This policy guide was updated from the 07/01/15 version to information was added for transfer requirements to specialized units to ensure cases can be transferred in a timely manner.

POLICY

Case Transfers

Whenever a case moves from a CSW to another CSW, including within an office, Case Transfer Criteria applies, unless other arrangements are made between impacted managers. It is important that the sending and receiving offices communicate clearly with each other about the needs of the family and child in order to ensure the following:

Case transfer is in the child's best interest

A case is transferred promptly.

A child receives seamless services.

The safety of the child is maintained.

Cases are transferred electronically and assigned within two (2) hours to ensure that there is no disruption in the provision of services on cases. The sending office is responsible for tracking case transfers. For further information, refer to Case Transfer Guide: When and Where to Transfer.

Stability Requirements

This section is not applicable to Commercially Sexually Exploited Children (CSEC) Unit or newly promoted referrals from ER case transfers except were noted.

Ensure the address for each parent/guardian/child is updated in CWS/CMS

Verify the address in person within thirty (30) days prior to the transfer

The last face-to-face visit was within fifteen (15) calendar days of the transfer at the current placement/HOP and documented in CWS/CMS

The last face-to-face visit was fifteen (15) calendar days of transfer at the current placement/HOP and documented in CWS/CMS.

Neither the caregiver(s) nor the child in placement has requested a replacement prior to transfer.

The child in placement is not currently a runaway; or abducted from placement and there are no outstanding protective custody warrants issued.

The child is not under a medical or psychiatric hospitalization.

There are no questions or concerns from Community Care Licensing regarding the supervision given to the child(ren) in the out-of-home care facility.

This section applies to all transfers. The sending CSW has completed the initial physical inspection ensuring the home does not have any safety threats and meets the physical, emotional, medical, and mental health needs of the child. A detailed home description about the layout and composition of the caregiver's or parent/legal guardian home must be documented in CWS/CMS, including where each child and adults sleep in the home.

This section applies to all transfers. If the home is not an approved resource family home, document in CWS/CMS the date the intake referral was submitted to the RFA Intake Unit or the resource family home is waiting for approval.

A child receiving Family Reunification (FR) services has been in the current placement for at least 30 calendar days.

The sending CSW has assessed that a family receiving Family Maintenance (FM) services is not planning to move, the address is not temporary, or the family is not under an eviction notice

If the sending office arranged with a parent receiving FM services for the parent to reside at one address and the child to reside at another address, the case should remain in the office that serves the address of the home of parent.

A child receiving Permanent Placement (PP) services has been in the current placement for at least 90 calendar days.

Services and court orders must be initiated prior to transfer.

For Extended Foster Care (EFC), upon stabilization of the youth's re-entry needs and plans:

If warranted, the case can be considered for transfer after 90 days to another office.

If there is a need to transfer the case to another office due to placement location issues for the assigned CSW, the transfer can take place within 90 days only with agreement between all parties.

The sending CSW has completed the initial physical inspection of the Supervised Independent Living Placement (SILP) ensuing the placement meets minimal criteria, initiated, and submitted the SILP for approval.

Sibling Groups

When appropriate, every effort is to be made to transfer sibling groups as a family unit. If sibling separation is unavoidable, the siblings’ placements are to be in close geographical proximity to each another as outlined in Placement Preference for Children. If only one (1) child is to be transferred, a new Case Plan/Case Plan Update must be written for the transferring child.

If it is a PP CSEC case transfer, siblings to the CSEC youth are to remain with the current office.

High Priority Cases

A high priority case conference is held prior to transferring the case. A case is considered a high priority case when at least one (1) of the following exists:

The child having significant medical/psychological needs

Barriers to the child having his/her critical needs met

Adverse court orders (An order contrary to the Department's recommendation that affects child safety or DCFS policy.)

Risk of child abduction/abducted/missing

History of abducted sibling(s)

Return home of the child within the last three (3) months

CSEC cases approved for transfer to CSEC Units:

Child/Family has ties and/or a nexus to organized crime that presents a risk to all involved.

Child has a history of violence to others or self

High Priority Case Conferences

A high priority case conference gathers DCFS staff to ensure that their efforts are coordinated effectively and that they support the objectives outlined in the case plan. These conferences produce high priority case transfer plan.

The sending ARA will contact the receiving ARA to arrange the case conference and to determine the format. A High Priority Case Conference can occur via teleconferencing, video-conferencing, or in person. The sending and receiving ARA mutually determine who (ARAs, SCSWs, and/or CSWs) participates in the High Priority Case Conference.

Prior to accepting the case, the receiving ARA has the option to give the receiving SCSW/CSW CWS/CMS access to the case for purposes of case conferencing and for facilitating the high priority case transfer plan.

High priority case transfer requires the sending SCSW to alert their ARA regarding the need for a high priority case conference.

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Circumstances to Transfer a Case

The Services portion of a pre-disposition case can be transferred to any office when either:

The Case Transfer Requirements are met.

The sending and receiving ARAs pre-approve the transfer due to special circumstances (e.g., Medical Case Management Services).

