HomeMy WebLinkAbout20194454.tiff RESOLUTION
RE: APPROVE ADDITIONS TO SECTION 1.000 GENERAL ADMINSTRATIVE AND
SECTION 2.000 CHILD WELFARE OF THE DEPARTMENT OF HUMAN SERVICES
POLICIES AND GUIDELINES MANUAL
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with additions to Section 1.000 General
Administrative and Section 2.000 Child Welfare of the Department of Human Services Policies
and Guidelines Manual, and
WHEREAS, after review, the Board deems it advisable to approve said additions, copies
of which are attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the additions to Section 1.000 General Administrative and Section 2.000
Child Welfare of the Department of Human Services Policies and Guidelines Manual, be, and
hereby are, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 9th day of October, A.D., 2019.
BOARD OF COUNTY COMMISSIONERS
W LD COUNTY, COL RADO
ATTEST: d44 j�; LA:-
rbara Kirkmeyer, Chair
Weld County Clerk to the Board
ThNt-Pc-Aue--
2Mike Freeman, Pro-Tem
BY: �` 4 )
Deputy Clerk to the Board
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APPRO AS
�,•c.t . James
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(Pi ,•\ / Steve Moreno
Date of signature: o I. I"
GG'• t-150, CO CKM) 20194454
tOtaao9 HR0090
PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: October 1, 2019
ig1i
t TO: Board of County Commissioners—Pass-Around
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rU'i ... Ig.1�
` rv. FR: Judy A. Griego, Director, Human Services
couN T Y RE: Various Policy Additions to the Department's
Policies and Guidelines Manual—Child Welfare
and General Administrative
Please review and indicate if you would like a work session prior to placing this item on the
Board's agenda.
Request Board Approval of the Department's Various Policy Additions to the Department's
Policies and Guidelines Manual—Child Welfare and General Administrative. The following
policies (attached)have been developed by involved Department staff and were provided to Legal for
review and comments.
• 2.3.360. Child Welfare Home Study Policy(NEW)
This policy was drafted to provide for continual assessment, improvement and innovation of the
home study process to ensure the receipt of quality home studies and confidence in the
certification of foster,kinship and adoptive homes.
• 2.3.110. Child Welfare Foster Care Referral Incentive Program (NEW)
This policy was drafted to address the shortage of foster families in Weld County. This program
aims at reducing placements of children/youth in homes through Child Placement Agencies
(CPA)and Residential Child Care Facilities(RCCF), and additionally targets the older children
(12 years old and above), as they are more likely to be placed with a CPA or a RCCF.
• 2.3.60. Child Welfare Foster Parent Increased Capacity (REVISION)
This policy was drafted to allow for designated Weld County foster homes to increase capacity to
care for up to six(6)children as outlined in Volume 7.708.1.A.1.a. Foster homes will be allowed
to increase capacity based upon specific criteria as outlined in this policy.
• 1.1.40. General Administrative Physical Documents—Retention Policy and Procedure
The Weld County Department of Human Services (WCDHS) is committed to the proper
handling of physical documents. Due to limited space,and a sound quality control
process, the retention period of physical documents will be limited to thirty(30)days.
Pass-Around Memorandum; October 1,2019—Not in CMS Page
2019-4454
lO/o 9 HR0O90
PRIVILEGED AND CONFIDENTIAL
I do not recommend a Work Session. I recommend approval of these policies.
Approve Schedule Other/Comments:
Recommendation Work Session
Sean P. Conway "
Mike Freeman, Pro-Tern
Scott James
Barbara Kirkmeyer, Chair
Steve Moreno
Pass-Around Memorandum; October 1,2019—Not in CMS Page 2
Department of Human Services Policies
CHAPTER 2—CHILD WELFARE
ARTICLE III—Foster/Kinship
Sec. 2.3.360.—Home Study Policy
A. Purpose
The purpose of this policy is to provide for continual assessment, improvement and
innovation of the home study process to ensure the receipt of quality home studies and
confidence in the certification of foster, kinship and adoptive homes.
B. Process
1. The Home Study Lead continually assesses the home study process by researching
and applying best practice and evidence-based procedures, by collaborating with
other Counties to further advance the home study process in Colorado and by
developing accountability for home study providers.
2. The Home Study Lead regularly researches best practices via Annie E. Casey, Child
Welfare Gateway, Casey Family and other child welfare research sites and
incorporates changes in the process as warranted.
3. The Home Study Lead regularly contacts other Counties and facilitates a quarterly
meeting to generate and share ideas around provision and receipt of quality home
studies.
4. The Home Study Lead meets weekly with providers to review progress of home
studies and to provide supervision as required by SAFE rules. The weekly meetings
will ensure consistency between providers and will allow for a detailed review of
each home study prior to final submission.
