Relative Caregiver Program Manual PDF 2023

Tennessee Department of Children’s Services| 2023 Contents Chapter One: Development of the Relative Caregiver Program ......................................................... 3 Chapter Two: Relative Caregiver Program Philosophy and Values ..................................................... 4 Ch...

Tennessee Department of Children’s Services| 2023 Contents Chapter One: Development of the Relative Caregiver Program ......................................................... 3 Chapter Two: Relative Caregiver Program Philosophy and Values ..................................................... 4 Chapter Three: Community Support ....................................................................................................... 4 Chapter Four: Client Referral-Intake and Service plan Development................................................. 5 Intake Process ......................................................................................................................................... 5 Intake Documents .................................................................................................................................. 6 Chapter Five: Determining Program Eligibility ....................................................................................... 6 Determination of Relationship ............................................................................................................. 9 Determination of Household Income ................................................................................................ 11 Waiver Procedures ............................................................................................................................... 12 Chapter Six: Case Management ............................................................................................................. 13 Case Management................................................................................................................................ 13 Chapter Seven: Support Groups and Enrichment ............................................................................... 14 Chapter Eight: Educational Workshops ................................................................................................ 16 Chapter Nine: Financial Assistance ....................................................................................................... 16 Chapter Ten: Respite Services ................................................................................................................ 18 Chapter Eleven: Appeals.......................................................................................................................... 19 Chapter Twelve: Outreach ...................................................................................................................... 20 Chapter Thirteen: Data Collection and Monthly Reporting ................................................................ 21 Case File ................................................................................................................................................. 22 Chapter Fourteen: Case Notes ............................................................................................................... 22 Chapter Fifteen: Training......................................................................................................................... 23 Chapter Sixteen: Personnel .................................................................................................................... 24 APPENDIX .................................................................................................................................................. 27 Relative Caregiver Program Manual 2 The Relative Caregiver Program developed from the recognition that abused children, neglected children, and children whose parents are unable to provide for them are best served if cared for by other suitable family members, rather than by unrelated caregivers. While relatives may be willing to care for these children, doing so can be difficult due to financial limitations or the need for other services. The Tennessee General Assembly passed legislation allowing for the development of The Relative Caregiver Program on June 9, 2000. Four million ($4,000,000.000) dollars were allocated to support the Relative Caregiver Program through a two-year pilot in Shelby, Davidson, and Upper Cumberland (Overton, Fentress, Pickett, Jackson, Clay, Putnam, Cumberland, Macon Smith, DeKalb, Cannon, Van Buren, Warren, White) regions – serving 16 counties. The program was initially funded through the federal Temporary Assistance to Needy Families (TANF) block grant prior to being built into the Department of Children’s Services (DCS) base budget. Funding for the pilot decreased after TANF funds were no longer being used to fund the program. The pilot regions began administering services in April 2001. In June 2002, Legislation passed which extended the pilot for an additional two years. Effective July 1, 2004, the Relative Caregiver Program became a formal program administered by the Department of Children’s Services. DCS completed an expansion of the Relative Caregiver Program into Hamilton, Knox, Northwest and Southwest Regions in July 2005. The program started in the Northeast Region in July 2006. The Relative Caregiver Program became a state-wide program offering supportive services to relative caregivers through the entire state of Tennessee in December 2006 with the expansion of the program to the Mid-Cumberland, Southeast and South Central Regions. In the fiscal years 2019-2022 the relative Caregiver Program continued to thrive throughout the state, with more public and governmental understanding of the need for relative caregiver support programs. Several bills, laws, and acts were proposed in support of these families and the responsibility they have taken on. Relative families have varying needs, depending on the family’s income, number of related children in their care, support systems, and legal relationship to the children. Because most relative caregivers prefer not to formalize their relationship with the children in their care, they face greater obstacles to services and have fewer services available to them than those who are willing to formalize their arrangements. Many child welfare experts have recognized the value of kinship care as a means of preserving family ties, providing continuity of care, and reducing the trauma of separation for vulnerable children. Research indicates that relative caregivers typically provide safe and nurturing environments for children in their care, despite their limited resources. Children in familial care reap significant benefits, when compared with children placed with non-relatives. These positive outcomes include: greater stability, a greater sense of belonging, and more natural contact with birth parents and siblings. Relative Caregiver Program Manual 3 Purpose of the Program: The Department of Children’s Services administers this public/private collaboration designed to support children who are not able to be raised by their parents, and are being cared for by grandparents, aunts, uncles and other extended family members by contracting with communitybased agencies. Through respecting what is unique and special within each family, providing accurate information about existing resources available to families and filling in the gap where services are not available. The Relative Caregiver Program seeks to further strengthen the caregivers’ abilities to maintain supportive and stable environments for children. 