The exception is if one (1) or more of the allegations in a referral were not investigated. In such a case, the service portion of a pre-disposition case cannot be transferred until the investigation is completed.

The following types of cases can also be transferred, if they meet the corresponding requirements, if any:

Case/Child to be Transferred	Requirements for Transfer
A case is receiving Emergency Response (ER) services and there is an outstanding protective custody warrant for a parent or child.	The case can be transferred to Continuing Services (CS) if it meets the rest of the case transfer requirements
General Case Transfer guidelines include but are not limited to	The case can be transferred if a Child and Family Team (CFT) meeting has taken place before the transfer and if it is agreed to transfer the case in that meeting. The case can be transferred if: A family receiving court ordered FM or Voluntary Family Maintenance (VFM) services moves out of the office service area; unless the plan is to close the case within the next ninety (90) days and the VFM case has not been open for more than two months. The parent(s) receiving FR services move(s) out of the office service area. The court terminates FR services and orders PP services, and the youngest child in the case resides in a different office service area. When the adoption has finalized.
A case is serviced by the Resource Family Support and Permanency Division (RFSPD), and the court orders that adoption is no longer the Case Plan.	The case can be transferred, even if the child is a run-away and a protective custody warrant has been issued. If there are siblings, the run-away child’s case is assigned to the siblings’ CSW.
A child receiving PP services has a sibling who is receiving Family Maintenance (FM)/Reunification (FR) services.	The case must be transferred to the CSW providing FM or FR services. Exception: Certain specialized programs and CSEC.
The child is a seventeen (17) year old receiving FR or PP services.	The case can be transferred if FR or PP services do not change the youth’s placement or school.
The Nonminor Dependent (NMD) or youth is in Extended Foster Care (EFC).	The NMD/youth must meet all other applicable transfer requirements in this policy guide.
A case is being transferred from a Regional Office to another after termination of parental rights (TPR) for a child receiving adoption services, and the RFSPD and the Regional Office case assignments are currently in the same office.	A child is considered to receive adoption services when a RFSPD CSW is assigned to the case as a secondary. A case can be transferred after TPR when the case is currently split between offices (i.e. the Regional and RFSPD CSWs are in different offices). Such a transfer is negotiated up the chain of command and involves both Regional and RFSPD staff. The desired end result is for both the RFSPD and Regional case assignment to be in the same office.
A case is serviced by MCMS and the child no longer meets the criteria for service by MCMS.	The case can be transferred, even if the child is a run-away and a protective custody warrant has been issued.
A child on the case is identified to have been sexually exploited.	The case can be referred to the CSEC Bureau Liaison (CSA III) to be placed on a waiting list for consideration once CSEC criteria is met. Case is eligible to receive CSEC services.
A child identified as CSEC case is closed or transferred to an AB12 worker, but their sibling’s case remains open.	The sibling’s case can be transferred from the CSEC section to the appropriate regional office.

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Circumstances to Not Transfer a Case

The following types of cases cannot be transferred, given the following provisions:

Case/Child to be Transferred	Provisions
One (1) or more of the allegations in a referral were not investigated.	The services portion of a Pre-Disposition case cannot be transferred until court has reached a disposition.
The court has not reached a disposition.	The DI/Legal portion of a Pre-Disposition case cannot be transferred unless the sending and receiving ARA’s pre-approve the transfer due to special circumstances.
When a .26 hearing is scheduled.	Allowed when transferring into and out of certain specialized programs. The sending office is responsible for ensuring that a DI is assigned to complete WIC 366.26 responsibilities.
A family is receiving Family Maintenance (FM) or Voluntary Family Maintenance (VFM) services, and the plan is to close the case within the next ninety (90) days.	N/A
All children in the case are placed in a non-adjacent county.	Refer to Out-of-County Placements.
The child is receiving FR or PP services, and there is an outstanding protective custody warrant for a parent or child.	Permitted if the child is serviced by MCMS and no longer meets the criteria for service from MCMS. Permitted if the child is identified as CSEC and accepted in the CSEC Unit.
A parent abducted a child from DCFS custody.	Permitted if the child is serviced by MCMS and no longer meets the criteria for service from MCMS.
The child is a run-away	Permitted if the child is serviced by MCMS and no longer meets the criteria for service from MCMS. Permitted if the child is identified as CSEC and accepted in the CSEC Unit.

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The American Indian (AI) Unit

The American Indian (AI) Unit makes the final determination as to whether or not to accept a case regarding an Indian or an Indian child. A case can be suitable to transfer to the AI Unit if at least one (1) of the following Tribal Enrollment Eligibility factors exists:

The tribes’ criteria for enrollment by blood quantum (i.e., full, ¾, ½, ¼)

If a child meets the blood quantum criteria, he/she is eligible for enrollment if the parent(s) or grandparent(s) are enrolled with the tribe the child claims to be members.

If the child is not enrolled, determine if the child’s father, mother, or grandparent(s) are enrolled in any tribe.

Tribes’ criteria for enrollment are by lineage or dependency (i.e., the Seneca and some tribes in California)

Tribes in Oklahoma, such as the Cherokee, Choctaw, Chickasaw, Creek and Seminole, recognize members as eligible for enrollment if an ancestor was listed on the Dawes Land Allotment Roll in the late 1800’s.

