DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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Handbook 18: Financial Support Systems
18-1 Foster Care Emergency Assistance (EA) Application
Financial Support Systems
18-1 Foster Care Emergency Assistance (EA1-CWS) Application
Reference Points
Overview
EA1 Application Must be Completed for the Following Children
Who Completes the EA Application? 
Eligibility Criteria
Who Determines EA Eligibility ?
Social Worker Responsibilities
EA Procedures for Emergency Response Social Workers (ER SWs)
EA Procedures for the Assessment Intake Center Social Workers (AIC SWs)
EA Procedures for Dependent Intake Social Workers (DI SWs)


Reference Points
Effective Date: 08/01/2006
Last Updated: 06/14/2006
 Legal Basis:
Popup Window Welfare and Institutions Code (WIC) § 15204.25
 Non CWS/CMS Forms:
pdf

Emergency Assistance Application for Child Welfare Services

(EA1- CWS)

 CWS/CMS Forms:
bullet Case Information Notebook
bullet Client Notebook


Overview  

Emergency Assistance (EA) is a federally funded assistance program under Title IV-A of the Social Security Act.  It enables the County to claim 50% federal funding to provide short term assistance to families in emergency situations, defined as "a child at risk of abuse, neglect, abandonment or exploitation."  The program provides additional revenue for the County for Child Welfare Services.  Services can be provided for up to 12 months for any child determined to be at risk of abuse, neglect, abandonment or exploitation that may result in child's removal from the home. 

It is DFCS policy that all social workers are required to complete and submit the Emergency Assistance Application (EA1- CWS) for each child who is determined to be at risk of abuse, neglect, abandonment or exploitation that may result in child's removal from the home.  In order for the child to be eligible for EA1 benefits, all applications must be submitted within 30 days from the date in which the child was determined to be at risk. 

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EA1 Application Must be Completed for the Following Children  

The following children should have an EA1 application completed: 

  • Any child who is detained or at the Children's Shelter or placed in a ESH foster home, or long-term foster home, and for whom a petitioned is filed.

 

  • Each child who is experiencing an emergency and there is a potential risk of abuse, neglect, abandonment that may result in removal from the home. 

 

  • Any child who is voluntarily placed in a foster home, and for whom the parent has signed a voluntary agreement:
    • Voluntary Family Reunification (VFR) cases
    • Voluntary Placements
  • Any child who can be safely maintained in his/her own home, and for whom there is a signed case plan or agreement:
    • Voluntary Family Maintenance (VFM) cases
    • Informal Supervision (IS) cases
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Who Completes the EA Application?  

The EA1 is completed by the following:

  • Any parent or adult relative care provider may apply for EA.
    • The application must be completed and signed by a parent or the adult relative care provider if both are unwilling to sign.
      • The Adult relative care provider may apply for EA only if the child has been residing with the relative
  • The child's Social Worker may complete the EA application on behalf of the child when the parent or relative care provider is either unavailable or unwilling to apply. 
    • Answer question #5 of the EA application to complete the EA application on behalf of the child. 
    • Answer question #6, "Comments," write a brief statement why the parent or relative care provider was unwilling to complete the EA application.
    • The Social Worker must demonstrate and document on the EA application, reasonable efforts made to obtain the parent or relative care provider's signature. 
      • Acceptable Reasonable Efforts:
        • Documentation which briefly explains why the parent or relative caregiver was unwilling to apply for EA and the date reasonable efforts were made. 
      • Unacceptable Reasonable Efforts :
        • Documentation of statements such as "parent unwilling" or "parent unavailable," without including a date that efforts were made to have the parent sign the application. 
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EA Eligibility Criteria  

A family is eligible for EA when all of the following criteria are met: 

  • The child is at-risk of abuse, neglect, abandonment, or exploitation.
  • The child is under 21 and is living with, or has lived with , a parent or relative within the last six months. 
  • The child has not received EA during the last 12 months.
  • The child's (family) income does not exceed 200% of California's median income for the current sate fiscal year. 
    • The State issues the income level annually. 
    • This question is on the application and the response is almost always "yes."
  •  
  • The EA application is completed and submitted within 30 days from the date the child was determined to be at risk of abuse, neglect, abandonment or exploitation that may result of a removal from the home. 

