POLICY

Scheduler/Clerical Support Responsibilities

Case Coaching/Staff Engagement

Family Engagement Meeting

SCSW Responsibilities

Certified Facilitator Responsibilities

Holding the CFTM

Certified Facilitator Responsibilities

CSW/Certified Responsibilities

Post CFTM

Certified Facilitator Responsibilities

SCSW Responsibilities

Referenced Policy Guides

Statutes

Version Summary

This policy guide was updated from the 04/11/2016 version to include Nonminor Dependents (NMDs), to provide clarification on situations in which an attorney is expected to attend a CFTM, and clarification on CFTM requirements for unfounded referrals.

POLICY

Teaming with Families

The Child and Family Team (CFT) process is aligned with the values of the County of Los Angeles Shared Core Practice Model (CPM). The shared values of both the CPM and the CFT process are the family-centered approach used to identify:

The family's strengths and underlying needs

Collaborative case planning

Decision making

The consideration of the long-term success of the family

The CFT process is a solution-focused approach meant to draw on the family's history of protection and ability to solve problems. The information assists families develop their vision for their future and assists them in gathering a formal and informal support network (team) that will be available to them after termination of formal services.

An effective CFT continues the process of engagement with the family, child and/or youth, NMD, and/or caregivers, and provides a process for transparent communication. To ensure that services are well coordinated, collaboration with service providers is essential.

CSWs certified at the level of facilitator coordinate CFTs. SCSWs certified at the level of coach, guide this teamwork and assist the CSW with their practice.

The activities of the team shall include, but are not limited to the following:

Providing input into the development of a child and family plan that is strengths-based, needs-driven and culturally relevant

Providing input into the placement decision made by DCFS and the services to be provided in order to support the child, youth, or NMD

As part of the teaming process and the CPM, it is expected that children, youth and families, or NMD, involved with Child Welfare Services will:

Be included in the entire process from beginning to end

Be encouraged to voice their wants and needs (voice and choice)

Receive clear information regarding their involvement with child welfare and the safety worries

Have a safe place to talk about the issues without fear of being judged

Be encouraged to identify natural supports and members they want as part of their child and family team that will continue to be available even after formal services end

Develop a realistic plan, in partnership with the Department and their team, to reach the child and/or youth and family's, or NMD's goal and ensure child safety long term

Have the opportunity to build relationships with their child(ren)'s foster parents, caregivers and service providers, in cases where reunification is the jointly agreed-upon plan

The overall CFT process consists of four major components:

Staff Engagement, also known as Case Coaching

Family Engagement Meeting with the immediate family, child and/or youth, NMD and other key participants

CFTM

Debriefing session for DCFS Staff, following the CFTM

Staff Engagement

Staff Engagement is a key process that assists CSWs and SCSWs prepare to engage and team with the child and/or youth and family, or NMD. It is an ongoing opportunity for the CSW and SCSW to plan for reflective practice and explore possible biases and barriers when working with a family. The process includes the Case Review and Case Coaching.

All DCFS staff assigned to the case, other county agencies involved with the family and service providers should participate in the staff engagement. Staff who will be involved in the process should have sufficient knowledge of the child and family history and case documentation. The information is necessary in order to clarify safety issues and the family's past struggles and successes that may be different from what the professional system knows. An in-depth case review should be strength-based and include identification of the following (not an exhaustive list):

Patterns and themes in the family history

Prior history of protection by the parent(s), primary caregiver

Prospective caregivers, significant relationships, kinship, etc.

