HomeMy WebLinkAbout20183007.tiffRESOLUTION
RE: APPROVE REVISIONS TO POLICIES AND PROCEDURES OPERATIONS MANUAL,
SECTION 1.000 GENERAL PROVISIONS, AND SECTION 2.000 FOSTER/KINSHIP
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 Revisions to the Policies and Procedures
Operations Manual, Section 1.000 General Provisions, and Section 2.000 Foster/Kinship, and
WHEREAS, after review, the Board deems it advisable to approve said revisions, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Revisions to the Policies and Procedures Operations Manual, Section
1.000 General Provisions, and Section 2.000 Foster/Kinship, be, and hereby are, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 19th day of September, A.D., 2018.
ATTEST: ddeAsio Jdeo;eik.
Weld County Clerk to the Board
puty Clerk to the Board
Date of signature: t O t t Rvl 18'
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Z
Steve Moreno, Chair
EXCUSED
Barbara KirkmeyerPro-Tem
cc, HSO, (n)
2018-3007
HR0089
PRIVILEGED AND CONFIDENTIAL
A
DATE: August 8, 2018
Policies and Guidelines Manual Additions
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 Department of Human Services' Policies and Guidelines Manual Additions.
These policies were developed to reflect current processes or further define the Department's activities and
responsibilities. The policies were developed by involved Department staff and were provided to Legal for
review and comments.
2.3.50. Foster Care Placement
This policy clarifies our practice and process for required visits by Child Welfare staff when
children/youth are placed in Foster Homes.
1,1.30. Confidential In formatio
The Confidential Information Sharing policy was developed to clarify our Department practice of
sharing client information. This policy was developed in conjunction with Karin McDougal.
This policy clarifies our practice and process for handling cases with and authorized representative.
1.1.10. — Conflict of Interest
This policy clarifies our practice and process for ensuring confidentiality for confidential cases and
avoiding any conflict on cases where employees have a personal relationship.
I do not recommend a Work Session. I recommend approval of new and revised Department Policies and
Guidelines.
Approve
Sean P. Conway
Julie A. Cozad
Mike Freeman
Barbara Kirkmeyer, Pro -Tern
Schedule Other/Comments:
Pass -Around Memorandum; August 7, 2018 — (Not in CMS)
SleVei a'l (
9/( 9
Page 1
2018-3007
HRO°$
From: MCC
To: Steve Moreno; Barbara Kirkmeyer; Sean Conway; Julie Cozad; Mike Freeman; Bruce Barker; Don Warden; Judy
aieoo; Jamie Ulrich; Karin McDougal
Subject: Canceled: WS: DHS Policies and Guidelines Manual Additions
Attachments: 082118 Policies and Guidelines WS Reauest.odf
8-8-18 DHS Policies and Manual Additions.odtt
Importance: High
9/9 — Commissioner Conway no longer requests this work session.
Requested by Commissioner Conway via pass around.
Department of Human Services Policies
CHAPTER 1 - General Administrative
ARTICLE I — General Provisions
Sec. 1.1.10. - Conflict of Interest and Confidential Cases
A. Purpose
Weld County Department of Human Services (WCDHS) is responsible for the delivery of
services, benefits and public funds to the community. During the normal course of business,
employees could interact with community members. Employees who have personal
relationships with community members could materially affect the delivery of services,
benefits and public funds.
1. To materially affect, means to bring about actual, substantial negative consequences of a
legal or political nature that results in impairment of action or integrity to the agency or
the employees. To materially affect the delivery of services, benefits and public funds,
may also cause fraud, and the perception or actual giving of preferential treatment, during
the normal course of work.
2. Personal relationships include, but are not limited to, the following: family members, past
or current neighbors, friends and/or associates.
B. Conflict of Interest Cases
A conflict of interest case is defined as a case where an employee has a personal relationship
with the client or party involved in a case (hereinafter referred to as client), which is not
defined as an immediate family member.
I. Immediately after the employee identifies a possible conflict of interest with the client
case, the employee must discontinue working on the case and notify his/her supervisor or
manager, to identify another employee to complete the business process and requests of
the client.
a) Failure to notify his or her supervisor or manager could result in disciplinary action,
up to and including termination.
C. Confidential Cases
A confidential case is defined as a case where a client is an employee or an immediate family
member of an employee at WCDHS.
1. An immediate family member is defined as: spouse, child, parent, step-parent, step -child,
sibling, half -sibling, mother-in-law, father-in-law, son-in-law, daughter-in-law, sister-in-
law, brother-in-law, grandparent, spouse's grandparent, step -grandparent, grandchild,
Revised May 2018
Department of Human Services Policies
step -grandchild, foster parent, foster child, aunt, uncle, niece, nephew, first cousin and
guardian.
2. As soon as the employee identifies that the client is an immediate family member, the
employee must discontinue working on the case and notify his or her supervisor or
manager to identify another employee to complete the business process and requests of
the client.
Revised May 2018
Department of Human Services Policies
CHAPTER 1 - General Administrative
ARTICLE I — General Provisions
Sec. 1.1.20. - Authorized Representative
A. Introduction
An authorized representative is an individual designated by the person receiving services, or
by the parent or guardian of the person receiving services, if appropriate, to assist the person
receiving services in acquiring or utilizing services and support pursuant to (section 25.5-10,
Colorado Revised Statues/C.R.S.)
B. Consent for an Authorized Representative
An authorized representative is an individual who has been designated, in writing, by a
responsible member of the household to act on behalf of, or assist the household, with the
application process, redetermination process, obtaining benefits, asking questions about a
case and/or in using benefits at authorized retailers. (section 4.100, C.R.S.).
1. Weld County Department of Human Services (WCDHS), Child Support Division, does
not allow access to information by authorized representatives.
2. Authorized representatives in all other Divisions of WCDHS; including but not limited
to, Employment Services, Public Assistance, Area Agency on Aging, Prevention and
Community Outreach must be re -approved annually, by the head of household, and
written authorization submitted to WCDHS.
a) The head of household must be an authorized representative(s) to be listed on a
household case, and the programs they are authorized to represent must be specified.
b) The authorized representative may obtain an Electronic Benefits Transaction (EBT)
card to purchase food for the household, provided the authorized representative is
acting with the full knowledge and consent of the household. (section 4.203.2,
C.R.S.)
c) The individual giving consent is free to withdraw such consent, in writing, and
remove the authorized representative from the case, at any time.
3. Residents of drug and alcohol treatment centers shall participate in the Food Program
through use of an authorized representative who shall be an employee of, and designated
by, the private nonprofit organization. Drug or alcohol treatment centers shall receive
and spend the Food Assistance benefits for food prepared by and served to the residents
of the center who are participating in the Food Assistance Program. (section 4.203.2,
C.R.S.)
Department of Human Services Policies
4. In the event employers, such as those that employ migrants, are designated as authorized
representatives, or that a single representative has access to multiple EBT cards, the
WCDHS office should make certain that (section 4.203.2, C.R.S):
a) The household has freely requested the assistance of the authorized representative;
b) The household's circumstances are correctly stated and the household is receiving the
correct amount of benefits; and
c) The authorized representative is properly using the EBT card.
5. Residents of a group living arrangement shall participate through an authorized
representative employed and designated by the group living arrangement unless the group
living arrangement determines the resident is capable of acting on their own behalf and
allows the resident to spend all or any portion of their benefits. (section 4.203.2, C.R.S.)
C. Employee Designated as an Authorized Representative
An employee may be a designated as an authorized representative for a family member or
friend.
1. Immediately after the employee is designated as an authorized representative for a family
member or friend, the employee must notify his/her supervisor/manager.
a) Failure to notify his/her supervisor/manager could result in disciplinary action, up to
and including termination.
2. The supervisor/manager will request the case be moved to a confidential status.
D. Disqualification of an Authorized Representative
An authorized representative may be disqualified from representing a household for up to
one (1) year, if the WCDHS office has obtained evidence that the representative has
misrepresented a household's circumstances and has knowingly provided false information
pertaining to the household, or has made improper use of Food Assistance benefits. (section
4.203.22, C.R.S.)
1. The WCDHS office shall send written notification to the affected household(s) and to the
representative thirty (30) calendar days prior to the date of disqualification.
2. Drug and alcohol treatment centers and group home living arrangements, that act as
authorized representatives for their residents, and that intentionally misrepresent
households' circumstances, may be prosecuted under applicable state fraud statues for
their acts.
Department of Human Services Policies
E. Misuse of Information
Disclosure of confidential information to anyone who is not a member of the household case,
or an approved authorized representative, by an employee, could result in disciplinary action,
up to and including termination.
Department of Human Services Policies
CHAPTER 1 — General Administrative
ARTICLE I — General Provisions
Sec. 1.1.30. - Confidential Information Sharing
A. Introduction
The Weld County Department of Human Services (WCDHS), Child Welfare Division staff,
shall share confidential information in accordance with Section 7.605.22, Code of Colorado
Regulations.
