Module 14: Common Case Management Procedures

Time:4 hours, 30 minutes
Slide 14.0.1 / Slide 14.0.2 / Slide 14.0.3
Module Purpose:This module covers laws and processes that determine how caseworkers implement the requirements and reporting conditions for Out of County Services, Interstate Compact on the Placement of Children, Missing Children and Master Trust.
Learning Objectives:

Evaluate an exit interview for conformity to requirements, quality and confidentiality.
Conduct an exit interview that conforms to requirements, quality and confidentiality standards.
Recognize the requirements needed for various funding applications.
Recognize the requirements needed to evaluate and utilize a Master Trust account.
Review the ICPC Process and procedure in FSFN.
FSFN-Document a Missing Child in FSFN.

Notes:

Unit 14.1: Out of County Services (OCS)

Time:1 hour
Slide 14.1.4
/ Slide 14.1.5

Unit Overview: In this unit, participants determine the requirements and support needed for children who live out of the county of record.
Learning Objectives:

Recognize the requirements needed to support children and families receiving Out-of-County Services (OCS).
Identify the timeframes for establishing OCS.
Identify when OCS may be initiated.

Notes:
Slide 14.1.6
/ Notes:
Activity #1: Out of County Services
Directions: Review your local policy, procedures and forms for OCS assistance. Then review the OCS information on PG x. Prepare to discuss the information with the large group.
Activity Notes:
OCS Information
When it becomes necessary to involve another county other than the county with jurisdiction, the relocation process must be managed in a structured manner. A child should never be relocated to another county without advanced planning for a safe transition in an approved placement and a seamless continuation of needed services or supervision.

Child Safety is Paramount. Whenever a child under the court ordered supervision of the Department relocates to another county, that is already in a court ordered placement, once that county becomes aware of the relocation it is required that initial face to face contact be made within 5 working days of a case being received by the receiving supervisor and no later than 7 working days of being received by the lead agency and continue as long as the child remains in that county and under court ordered supervision.
Unexpected Relocations. A child should never be placed in, or a family should neverrelocate to, another county without advance notification to the receiving county, whether or not the court has already approved the relocation. If the court has not approved the placement of a child in, or the relocation of a family to, another county, the relocation should not occur without notifying that county.

Emergency Home Studies. If an emergency home study is needed all of the requirements set out in 65C 30.018 must be followed, and you must receive in writing (email will suffice), permission from the other agency’s Lead Agency Contact.

Case Plan Assistance. When a parent residing in a county different from the child, has a case plan with a goal of reunification and a request is made for Out of County supervision, the parent must receive services in accordance with the case plan that fully supports the parent in meeting the permanency goal; all efforts to support the parent in meeting the case plan goals must be documented.
Voluntary Cases Must Receive the Same Consideration as Court Ordered Cases. Whenever a family under voluntary supervision relocates to another county, supervision services must be initiated as they are for court ordered cases and will continue until there is agreement between the sending and receiving counties that supervision is not needed. Written notification of case closure should be provided when services are terminated.
Court Orders must be followed. Regardless of the location of a child, family or parent in Florida, authorized agents of the participating Lead Agencies and community based staff must fully comply with the orders of any court of competent jurisdiction in Florida. This includes authorization to relocate or place the child.
All requests for Out of County supervision should be in writing. If circumstances do not allow time for the sending county/unit to make a written request, a telephone/e-mail contact must be directed to the appropriate staff for a decision regarding case handling. These expedited requests must be followed by a written request within two (2) working days.

Case supervision in another county may be initiated whenever the following situations occur in a case, or explored in voluntary cases:
a)There are plans to place a child outside the sending Case Manager’s county;
b)There are plans to release a child to a parent outside the sending Case Manager’s county and continued supervision is needed toward meeting the case goal;
c)A family under supervision has plans to move to another county;
d)The parent with whom reunification is planned, or any parent who is involved in the case plan, lives in or is planning to move to another county, regardless of whether the child is residing in the same county;
e)An adoptive family under supervision resides in a county other than the child’s county ofjurisdiction;
f)A child who is placed in a Department of Juvenile Justice (DJJ) secure detention facility or residential program or other non-Child Welfare and Community-Based Care program in another county requires continued supervision while in the facility or program; or
g)When it becomes known that a child, family or parent under the supervision of the Department has already relocated to another county prior to the sending county/unit requesting case supervision in the other county.
Coordination of Activities
This section addresses the variety of activities to initiate proper supervision of the case; the following information must be made available, as soon as possible to the receiving county or unit:
1)A completed and signed copy of the “Out of County Services Transmittal” form, which is to document which documents and information have been provided with the request for supervision.
2)If this is the preliminary request the following information must be submitted to the receiving unit:

