CHILDREN AND FAMILY SERVICES

SRS contracts with Child Welfare Community Based Service (CWCBS) Providers for the provision of Family Preservation, Reintegration/Foster Care, and Adoption Recruitment Services. These CWCBS Providers are Licensed Child Placing Agencies in the state.

In partnership with SRS, these Providers are responsible to deliver appropriate services and supports to assist parents in maintaining children in their home. When maintaining the child in the home would not meet their safety needs, and out of home placement is required, the child shall be reintegrated as quickly as is safely possible. When reintegration is not a viable option, another permanency option (i.e. adoption, guardianship/permanent custodianship, O.P.P.L.A.) shall be pursued in a timely manner.

The CWCBS Providers are responsible to provide services to all family members, not just the referred child(ren) when out of home placement services are being provided. The family shall be actively involved in the development of the plan for the child, selection of service providers, and the ongoing assessment and review of the plan. The family are viewed as the experts in regard to knowing the resources and strengths of the family, as well as knowing those areas in which supports are needed.

The Contracts prescribe a set of standards and expectations of the CWCBS Providers in carrying out the mission of SRS. Each Provider is legally bound to act on behalf of SRS in delivering services to Kansas children and families. Providers must adhere to the same federal and state laws, statutes, and policies in their delivery of services as SRS.

5010 Requesting Clarification Regarding Contractual Issues

All questions and requests for clarification regarding the Child Welfare Community Based Service Contracts shall come to CFS via the local SRS Office. Either the CFS Program Administrator or the designee shall contact the CFS Program Manager with contractual issues that have not been resolved by local SRS and Provider staff.

5020 Granting Exceptions to the Child Welfare Community Based Service Contracts

Exceptions to the Child Welfare Community Based Service Contracts may only be made in rare circumstances. In general, the contract requirements must stand as written; however, there are situations in the lives of children and families which may not fit into strict contract interpretation. Situations requiring modification to contract requirements may be made on a case by case basis only. The three criteria to be used in making a decision regarding the exception are as follows:

The exception is in the best interest of the child.
Having one Provider working with the family is maintained.
SRS and Provider staff are in agreement regarding the exception.

Regional CFS Program Administrators, in consultation with the CFS Protection Team Senior Administrator and Family Preservation Program Manager make these exceptions for cases served by the Family Preservation Providers. Regional CFS Program Administrators, in consultation with the CFS Permanency Team Senior Administrator and Reintegration/Foster Care Program Manager make these exceptions for cases served by the Reintegration/Foster Care Providers.

5030 Reporting Critical Incidents

Critical incidents are those things which a parent would want to know immediately about their child. Examples of critical incidents include but are not limited to:

death or near death of a child (follow directions in Section 0520)
runaway or child missing from placement-must be reported immediately, and no longer than 2 hours, after learning that the child is missing
arrest for a juvenile offense
serious accidental injury
alleged abuse or neglect
criminal assault of any kind
suicide or attempted suicide
serious physical illness
emergency change in placement
unanticipated medical attention that requires treatment beyond first aid
work related serious injury or death of CWCBS Provider staff or incidents in which staff safety was seriously compromised
any incident which might involve SRS or the CWCBS Provider in litigation or media attention
aggressive or assaulting behaviors where safety is seriously compromised
use of illegal drugs

This list is not all inclusive. If there is a question as to whether or not a situation should be defined as a critical incident, the CWCBS Provider should report the incident to SRS. Incidents reported per the instructions in Sections 0510 and 0520 need not be reported more than once. Critical incidents shall continue to be sent to SRS throughout the aftercare period.

5031 CWCBS Responsibilities

The CWCBS Provider shall verbally notify SRS staff of any critical incident within 12 hours of the Provider's knowledge of the incident, followed by a written report within 24 hours. The exceptions are as follows:

1. A child has been reported to the CWCBS Provider as missing from placement for any

reason. This shall be reported to SRS and law enforcement within 2 hours of the CWCBS Provider being informed of the child's missing status, with written report submitted to SRS within 24 hours.

