Exhibit I - PSSF Adoption SupportKinshipPost Permanency Guidelines.pdf

PSSF Adoption/Kinship/Post Permanency Support Guidelines

To ensure high-quality support, the depth of service is matched to your PSSF funding level. All "Required" components must be implemented by all tiers. The requested funding level determines your service requirements. Every program must complete all Required Activities. Additionally, you must choose a specific number of Optional Activities based on your funding tier. Please note that these are the minimum expectations—programs are welcome to implement more optional services if your program has the capacity.

• Tier 1: All Required + 1 Optional component.

• Tier 2: All Required + 2 Optional components.

• Tier 3 & 4: All Required + 3 Optional components.

Data Integrity Note: All activities, services, and family milestones must be documented in Salesforce and/or the

Statement of Work (SOW) within 5 business days to ensure accurate reporting and clinical oversight.

Component Standard of Practice Performance Measures (Documentation in Salesforce system, or semi-annual/annual reports)

Case Management (required): To provide a steady, reliable partner for the family who coordinates services and ensures their unique needs are met over time

• Direct Support: Act as the main point of contact for the family, providing both direct help and coordinating outside services.

• Long-Term Commitment: Stay with the family for as long as needed—typically ranging from 6 months to 3 years.

• Balanced Caseloads: Maintain a manageable workload (15–30 families) to ensure every family gets the time and attention they deserve.

• Service Documentation: Log every family served and every activity performed in Salesforce within 5 business days.

• Contract Alignment: Ensure all work follows the specific budget and goals outlined in your PSSF Statement of Work

Case Management Supervisor(required):

To provide the Case Manager with expert guidance, clinical oversight, and quality checks to ensure the best outcomes for families.

• Case Oversight: Regularly review the Case Manager’s files to ensure the support provided is high-quality and effective.

• Clinical Consultation: Meet with the Case Manager to brainstorm solutions for difficult cases and offer professional advice.

• Quality Monitoring: Ensure that the program is meeting its goals and following all safety and service standards

• Documented supervision notes

• Case reviews

• Verified data consistency in Salesforce

• Follow PSSF statement of work and budget in approved contract

Target Population (required) • Permanency Families: Adoptive families, kinship caregivers, and those with legal guardianship.

• Families in Crisis: Any family identified as having multiple needs or experiencing a situation that threatens their stability.

• All Involvement Levels: We support families whether their child welfare case is currently open, already closed, or if

• Alignment: Ensure the families you serve match the specific population defined in your Statement of Work.

• Volume Tracking: Report the total number of families served as required by your contract.

• Documentation: All cases and specific services provided must be logged in Salesforce they have never been involved with child welfare at all.

• Future Permanency: Families currently working toward a permanent placement (like a pending adoption).

Referral Source

(required)

Not limited to the following:

• Self-Referrals: Families who find us and reach out for help directly.

• Community & County Agencies:

Social services, non-profits, or local government offices.

• Adoption Agencies: Private or public organizations handling placements.

• Legal & Justice Systems:

Juvenile Justice or family courts.

• Referral Documentation: Log every referral and where it came from in the "Referral" section of Salesforce.

• Outreach Tracking: Record all initial contacts and outreach efforts in Salesforce to show how we follow up with families

Intake (required): To quickly welcome families into the program, confirm their eligibility, and begin building a supportive relationship

• Initial outreach via home/office visits or phone

• Minimum one face to face meeting should occur during intake to determine eligibility and service needs.

• Determine eligibility/appropriateness for services

• Obtain data system consent

• Enter family demographics in data system

• Open client case

• Enter case start date (required) in state data system.

• Enter service of Adoption support– model name will be PSSF Adoption/Kinship/Post Permanency Support Guidelines or Adoption Navigation

Family Engagement Meeting(optional):

To empower families by bringing their support network together to solve problems, plan, and make key decisions

• Facilitated Meetings: Lead high-quality meeting models such as:

• Family Group Decision Making (FGDM) or conferences.

