Summary of Changes

 

 

 

INTRODUCTION:

 

The October 2019 policy revisions are effective October 1,2019, due to substantial policy revisions needed as a result of the following:

 

 

DEFINITIONS:

 

Substantial Changes- Substantial Changes to policy, forms appendices include revisions affecting the meaning or involves a change to practice.

Clarifications- Clarifications to policy includes revisions to improve clarity or style.

 

 

TABLE OF CONTENTS:

 

I. Substantial Changes:

 

0000 General Information

 

1000 Intake

 

2000 Investigation and Assessment

 

3000 Case Management

 

4000 Prevention Services

 

5000 Child Welfare Case Management Services

 

6000 Permanent Custodianship & Adoption

 

7000 Independent Living and Self Sufficiency

 

8000 Continuous Performance Improvement

 

9000 Interstate Compact

 

10000 Adult Protective Services

 

II. Clarifications

SUBSTANTIAL CHANGES

 

 

Section 0000 General Information (All Program Policy Writers)

 

PPM 0160 Glossary

Reason for Substantial Change:

 

PPM 0260 Safety Placement Needs Assessment for HT or CSEC

Reason for Substantial Change: New policy is needed due to the new Child Welfare Case Management Provider (CWCMP) grants for the safety, placement and needs assessment for children identified by law enforcement or the court as a possible victim of human trafficking, aggravated human trafficking or commercial sexual exploitation, per K.S.A. 38-2287.

 

PPM 0425 Contents of Assessment and Prevention Family Services Family Preservation Case records

Reason for Substantial Change: Due to the implementation of Family First Prevention Services (FFPS) the policy was revised to include the requirements for the contents of the assessment and prevention file.  

 

Appendix 0D PPS TDM Protocol

Appendix 0F Worker QUICK Presentation Outline

Appendix 0G Supervisor Consultation for Initial TDM Meeting

Appendix 0H Supervisor Initial TDM Meeting

Reason for Substantial Change: Due to implementation of Team Decision Making (TDM) new appendices were developed to provide guidance for decisions regarding TDM meetings.

 

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Section 1000 Intake (Theresa Cortez, KPRC Program Manager)

No substantial changes.

 

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Section 2000 Investigation and Assessment (Jenifer Hermann, Assessment and Prevention Program Manager)

 

 

PPM 2027 Fatherhood Involvement during Investigation and Assessment

Reason for Substantial Change: Due to implementation of Family First Prevention Services language was added to the policy for PPS to share information known about fathers to the FFPS provider to ensure fathers are involved, when appropriate.

 

PPM 2300 Differentiating Safety and Risk

Reason for Substantial Change: Due to pilot of Structured Decision Making (SDM), policy was revised to include when to use the SDM Safety Assessment and the SDM Manual. The KIDS application will not require completion of KIDS Safety and Risk Assessments in the pilot SDM counties to avoid duplication of documentation of both assessments.

 

PPM 2310 Safety Determination

Reason for Substantial Change: Due to pilot of Structured Decision Making (SDM) and Team Decision Making (TDM) this policy was revised to add when SDM assessments and SDM Manual should be used; and when the CPS Specialist and Supervisor consider whether a TDM Meeting is needed per the TDM Protocol. Added the SDM requirement, per the SDM Manual, the SDM Safety Assessment shall be completed in the SDM Data Collection System (DCS) within one working day of the initial in-person contact with the first alleged victim.

 

PPM 2401 Structured Decision Making (SDM) Safety and Risk Assessment Requirements

Reason for Substantial Change: Due to the pilot of Structured Decision Making (SDM), a new policy was developed to provide guidance for completion of safety and risk assessments when a family relocates to a non-participating SDM county. A new check box was added in KIDS for a non-SDM participating PPS Supervisor to verify assessments are completed and uploaded. When the check box is selected, it allows the case to be finished without the KIDS Safety and Risk Assessments. This eliminates duplication of completing both SDM and KIDS assessments.

 

PPM 2402 Structured Decision Making for FINA

Reason for Substantial Change: Due to the pilot of Structured Decision Making (SDM), a new policy is needed to provide guidance on Family In Need of Assessment (FINA) assignments.

