HomeMy WebLinkAbout20140478.tiff RESOLUTION
RE: APPROVE REVISIONS TO OPERATIONS MANUAL, SECTION 2.100, RESPONSE
TEAM
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 Section 2.100, Response
Team for the Department of Human Services, 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, ex-officio Board of Human Services, that the Revisions to Section 2.100,
Response Team for the Department of Human Services Operations 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 19th day of February, A.D., 2014
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: C/ ;‘,4, c t Lockvvr r—
Douglad ademac /er, Chair
Weld County Clerk to the Board
SL-6901:
n Barbara Kirkmeyer,5 ro-Tem
BY c
e t ty Clerk to the Boar-
Sean P. 7C�onway
APPR7ED AS TCl}yORM: 'MIL , -- -
LL�` Mike Freeman
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Count Attorney /G• ---'
William F. Garcia
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2014-0478
HR0085
1861 MEMORANDUM
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DATE: February 13, 2014
a a)..N T TO: Douglas Rademacher, Chair, Board f County co- issioners
FROM: Judy A. Griego, Director, Human"S Ivices epartm t
RE: Revisions to Section 2.100, Response Team, Weld County
Department of Human Services Operations Manual
Enclosed for Board approval are Revisions to Section 2.100, Response Team, Human Services
Operations Manual. These Revisions were reviewed under the Board's Pass-Around Memorandum
dated November 21, 2013, and approved for placement on the Board's Agenda.
The Department's major recommendations to be effective February 1, 2014, are as follows:
A. Update the procedures to reflect the new State requirements for handling reports of potential or
alleged abuse or neglect of children including the new Weld County Hotline, RED [Review,
Evaluate, Direct] Teams for the assessment of reports which are not subject to immediate
assignment.
B. Update the procedures involving the entry of data into the new and numerous databases now
available to the Department and add the duties required to respond to requests for information
from other agencies and the public.
C. Change the procedures to reflect the Response Unit's use of safety plans, Safety and Risk
assessment, family engagement meetings and other case management techniques which are
mandated by the State Department of Human Services.
Section Citation Title of Section
2.100 Response Unit
If you have questions, please give me a call at extension 6510.
2014-0478
Human Services Division Policies and Procedures
2.100 Response Team
Revised 3/29/99
Revised 11/5/13 This Unit consists of three divisions: Screening, Child Protection Intake
and Youth Services Intake:
A. Screening Unit: Has responsibility of taking new referrals via
telephone, fax, e-mail or by walk-in and documenting into the state
data base.
B. Intake Unit: Has responsibility for the initial investigation of a case
and for court procedures related to adjudication if the matter is
brought to court by the Intake caseworker. This unit is under the
supervision of the Response Manager.
C. Youth Services Intake: Has responsibility to assess juveniles who
are involved within the court system to determine if they are in need
of services or placement.
2.100.1 Screening Unit Duties
Revised 11/5/13
Accept reports of potential or alleged abuse or neglect of children,youth or
adults by phone or in-person using strong communication skills and
maintaining a calm, caring and professional demeanor. Using specialized
screening techniques and questions, gather in-depth information from
reporting party maintaining a balance between gathering information and
being respectful. Use fact based information and developed analytical ability
to determine if there is an immediate concern for safety. Receive reports of
suspected abuse or neglect from other counties where report was taken
through fax or e-mail and using the same process as a report received on the
phone. Reports will be taken by screeners 24 hours a day,seven days a week
using a schedule that includes shifts on the Greeley Campus and from an
offsite location such as a home office.
Document all information received into identified data bases quickly and
accurately using appropriate forms based upon type of report. Ensure that
information entered is accurate,complete and written in a manner that can be
easily understood by Red Team or Assigning Supervisor. Using multiple
data bases,research family history and find as much background information
as possible regarding the family and other individuals related to the report.
Document additional researched information in data base and forward report
to Assigning Supervisor or other appropriate unit.
