Background Check Policy Policy # Effective Date 7/10/2017 … · 2020-04-07 · Oklahoma United...

Oklahoma United Methodist Circle of Care, Inc.

Policy Name Background Check Policy Policy # FC001 Effective Date December 2004 Revision Date(s) 7/10/2017

President / CEO Board Approval Date 2/28/2017

POLICY: Protecting children from harm and providing them with a safe place to receive nurturing care is why Circle of Care Exists. Circle of Care works to ensure the safety of the children in care by strictly following the Oklahoma DHS Licensing Requirements and Oklahoma DHS Child Welfare Policy Regarding criminal background checks. PROCEDURE: All youth residing in the home above the age of 13 must pass a Juvenile Justice Information System (JOLTS) check. Criminal history checks are performed on every individual living in the foster home above the age of 18. Subsequently, if an individual over the age of 18 were to move into an already approved foster home, Circle of Care must be notified within 24 hours so proper background checks on that individual can occur in a timely manner. A criminal history records search is obtained from:

A. Oklahoma State Bureau of Investigations (OSBI) B. authorized agency in a person’s previous state of residence if the person has resided in

Oklahoma for less than one year C. Federal Bureau of Investigation (FBI) national criminal history search, based on the

fingerprints of the individual D. any child abuse registry maintained by a state in which the prospective foster parent or

any adult living in the home of the prospective foster parent has resided in the last five years

E. sex offender registry—OSBI report must include a search of Department of Correction’s files maintained by OSBI pursuant to the Sex Offenders Registration Act

F. Mary Rippy Violent Offender Registry G. Department of Public Safety Report H. Oklahoma State Courts Network (OSCN) or Oklahoma District Court Records (ODCR) to

determine whether the applicant or adult household member is or was a party in any court action

I. OKDHS Records, including Child Welfare (CW) records, for history of child maltreatment involving the applicant or adult household member.

J. a background check request from Family Advocacy for the active or retired military applicant or adult household member

K. a search of all applicable out-of-state child abuse and neglect registries for the applicant or adult household member who has not lived continuously in Oklahoma for the past five years

1. The prospective resource home is not approved without the results for the applicant and adult household members of the out-of-state maintained child abuse and neglect registry checks, when a registry is maintained in the applicable state.

2. When no child abuse or neglect registry is maintained in the applicable state, the resource specialist requests any information that can be provided.


Policy Name Disqualifying Crimes—Foster Parent Certification Policy # FC002

Effective Date December 2004 Revision Date(s) 7/10/2017


POLICY: Circle of Care recognizes there are certain offenses that will automatically disqualify an individual from becoming a foster parent as stated in Oklahoma DHS Licensing Requirements and Oklahoma DHS Child Welfare Policy. If an individual applying to be a foster parent or an adult living in the prospective foster home is identified as having one of the offenses classified, Circle of Care will notify that individual that they will not be approved as a foster parent with Circle of Care or Oklahoma DHS. PROCEDURE: A prospective foster parent is not an approved placement for a child if he/she or any other person residing in the home has been convicted of or pled guilty to any of the following felony offenses:

A. Within the five-year period preceding the application date, physical assault, battery, or a drug-related offense;

B. Child abuse or neglect; C. Domestic abuse; D. A crime against a child, including, but not limited to, child pornography; and a crime

involving violence, including, but not limited to, rape, sexual assault, or homicide, but excluding those crimes specified in (A) of this list


Policy Name Foster Parent Certification—Application and Required Documents Policy # FC003



POLICY: Circle of Care properly identifies, screens, and trains prospective foster parents according to Oklahoma DHS Licensing Standards and Oklahoma DHS Child Welfare Policy. Upon completion of the certification process, the foster family’s proof of certification is kept in their family file and is only good for the home in which the home study was completed. PROCEDURE: The required documents and actions the applicant submits and fulfills to complete the application include:

A. Request for background and fingerprint checks completed by all applicants and adult

household members. All names, including maiden names, used by each adult household member are included;

B. resource Family Financial Assessment; C. copy of paycheck stubs; D. Medical Examination Report, completed for each adult household member and a

doctor’s statement of health for each child residing in the home; E. Family health history; F. Copy of Certificate of Degree of Indian Blood (CDIB) card and tribal membership

card, when applicable; G. Family/Parent Questionnaire and Child’s Questionnaire that are an optional

component of the assessment process. The applicant is advised he or she has the option of completing these forms or sharing this information through interviews with the agency worker;

H. Copy of automobile insurance verification; I. Copy of Social Security card for each applicant; J. Copy of driver’s license for each applicant; K. Copy of current marriage license, when applicable; L. Copy of all divorce decrees for each applicant, when applicable; M. Copy of immunization record for each child in the household who is not in OKDHS

custody, when applicable; N. Copy of pet vaccination records, when applicable; O. Alternate caregiver contact information; P. Copy of DD Form 214, Certificate of Release from Active Military, for each applicant,

when applicable; Q. Verification of lawful residence when the applicant was not born in the United States; R. All other documents or actions requested by DHS


Policy Name Foster Parent Requirements of Eligibility and Responsibility Policy # FC004



POLICY: In order to be a foster parent with Circle of Care, an individual must meet the requirements set forth by the state of Oklahoma. If an individual is unable to meet the requirements, they will be denied eligibility. Proper notification will be given to the prospective foster parent as to why Circle of Care is unable to approve them as a foster parent. Once an individual is approved as a foster parent they will agree to follow the responsibilities listed in Oklahoma DHS Child Welfare Policy in addition to the policies of Circle of Care. PROCEDURE: Individuals seeking to become foster parents with Circle of Care must:

A. be responsible, mature, and healthy adults capable of meeting the needs of the children in care

B. apply the reasonable and prudent parent standard C. demonstrate a capacity for setting realistic expectations for behavior and performance

based on the ages, abilities, and special needs of the children D. be a married couple, single person, or family member with a stable living arrangement E. be able to ensure that all members of the household are informed of and agree to accept

the child into the home F. be at least 21 years of age; G. reside lawfully in the United States; H. have healthy relationships whether married, single, separated, or divorced; I. have the ability to manage personal and household financial needs without relying on

the foster care maintenance payment; J. agree that if the applicant becomes a foster parent, he/she will receive approval of the

Child Welfare Services (CWS) supervisor responsible for foster care before accepting a relative or non-relative child from any source into the home when a child in OKDHS custody is placed in the foster home;

K. provide appropriate sleeping arrangements for each child placed; L. provide verification that all household members are in sufficiently good physical and

mental health to provide for the individual needs of each child placed; M. submit to a search of all OKDHS records, including CWS records; N. ensure that each household member 18 years or older at time of application and when a

household member later reaches 18 years of age submits fingerprints for a state and national criminal history records search;

O. submit to a search of Juvenile Justice Information Systems (JOLTS) records for a child older than 13 years of age who resides in the household at the time of the application and when the child later reaches 18 years of age;