• Family Team Conferencing

(FTC).

• Team Decision Making (TDM).

• Collaborative Teams:

Participate in Individualized Service and Support Teams (ISST) through Collaborative Management Programs (CMP).

• Expert Facilitation: Ensure the person leading the meeting is properly trained or certified in the specific meeting model being used.

• Model Identification: Clearly state which meeting model (TDM, FGDM, etc.) your program uses in your Statement of Work.

• Documentation: Record all meetings under the "Adoption Support" service in the Salesforce activity section.

• Training Verification: Maintain records of certification or training for all staff facilitators.

Assessment

(required)

• Identify strengths and barriers, using the CFSA2 and Protective Factors Survey

• Assess agency capacity to meet specific needs of the family

• Identify all other assessment tools if used in Statement of Work

• CFSA2 pre/post/and follow ups entered directly into Salesforce (paper copies can be uploaded, but must be scored and documented in the assessment section, client case in data system)

• All items must be answered, even if N/A, N/I, or declined to answer

• Other assessment tools (AAPI, Depression Screening, parent satisfaction survey) used for other PSSF services must be identified in statement of work and date of completion documented in Salesforce

Goal Setting

(required)

• Goals identified in Salesforce

• Family-Led Planning: Ensure the family is the "driver." The goals should reflect what they want to achieve for their home.

• Strength-Based Strategies: Use the family's existing strengths to help them overcome their barriers.

• Clear Milestones: Every goal must be S.M.A.R.T. (Specific, Measurable, Attainable, Realistic, and Time-bound). It needs a clear deadline and a way to measure success.

• Integrated Tools: Goals can be developed using the CFSA2 results or an existing Child Welfare Treatment Plan.

• All goals documented in Salesforce goal setting section

• Identify outcomes of goals/services

Ongoing Contact

(required)

• Early Engagement: Establish a relationship with the family before placement occurs whenever possible.

• Placement Support: Reach out immediately after a child is matched or placed, with a formal follow-up conducted within two weeks of the move.

• Continuous Check-ins: Maintain a schedule of proactive outreach tailored to the family’s specific needs and the recommendations of the supervisor or referring agency.

• Service Distinction: Ensure all PSSF activities provide unique, supplemental support that does not duplicate services already being provided by the County Department.

• Engagement Timelines:

Document in Salesforce that the initial post-placement contact occurred within the required two-week window.

• Interaction Logs: Maintain a record of frequent, meaningful interactions in Salesforce that demonstrate how support is being adjusted as the family's needs change.

• Collaborative Verification:

Clearly note in Statement of Work how PSSF services are distinct from and complementary to County-led services.

Resource Navigation (required): To act as a guide and advocate, ensuring families are successfully connected to community resources and legal supports

• Direct Connection: Link families to both formal services (like therapy and medical care) and informal supports (like food pantries or local community groups).

• Team Planning: Facilitate meetings with schools, doctors, and other agencies to make sure everyone is working together for the family.

• Legal Advocacy: Help families find and access legal services or specialized adoption-competent professionals.

• Case Activity: Document all navigation steps and progress in Salesforce case notes.

• Referral Tracking: Count how many referrals were made and, more importantly, which ones resulted in the family receiving a service.

• Resource Variety: Track the different types of resources used (e.g., "Legal," "Educational," "Clinical") to ensure all family needs are being met.

Community Resource Hub (optional): To create a single, "one-stop shop" where families can easily find information, services, and support for post-permanency life

• Partnership Building: Work with other local agencies to create a shared physical location, a dedicated website, or a centralized resource directory.

• Awareness & Outreach: Make sure staff, community partners, and families know exactly where to go for help.

• Information Maintenance:

Review and update all

• Implementation Plan: Clearly define in your Statement of Work (SOW) who your partners are and how families will access the hub (e.g., a specific URL or office).

• Maintenance Log: Document quarterly updates to show the information provided to families is accurate.

resource listings every quarter to ensure phone numbers and services are current.