The region in which a parent and/or his ancestors resided should be determined if a parent states that he/she may be enrolled in a tribe but does not know for certain which one.

Heritage cases cannot be transferred. In a heritage case, a parent is enrolled with his/her tribe but the child does not meet the enrollment criteria of the tribe.

The Resource Family Support and Permanency Division (RFSPD)

A child’s RFSPD case and Regional Office case should be serviced in the same office.

A child’s case is transferred to the RFSPD after the child’s adoption has finalized.

A case is transferred from the RFSPD when the child’s permanent plan changes from adoption to legal guardianship or to Another Planned Permanent Living Arrangement (APPLA).

Commercially Sexually Exploited Child (CSEC) Unit

DCFS has specialized CSEC units that serve children that have been sexually exploited. CSEC units are located at the Broadway office and the LASD Human Trafficking Bureau in Monterey Park. In addition, staff are co-located in various law enforcement stations. CSEC section can be reached at (213) 660-6912 or by email CSEC@dcfs.lacounty.gov.

To be eligible to transfer into the CSEC specialized units, at least one child within the case must be coded on the CSEC data grid in CWS/CMS as a victim of sexual exploitation. Only children coded as at risk of exploitation will be accepted at the discretion of the CSEC units.

Cases identified through the CSEC First Responder Protocol with substantiated allegations of exploitation will be directly transferred into a CSEC unit.

Due to the instability of many children that have been exploited, the CSEC section will accept cases where the placement is unstable or the child is a runaway and their whereabouts are unknown

CSEC identified youth must have exhibited related behaviors or activity in the last six (6) months:

Youth spends time in areas associated with commercial sex work

Provocative, sexualized clothing

Sexually explicit images/text posted on social media

Unexplained/suspicious access to expensive clothing and goods, manic

Tattoos or branding on face/neck/thighs/hands that suggest property (i.e., crowns, roses, “$”, “precious”, “beloved”, “Sir”, “Daddy’s girl”)

Attachment/dependence on cell phones

Frequent changing of social media accounts

Unexplained bruises or other physical trauma

Chronic runaway behavior from home/placement

Unexplained absences from school

Romantic relationships with older adults

Inappropriate/unhealthy intimate relationships with adults

Secrecy regarding intimate partners, friends, associates

Youth glamorizing pimping/the commercial sex industry

Use of slang referencing exploitation

Frequent or multiple sexually transmitted infections

Unplanned pregnancies

Multiple interactions with Law Enforcement

Medical Case Management Services (MCMS)

DCFS has six (6) Medical Case Management Services (MCMS) Units that serve medically fragile children and children with special health care needs. These units are located in the Metro North, Torrance, and Covina Annex Offices. MCMS Case Transfers are screened by MCMS Intake Coordinators who can be reached at (626) 938-1714 or 1715 or by emailing MCMS-Intake or MCMSIntake@dcfs.lacounty.gov.

To be transferred to a MCMS Unit, a child must be eligible for child welfare services and must meet at least one (1) of the following criteria:

A child with Special Health Care Needs (Bates) is defined as a child who:

Has a condition that can rapidly deteriorate, resulting in permanent injury or death and/or

Is technology dependent and requires specialized in-home health care.

Is approved at the Specialized Care Increment (SCI) Rate level F-3 or F-4, unless he/she was raised to F-3 from F-2 based on the child's severe emotional problems.

A case should not be transferred solely because of a diagnosis of intellectual disability, autism, or another developmental disability. The child must also have "special health care needs" as defined above or qualify for F-3 or F-4 for their medical condition.

Cases can be transferred to the MCMS Unit when all of the following conditions are met:

There has been at least one (1) face-to-face assessment of the child by a Regional CSW (either the ER CSW making an initial in-person response on a new referral or the case-carrying CSW), or an Emergency Response Command Post (ERCP) CSW.

The CSW making the face-to-face assessment has made an initial determination that the child appears to meet the MCMS Intake Criteria.

The CSW has consulted with MCMS Intake and the MCMS Intake Coordinator or SCSW has agreed that the case meets MCMS Intake and Transfer Criteria.

If there is more than one (1) child in the family and other children in the family do not meet the MCMS Unit criteria, only the children who meet the criteria can be transferred.

In this case, the sending CSW must create a separate case file and Case Plan/Case Plan Update for the child being transferred to the MCMS Unit.

General Case Transfer Criteria referenced in this policy must also be met.

Delayed or Disputed Case Transfers

In cases where the MCMS Transfer Criteria cannot be completely met but it is in the best interest of the child to immediately transfer to the MCMS Unit, the sending CSW or SCSW must consult with and obtain approval through the MCMS Intake SCSW for the transfer.

The sending CSW retains primary assignment.

If there are delays in transferring a case, the ARA of the sending office can contact the MCMS ARA to expedite the process.

Following consultation with the sending ARA, the MCMS Unit ARA’s decision prevails in any case transfer disputes.

