Working Your Case

WORKING YOUR CASE

Guidance and Case Management Forms

GUIDANCE FROM CASA STAFF

MAINTAIN CONFIDENTIALITY!
WHEN CASE IS FIRST ASSIGNED
Make an appointment with your Supervisor via email to select a case
Read the case, put important information in Case Management Form
Bring your WORKING THE CASE document to every meeting
Email /call the FCM to set up an appointment
Make appointments to meet/visit key people (child, parents etc.)
WORKING YOUR CASE
Use Optima to log all activities (Contact Logs) and relevant notes to stay in communication with supervisor
Besides Optima, if there is something urgent email or call your supervisor
Visit child(ren) often enough to KNOW your case – but NO less than once a month
Observe visits of parents and child (and relative if they are seeing placement): supervised and unsupervised on a regular basis
Maintain bi-weekly contact with DCS
Maintain at least monthly contact with family
Maintain at least monthly contact with foster family
Maintain contact with service providers including school
Gather records (criminal, medical, education, drug screens, service provider reports, etc.)
Ask about and attend all CFTM meetings. (If you are excluded, FCM is to meet with you and give you a copy of the notes)
PREPARING FOR HEARINGS
A month before the hearing contact FCM to learn of DCS's recommendations
Two weeks ahead of time send the draft of your report to CASA Supervisor
Expect and make revisions based on Supervisor feedback
Inform FCM of your recommendations a week in advance
Make a list of the things you want the court to be aware of, including your recommendations
APPEARING IN COURT
Dress appropriately
Bring a copy of your report and your list for the court
Be ten minutes early
Take notes
Note the next hearing date

IF YOU FIND YOU CANNOT WORK DILIGENTLY ON YOUR CASE, CONTACT YOUR SUPERVISOR AND SIGN OFF OF IT!

GUIDANCE FROM KAREN HOLMES’ SESSION

Contacts
Name / Contact information / Relationship to child/case
Documents Reviewed
Name of Document / Date
CHILD INFORMATION
Why child was detained:
Developmental/school assessment information
Additional Significant information(names and contact info of service providers)
Visitation information: address, supervisor of visits (for in-home CHINS list address and names of adults in the home)
Key Issues to Investigate / Notes About / Date Finished
Child Wishes / Notes About
PARENT ONE INFORMATION
Dispositional Order / Compliance Progress (FCM) / Date/Source
Criminal Information Details
Additional Pertinent Information (names and contact info of service providers)
Drug Screens – indicate whether passed or failed (FCM) / Date / Visits – indicate whether attended or missed (FCM) / Date
PARENT TWO INFORMATION
Dispositional Order / Compliance Progress (FCM) / Date/Source
Criminal Information Details or Police Incidents
Other Significant Involved Persons
Additional Pertinent Information(names and contact info of service providers)
Drug Screens – indicate whether passed or failed (FCM) / Date / Visits – indicate whether attended or missed (FCM) / Date
Placement Type:
Adjustment to Placement / Source
Information from Foster Parents etc. regarding adjustments
Updated information about placement
Services received in placement
Additional information about significant people / Plan to find out
Questions for the CASE Manager
Copy of CANS Assessment
Copy of CASE Plan
Services the Child is Receiving
Services the Parents are Receiving
Parents Compliance with Court Orders
Follow Up: Information I may want to include in report or talk with supervisor about

NOTES FROM KAREN ZABEL’S SESSION

GETTING STARTED ON YOUR CASA CASE

Thefollowinginformationisintendedtohelpyouasyouwork yourcase.

Beginning to Work the CASA Case

✓Get Familiar With theCase

✓GatherInformation

✓OrganizetheInformation

✓ContacttheDCSCaseManager

Get Familiar with the Case

1.Readyourcasepaperworkthoroughlyandcarefully.

2.AskyourCASAsupervisorforanysuggestionsheorshemayhaveregardingthatparticular case.

Gather and OrganizetheInformation

Note the cause #.

Keepyourorderandcertificateofacceptancereadilyavailable–you’llneeditinordertobe grantedaccesstocertaininformation.

Identify all of the key individuals identified in your case paperwork, i.e.

▪child,parent(s),fosterparent(s),guardian(s),maternalandorpaternal

▪grandparent(s), Department of Child Services Case Manager(s),etc.

