DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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Handbook 1: How To...
19-2  How to Complete The Placement / Address Change Form (SCZ 17)
How To....
19-2 How to Complete The Placement / Address Change Form (SCZ 17)
Reference Points
Overview
Social Worker Deadlines
Social Work Supervisor Deadlines
Placement Tracking Team (PTT) Deadlines
How to Use The Placement / Address Change Form (SCZ 17)
Action Steps for  a Child Who is Already in Placement
Action Steps When a Child is Being Placed in the First Placement
Child is in Runaway Status from Placement
Child is in Runaway Status from The Children's Shelter


Reference Points
Effective Date: 05/01/2006
Last Updated: 03/22/2006
 Non CWS/CMS Forms:
MS Word Placement Address/ Change Form (SCZ 17)
MS Word Temporary Leave or Permanent Release Form
MS Word Temporary Runaway Leave Form
 CWS/CMS Forms:
bullet Service Management Section
bullet Placement Management Section
  bulletPlacement Notebook SOC 158 Text
bulllet Client Management Section:
  bullet Eligibility Application Notebook FC2
  bullet Health and education Passport


Overview   It is the policy of the Department and Family Children’s Services that the physical whereabouts of every child in placement will be documented in the case file and CWS/CMS. In order to ensure current documentation of the child’s whereabouts, initial placement and placement change information will be promptly processed. It is mandatory that all social workers promptly notify the Placement Tracking Team (PTT) of all placement moves for each child assigned to their caseload within one business day.


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Social Worker Deadlines  

Social workers must adhere to the following deadlines:

  • Submit an appropriate “ Placement/Address Change Form“ (SCZ 17) and any necessary related documents* to the PTT within one business day following the child’s initial placement or placement change/termination.
  • Return a signed copy of the SOC 158 (with a red stamp) to the PTT within one business day following the social worker's receiving the SOC 158 from the PTT.

Note: To avoid delays in processing a SCZ 17 form, it is critically important for social workers to accurately complete the form and attach any necessary related documents.

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Social Work Supervisor Deadlines  

Social work supervisor deadlines:

  • When the SCZ 17 and any necessary related documents are returned by the PTT to the social work supervisor for correction, the social work supervisor must ensure that the corrected SCZ 17 is resubmitted to the PTT within one business day.

Exception: If the corrections are minor and do not require significant revisions, such as an unchecked box, the PTT will make one attempt to contact the social worker by telephone to determine how to make the correction prior to immediately forwarding the SCZ 17 and any necessary related documents to the Supervisor.

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PTT Deadlines  

The following deadlines apply to the Placement Tracking Team:

  • Within one business day of receiving the SCZ 17 and any necessary related documents (or corrected SCZ 17/documents), the PTT:
    • Enters the information into CWS/CMS.
    • Forwards two (2) SOC 158 forms to the social worker (one with a red stamp).
    • Forwards the SOC 158 signed by the social worker to the Foster Care Eligibility In-Basket, within one business day of receiving the signed SOC 158 backfrom the social worker.
    • Notifies the DFCS Director of any SCZ 17 forms submitted late each business day.
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How to Use The SCZ 17   Social workers use the Placement/Address Change (SCZ 17) to report initial placement changes of children. The SCZ 17 can create a set of pages appropriate for the 11 different data reporting scenarios. Nine (9) of these 11 scenarios involve initial placements and placement changes involving the child. These 9 scenarios are itemized in the list below. The other 2 scenarios involve other documentation requirements that are not governed by the deadlines outlined in this memo.

SCZ 17 Scenarios

  1. Child’s Whereabouts Unknown (abducted or ran away)
  2. Current Placement Status Change (ESH to regular foster home, regular foster home to ESH, adoptive placement agreement signed)
  3. Temporary Custody, including Failed FM (child in temporary custody and not placed in the Shelter, including non-dependent and dependent children of the court)
  4. Voluntary Placement Agreements
  5. Temporary Leaves from Placement
  6. Placement Moves and Case Remains Open (moved from one placement to another)
  7. Return Home and Case Remains Open
  8. Parent and/or Child Address Change Information
  9. Placement Authority and Episode (Case Closing)
  10. Other (Contact PTT to tailor SCZ 17 to unusual situations)
  11. School or Grade Change Only

 

To create the appropriate scenario from the master copy of the SCZ 17, double click in the “Double Click Here Then Complete Form Sections” macro link in the scenario that fits the circumstances of the case.

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Action Steps for a Child Who is Already in Placement  

Required Action Steps for a Child Who is Already in Placement:

Step
Action
Responsible Staff
1.
Within one business day following the placement change or termination, complete an appropriate SCZ17 and any necessary related documents (i.e., Relative/NREFM approval forms)
Child's SW
2.
Immediately hand deliver the SCZ 17 and any necessary related documents to the PTT work area, date stamp the top page of the SCZ 17 and place the documents in the PTT In basket.
Child's SW
3
Within one business day of receiving the SCZ 17 and any necessary related documents, review the form and documents to determine if all required information is reported accurately and all forms have necessary signatures. 
PTT
If...
Then....
4.a The documents are not complete, correct and/ or signed...
  1. Attempt to reach SW directly by phone one time for minor corrections.
  2. If documents still need correction, immediately hand deliver a memorandum to the SW Supervisor describing any missing or incorrect information, or missing signatures, along with the SCZ 17 and any necessary related documents.
PTT
   
  1. Ensures that the documents requiring correction  are returned to the PTT within one business day (re-date stamp the corrected documents
SW Supervisor
   
  1. Follow 4.b Steps below:
 PTT and SW
4.b The documents are complete, correct and signed....
  • Within one business day of receiving the SCZ 17 and any necessary related documents: 
  1. Enter the data into CWS/CMS.
  2. Generate three (3) copies of the SOC 158 (with red stamp):  two (2) copies to SW and one (1) copy to PTT file
PTT
   
  • Within one business day of receiving the the SOC 158 forms (with a red stamp):
  1. Review and sign both copies of the SOC 158.
  2. File one copy in the case file.
  3. Forward one copy (with a red stamp) to the PTT In-basket.
Child's SW
   
  1. Within one business day of receiving a signed copy of the SOC 158 (with a red stamp), forward the signed SOC 158 and any necessary related documents to the Foster Care Eligibility In-basket.
  2. Within 30 days of child's first placement change, generate and send the Substitute Care Provider the Health and Education Passport (HEP) from CWS/CMS. 
PTT

 

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Action Steps When a Child is Being Placed in the Initial Placement  
  • When a child is in initial Temporary Custody (either admitted or not not admitted to the Children's Shelter) and is being placed for the first time in the First Placement Episode in a Foster Home, FFA or Community Care Facility Placement on an ESH BASIS, follow the required action steps:   
Action
Responsible Staff
  1. Within one business day of the ESH placement, complete the SC 1328 and forward it to PTT
Assessment Center, Placement Unit, SW
  • Within one business day of the ESH Placement:
  1. Enter placement in CWS/CMS.
  2. Generate three copies of the SOC 158 (one with a red stamp) and FC2.
  3. Forward SOC 158 and FC2 to the Assessment Center SW or the assigned SW for signature. 
PTT
  • Within one business day of receipt, complete  and sign SOC 158 (with red stamp)   and FC2, and return both to PTT.
Assessment Center, SW
  • Within one business day of receipt, hand delivered SOC 158 and FC2 to the Foster Care Eligibility In-basket.
PTT
  • Within one business day of ESH Placement, select and complete an appropriate SCZ 17 scenario, either:
    • C.  Temporary Custody Including Failed FM, (child in temporary custody, but not admitted to the Shelter), or
    • F. Placement Moves Case Remains Open (child being placed from initial admission to the Shelter), and
  • Forward the form to the PTT.  (This is necessary to ensure that required information is entered into CWS/CMS).
Child's SW
  • Within one business day of receipt of  SCZ 17, enters additional information from SCZ 17 into child's CWS/CMS case. 
PTT


  • When Child has been admitted to the Children's Shelter (initial or subsequent admission) and is being Placed in a Foster Home, FFA or Community Care Facility Placement (Not an ESH Placement), follow the required action steps:
Action
Responsible Staff
 

 


  • When a child is in initial temporary custody (admitted or not admitted to the Children's Shelter) and is being placed on a temporary basis in a Relative or NREFM Home, Per WIC 309(d), follow the required action steps: 
Action
Responsible Staff
  • Within one business day of the temporary relative or NREFM placement, select and complete the appropriate SCZ 17 scenario, either:
    • C.  Temporary Custody Including Failed FM (child in temporary custody, but not admitted to the Shelter), or
    • F. Placement Moves (Case Remains Open) (child being placed from initial admission to the Shelter), and
  • Forward the form to the PTT.
SW Making the Placement:  ER, Assessment Center, EI/WD or Child's SW
  • Within one business day of receiving the SCZ 17 and SOC approval forms for temporary 309 (d) placement:
  1. Enter the data into CWS/CMS.
  2. Generate three (3) copies of the SOC 158 (one with red stamp):  two (2) copies to SW and one (1) copy to PTT file. 

PTT

  • Within one business day of receiving the SOC 158 form (with a red stamp): 
  1. Review and sign both copies of the SOC 158.
  2. File one copy in the case file.
  3. Forward copy with red stamp to the PTT In-basket.

SW Making the Placement:

ER, Assessment Center, EI/WD or Child's SW

  • Within one business day of receiving the signed copy of the SOC 158 (with a red stamp), forward to the Foster Care Eligibility In-basket. 
  • Within 30 days of child's change of placement, generate and send the Substitute Care Provider the Health and Education Passport (HEP) from CWS/CMS.
PTT

 


  • When a child is admitted to the Children's Shelter and is being placed in the first or a subsequent placement in a fully approved relative or NREFM Home, follow the required actions steps:
Action
Responsible Staff
  • Within one business day of regular relative or NREFM placement:
  1. Select and complete the SCZ 17 scenario F. Placement Moves (Case Remains Open.)
  2. Forward the form to the PTT
Child's SW
  • Within one business day of receiving the SCZ 17 and SOC approval forms:
  1. Enter the data into CWS/CMS.
  2. Generate three (3) copies of the SOC 158 (one with red stamp): two (2) copies to SW and one (1) copy to PTT file.
PTT
  • Within one business day of receiving the SOC 158's (with a red stamp):
  1. Review, complete as much as possible, and sign both copies of the SOC 158.
  2. File one copy in the case file.
  3. Forward one copy to the PTT In-basket.
Child's SW
  • Within one business day of receiving a signed copy of the SOC 158 (with a red stamp), forward the signed SOC 158 and SOC approval forms to the Foster Care Eligibility In-basket.
  • Within 30 days of child's change of placement, generate and send the Substitute Care Provider the Health and Education Passport (HEP) from CWS/CMS. 
PTT

 

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Child is on Runaway Status from Placement  
  • Required action steps when a Child's placement home or facility is not expected to continue:
Actions
Responsible Staff
 


  • Required actions steps when a child's placement is expected to continue, but no bed hold extension is approved by the SSPM:
Actions
Responsible Staff
 


  • Required action steps when a child's placement home or facility is expected to continue and the SSPM approves a bed hold extension to a specific date:
Actions
Responsible Staff
  • Within one business day after the child has been on runaway status for 48 hours:
  1. Select and complete the SCZ 17 scenario E. Temporary Leave from Placement, and submit the form to the PTT with a copy of the SSPM authorization memo.
Child's SW
  • Within one business day after receiving the SCZ 17 and SSPM authorization memo, enter on the Temporary Leave page in CWS/CMS:
  1. Start date (date child ran).
  2. Anticipated return date (bed hold extension date authorized by SSPM).
  3. In the description box enter:  "The child ran away from the Placement." 
PTT
  • Immediately deliver a memorandum to PTT to document the end of the temporary leave if it ends before the authorization date. 
Child's SW


  • Required action steps when a child remains on runaway status after approval of the bed hold extension date authorized by SSPM:
Action
Responsible Staff
  • Within one business day after the extension approval date authorized by the SSPM:
  1. Complete a SCZ 17 scenario F. Placement Moves (Case Remains Open), and forward to the PTT.
Child's SW
  • Within one business day after receiving the SCZ 17:
  1. End date temporary leave documenting runaway status.
  2. End date the placement with runaway as the reason for the placement ending.
  3. Generate three copies of the SOC 158 (with red stamp): two (2) copies to SW and one (1) copy to PTT file.
PTT
  • Within one business day after receiving the SOC 158 forms:
  1. Sign the SOC 158 (with red stamp) and return to the PTT. 
  2. File the other copy in the case file.
Child's SW
  • Within one business day after receiving the SOC 158: 
  1. Forward signed copy of the SOC 158 (with red stamp) to the Foster Care Eligibility In-Basket.
PTT

Note:  The assigned Social Worker must always file a missing person's report with law enforcement and petition the Juvenile Dependency Court to obtain a Protective Custody Warrant for Runaway Children. 

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Child is on Runaway Status from the Children's Shelter  
  • Required action steps for a child that has been on Runaway Status from the Children's Shelter for 48 hours: 
Action
Responsible Staff
  • Within one business day after the child has been on runway status for 48 hours: 
  1. Submit the Children's Shelter's " Runaway Form" to the PTT with a notation "48 Hour notice."
  2. Notify the PTT to end date the temporary leave if the child returns before 10 days. 
Shelter Staff
  • Within one business day after receiving the "Runaway Form," on the child's Temporary Leave page in CWS/CMS enter: 
  1. Start date (date child ran).
  2. Anticipated return date (10 days from date child ran).
  3. "The child ran away from the Shelter" in the description box. 
PTT

 

  • Required action steps for child has been on runaway status from the Children's Shelter for 10 days:
Action
Responsible Staff
  • Within one business day after the child has been on runaway status from the Children's Shelter for 10 days, submit the Children's Shelter's "Runaway Form" to the PTT.
Shelter Staff
  • Within one business day after receiving the "Runaway Form:"
  1. End date temporary leave documenting runaway status.
  2. End date placement at the Children's Shelter with runaway as the reason for the placement ending.
  3. Forward SOC 158 to the Assessment Center.
PTT
  • Within one business day after receiving the SOC 158, sign the SOC 158 (with red stamp) and return to PTT.
Assessment Center SW
  • Within one business day after receiving the SOC 158, forward signed copy of the SOC 158 (with red stamp) to the Foster Care Eligibility In-basket. 
PTT

 

  • Required action steps for a child that has been on runaway status from the Children's Shelter for more than 48 hours and returns in less than 10 days:
Action
Responsible Staff
  • Immediately notify the PTT via the "Runaway Form" that the child has returned to the Shelter
Shelter Staff
  • Within one business day of receiving the "Runaway Form," end date the temporary leave documenting the runaway.
PTT

 

  • Required action steps for a child that has been on runaway status from the Children's Shelter for less than 10 calendar days and can be placed:
Action
Responsible Staff
  • Immediately proceed with action steps:  "Required actions steps for a child who is already in placement."
 
  • Fax "Children's Shelter Discharge Info" permanent release form to the Shelter before SCZ 17 is submit to PTT.
SW
  • End date the temporary leave documenting runaway status if it has been entered into CWS/CMS.
PTT

 

  • Child has been on Runaway Status from the Children's Shelter for less than 10 calendar days and can be released on a brief temporary leave:
Actions
Responsible Staff
  1. Select and complete SCZ 17 scenario E. Temporary Leave form Placement, and forward it to the PTT within one business day of the temporary placement. 
  2. Fax the "Temporary Leave from Placement" to the Shelter before SCZ 17 is submitted to PTT
Child's SW
  • On the child's Temporary Leave Page in CWS/CMS enter: 
  1. End date for the temporary leave documenting runaway status if it has been entered in CWS/CMS.
  2. Start date of temporary leave with the caregiver providing brief care and supervision. 
  3. Anticipated return date.
  4. The name, relationship and address of the caregiver providing brief care and supervision in the description box. 
PTT
  • Immediately deliver a memorandum to PTT to document the end of the temporary leave when it concludes.
Child's SW
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