Summary of Changes

 

 

July 2020

 

INTRODUCTION:

 

The Summary of Prevention and Protection Services (PPS) Policy and Procedure Manual Changes provides a list and explanation of PPS substantial policy revisions and clarifications for July 2020. These policy revisions are effective July 1, 2020.   

 

 

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

 

 

II. Clarifications

 

 

 

 

SUBSTANTIAL CHANGES

 

 

Section 0000 General Information (All Program Policy Writers)

 

PPM 0314 Adoption and Foster Care Records and Searches

Reason for Substantial Change: Policy is revised to provide guidance on Documentum, an online archiving database.

PPM 0440 Retention of Records

Reason for Substantial Change: Policy is revised to provide guidance on Documentum, an online archiving database.

PPM 0441 Archiving and Storage of Records

Reason for Substantial Change: Policy is revised to provide guidance on Documentum, an online archiving database.

 

Back to Table of Contents

 

Section 1000 Intake (Theresa Cortez, KPRC Program Manager)

 

PPM 1321 Reports Requiring a Preliminary Inquiry

Reason for Substantial Change: Additional information for KRPC staff on how to process a report set to preliminary inquiry when a subsequent report is received.

 

PPM 1415 Assignment of Reports Indicating Pregnant Woman Using Substances

Reason for Substantial Change: Added the ability for Assessment and Prevention staff to provide an assessment on all pregnant women using substances, even those receiving Temporary Assistance for Needy Families (TANF).

 

PPM 1700 Override of Accepted Reports

Reason for Substantial Change: Clarification on reports accepted for overrides after acceptance

 

PPS 1005 NOTICE OF ACTION TO REPORTERS OF SUSPECTED CHILD ABUSE OR NEGLECT

Reason for Substantial Change: To improve outgoing communication to the reporters of abuse or neglect.  

 

 

Back to Table of Contents

 

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

 

 

PPM 2025 History Search for the Investigation and Assessment

Reason for Substantial Change: Policy was revised to inform PPS staff that abuse and neglect case records may be archived in the Abuse and Neglect Archive Imaging Documentum application.

PPM 2116 Requirements for Children Under the Age of One and Appendix 2C SIDS Prevention Points

Reason for Substantial Change: Additional information was added in policy for expectations of referral to resources. Appendix 2C was deleted because the information was outdated. With the implementation of Safe Sleep, information and resources are provided in training and are available online.

 

PPM 2310 Safety Determination and PPM 2313 Ongoing Safety

Reason for Substantial Change: Due to safety organized practice and feedback from regional staff, the timeframe for the non-immediate safety staffing was increased to allow sufficient time to gather information for the PPS 2020 Risk Assessment Map to inform the safety staffing. The CPS Specialist and PPS Supervisors will have 14 calendar days from the date of the initial safety determination to complete the safety staffing instead of 3 business days, unless there are immediate safety concerns requiring an immediate safety staffing. PPM 2313 Ongoing Safety was added to PPM 2310 to better assist PPS staff with critical thinking when determining safety of children and next steps for the family.

 

PPM 2746 Family Preservation Referral Criteria

PPM 2748 DCF Responsibility at Referral to Family Preservation

Reason for Substantial Change: Policies were reviewed at the Family Preservation Advisory Workgroup and suggestions for improved communication were incorporated into the Family Preservation Referral Policies. The Initial Service Plan will not be required on immediate second Family Preservation referrals

 

PPS 2014 A Parent Skill Building and PPS 2014 B Child with Sexual Behavior Problems

Reason for Substantial Change: The original form was divided into two different forms. The new forms clarify which programs staff are referring families to and are more family friendly.

 

 

Back to Table of Contents

 

Section 3000 Case Management (All Service Programs)

 

PPM 0425 Contents of Assessment/Prevention, Family Services, Family First Prevention Services, and Family Preservation Case Records; PPM 3005 Case Transfer Staffing; PPS 3005 Case Transfer Staffing

Reason for Substantial Change: Revised the policy text in PPM 3005 to say: “Each program shall maintain their own case file and shall place their service content into the appropriate section” and PPS 3005 adds new Family Preservation forms. Case Transfer forms are required when a case transfers from Family Preservation to Permanency.

 

PPM 3207 Case Plan Participants

Reason for Substantial Change: Requirements related to youth input and presence at case planning conferences were updated to provide that youth age 7 and older shall be given the opportunity to provide feedback prior to the conference, if unable to attend the conference. Youth 14 and older in out of home placement shall attend the conference or the conference shall be rescheduled to accommodate the youth’s presence. If the youth is unable to attend, efforts shall be made to gather the youth’s feedback prior to the conference. The policy was also edited to additionally require the updated PPS 3059 My Plan for Successful Adulthood be sent to the DCF Foster Care Liaison for youth 14 and older and to the IL Coordinator for youth 16 with an APPLA goal and all youth 17 and older with the invitation to the case planning conference. This will allow staff the opportunity to review the PPS 3059 prior to the conference.