 

PPM 2430 Documenting the Safety Assessment

Reason for Substantial Change: Due to pilot of Structured Decision Making, policy is revised to include when to use SDM Safety Assessment and the SDM Manual.

 

PPM 2440 Safety Decision

Reason for Substantial Change: Due to implementation of Team Decision Making and pilot of Structured Decision Making, policy is revised to include requirements for these programs.

 

PPM 2450 Medical Treatment

Reason for Substantial Change: Due to the implementation of SDM an additional paragraph was added regarding an alleged victim requiring medical treatment due to alleged maltreatment. SDM does not have a prompt in their system. Therefore, clarification in policy was needed to provide guidance.

 

PPM 2462 Family Safety Planning

Reason for Substantial Change: Due to the Structured Decision Making (SDM) pilot, this policy is revised to refer to the SDM Manual and SDM Safety Plan.

PPM 2471 Requests for Police Protective Custody

Reason for Substantial Change: Due to implementation of Team Decision Making, policy was revised to include requirements to consider holding a TDM Meeting.

 

PPM 2472 Requests to County or District Attorney for Order of Protective Custody

Reason for Substantial Change: Due to implementation of Team Decision Making, pilot of Structured Decision Making and Family First Prevention Services Act this policy was revised to include requirements for these programs.

 

PPM 2600 Risk Assessment

Reason for Substantial Change: Due to the implementation of SDM the risk assessment was updated to reference the SDM program.

 

PPM 2713 Assessment Conclusion

Reason for Substantial Change: Due to the implementation of Structured Decision Making (SDM) a reference to SDM policy and manual was added.

 

PPM 2740 Family Based Assessment

Reason for Substantial Change: Due to the implementation of Family First Prevention Services (FFPS) and the Initial Service Plan for foster care, this policy was revised to provide guidance for service decisions. The CPS Specialist may refer to FFPS without PPS Supervisor approval at the time of referral. The language, Initial Service Plan, was changed to Case Action to avoid confusion with the new Initial Service Plan for foster care.

 

PPM 2770 Uploading into KIDS

Reason for Substantial Change: Due to the implementation of Structured Decision Making (SDM) and Team Decision Making (TDM), this policy was revised to include additional attachment requirements for KIDS.

 

PPM 2750 DCF Responsibilities at Referral to Foster Care Child Welfare Case Management Provider

Reason for Substantial Change: The new FC grants require DCF staff to transport children to the CWCMP unless they are already in a placement where they will stay and to help the child transition to the provider. Children in hospitals are not excluded from being referred. CWCMPs may use Carematch to find placements. They are to contact the family the same day the child is referred and set up the Initial Family Meeting (IFM).

 

PPM 2751 Initial Service Plan

Reason for Substantial Change: With the new foster care grants beginning Oct. 2019, DCF will be responsible for developing the Initial Service Plan. The policy outlines this responsibility and the PPS 3031, is the new form to use in completing the plan.   

 

Appendix 2B Supervisor Consultation Guide

Reason for Substantial Change: Due to implementation of TDM guidance was added to Appendix 2B Supervisor Consultation Guide.

 

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Section 4000 Prevention Services (Jenifer Hermann, Assessment and Prevention Program Manager, Caroline Hastings, Family Preservation Program Manager, and Allison Bowling, Family First Prevention Services Grants Manager)

 

Section 4000 was restructured for Family First Prevention Services. Section 4000 policies were moved for the following new policy sections in 4000:

 

 

 

PPM 4000 Family Services

Delete PPM 4010 Range of Services

PPS 4300 Prevention Plan 

Reason for Substantial Change: Due to the Family First Prevention Services Act (FFPSA), Section 4000 was restructured. PPM 4000 was revised to provide guidance for when a family may be referred to Family First Preservation Services. PPS 4300 is a new form created for DCF staff to request FFPSA. Language from PPM 4010 was deleted and was combined with PPM 4000.

 

PPM 4013 Subsequent Reports on an Open Prevention Service Case

Reason for Substantial Change: Due to implementation of Family First Prevention Services Act, this policy was revised for the responsibility of addressing subsequent reports when a services case is open.

