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Policies & Procedures Manual

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1. Purpose & Mission  
  1.01 Departmental Mission  
2. Intake & Investigations  
  2.01 Referrals  
  2.01.03 04/22/00 Referrals - Criteria for Agency Intervention  
  2.01.05 12/01/14 Reports on Employees of CCDCFS  
  2.01.09 05/01/13 Courtesy Supervision & Joint Investigations  
  2.01.10 07/28/08 Children Born Exposed to Drugs  
  2.03 Investigations  
  2.03.00 09/01/11 Standards for the Investigation of Intake Reports  
  2.03.01 03/31/00 Investigation of CA/N Reports from Schools  
  2.03.02 05/22/07
Justifications and Waivers when Completing Investigations  
  2.03.03 08/08/07 Investigative Dispositions: Other Forms of Confirmation; Isolated Indicators  
  2.03.04 07/01/01 Special Investigations of Substitute Care Providers  
  2.03.05 10/01/14 Appeals of Report Dispositions  
  2.03.06 03/31/00 Alleged Child Victims (ACVs)  
  2.03.07 02/13/06 Procedure for handling Domestic Violence (DV) Cases  
  2.06 Joint Home Visit  
  2.06.01 03/01/13 Joint Transfer Conference  
  2.07  
  2.07.01 12/06/05 Babies Born to Women in Prison  
4. Referral Procedures - Other Agencies
  4.03  

4.03.01 08/01/12 Referrals and/or transfers to the Cuyahoga County Board of Developmental disabilities
 
5. Case Requirements  
  5.01 Case Requirements  
  5.01.02 03/31/11 Case Plan Develop Meeting  
  5.01.03 03/31/11 Case Plan Policy  
  5.01.04(a) 03/31/11 Family Team Meeting Court Involved  
  5.01.04(b) 03/11/11 Family Team Meeting Non Court Involved  
  5.01.05 08/09/07 Referrals for Community Collaborative Refferals  
  5.01.06 10/01/12 Non-Responsive Families and Refusal of Services(non-court involved)  
  5.01.07 02/01/13 Relative Identification and Notification
 
  5.02 Case Review  
  5.02.01 05/01/13 TDM/Staffings Policy  
  5.02.02 09/01/08 90 day case reviews & Semi annual reviews (SAR's) for In-home supportive Services Cases  
  5.03 Case Closings  
  5.03.03 10/18/06 Case Record and Case Documentation  
 

 
  5.04 Case Closings  
  5.04.01 05/15/06 Closing Cases WITHOUT Substance Abuse Issues  
  5.04.02 02/25/02 Closing Cases WITH Substance Abuse Issues  
  5.04.03 02/25/02 Family Reunification in Cases Involving Substance Abuse  
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6. Substitute Care  
  6.01 Placement Issues  
  6.01.01 09/01/14 Discharge Policy  
  6.01.03 03/24/06 Out of Home Care  
  6.01.04 03/31/11 Sibling Policy  
  6.01.05 10/22/02 Protocol for Children in Custody Obtaining a Drivers License  
  6.01.06 09/01/14 Discipline of Children in Substitute Care  
  6.01.07 09/01/14 Religious Practices & Participation of Children in Substitute Care  
  6.01.08 02/01/13 Socialization & Education of Children in Substitute Care  
  6.01.09 09/01/14 MEPA Compliance  
  6.01.10 09/01/14 MEPA Monitor Policy  
  6.01.11 09/01/14 Multi-Ethnic Placement Act (MEPA) Complaints of Alleged Discrimination in the Foster Care and Adoptive Process  
  6.01.12 09/01/14 Multiethnic Placement Act of 1994 (MEPA) Standards of Conduct  
  6.02 Foster Care  
  6.02.01 11/04/09 Foster & Adoptive Family Recruitment Policy  
  6.02.02 03/31/06 Foster Family Information Needs  
  6.02.03 06/01/14 Foster Parent Pre-Service and Ongoing Training – (Family Foster Care)
 
  6.02.04 03/01/96 Levels of Foster Care (Definitions)  
         
