About this Format .................................................................................................................................................................................................................................................................................................
20
Summary of Changes .................................................................................................................................................................................................................................................................................................
21
System Manuals .................................................................................................................................................................................................................................................................................................
26
PPS_PPM_Appendices .................................................................................................................................................................................................................................................................................................
27
PPS PPM Appendices .................................................................................................................................................................................................................................................................................................
27
PPS_PPM_Forms .................................................................................................................................................................................................................................................................................................
30
0000_General_Information_Forms .................................................................................................................................................................................................................................................................................................
30
10000_Adult_Protective_Services_Forms .................................................................................................................................................................................................................................................................................................
31
1000_Intake_Forms .................................................................................................................................................................................................................................................................................................
33
2000_Investigation_and_Assessment_Forms .................................................................................................................................................................................................................................................................................................
34
3000_Case_Management_Forms .................................................................................................................................................................................................................................................................................................
35
4000_Family_Services_Forms .................................................................................................................................................................................................................................................................................................
36
5000_Child_Welfare_Community_Based_Services_Forms .................................................................................................................................................................................................................................................................................................
37
6000_Permanent_Custodianship_and_Adoption_Forms .................................................................................................................................................................................................................................................................................................
40
7000_Independent_Living_and_Self_Sufficiency_Forms .................................................................................................................................................................................................................................................................................................
41
8000_Quality_Assurance_Forms .................................................................................................................................................................................................................................................................................................
42
9000_Interstate_Compact_Forms .................................................................................................................................................................................................................................................................................................
43
PPS_Policies .................................................................................................................................................................................................................................................................................................
44
0000_General_Information .................................................................................................................................................................................................................................................................................................
44
0100 About This Topic .................................................................................................................................................................................................................................................................................................
44
0140 Delegation of Responsibilities .................................................................................................................................................................................................................................................................................................
45
0150 Questions, Concerns and Clarification .................................................................................................................................................................................................................................................................................................
46
0160 Glossary .................................................................................................................................................................................................................................................................................................
47
0210 Staff Safety .................................................................................................................................................................................................................................................................................................
56
0220 Discrimination Prohibited by Law .................................................................................................................................................................................................................................................................................................
57
0221 Limited English Proficiency (LEP) .................................................................................................................................................................................................................................................................................................
58
0230 Administrative Appeals .................................................................................................................................................................................................................................................................................................
59
0240 Conflict of Interest .................................................................................................................................................................................................................................................................................................
60
0242 Electronic Communication .................................................................................................................................................................................................................................................................................................
61
0250 Removal from Home and Transporting Children Not in the Secretary's Custody .................................................................................................................................................................................................................................................................................................
62
0255 Claire and Lola's Law .................................................................................................................................................................................................................................................................................................
63
0257 Required Notice When an Alleged Perpetrator is an Employee of a DCF Grantee, CWCMP or CPA .................................................................................................................................................................................................................................................................................................
64
0260 Child Safety, Placement and Needs Assessments for HT/CSEC Concerns .................................................................................................................................................................................................................................................................................................
65
0270 Court Orders, Subpoenas and Testifying in Court .................................................................................................................................................................................................................................................................................................
66
0271 Protocol to Request CINC Court Hearing be Closed .................................................................................................................................................................................................................................................................................................
67
0280 Consents .................................................................................................................................................................................................................................................................................................
68
0290 Policy on Discipline .................................................................................................................................................................................................................................................................................................
69
0291 Physical Restraint .................................................................................................................................................................................................................................................................................................
71
Table of Contents
0292 Use of Time Out in Residential Child Care Facilities .................................................................................................................................................................................................................................................................................................
72
0293 Emergency Safety Intervention .................................................................................................................................................................................................................................................................................................
73
0309 Public Records .................................................................................................................................................................................................................................................................................................
74
0311 Case Record Requests of Child Abuse or Neglect Resulting in a Fatality or Near Fatality .................................................................................................................................................................................................................................................................................................
75
0312 Access to Information Regarding Closed Guardianship/Custodianship and Adoption Records .................................................................................................................................................................................................................................................................................................
76
0313 Public Knowledge Case .................................................................................................................................................................................................................................................................................................
77
0314 Adoption and Foster Care Records and Searches .................................................................................................................................................................................................................................................................................................
78
0315 Confidential Records .................................................................................................................................................................................................................................................................................................
80
0316 Inappropriate Disclosure of Confidential Information .................................................................................................................................................................................................................................................................................................
82
0317 General Procedures Regarding Disclosure of Confidential Information .................................................................................................................................................................................................................................................................................................
83
0318 The Health Insurance Portability and Accountability Act (HIPAA) .................................................................................................................................................................................................................................................................................................
84
0320 Expanded Criminal History Checks .................................................................................................................................................................................................................................................................................................
86
0410 Opening A Case .................................................................................................................................................................................................................................................................................................
87
0425 Contents of Assessment & Prevention, Family Services, Family First Prevention Services, and Family Preservation Case Records
89
0430 Contents of Foster Care, Adoption and Independent Living Services Case Records .................................................................................................................................................................................................................................................................................................
93
0431 Records of Consultations Between DCF Staff and DCF Attorney .................................................................................................................................................................................................................................................................................................
100
0440 Retention of Records .................................................................................................................................................................................................................................................................................................
101
0441 Archiving and Storage of Records .................................................................................................................................................................................................................................................................................................
102
0510 Critical Incident Protocol .................................................................................................................................................................................................................................................................................................
104
0511 Critical Incident Review and Assessment .................................................................................................................................................................................................................................................................................................
106
0520 Notice of Child Death to Kansas State Child Death Review Board KSCDRB .................................................................................................................................................................................................................................................................................................
107
0600 Coordination of Services within DCF .................................................................................................................................................................................................................................................................................................
108
0601 Kansas Department for Aging and Disability Services (KDADS)/Behavioral Health Services (BHS) for Addiction and Recovery
109
0603 Economic and Employment Support (EES) .................................................................................................................................................................................................................................................................................................
110
0604 Rehabilitation Services .................................................................................................................................................................................................................................................................................................
111
0606 HCBS Services by Waiver .................................................................................................................................................................................................................................................................................................
112
0607 Psychiatric Residential Treatment Facility Services .................................................................................................................................................................................................................................................................................................
113
0611 KAN Be Healthy Program Participation .................................................................................................................................................................................................................................................................................................
114
0621 Kansas Department of Health and Environment- Division of Health Care Finance (DHCF) .................................................................................................................................................................................................................................................................................................
115
0622 Kansas Department of Corrections - Juvenile Services .................................................................................................................................................................................................................................................................................................
116
0700 Indian Child Welfare Act Jurisdiction .................................................................................................................................................................................................................................................................................................
117
0710 Multiethnic Placement Act./ Inter Ethnic Placement Act (MEPA/IEPA) .................................................................................................................................................................................................................................................................................................
118
0812 Identification of Indian Children .................................................................................................................................................................................................................................................................................................
119
0813 Reports Involving Indian Children .................................................................................................................................................................................................................................................................................................
120
0814 Court Custody Proceedings .................................................................................................................................................................................................................................................................................................
121
0815 Parental Rights Termination .................................................................................................................................................................................................................................................................................................
122
0817 Adoptive Placement of Indian Children .................................................................................................................................................................................................................................................................................................
123
0818 Voluntary Consent to Adoption .................................................................................................................................................................................................................................................................................................
124
0900 Eligibility and Payment Procedures .................................................................................................................................................................................................................................................................................................
125
0901 Federal Funds Are Vital to DCF .................................................................................................................................................................................................................................................................................................
126
0902 Claiming Federal Funds .................................................................................................................................................................................................................................................................................................
127
0910 Child Welfare Contract Management Provider Service Delivery and Encounter Data .................................................................................................................................................................................................................................................................................................
128
0920 REST (Random Employee Sampling Technique) and RMTS (Random Moment Time Study) .................................................................................................................................................................................................................................................................................................
129
10000_Adult_Protective_Services .................................................................................................................................................................................................................................................................................................
130
10000 Adult Protective Services Glossary .................................................................................................................................................................................................................................................................................................
130
10010 Program Description .................................................................................................................................................................................................................................................................................................
138
10020 Confidentiality .................................................................................................................................................................................................................................................................................................
139
10030 Investigations in KDADS Institutions and APS Adult Abuse Registry .................................................................................................................................................................................................................................................................................................
140
10100 Intake .................................................................................................................................................................................................................................................................................................
141
10101 Information Gathered and Recorded at Intake .................................................................................................................................................................................................................................................................................................
142
10102 Confidentiality for Reporters .................................................................................................................................................................................................................................................................................................
143
10103 Notice of Action to the Reporter .................................................................................................................................................................................................................................................................................................
144
10110 Initial Assessments .................................................................................................................................................................................................................................................................................................
145
10111 Reports Assigned for Further Assessment .................................................................................................................................................................................................................................................................................................
146
10112 Reports Not Assigned for Further Assessment .................................................................................................................................................................................................................................................................................................
147
10113 Documenting no Further PPS Action Needed .................................................................................................................................................................................................................................................................................................
149
10114 Preliminary Inquiry .................................................................................................................................................................................................................................................................................................
150
10115 Initial Assessment of Involved Adult Residing in Another State .................................................................................................................................................................................................................................................................................................
152
10116 Initial Assessment of Reports Regarding a Deceased Adult .................................................................................................................................................................................................................................................................................................
153
10117 Notification to Another Responsible Agency .................................................................................................................................................................................................................................................................................................
154
10118 Notification to Quality Management Specialist of Reports not Assigned .................................................................................................................................................................................................................................................................................................
155
10119 Requests for Adult Protective Service Courtesy Interviews From Other States .................................................................................................................................................................................................................................................................................................
156
10120 Initial Contact Time Frame .................................................................................................................................................................................................................................................................................................
157
10150 Notifications to the Reporter .................................................................................................................................................................................................................................................................................................
158
10200 Conducting an Investigation .................................................................................................................................................................................................................................................................................................
159
10201 Responsible Region for Conducting Investigation .................................................................................................................................................................................................................................................................................................
162
10202 Request for Courtesy Interview .................................................................................................................................................................................................................................................................................................
163
10203 Transferring an APS Assigned Case to Another Region .................................................................................................................................................................................................................................................................................................
164
10204 Additional Perpetrators or Abuse/Neglect/Exploitation Allegations Identified After Initial Assignment .................................................................................................................................................................................................................................................................................................
165
10205 Investigations Involving Other States .................................................................................................................................................................................................................................................................................................
166
10210 Contacts During the Investigation .................................................................................................................................................................................................................................................................................................
167
10211 APS Investigator .................................................................................................................................................................................................................................................................................................
169
10212 Critical or Significant Incident Notification Procedures .................................................................................................................................................................................................................................................................................................
170
10213 Contacting the Alleged Perpetrator .................................................................................................................................................................................................................................................................................................
172
10215 Non-Critical Death Notification .................................................................................................................................................................................................................................................................................................
173
10216 Closure After Assignment .................................................................................................................................................................................................................................................................................................
174
10220 Investigations Involving Other Agencies .................................................................................................................................................................................................................................................................................................
176
10221 Assigned KDHE Licensed Facility Reports to APS .................................................................................................................................................................................................................................................................................................
177
10224 Assessment of Involved Adult .................................................................................................................................................................................................................................................................................................
178
10300 Case Findings .................................................................................................................................................................................................................................................................................................
181
10315 Corrective Action Plans .................................................................................................................................................................................................................................................................................................
182
10320 Required Documentation for Case Findings .................................................................................................................................................................................................................................................................................................
184
10321 Notifications to Community Based Facilities or Adult Care Homes .................................................................................................................................................................................................................................................................................................
187
10330 Request for a Fair Hearing .................................................................................................................................................................................................................................................................................................
188
10331 Agency Response to a Request for Fair Hearing .................................................................................................................................................................................................................................................................................................
189
10335 Pre Hearing and Fair Hearing .................................................................................................................................................................................................................................................................................................
191
10340 Post Fair Hearing Appeals .................................................................................................................................................................................................................................................................................................
193
10345 Actions Following Final Decision .................................................................................................................................................................................................................................................................................................
195
10400 Accessing Information from the Central Registry .................................................................................................................................................................................................................................................................................................
196
10410 Requests for Expungement .................................................................................................................................................................................................................................................................................................
197
10411 Retention of Records .................................................................................................................................................................................................................................................................................................
198
10500 Providing Services .................................................................................................................................................................................................................................................................................................
199
10511 Emergency Admissions to Nursing Facilities .................................................................................................................................................................................................................................................................................................
201
10512 Adult Emergency Services and Support Funds .................................................................................................................................................................................................................................................................................................
202
10515 Payment Process for Emergency Services and Support Funds .................................................................................................................................................................................................................................................................................................
203
10600 Guardian, Conservatorship, and the Kansas Guardianship Program .................................................................................................................................................................................................................................................................................................
204
10610 Eligibility for the Kansas Guardianship Program .................................................................................................................................................................................................................................................................................................
205
10620 Referral to Kansas Guardianship Program (KGP) .................................................................................................................................................................................................................................................................................................
206
10622 Bonding of Conservators .................................................................................................................................................................................................................................................................................................
207
10630 Guardianship and/or Conservatorship Services for Youth in DCF Custody .................................................................................................................................................................................................................................................................................................
208
10640 Procedures Following Appointment of Guardian and/or Conservator .................................................................................................................................................................................................................................................................................................
210
10650 Request for Successor and Termination of Guardian and/or Conservator .................................................................................................................................................................................................................................................................................................
211
1000_Intake .................................................................................................................................................................................................................................................................................................
212
1000 Intake .................................................................................................................................................................................................................................................................................................
212
1011 Interstate Compact for the Placement of Children (ICPC) .................................................................................................................................................................................................................................................................................................
213
1012 Requests for Child Protective Service (CPS) Courtesy Interviews From Other States .................................................................................................................................................................................................................................................................................................
214
1014 Court Order or Request from an Entity Other than DCF for a Home Study .................................................................................................................................................................................................................................................................................................
215
1015 Child Protection Service (CPS) Alerts .................................................................................................................................................................................................................................................................................................
216
1016 Central Registry Requests .................................................................................................................................................................................................................................................................................................
217
1017 Central Registry Requests received from other States .................................................................................................................................................................................................................................................................................................
218
1100 Recording Information Gathered at Intake .................................................................................................................................................................................................................................................................................................
219
1200 Information Gathered At Intake .................................................................................................................................................................................................................................................................................................
220
1221 Confidentiality for Reporters .................................................................................................................................................................................................................................................................................................
222
1222 Notice of Action to Reporters .................................................................................................................................................................................................................................................................................................
223
1230 Reports From Law Enforcement Agencies .................................................................................................................................................................................................................................................................................................
224
1240 Reports Involving Native American Children .................................................................................................................................................................................................................................................................................................
225
1300 Initial Assessment of Report Alleging a Child is in Need of Care .................................................................................................................................................................................................................................................................................................
226
1301 Initial Assessment by the Protection Report Center .................................................................................................................................................................................................................................................................................................
227
1302 Search for History for the Initial Assessment Decision .................................................................................................................................................................................................................................................................................................
228
1303 Search for Kansas Department of Corrections-Juvenile Services (KDOC-JS) Custody Status .................................................................................................................................................................................................................................................................................................
229
1310 Criteria for Determining no further PPS action needed .................................................................................................................................................................................................................................................................................................
230
1311 Documenting no further PPS action needed .................................................................................................................................................................................................................................................................................................
231
1320 Preliminary Inquiry .................................................................................................................................................................................................................................................................................................
232
1321 Reports Requiring a Preliminary Inquiry .................................................................................................................................................................................................................................................................................................
233
1323 Initial Assessment of Reports Regarding Methamphetamine Labs .................................................................................................................................................................................................................................................................................................
234
1325 Initial Assessment of Reports Indicating Human Trafficking .................................................................................................................................................................................................................................................................................................
235
1330 Timeframe for Initial Assessment .................................................................................................................................................................................................................................................................................................
236
1340 Reports Which DCF Does Not Have Authority to Proceed, Involves a Memorandum of Understanding or Conflict of Interest
237
1350 Non-family/Unregulated Care Giver Reports -Third Party Reports .................................................................................................................................................................................................................................................................................................
239
1351 Initial Assessment Decisions Regarding Non-Family/Unregulated Caregiver .................................................................................................................................................................................................................................................................................................
240
1352 Non-Family/ Unregulated Care Giver -Third Party Reports Referred to Law Enforcement .................................................................................................................................................................................................................................................................................................
241
1354 Documentation of Case Acceptance and Timelines for Non-family Unregulated Care Giver Reports .................................................................................................................................................................................................................................................................................................
242
1360 Reports Concerning a Youth Who Has Been Adjudicated as a Juvenile Offender .................................................................................................................................................................................................................................................................................................
243
1370 Reports Alleging Abuse or Neglect in the Past .................................................................................................................................................................................................................................................................................................
244
1381 Reports Regarding a Facility Subject to Regulation .................................................................................................................................................................................................................................................................................................
245
1382 Reports of a Person Known to Work, Reside or Regularly Volunteer in a Licensed/Regulated Facility Suspected of Abusing or Neglecting His or Her Own Child
249
1383 Reports Regarding Approved Family Foster Homes .................................................................................................................................................................................................................................................................................................
250
1384 Reports Regarding Kinship Placements .................................................................................................................................................................................................................................................................................................
251
1385 Reports Involving Adults Under 21 Years of Age and in Custody of the Secretary of DCF .................................................................................................................................................................................................................................................................................................
252
1386 Reports Involving KDADS Licensed Facilities .................................................................................................................................................................................................................................................................................................
253
1387 Case Opening on Any Facility Report .................................................................................................................................................................................................................................................................................................
255
1388 Reports Requiring Notification to Department for Aging and Disability Services (KDADS) or Community Support Services (CSS)
256
1390 Reports Alleging Abuse/Neglect Out of State .................................................................................................................................................................................................................................................................................................
257
1400 Assignment of Reports .................................................................................................................................................................................................................................................................................................
258
1405 Assigning Allegations when the Person Responsible is a Minor .................................................................................................................................................................................................................................................................................................
259
1410 Assignment of Reports Not Currently Open for Investigation/Assessment .................................................................................................................................................................................................................................................................................................
260
1415 Assignment of Reports Indicating Pregnant Woman Using Substances .................................................................................................................................................................................................................................................................................................
261
1420 Assignment of a Report Involving a Child in the Custody of the Secretary and the Custody Case is Opened in a Region Other Than Where the Incident Occurred
262
1421 Tasks of the Responsible Office .................................................................................................................................................................................................................................................................................................
263
1422 Tasks of the Investigating Office .................................................................................................................................................................................................................................................................................................
264
1430 Report of the Same Specific Abuse/Neglect Incident by a Different Reporter on an Open Case .................................................................................................................................................................................................................................................................................................
265
1431 Initial Assessment of a FINA Event on an Open Case .................................................................................................................................................................................................................................................................................................
266
1432 Forwarding Subsequent Not Assigned Reports on an Open Case .................................................................................................................................................................................................................................................................................................
267
1450 Additional Children in the Family identified in an ongoing investigation .................................................................................................................................................................................................................................................................................................
268
1451 Additional Perpetrator Identified after Initial Assignment .................................................................................................................................................................................................................................................................................................
269
1452 Additional Concerns Related to the Child(ren) in the Family identified in an ongoing investigation .................................................................................................................................................................................................................................................................................................
270
1453 Child(ren) from another Family identified in an ongoing investigation .................................................................................................................................................................................................................................................................................................
271
1454 Children in Facilities Subject to Regulation by KDHE Identified in an Ongoing Investigation .................................................................................................................................................................................................................................................................................................
272
1500 Response Time Assessment .................................................................................................................................................................................................................................................................................................
273
1521 Criteria for Establishing Response Times .................................................................................................................................................................................................................................................................................................
274
1523 Basis for Decision Regarding the Assignment of Report .................................................................................................................................................................................................................................................................................................
275
1530 Determination of Joint Investigation With Law Enforcement .................................................................................................................................................................................................................................................................................................
276
1540 Reports to a Law Enforcement Agency for Criminal Investigation .................................................................................................................................................................................................................................................................................................
277
1600 Initial Assessment on FINA Reports .................................................................................................................................................................................................................................................................................................
278
1610 Criteria for Completing an Initial Assessment with no further PPS action needed on FINA Reports .................................................................................................................................................................................................................................................................................................
279
1630 School Attendance .................................................................................................................................................................................................................................................................................................
280
1640 Reports Alleging Sexual Behavior or Abuse Between Children Less Than 10 years of Age .................................................................................................................................................................................................................................................................................................
282
1650 Initial Assessment of Substance Affected Infant .................................................................................................................................................................................................................................................................................................
283
1660 DCF Employee Involved in a Non-Abuse/Neglect Report .................................................................................................................................................................................................................................................................................................
284
1670 Response Times for Reports of Family In Need of Assessment Accepted for Assessment .................................................................................................................................................................................................................................................................................................
285
1672 Response Times for IL and ICPC .................................................................................................................................................................................................................................................................................................
286
1700 Override of Accepted Reports .................................................................................................................................................................................................................................................................................................
287
1800 Intake FACTS Procedures .................................................................................................................................................................................................................................................................................................
288
1811 Intake .................................................................................................................................................................................................................................................................................................
289
1812 Initial Assessment Decision .................................................................................................................................................................................................................................................................................................
290
1821 Search Sources .................................................................................................................................................................................................................................................................................................
291
1830 Adding CPS Reports on BEGN .................................................................................................................................................................................................................................................................................................
292
1831 Event/ Contact ID .................................................................................................................................................................................................................................................................................................
293
1832 Entering Reporter Information .................................................................................................................................................................................................................................................................................................
294
1833 Entering Maltreatment Allegation/Presenting Situation .................................................................................................................................................................................................................................................................................................
295
1834 Entering Non Abuse Neglect Presenting Situations .................................................................................................................................................................................................................................................................................................
296
1835 Recording Other Intake Actions .................................................................................................................................................................................................................................................................................................
297
1836 Incident County Code .................................................................................................................................................................................................................................................................................................
298
1837 Occurrence Date/Occurrence Time .................................................................................................................................................................................................................................................................................................
299
1841 Adding an Event .................................................................................................................................................................................................................................................................................................
300
1842 Facility and Caseload Indicator .................................................................................................................................................................................................................................................................................................
301
1843 Case Opening .................................................................................................................................................................................................................................................................................................
302
1850 Entering Contact Role (ROLE) and Event Role (EVRL) Screens .................................................................................................................................................................................................................................................................................................
303
1851 Contact Role Name .................................................................................................................................................................................................................................................................................................
304
1852 Adding and Updating an Event Role (EVRL) .................................................................................................................................................................................................................................................................................................
305
1861 Preliminary Inquiry .................................................................................................................................................................................................................................................................................................
306
1862 Initial Assessment Decisions .................................................................................................................................................................................................................................................................................................
307
1863 Case Number .................................................................................................................................................................................................................................................................................................
308
1871 Unique Case Number .................................................................................................................................................................................................................................................................................................
309
1872 Establishing An Open Case .................................................................................................................................................................................................................................................................................................
310
1880 Maintain Client Information (MACL) .................................................................................................................................................................................................................................................................................................
311
1881 Marital Status .................................................................................................................................................................................................................................................................................................
312
1882 Reason Left/Reason Left Date .................................................................................................................................................................................................................................................................................................
313
1883 Disability/Severity .................................................................................................................................................................................................................................................................................................
315
1890 Entering Client Relationships (RELS) .................................................................................................................................................................................................................................................................................................
316
1900 Eligibility and Payment Procedures .................................................................................................................................................................................................................................................................................................
317
2000_Investigation_and_Assessment .................................................................................................................................................................................................................................................................................................
318
2000 Investigation and Assessment .................................................................................................................................................................................................................................................................................................
318
2010 Investigation .................................................................................................................................................................................................................................................................................................
319
2020 Assessment .................................................................................................................................................................................................................................................................................................
320
2025 History Search for the Investigation and Assessment .................................................................................................................................................................................................................................................................................................
321
2027 Fatherhood Involvement During Investigation and Assessment .................................................................................................................................................................................................................................................................................................
322
2030 CPS Investigators .................................................................................................................................................................................................................................................................................................
323
2050 Plan of Safe Care .................................................................................................................................................................................................................................................................................................
324
2070 Subsequent Reports on Open Assessment/Prevention Case .................................................................................................................................................................................................................................................................................................
327
2080 Assessment and Prevention Responsibilities When Child is Missing .................................................................................................................................................................................................................................................................................................
328
2090 Child With Sexual Behavior Problems .................................................................................................................................................................................................................................................................................................
330
2100 Initiation of Investigative Interviews of Child Abuse/Neglect .................................................................................................................................................................................................................................................................................................
332
2105 Requests for Courtesy Contact or Interview Between DCF Offices .................................................................................................................................................................................................................................................................................................
333
2106 Law Enforcement Courtesy Interviews .................................................................................................................................................................................................................................................................................................
334
2110 Visual Observation and Interview Requirements .................................................................................................................................................................................................................................................................................................
335
2111 Minor Alleged Perpetrators (minor) .................................................................................................................................................................................................................................................................................................
338
2113 Additional Concerns Identified In an Ongoing Investigation .................................................................................................................................................................................................................................................................................................
339
2115 Child with Danger to Self/Self-Harming Behaviors .................................................................................................................................................................................................................................................................................................
340
2116 Requirements for Children Under the Age of One .................................................................................................................................................................................................................................................................................................
341
2125 Relative/Non-Related Kin Information .................................................................................................................................................................................................................................................................................................
342
2140 Interviewing Children .................................................................................................................................................................................................................................................................................................
343
2153 Permission for KDHE to Interview a Child in DCF Custody .................................................................................................................................................................................................................................................................................................
346
2154 Notice to Facility When On Premises .................................................................................................................................................................................................................................................................................................
347
2210 Joint Procedures with DCF and Law Enforcement Agencies .................................................................................................................................................................................................................................................................................................
348
2220 Investigations Involving a Report of Abuse or Neglect in a Facility Licensed by KDHE or DCF Foster Care and Residential Facility Licensing
349
2221 Notice to Parent or Guardian of a Child in Out of Home Placement .................................................................................................................................................................................................................................................................................................
350
2222 Investigative Documentation .................................................................................................................................................................................................................................................................................................
351
2223 Assessment Documentation of Facility Reports .................................................................................................................................................................................................................................................................................................
352
2224 Joint Investigations with KDHE and/or Local Health Departments .................................................................................................................................................................................................................................................................................................
353
2225 Joint Investigations With DCF Child Care Provider Manager .................................................................................................................................................................................................................................................................................................
354
2230 Investigation of Reports of Abuse or Neglect by Third Party Person .................................................................................................................................................................................................................................................................................................
355
2231 Case Opening in Non-Family/Unregulated Care Giver Cases .................................................................................................................................................................................................................................................................................................
356
2232 Investigative Documentation of Non-Family/Unregulated Care Giver Reports .................................................................................................................................................................................................................................................................................................
357
2233 Assessment Documentation of Non-Family/Unregulated Care Giver Reports .................................................................................................................................................................................................................................................................................................
358
2240 Requests for a County or District Attorney to Direct an Investigation .................................................................................................................................................................................................................................................................................................
359
2250 Investigations of Reports of Abuse or Neglect regarding Native American Children .................................................................................................................................................................................................................................................................................................
360
2260 Reports Involving the Medical Neglect of Disabled Infants with Life Threatening Conditions ("Baby Doe") .................................................................................................................................................................................................................................................................................................
361
2262 Response to "Baby Doe" Reports .................................................................................................................................................................................................................................................................................................
362
2300 Defining Danger, Safety and Risk .................................................................................................................................................................................................................................................................................................
363
2310 Immediate Safety Determination .................................................................................................................................................................................................................................................................................................
364
2320 Other Children Under the Same Care .................................................................................................................................................................................................................................................................................................
368
2400 Lasting Safety Assessment .................................................................................................................................................................................................................................................................................................
369
2450 Medical Examination or Treatment Related to Abuse/Neglect .................................................................................................................................................................................................................................................................................................
370
2462 Immediate Safety Planning .................................................................................................................................................................................................................................................................................................
371
2463 Removal of Perpetrator .................................................................................................................................................................................................................................................................................................
373
2471 Requests for Police Protective Custody .................................................................................................................................................................................................................................................................................................
374
2472 Requests to County or District Attorney for Order of Protective Custody .................................................................................................................................................................................................................................................................................................
375
2473 72 hour Protective Custody Hearing .................................................................................................................................................................................................................................................................................................
376
2474 Removal of Child From a Family Foster Home or Residential Facility .................................................................................................................................................................................................................................................................................................
377
2475 Removal of Child From a Day Care Home or Center .................................................................................................................................................................................................................................................................................................
378
2500 Case Finding Resulting from an Investigation of Alleged Abuse or Neglect .................................................................................................................................................................................................................................................................................................
379
2502 Allowable Case Findings .................................................................................................................................................................................................................................................................................................
380
2511 Case Finding Decision Points for Family Reports .................................................................................................................................................................................................................................................................................................
382
2521 Case Finding Decision Points for Facility Reports .................................................................................................................................................................................................................................................................................................
384
2522 Case Findings When the Perpetrator Works Resides or Volunteers in a location Licenced by KDHE/DCF Foster Care and Residential Facility Licensing
385
2530 Documenting the Case Finding .................................................................................................................................................................................................................................................................................................
386
2531 Basis for Finding .................................................................................................................................................................................................................................................................................................
387
2540 Notice of Department Finding .................................................................................................................................................................................................................................................................................................
388
2541 Circumstances requiring Separate Notices .................................................................................................................................................................................................................................................................................................
390
2542 Recommend Services on Notices of Department Finding for Family Reports .................................................................................................................................................................................................................................................................................................
391
2543 Affirmed or Substantiated Case Findings on Children Under the Age of Three .................................................................................................................................................................................................................................................................................................
392
2544 Notification on Facility Reports .................................................................................................................................................................................................................................................................................................
394
2546 Providing Affirmed and Substantiated Findings to the Kansas Attorney General .................................................................................................................................................................................................................................................................................................
396
2547 Notification to County or District Attorney of DCF Finding of Abuse or Neglect .................................................................................................................................................................................................................................................................................................
397
2548 Notice Regarding Affirmed or Substantiated Case Finding of a Youth Who Has Been Adjudicated a Juvenile Offender .................................................................................................................................................................................................................................................................................................
398
2549 Notice Requirements for Case Findings on a deceased perpetrator .................................................................................................................................................................................................................................................................................................
399
2550 Findings on Reports Investigated by a Law Enforcement Agency, Native American Tribal Agency, or Military Authority .................................................................................................................................................................................................................................................................................................
400
2560 Recurrent Maltreatment Reviews .................................................................................................................................................................................................................................................................................................
402
2570 Appeal of Finding Decision By a Perpetrator .................................................................................................................................................................................................................................................................................................
403
2571 Finding Decisions Reversed by the Administrative Hearing Office .................................................................................................................................................................................................................................................................................................
404
2580 Requests For Expungement .................................................................................................................................................................................................................................................................................................
405
2600 Assessment Map .................................................................................................................................................................................................................................................................................................
406
2631 Required Family Contact on an Open Investigation/Assessment .................................................................................................................................................................................................................................................................................................
407
2700 Assessment of Reports Assigned as Family in Need of Assessment .................................................................................................................................................................................................................................................................................................
408
2703 Reasonable Efforts to Meet Response Time for FINA Assessment .................................................................................................................................................................................................................................................................................................
409
2721 Reasonable Efforts to Initiate Contact in a Pregnant Woman Using Substances Case .................................................................................................................................................................................................................................................................................................
411
2722 Pregnant Woman Using Substances Assessment .................................................................................................................................................................................................................................................................................................
412
2731 School Non-Attendance .................................................................................................................................................................................................................................................................................................
413
2732 Home Schools .................................................................................................................................................................................................................................................................................................
414
2740 Family Based Assessment .................................................................................................................................................................................................................................................................................................
415
2741 Social Services Child Care .................................................................................................................................................................................................................................................................................................
419
2746 Family Preservation Referral Criteria .................................................................................................................................................................................................................................................................................................
421
2748 DCF Responsibilities at Referral to Family Preservation Services .................................................................................................................................................................................................................................................................................................
423
2750 DCF Responsibilities at Referral to Foster Care Child Welfare Case Management Provider .................................................................................................................................................................................................................................................................................................
424
2751 Foster Care Initial Service Plan .................................................................................................................................................................................................................................................................................................
426
2753 Eligibility and Criteria for Referral to Family First Prevention Services .................................................................................................................................................................................................................................................................................................
427
2755 DCF Responsibilities at Referral to Family First Prevention Services .................................................................................................................................................................................................................................................................................................
429
2760 Supervision .................................................................................................................................................................................................................................................................................................
430
2770 Uploading Documents in KIDS .................................................................................................................................................................................................................................................................................................
431
2800 FACTS Investigative and Assessment Procedures .................................................................................................................................................................................................................................................................................................
433
2811 Kinship Resources and Relevant Persons .................................................................................................................................................................................................................................................................................................
434
2812 Assessment Tools .................................................................................................................................................................................................................................................................................................
435
2813 Case Findings .................................................................................................................................................................................................................................................................................................
436
2814 Appeals .................................................................................................................................................................................................................................................................................................
437
2821 Entering Contact with Victim/Family .................................................................................................................................................................................................................................................................................................
438
2822 Entering Safety Determinations .................................................................................................................................................................................................................................................................................................
439
2823 Recording Ongoing Safety Assessment .................................................................................................................................................................................................................................................................................................
440
2831 New Reports Assigned as Alleged Abuse/Neglect .................................................................................................................................................................................................................................................................................................
441
2832 Safety Action .................................................................................................................................................................................................................................................................................................
442
2833 Recording Referrals for Sexual Behavior Problems .................................................................................................................................................................................................................................................................................................
443
2841 Case Conference Date .................................................................................................................................................................................................................................................................................................
444
2842 Finding Decision Fields .................................................................................................................................................................................................................................................................................................
445
2843 Individual Information .................................................................................................................................................................................................................................................................................................
446
2850 Appeal Information .................................................................................................................................................................................................................................................................................................
447
2860 Recording Non Abuse Neglect Decisions .................................................................................................................................................................................................................................................................................................
448
2880 Recording Family Based Assessment Information .................................................................................................................................................................................................................................................................................................
449
2900 Eligibility and Payment Procedures During the Investigation and Assessment of Reports .................................................................................................................................................................................................................................................................................................
450
2901 Customer Eligibility .................................................................................................................................................................................................................................................................................................
451
2902 Assessing Family Resources in Determination of Services .................................................................................................................................................................................................................................................................................................
452
2903 Providing and/or Purchasing Services .................................................................................................................................................................................................................................................................................................
453
2904 Application for a Social Security Number .................................................................................................................................................................................................................................................................................................
454
2905 Funding Codes .................................................................................................................................................................................................................................................................................................
455
2909 Payments for Miscellaneous Investigative Costs .................................................................................................................................................................................................................................................................................................
456
2910 Eligibility for Medical Exam Related to an Abuse or Neglect Investigation .................................................................................................................................................................................................................................................................................................
457
2911 Law Enforcement Emergency Placements .................................................................................................................................................................................................................................................................................................
458
2912 Staff Secure Facility Placements .................................................................................................................................................................................................................................................................................................
459
3000_Case_Management .................................................................................................................................................................................................................................................................................................
460
3000 Case Management .................................................................................................................................................................................................................................................................................................
460
3005 Case Transfer Staffing .................................................................................................................................................................................................................................................................................................
461
3009 Child Welfare Case Management Provider Supervision Staffing .................................................................................................................................................................................................................................................................................................
462
3020 Full Disclosure .................................................................................................................................................................................................................................................................................................
463
3030 Worker/Child Relationship .................................................................................................................................................................................................................................................................................................
464
3040 Children in the Custody of KDOC-JS and DCF Simultaneously .................................................................................................................................................................................................................................................................................................
465
3100 Assessments .................................................................................................................................................................................................................................................................................................
466
3110 Case Management Safety and Risk Assessment .................................................................................................................................................................................................................................................................................................
467
3111 Family Based Assessment .................................................................................................................................................................................................................................................................................................
469
3112 Assessment Tools .................................................................................................................................................................................................................................................................................................
470
3113 Assessment with Out of Home Placement .................................................................................................................................................................................................................................................................................................
471
3117 Genetic Background History Form (PPS 5340) .................................................................................................................................................................................................................................................................................................
472
3122 Assessing Parental Capacity for Reintegration .................................................................................................................................................................................................................................................................................................
473
3123 Life Skills Assessment .................................................................................................................................................................................................................................................................................................
474
3200 Development of the Case Plan .................................................................................................................................................................................................................................................................................................
475
3202 Issues to be considered in Case Plan Development .................................................................................................................................................................................................................................................................................................
476
3203 Preparing for Case Planning Conference .................................................................................................................................................................................................................................................................................................
477
3204 Accommodations for Participants .................................................................................................................................................................................................................................................................................................
478
3205 Time Frames .................................................................................................................................................................................................................................................................................................
479
3206 Establishing a Time and Place .................................................................................................................................................................................................................................................................................................
480
3207 Case Plan Participants .................................................................................................................................................................................................................................................................................................
481
3208 Case Plan Documentation .................................................................................................................................................................................................................................................................................................
484
3209 Elements of a Case Plan .................................................................................................................................................................................................................................................................................................
485
3210 Roles Related to Case Planning .................................................................................................................................................................................................................................................................................................
486
3211 DCF Responsibilities for Monitoring Case Plans .................................................................................................................................................................................................................................................................................................
488
3213 Planning for Child in a Qualified Residential Treatment Program .................................................................................................................................................................................................................................................................................................
489
3214 Planning with Youth Prior to Release of Custody .................................................................................................................................................................................................................................................................................................
490
3220 Updating the Case Plan between Conference Dates .................................................................................................................................................................................................................................................................................................
491
3231 Development of Permanency Goals .................................................................................................................................................................................................................................................................................................
492
3232 Concurrent Case Planning .................................................................................................................................................................................................................................................................................................
494
3233 Development of Objectives and Activities .................................................................................................................................................................................................................................................................................................
495
3234 Participation/Signatures .................................................................................................................................................................................................................................................................................................
496
3236 Education .................................................................................................................................................................................................................................................................................................
497
3237 Interactions/Visitations .................................................................................................................................................................................................................................................................................................
498
3239 Determination/Redetermination - Candidacy for Care .................................................................................................................................................................................................................................................................................................
500
3240 Referral for Guardian/Conservator for Youth With Intellectual/Developmental Disabilities .................................................................................................................................................................................................................................................................................................
501
3241 Administrative Desk Reviews .................................................................................................................................................................................................................................................................................................
502
3300 Legal Base/Court Information .................................................................................................................................................................................................................................................................................................
503
3320 Working with the Court System .................................................................................................................................................................................................................................................................................................
504
3321 DCF and Child Welfare Case Management Provider Responsibility to the Court .................................................................................................................................................................................................................................................................................................
505
3340 Documentation of Custody .................................................................................................................................................................................................................................................................................................
506
3341 Substantial Consideration of Grandparents .................................................................................................................................................................................................................................................................................................
507
3350 Returning the Child Home (Reintegration) .................................................................................................................................................................................................................................................................................................
508
3361 Informing the Court of Placement Moves .................................................................................................................................................................................................................................................................................................
509
3362 Thirty Day Notice of Planned Move .................................................................................................................................................................................................................................................................................................
510
3363 Hearings Regarding Placement Moves .................................................................................................................................................................................................................................................................................................
511
3364 Exceptions to Thirty Day Notice of Planned Move .................................................................................................................................................................................................................................................................................................
512
3365 Emergency Placements .................................................................................................................................................................................................................................................................................................
513
3370 Compliance with State and Federal Requirements .................................................................................................................................................................................................................................................................................................
514
3371 Reasonable Efforts .................................................................................................................................................................................................................................................................................................
515
3372 Permanency Hearings .................................................................................................................................................................................................................................................................................................
517
3380 Reports to the Court .................................................................................................................................................................................................................................................................................................
518
3382 Permanency Hearing Court Reports .................................................................................................................................................................................................................................................................................................
519
3383 Parent and Foster Parent Confidential Report to the Court .................................................................................................................................................................................................................................................................................................
520
3384 Change of Venue for Out of Home Service Cases .................................................................................................................................................................................................................................................................................................
521
3385 Transfer of Custody to Tribes for Out of Home Service Cases .................................................................................................................................................................................................................................................................................................
522
3400 Relinquishment/PRT .................................................................................................................................................................................................................................................................................................
523
3410 Documentation for Parental Rights Termination (PRT) .................................................................................................................................................................................................................................................................................................
524
3420 Steps to Relinquishment .................................................................................................................................................................................................................................................................................................
525
3430 Voluntary Release/Relinquishment .................................................................................................................................................................................................................................................................................................
526
3431 Relinquishment of Indian Children .................................................................................................................................................................................................................................................................................................
527
3440 Termination of Parental Rights .................................................................................................................................................................................................................................................................................................
528
3441 Criteria for Considering Termination of Parental Rights .................................................................................................................................................................................................................................................................................................
529
3442 Compelling Reasons Not to Pursue Termination of Parental Rights .................................................................................................................................................................................................................................................................................................
530
3443 Information Required by the County/District Attorney .................................................................................................................................................................................................................................................................................................
531
3444 Preparing the Child for Termination of Parental Rights .................................................................................................................................................................................................................................................................................................
532
3500 Case Closure .................................................................................................................................................................................................................................................................................................
533
3800 FACTS Case Planning Services Procedures .................................................................................................................................................................................................................................................................................................
534
3810 Establishing an Initial Case Planning Conference (INIT) .................................................................................................................................................................................................................................................................................................
535
3811 Entering Plan Type .................................................................................................................................................................................................................................................................................................
536
3812 Entering Review Dates .................................................................................................................................................................................................................................................................................................
538
3813 Entering Plan End Information .................................................................................................................................................................................................................................................................................................
539
3814 Entering Goals .................................................................................................................................................................................................................................................................................................
540
3815 Entering Removal Information .................................................................................................................................................................................................................................................................................................
541
3821 Entering Services Requested .................................................................................................................................................................................................................................................................................................
542
3822 Entering Information Regarding Services, Tasks, and or Placements .................................................................................................................................................................................................................................................................................................
543
3823 Entering Worker Number .................................................................................................................................................................................................................................................................................................
544
3824 Entering Start Dates and Status .................................................................................................................................................................................................................................................................................................
545
3825 Entering Family Structure Code .................................................................................................................................................................................................................................................................................................
546
3831 Entering Plan Type on PLAN Screen .................................................................................................................................................................................................................................................................................................
547
3832 Updating Plan for Dually Adjudicated Individual .................................................................................................................................................................................................................................................................................................
548
3833 Entering Permanency Goal on PLAN Screen .................................................................................................................................................................................................................................................................................................
549
3834 Entering Service Actions on RESP Screen .................................................................................................................................................................................................................................................................................................
550
3835 Entering Reason For Discharge on RESP Screen .................................................................................................................................................................................................................................................................................................
551
3840 Entering Case Planning Conference Information .................................................................................................................................................................................................................................................................................................
552
3841 Entering Transition Plan Information .................................................................................................................................................................................................................................................................................................
553
3850 Entering Disability Information .................................................................................................................................................................................................................................................................................................
554
3860 Entering Candidacy for Care Determination .................................................................................................................................................................................................................................................................................................
555
3870 Entering Incarcerated Parent Information .................................................................................................................................................................................................................................................................................................
556
3880 Entering Highest Grade Level Completed .................................................................................................................................................................................................................................................................................................
557
3890 Entering Plan of Safe Care and Related Services .................................................................................................................................................................................................................................................................................................
558
3900 Eligibility and Payment Procedures .................................................................................................................................................................................................................................................................................................
559
4000_Family_Services .................................................................................................................................................................................................................................................................................................
560
4000 Prevention Services .................................................................................................................................................................................................................................................................................................
560
4005 Requesting Social Services Child Care for Children Receiving Prevention Services .................................................................................................................................................................................................................................................................................................
562
4013 Subsequent Reports on an Open Family Service Case .................................................................................................................................................................................................................................................................................................
563
4035 Flex Funds .................................................................................................................................................................................................................................................................................................
564
4100 Family Service Program Description .................................................................................................................................................................................................................................................................................................
565
4101 Forms for Case Opening .................................................................................................................................................................................................................................................................................................
566
4102 Family Service Case Management Responsibilities .................................................................................................................................................................................................................................................................................................
567
4103 Family Service Case Manager Responsibilities When Child is Missing .................................................................................................................................................................................................................................................................................................
569
4105 Consultation with Supervisor .................................................................................................................................................................................................................................................................................................
571
4107 Family Services Case Progress .................................................................................................................................................................................................................................................................................................
572
4110 Transfer of Case Records .................................................................................................................................................................................................................................................................................................
573
4115 Family Services Case Closure .................................................................................................................................................................................................................................................................................................
574
4116 Completed Aftercare Cases Returned to DCF for Family Service .................................................................................................................................................................................................................................................................................................
575
4117 Community Family Service Provider Assessment .................................................................................................................................................................................................................................................................................................
576
4130 Purchase of Services or Resources .................................................................................................................................................................................................................................................................................................
578
4200 Family Preservation In Home Services .................................................................................................................................................................................................................................................................................................
579
4205 DCF Responsibilities for Open Family Preservation Services Cases .................................................................................................................................................................................................................................................................................................
580
4210 Family Preservation Case Management Provider Responsibilities .................................................................................................................................................................................................................................................................................................
581
4215 Family Preservation Initial Family Meeting .................................................................................................................................................................................................................................................................................................
584
4220 Family Preservation Screenings and Assessments Prior to the Case Plan .................................................................................................................................................................................................................................................................................................
586
4225 Risk and Safety Assessment for Family Preservation .................................................................................................................................................................................................................................................................................................
588
4230 Plan of Safe Care for Family Preservation Services .................................................................................................................................................................................................................................................................................................
589
4235 Recommendation for Continuation of Specific Services .................................................................................................................................................................................................................................................................................................
590
4245 Family Preservation Services Case Manager Responsibilities When Child is Missing .................................................................................................................................................................................................................................................................................................
591
4250 Family Preservation Services Declined .................................................................................................................................................................................................................................................................................................
593
4255 Transfer of Family Preservation Cases and Change of Venue .................................................................................................................................................................................................................................................................................................
594
4260 Request for Retraction .................................................................................................................................................................................................................................................................................................
595
4300 Family First Prevention Services Grants .................................................................................................................................................................................................................................................................................................
596
4310 Family First Prevention Grant Service Population and Referral .................................................................................................................................................................................................................................................................................................
597
4320 DCF Responsibilities for Open Family First Prevention Service Cases .................................................................................................................................................................................................................................................................................................
598
4330 Family First Prevention Services Grantee Responsibilities .................................................................................................................................................................................................................................................................................................
599
4340 Reports to KPRC Regarding Families Being Served by a Family First Prevention Services Grantee .................................................................................................................................................................................................................................................................................................
601
4350 Refusal of Family First Prevention Services .................................................................................................................................................................................................................................................................................................
602
4370 Duration of Family First Prevention Services .................................................................................................................................................................................................................................................................................................
603
4800 FACTS Family Services Procedures .................................................................................................................................................................................................................................................................................................
604
4810 Establishing a Family Services Case .................................................................................................................................................................................................................................................................................................
605
4820 Entering A Family Service Case into FACTS .................................................................................................................................................................................................................................................................................................
606
4830 Recording Family First Prevention Services Information .................................................................................................................................................................................................................................................................................................
607
4850 Closure of Family Service Case .................................................................................................................................................................................................................................................................................................
609
4900 Eligibility and Payment Procedures for Family Services .................................................................................................................................................................................................................................................................................................
610
4901 Eligible Goods, Services, and Providers .................................................................................................................................................................................................................................................................................................
611
4902 Payment Procedures for Family Services .................................................................................................................................................................................................................................................................................................
612
4905 Rank Order of Funding Sources .................................................................................................................................................................................................................................................................................................
613
4907 Medicaid Mental Health Service Delivery .................................................................................................................................................................................................................................................................................................
617
5000_Child_Welfare_Case_Management .................................................................................................................................................................................................................................................................................................
618
5000 Child Welfare Contracts .................................................................................................................................................................................................................................................................................................
618
5010 Requesting Clarification/Exceptions Regarding Contractual Issues .................................................................................................................................................................................................................................................................................................
619
5021 Reports to KPRC Regarding Families Being Served by a Child Welfare Case Management Provider .................................................................................................................................................................................................................................................................................................
620
5030 Child Welfare Case Management Provider Screenings and Assessments .................................................................................................................................................................................................................................................................................................
621
5040 Professional Judgment Resolution Process .................................................................................................................................................................................................................................................................................................
622
5200 Out of Home Services .................................................................................................................................................................................................................................................................................................
623
5201 Child Welfare Case Management Providers of Out of Home Services .................................................................................................................................................................................................................................................................................................
624
5203 Referrals to Reintegration/Foster Care/Adoption Provider .................................................................................................................................................................................................................................................................................................
625
5206 Responsibilities Regarding Financial Support .................................................................................................................................................................................................................................................................................................
626
5208 Case Management Provider Referral Responsibilities .................................................................................................................................................................................................................................................................................................
627
5211 DCF Roles and Responsibilities .................................................................................................................................................................................................................................................................................................
628
5212 Child Welfare Case Management Provider Roles and Responsibilities .................................................................................................................................................................................................................................................................................................
629
5220 Initial Team Meeting for Out of Home Services .................................................................................................................................................................................................................................................................................................
631
5223 Purpose of Initial Team Meeting .................................................................................................................................................................................................................................................................................................
632
5224 Icebreaker Conversations .................................................................................................................................................................................................................................................................................................
633
5229 Working with Parents .................................................................................................................................................................................................................................................................................................
634
5230 Placement Services .................................................................................................................................................................................................................................................................................................
635
5231 The Multi-Ethnic Placement Act (MEPA)/Interethnic Adoption Provisions (IEPA) and The Indian Child Welfare Act .................................................................................................................................................................................................................................................................................................
636
5232 Least Restrictive Placement .................................................................................................................................................................................................................................................................................................
637
5234 Relative Home/Placement .................................................................................................................................................................................................................................................................................................
638
5235 Licensed/Approved Home for Non-Relative Placements .................................................................................................................................................................................................................................................................................................
640
5236 Licensed Family Foster Home .................................................................................................................................................................................................................................................................................................
642
5237 Sibling Placements and Connections .................................................................................................................................................................................................................................................................................................
644
5238 Teen Parents/Infants .................................................................................................................................................................................................................................................................................................
645
5239 Paternity or Putative Father .................................................................................................................................................................................................................................................................................................
646
5240 Informal Care .................................................................................................................................................................................................................................................................................................
647
5241 Slumber Parties and Sleepovers .................................................................................................................................................................................................................................................................................................
648
5242 Failure to Place a Child or Youth .................................................................................................................................................................................................................................................................................................
649
5243 Visit versus Change in Living Arrangement .................................................................................................................................................................................................................................................................................................
650
5244 Consents .................................................................................................................................................................................................................................................................................................
651
5245 Responsibilities When Child Is Missing from Placement .................................................................................................................................................................................................................................................................................................
653
5251 Qualified Residential Treatment Programs .................................................................................................................................................................................................................................................................................................
655
5253 Inpatient Psychiatric Treatment .................................................................................................................................................................................................................................................................................................
657
5254 Ensuring Educational Stability .................................................................................................................................................................................................................................................................................................
658
5257 Education Advocates .................................................................................................................................................................................................................................................................................................
661
5258 Child Care for Children in the Secretary’s Custody .................................................................................................................................................................................................................................................................................................
662
5259 Lifebooks .................................................................................................................................................................................................................................................................................................
663
5260 Transition to Alternate Permanency Options .................................................................................................................................................................................................................................................................................................
664
5261 Child Welfare Case Management Provider Responsibilities for Alternate Permanency Options .................................................................................................................................................................................................................................................................................................
666
5262 Special Considerations for Undocumented Youth .................................................................................................................................................................................................................................................................................................
667
5263 Self-Sufficiency/Life Skills Responsibilities of the Child Welfare Case Management Provider .................................................................................................................................................................................................................................................................................................
669
5270 Aftercare Responsibilities of the Child Welfare Case Management Provider .................................................................................................................................................................................................................................................................................................
671
5271 Exceptions to Aftercare Responsibility of Case Management Providers .................................................................................................................................................................................................................................................................................................
674
5300 Adoption Services .................................................................................................................................................................................................................................................................................................
675
5301 Adoption Roles and Responsibilities .................................................................................................................................................................................................................................................................................................
676
5311 Preparation of the Child .................................................................................................................................................................................................................................................................................................
677
5312 Individualized Recruitment Plans .................................................................................................................................................................................................................................................................................................
679
5313 Specialized Recruitment Activities .................................................................................................................................................................................................................................................................................................
680
5320 Legal Risk Adoption Situations .................................................................................................................................................................................................................................................................................................
681
5330 Assessing the Adoptive Family .................................................................................................................................................................................................................................................................................................
682
5331 Considering Relatives as an Adoption Resource .................................................................................................................................................................................................................................................................................................
684
5332 Foster Families and Licensed Non-related Kin as an Adoptive Placement .................................................................................................................................................................................................................................................................................................
685
5333 Adoption By a Family Unknown to the Child .................................................................................................................................................................................................................................................................................................
686
5339 Best Interest Staffing .................................................................................................................................................................................................................................................................................................
687
5340 Exceptions to the Best Interest Staffing Meeting .................................................................................................................................................................................................................................................................................................
690
5341 Authorization of Best Interest Staffing Team Decision .................................................................................................................................................................................................................................................................................................
691
5349 Preparation for Adoption by a Family Known to the Child .................................................................................................................................................................................................................................................................................................
692
5350 Preparation for Adoption by a Family Unknown to the Child .................................................................................................................................................................................................................................................................................................
693
5360 Procedures Related to Signing the Adoption Placement Agreement .................................................................................................................................................................................................................................................................................................
695
5361 Roles and Responsibilities for Post-Placement Services .................................................................................................................................................................................................................................................................................................
696
5362 Adoptive Placement Disruptions .................................................................................................................................................................................................................................................................................................
697
5363 Services to Finalize the Adoption .................................................................................................................................................................................................................................................................................................
698
5370 Post Finalization Services to the Adoptive Family .................................................................................................................................................................................................................................................................................................
700
5371 Dissolving an Adoption .................................................................................................................................................................................................................................................................................................
701
5400 Guardianship/Custodianship .................................................................................................................................................................................................................................................................................................
702
5411 Permanent Custodianship under the Children in Need of Care .................................................................................................................................................................................................................................................................................................
703
5412 Probate Guardianship .................................................................................................................................................................................................................................................................................................
704
5800 FACTS Child Welfare Case Management Provider Procedures .................................................................................................................................................................................................................................................................................................
705
5810 Establishing Family Preservation Services for In Home as a Case Action Type .................................................................................................................................................................................................................................................................................................
706
5811 Entering A Family Preservation In Home Referral into FACTS .................................................................................................................................................................................................................................................................................................
707
5812 Case Plan Activity .................................................................................................................................................................................................................................................................................................
708
5813 Entering Pregnancy Result/Outcome .................................................................................................................................................................................................................................................................................................
709
5820 Establishing an Out of Home Case Action Type .................................................................................................................................................................................................................................................................................................
710
5821 Entering A Foster Care Referral into FACTS .................................................................................................................................................................................................................................................................................................
711
5822 Entering Adult Case Information .................................................................................................................................................................................................................................................................................................
712
5824 Out of Home Placement with the Reintegration/Foster Care Provider .................................................................................................................................................................................................................................................................................................
713
5826 Entering Provider Changes On Child Information .................................................................................................................................................................................................................................................................................................
714
5831 Adding Placement Information .................................................................................................................................................................................................................................................................................................
715
5832 Updating Placement Effective Dates .................................................................................................................................................................................................................................................................................................
716
5833 Services That Are Not Considered Placements .................................................................................................................................................................................................................................................................................................
717
5834 Entering Out of Home Placement End Information .................................................................................................................................................................................................................................................................................................
718
5835 FACTS Information Regarding Placement at Home .................................................................................................................................................................................................................................................................................................
719
5837 Recording Adoption Placements .................................................................................................................................................................................................................................................................................................
720
5838 Entering Information Regarding Finalization .................................................................................................................................................................................................................................................................................................
721
5840 Service Actions as Outcome Indicators .................................................................................................................................................................................................................................................................................................
722
5851 Entering Placement Descriptions .................................................................................................................................................................................................................................................................................................
723
5852 Linking Provider Information .................................................................................................................................................................................................................................................................................................
724
5861 Entering Review Dates .................................................................................................................................................................................................................................................................................................
725
5862 Entering Case Plan Participation .................................................................................................................................................................................................................................................................................................
726
5863 Permanency Goals .................................................................................................................................................................................................................................................................................................
727
5864 Case Plan Tasks .................................................................................................................................................................................................................................................................................................
728
5865 Pregnant or Parenting Foster Care Youth .................................................................................................................................................................................................................................................................................................
729
5871 Adding Court Hearings .................................................................................................................................................................................................................................................................................................
730
5872 Entering Court Activity for Parental Right Termination hearings .................................................................................................................................................................................................................................................................................................
731
5873 Entering Change of Venue .................................................................................................................................................................................................................................................................................................
732
5880 Entering Other Services .................................................................................................................................................................................................................................................................................................
733
5881 Adoption Circumstance Information .................................................................................................................................................................................................................................................................................................
734
5891 Basic Eligibility .................................................................................................................................................................................................................................................................................................
736
5892 Payment Eligibility .................................................................................................................................................................................................................................................................................................
737
5900 Eligibility and Payment Procedures for Out of Home Program and Services .................................................................................................................................................................................................................................................................................................
740
5901 DCF Children and Family Services Responsibilities .................................................................................................................................................................................................................................................................................................
741
5902 Eligibility Determinations .................................................................................................................................................................................................................................................................................................
742
5903 Payment to the Child Welfare Case Management Provider of Out of Home Services .................................................................................................................................................................................................................................................................................................
743
5910 Overview of the Title IV-E Program .................................................................................................................................................................................................................................................................................................
744
5911 Title IV-E Determination for Basic Eligibility – Administrative Funding .................................................................................................................................................................................................................................................................................................
746
5912 Title IV-E Determination for Federal Financial Participation – Maintenance Funding .................................................................................................................................................................................................................................................................................................
754
5913 Cases Pending Foster Care Funding Source Determination .................................................................................................................................................................................................................................................................................................
757
5914 Ongoing Eligibility .................................................................................................................................................................................................................................................................................................
758
5915 Eligibility Desk Review at Case Closure .................................................................................................................................................................................................................................................................................................
761
5917 Foster Care General Assistance (GA-FC) Funding Source .................................................................................................................................................................................................................................................................................................
762
5918 Medicaid Requirement for Children in Out of Home Care .................................................................................................................................................................................................................................................................................................
763
5920 Purchase Limitations and Guidelines for Medicaid .................................................................................................................................................................................................................................................................................................
765
5921 Dependent Children of Minor Mothers .................................................................................................................................................................................................................................................................................................
766
5922 Waiver Information .................................................................................................................................................................................................................................................................................................
767
5924 Children Entering Foster Care with KanCare 21 Coverage .................................................................................................................................................................................................................................................................................................
770
5925 Child Support Services (CSS) .................................................................................................................................................................................................................................................................................................
771
5926 TAF Eligibility for Dependent Children .................................................................................................................................................................................................................................................................................................
772
5927 WARDS – Possible Eligibility for Outside Benefits .................................................................................................................................................................................................................................................................................................
773
5928 WARDS - Benefits from Social Security Administration .................................................................................................................................................................................................................................................................................................
776
5929 WARDS - Benefit Management .................................................................................................................................................................................................................................................................................................
779
5930 Closing the Foster Care Case .................................................................................................................................................................................................................................................................................................
783
5931 Entering Payment Eligibility in FACTS .................................................................................................................................................................................................................................................................................................
784
5940 Coordination with the Kansas Department of Corrections - Juvenile Services (KDOC-JS) .................................................................................................................................................................................................................................................................................................
785
5950 Juvenile Offender Independent Living .................................................................................................................................................................................................................................................................................................
786
5960 Foster Care Eligibility for Tribal Youth .................................................................................................................................................................................................................................................................................................
787
6000_Permanent_Custodianship_&_Adoption .................................................................................................................................................................................................................................................................................................
788
6110 Establishment of Permanent Custodianship Subsidy (PCS) .................................................................................................................................................................................................................................................................................................
788
6111 Eligibility Requirement for Children .................................................................................................................................................................................................................................................................................................
789
6112 Type of Support and Amount of Subsidy .................................................................................................................................................................................................................................................................................................
790
6113 Exempt Income and Resources .................................................................................................................................................................................................................................................................................................
791
6114 Eligibility Determination .................................................................................................................................................................................................................................................................................................
792
6115 Permanent Custodianship Subsidy Agreement .................................................................................................................................................................................................................................................................................................
793
6116 Termination of Permanent Custodianship Subsidy .................................................................................................................................................................................................................................................................................................
794
6120 Annual Report .................................................................................................................................................................................................................................................................................................
795
6132 Referral to Child Support Services (CSS) .................................................................................................................................................................................................................................................................................................
796
6200 Adoption Assistance .................................................................................................................................................................................................................................................................................................
797
6201 Medical Services .................................................................................................................................................................................................................................................................................................
798
6202 Non-recurring Adoption Expenses .................................................................................................................................................................................................................................................................................................
799
6203 Special Service Payments .................................................................................................................................................................................................................................................................................................
800
6204 Monthly Cash Subsidy Payments .................................................................................................................................................................................................................................................................................................
801
6210 Eligibility Requirements for Adoption Assistance .................................................................................................................................................................................................................................................................................................
803
6220 Determining Funding Source for Adoption Assistance .................................................................................................................................................................................................................................................................................................
805
6230 Subsequent Adoption Assistance Agreement .................................................................................................................................................................................................................................................................................................
807
6240 The Application and Approval for Adoption Assistance .................................................................................................................................................................................................................................................................................................
808
6260 Developing the Adoption Assistance Agreement .................................................................................................................................................................................................................................................................................................
811
6262 Adoption Assistance Exceptions .................................................................................................................................................................................................................................................................................................
812
6263 Renegotiating the Terms of the Agreement .................................................................................................................................................................................................................................................................................................
813
6264 Unilateral Termination of the Adoption Assistance Agreement .................................................................................................................................................................................................................................................................................................
814
6270 Annual Review of the Adoption Assistance Case .................................................................................................................................................................................................................................................................................................
815
6280 Establishing Eligibility for Adoption Assistance After the Adoption is Finalized .................................................................................................................................................................................................................................................................................................
816
6285 Adoption Assistance Subsidy Overpayments .................................................................................................................................................................................................................................................................................................
817
6290 Transfer of Files .................................................................................................................................................................................................................................................................................................
818
6800 Recording Adoption Subsidy Information in FACTS .................................................................................................................................................................................................................................................................................................
819
6900 Eligibility and Payment Procedure for Permanent Custodianship and Adoption Assistance .................................................................................................................................................................................................................................................................................................
820
6901 Determining Eligibility for Permanent Custodianship Subsidy .................................................................................................................................................................................................................................................................................................
821
6902 Payment Procedures for Permanent Custodianship Subsidy .................................................................................................................................................................................................................................................................................................
822
6920 Eligibility and Payment Procedures for Adoption Assistance .................................................................................................................................................................................................................................................................................................
823
6921 Opening an Adoption Assistance Case .................................................................................................................................................................................................................................................................................................
824
6922 Special Service Payment .................................................................................................................................................................................................................................................................................................
825
6923 Non-Recurring Adoption Expenses .................................................................................................................................................................................................................................................................................................
826
6924 Payment Procedures For Non-Recurring Expenses .................................................................................................................................................................................................................................................................................................
827
6925 Permanent Custodianship Subsidy Overpayments .................................................................................................................................................................................................................................................................................................
828
6930 Finalization of Adoption Assistance Cases .................................................................................................................................................................................................................................................................................................
829
7000_Independent_Living_&_Self_Sufficiency .................................................................................................................................................................................................................................................................................................
830
7000 Independent Living Program Purpose .................................................................................................................................................................................................................................................................................................
830
7010 Department for Children and Families Independent Living Coordinator Responsibilities .................................................................................................................................................................................................................................................................................................
831
7020 Request for Services and Case Assignment .................................................................................................................................................................................................................................................................................................
832
7021 Referrals Involving Other States .................................................................................................................................................................................................................................................................................................
833
7030 Assessment .................................................................................................................................................................................................................................................................................................
834
7031 National Youth in Transition Database Survey .................................................................................................................................................................................................................................................................................................
835
7040 Self-Sufficiency Planning .................................................................................................................................................................................................................................................................................................
836
7100 Eligibility .................................................................................................................................................................................................................................................................................................
837
7200 Services and Supports .................................................................................................................................................................................................................................................................................................
841
7210 Basic Chafee .................................................................................................................................................................................................................................................................................................
842
7211 College Classes/Training Programs .................................................................................................................................................................................................................................................................................................
843
7212 Foster Care Transition Support .................................................................................................................................................................................................................................................................................................
844
7213 Life Skills Services and Supports .................................................................................................................................................................................................................................................................................................
845
7214 Alternative Options to Aged Out Medical Program .................................................................................................................................................................................................................................................................................................
846
7215 Transportation .................................................................................................................................................................................................................................................................................................
847
7220 Independent Living Subsidy .................................................................................................................................................................................................................................................................................................
848
7221 Secondary Education Plan .................................................................................................................................................................................................................................................................................................
849
7222 Employment Plan .................................................................................................................................................................................................................................................................................................
851
7223 Subsidy Rates .................................................................................................................................................................................................................................................................................................
852
7224 Subsidy Payment Procedures .................................................................................................................................................................................................................................................................................................
853
7230 Start Up Costs .................................................................................................................................................................................................................................................................................................
854
7240 Vehicle Repair and Maintenance .................................................................................................................................................................................................................................................................................................
855
7250 Education and Training Voucher Program .................................................................................................................................................................................................................................................................................................
856
7251 ETV Services and Supports .................................................................................................................................................................................................................................................................................................
857
7252 Procedures for ETV .................................................................................................................................................................................................................................................................................................
858
7260 Kansas Foster Child Education Assistance Act .................................................................................................................................................................................................................................................................................................
859
7270 Aged Out Medical Program .................................................................................................................................................................................................................................................................................................
860
7280 Mentor .................................................................................................................................................................................................................................................................................................
861
7281 Mentor Qualifications .................................................................................................................................................................................................................................................................................................
862
7282 Responsibilities of Mentor .................................................................................................................................................................................................................................................................................................
863
7283 Mentor Fees .................................................................................................................................................................................................................................................................................................
864
7290 Kansas Youth Advisory Council .................................................................................................................................................................................................................................................................................................
865
7300 Case Closure .................................................................................................................................................................................................................................................................................................
866
7800 Entering Independent Living Youth Not in Agency Custody in FACTS .................................................................................................................................................................................................................................................................................................
867
7900 Eligibility and Payment Procedures for the Independent Living Program .................................................................................................................................................................................................................................................................................................
868
7911 Start Up Costs .................................................................................................................................................................................................................................................................................................
869
7912 IL Subsidy Procedures for Room/Board .................................................................................................................................................................................................................................................................................................
870
7913 Other Payments for IL Youth .................................................................................................................................................................................................................................................................................................
872
8000_Continuous_Performance_Improvement .................................................................................................................................................................................................................................................................................................
873
8000 Continuous Performance Improvement .................................................................................................................................................................................................................................................................................................
873
8010 Conflict of Interest .................................................................................................................................................................................................................................................................................................
876
8020 Safety Concerns .................................................................................................................................................................................................................................................................................................
877
8200 Child Welfare Case Management Provider's Responsibility for Continuous Performance Improvement .................................................................................................................................................................................................................................................................................................
878
8300 Case Read Decisions .................................................................................................................................................................................................................................................................................................
879
8400 Residential/Group Home Monitoring .................................................................................................................................................................................................................................................................................................
880
8500 Administrative Reviews of Child Placing Agencies .................................................................................................................................................................................................................................................................................................
881
9000_Interstate_Compact .................................................................................................................................................................................................................................................................................................
882
9000 Interstate Compact .................................................................................................................................................................................................................................................................................................
882
9120 Placements Subject to ICPC .................................................................................................................................................................................................................................................................................................
883
9130 Placements Not Subject to ICPC .................................................................................................................................................................................................................................................................................................
884
9200 ICPC Referrals From Kansas to Other States .................................................................................................................................................................................................................................................................................................
885
9210 The ICPC Referral Packet .................................................................................................................................................................................................................................................................................................
886
9220 Visits to Another State for Kansas Children .................................................................................................................................................................................................................................................................................................
888
9230 Child Welfare Case Management Provider ICPC Financial Responsibilities as the Sending State .................................................................................................................................................................................................................................................................................................
889
9231 Child Welfare Case Management Provider ICPC Non-Financial Responsibilities as the Sending State .................................................................................................................................................................................................................................................................................................
890
9240 DCF Regional Responsibilities .................................................................................................................................................................................................................................................................................................
892
9250 Retention of Court Jurisdiction .................................................................................................................................................................................................................................................................................................
893
9300 ICPC Referrals From Other States to Kansas (Kansas as the Receiving State) .................................................................................................................................................................................................................................................................................................
894
9310 Child Welfare Case Management Provider Responsibilities as the Receiving State .................................................................................................................................................................................................................................................................................................
895
9315 Monitoring Out of State Children in Kansas Residential Facility Placements .................................................................................................................................................................................................................................................................................................
897
9400 Safe and Timely Interstate Placement of Foster Children Act of 2006 (P.L. 109-239) .................................................................................................................................................................................................................................................................................................
898
9450 Runaways/Interstate Compact on Juveniles .................................................................................................................................................................................................................................................................................................
899
9600 Interstate Compact on Adoption and Medical Assistance (ICAMA) .................................................................................................................................................................................................................................................................................................
900
9610 The Interstate Compact on Adoption and Medical Assistance (ICAMA) Eligibility .................................................................................................................................................................................................................................................................................................
901
9620 Procedures for Kansas Children Moving to Another State (Kansas as the Agreement State) .................................................................................................................................................................................................................................................................................................
902
9630 Procedures for Out-of-State Children Moving to Kansas (Kansas as the Residence State) .................................................................................................................................................................................................................................................................................................
903
9800 Recording Intake Action for ICPC Requests .................................................................................................................................................................................................................................................................................................
904
9810 Case Opening .................................................................................................................................................................................................................................................................................................
905
9820 Recording Assessment Tools .................................................................................................................................................................................................................................................................................................
906
9830 Recording Case Findings .................................................................................................................................................................................................................................................................................................
907
9840 Entering Kansas ICPC Referrals to Other States in FACTS .................................................................................................................................................................................................................................................................................................
908
9850 Recording Intake Action .................................................................................................................................................................................................................................................................................................
909
9860 Case Opening .................................................................................................................................................................................................................................................................................................
910
9870 Recording Plans .................................................................................................................................................................................................................................................................................................
911
9880 Recording Services .................................................................................................................................................................................................................................................................................................
912
9885 Other Involvement .................................................................................................................................................................................................................................................................................................
913
9890 Requests for Courtesy Supervision of ICPC by Sending State .................................................................................................................................................................................................................................................................................................
914
9900 Eligibility and Payment Procedures for Interstate Compact Cases .................................................................................................................................................................................................................................................................................................
915
9910 The Interstate Compact on the Placement of Children (ICPC) .................................................................................................................................................................................................................................................................................................
916
9920 The Interstate Compact on Adoption and Medical Assistance (ICAMA) .................................................................................................................................................................................................................................................................................................
917
9930 Transferring Benefits for Eligible Children Who Are Leaving Kansas .................................................................................................................................................................................................................................................................................................
918
9940 Adoption Subsidy Payments .................................................................................................................................................................................................................................................................................................
919
9950 CW/CBS Provider Responsibilities .................................................................................................................................................................................................................................................................................................
920
9970 Eligibility for Medical Card Services Through ICAMA .................................................................................................................................................................................................................................................................................................
921
Prevention and Protection ServicesPrevention and Protection Services
Policy and Procedure ManualPolicy and Procedure Manual
February 2022
A .pdf file is provided for easier printing options at this link: http://www.dcf.ks.gov/services/PPS/Pages/PPSpolicies.aspx
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Summary of Changes
Click here to see this page in full context
Summary of Changes
February 2022February 2022
INTRODUCTION:
The Summary of Prevention and Protection Services (PPS) Policy and Procedure Manual Changes provides a list of
policies, forms and appendices with explanations for the PPS substantial policy revisions and clarifications for February
2022. These policy revisions are effective February 1, 2022
DEFINITIONS:
Substantial Changes- Substantial Changes to policy, forms appendices include revisions affecting the meaning or
involves a change to practice.
Clarifications- Clarifications to policy includes revisions to improve clarity or style.
TABLE OF CONTENTS: (Click on links to go to a policy section or specific reason for policy revision. Click on links for Back to
Contents to return to this table of contents )
Substantial Changes:
Section 0000 General Information
No Revisions
1000 Intake
No Revisions
2000 Investigation and Assessment
No Revisions
3000 Case Management
No Revisions
4000 Prevention Services
No Revisions
5000 Child Welfare Case Management Services
No Revisions
6000 Permanent Custodianship & Adoption
No Revisions
7000 Independent Living and Self Sufficiency
No Revisions
8000 Continuous Performance Improvement
No Revisions
9000 Interstate Compact
No Revisions
10000 Adult Protective Services
No Revisions
Clarifications
PPM 4000 Prevention Services
PPM 4005 Requesting Social Services Child Care for Children Receiving Prevention Services
PPM 4013 Subsequent Reports on Open Family Service Case
PPM 4100 Family Service Program Description
PPS 2019 Kansas DCF Conversation Note
CLARIFICATIONS
Clarifications to policy includes revisions to improve clarity or style.
(Click on policy/form/appendix links to review the draft changes)
Section 0000 General Information
PPM TITLE – Brief description of change
No Clarifications
Section 1000
PPM TITLE – Brief description of change
No Clarifications
Section 2000 Investigation and Assessment
PPS 2019 Kansas DCF Conversation Note – Text boxes for “Information Provided by Worker” and “General
Notes” were changed to be expandable in print version (Word).
Section 3000 Case Management
PPM TITLE – Brief description of change
No Clarifications
Section 4000 Family Services
All policies listed below had references regarding the Community Family Service Provider or CFSP removed:
PPM 4000 Prevention Services
PPM 4005 Requesting Social Services Child Care for Children Receiving Prevention Services
PPM 4013 Subsequent Reports on Open Family Service Case
PPM 4100 Family Service Program Description
Section 5000 Child Welfare Case Management Provider Services
PPM TITLE – Brief description of change
No Clarifications
Section 6000 Permanent Custodianship and Adoption
PPM TITLE – Brief description of change
No Clarifications
Section 7000 Independent Living & Self Sufficiency
PPM TITLE – Brief description of change
No Clarifications
Section 8000 Continuous Performance Improvement
PPM TITLE – Brief description of change
No Clarifications
Section 9000 Interstate Compact
PPM TITLE – Brief description of change
No Clarifications
Section 10000 Adult Protective Services
PPM TITLE – Brief description of change
No Clarifications
Appendix
Back to Table of Contents
4000 Prevention Services
DCF Prevention Services includes Family Services, Family First Prevention Services and Family Preservation Services. Prevention services
recognize the inherent integrity and value of the family. Services are provided for the entire family unit rather than to individual family
members. However, individual family members may also receive specific services. Services may be court ordered, recommended by the
DCF, or requested by the family.
Provision of prevention services are considered when there is a need for the DCF assistance beyond the initial 30 working days of intake
assignment. Services may be offered by the DCF staff or through referrals to other community agencies or entities, including utilizing the
DCF community services programs and/or Family Services funds to purchase services. Services are provided without regard to income and
may be voluntary. Families may be court ordered to apply for services. See Section 4900 for additional information.
The scope of the services is determined alongside the family and is based on the
family’s individual needs, the family's eligibility, and available resources. The difference between Family Services, Family First Prevention
Services and Family Preservation is the level of risk, degree of the crisis specifically related to safety, family functioning, and the potential
removal of a child. Families with no safety concerns, low to moderate risk and are connected to services on their own may not need DCF
monitoring.
A. Family Services
Family Services are provided to families to help alleviate specific situations which if services are not offered, may develop into a
crisis situation. Family Services are provided to families with low to moderate crisis situations and are considered for families who
have requested services.
B. Family First Prevention Services
Family First Prevention Services (FFPS) are evidence-based services provided to families to prevent children from entering out of
home foster care placement. FFPS are services provided through FFPS grants. (Reference map of services available statewide).
FFPS should be considered when:
1. At least one child in the home meets the following criteria for Candidacy of Care:
A child who is at imminent risk of entering foster care, but who can remain safely in the child’s home or in a kinship placement
as long as the title IV-E prevention services that are necessary to prevent the entry of the child into foster care are provided. A
“child who is a candidate for foster care” includes a child whose adoption or guardianship arrangement is a risk of a disruption
or dissolution that would result in a foster care placement.
and
2. The specific service the family needs to prevent the child from entering foster care is a service FFPS available where the
family resides.
3. Pregnant and parenting youth in the custody of the Secretary and in out of home placement. Family first services are
provided to prevent custody of the foster youth’s child.
Unlike Family Services and Family Preservation Services, supervisor approval prior to referral is not required.
C. Family Preservation
Family Preservation Services are provided to families needing a high level of intensity, requiring more frequent contact. Family
Preservation offers the availability of staff, twenty-four hours a day, seven days a week, to meet the higher level of intense services.
Family Preservation Services case management is provided by Child Welfare Case Management Providers.
Family First Prevention Services, Family Preservation and Family Services include the following characteristics:
1. Services strengthen the family and promote the safety and well-being of the children;
2. Services are delivered primarily in the family home or community;
3. Services are committed to reinforcing the strengths of the family members, empowering the family to solve problems, and
become self-sufficient;
4. Services enhance parenting skills, family and personal self-sufficiency, functioning of the family, and reduce stress on
families; and,
5. Services, which require monitoring, help families locate and use additional assistance including, but not limited to, the
development and maintenance of community support systems, counseling and treatment services, housing, child care,
education, job training, emergency cash grants, state and federally funded public assistance, and other basic support
services.
BACK
4005 Requesting Social Services Child Care for Children Receiving Prevention Services
If a family who is receiving Prevention Services (DCF Family Services, Community Family Services, Family Preservation Services or
Family First Prevention Services) needs Social Services Child Care and meets the qualifications outlined in PPM 2741, an Economic
Employment Services (EES) request form shall be completed by either the Child Protective Service Specialist or the provider, per the EES
policies, and approved by the EES/Social Service Program Administrator or designee in the regional DCF Service Center.
If a family receives Social Services Child Care, this service shall be listed on the Case Plan as an activity and monitored by the Provider.
BACK
4013 Subsequent Reports on an Open Family Service Case
A. Report Regarding a DCF Family Service Case:
Reports not assigned for further assessment by the Kansas Protection Report Center (KPRC) are forwarded
to the regional intake email. PPS staff monitoring the regional intake email shall forward the report to the
DCF worker identified on the open FACTS CASE screen and to the PPS Supervisor. The intake (PPS 1000,
1001, 1000A, and 1002) shall be printed and filed in Section 3 of the case file per PPM 0425. The DCF
worker with the open case shall consider the information contained in the report; and include the
information in the work with the child/family as appropriate. The PPS Supervisor shall ensure the
information contained in the report(s) is addressed in the open case. The PPS Supervisor shall follow-up
prior to case closure to ensure all subsequent reports have been addressed in the open case.
If after consulting with a PPS supervisor, a determination is made to request the report be assigned for
further assessment, the PPS supervisor shall request assignment via the KPRC Supervisors email mailbox
(PRCsups). If the information contained in the report meets definitions of a critical incident per PPM 0510
the DCF worker shall notify his/her immediate supervisor per PPM 0510.
B. Report regarding a Community Family Service Provider (CFSP) Case:
When a subsequent report which is not assigned for further assessment by the KPRC is received on a case assigned to
the Community Family Service Provider (CFSP), KPRC forwards the report per PPM 1431, to the regional intake email.
PPS staff monitoring the regional intake email shall forward the report to a PPS Supervisor.
The PPS Supervisor shall review the report and forward the report to the CFSP within 3 working days from
the date of the email from KPRC. If DCF has specific information to address it shall be noted in the e-mail.
Upon receipt of the email containing the subsequent report not assigned for further
assessment, the CFSP shall print the intake (PPS 1000, 1001, 1000A, and 1002) and
file in Section 3 of the case file per PPM 0425. The CFSP will have 3 working days to
acknowledge receipt of the report and provide an initial
summary of information they may have regarding the report. If after receiving the initial 3 working day
report from the CFSP, the PPS Supervisor determines more information is needed, they will notify the
CFSP. The CFSP shall follow up with the family on the information contained in the report and provide a
written report back to DCF within 5 working days regarding the outcome. The CFSP shall include all
information addressing the event in Case Activity Logs with the event number identified.
The CFSP Supervisor shall ensure the information contained in the not-assigned report(s) are addressed in
the open case, and follow-up with the CFSP licensed case manager during regular supervisor consultations
per PPM 4105 and PPS 4010. Prior to case closure the CFSP Supervisor shall ensure all subsequent not-
assigned reports have been addressed in the open case.
Refer to PPM 4017 B for when abuse/neglect concerns are indicated; or PPM 4017 C for when a higher
level of service is indicated.
B. C. When a subsequent report is not assigned for further assessment by the KPRC and there is an
open/active Family First Prevention Service case refer to PPM 4340 Reports to KPRC Regarding Families
Being Served by a Family First Prevention Services Grantee.
BACK
4100 Family Service Program Description
Family Services are provided to families to help alleviate specific situations which if services are not offered, may
develop into a crisis situation. Family Services are provided to families with lower crisis situations and are
considered for families who have requested services.
Family services case management may be provided by DCF or Community Family Service Providers or a
community-based provider through a client purchase agreement. See PPS 4130. Family Services can be provided
for up to 12 months. Services may continue beyond 12 months if there is a court order requiring the family
continue services; or if the family, the Family Service Community Provider, if applicable, the CPS specialist and
the supervisor determine the family is making progress on achieving the case plan goals and additional time is
needed for successful completion. The need for continued family services shall be documented on the PPS 3055.
BACK
Appendices and Miscellaneous Forms
Form Number
Form
Date
Form Name Form
Other
Languages
ADM-3465 12/2011 Invoice and Timesheet Purchase of Service xls
Appendix 0A Expanded History Check Letter doc pdf
Appendix 0B 07/2019 Critical Incident Review Staff Interview doc pdf
Appendix 0C 07/2019 Critical Incident Review Observations doc pdf
Appendix 0D 10/2019 TDM Protocol doc pdf
Appendix 0E 07/2021 TDM Meeting Scheduling Form doc pdf
Appendix 0F 10/2019 Worker QUICK Presentation Outline doc pdf
Appendix 0G 10/2019 Supervisor Consultation for Initial TDM
Meeting
doc pdf
Appendix 0H 10/2019 Supervisor Guide to Initial TDM Meeting doc pdf
Appendix 0I 10/2019 Worker's Guide for an Effective TDM
Meeting
doc pdf
Appendix 0J 10/2019 Guide for Discussion of Risk and Safety
Assessment Initial Removal TDM
doc pdf
Appendix 0K 10/2019 Tips for Supervisors for Effective TDM doc pdf
Appendix 0L 10/2019 Tips for Workers for Effective TDM doc pdf
Appendix 0M 07/2020 doc pdf
Appendix 1A 01/2020 SDM Intake Assessment Policy and
Procedures Manual
doc pdf
Appendix 1B 10/2012 Factors to Consider Before Leaving a Child
at Home Alone
doc pdf
Appendix 1C 10/2012 Child Abuse and Neglect-Protective Services
Alert Report
doc pdf
Appendix 1D 10/2018 Intake Interview Questions Guide doc pdf
Appendix 1E 07/2021 Adult Protection Services Initial Assessment
Guide
doc pdf
Appendix 1J 10/2012 Disability/Special Needs Table doc pdf
Appendix 2A 07/2016 Kansas Statute Annotated- Sexual Abuse
Definitions
doc pdf
Appendix 2B 07/2021 Guide for Assessment and Decisions doc pdf
Appendix 2E 01/2020 DCF Case Finding History doc pdf
Appendix 2F 07/2013 Six Areas of Family Life for Assessment doc pdf
Appendix 2G 07/2016 KIDS Upload Instructions doc pdf
Appendix 2H 01/2021 Safety Assessment doc pdf
Appendix 2I 01/2017 Interview Guide for Runaway and Truant
Children
doc pdf
Appendix 2J 01/2017 Caregiver Protective Capacity Factors doc pdf
Appendix 2K 01/2021 Lasting Safety Tips Sheet doc pdf
Appendix 2L 07/2017 Factors to Guide the Plan of Safe Care doc pdf
Appendix 2N 01/2021 My Three Houses doc pdf doc pdf
Appendix 2O 01/2021 Fairy Wizard Instructions doc pdf doc pdf
Appendix 2P 01/2020 Fairy Wizard Template doc pdf
Appendix 2W 01/2020 Ecomap Template doc pdf
Appendix 2Y 01/2021 Crosswalk Signs of Safety Practice doc pdf
Appendix 2Z 07/2021 Copying from Microsoft Word into KIDS doc pdf
Appendix 3A 01/2018 Fatherhood Involvement Guide doc pdf
Appendix 3B 01/2020 Basic Genogram Symbols doc pdf
Appendix 3C Ecomap Symbols pdf
Appendix 3D 07/2013 Medical List doc pdf
Appendix 3E Time Line Example doc pdf
Appendix 3F 10/2012 Early Reunification Prognosis Indicators doc pdf
Appendix 3G 01/2018 Foster Parent Report to the Court doc pdf spadoc spapdf
Appendix 3H 07/2012 Case Plan Documentation Checklist doc pdf
Appendix 3J 10/2012 Child Welfare Mental Health Referral Guide doc pdf
Appendix 3K 07/2019 Request for Initial Mental Health
Assessment/Transfer of Services
pdf
Appendix 3L 10/2012 Social Emotional Screening Tool doc pdf
Appendix 3N 01/2018 Family Finding Search Websites doc pdf
Appendix 3Q 10/2012 Case Review Timeline doc pdf
Appendix 3R 07/2021 Change of Venue doc pdf
Appendix 3S 04/2018 Permanency Staffing Guide doc pdf
Appendix 5A 07/2020 Icebreakers Brochure pdf doc pdf
Appendix 5C 07/2021 Relative Placement Assessment doc pdf
Appendix 5D 04/2018 Supervisor Consultation Guide doc pdf
Appendix 5E 01/2013 Consular Notification and Access Fact Sheet doc pdf
Appendix 5F 10/2012 Requesting SS Card doc pdf
Appendix 5G 01/2021 Notification to Parent Considering
Relinquishment
doc pdf
Appendix 5G1 01/2021 Acceptance of Relinquishment of Parental
Rights
doc pdf
Appendix 5G2 01/2021 Refusal of Relinquishment of Parental Rights doc pdf
Appendix 5H 01/2017 Consent for Release of Information doc pdf spadoc spapdf
Appendix 5I 07/2019 Guide for Sibling Split Request doc pdf
Appendix 5J 01/2019 Relinquishment of Minor Child to Agency doc pdf
Appendix 5K 10/2012 OPPLA CA doc pdf spadoc spapdf
Appendix 5L 10/2012 Custodianship CA doc pdf spadoc spapdf
Appendix 5M 01/2014 Referral to DCF for Continued Services doc pdf
Appendix 5O 01/2020 Kansas Foster Parents' Rights doc pdf
Appendix 5P 07/2019 Educational Stability Process Map doc pdf
Appendix 5Q 07/2015 Authorization to Disclosure Information,
Including Child(ren)'s Individual Identifiable
Health Information
doc pdf spadoc spapdf
Appendix 5R 07/2019 Checklist for Request for Consent to Adopt doc pdf
Appendix 5S 01/2019 Best Interest Staffing for Children in Foster
Care Brochure
doc pdf
Appendix 5T 01/2017 Adoption from Foster Care Brochure doc pdf
Appendix 5U 07/2014 Disability Determination Referral to Kansas
Legal Service
doc pdf
Appendix 5V 07/2014 Guide to Understanding SSI and the
DCF/KLS Contract
doc pdf
Appendix 5W 01/2017 Preparing Children for Adoption doc pdf
Appendix 5X 07/2017 Sibling Connections doc pdf
Appendix 5Y 07/2019 Letter to Parents Considered at a BIS doc pdf
Appendix 5Z 07/2018 Normal Phases of Pre-Finalization doc pdf
Appendix 6A 07/2016 Permanent Custodianship Subsidy Brochure pdf
Appendix 6B 01/2014 Adoption Assistance Brochure pdf
Appendix 6C 01/2022 Legal Fee Reimbursement for Adoption doc pdf spadoc spapdf
Appendix 6D 02/2018 Annual Adoption Assistance Review-Second
Notice
doc pdf spadoc spapdf
Appendix 6E 07/2017 Adoption Assistance Repayment Agreement doc pdf
Appendix 7A 07/2015 Youth Advisory Council Handbook doc pdf
Appendix 7B 10/2012 Application for KYAC Membership doc pdf
Appendix 7C 01/2020 National Youth in Transition Database doc pdf
Appendix 7C
Definitions
01/2020 Federal Question Definitions doc pdf
Appendix 7D 01/2015 Kansas Foster Youth Rights Brochure pdf
Appendix 7E 07/2020 Checking and Clearing Credit History for
Youth
doc pdf
Appendix 7F 01/2015 Certification for Identification Card pdf
Appendix 7H 07/2015 Mentor Application Packet doc pdf
Appendix 9B 10/2012 ICPC Supervision Report-90 Days doc pdf
Appendix 9C 10/2012 ICPC Supervision Report-30 Days doc pdf
Appendix 9D 07/2015 Interstate Compact on the Placement of
Children Articles and Regulations
doc pdf
Appendix 9E 01/2013 ICPC Residential Supervision Report doc pdf
Appendix 9F 07/2014 ICPC Medial Card Process xls pdf
Appendix 9G 07/2013 Sample Reg 7 Court Order doc pdf
Appendix 9H 07/2014 ICPC Referral Checklist doc pdf
Appendix 9I 07/2016 Interstate Compact on Adoption and Medical
Assistance
doc pdf
Appendix 10A 10/2012 Adult Protective Services Statutes doc pdf
Appendix 10B 07/2016 APS Guidelines to consider when making a
finding
doc pdf
Appendix 10C 7/2021 Records to Obtain During Investigation doc pdf
EP Appendix A Kansas AFDC Needs Standards doc pdf
EP Appendix B 10/2012 Computer Systems doc pdf
EP Appendix D 08/2016 Computer Systems-WARDS Users
Handbook
doc pdf
0000 General Information Forms
Form Number Form Date Form Name Form Instructions Other Languages
PPS 0100 07/2013 Authorization for
Release of
Confidential
Information
doc pdf spadoc spapdf
PPS 0300 10/2012 Notice of Intent to
Disclose Record
doc pdf
PPS 0330 07/2015 Adult Adoptee
Requesting Copy of
Adoption Record
and/or Search for
Birth Parent(s)
doc pdf
spadoc spapdf
PPS 0331 07/2018 Adult Former Foster
Care (PRT)
Requesting Case File
Information
doc pdf
PPS 0332 07/2018 Adult Former Foster
Care (Non-PRT)
Requesting Case File
Information
doc pdf
PPS 0335 07/2015 Birth Parent
Requesting Contact
with Adult Adoptee
doc pdf spadoc spapdf
PPS 0340 07/2015 Adult Requesting
Search for Birth
Sibling(s)
doc pdf spadoc spapdf
PPS 0350 07/2015 Authorization to
Release Information
Form
doc pdf spadoc spapdf
PPS 0400 07/2014 Archive Face Sheet doc pdf
PPS 0410 10/2012 Records Face Sheet doc pdf
PPS 0415 01/2015 Case File Box
Contents
doc pdf
PPS 0500 04/2017 KCDRB Case
Information
Summary
doc pdf
PPS 0550 02/2020 Critical/Significant
Incident
pdf
PPS 0551 07/2019 Critical Incident
History Log
doc pdf
10000 Adult Protective Services Forms
Form Number Form Date Form Name Form Instructions Other Languages
PPS 10000 01/2015 Kansas Protective
Services for Vulnerable
Adults Brochure
pdf spapdf
PPS 10001 07/2018 Understanding Your
Role as Power of
Attorney
pdf
PPS 10100 07/2016 Adult Protective
Services Intake
doc pdf
PPS 10110 07/2021 Adult Protective
Service Screening
Report
doc pdf
PPS 10120 A 07/2021 Potential Criminal
Notification Coversheet
doc pdf
PPS 10125 07/2016 Notification to
KDADS
doc pdf
PPS 10130
07/2020
Notice of Action to
Reporters for Adult
Abuse Reports
doc pdf
PPS 10200 10/2012 Adult Protective
Services Case Activity
Log
doc pdf
PPS 10204A 07/2020 Notice of Allegation
Change
doc pdf
PPS 10205 07/2014 Your Rights During an
Adult Protective
Services Assessment
for Self-neglect
doc pdf spadoc spapdf
PPS 10208 07/2014 Your Rights during an
APS Investigation
Brochure
pdf
PPS 10209 01/2021 Bank Release of
Records
doc pdf
PPS 10210 10/2012 Authorization for
Release of Confidential
Information
doc pdf
PPS 10211 07/2021 Release of Records
Relevant to Adult
Protective Services
Investigation
doc pdf
PPS 10212 01/2014 APS
Critical/Significant
Incident Report
doc pdf
PPS 10215 07/2021 Non-Critical Death
Notification
doc pdf
PPS 10230 01/2014 Interview Notice to
Alleged Perpetrator
doc pdf spadoc spapdf
PPS 10240 07/2012 What you need to
know about
Investigations of Adult
Abuse, Neglect,
Exploitation, or
Fiduciary Abuse
pdf
PPS 10250 07/2021 Corrective Action Plan doc pdf
PPS 10300 07/2021 Notice of Agency
Decision
doc pdf spadoc spapdf
PPS 10310 07/2021 Notification to
Regional Adult
Abuse/Neglect Registry
Contact
doc pdf
PPS 10315 07/2021 Notice of Termination
of Corrective Action
Plan
doc pdf
PPS 10320A 01/2017 Notice of APS Case
Closure- For Self
Neglect Cases
doc pdf spadoc spapdf
PPS 10320B 07/2016 Notice of APS Case
Closure - Non Self
Neglect Cases
doc pdf
PPS 10330 01/2013 Appeal Summary doc pdf
PPS 10340 07/2021 Notification to Facility
Regarding APS
Finding
doc pdf
PPS 10350 07/2021 Substantiation
Notification to Law
Enforcement
doc pdf
PPS 10360 07/2021 Report to State
Regulatory Authority
from APS Regarding
Finding of Abuse,
Neglect, or
Exploitation
doc pdf
PPS 10370 01/2018 ANE Unit Cover Sheet doc pdf
PPS 10400 11/2021 Adult Abuse, Neglect,
Exploitation, Fiduciary
Abuse Central Registry
doc pdf spadoc spapdf
PPS 10500 07/2016 Adult Protective
Service Plan
doc pdf
PPS 10510 07/2016 Emergency APS
Admissions to Nursing
Facilities
doc pdf
PPS 10600A 01/2019 Adult Guardianship /
Conservatorship
Referral/Notification
doc pdf
PPS 10600B 01/2019 Youth Guardianship /
Conservatorship
Referral
doc pdf
PPS 10610 01/2017 Decision-Making and
Functional Assessment:
Criteria for Legal
Impairment a Multi-
disciplinary Tool
doc pdf
1000 Intake Forms
Form Number Form Date Form Name Form Instructions
Other
Languages
PPS 1000 07/2020 Face Sheet doc pdf
PPS 1001 07/2020 Report/Request for
Services
doc pdf
PPS 1001A 07/2020 Summary of results
of Preliminary
Inquiry
doc pdf
PPS 1002 07/2020 Initial Assessment doc pdf
PPS 1003 01/2021 Intake to Law
Enforcement
doc pdf
PPS 1005
07/2020
Notice of Action to
Reporters of
Suspected Child
Abuse or Neglect
doc pdf
PPS 1006 07/2019 Report of
Unexcused School
Absences
doc pdf doc pdf
PPS 1007 07/2016 Notice of Child
Interview
doc pdf
PPS 1010 10/2012 Social Services Case
Activity Log
doc pdf
PPS 1011 04/2018 Central Registry
Release of
Information
doc pdf spadoc
spapdf
2000 Investigation and Assessment Forms
Form Number Form Date Form Name Form Instructions Other Languages
PPS 2000 07/2016 Request to Interview
a Child at School
doc pdf
PPS 2001 07/2017 Parental Consent to
Interview a Child at
School
doc pdf
PPS 2005 01/2019 UNCOPE doc pdf xls
PPS 2007 01/2021 Plan of Safe Care doc pdf doc pdf
PPS 2008 01/2021 What is a Plan of
Safe Care?
doc pdf doc pdf
PPS 2010 01/2021 What you need to
know about
Investigations of
Child Abuse or
Neglect
doc pdf doc pdf
PPS 2011 01/2019 Case Findings (Child
Abuse and Neglect
Report)
doc pdf doc pdf
PPS 2012 07/2020 Notice of Department
Findings
doc pdf doc pdf spadoc spapdf
laodoc laopdf
PPS 2014 A
01/2021 Parent Skill Building
Programs
doc pdf
PPS 2014 B 01/2021 Child Sexual
Behavioral Problems
doc pdf
PPS 2015 07/2016 Referral to Infant and
Toddler Services
doc pdf
PPS 2017 01/2017 Notification of
Affirmed or
Substantiated Case
Finding
doc pdf
PPS 2018 07/2016 Review of Repeat
Maltreatment in Six
Months
doc pdf
PPS 2019 07/2021
DCF Conversation
Note (Electronic
Version)
doc pdf doc pdf doc pdf
PPS 2019 02/2022
DCF Conversation
Note (Print Version)
doc pdf doc pdf doc pdf
PPS 2020 11/2021 Risk Assessment map doc pdf doc pdf doc pdf
PPS 2021 07/2020 Immediate Safety
Plan
doc pdf doc pdf doc pdf
PPS 2030E 07/2019 Child in Need of
Care Non Abuse or
Neglect
doc pdf doc pdf
PPS 2030F 01/2018 Family Based
Assessment Summary
doc pdf doc pdf
PPS 2035 07/2016 Family Service Risk
& Safety Assessment
doc pdf
PPS 2833 07/2015 DCF Provider
Placement Client
Service Agreement
doc pdf doc pdf
3000 Case Management Forms
Form Number Form Date Form Name Form Instructions Other Languages
PPS 3003 01/2017 Court Report doc pdf
PPS 3005 07/2020 Case Transfer Summary doc pdf
PPS 3011 10/2012 Interaction/Visitation/Contact
Log
doc pdf
PPS 3031 01/2020 Foster Care Initial Service
Plan
doc pdf
PPS 3048 07/2020 Family Preservation Services
Initial Service Plan
doc pdf doc pdf
PPS 3049 01/2017 Introduction and Parent's
Guide to Case Planning
Conferences with Children in
Custody
doc pdf spadoc spapdf
PPS 3049A 01/2018 Introduction and Parent's
Guide to Case Planning
Conferences with Children
not in Custody
doc pdf
PPS 3050 01/2021 Family Service/Preservation
Plan
doc pdf doc pdf spadoc spapdf
PPS 3050A 07/2017 Family Service/Preservation
Candidacy for Care
doc pdf
PPS 3051 07/2019 Permanency Plan doc pdf doc pdf spadoc spapdf
PPS 3052 07/2019 Administrative Requirements doc pdf
PPS 3053 01/2017 Parent Child Interaction
Schedule
doc pdf spadoc spapdf
PPS 3054 10/2018 Visitation Schedule doc pdf spadoc spapdf
PPS 3055 01/2017 Permanency Plan Review doc pdf spadoc spapdf
PPS 3056 01/2018 Permanency Plan Desk
Review
doc pdf
PPS 3057 07/2019 Services and Codes doc pdf
PPS 3057A 07/2021 Independent Living Services
Descriptions
doc pdf
PPS 3058 07/2019 Permanency Plan Checklist doc pdf
PPS 3059 07/2019 Transition Plan doc pdf doc pdf
PPS 3060 10/2019 QRTP Case Plan
Requirements
doc pdf
PPS 3061 10/2012 Monthly Individual Contact
Form
doc pdf spadoc spapdf
PPS 3061A 10/2012 Monthly Individual Contact
FAQ's
doc pdf spadoc spapdf
PPS 3070 07/2013 Aftercare Contract
Agreement
doc pdf spadoc spapdf
PPS 3071 01/2021 Aftercare Monthly Report doc pdf
PPS 3114 07/2019 Social History for Children doc pdf
4000 Family Services Forms
Form Number Form Date Form Name Form Instructions Other Languages
PPS 4005 01/2017 Family Service Case
Status
doc pdf doc pdf
PPS 4007 01/2015 Flex Fund Request Form doc pdf
PPS 4010 04/2018 In-Home Services
Supervisor Consultation
Log
doc pdf
PPS 4200 01/2020 Family Preservation
Referral
doc pdf doc pdf
PPS 4205 07/2020 Family Preservation
Services
Acknowledgement of
Referral/Change/Closure
doc pdf doc pdf
PPS 4206 01/2020 Family Preservation
Services Client
Satisfaction Survey
doc pdf
PPS 4225 01/2020 Family Preservation
Supervision Log
doc pdf
PPS 4250 01/2020 Family Preservation
Services Lack of
Contact Notification
doc pdf
PPS 4255 01/2020 Family Preservation
Services Case Transfer
doc pdf
PPS 4260 01/2020 Family Preservation
Services Request for
Retraction of a Referral
doc pdf
PPS 4300 01/2022 Family First Prevention
Plan
doc pdf spadoc spapdf
PPS 4310 01/2022 Family First Prevention
Services Referral/Case
Status
doc pdf doc pdf
5000 Child Welfare Community Based Services Forms
Form Number Form Date Form Name Form Instructions Other Languages
PPS 5110 10/2018 Initial Referral to Out of
Home Placement
Provider for Child in
DCF Custody
doc pdf doc pdf
PPS 5110A 01/2018 Initial Referral to Out of
Home Placement
Provider for Child in
DCF Custody-
Consideration of
Relative Placement
doc pdf
PPS 5115 01/2020 Referral for QRTP
Assessment/For Child in
DCF Custody
dcf pdf
PPS 5120 01/2019 RE/FC/AD
Acknowledgment of
Referral Notification of
Move/Placement/Change
doc pdf
PPS 5122 10/2019 Foster Care
Confirmation of
Placement
doc pdf
PPS 5123 07/2014 Consent to Medical Care doc pdf spadoc spapdf
PPS 5124 10/2012 Consent to Medical Care
(supervisor)
doc pdf spadoc spapdf
PPS 5125 01/2017 Relative Notice Letter doc pdf spadoc spapdf
PPS 5126 01/2017 Adoptive Parent
Notification Letter
doc pdf spadoc spapdf
PPS 5135 01/2017 Acknowledgment of
Parental Obligation
doc pdf spadoc spapdf
PPS 5137 11/2021 Family Handbook pdf spapdf
PPS 5140 10/2012 Referral for Education
Advocate
doc pdf
PPS 5143 01/2017 Declaration of Criminal
Offenses
doc pdf
PPS 5146 07/2017 Sibling Separation
Staffing
doc pdf
PPS 5147 01/2018 Sibling Split Request doc pdf
PPS 5254 07/2021 Educational Enrollment
Information for School
Placement
doc pdf
PPS 5255 7/2021 Educational Letter to
Schools
doc pdf
PPS 5305 01/2019 Individual Recruitment
Plan for Child in Need of
an Adoptive Resource
doc pdf
PPS 5258A 01/2022 CCEP Program "Getting
Started" Guide
doc pdf
PPS 5258B 01/2022 CCEP Program: Child
Care Provider
Agreement
doc pdf
PPS 5258C 01/2022 CCEP Program:
Participation Guide
doc pdf
PPS 5258D 01/2022 CCEP Program:
Request for Out-of-
Pocket Reimbursement
doc pdf
PPS 5310 01/2022 Adoption Exchange
Information
doc pdf
PPS 5315 07/2014 Adoption Exchange
Child Status Update
Form
doc pdf
PPS 5316 07/2020 Potential Identified
Adoptive Resource
Application
doc pdf doc pdf
PPS 5317 07/2019 Adoption Health
Statement
doc pdf
PPS 5318 07/2020 Family Assessment and
Preparation Study
doc pdf doc pdf
PPS 5318A 07/2021 Adoptive Family Budget doc pdf doc pdf
PPS 5320 01/2022 Family Match Form doc pdf
PPS 5325 10/2012 Adoption Exchange
Family Status Update
Form
doc pdf
PPS 5340 01/2020 Medical and Genetic
Information for Child
doc pdf spadoc spapdf
PPS 5341 07/2021 Best Interest Staffing
Recommendation and
Selection
doc pdf doc pdf
PPS 5342 10/2012 Guide for Child's
Information Shared with
Adoptive Parents
doc pdf
PPS 5343 07/2021 Adoptive Placement
Agreement
doc pdf spadoc spapdf
PPS 5350 01/2019 Agency Consent to
Adoption of Minor Child
doc pdf
PPS 5365 10/2019 Authorization for
Release of Medical
Information
doc pdf
PPS 5400 7/2021 Adoption Tracking Tool doc pdf doc pdf
PPS 5400 11/2021 Adoption Tracking Tool
(Fillable)
pdf
PPS 5410A 07/2020 Initial IV-E Eligibility
Determination-Data
Collection
xls pdf
PPS 5410B 01/2014 Initial IV-E Eligibility
Determination
xls pdf
PPS 5410B.1 01/2014 Deeming Stepparent
Income
xls pdf
PPS 5410C 01/2018 IV-E History Eligibility
Determination
doc pdf
PPS 5425A 01/2014 IV-E Eligibility Re-
Determination
xls pdf
PPS 5425B 10/2012 IV-E Eligibility Re-
Determination
xls pdf
PPS 5435 01/2013 IV-E Eligibility
Determination Summary
xls pdf
PPS 5440 10/2012 IV-E Placement
Tracking
xls pdf
PPS 5460 10/2012 JO Notice of Change in
IV-E Medical Eligibility
or CSE Status
doc pdf doc pdf
PPS 5480 07/2018 Genetic Test Referral
Form
doc pdf
PPS 5927A 10/2019 WARDS Account
Spend-Down Worksheet
doc pdf doc pdf
PPS 5927B 10/2019 WARDS Account Close-
Out Worksheet
doc pdf doc pdf
PPS 5928 10/2012 GSO Reporting Form doc pdf doc pdf
PPS 5929 01/2017 WARDS Account
Spending Request
doc pdf doc pdf
6000 Permanent Custodianship and Adoption Forms
Form
Number
Form
Date
Form Name Form Instructions
Other
Languages
PPS 6110 07/2020 Referral for Adoption Assistance doc pdf doc pdf
PPS 6115 07/2021 Eligibility for Adoption Assistance doc pdf doc pdf spadoc spapdf
PPS 6120 10/2012 Application for Adoption Assistance Private Agency Placements doc pdf
PPS 6130 07/2021 Adoption Assistance Agreement doc pdf spadoc spapdf
PPS 6135 10/2019 Adoption Assistance Review doc pdf
PPS 6140 10/2012 Non-Recurring Adoption Assistance Agreement doc pdf
PPS 6145 07/2017 Adoption Assistance Notice of Overpayment doc pdf
PPS 6150 07/2016 Request for Permanent Custodianship Subsidy (Temporary
Approval)
doc pdf
PPS 6155 07/2016 Referral for Payment (Permanent Custodianship Subsidy) doc pdf
PPS 6160 07/2016 Permanent Custodianship Subsidy Agreement doc pdf spadoc spapdf
PPS 6165 01/2014 Permanent Custodianship Annual Report doc pdf
PPS 6170 01/2014 Permanent Custodianship Change in Status doc pdf
PPS 6175 07/2017 Permanent Custodianship Notice of Overpayment doc pdf
PS 6180 07/2017 Permanent Custodianship Subsidy Repayment Agreement doc pdf
7000 Independent Living and Self Sufficiency Forms
Form
Number
Form
Date
Form Name Form Instructions Other Languages
PPS 7000 01/2020 Self-Sufficiency Plan doc pdf doc pdf
PPS 7000A 10/2018 IL Monthly Budget Plan doc pdf
PPS 7000B 10/2018 IL Eligibility doc pdf
PPS 7001 01/2019 ETV Program Plan doc pdf
PPS 7030 01/2021 Kansas Independent Living Self-Sufficiency Matrix doc pdf doc pdf
PPS 7210 07/2015 Independent Living Subsidy Payment Unit Notification doc pdf
PPS 7211 01/2021 CWCMP Independent Living Funds Request Dual Credit Payment doc pdf
PPS 7215 07/2015 Independent Living Monthly Mentor Report doc pdf
PPS 7220 07/2015 Independent Living Mentor Agreement doc pdf
PPS 7240 01/2018 Notice of Action-Medical Card Extension Eligibility Information doc pdf
PPS 7260 10/2019 Application for Foster Child Education Assistance Program doc pdf
PPS 7300 10/2019 Independent Living Case Determination doc pdf
8000 Quality Assurance Forms
Form Number Form Date Form Name Form Instructions
Other
Languages
PPS 8400A 01/2016 Community Integration Program (CIP) Review doc pdf
PPS 8400B 07/2016 Emergency Shelter Review doc pdf
PPS 8400C 07/2016 Residential Maternity Review doc pdf
PPS 8400D 07/2016 Secure Care Review doc pdf
PPS 8400E 01/2016 Transitional Living Program Review doc pdf
PPS 8400G 07/2016 Youth Residential Placement II (YRC II) Review doc pdf
9000 Interstate Compact Forms
Form
Number
Form
Date
Form Name Form Instructions
Other
Languages
PPS 9100 07/2015 Case Manager Statement doc pdf
PPS 9110 04/2017 ICAMA Form 7.01-Notice of Medicaid
Eligibility/Case Activation
doc pdf
PPS 9115 07/2016 ICAMA Form 7.02 -Notice of Action doc pdf
PPS 9116 07/2015 ICAMA Form 7.02b -Important
Information for Families
pdf
PPS 9120 07/2015 ICAMA Form 7.03 -Report of
Change/Family Status
pdf
PPS 9121 04/2017 ICAMA Form 7.5 -Information
Exchange (Cases Opened with ICAMA
6.01)
doc pdf
PPS 9122 07/2015 ICAMA Form 7.5 Additional -Additional
Children (Cases Opened with ICAMA
6.01)
doc pdf
PPS 9130 07/2012 Interstate Compact Placement Request
(ICPC 100A)
doc pdf doc pdf
PPS 9135 10/2012 Interstate Compact Report on Child's
Placement Status (ICPC 100B)
doc pdf doc pdf
PPS 9140 07/2015 Interstate Compact Financial/Medical
Plan if Child is Placed Out of State
doc pdf
PPS 9145 07/2013 Interstate Compact on the Placement of
Children-Priority Home Study Request
doc pdf
PPS 9150 07/2021 ICPC Home Study doc pdf
PPS 9160 07/2021 ICPC Peliminary Home Study Report doc pdf
PPS 9200 07/2020 ICPC Acknowledgement and Updates doc pdf
0100 About This Topic
The PPS Policy and Procedure Manual (PPM) contains courses of action approved by the Prevention and Protection Services Division
of the Kansas Department for Children and Families staff. The contents of the PPS Policy and Procedure Manual include:
A. Policies which define required or prohibited actions. Policies may contain the following language:
1. Statements containing the terms “shall”, “must” and “will” indicate that a policy is required or a course of
action will be taken.
2. The term “should” is a policy statement that indicates there may be discretion.
B. Procedures outline the manner in which a policy is carried out or documented;
Policies and procedures in this manual shall be followed. If, in unusual circumstances, decisions, assessments or other
activities required by policy or procedure would result in outcomes not in the best interest of a particular child and the
child’s family, or if compliance with a policy is not possible, an alternative course of action may be taken if the Regional
PPS Program Administrator approves each exception.
The case file shall document the reasons for the decision and who was involved in making it. If the action or decision is
required within a specified time, the date and/or time of the alternate action or decision must be documented in the case
file.
Any questions or concerns which may arise regarding application of policy or procedures shall be discussed with the
supervisor. If staff feel pressured to report information other than what they feel is fair or accurate, they shall contact the
supervisor. If questions or concerns persist, the supervisor shall consult with the Regional PPS Program Administrator or
Regional DCF Attorney.
0140 Delegation of Responsibilities
For the purposes of this manual, when the positions of Regional Director, Regional PPS Program Administrator, Assistant Regional
Director of Operations, PPS Supervisor or leadership of an agency contracting with DCF are referred to, a person may be designated
(designee) and given the authority to carry out some or all of the duties of the named person or position the same as if that person had
performed the act or function. The option to appoint a designee is acceptable wherever one of these named positions is referenced,
unless the language or context indicate otherwise.
The person selected to function in this capacity is expected to have sufficient knowledge and experience to assess situations and make
sound decisions. However, a designee is not allowed to perform functions requiring a license or other qualification unless the designee
is licensed and otherwise qualified. It is a violation of law for a person without a license to act in the licensed capacity for a person
who requires a license to practice.
0150 Questions, Concerns and Clarification
Despite every effort to be clear and to cover all situations, questions may arise regarding application of policy or procedures in a
particular situation confronting a worker. Staff shall discuss any questions or concerns about appropriate actions with their supervisor.
If staff encounter circumstances in which they feel pressured to report information other than what they feel is fair or accurate, they
shall contact their supervisor. If questions or concerns persist, the supervisor shall consult with the Regional PPS Program
Administrator or Regional DCF Attorney. The Regional PPS Program Administrator may authorize contact with the appropriate
Prevention and Protection Services staff, if additional clarification is needed.
0160 Glossary
A
Abuse/Neglect: Reports assigned for Abuse/Neglect require an investigation to determine the validity of the report and an assessment
to determine if further action may be needed.
Physical Abuse: Infliction of physical harm or the causation of a child's deterioration, and may include, but shall not be limited to,
maltreatment or exploiting a child to the extent the child’s health is endangered. K.S.A. 38-2202
Sexual Abuse: Any contact or interaction with a child in which the child is being used for the sexual stimulation of the perpetrator, the
child, or another person. Sexual abuse shall include, but is not limited to, allowing, permitting, or encouraging a child to:
1. Be photographed, filmed, or depicted in obscene or pornographic material; or
2. be subjected to aggravated human trafficking, as defined in K.S.A. 2014 Supp. 21-5426(b), and amendments
thereto, if committed in whole or in part for the purpose of the sexual gratification of the offender or another, or be
subjected to an act which would constitute conduct proscribed by article 55 of chapter 21 of the Kansas Statutes
Annotated or K.S.A. 2015 Supp. 21-6419 or 21-6422, and amendments thereto. K.S.A. 38-2202. (See Appendix 2A
for Kansas Statutes Annotated references).
Contact solely between children shall meet the criteria only if the contact also involves force, intimidation, difference in maturity or
coercion. K.A.R. 30-46-10 (i)
Mental or Emotional Abuse: Infliction of mental or emotional harm or the causing of a deterioration of a child, and may include,
but shall not be limited to, maltreatment or exploiting a child to the extent the child's health or emotional wellbeing is endangered.
This term may include any act, behavior, or omission that impairs or endangers a child’s social or intellectual functioning. This term
may include the following:
1. terrorizing a child, by creating a climate of fear or engaging in violent or threatening behavior toward the child or toward others
in the child's presence that demonstrates a flagrant disregard for the child;
2. emotionally abandoning a child, by being psychologically unavailable to the child, demonstrating no attachment to the child, or
failing to provide adequate nurturance of the child; and
3. corrupting a child, by teaching or rewarding the child for unlawful, antisocial, or sexually mature behavior. K.S.A. 38-2202 and
K.A.R. 30-46-10
Physical Neglect: Acts or omissions by a parent, guardian, or person responsible for the care of a child resulting in harm to a child, or
presenting a likelihood of harm, and the acts or omissions are not due solely to the lack of financial means of the child's parents or
other custodian. This term may include but shall not be limited to: failure to provide the child with food, clothing, or shelter necessary
to sustain the life or health of the child. K.S.A. 38-2202
Medical Neglect: Acts or omissions by a parent, guardian, or person responsible for the care of a child resulting in harm to a child, or
presenting a likelihood of harm, and the acts or omissions are not due solely to the lack of financial means of the child's parents or
other custodian. This term may include the following but shall not be limited to: failure to use resources available to treat a diagnosed
medical condition if such treatment will make a child substantially more comfortable, reduce pain and suffering, or correct or
substantially diminish a crippling condition from worsening. A parent legitimately practicing religious beliefs who does not provide
specified medical treatment for a child because of religious beliefs shall not for that reason be considered a negligent parent. K.S.A.
