Summary of Changes

 

The following provides summaries for PPS July 2018 Policy and Procedure Changes. Policy changes are listed by program and grouped by the reason for the change. Therefore, the policies, forms and appendices are not listed in numerical order. 

 

Table of Contents: (Hyperlinks are provided for navigation)

 

Substantial Changes- May include revisions to policy which either affects the meaning of policy/forms/appendices or changes to practice.

 

All Programs

1)    (FS/FPS/FC/RE/AD) Timeframe for notice when a child returns from missing status; and requirement to monitor safety plans

 

Intake/Assessment and Prevention - Lynnea Kaufman

1)    Female Genital Mutilation

2)    K.A.R. revision to kinship and relative definitions.

3)    Retention of Records

4)    Assessment and Prevention responsibilities when a child is missing

5)    Safety staffing and regular supervisor consultations

6)    Ongoing safety assessment

7)    Affirming sexual abuse, and minor alleged perpetrators

 

Family Services- Lynnea Kaufman

1)    Needs assessment and father engagement

 

Family Preservation Services- Candace Moten

1)    Requirement for case transfer staffing for change of venue cases

 

Reintegration/Foster Care/Adoption Services- Mary Cole

1)    Communication with Child Support Services (CSS) regarding genetic testing

2)    Psychiatric Residential Treatment Facilities (PRTF)

3)    Case Plan Documentation

4)    Case Plan Review Form

5)    Parent/Child visits

6)    Relative placement form

7)    Sibling splits

8)    Prediction Path

9)    Adoption adjustment period

10) Requirements for TB testing

11) Best Interest Staffing (BIS)

12) Child Placing Agency (CPA) monitoring

13) Adult former foster child

14) Social history form

15) Adoptive family assessment

 

Permanent Custodianship and Adoption – Mary Cole

1)    Age requirement for eligibility for federal adoption assistance

 

 

Independent Living Services- Michelle Reichart

1)    New Kansas Independent Living Self-Sufficiency Matrix

2)    Alternative Options to Aged Out Medical Program

3)    Remove Foster Care Transition Support services

4)    Subsidy rates

5)    Mentor qualifications

6)    Responsibilities of mentors

 

Eligibility/WARDS- Chris Tomlinson

1)    Benefits from Social Security Administration

2)    Benefit Management

 

Adult Protective Services- Leslie Hale

1)    Initial Assessments when an adult has passed away

2)    Medicaid fraud and Abuse Division of the Kansas Attorney General

3)    Power of Attorney Brochure

 

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

 

 

 

SUBSTANTIAL CHANGES

 

All Programs (Lynnea Kaufman, Candace Moten and Mary Cole)

 

1)    Timeframe for notice when a child returns from missing status; and requirement to monitor safety plans

 

Policies Revised:

Section 4000 Family Services –

4103 Family Service Case Manager Responsibilities When Child is Missing

Reason for Change: Added a timeframe for Community Family Service Providers to notify DCF when a child returns from being missing. Due to the Children and Family Services Review (CFSR) Program Improvement Plan (PIP) policy is added requiring monitoring of safety plans to ensure activities are completed, which ensures the safety of the child.

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services –

5123 Family Preservation Services Case Manager Responsibilities When Child is Missing 

Reason for Change: Require Family Preservation Services provider to notify law enforcement of a missing child’s return to the home immediately or within 24 hours, notify regional DCF staff and designated PPS Administrative and the court (if applicable) by the next working day or within 24 hours, and monitor the Safety Plan to ensure child’s safety.

 

5245 Responsibilities When a Child is Missing From Placement

Reason for Change: A timeframe of no later than 24 hours was added to notify parents, placement school, courts, DCF FC Liaisons and PPS admin of child’s return from being missing. Also, the plan developed after the return has to address safety and be monitored.   

 

 

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Intake (Lynnea Kaufman)

 

Policies Revised:

Section 1000 Intake

There are no revisions to Section 1000 Intake policies.

 

 

Assessment and Prevention (Lynnea Kaufman)

 

1)    Kansas Administrative Regulation revisions

Reason for Change: Removed definitions for affirmed and substantiated perpetrators due to delay of K.A.R. revisions. Reference to K.A.R. 30-46-10 is removed from Substance Affected Infant and Educational Neglect.