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Human Services Division Policies and Procedures
Accept incoming calls that are related to Child Welfare but are not reports of
neglect or abuse. Assist callers with finding assigned caseworker,identifying
appropriate community resources or referrals and other general information
regarding abuse or neglect. Assist caller in understanding guidelines for
investigating neglect and abuse by interpreting Department programs and
existing laws and regulations. Refer inappropriate concerns or referrals to
other community agencies or resources when possible. De-escalate
potentially volatile situations and calm concerned clients using compassion
and knowledge of program guidelines.
Call back reporting parties to let them know if the initial report was assigned
to a caseworker and the timeframe a follow-up visit will be made. If the
report did not meet the guidelines for investigation,inform the reporting party
that the case was not assigned and explain why it did not meet the guidelines.
Receive requests for information and other documentation requests from
citizens, other counties, and units within the Department or community
agencies. Provide information or documentation following standard
procedures through written correspondence, e-mail or phone calls.
Perform Records Request for Child Welfare when possible by downloading
all information and records on reported cases when requested by validated
sources. Review information and edit out all information that is not able to
be provided based upon strict confidentiality guidelines and forward to
requesting individual. Perform additional support work including SIDMODS
and daycare background checks.
All referrals will be documented into the State data base by a screener or a
staff member trained as a screener.
A. Screeners are available to take referrals 24 hours a day 7 days a week
via the Weld County Hotline Number 970-346-7670.
B. All referrals will be documented into the State data base.
C. An Intake or Screening Manager will review all referrals. The
supervisor will determine:
1. If the referral requires an immediate response. If it meets
criteria, the supervisor will assign the referral to a duty worker.
2. If referral requires a 3-day response time on Thursdays and
Fridays and before holidays, will also be assigned to a duty
worker.
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Human Services Division Policies and Procedures
3. If referral has already been investigated or has a current open
assessment for the same allegations, the supervisor will
document this in the state data base and screen out the
assessment and associate with the other assessment.
4. If referral needs to be sent to another county the supervisor will
transfer the case to the appropriate county in the state data base
and the screeners will call that county to notify them that the
referral is in their inbox. This will be documented in the state
data base.
5. If the assessment is an institutional abuse or neglect
assessment, the assessment will be given to the Institutional
Abuse Supervisor or the Response Manager to be reviewed for
assignment.
6. All referrals that do not meet the above criteria will be sent to
RED team for review. RED team will be documented in the
framework in the state data base. A referral cannot be screened
out without red team framework entered unless it was assigned,
transferred or associated as stated above (exception is
institutional abuse/neglect referrals).
D. All referrals that meet criteria for Red Team will be staffed at RED
(Review, Evaluate, Direct) Team within one (1) business day to
determine if the referral meets criteria for assignment or to determine
any other action to be taken.
2.100.2 Child Protection Intake Unit Duties
Revised 3/29/99
Revised 11/5/13 Receive assigned referrals of child abuse or neglect and open investigation in
appropriate data base. Verify information on referral (address, household
composition, history, criminal history) and research for additional
information using multiple databases. Contact Reporting Party to gain
additional information and insight. Determine potential caseworker concerns
or safety issues and prepare for investigation. Contact law enforcement as
necessary for assistance, forensic interviews or expertise on case related
criminal activity.
Make in-person contact with the alleged victim either in the home, school,
daycare or other location within assigned timeframe. Interview and observe
victim and other children that reside in the home using regulated protocol and
investigative questioning techniques gathering enough information for Safety
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Human Services Division Policies and Procedures
&Risk Assessment. Interview all family members,other household residents
and all relevant witnesses to gain as much information as possible on family
situation including dynamics, resources and barriers. Based upon physical
observation and results of interviews, determine level of risk and safety and
course of action using Child Protection standards and input from Child
Protection Supervisor. Consult with Law Enforcement and Department
attorneys for additional insight and direction when necessary.
If safety concerns are identified, develop a safety plan or alternative safety
interventions including out of home placements. If removal of a child is part
of the safety intervention, obtain appropriate legal authorization and prepare
intake forms including placement forms and releases. Provide immediate
crisis management and child protective services to children remaining in
home including emergency referrals to community resources.