P. not allow a person with a conviction for any sexual offense to reside in the household; Q. notify the Child Placement Agency staff within 24 hours of any change in the household,

including, but not limited to: 1. income; 2. address; 3. health;


4. residents; 5. relationships

R. participate in the family assessment process that includes a home study; S. agree to not smoke in the foster home when a child in OKDHS custody is placed in the

home; T. agree to not smoke in the automobile when transporting a child in OKDHS custody

placed in the home; U. provide references; V. commit to demonstrating to each child or youth in OKDHS custody the Bridge

foundational beliefs that include: 1. understanding and meeting the child or youth’s unique needs; 2. actively supporting each child or youth’s ongoing relationships to the child’s kin,

culture, and community; 3. understanding the impact of separation, grief, loss, and trauma the child or youth

has suffered; 4. partnering with the child or youth’s professional team to focus on the child or

youth’s safety, permanency, and well-being; and 5. recognizing the impact of secondary traumatic stress and the importance of the

foster parent’s self-care W. provide a clean and safe home; X. cooperate in the completion of a house assessment; Y. select and recommend appropriate extended family or friends to provide support and

child care for the child in OKDHS custody other than, or in addition to, licensed child care paid by OKDHS;

Z. submit verification of employment when requesting OKDHS paid childcare services for the child in foster care;

AA. acknowledge, cooperate, and agree to abide by applicable Oklahoma statutes and OKDHS rules regarding the child in care that include, but are not limited to:

1. OKDHS, as the legal custodian of the child, has the right to move any child from any foster home at any time when in the child’s best interest and in accordance with statutes governing movement of the child in OKDHS custody;

2. the necessity to maintain and respect the confidential nature of all information regarding a child placed in the foster home. A breach of confidentiality may be grounds for closure of the foster home and termination of the foster care contract; and

3. the requirement that OKDHS investigate in the same manner as any other abuse or neglect investigation conducted by OKDHS, allegations of abuse, neglect, or maltreatment of any child in OKDHS custody placed in an approved foster home

BB. agree that while an applicant (and once a foster parent) to notify OKDHS when any member of the immediate foster family is seriously ill or hospitalized;

CC. agree to provide a physician’s statement once approved as a foster parent: 1. regarding any hospital stay; 2. regarding ongoing outpatient medical or mental healthcare including

psychological counseling; or 3. upon OKDHS request

DD. agree to provide foster care as a planned, temporary placement for the child whose permanency plan is family reunification or other permanency plan;

EE. agree to work with OKDHS staff as a member of a professional, multidisciplinary team to develop a permanency plan for each child placed in the foster home;

FF. agree to participate in an initial meeting with each child’s parent when requested;


GG. agree to share parenting of the child in OKDHS custody with the child’s parent who may have different values and lifestyles than the applicant;

HH. be willing to actively mentor the parent to help improve the parent’s ability to safely care for the child;

II. agree to maintain all information regarding the child and family as confidential; only sharing information necessary to obtain services for the child or with persons who are directly involved with the case;

JJ. be willing to accept the placement of siblings KK. agree to participate in the development of an effective parent and child visitation plan

that may include contact with the parents and siblings, when siblings are separated; LL. agree to comply with OKDHS rules regarding discipline of children; MM. agree to meet and maintain requirements necessary for continued approval as a foster

parent; NN. agree to participate in the re-assessment of the foster home and the evaluations of the

OKDHS Foster Care program and services; OO. agree to utilize the foster care maintenance payment for the care and maintenance of

the child’s basic needs, such as food, clothing, shelter, incidentals, non-prescription medications, special activity fees, allowances, and recreational opportunities;

PP. agree to comply with all Oklahoma statutes relating to the care and support of minors including those that prohibit the use of tobacco, alcohol, or non-prescribed medications.


Policy Name Foster Parent Training Requirements Policy # FC005

Effective Date December 2004 Revision Date(s) 7/17/2017 8/9/2017


POLICY: Potential foster parents will complete the required amount of training as required by Oklahoma DHS Licensing Requirements and Oklahoma DHS Child Welfare Policy. In addition, currently approved foster homes will meet the yearly continuous education requirements as prescribed by the same entities. PROCEDURE: The agency provides and documents that each foster parent has received at a minimum: six hours of orientation and 27 hours of pre-service training prior to approval of the foster home or placement of a child and includes at a minimum:

A. organizational structures of the agency; B. agency policy; C. program philosophy; D. confidentiality; E. mandatory reporting of child abuse; F. grievance process; G. emergency medical procedures, which includes basic first aid, medication

administration, and preventing common household accidents; H. fire and disaster plans; I. skills and knowledge on application of reasonable and prudent parent standard

Six additional hours of training are required within the first calendar year of certification that is relevant to the needs of the child placed in their care and is documented by the agency to include, but is not limited to:

A. normal child development; B. behavior management; C. separation and loss; D. infection control and injury prevention; E. when necessary, CPR certification (when a foster child is placed in the home with

exceptional medical needs; determined case-by-case)

Continuous Education: Each foster parent will individually complete 12 hours of training each calendar year thereafter that is relevant to foster parents’ roles and responsibilities. Training may include workshops and video presentations.


Policy Name Foster Parent Grievance Policy and

Procedure Policy # FC006



POLICY: The Family Specialist and foster parents will strive to resolve differences together regarding actions taken related to the placement, care, or removal of children from a foster home. If the situation cannot be resolved, there are two categories of complaints: general complaints and grievances. General complaints concern policies or practice. Grievances are disagreements about procedures or actions taken by Circle of Care, related to the placement, care, or removal of children from a foster home. Foster parents will be given a copy of the grievance policy and procedure. PROCEDURE: Complaint: All foster parents are encouraged to bring to the attention of their Family Specialist any general complaint regarding policy or practice. When the complaint regards specific practice or a casework decision, it must first be addressed with the Family Specialist and his/her supervisor. A plan to resolve the complaint will be developed as necessary. The foster parents will be advised in writing of the general content of the plan or reasons for inaction. Grievance: If the foster parents object to a particular procedural action and wish to file a grievance, the complaint should be placed in writing and given to their Family Specialist within 45 working days of the action. If the grievance cannot be worked out between the foster parents and the Family Specialist or if for any reason the foster parents are uncomfortable bringing the complaint to the attention of their Family Specialist, the foster parents may appeal the decision by going to the next level of authority, up to and including the President/CEO. If the foster parents wish to appeal the decision at any level, they have 5 working days from the meeting to file a written appeal to the next level of authority. A meeting will be held at each stage of the appeal process. The meeting(s) may be held telephonically or in person, with in-person meetings being preferable. A copy of the decision and a brief summary of the rationale behind it will be sent to the foster parents and each person that previously considered the grievance. A copy will be forwarded to the Continuous Quality Improvement (CQI) team. Time limits stated in this policy shall be regular business days, Monday through Friday. If more than 5 days are needed because of extenuating circumstances, a written request for an extension may be filed with all parties involved. The failure of a grievant to comply with any stated time limit will be a waiver of a right to appeal to the next step.