Back to Policy

PROCEDURE

Receiving Cases

Receiving CSW Responsibilities

If a case has been assigned in CWS/CMS, review the case and consult with the SCSW within one (1) business day.

Conduct a thorough review of the case in CWS/CMS using the DCFS 4366, Case Transfer Check Sheet.

Include all elements referred to in the CWS/CMS Transfer Request Summary Detail.

If it is an initial contact, mail the DCFS 2221, Notification of Change of Worker, to the parent(s)/legal guardian(s) and caregiver(s) within ten (10) calendar days of the receipt of the case, and place a hard copy in the case file.

Include the new CSW's name and contact information.

Have the initial face-to-face contact within ten (10) calendar days from the day of electronic assignment.

Do not to wait for the Physical Case to service the case.

If a transferred case is received with unresolved safety issues or if the hardcopy documents are missing from the physical case, notify the SCSW immediately.

Receiving SCSW Responsibilities

Make sure DCFS 4366, Case Transfer Check Sheet, is correctly assigned.

The Receiving Transfer Desk will provide notification of the case assignment via e-mail, telephone, or in-person.

If the case is incorrectly assigned, verify that the Transfer Desk forward the electronic case to the correct CWS/CMS Transfer Desk Inbox within one (1) hour of the Transfer Desk receiving it.

If the electronic case is sent to the wrong office, it is not considered to have been assigned until it is assigned to a CSW in the correct receiving office.

The sending CSW remains responsible for the case until it has been assigned to the correct office.

Review the case within three (3) business days of receiving the electronic portion of the case.

Conduct a thorough review of the case in CWS/CMS using the DCFS 4366, Case Transfer Check Sheet.

Include all elements referred to in the CWS/CMS Transfer Request Summary Detail.

When appropriate and agreed to by sending and receiving ARAs, the sending CSW can be added as a secondary assignment to complete missing documents or task.

Before adding the sending CSW as a secondary, the sending and receiving SCSWs must conference the case and confirm which required hard-copy documents are needed and the time frame for their completion.

Notify the sending SCSW and receiving ARA immediately via email and telephone when:

A transferred case is received with unresolved safety issues.

Required CWS/CMS elements have not been completed within three (3) business days of the review.

The required hardcopy documents are missing from the physical case.

If unable to resolve issues, notify ARA via email informing them of the steps taken to resolve issues and current outstanding issues.

Receiving ARA Responsibilities

If applicable, notify the sending ARA that the case transfer took place with unresolved safety issues.

Submit a written request for any missing documentation to the sending ARA within two (2) business days of written notification from the SCSW.

When appropriate and agreed to by sending and receiving ARA, the sending CSW can be added as a secondary assignment until the missing documents are completed.

The sending ARA and receiving ARA will need to discuss time frames and plans in resolving missing documents and issues. If the issues are not resolved in the agreed upon time frame, the possible return of the case should be discussed.

Transferring Cases

Sending CSW Responsibilities

Discuss the case transfer with the SCSW.

Verify that there is no freeze on case transfers currently in effect.

Determine if it is in the best interest of the child to keep or to transfer the case.

Complete required face-to-face contacts within fifteen (15) calendar days prior to electronic case transfer date to verify the address and assure the child's safety and well-being.

Conduct a thorough review of the case on CWS/CMS and the physical files in order to ensure that the case is in Model Case Format.

Evaluate the assigning address and determine the receiving office.

When possible, discuss the transfer plan in advance with the parent, caregiver, and the child.

Submit both a Transfer Request on CWS/CMS and the physical case file with a completed DCFS 4366, Case Transfer Check Sheet, to the SCSW for approval.

Check all items of the “High Priority” field that apply in the upper right hand corner of the DCFS 4366. All high priority cases must have a case conference.

Discuss the high priority issue(s) of the case and make a High Priority Case Transfer Plan. This plan will utilize social work best practice and consider the best interests of the child.

Sending SCSW Responsibilities

Use the DCFS 4366 to make sure all CWS/CMS required elements have been completed.

Conduct a thorough review of the case on CWS/CMS and the physical files in order to ensure that the case is in Model Case Format.

All “High Priority” cases must have a case conference.

Discuss the high priority issue(s) of the case and make a High Priority Case Transfer Plan. This plan will utilize social work best practice and consider the best interests of the child.

Determine follow-up tasks that the sending office will complete, including whether the sending CSW will remain as a secondary assignment and for how long.

The sending SCSW consults with the Transfer Desk to determine which office the case will be sent to, discuss with the ARA about the high priority issues of the case, and to make a High Priority Case Transfer Plan.

If the DCFS 4366 documentation is incomplete, obtain approval from the sending ARA to transfer the case.

Use the CWS/CMS Transfer Request Summary Detail to include messages regarding:

Any missing documentation

Steps that are being taken to obtain and provide the documentation to the receiving office

When the receiving office can expect to receive the missing documentation

Upon approval of the case for transfer in CWS/CMS, give the secondary assignment to the sending office Transfer Desk Inbox in CWS/CMS.

The sending office Transfer Desk transfers the electronic portion of the case to the receiving office Transfer Desk Inbox within one (1) hour of receiving secondary assignment from the sending SCSW.

