Practice Guidance

All terms are defined in the context of Child Welfare and applicable Federal and State Law.  
Definitions may vary in another context.

A, B, C, D, E, F, G , H, I, J, K, L, M, N , O, P, Q, R, S, T, U , V, W, X, Y, Z

A

Accessing Department of Child Services (DCS) Investigators (Policy 5.23)
DCS Investigators are employees of DCS who are responsible for assisting Family Case Managers (FCMs) in locating absent parents, relatives, and/or other identified persons of interest to the case and/or assessment. FCMs may make a referral for this assistance in situations where all procedural steps have been completed and their efforts have been unsuccessful.

For internal use: Additional information regarding how to make a referral, when to make a referral, and other helpful information may be found under Investigation Services on the DCS Community Services and Referrals webpage.

Access to Information (Policy 4.30)
The Indiana Department of Child Services (DCS) has the authority to request and secure any information from a facility that is necessary to conduct an Institutional Child Protection Services (ICPS) Child Abuse/Neglect (CA/N) assessment. This includes, but is not limited to, files kept on facility staff and children who attend the facility, and the facility’s licensing file.

Access to Medical Records for a Hospitalized Victim of Child Abuse and/or Neglect (CA/N) (Policy 2.15)
The Department of Child Services (DCS) may access the medical records pertaining to CA/N of a hospitalized victim if:

1. The hospital reported the alleged CA/N to DCS; or
2. The hospital has been notified of the CA/N assessment.

Access to Unsubstantiated Child Abuse and/or Neglect (CA/N) Documentation (Policy 4.01)
Documentation in electronic form will be maintained until 24 years after the birth of the youngest child named as an alleged victim of CA/N in the unsubstantiated DCS assessment report. This documentation may be used in the assessment of a subsequent report concerning the same child or family; however, DCS may not rely solely on the unsubstantiated history to support substantiation. Unsubstantiated case documentation will not be available when it has been expunged to comply with a court order.

Accidental Death (Policy 4.31)
A coroner’s finding of “accidental death” does not preclude a Department of Child Services (DCS) assessment finding of substantiated child abuse and/or neglect (CA/N). For example, a coroner may rule a child’s drowning an “accidental death”, but DCS may substantiate neglect due to the parent’s lack of supervision of the child.

Additional Information Needed for Foster Family Home Licensing (Policy 12.22)
Due to the accreditation standards of the Council on Accreditation (COA), the licensing agency may require additional documentation. This information may be added in the comments section of state forms or documented in the licensing file. State forms may not be altered.

Adoption Assistance Program (AAP) (Policy 10.15)
The Indiana Adoption Assistance Program includes the child's potential eligibility for:

1. Adoption periodic payments through AAP or SAS;
2. Medicaid coverage; and
3. Non-recurring adoption expenses (NRAE).

Adoption Assistance Program (AAP) Categorical Eligibility (Policy 10.15)
In addition to meeting the general criteria, the child must meet one (1) of the four (4) categorical eligibility requirements to be eligible for AAP, the only exception is if the child meets the ‘applicable child’ eligibility as defined below:

1. Aid to Families with Dependent Children (AFDC) eligible (see policy 15.01 Title IV-E Eligibility Overview for Field & Legal Staff);
2. Supplemental Security Income (SSI) eligible;
3. Title IV-E eligible in a prior adoption; or
4. Living with a Title IV-E eligible minor parent.

Adoption Records Requests (Policy 2.06)
Any requests for adoption records should be sent to the Department of Child Services (DCS) Public Records Request email at Dcspublic.Recordsrequest@dcs.IN.gov.

Adult Indicators of Domestic Violence (DV) (Policy 4.10)
The following are possible indicators of DV in adults:

1. Evidence of physical injuries;
2. Feelings of depression, anger, and emotional distress;
3. Low self-esteem and suicidal thoughts;
4. Frequent medical problems;
5. Violence in family of origin;
6. Requests for financial assistance;
7. Isolation from friends and family;
8. Damaged property (e.g., holes in the wall);
9. Minimizing abuse;
10. Offender’s accusations of infidelity;
11. Abuse of family pets;
12. Limited access to financial resources;
13. Child overly protective of one (1) parent;
14. Reluctance of adults to be interviewed separately; and/or
15. One (1) parent or adult answers all the questions.

Advance Directives (Policy 11.06)
By stating health care choices in an advance directive, this allows family members and physicians to understand the individual’s wishes about medical care. Indiana law pays special attention to advance directives. Advance directives are normally one (1) or more documents that list the individual’s health care instructions. An advance directive may name a person of choice to make health care choices for when the individual is unable to make the choices. The individual may also use an advance directive to prevent certain people from making health care decisions on one’s behalf. For more information go to the Indiana State Department of Health or Older Youth Initiatives websites.

Agreement of Financial Liability for Juvenile Delinquent/Juvenile Status (JD/JS) Youth (Policy 11.05)
Any adult, including an adult who is not a custodian, caregiver, or legal guardian, is allowed to sign the Agreement of Financial Liability, which is required to obtain a driver’s license or permit. A resource parent may legally sign the application. By signing, the resource parent assumes responsibility both for authorizing the child to receive driver’s training and for providing auto insurance coverage for the youth. Any person signing a minor’s application must also provide documents to prove identity and age, and the person is accepting joint responsibility for any injury or damage caused by the minor. For further information regarding the Agreement of Financial Liability (including the order of preference of adults who sign the agreement and how to request to terminate the agreement), see BMV: Agreement of Financial Liability.

Alternative Training for Foster Parents (Policy 12.14)
Licensed Child Placing Agencies (LPCAs) may approve trainings provided during foster parent support groups organized by an LCPA if the training is related to the role of the foster parent in working with families and children and/or increasing the foster parent’s ability to parent children. Any foster parent support groups not organized by the Department of Child Services (DCS) or an LCPA will require approval by the Assistant Deputy Director of Staff Development. Only the actual amount of time the training takes during the support group may be counted as training hours (e.g., a training that lasts 45 minutes during a two (2) hour foster parent support group will count as 45 minutes of training credit).

Foster parents may only be awarded training hours from training received through employment if it directly relates to increasing their ability to parent children. The types of training that may be awarded include live conference trainings, webcasts, webinars, zoom, or live podcast hours.

Note: Live conferences held online (i.e., in live time) may be counted as face-to-face training credit rather than alternative training. When a foster parent is unable to watch the live version of the live conference at the time it was held, and instead watches a recording of the live conference, the conference may not be counted as face-to-face training credit.

Those who view the materials on the Approved Alternative In-Service Training document may receive in-service training credit following these established guidelines:

1. Sixty (60) minutes of a video equals one (1) hour of training credit;
2. Sixty (60) pages of written resources equals one (1) hour of training credit;
3. Time is figured in quarter hour (15 minute) increments and rounded when necessary (e.g., 53 pages rounds to 1 hour, 47 pages rounds to .75 hours);
4. Credit hours are not given for completing the Alternative Training Verification form; and
5. Each person is responsible for completing one’s own verification form even if two (2) people from the same household review the same resource.

Announced and Unannounced Visits (Policy 4.13)
The determination of whether an announced or unannounced visit is appropriate for the home assessment should be based on the nature of the allegations and the need to protect the child. If there are CA/N allegations concerning the conditions of the home, it would be appropriate for the FCM to make an unannounced home visit. Unannounced home visits should be utilized to determine compliance with DCS standards including, but not limited to protective orders, maintaining sanitary living conditions, safe sleep practices, and maintaining an adequate food supply. However, announced home visits continue to be a valuable method of engaging and maintaining contact with families.

Another Planned Permanency Living Arrangement (APPLA) (Policy 11.27)
APPLA is a federal permanency option that is to be used sparingly, in very limited situations, when attempts to achieve other permanency options have not been successful. APPLA may only be identified as a Permanency Plan for a youth 16 years of age or older, and it must be supported and approved by the Child and Family Team (CFT). When a youth 16 years of age or older has a Permanency Plan of APPLA, documentation is required at each periodic case review hearing. The documentation should reflect intensive, ongoing, and current diligent efforts to return the child home or secure placement with a fit and willing relative (including adult siblings), a legal guardian, or an adoptive parent, including efforts that use search technology (e.g., social media) to find relatives for the youth. The Indiana Department of Child Services

(DCS) must document compelling reasons why it continues to be in the best interest of the youth to have APPLA as a Permanency Plan and why the alternative Permanency Plans of Reunification, Adoption, Legal Guardianship, or Placement with a Fit and Willing Relative are not in the best interest of the youth.

Applicable Child (Policy 10.15)
The following outlines the eligibility requirements for ‘applicable child’:

1. A child who is an eligible age in a given federal fiscal year (or will turn the eligible age within the current federal fiscal year by September 30th);
2. A child who has been in foster care 60 consecutive months;
3. The sibling of an ‘applicable child’ who will be adopted by the same adoptive parent as the sibling;
4. A child who meets one (1) of the other categorical eligibility requirements:
5. A finding of Contrary to the Welfare was in the removal order,
6. Meets all medical and disability requirements for SSI,
7. Title IV-E eligible in a prior adoption, or
8. Living with a minor parent who was removed from home and living in a foster family home or child care institution.

The eligible age for an applicable child is based on the child’s age at the time of entry of the Final Decree of Adoption, as follows:

1. Age 12 and older in Federal Fiscal Year (FFY) 2012 (or will turn 12 within FFY 2012);
2. Age 10 and older in FFY 2013 (or will turn 10 within FFY 2013);
3. Age 8 and older in FFY 2014 (or will turn 8 within FFY 2014);
4. Age 6 and older in FFY 2015 (or will turn 6 within FFY 2015);
5. Age 4 and older in FFY 2016 (or will turn 4 within FFY 2016);
6. Age 2 and older in Federal Fiscal Year 2017 through FFY 2023; and
7. All children beginning July 1, 2024.

See the Indiana Adoption Program Desk Guide for more detailed information.

Arranging for a Child to Attend Court
Consider the following when making arrangements for a child to attend court:

1. Request the hearing date to be set at a convenient time for the child and transporter;
2. Inform the child and transporter as soon as the hearing is set in order to plan; and
3. Consider requesting that transportation of the child to the hearing be included in the court order, if appropriate.

Note: Although parents, resource parents, and placement providers (LCPA staff) may provide transportation for the child to and from court hearings, there may be times when the FCM must provide the transportation.

Assessing the Physical Environment of the Home (Policy 12.07)
When conducting the assessment of the home’s physical environment, photos should be taken to document compliance with requirements or to add support to any applicable exception, waiver, or variance.

Assessment Decision Involving Substance Use (Policy 4.40)
Parental drug use or abuse constitutes child abuse and/or neglect (CA/N) when a child is seriously impaired or seriously endangered. Factors that should be considered in the comprehensive assessment along with drug screen results include, but are not limited to:

1. Parent, guardian, or custodian substantiated Department of Child Services (DCS) history and/or criminal history pertaining to possession of substances or substance use;
2. Evidence that the parent is a chronic drug user including a lengthy history of drug or alcohol abuse;
3. Evidence of the illegal manufacture of a drug or controlled substances on the property where the child resides;
4. Whether the parent has an addiction that renders the parent unable to provide appropriate care and supervision to the child;
5. The parents’ willingness and ability to remain sober when caring for the child;
6. Behavior of the parent, guardian, or custodian indicating use (i.e., extreme lethargy, hyperactivity, slurred speech, poor balance, inability to focus and, visible needle track marks);
7. One (1) or more children living in the home discloses detailed knowledge or first-hand observations of parent, guardian, or custodian’s drug use or impaired behavior;
8. Evidence that the parent exposed the child to an environment of illegal drug use which results in endangering the child’s physical or mental condition including the presence of drug paraphernalia (e.g., syringes, pipes, charred spoons, foils, alcohol bottles) found in the home;
9. The drugs or drug paraphernalia present in the home was or could have been accessed by one (1) or more children living in the home;
10. The condition of the home (e.g., odors commonly associated with drugs or alcohol);
11. The presence of additional allegations;
12. Input from the Child and Family Team (CFT);
13. Factors that support or eliminate that substance use directly endangers child safety; and
14. Any other pertinent information obtained by DCS in the assessment phase.

Assessment Involving Drug Exposed Infants (Policy 4.40)
A pregnant woman’s drug abuse may constitute child abuse and/or neglect (CA/N) and may be legally sufficient for a finding of Child in Need of Services (CHINS), requiring the coercive intervention of the court to ensure the family receives the necessary services. Factors that should be considered in the comprehensive assessment, in addition to the drug screen results include, but are not limited to evidence that:

1. The child was born with fetal alcohol syndrome;
2. The child was born with neonatal abstinence syndrome;
3. The child was born with any amount of controlled substance, legend drug, or metabolite of a controlled substance or legend drug in child’s body including blood, urine, umbilical cord tissue, or meconium absent a prescription or medical supervision;
4. The child has an injury, abnormal physical or psychological development, symptoms of neonatal intoxication or withdrawal that arises or is aggravated as a result of the mother of the child’s use of alcohol, a controlled substance or legend drug during pregnancy absent a prescription or medical supervision; and
5. The child is at substantial risk of a life-threatening condition that arises or is substantially aggravated because of the child’s mother’s use of alcohol, a controlled substance, or legend drug during pregnancy without a prescription or medical supervision.

Assessment Narratives (Policy 4.25)
When creating the narrative, the Family Case Manager (FCM) should summarize the evidence that was collected during the assessment and include information that was pertinent to making a finding for each allegation. The FCM should not cut and paste, type word for word, or include all notes that were taken during the assessment. This creates a cumbersome, lengthy narrative that is time-consuming for supervisors, prosecutors, and others to read. Additionally, the narrative should never be entered in all caps, as this type of formatting is difficult to read; and it can interfere with spell check and other features.

Assessment of Risk (Policy 4.13)
Risk factors that may pose a danger to a child, Family Case Manager (FCM), and/or other responder include, but are not limited to the following:

1. History of domestic violence (see policy 2.30 Domestic Violence [DV]);
2. Locations where high crime is known and/or suspected or locations that are remote;
3. Indications of mental illness, substance abuse, or volatile behavior;
4. Firearms or other weapons in the home;
5. Indications of illegal drug manufacturing in the home;
6. Family members that are criminal suspects and have outstanding arrest warrants;
7. Indications of human trafficking; and/or
8. Dangerous pets or other animals.

Assigning Institutional Child Protection Services (ICPS) Assessments (Policy 4.30)
When assigning an assessment, the ICPS Supervisor will consider the experience and skill sets, caseloads, and schedules of available ICPS Family Case Managers (FCMs) to determine the best match for the assessment. When a report is assigned, the person assigning the report will ensure the ICPS FCM receiving the report is notified.

Availability of an Autopsy Report (Policy 4.31)
According to IC 36-2-14-18, a coroner shall make available, upon written request, a full copy of an autopsy report, including photographs, a video recording, or an audio recording of the autopsy to:

1. The Department of Child Services (DCS), including the DCS local office where the death occurred;
2. The statewide child fatality review committee; and/or
3. The local child fatality review team where the death occurred.

Note: One (1) and three (3) above are for purposes of conducting a review or an investigation of the circumstances surrounding the death of a child, as defined in IC 31- 9-2-13(d)(1) and making a determination as to whether the death of the child was a result of abuse, abandonment, or neglect. An autopsy report made available under IC 36-2-14-18 is confidential and shall not be disclosed to another individual or agency, unless otherwise authorized or required by law.

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B

Background Checks for the Purpose of Visitation (Policies 8.12 & 8.13)
The Department of Child Services (DCS) may request individuals who participate in visitation with the child to complete background checks (see policy 13.13 Childcare Providers and Extracurricular Activities). Any results returned are to be used in the overall determination to evaluate the safety of the child. There is no Child Protective Services (CPS) and/or criminal waiver process involving the DCS Central Office Background Check Unit (COBCU) regarding background checks for the purpose of visitation.

Note: Background checks performed by DCS are sufficient to satisfy Department of Correction (DOC) and/or detention facility background check requirements for those who will be transporting children to visits with incarcerated parents.

Base Rates Review (Policies 17.04 & 18.12)
A supplier may request a review of the base rates approved by the Department of Child Services (DCS) if the supplier believes that an error or omission was made in the:

1. Cost report that the supplier submitted to DCS;
2. DCS’ calculation of the base rate; or
3. DCS’ determination of the reasonableness of a cost.

A request for review as described must be:

1. Submitted in writing to DCS via the Residential Treatment Services Provider (RTSP) and Child Placing Agency (CPA) Rates Administrative Review Request form; and
2. Received by DCS not more than 30 days after the date on which DCS mailed a Rate Letter to the supplier.

A supplier making a request for review for an error or omission described above shall submit the request for review in the form and manner specified by DCS, including:

1. Identification of the current base rate and approved new base rate, as applicable to a specific program or service offered by the supplier;
2. An itemized statement of administrative and indirect costs that the supplier considers allowable under this chapter;
3. A clear, concise statement of the reasons for the requested change; and
4. A detailed statement supporting the requested change.

Note: DCS shall not accept or process an incomplete request for review. If a supplier submits a request for a base rate review and the supplier is currently undergoing revocation proceedings (see policy 17.07 Residential License Revocation or 18.05 License Revocation), the DCS Rate Setting Team must be notified of the revocation proceedings. DCS shall not act upon the request for review when the revocation proceedings are pending.

Not more than 30 days after the date on which DCS receives a request for review submitted under this chapter, DCS shall conduct a review and:

1. Provide written notice and an explanation of DCS’ decision to the supplier; and
2. Publish the notice and explanation of DCS’ decision on the DCS Placement webpage.

The explanation of DCS’ decision must include a detailed explanation of the following:

1. The specific portion of the disputed cost that is being approved or denied for reimbursement;
2. Explanation as to why the disputed cost being denied is unreasonable; and
3. The information DCS used to make its determination.

DCS may give special consideration to approval of the cost if the supplier proves that a cost was previously covered for any supplier or is associated with:

1. Accreditation;
2. Staff safety;
3. Child safety; or
4. A DCS requirement.

Bedding Allowance (Practice SOP 16.02 & 16.03)
Bedding allowance funds are available up to $400 per child if there is a need for a bed and/or bedding, and Department of Child Services (DCS) approval has been obtained. This is a one (1) time payment per child, per the life of the case, and the bed and bedding must go with the child should the child return home or be moved to a different placement. Bed and bedding purchases include, but are not limited to:

1. Mattress and/or box spring;
2. Bed frame and/or rails;
3. Pillows; and
4. Bedding (e.g., blankets, sheets, comforter).

Benefits of Participation in the Indiana Foster Youth Alliance (IFYA) (Policy 11.04)
It is expected that participation in the IFYA will:

1. Balance the youth’s need for support and empowerment;
2. Accommodate a broad range (type and intensity) of youth participation;
3. Demonstrate clear, concrete, and sincere appreciation of youth contributions;
4. Assist youth in assuming roles traditionally reserved for adults for which they have no prior experience;
5. Allow for consistent opportunities to give structured feedback regarding the quantity and quality of services and supports provided to youth in care and after they have aged out;
6. Facilitate the development of personal responsibility;
7. Initiate opportunities for youth leadership and service development;
8. Develop coordination with the Workforce Investment Act Youth Councils (for further information, see Chapter 2 sections 126-129 of the Workforce Investment Act);
9. Provide an opportunity to learn from youth what is really important to them;
10. Improve the quality of Older Youth Services (OYS) by obtaining direct input and feedback from youth members receiving services;
11. Assist with the opportunity to develop or change public policy; and
12. Provide an opportunity to gain leadership and advocacy experience (e.g., serve on regionally or state-based boards or committees as needed or requested by local communities).

Brain Death Situations (Policy 5.14)
According to IC 1-1-4-3, an individual who has sustained “irreversible cessation of all functions of the entire brain, including the brain stem is dead.” If an individual meets this definition for brain death, they may be declared dead by a physician per the hospital’s brain death protocol. This declaration of death by a physician is a medical determination which does not need to be perfected by a court order. When an individual is declared dead per this protocol, the medical team will determine the appropriateness of disconnecting any and all medical equipment connected to the individual. However, a court order must be obtained if the parent, guardian, or Court Appointed Special Advocate (CASA)/Guardian ad Litem (GAL) objects; the hospital seeks Department of Child Services (DCS) consent or input; or the physician or hospital is unwilling or unable to make a declaration of death.

Building Trust with a Child’s Relatives (Policy 5.23)
When family members do not respond immediately to the Department of Child Services (DCS) inquiries, this does not necessarily mean they do not care about the child. When DCS takes the time to build trust with relatives, it may go a long way to help them seriously consider the role they want to play in the child’s life. DCS may help relatives see they do not have to limit their roles to providing a place to stay but have a variety of ways they may be involved in the child’s life.

Suggested strategies to build trust with relatives include:

1. Persevering- Continue to engage the family during each contact and during Child and Family Team (CFT) Meetings to partner in the identification of family and important individuals in the lives of the child and family members; and
2. Providing Opportunities for Family Participation in CFT Meetings- It is important to let family members decide as much as possible about how they may help the child. Once the child’s situation is clear, it is important to give relatives an opportunity to step forward. Family members often take the initiative to let others know about the child’s situation. They often show their support in unanticipated ways- including traveling long distances at their own expense to participate in planning meetings.

Bureau of Disabilities Services (BDS) (Policies 7.07)
BDS is a division of the Family and Social Services Administration (FSSA) which administers programs that support children and adults with intellectual and developmental disabilities to enable them to live as independently as possible. BDS services are available through Medicaid Waivers, such as the Family Supports (FS) Waiver and Community Integration and Habilitation (CIH) Waiver. For more information, visit the BDS website or by calling (800) 545-7763.

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C

Calculating Income for Assistance Group (Policy 15.07)
The total income available to the assistance group includes the countable earned and unearned income based on the month it was received, not the month it was earned. The total monthly income for all members of the assistance group is compared against the 185% and 100% standards of need. If the assistance group’s income does not exceed either standard of need, the Aid to Families with Dependent Children (AFDC) income requirement is met.

Note: In addition to the individuals in the assistance group, a portion of the earned and unearned income of the following individuals may also be considered:

1. Step-parent;
2. Unqualified alien parent; and
3. Senior parent (the parent of a minor parent).

The countable earned and unearned income must not exceed the income limits for the child’s assistance group size. The income limits are based on Indiana’s AFDC Program Standard of Need effective July 16, 1996.

Case Transfer Considerations (Policy 5.13)
It is not intended that a case will be transferred multiple times during a family’s involvement with the Department of Child Services (DCS). Case transfer requests should only be considered when a family’s move will ultimately facilitate permanency. DCS staff should carefully consider the potential positive and negative effects of transferring a case before making a decision regarding the transfer.

Change in Child or Parent’s Status (Policy 5.08)
The Case Plan/Prevention Plan should document changes regarding the parent’s income, employment status, and place of residence. These changes may affect the child’s Title IV-E Foster Care (Title IV-E) Eligibility (see policy 15.01 Eligibility Overview for Field and Legal Staff).

Checking or Savings Account (Policy 11.01)
A foster youth at least 16 years of age may open a checking or savings account with a depository financial institution (i.e., commercial bank, credit union, or savings and loan association) in the foster youth’s name with the consent of a juvenile court. A foster youth who opens a checking or savings account is:

1. Solely responsible for paying all bank-related costs associated with the account; and
2. Solely liable for any and all penalties assessed to the foster youth as the account holder due to any violations of the terms of the account.

Child and Adolescent Needs and Strengths (CANS) Certification
All Family Case Managers (FCMs), FCM Supervisors, Local Office Directors (LODs), and Division Managers (DM) are certified in both the birth to age six (6) assessment and the six (6)- 17-year-old assessment, using the web-based training available through the Praed Foundation. Reliability of .70 or higher is required for certification. Periodic re-certification is required.

All FCM Supervisors complete the CANS and Adult Needs and Strengths Assessment (ANSA) Overview: Framework and Utilization through Indiana University (IU) Expand; the 4-hour CANS Supervision Training provided by DCS Staff Development; and maintain certification through the Praed Foundation (see the CANS Certification Tutorial).

Child and Adolescent Needs and Strengths (CANS) Placement Recommendations (Levels) (Policies 5.19 & 8.50)
Per diem rates are based on age groups birth to four (4) years of age, five (5) to 13 years of age, and 14 years of age and older. The categories of supervision align closely with the placement recommendations generated by the CANS Assessment explained in the table below.

• Level 1- Foster Care is the minimum placement level recommended on the CANS Assessment for all children identified as removed/placed by DCS. The child’s needs may be met in a family and community setting with access to school, friends, and community-based resources. The child may have a history of mild behavioral or emotional needs that require a low level of service, such as outpatient therapy.
• Level 2- Foster Care with Services (Moderate Foster Care) indicates the child has a moderate developmental, behavioral, or emotional need. In addition to foster care in the community, the child, family, and resource family may be supported with treatment and support services to address and manage identified needs.
• Level 3- Treatment Foster Care indicates the child has a severe medical, developmental, behavioral, or emotional need or a high-risk behavior that is moderate to severe. In addition to foster care in the community, the child, family, and foster family are supported with treatment and support services to address and manage identified needs.

Note: A child may also have a combination of any of the above needs.

• Level 4- Group Home (15 years of age and older) indicates the child has a moderate developmental, physical, or medical need and/or moderately exhibits sexual aggression or delinquency that may require placement in a specialty program provided in a Group Home setting if a suitable resource home is unable to meet this level of service and supervision intensity.
• Level 5- Treatment Foster Care Plus (12 years of age and younger) indicates the child has moderate developmental, emotional, behavioral, medical, or physical needs and/or exhibit moderate sexual aggression or delinquency that may require an increased intensity of supervision and level of services.
• Level 6- Group Home/Treatment Group Home (12 to 14 years of age) indicates the child has a moderate or severe emotional, behavioral, or developmental need; a physical/medical need; and/or exhibits sexual aggression or delinquency that may require placement in a specialty program provided in a Group Home setting if a suitable resource home is unable to meet this level of service and supervision intensity.
• Level 7- Residential Treatment Center indicates the child; usually 12 years of age or older, has a severe developmental, emotional/behavioral, physical, or medical need and/or exhibits severe sexual aggression or delinquency that may require placement in a specialty program provided in a Residential setting if a suitable resource home is unable to meet this level of service and supervision.

Child and Family Team (CFT) Meeting (Policies 4.19, 4.50, 5.07, 5.21, 5.25, 7.03, & 8.10)
According to The Child Welfare Policy and Practice Group, a Child and Family Team Meeting is a gathering of family members, friends, members of the family’s faith community and professionals who join together to jointly develop individualized plans to strengthen family capacity, to assure safety, stability, well-being, and permanency and to build natural supports that will sustain the family over time (see policy 5.07 Child and Family Team [CFT] Meeting). Bringing a family together with a solution-focused team of supports contributes to a variety of potential benefits, such as:

1. Preventing abuse and neglect and speeding up permanency;
2. Preventing removal and placement disruptions;
3. Strengthening engagement with families and older youth;
4. Improving the quality of assessments about strengths and needs;
5. Increasing the likelihood of matching the appropriate services to needs;
6. Identifying kinship placement opportunities;
7. Increasing the capacity to overcome barriers; and
8. Creating a system of supports that will sustain the family over tie and provide a safety net after agency involvement ends.

Child and Family Team (CFT) Meeting Composition (Policy 5.07)
It is important to remember that the composition of CFTs will vary depending on each case. Family Case Managers (FCMs) may facilitate CFT Meetings with the child and/or their caregiver or placement provider. Prior to teaming with the child only, efforts should be made to team with the child’s parent, guardian, or custodian. However, there may be reasons that support child only CFT Meetings. For example, Termination of Parental Rights (TPR) has occurred for a parent of the child or the discussion at a CFT Meeting may be detrimental to the child. FCMs should seek supervisory input prior to proceeding with teaming with the child only (see Teaming with the Child/Youth and/or Placement tool).

Child and Family Team (CFT) Process During Assessment Phase (Policy 4.28)
The CFT composition may look different in the assessment phase. Over time, the functioning of the team may change, and other team members may be identified. CFT members may aid in identifying the least restrictive and most appropriate placement option by providing information about non-custodial parents, absent parents, and/or appropriate relatives, as well as, discussing priorities such as proximity and placement of siblings, if applicable.

The following should be considered when developing the CFT during the assessment phase:

1. A lengthy prep is not necessarily required when utilizing the CFT process during the assessment phase. During the assessment phase, FCMs are gathering the same information that is covered during the “prep” for the CFT process. It is important to realize that the CFT process utilizes all the basic Teaming, Engaging, Assessing, Planning, and Intervening (TEAPI) skills that each FCM has learned.
2. Some families may identify a limited support system during the assessment phase. As a result of a limited support system, there may only be two (2) to three (3) individuals at the meeting in addition to the representatives from DCS. In these situations, DCS may engage and team with the family to identify a goal of expanding their informal support system, which would increase the CFT’s membership. The key is to have a CFT composed of key individuals that may support the family after DCS involvement ends. DCS should always ask the question, “Is this an Indian Child?”
3. The format of the CFT may look different in the assessment phase. These meetings may lack the formality of the CFT meetings held later in the case. The focus of the meeting will be the same: the creation of a functioning CFT that may support the family so that well-informed decisions may be made to ensure the safety and well-being of the child involved.

Child Care Allowance (Practice SOP 16.02)
Child Care Allowance funds are available up to $18 per day or $90 per week (total $2340) per child (only if needed for work, school, or due to a medical requirement). Child care costs are paid for a child care center or home that is licensed, registered, or the appropriate background checks have been conducted (see policy 13.05 Conducting Background Checks for Unlicensed Placements). This funding is available for six (6) months. If the relative/kin becomes licensed or begins receiving Child Care Development Fund (CCDF) prior to six (6) months, the funding will end.

Note: DCS will only permit an Unlicensed Registered Child Care Ministry to be paid using Child Care allowance if the ministry accepts CCDF.

Child Care Concerns (Practice SOP 16.02)

It may be appropriate to facilitate a Child and Family Team (CFT) Meeting to discuss any concerns regarding child care, which may include, but are not limited to:

1. Safety and/or well-being of the child;
2. Child care needs;
3. Location of child care;
4. Child care cost;
5. Alternate child care facilities;
6. Site visits completed by the Family Case Manager (FCM) to make an informed decision as to the appropriateness of the child care facility; and/or
7. Determining if a Family and Social Services Administration (FSSA) inspection report should be completed for the child care facility.

Child Care Home (Policy 3.08)
The Department of Child Services (DCS) assesses all child care homes (as defined in IC 12-7-2-28.6) whether licensed, unlicensed, or operating illegally without a license (see policy 4.30 Conducting Institutional Investigations by the Institutional Child Protection Services [ICPS] Unit).

