DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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Handbook 7:  Relative Home Approvals
7-3  Completing the SOC Forms
Relative Home Approvals
7-3  Completing the SOC Forms

Reference Points

Overview
Temporary, Emergency Home Approvals
Checklist of Health and Safety Standards (SOC 817)
Caregiver Assessment (SOC 818)
Approval of Family Caregiver Home (SOC 815)
How to Find SOC Forms in CWS/CMS
Completing Forms for Sibling Groups
Submitting SOC Forms to the Placement Tracking Team (PTT)
Other References


Reference Points
Effective Date: 6/1/2008
Last Updated: 1/23/11
 Legal Basis:
PDF CDSS All County Letter (ACL)08-57E: Relative /Non-relative Extended Family Member (NREFM)Approvals - Revised SOC 815 Form APPROVALS – REVISED SOC 815 FORM
PDF CDSS All County Letter (ACL) 04-02: Periodic Reassessment of Relative and NREFM Providers
PDF ACL 04-03: Relative Approval Monitoring
 Non CWS/CMS Forms:
bullet

SOC-815-817-818 Combined for California Relative/NREFM Approvals and Updates

MS Word English

MS Word Spanish

MS Word English with Vietnamese - Caregiver Acknowledgement

      and Agreement

    PDF Caregiver Declaration and Agreement - Vietnamese (SOC 818)

 CWS/CMS Forms:
bullet Approval of Caregiver Home (SOC 815)
bullet Checklist of Health and Safety Standards (SOC 817)
bullet Caregiver Assessment - Declaration and Agreement (SOC 818)


Overview  

State forms SOC 815, 817 and 818, for use in relative home approvals, were developed by the parties in the Higgins v. Saenz settlement in part to serve as a useful tool to assist county workers in assessing relative homes for compliance with licensing standards. It is expected that social workers have the forms on hand when performing the on-site assessment of the relative home and that the social worker completes the forms contemporaneously with the assessment.

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Temporary, Emergency Home Approvals   See OPP Chapter 7-2.1: Temporary, Emergency Relative Home Approvals for completing forms for placement of a child on a temporary, emergency basis.
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Checklist of Health and Safety Standards (SOC) 817)  

An inspection of the home at the initial assessment and each reassessment is completed to verify that all standards for home safety are met. The Checklist of Health and Safety Standards (SOC 817) is followed when completing the inspection.  

  • The SOC 817 is complete when only one box is checked for each itemized standard.
    • If a Documented Alternative Plan (DAP) is required, do not check any of the boxes.  After the DAP has been developed and approved, check the box in the column labeled “Alternative”.
    • If a Corrective Action Plan (CAP) is required, do not check any of the boxes.  After all corrections have been made according to the CAP, check the box in the column labeled "CAP".
    • The “N/A” box can be checked only for standards which are not applicable to the conditions in the particular home (for example, if there are no bunk beds used in the home, #6, 6a and 6b are checked N/A).

     

  • A "NO" answer to any item means the home does not meet approval standards and cannot be approved until a CAP is completed.
  • All boxes not marked N/A or Alternative must be marked "YES" for the home to be approved.
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Caregiver Assessment (SOC 818)  

At the time of the initial assessment, the social worker provides caregiver orientation and training to verify that the required standards are met by the relative or NREFM in providing adequate care for and meeting the needs of the child in placement. The Important Information for Caregivers booklet includes information on child's rights, expectations of the caregiver that correspond to foster care licensing regulations, and a review of the reasonable and prudent parent standard.  The Caregiver Assessment (SOC 818) is used to further guide the discussion and target areas that must be considered.

The SOC 818 is complete when:

  • All nineteen (19) items are marked Yes or No.
    • In order for the home to be approved, all items must be marked "Yes."
  • The Assessment Summary item is marked Yes or No.
    • In order for the home to be approved, the Assessment Summary item must be marked "Yes."
  • The Social Worker completing the interview has signed and dated the form and written in his or her business phone number.
  • The Caregiver Declaration and Agreement, which is page five of the SOC 818, is completed.
    • The Caregiver Declaration and Agreement is considered completed when:
      • The caregiver has written his or her initials after each of the four items.
        • Under item #4, each of the four bulleted provisions must be initialed, even if a child being considered for placement in the home does not fall under any of the provisions.
        • If there are two caregivers (for example, an uncle and aunt), both must initial the form.
      • The caregiver(s) signs and dates the form.
      • The caregiver's name is printed under the signature.
        • If there are two caregivers, both must sign and date the form.
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Approval of Family Caregiver Home (SOC 815)  

The Approval of Family Caregiver Home (SOC 815) is the primary document used to verify overall compliance with approval requirements. It summarizes the findings of background checks, home inspection and caregiver qualifications.