 

Delete PPM 4020 Forms for Case Opening, and

PPM 4101 Forms for Case Opening

Reason for Substantial Change: Revision to add Independent Living (IL) forms to allow IL staff to refer to the Community Family Service Providers. Policy number is changed from 4020 to a new policy 4101, due to the restructuring of section 4000.  PPM 4020 is deleted.

 

PPM 4103 Family Service Case Manager Responsibilities When Child is Missing

Reason for Substantial Change: The Community Family Services grants were amended to no longer require licensed practitioners; therefore, the licensed language was deleted.

 

Delete PPM 4015 Completed Aftercare Cases Returned to DCF for Family Service

PPM 4116 Completed Aftercare Cases Returned to DCF for Family Service

Reason for Substantial Change: Aftercare for reintegration has changed from 1 year to 6 months. Language was added for case management options on these cases.

 

PPM 2753 Criteria For Referral

PPM 2755 DCF Responsibilities At Referral

PPM 4310 Family First Prevention Grant Service Population and Referral

PPM 4320 DCF Responsibilities After Referral FFPSA

PPM 4330 Family First Prevention Services Grantee Responsibilities

PPM 4340 Reports to KPRC Active FFPS

PPM 4350 Refusal of Services

PPS 4300 Prevention Plan for FFPS

PPS 4310 Referral Status Form

Reason for Substantial Change: Due to implementation of Family First Prevention Services on October 1, 2019, new policies and forms are developed to guide referrals and case management.

 

PPM 4830 Recording Family First Prevention Services Information

Reason for Substantial Change: This policy revision was made to track in FACTS the new federal initiative of Family First Prevention Services including the services provided, prevention plans and candidate for care determination for these cases.

 

 

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Section 3000 Case Management, and

Section 5000 Child Welfare Case Management Providers (Mary Cole and Dennis Alford, Foster Care Program Managers, Chris Tomlinson, WARDS Program Manager)

 

PPM 3000 Case Management,

PPM 3100 Assessments,

PPM 3110 Case Management and Safety and Risk Assessment,

PPM 3113 Assessment with Out of Home Placement,

PPM 3123 Life Skills Assessment, and

PPM 5030 CWCMP Screenings and Assessments

Reason for Substantial Change: Wording was changed to match language in the new foster care grants. Policies were updated to improve the flow and reduce duplications. 

 

PPM 3009 Child Welfare Case Management Provider Supervision Staffing

Reason for Substantial Change: This new policy requires Child Welfare Case Management Providers (CWCMPs) to conduct and document supervisory staffings at least monthly for each case. An additional supervisory staffing is also required whenever safety concerns and/or high-risk levels are identified/determined.

 

PPM 3200 Development of a Case Plan,

PPM 3204 Accommodations for Participants,

PPM 3205 Time Frames, PPM 3207 Case Plan Participants,

PPM 3207 Case Plan Participants

PPM 3208 Case Plan Documentation,

PPM 3209 Elements of a Case Plan, and

PPM 3210 Roles Related to Case Planning

Reason for Substantial Change: The changes to the case planning policies have been made to reflect the new Initial Service Plan (ISP) completed by DCF staff, and new requirements for the Child Welfare Case Management Providers (CWCMPs), per the grants beginning Oct 1,2019.

 

PPS 3031 Initial Service Plan

Reason for Substantial Change: Due to new foster care grants a new form PPS 3031 was developed to meet requirements for the CPS Specialist to complete the Initial Service Plans (ISP) used at the Initial Team Meeting (ITM) with a family upon placement of a child in the custody of the Secretary.

 

PPM 3213 Planning for a Child in a Qualified Residential Treatment Program,

PPS 3060 QRTP Case Plan Requirements, and

PPM 5251 Qualified Residential Treatment Programs

Reason for Substantial Change: The Family First Prevention Services Act now allows federal dollars to assist with children who have been placed in certain kinds of programs if certain criteria are met. Policy was developed so staff know what to do regarding assessment and case planning for these children. 

 

PPS 3051 Permanency Plan, PPS 3052 Permanency Plan Administrative Requirements

Reason for Substantial Change: The Permanency Plan has been updated to include documentation required by the Family First Prevention Services Act. This includes placement recommendations for a child in care placed with a parent at a SUD facility, QRTP assessment information and prevention planning for pregnant/parenting foster youth.