1. Children have better outcomes when they remain in their birth family whenever safely possible. 2. Siblings benefit from staying together or having regular contact. 3. Services are provided in collaboration with the family. The family is the expert of their lives. 4. RCP works with the whole family, including birthparents when available and appropriate. 5. The whole family is treated with respect and dignity by RCP staff. 6. Staff is sensitive to the limitations and strengths within individual families and work with families from a strengths-based perspective. 7. Family privacy and confidentiality is paramount. 8. RCP will empower and promote stability and independence for families. 9. Intergenerational families are unique and we must practice effective ways to serve them, while ensuring the safety of each member. The Relative Caregiver Program demonstrates working relationships with other community agencies for the purpose of making referrals, coordinating services, and ensuring that participants have access to needed services. Service provision should respond creatively and comprehensively to the needs of children and their relative caregivers. Agencies will deliver the following core services: • Information and Referral – Provide Families guidance on where to access service that pertain to their specific needs. Relative Caregiver Program Manual 4 • • • • • • Financial Assistance Support Groups for children, caregivers, and whole family Educational Workshops which provide relevant information to the whole family. Respite & Enrichment Services Family Advocacy and Case Management Outreach to spread awareness about the program and program needs Provider agencies of the Relative Caregiver Programs may provide additional services and work with other agencies in the community to refer and link children and their relative caregivers to services such as Individual and Family Counseling, Material Assistance, Legal Services, Housing Assistance, Mentoring, Child Care, Homemaking Services, Mental Health Services, etc. Intake Process Families may be referred to the Relative Caregiver Program by DCS, DHS, juvenile or family courts, hospitals, community services, schools, churches, private agencies, and other community members. Self-referrals are also accepted. 1. RCP initiates contact to schedule initial face to face with the family within 3 business days of receiving the referral. 2. The contact should result in scheduling a face to face visit to occur within ten (10) business days of receiving the referral. 3. Any exceptions to this should be documented and approved by the RCP supervisor. 4. RCP informs referent via email or telephone call of family eligibility within fifteen (15) business days of contact. 5. RCP documents contact with the family into TFACTS within fifteen (15) business days following the face to face contact. 6. RCP ensures services are available at times convenient to the family. Services are culturally, intellectually, economically, socially, spiritually and gender sensitive to the family. NOTE: If the RCP staff believes it is not in the best interest of the child(ren) to remain in the relative home at any point in the case, appropriate steps should be taken to ensure the safety of the child(ren). These steps include making a report to the Child Abuse Hotline, as well as notifying Relative Caregiver Program Manual 5 the RCP supervisor and Central Office staff of the situation. Everyone in Tennessee is a mandated reporter under state law. Any person with reasonable cause to believe a child is being abused or neglected must, under the law, immediately report to the Tennessee Department of Children’s Services or to local law enforcement. The reporter can remain anonymous. Intake Documents To ensure consistency of information gathered, always use the forms listed below: • • • • • • • • • • Relative Caregiver Program Determination of Financial Eligibility CS-0614) Relative Caregiver Program Letter of Understanding CS-0619) Relative Caregiver Program Family Information CS-0618 Relative Caregiver Family Needs Scale CS-0616) Relative Caregiver Program Service plan CS-0620 Home Safety Checklist CS-0676 Appeal for Fair Hearing by State Department CS-0403 W-9 (Stipend Recipients only) Direct Deposit form (Stipend Recipients only) RCP Agreement generated from TFACTS (Stipend Recipients only) Completion of the listed documents and an in-home assessment are required prior to making the final determination of eligibility into the program. Eligibility into the Stipend program also includes entering eligibility determination through TFACTS to generate an RCP Agreement to be signed by the caregiver. For an eligible caregiver to receive the stipend they must also complete the W-9 form and a direct deposit form. The RCP staff person and the family collaboratively complete a Family Needs Scale (Form CS0616) and develop a Relative Caregiver Program Service Plan (Form CS–0620) based on identified needs. Once a service plan has been developed, RCP staff works to help the family achieve the goals outlined. Well-documented progress towards the service plan is maintained in the case record. Each Relative Caregiver Program is responsible for determining eligibility for program participation. Compliance with eligibility guidelines for participation in the Relative Caregiver Program will be monitored by the provider. All eligibility paperwork is uploaded into TFACTS and kept in the client’s file. All program data entered into the TFACTS database requires backup documentation. This record keeping must be contained within the Case File and must be legible and available to DCS. DCS Relative Caregiver Program Manual 6 will audit a random sample of Case Files at least one time each contract year to verify documentation of program eligibility and the entry of information into the TFACTS database. If it is determined that the Relative Caregiver Program is not accurately determining program eligibility, the program will be out of compliance with their contractual agreement with the Department of Children’s Services. Appropriate steps, up to and including a revocation of their contract, will be taken by the Department of Children’s Services to ensure that financial assistance and services are provided to families in an equitable, lawful, compliant and respectful manner. Eligibility Guidelines for Participation in the Relative Caregiver Program (RCP): a) The child(ren) must reside in the home of the relative caregiver either through court order, power of attorney, or an informal agreement with the parents. b) The relative caregiver must be willing to take part in a needs assessment via the Relative Caregiver Family Needs Scale, the Home Safety Checklist, or any other needs assessment required by the Department in addition to any safety and needs scales utilized by the provider. c) The relative caregiver must agree to accept needed support services through the Relative Caregiver Program. d) The relative caregiver must be able to provide a safe home for eligible children and be committed to providing that home as long as is necessary and appropriate. e) A parent of the child may not reside in the home of the relative