Virginia Department of Social Services Foster Care

November 2010 Volume VII, Section III, Chapter B Table of Contents

FOSTER CARE GUIDANCE MANUAL

TABLE OF CONTENTS

1. FOSTER CARE OVERVIEW ....................................................................................... 1

1.0 Table of contents ........................................................................................ 1
1.1 Introduction ................................................................................................ 2
1.2 Definitions ................................................................................................... 2
1.3 Federal and state requirements ................................................................ 7
1.5 Practice principles ..................................................................................... 7
1.6 Organization of manual ........................................................................... 11

2. ENGAGING THE CHILD, FAMILY AND SIGNIFICANT ADULTS ........................... 12

2.0 Table of Contents ..................................................................................... 12
2.1 Introduction .............................................................................................. 13
2.2 Framework ................................................................................................. 13
2.2.1 Practice Principles .......................................................................... 14
2.2.2 Legal Authority ................................................................................ 15
2.2.2.1 Locating and notifying relatives ............................................ 15
2.2.2.2 Involving the child and family ................................................ 16
2.2.2.3 Visitation and communication with family ............................. 17
2.2.3 Outcomes ....................................................................................... 18
2.3 Notifying and informing relatives of child’s removal ............................. 18
2.4 Roles and resources family members and individuals can provide .... 19
2.5 Searching for relatives and significant adults ........................................ 20
2.5.1 Preparing the child and family for the search ................................. 21
2.5.2 Examining the child’s and family’s extended networks ................... 21
2.6 Engaging relatives and significant individuals in the child’s life ......... 22
2.7 Using Family Partnership Meetings ........................................................ 23
2.8 Service plans, transition plans and FAPT process ................................ 24
2.9 Planning visits and communication ........................................................ 25
2.10 Notifying parents of placement and visitation changes ........................ 25
2.11 Resources and tools ................................................................................. 25
2.11.1 Virginia Guidance and Resources .............................................. 25
2.11.2 Practice Guides and Toolkits ...................................................... 26
2.11.3 Additional Tools and Resources ................................................. 27
3. ENTERING FOSTER CARE ...................................................................................... 28
3.0 Table of contents....................................................................................... 28
3.1 The date a child is considered to enter Foster Care .............................. 29
3.2 Best interests of child requirements ....................................................... 29
3.3 Reasonable efforts requirements ............................................................ 30
3.3.1 Initial judicial determination of reasonable efforts .......................... 30
3.3.2 Requirements for the court order ................................................... 30
3.3.3 Reasonable efforts after LDSS receives custody or accepts
placement .................................................................................... ..30
3.3.4 Reasonable efforts not required .................................................... 31
3.3.5 When children in custody remain in their own home ..................... 32
3.4 Title IV-E funding restrictions .................................................................. 32
3.5 Indian Child Welfare Act ........................................................................... 32
3.6 Authority for placement and dispositional alternatives…………………33
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3.6.1 Court hearings ............................................................................... 33

3.6.1.1 Emergency removal hearing ........................................... 33
3.6.1.2 Preliminary removal hearing ........................................... 34
3.6.1.3 Dispositional hearing ...................................................... 35
3.6.2 Temporary entrustment agreement ............................................... 36
3.6.2.1 Entrustments for less than 90 days ................................ 37
3.6.2.2 Court hearings to approve entrustments for more than
90 days ……………………………………………………..37
3.6.3 Permanent entrustment agreement ............................................... 38
3.6.4 Relief of care and custody ............................................................. 39
3.6.5 Non-custodial foster care placement ............................................. 39
3.6.5.1 Non-custodial foster care agreement .............................. 40
3.6.5.2 Court approval of plan for placement through
non-custodial foster care agreement ............................. 41
3.6.5.3 Other requirements ......................................................... 42