All parties should take steps to resolve the problem at the earliest stages and to deal in good faith throughout the process. The goal should be to resolve complaints fairly, consistently, and in an atmosphere of open communication. The foster parents’ intent when filing a grievance should be to bring the problem to the attention of the agency so that an effort can be made to resolve the situation fairly. If foster parents believe Circle of Care has acted inappropriately toward them they can bring that concern through the chain of supervision at DHS or call the OKDHS Office of Client Advocacy at (405) 522-2720 to file a grievance with OKDHS.


Policy Name Initial Home Study and Annual Update Policy # FC007



POLICY: Prior to a home being approved as a foster home with Circle of Care, an in-depth home study process shall be completed. In addition, Circle of Care will follow all Oklahoma DHS Licensing requirements and the Oklahoma Child Welfare Policy regarding annual updates and/or reassessments needed for foster homes. PROCEDURE: Initial home studies are completed in a timely manner during the approval process and address the following items in an appropriate manner. Interviews and home visits include documentation of the following:

A. separate face-to-face interview with each parent, school-age child, and any other household member;

B. joint face-to-face interview; and C. home visit

The following items will be addressed for each home study:

A. Household Composition: Information regarding household composition includes each

person residing in the home. B. Criminal History Records Search: A criminal history records search is conducted on

each household member who is 18 years of age or older, prior to initial approval of the home and when a new household member, age 18 or older, moves into the home.

C. Foster child preferred: The foster home study includes statements regarding the applicant’s preference for age, gender, and special needs of the child.

D. Motivation, Attitudes, and Expectations: The foster home study includes motivation and attitudes toward foster care and expectations regarding children in foster care.

E. Health Information: For each household member includes: present physical health, emotional stability, medical history, and any history of drug or alcohol use.

F. Family Functioning: Foster parents’ marital status. The foster home study includes information regarding the marital status of the foster parents, such as present marital status, history of previous marriages or significant relationships, date of present marriage, and description of the marriage or relationship.

G. Employment: The foster home study includes the employment history of family members.

H. Financial Information: Financial information in the foster home study includes documentation of annual income.

I. Education: The foster home study includes information regarding the education of family members.

J. Religion: Information regarding religion includes the family’s religious preference and practices;

K. Description of the home: The description of the home includes the: 1. type of dwelling and physical description; and 2. location of the home and description of the neighborhood


L. Weapons and firearms: The foster home study includes the location of weapons and firearms, if any, and an explanation of safety precautions;

M. Transportation: Information regarding transportation includes the family’s means of transportation and verification of: 1. a valid driver’s license for each family member who will transport a child in foster

care; 2. license tag; 3. insurance; and 4. an agreement to transport all children and adults in compliance with applicable state

law, per 47 O.S. $$ 11-1112; N. Family History: The foster home study includes information regarding family history,

including: 1. names of parents and siblings; 2. dates and places of birth; 3. physical health and mental stability; 4. relationship with family members; 5. social, cultural, and religious orientation; and 6. information regarding their childhood, including how they were disciplined

O. Written references: The foster home study includes three written references from persons who have information relative to the family’s ability to provide foster care that include: 1. name, address, and telephone number; 2. when and how the person became acquainted with the applicants; 3. how often the person has contact with the family; 4. information regarding family functioning; and 5. opinions regarding personal qualifies and ability to provide care for children in foster

care; P. Recommendation: The foster home study includes the recommendation whether to

approve the home that: 1. is signed and dated by the person who conducted the foster home study and the

child placement supervisor; and 2. if approved, contains the type of child preferred and number of children for which the

home is approved. Annual Home Study Updates The foster home study is updated annually to include:

A. documentation of a home visit; B. documentation of a face-to-face interview with each parent, school-age child, and any

other household member; C. current vehicle insurance verification; and D. any signification changes from the initial home study.


Policy Name Placement Policy Policy # FC008



POLICY: Circle of Care will make every attempt to gather as much information as possible from Oklahoma DHS prior to identifying and placing a child in a Circle of Care home. We believe the first placement should be the best placement to allow the child(ren) the most success while temporarily in foster care. Circle of Care is available to OKDHS 7 days a week, 24 hours a day to respond to placement request. PROCEDURE: The Placement Coordinator and/or Regional Program Director review placement information provided by Oklahoma DHS to determine if an appropriate home is available, taking into consideration the proximity to the removal county and the skills/abilities of the foster home. Once a home is determined to be appropriate, the Family Specialist is notified and contacts the family to discuss the possible placement option. If the family is open to accepting the placement, the DHS worker is notified in a timely manner. Circle of Care complies with the OKDHS Licensing Requirements regarding placement of children in the foster family home, which includes:

A. No more than five foster children are placed in a home. B. The number, ages, and needs of foster children placed in the home are in keeping with

the capacity and skills of the foster parents and accommodations of the home.

Overfill Overfill is defined as exceeding the number of children typically allowed in a foster home per Oklahoma DHS Licensing Requirements and Oklahoma DHS Child Welfare Policy. An overfill request must be made to OKDHS Child Welfare for the following:

A. to place more than two children under the age of two in a foster home; B. any time Circle of Care wants to place more than five foster children in a home; (OKDHS

Licensing must also receive a request) C. any time Circle of Care wants to place more than six children total (including biological,

adoptive, and foster).


Policy Name Foster Home Safety and Environment Policy # FC009 Effective Date December 2004 Revision Date(s) 8/24/2017


POLICY: Circle of Care is committed to ensuring that the foster home environment is safe and free of any harm.

PROCEDURE: The Foster Home: A. General requirements:

1. is clean, safe, and in good repair; 2. the exterior around the home, is free from objects, materials, and conditions that constitute

a danger to the children served; 3. is accessible to or able to arrange transportation to school, church, recreational and Health

facilities, and other community resources, as needed; 4. is in compliance with all applicable fire, health, and safety laws, ordinances, and

regulations. B. Safety requirements:

1. Clear glass doors are plainly marked to avoid accidental impact. Foster homes providing infant care only are exempt from this requirement.

2. Children are protected from hazardous materials, such as flammable liquids and poisonous materials.

3. All weapons and firearms are kept locked. 4. The premises are free of illegal drugs and paraphernalia. 5. When children are in care, smoking is prohibited inside the home and when transporting

children. 6. Stairways over four steps, inside and outside, have railings. Safety gates at stairways are

provided if infants and toddlers are in care. Foster homes providing infant care only are exempt from this requirement.

7. Any play activity that involves water is supervised constantly. Ponds or pools are not left accessible to children. Wading pools are emptied after each use.

8. No exposed wires. C. Fire safety requirements: 1. A fire extinguisher rated for Class ABC fires is installed in the kitchen area. 2. The foster home is equipped with at least one operable smoke detector in the vicinity of

the sleeping areas. 3. Each floor used as living space has at least two means of escape, at least one of which is

a door leading to an unobstructed path to the outside. The second means of escape may be an unobstructed, operable window, 20” X 24” minimum dimensions.

4. All heating and air conditioning equipment is installed in accordance with state and local mechanical codes and manufacturer’s instructions.