caregiver. f) The relative caregiver must be within the first, second, or third degree of relationship to the parent or stepparent of the child. The relative caregiver must be related to the child through blood, marriage, or adoption g) The relative caregiver shall not have a total adjusted household income that exceeds twice the current Federal Poverty Guideline based on the size of the family unit. Household income will be determined by including the income of the relative caregiver, the spouse of the relative caregiver, and adult children of the relative caregiver who are living in the same home as the relative caregiver. The relative caregiver family must not be receiving any type of DCS kinship payment or subsidy. Relative Caregiver Program Manual 7 h) Eligibility for the Relative Caregiver Program does not guarantee eligibility for the Relative Caregiver Stipend Program. i) The Department may waive these requirements for the non-stipend Relative Caregiver Program for good cause shown after determining in writing that doing so would be in the best interest of the child. j) If the child(ren) is removed from the custody of the relative caregiver, then the relative caregiver will no longer be eligible for the Relative Caregiver Program. NOTE: Staff should make appropriate and helpful referrals / recommendations for those noneligible children and relative caregivers. If there are circumstances that warrant additional consultation about the eligibility of the family, refer to the waiver section or appeal section in this manual. Eligibility Guidelines to Receive the Relative Caregiver Stipend: In addition to Relative Caregiver Program eligibility, relative caregivers receiving the Stipend will also meet the criteria listed below. A relative caregiver may be eligible to receive payment equal to fifty percent of the full foster care board rate for the care of the child(ren). If the below criteria are not met, the family is not eligible for the Stipend but may still qualify for the Relative Caregiver Program. (a) The child(ren) is not in state custody. (b) The relative caregiver is twenty-one years of age or older. (c) The relative caregiver has been awarded custody of the child by a final order of a court acting under Title 37, Chapter 1, Part 1 of the Tennessee Code. (d) A parent of the child does not reside in the relative caregiver’s home. (e) The relative caregiver agrees to seek the establishment and enforcement of child support, including the naming of the father of a child for the purpose of paternity establishment. (f) The relative caregiver is within the first, second, or third degree of relationship of the parent or stepparent of the child. The relative caregiver must be related to the child through blood, marriage, or adoption. (g) The relative caregiver shall not have a total adjusted household income that exceeds twice the current Federal Poverty Guideline based on the size of the family unit. Household income will be determined by including the income of the relative caregiver, the spouse of the relative caregiver, and adult children of the relative caregiver who are living in the same home as the relative caregiver. Relative Caregiver Program Manual 8 Families who do not receive a Stipend: Eligibility for the Relative Caregiver Program is valid for one year unless circumstances occur within the course of the year that terminate eligibility. Families who do receive a Stipend: Eligibility is maintained on an ongoing basis. Providers will also collect updates from families every three months to note any change in circumstance. Annual re-determination will occur with all families in the program and new paperwork will be submitted to the provider to ensure continued eligibility. The family may be terminated from RCP due to the following circumstances: 1. Child no longer in the care or home of the relative or enters state’s custody;  If the child moves to a new relative’s home, that relative will need to complete a new eligibility determination. 2. Child ages out of the RCP age criteria of 18 years old; 3. Family consistently exhibits unwillingness or disinterest in program compliance; 4. Failure to submit redetermination information  Decisions to allow late submissions of documentation will be made on a case-by-case basis for good cause shown and will be approved by the Department of Children’s Services. 5. Family no longer in need of services or financial aid due to no longer meeting financial eligibility. GRADUATED CASELOAD STATUS • Cases will no longer be monitored by RCP and should be closed in TFACTS • Caregivers will continue to receive monthly newsletter. (optional) • Caregivers are still eligible for some activities when RCP funds are not used such as: Respite, support groups, and enrichment. • Caregivers are not eligible for any other case management services or financial assistance by RCP. Determination of Relationship To be eligible for the Relative Caregiver Program, the relative caregiver may be related through blood, marriage or adoption. Relationships must be verified before participating in the Relative Caregiver Program. Providing documentation is primarily the responsibility of the relative caregiver. Relative Caregiver Program staff must evaluate the evidence used to establish the relationship as to its validity, consistency Relative Caregiver Program Manual 9 and credibility. Any concerns about conflicting information must be resolved before determining eligibility. Each step of the relationship between the child(ren) and the relative caregiver(s) must be documented. Documentation: The following types of documents can be used to verify relationship. At least two documents are required. Information regarding verification of relationship must be maintained in the Case File as well as in TFACTS in the associated persons tab. • • • • • • • • • • • • • • • Birth certificates or copies of birth certificates to establish relationship of child to his or her parent. Multiple BCs that create a three generation lineage does not require additional documentation. Hospital birth records. Multiple records that create a three generation lineage does not require additional documentation. Juvenile Court or Family Court records which specify relationship. Only one document is needed if the relation is specified in a court order/decree. Family Bible. More than one document is required. Copies of income tax returns listing the child as a specific relative. More than one document is required. Department of Children’s Services TFACTS relationship establishment, Immediate Protection Agreement paper, CFTM Notes, etc. Typically require more than one document for sufficient proof, there could be cases where one might be accepted. DHS or other state department records that specify relationship through a service / award for benefits letter. One document is required. Hospital records which specify relationship. More than one document is required. School records which specify relationship. More than one document is required. Military records which specify relationship. More than one document is required. Family records which are in ink and have not been altered. More than one document is required. Trust documents if relationship is specified in document. More than one document is required. Wills and deeds to property if the individuals and relationships are specified. More than one document is required. Written statements of physicians or midwives who