Child in Need of Services (CHINS) Benchbook Forms (Policy 2.20)
The Indiana Judicial Center website houses the Indiana Juvenile CHINS Benchbook Forms for child support that complies with the requirements of state and federal law. For access:

1. Scroll down to the Chapter 10, “Disposition,” section;
2. Click on Form C-10.06, “Financial Obligation Order,” and a Microsoft Word document will open; and
3. Scroll down the Word Document to get to the Child Support section.

Child Protection Team (CPT) Review of Screen Outs (Policy 2.27)
The CPT may request to review screen-outs. If the CPT requests to review screen-outs, the DCS Local Office Director (LOD) or designee should review all screen-outs each day before submitting screen-outs to the CPT for review.

Children Placed in another Indiana County or Out-of-State (Policy 8.27)
When a child is placed in out-of-home care in a different Indiana county or out-of-state, the same policies and procedures apply. The supervising Family Case Manager (FCM) will work with the resource parent to ensure that the child’s Medical Passport is kept up to date and/or the FCM has access to the electronic medical records maintained by the child’s health care provider.

Child Representatives (Policies 5.08, 11.01, & 11.06)
Beginning at 14 years of age, youth may select up to two (2) child representatives. The child representatives must be at least 18 years of age, members of the Child and Family Team (CFT) and may not be a foster parent or Family Case Manager (FCM). The youth may select one (1) of the child representatives to also be the child’s adviser, and if necessary, advocate for age appropriate activities. Child representatives are subject to the approval of the Indiana Department of Child Services (DCS), and they may be rejected if there is cause to believe they would not act in the best interest of the child.

Child’s Redacted Case Record (Policy 10.22)
The redacted case record includes, but is not limited to the child’s:

1. Preliminary Report of Alleged Child Abuse or Neglect (310);
2. Assessment of Alleged Child Abuse or Neglect (311);
3. Mental health records;
4. Health records (e.g., birth records, immunization records, ongoing health information, and dental and vision records); and
5. Photographs that do not disclose identifying information of other family members.

Child’s Voice in Permanency Planning
The Child and Family Team (CFT) should have a meaningful and informed discussion with the child regarding the child’s views on leaving the current home and how the child feels about reunification, adoption, guardianship, Another Planned Permanent Living Arrangement (APPLA), or placement with a fit and willing relative. The child’s views should be taken into consideration when reviewing and revising the permanency plan.

Child’s Wishes Regarding Removal of Life Support, Do Not Resuscitate (DNR), and/or Organ Donation (Policy 5.14)
Previous statements or opinions of a child regarding the removal of life support, issuance of a DNR Order, or organ donation should be considered in all situations. Although this opinion may not necessarily be followed, it is important for all members of the team (including the court) to be aware of previous statements made by the child regarding any of end of life care issues.

College Courses for Foster Parent Training (Policy 12.14)
Some college courses may be approved for in-service training credit hours. These courses must be directly related to children, the care of children, meeting the special needs of children, child welfare, or social services related to foster care or children. Examples of approvable courses include child development, childcare, psychology, and sociology.

To receive credit for a college course, the foster parent must provide a transcript with a passing grade and a syllabus and/or course schedule. Credit may be given for the completion of appropriate college courses with the number of college credit hours being doubled upon receiving the required documentation. For example, if a foster parent attends a three (3) hour college course and provides appropriate documentation, the foster parent could receive six (6) hours of in-service credit. Partial credit may be given when only portions of the course are applicable. This would be done on a percentage basis and will be determined by the Assistant Deputy Director of Staff Development or Licensed Child Placing Agency (LCPA). If the LCPA is unsure whether the specific course would count as training hours, the LCPA should contact the Department of Child Services (DCS) Resource and Adoptive Parent Training (RAPT) email (DCSRAPTRegistrations@dcs.in.gov) with any clarifying questions and to request additional review for final approval.

Communicable Disease Testing Costs (Policy 8.31)
The responsibility for the cost of communicable disease testing falls first to the child’s parent, guardian, or custodian. If the parent, guardian, or custodian is unable to pay, the cost falls ultimately to the Department of Child Services (DCS). If the child is eligible for and receiving Medicaid, Medicaid will pay for testing when there is a medical need to test. This includes testing for children who are symptomatic and for children who are asymptomatic but at high risk for a communicable disease. Communicable disease testing does not require medical preauthorization.

Communicating Hearing Information to Child and Family Team (CFT) Members (Policy 6.04)
Communicating hearing information to all relevant parties in a timely manner aids in building trust-based relationships. Family Case Managers (FCMs) may explain to the appropriate parties who are entitled to notice of the hearing the date of an upcoming court hearing, purpose of the hearing, and what will be discussed.

Community Resources to Explore Prior to Requesting Funding for a Family (Practice SOP 16.03)
Prior to requesting financial assistance to assist a family in meeting a child’s basic needs, alternative funding from extended family members and community resources should be explored through contact with the following:

1. Trustee’s office;
2. Utility company (e.g., gas, electric, and water) directly to see about enrolling in a payment plan;
3. Local winter assistance and/or summer cooling programs if available in the area;
4. Energy Assistance Program (EAP);
5. Salvation Army and other charitable organizations;
6. Local churches and other faith-based organizations;
7. School system;
8. Medicaid Transportation; and
9. Community groups.

Community Training Opportunities for Foster Parents (Policy 12.14)
The Department of Child Services (DCS) and Licensed Child Placing Agency (LCPA) licensing worker or foster parents may become aware of training opportunities offered through local sources (e.g., schools, social service agencies, medical or mental health facilities, and court systems). It is the responsibility of the foster parent licensed through a local DCS office to submit information related to the training to the Regional Foster Care Specialist (RFCS) to determine if there is a training component suitable for awarding in-service training credit. Suitability will be determined based upon the training topic, its relevance to the role of the foster care provider or foster children, and the credentials of the presenter. Credit will be awarded based upon the length of the actual training time. The Assistant Deputy Director of Staff Development will determine whether a training has components suitable for awarding in-service training credit for foster parents. To receive credit for approved community training opportunities, the foster parent attending them must obtain verification of completion of the training. This can be in the form of a certificate, a training credit form, a written statement from the sponsoring agency, or a copy of the sign-in sheet. Submit all requests to the DCS Resource and Adoptive Parent Training (RAPT) email (DCSRAPTRegistrations@dcs.in.gov).

Compelling Circumstances (Policy 8.02)
The assessment for compelling circumstances should be based on the totality of information related to the placement including the youth and the proposed placement. There are some factors that may be relevant to an assessment of compelling circumstances. One (1) factor is the child’s unique or unusual history related to race, color, or national origin including considerations of traumatic experiences. If there are other factors relevant to the individualized assessment based on the Family Case Manager’s (FCM’s) knowledge and understanding of the child, those factors should also be considered. If the youth is 14 years of age or older and is being placed for adoption, the youth’s request or refusal of placement based on race, color, or national origin may be considered, however, it is important to document whether the request of refusal is in the youth’s best interest. If the child is under 14 years of age, the child’s request or refusal cannot determine placement absent relevant circumstances in the individualized review leads to determination that consideration of race, color, or national origin is appropriate.

Completing the Notification to Consulate or Embassy (Policy 2.22)
When completing the Consulate/Embassy Notification, it is imperative to have accurate information. If information is unknown, the form should reflect that it is unknown. Family Case Managers (FCMs) should not submit a Consulate/Embassy Notification with an assumed place of birth. If the place of birth is unknown, attempt to obtain the information by:

1. Reviewing the child’s birth certificate;
2. Asking the parent to which country the absent parent, guardian, or custodian was deported;
3. Contacting known relatives; and/or
4. Reviewing any identification paperwork obtained.

Note: Do not contact Immigration and Customs Enforcement (ICE) to obtain this information. FCMs should attach copies of any case documents (e.g., court orders, identification documents, and paternity orders) and any additional contact information they may have received when submitting the Consulate/Embassy Notification to International and Cultural Affairs (ICA).

Comprehensive Educational Records (Policies 7.06 & 8.20)
Comprehensive educational records include:

1. Attendance over the last few years;
2. School placements;
3. Special education evaluations;
4. Individualized Education Programs (IEPs);
5. Indiana Reading Evaluation and Determination (IREAD)/Indiana’s Learning Evaluation and Assessment Readiness Network (ILEARN) scores;
6. Response to Intervention (RTI) data; and
7. Grades.

Conducting Background Checks on Noncustodial Parents (Policy 5.04)
Background checks may be conducted on the noncustodial parent if the Family Case Manager (FCM) has reason to question the safety of the placement or if risk factors are present. Safety or risk factors that would necessitate a criminal history check include, but are not limited to, the following:

1. Child raises concern regarding the placement;
2. Custodial parent or members of the Child and Family Team (CFT) have concerns regarding the placement;
3. Custodial parent or members of the CFT report past or current criminal history perpetrated by the noncustodial parent; or
4. Noncustodial parent does not have regular visitation with the child.

Conflict of Interest (Policies 2.08 & 4.39)
The Department of Child Services (DCS) staff will not allow private or personal interests or relationships, financial or otherwise, to conflict with or influence their professional duties and responsibilities; this includes behavior that would lead a reasonable person to believe that private or personal interests have motivated an action or decision. If a conflict of interest or potential conflict of interest is identified, notify the direct supervisor (see the DCS Code of Conduct).

Consent to Interview Child When Exigent Circumstances Do Not Exist (Policy 4.05)
The chart below summarizes many, but not all, situations of exigent circumstances. If a Family Case Manager (FCM) encounters a circumstance not covered on this chart, the FCM should use critical thinking skills and seek supervisory guidance as needed.

Consideration of Protective Factors to Ensure Safety (Policies 4.18, 4.19, 4.26, 4.42, 4.50, 5.02, 5.03, 5.07, 5.20, 5.21, 5.25, 7.03, 7.11, 8.10, & 8.44)
Protective Factors are directly connected to the strengths of the family and may be used as a resource to learn new skills and solve problems. By using a protective factors approach, child welfare professionals and others can help parents find resources and supports that emphasize their strengths while also identifying areas where they need assistance, thereby mitigating the chances of child abuse and neglect. When completing a Safety Plan, consider the protective factors listed on the Six (6) Protective Factors and Tips to Highlight document (see Forms and Tools) as part of an evaluation of the family’s ability to ensure the safety of the child.

Considerations for a Foreign-Born Child (Policies 7.09 & 8.24)
If the child’s caregiver is a citizen of another country the Family Case Manager (FCM) will consult with International and Cultural Affairs (ICA) (internationalandculturalaffairs@dcs.in.gov) for guidance as needed. If the child or the caregiver is foreign-born, it is recommended to complete a referral in KidTraks to request a consultation with the ICA division for any in-state, out-of-state or out-of-country travel (see policy 2.22 International and Cultural Affairs [ICA] Service).

Considerations in Requesting A Child In Need Of Services (CHINS) Petition (Policy 4.22)
In contrast to a substantiation, a CHINS designation focuses on the condition of the child rather than on an act or omission (fault) by the parent, guardian, or custodian. A CHINS proceeding establishes whether a child's circumstances necessitate services that are unlikely to be provided without the coercive intervention of the court. The purpose of a CHINS adjudication is to protect the child, not punish the parent, guardian, or custodian. Every CHINS request must be made focusing on the needs of the child.

Considerations when Sharing Paternity Information (Policy 5.05)
Paternity information should be shared with each person involved with genuineness, empathy, respect, and professionalism. Paternity results that would change the course of services offered or alter current relationships, may best be addressed with the parent and service providers during the preparation of a Child and Family Team (CFT) Meeting for each impacted individual (see Tips for Preparing the Team for the Initial CFT Meeting document and the Establishing Paternity Brochure).

Considering Unsubstantiated Child Abuse and/or Neglect (CA/N) History in Making an Assessment Finding (Policy 4.22)
Documentation of unsubstantiated assessments will be maintained in electronic form until 24 years after the birth of the youngest child named as an alleged victim of CA/N in the Department of Child Services (DCS) assessment report. DCS personnel will have access to the assessment. This documentation may be used in the assessment of a subsequent report concerning the same child or family; however, DCS may not rely solely on the unsubstantiated history to support substantiation. Unsubstantiated case documentation will not be available when it has been expunged.

Consulate Verification of Documents (Policies 2.09 & 2.23)
In order to send a picture or a document to the Consulates for verification, the International and Cultural Affairs (ICA) liaisons must have accurate and complete pictures of the documents. Family Case Managers (FCMs) should scan the documents in the office or utilize a mobile scanner application. Taking a photo of documents to send to the Consulate is not recommended. See the International & Cultural Affairs (ICA) Desk Guide for additional information.

Contact Versus Interview (Policy 4.04, 4.09, 4.05, & 4.18)
A contact can be any communication or an in-person observation. An interview occurs when a person is individually questioned about the allegations of a child abuse and/or neglect (CA/N) report. Best practice is that children are not interviewed in the presence of family members or other witnesses. A contact is not always considered an interview.

A contact includes, but is not limited to the following types of communication:

1. Face-to-face at the home, office, or other location;
2. Telephone;
3. Fax;
4. Email;
5. Voicemail;
6. Written correspondence; and/or
7. Virtual (e.g., video conferencing).

Contact with Children in Out-of-Home Placement (Policy 8.10)
Regular face-to-face contact with the child allows the Family Case Manager (FCM) to:

1. Assess the child’s safety, stability, permanency, and well-being (including mental and physical health, medical care, educational status, and progress toward a successful transition to adulthood);
2. Develop and maintain a trusting and supportive relationship with the child;
3. Assess the child's underlying needs and related behaviors, as well as, progress in out-of-home placement;
4. Discuss the child's thoughts and feelings about being away from home and living with the resource parent, as age and developmentally appropriate;
5. Discuss issues related to separation from siblings (if applicable);
6. Help the child prepare for family reunification or another permanent living situation if family reunification has been ruled out; and
7. Spend time with and build relationships with the child’s family and supports.

Copying Cost (Policy 2.06)
No fee may be charged for inspection of public records. However, a reasonable copying fee may be charged.

Corrective Action Plan (CAP) Duration (Policy 12.17)
While IC 31-27-4-17 allows for a six (6) month duration of a CAP, DCS recommends that the standard duration for a CAP be three (3) months.

Corrective Action Plan (CAP) Examples (Policy 12.17)
Examples of when a CAP may be implemented include, but are not limited to the following:

1. Additional training is needed to support the foster family; or
2. Violations to the Department of Child Services (DCS) policy, Indiana statute, or an administrative rule.

Corrective Action Plan (CAP) with Placement Hold (Policy 12.17)
Examples of when a CAP with placement hold may be implemented include, but are not limited to the following:

1. Lack of in-service training hours;
2. Licensing paperwork and/or background checks are not completed;
3. Water testing results without approval of a variance;
4. Cardiopulmonary Resuscitation (CPR), First Aid, and Universal Precautions certifications are not up to date;
5. Pet rabies vaccinations is not up to date; or
6. Violations to the Department of Child Services (DCS) policy, Indiana statute, or an administrative rule.

Corrective Action Plan (CAP) with Probation (Policy 12.17)
A CAP with probation will be handled on an individual basis and the non-compliance should be staffed with the Central Office Foster Care Licensing Team and/or the Foster Care Division Manager (DM).

Cost of Attendance for Education and Training Voucher (ETV) Program (Policy 11.10)
Each youth may access up to $5,000, not to exceed the cost of attendance, for the Education and Training Voucher (ETV) Program. The cost of attendance is the total amount of money it will cost a student to attend a school for the fall, spring, and summer semesters. This is calculated differently at each college, university, or trade school. The cost of attendance is calculated using actual figures (not estimates) for the following:

1. Tuition/fees (hours enrolled including full-time, ¾ time, ½ time, or less than ½ time);
2. Room and Board (on campus or off campus in the student’s own apartment or shared housing);
3. Books/supplies;
4. Personal (including clothes and personal items – each university figures this differently);
5. Transportation (each university figures this differently);
6. Day care and computers (these are not automatically included but may be allowed if students ask for this to be included);
7. Healthcare (not always included); and/or
8. Expected family contribution or the youth’s expected contribution.

Standard amounts regarding where the youth is living are based on self-report. If the youth needs the personal and/or transportation costs increased, the school will ask for receipts to document how much has been spent in each area to justify the additional costs. If day care, computer, or student healthcare is needed, the student must check to see if these items were included in the cost of attendance. If not, the youth may request that the items be included, which could raise the cost of attendance for the youth and potentially increase the amount of funds available for the youth.

Court Disagreement with Placement, Services, or Programs (Policy 6.07)
The court may disagree with the placement, services, or programs offered, implemented, or not offered by Department of Child Services (DCS). When this occurs, the court is required to provide a recommendation option to DCS. If the disagreement occurs prior to the Dispositional Decree, DCS will have three (3) days from the date it receives the court’s order to provide a report to the court. If the disagreement occurs after the Dispositional Decree, DCS will have seven (7) days from the date it receives the court’s order to reconsider the option and provide a supplemental PDR (Predispositional Report). Each report will inform the court of the decision made by DCS, including the recommended placement, program, or services, and the reason for the decision. If the court continues to disagree, a court order may result. DCS must follow the order of the court but will have an opportunity to appeal the decision, if applicable.

Creating a Safety Plan when Domestic Violence (DV) is Alleged or Identified (Policies 2.30, 4.19, & 5.21)
When DV is present or suspected, the Department of Child Services (DCS) creates a Safety Plan which addresses the safety of the child and all family members. The purpose of this plan is to:

1. Achieve immediate safety for the child and non-offending parent;
2. Begin planning for long-term safety for the child and the non-offending parent;
3. Provide safety options for the non-offending parent and the child; and
4. Address behaviors demonstrated by the alleged DV offender that pose a risk to the child’s safety.

Note: The Safety Plan for the non-offending parent and child should not be shared with the alleged DV offender. A separate Safety Plan is developed with the alleged DV offender. Both plans should also address any other safety concerns that have been identified for the child.

The plan created for the non-offending parent and/or child should include strategies to reduce the risk of physical violence and harm by the alleged DV offender and enhance the protection of the child and non-offending parent. The Safety Plan for individuals living with DV will vary depending on whether the non-offending parent is separated from the alleged DV offender, thinking about leaving, returning to, or remaining in the relationship. Specific planning may include, but is not limited to:

1. Engaging the non-offending parent in a discussion about the options available to keep the non-offending parent and the child safe, including what has been tried before;
2. Exploring the benefits and disadvantages of specific options and creating individualized solutions for each family;
3. Utilizing the criminal justice and civil court systems to hold the alleged DV offender accountable; and
4. Developing a written list of phone numbers of neighbors, friends, family, and community service providers that the non-offending parent may contact for safety, resources, and services. This requires FCMs to stay current about resources, contacts, victim advocates, and legal options.

The plan created for the alleged DV offender should identify and address behaviors and harm caused by the alleged DV offender with the safety and protection of the non-offending parent and child as the ultimate goal. Specific planning may include, but is not limited to:

1. Agreement to refrain from any further acts of physical harm or violence against the nonoffending parent and/or child;
2. Agreement to refrain from any further acts of coercive control or manipulation against the non-offending parent and/or child (e.g., harassment, stalking, verbal, or emotional abuse, and withholding basic needs [food, clothing, medical care, modes of communication or transportation, access to employment]); and/or
3. Exploring options to dispose of (temporarily or permanently) weapons kept on their person, or in the home.

Examples of items that may be addressed in a safety plan for an alleged DV offender include the following:

1. The alleged DV offender will not commit further physical violence towards any member of the household or any pets;
2. The alleged DV offender will not intimidate any member of the household including verbal threats, destruction of property, or throwing objects;
3. The alleged DV offender will not possess any weapons (e.g., guns, bows, arrows, knives) and no weapons will be in the home or on the premises;
4. The alleged DV offender will not withhold basic needs from the non-offending parent (food, clothing, shelter, medical/mental health care, education, socialization)
5. The alleged DV offender will not use physical discipline;
6. The alleged DV offender will not deny the partner access to telephone, vehicle, or other forms of communication and transportation; and
7. The alleged DV offender will not deny the partner access to income/financial resources.

Credibility of Evidence (Policy 4.22)
Many factors affect the credibility of evidence. When making assessment findings, the credibility of each piece of evidence must be evaluated by considering factors such as, but not limited to:

1. A witness’s ability and opportunity to observe what the witness has claimed;
2. The manner and conduct of the witness while speaking;
3. Any interest, bias, or prejudice the witness may have;
4. Any relationship the witness may have with other interested parties;
5. The reasonableness of the witness’s testimony considered in the light of all the evidence heard;
6. Additional evidence and information that supports someone’s prior statements or other evidence. This information makes the prior statement or other evidence it supports more credible than evidence that has not been verified or supported by independent sources; and
7. The witness is a professional source who may provide an opinion because of the witness’s knowledge, skill, experience, training, or education. Consider the following when deciding how much weight to give a professional source opinion:
8. The witness’s skill, experience, knowledge, and familiarity with the facts of this case;
9. The reliability of the information supporting the witness’s opinions; and
10. The reasons for the opinions.

While a detailed description of a complex chain of events is beyond the capabilities of young children, they are able to give plausible and specific descriptions of traumatic situations that would normally be beyond their experience (e.g., sexual acts) and such statements should be taken seriously. Consultation with a Qualified Mental Health Professional (QMHP) is appropriate when considering emotional injury to the child.

Credit Reports (Policy 11.01)
Most children and youth do not have credit reports. If a credit report does exist for a person younger than 18 years of age, it may be due to error, fraud, or identity theft. To protect the identity and future credit worthiness of the youth, there is a need to take action and correct the information.

The three (3) main Credit Reporting Agencies (CRAs) are: Experian, Equifax, and TransUnion. Each year, the Older Youth Services (OYS) service provider caseworker must assist older youth 18 to 21 years of age in obtaining their credit report through the Annual Credit Report website. The youth will receive assistance in interpreting and resolving any inaccuracies in the credit report from Indiana’s OYS service providers.

Voluntary youth 18 to 23 years of age who are discharged from care will be advised to apply for their credit report from each of the three (3) CRAs each year until the youth is no longer actively participating in voluntary services. The youth will receive assistance in obtaining, interpreting, and resolving any inaccuracies in the report.

Contact Information for CRAs

Contact information for Experian:

• By Mail: Experian National Consumer Assistance Center, P.O. Box 4500, Allen, Texas 75013
• Online: Experian Disputes
• By Phone: Phone number provided on credit report or (888) 397-3742

Contact information for Equifax:

• By Mail: Equifax Credit Information Services, Inc., P.O. Box 740256, Atlanta, GA 30348
• Online: Equifax Member Center
• By Phone: Phone number provided on credit report or (866) 349-5191

Contact information for TransUnion:

• By Mail: TransUnion LLC, Consumer Dispute Center, P.O. Box 2000, Chester, PA 19016
• Online: TransUnion Disputes
• By Phone: Phone number provided on credit report or (800) 916-8800

Cultural Awareness (Policies 2.09 & 2.22)
It is important to be aware of how different cultures communicate. Children and families members may refer to adult nonrelatives in their life as “Husband”, “Wife”, “’Aunt”, or “Uncle” when they are not relatives by blood or marriage. FCMs should always verify the identity of all individuals involved with the family (see policy 2.09 Verifying Identity). This is also important in cases of human trafficking, as children may be forced to claim familial relationships with the individuals who are exploiting them (see policy 4.47 Human Trafficking).

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D

Deciding to Drug Screen in Permanency Case Management (Policy 5.20)
During a home visit, the Family Case Manager (FCM) should gather information regarding the need to drug screen a parent, guardian, or custodian. It may also be beneficial to talk with service providers that are involved with the family to determine if there are any noticeable concerning behaviors related to substance use.

Note: Observations from various sources can show a picture of how a person is functioning on a day-to-day basis and provide justification for continuing to administer court ordered drug screens.

Factors that should be considered in deciding to administer or refer for a drug screen if authorized by consent or court order or when evaluating drug screen results in permanency case management include, but are not limited to:

1. Parent, guardian, or custodian substantiated Department of Child Services (DCS) history and/or criminal history pertaining to possession of substance or substance use;
2. The presence of protective factors to mitigate potential safety concerns (nurturing, attachment, knowledge of parenting skills, knowledge of youth development, family functioning, family resilience, social connections, and concrete supports for parents);
3. The parent, guardian or custodian’s level of compliance and progress in substance use treatment;
4. Reports from a service provider or Law Enforcement Agency (LEA), indicating the parent, guardian, or custodian has used or is suspected to have used substances;
5. Parent, guardian or custodian behavior indicating substance use (e.g., extreme lethargy, hyperactivity, slurred speech, poor balance, inability to focus and, visible needle track marks);
6. One (1) or more children living in the home discloses detailed knowledge or first-hand observations of parent’s, guardian’s, or custodian’s drug use or impaired behavior;
7. The presence of drug paraphernalia (syringes, pipes, charred spoons, foils, alcohol bottles) found in the home;
8. The condition of the home (odors commonly associated with drugs or alcohol);
9. The presence of additional allegations;
10. Factors that support or eliminate that substance use directly endangers child safety;
11. Input from the Child, Family Team (CFT); and
12. Any other pertinent information obtained by DCS throughout the permanency case.

Decision Support Regarding Exigent Circumstances (Policy 4.06)
DCS Central Office will support an FCM’s decision on exigent circumstances, provided the FCM:

1. Made the decision based on the best interests of the safety and well-being of the child;
2. Sought supervisory validation if the FCM was unclear about whether the safety and wellbeing of the child may have been compromised by seeking consent prior to interviewing; and
3. Clearly documented the rationale for the decision in the assessment records.

In the following examples, seeking parent, guardian, or custodian permission prior to interviewing the child would further endanger the child:

1. The child self-reports Child Abuse and/or Neglect (CA/N) allegations to DCS or a professional (e.g., teacher, medical professional) and the child requests an interview with DCS without parent, guardian, or custodian consent;
2. The parent is the alleged perpetrator and there are immediate concerns for the child’s safety. In this example, it would be in the best interest of the child to conduct the interview immediately at a location other than the child’s home; and
3. The child’s uncle is the alleged perpetrator of sexual abuse. There was a previous assessment of alleged sexual abuse of the child by this uncle. The assessment documents that the parent did not believe the allegations. In this situation, the FCM has reason to believe the parent will not provide for the safety of the child.

Department of Child Services (DCS) Central Office Foster Care Licensing Team Address (Policy 12.22)
DCS Central Office Foster Care Licensing Team
Indiana Department of Child Services, Central Office
302 West Washington Street, E306
Indianapolis, IN 46204

Department of Child Services (DCS) Foster Parent Support and Communication Liaison (Policy 12.33)
The DCS Foster Parent and Communication Liaison helps to facilitate grievances from the resource parent as related to the Family Case Manager (FCM) or Kinship Navigator (KN). The DCS Foster Parent Support and Communication Liaison reviews the Resource Parent Complaint Resolution Form submitted by the resource parent online and works with all parties to facilitate an appropriate resolution, while supporting the best interest of the child and the rights of the resource parent.

Note: Although the resource parent is instructed to contact the DCS Foster Parent Support and Communication Liaison as part of the complaint resolution process, DCS staff may also contact the DCS Foster Parent Support and Communication Liaison for guidance.

Determination of Referral to the Dual Status Assessment Team (DSAT) (Policy 2.25)
In accordance with IC 31-34-10-2(e), the juvenile court shall determine if a child should be referred to a DSAT. In making this determination, the juvenile court should take into consideration the “length of time since the delinquent act or the incident of abuse or neglect”.

Determining Appropriate Rent for a Voluntary Services Host Home (Policy 11.09)
Factors to consider when determining financial compensation for a voluntary services host home should include:

1. The duration of time the youth will live in the home;
2. The employment status of the youth;
3. The financial status of the youth;
4. The educational and vocational goals of the youth; and
5. The health and behavioral needs of the youth.

Determining Overall Risk Level During Initial Family Risk Assessment (Policy 4.23)
The scores for the abuse scale and the neglect scale are total separately. The higher of the two (2) scores is used to determine the risk level as indicated in the chart below.

*When unresolved safety threats are present at the end of the assessment, a case should be opened regardless of risk level.

Determining Overall Risk Level During Risk Reassessment (Policy 7.11)
Research has demonstrated that for the Risk Reassessment, a single index best categorizes risk for future maltreatment. Unlike the Initial Family Risk Assessment that contains separate indices for risk of neglect and risk of abuse, the Risk Reassessment is comprised of a single index.

Determining Placement Options (Policy 9.01)
When determining placement for the child, first consideration should always be given to a parent even if the parent lives out-of-state. If a parent who resides out-of-state is a placement option, ICPC is not required. Suitable and willing relatives/kin should be considered next prior to considering other placement options (see policy 8.01 Selecting a Placement Option).

Determining Training Requirements to Reinstate a Foster Family Home (FFH) License (Policy 12.28)
When a family desires for their FFH license to be reinstated, it is important to ensure the training they receive is relevant to their previous length of service, previous experiences, skill level, etc. Therefore, it is important for the licensing worker to thoroughly assess the training needs of the applicants and have a discussion with them regarding an appropriate training plan for reinstatement purposes. For some individuals with limited length of service and experience, it may be best practice to have them complete portions of pre-service training again, which would count toward the total of 15 hours needed. For others who have extensive service and experience, their training plan may consist of specific in-service trainings, which are relevant to the specific needs of children for which the applicants are interested in having placed in their home or care. This process should mirror the development of a training plan which should occur each year at annual review with all licensed homes.

Developmental Delays (Policy 8.25)
For more information on developmental delays, including signs to look for, contact the First Steps program through the Indiana Family and Social Services Administration (FSSA) by visiting the First Steps website or calling (317) 232-1144.

Differences Between Psychological Evaluation and Psychiatric Evaluation (Policy 4.16)
A psychological evaluation and psychiatric evaluation are distinct services. When requests or court orders for these services are made, it is important to ensure the testing type is correct.

A psychological evaluation is completed by a psychologist or a Health Service Provider in Psychology (HSPP) and uses clinical observations, collateral information, record review, interviews, and standardized tools. A psychological evaluation may provide the following information:

1. An intelligence quotient (IQ) and cognitive functioning;
2. A diagnosis;
3. The impact of trauma on the individual’s functioning;
4. Identification of personality disorders; and
5. Assistance in determining eligibility of services (e.g., Bureau of Disabilities Services [BDS], Supplemental Security Income [SSI], or vocational rehab).

A psychiatric evaluation (commonly referred to as a medication evaluation) is completed by a psychiatrist or psychiatric nurse practitioner. Findings from a psychiatric evaluation are based on clinical observation and collateral information. A psychiatric evaluation is a medical evaluation for the purpose of determining if psychotropic medication is appropriate and which psychotropic medication will be the most effective for the individual (see Psychotropic Medication Guidelines for Youth in Care with the Indiana Department of Child Services for additional guidance).