4. PLACEMENT TO ACHIEVE PERMANENCY ............................................................ 43

4.0 Table of contents....................................................................................... 43
4.1 Introduction ............................................................................................... 46
4.2 Framework ................................................................................................. 46
4.2.1 Practice principles ......................................................................... 46
4.2.2 Legal authority ............................................................................... 48
4.2.2.1 General provisions for placing children.................................. 48
4.2.2.2 Seeking and notifying relatives of placement options ............ 49
4.2.2.3 Pursuing permanent placement options ................................ 50
4.2.2.4 Using approved and licensed providers................................. 52
4.2.2.5 Placing children across jurisdictional lines............................. 53
4.2.2.6 Placing children outside of Virginia ........................................ 53
4.2.2.7 Providing intensive care coordination services ...................... 53
4.2.2.8 Education requirements when placing child .......................... 54
4.2.3 Outcomes ....................................................................................... 55
4.3 Critical decisions in making placements ................................................ 55
4.4 Key partners in making placement decisions ........................................ 57
4.5 Engaging relatives and significant adults as placement options ......... 57
4.6 Procedures prior to out-of-home placements ........................................ 58
4.6.1 Discussing permanency and placement options ............................ 58
4.6.2 Family Partnership Meetings prior to child’s removal/placement ... 60
4.6.3 Pre-placement visits ....................................................................... 60
4.6.4 Preparing key partners for placement ............................................ 60
4.6.5 Placement agreement with Code of Ethics and Responsibilities .... 61
4.6.5.1 Placement agreement with foster homes .............................. 62
4.6.5.2 Placement agreement with children’s residential facilities ..... 63
4.6.6 Financial agreement with provider………………………………..….63
4.7 Procedures for emergency foster care placements ............................... 64
4.8 Procedures for placement changes ........................................................ 65
4.8.1 Family Partnership Meetings to preserve or change placements ... 65
4.8.2 Notification of placement changes and maintaining connections ... 65
4.9 Placements leading to permanency for child ......................................... 66
4.9.1 Placements leading to reunification ................................................ 66
4.9.2 Placements leading to adoption ..................................................... 66

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4.9.3 Placements leading to custody transfer to a relative ...................... 67

4.10 Placements for children with alternative goals .................................... 67
4.10.1 Placement with goal of Permanent Foster Care ........................... 68
4.10.2 Placement with goal of Independent Living .................................. 68
4.10.3 Placement goal of Another Planned Permanent Living
Arrangement ................................................................................ 68
4.11 Placements in relative homes ................................................................ 69
4.12 Placements in resource family homes .................................................. 69
4.12.1 Resource family approval requirements……………………………70
4.12.2 Resource homes providing services to more than one LDSS ...... 70
4.13 Placements in Independent Living Arrangements ............................... 71
4.13.1 Factors to assess in determining youth’s readiness ..................... 71
4.13.2 Approving the Independent Living Arrangement .......................... 73
4.13.3 Agreement for placement in Independent Living Arrangement .... 73
4.14 Placements in residential programs...................................................... 73
4.14.1 Definition and objectives of residential placement ........................ 74
4.14.2 Pre-placement planning and placement in residential care .......... 75
4.14.3 Residential facility requirements ................................................... 76
4.14.4 Facilities with provisional licensure status .................................... 76
4.14.5 Requirements for placing child in out-of-state residential facility .. 77
4.15 Placements across jurisdictions ........................................................... 78
4.15.1 Placements in another political jurisdiction ................................... 78
4.15.2 Transferring custody to another LDSS ......................................... 78
4.15.3 Interstate placements ................................................................... 79
4.15.3.1 Placing a child outside of Virginia ................................. 79
4.16 Determining child’s best interest for school placement ..................... 79
4.16.1 Engaging child in school placement determination ...................... 80
4.16.2 Engaging other key partners in determining child’s best interest
for school placement .................................................................... 80
4.16.3 Factors to assess in child’s best interest determination ............... 81
4.16.4 Arranging and funding transportation to remain in same school .. 82
4.16.5 Documenting school placement process and determination ........ 82
4.16.6 Resolving school placement disputes .......................................... 83
4.17 School enrollment requirements ......................................................... 84
4.17.1 Notifying new school of need to enroll child ................................ 84
4.17.2 Enrolling child immediately and appropriately .............................. 85
4.17.3 Informing school of offenses, criminal acts, or delinquency
adjudications................................................................................. 86
4.17.4 Communicating with the school on child’s education ................... 87

5. CASE OPENING ...................................................................................................... 88