2. the critical incident is a report of suspected child abuse/neglect. This shall be verbally reported to SRS through the Protection Report Center and then followed with written report within 24 hours

Critical incidents shall continue to be reported to SRS throughout the aftercare period following permanency. For death/near death instances, reports are to be made to the SRS Regional CFS Program Administrator, the Regional Director, or assigned designee. If regional staff are not available, the report shall be made to the designated staff person in Children and Family Services.

For incidents occurring over the weekend or on holidays, the verbal report is to be called to SRS at the after hours designated number within 12 hours of the CWCBS Provider's knowledge of the incident. The exception is when a child has been reported to the CWCBS Provider as missing from placement for any reason. This shall be reported to SRS within 2 hours of the CWCBS Provider being informed of the child's missing status. A written report is to be submitted to the SRS office by 11:00 a.m. on Monday or the first working day after a holiday.

5040 CWCBS Screenings, Assessments, and Subsequent Referrals

The CWCBS Provider is responsible to:

assess the needs of the referred child and other members of the family
ensure the appropriate services are provided to meet the identified needs
ensure the family gains access to appropriate services in their community. Whenever possible, services shall be provided in the home and focus on the needs of the family rather than just being focused on the child

5041 Physical Health Services

The CWCBS Provider shall obtain information on each child's last assessment for the following:

Dental

Vision

Hearing

Physical, including pharmacological

Additionally, the CWCBS Provider shall assess the nutritional needs of each child.

5042 Mental Health Services

The mental health assessment process includes:

Provider completes the Social/Emotional Screening Tool for each child age newborn through age 5, or the Child Welfare Mental Health Referral Guide for each child age 6 and older referred to the Provider within twenty (20) days of referral (See Appendix 3J for Child Welfare Mental Health Referral Guide or Appendix 3L for Social/Emotional Screening Tool)
Provider makes a referral, using the Request for Initial Mental Health Assessment/Transfer of Services form, to the Kansas Health Solutions for those children age newborn through age 5 whose screening tool results indicate the need for mental health assessment (See Appendix 3K for Request for Initial Mental Health Assessment/Transfer of Services form). If the local CMHC does not provide early childhood mental health services, the child may be referred to an appropriate early childhood program in the community providing services to pre-school age children and their families/care providers.
Provider makes a referral, using the Request for Initial Mental Health Assessment/Transfer of Services form, to the Kansas Health Solutions for those children age 6 and older whose referral guide results indicate the potential existence of a serious emotional disturbance and the need for specialized mental health services (See Appendix 3K for Request for Initial Mental Health Assessment/Transfer of Services form)
For children age 6 and older, the CMHC shall complete an evaluation to determine if the child has a serious emotional disturbance and needs specialized, community based mental health services (SED/CBS)

The determination of SED/CBS shall continue through out the entire episode of service provision.

The CWCBS Provider shall:

submit notice of status changes to the CMHC, for children served by the CMHC, within 5 business days of the status change
submit to the CMHC prior history and any psychosocial assessment available for children served by the CMHC within five business days prior to the child's appointment
provide the case plan to the CMHC, if one has been completed prior to the referral for specialized services
invite appropriate CMHC staff to all subsequent case planning conferences
provide a completed case plan to the CMHC within ten business days of the completion of the subsequent case plans
participate in regular and ad hoc reviews of the system in order to determine if the needs of children and families are being met
encourage parents to be actively engaged in the assessment and treatment process
Medicaid reimbursable mental health services provided by a qualified provider of the service to children served by the CWCBS Provider are not the financial responsibility of that Provider. These services shall be billed to Medicaid by the service provider.

5043 Developmental Disability Services

The Developmental Disability assessment process includes:

Provider completes a Child Welfare Mental Retardation / Developmental Disability Screening Tool for each child referred to the Provider within twenty (20) days of referral
Provider makes a referral to the local Community Developmental Disability Organization (CDDO) for children whose tool results indicate the potential existence of a developmental disability and the need for specialized services
The CDDO shall complete an evaluation to determine if the child meets the criteria for developmental disability services.

