DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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Handbook 1: Concurrent Planning and Adoption
11-1.1 DFCS Concurrent Planning Process for Children in Out-of-Home Placements
Concurrent Planning and Adoption
11-1.1 DFCS Concurrent Planning Process for Children in Out-of-Home Placements
Reference Points
Overview
Purpose of the DFCS Concurrent Planning Process
Goals of the DFCS Concurrent Planning Process
Definitions
The DFCS Concurrent Planning Process
Concurrent Planning Process for Placement Disruptions
Concurrent Planning Process for Youth in Group Homes and Residential Facilities
Other References


Reference Points
Effective Date: 5/1/10
Last Updated: 6/30/10
 Legal Basis:
Popup Window Fostering Connections to Success and Increasing Adoptions Act of 2008
Popup Window Promoting Safe and Stable Families Amendments of 2001
Popup Window Adoptions and Safe Families Act (ASFA) (1997)
 Non CWS/CMS Forms:
MS Word Concurrent Home Agreement (SCZ1348)
 
pdf A Guide to Permanency Options for Youth
 CWS/CMS Forms:
bullet Child Card (SCZ1030c)
bullet Services Management Section: Contact Notebook


Overview  

The objective of the concurrent planning process at the Department of Family and Children's Services (DFCS)is to ensure that every child in out-of-home care has an identified concurrent placement by the time of the Dispositional Hearing in which placement orders are made by the court or by the 30th day after the child's initial placement, whichever come first.  The DFCS concurrent planning process offers a continuum of options to achieve early, family based permanency for every child removed from his or her family.

See OPP Chapter 11-1: Concurrent Planning for assumptions to make when engaging in the concurrent planning process, suggestions on working with birth parents, best practice to move concurrency forward, and deterrents to the concurrent planning process.

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Purpose of the Concurrent Planning Process  

The purpose of the concurrent planning process, as it has been implemented at DFCS, is to:

  • Identify:
    • A Concurrent Placement for every child in out-of-home care.
    • Resource gaps and barriers to achieving concurrency and/or permanency for every child in out-of-home care.
    • Cases in which concurrency has not been achieved.

  • Monitor:
    • Concurrency efforts made for every case.
    • Cases in which concurrency has not been achieved.
    • The number of concurrent placements.

  • Ensure an emancipation plan for every youth in out-of-home placement without a concurrent plan of adoption or guardianship.
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Goals of the DFCS Concurrent Planning Process  

The goals of the concurrent planning process are to:

  • Place every child in out-of-home care in a concurrent placement within 30 days of removal from the family home.

  • Continue concerted efforts at identifying a concurrent placement for children for whom a concurrent placement is not found within 30 days of removal.

  • Obtain a signed Concurrent Agreement for every placement.

  • Ensure that all cases in which a child does not have a concurrent plan of adoption or guardianship has been reviewed at every level of the DFCS in efforts to establish the most permanent plan for the child.

  • Establish a data tracking system for concurrent placements.
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Definitions  
  • Matching Process

The process of identifying a concurrent family that will be the permanent placement for a child. 

  • Matching Meeting

A formal meeting that utilizes child card and adoptive family home studies to match the long-term needs of a child with a family that can meet those long-term needs.

  • Concurrent Home
A home that is participating the family reunification process, while also committing to be the permanent home for a child under a plan of adoption or guardianship.
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DFCS Concurrent Planning Process  

Social workers follow the concurrent planning process below, in order to assure that there is a thorough exploration and identification of potential concurrent placements for a child.

 

Step
Task
Who
When
  • Discuss the concepts of permanency and concurrency.
  • Identify potential concurrent caregivers.
  • Identify the concurrent plan for the child, if possible.
Social Worker and TDM participants
During TDM
2.
If.. then..
Social Worker
During the first week of the case opening
There is a relative or NREFM immediately able or willing to be a concurrent placement for the child
  • Complete the temporary, emergency home approval prior to placing the child in the home.

  • Refer the family to 299-KIDS to begin the Adoption Home Study process.


  • Refer the child to the Family Finding Unit.


  • Go to Step 3.

There are no relatives or NREFMs immediately able or willing to be a concurrent placement for the child

  • Has the current ESH caregivers sign the Concurrent Home Agreement (SCZ1348).
  • Submits a copy of the SCZ1348 to the Placement Tracking Team (PTT).
  • Makes a referral to the Family Finding Unit.
  • Continues to inquire of the parents and child as to other possible relative or NREFM placements.
  • Asks the Emergency Satellite Home (ESH) family if they are interested in becoming a concurrent family for the child, only if the ESH has a completed an Adoption Home Study.
If.. then..
The ESH family wants to be a concurrent family for the child and has a completed an Adoption Home Study
  • Contacts the Permanency Coordinator to schedule a Permanency Review
  • Completes and submit a Child Card (SCZ1030c) to the Permanency Coordinator.