Runaway history, as applicable

Topics to keep youth or NMD engaged

During the staff engagement:

The SCSW coaches the CSW in:

Clearly outlining and differentiating between the existing safety and risks

Better understanding the family's culture

Exploring and appreciating the family strengths

Developing hunches about the children/youth and the family's, or NMD's underlying needs

Developing CPM practice behaviors that support engagement and teaming by providing staff feedback about their work on the case

CSWs and SCSWs:

Clearly identify the non-negotiables

Prepare to clearly articulate the non-negotiables with the child and/or youth and family , or NMD, during the family engagement and with the team during the CFTM

Address any disagreements regarding the case planning process and case-related decisions to ensure they are resolved prior to the CFTM

Discuss the benefits of consulting with other professionals and identify who to contact

Identify any key tasks that can aid the family, child and/or youth, or NMD

Discuss possible CFTM participants, location and any other concerns

When the CSW is aware of a family's history of violent or threatening behavior, this information should be discussed when exploring meeting locations to allow for adequate planning. In rare circumstances, a family member may be excluded from the process due to security concerns.

In addition, if a potential decision or plan requires higher level approval, the CSW and SCSW must consult with the ARA.

Family Engagement Meeting

The family engagement meeting aims to empower the family as partners in creating or maintaining sufficient safety for their children. It may occur at any point when a member of the immediate family, child and/or youth, NMD, and/or other key participants, identify the need to meet. The initial meeting:

Introduces the family to the teaming process

Helps the family understand the purpose of CFTs

Prepares them to share in leadership during the CFTM (i.e. lead the meeting)

During the family engagement meeting, the designated DCFS staff must discuss the non-negotiables with the family and assist them in:

Identifying the child and/or youth and family's, or NMD's goal

Preparing to share their family story, goal(s), strengths, worries and needs

Identifying their team of formal and informal supports

Any potential legal conflicts (e.g. restraining orders, visitation restrictions) or confidentiality issues should be discussed with the family during the family engagement meeting and prior to the CFTM.

Child and Family Team Meeting

A CFTM may be held at any point when a family is involved with DCFS. Anyone on the team may request a meeting to address or prevent a crisis and to track and adjust the plan to best address safety, permanency and well-being.

CFTMs may be offered to families as often as necessary to meet their needs:

If possible, prior to the removal of a child in non-emergency situations

During the formation of safety plans, crisis stabilization, placement changes, etc.

During any case planning process, including the initial case plan and a revised case plan

When there is a change in case status or the family requests assistance in resolving other case issues

However, CFTMs will be offered at minimum:

During any case planning process and during any placement decision for a child and/or youth, or NMD

Within ninety (90) days following the initial CFTM and every subsequent CFTM thereafter, whichever comes sooner

A CFTM may not be warranted prior to closure of a referral if all of the following conditions have been met:

All allegations have been determined to be unfounded, and

The CSW, in consultation with their SCSW, family, child/youth and/or NMD, have agreed that all underlying needs are formally or informally supported, and

There are no safety concerns.

CFTM participants must include:

The child and/or youth and family, or NMD

Children and youth's age, level of maturity and emotional stability should be considered prior to participation

CSW and Certified Facilitator

If the CSW is certified, an additional facilitator is not required

SCSW or designee, as needed (eg. SCSW is the certified facilitator or coach)

If higher level approval is required, an ARA, should be available for consultation

And should include any team members identified by the child and/or youth and family, or NMD:

Relatives, family friends, co-workers and any other supportive adults

Foster parents, Foster Family Agency (FFA) staff, Community Service Providers

Therapists/Counselors

Intensive Mental Health Service Providers

Other family advocates or service providers

Special situations that must be evaluated, prior to scheduling a CFTM, include:

Situations involving child sexual abuse, particularly intrafamilial

Domestic Violence cases

Court involvement that includes restraining orders, warrants, etc.

When parental rights have been terminated and the child is in a stable permanent adoptive home

All participants in attendance must be informed of the non-negotiables, including mandated reporting requirements. In the event that new information is shared that jeopardizes a child and/or youth's, or NMD's immediate safety and well-being, DCFS staff must address the situation accordingly.

If a decision or plan requires higher level approval, it is the coach's, SCSWs or facilitator's responsibility to contact a higher level manager, provide a summary and request approval prior to the conclusion of the CFTM.

Legal Matters

In the event that the Dependency Court orders a CFTM, the assigned CSW/facilitator and respective SCSW must consult with County Counsel.