38-2202
Lack of Supervision: Acts or omissions by a parent, guardian, or person responsible for the care of a child resulting in harm to a
child, or presenting a likelihood of harm, and the acts or omissions are not due solely to the lack of financial means of the child's
parents or other custodian. This term may include the following, but shall not be limited to: failure to provide adequate supervision of
a child or to remove a child from a situation which requires judgment or actions beyond the child's level of maturity, physical
condition or mental abilities and that results in bodily injury or a likelihood of harm to the child. K.S.A. 38-2202
Educational Neglect: Acts or omissions by a parent, guardian, or person responsible for the care of a child resulting in harm to a
child, or presenting a likelihood of harm, and the acts or omissions are not due solely to the lack of financial means of the child's
parents or other custodian. (K.S.A. 38-2202) This term may include the following, failure of the parent or caregiver to provide
education as required by law.
Neglect of a Substance Affected Infant: Acts or omissions by a parent, guardian, or person responsible for the care of a child
resulting in harm to a child, or presenting a likelihood of harm, and the acts or omissions are not due solely to the lack of financial
means of the child's parents or other custodian. K.S.A. 38-2202. This term may include the following but shall not be limited to:
failure of a parent, guardian, or person responsible for the care of a substance affected infant to use resources available to meet the
needs of such infant (health and substance use disorder treatment, etc.). A substance affected infant is defined by K.A.R. 30-46-10 as
the birth of an infant (birth to 1 year of age) who is identified as being affected by or having withdrawal symptoms resulting from
prenatal exposure to a legal or illegal substance.
Abandonment: Forsake, desert or cease providing care for the child without making appropriate provisions for substitute care.
K.S.A. 38-2202
Adjudication: A court hearing in which a determination is made whether a child is a CINC (child in need of care) or juvenile
offender.
Adoption Assistance: Monies that a family adopting a child may receive when it is determined that the child will not go back to the
family from which they have been removed. These payments may be for one-time adoption expenses, a monthly cash subsidy and/or
medical assistance.
Affirmed Perpetrator:means a person who has been determined by the secretary or the secretary's designee, by a preponderance of
evidence, to have committed an act of abuse or neglect, regardless of where the person resides, but has not been substantiated so the
affirmed perpetrator's name is not placed on the child abuse and neglect central registry. (K.A.R. 30-46-10) See also Affirmed
Perpetrator Substantiated Perpetrator and Unsubstantiated Perpetrator.
Alternative Response: Alternative Response was a program which was in effect from October 1, 2012- June 30, 2014. Reports
which were assigned for Alternative Response used the Solution-Based Casework practice model to enhance family engagement and
involvement. Comprehensive assessments assisted in identifying the underlying and contributing factors which brought the family to
the attention of the agency.
Alleged Perpetrator: The person identified in the initial report or during the investigation as the person suspected of perpetrating an
act of abuse or neglect. (K.A.R. 30-46-10) See also Affirmed Perpetrator, Substantiated Perpetrator and Unsubstantiated Perpetrator.
B
Basic Eligibility: Eligibility for IV-E federal reimbursement for administrative expenses for children whose families meet several
basic IV-E criteria.
C
Candidate for Care: A child is determined a candidate for care when any one of the following situations apply:
1. a child or youth who PPS determines is at imminent risk of foster care and out of home placement but can be safe at
home with prevention services;
2. a child or youth who exited foster care to adoption or permanent custodianship/guardianship, or who was reunified
with parents is at risk of entering foster care and out of home placement;
3. a child or youth temporarily or permanently residing with a relative or kin caregiver;
4. a child or youth living with parents but needs to be with a relative caregiver with prevention services in place;
5. pregnant and parenting youth in foster care and in an out of home placement.
6. a child/youth remaining in the home whose siblings are in foster care.
Caregiver: Adult or youth who provides care for a child in the absence of, or in conjunction with the child’s parent or guardian. The
caregiver may or may not reside in the home with the child.
Case Number: A unique computer-generated number assigned to each case.
Central Registry: The Child Abuse and Neglect Central Registry is a computerized name-based list of persons who have been
confirmed, validated or substantiated for child abuse or neglect. The name of a perpetrator is not entered in the central registry until
they have been afforded an opportunity for an interview and have exercised their right of appeal or the time limit for appeal has
expired without action.
Child: anyone under the age of 18 or any adult under the age of 21 and in the custody of the Secretary.
Child in Need of Care: The Kansas Code for Care of Children (K.S.A. 38-2202(d)) defines Child in Need of Care as a person less
than 18 years of age who:
1. Has been physically, mentally or emotionally abused or neglected or sexually abused.
2. Has been abandoned or does not have a known living parent.
3. Is without the care or control necessary for the child's physical, mental or emotional health.
4. Resides in the same residence as a sibling or other person under 18 years of age who has been physically, mentally
or emotionally abused or neglected or sexually abused.
5. While less than 10 years of age, commits an act which if done by an adult would constitute the commission of a
felony or misdemeanor as defined by K.S. A. 21-3105 and amendments thereto OR knowingly possesses a firearm
with a barrel less than 18 inches long.
6. Is willfully and voluntarily absent from the child's home without the consent of the child's parent or other custodian or
is willfully and voluntarily absent at least a second time from a court ordered or designated placement, if the absence
is without the consent of the person with whom the child is placed.
7. Is without adequate parental care, control or subsistence and the condition is not due solely to the lack of financial
means of the child's parents or other custodian.
8. Is not attending school as required by K.S.A. 72-977 or 72-1111, and amendments thereto.
9. Except in the case of a violation of K.S.A. 41-715 or 41-2721, and amendments thereto, does an act which, when
committed by a person under 18 years of age, is prohibited by state law, city ordinance or county resolution but
which is not prohibited when done by an adult.
10. Has been placed for care or adoption in violation of the law.
11. Permanent Custodian is no longer willing or able to serve.
Child in Need of Care Petition: A petition filed with the clerk of the district court by the county/district attorney alleging a child or
youth is a Child in Need of Care. Refer to K.S.A. 38-2233(b), concerning the filing of a Child in Need of Care petition by any other
individual.
Child Support Services (CSS): This agency has the responsibility of seeking child support for children in DCF custody and in an
out-of-home placement.
Child Welfare Case Management Providers: Child Welfare Case Management Providers are private organizations that contract
with DCF to provide adoption, foster care, reintegration and family preservation services using a philosophy which includes the
community, immediate and extended families, and concerned kin in planning for the child's safety, permanency and well-being.
Citizen Review Board: A group of citizen volunteers appointed by a court to review child in need of care cases and make
recommendations to the court.
Clear and Convincing Standard: Evidence which shows the truth of the facts asserted is highly probable. This standard of evidence
was used for case findings from July 1, 2004-June 30, 2016. Beginning July 1, 2016, the standard of evidence is preponderance.
Client Eligibility: All children who have been removed from their homes by a judge and placed in the custody of DCF or KDOC
must receive an eligibility determination for Title IV-E.
Client ID Number: A unique number assigned to each individual who is known to KEES. This number is cross referenced with
FACTS.
Client Purchase Agreement: Form PPS 2833-PPS Client Purchase Agreement-Payment Request and Authorization is used to
document the request, approval, and payment for client purchases across all programs within PPS.
COBRA: A federal amendment to the Social Security Act. It enables Title IV-E eligible foster children and adoption assistance
children to receive Medicaid coverage in the state in which they physically reside.
Computer Systems:
FACTS
Family And Children Tracking System is the agency’s child welfare information system. Information in FACTS is used to support the
department budget, internal management, and reports to the legislature, federal government and the general public. FACTS includes
information about the outcomes of abuse and neglect investigations, the child abuse and neglect central registry and foster care and
adoption information.
KAECSES
Kansas Automated Eligibility System KAECSES is a major computer system which contained data for all children placed in state
custody and removed from their home. As of September 13
th
, 2017, KEES replaced KAECSES for this function.
KanPay
KanPay is a sub-system of KAECSES. This system created an on-line eligibility process for vendor payments. This system was used
by PPS for Family Services cases. KanPay was used when the family had no involvement in other assistance programs. Staff began
using KEES for this function as of September 13, 2017. KanPay is no longer used by agency staff.
KEES
Kansas Eligibility and Enforcement System is an internet-based system designed for determining eligibility, issuing benefits, collecting
data, and developing reports. KEES has replaced the KAECSES and KanPay systems as of September 13, 2017.
MMIS
Medicaid Management Information System -
DCF staff utilize the MMIS to enter or review Medicaid data.
SCRIPTS
Statewide Contractor Reimbursement Information and Payment Tracking System - SCRIPTS makes payments to the Child Welfare
Contract Management Provider and produces the federal claim for IV-E funding.
Referral information and IV-E customer eligibility is entered into FACTS and downloaded into SCRIPTS on a regular basis to
maintain these functions. The federal claim is based on IV-E customer eligibility downloaded from FACTS and also based on Child
Welfare Contract Management Provider services reported to SCRIPTS as encounter data.
SMART
Statewide Management, Accounting, and Reporting Tool. System used to make payments to all vendors.
Contractor/Contract Agency: A person or agency who enters into a contractual agreement with DCF to provide specified services.
Court Appointed Special Advocate (CASA): A responsible adult other than an attorney or guardian ad litem appointed by the court
to represent the best interests of a child. (K.S.A. 38-2202(fg), K.S.A. 38-2206). A CASA may also be appointed under the Juvenile
Offender Code or the Domestic Relations Code.
Custody/Custodian: Custody, whether temporary, protective or legal, means the status created by court order or statute which vests
in a custodian, whether an individual or an agency, the right to physical possession of the child and the right to determine placement of
the child, subject to restrictions placed by the court. (K.S.A. 38-2202(g)).
D
Dedicated WARDS Account: SSI money received for a youth in custody that is a lump-sum of, at a minimum 6 months
accumulated, SSI benefits. Social Security deposits the lump-sum and must approve all withdrawals from this account.
Deterioration: The child’s condition, health or functioning becomes progressively worse indicating harm to the child.
Disposition: A court hearing following adjudication in which an order may be issued regarding services, custody, placement,
sentencing for juvenile offenders or other matters.
E
Endangered: The risk or exposure to harm.
Ex Parte Order: An order issued by a judge without a hearing.
F
Facility Facilities include homes and child care providers regulated/licensed by the Department for Children and Families (DCF)
Foster Care and Residential Facility Licensing, Kansas Department of Health and Environment or Kansas Department for Aging and
Disability Services (KDADS). Facilities may also include homes and providers legally exempt from regulation and homes or
providers which are operating as unregulated services.
Facility includes:
1. family foster homes,
2. residential child care facilities,
3. detention,
4. secure care,
5. attendant care facilities,
6. day care homes or centers.
7. Psychiatric Residential Treatment Facilities (PRTF), licensed by the Kansas Department for Aging and Disability
Services (KDADS)
For purposes of complaints alleging abuse or neglect, "facility" includes any of the above entities which are subject to regulation,
whether operating within or without the law.
Facility Reports: In facility reports the alleged perpetrator is a foster parent, a minor over the age of 10 in the facility, child care
provider, employee in a facility, or another care giver other than the child's parents.
Family: A family means any group of persons who act as a family system with or without a legal or biological relationship.
Family Centered Systems of Care: This is a family driven, individualized, culturally competent, and strength-based approach. The
family is seen as the expert on their strengths and needs. The family identifies natural resources, including kin and shall be included in
all case planning activities, allowing the family to determine their choices and actions.
Family First Prevention Services Act (FFPSA): FFPSA became law February 9, 2018. This law provides Title IV-E federal funds
for prevention and limited Title IV-E eligible placements in foster care. The law’s focus is foster care prevention services, and when
foster care is required, the aim is to encourage placements in family-like settings for children.
Family in Need of Assessment (FINA): Family In Need of Assessment (FINA) assignments are specific family conditions, which do
not meet criteria to assign for abuse/neglect, but are assigned to assess to determine whether services to the child and family are
indicated.
The following are FINA sub-types:
Caregiver Substance Use: Parent/Caregiver is using substances and there is an indication the use is impacting parenting capacity or
skills.
Caregiver Unable/Unavailable to Provide Care:Parent/caregiver is not able to care for the child due to the death, incarceration,
deployment, etc. of a parent/caregiver and/or there is no other resource available. May include, a parent/caregiver lacking sufficient
ability, power, and authority, and without services, deterioration of the children’s heath/well-being is likely; and the children are at
risk of removal.
Child Substance Use: Child using substances which negatively impacts the family/child functioning.
Children with Behavior Problems: Child’s actions/behaviors negatively impacting the family/child functioning (i.e. suicidal, danger
to self and/or self-harming behaviors, out of control, sexually acting out, aggressive behaviors, criminal activities, and gang
involvement. Excludes behaviors which meet definitions for Child Substance Use, Less than 10 Committing an Offense, Runaway or
Truancy).
Infant Positive for Substances: An infant (birth to age 1) with a positive drug screen, and a medical professional has not determined
the infant is substance affected, but there is an indication services may be needed.
Less than 10 Committing an Offense: while less than 10 years of age, commits any act which if done by an adult would constitute
the commission of a felony or misdemeanor as defined by K.S.A. 2015 Supp. 21-5102, and amendments thereto.
Runaway: Child is willfully and voluntarily absent from the child's home or placement without the consent of the child's parent or
other custodian.
Truancy: Child is not attending school, as required by K.S.A. 72-977, 72-1111, or 72-1113 and amendments thereto. Excludes
home schools registered with the Kansas Department of Education.
Family Preservation Referral: A referral made to the Family Preservation Case Management Provider to provide services to keep
the family intact and to prevent out of home placement for the child/children in the family, including pregnant women using
substances, who may or may not have other children.
Family Reports: In family reports the alleged perpetrator is a parent of the child, other adult residing in the home, or a sibling or
relative age 10 and older.
Family Services: Non-custody services provided directly to families by CPS specialists or through purchase of services by DCF.
Family services are designed to meet identified needs or to support family strengths and are based on a safety or risk assessment of the
child and family.
FC Referral: A referral made to a foster care provider to provide case management and supervision for children removed from the
home and placed into court ordered DCF custody.
Female Genital Mutilation: Defined in Crimes and Punishments Chapter of Kansas Statutes, and may be considered for assignment
of physical abuse. Per K.S.A. 21-5431 Female Genital Mutilation is defined as:
1. Knowingly circumcising, excising, or infibulating the whole or any part of the labia majora, labia minora or clitoris of a
female under 18 years of age;
2. removing a female under 18 years of age from this state for the purpose of circumcising, excising, or infibulating the whole
or any part of the labia majora, labia minora or clitoris of such female; or
3. causing or permitting another to perform the conduct described in subsection (a)(1) or (a)(2) when the person causing or
permitting such conduct is the parent, legal guardian or caretaker of the victim.
4. Unless, the procedure is medically necessary pursuant to the order of a
5. physician, and such procedure is performed by a physician.
Food Assistance: A federal income subsidy to buy food for families who have marginal income. Previously referred to as Food
Stamps and is also known as Supplemental Nutrition Assistance Program (SNAP).
Foster Care: 24-hour substitute care for children placed away from their parents or guardians and for whom the State agency has
placement and care responsibility.
Foster Family Home: means "a private home in which care is given for 24 hours a day for a small number of children away from
their parent or guardian" (K.A.R. 28-4-311 (d)). Foster families must be licensed by DCF Foster Care and Residential Facility
Licensing. In addition to licensing requirements, the home must be sponsored by a licensed child placing agency (CPA). The CPA
recruits and trains foster parents. The CPA assesses foster parents post training to determine if the foster parents can meet the safety
and well-being needs of children placed with them.
G
Guardian Ad Litem: An attorney appointed by the court to represent the interests of a person to act on his or her behalf in a
particular legal proceeding including, but not limited to, an attorney appointed by the court to represent the best interests of the child in
Child in Need of Care proceedings to represent the best interests of the child.
Guardianship: A status in which the court gives a person specified rights to the custody and control of a child subject to ongoing
review by the court of jurisdiction.
H
Harm: Physical or psychological injury or damage. K.S.A. 38-2202(kl)
Healthwave 21: See KanCare 21
Host Family: An individual or family who provides temporary care of children through a program created pursuant to the Host
Families Act, K.S.A. 38-2401 et.seq. (i.e. Safe Families for Children is an organization with a program created pursuant to the host
families act.)
I
Icebreaker: An Icebreaker is a facilitated conversation that provides an opportunity for parents/caregivers and foster parents to meet
face-to-face, talk about the needs of the child and share information about themselves and their family routines and traditions. The
focus is on the care and well-being of the child.
Identified Adoptive Resource: A family may be considered an identified adoptive resource when they have submitted the Potential
Identified Adoptive Resource Application form (PPS5316) to adopt (not necessarily all the supporting documentation).
Imminent: implies more than speculation but less than certainty. An event is imminent if a reasonable person using common sense,
training or experience concludes an event will occur without delay unless there is prompt intervention.
Independent Assessor: A trained professional or licensed clinician who is not an employee of the agency and is not connected to or
affiliated with any placement setting in which children are placed by the agency. Completes assessments to determine when a child
should or should not be placed in a Qualified Residential Treatment Program (QRTP).
Independent Living Setting: An out-of-home foster care placement, including a transitional living program (TLP), community
integration program (CIP), or a youth living on their own who continues to be supported by a Child Welfare Case Management
Provider.
K
KanCare: The KanCare program is the State of Kansas’ plan to transition Kansas Medicaid into an integrated care model. Kansas
contracted with managed care organizations (MCOs), to coordinate health care for nearly all Medicaid beneficiaries.
KanCare 21: A Federal program to cover low income, uninsured children who do not qualify for Medicaid. This Children’s Health
Insurance Program (CHIP) is funded with Federal and State money. A small premium is charged depending on the family’s income.
This is only for children up to age 19. Previously known as Healthwave 21.
K.A.R.: Kansas Administrative Regulations
K.S.A.: Kansas Statutes Annotated.
Kinship: Placement of a child in the home of an adult with whom the child or the child’s parent already has close emotional ties.
K.A.R. 38-2202
Kinship Navigator Program: A program offering information, referral, and follow-up services to kinship caregivers raising children.
The program links the kinship family to needed benefits and services for the family or the children.
L
Likelihood: Implies more than speculation and less than certainty. An event is likely if a reasonable person using common sense,
training or experience concludes that, given the circumstances, an event is probable without a change in those circumstances.
M
Medicaid: A government health care assistance program for families who are below the poverty level. Medicaid funds traditional
medical services as well as a variety of behavior management services. A child removed from the home and placed in foster care
usually qualifies for Medicaid since they are considered a family of one if their resources do not exceed the established limitations.
The Medicaid program is funded with Federal and State money.
Mental Health Consortium: An affiliated group of mental health professionals and centers.
Mitigate: To make less severe or alleviate. To mitigate something means to make it less serious.
Multidisciplinary Team: A group of persons with special knowledge regarding the detection, investigation or treatment of child
abuse or neglect. The Kansas Code for Care of Children authorizes DCF to request, and the court to appoint, a multidisciplinary team
"to assist in gathering information regarding a child who may be or is a child in need of care" (K.S.A. 38-2228).
N
National Electronic Interstate Compact Enterprise (NEICE): A national electronic system for quickly and securely exchanging
the data and documents required by the Interstate Compact on the Placement of Children (ICPC) to place children across state lines.
With NEICE, a case can be created by a Sending State caseworker and reach the Receiving State caseworker within a day, sometimes
within an hour. NEICE allows child welfare workers to communicate and provide timely updates to courts, relevant private service
providers, and families awaiting placement.
Non-Abuse/Neglect (Family in Need of Assessment)- NAN (FINA): Children who come to the attention of the agency for reasons
other than alleged abuse or neglect or juvenile offense and who meets one or more of the definitions in K.S.A. 38-2202(d). Non-
Abuse/Neglect (Family in Need of Assessment) definition was replaced by Family in Need of Assessment (FINA) upon system
changes July 1, 2018.
Non-family/Unregulated Care Giver: A person who is not the child's parent, guardian or other person who regularly cares for the
child. (examples: teacher, coach, big brother/sister, neighbor, etc.)
P
Parent: when used in relation to a child or children, includes a guardian, and every person who is by law liable to maintain, care for
or support the child. (K.S.A. 38-2202(u)).
Payment Eligibility: Eligibility for IV-E federal reimbursement for maintenance expenses (primarily room and board) for children in
custody who meet all IV-E eligibility criteria.
Permanency: The child is being released from DCF custody after achieving reintegration, guardianship, finalization of adoption, or
APPLA.
Permanency Hearing: A notice and opportunity to be heard is provided to interested parties, foster parents, pre-adoptive parents or
relatives providing care for the child. The court, after consideration of the evidence, shall determine whether progress toward the case
plan goal is adequate or reintegration is a viable alternative, or if the case should be referred to the county or district attorney for filing
of a petition to terminate parental rights or to appoint a permanent guardian.
Pregnant Woman Using Substances: Reports assigned by the department indicating a pregnant woman is using substances. The
purpose of the assessment is to determine the level of services needed and make referrals as needed.
Preponderance of evidence: Alleged facts and circumstances, more likely than not, meet the abuse/neglect definitions per K.S.A.
and K.A.R.
Protective Custody: The status of a child believed by a law enforcement officer (Police Protective Custody) or a judge (Order of
Protective Custody) that a child alleged to be a child in need of care needs to be removed from danger of harm and placed in a shelter
or other emergency or temporary care pending a court hearing.
Protective Placement: The status of a child determined by a law enforcement officer (Police Protective Custody) or a judge (Order
or Protective Custody) that the child is alleged to be a Child in Need of Care and should be removed from danger or harm, by
placement into emergency or temporary care pending a court hearing.
Provider Agreement: An agreement between a provider of services and DCF for specific services the provider offers to families and
children.
Q
Qualified Residential Treatment Program (QRTP): Title IV-E eligible congregate placement for a child in foster care
meeting specific criteria. To serve as a QRTP, the facility must use a trauma-informed treatment model to address the
needs of children with serious emotional or behavioral disorders or disturbances. The facility must have the ability to deliver
treatment for the child as determined through an independent assessment indicating appropriateness for placement in the
facility.
R
Reasonable and Prudent Parenting Standard: Careful and sensible parental decisions that maintain a child’s health, safety, and
best interests while at the same time encouraging the child’s emotional and developmental growth that a caregiver must use when
determining whether to allow a child in foster care to participate in extracurricular, enrichment, cultural and social activities.
Redetermination: A re-assessment of IV-E eligibility criteria when a change in placement or circumstance occurs for a child in
foster care.
Referral: Process of referring a child to a provider for out of home or in home services.
Relative: A person related by blood, marriage or adoption.
Resource Family: A family willing to provide short term care or serve as the adoptive or legal guardian for the child. The resource
family is a valued member of the team and will participate in the case planning process, serve as a mentor to birth families, and will
encourage parent/child interactions in a natural setting.
S
Siblings: Children who have one or more parents in common either biologically, through adoption, or through the marriage of their
parents, and with whom the child lived before his or her foster care placement, or with whom the child would be expected to live if the
child were not in foster care.
Sibling Separation: Separate placement of siblings who are in foster care.
Sibling Split: A decision not in the best interest of siblings to be placed together.
State Wards: Foster children become wards of the state when both maternal and paternal rights have been terminated and the child
has not been formally adopted.
Child In Need of Care cases remain open under these circumstances and the DCF retains custody. For children who are directly
relinquished to DCF, it will be necessary for the case managing entity and DCF to work together to approach the county/district
attorney and request a Child In Need of Care petition.
Structured Decision Making (SDM): The Structured Decision Making
®
(SDM) model for child protection assists agencies
and workers in meeting their goals to promote the ongoing safety and well-being of children. This evidence- and research-
based system identifies the key points in the life of a child welfare case and uses structured assessments to improve the
consistency and validity of each decision. SDM was fully implemented for intake with the Kansas Protection Report Center
in August 2019. SDM safety and risk assessments were piloted in December 2019, in four (4) counties (Johnson,
Wyandotte, Crawford and Cherokee) in the Kansas City and East DCF Regions.
Substantiated Perpetrator: A person regardless of where the person resides, who has been substantiated by the secretary or designee,
by a preponderance of evidence, to have either intentionally committed an act of abuse or neglect or failed or refused to protect a child
when a reasonable person would have anticipated that the act of abuse or neglect would result in or create a likelihood of serious
harm, injury, or deterioration to the child. The substantiated perpetrator’s name is placed on the Kansas Child Abuse and Neglect
Central Registry, and the person is thereby prohibited from residing, working, or volunteering in a child care facility pursuant to
K.S.A. 65-516, and amendments thereto. (K.A.R. 30-46-10) See also Alleged Perpetrator, Affirmed Perpetrator and Unsubstantiated
Perpetrator.
T
Team Decision Making (TDM): Team Decision Making (TDM) is a meeting with parents, family, community members and
others to actively participate in problem solving and decisions about where children can safely live. TDM was implemented in phases
across the state beginning in November 2019, with four (4) counties (Johnson, Wyandotte, Crawford and Cherokee) in the Kansas
City and East DCF Regions.
Temporary Custody: Custody awarded by a Court based upon evidence in a hearing prior to disposition adjudication.
Trauma-Informed: An organization and treatment framework involving understanding, recognizing, and responding to the effects of
all types of trauma. Treatment is in accordance with recognized principles of a trauma-informed approach and trauma-specific
interventions to address trauma’s consequences and facilitate healing.
Truant: A child not attending school as required by law.
U
Unsubstantiated Alleged Perpetrator: means a person who has been determined by the secretary or the secretary's designee, by a
preponderance of evidence, to have not committed an alleged act of abuse or neglect. (K.A.R. 30-46-10). See also Alleged Perpetrator,
Affirmed Perpetrator and Substantiated Perpetrator.
W
WARDS account: A separate accounting for each child for whom funds are received by DCF on behalf of the child in custody. The
account shows all monetary transactions received for and paid out on behalf of the child in custody.
Web KDHE Request Processor(WKRP): is a system that allows DCF the ability to review names of providers or employees used
by other facilities against names in the FACTS Central Registry (CERS) to determine if the provider or employee at the facility is a
match to the substantiated person in CERS.
Working Day: A day when the Department is open for business; does not include Saturdays, Sundays or official state holidays.
0210 Staff Safety
If there is a possibility that the safety of a family member, DCF staff, contractor staff or the public may be jeopardized during an
investigation, assessment or provision of services, (i.e. meth lab or human trafficking) the appropriate law enforcement agency shall be
contacted for assistance. DCF is required by law to investigate and assess reports of alleged child abuse and neglect but DCF staff are
not required to place their own safety in unreasonable jeopardy to do so.
DCF staff should refer to the applicable regional safety plan when safety issues are a concern.
0220 Discrimination Prohibited by Law
All services shall be in compliance with Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990 and
K.S.A. 44-1009. No individual/family will be denied services because of race, color, national origin, sex, age, religion and mental or
physical disability. The provision of services will be provided based on need and eligibility criteria.
Title VI of the Civil Rights Act of 1964 makes it unlawful to discriminate on the basis of a person's race, color, national
origin, sex, age, and religion.
The Americans with Disability Act of 1990 prohibits discrimination because of a person's mental or physical disability (i.e.
blind/visually impaired, deaf/hard of hearing, mobility impairments, speech impairments).
K.S.A. 44-1009(a)(3) states, "It shall be unlawful discriminatory practice for any person to refuse, deny, make a distinction,
directly or indirectly, or discriminate in any way against persons because of the race, religion, color, sex, disability, national
origin or ancestry of such persons in the full and equal use and enjoyment of the services, facilities, privileges and
advantages of any institution, department or agency of the State of Kansas or any political subdivision or municipality
thereof."
0221 Limited English Proficiency (LEP)
When working with individuals who are limited in their ability to communicate in English, reasonable steps shall be taken to ensure
meaningful communication. This will normally include provision of an interpreter or providing written documents in their language, if
available.
0230 Administrative Appeals
Kansas Statutes Annotated (K.S.A.) 75-3306, requires the Secretary of DCF to provide a fair hearing for any person who is an
applicant, client, inmate, other interested person or taxpayer who appeals from the decision or final action of any agent or employee of
the Department for Children and Families. Kansas Administrative Regulations (K.A.R.) 30-7-64 through 30-7-79 set out additional
requirements concerning this administrative appeal process.
Adoptive staffing decisions are within the jurisdiction of the District Court pursuant to K.S.A. 38-2270 and are likely to be dismissed
by the Hearing Officer for Administrative Appeals.
Those wishing to appeal may do so by submitting a request in writing within 30 days of a decision of final action. An additional 3
days shall be allowed if this notice of final decision is mailed.
Such a request may relate to an agency action or a failure to act with reasonable promptness on a case. This could include
undue delay in reaching a decision on eligibility or making a payment, refusal to consider a request for payment, undue
delay in adjustment of payment, rejection or termination of services. Most appeals arise from findings as a result of a child
abuse/neglect investigation. The denial or delay of an adoptive placement due to geographic boundaries may also be the
basis for an appeal. For additional information, see https://www.oah.ks.gov/.
0240 Conflict of Interest
Conflict of interest is a conflict between the private interests of a client and/or agency employee and the official responsibilities of a
person in a position of trust. It is important for staff to avoid situations which present a conflict of interest or have the appearance of
such a conflict. As PPS staff make decisions about children and families, situations should be avoided which present a conflict of
interest. This protection is for both staff and the client.
DCF defines being a resource family for a child in the custody of the Secretary, while involved in a professional relationship
with that child, as a conflict of interest.
DCF staff who carry out the work of the Department for Children and Families are prohibited from providing additional
direct or indirect services to children in the Secretary's custody or to families of children in the Secretary's custody.
Professional involvement with, or case management responsibilities for a case involving a member of the family, or a
person with whom the worker has close personal or business ties, presents a conflict of interest.
PPS staff shall notify his/her supervisor when given an assignment with a potential conflict of interest. The supervisor
shall, in consultation and concurrence with the Regional PPS Program Administrator, determine whether it is appropriate
to continue with the current assignment, or reassign the work to another PPS staff.
0242 Electronic Communication
Communication with individuals involved with DCF/CWCMP in the form of electronic communication should not be the sole means
of communication. In-person and phone contact should be considered prior to use of electronic communication. In situations where
the circumstances of the case require electronic communication confidentiality shall be maintained, occur within the boundaries of the
professional relationship, and be limited to tasks specific to the individual’s case. Staff shall use agency supplied equipment for all
electronic communication.
0250 Removal from Home and Transporting Children Not in the Secretary's
Custody
DCF staff shall NOT take a child into physical custody without a written court order of custody. DCF staff shall NOT transport a
child who is not in the Secretary's custody unless the child is accompanied by a parent or the parent has given written permission.
Only a law enforcement officer, court services officer, or the court has the authority to place a child in protective custody. When a law
enforcement officer determines that protective custody is appropriate, the officer, not DCF, should place the child as provided by
statute (K.S.A. 38-2232). It is important to remember that DCF staff or contractor staff acting on behalf of DCF, do not have authority
to transport a child placed in protective custody by a law enforcement officer. If DCF staff were to transport a child in the protective
custody of law enforcement a potential legal liability exists for the Department, and the DCF staff person. A law enforcement officer
or the care provider with whom the police place the child may transport the child.
0255 Claire and Lola's Law
Per Claire and Lola’s law enacted July 1, 2019 the department shall not initiate proceedings to remove a child from the home of the
child’s parent or guardian (request police protective custody or an order for protective custody) or initiate any child protection action
(safety planning) or proceeding based solely upon the parent or guardian or the child’s lawful possession or use of cannabidiol
treatment preparation. K.S.A. 21-5706 (c).
A. Definitions per K.S.A. 65-2002:
1. Cannabidiol treatment preparation means an oil containing cannabidiol (other trade name: 2-[(3-methyl-6-(1-
methylethenyl)-2-cyclohexen-1-yl]-5-pentyl-1,3-benzenediol)) and tetrahydrocannabinol, as described in K.S.A.
65-4105, and amendments thereto, and having a tetrahydrocannabinol concentration of no more than 5%
relative to the cannabidiol concentration in the preparation, verified through testing by a third-party, independent
laboratory.
2. Debilitating medical condition means a medically diagnosed chronic disease or medical condition causing a
serious impairment of strength or ability to function, including one that produces seizures, for which the patient
is under current and active treatment by a physician licensed to practice medicine and surgery in Kansas.
3. Tetrahydrocannabinol concentration means the combined percentage of tetrahydrocannabinol and its optical isomers,
their salts and acids and salts of their acids, reported as free tetrahydrocannabinol on a percent by weight basis.
B. Verification
DCF or provider staff shall request the parent or guardian provide verification of lawful use of cannabidiol treatment
preparation per the statute. K.S.A. 21-5706 requires the parent or guardian possess a letter, at all times while the person has
possession of the cannabidiol treatment preparation. The letter shall be dated within the preceding 15 months which verifies the
person is a patient who can use or possess cannabidiol treatment preparation. The letter shall be on the physician’s letterhead
and signed by the physician who diagnosed the debilitating medical condition. Such physician shall be licensed to practice
medicine and surgery in Kansas.
Upon verification of lawful cannabidiol treatment preparation DCF shall cease any initiation of proceedings to remove
a child from the home of the child’s parent or guardian (request police protective custody or an order for protective
custody). DCF and provider staff shall cease any child protection action (safety planning) or proceeding which is
based solely on the cannabidiol treatment preparation. A request for an override of the initial assessment decision
per PPM 1700 shall be made when determined the sole reason for DCF involvement is due to lawful cannabidiol
treatment preparation and no additional abuse/neglect, FINA or PWS concerns are present.
0257 Required Notice When an Alleged Perpetrator is an
Employee of a DCF Grantee, CWCMP or CPA
The intent of this policy is to ensure DCF grantees and providers have information reasonably necessary to carry out their lawful
responsibilities to maintain their personal safety and the personal safety of individuals in their care, including caring for and protecting
a child alleged to be in need of care (K.S.A. 38-2212).
A. Notification Requirements
All intakes, regardless of the assignment decision, meeting both of the following criterion:
1. Involving a child in the custody of the Secretary, AND
2. Involving a grantee/provider/CPA employee
shall be sent to PPS Administration at DCF.AdminStakeholderReports@ks.gov. The email notification shall be sent with the
following naming convention in the subject line:
Grantee CMP/CPA Employee Report
The body of the email shall contain at a minimum the date of the report, event #, initial assessment decision, identified employee
and agency.
B. Notices Sent by Kansas Protection Report Center (KPRC)
Notice shall be sent by the KPRC at the time of the intake if the information in the report clearly indicates the criterion are met.
C. Notices Sent by PPS
If the intake information did not initially meet A. (1-2) criterion and it is discovered during the assessment the criterion are met,
notice shall be sent as soon as possible by the PPS practitioner.
D. DCF PPS Administration
DCF PPS Administration shall notify the appropriate grantee/provider/CPA when a report is received involving a child in the
custody of the Secretary and involves an employee of one of the following:
1. DCF Grantee for Family Services, Family First Prevention Services
2. Child Welfare Case Management Provider (CWCMP) for Family Preservation Services, Reintegration/Foster
Care/Adoption services
3. Child Placing Agency (CPA)
0260 Child Safety, Placement and Needs Assessments for
HT/CSEC Concerns
The Child Welfare Case Management Provider (CWCMP) grantees are responsible to complete child safety, placement and
treatment/service needs (CSPN) assessments per K.S.A. 38-2287. Requests for CSPN Assessments are made when law enforcement or
the court has reason to believe a child has been subjected to an act which would constitute human trafficking or aggravated human
trafficking (HT), as defined by K.S.A. 2018 Supp. 21-5426, and amendments thereto, or commercial sexual exploitation of a child
(CSEC), as defined by K.S.A. 2018 Supp. 21-6422, and amendments thereto, or the child committed an act which, if committed by an
adult, would constitute selling sexual relations, as defined by K.S.A. 2018 Supp. 21-6419.
A. Child Safety, Placement and Treatment/Service Needs Assessment
The child safety, placement and treatment/service needs (CSPN) assessment determines:
A. Safety- whether human trafficking, aggravated human trafficking or commercial sexual exploitation of the child is
suspected and whether the alleged perpetrator has access to the child. The safety considers the protective capacity of
caregivers.
B. Placement – appropriate placement of the child to ensure safety. This may include a recommendation for Staff Secure
Placement per K.S.A. 38-2242 and K.S.A. 65-535 which provides a secure placement promoting a safe and therapeutic
environment.
C. Treatment and Service Needs – appropriate services to meet the physical/social/emotional health needs of the child. This
may include immediate medical treatment, substance abuse treatment assessments, and mental health assessments at the
time the child is recovered. These services may be recommended and provided for families to support the child remaining
in the home if determined safe or may be provided during the child’s stay in a staff secure setting per K.S.A. 65-535.
B. Timeframes
Requests for CSPNAssessments may be requested when there is there is reason to believe the child has been subjected to HT or
CSEC, at one of the following times :
1. Immediate Response
The immediate response CPSN Assessment occurs at the time any child, whether in the custody of the Secretary or not,
is recovered by law enforcement. When law enforcement takes a child into police protective custody and believes the
child is a victim of human trafficking, aggravated human trafficking or commercial sexual exploitation, law
enforcement is required, per K.S.A. 38-2287, to contact DCF for completion of an assessment to determine safety,
appropriate and timely placement and appropriate services to meet the immediate needs of the child.
Upon notification, the CWCMP shall respond immediately to law enforcement to determine the location of the child.
The immediate response CPSN assessment shall be completed in-person in cooperation with law enforcement, DCF and
the Juvenile Intake Assessment Services (JIAS). The complete assessment tool shall be sent to the Kansas Protection
Report Center (KPRC) and PPS Anti-Human Trafficking Program Manager with DCF Administration.
2. Court Requested
The court requested CPSN Assessment occurs anytime the court requests the assessment for a child in the custody of the
Secretary. Upon request, the CWCMP shall respond within 10 calendar days to complete the CPSN Assessment. Upon
completion, the CWCMP shall make appropriate recommendation(s) to the Court. A summary of the assessment results
shall be provided to the court. The complete assessment tool shall be sent to the KPRC and PPS Anti-Human
Trafficking Program Manager with DCF Administration.
0270 Court Orders, Subpoenas and Testifying in Court
Staff shall comply with court orders. If the order appears to exceed statutory authority or requires actions beyond the agency’s ability
to perform, a referral shall be made to the regional attorney for guidance and any necessary action.
When served with subpoenas or other court orders to produce records and/or testify in court concerning confidential
information per K.S.A. 38-2209 et seq. and K.S.A. 39-790b, staff shall:
1. Notify the regional attorney immediately.
2. When appearing to testify concerning information not authorized to be disclosed, provide the court and each attorney
with a copy of this statement:
The information you seek is confidential and privileged, and I am authorized to disclose that information only upon an order from the
court to do so.
Testify further according to the ruling and instructions of the court.
This statement is to be used only when DCF does not have a role in the court hearing which is specified by statute or DCF policy. It is
not to be used when the court action is being taken under the Kansas Code for Care of Children (child protection services, foster care,
etc.) at the request of DCF.
Whenever possible inform the court and the attorneys before the proceedings that this statement will be made and that upon instruction
from the bench testimony will be given.
0271 Protocol to Request CINC Court Hearing be Closed
K.S.A. 38-2247(a) provides that proceedings pertaining to adjudications under the revised code for care of children shall be open to
the public, unless the court determines closure or the exclusion of an individual is in the best interests of the child or is necessary to
protect the privacy of the parents.
When circumstances appear to justify closure of a CINC adjudication hearing, a written request from DCF or the Child Welfare Case
Management Provider shall be submitted to the Director of Prevention and Protection Services 10 calendar days before the scheduled
hearing if at all possible. If the request is directly from the Child Welfare Case Management Provider, the Regional Director shall be
copied. The request shall summarize the facts of the case and the basis for believing closing the hearing is in the best interest of the
child or necessary to protect the privacy of the parents.
The Director will review and submit the request with a recommendation to the Deputy Secretary and General Counsel. Upon receipt
of the decision by the Deputy Secretary and General Counsel, the Director will notify the person who submitted the request.
0280 Consents
Persons authorized to give consent for matters involving a child depends on the purpose of the consent and the legal status of the child.
Consents for children who are or may be in need of care are controlled primarily by K.S.A. 38-2217 for health care and K.S.A. 38-
2218 for educational decisions. (K.S.A. 38-2217).
See PPM 5244 for information regarding children in the custody of the Secretary.
0290 Policy on Discipline
Discipline is an essential part of child rearing and when used positively it contributes to the healthy growth and development of a child
and establishes positive patterns of behavior in preparation for adulthood. The object of discipline is to promote behaviors beneficial
to the child's development and welfare and to change and/or eliminate behaviors which are injurious to his or her well-being.
Therefore, we encourage positive discipline as a most important aspect of child rearing practices for children and youth for whom the
Department for Children and Families purchases and/or provides services and care.
Positive discipline when used for purposes of guiding and teaching the child, provides the child encouragement, a sense of satisfaction,
and helps the child understand the consequences of his/her behavior. Effective, positive discipline imposes behavioral limitations on
the child which can provide the child a sense of security, engender a respect for order, and effectively enlists the child's help rather than
locking the child and adult into a power struggle or adversary, punishing relationship, and promotes the child's discovery of those
values that will be of the greatest benefit to the child, both now and in the future.
There are laws which protect adults against actions which many children must endure and suffer under the guise of discipline. Many
children who are in the care of DCF have previously suffered too much physical pain, fear, humiliation, and emotional stress. We
cannot perpetuate this when we assume the positive roles in our child-rearing practices - of which positive discipline is an essential
part.
Therefore, DCF does not view as positive, acceptable discipline any action administered in a fashion which may cause any child to
suffer physical or emotional damage. Disciplinary acts which cause pain, such as hitting, beatings, shaking, cursing, threatening,
binding, closeting, prolonged isolation, denial of meals, and derogatory remarks about the child or his or her family or other acts of
substantially the same nature or which have substantially the same effect are not acceptable.
IT IS THE POLICY OF THE DEPARTMENT FOR CHILDREN AND FAMILIES THAT WE NOT PURCHASE OR
CONTINUE TO PURCHASE SERVICES FROM THIRD PARTY PROVIDERS WHO USE DISCIPLINARY ACTS WHICH
CAUSE PAIN SUCH AS HITTING, BEATINGS, SHAKING, CURSING, THREATENING, BINDING, CLOSETING,
PROLONGED ISOLATION, DENIAL OF MEALS, AND DEROGATORY REMARKS ABOUT THE CHILD OR HIS OR HER
FAMILY. NOR SHALL SUCH DISCIPLINARY ACTS BE TOLERATED WHEN PRACTICED BY DCF EMPLOYEES IN
REGARD TO CHILDREN IN CARE OF THE AGENCY.
A. Physical Restraint
The purpose of physical restraint in a Youth Residential Center is to prevent a youth from causing injury to self or others and is used
only when other means of behavior control is unsuccessful.
It is expected that therapeutic relationships among staff and residents will usually be sufficient to de-escalate incidents of out-of-
control behavior of youth in care. When it is not possible to avoid the use of restraint in helping a youth regain control, passive
physical restraint may be used to:
1. end a disturbance which threatens physical injury to the youth
2. end a disturbance that threatens physical injury to others;
3. remove a dangerous object from a youth with which the youth has threatened harm.
Physical restraint shall not be used for the purpose of punishment or discipline.
The Department for Children and Families will not purchase or continue to purchase services from providers who use physical
restraint in a manner contrary to methods jointly approved by the Department for Children and Families and the Department of Health
and Environment or otherwise in violation of statute or regulations.
B. Use of Time Out in Residential Child Care Facilities
Time out is a procedure used to assist the individual to regain emotional control by removing the individual from his or her immediate
environment and restricting the individual to a quiet area or unlocked quiet room.
1. A resident in time out must never be physically prevented from leaving the time out area.
2. Time out may take place away from the area of activity or from other residents.
3. Staff must monitor the resident while he or she is in time out.
C. Emergency Safety Intervention
An emergency safety intervention must be performed in a manner that is safe, proportionate, and appropriate to the severity of the
behavior, and the resident's chronological and developmental age, size, gender physical, medical, behavioral health and personal
history must be taken into consideration.
The use of emergency safety interventions must be performed only through the use of nationally recognized restraint procedures
applicable to this population designed to prevent a resident from harming self or others by exerting external control over physical
movement. The approved interventions are listed in the YRC Standards and General Guidelines.
Physical restraint is the application of physical force without any mechanical device, for the purpose of restricting the free movement
of a resident’s body. Physical restraint should be used only as last resort after all verbal de-escalation techniques have failed and when
the resident is at-risk of harming themselves or others.
Mechanical restraint is the use of mechanical devices to restrict the free movement of the resident’s body, most often for purposes of
preventing self-destructive behavior. Mechanical restraints are not allowed in YRC group or residential facilities.
0291 Physical Restraint
The purpose of physical restraint in a Youth Residential Center is to prevent a youth from causing injury to self or others and is used
only when other means of behavior control is unsuccessful.
It is expected that therapeutic relationships among staff and residents will usually be sufficient to de-escalate incidents of out-of-
control behavior of youth in care. When it is not possible to avoid the use of restraint in helping a youth regain control, passive
physical restraint may be used to:
1. end a disturbance which threatens physical injury to the youth;
2. end a disturbance that threatens physical injury to others;
3. remove a dangerous object from a youth with which the youth has threatened harm.
An emergency safety intervention shall be performed in a manner that is safe, proportionate, and appropriate to the severity of the
behavior, and shall take into consideration the resident's chronological and developmental age, size, gender, medical, behavioral health
and personal history.
Physical restraint is the application of physical force without any mechanical device, for the purpose of restricting the free movement
of a resident’s body. Physical restraint should be used only as last resort after all verbal de-escalation techniques have failed and when
the resident is at-risk of harming themselves or others.
Physical restraint shall not be used for the purpose of punishment or discipline.
The Department for Children and Families will not purchase or continue to purchase services from providers who use physical
restraint in a manner contrary to methods jointly approved by the Department for Children and Families and the Department of Health
and Environment or otherwise in violation of statute or regulations.
0292 Use of Time Out in Residential Child Care Facilities
Time out is a procedure used to assist the individual to regain emotional control by removing the individual from his or her immediate
environment and restricting the individual to a quiet area or unlocked quiet room.
1. A resident in time out must never be physically prevented from leaving the time out area.
2. Time out may take place away from the area of activity or from other residents.
3. Staff shall monitor the resident while he or she is in time out.
0293 Emergency Safety Intervention
The use of emergency safety interventions shall be performed only through the use of nationally recognized restraint procedures
applicable to this population designed to prevent a resident from harming self or others by exerting external control over physical
movement. The approved interventions are listed in the YRC Standards and General Guidelines located on the PPS website.
Mechanical restraint is the use of mechanical devices to restrict the free movement of the resident’s body, most often for purposes of
preventing self-destructive behavior. Mechanical restraints are not allowed in YRC group or residential facilities.
0309 Public Records
Pursuant to the Kansas Open Records Act (K.S.A. 45-215 et seq.) it is DCF policy to provide access to public records and, unless
otherwise prohibited, all public records may be inspected and copied by any person.
Public records include manual provisions, contracts, and Secretary's Letters. Information concerning or identifying specific individuals
are not public. Personnel records, social service case information, treatment records are examples of records which contain personal
information about individuals and are not, therefore, public. Communications to or from agency attorneys are not public records.
A request for records must be responded to by DCF staff within three days indicating, if the records are not produced, the cause of any
delay and the earliest date when the records shall be available.
It is permissible to require individuals seeking access to schedule a convenient time for review. Anyone inspecting a public record
shall, upon request and payment of an authorized fee, be provided a copy. The DCF fee policy is set out at K.A.R. 30-2-12. However,
the office need not provide the copies immediately upon demand, but as soon as possible without disrupting flow of essential
operations.
0311 Case Record Requests of Child Abuse or Neglect Resulting in a Fatality or
Near Fatality
The provisions of KSA 38-2212 (f) allows access to a case record of child abuse or neglect resulting in a fatality or near fatality.
Except when the child was adopted and the record includes information about the child or birth parents prior to adoption, the record
becomes a public record. A request to access a case record of a child abuse or neglect resulting in a fatality or near fatality needs to be
provided in writing to DCF.
The request shall contain the requester's name and address and information necessary to ascertain the records to which the requester
desires access.
The person in receipt of the request shall ensure the Open Records Coordinator in the Secretary's Office, the Director of
PPS, and the DCF regional Attorney and Program Administrator are notified of the request. The Director of PPS, or
Designee and the DCF Regional Attorney and Program Administrator, or Designee(s) shall coordinate review of the case
file and how to proceed.
0312 Access to Information Regarding Closed Guardianship/Custodianship and
Adoption Records
KSA 59-2122 provides for the opening of adoption records to parties of interest, their attorneys and the Department for Children and
Families (DCF). Parties of interest include the adopted parents of a minor child and the adult adoptee. Interested party status does not
apply to the birth parents, once the adoption is final. Birth parents are only permitted to update medical records per KSA 59-2122.
Case File Information is available to:
1. The adoptive parents of the minor child in the event of a health or medical need
2. The adult adoptee for any reason
Identifying information shall not be shared with the birth parent without permission of the adoptive parents of the minor child or of the
adult adoptee. DCF may share medical information with the adoptive parent of a minor child or adult adoptee.
0313 Public Knowledge Case
KSA 38-2212 allows the agency to provide disclosure of procedural details related to the handling of a case in the event the
investigation of a case or the filing of a CINC petition becomes public knowledge.
The person in receipt of the request shall ensure the Open Records Coordinator in the Secretary's Office, the Director of PPS, and the
DCF regional Attorney and Program Administrator are notified of the request. The Director of PPS, or Designee and the DCF
Regional Attorney and Program Administrator, or Designee(s) shall coordinate review of the case file and how to proceed.
0314 Adoption and Foster Care Records and Searches
Adults who are former foster children and were in the custody of the Secretary of DCF may request information from their case file.
The items listed in 0314D shall be released, if available.
The PPSAdoption Records Archive Imaging is the database of record for cases never to be destroyed. The PPS Adoption Records
Archive Imaging is located at http://dcfnet.dcf.ks.gov/Pages/Applications.aspx. Foster Care records applicable to PPM 0441 may be
scanned into the PPS Adoption Records Archive Imaging Documentum application. DCF shall not release the items and information
listed in 0314E.
A. Adoption Records
It is the policy of the Department to offer all reasonable assistance to adults (age 18 or older) seeking information about:
1. Their own adoption,
2. Their birth parents and birth siblings, (where a relationship had been established prior to out of home
placement and birth sibling is currently 18 years old or older)
K.S.A. 59-2122 (b) gives DCF the authority to contact birth parents on behalf of an adult adoptee for any reason or the adoptive
parents of a minor in the event of a medical or health need. Identifying information shall not be shared with the birth parents without
the written permission of the adoptive parents of a minor child or the adult adoptee.
DCF may contact an adult adoptee at the request of the birth parents once the adult adoptee reaches age eighteen. An inquiry shall be
made to ascertain whether the person is interested in establishing contact with the searching person. If everyone is in agreement, DCF
staff shall facilitate the sharing of information between the two parties.
B. Requests for Adoption Information
There may be a charge for copies of case record material. The DCF fee policy is set out in K.S.A. 30-2-12.
If available at the local DCF or Child Welfare Case Management Provider office, the adult adoptee may obtain information
from the agency record that was authored by either DCF or the Child Welfare Case Management Provider. Information written
by someone other than DCF or Child Welfare Case Management Provider staff, shall not be shared without written permission
from the author. If the required authorization is not available, the adult adoptee shall be informed of the availability of this
information and be referred to the author. When the Child Welfare Case Management provider or DCF receives a request for
information:
1. Inform the person(s) the information is available from DCF by contacting:
Prevention and Protection Services (PPS)
555 S. Kansas Ave.
Topeka, KS 66603
2. Provide the person(s) with one of the following forms, as appropriate:
a. PPS 0330 Adult Adoptee Requesting Copy of Adoption Record
b. PPS 0335 Birth Parent Requesting Contact with Adult Adoptee
c. PPS 0340 Adult Requesting Search for Birth Sibling(s)
d. PPS 0350 Authorization to Release Information
A copy of the original birth certificate is to be sent with the request to initiate the search and retrieval of adoption records.
Inform the adult adoptee that if they were born in Kansas, they will need to obtain their original Birth Certificate (this birth
certificate was issued prior to the adoption - it will be stamped void) by contacting:
Kansas Department of Health and Environment (KDHE)
Center for Health and Environmental Statistics
1000 SW Jackson Street, Suite 120
Topeka, KS 66612-2221
C. Foster Care Records
1. For adult former foster children who were in the custody of the Secretary of Kansas and both parents' parental rights have
ended, the adult former foster child may request the information in D from their record by contacting the address listed in
B., and filling out the PPS 0331 Adult Former Foster Child (PRT) Requesting Case File Information. If the adult left care
at age 18, items listed in PPM 3214 are available to them.
2. For adult former foster children who were in the custody of the Secretary of Kansas without parental rights
ending, the adult former foster child may request information in D from their record by contacting their Regional
DCF Service Center and filling out the PPS 0332 Adult Former Foster Child (Non-PRT) Requesting Case File
Information. If the adult left care at age 18, items listed in PPM 3214 are available to them.
3. See PPM 0440 for information about how long foster care files are kept.
D. Information if available, shall be released includes:
1. Social history including names, birth dates, addresses, telephone numbers, social security numbers of the adult adoptee's
birth parents;
2. All birth and medical information completed by DCF
3. Case Plans prepared by DCF or Child Welfare Case Management Provider, (delete information which identifies resource
parents and others who may have an expectation of privacy);
4. Correspondence addressed to the adult adoptee from the birth family;
5. Pictures of the birth family or adult adoptee;
6. Decree of adoption
E. DCF shall not release the following information:
1. Adoptive names and addresses of birth siblings, if 18 years of age or older, without their written permission;
2. Adoptive names and addresses of birth siblings, if under 18 years of age;
3. Names and addresses of extended family members, without their written permission;
4. Copies of Third-Party information or reports completed by persons other than DCF or those individuals or agencies with
whom DCF has contracted for services, without written permission from the author. The name of the agency and, if
available, contact information to obtain such information or reports, shall be provided to the adult adoptee.
There may be a charge for copies of case record material. The DCF fee policy is set out in K.S.A. 30-2-12.
0315 Confidential Records
Consumers of social services have an expectation of privacy which shall be respected. Information obtained in the course of
determining eligibility and/or providing services is confidential. However, children are best served when involved adults are informed
and communicating openly.
Consistent with federal law, K.S.A. 39-709b limits the disclosure of confidential information to: (1) that which is reasonably
necessary to assist the client to obtain and participate in services (administration of the program); (2) situations when the
client provides written consent; (3) some limited emergency situations; and (4) when the court has issued an order or
subpoena.
Information provided by other DCF programs such as Food Assistance, Economic & Employment Services (EES),
Rehabilitation Services, and Child Support Services (CSS) and are covered by the provisions of K.S.A. 39-709b.
Case information shall be disclosed when the information is needed in the performance of official duties.
It is agency policy that information is freely shared between DCF staff and contract staff involved with the family. (See
0600 regarding Coordination of Services) Additionally, case information shall be shared as necessary to facilitate delivery
of the service or to carry out DCF responsibilities with other agencies and entities with which the Department has
contracted to perform specific services.
All case information shall be disclosed to auditors performing official auditing duties after they have adequately identified
themselves by showing official identification credentials.
Court reports by or on behalf of DCF shall be made available to the attorneys, guardian ad litem, CASA, citizen review
board, juvenile justice personnel involved in the court case and anyone else authorized by order of the court and subject to
the conditions in the court's order. (K.S.A. 38-2211)
DCF investigative reports shall not be made available unless the Secretary or the attorney to whom the case has been
referred for legal action or a court (including hearing officer) authorizes such disclosure in writing.
Third Party Information
Third party information is from Non-DCF professionals/agencies and includes medical, psychiatric, investigative reports,
social histories, substance abuse treatment records, school records, law enforcement reports etc. and DCF summaries of
these documents.
Form MS 2122 (Community Mental Health Center Screening Assessment) or MS 2001 (Statement of Medical Necessity)
and reports from family preservation, reintegration/foster care, and adoption providers under contract with DCF are not
considered to be third party reports.
Records provided to DCF because a child is or may be in need of care become DCF records pursuant to K.S.A. 38-2209
and are subject to the same requirements for access, disclosure, re-disclosure as all other agency records whether
maintained in paper or electronic form.
Although third party information may be disclosed, the best source for information remains the professional who compiled
the information.
When there is some question about access to or disclosure, re-disclosure, or use of information, consult a supervisor,
regional attorney or the Regional PPS program administrator.
0316 Inappropriate Disclosure of Confidential Information
An DCF employee who knowingly discloses confidential information concerning a present or past consumer of services is in violation
of the provisions set forth in this section may be subject to:
1. Appropriate disciplinary action (official reprimand, suspension, demotion, dismissal, etc.); and
2. Criminal prosecution
0317 General Procedures Regarding Disclosure of
Confidential Information
A. Review the rules and guidelines in this manual section to determine if disclosure of information is restricted, allowed or
required. When there is doubt consult with a supervisor or regional attorney.
B. Prior to disclosure:
1. Obtain required release of information or consent to disclose the information, when applicable.
2. Consider the best interest of the child and the privacy concerns for those involved when releasing information.
3. Provide adequate supervision of the record when the request is for case record inspection or copying.
4. Document in the case record when a request for information has been received, from whom, the information shared, the
basis for decision, to whom information was disclosed or refused and the date of disclosure.
5. Case information shall not be disclosed over the telephone unless the other party is positively identified.
0318 The Health Insurance Portability and Accountability
Act (HIPAA)
The Department for Children and Families, as a single covered entity under HIPAA, understands that information we collect about our
consumers and their health is personal. Keeping the health information of consumers private is one of our most important
responsibilities. DCF and provider personnel will take all necessary precautions to ensure that consumer health information is kept
private. Additional information is available at:
http://dcf.ks.gov/Agency/Pages/HIPPA%20Overview.aspx
A. Purposes of HIPAA
The federal Health Insurance Portability and Accountability Act of 1996 has two key purposes:
1. The "portability" portion protects health insurance coverage for workers and their families when they change or lose their
jobs.
2. The "administrative simplification" portion requires national standards for electronic health care transactions, standard
identifiers for providers, health plans and employers, privacy protection for health data in any medium, and security
requirements for health data transmitted electronically. It addresses, through protections, the security and privacy of
patient health data. The health data is referred to under HIPAA as "protected health information".
B. Protected Health Information
HIPAA regulations define health information as "any information whether oral or recorded in any medium that:
1. is created or received by a health care provider, health plan, public health authority, employer, life insurer, school or
university, or health care clearinghouse; and
2. relates to the past, present, or future physical or mental health or condition of an individual; the an individual if there is a
reasonable basis to believe the information can be used to identify the individual.
3. Protected health information (PHI) under HIPAA means individually identifiable health information. Identifiable health
information refers not only to data that is explicitly linked to a particular individual but also includes health information
with data items which reasonably could be expected to allow individual identification.HIPAA Permitted Uses and
Disclosures
C. HIPAA Permitted Uses and Disclosures
1. Treatment - may use or disclose health information to provide the necessary treatment for individuals.
2. Payment Functions - may use or disclose health information about a customer to determine eligibility for plan benefits,
obtain premiums, facilitate payment for the treatment and services, determine program responsibilities for benefits, and to
coordinate program benefits.
3. Health Care Operations - may use information about customers to carry out necessary program related activities.
4. Required by Law - may share information required by a court order.
5. Public Health - may disclose health information to public health authorities.
6. Disclosures of Victims of Abuse, Neglect, or Domestic Violence - may disclose protected health information about an
individual whom DCF reasonably believes is a victim of abuse, neglect, or domestic violence.
7. Health Oversight Activities - may disclose information to health agencies during the course of audits, investigations,
inspections, and other proceedings related to oversight of the agency programs.
8. Judicial and Administrative Proceedings - may disclose information in the course of any administrative or judicial
hearing.
9. Law Enforcement - may disclose health information to a law enforcement official.
10. Coroners, Medical Examiners, and Funeral Directors - may disclose information in the course of an autopsy or death.
11. Organ and Tissue Donation - may disclose information in the course of an organ or tissue donation.
12. Public Safety - may disclose health information to an appropriate person in order to prevent or lessen a serious and
imminent threat to the health or safety of a particular person or the general public.
13. National Security - may disclose health information to an appropriate person in order to prevent or lessen a serious and
imminent threat to the nation's security.
14. Correctional Institutions and Other Law Enforcement Custodial Situations -may share health information with a law
enforcement official who has lawful custody of an inmate.
15. Workers Compensation - may disclose health information to an appropriate person in the event of an on-the-job injury.
16. Appointment Reminders - may use and disclose health information to contact a customer with appointment reminders for
treatment and/or services.
0320 Expanded Criminal History Checks
Records may be requested on individuals DCF is considering to care for children. Individuals shall have fingerprints taken to access
Federal/National records from the Federal Bureau of Investigation (FBI).
A. Individuals who have lived in Kansas less than 5 years shall have a child abuse and neglect registry check from each state where
they have lived within those past 5 years.
Additionally, at the discretion of the Regional DCF Program Administrator, an FBI check may be requested when DCF
becomes aware of an incident which occurred that meets:
1. have a reported relinquishment/termination of parental rights from out of state, OR,
2. reported convictions of offenses considered prohibitive per KSA 65-516, OR, 3) all references are from out of state.
B. DCF staff shall be required to:
Submit a request to the Regional PPS Program Administrator or designee that details the reason for a nationwide background
check.
If the request is approved, the Regional PPS Program Administrator or designee will provide the staff that made the request with
a packet of documents which will need to be completed. The staff shall do the following:
1. Provide the individual(s) on which the nationwide background check is being requested with a copy of the letter outlining
DCF's authority to obtain a nationwide background check. (See appendix 0A.)
2. Have the individual(s) complete and sign the "DCF Security Clearance Form", PM-6619. This form allows DCF to
request a nationwide background check and shall be enclosed in the envelope provided for Law Enforcement agency
(maintain a copy for the file).
3. Complete the "Security Clearance Request Form", Form number PM-6620, identifying the Regional PPS Program
Administrator or designee as the person to whom results shall be returned. This form shall be enclosed in the envelope
provided for Law Enforcement agency (maintain a copy for the file).
4. Provide the individual(s) with a fingerprint card and information detailing process to be followed.
5. Arrange for the fingerprint process and send to DCF Administration Personnel staff who forwards to FBI via KBI.
6. DCF Administration staff will also check child abuse and neglect registries of other states.
7. Results will be shared with the DCF staff who requested the information (this person is designated on the "Security
Clearance Request Form", Form number PM-6620).
8. DCF will be assessed the fees, which can include the costs for the taking of the fingerprints by the Law Enforcement
agency and any costs associated with the submission to the FBI by the KBI, for the background checks.
C. Examples of circumstances that warrant a nation wide record search:
1. Child(ren) is in Police Protective custody, and the family identifies a person(s), who has recently moved to Kansas, who is
able to provide care for the child(ren) in the effort to prevent DCF custody.
2. A child who is in DCF custody and placement with a specific relative or non-related kin is being considered, however, the
relative or non-related kin has resided in the state for less than 12 months.
3. A child who is not in DCF custody, but the Court is involved in the case, and the court is requesting more information on
a potential placement resource for the child.
0410 Opening A Case
A case shall be opened, data entered into FACTS and case file established when:
A. A report is assigned for further assessment
B. A journal entry is received placing a child in the custody of the Secretary
The family record shall be open in the name of the head of household. Children within the family who are in the
Secretary's custody placed out of home shall have their own individual file.
0420 Documentation0420 Documentation
All case activities for all case types and all programs shall be documented. Documentation is integral to family centered
services. Documentation is the foundation for professional accountability for the activities (investigation, assessment, and
intervention), and the outcomes for safety, permanence and well-being for children and vulnerable adults.
A. General Documentation
Documentation shall be recorded in KIDS, KIPS, on PPS forms or appendices, and Child Welfare Case
Management Providers’ (CWCMP) or Family First Prevention Service Providers’ (FFPS) forms. PPS forms shall
be completely filled out using correct grammar and spelling. Documentation shall be completed in blue or black
ink. When applicable, pages shall be numbered and “cont’d” shall be documented when narrative continues
to the next page. Blank lines shall be marked through. Documentation of case activities and decisions shall occur
as soon as possible for accuracy and availability of information when needed.
B. Contents of Documentation
Documentation shall be written so a person not familiar with the case is able to follow the writer’s logic
and understand the basis for conclusions.
Documentation shall:
1. Include the full name of agency staff, identity and relationship of all individuals involved in the activity.
2. Include the date, time (begin and end), type of contact and location, if applicable.
3. Use clear, concise and descriptive language including, but not limited to, all observations and interactions seen,
heard, smelled and/or touched.
4. Document all case activities, including, but not limited to, phone calls, text messages, emails, correspondence
sent or received and in-person contacts.
5. Document relevant facts and observations supporting decisions/conclusions.
6. Document decisions and/or actions taken. Include the basis for each decision and/or action taken, or explain the
reason no action was taken.
C. Additions and Changes to Case Information
It is important that staff shall avoid any appearance of altering records. As new information is obtained or
when information changes, the information on the appropriate form(s) shall be updated by adding the new or
changed information, initialing and dating the change. If information requires a correction, the information
shall be corrected by crossing through the incorrect information with a single line, writing the correct information
next to it, initialing and dating the change. A brief explanation of the reason for the change shall be written on the
form or, if explained elsewhere in the record, cross referenced. Erroneous or revised
information shall not be erased or covered with whiteout, felt tip-markers, etc.
0425 Contents of Assessment & Prevention, Family Services, Family First
Prevention Services, and Family Preservation Case Records
A. PPS Assessment & Prevention, Family Services, Family First Prevention Services, and Family Preservation Case records shall
contain the following sections:
Section 1: Logs, family contact sheets
Section 2: Legal Documentation
Section 3: Intake and Assessment
Section 4: Assessment and Case Planning
Section 5: Contracted Services
Section 6: Interstate Compact on the Placement of Children (ICPC) and Interstate Compact on Adoption and
Medical Assistance (ICAMA)
Section 7: Eligibility and Financial Planning Payments
Section 8: Miscellaneous
Children within the family who are in the Secretary's custody shall have their own individual section containing court
documents, case plans and medical documentation.
Within each required section, the material shall be organized in like groups, (e.g., All court reports together, all case plans
together) depending on the case situation and the forms/documents used. Each section shall be labeled. The material within
each section shall be maintained together in reverse chronological order with the most recent material on top. Duplicate
material shall not be included in the case file with the exception of birth certificates and social security cards. Working copies
shall be maintained in section 3 and originals in section 8.
The forms appearing under the section headings are a guide and not necessarily all the forms which might be appropriately filed
in the section. Form numbers listed below are the forms currently in use. Forms which are equivalent, or which serve the same
function, shall be placed in the same sections as the current forms.
If a section is not applicable (e.g., interstate compact) a labeled placeholder shall be included to indicate the section has not
been overlooked.
Forms completed shall be the order of case record sections:
B. Section 1: Logs, family contact sheets
All logs shall be page-numbered, contain month, date, year and full name of the worker.
1. PPS 3011 Visitation/Contact Log
2. PPS 1010 Social Service Case Activity Log
3. E-mails.
4. PPS 2019 Mapping Conversation Notes
5. Appendix 2N My Three Houses
6. Appendix 2O Fairy Wizard Template
All e-mail correspondence shall be case relevant. When applicable, entire e-mail threads shall be included to avoid redundancy.
C. Section 2: Legal Documentation
1. Petition
a. Applications, affidavits, or worksheets used in the preparation of the petition
2. Certified or file stamped copies of orders and journal entries
a. Ex Parte Order of Protective Custody
b. Temporary Custody Order
c. Adjudication
d. Dispositional Order
e. Order of Informal Supervision
f. Court order releasing child from DCF custody/jurisdiction of the court
PPS Forms:
1. PPS 0100 Authorization for Release of Confidential Information
2. PPS 5123 Consent to Medical Care (Parent)
3. PPS 5124 Consent to Medical Care (Supervisor)
4. External Releases of Information
D. Section 3: Intake and Assessment
Each report accepted for assessment shall be filed together as a separate packet of completed forms:
1. Copy of Birth Certificates
2. Copy of Social Security Card or verification of social security number
3. PPS 1000 - Face Sheet
4. PPS 1001- Report/Request for Services
5. PPS 1001A - Summary Results Preliminary Inquiry
6. PPS 1002 - Initial Assessment
7. Subsequent reports (PPS 1000, 1001, 1001A and 1002) on open case per PPM 2070, 4013 or 5122.
8. PPS 2000 - Request to Interview a Child at School
9. PPS 2001- Parental Consent to interview child at school
10. PPS 2003 or PPS 2021 Immediate Safety Plan (November 2019 through November 2020 Structured Decision Making
(SDM) Immediate Safety Plan in pilot counties)
11. PPS 2005 - UNCOPE
12. PPS 2007- Plan of Safe Care
13. PPS 2011 - Case Findings
14. PPS 2012 - Notice of Department Finding
15. PPS 2015 - Infant-Toddler Referral
16. PPS 2017- Notification of Affirmed or Substantiated Case Finding
17. PPS 2018- Review of Repeat Maltreatment in Six Months
18. PPS 2025- Agency Response (Facility and Third-Party Response) (Utilized on events assigned prior to July 1, 2017)
19. PPS 2030A - Agency Response (Family Based Assessment) (Utilized on events assigned prior to July 1, 2017)
20. PPS 2030B - Safety Assessment (Discontinued January 2021.In pilot counties Structured Decision Making (SDM)
Safety Assessment was used instead of the PPS 2030B from November 2019 through November 2020)
21. PPS 2030C - Risk Assessment (short form) (Discontinued January 2021)
22. PPS 2030D - Risk Assessment (Discontinued January 2021. In pilot counties Structured Decision Making (SDM) Risk
Assessment was used instead of the PPS 2030D from November 2019 through November 2020)
23. PPS 2030E - Child in Need of Care - Non-Abuse/ Neglect Assessment (Beginning November 2019 only the persons
contacted screen is required)
24. PPS 2030F - Family Based Assessment Summary
25. PPS 1006 - Report of Unexcused School Absences
26. Emergency Shelter Referrals
27. Team Decision Making (TDM) Summary
E. Section 4: Assessment and Case Planning
1. PPS 2035- Family Service Risk and Safety Assessment
2. PPS 3003- Court Report other reports required by District court
3. PPS 3005- Case Transfer Summary
4. PPS 5140 - Educational Advocate Referral Form
5. PPS 3050 - Family Case Plan
6. PPS 3050A- Family Service/ Family Preservation Candidacy for Care
7. PPS 3051 - Permanency Plan
8. PPS 3052 - Administrative Requirements
9. PPS 3054 - Visitation Schedule
10. PPS 3055 - Permanency Plan Review
11. PPS 3056 - Permanency Plan Desk Review
12. PPS 3057 - Service and Codes
13. PPS 3057A – Independent Living Service Descriptions
14. PPS 3058 – Permanency Plan Checklist
15. PPS 4005- Family Service Case Status
16. PPS 4010- In-Home Family Services Supervision Consultation Log (DCF Family Services Case)
17. Behavior Contract
18. Consultation notes
19. Service Provider Reports
20. Court Service Officer Reports
21. Law Enforcement Reports
22. Medical and Dental assessments, evaluations, and service records
23. Mental/Behavioral Health
F. Section 5: Contracted Services
1. PPS 4005 - Family Service Case Status
2. PPS 4010 In-Home Family Services Supervisor Consultation Log (Community Family Services Provider Case)
3. PPS 4200 Family Preservation Referral and Transmittal Sheet
4. PPS 4205 Family Preservation Acknowledgement of Referral/Change/Closure
5. PPS 4250 Family Preservation Lack of Contact Notification
6. PPS 4255 Family Preservation Transfer Case
7. PPS 4260 Request for Retraction
8. PPS 4300 Family First Services Prevention Plan
9. PPS 4310 Family First Services Case Status/Retraction
10. PPS 5110 Initial Referral to Out of Home Service Provider
G. Section 6: Interstate Compact
1. PPS 9110 - ICAMA Form 6.01, Notice of Medicaid Eligibility/Case Activation
2. PPS 9115 - ICAMA Form 6.02, Notice of Action
3. PPS 9120 - ICAMA Form 6.03, Report of Change in Child/Family Status
4. PPS 9200 ICPC Acknowledgement and Updates
H. Section 7: Eligibility and Financial Planning
Social Security Eligibility Packet
All correspondence with Social Security Administration.
1. Appendix 5U - Disability Determination Referral to Kansas Legal Services
Additional Information Packet:
a. ADM 3465 - Invoice and Timesheet: Purchase of Service.
b. Client Service Agreements
c. Flex Funds requests
d. Receipts for goods or services
e. Other eligibility or financial information
I. Section 8: Miscellaneous
Correspondence [Other than reports or evaluations in letter format. Correspondence may optionally be kept in a separate folder
within the miscellaneous section.] Newspaper articles
The following items shall be placed in an envelope and attached to the back, right side of the folder:
1. Birth Certificates
2. Social Security Card or verification of social security number
3. Copy of Insurance Cards
4. Photographs/Electronic media
FACTS Printouts
FACTS face sheets and other printouts may be kept in a manner which best serves the continuity of the case activities and
management functions. They may be kept in the section to which they pertain or in a separate folder, clearly identified, and
maintained where convenient within the case record.
0430 Contents of Foster Care, Adoption and Independent
Living Services Case Records
A. PPS Foster Care, Adoption and Independent Living Services Case records shall contain the following sections:
Section 1: Logs, family contact sheets
Section 2: Intake and Referral
Section 3: Legal Documentation
Section 4: Incident/Investigative Reports
Section 5: Case Planning
Section 6: Placement Information (Subsection: ICPC/ICAMA)
Section 7: Mental/Behavioral Health, Drug & Alcohol
Section 8: Medical
Section 9: Education
Section 10: Adoption
Section 11: Independent Living
Section 12: Correspondence
Section 13: Eligibility and Financial Planning
Section 14: Miscellaneous
Children within the family who are in the Secretary's custody shall have their own individual file.
Within each required section, the material shall be organized in like groups, (e.g., All court reports together, all case plans together)
depending on the case situation and the forms/documents used. Each section shall be labeled. The material within each section shall
be maintained together in reverse chronological order with the most recent material on top. Duplicate material shall not be included in
the case file.
The forms appearing under the section headings are a guide and not necessarily all the forms which might be appropriately filed in the
section. Form numbers listed below are the forms currently in use. Forms which are equivalent or which serve the same function,
shall be placed in the same sections as the current forms.
If a section is not applicable (e.g., interstate compact), a labeled placeholder shall be included to indicate the section has not been
overlooked.
Forms completed shall be the order of case record sections:
B. Section 1: Logs, family contact sheets
All logs shall be page-numbered, contain month, date, year and full name of the worker.
1. PPS 3011 Visitation/Contact Log
2. PPS 1010 Social Service Case Activity Log
3. E-mails.
All e-mail correspondence shall be case relevant. When applicable, entire e-mail threads shall be included to avoid redundancy.
4. PPS 3061 Monthly Individual Contact
C. Section 2: Intake and Referral
1. Copy of Birth Certificates
2. Copy of Social Security Card or verification of social security number
3. PPS 2030A - Agency Response (Family Based Assessment) (Utilized on events assigned prior to July 1, 2017)
4. PPS 2030B - Safety Assessment
5. PPS 2030C - Risk Assessment (short form)
6. PPS 2030D - Risk Assessment
7. PPS 2030E - Non-Abuse/ Neglect Assessment (Family in Need of Assessment)
8. PPS 2030F - Family Based Assessment Summary
9. PPS 5110 - Initial Referral to Out of Home Service Provider
10. PPS 5110A - Initial Referral to Out of Home Placement Provider for Child in DCF Custody-Consideration of Relative
Placement and Additional Information
11. PPS 5120 - RE/FC/AD Acknowledgement of Referral
12. PPS 0100 - Authorization for Release of Confidential Information
13. PPS 5123 - Consent to Medical Care (Parent)
14. PPS 5124 - Consent to Medical Care (Supervisor)
15. Appendix 5M- Referral to DCF for Continued Services
D. Section 3: Legal Documentation
1. Petition
a. Applications, affidavits, or worksheets used in the preparation of the petition
2. Certified or file stamped copies of orders and journal entries
a. Ex Parte Order of Protective Custody
b. Temporary Custody Order
c. Adjudication
d. Dispositional Order
e. Order or Journal Entry resulting from a permanency hearing
f. Order of Informal Supervision
g. Termination of Parental Rights
h. Guardianship/permanent custodianship
i. Adoption Decree
j. Court order releasing child from DCF custody/jurisdiction of the court
PPS Forms:
1. Appendix 5J - Voluntary Relinquishment to the Department of DCF
2. PPS 3003 - Court Report
E. Section 4: Incident/Investigative Reports
1. Provider Critical Events
2. PPS 0550 Critical Incident
3. Law Enforcement Reports
4. Child Abuse/Neglect Reports
5. Subsequent reports (PPS 1000, 1001, 1001A and 1002) on open case per PPM 5212.
6. Safety Plans
F. Section 5: Case Planning
1. PPS 3005 Case Transfer Summary
2. PPS 3051 - Permanency Plan
3. PPS 3052 - Administrative Requirements
4. PPS 3053 - Parent and Child Interaction Schedule
5. PPS 3054 - Visitation Schedule
6. PPS 3055 - Permanency Plan Review
7. PPS 3056 - Permanency Plan Desk Review
8. PPS 3057 - Service and Codes
9. PPS 3057A – Independent Living Service Descriptions
10. PPS 3058 – Permanency Plan Checklist
11. PPS 3059 - Transition Plan for Successful Adulthood
12. Case Plan Invites
13. Case Plan Waivers
14. PPS 3070 Aftercare Contact Agreement
15. PPS 3071 Aftercare Monthly Report
16. Social History
17. Genogram
18. Ecomap
19. Timeline
G. Section 6: Placement Information (Subsection: ICPC/ICAMA)
1. PPS 5144 - Proposed Placement with Relative
2. PPS 5145 - Relative Home Study
3. Respite information
a. PPS 5120 - RE/FC/AD Acknowledgement
b. Placement Agreements
c. Placement Reports
d. Placement Disruption Reports
e. Placement Discharge Summaries
f. Appendix 5K APPLA Commitment Agreement
g. Appendix 5L Custodianship Commitment Agreement
4. PPS 9110 - ICAMA Form 6.01, Notice of Medicaid Eligibility/Case Activation
5. PPS 9115 - ICAMA Form 6.02, Notice of Action
6. PPS 9120 - ICAMA Form 6.03, Report of Change in Child/Family Status
7. PPS 9130 - Interstate Compact Placement Request (100A)
8. PPS 9140 - Interstate Compact Financial/Medical Plan If Child is Placed Out-of-
9. State
10. PPS 9100 - Case Manager Statement
11. PPS 9135 - ICPC Report on Child's Placement Status (100B)
12. Appendix 9G – ICPC Regulation 7 Expedited Placement
13. PPS 9145- ICPC - Priority Home Study Request
14. ICPC Supervision Reports
a. Appendix 9B – ICPC Supervision Report – 90 Days
b. Appendix 9C – ICPC Supervision Report – 30 Days
c. Appendix 9E – ICPC Residential Supervision Report
H. Section 7: Mental/Behavioral Health, Drug & Alcohol
1. Screenings
2. Evaluations
3. Referrals
4. Treatment Plans
5. Progress Reports
I. Section 8: Medical
1. PPS 5340 - Medical and Genetic Information for Child
2. Kan Be Healthy
3. Immunization Records4. Medical and Dental assessments, evaluations, and service records
J. Section 9: Education
1. IEP and follow-up reports
2. School progress, grade reports and attendance
3. Disciplinary reports
4. Awards and recognitions
5. PPS 5140 Education Advocate Referral Form
6. Appendix 5H Consent for Release of Information
7. Appendix 5Q Authorization for Disclose Information
8. PPS 5254 Best Interest Determination Summary and Educational Enrollment Information for School Placement Form
K. Section 10: Adoption
1. PPS 5309 Individual Recruitment Plan
2. PPS 5330 Prediction Path
3. Appendix 5W Preparation of the Child
4. PPS 5318 Assessment for Child Placement and Instructions
5. PPS 5319 Large Family Assessment
6. PPS 5342 Best Interest Staffing Recommendation Authorization
7. PPS 5343 Adoption Placement Agreement
8. PPS 5350 Adoption Consent (Committed)
9. PPS 5355 Adoption Consent (Relinquished)
10. PPS 5360 Adoption Consent (Committed and Relinquished)
11. Individual recruitment plan
12. Adoptive family assessments/home studies
13. Best Interest Staffing documents
14. Adoption process documents
15. Sibling split/separation documentation
16. Child specific recruitment information
17. PPS 5310 Adoption Exchange Information
18. PPS 5315 Adoption Exchange Case Status Update
L. Section 11: Independent Living
1. Casey Life Skills Assessment
2. Final version of PPS 3059 Transition Plan for Successful Adulthood
3. PPS 7000 Self Sufficiency Plan
4. PPS 7000A Independent Living Monthly Budget Plan
5. PPS 7001 Education and Training Voucher Program Plan
6. PPS 7210 Independent Living Subsidy Payment Unit Notification
7. PPS 7215 Independent Living Monthly Mentor Report
8. PPS 7220 Independent Living Mentor Agreement
9. PPS 7260 Application for Foster Child Education Assistance Program
10. PPS 7300 Independent Living Program Violation Notice
11. PPS 2833 Client Purchase Agreement
12. Employment and Post-Secondary Education Records
13. PPS 1010 Social Service Case Activity Log for the Self-Sufficiency Case/ Emails / Written Correspondence- All email
correspondence shall be case relevant. When applicable, entire email threads shall be included to avoid redundancy.
M. Section 12: Correspondence
1. PPS 5125 Relative Notice Letter
2. Letters
N. Section 13: Eligibility and Financial Planning Payment
Each region will determine the color of the file folder for the financial packet for both IV-E and State only eligible cases. There
will be one colored file folder for IV-E eligible packets and a different colored file folder for State only eligible. There will be a
separate file folder for each foster care episode. The file folders will be located in the Section 7 of the social service file which
will be kept by the eligibility specialist until the case is closed and then Section 7 will be placed with the rest of the social
service file for archiving.
Foster Care IV-E Eligibility Packet
Section I
1. PPS 5435 - Eligibility Tracking Summary
2. Logs
Section II - Initial Eligibility
1. Cover Sheet/or Log supporting eligibility determination
2. PPS 5410A
3. PPS 5410B
4. FOCA
5. CLPR
6. Documentation of AFDC group
7. PRIP Screen
8. PPS 1000
9. Screen Prints to Support Income and Resources
a. BARI
b. BASI
c. VEHI
d. UNIN
e. OTAP
f. LIRA
g. VIQM
h. CHILD CARE
i. PACC
j. PAYR
k. COMN
l. COLL
m. Kansas Payment Center Screens
n. LCDA
o. Any other information which supports the initial determination
(Items a-o will be fastened together)
10. Citizenship
a. TPQY
b. Birth Certificate
Section III - Court Documents
1. Affidavit
2. Petition/Complaint
3. Initial Court Order placing child in State’s custody
4. Journal Entries showing ongoing custody
Section IV - Redetermination
1. Cover Sheet/or Log supporting eligibility determination
2. PPS 5425A
3. PPS 5425B
(Items 1- 3 will be fastened together for each redetermination)
Section V - Permanency Hearings
Section VI - Placements
1. PPS 5440 - Placement Tracking for IV-E Eligible Youth
2. FACTS Face Sheet (printed only at time of an audit or closure
3. Acknowledgements of Placement Changes/PPS 5460
Attached to this is the CLARIS print outs to verify the placement meets IV-E criteria for Payment. The first print out after the
Acknowledgement /PPS 5460 verifies when the youth first entered the placement eligibility. The next CLARIS print out
verifies that during the redetermination the placement did or did not continually meet the eligibility criteria.
Foster Care State Only Eligibility
Section I
1. PPS 5435 - Eligibility Tracking Summary
2. Logs
Section II - Initial Eligibility
1. Cover Sheet
2. PPS 5410A
3. PPS 5410B
4. FOCA
5. CLPR
6. Documentation of AFDC group
7. PRIP Screen
8. PPS 1000
9. Screen Prints to Support Income and Resources
a. BARI
b. BASI
c. VEHI
d. UNIN
e. OTAP
f. LIRA
g. VIQM
h. CHILD CARE
i. PACC
j. PAYR
k. COMN
l. COLL
m. Kansas Payment Center Screens
n. LCDA
o. Any other information which supports the initial determination
(Items 1-9 will be fastened together)
10. Citizenship
a. TPQY
b. Birth Certificate
Section III - Court Documents
1. Affidavit
2. Petition/Complaint
3. Initial Court Order placing child in State’s custody
4. Journal Entries showing ongoing custody
Section IV - Redetermination
1. Cover Sheet
2. Medicaid redetermination
Section V - Permanency Hearings
Section VI – Placements
Acknowledgements of Placement Changes/PPS 5460
Social Security Eligibility Packet
All correspondence with Social Security Administration.
Permanent Custodianship Eligibility Packet
1. PPS 6160 – Permanent Custodian Subsidy Agreement
2. PPS 6155 – Referral for Payment: Permanent Custodianship Subsidy
3. PPS 6150 – Request for Permanent Custodianship Subsidy
4. PPS 6165 – Permanent Custodianship Annual Report
5. PPS 6170 – Permanent Custodianship Change in Status
Adoption Subsidy Eligibility Packet
Place a copy of all documentation required used for the determination of adoption assistance in a separate adoption assistance folder
in both the financial section of the youths’ case file. and in the child's permanent case file.
The Adoption Assistance financial section of the youth’s case file shall include:
1. The PPS 6115 - Eligibility for Adoption Assistance
2. A copy of the adoption petition; and the PRT Journal Entry or voluntary relinquishment
3. The PPS 6110 - Referral for Adoption Assistance
4. The Adoption Placement Agreement
5. The PPS 6130 - Adoption Assistance Agreement
6. The child’s social history or case planning documentation related to the determination of the child’s special needs
7. The family assessment of the adoptive family
8. Documentation of attachment to a foster parent, placement with a relative, or individual recruitment plan or case planning
conference notes related to the reasonable efforts to place without adoption assistance
9. All foster care eligibility determination documentation
10. Documentation of eligibility or receipt of SSI
11. HCBS Waiver Information Packet, if applicable
12. Adoption decree
13. Disability documentation from a physician, hospital, clinic or other qualified licensed medical or professional practitioner
of the youth’s physical or mental disability
14. The PPS 6135 Adoption Assistance Review
15. PPS 1010 and documentation of the negotiation process
16. Documentation from post adoption requests
Additional Information Packet:
1. ADM 3465 - Invoice and Timesheet: Purchase of Service, not associated to Independent Living, Permanent Custodianship
or Adoption Subsidy will be filed in the back of the file
2. PPS 5135 - Acknowledgement of Parental Obligation
3. Past FACTS face sheets
4. Other Miscellaneous information
O. Section 14: Miscellaneous
Newspaper articles
Personal articles, letters, awards,
The following items shall be placed in an envelope and attached to the back, right side of the folder:
1. Birth Certificates
2. Social Security Card or verification of social security number
3. Copy of Insurance Cards
4. Photographs
Child Welfare Case Management Provider Case Records
Cases referred to the Child Welfare Case Management Provider on or after October 1, 2014 shall have case records
consistent with PPS required case record order. Files shall be child specific and in reverse chronological order Each Child
Welfare Case Management Provider shall use the same format for case record organization.
Cases will be re-ordered by the Child Welfare Case Management provider at the DCF PPS office for the purpose of audits, if
requested by DCF PPS.
0431 Records of Consultations Between DCF Staff and DCF
Attorney
The records of consultations between DCF staff and the DCF attorney are protected by attorney/client privilege. Records of
consultations with the attorney are to be clearly marked as attorney/client contacts and maintained separately from the social services
file or in a separate folder within the file and identified in a manner that the information shall not be shared with third parties.
0440 Retention of Records
The Division of Prevention and Protection Services is responsible for retaining case records meeting certain requirements. Records are
retained in the DCF regions, unless requirements for archiving per PPM 0441 are met.
The following records shall be retained in the DCF regions:
A. Effective January 1, 2019, all cases accepted for investigation of alleged child abuse and/or neglect shall be retained
indefinitely, regardless of the case finding decision (substantiated/confirmed/affirmed/unsubstantiated/unconfirmed) and even if
overturned in an appeal or later expunged. The records are retained at the local DCF office until Business Technology Career
Opportunities (BTCO) notifies the regional DCF office to send the case files for scanning into the Abuse and Neglect Archive
Imaging (ABNG) Documentum application. See PPM 0441 Archiving and Storage of Records for additional information.
Prior to January 1, 2019, DCF Regional Records of unsubstantiated cases accepted for investigation or services not included in
section 0440 were retained for six years following case closure.
B. Family Preservation
C. Family Services
Foster Care (Parental Rights Intact)
Foster Care cases which are not eligible for archiving (parental rights have not been terminated) shall be maintained in the
regional service centers. These files shall be destroyed when all four of the following criteria are met:
1. Age - child reaches 21 years of age, and
2. Length of time closed - the case has been closed for at least 72 months., and
3. Parental rights are intact, and
4. The case is unrelated to a child death. Per PPM 0441, all cases records, including siblings and family members, which
involve a child death are excluded and shall not be destroyed.
D. Foster Care Eligibility
E. Permanent Custodianship (Parental Rights Intact)
F. Independent Living Subsidy
G. Adoption Assistance (until case closure–then sent to the Records Center for scanning)
H. No case record shall be destroyed while an audit or appeal is in process or has been filed.
I. If a youth previously in the custody of the Secretary becomes a parent and incurs a substantiated finding prior to their foster care
file being destroyed, their foster care file shall not be destroyed and shall be kept with their intake and assessment file(s).
J. All case records, including siblings and family members, which involve a child death shall not be destroyed, regardless of the
case finding decision.
K. The CWCMP shall send closed incoming ICPC cases to the DCF office in the region. The regions shall keep closed incoming
ICPC cases, except adoptions finalized in Kansas, for six years after closure, and then the files may be destroyed. This allows
relevant information to be kept available should a subsequent home study referral be received for the same family. All adoptions
finalized in Kansas, and State Ward cases, shall be archived.
L. Outgoing ICPC cases shall be maintained in the child’s case file and follow the foster care criteria for retention and archive.
M. PPS Administration will keep the Administrative ICPC files for incoming and outgoing ICPC foster care, relative, residential,
and public adoption cases for six months after closure. After six months, the file shall be destroyed. All information in the ICPC
file is also maintained in the DCF Regional Office file and/or the Provider file.
The Documentum application is the database of record for cases never to be destroyed. Refer to Section 0441, Archiving and
Storage of Records, for additional information.
0441 Archiving and Storage of Records
The Division of Prevention and Protection Services is responsible for archiving and storage of case files which are never to be
destroyed. The Documentum application is the database of record for cases never to be destroyed. PPS has two Documentum
applications for archiving records: 1) The PPS Adoption Record Archive Imaging and 2) The Abuse and Neglect Archive Imaging
(ABNG).
Records archived within Documentum may be used by PPS staff to support case decisions and provide relevant history in current
situations. For these reasons, it is important to maintain records in the Documentum applications in a manner which promotes
efficiency and ease in locating needed information.
A. PPS Adoption Record Archive Imaging
Cases which shall be scanned and stored in the PPS Adoption Record Archive Imaging Documentum application by the DCF
Records Center include the following:
1. Adoptions finalized in Kansas.
2. Guardianship/Custodianship cases where parental rights have been severed or relinquished.
3. Aged out foster care youth whose parents’ rights have been severed or relinquished.
4. A deceased child’s records and all records of their siblings and family members.
5. State Ward cases
B. Abuse and Neglect Archive Imaging (ABNG)
All investigations accepted for investigation of alleged abuse and/or neglect, regardless of finding
(substantiated/confirmed/affirmed/unsubstantiated/unconfirmed) are scanned by BTCO and archived in the ABNG
Documentum application.
C. Archive Process:
Each region shall designate a Records/Archive Liaison to ensure records meeting requirements for archiving are prepared and
shipped. DCF Records Center staff scan files into the PPS Adoption Record Archive Imaging Documentum application, and
Business Technology Career Opportunity (BTCO) staff scan files in the ABNG Documentum application.
1. The DCF Regional Records/Archive Liaison ensures the following information is maintained in the record for the child
whose file is being scanned and archived in Documentum:
a. Social history and background information/Genetic and Health information
b. SSI related documents
c. School records
d. Birth and health information
e. Medical, dental, and hospital records
f. Psychological reports and/or evaluations
g. Legal documents and reports to the court
h. Reports prepared by the Child Welfare Case Management Providers
i. Reports prepared by resource parents or facility staff
j. Case logs
k. Pictures, letters from family, keepsakes, (if not already provided to the child).
l. Case planning documents
m. Financial Records to include Title IV-E Eligibility, Subsidy records for Permanent Custodianship and
Independent Living, Adoption Assistance, and any other financial document(s) pertinent to the child’s
historical record.
n. Initial Intake and Assessment Reports
o. All pertinent case information, including any additional records, reports, or documents pertinent to the
child’s historical record.The following actions shall be completed prior to sending the child’s file to the
Records Center or BTCO for scanning:DCF and Provider files for the child are mergedDuplicate
information within the merged file is removed and destroyedAdd any information which may not be in the
file such as electronic records/information
D. Case and Box Preparation for Scanning and Shipment to the Records Center Instructions
1. Case File
a. Tape torn pages; tape small pieces of paper to a standard 8 ½ X 11 sheet of paper
b. Copy onionskin and carbon documents to a standard 8 ½ X 11 sheet of paper
c. Place pictures, letters, and keepsakes from family in separate envelope, with their name and date of birth on the
envelope
d. Complete a search in Documentum and update an existing record or create a new record
e. Print the PPS 0400 directly from Documentum
f. Place PPS 0400 in the front of the file; if there is more than one file folder for a child, place a PPS-0400 in each
folder for the child with a number, i.e., 1 of 2, 2 of 5, etc.
2. Shipping Preparation:
a. Create a “New Box” in the Record Storage Application, which can be found at:
http://intranapps.dcf.ks.gov/apps/recordstorage/Pages/default.aspx
b. Print the PPS 0415 after entering the contents
c. Place a copy of the PPS 0415 on top of the files in the box to be shipped
d. Region keeps a copy of the PPS 0415 for their records
e. On the outside of the box write the box number assigned by the Record Storage Application
f. In Documentum, enter the box number on each case record the box contains.
g. When ready to ship, update the Record Storage Application to “In Transit” DCF Records Center.
h. Notify DCF Records Center staff to arrange for pick up or delivery. There is no limit to the number of boxes per
delivery
3. Record Center Information
a. “Storage File-Letter/Legal” boxes shall be used to ship case files to the Records Center. Qualified boxes may be
ordered by emailing DCF.RecCtr@ks.gov
b. Records Center Location: 555 S Kansas Ave, Basement, Topeka, KS 66603
E. Destruction of Printed Documents
Once the printed documentation has been scanned and archived, BTCO shall submit to the DCF Operations Contract and
Security Manager the Detail Print Report and the Summary Print report identifying all documents that were unable to be
scanned legibly. The DCF Operations Contract and Security Manager shall review the reports submitted by BTCO to ensure
compliance with agreed upon error parameters and shall make a recommendation whether to accept the reports and approve
destruction of the printed documents or require BTCO to reprocess the records that failed to be scanned legibly. The
recommendation shall be submitted to the DCF Director of Operations and General Counsel for PPS for review. DCF shall
provide BTCO with a response within ten (10) business days from receipt of the Detail Print Report and the Summary Report.
BTCO shall follow through with destruction of the printed documentation upon receipt of approval from DCF.
1. Audio/Video Files
BTCO shall scan images of cassette tapes, VHS tapes, flash drives, Compact Discs (CDs) and Digital Video Discs
(DVDs) that are unable to be converted and accessible through Documentum. The images shall be associated to the case
file in Documentum. BTCO shall box all such files and return to the DCF Regional Office of origin.
Also, refer to Section 0440, Retention of Records.
0510 Critical Incident Protocol
The Critical Incident Protocol is a process for reporting, reviewing and documenting the Division’s response to immediate
significant events involving a child. The purpose of this process is to take a closer look at circumstances surrounding
critical incidents, including the Division’s initial response to the critical incident and prior Division involvement with the
impacted family, with the goal of identifying systemic issues, agency practices, or areas of need which, if addressed
through policy or practice, may improve the Division’s effectiveness moving forward.
A. Defining Critical Incident:
Critical Incidents include the following events:
1. Child Death
a. A child death is defined as a child who dies from alleged abuse or neglect or a child who had an open case
with PPS within the last three years and dies for any reason.
2. Child Near Death
a. A child who received services from PPS within the last three years, and a physician has certified an act placed
the child in serious or critical condition.
3. Child in the custody of the Secretary who attempted suicide
4. Child in the custody of the Secretary with severe injuries
a. Severe injuries are defined as bodily injury which involves substantial risk of death, extreme physical pain,
protected and obvious disfigurement, or protracted loss or impairment of the function of a bodily member,
organ, or mental faculty. Routine surgery or injury obtained through routine play or sports participation is not
required to be reported.
5. Foster or adoptive parent with criminal proceedings related to abuse or neglect.
6. Any child in foster care who spent the night in a Child Welfare Case Management Provider’s (CWCMP) office.
7. Media- incident which has drawn public media attention or become a legislative concern
B. Initial Notification of a Critical Incident
Information regarding critical incidents shall be documented on the Critical Incident Notification PPS 0550. Sections
I and II of the Critical Incident Notification PPS 0550 shall be completed by the Family First Prevention Service
Provider (FFPS), CWCMP, and DCF at the time of staff knowledge of the incident. Subsequent up-dates shall be
provided in Section IV Up-Dates.
1. Family First Prevention Service Provider (FFPS) and Child Welfare Case Management Provider (CWCMP) Notification
a. FFPS and CWCMP staff shall forward the Critical Incident Notification PPS 0550 to the relevant DCF Regional
intake e-mail below:
i. West Region: DCF.WPRC@ks.gov
ii. Wichita Region: DCF.WICIntake@ks.gov
iii. East Region: DCF.EastIntake@ks.gov
iv. Kansas City Region: DCF.KCPRC@ks.gov
b. Subject Line Naming Convention
The subject line of the email shall include only the following:
i. Initial CI-Type-County Example: CI-Child Death-FI
ii. Update CI-Type-County Example: Update CI-Child Death-FI
If the critical incident involves child abuse/neglect concerns the FFPS or CWCMP shall make a report to the KPRC
immediately after the provider is aware of the incident. If a family has been referred to CWCMP, critical incidents
shall be reported to DCF until the end of the aftercare period.
c. DCF Notification
DCF staff completes section I.A of the Critical Incident Notification PPS 0550 upon receipt from the FFPS or
CWCMP and forwards to his/her immediate supervisor. The DCF supervisor shall forward to the appropriate
Assessment and Prevention Administrator or Foster Care Contract Administrator, depending on the circumstances
of the case. The Administrator shall determine whether the incident meets the definition of a critical incident and
forward the Critical Incident Notification PPS 0550 to the Regional Director or designee. The Regional Director or
designee shall review the written report and if the incident meets the definition of a critical incident submit a PDF
version of the PPS0550 to DCF.CriticalIncident@ks.gov.
DCF staff shall provide notification to the FFPS or CWCMP if the initial source of critical incident was DCF and the
family is being served by a FFPS or CWCMP. If the incident does not meet the definition of a critical incident
determined by the Regional Director, designee or Administrators, any follow up necessary shall be coordinated within
the region.
d. Subject Line Naming Convention
The subject line of the email shall include only the following:
i. Initial CI-Type-County Example: CI-Child Death-FI
ii. Update CI-Type-County Example: Update CI-Child Death-FI
E. KPRC Notification
A report involving a critical incident made to the KPRC shall follow policy and procedures for Initial Assessment per
PPM 1000. KPRC shall email the report to the KPRC Sups mailbox.
The KPRC supervisor shall e-mail the report involving the critical incident to DCF.CriticalIncident@ks.gov, the
Regional Director, Assistant Regional Director, Regional PPS Assessment and Prevention Administrator, and Foster
Care Contract Administrator for the involved DCF Region.
a. Subject Line Naming Convention
The subject line of the email shall include only the following:
i. Initial CI-Type-County Example: CI-Child Death-FI
ii. Update CI-Type-County Example: Update CI-Child Death-FI
0511 Critical Incident Review and Assessment
The purpose of the Critical Incident Review process is to review the circumstances surrounding critical incidents, including the
Division’s initial response to the critical incident and prior involvement with the family. The goal of the review is to identify systemic
issues, agency practices, or areas of need, which, if addressed through policy or practice, may improve the Division’s effectiveness
moving forward.
A preliminary assessment of all critical incidents shall be completed by a designee of the DCF Administration Critical Incident team to
determine if a Critical Incident Review and Assessment is warranted. The DCF Administration Critical Incident team includes; the
Secretary of DCF, Deputy Secretary, Special Assistant to Secretary and Special Assistant to the Deputy Secretary, Communications
Director, Public Information Officer, PPS Director, PPS Deputy Directors, Legal Counsel and designee(s) as appropriate. A Critical
Incident Review and Assessment may be warranted as deemed appropriate by the DCF Administration Critical Incident team or
designee for any critical incident.
A. A Review and Assessment shall take place under the following circumstances:
1. A death, near death, attempted suicide, or serious physical injury involving a child with an open service or foster care
case, or a child is named in an open investigation or family assessment;
2. A death, near death, or serious physical injury of a child when child abuse or neglect is suspected;
3. A death, near death, or serious physical injury of a child with relevant PPS involvement when child abuse or neglect is
suspected;
4. Upon the request of the Secretary, Deputy Secretary or PPS Director.
B. The Critical Incident Review and Assessment process consists of the following parts:
1. Preliminary Assessment of Critical Incident Notification-PPS 0550
a. The preliminary assessment shall be completed within three working days of receipt of the Critical Incident
Notification PPS 0550, or sooner if requested by a member of the DCF Administration Critical Incident
team. This preliminary assessment shall be completed by a designee of the DCF Administration Critical Incident
team and for the purpose of identifying follow up activities and the need for a Critical Incident Review and
Assessment.
b. Upon request from DCF Administration Critical Incident team or designee, the DCF Region shall complete the
Critical Incident History Log PPS 0551 within three working days from the request and submit via e-mail to the
requestor.
2. Critical Incident-Staff Experience Appendix 0B
a. This part of the Critical Incident Review and Assessment is to help inform systemic change by supporting and
obtaining the perspective of PPS staff who have worked with, and have knowledge of, the family.
b. The designee of the DCF Administration Critical Incident team shall complete the Critical Incident Case Review
Staff Experience Appendix 0B either in person or by phone with the PPS staff member(s) involved with the critical
incident and others who have recent involvement with the family and/or who have been involved with prior
relevant cases.
3. Observations from Critical Incident Review Appendix 0C
a. The designee of the DCF Administration Critical Incident team shall complete the Critical Incident Case Review
Observations Appendix 0C with information provided through the Critical Incident Review and Assessment
process, including any additional information provided relevant to the incident.
b. Upon completion of the Critical Incident Review and Assessment process the designee of the DCF Administration
Critical Incident team shall schedule a meeting to present information related to the incident and observations from
the process. All members of the DCF Administration Critical Incident team shall be invited, along with the
Regional Director involved with the critical incident. The Regional Director may invite others as appropriate.
0520 Notice of Child Death to Kansas State Child Death Review Board KSCDRB
DCF shall notify the Kansas State Child Death Review Board (KSCDRB) of any child death involving a child currently
being served by DCF or from a family with DCF history. Within 5 business days of the discovery, the assigned CPS
Specialist or supervisor shall complete the KSCDRB Case Information Summary PPS 0500, and send it to the PPS
Director. The Director or designee will forward the summary to the Executive Director of the KSCDRB within one business
day of receipt.
0600 Coordination of Services within DCF
Legally, all DCF agencies are considered one entity. Everyone who works for the Department is considered a part of the whole. When
the Secretary has entered into a contract or memorandum of agreement or understanding the terms are binding on the entire agency.
All DCF staff and all contract staff are expected to work together in a coordinated fashion to carry out the agency mission. This
requires communication among the various divisions, regions, contract agencies and individuals. Disputes within DCF or with DCF
contractors are settled via our chain of command and grievance procedure. Use of the courts to settle internal disputes diminishes, and
perhaps destroys our ability to carry out our responsibility as an equal branch of government.
0601 Kansas Department for Aging and Disability Services (KDADS)/Behavioral
Health Services (BHS) for Addiction and Recovery
Substance use disorders treatment and child welfare are overlapping areas of practice. The Family Based Assessment includes
questions regarding substance use disorders to assist staff in determining the need for further screening and assessment services.
Families in need of a more comprehensive assessment may be referred to the Pre-Paid Inpatient Health Plan (PIHP) associated
substance use disorders assessment and treatment provider.
A. To be eligible for KDADS/BHS funded services the individual must:
1. Be a State of Kansas resident
2. Have income that is less than 200% of Federal Poverty Guidelines.
3. Have no other means of paying for treatment
Families referred to the PIHP associated substance abuse assessment and treatment provider by DCF staff, and meeting the
above criteria, may be eligible to receive assessment services at no charge. Families with available insurance coverage should
seek services first through the process established by that company.
B. Addiction and Prevention Services provides funding for an array of programs across the state including these specialized
services:
1. Social Detoxification for customers under the influence of drugs or alcohol or experiencing acute withdrawal.
(Individuals may access those services directly)
2. Residential and outpatient programs for pregnant women and women with dependent children.
3. Residential and outpatient programs for adolescents.
Those individuals qualifying for medical cards enter the treatment system by the same process as KDADS/BHS funded
customers and covers assessment and treatment services with the exception of detoxification.
0603 Economic and Employment Support (EES)
PPS staff should have knowledge of DCF resources and economic assistance programs which may be available to persons having PPS
involvement. PPS staff should refer families with whom they are working to EES when it is identified that a family needs income
support.
A. EES Programs
EES staff have eligibility determination expertise which they can share with PPS staff regarding the following programs:
1. Temporary Assistance to Needy Families (TANF) (cash assistance for families)
2. Elderly and Disabled Medical Assistance (E and D)
3. Child Care subsidy payments (necessary for employment or education)
4. Food Assistance (SNAP)
5. Work Program Services (job training, job search and related employment assistance)
6. Low Income Energy Assistance Program, LIEAP (helps pay heating and cooling bills)
EES staff work closely with Child Support Services (CSS) and Social Security Administration (SSA) staff, giving EES the
ability to direct low income persons to even more resources. CSS collections or SSA benefits can stabilize an otherwise
unstable, low income family. The income support options listed here can be vital to PPS staff helping a family achieve
reintegration or some other planned permanency goal.
B. Cooperation with Work Related Requirements
To comply with changes resulting from welfare reform, Kansas DCF has implemented policies which provide for sanctions
when persons fail to meet work related requirements for refugee, case assistance and food assistance. PPS, CSS and EES staff
must share information and the EES supervisor must review the case circumstances before a penalty is applied. This is required
for first time and subsequent penalties on TANF, but not food assistance.
1. Description of Penalties
Penalties are utilized only when customers have clearly chosen not to cooperate and the consequences are understood. A
minimum 10 day notice is required before a penalty action can occur. See
http://content.dcf.ks.gov/ees/KEESM/current/Home.htm
2. Good Cause
The EES worker must check with PPS to determine if the family has any PPS involvement that might support a "good
cause" claim which created the family's non-cooperation. If "good cause" for non-cooperation with program requirements
is not established, then EES can proceed with a penalty.
3. Notice of Penalty
Notices from EES will be sent to the client informing them of the penalty action.
4. Child in Need of Care
The fact that a family is under a penalty resulting in stoppage of benefits is not, in and of itself, a basis for making a child
protection referral to PPS. However, if CSS, EES or other agency staff have reason to suspect a child is in need of care,
a report shall be made.
0604 Rehabilitation Services
Kansas Rehabilitation Services (KARS) shall facilitate the transition of students who are receiving special education services to
vocational rehabilitation services under KARS responsibility. This transition must be planned before the youth leaves school.
Youth age 14 and older that are in the custody of DCF may be eligible for KARS services. Regional PPS staff will:
A. Consult the Rehabilitation Services Manual for information about eligibility and services.
B. Coordinate the inclusion of Kansas Rehabilitation Services in the case conferences of potentially eligible youth, as needed.
0606 HCBS Services by Waiver
A Waiver is an exception to the Medicaid State Plan which provides services beyond the scope of services available to Medicaid
consumers. It is intended to provide services to a consumer in their own home and community, the least restrictive environment, at a
cost savings to the Medicaid program. Home and Community Based Services include a variety of medical and non-medical services
which meet the needs of those served by the waiver.
Children and youth who are, being served through DCF or one of the DCF PPS contracts are eligible to participate in the
Waivers and receive services on the same basis as any other child.
For types of waivers, eligibility requirements and application information, see waiver overview chart at
https://www.kdads.ks.gov/docs/default-source/csp/hcbs/waiver-renewals/idd-and-bi/7-1-19-idd-cms-approved-waiver.pdf?
sfvrsn=aebd05ee_4
0607 Psychiatric Residential Treatment Facility Services
Psychiatric Residential Treatment Facilities (PRTFs) provide out-of-home psychiatric residential treatment to children and adolescents
whose mental health needs cannot be effectively and safely met in a community setting. These programs are intended to provide active
treatment in a structured therapeutic environment for children and youth with significant functional impairments resulting from an
identified mental health diagnosis, substance use diagnosis, sexual abuse disorders, and/or mental health diagnosis with co-occurring
disorder (i.e., substance related disorders, intellectual/developmental disabilities, head injury, sexual misuse disorders, or other
disabilities which may require stabilization of mental health issues).
The residential treatment facility is expected to work actively with the family and other agencies to offer strengths-based, culturally
competent, trauma-informed, medically appropriate treatment designed to meet the individual needs of the residents.
PRTF services are included in the Medicaid State Plan, and therefore, can be accessed by all children who are receiving Medicaid
benefits including non-custody youth and those served by KDOC-JS, if they meet the screening criteria for accessing this service.
Services are accessed by contacting the child’s Managed Care Organization (MCO) and requesting a screening for admission. The
MCO makes all decisions regarding eligibility for admission and discharge. Once eligibility is determined, the PRTF’s shall be
contacted for admission availability and acceptance.
For information regarding children who are placed in a PRTF from another state, refer to PPM Section 9000.
0611 KAN Be Healthy Program Participation
A. KAN Be Healthy is a preventive health care program for Medicaid eligible children under the age of 21.
B. It encourages parents and other care givers to obtain periodic well-child visits to the doctor for their children, thereby keeping
immunizations up to date and treating medical conditions when they first appear.
C. It promotes good health by identifying and treating medical, dental, developmental and emotional conditions.
D. Children in the custody of the Secretary, shall participate in the KAN Be Healthy Program.
E. To participate in the program a child must have a health screening performed by their primary care provider (family practice
physician, pediatrician, or the Health Department).
F. The primary provider will refer to other providers for any treatments needed.
0621 Kansas Department of Health and Environment- Division of Health Care
Finance (DHCF)
KAN Be Healthy is the Kansas name for the federally mandated Medicaid Program, Early Periodic Screening Diagnosis and
Treatment, (EPSDT).
Health screenings are required for children to be participants in the Kan Be Healthy Program and eligible to receive expanded services.
The screenings are at specific intervals, which consist of, but not limited to a health history, developmental assessment, complete
physical exam, vision screening, hearing test, urinalysis, blood test, immunizations, other tests as needed, and referrals for treatment.
Refer to Kansas Department of Health and Environment/ Division of Health Care Finance website for more details).
A. Medicaid Mental Health Service Delivery
Medicaid mental health/substance abuse services are provided to Medicaid eligible recipients through a Managed Care
Organization (MCO) and provided by a Community Mental Health Center (CMHC) or individual practitioner, who is enrolled
as a KanCare provider.
B. Orthodontia Services
Orthodontia may be a Medicaid covered expense if deemed medically necessary. Prior authorization is required through the
assigned MCO. The dentist is responsible for submitting requests for prior authorization. Orthodontia is not to be authorized as
a special service payment.
C. Medical Services through Public Schools
Certain services provided by the school districts in Kansas are covered by Medicaid. For every child with an Individual
Education Plan (IEP) which identifies a medical need, the school will be reimbursed for providing the service or necessary
equipment. These services are not available to those children who are home schooled or attend privately funded schools.
D. Equipment
Medicaid will provide medically necessary equipment, e.g. hearing aids, glasses, wheel chairs, etc., prior authorization is
required. There may be program limitation on the type, style and frequency of equipment provided. The Medicaid Liaison in
each Regional DCF Office can provide guidance regarding these services.
0622 Kansas Department of Corrections - Juvenile Services
The Kansas Legislature has made provisions for the Kansas Department of Corrections - Juvenile Services (KDOC-JS) and DCF to
share information when appropriate. The Kansas Code For Care Of Children - K.S.A. 38-2210 states:
To facilitate investigation and ensure the provision of necessary services to children who may be in need of care and such children's
families, the following persons and entities with responsibilities concerning a child who is alleged or adjudicated to be in need of care
shall freely exchange information. This includes the Secretary of KDOC-JS.
K.S.A. 38-2212(c)(2) provides KDOC-JS shall have access to information, records or reports received by DCF as reasonably
necessary to carry out their lawful responsibilities to maintain personal safety of KDOC-JS staff and the personal safety of individuals
in their care or to diagnose, treat, care for or protect a child alleged or adjudicated to be in need of care.
A. DCF Responsibilities:
1. Investigation of Abuse/Neglect:
Conduct investigations and make findings on alleged abuse and neglect of adjudicated juvenile offenders. Upon an
affirmed or substantiated finding of abuse or neglect, DCF will notify the county or district attorney and the Secretary of
KDOC-JS.
2. Non Abuse/Neglect Reports:
DCF shall make a referral to the Secretary of KDOC-JS when a report is received that an adjudicated juvenile offender is
alleged to be a child in need of care for reasons other than abuse or neglect. DCF shall take no further action. See MOA
with KDOC-JS at Appendix 0001.
3. Interstate Compact Cooperation:
DCF administers the Interstate Compact of the Placement of Children (ICPC) and shall cooperate with KDOC-JS to
assist in the interstate placement of juvenile offenders who are referred to Kansas or from Kansas to another state for
placement in a licensed residential treatment facility. Placement referrals will be made without regard to adjudication.
4. IV-E Eligibility Determination:
Juvenile offender services are provided under the auspices of the Kansas Department of Corrections - Juvenile Services.
DCF determines eligibility for Medicaid and IV-E funding for children placed in KDOC-JS custody. Juvenile offenders
in KDOC-JS custody who are removed from their homes but are not incarcerated, remain part of the overall Kansas foster
care population.
B. KDOC-JS Responsibilities
1. Notify DCF for eligibility determination or redetermination whenever a Juvenile Offender:
enters the custody of the Secretary of KDOC-JS for an out of home placement; obtains a juvenile offender adjudication;
has changes affecting Title IV-E or Title XIX Medicaid eligibility; or is discharged from KDOC-JS custody. Please
reference sections 5940, 5941, 5943, and 5944 of the PPS Policy and Procedure Manual for details.
2. Providing Data to DCF
KDOC-JS shall provide DCF with data regarding juvenile offenders which is deemed necessary for DCF to maintain
updated information in the DCF information system.
0700 Indian Child Welfare Act Jurisdiction
The Indian Child Welfare Act (ICWA) 25 U.S.C. 1901 et seq. recognizes the sovereignty of Indian Tribes and Nations
including their jurisdiction over Indian children. ICWA applies to child in need of care cases. It does not apply to divorce
and juvenile offender cases.
The Indian Child Welfare Act supersedes the Multi-Ethnic Placement Act/Interethnic Adoption Provisions.
If the child is of Native American and is a member of a federally recognized tribe or is eligible for membership in an Indian
tribe and is the biological child of a member of an Indian tribe, the Indian Child Welfare Act controls.