The receiving office Transfer Desk assigns the case to the primary CSW within one (1) hour of receipt of the case.

Verify the electronic transfer of the case’s primary assignment in the receiving office within three (3) hours).

Annotate the DCFS 4366 with the receiving SCSW’s name.

Give the physical case and the signed DCFS 4366 to assigned support staff (Unit Clerk, etc.) with instructions to forward the case to the receiving SCSW.

Sending ARA Responsibilities

To approve a case transfer without complete documentation, review and approve the SCSW’s written accounting of the steps and time frames needed to obtain and provide the documentation to the receiving office.

Transferring 2 PEN Cases from ERCP to Regional Office

ERCP CSW Responsibilities

Follow all policy and procedures outlined in the Disposition of Allegations and Closure of Emergency Response Referrals , and if applicable, Taking Children into Temporary Custody.

Take the placement packet to ERCP Headquarters no later than the end of work shift.

Input all required information into CWS/CMS.

Complete the Transfer Request Page in CWS/CMS.

Request SCSW on-line approval.

Forward the hard-copy documentation, (such as the police report, medical report, and signed placement agreement, etc.) to the ERCP SCSW.

ERCP SCSW Responsibilities

Review hard-copy documents (such as the police report, medical report, signed placement agreement, etc.) and on-line case for completeness.

If any additional forms and/or information are required, contact the CSW and obtain the forms from him/her.

Log the case on the SCSW Control Log.

If the referral is on an open case, close the referral investigation by choosing, "Child Already in a CWD/CWS (Child Welfare Department/Child Welfare System) Case". This action attaches all contacts in the referral to the open case.

If the referral is on an open referral in a Regional Office, close the referral by choosing, “Open New CWD/CWS Case”.

Review Transfer Request page.

If necessary, complete assignment match for office location.

Make a primary assignment to the receiving office Transfer Desk.

No later than the end of the shift, inform the case-carrying CSW and SCSW by telephone, leaving a voice mail, or e-mail that ERCP has taken the child into temporary custody.

Provide the child’s current location and a brief explanation as to why the child was removed.

No later than five (5) calendar days from the date of detention, forward hard-copy documents (such as criminal clearance requests and/or results, RFA Intake Request, DCFS 709, etc.) and copy of the SCSW Control Log to the ERCP Unit Clerk.

Regional SCSW Responsibilities

Review ERCP hard-copy documents and on-line case.

Review the CSW assignment, and determine whether to accept or to change assignment.

Forward ERCP documents to the Unit Clerk who initiates the Master Case Folder and files the documents in appropriate folders per Model Case Format (MCF) procedures.

Ensure that the TA Eligibility Supervisor (ES) is notified that an ERCP placement has been received.

Transferring Cases to the AI Unit

Case-Carrying CSW Responsibilities

Contact the American Indian (AI) Unit at (626) 938-1846 or (626) 938-1838.

Consult with an AI Unit SCSW regarding the facts of the case and whether the case should be transferred to AI Unit for services.

If appropriate, transfer the case.

If the case is not appropriate to transfer to the AI Unit, continue to provide services and consult with the AI Unit on how to proceed.

Transferring a Case to the RFSPD

Adoption Finalization Liaison/Unit Clerk Responsibilities

E-mail the case-carrying CSW and the SCSW to alert them that the adoption has finalized.

Adoption Assistant Responsibilities

Upon receipt of the adoption order, submit the JC2, Termination of Court Jurisdiction, to the court requesting termination of court jurisdiction.

Within ten (10) days from the date of the submission of the JC2:

Obtain the minute order that reflects the termination of court jurisdiction.

Forward the minute order to the RFSPD CSW.

RFSPD CSW Responsibilities

Within three (3) business days of either learning or receiving an e-mail from the Adoption Finalization Liaison/Unit Clerk that an adoption has been finalized, e-mail the Regional case-carrying CSW and SCSW to prepare the case for end-date and for closure. Use the following sample:

This electronic notification is being sent to alert you that the case for [Child's Full Name], DOB: MM/DD/YYYY, has had their adoption finalized and is now awaiting the termination of Court jurisdiction. Please prepare the case for end-dating and closure over the next ten (10) business days, but do not send the case at this time. A second e-mail will be sent to notify you when court jurisdiction has terminated and to complete the final steps to end-date your assignment and for closure by the RFSPD CSW.

Upon receipt of the minute order reflecting termination of court jurisdiction, send a second e-mail to the case-carrying CSW and SCSW, instructing them to assign the case to the RFSPD SCSW within three (3) business days. Use the following sample:

This electronic notification is being sent to alert you that the case for [Child's Full Name] DOB: 1/1/2000, has had their Court jurisdiction ended. Please send the physical case to the RFSPD, and transfer the primary assignment in CWS/CMS to [RFSPD SCSW’s] In-box.

Within (3) days of the receipt of the physical case from the case-carrying CSW, input all necessary information in CWS/CMS, including the AD42R field information, placement episode termination date, and finalization date.

File all necessary documents using appropriate model case format (MCF).