 

PPM 3214 Planning with Youth 90 days Prior to Release of Custody,

PPM 5263 Self Sufficiency/Life Skills Responsibilities of the CWCMP

Reason for Substantial Change: Self-Sufficiency/Life Skills CWCMP responsibilities were more clearly defined in the grants beginning October 1, 2019. The Transition Plan was updated. Polices were updated to reflect the grant changes, to streamline and improve flow of policies, and to reduce duplication. 

 

PPM 3231 Development of Permanency Goals

Reason for Substantial Change: Prior approval from the regional PPS Foster Care Program Administrator to change a case plan goal from adoption to another permanency goal is no longer required by DCF.

 

PPM 3321 DCF and CWCMP Responsibility to the Court, and

PPM 3371 Reasonable Efforts

Reason for Substantial Change: The new foster care grant requires the Child Welfare Case Management Providers (CWCMPs) to liaison with Court Appointed Special Advocates (CASA), Court Review Board (CRB), Guardian Ad Litem (GAL) and County Attorney/District Attorney (CA/DA) and to notify DCF of no reasonable efforts findings. These new requirements were added to policy.

 

PPM 3860 Entering Candidacy of Care Determination

Reason for Substantial Change: This policy revision was made to track in FACTS the new federal initiative of Family First Prevention Services including the services provided, prevention plans and candidate for care determination for these cases.

 

PPM 5021 Reports to KPRC Regarding Families Being Served by a CWCMP

Reason for Substantial Change: The process regarding reports not assigned for further assessment needed to be strengthened.

 

PPM 5203 Referrals to RE/FC/AD Providers, and

PPM 5208 CMCWP Referral Responsibilities

Reason for Substantial Change: The new FC grants require DCF staff to transport children to the CWCMP unless they are already in a placement where they will stay and to help the child transition to the provider. Children in hospitals are not excluded from being referred. CWCMPs may use Carematch to find placements. They are to contact the family the same day the child is referred and set up the Initial Family Meeting (IFM).

 

PPM 5211 DFC Roles and Responsibilities, and

PPM 5212 CWCMP Roles and Responsibilities

Reason for Substantial Change: Changes regarding DCF and Child Welfare Case Management Providers (CWCMP) responsibilities were made in the new foster care grants to have CWCMP be responsible for provision of services and to decrease duplication of services. The changes are reflected in the updated policies.

 

PPM 5220 Initial Family Meeting for Out of Home Services, and

PPM 5223 Purpose of the Initial Family Meeting

Reason for Substantial Change: The new foster care grant changes the Initial Team Meeting to the Initial Family Meeting. Timeframes, facilitation, required participants, purpose and the development of the initial service plan are outlined in the updated policies.

 

PPM 5229 Working with Parents

Reason for Substantial Change: The new foster care grant requires Child Welfare Case Management Providers (CWCMPs) to work with the parents of children who have been referred to them. A new policy section addresses those requirements.

 

PPM 5230 Placement Services,

PPM 5234 Relative Home, and

PPM 5237 Sibling Placements and Connections

Reason for Substantial Change: The new foster care grant allows Child Welfare Case Management Providers (CWCMPs) to use the DCF matching system (Carematch) to find placements in accord with federal law. Placements will now be entered into the system and paid by DCF. Relative homes are to be given the same type of supports as foster homes, and DCF no longer approves sibling splits.   

 

PPM 5234 Relative Home/Placement

PPM 5235 Licensed/Approved Home for Non-Relative Placements  

PPM 5330 Assessing the Adoptive Family

Reason for Substantial Change: Policy was revised to provide a spot for DCF History Checks on respective requirements per policy. As well as an explanation as to what that DCF History Check is specifically comprised of.

 

PPM 5237 Sibling Placement and Connections, and

PPS 5147 Sibling Split Request

Reason for Substantial Change: Effective 10/01/19, requests for sibling splits are to be approved by a Child Welfare Case Management Provider (CWCMP) Program Director, instead of the regional DCF Foster Care Program Administrator. Edits to the sibling split policy and form were made to reflect this change.

 

PPM 5238 Teen Parents/Infants  

Reason for Substantial Change: Added info about pregnant and parenting youth in the custody of the Secretary and in out of home placement with infant/child not in the custody of the Secretary being eligible for Family First Prevention Services.