Disclosing Fingerprint-Based Check Information (Policy 13.02, 13.04, 13.06, 13.08, 13.10, & 13.12)
A copy of the official Federal Bureau of Investigations (FBI) and the Indiana State Police (ISP) transcript will not be provided to the Department of Child Services (DCS) local office, DCS-licensed agencies, contractor agencies, nor the subject of the check. DCS may verbally disclose the specific crimes to the subject of the check. If any of the checks conducted by DCS reveal an inaccurate record, the subject of the check may formally challenge the record. A Review Challenge of inaccurate information in Indiana is made to the Indiana State Policies (ISP). A criminal history records Review Challenge outside of Indiana must be made to the Law Enforcement Agency (LEA) that posted the record. The subject of the check must be fingerprinted for the Review Challenge, at the subject’s expense. The process of the Review Challenge takes place between ISP and the subject of the check, and DCS is not involved in the process.

Disclosure of Physical, Mental Health, and Addiction History of the Parent, Guardian, or Custodian (Policy 8.25)
The FCM must obtain consent from the parent, guardian, or custodian prior to disclosure of information regarding the physical, mental health, and addiction history of the parent, guardian, or custodian. This is distinguished from self-disclosures (i.e., during a Child and Family Team [CFT] Meeting in which the parent, guardian, or custodian volunteers personal information in the presence of the resource parent) (see policy 5.07 Child and Family Team [CFT] Meetings).

Discussing Family Member Feelings About Fostering (Policy 12.07)
Becoming a foster family home (FFH) is a very significant change in anyone’s life, even more so for the children within the family. During initial licensure, the licensing worker should talk to the FFH household members about the idea of a foster child coming to stay and evaluate the expectations and how they may adapt. The FFH should have on-going conversations with all family members to discuss and address any concerns.

Dispositional Court Hearing Considerations (Policy 6.07)
During the Dispositional Hearing, the court will consider the following:

1. Alternatives for the care, treatment, rehabilitation, or placement of the child;
2. The necessity, nature, and extent of the participation by a parent, guardian, or custodian in the program of care, treatment, or rehabilitation for the child;
3. The financial responsibility of the parent or guardian of the estate for services provided for the parent, guardian, or the child;
4. The recommendations and report from the Dual Status Assessment Team (DSAT), if the child is identified as dual status; and
5. Legal settlement of the child for school attendance if the child has been removed from the home.

Documentation of Domestic Violence (DV) in Contacts and Reports (Policy 2.30)
When documenting DV in contacts and reports, ensure the documentation goes into detail and provides specific information about the DV incident. Example A and Example B below are samples of documentation about the same DV incident. These examples demonstrate the drastic differences between reports written without specific information versus reports that go into detail about the DV incident.

Example A (Lacking Specific Information):

The department substantiated neglect against both Mr. Smith (father/step-father) and Mrs. Smith (mother) due to domestic violence in the presence of Mrs. Smith’s older two children and their mutual child as well as substance abuse by the mother. Mrs. Smith’s older two (2) children have different fathers. She has a history of domestic violence in those relationships. Mrs. Smith has a long history of abusing substances and not maintaining sobriety. Mrs. Smith had a bruise and cuts to her face following the last incident due to which Mr. Smith was arrested. The older children were in close proximity to the violence. Mrs. Smith denied abuse by Mr. Smith and bonded Mr. Smith out of jail. Mrs. Smith failed to protect the children and intends to remain in a relationship with Mr. Smith. Mr. Smith’s parents help take care for the youngest child and want him placed with them.

Example B (Detailed Information- Best Practice):

The department substantiated neglect against Mr. Smith (father/step-father) due to domestic violence in the presence of Mrs. Smith’s (mother) older two children and their mutual child. Mr. Smith was arrested due to physical violence against Mrs. Smith specifically, punching Mrs. Smith in the face multiple times with a closed fist leaving bruises, shoving Mrs. Smith over a sofa resulting in a laceration to her temple, and putting his knee to her chest with enough force to restrict her breathing. Mrs. Smith denied abuse by Mr. Smith and bonded Mr. Smith out of jail. Both older children were within 3 feet of this violence and at risk of being harmed. Both children were crying and begging Mr. Smith to stop. The oldest child attempted to intervene and was shoved out of the way by Mr. Smith. Mrs. Smith indicates she plans to stay in a relationship with Mr. Smith. Mrs. Smith was not able to verbalize a plan to ensure the safety of her children.

Mr. Smith has a history of being verbally and physically abusive to Mrs. Smith and controlling of finances as well as Mrs. Smith’s contact with family and friends. The older children have witnessed Mr. Smith batter their mother multiple times (punching in the face, choking, twisting her arm, and kicking her in the stomach) over the past year and express fear that their mother will be harmed. Mr. Smith has punched holes in the walls and broken both the living room coffee table and a chair when he has been violent. Mr. Smith repeatedly throws dishes breaking them. The children have observed Mrs. Smith with a black eye and bruises on her face and arms following Mr. Smith battering her on past occasions. None of the children have received injuries as a result of the violence.

Mr. Smith’s violence toward Mrs. Smith and controlling behaviors have negatively impacted Mrs. Smith and the children. Mrs. Smith participated in substance abuse treatment services for 6 months to address her substance use and maintained sobriety. Mr. Smith refused to allow her to continue treatment and refused access to the car or money for transportation. Mrs. Smith did relapse once and has since regained sobriety.

The family has been evicted multiple times due to frequent domestic violence perpetrated by Mr. Smith. They have moved 6 times in the last year. These moves have impacted the older children’s performance in school. Both have missed more than 30 days of school. When the children do attend school, they struggle to remain focused in class and frequently fall asleep. The children struggle to complete homework in the home with the tension and violence.

Mr. Smith frequently threatens to take his child and leave the home. He threatens that he will disappear, and Mrs. Smith will never see their child again. Mr. Smith has left with their child on two prior occasions, once for 4 days and another time for 3 weeks. Mrs. Smith did not know the child’s whereabouts. She questioned Mr. Smith’s parents and they denied knowing where Mr. Smith and their grandchild were.

Mr. Smith’s parents regularly keep their grandchild on weekends. They shared concern for Mrs. Smith’s caregiving of the children and her substance abuse history. The grandparents had no concerns about their son or his caregiving of his child. They shared that Mr. Smith stayed with them for 3 weeks about 4 months ago when he left Mrs. Smith. The grandparents are not interested in caring for the older two children. They would like to care for their grandchild.

Drug Screening Detection Windows (Policies 4.40 & 5.20)
The timeframe for drug screening is critical in detecting drug use. The amount of time a particular drug remains in the body depends on several factors such as the frequency of use, how much of the drug was taken as well as the metabolism of the individual. Levels that are under the cutoff are considered negative (see the Drug Detection Times).

Drug Trial or Medical Study Advocate for the Child (Policy 8.34)
The person appointed by the Institutional Review Board (IRB) as the drug trial or medical study advocate for the child must be an individual who has the background and experience to act in, and agrees to act in, the best interests of the child for the duration of the child’s participation in the research. The advocate should represent the individual child's interests throughout the child’s participation in the research. The U.S. Department of Health and Human Services (HHS) and the Food and Drug Administration (FDA) regulations further require that the advocate not be associated in any way (except in the role as advocate or member of the IRB) with the research, the investigator, or the guardian organization. One (1) individual may serve as advocate for more than one (1) child.

Dually Licensed Homes (Policy 12.19)
A waiver is required for homes seeking to be dually licensed. The following information should be evaluated and updated annually to determine whether a foster family home (FFH) should be granted a waiver to be dually licensed:

1. The number of children residing in the FFH, their ages, and current needs;

   Note: Information about whether the children residing in the FFH are also receiving daycare services from the FFH should be considered.

2. The number of children in the FFH for daycare services and their ages;

   Note: For adult daycare services, the number of adults in the FFH for adult daycare services and their current needs should be considered.

3. Individuals working in the FFH providing daycare services on a regular basis and their schedule; and
4. Any concerns regarding the daycare license identified on the Child Care Finder website.

Dual Status (IC 31-41-1-2) (Policy 2.25)
A child may be considered a dual status child if one (1) of the following is met:

1. A petition alleging the child is a Child in Need of Services (CHINS) has been filed, or the child is presently adjudicated to be a CHINS; and a petition alleging the child to be a delinquent child has been filed, or the child is presently adjudicated to be a delinquent child;
2. The child is presently named in an Informal Adjustment/Prevention Plan (IA) and is adjudicated a delinquent child;
3. The child is presently named in a delinquency IA and is adjudicated to be a CHINS;
4. The child was previously adjudicated to be a CHINS in which wardship was terminated or the child participated in an IA that concluded before the current delinquency petition;
5. The child was previously adjudicated to be a delinquent child in a case that has closed or participated in a delinquency IA which was concluded prior to a CHINS proceeding; or
6. The child is eligible for release from commitment of the Department of Correction (DOC), but the child’s parent, guardian, or custodian cannot be located or is unwilling to take custody of the child.

Dual Status Assessment Team (DSAT) Participants (Policy 2.25)
The DSAT must convene within 10 days of the court order in accordance with IC 31-41-2-3. The court will designate a facilitator who will convene the meeting.

IC 31-41-2-2 defines the membership of the DSAT to include:

1. The Family Case Manager (FCM) (or a representative appointed by the Local Office Director [LOD] if an FCM is not currently assigned to the case);
2. The probation officer (or a probation officer appointed by the Court if a probation officer is not currently assigned to the case); and
3. A facilitator (this may be the FCM, Probation Officer [PO], or another person appointed by the juvenile court).

The dual status assessment team may include:

1. The child if the juvenile court deems the child is age appropriate;
2. The child's public defender or attorney;
3. The child's parent, guardian, or custodian;
4. The child's parent's attorney;
5. A prosecuting attorney;
6. The attorney for the Department of Child Services (DCS);
7. Court Appointed Special Advocate (CASA) or a Guardian ad Litem (GAL);
8. A representative from the Department of Corrections (DOC);
9. A school representative;
10. An educator;
11. A therapist;
12. The child's foster parent; and
13. A service provider appointed by the team or the juvenile court.

Dual Status Assessment Team (DSAT) Recommendations (Policy 2.25)
In accordance with IC 31-41-2-6, the DSAT will make recommendations to the Court regarding:

1. Whether the court should proceed with an additional initial hearing regarding the Child in Need of Services (CHINS) petition and dismiss a pending delinquency petition or Informal Adjustment/Prevention Plan (IA) at the conclusion of a CHINS adjudication;
2. Whether the court should proceed with an additional initial hearing regarding a petition alleging that the child is a delinquent child and dismiss a pending CHINS petition or IA upon conclusion of the delinquency adjudication;
3. Whether the court should proceed with an additional initial hearing and adjudication or IA concerning both a CHINS petition and a delinquency petition;
4. Which agency should be the lead agency in a child's supervision;
5. Services to be included in a dispositional decree; and
6. Any other matters relevant to the child's best interests.

Dual Status Assessment Team (DSAT) Role (Policy 2.25)
If ordered by the Court, the DSAT shall consider:

1. In accordance with IC 31-41-2-3(c):
2. Allegations of abuse or neglect suffered by the child, and
3. Allegations that the child is a delinquent child.
4. In accordance with IC -31-41-1-4:
5. Status,
6. Best Interests,
7. Need for services, and
8. Level of needs, strengths, and risks of the child.

Dual Status Assessment Team (DSAT) Topics (Policy 2.25)
In accordance with IC 31-41-2-4, statements communicated in a DSAT meeting are not admissible as evidence against the child in any judicial proceeding and are not discoverable in any litigation. Facts or circumstances surrounding a pending delinquency petition should not be discussed.

IC 31-41-2-5 outlines that the DSAT shall consider the child's best interests and well-being, which includes:

1. The child's mental health status, including any diagnosis;
2. The child's school records, including attendance and academic achievement level;
3. The child's statements;
4. The statements of the child's parent, guardian, or custodian;
5. The impact of the child's behavior on any victim;
6. The safety of the community;
7. The child's needs, strengths, and risk;
8. The need for a parent participation plan;
9. The efficacy and availability of services and community providers;
10. Whether appropriate supervision of the child may be achieved by the dismissal of a delinquency adjudication in deference to a Child in Need of Services (CHINS) adjudication;
11. Whether appropriate supervision of the child may be achieved by combining a delinquency adjudication or an Informal Adjustment/Prevention Plan (IA) with a CHINS petition;
12. The child's placement needs;
13. Restorative justice practices that may be appropriate;
14. Whether a CHINS petition or IA should be filed or dismissed;
15. Whether a delinquency petition or IA should be filed or dismissed;
16. The availability of coordinated services, regardless of whether the child is adjudicated to be a CHINS or a delinquent child;
17. Whether the DSAT recommends the exercise of dual adjudication and, if so, the lead agency to provide supervision of the child; and
18. Any other information considered appropriate by DSAT.

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E

Educational Collaboration for Indiana Children Placed through a Department of Child Services (DCS) Interstate Compact on the Placement of Children (ICPC) (Policy 9.03)
When an Indiana child involved with DCS is placed through an ICPC, the DCS local office is responsible for making contact with the DCS Education Services team, via DCS.Education@dcs.in.gov. The DCS Education Services Director will initiate collaboration between the other State’s Every Student Succeeds Act (ESSA) Point of Contact (POC), which will help determine the educational best interests of the child.

Educational Needs Funding (Policy 16.01 & Practice SOP 16.02)
Educational Needs Funding is available to cover the cost of securing a High School Equivalency (HSE) Certificate, tutoring, and summer school. This referral is made in KidTraks through Global Services. Contact the local Department of Child Services (DCS) Educational Liaison (EL) for assistance with school-related fees as many may be waived.

Note: When other funding is available for securing an HSE Certificate it should be utilized prior to completing a Global Services referral.

Education Notes (Policies 7.06 & 8.20)
Personal notes made by teachers and other school officials that are not shared with others are not considered education records. Additionally, law enforcement records created and maintained by a school or districts’ law enforcement unit are not education records.

Eligible Placements for Title IV-E Foster Care (Title IV-E) Funding (Policy 15.10)
Only children who reside in an eligible licensed foster care setting are entitled to claim Title IV-E funding. Eligible placement settings may include:

1. Relative homes;
2. Foster family homes;
3. Child Caring Institutions (CCI), which includes:
4. Private CCIs,
5. Public CCIs with a licensed capacity of 25 or fewer children,
6. Emergency shelters, and
7. Group homes.

Note: See policy 15.13 Title IV-E Eligible Placements for additional information regarding eligible CCI placements.

4. Licensed residential family-based treatment facilities for substance abuse in which a child is residing with a parent for up to 12 months if the requirements for an eligible placement are met. In order for the placement to be eligible, the following services are provided by the treatment facility:
5. Parenting skills training, parent education, and individual and family counseling, and
6. Substance abuse treatment, parenting skills training, parent education, and individual and family counseling. These services must be provided under an organizational structure and treatment framework that involves understanding, recognizing, and responding to the effects of all types of traumas, and in accordance with recognized principles of a trauma informed approach and trauma-specific interventions to address the consequences of trauma to facilitate healing.

Note: A licensed residential family-based treatment facility for substance abuse is not considered a CCI for the purposes of Title IV-E; therefore, the costs of administration and operation of the facility cannot be included in the Title IV-E foster care maintenance payment.

For youth 18 years of age and older, supervised independent living settings (i.e., host home, college dorm, shared housing, and apartment) are considered eligible placements.

Eligibility Based on Fingerprint Qualification(Policy 13.15)
The type of fingerprint qualification status determines whether the subject of the check is eligible for the following (see Fingerprint Qualification Status):

1. Applicant for a license;
2. Director or manager of a Department of Child Services (DCS) licensed agency;
3. Employee, volunteer, contractor (including subcontractor) working in a DCS licensed agency;
4. DCS contracted agency as an A-1 level Covered Personnel;

Note: If the individual is an existing employee or volunteer, either the Incomplete – Documentation Necessary status must be resolved in a timely manner, the employee or volunteer must be removed from the work schedule, or the employee or volunteer must be reassigned to other duties that don’t allow contact with DCS wards until the Incomplete – Documentation Necessary status is changed to “Qualified” (or the status is changed to “Disqualified” and a waiver is subsequently granted).

5. Employee or volunteer who is working or volunteering inside the home of the unlicensed relative out-of-home placement or foster family home;
6. Placement option as an unlicensed relative out-of-home caregiver;
7. Household member of the unlicensed relative out-of-home placement (this excludes child’s parent who has been approved by the court to live in the same out-of-home placement in which the child is placed);
8. Prospective adoptive parent or household member of a prospective adoptive parent; and
9. Foster parent or household member of a current or prospective foster family (this includes the child’s parent who has been approved by the court to live in the out-of- home placement where the child is placed, and the home is seeking foster family home licensure).

Employees, Contractors, and Volunteers of the Prospective Adoptive Home, including Child Care Providers (Policy 13.07)
Background checks are not required to be completed on employees, contractors, and/or volunteers of a prospective adoptive home, including child care providers. Discretion may be used to decide if a background check (e.g., Child Protective Services [CPS] History Check History Check, National Sex Offender Registry, and/or Limited Criminal History Check) should be completed; however, a Fingerprint-Based Check should not be conducted. If the prospective adoptive family uses a child care provider who is licensed by the Division of Family Resources (DFR), the required background checks have already been completed as part of the child care provider’s licensing process.

Evaluation Process for Special Education and Related Services (Policies 7.06 & 8.21)
In order for a child to be eligible for special education and related services, the child must first be determined to have a disability. Parents, teachers, or other school officials who suspect the child may have a disability should request the child be evaluated by a multidisciplinary team to determine if the child has a disability and needs special education or related services as a result of the disability. Generally, an IDEA requires a child to be evaluated within 50 instructional days once the parent has given written consent. Exceptions to the timeline exist if the child moves from one (1) district or state to another after the evaluation was requested or if the parent refuses to make the child available for the evaluation. Under those circumstances, districts are required to make sufficient progress to ensure a timely evaluation is conducted.

Every Student Succeeds Act (ESSA) and Transportation for Students in Care (Policy 9.03)
ESSA, as it pertains to foster children, was implemented December 10, 2016. ESSA requires local education agencies’ Point of Contact (POC) and child welfare agencies’ POC to collaborate on determining educational best interests for foster children when their home placement change causes the potential for their education placement to change. Foster children should remain in their school of origin unless there is justification, based on the needs of the child, to transfer to their new school of residence.

ESSA requires local education agencies’ POC and child welfare agencies’ POC to collaborate on providing transportation for foster children who attend their school of origin but have been placed outside of the district. The school of origin is required to provide transportation for a foster child removed from the child’s home and placed outside of the school of origin’s district when it is determined to be in the child’s best interest to remain enrolled in the school of origin. Best interest determinations, including a plan for transportation, between the local school POC and child welfare POCs are expected to be finalized within five (5) instructional days after receiving the request from the child welfare POC. In some situations, the collaboration process may take more time to deliberate.

The Department of Child Services (DCS) is responsible for arranging transportation until the best interest determination is completed. If resource parents are able and willing to provide transportation for the child, in collaboration with the school of origin, this is a suitable option to fulfill the school of origin’s obligations to ensure transportation is provided.

Examples of a Child Who is Not at Imminent Risk of Removal (Policy 7.01)
The following are examples of a child who is not considered at imminent risk of removal:

1. A child in out-of-home care; and
2. A child on a Trial Home Visit (THV) for the initial three (3) months, and/or a child for whom an extension of the THV has been granted by the court.

Example of Documenting a Fatality or Near Fatality (Policy 4.31)
A bathtub drowning, for example, might be marked “death due to neglect” (from the list of neglect maltreatment types) and “lack of supervision” or “environment life/health endangering,” depending upon the circumstances.

Examples of Institutions (Policy 3.10)
Examples of institutions include but are not limited to:

1. Residential Facility (i.e., DCS-licensed Child Caring Institutions, Group Homes, and Private Secure Facilities);
2. School;
3. Hospital;
4. Juvenile Correctional Facility;
5. Adult Correctional Facility that houses juvenile offenders;
6. Bureau of Disabilities (BDS) Certified Group Home;
7. Licensed Child Care Home or Center; or
8. Unlicensed Registered Child Care Ministry.

Examples of Possible Variances for Foster Family Home (FFH) Licenses (Policy 12.20)
The following are examples of possible variances that may be granted for FFH licenses:

1. Substituting bottled water for well water; or
2. Substituting professional medical training for the Cardiopulmonary Resuscitation (CPR), First Aid, and Universal Precautions training in instances where the applicant or licensee has current experience serving adults, children, and infants.

Excellent Customer Service is Imperative (Policy 3.01)
Calls placed to the Hotline are often the only contact the community has with DCS. To the community, the IS provides the first impression of the level of public service available through DCS. A bad customer service experience may cause a reporter to hesitate to make future reports; therefore, the IS should always communicate with reporters in a courteous and helpful manner.

Exceptions to Fingerprinting(Policy 13.15)
The only exception to fingerprinting a subject of the check is if the individual has a physical disability that makes it impossible to obtain the subject’s fingerprints. The exception does not apply to subjects of the checks who can be printed, but the quality of the fingerprints is poor. The exception may only be granted by the Central Office Background Check Unit (COBCU) and is for limited and case-specific situations, such as the following: Note: If the subject can be printed, but only in the home see Home Bound Fingerprinting section.

1. The individual does not have fingers;
2. A person trained to take fingerprints has documented that the subject of the check has a disabling condition that prevents fingerprinting; or
3. A Qualified medical practitioner has documented that the subject of the check has a disabling condition that prevents fingerprinting.

For purposes of the exception for a physical disability, a "Qualified medical practitioner" means the following:

1. A physician licensed under IC 25-22.5;
2. A physician assistant licensed under IC 25-27.5;
3. A physical therapist licensed under IC 25-27;
4. An advanced practice nurse licensed IC 25-23;
5. A chiropractor licensed under IC 25-10; or
6. A psychologist licensed under IC 25-33.

To receive an exception, the following must be sent to the COBCU:

1. A letter requesting the exception and explaining the disabling condition; and
2. The required documentation from the person trained to take fingerprints or Qualified medical practitioner or evidence that the individual does not have fingers.

The following steps will be completed after an exception to fingerprinting is requested:

1. COBCU will run an Indiana Local Criminal History (LCH);
2. COBCU will grant the exception, if appropriate;
3. COBCU will provide the results of the LCH to the requestor of the exception;
4. COBCU will direct the requestor of the exception to run the checks for all other states in which the subject of the check has resided during the past five (5) years;

Note: Contact the COBCU for guidance on what type of check is needed in another state.

5. The COBCU will provide an exception granted notification to the agency contact person; and
6. A new fingerprint exception must be requested and granted each time fingerprinting is required.

Expedited Interstate Compact on the Placement of Children (ICPC) Placement (Policy 9.05)
During the assessment phase of the case, the assessment Family Case Manager (FCM) should collaborate with the family to determine whether there are any relatives interested in having the child placed with them. First consideration should always be given to a parent, even if the parent lives out-of-state. If a parent is considered an option, an ICPC is not required.

A pre-screening of the prospective placement resource prior to the submission of an ICPC referral is required under ICPC Regulation No. 2 and ICPC Regulation No. 7. This information will be documented on the Interstate Compact on the Placement of Children Statement of Family Case Manager/Potential Placement Resource form and gathered by the FCM in the sending state. The FCM will be responsible for contacting the prospective placement resource in the receiving state to complete the Interstate Compact on the Placement of Children Statement of Family Case Manager/Potential Placement Resource form. The intent of this prescreening is to prevent sending an ICPC referral for a placement resource who is not interested, lacks qualifications (based on home space or financial resources), or who has a criminal history which would preclude placement. The FCM must include this form with the Interstate Compact on the Placement of Children Request (100A) form when submitting an ICPC referral.

If the relative is located out-of-state, and the case meets the criteria for an ICPC expedited placement, the assessment worker should begin the process of requesting an expedited placement by completing the needed information on the Regulation 7 Form Order for Expedited Placement Decision Pursuant to the ICPC.

The Affidavit submitted to the court requesting an expedited placement must contain the following language: “Based on ICPC Regulation No. 7, this case meets the criteria for an expedited placement based on the following:”, then list the specific criteria that apply to the child.

The cover letter included with the referral packet must also note that the case is entitled to expedited placement and then list the specific criteria that apply to the child.

Extenuating Circumstances (Policies 4.03, 4.38, & 5.23)
When initiating an assessment, extenuating circumstances may occur that prevent the Family Case Manager (FCM) from completing face-to-face contact with a child within the initiation timeframe. Extenuating circumstances which may be approved include but are not limited to

1. The child victim is not at the location stated on the report (e.g., school trip, out of town/state);
2. The victim is unknown or the child does not exist;
3. There is an inclement weather emergency;
4. There is a traffic accident or traffic delays;
5. A new child victim was added to the report after the initial family contact was made;
6. Child is deceased;
7. Parent refused to allow access to the child (motion to compel is needed);
8. Report is linked to an open assessment and additional face-to-face contact is not required;
9. Report is assigned after the initiation timeframe; or
10. Child is in a hospital setting and not available due to critical illness or a traumatic incident.

Note: Contact with a child who is in the hospital should occur within the initiation timeframe unless the child is unavailable due to current medical intervention.

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F

Families Pursuing Adoption (Policy 12.05)
Families pursuing adoption of children in care of the Department of Child Services (DCS) must complete Resource and Adoptive Parent Training (RAPT) I, II, III, as well as RAPT IV - Adoption. RAPT IV- Adoption is a six (6) hour training and should only be taken by those interested in or planning to adopt. This training may be taken at a later date for in-service training hours (see policy 12.14 In-Service Training Requirements).

DCS may provide a waiver to the adoption requirement for relative/kin resource homes that desire to adopt a child. The Pre-Service Adoption Training required prior to the initiation of the adoption home study process for unlicensed relative/kin resource homes and the six (6) hours of RAPT IV training may be waived if the DCS Local Office Director (LOD) approves the exception in writing.

Note: The approved written exception should be uploaded to the case management system.

Family Interview Guides (Policy 5.19)
The Child and Adolescent Needs and Strengths (CANS) Friendly Interview Guides may be referenced for suggested questions when conducting the CANS Assessments. CANS users may want to review the guides for tips and ideas about asking sensitive questions in a manner that is respectful to youth and parents. However, best practice is to engage the family and child in telling their story and guiding the conversation to cover relevant issues. The guides are not a required strategy for collecting information to complete the CANS. Rather, the interview guides are intended for use as an aid or supplement to the CANS (see the DCS-Family Interview Guide to Explore Strengths and Needs (Age [six] 6+) or the DCS-Family Interview Guide to Explore Strengths and Needs (Birth to five [5] years).

Family Support (Policy 4.42)
Family, friends, and community members are often the most resourceful and effective support for the family, and their interventions are often the least disruptive for the child involved. Family support services may consist of childcare, transportation, home management assistance, and teaching of skills, and financial assistance for housing, food, or clothing on a short-term basis.

Financial Support (Policy 8.36)
Even when the Indiana Department of Child Services (DCS) does not have custody of the minor parent’s child, additional foster care payments can be added to the per diem of the minor parent, to enable the child to be placed with that minor parent. These payments are authorized without DCS taking custody of the youth’s child.

Fingerprint-Based Check Results for Reunification (Policy 13.14)
The Fingerprint-Based Check Result Letter for checks conducted for the purpose of reunification will not return with Qualified, Incomplete – Documentation Necessary, or Disqualified. The results will be in an informational format to inform the Family Case Manager (FCM) of what has been returned on the criminal history check results. The FCM or FCM Supervisor may contact the Central Office Background Check Unit (COBCU) worker to obtain additional details if needed.

Fingerprint Qualification Status (Policy 13.15)
The following are results that may be received for fingerprinting qualification status:

1. Qualified: As long as the subject of the check passes all other background checks, the subject of the check is eligible for the purpose or position in which the checks were completed.
2. Incomplete – Documentation Necessary: Until the Incomplete – Documentation Necessary conviction or arrest is resolved, and the status is changed to Qualified (or the status is changed to Disqualified and a waiver is subsequently granted), the subject of the check is ineligible to be a placement provider, a household member, or to work in any of the positions listed in Eligibility Based on Fingerprint Qualification.

Note: Examples of reported information on a Fingerprint-Based Check Report that will lead to a “Incomplete – Documentation Necessary” result include, but are not limited to:

1. An arrest without a disposition,
2. A conviction without the level of the conviction being a misdemeanor or a felony, or
3. A conviction where more information regarding the circumstances of the arrest and conviction are required.
4. Disqualified: Unless a waiver is granted, the subject of the check is ineligible to be a placement provider, a household member, or to work in any of the positions listed Eligibility Based on Fingerprint Qualification.

First Steps (Policies 4.22 & 7.07)
The Indiana First Steps program is provided through the Family and Social Services Administration (FSSA) and is accessible to families in every county. This service uses professionals from education, health, and social services to provide coordinated early intervention resources. Families who are eligible to participate in First Steps have children under three (3) years of age who:

1. Are experiencing developmental delays, or
2. Have a diagnosed physical or mental health condition that has a high probability of resulting in a developmental delay.

While most First Step referrals originate from doctor’s offices, hospitals, or social service agencies such as DCS, a parent may also initiate a “self-referral”. For further information, visit the First Steps website.

Foster Care Insurance Program (Policy 16.01)
The Foster Care Insurance Program provides liability insurance to the resource parent upon request to cover some risks of caring for children under DCS care and supervision, including:

• Damage to the home or belongings;
• Injury or damage to the home or belongings of others; and
• Legal claims made against the foster parents.

Foster Care Per Diem (Policy 16.01)
Foster care per diem is not intended and should not be expected or represented to cover costs that would be ordinarily incurred by the resource parent in the absence of a foster care placement. Such costs include, but are not limited to the resource parent's rent, mortgage, car payment, or routine housing maintenance cost. See the Letter to Foster Parents Regarding Per Diem and the DCS Foster Care Per Diem Invoice Total Checker Rates for additional information.

Foster Family Home (FFH) Not in Good Standing (Policies 12.27 & 12.28)
An FFH is considered “not in good standing” if one (1) or more of the following issues are present (this is not a comprehensive list). The FFH has:

1. A placement hold;
2. A pending revocation;
3. A Corrective Action Plan (see policy 12.17 Probationary Status);
4. Multiple or unresolved Department of Child Services (DCS) assessments, licensing investigations, and/or licensing complaints;
5. A lack of cooperation with DCS, the Licensed Child Placing Agency (LCPA), and/or service providers;
6. Problems communicating in a professional, respectful, or productive manner with DCS, LCPA staff, service providers, members of the family, and/or members of the community;
7. Multiple placement disruptions; or
8. Failed to provide information relevant to child case planning or the FFH license as requested by the court, DCS, and/or the LCPA.