Current Court orders showing legal status and any activity since the last JR
JRSSR or PDS & Shelter Order (within the last 6 months)
Any Psychological Evaluations
Child Behavioral Health Assessment (CBHA)
Individual Education Plan (IEP)
Current Case Plan
Abuse/Neglect Reports
Photo of Child
School Records
TPR Orders-must have (Adoption Cases)
Child Study (Adoption Cases)

3)If this is a secondary request following an approved home study, submit updated court orders (since the original request).
4)A copy of the completed home study (only if the request involves a parent, relative or nonrelative placement). Also a copy of all criminal clearances should be included or notification provided that these were not transferred during the CPI staffing and will be needed.
5)Copies of the following, which are necessary for supervising the case:

Child’s photograph
Child’s fingerprints
Copy of Child’s Social Security Card

h)If a request for a licensed foster home placement is involved, the supervising Case Manager in the receiving county/unit must coordinate the request through the designated placementspecialist staff in the receiving zone.
i)Within five (5) working days following receipt of the, written request by the receiving supervisor and no later than (7) working days of being received by the Lead Agency, or of learning of a relocation (whichever is earlier), the receiving county/unit shall assign a supervisor/case manager into the SACWIS system. The case manager’s contact information should contain their phone number and e-mail address (if available).
j)If the Case Manager is not assigned within five (7) working days of receipt by the Lead Agency, the sending county/unit is to inquire with the appropriate Regional staff. If agreement to perform a home study cannot be reached within seven (7) working days of the date the original request was received by the Lead Agency, the sending county/unit may initiate conflict resolution procedures.
k)Once out of county supervision has been accepted, communication between the two counties regarding the case will be performed directly between the units involved. However, if agreement later cannot be reached about any aspect of the case, the Liaisons may help to resolve the impasse.
l)Initial face-to-face contact with the child and parent or caregiver must be made within (5) working days of a case being received by the receiving supervisor and no later than (7) working days of being received by the Lead Agency.
m)At the time a relocation occurs, the sending county/unit is responsible for providing the receiving county/unit with a copy of all available documents and information that are required for a request for Out of County supervision that were not provided previously with the request for a home study or with the request for Out of County supervision. If any such document is not available at the time of request, it will be sent to the receiving county/unit within sixty (60) days of the request.
n)If, after observing the child or family, the receiving county/unit is not in agreement that the relocation is appropriate, a written explanation shall be provided to the sending county/unit, which includes a physical description of the child and home as well as a safety assessment. If there are any suspicions/occurrences of abuse or neglect an abuse report must be called in and the Primary Case Manager notified immediately.
o)Documentation of all requests made by mail, e-mail or facsimile transmission must be retained by the sending county/unit in the case file. Once Out of County supervision is initiated, documentation of receipt of all such requests must be placed in the case file created in the receiving county and documented in SACWIS.
6)Requests for a Home Study
a)The original county (now the sending county) will transfer any open FSFN case(s) to the receiving agency and remain on the case until a new primary worker has been assigned.

Prior to a child being placed with a prospective caregiver, including a non- removal parent or parent without allegations, the sending case manager must formally request a home study of the prospective caregiver through the agency’s OCS Specialist. The home study must be completed by the receiving case management agency within thirty (30) business days from the request date.
All available information pertinent to the home study evaluation process shall be available in FSFN. Exception: When a written request cannot be provided to the receiving agency in advance due to an unplanned placement (one that has already occurred), then a telephone contact, facsimile, or e-mail must be directed to the receiving lead agency OCS Specialist within one (1) business day to notify the receiving agency of the placement and to request initiation of an expedited home study. These expedited requests must be followed by a written request within two (2) business days of the initial notification. The receiving agency OCS Specialist must ensure the receiving case manager makes a face-to-face contact with the child in the home within two (2) business days of receipt of the original notification. An expedited home study must be completed within 14 business days of the request (The use of livescan will expedite background screening results). Expedited home study information must be entered into FSFN within two business days of completion.
The receiving case management agency shall enter the completed home study assessment into FSFN within five (5) days of completion and notify the sending county or state, FSFN has been updated to reflect the results.
When the results of the home study assessment are needed sooner than the allotted thirty (30) days, the receiving case management agency may initially provide the results and recommendations by telephone and input final documentation in FSFN no later than five (5) days from completion.
Based upon the results and recommendations of the home study assessment, the sending agency must determine whether the placement is safe and appropriate for the child, is in the child’s best interest, and whether the child will be placed in the other county.
When the result and recommendation of the home study assessment does not recommend placement, the child should not be placed. In judicial cases, the court must be informed of the home study assessment results and the recommendation not to place the child.
If the court orders the placement of the child in the other county despite the negative finding, the sending agency must immediately re-submit an OCS request via FSFN to the other county in order to ensure continued child safetyand well-being. The receiving agency must provide the requested service(s) with no delay while the child remains in that county even if the court’s ruling is being appealed by the sending county.

7)Roles and Responsibilities
The sending case manager and the assigned OCS case manager in the receiving agency must jointly develop an agreement that specifies mutual expectations, roles and responsibilities and includes at a minimum frequency of visits. The agreed upon approach must be documented in FSFN.
a)The sending agency must:
1)Work directly with the receiving agency to prevent disruption or immediately begin locating another placement if already disrupted.
2)If circumstances indicate the need to remove the child, arrangements must be made within one (1) to three (3) business days unless other arrangements are made by the receiving agency.
3)Telephonically participate in staffings facilitated and/or arranged by the receiving agency.
4)Attend all court hearings and keep the receiving agency informed and updated.
5)Ensure FSFN is continuously updated and accurate.
6)Immediately alert the assigned receiving agency of any extraordinary activity.
7)Develop and maintain the case plan.
8)Arrange visitations.
9)Request information needed from the receiving agency at least twenty (20) business days prior to preparing for a Judicial Review.
10)Manage all processes related to child running away.
b)The receiving agency must:
1)Initiate contact with the sending case manager to discuss the case before making plans to conduct the home study.
2)Initiate and complete the home study and recommendations within thirty (30) business days of assignment date.
3)Immediately alert the sending case manager about any extraordinary activities or occurrences (e.g., running away, delinquency issues, health emergencies, etc.). Notification should be by telephone; a voice mail message is not sufficient.
4)Immediately notify the sending case manager of any issues that may impact placement stability, and if placement disrupts assist the sending case manager with making alternative placement plans.
5)Visit the child and family in the home at a minimum every 30 days, but more frequently if necessary and helpful to stabilize the placement.
6)Document the visits in FSFN to include at a minimum the following as applicable.

Physical Condition of the Home
Behaviors
Observations and Interactions
Interviews
Medical Information
Mental Health Information
Educational Status
Changes in Family Situation
Case Plan Progress
Caregiver’s Concerns
Case Manager’s Concerns

7)Make all necessary contacts with others involved in the case who live in the receiving county as necessary.
8)Assist in the visitation arrangements and supervision as necessary.
9)Provide written notification to the sending agency of any recommendations for the case plan and assist with obtaining signatures as needed.
10)Obtain updated photographs and fingerprints as needed.
11)Review FSFN on an ongoing basis to keep up-to-date on case activities.
12)Upon receiving request for feedback for the Judicial Review, provide response within five (5) business days.
13)Initiate court involvement if it becomes necessary in a non-judicial out of county case.
14)Report all run away incidents.
8)Case Closure

Prior to recommending case closure to the court or closing a non-judicial supervision case, the sending agency must inform the receiving agency of the planned action and ensure the receiving agency has an opportunity to comment on the advisability of the planned action.
Cases involving court-ordered supervision will not be closed until the court orders termination.
The sending agency must provide the receiving agency a copy of the court’s termination order upon receipt.
Case closure of non-judicial cases should be determined jointly by the sending and receiving agencies. If necessary, conflict resolution procedures may be used to resolve any differences between the two agencies.

9)Transfer of Jurisdiction
Each request for a transfer of jurisdiction should be evaluated on a case-by-case basis. The case should meet the following criteria.

The child(ren) are adjudicated dependent, and
The parents have resided in the receiving county a minimum of three (3) months and plan to remain;
There is an existing request for case plan assistance; and
The parents are at least partially compliant with their current case plan and are not in crisis.
Non judicial supervision can be transferred only if the receiving agency agrees to accept it.
The sending agency must provide the receiving agency with a signed Judicial Transfer Form prior to making recommendations for transfer to the court. The receiving agency has five (5) business days to respond.
After the court has transferred jurisdiction, a copy of the completed Judicial Transfer Form must be sent over night to the receiving agency; the receiving agency is financially responsible upon court ordered transfer. If the receiving agency was not notified of the transfer prior to court order, they will not assume financial responsibility until:

The sending agency has notified the receiving agency and provided a copy of the court order.
The legal case has been received by the clerk of the court in the receiving judicial circuit.

10)Financial Responsibility
The sending agency is responsible to pay for services provided to children and families that are living outside of their area of jurisdiction, unless other arrangements were made with the receiving agency. However, efforts should be made by the receiving agency to assist in finding appropriate local services, and if payment is required, the sending agency should be notified in advance so payment for services can be coordinated between agencies.

Unit 14.2: Missing Children

Time:1 hour
Slide 14.2.10
/ Slide 14.2.11

Unit Overview: The purpose of this unit is to identify steps to be taken when a child in care is missing and how to document the missing child in FSFN.
Learning Objectives:
1. Recognize the steps required when a child in care is missing.
2. FSFN-Document a Missing Child in FSFN.
Notes:
Slide 14.2.9
/ Notes:
Activity #1: Missing Children
Directions: In your small group, review the section of the Missing Children Guide to which you have been assigned. Prepare to present the information to the class.
Activity Notes:

Module 14: Common Case Management Procedures