5044 Substance Abuse Services

The Substance Abuse assessment process includes:

As part of the family assessment process, the provider shall gather information within 20 days of referral regarding substance abuse issues. Adults in the home and children age 8 and over shall be assessed. If the provider determines that further assessment is warranted, a referral shall be made to the statewide substance abuse Pre-paid Inpatient Health Plan (PIHP) contractor.

5050 Professional Judgment Resolution Process

It is understood that professional disagreements which arise between CWCBS Providers and SRS staff must be resolved at the level at which they arise by respectful and open communication. The Regional Contract Specialist is available to provide contract clarification and assist with problem solving.

The resolution process is a management tool that can and should be used frequently to work out issues quickly and appropriately. Only when the informal process cannot resolve an issue should the formal process be initiated.

5051 Informal Process

The informal process stresses immediate and ongoing communication: telephone call and e-mail are important elements of this type of process. If staff are unable to resolve their concerns, supervisory staff shall become involved. If the SRS supervisor and CWCBS Provider supervisor cannot agree, they shall discuss the issues with the Regional CFS Program Administrator and the Provider Program Director. If consensus cannot be reached, the issue shall be pursued through the formal process.

5052 Formal Process

The formal process may involve three levels of resolution and requires written reports of the specific issues needing resolution.

First Level: If not resolved through the informal process, both SRS and Provider supervisors present the following written documentation to the CFS Program Administrator and the Provider Program Director.

Pertinent case specific facts
Specific areas on which there is disagreement and the rationale from each on the reason for disagreement.
Expected results.

Second Level: If the dispute is not resolved at the first level, the written documentation cited above will be sent to the Regional Director (or designee) and the Provider's CEO (or designee) for review and resolution.

Third Level: If not resolved at the second level, the SRS Regional Director (or designee) and the Provider's CEO (or designee) will forward one copy of the written documentation cited above to the attention of the Director of Children and Family Services (CFS) for review and resolution.

At each level, there is a maximum limit of five working days for written response. If the situation necessitates a shorter period of time in which to make a decision, the time period shall be adjusted accordingly.

5100 In Home Services

Family Preservation Services are made available to the child/children and the family in the parental home. The goal is to provide a full range of services to the family in order to keep the child(ren) safe, improve family functioning, and prevent the unnecessary removal of the child(ren) into the state's custody. The family preservation program builds upon a family's strengths and abilities to resolve the crisis that places the child at risk, maintain the family as a whole, and teach families new skills to prevent future crisis.

The level of intensity needed for service delivery is defined primarily by the family, with input by SRS staff at the time of the referral, as well as the Family Preservation Provider. All parties should work from the expectation that the intensity level is established to reduce the risk of harm to the child(ren), as well as the risk of removal. Families are given the time and services they need when they need them.

Family Preservation services include the following characteristics:

Services protect the child(ren) and strengthen the family;
Services are provided to alleviate a current crisis situation that places the children at risk of removal from the home;
Services are delivered primarily in the family home or community;
Services are designed for families who require more frequent contact, including the availability of staff twenty-four hours a day, seven days a week;
Services are committed to reinforcing the strengths of the family and its members and empowering the family to solve problems and become self-sufficient;
Services enhance parenting skills, family and personal self-sufficiency, functioning of the family, and reduce stress on families;
Services are designed to be a therapeutic intervention, and
Services help families locate and use additional assistance including, but not limited to, the development and maintenance of community support systems, counseling and treatment services, housing, child care, education, job training, emergency cash grants, state and federally funded public assistance, and other basic support services.