• Family Feedback: Use surveys to find out if the hub is easy to use and if families are finding the help they need.

• Referral Data: Track the number of families referred to the hub in Salesforce.

• Customer Satisfaction: Report on survey results that show how many parents used the hub and if they were satisfied with the resources found

Parent Education Opportunities

(optional): To provide caregivers with specialized knowledge and trauma-informed tools that increase their confidence and strengthen the family bond.

• Training/support groups addressing specific issues:

RAD, TBRI, behavioral health issues, high needs (medical or other)

• NTDC Right Time modules with parents in support groups or individually with families.

• Support Groups to connect parents experiencing adoption needs, (parent led, not complaint sessions) provide learning opportunities

• Pre/post assessments

• Parent surveys

• Number and topics of training offered

• Number of attendees and participation in support groups or individual sessions

Parent Mentors (optional): To match families with "Veteran Caregivers" who have successfully navigated the adoption or kinship journey and can provide unique peer-to-peer support.

• Mentor training: recruit and train mentors with lived experience

• Organize social and networking events for families

• Match families with experienced caregivers for ongoing support.

• Deliver TBRI or NTDC training to all mentors and participants

• Document events and training opportunities in Salesforce system under the events section.

• If working with specific families for mentoring enter specific activities in the service section of the client case.

• List of peer support or mentoring programs currently available provided in semi-annual/annual reports

• Number of training courses for mentors and caregivers in TBRI or NTDC

• Training attendee participation

• Indicate families who are matched with experienced families or mentors

Create a continuum of Supports –

Including High need supports (optional):

To provide a sliding scale of support that meets families' needs, from general education to intensive, high-need interventions

• Information & Education:

Provide easy-to-read resources and formal training (like TBRI and NTDC) to help parents manage complex behaviors.

• Direct Support & Care: Run support groups for both parents and youth and provide respite care to give caregivers a necessary break.

• Specialized Navigation: Help families access therapeutic services or residential treatment. (Note: PSSF funds aren't used for the treatment itself, but for the staff time spent helping the family find and enter these programs.)

• Community Advocacy: Host meetings to find "gaps" in local services and work with

• Family Feedback: Use surveys to see if parents know about these services and if they are easy to access.

• Referral Success: Track the number of families who successfully connected with a resource after you referred them.

• Professional Collaboration:

Document meetings with other agencies where you shared resources or worked to improve local access to care.

• Needs Assessment: Complete a community report that identifies what services are missing and how you plan to address those gaps.

partners to make high-need supports easier to access.

Creating Skilled Professionals (optional):

building a community of experts who understand the unique challenges of adoption, kinship, and trauma.

• Specialized Training: Host training sessions for professionals, volunteers, and mentors focused on adoption-specific needs, special needs, and trauma-informed care.

• Expertise Building: Ensure staff and partners are proficient in evidence-based models like TBRI (Trust-Based Relational Intervention) and NTDC.

• Resource Mapping: Maintain an up-to-date list of local professionals who are "adoption-competent" and trained in trauma.

• Training Log: Track the total number of TBRI and NTDC sessions held and how many people attended.

• Resource Directory: Create and update a checklist of trained professionals in your service area.

• Successful Matches: Document the number of families you successfully connected to a highly skilled professional or specialist.

Increase Access to adoption services

(required): To ensure that every family can easily engage with support services regardless of their location, schedule, or financial situation.

• Flexible Delivery: Offer services in-person, online, or via phone. Provide tech support or equipment to help caregivers join virtual groups.

• Logistical Support: Help families get to appointments by providing transportation assistance when possible.

• Family-Friendly Scheduling:

Host groups and meetings during evenings and weekends to accommodate working parents and school schedules.

• On-Site Childcare: Provide safe, supervised childcare during parent groups and trainings so caregivers can focus on learning.

• Service Accessibility Log:

Maintain a list of all services offered and the different ways families can access them (e.g., "Virtual TBRI training,"

"Weekend Support Group").