Foster Parent Recognition Banquets (Policy 12.14)
Foster parent recognition banquets are social in nature, commonly involving networking, door prizes, and a meal, with a limited training component. One (1) hour of in-service training credit may be given when a speaker presents an approved program. Training credit may only be given for one (1) banquet per training year. The determination as to whether one (1) in-service hour may be awarded will be made by the Assistant Deputy Director of Staff Development or Licensed Child Placing Agency (LCPA) after careful review of the information regarding the banquet activities. If the LCPA is unsure whether the specific training would count as training hours, the LCPA should contact the Department of Child Services (DCS) Resource and Adoptive Parent Training (RAPT) email (DCSRAPTRegistrations@dcs.in.gov) to request additional review for final approval and with any clarifying questions.

Free Application for Federal Student Aid (FAFSA) (Policy 11.15)
The FAFSA is a document that must be completed to apply for both federal and state financial aid. The FAFSA collects a family’s financial information to determine how much assistance a prospective student may receive. The FAFSA must be completed each school year between October 1st and April 15th, for Indiana specific grants and scholarships. Be aware that some colleges may have earlier deadlines, check with the specific college for more information.

In order to be eligible to receive federal student aid, a youth must:

1. Be enrolled in or accepted to college;
2. Have a high school diploma or verification of completion of the high school equivalency test;
3. Be a US citizen or an eligible non-citizen;
4. Be registered with the selective service, if required;
5. Have a valid Social Security Number; and
6. Not have a drug conviction that occurred while receiving federal student aid.

Youth who turn 13 years of age in foster care may apply for Independent Student Status. Foster youth need to pay special attention to the Student Dependency Status section (section 2), which states:

1. I was in foster care since turning age 13;
2. I was a dependent or ward of the court since turning age 13;
3. I am currently or I was an emancipated minor; or
4. I am currently or I was in legal guardianship since turning age 13.

Note: If the student can answer yes to any of the above questions (which youth in foster care, relative placement, and in-home CHINS can), they are eligible for Independent Student Status.

Foster youth do not include their biological parent, resource parents, guardian, or anyone else’s financial information on the FAFSA. Annual income taxes must be completed before the FAFSA can be completed (if applicable).

Frequency of Drug Screening (Policy 4.40 & 5.20)
There is no set standard of drug screening frequency that will apply to every situation. The Family Case Manager (FCM), in conjunction with the FCM Supervisor, treatment providers, and Child and Family Team (CFT), should consider the following factors in deciding how frequently to drug screen a parent, guardian, or custodian:

1. The type of drug use and how long it can be detected;
2. The parent, guardian, or custodian’s clinical diagnosis, including the severity of use, historical patterns of use, and changes in affect or physical appearance;
3. The participation of the parent, guardian, or custodian in substance abuse treatment and other recovery-support activities and overall level of compliance with the Case Plan;
4. The denial or minimization of substance use or its consequences by the parent, guardian, or custodian;
5. The parent, guardian, or custodian’s relapse-prevention plan, including the development and utilization of coping skills and whether the parent, guardian, or custodian has made changes in the people, places, and things associated with substance use; and
6. The amount of time the parent, guardian, or custodian has remained stable and free of substance use. If a parent, guardian, or custodian has recently relapsed after a period of sobriety, frequency of screening should likely increase.

The table below contains suggested frequency of random drug screening based on the amount of time the client has been free of substance use and engaged in treatment. If a parent, guardian, or custodian is regularly screening positive or regularly admitting to substance use, it may be appropriate for screening to occur less frequently than twice each week due to continued substance use being clearly established. A parent should NOT be screened more than twice weekly with any combination of screens.

*Adapted from: Center for Substance Abuse Treatment, Drug Testing in Child Welfare: Practice and Policy Considerations. HHS Pub. No. (SMA) 10-4556; Rockville, MD: Substance Abuse and Mental Health Services Administration, 2010.

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G

Good Faith Efforts to Locate (Policy 5.23)
Upon arriving at the last known address for a child who is the subject of a child abuse and/or neglect (CA/N) report, and the Family Case Manager (FCM) learns that the family has fled or is no longer at that address, the FCM will make good faith efforts to locate the family. These good faith efforts may include, but are not limited to, the FCM:

1. Consulting local phone directories and information, school records, Bureau of Motor Vehicles (BMV) records, utility company records, and public assistance records in search of additional information that may help identify the family’s new location;
2. Returning to the last known address, if the records search yields no new information, and making inquiries with several neighbors about where the family moved or if a forwarding address was left;
3. Leaving the FCM’s contact information with the neighbors and asking them to call should the family reappear. At no point should the FCM reveal or indicate that the FCM works for DCS, as this would violate the confidentiality rights of the family. The FCM may state the FCM works for the State of Indiana; and
4. Documenting all efforts to locate and discussing these efforts with the FCM Supervisor in order to determine if good faith efforts have been made and the assessment may be closed.

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H

Hand Delivery (Policies 2.01 & 2.05)
Hand delivery requires successful face-to-face contact between the alleged perpetrator and Department of Child Services (DCS) representative with a documented contact in the case management.

Health Insurance Portability and Accountability Act (HIPAA) (Policies 2.15 & 4.17)
Federal code, 45 CFR 164.512(b)(1)(ii), makes exceptions to HIPAA for Child Protective Services (CPS) investigations. The Act states: “A covered entity may disclose protective health information for the public health activities and purposes described in this paragraph to…A public health authority or other appropriate government authority authorized by law to receive reports of child abuse or neglect.”

Home Bound Fingerprinting (Policy 13.15)
If the subject of a check is unable to leave their home for fingerprinting, the requesting agency or local office should contact the Central Office Background Check Unit (COBCU) via COBCUinquiry@dcs.in.gov for appropriate instruction and approval.

Host Home Placements (Policy 11.25)
The Host Home adult will assist in the facilitation of services through cooperative communication with the Older Youth Case Manager (OYCM) as opportunities arise. The services provided in Collaborative Care (CC) should be specific to the needs of the youth. The need for a referral to a CC Service Provider will be determined by the youth along with the guided support of the OYCM, Host Home adult, and assessment tools.

Host Home adults shall provide independent living training that includes, but is not limited to:

1. Providing food and shelter for the youth residing in the home;
2. Displaying positive role modeling behaviors;
3. Budgeting funds, purchasing personal items, and setting up bank savings and/or checking accounts to promote and increase the youth’s financial responsibility;
4. Utilizing teachable moments that provide the youth opportunities to engage in healthy risk taking, fostering both positive and negative consequences;
5. Adhering to the expectations of the Foster Home/Host Home Agreement resulting in positive and negative consequences; and
6. Establishing progressive and appropriate expectations based on the needs and age of the youth.

Housing Assistance (Policies 11.08 & 11.09)
Older youth may not access housing assistance from both the John H. Chafee Foster Care Program for Successful Transition to Adulthood (the Chafee Program) R&B funds and the Education and Training Voucher (ETV) Program at the same time. Those attending school full-time or part-time must access assistance for housing through the ETV Program (see policy 11.10 Education and Training Voucher Program).

Housing Options for Room and Board (R&B) Assistance(Policy 11.08)
Potential housing options may include informal host homes, shared houses/apartments, single room occupancy units, boarding houses, semi-supervised apartments, and subsidized housing. The monthly R&B assistance should be based on need and determined using the Budget Worksheet.

Human Immunodeficiency Virus (HIV) Screening for Pregnant Women (Policy 8.36)
In accordance with Indiana Law (IC 16-41-6-8), all pregnant women are required to be tested for HIV infection. The woman does have the right to refuse such testing, and the refusal will be noted in the pregnant woman's medical records. For more information on HIV testing, see policy 8.31 Testing and Treatment for HIV, STDs, and Other Communicable Diseases.

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I

Identifying Information to be Redacted from a Child’s Case Record (Policy 10.22)
Redaction of the child’s case record must include the report source of all Preliminary Report of Alleged Child Abuse or Neglect (310) involving the child. Identifying information includes:

1. First and last names;
2. Dates of birth;
3. Addresses;
4. Phone numbers;
5. Social Security numbers; and
6. Any other information, except the medical history, that may identify a person as a party to an adoption or as a birth parent, an adoptee, or an adoptive parent.

Illegal Alien (Undocumented Immigrant) (Policy 2.09)
For an individual who is an illegal alien (undocumented immigrant) and does not have any form of identification, a request should be made for the individual to provide some type of written documentation verifying personal demographics (e.g., proof of employment in writing, lease, or contract). The information received may be used to assist in the assessment of whether the individual has the ability to care for the child.

Immigration and Customs Enforcement (ICE) Holds, Custody, and Communication (Policy 2.22)
It is important to contact International and Cultural Affairs (ICA) immediately when information is obtained that a parent, guardian, or custodian may be deported (ICE hold). Individuals may still be deported even if they hold a Green Card (an identity card attesting the temporary or permanent resident status of an alien in the U.S.). It is important to attempt to gather as much information as possible when non-citizen parents are incarcerated or in ICE custody, as individuals will be deported without notification to the Department of Child Services (DCS) even if there is an open case regarding their children.

Impact of Placement Disruptions (Policy 8.38)
Disruption in a child’s placement must be considered carefully, because it has the potential to jeopardize the child’s capacity to trust the environment, including the adults around the child. Disruption in placement may have serious negative consequences for the child’s sense of security and self-worth. A placement change may be another loss, rejection, or possible trauma for a child and may affect the child’s ability to form positive attachments in the future. Thus, the best interest of the child must be the priority when considering a change in placement.

Importance of Conducting a Diligent Search and Engaging Absent Parents (Policy 5.06)
Failure to complete a diligent search for the absent parent may delay appropriate permanency options for a child under the care and custody of the Department of Child Services (DCS). It is necessary to demonstrate to the court that a diligent search has been made to locate and engage an absent parent before a court may involuntarily terminate that person’s parental rights. Locating and engaging an absent parent may lead to several positive outcomes (see policy 5.23 Diligent Search for Relatives/Kin and Case Participants).

Importance of Social Capital for Older Youth (Policy 11.26)
Building the capacity of existing relationships to offer more empathetic and insightful emotional support could provide important resources for youth leaving out-of-home placement to help them continue to deal with the emotions and questions raised by their experiences prior to, and during, placement.  While youth and young adults are still in out-of-home placement related programs, efforts should be made to enhance and develop existing relationships with adults who youth trust or with whom trust could be strengthened

Emphasis should be placed on assisting youth in creating social capital through interactions with family, peers, caring adults, and community members. Youth who are participating in Collaborative Care (CC) are likely to have missed out on the opportunity to find legal permanency. The building of social capital with the guidance of a Older Youth Case Manager (OYCM) and the youth’s team gives the opportunity for each adolescent to achieve relational permanency, therefore; securing opportunities for heightened positive brain development and a chance at a higher level of success after leaving out-of-home care or CC.

Importance of Youth-Adult Partnerships (Policy 11.18)
In an authentic youth-adult partnership, each individual acknowledges learning from the other. Both partners have equal opportunities to utilize skills, make decisions, and independently carry out tasks to reach shared goals. Emphasis should be placed on providing opportunities for the youth to have positive interactions with family, peers, caring adults, and community members. The building of youth-adult partnerships with the guidance of an Older Youth Case Manager (OYCM) and the older youth’s team provides an opportunity to achieve relational permanency and a chance at a higher level of success after leaving out-of-home care or Collaborative Care (CC).

Building the capacity of existing relationships to offer more empathetic and insightful emotional support may provide important resources for older youth transitioning from out-of-home placement to help them continue to deal with the emotions and questions raised by their experiences prior to, and during, placement. While youth and young adults are still in out-of-home placement related programs, efforts should be made to enhance and develop existing relationships with adults whom the youth trusts or with whom trust may be strengthened.

Inaccurate Fingerprint-Based Checks (Policies 13.01, 13.03, & 13.09)
If any of the Fingerprint-Based Criminal History Check (Fingerprint-Based Check) conducted reveal an inaccurate record, the record may be formally challenged. A Review Challenge of inaccurate information in Indiana is made to the Indiana State Police (ISP). A criminal history records Review Challenge outside of Indiana must be made to the Law Enforcement Agency (LEA) that posted the record.

Incarcerated Parents (Policies 2.06, 5.03, & 8.11)
Department of Child Services (DCS) providers, including fatherhood program providers, may enter Indiana Department of Corrections (DOC) facilities to provide services and meet with parents. Provided that the incarcerated parent has signed a release of information or there is court authorization, DCS may share the information collected by such providers with DOC to facilitate services to the parent that are within DOC’s service array. DCS will document any services and/or treatment available to the incarcerated parent in the Case Plan/Prevention Plan. Authorization is not necessary for DCS to share information with DOC staff regarding the conduct of the incarcerated parent exhibited during visits with a child.

Including Children in the Safety Planning Process (Policies 4.18, 4.19, & 5.21)
During the initial interview, the Family Case Manager (FCM) determines whether the child understands the difference between safe and unsafe and assesses the child’s communication skills and ability to remember and follow instructions. If the child is unable to identify who to call or where to go in an emergency, a basic plan for safety may be developed with the child. Examples include, but are not limited to:

1. Finding a safe adult and asking for help whenever the child experiences violence. This may involve calling supportive family members, friends, or community agencies for help;
2. Escaping from the house if an assault is imminent or in progress and where to meet an identified safe adult. If the child is not able to escape, discuss where the child may go in the house to be safe;
3. Not intervening, in any circumstance, in moments of violence between parents/caregivers;
4. Finding a place to go in an emergency and the steps to take to find safety; and
5. Calling the police or 911 when violence begins.

Indiana Child Abuse and Neglect Hotline (Policy 5.26)
Those who frequently work with children are often the first adults to see signs of child abuse and/or neglect (CA/N). Mandated Reporters (see Definitions) play a critical role in keeping children and youth safe. The Indiana Department of Child Services (DCS) CA/N Hotline (Hotline) serves as the reporting center for all allegations of CA/N in the state and is available 24 hours a day, 7 days a week, including weekends and holidays.

Indiana Child Support Guidelines (Policy 2.20)
Indiana Child Support Guidelines require that numeric child support orders be established in all cases and the guidelines provide judges with the ability to establish zero-dollar support orders. Establishing either a dollar amount or a zero-dollar order, whichever is appropriate, will meet the Federal requirement for establishing child support orders on IV-E cases.

Note: Even if it is a zero-dollar order, it must be established by the court with the numeric value of “$0” included in the order.

Indiana Child Support Obligations Worksheet (Policy 2.20)
Indiana Child Support Obligations Worksheet will be used to determine the appropriate amount to request in child support. Zero-dollar (“$0”) obligations may be requested by the Department of Child Services (DCS) when appropriate and in the best interest of the child. Orders of “zero” should be obtained from the court in such cases, rather than obtaining no order.

The recommended amount should be the amount determined by the Child Support Obligations Worksheet completed in the prior step; however, a deviation from the Guideline amount may be appropriate where the court makes a specific finding that entry of an order based on the child support guidelines would be unjust or inappropriate considering the best interests of the child and other necessary obligations of the child's family; or the department does not make foster care maintenance payments to the custodian of the child.

Indian Child Welfare Act (ICWA) Protection for Parents and Indian Custodians (Policy 2.12)
ICWA provides several protections for parents or Indian custodians of an Indian child. These protections include the right to revoke voluntary consents to placements and adoptions at any time prior to a decree of voluntary termination or adoption, whichever occurs later. If a consent is withdrawn, the Indian child shall, with court approval, be immediately returned to the parent or Indian custodian. After a final Decree of Adoption is entered, based on a voluntary consent, the parent may petition the court to vacate the adoption decree based on fraud or duress. Upon a finding that consent was obtained through fraud or duress, the court shall vacate the adoption decree and return the child to the parent. However, no adoption in effect for at least two (2) years may be challenged on this basis. A consent given prior to or within 10 days after the birth of the Indian child is not valid.

If a final Decree of Adoption is ever vacated, set aside, or the adoptive parents voluntarily consent to termination of their parental rights, the Indian child shall be returned to the biological parent or prior Indian custodian unless the court determines returning the child is not in the best interest of the child.

Indicators of Domestic Violence (DV) (Policy 2.30)
If any of the following indicators of DV are observed, carefully consider how to proceed. The alleged DV offender should not be present during other interviews, which may require a court order. Staff with the DCS Staff Attorney and Family Case Manager (FCM) Supervisor about how to proceed.

Child Indicators:

1. Child may blame self for the abuse;
2. Child may identify with the alleged DV offender by “acting out” aggressively toward the non-offending parent;
3. Child may be depressed, confused, or exhibit animosity, anger, or sadness;
4. Infants may be moody, restless, sleepless, or lack responsiveness;
5. Child may experience regression, such as bed wetting or thumb sucking;
6. Child may show signs of school phobia- a manifestation of leaving the non-offending parent alone in the home;
7. Child may experience guilt or the inability to establish trusting relationships;
8. Child may try to hide the fact that DV is present in the home;
9. Child may take on the “mothering” role;
10. Child may demonstrate fear when the alleged DV offender is around;
11. Child may be overly protective of one (1) parent; and/or
12. Child may be withdrawn, apathetic, or feel insecure and powerless.

Potential Indicators of DV:

1. Evidence of damage to property (e.g., holes punched in walls and doors ripped off hinges);
2. Evidence of one (1) parent being deprived of a phone or unable to have access to a phone;
3. Reluctance of adults/partners to be interviewed separately; one (1) adult/partner answering questions for the other (i.e., not letting the other person talk);
4. One (1) adult/partner appears emotional, nervous, or extremely uncomfortable and uncooperative while the other partner seems composed and cooperative;
5. One (1) adult/partner seems afraid of the other adult/partner;
6. Children being overly protective of one (1) parent;
7. Pet abuse;
8. Visible injuries or attempts to hide injuries (e.g., long sleeves in warm weather, sunglasses inside, or pulling of sleeves down to cover arms);
9. Flinching or signs of anxiety;
10. Use of dominating or intimidating body language;
11. Potential weapons are present in the home, openly visible, or are not secured (be aware of common household items that may be used as a weapon);
12. Home not adequately accessible for a family member’s disabilities;
13. Presence of guard animals, especially if family members exhibit fear of them;
14. Home is in an isolated location; and/or
15. One (1) adult/partner appears to have other forms of isolation (e.g., social, electronic, financial, inability to work outside of the home).

Indicators for Sustainable Safe Case Closure (Policy 5.12)
When the permanency plan is reunification, the following are indicators which may be relevant in assisting the Family Case Manager (FCM) and Child and Family Team (CFT) in making a decision to close a Child in Need of Services (CHINS) case:

1. The parent, guardian, or custodian has a good understanding of the child’s safety needs and has demonstrated their ability to provide for their child’s safety once the case is closed;
2. The parent, guardian or custodian has developed a plan and identified resources, formal, and informal supports to assist them in managing the child’s safety;
3. The FCM and CFT has observed positive changes in the parent, guardian, or custodian’s protective capacities, behavior, and circumstances, as verified by progress reports from service providers and visitations with the child and family;
4. The FCM has received input from the CFT and service providers indicating that the family has made sustainable improvements that alleviate Department of Child Services (DCS) involvement;
5. Identified safety concerns are no longer occurring or are consistently managed by the parent, guardian, or custodian;
6. The Risk and Safety Reassessment indicates the child is “safe” and the Risk and Safety Reassessment indicates a low or moderate level of risk for abuse or neglect;
7. The family has achieved case goal outcomes; and
8. Family functioning has improved to a minimally acceptable level. This is evidenced by the presence of effective protective behaviors within the family and the ability of the parent, guardian, or custodian and other family members to demonstrate a commitment to protect the child and ensure the child’s health, safety, and wellbeing.

Individual Development Accounts (IDA) (Policies 7.06, 8.20, & 11.01)
There are a limited number of IDAs available in Indiana. To open an IDA, individuals must meet the following eligibility requirements:

1. Be an Indiana resident;
2. Have an income below 175% of the Federal Poverty Guidelines;
3. Have at least $400 per year in earned income;
4. Be able to save a minimum of $35 per month; and
5. Meet minimum screening requirements.

Youth interested in opening an IDA may visit the Indiana Housing and Community Development Authority website or call 1-317-232-7777 for county specific information.

Individual Instruction Opportunities for Foster Parents (Policy 12.14)
When service providers come to a foster parent’s home to work with a child, this time cannot be used as in-service training hours for the foster parents. Training provided by a service provider in a one-on-one situation may be used as in-service training hours if the training includes a curriculum or medical training that will increase the foster parent’s knowledge of the population being served and the contact is documented (e.g., being trained on medical equipment). If this is a provider training (i.e., non-medical), the training should be approved by the Assistant Deputy Director of Staff Development.

If a foster parent is trained by a medical or mental health professional on issues related to a specific child in the foster parent’s care, in-service training credit may be awarded if there is documentation about the curriculum or teaching provided by the professional. This documentation should also indicate the date of the instruction, length of time spent, topic covered, the reason for the session, and the credentials of the professional providing the instruction, which may include the professional’s education, experience, and/or certification. This may be on letterhead or a prescription pad. Credit for this method of instruction would be the same as a classroom session, minute for minute. This time would be considered as classroom training and not alternative training.

If a foster parent is told by a medical or mental health professional to read a specific resource that will assist them in understanding and dealing with the issues related to the care of a specific child placed with the foster parent, and that resource is not on the state approved list, in-service training credit may still be awarded for the review of this material (following the Alternative Training Guidelines, including the completion of the Alternative Training Verification and the training does not exceed the limit of the maximum hours) if a statement is received from that professional confirming the request.

Ineligible Placements for Title IV-E Foster Care (Title IV-E) Funding (Policy 15.10)
Title IV-E cannot be claimed when a child is placed in an ineligible placement setting. Ineligible placements settings include:

1. Detention centers;
2. Forestry camps;
3. Correctional facilities;
4. Hospitals;
5. Nursing homes;
6. Boot camps; and
7. Public Child Caring Institutions (CCIs) with more than 25 beds.

Information to Provide when Making a Hotline Report (Policy 5.26)
When calling the Hotline, provide as much information as possible. Demographic information about the child, parent, or alleged perpetrator will be collected, including names, addresses, and phone numbers. Additionally, the report source may be asked about the circumstances creating a risk of harm to the child, including (see Hotline Information and Resources on the Hotline SharePoint):

1. Who was involved;
2. What occurred;
3. When and where it occurred;
4. The extent of any injuries sustained; and
5. Any other relevant information.

Informing and Educating Resource Parents on Communicable Diseases (Policy 8.31)
Clear and accurate information about communicable diseases and appropriate control measures must be given to resource parents to enable them to make informed decisions regarding their ability and willingness to provide care to infected children. If resource parents make informed decisions, the possibility of needing to move the child from the placement is decreased. For more information on available educational materials and trainings, see the Indiana Department of Health (IDOH) - Division of HIV/STD/VIRAL HEPATITIS.

Initial Clothing and Personal Items Allotment for Relative/Kinship Caregivers (Practice SOP 16.02)
An allotment of up to $200 per child is available within 60 days of initial placement of the child with FCM approval. At times it may be necessary for the clothing to be purchased prior to DCS approval.

Note: Clothing may be purchased beyond the 60 days of initial placement in unique circumstances (e.g., sudden weight gain or loss, maternity clothing, or attempts to obtain clothing from previous placement without success).

If the unlicensed relative/kin receives a voucher from DCS, the unlicensed relative/kin has 30 days to utilize the voucher. Unlicensed relative/kin must present the receipts for all purchases. Clothing and personal items may include, but are not limited to:

1. Clothing (e.g., socks, coats, undergarments);
2. Shoes;
3. Toiletries and personal hygiene items;
4. Hair products;
5. Diapers and wipes; and
6. Infant formula and bottles.

Initial Clothing and Personal Items Allotment for Licensed Resource Parents (Policy 16.01)
DCS will ensure a child is provided with adequate clothing at the time of initial removal. DCS will only provide the licensed resource parent with an Initial Clothing and Personal Items Allotment of up to $200.00 based on an immediate assessment of the child’s current clothing need by the Family Case Manager (FCM) at the time of removal. After the initial clothing allotment is expended, the resource parent will use a portion of the monthly per diem to pay for clothing and/or personal items for the child on an ongoing basis. Personal items at the time of initial placement may include, but are not limited to toiletries, personal hygiene items, undergarments, and hair products.

Note: DCS will not provide a Personal Allowance to residential facilities.

Initiation Timeframes (Policy 4.38)
A two (2)-hour response time begins when the Department of Child Services (DCS) Hotline (Hotline) calls the DCS local office. Examples of a two (2)-hour response may include, but are not limited to, allegations regarding:

1. A child fatality or near fatality;
2. Shaken infants;
3. A child who has suffered from serious physical injury to any part of the body due to suspected child abuse and/or neglect (CA/N) (e.g., fractures, broken bones, head injuries, extensive and serious bruising, or internal injuries);
4. A child is intentionally burned or scalded;
5. A child is too young or disabled to ensure the child’s own safety and is actively unsupervised. Disabilities include but are not limited to sight or hearing impairments, limited mental capabilities, or other severe debilitating conditions;
6. A child who has been abandoned or deserted;
7. A child has failure to thrive, which has resulted in the immediate need for medical attention;
8. A child is sexually abused or human trafficking is suspected and the alleged perpetrator has access to the child;
9. A child or the child’s parent, guardian, or custodian is actively attempting suicide;
10. There is an active domestic violence (DV) incident in the home or a child has been injured as a result of the active DV incident;
11. An active contaminating, controlled substance is present; and/or
12. Specific allegations that a parent, guardian, or custodian is actively using illicit drugs or abusing prescription medications.

A 24-hour response time begins when the DCS local office receives the email that a report is in the county queue. Examples of a 24-hour response may include, but are not limited to, allegations regarding:

1. Reported bruising, scratches, and/or welts;
2. Suspected inflicted injury to a child;
3. Serious injury is threatened; and/or
4. A child, parent, guardian, or custodian has previously attempted suicide;
5. Domestic violence (DV) incidents when:
6. Parent, guardian, custodian or child calls in the incident,
7. The incident involves a deadly weapon, or
8. The incident occurred within the last 48 hours.

A five (5) day response time begins when the DCS local office receives the email that a report is in the county queue. Examples of a five (5) day response may include, but are not limited to, allegations regarding:

1. Supervision concerns;
2. Insufficient food, shelter, or clothing;
3. Unsanitary living conditions; and/or
4. Educational neglect.

Instant Drug Screens and the Confirmation Process (Policies 4.40 & 5.20)
Instant drug screen results are considered only presumptive positive. The current instant oral drug screens available to DCS cannot be confirmed. If an instant oral drug screen is presumptively positive, it must be followed by the regular oral fluid swab that is sent to the lab for confirmation. Instant urine drug screens completed by providers and medical facilities that are presumptively positive, must be sent to the lab for confirmation. Family Case Managers (FCMs) should inquire about the validity of such screens prior to using the screen to inform an assessment decision.

Institutional Child Protection Services (ICPS) Sexual Abuse Allegations (Policy 4.30)
When sexual acts occur involving child(ren) within an institutional setting, ICPS will assess only when the allegations are against a child or adult who is employed by or volunteers at that institution. See chart below for assignment examples:

Example: Two (2) children aged five (5) are acting out sexually in the bathroom at school. One (1) of the children displays sexual behaviors well outside typical development and there is suspicion that the child is a victim of sexual abuse. While the incident occurred within an institutional setting there is no allegation of neglect on the school, therefore the Department of Child Services (DCS) local office assesses the allegations of sexual abuse on an unknown perpetrator in regard to the child displaying the sexual behaviors.

International and Cultural Affairs (ICA) Resources (Policies 2.09, 2.12, 2.22, & 2.23)
ICA information is available on the Focused Needs SharePoint. This webpage includes services provided by ICA and several documents. The Focused Needs SharePoint serves as a resource for Family Case Managers (FCMs) and other Department of Child Service (DCS) staff seeking information to help improve services to multicultural populations and families (e.g., immigrant; tribal; sensory impaired; Lesbian, Gay, Bi-Sexual, Transgender, Questioning/Queer, Intersex, Asexual, and more [LGBTQIA+]; and members of the military) by honoring the diversity of cultures and perspectives constituting the Indiana child welfare population. An email inbox is available to obtain guidance from an ICA liaison. Questions that may be sent to the email inbox include questions regarding service providers for interpreter services. Emergency situations that require immediate attention, should not be emailed to the inbox, please email the ICA Liaison directly (see the Focused Needs SharePoint).

Internet Supervision (Policy 8.14)
Open communication on the use of privacy settings when using the internet and social networking sites helps to protect privacy and maintain confidentiality. Appropriate internet supervision may include, but is not limited to:

1. Using the Child Family Team (CFT) Meeting process to address social networking and internet usage;
2. Checking the history of websites viewed and apps used;
3. Using parental control tools (internet providers may provide guidance);
4. Keeping the computer in a common area of the home;
5. Educating children and caregivers about internet safety. The resources provided by the NetSmartz Home website may be helpful for caregivers;
6. Prohibiting the posting of pictures with a child’s identifying information (e.g., names on jerseys, school information, letterman’s jackets, or location);
7. Informing the child to advise a trusted adult (e.g., the child’s parent, FCM, resource parent, teacher, coach, or church member) if someone makes any kind of contact online that is sexual, unsolicited, or threatening; and

Note: If nude or partially nude photos and/or videos of the child have been posted online, the Take It Down website through the National Center for Missing and Exploited Children (NCMEC) can provide assistance in removing the images (see policy 2.31 Handling and Documenting Suspected Child Pornography).

8. Emphasizing no tolerance for any type of cyber bullying.

Interviewing Children Who Have Visitation or Reside in the Home Part-Time (Policy 4.09)
A child who lives in the home part-time or has visitation in the home requires a face-to-face interview. The Family Case Manager (FCM) should stress the importance of the interview by advising the parent that the child may have witnessed an incident or have information that was disclosed by another child and the information may affect child safety.

Invoicing Electronically via KidTraks e-Invoicing (Policy 16.01)
Resource parents who are comfortable using a computer are encouraged to submit invoices electronically using KidTraks e-Invoicing. The resource parent must first become a vendor via submission of W-9 and Direct Deposit forms. Then, submission of the KidTraks User Agreement allows direct access to KidTraks, including the ability to submit invoices electronically via KidTraks e-Invoicing.

Note: Mileage reimbursement must be submitted via the paper Foster Parent Travel Invoice, but all other invoicing may be submitted electronically via KidTraks e-Invoicing, including Per Diem, Personal Allowance, Birthday/Holiday Allowance (i.e., Special Occasion Allowance), and Initial Clothing & Personal Items Allotment. KidTraks e-Invoicing guides are available on the Licensed Foster Parent Resources web page.

Items not Included on the Emancipation Goods and Services (EG&S) List (Policy 11.03)
The following are items not included on the EG&S list and may not be paid through Chafee Program funds:

1. Medical expenses;
2. Car purchases and payments; or
3. Repairs on a vehicle that is not titled in the youth’s name.

Post-secondary education items are not eligible to be funded through EG&S since funding for those items is available through the Education and Training Voucher (ETV) program (see policy 11.10 Education and Training Voucher Program).