5.0 Table of contents....................................................................................... 88
5.1 Setting up case in Child Welfare Information System ........................... 90
5.1.1 Opening foster care case in Child Welfare Information System……..90
5.1.2 Choosing program category (Funding Source Screen) ………………90
5.2 Setting up paper case records ................................................................. 91
5.3 Referrals for maintenance: Title IV-E and State Pool Funds…………...92
5.3.1 Title IV-E eligibility requirements………………………………………...92
5.3.2 Additional requirements for continuing eligibility for Title IV-E funding

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and requirements for all Foster Care cases…….……………………. 93

5.4 Referral for determination of Medicaid (Title XIX) Eligibility ..............…93
5.4.1 Signing and filing application……. …………………………….…… .93
5.4.2 Informing Medicaid of changes………………….……………….……..93
5.5 Referral for collection of child support ................................................... 93
5.5.1 Fundamental information about support…….…………………………94
5.5.2 Court ordered child support …………………………………………. 94
5.5.3 Responsibility of service worker in securing support for children … 95
5.5.4 Claiming good cause…….…………………………………………… 96
5.5.5 Identifying the absent parent……………………………………………97
5.5.6 Completing the Absent Parent/Paternity Information Form………… 97
5.5.7 Responsibility of eligibility worker …….………………………………98
5.5.8 Responsibility of Division of Child Support Enforcement…….………98
5.6 Arranging visitation with parent(s) or prior custodians………………...98
5.7 Referral for services.................................................................................. 98
5.8 SSI and other potential benefits .............................................................. 98
5.8.1 Eligibility for Supplemental Security Income (SSI) for children………99
5.8.2 Representative payee…….…………………………………………… 100
5.8.3 Lump sum retroactive SSI payments ……………………………...…100
5.8.4 Other governmental benefits to which child may be entitled………...100
5.9 Obtaining medical exam ........................................................................ 100
5.10 Setting up payment process for providers .......................................... 101
5.11 Collecting information that the child will keep ..................................... 101

6. COMPREHENSIVE CHILD AND FAMILY ASSESSMENT ................................... 102

6.0 Table of contents ......................................................................................... 102
6.1 Introduction .................................................................................................. 104
6.2 Comprehensive assessment process ......................................................... 104
6.3 Engaging the child and family in the assessment process ...................... 105
6.4 Initial assessment process .......................................................................... 105
6.4.1 Identifying needs and issues prior to services ...................................... 106
6.4.2 Identifying strengths to address needs ................................................. 107
6.5 Initial assessment requirements ................................................................. 107
6.5.1 Safety factors ........................................................................................ 108
6.5.2 Comprehensive social history ............................................................... 109
6.6 Role of Family Assessment and Planning Team........................................ 110
6.7 Types of assessment tools ........................................................................... 110
6.8 State required and recommended assessments......................................... 110
6.8.1 Child and Adolescent Needs and Strengths (CANS) ........................... 110
6.8.1.1 Who should be assessed with CANS……………………………111
6.8.1.2 Assessment areas…………………………………………………111
6.8.1.3 CANS resources…………………………………………………...112
6.8.2 Ansell-Casey Life Skill Assessment (ACLSA) …………………………..112
6.8.2.1 Frequency of administration………………………………………112
6.8.2.2 Assessment areas…………………………………………………112
6.8.2.3 Resources………………………………………………………… 113
6.8.3 Early Periodic Screening, Diagnosis, and Treatment (EPSDT) …….… 113
6.8.3.1 Periodicity schedule for screenings……………………………...114

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6.8.3.2 Required components of screenings…………………………….114

6.8.3.3 Health assessment resources…………………………………....114
6.8.4 Best interest determination for school placement…………………………115
6.9 Documenting the assessment ................................................................... 115
6.10 Additional resources ................................................................................... 116