  6.02.06 09/01/14 Foster and Adoptive Homestudy Completion  
  6.02.07 09/01/14 Joint Foster Care and Approval Process  
  6.02.08 06/01/14 Sharing and Transferring of Licensed Foster Homes  
  6.02.10 01/19/06 Lifebook Policy  
  6.02.11 06/02/14 Revocation, Denial of Initial Certification or Denial of Recertification of a Foster Home Certificate
 
  6.02.12 09/01/14 Appeals of Denials and Revocation Recommendations of Foster
Care Licensure and Adoption Approval
 
  6.02.13 09/01/14 Payments to Foster Parents  
  6.02.14 09/01/14 Minor Foster Home Residents Age 12 to 18 with Criminal Records  
  6.02.15 09/01/14 Reimbursement to Foster and Adoptive Caregivers for Damages  
  6.02.16 11/01/12 Legal and Liability Issues for Foster and Adoptive Parents  
  6.02.17 03/01/14
Retained Applicant Fingerprint Database Information Exchange (RAPBACK)  
  6.02.19 09/01/14 Foster/Adoptive Parent Request for Access to Parent Case Record  
  6.02.20 11/05/09 Family Foster Annual Review, Recertification and Adoption Home Study  
  6.02.21
11/20/13 Exit Interviews; When a Child in Custody Leaves an Out-of-Home Placement  
  6.03 Adoption Department Policy  
  6.03.01 05/01/06 Adoption Policy  
  6.03.02 07/01/05 Post Adoption Special Services Subsidy (PASSS)  
  6.03.03 07/01/05 Cuyahoga County Special Services Subsidy & State Adoption Special Services Subsidy  
  6.03.04 09/01/09 State Adoption Maintenance Subsidy (SAMS)  
  6.03.05 08/01/14 Falsification of Adoptive Application/Homestudy  
  6.04 Kinship Care  
  6.04.00 02/14/11 Caregiver Approval for Custody Cases  
  6.04.01 02/14/11 Caregiver Approval for Non-Custody Cases  
  6.05 Family Visitation Services  
  6.05.01 03/29/04 Family Visits  
  6.05.04 09/01/06 Resource Manager Visitation  
  6.06 Custody  
  6.06.01 11/14/94 Custody Checklist  
  6.06.02 10/04/10 Background Reviews:
Case Planning, Reunification, and Unification with Parents
 
  6.07 Other Placement Types  
  6.07.02 02/01/13 Out of Town Investigation (OTI)/Interstate Compact on the Placement of (ICPC) Kinship Evaluation  
  6.07.03 02/01/13 Out of Town Investigation (OTI)/Interstate Compact on the Placement of (ICPC) Biological Parent Evaluation  
7. Legal, Juvenile Court & Custody Issues  
  7.01 Custody  
  7.01.05 09/01/13 Minor Parents & Their Children  
  7.01.07 06/08/09 Agreements for Permanent Surrender  
  7.02 Critical Incidents  
  7.02.01 03/01/14 Timely Reporting of Alerts and Critical Incidents  
  7.02.02 09/28/09 Death of a Child  
  7.02.03 09/26/95 Burial Policy  
  7.03 Court  
  7.03.01 06/08/09 Court Hearing Attendance  
  7.04 Confidentiality  
  7.04.01 06/30/08 Sharing and Dissemination of Confidential Client Information  
  7.04.02 12/01/14 Conflict of Interest  
  7.05 DCFS Child Involvement  
  7.05.01 10/18/04 Staff/Clients As Research Subjects  
  7.05.02 06/30/08 Child Involvement in DCFS Publicity Activities  
  7.05.03         03/31/2011 Creation, Use and Distribution of Video Recruitment Materials  
  7.06 Civil Rights  
  7.06.01 08/10/10 Civil Rights of Children  
  7.06.02 11/17/00 Children's Rights  
  7.06.03 06/30/08 Client Rights  
8. Continuous Quality Improvement  
  8.01 Case Record Review  
  8.01.02 09/22/08 Senior Supervisor/Supervisor Case Record Reviews  
  8.01.04 04/22/10 Quality Improvement  
  8.01.05 04/09/08 Self Evaluation  
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9. Child Health Care  
  9.00  
  9.00.01 07/18/11 Comprehensive Health Care for Children in Placement  
  9.00.02 06/01/09 Help Me Grow Services (HMG)  
  9.00.03 01/01/06 HIPAA Signature Authorization  
  9.00.04 06/28/06 Child's Medical Records Requests  
  9.02 Ongoing Medical Treatment  
  9.02.04 10/19/95 Medical/Therapy Appointment Transportation Policy  
  9.02.05 06/30/99 Medical Second Opinions  
  9.02.06 01/01/06 General HIV Testing  
  9.02.07 01/01/06 HIV Testing-Due to Accidental Exposure  
  9.02.08 01/01/06 Emergency Medical Care for Children in Custody  
  9.02.09 05/01/06 Do Not Resuscitate (DNR) Orders for Children in Custody  
  9.03 Diseases  
  9.03.01 01/-/89 HIV, AIDS and/or ARC  
  9.04 Psychiatric Care  
  9.04.01 11/30/94 Access to In-Patient Psychiatric Services  
  9.04.02 03/16/94 Equalization of In-Patient Psychatric Admissions  
  9.04.03 01/01/14 Psychotropic Medication  
  9.04.04 08/01/13 Suicidal Youth  
10. Management  
  10.01 Building Management  
  10.01.01 08/01/12 Room Reservations (JEH)  
  10.01.02 08/01/12 Smoking Policy  
  10.01.03 07/01/13 Procedure to Process and Reconcile Office Supplies (Stockless) Orders  
  10.01.04 06/01/13 Visitor Parking in the Priemer Lot  
  10.01.05 06/01/13 General Parking Policy  
  10.01.06 08/01/12 Agency Bulletin Boards  
  10.01.08 09/01/13 Use of Appliances
 
