PPS Policy and Procedure Manual - Kansas

1 PPS Policy and Procedure Manual printed documentation for July 1, 2019. Table of Contents Prevention and Protection Services .. 1. Policy and Procedure Manual .. 1. Published July 1, 1. About this Format .. 1. Summary of 3. Summary of Changes .. 3. PPS Policy and Procedure Manual Notes .. 5. Multi-Program Policy Changes .. 6. Special Response Team .. 6. Claire and Lola's Law .. 6. 0000 General .. 7. Glossary 7. Critical Incident Protocol .. 8. 1000 Intake & 2000 Investigation and Assessment .. 8. Intake .. 9. Initial Assessment Forms .. 9. Infant Born Positive for Substances .. 9. Assessment .. 10. Children with Sexual Behavior Problems .. 11. Children Under One .. 11. Substance Affected Infant .. 12. Critical Incident Policies .. 12. i Table of Contents Referral for Services.

2 12. Family Preservation Exceptions .. 13. Notice of Finding .. 13. 3000 Case Management .. 13. Worker/Child Relationship .. 13. Children in KDOC-JS and DCF Custody 14. Substantial Consideration of Grandparents .. 14. Permanency Plans .. 14. My Plan for Successful 14. Social History for Children .. 15. 5000 Child Welfare Case Management .. 15. Family Preservation Case Plan Approval .. 15. Icebreaker Conversations .. 16. Relative and Approved Home 16. Respite Care .. 17. Child Care for Children in the Secretary's Custody .. 17. Best Interest Staffing .. 17. Adoption Health Statement .. 18. Checklist for Consent to Adopt .. 18. WARDS .. 18. IV-E Policy .. 19. 6000 Permanent Custodianship & Adoption .. 19. Legal Fee Reimbursement for 19. ii printed documentation 7000 Independent Living.

3 19. Eligibility .. 19. Education and Training Voucher Program .. 20. 10000 Adult Protective Services .. 20. Initial Assessment .. 20. Contacts During the Investigation .. 20. Notification to Law 21. System Manuals .. 23. Web Link .. 25. Prevention and Protection Services .. 25. Web 25. CHILD CARE .. 25. 25. HIPPA .. 25. MEDICAID/KanCare .. 26. 26. PPS 26. SOCIAL SECURITY INFORMATION .. 26. PPS 27. 0000 General Information .. 27. 0100 About This Manual .. 27. 0140 Delegation of Responsibilities .. 28. 0150 Questions, Concerns and Clarification .. 28. iii Table of Contents 0160 Glossary .. 28. 0210 Staff 47. 0220 Discrimination Prohibited by Law .. 47. 0221 Limited English Proficiency (LEP) .. 48. 0230 Administrative Appeals .. 48. 0240 Conflict of Interest .. 48. 0242 Electronic 49.

4 0250 Removal from Home and Transporting Children Not in the Secretary's Custody.. 49. 0255 Claire and Lola's Law .. 50. 0270 Court Orders, Subpoenas and Testifying in 51. 0271 Protocol to Request CINC Court Hearing be 52. 0280 Consents .. 52. 0290 Policy on Discipline .. 52. 0291 Physical Restraint .. 55. 0292 Use of Time Out in Residential Child Care Facilities .. 55. 0293 Emergency Safety Intervention .. 55. 0309 Public Records .. 56. 0310 Information Regarding a Child Alleged or Adjudicated as a Child in Need of Care .. 56. 0311 Case Record Requests of Child Abuse or Neglect Resulting in a Fatality or Near Fatality .. 57. 0312 Access to Information Regarding Closed Guardianship/Custodianship and Adoption 57. 0313 Public Knowledge Case .. 58. iv printed documentation 0314 Adoption and Foster Care Records and Searches.

5 58. 0315 Confidential Records .. 61. 0316 Inappropriate Disclosure of Confidential 62. 0317 General procedures Regarding Disclosure of Confidential Information .. 62. 0318 The Health Insurance Portability and Accountability Act (HIPAA) .. 63. 0320 Expanded Criminal History Checks .. 65. 0410 Opening A Case .. 66. 0420 documentation .. 67. 0425 Contents of Assessment & Prevention, Family Services and Family Preservation Case Records .. 68. 0430 Contents of Foster Care, Adoption and Independent Living Services Case Records .. 73. 0431 Records of Consultations Between DCF Staff and DCF Attorney .. 82. 0440 Archiving and Storage of 83. 0441 Retention of Records .. 86. 0510 Critical Incident Protocol .. 87. 0511 Critical Incident Review and Assessment .. 91. 0520 Notice of Child Death to Kansas State Child Death Review Board KSCDRB 93.