 

 

Back to Table of Contents

 

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

 

PPM 4205 DCF Responsibilities for Open Family Preservation Cases

PPM 4210 Family Preservation Case Management Provider Responsibilities

Reason for Substantial Change: Policy was added to provide more guidance on cases referred to a second tier of Family Preservation.  Initial Service Plans are not required for second referrals.

 

PPM 4260 Request for Retraction

Reason for Substantial Change: Policy change removes requirements to notify DCF Statewide Contractor Reimbursement Information and Payment Tracking System (SCRIPTS), as this system is no longer used for Family Preservation payments under the new contract.  DCF SCRIPTS now reads directly from FACTS to process payments.   

 

PPM 4320 DCF Responsibilities for Open Family First Prevention Service Cases

Reason for Substantial Change: Requirement added for CPS staff to redetermine Candidacy Of Care after approximately 180 days of services, due to family being eligible for services for 12 months.

 

PPM 4370 Duration of Family First Prevention Services

Reason for Substantial Change: Added policy instruction for service extension.

 

PPS 4300 Family First Prevention Plan

Reason for Substantial Change: Correction on form including FACTS code for Kinship Navigation (FK01N)

 

 

Back to Table of Contents

 

Section 5000 Child Welfare Case Management Providers (Michelle Warner, Foster Care Program Manager, Chris Tomlinson, WARDS Program Manager)

 

No Changes

 

 

Back to Table of Contents

 

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

 

No Changes

 

 

Back to Table of Contents

 

Section 7000 Independent Living (Michelle Reichart)

 

PPS 7030 and PPS 7030 Instructions

Reason for Substantial Change: Scoring on the Childcare and Pregnancy/Parenting domains was changed to include a score of “5” for youth who are not pregnant or are not actively parenting a child. This will allow for consistent scoring for all youth and make data compilation and comparison more accurate.

 

 

 

Back to Table of Contents

 

Section 8000 Continuous Performance Improvement

 

No changes

 

 

Back to Table of Contents

 

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

 

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

PPM 9310 - Child Welfare Case Management Provider Responsibilities as the Receiving State

PPM 9990 – Closing an Interstate Compact Case

PPS 9200 – ICPC Acknowledgement and Updates

 

Reason for Substantial Change: Policy was revised to align with ICPC regulations. Added PPS eligibility as an entity that is notified when a case is closed.

 

 

Back to Table of Contents

 

CLARIFICATIONS

 

Clarifications to policy includes revisions to improve clarity or style.

 

Section 0000 General Information

 

PPM 0430 Contents of Foster Care, Adoption and Independent Living Services Case Records 

PPM 0510 Critical Incident Protocol

PPS 0550 Critical Incident Form

 

Section 1000 Intake

 

PPM 1000 Intake

PPM 1100 Recording Information Gathered at Intake

PPM 1222 Notice of Action to Reporters

PPM 1311 Documenting no further PPS action needed

PPM 1340 Reports Which DCF Does Not Have Authority to Proceed, Involves a Memorandum of Understanding or Conflict of Interest

PPM 1650 Initial Assessment of Substance Affected Infant

PPS 1000 FACE SHEET

PPS 1001 REPORT/REQUEST FOR SERVICES

PPS 1001A SUMMARY OF RESULTS OF PRELIMINARY INQUIRY

PPS 1002 INITIAL ASSESSMENT

 

Section 2000 Investigation and Assessment

 

Appendix 2B Supervisor Consultation Guide

PPS 2003 Family Based Safety Plan

PPS 2003 Family Based Safety Plan Instructions

PPS 2003 Family Based Safety Plan SPA

PPS 2012 Notice of Department Findings

PPS 2019 Kansas DCF Conversation Note

PPS 2020 Kansas Assessment Map

PPS 2021 Immediate Safety Plan

 

Section 3000 Case Management

PPM 3209 Elements of a Case Plan

PPM 3210 Roles Related to Case Planning

 

Section 4000 Family Services

No changes

Section 5000 Child Welfare Case Management Provider Services

 

PPM 5201 Child Welfare Case Management Providers of Out of Home Services

PPM 5251 Qualified Residential Treatment Programs

PPM 5271 Exceptions to Aftercare Responsibility of Case Management Providers

PPM 5301 Adoption Roles and Responsibilities

PPM 5911 Documentation for IV-E Determination

PPS 5316 Potential Identified Adoptive Resource Application

PPS 5341 Best Interest Staffing (BIS) Report and Authorization

PPS 5341 Best Interest Staffing (BIS) Report and Authorization Instructions

PPS 5410 A Initial Eligibility Determination

 

Section 6000 Permanent Custodianship and Adoption

PPS 6110 REFERRAL FOR ADOPTION ASSISTANCE

Section 7000 Independent Living & Self Sufficiency

Appendix_7E

 

Section 8000 Continuous Performance Improvement

No changes

 

Section 9000 Interstate Compact

No changes