  10.01.09 12/01/05 Broadcast Messages  
  10.02 Security Measures  
  10.02.01 10/20/04 Maintenance of a Safe Work Environment - (Emergency Situations)  
  10.02.02 08/01/13 Cellular Communication Devices  
  10.02.03 01/01/15 Transportation of Children/Youth   
  10.02.04 08/01/14 Traveling in Pairs  
  10.02.06 04/19/06 On-the-Job Criminal Incidents  
  10.02.08 11/08/01 Threats Against Agency Personnel  
  10.02.10 02/01/13 Identification Card Policy  
  10.02.11 06/01/13 Visitor's Passes  
  10.03 Dress Code  
  10.03.05 11/01/13 Dress Code  
  10.04 Interns  
  10.04.01 08/8/09 Use of Interns  
  10.05  
  10.05.01  01/01/15 Reporting Misconduct  
  10.05.02  03/18/10 Standards of Conduct – Federally Funded Contracts
 
  10.05.03
 03/18/10
Conflict of Interest – Acquisition of Goods and Services
 
  10.06 Public Relations  
  10.06.01 02/22/08
DCFS Speakers Bureau  
  10.06.02 04/15/04 Media Representation/Public Information Requests  
  10.06.05 05/01/13 Suggestion Box
 
  10.06.10 01/01/14 Responding to Concerns  
  10.07 Policies & Procedures  
  10.07.02 10/01/14 Agency Policy & Procedure Develpoment  
  10.08 Miscellaneous Administrative Policies  
  10.08.01 07/01/13 Accessibility of the Agency Administrator  
  10.08.03 05/22/98 Signature Authorization Table  
  10.08.07 02/23/09 Reference Letters  
  10.09 Personal Communication Devices  
  10.09.01 10/20/04 Personal Communication Devices  
11. Fiscal  
  11.01 Fiscal  
  11.01.01 04/01/13 Cuyahoga County Bi-annual Budget Cycle  
  11.01.02 06/01/13 CCDCFS Bi-annual Budget Mid-Cycle Review Process  
  11.01.03 08/01/12 Management and Monitoring of Annual Budget Expenditures  
  11.02  
  11.02.01 06/01/13 Accounts Payable and Receivable Management/Internal Control  
  11.02.02 12/01/13 Processing Client and Employee Payables and Recording Revenue Receipts
 
  11.02.03 04/01/13 Employee Reimbursement for Automobile Liability Rider Insurance  
  11.02.04 09/01/12 Travel Reimbursement
 
  11.03  
  11.03.01 11/16/13 Tax Exempt Status  
  11.04  
  11.04.01 08/01/13 Fiduciary Responsibility for Client Funds  
  11.04.02