• Logistical Assistance Tracking:

Document the number of families receiving transportation aid or childcare support in Salesforce.

• Utilization & Feedback: Track attendance numbers for childcare and tech support.

• Barrier Analysis: Record

"Reasons for Non-Participation" in Salesforce to identify if families are missing services due to scheduling, cost, or location

Families of Origin (optional): to help families navigate complex biological relationships and support healthy identity development for the child(ren)

• Relationship Coaching: Offer specialized training and support groups focused on managing "openness," setting boundaries, and navigating relationships with birth/first families.

• Facilitated Family Meetings:

Organize and lead meetings between adoptive/kinship caregivers and birth parents to encourage collaboration and communication.

• Search & Connection Support:

Provide guidance and clinical support for families seeking to locate or reconnect with biological relatives (when requested and safety-approved).

• Training & Group Activity:

Document all related sessions in the Salesforce "Training

Tab," including the specific topics covered (e.g., "Navigating Open Adoption" or

"Search and Reunion").

• Participation Data: Track the number of sessions offered and the total number of participants.

• Service Milestones: Record the number of facilitated family meetings and successful search/reconnection assists in the client’s case file.

Adolescent & Teen services (optional):

to support families as they navigate the unique developmental milestones and

• Teen-Focused Education:

Provide workshops and learning opportunities that address adolescent risks, brain development, and the complexities of

• Education Tracking: Log all teen-related trainings in Salesforce, including the specific curriculum used and the number of identity questions that arise during the teenage years.

adoption/kinship during this life stage.

• Specialized Curriculum: Deliver evidence-based modules such as TBRI, NTDC, and "Nurturing Parenting: All About Being a Teen."

• Youth Peer Support: Facilitate specific support groups just for adolescents to help them connect with peers who share similar life experiences.

parents/caregivers who attended.

• Youth Engagement: Document the number of adolescent support group sessions held, including attendance lists and the specific topics discussed.

• Topic Analysis: Categorize training and group topics (e.g., "Identity Development," "Independence," "Healthy Boundaries") to ensure a well-rounded service offering.

Respite Care (optional): To provide caregivers with temporary relief from their daily responsibilities, reducing stress and supporting the long-term stability of the home.

• Direct Respite Opportunities:

Organize and offer scheduled respite events (such as "Parents' Night Out" or weekend camps) that provide a safe and enriching environment for children.

• Provider Navigation: Connect families with licensed respite agencies or qualified individual providers in their community.

• Financial Assistance: Provide resources or funding to cover the costs of professional respite care when external agencies are utilized.

• Service Delivery: Document all respite hours or events provided directly by the program in Salesforce.

• Referral Tracking: Record the number of successful referrals made to external respite providers or agencies.

• Utilization Reporting: Track the number of unique families utilizing respite services and the frequency of use to ensure equitable access.

Emergency supports/Concrete Needs

(optional): To provide flexible, immediate financial assistance that removes specific barriers to family stability and helps achieve case goals

• Goal-Aligned Flex Funding:

Provide financial support for "concrete needs" (such as housing, utilities, or essential supplies) that directly help a family reach their documented goals.

• Strategic Budgeting: Manage funds within the 5% PSSF budget limit to ensure resources are available throughout the program year.

• Service Integration: Ensure families are actively engaged in PSSF support services as a prerequisite for receiving concrete assistance.

• Expenditure Documentation:

Log all flex fund disbursements in the dedicated Salesforce section, including a clinical justification linked to the family’s goals.

• Utilization Reports: Track the total number of families supported and the specific types of vendors/providers paid (e.g., utility companies, landlords, or retail stores).

• Eligibility Verification: Confirm in Salesforce that the family had an "Open Service" status prior to the distribution of funds.

• Budget Oversight: Generate quarterly reports in Salesforce to monitor spending against the 5% budget cap.