7. PERMANENCY PLANNING: SELECTING THE GOAL…………………..………….117

7.0 Table of contents ……………………………………………………….........117
7.1 Introduction ……………………………………………………...……...…....118
7.2 Framework……………………………………………………………...……..119
7.2.1 Practice principles……………………………………….……….…..119
7.2.2 Legal authority ………………………………………….…………...120
7.2.3 Outcomes ……………………………………………….…………..123
7.3 Permanency goals ................................................................................. 124
7.3.1 Return to Parent(s) or Prior Custodian(s) .................................... 124
7.3.2 Adoption ...................................................................................... 124
7.3.3 Placement with Relatives with Subsequent Custody Transfer .... 124
7.4 Alternative foster care goals …………………………………….…......….125
7.4.1 Permanent Foster Care ..........................................………………125
7.4.2 Independent Living ..................................................................... .126
7.4.3 Another Planned Permanent Living Arrangement ………… ..….126
7.5 Concurrent planning……………………………………………………...…127
7.6 Shared decision making………………………………………………...…..127
7.6.1 Using Family Partnership Meetings prior to changes in goal…….128
7.7 Factors to consider when choosing a permanency goal………...….…129
7.7.1 Best interest of the child .............................................................. 130
7.7.2 Determining when Return Home is not in child’s best interest .... 131
7.7.3 Determining when Adoption is not in the child’s best interest.......132

8. DEVELOPING THE INITIAL SERVICE PLAN ...................................................... 134

8.0 Table of contents .................................................................................... 134
8.1 Introduction ............................................................................................ 135
8.2 Framework ............................................................................................... 135
8.2.1 Practice principles ........................................................................... 136
8.2.2 Legal authority ................................................................................. 136
8.3 Engaging family and key partners in developing the service plan .... 141
8.4 Foster Care Service Plan format requirements .................................... 141
8.5 What must be included in Foster Care Service Plan ........................... 142
8.5.1 Part A of the Service Plan ............................................................... 142
8.5.2 Part B of the Service Plan ............................................................... 145
8.6 Completion of Foster Care Service Plan and submission to court .... 146
8.7 Distribution of Foster Care Service Plan .............................................. 146
8.8 Dispositional hearing to review Foster Care Service Plan .................. 147
8.9 When new service plan is required ....................................................... 148
8.10 When child returns to Foster Care ........................................................ 148

9. PROVIDING FOSTER CARE SERVICES ................................................................ 149

9.0 Table of contents..................................................................................... 149
9.1 Introduction ............................................................................................. 154
9.2 Framework ............................................................................................... 154

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9.2.1 Practice principles ...................................................................... 154

9.2.2 Legal authority ............................................................................ 155
9.2.3 Outcomes .................................................................................... 158
9.3 Overview of foster care services ........................................................... 159
9.4 Services to prevent or eliminate foster care placement ...................... 159
9.5 Services to children through agency agreements with parents
who retain custody ................................................................................. 160
9.5.1 LDSS Non-Custodial Foster Care Agreements ........................... 160
9.5.2 CSA Parental Agreements ......................................................... 161
9.6 Services to achieve goal of Return to Parents or Prior Custodians .. 162
9.6.1 Focus of services for reunification ............................................... 162
9.6.2. Assessing for Return Home ........................................................ 163
9.6.3. LDSS efforts to support reunification .......................................... 165
9.6.3.1. Monthly supervisory conference ................................. 167
9.6.4. Reunification services and service planning .............................. 168
9.6.4.1. Preparing the parents for reunification ........................ 170
9.6.4.2. Preparing the child for returning home ........................ 170
9.6.4.3. Preparing the caregiver/foster parent for reunification . 171
9.6.4.4 Beginning visits and trial home visits ........................... 171
9.6.4.5 Contacts and visits following reunification ................... 173
9.6 5 Achieving permanency with goal of Return Home ....................... 175
9.7 Services to achieve goal of Adoption .................................................... 175
9.7.1 Focus of services......................................................................... 175
9.7.2 How the team is used .................................................................. 175
9.7.3. Counseling services prior and following permanent entrustment 176
9.7.4. Preparing the child for Adoption ................................................. 176
9.7.5. Terminating parental rights ......................................................... 177
9.7.5.1. All individuals whose rights must be terminated .......... 177
9.7.5.2. How parental rights are terminated .............................. 178
9.7.5.3. Voluntary methods of termination ................................ 179
9.7.5.3.1. Permanent Entrustment Agreement: How
it is used……………………………….……… 179
9.7.5.3.2. When Permanent Entrustment Agreement is
Used………………………………………….….179
9.7.5.3.3 Petition for approval of Entrustment
Agreement(s)…………………………………. . 180
9.7.5.3.4 When the Entrustment Agreement is signed....180
9.7.5.3.5 How the Entrustment Agreement is revoked ...180
9.7.5.3.6 Restrictions on Permanent Entrustment……...181
9.7.5.3.7 Appeal of court order…………………………...181
9.7.5.3.8 Parental petition Relief of Care and Custody...181
9.7.5.4 Involuntary termination of parental rights………….... 181
9.7.5.4.1 Grounds for termination of parental rights……182
9.7.5.4.2 Procedures to follow for court termination……185
9.7.5.4.3 Notifying interested persons of TPR court
Hearing…………………………………………..185
9.7.5.4.4 How notice is given for TPR hearing………….186
9.7.5.4.5 When notice is not required for TPR…….. …187
9.7.5.4.6 Transportation of prisoners for testimony in
child welfare cases………………………….…188