D. Health requirements: 1. Water supply, sewage disposal, and solid waste disposal meet local city ordinances and Oklahoma Department of Environmental Quality regulations. 2. Rooms used by children are well lighted and ventilated. 3. Windows and doors used for ventilation are screened.


4. The foster parents take measures to keep the house and grounds free of rodents, insects, and stray animals. 5. One operable sink, one operable toilet, and one operable tub or shower are available in the home. 6. Each child is provided with individual combs, toothbrushes, wash cloths, towels, and eating and drinking utensils. 7. Linens are changed when needed. 8. Animals or household pets are permitted provided there is proof of annual rabies vaccinations for each animal. Pets or animals in the foster home, indoors or outdoors, are in good health, show no evidence of carrying disease, are friendly toward children, and present no threat to the health, safety, and well-being of children. 9. Testing for tuberculosis is not required on a routine basis. The agency requires the foster family to comply with the Oklahoma State Department of Health recommendations regarding tuberculin skin testing when there is a local identified tuberculin exposure. 10. No walls or ceilings with holes or lead. E. Sleeping arrangements: 1. A separate bed is provided for each child. Siblings younger than six years old may share a bed if their history indicates that this is appropriate and the decision is made in consultation with the agency. 2. It is preferable that no more than two children share a sleeping room. Consideration is given to related children according to age and emotional needs. 3. Separate sleeping rooms are provided for children older than five years who are of different sex. 4. Children in foster care older than one year of age do not share sleeping quarters with adults in the household unless an emergency exists and the agency is informed.

5. Children in foster care do not share a sleeping surface with adults in the household. F. Rest arrangements for infants: 1. A crib, port-a-crib, or playpen with a firm waterproof mattress or pad is used for each child

younger than one year of age. 2. Cribs, port-a-cribs, and playpens with more than 2 and 3/8 inches between slats or

between the side and end panels are not allowed. 3. Cribs with decorative cutout areas in crib-end panels or tall decorative knobs on the corner

posts, which can entrap a child’s head or catch clothing, are not allowed. 4. Mattresses are tight-fitting with no more than one inch between the mattress and crib. 5. Mattress and crib sheets fit snugly. 6. Drop-side latches hold sides securely and are not accessible by the child in the crib. 7. Pillows, quilts, comforters, sheepskins, stuffed toys, bumper pads, and other soft products

are not allowed in the infant crib or playpen. 8. To reduce the risk of Sudden Infant Death Syndrome (SIDS) the sleep position for an

infant: a. younger than 12 months of age is placed on the back from sleeping, unless there is a

medical reason the infant should not sleep in this position, as documented by a health professional. Documentation is maintained by the foster parent and the agency; and

b. who is able to turn over is placed initially on the back for sleeping but allowed to sleep in the position preferred by the infant.

G. Emergency plans: 1. The foster home has a planned source of medical care available, such as a hospital emergency room, clinic, or health professional known to the foster family. 2. The home has emergency numbers posted for the health professional or clinic, fire department, police department, ambulance service, and substitute caregiver.


3. The foster parent has an emergency evaluation plan in the event of fires, tornadoes, floods, and other emergencies. 4. First aid procedures and supplies are readily available. 5. The foster parent ensures that each child, as appropriate to age and developmental level, knows how to evacuate from the home in the event of a fire. The foster parent conducts periodic evacuation drills. H. Equipment: Equipment and furniture is safe for children. The foster home has child care equipment, such as bedding, high chairs, proper auto restraints, and toys appropriate for children placed in the home. I. Transportation: Children in foster care are transported in compliance with applicable state

law, Title 47 O.S. Sec. 11.1112 of the Oklahoma Statutes. The foster family has emergency transportation available.

1. Driver qualifications. Drivers transporting children in foster care have an operator’s license of the type appropriate for the vehicle that is valid in the driver’s state of residence. 2. Passenger restraints. Children who are transported are properly secured in a child passenger restraint system (car seat) or individual seat belt. Each seat belt is properly anchored to the vehicle and fits snugly across the child’s hips or securely anchors the car seat. The car seat is: a. federally approved; b. installed according to the manufacturer’s instructions; c. appropriate to the height, weight, and physical condition of the child, according to the manufacturer’s instructions; and d. properly maintained. J. Vehicle requirements: 1. The transporting vehicle is covered by liability insurance as required by Oklahoma laws. 2. Each vehicle used for transportation of foster care children has door locks. The driver is

responsible for keeping the doors locked when the vehicle is moving. K. Nutrition. Each child is provided a balanced, nutritious, and developmentally appropriate diet.

The food is wholesome in quality, ample in quantity, and of sufficient variety. Instructions for feeding infants, including the use of formula, recommended by the physician are followed.


Policy Name Clients Rights Policy # FC010



POLICY: Circle of Care will always support the rights of children in foster care and will never deny or restrict, through action or policy, any of the rights listed in the Oklahoma DHS Licensing Requirements and Oklahoma Child Welfare Policy. PROCEDURE: Circle of Care ensures that the child in foster care is:

A. not forced to participate in publicity or promotional activities; B. not publicly identified as a ward of the agency; C. provided an opportunity to participate in religious services; D. supplied with facilities and supplies for personal care, hygiene, and grooming; E. supplied with his or her own clothing and shoes appropriate to the season, age,

activities, and individual needs and comparable to that of other children in the community;

F. provided individual space in the foster home for the child’s personal possessions and a reasonable degree of privacy; 1. The child has the right to bring, possess, and acquire personal belongings

subject only to reasonable household rules and the child’s service plan. 2. Personal belongings are sent with the child when the child leaves the home.

G. expected to perform only household tasks that are within the child’s abilities, reasonable for the child’s age, and similar to those expected of other household members of comparable age and ability;

H. given guidance in managing money; 1. Money earned by the child or received as a gift or allowance is the child’s

personal property. 2. The child is not required to use earned money to pay for room and board, unless

it is a part of the service plan and approved by the parent or custodian and the agency.

I. allowed privacy in writing, sending, or receiving correspondence, unless restricted by the service plan;

J. not denied meals as punishment; K. not subjected to remarks that belittle or ridicule the child or the child’s family; allowed

to visit with the child’s family, in accordance with the service plan; L. not forced to acknowledge dependency on the agency or foster home or gratitude to

them; M. given the opportunity, at the child’s or agency’s request, for private conversation with

the agency’s staff members who are responsible for the child’s supervision; and; N. provided educational opportunities in accordance with the child’s plan of care


Policy Name Alternative Care Arrangements/Respite Care Policy # FC011



POLICY: Circle of Care encourages foster families to build a strong network to assist in the care of their children in foster care, including alternate caregivers, respite provides, and individuals who can provide occasional informal arrangements or babysitting for the youth in their care. Circle of Care agrees to follow all licensing requirements and child welfare policies regarding each of these alternate options of care for children in foster care. Foster parents are responsible for informing all babysitters, alternative caregivers, respite providers, and daycare providers of any special medical, developmental, or behavioral needs the child may have, including any special safety concerns. PROCEDURE: Informal Arrangements of Babysitting: The foster parent may make informal care arrangements with friends, neighbors, or relatives for occasional care of the child, including before and after school hours, and not to exceed 24 consecutive hours. The foster parent:

A. ensures that informal care providers possess the maturity and skills to address the needs of the child in foster care;

B. secures prior authorization for informal care from the foster home agency. Prior authorization may apply to multiple events when the same informal provider is used;

C. does not utilize a child in foster care to babysit a younger child unless approved by the agency; and

D. provides the informal provider information for contacting the foster parent and other emergency contacts. The informal provider who is living outside the home must be at least 18 years of age; or if living in the home must be at least 16 years of age and related to the foster parent.