Determination of the child's heritage and eligibility shall be made at the earliest possible time it appears likely the child will
come into custody. If the tribe has elected not to intervene in the child in need of care case, the agency is responsible to
follow the placement preference as articulated in the Indian Child Welfare Act.
Should a child or youth need to be placed in out of home care, the order of placement preference for Native American
Children is as follows:
A. a member of the child's family;
B. another family of the same tribe
C. a family of another Native American tribe;
D. a non-Native American family
The case managing staff shall provide documentation of their efforts to adhere to the placement preference.
Should a Native American child or youth be placed into DCF custody and served by the CWCMP, the Tribe retains the
right to receive any and all information regarding the case. The CWCMP shall provide documentation and notification to
the tribe in following all parameters as outlined in ICWA.
Definitions:
An Indian is any person who is a member of an Indian tribe, or who is an Alaska Native and a member of a Regional
Corporation.
An Indian child is any unmarried person under age 18, and either a member of an Indian tribe or the biological child of a
member and eligible for membership. Tribes determine membership. Children adopted by non-Indians may still be
members or eligible for membership.
An Indian custodian is any Indian person who has legal custody of an Indian child under tribal law, custom or state law.
0710 Multiethnic Placement Act./ Inter Ethnic Placement
Act (MEPA/IEPA)
Congress enacted the Multiethnic Placement Act (MEPA) in 1996 and modified it with Interethnic Adoption Provisions (IEP) in
1997. The intent is:
A. reduce the length of time to adoption
B. facilitate the diligent recruitment and retention of foster and adoptive families, and
C. eliminate discrimination on the basis of the race, or national origin of either the prospective parent of the child.
Race or color or national origin may not be used as the basis for any denial of placement, nor may such factors be used as a reason to
delay or deny any foster or adoptive placement.
Kansas is required to provide for the diligent recruitment of potential foster and adoptive families that reflect the ethnic and racial
diversity of children in the state for whom foster and adoptive homes are needed.
It is the policy of the Department not to delay the placement of any child for adoption or foster care based on race, color or national
origin of the adoptive parent, foster parent, or the child. The Department will not deny any person the opportunity to become an
adoptive or foster parent on the basis of race, color or national origin. This means that the Department cannot delay the placement of a
child searching for a family of the same racial or ethnic background when there are families of other racial or ethnic background
available who otherwise would be appropriate for the child and would meet the child's social, emotional, and physical needs.
Non-compliance to this act constitutes a violation of the Civil Rights Act.
The Indian Child Welfare Act supersedes the Multi-Ethnic Placement Act/Interethnic Placement Act.
0812 Identification of Indian Children
It is presumed that a child is an Indian child if the child or any other person informs the worker that the child is Indian. If the child's
tribal affiliation is known, notice shall be made to that tribal agency. If the identity or location of the parent or Indian custodian and
the tribe cannot be determined, a letter shall be sent to the Secretary of Interior requesting assistance.
The following tribes have reservations located within Kansas borders: the Iowa Tribe of Kansas and Nebraska, Sac and Fox Tribe of
Missouri in Kansas, Prairie Band of Pottawatomi and Kickapoo. All Kansas tribes have agreed to assist with identifying Indian
children and their tribal affiliation.
0813 Reports Involving Indian Children
If, during an assessment, information is obtained which indicates a child is or may be a member of an Indian tribe or eligible for tribal
membership, available supporting information shall be documented in the case record.
When completing an assessment involving an Indian family, the family shall be informed that they may request an Indian
interpreter. Assessment of the family must take into account the prevailing social and cultural conditions and way of life of
the Indian community.
If an out-of-home placement or loss of parental custody is being considered, the requirements of the Indian Child Welfare
Act apply. The court of the child's tribal affiliation shall be contacted immediately to determine whether the tribal court
elects to assume jurisdiction.
The Department has entered into agreements with Native American Family Services (for the Iowa), Sac and Fox Tribe of
Missouri in Kansas, Prairie Band of Pottawatomi and the Kickapoo Social Services to provide protective and/or family
services to Native Americans of the tribes located in Kansas. DCF should collaborate with tribal partners to coordinate
appropriate services for the child and family including Family Services, Family First Prevention Services and Family
Preservation Services.
0814 Court Custody Proceedings
The tribal court has exclusive jurisdiction over any child custody proceeding involving an Indian child who resides or is domiciled on
the reservation. If the child is a ward of the tribal court, the tribe retains exclusive jurisdiction regardless of the residence or domicile
of the child.
In any state court proceeding concerning the custody of an Indian child, the state court shall transfer jurisdiction to the tribal court at
the request of either parent, the Indian custodian or the child's tribe unless the court finds there is "good cause to the contrary"; either
parent objects; or the tribal court declines jurisdiction.
The tribal court has the right to intervene at any point in a state court custody proceeding. The state court must notify the parent,
Indian custodian and the Indian child's tribe of any pending proceeding, information about the proceeding and of their right to
intervene, when the court knows or has reason to know that an Indian child is involved.
The DCF worker shall provide to the district or county attorney, when known, the following information:
A. full name and birth date of the child or children involved;
B. the maiden names of all females;
C. tribal affiliation; and
D. the identity of a qualified expert witness who can testify that continued custody with the Indian custodian is likely to result in
serious emotional or physical damage to the child.
If the tribal affiliation is not known and cannot be determined using available resources, notice must be given pursuant to 25 C.F.R.
23.11.
0815 Parental Rights Termination
No termination of parental rights may be ordered by a state court unless a judicial determination is made that the continued custody of
the child by the parent or Indian custodian is likely to result in serious emotional or physical damage to the child. This determination
must be supported by evidence beyond a reasonable doubt and must include testimony of a qualified expert witness. The existence of
community or family poverty, crowded or inadequate housing, alcohol abuse, or non-conforming social behavior do not constitute
grounds for the termination of parental rights.
0817 Adoptive Placement of Indian Children
In any adoptive placement of an Indian child under state law, preference shall be given to placement with: (1) a member of the child's
extended family as defined by the tribe; (2) other members of the Indian child's tribe; or (3) other Indian families.
The Indian child's record shall reflect that a child is placed according to the preferences or document why this did not occur.
0818 Voluntary Consent to Adoption
Where an Indian parent or Indian custodian voluntary consent to adoption the consent must be before a judge of a court of competent
jurisdiction, who certifies that the terms and consequences of the consent were fully explained and fully understood.
Any consent given prior to, or within 10 days after the birth of the Indian child is not valid.
A consent may be withdrawn at any time prior to the entry of a final decree of adoption and the child shall be returned to
the parent or Indian custodian.
DCF staff shall consult with the regional attorney before accepting a relinquishment from an Indian parent or custodian.
0900 Eligibility and Payment Procedures
To fund services for families who are clients of Prevention and Protection Services (PPS), it is necessary to establish three categories
of eligibility: a) customer eligibility, b) service eligibility, and c) provider eligibility.
PPS provides services to children and families through contracted child welfare case management provider. DCF pays providers
predetermined case rates per child or per family. DCF claims federal funds, not exceeding this case rate, for eligible services to eligible
children from eligible providers. Title IV-E Foster Care is a significant source of federal funds. Most federal funding sources require
individual eligibility determination. Accurate eligibility determinations helps assure DCF receives federal funds when the State is
entitled to them.
Services are provided to children and families whether or not they can afford to pay. Individual customer eligibility determines what
source of federal funding may be claimed by DCF for services. Families are expected to participate in determining eligibility and
paying for services based on their ability. However, needed services are provided regardless of family income or ability to pay.
0901 Federal Funds Are Vital to DCF
The state has the primary responsibility to pay for services needed by eligible children and families when they have insufficient
resources but the federal government also shares these costs. These federal funds are a substantial share of the annual DCF budget.
Maintaining the state’s eligibility for these funds is vital to providing quality services.
Kansas must demonstrate eligible customers are provided eligible services from eligible providers in order to document State
entitlement to federal funds.
0902 Claiming Federal Funds
To receive Federal funding, Kansas must demonstrate and document we are serving eligible customers, with eligible
services by eligible providers.
The federal government does not share service and administration costs for all customers.
It is imperative requirements for determining customer eligibility for various funding sources are followed. It is equally
important payments for eligible services to eligible customers are accurate. Kansas shall track services the agency
provides to eligible customers and claim federal dollars related to these costs.
When children or families have private health insurance it shall be utilized before agency governmental funds are
expended.
DCF is responsible for establishing set rates for services provided by child placing agencies. DCF Audit Services audits
costs of the services provided to children in care by our Providers to determine the rates to be paid for these services are
based on actual costs.
Based on populations served by DCF, other divisions within the agency also have funding resources and manuals guiding
staff. This manual does not repeat detailed eligibility and process information available in other manuals. Manuals are
cross-referenced as appropriate.
0910 Child Welfare Contract Management Provider Service Delivery and
Encounter Data
Costs for services provided by the Child Welfare Case Management Provider (CWCMP) are paid by DCF at established rates. The
CWCMPs report their expenditures for services delivered to DCF through encounters. Kansas employs a system to manage encounter
data received by the CWCMP using the Statewide Contractor Reimbursement Information and Payment Tracking System
(SCRIPTS). Kansas uses SCRIPTS to support federal and state claims for services provided by our CWCMPs. Encounters reported to
DCF by the CWCMP are continually monitored for accuracy. Departments within DCF provide ongoing review activities related to
system functioning, validity of data and claims.
A. Child Welfare Case Management Provider:
1. Shall submit quarterly financial reports to the Office of Fiscal Management, detailing service expenditures.
B. Office of Fiscal Management (OFM)
1. Shall ensure SCRIPTS meets Federal claiming requirements
2. Shall keep abreast of Title IV-E and TANF maintenance claiming rules
3. Shall monitor encounter data utilized in the claim
4. Shall produce administrative claims and compile final claim submissions
5. Shall reconcile services with encounter data and ensure there is supporting documentation
6. Shall monitor financial statements quarterly for accountability and perform related reviews for contract compliance
C. Audit Services
1. Shall audit the SCRIPTS system and claiming for those services by DCF Providers. Activities include, but are not limited
to:
a. Testing the adequacy of support for encounters.
b. Ensuring duplicate services are not being reported and duplicate payments are not being made to the Provider.
c. Testing reporting system operations to ensure system edits are operating as designed.
d. Quarterly claims for services through Office of Fiscal Management
e. Ongoing review of Title IV-E Maintenance claim.
0920 REST (Random Employee Sampling Technique) and RMTS (Random
Moment Time Study)
REST (Random Employee Sampling Technique) is a time study completed by DCF staff. RMTS (Random Moment Time Study) is
completed by Child Welfare Case Management Provider (CWCMP) staff. In these studies, agency and Child Welfare Case
Management Provider (CWCMP) staff document time they spend working on case related activities. These results are included in the
formula for the DCF Cost Allocation Plan which is used to calculate the federal funds received for DCF programs, including IV-E
administrative and training costs.
Eligibility for federal reimbursement of administrative costs has a close relationship to the REST and RMTS surveys. When customers
are eligible for federal sources of funding, federal financial participation (FFP) is available for the salaries of the staff serving those
customers. In order to claim the FFP for staff (administrative and training) costs, DCF must determine the amount of time staff spend
administering the different programs.
REST/RMTS are techniques developed to save staff the administrative burden of completing comprehensive time logs. The concept
uses statistical techniques to sample "random moments" of time. REST /RMTS greatly reduces the paperwork required of staff.
Federal reimbursement for worker's salaries is captured by a very small sample of "moments".
10000 Adult Protective Services Glossary
A
Abuse: Any act or failure to act performed intentionally or recklessly that causes or is likely to cause harm to an adult
including: infliction of physical or mental injury; any sexual act with an adult when the adult does not consent or when the
other person knows or should know that the adult is incapable of resisting or declining consent to the sexual act due to
mental deficiency or disease or due to fear of retribution or hardship; unreasonable use of a physical restraint, isolation or
medication that harms or is likely to harm an adult; unreasonable use of physical or chemical restraint, medication or
isolation as punishment, for convenience, in conflict with a physician’s orders or as a substitute for treatment, except
where such conduct or physical restraint is in furtherance of the health and safety of the adult; a threat or menacing
conduct directed toward an adult that results or might reasonably be expected to result in fear or emotional or mental
distress to an adult. K.S.A. 39-1430(a).
Administrative Hearing: A due process hearing which is held to appeal a decision made by a state agency.
Adult with an Impairment in need of a Guardian or Conservator or both: A person 18 years of age or older whose
ability to receive and evaluate relevant information, or to effectively communicate decisions, or both, even with the
use of assistive technologies or other supports, is impaired such that the person lacks the capacity to manage such
persons’ estate, or to meet essential needs for physical health, safety or welfare and is in need of a guardian or a
conservator.
Adult: A person 18 years of age or older alleged to be unable to protect such person’s own interest and who is harmed or
threatened with harm, whether financial, mental or physical in nature, through action or inaction by either another individual
or through such person’s own action or inaction. K.S.A. 39-1430 (b). Also referred to as vulnerable adult.
Allegation: A claim of abuse, neglect, or financial exploitation.
Alleged Perpetrator: A person who has been accused of adult abuse, neglect, or financial exploitation.
Alleged Victim: A vulnerable adult who is suspected of being abused, neglected, or financially exploited.
Appropriate Alternative: Any program, service or use of a legal device or representative enabling a person with an
impairment to adequately meet essential needs for physical health, safety welfare or to reasonably manage such person’s
estate. Appropriate alternatives may include but are not limited to; a power of attorney, a power of attorney for health care
decisions, a living will, a trust, a joint tenancy or a representative payee K.S.A 59 – 3051(b).
C
Caretaker: A person who has assumed responsibility whether legally or not, for an adult’s care or financial management or
both.
Central Registry: Name-based list of persons who have been substantiated for adult abuse, neglect, fiduciary abuse,
exploitation and/or financial exploitation. The name of the perpetrator is not entered in the Adult Abuse, Neglect, and
Exploitation (ANE) Central Registry until they have been afforded an opportunity for an interview and have exercised their
right of appeal or the time limit for appeal has expired without action.
Clear and Convincing: Clear and convincing evidence is defined as the evidence which shows the truth of the facts
asserted is highly probable.
Coercion: Compulsion, constraint, compelling by force or arms or threat. It may be actual, direct, or positive, as physical
force is used to compel act against ones will, or implied, legal or constructive, as in one party is constrained by subjugation
to other to do what this free will would refuse.
Conservator: An individual or corporation appointed under law to act and make decisions regarding the financial
resources or estate of an adult with an impairment, known as a “conservatee” K.S.A. 59-3051(d).
There are three (3) types of conservator:
Ancillary Conservator – Person appointed by the court for an individual who:
1. does not reside in Kansas;
2. a court in another state has determined the person is unable to manage their own estate and appointed a
conservator in the state where the conservatee resides;
3. has property in Kansas for whom a conservator is required K.S.A. 59-3051(n).
Temporary Conservator (Emergency Conservator under former statute) – Person or approved corporation appointed
by the court when there is imminent danger that the estate will be significantly depleted. The court can appoint a
temporary conservator pending the hearing on the petition for appointment of a permanent conservator K.S.A. 59-
3073.
Voluntary Conservator– Created when an adult petitions the court to have a person or corporation appointed to
make financial decisions. There is no judgment of impairment of the individual or lack of appropriate alternatives for
managing the person’s estate K.S.A 59-3056.
Corrective Action Plan (CAP): A written plan established and agreed upon between
the APS Specialist and the alleged perpetrator(s) following the completion of the
investigation and making of a substantiated finding of fiduciary abuse or exploitation.
D
Developmental Disability: K.S.A. 39-1803 – Developmental Disability means a severe, chronic disability which:
1. is attributable to a mental or physical impairment, a combination of mental and physical impairments or a
condition which has received a dual diagnosis of mental retardation and mental illness;
2. is manifested before 22 years of age;
3. is likely to continue indefinitely;
4. results, in the case of a person five years of age or older, in a substantial limitation in three or more of the
following areas of major life functioning: self-care, receptive and expressive language development and use,
learning and adapting, mobility, self-direction, capacity for independent living and economic self-sufficiency;
5. reflects a need for a combination and sequence of special interdisciplinary or generic care, treatment or other
services which are lifelong, or extended in duration and are individual planned and coordinated;
6. does not include individuals who are solely and severely emotionally disturbed or seriously or persistently
mentally ill or have disabilities solely as a result of the infirmities of aging.
Disability Rights Center of Kansas (DRC): (formerly Kansas Advocacy and Protective Services) is a public interest
legal advocacy agency empowered by federal law to advocate for the civil and legal right of Kansans with disabilities. DRC
is the official Protection and Advocacy System for Kansas and is part of the national network of federally mandated and
funded protection and advocacy systems. As such, DRC advocates for the right of Kansas with disabilities under state or
federal laws (ADA, the Rehabilitation Act, Federal Medicaid Act, Kansas Act Against Discrimination, etc.). DRC is a
private nonprofit corporation, independent of both state government and disability service providers, allowing DRC to focus
on the disability rights needs of Kansans with disabilities.
Due Process for Guardianship/Conservatorship Hearings: The right of a proposed ward and/or conservatee to
receive notice and opportunity to be heard, to have legal counsel and a court hearing.
Duress: An illegal imprisonment, or legal imprisonment used for an illegal purpose, or threat of bodily harm, or other
means amounting to or tending to cause the will of another, and actually inducing him to do an act contrary to his free will.
E
Elder Justice: Efforts to prevent, detect, treat, intervene in, and prosecute elder abuse, neglect, and exploitation and
protect elders with diminished capacity while maximizing their autonomy; the recognition of an elder’s rights, including the
right to be free from abuse, neglect, and exploitation. (H.R. 3590- Elder Justice Act).
Ex parte: A judicial proceeding in which the court or tribunal hears only one side of the controversy (such as in temporary
guardian or temporary conservator hearings).
F
Financial Exploitation: Means the unlawful or improper use, control or withholding of an adult's property, income,
resources or trust funds by any other person or entity in a manner that is not for the profit of or to the advantage of the
adult. "Financial exploitation" includes, but is not limited to:
(1) The use of deception, intimidation, coercion, extortion or undue influence by a person or entity to obtain or use an
adult's property, income, resources or trust funds in a manner for the profit of or to the advantage of such person or
entity; (2) the breach of a fiduciary duty, including, but not limited to, the misuse of a power of attorney, trust or a
guardianship or conservatorship appointment, as it relates to the property, income, resources or trust funds of the adult; or
(3) the obtainment or use of an adult's property, income, resources or trust funds, without lawful authority, by a person or
entity who knows or clearly should know that the adult lacks the capacity to consent to the release or use of such adult's
property, income, resources or trust funds. K.S.A. 39-1430(e).
Financial Institution: Any bank, trust company, escrow company, finance company, savings institution or credit union
chartered and supervised under state or federal
law.
Findings: The agency’s conclusion regarding whether abuse, neglect, or financial exploitation occurred based on facts
gathered during the investigation as follows:
Unsubstantiated – The facts or circumstances do not provide clear and convincing evidence to meet the KSA
definition of abuse, neglect, or financial exploitation.
Substantiated – The facts and circumstances provide clear and convincing evidence to conclude the Alleged
Perpetrator's actions or inactions meet the K.S.A. definition of abuse, neglect, or financial exploitation.
G
Guardian: An individual, or approved corporation or nonprofit corporation appointed under law to act and make decisions
of “physical health or safety on behalf of an adult with an impairment known as a “ward” K.S.A. 59-3051(e).
Governmental Assistance Provider: An agency or employee of such agency, which is funded solely or in part to provide
assistance within the Kansas Senior Care Act, K.S.A. 75-5926 et seq. and amendments thereto, including Medicaid and
Medicare K.S.A. 39-1401(n)
H
Harassment: Words, gestures, and/or actions which tend to annoy, alarm, and verbally abuse another person.
Harm: Physical or psychological injury or damage.
I
In Need of a Conservator: A person who because of both impairment and the lack of appropriate alternative for
managing such person’s estate requires the appointment
of a conservator K.S.A 59-3051(g).
In Need of a Guardian: A person who because of both an impairment and the lack of appropriate alternative for meeting
essential needs, requires the appointment of
a guardian K.S.A 59-3051(f).
In Need of Protective Services: An adult who is unable to provide for or obtain services which are necessary to maintain
physical or mental health. K.S.A. 39-1430(f)).
Intellectual disability: means substantial limitations in present functioning that is manifested during the period from birth
to age 18 years and is characterized by significantly subaverage intellectual functioning existing concurrently with deficits
in adaptive behavior including related limitations in two or more of the following applicable adaptive skill areas:
Communication, self-care, home living, social skills, community use, self-direction, health and safety, functional
academics, leisure and work. K.S.A. 39-1803 (h).
Involved Adult: An adult who is the subject of a report of abuse, neglect, or financial exploitation under this act K.S.A. 39-
1430(m)
K
Kansas Protection Report Center (KRPC): The 24/7 centralized call center within Department for Children and Families
where reports of abuse, neglect, and financial exploitation are received, initial assessments are completed, and if assigned
response time is determined.
K.A.R. : Kansas Administrative Regulation
K.G.P. : Kansas Guardianship Program. KGP recruits volunteers to be guardians and conservators for certain eligible
individuals.
K.S.A. : Kansas Statutes Annotated
L
Lacks Capacity to Consent: An impairment by reason of mental illness, developmental disability, organic brain disorder,
physical illness or disability, to the extent that an adult lacks sufficient understanding of the nature or consequences of
decisions concerning their person or property.
Law Enforcement: Public office which is vested by law with the duty to maintain public order, make arrests for crimes
investigate criminal acts and file criminal charges, whether that duty extends to all crimes or is limited to specific crimes
K.S.A. 39-1430
(l).
Least Restrictive Action: The provision of protective services and accommodations in a manner no more restrictive of an
individual’s personal liberty and no more intrusive than necessary to achieve acceptable and treatment objectives K.S.A 39
– 1442.
Legal Representative: An agent designated in a durable power of attorney, power of attorney or durable power of attorney
for health care decisions or a court appointed guardian, conservator or trustee K.S.A. 39- 1401(p).
Life Estate: An estate whose duration is limited in duration to the life of the party holding it, or to the life of some other
person (Black’s Law Dictionary, Fifth Edition).
Likelihood: Implies more than speculation and less than certainty. An event is likely if a reasonable person using
common sense, training or experience concludes that, given the circumstances, an event is probable without a change in
those circumstances.
M
Mandated Reporter: When any of the following persons has reasonable cause to suspect or believe that an adult is in
need of a protective services or being harmed as a result of abuse, neglect or financial exploitation, such person shall
promptly report the matter as provided by the provisions of this section:
A. A person licensed to practice the healing arts,
B. Persons engaged in postgraduate training programs approved by the state board of healing arts;
C. Person licensed by the Kansas board to engage in the practice of dentistry;
D. Persons licensed by the board of examiners in optometry to engage in the practice of optometry,
E. Persons licensed by the board of nursing to engage in the practice of nursing;
F. Chief administrative officers of a medical care facilities,
G. Persons licensed by the behavioral sciences regulatory board to provide mental health services, including
psychologist, masters level psychologists, bachelors level social workers, masters level social workers, clinical social
workers, marriage and family therapist, clinical marriage and family therapists, professional counselors, clinical
professional counselors, behavior analysts, addiction counselors and clinical addiction counselors.
H. Teachers, school administrators or other employees of any Kansas educational institution as defined in K.S.A. 75-
53,112, and amendments thereto, that the adult is attending.
I. Firefighters, law enforcement officers and emergency medical services personnel.
J. Court services officers, community corrections officers, case managers appointed under K.S.A. 23-3508, and
amendments thereto, and mediators appointed under K.S.A. 23-3502, and amendment thereto.
K. Bank trust officers and any other officers of financial institutions.
L. Rehabilitation counselors.
M. Legal Representatives,
N. Government Assistance Providers,
O. Independent Living Counselors.
P. Owners or operators of residential care facilities, as defined in K.S.A.20 Sup. 39-2002 and amendments thereto.
Q. The chief administrative officer of a licensed home health agency as defined in K.S.A. 65-5101, and amendments
thereto.
R. The chief administrative office of an adult family home, as defined in K.S.A. 39-1501, and amendments thereto.
S. The Chief Administrative Officer of any provider of community services and affiliates thereof operated or funded by
the Kansas department for children and families or licensed under K.S.A. 39-2001, et Seq.. and amendments
thereto. K.S.A. 39-1431(a) (1).
Meet Essential Needs for Physical Health, Safety or Welfare: Making determinations and taking actions which are
reasonably necessary in order for a person to obtain or be provided with shelter, sustenance, personal hygiene or health
care, and without
which serious illness or injury is likely to occur K.S.A. 59-3051(i).
Mental Illness: A mental disorder which is manifested by clinically significant behavioral or psychological syndrome or
pattern and associated with either a painful symptom or an impairment in one or more important areas of functioning, and
involving substantial behavioral psychological or biological dysfunction, to the extent that the person is in need of treatment
K.S.A. 59-2946.
N
Neglect: The failure or omission by one’s self, caretaker or another person with a duty to supply or to provide goods or
services which are reasonably necessary to ensure safety and well-being and to avoid physical or mental harm or illness
K.S.A.
39-1430 (c).
P
Power of Attorney: A written instrument authorizing another to act as one’s agent or attorney in fact:
Durable Power of Attorney – A power of attorney by which a principal designates another as the principal’s attorney
in fact in writing and the writing contains the words “this power of attorney shall not be affected by subsequent
disability or incapacity of the principal”, or similar words showing the intent of the principal that the authority
conferred shall be exercisable notwithstanding the principal’s subsequent disability or capacity K.S.A. 58-610. All
acts done by an attorney in fact pursuant to a durable power of attorney during any period of disability or incapacity
of the principal has the same effect an inure to the benefit of and bind the principal and principal’s successors in
interest as if the principal were competent or not disabled K.S.A. 58-611. All power of attorney documents may be
filed at the Register of Deeds K.S.A. 58-602.
Durable Power of Attorney for Health Care Decisions – A durable power of attorney for Health Care Decisions
is a power of attorney by which a principal designates another as the principal’s agent in writing and the writing
contains the words “this power of attorney for health care decision shall not be affected by subsequent disability or
incapacity of the principal” or “this power of attorney for health care decision shall become effective upon the
disability or incapacity of the principal”, or similar words showing the intent of the principal the authority conferred
shall be exercisable notwithstanding the principal’s subsequent disability or incapacity K.S.A. 58-625.
Prehearing Conference: A procedure that is used in an administrative hearing to determine questions of discovery,
witnesses, issues, procedures and to set a hearing date. Usually, this is done with the hearing officer and the attorneys for
the Appellant and Respondent.
Protective Services: Services provided by the state, or other governmental agency, or by private organizations or
individuals that are necessary to prevent abuse, neglect, or financial exploitation. Such protective services include, but are
not limited to, evaluation of the needs for services, assistance in obtaining appropriate social services, and assistance in
securing medical and legal services K.S.A. 39-1430(h).
R
Report: Description or accounting of an incident or incidents of abuse, neglect, or financial exploitation under this act and
for the purposes of this act does not include any written assessment or findings K.S.A. 39-1430(k).
Resident: Any individual kept cared for, treated, boarded or otherwise accommodated in facilities licensed by Kansas
Department of Health and Environment or Kansas Department for Aging and Disability Services K.S.A. 39-923(a) (13).
Risk Assessment: The process by which the Involved Adult is evaluated for risk of harm and for the physical and
cognitive abilities to protect his or her interests and personal safety. Other factors such as the living situation and, support
systems are also evaluated to determine the impact on the individual's ability to become or remain safe.
S
Self-Neglect: An adult who fails to meet their own essential physical, psychological or social needs, which threatens their
health, safety and well-being. This includes failure to provide adequate food, clothing, shelter and health care for one’s own
needs.
Service Plan: A written plan (PPS 10500) which assists the APS Specialist and the Involved Adult identify services and
goals to be achieved through APS intervention.
Services Necessary to Maintain Physical and/or Mental Health: Services that include, but are not limited to, the
provision of medical care for physical and mental health needs, the relocation of an adult to a facility or institution able to
offer such
care, assistance in personal hygiene, food, clothing, adequately heated and ventilated
shelter, protection from health and safety hazards, protection from maltreatment,
the result of which includes, but is not limited to, malnutrition, deprivation of
necessities or physical punishment and transportation necessary to secure any of
the above stated needs, except that shall not include taking such persons into custody
without consent, except as provided in this act K.S.A. 39-1430(g).
Social Security Representative Payee: A person appointed by the Social Security Administration (SSA) to take control
and responsibility of another person’s Social Security funds. A person or agency interested in becoming a payee must
apply to the SSA. The SSA is not required to appoint the conservator as payee. The SSA can appoint anyone they deem
appropriate based on their standards.
State Agency: Any officer, department, bureau, division, board, authority, agency, commission or institution of this state,
except the judicial and legislative branches, which is authorized by law to promulgate rules and regulations concerning the
administration,
enforcement or interpretation of any law of this state as defined in K.S.A 46-224.
T
Temporary Guardian: (Emergency Guardian under former statute): Person or approved corporation appointed by the
court when there is an imminent danger to the health, or safety of the proposed ward.
Trust: A right of property, real or personal, held by one party for the benefit of another. An irrevocable trust cannot be
revoked or recalled after its creation.
U
Undue Influence: Misuse of position of confidence or taking advantage of a person’s weakness, infirmity or distress to
change improperly that person’s action or decisions.
10010 Program Description
Adult Protective Services (APS) are interventions directed towards safeguarding the well-being and general welfare of
vulnerable adults who are in need of protection. A vulnerable adult or Adult per K.S.A. 39-1430 (b) is defined as a person
18 years of age or older alleged to be unable to protect such person’s own interest and who is harmed or threatened with
harm, whether financial, mental or physical in nature, through action or inaction by either another individual or through such
person’s own action or inaction. I ntervention is available to adults in need of assistance dealing with abusive, neglectful
or exploitative situations. Every action taken by Adult Protective Services must balance the duty to protect the safety of the
Involved Adult with the Involved Adult’s right to self-determination.
Interventions provided by Adult Protective Services include receiving reports of abuse, neglect or financial exploitation,
investigating these reports, and making findings regarding the allegations in these reports. In addition, APS may assist in
arranging for or making referrals for medical, social, legal, housing, law enforcement and/or other protective emergency
supportive services. Findings made are for administrative purposes for tracking and maintenance of the Adult Abuse,
Neglect, and Exploitation Central Registry.
APS Specialists investigate reports and provide protective services to Involved Adults residing in the community, Involved
Adults residing in facilities and Adult Care Homes licensed/certified by the Kansas Department for Aging and Disability
Services when the Alleged Perpetrator is not a resident or employee.
Guardian/Conservatorship services may also be provided.
10020 Confidentiality
Federal Regulations related to Confidentiality – Health Insurance Portability and Accountability Act (HIPAA) – Effective
April 14, 2003 HIPAA privacy regulations established that personal information must be kept confidential and, safeguard the privacy
and confidentiality of consumer health information. The regulations specific to APS are 45 CFR 164.508 and 45 CFR
164.512. Additional Department for Children and Families (DCF) policy material is found in the HIPAA Policy as published at:
http://dcf.ks.gov/Agency/Pages/HIPPA%20Overview.aspx.
General Principle – All case records are presumed confidential and should not be revealed to other parties without a specific release
from the involved adult naming who can receive information and what may be revealed in a specific time frame. This would include
information requested by attorneys and other agencies. However, there are situations in which an APS Specialist is not able to obtain
a signed release form, and may need to share certain information with providers or other community helpers in order to benefit the
involved adult. In this situation, the APS Specialist is to share only the information necessary to help the involved adult. Prior to
sharing this information, the APS Specialist shall consult with the Regional attorney and follow instructions regarding the method of
sharing the information.
Information Gathering – Kansas Statutes give DCF the authority to contact other agencies, individuals, and professionals to gather
the information necessary to complete an investigation. Whenever possible, the APS Specialist should attempt to have the client or,
his or her guardian sign a consent form. When interviewing collaterals, the APS Specialist is to ask only that which is necessary to
obtain the required information. The APS Specialist shall at all times take steps to protect client confidentiality. Information is shared
with collaterals only on a need to know basis.
10030 Investigations in KDADS Institutions and APS Adult
Abuse Registry
Department for Aging and Disability Services (KDADS) institutions are: Kansas Neurological Institute (KNI), Larned State
Hospital, Osawatomie State Hospital, Parsons State Hospital and Training Center. Designated staff in these institutions
will conduct the investigation regarding staff to patient abuse/ neglect/ financial exploitation allegations according to their
Risk Management procedures. If the finding of the institution investigation is substantiated, the designated staff shall e-
mail a copy of their investigative records and finding recommendation to the APS Program Administrator.
Upon receipt of the investigation records, the APS Program Administrator shall review and determine if the information
meets the criteria for an APS investigation. If the criterion is met, the Program Administrator shall make a report to (Kansas
Protection Reporting Center) KPRC and have the investigation assigned to the region in which the institution is located.
The report shall be assigned to the APS Program Administrator. The APS Program Administrator shall afford the alleged
perpetrator the opportunity to be interviewed. If the APS Program Administrator determines there is sufficient information
to substantiate the alleged perpetrator (ALP) for abuse/neglect/financial exploitation, the APS Program Administrator shall
follow procedures in PPS 10320 for notifying the ALP and other required parties of the agency decision. Adult Protective
Services statutes, time frames and Due Process for the alleged perpetrator shall be followed.
For substantiated findings, when due process has passed, if the name of the individual is going to be placed on the Adult
Abuse/Neglect Registry, the APS Program Administrator shall:
A. Complete the PPS 10310 Notification to Regional Adult Abuse/Neglect Registry Contact and enter information into
the Adult Abuse Registry.
B. Notify the Institutional Risk Manager/Designee via e-mail of the individual’s name being added to the Adult
Abuse/Neglect Registry.
10100 Intake
The Intake process begins upon contact with a reporter alleging a circumstance of adult abuse, neglect or financial
exploitation. Reports are made to the Kansas Protection Report Center (KPRC) via the toll-free number, fax, mail, or web
intake. The report date and time shall be the start of a reporter’s call with KPRC staff. For reports received via letter or fax,
the report date and time shall be when the letter or fax is received by KPRC.
KPRC receives reports of alleged abuse/neglect 7 days/week, 24 hours/day. For reports received after hours, on
weekends and holidays, the KPRC staff shall request a welfare check when an adult may be in imminent danger.
The intake process ends with the Initial Assessment decision of Not Assigned For Further Assessment, the decision to
accept the report for investigation and/or further assessment, or with the decision to place the report on Preliminary Inquiry
for the purpose of gathering additional information.
10101 Information Gathered and Recorded at Intake
All reports and allegations received by the Kansas Protection Reporter Center (KPRC) shall be recorded on form PPS 10100 via
KIPS.
KPRC staff shall list all household members, guardian, conservator, durable power of attorney (DPOA), current live-in partner and
alleged perpetrator identified by the reporter on the PPS 10100.
Information received by KPRC from the reporter regarding collateral contacts, service providers, relatives, and kin shall be listed on
the PPS 10100.
Required Information:
A. The Kansas Eligibility Enforcement System (KEES)
1. KEES is utilized to complete identifying information and information regarding DCF involvement.
2. A KEES search shall be completed on all reports. If the KEES search identifies dates of birth or social security numbers
for participants, these shall be added whether the case is open or closed.
3. If the KEES case is open and the address conflicts with information provided by the reporter, the KEES address shall be
documented on the “Prior DCF Involvement document” in KIPS.
4. All Waiver information in KEES shall be documented on the prior history document in KIPS.
B. Additional Information
1. KPRC staff shall gather all necessary information and provide sufficient documentation on the 10100 regarding the
following items:
a. Determine whether the adult meets the definition in K.S.A. 39 – 1430(a);
b. Determine whether the concern meets the definition of abuse, neglect, exploitation or fiduciary abuse, as defined in
K.S.A. 39 – 1430(b), (c), (d), or (e);
c. Locate the involved adult;
d. Determine how immediate the needs of the adult may be.
2. Questions Related to Safety
a. Reason for referral-what happened;
b. The adult’s ability to care and protect self;
c. Imminent danger;
d. Other people or agencies that have information;
e. Involved adult’s exposure to ongoing risks and;
f. Guardian or conservator information.
10102 Confidentiality for Reporters
State law requires protection of information which identifies the person who reported the suspected adult abuse, neglect or
exploitation unless the reporter requests or agrees in writing to disclosure or as allowed per judicial proceedings. K.S.A.
39-1434
Form PPS 10100 contains information identifying the reporter and shall not be copied or disseminated in any manner which violates
confidentiality.
10103 Notice of Action to the Reporter
Persons who have made a report of adult abuse, neglect or financial exploitation may be notified of agency action regarding
their report. Upon request, reporters shall be informed of agency initial assessment decision by the mailing of the PPS
10130, Notice to Reporter, if the reporter’s identity and address has been provided. This notice summarizes the agency’s
decision to accept the report for further investigation and assessment or not assign for further investigation and
assessment following the Initial Assessment decision.
If the reporter is requesting information specific to an investigation beyond the initial assessment decision refer the caller to
the Regional APS Assistant Program Administrator.
10110 Initial Assessments
An Initial Assessment shall be completed on all reports received by the agency. The Initial Assessment is to determine when there are
reasonable grounds to believe abuse, neglect or exploitation exists and immediate steps are needed to protect the health and welfare of
the abused, neglected or exploited adult. The Kansas Protection Reporter Center (KPRC) shall assess all reports received by the
agency. The assessment shall determine the agency's response to the reported allegations. The Appendix 1E may be used to guide the
Initial Assessment.
The Initial Assessment is completed when Kansas Protection Report Center (KPRC) staff make one of the following determinations:
A. Not Assigned for Further Assessment
B. An investigation and/or further assessment is indicated
All reports shall have an Initial Assessment made without delay. The maximum time allowed to make an Initial Assessment
decision or request a Preliminary Inquiry is the end of the next half workday from the time the report is received.
Examples of when initial assessments shall be completed:
1. Reports received between 8:00 am and 12 noon will need an initial assessment decision made by 5:00 pm of the same
day.
2. Reports received between 12:01 pm and 5:00 pm will need an initial assessment decision by 12 noon the following
workday.
3. Reports received by KPRC after 5:00 pm, including reports received during weekends will need an initial assessment
decision by 12 noon the following workday.
If additional information is needed to make an initial assessment decision and the report is within the allowed time frame KPRC
may contact the reporter for additional information.
If information in the report indicates the adult is in imminent danger law enforcement shall be contacted.
10111Reports Assigned for Further Assessment
A. Reports are to be assigned for further assessment when information in the intake indicates the adult meets the definition of adult
in K.S.A. 39 – 1430(a) and one or more of the following:
1. The allegation(s) meet the definition(s) for abuse, neglect, and financial exploitation ANE in K.S.A. 39 – 1430(b), (c),
(d), (e);
2. The allegation(s) occurred in a community-based facility or agency licensed by Kansas Department for Aging and
Disability Services (KDADS), which are:
a. Residential Care Facilities (RCF), Community Service Providers (CSP), Community Developmental Disability
Organizations (CDDO) Affiliates;
b. In-Home services provided to the involved adult by a KDADS licensed community-based facility and the alleged
perpetrator is an employee of that facility;
c. Community Mental Health Centers (CMHC), Affiliated Community Mental Health Service Providers, and Private
Psychiatric Hospital which does not include psychiatric units in a local community hospital which are licensed by
KDHE.
3. The allegation(s) occurred while a Home Health agency licensed by Kansas Department of Health and Environment
(KDHE), was providing services to the involved adult and the alleged perpetrator is an employee of that agency.
4. The allegation is a consumer to consumer incident and information in the report alleges neglect by agency/facility staff;
5. When a reporter indicates the allegation occurred in an Adult Care Facility licensed by KDADS or medical facility
licensed by KDHE and the alleged perpetrator is not a resident or staff person;
6. Reports indicate a need for a guardianship and/or Conservatorship and there are concerns of abuse, neglect, and/or
financial exploitation that meet the criteria based on K.S.A. 39 – 1430(a) references in numbers 1 and 2.
7. Reports regarding an employee of the Department for Children and Family (DCF) as the alleged perpetrator shall be
assessed. If the allegation meets the criteria for assignment for further assessment, the report shall be forwarded to the
appropriate Region and the APS APA. DCF employees include any employee of any division or branch of DCF.
B. When a report alleges abuse, neglect or financial exploitation occurring in the past, KPRC staff shall consider the following
factors:
1. Current need of the adult;
2. Whether law enforcement has been notified and/or;
3. How long ago the incident occurred.
C. Reports Involving Allegations of Abuse/Neglect in Schools
1. Reports Resulting from Actions Within School Policy
Reports of disciplinary action within school policy are generally a matter for resolution by the administration or Board of
Education. As such it is not a matter for an investigation by DCF. The Initial Assessment shall be completed with the decision
Not Assigned for Further Assessment and forwarded to the appropriate school administrator and to the county/district attorney.
If requested by the county/district attorney or law enforcement agency, DCF will assist in an investigation.
Examples of such reports include: excessive force used while administering corporal punishment, unreasonable detention or
isolation otherwise permitted by school policy.
2. Reports Resulting From Actions Not Within School Policy
Reports of abuse/neglect which are not within or the result of school policy are, in most cases, a matter for law enforcement
investigation as a Non-family/Unregulated Care Giver Report. Refer to PPM 1352.
Examples of such reports include: sexual misconduct of a teacher toward a child or physical injuries to a child not occurring as
a result of the school's discipline policy.
10112 Reports Not Assigned for Further Assessment
The following criteria will be used to determine if the report shall not be assigned for further assessment.
A. The adult does not meet the definition in K.S.A. 39 – 1430(a);
B. The allegations do not meet the definitions for ANE in K.S.A. 39 – 1430(b), (c), (d), (e);
C. The report is a consumer- to- consumer incident in a CDDO or affiliate and there is no indication of neglect by staff. (Forward
a copy of the PPS 10100 and 10110, to the KDADS.CSSPRC@ks.gov mailbox.)
D. The incident has been previously investigated or is currently being investigated,
E. DCF does not have the statutory authority to investigate and/or report is responsibility of another agency;
1. Kansas Department of Health and Environment (KDHE) investigates consumer-to-consumer and staff-to-consumer
allegations in the following settings:
a. Abortion Facilities - Licensed
b. Ambulatory Surgical Centers (ASC) – Licensed and Certified
c. Birthing Centers - Licensed
d. Comprehensive Outpatient Rehabilitation Facilities (CORF) - Certified
e. Critical Access Hospital (CAH) - Licensed and Certified
f. End Stage Renal Disease Facilities - Certified
g. Home Health Agency (HHA) – Licensed and Certified
h. Hospice - Certified
i. Hospitals (General Acute Care/Specialty Hospitals) – Licensed and Certified
j. Intermediate Care Facilities for Individuals with Intellectual Disabilities (ICF/IID) – KDHE surveys these facilities
but they are licensed by KDADS
k. Mobile X-Ray - Certified
l. Out Patient Physical Therapy (OPT) - Certified
m. Rural Health Clinic (RHC) – Certified
Reports of this type received by DCF shall be forwarded KDHE.Complaints@ks.gov
2. Kansas Department of Aging and Disability Services (KDADS) licenses and investigates resident-to-resident and staff-to-
resident allegations in the following settings:
a. Long term care units within hospitals
b. Adult Care Homes (nursing facilities, nursing facilities for mental health, Intermediate Care Facilities for
Mental Retardation (ICF/IDD, Assisted Living, Residential Health Care, Homes Plus and Board and Care
facilities).
3. Native American Tribes investigate reports of alleged abuse/neglect/exploitation when the involved adult is a registered
member of a tribe and resides on a tribal reservation. When reporter informs KPRC intake staff the involved adult resides
on a tribal reservation, KPRC staff shall forward these reports to the appropriate tribal office. Tribal social service and/or
law enforcement staff may request DCF assistance with the investigation. DCF staff is not authorized to make contact
with a person residing on a tribal reservation unless such a request for assistance has been made by the tribal staff.
The following tribes have reservations in Kansas:
Iowa Tribe of Kansas and Nebraska
Sac and Fox Tribe of Missouri in Kansas
Prairie Band of Pottawatomi
Kickapoo
F. Reports indicating a need for a guardianship and/or conservatorship and there are no concerns of abuse, neglect, and/or financial
exploitation that meet the criteria based on K.S.A. 39 – 1430(a) reference in number 1;
G. Reports that indicate a need for a guardianship and/or conservatorship for youth in DCF custody that are 18 years of age or are
within twelve months of turning 18 years of age. (Send the PPS 10100 and PPS 10110 to the APA in the region where the
youth is residing. See PPS 10630 for guidance on these reports.);
H. Youth/adult is under 21 years of age and in DCF Custody as a CINC. (These are investigated by PPS child-side per PPS 1385
Reports Involving Adults Under 21 Years of Age and in Custody of the Secretary of DCF.);
I. The alleged incident occurred in another state, DCF will screen out due to no jurisdiction to investigate.;
J. Adult has left the state, with no plans to return;
K. Alleged Perpetrator (ALP) is a law enforcement officer (See policy PPS 10200 E for guidance.)
a. If there are parts of the report alleging abuse, neglect or financial exploitation by others or self-neglect, the report shall be
assigned to APS if screened in, however the part that alleges wrong-doing by a Law Enforcement Officer will not be
investigated
b. When a report alleges abuse, neglect or financial exploitation by a law enforcement officer, the report shall be referred to
the Kansas Bureau of Investigation or internal affairs of the law enforcement agency, if one exists.
L. Report is the responsibility of another agency.
If information indicates a criminal act may have occurred, and the report is not assigned for further assessment, law
enforcement shall be notified via e-mail by KPRC, using the PPS 10100 and 10110.
If KPRC receives a report the alleged vulnerable adult has died and the report is not assigned for further assessment, KPRC
shall forward this intake in an e-mail to the APS Program Administrator.
10113 Documenting no Further PPS Action Needed
The specific reasons for not completing further assessment shall be documented in the basis located in the Decision Comments in KIPS
and reflected on the PPS 10110 Adult Protective Services Screening Report.
The basis shall address each of the allegations in the report, any risk factors identified in review of history and the specific
reasons no further assessment is necessary. The basis shall be written in such a manner that a person unfamiliar with the
case could, by reading this narrative section and the areas noted with a check mark on the PPS 10110, determine the
reason the case was being completed with the decision to Not Assign for Further Assessment. Considering the reported
information, information from preliminary inquiry and past DCF history, the documentation needs to provide a sufficient
basis for the decision to Not Assign for Further Assessment.
10114 Preliminary Inquiry
A. Purpose of Preliminary Inquiry:
The purpose of a Preliminary Inquiry is:
1. Determining whether an allegation of abuse, neglect, and/ or financial exploitation is known to the agency through a
current completed investigation,
2. Gaining additional information regarding an allegation, and/or
3. Determining whether the interests of the involved adult require further assessment.
B. Reports Requiring Preliminary Inquiry:
If a report is not immediately accepted for further investigation and/or assessment based on information from the reporter, a
Preliminary Inquiry shall be completed for any one of the following reasons in order to complete an initial assessment decision:
1. Report of an involved adult with a current case open for investigation and/or assessment or service plan and previous
reports with the same allegation and same alleged perpetrator or
2. Report involves an alleged perpetrator previously investigated for abuse/neglect/financial exploitation and/or found on
the abuse/neglect central registry; or
3. Reported information is vague and/or not consistent, and additional information may be available from other sources such
as, health care providers, DCF Programs, case management providers, law enforcement, schools, or other agencies; or
4. Reported information identifies persons with additional information necessary to make an assessment decision; or
5. The KPRC specialist assessing the report identifies any other source of additional information to form the Initial
Assessment Decision.
C. When KPRC receives a second or subsequent reports related to a report currently on Preliminary Inquiry the following actions
shall be taken:
1. If the information in the second or subsequent report is enough to complete the Initial Assessment without a Preliminary
Inquiry;
a. Communication between the KPRC staff will occur to determine who is responsible to complete the initial
assessments.
b. If the KPRC staff whom has a report placed on Preliminary Inquiry is unavailable, the KPRC staff with the
subsequent report will complete the Initial Assessment and shall communicate the decision to the other KPRC staff.
2. If the information in the second or subsequent report does not contain any new allegations of Abuse/Neglect previously
known;
a. Communication between the KPRC staff can occur to determine who is responsible to complete the initial
assessments.
b. If the KPRC staff whom has a report placed on Preliminary Inquiry is unavailable, the KPRC staff with the
subsequent report will complete the Initial Assessment with the decision not to assign for further assessment and
shall communicate the decision to the other KPRC staff.
D. Time Frame for Preliminary Inquiry:
The Preliminary Inquiry information shall be obtained as soon as practical and shall not exceed three (3) working days from the
date the report is received by the agency, three working days begin the first working day after the report is received by the
agency according to the date recorded on the PPS 10100, page 1. If it appears from a reporter’s information that an involved
adult may be harmed within the preliminary inquiry time frame, the report shall be assigned for investigation and/or assessment.
E. Preliminary Inquiry Activities:
Preliminary Inquiry may include any of the following activities relative to the case:
1. Gathering additional information from DCF Adult Protection Specialist and/or Adult Protective Investigator staff
assigned to a current open case or a recently closed case regarding the involved adult subject to the report.
2. Gathering information to locate or identify the involved adult.
3. Gathering additional information from other DCF programs.
4. Contacting the reporter to clarify information received or request additional
5. Contacting any person in the report identified with possessing additional information.
6. Contacting, health care providers, schools, or any agency identified as providing services to the involved adult.
F. Review of APS History of Involved Adult and/or Alleged Perpetrator:
If the search of KIPS and KEES finds any involved adult and/or alleged perpetrator has previous involvement, the KPRC
specialist shall determine what, if any, history is relevant to the Initial Assessment Decision of the current report. When the
KPRC specialist has determined history is not relevant to the assignment to the current report, an explanation shall be
documented on the PPS 10100.
1. Information to Consider:
The KPRC shall consider the following in review of KIPS history:
a. Are the past allegations substantiated or unsubstantiated?
b. If unsubstantiated, consider the severity and seriousness of the allegations of abuse, neglect, and/or exploitation and
safety or risk concerns.
c. Is the current report an isolated incident of abuse, neglect, self-neglect, financial exploitation, or a pattern of
abuse?
d. How recent was the last report or case closure?
e. Does history indicate one or more risk factors such as caregiver and/or alleged perpetrator has an untreated mental
illness, substance use or abuse and/or history of abuse, neglect, self-neglect, exploitation and/or fiduciary abuse or
physical violence?
f. Any additional information which informs the current report.
G. Documenting the Preliminary Inquiry:
KPRC specialist shall document in KIPS the need for a Preliminary Inquiry and what information was obtained.
10115 Initial Assessment of Involved Adult Residing in
Another State
A report alleging abuse, neglect, or exploitation of an involved adult who now resides in another state may be assigned in the
following circumstances:
A. The incident occurred in Kansas, and
B. The allegation is not self-neglect
10116 Initial Assessment of Reports Regarding a Deceased
Adult
The Kansas Protection Report Center has the responsibility to receive and assess allegations of abuse, neglect or financial exploitations
of a deceased adult.
A. An initial assessment shall be completed on reports received by the Kansas Protection Report Center which indicate the involved
adult was living when the report is received. The Appendix E1 may be used to guide the initial assessment decision.
1. Reports assigned for further assessment
a. If the report alleges current abuse, neglect or financial exploitation the report may be assigned for further
assessment by DCF.
b. If the involved adult receives any Home and Community Based Services (HCBS) the report shall be assigned no
matter when the abuse, neglect or financial exploitation occurred.
2. Reports not assigned for further assessment
a. If the report does not meet statutory definitions for abuse or neglect (add statute)
b. Reports of self-neglect are not assigned when it is determined the involved adult is deceased.
B. An initial assessment shall be completed on reports received by the Kansas Protection Report Center which indicate the involved
adult was deceased at the time the report was received.
1. Reports assigned for further assessment
a. If the report of abuse, neglect or financial exploitation meets the statutory definition and the adult was a consumer
receiving a Home and Community Based Services (HCBS) waiver. The investigation is warranted for the
protection of other consumers.
2. Reports not assigned for further assessment
a. If the involved adult is deceased at the time the report is received the screening decision of no further assessment
shall be made.
b. If the report is alleging abuse, neglect or financial exploitation, the information shall be sent to the local law
enforcement agency.
c. Reports alleging self-neglect of the involved adult.
10117 Notification to Another Responsible Agency
Reports received by the Kansas Protection Report Center (KPRC) where it is determined another agency is responsible for
investigating shall be sent to the designated contact for the agency.
A. Reports occurring in KDADS institutions (Osawatomie, Larned, Kansas Neurological Institute (KNI), and Parsons) shall be
forwarded to the risk manager at the institution.
B. For reports occurring in state correctional facilities fax the report to the Director of Enforcement, Apprehensions &
Investigations (EAI) with the Department of Corrections (KDOC) at 785-783-6950. For inquires by phone, call the main phone
at 785-296-3317 and request to speak with the Director of EAI.
C. For reports occurring at a local detention/jail, forward the report to the local Sheriff’s Department.
D. For reports involving juveniles over 18 in custody of the Kansas Department of Corrections in a juvenile facility, refer to the
Attorney General’s office at 1.888.428.8436.
E. Allegations of death shall be referred to law enforcement.
F. Fax reports on adults residing in another state to the appropriate out-of-state APS contact/hot line number.
G. When a reporter indicates the allegation occurred in a facility licensed by KDADS and the alleged perpetrator is a resident or
staff person; reporter should be referred to the KDADS complaint line at 1.800.842.0078. This complaint line is staffed
Monday-Friday, 8:00 am-5:00 pm. If the reporter wishes to make the report to DCF, KPRC will receive the report and will
forward it to KDADS for investigation/assessment e-mail kdads.complainthotline@ks.gov.
H. When a reporter indicates the allegation occurred in a facility licensed by KDHE and the alleged perpetrator is a consumer or
staff person; reporter shall be directed to KDHE Bureau of Health Facilities 1.800.842.0078. If the reporter wishes to make the
report to DCF, KPRC will receive the report and will forward it to investigation/assessment e-mail kdhe.complaints@ks.gov.
I. On reports not assigned for further assessment, when a reporter indicates suspected Medicaid fraud the report shall be sent to the
Medicaid Fraud unit authority to investigate allegations of abuse, neglect and exploitation of Medicaid recipients and Medicaid
facilities. The PPS 10100 and 10110 shall also be forwarded to MFCU@ag.ks.gov .
10118 Notification to Quality Management Specialist of
Reports not Assigned
Kansas Department for Aging and Disability Services (KDADS) Quality Management Specialist shall be notified when one of the
following reports is not assigned for investigation:
1. Reports indicating the involved adult is residing in or receiving services from: Residential Facilities (RF), Community
Developmental Disability Organizations or an affiliate (CDDO), or an Independent Living Resource Center (ILRC).
2. Reports indicating the involved adult is receiving services on waivers: Intellectual and Development Disabilities (I/DD),
Physical Disability (PD), Frail Elderly (FE), Technology Assisted (TA), Money Follows the Person (MFP), and Brain
Injury (BI).
3. Reports indicating the involved adult is receiving mental health services from a Community Mental Health Center.
Notification of reports not assigned shall be sent by the Kansas Protection Report Center (KPRC) specialist by sending the PPS
10100 and 10110 to the appropriate mailbox below.
A. If the report alleges the adult is on an I/DD waiver, BI Waiver, PD Waiver, FE Waiver, TA Waiver, or MFP Waiver, the report
shall be sent to the KDADS.CSSPRC@ks.gov mailbox.
The subject line of the e-mail shall contain specific information necessary to identify the type of report for KDADS:
1. Type of communication: Intake
2. Type of Facility or Service: Residential Facility (RF), a Community
3. Development Disability Organization or an affiliate (CDDO), or an Independent Living Resource Center (ILRC)
4. County where the facility is located: Two letter code
5. Name of facility or involved adult if name of facility is unknown: The name of RF, CDDO, ILRC, or involved adult
name.
For example, the subject line of the e-mail shall read:
Intake-CDDO-SN-Sheltered Living
B. If the report indicates the involved adult is receiving mental health services from a Community Mental Health Center the report
shall be sent to the KDADS.MHPRCReports@ks.gov mailbox.
1. Type of communication: Intake
2. Type of Service: Community Mental Health Center (CMHC),
3. County where the Community Mental Health Center is located: Two letter code
4. Name of Community Mental Health Center
For example: The subject line of the e-mail shall read:
Intake-CMHC-DG-Bert Nash
10119 Requests for Adult Protective Service Courtesy
Interviews From Other States
Requests for a courtesy interview from another state shall be forwarded to the KPRC. The intake shall have an initial
assessment decision of not assigned due to DCF not having statutory authority to investigate. KPRC shall send an email to
the regional mailbox listed below in the region responsible and provide the KIPS intake number. The intake documents are
available in KIPS for the APS Specialist completing the courtesy interview.
Kansas City Region: KCPRC@.ks.gov
East Region: EastIntake@ks.gov
Wichita Region: WIC_Scheduler@ks.gov
West Region: WPRC@ks.gov
If the state requesting a courtesy interview contacts KPRC for follow up on their request, KPRC shall forward the request to the APA
in the region responsible for the interview. The APA shall forward the request to the assigned APS Specialist.
10120 Initial Contact Time Frame
Initial contact refers to the time frame the APS Specialist has to make a face-to-face visit with the involved adult.
Twenty four (24) clock hours: When a report indicates the adult is in imminent danger face-to-face contact shall be
completed in 24 clock hours. The 24 hour timeframe for contact begins when the report is assigned for further
assessment. “Imminent danger” means a substantial probability that a vulnerable adult is in immediate risk of death or
serious physical harm.
A. Three (3) working days: When a report of suspected abuse indicates the adult is not in imminent danger, contact
shall be made in three working days.
B. Five (5) working days: When a report of neglect or financial exploitation indicates the adult is not in imminent danger,
contact shall be made within five working days.
When a report does not indicate imminent danger, count the day after the report is assigned for further assessment as day
one for initial contact with the adult
10150 Notifications to the Reporter
Department for Children and Families shall disclose the initial assessment decision to the reporter, if requested.
KPRC staff shall mail the PPS 10130, Notice of Action to Reporter of Suspected Adult Abuse/Neglect/Financial
Exploitation, to the reporter, if the reporter’s identity and address has been provided.
If the reporter is requesting information specific to an investigation beyond the initial assessment decision refer the caller to
the Regional APS Assistant Program Administrator.
10200 Conducting an Investigation
Conducting a thorough investigation is critical to ensuring the safety and well-being of the Involved Adult (IA). The APS Specialist
shall use their professional judgment throughout the investigation.
A. Statutes pertaining to the investigation
KSA 39-1433(a)
The Kansas Department for Children and Families upon receiving a report that an adult is being, or has been abused, neglected,
or exploited or is in need of protective services, shall:
1. Review report for immediate concerns. When a criminal act has occurred or has appeared to have occurred, immediately
notify, in writing, the appropriate law enforcement agency; by sending the PPS 10100,10110, and 10120A.
2. Make a face to face visit with the Involved Adult:
a. Within five (5) working days for all reports of neglect or financial exploitation when the information from
the reporter indicates no imminent danger.
b. Within three (3) working days for all reports of suspected abuse, when the information from the reporter
indicates no imminent danger;
c. Within 24 hours when the information from the reporter indicates imminent danger to the health or welfare
of the Involved Adult;
3. Complete all other tasks associated with investigations, within thirty (30) working days of receiving a report for cases
involving Abuse, Neglect, and Self Neglect. Sixty (60) working days will be allowed for cases assigned for Financial
Exploitation. A thorough investigation and evaluation to determine the situation relative to the condition of the Involved
Adult and what action and services, if any, are required. The evaluation shall include, but not be limited to, consultation
with those individuals having knowledge of the facts of the particular case. If conducting the investigation within thirty
(30) or sixty (60) working days would interfere with an ongoing criminal investigation, the time period for the
investigation shall be extended, but the investigation and evaluation shall be completed within ninety (90) working days.
KSA 75-723 Section 3 (7) (e)
Whenever a state agency reports a matter involving suspected abuse, neglect or exploitation of an adult to a law
enforcement agency or a county or district attorney, such state agency shall simultaneously forward such report to the
Abuse, Neglect, Exploitation (ANE) Unit of Attorney General Office. Notification to ANE Unit shall be made by
sending the PPS 10100, 10110, and the 10120A.
B. The Medicaid Fraud unit has authority to investigate allegations of abuse, neglect and exploitation of Medicaid recipients and
Medicaid facilities. Un-redacted Reports (PPS 10100 and 10110,) of this type shall also be forwarded to
MFCU@AG.KS.GOV.
1. The APS Specialist or designee shall determine if the allegation of abuse, neglect, or financial exploitation involves:
a. Persons in programs or residential care facilities receiving federal healthcare funds; or
b. The alleged perpetrator is either a provider or an employee of a provider receiving federal healthcare funds; or
c. The setting where the abuse occurred was that of a federally funded healthcare provider.
2. If the allegation involves any one of the three listed above, the APS Specialist shall provide a copy of the PPS 10100 and
10110, to the Medicaid Fraud and Abuse Division of the Kansas Attorney General’s Office
3. Provide the Medicaid Fraud and Abuse Division of the Kansas Attorney General’s Office with copies of all reports
required to be filed with the Department of Health and Human Services with respect to its activities under the
Department’s regulations, and referrals to the Department of Health and Human Services.
C. Documentation in KIPS
1. Throughout the investigation, documentation shall be accurately and timely recorded in the appropriate chapters in KIPS.
Timely documentation shall be considered no more than five (5) working days after the activity, event, or incident
occurred.
2. APS Specialist shall request records relevant to the investigation within ten (10) working days of the Face to Face contact
of the Involved Adult (IA). See appendix 10C.
D. Reports on DCF Employees and/or Their Relatives Identified as Alleged Perpetrators
If a report has been assigned for investigation and a DCF employee is identified as the Alleged Perpetrator, the following shall
occur:
1. The report shall be forwarded to the APS Supervisor by the assigned APS Specialist.
2. The APS Supervisor shall set the investigation to confidential in KIPS once it has been assigned.
3. Using the KPRC Supervisors e-mail mailbox (PRC Sups), the APS Supervisor shall request, the intake be set to
confidential.
4. The report shall be referred to the local law enforcement agency by the APS Supervisor.
5. The referral to law enforcement shall contain a request for a copy of the completed law enforcement investigation.
a. If law enforcement agrees to conduct an investigation, the APS Supervisor shall obtain a copy of the
investigation report for the purposes of APS making a case finding.
b. If law enforcement is not going to pursue an investigation, the APS Supervisor shall consult with the APA to
determine if the investigation should be conducted by another DCF region.
The exception is when the report alleges self-neglect by an employee of DCF.
In that situation, APS staff in the region in which the employee resides shall conduct the investigation or request a courtesy
interview from another DCF region.
When the Alleged Perpetrator of abuse/neglect/financial exploitation (ANE) is a relative of a DCF employee, the investigation
shall be conducted by APS staff in another portion of the region in which the Involved Adult resides, or a request for a courtesy
investigation from staff in another region shall be made by the Supervisor. If the decision has been made to request a courtesy
investigation, the APS APA shall send an e-mail requesting the courtesy investigation to the APS APA for the region to which
the request is being made.
E. Conflict of Interest
When an employee is given an assignment that is or could be construed as a conflict of interest, the employee shall notify the
Supervisor who shall, in consultation and concurrence with the Regional APS Assistant Program Administrator, determine
whether it is appropriate to continue the assignment in question or to reassign the work to another staff person.
F. Law Enforcement Report
A report that alleges wrong-doing by a Law Enforcement Officer (LEO), the report shall be referred to the Kansas Bureau of
Investigation or internal affairs of the law enforcement agency, if one exists.
If there are parts of the report that allege ANE by others or self-neglect, the report shall be assigned to APS if screened in,
however the part that alleges wrong-doing by a LEO will not be investigated.
G. Joint Investigations with Law Enforcement
A joint investigation between the APS Specialist and law enforcement may occur in the following situations:
Per KSA 39 1433 Section 3 (1)
Immediately notify, in writing, the appropriate law enforcement agency when a criminal act has occurred or appears to have
occurred.
The PPS 10100, 10110, and 10120A shall be used to notify law enforcement and includes a request for assistance from law
enforcement in contacting the Involved Adult, if necessary
The Supervisor/designee shall:
a. Notify law enforcement DCF will not conduct an investigation relating to the alleged criminal offense, but will complete
an APS investigation, and offer protective services as needed and appropriate.
b. Check with law enforcement to ensure APS involvement does not interfere with the criminal investigation or case.
c. Document in KIPS record all contacts with law enforcement.
Per KSA 75-523 Section 3 (7) (e), whenever a state agency reports a matter involving suspected abuse, neglect or
financial exploitation of an adult to a law enforcement agency or a county or district attorney, such state agency shall
simultaneously forward such report to the ANE unit of Attorney General Office.
The PPS 10100, 10110, and 10120A shall be used to notify the ANE unit of all reports, excluding self-neglect,
forwarded to law enforcement or county or district attorney of alleged abuse, neglect, or financial exploitation which
include information regarding an alleged criminal act.
a. If the report/assessment indicates the Involved Adult is in a life endangering situation, including self-harm or
neglect, the APS Specialist shall determine if law enforcement assistance is needed.
b. If determined there is a safety risk to the APS Specialist.
There shall be a free exchange of information between the APS Specialist and law enforcement. Upon completion
of the criminal investigation by the law enforcement agency, a full report shall be provided to the Department for
Children and Families K.S.A. 39-1443(b).
If a dispute develops between agencies investigating a reported case of abuse, neglect, or financial exploitation, the
appropriate county or district attorney shall take charge of, direct, and coordinate the investigation.
H. Notification to KDADS licensed community-based facility Chief Administrative Officer (CAO)
If the report is assigned for further assessment, and the allegation occurred in a KDADS licensed community based facility or
agency or the Involved Adult is receiving in-home services provided by a KDADS licensed community based facility and the
Alleged Perpetrator is an employee of that facility, the assigned APS Specialist shall forward to the CAO of the involved
KDADS licensed community based facility the following:
1. Completed PPS 10125 within five (5) working days
2. A copy of the PPS 10110 with the following information redacted (if provided in PPS 10110):
a. Name and any identifying information about the reporter
b. Name, address, and relationship of Alleged Perpetrator to the Involved Adult
A community-based facility or agency licensed by Kansas Department for Aging and Disability Services include:
1. Residential Care Facilities (RCF),
2. Community Service Providers (CSP),
3. Community Developmental Disability Organizations (CDDO) Affiliates,
4. Community Mental Health Centers (CMHC),
5. Affiliated Community Mental Health Service Providers, and
6. Private Psychiatric Hospitals which does not include psychiatric units in a local community hospital which are licensed
by KDHE.
10201 Responsible Region for Conducting Investigation
The DCF region in which the involved adult is a resident is responsible for conducting the investigation. This includes situations in
which the involved adult is a resident of one DCF Region but the ANE occurred in another DCF Region.
10202 Request for Courtesy Interview
If an in person interview is required with the alleged perpetrator, involved adult, and/or a collateral witness (s) who lives in, or
temporarily resides in a DCF Region different than where the involved adult resides, a request for a courtesy interview shall be made
by the APS supervisor or designee in the region in which the involved adult resides to the APS supervisor in the region in which the
person to be interviewed is located.
10203 Transferring an APS Assigned Case to Another Reg
A. In the event an assigned case needs to be transferred to another region due to one of the following reasons:
1. assignment error by PRC staff;
2. the involved adult has moved to another region since the date of the report or
3. the alleged perpetrator is a DCF employee in the region in which involved adult resides and the decision has been made
by the APS Assistant Program Administrator in that region to transfer to a neighboring region, the following process shall
occur:
B. The sending Supervisor or APS HSA (Human Service Assistant) shall send an e-mail to the appropriate receiving Supervisor,
APA, and/or HSA. The e-mail shall contain the following:
1. CASE TRANSFER in the subject line, and high priority designation in Outlook for the e-mail.
2. The KIPS investigation number and a brief explanation of the situation, which would include any response time, or
priority need information.
C. The receiving Supervisor or APA shall:
1. Clarify any questions;
2. Make any needed changes in KIPS to accept the case to their region;
3. Contact KPRC to make the corrections on the intake side of KIPS;
4. Notify the sending supervisor of acceptance of the transfer.
D. If a response is not received from the receiving supervisor within 4 hours from the initial e-mail, or contact is due within the
working day, the sending Supervisor or HSA will make phone calls to the other region to determine who is available to review
and process the Transfer Request.
10204 Additional Perpetrators or
Abuse/Neglect/Exploitation Allegations Identified After
Initial Assignment
A. During an investigation/assessment, if there is reason to believe there is another perpetrator for the same allegation and incident
reported, the additional perpetrator shall be added to the current investigation and does not require a new report to the Kansas
Protection Report Center (KPRC).
B. If the assigned APS Specialist becomes aware of other abuse or neglect issues (other than self-neglect), not contained in the
assigned report, a new report to the KPRC is required.
C. If the APS Specialist becomes aware of another related concern of abuse or neglect, the APS Specialist may request to add a
sub-type allegation without a new report being made. The APS Supervisor may authorize the adding of a sub-type allegation.
1. Abuse Sub-type: physical injury, mental injury, sexual abuse, unreasonable use of a physical restraint, isolation or
medication, or a threat or menacing conduct.
2. Neglect Sub-type: by caretaker, by another person
3. Example: Original intake was assigned for Abuse; physical injury and during investigation, it was disclosed that there are
allegations of a threat or menacing conduct, then APS Specialist can request of the APS supervisor to add the sub-type
allegation of “threat or menacing conduct”.
4. Example: Original intake was assigned for Neglect by caretaker and during the investigation allegations of abuse are
alleged. A new report to the KPRC is required.
D. After a staffing with the supervisor and within five (5) days of first contact with Involved Adult, self-neglect may be added to
any type of report if warranted. The reason shall be noted in a KIPS case note. A new report to KPRC is not required.
E. in addition to the letter and if interviews have already occurred, the APS Specialist shall make contact by phone or face to face
to explain and address any questions resulting from this change.
1. The Form PPS 10204a shall be sent to the Involved Adult (IA) when allegations are changed during an investigation if
the IA has already been interviewed by APS Specialist. This form shall be sent within five (5) working days.
2. The Form PPS 10204a shall be sent to the Alleged Perpetrator (ALP) to notify them of the change in allegation if the
ALP has already been interviewed by the APS Specialist. This form shall be sent within five (5) working days.
10205 Investigations Involving Other States
A. If a report has been assigned for further assessment, per PPM 10115, and the Involved Adult is residing in or temporarily
staying in another state, the assigned APS Specialist shall:
1. Contact the Adult Protective Services agency and/or the appropriate law enforcement agency in the other state to request
courtesy interviews with the Involved Adult (IA) who is residing or temporarily staying in that state.
2. Consult with Supervisor to determine if the APS Specialist shall conduct interview with the Alleged Perpetrator by phone
or request other state to conduct the interview in person.
3. Request a written summary of the information obtained by the other state, and this shall be scanned into the KIPS record.
4. If the Involved Adult is receiving inpatient medical/psychiatric services in the other state, a nurse or social worker
assigned to the Involved Adult can determine safety. The day the nurse or social worker determines safety shall be the
date of initial face to face contact. The assigned APS Specialist will follow up with the Involved Adult upon their return
to Kansas and will complete the other tasks associated with the investigation.
B. Completing the Investigation
1. The assigned APS Specialist shall:
a. Complete all other tasks associated with investigations, within thirty (30) working days of receiving a report for
cases involving Abuse, Neglect, and Self-Neglect. Sixty (60) working day will be allowed for cases assigned for
Financial Exploitation.
b. Document in KIPS the date of initial face to face contact with the Involved Adult. If the Involved Adult resides in,
or is temporarily staying in, another state, the date the assigned APS Specialist contacted the other state to request a
courtesy interview shall be the date of initial face to face contact.
C. Other state unwilling to conduct the interview
If Adult Protective Services and/or law enforcement in the other state are not willing to conduct the interview with the Involved
Adult, and the IA is now residing in the other state or the length of stay for that adult may exceed thirty (30) working days,
regional APS staff shall request closure after assignment and make an APS report to that state. The reason for the CAA request
shall be the “Involved Adult has left the state”.
If the plan is for the Involved Adult to return to Kansas within twenty (20) working days, the investigation shall remain open
and continue when the Involved Adult returns to Kansas. Refer to B 1 a for clarification on timeframes.
10210 Contacts During the Investigation
A. Reasonable Efforts to Determine Safety
K.S.A. 39 – 1433(2) requires a face to face visit with the Involved Adult (IA). Telephone or letter contact is not sufficient. This
face to face visit shall be made within the assigned response time to assess the Involved Adult’s safety. Reasonable effort is
made if the APS Specialist attempted to contact the Involved Adult in a location where it is reasonable to expect the Involved
Adult to be found. If the APS Specialist is able to locate the Involved Adult, a face to face visit shall be made within the
assigned response time. The APS Specialist shall attempt at least two (2) times to locate the Involved Adult. The two (2)
attempts must be made within the assigned response time.
B. Allowable Reasons to Not Determine Safety within Required Response Time
There may be instances when it is not possible to determine safety of the Involved Adult within the assigned response time. If
contact is not made in the assigned response time, notify APS supervisor. Allowable reasons include:
1. Unable to locate Involved Adult;
2. Involved Adult has left the state;
3. Referred to Law Enforcement and APS Specialist has been directed by law enforcement or the county/district attorney not
to proceed;
4. After two unsuccessful attempts to locate the Involved Adult.
5. If the Involved Adult refuses contact and/or refuses to cooperate.
6. Involved Adult fails to keep scheduled appointments:
7. Natural or man-made disasters which create conditions that make it unsafe to get to the Involved Adult. Attempt to
contact as soon as conditions permits. If the immediate safety of the adult needs to be assessed, contact law enforcement to
request assistance;
8. The Involved Adult is deceased.
C. Initial Contact/Safety Determination of the Involved Adult
Initial contact with the Involved Adult shall be made within the time frame assigned on the intake and in accordance with KSA
39-1433(a). During the interview with the Involved Adult the APS Specialist shall:
1. Gather information in regard to the allegations contained in the report;
2. Assess the safety/risk of the Involved Adult;
3. Obtain information regarding any current services the Involved Adult is receiving from community agencies or more
informal providers, such as family or friends;
4. Advise the involved adult the APS Specialist is required to contact law enforcement if the APS Specialist suspects a crime
has occurred. If contacting law enforcement may increase the risk to the Involved Adult, discuss options with the supervisor
prior to notifying law enforcement.
5. Provide the Involved Adult the Client Rights brochure, PPS 10205, if the allegation is self-neglect or the PPS 10208 for all
other allegations and document in KIPS.
If APS Specialist did not provide the appropriate brochure during the initial face to face contact, the brochure can be mailed,
using the reported address or last known address of the Involved Adult or provided to them on a subsequent visit.
If the APS Specialist is not able to make face to face contact with the Involved Adult and the address of the Involved Adult
was provided in the report, the appropriate Client Rights brochure shall be mailed to the Involved Adult at that address.
If the reporter did not provide the address for the Involved Adult and the APS Specialist has not been able to obtain an
address, this information shall be documented in KIPS as the reason the Client Rights brochure was not provided to the
Involved Adult.
If the Involved Adult has a guardian and the identity and contact information for the guardian is available, the appropriate
Client’s Rights brochure shall be provided to the guardian, rather than to the Involved Adult.
D. Use of Authorized Collaterals for Safety Determination
On rare occasions, with supervisory approval, information gathered from authorized collaterals may be used to ascertain safety.
The date of the in-person visit by the authorized collateral shall be entered into KIPS as the initial face to face date.
Authorized collateral may be any one of the following:
1. Another DCF Specialist
2. A law enforcement officer
3. Director of Nursing, Charge Nurse, or Licensed Social Worker for reports of abuse, neglect, and exploitation occurring when
an Involved Adult is residing in a long-term facility.
4. Director of Nursing, Charge Nurse, or Licensed Social Worker for reports of abuse, neglect, and exploitation when the
Involved Adult has been admitted to the hospital and/or a psychiatric hospital.
Once safety has been ascertained by one of the above collaterals, the assigned APS Specialist shall follow up with the
Involved Adult as soon as possible.
E. Contacting the Guardian/Conservator
If the APS report indicates the Involved Adult has a guardian/conservator, the APS Specialist shall make diligent efforts to
contact the guardian/conservator to coordinate contact with the Involved Adult.
1. If the APS Specialist is unable to make contact with the guardian/conservator after making diligent efforts, and further
efforts to do so would cause the initial contact with the Involved Adult to not be made within the required time frame, the
APS Specialist may proceed with face to face contact with the Involved Adult. If the guardian/conservator was not able
to be contacted prior to the initial contact with the Involved Adult, the APS Specialist shall continue to make diligent
efforts during the course of the investigation to contact the guardian/conservator.
2. If the APS Specialist does not find out until after contact is made with the Involved Adult there is a guardian/conservator,
the guardian/conservator shall be notified after initial contact.
3. If the guardian/conservator is named as the alleged perpetrator the APS Specialist shall contact their supervisor or legal
for advice on how to proceed.
F. Death of Involved Adult during Investigation
When a report has been assigned and the Involved Adult dies following assignment of the report of abuse, neglect, or financial
exploitation, the investigation shall be continued in the following instances:
1. The death may be related to the allegation, and the allegation was not self-neglect;
2. Collaterals or Alleged Perpetrator were interviewed by APS or law enforcement (or both) and a finding can be made;
3. Documentation (e.g. law enforcement, medical, banks) was obtained and a finding can be made or;
4. The Alleged Perpetrator was in a position of trust to the Involved Adult (e.g. Power of Attorney, Durable Power of
Attorney, and Guardian/Conservator) or is employed as a caregiver.
The APS Specialist shall also follow procedures for reporting critical incident (PPS 10212) upon learning of the death of
the Involved Adult for reason which could be related to abuse/neglect at any time following case assignment.
10211 APS Investigator
The role of the Adult Protective Service Special Investigator (APSI) is to assist the assigned APS Specialist with specific tasks of the
investigation. When the APS Specialist has been assigned an investigation, the APS Specialist shall consult with the APS Supervisor
to determine if the (APSI) will be assisting in the investigation.
A. Time frame for Initiating Assistance:
The (APSI) can begin assistance with an open investigation only after the APS Specialist has completed the initial face to face
safety determination. This includes instances when the APS Specialist has made two unsuccessful attempts to locate the
Involved Adult during the assigned response time frame. If the APS Specialist continues to attempt contact with the Involved
Adult after the assigned response time frame, the initial face to face safety determination must still be completed and
documented in KIPS before the (APSI) can begin assisting with other investigative tasks.
B. Tasks Assigned to APS Special Investigator:
1. The (APSI) may conduct the following tasks, working in coordination with the assigned APS Specialist:
a. Accompany the APS Specialist to conduct the initial face to face safety determination the (APSI) shall not conduct
this safety determination on their own;
b. Interview the Alleged Perpetrator(s);
c. Interview reporter and any collateral witness(es);
d. Obtain relevant records from law enforcement, banks and other financial institution’s, medical providers or other
relevant entities;
e. Provide input to APS Specialist and make referrals to appropriate resources to meet the needs of the Involved
Adult;
f. Provide input to APS Specialist regarding development of a service plan or corrective action plan. The APS
Specialist develops and monitors these plans.
2. The (APSI) shall perform the following tasks for cases on which they are assisting the assigned APS Specialist:
a. Participate with the APS Specialist in staffing’s with supervisor during the course of the investigation;
b. Document in the KIPS record all activities performed, including updates with APS Specialist and participation in
case staffing to determine agency decision;
c. Participate with assigned APS Specialist in the case staffing with supervisor to determine agency decision;
d. Work closely with the APS Specialist or supervisor when responding to an appeal of agency decision or an appeal
hearing.
10212 Critical or Significant Incident Notification
Procedures
A. Definitions
1. Critical Incident: Includes any incident such as an adult death as defined below which may draw public, legislative, or
media concern.
2. Significant Incident: Unanticipated event which does not rise to the level of a critical incident, but has the potential risk of
a serious adverse outcome. This includes work related injury or death of a Department for Children and Families (DCF)
staff or an incident in which staff safety was seriously compromised such as incidents involving threats with a gun or
other weapons.
3. Adult Death: An adult who is the subject of an Adult Protective Services (APS) investigation whose death is related or
potentially related to an allegation of abuse, neglect and/or exploitation or an adult who received adult protective services
and dies under suspicious circumstances.
4. Near Death: An adult who is the subject of an APS investigation who is near death or dying related to an allegation of
abuse, neglect or and/or exploitation.
5. DCF Critical Incident Team: Individuals and positions designated by the Secretary of DCF to receive
information regarding critical incidents. DCF.CriticalIncident@ks.gov is the e-mail address.
B. Reporting an Adult Critical Incident
Information regarding critical Incidents and significant incidents may be received by the Kansas Protection Report Center
(KPRC) or by DCF staff. When KPRC or DCF staff become aware of an incident, they shall complete the initial notification
verbally or by e-mail immediately and no later than 12 hours of knowledge of the critical or significant incident.
1. Critical or Significant Incident Information Received by the KPRC
a. Critical Incidents
If a critical incident is reported to the KPRC during DCF business hours, the KPRC shall send the report to the PPS
Director, Assistant Regional Director, KPRC Supervisors via PRCSups@ks.gov (PRCSups mailbox), APS Program
Administrator, and the Regional APS Assistant Program Administrator (APA).
The Initial Assessment shall be completed on the report per section 10110.
Outside of DCF business hours, KPRC may receive reports involving a critical incident. The report shall be documented
per normal procedures. The report shall be immediately emailed to the PPS Director, Assistant Regional Director, KPRC
Supervisors (via PRCSups mailbox), APS Program Administrator, and the Regional APS APA.
b. Significant Incident
Reports involving a Significant Incident which are not assigned for further assessment are forwarded to the APS
Program Administrator.
2. Critical or Significant Incident Information Received by DCF staff
Upon receiving a critical or significant incident, the following shall occur:
i. DCF staff shall notify their immediate supervisor within 12 hours of receiving a critical or significant incident.
ii. The supervisor shall notify the APS APA by e-mail no later than 12 hours after receiving the notification from DCF
staff.
iii. The APS APA shall complete a written report using form PPS 10212 on the incident by the close of business on the
next working day of their knowledge of the incident.
iv. A copy of the completed PPS 10212 shall be forwarded to the Assistant Regional Director, Regional Attorney, APS
APA, APS supervisor, other Regional staff as appropriate, and APS Program Administrator.
v. For critical incidents, the PPS 10212 shall be sent to the DCF Critical Incident Team using the DCF critical
incident e-mail address.
C. Review of Critical Incident by DCF Critical Incident Team:
If the critical incident involves a death as the result of abuse, neglect or exploitation, the APS Program Administrator shall
schedule and coordinate a review of the facts
within 2 working days, or as soon as practical, from the receipt of the Critical Incident Response. The review may occur via
teleconference or in person. Participants invited include: Critical Incident Team, the PPS Director or designee, PPS legal, the
Regional Director or designee, APS Program Administrator, APS APA, and if needed the APS Supervisor and/or APS
Specialist.
If the critical incident does not involve a death, the PPS Director or Regional Director may request a Critical Incident Review if
it is believed the incident warrants review
by the DCF Critical Incident Team.
D. Providing Additional Information and Updates
The DCF critical Incident Team may request additional information or updates to case status. This information shall be
provided as requested through the DCF Critical Incident e-mail address within 2 business days of the request, or within a
timeframe designated by the Regional Director or designee. The subject line of the e-mail shall state, Case name-
“Attorney/Client Privileged Information”.
E. Review of a Significant Incident
Upon request of the PPS Director or designee, a review of the significant incident is scheduled and coordinated by the APS
Program Administrator within two working
days of receiving the request for a review. The review may be in person or teleconference. The Regional Director, or their
designee, APS APA, PPS Director and Deputy
Directors, PPS Legal, and APS Program Administrator shall be invited to participate.
10213 Contacting the Alleged Perpetrator
A. Contact with the alleged perpetrator shall be made unless:
1. The APS Specialist is unable to make contact with the involved adult (exceptions to this may be if the IA is deceased), or
2. The involved adult does not want the APS Specialist to contact the alleged perpetrator, when doing so would put the
involved adult at further risk.
The APS Specialist shall consult the supervisor to discuss how to proceed in cases where there is an inability to contact the
alleged perpetrator. The inability to contact the alleged perpetrator may result in a report being made to law enforcement.
B. Notifying the Alleged Perpetrator of Their Rights
The alleged perpetrator shall be informed of the allegation(s) and notified of their rights and provided a copy of the PPS 10240
brochure “What Happens if You Are Accused of Abuse, Neglect, Exploitation or Fiduciary Abuse”. The APS Specialist shall
document in KIPS the PPS 10240 was provided to the alleged perpetrator.
C. Contact with the Alleged Perpetrator
Two documented attempts to contact will be considered due diligence. Contact with the alleged perpetrator may be made
through letter, telephone, or in person:
1. If contact is by letter, a copy of the PPS 10240 shall be sent with the Interview Notice to Alleged Perpetrator (PPS
10230).
2. If contact is by telephone, the APS Specialist shall review with the alleged perpetrator the rights listed in the PPS 10240
prior to conducting the interview. A copy of the PPS 10240 shall be sent to the alleged perpetrator after the interview. If
the two attempts to contact the alleged perpetrator are by telephone, and the attempts have not been successful, the APS
Specialist shall send a PPS 10230 and PPS 10240 to the last known address for the alleged perpetrator.
3. If contact is in person, the alleged perpetrator shall be advised of their rights and given a copy of the PPS 10240 prior to
beginning the interview. If the alleged perpetrator refuses to accept a copy of the PPS 10240, this shall be documented in
KIPS.
4. If the decision is made to not contact the alleged perpetrator, the PPS 10240 brochure and PPS 10300 shall not be sent to
the alleged perpetrator. This shall be documented in KIPS.
4. Contacting Alleged Perpetrator Who Is a Minor
If the alleged perpetrator is a minor, the APS Specialist shall obtain permission from the minor’s parent(s) or guardian prior to
attempting to interview the minor and shall provide a copy of the PPS 10240 to the parent(s).
If contact is by letter, the PPS 10230 and PPS 10240 shall be mailed to the parent(s) or guardian of the minor.
The process for contacting the alleged perpetrators who are minors is the same as those in 10213 A (1) and (2). The exception
is contact shall occur with the parent(s) or guardian of the minor prior to any contact with the minor.
The PPS 10300 and all forms shall be sent to the alleged perpetrator in care of the parent or guardian.
If the minor is in the custodianship of the Secretary, the assigned DCF Specialist, in consultation with the PPS supervisor (or
designee, see PPM 0140), and the APS Assistant Program Administrator, shall consider retaining legal counsel to represent the
minor as an alleged perpetrator.
10215 Non-Critical Death Notification
When there is an open abuse or neglect (excluding self-neglect or financial exploitation) investigation and the Involved
Adult (IA) dies and the death is not related to abuse or neglect:
A. The APS Specialist shall complete the PPS 10215 and forward it, along with a copy of the obituary, if available, to
their Supervisor.
B. The Supervisor shall forward the PPS 10215 and the obituary, if available, to the Regional Assistant Program
Administrator (APA).
C. The APA shall forward a copy of the PPS 10215 and the obituary, if available, to the APS Program Administrator and
the Deputy Director.
D. The investigation shall be reviewed by APS Supervisor and APS APA as a possible Critical Incident if question
number four (4) on the PPS 10215 is answered “yes”.
10216 Closure After Assignment
A. Factors to consider when requesting approval for closure after assignment include, but are not limited to:
1. The Involved Adult (IA) does not meet the definition in K.S.A. 39 – 1430(a);
2. The allegations do not meet the definitions for ANE in K.S.A. 39 – 1430(b), (c), (d), (e);
3. The report is a consumer- to- consumer incident in a CDDO or affiliate and there is no indication of neglect by staff.
(Forward a copy of the PPS 10100 and 10110, to the KDADS.CSSPRC@ks.gov mailbox.)
4. The incident has been previously investigated or is currently being investigated, (The KIPS ID number shall be included
in the basis);
5. DCF does not have the statutory authority to investigate and/or report is responsibility of another agency (The report shall
be forwarded to that agency);
6. Reports indicating a need for a guardianship and/or conservatorship and there are no concerns of abuse, neglect, and/or
financial exploitation that meet the criteria based on K.S.A. 39 – 1430(a) reference in number 1. above;
7. Reports that indicate a need for a guardianship and/or conservatorship for youth in DCF custody that are 18 years of age
or are within twelve months of turning 18 years of age. (Send the PPS 10100 and PPS 10110 to the APA in the region
where the youth is residing. See PPS 10630 for guidance on these reports.);
8. Involved Adult passed away prior to date of report and the report does not meet the criteria for a Critical Incident or the
IA was not a consumer receiving services from a KDADS licensed community-based facility or agency. (excludes reports
of ANE in facilities licensed under KSA 75-3307B);
9. Involved Adult passed away prior to face to face contact and the reported allegation is self-neglect.
10. Youth/adult is under 21 years of age and in DCF Custody as a CINC. (These are investigated by PPS child-side per PPS
1385 Reports Involving Adults Under 21 Years of Age and in Custody of the Secretary of DCF.);
11. The alleged incident occurred in another state, DCF will screen out due to no jurisdiction to investigate;
12. Involved Adult has left the state, with no plans to return;
13. Alleged Perpetrator (ALP) is a law enforcement officer (See policy PPS 10200 E for guidance.)
14. Unable to locate Involved Adult. Reasonable attempts to determine safety as defined in PPM 10210 were made to locate
the Involved Adult. Attempts to locate the Involved Adult could include but are not limited to: Contacting the reporter, if
known, attempting to contact via mail, landlord, employees, known friends or relatives. Any additional information
received from these contacts shall be utilized to locate the Involved Adult. Documentation of all attempts shall be
attached to the report as a note in KIPS;
15. Report is the responsibility of another agency.
B. Process for Requesting Closure After Assignment
Closure after assignment may be requested prior to or following the initial face-to-face contact with the Involved Adult.
If the intake and/or initial face-to-face contact information indicates the investigation could be closed after assignment the
following process shall occur:
1. If the request for closure after assignment is made prior to the initial face-to-face contact, the request shall be made in
time to allow timely face-to-face contact if the request is denied by APS Supervisor, APS APA, or KPRC Supervisor.
2. If the APA or KPRC Supervisor approves closure after assignment within the required initial face-to-face contact time
frame for the allegation(s), a face-to-face contact is not required. If the APA or KPRC Supervisor approval/denial comes
after the required time frame for initial face to face contact, the APS Specialist shall have made a face-to-face visit or
have made at least 2 reasonable attempts within the required time frame.
3. If the initial face-to-face visit has been made or the Involved Adult is unable to be located, the request for closure after
assignment shall be made within five working days from date of initial face-to-face contact or date of second unsuccessful
attempt.
4. The APS Specialist shall complete the PPS 10216 and consult with the APS Supervisor to determine if further assessment
is needed. The investigation shall continue when there is an indication contacts are needed with caregivers, family
members, or other collateral witnesses to obtain additional information regarding the allegations of
abuse/neglect/exploitation or to sufficiently assess the risk and/or safety concerns of the Involved Adult.
5. Upon review of the information by the Specialist and APS Supervisor, if it is recommended the investigation need not
proceed, the APS Supervisor shall forward the completed PPS 10216 and consult with the APS APA. The APS Specialist
shall document in KIPS the information which was obtained and reviewed to make the determination to request closure
after assignment.
6. The APS APA shall make a determination whether to continue on with the investigation or refer back to the KPRC
Supervisor to make a final determination to either continue on with the investigation or close after assignment.
7. If the APS APA concurs the investigation should be closed after assignment, the APA shall submit the PPS 10216 request
to the Kansas Protection Report Center supervisor’s email address: DCF.PRCSUPS@ks.gov. The subject line of the
email shall indicate an APS Closure After Assignment request. The APA shall also enter a Case Management Activity
note in KIPS, with the description of: Closure After Assignment Request, providing this information.
8. If the closure after assignment request is denied by either the APS APA or KPRC, the reason shall be documented in the
Kansas Intake/Investigation Protection System (KIPS) and the investigation shall proceed.
C. APA or KPRC Tasks to Approve/Deny Closure after Assignment Request
1. The APA or a KPRC supervisor shall determine whether the documentation submitted meets the criteria to override the
Initial Assessment Decision.
2. Upon review of the information, the APA or KPRC supervisor may request additional information from the Supervisor or
APA.
3. Upon determining the submitted information is sufficient, the APA or KPRC supervisor shall make a decision by the end
of the next working day. The APA or KPRC supervisor shall attempt to make a decision in time to allow the worker to
meet this contact requirement.
4. The APA or KPRC supervisor shall add documentation in the PPS 10110 supporting the decision to either close after
assignment or continue with the investigation. The original basis statement indicating acceptance of the report shall not be
deleted.
5. Upon final review by the APA or KPRC Supervisor and the final determination is to close after assignment, the APA or
KPRC Supervisor sets the intake to “complete” in the Kansas Intake/Investigation Protection System (KIPS).
6. The APA or KPRC Supervisor shall make a note of their decision in KIPS Notes in the Intake and Investigation Chapters
for the APS APA and APS Supervisor. The PPS 10216 shall be attached to this note. The APS Specialist, APS
Supervisor and APA will be notified from the KIPS note.
7. The APA or KPRC Supervisor shall change the status of the case in the Investigation and Allegation Chapters to Close
After Assignment and set to complete.
D. Procedure When Investigation is the Responsibility of Another Agency or DCF Does Not Have Authority to Investigate
1. Request Made Prior to the Initial Face to Face Contact:
2. When the information provided by the reporter clearly identifies this report being one which is the responsibility of
another agency or one which DCF does not have authority to investigate, regional staff shall follow the process in PPS
10216B to request closure after assignment.
3. The APA or KPRC staff shall follow the process in PPS 10216C to approve closure after assignment. The APA or KPRC
staff shall forward the intake to the appropriate agency or to the appropriate CSS or MH mailbox, if applicable. See PPM
10110 (G).
4. Request Made Following Initial Face to Face Contact:
When the request for closure after assignment is made following the initial face to face contact, the regional APS APA
shall request closure after assignment following the process in PPS 10216 B. The APA or KPRC staff shall follow the
process in PPS 10216 C to approve closure after assignment.
The APS Specialist shall forward the intake to the appropriate agency or to the appropriate CSS or MH mailbox, if
applicable, regardless of whether the information from the reporter clearly identified this report being one which is the
responsibility of another agency or one which DCF does not have authority to investigate. See PPM 10110 (G).
Regional APS staff shall document these activities in the notes section of the investigation chapter of the KIPS record and
check to ensure closure after assignment has been entered by the APA or KPRC staff as the closure reason on the
investigation page and in the allegation chapter.
10220 Investigations Involving Other Agencies
Joint investigations may be conducted with Kansas Department for Aging and Disabilities (KDADS) licensed facilities or agencies. If
it is determined joint investigations will be done, there shall be a Memorandum of Agreement (MOA) between the Region and the
agency or facility. The MOA must be approved by the regional attorney.
There may be instances when joint investigations are not in the best interest of the Involved Adult. Therefore, the decision to conduct a
joint investigation is solely the decision of the APS Specialist and Supervisor.
A. Memorandum of Agreement
The Memorandum of Agreement shall contain the following information:
1. Applicable APS Statutes (K.S.A. 39 -1430 et seq.).
2. Roles and responsibilities of APS Specialist.
3. Roles and responsibilities of agency/facility staff and a designated contact to carry out responsibilities.
4. Interviewing protocols to be used with the Involved Adult, Alleged Perpetrator and collaterals.
5. Statement on confidentiality and limits of information sharing pursuant to K.S.A. 39-1434.
6. Statement that rights of the Involved Adult and the Alleged Perpetrator will be protected.
7. Statement indicating APS makes the final decision(s) regarding the allegation(s)
8. Statement the facility will independently determine what action needs to be taken and the facility cannot use the finding
made by APS as the sole basis for any adverse personnel action.
9. The effective date of the Agreement.
10. Date for review (at least annually) and
11. Conditions under which termination of the Agreement may occur.
B. Contacting Abuse Neglect Exploitation Unit (ANE) of Attorney General’s Office When Unable to Complete an Investigation
When the APS Specialist and Supervisor have determined the investigation cannot be completed and determine further action
may be needed to protect the Involved Adult, the APS Specialist shall e-mail a copy of the intake documents, log notes, and
other case documents to APS Program Administrator and Prevention and Protection (PPS) Legal Division/designee. This
would include cases where the APS Specialist has been unable to gain necessary cooperation and/or documentation to determine
if abuse/neglect/exploitation has occurred. This does not include cases where there is an ongoing criminal investigation by law
enforcement which has not resulted in a finding.
APS Program Administrator and PPS Legal Division/designee shall review the information and forward to the Abuse, Neglect,
and Exploitation (ANE) Unit. This shall occur within ten (10) working days of reaching the decision the investigation cannot be
completed upon review of information, ANE Unit may direct investigation of allegations by the appropriate law enforcement
agency.
C. Request for Information from the ANE Unit in the Attorney General’s Office
1. When the ANE Unit requests additional information on an APS investigation in which it appears a crime may have been
committed and the PPS 10100, 10110, and 10120A have been sent to LE and the ANE Unit, the APS specialist will
respond directly to the ANE Unit staff requesting the information.
2. When the ANE Unit requests information regarding a substantiated finding packet, the APS specialist shall provide the
requested information to the APS supervisor and Assistant Regional Program Administrator. The Assistant Regional
Program Administrator will review the information to ensure all requested information has been provided, and shall,
within ten (10) working days of the request, forward the requested information to ANE unit staff making the request.
3. If the request is for a copy of the case record. The Assistant Regional Program Administrator shall ensure the contents of
the KIPS file are up to date and complete. Upon completion of the case review. The APA shall email the PPS Deputy
Director or APS Designee who is responsible for coordinating all requests for information/records and serves as liaison to
the ANE unit. PPS Administration staff shall prepare the file for electronic submission and notify the PPS APS Deputy
Director when ready to send. The PPS APS Deputy Director shall review the documents and forward to ANE Unit staff.
10221 Assigned KDHE Licensed Facility Reports to APS
1. The APS Specialist shall investigate staff-to-consumer reports for the below licensed Kansas Department of Health and
Environment (KDHE) facilities:
a. Home Health Agencies- Licensed & Certified
b. Home-Based Hospice
2. Upon assignment of an investigation involving a Home Health Agency or Hospice, the APS specialist shall send the non-
redacted Combined Intake Report to KDHE.Complaints@KS.gov.
3. The APS Specialist and KDHE investigator may work jointly on the investigation.
10224 Assessment of Involved Adult
Within thirty (30) or sixty (60) working days of receiving a report, the APS Specialist shall complete a thorough investigation and
assessment. The goal of the investigation and assessment is to determine the safety of the Involved Adult (IA) and to recommend
services required to address any needs identified through the assessment.
If conducting the investigation within thirty (30) or sixty (60) working days would interfere with an ongoing criminal investigation,
the time period for the investigation shall be extended, but the investigation and assessment shall be completed within ninety (90)
working days.
Assessment is an ongoing process. The assessment is based on the APS Specialist’s observations, interviews with the Involved Adult
and the Alleged Perpetrator, and information obtained from collateral contacts.
A. Components of the assessment:
The following areas may be considered in the assessment for each Involved Adult as part of the APS investigation. Examples
include:
1. Environment:
a. Assess the daily living environment to make a judgment whether this contributes to the Involved Adult’s
endangerment. This should include consideration as to whether:
b. The Involved Adult is mobile to the extent that he or she can exit the building
c. The living quarters are adequately heated or cooled
d. Toilet facilities are available and in working condition.
e. There is refrigeration and other adequate storage for food.
f. There is ready availability of a telephone to contact help.
g. There is no animal, rodent, or insect infestation.
h. Utilities are working.
i. There are no other endangering housing deficiencies.
The assessment of the physical environment should include identification of type and feasibility of needed improvements
or changes to the Involved Adult’s environment, and whether the adult is isolated in his or her environment
2. Functional Ability
There is a direct relationship between an Involved Adult’s risk of being abused, neglected, or exploited and his or her
dependence on others for performance of activities of daily living (ADLs). An assessment of the Involved Adult’s ability
to manage these daily living activities is one consideration in assessing his or her need for protective services. Examples
include:
a. Bathing
b. Dressing
c. Toileting
d. Transferring
e. Eating
f. Using the telephone
g. Shopping for essential supplies
h. Preparing food
i. Performing housekeeping and laundry tasks
j. Travelling independently
k. Assuming responsibility for medication
l. Managing his/her own finances.
3. Physical/Health
The assessment of the Involved Adult’s physical health may be based on reports of illness, disabilities, and symptoms by
the individual or by friends, relatives, or other contacts, or by the APS Specialist’s observation of apparent medical
problems. Additional areas to consider when assessing physical health include:
a. Current medical condition, including any diagnosis or prognosis available, and any services being used.
b. Symptoms observed by the APS Specialist or reported by the Involved Adult or other observers that may not have
been diagnosed or treated.
c. The number and types of medication(s) the Involved Adult is currently taking (prescription and non-prescription)
and whether medication is being prescribed by multiple physicians.
d. Eating habits (nutrition and hydration).
e. Need for assistive devices (eyeglasses, hearing aids, dentures, and mobility aids to compensate for physical
impairments, etc.)
4. Mental/psychosocial health
While an APS Specialist’s assessment of an Involved Adult’s psychological functioning cannot take the place of a formal
clinical evaluation, it can suggest a psychiatric condition is present and is contributing to the IA’s endangerment. This
assessment can provide the APS Specialist with reason for recommending a more complete assessment by mental health
professionals. Areas to consider when assessing psychosocial status include:
a. General appearance is appropriate and consistent with age, social, and economic status. This includes, but is not
limited to, an evaluation of appropriateness of dress and personal hygiene
b. Perceived emotional or behavioral problem(s)
c. Orientation to person, place and time as well as memory and judgment capacity
d. Manifestations of emotional or behavioral problems (i.e., insomnia, nightmares, crying spells, depression, agitation,
unusual fears, thoughts, perceptions, delusions, hallucinations, etc.)
e. Major life changes/crises in the past year (i.e., death of a significant person, loss of income, a move, an illness,
divorce, institutional placement, etc.)
f. Ability to follow simple instructions
g. Ability to manage financial affairs
h. Appropriate responses to questions
i. Self-endangering behavior of the adult (i.e., suicidal behavior, refusal of medical treatment, gross self-neglect,
wandering, aggressive acts that are likely to precipitate retaliation, etc.)
j. The APS Specialist’s evaluation regarding the Involved Adult’s ability to make responsible, rational, and informed
decisions as well as the ability to understand the probable consequences of his or her decisions.
B. Guidelines for determining capacity to consent
Mental illness, intellectual disability, physical illness, dementia, disability, alcoholism, substance abuse, and other conditions
may be reasons why an Involved Adult is unable to make, communicate, or carry out responsible decisions concerning his or her
well-being.
A review of the following abilities will help the APS Specialist differentiate between those who are and those who are not able
to make, communicate, or carry out responsible decisions concerning his or her well-being.
1. Ability to communicate a choice
Assess the Involved Adult’s ability to make and communicate a choice from the realistic choices available. Assess the
Involved Adult’s ability to maintain the choice made until it can be implemented.
2. Ability to understand relevant information
Assess the Involved Adult’s ability to understand information that is relevant to the choice that is to be made (i.e., without
treatment gangrene will likely cause death).
3. Ability to compare risks and benefits of available options
Assess the Involved Adult’s ability to compare risks and benefits of available options. This requires weighing risks and
benefits of a single option and weighing more than one option at the same time. Can the Involved Adult give a logical
explanation for the decision he or she reached in terms of risks and benefits?
4. Ability to comprehend and appreciate the situation
Assess the Involved Adult’s ability to comprehend and appreciate the situation. An Involved Adult may be able to
understand relevant information (i.e., without treatment gangrene will likely cause death) and yet be unable to appreciate
his or her own situation (i.e., believes his or her own gangrenous foot will not cause his or her death or disregards medical
opinion and denies the foot is gangrenous). An Involved Adult who comprehends and appreciates the situation will
acknowledge illness when it is shown to be present and acknowledge the risks and benefits of available treatment options
for him or herself.
C. Support System
To assess the Involved Adult’s support system, the APS Specialist’s shall first identify those family, friends, neighbors, religious
and other voluntary groups, and any formal supports that comprise the adult’s social network. To assess the support of these
persons or groups, it may be helpful to answer the following questions:
1. Does the Involved Adult have family, friends, neighbors, and organizations available to assist him or her?
2. Are these persons and organizations able to provide effective and reliable assistance?
3. What is the frequency and quality of assistance available to the Involved Adult from informal and formal support
systems?
D. Income and resources
Assess the Involved Adult’s knowledge of his income and resources and his ability to manage his financial affairs. Dementia,
disorientation, and short-term memory loss leaves an individual vulnerable to financial exploitation by others or can lead to self-
neglecting circumstances such as utility cut-offs or the inability to purchase needed medication. If the Involved Adult is unable
to discuss his income and financial management ability, the APS Specialist should contact family members, supportive friends,
substitute decision makers or financial institutions who have knowledge of an Involved Adult’s income and resources.
Obtaining this information will not only address the issue of exploitation but also be useful for service planning and assistance
with benefit program eligibility determinations.
10300 Case Findings
All case findings shall be staffed with a supervisor or APA and a finding made within thirty (30) or sixty (60) working days. Cases
involving Abuse, Neglect and Self-neglect shall have findings completed within thirty (30) working days of the case assignment. Cases
assigned for financial exploitation shall be made within sixty (60) working days of the case assignment.
A. Types of Findings
The standard of evidence applied to all case findings is clear and convincing. Clear and convincing evidence is defined as the
evidence which shows the truth of the facts asserted is highly probable.
1. Unsubstantiated – The facts or circumstances do not provide clear and convincing evidence to meet the K.S.A. definition
of abuse, neglect, or financial exploitation.
2. Substantiated – The facts and circumstances provide clear and convincing evidence to conclude the Alleged Perpetrator's
actions or inactions meet the K.S.A. definition of abuse, neglect, or financial exploitation.
In the rare event where there is clear and convincing evidence that the abuse/neglect/exploitation did occur but the evidence to
substantiate on the Alleged Perpetrator is not clear and convincing, a substantiated finding can be made without an identified
perpetrator.
B. Law Enforcement Involvement
When law enforcement has directed APS to not interview the Alleged Perpetrator until the completion of the criminal
investigation, the APS protection specialist shall contact the Alleged Perpetrator after receiving instructions from law
enforcement for the APS investigation to move forward. The APS Specialist shall follow procedures in PPS 10213 for
contacting the Alleged Perpetrator.
The report of a law enforcement investigation may be used to help make a finding.
C. Allowable late finding reason:
If completing the case finding within thirty (30) working days for abuse and neglect or sixty (60) working days for financial
exploitation, interferes with an ongoing criminal investigation, the time period for the investigation shall be extended, but the
investigation and evaluation shall be completed within ninety (90) working days from the date of assignment.
If a finding is made prior to the conclusion of the criminal investigation, the investigation and evaluation may be reopened, and
a new finding made based on any additional evidence provided as a result of the criminal investigation. A new finding (PPS
10300) shall be sent to the Alleged Perpetrator and Due Process shall be followed.
10315 Corrective Action Plans
A Corrective Action Plan (CAP) may be offered when the allegation is financial exploitation, the finding is substantiated, and the
name of the Alleged Perpetrator would be added to the Adult Abuse, Neglect, and Exploitation (ANE) Central Registry if a CAP were
not implemented and completed. A CAP may be offered on a case by case basis, after consulting with the Adult Protective Services
(APS) Supervisor and other Regional staff as appropriate.
The incentive for an Alleged Perpetrator to complete the CAP is his/her name will not be placed on the Adult ANE Central Registry
and the finding will be amended from substantiated to unsubstantiated.
Corrective Actions Plans are individualized plans which shall be written with input from the Involved Adult and the Alleged
Perpetrator.
A CAP may only be used for the purpose of restoring money or property.
A. A Corrective Action Plan is not available to an Alleged Perpetrator who is:
1. Employed by a Community Developmental Disability Organizations (CDDO) or an affiliate; or
2. A paid Medicaid provider. This includes Home and Community Based Services waiver attendants, employees of
community service providers (CSPs), and Residential Care Facility or Adult Family Home staff.
B. When determining whether to offer a CAP the APS Specialist may consider the following information:
1. If the Alleged Perpetrator is able to pay the money back;
2. If the financial exploitation deprived the Involved Adult of needed goods and/or services;
3. If the Alleged Perpetrator acknowledges why his/her action was exploitative or abusive;
4. If there have been no prior instances on the part of the Alleged Perpetrator.
C. To initiate a CAP, the APS Specialist shall:
1. Determine what the needs are (for example, money or property to be restored).
2. Designate a timeframe for completion of the CAP. If the timeframe will exceed six (6) months, prior approval will be
needed from the APS Program Administrator. Document approval in KIPS notes.
3. Complete the PPS 10250 (CAP) with the Alleged Perpetrator.
4. Establish a schedule for the Alleged Perpetrator to provide documentation to the APS Specialist. It is the Alleged
Perpetrator’s responsibility to provide documentation. Failure by the Alleged Perpetrator to provide documentation may
result in termination of the plan.
5. Scan a copy of the PPS 10250 into the notes section of the KIPS record and document all contacts, letters, and other
documentation provided by the Alleged Perpetrator.
6. Have a parent or guardian sign the PPS 10250 if the Alleged Perpetrator is under age 18 or if the Involved Adult has a
guardian.
7. Provide a copy of the PPS 10250 to the Abuse Neglect and Exploitation Unit in the Attorney General’s Office and to law
enforcement within ten (10) working days of the completing the PPS 10250.
8. Review the CAP every thirty (30) days for compliance and document in KIPS notes.
D. Once the Alleged Perpetrator successfully completes the CAP, the APS Specialist shall:
1. Within five (5) working days, complete the PPS 10315, Notice of Termination of Corrective Action advising the Alleged
Perpetrator of the outcome of the CAP.
2. Amend the finding to unsubstantiated and his/her name will not be placed on the Adult ANE Central Registry.
3. Provide a copy of the PPS 10315 to the Abuse Neglect and Exploitation Unit in the Attorney General’s office and law
enforcement.
4. Scan a copy of the PPS 10315 into the notes section of the KIPS record.
E. If the Alleged Perpetrator fails to complete the CAP, the APS Specialist shall:
1. Within five (5) working days of the decision to terminate the CAP, complete and send the PPS 10315, Notice of
Termination of Corrective Action, to the Alleged Perpetrator.
2. Within five (5) working days of the decision to terminate the CAP, send the PPS 10315 to the ANE Unit in the Attorney
General’s office and the appropriate law enforcement agency.
3. Scan a copy of the PPS 10315 into the KIPS record and document in KIPS.
F. If the Alleged Perpetrator does not complete the CAP within the agreed upon time frame, they may still pay the remaining
balance of the funds and/or property. This payment shall be made prior to the deadline to request a fair hearing to appeal the
substantiated finding and placement of the name on the Adult ANE Central Registry.
10320 Required Documentation for Case Findings
The APS Specialist shall review all abuse, neglect, and financial exploitation findings with the supervisor or designee. Once a finding
is reviewed, the APS Specialist shall complete all necessary documentation in the Kansas Intake/Investigation Protection System
(KIPS) notes section within five (5) working days.
A. Notes Section Documentation
The necessary documentation shall include the following information:
1. The APS Protection Specialist, in consultation with the supervisor and/or designee shall make the finding decision. The
finding decision along with rational shall be documented by the APS supervisor and/or designee in KIPS as Meeting/Case
Conference note type.
A. The minimum five elements are required in a finding note, but not limited to:
1. Finding is based on evidence that meets or does not meet the clear and convincing standard of
proof.
2. Summary of interview with the Alleged Perpetrator (ALP) /Unable to interview ALP.
3. Collateral information which helps support the finding.
4. Summary of interview with the Involved Adult (IA).
5. Summary of allegations including, but not limited to, vulnerability, cognitive status, and legal
representative.
2. Notice of Agency Decision note type including documentation of recipients of the notices.
B. Notice of Agency Decision
The Notice of Agency Decision shall be sent to the Alleged Perpetrator on all findings, excluding self-neglect, within five (5)
working days of making the finding. The Notice shall include a brief explanation of the allegation, basis for the finding, and the
Prevention and Protection Services Policy and Procedure Manual (PPM) reference for the definition of substantiated or
unsubstantiated. The PPS 10300 shall not be sent to the Involved Adult.
The Involved Adult or, if applicable, his/her guardian shall also be notified, including closure of a self-neglect investigation.
The APS Specialist shall use professional judgment based on interaction with the Involved Adult and his/her understanding as
to whether notification is made by personal visit, telephone, or letter. If notification is in written form, the PPS 10320A form
letter shall be used for self-neglect assessments, and the PPS 10320B form letter shall be used for investigations of all other
allegations. The APS Specialist may hold off sending the PPS 10320A or PPS 10320B until after all allegations in a case have
a finding. The PPS 10320A or PPS 10320B shall be sent within five (5) days following all allegations in a case that have a
finding.
If the guardian is the Alleged Perpetrator, the PPS 10320B shall not be sent to the guardian, as they receive notice of the agency
decision by receiving the PPS 10300.
When there are allegations of self-neglect and one of the other allegation types, the Involved Adult shall be sent only the PPS
10320B.
The APS Specialist shall consult with the supervisor, and if necessary, the Regional attorney, if there are concerns that
notification to the Involved Adult and/or Alleged Perpetrator might jeopardize the safety of the Involved Adult. If the Involved
Adult lives with the Alleged Perpetrator and notifying the Alleged Perpetrator of the unsubstantiated finding may result in safety
concerns an exception to sending the Notice of Agency Decision may be made. The decision not to send a Notice of Agency
Decision shall be documented in KIPS. In all substantiated cases, the Alleged Perpetrator shall be notified.
C. Notification to Law Enforcement, County/District Attorney
If the finding is substantiated, a copy of the PPS 10350 shall be forwarded to law enforcement within five (5) working days of
the finding date and if appropriate, the county/district attorney’s office.
D. Notification to Economic and Employment Services (EES) Regarding APS Finding
If the finding is the result of an EES referral for misappropriation of funds, provide the PPS 10300 to the EES worker who made
the referral.
E. Notification to Facility Regarding APS Finding
See Policy PPS 10321 for further guidance on sending the PPS 10340 form to Adult Care Homes and Community Based
Facilities per K.S.A. 39-1433 (d).
F. Notification to Quality Management Specialists (QMS) Regarding APS Finding
The QMS shall be notified of the investigation outcome by sending the PPS 10100, 10110, and 10300 or 10320A (as
applicable) to the KDADS.CSSP[email protected]ov mailbox for adults on a waiver or to the
KDADS.MHPRCReports@ks.gov.mailbox for adults receiving services from a Community Mental Health Center within five
(5) working days of the finding date.
The QMS shall also be sent the Notification to Facility Regarding APS Finding (PPS 10340) for all cases in which the PPS
10340 is sent to the Chief Administrative Officer of the KDADS licensed community-based facility, per PPM 10321(A).
The subject line of the email shall contain specific information necessary to identify the type of report for KDADS:
1. Finding: Substantiated or Unsubstantiated
2. Waiver Type: FE, PD, IDD, BI, etc. or name of Community Mental Health Facility
3. County where the facility is located: Two letter code
4. An example for the subject line of the e-mail shall read:
A. Unsubstantiated PD JO
B. Substantiated Pawnee Mental Health Center RL
If additional information is obtained during the investigation which was not fully described on the PPS 10100, PPS 10110 or
PPS 10340 the APS Specialist may provide a summary in the email notification.
G. Notification to the Abuse, Neglect, and Exploitation (ANE) Unit.
The following shall be faxed or e-mailed to the ANE Unit of the Attorney General’s office within ten (10) working days of the
date of finding if the finding is substantiated:
1. A copy of the PPS 10300, Notice of Agency Decision, except self- neglect;
2. Notification to Law Enforcement: PPS 10120A and PPS 10350;
3. A summary of finding printed from KIPS Notes Section;
4. PPS 10100 and PPS 10110;
5. PPS 10370 Coversheet located in the forms section of the Manual. If there is a delay in making a finding, the reason for
the delay shall be included on the cover sheet.