attended the births and remember the names of persons involved. More than one document is required. Written materials of other kinds may be used when they contain evidence of relationship. More than one document is required. “Marriage” includes scenarios such as: Step-mother marries a spouse who already has children. She becomes their step mother. These step-children go into the care of the step-mother’s side of the family while the step-mother and birth-father are still married. “Adoption” includes scenarios such as: Birth mother was adopted and now her child is in the care of her adoptive family (grandmother, siblings, etc). Relative Caregiver Program Manual 10 In emergency situations, when there is no documented proof of relationship, the relative caregiver’s statement is acceptable as long as he or she: gives the reason there is no proof of relationship, explains relations to the child(ren), and is able to provide a statement from someone who is in a position to verify the relationship. Relative Caregiver Program staff can write out the statement and have the individual sign the statement. Required documentation must be gathered once the emergency situation has been addressed. The requesting agency must submit a waiver to DCS Central Office to provide services to families pending verification of the relationship. The family cannot become eligible for the stipend with this waiver, but they can be considered for the relative caregiver program without a stipend. Determination of Household Income The relative caregiver shall not have a total adjusted household income that exceeds twice the current Federal Poverty Guideline based on the size of the family unit. Household income will be determined by including the income of the relative caregiver, the spouse of the relative caregiver, and adult children of the relative caregiver who are living in the same home as the relative caregiver. If dollars are coming to the caregiver as a payee, but the payment is for the benefit of the child then, it is not to be counted *For the Annual Update of the HHS Poverty Guidelines, please refer to the following web link at: http://aspe.hhs.gov/poverty/ (for amounts shown at 100%, please multiply by 2 for 200%) The program must count the following sources of monthly income to determine Household Income. • • • • • • • • • • • Gross earned income or money derived from the work efforts of the primary relative caregiver, and the primary relative caregiver’s spouse such as wages, salaries and commissions. Garnished or diverted wages are considered to be earned Income from self-employment or from other sources such as rental income and small business enterprises. Income produced from a Trust Fund Income produced from Interest Payments, Dividends, Annuities and Royalties income. Social security benefits Veteran’s benefits Military allotments Unemployment Compensation Severance Pay Non-recurring Lump sum payments such as windfall, cash prize, awards, income tax returns, refunds on security deposits on rental property Relative Caregiver Program Manual 11 Verification: Household income must be verified before a family is considered eligible for the Relative Caregiver Program. RCP staff must also determine that the family is not receiving any other type of kinship subsidy and that other community resources have been exhausted, prior to providing this service. Also, ensure that families have been referred to the Department of Human Services to apply for benefits including the Families First Child Only Grant. For caregivers who receive the Stipend, DHS may consider their RCP Stipend as part of the income for the household. Caregivers should consult with their DHS worker to discuss options and scenarios. Copies of income and resource documentation should be filed in the case record. Waiver Procedures If a family fails to meet any number of the eligibility requirements, but the vendor believes that the family is still in need of resources and services, then a waiver must be submitted for Central Office approval. The waiver should indicate the eligibility requirement that was not met and justification for the exception to the requirement. A waiver can only allow a family to become eligible for the RCP program and not the Stipend. 1. The Waiver Request Form must be completed in its entirety by the requesting staff. Staff should sign and date the form and submit to RCP Program Director. If the Program Director denies the waiver request at the program level, indicate reason on the form and a copy of the waiver request should be placed in the file. 2. RCP Program Director should review waiver request. If the director approves the waiver request, then the director should sign and date the form. The form must then be submitted by email to DCS Central Office staff. Copies of the waiver must be (1) forwarded to Central Office via email, (2) placed in the file. Native American Heritage Procedure: Children of Native American Heritage Statement: The Relative Caregiver Program (RCP) shall comply with all rules, regulation and laws governing the Indian Child Welfare Act of 1978 (ICWA) and make a diligent effort to identify those children/youth subject to the Act. All RCP services affecting children identified as Native American must be conducted in compliance to the federal guidelines by ICWA. The goal of ICWA is to strengthen and preserve Native American families and culture. 1. If it is believed or confirmed that the child or parents are Native American but the tribe of registration information is not known, tribal affiliation must be determined. The family advocate must contact the Bureau of Indian Affairs for assistance and this must be done in collaboration with the appropriate Regional Legal Counsel and the family. (Not all tribes fall under the Indian Child Welfare Act). Relative Caregiver Program Manual 12 2. Tennessee is in the Eastern Region of the Bureau of Indian Affairs and the contact information for assistance is as follows: Bureau of Indian Affairs 545 Marriott Drive, Suite 700 Nashville, TN 37214 Phone: (615) 564-6500; Fax: (615) 564-6701 3. The Bureau will instruct on the process and further procedures to be followed to determine the Indian child/family’s tribe or affiliation. 4. If the Case involves a child/family outside of the Eastern Region jurisdiction of the Bureau of Indian Affairs, contact the appropriate Regional Legal Counsel for assistance. Case Management Policy Statement To help families maintain stability, provide support, and empower families. Designed to provide short-term assistance and coordination of services for the whole family based on identified needs. Service Activities include, but are not limited to: Case management services assist families in navigating the judicial, educational, community and child welfare systems in Tennessee. Case management also assists relative caregivers in understanding the types of support available to include: Families First Child Only Grant, Child Care Assistance, and TNCare. Case management activities provide the tools and knowledge to identify and advocate for future needs. 1. The RCP worker makes monthly visits with the caretaker in the home. Efforts to observe the children in the home or in the community should occur monthly. 2. Increased contacts and/or home visits may be necessary as determined by assessment of progress or new safety concerns. Reasons for increased contacts Relative Caregiver Program Manual 13 and/or home visits are documented in TFACTS and to the family service plan if necessary. 