 

PPM 5865 Pregnant or Parenting Foster Care Youth

Reason for Substantial Change: New policy to track in FACTS if a youth in foster care is pregnant, parenting and their child is not in DCF custody; and parenting and their child is in DCF custody.

 

PPM 5244 Consents

Reason for Substantial Change: Prior approval from the DCF Regional Director for a child in care to travel internationally is no longer required. Child Welfare Case Management Providers (CWCMPs) will continue to send notification to the court, Guardian Ad Litem (GAL), County Attorney/District Attorney (CA/DA) and DCF at least 10 days prior to any interstate or international travel.

 

PPM 5270 Aftercare Responsibilities of the CWCMP, and

PPM 5271 Exceptions to Aftercare Responsibility of Case Management Providers

Reason for Substantial Change: The new foster care grants now require 6 months of aftercare for reintegration, adoption, permanent custodianship and APPLA. Other responsibilities are more clearly addressed.  Policy was updated to reflect this.

 

PPM 5300 Adoption Services

PPM 5301 Adoption Roles and Responsibilities

PPM 5330 Assessing the Adoptive Family

PPM 5350 Preparation for Adoption by a Family Unknown to the Child  

Reason for Substantial Change: The foster care grant provides an explanation of adoption services, outlines new Child Welfare Case Management Provider (CWCMP) responsibilities, includes adopt-only families for adoption assessment, and adds further assessment of the child and their wishes in situations where adoption is with a family unknown to the child. Policy was updated to reflect the changes.

 

PPM 5339 Best Interest Staffing (BIS)

Reason for Substantial Change: Additional language added to specify whom can be included as a member of the BIS team. Mention was added about participants that know the child well, that they shall supplement information in the presentation with additional clarifying information for the group to better make an informed decision in the best interest of the child. Added information about how efforts shall be made to review materials prior to the BIS convening to avoid decision delays post BIS. As well if for some reason a consensus is not achieved within 3 working days of the original BIS date, the Child Welfare Case Management Provider (CWCMP) shall make the final decision regarding what is in the best interest of the child within 24 hours.

 

PPM 5340 Exceptions to the Best Interest Staffing Meeting

PPM 5341 Authorization of Best Interest Staffing Team Decision.  

Reason for Substantial Change:Shortened the number of days from 10 to 7, for invitees to object to a BIS waiver. Also specified the days as working days. Added direction for the Child Welfare Case Management Provider (CWCMP) to inform DCF about BIS results within 1 day of CWCMP Regional Director authorizing them and for them to send the PPS 5341 form as well.

 

PPM 5363 Services to Finalize the Adoption

Reason for Substantial Change: Revision was made to the section in adoption assessment for reporting on the child and family’s adjustment since placement. The medical reports language was changed to authorization for release of hospital records.

 

PPS 5122 Foster Care Confirmation of Placement

Reason for Substantial Change: This form will be available in CareMatch (Placement Matching System). CareMatch will auto-generate the form using information from system. The purpose of the form is to provide placement providers with immediate documentation of placement, if needed (e.g. to enroll child in school), until a child placement agreement is formalized.

 

PPS 5927A WARDS Account Spend Down Worksheet and Instructions

PPS 5927B WARDS Account Close-Out Worksheet and Instructions

PPS 5929 WARDS Account Spending Request

Reason for Substantial Change: New WARDS forms to improve communications between Region WARDS staff and WARDS Accountant.

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Section 6000 Permanent Custodianship and Adoption (Corey Lada, Adoption Program Manager)

 

PPM 6210 Eligibility Requirements for Adoption Assistance

PPS 6115

Reason for Substantial Change: Establishing the Special Needs of the Child, the age of the child has been changed from age 12 to age 6.

 

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Section 7000 Independent Living (Michelle Reichart)

 

PPM 7222 Employment Plan  

Reason for Substantial Change: Employment Plan requirements were edited to allow for customization based on the needs of the youth and the employment resources available in the area where the youth lives. This was a recommendation made by IL Coordinators to improve the development of Employment Plans for youth across the state.

