1. Considerations
2. Possible Scenarios
3. DFPS Diligent Search
4. Form Letter to Relative
5. Phone Script for Relative
After the discovery process, persons who have been found are contacted, as appropriate, to begin the process of engaging with the youth or simply to gather information. The discovery process should not end when the engagement of relatives begins. The family finding process is not linear; discovery and engagement can be done simultaneously in respect for the urgency needed for a child.
Considerations when communicating with relatives
There is no cookie cutter way to contact relatives. Depending on the contact information gathered, initial contact may come in the form of a letter, a phone call or a knock on a door. In preparation for contact, the family finder should develop a plan or action.
If contacting by letter:
It is mandatory that any contact via mail use CASA letterhead and a form letter to relatives. Family finding volunteers will be provided letterhead, envelopes and stamps as needed.
It is important to make this process as easy as possible for relatives. If sending a letter, include a stamped envelope addressed to the CASA office for a return response from the relative.
The initial relative contact form letter is included at the end of this chapter.
If contacting by phone:
It is the family finding volunteer’s choice as to whether to use a personal phone, create a google phone number or to utilize a phone at the CASA office.
Family finders may also use *67 to block their number from appearing on the caller id of the person being called. The only downside to this method is that most people do not answer blocked calls. Leave a detailed message with the contact information for the CASA office and the name of the Family Finding Specialist on staff.
Scripts have been developed to use as a guide in speaking with relatives or when leaving a message. The scripts can be found at the end of this chapter.
Contact via email:
Again, it is up to the family finding volunteer to use a personal address or create a CASA family finding account to use when contacting relatives.
Email is the fastest way to communicate and connect relatives with the CASA and CPS workers.
If visiting a physical address:
It may be determined that the only information available for a relative is a physical address. If sending a letter does not result in a response, it may be worth a knock on the door. Face to face communication is always ideal when discussing delicate and personal matters. Someone may not be initially interested in engaging via letter or phone call, but would be willing to sit in a living room for a casual conversation.
Family finding volunteers should notify the Family Finding Specialist when going to visit a potential relative. When needed, the Family Finding Specialist is available to go with the family finding volunteer or in place of the family finding volunteer, depending on the level of comfort the volunteer has in approaching strangers.
Contact on Facebook:
Facebook is a huge resource for tracking down relatives. It must, however, be used with caution to protect the privacy of the family finder.
Family finders should not “friend” relatives of youth on Facebook. Like CASA volunteers, family finding volunteers are asked not to reveal personal information about themselves to the children or family members of children on the case.
It is possible to send a message to an individual without being a friend of that person. If a family finder chooses to use their personal profile to search for relatives, there are security and privacy measures in place to control the amount of personal information seen by the general population.
When not friends with a certain person on Facebook messages fall in the “Other” inbox, not the direct one where you can easily see the notifications. This means that there is a chance a message to a relative may not be noticed.
Security settings can be managed by clicking on the security tab in the top right corner of the Facebook page, next to the name of the account holder.
When logged into Facebook, the help page is under the settings tab (top right of the page next to security settings tab). The help page contains detailed videos of how to utilize privacy settings for a Facebook account.
If, for whatever reason, relative contact on Facebook becomes an issue, it is always possible to block someone from seeing any activity on an account, as well as block an account altogether from being seen or searched.
Also, Facebook can be used to gather information to enable a family finder to contact the relative in a different way, such as phone numbers, current city, etc.
Once communication is established, family finders must abide by the rules of confidentiality and keep in mind the delicate nature and extreme importance of navigating the communication process with the relative.
Possible Scenarios
A relative does not know the youth is in foster care.
Before the call, imagine what the relative might be feeling and plan some phrases to help: “I know this must be very difficult for, not having known,” or “I’m so sorry you didn’t know this. I wish we would have been able to contact you sooner.”
A relative wants to know where the youth is living.
Tell the relative you can’t say anything at this point because of confidentiality, but you will find out if and when you can tell them. Sometimes, you can guess certain questions relatives will ask. Find out before hand what you can say and consider how to word the information.
Why call a family that abused and/or neglected the youth?
The family’s assets and abilities may have changed since the last contact. They may now be able to participate and serve as a resource for the youth. Even if they cannot, the youth may want, or benefit from, a connection with them.
An interested relative has criminal and/or CPS history.
Parents/relatives who are incarcerated or have criminal or CPS history can contribute family history and memories, provide information on the family background, religion, etc., and tell you who might be able to support the youth. They often appreciate the opportunity to help their child.
The youth has severe challenges and will most likely never live at home.
Permanency is a relationship and a family, not a place. Even if the youth will live in an adult care center after he turns 18 or remain in a high level group home during the teen years, the youth needs a permanent family who will send cards, make phone calls, and spend time with him on birthdays.
Some children with severe behavioral problems recover quickly after family members are identified and engaged.
The family feels guilty and ashamed of not being involved with the youth sooner.
