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  DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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Handbook 6: Out-of-Home Placement and Services
6-11 Courtesy Supervision
Out-of-Home Placement and Services
6-11  Courtesy Supervision: Requests to and from Other California Counties
Reference Points
Overview
Intercounty Agreements
Foster Care Payments for Courtesy Supervision Cases
Legal Requirement for Out-of-County Placement Notice to Parents
Requesting Courtesy Supervision from Another County
Receiving a Request for Courtesy Supervision from Another County
Courtesy Supervision with Non-minor Dependents
Role of the Courtesy Supervision Social Worker
Role of the Sending County
Requests for Courtesy Relative Home Approvals
Contacts
Other References


Reference Points
Effective Date: In effect
Last Updated: 7/3/12
 Legal Basis:
Popup Window Welfare and Institutions Code (WIC) § 361.2
Popup Window California Department of Social Services (CDSS) Manual of Policies and Procedures (MPP) Division 31-505
 Non CWS/CMS Forms:
MS Word Notification of Out-of-County Placement (SCZ1492)
MS Word Out-of-County Placement Waiver of Legal Rights (SCZ1598)
 CWS/CMS Forms:
bullet Services Management Section: Contacts


Overview  

Courtesy supervision cases are those in which the dependent child is placed within California but outside of the county of jurisdiction.  The child welfare agency in  the county in which the child resides provides courtesy supervision of the child for the child welfare agency in the county of jurisdiction.  Situations that require consideration of placement of a child in another California county include:

  • The child's caregiver moving to another county
  • Relatives or non-relative extended family members (NREFMs) reside in another California county and are willing and able to care for the child
  • Lack of resources in the county of jurisdiction to meet the specific needs of the child
  • The court ordering placement of a child with a person living in another California county.

A careful evaluation of the best interests of the child and best social work practice should be conducted on a case-by-case basis before placing a child in a non-contiguous county that does not provide courtesy supervision. 

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Intercounty Agreements  

Child welfare agencies in California have intercounty agreements regarding the courtesy supervision.  Related to this are courtesy relative/NREFM home approvals.  Some counties, such as Santa Clara, agree to provide both courtesy supervision and courtesy home assessments.  Others agree to provide only courtesy supervision.  And, others agree to provide only courtesy home assessments.  See CWDA Courtesy Supervision List.

Counties contiguous to Santa Clara county do not provide courtesy supervision nor do they complete relative home assessments for Santa Clara County, and Santa Clara does not provide those services to the contiguous counties.  The understanding is that the distance for the social worker to travel to meet regulation requirements does not preclude the primary social worker from completing the tasks.  Contiguous counties include:

    • Alameda
    • Contra Costa
    • Merced
    • San Benito
    • San Francisco
    • San Mateo
    • Santa Cruz


Santa Clara County Department of Family of Children's Services' (DFCS') social workers with children on their caseloads who are placed in the above contiguous counties or in non-contiguous counties that do not provide courtesy supervision and/or home approvals must continue to supervise and provide services to the children and to complete home approvals in the other county.

If the court considers ordering placement of a child in a non-contiguous county that is not adjacent to Santa Clara County and that does not provide courtesy supervision, the social worker should notify the court that Santa Clara County cannot guarantee the availability of services or supervision of the child.

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Foster Care Payments for Courtesy Supervision Cases  

Like court jurisdiction, the county that pays public benefits (eg., foster care) is tied to the parents' county of residence.  So, when a child is placed in a county other than the one that has jurisdiction, the public benefits agency in the county of jurisdiction continues to pay foster care funding when it remains the parents' county of residence.  This is true when a child is placed into a foster home, non-relative extended family member home, or group home in another county. 

For out-of-county relative placements, if the child placed in another county is eligible for federal foster care, the public benefits agency in the county of jurisdiction pays the foster care funds.  However, if the child does not qualify for federal foster care, the relative must go to the public benefits agency in the county of residence and apply for CalWORKs non-needy relative funds.  Foster care rates vary from county to county.  The county of jurisdiction pays the foster care rate of the county of residence (host county). 

For example, Santa Clara's foster care rate for a child 9-11 years old is $708.   The foster care rate for a child 9-11 years old in another county might be $678.  If a child who is a dependent of Santa Clara County's juvenile dependency court and eligible for federal foster care is placed with a relative in the other county, Santa Clara County pays the relative foster care payments of  $678, i.e. the rate of the host county.

If the child under the jurisdiction of Santa Clara County resides in another county and the child is eligible for special care increment (SCI) funds, Santa Clara County pays the SCI rate of the host county, unless the host county does not pay SCI funds or the host county's rates are significantly lower than Santa Clara County in which case SCI funds are paid at Santa Clara County's SCI rate.

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Legal Requirement for Out-of-County Placement Notice to Parents  

If the plan is to place a child out-of-county, WIC § 361.2(g) requires that the parents receive written notice at least 14 days prior to the placement, prior to the placement being made.  If the child's health or well-being is endangered by delaying the placement, placement may proceed prior to noticing the parents.  If the child's health or well-being would be endangered by noticing the parents, the parents do not have to be noticed.  Social workers must check with their supervisors and the Office of County Counsel if they determine that placement of a child out-of-county must be made before parents receive notice or determine that parents should not receive a notice of the placement.

The notice to the parents or guardians must state the reasons why it is necessary to place their child outside Santa Clara County.   The parents or guardians may object to the placement not later than seven (7) calendar days after receipt of the notice.  Upon objection, the court must hold a hearing not later than five (5) calendar days after the objection and prior to the placement.  The court must order out-of-county placement if it finds that the child's particular needs require placement outside of the county.

The social worker:

  • Completes the Out-of-County Placement Waiver of Legal Rights (SCZ1598).
  • Requests that the parents sign the SCZ1598.

If... then the social worker...
The parent is in agreement with the out-of-county placement and signs the SCZ1598
  • Makes a copy of the form and give the copy to the parents.
  • Files the SCZ1598 with the original signature in the case file.
The parents are not in agreement with the out-of-county placement and refuse to sign the SCZ1598
  • Completes the Notification of Out-of-County Placement (SCZ1492) and sends it to the parents or guardians.
  • Waits seven days for receipt of written notification from the parents that they are not in agreement with the out-of-county placement.
    • The seven days start from the date the parents receive the SCZ1492.
  • Works with County Counsel to schedule a court hearing within five days of receipt of the written notification from the parents.
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Requesting Courtesy Supervision from Another County  

To request courtesy supervision of a case from another California county, the social worker:

  • Checks to make sure the county is not a contiguous county
  • Checks the CWDA Relative Assessment and Relative Courtesy Check County Contact List to identify the contact staff person in the other county
  • Phones or emails the other county's contact person to:
    • Verify that the other county has the capability to provide courtesy supervision
    • Clarify that there is not a simultaneous request for a county-to-county transfer of the case
    • Confirm the mailing address to which to send a Courtesy Supervision request packet.

    If the other county.. then the sending county social worker..
    is available to provide courtesy supervision
    • Prepares and sends a packet to the receiving county that includes:
      • A letter of request that gives a brief case summary, including details of the child's placement date and services needs
      • A signed copy of an approved relative assessment with applicable director's exemptions and/or corrective action or alternative plans
      • A copy of the current minute order that specifies orders for placement and visitation.
    • Assures that there is an approved current case plan and that all court reports are entered in CWS/CMS
    • Informs the receiving county regarding any known or suspected dangerous behavior of the child that indicates that the child may pose a safety concern
    • Makes a secondary assignment in CWS/CMS to the receiving county social worker providing courtesy supervision
    • Provides the caregiver with:
      • A copy of the court order for placement
      • Medi-cal card
      • Child Health and Disability Prevention (CHDP) program brochure
      • Any other essential information concerning the child's needs
    • Continues to provide services required of the sending county
    is not available to provide courtesy supervision Must provide supervision of the child who will be residing in the other county.

 

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Receiving a Request for Courtesy Supervision from Another County  

When receiving a request for courtesy supervision from another county, staff directs the inquiry to the supervisor of the Specialized Services Unit (SSU).

The SSU supervisor:

  • Verifies that the request is not from a contiguous county   or other nearby county
  • Clarifies that there is not a simultaneous request for a county-to-county transfer of the case


If DFCS.. then the SSU supervisor..
is available to provide courtesy supervision
  • Requests a packet from the sending county that includes:
    • A letter of request that gives a brief case summary, including details of the child's placement date and services needs
    • A signed copy of an approved relative assessment with applicable director's exemptions and/or corrective action or alternative plans
    • A copy of the current minute order that specifies orders for placement and visitation.
  • Reviews requirements that:
    • There is an approved current case plan and that all court reports are entered in CWS/CMS
  • Asks about any known or suspected dangerous behavior of the child that indicates that the child may pose a safety concern
  • Once documents are received from the sending county, requests that the sending county makes the SSU supervisor and the ER Clerical Inbox as secondary assignment in CWS/CMS.
  • Completes a Child Welfare Intake Sheet(SC1498)
  • Submits the SC1498 to the "State ID Number" basket located in the ER clerical unit.


See below for further steps after processing by ER clerical.


is not available to provide courtesy supervision Notifies the sending county that DFCS cannot provide courtesy supervision.