6 0600 Coordination of Services within DCF .. 93. 0601 Kansas Department for Aging and Disability Services (KDADS)/Behavioral Health Services (BHS) for Addiction and Recovery .. 93. 0603 Economic and Employment Support (EES).. 94. 0604 Rehabilitation Services .. 96. 0606 HCBS Services by 96. 0607 Psychiatric Residential Treatment Facility Services .. 97. v Table of Contents 0611 KAN Be Healthy Program Participation .. 97. 0621 Kansas Department of Health and Environment- Division of Health Care Finance (DHCF) .. 98. 0622 Kansas Department of Corrections - Juvenile Services (KDOC-JS) .. 99. 0700 Indian Child Welfare Act Jurisdiction .. 101. 0710 Multiethnic Placement Inter Ethnic Placement Act (MEPA/IEPA) .. 102. 0812 Identification of Indian Children .. 102. 0813 Reports Involving Indian Children.

7 103. 0814 Court Custody Proceedings .. 103. 0815 Parental Rights Termination .. 104. 0817 Adoptive Placement of Indian Children .. 104. 0818 Voluntary Consent to 104. 0900 Eligibility and Payment procedures .. 105. 0901 Federal Funds Are Vital to DCF .. 105. 0902 Claiming Federal Funds .. 105. 0910 Child Welfare Contract Management Provider Service Delivery and Encounter Data .. 106. 0920 REST (Random Employee Sampling Technique) and RMTS (Random Moment Time Study) .. 107. 1000 Intake .. 107. 1000 Intake .. 107. 1011 Interstate Compact for the Placement of Children (ICPC) .. 108. 1012 Requests for Child Protective Service (CPS) Courtesy Interviews From Other States .. 108. 1014 Court Order or Request from an Entity Other than DCF for a Home Study. 108. vi printed documentation 1015 Child Protection Service (CPS) Alerts.

8 109. 1016 Central Registry Requests .. 110. 1017 Central Registry Requests received from other States .. 111. 1100 Recording Intake Information on the Face Sheet PPS 1000 .. 111. 1200 Information Gathered At Intake .. 112. 1221 Confidentiality for Reporters .. 115. 1222 Notice of Action to Reporters .. 115. 1230 Reports From Law Enforcement Agencies .. 116. 1240 Reports Involving Native American Children .. 117. 1300 Initial Assessment of Report Alleging a Child is in Need of Care .. 117. 1301 Initial Assessment by the Protection Report Center .. 117. 1302 Search for History for the Initial Assessment Decision .. 118. 1303 Search for Kansas Department of Corrections-Juvenile Services (KDOC-JS). Custody Status .. 119. 1310 Criteria for Determining no further PPS action needed.

9 120. 1311 Documenting no further PPS action needed .. 121. 1320 Preliminary Inquiry .. 122. 1321 Reports Requiring a Preliminary Inquiry .. 123. 1323 Initial Assessment of Reports Regarding Methamphetamine Labs .. 124. 1325 Initial Assessment of Reports Indicating Human Trafficking .. 124. 1330 Timeframe for Initial Assessment .. 125. 1340 Reports Which DCF Does Not Have Authority to Proceed, Involves a Memorandum of Understanding or Conflict of Interest .. 126. 1350 Non-family/Unregulated Care Giver Reports -Third Party 128. vii Table of Contents 1351 Initial Assessment Decisions Regarding Non-Family/Unregulated Caregiver .. 128. 1352 Non-Family/ Unregulated Care Giver -Third Party Reports Referred to Law Enforcement .. 129. 1353 Investigation Involving Reports of Abuse Neglect in Schools.

10 130. 1354 documentation of Case Acceptance and Timelines for Non-family Unregulated Care Giver Reports .. 130. 1360 Reports Concerning a Youth Who Has Been Adjudicated as a Juvenile Offender .. 131. 1370 Reports Alleging Abuse or Neglect in the 131. 1381 Reports Regarding a Facility Subject to Regulation .. 133. 1382 Reports of a Person Known to Work, Reside or Regularly Volunteer in a Licensed/Regulated Facility Suspected of Abusing or Neglecting His or Her Own Child .. 138. 1383 Reports Regarding Approved Family Foster Homes .. 138. 1384 Reports Regarding Kinship Placements .. 139. 1385 Reports Involving Adults Under 21 Years of Age and in Custody of the Secretary of DCF .. 139. 1386 Reports Involving KDADS Licensed Facilities .. 139. 1387 Case Opening on Any Facility Report.