The child and/or youth and family, or NMD, have the option of inviting their respective attorneys to the CFTM. If and when an attorney, or their representative, is expected to participate, DCFS staff must consult with County Counsel. If an attorney is present, County Counsel must also be present in order for the meeting to go forward.

Team Members and their Roles

The family, including parents, children and/or youth should identify and invite individuals they would like to include as part of their team. The family may invite the prospective team members via a method of their choice (by phone, text, e-mail, in-person, etc.). However, it is important that the CSW or facilitator contact key participants to explain the purpose of the team and the CFT process. The child and/or youth and family's, or NMD's consent is required prior to contacting the participants.

Immediate Family

Immediate family members may include biological parents, legal guardians, or adoptive parents, NMD, and the child(ren) and/or youth. The family members who are the focus of the DCFS case:

Open(s) and close(s) the meeting

Lead(s) the meeting by addressing each agenda item first

State(s) their goal, share(s) the family story and provide(s) information on the strengths, worries and underlying needs of the child and/or youth and family , or NMD

Relatives, Non-Related Extended Family Members (NREFM) and Informal Supports

Members in this category can include family members, child care providers, clergy or any significant individuals in the family's circle of support. These informal supports:

Agree to support the child and/or youth and family's, or NMD's goal(s)

Provide(s) support to the child(ren) and/or youth, parents, NMDs, and/or caregiver(s), through specific activities

Help(s) the family identify strengths, resources, and options (e.g. placement)

Address(es) agenda items after the child and/or youth and family, or NMD

Community Partners and Service Providers

Members in this category may include, but are not limited to:

Foster parent(s)

FFA CSW or other staff

Short Term Residential or Residential Care staff

School District personnel / representatives

Family Preservation staff

Wraparound staff

Parent in Partnership (PIPs) representatives

Cultural Brokers

Department of Mental Health representatives

Department of Public Social Services representatives

Regional Center representatives

Tribal representative or Indian Custodian

Substance abuse disorder treatment professionals

Members in this category may advocate for the child(ren) and/or youth and parents, or NMD, by:

Providing information and guidance on available resources and services

Addressing agenda items after relatives, NREFMs and informal supports

A CFTM scheduled to address placement issues should include representatives from the FFA, residential treatment center, caregiver, or any agency providing out-of-home placement services. If placement into a short-term residential treatment center or a FFA that provides treatment services has occurred or is being considered, the mental health representative is required to be a licensed mental health professional.

Certified Facilitators

The facilitator/coach is responsible for the following (when applicable):

Preparing the CSW and SCSW

Maintaining and role modeling non-judgmental respectful interactions between participants

Ensuring the meeting information, decisions and action plans are recorded on the CFTM action plan

SCSW/CSW

Discusses the non-negotiables and presents professional opinion regarding an appropriate safety and placement plan

Supports and models the values and best practices of the Department

Contributes to the discussion around the family strengths, worries and underlying needs

Assists the family in reaching a decision that is in the child and/or youth's, or NMD's best interest

CFTM Location

The family should select an appropriate setting of their choice that is most comfortable for them. Options include the family home or other locations near the family home that will maximize attendance and participation by the family and community support systems. It should provide adequate seating and facilities to support the meeting process. The location should ensure confidentiality, safety and privacy for the family and all those in attendance. If a family member or other team member perceives that the setting is not safe, an alternate location closest to the site should be identified and discussed with the family.

Options for CFTM locations include, but are not limited to the following:

Family residence

Community center / meeting room

Faith Based Organization conference / meeting room

Other location identified by the family

DCFS office

Debriefing

Following the CFTM, the CSWs, Coach, Facilitators and SCSWs meet to discuss the CFTM to explore what happened during the meeting, what DCFS has learned from the team and how the team is able to support the family's goal(s) and outcomes. It is an opportunity to review the family's action plan and make sure all relevant items of concern were addressed and that all important points are documented accordingly. Debriefing is also an opportunity to link practice to outcomes for the family and review how safety was addressed during the meeting.