3. The family service plan along with family progress, safety, and well-being is discussed during each visit. Assist family with adjusting to living situations. 4. Advocate for the family through channels such as the court system, DCS meetings, education, and other areas of need. 5. If community services are provided, contact with provider occurs to assess progress and collaborate efforts. 6. Contacts, home visits, attempted contacts/ visits, along with any supporting documents is recorded and/or uploaded into TFACTS within 30 calendar days from the time of contact. 7. Working with the triad (caregiver, child, birth parent) when available and appropriate. Assist family with reunification efforts when appropriate. Create a safe atmosphere for children and caregivers to receive support and socialize with peers of like experience. To help families increase their ability to work effectively together to achieve resolution of family disputes involving all family members. Structured groups and activities allowing participants to build a sense of community and belonging among other peers, and address attachment issues evolving from separation, loss, and grief through social and cognitive development. This service should be provided for the whole family of all ages, including birth parents. Support groups and enrichment must be provided in a location easily accessible to target caregivers. As it pertains to all groups and gatherings for RCP participants: • • • • • There must be a publicized announcement of events informing program participants (i.e. published in local newspaper, newsletter, agency’s calendar of events, direct mailing). The physical and mental condition of participants must be considered in planning enrichment activities. A variety of events reflecting needs and interests of relative caregivers and the child(ren) in their care should be provided. Services must be provided in a location that is easily accessible to target audience. Snacks or meals may be provided. Relative Caregiver Program Manual 14 Facilitate support groups for and with relative caregivers. It is strongly recommended that agencies identify an appropriate relative caregiver to help lead caregiver support groups. Groups should be offered at day and evening hours with a focus on caregiver and family needs and a separate group focused on birth parents and reunification goals. 1. Single county regions- facilitate at least one group monthly. It is the discretion of the provider to offer more than one group a month, or to combine different types of groups into one meeting or on the same day but split up. (i.e. Children’s Support Group, Caregiver Support Group, Family Support Group) 2. In single County regions, provide enrichment services for children and their relative caregivers at least one (1) time per month. 3. Multi county regions- facilitate at least one group monthly per “cluster” of counties. It is the discretion of the provider to offer more than one group a month, or to combine different types of groups into one meeting or on the same day but split out. (i.e. Children’s Support Group, Caregiver Support Group, Family Support Group) 4. In multi county regions, provide enrichment services at least one (1) time quarterly per “cluster” of counties or regionally if transportation arrangements are secured to meet needs of the region. Groups as well as enrichment could offer a variety of activities including arts and crafts, games, and group discussion. The following recommendations are examples of successful groups and enrichment activities. 1. Activities to encourage creativity and individual expression. 2. Activities to provide the opportunity for development and demonstration of appropriate social skills with peers and adults. 3. Activities to provide an opportunity to address issues around trauma, grief and loss, identity and trust in relationships. 4. Activities to encourage exploration and celebration of cultural identity. 5. Holidays, seasons and significant personal milestones are recognized and celebrated. 6. Snacks should be provided. 7. If the relative caregiver has responsibility for more than one child, this group will be provided for all children in the household (including biological children) in order to give the caregiver an opportunity to participate in the caregiver support group. 8. Youth Council/ Club: The youth council is to help with the planning and coordination of youth services by providing a forum for youth to voice their opinion and ideas. 9. Tutoring/Homework Assistance: Facilitate the learning process by providing instructional assistance on a variety of school-related subjects. 10. Mentoring: Develop a volunteer based mentoring program or peer to peer mentoring program. Relative Caregiver Program Manual 15 Empower relative caregivers by providing accurate information. Relative caregiver training designed to provide critical education and information that empower caregivers to provide optimal care for the children in their care. 1. In single County regions, provide educational workshops for children and their relative caregivers at least one (1) time per quarter. 2. In multi County regions, provide educational workshops for children and their relative caregivers at least one (1) time per quarter, per cluster of counites. For example, each cluster should have 1 educational workshop offered at least once each quarter. 3. Educational sessions will be provided in a safe and comfortable setting. 4. Increase the relative caregivers’ understanding of information regarding: 1) the needs of the children in their care and control; 2) social issues and topics that are relevant for their lives 3) the legal rights and options available to caregivers in Tennessee; and 4) the community resources available to relative caregivers; and more. 5. Relative caregivers and children should be provided information presented by subject matter experts. RCP may hire, recruit, and invite these subject matter experts to complete educational sessions and trainings for participants. Support caregiver’s ability to provide basic needs for the children in their care through financial assistance. Financial Assistance will help the family in need reach stability, maintain the child in the home, prevent a custodial episode, and help the family achieve goals outlined in the service plan. Children and their relative caregivers may have special nonrecurring needs for financial aid. Meeting these needs will enable families to provide safe, stable homes for their related children that support appropriate growth and development and good health. The Relative Caregiver Program will provide financial support to all eligible families with the need for financial aid as funds permit. Relative Caregiver Program Manual 16 1. Payments may not be made which would duplicate available existing supports. 2. Financial aid may be used to purchase a wide range of tangible items, supports, services, or other needs. 3. Each Relative Caregiver Program must maintain adequate support documentation to verify contracted and paid for services and expenses incurred. i.e. Receipts, bills, lease information, etc. 4. Direct payments to families are prohibited. 