Alternate Care: The foster family is encouraged to develop a relationship with another family as an alternate provider for the child in foster care. The alternate provider can provide care in case of family emergencies, family vacations, or when the provider needs respite care. The agency must approve the alternate care and have documentation that the alternate provider:

A. is at least 21 years of age; B. has obtained a criminal history records search within the last 12 months. The search

must be done by the Oklahoma State Bureau of Investigation (OSBI). It must include a search of Department of Corrections files maintained by the OSBI pursuant to the Sex Offenders Registration Act for each household member who is 18 years of age or older; and the authorized agency in the previous state of residence if the person has resided in the Oklahoma less than one year; meets the foster home requirements pursuant Circle of Care policy, provides one reference; and complies with Circle of Care discipline and behavior management requirements.


Respite Care: Families approved as respite care providers by Circle of Care and DHS may be used to provide care for a child in foster care for up to 14 consecutive days. Respite providers must complete the same training, background checks, home assessment, and home study process as an approved foster home. Circle of Care foster families must notify their Circle of Care assigned staff member when they are utilizing an alternate caregiver or respite caregiver for more than 24 hours. Once informed, Circle of Care will notify DHS of where the child is located during the period in which they are not in the foster home.


Policy Name Discipline and Behavioral Management Policy # FC012 Effective Date December 2004 Revision Date(s) 7/17/2017


POLICY: Circle of Care strives to show children how loving and caring adults can teach them appropriate ways to act. The goal of discipline is not to punish the child, but rather teach the child what proper behavior looks like and to assume the responsibility for his/her own actions and decisions. Each foster family, other adults in the home, alternate caregivers, babysitters, and respite providers will be informed of Circle of Care’s discipline policy. Circle of Care prohibits the use of any form of physical discipline for the child in Oklahoma DHS custody or in an out-of-home placement. Any act or omission that would emotionally, physically, or psychologically harm the child is strictly prohibited. Foster parents are to use effective, consistent, non-physical methods of discipline appropriate to the foster child’s age, development, and level of understanding. Discipline is to be firm but not harsh, consistent, and used as a learning experience to encourage appropriate behavior while reducing inappropriate behavior. Since children learn by repetition, discipline in several small increments is more effective than one larger or longer time. Rather than anger, discipline should be given with reason and reassurance of the foster parent’s continued concern for and approval of the foster child. PROCEDURE: Expectations of Foster Parents Foster Parents:

A. recognize, encourage, and regard acceptable behavior; B. teach by example and use fair and consistent rules with logical consequences; C. use methods of discipline that are relevant to the behavior; D. supervise with an attitude of understanding, firmness, and discipline; E. give clear directions and provide guidance consistent with the child’s level of

understanding; F. redirect the child by stating alternatives when behavior is unacceptable; G. express themselves so the child understands that the child’s feelings are acceptable but

certain actions or behaviors are not; H. help the child learn what conduct is acceptable in various situations; I. encourage the child to control the child’s own behavior, cooperate with others, and solve

problems by talking things out; J. communicate with the child by showing an attitude of affection and concern; and K. encourage the child to consider others’ feelings.

Discipline Not Permitted Under Any Circumstances Circle of Care Prohibits the use of any form of physical or corporal punishment. Specific types of discipline that are never appropriate and are prohibited are:

A. spanking or any other form of physical punishment


B. use of any object to discipline a child physically (e.g. a board, fly-swatter, paddle, belt, switch, electrical cord, hairbrush, etc.) or administration of punishment by another child

C. denial of water or meals or serving the child different food as a form of punishment D. denying the child adequate amounts of sleep E. cancellation or denial of family visits, phone calls, or contact with family members F. refusing to let a child have open or keep mail addressed to the child G. slapping, pinching, shaking, or rough jerking H. yelling, screaming, cursing, or other forms of verbal abuse I. private or public humiliation or any act that tends to degrade a child or youth J. derogatory remarks about the child, his/her biological family, race, religion, or

ethnic/cultural background K. isolating a child in small or dark areas such as a closet or back porch or confining a

child in any locked or blocked room or place where he/she cannot get out L. time-out in an unlocked room for a time period that exceeds more than one minute

per age of the child M. removal or separation of the foster child from the foster family members as a form of

punishment or to single out the foster child as being different and not part of the family

N. threatening to have the child removed from the foster home O. use of any chemical agent (e.g. mace, sleeping pills, alcohol or any other mind-

altering drugs) or the administration of medicine as discipline P. physical force or threat of physical force Q. use of mechanical restraints (e.g. handcuffs, belts, ropes, etc.) R. using or allowing another child in the home to administer discipline S. excessive exercise, chores, or written exercises (foster parents need to confer with

the foster care worker on what would be excessive)

Oklahoma United Methodist Circle of Care, Inc. Policy Name Case Record Policy # FC013 Effective Date December 2004 Revision Date(s) 8/24/2017


POLICY: Circle of Care creates and maintains a master record for each child in foster care and for each foster home. Each foster child has only one master record and each foster family has only one master record. Paper records are kept at the local office serving the children and families. A secure, electronic copy of the record is kept on Circle of Care’s extendedReach system. Oklahoma DHS shall have an absolute right of access to, and copies of, child records, foster family records or other information relating to children served by Circle of Care under our RFP contract. All documentation filed in the master records must be accurate, true, and complete, to the best of the staff’s knowledge. Records must be kept current at all times.

PROCEDURE: A. Child’s case record. Records maintained by Circle of Care for children in placement

include, but are not limited to: 1. an intake form that includes the child’s full name, nickname(s), if any, date of

birth, race, gender, place of birth, religion, and names, addresses and telephone numbers of parents and other significant relatives;

2. history of previous placements and dates; 3. reason for the present placement; 4. a description of the circumstances that led to the child’s present placement; 5. a description of the child’s relationship with other significant adults and children; 6. admission assessment that includes the child’s current level of functioning and

medical history, including: a. medications the child is currently taking; b. immunizations; c. allergies; and d. childhood diseases;

7. current court order(s) documenting legal custody of the child and other applicable court orders;

8. certified birth verification; 9. child’s medical information, including:

a. child’s medical authorization number, if applicable; b. medical examination completed no more than 60 days prior to placement

or scheduled within 10 days after placement; c. written authorization to provide medical care; d. disabilities; e. psychosocial information; f. name of the child’s last doctor, if known; and g. documentation of medical services;

10. history of the child’s family of origin; 11. information regarding the physical health of the child’s family, including father,

mother, and grandparents; 12. information regarding the emotional stability of family members;


13. reports from schools, specialists, and other agencies; 14. documentation that the child’s rights have been explained to the child; 15. documentation that the grievance policy has been explained to the child; 16. a service plan completed within 30 days of placement and signed and dated by

the child, staff, foster parents, and parent or guardian; 17. revision of the service plan every six months; 18. case notes that have been signed and dated; 19. a discharge plan that includes anticipated length of placement and future

placement; 20. a discharge summary that includes an assessment of the child’s progress in

placement, the child’s continuing needs and plans, and recommendations for follow-up services, if any; and

21. documentation of inability to obtain any of the information contained in this section and efforts to obtain it.