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9.7.5.4.7 Order to Terminate Parental Rights……….….188

9.7.5.4.8 Appeals…………………………………………188
9.7.5.4.9 Status of child after TPR achieved……......…188
9.7.6 Locating and placing child in Adoptive Home ............................. 188
9.7.7 Post-Adoption Contact and Communication Agreement ……… 189
9.7.7.1 When PACCAs may be used ........................................ 190
9.7.7.2 Submitting PACCA at permanency planning hearing ... 191
9.7.7.3 Approval of PACCA by circuit court ............................. 191
9.7.7.4 Enforcement of PACCA ............................................... 191
9.7.7.5 Factors in deciding whether to enter into PACCA ....... 191
9.7.7.6 Determining best interest of child with PACCA ............. 193
9.7.7.7 Who enters into agreement .......................................... 194
9.7.7.8 How to develop the PACCA .......................................... 194
9.7.7.9 Role/responsibility of CPA completing adoption report . 196
9.7.7.10 Modification and enforcement of PACCA ................... 197
9.7.8 Achieving permanency with goal of Adoption ............................ 197
9.8 Services to achieve goal of Placement with Relatives ........................ 197
9.8.1 Focus of services......................................................................... 197
9.8.2 How the team is used .................................................................. 198
9.8.3 Assessment of the relative .......................................................... 198
9.8.4 Achieving permanency with goal of Placement with Relatives .... 198
9.9 Services for goal of Permanent Foster Care ........................................ 198
9.9.1 Legal authority for Permanent Foster Care ................................. 198
9.9.2 Focus of services......................................................................... 199
9.9.3 How the team is used .................................................................. 199
9.9.3.1 Rights and responsibilities of birth parents and other
family members ............................................................ 200
9.9.3.2 Rights and responsibilities of foster parents ................. 200
9.9.3.3 Responsibilities of LDSS .............................................. 201
9.9.4 Permanency not achieved with goal of Permanent Foster Care . 201
9.9.5 Termination of Permanent Foster Care placements ................... 201
9.9.6 Placements outside the Permanent Foster Care home without
changing the goal ........................................................................ 202
9.10 Services for goal of Independent Living ............................................. 202
9.10.1 Focus of services....................................................................... 202
9.10.2 How the team is used ................................................................ 203
9.10.3 Types of services that can be provided ..................................... 204
9.10.4 Permanency not achieved with goal of Independent Living ...... 205
9.11 Services for goal of Another Planned Permanent Living
Arrangement .......................................................................................... 205
9.11.1 Focus of services....................................................................... 206
9.11.2 How the team is used ................................................................ 206
9.11.3 Permanency not achieved with goal of APPLA ......................... 206
9.12 Respite care services............................................................................ 207
9.13 Services during residential placement................................................ 207
9.13.1 Roles and responsibilities of LDSS……………………………...207
9.13.2 Roles and responsibilities of residential facilities based on
licensing standards………………………………………………..208
9.13.3 Returning child to family and community .................................. 209
9.14 Medical services and treatment for child ............................................ 209

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9.14.1 Consent for medical treatment for children in custody ............. 209
9.14.1.1 Consent for medical treatment for children placed
in foster care through non-custodial agreements ...…209
9.14.1.2 When minor may consent to medical/health
services...................................................................... 209
9.14.1.3 Authority of Permanent Foster Parents to give
consent for medical care ............................................ 210
9.14.1.4 Medical care and treatment to be provided to child
in foster care placement ............................................ 210
9.15 Special education services .................................................................. 210