5. A waiver for financial assistance is requested to provide additional aid to any family that previously received financial assistance via the RCP at any time. A waiver for financial assistance is required for those who already receive the RCP Stipend. Caregivers may receive financial assistance for the first time without a waiver if their new stipend payments have not been received yet. Any request for waivers is sent to DCS central office and approval must be provided prior to any provision of financial assistance. a. Waiver is reviewed and signed by RCP director (provider). b. RCP staff submits waiver by email to DCS central office for final authorization/response. c. DCS central office returns waiver to RCP staff within two (2) business days. The waiver is placed in the family’s file. Examples of eligible financial needs that may be met through contract funds: • Utilities – Any utility that provides service to the home (i.e. gas, electric, phone, etc.) for the caregiver in order to provide a safe environment for their relative child. A current copy of the utility bill must be presented, if there are any questions regarding the documentation, staff should contact the utility department prior to issuing payment with contract funds. Payments should be made directly to the utility provider. Additional utilities such as TV programming billing and other non-essential needs will not be met through contract funds. • Rent/Mortgage – Assistance may be provided towards delinquent rent or mortgage* or towards security deposits. A copy of the lease or delinquent statement must be presented to the program prior to payment being issued. Payments should be made directly to the lender / renter. *Per federal guidelines, mortgage assistance can only include interest payments; the RCP cannot provide financial assistance towards the principal on a mortgage. • Transitional Child Care – Limited assistance may be provided, after the caregiver has sought assistance from Department of Human Services. Statement from the child care provider indicating amount owed must be presented to the program prior to payment being issued. Payments should be made directly to the child care provider. Relative Caregiver Program Manual 17 • Material Assistance – Assistance may be provided to help adjust and stabilize living arrangement (i.e. beds, clothing, linen, school supplies, school uniforms, other clothing items, other household furnishings, and emergency food boxes). Program should first seek donated items and clearly document items that were purchased for material assistance. Items are purchased directly from the store in person or online by the RCP staff person responsible. Relative Caregiver respite is a time for children to make connections with other peers while caregivers have an opportunity for rest and managing their own needs. Provision of any service that gives the relative caregiver scheduled or emergency relief and respite from child rearing responsibilities or provides a safe and fun environment where structured activities foster social interaction and development. 1. In single County regions, provide Respite services for children and their relative caregivers at least one (1) time per month. 2. In multi county regions, provide Respite services at least one (1) time quarterly per “cluster” of counties or regionally if transportation arrangements are secured to meet needs of the region. • • • • • • • Respite services can be provided at the Relative Caregiver Program location or at community outings such as a movie, roller skating, eating out, or other community driven activities. Respite services will be available for single or multiple hours. Events will be held in a safe environment with adequate space. Activities will be adequately staffed with both volunteers and relative caregiver staff. A practical child to adult ratio should be appropriate to accommodate all child needs and proper supervision. Reservations should be made prior to the scheduled activity to ensure adequate food, material, and supervision are available. Structured enrichment activities are organized and provided by staff or other qualified facilitators, for example: arts and crafts, games, field trips, concerts, plays, lectures, sports and special events. Unstructured activities are provided without a formal facilitator. Examples include: card playing, checkers, pool, bingo, quilting, and talking with other participants. Relative Caregiver Program Manual 18 • • Recreational services may be provided for both eligible and non-eligible children in the household. Community Service Projects for youth and teens which will allow the youth and teens to volunteer for community services and organizations in which they have an interest. RCP Specific Assistance to individuals may be used to pay for RCP respite and recreation activities. Relative Caregivers may appeal DCS’s denial, termination, or modification of the child(ren)’s Stipend by using the Department’s Fair Hearing and Appeal Process. Relative caregivers must appeal an adverse decision within ten (10) business days of written notice of adverse action. If adverse action is upheld, the appeal payments continued during the appeal period will be considered an overpayment and will be subject to recovery. The following are the steps in the appeal process: 1. If DCS determines the Stipend will be denied, terminated, or modified, the Relative Caregiver Provider must notify the relative caregiver, within five (5) business days, in writing of the adverse action. The Appeal for Fair Hearing form must be given to the relative caregiver at the same time as the notification. 2. The relative caregiver must be informed about the timeframe in which they have to file an appeal and be provided with the fax number and mailing address to file the Appeal for Fair Hearing form. 3. The DCS Administrative Procedures Division will notify the appropriate DCS office if an appeal of the Relative Caregiver Program is received. Once notified by the DCS Administrative Procedures Division, the DCS office must follow the direction of that office to ensure due process protocol is followed. 4. DCS or RCP Provider staff must complete an Appeal Summary as directed by the DCS Administrative Procedures Division. 5. This appeal process only applies to the denial, termination, or modification of receiving the Stipend and shall not apply to the appeal process for denial or termination of enrollment outlined in Tenn. Comp. R. & Regs. 0250-07-14-.03(9)(b). Relative caregivers may appeal DCS’s denial or termination of their enrollment in the Relat ive Caregiver Program by the following process: 1. If the RCP Provider determines that enrollment in the Relative Caregiver Program is denied or terminated, the relative caregiver must inform the RCP Provider of their objection within ten (10) days of the determination. Failure to timely object will end any further appeal of the decision. 2. Upon receiving an objection, the RCP Provider notifies DCS Central Office via email for a file review of the determination. DCS Central Office has ten (10) business days from receipt of Relative Caregiver Program Manual 19 the request to respond in writing to the relative caregiver about the outcome of the file review and the justification for the determination. 3. If DCS Central Office upholds the denial or termination of enrollment in the RCP Program, the Appeal for Fair Hearing form is included in the written notice of adverse action to the relative caregiver. The relative caregiver must also be informed about the timeframe in which they have to file an appeal and be provided with the fax number and mailing address to file the Appeal for Fair Hearing form. 4. Relative caregivers must appeal DCS Central Office’s decision denying or terminating enrollment in the Relative Caregiver Program within ten (10) business days of written notice of adverse action. 