The SOC 815 is complete when:

  • The caregiver's name and address is entered.

  • The relative's relationship with the child is entered.

  • The child's name, SS# and birth date are entered.
    • See Completing Forms for Sibling Groups.

  • One of the boxes under #1. Criminal Record/Prior Abuse Clearances is checked.
    • This includes clearances on out-of-state abuse registries.

  • One of the boxes under #2.  Caregiver Qualifications is checked.

  • If the home is approved, the first box under #3 is checked and the date of inspection and person who did the inspection are entered.
    • If the HOME DOES NOT MEET APPROVAL STANDARDS, the second box under #3 is checked.

  • The box under #5 is checked.
  • The Certification Block on page 2 (see below) is completed.

Certification Block

   If..    Then the social worker ..
  • The home is approved at the initial assessment, or
  • The home is approved at the initial assessment, after a CAP has been completed, or

  • The home is approved at the annual reassessment with no CAP requirement
  • Checks the first box in the certification block.

 

  • Enters the approval date.
    • The approval date should match or be later than the date listed on item #3 on page 1.
  •  
  • Signs and dates the form.
  • Submits the form to the supervisor for approval signature and date.
  • The home does not meet the standards for approval a the initial assessment, and a CAP cannot remedy the deficit
  • Checks the last box in the certification block.

 

  • Enters the date the decision is made that the home is not approved is entered.
     
  • Signs and dates the form.
  • Submits the form to the supervisor for approval signature and date.
  • At the annual reassessment, a CAP is required before the home can be reapproved
 
  • Checks the second box.

 

  • Fills in the first dateline with the date the CAP is discussed with the caregiver.
    • Generally, 30 days is given for completion of a CAP, though, depending upon the problem, completion date can be extended to up to 60 days.

If the CAP is completed within the agreed upon time, then the social worker..

If the CAP is not completed within the agreed upon time, then the social worker..
  • Check the third box.
  • Enter the date the CAP was completed.
    • The completion date should match the date in item #3 on page.
     
  • Signs and dates the form.
  • Submits the form to the supervisor for approval signature and date.
  • Check the fourth box.
  • Check the fifth box.
  • Enter the date the home is considered not to be approved.
  • Signs and dates the form.
  • Submits the form to the supervisor for approval signature and date.


Criminal Background Checks

Page three of the SOC 815, “Criminal Background Checks,” must be completed at the initial approval and at the time of each reassessment. This does not mean that criminal background checks have to be conducted periodically. However, the specific information from the initial approval must be reentered on the form used for the reassessment. And, if any of the information is incomplete, steps must be taken to satisfy the criminal and child abuse record check requirements. Any new adult in the home will have to submit to a background check. The name and information is added to the form.

The boxes on the form are filled out with the dates as explained below:

  • Megan's Law Check/Date (not currently in use.)
    • This box has been added in anticipation of procedures in the future that will require checks for registered sex offenders in the vicinity of the relative/NREFM home.

  • Established Presence in the Home
    • This is the date the assessment began in regards to all adults who were in the household at that time.  If the social worker becomes aware of any new adults in the home, the date of that knowledge is entered in this box.

  • CLETS/CACI/CWS/CMS
    • In these three columns grouped under Temporary Placement, the dates are written for receipt of the results of the CLETS and CACI and the date a CWS/CMS database search is completed for a Full or Temporary Home Approval.
    • For CLETS, this is the date the Sheriff's Record Division signs the bottom of the SCZ686A.
    • For CWS/CMS search, this is the date the social worker checks CWS/CMS database for child abuse history.
      • Record results in CWS/CMS Contact Notebook.

  • DOJ/FBI/CACI
    • In these next three columns grouped under Live Scan Submitted, the dates that requests for DOJ/FBI and CACI checks are submitted via Live Scan are written.

  • DOJ/FBI/CACI
    • In these next three columns grouped under Live Scan Received, the dates that the results of DOJ, FBI, and CACI checks are received are written.
    • The date is found at the top of the results document.