     

    Note: 

    Undocumented children are not eligible for EA benefits unless their arrival date in The United States is prior to 08/22/1996.

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Who Determines EA Eligibility?   

All EA Applications must be completed and submitted to the PAC office within 30 days from the date in which the child was determined to be at risk.  The PAC Office is a component of the Foster Care Eligibility Bureau located on the 5th Floor, Building 2, 373 W. Julian Street, San Jose, CA 95110. 

Based on the information provided on the application, the eligibility worker (EW) will determine if the family is eligible for EA benefits.    The EW verifies that the EA is limited to a single emergency "episode" within a period of 12 consecutive months.  Thereafter, the EW enters the information into the ACE Screen (ACE:  Access to Children in Emergency Service) to generate the approval status. 

                          

                   

Note: 

The Payment Authorization Control (PAC) Office will log EA applications on a daily basis.    The EA log will be distributed on a weekly basis to each DFCS Manager for review of completed EA applications.

 

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Social Worker Responsibilities  

Social worker responsibilities includes the following: 

  • Complete an EA application for Child Welfare Services EA1- CWS/CMS for each potentially eligible child. 
    • Obtain the Child's Social Security Number (SS#), with the exception  of undocumented children or infant newborns.
      • If the child's SS# is unavailable, request the mother's SS#. 
      • SS# is required on the EA application.
       
      • If the SS# is unattainable, submit the application within the required time frame, pending child's SS#. 
       
      • Claimable EA expenses such as Foster Care Placements or Children's Shelter will not be made until the SS# is obtained. 
  • Advise the parent or relative caregiver that the child may be eligible for EA services, which will help to pay for child welfare services. 

 

  • Assist the parent or relative caregiver in completing the EA application. 
    • To be eligible for services, the parent or relative caregiver must complete questions #2, #3, #4, of the Certification Section.
      • Sign and date the application. 
    •  
    • The SW must write the effective date in which the child was determined to be at risk at the top of the EA application.
     
  • Apply for EA on behalf of the child when the parent or relative caregiver provider is unavailable or unwilling to apply.

    Note: 

    The social worker must demonstrate and document on the EA application reasonable efforts made to obtain the parent or relative care provider signature. 

 

  • Submit the EA application to the PAC Office within 30 days from the date in which the child was determined to be at risk. 
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EA Procedures for Emergency Response Social Worker (ER SW)  

ER social worker: 

  • Completes an EA1 application when:
    • The family is offered Voluntary Family Maintenance (VFM) Services.
     
    • The family is offered Informal Supervision (IS) Services.
     
    • The family is offered Voluntary Family Reunification (VFR) Services
    •  
    • The child is taken into temporary custody and placed directly with relatives or with non-relative extended family members (NREFMs) or placed directly into an Emergency Satellite Home (ESH), without going to the Assessment Center.
      • When a child is taken into temporary custody and transported to the Assessment Center prior to placement, the top portion of the EA1 is completed by Assessment Intake Center social worker and placed in the EA Basket.

  • In completing the EA application, the ER social worker:
    • Advises the parent that the child may be eligible for emergency assistance services, which will help to pay for child welfare services.

    • Assists the parent in completing the EA1 application for each child assessed to be at risk.
      • If the parent is unwilling to complete the application, the social worker may complete the application on behalf of the child.

    • Writes the effective date on the EA1 application on which the child was determined to be at risk.

    • Places the completed EA1 application in the EA basket located near ER clerical, 2nd floor. EA Basket in South County is located at The Gilroy Family Center (Rosanna Street).
      • ER clerical must received the EA1 application within 14 days of the date of risk as written on the application. 

    • Files the yellow copy of the EA1 application in the case file, after returned by the ER clerical.



ER Clerical:

  • Attaches the EA1 application to each referral.
  • Collects the EA1 applications from the EA Basket.
  • Detaches the yellow copy from the application and returns it to the social worker.
  • Documents all applications received on the EA log.
  • Delivers the EA1 applications to the PAC office.
  • Reviews completed VFM and IS Agreements to identify required EA1 applications needed for each child.
    • Missing applications are to be reconciled with the EA log from the PAC office.
  • Notifies ER social worker supervisors by memo or e-mail of any missing EA1 applications. 



ER Social Work Supervisor:

  • Follows-up with the ER social worker to ensure that the EA1 applications are completed, when they are identified as missing by ER clerical. 
    • VFM and IS cases will not be transferred without a completed EA1 application.
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EA Procedures for Assessment Intake Center Social Worker (AIC SW)  

The Assessment Intake Center social worker completes EA1 applications as follows:

  • For Divertable Referrals:
    • For referrals in which voluntary services are offered or the referral is Settled at Intake, the AIC social worker: 
      • Advises the parent that the child may be eligible for emergency assistance services, which will help to pay for child welfare services. 

      • Assists the parent in completing the EA1 application for each child assessed to be at risk.
        • If the parent is unwilling to complete the application, the social worker may complete the application on behalf of the child.
        • Document on the EA1 application the efforts made to get the parents' signatures. 

      • Returns the signed application to the EA Basket at the Assessment Center. 
        • Clerical collects the EA1 applications from the EA Basket and forwards to DI clerical.   
       
  • For Non-Divertable Referrals:
    • When AIC social worker files a petition, the AIC social worker
      • Attaches an EA1 application to the petition worksheet, if requesting assistance from DI clerical to complete the EA1 application with the parents at the Detention Hearing.
      • Signs the application when returned by  DI clerical.
      • Returns the application to DI clerical, after signing. 
    •  
    • When the referral is transferred to DI for filing a petition
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EA Procedures for

Dependent Intake Social Worker (DI SW)

 

Dependent Intake Social Worker:

  • For referrals in which voluntary services are offered or in which the case is Settled at Intake :
    • Advises the parent that child may be eligible for emergency assistance services, which will help to pay for child welfare services.

    • Assists the parent in completing an EA1 application for each child assessed to be at risk.
      • If the parent is unwilling to complete the application, the social worker may complete the application on behalf of the child.

    • Writes the effective date on the EA1 application on which the child was determined to be at risk.

    • Places the completed EA1 application in the EA basket located near DI Clerical on the 2nd floor.  EA Basket in South County is located at The Gilroy Family Center (Rosanna Street).
      • DI clerical must receive the EA1 application within 14 days of the date of risk as written on the application.

    • Files the yellow copy of the EA1 application in the case file, after returned by DI clerical.
  • For referrals for which a petition is filed:
    • Attaches the EA1 application to the petition worksheet, if requesting assistance from DI Clerical to complete the EA1 application with the parents at the Detention Hearing.
    • Signs the EA1 application after it is returned by DI clerical.
    • Places the EA1 in the EA Basket.



DI Clerical:

  • Attaches the EA1 application to all intake packets.
  • Attends the Initial Petition Hearing to get parents' signature on EA1 application, if requested by the social worker.
  • Returns the EA1 application to the DI social worker for the worker's signature.
  • Collects the EA1 application from the EA Basket.
  • Detaches the yellow copy from the application and returns it to the DI social worker.
  • Documents all applications received on the EA log.
  • Delivers the EA1 applications to the PAC office.
  • Reconciles DI EA log with the EA log from the PAC office to assure each child  has a completed application.
    • Missing applications are to be reconciled with the EA log from the PAC office.
    • Notifies DI social work supervisors by memo or e-mail of any missing EA1 applications. 



DI Social Work Supervisor:

  • Follows-Up with DI social worker to ensure the EA1 applications are completed, when they are identified as missing my DI clerical. 
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