Subsequent CFTMs

CFTMs must be offered to the youth and family, and/or NMDs, within ninety (90) days after the initial CFTM. The family or anyone on the team may request subsequent CFTMs to address any new or continuing worries or concerns. The subsequent CFTMs may or may not include all the original team members.

During the follow up CFTM, the family provides updates rather than sharing their story. The goal(s) should be updated to reflect the case status, family progress, family involvement or any changes in circumstances.

A subsequent CFTM must be offered to families as often as necessary to meet the needs of the family:

When the family or team member requests a follow up CFTM, or

When there is a change in the case status

Inter-Agency Collaboration

To ensure alignment of services, CSWs must collaborate with county agencies and other providers that offer CFTs to families. Inter-agency collaboration is required to determine the lead agency and how to best address the needs of the children and/or youth and family, or NMD.

DMH offers families the CFTMs and will take the lead when the primary client is a recipient of the following programs:

Full Service Partnerships (FSP)

Intensive Field Capable Clinical Services (IFCCS)

Treatment Foster Care (TFC) Services

Wraparound

Residential Based Services (RBS)

In the event that DMH, or another intensive mental health service provider (Wraparound, IFCCS, FSP, RBS and TFC), is determined to be the lead agency, CSWs are expected to participate and/or attend the CFTM.

Although school districts do not take the lead in CFTMs, they are the lead agencies during an Individualized Educational Plan (IEP) or Special Education Services meeting. CSWs should collaborate with the respective school district to best address the educational needs of the child and/or youth, or NMD (e.g. when addressing issues related to the school-of-origin).

PROCEDURE

Initiating the CFT

CSW Responsibilities

After assessing the case/referral situation, consult with the case SCSW in preparation for the CFT process.

Schedule a Case Coaching /Staff Engagement with the respective supervisor/facilitator.

If necessary, complete the DCFS 174 on the Referral Portal.

Provide the scheduler/clerical support staff with a printout of the DCFS 174 and request assistance in making arrangements for the CFT process.

Scheduler/Clerical Support Responsibilities

Assist with meeting arrangements, as applicable, including, but not limited to the following tasks:

Reserve a room for the Staff Engagement, as necessary.

Make copies of documents (sign-in sheets, informational brochures, etc.)

Prepare a packet with documents needed for the CFTM including the:

Coaching and Consultation Form

Family Engagement Form

CFTM Agenda

CFTM Plan Document

Confidentiality Forms

SCSW Responsibilities

Discuss with the CSW any concerns regarding the case/referral and the CFT process.

Review and approve the DCFS 174.

Case Coaching/Staff Engagement

CSW Responsibilities

Review case records and prepare to discuss the following with the SCSW:

Danger or safety issue(s) that brought the family to the attention of DCFS

Prior DCFS involvement and/or other court involvement (Family Law, Criminal, or Probate, etc.)

Knowledge about the family story and their functional strengths

Strengths, worries and underlying needs of the child and/or youth and family, or NMD

Court orders and other non-negotiables

Available or identified support systems and case plan services

CSWs strengths as a caseworker

Consult with outside professionals/ service providers that may provide additional insight as to the child and/or youth's, or NMD's underlying needs and options for services.

After the staff engagement and conversation around the CFT Coaching Guide with your SCSW:

Contact the family and offer a CFTM.

Schedule a face-to-face contact for the Family Engagement Meeting.

File the original CFT Coaching Guide in the green case folder.

SCSW Responsibilities

Conduct a case record review/ case exploration with the CSW.

Review and discuss the CFT Coaching Guide with the CSW.

Discuss the reason for the family's involvement with DCFS, risk factors and if applicable, any prior involvement with DCFS.

Engage the CSW in a dialogue regarding the child and/or youth and family's, or NMD's potential underlying needs, worries, goal(s) and the available support system.

Discuss the family's story and the child and/or youth and family's, or NMD's functional strengths.

Review and discuss the non-negotiables to be shared with the family during the engagement and the CFTM.