Social connections(optional): To strengthen family resilience by building a network of emotional, informational, and spiritual support

• Community Engagement: Host and facilitate social activities specifically for families in the PSSF adoption, kinship, and post-permanency programs.

• Network Development:

Connect families to peer groups and local organizations that provide ongoing emotional and practical support.

• Support Mapping: Use clinical tools such as Ecomaps or Support Circles to help families identify and grow their existing social support systems.

• Event Management: Coordinate large-scale social events that

• Participation Tracking: Record the number of families attending each social activity or community event.

• Clinical Documentation:

Upload and attach completed Ecomaps or Support Circles to the family’s file in Salesforce.

• Event Compliance: Document attendance for all large-scale, SOW-approved events in the Salesforce "Events Tab."

• Support Outcomes: Note instances where families have successfully connected with "instrumental or spiritual" supports through program activities.

align with approved Statement of Work (SOW) funding and program goals.

Resource Navigation/Advocacy

(required)

• Active Community Linking:

Identify and connect families to both formal services (mental health, medical, school-based) and informal supports (faith communities, local food pantries, or hobby groups).

• Multi-System Coordination:

Facilitate collaborative planning meetings with other systems involved with the family (e.g., Department of Human Services, schools, or healthcare providers) to maximize available resources and prevent duplication of effort.

• Legal & Specialized Advocacy:

Provide direct assistance in navigating legal services, adoption-competent therapists, and specialized school supports (IEP/504 planning).

• Comprehensive Case Notes:

Maintain detailed records of all navigation activities, highlighting the Case Manager’s role in securing services.

• Referral Impact Tracking:

Document the number of successful referrals made to community providers and the specific types of resources utilized.

• Legal Linkage: Track the number of families successfully connected to legal resources or specialized advocacy services.

• System Collaboration:

Document the occurrence and outcomes of multi-system planning meetings in Salesforce.

Transition/Celebration( Optional) • Sustainability Planning: Before closing the case, work with the family to identify any ongoing needs and ensure they have a list of "after-care" supports and emergency contacts.

• Warm Handoffs: Provide final referrals to community partners to ensure there is no gap in support after PSSF services end.

• Milestone Celebration: Offer an optional "Celebration of Success" (such as a certificate, a small family event, or a positive closing meeting) to honor the family’s hard work and achievements.

• Closure Interview: Conduct a final review with the family to reflect on the goals they reached and the strengths they developed.

• Goal Completion Record:

Formally document the achievement of specific family-driven goals in Salesforce prior to closure.

• Transition Documentation:

Record the "Reason for Closure" and the list of follow-up referrals provided in the final case summary.

• Outcome Verification: Update the Salesforce status to show "Service Closed - Goals Met" or the relevant completion status.

• Success Narratives: Include a brief summary in the case notes of the family's growth and any celebratory activities held.

QI/QA (required): To ensure all services meet the highest standards of care, remain compliant with PSSF regulations, and result in positive outcomes for families

• Case Audits: Conduct regular, systematic reviews of case files to ensure documentation is timely, professional, and aligned with the family’s goals.

• Service Evaluation:

Continuously assess if the services provided are the "right fit" for the family’s specific needs and cultural background.

• Post-Closure Continuity:

Follow up with families after their case has closed to ensure stability is maintained and to gather long-term feedback.

• Supervision Logs: Document that case reviews and clinical supervision are occurring within the timeframes established in the Statement of Work (SOW).

• Family Impact Surveys: Collect and analyze parent/caregiver surveys to measure satisfaction and the perceived effectiveness of the support received.

• Goal Achievement Data: Track and report the percentage of families who successfully reached their primary goals as documented in Salesforce.

• Continuous Improvement: Use data from Salesforce and family feedback to identify areas where the program can improve its training or delivery.

• Data Integrity Reports: Submit regular Salesforce reports that verify all required activities, metrics, and checklists are complete and accurate.

• Compliance Checklist: Maintain a completed "Activity Checklist" for every case to ensure all required PSSF components were delivered.