  • Continues assessment of the family to determine if the family is able to meet the needs of the child.

  • Go to Step  4.
The ESH family does not want to be a concurrent family for the child
  • Review the Concurrent Home Agreement (SCZ 1348) with the caregivers.

  • Have the caregivers sign the SCZ1348, indicating that they are not interested in becoming a concurrent placement for the child.
  • Submit a copy of the SCZ1348 to the Placement Tracking Team (PTT).
  • Submit a Child Card - Child Referral Information for Adoptive Families (SCZ1030c) to the Permanency Coordinator.
  • Continue to inquire about possible relative/NREFMs.

  • Continue efforts through the Family Finding Unit to locate relatives or other significant adults to the child.

  • Go to Step 6.
Within 1 week after the ESH indicates no interest in concurrency
3.
Arrange for the child’s transition to the concurrent home, if the child is not already in that home. Social Worker
As soon as a home is identified
4.
  • Review, again, the concepts of permanency and concurrency with the caregivers.
  • Determine whether the caregivers continue to be willing and able to commit to a plan of adoption or guardianship (if a relative) for the child.
  • Provide the caregivers with a copy of the “Guide to Permanency Options for Youth” handbook.



  • Review the Concurrent Home Agreement (SCZ1348) with the caregivers .
  • Have the caregivers sign the SCZ1348 to indicate that they want to be a concurrent home.


  • Submit a copy of the SCZ1348 to the PTT.
Social Worker
During the first week of the case opening
Within the first two weeks of identifying the family as a concurrent home
5.
If.. then..
The child is in a relative or NREFM placement willing and able to become a concurrent home for the child, and the social worker assesses the relatives/NREFMs to be adequate, appropriate caregivers There are no further steps for the social worker to take in the concurrent planning placement process. Social Worker  
  • The child is in an ESH home that wants to be a concurrent placement for the child, and
  • The Child Card has been forwarded to the Permanency Planning Coordinator
Review the home study and the current situation in the ESH, including the care of the child(Oren), language capacity, potential concurrent family’s willingness to support the reunification process Permanency Coordinator Within a week of the signing of the Concurrent Home Agreement
If.. Then.. Social Worker
Upon decision of the Permanency Review Panel
The Permanency Review Panel approves the ESH home for concurrent placement
  • Complete the bottom of page 2 of the Concurrent Home Agreement.
  • Submit a copy of the signed Concurrent Home Agreement to the Placement Track Team (PTT)
  • Go to Step 6.
The Permanency Review Panel determines that the home may not be able to meet the needs of the child Go to Step 6.
  • The child is not in an ESH home that wants to be a concurrent placement for the child, and
  • The Child Card has been forwarded to the Permanency Planning Coordinator
Go to step 6. Social Worker
Within a week of the signing of the Concurrent Home Agreement
6.
Schedule a Matching Meeting.

Permanency and Matching

Coordinator

After receipt of the Child Card
7
Review all of the potential concurrent homes during the Matching Meeting, which should include consideration of relatives, NREFMs, Concurrent Families and BASA Families.
Permanency and Matching Coordinators and Social Worker

Within 30 days of the initial

placement

8.
If.. then.. Social Worker
Within one week of the completed Matching Meeting(s) in which  after all relatives, NREFMs, FFA and BASA families have been considered
A family who can meet the child's needs is identified for the child (matched with the child)
  • Proceed with the Post Matching Meeting and preparing the case for transfer to the Adoption Finalization Unit.
  • There are no further steps for the social worker in the concurrent planning placement process.
No concurrent home is found
  • Report to the Social Work Supervisor (SWS) and bureau SSPM
  • Attend the bureau Concurrency Review arranged by the SSPM.

 

A concurrent home is found but the identified caregiver decides against becoming a concurrent placement
  • Inform the Permanency coordinator of the family's decision.
  • Continue the search for a concurrent placement through a Matching Meeting.
As soon as the decision is made by the potential caregiver
9.
  • Review actions taken by the social worker to ensure all available concurrent homes were considered.
  • Consider any other possible concurrent placement options that may have been identified through targeted recruitment, a specialized BASA book, and more Family Finding Unit support.
Bureau Concurrency Review Panel
When a Concurrent Placement has not been identified within 30 days
10.
  • Consider whether an emancipation plan is appropriate.
  • Forward information to the Permanency coordinator about any cases in which all possible concurrent placement options were pursued and none were identified.
SSPM
After the Bureau Concurrency Review
11.

Compile the information on any child for whom a concurrent placement is not identified.

Permanency Coordinator
Upon receipt of report from the SSPM
12.
Schedule a Departmental Concurrency Review Panel Meeting.