Discuss any special circumstances that need to be considered (e.g. existing legal orders, domestic violence, location, etc).

Discuss the CSW's practice strengths and areas for development.

Provide balanced feedback using practice behaviors and QSR definitions.

Family Engagement Meeting

CSW Responsibilities

During the face-to-face contact with the family, ask where they would prefer to meet during the CFTM.

If there are extraneous circumstances that prevent a family / team member from participating in person, make alternate arrangements (e.g. individual is out-of-state, incarcerated, bedridden, or transportation is a hardship due to the location of their residence or place of employment).

If the CSW is a certified facilitator, conduct steps 1 -8 below.

Certified Facilitator Responsibilities

Engage the family in person and explain the purpose of a CFT and the CFTM.

Provide the family with a CFTM brochure and/or other available literature.

Describe the CFTM process.

Explain that this is their meeting in partnership with the Department and that it is their choice to hold a CFTM. If the family chooses not to hold a CFTM at that time, it is important to continue engaging the family and providing support to ensure continuity of the teaming process.

Inform them that the CSW, SCSW and/or Facilitator will assist them throughout the meeting.

If the family agrees to hold a CFTM, continue with the process in preparation for the CFTM.

Provide the family with the CFTM Agenda.

Review the agenda with the family and explain that it is a tool to help them prepare for the CFTM.

Assist the family develop their family goal(s) and prepare to share their story as it relates to the safety of their child(ren) and/or youth, or NMD.

Discuss the non-negotiables.

Together with the family, identify potential team members and explore what each team member can contribute towards the outcomes.

Request authorization from the family to contact the identified team members.

Determine if there are any potential conflicts (legal, relationships, etc.).

Work toward resolving the potential conflicts and explore ground rules that can be set to address these potential conflicts during the CFTM.

Discuss the date, time and location of the CFTM with the family.

Allow the family to select a location and time that best works for them.

Discuss any necessary special arrangements including childcare, language, special needs, etc.

Explore alternatives for input if some team members are unable to attend (participation via phone, written submission, other electronic media, as available).

Discuss with the family who will notify all the invitees to the CFTM and how this will be done.

Contact key participants and/or those requested by the family, via telephone.

Explain the family's goal(s).

Case information is confidential and should not be shared.

Ask if they are in support of the family and their goal(s).

Briefly review the agenda.

Ask if they have any questions about the process.

Holding the CFTM

Certified Facilitator Responsibilities

Ensure the charting is set up.

Designate the person/ team member to complete the charting process.

Charting should be completed in the family's language of choice.

Designate the staff person to document the action plan.

Invite the family to welcome their team, initiate introductions and lead the meeting.

Ask the family to share their goal(s) and ground rules.

Support the family in emphasizing the importance of confidentiality, modifying the family goal, and other ground rules or agreements.

Ask the CSW to discuss the non-negotiables, including any existing legal orders related to child safety (e.g. existing restraining orders, family law orders or other protective orders), and briefly explain the mandated reporter requirements.

Ask the participants to sign the confidentiality and sign-in forms.

Encourage/assist the parent(s) in leading the discussion around the following agenda items:

Family story

Functional strengths

Worries

Underlying needs of the family

Action plan and next steps that include identifying the team members assigned to the task, the time frame and contingency plans

Back-up plan (based on what could go wrong)

Next steps including the date, time and location of the follow up meeting

Obtain signatures on the action plan, copy and distribute to all team members in attendance, including any youth over the age of ten (10) .

If unable to make copies at the location (e.g. family home or public location), inform the team that copies will be provided as soon as time permits.

Ensure that timelines and the responsible parties are clearly identified in the action plan.

Follow up with the CSW to verify that the required follow up action items are clearly identified.

CSW/Certified Facilitator Responsibilities

Actively support the family in facilitating the meeting, as necessary, and ensure that participants have the opportunity to offer feedback.