10. SERVING OLDER YOUTH .................................................................................... 212

10.0 Table of contents................................................................................... 212
10.1 Introduction ........................................................................................... 214
10.2 Framework ............................................................................................. 214
10.2.1 Practice principles .................................................................... 214
10.2.2 Legal authority .......................................................................... 215
10.2.3 Outcomes ................................................................................. 217
10.3 Clarification of terms ............................................................................ 219
10.4 Eligible youth ......................................................................................... 220
10.4.1 Youth required to receive independent living services ............. 220
10.4.2 How long youth may receive services from LDSS .................... 220
10.5 Achieving permanency for older youth ............................................... 221
10.6 Preparing youth for adulthood ............................................................. 221
10.7 Independent living needs assessment................................................ 222
10.8 Service planning for older youth ......................................................... 223
10.8.1 Youth-driven planning................................................................ 223
10.8.2 Engaging families and working with the youth’s team ............... 224
10.8.3 Independent living services and transition plan for youth over
age 14......................................................................................... 224
10.9 Maintaining connections with youth’s siblings and birth family .... 226
10.10 Independent living services for youth over age 14 .......................... 226
10.11 Transitioning youth over age 16 to adulthood ................................. 228
10.12 Referring and transitioning youth to Adult Services ....................... 229
10.12.1 Assessing for benefit programs and other supports ................ 230
10.12.2 Adult Foster Care Services ....................................................... 230
10.13 Conducting NYTD outcomes survey with youth ages 17, 19, 21 .... 231
10.13.1 Engaging youth to participate in NYTD Outcomes Survey ...... 232
10.13.2 Administering the baseline NYTD Outcomes Survey .............. 233
10.14 Transition plan prior to youth turning age 18 or no longer
receiving foster care services ............................................................ 235
10.15 Resuming independent living services ............................................ 236
10.15.1 Eligibility ................................................................................... 236
10.15.2 Application ............................................................................... 237
10.15.3 Assessment ............................................................................. 237
10.15.4 Services ................................................................................... 239
10.15.5 Funding.................................................................................... 239
10.15.6 Contact with Youth .................................................................. 239
10.15.7 Discontinuance of Independent Living Services ...................... 239
10.15.8 Formal request for a decision review ....................................... 239

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10.15.9 Reporting ................................................................................. 240

10.16 Resources to help serve older youth ................................................ 240
10.16.1 Technical assistance and training support .............................. 240
10.16.2 Engaging youth ....................................................................... 240
10.16.3 Resources for youth ............................................................... 241
10.16.3 Education and training resources for youth ............................. 242
10.16.4 Other resources ....................................................................... 244

11. REASSESSMENTS, REVIEWS, AND REDETERMINATIONS ........................... 245

11.0 Table of contents .................................................................................. 245
11.1 Reviewing the service plan: legal authority ....................................... 247
11.2 Reassessments and reviews................................................................ 247
11.2.1 Types of reviews and hearings ..................................................... 247
11.2.2 Parents and foster parents attendance at court hearings ............ 248
11.2.3 Scheduling of court hearings......................................................... 248
11.2.4 Completing the Foster Care Service Plan Review Form............... 248
11.2.5 First Foster Care Review Hearing ................................................. 250
11.2.6 Permanency Planning Hearing ..................................................... 250
11.2.7 Subsequent Permanency Planning Hearing ................................. 254
11.2.8 Foster Care Review Hearings after permanency goal approved .. 254
11.3 Permanent Foster Care and reviews .................................................. 254
11.4 Basic time line ...................................................................................... 255
11.5 The Adoption Progress Report ........................................................... 257
11.6 Administrative Panel Reviews ............................................................ 257
11.6.1 Function and purpose of the Administrative Panel Review ........... 257
11.6.2 Composition of the Review Panel and notification ........................ 258
11.6.3 Conducting and documenting the Administrative Panel Review ... 259
11.7 Local supervisory reviews ................................................................... 260
11.8 Exception to required reviews ............................................................ 260
11.8.1 Hearings when cases are on appeal ............................................. 260
11.8.2 Children committed to the Department of Juvenile Justice ........... 260
11.9 Developing the plan when the goal is changed to Adoption ............ 261
11.9.1 Information needed ....................................................................... 261
11.9.2 Foster Care Plan change to Adoption ........................................... 262
11.10 Re-determinations ................................................................................. 264
11.10.1 Redetermination of Title IV-E eligibility ....................................... 264
11.10.2 Notice of changes affecting child support ................................... 265
11.10.3 Redetermination of eligibility for Medicaid................................... 266