B. Foster home record. Circle of Care maintains a current record on each foster home. Entries, dated in chronological order and identifying the staff member who recorded the information, include:

1. certification form and documents verifying certification; 2. a complete report of the home study with evaluation and recommendations as

required; 3. records of all children placed in the home with dates, names, ages, and rates of

payment for services, if applicable; 4. records of all children removed from the home with dates, names, ages, and

reasons for removal; 5. financial agreements, if applicable; 6. signed and dated case notes, visits or contacts, and conferences; 7. a copy of the placement agreement on each child; 8. correspondence; 9. records of the home study, updated annually; 10. documentation of training; and 11. written agreements and contracts between the agency and the foster parents.

Release of Client Records Circle of Care complies with state and federal laws, regulations and professional ethics related to the release of client's records. Client's records include records of both foster children and foster parents. Written informed consent of the parent/legal guardian (when the client is a minor), foster parents, or a former client, who is over age 18, must be obtained before Circle of Care will release any information about a client or foster family to another organization or individual outside the agency. Foster parents may only consent to release information from the foster parent case record that does not reveal confidential information about children placed in their homes. Exceptions to informed consent, when information about a client may be released without the written consent of the parent/legal guardian (when the client is a minor), foster parents, or a former client (over the age of 18), are instances when disclosure is mandated by law or court order or when there is a clear and imminent danger to the life and safety of the client or other persons.

Oklahoma United Methodist Circle of Care, Inc. In order to protect the confidentiality of clients, all requests to release information must be in writing and will not be accepted by Circle of Care over the phone. Retention and Destruction of Files By contractual agreement with OKDHS, Foster Care child case records must be retained for seven years. Foster parent files will be retained at least ten years after the foster home is closed. Cases that involve a civil or criminal action against the agency shall be kept indefinitely.

Client records may be converted to alternative media, but some form of the record shall be retained and not destroyed as long as legally required.

Oklahoma United Methodist Circle of Care, Inc. Policy Name On-Call Policy # FC014 Effective Date December 2004 Revision Date(s) 8/24/2017


POLICY: Circle of Care will ensure 24-hour emergency on-call personnel are available to foster families and OKDHS. PROCEDURE: The responsibility of staff during on-call is to provide support, safety, and guidance to clients by responding to requests for emergency assistance in a timely manner.

Foster families are directed to contact their Family Specialist assigned to their home in the event of an after-hours emergency. The Supervisor is available, as necessary, to provide coordination and back-up to assure that 24-hour on-call crisis intervention services are available and delivered as needed to foster parents and/or foster children. An immediate response to emergency calls is expected in order to control a crisis before it becomes a placement disruption.

On-call foster care services to OKDHS are available seven days a week for placement and crisis intervention involving children in OKDHS custody and placed in Circle of Care foster homes.


Policy Name Medical and Dental Policy Policy # FC015



POLICY: Circle of Care is committed to ensuring that youth in our care receive timely, accurate and appropriate medical and dental care. PROCEDURE: All foster children in Circle of Care’s care will have an initial health screening appointment scheduled with a medical doctor within 10 days of placement.

Additionally, foster children in Circle of Care’s care are expected to have a comprehensive health assessment, as soon as the child obtains a valid Medicaid number. If necessary for children under the age of three, a SoonerStart developmental screening will be sought through the local health department to test hearing, vision and fine motor skills.

A dental assessment is to be completed within 30 days of initial placement if the child is over three years of age.

Ongoing Medical Services Foster parents use the OKDHS Authorization for Medical Services form. In the case of surgery and other non-routine medical services, OKDHS must be consulted prior to any arrangements. In a life-threatening situation, the treating physician is authorized to proceed. In all other situations the biological parent or legal guardian must give permission for the surgery or non-routine procedures. If the child is in temporary custody and the biological parents are unavailable to give consent, the judge of the county of jurisdiction is authorized to consent. If the child is in permanent custody of OKDHS, the county District Director or his/her designee must give consent.

Medical Emergency In medical emergencies, the foster child is to be taken to the closest hospital and the foster care Family Specialist or on-call foster care worker is to be immediately notified. In instances where the child has or is suspected of ingesting poison, foster parents shall immediately call the poison control hotline, 1-800-222-1222, to determine the best course of action, prior to taking the child to the nearest hospital. As a preventive measure, foster parents shall keep the telephone number for poison control in a locatable place within their home or in their cell phone.


Policy Name Client Personal Property Policy # FC016 Effective Date December 2004 Revision Date(s) 8/25/2017


POLICY: Circle of Care is committed to promoting respect and responsibility for the personal belongings of children placed in a Circle of Care foster home.

PROCEDURE:

Foster parents are expected to verify the child's clothing and property at the time of placement and account for the child's clothing and property at the time of discharge. Foster parents are responsible for safekeeping of the foster child's personal property while the child is placed in the foster home. All personal items of the children will follow the child upon discharge from Circle of Care.


Policy Name Written Plans of Compliance Policy # FC017 Effective Date December 2004 Revision Date(s) 8/25/2017


POLICY:

Foster parents are expected to comply with all of the Circle of Care policies. When foster parents are noncompliant with agency policies and procedures, additional training or a written plan of compliance (WPC) may be necessary. PROCEDURE: Circle of Care has the right to develop a written plan of compliance to address areas of concern and/or non-compliance with agency policies and procedures. Areas of concern may include, but are not limited to;

A. Inappropriate or ineffective disciplining of a foster child. B. Other breaches of Circle of Care or OKDHS policies or procedures.

If it is determined that a Written Plan of Compliance is needed, the Family Specialist will work with the Regional Program Director to complete the WPC and then address it with the foster family. Foster parents are expected to complete whatever retraining or remediation steps are specified in a Written Plan of Compliance or face possible closure of the foster home. Circle of Care’s WPC is separate and distinct from any OKDHS action subsequent to a report of alleged child neglect or abuse.