Participate in after-hours rotation with other Intake Caseworkers performing
on-call response and investigation to after-hours referrals of abuse or neglect
when assigned. During on-call shift, continue to attempt contact with
identified referrals until response time has been met and when needed, to
cases that are open with other caseworkers. Be available to support
Screening staff through online access,telephone access and on occasion,in-
person response.
Attend Family Engagement meetings and participate in all future service
reviews or progress meetings. Develop and modify safety plans and refer to
initial CORE services based upon the individual need of the family and the
progression of the case. Facilitate implementation of supportive services that
provide for family stabilization. Provide case management until case closure
or transfer.
Participate in the court process working with the Department's Legal team,
providing factual information regarding investigation and safety assessment
using legal exhibits and written social histories of families in voluntary and
court cases. Testify in court to make recommendations regarding treatment
of child and family including the need for out of home placement,emergency
protective orders and progress of initial protective orders and treatment
initiation. Provide documentation to the court detailing the family's needs
and means to prevent further abuse/neglect.
Provide case-specific documentation including adjustment of safety plans,
court documentation, TRAILS entries of ROC notes and contact
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Human Services Division Policies and Procedures
documentation, service referrals, and other related tasks within regulated
timeframes. Comply with all Volume VII procedures pertaining to and act in
accordance with CFSR standards.
Participate in scheduled supervision, team meetings, unit meetings and
division meetings. Perform as an active team member in RED team, focus
groups and other professional development work groups. Obtain training
or additional professional knowledge when needed.
2.100.3 Youth Services Intake Unit Duties
Provide duty coverage for the Youth Services Unit approximately 5 days a
month, answering phone calls and requests for information and referrals,
assessments, office appointments. Assist walk-in customers. Respond to
community requests for assistance or court ordered referrals for evaluation
of out-of-control youth. Determine if the referral should result in opening
a case or referring to the Prevention Unit or other community based
service.
When a case is opened, meet in person with family and youth to discuss
concerns and reasons for the referral. Complete a Youth Services
Assessment and other intake documentation to determine the most
appropriate intervention or services using considerable efforts to keep the
youth in the least restrictive environment that best fits their treatment needs.
Meet with family members,probation officer and any other sources that may
be able to offer information regarding the youth's strengths and needs during
Family Engagement meetings,service reviews or other staffings. Work with
child/youth, family and other professionals to collaboratively develop a
treatment plan that address the root cause of the referral and other identified
barriers to family stability. Present treatment plan and any placement
recommendations to court—without legal representation- when necessary.
Provide professional case management. Monitor youth progress with
treatment plan and identify barriers to compliance. Work with youth and
family to eliminate barriers and implement additional services that promote
increased youth success. Work closely with other units to ensure all members
of the team are working in unison to ensure effective coordination of services
to prepare youth for permanency. Provide transportation for youth who are in
court ordered or protective custody to placement. Coordinate transportation
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Human Services Division Policies and Procedures
for all youth who are in County custody to essential court hearings, staffing,
school, family and professional visits.
Provide customer service through timely response to phone calls, e-mails,
letters and other communication. Work in collaboration with clients and
collaterals in a professional and courteous manner,problem-solving with all
team members to maintain relevant services. Work to ensure stability for
youth and family and diligently complete face-to-face contacts with youth to
ensure effective ongoing assessment and decision-making related to case.
Monitor progress of child/youth and review reports from service providers to
ensure effectiveness of services.
Provide case-specific documentation including development of treatment
plans, court documentation, TRAILS entries of ROC notes and contact
documentation, service referrals, and other related tasks within regulated
timeframes. Prepare for and attend foster care reviews.
Prepare for and participate in case-specific court hearings, consulting with
County legal staff as needed. Prepare court updates or letters in a timely and
professional manner. Without legal representation,provide information on
youth, case progress and advocacy in courtroom setting using strong
communication skills.
Participate in scheduled supervision, team meetings, unit meetings and
division meetings. Perform as an active team member in RED team, focus
groups and other professional development work groups. Obtain training
or additional professional knowledge for professional growth when
available. May be required to participate in after-hours on-call activity
when needed.
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