 

Policies Revised:

Section 0000 General Information –

0160 Glossary

Forms and Appendices –

Appendix 1A

Appendix 2B

 

 

2)    Female Genital Mutilation

Reason for Change: Executive team requested female genital mutilation be added as a possible assignment for physical abuse, per K.S.A. 21-5431.

 

Policies Revised:

Section 0000 General Information –

0160 Glossary

Forms and Appendices –

Appendix 1A

Appendix 2B

 

2) K.S.A. revision to kinship and relative definitions

Reason for Change: Due to July 1, 2018, K.S.A. revisions to 38-2202 which removes "relative" from the kinship definition, policy is revised to be consistent with statute.

 

Policies Revised:

Section 0000 General Information-

0160 Glossary

Section 2000 Investigation and Assessment –

2643 Family Strengths and Resources

2712 Contributing Factors and Family Strengths and Resources

 

 

3) Retention of Records

Reason for Change: The region suggested a revision to policy, because PPM 0441 was not clear whether a case record needed to be retained if the case finding decision of affirmed or substantiated was overturned in an appeal. The Assessment and Prevention Workgroup discussed this request; and recommended adding this requirement.

 

Policies Revised:

Section 0000 General Information-

0441 Retention of Records

 

 

4) Assessment and Prevention responsibilities when a child is missing

Reason for Change: A need was identified during January 2018 revisions, to develop a new policy to provide Assessment and Prevention (A/P) guidance on steps to take when a child is discovered missing on an open A/P case. This revision includes adding to PPM 2740 an allowable reason to delay the FBA beyond the 30 working days, if needed, to provide information and assist the parents/caregivers with reporting the child as missing to law enforcement and to National Center for Missing and Exploited Children (NCMEC).

 

Policies Revised:

Section 2000 Investigation and Assessment –

2080 Assessment and Prevention Responsibilities When Child is Missing (New)

2740 Family Based Assessment

 

5) Safety staffing and regular supervisor consultations

Reason for Change: Revision to the timeframe for the safety staffing. Added language to PPM 2760 for regular supervisor consultations, identification of needed follow-up and requirement to monitor the follow-up needed.

 

Policies Revised:

Section 2000 Investigation and Assessment-

2310 Safety Determination

2760 Supervisor Case Consultation

 

 

6) Ongoing safety assessment

Reason for Change: Policy is revised to allow CPS Investigators with direction from CPS Specialists and PPS Supervisors to complete the in-person contacts for the ongoing safety assessment.

 

Policies Revised:

Section 2000 Investigation and Assessment-

2313 Ongoing Safety Assessment of Children Under Six Years of Age

 

 

7) Affirming sexual abuse, and minor alleged perpetrators

Reason for Change: Policy is revised to allow affirmed finding of sexual abuse. Guidance for considering an affirmed finding for sexual abuse and minor alleged perpetrators is added to the Appendix 2B.

 

Policies Revised:

Section 2000 Investigation and Assessment-

2502 Allowable Case Findings

Forms and Appendices –

Appendix 2B

 

8)   Clarification to substantiation criteria

Reason for Change: Policy is revised to clarify language regarding substantiation criteria.

 

Policies Revised:

Section 2000 Investigation and Assessment-

2502 Allowable Case Findings

 

 

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Family Services (Lynnea Kaufman)

 

1) Needs assessment and father engagement

Reason for Change: This revision provides guidance for the needs assessment requirements for family services cases. In addition, to address a Program Improvement Plan (PIP) activity language is added to improve the engagement of fathers in assessment and services for Family Services. 

 

Policies Revised:

Section 4000 Family Services-

4100 Family Service Case Manager Responsibilities

 

 

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Family Preservation Services (Candace Moten)

 

1) Requirement for case transfer staffing for change of venue cases

Reason for Change: PPS Regional Program Administrator and Assistant Administrator suggested policy revision to comply with case transfer requirements. 

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services-

5150 Transfer of Family Preservation Cases and Change of Venue

 

 

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Reintegration/Foster Care/Adoption (Mary Cole)

 

1) Communication with Child Support Services (CSS) regarding genetic testing

Reason for Change: Instructions for communicating with CSS and requesting genetic testing needed to be added to the PPM.