Oklahoma United Methodist Circle of Care, Inc. Policy Name Foster Home Closure Policy # FC018 Effective Date December 2004 Revision Date(s) 8/25/2017


POLICY: Circle of Care may choose to close a foster home, either at the request of the foster parent or at the decision of Circle of Care. PROCEDURE: Voluntary Closure If a family chooses to close their home voluntarily then the reason for closing shall be documented in their file and shared with OKDHS. Agency Determination Closure If Circle of Care chooses to close a home due to non-compliance, concerns with safety, or due to other reasons, such as an ongoing strained relationship between agency and family, then a reason for closure will be determined by the Regional Program Director and/or Supervisor and a closure letter will be given to the family with the reason(s) for closure. The reason for closing is to be documented in the foster parents' file and OKDHS is to be notified of the closure. In addition, information regarding the Fair Hearing Process will be included, so the family may request a fair hearing if they believe their home was closed unfairly. All foster parents are to be given information concerning their rights, including the right to due process through Circle of Care’s grievance process (FC006). Each foster parent will sign a statement acknowledging that the policy and procedures have been explained. The signed statement is to be placed in the foster parent's file.


Policy Name Discharge Planning Policy # FC019 Effective Date December 2004 Revision Date(s) 8/25/2017


POLICY: Circle of Care believes in the planning for successful discharge of a child in a Circle of Care foster home. Planning a discharge is in the best interest of the child and allows for a more successful transition. Discharge planning begins at the time of placement and provides for a transition from foster care to a less restrictive environment within the community, whenever possible. OKDHS must approve any discharge from a Circle of Care foster home. OKDHS is responsible for all follow-up and aftercare services to children once they leave Circle of Care foster care.

PROCEDURE: If a child has been in the Circle of Care foster home less than three (3) months, DHS must give the family at least a 6-hour notice that a child is to be moved from their home. If a child has resided in a Circle of Care foster home for more than three (3) months but less than seven (7) months, then OKDHS shall give a written notice of removal to the foster parent at least five (5) judicial days prior to the removal.

If a child has resided in the same home for longer than six (6) months, the foster parent may object in writing to the removal of the child by OKDHS. The foster parent's objection is filed by the foster parent with the court of jurisdiction and served to OKDHS within five (5) judicial days after the foster parent's receipt of the notice of removal from OKDHS. All discharge documentation must be completed by Circle of Care staff within 10 days of the child's discharge.


Policy Name Transportation Policy Policy # FC020 Effective Date December 2004 Revision Date(s) 8/25/2017


POLICY: Authorized employees of Circle of Care are able to transport children in foster care as needed to provide support to the foster family and OKDHS. In addition, foster parents are allowed to transport clients in foster care on an ongoing basis. Safety and applicable laws must be followed during transportation. PROCESS: Circle of Care provides vehicles to staff to utilize for job related functions, including the transportation of children in foster care. When an agency vehicle is not available, an employee may use their own vehicle. Circle of Care requires drivers using their own vehicles to carry automobile liability insurance, as required by State law. In addition, Circle of Care staff must not be on their cell phones while the vehicle is in motion for any reason during the transportation of a child in foster care.

Both Circle of Care staff and foster parents must make sure seat belts are used at all times during transportation and that the proper child passenger restraint system and/or car seat is used at all time when transporting a child in DHS custody.

Oklahoma United Methodist Circle of Care, Inc. Policy Name AWOL Policy # FC021 Effective Date December 2004 Revision Date(s) 8/25/2017


POLICY: Circle of Care works to ensure the safety and whereabouts are known of every child placed in a Circle of Care foster home. If a child appears to go absent without leave (AWOL) or is missing, Circle of Care will work with the family to notify all required individuals and work to help OKDHS and the foster family locate the child. PROCEDURE: If a child goes AWOL or is missing the foster parents are expected to immediately notify the Circle of Care Family Specialist. If they are unable to reach the Family Specialist they must contact the Regional Program Director and/or contact the on-call number. In addition, OKDHS and local law enforcement officials must be notified whenever a foster child is missing or cannot be located.


Policy Name Placement Disruption Policy # FC022 Effective Date December 2004 Revision Date(s) 8/25/2017


POLICY: Circle of Care believes the stability of placement within a foster home is essential to the well-being of children in foster care. In crisis situations, the Family Specialist, in consultation with the supervisor, will take appropriate steps to intervene in the foster home to stabilize the situation. The primary goal is for the child to remain in the home and for both the foster parents and child to learn behavior management techniques that can prevent future crisis situations. Placement disruption is an unplanned move of a foster child from one home to another due to a crisis situation or other factors PROCEDURE: In the event the foster parents request the removal of a foster child, Circle of Care must be notified at least seven days in advance to attempt to stabilize the placement and/or work to find another home within Circle of Care’s families that may be able to take the child as a placement. If stabilization is not successful and/or a home within Circle of Care’s families is not located, then Circle of Care will notify the DHS worker that the family would like to have the child moved. If a foster child is removed without authorization, taken into custody by law enforcement, runs away or otherwise cannot be accounted for, the Circle of Care Family Specialist, OKDHS Child Welfare worker, and police must be immediately notified by telephone. A Critical Incident/Accident Report shall be completed within one working day with the original placed in the child's file and copies provided to the OKDHS primary Child Welfare worker and supervisor.

Oklahoma United Methodist Circle of Care, Inc. Policy Name Initial Service Plan Policy # FC023 Effective Date December 2004 Revision Date(s) 8/25/2017


POLICY: Circle of Care will work with the foster family, OKDHS staff and the child to create a service plan at the time of placement and update the plan throughout the placement to further meet the needs of the child. PROCEDURE: An initial service plan will be created by the Circle of Care Family Specialist at the time of placement. The service plan will look to assess the child’s strengths, skills, interests and needs while in foster care. It will identify short term goals, potential problems and how the foster parents, OKDHS staff, and Circle of Care staff will respond to the needs.

If a child remains in care, the service plan must be updated every 6 months thereafter and will include;

A. Tentative discharge plans B. Visitation plans with bio-family and siblings C. Medical/Dental treatment D. Emotional/Behavioral observations E. Educational/Developmental needs


Policy Name Family Specialist Role Policy # FC024 Effective Date December 2004 Revision Date(s) 8/25/2017


POLICY: The Circle of Care Family Specialist engages in activities designed to recruit, assess, train, approve, support, re-assess, and retain foster families by working cooperatively with internal and external sources to provide a safe environment while the child in OKDHS custody is placed in a Circle of Care foster home. PROCESS: Recruitment of Foster Family Homes The Family Specialist engages in activities designed to recruit foster families that reflect the diversity of the children in out-of-home care and who are willing to parent the child with special needs utilizing the demographics of children needing out-of-home placement in the area being serviced by the Family Specialist. The Family Specialist documents foster family inquiries in the Circle of Care extendedReach. The Family Specialist discusses with each potential applicant the: basic responsibilities and requirements expected of a foster parent; types of special needs children requiring out-of-home placement have; and the process required for approval as a foster parent. Foster Family Assessment Process The Family Specialist assures a safe environment for the child by: completing the initial consultation with the family’s home; evaluating the prospective foster home to assess the location, condition, and ability to accommodate children in foster care through a house assessment; evaluating each prospective foster parent and adult household member’s child welfare and criminal background history; providing pre-service training for the foster parents; assessing the family through the home study assessment and helping the family complete all the appropriate forms; and when the assessment is approved, provide the applicant with a copy of the family assessment without the reference and verification sections. Foster Family Retention The Family Specialist engages in activities that value and support the foster parent’s role and assists the family with navigating the child welfare (CW) system. Foster Family Re-assessment The Family Specialist completes the yearly re-assessments in a timely manner by: addressing concerns not previously addressed with the foster family; documenting training the foster parent completes including the 12 hours of in-service training required each calendar year; providing the foster parent with materials to obtain the 12 hours of in-service training required; and helping the foster family complete all required forms and updates the family information. Foster Home Visits Monthly visitation with the foster family by the Family Specialist is required to provide ongoing support and address concerns or issues the foster family may have. The Family Specialist must see the child(ren) placed in foster care during the monthly visit with the foster family.