There will be a vast array of responses from relatives. Assure relatives that past relationships can be healed and the most important concern right now is assuring that the youth has a connection going forward. Also, note that many mistakes have been made by everyone involved in the youth’s life, for a variety of reasons (CPS turnover, lack of placement options, lack of therapeutic options, etc.)
The family doesn’t want us to search for other family.
DFPS and CASA are required to find family for youth. It is important to be persistent, but not nagging or demanding. Revisit the matter occasionally and stress the importance of familial connections for the success of a youth in the future.
Often one side of the family will not want CASA or DFPS to look at the other side of the family or will not want their own family members contacted. That does not stop the search. If family members will not cooperate, the search will continue. It is important, though, that communication is maintained with the all relatives in the event they have a change of heart.
No contacts can be found.
It is rare that this will be the case. In this event, Family Finding will close the case, but can revisit the case in the future if needed.
DFPS Diligent Search for Missing Parents/Relatives
DFPS has a policy in place to identify relatives and they have tools to do so. If family finders can work with the Department to track down relatives or research CPS history, the process will go faster.
DFPS updated policy to require staff to have the family help identify all grandparents and other adult relatives, not just three relatives who might be considered for placement. A notification form letter was developed with attachments regarding the notice of removal and options to become a:
· Kinship foster parent,
· Kinship unverified caregiver, or a
· Supporter of the child in placement by participation in the service planning for the child.
The form letter has now been put in the DFPS automated system, where such notices can be tracked.
Senate Bill (SB) 993 from the Texas 82nd legislative session amended the Texas Family Code provisions regarding notification of adult relatives to include the Fostering Connections requirements on this issue and to clarify that this notice must be provided to all adult relatives related to the child within the 3rd degree of consanguinity (i.e. all grandparents, great-grandparents, aunts, uncles, nieces, nephews, and siblings).
The Diligent Search Unit at DFPS is now tasked with assisting regional staff in locating absent parents and relatives. The Diligent Search Unit utilizes search engines that will assist staff in locating information that is helpful to completing diligent searches. The Diligent Search Unit is also the link to the Attorney General’s Office for the purpose of completing diligent searches.
Ask the Custodial Parent About the Absent Parent/RelativeIdentifying Information:
What identifying information can the custodial parent/relative provide about the absent family member? Inquire about the absent parent’s:
· Name
· Date and place of birth;
· Social Security number;
· Driver’s license information; or
· Any other forms of identification.
Events and Personal History:
What other information can the custodial parent provide about events or personal history? When inquiring about locations, ask about the city, county, and state.
· What is the hometown of the absent parent?
· Where did the parents meet?
· Who is or was the absent parent’s employer?
· What schools did the absent parent attend?
· When and where did the parents marry?
· When and where did the parents separate or divorce?
· Is or was the absent parent in the military? If so, what branch, rank, and so on?
Other Family Members:
Does absent parent have other children? List their:
· Names;
· Ages;
· Addresses;
· Dates and types of the last contacts with the absent parent;
· Names of their other parents, and their addresses and phone numbers.
What other relatives (parents, siblings, aunts, uncles, and so on) or unrelated individuals may be able to provide information about the absent parent? Can the custodial parent provide their names, addresses, and phone numbers?
If the custodial parent is uncooperative about providing information, the attorney representing CPS can subpoena the custodial parent as a witness to testify regarding his or her knowledge of the absent parent and relatives of the absent parent.
The DFPS worker:
· Interviews children about knowledge of absent parent;
· Interviews relatives of custodial parent regarding absent parent;
· Reviews all case information in IMPACT and case files for information that could assist in locating the absent parent; and
· Makes queries to free public search sites.
· Interviews children about knowledge of the relative;
· Interviews relatives of the custodial parent regarding the relative;
· Interviews friends who may have any information about relative;
· Reviews all case information in IMPACT and case files for information that could assist in identifying and locating a relative; and
· Makes queries to free public search sites.
· The Diligent Search Unit makes the determination whether or not to submit Form 2277 to the Office of Attorney General (OAG) for further searches. The Diligent Search Unit handles all coordination with the OAG.
· Once a search is completed, the Diligent Search Unit forwards the results to the requestor and sends a copy to the child’s caseworker, if different than the requestor.
· If the relative is a citizen of a foreign country and it is believed that the relative resides in his or her home country, the worker must:
· Contact the consulate of that country; and
· Request assistance in locating the relative.
Step 2
Once potential addresses have been obtained through the diligent search results, the caseworker or designee sends letters to attempt contact with the potential parent or relative.
If an address has been located and appears to be a valid address for an absent parent, the worker sends:
· One letter through regular mail; and
· One letter with a return receipt requested to document whether the address is valid.
· The return receipt documents the attempt to validate the address.
· The worker uses the information obtained to makes inquires to the following resources. This list is not all-inclusive and known local resources should also be accessed.