6. The ANE Unit prefers the documents be faxed, but if e-mailing, include in the subject line the wording “New Finding”
and “encrypt”. E-mail documents to the following address: ane@ag.ks.gov
H. Notification to the Medicaid Fraud Unit (MFCU)
The following shall be faxed or e-mailed to the Medicaid Fraud Unit within ten (10) working days of the date of finding if the
finding is substantiated:
1. A copy to of all reports submitted to Law Enforcement regarding alleged criminal activity to MFCU. The following
forms will be sent to MFCU@ag.ks.gov; PPS 10100, 10110, 10120a,10300, 10350, Closure Summary.
I. Reports to State Regulatory Authority from Adult Protective Services Regarding Finding of Abuse, Neglect, or Financial
Exploitation (PPS 10360)
At the conclusion of the appeal period, the APS Specialist or designated staff shall, within five (5) working days forward the
substantiated finding involving providers of services licensed, registered, or otherwise authorized to provide services in this state
to the appropriate state authority, using the PPS 10360. K.S.A. 1433(4)(b).
J. Notification to PPS Administration of Substantiated Finding on Person who Works, Resides, or Volunteers in a childcare
facility (foster or group homes) regulated by DCF:
When a substantiated finding is made on an Alleged Perpetrator who works, resides, or volunteers in a childcare facility
regulated by DCF Licensing or KDHE, PPS Administration shall be notified of the substantiated finding. The steps are as
follows:
1. The APS Specialist notifies the supervisor
2. The Supervisor informs the APA.
3. The APA will complete the PPS 10212 Critical Incident Form and send it, along with the copy of PPS 10100, 10110 and
the 10300 to Assistant Regional Director, Regional Attorney, APS Program Administrator, and the DCF Critical Incident
mailbox by close of business on the next working day after finding made:
In the subject line of the e-mail indicate this is a substantiated finding on a person who works, resides, or volunteers in a
childcare facility regulated by DCF Licensing or KDHE.
Review of the substantiated finding and providing additional information shall follow PPS10212C-E.
10321 Notifications to Community Based Facilities or10321 Notifications to Community Based Facilities or
Adult Care HomesAdult Care Homes
A. The notification (PPS 10340) to the Community-Based facility regarding the APS finding shall be sent to the Chief
Administrative Officer of the KDADS licensed Community-Based facility in the following situations:
1. The abuse, neglect or financial exploitation (ANE) occurred in the facility (residential, day services, etc.) or
2. The Alleged Perpetrator of abuse, neglect, or financial exploitation is an employee of the KDADS licensed Community-
Based facility, and the facility is providing in-home services to the Involved Adult.
a. The PPS 10340 shall be sent within five (5) working days of the finding decision (SUBSTANTIATED and
UNSUBSTANTIATED).
b. See PPM 10110 (B)(1)(b) for examples of Community-Based facilities licensed by KDADS.
c. If the allegation is self-neglect, do not send a PPS 10340.
d. The PPS 10340 shall not include the name of the Alleged Perpetrator. For consistency, the KIPS determination
notes box on the Investigation Chapter shall utilize the following language;
i. “On (DATE) DCF received a report alleging (ALLEGATION) of (VICTIM). Based on the information
gathered during the investigation, there (is/is not) sufficient evidence to determine (ALLEGATION) has
occurred as defined by K.S.A. 39-1430.”
B. Notification to Adult Care Homes regarding the Substantiated APS finding shall be sent to the Adult Care Home Administrator
in the following situations.
1. The abuse, neglect, or financial exploitation occurred while the Involved Adult is a resident of the Adult Care Home at
the time of the report or incident and the Alleged Perpetrator is a community member. K.S.A. 49-1433 (d).
2. This includes any incidents that occurred in the community while they were a resident of the Adult Care Home.
a. The PPS 10340 shall be sent within five (5) working days of the finding decision (SUBSTANTIATED ONLY).
b. The PPS 10340 shall not include the name of the Alleged Perpetrator. For consistency, the KIPS determination
notes box on the Investigation Chapter shall utilize the following language;
i. “On (DATE) DCF received a report alleging (ALLEGATION) of (VICTIM). Based on the information
gathered during the investigation, there (is/is not) sufficient evidence to determine (ALLEGATION) has
occurred as defined by K.S.A. 39-1430.”
10330 Request for a Fair Hearing
K.S.A. 75-3306 mandates Department for Children and Families (DCF) provide a fair hearing “to any person who is an applicant,
client, inmate, other interested person or taxpayer who appeals from the decision or final action of any agent or employee”. The fair
hearing will be conducted in accordance with the Administrative Procedure Act, K.S.A. 77-501, et seq.
DCF fair hearings are conducted by the Office of Administrative Hearings (OAH). The Director of OAH assigns an appeal case
number and a Presiding Officer to each request for fair hearing received.
If an appeal has been filed, the name of the alleged perpetrator for whom a substantiated finding has been made shall not be placed
onto the Adult Abuse/Neglect/Exploitation Registry until the final decision upholding the substantiated finding has been made.
The alleged perpetrator has 30 days from the date of the Notice of Agency Decision (PPS 10300) to request a fair hearing. By statute,
an additional three (3) days is added to the time allowed to file the request if the Notice of Agency Decision was mailed to the alleged
perpetrator.
A. Request for Fair Hearing
A request for fair hearing shall be in writing and shall be submitted to either DCF or the Office of Administrative Hearings (Per
K.A.R. 30-7-68 Appeals, Fair Hearings, et al.).
Submitted to DCF means the request is received by any DCF employee at any DCF office.
If the request for a fair hearing is initiated on a perpetrator under the age 18, it must be signed by the parent or guardian.
B. When the written request for fair hearing is submitted to DCF:
1. Within one working day of receipt, the APS Specialist shall forward the request to:
Office of Administrative Hearings
1020 S. Kansas Avenue
Topeka, KS 66612.
2. The APS Specialist shall review the KIPS record to determine if the request has been received within 30 days after the
date the Notice of Agency Decision was provided to the alleged perpetrator in-person or 33 days if the Notice of Agency
Decision was mailed.
3. APS Specialist shall promptly provide notice of a request for a fair hearing to DCF regional attorney and indicate if the
request was or was not received within the time frames in B.2.
4. The request for a fair hearing shall be documented in KIPS and a copy of the request placed in KIPS.
10331 Agency Response to a Request for Fair Hearing
A. Department for Children and Families (DCF) Process for reviewing decision
Upon notification of a request for fair hearing, the agency shall review and reconsider its decision. The agency may amend or
change its action or decision before or during the hearing.
1. Each Region shall designate a reviewer. The designated reviewer shall be a Regional Attorney or designee. The Regional
Attorney or their designee shall provide a recommendation to the APS Specialist as to whether to uphold, modify, or
reverse the action in question.
2. If the request for a fair hearing has been filed timely, the APS Specialist shall provide a copy of the request to the
Regional Attorney or designee.
3. The Regional Attorney or their designee shall promptly notify the APS Specialist in writing of their recommendation.
4. The APS Specialist and Supervisor, taking into consideration the recommendation of the Regional Attorney or their
designee, shall review the investigation record, including the finding, to determine if facts warrant upholding, modifying
or reversing the original finding.
B. If the agency decision is modified or reversed, the APS Specialist shall:
1. Send an amended Notice of Agency Decision (PPS 10300) to
a. the Alleged Perpetrator,
b. Law Enforcement,
c. ANE Unit of the Attorney General Office, and
d. Quality Management Specialist mailbox: KDADS.CSSPRC@ks.gov or KDADS.MHPRCReports@ks.gov.
2. Notify the Involved Adult and/or guardian /conservator (if applicable) of modified agency decision.
3. If applicable, send an amended PPS 10340 to KDADS licensed agency/facility at which the abuse/neglect occurred and
to the Quality Management Specialist mailbox: KDADS.CSSPRC@ks.gov.
4. Notify the Regional Attorney or designee of the decision to modify or reverse original agency finding.
5. Notify PPS Administration ONLY when there has been a reversal of a substantiated finding made on an Alleged
Perpetrator who works, resides, or volunteers in a foster home regulated by DCF.
a. Notification shall be made by e-mailing the amended PPS 10300, the PPS 10100 and 10110 to the following:
Assistant Regional Director
Regional Attorney,
APS APA,
APS Supervisor,
APS Program Administrator, and
DCF Critical Incident mailbox, DCF.CriticalIncident@ks.gov
If the Alleged Perpetrator works, resides, or volunteers in a foster home regulated by DCF, indicate in the subject line of
the email “this is a reversal of substantiated finding on a person who works, resides, or volunteers in a foster home
regulated by DCF.”
6. Scan a copy of the amended PPS10300 and, if applicable, the PPS 10340 into the KIPS record.
C. Regional Attorney staff shall submit a written report to the hearing officer.
The appeal shall remain pending until the Appellant submits a signed, written statement withdrawing the appellant's request for
fair hearing. If the Appellant fails to timely submit a signed, written statement withdrawing the request for fair hearing, the
hearing officer may dismiss the request for fair hearing.
D. If the agency decision is upheld, and the request for fair hearing was filed timely, the APS specialist shall:
Agency
1. Prepare the appeal summary which has been ordered by the Administrative Hearing officer.
2. Mail or fax one copy of the appeal summary and attachments to the Presiding Officer and one copy of these documents to
the Appellant or their representative within fifteen (15) days of receipt of the fair hearing request. If the documents are
more than twenty (20) pages, they shall be mailed to the Presiding Officer.
3. Provide a copy of the appeal summary and attachments to the Regional Attorney.
4. Scan a copy of the appeal summary, into the notes section of the KIPS record.
10335 Pre Hearing and Fair Hearing
DCF fair hearings are governed by the Kansas Administrative Procedure Act, K.S.A. 77-501et seq. APS Specialists shall consult with
their regional staff attorney concerning the specifics of hearing strategy and witness presentation.
The APS Specialist requests subpoenas from the Presiding Officer before the deadline established in the Pre hearing Order. Normally
subpoenas are not necessary for employees of DCF. DCF is responsible for serving subpoenas upon the witnesses and completing the
Return of Service form.
The burden of proof is on DCF to support its finding and will present its case first. The appellant has the opportunity to present
witnesses and evidence in support of his/her position. DCF may present witnesses in rebuttal to those called by the appellant.
A. Questionnaire
1. Once Office of Administrative Hearings (OAH) has received the appeal summary prepared by the APS Specialist, the
assigned hearing officer will set the matter for pre-hearing and send a pre-hearing questionnaire to the APS Specialist.
2. The prehearing questionnaire form will be sent to DCF and the appellant with the notice to send the original to the
Presiding Officer with a copy to the opposing party at least one (1) week prior to the date of the prehearing conference.
The APS Specialist shall scan a copy of the completed questionnaire into the notes section of the KIPS record.
a. If the perpetrator is not represented by an attorney:
i. The APS Specialist may consult with a regional staff attorney to determine if the case will be handled by a
regional staff attorney.
ii. If a regional staff attorney will not handle the appeal, the APS Specialist will prepare the pre-hearing
questionnaire. The APS Specialist may consult with agency attorneys regarding wording, etc. on the pre-
hearing questionnaire.
iii. The APS Specialist shall contact the key witnesses to determine their availability to be present at the hearing.
b. If the perpetrator is represented by an attorney:
i. The APS Specialist notifies a regional staff attorney immediately and an agency attorney will represent the
APS Specialist during the hearing process.
ii. The APS Specialist will send the case file to the regional staff attorney handling the case who will prepare
the pre-hearing questionnaire. The assigned attorney may schedule a meeting with the APS specialist to
discuss the case prior to filing the pre-hearing questionnaire.
iii. The assigned regional staff attorney shall contact the key witnesses to determine their availability to be
present at the hearing.
B. Pre-Hearing
The primary purpose of the pre-hearing is to schedule the matter for hearing. If the perpetrator does not appear or contact the
Administrative Hearing Officer, the matter can be dismissed at the pre-hearing. The prehearing conference may be conducted by
phone.
The APS Specialist should have spoken with all potential witnesses ahead of time to determine possible scheduling conflicts. At
the pre-hearing, the hearing officer will set deadlines for exhibits to be exchanged, additional witnesses to be identified and the
date, time and place of the hearing.
C. The Hearing
The Administrative Hearing Officer convenes the hearing on the date, time and place specified in the pre-hearing order. Both
parties are given an opportunity to make opening and closing arguments. DCF has the burden of proof and presents the agency
evidence through witnesses and exhibits. The perpetrator may cross-examine the agency witnesses. The perpetrator then
presents their witnesses and the agency representative is permitted to cross examine. The agency may call rebuttal witnesses.
The hearing officer is required to issue a written decision within thirty (30) days from the date of the hearing. The hearing
officer’s decision is called an initial order.
10340 Post Fair Hearing Appeals
A. Appeal of Initial Order to State Appeal Committee
The perpetrator or Department for Children and Families, may appeal the decision of the Administrative Hearing Officer to the
State Appeals Committee (SAC).
K.A.R 30 – 7– 78 empowers the Secretary to appoint a State Appeals Committee comprised of three (3) impartial persons to
review the initial orders entered by the Presiding Officers.
Either DCF or the appellant may petition the State Appeals Committee. The petition for review by the SAC shall be filed within
15 days plus the additional 3 days, if the decision of the hearing officer was mailed. If the filing deadline falls on a weekend,
the time to file is extended to the first working day following the weekend. The party appealing bears the cost of having a
transcript prepared of the hearing. If an alleged perpetrator appeals to State Appeals Committee and the hearing was handled by
the APS Specialist at the original hearing, a regional staff attorney shall be notified immediately to represent the agency.
The decision of the State Appeals Committee constitutes a final order of the agency and may not be appealed by DCF.
See PPM 10345 for actions after final order.
B. Appeal of State Appeals Committee Decision to District Court
The alleged perpetrator has 30 days from the date the SAC decision is mailed to them to request a review of the decision by the
District Court. By statute, an additional three (3) days for mail delivery time shall be added to the time allowed to file the
request.
Only the alleged perpetrator may appeal to District Court. The appeal is docketed in the District Court and the assigned judge
will handle the scheduling and briefing of the case.
A decision of the District Court is final after 33 days have passed from the date the decision was mailed to the alleged
perpetrator and neither DCF nor the alleged perpetrator has filed an appeal of the decision to the Kansas Court Appeals.
See PPM 10345 for actions after final order.
C. Appeal of District Court of Kansas Decision to Kansas Court of Appeals
Either party, DCF or alleged perpetrator, can appeal the District Court decision to the Kansas Court of Appeals. The appeal
must be filed within 33 days from the date the District Court decision was mailed to alleged perpetrator and DCF.
The appeal is docketed in the Clerk of the Appellate Court and the assigned Court of Appeals panel will handle the scheduling
and briefing of the case.
A decision of the Kansas Court of Appeals is final after 33 days have passed from the date the decision was mailed to alleged
perpetrator and DCF and neither party has filed an appeal of the decision to the Kansas Supreme Court.
See PPM 10345 for actions after final order.
D. Appeal from Kansas Court of Appeals to Kansas Supreme Court
Either party can appeal the Kansas Court of Appeals decision to the Kansas Supreme Court. The appeal shall be filed within 33
days from the date the decision of the Kansas Court of Appeals was mailed to alleged perpetrator and other parties.
The Kansas Supreme Court will issue a written decision.
See PPM 10345 for actions after final order.
10345 Actions Following Final Decision
A decision is final when the time for further appeal has expired or the ruling at the highest level of appeal has been rendered.
1. When the final decision is to reverse the substantiated finding, the APS Specialist shall follow procedure outlined in PPM 10331
(B):
2. When substantiated finding decision is affirmed, the APS Specialist shall:
a. If applicable, send the PPS 10360 to state regulatory agency through which perpetrator is licensed/registered, if the
perpetrator is a licensed, registered, or otherwise authorized service provider in this state.
b. Document and scan a copy of the final ruling in KIPS.
10400 Accessing Information from the Central Registry
The Secretary of Department for Children and Families (DCF) maintains an Adult Abuse, Neglect, and Exploitation (ANE) Central
Registry of substantiated perpetrators of Abuse, Neglect, and financial Exploitation. Substantiated perpetrators on the registry may be
prohibited from working or volunteering with children and/or vulnerable adults. Names of substantiated perpetrators cannot be placed
on the Adult ANE Central Registry until due process is exhausted.
A. Accessing Information for the Adult ANE Central Registry of Substantiated Perpetrators
The names of individuals listed in the registry are those with a substantiated finding since July 1, 1997.
1. An agency identified in K.S.A. 65-6205 (Community Developmental Disability Organizations, Community Mental
Health Center, and Independent Living Centers) which provides services to adults age 18 or above may submit a request
for information using PPS 10400. For these agencies the request requires a signature from the individual for which the
inquiry is made.
2. Agencies not identified in K.S.A. 65-6205 may conduct background checks on potential employees using form PPS
10400. This form shall be signed by the person on whom the check is being completed.
3. The Registry is available to any individual who wishes to know if his/her name is on the registry. Individuals may submit
a signed PPS 10400 form to learn if their name is on the Adult ANE Central Registry.
4. An ink signature or a Verified E-Signature from a trusted company is required for the PPS 10400.
10410 Requests for Expungement
A substantiated perpetrator may apply in writing to the Secretary of the Department for Children and Families (DCF) to have his/her
name expunged from the registry when the following conditions are met:
1. Three years have elapsed since the perpetrator’s name was entered on the registry, and
2. There has been a change of circumstances or identification of new information, and
3. Twelve months have passed since the last request for expungement has been submitted
The initial request for an expungement hearing shall be made by the perpetrator and sent to the Adult Protective Services (APS)
Program Administrator. The APS Program Administrator shall send a questionnaire to the perpetrator to be completed and returned to
the APS Program Administrator. When a request is received and three (3) years has not passed, a letter will be sent to the perpetrator
indicating they are not yet eligible to request expungement.
If 1-3 above conditions are met, a regional recommendation form will be sent to the APS Regional Assistant Program Administrator
to provide input regarding the applicant’s request for expungement. All documentation provided will be reviewed by a panel and a
hearing held that includes the perpetrator, Regional Office, and PPS Administration Office representatives. A recommendation shall be
given to the Secretary regarding the request.
The final decision whether to approve or deny the expungement request is at the discretion of the Secretary. Written notification of the
decision shall be sent to the individual requesting expungement.
There is a right to appeal the Secretary’s or Director of Institution’s decision pursuant to K.S.A. 77-601 et seq.
10411 Retention of Records
Effective January 1, 2019, all cases accepted for investigation shall be retained indefinitely. Prior to January 1, 2019,
unsubstantiated/unconfirmed cases and guardian/conservator cases were destroyed after six years.
Records are retained or destroyed using the following criteria:
A. Hardcopy files prior to KIPS
1. Retain reports not assigned for further assessment for two (2) years.
2. Retain indefinitely, all cases accepted for investigation. Guardian/conservator cases shall also be retained indefinitely. On
cases involving self-neglect allegations only, substantiated/confirmed cases may be destroyed after six years if the adult is
deceased.
3. In situations where there is a question as to whether or not a case should be retained beyond the required timeframe, the
supervisor may consult the Regional attorney.
B. KIPS Records
All records in the Kansas Intake/Investigation Protection System (KIPS) shall remain indefinitely.
10500 Providing Services
Assessments for protection needs are ongoing throughout the life of the case. The APS Specialist shall discuss with the Involved Adult
and others, as appropriate, what services, if any, should be offered. The APS Specialist will make referrals for services and document
in KIPS notes section.
The APS Specialist shall obtain a release of information (PPS 10210) from the Involved Adult or the legally responsible party for
referral to community services.
When an Involved Adult is in need of protective services and the APS Specialist has reason to believe the Involved Adult lacks the
capacity to consent, the APS Specialist shall assess whether a petition for appointment of a guardian/conservator shall be filed on
behalf of the Involved Adult. If appropriate, the APS Specialist shall begin the process to secure a guardian/conservator (See PPM
Section 10600 Guardian/Conservator).
A. Continuum of Interventions
Assessment shall determine appropriate service delivery. The APS Specialist shall consider least restrictive options first. If it is
unclear what level of assistance the Involved Adult may need, the APS Specialist may complete the PPS 10610, Decision
Making and Functional Assessment: Criteria for Legal Impairment: A Multi-Disciplinary Tool.
The following is a continuum of interventions in order of least restrictive, informal support to most restrictive, full guardianship:
1. Informal community intervention including family, friends, financial assistance such as bill paying, etc. from banks or
other;
2. Formal community intervention including but not limited to Home and Community Based Services, Home Health Care
or power of attorney if the Involved Adult has capacity and there is an appropriate option for health care decisions;
3. Social Security Payee;
4. Voluntary conservatorship;
5. Temporary Guardianship and/or Temporary Conservatorship;
6. Full Guardianship and/or Conservatorship with a plan;
7. Full Guardianship and/or Conservatorship;
8. Full Guardianship and Conservatorship with placement in a treatment facility or nursing facility.
B. Provision of Necessary Protective Services
When needs are identified, services are accepted by the Involved Adult, and the services cannot be completed prior to the end of
the thirty (30) or sixty (60) working day investigation period, the APS Specialist shall:
1. Staff with Supervisor and document in KIPS notes section, the initiation of service planning;
2. Develop a service plan with the Involved Adult by the end of the thirty (30) or sixty (60) working day investigation
period using the APS Service Plan, PPS 10500. If services can be completed during the thirty (30) or sixty (60) working
day investigation period, a PPS 10500 is not required.
a. The Involved Adult may identify family members to assist with tasks.
b. The APS Specialist may identify appropriate individuals to work with the Involved Adult, with the consent
of the Involved Adult.
The service plan shall be signed by the Involved Adult. If the Involved Adult is unable or unwilling to sign due to apparent lack
of capacity, the APS Specialist shall document reason in the PPS 10500. If the Involved Adult has a guardian, the guardian
must consent and sign the service plan on behalf of the incapacitated Involved Adult.
Adult Protective Service Plan (PPS 10500) shall be completed in the Documentation section of KIPS. The signed service plan
shall be scanned and attached in KIPS.
The Service Plan shall be written for no more than 180 calendar days and reviewed with the supervisor every sixty (60) days or
sooner if there is a change in the Involved Adult’s situation, to determine if continued services are needed.
Documentation of the review shall be in the KIPS record note section. The decision to continue provision of services shall
comply with the consent provision of K.S.A. 39-1440.
3. Assist in coordination of service delivery with other DCF staff and/or community agencies including Area Agencies on
Aging, Independent Living Centers, Kansas Guardianship program etc.
When a referral is made for Guardian/Conservator, the service case shall remain open while G/C is pursued.
4. Once the Involved Adult is no longer in need of protective services, the outcomes identified on the service plan are
accomplished, or the Involved Adult withdraws consent for services the service plan shall be closed. Document the reason
for closure in the KIPS record note section
10511 Emergency Admissions to Nursing Facilities
Nursing facilities (NF) are not obligated to admit an adult. If the adult does not have a Guardian/ Conservator in place, s/he must be
willing to go to a nursing facility. The purpose of the Emergency Adult Protective Services (APS) Admission to Nursing Facility (PPS
10510) is to assist the nursing facility when admission is occurring without a current Client Assessment, Referral and Evaluation
(CARE) assessment in place.
When an adult is in need of emergency admission to a nursing facility and no CARE assessment has been completed by staff of the
appropriate Area Agency on Aging (AAA), the APS Specialist may do an emergency admission using the following procedure:
A. Obtain medical consultation, if appropriate.
B. Contact AAA to request and schedule emergency CARE assessment. Provide information regarding the involved adult’s
condition, if known. Assist with NF admission as needed.
C. Contact the NF to inquire if they will admit the involved adult. If no CARE Assessor is available, inform the NF there is no
AAA CARE assessor available. Provide information to the NF regarding the condition of the adult and the reason for the
emergency admission request.
D. If the NF agrees to the admission, make arrangements for the admission. If there are others (guardian, family, caretaker, etc.)
appropriate and willing to assist with the admission arrangements, involve them.
E. Complete the PPS 10510, and scan a copy into the Notes section of the KIPS record.
F. It is the responsibility of the Nursing Facility to distribute the remainder of the copies, to notify the local AAA of the admission,
and to obtain a CARE Assessment for the adult on the next working day.
10512 Adult Emergency Services and Support Funds
The Department for Children and Families (DCF) may provide emergency services to adults who are the subject of an Adult
Protective Services (APS) investigation at any point during an investigation.
Medically necessary expenses paid by APS Emergency Support Funds may be allowable against spend down for Medicaid.
A. Emergency Services may be provided when the following conditions are met:
1. Individual must be 18 years of age or older and not in the custody of DCF.
2. Individual resides in the community.
3. There is an open Adult Protective Service investigation.
4. There are no other existing resources to provide the services on an emergency basis.
5. The individual does not have resources, including family and friends readily available.
B. Uniform Expenditure Categories and examples within:
1. Rent: For one-time deposits, rent payment, and emergency temporary lodging (i.e., motel room).
2. Furniture
3. House Repairs
4. Household Items
5. House Cleaning
6. Moving Expenses
7. Bank Records: Fees related to retrieving bank records; costs for copies.
8. Utilities
9. Clothing
10. Food: Includes liquid nutritional supplemental such as Ensure.
11. Transportation (Excluding Car Repairs & Fuel)
12. Car Repairs
13. Fuel for Transportation
14. Medical Care: Includes mental health services.
15. Medications/Prescriptions: Includes over the counter medications.
16. Medical Supplies/Equipment: Includes walkers, canes, wheelchairs, hearing aids, adult diapers.
17. Dental: Includes exams, dentures, repairs.
18. Eye/Vision Care: Includes exams, glasses.
10515 Payment Process for Emergency Services and Support Funds
A. Payment Process
When it is determined the involved adult is in need of emergency services and support funds, the APS Specialist shall:
1. Document in the Kansas Intake/Investigation Protection System (KIPS) record notes section the involved adult does not have
funds available for needed services and no other existing resources are available to the adult.
2. Complete the PPS 2833
3. Consult with APS supervisor for approval to utilize emergency services and support funds.
All approvals shall be documented in the KIPS notes section.
B. Accounting Codes
Complete necessary paperwork. See the Handbook for Client Purchases for guidance. The Program code for APS service
requests is 27351 (Speed chart ISD27351). The appropriate expenditure classifications (INF45 code) can be found on the
instructions for the PPS 2833 Client Purchase
10600 Guardian, Conservatorship, and the Kansas
Guardianship Program
During the course of an APS investigation, if the involved adult is in need of protective services and lacks capacity to consent, statute
K.S.A. 39-1437 allows for the Secretary of Department for Children and Families (DCF) to make determination to pursue a petition
with the district court to appoint the involved adult with a guardian and/or conservator. Depending on the needs of the involved adult,
several options for guardian and/or conservatorship are available.
A. Types of Guardianships and Conservatorships
1. Voluntary Conservator – An adult may petition the court to have a voluntary conservator appointed to make financial
decisions for him or her.
a. To sign a petition the proposed conservatee must have the capacity of knowing what s/he is signing.
b. The proposed conservatee must sign a petition which is filed with the Probate Court.
c. The conservatee may request the court revoke the conservatorship at any time.
B. Temporary Guardian and/or Conservator – A temporary guardian/conservator may be filed at the same time or after the petition
for guardian/conservator. An ex parte hearing is held and at that time a temporary guardian/conservator may be appointed
pending the regular hearing. A temporary placement order can be made at the temporary guardianship hearing.
1. Temporary Guardian – A temporary guardian can be appointed when there is an imminent threat to the health or safety of
an alleged impaired adult. A petition for temporary guardianship may be necessary if during the pendency of a
proceeding, it appears there is imminent danger, that the physical health or safety of the proposed ward will be seriously
impaired unless immediate action is taken. The proposed ward, or any adult interested in the welfare of the proposed
ward, may petition the court in which the proceeding is pending for the emergency appointment of a guardian.
2. Temporary Conservator – A temporary conservator can be appointed when there is an imminent threat to the financial
resources of a person may be depleted unless immediate action is taken.
C. Involuntary Guardian and/or Conservator – Any person may file in the district court in the county of the residence or presence
of the proposed ward/conservatee, a verified petition for appointment of a guardian and/or conservator. The following may
occur:
1. After the petition is filed, the court will then issue mandatory preliminary orders which will order the time and place of
hearing on the petition, no earlier than seven (7) days or later than fourteen (14) days after the filing of the petition.
2. This order appoints an attorney for the proposed ward and/or conservatee and demands a mental evaluation of the
proposed ward and/or conservatee be conducted by a psychiatrist, psychologist (PhD), or physician.
3. The law also allows the court to make whatever discretionary orders it deems appropriate. This could include an order for
an investigation or home visit by DCF.
4. The court will also require notice be sent to all persons having involvement with the petition.
The Kansas Guardianship Program (KGP) is a partnership of the state of Kansas and trained citizen volunteers charged with
assisting adults who have been legally determined to be unable to manage for themselves.
10610 Eligibility for the Kansas Guardianship Program
Adult Protective Services may be involved in the process for filing of a guardianship and/or conservatorship. Eligibility is based on
Prevention and Protection Services involvement.
A. APS may be involved with a guardianship/conservatorship case if one of the following criteria below is met:
1. An open investigation of abuse, neglect, or financial exploitation; or
2. An open APS Service Plan; or,
3. A youth in DCF custody in need of a guardian/conservator. Refer to PPM Section 10630.
B. To be eligible for the Kansas Guardianship Program (KGP) the potential ward or conservatee shall:
1. Be an Involved Adult; and
2. Have no appropriate, willing or able family or other individual available to assist the Involved Adult; and
3. Be Medicaid eligible or have income of no more than 150% of poverty guidelines or have resources which do not exceed
$30,000.00.
10620 Referral to Kansas Guardianship Program (KGP)
Once eligibility has been established for KGP services and the case has been reviewed with the APS supervisor and Regional attorney,
the APS Specialist shall complete the APS portion of the PPS 10600 Guardianship Referral/Notification and send to KGP.
When the KGP returns the PPS 10600 to the APS Specialist, a copy shall be forwarded to the Regional attorney for the petition to be
filed.
The APS Specialist may assist KGP recruiters in locating volunteers for its program. Information regarding the prospective volunteer
shall be sent to KGP, prior to completing the petition. Information shall include the name, address, and telephone number of the
prospective volunteer.
The APS Specialist shall continue to assess and provide necessary services during the time in which the adult is waiting for a
guardian/conservator to be appointed. The APS Specialist shall complete the PPS 10500 to provide services.
When KGP has made a formal match they send the completed PPS 10600 with the information about the proposed
guardian/conservator to the APS Specialist. The APS Specialist forwards a copy to the Regional attorney for filing the petition
If the need is urgent and the volunteer is available before KGP can make a formal match, the APS Specialist shall consult with the
supervisor and Regional attorney about referring for petition. If the referral is made using the proposed volunteer, the APS Specialist
shall follow up with KGP after the petition to make sure the match is completed and provide necessary services during the time in
which the adult is waiting for a guardian to be appointed.
The APS Specialist shall complete the PPS 10500 to provide services
10622 Bonding of Conservators
The Secretary of Department for Children and Families (DCF) is appointed by the court to act as surety on the bond of any
conservator providing advocacy services to a conservatee under contract with the Kansas Guardianship Program (KGP). This means:
A. KGP volunteers do not have to provide a surety bond, either paid by themselves or the conservatee.
B. The DCF bond should be large enough to deal adequately with the estate (the law says125% of the liquid assets of the estate)
but not over the amount required by law K.S.A. 59-3014(d).
C. Total resources must be included.
D. It may be necessary to write two bonds; one at the time of the hearing when resources may not be known, and one after the
inventory has been filed thirty (30) days following the hearing. In some cases, there may be substantial funds in the estate.
E. The DCF surety bond cannot be used unless DCF is the petitioner.
F. The court may waive a bond if there is no property in the estate. However, it is important that there be at least a minimum bond
in KGP cases.
In situations where the conservator is a non-KGP volunteer, the court will sometimes allow bonds solely upon the signature of the
conservator. This happens when family members are appointed to serve as conservator for a very small estate. In that instance, the
individual may sign a signature bond of certain amount.
10630 Guardianship and/or Conservatorship Services for
Youth in DCF Custody
The Child Welfare Case Management Provider (CWCMP) shall attempt to identify an appropriate resource for the older youth in
Department for Children and Families (DCF) custody who will be aging out of custody and require a guardian and/or conservator in
adulthood. If an appropriate resource is identified, the CWCMP staff shall pursue the adult guardian and/or conservatorship.
If the CWCMP has not been able to identify a resource, the CWCMP shall consult with DCF Adult Protective Service (APS) staff in
the Region where the child was referred to the Child Welfare Case Management Provider, to determine the appropriateness of DCF
making a referral to the Kansas Guardianship Program (KGP) for the appointment of a guardian and/or conservator.
See Section PPM 3240 for additional information.
A. Initial process for referral to APS for KGP guardian and/or conservatorship
1. Prior to the youth turning 18 years of age, the Child Welfare Case Management Provider (CWCMP) shall complete and
forward the PPS 10600B and the PPS 10610, Decision-Making and Functional Assessment: Criteria for Legal
Impairment to the appropriate DCF Regional APS Assistant Program Administrator (APA).
The referral packet shall also include:
a. A copy of the youth’s current driver’s license or KS ID card.
b. Names and contact information for parents, adult siblings, and other relatives who are required to be notified of the
guardian and/or conservatorship hearing. This information is required for cases in which parental rights of the
youth have not been voluntarily relinquished or terminated by a court.
c. If applicable, any psychological evaluations that have been completed.
d. A copy of the youth’s transition plan, PPS 3059.
e. A copy of the Child in Need of Care (CINC) Journal entry & CINC court case number.
2. In consultation with the regional staff attorney APS shall determine the county in which the guardian/conservatorship
appointment will occur. If the county of residence is in another Region and it is determined that the
guardian/conservatorship appointment will occur in that county, the APS Assistant Program Administrator (APA) shall
forward the referral to the APS APA in the appropriate Region.
3. The APS APA shall forward the referral to the APS Supervisor.
4. The APS Supervisor shall review the referral packet and if appropriate/complete, assign an APS Specialist to continue the
process for obtaining a guardian and/or conservator. The APS supervisor shall notify the CWCMP regarding the approval
for a referral or the need for further information.
5. If the APS Supervisor is not in agreement with the CWCMP recommendation to pursue guardianship, the APS
Supervisor shall assist the CWCMP in locating resources and the CWCMP shall continue with transition planning for the
youth.
B. Referral process for Kansas Guardianship Program (KGP)
1. The CWCMP shall complete the referral packet (see PPS 10630 A.) when an eligible youth turns 17 years old and
forward it to the APS APA. A Guardian/Conservator (G/C) may not be petitioned for prior to the youth turning 18.
2. The APS Specialist shall review the referral packet to ensure necessary information has been included and review with
their supervisor.
3. The APS Specialist shall forward the referral packet to KGP.
4. If the CWCMP identifies an individual in the youth’s life willing and appropriate to serve as the guardian that
information may be provided to the supervisor/designee for KGP to follow up with them. If an individual has not been
previously identified, the KGP recruiter will begin looking for a volunteer to serve as G/C.
5. The CWCMP shall schedule an appointment for an examination and evaluation to be completed through a general
hospital, psychiatric hospital, community mental health center (CMHC), community developmental disability
organization (CDDO), or by a private physician, psychiatrist, psychologist or other professional appointed by the court
who is qualified to evaluate the proposed ward’s or proposed conservatee’s alleged impairment (K.S.A. 59-3064).
6. Once a volunteer match has been made, the APS Specialist shall forward the referral packet along with any supporting
documentation including the Report of Examination and Evaluation to the DCF regional staff attorney.
7. The APS Specialist shall attend case planning conferences to plan for the youth’s transition from foster care. If the youth
will be residing in a different DCF region upon release from the Secretary’s custody the receiving region shall participate
in the transition planning.
8. After the transition case planning conference is held within 90 days prior to the youth turning 18, the APS Specialist shall
forward the referral packet along with any supporting documentation including the Report of Examination and
Evaluation to the DCF Regional staff attorney to initiate and complete the probate G/C process.
C. Process after a guardian has been appointed
1. When services and funding are in place, the CWCMP shall ask for release of DCF custody.
2. The Child Welfare case shall be closed and a Guardian/Conservator case shall be opened by the Regional attorney.
10640 Procedures Following Appointment of Guardian
and/or Conservator
A. Process after Court Appointment
When the court appoints a guardian and/or conservator on behalf of a Kansas Guardianship Program (KGP) eligible recipient,
the APS Specialist shall:
1. Obtain two (2) copies of Letters of Guardianship/Conservatorship from the court where the appointment was made.
2. Provide a copy of the Letters of Guardianship/Conservatorship to regional attorney/legal staff who shall scan one (1)
copy of the Letters of Guardianship/Conservatorship to KGP.
3. Scan one (1) copy of the Letters of Guardianship/Conservatorship into the notes section of the KIPS record.
4. Review the PPS 10500 Service Plan for any unmet needs. If there are no unmet needs, the APS Specialist may close the
service plan.
5. Close the APS guardianship case.
B. Ward Moves to another DCF region
If the APS Specialist receives notification an existing KGP ward/conservatee moves to another DCF region, notify the regional
attorney to discuss appropriateness of the need for change in venue.
C. Process if Court Rejects Request for Guardian
If the court does not grant the petition for guardianship, the APS Specialist shall:
1. Notify KGP of the court’s decision.
2. Re-assess the social service plan (PPS 10500) to determine any unmet needs still exist for the adult. See PPM 10500.
3. Provide referrals for other services, and assistance as needed and appropriate, or close the service case.
10650 Request for Successor and Termination of Guardian
and/or Conservator
A. Request for Successor
A request for a successor guardian and/or conservator may be received on an established guardian/conservator (G/C) case. If a
request for a successor is received for a guardianship case with a Kansas Guardianship Program (KGP) volunteer, the APS
Specialist shall complete the APS portion of the PPS 10600, indicating a successor is being requested, and send the PPS 10600
to KGP.
B. Restoration to Capacity
The ward/conservatee may petition the court at six (6) months following the appointment of their guardianship and every six (6)
months thereafter for restoration of capacity. A petition of the court shall be completed by the ward/conservatee or his or her
representative. Such hearings should be encouraged if information from a physician or other knowledgeable individual indicates
an improvement in the ward/conservatee’s condition or it is determined she/he was not legally disabled at adjudication.
If the court restores capacity to the ward/conservatee, the APS Specialist shall document the change in the Guardianship note
type in KIPS and notify a DCF regional attorney.
C. Termination of Guardian and/or Conservator
The guardian/conservator may petition to resign at any time. The resignation shall not take effect until a final accounting has
been filed with and approved by the court. If the accounting is approved the court will issue an Order of Discharge.
The guardian/conservator cannot be discharged until:
1. A successor is appointed; or
2. The ward/conservatee is restored to capacity.
If the APS Specialist receives notice of the death of the ward/conservatee, notify the DCF Regional attorney and document the
change in the Guardianship note type in KIPS.
1000 Intake
The Intake process begins upon contact with a reporter alleging a circumstance of child in need of care. Reports are made to the
Kansas Protection Report Center (KPRC) via the toll-free number, fax, mail, or web intake. The report date and time shall be the start
of a reporter’s call with KPRC staff. For reports received via letter or fax, the report date and time shall be when the letter or fax is
received by KPRC.
KPRC receives reports of alleged abuse/neglect 7 days/week, 24 hours/day. For reports received after hours, on
weekends and holidays, the KPRC staff shall request a welfare check when a child may be in imminent danger.
The intake process ends with the Initial Assessment decision of Not Assigned For Further Assessment, the decision to accept the report
for investigation and/or further assessment, or with the decision to place the report on Preliminary Inquiry for the purpose of gathering
additional information.
1011 Interstate Compact for the Placement of Children
(ICPC)
ICPC referrals accepted from other states shall be opened on the PPS 1000 series by the Kansas Protection Report Center (KPRC). For
the purpose of intake, the reason for case assignment is documented as ICPC on the PPS 1002. See policies and procedures for ICPC
are addressed in PPM section 9000. See Appendix 1A for guidance on assignment.
1012 Requests for Child Protective Service (CPS)1012 Requests for Child Protective Service (CPS)
Courtesy Interviews From Other StatesCourtesy Interviews From Other States
Requests for a courtesy interview from another state shall be forwarded to the KPRC. For the purpose of intake, these requests shall be
processed by the KPRC. The intake shall have an initial assessment decision of not assigned due to courtesy interview. KPRC shall
send an e-mail to the regional mailbox in the region responsible and provide the KIPS report number. The intake is available in KIPS
for the CPS specialist completing the courtesy interview.
Kansas City Region: DCF.KCPRC@ks.gov
East Region: DCF.EastIntake@ks.gov
Wichita Region: DCF.WICIntake@ks.gov
West Region: DCF.WPRC@ks.gov
1014 Court Order or Request from an Entity Other than1014 Court Order or Request from an Entity Other than
DCF for a Home StudyDCF for a Home Study
Court ordered home studies will be completed by DCF.
Home studies not court ordered but requested by the court or other entities will be completed at the discretion of the regional
Assessment/Prevention Program Administrator. The decision of the Program Administrator should be based on current case load
activity and availability of other resources in the community to complete the home study. The requesting entity should be provided
with information of other agencies who could provide the services.
Request from an entity other than DCF or ICPC which are accepted for a home study shall be forwarded to KPRC to complete the PPS
1000 with FINA as the assignment reason. The local DCF office may assess a fee. The fee should be based on the current rate in the
community for similar services.
1015 Child Protection Service (CPS) Alerts1015 Child Protection Service (CPS) Alerts
A. Child Protection Service (CPS) Alerts Received From Other States
CPS alerts are received from a child welfare or law enforcement agency in other states by Prevention and Protection
Services or the local DCF office. For the purposes of intake, these alerts are not required to be documented on the
PPS 1000 series. When an alert is received, it shall be forwarded to the Kansas Protection Report Center. KPRC
staff shall search FACTS, KAECSES and KEES upon implantation of KEES to determine any current or past
agency involvement. If the family has current or past agency involvement, the alert shall be forwarded to the local
office with the most recent involvement. If no previous agency involvement is found, KPRC shall transmit the
contents of the alert either electronically or by other means to all regional mailboxes, the KPRC supervisor’s e-mail
mailbox (PRCsups), and other service programs as indicated by the nature of the presenting concern. Appendix 1C
may be used to forward the information received from another state.
B. CPS Alerts to Other States
When DCF needs to send a CPS alert, critical information relating to the protection concern shall be forwarded to
any state’s child welfare and/or law enforcement agency by the local office as needed. The alert shall contain
identifying information for the family, summarize the protection concern, and list a DCF contact person. Appendix 1C
may be used to forward the information to the receiving state.
Name and addresses of child welfare agencies in other states can be located in The National Directory of Children,
Youth and Families Services or on-line from the American Public Human Services Association web site. Search for
the current web site location using the entire name of the association. When the current web site is located, click on
links and select state contacts.
1016 Central Registry Requests1016 Central Registry Requests
A. Checks to be completed by Local/Regional DCF Office
The following Central Registry Checks may be completed by the local/regional DCF Office:
1. Assessment activities on a current open case.
2. Emergency/same day relative/kinship placement during working hours.
3. Planned, but not same day, possible relative/non-related kin placement.
B. Checks to be completed by Foster Care Licensing and Background Checks Division
Requests for adoption home studies/packets shall be completed by the Foster Care Licensing and Background
Checks Division. This request requires a signed release of information from the individual being checked on Central
registry and a fee may be applied (examples include employment or volunteer requests).
C. Checks to be completed by the Kansas Protection Report Center
The Kansas Protection Report Center shall complete after hours Central Registry checks for the Child Welfare Case
Management providers if the check will facilitate an immediate/emergent placement of a child with a relative or non-related kin.
The Child Welfare Case Management provider shall submit the request on the PPS/OBI 1011 including a signature from the
person to be checked. The request shall include a fax cover sheet on the provider letterhead which shall state the purpose of the
registry request including why the request is needed after hours. Fax the request to: KSPRC (Kansas Protection Report Center)
1-866-317-4279. When possible, a phone call to the Kansas Protection Report Center notifying the fax has been sent will assist
in facilitating the registry check. Kansas Protection Report Center shall contact the Child Welfare Case Management provider
with the results of the registry check no more than two hours from the receipt of the fax. No fee shall be assessed for these
checks for a child in the custody of the Secretary.
1017 Central Registry Requests received from other1017 Central Registry Requests received from other
StatesStates
State Child Welfare Agencies; not to include sub-contracting agencies, may submit Child Abuse/Neglect Central Registry requests.
These requests shall be made in writing and can be received via mail or fax.
In order to process a request for Central Registry, the following information is required for the person being checked:
A. name;
B. alias, other names used, and/or maiden name, if applicable;
C. date of birth;
D. social security number
Results of the Central Registry Request can be mailed or faxed to the State requesting the information.
Administration or Regional Office staff, with access to the Registry, can process these requests. The PPS/OBI 1011 does not need to
be completed, and a fee does not apply.
1100 Recording Information Gathered at Intake1100 Recording Information Gathered at Intake
Reports and allegations received by the department shall be recorded on form PPS 1000 series via the KIPS system.
KPRC staff shall list all household members, non-custodial/residential parents, current live-in partner and alleged
perpetrator identified by the reporter on the PPS 1000, Face Sheet.
A FACTS search shall be completed on all reports. If there is a prior or current open case, the CASE screen information
for each case number from FACTS shall be added to the “Prior DCF Involvement” section of the PPS 1001. If there is
prior history of assessment or finding decisions regarding the family in FACTS, the FAMS screen shall be added to the
“Prior DCF Involvement” section of the PPS 1001.
If the reporter has provided partial information regarding a child or adult subject of a report, FACTS/KIPS/KEES shall be
searched to identify the family. Only the additional alleged perpetrator, alleged victim and case head identified on the open
CASE screen in FACTS are required to be added to the Participants in KIPS for the PPS 1000 page. All other individuals
listed on the open CASE screen shall be updated in FACTS by the region after assignment, once the individuals living in
the household have been verified. (Per PPM 2025, 2700 and 2721)
A KEES search may be utilized as a resource, if needed, to verify an address. If the KEES search identifies dates of birth
or social security numbers for participants, these shall be added whether the case is open or closed. If the KEES case is
open and the address conflicts with information provided by the reporter, the KEES address shall be indicated on the “Prior
DCF Involvement” section of the PPS1001 with the address source cited.
Information received by KPRC from the reporter regarding collateral contacts, service providers, relatives, and kin shall be
listed on page two of the PPS 1000, Face Sheet.
1200 Information Gathered At Intake1200 Information Gathered At Intake
A. For all reports, the reporter shall be asked questions to elicit the information needed to make decisions related to safety of the
child(ren). Questions asked shall cover the following six areas of family life. Information gathered shall be documented in the
corresponding sections provided on the PPS 1001, Section I. Appendix 2F Six Areas of Family Life for Assessment, may be
used as a guide during the intake interview.
1. Extent of situation- includes description of harm/injury; location and severity of injury; how the injuries were inflicted (e.
g., open hand, closed fist or with an object); when and where this occurred and any previous occurrences.
2. Circumstances surrounding the situation- including the caregiver’s explanation; the child(ren)’s condition; history and
duration of the situation; co-existing factors such as substance abuse, mental health issues or domestic violence;
contextual issues such as, use of instruments, acts of discipline, threats, caregiver(s) intentions; and the caregiver(s)
acknowledgement and attitude about the maltreatment.
3. Child functioning- Description of the how the child functions on a daily basis including: capacity for attachment; general
mood and temperament; intellectual functioning; communication and social skills, expressions of emotions/feelings;
behavior; peer relations; school performance; physical and mental health; and vulnerability.
4. Discipline approaches and typical context- including disciplinary methods; concept and purpose of discipline; context in
which discipline occurs; and cultural practices.
5. Parenting practices- includes satisfaction in being a caregiver; caregiver knowledge and skill in parenting and child
development; caregiver expectations and empathy for a child; decision making in parenting practices; parenting style;
history of parenting behavior; and protectiveness.
6. Caregiver functioning (with respect to daily life management and general adaptation including substance use and mental
health functioning)- includes communication and social skills; coping and stress management; self-control; problem
solving; judgment and decision making; independence; home and financial management; employment; rationality;
physical health and capacity and functioning within cultural norms.
B. Additional information which shall be gathered includes:
1. Age of child(ren).
2. Name of person alleged to be causing the harm/injury, and information regarding access of this person to the child.
3. Other individuals or agencies who have information about this incident and how to contact them;
4. When and where can the child be located (e. g., school, parents, home, etc.).
5. Availability of a non-abusing adult to protect child from further harm.
C. Additional Questions for Specific Areas of Concern:
Additional questions shall be asked during intake interviews to gather information from reporter’s which will enhance child
safety and risk decisions and shall be documented in the corresponding sections provided on the PPS 1001, Section I. Appendix
1D shall be used as a guide to ask additional questions during the intake interview. The following requirements apply:
1. Domestic Violence:
In order to elicit information regarding potential domestic violence between the child’s caretakers, all reporters shall be
asked the following question:
Are you aware of any verbal and/or physical fights between the adults in the home?
The reporter’s response shall be documented on the PPS 1001, Section I. If the reporter alleged domestic violence, or the
previous question indicated the presence of domestic violence, Appendix 1D(A) shall be used as a guide to ask questions
during the intake interview to gather additional information.
2. Pregnant Woman Using Substances:
When a reporter contacts the agency with information a pregnant woman is using substances, the reporter shall be asked
questions to gather additional information regarding all children in the household. Appendix 1D(B) shall be used as a
guide to ask additional questions during the intake interview.
3. Substance Affected Infant
When a reporter contacts the agency with information an infant is born with allegations of prenatal substance use by the
mother, the reporter shall be asked additional questions regarding the mother’s substance use and possible effect on the
infant. Questions shall include information regarding all children in the household. Appendix 1D(C) shall be used as a
guide to ask additional questions during the intake interview.
4. Methamphetamine Labs
When allegations of meth labs in a home where children are present or reside are reported, the reporter shall be asked
additional questions. Appendix 1D(D) shall be used as a guide to ask additional questions during the intake interview.
5. Child is Not Attending School
When a report is received regarding a child not attending school from a person who is not a school employee, the reporter
shall be asked additional questions. Appendix 1D(E) shall be used as a guide to ask additional questions during the intake
interview.
6. Court Referrals
When a report is received from court personnel, additional questions shall be asked to ascertain the family/child’s specific
need requiring an assessment for services. Appendix 1D(F) shall be used as a guide to ask additional questions during the
intake interview.
7. Family Needing Services
When a report is received with a request for services for a family, either directly from the family or from another person,
additional information shall be gathered regarding the family/child’s specific need requiring an assessment for services.
Appendix 1D(G) shall be used as a guide to ask additional questions during the intake interview.
1221 Confidentiality for Reporters1221 Confidentiality for Reporters
Agency policy requires protection of information which would identify a person who reports suspected child abuse or
neglect. However, the protection is not absolute. DCF can make no promises beyond the Agency’s responsibility to follow
the law. Form PPS 1001, Report or Request for Services, contains information identifying the reporter and shall not be
copied or disseminated in any manner which violates the confidentiality requirements of the Kansas Code for Care of
Children (K.S.A. 38-2209-2213 and 38-2210 et seq).
1222 Notice of Action to Reporters1222 Notice of Action to Reporters
Persons who have reported that a child may be a child in need of care may be notified of agency action regarding their report. Upon
request, reporters shall be informed of agency action by the mailing of the PPS 1005, Notice of Action to Reporters, if the reporter’s
identity and address has been provided. This notice summarizes the agency’s decision to accept the report for further investigation and
assessment or not assign for further investigation and assessment following the Initial Assessment decision.
1230 Reports From Law Enforcement Agencies1230 Reports From Law Enforcement Agencies
Law enforcement agencies are authorized and required by statute to "receive and investigate reports of child abuse or
neglect for the purpose of determining whether the report is valid and whether action is required to protect a child" [K.S.A.
38-2226(a)] and to report the investigation to DCF [K.S.A. 38-2223(c)]. DCF may and should accept conclusions of a law
enforcement officer at face value unless there is evidence to do so would jeopardize the safety of a child.
When a report is received from law enforcement, the department determines if further assessment is needed even if the
law enforcement agency has already acted on the report. The same criteria for deciding DCF action applies to reports from
a law enforcement agency as from any other source. Staff should take steps necessary to assure that reports requested
from law enforcement agencies are received and reviewed without delay.
When the report involves a third party (non-family/unregulated caregiver) the department will consider whether law
enforcement has acted on the report. If law enforcement is actively investigating or has investigated and no additional FINA
concerns are identified the report can be screened out with no further assessment.
If law enforcement requests assistance from DCF in the investigation of third party (non-family/unregulated care giver)
child abuse or neglect, the department will assist. The report shall be forwarded to the responsible region as a courtesy
interview. See PPM 1352.
When a report is received from law enforcement orally, DCF staff shall request a written report of the situation and any
action taken by the law enforcement agency.
Delay or failure of the law enforcement agency to investigate or to provide a written report does not relieve the department
from the responsibility to determine whether abuse or neglect has occurred or if further steps are necessary to protect a
child. The Initial Assessment decision and assignment of the report should not wait on a written report from law
enforcement.
1240 Reports Involving Native American Children1240 Reports Involving Native American Children
Children enrolled or eligible to enroll as members of a Native American tribe require referral to Native American tribal
authorities in some situations. Whenever it appears that a child may come into the custody of DCF or whenever a child has
been placed in DCF custody by a court, it is very important that the worker ask whether the child or parent is enrolled in a
Native American Tribe. It is the responsibility of the assigned DCF office to notify appropriate parties of reports involving
Native American Children. See PPM section 0800.
1300 Initial Assessment of Report Alleging a Child is in1300 Initial Assessment of Report Alleging a Child is in
Need of CareNeed of Care
An Initial Assessment shall be completed on all reports received by the agency. The Initial Assessment is to determine when there are
reasonable grounds to believe abuse/neglect exists and immediate steps are needed to protect the health and welfare of the abused or
neglected child; or whether the Family is in Need of Assessment to determine if services to the child and family are indicated.
Structured Decision Making (SDM) shall be used to guide the initial assessment decision.
The Initial Assessment is completed when Kansas Protection Report Center (KPRC) staff make one of the following determinations:
A. Not Assigned for Further Assessment
B. An investigation and/or further assessment is indicated
1301 Initial Assessment by the Protection Report Center1301 Initial Assessment by the Protection Report Center
The KPRC shall assess all reports received by the agency. The assessment shall determine the agency's response to the
reported allegations. KPRC staff shall consider safety and risk factors to inform the initial assessment decision. Structured
Decision Making (SDM) shall be used to consider safety and risk factors. Safety and risk factors which may be considered
include, but are not limited to:
A. age of the children,
B. perpetrator's access to children,
C. physical or mental condition of care giver,
D. location of the injury,
E. seriousness of incident,
F. medical needs of the child,
G. the child's ability to protect self,
H. others ability to protect child,
I. recency of an injury,
J. current condition or behavior of the child,
K. agency action needed to protect children from harm and
L. action needed to preserve evidence,
M. prior department involvement
N. other
KPRC staff should use SDM to review all possible assignment types and definitions to determine if there are reasonable
grounds to believe the criteria for assignment of Abuse and/or Neglect, Family In Need of Assessment (FINA), Pregnant
Woman Using Substance, Interstate Compact for the Placement of Children, or Independent Living is met, and whether
the report should be assigned for further assessment, or not assigned for further assessment.
If the report meets criteria for acceptance for further assessment, KPRC staff shall document the level of response and
time frame for department response.
See PPM 1302 if the report does not immediately meet criteria to accept for further assessment.
1302 Search for History for the Initial Assessment1302 Search for History for the Initial Assessment
DecisionDecision
If the report is not immediately accepted for further investigation and/or assessment, a search for history is not required,
but may be conducted, as needed, to guide the Initial Assessment Decision.
A. The following searches may provide additional information to guide the Initial Assessment Decision:
1. Search for previous cases regarding all family members on FACTS.
2. Search for previous cases regarding all family members on KIDS.
3. Search alleged perpetrator on the UNIS screen and the CERS screen in FACTS.
a. CERS- The Central Registry Search screen is used to display the names of perpetrators of abuse/neglect after the
appeal period has ended or after an appeal decision has been upheld. WKRP may be substituted. Search by name
and SSN, if available.
b. UNIS- The Unconfirmed / Not Involved Search screen is used to search for individuals who have an
unsubstantiated finding. It can also be used to search for substantiated perpetrators listed on UNNI that are
displayed during the appeal process. Search by name and SSN, if available. The UNIS screen may provide other
case #s an individual is associated with.
4. Search by individual name of the alleged perpetrator on the KIDS system.
5. Search for the alleged perpetrator using the offender search on the Kansas Department of Corrections web site.
6. Search for the alleged perpetrator using the Kansas Bureau of Investigations, Kansas Registered Offender web site and
the National Sex Offender web site.
If, at any point during the search process, a determination is made there is reason to assign, the searches may be
discontinued, and the report assigned for further assessment.
1303 Search for Kansas Department of Corrections-1303 Search for Kansas Department of Corrections-
Juvenile Services (KDOC-JS) Custody StatusJuvenile Services (KDOC-JS) Custody Status
When a report is received alleging abuse or neglect occurred in a facility subject to regulation by DCF Foster Care and Residential
Facility Licensing or in a Psychiatric Residential Treatment Facility (PRTF) licensed by the Kansas Department on Aging and
Disability Services (KDADS), a KEES search shall be completed to determine if the alleged victim is in the custody of the KDOC-JS.
If the alleged victim is in the custody of the KDOC -JS send the report to KDOC -JS per PPM 1381.
If the alleged perpetrator is a juvenile resident of the facility, a KEES search shall be completed to determine if the alleged victim is in
the custody of the KDOC-JS. If the alleged perpetrator is in the custody of the KDOC-JS, a copy of the report shall be sent
electronically to KDOC-JS at: KDOC_JS_DCF_Incident@ks.gov (KDOC_JS_DCF_Incident@ks.gov).
1310 Criteria for Determining no further PPS action1310 Criteria for Determining no further PPS action
neededneeded
If following the Initial Assessment, a determination is made the report may not meet criteria to assign for further
assessment, the following criteria shall be used to determine if the report may be completed with the decision to Not
Assign for Further Assessment:
A. The Statutory Definition of a CINC or PPM Directives are not met for the following reasons:
No indication the child has been harmed or is likely to be harmed or endangered.
Care giver's behavior does not harm a child or place a child in a likelihood of harm or being endangered.
Reports Alleging Abuse or Neglect in the Past. See PPM 1370.
Report concerns child care licensing standards only. See PPM 1381
B. Report Fails to Provide the Information Necessary to Locate Child:
KPRC staff shall make reasonable efforts to locate the child/family by assessing all possible options based on the information
provided in the report. A report may contain information such as a location near a known landmark or the name of a relative
who knows the whereabouts of the child/family.
When KPRC staff determine a report may not meet criteria to assign due to lack of information to locate the child/family, the
KPRC supervisor shall be consulted to verify all resources have been exhausted to locate the child/family. KPRC staff shall
document the reasonable efforts to locate the child and family; and the consultation with the KPRC supervisor on the PPS
1001a.
C. DCF Does Not Have Authority to Proceed and/or a conflict of interest (See PPM1340)
1. Alleged child abuse/neglect occurring in an institution operated by the Kansas Department for Aging and Disability
Services (KDADS)
2. Alleged child abuse/neglect occurring in an institution operated by the Kansas Department of Corrections (KDOC)
3. Alleged child abuse/neglect by persons employed by the Department for Children and Families (DCF) or Kansas
Department for Aging and Disability Services (KDADS)
4. Alleged abuse/neglect of an adult victim not in the custody of the secretary
5. Report regarding a family living on a Native American Reservation or Military Installation
6. Reports which involve a conflict of interest
D. Incident Has Been or Is Being Assessed by DCF and/or Law Enforcement
If a previous report with the same allegations, same victims and same perpetrators has been assessed or is currently being
assessed the Initial Assessment of the current report can be completed with the decision to Not Assign for Further Assessment.
The Basis for the decision to Not Assign for Further Assessment on the PPS 1002 should reference the event number of previous
report.
1311 Documenting no further PPS action needed1311 Documenting no further PPS action needed
The specific reasons for not completing further assessment shall be documented in the "Basis" in Section V of the PPS 1002, Initial
Assessment.
The Basis shall address each of the allegations in the report, any risk factors identified in review of history and the specific
reasons no further assessment is necessary. The Basis shall be written in such a manner that a person unfamiliar with the
case could, by reading this narrative section and the areas noted with a check mark on the PPS 1002, determine the
reason the case was being completed with the decision to Not Assign for Further Assessment. Considering the reported
information, information from preliminary inquiry and past DCF history, the documentation needs to provide a sufficient
basis for the decision to Not Assign for Further Assessment.
1320 Preliminary Inquiry1320 Preliminary Inquiry
The Kansas Code for Care of Children provides for DCF to conduct a Preliminary Inquiry as a result of the department having
received information that a child appears to be in need of care [K.S.A. 38-2230]. Preliminary Inquiry is for the purpose of determining
whether an allegation of abuse or neglect is known to the agency through a current completed investigation, gaining additional
information regarding an allegation or non-abuse/neglect circumstance, and/or whether the interests of the child require further
assessment.
The Preliminary Inquiry information shall be obtained as soon as practical and shall not exceed three (3) working days from the date
the report is received by the agency. For the purpose of Preliminary Inquiries, three working days begin the first working day after the
report is received by the agency according to the date recorded on the PPS 1000 page.
If it appears from a reporter’s information that a child may be harmed within the preliminary inquiry time frame, the report shall be
assigned for investigation and/or assessment. If actions to gather additional information requires in person contact with a child,
family, or caregiver by DCF or a Child Welfare Case Management Provider the report shall be assigned for investigation and/or
further assessment based on information from the reporter.
Preliminary Inquiry may include any of the following activities relative to the case situation.
A. Reports Alleging Abuse or Neglect:
1. Gathering additional information from the DCF or Child Welfare Case Management Provider staff assigned to a current
open case or a recently closed case regarding the family subject to the report.
2. Gathering information to locate or identify a child.
3. Gathering additional information from other DCF programs.
4. Coordinating a referral to law enforcement, another public agency or community service.
5. Contacting reporter to clarify information received or request additional information.
6. Contacting any person in the report identified with possessing additional information.
7. Contacting schools, health care providers or any agency identified as providing services to the family.
B. Report Indicating Requests for Services or Other Non-Abuse/Neglect Concern
1. Gathering additional information from DCF programs, other public agency, and/or community contact via either
telephone or in person.
2. Connecting the family to a public agency or community service.
The PPS 1001 shall document the request for a Preliminary Inquiry, specify the information requested, establish the time within which
it is required, and document the decision. Information obtained shall be recorded on the PPS 1000 A, Summary of Results of
Preliminary Inquiry.
1321 Reports Requiring a Preliminary Inquiry1321 Reports Requiring a Preliminary Inquiry
A. If a report is not immediately accepted for further investigation and/or assessment based on information from the reporter, a
Preliminary Inquiry shall be completed for any one of the following reasons to complete an Initial Assessment Decision:
1. Report of a family with a current case open for investigation, family services, family preservation, reintegration foster
care or adoption case management services excluding adoption subsidy, custodianship subsidy and previous reports with
the same allegation, same alleged perpetrator and same alleged victim; or
2. Report involves an alleged perpetrator previously investigated for abuse/neglect and/or found on the abuse/neglect central
registry; or
3. Reported information is vague and additional information may be available from other sources such as schools, health
care providers, DCF Programs, Child Welfare Case Management Providers or other agencies; or
4. Reported information identifies persons with additional information necessary to make an assessment decision; or
5. Reports alleging a child has been abused or neglect by a non-family/unregulated care giver requiring coordination with
law enforcement to complete the Initial Assessment; or
6. Reported cause of injury does not match the description of the injury; or
7. Reported injury is typical of a child abuse injury with no explanation given to the cause of injury; or
8. Other source of additional information is identified to inform the Initial Assessment Decision.
B. When KPRC receives a second or subsequent reports related to a report currently on Preliminary Inquiry the following actions
shall be taken:
1. If the information in the second or subsequent report is enough to complete the Initial Assessment without a Preliminary
Inquiry;
a. Communication between the KPRC staff will occur to determine who is responsible to complete the initial
assessments.
b. If the KPRC staff whom has a report placed on Preliminary Inquiry is unavailable, the KPRC staff with the
subsequent report will complete the Initial Assessment and shall communicate the decision to the other KPRC staff.
2. If the information in the second or subsequent report does not contain any new allegations of Abuse/Neglect previously
known;
a. Communication between the KPRC staff can occur to determine who is responsible to complete the initial
assessments.
b. If the KPRC staff whom has a report placed on Preliminary Inquiry is unavailable, the KPRC staff with the
subsequent report will complete the Initial Assessment with the decision not to assign for further assessment and
shall communicate the decision to the other KPRC staff.
1323 Initial Assessment of Reports Regarding1323 Initial Assessment of Reports Regarding
Methamphetamine LabsMethamphetamine Labs
If DCF receives a report alleging a methamphetamine lab in a home where children are present or reside, the report shall
receive an initial assessment based on the information contained in the report.
If the report is not assigned, KPRC staff shall forward the report to the appropriate law enforcement agency.
1325 Initial Assessment of Reports Indicating Human1325 Initial Assessment of Reports Indicating Human
TraffickingTrafficking
Reports received by the Kansas Protection Report Center (KPRC) which indicate sexual abuse with concerns for
commercial sexual exploitation or aggravated human trafficking per K.S.A. 38-2202, are referred to in policy as human
trafficking (HT). Reports concerning human trafficking shall be assigned for further assessment, unless criteria per PPM
1430 Report of the Same Specific Abuse/Neglect Incident by a Different Reporter on an Open Case are met.
When concerns for human trafficking are indicated, the report shall be assigned for further assessment as abuse/neglect.
The Allegation Subtype shall be Human Trafficking-Sex, or Human Trafficking-Labor depending on the allegations
contained in the report. See Structured Decision Making (SDM) for guidance. See PPM 1521 for Response Time
Assignment.
1330 Timeframe for Initial Assessment1330 Timeframe for Initial Assessment
All reports, including FINA, shall have an Initial Assessment made without delay. The maximum time allowed to make an
Initial Assessment decision or request a Preliminary Inquiry is the end of the next half work day from the time the report is
received.
A. KPRC staff shall make one of the following determinations during this time frame:
1. Not assigned for further assessment
2. A preliminary inquiry is needed to gather additional information
3. An investigation and/or further assessment is indicated
When a Preliminary Inquiry is requested, the Initial Assessment decision shall not be delayed beyond the requested time frame.
Following the completion of a Preliminary Inquiry, KPRC staff shall make an Initial Assessment decision by the end of the next
half work day from the time the report is returned following the preliminary inquiry.
B. Examples of when Initial Assessments should be completed:
1. Report received between 8:00 am and 12 noon will need an Initial Assessment decision made by 5:00 pm of the same
day.
2. Report received between 12:01 pm and 5:00 pm will need an Initial Assessment by 12 noon the following work day.
3. Report received by KPRC after 5:00 pm, including reports received during week-ends will need an Initial Assessment
decision by 12 noon the following work day.
1340 Reports Which DCF Does Not Have Authority to1340 Reports Which DCF Does Not Have Authority to
Proceed, Involves a Memorandum of Understanding orProceed, Involves a Memorandum of Understanding or
Conflict of InterestConflict of Interest
A. DCF Does Not Have Authority to Proceed
The following are referrals and reports DCF is not permitted by K.S.A. 38-2226 to investigate. In such cases, the information
taken by the KPRC shall be transmitted promptly to the appropriate person or agency. The reporter may also be encouraged to
make such report directly to the appropriate person or agency in order to ensure all the relevant information is provided to the
correct agency.
1. A report shall not be accepted for investigation and/or further assessment for abuse/neglect under the following
circumstances:
Report of Alleged Child Abuse/Neglect Occurring in an Institution Operated by the Kansas Department for Aging and
Disability Services (KDADS).
Reports of alleged child abuse/neglect occurring in an institution operated by the Kansas Department for Aging and
Disability Services (KDADS) shall be forwarded to the appropriate law enforcement agency. Institutions operated by
KDADS include:
a. Kansas Neurological Institute (KNI)
b. Larned State Hospital (LSH)
c. Osawatomie State Hospital (OSH)
d. Parsons State Hospital and Training Center (PSH&TC)
KPRC staff shall complete an initial assessment on any allegation involving a child who resides in an institution operated
by KDADS but is suspected of having been abused or neglected while on a home visit, as a family report. Institutions
operated by KDADS are different from KDADS licensed facilities, such as a Psychiatric Residential Treatment Facility
(PRTF). See 1386 for Reports Involving KDADS Licensed Facilities
2. Alleged Child Abuse/Neglect Occurring in an Institution Operated by the Kansas Department of Corrections
Reports of alleged child abuse/neglect occurring in an institution operated by the Kansas Department of Corrections
(KDOC) shall be made to the Office of the Attorney General, Division of Criminal Investigation, e-mail reports to:
General@ksag.org with the subject line: SISI; or Phone (785) 296-2215 ask for Division of Criminal Investigation.
Additionally, a copy of the report shall be forwarded to the KDOC-Juvenile Services (JS) by sending it via e-mail
to: KDOC_JS_DCF_Inciden[email protected]ov (KDOC_JS_DCF_Incident@ks.gov).
Institutions operated by KDOC include:
a. Kansas Juvenile Corrections Complex (KJCC)
Reports alleging abuse/neglect which occurs at a local juvenile correctional facility shall have an initial assessment
completed to determine further action. Notification is not sent to KDOC or the Attorney General.
Foster homes, day care providers, group homes, or others who contract with DCF or KDOC-JS are not included.
3. Reports of alleged child abuse/neglect which involve the following shall be referred to the appropriate law enforcement
agency per K.S.A. 38-2226 (c):
a. The child(ren) of persons employed by DCF or KDADS identified as alleged victim(s), regardless of the role of the
employee in the report.
b. An employee of the Department for Children and Families (DCF) or Kansas Department for Aging and Disability
Services (KDADS) identified as an alleged perpetrator, or
The referral shall contain a request for a report of the completed law enforcement investigation returned to the PPS
Assessment and Prevention Administrator for the purposes of a case finding. Refer to PPM 1660 for reports containing
Family In Need of Assessment (FINA) concerns regarding DCF employees.
Foster parents, day care providers, or others who are employed by agencies that contract with DCF are not considered
employees of DCF.
4. Reports of Abuse/Neglect of an Adult Victim Not in the Custody of the Secretary
The alleged victim is age 18 or older reporting current abuse and the adult victim is not in the custody of the Secretary.
An Adult Protective Services report shall be completed. For reports of abuse occurring in the past see PPM 1370.
B. Reports Involving a Memorandum of Understanding
Reports regarding a family living on a Native American Reservation or military installation shall follow procedures established
in the current Memorandum of Understanding with the Native American Tribe or Memorandum of Agreement with the Military
Installation.
C. Reports Which Involve a Conflict of Interest
In some cases, a person may not technically be a DCF employee but has such a close working relationship that the appearance
of a conflict of interest is created such as a work/training participant. In those cases, it is preferable to request assistance from a
law enforcement agency or a worker from another DCF office/ region may be requested to assess the report. See PPM 0240.
Reports with a Child Welfare Case Management Provider employee listed as an alleged perpetrator shall be referred to a
different region/county or office from where the employee regularly works to ensure there is no real or perceived conflict of
interest to complete the investigation/assessment. The office where the case is open in FACTS is the responsible office and will
complete the tasks per PPM 1421. The office completing the investigation shall complete the tasks per PPM 1422.
1350 Non-family/Unregulated Care Giver Reports -Third1350 Non-family/Unregulated Care Giver Reports -Third
Party ReportsParty Reports
A non-family/unregulated care giver report is a report alleging a child has been abused or neglected by a person other than
the child's parent, relative, custodian/care giver or member of the household. Such persons may include, but are not
limited to the following:
A. Teachers, administrators, or other employees of a school, other than a home school;
B. Employees and administrators of recreational and/or character-building organizations;
C. Babysitters;
D. Acquaintances of the family;
E. Strangers.
1351 Initial Assessment Decisions Regarding Non-1351 Initial Assessment Decisions Regarding Non-
Family/Unregulated CaregiverFamily/Unregulated Caregiver
If DCF receives a report alleging a child has been abused or neglected by a non-family/unregulated care giver, the
department shall complete the Initial Assessment using the same criteria as reports involving parents and caregivers; with
the exception of:
A. Reports involving abuse or neglect in schools, refer to PPM 1353;
B. Reports referred to law enforcement agency, refer to PPM 1352.
All non-family/unregulated care giver reports shall be assessed to determine if there is evidence or suspicion of parental
involvement or failure to protect the child meeting criteria to assign for further assessment regarding the parental action or
inaction.
1352 Non-Family/ Unregulated Care Giver -Third Party1352 Non-Family/ Unregulated Care Giver -Third Party
Reports Referred to Law EnforcementReports Referred to Law Enforcement
Reports of alleged abuse or neglect by a non-family/ unregulated caregiver, with the exception of Human Trafficking
related concerns, may be placed on preliminary inquiry and referred to the appropriate law enforcement agency. Reports
with Human Trafficking concerns shall be assigned for further assessment per PPM 1325.
When the report is received from law enforcement and involves a third party (non-family/unregulated caregiver) preliminary
inquiry is not necessary. The department will consider whether law enforcement has acted on the report. If law
enforcement is actively investigating or has investigated and no additional FINA concerns are identified the report can be
screened out with no further assessment.
A. KPRC staff shall contact the appropriate law enforcement agency to verify whether or not the law enforcement
agency will investigate the allegation. The PPS 1003 Intake to Law Enforcement can be used to provide additional
details.
B. The following shall be considered for the Initial Assessment decision:
1. If law enforcement accepts the report for investigation and is not requesting DCF assistance with the
investigation the Initial Assessment may be completed with the decision to Not Assigned for Further
Assessment for the reason the incident has been or is being assessed by DCF and/or law enforcement [AAS].
2. If law enforcement accepts the report and requests DCF assistance with the investigation, the report shall not
be assigned for further assessment and forwarded to the responsible region as a courtesy interview using the
following email addresses.
Kansas City Region: DCF.KCPRC@ks.gov
East Region: DCF.EastIntake@ks.gov
Wichita Region: DCF.WICIntake@ks.gov
West Region: DCF.WPRC@ks.gov
3. If law enforcement does not accept the report for investigation, the report shall be accepted for further
assessment if it otherwise meets criteria to assign for further assessment.
1354 Documentation of Case Acceptance and Timelines1354 Documentation of Case Acceptance and Timelines
for Non-family Unregulated Care Giver Reportsfor Non-family Unregulated Care Giver Reports
The Initial Assessment, PPS 1002, shall be used to determine whether the report meets the criteria for acceptance. If DCF
accepts a non-family / unregulated care giver report for investigation and assessment, a case shall be opened. A report of
an assigned non-family / unregulated care giver is opened in FACTS for each family in which there is a child who is
alleged to have been abused or neglected. The case is opened as with any other case but the parents’ role type will be
coded in FACTS as "FAM" (family).
The time line for a non-family / unregulated care giver investigation is the same as for any other case. Document if the time assigned
cannot follow normal procedures because of the need to cooperate with a law enforcement investigation.
1360 Reports Concerning a Youth Who Has Been1360 Reports Concerning a Youth Who Has Been
Adjudicated as a Juvenile OffenderAdjudicated as a Juvenile Offender
DCF is responsible for receiving and completing an Initial Assessment of reports of youth who have been adjudicated as a
juvenile offender and who are alleged or suspected to be in need of care.
A. Reports in Which Abuse or Neglect is Alleged or Suspected
Reports alleging abuse or neglect of youth adjudicated as juvenile offender are subject to the same Initial Assessment policies as
other reports. Notice of the acceptance of a report and the result of DCF investigation shall be provided to the Kansas
Department of Corrections - Juvenile Services (KDOC-JS) by e-mailing the report to KDOC_JS_DCF_Incident@ks.gov
(KDOC_JS_DCF_Inciden[email protected]ov) .
B. Reports Which Involve Family In Need of Assessment
DCF shall refer to the Kansas Department of Corrections - Juvenile Services (KDOC-JS) at KDOC_JS_DCF_Incident@ks.gov
(KDOC_JS_DCF_Inciden[email protected]ov) when a report is received that a youth adjudicated as a juvenile offender is alleged or
suspected to be a child in need of care for reasons other than abuse or neglect. DCF shall not take further action.
1370 Reports Alleging Abuse or Neglect in the Past1370 Reports Alleging Abuse or Neglect in the Past
All reports received which occurred in the past shall receive an Initial Assessment, regardless of the current age of the
child/adult. There is no specific time period in which a report of child abuse or neglect is received by the Kansas Protection
Report Center to consider allegation(s) which occurred in the past for further assessment.
The department may occasionally receive a report from a person who is now an adult, alleging they were abused or
neglected as a child. The law is silent regarding reports from or concerning a person 18 years of age and older about an
incident that occurred during childhood. The adult victim should be encouraged to make a report to a law enforcement
agency, especially if it is within 5 years after the alleged abuse or neglect occurred or was discovered, whichever is later.
The adult victim may also wish to contact an attorney regarding whether there may be any other actions, including civil
lawsuit, available to the adult victim.
The issue of whether a report of prior abuse or neglect shall be investigated is within the discretion of the KPRC staff
responsible for completing the Initial Assessment on the report. A report shall not be completed with the decision to not
assign for further assessment needed for the sole reason it occurred in the past.
Guidelines for deciding whether to accept a report of past abuse or neglect:
A. Does it appear likely, without investigation, that the same child or other children under the same care are currently being
maltreated or likely to be maltreated?
Factors to be considered in making this determination are: current allegations of abuse, other reports or incidents regarding the
alleged perpetrator based on a FACTS search, any affirmed, confirmed, substantiated or validated findings regarding the alleged
perpetrator, and the age or ages of any children currently under the care of the alleged perpetrator.
B. Does it appear likely at this time an investigation would be able to obtain enough information to determine a case finding
decision using the preponderance standard of evidence?
Factors to be considered in making this determination are: how old the participants are, where do the participants currently
reside, and is it reasonable to believe participants can be located?
If the answer to one or both of these questions is "Yes", the need for an investigation is presumed unless the alleged perpetrator is not
known or the current whereabouts of the alleged perpetrator are unknown. If the answer to both questions is "No", the case may be
completed with the decision to not assign for further assessment for the reason the report does not meet the definition of a child in need
of care.
For reports received regarding an alleged victim 18 years old or older, if the report is assigned for further assessment, the
adult may or may not be considered an alleged victim but will likely be a collateral contact or witness in any event. If there is
no current abuse or neglect or suspicion of abuse or neglect of a child, the department is neither obligated to respond with
an investigation and assessment nor prohibited from doing so.
1381 Reports Regarding a Facility Subject to Regulation1381 Reports Regarding a Facility Subject to Regulation
The Department for Children and Families has the responsibility to receive, investigate and assess allegations of abuse or
neglect which are alleged to have occurred in a child care or residential care facility. Kansas Statutes (K.S.A. 38-2226(e))
requires DCF staff to promptly report to the Kansas Department of Health and Environment (KDHE) of "any investigation
involving a facility subject to licensing or regulation by the Secretary of Health and Environment."
An initial assessment shall be completed for all reports received with allegations of abuse or neglect of a child involving a
facility subject to licensing or regulation by KDHE, DCF Foster Care and Residential Facility Licensing or the Kansas
Department for Aging and Disability Services (KDADS).
A. Allegation of Abuse
Reports alleging physical, emotional or sexual abuse in a facility with the care giver or other person within the facility as the
alleged perpetrator receive an Initial Assessment decision based on the same criteria of all other reports.
B. Allegation of Neglect
If a report alleges neglect in a facility, it is necessary to determine whether the reported information involves only lack of
compliance with a regulatory requirement or whether the alleged infraction rises to the level of neglect which has resulted in
harm or a likelihood of harm to a child. KPRC staff shall complete an Initial Assessment and document the reasons for the
decision.
Reports which indicate a regulatory requirement appears to have been violated, but no harm has occurred or is likely to occur in
the immediate future, are not considered neglect for the purpose of a DCF investigation. The Initial Assessment shall be
completed with the decision to not assign for further assessment.
Reports which indicate neglect, lack of supervision or other regulatory infraction identifying a care giver or other person within
the facility as the alleged perpetrator, and has resulted in harm to a child or which will likely result in harm in the immediate
future, shall be accepted for investigation by the DCF.
C. Initial Assessment Assigned for Investigation
When a report has been assigned, the Kansas Protection Report Center shall send the notification as specified below within five
working days of receiving the report. A report which a reasonable person would conclude is an emergency requiring prompt
intervention by KDHE, DCF Foster Care and Residential Facility Licensing or KDADS shall be referred within two hours of
the Initial Assessment decision or when KDHE, DCF Foster Care and Residential Facility Licensing or KDADS are next open
for business.
Reports shall be sent electronically. The reporter information shall be included in the notification.
The notification includes the following with some exceptions as noted below:
1. PPS 1000, Face Sheet
2. PPS 1001, Report/Request for Services
3. PPS 1001A, Summary of Results of Preliminary Inquiry
4. PPS 1002, Initial Assessment
D. Reports on Child Care Facilities
The Kansas Protection Report Center shall forward notification to parties identified below on reports involving Licensed Day
Care Homes, Group Day Care Homes and Child Care Centers. Notification of reports regarding the care giver or other person
within the facility as the alleged perpetrator at these child care facilities shall be forwarded as specified below:
1. KDHE Administration via e-mail. See PPM 1381 I.
2. DCF Child Care Provider Manager.
E. Reports on Family Foster Homes
The Kansas Protection Report Center shall forward notification to parties identified below on reports involving Family Foster
Homes. Notification of reports regarding the care giver or other person within the home as the alleged perpetrator shall be
forwarded as specified below:
1. DCF Foster Care and Residential Facility Licensing via e-mail. See PPM 1381 J.
2. Child Placing Agency sponsoring a family foster home.
3. DCF worker identified on the open FACTS CASE screen if the child is being served by a Child Welfare Case
Management Provider
4. Kansas Department of Corrections- Juvenile Services (KDOC-JS) when the alleged victim/perpetrator is in the custody of
the Commissioner of KDOC-JS. See PPM 1381 K.
F. Reports on Residential Care Facilities
The Kansas Protection Report Center shall forward notification to parties identified below on all reports involving Group
Boarding Homes and Residential Centers. Notification of reports regarding the care giver or other person within the facility as
the alleged perpetrator shall be forwarded as specified below:
1. DCF Foster Care and Residential Facility Licensing via e-mail. See PPM 1381 J.
2. DCF worker identified on the open FACTS CASE screen if the child is being served by a Child Welfare Case
Management Provider
3. Kansas Department of Corrections- Juvenile Services (KDOC-JS) when the alleged victim is in the custody of the
Commissioner of KDOC-JS. See PPM 1381 K.
4. DCF Support Services in the region where the facility is located:
a. East: East_Facility@ks.gov (East_Facility@ks.gov)
b. Kansas City: DCF.KCRPPSProviderAgreements@ks.gov
c. West: DCF.WestRegionFacilityIntakes@ks.gov
d. Wichita: WICIntake@ks.gov
e. DCF.WROPPSProviderAgreements@ks.gov
G. Reports on Psychiatric Residential Treatment Facilities
The Kansas Protection Report Center shall forward notices involving Psychiatric Residential Treatment Facilities (PRTF) to
parties identified below. Psychiatric Residential Treatment Facilities are licensed by Kansas Department for Aging and
Disability Services (KDADS). Notification of reports regarding the care giver or other person within the facility as the alleged
perpetrator shall be forwarded as specified below.
1. KDADS via e-mail. See PPM 1381L.
2. DCF worker identified on the open FACTS CASE screen if the child is being served by a Child Welfare Case
Management Provider
3. Kansas Department of Corrections- Juvenile Services (KDOC-JS) when the alleged victim is in the custody of the
Commissioner of KDOC-JS. See PPM 1381 K.
H. Initial Assessment with the decision to Not Assign for Further Assessment
When the Initial Assessment determines the decision to not assign for further assessment, the Protection Report Center shall send
the notification as specified below within five working days of receiving the report. Reports shall be sent electronically. The
reporter information shall be included in the notification.
Notification shall include:
1. PPS 1000, Face Sheet
2. PPS 1002, Initial Assessment
3. PPS 1001A, Summary of Results of Preliminary Inquiry, as applicable
On child care facilities, notification shall be sent to:
1. KDHE Central Office via e-mail. See PPM 1381 I.
On residential care facilities, notification shall be sent to:
1. DCF Foster Care and Residential Facility Licensing via e-mail. See PPM 1381 J.
2. DCF worker identified on the open FACTS CASE screen if the child is being served by a Child Welfare Case
Management Provider
On Psychiatric Residential Treatment Facilities, notification shall be sent to:
1. KDADS via e-mail. See PPM 1381L.
2. DCF worker identified on the open FACTS CASE screen if the child is being served by a Child Welfare Case
Management Provider
I. Electronic Notification of Reports to KDHE
The Kansas Protection Report Center shall send all notices of an intake regarding concerns in a child care facility to KDHE
electronically with the following procedures.
The forms to be sent shall be converted to .pdf file format and sent to: kdhe.CCLReports@ks.gov
The subject line of the e-mail shall contain specific information necessary to identify the type of report for KDHE.
1. Type of communication: Intake
2. Type of facility: Child Care (CC)
3. County where the facility is located: Two letter county code.
4. Name of Facility: The name of the facility or the last name of the licensee
J. Electronic Notification of Reports to DCF Foster Care and Residential Facility Licensing
K. The Kansas Protection Report Center shall send all notices of an intake regarding concerns in a family foster homes and
residential facilities to DCF Foster Care and Residential Facility Licensing electronically with the following procedures.
The forms to be sent shall be sent to: DCF.CCLReports@ks.gov (DCF.CLLReports@ks.gov)
The subject line of the e-mail shall contain specific information necessary to identify the type of report for DCF Foster Care and
Residential Facility Licensing.
1. Type of communication: Intake
2. Type of facility: Foster Care (FC), or Residential Facility (RF)
3. County where the facility is located: Two letter county code.
4. Name of Facility: The name of the facility or the last name of the licensee
L. Electronic Notification of Reports toKDOC-JS
The Kansas Protection Report Center shall send all notices of an intake to KDOC-JS electronically with the following
procedures.
The forms to be sent shall be converted to .pdf file format and sent to: KDOC_JS_DCF_Incident@ks.gov
(KDOC_JS_DCF_Inciden[email protected]ov).
The subject line of the e-mail shall contain specific information necessary to identify the type of report for KDOC-JS.
1. Type of communication: Intake
2. Type of facility: Foster Care (FC), or Residential Facility (RF)
3. County where the facility is located: Two letter county code.
4. Name of Facility: The name of the facility or the last name of the licensee
M. Electronic Notification or Reports to Mental Health/KDADS
The Kansas Protection Report Center shall send all notices of an intake to Mental Health Performance Improvement Field
Staff/KDADS electronically with the following procedures.
The forms to be sent shall be converted to .pdf file format and sent to: KDADS.MHPRCReports@ks.gov
The subject line of the e-mail shall contain specific information necessary to identify the type of report for Mental Health or
PRTF.
1. Type of communication: Intake
2. Type of Facility: Residential Facility (RF), Community MH Center (CM)
3. County where the facility is located: Two letter county code
4. Name of facility: The name of the facility or the last name of the licensee
For cases where multiple agencies require notification, it is appropriate to send one e-mail including copies to all involved
agencies. This will allow for transparency between agencies; assuring all, the appropriate notices have been sent.
1382 Reports of a Person Known to Work, Reside or1382 Reports of a Person Known to Work, Reside or
Regularly Volunteer in a Licensed/Regulated FacilityRegularly Volunteer in a Licensed/Regulated Facility
Suspected of Abusing or Neglecting His or Her OwnSuspected of Abusing or Neglecting His or Her Own
ChildChild
When a report is received alleging that a person who works, resides or regularly volunteers in a licensed/regulated facility is suspected
of abusing or neglecting his or her own child or another child not connected with the facility, an Initial Assessment of such allegation
is completed based on the context of allegation and relationship between that person and alleged victim. A report is not made to KDHE
at the time of intake; however notice of findings may be required. See PPM 2544.
1383 Reports Regarding Approved Family Foster Homes1383 Reports Regarding Approved Family Foster Homes
Although not required to be licensed, approved family foster homes are required to meet licensing standards. If it is known or
suspected that such a home does not meet these standards, a report should be made to DCF Foster Care and Residential Facility
Licensing.
1384 Reports Regarding Kinship Placements1384 Reports Regarding Kinship Placements
If a report is received of abuse/neglect with a care giver in a Kinship placement as the alleged perpetrators, the Kansas Protection
Report Center needs to determine if the home is licensed or approved. If the home is licensed or approved by DCF Foster Care and
Residential Facility Licensing, a notice shall be made to DCF Foster Care and Residential Facility Licensing per 1381 J. Kinship
placements not licensed or approved by DCF Foster Care and Residential Facility Licensing are investigated as a family report.
1385 Reports Involving Adults Under 21 Years of Age1385 Reports Involving Adults Under 21 Years of Age
and in Custody of the Secretary of DCFand in Custody of the Secretary of DCF
When PPS receives a report involving an Adult under 21 years of age and in custody of the Secretary of DCF, the report
shall be assessed as a child report and assigned per the PPS Policy and Procedure Manual.
1386 Reports Involving KDADS Licensed Facilities1386 Reports Involving KDADS Licensed Facilities
For the purposes of this policy, KDADS Licensed Facilities shall include Community Mental Health Centers, Affiliated
Community Mental Health Service Providers and Private Psychiatric Hospitals only. KDADS licensed facilities are not the
same as institutions operated by KDADS. See 1340 for institutions operated by KDADS.
Child abuse/neglect reports received with the alleged perpetrator being a provider of CMHC services shall be referred to
Law Enforcement as a non-family/unregulated care giver per PPM 1350 - 1352. Notification of the reports shall be
forwarded as outlined in 1386 D.
Child abuse/neglect reports received with the alleged perpetrator residing in the facility shall be assessed and assigned per
policy based on the PPM definitions of abuse/neglect. Notification of the reports shall be forwarded as outlined in 1386D.
A. Reports with the decision to not assign for further assessment
Initial Assessment completed with the decision to not assign for further assessment on all reports regarding KDADS licensed
facilities shall be forwarded by the Kansas Protection Report Center to Mental Health Performance Improvement Field Staff.
B. Reports involving KDADS Licensed Facilities accepted for investigation by Law Enforcement
If law enforcement accepts the report of child abuse/neglect for investigation, KPRC staff shall complete the Initial Assessment
decision to not assign for further assessment. The Kansas Protection Report Center shall:
1. forward a copy of the report including the "Basis" to Mental Health Performance Improvement Field Staff.
2. forward a Notification of Investigation, PPS-1008, to the KDADS Licensed Facility, attention: Director of Children
Services, identified in the report as a notification of a report being investigated and identify the alleged facility staff and
agency responsible for investigation.
C. Reports accepted for investigation by DCF
Reports assigned for investigation as a 3rd Party Perpetrator and forwarded for assessment according to regional procedures.
The Kansas Protection Report Center shall:
1. forward the Notice of Investigation, PPS-1008 and a copy of the report to the Mental Health Performance Improvement
Field Staff.
2. forward a Notification of Investigation, PPS-1008, to the KDADS Licensed Facility, attention: Director of Children
Services, identified in the report as a notification of a report being investigated and identify the alleged facility staff and
agency responsible for investigation with a copy to the assigned CPS Specialist to add to the case file.
D. Notification to Mental Health Performance Improvement Field Staff shall be made by sending a copy of the report
to: KDADS.MHPRCReports@ks.gov
Notification shall include:
1. PPS 1000, face sheet
2. PPS 1001, Report/Request for Services
3. PPS 1001A, summary of Results of Preliminary Inquiry, as applicable
The subject line of the email shall contain specific information necessary to identify the type of report to MH.
4. Type of Communication: Intake
5. Type of Facility: CMHC
6. County where the facility is located: Two letter county code
7. Name of Facility: The name of the facility (if it is a 3rd party report)
1387 Case Opening on Any Facility Report1387 Case Opening on Any Facility Report
If the report is accepted for investigation/assessment on any facility, a case shall be opened for each child or sibling group
who is alleged to have been abused or neglected and only on those children. For the purposes of the case file and FACTS,
the parent(s) or other caregiver in the home of each child or sibling group and not the facility is listed as head of household
and becomes the case name.
1388 Reports Requiring Notification to Department for1388 Reports Requiring Notification to Department for
Aging and Disability Services (KDADS) or CommunityAging and Disability Services (KDADS) or Community
Support Services (CSS)Support Services (CSS)
A. Child subject of the report with a disability or on a waiver:
When a report is received which alleges the child subject of the report is on an HCBS waiver or has a disability, related to
physical or cognitive development, autism or traumatic brain injury, the report shall be sent to the KDADS.CSSP[email protected]ov
(KDADS.CSSPRC@ks.gov) mailbox.
The subject line of the e-mail shall contain specific information necessary to identify the report for KDADS.
1. Type of communication: Intake
2. Two letter county code with dashes: -Wy-
3. Case head last name: Smith
4. Intake id number: 1006983
5. For example; Intake-Wy-Smith 1006983
If the reporter is unsure if the child is on an HCBS waiver, KPRC staff shall check waiver status on the CAP2 screen in
KAECSES. Upon implementation of KEES the status shall be reviewed in KEES. If the reporter is unsure of disability status,
but believes the child has a disability as specified above, the report shall be sent to the KDADS.CSSPRC@ks.gov
(KDADS.CSSPRC@ks.gov) mailbox.
B. Child or family member receiving mental health services:
If a report is received which identifies anyone in the family as receiving mental health services, the report shall be sent to
the KDADS.MHPRCReports@ks.gov (KDADS.MHPRCReports@ks.gov) mailbox. The subject line shall read: Intake-two
letter facility code-two letter county code-facility name. For example: Intake-CM-DG-Bert Nash. Facility codes for PPS are
outlined in PPM 1381.
The subject line of the email shall contain specific information necessary to identify the report to CSP.
1. Type of communication: Intake
2. Two letter facility code: CM
3. Two letter county code with dashes: -Dg-
4. Facility name: Bert Nash
5. For example; Intake-CM-DG-Bert Nash
1390 Reports Alleging Abuse/Neglect Out of State1390 Reports Alleging Abuse/Neglect Out of State
A report alleging abuse or neglect may be assigned in the following circumstances:
A. If the incident occurred in Kansas, regardless of where the victim is currently found or resides, or
B. If the incident occurred in Kansas, regardless of where the perpetrator is currently found or resides, or
C. If the child resides in Kansas or is found in Kansas, regardless of where the incident occurred.
1400 Assignment of Reports1400 Assignment of Reports
When there is no current open PPS case established, procedures for opening a case are to be followed as indicated in
PPM section 1410. Other listed procedures apply when the subject of the report is a child in custody of the Secretary of
DCF, the family is currently receiving family services or family preservation services, or when there is an open case for
investigation/assessment.
1405 Assigning Allegations when the Person1405 Assigning Allegations when the Person
Responsible is a MinorResponsible is a Minor
Peer-to-peer fighting, peer bullying, and siblings fighting shall not be assigned with the minor identified as the alleged
perpetrator. Consideration should be given to the caregiver(s) responsibility in the situation to determine if an
abuse/neglect investigation is needed. If the family or child appears to need additional services not already in place, a
FINA case may be considered.
Allegations where the alleged perpetrator is a minor may be assigned in serious situations, such as allegations of sexual abuse.
To assign an investigation for neglect in Kansas, the acts or omissions resulting in harm to a child or presenting a likelihood of harm
must occur by a person responsible for the care of the child. Prior to assigning a case with a minor as the alleged perpetrator for
neglect, it should be ascertained the minor alleged perpetrator was in a defined care giving role.
1410 Assignment of Reports Not Currently Open for1410 Assignment of Reports Not Currently Open for
Investigation/AssessmentInvestigation/Assessment
A report alleging a child may be a child in need of care which is accepted by DCF shall be assigned to the local DCF office
where the child resides or shall be available for investigation and assessment and services.
If the report of abuse/neglect at a child care facility is accepted for investigation, the local DCF office where the facility is
located is responsible for the investigation of the allegations, regardless of where the child resides.
If services by another state or DCF office are required, the assigned DCF office is responsible for coordinating the
requests for services.
In situations which do not appear to fit this policy, the Assessment and Prevention Administrator s in the involved Regions
shall determine which region shall take responsibility for the report.
1415 Assignment of Reports Indicating Pregnant Woman1415 Assignment of Reports Indicating Pregnant Woman
Using SubstancesUsing Substances
Reports concerning pregnant woman using substances shall receive an initial assessment using the Appendix 1D ( B) and
Structured Decision Making (SDM).
A. Reports Involving Nicotine Use
If the only substance reported is nicotine, the report shall not be assigned for further assessment.
B. Reports Received With Children Residing In The Home
Reports indicating the pregnant woman has other children in the home shall be assessed based on the reporters
allegations or indications of need for services. If the reported allegations do not warrant assignment as
abuse/neglect or FINA, the report shall be assigned as a Pregnant Woman Using Substances (PWS) with a 72-hour
response time.
C. Reports Received With No Children Residing In The Home
Reports indicating a pregnant woman with no children residing in the home shall be assigned as a Pregnant Woman
Using Substances (PWS) with a 72-hour response time.
D. Reports Received with Open TANF
Reports indicating a pregnant woman is using substances or has a history of substance use and is at risk of relapse shall
have a KEES (upon availability) system search completed at the time of intake to determine if the pregnant woman is
receiving TANF cash benefits. If the Pregnant Woman is receiving TANF cash benefits a copy of the report shall be
provided to the EES contact for the region to provide additional support.
1420 Assignment of a Report Involving a Child in the1420 Assignment of a Report Involving a Child in the
Custody of the Secretary and the Custody Case isCustody of the Secretary and the Custody Case is
Opened in a Region Other Than Where the IncidentOpened in a Region Other Than Where the Incident
OccurredOccurred
An abuse/neglect report received when a child is in placement in a region different from the region with an open case, both
offices must be involved in the investigation.
The region where the case is open is designated as the "responsible office", and the county in the region in which the
incident occurred is the "investigating office".
1421 Tasks of the Responsible Office1421 Tasks of the Responsible Office
The responsible office is the office where the case is open in FACTS. When it is necessary to have an event investigated
by another office, the responsible office is responsible to:
A. Provide the investigating office with relevant information as requested.
B. Provide notices of the report to appropriate persons (e.g., parents, assigned CPS specialist, GAL, CA/DA, Judge).
C. Accept reports, findings and forms from the investigating office.
D. Complete the Repeat Maltreatment Review if the case finding is second substantiation on the victim within six months.
See PPM section 2000.
1422 Tasks of the Investigating Office1422 Tasks of the Investigating Office
The tasks of the investigating office are to accept the report of abuse/neglect. Assess the report per policy and make appropriate
findings.
A. Make necessary FACTS entries for assessment and findings.
B. Investigate the report.
C. Take emergency protective action if necessary.
D. Keep the responsible office informed of the progress of the case.
E. Determine and give notice of findings regarding the incident and the perpetrator as required in PPM section 2000.
F. Referral to Infant-Toddler Services PPS-2015 for a substantiated finding of child under the age of 3. See PPM section 2000.
G. Forward report (PPS 1000 series), assessment (PPS 2030 series) and case finding (PPS 2011) to responsible office.
H. Forward the notices of findings to the responsible office.
The intent of this policy is for the office with the incident (for a child in DCF custody) or facility in their area to be aware of any
protection issues for the child reported or other children in placement or in the facility and facilitate local involvement in any KDHE
regulatory action. If there are situations where this policy is not appropriate, the Assessment and Prevention or Foster Care Contract
Administrator in the Region of the "responsible office", in consultation with the Assessment and Prevention or Foster Care Contract
Administrator of the "investigating office", shall determine how best to handle the report.
1430 Report of the Same Specific Abuse/Neglect1430 Report of the Same Specific Abuse/Neglect
Incident by a Different Reporter on an Open CaseIncident by a Different Reporter on an Open Case
When a report is received from a second or subsequent reporter, and the allegations describe the same specific incident containing no
new allegations of Abuse/Neglect as in the report currently being investigated/assessed by DCF, the Initial Assessment shall be
completed with the decision not to assign for further assessment.
Situations of ongoing abuse/neglect providing a description of the families’ circumstances rather than a specific incident, such as, but
not limited to ongoing conditions of the home, ongoing yelling or name calling, or ongoing domestic violence are not subject to this
policy and shall receive an initial assessment decision based on the information contained in the report.
1431 Initial Assessment of a FINA Event on an Open1431 Initial Assessment of a FINA Event on an Open
CaseCase
Reports received indicating Family in Need of Assessment (FINA) concerns shall receive an initial assessment to
determine whether criterion is met to assign for further assessment. When FINA criteria is met, and it is determined the
case is open to PPS for assessment, family services, family preservation, or foster care a preliminary inquiry to the worker
with the open case may provide information to inform the initial assessment decision.
Generally, when there is an open abuse/neglect investigation, FINA concerns are not assigned for further assessment and
forwarded to the CPS Specialist with the open case in FACTS. The report may be assigned for further assessment when
there is a request from the PPS supervisor to assign. Some cases remaining open on FACTS may warrant assignment of
a FINA event when it is determined the Child Welfare Case Management Provider (CWCMP) is not responsible for
services. Such cases may include, but are not limited to, reports received with an open foster care case on a newborn in
the removal home, or on children in the removal home with the case plan of adoption. The case plan goal in FACTS may
not always indicate adoption when there is concurrent planning. A preliminary inquiry to the worker with the open case may
inform this initial assessment decision.
When there is not a request from the PPS supervisor to assign the subsequent FINA concern, the initial assessment may
be completed with the decision to not assign for further assessment and addressed as part of the open case. See PPM
1432 for forwarding procedures.
All reports containing human trafficking concerns per K.S.A. 38-2202 shall be assigned for further assessment of
abuse/neglect Human Trafficking-Sex or Human Trafficking-Labor, regardless of the current open case type, unless,
criteria per PPM 1430 Report of the Same Specific Abuse/Neglect Incident by a Different Reporter on an Open Case are
met.
Reports faxed from Juvenile Intake Assessment Services (JIAS) involving a child in the custody of the Secretary receiving foster care
services who has run away shall be reviewed by KPRC staff. When it is determined the report contains runaway concerns only, and
any abuse/neglect concerns have already been assessed, the report shall be forwarded to the region with the open case, via the intake e-
mail. These reports are not required to be entered in KIPS.
1432 Forwarding Subsequent Not Assigned Reports on1432 Forwarding Subsequent Not Assigned Reports on
an Open Casean Open Case
All subsequent reports received on an open case shall receive an Initial Assessment by the Kansas Protection Report Center (KPRC).
If the initial assessment decision is to not assign the report for further assessment, the report shall be forwarded to the regional intake
e-mail:
Kansas City Region: DCF.KCPRC@ks.gov
East Region: DCF.EastIntake@ks.gov
Wichita Region: DCF.WICIntake@ks.gov
West Region: DCF.WPRC@ks.gov
PPS regional staff refer to PPM 2070. See PPM 0510 Critical Incident.
1450 Additional Children in the Family identified in an1450 Additional Children in the Family identified in an
ongoing investigationongoing investigation
If during the course of an investigation/assessment, there is reason to believe other children under the same care are
possible victims of the same allegations in the assigned investigation/assessment, the additional children shall be added to
the current investigation and does not require a new report.
1451 Additional Perpetrator Identified after Initial1451 Additional Perpetrator Identified after Initial
AssignmentAssignment
If during the course of an investigation/assessment of a report, there is reason to believe that there is another perpetrator for the same
allegation and incident reported, the additional perpetrator shall be added to the current investigation and does not require a new
report.
1452 Additional Concerns Related to the Child(ren) in1452 Additional Concerns Related to the Child(ren) in
the Family identified in an ongoing investigationthe Family identified in an ongoing investigation
During the course of an investigation/assessment if PPS staff become aware of abuse or neglect issues, other than those contained in
the assigned report, a new report is required. An Initial Assessment decision shall be completed based on the content of the new report.
1453 Child(ren) from another Family identified in an1453 Child(ren) from another Family identified in an
ongoing investigationongoing investigation
If during the course of an investigation/assessment, PPS staff become aware that a child from another family may also be abused or
neglected, a new report is required. If necessary, the CPS Specialist shall take appropriate protective action, pending the KPRC initial
assessment of the new report.
1454 Children in Facilities Subject to Regulation by1454 Children in Facilities Subject to Regulation by
KDHE Identified in an Ongoing InvestigationKDHE Identified in an Ongoing Investigation
During the course of an investigation, if PPS staff have reason to suspect other children under the same care are abused or neglected, a
new report is required. An Initial Assessment is completed and assigned based on the content of the new report.
1500 Response Time Assessment1500 Response Time Assessment
The Kansas Code for Care of Children in K.S.A. 38-2230 mandates that when there are reasonable grounds to believe abuse or neglect
exists, immediate steps shall be taken to protect the health and welfare of the abused or neglected child as well as that of any other
child under the same care who may be in danger of abuse or neglect.
When a report alleging a child is abused or neglected is assigned for further assessment the Kansas Protection Report Center Specialist
shall determine the appropriate response time consistent with the information reported.
Response time begins with the time of the assignment as designated on the PPS 1002, Initial Assessment. Response
time ends when the department has determined the safety of the child or made reasonable efforts to make such
determination.
1521 Criteria for Establishing Response Times1521 Criteria for Establishing Response Times
Reports assigned for abuse/neglect concerns shall be assigned with either a same day or 72-hour response time. KPRC
staff shall determine the response time for abuse/neglect assignments according to the following criteria:
A. Same Day:
When there is reason to believe that a child has been seriously harmed or is in immediate serious danger, DCF shall ascertain
the safety of the child and take action necessary to protect the child or cause action to be taken by emergency personnel such as
law enforcement officers the same day the report is received. See PPM 1530 for determination of joint investigation with law
enforcement.
Examples of reports which shall be assigned for same day response:
1. Any alleged abuse or neglect of a child under one year of age.
2. Any child with current marks or bruises.
3. Life threatening situation for a child of any age, including the child is currently engaging in self-harming behaviors.
4. Sexual abuse, including human trafficking, of a child with the alleged perpetrator having access.
5. Child without minimal care to prevent loss of life or serious physical injury.
6. Child expresses fear of returning home.
7. Child in protective custody of law enforcement.
8. An imminent concern a parent may seriously harm his/her child.
B. 72 Hours:
Any allegation or suspicion of abuse or neglect not assigned a same day response. DCF must ascertain the safety of the child
within 72 hours excluding week-ends and state holidays of acceptance of the report.
In any case where evidence may be lost through delay, such as bruises or body fluids, use of law enforcement or medical
personnel to document the condition of the child or environment should be arranged for or the department should promptly
respond.
1523 Basis for Decision Regarding the Assignment of1523 Basis for Decision Regarding the Assignment of
ReportReport
Briefly describe the reasons for assigning the report for assessment and response time selected. The decision must be understandable to
the person to whom the case may be referred and to outside case reviewers, including the court if the record is subpoenaed. This field
spells out the "why" and the "when" the assessment will be conducted.
The basis should identify the alleged victim and alleged perpetrator associated with each allegation type assigned. If there is an
allegation of abuse/neglect identified which is not being assigned for assessment, the basis shall indicate an allowable reason according
to policy that the allegation will not be assessed. Refer to 1360.
1530 Determination of Joint Investigation With Law1530 Determination of Joint Investigation With Law
EnforcementEnforcement
Joint investigations between DCF and the appropriate law enforcement agency or agencies are mandated by statute (K.S.A. 38-
2226(b)) when a report alleges serious physical harm to, serious deterioration of or sexual abuse of the child; and action may be
required to protect the child.
KPRC staff shall assess all abuse/neglect assignments to determine whether a joint investigation with law enforcement is
required.
A. When this criterion is met, KPRC staff shall complete PPS 1002 Section X, indicating a joint investigation is required according
to statute.
B. If a joint investigation is not required, an explanation shall be documented on the PPS 1002 Section X.
1540 Reports to a Law Enforcement Agency for Criminal1540 Reports to a Law Enforcement Agency for Criminal
InvestigationInvestigation
DCF may report a case to a law enforcement agency if the department determines no action is necessary to protect a child
but criminal prosecution should be considered. All reports which require DCF intervention and possible criminal violations
should be coordinated with law enforcement. DCF shall cooperate with law enforcement to maintain integrity of any
criminal investigation.
1600 Initial Assessment on FINA Reports1600 Initial Assessment on FINA Reports
A Family in Need of Assessment (FINA) may involve children with behavior problems, truancy, runaway, less than 10
years of age committing an offense, child substance use, caregiver substance use, and infant positive for substances.
Refer to PPM 0160 Glossary for definitions, and to Structured Decision Making (SDM) for guidance on the Initial
Assessment Decision for each FINA sub-type. Reports which contain multiple FINA concerns may be assigned with
multiple FINA sub-types.
Assignment as a FINA requires either:
A. The parents/caregivers are not aware of the issue to be able to address on their own; or
B. The parents/caregivers are aware of the issue and are willing to address, but are at the time of the report not able to address on
their own, and need an assessment for possible services.
Reports may be considered for a FINA assignment when, at the time of the report, it is unknown whether the parents are
aware of the issues. When the report indicates the parent/caregivers are aware of the issue and are not willing to address,
the report should be assessed for possible abuse/neglect assignment, using SDM for guidance.
Such reports shall be accepted for assessment unless it meets criteria to complete the Initial Assessment with the decision to not assign
for further assessment.
FINA reports shall have an Initial Assessment decision within the time frames outlined for reports of abuse and neglect.
See PPM 1330.
1610 Criteria for Completing an Initial Assessment with1610 Criteria for Completing an Initial Assessment with
no further PPS action needed on FINA Reportsno further PPS action needed on FINA Reports
Criteria for completing an Initial Assessment with the decision to not assign for further assessment listed for abuse/neglect
reports in PPM 1310 are also applicable to FINA reports. In addition, the following reasons apply to FINA reports:
A. Report indicates family is receiving services on their own.
B. Report indicates the concern has been referred to or is the responsibility of another agency.
If a referral is made to another agency, the basis for not assigned for further assessment shall indicate the agency where the information
was sent.
1630 School Attendance1630 School Attendance
The Kansas Code for Care of Children in the definition of child in need of care [K.S.A. 38-2202(d)(6)] includes children who are not
attending school as required by law [K.S.A. 72-3120]. The statutes related to compulsory school attendance [K.S.A 72 3120] place
responsibility with school boards of education to determine the validity of excuses for absences and to designate one or more
employees as responsible for notifying the Department for Children and Families (DCF) or the county/district attorney of unexcused
non-attendance [K.S.A. 72-3121].
See PPM 0160 Glossary for definitions of Educational Neglect and Truancy.
Reports received regarding a child not attending school as required by law shall receive an Initial Assessment, utilizing Structured
Decision Making (SDM) as a guide, to determine whether the report meets criteria to assign as Educational Neglect, FINA with the
sub-type Truancy, or to not assign for further assessment.
The PPS 1006 Reports of Unexcused Absences is available for schools to utilize when reporting unexcused absences to DCF.
A. Child Age 7 or More but less than 13 Not Attending School As Required By Law
A report received from a person designated by a school system to report the non-attendance of a child age 7 or more but less
than 13 as required by law shall be accepted by DCF for assessment of either Educational Neglect or FINA Truancy per SDM.
The school district has the authority to schedule additional school days for a student, including summer months. [K.S.A. 72
3115] Unexcused absences from any additional school days required for a student, including summer school are also considered
a violation to the compulsory school attendance requirement.
A report of a child age 7 or more but less than 13 not attending school from a person other than designated school system staff
shall be placed on Preliminary Inquiry. As part of the Preliminary Inquiry, the school shall be contacted to determine if the
child is attending school as required by law. If the school verifies the child is not attending school as required by law, the report
shall be assigned for assessment (Educational Neglect or FINA Truancy per SDM).
If the information regarding non-school attendance is determined by the school district to be inaccurate, and there is no other
abuse/neglect or FINA concern, the Initial Assessment of the report may be completed with the decision to not assign for further
assessment as the report does not meet the statutory definition of Child in Need of Care.
B. Non-attendance of a Child Age 13 or More and Less Than 18 Years Old
Reports of non-attendance of children age 13 or more but less than 18 shall be forwarded to the county or district attorney or
designee, regardless of the Initial Assessment Decision. Reports of non-attendance of children age 13 or more but less than 18
shall receive an Initial Assessment to determine whether criteria is met to assign for abuse/neglect with the allegation type of
Educational Neglect. When the Initial Assessment determines no other abuse/neglect concerns, or need for further assessment,
the Initial Assessment Decision may be completed with the decision to not assign for further assessment, for the reason the
report does not meet the statutory definition of Child in Need of Care.
C. Child under age 7 enrolled in school
Any child who is under the age of 7 years and is enrolled in school is subject to the compulsory attendance statute. Any such
child may be withdrawn from enrollment in school at any time by a parent or caregiver with legal authority and thereupon the
child shall be exempt from the compulsory attendance requirements of this section until the child reaches the age of 7 years or is
re-enrolled in school (K.S.A. 72-3120 (c)).
D. Enrollment of Exceptional Children
Children receiving special education services as an exceptional child are subject to compulsory attendance at an age that may
differ from the ages of children required to attend school under the provisions of K.S.A 72-3115. If a child has been determined
to be an exceptional child, is receiving special education services, and a determination has been made that special education
services are necessary for such child, the child shall attend school [K.S.A. 72-3421]. This compulsory attendance for
exceptional children does not apply to children who fall into the gifted category of exceptional as defined in K.S.A 72-3404.
E. Home School
The schooling of children in private/home schools is not defined in statutes, but Kansas recognizes Non-Accredited Private
Schools/Home Schools. Registration of Non-Accredited Private Schools/Home Schools is required per K.S.A. 53,100-102. If a
report is received by DCF that a child is not attending school as required by law for the reason the child is being home schooled,
DCF shall determine whether the private/home school is registered with the Kansas Board of Education to provide private or
home instruction. Verification with Kansas Board of Education can be made by calling (785)296-3743. If the private/home
school is not registered, or there is reason to believe the child may otherwise be in need of care, the report will be assigned for
assessment.
1640 Reports Alleging Sexual Behavior or Abuse1640 Reports Alleging Sexual Behavior or Abuse
Between Children Less Than 10 years of AgeBetween Children Less Than 10 years of Age
Reports alleging sexual behavior or actions between children under the age of ten should consider the following factors to
reach an Initial Assessment decision:
A. ages of children, especially differences in age;
B. the context and frequency of behaviors;
C. any force or coercion by any child involved;
D. whether the behavior is within normal range of childhood curiosity.
If there is indication in the report regarding actions or inactions of care givers or individuals over the age of ten that are
causing or contributing to this sexual behavior, the report may be assigned as abuse/neglect with alleged victims and
perpetrators identified. If there is any indication in the report that the child may be a victim of sexual abuse by a caregiver
or person age ten and over, the report shall be assigned for sexual abuse with alleged victims and perpetrators identified.
Concerns involving only sexual behaviors of children under the age of ten which warrant assignment, the report shall be
assigned as a Family in Need of Assessment report type.
1650 Initial Assessment of Substance Affected Infant1650 Initial Assessment of Substance Affected Infant
When a report is received regarding an infant affected by substance abuse, withdrawal symptoms or Fetal Alcohol
Spectrum Disorder, Structured Decision Making (SDM) shall be used to guide the initial assessment decision. When
criteria are met, the report shall be assigned for further assessment of abuse/neglect with the sub-type Substance
Affected Infant. The report shall be assigned for a same day response.
When a hospital makes a report regarding an infant born or the mother of an infant born with a positive drug toxicology,
and criteria is not met to assign the report as a Substance Affected Infant, the report should be assessed to assign as a
FINA with the sub-type Infant Positive for Substances. SDM shall be used to guide the initial assessment decision. The
assignment determination should focus on the situation of the child rather than solely on the substance abuse of the
mother. If a determination is made to assign the report as Infant Positive for Substances, the report shall be assigned for a
same day response due to the high-risk infant and to address any immediate needs of the family.
1660 DCF Employee Involved in a Non-Abuse/Neglect1660 DCF Employee Involved in a Non-Abuse/Neglect
ReportReport
Reports on non-abuse/neglect (Family In Need of Assessment) issues involving the family of an DCF employee shall
receive the same considerations as other non-abuse/neglect reports. If report is assigned, the family should be assessed
and offered available services.