08/01/13

Fund 6 Request - Director's Discretionary Fun   
  11.05  
  11.05.01 04/01/13 Payroll  
  11.06  
  11.06.01 08/01/12 Procedure to Process Revenue Receipts  
  11.07  
  11.07.03 02/01/13 Social Security Cards  IV-E  
  11.30   
  11.30.05  06/01/13  Direct Deposit of payments   
  11.70 IV-E  
  11.70.01 10/01/12 Birth Certificates - IV-E  
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12. Information Services  
  12.03.01 10/01/13 Network Administration of Computer Users  
  12.04.02 03/23/07 Internally Developed Software Releases  
  12.05.01 06/01/13 Service Center Requests for Software Development and Data Analysis  
  12.05.03 10/05/09 Role of Information Services (IS) Analysis  
  12.05.04 10/01/13 Permanent Suspension of Computer Rights  
  12.05.05 04/01/13 Security of Automated Data in the Computer Systems  
  12.05.06 04/01/13 Electronic Communications Equipment
 
  12.05.07 04/01/13 Electronic Communication and Information Technology (IT) Resource Usage  
  12.05.08 04/01/04 Telecommunications  
  12.05.09 03/21/07 Computer Software Training  
13. Procedure  
  13.01.01 05/01/13 Procedure to Process Requests for Proposal (RFP): Request for Qualification(RFQ); Contracts; Agreements; Memorandums of Understanding (MOU); Grants; and Amendments
 
  13.06.01 04/09/08 Procedure to Process Travel Requests  
  13.07.01 04/01/13 Vendor Request  
  13.10.01  10/01/12 Contract Monitoring - Residential Facilities/Network Foster Placement Contracts  
14. Records Management  
  14.00.00 11/07/08 Records Compliance and Maintenance  
  14.00.01 06/18/07 Case Record Storage and Access  
  14.00.02 06/19/07 Document Retention and/or Disposal  
  14.00.03 04/17/07 Evidence Policy  
  14.00.04 10/15/07 Public Records Request  
  14.00.05 06/20/07 Photo Image  
  14.01  
  14.01.01 10/11/06 Formatting & Scanning Closed Finalized Adoption Records  
  14.02  
  14.02.01 06/18/07 Charging Out Active, Closed Formatted & Scanned Records  
  14.02.02 08/24/06 Formatting and Scanning Semi-Annual Reviews (SAR's)  
  14.02.03 06/15/04 On-Going Records - Formatting  
  14.02.04 04/05/04 Protocol for Scanning Financial/Non-Financial Packets  
  14.02.05 06/20/07 Scanned Packets that have not been Formatted  
  14.02.07 06/20/07 Scanning/Imaging  
  14.02.08 09/13/06 Processing Records on Intake to On-Going Transfers  
  14.03  
  14.03.01 02/08/06 Closed IV-E Records and Retention Schedule  
  14.03.02 08/16/06 DOE Cases Storage and Retrieval  
  14.03.03 03/22/06 Closed Foster Home Records  
  14.03.04 06/20/07 Off-Site Back-up, Storage and Retrieval  
  14.03.05 06/18/07 Receiving Closed, Opened or Returned Records  
  14.04  
  14.04.01 08/31/05 Correspondence or Loose Documents  
  14.04.02 06/20/07 Quality Check for Formatted Family Records  
  14.04.04 06/18/07 Window Duty  
  14.04.05 10/03/07 Obsoleted  
  14.04.06 06/20/07 Transportation of Records  
  14.04.07 10/03/05 Adding Scanned Documents to the Physical Record  
  14.04.08 09/15/05 Tracking Charged-Out Family Records  
  14.04.09 06/20/07 Returning Fragmented Open Case Documents  
  14.05  
  14.05.01 06/19/07 Confidentiality Statement Signature  
  14.05.02 10/01/05 Duplicate Records with (two different family numbers)  
  14.05.03 06/20/07 Productivity  
  14.05.04 06/18/07 Record Room Security  
  14.05.05 08/24/06 Researching Misfiled or Missing Records/Documents  
15. Training  
  15.02.01 03/20/07 Social Worker Training and Orientation  
  15.03.01 02/15/08 Field Education for Students  
  15.05.02  07/01/14 Professional Development   
16. Human Resources  
  16.01.01 05/01/13 Notification to the Office of Human Resources of Administrative Transfers  
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