 

PPS 7300 Case Determination

Reason for Substantial Change: A section was added for youth’s contact and case number information to be included when a case is being transferred between regions. This change was recommended by IL regional staff and will improve an IL Coordinator’s knowledge of a case when received from another region.

 

 

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Section 8000 Continuous Performance Improvement

 

No substantial changes to Section 8000 Continuous Performance Improvement

 

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Section 9000 Interstate Compact for the Placement of Children (ICPC) (Jessica Guthery, ICPC Program Manager)

 

PPM 9310 Regional DCF Responsibilities as the Receiving State

PPM 9315 Monitoring Out of State Children in Kansas Residential Placements

PPM 9400 Safe and Timely Interstate Placement of Foster Children Act of 2006 (P.L. 109-239)  

Reason for Substantial Change: Beginning October 1, 2019 ICPC responsibilities are transitioning to Child Welfare Case Management (CWCMP) providers. Policy and forms were revised for ICPC responsibilities of CWCMP.

 

PPM 9820 Recording Assessment Tools

PPM 9830 Recording Case Findings

PPS 9200 ICPC Acknowledgement and Updates

Reason for Substantial Change: Beginning October 1, 2019 ICPC responsibilities are transitioning to Child Welfare Case Management (CWCMP) providers. A new form was created for the CWCMP to provide information to Kansas ICPC and to FACTS Data Units.

 

 

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Adult Protective Services (Deb Schwartz, APS Program Administrator)

No substantial changes to Section 10000 Adult Protective Services

 

 

 

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CLARIFICATIONS

 

Clarifications to policy includes revisions to improve clarity or style.

 

Section 0000 General Information

No clarifications to Section 0000 General Information.

 

Section 1000 Intake

Policies Revised:

PPM 1431 Initial Assessment of a FINA Event on an Open Case

 

Section 2000 Investigation and Assessment

Policies Revised:

PPM 2746 Criteria for Referral to Family Preservation Services

PPM 2833 Recording Referrals for Sexual Behavior Problems

 

Section 3000 Case Management

Policies Revised:

DELETE PPM 3120 Assessment with Out of Home Placement

DELETE PPM 3121 Needs Assessment

DELETE PPM 3212 Child Welfare Case Management Provider's Responsibility

DELETE PPM 3230 Elements of Case Plan

PPM 3233 Development of Objectives and Activities

PPM 3237 Interactions Visitation

DELETE PPM 3238 Life Skills

DELETE PPM 3381 Time Frames for Required Court Reports

PPS 3051_Instr

PPS 3052

 

Section 4000 Family Services

Policies Revised:

PPM 4005 Requesting Social Services Child care for Children Receiving Family Services

DELETE PPM 4017 Community Family Service Provider Assessment

DELETE PPM 4030 Purchase of Services or Resources

DELETE PPM 4040 Family Services Case Progress

DELETE PPM 4050 Duration of Family Services

PPM 4100 Family Services Program

PPM 4102 Family Service Case Management Responsibilities

PPM 4107 Family Services Case Progress

PPM 4117 Community Family Service Provider Assessment

PPM 4130 Purchase of Services or Resources

 

Section 5000 Child Welfare Case Management Provider Services

Policies Revised:

DELETE PPM 5221 Initial Team Meeting Participants

PPS 5000 FAMILY PRESERVATION REFERRAL AND TRANSMITTAL SHEET

PPS 5001 Non-Completion of Case Plan

PPS 5110 Instr

PPM 5832 Updating Placement Effective Dates

PPM 5833 Services That Are Not Considered Placements

 

Section 6000 Permanent Custodianship and Adoption

Policies Revised:

PPM 6111 Eligibility Requirements for Children

PPM 6264 Unilateral Termination of the Adoption Assistance Agreement

PPS 6135

 

Section 7000 Independent Living & Self Sufficiency

Policies Revised:

PPS 7260

 

Section 8000 Continuous Performance Improvement

No Clarifications for this review period

 

Section 9000 Interstate Compact

Policies Revised:

PPM 9200 ICPC Referrals From Kansas to Other States

PPM 9210 The ICPC Referral Packet

PPM 9231 Child Welfare Case Management Provider ICPC Non-Financial Responsibilities as the Sending State

Appendix_9A

 

Section 10000 Adult Protective Services

No Clarifications for this review period