Share the following with the team:

Non-negotiables

Family strengths

The Department's worries regarding the child(ren) and/or youth's safety

Ideas on how to address the priority needs chosen by the parents

Complete the action plan and ensure that it clearly outlines:

Children and/or youth's, NMD's, and family goal(s)

Roles and responsibilities agreed upon by each team member

Specific action(s) to be completed by each team member

Timeline for completing the goals

Date and time of the next scheduled meeting

If placement of a child and/or youth is being considered, this is a good opportunity to inform the parent(s) of the following:

Child and/or youth's right to remain in his/her school-of-origin

That they are considered the Holder of Educational Rights (HER)

The parent's responsibilities associated with being the HER

Post CFTM

CSW Responsibilities

Meet with the Certified Facilitator or respective SCSW for debriefing.

If placement/replacement of a child is a follow up action plan, follow existing procedures for placing/replacing a child.

When providing services to pregnant and/or parenting youth or Non-minor Dependents (NMDs), determine if a referral for a DCFS Pregnant and Parenting Teen (PPT) Conference is necessary.

Submit a DCFS 174 requesting a PPT Conference.

Ensure that all additional follow up actions are completed, including referrals to services identified.

Document the CFTM in the Contact Notebook on CWS/CMS within (3) business days of the meeting.

The CWS/CMS contact should clearly outline the action plan.

Update the case plan to reflect the action plan.

When completing and submitting the court report, include the following:

Strengths and worries

Family needs, goals and planned intervention

A detailed summary of the action plan, including participants, details of the action items, the responsible party(ies), timeframes and a description of how these actions will be completed.

Enter the required CFTM information in the CFTM database application within (3) business days of the CFTM.

SCSW Responsibilities

Follow up with the CSW to verify the case plan and court reports have been updated to reflect the safety / action plan developed at the CFTM.

Verify that the CSW has initiated / completed the action plan items, as applicable.

Certified Facilitator Responsibilities

If the CSW is not a certified Coach and there is a Certified Facilitator present during the CFTM:

Following the CFTM, meet with the CSW and SCSW for debriefing.

If the SCSW is not the facilitator, include the SCSW as necessary.

Complete step item #8 above, under CSW responsibilities.

APPROVALS

SCSW Approval

DCFS 174, Family Centered Referral Form

ARA Approval

Placement or other decisions requiring higher level approval

RA Approval

Any decision that requires approval beyond ARA approval

Back to Approvals

HELPFUL LINKS

Attachments

Confidentiality Form

QSR Rating Table

Forms

LA Kids

DCFS 174, Family Centered Referral Form

DCFS 6074, Child and Family Team Meeting Notes

DCFS 6074S, Child and Family Team Meeting Notes (Spanish)

DCFS 6075, Child and Family Team Coaching Guide

DCFS 6076, Family and Youth Engagement Form

DCFS 6077, Child and Family Team Meeting Agenda

Referenced Policy Guides

0070-500.10, Education of DCFS Supervised Children

0070-537.10, Assessment of Domestic Violence

0070-548.03, Family Centered Conferences /Team Decision Making (TDM) Meeting

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

0080-502.10, Case Plans

0100-510.17, Placing a Child in Out-of-Home Care

0300-506.05, Communication with Attorneys, County Counsel, and Non-DCFS Staff

0400-503.10, Contact Requirements and Exceptions

0500-501.20, Release of Confidential DCFS Case Record Information

Statutes

All County Letter (ACL) 13-20 - Provides a description, purpose and context of the Core Practice Model Guide. It further provides a description of the Intensive Care Coordination (ICC) and Intensive Home Based Services (IHBS).

Welfare and Institutions Code (WIC) Section 16501 (a) (4) - Provides the definition of a Child and Family Team, outlines the activities entailed in a CFT and lists suggested participants.

Welfare and Institutions Code (WIC) Section 16501.1 - States that the case plan shall consider the recommendations of the child and family team when making a decision regarding placement. The decision shall be based upon selection of a safe setting that is the least restrictive family setting that promotes normal childhood experiences, and the most appropriate setting that meets the child's individual needs and is available, in proximity to the parent's home and the child's school.