Permanency Coordinator

Quarterly
13.
  • Review actions taken by the social worker to ensure all available concurrent homes were considered.
  • Consider any other possible concurrent placement options that may have been identified through targeted recruitment, a specialized BASA book, and more Family Finding Unit support.
  • Determine whether the child’s emancipation plan and/or planned permanent living arrangement (PPLA) plan is appropriate.
  • Identify and report resource gaps to the DFCS Director, Deputy Director, Intake and Receiving Center Services Director, Placement Services SSPM, and Permanency Coordinator
Departmental Review Panel
Quarterly
14.
If.. then.. Permanency Coordinator
After each quarterly Departmental Concurrency Review Panel meeting
The emancipation or PPLA plan is determined to be appropriate
  • Close the Child Card.
  • Prepare a report with:
    •  Information on the number of children for which a Concurrent placement could not be identified.
    • The reasons for discontinuing efforts to identify a concurrent placement.
The emancipation or PPLA plan is determined not to be appropriate Keep the child's file open.
15.
Prepare quarterly reports, demonstrating trends in the placement of children into concurrent homes.
Permanency Coordinator
Quarterly
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Concurrent Planning Process for Placement Disruptions  

 

Step

Task
Who
When
1.
  • Begin a search for a concurrent or permanent placement.
  • Identify any possible relative/NREFM families for a possible placement.
  • Contact the Placement Unit for assistance in locating a placement for the child, if necessary.
  • Complete a Child Card (SC1030c).
  • Forward the Child Card to the Permanency Coordinator.
Social Worker

Within 2 weeks of the placement disruption occurs or expectations that the placement will disrupt
2.
Identify possible placements, especially those with the potential to be permanent placements.
Social Worker and Placement Social Worker
Prior to the placement disruption, if possible
3.
If.. then..
Social Worker

Directly after the Matching process

 

A relative or NREFM home or other concurrent or permanent home is identified Go to Step 3 under the Concurrency Process matrix.
No relative or NREFM home or other concurrent or permanent home is identified Go to Step 6 under the Concurrency Process matrix.
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Concurrent Planning Process for Youth in Group Homes and Residential Facilities  

 

Step
Task
Who
When
1.
  • Schedule a TDM, if appropriate, to identify potential concurrent homes.
  • Initiate Family Finding process, if not yet begun.
Social Worker
Within 2 weeks of placement
2.
  • Schedule a Matching Meeting.
  • Select a concurrent home, with the consideration to include relatives, NREFMs, foster homes and those families submitted through BASA.
Permanency Coordinator
When  the Child Card is received
3.
If.. then..
Social Worker
Within one week of the completed Matching Meeting(s) in which  after all relatives, NREFMs, FFA and BASA families have been considered
No concurrent home  is found
  • Report to the Social Work Supervisor (SWS) and bureau SSPM.
  • Attend the bureau Concurrency Review.
A concurrent home is found but the identified caregiver decides against becoming a concurrent placement
  • Continue the search for a concurrent placement.
  • Review and the Concurrency Agreement with the caregiver.
  • Have the caregiver sign the Concurrent Home Agreement (SCZ1348), indicating that the caregiver is not interested in becoming a concurrent home for the child.
As soon as the decision is made by the potential caregiver
4.
  • Review actions taken by the social worker to ensure all available concurrent homes were considered.

 

  • Consider any other possible concurrent placement options that may have been identified through targeted recruitment, a specialized BASA book, and more Family Finding Unit support.
Bureau Concurrency Review Panel
When a Concurrent Placement has not been identified within 30 days
5.
  • Consider whether an emancipation plan is appropriate.

 

  • Forward information to the Permanency Coordinator about any cases in which all possible concurrent placement options were pursued and none were identified.
SSPM
After the Bureau Concurrency Review
6.
If.. then..    
The emancipation or PPLA plan is determined to be appropriate
  • Close the Child Card.

  • Prepare a report with:
    •  Information on the number of children for which a concurrent placement could not be identified.
    • The reasons for discontinuing efforts to identify a concurrent placement.
Permanency Coordinator
After each quarterly Departmental Concurrency Review Panel meeting
The emancipation or PPLA plan is determined not to be appropriate Keep the child's file open.
7.
Compile the information on any child for whom a concurrent placement is not identified.
Permanency Coordinator
Upon receipt of report from the SSPM
8.
Schedule a Departmental Concurrency Review Panel meeting.
Permanency Coordinator
Quarterly
9.
  • Review actions taken by the Social Worker to ensure all available concurrent homes were considered.
  • Consider any other possible concurrent placement options that may have been identified through targeted recruitment, a specialized BASA book, and more Family Finding Unit support.
  • Determine whether the child’s emancipation plan and/or PPLA plan is appropriate.
  • Identify and report resource gaps to the DFCS Director, Deputy Director, Intake and Receiving Center Services Director, Placement Services SSPM, and Permanency Coordinator.
Departmental Concurrency Review Panel
Quarterly

 

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Other References  
bullet2 OPP Chapter 11-1: Concurrent Planning
bullet2 OPP Chapter 11-2: Child Cards
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