 

Policies Revised:

Section 0000 General Information-

0602 Child Support Services

Forms and Appendices-

PPS 5480 Referral for Genetic Testing

 

 

2) Psychiatric Residential Treatment Facilities (PRTF)

Reason for Change: Policy is updated to reflect current practice regarding Psychiatric Residential Treatment Facilities (PRTF).

 

Policies Revised:

Section 0000 General Information-

0607 PRTF Services

Section 5000 Child Welfare Case Management Provider Services-

5251 PRTF Services (Deleted)

Forms and Appendices-

Appendix 3M (Deleted)

 

 

3) Case Plan Documentation

Reason for Change: Additional information was added to allow sharing draft case plans with the family if not yet approved by DCF. 

 

Policies Revised:

Section 3000 Case Management-

3208 Case Plan Documentation

 

 

4) Case Plan Review Form

Reason for Change: Staff had questions about the use of the PPS 3055 Case Plan Review form. Policy has been clarified regarding when it can be used and when a new case plan has to be held.

 

Policies Revised:

Section 3000 Case Management-

3220 Updating the Case Plan Between Conference Dates

 

 

5) Parent/Child visits

Reason for Change: Policy was clarified to state that parent/child visits for case plan goals other than reintegration are planned with the child’s best interest in mind.

 

Policies Revised:

Section 3000 Case Management-

3237 Interactions/Visitation

 

 

6) Relative placement form

Reason for Change: Policy has been updated so it is clear that if relatives have a foster care license, permission to place and the relative placement forms are not required.   

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services-

5230 Placement Services

 

 

7) Sibling splits

Reason for Change: Added policy to indicate sibling splits shall not be requested if there is not a PRT.   

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services-

5237 Sibling Placements and Connections

 

8) Prediction Path

Reason for Change: Placement changes have been incorporated into the Social history form, and PPS 5330 Prediction Path form is no longer needed.     

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services-

5310 Prediction Path (Deleted)

5360 Procedures Related to Signing the AA Agreement

Forms and Appendices-

PPS 5330 (Deleted)

 

 

9) Adoption adjustment period

Reason for Change: Due to feedback received from stakeholders, this policy regarding the adjustment period for children being adopted was made clearer.  How long the child has lived with the family will now be considered.

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services-

5311 Preparation of the Child

5363 Services to Finalize the Adoption

Forms and Appendices-

Appendix 5Z Normal Phases of Pre-Finalization

 

 

10) Requirements for TB testing

Reason for Change: The requirements for TB testing have been updated to match foster home licensing requirements. 

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services-

5330 Assessing the Adoptive Family

 

 

11) Best Interest Staffing (BIS)

Reason for Change: Policy is being changed to streamline and speed up the BIS process, and have decisions made by those closest to the child.  

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services-

5339 BIS Process

5340 BIS Meeting

5341 BIS Authorization of BIS Decision

Forms and Appendices-

App 5S BIS Brochure

App 5Y Letter to Adoptive Parents

PPS 5341 BIS Staffing Report and Authorization

 

 

12) Child Placing Agency (CPA) monitoring

Reason for Change: Other divisions of DCF are now responsible for monitoring CPAs.  Policy has been updated to reflect this.

 

Policies Revised:

Section 8000 Continuous Performance Improvement

8500 Administrative Reviews of Child Placing Agencies (Deleted)

Forms and Appendices-

PPS 8500A DCF RE/FC/AD Monitoring Protocol (Deleted)

PPS 8500B DCF FP Monitoring Protocol (Deleted)

 

 

13) Adult former foster child

Reason for Change: DCF/CWCMP staff may now verify a former foster child’s identity so they are able to access information from their file. 

 

Policies Revised:

Forms and Appendices-

PPS 0331 Adult Former Foster Child (PRT) Requesting Case File Information

PPS 0332 Adult Former Foster Child (Non-PRT) Requesting Case File Information

 

 

14) Social history form

Reason for Change: Additional information needed to be included on the social history form.

 

Policies Revised:

Forms and Appendices-

PPS 3114 Social History for Child

 

 

15) Adoptive family assessment

Reason for Change: DCF has received complaints about the format of the new adoptive family assessment.  The form is being changed so that it is more of a narrative rather than check boxes, as it has been in the past. 