The Assessment and Prevention Administrator will determine which unit in the region, or request another region to
complete the assessment, offer and provide services.
1670 Response Times for Reports of Family In Need of1670 Response Times for Reports of Family In Need of
Assessment Accepted for AssessmentAssessment Accepted for Assessment
If a report is accepted for Family in Need of Assessment FINA, the report shall be assigned a 7 working-day response with
the following exceptions:
A. A child currently in protective custody of law enforcement shall be assigned a same day response.
B. Reports involving an infant positive for substances shall be assigned as a same day response.
C. A report the child currently is engaging in self-harming behaviors, the parents are aware and are requesting services to address
the behaviors shall be assigned a same day response.
D. A child under the age of one shall be assigned a 72-hour response, excluding an infant born positive for substances.
E. A report assigned as a FINA which contains allegations a pregnant woman is using substances shall be assigned with a 72-hour
response time.
1672 Response Times for IL and ICPC1672 Response Times for IL and ICPC
If a report is accepted for Independent Living (IL) or Interstate Compact for the Placement of Children (ICPC), the report shall be
assigned with a 20 working-day response time.
1700 Override of Accepted Report1700 Override of Accepted Report
A decision to reverse the Initial Assessment Decision of a report assigned for further assessment may be warranted when additional
information becomes available.
A. Sufficient Information Needed to Request to Reverse the Initial Assessment Decision:
A request to reverse the Initial Assessment Decision shall be allowed only with sufficient documentation and under the
following circumstances:
1. The specific incident assigned was recently assessed or is currently being assessed;
a. Reports previously investigated or;
b. Multiple reports on the same incident have been assigned for investigation.
i. Review shall be done by the Kansas Protection Report Center (KPRC) supervisor to determine
if both allegations can be addressed through one report.
2. Law enforcement assessed the assigned incident, sufficient information is available to determine criteria is not met to
assign for abuse/neglect or FINA, the safety of the child(ren) was determined per PPM 2310 and no other potential safety
or risk factors were found which may require further assessment;
3. Additional information is received indicating the report does not meet the statutory definition of abuse/neglect or FINA or
PPM directives;
4. DCF does not have authority to proceed and/or a conflict of interest. See PPM 1310C and PPM 1340;
5. FINA case and services are no longer indicated;
6. Reasonable attempts to determine safety as defined in PPM 2300 were made to contact a family of unknown identity, and
the agency was unable to identify the family. If the family’s identity is known the assessment shall be completed.
Available resources to attempt to contact shall be exhausted. For example, searching all DCF systems- KIDS, KIPS,
FACTS and KEES, contacting the reporter, if known, attempting to locate through current address via mail or landlord,
school records, employment, known friends or relatives. Any additional information received from these contacts to locate
the family shall be pursued. Documentation of all attempts shall be attached to the report as a note in KIPS.
7. PWS case with a subsequent Abuse/Neglect or FINA case assignment and services shall be assessed and provided in the
new event.
8. Submitting Request to Reverse the Initial Assessment Decision:
a. Prior to submitting a request to reverse the Initial Assessment Decision, the CPS specialist shall consult with
the PPS supervisor.
b. The PPS supervisor shall review the documentation prior to submitting a request for a reverse of the Initial
Assessment Decision to the Kansas Protection Report Center to determine whether any potential safety/risk
or FINA concerns are present which suggest the need for further assessment.
c. The PPS supervisor shall submit supporting documentation to the Kansas Protection Report Center
supervisors.
d. The request shall be made by the Family Based Assessment due date per PPS 1002, Section IX.
9. Reversing the Initial Assessment Decision:
a. A KPRC supervisor shall determine whether the documentation submitted meets criteria to reverse the Initial
Assessment Decision.
b. Upon review of the information, the KPRC supervisor may request additional information from the PPS
supervisor.
c. Upon determining the submitted information is sufficient, the KPRC supervisor shall make a decision by the
next working day.
d. KPRC supervisor shall provide documentation supporting the decision in the Basis of the PPS 1002 Section
V. The original basis statement indicating the acceptance of the report shall not be deleted.
10. Situations excluded from requesting to reverse the Initial Assessment Decision include:
a. The alleged victim(s) denies the allegations, or does not disclose abuse or neglect, requiring further investigation
and assessment.
b. There is an indication additional interviews with siblings, care givers, or collaterals may provide information
needed to complete a comprehensive assessment to address the allegations safety and/or risk concerns.
1800 Intake FACTS Procedures1800 Intake FACTS Procedures
Complete screen navigation requirements for establishing events are located in the Event Management section of the FACTS User
Manual Volume II, Section 200. Codes for intake screens in FACTS are located in the USER Manual Volume I, Section 800.
1811 Intake1811 Intake
Information will first be completed in KIPS then data will be transferred to FACTS and pre-fill only the BEGN, ROLE and SORT
screens. The EVRL screen will still need to be completed in FACTS on both screened in and screened out events. Information on
EVRL shall be entered by close of the business day following the date of the Initial Assessment decision.
1812 Initial Assessment Decision1812 Initial Assessment Decision
Preliminary inquiry information will first be completed in KIPS then data will be transferred to FACTS and pre-fill the appropriate
fields on the SORT screen.
1821 Search Sources1821 Search Sources
A. Agency Service Activity (SCAN)
The SCAN screen is a high level client index search of FACTS, KS Cares, KanPay, KAECSES, and Child Support
Enforcement systems for existing information on any client served by these program areas. Upon implementation of KEES the
status shall be reviewed in KEES. Utilizing SCAN produces a list of names from which the user can select and flow to a
family’s FACTS CASE screen to view previous open and closure dates and the family’s case number if applicable.
B. Family Decision History (FAMS)
FAMS is a search screen that displays all previous investigative finding decisions associated with a family’s case number. A
FACTS Case number is required to access a FAMS screen for a family.
C. Central Registry Search (CERS) Screen
The CERS screen displays the names of confirmed or validated (prior to 7/1/2004) and substantiated (effective 7/1/2004)
perpetrators of abuse/neglect after all applicable appeal time periods have been exhausted. CERS search is utilized in adding
the EVRL screen. An individual name or social security number is required when using CERS. Names will appear in CERS
when all the following circumstances have been met:
1. Perpetrator finding is Confirmed (CN) or Validated (CV) (prior to 7/1/2004)
2. Perpetrator finding is Substantiated (SB) (effective 7/1/2004)
3. 60 days have passed since the date of case finding
4. No active appeal in FACTS for this perpetrator
5. No active corrective action plan for this perpetrator (prior to 7/1/2004)
D. Unconfirmed/Not Involved (UNIS) Search Screen
An individual name or social security number is required when using UNIS. The UNIS screen is used to search for information
about alleged perpetrators who are in any of the following categories:
1. Substantiated perpetrator of abuse/neglect (prior to 7/1/2004);
2. Validated perpetrator of abuse/neglect during the 60 day (or longer) appeal period (prior to 7/1/2004);
3. Substantiated perpetrator of abuse/neglect during the 60 day (or longer) appeal period (effective 7/1/2004);
4. Affirmed perpetrator of abuse/neglect (effective 7/1/2016);
5. Unsubstantiated (a.k.a. unconfirmed) abuse/neglect;
6. Person not involved in an incident of abuse/neglect.
E. Event List Search (EVLS)
EVLS is a search for previous reports involving a family. This search will produce event numbers for all reports, and is a tool to
prevent adding duplicate events. An individual name and time frame is required when using EVLS.
1830 Adding CPS Reports on BEGN1830 Adding CPS Reports on BEGN
Intake information from the reporter will first be completed in KIPS then data will be transferred to FACTS and pre-fill the
appropriate fields on the BEGN screen. Information on the BEGN screen is also located on the PPS 1000 and PPS 1001.
1831 Event/ Contact ID1831 Event/ Contact ID
Intake information from the reporter will first be completed in KIPS then data will be transferred to FACTS and pre-fill the
appropriate fields on the BEGN screen. KIPS will establish the Event/Contact ID and will transfer the ID to FACTS.
1832 Entering Reporter Information1832 Entering Reporter Information
Reporter information will first be completed in KIPS then data will be transferred to FACTS and pre-fill the appropriate fields on the
BEGN screen. If the reporter for the event is anonymous, “anonymous” shall be entered as the last name in KIPS. The reporter’s last
name is a required field for FACTS. For events alleging abuse took place outside of Kansas, the incident county code shall be entered
as “NK” (Not Kansas) in KIPS. This information will then be transferred to FACTS and pre-fill the appropriate fields.
1833 Entering Maltreatment Allegation/Presenting1833 Entering Maltreatment Allegation/Presenting
SituationSituation
Information on abuse neglect allegations/presenting situations will first be completed in KIPS then data will be transferred to FACTS
and pre-fill the appropriate fields on the BEGN screen. FACTS will allow a total of five allegations/presenting situations to be
transferred. The request only code of 'N' indicates the report is regarding an Abuse or Neglect maltreatment type.
1834 Entering Non Abuse Neglect Presenting Situations
Information on non-abuse neglect presenting situations will first be completed in KIPS then data will be transferred to FACTS and
pre-fill the appropriate fields on the BEGN screen. FACTS will allow a total of five allegations/presenting situations to be transferred.
The request only code of 'Y' indicates the report is regarding a non-abuse neglect report type (NAN).
1835 Recording Other Intake Actions1835 Recording Other Intake Actions
A. Interstate Compact for the Placement of Children (ICPC)
ICPC requests from other states are recorded first in KIPS then the data will be transferred to FACTS on the appropriate fields
on BEGN, ROLE, and SORT screens with the presenting situation code and report source code of ICP. The county code is the
DCF office completing the home study.
B. Requests for CPS Courtesy Interview from Other States
Requests for courtesy interviews from other states shall be entered into KIPS first then the data will be transferred to FACTS.
C. Requests for Courtesy Interviews from Another DCF Office
Courtesy Interviews are not recorded as a new event. Activity of courtesy interviews are recorded as an assessment tool (CIN)
on the case assessment screen for the open case in the area requesting the interview. The area conducting the courtesy interview
will need to supply the area with the open case the worker ID of the staff person conducting the interview to facilitate that
activity being entered into FACTS.
D. Reports Investigated by Law Enforcement, Native American Tribal Authorities, or Military Authority (Entering Non-Agency
Decisions)
Reports investigated by other agencies, and determined to be substantiated by DCF shall be entered into FACTS. Events are
created using the appropriate report source of Law Enforcement, Attorney General, etc. Roles for this intake are entered for the
victim (VIC) and perpetrator (PRP).
E. Pregnant Woman Using Substances
If the presenting situation is Pregnant Woman Using Substances, the presenting situation code is PWS.
The request only indicator on this presenting situation code is P, and it cannot be used with Y or N.
1836 Incident County Code1836 Incident County Code
The county code in which the alleged incident occurred will first be entered into KIPS and then the data will be transferred to FACTS
to the incident county field. If the incident reportedly took place out of state the Not in Kansas (NK) code will be entered in KIPS and
then the data will be transferred to FACTS.
1837 Occurrence Date/Occurrence Time1837 Occurrence Date/Occurrence Time
The occurrence date and occurrence time fields document the most recent estimated date when the maltreatment occurred.
Occurrence date and time will be entered into KIPS then the information will be transferred to FACTS and pre-fill the appropriate
fields on the BEGN screen. If the reporter is uncertain about the occurrence date, the closest year, the first day of the closest month,
and/or the first month of the closest year (January) when the most recent incident occurred will be entered into KIPS. If the reporter is
uncertain about the occurrence date, the closest year, the first day of the closest month, and/or the first month of the closest year
(January) when the most recent incident occurred will be entered into KIPS.
1841 Adding an Event1841 Adding an Event
Intake information will first be entered into KIPS then the information will be transferred to FACTS and pre-fill the appropriate fields
on the BEGN, ROLE and SORT screens. If the report received by the agency is regarding a facility, a separate event must be
established for each case involved in the report in KIPS. If the parents of the child or sibling group are not implicated in the
maltreatment, the parent’s or other caregiver’s "role" is indicated as "FAM".
1842 Facility and Caseload Indicator1842 Facility and Caseload Indicator
Information regarding if event involves a facility will first be entered into KIPS then the information will be transferred to FACTS and
pre-fill the appropriate field on the SORT screen.
Information regarding the case load indicator will not be manually entered into KIPS or FACTS. The case load indicator in FACTS
will default to 'N'.
1843 Case Opening1843 Case Opening
If a report involving a facility regulated by KDHE is accepted for investigation/assessment, a case shall be opened for each child or
sibling group who is alleged or suspected of having been abused or neglected and only those children. The parent(s) or other care giver
in the home of each child or sibling group (not the facility) is listed as head of household and becomes the case name.
1850 Entering Contact Role (ROLE) and Event Role1850 Entering Contact Role (ROLE) and Event Role
(EVRL) Screens(EVRL) Screens
Intake information will first be entered into KIPS, then the information will be transferred to FACTS and pre-fill the appropriate fields
on the ROLE screen. The EVRL screen shall be completed in FACTS on both screened in and screened out events and establish any
links to previous applicable ID numbers for that client.
1851 Contact Role Name1851 Contact Role Name
Intake information is entered into KIPS and pre-fill the appropriate fields on the ROLE screen in FACTS.
A. Unknown Names
If the individual’s first or last name is unknown, the word "unknown" will be entered into KIPS on the appropriate field. If only
a partial first or last name is known, this information will be also be entered into KIPS. If information on parents of an
abandoned infant cannot be obtained, the parent(s) name as "Unknown, Abandoned" a birth month and day of 01/01, with a
year of birth which is 20 years older than the estimated year of the child’s birth will be entered into KIPS.
B. Reports of Incidents Alleging Maltreatment
Reports that allege abuse/neglect must identify role codes for at least one alleged perpetrator (ALP) and one alleged victim
(ALV). Family members (including but not limited to household members and noncustodial parents) not to be alleged victims or
alleged perpetrators are coded as family members (FAM).
C. Reports of Non Abuse Neglect Circumstances including Pregnant Women Using Substances
Reports involving NAN situation and Pregnant Women using Substances shall identify all family members including but not
limited to household members and noncustodial parents with a role of family (FAM).
1852 Adding and Updating an Event Role (EVRL)1852 Adding and Updating an Event Role (EVRL)
The EVRL screen shall be completed on all events. Names entered on the ROLE screen will appear on the EVRL screen.
The EVRL screen shall be updated with any additional information gained through system searches or other
communication with persons involved in the intake or assessment. Searches for Client ID, alleged Victim ID number, and
alleged Perpetrator ID numbers are conducted prior to adding this screen information into the system. If an alleged
perpetrator is unknown, enter 9999999999 as the perpetrator ID number. If an event is assigned and has unknown names
other than the alleged perpetrator on ROLE that populates EVRL, then complete EVRL after the first and last names of the
individuals have been obtained by the agency. If an event is not assigned and the agency was unable to ascertain first and
last names, then EVRL may have unknown added as a person's name. Data captured on the EVRL screen is required
information reported to NCANDS.
1. Date of Birth: Date of birth is required on EVRL. If unknown at the time EVRL is entered, then enter an approximate
date of birth using the 15th as the day of birth.
2. Race: Information regarding race shall match the information found on the paper file form PPS 1000. A person's
race is determined by how they define themselves. In case of young children, parents determine the race of a child.
Enter into EVRL the race reported by the family. Enter unable to determine (UK) only if the child is very young or is
severely disabled and no person is available to identify the child's race; or, if the parent, relative or guardian is
unwilling to identify the child's race. Enter Declined (DC) only if the individual has declined to provide their race.
3. Ethnicity: A person's ethnicity is determined by how they define themselves. In case of young children, parents
determine the ethnicity of a child. Enter unable to determine (UK) only if the child is very young or is severely
disabled and no person is available to identify the child's ethnicity; or, if the parent, relative or guardian is unwilling to
identify the child's ethnicity. Enter Declined (DC) only if the individual has declined to provide their ethnicity. Enter
No (NO) only if the individual is not of Spanish descent (Hispanic/Latino origin). Federal reporting requirements
indicate that states shall report the ethnicity of an individual for anyone who claims they are of Spanish descent
regardless of the race that is reported. The system allows the addition of ethnicity information for individuals claiming
Spanish heritage.
4. Living Arrangement at Incident: Enter the living arrangement of the alleged victim at the time of incident from the
Agency Response section in KIDS for intakes assigned on or after July 1, 2017. The codes for this field are: ‘FAA’
(living with father and other adult), ‘FFH’ (living in foster home), ‘LWF’ (living with father only), ‘LWM’ (living with
mother only), ‘LWP’ (living with both parents), ‘MAA’ (living with mother and other adult), ‘REL’ (living with relative),
‘OTH’ (other setting), and ‘UNK’ (unknown).
5. Verified Incident Date: Enter the verified incident date from the Agency Response section in KIDS for intakes
assigned on or after July 1, 2017. Enter “Y” into estimated date field if date is marked as being estimated. Enter “N”
into estimated date field if date is not marked as being estimated.
1861 Preliminary Inquiry1861 Preliminary Inquiry
When applicable, information regarding a KPRC social worker decision to conduct preliminary inquiry will first be completed in
KIPS, then data will be transferred to FACTS and pre-fill the appropriate fields on the SORT screen. Information regarding
preliminary inquiries is located on the PPS 1000 and 1001A.
1862 Initial Assessment Decisions1862 Initial Assessment Decisions
A. Assigned Reports
The allegation for presenting situation, reason for case assignment, and response time located on the PPS 1002 shall be entered
into KIPS, then the data will be transferred to FACTS and pre-fill the appropriate fields on the SORT screen.
B. Reports Not Assigned
Information on reports that are not assigned and the reason for completing the Initial Assessment with the decision to not assign
for further assessment shall be entered into KIPS and then the data will be transferred to FACTS and pre-fill the appropriate
fields on the SORT screen. Initial Assessment Decisions which are reversed per PPM 1700, are updated in KIPS by a KPRC
Supervisor, then the data will be transferred to FACTS. When the Initial Assessment Decision is reversed the Screen Out
Reason code will be CLA (Closed After Assignment). The EVRL screen still needs to be completed on screened out events.
For Out of State Courtesy Interviews, the Screen Out Reason code will be CCI (Close Out of State Courtesy Interview). If an
event is entered in error, the Screen Out Reason code shall be IEE.
1863 Case Number1863 Case Number
If the family involved in the report has an existing case number, enter that case number in KIPS for all Initial Assessment decisions.
Information will be transferred to FACTS.
1871 Unique Case Number1871 Unique Case Number
Each family receiving services from PPS has a unique case ID number in FACTS. Individuals on that case will also have a
specific DCF client ID number. This DCF client ID is cross referenced on the High Level Client Index and is the same
client ID assigned to the other four DCF statewide information systems (KAECSES, KS Cares, KanPay, and Child
Support Services).
Upon implementation of KEES an individual who is only known to KEES will have a different client ID assigned to them. If
the individual is later added to FACTS, KAECSES, KS Cares, KanPay or Child Support Services they will be assigned a
DCF client id. The KEES client id and DCF client id will not be the same if individual is not known to FACTS, the other four
DCF statewide information systems or KEES prior to when KEES goes live.
1872 Establishing An Open Case1872 Establishing An Open Case
Complete screen navigation requirements for establishing a case is located in the Case Management section of the FACTS User
Manual Volume II, Section 300. Codes for screens involving case management in FACTS are located in the USER Manual Volume I,
Section 800. If the case opening involves a referral to a Child Welfare Community Based Services provider, then information on
CASE, MACL shall be complete and added the same day of referral to the provider. Otherwise, CASE and MACL information shall
be entered within 5 business days from the date of occurrence, action, or agency decision regarding a child or family. Case
information that is required in FACTS and which is received from outside agencies shall be entered within 5 business days of receipt
of the information.
A. Persons on CASE
All individuals listed on the EVRL screen will automatically roll over to the CASE screen. Only individuals from that event/
report who are family members and whose names are known are processed for a case household. In circumstances from a
reporter in which names are unknown, wait until information is known about last and first names, then complete (EVRL) and
CASE promptly when adequate information is gathered regarding names so an adequate client search can be achieved. If there
are members of the household who were not listed in the initial report to the agency and/or on EVRL, those individuals shall be
added to persons listed on the case.
If the event is not attached to an existing case, the FACTS system assigns a case number once the CASE screen is successfully
processed. The FACTS system assigns a case name once the CASE screen is successfully processed. Whoever is listed on the
CASE screen as the case head will be the case name. If there is a female parent or primary caregiver in the household, list the
female as the head of household if appropriate.
B. Case Open Date
The date of case opening is the date the case is accepted for investigation or assessment. This date is located on the PPS
1002. In the situation of a child coming into police protective custody (PPC) or DCF custody, then the case opening date would
be the date the child went into PPC or DCF custody as custody may have occurred prior to case being accepted. The CASE
screen is also used to close, reopen, or transfer a case to a different worker.
C. Multiple CASE History
If there is a circumstance with two parental households with two previous case numbers, the parent case with the longest case
history shall be the case number to use when reopening a case, if appropriate.
1880 Maintain Client Information (MACL)1880 Maintain Client Information (MACL)
The MACL screen is used to document individual client information such as demographics, termination of parental rights, eligibility,
school district child attends, income, etc. Information for this screen is located on the PPS 1000, placement documents, and eligibility
documents.
1881 Marital Status1881 Marital Status
Information entered on this screen shall differentiate between adults who are Single, Divorced, Separated, Legally Separated and
Involuntarily Separated. Separated is a status whereby the parties mutually agree to live apart. Legally separated is where the parties
receive court sanction to live apart. Involuntary separation is a status whereby the parties have no choice but to live apart as in
incarceration, military duty when dependents are not allowed to go, etc.
1882 Reason Left/Reason Left Date1882 Reason Left/Reason Left Date
If an individual leaves a case that date is entered onto MACL. The date the person left the case cannot be earlier than the
case open date.
Usage of Reason Left Codes:
Use the code for "emancipation" (EMN) when a youth in custody under the age of 21 is given "adult" status by a court.
Use the code for Guardianship (GAR) when a child is placed with an adult(s) other than their parents and a court issues
an order giving the adult legal authority to act in behalf of that child in the capacity of guardian.
Use the code for Adoption (ADP) when a child has been placed in an adoptive home and that adoption has been finalized
by court hearing.
Use the code for Living with Other Relatives (LOR) when the individual has moved from the residence where the head of
household resides and that head of household no longer has a principle role in the case plan.
Use the code for Reunification (REU) when the child has left the case to be reunified with a parent on another case.
Use the code Runaway (RAW) when a child who is not in DCF custody has:
1. been absent from a parent’s home without permission; and,
2. has been gone a minimum of 24 hours; and,
3. has been reported as a runaway by the parents to law enforcement.
Use the code for Death (DTH) for a case member who dies. When using this code, a Date of Death entry is required.
Use the code for Divorce (DVR) when a member of the case leaves due to the member’s legal (court order) divorce from
another member of the case.
Use the code for Separation (SEP) when a parent or other member of the case leaves due to that person’s legal (court
order), voluntary or involuntary marital separation from another member of the case.
Use the code for Marriage (MRG) when a member of the case leaves due to that person’s marriage to another person in
another family leading to both a change of address from the address of the case head and that person’s no longer playing
a significant role in the case plan(s).
Use the code for Living with Another Family (LAF) when a case member leaves the address of the case head and is no
longer playing a significant role in the case plan(s).
Use the code for Expelled (EXP) when a case member is forced to leave the family either by court order or by the demand
of another family member(s).
Use the code for Receiving Services in Another Case (RAC) when a case member leaves the case to join another case
where they may receive services.
Use the code for Entered in Error (ERR) to remove a person who has been entered in error and should not be part of the
case.
1883 Disability/Severity1883 Disability/Severity
Disability codes on MAC2 shall be entered for every child on a case. If a child has no disability, enter None (NO). If a
clinical assessment is need and has not yet been completed, enter Not Yet Determined (ND). To document a disability, the
condition must have been diagnosed by a qualified professional. A qualified professional is a medical or mental health
professional as defined by state law or regulation. If a child has been clinically assessed as having a disability, enter
disability type from the user manual. Also, review medical or emotional conditions that may qualify as a disability type on
Appendix 1J. Enter Other Disability (OD) only if the child's diagnosed conditions meets one of the listed items that
corresponds to the OD on Appendix 1J. (See PPM section 3850 for additional information). If a child has no disability,
enter None (NO). If a clinical assessment has not yet been conducted, enter Not Yet Determined (ND).
Disability codes on MAC2 shall be entered for specific special needs identified on ADOP. The special needs codes on
ADOP that require MAC2 disability codes are: Emotional Disability (EMD), Medical Condition (MEC), Mental Disability
(MED), or Physical Disability (PHD). This is an AFCARS requirement.
1890 Entering Client Relationships (RELS)1890 Entering Client Relationships (RELS)
The RELS screen is used to document the family relationships between case members. Information for this screen can be located on
the PPS-1000 and additional assessment forms. Parental relationships to children is either that of a primary (CP) or secondary care
giver (CS). If one of the caretakers is female, she is coded as the primary caretaker if appropriate.
1900 Eligibility and Payment Procedures1900 Eligibility and Payment Procedures
Section intentionally left blank.
2000 Investigation and Assessment2000 Investigation and Assessment
The Kansas Protection Report Center (KPRC) determines whether reported information meets criteria to assign for further
assessment. Reports meeting criteria for further assessment are assigned for investigation and assessment with one of
the following assignment types:
A. Abuse/Neglect
Reports assigned for Abuse/Neglect require an investigation to assess if further action is needed. The purpose of assessment is
to determine if the child may be a child in need of care and if services to the child and family are indicated.
B. Family in Need of Assessment (FINA)
Children are referred to the department due to conflicts with home, school or community; runaway; school non-attendance or
other reasons defined as child in need of care by K.S.A. 38-2202. The purpose of assessment is to determine if the child may be
a child in need of care and if services to the child and family are indicated.
C. Pregnant Woman Using Substances (PWS)
The purpose of the assessment is to determine the level of services needed and make referrals as needed.
D. Independent Living (IL)
The purpose of the Independent Living program is to assist youth leaving foster care in transitioning to adulthood.
E. Interstate Compact on the Placement of Children (ICPC)
The purpose of the ICPC is to protect children by assuring placements are safe prior to placing children across state lines.
2010 Investigation2010 Investigation
Investigatory activities may vary from case to case based on the specifics of the case. Investigative activities may be done
by a Child Protection Services (CPS) Specialist, CPS Investigator, or Law Enforcement, and will commonly involve several
of the following activities:
1. Searches of DCF, criminal, and sex offense history shall be completed. See PPM 2025
2. Interviewing the reporter and witnesses, if any, to the alleged maltreatment.
3. Interviewing the child victim. Preferably the child should be interviewed before the alleged perpetrator is interviewed.
The child should not be interviewed in the presence of the alleged perpetrator except for good reason.
4. Interviewing the child’s parent(s) and other person(s) responsible for the care of the child.
5. Interviewing the alleged perpetrator.
6. Visiting the scene of the alleged maltreatment; documenting relevant environmental information; requesting a law
enforcement officer to seize physical evidence. Photographs or videotapes may be requested of a law enforcement
officer, medical staff, or other persons trained and competent in taking photographic or electronic evidence. If such a
qualified professional is not available, DCF staff should photograph to record the evidence.
7. Obtaining relevant records from DCF, law enforcement, medical practitioners or other relevant entities. Consents for
release of information not statutorily available will be necessary. A subpoena for documents or interviews to provide
essential information may be requested by DCF or a court appointed multi-disciplinary team.
8. Making and documenting behavioral observations such as the appearance and effect of witnesses and alleged
perpetrators when presented with questions or information about the alleged maltreatment; the child's behavior in the
presence of care givers or the alleged perpetrator; the type and quality of interaction of family members; statements;
or behaviors of any person which might be indicative of truthfulness; lying; any mental, emotional or physical
impairment of any other child or adult; behaviors indicating alcohol or other drug use, etc.
2020 Assessment2020 Assessment
When a CPS Specialist is assigned a report, an assessment shall be completed alongside the family to gain a greater
understanding of what is working well, worries and determine potential next steps, such as a referral to community-based
services or prevention services. Assessments may involve the following activities:
A. Evaluating the quality and sufficiency of the evidence.
B. Evaluating the plausibility of explanations for the harm.
C. Considering alternative explanations for the injury.
D. Evaluating contributing factors.
E. Considering DCF, criminal, and sex offense history indicating potential danger to the child(ren).
F. Reaching a tentative conclusion whether the alleged maltreatment occurred.
G. Assessing whether there is serious harm, likelihood of serious harm, or immediate danger to the child.
H. Considering alternative protection actions if necessary.
I. Assessing Lasting Safety.
J. Considering available community-based services or prevention services and make a referral in the best interest of the child(ren)
and family.
All assessment information mentioned in this section shall be documented the PPS 2019 Kansas DCF Conversation
Notes and PPS 2020 Kansas DCF Assessment.
2025 History Search for the Investigation and2025 History Search for the Investigation and
AssessmentAssessment
A History search may be used to inform CPS Specialist and PPS Supervisor of DCF history relevant to the current
concerns and worker safety on all case assignment types. The search may include, but not be limited to, the following
systems:
1. FACTS may be searched to locate any prior DCF history and other cases in which an individual may be associated with.
a. SCAN- The SCAN (Search Case and Name) screen is used to search the data base for the Automated Assistance (AE),
Child Support Enforcement (CS), KanPay (KP), KsCares (KC), and FACTS (FA) systems for existing information on an
individual or case. If an individual is associated with an Assessment and Prevention case, a “Y” displays in the FA
column and the case number(s) associated with the individual will be listed. Collaboration with other departments may
assist with identifying other names or aliases an individual may be known by or using. Search by SSN, if available.
b. CERS- The Central Registry Search screen is used to display the names of perpetrators of abuse/neglect after the appeal
period has ended or after an appeal decision has been upheld. WKRP may be substituted. Search by name and SSN, if
available.
c. UNIS- The Unconfirmed / Not Involved Search screen is used to search for individuals who have an unsubstantiated
finding. It can also be used to search for substantiated perpetrators listed on UNNI that are displayed during the appeal
process. Search by name and SSN, if available. The UNIS screen may provide other case #s an individual is associated
with.
d. CONF- The CONF (Update Confirmed Perpetrators) screen displays information about perpetrators who are awaiting
transfer to the central registry. 60 days after a substantiated finding has been entered on the FIND (Maintain Decision)
Screen, the perpetrator information will display on CONF if no appeal has been filed, or if an appeal decision was upheld.
The perpetrator's name displays on CONF for one day and is then automatically transferred to the Central Registry.
e. PLAN- The Maintain Plan screen displays all of the plans that have been entered on the case.
f. FAMS- The Family Case Decision Search displays a listing of all decisions associated to a case.
Kansas Department of Corrections website http://www.dc.state.ks.us/kasper
Kansas Registered Offender website http://www.accesskansas.org/kbi/ro.shtml
National Sex Offender website http://www.accesskansas.org/kbi/ro.shtml
Local court databases where available.
2027 Fatherhood Involvement During Investigation and2027 Fatherhood Involvement During Investigation and
AssessmentAssessment
Concerted efforts should be made to include fathers throughout the life of the case (assessment to case closure), unless it
is determined contrary to the safety and well-being of the child. Children benefit from the positive, active involvement of
fathers in their lives. The father’s unique parenting style contributes to the healthy development of the child(ren). Mothers
may also benefit from the increased support from paternal involvement.
During the investigation and assessment, PPS staff shall make concerted efforts to locate absent father(s) by asking
about the father(s) during interviews with the child(ren), mother and other applicable family members; and checking PPS
systems. Information gathered regarding the father(s) should be included, as appropriate, in the Family Based
Assessment. The father(s) and paternal family should be considered, as appropriate, during safety planning, and as
possible placement resources prior to considering out of home placement of children. DCF shall provide documentation of
the efforts to locate the father to the Child Welfare Case Management Providers (CWCMP) upon referrals for Family
Preservation Services (FPS), Family First Prevention Services, or Foster Care/Reintegration/Adoption Services
(FC/RE/AD).
Appendix 3A and 3N may be used as guides to locate, engage and empower fathers.
2030 CPS Investigators2030 CPS Investigators
Child Protective Service (CPS) Investigators provide evidentiary information to support CPS Specialist decisions regarding
safety, risk and service action. They may assist in an individual capacity with initial agency response to interview subjects
involved in an abuse/neglect report or assist as a member of a joint investigative interview team with the CPS specialist.
A. The following tasks may be conducted in accordance with policy by a CPS Investigator to provide to the assigned CPS
Specialist
1. Interview the child alleged to be the victim.
2. Interview the child's parent(s) or other persons responsible for the care of the child.
3. Interview the alleged or suspected perpetrator.
4. Interview the reporter and any collateral witnesses to the alleged maltreatment.
5. Visit the scene of the alleged maltreatment to document relevant environmental information; take photograph or
videotapes.
6. Document physical and behavioral observations of the alleged victim, witnesses and perpetrators; the child's behavior in
the presence of care givers or the alleged perpetrator; statements or behaviors of any person which might be indicative of
truthfulness.
7. Provide information regarding immediate safety of the children involved in the abuse/neglect allegation to the CPS
specialist or supervisor who will make the safety determination.
8. Assist the CPS specialist or supervisor with any course of necessary protective action.
9. Obtain relevant records from law enforcement, medical practitioners or other relevant entities.
10. Prepare an investigative report.
11. Prepare any narrative reports for affidavits.
12. Coordinate with the CPS specialist, supervisor and other DCF program staff during the investigation to insure seamless
agency service delivery for the family.
B. In consultation with the CPS Specialist and/or supervisor the CPS investigator may complete the following forms:
1. Agency Response PPS-2030A (for events assigned prior to July 1, 2017) the portion where child's safety is determined
shall be documented in consultation with a CPS Specialist and/or supervisor. For events assigned on or after July 1, 2017
the Agency Response screens in KIDS for the Verified Incident date, the date and time of the 1st Attempt with the 1st
Alleged Victim, and the Living Arrangement at the Time of the Incident.
2. PPS 2010 Case Activity Log
3. Notice of Finding (PPS - 2012) with approval by the CPS Specialist and supervisor.
4. Case Findings (PPS -2011) draft of the basis for finding section for review and approval by the CPS Specialist and
supervisor.
5. PPS 2021 Immediate Safety Plan with review by the CPS Specialist and/or supervisor.
2050 Plan of Safe Care2050 Plan of Safe Care
A. Purpose
The enactment of the Comprehensive Addiction and Recovery Act of 2016 (CARA) added requirements to the Child
Abuse Prevention and Treatment Act (CAPTA). CARA addresses the effects of substance abuse on infants,
children and families with the intent of early identification and intervention, to support families affected by substance
use disorders.
When identified early, the Plan of Safe Care ensures pregnant women using substances receive access to
appropriate treatment, prenatal care, preparation for the birth of an infant who may experience Neonatal Abstinence
Syndrome and follow up after release from the hospital.
The Plan of Safe Care required by CAPTA differs from a safety plan which addresses the immediate safety. A Plan
of Safe Care is a continuous and long-term plan for the family which focuses on the infant’s ongoing health,
development, safety and well-being. The Plan of Safe Care identifies the needs of the infant and family and the
services to meet those needs. The Plan of Safe Care incorporates the following needs of the infant and family:
1. The physical health, substance use disorder treatment needs, general functioning, development, safety and any special
care needs of the infant who may be experiencing neurodevelopmental, physical effects or withdrawal symptoms from
prenatal exposure
2. The physical/social/emotional health, substance use disorder treatment needs of the parent(s)/caregiver(s)
3. Services and supports to strengthen the parent/caregiver’s capacity to nurture and care for the infant
The Plan of Safe Care requires monitoring of referrals to, and delivery of appropriate services for the infant and
family. Plans of Safe Care may continue with service providers in addition to and after DCF involvement with the
family.
B. Criteria
When a report is assigned Substance Affected Infant, FINA with the sub-type Infant Positive for Substances, or
Pregnant Woman Using Substances (PWS), the CPS Specialist shall determine whether criteria is met for a Plan of
Safe Care within the assigned response time, documented on the PPS 1002, Section IX. The CPS Specialist shall
consult with the health care provider with knowledge of the effects of any prenatal substance abuse on the infant. A
Plan of Safe Care shall be completed when one or more of the following criteria are met:
1. the mother has used/is using opioids or other substances during pregnancy and/or the pregnant woman is participating or
has participated while pregnant in a medication-assisted treatment program (methadone, etc.) or
2. a medical professional confirms the infant is affected by substance abuse, withdrawal symptoms or Fetal Alcohol
Spectrum Disorder. When criteria is unknown or not met for a Plan of Safe Care, the Family Based Assessment shall
continue. If at any time, during the life of the case, additional information is available which meets criteria for a Plan of
Safe Care, DCF or a service provider shall complete a Plan of Safe Care for the infant and family.
C. Engagement with the Family
The family shall be informed the purpose of the Plan of Safe Care is identifying the needs of the infant and family to provide
services with the goal of maintaining the infant and any other children safely in the home. PPS 2008 What is a Plan of Safe
Care shall be provided to the family.
D. Plan of Safe Care
Prior to the infant’s release from the hospital DCF shall list the needs of the infant and family members on the Plan of Safe Care
(PPS 2007). When DCF receives the report after the infant has been released from the hospital, or if the case is assigned for a
Pregnant Woman Using Substances (PWS), the Plan of Safe Care shall be initiated as soon as possible, not to exceed 3 working
days from the initial contact.
Once the needs are identified, a referral for services with community programs or Family Preservation Services (FPS) shall be
offered to the family to provide the services and/or assist the family in locating appropriate services to meet the needs identified
in the Plan of Safe Care. Whenever possible, the service provider should be able to continue to monitor the Plan of Safe Care by
identifying the services and make referrals for the services to meet the needs identified on the Plan of Safe care for the infant and
family.
If the family chooses not to participate in services, the CPS specialist is strongly encouraged to consult with their supervisor for
next steps relevant to this family.
Depending on the circumstances of the case, Section III Services, and Referral Dates on the PPS 2007 Plan of Safe Care shall
be completed by DCF, or service provider based on the needs of the family to support successful engagement in services. The
Plan of Safe Care is a continuous plan which is updated and monitored as needed.
The PPS 2007 Plan of Safe Care is completed with the family, and utilizes information gathered throughout the assessment
from a multidisciplinary team. To develop a coordinated and comprehensive assessment of the needs of the infant and family,
the multidisciplinary team may include, but not be limited to:
1. Child welfare
2. Medical
3. Substance use disorder treatment
4. Mental health
5. Early childhood intervention
6. Home visitors
7. Public health
8. Other community supports, as appropriate
The Safety Assessment PPS 2030B, Family in Need of Assessment PPS 2030E, UNCOPE PPS 2005, and
CWCMP or community partner assessments shall be used to inform the Plan of Safe Care. Appendix 2L Factors to
Guide the Plan of Safe Care may be used to assist in gathering information for the Plan of Safe Care.
If following concerted efforts of engagement, the family selects not to participate in the Plan of Safe Care, the CPS
Specialist or the service provider shall document the family’s decision not to participate in Section IV Signatures. The
PPS 2007 Plan of Safe Care, containing the identified needs and recommended services, shall be provided to the
family in the event the family seeks other community services on their own. The CPS specialist shall explain to the
family, they may want to share the Plan of Safe Care with other community providers and resources to seek services
on their own.
E. Monitoring the Plan of Safe Care
A Plan of Safe Care is a continuous plan for the family which focuses on the infant’s ongoing health, development,
safety and well-being. In addition, the Plan of Safe Care shall address the caregiver and other family member’s
physical/social/emotional health, substance use disorder treatment, parenting capacity, and preparation to care for
the infant. The PPS 2007 Plan of Safe Care is updated as needed to monitor additional needs identified and referrals
for services.
The needs related to the safety and risk concerns for the infant and family identified by the PPS 2007 Plan of Safe
Care shall be incorporated in the PPS 3050 Family Service/Preservation Case Plan as the objectives and activities
are developed.
The Plan of Safe Care shall be monitored to determine whether referrals are made to appropriate services, and
whether services are delivered to the infant and family or caregiver.
Upon closure of a Family Service/Family Preservation case, the Plan of Safe Care PPS 2007 shall be provided to the
family. The family has the option to continue services and monitoring by community services and resources.
2070 Subsequent Reports on Open2070 Subsequent Reports on Open
Assessment/Prevention CaseAssessment/Prevention Case
All reports not assigned for further assessment by the Kansas Protection Report Center (KPRC) are forwarded to the regional intake
email. PPS staff monitoring the regional intake email shall forward the report to the CPS Specialist with the open assessment case and
to the PPS Supervisor. The intake (PPS 1000, 1001, 1000A, and 1002) shall be printed and filed in Section 3 of the case file per PPM
0425. The CPS Specialist with the open assessment shall consider the information contained in the report; and include the information
in the work with the child/family as appropriate. PPS practitioners and/or the PPS Supervisor shall ensure the information contained in
the report(s) is addressed in the open case.
If the family has been referred to a provider the assigned CPS specialist has 3 working days from the date of the email to
forward the event to the appropriate provider staff. If DCF has specific information to address, it shall be noted in the e-
mail. See the following policies for DCF monitoring responsibilities:
A. Family services (Community Family Service Provider) refer to PPM 4013 B.
B. CWCMP for family preservation services refer to PPM 5121 G. and 5122 DD. (1-3)
C. CWCMP for foster care refer to PPM 5211 B. (10) and 5212 B. (44).
The CPS specialist shall include all information addressing the event in Case Activity Logs with the event number of the
subsequent report identified.
If after consulting with a PPS supervisor, prior to sending the report to the provider, a determination is made to request the
report be assigned for further assessment, the PPS Supervisor shall request assignment via the KPRC Supervisors e-mail
mailbox (PRCsups).
If the information contained in the report meets definitions of a critical incident per PPM 0510, the CPS Specialist shall
notify his/her immediate supervisor per PPM 0510.
2080 Assessment and Prevention Responsibilities When2080 Assessment and Prevention Responsibilities When
Child is MissingChild is Missing
The Federal Law Preventing Sex Trafficking and Strengthening Families Act provides requirements for when a child(ren)
is missing from foster care, or with an open service case (Family Service or Family Preservation Services). This federal
law is being applied to child(ren) involved in an open Assessment and Prevention case. When a child(ren) is missing from
his/her residence, at any time during the open investigation/assessment (to include at the time of assignment), due to
being a runaway, being abducted, or missing for an unknown reason, DCF/FFPS staff shall take the following actions:
A. When the Child Is Missing
1. Immediately, and in no case later than 2 hours after being notified of the child's whereabouts being unknown,
discuss with parent/caregiver, and assist (if needed), the parent/caregiver’s role in assisting in the efforts to
locate and return the child home which includes the following two separate notices:
a. Notice to Law Enforcement
b. File a missing person report with the appropriate law enforcement agency in the area in which the child
has been residing (for law enforcement to enter into the National Crime Information Center-NCIC
database of the Federal Bureau of Investigation), and
c. Notice to the National Center for Missing and Exploited Children (NCMEC)
d. Enter the child’s name and picture on the National Center for Missing and Exploited Children (NCMEC)
online or by calling 1-800-THE-LOST.
2. If the parent(s) is unwilling or unable to report the missing child to law enforcement or enter the child’s
information on the NCMEC website, discuss the importance of locating their child to ensure his/her safety. If
after efforts are made, the parent continues to be unwilling or unable to report the missing or abducted child to
law enforcement, the PPS Specialist/FFPS shall notify his/her supervisor, who shall notify the Assessment and
Prevention Program Administrator to determine appropriate next steps, based on the best interests of the child.
3. DCF/FFPS staff may follow up with law enforcement, to ensure the report was made.
4. Assist (if needed) the parents/caregiver(s) in providing law enforcement agency and NCMEC with the following
information (as available):
a. A current photo/physical description of the child, to include a description of the clothing worn at the time
the child was last seen, hair and eye color, height, weight, complexion, eyeglasses or contact lenses,
braces, body piercings, tattoos and/or other unique physical characteristics;
b. Contact information of the child; including information about cell phone numbers, email addresses, social
networking contacts, aliases and nicknames;
c. Information about suggested location, people, or direction where the child could be located, including
parents and relatives;
d. Medical or mental health condition and medication information that may impact the child’s decision-
making process and health, including any past suicidal attempts and/or any other endangerments or
risks such as gang activity, online enticement, commercial/sexual exploitation;
e. clothing child may be wearing and possessions the child may have with them.
5. Notify the court of the child's missing status, if applicable.
6. Request and assist (if needed) the parents/caregiver(s) in contacting the child's school to make them aware of
the child's missing status and ask for their assistance in locating the child.
7. Request and assist (if needed) the parents/caregiver in contacting individuals who may have information to
assist in located the child. These individuals may include friends, relatives and others (teachers, counselors,
coaches, CASA, etc.). Social media may be suggested as a method of searching for the child and contacting
others who may assist in locating the child.
8. Provide emotional support to the parents/primary caregivers and siblings, in dealing with the child's missing
status.
B. Ongoing Efforts
Efforts shall be made to complete the following actions to obtain updated information, as needed during the
investigation and assessment case:
1. contact parents/primary caregivers and siblings;
2. assist the family with following up with law enforcement to check on the status of the investigation;
3. check social media (age appropriate) for any updates;
4. assist the family with contacting friends and other relatives of the child, through all available means including
social media (age appropriate), to obtain updated information and assistance in locating the child;
5. assist the family with contacting the child’s school to check attendance, and determine if any staff have
information or knowledge of the child’s whereabouts;
6. attempt to contact the missing child via mobile devices.
C. When the Child Returns
DCF/FFPS shall coordinate to complete the following:
1. Ensure the child's safety, placement, and treatment/services are re-assessed for possible human trafficking
activities or other self-harming/danger-to-self behaviors. The assessment includes interviewing the child to
gather details about where the child was, who the child was with, why the child left and how the child left, etc.
Appendix 2I Interview Guide for Runaway and Truant Children may be used as a guide.
2. If the child discloses possible human trafficking activities, ensure a report is made to the Kansas Protection
Report Center (KPRC).
3. Request parents notify law enforcement immediately, after the child returns or is located.
4. Request parents notify school of child’s return.
5. Re-assess the child’s placement with parents/caregiver and services and make changes as appropriate, to
ensure the safety of the child.
6. Develop a written Safety Plan with the child and parents/caregivers, to reduce the risk of future incidents.
Monitor Safety Plan to ensure all activities are being completed as required to ensure the child’s safety.
For a child in the custody of the Secretary see PPM 5245, for a child(ren) receiving Family Services see PPM 4103,
and for a child(ren) receiving Family Preservation Services see PPM 5123.
2090 Child With Sexual Behavior Problems2090 Child With Sexual Behavior Problems
A child with sexual behavior problems means a person less than 18 years of age who has allegedly committed sexual
abuse against another person less than 18 years of age (K.A.R. 38-2201). Sexual behaviors in youth may be a result of
being a victim of sexual abuse or other issues such as impulsivity, social skill deficits, family trauma, etc. With education,
support and treatment, children and youth can learn new behaviors that are healthy and safe. Utilizing a family assessment
and services approach is intended to identify the child and family’s treatment needs and to assure the safety of children
impacted by the child’s sexual behavior. Child sexual behaviors can be a difficult topic of conversation for many families.
Families may be naturally defensive and protective of children who have exhibited problem sexual behavior. It is important
staff be sensitive to terminology when engaging and working with families in which a child has been identified as having
committed an act of sexual abuse against another child. Staff should refrain from using language such as perpetrator and
sexual offender, especially when working with the family.
A. Determination
When a report assigned for further assessment with the allegation type of sexual abuse involving a minor alleged
perpetrator, the CPS Specialist shall determine if both of the following are present:
1. The report requires a joint investigation with law enforcement.
This determination is made in accordance with K.S.A. 38-2226, which states a report of child abuse or neglect
indicates: (1) That there is serious physical harm to, serious deterioration of or sexual abuse of the child; and
(2) that action may be required to protect the child.
2. The child/youth engaged in a problematic sexual behavior.
First determine whether the identified child/youth engaged in a sexual behavior. Then determine whether the
behavior was normal or problematic. The following may be used as guidance:
a. Normal sexual behaviors are a common occurrence in childhood. Includes showing private parts to
other children and touching other children’s private parts in an exploratory way. Characteristics of typical
or normative sexual behaviors include:
i. occurs between playmates
ii. occurs between children of the same general age, physical size, social and emotional development
iii. Is age and/or developmentally appropriate for the children involved
iv. Is unplanned, not forced, and does not occur with frequency
v. No physical or emotional trauma are suffered
vi. Is redirected with adult intervention.
When a determination is made the child/youth engaged in normal sexual behaviors, information and
resources should be offered to the parent/caregiver to provide them with information on how to respond to
their child. The National Center on the Sexual Behavior of Youth, Stop It Now, and the Association for the
Treatment of Sexual Abusers, and other similar organizations have resources available for parents and
caregivers.
b. Problematic sexual behaviors involve developmentally inappropriate and potentially harmful sexual
behaviors to themselves or others. Characteristics of problem sexual behaviors may include one or more
of the following (source http://ncsby.org/content/problematic-sexual-behavior ):
i. Occur frequently or more frequently than expected,
ii. Take place between children of widely different ages or developmental stages (such as a 12-year-old
who acts out with a 4-year-old, or a 15-year-old with a 10-year-old),
iii. Occur between children of different capacity, for example, disparate physical size and strength or
intellectual abilities or a position of authority,
iv. Are associated with strong, upset feelings, such as anger or anxiety/fear,
v. Cause harm or potential harm (physical or emotional) to any child,
vi. Do not respond to typical parenting strategies (such as, instruction and supervision), and
vii. Involve coercion, force, or aggression, or threats thereof, of any kind
Upon making a determination the child/youth has problematic sexual behaviors, the CPS Specialist shall
immediately complete PPS 2014 B Referral for Services and refer the child/youth with sexual behavior
problems and the family to a child advocacy center or other mental health provider. The PPS 2014 B shall be
provided to FACTS staff for data entry.
Additional voluntary services shall be offered, as needed, to the child with sexual behavior problems and such
child’s family. If a determination is made this family may need DCF services, a FINA Child with Behavior
Problems report shall be made to the Kansas Protection Report Center.
If the minor alleged perpetrator’s family chooses not to participate in services and a determination is made the
child is at high risk for future sexual behavior problems (consider whether the minor alleged perpetrator has
prior affirmed or substantiated sexual abuse, allegations of multiple incidents, serious sexual behaviors,
significant difference in age with the alleged victim, involves force and coercion) a FINA Child with Behavior
Problems report shall be made to the Kansas Protection Report Center.
The FINA Child with Behavior Problems assignment includes further assessment of the identified child and
family and attempts to engage the family in services for the Child with Sexual Behavior Problems. If the family
continues to chooses not to participate in services and the FINA assessment determines the Child with
Sexual Behavior Problems is at high risk for future sexual behavior problems, the CPS Specialist and PPS
Supervisor shall determine appropriate intervention which may include a referral to the county/district attorney
for court intervention.
B. Documentation
The CPS Specialist shall document:
1. Offers by the department to provide voluntary services (PPS 2019 DCF
2. Conversation Note or PPS 2020 Kansas DCF Assessment);
3. The reason these services are important to reduce the risk of future sexual behavior problems by the child;
(PPS 2020 Kansas DCF Assessment may guide this decision)
4. Whether services were accepted and provided (PPS 2030F Family Based Assessment Summary); and
5. The outcomes for the child and family (PPS 2030F Family Based Assessment Summary).
2100 Initiation of Investigative Interviews of Child2100 Initiation of Investigative Interviews of Child
Abuse/NeglectAbuse/Neglect
The Department has the duty to receive and investigate reports of child abuse and neglect for the purpose of determining
whether the report is valid and whether action is required to protect the child. K.S.A. 38-2226(a).
"Investigation" is the initial phase of the Family Based Assessment for reports alleging child abuse or neglect. In an
investigation, facts are obtained and evidence is gathered and secured in order to reach a conclusion on the validity of the
report and what actions, if any, are needed to protect the child. The purpose of the intervention is to assist families (where
needed) to live together safely and within the requirements of law.
A. Parent and Alleged Perpetrator Rights
At the initial contact with the family and alleged perpetrator, the DCF staff conducting the investigative interview shall
inform the family and the alleged perpetrator that the Kansas Code for Care of Children requires DCF to make
inquiry when a child is alleged to be in need of care. The family and alleged perpetrator shall be informed of the
specific actions or inactions that have been reported as suspected abuse or neglect, without disclosing the identity of
the reporter.
The family and alleged perpetrator shall be informed that they are not required to cooperate with the agency and what
the possible next steps may be. The pamphlet entitled “What You Need to Know About Investigations of Child Abuse
or Neglect” PPS 2010 shall be given to the family and alleged perpetrator.
B. Living Arrangement
DCF staff shall determine the living arrangement at the time the alleged incident occurred, for each alleged victim of
an abuse/neglect report. The living arrangement shall be documented on the Agency Response
C. Verified Incident Date
DCF staff shall verify the incident date for each alleged victim of an abuse/neglect report for the current assigned
report. The verified incident date is the date the alleged victim reports the incident in the current report occurred.
1. If there is more than one alleged victim, incident, or abuse/neglect type the most recent incident date shall be used as the
verified incident date.
2. In situations where the alleged abuse/neglect incident is on-going (i.e. physical neglect), the date of the report as documented
on the PPS 1001 in the “Report Date” field shall be used as the verified incident date.
3. In situations where the alleged victim is unable to verify an incident date, the interviewer shall ask questions to narrow down
a possible year, month, and day, to obtain the closest estimate of the verified incident date. If the verified incident date is
estimated, select the “Estimated Date” box on the Agency Response screens in KIDS.
4. If through investigation it is determined no incident occurred the date of the report as documented on the PPS 1001 in the
“Report Date” field shall be used as the verified incident date.
2105 Requests for Courtesy Contact or Interview2105 Requests for Courtesy Contact or Interview
Between DCF OfficesBetween DCF Offices
A DCF office with investigation responsibilities may request a courtesy contact or interview from a different DCF office to
assist with the assessment of an assigned report when the interview or contact requires significant travel for the assigned
office. A county or regional line does not automatically require a request for a courtesy interview.
The office requesting the contact shall provide documentation in the request to include:
A. Specific information the courtesy interviewer should gather from the person being interviewed
B. Information learned from any background checks or DCF history with the family
C. Information about family relationships, and other information known about the family
D. A summary regarding information gathered in the investigation to date
E. The response time for the requested interview
F. Identify if contact is needed for the safety determination
The office requesting the contact shall send an e-mail to the regional mailbox in the region responsible (as shown below),
and provide the KIPS event number, if available. If the KIPS event number is not yet available, provide as much intake
information available at the time of the request, such as a police report or JIAS report, etc.
When the contact is for a safety determination, the office completing the contact shall communicate with the requesting
office to facilitate a timely safety determination and safety staffing. Within 5 working days of completion of the courtesy
interview, the worker completing the courtesy contact shall forward relevant documentation to the requesting worker.
See PPM section 2800 for entering these cases in FACTS.
The following provides the regional e-mail addresses:
Kansas City Region: DCF.KCPRC@ks.gov
East Region: DCF.EastIntake@ks.gov
Wichita Region: DCF.WICIntake@ks.gov
West Region: DCF.WPRC@ks.gov
2106 Law Enforcement Courtesy Interviews2106 Law Enforcement Courtesy Interviews
When law enforcement requests assistance from DCF in the investigation of third party (non-family/unregulated care giver)
child abuse or neglect, the department will assist by assigning a courtesy interview.
The assigned DCF staff shall contact the law enforcement investigator to determine how the agency could assist (i.e., forensic
interview, interview at school). The assigned PPS staff shall make two attempts to contact law enforcement within three working days
of receiving the courtesy interview request from KPRC.
PPS staff shall consider a courtesy interview closed after approval from the PPS Supervisor. Case documentation shall be uploaded
into KIPS.
If the assigned PPS staff determines the family would benefit from agency services, a report shall be made to the Kansas Protection
Reporting Center providing the family’s information and requesting assignment of a Family In Need of Assessment case.
2110 Visual Observation and Interview Requirements2110 Visual Observation and Interview Requirements
When a report alleging abuse or neglect has been assigned, interviews and visual observations are conducted to gather information for
the assessment. Interviews and visual observations may be conducted by a CPS Specialist, CPS investigator, law enforcement officer
or Child Advocacy Center forensic interviewer.
A. Visual Observation Required
Per Adrian’s Law, K.S.A. 38-2226, the secretary, or the secretary's designee, or the law enforcement agency, or such agency's
designee, that is conducting the investigation shall visually observe the child who is the alleged victim of abuse or neglect. In the
case of a joint investigation conducted pursuant to subsection (b), the secretary and the investigating law enforcement agency, or
the designees of the secretary and such agency, shall both visually observe the child who is the alleged victim of abuse or
neglect. All investigation reports shall include the date, time and location of any visual observation of a child that is required by
this subsection.
When the alleged victim is pre-verbal/non-verbal, physical abuse or neglect is alleged, the child’s body shall be visually
observed or examined for evidence of alleged physical trauma (e.g. bruises or burns) or physical condition (e.g. bug bites, body
dirt). The child’s body shall be observed in the least intrusive manner and conducted in a manner that is sensitive to the child’s
age and gender. Whenever practical, a parent should be requested to undress the child and assist in determining the child’s
physical condition. Depending on the circumstances, the CPS specialist or CPS investigator may have another adult present or
have a medical professional conduct the exam.
B. Required Interviews
The following persons shall be interviewed for all abuse or neglect investigations, unless allowable reasons not to interview the
person exist and are documented per D:
1. The alleged victim.
2. The primary care giver of alleged victim. A primary caregiver is a residential parent or other adult with whom the child
resides and has authority to make significant decisions concerning the child's care.
3. Siblings residing in the same home, facility or placement with the alleged victim. If the sibling is pre-verbal or non-verbal
and not interviewed, the child shall be observed for harm.
4. The alleged perpetrator.
5. Adult sibling(s) living in the home.
6. Persons identified as having relevant information:
a. Non-residential parent;
b. Relatives;
c. Siblings not residing in the same home, facility or placement with the alleged victim;
d. Any adult who provides care or supervision of the victim or who lives in the home, whether related or not;
e. Other witnesses, regardless of their relationship to the victim or living arrangement;
f. Friends;
g. Neighbors;
h. Reporter;
i. Other individuals in the safety network determined relevant during the assessment
7. Appropriate medical professional shall be consulted for reports assigned for medical neglect to gather sufficient
information which may include, but shall not be limited to:
a. What is the diagnosed medical condition of the child?
b. What is the treatment required for the diagnosed medical condition?
c. Would the diagnosed medical condition, if treated:
i. make the child substantially more comfortable?
ii. reduce pain and suffering?
iii. correct or substantially diminish a crippling condition?
iv. lengthen the life span?
v. prevent the condition from worsening?
d. What information was provided to the alleged perpetrator(s) regarding the required medical treatment for the
child?
e. What information was provided to the alleged perpetrator(s) regarding the likely results or consequences of
the child not getting the medical treatment?
f. Follow up to determine whether scheduled appointments were kept.
C. Allowable Reasons
Allowable reasons for not interviewing include the following:
1. Refused to talk with worker,
Concerted efforts shall be made to engage with all persons required to be interviewed. When a child refuses to talk with a
worker, PPS staff shall explore ways to ensure the child feels safe and comfortable with the interview setting and/or the
interviewer. PPS staff should consider whether a support person (school counselor, teacher, etc.) be present with the child during
the interview, as appropriate. Additional supports may also be consulted for suggestions to assist in helping the child feel safe
and comfortable.
2. County or District Attorney or law enforcement officer requested DCF not interview;
3. Unable to locate or otherwise unavailable;
4. Mental or physical condition prevents interview;
5. A child is pre-verbal or non-verbal. The child shall be observed for harm;
6. Alleged perpetrator not identified;
7. Deceased
D. Exception
When determined contrary to the safety and best interest of the child to interview a required person, an exception shall be
requested from the Assessment and Prevention Administrator.
E. Documentation (Family, Non-Family/Unregulated Caregiver and Facility Reports)
Documentation for all required persons listed in (A.) shall include attempts to interview, contacts made, interviews, observations
and results. Documentation per 1-2 in this section, shall include the date of the contact/interview, how the interview was
conducted (in-person, phone, observed, etc.), location and the results of the contact/interview for all required persons listed in
(A.).
For any required persons listed in (A.) not interviewed, document the reason. When some but not all members of the family are
unable to be located once the assessment has begun document "unable to locate” on the individuals who were not located.
Agency Response information shall be completed in KIDS on individuals who were located.
Documentation for all required persons listed in (A.) may be completed by either a CPS specialist or CPS investigator. A
printed form is the official copy and shall be in the case record.
1. For events assigned prior to July 1, 2017:
a. Family Reports
Documentation for all required persons listed in (A.) for family reports is completed he PPS 2030A Agency Response,
Section III.
b. Non-Family/Unregulated Care Giver and Facility Assignments
Documentation for all required persons listed in (A.) for Non-Family/Unregulated Care Giver and Facility Assignments is
completed on the PPS 2025, Section III.
For events assigned on or after July 1, 2017 (Family, Non-Family/Unregulated Caregiver and Facility Reports):
Documentation for all required persons listed in (A.) shall be completed per requirements in this section on the PPS 2019 DCF
Kansas Conversation Note, and/or Appendix 2N My three Houses, Appendix 2P Fairy Wizard Template . For events assigned
on or after January 1, 2021, use of the PPS 1010 Case Activity Log should be limited to information not able to be documented
on the PPS 2019 or other Kansas Practice Model tools.
For any required persons listed in (A.) not interviewed, the documentation of the attempts to interview shall be documented on
the PPS 1010. The results of these attempts are included in the consultation with the supervisor per PPM 2760, and the
decision/conclusion from this consultation, shall be included in the consultation documentation.
2111 Minor Alleged Perpetrators (minor)2111 Minor Alleged Perpetrators (minor)
Prior to attempting to interview a minor alleged perpetrator, PPS staff shall inform the minor’s parent(s)/caregiver(s) of the
Alleged Perpetrator Rights per PPM 2100 and provide the minor’s parent(s)/caregiver(s) the PPS 2010 “What You Need
to Know About Investigations of Child Abuse or Neglect”.
It is not preferable to allow the parent(s) in the interview with the minor alleged perpetrator. PPS staff shall obtain written
consent to interview the minor from the minor’s parent(s)/caregiver(s) prior to interviewing outside the presence of a
parent.
The following methods may be used to document parental consent: (listed in order of preference)
1. Signed PPS 2001 Parental Consent to Interview a Child at School
2. Written email consent documented in case logs
3. Text message (a screen shot of the text in case logs shall be used for documentation)
4. Verbal consent may be used when the parent has been informed by PPS staff that his/her consent is being documented on the
PPS 2001, on the parent/caregiver signature line, with a date and time the verbal consent was provided.
5. Inferred parental consent when the interview occurs in the presence of the parent with case log documentation of parental
presence in the interview. When the interview is conducted in the presence of the parent(s), the consent is inferred until such
time the parent ends the interview.
At the point that the minor’s parents are consulted and they decline contact with the minor, all attempts to contact him/her
shall cease.
A. If the minor is in the custody of the Secretary with parental rights not terminated the assigned CPS specialist shall make
reasonable efforts to contact the parent(s) to explain the Alleged Perpetrator Rights and obtain written consent as outlined
above. In addition, the CPS Specialist shall determine if the parent(s) would like to obtain legal counsel to represent the minor
alleged perpetrator. The CPS Specialist shall inform the Guardian Ad Litem of the investigation and need to interview the
minor alleged perpetrator.
B. If the minor is in the custody of the Secretary with Termination of Parental Rights (TPR), the assigned CPS specialist, in
consultation with the PPS supervisor (or designee, see PPM 0140), Assessment and Prevention or Foster Care Contract
Administrator and DCF regional legal, shall consider retention of legal counsel to represent the minor as an alleged
perpetrator. The CPS Specialist shall inform the Guardian Ad Litem of the investigation and need to interview the minor
alleged perpetrator.
2113 Additional Concerns Identified In an Ongoing2113 Additional Concerns Identified In an Ongoing
InvestigationInvestigation
During the course of an investigation/assessment, if PPS staff become aware of abuse or neglect issues, other than those
contained in the assigned report, a new report to the Kansas Protection Report Center (KPRC) is required.
Human trafficking (HT) is a separate subtype of abuse/neglect assignments. If PPS staff become aware of concerns for human
trafficking, per K.S.A. 38-2202, on any current open case type, a new report to the KPRC is required. The report shall include explicit
language to specify concerns for human trafficking per K.S.A. 38-2202. The report shall include the language “human trafficking”.
See PPM 0160 Glossary definition for sexual abuse per K.S.A. 38-2202 and Appendix 1A for guidance.
2115 Child with Danger to Self/Self-Harming Behaviors2115 Child with Danger to Self/Self-Harming Behaviors
Danger to self/self-harming behaviors may include, but are not limited to running away, suicidal thoughts/threats, self-
mutilation (cutting, burning, scratching, hair pulling), substance misuse or substance use disorder, and sexual behaviors.
Danger to self and self-harming behaviors may potentially be linked to other serious concerns, such as abuse/neglect,
human trafficking, depression, being bullied, or other emotional/mental health issues, which may have very serious
consequences.
When a report contains concerns for a child with self-harming behaviors, PPS practitioners shall make concerted efforts to
engage the family in a comprehensive family-based assessment per PPM 2740.
When a conclusion is determined the child is a danger to self or others and the family strengths and resources are not
adequate to meet the needs of the child without PPS intervention, the following PPS interventions shall be considered
which may include, but are not limited to:
A. Family Services
B. Family Preservation Services
C. Interventions developed alongside the safety network and family to assist in mitigating imminent danger per PPM 2400.
D. Protective actions per PPM 2400.
2116 Requirements for Children Under the Age of One2116 Requirements for Children Under the Age of One
Children under the age of one are our most vulnerable population. Providing families with services and supports early may
help prevent future maltreatment.
A. Parent Skill Building
If a family with a child under the age of one is involved in an assessment for abuse/neglect, Family In Need of Assessment
(FINA) or Pregnant Woman Using Substances (PWS), the CPS Specialist shall engage the family in an assessment of
the child’s developmental milestones and needs using the PPS 2019 Kansas DCF Conversation Note to discuss the
family’s worries, what is working well and develop next steps. To support the engagement with the family the below
resources and informational brochures may be provided to the family to assist them in understanding the benefits of Parent
Skill Building program(s). The CPS Specialist shall assist the family with a referral to the program of the parent’s choice.
The PPS 2014 A Referral for Services may be used to make the referral in situations where the family decides for DCF to
refer them to the service, as opposed to the family referring themself. The CPS Specialist shall follow up with the family
and/or service provider to ensure the family connected successfully with the service and determine whether the service is
meeting the needs of the family.
Parent Skill Building programs involve community partners assessing the needs of the child(ren). These assessments
include but are not limited to occupational and physical therapy, speech and language development, and educational
needs. Parent Skill Building programs include but are not limited to Infant-Toddler Services or Home Visitor programs.
Resources may include but are not limited to:
For additional resources visit: http://ksqualitynetwork.org/resources/child-development/
Kansas Infant Toddler website and parent brochure: http://www.kdheks.gov/its/
Kansas Healthy Families: https://www.kcsl.org/HealthyFamilies.aspx
Early Head Start: https://www.kcsl.org/EarlyHeadStart.aspx
KCSL Parent Helpline: 1-800-CHILDREN or email/text 1800children@kcsl.org
DCF Parent Skill Building Programs: https://dcfnet.dcf.ks.gov/PPS/FFPSA/Pages/ParentSkill.aspx
B. Safe Sleep
If a family with a child under the age of one is involved in an assessment for abuse/neglect, FINA or PWS, the CPS
Specialist shall assess the infant’s sleep environment using guidance from Safe Sleep Kansas (
http://www.safesleepkansas.org/ ). The CPS specialist shall provide information and resources to help support a safe
sleep environment for the infant, as needed. The ABC’s of Safe Sleep is babies are safest when they are:
1. Alone,
2. On their back and
3. In a crib.
2125 Relative/Non-Related Kin Information2125 Relative/Non-Related Kin Information
A. Gathering Relative/Non-Related Kin Information
The CPS specialist shall gather relative/non-related kin information during assessments for all case assignment
types. This may include relatives or other adults whom the family has a close positive emotional attachment.
Questions shall be asked of all relevant parties, including children, about potential relative/non-related kin resources.
Information requested shall include, but is not limited to: names, addresses, phone numbers, relationship to child or
family, and information about current involvement with the child(ren) subject of the report. The identifying information
gathered shall be documented on the PPS 1000, Section IV for Relative/Non-related Kin and entered in FACTS.
B. Assessing Relative/Non-Related Kin Information
The Kansas Practice Model assessments and tools provide a method to consider relative/non-related kin when
assessing the family strengths and resources. The assessments consider the family’s ability to use strengths and
resources to manage concerns of danger to the child, presenting problems and contributing factors. The
relative/non-related kin may provide a safety network resource to consider when a child has been placed in police
protective custody per PPM 2473, to prevent out of home placement.
C. Providing Relative/Non-Related Kin Information at Referral
At the time of a referral for out of home placement relative/non-related kin information shall be provided to the Child
Welfare Case Management Provider by completing the PPS 5110A Section III with identifying information at the time
of referral. (See PPM 2750)
2140 Interviewing Children2140 Interviewing Children
DCF staff shall consider the following when interviewing children:
A. Parental Permission Abuse/Neglect Assignments:
Parental permission is not required to interview a child who is the subject of a report of suspected child abuse and/or neglect. If
it is determined parental cooperation is essential to an adequate investigation of a report, parental permission to interview a
child shall be sought. Circumstances in which a child may be interviewed without parental consent include:
The parent is alleged or suspected to be involved in the maltreatment.
The safety of the subject child or any other child in the same care might be jeopardized by delay or notice.
There is reason to believe that essential evidence would not be available if there is delay or notice.
Whenever it is necessary to interview a child without parental consent, attempts shall be made to notify the parent/caregiver the
same day as the interview with the child and an explanation provided for the interview.
DCF staff shall not enter a residence to interview a child regarding alleged abuse or neglect unless a parent or other adult
resident at that address has given permission for that DCF person to enter the domicile.
B. Interviewing in a Neutral Setting:
DCF staff shall consider the importance of conducting interviews of children who are identified as alleged victims of
abuse/neglect out of the presence of a alleged perpetrator. It is preferred practice to interview children identified as alleged
victims of abuse/neglect in a neutral setting, such as at school per K.S.A. 38-2226(g).
C. Interviewing Children at School:
Whenever a child is to be interviewed at school the following guidelines should be followed:
Whenever possible, advance notice should be given the school administrator of the need for an at-school interview. A mutual
understanding should be reached between DCF and the school administration that a parent should NOT be notified of the
interview unless such notice is approved by DCF or a law enforcement officer on a case by case basis. DCF is responsible to
notify the parent of the interview at a time when it will not interfere with the investigation.
When DCF staff is on school premises, the school administrator should be immediately notified and identification provided. The
worker should also notify the school when leaving the premises.
Form PPS 2000, Request to Interview a Child at School or PPS 2001 Parental Consent to Interview Child as School for Family
in Need of Assessment (FINA) assignments, should be presented to the school administrator.
If possible, the child should be excused from classroom activities and escorted to the interview in a manner that does not identify
the purpose of the interview. The interview should be conducted in a place which provides confidentiality and, if possible,
comfort to the child.
If it will provide support for the child, a school employee may be present in the interview, but may not participate unless invited
to do so by DCF or a law enforcement officer. School employee presence in the interview shall be at the discretion of the agency
conducting the interview, giving consideration to the best interests of the child. [K.S.A. 38-2226(g)].
If a child needs to be taken off-premises, a law enforcement officer shall be requested to place the child in protective custody and
transport the child. The child shall not be taken off premises by a DCF employee unless there is a court order giving DCF
temporary custody, or if accompanied by a parent, or with written parental consent.
D. Interviewing Children in a Child Care Setting:
There are no statutes or regulations providing for interviewing children as alleged victims of abuse/neglect in a child care
setting. However, under Kansas law all persons with information and /or evidence concerning abuse or neglect of a child are
encouraged to cooperate with investigations conducted by law enforcement and/or DCF. Licensed child care providers are
mandated to report suspected abuse or neglect of children in their care, and are required to cooperate with investigations of
suspected child abuse/neglect. K.S.A. 38-2223 and K.A.R. 28-4-118.
E. Interviewing Children Identified as Non-Familial Collateral Contacts:
If there is a need to interview non-familial children who are identified as potential collateral contacts in an abuse/neglect
investigation, written parental permission shall be obtained in advance for children who need to be interviewed away from
parents. See PPM 0317 for guidance on confidentiality.
Written parental consent is preferred and shall be documented on the PPS 2001 Parental Consent to Interview Child at School.
When concerted efforts to obtain written parental consent have been completed and documented, the following methods of
obtaining consent may be used: (listed in order of preference)
1. Signed PPS 2001 Parental Consent to Interview Child at School
2. Written e-mail consent documented in case logs
3. Text message (a screen shot of the text in case logs shall be used for documentation)
4. Verbal consent may be used when the parent has been informed by PPS staff that his/her consent is being documented on
the PPS 2001, on the parent/caregiver signature line, with a date and time the verbal consent was provided.
F. FINA and PWS Assignments:
FINA are for the purpose of assessing the needs of the child and family for services. Family involvement from the onset of the
case assists in engaging the family in the assessment process. Concerted efforts shall be made to interview a child subject of a
FINA with parental consent.
1. FINA Interviewing At School
Kansas Statute does not address interviewing children subject of a FINA at school without parental consent. Children subject of
a FINA shall not be interviewed at school without parental consent.
Written parental consent is preferred and shall be documented on the PPS 2001 Parental Consent to Interview Child at School.
When concerted efforts to obtain written parental consent have been completed and documented, the following methods of
obtaining consent may be used: (listed in order of preference)
a. Signed PPS 2001 Parental Consent to Interview Child at School
b. Written e-mail consent documented in case logs
c. Text message (a screen shot of the text in case logs shall be used for documentation)
d. Verbal consent may be used when the parent has been informed by PPS staff that his/her consent is being
documented on the PPS 2001, on the parent/caregiver signature line, with a date and time the verbal consent was
provided.
2. FINA Interviewing in Other Settings (Excluding Schools)
When an interview is needed with a child(ren) subject of a FINA who is in a setting other than at school, such as police
protective custody (PPC) or detention, it is allowable to interview without parental consent. Attempts shall be made on
the same day as the interview with the child(ren) to notify the parent/caregiver that the interview took place, and to
explain the purpose of the interview.
2153 Permission for KDHE to Interview a Child in DCF2153 Permission for KDHE to Interview a Child in DCF
CustodyCustody
The Department of Health and Environment has a statutory duty and authority to conduct an investigation of alleged or
suspected violations of license laws or regulations. In order to carry out these responsibilities KDHE is not required to
obtain consent from DCF or from a child’s parent to interview any child in the custody of the Secretary of DCF.
2154 Notice to Facility When On Premises2154 Notice to Facility When On Premises
Investigations of complaints in facilities may be conducted with or without advance notice. In general, advance notice shall be given
except when there are reasonable concerns for the safety of one or more children or the element of surprise is necessary to secure
evidence. Whether or not advance notice is given, the on-site person in charge shall be notified whenever the department is on the
premises and the purpose of the visit explained.
2210 Joint Procedures with DCF and Law Enforcement2210 Joint Procedures with DCF and Law Enforcement
AgenciesAgencies
Joint investigations between DCF and the appropriate law enforcement agency or agencies are mandated by statute
(K.S.A. 38-2226(b)) when a report alleges serious physical harm to, serious deterioration of or sexual abuse of the child;
and action may be required to protect the child. This determination is made by the Kansas Protection Report Center and is
documented on the PPS 1002. Reports assigned alleging a methamphetamine lab in a home where children are present or
reside, shall be forwarded to law enforcement for joint investigation. (See PPM 0210 Staff Safety)
It shall be the responsibility of the assigned local office to notify the responsible law enforcement agency. DCF meets its
statutory responsibility when a request is made and documented for law enforcement assistance. DCF shall not delay the
initial safety determination and/or required protective action to prevent (further) abuse if law enforcement does not respond.
If conditions are known or suspected at the time the report is accepted which would require a joint investigation, the law
enforcement agency should be involved from the initial contact whenever practical and consistent with child safety.
In the event a law enforcement agency was not involved in an investigation or assessment conducted by DCF and
information later indicates abuse or neglect which is required to be reported to a law enforcement agency, the report to the
law enforcement agency shall be made without delay. If the assigned CPS specialist becomes aware of new or additional
concerns for human trafficking per K.S.A. 38-2202, a report shall be made to the appropriate law enforcement agency
without delay.
If a law enforcement officer requests assistance from DCF in the investigation of a report of child abuse or neglect, the
department will assist. Nothing shall prevent the department from providing assistance prior to a report being made to and
assessed by the Kansas Protection Report Center.
2220 Investigations Involving a Report of Abuse or2220 Investigations Involving a Report of Abuse or
Neglect in a Facility Licensed by KDHE or DCF FosterNeglect in a Facility Licensed by KDHE or DCF Foster
Care and Residential Facility LicensingCare and Residential Facility Licensing
The Kansas Department of Health and Environment (KDHE) shall be notified when a report is received involving a child
care facility, such as: a licensed day care home, group day care home, or child care center, subject to licensing or
regulation by KDHE. Local health departments may be notified.
DCF Foster Care and Residential Facility Licensing shall be notified when a report is received involving a residential facility
such as: a family foster home, or a residential facility subject to licensing by DCF Foster Care and Residential Facility
Licensing.
Investigations of complaints involving child care and residential facilities can often be complex due to the possibility of
multiple victims or perpetrators and multi-agency responsibilities. Planning for an investigation may require striking a
balance between promptness of contact with the alleged victims and the need to coordinate with other agencies to avoid
making errors in the investigation which could also affect the safety of children.
Investigations involving facilities shall be conducted according to department policy for determining response times. Any
deviation from these guidelines shall be taken only in the best interests of a child and the basis for the action shall be
documented. In completing an investigation of an incident involving a facility licensed or regulated by KDHE or DCF
Foster Care and Residential Facility Licensing, the local office shall:
A. Conduct a prompt and thorough investigation of the allegations to determine whether the report is valid and whether services are
necessary to protect a child who is the subject of the report or any other child under the same care.
B. Provide KDHE or DCF Foster Care and Residential Facility Licensing with facts and information gathered during the DCF
investigation/assessment to assist KDHE or DCF Foster Care and Residential Facility Licensing in determining appropriate
action regarding the license.
C. Communicate with DCF Foster Care and Residential Facility Licensing prior to making a case finding decision when there is a
joint investigation. If there are disagreements regarding the investigative process, the CPS Specialist is strongly encouraged to
consult with the PPS Supervisor to determine next steps.
2221 Notice to Parent or Guardian of a Child in Out of2221 Notice to Parent or Guardian of a Child in Out of
Home PlacementHome Placement
Unless it is determined a notice is not in the child's best interest, the CPS specialist shall give notice of the investigation to
the parent or guardian of child who has been alleged to be abused or neglected while in out of home care. This policy
does not include parents whose parental rights have been terminated. The notice may be verbal or in writing. Contact with
parents shall be included on the following documentation:
A. PPS 2025, Agency Response Facility and Third-Party Reports, for events assigned prior to July 1, 2017,
B. PPS 1010 Case Activity Log for events assigned on or after July 1, 2017 and
C. Kansas Practice Model tools for events assigned on or after January 1, 2021. The PPS 1010 is limited to information
not able to be documented on the PPS 2019 or other Kansas Practice Model tools.
Such notice should not be unreasonably delayed but need not take precedence over the other investigative activities.
Contact with the parent or guardian shall be coordinated with the Child Welfare Case Management Provider.
2222 Investigative Documentation2222 Investigative Documentation
Documentation of the investigation of facility reports shall include:
A. PPS 2025, Agency Response Facility and Third-Party Reports (Utilized on events assigned prior to July 1, 2017)
B. PPS 2011, Case Finding
C. PPS 2012, Notice of Department Finding
D. The PPS 1010 Case Activity Log is limited to information not able to be documented on the PPS 2019 or other
Kansas Practice Model tools
E. The PPS 2019 DCF Conversation Note or other KPM tools and PPS 2020 Kansas DCF Assessment, as appropriate
2223 Assessment Documentation of Facility Reports2223 Assessment Documentation of Facility Reports
Family based assessments are based on dynamics unique to families. A day care center is not a family and is not the proper subject for
a family based assessment. Family foster homes and residential child care programs often share some attributes of families but are not
families for the purpose of determining how they shall be assessed.
Whenever a facility report is accepted, the safety of the child and the need for immediate medical examination or treatment related to
the reason for the report shall be completed; however a family based assessment (Safety Assessment, Risk Assessment and Family
Based Assessment Summary) is not required.
2224 Joint Investigations with KDHE and/or Local2224 Joint Investigations with KDHE and/or Local
Health DepartmentsHealth Departments
Collaborative investigations with KDHE and/or local health departments are encouraged, especially in cases of serious
abuse. The unavailability of a representative from these agencies shall not delay a DCF response.
The investigation of complaints concerning child care facilities must be conducted in a manner that ensures an
independent and objective investigation and assessment. However, if there is a conflict between child safety and providing
for a strictly "objective" investigation, the safety of children takes precedence.
2225 Joint Investigations With DCF Child Care Provider2225 Joint Investigations With DCF Child Care Provider
ManagerManager
DCF Child Care Provider Manager or contracting/monitoring staff may be asked to assist in the investigation whenever
appropriate.
2230 Investigation of Reports of Abuse or Neglect by2230 Investigation of Reports of Abuse or Neglect by
Third Party PersonThird Party Person
The Kansas Code for Care of Children provides that DCF and law enforcement officers have the duty to receive and
investigate reports of child abuse or neglect for the purpose of determining whether the report is valid and whether action is
required to protect the child from further abuse or neglect. The law is silent regarding the relationship between the child
and the alleged or suspected perpetrator.
It is the policy of the Department for Children and Families to receive and investigate reports which meet the definition of
child abuse or neglect unless a law enforcement officer has accepted or will accept the report for investigation. The
department will assist a law enforcement officer in the investigation and assessment of reports of child abuse or neglect
upon request of the officer. Persons to whom this section applies includes, but is not limited to, alleged abuse or neglect
by:
A. Teachers, administrators, or other employees of a school, other than a home school, in which a child who is the subject of a
report of abuse or neglect is enrolled or attends.
B. Employees and administrators of recreational and/or character building organizations in which a child who is the subject of a
report of abuse or neglect participates.
C. Baby sitters.
D. Acquaintances of the child/family.
E. Strangers.
F. Human trafficking related “boyfriend”/”pimp”/”controller”/”manager”/”daddy”.
2231 Case Opening in Non-Family/Unregulated2231 Case Opening in Non-Family/Unregulated
Care Giver CasesCare Giver Cases
If DCF accepts a non-family/unregulated care giver report for investigation and assessment or assists law enforcement
with an investigation, a case shall be opened. A non-family/unregulated care giver case is opened in FACTS for each
family in which there is a child who is alleged to have been abused or neglected. If there is evidence or suspicion of
parental involvement or failure to protect the child, a separate report should be initiated regarding the parental action or
inaction.
2232 Investigative Documentation of Non-2232 Investigative Documentation of Non-
Family/Unregulated Care Giver ReportsFamily/Unregulated Care Giver Reports
Documentation of the assessment of non-family/unregulated care giver reports shall include:
A. PPS 2025, Agency Response - Facility and Third-Party Reports (Utilized on events assigned prior to July 1, 2017)
B. PPS 2011, Case Finding
C. PPS 2012, Notice of Department Finding
D. The PPS 1010 Case Activity Log is limited to information not able to be documented on the PPS 2019 or other
Kansas Practice Model tools
E. The PPS 2019 DCF Conversation Note or other KPM tools and PPS 2020 Kansas DCF Assessment, as appropriate
2233 Assessment Documentation of Non-2233 Assessment Documentation of Non-
Family/Unregulated Care Giver ReportsFamily/Unregulated Care Giver Reports
Whenever a non-family/unregulated care giver report is accepted, the safety of the child and the need for immediate medical
examination or treatment related to the reason for the report shall be completed; however, a family based assessment (Safety
Assessment, Risk Assessment and Family Based Assessment Summary) is not required.
2240 Requests for a County or District Attorney to2240 Requests for a County or District Attorney to
Direct an InvestigationDirect an Investigation
It should be rare for DCF and a law enforcement agency not to reach agreement on joint procedures for accepting reports of child
abuse or neglect or in individual situations involving such reports. If agreement cannot be reached; however, and if the safety of a
child cannot be assured, the county or district attorney may be requested to resolve the issue. A request to the county or district
attorney in such situations shall only be pursued upon approval by the Regional Director or Assessment and Prevention Administrator
after consultation with the DCF Area Attorney.
2250 Investigations of Reports of Abuse or Neglect2250 Investigations of Reports of Abuse or Neglect
regarding Native American Childrenregarding Native American Children
If, during the investigation of a report of child abuse or neglect, information is obtained which indicates that a child is or may be a
member of an Native American tribe or eligible for tribal membership, that fact and available supporting information shall be
documented in the case record.
When conducting an investigation involving a Native American family, the family shall be informed that they may request a Native
American interpreter. Assessment of the family must take into account the prevailing social and cultural conditions and way of life of
the Native American community.
2260 Reports Involving the Medical Neglect of Disabled2260 Reports Involving the Medical Neglect of Disabled
Infants with Life Threatening Conditions ("Baby Doe")Infants with Life Threatening Conditions ("Baby Doe")
Kansas Administrative Regulations 30-45-10 et seq. requires specific procedures for the investigation of medical neglect of disabled
infants with life-threatening conditions.
Disabled Infant means a child less than one year of age who has been continuously hospitalized since birth, whose birth was extremely
premature, or who has a long-term disability.
Medical Neglect includes but is not limited to, the withholding of medically indicated treatment from a disabled infant with a life-
threatening condition.
Withholding medically indicated treatment means failure to provide treatment which, in the treating physician’s reasonable medical
judgment, is most likely to ameliorate or correct all life threatening conditions, except when the treatment would be futile in terms of
survival of the infant and the treatment itself under such circumstances would be inhumane. Withholding medically indicated
treatment always includes failure to provide appropriate nutrition, hydration or medication.
2262 Response to "Baby Doe" Reports2262 Response to "Baby Doe" Reports
Upon receipt of a report of a disabled infant with a life threatening condition, the worker shall treat the case as an emergency and shall:
A. Conduct a Preliminary Inquiry. Contact the facility where the child is located or being treated and ascertain the current medical
condition of the infant, the name of attending physician, the name of the contact person for the hospital’s medical ethics
committee (if any, and any other available pertinent information.
B. Notify the parent, care giver or legal guardian of the allegations of the report if such person is not the reporter.
C. Contact the hospital medical ethics review committee at the facility housing the infant to obtain the committee's findings. If no
hospital medical ethics review committee exists, contact the nearest Level III Perinatal Care Center. (When an independent
medical examination is needed for an infant already in a Level III Center, the request should be directed to another Level III
facility.) Requests should be made to:
University of Kansas Medical Center
Pediatric Department, Division of Neonatology
3900 Rainbow Blvd.
Kansas City, Kansas 66103
Telephone: 913/588-6337 (day)
913/588-6350 (night)
OR
Wesley Medical Center
Division of Perinatal Medicine
550 North Hillside
Wichita, Kansas 67214
Telephone: 316/688-2300
D. If the report otherwise meets department policies regarding case acceptance, accept the report as alleged or suspected medical
neglect. The report should be assigned a "same day” response time. If there is credible evidence medically indicated treatment
will not be withheld within 72 hours, a 72 hour response time may be assigned.
2300 Defining Danger, Safety and Risk2300 Defining Danger, Safety and Risk
Danger, safety and risk are distinct and different concepts. The immediacy, severity of harm, impact on the child and the
seriousness of the family’s conditions, situations, and circumstances differentiate danger, safety and risk.
A. Danger is the potential for serious maltreatment which is imminent.
B. Safety is actions of protection taken by the safety network, parent(s)/caregiver(s) and/or at times perhaps children changing the
everyday living situation of the family mitigating danger for the children.
C. Risk is potential maltreatment in the future.
2310 Immediate Safety Determination2310 Immediate Safety Determination
When a report alleging abuse or neglect has been assigned for investigation/assessment, the CPS Specialist shall
determine the immediate safety of the child who is the subject of the report within the response time established on the
form PPS 1002, Response Determination. Immediate Safety is whether the child(ren) are determined safe while the
assessment is completed.
To determine immediate safety, the PPS 2019 DCF Kansas Conversation Note, and/or Appendix 2N My three Houses,
Appendix 2P Fairy Wizard Template and 2W Ecomap Template is completed alongside the family and their safety network
to engage all members in discussion of worries, what is working well and next steps. This assessment helps the
practitioner and family determine whether imminent danger (serious harm from maltreatment) is either present right now, or
if there is an imminent threat of danger to the child’s safety.
When imminent danger threatens serious harm to a child, action shall be taken to protect the safety of a child. Various
interventions and protective actions taken by the safety network, family or DCF may occur to ensure immediate safety of a
child. If DCF and the family are agreeing to actions the family and network will take to ensure safety in relation to the
immediate threat, an Immediate Safety Plan PPS 2021 shall be completed. The Immediate Safety Plan PPS 2021 is
developed alongside the safety network and family. The CPS Specialist’s or PPS Supervisor’s input and approval is
required if the safety plan is being initiated by a CPS Investigator. See PPM 2462 for Safety Planning. An immediate safety
staffing with the PPS Supervisor is required.
The CPS Specialist and PPS Supervisor shall discuss whether the criteria for a Team Decision Making (TDM) is met, per
TDM Protocol Appendix 0D. The TDM shall be held prior to a child being separated from a parent/caregiver or by the next
business day following the separation.
A. Factors to Consider for the Immediate Safety Determination
The Appendix 2H Immediate Safety Tips Sheet provides factors to consider for the immediate safety determination. The
following appendices may be used to gather information for the safety determination:
1. Appendix 2F Six Areas of Family Life for Assessment
2. Appendix 2J Caregiver Protective Capacity Factors may be used as a guide to gather information and assess the
protective capacity of the caregiver(s).
3. Appendix 2I Interview Guide for Runaway and Truant Children may be used as a guide to gather safety and risk
information when interviewing children.
B. Required Contacts
1. In-Person Contact with Child
The safety determination requires DCF staff or authorized collateral complete an in-person contact with the child who is
the subject of the report, in a location where it is reasonable to expect the child to be found, within the assigned response
time established on the form PPS 1002, Section VIII Response Time Determination. Telephone or letter contact with the
child is not sufficient. If the child’s location is known, in-person contact shall be made within the response time set.
In-person contact may be made by a CPS Specialist or authorized collateral, i.e., CPS Investigator, law enforcement officer
or child welfare case management provider assigned case responsibility. If authorized collateral makes the in-person
contact with the child, the CPS Specialist shall ensure sufficient information has been gathered to consider the required
factors and determine the safety of the child within the response time.
Attempts shall be made to notify the parent/caregiver the same day as the in-person contact with the child to inform the
parent/caregiver(s) of the investigation/assessment per PPM 2100, and to assess the safety of the child.
2. Additional Contact(s)
Additional contacts and observations with parent/caregivers, siblings, alleged perpetrators and others may be required to
gather sufficient information to determine the safety of the child. If the CPS Specialist determines additional information is
needed to make a safety determination, the CPS Specialist shall follow-up to gather the additional information to assess
the required factors and determine the safety of the child within the response time.
C. Continuing the Safety Determination Beyond the Response Time Assignment
The following provides requirements for reasonable efforts, allowable reasons and exceptions for the safety determination.
These requirements apply only to whether the safety determination is made within the assigned response time. Efforts
shall continue to determine the safety of the child beyond the assigned response time.
If after attempts are made to engage the parent/caregiver(s) in the assessment and the parent/caregiver decides not to
allow access to the alleged victim, the CPS Specialist shall staff the circumstances with a PPS Supervisor. The staffing
shall occur immediately when worries for imminent danger to the child may be present. If there is not worries for imminent
danger to the child, the staffing shall occur as soon as practical, considering the circumstances of the case. The CPS
Specialist and PPS Supervisor are strongly encouraged to discuss worries for imminent danger to the child and determine
next steps, i.e. additional attempts, engagement strategies, or whether to contact law enforcement or the County/District
Attorney. Appendix 2B, the PPS 2019 Immediate Safety Scale and Appendix 2H Immediate Safety Tips Sheet may be
used as a guide to consider whether worries for imminent danger to the child are present suggesting supervisor
consultation.
If the child to be interviewed can be located or made available, the investigation and/or protective action shall be carried
out. (Example: The parents missed a scheduled appointment causing the in-person contact to be delayed but the safety
determination will continue.)
1. Reasonable Efforts Requirements
Reasonable efforts are the minimum required attempts to determine the safety of the child within the assigned response
time established on the form PPS 1002, Section VIII.
DCF staff or authorized collateral shall make two attempts to complete the in-person contact with the child in a location
where it is reasonable to expect the child to be found to satisfy the reasonable effort requirement. To meet reasonable
efforts requirements either:
a. two attempts within the response time set, OR
b. at least one attempt within the response time set, AND
i. a second attempt by the close of business the next working day for a “same day" response time OR
ii. within 72 hours, excluding weekends and state holidays, of the initial attempt on a 72-hour response time.
If a child is out of state for a timely safety determination, a report shall be made to the other state’s child protection report
center/hotline to request a courtesy interview and request a safety determination within the assigned response time.
Provide information from PPM 2105 A.-F. to assist the other state with the safety determination.
2. Allowable Reasons to Delay the Safety Determination
If it is determined the child is not available within the response time due to allowable reasons; and depending on the
circumstances of the situation, two attempts may not be required.
Allowable reasons for delaying the safety determination of a child may include the following:
a. Family left the state (allowable only after a request to the other state has been made for a courtesy safety determination,
and the other state has not been able to locate the child)
b. DCF has been directed not to proceed by county/district attorney or law enforcement
c. Family refuses to cooperate. (Requires supervisor staffing per C. above)
d. Appointments were scheduled but the person(s) failed to keep the appointment
e. Act of God (weather, road conditions)
f. Parents refused access to the child. (Requires supervisor staffing per C. above)
g. Child(ren) out of state - i.e. visiting relatives (allowable only after a request to the other state has been made for a
courtesy safety determination, and the other state has not been able to locate the child)
h. Child is currently hospitalized and hospital personnel verified the child will not be dismissed prior to in-person contact
occurring. This shall consider the best interest of the child and is not solely for the convenience of the department or
another entity.
i. child(ren) is on runaway status.
j. a collaborative decision is made with the PPS Supervisor and Assessment and Prevention Administrator that making the
in-person contact within the response time is contrary to the safety and best interest of the child, and is not solely for the
convenience of the department or another entity.
DCF should honor a request from a law enforcement agency not to take an action which would interfere with a criminal
investigation. Such request, however, does not relieve DCF or the law enforcement agency of the responsibility to
determine the safety of a child reported as possibly abused or neglected. If the timing of the investigations cannot be
resolved, the county or district attorney shall be contacted.
D. Documenting Results for the Immediate Safety Determination
Documentation for the safety determination includes the attempts to contact the child, the results/conclusions of the safety
determination and the date and time safety was determined. The date and time of the safety determination is when the
CPS Specialist has determined the child safe. If the in-person contact was completed by a collateral contact the date and
time of the safety determination is the date and time the CPS Specialist has reviewed the information per B. 1-2, and
determines the child is safe.
The PPS 2019 Kansas DCF Conversation Note and PPS 2020 Kansas DCF Assessment shall be used to document the
immediate safety determination.
If unable to determine the safety of the child within the assigned response time, the documentation includes the reason the
contact was not made and the attempts to locate the child (date and results). Reasonable efforts, allowable reasons and
exceptions to timelines shall be documented.
1. The dates/times of attempts to contact are documented on the PPS 1010 Case Activity Log. The results/conclusions for
the determination of safety is documented on the PPS 2019 Kansas DCF Conversation Note.
2. The dates/time of the first attempt to contact the first alleged victim shall be documented on the Agency Response
screen in KIDS for all abuse/neglect assignments.
3. The date/time of the safety determination for each alleged victim shall be documented on the Agency Response screen
in KIDS for all abuse/neglect assignments. If an alleged victim was not able to be located, check the “unable to locate”
box.
E. Safety Staffing with Supervisor
The purpose of the safety staffing between the CPS Specialist, CPS Investigator, if applicable, and the PPS Supervisor is
to support a comprehensive and informed safety determination. The discussion fosters critical thinking by considering the
information gathered collectively. A safety staffing may occur anytime determined necessary during the case assessment.
An immediate safety staffing shall occur for the following:
1. when imminent danger to a child is identified which may require protective action and/or
2. to determine if a Team Decision Making (TDM) Meeting is needed, and/or
3. when the following alleged victim(s) cannot be seen in-person to determine safety within the assigned response time:
a. under the age of six,
b. isolated (not attending school/daycare),
c. has a disability,
d. vulnerable for other reasons,
e. young or vulnerable children with concerns for parental substance use/abuse, or
f. when an alleged victim(s) of any age is not able to be located to determine safety within the response time or reasonable
efforts per C.1.
For alleged victims who had not been seen in-person within the response time or were unable to be located; a follow-up
safety staffing to discuss the safety determination shall occur once the alleged victim has been seen in-person.
4. anytime PPS Supervisor advice is needed to assist in determining whether additional in-person safety contacts are
needed, the determination, date and time of the ongoing safety assessment, if applicable, shall be documented for each
alleged victim on the Agency Response in KIDS.
Documentation of supervisor consultations shall be completed per PPM 0420. The date and time of the safety staffing with
the supervisor shall be documented on the Agency Response screen in KIDS as the “Safety Staffing” date and time.
When the child(ren) is not located/has not been seen in-person and the safety determination has not occurred, leave the
field blank.
The PPS 2020 Kansas DCF Assessment Map and Appendix 2B may be used, as guides for this safety staffing.
2320 Other Children Under the Same Care2320 Other Children Under the Same Care
When there are reasonable grounds to believe abuse or neglect exists, immediate steps shall be taken to protect the health and welfare
of the child as well as that of any other child under the same care. K.S.A. 38-2230.
When, during the course of an investigation/assessment of a report, there is reason to believe that other children under the same care
are victims of the assigned allegations in that report, this is to be added to the current investigation and does not require a new report.
2400 Lasting Safety Assessment2400 Lasting Safety Assessment
A Lasting Safety Assessment shall be completed by a CPS specialist for all cases assigned for further assessment. If unable to complete
the Lasting Safety Assessment for allowable reasons, document the attempts to complete the assessment. Allowable reasons for not
completing the safety assessment include:
A. Family chooses not to engage with the assessment and police assistance, or court order could not be obtained timely
B. DCF was directed not to proceed by a county or district attorney or law enforcement
The Lasting Safety assessment is completed alongside the family using the PPS 2019 Conversation Note focusing the
discussion on safety specific information for the assessment. The Appendix 2K Lasting Safety Tips Sheet provides factors
to consider and discuss during the Lasting Safety scaling conversations alongside the family. Lasting Safety (Risk) is
whether the children will be safe long-term. Services may be identified to mitigate concerns for risk of future
maltreatment.
The Lasting Safety assessment involves analyzing all information gathered from family members, along with other
information gathered during the assessment, to complete the PPS 2020 Kansas DCF Assessment Map. The Assessment
Map documents the Lasting Safety (Risk) rating to assist in the determination for whether further DCF involvement with the
family is needed, such as a referral for Family Services, Family Preservation Services, and Family First Prevention
Services. When the worries indicate lasting/serious negative effects if something does not change, next steps are
developed with the family identifying what will happen to mitigate the risk and build lasting safety.
When some but not all members of the family are unable to be located or the family cannot be located once the
assessment has begun, the PPS 2020 Kansas DCF Assessment Map is completed based on the information available.
2450 Medical Examination or Treatment Related to2450 Medical Examination or Treatment Related to
Abuse/NeglectAbuse/Neglect
When it is determined medical services related to abuse/neglect are needed by a child who is the subject of an
abuse/neglect report, reasonable actions shall be taken to obtain medical treatment.
If a CPS specialist determines a child is in need of a medical examination or treatment and the child's parents fail or refuse
to obtain a medical examination the CPS specialist should take the actions a reasonable person would take in similar
circumstances. The policy requiring the department to seek medical care applies to medical needs resulting from
suspected child abuse or neglect only. The department is not responsible to try to meet other medical needs of the child
(such as immunizations or eyeglasses) unless failure to meet such needs constitute neglect.
CPS Specialist shall document on the PPS 2019 Kansas DCF Conversation Note if the child(ren) required medical
treatment due to abuse/neglect, and reasonable actions taken to provide the medical care.
2462 Immediate Safety Planning2462 Immediate Safety Planning
The immediate safety plan shall be used to address immediate threats of danger to the child(ren). The immediate safety
plan is a temporary, short-term plan to keep the child and other members of the family safe while more permanent safety
provisions can be put in place.
The immediate safety plan should be used whenever such a plan will enhance family safety and only when it is reasonable
to believe safety can be achieved through the plan. The immediate safety plan may have useful application in an
assessment assigned for any allegation or presenting situation.
Per Claire and Lola’s law enacted July 1, 2019 the department shall not initiate any child protection action (safety planning)
or proceeding based solely upon the parent’s or the child’s lawful possession or use of cannabidiol treatment preparation.
K.S.A. 21-5706 (c). (See PPM 0255 Claire and Lola’s Law)
In order to be effective, all individuals who are necessary to the immediate safety plan, must be able and willing to
cooperate in carrying out the plan and should be involved in the planning. An Immediate Safety Plan empowers the family
to remain responsible for their lives, avoids resistance by the family to externally imposed conditions, and can be used as
an assessment tool to help the CPS specialist and the family decide together whether change is possible.
A. Documenting the Immediate Safety Plan:
The Immediate Safety Plan is documented on the PPS 2021 Immediate Safety Plan.
B. Safety Factors to be Considered:
In considering if an immediate safety plan is appropriate, the factors listed below must be considered and
documented on the PPS 2021 Immediate Safety Plan. The factors are listed to assure each is considered in
deciding whether and when to develop an immediate safety plan. Not all factors may be present in every situation.
Other factors, not listed, may also be considered:
1. Harm to child caused by removal from home: This factor is placed first in the list to encourage workers to first consider
possible unintended consequences of the removal of a child from his or her family, friends, familiar surroundings,
possessions, and predictable circumstances.
2. Severity of danger: Not all situations are equally dangerous. Assess the potential seriousness of the situation.
3. Child's or others' ability to protect child: Children are never responsible for their own protection. Older children, however,
may have a greater ability to avoid harmful situations or carry out plans to get help. The ability and likelihood that the
adults will protect the child is a factor in developing a safety plan or requesting alternate courses of action.
4. Perpetrator's access to child and the non-abusing parent's ability to protect the child.
5. Child's behavior: Care and protection of children is an adult responsibility. The behavior of children can be a factor in the
family history or dynamics or chain of events which is important to the cycle of violence.
6. Family isolation: Families may be isolated geographically (e.g., a distance from neighbors or someone from whom to
seek help) or socially (e.g., few friends or extended family or community ties). In some cases a family member may
dominate and control contacts outside the family. All of these issues, especially the latter, need to be carefully assessed
when considering whether a family safety plan is feasible.
7. Family's ability to participate in plan: The family should be assessed for strengths (e.g., strong bonds, pride, and history of
accomplishment) which would indicate an ability to participate in a plan.
8. Medical needs of child: For a safety plan to work there must be agreement on obtaining care for any acute medical
condition.
C. Development of the Immediate Safety Plan
Immediate safety plans must be developed in conjunction with the child’s family and any other persons required to
carry out the plan. Decisions regarding the identification of those persons to include in the immediate safety plan will
depend on the type of allegation and steps required to ensure safety.
Immediate safety Plans are interim plans and shall not exceed beyond the FBA due date. As a rule, plans will range
from a few hours to a few days, depending on the family's assessed ability to carry out the plan and availability of
resources. The end-date is determined by the beginning date of the next action to be taken. If next steps are not
known, an Immediate Safety Plan may not be appropriate.
D. Signatures:
All participating individuals shall sign and signatures must be voluntary. If not, an immediate safety plan is not
appropriate. The family is to be given the original plan. The original shall be photo-documented to upload in KIDS and
provided to FACTS Data Unit. The photo shall be printed and filed in the family case file.
2463 Removal of Perpetrator2463 Removal of Perpetrator
When the safety of a child cannot be reasonably assured, removal of the perpetrator from contact with the child should be considered
before removing the child. Removal of the perpetrator can be voluntary or obtained through provisions of the Kansas Protection From
Abuse Act, or Code for Care of Children.
Voluntary Removal of the Perpetrator
Voluntary removal of the perpetrator can be considered when it is a part of a family safety plan and:
A. There is reason to believe the alleged perpetrator will honor the agreement for removal;
B. There is a care giver willing and able to keep the terms of the agreement and protect the child if the agreement is not kept; and
C. The safety plan includes actions which will be taken if the agreement is not kept.
Kansas Protection From Abuse Act
A member of a household 18 years of age or older may apply to a court for the removal of a household member who is abusing or
attempting to abuse or threatening harm to another member of the household (K.S.A. 60-3101 and following).
2471 Requests for Police Protective Custody2471 Requests for Police Protective Custody
Only a law enforcement officer, court services officer, or the court has the authority to place a child in protective custody.
When the safety of a child cannot be reasonably assured without removal of the child or the alleged perpetrator, and
removal of the perpetrator from contact with the child is not feasible, a law enforcement officer should be contacted to
determine whether, in the officer’s opinion, the child should be removed from the home and placed in police protective
custody.
The CPS Specialist and PPS Supervisor shall consider whether a Team Decision Making (TDM) meeting can be held.
The TDM meeting shall be held by the next working day or before the initial court hearing occurs if a determination is made
the child is in imminent danger and the meeting cannot be held prior to the need for police protective custody. (Refer to
Appendix 0D for guidance on TDM).
Per Claire and Lola’s law enacted July 1, 2019 the department shall not initiate proceedings (request police protective
custody or an order for protective custody) to remove a child from the home of the child’s parent or guardian or initiate any
child protection action (safety planning) or proceeding based solely upon the parent’s or the child’s lawful possession or
use of cannabidiol treatment preparation. K.S.A. 21-5706 (c). (See PPM 0255 Claire and Lola’s Law)
The law enforcement officer should deliver the child to a safe environment according to local arrangements. An DCF
employee is not authorized to take physical custody of or transport a child without a written order of a court placing the
child in the custody of the Secretary of DCF. A child not in the custody of the Secretary may be transported by DCF if a
parent voluntarily accompanies the child or the parent provides written parental permission.
When a law enforcement officer determines that protective custody is appropriate, the officer, not DCF, should place the
child as provided by statute (K.S.A. 38-2231). It is important to remember that DCF staff do not have authority to transport
a child placed in protective custody by a law enforcement officer. If DCF staff were to transport a child in the protective
custody of law enforcement a potential legal liability exists for the department and the individual. A law enforcement officer
or the designated care provider with whom the police placed the child may transport the child.
2472 Requests to County or District Attorney for Order2472 Requests to County or District Attorney for Order
of Protective Custodyof Protective Custody
The department shall not seek custody of a child unless it is determined the child is unsafe by the CPS Specialist with
approval of a PPS Supervisor or designee. A child may be determined unsafe when danger (serious harm from
maltreatment) is present, or the threat of serious harm to the child is imminent (will occur without delay unless there is
prompt intervention), and efforts to ensure the safety of the child through development of the PPS 2021 Immediate Safety
Plan alongside the safety network and the parent/caregiver(s) has been unsuccessful. The CPS Specialist and PPS
Supervisor shall consider whether criteria are met requiring a Team Decision Making (TDM) meeting per the TDM Protocol
Appendix 0D. (Refer to Appendix 0D for guidance on TDM).
Per Claire and Lola’s law enacted July 1, 2019 the department shall not initiate proceedings (request police protective
custody or an order for protective custody) to remove a child from the home of the child’s parent or guardian or initiate any
child protection action (safety planning) or proceeding based solely upon the parent’s or the child’s lawful possession or
use of cannabidiol treatment preparation. K.S.A. 21-5706 (c). (See PPM 0255 Claire and Lola’s Law)
A. Requesting Protective Custody
When the CPS Specialist and PPS Supervisor alongside the family and the family’s safety network determine
through the TDM process the child(ren) is unsafe, the CPS Specialist shallrequest an ex parte or temporary custody
order from the County or District Attorney. The CPS Specialist shall include with the request a copy of any current
PPS 3050 Family Service/Preservation Plan, PPS 4000 Prevention Plan or PPS 2007 Plan of Safe Care related to
the request for custody and required per K.S.A. 38-2234 to be filed with the petition for a child in need of care case.
The Team Decision Making meeting summary form is not a plan and shall not be attached.
B. County/District Attorney Does Not File A Request for Protective Custody:
When the request for protective custody is not filed by the County/District Attorney the CPS specialist shall
immediately notify the PPS Supervisor. The CPS specialist and PPS Supervisor shall provide all available
information to the County/District Attorney and obtain additional information as requested. If the County/District
Attorney continues to decline to file protective custody, the PPS Supervisor shall notify the Assessment and
Prevention Administrator. Discussions shall occur to determine alternative protective actions for the child(ren). In
addition, the Assessment and Prevention Administrator shall determine whether the situation meets criteria for a
critical incident in PPM 0510.
2473 72 hour Protective Custody Hearing2473 72 hour Protective Custody Hearing
When DCF receives an intake indicating a child has been placed in protective custody by law enforcement or an ex parte
order, the assigned CPS specialist shall use the time available prior to the Protective Custody Hearing to exhaust all
options to keep the child safely in their own home. The options considered for preventing out of home placement shall
include but are not limited to:
A. removal of the perpetrator,
B. a safety plan to address the identified safety factors,
C. identifying relatives or kinship resources,
D. referral to family services or family preservation services.
The assigned CPS specialist shall complete a safety and risk assessment for abuse/neglect allegations or a FINA
assessment for FINA allegations. The assessment shall include information from the parents including identity of potential
relatives or kinship resources and what the family needs to keep the child safe in their home. Additional sources of
information for the assessment shall include the family's history with DCF, other care givers, child, relatives or other
kinship resources, juvenile intake and assessment, schools, other service providers and current protective custody care
giver or emergency shelters, as applicable.
The assessment and/or recommendations shall be provided to the court at the time of Protective Custody Hearing. The
recommendations made to the court and the outcome of the court hearing shall be documented in the DCF case file.
2474 Removal of Child From a Family Foster Home or2474 Removal of Child From a Family Foster Home or
Residential FacilityResidential Facility
It is the policy of the department that a decision whether to remove a child who is in the custody of the Secretary of DCF
from a foster home or residential facility (temporarily or permanently) should be based on the best interests of the child.
DCF does not have the authority to move a child who is placed with a relative or has been in a placement 6 months or more
without court approval except for move to a prospective adoptive home. (K.S.A. 38-2258, 2259). If emergency removal is
necessary, notify the court of jurisdiction within 24 hours and document the reasons in the case record. This provision
doesn't apply when the child is to return home. When the child is being moved to live with a parent, the court must be
notified pursuant to K.S.A. 38-2255(c)(2) at least 14 calendar days in advance of the planned placement with a parent.
The notice shall state the basis for belief that placement with a parent is no longer contrary to the welfare or best interests
of the child. If the court sets a hearing, the child shall not be returned home without the written consent of the court.
2475 Removal of Child From a Day Care Home or Center2475 Removal of Child From a Day Care Home or Center
Unless a child is in the custody of the Secretary of DCF, removal of a child from an unsafe day care home or center is the
responsibility of the child’s parents. If a parent chooses not to remove a child from a facility which is deemed unsafe by the
department, any concerned person may report the matter for determination whether the child may be a child in need of
care.
2500 Case Finding Resulting from an Investigation of2500 Case Finding Resulting from an Investigation of
Alleged Abuse or NeglectAlleged Abuse or Neglect
The purpose of the case finding is to inform when abuse/neglect has occurred; and whether the identified perpetrator should be
permitted to reside, work, or regularly volunteer in a child care facility.
A case finding shall be completed for each assigned allegation associated with a child alleged or suspected to have been
abused or neglected. The CPS specialist, in consultation with the PPS supervisor or designee, (See PPM 0140), shall
make the finding decision based on information gathered by the CPS specialist or CPS investigator during investigatory
activities. The decision is made by weighing the facts and circumstances learned during the investigation and assessment
and applying the definition of abuse/neglect. The standard of evidence applied to all case finding decisions regarding
abuse and neglect is preponderance of the evidence.
A case finding is not required on a Family in Need of Assessment (FINA) or Pregnant Woman Using Substances (PWS)
case assignments. An assessment of the family is completed to determine if the family is in need of services.
2502 Allowable Case Findings2502 Allowable Case Findings
For each allegation of abuse/neglect one of the following case finding decisions shall be made:
1. Unsubstantiated
A reasonable person weighing the facts or circumstances would conclude it is more likely than not (preponderance
of the evidence) the alleged perpetrator’s actions or inactions do not meet the abuse and/or neglect definitions per
applicable Kansas Statutes Annotated (K.S.A.) and Kansas Administrative Regulations (K.A.R.).
2. Affirmed
A reasonable person weighing the facts and circumstances would conclude it is more likely than not (preponderance
of the evidence) the alleged perpetrator's actions or inactions meet the abuse and/or neglect definition per applicable
Kansas Statutes Annotated (K.S.A.) and Kansas Administrative Regulations (K.A.R.).
An affirmed finding of sexual abuse may be considered. See Appendix 2B Sexual Abuse Case Finding Decision
section for guidance.
3. Substantiated
When a determination is made the facts and circumstances meet abuse and/or neglect definitions per PPM 0160,
the Child Protection Services (CPS) specialist in consultation with his/her supervisor shall evaluate the facts and
circumstances of the alleged incidents to determine whether criterion for a substantiated case finding is met. When
criterion is met, a substantiated case finding shall be considered. A substantiated case finding results in the
perpetrator’s name being placed on the Kansas Child Abuse/Neglect Central Registry. Per Kansas statutes and
regulations, the perpetrator is not permitted to reside, work, or regularly volunteer in a Kansas Department of Health
and Environment (KDHE) or Department for Children and Families (DCF) Foster Care and Residential Facility
Licensing regulated child care or residential facility.
A substantiated case finding shall meet the following:
1. A determination is made the facts and circumstances meet one of the required definitions per PPM 0160 for abuse,
neglect, and/or abandonment of a child; and
2. A determination is made the perpetrator’s actions, behaviors, or omissions occurred and meets at least one of the
following criteria:
a. there was an intent to commit the act that resulted in harm; and/or
b. a reasonable person would have anticipated harm would occur to the child; and/or
c. the harm was a result of failure or refusal to protect the child; and
3. There was serious harm, injury or deterioration to the child; or there was a likelihood of, or endangerment of serious
harm, injury or deterioration to the child. Serious harm, injury or deterioration may include, but is not limited to:
a. Death of a child.
b. Condition which required medical care, hospitalization, or surgery whether received or not, including but not
limited to:
i. fractures;
ii. bruises on a child’s body, including but not limited to, the face, head or abdomen;
iii. burns;
iv. injuries which are disfiguring;
v. injury resulting in severe or prolonged pain;
vi. multiple severe non-accidental injuries;
vii. failure to thrive or malnourishment;
viii. medical condition such as asthma or diabetes exacerbated by home conditions and/or failure to
provide medication.
c. An indicated need for mental health treatment, whether received or not, due to serious mental and/or
emotional harm or causal deterioration to the extent the child’s emotional well-being is impaired or
endangered. Such serious harm or deterioration may include, but not be limited to, characteristics exhibited
to a serious degree: anxiety; depression; withdrawal; aggressive or self-harming behavior; or a substantial
and observable change in the child’s behavioral, emotional or intellectual functioning considering age and
development of the child.
d. Any contact or interaction with a child in which the child is being used for the sexual stimulation of the
perpetrator, the child or another person. Sexual abuse shall include, but is not limited to, allowing,
permitting or encouraging a child to:
i. Be photographed, filmed or depicted in obscene or pornographic material; or
ii. be subjected to aggravated human trafficking, as defined in K.S.A. 2014 Supp. 21-5426(b), and
amendments thereto, if committed in whole or in part for the purpose of the sexual gratification
of the offender or another, or be subjected to an act which would constitute conduct proscribed
by article 55 of chapter 21 of the Kansas Statutes Annotated or K.S.A. 2015 Supp. 21-6419 or
21-6422, and amendments thereto. K.S.A. 38-2202 (See Appendix 2A for Kansas Statutes
Annotated references)
iii. Contact solely between children shall meet the criteria only if the contact also involves force,
intimidation, difference in maturity, or coercion. K.A.R. 30-46-10 (i)
e. A pattern of affirmed educational neglect, which has resulted in serious harm/effect to the child. A pattern
may be considered after concerted efforts have been made to provide the parent/caregiver with services and
resources to address the reasons for the child not attending school; and despite these efforts the
parent/caregiver demonstrates a continuous pattern of failing to ensure the child attends school as required
by law, and which results in serious harm/effect to the child, such as, but may not be limited to serious
cognitive/developmental impairment or delay.
f. Failure of a parent, guardian, or person responsible for the care of a substance affected infant to use
resources available to meet the health and substance use disorder treatment needs of such infant and a
medical professional predicts significant physical harm and/or developmental/cognitive delays of an infant
(birth to 1 year of age), due to prenatal substance abuse.
g. Outcomes listed above in a.-d. would likely have resulted except discovery or intervention or accidental
circumstances occurred prior to such outcomes.
h. A pattern of continuing, repeated, or progressively more severe behavior which indicates abuse or neglect.
