagency agreements.
• Current MOUs or informal arrangements, identifying areas that need updating or formalization.
• Procedures for staff to escalate questions about information-sharing, conflicts, or resource constraints.
• Templates for future MOUs that reflect organizational requirements and regional norms.

4. Continuous Improvement and Readiness Monitoring

Kentucky agencies can maintain collaborative readiness by:

• Conducting periodic internal reviews of referral response times and follow-up practices
• Participating in regional debriefs after complex, multi-agency coordination efforts
• Updating staff training materials to reflect new or revised regional agreements
• Collecting feedback from partner agencies on the clarity and reliability of workflows

Practical Steps for Kentucky Agencies

Agencies in Kentucky seeking to strengthen their role in regional domestic violence coordination may consider:

• Mapping existing regional partners and identifying gaps in sector representation
• Clarifying internal roles for interagency work, including backup coverage for key functions
• Developing or standardizing referral and feedback tools used with partner agencies
• Initiating or updating MOUs to reflect current capacities and expectations
• Setting shared metrics with partners, such as referral completion rates or average response times

These steps support a more consistent, predictable, and accountable regional response across Kentucky’s diverse counties and service areas.