 

Policies Revised:

Forms and Appendices-

PPS 5318 Assessing the Adoptive Family

PPS 5319 Large Family Assessment (Deleted)

 

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Permanent Custodianship and Adoption (Mary Cole)

 

1) Age requirement for eligibility for federal adoption assistance

Reason for Change: Federal law changed.

 

Policies Revised:

Section 6000 Permanent Custodianship and Adoption

6220 Determining Funding Source for Adoption Assistance

 

 

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Independent Living (Michelle Reichart)

 

1) New Kansas Independent Living Self-Sufficiency Matrix

Reason for Change: This policy has been updated to replace the Casey Life Skills Assessment with the Kansas Independent Living Self-Sufficiency Matrix as the assessment tool used by the DCF Independent Living Program.

 

Policies Revised:

Section 7000 Independent Living & Self Sufficiency-

7030 Assessment

Forms and Appendices-

PPS 7030 Kansas Independent Living Self-Sufficiency Matrix

PPS 7030 Instructions: Guide for Completing the Kansas Independent Living Self-Sufficiency Matrix

 

 

2) Alternative Options to Aged Out Medical Program

Reason for Change: IL staff would like to clarify that IL Supervisor approval is required in order to use Chafee funds to pay for premiums for KanCare eligible youth, and that comparable benefits must be explored before using Chafee funds for medical purposes.

 

Policies Revised:

Section 7000 Independent Living & Self Sufficiency-

7214 Alternative Options to Aged Out Medical Program

 

 

3) Remove Foster Care Transition Support services

Reason for Change: IL staff would like to remove Foster Care Transition Support services from this policy, as subsidy payments are being used instead. Staff would also like to remove portions of the policy that are covered under PPM 7213 rather than the Employment Plan, and add that an Employment Plan includes referrals to formal employment services.

 

Policies Revised:

Section 7000 Independent Living & Self Sufficiency-

7222 Employment Plan

 

 

4) Subsidy rates

Reason for Change: IL staff would like to include that exceptions may be made to the income cap at which a youth no longer qualifies for subsidy, upon approval from the IL Supervisor.

 

Policies Revised:

Section 7000 Independent Living & Self Sufficiency-

7223 Subsidy Rates

 

 

5) Mentor qualifications

Reason for Change: IL staff would like to include that a youth’s choice of mentor must be approved by the IL Coordinator and IL Supervisor. Adds Adult Central Registry check and FBI check for persons who have resided outside of Kansas in the preceding five years.

 

Policies Revised:

Section 7000 Independent Living & Self Sufficiency-

7281 Mentor Qualifications

 

 

6) Responsibilities of mentors

Reason for Change: IL staff would like to edit this policy to reflect current IL Program practice. There are no formal training/educational activities offered to mentors, as mentors are rarely utilized within the IL Program. IL staff would like to include that mentors should maintain contact with the IL Coordinator.

 

Policies Revised:

Section 7000 Independent Living & Self Sufficiency-

7282 Responsibilities of Mentor

 

 

 

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Eligibility/WARDS (Chris Tomlinson)

 

1)    Benefits from Social Security Administration

Reason for Change:  A SSA review finding revealed we did not specify when to notify SSA of changes, the 10th of the following month is a federal requirement. The review also found DCF is required as the payee to report income for SSI clients to SSA.

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services-

5928 WARDS - Benefits from Social Security Administration

 

 

2)    Benefit Management

Reason for Change: SSA requirement that SS benefits be returned within 30 days of DCF no longer being payee. SSA advised the we could in certain situations transfer funds directly to the new payee with permission from SSA.

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services-

5929 WARDS - Benefit Management

 

 

 

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Adult Protective Services (Leslie Hale)

 

1)    Initial Assessment when an adult has passed away

Reason for Change: Provides clarification for screening a report where an adult passed away prior to the date of the report and the report does not meet the criteria for a Critical Incident or was a consumer in a KDADS licensed community facility.

 

Policies Revised:

Section 10000 Adult Protective Services-

10110 Initial Assessments

 

 

2)    Medicaid fraud and Abuse Division of the Kansas Attorney General

Reason for Change: Changes what form to send the Medicaid Fraud Unit at the AG’s office.  When making a referral to this unit, APS can send the PPS 10100 and PPS 10110 instead of the AG’s referral form- MFCU-102

Policies Revised:

Section 10000 Adult Protective Services-

10700 Medicaid Fraud and Abuse Division of the Kansas Attorney General

 

 

3)    Power of Attorney Brochure

Reason for Change: This brochure has been used for the last several years and is used to describe the role of a Power of Attorney. These brochures are handed out to APS clients (both involved adults and alleged perpetrators) as well the as general public for informational purposes. We are just adding a form number to the brochure.