12. MANAGING FOSTER CARE SERVICES .............................................................. 267

12.0 Table of contents................................................................................... 267
12.1 Introduction ........................................................................................... 268
12.2 Framework ............................................................................................. 268
12.2.1 Practice principles ....................................................................... 268
12.2.2 Outcomes .................................................................................... 270
12.3 Required training................................................................................... 270
12.4 Role of service worker in managing services .................................... 273
12.5 Reasonable efforts by LDSS ................................................................ 274
12.6 Wraparound approach .......................................................................... 275
12.7 Ongoing visits with child ...................................................................... 276

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12.7.1
Purpose of visits ......................................................................... 276
12.7.2
Approved caseworkers ................................................................. 276
12.7.3
Individuals not approved as caseworkers..................................... 277
12.7.4
Frequency of visits........................................................................ 277
12.7.4.1 In-state visits with child under age 18 ........................... 277
12.7.4.2 Visits and contacts with youth age 18 and older............ 278
12.7.4.3 Out-of-state visits .......................................................... 278
12.7.5 Criteria constituting a monthly face-to-face contact...................... 278
12.7.6 Visits with children in residential facilities .................................... 279
12.7.7 Recording caseworker contacts in Child Welfare Information
System.......................................................................................... 279
12.8 Working with birth parents ................................................................... 280
12.9 Working with foster parents and providers ........................................ 281
12.10 Referring children to Family Assessment and Planning Team ...... 281
12.11 Completing Child Welfare Information System requirements ......... 282
12.11.1 Completing the case narrative .................................................... 282
12.11.2 Completing additional documentation ........................................ 283

13. CLOSING A CASE TO FOSTER CARE ............................................................... 285

13.0 Table of contents................................................................................... 285
13.1 When to close a case ............................................................................ 286
13.1.1 Terminating court commitments .................................................. 286
13.1.2 Terminating non-custodial foster care agreements ..................... 286
13.2 Discharging child from care and closing in Child Welfare
Information System ............................................................................... 286
13.3 Eligibility referral at closure ................................................................ 286
13.4 Maintenance/service/other resource payments at closure ............... 286
13.5. Special welfare accounts for children ................................................. 287
13.6. Supplemental Security Income (SSI) funds for children ................... 287
13.7 Record retention at closure................................................................... 287
13.7.1 Record contents ........................................................................... 287
13.7.2 Length of time service records shall be retained after closure ..... 287
13.7.3 Destruction of service records ...................................................... 288
13.7.4 Resources for maintaining and destroying records ...................... 289
13.7.5 Access to records after closure .................................................. 289
13.8 Emancipation before age 18.................................................................. 289
13.9 Services post Foster Care ..................................................................... 289

14. FUNDING AND PURCHASING ............................................................................ 290

14.0 Table of contents................................................................................... 290
14.1 Paying for maintenance ........................................................................ 293
14.1.1 Definition of maintenance .......................................................... 293
14.1.2 Sources of funding..................................................................... 293
14.1.3 Rates ......................................................................................... 293
14.1.4. General guidance regarding maintenance payments ................ 293
14.1.5 Maintenance payments from Title IV-E Funds .......................... 294
14.1.6 Maintenance payments from State Pool Funds ......................... 295
14.1.7 SSI and maintenance (Title IV-E and State Pool Funds)………..296
14.1.8 Paying supplemental clothing allowance ................................... 297
14.1.9 Paying maintenance for minor child of foster youth ................... 298

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14.1.10 Documenting maintenance payments in Child Welfare