5. The DCS Administrative Procedures Division will notify the appropriate DCS office if an appeal of the Relative Caregiver Program is received. Once notified by the DCS Administrative Procedures Division, the DCS office must follow the direction of that office to ensure due process protocol is followed. 6. DCS or RCP Provider staff must complete an Appeal Summary as directed by the DCS Administrative Procedures Division. Public Awareness about RCP, the benefits of the program, the population that is served, and the children who are eligible. Each RCP provider must conduct outreach no less than quarterly to publicize services offered through the RCP throughout their region, including information regarding the program’s mission, goals, eligibility, and accessibility through various venues. Outreach is achieved through various venues such as group presentations, state agency presentations, one on one outreach contacts, public service announcements, news media, social media, radio, television, community events, and through the caregivers themselves. 1. Group Presentations/ meetings: Attending Community Advisory Boards (CABs), Multiagency collaborations (MAC), CASA, etc. Arranging individual conferences with community leaders, other social services agencies and policy makers to discuss factual information and/or concerns around an issue. Attending and participating in DCS trainings and meetings. 2. Media: Providing educational information to the public about a Relative Caregiver Program issue that is being promoted using newspapers, radio (interviews and/or public service announcements) posters, brochures, newsletters, social media, and fliers. Posting signage in high traffic locations Additional Types of Outreach: • Get business cards for staff, or other agency created items / “swag” Relative Caregiver Program Manual 20 • • • • • • • • • • • • • • Have an Open House Build relationships with local juvenile courts Build relationships with local school systems Build relationships with Department of Human Services (DHS) Build relationships with Department of Children’s Services (DCS) Build relationships with faith-based organizations Build relationships with area agencies on aging & disabilities Build relationships with Family Resource Centers (if available) Build relationships with local housing authorities Build relationships with local Health Departments Encourage relative caregivers to tell their stories and become advocates Distribute brochures Hold Informational Meetings for the community Publish newsletters and/or program calendars Each Relative Caregiver Program must maintain an accurate and confidential record on each participant, which documents participant identifying data, requests for service, and services provided. The sections of the Case File Record are detailed below. In order to create an audit trail, all program reports and statistics reported require backup documentation. This record keeping must be done on approved forms, contained within the Case File, must be legible and available to DCS. DCS will audit a random sample of Case Files at least one time each contract year to verify documentation of program eligibility and the data contained in the Relative Caregiver Program Database. The Relative Caregiver Program must submit monthly reports and financial invoices to DCS on or before the fifteenth (15th) day of every month. Submit a Quarterly Report detailing achievement of outcomes set forth in the agency’s contract as aggregated data for number of persons served, cases closed, services provided, demographic summaries, placement reason by county and graduated cases for caregivers and children. Relative caregivers participating in the Relative Caregiver Program must be given an opportunity to provide feedback as to the effectiveness of the service received. The Client Satisfaction Surveys may be used for this purpose. This shall include the option to remain anonymous. Caregiver Satisfaction survey summaries are to be submitted to DCS Central Office on January 15th and July 15th of each calendar year. The financial data provided to DCS on a monthly basis will be provided on an invoice sheet provided by DCS. Each Relative Caregiver Program will provide expenditures by line item in the budget and should maintain appropriate backup documentation of these expenditures at the program site. Relative Caregiver Program Manual 21 Case File Family case files are stored electronically via TFACTS and the Documents uploading tab. All physical family case files are maintained in the following systematic manner and are safeguarded from unauthorized and improper disclosure of information. Case files are organized by caregiver name. The file cabinets, shelves or drawers where files are stored are in a secured location. Case files are stored alphabetically by the primary relative caregiver’s last name and out of public view. Information is filed in chronological order with the most recent on top. Part One Family Information Form (CS-0618) for primary caregivers, eligible children, non-eligible children, and other adults in the household is contained in this first section of the Case File. This section includes verification of the social security number for the primary relative caregiver and his or her spouse, if spouse is in the home. Social security number verification may also be provided by a medical card that contains the social security number on the card along with the person’s name. Part Two This part of the Case File contains all required documentation regarding determination of program eligibility. Required documentation is listed below: 1. Required documentation related to Degree of Relationship. 2. Required documentation related to Household Income. Relative Caregiver Determination of Financial Eligibility (Form CS-0614) is contained in this section. 3. Court Order granting Custody 4. Family Needs Scale Part Three This section of the Case File includes forms related to service plan delivery, documentation of the signed RCP Service plan (CS-0620), services utilized, and case closing documentation. This section contains written requests for financial aid as well as documentation to verify the provision of all contracted professional services, if requested. Case notes serve as the official record of efforts made to serve Relative Caregiver Program clients, children/youth and families. This information may be used in audits, and reviews. Case notes should be legible, accurate, and entered into TFACTS as case recordings within 30 days of contact. When writing case notes, staff should be mindful of the right to confidentiality and should not include information about persons unrelated to the case, except where those persons have a direct effect on the client child/youth and family (in which case, only relevant information shall be documented). *Refer to HIPAA information as shown in Agency’s contract. Relative Caregiver Program Manual 22 Case notes: 1. Must be written in clear and complete sentences, 2. Must not include slang language or subjective/personal value judgements. 