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Joint Interviews with Law Enforcement Agency (LEA) (Policy 4.11)
When LEA is present, the alleged perpetrator’s rights may be explained by LEA. Determining whether the Department of Child Services (DCS) or LEA will take the lead during a joint interview should be decided on a case-by-case basis and will depend upon factors that include, but are not limited to, the following:

1. Nature of the allegations;
2. Probability of criminal charges;
3. Who has more experience and training; and
4. Who has better rapport with the alleged perpetrator.

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Kinship and Other Relative Placement Options (Practice SOP 16.02)
A child may be placed with an individual who is not related by blood, marriage, or adoption if this is an individual with whom the child has an established and significant relationship. The relationship with the child will be documented as other relative and must:

1. Have the characteristics of a family relationship. The relationship should have the same characteristics or be similar to the relationship that the child has with an individual related to them by blood, marriage, or adoption;
2. Have existed prior to the agency’s current involvement with the child or family; and
3. Be verified through interviews or attested to by the written or oral designation of the child or of another person, including other relatives related to the child by blood, marriage, or adoption.

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Language Barriers for Visitation (Policy 8.13)
In some cases, a child and/or the family may communicate in a language other than English or utilize an alternative form of communication. In order for the person supervising the visit to understand the conversation and adequately assess the quality of the interaction between the child and the individual, an interpreter may be required. The visit must still occur, even if an interpreter is unavailable (see policy GA-3 Language Services).

Lead Agency When a Child is Adjudicated in Both Systems (Policy 2.25)
IC 31-41-3-1 suggests that the Dual Status Assessment Team (DSAT) may recommend a “lead agency”. However, in absence of a recommendation, the court making the “later adjudication” (which case was last adjudicated) may determine whether the Department of Child Services (DCS) or probation will act as the lead agency. In making the determination, the court shall consider:

1. The child's social and family situation;
2. The child's experiences with DCS;
3. The child's prior adjudications of delinquency;
4. The recommendations of the DSAT; and
5. The needs, strengths, and risks of the child.

Licensing Requirements for the Indiana Guardianship Assistance Program (GAP) (Policy 14.01)
The relative caregiver’s valid foster care license, including required background checks, may suffice for GAP background check requirements.

Lifebooks and/or Adoption Workbooks (Policy 10.04)
Lifebooks and/or Adoption Workbooks come pre-packaged and may be ordered by contacting the regional Adoption Consultant. The Lifebook and/or Adoption Workbook will be mailed to the Family Case Manager (FCM) in the Department of Child Services (DCS) local office.

Note: The pre-packaged Lifebook and/or Adoption Workbook are not mandatory for the FCM to use. The FCM, therapist, foster parent, or a family member may assist the child in creating a unique Lifebook and/or Adoption Workbook for a child using a photo album, scrapbook materials, or any creative idea that would be most meaningful for the child.

DCS currently has the following types of pre-packaged Lifebook and Adoption Workbooks (described by Adoption World Publishing):

• My Adoption Workbook is a kid-friendly workbook that guides the social worker and child through the adoption process. This workbook provides a sensitive, but forthright explanation of separation, followed by hands-on activities to help prepare a child for change and work through the process.

Nothing raises a child's anxiety more than the unknown. My Adoption Workbook carefully guides the child and social worker through the entire process from separation to post-adoption. Exercises are designed to reduce fears and to promote a healthy child-to-parent relationship. Special emphasis is given to helping the child:

• Explore fears or fantasies;
• Work through abuse, trust and love issues;
• Build self-esteem;
• Handle new situations; and
• Adjust to change.
• The One and Only Me is a book that helps foster, adoptive, and other troubled children connect to their current situation, as well as their beginnings. This book creates a living history for children dealing with a chaotic past.
• The Real Me teen Lifebook is a tool to use when working with youth. The teenage years are a challenge even in the best situations. For youth in foster care or living in a group setting, the uncertainties about the future can cause additional stress and worry. The chapter “What My Future Holds” provides a framework that youth may use to process the many issues they face. It also prompts them to gather the necessary documentation for job hunting.

Lifebook Contents (Policy 10.04)
One of the best ways to prepare children for guardianship or adoption is the development of a Lifebook. The child’s FCM, therapist, or resource parent may assist the child, if necessary, in developing a Lifebook. This process may be therapeutic and help the child address the core issues of the child's life (e.g., birth family history, history of abuse and/or neglect, placement history, emotional transitions, and adoptive family). The Lifebook may contain, but is not limited to:

1. Photographs of the child;
2. Photographs of persons and places that were significant in the child's life prior to placement in foster care and/or adoptive placement, including siblings;
3. Items related to school and extracurricular activities (e.g., report cards, certificates, artwork, and awards);
4. Positive messages to the child from important adults including, but not limited to, the child’s birth parents and resource parent; and
5. Short summaries of significant events that have occurred in the child's life.

Note: Lifebooks are the property of the child and should remain with the child through any placement changes.

Life Skills Assessment (Policy 11.01)
All youth referred for services between the ages of 16 and 23 years of age must complete the life skills assessment. The life skills assessment will be completed with by the Older Youth Services (OYS) provider or placement provider with the youth beginning at age 16. The life skills assessment tool has been approved for use by the Older Youth Initiatives (OYI) team.

Local Criminal Court Records Check (Policy 13.13)
A Local Criminal Court Records Check should be conducted for all persons 18 years of age and older by completing a court record search, including all aliases, within each county court, as well as applicable city courts, in which the subject resided in the past five (5) years. For further instructions about completing Local Criminal Court Records Checks, see the Local Criminal Court Records Check Instructions, available on the Background Check Resources SharePoint.

Local School Point of Contact List (Policy 9.03)
A list of contact information for school corporations may be found in the School Notification Point of Contact (POC) List. Best interest determinations need to be initially discussed between the Family Case Manager (FCM) and the Education Liaison (EL).

Locating Transmitted Reports in the Case Management System (Policy 8.30)
The 30-day and 90-day Psychotropic Medication Reports will be automatically transmitted into casebook after being uploaded into KidTraks monthly by the residential provider (this does not include shelter care). The 30-day report will be named PSYCMEDREV30DAY and is a paper review. The 90-day report will be named PSYCMEDREV90DAY and is an in-person review.

To locate the 30-day and 90-day Psychotropic Medication Reports in Casebook go to the case. If the file you are looking for is not in the File Uploads section (only a few recent files show on the main page), then click “File Uploads”, then click “See all files”.

The browser search feature may be used by typing in part of the filename to find the file (shown at the bottom of the screenshot below). The file being searched for is shown in the red box. Because the file has been automatically transmitted, it will have a blue link icon instead of a green paperclip. The filename will be hyperlinked. You will need to click it to open the file.

Location of Hearings (Policy 2.05)
All administrative hearings will be held in a pre-determined centralized location near the county of residence of the appellant, or in Indianapolis, Indiana. The Administrative Law Judge (ALJ) may order a hearing site other than those identified in the event of natural disaster or other reason as determined by the ALJ.

Note: Hearings may also be conducted via telephone or video conference if approved by the ALJ.

Logistics Example of Courtesy Interview (Policy 4.12)
The alleged victim lives in County A and is transported more than an hour to a hospital in County B for medical care. County A has jurisdiction over the assessment but may ask County B to conduct the courtesy interview at the hospital to prevent extensive travel.

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Maintaining Confidentiality for Children (Policy 2.06)
Department of Child Services (DCS) employees should ensure information that has the potential to cause safety and well-being issues for children has been redacted when releasing confidential information. This includes, but is not limited to, the Human Immunodeficiency Virus (HIV) status of either the child or the parents and sexual orientation (Lesbian, Gay, Bisexual, Transgender, and Questioning/Queer, Intersex, Asexual, and more [LGBTQIA+]). Except for cases where confidential information may be relevant to abuse, neglect, removal, placement, or reunification, confidentiality must be maintained.

Meaningful Contacts with the Family (Policy 5.03)
Recognize that family members may be uninformed, confused, and/or concerned due to the family’s involvement with the Department of Child Services (DCS). The completion of the following tasks may reduce these issues:

1. Take the time to explain the process and answer any questions asked by the family;
2. Inform the family of the possible timeline of events that may occur during the life of the case (e.g., receiving allegations pertaining to the child while in DCS care, information about the child’s physical or mental health [e.g., car accident or injured while playing, or during a school activity, medical/dental/vision appointments, or prescribed psychotropic mediation], extracurricular activities in which the child may participate [e.g., sports, church, scouts], filing of termination petition at 15 out of 22 months of the child being in out-of-home care);
3. Continually ask family members if there are any questions or concerns they may have and address these concerns with honesty and urgency; and
4. Recognize the value of the family members and their expertise regarding the family history.

Note: Convey the importance of each and every contact and do not rush conversations with the family.

Medical Passports for Children in Residential Facilities (Policy 8.27)
It is the policy of the Department of Child Services (DCS) to provide a Medical Passport for each child in out-of-home care, including a child admitted to a residential facility. It is the responsibility of the caregiver (including a residential facility) to keep the Medical Passport updated, and the FCM must verify regularly that this occurs.

Medication-Assisted Treatment (MAT) (Policies 4.40 & 5.20)
The use of MAT (e.g., the use of Methadone, Buprenorphine, or Naltrexone in conjunction with psychosocial support and treatment) is considered best practice for the treatment of opioid use disorders. Clients should not be discouraged from using MAT as part of a substance abuse treatment plan. If a parent, guardian, or custodian indicates the use of MAT, the Family Case Manager (FCM) collects the following information and documentation:

1. A statement from the parent, guardian, or custodian regarding any current or prior history of substance abuse that has led to the current use of MAT;
2. A statement from the parent, guardian, or custodian, regarding the details of the MAT program (including the name of the physician or agency prescribing the medication and the name of the provider of any associated therapy or substance abuse treatment services) and any other associated therapy or substance abuse treatment; and
3. A Release of Information to obtain verification of the parent, guardian, or custodian’s participation in MAT and other associated therapy or substance abuse treatment.

The FCM should not need confirmation of a substance that the parent is prescribed through MAT. The expectation that if a parent screens positive for the substance that they are prescribed, confirmation is not needed.

Note: If a Release of Information is signed, the FCM should share any positive drug screen results, as well as any other information pertinent to treatment, with the MAT provider so that the provider may make the most appropriate decisions regarding the treatment of the parent, guardian, or custodian.

Minimizing School Disruptions (Policy 8.20)
School disruptions may cause extreme emotional stress for a child and affect the child’s academic performance, development, and/or overall well-being. The FCM should attempt to minimize school disruptions by:

1. Placing the child with a resource parent living in the same school district;
2. Making a referral to the Education Services Team for determination of best interests regarding the child’s educational placement (see policy 8.22 School Notifications and Legal Settlement);
3. Delaying a change in placement until the end of a school semester or year, when waiting does not endanger the child’s safety and/or well-being; and/or
4. Scheduling medical and court appointments during non-school hours, whenever possible.

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National Sex Offender Registry Check (Policy 13.13)
The National Sex Offender Registry Check is used to determine if there are any matches. If there is a match, the individual is ineligible to be a childcare provider, and it is best practice that that these decisions are staffed and documented at the local office level to reflect what is in the best interest of the child.

National Youth in Transition Database (NYTD) (Policy 11.17)
NYTD is a data collection system developed to track OYS provided to older youth. NYTD is used to collect demographic and outcome information on certain older youth in foster care eligible placements whom the State of Indiana will follow over time to collect additional outcome information. Information regarding OYS received will be collected for all older youth over 16 years of age and in a foster care eligible placement.

Educating older youth regarding the purpose of NYTD and how their participation will positively impact future foster youth is highly encouraged. Engagement of the older youth during the survey process will assist in increasing participation rates and follow-up surveys. Eligible NYTD services do not always align with Indiana’s OYS standards due to NYTD being a federal program administered by the state. Accurate reporting for NYTD requires the reporter to be familiar with the NYTD Service Elements Definitions, which is located on the DCS NYTD webpage.

More information regarding NYTD can be found on the DCS NYTD webpage, which includes the following informational videos:

1. Spotlight on NYTD;
2. Take the NYTD Survey; and
3. Give the NYTD Survey.

New Allegations of Child Abuse/Neglect (CA/N) During a Case (Policy 5.02)
All new allegations of CA/N must be reported to the Hotline and may not be handled as part of the case. The Family Case Manager (FCM) must specify in the report to the Hotline that the assessment has already been initiated. The exact date and time the FCM became aware of the allegations and initiated the assessment must also be specified. The FCM may report the new allegations to the Hotline by emailing or faxing the completed Preliminary Report of Alleged Child Abuse or Neglect (310) form, emailing equivalent information (e.g., time initiated, parent names, child victim names, description of concerns), or by calling to report equivalent information. The 310 or equivalent information may be submitted via the hotline email, via fax to: 317-234-7595 or 317-234-7596, or via phone to:1- 800-800-5556.

Noncompliance with Visitation Plan (Policy 8.13)
The Department of Child Services (DCS) is obligated to continue to offer visits to the parent, guardian, or custodian until a court order is issued stopping visitation. If the parent, guardian, or custodian exhibits a pattern of repeated “no-shows”, the Family Case Manager (FCM) may require the parent, guardian, or custodian to call to confirm shortly before each visit. This measure may avoid false hopes on the part of the child and wasted effort on the part of those providing transportation.

Non-Safety Related Licensing Requirements (Policy 12.19)
Case by case waivers of non-safety related licensing requirements are permitted. An example of a safety related licensing requirement that cannot be waived is the completion of background checks (see policy 13.16 Waivers for additional guidance if background checks are returned disqualified). Examples of non-safety related licensing requirements that can be waived include, but are not limited to:

1. Square footage of bedrooms;
2. Bedrooms in basement;
3. Licensing a married applicant without licensing their spouse due to spouse’s physical absence from the household;
4. Children six (6) years of age and older sharing a bedroom with a child of the opposite sex; and
5. Children over twelve months of age sharing a bedroom with an adult.

Nonverbal Communication During Forensic Interviews (Policy 4.09)
Using means other than verbal communication is often a critical component of interviewing alleged victims of sexual abuse. In many cases, what children will demonstrate with objects or drawings is far more compelling than what they may say. The interviewer may ask a child to draw pictures of the home and/or the family, or to communicate using blank figure drawings or anatomically detailed dolls and doll houses.

Notifying the Department of Child Services (DCS) of Substantiation of Child Abuse and/or Neglect (CA/N), Arrest, or Convictions (Policy 13.03)
The contractor shall immediately (within 24 hours) notify DCS of any substantiation of CA/N, arrest, or conviction of Covered Personnel. The DCS Division responsible for the contract will contact the Central Office Background Check Unit (COBCU) and the severity and seriousness of the offense will be evaluated on a case-by-case basis.

Number of Interviews (Policy 4.09)
While it is best practice to conduct only one (1) interview with a child, a Family Case Manager (FCM) may have to conduct additional interviews with a child if the FCM was unable to gather sufficient information in the initial interview to assess child’s safety and well-being.

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Observing All Homes of the Child (Policies 4.02, 4.03, 4.04, 4.10, & 4.13)
If a child spends time in multiple homes, it is best to visit every home the child goes to regularly, including the home of any parent, guardian, or custodian of that child. This will allow an observation of safe sleep practices, utilities, home conditions, occupants, and food (see the Assessment Staffing Guide [ASG]).

Older Youth Services Protocol (Policy 11.18 & 11.29)
The Older Youth Initiatives (OYI) program encompasses Older Youth Services (OYS), Collaborative Care (CC), Voluntary Services, and Transition to Successful Adulthood Services (TSA). Youth participating in these services should be provided instruction, experiential learning, coaching, mentoring, and monitoring in services that include, but are not limited to (see the Older Youth Services and Collaborative Care Program Service Delivery and Protocol and the Older Youth Services Service Standards on the Older Youth Initiatives webpage):

1. Education;
2. Employment;
3. Financial and Asset Management;
4. Physical and Mental Health;
5. Housing;
6. Activities of Daily Living; and
7. Youth Engagement.

Out-of-Home Placement (Policy 7.10)
DCS diligently works to maintain familial connections through visitation and shared activities while a child is in out-of-home care. The parent, guardian, or custodian of a child in out-homecare is also afforded an opportunity to build on family strengths and learn essential skills in providing a safe and nurturing environment to which their child may return.

Out-of-Home Risk and Safety Reassessment (Policy 8.44)
Following the principles of family-centered practice, the Out-of-Home Risk and Safety Reassessment is completed in conjunction with each appropriate household. The Out-of-Home Risk and Safety Reassessment should be shared with the household when a case is first opened so that the household understands exactly what will be used to evaluate reunification potential and the threshold they must reach. Specifically, inform the household members of their original risk level, and explain that this will serve as the baseline for assessing reunification readiness. The Case Plan/Prevention Plan should be shared with the household at the same time so that the household understands what is expected. Also, explain to the household members that a new substantiation or failure to progress toward case plan goals would increase their risk level, and that progress toward case plan goals will reduce their risk level. Explain that both the quantity and quality of visitation will also be considered when evaluating risk. Discuss the Reunification Safety Assessment within the Out-of-Home Risk and Safety Reassessment, and explain that if everything else would support reunification, the final consideration is safety. The household members must either demonstrate that no safety threats are present or there must be a plan to address any identified safety threats.

Out-of-State Parent Rapid Response (Policy 9.05)
Upon learning of a potential out-of-state placement with a parent with whom there are concerns, rather than sending an Interstate Compact on the Placement of Children (ICPC) request, a rapid response team will meet to review the concerns. The rapid response team is composed of the following:

1. Family Case Manager (FCM);
2. FCM Supervisor;
3. Local Office Director (LOD) or Division Manager (DM);
4. Department of Child Services (DCS) Staff Attorney;
5. Regional Manager (RM); and
6. Chief Counsel.

The rapid response team will meet as soon as possible and consider the following:

1. The concerns regarding the out-of-state parent and whether those concerns are significant enough to not immediately place the child with the child’s parent;
2. Whether the concerns about the out-of-state parent have been well documented in DCS’ petition and/or if DCS needs to amend the petition or dispositional order;
3. Whether DCS has enough information to use a “best interests” argument for not wanting to place the child with the out-of-state parent. If so, DCS should cite IC 31-10-2-2 in its objection for the placement and need for additional information. Reasons for this may include, but are not limited to: lack of a parent-child relationship, the parent having a criminal or child welfare history, parents instability or lack of resources, and unresolved mental health issues; and
4. Methods DCS may use to determine if the out-of-state parent is appropriate for placement without using the ICPC process.

If the rapid response team needs additional assistance following the meeting, Assistant Deputy Directors (ADD), the Assistant General Counsel, and/or other members of management may assist in planning for these cases.

Out-of-State Runaway Located in Indiana (Policies 3.03 & 4.48)
When the Department of Child Services (DCS) is notified of an out-of-state runaway located in the State of Indiana, DCS refers the report source to the local county juvenile probation department. It is the statutory responsibility of the local county juvenile probation department to receive and manage the child’s return to the home state in accordance with IC 31-37-23 and IC 11-13-4.5-1.5. These rules are established through the Interstate Commission for Juveniles (ICJ).

Overriding the Child and Adolescent Needs and Strengths (CANS) Placement Recommendation and Corresponding Category of Supervision (Policy 8.50)
The guidelines below are intended to provide examples of common situations when the Department of Child Services (DCS) may want to consider overriding the Child and Adolescent Needs and Strengths (CANS) placement recommendation to choose a higher category of supervision.

• Youth with Complex Medical Conditions
  The highest level of placement recommended on the CANS Assessment for a child with severe medical needs is often Therapeutic Foster Care. Most medically complicated youth require a very high level of care in a home setting, nursing home, or hospital. For youth whose medical provider recommends nursing home or hospital care, DCS would override the CANS placement recommendation as it relates to placement of the child. When nursing home or hospital care is not necessary for medically complicated and fragile youth, DCS may also consider overriding the Therapeutic Foster Care category of supervision in order to adequately compensate the foster parent for the additional attention and medical care required to meet the needs of the youth in the foster home.

• Youth with Developmental Disabilities/Intellectual Disabilities (DD/ID)
  Depending on each youth’s unique risks and needs, it is possible Therapeutic Foster Care is the highest level of placement recommended on the CANS Assessment for a youth with significant developmental and intellectual disabilities. While placement in a foster home is likely the most appropriate placement option for such youth, there are times when DCS may want to consider overriding the Therapeutic Foster Care category of supervision.

• Youth with Severe Behavioral Health Conditions
  While rare, there are times when a CANS Assessment is completed for a youth with unique risks and needs such that:
  1. The Placement Recommendation is for Foster Care, Foster Care with Services (Moderate Foster Care), or Therapeutic Foster Care, and/or
  2. The Behavioral Health Recommendation is for Intensive Community-Based Services: Wraparound or Intensive Community Services: Community Alternative to Psychiatric Residential Treatment Facility Medicaid Grant (CA-PRTF, PRTF or State Hospital).

Overview of Hospitalized Victim of Child Abuse and/or Neglect (CA/N) (Policy 2.15)
Whenever a child, who is a patient in the hospital, is a subject of a Department of Child Services (DCS) assessment for reported CA/N, and the hospital reported or has been informed of the report and assessment, DCS should expect the hospital to:

1. Immediately contact the DCS local office to make them aware of the current medical situation of the child;
2. Cooperate fully with whomever the DCS local office deems appropriate to have visitation or any other contact with the child. Approval must be given by DCS for interaction to take place; and
3. Continue to cooperate with the DCS local office in furnishing all records and information necessary to complete the ongoing assessment even after the child is hospitalized or released to the designated caregiver, as determined by DCS.

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P

Parental and Responsible Parties Involvement in Safety Planning (Policies 4.18, 4.19, & 5.21)
Empowering the family to develop their Safety Plan with the Family Case Manager (FCM) promotes greater family participation and more ownership of their plan, allowing for a more successful outcome. For this reason, it is critical that the FCM focus the discussion on the safety of the child and not on the allegation. When developing the Safety Plan with the family, it is important to develop a common understanding that the safety of the child is contingent on the family’s ability and willingness to follow the terms of the plan. If the family is hesitant or unwilling to create a plan and/or commit to abiding by the plan’s terms, remind the family that the child may not be safe under present circumstances. Sharing Safety Plans with all responsible parties allows for transparency among all parties of the Safety Plan and increases accountability for everyone. This fosters an environment where safety concerns are addressed timely and specifically.

Parental Consent to Interview Child (Policy 4.05)
Consider the following when determining whether one (1) or both parents should consent to interview the child:

1. If the child has two (2) parents and both parents have physical custody of the child (e. g., the parents are living together), either parent may give consent. However, once either parent has said “no,” it is inappropriate to seek permission from the other parent (this is referred to as “answer shopping”); and
2. If the child has two (2) parents but the parents do not live together, consent must be obtained from the custodial parent (i.e., the parent with physical custody, also referred to as the “custodial parent”).

Parental Disclosure of Drug Use (Policies 4.40 & 5.20)
Any admissions by a parent, guardian, or custodian that is a party to the Department of Child Services (DCS) case may be admissible as evidence in court proceedings. Best practice would include documenting discussions with parents, guardians, or custodians regarding drug use, including such admissions and any specific reasons why such a discussion was necessary.

Parental Drug Use (Policy 4.22 & 4.40)
A single positive drug screen or single instance of drug use outside the presence of the child should not be considered an automatic Child in Need of Services (CHINS). All the information gathered during the assessment, including the impact the drug use has on the child and home environment, should be carefully considered before making a determination. Each situation should be evaluated on a case-by-case basis, taking into consideration the needs of the child as well as the actions of the parent, guardian, or custodian.

Parental Resistance (Policy 5.23)
Often when engaging a parent, they may refuse to identify the absent parent, relatives, or other adults who care about the child. The following are some suggested strategies that may be of assistance in overcoming parental resistance. They include:

1. Informing the parent about the benefits of the child having a relationship with the absent parent and permanent connections with relatives and other caring adults, and the potentially harmful effects on the child who does not have these supports;
2. Being persistent and recognizing that sometimes the parent (and others) are not ready to provide information when first asked. The parent’s resistance may lessen as they see other family members are concerned for the child and participate in services to preserve the family, reunification services, and/or Child and Family Team (CFT) Meetings;
3. Asking the child to identify important individuals in the child’s life with whom they would like to have contact. See 4.A Tool: Interviewing Children for some helpful techniques for interviewing the child;
4. Seeking individuals who may be resources to provide support to the child and parent; and
5. Partnering with the courts and attorneys to obtain court orders requiring that parents identify relatives to whom written notice of removal is required by law. If necessary, request the parent be put under oath and instructed to provide testimony regarding identifying relatives and their contact information.

Parent/Guardian/Custodian’s Cultural Beliefs (Policy 7.07)
DCS respects and values the family’s cultural beliefs surrounding medicine and healing, provided the family’s cultural practices do not place the child at risk or harm or preclude medical interventions deemed necessary for the child’s health and safety.

Parenting Youth Who are Not the Primary Caregiver (Policy 8.36)
In some cases, the youth who is a parent is not the child’s primary caregiver. The child may live with the other parent, foster parent, or another family member. If the youth is not the primary caregiver, the youth may still be involved in the child’s rearing. Any time a youth has a child and is involved in that child’s life, the youth should be offered family support services, including parenting classes.

Partnership in the Licensing Process (Policy 12.13)
Partnership is key in the decision-making process. The concept of Foster Family Home (FFH) applicants having a role in the licensing decision should be explained and emphasized during orientation, pre-service training, and home visits. The applicant’s role as a partner in the licensing process is to make an honest assessment of their skills and abilities to foster and if fostering is a good fit for their family. The following are decisions that should be made collaboratively between the agency and the FFH applicants:

1. Whether fostering is a good fit for the foster family as well as the Licensed Child Placing Agency (LCPA) or Department of Child Services (DCS);
2. Whether the family should focus on adopting and/or fostering;
3. Whether the potential foster parents have needs that must be addressed or strengths that must be developed prior to being licensed or during licensure; and
4. The level of care the family will be able to provide.

Payment Guide for Room and Board (R&B) Funds (Policy 11.08)
The following is a payment guide detailing the older youth’s responsibilities for payment. The R&B funds are subject to approval by the Independent Living (IL) Specialist. Department of Child Services (DCS) will not expend funds if the older youth is unable to pay the older youth’s portion, as detailed below:

1. Deposit and first (1st) and second (2nd) month’s rent may be paid for older youth;
2. Older youth pays 25% of the rent for the third (3rd) month;
3. Older youth pays 50% of the rent for the fourth (4th) month;
4. Older youth pays 75% of the rent for the fifth (5th) month; and
5. Older youth pays all of the rent for the sixth (6th) month and thereafter.

Note: An alternative payment arrangement including length of stay and rental amount will be negotiated under the Voluntary Services Host Home Agreement. This agreement is subject to approval by DCS. Requests to adjust the Voluntary Services Host Home Agreement must be approved by an IL Specialist (see policy 11.09 Voluntary Services Host Home). Requests for adjustments to the payment guide must be approved by an IL Specialist.

Payment for Room and Board (R&B) Funds (Policy 11.08)
If the older youth is already 18 years of age, a housing deposit may be paid within the month prior to the older youth’s case being dismissed to hold an apartment for the older youth until the case is dismissed and the older youth is ready to move in. If the older youth is leaving the Indiana Department of Child Services (DCS) care at age 18, the payment may not be made until the older youth’s 18th birthday.

The R&B assistance will be tailored to the needs of the older youth. Older youth who need the maximum assistance may access these funds using the payment guide, as described below. While receiving R&B funds, older youth are expected to make incremental payments toward their own housing and utility expenses beginning in the third (3rd) month of assistance, and older youth should be prepared to accept full responsibility by the sixth (6th) month unless there are extenuating circumstances. In cases where there is a request for an adjustment to the payment guide, approval must be received from the DCS Independent Living (IL) Specialist. In cases where older youth are unable to accept full responsibility for 50% of their rent in the fourth (4th) month and each incremental payment thereafter, approval must be received from the DCS IL Specialist. Requests for an extension of this capped amount will be considered on a case-bycase basis by the DCS Older Youth Initiatives Manager or designee, based on availability of funds. R&B payments will only be made through a contracted service provider who is providing older youth case management services to the older youth.

Pediatric Evaluation and Diagnostic Service (PEDS) Referrals (Policies 3.02, 3.05, 4.03, 4.16, & 4.30)
All intake reports with allegations of suspected abuse or neglect involving the head or neck of a child, as well as, allegations of suspected abuse or neglect resulting in fractures and burns regardless of age will be identified in the case management system with a denotation of “PEDS allegation is included in this Report”. Evaluations of all reports identified as having PEDS allegations should include any information obtained from the child and/or family. Family Case Managers (FCMs) should utilize critical thinking skills to evaluate and staff the situation with an FCM Supervisor to determine if a need exists to complete a non-mandatory PEDS referral for children of any age with injury or suspected injury to the head or neck, fractures or burns, or suspected fractures or burns. A referral should also be considered if a child, regardless of age, is unable to provide an explanation for the injury or the explanation for the injury is not convincing and there is reason to believe there is a pattern of repeated abuse.

Pell Grants (Policy 11.15)
The Federal Pell Grant Program provides need-based grants to undergraduate and certain postbaccalaureate students to promote access to postsecondary education. Financial need is determined by the U.S. Department of Education using a standard formula established by Congress to evaluate the financial information reported on the Free Application for Federal Student Aid (FAFSA) and to determine the family’s estimated financial contribution (EFC). Pell grants are direct grants awarded through participating institutions to students with financial need. In order to apply for Pell grants, students must submit a FAFSA form before their state’s deadline. For more information about Pell grants, visit the Federal Pell Grants- Federal Student Aid webpage.

Permanency Plan Options for Concurrent Planning (Policy 5.15)
Permanency plan options for concurrent planning include:

1. Reunification (return to or continuation of existing custodial care within the home of the child’s parent, guardian, or custodian or placement of the child with the child’s noncustodial parent);
2. Placement of the child for adoption;
3. Appointment of a legal guardian; or
4. Placement of the child with a fit and willing relative who is able to act as the child’s permanent custodian and carry out the responsibilities required by the permanency plan.

Note: Another Planned Permanent Living Arrangement (APPLA) is NOT an option for concurrent planning.

Personal Allowance (Policy 16.01 & Practice SOP 16.02)
Each child in a licensed resource placement or an unlicensed relative/kinship placement is eligible to receive an annual Personal Allowance of up to $300 starting on the 8th consecutive day of placement. These funds may be expended and are reset at the beginning of each calendar year. These funds may be used for items such as, but not limited to:

1. Computer hardware and/or software;
2. Field trips;
3. Driver’s education (unless eligible for Emancipation Goods & Services Funds);
4. Class pictures;
5. Application fees;
6. Equipment and fees associated with extracurricular activities including musical instruments and sporting equipment;
7. Electronic devices (e.g., e-readers, laptops, or gaming systems);
8. Prom dress or other special occasion clothing; and
9. Preschool.