Information System................................................................... 298
14.2 Paying for Independent Living Arrangements .................................. 299
14.3 Paying for children supervised by another agency ......................... 300
14.4 Using funds from special welfare accounts ..................................... 300
14.5 Lump sum retroactive SSI payments ................................................ 301
14.6 Paying for services through Medicaid ............................................... 302
14.6.1 Medicaid eligibility ...................................................................... 302
14.6.2 Medicaid out-of-state ................................................................. 302
14.6.3 Extension of Medicaid for children in adoptive placement ......... 303
14.6.4 Medicaid services ...................................................................... 303
14.6.5 Early and Periodic Screening, Diagnosis and Treatment
(EPSDT) .................................................................................... 304
14.6.6 Dental services .......................................................................... 304
14.6.7 Mental health treatment and intellectual disability services ....... 304
14.6.8 Long term care services ............................................................ 306
14.6.9 Using Medicaid providers .......................................................... 308
14.7 Paying for Services with CSA State Pool Funds .............................. 308
14.7.1 Services that may be purchased ............................................... 308
14.7.2 Children eligible for funding services from State Pool Funds .... 310
14.7.3 Overview of CSA process for services and funding .................. 310
14.7.4 What is needed to purchase any CSA service .......................... 311
14.8 Paying expenses by foster parents on behalf of child .................... 312
14.9 Paying for Family Partnership Meetings ........................................... 312
14.9.1 Using VDSS funds ................................................................... 312
14.9.2 Using CSA funds ..................................................................... 313
14.9.3 Determining whether to use VDSS or CSA funds .................... 313
14.10 Purchasing home studies and placement services ....................... 313
14.11 Purchasing child care services......................................................... 314
14.11.1 Choosing an allowable child care provider ............................. 314
14.11.2 Rates for child care................................................................. 315
14.11.3 Funding sources ..................................................................... 316
14.12 Purchasing transportation services .................................................. 317
14.12.1 Using Medicaid to purchase transportation ............................ 317
14.12.2 Using Title IV-E funds for transportation ................................. 317
14.12.3 Using State Pool Funds to purchase transportation ............... 318
14.13 Paying for medical care ...................................................................... 319
14.14 Paying for independent living services ............................................ 319
14.15 Purchasing regular education services ............................................ 319
14.15.1 When regular education services may be purchased ............. 320
14.15.2 Educational services that may be purchased ......................... 320
14.15.3 Other school related expenditures .......................................... 320
14.16 Purchasing special education services ........................................... 320
14.16.1 Local school responsibility ...................................................... 320
14.16.2 Length of time child is eligible for special education services 321
14.16.3 Use of State Pool Funds for special education services ........ 321
14.16.4 Cross jurisdictional placements .............................................. 321
14.17 Purchasing emergency shelter services ........................................... 322
14.18 Paying for care in a residential facility .............................................. 322
14.18.1 Requirements for Medicaid funding ........................................ 323

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14.18.2 Absence from a residential facility .......................................... 324

14.19 Paying for incidentals ......................................................................... 324
14.19.1 Paying for incidentals in residential care ................................ 325

15. OTHER REQUIREMENTS .................................................................................... 326

15.0 Table of contents................................................................................... 326
15.1 Confidentiality of records ..................................................................... 327
15.2 Travel of children in Foster Care ........................................................ 328
15.2.1 Out-of-country travel ..................................................................... 328
15.2.2 Requirement for approved child restraint devices ........................ 328
15.3 Child Protective Services reporting .................................................... 330
15.3.1 Responsibility to report ................................................................. 330
15.3.2 Investigating the CPS report......................................................... 330
15.4 The minor child of a foster youth ...................................................... 330
15.5 Procedures and responsibility for youth in the custody of DJJ ....... 331
15.5.1 Youth committed to Department of Juvenile Justice .................... 331
15.5.2 Post-release supervision .............................................................. 331
15.5.3 Children returned to LDSS and placed in out-of-home placement 331
15.5.4 Child Welfare Information System requirements .......................... 332
15.5.5 Submission of the Foster Care Service Plan to court ................... 333

APPENDIX A: Listing of Forms…………………………………………………………..334

APPENDIX B: Data Elements……………………………………………………………..336

APPENDIX C: Casework Procedures and Core Practice Issues……………..……..337

Skills and behaviors that encourage accurate assessment…………………337

Concurrent planning ……………………………..………………………………..340

Preparation and planning for Administrative Panel Reviews .………………344

Life Books – An Introduction………….…………………………………….…….344

Relative Placements…………………………………………….…………….…….347

The Diligent Search Checklist…………..……………………….………………..350

Relatives/Friend Contact Information……………….………………………...…351

Visitation Guidance Tool………………………………...….…………………......353

Barrier crime offenses………….……………….………..……………………...…358

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