Policy and Procedure Manual s2

POLICY AND PROCEDURE MANUAL

I INTRODUCTION

This manual has been written to comply with the rules and regulations of the Ministry of Child and Youth Services.

A) PREAMBLE

Reachingout Family Homes (R.F.H.) is a specialized parent model program for developmentally handicapped, multi-handicapped, medically fragile and emotionally disturbed children.

R.F.H. will provide treatment in a family environment on a short term and long term basis for children from infancy to adulthood. The diagnostic service groups being identified are within the following categories:

1) Emotional and behavioural disturbances

2) Developmentally and/or physically handicapped

3) Medically fragile

4) Multi-handicapped

R.F.H. will combine the extensive and varied professional expertise of social work staff, child management workers.

B) PROGRAM PHILOSOPHY

R.F.H.’s philosophy is to provide the least restrictive alternative to the child’s natural family and where possible, the objective will be to sustain ongoing natural family involvement in liaison with the referring agency.

C) PROGRAM GOALS

1) To provide individualized short-term goals to meet the specific needs of all children placed within the R.F.H. Program.

2) To provide residential care within a supportive family model environment in which a child can be stabilized and encouraged to help him/herself through positive feedback.

3) To assist the child in maximizing his/her own skills and capabilities by individualizing programming through a Plan of Care.

4) To work towards the child’s return to his/her natural family, where possible.

The aim of R.F.H. is to provide a warm, stable and supportive atmosphere in which children are given every opportunity and encouragement to grow and mature towards responsible independence. The ultimate goal is to provide each child with the strength, confidence and ability to enable him/her to become meaningful members of society.

II PLACEMENT

A) A child’s placement should meet his/her needs as closely as possible within the available resources. Every effort will be made by the foster family and resource to search out religious and/or cultural organizations that will allow the child the opportunity to engage in activities that will enhance his cultural, religious, racial background as per directive (0202-06). The criteria to be used in selecting a placement shall make reference to:

1) the child’s cultural, racial and socioeconomic background wherever possible.

2) the child’s religious background.

3) the child’s developmental, emotional, social, medical and educational needs.

4) the child’s abilities, strengths and problem areas.

5) the child’s wishes if they can be reasonably ascertained.

Foster Parents must be given all known background information on each child, including information on past abuse.

117. (1) Every licensee shall ensure that it places no more than four foster children and no more than two foster children under two years of age in each foster home. R.R.O. 1990, Reg. 70, s. 117 (1).

(2) Subsection (1) does not apply where all the foster children are of common parentage or related to the foster parents and a Director approves the placement in writing. R.R.O. 1990, Reg. 70, s. 117 (2).

B) Where possible a pre-placement visit shall be arranged for the child with the placing agency worker (usually known to the child) to meet the R.F.H. family and a R.F.H. staff. Foster parents will not be reimbursed for pre-placement visits.

1) the duration of the pre-placement visit will vary depending on:

a) circumstances

b) time available

c) distance traveled

e) personal preferences (mutually agreed upon)

2) it is usually at this time that the final placement date and time are

` decided.

3) it must be mutually agreed upon by agency worker and R.F.H. staff if natural family members are to be involved at this visit. It is based on their future involvement with the child and their availability and/or desire to be involved.

4) it is the expectation of R.F.H. that the foster parents have some time alone with the child before making a decision.

C) Before or at time of placement, the R.F.H. family will have signed the Foster Care Service Contract.

D) Prior to the actual placement or soon thereafter, as practicable, but no longer than seven (7) days, the placing agency worker, the R.F.H. staff and the R.F.H. parent(s) shall arrange for:

1) enrolment of the child in an appropriate school program.

2) conduct a preliminary meeting to identify the child’s needs and what services need to be implemented. (7 day visit).

3) a list of the clothing the child will need (clothing for the season only).

E) Learning about a Placement (0202-07)

When a decision is made for the child to leave a placement, the foster family and child will be contacted (when possible) either in person or by phone, to obtain information about the previous placement from the foster family and child’s perspective (where appropriate). This information will be documented and placed in the child’s file and foster family’s file. This information may also be shared with the placing agency. This information may be used to assist in future placements within the foster home.

Social History

(7) Every placing agency shall initiate a social history of each child that it places in foster care within 60 days after the child is placed and it is the responsibility of the Licensee to update it annually thereafter. O. Reg. 70 S. 111 (7)

(8) The social history of a child shall include,

(a) identifying information

(b) admission information

(d) birth history

(e) developmental history

(f) health history

(g) academic history

(h) history of court involvement

(i) experiences of separation

(j) personality and behaviour

(k) aptitudes and abilities. O. Reg. 70 S111 (8)

(9) If the placing agency is not the licensee, the placing agency shall share the social history that it has prepared with the licensee. O. Reg. 70 S.111 (9)

(10) A licensee shall use the social history of a child as a resource in adapting the foster plan of care for the child. O. Reg. 70 S.111 (9)

III WRITTEN AND VERBAL REPORTING

A) WRITTEN FOSTER PLAN OF CARE

1) When a decision is made to admit a child, R.F.H. develops Foster Plan of Care within 30 days of placement. Participants in this Plan will be: R.F.H. staff, R.F.H. parents, placing agency worker, the natural parents (if appropriate) and where the child is 12 years of age or over. (Reg 70, s.115 (2), (3). RFH will ensure that the following time frame be adhered to:

(a) The Licensee shall review and if necessary amend the Plan of Care for each child, three months after placement, six months after placement and at least every six months thereafter; or

(b) earlier than the timeframes referenced in clause (a) if,

(i) there is a material change in circumstances which necessitates a review of the plan; or

(ii) there is a change in the child's placement.