Develop a convenient list of the key individuals and their contact information.

Write down any questions you have about the case.

Note of the next scheduled court date and hearing type.

ContacttheDCSCaseManagerassignedtothecaseandarrangetomeetwithhimorher.

Askthecasemanagertoexplainthecurrentstatusofthesituation.Begintotakenotes.

Askthecasemanagertoreviewthecaseandinparticularidentifyanyspecificconcerns orthingsyoumightfocuson.

Reviewwiththecasemanageryourlistofcontactsandaskheorshetoprovideany contactinformationyoudonothaveandorprovidethenamesandcontactinformation of individuals they believe you should have but that were not included in your paperwork.

GUIDANCE FROM KAREN ZABEL

Askthecasemanagerifthereisanyinformationyoumightprovidethatwouldbe helpfulbutthattheydonothave,i.e.criminalbackgroundchecksonkeyindividuals, relevantmedicalrecords,etc.

Taketimetoreviewthecasemanager’sfileforthecaseandrequestcopiesof documentsinthatfilethatarenotincludedinyourownbutthatyoufeelwouldbe useful.

GUIDANCE FROM KAREN ZABEL

VISITATIONS

Determinewhoyouwillvisitinitiallyandinwhatorder.Inmostinstancesyou wouldbeginbyvisitingthechild.Thismayvaryhowever,dependingupon circumstancesandortheageofthechild.Ifyouareuncertainastowhom youshouldvisitinitially,askthecasemanageroryourCASArepresentativefor theirrecommendation.

GUIDANCE FROM KAREN ZABEL

BEFORE YOU VISIT

1)Calltheindividual(s)youintendtovisit.Iftheindividualisachildcontacttheparent, guardianandorfosterparent.Identifyyourselfbynameandexplainthatyouhavebeen appointedbythecourttoserveasthechild’sCASA.Takeamomentandexplaintheroleof theCASA.Arrangeavisitationdayandtimethatisconvenienttotheindividual(s)youwill bevisiting.

2)Prepareforyourvisit(s).Itisappropriatefortheinitialvisittoserveasanopportunityto establishwhoyouare,yourrole,andtodeveloparapportwiththeindividual(s)youare visiting.Beforeanyvisityoushouldknowaheadoftimewhatyouintendtoask,whatyou needtofindout,whatyouwanttoobserve,etc.

DURING THE VISIT

3)DressinamannerthatrepresentstheCASAorganizationinaprofessionalmanner.WEAR THE CASA IDENTIFICATION BADGE.

4)Bepolite.Berespectful.Bemindfulofthetime.Inmostinstancesitwouldbe unnecessaryforavisittolastlongerthananhour.

5)Refertothelistofinformationyoupreparedinadvance.

6)Takenotesifatallpossible.Whetherornotyoutakenotesduringa visitorwriteyourobservationsafterthevisitistosomedegreea question of personal choice. If you do take notes, be sure to maintaineyecontactandbuildrapport.Youmaywanttodiscuss this with your CASA supervisor manager or your DCS casemanager.

GUIDANCE FROM KAREN ZABEL

FOLLOWING THE VISIT

7)Ifyoudidnottakenotesduringthevisittaketimeimmediatelyfollowingthevisittowrite downasmuchdetailasyoucanrecall.ThiswouldincludequestionsaskedbytheCASAor thoseyou’revisiting,responses,observations(whoallwasinthehome,conditionofthe home,anythingunusualorespeciallyrelevanttothespecificfocusofthecase.

8)RecordingtheInterview–Asageneralrule,wedonotrecordinterviews.Ifyoubelieve yourcaseoryourcircumstancesmaketherecordingofaninterviewarequirement,make sureyouhavepermissionfromyourCASAsupervisorBEFOREyourecordanything.

AS YOU WORK YOUR CASE…….

Askquestionsandseekassistance–ifatanytimeoverthecourseofyour investigationyouareuncertainastohowtoreacttoaparticularsituationorhowto proceed–askyourCASAsupervisororanotherstaffmemberforassistance.

TracktheParents’orGuardian’sprogresswiththeDispositionalOrder. Communicatewiththeappropriateserviceproviders.

KeeptheDCScasemanagerassignedtothecaseandCASApersonnelupdatedonyour activitiesandfindings.