ER Intake Clerk:

  • ID's the clients listed on the SC 1489 and merges clients if necessary
  • Opens a case through the ER Clerical Inbox and verifies that the information is correct
    • If there is no case number in Santa Clara County, ER clerical issues a new case number.
  • End dates secondary assignment for ER Clerical Box after verification that the case has a State ID number
  • If there was a previous referral or case which was closed within the past year, pulls the file and the SC1489 attached to it.
  • Stamps the SC1489, indicating:
    • The case number
    • Whether there was a previously opened referral or case and the date it closed or whether there was no previous case
  • Initials and dates the upper right corner of the SC1489
  • Returns the SC1489 to the SSU supervisor.

SSU Supervisor:

  • Creates a case file that includes the SC1498 from ER clerical and all supporting documentation from the sending county
  • Completes a Dispo Case Assignment Control Sheet and makes the following notation on the sheet: "Courtesy Supervision case for secondary assignment only
  • Completes the Doc Tracking Log in CWS/CMS by logging the case for secondary assignment by the DI Control Clerk.
  • Forwards the case file to the DI Control clerk

DI Control Clerk:

  • Assigns the case as a secondary assignment to the appropriate Continuing social worker
    • Assignment is based on geography, language needs, current case load weights, and current child count.
    • If a sibling of the child has an open case, the courtesy supervision case is assigned to the social worker of the sibling.
    • If the case plan is adoption, the case is assigned to a social worker in the Adoption Finalization Unit.
  • Emails the case assignment to the appropriate Continuing or Adoption supervisor with a copy to the SSU supervisor
  • Forwards the physical case to the appropriate Continuing or Adoption supervisor via pony.
 
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Courtesy Supervision with Non-minor Dependents   See OPP Chapter 24-3: Case Management with Non-minor Dependents - Extended Foster Care
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Role of the Courtesy Supervision Social Worker  

After reviewing the case file, the social worker assigned to a courtesy supervision case:

  • Contacts the primary social worker in the sending county and provides that social worker with contact information.

  • Provides the same level of service to the child placed from the sending county as is provided to all other children receiving child welfare services.

  • Within 30 days of placement, ensures that the caregiver arranges medical and dental examinations and that there is documentation of completed services.

  • Makes monthly face-to-face contact with the child with the majority of visits taking place at the child's residence.
    • If the supervision established by the sending county conflicts with the exception/waiver policy of DFCS, the social worker follows the policy of the sending county.

  • Documents all contacts and case activities in CWS/CMS Contacts.

  • Conducts annual reassessments of relative/non-relative extended family member (NERFM) home approvals.

  • Forwards a copy of the Approval of Family Caregiver Home (SOC815) to the sending county.

  • Completes a written report on the child's status at least once every 90 days following the date of the receipt of request for courtesy supervision.  Include:
    • The date and location of each face-to-face contact since the last supervision report was completed.
    • A summary of the child's current circumstances, including a statement regarding the ongoing safety and well-being of the child and whether the placement is meeting the needs of the child.
    • If applicable, a summary of the child's progress in school, including grades and attendance.
    • If applicable, other services provided to meet the child's special needs

  • Submits the report to the supervisor for review and approval.

  • If necessary, provides emergency placement services, not to exceed 48 hours, until such time as the sending county either picks up the child or makes other arrangements for the child.

  • Continues to provide courtesy supervision services until notified by the sending county that courtesy supervision is no longer needed.
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Role of the Sending County   The sending county is responsible for:
  • Services to the child’s parents or guardians, as outlined in the case plan

  • Case plans and case plan updates

  • Court reports

  • Assessments for supplemental funding such as Special Care Increments, Dual Agency Status, Infant Supplement, etc.

  • Maintaining monthly phone contact with the caregiver and documenting the contact in CWS/CMS.   

  • In the event of a placement disruption, picking up the child from the receiving county within 48 hours, unless arrangements to maintain out-of-county placement for the child have been made per the requirements outlined

  • Financial aspects of the case, i.e. foster care payments, funds for services, Special Care Rates
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Requests for Courtesy Relative Home Approvals   See OPP Chapter (being drafted)
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Contacts  
  • Specialized Services Unit Supervisor

    Meheret Sellassie

    373 W. Julian, 5th floor

    Tel: 408-501-6848

    Meheret.Sellassie@ssa.sccgov.org

  • DFCS Courtesy Supervision Social Worker

    Moon-ja Kim

    373 W. Julian, 1st floor

    Tel: 408-501-5851

    Moon-ja.Kim@ssa.sccgov.org

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Other References  
PDF CWDA Courtesy Supervision List
    < Return to OPP Table of Contents | ^ Back to Top of Page

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