The date of each review and any changes made in the foster plan of care shall be documented by the licensee in the child's file.

A RFH supervisor shall examine the child's file at the time of each review to ensure that the required recording and documentation have been carried out and shall sign and date the record. R.R.O. 1990, Reg. 70, s. 115 (4).

Where a foster care plan is reviewed without the involvement of one of the persons referred to in subsection (1), the reason shall be noted in the child's file. R.R.O. 1990, Reg. 70, s. 115 (5).

For the purposes of subsection (1), where the placing agency is not the licensee the placing agency and the licensee shall ensure that any reports respecting the child are shared between them upon receipt or as soon as practicable. O. Reg. 70,s.111 (6)

If a foster plan of care includes a recommendation to obtain specialized consultation, specialized treatment and supports for the child, or any one or combination of them, and any one of them has not been obtained within the specified timeframe, the reasons shall be noted in the child's file by the licensee. O. Reg. 70 Sec 115 (6) (7)

RFH must ensure that receives a social history within 60 days of a child being placed. The social history will be used by RFH to formulate the Foster Plan of Care. Should the placing agency not share the social history with RFH, RFH will document the date of request, person to whom request made and the reason for placing agency not sharing social history with RFH. O. Reg. 70 Sec 111 (7) (8). This Social History will be reviewed annually and updated annually.

Foster Care Plan Review

(2) The review referred to in subsection (1) shall be carried out with the involvement of the licensee, the placing agency where the placing agency is not the licensee, the child where the child is 12 years of age or over, the foster parents and, where appropriate, the child's parents,

(a) three months after placement, six months after placement and at least every six months thereafter; or

(b) earlier than the timeframes referenced in clause (a) if,

(i) there is a material change in circumstances which necessitates a review of the plan; or

(ii) there is a change in the child's placement. O. Reg. 70 S 115 (2)

(3) The date of each review and any changes made in the foster plan of care shall be documented by the licensee in the child's file. O. Reg. 70 S. 115 (3)

(4) A supervisor shall examine the child's file at the time of each review to ensure that the required recording and documentation have been carried out and shall sign and date the record. R.R.O. 1990, Reg. 70, s. 115 (4).

(5) Where a foster care plan is reviewed without the involvement of one of the persons referred to in subsection (2), the reason shall be noted in the child's file. R.R.O. 1990, Reg. 70, s. 115 (5).

(6) For the purposes of subsection (1), where the placing agency is not the licensee the placing agency and the licensee shall ensure that any reports respecting the child are shared between them upon receipt or as soon as practicable. O. Reg. 70, s. 115 (6).

113. Every licensee that places or intends to place a child in foster care shall ensure that a written record of,

(a) any needs of the child that cannot be met by placement in the foster home;

(b) how the needs of the child will be met; and

(c) any reservations or concerns expressed by the foster parents about the placement of the child in the foster home, is included in the child's file. R.R.O. 1990, Reg. 70, s. 113.

(7) If a foster plan of care includes a recommendation to obtain specialized consultation, specialized treatment and supports for the child, or any one or combination of them, and any one of them has not been obtained within the specified timeframe, the reasons shall be noted in the child's file by the licensee. O. Reg. 70, s. 115 (7).

(5) Where a foster care plan is reviewed without the involvement of one of the persons referred to in subsection (2), the reason shall be noted in the child's file. R.R.O. 1990, Reg. 70, s. 115 (5).

DAILY RECORDING

The importance of keeping accurate records involving the R.F.H. home and the child cannot be

over emphasized.

A record book (daily logs) is kept for each child. Daily logs must be hand written or typed within 24 hours and signed by the author.

Upon admission, any delay in medical or dental examination must be noted, along with the reason for the delay.

Summary notations are made of incidents affecting the health, safety or general well being of R.F.H. parents, their children or R.F.H. staff.

Any instance of opening a child’s correspondence, the reason for opening it and any particles that are removed is to be recorded in the child’s daily log by the person opening the correspondence.

Recording of self-administered medication is made in the child’s daily log, giving details of:

a) the licensed physician prescribing the medication.

b) the name and type of medication and the instructions to be followed.

The person giving the medication and the reason for the medication records any medication given to a child in the child’s daily log.

Any psychotropic medication must have the permission of the placing agency before such medication can be administered to a child and must be recorded in daily logs.

Any punishment given to a child is recorded in the child’s daily log, stating the punishment and the reason for it. A record of all medical and dental appointments is to be kept in the child’s daily log.

All records and reports are the sole property of RFH and must be returned to RFH upon request.

D) SERIOUS OCCURRENCES / ENHANCED SERIOUS OCCURRENCES

DEFINITION

Serious occurrences to be reported by the service provider to the Ministry are defined as follows:

1) Any death of a client, which occurs while participating in a service.

2) Serious injury to a client that occurs while participating in a service. Serious injuries may include: