Exhibit 2 - FSC - Program Manual.pdf

Exhibit 2: DCS-4002 (02/25)

FOSTERING SUSTAINABLE CONNECTIONS

Program Manual

Table Contents Introduction

Program Components

Service Array

Seneca’s Family Network Building Approach

3-5-7 Model® developed by Dr. Darla Henry and administered via The Academy for Child Welfare Practice, LLC

Collective Viewpoint Meeting

Team Decision Making (TDM) Meeting

Stage 1. Discovery and Engagement

Stage 2. Planning

Stage 3. Decision Making/Action Plan

Stage 4. Follow-up

DCS Youth Advocacy Specialist

Eligibility Criteria

Length of Referrals

Training and Staff Development

Supervision of FES

Reporting and Performance Measures

Quality Assurance

Program Manual

Introduction Fostering Sustainable Connections (FSC) is a Department of Child Safety intervention program which works to reduce the number of children/youth in congregate care and improve family engagement by imploring extensive family finding efforts for the purposes of family/ fictive kin connections and placement for those eligible children placed in congregate care or other settings. The program’s framework is the Seneca’s Family Network Building Approach. Methods used by the Family Engagement Specialists (FES) to engage children/youth in the family finding process include engagement activities and electronic search engines.

FSC seeks to improve family engagement, and to foster connections and supports for the child/youth while increasing family involvement in decision making. DCS is committed to reducing the number of children/youth currently living in congregate care (in addition to reducing the length of time they spend there). FSC works closely with the family, relatives, the child/youth, and life-long supportive networks for the child/youth to ensure a variety of services and supports are available to help the child/youth and those caring for them.

Program Components Seneca’s Family Network Building Approach strategy is an intensive recruitment effort that includes family finding engagement activities.

The goal is to provide each child/youth with the lifelong connections that only a family can offer. Fostering Sustainable Connections utilizes a family finding strategy to increase the number of available family-like settings and supportive connections for child(ren)/youth in congregate care settings.

Service Array A variety of in-home, behavioral health, and community services are available to support children/youth and families. These services are identified throughout the Fostering Sustainable Connections intervention. Any services identified are timely and specific to meet the needs of the child/youth and family and facilitate successful connections and placement or reunification. If placement has yet to be determined, these services can assist in supporting the child/youth and kin in other ways.

The Department provides contracted in-home services through a continuum of family-centered services. The purpose of in-home services is to provide interventions to support the family and build family members’ capacity to protect and nurture the child/youth.

Services may be provided in the family’s home, the child’s/youth’s current and temporary placement, or other locations. Services are based on the needs, concerns, and stressors of the child/youth and family and may include, but are not limited to: parent education, counseling, communication skills development, behavioral management/modification, and home management skills.

Child(ren)/youth in out-of-home care have access to behavioral health services to receive the treatment or support they need. Services can be delivered to the child/youth and their identified placement or family members based on the needs of the child/youth.

Behavioral health services assist the child/youth to prepare for meetings during the Fostering Sustainable Connections intervention, assist in reconnecting the child/youth with family, and support placement transitions. In addition, behavioral health providers working with the child/youth shall be invited to any meetings to support the child/youth and family.

Seneca’s Family Network Building Approach Seneca’s Family Network Building Approach centers on family engagement and involvement in order to build family networks of support that can guide the youth long after they exit the system. FSC uses the Seneca’s Family Network Building Approach methods and strategies to locate and engage relatives of child/ youth currently residing in congregate care settings (https://www.

familypermanency.org/).

3-5-7 Model® developed by Dr. Darla Henry and administered via The Academy for Child Welfare Practice, LLC Darla Henry’s 3-5-7 Model is an evidence-based practice that supports the work of children, youth and families in grieving their losses and rebuilding their relationships towards the goals of well-being, safety and permanency. The 3-5-7 Model is the core of child/youth welfare practice, incorporating theoretical underpinnings from child/youth development, attachment, separation and loss, trauma, family systems and relationship development. https://www.darlahenry.org/

Collective Viewpoint Meeting A Collective Viewpoint Meeting (CVM) is a youth focused meeting, facilitated by the FES which explores the child/youth and family strengths. A CVM shall be held when the child/youth has identified kin/fictive kin or an adult with a significant relationship to the child/ youth and have shared agreement to being a lifelong connection.

The participants during the meeting make commitments to the child/ youth which can assist in supporting their unmet needs. A statement is created at the end which guides the team in developing a plan for the child/youth which may include permanency.

https://www.familypermanency.org/ https://www.familypermanency.org/

Program Manual

Team Decision Making (TDM) Meeting A Team Decision Meeting (TDM) is an ADCS facilitated family meeting held to ensure safe, stable, and timely permanency can occur by expediting the return of a child to their patent, or by exploring an alternative permanency goal. The TDM meeting may include development of safety plans that include actions that are sufficient to control the danger, feasible to implement, sustainable and least intrusive to the family. TDM meetings take place any time conditions for return have been met or a change in the permanency goal is being considered. TDM meetings must include a diverse group: the family, the child (if developmentally able to participate), friends, etc.

Stage 1. Discovery and Engagement The goal of the Discovery and Engagement stage is to identify and connect with persons who know the child/youth best and those who have a historic or inherent connection to the child/youth, to share information and assist in building a lifelong supportive network for the child/youth.

Family Engagement Specialist

1. Within seven (7) calendar days of receipt of a referral:

a. Request the electronic case file from ADCS Specialist.

Review the child/youth’s electronic record, and the Juvenile Court Records system, if applicable.

b. Complete a case staffing with the assigned DCSS and any service providers if applicable, which may include a counselor and other behavioral health providers and treatment coordinators, such as a behavioral health services case manager, if necessary;

c. Contact the out-of-home caregiver (congregate care or other setting), to gather information about the child/youth.

2. Within fourteen (14) calendar days of receipt of the referral:

a. Have face-to-face contact with the child/youth in person to build rapport with the child/youth, to include utilizing the Family Network Building Approach and 3-5-7 Model engagement activities.

b. Utilize an electronic search engines to locate and identify potential connections; and

c. Research additional resources identified through initial engagement of the child/youth to continue the search for potential connections.

3. Within thirty (30) calendar days of receipt of the referral:

a. Have subsequent in person meetings with the child/youth two times per month using family finding techniques to engage the child/youth in discussions about possible connections including kin, fictive kin and other persons that have or have had a significant relationship with the child/ youth and to address their feelings about connecting and/ or being placed with the identified individuals. Individual contact with child/youth is to be a minimum of sixty (60) minutes in duration, per meeting;

b. If siblings reside in the same placement, monthly meetings shall be held together and activities may be conducted together and for a minimum of sixty (60) minutes.

c. If siblings reside separately, regardless of county, separate service approvals will be created and meetings shall occur separately for a minimum of sixty (60) minutes.

d. Contact identified kin, fictive kin or other adults with a significant relationship with the child/youth to discuss strengthening support and connection to the child/youth without initiating conversations about placement.

4. If at any time during the duration of the referral a child/youth declines to participate in the program using engagement techniques, the FES will work with the child/youth to explore why they may be unwilling to participate. The FES contacts the child/youth’s DCSS within twenty-four (24) hours to discuss strategies to engage the child/youth in the program or make the decision to close the referral.

5. If at any time during the duration of the referral a child/ youth goes Absent Without Leave, (AWOL) contact the ADCS Specialist within twenty-four (24) hours after notification of AWOL status and remain in communication until the child returns. Cases that remain on AWOL status after 30 days must be closed. Cases may be re-referred in the future and shall be staffed with the ADCS Service Coordinator.

Program Manual

6. Within seven (7) calendar days of identifying any new kin, fictive kin or adult with a significant relationship with the child/ youth, the FES will contact the person via telephone, text, e-mail, social media, or mail;

a. The FES will communicate with each identified kin, fictive kin or adult with a significant relationship with the child/youth to begin discussions about their level of interest of involvement with the child/youth and to determine if they have contact information for other potential connections for the child/youth.

b. The FES will enter identified kin, fictive kin or adult with a significant relationship’s contact information onto the Support Network Contact Sheet within three (3) calendar days and upload the the Support Network Contact Sheet by the last day of each month into Guardian.

c. The FES will notify the DCSS within three (3) calendar days after identification of kin, fictive kin or adult with a significant relationship to the child/youth who has a level of interest in involvement.

7. Ensure all child(ren)/youth as well as all potential connections feel heard and respected and their individual needs are honored.

8. Work cooperatively with the Department of Child Safety Specialist (DCSS) and other service providers. The FES and DCSS will work collaboratively and share information to better prepare the child/ youth for connections with family/fictive kin or other adults with a significant relationship with the child/youth. The FES and DCSS will both engage with behavioral health and service providers when needed to address the child’s/youth’s needs.

Stage 2. Planning The goal of the Planning stage is to have discussions with kin and others important to the child/youth to focus on placement and permanency planning. This will include a Collected Viewpoint Meeting (CVM). This serves as a foundation to kin who will plan for the child/ youth and identify how they can be a support. The following are steps to be taken during the Planning stage:

Family Engagement Specialist and DCS Specialist

1. The FES and DCSS will determine when a CVM is needed. The

CVM is needed when:

a. It is discovered that the child/youth has adequate family connections, however, a plan to support the child/youth has not been developed;

b. kinship placement has not been identified; or

c. multiple kin have been identified for placement.

2. The FES will schedule and invite appropriate parties and prepare the family/connections for the CVM, starting at least fourteen (14) calendar days before the meeting, informing each member of the purpose of the meeting, which is to focus on the child/youth and his/her greatest unmet need; The DCSS shall be notified of the date and time at least fourteen (14) calendar before the meeting.

3. The FES will facilitate the CVM and display during the meeting any visual drawings from activities the child/youth has completed and is comfortable sharing.

4. The DCSS (and DCS Supervisor if possible) attends and actively participates in the CVM.

5. The FES explores how the family can emotionally support the child/youth and if kin can be a placement option for the child/youth.

6. Upon completion of the meeting, the FES and DCSS discuss the results of the meeting and determine if a TDM meeting is needed.

7. The FES within seven (7) calendar days of the CVM will input the Summary of the CVM note into Guardian and distribute the summary note to the attendees that were present at the CVM.

Stage 3. Decision Making/Action Plan Family Engagement Specialist and DCS Specialist

1. A Team Decision Meeting (TDM) is an ADCS facilitated family meeting held to ensure safe, stable, and timely permanency can occur by expediting the return of a child to their parent, or by exploring an alternative permanency goal. The TDM meeting may include development of safety plans that include actions that are sufficient to control the danger, feasible to implement, sustainable and least intrusive to the family. TDM meetings take place any time conditions for return have been met or a change in the permanency goal is being considered.

TDM meetings must include a diverse group: the family, the child (if developmentally able to participate), friends, etc.

Program Manual

2. When it is determined that there is a placement option for the child/youth, the FES shall notify the DCSS who will request the appropriate TDM through the ADCS SharePoint page.

a. The FES shall provide available dates and times convenient for the family, to the DCSS so the request can be completed.

b. The FES will prepare the family/connections and child/ youth for the TDM meeting starting at least fourteen (14) calendar days before the meeting.

c. The FES will attend the TDM meeting once scheduled.

d. After the TDM meeting, the FES will follow-up with child/ youth and family/connections within seven (7) calendar days to ensure any services applicable or appropriate are in place prior to closing out the FSC referral or there is an identified plan for applicable or appropriate services to begin after FSC closure.

DCS TDM Facilitator

1. Sends invitations to appropriate behavioral health and service providers.

2. Manages meeting logistics including meeting space, set-up and equipment.

3. Facilitates the meeting using the TDM facilitation structure.

4. Facilitates the meeting to include a thorough discussion regarding the strengths and needs of the child/youth and family while exploring placement options.

5. Facilitates the meeting to include critical discussions with all participants about safety, permanency and well- being.

6. Establishes a strength-based discussion, with all participants’ voices being heard.

7. Facilitate the meeting to reach consensus-based recommendations/decision regarding child/youth placement.

8. Develop a kinship or least restrictive placement recommendation.

9. Identify services and supports that will sustain the placement, including the need for a Reunification or Stabilization team to assist with transition into a family like setting.

10. Create an action plan that details the transition of the child/ youth to the least restrictive placement.

11. Complete a summary for all participants that will include the action steps developed during the meeting.

DCS Specialist

1. Attend and actively participate in the TDM meeting.

2. If all participants cannot agree to support the decision/ recommendation, the DCSS is ultimately responsible for the safety decisions, including the child’s/youth’s placement.

3. Complete all tasks identified on the action plan including referrals to services or initiation of legal action (e.g. change of physical custody).

Stage 4. Follow-up A key component throughout the Fostering Sustainable Connections intervention is activity to ensure formal and natural supports are in place, accessible, timely and meeting the needs of the child/youth and family.

Family Engagement Specialist

1. In collaboration with the DCSS and the family, determine the type and frequency of follow-up contact needed by the family. This may include telephonic contact, e-mail correspondence, or meetings such as internal staffing’s, family meetings, Child/youth and Family Team (CFT) meetings, case plan staffing’s or Team Decision Making Meetings.

DCS Specialist

1. Kinship Support Services should be engaged once a connection is identified through FSC efforts that expresses a willingness to be placement. This collaboration will serve to support the transition and preserve the placement to avoid disruptions.

2. Contact CHP to have a Behavioral Health Clinical Coordinator assigned when determined appropriate and needed.

Behavioral health services can assist the child/youth to prepare for meetings during the Fostering Sustainable Connections intervention, assist in reconnecting the child/youth with family, and support placement transitions. Behavioral Health Clinical Coordinators can attend CFT’s and TDM’s or any other meetings to support the child/youth and family when necessary.

3. Complete service requests as identified in the TDM.

Program Manual

DCS Youth Advocacy Specialist When a child/youth with a placement option has expressed a desire to remain in congregate care, the FES shall refer the case to an ADCS Youth Advocacy Specialist (YAS) by completing the YAS Referral and submitting it to the Youth Services e-mail box, youthservices@azdcs.

gov within two (2) calendar days.

1. The YAS assigned will staff the referral with the FES to gain more information.

2. The YAS will schedule a meeting to be introduced to the child with their FES in attendance.

The YAS will work closely with the youth to build rapport and understand what the child/youth wants. They will assist in educating the child/youth to ensure that they are making informed decisions related to placement, education, employment and services. The FES will keep the YAS informed of any meeting scheduled during the planning stage as well as any DCS related meeting, including but not limited to CFT’s, TDM’s, and Court Hearings. The YAS will attend any meetings related to child/youth to advocate for the child/youth, if the child/youth is agreeable

1. The FES is responsible for notifying the YAS of any team meetings.

2. The YAS may determine if it is appropriate to attend a meeting.

3. In the event that a youth turns (18) years of age while working with the YAS, services will remain in place until any/ all identified goals and objectives are fulfilled that the YAS committed to assisting with, if the youth is agreeable and has signed a voluntary agreement.

Eligibility Criteria All referrals are submitted by the DCS Specialist through Guardian.

A child/youth is eligible to be served by Fostering Sustainable Connections when all of the following criteria are met:

1. The child/youth is currently living in a Congregate Care setting, a Higher Level of Care setting or a Foster Home (if appropriate).

2. The child/youth is between the ages of 0 to 18. Young Adults must be referred before their 18th birthday and must sign a voluntary agreement after turning 18 to remain eligible for FSC services.

3. The child/youth is not actively involved with Child Specific Recruitment Services (CSR).

4. If any child/youth open with FSC services moves placements, the case remains open without disruption to service.

5. The FES continues efforts to engage connections/supports regardless of contact restrictions with the child/youth

Family Engagement Specialist Supervisor

1. The FES Supervisor will assign new referrals to a FES, according to caseload standards, within two business days of receipt of the referral.

2. Ensure the selection of child/youth identified for FSC meet requirements.

3. Referrals will be assigned according to the date they were received.

4. Assign cases based on caseload capacity of the FES not to exceed fifteen (15) Service Approvals.

5. The recommended caseload for a new FES is seven (7) cases for the first three (3) months of employment. Supervisor’s may use their discretion regarding caseload capacity for a new FES.

Length of Referrals

1. 1.Referral life is one-hundred eighty (180) days, with potential for a ninety (90) day extension upon approval from DCS.

Extensions can be considered in the following circumstances:

a. Engagement with the child/youth was delayed due to the child’s/youth’s hesitancy, availability or other barrier.

b. All team members and stakeholders are engaged in the FSC program and are actively working through the four stages but completion is expected to exceed the standard referral timeframe.

c. A potential less restrictive placement has been identified but there are delays in approval for placement such as an ICPC, delay in getting a court order, or additional supports are needed for the identified caregiver before placement can be made.

d. Any other circumstance that the team agrees justifies continued services through FSC.

2. A waiting list of referrals may never be initiated internally by the contractor. Caseloads must be reasonable to meet the capacity of the Family Engagement Specialist (FES) and may not exceed fifteen (15) service approvals.

Program Manual

Family Engagement Specialist and Supervisor

1. Thirty (30) days prior to the Service Approval ending, if the

FES believes additional time is needed, the FES will initiate communication with the FES Supervisor, ADCS Statewide Coordinator, DCSS, and ADCS Supervisor, to staff and discuss progress of the case and to determine if services should be extended, for an additional ninety (90) days. Approval to extend services shall be authorized by the DCSS. A staffing is required and a new service approval for the extension needs to be completed.

DCS Specialist

1. Participate in discussions regarding extension of services, gather necessary information, and provide final approval/ disapproval for extension.

FSC Statewide Coordinator

1. Participate in discussions regarding extension of services, gather necessary information, and facilitate discussions if there is disagreement between team members about extension or closure of a referral.

Training and Staff Development FES Supervisor

1. All FSC staff are required to complete the Seneca’s Family Network Building Approach training within the first six months of employment.

2. All FSC staff will complete the will complete the 3-5-7 Model® developed by Dr. Darla Henry and administered via The Academy for Child Welfare Practice, LLC within the first year of employment.

3. Youth Thrive training to be completed in person, within twelve

(12) months of hire, Supervision of FES FES Supervisor

1. Supervision should include:

a. Discussion of use of engagement techniques and ideas for addressing barriers to engagement;

b. Monitoring of the progress of each case consistent with the FSC model; and

c. Addressing challenges the FES is experiences with any case participants or stakeholders.

2. It is recommended the FES Supervisor attend at a minimum, the first CVM and first TDM scheduled for a new FES to provide support and monitor model fidelity.

3. It is recommended that a FES Supervisor observe a minimum of two CVM’s and two TDM’s for each FES per calendar year to monitor model fidelity and identify quality issues that may need to be addressed.

Reporting and Performance Measures FES Supervisor

1. The FES Supervisor will ensure:

a. FES shall input Monthly Case Notes into Guardian within seven (7) calendar days from contact with the child or attempt to contact the child. Monthly Case Notes shall contain a summary of the activities delivered that month along with the summary of any progress, updates, questions or barriers..

b. Within seven (7) calendar days of the CVM, the FES will input a Summary of the CVM and its outcomes into Guardian. The FES will distribute via e-mail, the Summary of the CVM to the attendees that were present at the CVM;

c. The FES will input the Summary of Case Closure into Guardian within seven (7) calendar days of the closure date.

2. FES Supervisor shall submit a completed FSC Monthly Data Spreadsheet to the ADCS Service Coordinator by the 5th of each month. The data spreadsheet shall contain all Service Approvals, open or closed that the agency has served. All relative and applicable information relating to the case and the outcomes shall be inputted.

Quality Assurance FSC Statewide Coordinator

1. Observe and monitor contractor performance to assess fidelity and identify practice improvement opportunities.

2. Provide feedback and technical assistance to the FES Supervisor and FES as needed.