5101 Criteria for Referral

In determining the appropriateness of referring a family to Family Preservation Services, the level of intervention is such that the family is in crisis. The recommendation for services utilizes the Family Based Assessment (FBA) process. General guidelines for recommending services include:

The Safety Decision on the Safety Assessment is "conditionally safe"; or
The Risk Level on the Risk Assessment is "Moderate", "High", or "Intense", "Risk Present"; or
The Risk Conclusion on the Risk Assessment is "Risk Controlled" or "Risk Present"; or
The Assessment Conclusion on the CINC NAN: Non-abuse/Neglect Assessment is "Problem Behavior Present".

The family has specifically requested services.

A family is eligible for a referral to Family Preservation when:

A. There is a risk for removal of a child from the home, and

B. A parent/care giver is available to protect the child; and

C. A parent/care giver is willing and able to participate in service.

D. Family with chronic problems has experienced significant progress and now demonstrates ability to care for the family and children.

E. A parent/caregiver with mental/emotional health issues has been stabilized so they now demonstrates ability to care for self and children.

F. A parent/caregiver with limitations now demonstrates ability to care for self and children.

G. A parent/caregiver with substance abuse issues now demonstrates an ability to care for children.

5102 Excluded from Family Preservation Services

Families having at least one child in Custody as Child in Need of Care and are referred to the Foster Care/Reintegration Service Provider or who are already in out of home placement will not be referred to Family Preservation.

5103 Criteria for Adjudicated Juvenile Offenders

If there is only one child in the home and that child is adjudicated as a juvenile offender and is in the custody of the Juvenile Justice Authority (JJA), either before or after referral for Family Preservation services, services to that child are the responsibility of the JJA. Family Preservation services or any other type of services deemed necessary by JJA or the legal system can be purchased by JJA from a provider of their choice.

If there are other children in the home who meet the criteria for family preservation services, a referral can be made or the service can continue if the adjudication and custody occur after referral. The child/youth who is adjudicated and in the custody of the JJA may participate as a member of the family in these services.

A child/youth with juvenile offender charges needs services related to abuse/neglect which are distinct and separate from the juvenile offender issues, a Family Preservation referral may be considered. Such services would result from an Abuse/ Neglect investigation by SRS.

A child may have juvenile offender charges or be adjudicated as a juvenile offender and JJA not be involved. The charges may be pending or the Court may have another entity, ie Court Services, provide the supervision outlined at the dispositional hearing.

5104 Special Circumstances

When a child moves during an active family preservation case to another adult's residence and the move was arranged by the families involved, a referral for the family at the new residence will be assessed on its own merit and may result in a family preservation referral. This may arise when a child changes their residence to live with the other parent, a relative or other kin.
Services may occasionally be court ordered. When the court orders both parents to participate in family preservation services but the child lives with only one parent, family preservation services shall be delivered to the custodial family. A referral to family preservation for the non-custodial parent family will be assessed on its own merit.

5110 Referral Process for In Home Services

As soon as a family is identified as eligible for Family Preservation, a referral shall be made to the Family Preservation Service Provider within 24 hours.

When the determination has been made to refer a family for family preservation services, the SRS social worker shall e-mail or fax the following information to the Family Preservation Service Provider:

Family Preservation Referral and Transmittal Sheet, CFS 2020;
CFS 1000 face sheet;
CFS 2003, Family Based Safety Plan, if applicable;

Additionally, the SRS social worker shall be available to answer any questions the Provider may have regarding the referral for two hours following the faxing or e-mailing of the information.

Any other pertinent case material including, but not limited to, case planning documents, court orders, and releases of information shall be mailed or faxed to the Family Preservation Service Provider. It is very important to share all relevant information with the service provider. SRS shall inform the service provider of any information in SRS files which cannot be released. For example, if SRS has information that a child in the family has received an evaluation by a private psychologist, the Family Preservation Service Provider shall be informed of the existence of the evaluation from the psychologist.

5111 Referral-SRS Custody: Maintenance at home

When a child(ren) is in custody but is not in need of out of home services, is not being served by a CWCBS Provider, and meets the criteria for referral, then a referral may be made to the Family Preservation Service Provider. If a custody case plan is due within 15 calendar days of a referral for Family Preservation services, then SRS shall complete the plan and invite the Family Preservation Service Provider, as well as the family, and negotiate the tasks to be included as the Family Preservation Service Provider is responsible for ensuring all tasks are completed.