For purposes of determining whether a pattern exists, verified information from Kansas or any other state,
federal enclave or Native American tribe or association using the standards of that state or entity. This may
include Confirmed, Validated, Substantiated, Affirmed, or Unsubstantiated findings of abuse or neglect from
Kansas, another state, federal enclave, or Native American tribe or association. Verified evidence of a prior
conviction of a crime against a child may also be considered when determining if a pattern of abuse or
neglect exists.
4.
2511 Case Finding Decision Points for Family Reports2511 Case Finding Decision Points for Family Reports
A case finding decision is made weighing the facts and circumstances learned during the investigation and assessment.
The facts and circumstances shall provide a preponderance of the evidence of abuse and neglect as identified in the
definitions in order to consider an affirmed or substantiated case finding.
A. Same Finding For Child and Alleged Perpetrator:
The same case finding will be made for the child and the alleged perpetrator based on the facts and circumstances
of the incident, unless the alleged perpetrator is unknown. If the information gathered during an investigation
provides a preponderance of the evidence to affirm or substantiate abuse/neglect of a child occurred, and a
preponderance of evidence the alleged perpetrator caused the abuse/neglect, an affirmed or substantiated finding is
made for the child and the perpetrator. If there is no affirmed or substantiated finding regarding a child, no affirmed
or substantiated finding can be made regarding a perpetrator.
B. Affirmed Finding When Perpetrator is Unknown:
In the rare event where there is a preponderance of evidence for abuse/neglect but there is a lack of evidence to
identify the perpetrator, an affirmed finding is made on a child victim and the unknown perpetrator.
C. Contact With Alleged Victim Required For Finding:
A finding of unsubstantiated, affirmed, or substantiated is made only on the alleged victims who have been
interviewed in-person. As long as one in-person contact was made with the alleged victim, a finding of
unsubstantiated, affirmed, or substantiated is made based on information available. For the alleged victims which
were not located, "unable to locate" should be selected as the status in the Finding field on the KIDS application.
D. Time frame:
A case finding shall be made within 30 working days from the date the report was accepted for assessment unless a
delay is requested by law enforcement, a county or district attorney, the court, health care professionals, mental
health professionals or for similar exceptional circumstances documented in the case file. Failure to receive medical
or mental health information which has been requested from professionals or other relevant person may be
considered an exceptional circumstance justifying a delay in finding. If requested information is not received, the
PPS supervisor will review the information every 60 days to determine if additional time should be allowed and
document such decision in the case file. A CPS specialist may be designated for the PPS supervisor's absence.
The date of the case finding is the date the CPS specialist and the supervisor staffed the case to determine the finding decision.
The date of the staffing/consultation is entered on the PPS 2011 in the Date of Finding field. The PPS 2011 is signed and dated
electronically in KIDS by the supervisor and CPS specialist. The supervisor’s electronic signature in KIDS verifies the
approval of the case finding. The signature dates may be a date after the case finding date.
E. Due Process for Alleged Perpetrator:
An affirmed or substantiated finding on the perpetrator cannot be made unless the alleged perpetrator has been
afforded the opportunity to be interviewed by DCF, a law enforcement officer or a duly appointed member of a multi-
disciplinary child protection team. If the whereabouts of an alleged perpetrator is not known, the opportunity to be
interviewed may be documented by sending a letter offering an interview to the alleged perpetrator's last known
address.
F. Location of Incident and Victim:
A finding of abuse or neglect may be made on the perpetrator and victim in the following situations:
1. The incident occurred in Kansas, regardless of where the victim is currently found or resides, or
2. The incident occurred in Kansas, regardless of where the perpetrator is currently found or resides, or
3. The child resides in Kansas or is found in Kansas, regardless of where the incident occurred.
G. Minor Case Finding:
All investigations of a case with an alleged perpetrator who is a minor and case finding is recommended as affirmed or
substantiated shall be reviewed by the Regional Director prior to completion of the finding. A minor shall be affirmed or
substantiated only if the criterion for an affirmation or substantiation has been met and the child perpetrator is at least 10 years
old
H. Addition of a Different Allegation Type:
Upon investigation, if the facts and circumstances indicate an affirmed or substantiated finding on different allegation
type from the allegation type identified on the PPS1002 Initial Assessment, an affirmed or substantiated finding shall
be made on the allegation type that best describes the facts and circumstances. On the PPS 2011 Case Finding, an
unsubstantiated finding shall be made on the assigned allegations type. An additional allegation type shall be added
for an affirmed or substantiated finding based on the results of the investigation. The allegation type resulting in the
affirmed or substantiated finding shall be added, dated and initialed by the CPS specialist to the PPS 1002 Initial
Assessment. See PPM 2842 for FACTS instructions.
2521 Case Finding Decision Points for Facility Reports2521 Case Finding Decision Points for Facility Reports
Facilities include homes and child care providers regulated/licensed by the Department for Children and Families (DCF)
Foster Care and Residential Facility Licensing, Kansas Department of Health and Environment or Kansas Department for
Aging and Disability Services (KDADS). Facilities may also include homes and providers legally exempt from regulation
and homes or providers which are operating as unregulated services.
Facility includes:
1. family foster homes,
2. residential child care facilities,
3. detention,
4. secure care,
5. attendant care facilities,
6. day care homes or centers.
7. Psychiatric Residential Treatment Facilities (PRTF), licensed by the Kansas Department for Aging and
Disability Services (KDADS)
For purposes of complaints alleging abuse or neglect, "facility" includes any of the above entities which are subject to regulation,
whether operating within or without the law.
A. For the purposes of case findings, a DCF Foster Care and Residential Facility Licensing approved foster home
meeting licensing standards is subject to the same policy and procedures as a licensed foster home.
B. All investigations of a case involving staff of a facility and the case finding is recommended as affirmed or
substantiated, the Regional Director shall review prior to completion of the finding.
C. If a person voluntarily surrenders a license or registration to provide child care or voluntarily agrees to cease
providing exempt care under approval status, the investigation shall continue. The investigation shall determine the
safety of any children involved and include a case finding decision. Information gathered during the course of the
DCF investigation shall be forwarded to KDHE or DCF Foster Care and Residential Facility Licensing.
D. When during the course of an investigation DCF determines a child may have experienced serious physical harm,
serious deterioration, or sexual abuse, DCF shall provide KDHE or DCF Foster Care and Residential Facility
Licensing with facts and information gathered during the DCF investigation/assessment to assist KDHE or DCF
Foster Care and Residential Facility Licensing in determining appropriate action regarding the license.
2522 Case Findings When the Perpetrator Works Resides2522 Case Findings When the Perpetrator Works Resides
or Volunteers in a location Licenced by KDHE/DCFor Volunteers in a location Licenced by KDHE/DCF
Foster Care and Residential Facility LicensingFoster Care and Residential Facility Licensing
A finding pertaining to a perpetrator is made regarding a person, not the facility. If abuse or neglect occurs in a facility and
there are management or procedural actions or inactions which allowed it to occur, a referral shall be made to the Kansas
Department for Health and Environment (KDHE) or the Kansas Department for Children and Families (DCF) Foster Care
and Residential Facility Licensing for an investigation regarding any violations to the license or registration and to DCF
child care for investigation regarding the provider agreement.
This section does not apply to a child/youth in the custody of the Secretary, residing in the home.
Refer to PPM 2544 for notification of the case finding to KDHE and DCF Foster Care and Residential Facility Licensing.
2530 Documenting the Case Finding2530 Documenting the Case Finding
The CPS specialist, in consultation with the supervisor (or designee, see PPM 0140), shall make the finding decision. The case
findings shall be documented on the PPS 2011, Case Findings. Case findings are reported in the FACTS database which provides
management and statistical information for the department, state and federal government legislative and oversight groups and for the
general public. The case finding is also recorded on the PPS 2030F, Family Based Assessment, for cases requiring an FBA.
2531 Basis for Finding2531 Basis for Finding
The basis for decision should document for someone unfamiliar with the investigation why the evidence supports the finding decision.
The basis shall include rationale on which the case finding decision is based, the "why" of the finding decision, as related to the
specific facts considered from the investigation and assessment. This includes addressing ALL allegations from the PPS 1002, Initial
Assessment and the facts resulting from the investigation.
Examples of specific facts to be considered and documented within the basis, as it applies to the circumstances, include, but not limited
to:
the child's age, child's condition, date of incident, detailed description and location of bruises/marks/injuries, how
bruises/marks/injuries were determined to be caused, how it was determined the alleged perpetrator caused the injury, what was
found or not found to be harmful to the child, child's reaction to the alleged incident(s), how the child's environment caused
harm or likelihood of harm to the child, child and perpetrator disclosures related to the alleged incident(s), description of
impairment to child, detailed description of any physical evidence found, any additional information to establish a
preponderance of the evidence.
Refer to Appendix 2B for suggested documentation per allegation type.
A. Unable to locate
If a finding hasn't been made due to not being able to locate the child or perpetrator, the basis for finding should summarize
attempts made to locate the involved parties.
B. Delay In Case Finding
If the case finding is delayed and the decision exceeds 30 working days from the date of acceptance, an explanation shall be
given in the basis for decision on the PPS 2011. See PPM 2511 D for allowable reasons to delay a case finding. If the case
finding is delayed due to a reason not allowable per policy, the following statement shall be documented on the PPS 2011; “The
case finding is delayed due to a non-allowable reason per policy”.
2540 Notice of Department Finding2540 Notice of Department Finding
A. The Notice of Department Finding for reports is PPS 2012.
The Notice of Department Finding informs relevant persons who have a need to know of the outcome of an investigation of
child abuse/neglect. The Notice of Department Finding also provides persons information regarding the appeal process.
The following persons shall receive a notice:
1. Parents, including the non-residential custodial parent, of the child who was alleged to have been maltreated. The non-
residential custodial parent shall receive notice because they have equal rights and responsibilities for their child unless there
is a court order abridging those rights through a divorce, parentage or CINC action. If sending the Notice of Department
Finding to the non-residential custodial parent may result in danger to the child or family, a determination may be made to
not send the notice due to the danger to the child or family.
2. Child, as applicable, if the child lives separate from the family.
3. The alleged perpetrator, if he/she is someone other than the parents.
4. If the location of the alleged perpetrator is unknown, the PPS 2012 shall be completed and should be mailed to the last
known address. A copy of the letter shall be maintained in the case file.
5. Child Welfare Case Management Provider if the family is receiving services from a Child Welfare Case Management
Provider.
6. Director of the facility or the child placing agency of a foster home if abuse occurred in a facility or foster home.
7. KDHE if the investigation of abuse or neglect involved a facility licensed or regulated by KDHE.
8. Director of Psychiatric Residential Treatment Facilities (PRTF), if abuse/neglect occurred in such Certified Facility.
9. Regional Mental Health Program Improvement field staff, if abuse/neglect occurred in a Licensed or Certified Facility.
10. DCF Foster Care and Residential Facility Licensing if the investigation of abuse or neglect involved a facility licensed by
DCF.
The Notice of Department Finding shall be mailed on the same day, or the next working day, as the case finding
decision, the date on the Case Finding PPS 2011, Date of Finding field.
B. Notice of Department Finding on all Case Findings
In order for the Notice of Department Finding PPS 2012 to be considered adequate notice, all Notices of Department Finding
(unsubstantiated, affirmed and substantiated) shall contain information regarding the following:
1. Alleged Victim(s)
2. Alleged Perpetrator(s)
3. Allegation(s)
C. Notice of Department Finding on Unsubstantiated Case Findings
If the case finding is unsubstantiated, the “Basis of Decision” section shall include only the following statement;
“Facts and circumstances do not support an affirmed or substantiated finding by preponderance of the evidence.”
D. Notice of Department Finding on Affirmed or Substantiated case findings
If the case finding decision is affirmed or substantiated, the notice shall also include:
Date of report, as documented on PPS 1001 “Report Date”
Use of language indicating the standard of evidence being preponderance
A specific reason for the Department's finding decision
2541 Circumstances requiring Separate Notices2541 Circumstances requiring Separate Notices
The following circumstances may indicate a need to send separate notices:
A. Finding involves children in the home with different fathers (or mothers). Send a separate PPS 2012 to the parents
not residing in the home which includes the finding related only to their children. The recommended services should
only be included on the Notice of Department Finding as relevant to the perpetrator's children.
B. Finding involves a non-parent, non-care giver perpetrator or a perpetrator not residing in the home of the child. Send
separate notices to the perpetrator if services are recommended. The notice to the perpetrator shall not include the
services recommended to the family.
C. Finding involves multiple perpetrators who do not reside in the home. Send a separate PPS 2012 to the perpetrator
that includes the finding related only to that perpetrator. The notice to the perpetrator shall not include the services
recommended to the family
D. Finding involves multiple perpetrators in a facility. Send a separate PPS 2012 to the perpetrator that includes the
finding related only to that perpetrator.
E. Finding involves a non-parent, non-care giver perpetrator or a perpetrator not residing the home of the child and the
perpetrator does not know the identity of the victim. Send separate notices to the perpetrator omitting the name of
the child victim.
2542 Recommend Services on Notices of Department2542 Recommend Services on Notices of Department
Finding for Family ReportsFinding for Family Reports
Based on the assessments completed with the family the Notice of Department Finding PPS 2012 may also include the
recommended services, regardless of the case finding decision. If the CPS specialist is recommending services to the
family, the full PPS 2020 Kansas Assessment Map shall be completed. If the CPS specialist’s assessment indicates risks
to child's safety which could be addressed with services, the notice shall include:
A. specific services recommended or the identified need to be addressed by services
B. information or resources for the family to obtain the services, including information regarding services available from DCF or
other community agencies.
2543 Affirmed or Substantiated Case Findings on2543 Affirmed or Substantiated Case Findings on
Children Under the Age of ThreeChildren Under the Age of Three
If a case finding is affirmed or substantiated and the victim is a child under the age of three, the CPS Specialist shall make
a referral to Kansas Infant-Toddler Services, the early intervention services funded under part C of the Individuals with
Disabilities Education Act.
A. Procedures for making referral to Infant-Toddler Services
The CPS specialist will send a referral to the local Infant-Toddler program via the Referral to Infant-Toddler Services
PPS 2015 the same day or within one working day of the case finding decision.
The CPS specialist shall inform the parent of a referral made to the Infant-Toddler program by sending:
1. PPS 2012 Notice of Department Finding
2. PPS 2015 Referral to Infant-Toddler Services; and
3. Information for the local Infant Toddler Services.
B. Children in out of home placement
The referral for children in out of home placement shall be made by the CPS Specialist and sent to the county where
the child is currently placed.
The Referral to Infant-Toddler Services PPS-2015 shall include the location of the child to the Infant-Toddler
program. If the parents are unaware of the child's location, this information shall be removed from the parent's copy.
The Referral to Infant-Toddler Services PPS-2015 shall also be sent to the contracting agency providing the out of
home services.
C. Previous referrals to Infant-Toddler Services
A referral shall be made to the Infant-Toddler Services each time a child under the age of three is affirmed or
substantiated. If the child is currently receiving Infant-Toddler services or if the child has been previously referred as
a result of an affirmed or substantiated finding, the referral shall be sent.
D. Location of parent and/or child is unknown
A referral shall be made to the Infant-Toddler Services when the whereabouts of the parent and/or child are
unknown. The referral shall indicate the information to contact the parent and/or child is unknown.
E. Location of Infant-Toddler Services statewide
Programs available for each community can be located on the Kansas Department of Health and Environment
website at http://www.kdhe.state.ks.us/its/index.html , click on the link for “Local tiny-k Programs”.
F. Additional information to Infant-Toddler Services
If the Infant-Toddler Services requests additional information regarding the family following the referral, a release of
information signed by the family is required.
2544 Notification on Facility Reports2544 Notification on Facility Reports
A. Affirmed or Substantiated Case Finding Notification to DCF Administration
When a case finding is affirmed or substantiated on a foster parent or employee of a facility, notice shall be promptly provided
via email to the PPS Director, PPS Deputy Directors, PPS Legal Counsel, and the Case Review and Critical Incident
Administrator. The notice shall include the PPS 2011 Case Finding.
B. Child Care Facility Electronic Notification of Reports to Kansas Department of Health and Environment (KDHE)
When a report concerns a Child Care facility such as, Licensed Day Care Homes, Group Day Care Homes and Child Care
Centers, the CPS Specialist shall send all notices of the case finding decision to KDHE electronically according to the following
procedures. The notice shall contain the Notice of Department Finding PPS 2012.
The forms to be sent shall be converted to .pdf file format and sent to: kdhe.CCLReports@ks.gov
The subject line of the e-mail shall contain specific information necessary to identify the type of report for KDHE.
1. Type of communication: Finding
2. Type of facility: Child Care (CC)
3. County where the facility is located: Two letter county code.
4. Name of Facility: The name of the facility or the last name of the licensee
C. When a report concerns a Foster Care Home or Residential Facility the CPS specialist shall send all notices of the case finding
decision to DCF Foster Care and Residential Facility Licensing electronically according to the following procedures. The notice
shall contain the Notice of Department Finding PPS 2012.
The forms shall be sent to: DCF.CCLReports@ks.gov (DCF.CLLReports@ks.gov)
The subject line of the e-mail shall contain specific information necessary to identify the type of report for DCF Foster
Care and Residential Facility Licensing.
1. Type of communication: Finding
2. Type of facility: Foster Care (FC), or Residential Facility (RF)
3. County where the facility is located: Two letter county code.
4. Name of Facility: The name of the facility or the last name of the licensee
D. Psychiatric Residential Treatment Facilities (PRTF) Electronic Notification of Reports to Kansas Department for
Aging and Disability Services (KDADS)
The CPS specialist shall send all notices of case finding decisions regarding Psychiatric Residential Treatment
Facilities (PRTF) to KDADS electronically according to the following procedures. The notice shall contain the Notice
of Department Finding PPS 2012.
The forms to be sent shall be converted to .pdf file format and sent to: KDADS.MHPRCReports@ks.gov
The subject line of the e-mail shall contain specific information necessary to identify the type of report for KDADS.
1. Type of communication: Finding
2. Type of facility: Residential Facility (RF)
3. County where the facility is located: Two letter county code.
4. Name of Facility: The name of the facility or the last name of the licensee
E. Abuse/Neglect of or by a Youth Adjudicated as a Juvenile Offender Electronic Notification of Reports to KDOC-JS
The CPS specialist shall send all notices of the case finding decision involving abuse/neglect of or by a youth who
has been adjudicated a Juvenile Offender to KDOC-JS electronically according to the following procedures. The
notice shall contain the Notice of Department Finding PPS 2012.
The forms to be sent shall be converted to .pdf file format and sent to: KDOC_JS_DCF_Incident@doc.ks.gov
(KDOC_JS_DCF_Incident@doc.ks.gov).
The subject line of the e-mail shall contain specific information necessary to identify the type of report for KDOC-JS.
1. Type of communication: Finding
2. Type of facility: Foster Care (FC), or Residential Facility (RF)
3. County where the facility is located: Two letter county code.
4. Name of Facility: The name of the facility or the last name of the licensee
F. Violations of Regulations Discovered During Abuse or Neglect Investigation
All substantiated and affirmed findings of abuse or neglect in a facility subject to licensing or regulation by KDHE/DCF Foster
Care and Residential Facility Licensing shall be reported to KDHE/DCF Foster Care and Residential Facility Licensing within
five (5) working days of the finding. An investigation which does not substantiate or affirm abuse or neglect may uncover
information which should be reported to KDHE/DCF Foster Care and Residential Facility Licensing for evaluation whether a
regulatory or licensing violation may have occurred. The information should be specific enough that KDHE/DCF Foster Care
and Residential Facility Licensing can use the information to determine if an investigation of regulatory or licensing violation is
necessary.
G. Notice to KDHE/DCF Foster Care and Residential Facility Licensing Regarding Findings of Maltreatment Outside a Facility
by a Person Who Works, Resides or Regularly Volunteers in a Facility and Incidents Involving a Child of Such Person
If such person is substantiated or affirmed for child abuse or neglect, notice shall be sent to KDHE/DCF Foster Care
and Residential Facility Licensing within five (5) working days of the finding. Form PPS-2012 shall be used for this
purpose.
H. Notification to DCF Child Care
If the investigation involved a child day care home or center, DCF Child Care Provider Manager shall receive a copy
of the notices sent to KDHE.
2546 Providing Affirmed and Substantiated Findings to2546 Providing Affirmed and Substantiated Findings to
the Kansas Attorney Generalthe Kansas Attorney General
The Kansas Attorney General may request case finding documentation of affirmed and substantiated case findings.
A. Process for forwarding
When the Kansas Attorney General’s Office requests case finding documentation, the following shall be forwarded:
1. A copy of the Case Finding PPS 2011,
2. Notice of Department Findings PPS 2012, and
3. Face Sheet, PPS 1000 page 1.
The PPS 2017 shall be used to forward the requested forms within 10 working days of the request from the Kansas Attorney
General. All the information requested on the PPS 2017 shall be completed.
B. Additional Information Forwarded Upon Request of the Kansas Attorney General
Upon request of the Kansas Attorney General's office, a copy of the complete investigation case record shall be provided. DCF
Legal Division will be responsible for coordinating all requests for case records from the Attorney General's office. DCF Legal
Division will make the request through the Regional Director. A copy of the case file shall be provided to DCF Legal Division
via certified mail within 10 working days of the request.
If the Attorney General's Abuse/Neglect and Exploitation (ANE) unit contacts a CPS specialist to request additional
information, the CPS specialist shall forward the request to the DCF Liaison in PPS Administration.
C. DCF Denied the Ability to Complete an InvestigationIn the event DCF has been denied the ability to complete a full
investigation of abuse and neglect but have reasons to believe abuse and neglect did occur, the Attorney General's shall be
notified within 10 working days. Prior to notifying the Attorney General, the PPS supervisor shall promptly contact the PPS
Assessment/Prevention Deputy Director and Assessment/Prevention Administrator to determine if an investigation applies to
this requirement.
Cases that may apply to this requirement include, but are not limited to, persons refusing access to interview an alleged victim, a
school refusing access to interview an alleged victim or others refusing to release records despite authorization to do so. Nothing
in the policy shall interfere with DCF requesting assistance from local law enforcement or county/district attorney to ensure
child's immediate safety.
The Attorney General’s Abuse/Neglect and Exploitation Unit can be contacted at:
120 SW 10th Ave, 2nd Floor Topeka, KS 66612-1597
(785) 296-5299 (785) 296-6795 (Fax)
2547 Notification to County or District Attorney of DCF2547 Notification to County or District Attorney of DCF
Finding of Abuse or NeglectFinding of Abuse or Neglect
When the case finding is affirmed or substantiated, notice shall be promptly provided to the county or district attorney. The CPS
specialist shall document on the PPS 2011 Case Finding, Section III:
A. the report was sent to the county or district attorney,
B. the date sent, and
C. DCF recommendation regarding CINC case:
1. No recommendation,
2. Recommend no CINC, or
3. Recommend CINC
A request that a child be placed in the custody of the Secretary of DCF shall meet policy requirements in PPM 2472.
The notice shall include copies of the following:
1. Case Finding PPS 2011,
2. Notice of Department Findings PPS 2012,
3. Face Sheet, PPS 1000 page 1, and
4. PPS 2017 Notification of Affirmed or Substantiated Case Finding.
Additional information may be required based on requests from the local County or District Attorney. DCF shall cooperate
with the county or district attorney by providing requested information which is in the possession of the DCF and by being
available for testimony if required.
2548 Notice Regarding Affirmed or Substantiated Case2548 Notice Regarding Affirmed or Substantiated Case
Finding of a Youth Who Has Been Adjudicated a JuvenileFinding of a Youth Who Has Been Adjudicated a Juvenile
OffenderOffender
Upon a case finding of affirmed or substantiated abuse/neglect of or by a youth who has been adjudicated a Juvenile Offender, DCF
shall notify the county or district attorney and the community corrections case manager for the child or Commissioner of KDOC-JS
via e-mail address: KDOC_JS_DCF_Incident@ks.gov (KDOC_JS_DCF_Incident@ks.gov) according to local procedures. Notice
may be verbal (and documented in the case file) or in writing if requested. No particular forms are specified for this notice.
2549 Notice Requirements for Case Findings on a2549 Notice Requirements for Case Findings on a
deceased perpetratordeceased perpetrator
In order to provide the family and/or executor of an estate information to appeal on the perpetrator's behalf, notices of agency findings
will be sent to the perpetrator's last known address or the perpetrator's estate when the perpetrator is deceased.
2550 Findings on Reports Investigated by a Law2550 Findings on Reports Investigated by a Law
Enforcement Agency, Native American Tribal Agency, orEnforcement Agency, Native American Tribal Agency, or
Military AuthorityMilitary Authority
Substantiated findings made on reports received from law enforcement, Native American Tribal Agency or Military Authority shall be
documented on the case finding form (PPS 2011) and notices shall be sent as indicated in PPM 2540. There is no entry required in the
KIDS computer application.
Law Enforcement Agency
If DCF receives a report of abuse or neglect which has been investigated by a law enforcement agency a finding shall be made if the
report contains sufficient information to reach a conclusion using the department preponderance standard of evidence.
When a case finding is made based on the information received from law enforcement, the case is not required to be assigned for
investigation. If the report does not contain sufficient information to make a finding, and the case otherwise meets the criteria for
accepting the report, the report shall be investigated/assessed and a finding made using established DCF policies and procedures.
If the agency becomes aware of a child's death associated with allegations of abuse and neglect through the media, word of mouth or
any source, DCF shall request the law enforcement reports regarding the child's death, even if DCF has not been involved in the
investigation. DCF shall review report for the purposes of making a case finding.
A case finding is only made when law enforcement reports meet the criteria for substantiation. The perpetrator is entered into the
Central Registry based on the law enforcement finding.
If the report from law enforcement is regarding a DCF employee as the alleged perpetrator, the finding will be made on the
law enforcement report alone without additional investigation. The case finding will be entered into FACTS as described
above.
Policies regarding Notice of Department Findings apply to reports investigated by Law enforcement, including a DCF
employee as the alleged perpetrator.
Native American Tribal Agency Tribes with Whom DCF Executed a Memorandum of Understanding:
DCF may have a memorandum of understanding with Native American Family Services (NAFS), Prairie Band Potawatomi
Social Services (PBPSS), the Kickapoo Social Services (KSS) and Sac and Fox Social Services (SFSS) for these
agencies to provide protective services to members of the following tribes:
• Iowa Tribe of Kansas and Nebraska-NAFS
• Kickapoo Tribe of Kansas
• Prairie Band of the Potawatomi Nation
• Sac and Fox Nation of Missouri in Kansas.
Substantiated findings by NAFS, PBPSS, KSS, and SFSS will be accepted and the perpetrator entered in the Central
Registry via the KIPS system. When a case finding is made based on the information provided, the case is not assigned
for investigation/assessment. Native American Tribal Agencies will send any notice of substantiation.
If a report of an investigation by other tribes is received by DCF concerning a report of abuse or neglect over which the
tribe has jurisdiction, a finding shall be made if the report contains sufficient information to reach a conclusion using the
preponderance standard of evidence. When a case finding is made based on the information provided, the case is not
assigned for investigation/assessment. If the report does not contain sufficient information to make a finding, and the case
otherwise meets the criteria for accepting the report, the report shall be investigated and a finding made using established
DCF policies and procedures.
Only reports from other tribes which meet the criteria for substantiation will be entered into the Central Registry via the
KIPS system. Policies regarding Notice of Department Findings apply to reports investigated by other tribes. See PPM
section 2540.
Military Authority
DCF shall enter a finding on any investigation conducted by the military or jointly by DCF and military authorities or
agencies. If the investigation was conducted by military authorities within the boundaries of the military enclave, and
sufficient information was provided to DCF to make a finding, the case is not assigned for investigation/ assessment.
Only reports from military authority which meet the criteria for substantiation will be entered into the Central Registry via the
KIPS system. Policies regarding Notice of Department Findings apply to reports investigated by military authorities. See
PPM section 2540.
Entering Findings into the Central Registry
The report shall be sent to the Assessment and Prevention Program Manager at PPS Administration. When
substantiation criteria is met, the finding shall be entered into the Central Registry via KIPS. The Program Manager shall
notify the region when the finding has been entered. The region is responsible for sending the appropriate notices. The
“Report Date” on the PPS 2012 Notice of Department Findings shall be the date the Assessment and Prevention Program
Manager enters the report in KIPS. The region shall maintain the hard copy file of the report for potential appeals and
expungement requests.
2560 Recurrent Maltreatment Reviews2560 Recurrent Maltreatment Reviews
For the purposes of this policy, recurrent maltreatment is defined as a second affirmed or substantiated victim finding within six
months from the initial affirmed or substantiated finding date.
Cases with a second affirmed or substantiated finding will be reviewed by the Assessment and Prevention Administrator , an
uninvolved PPS supervisor or a designated CPS specialist in the supervisor's absence. The reviewer shall read the entire event of the
current affirmation or substantiation and the previous affirmation or substantiation within the past six months. The reviewer shall give
specific consideration to the following areas: Completion of the Investigation/Assessment Activities, Concurrence with Findings,
Service Provision, and Recommendations.
The review shall be documented on the PPS 2018 Review of Recurrent Maltreatment in Six Months. The PPS 2018 shall be
maintained in the case.
2570 Appeal of Finding Decision By a Perpetrator2570 Appeal of Finding Decision By a Perpetrator
Persons who have been substantiated or affirmed as a perpetrator of abuse or neglect may appeal the DCF finding
decision. Requests for fair hearing pursuant to K.A.R. 30-7-68 et seq. are to be made in writing within 30 days of the date
of finding notice. An additional 3 days are allowed if the notice is mailed. Fair hearing requests received by DCF are to be
forwarded to the Office of Administrative Hearings. Fair Hearing request forms may be obtained from any local DCF
office. Individuals identified as perpetrators may have legal counsel or others to represent them at the hearing. If a person
identified as a perpetrator is dissatisfied with the hearing decision, they may request a review of the decision by the State
Appeals Committee. The decision of the State Appeals Committee may be appealed to the district court.
If the finding on a facility licensed KDHE by is appealed, KDHE shall be notified within 5 working days of the notice of
appeal and any final action resulting from the appeal.
2571 Finding Decisions Reversed by the Administrative2571 Finding Decisions Reversed by the Administrative
Hearing OfficeHearing Office
When a finding is reversed by the Administrative Hearings Officer, documentation and notices shall be updated. The Case
Finding PPS 2011 needs to reflect the change in finding and the reason for the change in finding. A new Notice of
Department Findings PPS 2012 shall be sent to all the same parties receiving the original Notice of Department Findings,
as appropriate. The notice shall indicate the case finding as directed by the decision of the appeal officers.
The decisions made regarding the family based on the original case finding shall be reviewed. Decisions regarding the out
of home placement of a child related to the original substantiated or affirmed finding shall be reviewed by the CPS
specialist, supervisor (or designee) and Assessment and Prevention or Foster Care Contract Administrator (or designee).
The review shall be made to determine if the out of placement is still recommended despite the reversed finding on the
abuse/neglect report. The review shall be documented including the rationale for any decisions made as a result of the
finding being reversed.
2580 Requests For Expungement2580 Requests For Expungement
A person who has been identified as a confirmed (before 7/1/97) or validated (on and after 7/1/97) or substantiated (on or
after 7/1/2004) perpetrator of abuse or neglect may apply in writing to the Secretary to have his/her name expunged from
the Child Abuse/Neglect Central Registry when:
A. Three years has elapsed since the perpetrator's name was entered on the central registry,
B. A change of circumstances or identification of new information, and
C. Twelve months have passed since the last request for expungement was submitted.
If a person requests their name to be expunged from the registry, the person should be directed to make the request in
writing to the Secretary of DCF stating the basis for their request. The letter need not follow any particular form and should
be addressed to the Secretary of the Department for Children and Families, attention: Prevention and Protection Services,
555 S. Kansas Ave. Topeka, KS. 66603.
2600 Assessment Map2600 Assessment Map
The CPS Specialist shall complete the PPS 2020 Kansas DCF Assessment Map within 30 working days of intake
assignment. If referring for DCF services (Family Services, Family First Prevention Services, or Family Preservation
Services or Foster Care) complete all sections of the Assessment Map. If lasting safety is rated high enough that it
indicates DCF child welfare intervention is not needed, complete at a minimum the following sections: Genogram, Current
& Past Harm Current & Past Safety, and the Lasting Safety Scale.
2631 Required Family Contact on an Open2631 Required Family Contact on an Open
Investigation/AssessmentInvestigation/Assessment
When a case is open for investigation/assessment, the assigned CPS specialist shall make in person contact with the
family at least one time every 30 calendar days from the date the case is assigned. The purpose of the contact is to review
safety and risk factors identified from earlier family contacts and to determine if those safety and risk factors continue to
exist in the family or if they have been mitigated.
If the family is unable to be contacted in person, the CPS specialist and supervisor shall determine whether it is necessary
and appropriate for the case to remain open.
In person contact with the family is considered to have occurred on an open case if contact is made with the primary
caregiver and the alleged victims or involved child(ren) on a FINA. It is not necessary for the contact with all family
members to occur at the same time.
2700 Assessment of Reports Assigned as Family in Need2700 Assessment of Reports Assigned as Family in Need
of Assessmentof Assessment
Family In Need of Assessment (FINA) assignments involve children with behavior problems, truancy, runaway, less than
10 years of age committing an offense, child substance use, caregiver substance use, and infant positive for substances.
Refer to PPM 0160 Glossary for definitions.
Family in Need of Assessment (FINA) assignments may involve danger to self and/or self-harming behaviors. These
behaviors may potentially be linked to other serious concerns, such as abuse/neglect, human trafficking, depression, being
bullied, or other emotional/mental health issues, which may have very serious consequences. See PPM 2115 Child with
Danger to Self/Self-Harming Behaviors.
Reports assigned as FINA require a family-based assessment per PPM 2740 and are subject to the same timelines.
When the report is assigned as a FINA to assess an Infant Positive for Substances, the need for a Plan of Safe Care shall
be determined per PPM 2050. Completing Person’s Contacted (FAPC) screen in the FINA Assessment is required for
FACTS data entry. The additional screens for the presenting problem, Child and Caregiver Contributing Factors and
Conclusion are not required. The PPS 2030 F Family Based Assessment Summary is required per PPM 2740 D.
The PPS 1000, Face Sheet, shall be updated as additional information becomes available regarding the family. Updates
shall be dated, initialed, and entered into FACTS. Individuals listed as Collateral Contacts shall be entered into FACTS.
If the report is not a request from the family, the CPS Specialist shall inform the family that the Kansas Code for Care of
Children requires DCF to make an inquiry. The CPS Specialist shall advise the family they are not required to cooperate
with the agency and provide information to the family outlining possible next steps if the family chooses not to participate
with the agency.
If the assessment indicates the child and family are eligible for Family Preservation services a referral shall be made with
the agreement of the family. See PPM section 4000.
2703 Reasonable Efforts to Meet Response Time for2703 Reasonable Efforts to Meet Response Time for
FINA AssessmentFINA Assessment
When a report has been assigned as Family in Need of Assessment (FINA), an in-person contact by the CPS specialist is
required with the identified child(ren) within the assigned response time established on the form PPS 1002, Response
Determination. The identified child(ren) is the child(ren) indicated in the report as needing an assessment for services to
address at-risk behaviors such as, truancy, runaway, delinquency, etc. If the report does not identify a child(ren), the in-
person contact shall be completed with all children residing in the home.
Telephone or letter contact with the child is not sufficient. See 2140 for guidance on the interview setting and parental
permission.
The CPS specialist shall make a reasonable effort to make an in-person contact with the identified child(ren). Reasonable
effort is made when the CPS specialist has attempted in-person contact with the identified child(ren) in a location where it
is reasonable to expect the child(ren) to be found. If the identified child(ren) is located, in-person contact shall be made
within the response time set.
If after attempts are made to engage the parent/caregiver(s) in the assessment and the parent/caregiver decides not to
participate in the assessment or allow access to the identified child the CPS Specialist shall staff the circumstances with
the PPS Supervisor. The staffing shall occur immediately when worries for danger to the child are present, or as soon as
practical, considering the circumstances of the case. The CPS Specialist and PPS Supervisor are strongly encouraged to
discuss the worries for danger to the child and determine next steps, i.e. additional attempts, engagement strategies, or
whether to contact law enforcement or the County/District Attorney. Appendix 2B, the Immediate Safety Scale on the PPS
2019 and Appendix 2H Immediate Safety Tips Sheet may be used as a guide to consider the worries for danger to the
child.
If a child is out of state for a timely initial in-person contact, consider if worries for danger to the child are present to warrant a report
to the other state’s child protection report center/hotline to request a courtesy in-person contact/interview within the assigned response
time. Provide information from PPM 2105 A.-F. to assist the other state with the courtesy interview.
A. Reasonable Efforts to Meet Response Time
Two attempts must be made to satisfy the reasonable effort requirement.
1. Two attempts must be made within the response time set for a 7 working-day assignment.
2. For same day and 72-hour assignments either:
a. two attempts within the response time set, OR
b. at least one attempt within the response time set, and
i. a second attempt by the close of business the next working day for a “same day" response time,
or
ii. within 72 hours, excluding weekends and state holidays, of the initial attempt on a 72-hour
response time.
2. Allowable reasons for not making in-person contact with the identified child(ren) within the response time include the following:
1. Family left the state (allowable only after considering whether to request a courtesy interview from the other state, and the
other state has not been able to locate the child)
2. DCF has been directed not to proceed by county/district attorney or law enforcement
3. Family refuses to cooperate. (Requires supervisor staffing per above)
4. Appointments were scheduled but the person(s) failed to keep the appointment
5. Act of God (weather, road conditions)
6. Parents refused access to the identified child(ren). (Requires supervisor staffing per above)
7. Child(ren) out of state - i.e. visiting relatives (allowable only after considering whether to request a courtesy interview
from the other state, and the other state has not been able to locate the child)
8. The identified child is currently hospitalized and hospital personnel verified the child will not be dismissed prior to an in-
person contact occurring.
9. The child is on runaway status.
10. A collaborative decision is made with the PPS Supervisor and Assessment and Prevention Administrator that making the
in-person contact within the response time is contrary to the safety and best interest of the child, and is not solely for the
convenience of the department or another entity.
11. When a determination is made by the CPS Specialist and supervisor the circumstances of the case indicate the identified
child should be interviewed in a school setting; AND at least one attempt has been made to make in-person contact with
the parent/caregiver, in a location where it is reasonable to expect the parent/caregiver to be found, to obtain parental
consent to interview the identified child; AND after concerted efforts have been made to engage with the family, the
parent/caregiver chooses not to allow an in-person contact with the identified child in any setting.
The date/time the parent/caregiver chooses not to allow the in-person contact with the identified child may be reported to
FACTS as the first attempt to contact the identified child for the work start date and time, per C. below and PPM 2821.
In this situation, the CPS specialist shall staff the circumstances with his/her supervisor to discuss worries for danger to
the child and determine next steps, i.e. additional attempts, engagement strategies, or whether to contact law enforcement
or the County/District Attorney.
Allowable reasons apply only to whether a timeline requirement can be met. If the person to be interviewed can be located or made
available, the FINA assessment for services should be carried out. (Example: The parents missed a scheduled appointment causing the
in-person contact to be delayed but the assessment will continue.)
DCF should honor a request from a law enforcement agency not to take an action which would interfere with a criminal investigation.
C. Documentation
The following information shall be documented on the Persons Contacted Screen in KIDS:
1. The date and time of the first attempt to make an in-person contact with the first identified child; or the date/time the
parent/caregiver declines to allow the in-person contact with the identified child per B(9).
2. The date(s) and time(s) of initial in-person contact with each identified child(ren). If an in-person contact with an
identified child has not occurred, the date and time fields shall be blank. The additional fields shall be completed to
document the reason.
2721 Reasonable Efforts to Initiate Contact in a2721 Reasonable Efforts to Initiate Contact in a
Pregnant Woman Using Substances CasePregnant Woman Using Substances Case
In-person contact shall be made with the pregnant woman within 72 hours, excluding weekends and state holidays, of case
assignment in a location where it is reasonable to expect the woman to be found. If she is not located on the first attempt, a
second attempt shall be made within 72 hours of the original attempt, excluding weekends and state holidays.
The PPS 1000, Face Sheet, shall be updated as additional information becomes available regarding the family. Updates
shall be dated, initialed, and entered into FACTS. Individuals listed as Collateral Contacts shall be entered into FACTS.
2722 Pregnant Woman Using Substances Assessment2722 Pregnant Woman Using Substances Assessment
Service needs assessments of pregnant women using substances shall address circumstances and resources of all
household members and others identified during the assessment process of the pregnant woman. Information on the PPS
2005, PPS 2019 Kansas DCF Conversation Note and PPS 2020 Kansas DCF Assessment shall be gathered to
determine if a referral for Family Preservation Services may be made per criteria in PPM 2746. When the report is
assigned as a Pregnant Woman Using Substances (PWS), the need for a Plan of Safe Care shall be determined per PPM
2050. Any decision regarding prevention services shall be made in consultation with the supervisor (excluding Family First
Prevention Services).
The CPS Specialist shall complete the UNCOPE screening tool PPS 2005, with each woman to inform the decision for
Family Preservation Services referral. See PPM 5034 Substance Use Disorder Services for additional information
regarding the UNCOPE screening tool. Each "Yes" response recorded on the UNCOPE with information received either
from the pregnant woman or from a collateral contact is documented on the PPS 2019 Kansas DCF Conversation Note.
The UNCOPE form will be attached to the PPS 2019 in the paper file. Description of the current crisis being experienced
by the pregnant woman shall be documented on the PPS 2019 in the narrative section of the appropriate category. The
barriers to drug and /or alcohol treatment described by the pregnant woman and the results of the UNCOPE screen shall
be documented on the PPS 2019.
If the pregnant woman using substances is receiving TAF cash assistance, the CPS specialist shall contact the EES
worker to determine if she is Solutions Recovery Care Coordination (SRCC) eligible. If the pregnant woman is SRCC
eligible, PPS and EES shall staff the case and determine which program will best meet her needs. Other professionals
who may provide relevant information regarding appropriate service provisions shall be invited to the staffing as time
permits. If the decision made during the staffing is for the pregnant woman to be served by SRCC, the CPS specialist
shall close the PPS case.
Completing the Person’s Contacted/Interviewed box on the (PACO) Conclusion screen in the Pregnant Women Using
Substances Assessment is required for FACTS data entry. The additional screens for the presenting problem, Child and
Caregiver Contributing Factors and Conclusion are not required.
2731 School Non-Attendance2731 School Non-Attendance
The Kansas Code for Care of Children in the definition of child in need of care [K.S.A. 38-2202(d)(6)] includes children
who are not attending school as required by law [K.S.A. 72-3120]. The statutes related to compulsory school attendance
[K.S.A 72 -3120] place responsibility with school boards of education to determine the validity of excuses for absences.
See PPM 0160 Glossary for definitions of Educational Neglect and Truancy and PPM 1630 School Attendance for
assignment.
DCF offices may develop written procedures and coordination concerning the reporting of non-school attendance with
each school district. DCF is authorized to enter into an agreement with a county/district attorney to allow all reports of non-
school attendance, not meeting criteria to assign as Educational Neglect, to go directly to the county or district attorney's
office. The PPS 1006 Reports of Unexcused Absences is available for schools to utilize when reporting unexcused
absences to DCF.
DCF responsibilities include:
A. Contact and assess the family and determine if services are necessary and feasible to assist the family in
compliance with the attendance laws.
B. Provide or refer for services, if needed.
C. Determine if there is reason to suspect the child is in need of care for reasons other than school non-attendance. If
so, take appropriate action.
D. Determine if a petition should be requested of the county or district attorney.
2732 Home Schools2732 Home Schools
The schooling of children in private/home schools is not defined in statutes, but Kansas recognizes Non-Accredited
Private Schools/Home Schools. Registration of Non-Accredited Private Schools/Home Schools is required per K.S.A. 72-
53,100-102. If it is discovered a child is home schooled during the assessment of a report which is assigned to assess for
a child not attending school as required by law, DCF shall determine whether the private/home school is registered with the
Kansas Board of Education. Verify home schooling by calling the Kansas Board of Education at 1-(785)296-3743.
If the private/home school is not registered with the Kansas Board of Education, and there is no reason to believe a child
may otherwise be a Child In Need of Care, the parents shall be informed of the requirement for registration with the
Kansas Board of Education. The parents shall also be informed DCF is required to follow-up to verify registration. DCF
staff shall inform the family of the requirement for DCF to notify the county/district attorney if the family has not registered.
DCF shall follow-up with the Kansas Board of Education to verify if the private/home school is registered prior to case
closure. If the private/home school is not registered and the children are not attending any other school, DCF shall notify
the County/District Attorney. If at any time there is reason to believe the child may otherwise be a Child In Need of Care,
DCF shall take necessary action.
2740 Family Based Assessment2740 Family Based Assessment
A Family Based Assessment is required for all cases accepted for further assessment. The purpose of the Family Based
Assessment is to complete an active assessment with the family alongside their safety network, engaging all members in
discussion of worries, what is working well and next steps. This assessment helps the practitioner and family determine
immediate and lasting safety, as well as needed services or supports. The Kansas Practice Model assessments and tools
(listed below in A.) shall be used to guide conversations with the family and document the assessment.
A. Assessments/Forms/Appendices Included in the Family Based Assessment
The following documents comprise the minimum requirements for a Family Based Assessment (FBA):
1. Face Sheet, PPS 1000
2. Report/Request for Services, PPS 1001
3. Initial Assessment, PPS 1002
4. Kansas DCF Conversation Note, PPS 2019 and/or may include Appendix 2N My three Houses, Appendix 2P
Fairy Wizard Template and 2W Ecomap Template
5. Kansas DCF Assessment Map, PPS 2020
6. Case Finding, PPS 2011 (Abuse/Neglect)
7. Family Based Assessment Summary, PPS 2030 F (Strengths/Needs in KIDS is not required)
B. Timelines for the Family Based Assessment
The Family Based Assessment (FBA) shall be completed within 30 working days of intake assignment, unless a
referral for services is made or allowable reasons apply. The FBA is completed when the CPS Specialist and
supervisor sign and date the Family Based Assessment Summary PPS 2030 F electronically in KIDS, unless a
referral for services is made, causing the CPS Specialist’s signature to be entered on a date prior to the FBA
completion (see below for details).
A referral to services may be made before the Family Based Assessment is closed for abuse/neglect assignments
when the investigation is ongoing, and the case finding is not complete.
Completion of the Family Based Assessment shall not delay a referral for services (Family Services FS, Family
Preservation Services FPS, Family First Prevention Services FFPS, and Foster Care Services FC) when a family is
in crisis. The referral shall be made at the time services are needed to address the crisis situation. The Family Based
Assessment shall be updated with as much information available, by the next working day from the date of the
referral for FS/FPS/FFPS/FC services. The Family Based Assessment Summary PPS 2030 F Sections I-IV shall be
completed to provide the Initial Permanency Goal and Child Protection Objectives to the CWCMP or Community
Family Service Provider.
The CPS Specialist shall sign the 2030F electronically in KIDS on the date the KIDS assessments (safety/risk/FBA)
have been updated with as much information available, by the next working date of the referral to the CWCMP, to
document the timeliness of the Family Based Assessment upon a referral to the CWCMP. The supervisor’s
signature on the PPS 2030 F is not required to initiate family services or a referral to the CWCMP. Upon closure of
the Family Based Assessment, when a referral has been made to a CWCMP, the CPS Specialist shall add the
Family Based Assessment completion date in the CPS Specialist Signature text box next to his/her original signature
from the date the PPS 2030F was updated for the referral. The date field next to the CPS Specialist Signature box
will remain the date the Family Based Assessment was updated upon referral.
Ex. CPS Specialist Signature: Worker Name, 2/1/2018 (Date of FBA Completion)
Date: 1/10/2018 (Date of referral to CWCMP remains the same)
Supervisor Signature: Supervisor Name
Date: 2/1/2018 (Date of FBA Completion and matches the date entered in the CPS Specialist signature line)
C. Allowable reasons for not completing the FBA within the time frame include:
1. Cannot locate family; or the child is missing, and additional time is needed to provide information and assist the
parent/caregivers with reporting the child as missing to law enforcement and NCMEC (see PPM 2080)
2. Family has left the state
3. DCF has been directed not to proceed by county/district attorney or law enforcement
4. Family refuses to cooperate
5. Appointments scheduled but persons failed to keep the appointments
6. Parents refused access to the child
7. Child out of state i.e., staying with relatives
If the FBA cannot be completed within the time frame, document the reason on the PPS 2030 F, Section V
Timeliness.
D. Family Based Assessment Process
The Family Based Assessment process includes reviewing the information gathered from each family member on
the PPS 2019 DCF Kansas Conversation Note(s)/Appendices and evaluating the information using the PPS 2020
DCF Kansas Assessment Map.
The Family Based Assessment Summary PPS 2030F is used to document decisions in KIDS and includes the
following:
1. Section I. Assessment Results and Summary of Findings and Section II. Summary of Assessment Conclusion
auto-enters the case finding decision. The Safety Decision, Risk Level, Risk Conclusion and Assessment
Conclusion from a FINA assessment fields are no longer required as of January 1, 2021.
2. Section III. Prevention Screen provides criteria to determine if a Family Preservation Services (FPS), Family
Services (FS), or Family First Prevention Services (FFPS) referral may be considered. See PPM 2746 for
Family Preservation Services and PPM 4300 for Family Services and Family First Prevention Services referral
criteria.
3. Section IV. Case Action Plan Decision
When services are determined, the case action plan, permanency goal and child protection objectives shall be
documented in KIDS.
a. Section IV. A. Family Strengths and Needs
The Family Strengths and Needs section is no longer required as of January 1, 2021.
b. Section IV B. Case Opened for Services
i. The Case Action Plan is documented in Section IV B. 1. Families who are in need of, and willing to accept
services shall be offered services, or referred to community services which addresses the Safety Goal. The difference
between Family Services, Family First Prevention Services, and Family Preservation Services is the degree of the
crisis, specifically related to safety, family functioning, and the potential removal of a child.
Case Action Plan decisions may be:
1. Provide Family Services
Provision of family services is considered when there is a need for the DCF assistance beyond the initial 30 working
days of intake assignment. Family services are directed at alleviating specific situations which, if services are not
offered, may develop into a crisis situation.
During the Family Based Assessment, if specific services are identified which may alleviate the risk of removal for
the child(ren), the CPS Specialist shall consult with the supervisor to seek approval of DCF purchasing the service.
The allowable services or resources available for purchase and the method of purchase are found in the Handbook
for Client Purchases. Cash or gift cards will not be given directly to clients. Payment shall be executed according to
established payment procedures as presented in PPM Section 2900.
The Family Service Case open date is the date both of the following actions have occurred, which may not
necessarily occur on the same date:
a. The family agrees to participate in services, and
b. The CPS Specialist has consulted with the supervisor.
This date shall be documented on the Family Service Case Status PPS 4005 and provided to the FACTS data entry
unit.
2. Refer to Family Preservation
Except when a child is determined to be unsafe, a referral for Family Preservation Services should be considered.
Family Preservation Services is directed at alleviating situations which need a high level of intensity, requiring more
frequent contact. Family Preservation Services offers the availability of staff, twenty-four hours a day, seven days a
week, for families needing a higher level of intense services. See 2746 Criteria for Referral to Family Preservation
Services.
When the family expresses willingness to accept services, a consultation with a supervisor is required to determine if
the family meets criteria per PPM 2746. If the supervisor approves the referral, the date and time of the supervisor’s
approval is documented on the PPS 2030F, Section III Family Preservation Screen, in the “Date Decision Made” and
“Time” fields. A referral shall be made within 24 hours of the “Date Decision Made” and “Time”. Refer to PPM 2748
DCF Responsibilities at Referral to Family Preservation Services.
3. Refer to Family First Prevention Services.
Family First Prevention Services (FFPS) are specific evidence-based services or programs provided to families to
prevent children from entering out of home foster care placement. FFPS are specific services provided through
FFPS grant. See PPM 4000 for criteria.
The CPS Specialist has the ability to make a referral to FFPS without consultation with a PPS Supervisor.
4. Refer to Foster Care
A referral to foster care is considered when the immediate safety scale indicates the child is unsafe (refer to
Appendix 2H Immediate and Lasting Safety Tips Sheet) and/or when criteria was met for a Team Decision Making
(TDM) meeting and foster care was the TDM decision. Referrals to foster care are also made when the court places
a child in the custody of the secretary prior to DCF involvement with the family. Refer to PPM 2750 for DCF
Responsibilities at Referral to Foster Care Services.
5. Refer to Adoption
i. When services are to be provided, a summary of the reason for DCF involvement shall be recorded in
Section IV. B. 2.
ii. Section IV. 3. Initial Permanency Goal
iii. When the case is opened for services an Initial Permanency Goal shall be documented. Initial
Permanency Goals may be any one of the following:
1. Maintenance at Home.
2. Reintegration
3. Adoption
4. Guardianship
5. Independent Living
iv. Section IV. 4. Child Protection Objectives
The Child Protection Objectives are concise statements in language that is clear to all which includes, the reason for
PPS involvement and specify the changes which need to occur for PPS involvement to be terminated. The purpose
of establishing child protective objectives is to focus on the issues which brought the family to the attention of PPS
and which need to be remedied so the child can remain or return to home. Child Protection Objectives prevent the
establishment of expectations for the child and family which are unrelated to the child protection objective.
The Child Protection Objectives will transfer to the case plan for ongoing service planning to development activities
which work toward achievement of the child protection objective and ultimately the permanency goal. A child
protection objective can be revised or additions can be made in coordination with DCF and the family on or before the
first case plan.
6. Case Closure
Case closure is documented on the Family Based Assessment Summary PPS 2030 F, Section IV(C).
The reasons for case closure include:
i. DCF services not indicated
The investigation and assessment is complete and DCF services are not indicated.
ii. Family refuses services
The department may close the case if the family refuses services and there are no unaddressed child safety needs.
iii. The family cannot be located or has moved out of state
The family cannot be located or has moved out of state, the case may be closed.
iv. Another agency is currently providing necessary services
The family is experiencing problems, but another agency is assessing the family's needs and/or providing services. If
an assessment by the department will duplicate an ongoing assessment and/or treatment by a qualified person or
agency and/or an assessment by DCF would be disruptive to the treatment of the family, the case may be closed if
there are no unaddressed child safety issues.
v. Assessment completed and DCF service plan continues
If the assigned report is associated with a case already open to the agency and the current service plan will continue,
this option shall be indicated.
2741 Social Services Child Care2741 Social Services Child Care
Social Services Child Care is available for families who need temporary emergency child care. A family may be eligible for
Social Service Child Care, whether or not they are receiving services through Prevention and Protection Services (PPS).
Refer to the Kansas Economic and Employment Services (EES) Manual for policies on Social Services Child Care for both
Income Eligible (Non-TANF) and for TANF recipient families.
Children receiving Social Services Child Care shall receive child care services that meet state regulations. The Kansas Department of
Health and Environment (KDHE) provides the guidelines regulating licensed child care in Kansas. Individuals providing care for
children receiving Social Services Child Care shall meet the guidelines established by KDHE for licensed child care and have a DCF
Agreement to accept subsidy payments. Licensed providers need to have a written authorization for an exception from KDHE Child
Care Licensing to provide more than 18 hours of care per day by the same person. Relative child care providers, who meet the
guidelines below, do not have to be licensed, but must have a DCF Agreement to accept subsidy payments.
Social Services Child Care is primarily based upon the parent/caregiver’s need and may be authorized for up to twelve (12)
months except as noted below. No family share deduction is assessed. Twenty-four (24) hours of care per day may be
available for a period not to exceed 30 days, dependent upon the situation. Families receiving Social Services Child Care
must have a qualifying social service need which may include:
A. Parents with a Crisis including but not limited to:
1. Parent hospitalized or otherwise temporarily unable to provide adequate care for the child. This could include inpatient or
outpatient treatment for physical health, mental health or substance use disorder. There is no alternative adult to care for
the child and the parent is unable to take the child to inpatient treatment with him/her.
Additional examples of a need include homelessness or at risk of becoming homeless.
2. Family is in the process of a DCF Intake and Assessment by Child Protective Services.
3. Family is receiving services through a Family Preservation Services provider and the provider documents the family’s
need for child care and includes it in the Family Case Plan.
4. Family is receiving Family Services through a DCF Child Protection Services Specialist or Family Services provider and
the provider documents the family’s need for child care and includes it in the Family Case Plan.
B. Children whose parent /caregiver has placed them with an individual or family who provides temporary care of
children per a program created pursuant to the Host Families Act, K.S.A. 38-2401 et.seq. Child care for these
children must be needed due to the employment or education/training of the adult caregivers in the host family.
If a family has a qualifying need, a request for Social Services Child Care, form ES-1627, must be completed by the PPS
worker or the Child Welfare Case Management Provider and must be signed by the EES/Social Service Program Administrator
or designee in the regional DCF Service Center. If the child has been placed with a host family pursuant to a program created
under the Host Families Act, such as the “Safe Families for Children” program, by a parent/caregiver, and the host family
qualifies as defined in B. above, form ES-1627b is required. The family must also complete an Application for Benefits form,
ES-3100, providing identifying information. The forms are available in the EES policy manual and may be printed and filled
out or completed online.
The application must include the number of hours of child care that are being requested as part of the plan. The family must find
or choose a child care provider that is a licensed and DCF approved provider or who will become a DCF approved provider. A
relative may become an approved provider if they complete the DCF process to become approved. The relative must live in a
separate home and meet the degree requirements for a relative, which include grandparents, great grandparents, adult siblings,
aunts or uncles. Each person age ten and older in the approved home must pass a background check. The relative provider
may become licensed if they apply through KDHE and meet the qualifications. If the family does not know who they want to
provide the child care or have a relative who may be approved by DCF, they can access the list of licensed and DCF approved
providers in their community through Child Care Aware at KSQualityNetwork.org.
At the end of the twelve (12) month time frame, a family receiving Social Service Child Care due to a “Parent with Crisis”
reason as described above must meet another qualifying reason per EES Income Eligible (Non-TANF) Child Care or EES
TANF Child Care, for child care assistance to continue.
2746 Family Preservation Referral Criteria2746 Family Preservation Referral Criteria
A. Family Criteria for Referral
A family is eligible for a referral to Family Preservation Services, if the answer to questions 1-3 below is “yes”; and questions 4-
7 are either “yes” or “Not Applicable”. The Prevention Services screen is documented on the Family Based Assessment
Summary PPS 2030F, Section III.
1. The family is at risk of having a child(ren) removed; and
2. A parent/caregiver is available to protect the child; and
3. A parent/caregiver is willing and able to participate in services.
4. A family with chronic problems has experienced a significant change which makes them able to progress.
5. A parent/caregiver with mental/emotional health issues has been stabilized.
6. A parent/caregiver with limitations demonstrates an ability to care for self and children.
7. A parent/caregiver with substance abuse issues functions adequately to care for children.
B. DCF Custody Maintenance at Home
When a child(ren) is in custody placed at home and is not being served by a Foster Care/Reintegration/Adoption Child Welfare
Case Management Provider, a referral may be made to Family Preservation Services.
1. Pregnant Woman Using Substances Criteria for Referral
2. A Pregnant Woman Using Substances is eligible for Family Preservation Services when she is actively using substances
or is at imminent risk of relapse; and at least one of the criteria below is met:
3. A crisis exists, which increases the need for frequent contact and intensive services, or
4. Other children in the home have needs related to their mother’s substance use, or
5. Mother is experiencing perceived barriers to treatment, such as but not limited to: mental health, housing, domestic
violence, health related concerns, or transportation issues.
C. Substance Affected Infant
A family is eligible for a referral to Family Preservation when criteria for a Plan of Safe Care has been met. See PPM 2050,
Plan of Safe Care.
D. Adjudicated Juvenile Offender Criteria for Referral
A family with a youth who is an adjudicated juvenile offender or has charges pending is eligible for Family Preservation
Services when one of the following criteria is met:
1. If there are other children in the home who meet criteria for Family Preservation Services, a referral can be made, or the
service can continue if the adjudication and custody occur before or after the FPS referral. The youth who is adjudicated
as a juvenile offender and is in the custody of the KDOC-JS may participate in these services, as a member of the family.
2. If a juvenile offender needs services related to abuse/neglect or Family in Need of Assessment (FINA) concerns, which
are separate from the juvenile offender issues. Such services would result from an Abuse/Neglect investigation or FINA
assessment completed by DCF.
E. Special Circumstances
If a child or children of a family receiving Family Preservation Services changes residence, the need for Family Preservation
Services shall be assessed independently for a possible family preservation referral. This may arise when a child changes
residence to live with the other parent, a relative or other kin.
Family Preservation Services may be court ordered. When the court orders both parents to participate in Family Preservation
Services, but the child lives with only one parent, Family Preservation Services shall be provided to the custodial/residential
family. A separate referral to Family Preservation Services for the non-custodial/non-residential parent family will be assessed
on its own merit.
F. Exclusions from Family Preservation Services
A family is not eligible for a referral to Family Preservation Services when one of the following criteria is met:
1. Families having at least one child in out of home placement through a Reintegration, Foster Care, Adoption Case
Management Grantee with a goal of reintegration, are not eligible for Family Preservation at any tier level.
2. Adoptive families who are within a six-month post finalization period are not eligible for referral to Family Preservation.
3. A youth is adjudicated as a juvenile offender and is in the custody of KDOC-JS or is on probation, and the court has
ordered another entity to provide services or KDOC-JS has purchased or is providing services which are similar to the
services provided by Family Preservation Services.
G. Child(ren) in Out of Home Placement Criteria for Referral Exceptions
A family with one or more children in out of home placement may be eligible for Family Preservation Services when the
following criteria is met:
1. There is currently one or more children in the home, and the family meets the criteria for referral in Section A. above,
and
Meets one of the criteria below and an exception has been requested and approved by the PPS Administration Family
Preservation Services Program Manager or designee:
2. All child(ren) in out of home placement have a case plan goal other than reintegration and/or the parental rights of these
child(ren) have been terminated, and
3. The family has safety concerns and the court has ordered Family Preservation Services.
2748 DCF Responsibilities at Referral to Family2748 DCF Responsibilities at Referral to Family
Preservation ServicesPreservation Services
A. Referral
When a family expresses willingness to accept family preservation services, a consultation with a supervisor is
required to determine if the family meets criteria per PPM 2746. If the supervisor approves the referral, the date and
time of the supervisor’s approval is documented on the PPS 2030F, Section III Prevention Services Screen. The
following information shall be e-mailed or faxed to the Family Preservation Service Child Welfare Case Management
Provider (CWCMP) within 24 hours of the “Date Decision Made” and “Time”:
The CPS Specialist shall indicate on the PPS 4200 Family Preservation Referral whether the family is referred to
Tier 1 Intensive Family Preservation or Tier 2 Case Management.
1. Family Preservation Referral, PPS 4200;
2. PPS 1000 face sheet;
3. PPS 2021 Immediate Safety Plan, if applicable;
4. PPS 2007, Plan of Safe Care, if applicable.
The CPS Specialist shall be available to answer any questions the provider may have regarding the referral for two hours
following the transmission of the information/referral.
B. At the time of referral, but by no later than the next working day from the date of the referral, the Family Based Assessment
shall be sent to the CWCMP with as much information available.
C. Additional Information:
No later than 2 working days from the date of the referral, DCF shall provide a copy of additional information, as applicable,
including, but not limited to:
1. Case planning documents
2. Court orders
3. Releases of information
4. DCF shall inform the service provider of any information in DCF files which cannot be released. For example, if DCF has
information a child in the family has received an evaluation by a private psychologist, the Family Preservation Services
Case Management Provider shall be informed of the existence of the evaluation from the psychologist.
D. Referral Outside of the Region
When a situation requires an initial Family Preservation Services referral be made outside of the Region, the new Region shall
be contacted to assist with the referral. The new region is responsible for payment for the new referral.
E. Case Plan Completed by DCF
DCF shall complete the custody case plan, per section 3200, with the family, if the case plan is due within 15 calendar days of a
referral for Family Preservation services. DCF shall invite the Family Preservation Services CWCMP and negotiate the
activities to be included in the case plan, as the Family Preservation Services CWCMP is responsible for ensuring all activities
are completed.
2750 DCF Responsibilities at Referral to Foster Care2750 DCF Responsibilities at Referral to Foster Care
Child Welfare Case Management ProviderChild Welfare Case Management Provider
A. At the time the decision is made that out-of-home placement is required and DCF has documentation of custody, the
DCF staff shall:
1. Notify the mother, father, parents of siblings, grandparents, aunts, uncles, adult siblings, and any other adult
relative suggested by the parents that the child has been removed by providing the Relative Notification Letter,
PPS 5125, and the Relatives as Caregivers Card, PPS 5130 within 30 days of the child’s removal, unless
documentation exists regarding a listed relative confirming safety issues related to family and domestic
violence;
2. Adoptive parents of siblings shall also be notified when a sibling of the child(ren) they adopted is in the custody
of DCF for out of home placement by receiving the Adoptive Parent of Sibling Notification Letter, PPS 5126;
3. Gather relevant information about the relatives and non-related kin, and provide to the Child Welfare Case
Management Provider (CWCMP) on the PPS 5110A, Section III and Section IV, including a review of the
history of the relative/non-related kin in FACTS/KIDS to assess prior reports, and the nature and outcome of
those reports;
4. Notify the CWCMP of relatives/non-related kin who cannot be approved for placement and inform them of the
reason;
5. Provide names, relationships and contact information of those notified to the CWCMP;
6. Determine the Primary Reason for Removal for the “Initial Referral to out of Home Placement Provider”. The primary
reason for removal is the reason the child was determined unsafe resulting in DCF requesting the petition for out of home
placement. In situations when DCF has not requested removal, list the reason the court placed the child in the custody of
the Secretary for out of home placement. The reason for removal may differ from the reason for case assignment.
If DCF has requested the removal, the primary removal reason should be an abuse/neglect reason over a FINA reason.
For example, if parents are using substances, the primary reason for removal should be what A/N occurred as a result of
the substance abuse. Parental substance abuse alone is not a primary reason for removal. The substance abuse is a
precipitating factor to an action or inaction on behalf of the parent which caused the concern for the safety of the child.
i.e., a parent uses substances, falls asleep on the couch and a 2-year-old child is found wandering alone outside on a busy
highway. The primary reason for removal would be lack of supervision and the secondary or additional reason is the
substance abuse;
7. Send the "Initial Referral to Out of Home Placement Provider";
8. DCF shall take physical custody of the child and transport the child to the CWCMP office. An alternate
transportation plan may be arranged if in the best interest of the child and the decision is made collaboratively
with the CWCMP.
9. A DCF employee transporting the child shall have agency photo identification available indicating they are a
DCF employee and have authority to transport the child;
10. Assist the child in processing their transition to the CWCMP. DCF shall stay and help with transition, explain to
the child why they are in out-of-home placement, ensure any immediate needs are relayed, help ensure the
child is comfortable and the provider has the needed information and documentation to begin working with the
child and family.
11. Be available to answer any questions regarding the referral.
B. At the time the child is placed with the CWCMP, the DCF staff shall provide the following information:
1. PPS 1000 Face Sheet, pages 1 and 2, updated as needed;
2. Any additional information for the Initial Referral to Out of Home Placement Provider;
3. Copy of CINC petition, if available;
4. Journal Entry or other documentation of custody;
5. A recently signed Consent for Medical Care, PPS 5123 or PPS 5124;
6. Authorization for Release of Confidential Information, PPS 0100;
7. Notice of Medical Coverage, accompanied by either a screen print of the current medical card, if available, or a
copy of a screen print from KEES that verifies the child's eligibility for foster care medical coverage;
8. Appendix 5Q, Authorization to Disclose Information Including Child(ren)'s Individually Identifiable Health
Information (for foster care database);
9. KSDE Consent for Release of Information (for foster care database).
C. DCF shall pick up the child’s clothing and personal items and provide them to the CWCMP at the time of child’s placement.
DCF shall also ask the parent for the child’s medical card, if applicable. The CWCMP shall obtain the child's clothing, personal
possessions, medications, etc. upon receipt of physical custody of the child if DCF has not been able to obtain these items
beforehand.
D. At the time of referral, but by no later than the next working day from the date of the referral, the Family Based Assessment
shall be sent to the CWCMP with as much information available.
E. At the time of referral, but by no later than 2 working days from the date of the referral, DCF shall provide a copy of the
following additional information, if available.
Such information includes:
1. Other Assessment tools such as Genogram and Eco-map
2. Court Service Officers reports
3. Services provider reports (transfer/discharge summary or most recent report)
4. Medical, dental, immunization records
5. Psychological/Psychiatric Reports
6. Copy of birth certificate or verification
7. Copy of school records
8. Third party insurance information
9. Verification of Social Security Number
10. PPS 2021 Immediate Safety Plan
11. Current photo of youth, uploaded into CareMatch
12. If a child(ren) is missing from placement at the time of the referral DCF staff shall provide information regarding attempts
to locate and completion of requirements per PPM 5245 to the CWCMP.
If DCF has any case file from a prior out of home placement, it shall be given to the CWCMP.
When the above information or documents are not available in the case record at the time of referral, the CWCMP shall obtain
the information or documents needed, with the exception of the social security card. DCF shall make application for a social
security card, or a copy of the child's social security card for employment purposes. (See Appendix 5F for instructions and
sample letter)
2751 Foster Care Initial Service Plan2751 Foster Care Initial Service Plan
The Foster Care Initial Service Plan (ISP) shall be completed by the DCF CPS Specialist during the Initial Family Meeting
(IFM) held 3 business days from the time of the referral for out of home placement. (For information on the IFM, see PPM
5220.)
A. The purpose of the Foster Care ISP is for DCF to introduce the family to the Child Welfare Case Management
Provider (CWCMP). The DCF CPS Specialist shall explain to the parent(s)/caregiver(s) what to expect in the next 30
to 45 days while they work with the CWCMP. The DCF CPS Specialist and CWCMP are to coordinate with each
other and work in conjunction with the parent(s)/caregiver(s) through the ISP meeting and process.
B. The Foster Care ISP shall include the reason for referral, results of any assessments completed by either one or
both the CPS Specialist or CWCMP, and the risk and safety factors identified. The PPS 2020 Kansas DCF
Assessment Map shall be attached to the PPS 3031 when replacing the documentation in Section 2.
C. The ISP shall include immediate next steps for reintegration to address the safety and risk factors. A visitation plan
shall be included and coordinated with the CWCMP and parent(s)/caregiver(s).
D. The Foster Care ISP shall be documented on the PPS 3031 (Child’s Name) Foster Care Initial Service Plan, and a
copy given to the parents/caregiver, DCF and the CWCMP at the conclusion of the IFM. Distribution of the ISP form
shall be coordinated amongst DCF and CWCMP.
2753 Eligibility and Criteria for Referral to Family First2753 Eligibility and Criteria for Referral to Family First
Prevention ServicesPrevention Services
The Family Based Assessment, per PPM section 2700, assists in identifying needed services for families. The following
provides criteria to consider a referral to Family First Prevention Services for families.
Child(ren) and Families Eligible for Family First Prevention Services:
1. There must be a Candidate(s) for Care, which is determined when any one of the following situations apply: (See
0160 Glossary Candidate for Care)
1. a child or youth who PPS determines is at imminent risk of foster care and out of home placement but can be
safe at home with prevention services;
2. a child or youth who exited foster care to adoption or permanent custodianship/guardianship, or who was
reunified with parents is at risk of entering foster care and out of home placement;
3. a child or youth temporarily or permanently residing with a relative or kin caregiver;
4. a child or youth living with parents but needs to be with a relative caregiver with prevention services in place;
5. pregnant and parenting youth in foster care and in an out of home placement.
6. a child/youth remaining in the home whose siblings are in foster care.
2. Immediate Safety and Lasting Safety criteria from the following practice model tools may help guide the decision for
Candidacy of Care and service referral eligibility:
1. PPS 2019 Mapping Conversation Notes
2. PPS 2020 Risk Assessment Map
3. PPS 2021 Immediate Safety Plan
If DCF and the family are agreeing to actions the family will take to build lasting safety within the family, a referral
may be made.
3. Family Criteria for Referral
A family is eligible for a referral to Family First Prevention Services, if the family meets eligibility criteria outlined
above and the answer to questions 1-3 below is “yes”; and questions 4-7 are either “yes” or “NA.” The Prevention
Services screen is documented on the Family Based Assessment Summary PPS 2030F, Section III.
1. The family is at risk of having a child(ren) removed; and
2. A parent/caregiver is available to protect the child; and
3. A parent/caregiver is willing and able to participate in services.
4. A family with chronic problems has experienced a significant change which makes them able to progress.
5. A parent/caregiver with mental/emotional health issues has been stabilized.
6. A parent/caregiver with limitations demonstrates an ability to care for self and children.
7. A parent/caregiver with substance abuse issues functions adequately to care for children.
4. Completion of Prevention Plan
Utilizing the guidance provided above and the service needs of the family, Child Protection Specialists should
determine whether the family would be best served by Family First Prevention Services or Family Preservation
Services. (reference PPM 4000). If the decision is made to refer to Family First Prevention Services, the Child
Protection Specialist shall complete the Prevention Plan (PPS 4300) with the family in advance of the referral (PPS
4310). The Prevention Plan shall include:
1. Candidate for Care determination for all children. At least one child must be identified as a candidate for care
to refer to Family First Prevention Services, unless the prevention plan is for a pregnant and parenting youth in
the custody of the Secretary with infant/child not in the custody of the Secretary.
2. The foster care prevention strategy for the child(ren) so the child may remain safely at home, live temporarily
with relative or non-related kin caregiver until the child can safely return to their parent(s)/caregiver(s), or live
permanently with a relative or non-related kin caregiver.
3. The services or programs to be provided to or on behalf of the child is clearly documented to ensure the
success of that prevention strategy.
5. Updating Prevention Plans When the Family is Engaged in Services
The PPS 4300 Prevention Plan is a living document and should reflect all selected services identified by the family.
If the prevention plan has not exceeded 12 months from initial completion date, the plan shall be updated by the Child
Protection Specialist, reflecting the revised prevention plan reason. Circumstances which require a revision include,
but are not limited to:
1. A new family first service is identified with the family. The CPS Specialist shall also complete the referral to the
new service per PPS 4310.
2. An adult “family member” not originally identified on the plan is needing the current service.
3. A pregnant woman receiving prevention services gives birth. The Prevention Plan shall be amended to include
the infant name and their Candidacy for Care determination (submit Plan of Safe Care if applicable, see PPS
2050.
The amended PPS 4300 shall be submitted to FACTS. The initial Prevention Plan date will remain in effect.
Note: Prior Prevention Plans are not reopened and updated if additional service needs are identified after prevention
plan closure. In those circumstances, a new prevention plan (PPS 4300) and new service referral (PPS 4310) is
required.
6. Creating New Prevention Plans When the Family is Engaged in Services
Family First Prevention Services can be provided for up to 12 months beginning on the date the child(ren) are
identified as a “candidate for care” in the Prevention Plan.
If the Prevention Plan (PPS 4300) is approaching 12-months from the date it was completed and it is then
determined the family still has a need for Family First Prevention Services, a new PPS 4300 shall be completed with
section 1B Prevention Plan extension selected. The child(ren) shall be redetermined as a candidate for care. The
new prevention plan will include any services continuing, new services needed and will include a new initial start date
for the prevention plan. (See PPS 4320 DCF Responsibilities for Open Family First Prevention Services and PPS
4370 Duration of Family First Prevention Services)
Reference the bottom of the PPS 4300 prevention plan for FACTS entry instructions.
2755 DCF Responsibilities at Referral to Family First2755 DCF Responsibilities at Referral to Family First
Prevention ServicesPrevention Services
A. Referral
If the Child Protection Specialist determines the family meets eligibility criteria per PPM 2753 and the Prevention
Plan (PPS 4300) is completed outlining the Candidacy for Care, foster care prevention strategy, and
services/programs to be provided, a referral may be made to Family First Prevention Services. The date and time the
Prevention Plan was completed with the family is documented on the PPS 2030F, Section III Prevention Services
Screen, in the “Date Decision Made” and “Time” fields. The following information shall be e-mailed to the Family First
Prevention Services Grantee within 24 hours of the “Date Decision Made” and “Time”:
1. Family First Prevention Services Referral / Case Status Form, PPS 4310;
2. PPS 4300 Prevention Plan
3. PPS 1000 face sheet;
4. PPS 2020 Kansas DCF Assessment Map
5. PPS 2030F Family Based Assessment Summary
6. PPS 2021 Immediate Safety Plan, if applicable;
7. PPS 2007, Plan of Safe Care, if applicable.
The CPS Specialist shall be available to answer any questions they may have regarding the referral for a minimum of
two hours following the referral.
B. At the time of referral, but by no later than the next working day from the date of the referral, the Family Based
Assessment and Kansas DCF Assessment Map shall be sent to the Grantee with as much information available.
C. Additional Information:
No later than 2 working days from the date of the referral, DCF shall provide a copy of the following additional information, as
applicable, including, but not limited to:
1. Case planning documents
2. Court orders
3. Releases of information
4. DCF shall inform the service provider of any information in DCF files which cannot be released. For example, if DCF has
information that a child in the family has received an evaluation by a private psychologist, the Family First Prevention
Services Grantee shall be informed of the existence of the evaluation from the psychologist.
2760 Supervision2760 Supervision
The purpose of supervision is to coach and support practitioners’ learning and growth within the Kansas Practice Model
framework of engagement, safety planning and decision-making with families, children, safety networks and communities.
Supervision uses coaching methods to build practitioner competencies, encourage self-reflection and critical thinking
skills, build upon training to enhance performance and to support the practitioner through decision-making and gaining
knowledge to apply throughout their practice.
Supervision may be provided through individual and group consultation(s), case staffing, and case review. The method,
frequency and content of supervision is determined by the PPS Supervisor and practitioner. When a case specific
consultation occurs the supervisor consultation tool shall be used. Case decisions and situations which require a
supervisor consultation include:
A. When the parent/caregiver decides not to allow access to the alleged victim per PPM 2310 C. or identified child per
PPM 2703;
B. When PPM 2310 E. 1-4 requirements for an immediate safety staffing are met;
C. Case Action/Initial Service Plan Decision, which includes referrals for family services or family preservation services,
per PPM 2740 D.
D. Case finding decision per PPM Section 2500. See Appendix 2B Guide for Assessment and Decisions.
2770 Uploading Documents in KIDS2770 Uploading Documents in KIDS
The Kansas Initiative Decision Support System (KIDS) application is a statewide web-based application
used to record and maintain PPS Assessment and Prevention case information.
A. Documents Generated in KIDS:
The following are the official report forms generated from the KIDS application:
1. Agency Response
2. PPS 2030B Safety Assessment (Prior to implementation of the Kansas Practice Model)
3. PPS 2030C Risk Assessment (short form) (Prior to implementation of the Kansas Practice
Model)
4. PPS 2030D Risk Assessment (Prior to implementation of the Kansas Practice Model)
5. PPS 2011 Case Findings
6. PPS 2030E Family In Need of Assessment
7. PPS 2030F Family Based Assessment Summary Report
8. PPS 2015 Referral to Infant Toddler Services
B. KIDS Upload Feature:
KIDS has an upload feature to attach additional documents to an event. Refer to Appendix
2G for instructions for uploading in KIDS. The following provides guidance on KIDS
upload requirements:
1. PPS 1010 Social Service Case Activity Log and PPS 2019 Mapping Conversation Note
(typed and handwritten) shall be uploaded on all cases.
2. When the case finding is affirmed or substantiated the following shall be uploaded:
a. PPS 2012 Notice of Department Findings
b. PPS 2017 Notification of Affirmed or Substantiated Case Finding, as requested by the
Attorney Generals Office.
c. Appeal information, if applicable.
3. Team Decision Making Summary
4. Kansas Practice Model tools (My Three Houses, Fairy Wizard, other)
5. PPS 2020 Kansas Assessment Map
6. PPS 2021 Immediate Safety Plan
7. Reports, including but not limited to the following, shall be uploaded if the report is not
already in KIPS and the report is relevant to the case finding or service decision:
a. Law enforcement
b. Medical
c. Mental health
d. Drug/Alcohol
e. School
8. Emails, images, etc. may be uploaded if they are relevant to the case finding or service
decision.
9. Petitions requesting DCF involvement with no out of home placement may be uploaded if the
document is relevant to the case finding or service decision and is not already in KEES.
10. Referrals for services, such as PPS 2014 Referral for Services shall be uploaded.
11. The following documents shall not be uploaded to KIDS:
a. PPS 0500 State Child Death Review Board Case Information Summary
b. PPS 0550 Critical Incident and related documents
c. Legal staffing and correspondence
12. It is not necessary to upload the following documents:
a. Emails and correspondence related to Attorney General
b. PPS 0100 Authorization for Release of Confidential Information
c. Background check related documents
d. PPS 5000 Family Preservation Referral and Transmittal Sheet
e. PPS 5110 Initial Referral to Out of Home Placement Provider for Child in DCF Custody
f. PPS 5110A Initial Referral to Out of Home Placement Provider for Child in DCF
Custody-Consideration of Relative Placement
g. Petitions, Journal Entries/Court orders
h. PPS 2018 Review of Repeat Maltreatment in Six Months
a. PPS 4005 Family Service Case Status
2800 FACTS Investigative and Assessment Procedures2800 FACTS Investigative and Assessment Procedures
Complete screen navigation requirements for adding investigative and assessment information are located in the Service Management
section of the FACTS User Manual Volume II, Section 500. Codes for applicable screens in FACTS are located in the USER Manual
Volume I, Section 800. Information on investigative case activity shall be entered into FACTS within 5 working days from the date of
occurrence, action, or agency decision regarding a child or family. Case information that is required in FACTS and which is received
from outside agencies shall be entered within 5 business days of receipt of the information.
2811 Kinship Resources and Relevant Persons2811 Kinship Resources and Relevant Persons
Kinship resources shall be reported on COLL screen. Information is obtained from the PPS 1000 Section IV Relative
Non/Related Kin.
Relevant persons interviewed for each event may be, but are not required to be, reported on COLL. To determine whether or not a
particular individual is listed in FACTS as a collateral, utilize COLS (Collateral Search).
2812 Assessment Tools2812 Assessment Tools
All assessment tools are recorded on MAAS (Maintain Assessment). A MAAS screen is completed for each assigned event associated
with a case number. Each assessment has its own unique number. To search for all previous assessment tools for a particular case
number, utilize CALS (Case Assessment List Search). To record a subsequent assessment to a case, a new MAAS screen is created
specific to that event.
2813 Case Findings2813 Case Findings
Maltreatment findings for each allegation associated with a child are recorded on FIND (Finding). Specific information regarding a
particular victim is located on VICT; a particular perpetrator, on UNNI until all appeal time has been exhausted, then information is
available on PERP; a particular unsubstantiated or affirmed individual on UNNI. PERP and UNNI include information regarding
whether or not the finding involved an allegation regarding an individual who resides, is employed by or volunteered in a facility
regulated by KDHE.
2814 Appeals2814 Appeals
Appeals regarding agency maltreatment findings is located on APEL. To search for a person involved in an appeal, utilize the person’s
name on APLS (Appeal Search).
2821 Entering Contact with Victim/Family2821 Entering Contact with Victim/Family
The time and date the worker first attempted contact with the first alleged victim or first identified child
in the assigned report shall be entered into the work start date and time on the top half of MAAS.
Information for this data field is located on the Agency Response section in KIDS for intakes assigned
on or after July 1, 2017 for abuse neglect reports, reports involving facilities and third parties, and the
2030E for reports involving Non-Abuse Neglect/FINA or Pregnant Woman Using Substances. The work
start time cannot be earlier than the date the report was assigned. If contact was made by DCF or law
enforcement prior to report assignment time, enter the date and time assigned as the work start time
on MAAS. If the checkbox for Pregnant Woman Using Substances (PWS) or if a parent/caregiver
refused access to child is checked, the Date/Time 1
st
attempt with parent/caregiver (including PWS)
shall be used for the work start date and time on the top half of MAAS. This is for PWS and FINA only.
For Non-Abuse Neglect/FINA intakes a tool code of Contact with Child (CWC) shall be recorded in the
tool section of MAAS screen once in-person contact has been made with each identified child. Work
start date/time for the CWC code is when the agency made in-person contact with each identified child
and is located on the PPS 2030E. The client id of the identified child is also required when using the
CWC code. If the in-person contact was not made for an identified child, enter the tool code of NCC
(No Contact with Identified Child). The work start date and time of the NCC code is the work start date
and time from the top half of MAAS screen. The client id of the identified child is also required when
using the NCC code.
2822 Entering Safety Determinations2822 Entering Safety Determinations
A tool code for safety determination (SAD) shall be recorded for each alleged victim in the tool section of MAAS for reports alleging
abuse or neglect. Work start date and time for the SAD code is the date and time the assigned social worker determined safety for the
alleged victim. If the safety determination was completed prior to the intake being assigned, use the work start date and time from the
top half of MAAS screen for the SAD code. The client id of the alleged victim is also required when using the SAD code. If safety is
not determined for an alleged victim, enter the tool code of NSD (No Safety Determination). The work start date and time of the NSD
code is the work start date and time from the top half of MAAS screen. The Client ID of the alleged victim is also required when
using the NSD code.
A tool code of special investigator (SPI) is recorded in the tool section of MAAS if such a position is utilized during the investigation.
A tool code of courtesy interview shall be recorded in the tool section of MAAS for courtesy interviews between DCF areas.
The area requesting the courtesy interview is responsible for entering the worker number of the other area who conducted
the interview and times of contact for the interview.
2823 Recording Ongoing Safety Assessment2823 Recording Ongoing Safety Assessment
Policy for intakes assigned prior to March 2019
To record the second face to face contact of the ongoing safety assessment, enter the tool code of ‘SFI’ on the MAAS
screen. The start date is the date of the face to face contact with the alleged victim who is under six years old. The
ongoing safety assessment information is located on the Agency Response section in KIDS for intakes assigned on or
after July 1, 2017. If the second contact with the alleged victim never occurred regardless of reason, enter the tool code of
‘TIM’ and the date of the finding decision. Finding decision date is located on the PPS 2011.
For additional information on the ongoing safety assessment, see PPM section 2313.
Policy for intakes assigned on or after March 2019
If the ongoing safety assessment is determined to not be needed, enter the tool code of ‘OAN’ on the MAAS screen. The
work start date and time would be the same date and time as the safety determination (SAD). If the ongoing safety
assessment is determined to be needed, Record the second face to face contact of the ongoing safety assessment, by
entering the tool code of ‘SFI’ on the MAAS screen. The start date is the date of the face to face contact with the alleged
victim. The ongoing safety assessment information is located on the Agency Response section in KIDS. If the second
contact with the alleged victim was determined to be needed and it never occurred regardless of reason, enter the tool
code of ‘TIM’ and the date of the safety determination.
For additional information on the ongoing safety assessment, see PPM section 2313.
2831 New Reports Assigned as Alleged Abuse/Neglect2831 New Reports Assigned as Alleged Abuse/Neglect
A new report requires the completion of a new Agency Response and a Case Finding, PPS 2011, with appropriate notices.
See 2600.
A new FBA Summary, PPS 2030 F, must also be completed.
2832 Safety Action2832 Safety Action
Safety Plans initiated with the family shall be entered with responsibility service action code PR12N on RESP screen for
the head of household. Episodes of Police Protective Custody are recorded as LE (law enforcement) plans on a child’s
plan in FACTS as needed. Placements in emergency shelter prior to agency custody are considered a protective action
service (PR08N), not a placement (FO...) code. Information for these safety actions is located on the PPS 2021; or located
in case logs/ protective orders/PPS 2019 form.
2833 Recording Referrals for Sexual Behavior Problems2833 Recording Referrals for Sexual Behavior Problems
To record if a child who is listed as an alleged perpetrator on an abuse/neglect intake with sexual behavior problems is
referred to a child advocacy center or mental health provider as per the PPS 2014B form, enter the service action code of
SB01N with service source code PSW and service request code AN on the RESP screen on the youth’s plan. The plan
type for the child (alleged perpetrator) will depend upon other services needed in the family or with child (such as SC, FP,
CC, etc.). If no case is opened on this child (alleged perpetrator), enter the SB01N service action code on the alleged
victim’s plan under the alleged victim’s case #. Plan type for the alleged victim will depend upon other services needed in
their family or with the alleged victim (such as FP, SC, CC, etc.). If no services with the family and/or alleged victim, a FP
plan will need to be opened on the alleged victim. On the description of SB01N responsibility, enter the perpetrator id # of
the child with the sexual behavior problems who was referred per the PPS 2014B. The end date of the responsibility would
be when plan the closes if receiving services. If not receiving services, the end date of the SB01N service action code and
the plan would be one day after the referral date (start date of SB01N) on the PPS 2014B.
2841 Case Conference Date2841 Case Conference Date
The date that the investigative finding regarding maltreatment is staffed with a supervisor shall be entered into the "Case Conf Date"
field on FIND. This date (date of finding) is located on the PPS 2011 and the date cannot be entered until the supervisor has signed the
PPS 2011. The finding date cannot be earlier than the date the report was assigned.
2842 Finding Decision Fields2842 Finding Decision Fields
Decisions of unsubstantiated, substantiated, affirmed and unable to locate from the PPS 2011 shall be entered on the victim and/or
perpetrator rows on the FIND screen. In FACTS, enter the finding code of ‘UL’ (unable to locate) only on the victim and/or
perpetrators who were unable to be located. If both the child and adults of the family were never located and identity is unknown, the
Initial Assessment decision on event should be changed to no further assessment needed. See PPM 1700.
Requirements
A finding decision number is required for each allegation of maltreatment associated with a child. The decision number is
system generated when the screen is added.
1. A summary of the basis for finding located on the PPS 2011 is entered on the "Basis for Decision" field on FIND. If the incident
occurred out of state, indicate that in this field description.
2. To document maltreatment finding for an alleged victim select the row with the victim’s information, record finding codes from
the PPS 2011, and enter the alleged perpetrator's ID number in the field to the left of Notice Date. By entering the perpetrator
ID number in the victims' row, the system will automatically link the alleged victim and decision to the alleged perpetrator.
Enter the perpetrator finding in the perpetrator row. If the severity is unknown, enter the severity code of UK (Unknown)
3. If the alleged perpetrator is unknown, enter all 9's in the victim ID number field. In this instance, do not enter a finding in the
perpetrator row.
4. Information regarding alleged victim and perpetrator finding, finding type, injuries, and degree of injury entered in FIND shall
match PPS 2011. The notice date shall match information from the PPS 2012. The notice date is the date that the applicable
notice was sent to the alleged or substantiated perpetrator.
Finding Changes or Updates
If a change in finding is made as a result of appeal, or other activity, the conference date on the top half of the FIND screen
is updated to reflect the new finding date and the finding disposition types are updated as needed on the bottom rows for
perpetrators and victims.
2843 Individual Information2843 Individual Information
Victim
1. After a finding decision is successfully processed, select each victim, flow to VICT to record specific information on that victim.
Data fields such as date of birth and SSN previously entered on EVRL carry over onto VICT. Information on date of birth,
race, ethnicity, relationship to perpetrator, and facility information are all required fields except for military family.
2. In order to successfully process VICT, the victim must be linked to their client ID number. This task is accomplished via a
system required linking procedure. This process facilitates submission of federal reporting requirements. From VICT, flow to
LINC, select the victim’s name and flow to CLNT. On CLNT select the desired client, and return to LINC. Back on LINC,
verify the person you selected is accurate and link via PF6. Return to VICT to finish entering demographic information to add
the screen.
3. Indicate that the report involves a facility when all of the following factors are indicated:
a. The alleged perpetrator is an employee or volunteer in a facility regulated by KDHE; and
b. The alleged victim resides in or receives services from that facility.
Perpetrator
1. After a finding decision is successfully processed, select each perpetrator, flow to UNNI to record specific information on that
alleged perpetrator. Data fields such as date of birth and SSN previously entered on EVRL carry over onto UNNI. Information
on date of birth, race, ethnicity, relationship to alleged victim, facility involvement and facility types are all required fields
except for military family.
2. Indicate that the report involves a facility when both of the following factors are indicated:
a. The alleged perpetrator is an employee or volunteer in a facility regulated by KDHE; and.
b. The alleged victim resides in or receives services from that facility.
3. With regard to perpetrator relationship to victim, enter foster parent (FP) only if the perpetrator was the foster parent provider
for the victim at the time of the substantiated incident. Victim must also be in DCF custody to use the FP code. Enter employee
at a placement (EP) only if the perpetrator was an employee at the victim's OOH placement at the time of the substantiated
incident. If a victim's perpetrator is a relative who is also a licensed foster parent for the victim, enter the relationship code of
foster parent in the perpetrator relationship field.
2850 Appeal Information2850 Appeal Information
Information regarding appeal information is recorded on APEL. An agency decision is not final until all appeal time has expired for
that action. Decisions from an Administrative Hearing Officer and / or State Appeals Committee decision are not updated in FACTS
until appeal time for that decision has been exhausted. As long as there is an active appeal, a perpetrator shall not appear on the child
abuse central registry (CERS) for that finding decision under appeal. A perpetrator with an active appeal can be viewed on UNIS until
finding decisions regarding substantiation are final.
2860 Recording Non Abuse Neglect Decisions2860 Recording Non Abuse Neglect Decisions
The top half of the FIND screen captures information on a service decision regarding Non Abuse Neglect decisions.
2880 Recording Family Based Assessment Information2880 Recording Family Based Assessment Information
The initial end date on MAAS is the date of FBA completion indicated by the supervisor’s signature on the PPS
2030F. However, if the intake involves a referral to family services, family preservation or foster care, then the initial end
date on MAAS screen is the date of the CPS specialist signature on the PPS 2030F.
2900 Eligibility and Payment Procedures During the2900 Eligibility and Payment Procedures During the
Investigation and Assessment of ReportsInvestigation and Assessment of Reports
To fund services for families who are clients of the Department for Children and Family Services (DCF), it is necessary to establish
three categories of eligibility: a) customer eligibility, b) service eligibility, and c) provider eligibility.
2901 Customer Eligibility2901 Customer Eligibility
Services are provided to children and families whether or not they can afford to pay. Individual customer eligibility determines what
source of federal funding may be claimed by DCF for services. Families are expected to participate in determining eligibility and
paying for services based on their ability. However, needed services are provided regardless of family income or ability to pay.
2902 Assessing Family Resources in Determination of2902 Assessing Family Resources in Determination of
ServicesServices
The intake and assessment process must be initiated before a plan for services can be developed and funding eligibility is
established.
A. Assessment of Financial Resources
An assessment of the family's financial resources is completed prior to the DCF paying for services. The
assessment will determine the eligibility or potential eligibility for a specific funding source, regardless of whether or
not there is an immediate plan to use them to pay for specific services
B. Application for Potential Benefits
Families requesting assistance from the DCF will be asked to apply for all benefits for which they may qualify.
Exceptions are made for special circumstances. DCF staff shall provide direction in the application process.
2903 Providing and/or Purchasing Services2903 Providing and/or Purchasing Services
When the intake and assessment process determines that a family or child requires services, the service case continues, and a case plan
is completed, where applicable.
Specific services or resources that will assist in reducing the risk of child(ren) being removed from the home may be purchased by the
DCF. If the level of risk for placement outside of the home requires a higher level of intensity and/or will go beyond 30 working days,
Family Services or Family Preservation shall be considered. The decision to open a Family Service case shall be made in consultation
with the supervisor and shall be clearly documented in the file. If a Family service case is initiated, the Family Service Plan shall be
developed with the family within 20 calendar days of initiation of ongoing services. See Section 4000 for Family Services or Section
5000 for Family Preservation.
During the Family Based Assessment, if identification of specific services occurs that may alleviate the risk of removal for the
child(ren), the worker shall identify in Section IV(A) of the FBA summary what those specific need(s) are and how provision of the
service(s) reduces the risk of removal.
The allowable services or resources available for purchase and the method of purchase are found in the Handbook of Services. Cash
will not be given directly to consumers. Payment shall be executed according to established payment procedures.
The Social Service case shall remain open for the entire period services are purchased or provided through PPS.
2904 Application for a Social Security Number2904 Application for a Social Security Number
In order to comply with federal requirements, families, receiving federal funding for services are required to have a social security
number (SSN) for all family members. If a family member does not have a SSN, the family shall be referred to the Social Security
Administration to complete an SS-5 "Application for Social Security Card".
2905 Funding Codes2905 Funding Codes
As part of the payment process, a speed chart code shall be assigned to indicate the funding source for each payment. To determine the
appropriate speed chart and sub-obj funding codes, refer to PPM section 4902.B.2.
2909 Payments for Miscellaneous Investigative Costs2909 Payments for Miscellaneous Investigative Costs
Investigative costs such as photographs, drug testing or interpreter services shall be paid with Family Services speed chart numbers
ISD27321 or ISD27322. See PPM section 4902.B for details on how to make a payment.
2910 Eligibility for Medical Exam Related to an Abuse or2910 Eligibility for Medical Exam Related to an Abuse or
Neglect InvestigationNeglect Investigation
During an abuse or neglect investigation the CPS specialist determines and documents need for a child's CPS medical
exam.
Check KAECSES to determine if the child has a medical card, if a parent is unwilling or unable to pay for the child's
medical exam or subsequent treatment during an investigation of alleged abuse or neglect. Upon implementation of KEES
the status shall be reviewed in KEES. Authorize payment as authorized by section 2450 if the family is not eligible for
medical assistance.
A. Payment Procedures for CPS Medical Exams
1. Payments for medical exams arising out of a CPS investigation are made with the case and client numbers from a
KAECSES or KANPAY case
2. A PPS 2833 Client Purchase Agreement shall be completed by PPS staff to document the medical exam expense. The
provider must present a bill for the specific medical service in order to generate a payment. Payment should not exceed
the established Medicaid rate. Use the Family Services speed chart number ISD27321 (Program=27321, INF45=3290).
See the Handbook for Client Purchases for details on purchasing procedures.
2911 Law Enforcement Emergency Placements2911 Law Enforcement Emergency Placements
K.S.A. 38-2231 and 38-2232 provides law enforcement agencies the ability to take children into police protective custody on an
emergency basis without a court order, for the protection of children. Refer to section 2471 for additional information.
A. Purchase Limitations/Guidelines
Emergency placement providers shall receive documentation from law enforcement when a child is placed with them stating
that law enforcement has given the facility custody, and the provider has consent for medical treatment and for transportation of
children placed in their facility or home. Law enforcement agencies have forms called law enforcement applications for this
purpose. PPS must receive a copy of the "law enforcement application" before payment is made to the provider. The following
applies:
1. PPS is responsible for payment through DCF Region in which the law enforcement emergency placement occurred. Each
DCF Regional office has a list of licensed emergency placement providers. PPS staff shall not pay for law enforcement
emergency placements if the provider is unlicensed or is not designated as an emergency placement, unless approved by
the Assessment and Prevention Administrator.
2. Emergency placements made by law enforcement are limited to 72 hours following admission (excluding weekends and
holidays or days on which the office of the clerk of the court is not accessible), unless a court has continued the custody
hearing.
3. Payment for the care of children in licensed and designated emergency placements is made by DCF even though these
children are not in DCF custody. RE/FC/AD Child Welfare Case Management Providers are responsible for payments
when the child has been referred to them prior to their law enforcement placement and the referral is still open. Payment
shall not exceed the established DCF rates found on PPS intranet site http://dcfnet.dcf.ks.gov/Pages/Home.aspx.
4. If the emergency placement overlaps a weekend or holiday or day on which the office of the Clerk of the Court is not
accessible, payment should also be made for the weekend or holiday or day on which the office of the clerk of the court is
not accessible and these days do not count toward the 72 hour limit. Any portion of a calendar day shall be considered as
one day.
5. Court or DCF weekend and holiday, the placement may last up to 8 calendar days. When the placement exceeds 5
calendar days, the last day of care is not paid.
6. In rare situations the child does not leave the emergency placement within 72 hours; e.g. temporary custody hearing not
yet held or parent did not pick up the child as scheduled. When this occurs, staff will need to evaluate circumstances for
exceeding the 72 hour time period to determine if DCF is responsible for any further payment as an emergency police
admission payment or as a family service payment. If paid as a family service payment (see section 4900), a Client
Service Agreement would be required.
B. Payment Procedures for Law Enforcement Emergency Placements
1. Payments for law enforcement emergency placements are made with the case and client numbers from a KAECSES or
KANPAY case.
2. A PPS 2833 Client Purchase Agreement shall be completed by PPS staff documenting the emergency placement expense.
Use the following accounting codes: Program=27322, INF45=3232. See the Handbook for Client Purchases for details
on purchasing procedures.
3. DCF pays for detention only when:
a. the court places a child in DCF custody, orders a juvenile detention placement, and a referral to a
RE/FC/AD CWCMP has not been made. A detention payment covers only a 24 hour period, excluding
weekends, legal holidays, or days on which the office of the clerk of the court is not accessible per K.S.A.
38-2260. A copy of a journal entry ordering a juvenile detention placement is required.
b. law enforcement places a child who is in the custody of the Secretary in detention and a referral to a
RE/FC/AD CWCMP has not been made or the year of aftercare is complete. The law enforcement officer
must first deliver the child to a shelter facility. If the person in charge of the shelter facility and the law
enforcement officer agree the child will not remain, the law enforcement officer may place the child in
detention. K.S.A. 38-2232.
c. Payment shall not exceed the established DCF rates found on PPS’ SharePoint site.
Use the following accounting codes: Program=27322, INF45=3230. See the Handbook for Client Purchases for details on
purchasing procedures.
2912 Staff Secure Facility Placements2912 Staff Secure Facility Placements
K.A.R. 28-4-1250 through K.A.R. 28-4-1269 and K.S.A. 65-535 provides for law enforcement agencies or a state agency given
custody by the court the legal authority to place a child/youth in a staff secure facility (SSF) placement. Staff Secure Facility
placements are available for the emergency placement of victims of human trafficking.
Child Welfare Case Management Providers (CWCMP), as a sub recipient of the Department for Children and Families (DCF), can
also place victims of human trafficking in a Staff Secure Facility when child in DCF custody is identified as a human trafficking
victim.
A. Staff Secure Facility – Purchase Limitations/Guidelines
1. Payment for the care of children in a licensed Staff Secure Facility is made by DCF when the child/youth is in police
protective custody.
2. Payment for the care of children in a licensed Staff Secure Facility can also be made by DCF when child/youth is in DCF
custody.
3. When a victim served by the CWCMP is placed in protective custody at a Staff Secure Facility by law enforcement, the
CWCMP is not fiscally responsible for the first 72 hours, excluding holidays and weekends, of placement. DCF will pay
for up to the first 72 hours, excluding holidays and weekends, of such placement. Payment is the responsibility of the
CWCMP after the 72 hour period has passed.
4. Payment by DCF or the CWCMP shall not exceed the established DCF rates.
5. PPS is responsible for payment through the DCF Region in which the Staff Secure Facility is located. Each DCF
Regional office has a list of licensed Staff Secure Facility providers. PPS staff shall not pay for Staff Secure Facility
placements if the provider is unlicensed or is not designated as a Staff Secure Facility, unless approved by the Assessment
and Prevention Administrator in the region the placement occurred.
6. Staff Secure Facility placements have no limitations as to duration of stay. Short term stays where the victim is returned
to a parent or guardian average 3-5 days in length. Longer term placements where the victim receives more services to
help them deal with their situation may occur.
B. Payment Procedures for Staff Secure Facility
1. For the initial billing, the appropriate DCF office requires a copy of the signed placement agreement with the facility and
an invoice from the SSF within 30 days of the end of the month in which placement started.
2. For children/youth in an extended stay, the appropriate DCF office requires an invoice from the SSF within 30 days of the
end of each month in which placement occurred.
3. Staff Secure Facility placements are made with the case and client numbers from a KAECSES or KANPAY case.
4. A PPS 2833 Client Purchase Agreement shall be completed by PPS staff documenting the placement expense and
acquiring the needed signatures.
Use the following accounting codes:
a. staff Secure Facility: Program=27323
See the Handbook for Client Purchases for details on purchasing procedures.
3000 Case Management3000 Case Management
Case management is a collaborative process that assesses, plans, implements, coordinates, monitors and evaluates the
options and services required to meet an individual's and family's needs.
Case management delivery shall be culturally competent and family centered. Basic components of family centered
practice are:
A. Working with the family unit to ensure the safety and well-being of all family members;
B. Strengthening the capacity of families to function effectively;
C. Engaging, empowering, and partnering with families throughout the decision and goal-making process;
D. Providing individualized, culturally responsive, flexible, and relevant services for each family;
E. Linking families with collaborative, comprehensive, culturally relevant, community-based and faith-based networks for
supports and services.
3005 Case Transfer Staffing
When a case is transferred, it is essential the new worker assigned to the case is apprised of the safety and risk concerns
which are being addressed. The purpose of the transfer staffing is to provide the new worker with a sufficient summary of
the case focusing on safety and risk, to ensure the safety and well-being of the child, engagement with the family and
child(ren) and supports continuity of services for the family.
A case transfer staffing is required when a PPS/CWCMP case is assigned to a new worker and/or supervisor who will be responsible
for case decisions, excluding referrals for Family Services, Family Preservation Services, and Foster Care/Reintegration/Adoption
services. Case transfers from Family Preservation Services to Foster Care/Reintegration/Adoption services shall complete a case
transfer staffing on the PPS 3005. A case transfer staffing is required when a federally recognized tribal court accepts jurisdiction of
the case. The transfer staffing shall occur between the current worker and/or supervisor assigned to the case and the new assigned
worker and/or supervisor. The case transfer staffing shall be completed at the time of case transfer, to avoid disruption of the services
needed by the child(ren) and family. In situations where the current worker/supervisor is no longer available when the case is re-
assigned, the current supervisor/administrator/designee shall complete the transfer staffing.
The PPS 3005 Case Transfer Summary documents a summary of the transfer staffing and shall be completed during the
case transfer staffing. The case transfer staffing and summary shall include a review of, but not be limited to, the following:
A. Why the family was referred for services.
B. Case Plan Goal and Activities and Family’s Progress
C. General family information to include successful engagement strategies, the family’s schedule, and tips and ideas for
successfully working with the family.
D. Non-custodial parent, siblings, and relatives’ contact information located in the file and discuss updates. Discuss attempts to
locate/engage and current status of relationships.
E. Children’s connections and contact information may include school, extra-curricular activities, religious organizations,
therapist, and updates, if applicable, and location in file.
F. Identified safety concerns including protective factors mitigating the safety concerns (include reference to a current safety plan,
if applicable).
G. Identified risk concerns including the family’s strengths, services, and resources mitigating the risk concerns (include reference
to the current case plan, if applicable)
H. Immediate next steps to address safety and/or risk concerns.
I. Indian Child Welfare Act (ICWA) eligibility and active efforts to determine heritage
J. Referral for Kansas Infant Toddler Services for child under the age of three years, including date made if completed.
The transferring supervisor shall review the case transfer summary to ensure the essential safety/risk information has
been provided to the new worker. The transferring supervisor shall sign and date the PPS 3005 Case Transfer Summary.
The receiving supervisor, if different from the transferring supervisor, shall review the PPS 3005 to familiarize him/herself
with the new case and ensure the new worker is sufficiently informed of the safety/risk concerns and next steps needed on
the case. The receiving supervisor shall sign and date the PPS 3005. Electronic signature/approval via email is allowable.
The final signed PPS 3005 shall be maintained in the case file with copies distributed to all participants.
3009 Child Welfare Case Management Provider Supervision
Staffing
Child Welfare Case Management Provider (CWCMP) Case Managers shall staff each case with a supervisor at least monthly to
critically review and evaluate activities and information gathered over the course of the case and collectively reach informed decisions.
The CWCMP Supervision Consultation Guide (Appendix 5D) is to be used as a resource. A summary of the discussion and next steps
shall be documented on a supervisory log placed in the case file. An additional supervisory consultation shall be held when risk and
safety concerns are identified. Supervisors shall closely monitor those cases which have been identified as having high risk and/or
safety concerns.
The next level of management, above supervisors, shall ensure consultations are occurring as needed.
3020 Full Disclosure
A respectful, candid discussion with parents regarding the impact of services and out of home placement on family is necessary early
on. The discussion shall also include the rights and responsibilities of birth parents, the services to be provided, other permanency
options, and the consequences of not following through with the case plan goals, activities, objectives and other offered services. This
discussion shall be documented in the case logs. Open discussions shall be held with all parties, child, birth families, relatives/non-
related kin, resource families, attorneys, and other service providers regarding the case planning process. All participants shall be
informed that the information being shared is confidential.
3030 Worker/Child Relationship
A. The worker shall have a relationship with the child, to assure the child’s:
1. continued safety, permanency and well-being
2. developmental needs are being met
3. important connections are maintained
B. The worker shall:
1. Inform the child, family and placement resource, if applicable, of when visits and interactions are to take place.
2. Be prompt and dependable in keeping appointments.
3. Give the child, on a developmental and age appropriate level, information as it affects the child's life.
4. For each required child/worker visit to children in out of home placement, provide blank copies of the Monthly Individual
Contact PPS 3061 to every child over the age of 10 for their use during each visit; insure the child understands the
purpose of the PPS 3061; assists the child in completing the form if needed; and routes completed copies of the form as
indicated by the child.
5. Provide the child, at every visit, a means of contacting the worker.
6. Listen to the child's perspective of how well visits and interactions are going.
7. Listen to the child's assessment of how the goals of the case plan are being met.
8. Observe the child's reactions to information presented.
9. Spend alone time with the child to assess for evidence of maltreatment or failure of the child to achieve developmental
progress.
10. Determine when modifications to the case plan are warranted.
11. Document the quality of the visit using the Child Welfare Case Management Provider approved Child/Worker visit guide
or protocol.
3040 Children in the Custody of KDOC-JS and DCF
Simultaneously
A. If a juvenile offender, at the time of sentencing, is in an out-of-home placement as a Child in Need of Care (CINC), the
sentencing court may order custody of the juvenile to either DCF or KDOC-JS. If custody is awarded to DCF:
1. Court services, community corrections and the department of corrections shall address the risks and needs of the juvenile
offender according to the results of the risk and needs assessment.
2. The Child Welfare Case Management Provider (CWCMP) shall provide the services needed that are related to the CINC
case.
3. The CWCMP and Court Services/Community Corrections/KDOC-JS shall collaborate to ensure the child receives
needed services and communicate about which agency is providing which services.
B. If there are ongoing CINC proceedings, the sentencing hearing shall be held in the county in which the CINC proceedings are
being held.
C. If the child is not in DCF custody, the county or district attorney shall file a petition alleging the juvenile offender to be a CINC
and requesting termination of parental rights when the court finds any of the following conditions exist:
1. The court determines that reintegration is not a viable alternative and either adoption or permanent guardianship might be
in the best interests of the juvenile offender;
2. the goal of the permanency plan is reintegration into the family and the court determines after 12 months from the time
such plan is first submitted that progress is inadequate; or
3. the juvenile offender has been in out-of-home placement for a cumulative total of 15 of the last 22 months, excluding trial
home visits and juvenile in runaway status.
3100 Assessments
DCF is responsible for providing information related to the child's and family's needs to the Child Welfare Case
Management Provider (CWCMP) and for reviewing the work of the CWCMP to ensure the identified needs are being
assessed.
The CWCMP is responsible for completing assessments with the family and child referred to them.
Culturally respectful assessments of the family and child that address individual and family strengths, needs, and core
concerns are required. Assessments are a mutual process between CWCMP and family. It is essential that individual
family members are involved in the assessment process.
An accurate assessment of the child's safety and risk of harm, the family's trauma history and capacity and motivation to
change, and family's strengths and resources shall be completed prior to developing and evaluating case plans.
Assessments shall be used as an ongoing measurement of family progress during the life of a case. Assessments help
determine the strengths and needs of the family and identify services that may be needed to assist the family in reaching
their goals.
Information obtained in these assessments is used to determine the direction of case planning. Case planning decisions
shall weigh the "risk of harm" to the child. Whether a child needs protection from abuse and/or neglect or is in conflict with
the family or community, services provided to the family are the most effective form of intervention.
3110 Case Management Safety and Risk Assessment
The protection and safety of the child shall be assessed and evaluated through informal and formal safety and risk assessments. Safety
and risk assessments shall be completed on an ongoing basis throughout the life of all cases and at critical times.
A. Critical times in the case include, but shall not be limited to:
1. New allegations of abuse or neglect assigned to DCF, in conjunction with DCF staff;
2. A change in the family condition causing concern for the child’s safety;
3. A critical incident, as defined in PPM 0510;
4. Changes in family structure including, but not limited to, other adults moving into the home or having caregiving
responsibilities, birth of baby, other children moving into or out of the home, such as a sibling returning home, caregiver
moving out of the home;
5. A new concern of increased substance use or relapse by a family member, especially if person is a caregiver;
6. Changes in family member’s mental health condition that may pose a threat to children’s well-being;
7. Incident of violence or domestic violence in the home;
8. Known weapons in the home;
9. New pet that may pose a potential threat to the children;
10. Loss of adequate housing;
11. Transitioning the family from intensive services to less intensive services while receiving Family Preservation Services;
12. New indications of child with danger to self/self-harming behaviors per PPM 2115;
13. A significant change in visitation structure;
14. Upon reunification;
15. Upon relative placement;
16. Prior to case closure.
B. Other times when formal or informal risk and safety assessments may be completed include, but are not limited to, the
following:
1. Change in household situations, such as loss of income/employment, loss of critical services or medical coverage, family
member’s disability due to illness or injury, family moving to a different home, region, or state;
2. New report not assigned to a DCF CPS Specialist for further assessment;
3. If a child is suspected to be a victim of Human Trafficking an assessment shall be completed to determine safety,
placement, treatment and service needs for the child using an assessment tool or instrument. A summary of the assessment
results shall be provided to the court, if applicable.
C. Risk assessment shall include the following factors:
1. Parent or caregiver factors;
2. Family factors;
3. Child factors;
4. Environmental factors.
D. Safety assessments shall include the following factors:
1. Plausible threat/likelihood of serious physical harm;
2. Sexual abuse is suspected or substantiated and the (alleged) perpetrator continues to have access to the child;
3. Caregiver actions or omissions have caused or are likely to cause serious impairment of a child’s social, emotional, or
intellectual functioning;
4. Caregiver is unwilling, or unable, to meet child’s needs for food, clothing, or shelter including where living conditions are
hazardous and imminently threatening;
5. Caregiver is unable or refuses to seek treatment for a child’s medical condition, or to administer prescribed treatment for
a diagnosed medical condition that poses a serious threat to the child’s physical health;
6. Caregiver has not, cannot or will not provide supervision necessary to protect child from potentially serious harm;
7. Caregiver has given up or deserted a child with stated or apparent intention to not resume the relationship.
E. Formal Safety and Risk Assessment
1. Formal safety and risk assessments are when tools/instruments which are either empirical/research/evidence-based, or
based on consensus models, are completed to assess safety and risk factors and guide decisions.
F. Informal Safety and Risk Assessment
1. An informal assessment occurs when safety and risk related information is considered and gathered during each contact
with the child and family. Safety and risk factors listed in C. and D. above, Appendix 2F, and Appendix 2H may be used
as tools/guides to assist in gathering sufficient information to informally assess safety and risk. The CWCMP case
manager/DCF CPS specialist shall ensure documentation includes the informal safety/risk assessment and conclusion(s)
for each contact with the child.
