Summary of Changes

The following provides summaries for PPS January 2019 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.

 

Multi-Program

1)      (Assessment/Prevention, Family Services, Family Preservation) Social Services Child Care

2)      (Assessment/Prevention, Adult Protective Services) Retention of Records

 

General Information

      1) Definition of Host Families

 

Intake/Assessment and Prevention

1)      Assignments for Minor Alleged Perpetrators

2)      Faxed Juvenile Intake Reports with Runaway Concerns on a Child in the Custody of the Secretary of DCF   

3)      Courtesy Interviews for Law Enforcement on Non-Family/Unregulated Caregivers

4)      Collaboration with DCF Foster Care and Residential Facility Licensing

5)      Ongoing Safety Assessment

 

Reintegration/Foster Care/Adoption Services

1)      Individualized Recruitment Plans

2)      Legal Base/Court Information

3)      Consents for Travel

4)      Assessing the Adoptive Family

5)      Best Interest Staffing

6)      Social History Form

7)      Relative Home Study

8)      Agency Consent to Adoption

 

Permanent Custodianship and Adoption

1)      Adoption Assistance Agreements

 

 

IV-E Eligibility

1)      Payment to the Child Welfare Case Management Provider

2)      Foster Care Funding

3)      Medicaid Requirement for Children in Out of Home Care

4)      Purchase Limitations and Guidelines for Medicaid

 

WARDS

1)      Benefits Management

 

Adult Protective Services- Leslie Hale

1)      APS Incidents Occurring in Jail

2)      Added Allegations to APS Investigations

3)      Ascertaining Safety when the IA is Hospitalized or Residing in a Long-Term Care Facility

 

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

 

 

 

SUBSTANTIAL CHANGES

 

Multi-Program

 

1)    Social Services Child Care

 

Reason for Change: Policy and procedures are needed in the PPS manual regarding Social Services Child Care for children who are not in the custody of the Secretary to assist PPS staff, Family Preservation Services and Family Services providers in accessing child care for children of parents experiencing a crisis, to prevent placement in foster care.

 

Policies Revised:

Section 0000 General Information

0160 Glossary

Section 2000 Assessment/Prevention

2741 Social Services Child Care

Section 4000 Family Services

4102 Requesting Social Services Child Care for Children Receiving Family Services

Section 5000 Child Welfare Case Management Provider Services

5114 Requesting Social Services Child Care for Children Receiving Family Preservation Services

 

2)    Retention of Records

 

CPS Reason for Change: Beginning January 1, 2019, all investigations accepted for investigation of alleged abuse and/or neglect, regardless of finding, substantiated / confirmed / affirmed / unsubstantiated / unconfirmed) will not be destroyed. Case files will be scanned and saved in Documentum during the archive process. This will increase the amount of detailed family case information accessible to staff.

 

APS Reason for Change: Changes retention of unsubstantiated investigations (hard copies- pre-KIPS investigations) from 6 years to indefinitely retained. Same for all Guardian and Conservator cases.

 

Policies Revised:

Section 0000 General Information

0440 Archiving and Storage of Records

0441 Retention of Records

 

Policies Revised:

Section 10000 Adult Protective Services

10411 Retention of Records

 

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General Information

 

 

1)     Definition of Host Families

Reason for Change: This revision is made to define host families as an individual or family who provides temporary care of children through a program created pursuant to the Host Families Act, K.S.A. 38-2401 et.seq.

 

Policies Revised:

Section 0000 General Information

0160 Glossary

 

Intake/Assessment and Prevention

 

2)     Assignments for Minor Alleged Perpetrators

Reason for Change: This revision is made to provide guidance for Kansas Protection Report Center staff on the assignment of reports with minor alleged perpetrators. Peer to peer fighting, peer bullying, and agemate siblings fighting shall not be assigned with the minor identified as the alleged perpetrator.

 

Policies Revised:

Section 1000 Intake

1405 Assigning Allegations when the Person Responsible is a Minor

 

3)    Faxed Juvenile Intake Reports with Runaway Concerns on a Child in the Custody of the Secretary of DCF

Reason for Change: This revision is made to improve Kansas Protection Report Center processing time and speed of sharing information directly with the region. Reports faxed from Juvenile Intake and Assessment Services concerning a runaway youth with an open foster care case will be forwarded to the region.

Policies Revised:

Section 1000 Intake

1431 Initial Assessment of a FINA Event on an Open Case

 

4)    Courtesy Interviews for Law Enforcement on Non-Family / Unregulated Care Giver Cases

Reason for Change:

When law enforcement requests assistance on a report involving a non-family / unregulated care giver, the report will not be assigned for further assessment and the Kansas Protection Report Center will forward the information to the region as a courtesy interview. If it is determined services may be needed, a new report shall be made to consider Family In Need of Assessment (FINA) assignment.

 

Policies Revised:

Section 1000 Intake

1230 Reports From Law Enforcement

1352 Non-Family / Unregulated Care Giver – Third Party Reports Referred to Law Enforcement

1354 Documentation of Case Acceptance and Timelines for Non-family Unregulated Care Giver Reports

Section 2000 Assessment and Prevention

2106 Policy for Courtesy Interviews from Law Enforcement.

Forms and Appendices

PPS 1002 Initial Assessment

 

 

5)    Collaboration with DCF Foster Care and Residential Facility Licensing

Reason for Change: The intent of this revision is to improve the joint investigative process between DCF Foster Care and Residential Facility Licensing and Assessment/Prevention. Prior to Assessment/Prevention making a case finding decision, the CPS Specialist shall communicate with the licensing investigator.

 

Policies Revised:

Section 2000 Assessment and Prevention

2220 Investigations Involving a Report of Abuse or Neglect in a Facility Licensed by KDHE or DCF Foster Care and Residential Facility Licensing.

 

5) Ongoing Safety Assessment

Reason for Change: This policy revision expands the ongoing safety assessment to include vulnerable children regardless of age. During the safety staffing, the CPS Specialist and PPS Supervisor shall determine if an ongoing safety assessment is required for all alleged victims. The decision considers factors listed in the policy, to include, but is not limited to, alleged perpetrator access, whether the child has regular contact with mandated reporters, and whether a safety plan was implemented.

 

Policies Revised:

Section 2000 Investigation and Assessment

2313 Ongoing Safety Assessment of Children Under Six Years of Age

 

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Reintegration/Foster Care/Adoption

 

1) Individualized Recruitment Plans

Reason for Change: In order to streamline the adoption process, Individual Recruitment Plans are required for children who do not have a potential identified adoptive resource. Potential identified adoptive resource is defined, and forms created for documentation.

 

Policies Revised:

Section 0000 General Information

0160 Glossary

Section 5000 Child Welfare Case Management Provider Services-

5312 Individualized Recruitment Plans

Forms and Appendices

PPS 5305 Individualized Recruitment Plan

PPS 5316 Application for Potential Identified Adoptive Resource

Deleted Appendix 5N Individualized Recruitment Plans

 

2) Legal Base/Court Information

Reason for Change: Policies were streamlined. Age appropriate activities were added to information provided to court, added a reminder about Permanency Plan Desk Review, and added some statute language.

 

Policies Revised:

Section 3000 Case Management

3300 Legal Base/Court Information

3321 DCF and CWCMP Responsibility to the Court

Deleted 3310 Legal Base

Deleted 3330 Court Orders

3371 Reasonable Efforts

3430 Voluntary Release/Relinquishment

 

3) Consents for Travel

Reason for Change: This revision added a requirement to inform DCF of plans for interstate and international travel of a child in foster care.

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services

5244 Consents

 

4) Assessing the Adoptive Family

Reason for Change: To streamline the adoption process, policy was clarified that non-licensed staff may assist in gathering and compiling information for the adoptive family assessment. TB tests are no longer required.  On the PPS 5318, added relationship to child (if applicable), services receiving from the community, and reference information to the form.  Instructions for the PPS 5318 were previously on a separate document and are now included within the PPS 5318.

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services

5330 Assessing the Adoptive Family

Forms and Appendices

PPS 5318 Adoptive Family Assessment

Deleted PPS 5318 instructions

 

5) Best Interest Staffing

Reason for Change: To streamline the adoption process, a Best Interest Staffing (BIS) may be waived for adoption cases that meet certain guidelines.

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services

5339 Best Interest Staffing

5340 Exceptions to the Best Interest Staffing

5341 Authorization of the Best Interest Staffing Decision

Forms and Appendices

PPS 5341 BIS Report and Authorization

PPS 5341 instructions

 

6) Social History Form

Reason for Change: This revision added a section regarding placement history.

 

Policies Revised:

Forms and Appendices

PPS 3114 Social History for Children

 

7) Relative Home Study

Reason for Change: This revision added a question to the relative home study about whether relatives have been informed about the availability of child care assistance.

 

Policies Revised:

Forms and Appendices

PPS 5145 Relative Home Study

 

8) Agency Consent to Adoption

Reason for Change: Policies were streamlined. Duplicate forms are being eliminated.

 

Policies Revised:

Forms and Appendices

PPS 5350 Agency Consent to Adoption of Minor Child

Deleted PPS 5355 Agency Consent to Adoption of a Minor Child

Deleted PPS 5360 Agency Consent to Adoption of a Minor Child

Appendix 5J Relinquishment of Minor Child to Agency

 

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Permanent Custodianship and Adoption

1) Adoption Assistance Agreements

Reason for Change: This revision added that adoption assistance is non-transferable.

Policies Revised:

Section 6000 Permanent Custodianship and Adoption

6260 Developing the Adoption Assistance Agreement

 

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IV-E Eligibility

 

1)      Payment to the Child Welfare Case Management Provider

2)      Foster Care Funding

3)      Medicaid Requirement for Children in Out of Home Care

4)      Purchase Limitations and Guidelines for Medicaid

 

1) Payment to the Child Welfare Case Management Provider

Reason for Change: This revision updated processing deadlines and clarified department roles and responsibilities.

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services.

5903 Payment to the Child Welfare Case Management Provider of Out of Home Services

 

2) Foster Care Funding

Reason for Change: This revision added an explanation of the KEES process for case reviews and reformatted the policy.

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services.

5917 Foster Care General assistance (GA-FC) Funding Source

 

3) Medicaid Requirement for Children in Out of Home Care

Reason for Change: This revision updated this policy with KEES information.

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services.

5918 Medicaid Requirement for Children in Out of Home Care

Deleted 5919 Medicaid Eligibility Requirements – Reunification Services

Deleted 5942 Legal Status Code for KDOC-JS Cases

Deleted 5946 Medical Card Extension Programs

 

4) Purchase Limitations and Guidelines for Medicaid

Reason for Change: This revision updated this policy with KEES information.

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services.

5920 Purchase Limitations and Guidelines for Medicaid

Deleted 5947 Denies Medicaid Claims

 

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Eligibility/WARDS

 

1)    Benefit Management

Reason for Change: This revision added the Child Welfare Case Management Provider will be the only party to be reimbursed by DCF for manual WARDS expenses submitted with a receipt. The change helps prevent fraud and streamline reimbursement request for WARDS clients.

 

Policies Revised:

Section 5000 Child Welfare Case Management Provider Services

5929 WARDS - Benefit Management

 

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Adult Protective Services

 

1)    APS Incidents Occurring in Jail

Reason for Change: This revision added a sentence to provide guidance for APS staff to contact the local sheriff, when a report is received on an incident occurring in a jail.

 

Policies Revised:

Section 10000 Adult Protective Services

10110 Initial Assessments

 

2)    Adding Allegations to APS Investigations

Reason for Change: This revision allows for the allegation of self-neglect to be added by the field in situations where neglect by caregiver/other is originally assigned and a determination is made investigating for self-neglect is also appropriate. A new report to the Kansas Protection Report Center in this case is not required.

 

This revision allows for the assigned APS Specialist to request a Close After Assessment (CAA) for either fiduciary abuse (FA) or exploitation (EX); and then add the other allegation if additional information is obtained during the investigation. A new letter notifying the alleged perpetrator (ALP) of the change in allegation (FA/EX) is required.