All other Divisions of the WCDHS; including but not limited to, Employment Services,
Public Assistance, Child Support, Area Agency on Aging, Prevention and Community
Outreach, may access system and other case information, for business purposes, to provide
the following:
1. Information appropriate to ensure coordination of services;
2. Information appropriate to ensure protection of children;
3. Information necessary for fraudulent investigations for a Public Assistance program
B. Procedure for Sharing Confidential Information
The request for confidential information should be made by a supervisor, in most cases.
1. Child Support Legal Technicians may request confidential information as follows: for
parent locate information contained on a placement form, for information regarding the
establishment of a child support and/or foster care fee order, and/or for information to
facilitate genetic testing for the child(ren) and parents.
2. Child Welfare staff shall make every attempt to obtain written permission from the
individual or family for the release of information.
a) Inability to obtain a release shall not prohibit the sharing of information, when it will
ensure the best outcome of services for the family or child.
b) Written permission to release information is not necessary for a referral to Child
Support Services, for the establishment of a child support order and/or foster care fee
order.
3. When it is unclear if information should be shared within WCDHS, the WCDHS Director,
in consultation with the Deputy Director and the Division Head of Child Welfare, will
decide.
Department of Human Services Policies
C. Responsibilities of Employees Receiving Confidential Information
Due to the nature of WCDHS' business, employees may have access to client information of
a confidential nature.
1. Employees shall not disclose confidential information acquired by virtue of their
employment with the WCDHS, nor shall they use such information, or permit others to use
it, in the furtherance of a private interest.
2. Even within the WCDHS, information is considered confidential and on a need to know
basis, unless accessed or discussed as a normal course of business.
3. When an employee from another WCDHS Division receives confidential information,
they shall be subject to the same Code of Colorado Regulations regarding confidentiality
as a Child Welfare employee, which states:
"...The name and address of any child, family, or any other identifying information
contained in such reports, shall be confidential and shall not be public information."
(CRS 55 19-1-307)
https://www.childwelfare.gov/topics/systemwide/laws-polio ies/statutes/Confide/
4. An employee who permits or encourages the release of confidential information, without
receiving the proper request, will be subject to disciplinary action, up to and including
termination, and possible criminal prosecution.
Department of Human Services Policies
CHAPTER 2 — Child Welfare
ARTICLE III — Foster/Kinship
Sec. 2.3.50. — Foster Care Placements and Monthly Visits
A. Purpose
Coordination and communication between all parties involved in the placement of a
child(ren) is very important. The Foster Care Placements and Monthly Visits Procedure will
assist all Child Welfare professionals in providing the best services for families.
B. Contacts
1. For placements that occur during business hours, the foster care coordinator or designee,
is present during the placement of the child(ren) with the foster parents and the
caseworker.
2. For placements that occur after hours, the foster care coordinator or designee, will contact
the foster home within one (I) business day to assess the foster parents' concerns, needs
and questions and will make a home visit or meet with the foster parents face-to-face
within two (2) business days.
3. For all placements, the caseworker or designee, will contact the foster parents within one
(1) day of placement, including weekends, to assess the family's current concerns, needs
and questions. The contact can be in -person or with a phone call
4. The caseworker, foster care coordinators, and foster parent(s) will have a monthly
staffing at the foster home together.
a) The monthly placement reporting form is used to guide the staffing meeting.
b) The staffing meeting will include both foster parents, if more than one.
c) The guardian ad litem (GAL), therapists, or other providers can also be invited to the
staffing meetings.
d) Each month, a foster home staffing with the caseworker, foster care coordinator and
foster parent(s) will be scheduled at the foster home; regardless, of where the
caseworker met with the child(ren) that month.
5. The foster care coordinator will lead the monthly staffing meeting and update all
professionals on the overall rapport in the foster home, as it pertains to the child(ren) they
are staffing.
Department of Human Services Policies
a) The foster parents and other professionals will give updates on how the child(ren)
is/are doing.
b) Items to be discussed include: school, medical, therapy, visits, how they are
associating with others in the foster home and any other pertinent information.
c) The caseworker will update the team on progress in the case; such as, reunification
plans, any possible relative placements, development and review of the child(ren)'s
treatment plan and any other information that the team needs to be aware of.
d) The team will develop a list of action steps with deadlines at the end of each meeting
and designate who is responsible for these action steps. Examples: daycare referral
for foster parents would be the foster care coordinator role, trauma screen for the
child(ren) would be the role of the foster parent to schedule appointments and the
caseworker will update the Legal Department or the GAL regarding concerns.
6. Ice breaker meetings will take place within one week of placement, preferably just prior
to the 48 -hour visit.
a) The foster care coordinator will take the primary role in the ice breaker meetings.
b) The Parent Education staff and the foster care coordinator are available for the ice
breaker meetings.
c) The Parent Education staff will notify the foster care coordinator of the 48 -hour visit
meeting.
7. Foster care coordinators may meet with foster parents outside of the monthly visits to
discuss licensing issues and other non -child specific items.
8. The foster care coordinator will document this meeting in Trails in the case file.
C. Documentation and Communication
1. The placing caseworker or supervisor will email Foster Care Supports(a,co.weld.co.us
immediately upon knowing that a child(ren) is being placed or removed from a Weld
County Foster Home.
2. The foster care coordinator will add notes to the case files in Trails.
a) In the caseworker's absence, the foster care coordinator is responsible for adding a
contact in Trails for any information they receive about the child.
b) The foster care coordinator will notify the caseworker, via email, to review new
contact information in Trails.
Department of Human Services Policies
c) If the caseworker is present, the caseworker will enter the note.
3. It is imperative that all impactful information regarding the child be communicated
between the foster parents, caseworker, visitation provider or foster care coordinator.
a) Group emails or conference calls can be utilized to communicate impactful
information.
4. Any DHS employee may schedule a Family Team Meeting (FTM), Team Decision
Meeting (TDM) or Group Supervision meeting.
a) The employee requesting the meeting will coordinate with the Family Engagement
Unit to schedule and invite people to the meeting.
5. The caseworker will update the Legal Department, GAL, and the parents on all pertinent
matters.
6. The caseworker, foster care coordinator, and foster parents will update and review the
placement binder every month and all parties will sign -off in the binder.
7. Foster parents will review and work through the checklist as provided in the binder and
the checklist will remain in the binder.
8. Foster parents will complete the Monthly Placement Reporting form and have it ready to
review at the monthly meeting with the foster care coordinator and caseworker.
9. Foster parents will complete the Monthly Placement Reporting form prior to the monthly
staffing for each child.
a) The Monthly Placement Reporting form is maintained on FIDOS and foster parents
are given a copy to keep in their binders.
10. If there is a new allegation of abuse or neglect to the child(ren), the person who is aware
of the information needs to make a referral to the Weld County Department of Human
Services (WCDHS) that same day.
a) The hotline number is: 1-844-264-5437.
b) The screener will notify the caseworker and the foster care coordinator of the new
referral.
c) The foster parent should also notify the caseworker and foster care coordinator.
D. Information that can be released to foster parents
Department of Human Services Policies
Information released to foster parents is confidential and is not to be released to any other
party, including other family members, unless the information is necessary for caring for the
child; such as, a respite care provider.
1. Any information regarding the child that would pertain to their care includes, but is not
limited to, the following:
a) Medical history overview (additional details based on the child's medical needs);
b) Allergies;
c) Medications;
d) Any follow up appointments;
e) Education history overview;
f) Safety Concerns (i.e. gang involved family, run history, etc.);
g) Abuse and/or neglect history that would impact their cognitive, behavioral social
development;
h) Verbal overview of the parent's progress as it relates to placement, reunification, or
visitation. (i.e. The mother is in compliance with her treatment plan and the Child
Welfare Department is increasing visits and considering a return home within the next
two (2) months. Or, the mother is not in compliance with certain components of her
treatment plan and the Child Welfare Department is filing a motion for termination of
parental rights.);
2. Overview of family finding efforts, as it relates to placement and/or reunification;
3. Court hearing dates and the type of hearing;
4. Visitation schedules and transportation;
5. Siblings placements and contact;
6. Religious and cultural upbringing, restrictions;
7. Areas or things that may trigger a child(ren);
9. Behaviors, routines, calming techniques;
10. Any information relating to where the parents live or visits that may impact the foster
parents. (i.e. The mother works at the gas station close to your house etc.).
Department of Human Services Policies
a) The caseworker's supervisor will mail the foster parent feedback form or call the
foster parent or placement provider monthly, for each caseworker.
b) The supervisor will review the information with the worker, and if needed, discuss
ways to improve the working relationship between the Child Welfare Department and
the provider.
c) The supervisor will evaluate the caseworker's files every ninety (90) days and will
review the monthly placement forms and the home visit discussion form.
d) The foster care supervisor will mail the foster parent feedback form or call a
minimum of two (2) foster parents per month, for each foster care coordinator.
e) The supervisor will review the information with the worker, and if needed, discuss
ways to improve the working relationship between the Child Welfare Department and
the provider.
f) The Manager will call or meet face-to-face with all Weld County foster parents who
have expressed concerns regarding their caseworker or foster care coordinator.
g) The Division Head will meet face-to-face with any Weld County foster parent that
files a formal complaint or at the request of the foster parent.
E. What to do if there is a safety concern for the children or other children in the home
The caseworker and the foster care coordinator will meet with their supervisors immediately
to determine the next course of action.
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