  • Rap back Established
    • This is the same date as the Live Scan Appointment date.

  • ICT
    • This column has been added in anticipation of procedures in the future that will allow criminal record information, subsequent arrest notification, and criminal record exemptions to be transferred from county to county.
    • Not currently in use.

  • Exemption Requested by Applicant
    • The date an applicant requests a Director's Exemption for a criminal conviction involving the applicant, an adult member of the household, or a person having routine/significant contact with the child.
    • The request should be in writing.  The social worker may provide the caregiver with a blank copy of the SCZ 200N request letter or the caregiver may compose their own request.

  • Exemption Approved
    • Date of Director's signature on the SCZ 49 or SSPM's signature on the SCZ 572.

  • Exemption Denied
    • Date of Director's signature on the SCZ 49 or SSPM's signature on the SCZ 572 indicating that the exemption is denied.

 

Out-of-State Registry Checklist

The Out-of-State Registry Checklist is a temporary page for documenting:

  • Whether the prospective caregivers or adults in their home have  resided out-of state within five years of the initial home approval process.
  • The name of the state in which they lived, if applicable.
  • Whether the other state maintains a child abuse record registry.
  • The status of the out-of-state child abuse record registry check: Pending (check is still in progress); Clearance Date (there was no record or, based on the information in the record, the individual was cleared); or Approval Denied Date (based on the information in the record, approval cannot be given for the child to be placed in the same home as the individual).

Each individual required to undergo a background check must be listed on the Out-of-State Checklist.   See OPP Chapter 7-12: Child Abuse Record Check for complete procedures.

 

Checklist of Standards for Approval of Family Caregiver Home

Page five of the SOC 815, “Checklist of Standards for Approval of Family Caregiver Home,” must be completed at the initial approval and at the time of each reassessment. The items listed summarize the information found on the SOC 817 and 818.  In order to approve the home, every item must either be answered “YES” if the standard is meet with no problems, or it must be answered "CAP", when there has been a deficit in one of the items which has been corrected through a CAP.  If the CAP is not completed in a timely fashion or if the deficit cannot be remedied by a CAP, the item is answered "NO" and the home cannot be approved.

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How to Find SOC Forms in CWS/CMS  

The SOC forms can be found in CWS/CMS by:

  • Opening the client case in CWS/CMS.
  • Click Case Management Section (green button).
  • Click "Open Existing Documents."
  • Click on the SOC form that appears in the Open Notebook.
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Completing Forms for Sibling Groups  

If siblings are placed in the same relative or NREFM home, the social worker writes the names of all siblings on one set of SOC forms and completes that one set of SOC forms. The Placement Tracking Team (PTT) enters the assessment data on the oldest sibling's SOC forms in CWS/CMS. The SOC forms for the younger sibling(s) in CWS/CMS refer to the assessment data on the oldest sibling's forms.

If siblings are placed in different relative or NREFM homes, the social worker completes a home approval for each of the placements. The PPT member:

  • Inputs information, caregiver initials and all signatures on the oldest sibling's 3 SOC forms.
  • Notes on the younger sibling's SOC forms: “Approval assessment information for this child is located on the SOC 815 (817 or 818, respectively) of the older sibling (name and date of birth)”.
  • Forwards copies of the SOC 815, 817 and 818 to the eligibility worker.
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Submitting Forms to the Placement Tracking Team  

After the relative or NREFM home is approved with the dated signature of the social work supervisor, the social worker submits to the Placement Tracking Team (PTT) copies of the:

  • SOC 815, 817,818-Combined Cover Page
    • Mark the appropriate box on the Cover Page which explains the type of approval.  For example, if it is a first time full approval, mark box 2.
  • SOC815
  • SOC 817
  • SOC 818
  • SCZ 200A
  • SCZ 17

The social worker files the SOC forms with the original signatures in the case file under the Placement section.

Following data input, the PTT forwards copies of the SOC 815, 817 and 818 to Foster Care Eligibility.

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Other References  
bullet2 OPP Chapter 7-2: Relative Home Approval (RHA) Procedures
bullet2 OPP Chapter 7-2.1: Temporary, Emergency Relative Home Approvals
bullet2 OPP Chapter 7-4: Alternative Plans and Corrective Action Plans
MS Word How to Find the SOC forms
bullet2 OPP Chapter 7-12: Child Abuse Record Check
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