 

Policies Revised:

Section 10000 Adult Protective Services

10205 Additional Perpetrators of Abuse/Neglect/Exploitation Allegations Identified After Initial Assignment

PPS 10205a Letter to be sent when additional allegations are added

 

3)    Ascertaining safety when the Involved Adult is hospitalized or residing in a long-term care facility

Reason for Change: This revision allows for, in rare occasions, a Director of nursing, charge nurse or licensed social worker to ascertain safety if the Involved Adult (IA) is hospitalized or residing in a long-term care facility. If a guardian is named an alleged perpetrator (ALP), the APS Specialist shall contact their supervisor or legal for advice.

 

Policies Revised:

Section 10000 Adult Protective Services-

10210 Contacts During the Investigation

 

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CLARIFICATIONS

 

Section 0000 General Information

 

No Clarifications for this review period.

 

Section 1000 Intake

 

Reason for Change: This revision added an additional email to notify Wichita regional staff on facility investigations.

Policies Revised:

1381 Reports Regarding a Facility Subject to Regulation

 

Section 2000 Investigation and Assessment

 

Reason for Change: This revision changed "visit being arranged" to "contact occurring".

Policies Revised:

2703 Reasonable Efforts to Meet Response Time for FINA Assessment

 

Reason for Change: This revision corrected grammar.

Policies Revised:

2722 Assessment of the Pregnant Woman Who is Using Substances

 

Section 3000 Case Management

 

Reason for Change: PPS 3059 must be filled out with all youth ages 14 and older. This change is associated to the Independent Living changes made October 1, 2018 due to the Family First Prevention Services Act.

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: Revision were made to match changes made in PPM 2741.

Policies Revised:

5258 Child Care for Children in the Secretary’s Custody

 

Section 6000 Permanent Custodianship & Adoption

 

No Clarifications for this review period

 

Section 7000 Independent Living & Self Sufficiency

 

Reason for Change: This revision added clarification that youth are not eligible for

Education and Training Voucher (ETV) if an adoption, permanent custodianship, or guardianship is finalized prior to the youth's 16th birthday.

 

Policies Revised:

7100 Eligibility

 

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: This revision added the Kansas Protection Report Center notifies the Adult Protective Services Specialist on a subsequent report on an open investigation by linking the associated intake, rather than through KIPS notes.

Policies Revised:

10112 Subsequent Reports On an Open Case

 

Reason for Change: This revision added back in "C" and "D" that were deleted in a prior revision.

Policies Revised:

10215 Non-Critical Death Notification

 

Appendices

 

No Clarifications for this review period.

 

Forms

 

Reason for Change: This revision clarified language on the UNCOPE screening tool.

Form Revised:

PPS 2005 UNCOPE

 

Reason for Change: This revision updated Section II to match current policy.

Form Revised:

PPS 2011 Basis for Finding

 

Reason for Change: This revision updated policy per relative payment changes made in July 2018.

Form Revised:

PPS 5130 Relatives as Caregivers

 

Reason for Change: This revision updated policy to match current practice.

PPS 5120 RE/FC/AD Acknowledgment of Referral Notification of Move/Placement/Change Instructions

 

Reason for Change: This revision added that Education and Training Voucher (ETV) funding may be subject to availability.

PPS 7001 ETV Program Plan

 

Reason for Change: This policy is updated per relative payment changes made in July 2018.

Form Revised:

PPS 5130 Relatives as Caregivers

 

Reason for Change: This revision changed the number of the appendix referenced and the title of signee.

PPS 5144 Proposed Placement with Relative

 

Reason for Change: This revision updated Mental Retardation to Intellectual/Developmental Disability.

Form Revised:

PPS 5320 Family Match Form

 

Reason for Change: This revision changed the section cited.

Form Revised:

PPS 6115 Eligibility for Adoption Assistance

 

Reason for Change: This revision added a form number and revision date.

Policies Revised:

PPS 10120a Notification to Law Enforcement

 

Reason for Change: This revision added Managed Care Organization (MCO) contact information.

Policies Revised:

PPS 10600a Adult Guardianship / Conservatorship Referral/Notification

PPS 10600b Youth Guardianship / Conservatorship Referral