Designate these tasks, as necessary, to other RFSPD unit members (i.e. Unit Clerk, Adoption Assistant and SCSW) on an individual unit basis.

End the case in CWS/CMS.

Send to RFSPD SCSW for approval.

Transfer the closed case to Revenue Enhancement.

Designate these tasks, as necessary, to other RFSPD unit members (i.e. Unit Clerk, Adoption Assistant and SCSW) on an individual unit basis.

RFSPD SCSW Responsibilities

Review the case, and determine if it should be approved.

If approved, approve the case termination in CWS/CMS.

If the case is not approved, return to RFSPD CSW for corrective action.

Case-Carrying CSW Responsibilities

Within ten (10) days of receiving the RFSPD CSW’s notification that the adoption has been finalized, input all necessary information in CWS/CMS, including documentation of all contacts and the removal of future court hearings.

File all necessary documents into the case files using model case format (MCF), and DCFS 4366, Children’s Services Case Transfer Check Sheet.

Within three (3) days of receiving the RFSPD CSW’s e-mail notification that court jurisdiction has been terminated, forward physical case with a completed DCFS 4366 to the SCSW.

Case-Carrying SCSW Responsibilities

Review that the case and ensure that it is ready for transfer, including disposition of all prior approval requests.

If the case is not ready for transfer, return it to the CSW for corrective action.

If the case is ready for transfer, approve DCFS 4366.

Change the primary assignment to the RFSPD SCSW in CWS/CMS.

Forward the physical case to the RFSPD SCSW.

Transferring a Case from the RFSPD

RFSPD CSW Responsibilities

If the permanent plan changes from adoption to legal guardianship, Another Planned Permanent Living Arrangement (APPLA):

Change the case service plan in CWS/CMS.

Complete the WIC 366.26 hearing report.

Transfer the case with a copy of the minute order reflecting the change of service plan to the case file.

RFSPD SCSW Responsibilities

Review that the case is ready for transfer including disposition of all prior approval requests.

If it is not ready, return it to the CSW for corrective action.

If the case is ready, approve the DCFS 4366.

Transferring a Case to the CSEC Unit

Before a case can be considered for transfer the CSEC identified client and family is aware, agrees to the transfer, and the transfer of the case is in the best interest of the child.

Case File Must Include

Birth certificate for youth in care

Social Security Card for youth in care

Signed 179 or a Blanket Order for mental health

Current (within six (6) months) approved JV220

TILP referrals submitted for all youth over 14 years old.

SSI referral completed/submitted for all youth over 16 ½ years old in care.

Signed 90-Day transition plan within 90 days of youth turning 18 year olds.

All AB12 documents for 18-year-old (SOC 161 +162) filed in Emancipation Folder.

All SILP documents must be in the Emancipation Folder.

SOC 162 must be signed on or after their 18th birthday.

SOC 161 must be in submitted to Eligibility Worker and processed.

Completed and approved STRTP documents, is applicable

A youth whose whereabouts are unknown:

Youth must have a current Protective Custody Warrant.

The sending office has submitted a Protective Custody Warrant to the ARKS Liaison.

A current or pending Runaway Outreach Unit (ROU) CSW to be / is assigned to the case.

The case has an active National Center for Missing and Exploited Children (NCMEC) notification.

CSEC Advocacy Referral

Additional Transfer Criteria:

If the youth is in placement , the current placement must be active in CWS/CMS.

The last face-to-face visit was within fifteen (15) calendar days of transfer at the current placement/HOP.

There are no pending DCFS 280’s in the Foster Care Search System.

RFA inspection forms must be submitted, if applicable

SILP inspection forms must be submitted, if applicable.

All services and court orders must be initiated prior to transfer.

A current case plan must be on file and approved in CWS/CMS.

Case must be post-disposition

Case needs to be coded accurately on the CSEC data grid

Case needs to have a current CFTM completed

The Following Cases will NOT be Accepted to Transfer to the CSEC Unit

Siblings - When the CSEC identified youth has a PP service component

WIC 366.26 is on calendar

Detained or VFM/VFR children of minor mother CSEC youth

FM cases that will be closing within the next 90 days.

Youth at risk for CSEC

Case-Carrying CSW Responsibilities

Contact the CSEC Unit at (213) 660-6912 or by email CSEC@dcfs.lacounty.gov

Consult with an CSEC SCSW regarding the facts of the case and whether the case should be transferred to CSEC for services.

If appropriate, transfer the case.

If the case is not appropriate to transfer to the CSEC Unit, continue to provide services and consult with the CSEC Unit on how to proceed.

Transferring a Case from the MART Unit

MART provides Emergency Response investigation services countywide. Please see MART Case Transfer Assignment for case assignment. MART transfers should meet the same criteria as a regional case transfer from ER to CS and will be assigned to a regional office based on the custodial situation.