3. Abbreviations and acronyms used must be commonly understood and acceptable. Case notes that document contacts with or on behalf of client/ children/youth and families should identify: 1. 2. 3. 4. 5. The name (and relationship to the client child/youth) of each person contacted, The referral source agency and person, The location of the contact (if the contact is face-to-face or an attempted face-to-face, The beginning and end times of the contact, All attempts to make direct or telephone contact with or on behalf of client children/youth and families shall be entered as a case note, and 6. The case note must reflect each eligible child’s status in terms of whether the child is still living in the caregiver’s home. The narrative of case notes that document contacts (face-to-face or significant telephone calls) with or on behalf of client children/youth and families shall be written in the following format: 1. Purpose of contact 2. Content-state what was discussed and/or accomplished 3. Observation/Assessment-state in observable/measurable terms: individuals’ behaviors and appearance, interactions among parties present, significant environmental factors, any progress made. 4. Plan- state what is to be done next as a result of this contact, or as a natural progression of the case management process, including date/time and location of the next planned contact. Documentation of e-mail, regular mail, faxes, and other materials received/sent may be recorded as case notes and, if documented, will include the following minimum information: 1. Date sent or received, 2. Name (and relationship to the client child/youth) of the sender and recipient, 3. Type and date of the documentation 4. Summary of the pertinent information. The email should not be copy and paste into the narrative, 5. Any planned action to be taken based on the content of the document, and 6. Location of the document. Relative Caregiver Program Manual 23 Relative Caregiver Program staff should receive adequate training in the following areas. Records identifying date of training and topics covered are to be maintained in Relative Caregiver Program staff personnel file. Training should be provided when initially employed and yearly thereafter. Relative Caregiver Program Provider staff should receive adequate training in the following areas: 1. Evaluating home safety; 2. Identifying and helping relative caregivers understand the physical and mental developmental patterns, emotional, and behavioral disorders of children; 3. Working with the triad consisting of the relative caregiver, the child, and birth parent (when appropriate); 4. Observing evidence of prior or current substance abuse by caregivers; 5. Observing the relative caregiver’s physical and mental functioning; 6. Determining the availability of a supportive extended family system; 7. Assessing the relative caregiver’s willingness and ability to provide a safe, permanent home; 8. Implementing service plan recommendations and meeting any special needs of the child(ren) in their home; 9. Private and public benefits potentially available to relative caregiver families; and 10. Understanding the purpose of the Relative Caregiver Program, the role of the Department of Children’s Services relative to this Program, and the philosophy, ethics, policies, and procedures for the Program. Staff Requirements: The Relative Caregiver Program must employ staff persons with at least a Bachelor’s degree in a human service field or who by training or experience has the ability to effectively determine the needs of relative caregivers and match those needs with appropriate services. Each Relative Caregiver Program utilizing volunteers shall have written procedures governing the recruitment, training, supervision, and evaluation of volunteers. Volunteers shall have written job descriptions, orientation to their duties and regular training pertinent to their jobs. Performance evaluations are recommended at least annually. The Relative Caregiver Program and service provider(s) must comply with the equal employment opportunity Executive Order 1979-4 and civil rights compliance. No Relative Caregiver Program staff member shall solicit or accept gratuities, favors, or anything of monetary value from a service provider, contractor, or potential contractor. To the extent possible under local, state, and federal law, rules, and regulations, penalties or other disciplinary actions will be applied for violations of their code by staff of the Relative Caregivers Program. Relative Caregiver Program Manual 24 No paid or volunteer staff person of any service provider may solicit or accept gratuities, favors or anything of monetary value from program participants, offer for sale any type of merchandise or service; or may not encourage the acceptance of any particular belief or philosophy by any program participant. Each Relative Caregiver Program employs competent personnel sufficient to provide and coordinate services in compliance with the contractual agreement between each Relative Caregiver Program and the Department of Children’s Services. Each program shall have an up-to-date written organizational chart clearly defining established lines of authority. Each program has clearly defined job descriptions for staff assigned to the Relative Caregiver Program. The program director shall be designated and have the responsibilities of ensuring that services are available on a day to day basis according to the contract, governing statutes, and in a manner that best serves caregiver families. Every Relative Caregiver Program and contract service provider staff person or volunteer who enters the home of family caregivers must display proper identification which is an agency picture identification card. The Relative Caregiver Program will employ or contract with sufficient staff and peer facilitators, who have adequate training and experience, to provide facilitation of support groups for relative caregivers. This staff must possess the following: • Training in group facilitation skills and techniques. • Awareness of the unique challenges and rewards of relative care giving. • Access to co-facilitation with a licensed clinical family counselor. • Effective communication skills. It is unlawful to discriminate against any employee, applicant for employment, or recipient of service pursuant to the Federal Civil Rights Act of 1964, the Rehabilitation Act of 1973, Section 503 and 504, the Vietnam Era Veteran’s Readjustment Assistance Act of 1974 (USE Title 38, Section 2012), the Age Discrimination Act of 1975, Section 303 and the Americans with Disabilities Act. Each program must clearly post signs in English, and other languages that may be appropriate, at agency offices and locations where services are provided, indicating non-discrimination in hiring, employment practices, and provision of services. The Relative Caregiver Program must comply with the Equal Employment Opportunity Executive Order 1972-4 civil rights compliance. All agencies contracting with the Department of Children’s Services (DCS) for the delivery of direct services to Tennessee children/youth must employ staff free from criminal or abuse history that could pose a safety risk to children. DCS Contract Agencies will conduct initial (applicant) and annual background checks on all employees who have direct contact with children. Background checks must be conducted on all prospective staff, volunteers, and interns that have direct contact with children or who work with Relative Caregiver P