Note: The following items are not permitted or reimbursable: piercings, tattoos, tobacco products, alcoholic products or beverages, firearms/weapons, fireworks, lottery tickets, gift cards, cash, checks, or money orders. An exception may be made to purchase a gaming system gift card or on-line gaming apps when the child has a gaming console or computer and the only option to purchase a game is through a gaming system or app gift card. An additional exception may be made to purchase cell phone minutes for a child that has a cell phone.

Petition for Modification in the Delinquency Case (Policy 2.25)
The Department of Child Services (DCS) may not file a petition for modification in the delinquency case, even when DCS is the lead agency. The statute states the court may require DCS and the Juvenile Probation Department to work together in the supervision of a dual status child and for the purposes of filing a modification under IC 31-34-23 or IC 31-37-22.

Placement Disruption in Collaborative Care (CC) Cases (Policy 11.20)
When a Collaborative Care (CC) case is opened, the placement of the older youth is not expected to be disrupted unless all parties agree that it would be in the best interest of the older youth. When making a decision regarding an older youth’s CC placement, the older youth and the older youth’s Child and Family Team (CFT) should take into account the older youth’s Transition Plan for Successful Adulthood.

Placing Notices and Letters in the Case Record (Policy 2.01)
A copy of the notice should be placed in the Department of Child Services (DCS) assessment file in the DCS local office where the assessment was completed. Any letters or notices received from the perpetrator regarding the assessment should also be placed in the assessment file. DCS will keep a record of the time, date, and circumstances for notices sent.

Positive Drug Screen Results (Policy 5.20)
Positive drug screen results may indicate a one (1)-time lapse or signal a return to chronic use. Positive drug screen results should be viewed as an indicator that the substance abuse treatment plan needs to be adjusted. Family Case Managers (FCMs) should engage the parent, guardian, or custodian in the following steps after receiving positive drug screen results:

1. Discuss the results in a timely manner (preferably within 1-2 business days of receiving positive results) and give the parent, guardian, or custodian the opportunity to explain the results;
2. Obtain an assessment by a substance abuse professional if the parent, guardian, or custodian is not receiving substance abuse treatment services;
3. Consult with the substance abuse treatment provider if services are already in place. This consultation should include a review of the relapse prevention plan and reassessment of the services in which the parent, guardian, or custodian is currently participating; and
4. Consider modifying the current frequency of drug screening.

Potential Benefits of the Child and Family Team (CFT) Meeting Process to the Child and Family (Policy 5.03)
CFT Meetings are the best way for the Department of Child Services (DCS) to assist the family in making positive changes in the lives of the child and family members. By utilizing the CFT Meeting process, DCS will:

1. Learn what the family hopes to accomplish;
2. Set reasonable and meaningful goals;
3. Recognize and affirm family strengths;
4. Assess family needs and identify solutions; and
5. Organize tasks to accomplish goals.

According to the Child Welfare Policy & Practice Group (CWG), a CFT Meeting is a gathering of family members, friend, members of the family’s faith community and professionals who join together to jointly develop individualized plans to strengthen family capacity, to assure safety, stability, well-being and permanency and to build natural supports that will sustain the family over time. Bringing a family together with a solution-focused team of supports contributes to a variety of potential benefits, such as:

1. Preventing abuse and neglect and speeding up permanency;
2. Prevention removal and placement disruptions;
3. Strengthening engagement with family and older youth;
4. Improving the quality of assessments about strengths and needs;
5. Increasing the likelihood of matching the appropriate services to needs;
6. Identifying kinship placement opportunities;
7. Increasing capacity to overcome barriers; and
8. Creating a system of supports that will sustain the family over time and provide a safety net after agency involvement ends.

Preparation for the Permanency Hearing (Policy 6.10)
The following are factors to discuss during the CFT Meeting and/or Case Plan Conference to prepare for the Permanency Hearing:

1. Identify the child’s/youth’s Permanency Plan (e.g., reunification, continue in out-of-home

   care; adoption; placed with an appointed legal guardian; placed with a fit and willing

   relative; or under APPLA) and second Permanency Plan, if concurrent planning;

2. Determine whether it is in the child’s/youth’s best interest for the juvenile court to

   retain jurisdiction;

3. Determine whether an existing Permanency Plan should be modified, taking into account

   the recommendations of individuals who have a significant relationship with the

   child/youth (see policy 5.08 Developing the Case Plan/Prevention Plan);

   Note: When the child has been removed from the child’s parent for at least 12 months

   out of the most recent 22 months, the recommended Permanency Plan must include at

   least one (1) intended Permanency Plan goal other than reunification with a parent,

   guardian, or custodian.

4. Evaluate whether continuation of the services ordered in the Dispositional Decree with or

   without modification has a reasonable chance of success at achieving the Permanency

   Plan;

5. Identify procedural safeguards used by Indiana Department of Child Services (DCS) to

   protect parental rights;

6. Determine whether DCS has made Reasonable Efforts to Finalize the Permanency Plan

   (REPP);

7. Determine whether responsibility for Placement and Care (PC) of the child/youth should

   remain with DCS; and

8. Identify objectives of the Dispositional Decree that have not been met.

Preparing a Family for Case Transfer (Policy 5.13)
In any case transfer, ensuring a child’s safety is given the highest priority. The best way to ensure this safety is to maintain consistent services for the family. Through the transfer meeting, the family will begin developing a relationship with their new Family Case Manager (FCM) and will begin to identify informal supports in their new community. Immediately after transferring a case, a family may need a higher level of support from the FCM because they will be adjusting to their new surroundings and may not have access to the same services and formal and informal support systems as before.

Preparing a Youth for Collaborative Care (Policy 11.20 & 11.21)
When the older youth enters CC, ensuring an older youth’s safety is given the highest priority. The best way to ensure safety is to maintain consistency with services for the older youth. The older youth will have likely begun to develop a relationship with the older youth’s Older Youth Case Manager (OYCM) at Transition Plan for Successful Adulthood meetings that took place prior to the CC case opening. At these meetings, the older youth, OYCM, and the older youth’s child representatives may begin to identify formal and informal supports in the new community, if applicable. Immediately after opening the CC case, an older youth may need a higher level of support from the OYCM because the older youth may be adjusting to new surroundings and may not have access to the same services/formal/informal support systems as before.

Preparing for Placement (Policies 8.04 & 8.08)
Children have feelings of loss, anxiety, and confusion when removed from familiar surroundings and placed in an unfamiliar environment. Caregivers from whom the child is being removed may experience the same feelings. These feelings often are increased when faced with a lack of information regarding what will happen next and what action they may take relative to the situation. It is important for the Family Case Manager (FCM) to acknowledge these feelings. Additionally, efforts should be made to clarify the situation for the parent, guardian, or custodian and, whenever possible, to involve the parent, guardian, or custodian in the placement process in a positive way for the child's well-being. See 8.B Tool: Separation and Loss for more information.

Preparing for a Scheduled Administrative Appeal Hearing(Policy 2.05)
The Department of Child Services (DCS) must prove by a preponderance of credible evidence that child abuse and/or neglect (CA/N) occurred and that the appellant is responsible for the CA/N. The DCS local office should prepare exhibits and witnesses for an Administrative Appeal Hearing in the same manner as if it were preparing for a Child in Need of Services (CHINS) Juvenile Court Fact Finding Hearing. Thorough records and documentation should be compiled for presentation at the Administrative Appeal Hearing as DCS local office exhibits. All exhibits must be provided to the Administrative Law Judge (ALJ).

Note: The use of audio or video recordings, including forensic interviews, can be helpful in proving a DCS case. If submitted as an exhibit, it must be in a format that can be played at the hearing (e.g., laptop computer, recorder).

Preparing Resource Families for Diverse Placements(Policy 8.02)
Most families will find themselves requiring additional support to raise a child from a different racial or cultural background. The family may face unique challenges as the child develops their own identity. The Children’s Bureau provides resources that may assist the resource parent in preparing for the placement of a child with a different racial and/or cultural background. The Indiana Adoption Program also provides resources for resource families, including guidance on transracial parenting. See the Indiana Adoption Program: Parenting Resources for more information.

Preparing the Child for a Trial Home Visit (THV) (Policy 8.39)
The necessary preparation for a Trial Home Visit (THV) will vary for each child. Factors impacting the preparation include, but are not limited to the child's age, length of time in out-of-home care, and quality of the child’s relationships with the parent, guardian, or custodian and resource parent. The child’s feelings will also play a role in the child’s adjustment to returning home. A child may worry about being subjected to abuse and/or neglect again. Some children may experience feelings of disloyalty to their resource parent for wanting to return home, while others may feel disloyal to their parents for missing their resource parent. It is important that the child’s Family Case Manager (FCM); parent, guardian, or custodian; resource parent, or another trusted member of the Child and Family Team (CFT) acknowledge the child’s feelings and address any fears expressed by the child.

Preparing the Parent, Guardian, or Custodian for a Trial Home Visit (THV) (Policy 8.39)
The parent, guardian, or custodian may feel uncertain about being able to adequately meet the child's needs. To prepare for a Trial Home Visit (THV), the Family Case Manager (FCM) and parent, guardian, or custodian should discuss anticipated issues and develop plans to address those issues. In addition, the FCM should discuss the positive changes that have occurred and the strengths of the family with the parent, guardian, or custodian.

Preparing the Resource Parent for a Trial Home Visit (THV) (Policy 8.39)
The bond between some resource parents and children are so significant that both the child and adult may grieve the loss when the child returns home for a Trial Home Visit (THV). The attitude of the resource parent will influence the child's view. It is important that the resource parent be involved in, and aware of, the plans to reunify the family from the beginning. The goal of reunification should never come as a surprise to the resource parent.

Preplacement Visits (Policy 8.08)
Preplacement visits are an especially important element in the ultimate success of placements in out-of-home care. The process gives the child an opportunity to become more familiar with the new setting and routines prior to placement, thus enabling the child to cope more successfully with the change. If possible, enlist the cooperation of the parent, guardian, or custodian to assist in this process. This participation may encourage the child to form a positive attachment to the resource parent. The preplacement visit gives the resource parent an opportunity to become acquainted with the child before the child establishes residence. It is also an opportunity for the parent, guardian, or custodian and resource parent to become acquainted and to form the foundation for sound rapport and cooperation in future visitations.

Presenting the Department of Child Services (DCS) Case at the Administrative Hearing (Policy 2.05)
The appellant may present their case personally, through counsel, or other representative. Each party has the right to bring witnesses to the hearing, present relevant evidence, and cross-examine the other parties’ witnesses.

Pre-Service Training Program (Policy 13.05)
The Department of Child Services (DCS) has established a statewide Pre-Service Training program, using the Resource and Adoptive Parent Training (RAPT) Curriculum as a component of the family preparation process designed to complement the mutual assessment process.

The RAPT I-III curriculum for Pre-Service Training incorporates 10 hours of training (both in person and online) and focuses on the following competencies:

1. Team Building;
2. Impact of Abuse and Neglect on Child Development;
3. Attachment, Separation, and Placement;
4. Discipline; and
5. Effects of Caregiving on the Family.

Note: RAPT II Training is completed on-line using Indiana University (IU) CANVAS. The RFCS will provide instructions for DCS foster parents to access IU CANVAS.

The therapeutic Pre-Service Training requirements include RAPT I-III and the following classes:

1. Trauma Informed Care (TIC);
2. Sexual Abuse; and
3. Understanding and Managing Challenging Behavior.

Presumption of Child Abuse and/or Neglect (CA/N) (Policy 4.22)
Some injuries presume CA/N by their nature. For example, a child who has suffered a subdural hematoma, internal injuries, bone fractures, or burns as the result of parental action or inaction may be presumed to have been abused and/or neglected. Other injuries do not presume CA/N by their nature. For example, bruises or welts as the result of parental action or inaction may or may not constitute CA/N.

Whether the incident constitutes CA/N depends upon the extent of the injury, the location of the injury, the age of the child, and other pertinent factors. These factors may include, but are not limited to the child’s:

1. Developmental age;
2. Maturity;
3. Ability to make sound judgment; and
4. Ability to care for or protect oneself.

Although parental responsibility for the provision of protection, supervision, food, shelter, clothing, education, and a sanitary environment continues until the child turns 18 years of age or is a legally emancipated minor, the need for the parent, guardian, or custodian to provide these things decreases as the child’s own ability to protect oneself or to obtain and/or provide these necessities increases.

Prior Denial or Revocation of Foster Family Home (FFH) License
If an applicant for an FFH license was previously denied a license or the license was revoked, the applicant is not eligible for reinstatement.

Processing Medicaid Enrollment for Children Eligible for State-Funded Guardianship Assistance Program (GAP) (Policy 14.01)
Any child eligible for State-Funded GAP will need a separate Medicaid eligibility determination by Division of Family Resources (DFR) to receive Medicaid. The prospective guardian should contact their local DFR office to apply for Medicaid for the child.

Processing Medicaid Enrollment for Children Eligible for Title IV-E Guardianship Assistance Program (GAP) (Policy 14.01)
All cases regarding children eligible for Title IV-E GAP who are Indiana residents and will be placed with the child’s guardian in Indiana will be processed by Medicaid Enrollment Unit (MEU) for Medicaid enrollment. All cases that involve eligible children who are Indiana residents being placed outside of Indiana will be processed by CEU for Medicaid enrollment. A Title IV-E GAP payment must be made on behalf of the child to be eligible for Medicaid.

Progress Report Content (Policy 6.08)
The Progress Report should address the following elements. The court will consider these elements when making its determinations, including but not limited to:

1. Services, which includes:
2. Documentation of services offered and/or provided to the child or the parent, guardian, or custodian; the dates of the services; and the outcome,

Note: Documentation of appropriate community services and treatment (including services available to an incarcerated parent through the facility) should also be included.

1. Health and educational information, and
2. Any additional services required for the child or the child’s parent, guardian, or custodian and the nature of those services.
3. Visits, which includes:
4. The extent to which the parent, guardian, or custodian (including noncustodial and incarcerated parents) has visited the child, including the reasons for infrequent visitation, if applicable, and

Note: The report should include any alternative forms of contact included in the Visitation Plan (see policies 8.12 Developing the Visitation Plan and 8.13 Implementing the Visitation Plan).

1. The extent to which sibling visits are occurring, if siblings are separated, including reasons for infrequent visitation, if applicable.
2. Compliance and cooperation, which includes:
3. The extent to which the parent, guardian, or custodian has cooperated with, participated in, and benefited from the court ordered services with the Department of Child Services (DCS) or the Probation Department, and
4. Whether DCS, the child/youth, and the parent, guardian, or custodian has complied with the Dispositional Decree, including any court ordered services outlined in the Case Plan/Prevention Plan (to be attached when necessary).
5. Child’s Placement (if the child is placed in out-of-home care), which includes:
6. Whether the child is in the least restrictive, most family-like setting,
7. Whether the child is placed close to the home of the child’s parent, guardian, or custodian,
8. Whether siblings are placed together,
9. Whether the child is placed in proximity to the school in which they were enrolled in at the time of removal, and
10. An explanation as to why, if these conditions are not met, including efforts being made to find a more appropriate placement if applicable.
11. Outcomes, which includes:
12. The extent to which the causes for the child’s out-of-home placement or supervision have been alleviated,
13. The extent to which the parent, guardian, or custodian has enhanced his or her ability to fulfill parental obligations including if there are any limitations due to mental or physical disabilities as well as changes in employment status,
14. Current living arrangement of each parent, guardian, or custodian,
15. The extent to which a child’s education and health is improved,
16. Age-appropriate programs and/or extracurricular activities the child/youth is involved,
17. Completed Youth Report to the Court form for youth 14 years of age and older who are unable to attend a court hearing,
18. Diligent search including search for Another Planned Permanent Living Arrangement (APPLA) for youth 16 years of age and older, and documentation to support why other permanency plan options are not in the best interest of the child/youth, and
19. A summary of all Child and Family Team (CFT) Meeting notes including significant changes that occurred between court hearings.
20. Consultations, which includes:
21. All professionals consulted, their relationship to the child, and recommendations,
22. All persons who are part of the CFT, their relationship to the child, each meeting coordinated with them, and recommendations, and
23. Pertinent information and recommendations that have been gathered from the resource parent.
24. Recommended Plan of Care, which includes:
25. Treatment,
26. Rehabilitation,
27. Permanency Plan, and
28. Placement for the child.

Provider Completed Child Summary (Policy 10.11)
Any child who is being referred to the Indiana Adoption Program (IAP) for active recruitment of an adoptive family may utilize the provider-completed Child Social Summary if termination of parental rights (TPR) has been finalized.

A signed Consent to Release Confidential Case File Information for Child Summary Completion form is required from the birthparents to utilize the provider-completed Child Social Summary when TPR has not been finalized.

Providing Support to the Family when New Report Will Be Made to the Hotline (Policies 5.07, 5.25, 7.03, & 8.10)
It is best practice for the Family Case Manager (FCM) to use respect, empathy, and strengths-based approach when discussing with the parent, guardian, or custodian that a new report will be made to the Indiana Department of Child Services Hotline (Hotline) and a resulting assessment may be initiated. Having open and transparent conversations, including but not limited to, a CFT Meeting with each parent helps to build a trust-based relationship by aligning with the DCS Practice Model. This also allows each parent to discuss any questions or concerns they may have about a new report. See policy 5.25 New Child in the Household of a Parent or Custodian with an Open Case and 5.C Tool: Face-to-Face Contact Guide for additional information and guidance.

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Q

Questions to Determine if Attending Court is in the Child’s Best Interest
Consider the following questions to help determine if it is in the child’s best interest to attend court:

1. What is the developmental level of the child?
2. Will attending court upset the child?
3. Will court be confusing to the child or cause additional trauma?
4. Will attending court cause the youth to miss a previously scheduled event (e.g., sporting
5. events, school related activities)?
6. Who will transport the child to and from the court hearing?

Note: In some circumstances, caregivers may qualify to receive assistance with travel expenses when transporting children to and from court hearings (see policy 16.01 Clothing, Personal Items, and Permitted Per Diem Expenses).

1. Will the court need additional time for the hearing?
2. What type of hearing is scheduled?
3. Who will be available to provide support and supervision for the child before, during, and after the hearing if needed?
4. Does the child have behaviors that will disrupt the hearing? If yes, how can these
5. behaviors be managed to allow the child to attend the court proceeding?

Consider the following questions to help prepare the child for court:

1. What is the child’s role in the proceedings?
2. Does the child have important information about the allegations in the petition?
3. Has there been a recent change in the child’s placement?
4. Do you need the child’s input about the placement?
5. Do you need the child’s input regarding the child welfare services the child has recently received?

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R

Reasonable Efforts to Preserve and Reunify Families (Policy 6.09 & 6.10)
In determining the extent to which reasonable efforts to reunify or preserve a family are appropriate, the child's health and safety are of paramount concern. If the child is placed in the child’s home, DCS will make efforts to prevent or eliminate the need for removing the child from the home. If the child is in out-of-home placement, DCS will make efforts to make it possible for the child to return safely to their home as soon as possible. DCS will make RE to preserve and reunify families as follows:

1. RE to prevent or eliminate the need for removing the child/youth from the child’s/youth’s home if a child/youth has not been removed from the child’s/youth’s home; or
2. RE to make it possible for the child/youth to return safely to the child’s/youth’s home as soon as possible if a child/youth has been removed from the child’s/youth’s home; or
3. If a Permanency Plan has been approved, REPP is required. The court must issue a finding that DCS has made REPP every 12 months. REPP is required to assure that a child/youth continues to be eligible for federal funding to reimburse the costs of out-of-home care and DCS’ administrative expenditures.

Note: The FCM should work to complete the Permanency Plan prior to the Permanency

Hearing. However, the Permanency Plan may not always be complete prior to the hearing.

Reasons for an Exception to Foster Family Home (FFH) Capacity Request (Policy 12.12)
An exception to capacity may be requested for any of the following reasons:

1. The placement of siblings in the same FFH; or
2. The foster child has an established, meaningful relationship with the foster parents; or
3. The foster child is being placed in the FFH for a second or subsequent time under IC 31- 34-23-5; or
4. Placement would cause the FFH to be out of compliance with state statute;
5. DCS determines the placement would not present a safety risk for the child or any other household member in the FFH; and
6. It is otherwise in the foster child’s best interest.

Recommended Service Levels (Policy 4.26)
The possible recommended service levels are:

• No services needed: Children are assessed as safe. There are no (or extremely low) risk factors. Children and their families are able to manage any risk factors using their own strengths and resources.
• Referral to prevention services: There is low risk to the children, but their families are not able to manage risk factors using their own strengths and resources. However, the families are able to use prevention resources for support without ongoing DCS case management services. DCS involvement is limited to actively linking the families with those prevention services and community resources that effectively and safely address their needs.
• Informal Adjustment/Prevention Plan (IA): An IA may be appropriate for children in families where risk levels range from low to moderate, but coercive intervention of the court is not needed. DCS will work with families to develop the terms of the IA, monitor participation in services, and regularly evaluate the safety of children. The court must approve IAs. Consequences for not complying with the terms of an IA may include, but are not limited to, court intervention, such as filing a Child in Need of Services (CHINS) petition (see policy 5.09 Informal Adjustment/Prevention Plan [IA]).
• CHINS: DCS may file a CHINS petition (highest level of intervention) for children in families where the risk level is high or very high and coercive intervention of the court is needed to ensure safety and well-being of children. The children may stay in the home or be placed in substitute care. The court monitors CHINS cases, including the Case Plan/Prevention Plan and permanency goal (see policy 5.08 Developing the Case Plan/Prevention Plan). Consequences for parental noncompliance with the Case Plan/Prevention Plan and permanency goal may include, but are not limited to, a placement in substitute care, and in the most extreme circumstances, termination of parental rights (TPR).

Recommending Non-Emergency Placements (Policy 13.06)
The Department of Child Services (DCS) cannot recommend a home as a non-emergency unlicensed placement if the results of a criminal background check, criminal waiver, and/or Child Protective Services (CPS) waiver process reveal one (1) or more of the following for the subject of the background check (who would stay, work, or volunteer in the home):

1. Disqualified criminal history that is not eligible to be waived;
2. Disqualified criminal history or substantiated CPS history for which the waiver is not supported or pursued by DCS; or
3. Disqualified criminal history or substantiated CPS history for which the waiver is not granted by DCS.

Note: If the household member with disqualified history no longer stays in the home and all other household members have passed all required background checks, the placement may be recommended after the disqualified subject moves out of the home (see policy 13.05 Conducting Background Checks for Non-Emergency Unlicensed Placements for information).

Redaction (Policy 2.01)
Redaction is the process of reviewing a document thoroughly to omit part of the text prior to release, in order to protect confidential information. All redactions should be done with input for the Department of Child Services (DCS) Staff Attorney.

The Assessment of Child Abuse and Neglect (311) should not have the report source listed because report source’s identity is protected under IC 31-33-18. Indiana law also supports redaction of other information such as addresses, telephone numbers, or information that may harm or endanger another person. Any information that pertains to a confidential address (e.g., shelter, relocation, new housing) of a non-offending parent or family experiencing domestic violence (DV) should be redacted. Any disclosures made by the non-offending parent or child that could affect safety should also be redacted.

The following guidelines should be utilized when redacting documents:

1. Text should not be permanently removed from the document;
2. Redaction should be done on copies, not on the original documents;
3. Only distribute photocopies of the redacted version of the document; and
4. Consult with the DCS Staff Attorney to determine what information needs to be redacted.

Methods of redaction:

1. The easiest way to redact information is to photocopy the original document and use a thick black marker to block out the information to be redacted. This process may also be used with correction fluid (white out). It is imperative for the information that has been hidden with either marker or white out that a photocopy is made to ensure the information did not bleed through and cannot be distinguished when help up to the light; or
2. Cover-up tape may also be used to redact information from a document. The cover-up tape may be placed over the areas to be redacted and then photocopied. The copy may then be distributed.

Referral Holds and Next Steps (Policy 18.06)
Upon continued noncompliance, several considerations will be taken to determine next steps (e.g., extend referral hold, remove children from the agency, or termination of agency contract) with the identified agency. There is not a limit to the amount of referral holds that may be placed on an agency and each referral hold will be handled on a case-by-case basis.

Registering for Fingerprints (Policy 13.15)
When the designated personnel are unable to complete the fingerprint registration process for the subject of the check, the subject of the check is to be provided one (1) of the following fingerprint registration instructions:

1. Collaborative Care: Department of Child Services (DCS) Collaborative Care Fingerprint Registration Instruction in Indiana (available on the Background Check Resources SharePoint);
2. DCS Adoptions:
3. DCS Adoption (Special Situations) Registration/Appointment Instructions for Fingerprinting, or
4. DCS Ward Adoption Registration Instruction for Fingerprinting in Indiana (available on the Background Check Resources SharePoint).
5. DCS Contractors:
6. Employee: DCS Employment with DCS Contractor/Subcontractor Agency Registration/Appointment Instructions for Fingerprinting, or
7. Volunteer: DCS Volunteer with DCS Contractor/Subcontractor Agency Registration/Appointment Instructions for Fingerprinting.
8. Foster Family Home (FFH) Licensing:
9. DCS Local Office: DCS Local Office Foster Home Licensing Registration Instruction for Fingerprinting in Indiana (available on the Background Check Resources SharePoint), or
10. Licensed Child Placing Agency (LCPA): DCS Licensed Child Placing Agency (LCPA) Foster Home Licensing Registration/Appointment Instructions for Fingerprinting.
11. Licensed Residential Agencies and Licensed Child Placing Agencies (LCPAs):
12. Child Care Institution (CCI) Employee: DCS Employment with DCS Licensed Residential/CCI Facility Agency Registration/Appointment Instructions for Fingerprinting,
13. CCI Volunteer: DCS Volunteer with DCS Licensed Residential/CCI Facility Agency Registration/Appointment Instructions for Fingerprinting,
14. Group Home Employee: DCS Employment with DCS Licensed Group Home Registration/Appointment Instructions for Fingerprinting, or
15. Group Home Volunteer: DCS Volunteer with DCS Licensed Group Home Registration/Appointment Instructions for Fingerprinting.
16. LCPA Employee:
17. DCS Employment with DCS Licensed Child Placing Agency Registration/Appointment Instructions for Fingerprinting, or
18. LCPA Volunteer: DCS Volunteer with DCS Licensed Child Placing Agency Registration/Appointment Instructions for Fingerprinting.
19. Reunification: DCS Reunification Registration Instruction for Fingerprinting in Indiana (available on the Background Check Resources SharePoint); or
20. Unlicensed Placements:
21. Emergency Relative/Kinship: DCS Emergency Relative/Kinship Registration Instruction for Fingerprinting in Indiana (available on the Background Check Resources SharePoint), or
22. Non-Emergency Relative/Kinship: DCS Non-Emergency Relative/Kinship Registration Instruction for Fingerprinting in Indiana (available on the Background Check Resources SharePoint).

Regular Contact is Paramount (Policy 8.10)
Regular face-to-face contact with the resource parent; parent, guardian, or custodian; and the child is the most effective way the Department of Child Services (DCS) may:

1. Promote timely implementation of the Case Plan/Prevention Plan for children and families served by DCS; and
2. Monitor progress toward achieving goals and revise service plans as needed.

Note: The Administration for Children and Families has established monthly face-to-face contact standards because it believes that one (1) of the most important ways to promote positive outcomes for children and their families is to ensure that monthly face-to-face contact occurs between all children under DCS supervision and the assigned Family Case Manager (FCM).

Relative Home Physical Environment Checklist
The Relative Home Environment Check List allows for a documented discussion to occur about potential safety concerns. This discussion should reinforce awareness of potential safety concerns regarding fire and water safety. The checklist indicates items that are minimum criterion for placement in a relative home. Family Case Managers (FCMs) should use critical thinking skills when completing the checklist. The FCM should also assist the relative caregiver in finding solutions to any issues that may arise from the completion of the checklist. Requests for additional funding may be appropriate to assist in meeting a checklist item (e.g., carbon monoxide detector). Some items that cannot be met may be evidence that the placement is not suitable. In the section for follow-up, the placing FCM is to indicate what action is required to complete the checklist requirement. FCMs should document what the plan is for achieving all required items. All items marked for follow up should be reassessed by the FCM within 48 hours of the emergency placement unless there is a documented supervisory approved plan that follow through will exceed 48 hours. In situations where an FCM is unable to follow-up within 48 hours due to other responsibilities associated with a removal, the FCM should seek supervisory approval to have the RFCS or Kinship Navigator (KN) (formerly known as the Relative Support Specialist [RSS) assist. Items will never be marked for follow-up that are immediate safety concerns for the child, as DCS should not be placing (or recommending placement to the court) if there are immediate safety concerns in the home.

Relative/Kinship Home Environment Checklist (Policies 8.01 & 8.48)
The Relative/Kinship Home Environment Checklist allows for a documented discussion with the relative or kinship caregivers about potential safety regarding fire and water safety. The checklist indicates items that are minimum criteria for placement in a relative/kinship home. Family Case Managers (FCMs) should use critical thinking skills when completing the checklist and assist the relative/kinship caregiver in finding solutions to any issues that may arise from the completion of the checklist. Requests for additional funding may be appropriate to assist in meeting a checklist item (e.g., carbon monoxide detector); however, some items that cannot be met may be evidence that the placement is not suitable. In the section for follow-up on the checklist, the placing FCM is to indicate what action is required to complete the checklist requirement. FCMs should document the plan for achieving all required items. Items will never be marked for follow-up that are immediate safety concerns for the child, as the Department of Child Services (DCS) should NOT place a child in a home (or recommend placement to the court) with immediate safety concerns.

Relative Placement Options (Practice SOP 16.02)
Adult relatives (18 years of age and older) to be considered for placement include, but are not limited to:

1. Adult siblings including step and half-siblings;
2. Maternal or paternal grandparents;
3. Adult aunts or uncles;
4. Adult cousins;

Note: The individuals must be first or second cousins.

5. Parents and extended family of half-siblings (e.g., adult siblings, grandparents, adult aunts or uncles, and adult cousins);
6. Former step-parents and extended family of former step-parents (e.g., adult siblings, grandparents, adult aunts or uncles, and adult cousins); or
7. Other adult relatives suggested by either parent of a child including, but not limited to extended cousins, great or great-great aunts or uncles.

Release of Child’s Social Security Number (SSN) to Contractors/Providers (Policy 2.07)
DCS staff may disclose a child’s SSN to a Contractor or Provider when necessary while providing for the child’s care and treatment. Some examples of situations where such information may be released include but are not limited to the following:

1. For children 16 years of age and older if the case plan requires the Contractor to assist the child in finding employment;
2. For children enrolled in the Medicaid program as needed for program enrollment and for on-going confirmation of enrollment status; or
3. For children for whom the rights of the parents have been terminated, Department of Child Services (DCS) may consent to release of the child's SSN.