If at the conclusion of the intensive services phase, the child(ren) remain in custody, the CWCBS Provider shall continue to provide custody supervision services. This would include but is not limited to maintaining a current case plan, monthly face-to-face contact with the child, court appearances, assisting the family in following court orders, etc.

5112 Recommendation for Continuation of Specific Services

When a family receiving services under a client services agreement is referred for family preservation services, the SRS worker may recommend the current client service agreement be continued. If a recommendation is made, SRS is responsible for the costs associated with the client service agreement. The continuation of such services is to be authorized at the time of the referral and documented on the CFS 2020. When a referral to family preservation is under consideration or is made, no other new service referrals are to be made by SRS.

5113 Request for Retraction

It is expected that SRS will make appropriate referrals for Family Preservation services; however, on rare occasions a referral for Family Preservation services may not be appropriate to the family's circumstances. The Family Preservation Program Manager shall make the determination on whether a referral is to be retracted.

If the CWCBS Family Preservation Service Provider or the SRS Social Worker believes a retraction is warranted, a discussion with the Regional Contract Specialist (RCS) is to occur within three business days of referral. The RCS shall consult with the SRS Social Worker and Supervisor to obtain their recommendation on next steps. If determined that a request is to be made, the CWCBS Provider will complete the appropriate sections and submit the "Request for Retraction of a Family Preservation Referral", CFS 5002, to the Regional Contract Specialist. After review and completion of the appropriate section, the Regional Contract Specialist shall submit the completed form to the Family Preservation Program Manager at CFS Central Office, within four business days of referral. The Family Preservation Program Manager will have one business day from receipt to respond to the CWCBS Provider and the RCS. When the retraction request is approved, the Family Preservation Service Provider receives no payment for the referral and the retraction is not reflected in any of the outcomes. Furthermore, once the RCS is contacted for discussion, timelines associated with the case will be suspended until a decision is made by the Family Preservation Program Manager.

Situations which may result in a request for retraction are:

the family has moved and their location is unknown by SRS;
another CWCBS Provider has contractual responsibility to provide services to the family (for example, when children come into OOH at or immediately after the initial meeting);
the children are no longer in the home due to a family decision, there is no established date for return of the children, and the family is no longer interested in Family Preservation services
one child in the home has been moved into out of home placement prior to the initial case plan meeting (OOH referral is to the reintegration provider) After the initial case plan meeting, OOH referral remains with the family preservation provider.
the parents/caregivers refuse to accept Family Preservation services within the first three days after referral. (Also see Section 5140.)

5120 Roles and Responsibilities

5121 SRS

Following the referral to family preservation, the SRS social worker (unless otherwise noted) shall be responsible to:

provide the family a copy of the Family Preservation Services brochure (CFS 4000)
provide current information for data entry into FACTS,
assist the family preservation provider in the engagement process with the family.
participate in the Initial Team Meeting within 48 hours of referral
complete all child abuse/neglect assessments in accordance with PPM section 2000.
inform the Family Preservation Service Provider of ongoing child abuse/neglect assessments.
provide the Family Preservation Service Provider a copy of the CFS 2012 or CFS 2013. Inform the provider of the status of appeal, if applicable
notify the Family Preservation Service provider when a child is placed in SRS custody and provide a copy of the journal entry/court order.
participate in case planning, as needed
complete the sections designated for SRS Social Work staff on the Family Case Plan
authorize or deny, based on availability of resources and customer need, requests for hard goods in excess of the $500.00 contract obligation.
meet with the family and family preservation provider to discuss options if there is a refusal of services
assure the Family Preservation Service Provider completes the CFS 5001, Family Preservation Non-Completion of Case Plan (NCCP), if a case plan is not completed within the required timeframe or a child is referred out of home prior to completion of the case plan. The initial case plan should be completed approximately 20 days after referral and received by SRS within 3 business days following the date the case plan was held. When a referral ends as a non-completion, SRS should receive the CFS 5001, Family Preservation Non-Completion of Case Plan within 30 calendar days of referral. When appropriate, the timeframe for completion of the case plan may be extended by documented mutual decision.
provide reports to the court as indicated.
the Regional Contract Specialist will reconcile names of referrals, and names of non-completion of case plans with the Family Preservation Service Provider. Additionally, the Regional Contract Specialist shall be consulted, in writing, on any case plans that will be completed beyond 30 days from referral.