MART Case Transfer Policy – Child and Family Teaming Meeting (CFTM) Requirements for VFM/VFR and FM/FR

Type of Case of Specific Situation	Description	Responsible CSW for Convening the Initial CFT Meeting
New Referral	New referral prior to disposition	MART CSW Case must be transferred from ER to CS within ten (10) calendar days of removal date. If not, CSW/MART CSW will conduct the initial CFTM.
VFM/VFR Case	New referral promoted VFM/VFR	MART CSW Case must be transferred from ER to CS within ten (10) calendar days from the date the case plan was signed. If not, CSW/MART CSW will conduct the initial CFTM.
Court FM Case	New referral promoted to a Court FM case	MART CSW Case must be transferred from ER to CS within ten (10) calendar days of referral being promoted or removal date. If not, CSW/MART CSW will conduct the initial CFTM.
Court FR Case	New referral promoted to a Court FR case	MART CSW Case must be transferred from ER to CS within ten (10) calendar days of removal date. If not, CSW/MART CSW will conduct the initial CFTM.

Transferring a Case to the MCMS Unit

Child Protection Hotline (CPH) CSW Responsibilities

Prior to assigning a referral for investigation, determine if the child appears to meet the MCMS Intake Criteria.

If the child appears to meet the MCMS Unit Intake Criteria, identify the referral as a potential MCMS Unit case.

Write, “MCMS UNIT?” prominently on the Screener’s Narrative document in the Referral Folder.

Assign the referral to the Emergency Response Command Post (ERCP) or to the appropriate Regional Office as outlined in the procedures for the Child Protection Hotline (CPH).

For further information, refer to the attached Medical Case Management Services (MCMS) Unit: Transfer Criteria and Transfer Procedures.

ERCP/ER/Case-Carrying CSW Responsibilities

Assess all cases to determine if the child appears to meet the MCMS Intake Criteria .

Consult with the Public Health Nurse (PHN) and the MCMS Intake Coordinator to determined if the case qualifies to be transferred to the MCMS Unit.

Refer to Joint Response Referral: Consulting with PHN for additional information.

Contact MCMS Intake Coordinators at (626) 938-1714 or 1715 or by email at MCMS Intake (MCMSIntake@dcfs.lacounty.gov).

Submit the Specialized Care Transfer Request Guide with the documents listed below to MCMS-Intake to initiate the transfer request. Provide the MCMS Unit with all required transfer documents which include:

DCFS 416, Individual Health Care Plan (ICHP)

DCFS 149A, Medical Care Assessment

DCFS 6079, Medical Training Confirmation Form

DCFS 1696, F-Rate and Regional Center (ARM) Rate Indicators.

Document the child’s medical condition and/or special needs in the Health Notebook, if any.

Document the child's medical condition and/or special needs in the Health Notebook, if any.

For placement of a child who is medically fragile, who has special health care needs, and/or whose case is already assigned to a MCMS Unit, contact the MCMS Intake Coordinators by email at MCMS-Intake.

When investigating a referral and/or replacing a child assigned to the MCMS Unit, follow applicable procedures as set forth in the following, as appropriate:

Emergency Response Referrals Alleging Abuse in Out-of- Home Care Regarding Children Who are Under DCFS Supervision

Emergency Response Referrals Alleging Abuse of Children Who Are Under DCFS Supervision and Residing in the Home of a Parent

Reassess all cases whenever a change in a child’s medical condition appears to meet the MCMS Intake Criteria.

Complete, initiate, and/or obtain copies of all forms and documents required for the Accelerated Placement Team to take temporary custody and place a child.

Ensure that all contacts are entered appropriately in the Contact Notebook.

Complete an Initial Case Plan or a Case Plan Update. If there is more that one (1) child in the family, create a separate case file and Case Plan/Case Plan Update for the child being transferred to the MCMS Unit.

Complete the DCFS 4366 and prepare the case for transfer, and provide to the SCSW. Sending CSW will remain primary and responsible for all emergent services until MCMS Intake has requested, received, and reviewed the physical file and determined the case is ready for assignment to MCMS.

ERCP/ER/Case-Carrying SCSW Responsibilities

If the CSW has not already done so, conatct the MCMS Intake Cordinator at (626) 938-1714 or 1715 to initiate the case transfer.

Describe the child’s medical condition and special health care needs as documented in the Health Notebook.

In consultation with the PHN and MCMS Intake SCSW, determine whether the case should be transferred to the MCMS Unit or to a Regional Office.

Provide the MCMS Unit with all appropriate transfer documents not already provided by the CSW. Ensure that the case has all required documents (i.e. medical reports, police reports, signed placement agreements, CPA, KidPix, SDM, signed Case Plan, etc.)

If the case will not be transferred to the MCMS Unit, follow the procedures to transfer the case to a Regional Office.

Upon hearing from MCMS Intake that the case meets MCMS Intake and Transfer Criteria, review the case for compliance.

When appropriate, create a separate case and instruct the CSW to create an Initial Case Plan or Case Plan Update.

Ensure that all documents requiring ARA and RA signatures are completed, signed-off, and filed.

Approve or deny the request.

If the case is not compliance, return the case to the CSW for corrective action and continued case management services by the sending case-carrying CSW.

If the case is in compliance, assigned the case as secondary to the Transfer 2-Pen - MCMS East Inbox.

Review and sign the DCFS 4366 and send the case according to directions provided by MCMS Intake. Sending CSW will remain primary and responsible for all emergent services until MCMS Intake has received and reviewed the physical file.