3111 Family Based Assessment
The Family Based Assessment shall be completed before an initial case planning conference and is updated as new
information is obtained. It includes the safety assessment as well as the risk assessment.
Non-residential/custodial, mothers, fathers, paternal and maternal relatives, and non-related kin shall be considered first
when seeking resources. The Child Welfare Case Management Provider shall obtain information from the family regarding
relatives and persons they consider to be non-related kin. The family shall be encouraged to provide names and contact
information of designated relative/non-related kin who can be a support to the family, not limiting this support to a
placement resource for a child. See Appendix 3N for Family Finding Search Websites.
3112 Assessment Tools
A. Genogram - A genogram is a diagram similar to a family tree and depicts the family across generations. Genograms list
additions and losses in a family, communication and relationship patterns, and other important events. The genogram assesses
the family at a certain point in time and is used to monitor or evaluate change over weeks or months. Examples are available in
Appendix 3B-1, 3B-2, and 3B-3.
B. Eco-map - An eco-map is a visual representation of the family and the larger world in which the family resides. Symbols are
used to depict the nature of relationships between the family and other community systems. These community systems include
but are certainly not limited to school, the physical and mental health systems, law enforcement, work, spiritual and other
community supports, including relative/non-related kin and friends. Eco-maps also show the flow of energy, either positive or
negative, between community systems and the family. The information learned from the process of constructing an eco-map
can help the family identify resources in persons and systems. An example is provided in Appendix 3C.
C. Social history –
1. A social history is written in chronological order and includes a narrative summary of the family's history. It includes
identifying information, a summary of the presenting problem, background information, and medical history. When a
child is in an out-of-home placement, the Child Welfare Case Management Provider, shall gather information for the
social history starting at the time of the referral. If there is knowledge of a prior history of out of home placement, the
CWCMP shall contact DCF to request the information be provided to them. The CWCMP shall complete a narrative
social history within 20 working days following the first permanency hearing where it is determined that reintegration is
no longer viable. The social history shall be updated at least semiannually, or when there are significant changes in the
child’s life, such as a change in placement, sibling separation, substantiated abuse (as a victim or perpetrator), or death of
a family member.
2. The social history includes a review of the child’s case records and medical, educational, social and developmental
reports. Interviews with the child, previous and current foster families, other professionals, individuals who have
significant relationships with the child, and family members assists the worker with gathering information that is accurate,
complete and up to date. A good social history provides the foundation for decision making and provision of services that
best meets the needs of the child. The document shall be shared when the child becomes an adult and requests information
from their records. An outline for a complete social history is provided in PPS 3114.
D. Time line - A time line is a chronological representation or exhibit of key events within a particular historical period. These
events often have connections to developmental stages in a child's life. They also impact family functioning and can highlight
periods of stress or well-being. A time line can be used to help assess family strengths and needs in order to develop and
evaluate case plans. Appendix 3E provides an example.
E. Medical Checklist - A Medical Checklist is a tool used to ensure a child's medical needs are being taken care of on an ongoing
basis. Medical issues covered by the Kan-Be-Healthy screening are documented on the Medical Checklist. Additional areas that
shall be considered when documenting the health needs of a child at the case planning conference include but are not limited to
eye and dental examinations and screening for Fetal Alcohol Spectrum Disorders. An example is provided in Appendix 3D.
F. CWCMP Assessment Tools – CWCMP use specific tools to assess the child’s trauma history and functioning on an on-going
basis. The results of these assessments are reported in Section 2 of the Permanency Plan (PPS 3051). See PPM 5030 for a list
of the assessments and screens required.
3113 Assessment with Out of Home Placement
Each child referred for out of home placement services shall receive a comprehensive assessment of physical, emotional,
developmental, educational needs and trauma history. This assessment shall also include the needs of the child's mother,
father, and family, especially regarding barriers to reintegration of the child. Services to meet identified needs shall be
documented at the case planning conference. Using Family Centered Principles, the family shall be actively engaged in
determining the services they shall be receiving, selection of the service provider, and evaluation of the services.
3117 Genetic Background History Form (PPS 5340)
When children are placed in the custody of the Secretary for out of home placement, birth and background information
shall be collected and documented on the PPS 5340 by the first case planning conference. The form shall be signed by
the mother and father, but information may be collected from other family members, if needed. The PPS 5340 is used as
a tool throughout the life of a case to obtain information about the family and the child that assists in case planning. The
information on this form may be helpful for medical professionals and other providers who provide treatment of the child in
out of home placement, and it provides information concerning the family's support systems, including relative and non-
related kin.
The PPS 5340 is part of the information required if a child's case progresses to termination of parental rights. Completion
of this form helps the child progress to adoption and shall include information from both the birth mother's and birth
father's families of origin. If this information is not available, reasons shall be documented in the case file. The
information, if requested, is shared with the adoptee once they become an adult.
3122 Assessing Parental Capacity for Reintegration
Assessment of parental progress towards completing the tasks of the case plan shall an ongoing process, not one
reviewed during the case planning conference alone. The assessment process shall include the Child Welfare Case
Management Provider and supervisor as well as the DCF CPS Specialist and supervisor. Information can be obtained
from a number of sources, including, but not limited, to the child's CASA, therapists involved with the family, resource
families, family support workers, the child, birth parents, relative/non-related kin, and providers of other services such as
specialized day care, and the child's school.
3123 Life Skills Assessment
A. DCF requires that all children/youth shall have age appropriate care, treatment, and training that will develop their daily
living/life skills. All children/youth in the custody of the Secretary of DCF and in out of home placement regardless of their
permanency goal, or older youth who are receiving Independent Living Services from DCF, shall be assessed as follows:
1. Children age 4 - 13: see PPM 3113;
2. Children/Youth age 14 years and older or children who will turn age 14 within 190 days of referral who are in DCF
Custody and out of home placement shall have a Casey Life Skills Assessment (CLSA) completed by the child/youth and
caregiver using the age appropriate assessment. Birth parent(s) may also complete the assessment;
3. Youth who are receiving Independent Living Services from DCF shall complete the PPS 7030 Kansas Independent
Living Self-Sufficiency Matrix.
B. All children/youth age 14 and older in the custody of the Secretary of DCF shall have a CLSA completed by the child/youth and
caregiver at a minimum of once every 12 months. The current CLSA shall be attached to the case plan and copies of each
assessment maintained in the case file. The CLSA is a free online assessment accessed through www.caseylifeskills.org. All
youth who are receiving Independent Living Services from DCF shall complete the Self-Sufficiency Matrix at a minimum of
once every 12 months.
3200 Development of the Case Plan
The Case Plan is a mutual, cooperative agreement between the family, child/youth, the agency, and others, as identified or agreed
upon by the family, and/or required by the type of case plan. This plan formalizes the family's agreement to participate towards the
achievement of the case plan goal. For information regarding the Initial Service Plan, see PPM 2751.
A. The first case plan for foster care cases is developed within 30 calendar days. The first case plan for family preservation and
family services cases is developed within 20 calendar days. The date services are initiated is defined as either the date the family
agrees to work with DCF (beyond 30 days) or the date of referral to a Child Welfare Case Management Provider. Participants
in the case planning process are referred to as the Child and Family Team.
B. Case planning is a continuous and ongoing process integral to decision making in partnership with the family and/or child. Case
planning is based on family centered practice principles which include:
1. Engaging families in service design
2. Treating families with respect
3. Respecting families’ privacy
4. Involving immediate, extended, and kin family members as active partners in case planning
5. Providing services in the most family-like setting possible
6. Linking families to community-based, diverse, and comprehensive supports and services
7. Strengthening the capacity of families to function independently
8. Providing culturally sensitive services
C. Case planning involves the child, mother, father, the family's supports and natural community supports. Case planning services
shall be directed toward maintaining the integrity of the family, consistent with child safety, permanency and improved family
functioning.
D. Case plans shall utilize information provided by the mother, father, child, relative/non-related kin and other support persons
identified or agreed upon by the family. Additional information may be provided by DCF CPS Specialists, resource families,
school personnel, guardians, CASA and others who have knowledge of the family and child. Case plans shall also utilize
information contained in the Family Based Assessment, psychological and other assessments, medical reports, and therapist
reports. Specific tasks are developed using the above-mentioned resources.
E. The Child Welfare Case Management Provider shall document the participation of the family in the case planning conferences.
F. A Child/Family case planning conference shall be completed with the family when:
1. There is an open family services case and the child is not in the custody of the Secretary.
2. A child is in DCF custody, regardless of placement setting. Each child requires their own specific case plan.
3. A youth, no longer in DCF custody, requests Self-Sufficiency/Independent Living services from DCF. (Self-Sufficiency
Plan completed with Youth)
4. There is an open family preservation case and no child in the family is in DCF custody.
G. A Case Plan is required for all cases open for services. The plan contains specific services to be provided to meet the needs of
the family. It identifies specific steps to be taken by the family, the DCF CPS Specialist, Child Welfare Case Management
Provider and any other service providers involved. The plan documents this participation for purposes of meeting the child's
protection objective of the plan, the goals for the family, and/or young adult working towards Self-Sufficiency, time frames to
meet goals, criteria for success, and permanency goals. Case Plans shall:
1. Be relevant to the critical issues in the family situation;
2. Be realistic in terms of the emotional, physical, and intellectual capabilities of the family members;
3. Be written in language that is clear and understandable to the family and youth;
4. Address the issues identified in the Family Based Assessment Summary (PPS2030F);
5. Specify the steps to be taken to address the identified issues
6. Describe how success shall be determined;
7. Specify the time lines and review dates;
8. Describe possible outcomes as the case plan is implemented;
9. Have the signature of all case plan participants;
10. Utilize and document the participation of the family in (family meetings);
11. Include any relevant orders from the court;
12. Include actions likely to be taken by DCF if conditions of the agreement are not carried out.
3202 Issues to be considered in Case Plan Development
A. The mother and father shall be assessed in order to develop appropriate and effective case plans. The assessment tools in PPM
3112 provide expectations related to assessments to be completed. Elements to be assessed include but are not limited to:
1. Support network
2. Housing
3. Economic Conditions
4. Physical and emotional care of the child
5. Discipline methods
6. Coping methods and problem solving abilities
7. Physical and mental health needs
8. Trauma history
B. The child's functioning shall be assessed in order to develop appropriate and effective case plans. Elements to be assessed
include but are not limited to:
1. Academic adjustment and progress;
2. Social, emotional, physical, and intellectual development;
3. Relationship with the parent(s);
4. Physical and mental health
5. Trauma history
Assessments required to be completed by Child Welfare Case Management Providers are listed in PPM 5030.
3203 Preparing for Case Planning Conference
The services provided to the child, the child's family, and the child's care giver (i.e., resource family home, residential, relative/non-
related kin, etc.) are directly related to a permanency goal for the child.
A. For healthy emotional development, children need permanency in "child time". While the period of one year may seem a
relatively short period of time for an adult, in the life of a four-year-old it comprises one fourth of their existence. Therefore, it is
critical that careful planning and consideration be given to the child, the most vulnerable member of the child welfare team.
B. In addition, children need permanency in relationships, continuity in environment, and predictability in their daily lives.
Connections with supportive adults must be maintained and developed during the child's formative years to prepare him or her
to become a self-sufficient adult.
C. Permanency planning assumes children deserve a family of their own who can commit to a lifetime relationship. To achieve
permanent homes for children in out of home placements, permanency planning requires:
1. Active participation by family and their support system in development of the plan, as they are the experts on the family's
situation;
2. Structured, time limited rehabilitation programs for parents, to help reunite families;
3. Early intervention, from the time the child first comes into contact with the agency;
4. Planned, regular interaction between parent and child;
5. Decisiveness about the best future placement for the child;
6. Knowledge about how to work with the courts to terminate parental rights when return home is not a viable option;
7. Full disclosure.
3204 Accommodations for Participants
If any of the participants are non-English speaking or hearing impaired, the Child Welfare Case Management Provider is
responsible for making arrangements to have an interpreter present at the case planning conference.
Consideration shall be given to ensure parents/children with disabilities to have adaptive/supportive services and/or
adaptive equipment to maximize their participation in the case planning process.
The CWCMP shall provide transportation to parents/caregivers for case planning conferences, as needed, when the case
plan goal is reintegration.
3205 Time Frames
The following time frames apply:
A. The first Family/Self-Sufficiency Case Plan must be completed and signed by all parties 20 calendar days following
the date of referral or of the family/youth agreeing to the service.
B. The first case plan for a child in the custody of DCF shall be held within 30 days of referral to the CWCMP.
C. A formal case planning review is conducted at least every 170 days. If a Child Welfare Case Management Provider
is involved, the documentation shall be sent to DCF within 3 business days of the conference. Any member of the
case planning team may request a formal review of the case plan at any time. The purpose is to re-evaluate the case
plan and modify it as needed to better meet family and child needs. The CWCMP Case Manager shall attend all
case planning conferences.
D. In those cases in which a Child Welfare Case Management Provider is involved, a case planning conference shall be held
within 30 calendar days after a permanency goal change.
3206 Establishing a Time and Place
The Child Welfare Case Management Provider or DCF if provider is not involved in case, shall in coordination with the
family, establish the time and place for the case planning conference.
1. The location shall be a place convenient for the parents and the child, providing a safe and conducive setting for
family members and their support systems to meet to develop their plan.
2. The time of the conference shall be adjusted to take into consideration the parents' work schedule and the child's
school attendance.
It is expected the Child Welfare Case Management Provider staff provide transportation for the parents and/or child in the
event other transportation is not available.
Parents who are incarcerated or otherwise unavailable can also participate via conference call, or provide input by e-mail,
or other written correspondence.
3207 Case Plan Participants
Participants in the case planning conference are selected based upon their involvement in the life of the child and the type of case plan
being developed. Participants in case planning conferences shall be willing to address the concerns that brought the family to the
attention of the agency. All participants shall have equal opportunities to actively participate.
A. Diligent efforts to locate both parents shall be made and documented in the case file.
1. Incarceration or living out-of-state does not automatically preclude a parent from such notification.
2. If there is a no contact order, the parent still maintains the right to have full information regarding his/her child.
Notification of the case planning conference shall be sent with additional information informing the parent that his/her
input is requested, but due to the no contact order, he/she will not be able to attend the meeting in person.
3. Alternative methods to participate shall be offered to the parent. If there is not a child in DCF custody, the same efforts to
involve the non-custodial parent are required when appropriate.
B. The third-party participant is a person who may have involvement with the family but is not directly responsible for providing
services to the child and family. This may include: an advocate for the family's cultural needs; an advocate for special mental
health needs of the family/child who is not delivering services; a worker, supervisor, or program support worker not directly
involved in providing services to the child & family or a representative from another agency.
C. Persons required to be invited to all case planning conferences:
1. Parents or legal guardians, if whereabouts are known and parental rights intact;
2. The child, if age 7 or over, providing the child has the cognitive ability to understand the process and to participate. If the
child does not have the cognitive ability to participate, concerted efforts shall be made to collect the child’s input on the
plan prior to the case planning conference. These efforts and the child’s contributions shall be reviewed during the
conference and documented in the file.
3. The case planning conference shall include youth age 14 and older in out of home placement, regardless of case plan
goal. If a youth age 14 or older is not present for the conference, the conference facilitator/case manager shall discuss the
concerted efforts to include the youth with the case planning team, either by attempting to schedule around the youth's
availability or through documented efforts by the case manager to obtain the youth's input on the development of the plan,
prior to the conference. If the youth's absence is due to a reason other than reduced cognitive ability (IDD) or a youth's
absence from placement without authorization (missing, absent, or runaway), the case plan shall be rescheduled at a time
that is conducive to the youth's participation. After two attempts to hold a case plan for which the youth is not present, the
case planning team may continue with the plan's development at the third meeting to ensure timeliness of the case plan
completion.
4. The responsible case manager from the Child Welfare Case Management Provider, DCF, or the Community Family
Services Provider; if the worker assigned to the case is unexpectedly unable to participate, their supervisor or another
worker familiar with the case may conduct the case plan in their absence.
5. If the case plan goal is maintenance at home, one of the parents with whom reintegration occurred shall be present at the
case planning conference, either in person or by phone.
D. Concerted efforts shall be made to actively involve the parents/caregivers and child(ren) in the case planning process. Actively
involved means parents/caregivers and the child(ren) were involved in:
1. Identifying strengths and needs
2. Identifying services and service providers
3. Establishing goals in the case plan
4. Evaluating progress toward goals, and
5. Discussing the case plan.
6. See Appendix 3A for additional information. For information about holding case planning conferences if parents do not
attend, see PPM 3234,
E. In addition, if child(ren) are in the custody of the Secretary, the following persons shall be invited:
1. The DCF staff assigned. For all youth 14 and older in out of home placement, the youth’s updated PPS 3059 My Plan
for Successful Adulthood shall be sent to the DCF Foster Care Liaison with the case planning conference invitation.
2. A third party participant not directly involved in providing services to the child & family;
3. The guardian ad litem;
4. T he resource family, including relative and non-related kin providers, for child in out of home placement;
5. T he Court Appointed Special Advocate (CASA), if applicable;
6. T ribal representative for children when ICWA applies. The tribe shall also receive a copy of the signed case plan.
7. The DCF Regional Independent Living Coordinator or designee for all youth in out of home placement with a case plan
goal of APPLA, beginning at age 16, and all youth age 17 and older, regardless of case plan goal to begin discussion and
preparation for self-sufficiency services in the event permanency is not achieved. The youth’s updated PPS 3059 My Plan
for Successful Adulthood shall be sent to the Regional Independent Living Coordinator with the case planning conference
invitation. For initial case plans, the PPS 3059 My Plan for Successful Adulthood does not need to be submitted with the
case planning conference invitation.
8. T he responsible HCBS waiver agency and the HCBS waiver case manager for youth receiving HCBS waiver services. If
the family/youth intends to move to a different area to receive HCBS waiver services, this may involve inclusion of more
than one service provider.
9. For children age 14 and older, no more than two case planning team members selected by the youth, who are not the
youth’s case manager or foster parent, and are able to represent the best interests of the youth.
F. Persons who should be invited to attend, as applicable:
1. Residential or institutional setting treatment staff if the youth is in a residential placement
2. The prospective custodian, if permanent custodianship is the permanency plan;
3. The prospective adoption parent(s);
4. Teachers;
5. The education advocate assigned to the child,
6. The youth's positive supportive adult(s);
7. Any other individuals important to the family or the child who can contribute to the case planning process;
8. The Case Manager of a parent with a disability, either physically or cognitively, who is involved with a Center for
Independent Living (CIL) or a Community Developmental Disability Organizations (CDDO),
9. The Corrections Counselor for an incarcerated parent or parole officer for a paroled parent
10. C hild Placing Agency staff responsible for support to the foster family where the child is placed.
G. Notification of Conference Participants
1. If the child is in the custody of the Secretary and placed at home or in out of home placement, notification shall be given
to required participants in writing at least 10 days prior to the date of the case planning conference.
2. I f DCF is providing Family Services, DCF shall provide the notification; if services are provided by a Child Welfare
Case Management Provider, the Child Welfare Case Management Provider shall provide the notification.
3. If the family is being served by a CWCMP and it is anticipated the permanency goal may be different from what it was at
the last case planning conference, DCF shall be given notification of the possible change.
4. Parents and legal guardians shall be the only case plan participants who may request the case plan be held without the
opportunity for providing the 10 day notice to required participants. The request and decision shall be documented in the
file.
5. The 10-day notice shall be provided by e-mail, fax or letter. If mailed allow three (3) additional working days for mail
delivery time to provide sufficient notice to all parties.
6. Documentation of notification shall be retained and if services are provided by a Child Welfare Case Management
Provider, a copy shall be sent to DCF.
H. Participant Education
All participants shall be educated on the purpose of the case planning conference. For the initial case planning conference, the
Child Welfare Case Management Provider or DCF CPS Specialist for cases not referred to provider, shall meet with the family
in person to describe its purpose. This education shall be documented in the case logs.
This education shall be accomplished by making available to the participants the handout "An Introduction and Parents Guide
to Family Service and Family Preservation (child not in custody) Case Planning Conferences", PPS 3049A, for family service,
and Family Preservation cases. For children in custody cases, the parents will be provided “An introduction and Parents Guide
to Child in Custody Case Planning Conferences”. The parents shall also be referred to the Family Handbook, PPS 5137, for the
initial case planning conference.
These handouts shall be available at the agency conducting the case planning conference. Once a person has had an opportunity
to read the handout, they do not have to read it during subsequent conferences. These handouts are also available in Spanish.
3208 Case Plan Documentation
A. Case Plans shall be documented on the PPS 3050 series and/or PPS 7000 Self-Sufficiency Case Plan, determined by type of
case and service. A copy of the case plan activities shall be provided to the child/family immediately following the case planning
conference. At a minimum, a signed copy of the entire plan shall be placed in the case record and a copy given to the family or
young person within 10 working days of the time it is sent to DCF. Case plans shall be approved timely.
B. Objectives, activities, and the behavioral changes expected shall be documented on the PPS 3050, 3051 or PPS 7000.
1. Objectives shall coincide with the reasons the child is at risk for removal, was placed in out of home care or is in need of a
self-sufficiency goal.
2. Activities are measurable, quantitative steps for achieving the objective, and
3. the behavioral changes expected are qualitative statements about what will be visibly different.
C. An ongoing review of the youth’s efforts toward self-sufficiency or parental efforts toward reintegration shall occur during
monthly visits, and the youth or parents shall be provided feedback regarding their efforts. Parents shall be informed their efforts
and progress are reported to the court, for court involved cases. The efforts of all parties toward reintegration or self-sufficiency
shall be documented in the case logs.
D. All case plans shall contain the following:
1. Each child in the custody of the Secretary and in out of home placement shall have a permanency goal, and a concurrent
goal if appropriate.
2. Tasks related to Self-Sufficiency goal(s) of the youth (for Self-Sufficiency Cases only);
3. At least one child protection objective identified for each youth
4. Clear action steps identified to accomplish the objectives of the plan;
5. If applicable, at least one action step to be taken by the youth to meet the plan objectives;
6. A description of the opportunities for the child to engage in normal age or developmentally appropriate activities;
7. Steps to be taken by the parents to meet the case plan objective.
8. At least one service or action to be taken by the CPS specialist/case manager related to case planning;
9. At least one service concerning proper care for the youth;
10. The identified strengths and resources of the youth and his/her family;
11. Identified needs, safety concerns, and risks related to the youth and his/ her family;
12. At least one service directed toward reintegration if the child is placed out of the home and the goal is reintegration;
13. Services documented on the PPS 3057. This includes basic life skills/independent living for those youth age 14 and
older.
14. For Family Service/Preservation case plans only, the needs related to the safety and risk concerns for the infant and family
identified by the PPS 2007 Plan of Safe Care per PPM 2050.
E. First Case Plan for child in custody only:
1. An activity to complete Casey Life Skills Assessment (CLSA) by the child/youth age 14 or older and a caregiver prior to
the completion of the 2nd case plan,
2. An activity to develop Learning Plan from completed CLSA with Youth by 2nd case plan.
F. Subsequent Case Plans for child in custody only shall include three (3) specific daily living activities chosen by the child/youth.
3209 Elements of a Case Plan
A. A case plan shall:
1. Contain time lines for reintegration, other permanency goal, or self-sufficiency, child protection objectives and
measurable activities needed to be accomplished
2. Include the visitation/interaction plan
3. Document the persons listed in 3207 A were invited to the case planning conference.
4. Document service delivery
5. Document reasonable efforts made to make it possible for a child to safely return home
6. Document the court has found such efforts not to be a viable alternative.
7. Document steps taken to finalize the permanent custodianship.
8. Include Permanency Plan Review
B. Case plans shall be designed to achieve a safe and least restrictive placement that is in close proximity to the parents if
reintegration is the goal, and placement in close proximity to the child’s school.
C. Case plans shall:
1. Include a description of the home where the child is placed;
2. Be consistent with the best interest and special needs of the child;
3. Ensure the child receives the safe and proper care;
4. Include a description of the services offered to prevent removal;
5. Include a description of the services offered to reintegrate the family;
6. Ensure appropriate services are provided to the child, the parents and the foster parents;
7. Include the health records of the child, including the child’s immunizations, known medical problems, and all
medications;
8. Include educational records of the child, as well as their grade level performance;
9. Include programs and services to help a child prepare for independent living, if they are 14 years of age or older;
10. Include goals, objectives and time lines the parents must meet to achieve a safe home for the child;
11. Document the steps to finalize a placement when the case plan goal is adoption;
12. Document placement in a permanent home other than adoption;
13. Document steps the agency has taken to finalize adoption/permanent custodianship.
3210 Roles Related to Case Planning
Case Planning is required for all types of services provided by DCF and/or Child Welfare Case Management Provider. Case plans
may or may not involve a service provider, depending on the type of case plan and permanency goal.
A. Case Plan Services Without Custody
1. Case plan services without custody may include Family Services, Family Preservation and Self-Sufficiency. If a child
welfare case management provider is involved DCF staff shall provide information related to the child's and family's
needs to the Child Welfare Case Management Provider.
2. The following activities are related to all case planning for cases without custody. The case manager is responsible for
completing these services with the family:
3. Complete Forms PPS 7000, 7000A, 7001, 7210, 7215, 7220, 7230, 7235, 7240, 7245, 7250, and 7300 as applicable
for Self-Sufficiency cases only.
4. Complete Forms PPS 3050, 3055, and 3057 for Family Services and Family Preservations cases only;
5. Determine with the youth when self-sufficiency goal(s) have been met and no further services are needed, and case can be
closed;
6. Determine with family when child protection objective(s) have been met and no further services are needed, and case can
be closed;
7. Monitor progress of achieving activities with family and/or youth;
8. Follow through with activities assigned to DCF and/or service provider;
9. Develop activities related to Self-Sufficiency Goal(s) the youth for Self-Sufficiency cases only;
10. Develop activities and objectives to meet Child Protection Objective(s) from the Family Based Assessment summary for
Family Services and Family Preservation cases only;
11. Meet with mother, father and other appropriate maternal and paternal relatives and unrelated kin;
B. Case Plan Services with Custody
1. DCF is ultimately responsible for all children in the custody of the Secretary and accountable to the court of jurisdiction.
Case plans and permanency goals are subject to DCF approval. If a child in custody is not referred to a Child Welfare
Case Management Provider for services, the DCF CPS Specialist is responsible to provide or contract for all case
planning activities and services. This includes cases where the aftercare period of the Child Welfare Case Management
Provider ends, and the child remains in the custody of the Secretary.
2. If a child, or children, in the family have been placed in the custody of the Secretary of DCF but allowed to remain in the
home, a separate set of case plan documents shall be completed for each child. If a child welfare case management
provider is involved DCF staff shall provide information related to the child's and family's needs to the Child Welfare
Case Management Provider.
3. The following activities are related to all case planning for cases with custody:
1. Meet with mother, father and other appropriate maternal and paternal relatives and unrelated kin;
2. Develop activities and objectives to meet Child Protection Objective(s);
3. Follow through with activities assigned to DCF and/or service provider;
4. Monitor progress of achieving activities with family;
5. Determine with family when child protection objective(s) have been met and a recommendation can be made to the
court that custody be released;
6. Complete Forms 3051, 3052, 3054, 3055, and 3057 if child is at home. In addition, complete 3053 and 3056 if
child is in out-of-home placement, 3059 for youth 14 and older and in out-of-home placement, and 3060 for
children who have been assessed for or placed in a Qualified Residential Treatment Program;
7. Submit court reports as required by the Judicial District;
8. Submit Adoption Tracking Tool when required to the court (See PPM 3321)
9. Review the case plan with the family at least one time between case planning conferences (see PPM 3220);
10. Provide a copy of completed case plan documents for each child in DCF custody to the court at least every 180
days during the time the child remains in DCF custody.
4. For youth who are in the custody of the Secretary at age 14, the case plan shall note that they may request and receive a
high school diploma once they are at least 17 years of age. They shall have achieved the minimum high school graduation
requirements adopted by the State Board of Education and make the request to the school where they are currently
enrolled or reside.
5. Youth age 14 or older shall receive a copy of Appendix 7D, Do You Know Your Rights as a Kansas Foster Youth, and
acknowledge the receipt of the information on the PPS 3051.
6. A PPS 3059 My Plan for Successful Adulthood shall be prepared by the Child Welfare Case Management Provider with
all youth age 14 and older in out of home placement. Youth shall be involved in developing the My Plan for Successful
Adulthood and complete it together in a cooperative manner between the youth and the CWCMP case manager. The PPS
3059 shall be reviewed and updated prior to each case plan and attached to the current case plan.
1. The DCF Regional Independent Living Coordinator or designee may act as a consultant, as needed, in helping the
youth develop the PPS 3059 for youth age 16 who have a case plan goal of APPLA, and all youth age 17 and
older, regardless of case plan goal.
2. The youth shall be assisted in considering and identifying specific options for housing; health care and insurance;
education; opportunities for being mentored; continuing support services; employment supports and services; and
other services needed to maintain self-sufficiency for the youth and if applicable, for any minor child of the adult.
3. The plan shall include where the youth will live and how they will support themselves. Information on available
services, supports, and resources shall be provided to the youth, including if applicable, supports and services for
which an adult with a disability is eligible including but not limited to funding for home and community-based
services waivers.
4. If the youth is age 18 and has not completed high school or obtained a GED, the plan shall include activities to
achieve this goal by June 1 of the year in which they turn 18.
5. The plan may include the purchase of services including Foster Family Transition Services for the youth to be
supported in achieving self-sufficiency.
6. The plan shall identify at least one connection for success. Youth shall also be assisted in identifying additional
connections with community resources for help with housing, employment, transportation, finances, and school.
The CWCMP worker shall work with the young person and community agencies, extended family members, foster
parents and their relatives, teachers or ministers, friends, or volunteer staff to help the young person find
connections for success. All young people shall be provided with opportunities to interact and develop relationships
with dedicated adults in the community. CWCMP staff, including IL Coordinators, shall not be considered for this
purpose.
C. The connections for success shall be documented in Section 6: My Connections for Success in the PPS 3059 My Plan for
Successful Adulthood. Section 6 shall be reviewed at every transition planning meeting with the youth and kept up to date.
3211 DCF Responsibilities for Monitoring Case Plans
DCF staff shall:
A. Review and approve all custody case plans, PPS 3051.
1. A DCF CPS Specialist shall complete the Custody Case Plan Checklist, PPS 3058, to document the review and approval
of the case plan documents.
2. The Child Welfare Case Management Provider shall provide the completed case plan documents to DCF within 3
business days of the case planning conference.
3. The assigned DCF CPS Specialist shall review the case plan using the PPS 3058 and, if all review items are scored "yes",
return the approved case plan to the Child Welfare Case Management Provider within 3 business days of receipt of the
case plan.
4. Chart the child's progress and monitor "reasonable efforts";
5. Track the progress and ensure the Child Welfare Case Management Provider is meeting the goals and objectives
established during case planning conferences for the child and family through a system of both formal and informal
monitoring.
B. If the DCF CPS Specialist is unable to approve the case plan due to required information not being included in the case
planning documents, the case plan shall be returned to the Child Welfare Case Management Provider along with the PPS 3058,
which shall reflect the information that is missing. Case Management staff are responsible to take the steps needed to make the
needed corrections and provide the corrected case plan to DCF for review within 3 business days. DCF staff shall review the
revised case plan and return the approved case plan to the Child Welfare Case Management Provider within 3 business days of
receipt of the revised case plan.
Refer to PPM 3239 for instructions on determining Candidacy for Care
3213 Planning for Child in a Qualified Residential
Treatment Program
A. There are special case planning requirements for children assessed for or placed in a Qualified Residential Treatment Program
(QRTP). For a description of a QRTP, see PPM 5251. For documentation needed for case planning, see the PPS 3060.
B. Documentation shall include:
1. the reasonable and good faith effort of the Child Welfare Case Management Provider (CWCMP) to identify and include
all the individuals required to be on the Child and Family Team;
2. all contact information for members of the Child and Family Team and for other family members and non-related kin
who are not part of the Child and Family Team;
3. evidence that the meetings with the Child and Family Team, including meetings related to the required 30-day
independent assessment of the appropriateness of the QRTP placement, were held at a time and place convenient for
family;
4. if reunification is the goal, evidence demonstrating the parent from whom the child was removed provided input on the
members of the Child and Family Team;
5. evidence the required 30-day independent assessment to determine the appropriateness of the QRTP is completed with the
Child and Family Team;
6. the placement preferences of the family and permanency team relative to the assessment that recognizes children should
be placed with their siblings unless there is a finding by the court that such placement is contrary to their best interest;
7. if the placement preferences of the family and permanency team and child are not the placement setting recommended by
the qualified individual conducting the assessment, the reasons why the preferences of the team and of the child were not
recommended;
8. the written recommendation by the QI regarding the appropriateness of the QRTP placement; and
9. the court approval or disapproval of the QRTP placement.
3214 Planning with Youth Prior to Release of Custody
A. Youth Request Release of Custody
1. A youth 18 years of age or older may seek emancipation by requesting release of custody to the court in writing. See
K.S.A. 38-2203 (c).
B. PPS 3059 My Plan for Successful Adulthood
C. Youth exiting the system because of release of custody at age 18 or emancipation shall have a PPS 3059 My Plan for
Successful Adulthood completed at least 90 days prior to their 18th birthday and/or planned release, to include Section 11, Exit
Plan. The Exit Plan shall include:
1. The youth’s contact information;
2. A back up plan should their plan fall through;
3. Plans for pregnant or parenting youth and their children;
4. A list of documents the youth has in their possession;
5. Employer’s name and contact information;
6. Contact information for those who would know how to get in touch with them;
7. Information about National Youth in Transition Database (NYTD);
8. Information about Power of Attorney/Living Wills;
9. Independent Living Services available from DCF;
10. Contact information for the Independent Living Coordinator.
D. The PPS 3059 My Plan for Successful Adulthood shall verify the following information and items have been provided to the
youth before discharge:
1. Information about the process to request services from DCF after their release and up to their 21st birthday, or prior to the
semester in which they turn 26 for the Education and Training Voucher (ETV) Program
2. Verification the youth's dental, eye care, immunizations, and medical services are up-to-date
3. Copies of health and medical records including immunization records and list of medical providers who have provided
treatment to the youth while in custody; information involving the youth's health care and records shall be completed in
the Health Guide for Kansas Teens booklet. This booklet shall be maintained with current records and information with
the youth and shall transition with the youth upon release of custody.
4. Instruction on use of prescribed medications, how to obtain them, and a month’s supply of maintenance medications when
appropriate
5. Copy of the PPS 5340 Medical and Genetic Information for the Child
6. Information about MCO’s and KanCare
7. Information about the importance of designating a person to make health care treatment decisions on behalf of the youth
if the youth becomes unable to participate in such decisions and there is no relative who would be authorized to make
such decisions
8. Information which provides the youth with the opportunity to execute a health care power of attorney, health care proxy,
or other similar document recognized by Kansas law
9. Certified copy of their birth certificate and information about how to obtain a certified copy
10. Social Security card and information about how to obtain original card. See 5205, DCF Responsibilities at the Time of
Referral to Case Management Provider and Appendix 5F, Requesting New or Replacement SS Card
11. Photo ID or Driver’s license (if youth already has one) and information about how to obtain a license
12. Proof of citizenship and information about how to obtain it. Refer to the KEESM manual Appendix A which outlines
documents to prove citizenship and identity. http://content.dcf.ks.gov/EES/KEESM/Current/Home.htm
13. A copy of their diploma, transcript or GED certificate and information about how to obtain such
14. Any other education records such as IEP the youth may need to be self-sufficient
15. Information on the Foster Care Tuition Waiver Program and Education & Training Voucher Program (ETV)
16. Information and application for Kansas Kids @ GEAR UP for youth grades K-12 found at http://webs.wichita.edu/?
u=KKGU&p=/downloads/
17. Post-secondary scholarship information and application for Kansas Kids @GEAR UP found at: http://webs.wichita.edu/?
u=KKGU&p=/downloads/
18. Contact for DCF for Independent Living Services after discharge from custody
19. Copies of any existing credit reports and verification of corrective action to dispute inaccuracies or identity theft
20. Information about how to contact the adults and community resources the young person has identified as connections for
success in Section 6 of the PPS 3059 My Plan for Successful Adulthood
21. Letter verifying custody of the youth
3220 Updating the Case Plan between Conference Dates
Minor revisions in the case plan which do not add new activities for the family or youth to accomplish, can be done by adding
notations to the PPS 3051, Permanency Objectives or the PPS 7000, Self Sufficiency Plan. The notation shall be initialed and dated by
those affected. A new case planning conference shall be held if the child’s permanency goal needs to be changed. If a new activity
needs to be added due to a new safety or risk concern, the CWCMP shall consult with the PPS Foster Care Liaison whether it can be
noted on the PPS 3055, or if a case planning conference needs to be held.
A. Progress on activities of the case plan shall be discussed during each child/worker visit, worker/parent visit or contact with the
youth and documented by completion of the PPS 3055, or in log notes/visit logs.
B. When a child in DCF custody with a goal of maintenance at home requires a short term (less than 30 days with a plan to return
home) stay out of the home in a detention facility or a PRTF, the PPS 3055 Family/Permanency Plan Review can be used to
indicate the actions taken to address the reasons for the stay out of the home. The PPS 3055 can also be used if the child
requires an out of home stay due to a parents’ temporary unavailability. The PPS 3055, Sections 1 and 2 of the PPS 3052, and
signature page of the PPS 3051 shall be completed with a new case plan date and attached to the current Case Plan documents
(PPS 3051, PPS 3052, PPS 3054, PPS 3057) and sent to DCF, the court, and other parties in the Child in Need of Care case.
3231 Development of Permanency Goals
There are five possible permanency goals: maintenance of the child at home, reintegration, permanent custodianship, adoption, and
another planned permanency living arrangement (APPLA).
Each case plan shall contain a permanency goal for the child. Each child in the Secretary’s custody and in out of home placement shall
have a concurrent permanency goal established, if appropriate, pursuant to Appendix 3F. Also, see Section 3232. The permanency
goal shall be established at the first case planning conference. The case plan shall be monitored until the permanency goal is achieved.
The permanency goal may be changed when it is apparent the original goal cannot be met within a reasonable time frame.
Permanency goals and progress toward meeting the goals are documented on the PPS 3050 Family Service/Preservation Plan or PPS
3051 Permanency Plan.
1. Maintenance of the Child at Home
Maintenance of the child at home is the preferred goal. The child's safety must be assured. Family services or family
preservation services shall be considered as options to prevent out-of-home placement of the child.
The DCF CPS Specialist has the primary responsibility for the initial assessment of the family and for determining the safety of
the child. Once the case is referred to a provider, the DCF CPS Specialist and the Child Welfare Case Management Provider
case manager are responsible for continuing to assess the safety of the child.
2. The tasks required to meet the goal of maintaining the child safely at home are recorded on the PPS 3050, Section 4,
Maintenance Objectives.
Reintegration of a Child in Out-of-Home Placement
For children who cannot remain with their family and must be placed in out-of-home care for their safety and well-being, the
preferred permanency goal is reintegration. Case planning is directed toward addressing those concerns which led to the child
being removed from his or her home. The Child Welfare Case Management Provider shall provide a full array of services to
ensure the parents can resume responsibility for the child in the home in the shortest time possible, with consideration of child's
safety and well-being.
The initial permanency goal for children in out-of-home placement shall be reintegration and efforts shall be made by the Child
Welfare Case Management Provider to achieve that goal, unless the court has ruled that no reasonable efforts to reunify are
required. (See Section 3371)
Activities needed to accomplish the permanency goal of reintegration are recorded on the PPS 3051, Section 3, Permanency
Objectives.
Agency efforts and family progress toward meeting the goals in the case plan are documented in the case logs. This information
is reported to the court at every hearing.
3. Adoption
When reintegration is not viable, adoption by relatives/non related kin, resource parents or another unrelated and approved
family is the preferred permanency goal in most cases.
If a child has been placed out of home for 12 continuous months at the time of the most recent case planning conference, the
permanency goal of adoption shall be considered.
Factors to consider when determining if adoption should be the permanency goal include:
1. The parent's lack of progress in completing the goals and objectives of the case plan successfully;
2. A youth's interest in adoption if age 14 or over;
3. The probability an adoptive family can be developed for the youth;
4. The youth is already placed with relatives/non-related kin on a permanent basis;
5. Age, disability, acute or chronic illness, behavioral issues, or any other single decision element shall not be the deciding
factor when considering whether or not to pursue termination of parental rights and to select adoption as the permanency
goal for a specific child. The best interests and well-being of the child are the goal for any plan for a child's permanency.
If adoption was considered but not established as the goal, the reasons shall be documented in the summary section of the PPS
3051, Section 6.
If adoption is established as the goal, the possibility of obtaining a relinquishment of parental rights from the parent(s) shall be
considered during the case planning conference and by the 12th month of out-of-home placement.
If relinquishment is deemed appropriate, it shall be discussed with the parents and documented in the summary section of the
PPS 3051, Section 6.
Activities needed in order to achieve the permanency goal of adoption are recorded on the PPS 3051, Section 3 Permanency
Objectives.
Progress toward meeting the objectives associated with the permanency goal of adoption is recorded on the PPS 3051, Section
6.
When a child has adoption as the case plan goal and parental rights have been terminated by the court or terminated as the result
of a parent relinquishing rights and agency accepted and approved such relinquishment, the Adoption Tracking Tool (PPS 5400
form) shall be used to compile all relevant information related to moving the matter forward to adoption and provided to the
court (it may be attached to the court report form if one is being filed at the same time).
4. Permanent Custodianship
For those youth for whom the court has determined that reintegration and adoption are not viable permanency options,
permanent custodianship provides the child with the next preferable goal. Permanent custodianship enables the caretaker to
exercise all the rights and responsibilities of a parent without the on-going oversight of DCF. Custodianship may be an option
for youth with or without the termination of parental rights and can be established with either a relative or non-relative.
The activities required to meet the goal of permanent custodianship are recorded on the PPS 3051, Section 3, Permanency
Objectives
5. Another Planned Permanency Living Arrangement (APPLA)
The permanency goal of APPLA is appropriate only for youth age 16 or older, and when documentation has been provided to
the court compelling reasons exist which make all other permanency options unacceptable. The compelling reasons may
include:
1. An older teen requests emancipation;
2. A parent with a disability, who even with supports, cannot care for a child, but a significant bond exists between them,
and the placement resource is willing to sign a commitment agreement for the child to remain in their home, but is not
willing to adopt or be a permanent custodian for the child;
3. A tribe has identified a planned permanency living arrangement for an Indian child.
Choosing this option is appropriate only when there is a specific, long-term placement for the child. Long-term out of home
placement is not an acceptable permanency option and shall not be chosen as a planned permanency living arrangement.
A planned permanent living arrangement is subject to ongoing review at later permanency hearings. Other permanency options
for the child shall continue to be explored throughout the time the child is placed out of the home. At no time shall the
permanency option of APPLA rule out other more permanent options
3232 Concurrent Case Planning
Concurrent case planning emphasizes frequent interactions with birth families to achieve the preferred permanency goal of
reintegration while simultaneously developing another goal as an alternative permanency plan for the child, if reintegration cannot be
achieved. Concurrent case planning minimizes the negative impact of separation and loss on the child, and maintains the continuity in
the child’s family and sibling relationship.
A. The Child Welfare Case Management Provider shall use a concurrent case planning model reflecting frequent parent/child
interactions while the child remains placed in a relative/kin/foster/adopt home, intensive, time-limited work with birth families
targeting the reason the child is in out of home placement, and develop a network of permanency planning resource parents who
can work toward reintegration and also serve as the permanent resource for the child.
1. The Child Welfare Case Management Provider case manager and supervisor shall use the Concurrent Case Planning
Guide (Appendix 3F) or a research based instrument to staff cases where concurrent planning might be in the best interest
of the child.
2. Early reunification prognosis indicators and poor prognosis indicators shall be noted.
3. If the staffing concludes a concurrent case plan should be done, a case plan shall be scheduled within 30 days.
B. When it has been determined by the court that reintegration is no longer a viable option, the alternative permanency goal shall
become the primary goal.
C. Relative/Kin/Foster/Adopt Family Role in Concurrent Case Planning
While efforts are being made to reintegrate the child with his/her family, diligent efforts shall be made to locate an absent
parent, relatives, and/or non-related kin. Reasonable efforts to place a child for adoption or with a legal guardian, including
identifying appropriate in-State and out-of-State placements, may be made concurrently with reasonable efforts to reunify the
child and family. Assessing the out of state placement possibilities when it is in the best interest of the child allows them to
become placement options when it is appropriate. These persons shall be explored as a possible resource for the child if
reintegration cannot be achieved. Relative homes may be approved using DCF PPS standards instead of being approved as
meeting DCF Foster Care and Residential Facility Licensing standards. If the concurrent goal is adoption, the assessment shall
include the KBI, DCF Central Registry, and fingerprint checks. If there are prohibitive crimes, the Child Welfare Case
Management Provider shall send the completed assessment and background checks to the PPS Program Administrator, or
designee, for review.
If relatives and/or non-related kin are not an option, efforts shall be made to find an adoptive family. A foster family who is a
potential adoptive resource provides out of home placement care for the child and works toward reintegration with the family if
the plan is feasible. They also agree to be the permanent/adoptive resource for the child if parental rights are terminated. The
Reintegration/Foster Care/Adoption Provider shall recruit and prepare families for this unique role, as well as provide support to
these families.
Relative/Kin/Foster/Adopt families who have children in their care with a concurrent case plan should understand their dual
role. The Reintegration/Foster Care/Adoption Provider shall select the family by considering the family's ability to not only
meet the current needs of the child but the future needs as well. The placement of a child with a relative/kin/foster/adopt family
shall be made only after a team of professionals have carefully considered all factors relevant to the family and the well-being of
the child.
3233 Development of Objectives and Activities
When developing objectives for the family and child, consideration shall be given to the strengths and needs of each family member.
The objectives shall relate to the results of assessments, and designed to help the family overcome barriers to the child remaining at
home or returning home. The objectives, activities and behavioral changes expected are to be listed on the PPS 3050 or 3051, Section
3.
A. Objectives
1. Objectives shall relate to presenting problems, not prior or anticipated problems.
2. There shall be at least one but no more than three objectives listed with the associated activities and responsibilities. The
objectives shall be taken from the PPS 2030F. (See Section 2820 for FBA timelines.)
3. The case plan shall contain at least one objective that addresses the safety of the child and the reason why the child came
into custody.
4. Objectives shall be measurable and shall state an end result (i.e., what changes will be made).
B. Activities
1. Specific activities to be accomplished by the parents, child and/or other members of the household shall be identified;
2. Activities shall be written at the parent's and/or youth’s level of understanding;
3. Activities shall be listed in the order of priority;
4. Activities shall identify specifically what shall be done, by whom, how, and in what time frames;
5. There may be multiple activities and multiple persons assigned responsibility for completion of the tasks;
6. Activities shall address needs identified through the CLSA.
7. Activities to develop or enhance a support network shall be a part of the case plan.
C. All youth age 14 and older shall have a PPS 3059 My Plan for Successful Adulthood (refer to PPM 3210 and 3214 for steps to
include).
D. All youth must be involved in all planning conferences related to their future and shall help design their plan for self-sufficiency.
E. Behavioral Change Expected
1. Behavioral change expectation statements shall indicate what qualitative, visible differences will occur as a result of the
services provided.
2. Each objective listed in the case plan shall have a behavioral changes expectation identified.
3. Parents’ input shall be considered
4. The statements shall be individualized for the specific family
5. The language used shall be easily understandable.
3234 Participation/Signatures
All individuals who participate in the case planning conference shall sign, either by hand or electronically, the Participants' Signature
section of the form. If a person participates by phone, a copy of the PPS 3050 or 3051 shall be sent to them for an electronic signature
or to sign by hand and returned, this shall be included in the case planning documentation. CPS Specialists Case Managers shall not
sign for participants. The case plan shall be dated with the date the person participated in the case planning conference.
A. The Child Welfare Case Management Provider Case Manager (CWCMP) is required to participate in the case planning
conference and sign the case planning document. If the assigned CWMCP is unable to attend the case planning conference, the
supervisor or case manager covering the case in the absence of the assigned case manager may participate in and sign the case
plan form.
B. For child in custody cases, the third party participant is required to participate in the case planning conference and sign the case
planning document.
C. Participation of both parents in case planning conferences is crucial to the development of the permanency goal for the child.
The parents shall be provided proper notice of the case planning conference and have an opportunity to request a change in the
date, time, or location of the conference. The importance of their involvement and their rights and responsibilities shall be
explained.
D. If the parents do not attend the case planning conference, the case planning conference may proceed. Activities can be assigned
to the parents in their absence. Following the case planning conference, the Child Welfare Case Management Provider shall
attempt contact with the parent(s) who did not attend the conference to review the case planning document. If a parent is in
agreement with the case plan, they sign on the signature page of the original document and date their signature the day the case
planning document is signed.
E. If a parent is not in agreement with the case planning document, they must indicate such on the signature page and sign the form
with the date the signature was made. The parents shall then receive another case planning conference within 14 days of the date
of the request.
F. Parents who are unable to attend due to incarceration, living out of state, hospitalization in a mental health facility or drug and
alcohol treatment shall be offered an opportunity to participate in the case planning conference by telephone.
G. For children age 14 or older, their signature acknowledges that they received and had explained: Appendix 7D, Do you Know
Your Rights as a Kansas Foster Youth; their health rights; and the right to have an annual credit check.
3236 Education
The Child Welfare Case Management Provider (CWCMP) shall assure that the child's education needs are assessed and met and shall
coordinate with the local school district and request copies of school records. The coordination shall include a discussion of how to
ensure the child’s stable placement in school, and if needed, how transportation will be provided to assure the child can stay in the
same school. (See PPM 5254.)
A. Special services shall be pursued when a need is identified or suspected. These may include but are not limited to the following
special services:
1. An education advocate
2. IEP or 504 Plan
3. Vocational rehabilitation services
4. GED or Alternative Diploma
5. SSI
6. Accredited Kansas Virtual School
B. The youth shall work toward completing a high school education, GED or other alternate education plan. A GED can only be
explored if a youth:
1. has dropped out of school and cannot be persuaded to return to school.
2. is 18 years old.
3. is two or more years behind his or her grade level.
C. Youth shall be informed the school district in which they are enrolled or reside must award a high school diploma if the youth
meets minimum graduation requirements and a diploma is requested by the youth. Youth are eligible if they were in the
custody of the Secretary of DCF at any time after turning 14 years of age and are at least 17 years of age.
D. The CWCMP shall encourage local school districts to first and foremost utilize the digital record transfer system made available
via the Kansas State Department of Education (KSDE) when records need to be transferred between schools or school districts.
If a local school or school district is resistant to utilizing KSDE records transmission system or other process for transfer of
records from one school to another , DCF staff may provide a letter giving permission for the CWCMP to collect and transfer
school records (PPS 5255).
3237 Interactions/Visitations
1. Parent/Child Interaction
1. Parents retain the right of reasonable contact with their children, regardless of the case plan goal, unless parental rights
have been legally terminated or the court orders no contact. Maintaining connections for a child in foster care is
important, and interactions/visitations shall not be based on whether the parent/child is completing case plan tasks or
behaving appropriately. For allowable exceptions to visits, see G. below.
1. If the case plan goal is reintegration, in person parent/child interaction shall occur at least once a week, with
telephone and email contact if deemed appropriate and in the best interests of the child. Parent/child interaction
shall increase in duration, as appropriate.
2. If the case plan goal is other than reintegration, the in-person parent/child interaction shall occur at least once a
month, or more frequently if deemed in the best interest of the child.
3. Parent/child interactions shall occur in naturally occurring settings, and foster parents shall have input and
opportunity for involvement in these interactions.
2. The location of the parent/child interactions shall be determined based on the best interests of the child, and the activity in
which the parent and child shall be engaged. When possible, parent/child interactions shall occur in the parents’ home and
be unsupervised.
3. Parent/child interactions may occur in the foster home. Prior to a first interaction in the foster home, roles and
expectations shall be reviewed with the birth parents, child, and foster family.
4. Plans for required interactions between the parent and child, and the schedule for interactions shall be documented on the
PPS 3053, Parent/Child Interaction Schedule. The PPS 3053 is a stand-alone document that shall be updated and sent to
all affected parties whenever the Interaction Schedule changes. Illness, inclement weather or other situations may arise
which may affect a planned interaction; however, documented interactions should demonstrate a pattern of consistent and
frequent visitation.
Parent/child interactions shall be documented in the case file. An encounter data code has been created for these interactions,
and these interactions shall be included in the monthly submission of encounter data to PPS.
2. Supervised Interactions
Interactions shall be supervised as required by a court order, or as determined by the case manager and supervisor. The basis for
the supervision shall be documented on the PPS 3053.
3. Sibling Visitation
Siblings are defined as children who have one or more parents in common either biologically, through adoption, or through the
marriage of their parents, and with whom the child lived before his or her foster care placement, or with whom the child would
be expected to live if the child were not in foster care.
1. The responsibility for arranging visitation with siblings who reside with the parent(s) rests with the parent(s) and shall
occur with the same frequency provided for parent/child interactions unless joint visitation does not further the
permanency goal.
2. Visitation between siblings in the custody of the Secretary and in out of the home placement shall occur at least twice
monthly.
3. When siblings are not placed together, a visitation plan shall be in place which allows for frequent and regular contact
between the siblings not placed together. Sibling visits shall occur at least twice monthly. At least one of these visits shall
occur during a parent/child interaction to allow the parent(s) and all children to be together at least once per month (N/A
if PRT has occurred).
Plans for sibling visitation shall be made at the case planning conference and documented on the PPS 3054 Visitation Schedule.
The PPS 3054 is a stand-alone document that shall be updated and sent to all affected parties when the Visitation Schedule
changes. All sibling visits shall be documented in the case file.
4. Worker/Child Contacts
In-person worker/child contact shall occur a minimum of once a month. Contact shall be with the Child Welfare Case
Management Provider (CWCMP) case manager or a paraprofessional, who is part of the child's case planning team and
responsible for the child’s case. A primary contact, Child Welfare Case Management Provider case manager or paraprofessional
shall be designated on the visitation form. At least half of the worker/child visits shall occur where the child is placed. Plans for
Worker/Child contact shall be made at the case planning conference and documented on the PPS 3054 Visitation Schedule.
The quality of all worker/child contacts shall be documented in the case file, using the CWCMP approved Child/Worker visit
guide or protocols. The guide/protocol shall document the safety assessment, review of progress on the case plan, and alone time
with the child if the child is over 12 months old and/or verbal. The offer of the Monthly Individual Contact PPS 3061 form
shall also be documented.
Worker/child interactions shall be documented in the case file. An encounter data code has been created for these interactions,
and these interactions shall be included in the monthly submission of encounter data to PPS.
5. Worker/Parent Contacts
In-person contact with mothers and fathers, in the family home, shall be at least monthly, when reintegration or maintenance at
home is the goal. For children with a case goal other than reintegration, the frequency of worker/parent contact shall be a family
driven decision reflected in the case plan for the child. Contact shall be accomplished by the child's CWCMP case manager
worker or with a paraprofessional who is part of the child's case planning conference and assigned this activity. Plans for
required contact between the worker and parent shall be made at the case planning conference and be documented on form PPS
3054 Visitation Schedule. All worker/parent contacts shall be documented in the case file.
The required frequency of worker/parent contact may be modified for valid therapeutic reasons documented in the service plan.
Worker/parent interactions shall be documented in the case file. An encounter data code has been created for these interactions,
and these interactions shall be included in the monthly submission of encounter data to PPS.
6. Worker/Sibling Contacts
When reintegration or maintenance at home is the case plan goal for the child referred to out-of-home care, face-to-face worker
contact shall occur with siblings in the family home, to ensure safety of those children. These visits shall occur at least monthly.
Contact shall be with the CWCMP case manager or a paraprofessional, who is part of the child's case planning team. Plans for
the required contact shall be made at the case planning conference and documented on the PPS 3054 Visitation Schedule.
Worker/sibling interactions shall be documented in the case file. An encounter data code has been created for these interactions,
and these interactions shall be included in the monthly submission of encounter data to PPS.
7. Exceptions for Interactions/Visitations
Exceptions to interactions/visitations shall be made only when:
1. There are safety issues that threaten participants, or;
2. The whereabouts of a participant are unknown, or;
3. They are therapeutically inappropriate, based on the recommendation of a physician or mental health practitioner, or;
4. There is a court order that limits contacts.
Exceptions to having interactions/visitations in the home or where the child is living may be made for the same reasons, or if the
parents are homeless. The reason for any exception shall be clearly documented and based on input from team members. Plans for
other ways to stay connected (i.e. phone calls, other media, letters) shall be made.
3239 Determination/Redetermination - Candidacy for Care
In order for the state to receive IV-E administrative funds for activities provided to children receiving in-home services, DCF must
determine if the child meets criteria as a candidate for care. The standard to determine a child is a candidate for care is: the child is at
imminent risk of removal without the services provided in the current case plan, which are intended to eliminate the risk of removal
from the home.
A. Following the initial case plan conference, and no less than every 180 days thereafter during the in-home service case, the DCF
CPS Specialist shall determine eligibility for candidacy for care, after the case plan is completed. An individual child
determination must be made for all Family Service and Family Preservation without regard to custody status, and in-home
Reintegration/Foster Care/Adoption cases. The CPS Specialist shall review the case plan and determine if the child is a
candidate for care, as indicated on the PPS 3050A, for in-home service cases, or the PPS 3052 for children in custody.
B. Review statement on PPS 3050A or PPS 3052, which reads "Absent effective preventive services to assure the child's safety, the
child will be determined to be at imminent risk of removal from the home." If this statement applies to the child who is the
subject of the case plan, check the "Yes" box next to their name. If this statement does not apply to the child, check the "No"
box. The DCF CPS Specialist making this determination shall provide their signature.
C. The DCF CPS Specialist shall provide the PPS 3050A or PPS 3052 along with the case plan to FACTS staff for data entry. The
PPS 3050A Candidacy for Care determination is an administrative process separate from the case planning process and should
not be completed with or provided to the family.
3240 Referral for Guardian/Conservator for Youth With
Intellectual/Developmental Disabilities
Older children/youth with intellectual/developmental disabilities in out of home placement and unable to support themselves
may need to be appointed a guardian/conservator. See KSA 39-1803 for definition of developmental disability.
A. A guardian is defined as a person or an approved non-profit corporation appointed under law to act and make decisions of
physical health and safety on behalf of a legally disabled adult.
B. A conservator is defined as a person or corporation appointed under law to act and make decisions regarding the financial
resources or estate of a legally disabled adult. See KSA 59-3050 et seq. for more information.
C. The youth's case plans, beginning with the case plan following the youth's 16th birthday, shall include tasks related to assessing
the need for a guardian/conservator and identifying the responsible parties to secure a guardian/conservator if the need is
determined. The Child Welfare Case Management Provider shall use the "Decision Making and Function Assessment: Criteria
for Legal Impairment-A Multidisciplinary Tool" DCF form PPS 10610 to assess the need for a guardian/conservator.
D. If a guardian/conservator is needed, the goal is to have a guardian/conservator appointed as soon as possible after the child
reaches age 18. See Section 3214 for information on transition planning for youth turning 18. Youth who have disabilities will
have needs that shall be addressed to plan for their transition to adult services. These include referrals for adult SSI, planning
for living accommodations, and coordination with the CDDO and/or CMHC. If the youth receives SSI as a child, referrals to
the Social Security Administration, through the current contractor, for adult SSI shall be made 90 days prior to the youth’s 18th
birthday.
E. The Child Welfare Case Management Provider shall attempt to identify a guardian/conservator for the youth, if needed, by
checking with the connection for success or mentor for the youth, kin, foster parents, teachers, etc. If the Child Welfare Case
Management Provider has not been able to identify a resource, the Child Welfare Case Management Provider shall consult with
DCF Adult Protective Service (APS) staff in the Region where the child was referred to the Child Welfare Case Management
Provider, to determine the appropriateness of DCF making a referral to the Kansas Guardianship Program for the appointment
of a guardian/conservator. Although DCF APS staff will not officially accept the case until the youth is 17, preparation for
referral to DCF APS can begin prior to that date.
F. Prior to APS making a referral to the Kansas Guardianship Program, the PPS 10600(B) and PPS10610 shall be completed by
the CWCMP and forwarded to the APS Assistant Program Administrator.
G. The CWCMP shall invite the assigned DCF APS Specialist for the APS case and the KGP recruiter to the transition case
planning conference held within ninety (90) days prior to the youth’s eighteenth (18) birthday.
H. If the Child Welfare Case Management Provider has not been able to identify a guardian/conservator for a youth who needs
one, the Child Welfare Case Management Provider shall contact the APS APA and follow the procedure outlined in the Section
10630.
3241 Administrative Desk Reviews
When a child has been in out-of-home placement for 15 of the most recent 22 months since referral, an administrative desk review
shall be held by the Child Welfare Case Management Provider and documented on the PPS 3056, Permanency Plan Desk Review
form. The form shall be submitted to the DCF liaison and the County/District Attorney.
A. The Provider case manager and supervisor, at a minimum, shall participate in the administrative desk review.
B. The Child Welfare Case Management Provider staff shall be in full agreement as to whether reintegration remains a viable
option. If reintegration remains a viable option, the PPS 3056 shall explain why the child is not reintegrated and an anticipated
date when reintegration will occur.
C. If reintegration is not viable, and adoption is the case plan goal, a motion to terminate parental rights must be on file on or
before the last day of the 15th month in out of home placement. If reintegration is not viable and adoption is not the case plan
goal, documentation shall provide a compelling reason why adoption is not in the child's best interest.
D. If permanent custodianship is the case plan goal, there shall be documentation why reintegration is not viable and adoption is
not in the best interest of the child.
E. If Other Planned Permanent Living Arrangement is the case plan goal, documentation shall state that no other case plan goal is
in the best interest of the child.
Detailed instructions are available in Appendix 3Q.
3300 Legal Base/Court Information
DCF and thus Child Welfare Case Management Providers are authorized to work with families in the State of Kansas through the
permission and consent of the family, or by order of the court. The family may or may not be involved with the court while receiving
services. If the court is involved, the child may or may not be placed in the custody of the Secretary of DCF.
Public Law 105-89, The Adoption and Safe Families Act (ASFA) of 1997 (42 U.S.C. 620 et seq. and 670 et seq.) was signed into law
on November 19, 1997 and designed to improve the safety of children, to promote adoption and other permanent homes for children
who need them, and to support families. The law requires CPS agencies to provide more timely and focused assessment and
intervention services to the children and families are served within the CPS system.
ASFA and subsequent amendments to the Kansas Code for the Care of Children state child safety is paramount, and when efforts to
maintain or reintegrate a child with the family are not appropriate, other permanency efforts shall be made.
The Revised Kansas Code for the Care of Children (K.S.A. 38-2201 et seq) was amended to comply with federal ASFA laws, which
require the court of jurisdiction hold a permanency hearing within 12 months of the date the court authorized the child's removal from
the home and not less frequently than every 12 months thereafter.
The Kansas Code for the Care of Children at K.S.A. 38-2268(a) provides “Prior to a hearing to consider the termination of parental
rights, if the child’s permanency plan is either adoption or appointment of a custodian, with approval of the guardian ad litem and
acceptance and approval of the secretary, either or both parents may: Relinquish parental rights to the child to the secretary; consent to
an adoption; or consent to appointment of a permanent custodian.” K.S.A. 38-2269 provides for the termination of parental rights and
K.S.A. 38-2270 the commitment to DCF for the purpose of adoption. KSA 59-2124 gives DCF the authority to accept
relinquishments of children by their parents for the purpose of adoption and establishes procedures for the filing of petitions to adopt.
The policies and procedures are applicable for all children in the custody of the Secretary through the provision of the Kansas Code for
the Care of Children (K.S.A. 38-2201 through 38-2283) or relinquishment (K.S.A. 59-2124)
The provisions of the codes and policies of DCF are incumbent upon private Child Welfare Case Management Providers as well.
Children in the custody of the Secretary and in out of home placement are served by Child Welfare Case Management Providers.
Children are placed by the Court in the custody of the Secretary of DCF in the following ways:
A. The Court may award custody to the Secretary through the provisions of the Kansas Code for the Care of Children. A child in
DCF custody is referred to as a "Child in Need of Care" or "CINC" for short. The Court can choose to allow the child to remain
in the custody of the Secretary as a CINC until his/her 21st birthday.
B. A divorce court may award temporary custody of the child to another person or agency if the court finds the award of custody to
the other person or agency is in the best interests of the child. Temporary custody orders shall remain in effect until there is a
final determination under the Kansas Code for the Care of Children. When the divorce court enters orders awarding temporary
custody of the child to an agency other than the parent, the court shall refer a transcript of the proceedings to the county or
district attorney. K.S.A. 60-1610(a)(5)(C) The county or district attorney shall file a petition as provided in K.S.A. 38-2233
and may request termination of parental rights pursuant to K.S.A. 38-2266.
3320 Working with the Court System
DCF and the Child Welfare Case Management Provider shall have thorough knowledge of the court system. The Kansas Code for
Care of Children (K.S.A. 38-2201) imposes certain duties on DCF for notifying the district court of commitment of initial placement,
subsequent moves after placement, and the child's progress. Notices shall be provided to the judge, guardian ad litem, and all involved
attorneys regarding information relevant to the child and family's progress toward meeting goals for permanence.
DCF shall be responsible to provide these notices and progress reports for the family service cases which include a child, or children,
in the home who are in the custody of the Secretary. The Family Preservation Provider shall be responsible to provide these notices
and progress reports for the cases referred to them involving a child who is in the custody of the Secretary and remains in the home.
The Reintegration/Foster Care/Adoption Providers shall be responsible to provide these notices and progress reports for the children
who are in out of home placement.
Throughout the remainder of this section, if DCF is providing services to a child who is a Child in Need of Care in a family services
case, the responsibilities listed for the Child Welfare Case Management Provider will be applicable to DCF, with the exception of
responsibilities related to out of home placements.
This information is provided to the court through several avenues, including:
A. Periodic reports
B. Testifying in court
C. Notifying the court of certain issues
The court is responsible for notifying all parties of upcoming hearings. However, the Child Welfare Case Management Provider shall
insure the child, the parent(s), and the child's placement are notified of any court hearings.
The Child Welfare Case Management Provider shall document these notifications in the case file.
DCF and Child Welfare Case Management Providers are responsible to the court for all children in the custody of the Secretary of
DCF. The Child Welfare Case Management Provider is responsible for providing reports to the court and DCF for all children under
court jurisdiction as a child in need of care.
3321 DCF and Child Welfare Case Management Provider
Responsibility to the Court
DCF and Child Welfare Case Management Providers are responsible to the court for each child in the custody of the Secretary and are
held accountable for any orders of the court. All reports to the court shall be comprehensive in nature, detailing the gains and losses of
the family and/or child. Each report to the court shall contain detailed case information to explain the child's current situation, the
unique needs of the child, and the plan of action the agency intends to implement to meet these needs. The report shall have a clear
permanency goal, or concurrent goal, if appropriate, the steps taken, and the progress made to meet that goal.
The Child Welfare Case Management Provider shall:
A. Attend all court hearings.
B. Provide any reports requested by the court in a timely manner.
C. Collaborate with Court Appointed Special Advocates (CASA) and Citizen Review Boards (CRB) (where applicable), court
personnel, guardian ad litem and County/District Attorney.
D. Inform the court whether the child has had the opportunity to engage in age or developmentally appropriate activities.
E. Provide the Court with the child's PPS 3003-Court Report unless otherwise specified by the court-at least 10 days prior to the
date of the hearing or per court requirements (if different than 10 days). Assure the content of court report is complete,
accurate, up to date, and addresses specific concerns of the court.
F. When a child has adoption as the case plan goal and parental rights have been terminated by the court or terminated as the result
of a parent relinquishing rights and agency accepted and approved such relinquishment, the Adoption Tracking Tool (PPS 5400
form) shall be used to compile all relevant information related to moving the matter forward to adoption. A copy of the
Adoption Tracking Tool shall be provided to the court (attached to the front of the Court Report if one is being filed at the same
time).
G. Comply with all court orders.
H. Provide written notice to the court of planned and emergency moves, per PPM sections 3361-3364.
I. Beginning when the youth is age 14, prepare a PPS 3059 My Plan for Successful Adulthood with the youth to present to the
court for the court’s approval.
J. Notify the court of jurisdiction when the adoption of a child is finalized.
K. Follow orders from the court and document those orders in the case file. When a court order is received, which appears to go
beyond the limits of the statute, requires something which cannot be accomplished or appears to be contrary to the welfare of a
child, consult legal counsel for guidance and any necessary action.
3340 Documentation of Custody
A written order from the court of commitment signed by the judge with jurisdiction of the case places a child in the custody of the
Secretary of DCF. All court orders authorizing an initial out of home placement and custody to the Secretary are required to be on
forms provided by the Office of Judicial Administration (OJA).
3341 Substantial Consideration of Grandparents
A. If the court does not give custody of a child to a grandparent and the child is placed in the custody of the secretary for children
and families, a grandparent shall receive substantial consideration for placement of the child. The Child Welfare Case
Management Provider (CWCMP) shall assess the grandparents and consider all relevant factors, including:
1. The wishes of the parents, child and grandparent;
2. the extent to which the grandparent has cared for, nurtured and supported the child;
3. the intent and circumstances under which the child is placed with the grandparents, including whether domestic violence
is a factor and whether the child is placed to allow the parent to seek work or attend school and;
4. the physical and mental health of all individuals involved;
B. If the CWCMP decides that the child is not to be placed in the home of such grandparent, the CWCMP shall prepare and
maintain a written report providing the specific reasons for such finding.
For additional information on Relative Placement, see PPM 5234.
3350 Returning the Child Home (Reintegration)
For a child in the custody of the Secretary who has been adjudicated a Child in Need of Care, the Kansas Code for Care of Children
prohibits the Child Welfare Case Management Provider from returning a child to the home from which the child was removed without
providing written notice to the court at least 14 calendar days prior to the planned date of return. After reviewing the information
provided to justify the child's return to a parent, if the court sets a hearing on the matter, the child may not be returned to the parent's
home without written consent of the court.
3361 Informing the Court of Placement Moves
The Child Welfare Case Management Provider shall inform the Court as well as other parties required to be notified, including DCF,
of the child's placement/living arrangements at the time of the initial placement and for all changes in placement. This may be
accomplished by sending a copy of the Acknowledgment of Referral/Notification of Move/Placement form (PPS 5120). If the court
does not approve of the child's placement, a hearing shall be set to discuss placement plans for the child.
3362 Thirty Day Notice of Planned Move
KSA 38-2258 of the Children in Need of Care code (K.S.A. 38-2201) provides for the written notification 30 days in advance of the
planned move for all children in court custody who have been in the same foster home or facility for six continuous months or longer
or in the home of a parent or relative for any period of time.
The notification shall be provided to: 1) the court having jurisdiction over the child; 2) the petitioner; 3) the attorney for the parents, if
any; 4) each parent whose address is available; 5) the foster parent or custodian from whose home or shelter facility it is proposed to
remove the child; 6) the child if age 12 or older; 7) the child's guardian ad litem; 8) any other party or interested party; and 9) the
child’s court appointed special advocate. The notification to the court of jurisdiction and other interested parties allows time for any of
these parties to request a court hearing to determine whether or not the change of placement is in the best interest of the child. The
move may take place prior to the expiration of the 30 days if all parties notified agree in writing to the move.
3363 Hearings Regarding Placement Moves
Within 14 calendar days, anyone receiving 30 day notice of planned move may request either orally or by written motion that the
court conduct a hearing to determine whether or not the proposed change in placement is in the best interests of the child. When
requested, K.S.A. 38-2258 requires the court to schedule a hearing and immediately notify DCF of the time and date of such hearing
and shall notify persons as identified by the court records. The child shall not be moved until action is approved by the court.
3364 Exceptions to Thirty Day Notice of Planned Move
There are two exceptions to the requirement of thirty-day advance notice of planned move:
A. The move is to the home of the pre-adoptive family selected by the best interest staffing team. For these moves, a copy of the
Acknowledgement of Referral/Notification of Move/Placement Form shall be sent to the court at the same time it sent to DCF.
B. The child is being returned to the parent's home. For these moves, written notice shall be made to the court at least 14 days prior
to the planned date of return. After reviewing the information provided to justify the child's return to a parent, if the court sets a
hearing on the matter, the child may not be returned to the parent's home without written consent of the court.
3365 Emergency Placements
DCF or the Child Welfare Case Management Provider may change placement of a child without providing prior notice if:
A. An emergency exists requiring immediate action to ensure the safety and protection of the child; or
B. DCF or the Child Welfare Case Management Provider is notified the child has become unwelcome in the resource home or
residential facility.
In either situation, DCF or the Child Welfare Case Management Provider may transfer the child to another resource home or other
residential facility without prior notice or court approval.
Written notice of the emergency move and the reasons shall be sent to the court, DCF, the parent(s), and the guardian ad litem by the
first day following the move through submission of the Acknowledgement of Referral/Notification of Move/Placement Form (PPS
5120).
3370 Compliance with State and Federal Requirements
The Adoption Assistance and Child Welfare Act of 1980 (Public Law 96-272), and the Kansas Code for Care of Children K.S.A. 38-
2201 thru 38-2283 set practice standards for child welfare services. Among these standards are "reasonable efforts", which have been
reinforced on the federal level by the Adoption and Safe Families Act (ASFA). Providing and/or purchasing services for the family are
methods of complying with these mandates.
If the court finds that reasonable efforts have not been made, the CWCMP will notify DCF Regional Director, DCF Regional Attorney
and PPS Foster Care Administrator within one day of the finding.
3371 Reasonable Efforts
The primary goal of DCF and the Adoption and Safe Families Act (AFSA) is the safety of the child.
A. Reasonable efforts shall be made to prevent the removal of the child from the home. The legal documents (journal entries),
prepared by the court, must articulate reasonable efforts the agency made to keep the child at home or demonstrate an
emergency existed, and the child's safety was in jeopardy, requiring out of home placement.
While it is the court's responsibility to document these efforts, it is the responsibility of the Child Welfare Case Management
Provider to provide the court with documentation of all efforts made to keep the child at home.
Reasonable efforts need to be taken into consideration when determining case plan objectives. It is important to be aware of
services that have already been implemented as well as services that may yet be needed.
Services to the family which are used to document reasonable efforts include but are not limited to:
1. Referral to DCF Family Services;
2. Referral to other community resource agencies (i.e. clothing/food banks, day care centers, churches, and counseling
centers, etc);
3. Referral to services provided by the school system;
4. Referral to the Family Preservation Case Management Provider.
The court shall document this finding at a permanency hearing and a copy of the documentation placed in the case record.
Reasonable efforts to return the child to his/her home continue until at the court permanency hearing find reasonable efforts are not
needed. The court shall document this finding in writing and a copy of the written documentation must be in the case record.
B. Efforts to Return Child Home
In those situations where a child has been removed from his/her home, the Child Welfare Case Management Provider is
responsible for the provision of services to facilitate reintegration. The decision to recommend reintegration is a decision made
by and communicated to the court. The primary factors in this decision are the safety and well-being of the child.
Demonstrating reasonable efforts to return a child home when there is a concurrent plan is especially important.
During the time the child is in out of home placement, the Child Welfare Case Management Provider shall ensure the family
receives services to address the concerns, which resulted in out of home placement. Identification of these services shall take
place during all case planning conferences. The Case Management Provider shall continually monitor the effectiveness of these
services.
In the case of divorced or unmarried parents, the child is considered "reunified" when he/she is placed with either parent,
regardless of the home of removal.
The family shall receive adequate follow-up services from the Child Welfare Case Management Provider during the six months
aftercare period following the child's return home.
Services to the family and/or child, which facilitate reintegration, include but are not limited to:
1. Assistance in building a family support network;
2. Family counseling/therapy;
3. Assistance in accessing school resources;
4. Parenting Classes;
5. Referral to Drug/Alcohol Treatment;
6. Individual Therapy;
7. In Home Services;
8. Budgeting instruction;
9. Employment services;
10. Housing assistance;
11. Assistance in accessing all applicable community resources;
12. Assistance with transportation and in developing the family's transportation resources;
13. Development of a safety plan at reintegration;
14. Development of a crisis intervention plan.
All of these efforts shall be documented in detail in the case record and reported to the court. The court shall determine if the child
may be safely reintegrated and document all such efforts in journal entries. If the court finds reasonable efforts have not been made,
the CWCMP shall notify the DCF Regional Director, PPS Program Administrator and DCF Regional Attorney the same business
day of the finding.
Reasonable efforts to ensure the child's safety at the time of reintegration and during the Child Welfare Case Management Provider
aftercare period shall be documented in the case file and the PPS 3051, Permanency Objectives. The case plan shall be attached to
the PPS 3003, Report to the Court. Other documentation includes any special reports prepared by the Child Welfare Case
Management Provider, case logs, and schools reports/records, resource parent logs/reports, therapist reports, etc.
If a determination is made that the reintegration efforts have not been successful, the Child Welfare Contract Management Provider
shall submit a report to the court recommending termination of parental rights. The court shall document these reasonable efforts in
the journal entries.
C. Conditions When Reasonable Efforts are not Required
Both ASFA and the Kansas Code for the Care of Children clarify that child safety is paramount and efforts to maintain a child
at home or reintegrate the child are not required when:
1. A parent has been convicted of murder of any child;
2. A parent has aided, abetted, attempted, conspired or solicited the murder of any child;
3. A parent has been convicted of a felony battery that resulted in bodily injury to any child;
4. A parent has subjected any child to abandonment, torture, chronic abuse, sexual abuse, or chronic life threatening neglect;
5. Parental rights to any child have been involuntarily terminated; or
6. The child has been in out-of-home placement for 15 of the last 22 months.
When the child is in DCF custody and placed out of the home for 12 continuous months, or 15 of the last 22 months, a Permanency
Plan Desk Review (PPS 3056) shall be completed and consideration shall be given to the termination of parental rights. Unless
there are compelling reasons to the contrary, it is expected the Child Welfare Case Management Provider shall pursue termination
of parental rights.
3372 Permanency Hearings
During a permanency hearing the court shall review evidence and make a written finding whether reasonable efforts have been made
to accomplish the permanency goal and continued out of home placement is necessary for the child's safety. The Child Welfare Case
Management Provider shall track when permanency hearings are due for all children assigned in their region.
A. The initial permanency hearing takes place within 12 months of the date the court authorized the child's removal from the home
and every 12 months thereafter.
B. The court is responsible for sending a notice of the permanency hearing to all interested parties. The court may elect to notify
other individuals as appropriate. Interested parties include but are not limited to:
1. Parents;
2. Maternal/Paternal grandparents;
3. Resource Parents;
4. Adoptive Parents;
5. Court Appointed Special Advocates;
6. DCF and Child Welfare Case Management Provider involved with the child.
C. If the permanency goal is reintegration and the court finds reintegration continues to be a viable option, the court shall
determine when the child shall be returned to the parent. The court may order a new reintegration plan be prepared and
submitted.
D. A permanency hearing is required when there is agreement by the case plan participants that a change in permanency goal is
required. The Case Management Provider shall notify the court of the change in permanency goal and the court shall schedule a
permanency hearing.
E. If the court determined reintegration is not a viable option the county or district attorney shall file a motion to terminate parental
rights or a motion to establish a permanent guardianship with 30 days and the court shall set a hearing on the motion within 90
days of the filing of the motion.
F. For children with a case plan goal of APPLA, at each permanency hearing, the Child Welfare Case Management Provider shall
document in the court report:
1. The intensive, ongoing efforts to place the child/youth with a fit and willing relative, legal guardian, or adoptive parent;
2. That the child’s placement follows the reasonable and prudent parenting standards and opportunities to participate in
appropriate activities;
3. What permanency outcome the child’s desires.
3380 Reports to the Court
The Child Welfare Case Management Provider (CWCMP) shall comply with providing the court any information needed for hearings.
The information shall be provided in a timely manner to ensure the court receives the information before a hearing is held. For a child
in DCF custody a report must be submitted to the court of jurisdiction within 30 calendar days of the date the child entered custody
and at least 180 days thereafter. The court does request a report prior to the permanency hearing, and may request interim reports at
any time. The Child Welfare Case Management Provider shall comply with all such requests.
Reports shall effectively document all case activities, service needs and plans for the child and family, progress being made to achieve
the goal, and substantial consideration of grandparents, as outlined in PPM 3341. The report shall also include recommendations for
further work with the child/family. The CWCMP shall use the Court Report form, PPS 3003, if required by the court, and other
attachments as necessary, including reports from other professional providing services to the child/family. A copy of the Court Report,
PPS 3003, if required by the court, and any attachments shall be sent to DCF at the same time it is sent to the court.
3382 Permanency Hearing Court Reports
Case planning conferences shall be held prior to the date of the permanency hearing in order to allow enough time the Child Welfare
Case Management Provider (CWCMP) responsible for the case to provide comprehensive reports to the court documenting the
permanency recommendations. The CWCMP shall make a recommendation to the court based on the most current information
available regarding the child and his/her family. This recommendation shall include whether reintegration is a viable option and
provide a review of the family progress toward the goals, tasks and objectives. The CWCMP shall ensure all documenting evidence is
available and presented to the court in clear concise language.
3383 Parent and Foster Parent Confidential Report to the
Court
K.S.A. 38-2261 provides the right of foster parents and parents to submit a report to the court at the time of each court hearing. The
report made by foster parents shall in a specified format. Appendix 3G provides a sample cover letter and a sample of the report. The
report submitted by the parent and/or foster parent shall be available to all parties.
The Child Welfare Case Management Provider (CWCMP) shall inform the child's parents and resource parent(s) of the right to submit
a report directly to the court. The CWCMP shall provide the parents and resource parents with information as to the name and address
of the Judge to whom the report may to be sent, as well as the dates of the court hearings. Documentation of this task shall be placed in
the child's case file.
3384 Change of Venue for Out of Home Service Cases
Cases in which jurisdiction is transferred from one court to another are called "change of venue" cases. In many instances, the change
from one court of responsibility to another will also require a change in DCF region of responsibility and a change in the Child
Welfare Case Management Provider (CWCMP) providing out of home services.
A. Change of Venue to Another Region
1. CWCMP responsibility ends for children who reside in out-of-home placement when there is a change of venue to another
region. A referral will be made to the Reintegration/Foster Care Provider in the new region. The referral to the receiving
CWCMP shall be sent by DCF Regional staff within 5 working days of the receipt of information from the receiving
court documenting the acceptance of the change of venue. The sending Provider shall promptly notify DCF staff of the
change in venue to a new region and send DCF the Acknowledgement form indicating case closure due to change of
venue. The receiving Provider shall also promptly acknowledge the referral by sending DCF the Acknowledgement form
(PPS 5120).
2. A change of venue case is not considered as fully transferred to the receiving region until the following occurs:
A. the case is accepted by both the receiving court, including any Tribal courts, and the PPS Support Services
Administrator, or designee, in the receiving region.
B. The case is formally assigned to DCF staff within the receiving region for the case to be accepted within DCF as a
"change of venue" case.
C. The sending CWCMP or Tribe has provided documentation, including but not limited to the complete file, court
report(s), case plan and other pertinent documentation.
D. The receiving CWCMP or Tribe confirms documentation has been received and a staffing has occurred between
both agencies, as well as notify DCF of completed transfer.
3. In some situations, a family may have children residing in out of home placement while another child or children are
being served in the aftercare period. When a change of venue occurs in this situation, the Reintegration/Foster Care
Provider in the receiving region will receive a new referral for any children in out of home placement but will then be
expected to assume responsibility for serving the child or children who remain at home. The requirement of contact with
the child within 4 hours of the referral, contact with parents, and the initial team meeting may be waived by Regional
DCF staff. The new CWCMP is required to notify the family within 5 working days of the new referral that a new case
manager has been assigned, and to provide their contact information.
4. The overriding principle guiding this situation is the family is only served by one CWCMP.
B. Change of Venue within a Provider Region
1. CWCMP responsibility does not end when there is a change of venue for a child in out-of-home placement when the
venue change is within in the same region.
2. When the change of venue is within the region, the Provider shall promptly notify the original DCF office of the venue
change. The original DCF office shall transfer all files and service responsibility to the receiving DCF office.
C. Change of Venue in Aftercare
1. CWCMP responsibility does not end when there is a change of venue for a child in the aftercare period, whether the child
is in DCF custody or not and whether the venue change is within the same region or to another region.
2. The original CWCMP is responsible for providing case planning information and other requested information to the court
for children in DCF custody and to the appropriate DCF staff, in addition to providing the needed services to the child and
family to maintain the child's permanency.
3. If the child must return to an out of home placement within 6 months and is still in DCF custody, the CWCMP sends an
acknowledgement to DCF. If the child is no longer in DCF custody or has been home longer than 6 months, DCF sends a
new referral to the CWCMP in that Region.
See Appendix 3R for additional information.
3385 Transfer of Custody to Tribes for Out of Home Service
Cases
Child Welfare Case Management Provider (CWCMP) responsibility ends for children who reside in out-of-home placement when
there is a change of custody to a federally recognized tribe. The CWCMP shall promptly notify Regional DCF staff of the change in
venue to a tribe by sending DCF the PPS 5120 RE/FC/AD Acknowledgement of Referral/Notification of Move/Placement Change
Acknowledgement form indicating case closure due to change of venue. DCF staff shall forward the information to the tribe within 5
working days of the receipt of information from the receiving court documenting the acceptance of the change of venue. The tribe shall
promptly acknowledge the receipt of the information by e-mail.
A change of custody case is not considered as fully transferred to the tribe until the case is accepted by both the tribal court and the
tribal social service designee. Once fully transferred, the regional DCF office shall transfer all files and service responsibility to the
tribe.
3400 Relinquishment/PRT
When adoption is the plan, services shall be provided which result in the termination of the child's parental rights:
A. Voluntary relinquishment of children to DCF by parent(s) or legal guardian; or
B. Termination of parental rights by the court with the child remaining in the custody of the Secretary.
Careful case documentation is essential in order to remove legal barriers to adoption. Child Welfare Case Management Providers and
others providing services to the family face a high probability of having to testify in court as witnesses to the family's successes and
failures in completing the tasks and objectives of the case plan.
3410 Documentation for Parental Rights Termination (PRT)
Documentation of parental responsibilities to achieve reintegration shall be related to the parent's failure to comply, not DCF/Child
Welfare Case Management Provider's (CWCMP) failure, to provide services.
Careful case documentation is essential in order to remove legal barriers to adoption. CWCMPs and others providing services to the
family face a high probability of having to testify in court as witnesses to the family's successes and failures in completing the tasks of
the case plan.
The case file shall document all services provided to assist the family in meeting the tasks and objectives of the plan, including:
A. the family's ability to cooperate with all persons involved in providing services
B. the family's ability to make and keep appointments with providers
C. parent/child interactions, including dates, missed interactions, and reasons why
D. observations of parent/child relationship
E. transportation to and from appointments
3420 Steps to Relinquishment
When Child Welfare Case Management Provider staff becomes aware of a parents’ desire to relinquish his/her child to DCF and
adoption is the case plan or concurrent case plan goal the staff shall discuss relinquishment with the birth parent(s), DCF staff and their
supervisor to determine if relinquishment is appropriate.
The Case Manager shall provide to and discuss with the parent(s) the letter "Notice to Parent Considering Relinquishment", which is
available in Appendix 5G. The parent(s) shall be encouraged to discuss the contents and implications of this letter with their attorney.
If the decision is made that it is in the best interest of the child for relinquishment to occur, the Case Manager shall complete the
Appendix 5J Relinquishment of Child to Agency.
3430 Voluntary Release/Relinquishment
K.S.A. 38-2268(a) provides “Prior to a hearing to consider the termination of parental rights, if the child’s permanency plan is either
adoption or appointment of a custodian, with consent of the guardian ad litem and the secretary, either or both parents may: relinquish
parental rights to the child; consent to an adoption; or consent to appointment of a permanent custodian.” The Secretary of DCF will
accept a relinquishment only if there is a current CINC case with custody awarded to the Secretary. The Secretary or Secretary's
designee has the right to refuse or accept any relinquishment if termination of parental rights is not in the child’s best interest.
If the relinquishment is not accepted, a new case plan shall be written within the next 30 calendar days. Adoption may be considered at
any case planning conference but must be discussed at the case planning conference which is held following the one-year anniversary
of the initial out-of-home placement of the child. Relinquishment can be considered only if adoption is the case plan goal or the
concurrent case plan goal for the child and it is documented that the plan is in the child's best interest. There must be a reasonable
expectation that adoption of the child can be achieved.
Parents shall relinquish their legal rights to their children in writing, before the court of jurisdiction, or before a notary if necessary.
Arrangements shall be made for the child's Child Welfare Case Management Provider to receive the relinquishment papers once they
are signed by the judge or notary and forward them to DCF for acceptance. DCF shall send notification to the parent’s last known
address, Guardian ad Litem and the County or District Attorney of the acceptance or non-acceptance of the relinquishment.
3431 Relinquishment of Indian Children
Special circumstances exist when a child and or parent(s) of Indian heritage are involved in a relinquishment.
The DCF Foster Care Liaison must work closely with the region attorney to ensure court documents and processes for relinquishment
meet the requirements of the Indian Child Welfare Act.
A. The following must be addressed:
1. The parent(s) or Indian custodian is of sound mind and body and not under undue restraint, duress, or influence of illicit
drugs or other substances.
2. The tribal heritage of the parent(s) or Indian custodian and the child is documented. This may include tribal identification
numbers.
3. The legal rights to the child are being relinquished to the Secretary of DCF.
4. The primary language of the parent(s) or Indian custodian must be documented.
5. If English is not the primary language, it must be demonstrated that the terms and consequences of the relinquishment
were interpreted into a language the parent or Indian custodian understood.
6. The relinquishment must not be given prior to or within 10 days after the birth of the Indian child.
7. The relinquishment must be signed in front of a judge.
8. The parent or Indian custodian must understand that the relinquishment can be withdrawn prior to the filing of the final
order of adoption.
9. The parent or Indian custodian does not reside upon an Indian reservation.
10. The parent(s) or Indian custodian may execute a consent to adopt in lieu of a relinquishment. The same safeguards apply.
11. The adoptive parents of an Indian child are named in a consent to adopt but are not in the case or a relinquishment.
12. If a consent to adopt is executed, the case is then considered a private adoption and the agency is relieved of custody of
the Indian child. No adoption subsidy is available to the adoptive parents when a consent to adopt is executed.
B. Inquire as to whether the child/family has any Indian tribal affiliation (per the Indian Child Welfare Act). If so, it is important to
have the names of the ancestors to determine tribal enrollment and to obtain permission of the tribe to proceed with placement.
Review the documentation of ICWA compliance and update the form PPS 5340.
C. Indian tribal affiliation shall be determined at the time the child comes into the custody of the Secretary, not at the time of
relinquishment. However, relinquishment procedures with Indian children differ from that of non-Indians, and the worker shall
make certain there is no Indian tribal affiliation before the relinquishment process proceeds.
3440 Termination of Parental Rights
While it is the court's decision to terminate parental rights, it is the responsibility of DCF (with Child Welfare Case Management
Provider input) to make recommendations to the court and to provide comprehensive written documentation to support those
recommendations.
The legal termination of parental rights, or a parent's desire to relinquish parental rights, both viable options for the eventual
achievement of permanency, may not always be the best alternative for children for whom reintegration is not possible. It is not a
means of punishing the parent; it is a means of serving the child. The DCF attorney is available to aid in making decisions and in
answering questions. If the decision is made to seek termination of parental rights and the option of relinquishment is appropriate, the
parents shall be offered the opportunity to relinquish. To address PRT/Relinquishment issues, the Child Welfare Case Management
Provider shall assist the family in obtaining services and support to help them deal with emotional issues surrounding these events.
3441 Criteria for Considering Termination of Parental
Rights
Factors to consider in making the determination are to include but not be limited to the following:
1. An alternative case plan goal is appropriate and in the child's best interest.
2. Why the child came into care - abuse, neglect, or abandonment.
3. The age of the child - the younger the child is, the more serious the need to consider termination.
4. The ability of the parent to meet the child's needs and meet the requirements of the case plan.
The Permanency Staffing Guide in Appendix 3S is available for additional criteria to consider.
3442 Compelling Reasons Not to Pursue Termination of
Parental Rights
The Adoption and Safe Families Act (AFSA) defines certain circumstances under which the court may find that termination of
parental rights is not a viable alternative for the child.
A. Those reasons include:
1. A reason(s) (as documented in the case file) exists to support the decision that neither the permanency goals of adoption
or permanent custodianship are in the best interests of the child;
2. The child is in a stable placement with relatives/non-related kin;
3. Adequate services to the parents were not provided by the agency to address the concern(s), which resulted in the child
entering out of home placement.
B. DCF and the Child Welfare Case Management Provider (CWCMP) shall make diligent efforts towards the child achieving
permanency while in a relative/non-related kin placement. Therefore, DCF shall pursue either adoption or permanent
custodianship as the permanency goal for a child in a stable relative/non-related kin placement when reunification is not a viable
permanency goal.
C. If both DCF and the CWCMP agree the family is making adequate progress towards reintegration of the child and reintegration
will take place within the next 180 days, a recommendation may be made to the court to delay termination of parental rights
efforts for up to 180 days. The parent's progress toward reintegration shall be carefully monitored and documented and a date
set as to when the child shall be reintegrated.
3443 Information Required by the County/District Attorney
A. The following information shall be provided to the county/district attorney to justify the petition to terminate parental rights:
1. A list of the names and address of persons to whom a notice of hearing must be sent. This list includes but is not limited to
both birth parents, maternal/paternal grandparents, their respective attorneys, resource parents, the guardian ad litem,
CASA, DCF and Child Welfare Case Management Provider, therapists, medical experts, and the child's current and
former placement providers;
2. A current court report with supporting attachments. The report must list the reasons DCF is recommending that
termination of parental rights is in the best interest of the child;
3. A description of the reintegration services provided to the family and the results of the provision of these services;
4. A copy of the child's birth certificate;
5. If the child is Indian, documentation of the information gathered from the tribe
6. A list of potential witnesses, their addresses and telephone numbers;
7. Copies of all previous case plans;
8. The social history(ies) on the child and his/her family;
9. Psychological, drug and alcohol evaluations pertinent to the case;
10. Reports from other service providers, the child's school, other courts or state child welfare systems, or other entities if
appropriate.
11. The progress the family made or did not make toward meeting the permanency goal;
12. The child's development and behavior while in out of home placement; and
13. After addressing how termination of parental rights may impact the child.
B. This information shall be sent to the County/District Attorney's Office within 45 days of the case planning conference at which
the permanency goal is changed to adoption. The time may be extended to 60 days if the required information is not under DCF
control, this shall be documented in the child's case file.
C. If termination of parental rights is denied by the court, a new permanency goal shall be determined at a case planning
conference. This shall be held within 30 working days of the receipt of the written journal entry or other documented form of
notice.
3444 Preparing the Child for Termination of Parental
Rights
The following tasks shall be completed prior to the termination hearing:
A. Arrange for a visit to the courtroom, if the child is to appear in court.
B. Arrange a meeting with the guardian ad litem.
C. Notify the therapist of the recommendation of termination so the therapist/counselor can help the child be prepared.
D. Actively involve the foster parents in helping the child be prepared.
E. Supervise interaction with birth parents(s).
F. Arrange a final interaction with the birth family. Taking pictures during the final visits is appropriate, not only for the child's life
book but also for the birth parents/family.
G. Work with the child regarding the termination, the final visit, separation and loss issues, and planning for permanency.
3500 Case Closure
When a child is in the custody of the Secretary, the case shall be closed only when the Department has been released of Custody by
order of the court or the youth has reached the age of 21.
3800 FACTS Case Planning Services Procedures
Complete screen navigation requirements for entering case planning conference information into FACTS are located in the Service
Management section of the FACTS User Manual, Volume II, Section 300. Codes for applicable screens in FACTS are located in the
USER Manual, Volume I, Section 800. If the case plan involves a referral to a Child Welfare Case Management Provider, then
information regarding that referral service action on INIT, PLAN, and RESP (as applicable to plan type) must be complete and added
on the same day of referral to the provider. Otherwise, information shall be entered on INIT, PLAN and RESP (as applicable to plan
type) within 5 business days from the date of occurrence, action, or agency decision regarding a child or family. Case information
that is required in FACTS and which is received from outside agencies shall be entered within 5 business days of receipt of the
information.
3810 Establishing an Initial Case Planning Conference
(INIT)
A case planning conference can not be established for any family in FACTS until the CASE is open and successfully processed. Case
planning types, goals, and effective dates entered into FACTS shall match information on case plans. An individual's first plan and/or
service is entered on INIT. The INIT screen is only completed once for an individual's plan. Users will see information from INIT on
the PLAN and RESP screens once successfully added. The PLAN screen reflects information from INIT and is where a user updates
case planning goals and case planning conference information. The RESP screen reflects information from INIT and is where a user
adds and updates services for a client. Information regarding case planning types and service actions is located on the Family Based
Assessment Summary and court orders if applicable. When a plan is added, a plan ID number is generated.
3811 Entering Plan Type
1. Family Case Plan
Family Case Plan (FP) type is entered on each non-custody member of the family who is the subject of a service or
specific task.
2. Law Enforcement (LE) Plan
A law enforcement plan (LE) type is entered to document a child or youth's episode of police protective custody. The begin
date is the date the child was placed in police protective custody. If this date precedes the case open date, refer to PPM
1872 regarding date to use for case open date on CASE screen. For law enforcement protective custody, the end date of
the LE plan is the date child returns home from law enforcement protective custody or enters DCF custody. Placements in
an emergency shelter prior to agency custody are considered a protective action service (PR08N), not a placement (FO…)
code. See PPM section 2832 for additional information.
3. Child Custody Plan
A child custody plan type (CC) shall be entered for each child in the custody of the Secretary of DCF who has been
ordered by the court to be removed into an out of home placement. The begin date of a CC plan is the date the child was
ordered by the court to be removed into out of home placement and in agency custody. This information is located on an
order of DCF protective, temporary, or adjudicated custody, whichever comes first. If the custody date precedes the case
open date, enter the case open date. If the child's first out of home placement is either a locked facility or hospital for acute
care and the child has not been referred to a foster care provider, enter and SC plan and refer to PPM section 3811E (SC
plan). If the child ran or family ran with child prior to DCF having physical custody of child, then first placement is AWOL
(FO09N) on a CC plan. The end date of a CC plan type is either the date the child is released from custody or the date the
child had been placed back home for a period of 6 months, the date a youth age 18 is no longer IV-E eligible, or the date
an individual turns age 19, whichever comes first. When a CC plan type ends, discharge information is required per PPM
3835. If the youth is placed at home and while on a CC plan turns 18, keep youth on the CC plan until discharged or
placed at home for 6 months, whichever comes first. Discharge reason is reunification (RU). If youth still has not been
discharged after 6 months, close the CC plan and open an RC plan. No EC plan is required in this situation. The reason
for discharge for youth age 18 who are no longer IV-E eligible (GA01N) or individuals who turn age 19 and are no longer
IV-E eligible (GA01N), whichever comes first, is emancipation (EM) unless they are already placed at home (FO06N) on
CC plan. This plan type affects AFCARS federal requirements.
4. Reintegration Custody Plan
A reintegration custody plan type (RC) shall be entered for each child in DCF custody who has been returned home for a
period of 6 months. Initiate (IN) the service action code FU01N with service source code FGC, and service request code of
CM. The begin date of a RC plan is the day following the end of the six month period that the child was placed home. The
end date of a RC plan is the date that custody is released, or the date that the child reenters out of home placement,
whichever comes first. Do not enter a placement service action code. On a RC plan type there is no CORT requirement.
Enter on SESS the case plan conferences after the RC plan type starts and enter the tasks and services on RESP when
the new case plan is received. If a child has been placed at home for 6 months, and reenters out of home placement, this
out of home placement is considered a new removal episode for the purposes of AFCARS, thus a new CC plan and
removal information would need to be added. Initiate a new PR09N for each new CC plan.
5. DCF Custody Only Plan
A DCF custody only plan type (SC) shall be entered for each child in the custody of the Secretary of DCF who does not
have a removal ordered. Initiate (IN) the service action code FU01N with service source code PSW and service request
code of CM. The begin date of a SC plan is the date the agency received custody of the child. This information is located
on an order of DCF protective, temporary, or adjudicated custody, whichever comes first. If the custody date precedes the
case open date, enter the case open date. The end date of a SC plan is either the date the child is released from custody
or the date the child is removed into out of home placement for reintegration/foster care services, whichever comes first.
Do not enter a placement service action code. On a SC plan type there is a CORT requirement. Enter on SESS the case
plan conferences after the SC plan type starts and enter the tasks and services on RESP when the new case plan is
received. If a child enters the custody of the Secretary of DCF who has not been referred to the foster care provider and
the child's first out of home placement is either a locked facility or hospital for acute care, then a SC plan shall be opened.
Once the child has moved to a foster care like setting (i.e. foster home, relative, residential, shelter, etc.), the SC plan will
be closed and a CC plan shall be opened. The removal date for the CC plan shall be the date the child was placed in the
foster care like setting.
6. Emancipation Custody Plan
An emancipation custody plan type (EC) shall be entered for each child in DCF custody who is age 18 and is not IV-E
eligible (GA01N), or reaches age 19. The begin date of a EC plan is either the day following the date the 18 year old is no
longer IV-E eligible (GA01N), or the day following the date the individual turns age 19 and are no longer IV-E eligible
(GA01N). The end date of an EC plan is the date that custody is released. Initiate (IN) a placement service action code.
Do not enter a PR09N responsibility. On an EC plan type there is a CORT requirement. Enter on CORT the court dates
after the EC plan type start date. Enter on SESS the case plan conferences after the EC plan type starts and enter the
tasks and services on RESP when the new case plan is received. If the youth is placed at home while on a CC plan and
then turns 18, keep youth on the CC plan until discharged or placed at home for 6 months, whichever comes first.
Discharge reason is reunification (RU). If youth still has not been discharged after 6 months, close the CC plan and open
an RC plan. No EC plan is required in this situation
7. Private Adoption Plans
A private adoption plan type (PA) is used only to enter private adoptions that do not involve children in DCF custody. This
plan type documents a non-recurring payment is made to assist a family who has adopted a child who was not in DCF
custody. This plan type affects AFCARS requirements.
8. Self Sufficiency Plan
A self sufficiency plan (SS) is only used for youth who are not in DCF custody and are receiving independent living
services as per form PPS 7000. Use the goal type of maintain with family (MFM) on a SS plan type. Do not enter a
placement service action code. A SS plan is not opened on youth who are still under a CW/CBS provider. Initiate (IN) the
service action code FU01N with service source code PSW. (Refer to PPM section 7800 for additional information on
entering independent living youth not in DCF custody). If youth who is on an open SS plan is referred for family
preservation services or family services, a FP plan shall not be opened. Information for the family preservation services or
family services , such as family preservation referral code (PR03N) or family services referral code (PR10N), will be
entered on the open SS plan.
3812 Entering Review Dates
Enter a review date when a case planning conference has occurred. The case planning conference date shall match the first date
indicated in the time period covered on the PPS 3050 or 3051. This field is an AFCARS requirement. If no case planning conference
has been held and the plan is closing, enter the date of initial team meeting with the family or date of court hearing, whichever was
most recent, in the review date field.
3813 Entering Plan End Information
Information on plan end dates is entered when a plan closes. In order to add this date, a review date must be entered. If no case
planning conference occurred prior to ending the plan, enter the date of initial team meeting with the family or date of court hearing,
whichever was most recent in the review date field. When a plan ends, the results code field is required. The results field code reflects
how the agency views the plan completion-successful or unsuccessful. In order to gain this information about plan end results, consult
with the assigned worker. To close a plan, all court information and responsibilities must be closed.
3814 Entering Goals
The case planning goal type and start dates for initial and subsequent case planning activity entered into FACTS shall match
information on the FBA summary, case plan, and/or referral documents to the Child Welfare Case Management Providers. If the
permanency goal for protective custody has not yet been established enter "NYE" in FACTS. If the goal is reunification, enter "RUC".
If the child is in custody and placed at home, the goal type is "MFM". If the goal for a youth in custody is Another Planned Permanent
Living Arrangement (APPLA), enter "EMA". If the goal for a youth in custody is Adoption enter (ADP). If the goal for a youth in
custody is Custodianship/Guardianship with a non-relative, enter (GUS). If the goal for a youth in custody is
Custodianship/Guardianship with a relative, enter (GRL). End dates for case planning goals reflect the day the final goal was
achieved or the date the plan closed.
3815 Entering Removal Information
Removal codes, dates and reasons are entered only for those children in DCF custody who have been removed by a type of court order
("C") from their home or been voluntarily relinquished ("V") to the agency by their care giver. The date of removal is the date when
the child was removed from the home and should match the PPS 5110 or date of Relinquishment on the YA 2303. The removal date
may be different than the date of DCF custody; however, the removal date entered into FACTS cannot be a date prior to the start date
of the child custody plan. A removal date is only entered once for each custody episode. FACTS can record up to15 (fifteen) removal
reasons. To the greatest extent possible, FACTS reasons for removal shall match reason on the PPS 5110 referral form. Enter the
primary reason for removal from PPS 5110 in the first reason for removal on the PLAN screen. Enter the secondary reason for
removal from the PPS 5110 in the second reason for removal on the PLAN screen. If a child is removed from the home for reasons of
maltreatment (e.g. physical abuse or neglect) and reasons of non-abuse neglect/(FINA) (e.g. child behavior problem or caregiver
inability to cope), then select and enter the reason (s) of maltreatment prior to entering the reasons of non-abuse neglect/(FINA) unless
the non-abuse neglect/(FINA) reason is the primary reason for removal. The removal date is a field subject to timeliness error for
AFCARS if not entered timely.
Enter the address of the removal home on the RMLA screen from the PPS 5110. If the address is unknown, such as in the case of
abandonment or homelessness, the address will need to be listed entered as Unknown and zip will be all zeros. The event # (intake)
associated to the removal will also need to be entered on the RMLA screen and is located on the PPS 5110.
3821 Entering Services Requested
Select code appropriate to service type being provided to the family. For children in DCF custody, the service requested in involuntary
placement "IP" except for runaways, which is voluntary placement "VP". The achievement date is the date that the DCF worker
anticipates that the service, task, or placement will end or be achieved.
3822 Entering Information Regarding Services, Tasks, and
or Placements
A. Service Action
Enter the first service or task that is planned, recommended, or currently initiated with a client in the Service Action field on
INIT. If there is more than one service action or tasks for an individual, these additional services are entered onto the RESP
screen. With exception to subsidy service actions, all codes entered end with the letter "N", indicating nonpayment activities.
Information to complete this data field is located on the Family Based Assessment Summary Child Protection Objectives,
Acknowledgment/Change in Placement Form, case plans and other documents regarding health and well-being of family
members. Enter waiver information on all children who are eligible for or receiving any HCBS waiver and who are part of an
open case. This action affects youth served by the Child Welfare Case Management Providers (up to the point an adoption is
finalized), and family services. To enter waiver information, enter the service action code of "FU08N" and service request code
of "WA". If the service action is planned (child is eligible, but not yet receiving) use responsibility status code of "PL". Use
responsibility status code of "IN" if waiver service has started. Use service source code 'PHD' for Physically Disabled waiver
'MRD' for Intellectual/Developmental Disability (I/DD) waiver, 'TEA' for Technologically Assisted waiver, 'HDI' for Head
Injury waiver, 'SED' for Severely Emotionally Disturbed waiver, 'AUT' for Autism waiver, and 'PTF' for Psychiatric Residential
Treatment Facility waiver.
B. Service Source
Enter the service source of the particular service action. Information in this field shall match pertinent documents such as case
plans, placement change documents, etc. The description field reflects a provider name or short description of case planning
task. For non-facility placement providers, the name of the provider is entered as follows: Last Name, Female Head first
name/Male first name. Descriptions for facilities shall match provider list on the residential rate sheet.
3823 Entering Worker Number
Worker number is only entered when an DCF worker other than the assigned CPS Specialist is completing a service action, for
example a program support worker helping with budgeting or transportation. The worker start date is the date that the additional DCF
worker began the service delivery with that family. Only DCF staff with an assigned FACTS worker ID can be entered in this field.
3824 Entering Start Dates and Status
The Responsibility Status field displays the current status of the responsibility on the screen. A history of changes in status is
maintained by the system, however this specific history is not seen by users. Responsibility status is a required field. To start a
responsibility or indicate a planned responsibility, enter codes applicable to the service, task, or placement. For planned or
recommended responsibilities, enter PL; for clients referred to providers, enter IN and the referral date. To show that a service has been
initiated, enter IN for agency initiated activity. If a short-term service was planned and initiated on an initial plan (INIT) within a 30-
day period, the open code of PI is used. Dates shall match partner document in the case file for referrals to providers and placement
moves.
Effective dates for responsibilities reflect the current status begin date. This field is updated with the status field as needed for various
service actions to reflect referral dates, initiated dates, and end dates. Although this field is typed over as needed for updates, the
initiated date is always kept in view for the user in the "RespInDt" field.
3825 Entering Family Structure Code
A family structure code is entered only for children who are placed in DCF custody the custody of the Secretary and removed from the
home. A family structure code is entered for both the removal family and the foster care family. The family structure code for the
removal family can be obtained from the referring CPS Specialist, and is entered on the PR09N RESP. When entering a family
structure code on the removal family, the primary and secondary caretakers shall be identified on RELS. If the family structure on the
removal family is unknown such as in the case of abandonment, enter UTD (Unable to determine) as the family structure code. The
family structure code for the foster family is entered on PROM.
3831 Entering Plan Type on PLAN Screen
Data previously entered on INIT displays on PLAN, and the PLAN screen is where information is updated or closed. If there is a need
to change the plan type, close the existing plan and open the new plan. For example, a child who was in law enforcement custody (LE),
then placed into DCF custody and out of home placement requiring a child custody (CC) plan, the LE plan must be closed before
starting the CC plan. The end date for a FP plan is the date the provider closes their active case, or the date DCF ends their direct
delivery in family services. To enter a new plan, a previous plan must be ended.
3832 Updating Plan for Dually Adjudicated Individual
A. Adding Dually Adjudicated Status to a CC Plan
To reflect a KDOC-JS (Kansas Department of Corrections - Juvenile Services) dual custody, enter the service action code of
FU01N and the service source code of JJA. The responsibility start date of the KDOC-JS case management service action is the
date the youth was dually adjudicated. The current custody plan should remain open and the case shall be maintained in
FACTS. Update review dates as needed. Work with local community case management agencies to obtain this information.
Close all other tasks and placements responsibilities, except for the PR09N service action code. When closing the placement
service action code use status closure code "AD". Assess IV-E eligibility and put in the appropriate EP segment into the KDOC-
JS CASIMS system.
If there are CINC custody children on the case as well as a JO, the case shall remain open.
B. Removing Dually Adjudicated Status from a CC Plan
Access RESP screen and end the KDOC-JS case management service action responsibility.
C. Closing Dually Adjudicated Cases
If CINC custody ends, and the youth transfers to KDOC-JS custody, enter Transfer to Another Agency as the reason code and
enter the date that DCF custody was discharged in the "EndDt" field on the PLAN screen. Entry of a review date in the Review
Dt field on the PLAN screen is required by the system. If CINC custody ends regardless if youth transfers to KDOC-JS custody
or not, enter CM in the RESPStatus field on the last placement service action code, enter a discharge reason, and the date child
was released from custody.
3833 Entering Permanency Goal on PLAN Screen
Data previously regarding case plan goals entered on INIT displays on PLAN, and the PLAN screen is where information is updated.
The permanency goal entered in FACTS shall match information on case plans. The goal type is updated only when the permanency
goal changes. Start dates for goal types are updated in accordance with permanency goal changes indicated on case plans.
3834 Entering Service Actions on RESP Screen
A. Status
Data previously entered regarding service actions entered on INIT display on RESP, and the RESP screen is where service
action information is updated. When a service has ended, closure codes for that responsibility are entered. Enter "CM" as a
status closure code for a placement only if that placement is the child's last placement prior to discharge from DCF custody.
Entering CM on a placement will require the user to enter a reason for discharge of custody. Enter completed (CM) for services
that end. For complete list of possible closure codes, see section 800 of User Manual. For more information on placements, see
PPM 5831.
B. Effective Dates
Each time a status is updated, a new effective date reflecting the date of status change is entered. For open cases which transfer
as a result of a new contract award, no change is made to effective dates for that service action. Only the specific description is
changed to reflect the name of the new contractor.
3835 Entering Reason For Discharge on RESP Screen
When a child is either discharged (released from custody) or has been at home 6 months, is age 18 and no longer IV-E eligible, or is
age 19, enter "CM" status closure code on the last placement code and enter a reason for discharge. This CM status marks the end of a
custody removal episode for a child. The placement responsibility that the discharge reason code is entered on, SHALL be the last
responsibility on the RESP screen that has data entry. Applicable codes are: Reintegration (RU), Adoption (AP); Emancipation (EM);
Guardianship (GD); Runaway (RN); Child Death (DD); Living with other relative (LR); or transfer to another agency (TA). Use the
hearing date for the date of discharge (released from custody), unless the journal entry indicates an alternative date. Discharges for
adoption are the exception since the file stamp date on the adoption decree is used for the date of discharge.
3840 Entering Case Planning Conference Information
All case planning conferences shall be entered on SESS. When reviews for more than one child are combined, only one session is
required. Communication type is the method in which those invited to the case planning conference were given notice of the
conference.
3841 Entering Transition Plan Information
When transition plan form (PPS 3059) is completed with a youth, enter code TR01N on the RESP screen with
service source code FGC. The responsibility start date will be the date of the transition plan. The responsibility
end date will be the date of the next transition plan, or the date the plan closes, whichever comes first.
If the youth has their Social Security card, state issued photo identification and their birth certificate as per
Section 1 on the PPS 3059 form with the check box marked “Have”, enter the service action code FU02N with
the service source code of SSA on the youth’s RESP screen. The start date will be the date of the transition plan
and the end date will be when the plan closes.
If there is an individual listed in Section 11 on PPS 3059 form, enter service action code of PP01N with service
source code FGC. The responsibility start date is indicated on PPS 3059 form. The end date of the PP01N service
action code will be the date of the next PPS 3059, or the date the plan closes, whichever comes first.
3850 Entering Disability Information
As per PPM section 1883, disability codes on MAC2 shall be entered for every child on a case. Refer to PPS 3050 or PPS
3052 for diagnosed disabilities and enter on MAC2. Each time a case plan conference is held, review the disabilities listed
on the PPS 3050 or PPS 3052 and update the MAC2 screen as needed.
3860 Entering Candidacy for Care Determination
To determine if a child is a candidate for care for those referred to family services, family preservation or in custody placed at home,
refer to form, PPS 3050A or PPS 3052. If a child is a candidate for care, enter the service action code of CC01N and the service
source code of PSW on the RESP screen. If a child is not a candidate for care, enter the service action code of CC02N and the service
source code of PSW on the RESP screen. The responsibility start date of the candidacy for care determination for both service action
code CC01N and CC02N is the date when the case planning conference occurred. The responsibility end date is the date when the
child is no longer a candidate for care as per PPS 3050A or PPS 3052, the date when the child becomes a candidate for care as per
PPS 3050A or PPS 3052, the date of when the next case plan is held, or the date the plan closes, whichever comes first. Candidacy for
care information on the PPS 3050A or PPS 3052 shall be reviewed each time a case plan conference is held. If the child does not have
an open plan, which may be the case for family services, a plan shall be opened with the appropriate plan type for that child.
If a family has been referred to Family First Prevention Services, candidate for care is as follows:
If referred to Family First Prevention Services, the candidate for care information is located on the PPS 4300 (Prevention
Plan). The start date of the candidate for care service action codes (CC01N or CC02N) is the date of referral to Family First
Prevention Services. Use with service source code PSW. The end date is the date when Family First Prevention Services end as
per the PPS 4310 (Referral/Case Status form).
If the family is later referred to family preservation or family services and the Family First Prevention Services case is still open,
no additional candidate for care service action codes are entered. Once the Family First Prevention Services case closes as per
the PPS 4310 form, the candidate for care service action codes are ended. If the family preservation or family service case is
still open, enter the appropriate candidate for care service action code based upon the latest case planning documentation (PPS
3050A or PPS 3052).