5122 Family Preservation Provider

Following the referral to family preservation, the Family Preservation Service Provider (unless otherwise noted) shall be responsible to:

Provide direct services to the referred family for twelve months.
Provide services to the family throughout the life of the case
Acknowledge receipt of the Family Preservation Referral within 24 hours by submitting the Acknowledgment of Referral/Notification of Move/Placement form, including the name of the agency providing services and the case manager worker assigned.
Access through the KIDS system the Safety Assessment (CFS 2030B), Risk Assessment (CFS 2030D), CINC/NAN Summary (CFS 2030E) and Family Based Assessment Summary (CFS 2030F)
Access through the FACTS system any needed information
Contact the family either by telephone or face-to-face within 24 hours of the receipt of the Referral. In consultation with the family, arrange when the Initial Team Meeting is to occur.
Facilitate the Initial Team meeting with the family within 48 hours of the referral.
In consultation with the family, schedule and hold the initial Family Case Plan conference within 20 days of referral. Submit the original copy of the Family Case Plan documents to the SRS social worker within 3 business days following the date the case plan was held. In rare circumstances and due to the need of the family, completion of the Family Case Plan may occur beyond 20 days after referral. If completion of the Family Case Plan is to occur beyond 20 days of referral, a documented discussion shall occur with the SRS social worker. Additionally, if completion is to occur beyond 30 days of referral, the Regional Contract Specialist shall be consulted in writing. Case plans shall only occur beyond 20 days if it is due to the accommodation of the family, with documentation to support this occurrence.
In consultation with the family, schedule and hold a Family Case Plan conference within 170 days of the last case plan, if the case continues to be open and in the intensive phase.
In consultation with the family, schedule and hold a Family Case Plan conference within 20 days of resumption of intensive services. Submit the original copy of the Family Case plan documents to the SRS social worker within 3 business days following the date the case plan was held.
Submit the following case plan documents when the child is not in SRS custody:

CFS 3050 (A), Permanency Plan,

CFS 3050 (B), Permanency Objectives,

CFS 3050 (C), Participants' Signature/Date

CFS 3050 (D), Child and Youth Plan (only the "Child Well Being Status" section)

Appendix 3G Service and Service Codes

Submit the following case plan documents when the child is in SRS custody:

CFS 3050 (A), Permanency Plan,

CFS 3050 (B), Permanency Objectives,

CFS 3050 (C), Participants' Signature/Date

CFS 3050 (D), Child and Youth Plan,

CFS 3050 (F2), Visitation Plan

CFS 3050 (G), Permanency Plan Review

Appendix 3G Service and Service Codes

Complete the CFS 5001, Family Preservation Non-Completion of Case Plan if a mutual documented decision has not been made to extend the timeframe for completion of the case plan - the initial case plan is expected to be received by SRS approximately 23 days after referral (within 3 business days following the date the case plan was held). A NCCP is completed when the family does not engage in services as signified by their refusal to participate or sign the case plan. Additionally, a NCCP is completed when a child is removed from the home after the initial team meeting and a referral is made by SRS to the CWCBS Provider responsible for Reintegration/Foster Care services. SRS shall receive the CFS 5001, Family Preservation Non-Completion of Case Plan within 30 calendar days of referral.
Report suspected child abuse or neglect immediately to SRS.
If there is court involvement, provide the SRS worker a report a minimum of 10 days before it is due to the Court,.
Provide documentation to justify the filing of a petition when a child cannot safely remain in the home.
Attend court hearings.
Testify in court as requested.
Reconcile names of Referrals and names of Non-Completion of Case Plans with the SRS Regional Contract Specialist monthly.
Submit the Family Preservation Contract Monthly Report, Appendix 5B, to the Program Manager at CFS by the 10th day of the month following the month of service provision was provided in.
Submit Encounter Data to CFS as required and respond to Error Reports timely.
Maintain the Case Activity Log to document services provided.
Provide every family engaged an application for Medicaid and/or Healthwave.
Assure that all children having Medicaid eligibility receive Kan-Be-Healthy services.
Notify SRS timely of lack of engagement with the family or refusal of services
by the family after referral.
Complete and e-mail to SRS, within 48 hours, an Acknowledgment of Referral/Notification of Move/Placement form with "Conclusion of Initial Intensive phase of Family Pres Serv" marked when the initial intensive phase has ended.
Complete and e-mail to SRS, within 48 hours, an Acknowledgment of Referral/Notification of Move/Placement form, with "Reinstatement" marked if a family returns to the intensive phase during the 12 months of service delivery
Complete and e-mail to SRS, within 48 hours, an Acknowledgment of Referral/Notification of Move/Placement form, with "Conclusion of 12 month case responsibility: Family Preservation" marked when 12 months from the date of referral has elapsed.

5130 Initial Team Meeting for Family Preservation

The initial team meeting initiates building the relationship between those persons who will share the responsibility for ensuring the child and family receive the services and supports required to maintain the family structure.

5131 Initial Team Meeting Participants

Persons required to attend the initial team meeting are as follows:

SRS social worker
Family Preservation case manager
The parent(s)
Other family members

The family should be encouraged to invite other persons who are a part of the family's support network. The assigned SRS social worker and the assigned Family Preservation case manager shall attend the initial team meeting, however, if either or both are unable to attend, each agency is responsible to designate other staff members. The preferred designee is a staff member who has had or will have some involvement with the family. The case file shall document the designee's involvement with the family.

Parents shall sign release of information forms to authorize the sharing of information with meeting participants.

5132 Initial Team Meeting Timeframe and Location

The Community Based Child Welfare Service Provider shall contact the family within 24 hours of the referral to introduce themselves and to plan for the initial team meeting. The family's preference shall be considered when selecting the time and location for the meeting.

The initial team meeting shall occur within 48 hours from the time of the referral, regardless of the day of the week the referral is made. The only time it is acceptable to exceed this timeframe is when the family makes a request for this to accommodate their schedules or to allow for participation by a support person who cannot meet the 48 hour timeframe. If not held within the 48 hours, the meeting needs to be held as soon as possible--preferably within the next 24 hours. The case file shall document the reason for the extension of the meeting time.

If the parent(s) or primary care giver from whom the child was removed are unwilling or unable (i.e. whereabouts unknown) to participate in the initial team meeting, this shall be documented in the child's case file. In these instances, the initial team meeting will not occur.

5133 Purpose of Initial Team Meeting

The purposes of the initial team meeting are as follows:

Families are provided the opportunity to describe their experiences, identify their strengths, resources, and skills, and play a lead role in the development of the initial service plan
When the meeting is over, families feel their perspectives are valued and there is a commitment to helping them achieve success
Supports for the family have been identified
Roles and responsibilities of all team members are clarified: families, child, Case Management Provider, SRS, service providers, and other team members
Full disclosure of SRS expectations, consequences of actions, and timelines for decisions about child permanence
A plan is made for the continued gathering of assessment information that can support the initial case plan, including the signing of releases to review information already collected, or to contact individuals to obtain new information.

5134 Documentation of Initial Team Meeting

The Family Preservation Service Provider shall document the following information in the case file:

Date, time, and location of meeting
If not held within required timeframe, the reason
Persons invited
Persons attending and their role
Issues discussed
Next steps