MCMS CSW Responsibilities

Maintain regular contact with the case-carrying CSW, and collaborate with the case-carrying CSW for any siblings whose cases were not transferred to the MCMS Unit.

MCMS Intake Coordinator & SCSW Responsibilities

Provide consultation to staff regarding potential MCMS cases, as requested.

When receiving a referral for transfer to the MCMS Unit, determine whether the child meets MCMS Unit Intake Criteria.

Inform staff of transfer criteria, policy, and procedure including required documentation or actions for case transfer and which office the case should be transferred .

Change the primary assignment to the appropriate MCMS CSW.

Give the case information to the assigned MCMS CSW.

Delayed Case Transfers

Sending SCSW Responsibilities

Conduct a thorough review of the case in CWS/CMS using the DCFS 4366, Case Transfer Check Sheet.

Include all elements referred to in the CWS/CMS Transfer Request Summary Detail.

Make sure DCFS 4366, Case Transfer Check Sheet, is completed correctly.

Make sure the physical files meet Case Model Format.

Ensure the required hardcopy documents are included in the physical case.

If the case is incorrectly assigned:

It is not considered to have been assigned until it is assigned to a CSW in the correct receiving office.

The sending CSW remains responsible for the case until it has been assigned in the correct office.

Notify the receiving ARA immediately when a case requires a High Priority Case Conference.

Sending ARA Responsibilities

Notify the receiving office of the need for a High Priority Case Conference, if applicable.

APPROVALS

American Indian (AI) Unit SCSW Approval

Approval to transfer the case to the American Indian Unit

RFSPD SCSW / Regional SCSW Approval

Transfer of the case

Case closure

DCFS 4366

SCSW referral disposition

SCSW transfer of referral

CSEC Unit SCSW Approval

Approval to transfer the case to the CSEC Unit

MCMS SCSW Approval

MCMS Case Transfer Request

MCMS ARA Approval

Case transfer, if case transfer criteria are not fully met

ARA Approval

High Priority Case Conference Plan

MCMS Case Transfer Request, as needed

Transfer without complete documentation

Secondary assignment of sending CSW

HELPFUL LINKS

Attachments

Case Transfer Guide: When and Where To Transfer

Medical Case Management Services (MCMS) Intake: Transfer Criteria and Transfer Procedures

MART Case Transfer Guide

Forms

CWS/CMS

Detention Report

Initial Case Plan

Case Plan Update

Investigation Narrative

Screener Narrative

LA Kids

AD 42R, Agency Adoption Program – Individual Case Report

DCFS 149/DCFS 149A, Medical Care Assessment Cover Letter/Medical Care Assessment

DCFS 416, Individual Health Care Plan (IHCP)

DCFS 1696, F-Rate & Regional Center (ARM) Rate Indicators

DCFS 2221, Notification of Change of Worker

DCFS 4366, Children’s Services Case Transfer Check Sheet

High Priority Case Transfer Plan

Medical Training Confirmation

Hard Copy

JC2, Termination of Court Jurisdiction

Referenced Policy Guides

0050-502.10, Child Protection Hotline (CPH)

0070-548.05, Emergency Response Referrals Alleging Abuse in Out-Of-Home Care Regarding Children Who are Under DCFS Supervision

0070-548.06, Emergency Response Referrals Alleging Abuse of Children Who Are Under DCFS Supervision and Residing in the Home of a Parent

0070-548.10, Disposition of Allegations and Closure of Emergency Response Referrals

0070-548.20, Taking Children into Temporary Custody

0070-560.05, Joint Response Referral: Consulting with PHN

0080-502.10, Case Plans

0080-505.20, Health and Education Passport (HEP)

0080-507.20, Concurrent Planning and the Concurrent Planning Assessment (CPA)

0100-510.46, Out-Of-County Placements

0100-510.60, Placement Considerations for Children

0100-535.25, Extended Foster Care (EFC) Program

0100-535.65, Extended Foster Care: Re-Entry of NonminorFormer Dependents

0300-503.20, Writing the WIC 366.26 Hearing Report

0300-503.55, Protective Custody Warrants

0400-503.10, Contact Requirements and Exceptions

0600-505.10, Placing Children with Special Health Care Needs

0600-505.12, Identifying and Documenting a Client’s Disability and Need for Special Services

0900-522.11, Specialized Care Increment (SCI) – F-Rate

1200-500.90, Model Case Format (MCF)

Statutes

Health and Safety Code (HSC) Section 1501.1 – States, in pertinent part, that when placing children in out-of-home care, particular attention should be given to the individual child’s needs, the ability of the facility to meet those needs, the needs of other children in the facility, the licensing requirements of the facility as determined by the licensing agency, and the impact of the placement on the family reunification plan.

Welfare and Institutions Code (WIC) Section 17710 – Defines a child with special health care needs and an individualized health care plan team. It includes a list of medical conditions covered, and a description of in-home health care to be provided to that child by the foster family/caregiver(s).

WIC Section 17730-17738 – Summarizes the plan county welfare departments must establish for specialized foster care homes for children with special health care needs.