5. The Home Study Lead identifies any corrections and any issues that need further
mitigation. The provider will make those corrections within ten (10)business days
and submit the revised home study for final review. The Home Study Lead may
contact the potential foster, kin or adoptive parents for further information if concerns
remain. The Lead may request a face to face meeting, additional information around
mental health issues and substance use issues, including requiring a UA if needed.
The Lead may also contact the applicant's references to verify the information
provided,discuss the nature of their relationship with the applicant and any areas of
concern.
6. Based on the detailed review of the home study, SAFE Questionnaires, references and
additional information obtained through contact with potential foster, kin and
adoptive parents, the Home Study Lead and provider will discuss whether the home
study will be approved. The Lead will document the content of the meetings with
the providers,noting resolution of any concerns and will submit the study to the home
study review team within ten(10) business days.
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Department of Human Services Policies
7. The Home Study Lead facilitates discussion with the review team, ensuring that all
members of the team are engaged and contributing to the discussion. The discussion
should be rigorous and thorough to ensure that the foster/kin parent has the skillset
and is equipped to provide quality care of children. The discussion will be
documented in Trails.
8. If the team denies the home study, the I-tome Study Lead will communicate with the
provider and the applicants the reason for denial.
C. Expected Outcomes
1. The Department will be a leader in the State in the home study process and will
facilitate learning among Counties through regular meetings and presentations.
2. A decrease in time from home study referral to receipt of final, signed home study.
3. An increase in the quality of home studies received as indicated by an increase in
approvals of homes studies.
4. A decrease in placement disruptions due to highly qualified foster, kinship and
adoptive homes which have been thoroughly vetted through the Department home
study process.
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Department of Human Services Policies
CHAPTER 2 —Child Welfare
ARTICLE III — Foster/Kinship
Sec. 2.3.110. - Foster Care Referral Incentive Program
A. Purpose
The Foster Care Referral Incentive Program was developed to address the shortage of foster
families in Weld County. This program aims at reducing placements of children/youth in
homes through Child Placement Agencies (CPA)and Residential Child Care Facilities
(RCCF),and additionally targets the older children (12 years old and above), as they are
more likely to be placed with a CPA or a RCCF.
B. Program Details
The Foster Care Referral Incentive Program provides a financial incentive to current Weld
County foster families who successfully recruit new foster families. An additional incentive
will be given to newly certified foster families who take placement of a youth twelve (12)
years or older.
1. Incentive Eligibility Requirements
a) The new foster family must identify which foster family referred them to Weld
County.
i. This referral must be communicated no later than the Orientation Meeting.
b) The new foster family must successfully complete all certification requirements:
i. Application
ii. Fingerprints
iii. Foster Parent Training
iv. Home study approved
v. Home inspection passed
vi. Foster Parent Certification
c) The new foster family must take a placement.
i. Upon placement, the referring foster family may receive a one-time, per each
new foster family,a$100.00 incentive.
1) The incentive will be paid within thirty (30) days of the placement.
ii. If the placement is of a youth twelve(12)years of age or older, the new foster
family also received a $100.00 incentive.
2. Incentive Limitations
a) Foster Families are limited to five (5) incentives throughout each calendar year.
b) Incentives are for the foster family.
i. Each individual parent of the foster family will not receive a separate
incentive.
c) The incentive for the new foster family for placement of a youth twelve (12) years or
older is a one-time incentive.
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Department of Human Services Policies
d) Weld County foster families actively taking placements are the only families eligible
for the referral incentive.
C. Internal Process and Expected Outcomes
The Weld County Human Services' Recruiter is responsible for tracking the data and
measuring outcomes for this referral program.
1. Internal Process
a) Foster Care Coordinator(FCC) completes the Foster Care Referral Incentive
Application Form (Exhibit A)
i. Must he completed within five(5) business days of the first placement
ii. Must be submitted to the Recruiter for review and approval.
b) Recruiter maintains the data sheet for potential candidates(Exhibit B)
c) Upon approval, Recruiter submits form to Fiscal Office for processing.
d) Fiscal Office processes payment and mails directly to foster family.
2. Expected Outcomes
This program's expected outcomes include:
a) An increase in Weld County foster families
b) An increase in Weld County foster placements of children twelve (12) years and older
c) A decrease in placements outside of Weld County foster homes, such as:
i. Child Placement Agencies(CPA)
ii. Residential Child Care Facilities (RCCF)
d) An increased effort of appreciation and recognition for Weld County foster families.