Oklahoma United Methodist Circle of Care, Inc. Placement Considerations for the Child in OKDHS Custody The Family Specialist: considers the child’s physical and emotional health and safety when identifying placements; considers the foster family’s strengths and training when identifying potential children for placements; and collaborates with the foster family to place siblings together. Team Member The Family Specialist: collaborates as a professional team member with OKDHS, and the foster family to ensure the child’s safety, welfare, and permanency; assists with gathering information regarding the child including, but not limited to, medical, educational, behaviors, tribal affiliations, visitation plans, and important connections to help the foster family care for the child safely and appropriately; treats the foster family with respect and professionalism; and assists the foster family with issues and concerns regarding the children placed in the home. Consultation The Family Specialist will consult with their supervisor, Regional Directors, Clinical Director, and/or Program Director as needed in providing services to foster families and keeping children in OKDHS custody placed in Circle of Care foster homes safe. Investigations and Policy Violations The Family Specialist works with OKDHS and the foster family to address identified issues, concerns, or policy violations through a written plan of compliance to ensure the placement is safe and stable for children. Ten-Day Investigation Staffing The Family Specialist attends the 10-day staffing held during the foster home investigation when requested by OKDHS. Closure of a Foster Home The Family Specialist assesses the need for closure of a foster home with consultation from their supervisor and timely completes all necessary documentation related to the home’s closure.


Policy Name Case File Reviews Policy # FC025 Effective Date December 2004 Revision Date(s) 9/14/2017


POLICY: Circle of Care works to maintain compliance of foster care files, both foster parent and child records, through internal peer file reviews, as well as external reviews by outside entities.

PROCEDURE:

Internal Case Reviews Approximately one-fourth of all open child and foster parent case records will be reviewed quarterly by a peer review team, using guidelines for case reviews and the OKDHS contract. The purpose of the review is to check for completeness, thoroughness, and timeliness of paperwork; the quality of the service provided; and to identify barriers and opportunities for improving services. A record of which cases have been reviewed will be maintained. To ensure greater objectivity, reviewers will not review cases in which they have been directly involved as a service provider or supervisor. In addition to the quarterly peer review of case records, the Program Director and CQI personnel may periodically review case records for quality control purposes to monitor thoroughness, completeness, timeliness and adequacy of paperwork. The Program Director will also review case records when they are closed to ensure the case record is complete. External Case Reviews Case record reviews are conducted by external organizations. In each instance, the Vice President of Program Services and/or Regional Program Director or his/her designee will arrange for the interviews, provide the requested records for review, and respond to any deficiencies.

A. The OKDHS Child Placing Licensure Unit periodically will review Child Case Records,

Foster Parent Case Records, and personnel records of foster care staff. The focus of this review is completeness and thoroughness of all paperwork for the records.

B. OKDHS Contract monitors complete a performance review of foster care records once a year. Case Records are reviewed for level of care, completeness, thoroughness, timeliness and adequacy of documentation reflecting treatment and case management services in accordance with contract requirements. OKDHS may interview staff, clients, and foster parents; and will review policies, procedures, insurance coverage and the agency's current license.

C. Council on Accreditation (COA) conducts a review of foster care records once every 4 years during the agency re-accreditation site visit. COA may interview staff, clients, and foster parents; and will review policies, procedures, insurance coverage and the agency’s current license.

Oklahoma United Methodist Circle of Care, Inc. Policy Name Social Media Policy Policy # FC026 Effective Date December 2004 Revision Date(s) 8/35/2017


POLICY: Circle of Care respects the privacy of children in foster care. In doing so, it is our policy that certain steps must be taken and consent granted before a foster child’s image or other identifying information can be shared publically on any media outlet, but not limited to, newsprint, television, social networking sites, such as Facebook, Twitter, Instagram, Snapchat, or other social media sites. PROCEDURE: If a foster parent and/or a representative of Circle of Care would like to share information regarding a child in foster care, then the following steps must be taken.

A. If a foster parent is making the request, then they must notify their Circle of Care Family Specialist that they are seeking to share an image and/or identifying information about a child.

B. A request for approval must be submitted in writing to the child’s DHS caseworker and/or the caseworkers Supervisor.

C. The consent from the DHS worker and/or supervisor must be provided in writing and a copy of the consent must be stored in the child’s Circle of Care case file.


Policy Name Abuse & Human Trafficking Policy Policy # FC027 Effective Date December 2004 Revision Date(s) 8/25/2017


POLICY: Every person in Oklahoma who has reason to believe that a child under 18 has been abused or neglected or is in danger of being abused or neglected is required by law to promptly make a report. Failure to report child abuse is a misdemeanor offense. A person who reports suspected abuse in "good faith" is immune from criminal or civil liability. If you suspect abuse or neglect, call the Oklahoma Child Abuse Hotline: 1-800-522-3511 If the child is in imminent danger, call 911 or local law enforcement. PROCEDURE:

A. Abuse may include the following instances: 1. Physically and/or verbally abuse a child. 2. Any person exhibiting sexual and/or seductive behavior toward a child. 3. Placing a child in a situation that may endanger his/her life or health. 4. Tortures, cruelly confines, or cruelly punishes a child. 5. Deprives a child of necessary food, clothing, shelter, or care. 6. Touches a child inappropriately and/or in such a way as to intentionally cause the child pain. 7. Human trafficking

B. Report suspected neglect or abuse to the Oklahoma Child Abuse Hotline. C. Complete a Circle of Care Critical Incident Report. See CoC Form 163.

Regarding human trafficking: The Trafficking Victims Protection Act of 2000 (TVPA) defines human trafficking as: The recruitment, harboring, transportation, provision, or obtaining of a person for sex trafficking in which a commercial sex act is induced by force, fraud, or coercion, or in which the person induced to perform such act has not attained 18 years of age; or labor or services, through the use of force, fraud, or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery. Any child (under the age of 18) engaged in commercial sex (including prostitution, pornography, stripping) is a victim of trafficking. Any minor child suspected to be a victim of trafficking must also be immediately reported to the Oklahoma Child Abuse Hotline.

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