AlwayswearyourCASAidentificationbadgewhenyouareengagedinCASAbusiness. Takethoroughnotesandkeepaccuraterecordsregardingyourinvestigativework.

Documentthetimeyouspendworkingonyourcase.Youwillbeaskedtoreportyourhours workedtotheCASAofficequarterly.

Expect to spend a significant amount of time working on your case.

Visitthechildrenyouareassignedtorepresent.Theminimumrequiredvisitationisoncea month–morefrequentvisitsmaybeappropriateornecessary.

Treatallofthoseyouencountercourteouslyandrespectfullyirrespectiveofyourpersonal feelingsregardingtheiractionsorcircumstances.

Completeareportofyourfindings.CASAstaffwillassistyouwiththisprocess. KeepALLinformationconfidential.

GUIDANCE FROM KAREN ZABEL

DO NOT

Bejudgmental.Itisimperativeyousetasideyourpersonalfeelingsregarding theindividualsandthecircumstancesofyourcase.

GUIDANCE FROM KAREN ZABEL

Argue with individuals you are investigating or talking with over the course of your investigation.Ifyoufeelyouarenotbeingallowedappropriateaccesstoinformation,etc. informCASAstaffandsomeonewillassistyou.

Interviewchildrenthatarenotthechildrenyourepresentwithoutpriorapprovalfromtheir parentorotherappropriateindividual.IfyouhaveANYdoubtastowhetherornotyou shouldintervieworquestionsomeone(childorotherwise)checkwithCASAstaffBEFORE talking with theindividual.

TRANSPORT CHILDREN OR PARENTS OR ANYONE ELSE IN YOUR PERSONAL VEHICLE.

Giveanythingtothechildorthefamily.Giftgiving,orprovidingresources(food,diapers, clothing,etc.)tothechildoranyoneinvolvedinthecaseisoutsidetheCASAroleandcould createtheappearanceofbiasonthepartoftheCASAvolunteer.Inrareinstancesitmaybe appropriate to offer needed items to the case manager who may provide them anonymouslytothefamily.Acard,ornominal(lessthan$10)giftforachild’sbirthdaycan sometimesbeappropriate.CheckwithyourCASAsupervisorfirst.

Removeachildfromtheirenvironment.Ifyouhaveanimmediateconcernforachild’s safetycall911.

THECASASTAFFISALWAYSHERETOASSIST YOU AND HELP ANSWERQUESTIONS.

IF YOU ARE UNSURE ABOUT ANYTHING, CALL US!!

YOUARENOTBOTHERINGUS!

GUIDANCE FROM KAREN ZABEL

GATHERING INFORMATION

READ PARAGRAPHS 2 AND 7 OF YOUR CASA ORDER. This is a

verypowerfulorderandallowsusaccesstovastamountsof information about the people covered by the order. We cannotgetcertaininformationthatiscoveredunderfederal

statute, for example SNAP records or certain substance abuse treatmentrecordswithoutasignedreleasefromthepersontowhom those records pertain. Other information is difficult to obtain and sometimesrequiresaseparatesubpoena.

YoucangatherpublicrecordinformationonANYONEinvolvedinthe case,regardlessofwhethertheyarecoveredbyyourorder.

Public records include….

Police records (incident reports and dispatch logs) Criminalandcivilcourtrecords(withafewexceptions) BasicInmateandSexOffenderInformation

Land Ownership records

Facebook and other social media posts

Anyinformationpeoplewillvolunteerwithoutanorder

Non-Public records include…

DepartmentofChildServicesrecords DCS Service Provider records

Other CASA Program records School records

Publicandprivateelementary,secondaryandpost-secondary Headstart

Medical records

Hospital

Doctors(GP,eyedoctors,surgeons,orthopedist,etc) Dentist

Home Health Care Agencies First Steps

GUIDANCE FROM KAREN ZABEL

Pharmacy Medicaid InSpect EMS

Coroner Confidential Court Records

Juvenile Paternity

Mental Health Adjudications Protective Orders

DeptofCorrectionRecords Probation and Parole Records Jail Records

Employee Records

Landlord Records (particularly Section 8) Utility Company Records

Bank Records BMV Records Phone Records

Federal Government Records Veteran’s Administration Social Security Administration SNAP

State/Local Government Records TANF

Trustees

BoardofHealthRecords Vital Statistics