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Department of Human Services Policies
CHAPTER 2—Child Welfare
ARTICLE III — Foster/Kinship
Sec. 2.3.60. - Foster Parent Increased Capacity
A. Purpose
Allow for designated Weld County foster homes to increase capacity to care for up to six (6)
children as outlined in Volume 7.708.1.A.l.a. Foster homes will be allowed to increase
capacity based upon specific criteria as outlined in this policy.
B. Process
The Weld County Foster Care Supervisor and Foster Care Coordinators will staff foster
parents with the Resource Manager to determine if the increased capacity is appropriate and
will be in the best interest of the children placed in that foster home. The team will ensure
that Volume 7.708.1.A.1.a is followed as outlined below:
1. When a foster care home is certified for more than four children/youth in foster care,each
foster parent shall demonstrate sufficient skills to meet the individual physical, mental,
social, behavioral, and other trauma needs of each child/youth placed in the home,
including identification of:
a) Parenting experience, parenting style and the ability to meet the supervision needs of
each child/youth;
b) Ongoing assessment of needs shall be conducted by the certifying agency during
support visits in the foster care home. The certifying agency shall provide more
frequent contact during the month when that is an identified need;
c) Sufficient supports, including those provided by the certifying agency to meet the
daily needs of each child/youth placed in the home as identified in the family service
plan. Supports could include transportation,child care, respite, and coaching for the
child/youth and/or foster parent(s); and,
d) Training needed to provide care to the populations served, including an increased
and/or specialized training identified in the training development plan.
2. Space requirements in Volume 7.708.22 shall be maintained.
3. The preferences of foster parents identified in Volume 7.708.61 shall be maintained.
In addition to the Volume 7 rules, Weld County requires that the foster parent will:
a) Submit a written plan outlining how they are going to be able to accommodate for the
unique needs of each child in the home and provide all children support to access
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Department of Human Services Policies
services outside of the home, including, but not limited to appointments, school,
extracurricular activities
b) Submit a transportation plan which will include how the ability of the foster parent to
transport all children at one time if needed and/or the ability to access a support
system which will help with the transportation
c) Have a minimum of two years of experience providing foster care
d) Be in good standing and not be under any corrective action
e) Demonstrate the ability to sustain and maintain children with challenging behaviors
f) Demonstrate willingness to engage biological parents, as appropriate
4. Weld County will provide the following:
a) Foster Care Coordinator visits a minimum of twice per month or more often as
needed;
b) Documentation of the recommendation for the increased capacity in the foster
parents' SAFE home study and/or update; and,
c) Continual assessment of the appropriateness of the foster parents' capacity depending
on the needs of all children in the home and the ability of the foster parents to meet
the individualized needs of each child.
C. Expected Outcomes:
1. Increase the number of children who are placed in Weld County foster homes and who
remain in their own communities.
2. Increase the availability of stepdown options for children in higher levels of care.
3. Increase the number of children who benefit from the foster parents' skills and expertise
in providing trauma informed care.
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Department of Human Services Policies
CHAPTER 1 - General Administrative
ARTICLE I—General Provisions
Sec. 1.1.40.—Physical Documents—Retention Policy and Procedure
A. Purpose
The Weld County Department of Human Services(WCDHS) is committed to the proper
handling of physical documents. Due to limited space, and a sound quality control process,
the retention period of physical documents will be limited to thirty (30)days.
B. Scope
This policy and procedure include Records and Documentation Specialists and Office
Support Specialists processing documents for WCDHS. The Retention Policy and Procedure
includes physical documents from the following divisions: Child Care, Employment
Services, Recovery, and Assistance Payments(excludes Legal and Child Welfare following
the directive on the cover sheet prepared by the caseworker).
C. Policy
Physical documents will be received and processed according to the Physical Documents-
Retention Policy and Procedure and destroyed after thirty (30) days (unless directed to
retain).
D. Procedure
1. Documents are typically received via:
a) Front Lobby Navigators -overflow
b) Client drop off- mailbox locations in front of Building C
c) Daily drop off from the Post Office delivered by Print Shop to WCDHS
d) Documents picked up from Legal and/or Caseworkers
e) "To Be Scanned"basket from AP Workers, Building C, First Floor
f) Employee Dropoff in Mailroom
2. The document is then scanned using Compass Pilot and uploaded into our document
management system, OnBase. To preserve the integrity of the document, documents
which are presented in color should be scanned in color.
3. After the document is scanned (typically within 24 hours), it is then ready for quality
control (QC). The QC process verifies that the document is accurately submitted into
OnBase. Depending on resources available to QC, this process can take up to thirty (30)
days. Once the document is verified, it is stored in the filing system for thirty (30) days.
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Department of Human Services Policies
4. After thirty(30) days(and QC has been completed), the document is placed in the
approved shedding receptacle for destruction.
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