Note: DCS must obtain a confidentiality form from any entity or agency that does not have an existing contract on file with DCS. See Confidentiality Form for Disclosure of SSN to Providers with no DCS Contract.

The Contractor/Licensed Child Placing Agency (LCPA) should seek independent legal advice from its agency’s private counsel before deciding what information it desires to release to its agency’s foster parents.

Removal of Life Support or Do Not Resuscitate (DNR) Order for Children Not in Department of Child Services (DCS) Care (Policy 5.14)
If a child has not been detained or is not currently in the custody of DCS and the removal of life support or the issuance of a DNR Order is recommended by the child’s physician, DCS may be available as an extended support system for the family. DCS staff members will not provide guidance or advice to family in this situation. The ultimate decision in this situation lies with the parent, guardian, or custodian of the child.

Rent and Security Deposit (Practice SOP 16.03)
The following documents are needed for DCS to provide additional funding for a family’s rent and/ or security deposit:

1. Rent and security deposit assistance: A copy of the lease (or the Rental Agreement) and the Security Deposit Agreement;
2. Rent only assistance: A copy of the lease (or the Rental Agreement); or
3. Security deposit only assistance: A copy of the lease (or the Rental Agreement) and the Security Deposit Agreement.

Request to Move a Sibling (Policy 8.38)
A resource parent may request one (1) sibling be moved rather than all of the children. In such cases, the Family Case Manager (FCM) and the Child and Family Team (CFT) should carefully determine if the placement change would be in the best interest of one (1) or more of the children. If the placement change is not in the best interest of one (1) or more of the children, the FCM may review the current services that the resource parent is receiving and discuss service changes that may increase the resource parent’s ability to care for the child in question. After reviewing the situation, the team may decide that it is in the best interest for the entire sibling group to be moved.

Requirements for Reimbursement for Resource Parents (Policy 16.01)
All resource parents need to complete the Automated Direct Deposit Authorization Agreement and W-9 Request for Taxpayer Identification Number and Certification to receive reimbursement from the state. All resource parents should utilize the standard invoice, the Claim for Support of Children Payable from Family & Children Funds or submit via KidTraks e-Invoicing and attach all receipts in order to receive reimbursement for funds such as the Personal Allowance, Special Occasion Allowance, and Initial Clothing Allotment. Additional information on completing the W9 may be found on the W-9 and Direct Deposit Form Q & A.

Residential Licensing Interviews (Policy 17.15)
Interviews during a residential licensing visit should take place in a location of the facility that provides privacy for the child or personnel being interviewed. Prior to conducting the interview, the Residential Licensing Specialist (RLS) should explain the purpose of the interview. Interviews with children and personnel are conducted one-on-one by the RLS and are focused on the child’s treatment at the facility and may include questions about the following:

1. Child’s safety;
2. Treatment components (e.g., therapy, case management);
3. Daily programming;
4. Child and personnel interactions;
5. Environment of care;
6. Family involvement/engagement;
7. Education;
8. Recreational/social activities; and/or
9. Health and well-being.

Resource Care for Kinship Placements (Policy 12.01)
If a child alleged to be a Child in Need of Services (CHINS) is taken into custody under an order of the court, the court is required to consider placing the child with a relative or kinship caregiver. Relative or kinship caregivers to be considered for placement include but are not limited to:

1. Adult siblings including step- and half-siblings,
2. Maternal or paternal grandparents,
3. Adult aunt or uncle,
4. Adult cousins,
5. Parents and extended family of half-siblings,
6. Former stepparents and extended family,
7. Any other adult relative suggested by either parent of a child, or
8. Any other individual with whom a child has an established and significant relationship.

A foster family home license may be issued to the relative or kinship caregiver upon completion of all licensing requirements. The Department of Child Services (DCS) does not mandate the removal of related children from homes of relatives or kinship caregivers who are denied licensure, voluntarily withdraw their application, or who do not complete the licensing requirements.

Resources for Domestic Violence (DV) (Policy 4.10)
The following resources are available for DV:

• Indiana Coalition Against Domestic Violence Crisis Line: 1-800-332-7385, http://www.icadvinc.org/
• Indiana Coalition to End Sexual Assault & Human Trafficking https://icesaht.org/
• National Coalition Against Domestic Violence 1-800-799-SAFE (7233) or TTY 1-800-787-3224, www.ncadv.org

Respecting Family and Community Culture (Policy 5.23)
Throughout the relative search process, it is important to honor the family’s culture and background and to integrate their cultural practices into plans for the child’s care. In many cultures, family and community members have a range of supportive roles in caring for children. The family’s cultural traditions may greatly enhance plans for child rearing, parenting, and supporting children. To build rapport with relatives, the Department of Child Services (DCS) must learn about the family’s culture and engage them in developing workable plans that are consistent with the family’s culture and unique traditions.

Respite Care (Practice SOP 16.02)
Respite care funds, if needed and approved by the Family Case Manager (FCM), are available for up to five (5) days each calendar year. The respite care must be provided by a licensed resource parent.

Response Time Versus Initiation of an Assessment (Policy 4.38)
It is important to make the distinction between initiating an assessment and response times. If a Family Case Manager (FCM) has responded in the appropriate timeframe, it does not necessarily mean that the assessment has been initiated. For example, when an FCM responds within the initiation timeframe but is unsuccessful in making face-to-face contact with all alleged child victims, the assessment has not been initiated.

Response times are measured from the time a local office receives notification of the intake report until the FCM makes face-to-face contact with all alleged child victims. For example, this means for two (2)-hour assessments, the FCM must make face-to-face contact with all alleged child victims within two (2) hours of notification. The parent, guardian, or custodian will be notified in person or via phone, of the face-to-face contact with all alleged child victims.

Risk Levels (Policy 4.23)
The Initial Family Risk Assessment identifies families with low, moderate, high, or very high probabilities of future child abuse and/or neglect (CA/N). By completing the Initial Family Risk Assessment, the Family Case Manager (FCM) obtains an objective appraisal of the likelihood that a family will maltreat their child in the next 18 to 24 months. The difference between risk levels is substantial. Families with high risk have significantly higher rates of subsequent allegations and substantiations than families with low risk, and they are more often involved in serious CA/N incidents.

Risk Reassessment (Policies 7.01, 7.11, & 8.44)
The Risk Reassessment is included in the In-Home Risk and Safety Reassessment and is used by the Family Case Manager (FCM) throughout the life of the child welfare case to determine the presence of risk factors that indicate the likelihood of future child maltreatment. The Risk Reassessment also assists the FCM in evaluating whether risk levels have decreased, remained the same, or have increased since the completion of the Initial Family Risk Assessment.

The Risk Reassessment determines whether the case should remain open or be closed. For cases that will remain open, the Reassessment includes updating the Case Plan/Prevention Plan based on current needs and strengths.

Roles of Residential Licensing Unit (RLU) and Institutional Child Protection Services (ICPS) Unit (Policy 17.14)
The roles of the RLU and the ICPS Unit are different. The RLU determines if a licensing or noncompliance issue has occurred; while the ICPS Unit determines if CA/N has occurred. Even when an ICPS report is screened out or the assessment is unsubstantiated, the RLU remains responsible for assessing the evidence specific to the facility’s license and/or noncompliance with their contract.

Room and Board (R&B) Payments (Policy 11.09)
R&B payments will only be made through a contracted service provider who is providing Older Youth Services (OYS) case management services to the youth. An alternative payment arrangement including the length of stay and rental amount will be negotiated under the Voluntary Services Host Home Agreement. This agreement is subject to approval of the Indiana Department of Child Services (DCS). Requests to adjust the Voluntary Services Host Home Agreement must be approved by an Independent Living (IL) Specialist or Older Youth Case Manager (OYCM) Supervisor.

Room and Board (R&B) Services During Instability (Policy 11.08)
Because stability may be unpredictable, it is possible that an older youth may become homeless due to a job loss, eviction, or other reason, despite the fact the older youth was self-sufficient through the fifth (5th) month of receiving R&B assistance. In the event this occurs, the older youth may request assistance again, provided the older youth has not expended the lifetime maximum of $3,000, has not reached the age of 23, or is actively seeking employment. This assistance is intended to temporarily supplement the older youth’s efforts, not as a means of ongoing supplemental support.

Note: Requests for additional funds in excess of $3,000 will be considered on a case-by-case basis with approval by the Department of Child Services (DCS) Older Youth Initiatives Manager or designee, based on availability of funds.

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S

SafeACT (Policies 4.18 & 4.25)
SafeACT is a process for closing out assessments of child abuse and/or neglect (CA/N) when it is determined all children are safe and the assessment finding is “unsubstantiated”. Family Case Managers (FCMs) are eligible to independently call SafeACT upon completion of an assessment. Specially trained SafeACT Supervisors are available from 8:00 AM to 4:00 PM (local time), Monday through Friday (excluding holidays) to staff the assessment and assist with documentation to close the assessment immediately (see the SafeACT SharePoint).

Safe Sleep Guidelines (Policies 4.13, 4.19, 4.42, 5.21, 8.01, 8.09, & 8.48)
The following safe sleep guidelines should be discussed with all parents, guardians, or custodians:

1. Always place babies alone, on their backs, and in a crib (the ABCs) to sleep. The back sleep position is the safest. Keep other caregivers informed of these safe sleep guidelines;
2. Drop-side cribs (i.e., cribs that allow for the sides to be lowered and raised) have been banned from further manufacture and are not permitted for children under the Department of Child Services (DCS) care and supervision.
3. Place babies on a firm sleep surface, such as on a safety-approved crib mattress, covered by a fitted sheet. Never place babies to sleep on couches, car seats, swings, pillows, bean bags, quilts, sheepskins, or other soft surfaces;
4. Keep soft objects, toys, and loose bedding, out of the baby’s sleep area. Do not use pillows, blankets, quilts, or pillow-like crib bumpers in the sleep area. A sleep sack is appropriate to keep the baby warm;
5. Keep baby’s sleep area close to, but separate from, where caregivers and others sleep. Babies should not sleep on any surface with adults or other children. They may sleep in the same room as the caregiver;
6. Consider using a clean, dry pacifier when placing the infant down to sleep, but do not force the baby to take it;
7. Dress babies in light sleep clothing and keep the room at a temperature that is comfortable for an adult;
8. Reduce the chance that flat spots will develop on a baby’s head by providing “tummy time” when the baby is awake and someone is watching. Also, change the direction that the baby lies in the crib and avoid excessive time in car seats, carriers, bouncers, and swings. These items should be placed/used on appropriate surfaces and should not be utilized in place of a crib; and
9. There should be no smoking around the baby as babies who are around cigarette smoke have a higher risk of sleep-related deaths.

Additional information regarding safe sleep is available on the following websites:

1. The American Academy of Pediatrics;
2. Healthy Children.org;
3. National Institutes of Health;
4. Riley Children’s Health; and
5. DCS: Safe Sleep Information.

Safety Planning (Policy 4.18)
The Safety Plan should contain action steps and these action steps should have deadlines for completion that do not extend beyond the end of the assessment. All actions should relate directly to the child’s immediate safety. The Safety Plan is a voluntary, non-legally binding agreement with the family that cannot contradict any existing court orders including, but not limited to, child support and child custody orders (see policy 4.19 Safety Planning).

Safety Reassessment (Policies 7.11 & 8.44)
A Safety Reassessment is a part of the In-Home Risk and Safety Reassessment, and it should be used for open cases in which a child is in the home and new information or circumstances require that the safety of the child be assessed. The Safety Reassessment should be used to determine whether the child may remain in the home, with or without protective interventions, and to identify the specific interventions that should be initiated or maintained. If there are no safety threats, consider recommending case closure with supervisory approval. If any safety threats exist, the case must remain open until safety threats are resolved.

Safety Versus Risk Assessment (Policies 4.18 & 4.23)
The Safety Assessment assesses the child’s present danger and the interventions currently needed to protect the child. In contrast, the Risk Assessment looks at the likelihood of future maltreatment.

Searching Child Protective Services (CPS) History (Policy 13.13)
Local Department of Child Services (DCS) Offices may complete a CPS history check by searching the case management system.

Sensitivity During an Examination (Policy 4.14)
When a stranger observes a child’s body, it can be frightening for the child. The Family Case Manager (FCM) should be sensitive to the child’s needs. While observing the child, it is important to be clear with the child, speaking calmly and confidently about the process. Some children may want to engage in conversation during the examination and be reassured by the FCM, while others may want to be quiet.

Parents may be reluctant to have their children examined. Their fear and reluctance may be picked up by the child and exacerbate an already anxious situation. Parents need to be told what is happening, why it is happening, and how they can help their children. The FCM should enlist the parents’ assistance when removing the child’s clothing. If the parents are not cooperative with an examination, FCMs should address child safety and take appropriate action.

Sharing Department of Child Service (DCS) and Delinquency Information at the Dual Status Assessment Team (DSAT) Meeting (Policy 2.25)
The DSAT Informed Consent to Release and Exchange Information has been developed to allow information regarding the child’s Child in Need of Services (CHINS) and Delinquency matters to be shared within the DSAT to assist in making recommendations to court. The Information Sharing Guide is a tool that may be used to assist in the process of sharing information between juvenile probation and DCS.

Sibling Relationships (Policy 10.05)
The complex bonds linking brothers and sisters are universal and among the most important in life. These relationships form the blueprint for later relationships with peers, friends, marriage partners, and their own children. Siblings share the same genetic makeup; this becomes very important as children move into resource and adoptive families where they may differ in physical and cultural experiences, as well as differences in medical predisposition, talents, and intellectual capabilities. A sibling is the only person who knows how things were in both the family of origin and the subsequent history of foster care placement. Integration of the child’s past experiences, along with future experiences will help in the child’s development and understanding their own identity.

Social Capital for Older Youth (Policy 11.26)
Building the capacity of existing relationships to offer more empathetic and insightful emotional support could provide important resources for youth leaving out-of-home placement to help them continue to deal with the emotions and questions raised by their experiences prior to, and during, placement. While youth and young adults are still in out-of-home placement-related programs, efforts should be made to enhance and develop existing relationships with adults who youth trust or with whom trust could be strengthened.

Emphasis should be placed on assisting youth in creating social capital through interactions with family, peers, caring adults, and community members. Youth who are participating in Collaborative Care (CC) are likely to have missed out on the opportunity to find legal permanency. The building of social capital with the guidance of a Older Youth Case Manager (OYCM) and the youth’s team gives the opportunity for each adolescent to achieve relational permanency, therefore; securing opportunities for heightened positive brain development and a chance at a higher level of success after leaving out-of-home care or CC.

Special Circumstances in Out-of-Home Child in Need of Services (CHINS) Case Transfers (Policy 5.13)
In some instances, both parents may be engaged with the Department of Child Services (DCS), and only one (1) may be moving. The Child and Family Team (CFT) will play a crucial role in determining whether to make a recommendation to the court to consider transferring the case to another county. For example, the children were removed from their custodial parent. The noncustodial parent becomes engaged with DCS after the removal. Now, the custodial parent is planning on moving more than 50 miles away. The CFT should consider the involvement of both parents throughout the life of the case and determine which parent is most likely to receive custody of the child when the CHINS case is closed.

When an out-of-home CHINS case is transferred, the placement of the child is not expected to be disrupted unless all parties agree that it would be in the best interest of the child and the placement change will facilitate permanency. When making a decision about changing a child’s placement, the CFT should take into account the child’s permanency goal and the level of parental involvement with DCS prior to the transfer, and the child’s opinion (if age appropriate). The county in which the parent resides will have jurisdiction over the case, and the new FCM will be responsible for ensuring that minimum contacts with the child and parent, guardian, or custodian occur. The FCM will also be responsible for ensuring the visitation plan continues to be implemented (see policy 8.10 Minimum Contact).

Special Education and Related Services Evaluation Process (Policy 8.21)
In order for a child to be eligible for special education and related services, the child must first be determined to have a disability. Parents, teachers, or other school officials who suspect the child may have a disability would request that the child be evaluated by a multi-disciplinary team to determine if the child has a disability and needs special education or related services as a result of the disability. Generally, the Individuals with Disabilities Education Act (IDEA) requires that a child be evaluated within 50 days once the parent has made the request or given consent. Exceptions to the timeline exist if the child moves from one (1) district or state to another after the evaluation was requested or if the parent refuses to make the child available for the evaluation. Under those circumstances, districts are required to make sufficient progress to ensure that a timely evaluation is conducted.

Specialized Care and Treatment (Policy 7.07)
A child may need specialized care and treatment depending on the child’s individually assessed needs, which include, but is not limited to the following:

1. Therapy/counseling services and medication;
2. Drug and/or alcohol testing and substance abuse treatment;
3. Testing and any necessary treatment for HIV, sexually transmitted diseases (STDs), and other communicable diseases;
4. Developmental screenings if there are concerns or if there was known or suspected drug use during pregnancy. Screenings are completed through First Steps if the child is less than three (3) years of age or through the child’s local school corporation if the child is over three (3) years of age;
5. Pregnancy counseling and prenatal care; and
6. Education and information about hygiene, sexual development, birth control, and STDs.

Special Occasion Allowance (Policy 16.01 & Practice SOP 16.02)
DCS will pay an annual Special Occasion Allowance to the licensed resource parent or the unlicensed relative/kin in addition to the per diem for all children in out-of-home care. This allowance is up to $50 for birthdays and up to $50 for the winter holiday season. For the resource parent to receive reimbursement for these funds, the child must be in the resource parent’s care on the child’s birthday and on the date of the winter holiday. Allowable items that may be bought using the Special Occasion Allowance include, but are not limited to:

1. Toys;
2. Video games or other electronics;
3. Salon services;
4. Clothing;
5. Jewelry;
6. Sporting equipment;
7. Items for a birthday party; and
8. Tickets to an event.

Note: Items not allowable are piercings, tattoos, tobacco products, alcoholic products or beverages, firearms/weapons, fireworks, lottery tickets, gift cards, cash, checks, or money orders. An exception may be made to purchase a gaming system gift card when the child has a gaming console and the only option to purchase a game is through a gaming system gift card.

DCS will reimburse the special occasion allowance upon receipt of a properly claimed invoice with a receipt attached. No referral is required. Questions regarding a child’s usage of the annual allowance should be directed to the Regional Manager (RM) and to the local DCS Regional Finance Manager (RFM).

Standard Precautions When Not in Presence of Medical Personnel (Policy 4.14)
To maintain the dignity of a child three (3) years of age and older, the Family Case Manager (FCM) should ask a child to leave their underwear on during an examination. The front waistline of the underwear may be lowered to allow observation of the lower abdomen and upper pelvic area. The rear of the underwear may also be lowered completely to expose the buttocks to allow observation.

FCMs should not ask a child to remove their bra. The bra should be left on, and the child may shift the bra straps from side to side, to observe the areas of the chest and back directly under the straps. The FCM should never ask the child to shift their bra in such way that the breasts may be exposed.

Once the FCM has obtained all necessary photographs, it is recommended the FCM upload the pictures into the case management system as soon as possible and delete the pictures from their work cell phone.

State Adoption Subsidy (SAS) Eligibility (Policy 10.15)
In addition to meeting the general criteria, the child must meet both of the following eligibility requirements to be eligible for periodic payments under a SAS agreement:

1. Is age two (2) or older, or is a member of a sibling group placed in the same adoptive home if at least one of the children is age two (2) or older; and
2. Is eligible for adoption services provided by DCS through the Indiana Adoption Program, as a hard to place child.

State-approved Foster Family Home Licensing Study (Policy 12.11)
The Structured Analysis Family Evaluation (SAFE) home study must be used by all Department of Child Services (DCS) Regional Foster Care Specialists and Licensed Child Placing Agency (LCPA) licensing staff. Additional information regarding the SAFE home study may be found at https://www.safehomestudy.org/ or by contacting the Central Office Foster Care Licensing Unit.

Substantiated Child Protective Services (CPS) History (Policy 13.06)
The existence of substantiated CPS history in Indiana or the equivalent in another state means that unless a waiver is granted, the subject of the check is ineligible to be a non-emergency unlicensed placement caregiver, household member of a current or prospective non-emergency unlicensed placement (this excludes a child’s parent who has been approved by the court to stay in the non-emergency unlicensed placement where the child is placed), or an employee or volunteer working or volunteering inside the home of the non-emergency unlicensed placement (see policy 13.16 Waivers).

Substantiating on an Unknown/Undetermined Perpetrator (Policy 4.22)
In situations where there is a preponderance of evidence to show child abuse and/or neglect (CA/N) did occur and the alleged perpetrator denies allegations or places blame on someone or something else, it is unacceptable to simply substantiate CA/N on an unknown perpetrator. In situations of sexual abuse where an alleged perpetrator is unknown and does not live in the household, it may be acceptable to substantiate on an unknown perpetrator if the Family Case Manager (FCM) is unable to locate or identify the alleged perpetrator.

Note: When attempting to identify an unknown alleged perpetrator and identifying information is available, a referral should be made to Investigation Services.

Successful Adulthood Lifebook (Policy 11.06)
At 14 years of age, at the Child and Family Team (CFT) Meeting, each youth should begin developing a Successful Adulthood Lifebook. The Successful Adulthood Lifebook should provide information to help the youth become independent and should include space to store important documents as well as other personal items the youth may want to keep. The youth’s Family Case Manager (FCM), therapist, resource parent, Older Youth Initiatives (OYI) Team member, or Older Youth Services (OYS) provider may assist the youth, if necessary, in locating items for completing the Successful Adulthood Lifebook. There is no pre-set format for a Successful Adulthood Lifebook. The Successful Adulthood Lifebook should be individualized and tailored to fit the youth’s needs. The Successful Adulthood Lifebook may contain, but is not limited to:

1. Photographs of the youth;
2. Photographs of persons and places that were significant in the youth’s life prior to and while being placed in out-of-home placement;
3. Items related to school and extracurricular activities, (e.g., report cards, certificates, artwork, awards);
4. Important documents the youth may need as the youth exits the foster care system (e.g., birth certificate, Social Security card, medical record, vaccination record); and
5. Short summaries of significant events that have occurred in the child’s life.

Note: The Successful Adulthood Lifebook is the property of the youth and should remain with the youth through any placement changes.

Successful Case Transfer (Policy 5.01)
Successful case transfer relies on the parallel process, application of practice model skills and strategic staff interaction to ensure a smooth transition between Family Case Managers (FCMs). Permanency and assessment teams will utilize engagement, assessing, intervening, and critical thinking skills to process information about each child and family and the specific needs of the case to reach a common goal and to ensure a smooth case transfer process for the child and family.

Successful Interviews with the Alleged Perpetrator (Policy 4.11)
When engaging the alleged perpetrator, it is important to attempt to engage around a “mutual concern” for the safety and well-being of the child. Do not assume that there is a lack of concern on the part of the alleged perpetrator. Establishing a non-adversarial tone will be most effective in gathering accurate information in a timely fashion.

Note: In assessments where domestic violence (DV) is alleged, the purpose of interviews with the alleged DV offender is to discuss how to ensure the safety of the child, not to get them to admit to the domestic violence.

Anticipate denial, minimizing, rationalization, and blaming someone or something else. Challenge the denial with observations and facts, do not “challenge” the individual. Point out statements and/or observations that are inconsistent with the explanation. Ask the alleged perpetrator to describe their perspective and the identified inconsistencies. The Family Case Manager’s (FCM's) tone should remain neutral and fact-oriented throughout the interview.

Assess the alleged perpetrator’s relationship with the child and other family members to determine the level of risk to the child. It is important to remember that some allegations are wrong. A child may be injured due to an accident. The perpetrator may be someone else. The alleged perpetrator may be responsible but did not intend the result. While lack of intent to harm does not mean that maltreatment did not occur, it may have a positive implication for safety and risk. The FCM's questions will elicit information that is useful both in determining whether maltreatment occurred and in assessing safety and risk.

Successor Guardian for the Purpose of Guardianship Assistance Program (GAP) (Policy 14.01)
The Department of Child Services (DCS) shall make monthly assistance payments to a successor guardian on behalf of the child if the successor guardian:

1. Is named in the Guardianship Assistance Agreement (including any amendment to the agreement that was effective before the date of death or determination of incapacity [IC 29-3-1-7.5] of the original guardian);
2. Has completed all required background checks, which include the following:
3. Child Protection Service (CPS) History Check,
4. National Sex Offender Registry (SOR) Check, and
5. Fingerprint-Based National Criminal History Check (Fingerprint-Based Check).
6. Has been appointed by the court in the guardianship proceeding as the child’s guardian; and
7. Complies with all statutory duties and responsibilities of the guardian and the guardianship assistance agreement as approved and signed by DCS and the original guardian, or any new guardianship assistance agreement signed by the DCS and the successor guardian.

Note: The home of the successor guardian does not need to be licensed as a foster family home at the time of placement of the child in that home or receipt of guardianship assistance on behalf of the child.

Supporting Informed Decision Making for Youth aged 12 and Older (Policy 5.15)
Children aged 12 and older should have an active voice in decision-making throughout the life of the case and at all case junctures including participation in the Forever Home Family Interviews. Transparent conversations with the child may assist the child in making informed decisions, minimize unexpected life changes, and establish a partnership role in the permanency planning process. The Indiana Adoption Program (IAP) may assist the child and their team in the permanency planning process.

Supporting the Child’s Positive Identification with the Child’s Family of Origin (Policy 8.16)
Supporting the child’s positive identification and positive relationship with the child’s family of origin is one (1) of the most important roles of the resource parent. This is true regardless of the amount of parent, guardian, or custodian interaction and involvement outlined in the Case Plan and Visitation Plan. A child identifying with their family of origin is very important regardless of the permanency goal. The relationship between the child and their family of origin has a long-term effect on the child’s self-esteem and future emotional well-being (see policy 8.11 Parental Interaction and Involvement).

Supporting Relative/Kinship Caregivers(Policies 8.01, 8.09, 8.48, & Practice SOP 16.02)
It is important for Family Case Managers (FCMs), Kinship Navigators, and Regional Foster Care Specialists (RFCS) to support all relative/kinship caregivers. FCMs, KNs, and RFCS’ should be mindful that relative/kinship caregivers may not have planned to take emergency placement of their relative’s children. This is especially true in emergency and/or after-hours placements. The FCM, KN, and RFCS should be patient and exercise empathy for relative/kinship caregivers and serve as a support to them by answering any questions they may have and addressing any concerns. It is the goal of the Department of Child Services (DCS) to have a child transition as smoothly as possible from the child’s home into the relative/kinship caregiver’s home.

It is important to communicate all the support and clinical services that DCS may offer the relative/kin caregiver as well as information regarding the foster care portal to enable the relative/kin caregiver to access community and financial resources. If the unlicensed relative/kin does not have access to internet, the Financial Assistance Options for Relative Caregivers Brochure, Relative Resource Guide, Prevent Child Abuse Helpline (1-800-244-53743), and 2-1-1 are available.

Support Services for Department of Child Services (DCS) Employees (Policies 2.31 & 8.49)
Support services are available to assist Department of Child Services (DCS) employees following the death of a child. Any employee may request an individual or group Critical Incident Stress Management (CISM) Response by completing a Critical Incident Response Team (CIRT) Request, contacting the CIRT Liaisons via email (mailto:DCS.CIRT@dcs.in.gov), or by calling (317) 407-6237 (see policy GA17 Critical Incident Response). The Employee Assistance Program (EAP) is also available to employees by calling (800) 886-9747 or visiting Optum EAP website (use “State of Indiana” to log in).

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Tax Reimbursement on Purchases (Practice SOP 16.02)
Tax on any purchases made for a ward including clothing, personal items, and special occasion allowances is reimbursable. For example, the resource parent purchases clothing in the amount of $180 and paid $12.60 in tax for a total of $192.60. The resource parent may claim reimbursement for $192.60. However, if the resource parent purchased clothing in the amount of $200 and paid $14 in tax for a total of $214, the resource parent may only claim $200 outlined in policy. Reimbursement may be claimed for the items plus tax up to the stated limit for each allowance.

Teaming with Older Youth (17.5 and Older) (Policy 5.07)
Older Youth Child and Family Teams (CFTs) may be composed of the youth, the youth’s service providers, DCS staff, and informal supports, depending on the youth’s housing or placement status. These CFT Meetings are youth driven and youth focused in order to develop and adapt the Case Plan/Prevention Plan and the Transition Plan for Successful Adulthood, address any issues that may arise in the life of the case, and discuss issues at case junctures (see policy 11.06 Transition Plan for Successful Adulthood).

Temporary Assistance for Needy Families (TANF) (Policy 5.05)
If the child is placed with a specified relative and this specified relative opts to receive TANF benefits for the child instead of the foster care per diem, the child support is redirected. Federal law requires that as a condition of eligibility for TANF benefits, applicants are required to assign their rights to child support to the State of Indiana and to participate in the Title IV-D Child Support Program. This Federal law supersedes the Indiana law. The child’s TANF benefits will automatically be assigned through the Indiana Eligibility Determination Services System (IEDSS) upon application for TANF, and any support paid on behalf of this child will go toward the repayment of TANF benefits received by the child.

Temporary Guardianships(Policy 14.01)
If temporary guardianship is granted, the relatives are not eligible for foster care payments or Guardianship Assistance Program (GAP) payments.

Termination of Guardianship Assistance (Policy 14.01)
If a guardian is no longer providing any form of financial support to or for the child, guardianship assistance benefits should be terminated. The Department of Child Services (DCS) may determine the guardian should be considered as providing financial support to the child if:

1. The guardian is maintaining regular visitation with the child and is making reasonable efforts to ensure the child may return home; and
2. One (1) of the following are met:
3. The guardian is making regular payments or otherwise providing support for the child for:
   1. Family therapy,
   2. Tuition,
   3. Clothing,
   4. Maintenance of special equipment in the home, or
   5. Services for the child’s special needs, such as occupational, physical, or speech therapy.
4. The guardian is providing support for the child while the child is in out-of-home care in the form of regular monetary payments of not less than $100.00 per month or provision of materials, supplies or services having an equivalent monetary value; or
5. The guardian is paying child support pursuant to a court order.

Third Party Background Check Vendors (Policy 13.01)
If using a third-party background check vendor, the Department of Child Services (DCS)-licensed agency is responsible for obtaining required results as outlined in policies 13.01 Conducting Background Checks for Licensed Residential Facilities and Child Placing Agencies and 13.02 Evaluating Background Checks for Licensed Residential Facilities and Child Placing Agencies.

Thorough Review of Records (Policy 4.01)
A thorough review of the child abuse and/or neglect (CA/N) intake information enables the Family Case Manager (FCM) to begin the initial assessment of a child’s safety. Factors such as the child’s age and vulnerability and the family history are critical in this initial stage of assessment.