 

Policies Revised:

Forms and Appendices-

PPS 10001 Understanding Your Role as a Power of Attorney

 

 

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CLARIFICATIONS

 

 

Section 0000 General Information

 

Section 1000 Intake

 

Section 2000 Investigation and Assessment

Reason for Change: Policies 2030, 2031 and 2032 were combined, and PPM 2031 and 2032 were deleted.

Policies Revised:

2030 CPS Investigators

2031 Tasks Completed by a CPS Investigator (Deleted)

2032 Agency Documentation Completed by a CPS Investigator (Deleted)

 

Reason for Change: Revision of Practice Model to Philosophy of Care.

Policies Revised:

2700 Assessment of Reports of Non Abuse

2721 Reasonable Efforts to Initiate Contact in a Pregnant Woman Using Substances Case

 

Section 3000 Case Management

Reason for Change: Changed SW to CPS Specialist

Policies Revised:

3207 Case Plan Participants 

3431 Relinquishment of Indian Children

3823 Entering Worker Number

3825 Entering Family Structure Code

 

Reason for Change: Added relatives in addition to unrelated kin.

Policies Revised:

3210 Roles Related to Case Planning

 

 

Section 4000 Family Services

No Clarifications for this review period

 

Section 5000 Child Welfare Case Management Provider Services

Reason for Change: Combined 5131, 5132 and 5133 into 5130 regarding the Initial Family Meeting in Family Preservation Services. Deleted 5131, 5132 and 5133

Policies Revised:

5130 Initial Team Meeting for Family Preservation rev

5131 Initial Team Meeting Participants (Deleted)

5132 Initial Team Meeting Timeframe and Location moved to 5130 (Deleted)

5133 Purpose of Initial Team Meeting moved to 5130(Deleted)

 

Reason for Change: Resumption of Intensive Services

Policies Revised:

5161 Resumption of Intensive Services

 

Reason for Change: Clarified approved homes are for youth 16 and older.

Policies Revised:

5235 Licensed Approved Homes for Non-Relative Placements

 

Reason for Change: Added relatives in addition to unrelated kin.

Policies Revised:

5260 Transition to Alternate Permanency Options

 

Reason for Change: Changed SW to CPS Specialist

Policies Revised:

5262 Special Considerations for Undocumented Youth

5919 Medicaid Eligibility Requirements-Reunification Services

5922 Waiver Information

 

Section 6000 Permanent Custodianship and Adoption

Reason for Change: Changed KAESCES to KEES.

Policies Revised:

6114 Eligibility Determination

6270 Annual Review of the Adoption Assistance Case

 

Section 7000 Independent Living & Self Sufficiency

Reason for Change: Grammatical corrections.

Policies Revised:

7224 Subsidy Payment Procedures

7283 Mentor Fees

 

Reason for Change: Corrected a form number referenced in this policy.

Policies Revised:

7280 Mentor

 

 

Section 8000 Continuous Performance Improvement

No Clarifications for this review period

 

Section 9000 Interstate Compact

No Clarifications for this review period

 

Section 10000 Adult Protective Services

Reason for Change: Deleted the reference to KAECSES

Policies Revised:

10100 Intake

 

Reason for Change: Deleted the reference to KAECSES and Specialist

Policies Revised:

10111 Preliminary Inquiry

 

Reason for Change: Deleted Specialist and intake worker

Policies Revised:

10212 Critical or Significant Incident Notification Procedures

 

Reason for Change: Corrected the form number to be used from PPS 10210A to PPS 10215

Policies Revised:

10215 Non-Critical Death Notification

 

Reason for Change: Add ANE email.

Policies Revised:

10320 Required Documentation for Case Findings

 

Appendices

No Clarifications for this review period

 

Forms

Reason for Change: Changed to match policy changes in 6220.

Forms Revised:

PPS 6115 Eligibility for Adoption Assistance

PPS 6115_Instr