Time Computation (Policy 2.01)
Time computation for sending out the Notification of Substantiation and Right to Request an Administrative Appeal Hearing form within 15 days is as follows:

1. Do not count the date the assessment was approved. Begin with the following day as day one (1);
2. The Notification of Substantiation and Right to Request an Administrative Appeal Hearing form must be mailed or hand delivered by the close of business on the 15th day, unless it is a day the office is closed. If the office is closed for business on the 15th day, the time frame is extended until the close of business on the next day that the office is open for business; and
3. Add an additional three (3) days if the Notification of Substantiation and Right to Request an Administrative Appeal Hearing form is mailed by DCS to any deadline to request administrative review.

Example: If the allegation is approved as substantiated on the 1st of the month, the local office must mail or hand deliver the Notification of Substantiation and Right to Request an Administrative Appeal Hearing form on or before the close of business on the 16th. If the 16th is a day the office is closed, such as a weekend or a state holiday, the Notification of Substantiation and Right to Request an Administrative Appeal Hearing form must be mailed or hand delivered to the person identified as the perpetrator before the close of business on the next day that the office is open.

Tips to Involve the Child in Court
The following tips may help to involve the child in the court proceedings:

1. Have the child present throughout the entire hearing (if it is in the best interest of the
2. child);
3. Discuss with the Staff Attorney, if a request is made, to have the child’s testimony heard
4. in-chambers with the judge or with the judge and attorneys in order to discuss the case if
5. the child finds the courtroom too intimidating;
6. Arrange an advance visit to the courthouse;
7. Have the child wait in a private or separate waiting area for the hearing;
8. Exclude the child from hearings where testimony may be difficult or harmful to the child;
9. Ensure there is an adult present to care for the child before and during the hearing if the
10. child is only staying for a portion of the hearing; and/or
11. Have a discussion with the child after the hearing to process what took place during the
12. hearing and answer any questions the child may have.

Tips for Making Accommodations for Children in Court
The following tips may assist when making accommodations for children in court:

1. Provide age-appropriate reading material describing the court process to the child;
2. Provide an age-appropriate list of legal terms and definitions that may be used during
3. the hearing (e.g., FCM, attorney, judge, foster family, reunification, CASA/GAL);
4. Avoid acronyms or legal jargon that a child would not understand;
5. Reinforce the importance of the child being present and having a voice;
6. Ensure there are activities available for the child in the event of a delay or waiting period;
7. and/or
8. Ensure there is an interpreter, if necessary, for the child.

Transition Meetings (Policy 11.20)
If possible, a transition meeting may take place during the older youth’s Transition Plan for Successful Adulthood meeting. The probation officer (PO), Older Youth Case Manager (OYCM) (or a supervisor/designee), and the older youth’s child representatives should be present at the transition meeting. Examples of information that should be shared and discussed at the transition meeting include, but are not limited to:

1. The older youth’s individual strengths and needs;
2. Needs that may arise in the near future, especially with the opening of the Collaborative Care (CC) case;
3. What supports are currently in place to support those needs;
4. What support will need to be in place after the opening of the CC case;
5. Review/update the older youth’s Transition Plan for Successful Adulthood;
6. Clarify expectations of what the next steps are for the case;
7. Formal and informal supports for the older youth that will be utilized after the opening of the CC case;
8. Addressing steps for what could go wrong; and
9. Visitation arrangements, as applicable.

Transportation Costs for Visitation (Policy 8.13)
The Department of Child Services (DCS) shall not be responsible for the act or cost of transporting children in foster care to visits other than those paid for by DCS in the normal course of reimbursement (see policy 16.01 Funding for Children in Out-of-Home Care).

Travel Expenses for Child and Family (Practice SOP 16.03)
Financial assistance for travel expenses should benefit the child and the family (e.g., visitation, mental health and medical appointments, education, and substance abuse treatment).

Travel Reimbursement for Licensed Resource Parents (Policy 16.01)
Additional travel may be claimed when the resource parent travels over 162 miles in a month for the below purposes:

1. Travel between the resource home and the school system in which the child was enrolled before placement and continues to be enrolled while residing with the resource parent if the school system is not required to provide transportation under applicable state law;
2. Travel to and from Headstart, summer school, pre-school, summer camps, and school related extracurricular activities;

Note: Mileage will be eligible for reimbursement to and from these programs only when it is not provided by the school corporation. Family Case Managers (FCMs) may consult with the Department of Child Services (DCS) Educational Liaison (EL) for information on what school corporations are required to provide for the child.

3. Travel to and from parent and/or sibling visits (including visits with incarcerated parents or to other relatives that are authorized by DCS and are a part of the child’s Case Plan/Prevention Plan) and visits to facilitate the transition to another placement;
4. Travel to and from the following types of health-related appointments:
   1. Doctor (primary care physician and any specialists),
   2. Dentist (including orthodontist),
   3. Health clinic,
   4. Hospital/Emergency Room (including resource parent visits during child inpatient episodes),
   5. Occupational and Physical Therapy, and
   6. Behavioral health counselor or therapist.
5. Travel to and from employment or job searching for youth 14 years of age or older;
6. Travel to and from the following types of case activities:
   1. Administrative case reviews,
   2. Judicial reviews (court appearances),
   3. Case conferences,
   4. Child and Family Team (CFT) Meetings, and
   5. Resource parent training sessions.
7. Other travel that is extraordinary and has been approved in writing as consistent with the child’s Case Plan/Prevention Plan by the DCS Local Office Director (LOD)/Division Manager (DM) prior to the travel taking place; and/or
   

   Note: Upon approval of the Regional Manager (RM), DCS will pay per diem and travel expenses exceeding 162 miles in a month (including overnight stays) if visits are maintained with a child who is hospitalized for longer than five (5) days. See policy 8.37 Holding a Placement during a Hospitalization for further guidance.

8. Pre-placement overnight visits with the child.

The prospective resource parent may receive an amount of properly claimed travel expenses incurred for a child who will be placed in the resource home when the prospective resource parent travels at least one (1) mile for pre-placement visits between the prospective resource parent and child and when there are no overnight visits.

Note: To be eligible for reimbursement, the resource parent must document all allowable travel that occurs through the month starting from the first mile on the Foster Parent Travel Invoice.

Travel Reimbursement for Unlicensed Relative/Kinship Placements (Practice SOP 16.02)
Travel will be reimbursed monthly beginning at mile one (1) for travel such as:

1. Travel between the unlicensed relative/kin home and the school if the child continues to attend the school they attended prior to removal;

   Note: Mileage will be eligible for reimbursement only when transportation services are not provided by the school corporation. Consult with the Department of Child Services (DCS) Educational Liaison (EL) for information on what school corporations are required to provide transportation for the child.

2. Travel to and from Headstart, summer school, pre-school, summer camps, and school related extracurricular activities;

   Note: Mileage will be eligible for reimbursement to and from these programs only when it is not provided by the school corporation.

3. Travel to and from parent and/or sibling visits (including visits to other relatives that are authorized by DCS and are a part the child’s Case Plan/Prevention Plan) and visits to facilitate the transition to another placement;
4. Travel for pre-placement visits between the relative/kin and the child, regardless of whether they are overnight visits, if the relative/kin is being considered as a placement resource;
5. Travel to and from the following types of health-related appointments:
   1. Doctor (primary care physician and any specialists),
   2. Dentist (including orthodontist),
   3. Health clinic,
   4. Hospital/emergency room (including visits during a child’s inpatient episodes),
   5. Occupational and physical therapy, and
   6. Behavioral health counselor and therapist.
6. Travel to and from employment or for purposes of a job search for youth 14 years of age or older;
7. Travel to and from the following types of case activities:
   1. Administrative case reviews,
   2. Judicial reviews (court appearances),
   3. Case conferences,
   4. CFT Meetings,
   5. Foster parent training sessions, and/or
   6. Behavioral health counselor and therapist.
8. Other travel that is extraordinary and has been approved in writing (as consistent with the child’s Case Plan/Prevention Plan) by the DCS Local Office Director (LOD)/Division Manager (DM) prior to the travel taking place.

Trial Home Visits (THV) (Policy 11.08)
A THV is encouraged for older youth who voice a strong desire to return to their parents’ homes following case dismissal. This provides the older youth with an opportunity to experience life with the older youth’s family while being provided a safety net if the older youth determines that living independently would be more appropriate. The older youth remains eligible for Room and Board (R&B) services if the older youth turns 18 while on a THV.

Twenty-First (21^st) Century Scholars Program (Policy 11.15)
The 21st Century Scholars program was established in 1990 to ensure that all Indiana families could afford a college education for their children. This program guarantees eligible students up to four (4) years of undergraduate college tuition at any participating public college or university in Indiana.

Persons who meet ALL of the following criteria may apply for the 21st Century Scholars program:

1. Be a resident of Indiana as both an applicant and an award recipient (determined by residency of parent/legal guardian) and a United States (US) Citizen or eligible noncitizen;
2. Be a student in the 7th or 8th grade;

Note: Children in grades 9 -12 who are in foster care are also eligible for the program.

3. Meet program income guidelines or be in foster care;
4. Attend a charter school, freeway school, or other Indiana school recognized by the Department of Education;
5. Make a commitment to fulfill the Scholars Program; and
6. Complete all required Scholar Success Program tasks and have a GPA of 2.5 to access funding.

Types of Domestic Violence (DV) (Policy 2.30)
DV typically involves a pattern of assaultive and coercive behaviors that people use against their family or household members with the intent to degrade, humiliate or instill fear in them. These behaviors typically fall into five (5) general categories: physical assaults, sexual assaults, psychological assaults, economic coercion, and/or the use of children to control the adult victim.

Physical assaults may include, but are not limited to:

1. Pushing and shoving;
2. Restraining;
3. Slapping;
4. Punching;
5. Biting;
6. Kicking;
7. Suffocating or strangling;
8. Using a weapon;
9. Kidnapping; and
10. Murder.

Sexual Assaults may include, but are not limited to:

1. Rape;
2. Forcing unwanted sex or sexual acts;
3. Forcing the victim to have an abortion or sabotaging birth control methods;
4. Sexual mutilation;
5. Objectifying or treating the victim like a sexual object; and
6. Forcing the victim to watch pornography, have sex with others, or participate in prostitution.

Psychological assaults may include, but are not limited to:

1. Destroying cherished objects;
2. Killing or harming family pets;
3. Humiliating the victim privately or in front of others;
4. Harassing the victim;
5. Isolating the victim;
6. Making accusations of infidelity;
7. Stalking;
8. Refusing to talk to the victim; giving the victim the “silent treatment”;
9. Blaming the victim for the abusive behavior; and
10. Controlling where the victim goes, who the victim talks to, and what the victim does.

Economic coercion may include, but is not limited to:

1. Withholding money from the victim;
2. Controlling how much money the victim has access to;
3. Stealing the victim’s money;
4. Withholding all information about finances;
5. Ruining the victim’s credit;
6. Preventing the victim from obtaining employment or an education; and
7. Making the victim beg or ask for money.

Using the children to control the adult victim may include, but is not limited to:

1. Forcing the children to spy on the victim;
2. Assaulting or threatening to assault the children;
3. Sabotaging the other’s parenting and discipline with the children;
4. Forcing or encouraging the children to assault the victim;
5. Taking the children; and
6. Calling or threatening to report the victim to DCS for poor parenting.

Types of Drug Screens (Policies 4.40 & 5.20)

There are three (3) types of drug screens:

1. Oral (Saliva): Research indicates an oral screen can most precisely indicate recent drug use, as substances appear in saliva only minutes after use. However, the detection window for oral screens is narrow, as some substances only remain in the saliva from hours to a few days;
2. Urine: Urine is the most accurate screening to assist in determining on-going drug use by clients. Urine has a longer detection window for substances and randomizing the screening dates and times increases the likelihood of substances being detected. As a caution, a urine screen will not detect some substances for several hours past use; and
3. Hair Follicle: Hair follicle drug screens should be requested very rarely and only in specific circumstances. These screens may be used on children to detect exposure to methamphetamines or if an oral/urine screen is uncollectable. The use of hair follicle testing should be limited to investigation of past usage or exposure to substances and in assisting in the determination of services to be provided to the client. The decision to utilize hair follicle screening should be approved by the Local Office Director (LOD)/Division Manager (DM) or designee or the hair follicle screen must be court ordered.

Types of Exceptions for Foster Family Home (FFH) Licensing (Policy 12.12)
There are four (4) types of exceptions that may be granted by the Department of Child Services (DCS). These include:

1. Child Specific: A child specific exception is required when an FFH is over the specified capacity, as outlined in Indiana statute;
2. General: A general exception is only granted in extenuating circumstances and should be discussed with the Central Office Foster Care Licensing Team prior to consideration;
3. Mixed Levels: A mixed level exception is required when children, who are not siblings, are placed in the home with a combination of therapeutic and non-therapeutic placement scores, as identified in the Child Adolescent Needs and Strengths (CANS) Assessment (see policy 5.19 Child and Adolescent Needs and Strengths [CANS] Assessment); and
4. More than four (4) children under the age of six (6): This type of exception is required if more than four (4) children under the age of six (6) are placed, reside, or cared for in the FFH. For this exception request, there is no distinction between the number of household children and foster children.

Types of Questions to Ask During an Interview (Policy 4.09)
Open-ended questions should be used as much as possible during an interview. Multiple-choice or yes and no questions should only be used if the Family Case Manager (FCM) is unable to elicit any information from the child. The more open-ended the question, the greater confidence the FCM may have in the child’s response. The following examples show how the FCM may use open-ended questions to gather information regarding the who, what, when, where, and how of the alleged CA/N:

• Who questions: These questions are important in identifying the parties involved and who is aware of what has happened.
  • Who did this?
  • Who was there?
  • Who knows about this besides you?
• What questions: These questions ask for descriptive statements or observations. The worker may need to ascertain whether the child was threatened, tricked, bribed, or otherwise coerced to cooperate with a perpetrator (e.g., in a sexual abuse incident) or to maintain secrecy after any incident of CA/N.
  • For instance, a child who has divulged that the perpetrator “told me not to tell” should be asked, “What did he say?”
• When questions: These questions are used to determine the most recent occurrence as well as the duration of the CA/N. In physical abuse cases, “when” questions are used to determine if the degree of healing of the injury is consistent with the time frame the child is describing.
  • When mommy left, what was on TV?
  • When mommy came home, what was on TV?
• Where questions: These questions are used to determine the location of the CA/N as well as the whereabouts of other family members at the time of the occurrence.
  • Where were you hit?
  • Where were mommy and daddy at the time you were hit?
• How questions: These questions help children expand their responses.
  • For instance, when a child says, “He hit me,” the worker might say, “How did he hit you?” or “Tell me about that.”

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Unauthorized Fingerprint-Based Checks (Policy 13.15)
Neither the court nor any other person or organization may require the Department of Child Services (DCS) to complete fingerprint-based checks on those subjects over which DCS has no statutory authority to fingerprint. Also, DCS may not be required to pay for the cost of such printing. If the Family Case Manager (FCM) believes at any time that DCS is being required to complete background checks outside the statutory authority, please contact the Juvenile Justice Initiatives and Support (JJIS) Director for assistance.

DCS does not have the statutory authority to fingerprint the following:

1. Individuals involved in the child’s participation in extracurricular activities (e.g., scouting, youth groups, school parties, sleepovers, and birthday parties). For more information, see policies 8.23 Extracurricular Activities and 13.13 Childcare Providers and Extracurricular Activities;
2. In-home or out-of-home unlicensed childcare providers who supervise the child irregularly. Examples of irregular childcare should include, but are not limited to, visiting or spending time at the home, including occasional overnights with friends and/or relatives, going to the movies, unforeseen situations, and other similar activities. In addition to promoting a normal life for the child in care, consideration of the child’s safety must remain a priority; and
3. Individuals who participate in visitation with the child. For more information, see policy 8.12 Developing the Visitation Plan.

DCS should not conduct fingerprints for the following:

1. Unlicensed out-of-home childcare providers; and
2. Domestic or international private adoptions.

Note: For domestic or international private adoptions, the private agencies and/or legal representative for the pre-adoptive parent will complete Fingerprint-Based Checks through the ISP. The only exception is when the prospective private adoptive home is applying for the Adoption Assistance Program (AAP) through DCS.

Undocumented Individuals (Policies 13.09, 13.14, & 13.15)
Fingerprints are still required if an individual is undocumented. For the purposes of unlicensed out-of-home placement, an undocumented individual shall be fingerprinted even if the individual does not have a valid Social Security Number (SSN). For the purposes of reunification and Collaborative Care (CC), an undocumented individual may be fingerprinted without a valid SSN. The individual must have a current government-issued picture identification (ID), even if it is issued by their native country.

Note: The Family Case Manager (FCM) may complete a Focused Needs referral through KidTraks if assistance is needed to locate or verify documents (see policies 2.22 International and Cultural Affairs Services and 2.23 Verifying Citizenship or Immigration Status).

Fingerprints are also required for the purposes of foster family home (FFH) licensing and adoption when the individual is undocumented.  The fingerprint registration for the purpose of FFH licensing and/or adoption cannot be completed without a valid SSN or the assistance of the Central Office Background Check Unit (COBCU). The licensing worker or adoption worker, whichever is applicable, should email a fingerprint request to COBCU at cobcuinquiry@dcs.in.gov.

The following information (#1 - #13) must be included in the fingerprint request for each applicant and all household members that do not have a valid SSN (see policy 12.01 Authority to License). If the purpose is for adoption, #14 and 15 must also be included:

1. Legal name, maiden name, and all aliases;
2. Date of birth (DOB);
3. Height;
4. Weight;
5. Eye color;
6. Hair color;
7. Country of birth;
8. Country of citizenship;
9. Copy of a current government- issued photo ID;
10. Completed and signed Combined Application for Criminal and Child Protection Services (CPS) History Searches (SF 57332) for DCS licensed foster home licensing or adoptions;
11. Completed and signed Application for Criminal History Background Check (SF 53259);
12. Address of the location where the individual wants to be printed;
13. Three (3) dates and times that the individual is available to be printed;
14. Short explanation of length of time the individual has been residing in the United States of America (USA), if fingerprinting is being requested for the purpose of adoption; and
15. Steps taken by the individual, if any, to become a legal resident of the USA and obtain an SSN if fingerprinting is being requested for the purpose of adoption.

Unlicensed Kinship Stipend (Practice SOP 16.02)
A stipend of $300 per month will be provided for each child placed in an unlicensed kinship home by the Department of Child Services (DCS). $150 will be provided by DCS if an unlicensed kinship home provides care for a child for less than 15 days. See the Unlicensed Kinship Caregiver Stipend Frequently Asked Questions (FAQ) for additional information.

Unsubstantiated Child Abuse and/or Neglect (CA/N) History (Policy 4.01)
Upon Family Case Manager (FCM) Supervisor approval of an unsubstantiated assessment, the Department of Child Services (DCS) retains a hard copy of the documentation relating to an assessment of CA/N in the DCS local office for six (6) months. At that time, the file may be uploaded into the case management system and the hard copy file can be destroyed, or the hard copy file is transferred to the records center in accordance with the Records Retention Schedule (see policy 2.13 Expungement of Records).

Updating the Medical Passport at Health Care Appointments (Policy 8.27)
Each time a child receives a health care examination or treatment, which will not be recorded by the medical provider in an activated electronic medical record account, the child’s Medical Passport must be presented to the health care professional who attends to the child. The professional must be asked to complete applicable portions of the child’s Medical Passport. If the professional is not willing or able to update the Medical Passport onsite, the Family Case Manager (FCM) or resource parent must obtain a complete briefing on the details of the examination or treatment and complete applicable portions of the Medical Passport.

Utilizing Child and Family Team (CFT) in the Case Closure Process (Policy 5.12)
When permanency planning with the CFT, consider the specific changes that must occur in order for the family to function successfully without Department of Child Services (DCS) involvement. This may include, but is not limited to:

1. Developing protective provisions that must be put into place to keep children in the home safe;
2. Specifying behavioral patterns that must be acquired, and adequately and consistently demonstrated by the caregiver to preserve or reunify a family and to maintain family stability and daily functioning;
3. Developing recovery plans, relapse prevention plans, and Safety Plans and or Plans of Safe Care with response capacities that must be put in place and will work reliably (see policies 4.42 Plan of Safe Care and/or 5.21 Safety Planning);
4. Identifying or develop sustainable family supports (e.g., housing, health care, and adequate supervision) that will preserve and sustain the family following case closure;
5. Seeking resolution of legal issues and court requirements (e.g., court orders, guardianship, and adoption) that must be achieved before case closure can occur; and
6. Reviewing previously established measures for determining progress, outcomes, and satisfaction of case closure requirements. These elements define for the family, practitioners, and providers, “how we will know what’s working and when we’re done.”

Utilizing Random Screens (Policy 5.20)
The Department of Child Services (DCS) should not duplicate drug screens by administrating an oral swab when the parent, guardian, or custodian is actively involved in services that are performing the number of random screens ordered by the court. DCS should request written reports from service providers regarding compliance with treatment programs, including any admissions by parents, guardians, or custodians regarding their drug use.

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Verifying Prescriptions (Pill Counts) (Policy 5.20)
As part of verifying prescriptions, Family Case Managers (FCMs) may conduct a “pill count” in cases involving substance use or abuse related to child abuse and/or neglect (CA/N). If conducting a pill count, FCMs should have the parent, guardian, or custodian count the pills in front of the FCM and ensure the pills match the description on the prescription bottle. FCMs should never directly touch a client’s medication.

Victim Counselor Privilege (Policy 4.17)
Criminal procedures outlined in Indiana Code (IC) 35-37-6: Privileged Communications and Victim Counseling, establish victim counselor privilege related to "confidential communications" between a victim and a victim counselor. All victim counselors remain bound by the mandated reporting statutes pertaining to child abuse and/or neglect (CA/N). Thus, victim counselor privilege cannot be applied to the reporting of suspected CA/N. Anytime a victim counselor has reason to believe a child is a victim of CA/N, the counselor must make a report to the Department of Child Services (DCS). However, after a report has been made, the victim counselor may assert the victim counselor privilege to prevent the disclosure of information and records during the course of the assessment.

Video/Audio Recorded Interviews (Policies 4.09 & 4.12)
Video/audio recordings should be utilized in situations when allegations of sexual abuse, severe physical abuse, human trafficking, or other unique cases could lead to criminal charges being filed. Recording interviews may reduce the number of times an alleged child victim must be interviewed. It may also reduce the necessity for the alleged victim to provide further testimony if the case goes to court.

Decisions regarding how to record an interview should be made based on the circumstances of the report and the location of the interview. Written notes should always be taken during the interview (preferably by someone other than the assigned Family Case Manager [FCM] when possible, such as Law Enforcement Agency [LEA] or another FCM). All information should be reviewed and clarified with the child to ensure the interviewer has an accurate understanding of what the child said.

Visitation and Concurrent Planning (Policy 5.15)
Frequent visitation is a foundation of Concurrent Planning. Utilizing frequent visitation between the parent, guardian, or custodian and the child may:

1. Decrease anxiety for the child during out-of-home care;
2. Secure relationships and maintain bonds between the parent and child;
3. Motivate the parent, guardian, or custodian to work toward Case Plan outcomes;
4. Decrease the amount of time children remain in out-of-home care;
5. Offer opportunities for the parent, guardian, or custodian to engage in learning and growing; and
6. Provide an opportunity to evaluate the parent and child relationship.

Note: Ensure the child is afforded visitation opportunities with the incarcerated parent (if applicable) unless visitation with the parent is not in the best interest of the child.

Visitation with Incarcerated Parent, Guardian, or Custodian (Policy 8.12)
Children benefit from maintaining contact with their parent, guardian, or custodian, especially when reunification is the goal. The Indiana Department of Corrections (DOC) may permit children to visit with their incarcerated parent, guardian, or custodian unless a sex offense was a basis for the commitment. The Family Case Manager (FCM) should contact DOC to determine whether the incarcerated parent may or may not have visitation with children. The FCM should also contact the county jail and/or federal prison facility, when applicable, to determine whether the incarcerated parent, guardian, or custodian may or may not have visitation or other contact with the child.

Visit with a Proposed Placement (Policy 9.02)
According to ICPC Regulation No. 9, a visit is considered to be a stay with the proposed placement that lasts no longer than 30 days. Any stay lasting longer than 30 days is considered a placement. The only time a stay longer than 30 days may be considered a visit is if it begins and ends within the period of a child’s vacation from school as determined by the academic calendar of the school. A rebuttable presumption is established that the intent of the stay or proposed stay is not a visit when a request for a home study or supervision, made by the person or agency sending or proposing to send a child on a visit, is pending at the time that the visit is proposed.

Voluntary Consent to Treatment and Release of Related Records by a Minor (Policy 4.17)
Per IC 12-23-12-1, a minor who voluntarily seeks treatment for alcoholism, alcohol abuse, or drug abuse from the Family and Social Services Administration (FSSA)/Division of Mental Health and Addiction (DMHA) or a facility approved by FSSA/DMHA may receive treatment without notification or consent of the parents, guardians, or person having control or custody of the minor. The Department of Child Services (DCS) interprets this code, along with 42 USC 290dd-2, to mean that a minor can consent to the release of records that pertain to treatment for which the minor voluntarily consented.

Voluntary Older Youth Services (OYS) (Policy 11.01, 11.07, & 11.29)
All youth aging out of foster care and former youth who are 18 years of age up to 23 years of age are eligible for Voluntary OYS, including Room and Board (R & B) assistance and the Education and Training Voucher (ETV) Program (see the Voluntary Older Youth Services Summary and policies 11.02 Eligibility for Older Youth Services, 11.08 John H. Chafee Foster Program for Successful Transition to Adulthood [the Chafee Program] Room and Board Services, and 11.10 Education and Training Voucher Program).

Voluntary Participation (Policy 11.07)
Older Youth Service (OYS) service standards require youth leaving foster care or former foster youth requesting Voluntary OYS to participate on a voluntary basis with the service provider for case management services. This agreement outlines the services to be provided, the length of time expected for the service, and the plan for the youth’s contribution. In addition, the Independent Living (IL) Learning Plan must include an operational plan describing how the young adult is going to assume responsibility once assistance ends.

Voluntary Services Host Home (Policy 11.09)
Voluntary services host homes are a possible solution in rural areas where apartment buildings are scarce and house rentals may be cost prohibitive. Voluntary services host home arrangements are inappropriate for peer roommates, biological parents, or adoptive parents. Voluntary services host homes may include, but are not limited to: a former resource parent, teacher, coach, relative, or church member with whom the youth has a positive relationship. In this environment, the youth is able to come and go as the youth chooses and is expected to manage the youth’s time, money, school, work, and appointments without oversight from the voluntary services host home. The youth is expected to follow the rules of the home as with any other rental agreement.

Voluntary Services Host Homes when Receiving Education and Training Voucher (ETV) Assistance (Policy 11.09)
Youth may access funding for a voluntary services host home through the ETV program while attending college or trade/vocational programs. The Voluntary Services Host Home Agreement may be developed between the youth and the voluntary services host home with the assistance of the Older Youth Services (OYS) service provider prior to receiving ETV funding or may be developed with the assistance of the youth’s Family Case Manager (FCM) or Older Youth Case Manager (OYCM). The signed Voluntary Services Host Home Agreement must be provided to the ETV program in order for the voluntary host home to receive financial compensation from this program.

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Waivers for Reunification (Policy 13.14)
Fingerprint-Based Checks and Child Protective Services (CPS) History Checks are not mandatory for reunification. Therefore, there is no waiver process. The results of these checks provide additional information the local office may consider in conjunction with other case specifics to determine the overall safety of the home in which reunification of the child is being considered.

Wards with Children (Policy 2.20)
If a youth who is a ward of the Department of Child Services (DCS) under a Child in Need of Services (CHINS) or Collaborative Care (CC) case is also a parent (i.e., a “parenting youth”), and the parenting youth’s child is also a ward of DCS in a CHINS case, paternity and child support for the parenting youth’s child should be addressed in the parenting youth’s child’s CHINS case, pursuant to policy 5.05 Genetic Testing for Alleged Fathers. If a parenting youth has a child who is not a ward of the State, the parenting youth may be referred to the local Prosecutor’s Office to apply for Title IV-D services for assistance with establishing paternity and child support for the parenting youth’s child.

Web Based Courses for Foster Parents (Policy 14.01)
There are currently only two (2) approved on-line training sites:

1. www.fosterparents.com; and
2. Indiana University (IU) CANVAS.

These sites offer training on issues directly related to fostering and foster children. When tests are required by the website, a score of at least 80% is needed to earn in-service training credit. A printed certificate will be provided by the website. This certificate must be submitted to the licensing worker for verification and documentation. Fees may be charged by the website, www.fosterparents.com, for utilizing this method. Payment of fees are the responsibility of the foster parent choosing to utilize this option. The Regional Foster Care Specialist (RFCS) may provide instructions to the foster parent to access IU CANVAS.

Witnesses when Examining a Child (Policy 4.14)
It is always good practice to have an adult witness present when examining a child, when possible and practical. Depending upon the circumstances, an appropriate witness may be another Family Case Manager (FCM), Law Enforcement Agency (LEA), school personnel, or the child’s parent, guardian, or custodian.

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Youth-Adult Partnerships (Policy 11.18)
In an authentic youth-adult partnership, each individual acknowledges learning from the other. Both partners have equal opportunities to utilize skills, make decisions, and independently carry out tasks to reach shared goals. Emphasis should be placed on providing opportunities for the youth to have positive interactions with family, peers, caring adults, and community members. The building of youth-adult partnerships with the guidance of an Older Youth Case Manager (OYCM) and the older youth’s team provides an opportunity to achieve relational permanency and a chance at a higher level of success after leaving out-of-home care or Collaborative Care (CC).

Building the capacity of existing relationships to offer more empathetic and insightful emotional support may provide important resources for older youth transitioning from out-of-home placement to help them continue to deal with the emotions and questions raised by their experiences prior to, and during placement. While youth and young adults are still in out-of-home placement related programs, efforts should be made to enhance and develop existing relationships with adults whom the youth trusts or with whom trust may be strengthened.

Youth Development (Policy 11.04)
The Indiana Foster Youth Alliance (IFYA) is designed to provide a forum for youth 14 to 23 years of age to develop an agenda related to services and areas of interest the youth believe would be beneficial in assisting foster and former foster youth in reaching their full potential as the youth move into adulthood.

Youth Participation in Court Hearings (Policy 11.23)
Encouraging youth to participate in court hearings is a positive way to practice youth-adult partnering. The Bench Card Authentic Youth Engagement: A Guide for Courts may be helpful when discussing participation in court with youth. The youth’s full involvement in court hearings and giving the youth the responsibility for making meaningful decisions regarding the youth’s Collaborative Care (CC) case shows full support of the youth as a partner.

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