If the family has an open family preservation or family services referral and then the family is referred for Family First
Prevention Services, end the open candidate for care code(s) with the date the family is referred to Family First Prevention
Services per the PPS 4310. New candidate for care service action codes will be entered based upon the candidate for care
information on the PPS 4300. The start date will be the date of referral to Family First Prevention Services as per the PPS
4310.
3870 Entering Incarcerated Parent Information
If mother was incarcerated at time of referral or at time of case plan, enter the service action code of JA01N with the service source
code of JAL on the RESP screen in FACTS. If father was incarcerated at the time of referral or at the time of case plan, enter the
service action code of JA02N with the service source code of JAL on the RESP screen in FACTS. The start date of the service action
code (JA01N or JA02N) is the date when the case planning conference occurred and is located on the PPS 5110 or PPS 3052 form.
The end date is when the parent is no longer incarcerated or the date the plan closes, whichever comes first. Incarcerated parent
service action codes are only entered on plan where child is in custody (SC, CC, RC, and EC plan types). If parental rights have been
terminated, do not enter the incarcerated parent service action code(s) into FACTS. If parental rights have been terminated, do not
enter the incarcerated parent service action code(s) into FACTS.
3880 Entering Highest Grade Level Completed
Enter the highest-grade level completed on the MACL screen from the PPS 5110 or PPS 7000. For example, if
the child is currently in 9th grade then the highest grade of completion would be 8th grade ('08'). Refer to FACTS
online user manual for entire list of codes. If youth received a GED, enter ‘GD’ as the highest-grade level
completed. For children in foster care, once the initial information from the PPS 5110 is entered into FACTS,
updates to the highest-grade level will be obtained from the foster care grantees via an automated upload
completed on a quarterly basis.
3890 Entering Plan of Safe Care and Related Services
If a PPS 2007 form (Plan of Safe Care) is completed for an infant and their family, enter the service action code of PS01N along with
service source code PSW on the RESP screen of the infant’s plan. If no plan exists for the infant, a FP plan type must be opened. If
Section III of the PPS 2007 form is completed with services for either the infant or their family, enter only one service action code of
CA01N along with service source code of PSW on the RESP screen of the infant’s plan regardless who the service is for and
regardless of how many services are listed.
3900 Eligibility and Payment Procedures
(Section intentionally left blank.)
4000 Prevention Services
DCF Prevention Services includes Family Services, Family First Prevention Services and Family Preservation Services.
Prevention services recognize the inherent integrity and value of the family. Services are provided for the entire family unit
rather than to individual family members. However, individual family members may also receive specific services. Services
may be court ordered, recommended by the DCF, or requested by the family.
Provision of prevention services are considered when there is a need for the DCF assistance beyond the initial 30 working
days of intake assignment. Services may be offered by the DCF staff or through referrals to other community agencies or
entities, including utilizing Family Services funds to purchase services. Services are provided without regard to income and
may be voluntary. Families may be court ordered to apply for services. See Section 4900 for additional information.
The scope of the services is determined alongside the family and is based on the family’s individual needs, the family's
eligibility, and available resources. The difference between Family Services, Family First Prevention Services and Family
Preservation is the level of risk, degree of the crisis specifically related to safety, family functioning, and the potential
removal of a child. Families with no safety concerns, low to moderate risk and are connected to services on their own may
not need DCF monitoring.
A. Family Services
Family Services are provided to families to help alleviate specific situations which if services are not offered, may
develop into a crisis situation. Family Services are provided to families with low to moderate crisis situations and are
considered for families who have requested services.
B. Family First Prevention Services
Family First Prevention Services (FFPS) are evidence-based services provided to families to prevent children from
entering out of home foster care placement. FFPS are services provided through FFPS grants. (Reference map of
services available statewide). FFPS should be considered when:
1. At least one child in the home meets the following criteria for Candidacy of Care:
A child who is at imminent risk of entering foster care, but who can remain safely in the child’s home or in a
kinship placement as long as the title IV-E prevention services that are necessary to prevent the entry of the
child into foster care are provided. A “child who is a candidate for foster care” includes a child whose adoption
or guardianship arrangement is a risk of a disruption or dissolution that would result in a foster care placement.
and
2. The specific service the family needs to prevent the child from entering foster care is a service FFPS available
where the family resides.
3. Pregnant and parenting youth in the custody of the Secretary and in out of home placement. Family first
services are provided to prevent custody of the foster youth’s child.
Unlike Family Services and Family Preservation Services, supervisor approval prior to referral is not required.
C. Family Preservation
Family Preservation Services are provided to families needing a high level of intensity, requiring more frequent
contact. Family Preservation offers the availability of staff, twenty-four hours a day, seven days a week, to meet the
higher level of intense services.
Family Preservation Services case management is provided by Child Welfare Case Management Providers.
Family First Prevention Services, Family Preservation and Family Services include the following characteristics:
1. Services strengthen the family and promote the safety and well-being of the children;
2. Services are delivered primarily in the family home or community;
3. Services are committed to reinforcing the strengths of the family members, empowering the family to solve
problems, and become self-sufficient;
4. Services enhance parenting skills, family and personal self-sufficiency, functioning of the family, and reduce
stress on families; and,
5. Services, which require monitoring, help families locate and use additional assistance including, but not limited
to, the development and maintenance of community support systems, counseling and treatment services,
housing, child care, education, job training, emergency cash grants, state and federally funded public
assistance, and other basic support services.
4005 Requesting Social Services Child Care for Children
Receiving Prevention Services
If a family who is receiving Prevention Services (DCF Family Services, Family Preservation Services or Family First
Prevention Services) needs Social Services Child Care and meets the qualifications outlined in PPM 2741, an Economic
Employment Services (EES) request form shall be completed by either the Child Protective Service Specialist or the
provider, per the EES policies, and approved by the EES/Social Service Program Administrator or designee in the regional
DCF Service Center.
If a family receives Social Services Child Care, this service shall be listed on the Case Plan as an activity and monitored
by the Provider.
4013 Subsequent Reports on an Open Family Service Case
A. Report Regarding a DCF Family Service Case:
Reports not assigned for further assessment by the Kansas Protection Report Center (KPRC) are forwarded to the
regional intake email. PPS staff monitoring the regional intake email shall forward the report to the DCF worker
identified on the open FACTS CASE screen and to the PPS Supervisor. The intake (PPS 1000, 1001, 1000A, and
1002) shall be printed and filed in Section 3 of the case file per PPM 0425. The DCF worker with the open case
shall consider the information contained in the report; and include the information in the work with the child/family as
appropriate. The PPS Supervisor shall ensure the information contained in the report(s) is addressed in the open
case. The PPS Supervisor shall follow-up prior to case closure to ensure all subsequent reports have been
addressed in the open case.
If after consulting with a PPS supervisor, a determination is made to request the report be assigned for further
assessment, the PPS supervisor shall request assignment via the KPRC Supervisors email mailbox (PRCsups). If
the information contained in the report meets definitions of a critical incident per PPM 0510 the DCF worker shall
notify his/her immediate supervisor per PPM 0510.
B. Report regarding a Family First Service Prevention Case:
When a subsequent report is not assigned for further assessment by the KPRC and there is an open/active Family
First Prevention Service case refer to PPM 4340 Reports to KPRC Regarding Families Being Served by a Family
First Prevention Services Grantee.
4035 Flex Funds
Flex funds are used to alleviate a crisis which may put a child at risk of maltreatment, prevent recurrent maltreatment, prevent out of
home placement, and/or to prevent the family from further involvement in the child welfare system. Flex Funds are typically used to
provide for hard goods such as rent, utilities and transportation associated costs.
Flex funds may be used for children and families involved with PPS, or prior to PPS involvement. When a request is received for the
use of flex funding the PPS 4007 shall be completed. The use of flex funding shall be authorized by a PPS supervisor or
designee. The supervisor or designee shall sign the PPS 4007. Factors to consider for authorization of the purchase may include, but
shall not be limited to:
1. How the purchase may alleviate a crisis, prevent the risk of maltreatment, prevent recurrent maltreatment, prevent out of home
placement, or prevent the family from further involvement in the child welfare system?
2. Frequency and type of funding provided to the family in the past.
3. Will the family be able to meet this need the next month, or in the future? For example, if this is payment of utilities, will the
family be able to maintain payments in the future.
4. Consider if this is the best use of resources. (Can other community resources be utilized; or is this a duplication of resources)
The PPS 4007 becomes part of the case file, if applicable, and shall be saved electronically with the following naming
convention:
Last Name First Name County Date
4100 Family Service Program Description
Family Services are provided to families to help alleviate specific situations which if services are not offered, may develop
into a crisis situation. Family Services are provided to families with lower crisis situations and are considered for families
who have requested services.
Family services case management may be provided by DCF or a community-based provider through a client purchase
agreement. See PPS 4130. Family Services can be provided for up to 12 months. Services may continue beyond 12
months if there is a court order requiring the family continue services; or if the family, the CPS specialist and the
supervisor determine the family is making progress on achieving the case plan goals and additional time is needed for
successful completion. The need for continued family services shall be documented on the PPS 3055.
4101 Forms for Case Opening
The forms required to open/maintain a Family Services case are:
A. Abuse/Neglect:
1. PPS 1000 Face Sheet
2. PPS 1001 Report/Request for Services
3. PPS 1002 Initial Assessment
4. PPS 2020 Kansas Assessment Map
5. PPS 2030F FBA Summary
6. PPS 4005 Family Service Case Status
7. For required case plan forms, see PPM 3200.
8. PPS 2007 Plan of Safe Care, if applicable per PPM 2050
B. FINA assessment:
1. PPS 1000 Face Sheet
2. PPS 1001 Report/Request for Services
3. PPS 1002 Initial Assessment
4. PPS 2007 Plan of Safe Care, if applicable per PPM 2050
5. PPS 2020 Kansas Assessment Map
6. PPS 2030F FBA Summary
7. PPS 4005 Family Service Case Status
8. For required case plan forms, see PPM 3200.
C. Independent Living Youth with Child
1. PPS 1000 Face Sheet
2. PPS 1001 Report/Request for Services
3. PPS 1002 Initial Assessment
4. PPS 2007 Plan of Safe Care, if applicable per PPM 2050
5. PPS 7030 Kansas Independent Living Self-Sufficiency Matrix
6. PPS 4005 Family Service Case Status
7. Self-sufficiency plan forms, see PPM 7000.
4102 Family Service Case Management Responsibilities
A. The DCF CPS Specialist or Community Family Service Provider (CFSP) shall:
1. Assess the family
The assessment shall include completing needs assessments on all applicable parents and all children in the family. Make
concerted efforts to contact and assess the needs of children and parents, to identify the services necessary to achieve case
goals and adequately address the safety issues relevant to the agency’s involvement with the family and provide the
appropriate services. Concerted efforts include utilizing more than one strategy and more than one attempt per strategy.
Gathering identifying information from the custodial parent, Child Support Services, or other collaterals regarding the
non-custodial parent does not count as an attempt to contact. Additional attempts shall be made throughout the life of the
case and shall be driven by the circumstances of the case.
The assessment of needs may be through formal evaluation by the family service case manager or through a more
informal case planning process involving interviews with the child, family and service providers to achieve an
understanding of the needs of the child. The assessment of needs shall include the child(ren)’s educational, physical
health, mental/behavioral health, including substance abuse, as well as the social/emotional development of the child,
which may include social competencies, attachment and caregiver relationships, social relationships and connections,
social skills, self-esteem and coping skills.
The parents to be assessed are typically defined as the parents/caregivers with whom the child(ren) was living when the
agency became involved with the family and with whom the child(ren) will remain. If a biological parent does not fall
into this category, determine whether that parent should be included based on the circumstances of the case. Consider the
reason for the agency’s involvement and the identified perpetrators in the case, the status of the children’s relationship
with the parent, the nature of the case (court involved or voluntary) and the length of the service period. If a biological
parent indicates a desire to be involved with the child, and it is in the child’s best interests, the parent’s needs shall be
assessed. Refer to Appendix 3A, Fatherhood Involvement Guide, for best practice guidelines for locating, engaging and
empowering fathers. Refer to Appendix 3N for website resources which may be used to locate individuals. Parents who
would not have to be assessed include:
a. Parental rights are terminated prior to the service period.
b. Parent’s whereabouts are unknown and remain unknown throughout the service period despite ongoing concerted
efforts to locate.
c. Parent is deceased prior to the service period.
d. It is documented in the case file the basis for why it is not in the child’s best interests, with verification from another
professional collateral, to involve the parent in case planning during the entire service period. The collateral shall have
direct knowledge of the family and not be an employee of the CFSP.
e. A parent who indicates verbally or through ongoing action they do not want to be involved in the child’s life, and this is
clearly documented in the case file.
2. Determine service needs with the family
3. Determine eligibility for services
B. DCF or Community Family Service Provider (CFSP) may maintain the family service case, or it may be referred to a contract
provider for service provision. Either the DCF CPS Specialist or the contract provider CFSP
Case Manager licensed by Kansas Behavioral Sciences Regulatory Board are responsible for the following:
1. Developing an initial family service plan with the family.
2. Completing a formal review of the family service plan every 170 days, until case closure
3. Completing formal and/or informal safety and risk assessments on an ongoing basis and at critical times in the case, per
PPM 3110.
4. Maintaining in-person contact with the family at least every other month. This shall occur either jointly with the family
support worker or in place of the one of the family support worker’s visits. At least a portion of the in-person contact shall
be with the child alone. The purpose of the contact is to discuss progress of the case plan goals and to gather information
related to safety, permanency and well-being.
5. Staffing case with a supervisor at least monthly, unless the circumstances of the case require more frequent consultations,
such as, when safety concerns or high-risk concerns are indicated. See PPM 4105 Consultation with Supervisor.
6. During early engagement with the family, inform that if a child is missing or abducted, DCF/in-home family service
provider is mandated by federal law to report the child to law enforcement and to the National Center for Missing and
Exploited Children to assist in the efforts to locate and return the child home. See PPM 4103 Family Service Case
Manager Responsibilities When Child Is Missing
7. If at any time, during the life of the case, additional information indicates criteria per 2050 is met, a PPS 2007 Plan of
Safe Care shall be completed. If Family Services are provided by the Community Family Services Provider (CFSP), refer
to PPM 4017 C. for when a higher level of service may be indicated.
C. The DCF CPS Specialist, contract CFSP Case Manager licensed by Kansas Behavioral Sciences Regulatory Board or the
Family Support Worker may perform the following tasks:
1. Providing direct services
2. Facilitating communication among relevant resources, including, but not limited to school, court, mental health centers,
Native American tribes as applicable, and Community Developmentally Disability Organizations
3. Coordinating various services provided to the family
4. Informing the family and child of the ability of the child to request and receive a high school diploma if the child was in
the custody of the Secretary at any time after turning 14 and the child is currently at least 17 years of age and has attained
all requirements of the State Board of Education. The request is made to the school district where the child currently
attends or resides
5. Coordinating staffing with the family and service providers
6. Referring to other community resources
7. Obtaining status and progress information
8. Maintaining monthly in-person contact with the family. At least a portion of the monthly contact shall be with each child
alone. The purpose of the contact is to discuss progress of the case plan goals and to gather information related to safety,
permanency and well-being.
9. Monitoring of all purchased services.
4103 Family Service Case Manager Responsibilities When
Child is Missing
When a child is missing from his/her residence, due to being a runaway, being abducted, or missing for an unknown reason, the
Family Service case manager with DCF or provider shall also take the following actions:
A. When the Child Is Missing
1. Due to federal law (Preventing Sex Trafficking and Strengthening Families Act), DCF staff/provider shall report
immediately, and in no case later than 24 hours after receiving information on missing or abducted children or youth, to
law enforcement authorities (for law enforcement to enter into the National Crime Information Center-NCIC database of
the Federal Bureau of Investigation), and to the National Center for Missing and Exploited Children, by entering
information online or calling 1-800-THE-LOST.
2. Immediately, and in no case later than 2 hours after being notified of the child's whereabouts being unknown, discuss with
parent/caregiver, and assist (if needed), the parent/caregiver’s role in assisting in the efforts to locate and return the child
home which includes:
a. filing a missing person report with the appropriate law enforcement agency in the area in which the child has been
residing, and
b. entering the child’s name and picture on the National Center for Missing and Exploited Children (NCMEC) online
or by calling 1-800-THE-LOST.
3. Assist (if needed) the parents/caregiver(s) in providing law enforcement agency and NCMEC with the following
information (as available):
a. a current photo/physical description of the child, to include a description of the clothing worn at the time the child
was last seen, hair and eye color, height, weight, complexion, eyeglasses or contact lenses, braces, body piercings,
tattoos and/or other unique physical characteristics;
b. contact information of the child; including information about cell phone numbers, email addresses, social
networking contacts, aliases and nicknames;
c. information about suggested location, people, or direction where the child could be located, including parents and
relatives;
d. medical or mental health condition and medication information that may impact the child’s decision-making
process and health, including any past suicidal attempts and/or any other endangerments or risks such as gang
activity, online enticement, commercial/sexual exploitation;
e. clothing child may be wearing and possessions the child may have with them.
4. If the missing child is in the custody of the Secretary report missing child to the Special Response team in PPS
Administration by sending an email to DCF.AWOLyouth@ks.gov
5. Notify the court of the child's missing status, if applicable.
6. Request and assist (if needed) the parents/caregiver(s) in contacting the child's school to make them aware of the child's
missing status and ask for their assistance in locating the child.
7. Request and assist (if needed) the parents/caregiver in contacting friends, other relatives of the child and others who may
have information (teachers, counselors, coaches, CASA, etc.), through all available means, including social media, to
obtain information from them and also gain their assistance in locating the child; if assistance is needed in locating the
child’s relatives, contact DCF to request a search of all systems.
8. Provide emotional support to the parents/primary caregivers and siblings, in dealing with the child's missing status.
B. Ongoing Efforts
1. Missing 1-5 days
At least daily efforts shall be made to complete the following actions to obtain updated information:
a. contact parents/primary caregivers and siblings;
b. assist the family with following up with law enforcement to check on the status of the investigation;
c. check social media (age appropriate) for any updates;
d. assist the family with contacting friends and other relatives of the child, through all available means
including social media (age appropriate), to obtain updated information and assistance in locating the child;
if assistance is needed in locating the child’s relatives, contact DCF to request a search of all systems;
e. assist the family with contacting the child’s school to check attendance, and determine if any staff have
information or knowledge of the child’s whereabouts;
f. attempt to contact the missing child via mobile devices.
2. Missing over 5 days
At least weekly efforts shall be made to complete the following actions to obtain updated information:
A. contact parents/primary caregivers and siblings;
B. assist the family with following up with law enforcement to check on the status of the investigation;
C. check social media (age appropriate), to include post(s) with the National Center for Missing and Exploited
Children, for any updates for any updates;
D. assist the family with contacting friends and other relatives of the child, through all available means
including social media (age appropriate), to obtain updated information and assistance in locating the child;
if assistance is needed in locating the child’s relatives, contact DCF to request a search of all systems.
E. assist the family with contacting the child’s school to check attendance, and determine if any staff have
information or knowledge of the child’s whereabouts.
F. attempt to contact the missing child via mobile devices.
C. When the Child Returns
The Community Family Service Provider (CFSP) shall notify DCF no later than 24 hours from knowledge of the child’s return,
via the regional intake email:
PPS Administration Special Response Team DCF.AWOLyouth@ks.gov
Kansas City Region: DCF.KCPRC@ks.gov
East Region: DCF.EastIntake@ks.gov
Wichita Region: DCF.WICIntake@ks.gov
West Region: DCF.WPRC@ks.gov
The subject line of the email shall include the following:
[County] “CFSP Return Runaway Report”
Example (Wichita): SG CFSP Return Runaway Report
The CFSP and DCF shall coordinate to complete the following:
1. Ensure the child's safety, placement, and treatment/services are re-assessed for possible human trafficking activities or
other self-harming/danger-to-self behaviors. The assessment includes interviewing the child to gather details about where
the child was, who the child was with, why the child left and how the child left, etc. Appendix 2I Interview Guide for
Runaway and Truant Children may be used as a guide.
2. If the child discloses possible human trafficking activities, ensure a report is made to the Kansas Protection Report Center
(KPRC).
3. Request parents notify law enforcement immediately, after the child returns or is located.
4. If the family services is provided by a provider, the provider shall ensure DCF is aware of the child’s return via the
regional intake email (above) no later than 24 hours from knowledge of the child’s return.
5. Request parents notify school of child’s return.
6. Re-assess the child’s placement with parents/caregiver and services and make changes as appropriate, to ensure the safety
of the child.
7. Develop a written Safety Plan with the child and parents/caregivers, to reduce the risk of future incidents. Monitor Safety
Plan to ensure all activities are being completed as required to ensure the child’s safety.
4105 Consultation with Supervisor
The purpose of the consultation with the supervisor is to critically analyze and evaluate case information to ensure the safety and well-
being of the child, and the needs of the family are met. The PPS 4010 In-Home Family Services Supervisor Consultation Log or a
similar form which addresses required documentation of the consultation shall be completed by the DCF CPS specialist/licensed case
manager or supervisor. Preference for this consultation is to be in person.
A. Regular Monthly Consultations
Regular consultations between the DCF CPS specialist/licensed case manager and supervisor shall occur at least monthly. The
consultation between the DCF CPS specialist/licensed case manager and supervisor may include, but is not limited to the
following areas: referral/intake information, family history, safety/risk/needs assessments, caregiver protective capacities, family
strengths/needs identified, and progress towards case plan goals.
Based on the evaluation of the case information, the DCF CPS Specialist/Licensed case manager and supervisor shall determine
whether sufficient information has been gathered to inform case decisions. A subsequent consultation shall occur if additional
information is determined to be needed.
B. Immediate Safety and Risk Consultation
When safety and/or high risk concerns are indicated at any time during case involvement, the DCF CPS specialist/licensed case
manager shall immediately consult with his/her supervisor. Staff may refer to PPM 2300 Differentiating Safety and Risk,
Appendix 2H Safety and Risk Assessment Guide and/or safety and risk assessment tools/instruments for assistance in
identifying safety and/or high risk concerns. The DCF CPS specialist/licensed case manager and supervisor shall discuss the
following, but not be limited to:
1. Safety concerns identified, including child vulnerability and caregiver protective factors to determine whether protective
actions or controlling safety interventions are required to protect the child.
2. Risk concerns identified, including the family’s strengths, services and resources to determine whether additional services
are needed to mitigate risk concerns.
3. Identify immediate next steps to address the safety and/or high risk concerns identified.
Supervisors shall monitor those cases which have been identified to have high risk and/or safety concerns. The supervisor shall
provide documentation of the consultation to his/her administrator.
4107 Family Services Case Progress
Assessing the success of the plan is continual and is both a formal and informal process. At least once in between conference dates, the
progress of the family shall be measured by the achievement of goals set forth in the Family Services Achievement Plan, PPS 3050,
specifically by utilizing the PPS 3055, Permanency Plan Review. If purchasing services on behalf of the family, progress shall also be
measured through the review and monitoring of the purchase of services process.
A formal review of the objectives, the continued appropriateness of the tasks and time frames, and any modifications shall include all
relevant persons.
The formal review shall occur at a minimum of every 170 days until case closure for A/N or FINA assignment types.
During the review of the family service plan, any of the following actions may be found to be appropriate:
A. Status Quo:
When the case plan is succeeding, but has not yet reached the goal, the decision may be to continue services.
B. Referral to Family Preservation Services:
If the situation escalates to a crisis situation that places the child(ren) at risk of being placed out of home, and the family
meets the criteria, a referral to the Child Welfare Case Management Provider of Family Preservation Services may occur.
C. Referral to Court:
When the plan is not sufficiently successful and the child(ren) is at risk, it may be necessary to ask for court intervention.
D. Terminate Services:
When the family has met the goals of the case plan, and/or addressed the concerns identified during the assessment, the
decision may be to terminate service.
E. Refusal of Services:
At any time, the family may decide that they no longer wish to receive services. Upon such notification the agency has
two options:
1. Accept the family decision after reviewing the child's safety from a professional viewpoint and close the service case.
2. Review the case situation from a professional viewpoint and considering the child's safety and if applicable, referring
the case to the county/district attorney for court action.
Changes in case status shall be documented on the Family Service Case Status form, PPS 4005 and provided to the FACTS unit for
data entry. See PPM 4115 for Family Service Case Closure.
4110 Transfer of Case Records
Transfer of case records is essential to continuity of services to a family. When a family moves from one service region to another,
requiring a change of CPS specialist, the case information shall be forwarded to the Assessment and Prevention Administrator or
designee of the receiving region.
The sending worker shall record the family’s continuing need for services on the Social Service Case Activity Log, PPS 1010, or its
equivalent.
The receiving worker shall re-assess the family situation including but not limited to needs, strengths, goals, and appropriateness of
current plan. The service plan shall be updated with the family based on their current circumstances.
4115 Family Services Case Closure
Family Services case closure shall be documented on the Family Service Case Status, PPS 4005. The date of closure shall be
documented in Section V.
The PPS 4005 shall be provided to the FACTS unit for data entry.
4116 Completed Aftercare Cases Returned to DCF for
Family Service
When the Child Welfare Case Management Provider has completed 6 months of aftercare and the child remains in the custody of the
Secretary, the case shall return to DCF for case management responsibility. These custody cases have the same requirements as other
family service case. Options for continued case management may include: DCF providing Family Services, referral for Family
Preservation Services, or sub-contracting with the Child Welfare Case Management Provider.
4117 Community Family Service Provider Assessment
Family in Need of Assessment (FINA) reports, excluding reports involving substance exposed infants, may be assigned to the
Community Family Service Provider (CFSP) for the initial assessment. The CFSP shall meet required response times, per PPM 1670,
and complete all required assessments per PPM section 2700.
The CFSP shall determine whether Family Services will be offered or whether the case is closed, based on PPM 2740. Any other Case
Action/Initial Service Plan Decision per 2740 D. 3. shall be referred to DCF per the procedures in C. below.
A. Family Services
If the case action/initial service plan decision is to open a Family Services case, the Family Based Assessment per 2740 D. shall
be completed. Refer to PPM Sections 3000 Case Management and 4000 Family Services.
B. Abuse/Neglect Concerns Indicated
If abuse/neglect concerns are indicated during involvement of the CFSP, a new report to the Kansas Protection Report Center
(KPRC) is required. If an abuse/neglect report is assigned during an open Community Family Service event, the CFSP worker
and the assigned DCF CPS Specialist shall coordinate to complete the investigation/assessment. The extent of the CFSP
worker’s involvement in the investigation/assessment shall be determined on a case-by-case basis, considering what is in the best
interest of the child and family. The Community Family Services case may remain open during the abuse/neglect investigation
and Community Family Services may continue, unless a referral is made to Family Preservation or to the Reintegration/Foster
Care/Adoption (RE/FC/AD) Child Welfare Case Management Provider (CWCMP). Refer to C. 3.
C. Higher Level of Service Indicated
1. Notification to DCF
If during the CFSP involvement, the CFSP determines a higher level of service may be needed by the family, the CFSP
shall notify DCF no later than the next working day, unless the family is in crisis requiring immediate assistance. Written
notification, containing an explanation for the need for a higher level of service, shall be sent via email to the regional
intake email:
a. Kansas City Region: DCF.KCPRC@ks.gov
b. East Region: DCF.EastIntake@ks.gov
c. Wichita Region: DCF.WICIntake@ks.gov
d. West Region: DCF.WPRC@ks.gov
e. The subject line of the email shall include the following:
[County] “Request Supervisor Review for Higher Level of Service”
Example (Wichita): SG Request Supervisor Review for Higher Level of Service
2. Provide Documentation to DCF
a. During Assessment (Family Service case is not opened):
The CFSP shall complete the assessments in KIDS, with the exception of Section IV. B. 1. Initial
Service Plan of the PPS 2030F, with as much information available by the next working day. The
CFSP shall send case documentation to DCF, and provide DCF with the information needed to
determine whether a higher level of services is indicated.
b. Family Service Case Opened:
The CFSP shall send case documentation to DCF, and provide DCF with the information needed to
determine whether a higher level of services is indicated by the next working day. The CFSP shall
continue to provide services to the family until DCF has assessed the situation.
3. DCF Assessment and Determination
Upon receipt of the notice from the CFSP, the DCF PPS supervisor shall begin reviewing the request and any available
assessments by the next working day. If needed, a staffing may be held between the DCF PPS supervisor and CFSP to
discuss the needs of the family and the circumstances of the case. A determination shall be made as soon as possible, and
not exceed 3 working days.
If the DCF PPS supervisor determines the family is in need of Family Services or the case may be closed, written
notification shall be sent via email to the CFSP which includes an explanation for the decision. The CFSP shall either
close the case, or provide Family Services as directed by DCF.
If the DCF PPS supervisor determines a higher level of services is needed, depending on the circumstances of the case,
DCF shall either re-assign the event in KIPS and KIDS to a DCF CPS Specialist; or open a new event through KPRC.
DCF may need to follow-up with the family and gather additional information to inform the Case Action/Initial Service
Plan decision. If a new event is opened, DCF shall coordinate with the CFSP to close the existing event. The DCF CPS
Specialist and supervisor shall determine the Case Action/Initial Service Plan per 2740. The DCF CPS Specialist shall
complete Section IV. B. 1. Initial Service Plan of the PPS 2030F. The DCF CPS Specialist shall complete the referral for
services.
4. Referral to Higher Level of Services
If the case has been referred to a higher level of services, the CFSP shall:
a. Be available to provide information to DCF which is needed for the referral.
b. Complete a case transfer staffing and PPS 3005 Case Transfer Summary with the new case manager, per PPM
3005.
c. Be available to participate in the initial team meeting per PPM 5131 or 5221.
d. Be available for court proceedings, if applicable.
4130 Purchase of Services or Resources
Services or resources that will assist in strengthening the family and promoting the protection and well-being of the child(ren) may be
purchased for families. Allowable services or resources to be purchased and method of purchase are found in the Handbook for Client
Purchases. Cash will not be given to the family. Payment shall be executed according to established payment procedures in Section
4900.
If the service or resource being considered for purchase requires the development and completion of a family service plan by the
provider of that service or resource, the CPS specialist and Supervisor may accept it in place of the PPS 3050 series. However,
acceptance of the provider's family service plan can only occur if the child(ren) is not in custody and it must be completed within
twenty working days of the start date of the Client Service Agreement. The CPS specialist will be required to complete the following
and attach it to the service provider's plan:
A. PPS 3050 Family Case plan Section V and VI only.
B. PPS 3054 Visitation Schedule
C. PPS 3055 Permanency Plan Review if the case will remain open for at least 170 days.
D. PPS 3057 Services and Codes
4200 Family Preservation In Home Services
Family Preservation Services are made available to the child/children and the family in the home. The goal is to provide services
tailored to the family, in order to keep the child(ren) safe, reduce risk of maltreatment, improve family functioning, and prevent
unnecessary placement of the child(ren) into state custody. The Family Preservation Services program builds upon a family's strengths
and abilities to resolve the crisis placing the child at risk, maintain the child safely in the family, and teach families new skills to
prevent future maltreatment or crises.
Family Preservation Services:
1. Protect the child(ren) and strengthen the family;
2. Address a current crisis placing a child at risk of removal from the home;
3. Deliver services primarily in the family home or community;
4. Includes access to staff twenty-four hours a day, seven days a week;
5. Reinforce the strengths of the family and individual members;
6. Enable and empower the family to solve problems and become self-sufficient;
7. Enhance parenting skills, family and individual self-sufficiency, and family functioning, and assist with reducing stress on
families;
8. Meet family needs, which may include therapeutic intervention and/or case management;
9. Help families locate and access community resources, including, but not limited to: the development and maintenance of
community support systems, counseling and mental health services, substance use assessment and treatment, housing and
utilities, child care, education, job training, state and federally funded public assistance, and other hard goods and support
services.
DCF contracts with child welfare agencies for the provision of Family Preservation.
In partnership with DCF, Child Welfare Case Management Providers are responsible to deliver appropriate services and supports to
assist parents in maintaining children in their home. The Child Welfare Case Management Providers (CWCMP) shall provide services
to all family members, not just the referred child(ren). The family shall be actively involved in the development of the plan for the
child, selection of service providers, and the ongoing assessment and review of the case plan. The family is viewed as the experts in
knowing the resources and strengths of the family, as well as knowing those areas in which supports are needed.
The Contracts prescribe a set of standards and expectations of the CWCMP in carrying out the mission of DCF. Each Provider is
legally bound to act on behalf of DCF in delivering services to Kansas children and families. Providers must adhere to the federal and
state laws, statutes, and policies in their delivery of services.
4205 DCF Responsibilities for Open Family Preservation
Services Cases
Following the referral to Family Preservation Services, DCF staff shall be responsible to:
A. Provide the family a copy of the Family Preservation Case Management Provider brochure. Providers shall supply DCF with
their current brochure as needed. Discuss with the family the benefits of participating in services and the need for services to be
provided. Educate the family about what may happen if they do not participate in services.
B. Upon request from the Family Preservation Services Provider, assist in the engagement process with the family.
C. Participate in the Initial Family Meeting to develop the Family Preservation Initial Service Plan. Participate in subsequent case
planning meetings, as needed.
D. Inform the Family Preservation Case Management Provider of all open child abuse/neglect investigations or Family in Need of
Assessment cases. Inform the Family Preservation Case Management Provider of any additional assigned reports of child
abuse/neglect allegations or Family in Need of Assessment cases assigned while Family Preservation Services is open.
E. Forward all reports not assigned for further assessment within 3 working days from the date of email notification from Kansas
Protection Report Center to the Child Welfare Case Management Provider (CWCMP) assigned worker and the CWCMP
supervisor. DCF shall include any specific information to be addressed with the family when providing the information to the
CWCMP.
F. Provide the CWCMP a copy of the PPS 2012, Notice of Department Findings. Inform the provider of the status of appeal, if
applicable.
G. Notify the Family Preservation Services Case Management Provider when a child in the home is placed in DCF custody and
provide a copy of the journal entry/court order.
H. Review the Family Case Plan and case plan activities to determine Candidacy of Care eligibility per PPM 3239. Complete the
PPS 3050A Family Service/Family Preservation Candidacy for Care.
I. Authorize or deny requests for hard goods or services more than the $500.00 obligation of the Family Preservation Services
Provider. Approval shall be based on availability of resources and family need to prevent the removal of a child or further
maltreatment.
J. Meet with the family and Family Preservation Services Provider to discuss options and what may happen if there is a refusal of
services.
K. Assure the Family Preservation Case Management Provider completes the PPS 4205, Family Preservation
Acknowledgment/Change/Closure, if a case plan is not completed within the required timeframe or a child is referred out of
home prior to completion of the case plan. The initial case plan should be completed within 20 days after referral and received
by DCF within 5 calendar days following the date the case plan was held. When appropriate, the timeframe for completion of
the case plan may be extended by documented mutual decision.
L. Review court reports completed by the Family Preservation Services Provider and submit reports to the court timely, per local
jurisdictional requirements.
M. Review the PPS 4250, Family Preservation Services Lack of Contact Notification, submitted by the CWCMP. Based on the
information provided and progress made by the family, the DCF CPS Specialist shall consult with the DCF Supervisor to
determine if follow-up is needed. Follow-up may include, determining no action is required, attempting to re-engage the family
with the CWCMP, or contacting the county or district attorney and requesting a petition for DCF custody be filed.
N. The regional DCF Family Preservation Services Program Consultant or designee will reconcile names of referrals and names of
families with case plans not completed within 30 calendar days of the referral with the Family Preservation Case Management
Provider. Additionally, the regional Family Preservation Services Program Consultant or designee shall be consulted, in writing,
on any case plans not completed 20 calendar days from referral for Tier 1 and Tier 2 services. The regional Family Preservation
Services Program Consultant or designee will submit a copy of the completed Acknowledgment/Change/Case Closure, PPS
4205, to the data entry staff for FACTS.
O. Consult with the Family Preservation Services Provider and the DCF Supervisor when the provider recommends a change in the
status of services, which may include the following:
1. Case closure;
2. Case closure and a recommendation referring the family to another Tier of Family Preservation Services;
3. A recommendation to close the family’s case, and the family be referred to another service.
4. If the CPS Worker and Supervisor agree with the Family Preservation Services Provider’s recommendations for a change
in case status, the case closure conference shall be held. The CPS worker will participate in the case closure conference
with the family and the Family Preservation Services Provider within 7 days of case closure. The family’s progress,
strengths, and recommendations for additional services, if needed, to maintain the child(ren) safely in the home shall be
discussed. If the CPS Worker and Supervisor do not agree with the recommendation of the Family Preservation Services
Provider, a written response shall be provided within three working days to the Family Preservation Services Provider
documenting the safety concern.
P. When an additional Family Preservation referral is immediately needed on a current open Family Preservation case, the DCF
CPS Specialist shall update the PPS 4200 and send as a new referral. The updated PPS 4200 shall have the new date, time, tier
level selection, and updated family information. A new report to the Kansas Protection Report Center is not needed.
4210 Family Preservation Case Management Provider
Responsibilities
All documentation of case management activities shall be clearly documented in the case file, as described in PPM 0420.
Following the referral to Family Preservation Services, the Family Preservation Case Management provider shall:
A. Provide direct services to the referred family for up to six weeks for Tier 1 services and three to six months for Tier 2 services.
The Tier 1 FPS Specialist/Therapist shall meet with the family intensively, with an average of three to five hours of direct
contact per week. Tier 2 services shall include a minimum of one hour per week of in-person contact by the assigned Case
Manager.
B. Acknowledge receipt of the Family Preservation Referral within 24 hours by submitting the Acknowledgment of
Referral/Change/Closure form PPS 4205.
C. Contact the family within 24 hours to schedule the Initial Family Meeting (IFM). Hold the IFM within two business days,
unless DCF directs the IFM be held sooner. Complete the Initial Service Plan, PPS 3048, during the IFM. The IFM shall be
scheduled according to the family’s availability and convenience. The CPS Specialist shall be invited when the IFM is
scheduled with the family. Provide a copy of the Family Preservation Initial Service Plan to the family and DCF within 72
hours of completion. See PPM 4215 Initial Family Meeting for Family Preservation services for more information.
D. In consultation with the family, schedule and hold the Family Case Plan conference within 20 calendar days of referral, for Tier
1 and Tier 2 services. The CPS Specialist shall be invited to the case planning meeting. Submit the original copy of the Family
Case Plan documents, PPS 3050, to the CPS Specialist within 5 calendar days following the case plan meeting. If the family
requests the Family Case Plan meeting occur beyond 20 days of referral for Tier 1 or Tier 2 of services, the provider shall
consult with the CPS Specialist. If the Family Case Plan is not completed within 30 calendar days of the referral, the provider
shall complete and submit the PPS 4205, Acknowledgement of Referral/Change/Closure form, with the reason for the case
status change and the case closure.
E. If the case has been closed and the family needs additional Family Preservation Services during the initial service period for Tier
1 or Tier 2, and DCF has not referred the family to another tier of services, the Case Management Provider shall be responsible
for providing these services without a new referral through the end of the service period. Complete and submit the PPS 4205
Acknowledgement of Referral/Change/Closure to DCF with the date services are resuming. In consultation with the family,
schedule and hold a Family Case Plan conference within 20 days of resumption of Tier 1 or Tier 2 services, unless the family
requests the conference to occur beyond 20 days. The CPS Specialist shall be invited to the case planning conference at least
five days in advance when possible. Complete the Family Case Plan, PPS 3050, and submit the original copy of the Family
Case Plan document(s) to the CPS Specialist within 5 calendar days following the date of the case planning conference.
F. Submit the following case plan documents when the child is not in DCF custody:
1. PPS 3050 Family Service/Preservation Case Plan
2. PPS 3057 Family/Permanency Plan Services and Service Codes
3. PPS 3055 Family/Permanency Plan
In addition to the above documents, submit the following case plan documents for each child in DCF custody:
1. PPS 3051 Permanency Plan for Child in Custody
2. PPS 3052 Permanency Plan for Child in Custody Administrative Requirements
3. PPS 3054 Visitation Schedule
4. PPS 3055 Family/Permanency Plan Review
5. PPS 3057 Family/Permanency Plan Services and Service Codes
G. Complete the PPS 4205 Acknowledgment of Referral/Change/Closure if a child is removed from the home after the initial team
meeting and DCF refers the child to the Reintegration/Foster Care services Child Welfare Contract Management Provider. The
provider shall submit the PPS 4205 within 30 calendar days of referral.
H. Conduct quality in-person worker/child visits with each child in the family, at least once monthly. At least a portion of one
monthly visit shall be with each child alone, for all children who are over 12 months of age and/or verbal. The purpose of the
visit is to assess safety, permanency and well-being. The visit shall include developing/reviewing case plan goals and activities
or discussing progress in achieving case plan goals and addressing issues, as age appropriate.
More frequent worker/child visits shall be based on the worker’s determination of the frequency necessary to ensure the child’s
safety, permanency, and well-being. Additional visitation with each child in the family home shall be determined based on the
circumstances of the case, such as any risk and safety concerns present during the service delivery period, the age and
vulnerability of the children, and the reason for the agency’s involvement with the family.
I. Notify the CPS Specialist of all court hearings involving the child(ren)/family. If there is court involvement, provide the CPS
Specialist a court report, a minimum of 10 days before it is due to the Court. Ensure the case plan is updated and submitted to
DCF and forwarded to the court at least every 170 days.
J. Provide documentation, including Case Activity Logs, to the CPS Specialist, when a child cannot safely remain in the home.
K. Attend court hearings and testify in court as requested.
L. Reconcile names of Referrals and names of Non-Completion of Case Plans with the regional DCF Support Services Program
Consultant or designee monthly.
M. Submit Encounter Data to PPS as required and respond to Error Reports timely.
N. Complete and maintain the Case Activity Log to document services provided. Documentation shall include all interaction with
family members, addressing the safety, well-being and/or permanency of the children, and/or developing or completing tasks
and goals of the case plan. Case Activity Logs must be available within 24 hours of request by DCF.
O. Provide every family engaged in services an application for KanCare, if family members do not have health insurance.
P. Assure all children with KanCare eligibility receive Kan-Be-Healthy (KBH) services timely and on schedule.
Q. Notify DCF within 24 hours of lack of initial contact with the family or refusal of services by the family after referral. Notify
DCF, using the PPS 4250 Lack of Contact Notification, when there has been no contact with the family, and it has been
determined a family cannot be located or the family disengages from services. Notify DCF immediately if any child safety
concerns exist or child safety cannot be determined.
R. For Pregnant Women using Substances referrals, request substance abuse testing be completed within 24 hours of birth and
report toxicology results to DCF on the PPS 4205. The CWCMP shall request substance abuse testing which will consist of
urinalysis of mother at the time of admission to the hospital for the birth of the baby or request for urinalysis of the baby within
24 hours of birth. Complete and submit the PPS 4205 within 48 hours.
S. The case closure conference with the family and the DCF CPS Specialist/Liaison shall be held no later than seven days prior to
the anticipated case closure date. Case closure recommendations may include recommending a new referral to the same Tier or
another Tier of Family Preservation Services if the family is eligible.
A new Initial Service Plan is not required for families immediately referred to a new tier of services. The CWCMP shall
complete a new case plan with the family within 20 calendar days of the referral.
T. Review all not-assigned reports and provide additional information to the CPS Specialist:
1. When the CPS Specialist forwards a not-assigned report, the CWCMP shall print the intake (PPS 1000, 1001, 1000A,
and 1002) and file in Section 3 of the case file per PPM 0430. The CWCMP shall have 3 working days to acknowledge
receipt of the report and to provide an initial summary of information they may have regarding the report. The CWCMP
shall include all information addressing the event in Case Activity Logs with the event number identified.
2. If, after receiving the initial 3 working day summary, DCF determines more information is needed, the CPS Specialist
will request follow-up information. The provider will have 5 working days to provide additional follow-up information.
A not-assigned report may or may not require that an in-person visit be made, but an informal assessment should be
completed based on new and existing information. The results of this assessment shall be provided to the CPS Specialist
within 5 working days and shall include current knowledge of the family functioning and any child risk or safety
concerns.
3. If the request for additional information regarding the not-assigned report involves suspected abuse or neglect, the
CWCMP shall make a new report to KPRC.
4. The CWCMP Supervisor shall ensure the information contained in the not-assigned report(s) are addressed in the open
case. Prior to case closure the CWCMP Supervisor shall ensure all subsequent not-assigned reports have been addressed
in the open case.
U. When a family member requests immediate services regarding a risk or safety concern, the CWCMP shall respond to all family
crises within one hour. In-person contact is required, when determined necessary to assure child safety, effect positive family
change and prevent the removal of a child from the home.
V. After consultation with DCF, considering the best interest of the child(ren) and family, the provider may complete the ongoing
safety assessment with each alleged victim.
W. Staff each case with a supervisor at least monthly. An additional supervisory staffing will be held and documented in the case
file, when risk and safety concerns are identified. Additional supervisory staffing shall utilize the PPS 4225 FPS Supervision
Log for Newly Identified Risk/Safety Concern(s) as a guide. The PPS 4225 or a Supervisory Log capturing all common
elements shall be utilized for documenting a summary of the discussion and next steps. Supervisors shall closely monitor those
cases which have been identified as having high risk and/or safety concerns. The next level of management, above supervisors,
shall ensure staffing is occurring as needed.
X. Provide families with a Client Satisfaction Survey at the case closure conference or at the last in-home contact, prior
to closure of the case. Results of all completed Client Satisfaction Surveys shall be compiled using DCF’s quarterly
report format.
4215 Family Preservation Initial Family Meeting
The Family Preservation Initial Family Meeting (IFM) initiates the partnership between the family, DCF staff and service providers.
This team shall share responsibility for ensuring the family receives services and supports required to maintain the child(ren) safely in
the home and prevent future maltreatment. The purpose of the IFM is to discuss the reasons for the referral to Family Preservation
Services, discuss the safety and/or risk concerns of all parties, including the family, and reach a consensus with the family. The role of
the CPS Specialist and the FPS providers shall be clarified with the family. A Family Preservation Initial Service Plan, with the goal of
maintenance at home, shall be developed with the family. This plan outlines activities to be completed prior to the Family Case Plan
using the PPS 3048.
A. Family Preservation Initial Family Meeting Participants
1. Persons required to attend the Initial Family Meeting are as follows:
a. CPS Specialist
b. Family Preservation Services assigned Specialist or Case Manager
c. The parent(s)
d. Other family members, as deemed appropriate
e. Community Family Service Provider, if applicable.
2. The FPS provider shall encourage the family to invite people who are a part of the family's support network. The assigned
CPS Specialist and the assigned Family Preservation Services case manager/therapist shall attend the IFM; however, if
either or both are unable to attend, each agency is responsible to designate alternate staff members. The preferred
designee is a staff member who has been or will be involved with the family. The case file shall document the designee's
involvement with the family and all participants in the IFM.
3. Parents shall be asked to sign release of information forms authorizing information sharing between meeting participants.
B. Initial Family Meeting Timeframe and Location
1. The Family Preservation Services Provider shall contact the family within 24 hours of the referral to introduce themselves
and to schedule the IFM. The family's availability shall be considered a priority when selecting the time and location for
the meeting. The IFM shall be held in the family’s home, unless the family has expressed another preference. The CPS
Specialist’s availability will also be considered in scheduling the IFM.
2. The Initial Family Meeting shall occur in person, within two business days, following the time of the referral to Tier 1 or
Tier 2, unless DCF directs the Initial Family Meeting be held sooner.
3. Only the family may request to exceed the two-business day requirement, and family requests should be limited to
accommodation of schedules or allowance for a support person to attend. If not held within the two business days, the
Initial Family Meeting shall be held as soon as possible, preferably within the next 24 hours. The case file shall reflect the
reason for the extension of the IFM time.
4. The decision whether to request the IFM be held sooner than two business days following the referral shall be made by
the CPS Specialist, in consultation with the DCF Supervisor or PPS Program Administrator. Factors to be considered are
age and vulnerability of the children in the home, safety and risk factors, and weekends and holidays.
C. Purpose of Initial Family Meeting
The purpose of the IFM includes the following:
1. Families are provided the opportunity to describe their experiences, identify their strengths, resources, and skills, and play
a lead role in the development of their Family Preservation Initial Service Plan;
2. When the meeting is over, families should feel their perspectives have been heard and are valued and there is a
commitment to helping them achieve success;
3. Supports for the family shall be discussed and identified;
4. Roles and responsibilities of all team members shall be clarified, including all family members, child(ren), FPS Provider,
DCF CPS Specialist, other community service providers, and other team members;
5. Full disclosure of the reasons for the referral, DCF expectations for the safety and risk concerns needing to be addressed,
what may happen as a result of the family’s choices and actions, and timelines for decisions about child permanence and
case closure;
6. An Initial Service Plan is completed to include the continued gathering of assessment information supporting the
development of the Family Case Plan, including the family signing releases to allow FPS providers to review information
already collected or to contact individuals or other providers to obtain needed information.
D. Roles and Responsibilities of the Initial Family Meeting Participants
1. The FPS Provider shall schedule and facilitate the Initial Family Meeting and complete the Initial Service Plan with the
family, ensuring all family members age 7 and older participate and sign the Initial Service Plan, if they have the
cognitive ability to participate in the case planning process.
2. The referring CPS Specialist shall explain the reason for the referral to Family Preservation Services and the safety
concerns to be addressed, including behaviors of family members needing to change to ensure the child(ren)’s safety and
successful case closure. The CPS Specialist shall discuss with the family what may happen if the family does not
participate in Family Preservation Services, does not follow the safety plan, or does not complete court orders, as
applicable.
3. The FPS Provider and CPS Specialist shall partner with the family in determining the appropriate activities and the
person(s) responsible for completion of each activity during the development of the Initial Service Plan.
4. The family, FPS Provider and CPS Specialist shall jointly complete a Safety Plan, if needed, identifying the behaviors
needing to change, the roles of each involved person, the beginning and ending date, the person(s) responsible for
monitoring the activities and what may happen if the family does not follow the Safety Plan. The Safety Plan shall be
completed using the DCF form, or an approved version which includes all elements contained in the DCF form.
5. The FPS Provider and CPS Specialist will engage the family in determining appropriate activities to include in the
Family Preservation Initial Service Plan and the Safety Plan, if applicable, and the person(s) responsible for completion of
each activity. Family members will sign the Initial Service Plan and receive a copy immediately.
E. Activities to Include in the Family Preservation Initial Service Plan
1. All activities to address safety concerns and reasons for referral to FPS which need addressed immediately.
2. Parents/Caregivers and age appropriate children/youth will participate in the required assessments, unless the assessment
has been completed within the past six months and the results are available to the assigned FPS Provider.
3. FPS Providers will observe parent child interactions and meet with each child alone to gather information and determine
additional activities which may need to be included on the Family Case Plan.
4. Parents/Caregivers will follow all court orders, as applicable.
4220 Family Preservation Screenings and Assessments Prior
to the Case Plan
The Child Welfare Case Management Provider (CWCMP) shall assess the child and the family within 20 calendar days of
the referral. The CWCMP is responsible for partnering with the family to identify and meet the family needs. The CWCMP
will assist the family in accessing other community resources as appropriate. Whenever possible, services shall be
provided in the home and focus on the needs of the family and current household members.
A. The assessment shall include searching KIDS for prior history of family and current household members.
1. If the child is in the custody of the Secretary of DCF, the assessment shall include background checks on the child’s
caregivers, including the non-custodial parent. The background checks shall consist of the Child Abuse/Neglect Central
Registry, Adult Protective Services Adult Abuse Registry, KASPER (Kansas Adult Supervised Population Electronic
Repository) and the Kansas Bureau of Investigation Registered Offender website. The CWCMP may request access to a
closed file in the possession of DCF. If there is a reason to believe there may be criminal charges related to child safety
from another state, a fingerprint check shall be completed. Information from background checks shall be used in assessing
risk and safety to the child.
B. The CWCMP provider shall complete needs assessments on all applicable parents and all children in the family. The
CWCMP provider shall make concerted efforts to contact and assess the needs of children and parents.
Assessments are to include but are not limited to identifying services necessary to achieve case goals and
adequately mitigate safety issues relevant to the agency’s involvement with the family and provide the appropriate
services.
1. Concerted efforts to contact and assess the needs of children and parents include documentation of using more than one
strategy and more than one attempt per strategy, including after business hours if necessary. Gathering identifying
information from the custodial parent, Child Support Services, or other collaterals regarding the non-custodial parent are
helpful efforts, but do not count as an attempt to contact. Additional attempts shall be made throughout the life of the case
and shall be driven by the circumstances of the case.
2. The assessment of needs may be through formal evaluation or through a more informal case planning process involving
intensive interviews with the child, family and service providers to achieve an in-depth understanding of the needs of the
child. The assessment of needs shall include the child(ren)’s educational, physical health, mental/behavioral health,
including substance abuse, as well as the social/emotional development of the child, which may include social
competencies, attachment and caregiver relationships, social relationships and connections, social skills, self-esteem and
coping skills.
3. The parents to be assessed are typically defined as the parents/caregivers with whom the child(ren) was living when the
agency became involved with the family and with whom the child(ren) will remain. If a biological parent does not fall
into this category, determine whether the parent should be included based on the circumstances of the case. Consider the
reason for the agency’s involvement and the identified perpetrators in the case, the status of the children’s relationship
with the parent, the nature of the case (court involved or voluntary) and the length of the service period. If a biological
parent indicates a desire to be involved with the child, and it is in the child’s best interests, the parent’s needs shall be
assessed. Parents who would not have to be assessed include:
a. Parental rights are terminated prior to the service period.
b. Parent’s whereabouts are unknown and remain unknown throughout the service period despite ongoing concerted
efforts to locate.
c. Parent is deceased prior to the service period.
d. It is documented in the case file the basis for why it is not in the child’s best interests, with verification from another
professional collateral, to involve the parent in case planning during the entire service period. The collateral shall
have direct knowledge of the family and not be an employee of the CWCMP.
e. A parent who indicates verbally or through ongoing action they do not want to be involved in the child’s life, and
this is clearly documented in the case file.
C. To assess physical health needs, the CWCMP shall request information on each child's last assessment for dental,
vision, hearing, and physical health, including current prescribed medications. This includes collecting names and
addresses of all medical providers.
D. Parents/Caregivers and age appropriate children/youth shall be assessed prior to completion of the Child’s Case
Plan when the child is in DCF custody. If the child is not in DCF custody, the assessment shall be completed prior to
the Family Case Plan. The following are assessments required by DCF and shall be completed in addition to
assessments required by the CWCMP’s evidence-based program.
1. Genogram with maternal and paternal relatives, at least three generations.
2. Ecomap.
The following assessments are optional, but may also be completed with the family prior to the completion of the Family
Case Plan:
1. Child Stress Disorder Checklist-KS (CSDC-KS) Ages 0-18; Screen for child’s history of trauma and current symptoms,
2. Child Report of Post-Traumatic Symptoms (CROPS) Ages 6-18; Screen for child’s history of trauma and current
symptoms,
3. Ages and Stages Questionnaire – Social Emotional (ASQ-SE) Ages 0-2; Screen for social-emotional functioning of child.
4. Preschool and Early Childhood Functional Assessment Scale (PECFAS) Ages 3-5; Assess behavioral health functioning;
5. Child and Adolescent Functional Assessment Scale (CAFAS) Ages 6-18;
6. Parenting Stress Index – Short Form (PSI-SF) Ages 0-18; Assess parenting stress,
E. A Substance Use Disorder screening is part of the family assessment process. Family Preservation staff may use
the PPS 2005 UNCOPE or another formal or informal substance use screening process. The results of the
screening shall be documented in the case file. Children age 13 and older shall be screened for substance use
disorder, with permission from their parents or legal caregivers. Children younger than 13, with identified substance
use at any point during the life of the case, shall also be screened with permission from their parents or legal
caregivers.
4225 Risk and Safety Assessment for Family Preservation
An assessment of safety is made to determine whether a child is in a safe environment. A safe environment is one in which there are
no threats posing a danger or, if there are threats, there is a responsible adult in a caregiving role, who demonstrates sufficient capacity
to protect the child.
Risk is defined as the likelihood a child will be maltreated in the future.
A. Initial Assessment
1. Initial risk and safety assessments shall be completed by the Child Welfare Case Management Provider (CWCMP) for
Family Preservation Services, upon referral and prior to the completion of the family case plan.
2. The CWCMP shall make concerted efforts to accurately assess and address the risk and safety concerns relating to all of
the children residing in the home.
B. Ongoing Assessments
1. In addition to the initial risk and safety assessment, ongoing risk and safety assessments, formal or informal, shall be
completed at critical times in the case. Refer to PPM 3110 for more information regarding when ongoing assessments
shall be completed.
C. Safety Plan
1. A written Safety Plan may need to be developed and signed, to address an immediate safety threat identified during the
assessment, including:
a. Date and time completed
b. Risk and safety factors considered
c. Beginning and ending date
d. Goal of Safety Plan
e. Action steps needed to meet the goal
f. Consequences of not following the Safety Plan
g. Signatures of responsible caregivers, children, if age appropriate and involved in the plan, CWCMP and any other
participants
2. A copy of the Safety Plan shall be left with a responsible caregiver and a copy shall be filed in the CWCMP’s case file.
4230 Plan of Safe Care for Family Preservation Services
A Plan of Safe Care is a continuous and long-term plan for pregnant women using substances or infants born substance affected. The
plan focuses on the infant’s ongoing health, development, safety and well-being. The Plan of Safe Care identifies the needs of the
infant and family and the services to meet those needs.
When a Plan of Safe Care is put in place by DCF staff and the case is referred to Family Preservation, Family Preservation staff shall
be responsible for monitoring the plan during the open Family Preservation service period. The Plan of Safe Care may be updated with
additional needs and referrals for service, after discussion between the family and Family Preservation providers.
Needs related to safety and risk concerns for the infant and family identified by the PPS 2007 Plan of Safe Care shall be incorporated
in the PPS 3050 Family Service/Preservation Case Plan as objectives and activities are developed.
Upon closure of a Family Preservation case, the PPS 2007 Plan of Safe Care shall be provided to the family. The family has the option
to continue services and monitoring by community services and resources.
Family Preservation staff shall create a Plan of Safe Care with the family, if during the life of the case additional information becomes
available indicating a Plan of Safe Care is needed. See PPM 2050 Plan of Safe Care and form PPS 2007 Plan of Safe Care.
4235 Recommendation for Continuation of Specific Services
When a family has specific, identified needs and is receiving services under a Client Purchase Agreement (PPS 2833) is referred for
Family Preservation Services, the CPS Specialist may recommend the current Client Purchase Agreement be continued. If a
recommendation to continue services under the existing Client Purchase Agreement is made, DCF is responsible for the costs
associated with the Client Purchase Agreement.
The continuation of such services is to be authorized at the time of the referral and documented on the Family Preservation Services
referral form (PPS 5000). For purchases under $1,000, the supervisor’s signature is required; for services between $1,000 and $4,999,
the Regional Program Administrator or designee’s signature is required. Services for more than $5,000, require a state contract. (See
PPS Handbook for Client Purchases) When a referral to Family Preservation Services has been made and the family has accepted
services, no additional Client Purchase Agreements for services are to be approved by DCF.
4245 Family Preservation Services Case Manager
Responsibilities When Child is Missing
When a child is missing from their residence, due to being a runaway, being abducted, or missing for an unknown reason, the Child
Welfare Case Management Provider (CWCMP) shall take the following actions:
A. When the Child Is Missing
1. Request and facilitate the parents/caregiver filing a missing person report with the appropriate law enforcement agency in
the area in which the child has been residing, immediately, and in no case later than 2 hours, after being notified of the
child's whereabouts being unknown;
2. If the parent makes the missing person report to law enforcement, the CWCMP shall follow up with law enforcement, no
later than 24 hours, to ensure the report was made.
3. Assist the parents/caregiver in providing law enforcement agency and NCMEC (see also #4 and #5) with the following
information (as available) when making a report of a missing or abducted child:
a. A current photo/physical description of the child, to include a description of the clothing worn at the time the child
was last seen, hair and eye color, height, weight, complexion, eyeglasses or contact lenses, braces, body piercings,
tattoos and/or other unique physical characteristics;
b. Contact information of the child; including information about cell phone numbers, email addresses, social
networking contacts, aliases and nicknames;
c. Information about suggested location, people, or direction where the child could be located, including parents and
relatives;
d. Medical or mental health condition and medication information that may impact the child’s decision-making
process and health, including any past suicidal attempts and/or any other endangerments or risks, such as gang
activity, online enticement, commercial/sexual exploitation;
e. Clothing child may be wearing and possessions the child may have with them.
4. Discuss with parents/caregiver the need to also have the child’s name and picture placed on the National Center for
Missing and Exploited Children (NCMEC) web site, by entering information online or calling 1-800-THE-LOST, and
assist the parent in completing this task if necessary.
5. If the parent(s) is unwilling or unable to report the missing child to law enforcement or enter the child’s information on
the NCMEC website, discuss the importance of locating their child to ensure his/her safety and inform the
parents/caregiver of the CWCMP’s responsibility to enter the missing child’s information on the NCMEC website, as
well as to report the missing child to law enforcement, per federal law, Preventing Sex Trafficking and Strengthening
Families Act.
6. If the parent(s)/caregiver refuses or is unable to report the child as missing to Law Enforcement, whether the child is in
the custody of DCF or not, the Child Welfare Case Management Provider shall make a report to DCF and law
enforcement, no later than 24 hours after receiving notification of the child being missing and ensure the child is entered
in the National Crime Information Center (NCIC) data base, by following up with law enforcement, no later than 24
hours after reporting information on a missing or abducted child or youth.
7. If the missing child is in the custody of DCF, the CWCMP shall make a report to the Special Response team in PPS
Administration by sending an email to DCF.AWOLyouth@ks.gov.
8. If the parent(s)/caregiver refuses or is unable to place the child’s name or picture on the missing person’s website, the
CWCMP shall ensure the child is entered on the National Center for Missing and Exploited Children (NCMEC) web site,
by entering information online or calling 1-800-THE-LOST, no later than 24 hours after receiving information on a
missing or abducted child or youth.
9. Notify all court involved personnel of the child's missing status, if applicable.
10. Request and assist the parents/caregiver in contacting the child's school to make them aware of the child's missing status
and ask for their assistance in locating the child;
11. Request and assist the parents/caregiver in contacting friends, other relatives of the child and others who may have
information (teachers, counselors, coaches, CASA, etc.), through all available means, including social media, to obtain
information from them and also gain their assistance in locating the child; if assistance is needed in locating the child’s
relatives, contact DCF to request a search of all systems;
12. Provide emotional support to the birth parents/primary caregivers and siblings, in dealing with the child's missing status;
B. Ongoing Efforts
1. Missing 1-5 days
At least daily efforts shall be made to complete the following actions to obtain updated information:
a. contacts parents/primary caregivers and siblings;
b. assists the family with following up with law enforcement to check on the status of the investigation;
c. checks social media (age appropriate) for any updates;
d. assists the family with contacting friends and other relatives of the child, through all available means including
social media (age appropriate), to obtain updated information and assistance in locating the child; if assistance is
needed in locating the child’s relatives, contact DCF to request a search of all systems;
e. assists the family with contacting the child’s school to check attendance, and determines if any staff have
information or knowledge of the child’s whereabouts;
f. attempts to contact the missing child via mobile devices.
2. Missing over 5 days
At least weekly efforts shall be made to complete the following actions to obtain updated information:
a. contacts parents/primary caregivers and siblings;
b. assists the family with following up with law enforcement to check on the status of the investigation;
c. checks social media (age appropriate), to include post(s) with the National Center for Missing and Exploited
Children, for any updates for any updates;
d. assists the family with contacting friends and other relatives of the child, through all available means including
social media (age appropriate), to obtain updated information and assistance in locating the child; if assistance is
needed in locating the child’s relatives, contact DCF to request a search of all systems.
e. assists the family with contacting the child’s school to check attendance and determines if any staff have
information or knowledge of the child’s whereabouts.
f. attempts to contact the missing child via mobile devices.
C. When the Child Returns
1. Coordinate with the DCF worker to ensure the child's safety, placement, and treatment/services are re-assessed for
possible Human Trafficking activities by interviewing the child to gather details about where the child was, who the child
was with, why the child left and how the child left, etc. Appendix 2l may be used as a guide in interviewing the child
and/or parent.
a. If the child discloses possible Human Trafficking activities, coordinate with the DCF worker to ensure a report is
made to the Kansas Protection Report Center (KPRC).
b. The CWCMP shall notify law enforcement and the Special Response team in PPS Administration at
DCF.AWOLyouth@ks.gov. if applicable no later than 24 hours after receiving notification of the child’s
whereabouts or return to the home.
c. Notify DCF, including the assigned CPS Specialist and Supervisor, and the court, if applicable, by the next
working day of receiving notification of the child’s whereabouts or return to the home.
d. Request parents notify school of child’s return.
e. Re-assess the child’s placement with parents/caregiver and services and make changes as appropriate, to ensure the
safety of the child.
f. Develop a written Safety Plan with the child and parents/caregivers, to reduce the risk of future incidents. Monitor
Safety Plan to ensure all activities are being completed as required to ensure the child’s safety.
4250 Family Preservation Services Declined
A. When a PPS 4260 Request for Retraction has been approved or when the family declines Family Preservation Services, the CPS
Specialist shall meet with the DCF Supervisor prior to case closure. They shall review the current risk and safety assessment to
determine if there are safety issues needing to be addressed. Additional steps may include referral to other community services, a
request to the County/District Attorney for court oversight or removal of a child, or case closure. This discussion and decision
shall be clearly documented in the case file.
B. If the family declines services after the five-day referral retraction period but prior to signing the PPS 3050 Family Case Plan or
the PPS 3051 Child Case Plan, both the DCF referring worker and the Family Preservation Services Provider shall work
together to engage the family. Other available options and services may be discussed. If the family chooses not to sign the
Family Case Plan within 30 days of referral, the Family Preservation Service Provider shall complete and send to the DCF
Family Preservation Services Program Consultant or designee the FPS Acknowledgement/Change/Closure form, PPS 4205.
The PPS 4205 shall be provided to the appropriate DCF staff for entry into the FACTS system.
4255 Transfer of Family Preservation Cases and Change of
Venue
If there is an open Family Preservation Services case at the time the family moves to a different location served by a different DCF
region, the DCF case shall transfer to the receiving DCF office. The DCF case file, including the PPS 4255 Family Preservation
Transfer Case form and the PPS 3005 Case Transfer Summary, shall be forwarded to the PPS Regional Program Administrator or
designee responsible for the receiving DCF office.
Refer to PPM 2746 G.1. when a child moves to another parent’s home.
A. Child(ren) not in the Custody of the Secretary
1. If the family moves to another contract region during the Family Preservation Service period, and the child is not placed
in custody of the Secretary, the original Family Preservation Services Case Management Provider shall:
a. Continue responsibility for the duration of the selected service tier.
b. Choose to serve the family in their new location, subcontract for services with the Family Preservation Services
Case Management Provider in the region in which the family resides or with another provider of their choice.
c. Remain responsible for all contractual obligations and reporting for these cases.
B. Child(ren) in the Custody of the Secretary
1. A new referral to the Family Preservation Services Case Management Provider shall be made when:
a. A family moves to another contract region during the Family Preservation service period and has a child in the
custody of the Secretary placed at home, and
b. The court jurisdiction is changed.
4260 Request for Retraction
When the Family Preservation Services Case Management Provider or the DCF Child Protection Specialist believes a retraction of the
Family Preservation referral is warranted, the following steps shall be taken within five days of referral:
A. Complete the PPS 4260 Request for Retraction of a Family Preservation Referral and submit to the designated regional Family
Preservation Program Consultant or designee.
B. The Regional Family Preservation Program Consultant or designee shall consult with the DCF Child Protection Specialist and
PPS Supervisor to determine if the retraction request shall be approved.
C. The regional Family Preservation Program Consultant or designee shall provide a copy of the PPS 4260 to FACTS data entry
staff for removal of all referral responsibilities in FACTS.
D. Retracted referrals are not reflected in program outcomes.
E. Situations which may result in a request for retraction include but are not limited to the following:
1. The family has moved, and their location is unknown to DCF;
2. Another Child Welfare Case Management Provider has responsibility to provide services to the family due to an open
case, including foster care services and adoption services;
3. Child(ren) no longer reside in the home due to a family decision with no established date for return of the child(ren), and
the family is no longer interested in receiving Family Preservation Services;
4. One child in the home has been moved into out of home placement prior to the Initial Family Meeting and an out-of-home
referral is made to the Reintegration/Case Management provider;
5. Parents/caregivers decline Family Preservation Services within the first five working days after referral. See PPM 4250.
4300 Family First Prevention Services Grants
Family First Prevention Services (FFPS) grants support families in their communities with the goal to prevent children from entering
the custody of the Secretary and foster care placement through implementation of evidence-based programs. Grantees apply an
approach using approved evidence-based or emerging programs.
Foster Care prevention approaches are family-centered, safety-focused and provide voice to and for a child and family’s safety
network. Family-centered practice is characterized by mutual trust, respect, honesty and open communication between parents and
service providers. Families are active participants in the discussion of program improvement, service referrals and evaluation. They
are active decision-makers in selecting services for themselves and their children. Family and child assessments are strengths-based
and solution-focused. Specified services are community-based and build upon formal and informal supports and resources.
Programs were evaluated, scored and rated by a multidisciplinary Grant Peer Review Panel. Family First Grants were awarded to
selected partners with specialization in evidence-based treatments provided by qualified clinicians in the arenas of:
1. Mental Health
2. Substance Use
3. Parent Skill Building
4. Kinship Navigation
Family First Prevention Services grants are awarded to multiple organizations across and within communities whose services
demonstrate the ability to make a community impact to prevent the need for entry into foster care. Program boundaries or service areas
may be any jurisdiction, catchment area, collection of jurisdictions or existing population parameters of an organization (e.g. judicial
district, collection of counties or neighborhoods).
4310 Family First Prevention Grant Service Population and
Referral
A. Prevention Services for Child(ren) deemed Candidates for Care
CPS Specialists will refer families to the Family First Prevention Services (FFPS) Grantees. CPS Specialists
completing child protection assessments and investigations make this determination. A referral to the program is
consistent with the family’s needs related to the program’s evidence-based intervention population when a child is at
imminent risk of entering foster care. CPS Specialist will complete the Prevention Plan with the family prior to
referral. In the referral, PPS will list each child or youth name who is determined a candidate for care (See 0160
Glossary and 3229 Determination/Redetermination Candidacy for Care).
1. Families with any one of the following situations are eligible for a referral to a Family First grant program:
1. a child or youth who PPS determines is at imminent risk of foster care and out of home placement but can be
safe at home with prevention services;
2. a child or youth who exited foster care to adoption or permanent custodianship/guardianship, or who was
reunified with parents is at risk of entering foster care and out of home placement;
3. a child or youth temporarily or permanently residing with a relative or kin caregiver;
4. a child or youth living with parents but needs to be with a relative caregiver with prevention services in place;
5. pregnant and parenting youth in foster care and in an out of home placement.
6. a child/youth remaining in the home whose siblings are in foster care.
2. Pregnant and Parenting Youth in the Custody of the Secretary
Pregnant and parenting youth in the custody of the Secretary with infant/child not in the custody of the
Secretary are eligible for Family First Prevention Services. The CWCMP will complete the Prevention Plan
which is integrated in the child’s Permanency Plan ( PPS 3051, Section 7) and will notify the PPS Foster Care
Liaison to make the appropriate referral to needed services. (Reference PPM 5238)
4320 DCF Responsibilities for Open Family First Prevention
Service Cases
Following the referral to Family First Prevention Services grantee, the CPS Specialist (unless otherwise noted) shall be
responsible to:
A. Provide current information for data entry into FACTS.
B. Assist the family in connecting with the grantee to begin service relationship.
C. Assist in the engagement process with the family as requested.
D. If requested, participate in the initial meeting held within 2 business days of referral with the grantee and family.
E. Complete all child abuse/neglect assessments in accordance with PPM section 2000.
F. Inform the grantee of ongoing child abuse/neglect investigations and assessments.
G. Inform the grantee of any new report received by the Kansas Protection Report Center involving a child receiving
services by the grantee. Grantee may consider and incorporate the information into the work with the child and
family as appropriate. The role of grantee is not to investigate or determine validity of report.
H. Provide the grantee a copy of the PPS 2012. Inform the provider of the status of appeal, if applicable.
I. Meet with the family and grantee to discuss options if there is a refusal of services.
J. Provide reports to the court as indicated.
K. Monitor prevention plan timelines. If the date for the Prevention Plan is approaching the 12-month mark, consult with
the grantee and DCF supervisor to determine if the child(ren) remain candidates for care and are in need of services.
If it is determined Family First Prevention Services remain necessary, a new PPS 4300 extension shall be completed
redetermining the child(ren) candidates and outlining needed services (See PPS 2753 Eligibility and Criteria for
Referral to Family First Prevention Services)
L. Review the PPS 4310 Referral/Case Status form, when submitted by the grantee. Based on the information provided
and progress made by the family, the Child Protection Specialist and Supervisor shall determine if follow-up is
needed. Follow-up may include determining no action is required, attempting to re-engage the family with the
CWCMP, or contacting the County Attorney/District Attorney and requesting a petition for Child in Need of Care.
4330 Family First Prevention Services Grantee
Responsibilities
Grantees shall accept all referrals from DCF when the program has openings. Following the referral to the Family First
Prevention Services (FFPS), the grantee shall:
A. Acknowledge receipt of the FFPS referral within 24 hours.
B. Complete or continue a Plan of Safe Care (PPS 2007) for families served who have an infant to support families
affected by substance use disorders. If, initially, criteria for a Plan of Safe Care was not met, but, during the life of
the case, additional information becomes available, which indicates criteria for a Plan of Safe Care may be met, the
requirements per PPM 2050shall be followed. The needs of the infant and family shall be documented on the PPS
2007 Plan of Safe Care and submitted to DCF.
C. Meet with the family within 2 business days of referral to begin initial assessment and review Prevention Plan (PPS
4300 ). Submit Referral Form/Case Status Form (PPS 4310)outlining date of contact to referring CPS Specialist and
FACTS unit within 5 business days of initial contact.
D. Request necessary releases be signed by family to coordinate services, reduce service duplication and ensure
family’s needs are met. Verify provision of necessary services, when applicable, with other Family First Grantees,
Family Services, Family Preservation Services, or Foster Care/Reintegration/Adoption Contractor.
E. Notify referring CPS Specialist if any child in the family is a runaway or missing.
F. Participate in a Team Decision Making meeting, if requested by PPS.
G. Complete and submit the PPS 4310 with case closure reasons and summary of closure to referring CPS Specialist
and FACTS unit within 5 business days of case closure. Grantee may request retraction of services within 5 days of
referral due to non-engagement by the family and/or in-eligibility of family in services. Retractions are not included in
grantees outcomes. Grantee shall submit the PPS 4310 with retraction request and complete summary of why
retraction is needed.
H. Maintain case information on a timely basis reflecting complete and current history of assessment information,
services provided and progress of services for the family.
I. Review any forwarded report from DCF involving a child receiving services by the grantee. The grantee may consider
and incorporate the information into the work with the child/family as appropriate. The role of grantee in this
circumstance is not to investigate or determine validity of report.
J. Make available, develop or accept DCF process or procedure of releases so all client records and information may be
shared with DCF. The following are examples of when this may occur: if a child in the home enters foster care, at
case closure, to obtain status reports, to provide court updates, service case is a part of case review sample and/or
as needed. Make available all client records and information to DCF within 24 hours of a request, whether written or
verbal.
K. Participate and cooperate in the DCF performance improvement process, including interviews when requested.
L. Participate in regional, local, and statewide meetings to promote program and maintain orientation to referral process.
M. Work with external evaluator to provide data, implement other quality assurance, success factor or evaluation tools
such as surveys of families served, case file reviews or other tools. Provide access to existing quality assurance
tools or case files for respective evidence-based programs for children served in the PPS grant referred program or
service. The external evaluator shall work with the grantee to develop an evaluation plan for each program.
N. Provide direct services supporting the implementation of evidence-based strategies resulting in improvements in
targeted State-or community-level factors, while contributing to and monitoring the following outcomes:
1. Families are engaged timely;
2. Children are maintained safely at home.
Additional outcomes related to safety and well-being may be identified by the external evaluator.
O. Participate in stakeholder, statewide or regional meetings regarding implementation of Family First Prevention
Services.
P. Ensure all direct service or program staff have training and meet qualifications required consistent with evidence-
based programs.
Q. Initiate and follow Critical Incident Protocol (see PPM 0510).
R. In some circumstances, such as court involved cases, documentation for court and testimony may be required.
S. Submit brief case level monthly reports outlining family progress to the CPS Specialist. This may be completed in a
format determined by the grantee such as email, existing grantee form or development of new forms.
T. Provide weekly capacity updates to those identified by regional leadership. Updates include capacity, number of
active cases, utilization rate, and approaching openings.
U. After service closure, the grantee shall coordinate with regional staff on the method for transfer of closed files or
pertinent documentation.
4340 Reports to KPRC Regarding Families Being Served by
a Family First Prevention Services Grantee
Reports received involving a child accessing services from a Family First Prevention Services grantee receive an Initial Assessment by
the Kansas Protection Report Center. If the initial assessment decision is to assign the report for a child abuse/neglect investigation, an
investigative DCF CPS Specialist shall communicate with the grantee regarding contact with the family while the investigation is on-
going.
If the report is to not assign for further assessment, the report shall be forwarded to the DCF CPS Specialist with the open case. The
DCF CPS Specialist shall forward the report to the grantee providing services to the family.
The concerns contained in the report shall be addressed with the family:
A. The CPS Specialist shall address concerns with the family not associated with the services provided by the grantee or concerns
not addressed by the grantee.
B. The grantee may consider and incorporate the information into the work with the child and family when the information is
relevant to the work the grantee is providing, as appropriate.
4350 Refusal of Family First Prevention Services
If a referral retraction has occurred, the family refuses to engage in Family First Prevention Services or the family is not making
needed progress in services, the CPS Specialist shall consult the PPS Supervisor to review current risk and safety assessments and any
additional information provided by the grantee to determine if there are safety issues. Additional steps could include referral to other
community services, a request to the County/District Attorney for removal, or case closure.
4370 Duration of Family First Prevention Services
Family First Prevention Services can be provided for up to 12 months beginning on the date the state identifies the child as
either a “candidate for foster care” or a pregnant or parenting foster youth in need of those services in the prevention plan.
Services may continue beyond 12 months on a case by case basis.
Grantees shall consult with the CPS specialist prior to the end of the 12-month period to discuss relevant details of the
family’s progress, willingness to continue services, and any risk or safety concerns. If it is believed the child(ren) may need
to continue with services, the CPS Specialist and the supervisor shall evaluate the current risk and safety concerns.
Services may be extended when the following conditions are present:
A. the family is making progress on achieving the service goals, and
B. the child(ren) remains a candidate for care.
If an extension of services is needed after the 12 months has ended, the CPS Specialist shall complete a new PPS 4300
Prevention Plan extension and determine the child(ren) a candidate for care. See PPM 2753 Eligibility and Criteria for
Referral to Family First Prevention Services.
If it is determined a service extension is not needed, the Grantee will complete
SECTION V: Closure of Family First Prevention Services on the PPS 4310 Referral/Case Status.
4800 FACTS Family Services Procedures
Complete screen navigation requirements for adding family services information are located in the Plan Management section of the
FACTS User Manual Volume II, Section 400. Codes for applicable screens in FACTS are located in the USER Manual Volume I,
Section 800. Information on case planning activity shall be entered into FACTS within 5 working days from the date of occurrence,
action, or agency decision regarding a child or family. Case information that is required in FACTS and which is received from outside
agencies shall be entered within 5 business days of receipt of the information.
4810 Establishing a Family Services Case
The date case open field on the Family Service Case Status form PPS 4005 reflects when a family service case has been opened and
shall be recorded in FACTS. The service remains open as long as the family or individual is being served under that case action
decision or contract. A case is coded in FACTS as a family service case if the DCF is providing direct services as per PPS 4005 form
or has contracted for services according to the Handbook of Services, and there is no active service being provided by a Child Welfare
Case Management Provider.
4820 Entering A Family Service Case into FACTS
A. All Family Services Cases
To reflect a family services case action decision in FACTS, the following combination of codes is entered. On PLAN, enter an
FP plan type for the Head of Household with goal type of maintaining the child in the family (MFM). On RESP, enter a service
requested code from any protection, prevention or intervention code as applicable, PR10N service action code and service
source as the Primary Social Worker (PSW). See section C for service action code on Family Service contract provider
referrals. Enter the Service Status as IN to mark the case as open and indicate the effective date when service delivery began
with that family as per Section III of the PPS 4005 form. If the family service referral is due to or involves a juvenile offender
case as per the PPS 4005 form, enter on the RESP screen for the Head of Household the service action code of JO01N with the
service source code of PSW. The start date is the date of the family services referral.
B. Family Services Cases Involving Child Custody
If DCF is providing family services for a child in custody who was either not referred to a Child Welfare Case Management
Provider or for whom custody to the agency extends past the after-care responsibility period for the provider, the existing DCF
custody only plan (SC) is maintained for the child. This child custody plan is maintained in addition to the above steps of
recording the service action for the head of household.
C. Community Family Service Provider Referrals
To reflect a family service case referred to a community family service provider, enter a PR10N service action code on head of
household with the service source code of HCB.
D. Family Service Referrals for Self-Sufficiency youth (SS plans)
If youth who is on an open SS plan is referred for family services, a FP plan shall not be opened. Information for the family
services, such as family services referral code (PR10N), will be entered on the open SS plan.
4830 Recording Family First Prevention Services
Information
To record the Family First Prevention Services prevention plan (PPS 4300):
1. Enter the service action code of PF01N along with the service source code of PSW on the RESP
screen of each person in the household as per the Family First Prevention Plan form PPS 4300.
Enter this service action code on the appropriate plan type for that individual. If the Family First
Prevention Services referral is due to or involves a juvenile offender case as per the PPS 4310
form, enter on the RESP screen for the Head of Household the service action code of JO01N with
the service source code of PSW. The start date is the date of the Family First Prevention Services
referral. The AchDt is the end date listed on the PPS 4300 form.
To record Family First Prevention Services referral (PPS 4310 form):
1. Enter the appropriate Family First Prevention Services service action codes (FM01N, FS01N,
FI01N and FK01N) along with the associated service source codes on each family member’s plan
as per the PPS 4310 and 4300 forms. The start date for these services will be the date of referral
to Family First Prevention Services located on the PPS 4310 form. The end date will be the
closure date located on the PPS 4310. When closing the services use the appropriate Resp Status
Type Closed code as per the PPS 4310 Section V. Please note this includes retractions.
2. When AchDt is first entered on the service codes (FM01N, FS01N, FI01N and FK01N), enter a
date 6 months out. Once the date of initial contact with the family is received on the PPS 4310
form, the AchDt will be changed to the date in Section IV.
To record if a youth in foster care who is pregnant or parenting is referred to Family First Services
(PPS 4310 form):
1. Enter the prevention plan service action code PF01N as per the PPM 3051 form Section 7 and the
appropriate Family First Prevention Services service action code as per the PPS 4310 form on the
youth’s current custody plan type (CC, EC or RC). To also record the youth in foster care is
pregnant, enter the service action code of FC01N with the service source code of FGC. To record
the youth in foster care is parenting a child who is not in DCF custody enter the service action
code of FC02N with the service source code of FGC. If the youth is in foster care and is parenting
a child who is in DCF custody as per PPS 4310 form, enter the FC03N service action code with
the service source code of FGC on the youth’s open custody plan (SC, CC, RC or EC). Please see
PPM section 5865 for additional information including closure.
To record if services are extending beyond 12 months of an open prevention plan (as per section 1B on
the PPS 4300 form):
1. End date the closing Prevention Plan service action code (PF01N) by using start date in PPS 4300
form Section 1B.
2. End date all Family First service action codes (FM01N, FS01N, FI01N and FK01N) using the
Resp Status Type Closed code of SD in the RespStatus field and the start date in PPS 4300 form
Section 1B.
3. End date the Candidate for Care service action codes (CC01N or CC02N) with the start date in
PPS 4300 form Section 1B.
4. Open a new prevention plan service action code (PF01N) from PPS 4300 form section 1B, the end
date is entered as the AchDt.
5. Open Extended Family First Services (identified in PPS 4300 Section II) using the start date in 1B
as both the start date and the AchDt.
6. Open Candidate for Care service action code (per PPS 4300 Section II), with start and AchDt
dates matching the Prevention Plan.
4850 Closure of Family Service Case
To record the closure of a family service case, use the date of closure from Family Service Case Status form PPS 4005 to end the
PR10N service action code and any other open responsibilities. The date of closure will also be used for the plan end date on PLAN
screen.
4900 Eligibility and Payment Procedures for Family
Services
Family Service funds are used to maintain children in their homes and ensure safety. PPS may provide services directly or arrange for
purchase of services, regardless of custody status. Family resources shall be used for payment of service prior to using Family Service
funding (see PPM 4905). Inability to pay or ineligibility for other DCF program funding shall not exclude a family from receiving
access to services using Family Service funding.
The DCF seeks to make the definition of "family" as flexible as possible (see PPM 0160).
Family service funds may be used for:
A. Law Enforcement emergency placements;
B. Parental out-of-home placements (e.g. respite care) if the family and placement are not Medicaid eligible; and
C. Family Services case purchases for the purpose of relieving a situation that places a child or children at risk of removal from the
home. Excluded are families, and services, which are the responsibility of a Child Welfare Case Management Provider.
The social service case shall remain open and the case plan shall be current the entire time services and goods are purchased.
The DCF may provide services directly or arrange for purchase of services, regardless of custody status. Some services eligible for
payment through Family Service Funds are listed in the Child Welfare Handbook of Services (see PPM Appendix EP-E); The
Handbook of Services is discussed further in Sections 4901 and 4902.
4901 Eligible Goods, Services, and Providers
See the Handbook for Client Purchases, located on PPS Intranet site, for details on possible goods and services the agency can
purchase for a family services case
4902 Payment Procedures for Family Services
See the Handbook for Client Purchases, located on PPS’ Intranet site, for details on purchasing procedures. The instructions for the
PPS 2833 Client Purchase Agreement form contain details on needed information to process a payment.
4905 Rank Order of Funding Sources
Potential funding sources are presented in the order in which they must be considered.
A. Customer Pay
Customer payment for services is preferred. There are several forms of direct customer payment. They include but are not
limited to:
1. Using Existing Income
Staff shall evaluate the family’s ability to pay for needed goods or services. To the extent of their financial ability,
families are expected to pay for all or part of the cost of the services they require.
2. Subsidizing Family Income Through Development of Private Benefits and Entitlements Before accessing public funding,
staff are asked to assure the family has taken advantage of private income sources. These include:
a. Benefits from the Death of a Family Member. Children who have parents or other family members, recently
deceased, may be beneficiary to a life insurance policy or other form of annuity. The individual or
organization handling the estate of the deceased should be able to provide additional information. If the
deceased family member had a work history, the children may also be eligible for survivor benefits from the
Social Security Administration.
b. Benefits from the Retirement of a Family Member. Children who have retired parents or other family
members may be eligible for income from a retirement plan or annuity. The children may also be eligible for
retirement benefits from the Social Security Administration, based on the work history of the retired parent.
c. Benefits from the Unemployment of a Wage Earner. Employers in Kansas are required to carry
unemployment insurance. If a wage earner is unemployed, staff shall assess whether the family is eligible to
receive unemployment benefits. Kansas Department of Human Resources will provide additional information.
d. Child Support Payments from an Absent Parent. If both parents are not contributing to the care of a child
referred toDCF for services, PPS shall obtain financial assistance from the parent withholding support. For
children in DCF custody and placed out of home, a referral, through KAECSES, to CSS is required.
e. Benefits from a Disability of a Primary Wage Earner. Some employers may carry disability insurance. If a
primary wage earner is disabled, PPS staff shall refer the family for further eligibility determination. These
could include payments from the Social Security Administration, based on the work history of the wage
earner.
3. Private Health Insurance
If the child is eligible for private health insurance through the employment of a family member, it can be a useful funding
source for a variety of health and mental health services. Explore if a family has private health insurance. Assure they
have not exhausted their benefits prior to coming to DCF. This private funding source should always be examined before
public (governmental) sources are used. Following the private health insurance claiming process to obtain payment is
very important. Private insurance is always primary payer when Medicaid is available.
4. KanCare 21
KanCare 21 is a federally subsidized health insurance program for uninsured children up to age 19, who are members of
income eligible families. Parents pay a monthly premium based on family income. The benefit level of KanCare 21 is the
same as Medicaid in Kansas.
5. Government Income Subsidies
Government Income Subsidies may provide a portion of assistance to an eligible family. This may include, but is not
limited to, agricultural or food distribution subsidies.
6. Food Assistance
Food Assistance are a federal income subsidy to help families with low income buy food.
7. Temporary Assistance to Needy Families (TANF)
TANF cash assistance provides monthly benefits for basic needs, such as clothing, housing, utilities, and transportation, to
low-income families, including caretakers of needy children. In most circumstances children living with kin are eligible to
receive TANF without regard to income. Eligibility determinations for TANF are completed by DCF Economic &
Employment Service Specialists.
8. Social Security Act Benefits (SSA) and Supplemental Security Income (SSI)
There are two categories of benefits available to children through the Social Security Administration. The first is
Retirement, Survivors, & Disability Insurance benefits (RSDI) and is generally referred to as Social Security Act (SSA)
benefits and the second category is Supplemental Security Income (SSI).
a. Social Security Act Benefits (SSA):
Benefits may be awarded to children whose parents have made Social Security contributions through their
employment and whose parents are disabled, deceased or retired. Eligibility determinations for and the amount of
SSA benefits must be completed by the Social Security Administration.
A disabled child can receive both an SSA benefit generated from their parent’s SSA, and SSI for the child’s own
disability. The amount of the child’s SSI may decrease when other income increases. Benefits children receive as a
result of their parent’s disability or retirement may be used for parental support obligation on file with Child
Support Services.
The child remains eligible for the benefit as long as one of the following criteria is met and the child remains
unmarried:
i. Under age 18.
ii. Under age 19 and attending full-time school or vocational training.
iii. Age 18 or older and severely disabled (the disability must have started before age 22)
Additional Information Regarding SSA Benefits:
When a child reaches age 19, benefits can continue for a short period. If the child attends a school with enrollment once a
year (most common), benefits can continue for 2 months after the month the child becomes19. If a school requires
enrollment each quarter or each semester, the benefit would continue until the end of that quarter or semester.
If a child, who is receiving benefits based on a disabled, deceased or retired parent, is disabled prior to age 22, the child
can continue to receive benefits as long as the child remains unmarried and continues to be disabled. These types of
benefits are called Disabled Adult or Childhood Disability Beneficiary.
For benefits based on a parent’s disability the child would lose their eligibility if the parent’s benefits ended, due to the
parent being determined no longer disabled.
When a child is placed for adoption, even after finalization, the child could remain eligible for SSA benefits. Consult
with a Social Security Administration representative for more information.
If a natural parent dies after parental rights have been terminated or relinquished, the child may still be eligible for
survivors benefits based on the deceased parent.
In some situations a stepchild may be eligible for benefits. Check with the Social Security Administration for more
information on eligibility criteria.
When a child is receiving benefits based on a retired parent and that parent dies the benefits are automatically switched to
survivor’s benefits.
b. Supplemental Security Income (SSI)
SSI is a federal income support program for low-income aged, blind or disabled individuals. It is considered unearned
income. This program is administered by the Social Security Administration and is uniform in every state. These
benefits may be received by adults or children. Eligibility is based on an individual’s disability and not based on
contributions from employment. A child is not eligible to receive SSI based on a parent’s eligibility for SSI. Financial
eligibility for SSI is based on a family or individual’s income and resources. SSI for a child is based on that child’s
disability and cannot be used to meet a child support obligation owed by the child’s parents.
To determine a child’s eligibility for SSI the child must be financially needy and blind or disabled. This includes
behavioral or emotional disabilities. When a child is living with their parent(s), financial need is based on the family’s
income and resources. When a child is placed in the custody of DCF and removed from the home, only the child’s
income and resources are counted by the Social Security Administration. Therefore, it is likely that a disabled foster
child will be eligible for the full monthly SSI amount. The amount of SSI a child can receive each month is also based
on the type of out of home placement.
When an SSI eligible child is adopted and the adoption is finalized, the income and resources of the adoptive family are
considered in determining the disabled child's benefit amount.
All Kansas foster children with potential eligibility for SSI are referred for Social Security through Kansas Legal
Services.
c. Payee for Benefits When Child Turns 18
SSA Benefits: When benefits are based on a disabled, deceased or retired parent, generally the child becomes their
own payee at 18 years of age.
SSI Benefits: Social Security Administration will review the child’s situation prior to their 18th birthday. SSA will
determine whether the child is able to handle his or her own funds.
If the Social Security Administration determines that the child shall be their own payee and the child is being served by
a Child Welfare Contract Management Provider, the payee change shall be reviewed by DCF Regional PPS Contract
Specialist. The Child Welfare Contract Management Provider remains responsible for the child's foster care
maintenance. SSI is used for food, clothing, shelter, education and daily supervision. DCF shall assure the youth does
not lose their SSI eligibility due to excess accumulation of income. Maintenance payments by the Child Welfare
Contract Management Provider will be considered an expense to the child.
9. Medicaid (Title XIX)
Medicaid (Title XIX) is a governmental health care assistance program for families who financially qualify. It is a useful
funding source for a variety of health, mental health, and behavior management services Refer to the KanCare website
http://www.kancare.ks.gov/apply.htm
Additionally, children who are removed from their homes and placed in the custody of DCF are considered to be a family of one
and are eligible for Medicaid, unless their individual income and resources exceed established limits.
10. Family Service Funds
Family Service funds consist entirely of state funds—no federal assistance is provided. Therefore, staff should ensure that all
other potential funding sources have been eliminated before using Family Service funds. See the Handbook for Client
Purchases for details on purchasing procedures.
4907 Medicaid Mental Health Service Delivery
Medicaid mental health/substance abuse services are provided to Medicaid eligible recipients through a Managed Care Organization
(MCO) and provided by a Community Mental Health Center (CMHC) or individual practitioner, who is enrolled as a KanCare
provider.
These services are monitored by the Medicaid Fiscal Agent's System Utilization Review Section (SURS).
5000 Child Welfare Contracts
DCF contracts with licensed Child Placing Agencies for the provision of Reintegration, Foster Care, Adoption and Adoption
Recruitment Services.
In partnership with DCF, Child Welfare Case Management Providers are responsible to deliver appropriate services and supports to
assist parents in maintaining children in their home. When maintaining the child in the home does not meet their safety needs, and out
of home placement is required, the child shall be safely reintegrated as quickly as possible. When reintegration is not a viable option,
another permanency option (i.e. adoption, guardianship/permanent custodianship, A.P.P.L.A.) shall be pursued in a timely manner.
The Child Welfare Case Management Providers (CWCMP) shall provide services to all family members, not just the referred
child(ren). The family shall be actively involved in the development of the plan for the child, selection of service providers, and the
ongoing assessment and review of the case plan. The family is viewed as the experts in knowing the resources and strengths of the
family, as well as knowing those areas in which supports are needed.
The Contracts prescribe a set of standards and expectations of the Child Welfare Case Management Providers in carrying out the
mission of DCF. Each Provider is legally bound to act on behalf of DCF in delivering services to Kansas children and families.
Providers must adhere to the federal and state laws, statutes, and policies in their delivery of services.
5010 Requesting Clarification/Exceptions Regarding
Contractual Issues
A. All questions and requests for clarification regarding the Child Welfare Case Management Provider Contracts shall come to
PPS via the local DCF Office. The PPS Program Administrator or the designee shall contact the PPS Program Manager with
contractual issues that have not been resolved by local DCF and Provider staff.
B. Exceptions to the Child Welfare Case Management Provider Contracts may only be made in rare circumstances by the PPS
Program Administrators, or designee, in consultation with the appropriate PPS Program Administrator/Manager. In general, the
contract requirements must stand as written; however, there are situations in the lives of children and families which may not fit
into strict contract interpretation. Situations requiring modification to contract requirements may be made on a case by case
basis only. The three criteria to be used in making a decision regarding the exception are as follows:
1. The best interest of the child;
2. Only one Provider agency working with the family is maintained;
3. DCF and Provider staff are in agreement regarding the exception.
5021 Reports to KPRC Regarding Families Being Served by
a Child Welfare Case Management Provider
A. Reports received involving a child receiving services from a Child Welfare Case Management Provider (CWCMP) receive an
Initial Assessment by the Kansas Protection Report Center. If the initial assessment decision is to assign the report for a child
abuse/neglect investigation, an investigative DCF CPS Specialist shall communicate with the DCF Liaison Worker and the
CWCMP Case Manager regarding contact with the family while the investigation is on-going.
B. If the report is to not assign for further assessment, the report shall be forwarded to the DCF CPS Specialist with the open case.
The DCF CPS Specialist shall forward the report to the CWCMP case manager assigned to the child/family. The CWCMP
shall consider and incorporate the information into the work with the child/family as appropriate.
1. When the DCF CPS Specialist forwards a report not assigned for follow-up, the CWCMP shall have three working days
to acknowledge receipt of the report and to provide an initial summary of information they may have regarding the report.
If after receiving the initial 3 working day report, DCF determines more information is needed, they will let the provider
know and the provider will have 5 working days to provide additional information. The CWCMP shall include all
information addressing the event in Case Activity Logs with the event number identified.
2. The CWCMP Supervisor shall ensure the information contained in the not assigned report(s) are addressed in the open
case, and follow-up with the CWCMP case manager during regular supervisor consultations. See Appendix 5D. Prior to
case closure the CWCMP Supervisor shall ensure all subsequent not-assigned reports have been addressed in the open
case.
5030 Child Welfare Case Management Provider Screenings
and Assessments
The Child Welfare Case Management Provider (CWCMP) shall assess the child and the family within 20 days of the referral. A part
of the assessment shall include searching KIDS for prior history of family and current household members. If the child is in the
custody of the Secretary of DCF, the assessment shall include background checks on the child’s caregivers, including the non-
custodial parent if they are being considered for reintegration. (See section 0160, for a definition of a caregiver.) The background
checks shall consist of the Child Abuse/Neglect Central Registry, Adult Protective Services Adult Abuse Registry, KASPER (Kansas
Adult Supervised Population Electronic Repository) and the KBI Registered Offender website. The CWCMP may request access to a
closed file in the possession of DCF. The history in KIDS shall also be explored in consultation with DCF. If there is a reason to
believe there may be criminal charges related to child safety from another state, a fingerprint check shall be completed. Information
from background checks shall be used in assessing risk and safety to the child. Clearance is not a requisite for biological parents to be
considered as a possibility for reintegration.
The CWCMP is responsible to assess the needs of the referred child and other members of the family, ensure the appropriate services
are provided to meet the identified needs, and ensure the family gains access to appropriate services in their community. Whenever
possible, services shall be provided in the home and focus on the needs of the family rather than just being focused on the child.
A. To assess physical health needs, the CWCMP shall obtain information on each child's last assessment for dental, vision, hearing,
and physical health needs, including current prescribed medications. This includes collecting the names and addresses of all
medical providers.
B. Parents/Caregivers and age appropriate children/youth shall be assessed prior to the completion of the Child’s Case Plan for
children in DCF custody. These assessments shall be completed utilizing the following age appropriate, evidence-based
assessments, unless the assessments have been completed within the last six months and the results are available to the provider
staff:
1. Child Stress Disorder Checklist-KS (CSDC-KS) Ages 0-18; Screen for child’s history of trauma and current symptoms,
2. Child Report of Post-Traumatic Symptoms (CROPS) Ages 6-18; Screen for child’s history of trauma and current
symptoms,
3. Ages and Stages Questionnaire – Social Emotional (ASQ-SE) Ages 0-2; Screen for social-emotional functioning of child.
4. Preschool and Early Childhood Functional Assessment Scale (PECAFAS) Ages 3-5; Assess behavioral health
functioning.
5. Child and Adolescent Functional Assessment Scale (CAFAS) Ages 6-18; Assess behavioral health functioning of
child/youth.
6. Parenting Stress Index – Short Form (PSI-SF) Ages 0-18; Assess parenting stress.
C. The following assessments may also be completed:
1. Structured Decision Making (SDM); 24-Hour Safety Assessment for child protection,
D. A Substance Use Disorder screening is part of the family assessment process. Adults in the home and children age 13 and older
shall be screened, if the child is verbal and developmentally able to participate, using the UNCOPE screening tool, PPS 2005, or
a form which includes the same elements as the official UNCOPE screening tool.* Children under age 13 shall be screened
only if there is evidence identifying the child is at risk for substance abuse. If a family member answers “yes” to two or more
questions, on the UNCOPE screening tool and this is a current issue, the family member shall be referred for further assessment.
1. If an adult in the home has previously been identified as being at risk for substance misuse or a substance use disorder,
such as having been arrested for driving under the influence (DUI), presenting for substance use disorder treatment, or
being evaluated for any issue associated with substances, a screening is not necessary. For these individuals, a referral for
more extensive diagnostic assessment, such as the Kansas Client Placement Criteria (KCPC), shall be completed.
2. If the provider determines that further assessment is warranted, a referral shall be made to the appropriate licensed
Medicaid or private insurance service provider for an assessment to determine if treatment is recommended. If substance
use disorder treatment is recommended for a family member, as a result of the substance use assessment, a referral for
treatment shall be made.
3. If a child is referred for out-of-home placement, a screening regarding Fetal Alcohol Spectrum Disorder shall be
completed.
*Hoffman, N.G. Retrieved from: http://www.evinceassessment.com/UNCOPE
5040 Professional Judgment Resolution Process
Differences in professional judgment involving a service decision between the Child Welfare Case Management Provider (CWCMP)
and DCF staff shall be resolved at the regional level, if possible. The resolution process is a management tool and shall be used to
resolve issues quickly and appropriately. Only when the regional process does not resolve an issue, should the DCF PPS
administrative process be initiated.
For in-home services, the DCF regional Assessment and Prevention Program Administrator is available to provide contract
clarification and assist with problem-solving. For out-of-home services, the regional Foster Care Administrator is available to provide
contract clarification and assist with problem-solving.
A. Regional Resolution Process
1. The regional process stresses immediate and ongoing communication:
a. If consensus cannot be reached at the regional level, the issue shall be pursued through the DCF PPS administrative
resolution process.
b. If agreement is not reached, the DCF Regional Director and the CWCMP Vice President or designee of the
involved program shall be included to resolve the issue.
c. If the issue is not resolved, the regional DCF Assistant Regional Director and CWCMP Program Director shall be
included in the discussions about the issues.
d. If the DCF and CWCMP supervisors cannot reach agreement, the regional DCF Foster Care Administrator or
regional Assessment and Prevention Program Administrator shall be included in discussions, as appropriate.
e. If DCF and CWCMP staff are unable to resolve an issue, supervisory staff shall become involved.
B. DCF PPS Administrative Resolution Process
The DCF PPS Administrative process may involve four levels of resolution and requires written reports of the specific issues
needing resolution. At each level, there is a maximum limit of three working days for written response. If the situation
necessitates a shorter period of time in which to make a decision, the time period shall be adjusted accordingly.
1. If the issue is not resolved through the regional process, both DCF and CWCMP supervisory staff shall compile the
following written documentation and send one combined email to the involved PPS Administration Program Manager(s)
or PPS Administration Program Administrator in the absence of the Program Manager:
a. Pertinent case specific facts;
b. Specific areas on which there is disagreement and the rationale regarding the reason for disagreement;
c. Expected results.
2. If the issue is not resolved at the DCF PPS Administration PPS Program Manager’s level, the written documentation cited
above will be forwarded to the involved PPS Administration Program Administrator(s) and the involved Child Welfare
Case Management Provider Program Director for review and resolution.
3. If the issue is not resolved at the Program Administrator’s level, the written documentation cited above will be forwarded
to the involved PPS Administration Deputy Director(s) and the involved Child Welfare Case Management Provider's
Program Vice President or designee for review and resolution.
4. If the issue is not resolved at the Deputy Director’s level, the written documentation cited above will be forwarded to the
DCF Administration Director of Prevention and Protection Services (PPS) for review and resolution.
5200 Out of Home Services
The mission of the Division of Prevention and Protection Services is to protect children, promote permanent, nurturing families, and
strengthen community partnerships to serve families. Safety, permanency, and well-being for children cannot be accomplished by DCF
alone. Child Welfare Case Management Providers (CWCMPs) are responsible for reintegration/foster care/adoption services including
case planning, placement, service delivery, reporting to court, and collaboration with community resources to ensure appropriate
services are available in close proximity to the child's home.
DCF, through the CWCMPs, is the state agency responsible for care and treatment of children removed from their parents or other
caregivers. When the court determines the child is in need of care or protection and cannot remain safely in the home, custody of the
child may be granted to the Secretary of DCF. DCF is responsible to provide care and treatment for that child and the child's family
until the child is removed from the custody of the Secretary by the court.
Out of home services are planned, goal-directed services delivered to children and their families when the children are in need of
protection from abuse and/or neglect by parents or caregivers or because of the action of the children themselves to ensure safety. Out
of home services are designed to respond to the needs of children and families by building on their strengths and offering the support of
agency and community-based services through a family centered systems of care approach.
5201 Child Welfare Case Management Providers of Out of
Home Services
Child Welfare Case Management Providers (CWCMP) of Out of Home Services shall join with other community partners to develop
a wide range of services with children and families. The goal of these services is to achieve permanency for the child and to assist the
family, including biological parents and additional siblings also living in the home, in accessing services from local community
providers in a short amount of time. CWCMPs shall teach and empower families to access resources in their community in addition to
utilizing their natural support system. CWCMPs are not required to pay for services required by other members of the family., but
may assist with the cost of these services if the family is unable to meet these expenses, no other sources of funding are available, and
services will help facilitate an earlier reintegration or other permanency for the child.
5203 Referrals to Reintegration/Foster Care/Adoption
Provider
A. A referral is made by DCF to the Reintegration/Foster Care/Adoption Provider when:
1. The Secretary has custody of the child by the court, and a determination has been made that the child is in need of out-of-
home placement. or
2. A child is living with relatives at the time the child is placed in the Secretary’s custody and reintegration plans with a
parent have been ordered.
B. Excluded from Referral:
1. Children in the custody of DCF who remain in their own home;
2. Child living with a relative who is the child's care giver at the time of a new intake and is considered to be the child's
permanent home;
3. Children in state hospitals for developmentally disabled;
4. Children, not in Secretary's custody, placed by law enforcement in police protective custody.
For DCF Responsibilities at the time of referral, see Section 2750.
5206 Responsibilities Regarding Financial Support
A. When a child is placed in the custody of the Secretary for out of home placement, parents are not relieved of their financial
responsibility to support the child. DCF is responsible to complete an assessment of the ability of both parents to provide
financial support for the child who resides in out of home placement. Within two days of a referral to the Case Management
Provider, DCF staff shall complete a referral to Child Support Services regarding the financial obligation of the parents.
1. Complete and explain an "Acknowledgment of Parental Obligation" form, PPS 5135, with participation from the
obligated parent(s) after a child is removed from the home.
2. If one or both of the parents are not readily available, a PPS 5135 with the DCF staff statement portion filled in shall be
mailed to the unavailable parents at their last known address. This form shall only be sent to parents with established
legal paternity.
B. DCF is responsible for determining eligibility for foster care funding. The foster care program is financed with state funds and
federal Title IV-E funds. Eligibility for Title IV-E funding shall be determined by DCF staff on each child placed in the custody
of the Secretary for out of home placement. This determination is necessary to assess whether state or federal funds will be
accessed for each foster child's care.
1. Initial eligibility for Title IV-E funding is determined on the PPS 5410A, which is completed by the DCF CPS Specialist.
2. The PPS 5425A, which is completed by the Child Welfare Case Manager, is used for re-determination for Title IV-E
eligibility. (See Section 5900 for further information.)
C. DCF is responsible for determining eligibility for Medicaid.
1. Initial eligibility for Medicaid is determined on the PPS 5410A, which is completed by the DCF CPS Specialist.
2. The PPS 5425A, which is completed by the Child Welfare Case Manager, is used for re-determination for Medicaid
eligibility. (See Section 5900 for further information.)
5208 Case Management Provider Referral Responsibilities
The Case Management Provider shall:
A. Accept all referrals from DCF of children in the custody of the Secretary and in need of out of home services, regardless of race,
religion, color, gender, sexual preference, disability, national origin, or ancestry;
B. Accept physical custody of the child when DCF transports the child to the CWCMP;
C. Partner with the DCF worker to transition the child, make sure immediate needs are met, and ensure the child is comfortable,
see PPM 2750;
D. Use the DCF placement matching system to determine a placement meeting the needs of the child;
E. Arrange transportation for the child to the identified placement;
1. The Child Welfare Case Management Provider shall work with DCF staff regarding transportation times for the child if it
is not reasonable for the child to be transported immediately (i.e. the child is in school and there is no reason to disrupt the
school day);
2. Staff picking up the child shall have photo identification available indicating they are a Child Welfare Case Management
Provider agency employee and have authority to transport the child;
F. Determine if Human Trafficking procedures need to be followed;
G. Contact the family the same day of the referral to do introductions, inform the family of who to contact in an emergency and to
plan the Initial Family Meeting (IFM) in conjunction with the Initial Service Plan (ISP), which shall occur within 3 business
days;
H. Contact the HCBS Waiver Case Manager, if applicable, to provide information about the child's new location. (For information
about the waivers, refer to Section 0614.)
I. If the child is a foreign national from a mandatory notification country, contact the foreign consul of that country. See
Appendix 5E for additional information.
J. Obtain assessment information completed by DCF (safety, risk, family-based assessment summary, FINA Assessment) as well
as case finding information from the DCF FACTS and KIDS data systems.
5211 DCF Roles and Responsibilities
A. DCF is ultimately responsible for children in the Secretary's custody and is accountable to the court. DCF is responsible for
reviewing Child Welfare Case Management Provider (CWCMP) service delivery following a referral to the CWCMP. Also
refer to Section 2750 and 2751 for DCF responsibilities at the time of referral.
B. DCF shall also:
1. Assess for relatives and non-related kin (NRKIN) at intake and investigation and send this information to the CWCMP
with the referral form, or as soon as possible thereafter (See Section 5230 Placement Services, for additional
information);
2. Obtain release of information for all third-party information known to DCF, which pertains to the child and family and
provide the release to the CWCMP;
3. Notify the CWCMP when new information on Third Party Liability for any child comes to their attention;
4. Ensure staff is available for a minimum of 2 hours after the child is transported to the CWCMP office to answer any
additional questions on information not included in the referral forms;
5. Ensure historical information is available to the CWCMP through KIDS and case files;
6. Assist the CWCMP staff with training on the DCF SCRIPTS system for encounter entries utilizing the SCRIPTS web
portal;
7. Participate in the Initial Family Meeting and develop the initial service plan;
8. Review and approve subsequent custody case plans. This task shall be completed by a DCF Foster Care Liaison;
9. inform the CWCMP of the status of any abuse/neglect assessments
10. Provide assistance and/or program specific direction, as requested;
11. Notify Provider staff of known changes in the family's situation and report critical incidents to CWCMP staff, per policy;
12. Notify CWCMP staff of any known changes in the client eligibility for Medicaid;
13. Keep CWCMP informed of the status of any on-going abuse/neglect assessments;
14. Facilitate the professional judgment resolution process per DCF PPS PPM 5040;
15. Support and facilitate connections among the CWCMP, Kansas Department of Corrections Juvenile Services (KDOC-
JS), Kansas Department for Aging and Disability Services (KDADS), and Kansas Department of Health and
Environment (KDHE);
16. Ensure prompt sharing of information with transfer of venue or change of jurisdiction cases;
17. Support the court/CWCMP relationship;
18. Attend court hearings as needed;
19. DCF attorneys will work with the CWCMP attorneys as needed to meet State and federals requirements;
20. Provide technical assistance regarding all federal and state policies and laws impacting child welfare services;
21. Work with CWCMP to address all concerns identified through customer service calls;
22. Process applications for Interstate Compact on Placement of Children (ICPC) and Interstate Compact on Adoption and
Medical Assistance (ICAMA);
23. Accept relinquishments and execute consents for adoption in a timely manner;
24. Transfer child’s financial resources to the adoptive family;
25. Facilitate the Adoption Subsidy Negotiation meeting;
26. Provide information for the Random Moment Time Study upon request;
27. Provide oversight, monitoring, and guidance regarding service delivery processes as outlined with the CWCMP proposal;
28. Conduct and participate in Performance Improvement activities to include assisting with the development of and
monitoring the Child and Family Service Review Performance Improvement Plan as well as Corrective Action Plans;
29. Conduct administrative and compliance on-site monitoring at least annually.
5212 Child Welfare Case Management Provider Roles and
Responsibilities
A. Upon referral, the Child Welfare Case Management Provider (CWCMP) is responsible for direct service delivery to the child
and family, recognizing the child and family’s culture, with input by DCF. The CWCMP shall coordinate, assess, and evaluate
services to address the needs of the children and families served by DCF. This responsibility extends until the child achieves the
case plan goal or the child is released from the Secretary’s custody for another reason, and the aftercare period expires. (Refer
to the Permanency Flow Chart Appendix 3O.)
B. Per the Reintegration/Foster Care/Adoption Case Management Services Grant, the Child Welfare Case Management Provider
shall:
1. Fully support the importance of safe, timely reintegration as the most desirable outcome for most children and families,
while maintaining a concurrent focus on safety and well-being;
2. Provide services to help families overcome challenges to reintegration, including plans to work with a family in their own
home;
3. Work with tribes to achieve reintegration and ensure compliance with the Indian Child Welfare Act;
4. Involve families in child welfare design supporting reintegration;
5. Utilize culturally respectful and responsive practices;
6. Provide services supportive of families in a culturally responsive way;
7. Comply with all federal, state and agency timelines for permanency;
8. Utilize ongoing safety and risk assessment;
9. Utilize DCF comprehensive assessments in the case planning process;
10. Engage children, families, non-related kin and foster families in planning and decision making;
11. Utilize non-traditional search techniques to identify and engage the broadest family network;
12. Prepare the family network to actively participate in the case planning process;
13. Honor cultural, family and individual strengths and differences;
14. Prepare and support families, non-related kin and foster families for transitions, including placement, change of
placement and reintegration;
15. Facilitate and support family and sibling visitation and maintenance of the children’s connections;
16. Utilize worker visits to support and assess families;
17. Customize services to meet the needs of children and families;
18. Assure appropriate services are available and accessible in the community through collaboration with cross-systems and
community partners including schools, medical and mental health communities, law enforcement, corrections, substance
abuse and domestic violence agencies and other key public and private agencies;
19. Recognize hair and skin care are integral to self-worth of children and youth. Cultural identities of children and youth
should be considered and honored, through a variety of activities related to hair and skin care. Consult the child, youth,
parents or other relatives/kin connections regarding preferences, processes, tools and hygiene products recommended.
Provide information to placement providers on options for local, online or other available resources for both professional
hair and skin care and offer continuing education or training opportunities for caregivers and professional staff.
20. Implement foster care and reintegration services utilizing a single case manager, when possible, from referral to
placement at home or termination of parental rights;
21. Provide aftercare services for 6 months following reintegration, adoption, permanent custodianship, or APPLA;
22. Cooperate with disability advocacy legal provider in obtaining Supplemental Security Income (SSI) eligibility for
children in the custody of the Secretary.
5220 Initial Team Meeting for Out of Home Services
The role of the Case Management Provider (CWCMP) is to facilitate the Initial Family Meeting (IFM). They organize, plan and
schedule the IFM in conjunction with DCF staff. The CWCMP shall contact the family the same day as the referral to introduce
themselves and to plan for the IFM. The meeting shall occur within 3 business days from the time of the referral. The only time it is
acceptable to exceed this timeframe is when the family makes a request for this to accommodate their schedules or to allow for
participation by a support person who cannot meet the 3 business days timeframe. If not held within the 3 business days, the reason
shall be documented, and the meeting needs to be held as soon as possible-preferably within the next day.
A. During the initial contact with the family, the CWCMP shall consult with the family to determine date, time, and location for
the initial team meeting. Planning for the location of the meeting shall occur in consultation with the parent/caregiver, and the
IFM shall be held in a private location the family desires, unless safety would be compromised.
B. At a minimum, DCF, the CWCMP case manager, the child, if appropriate, the parent/caregiver and the relative/foster parent
shall be in attendance. The parent/caregiver shall be offered the opportunity to invite other participants to the meeting. A tribal
representative shall be invited to attend the initial team meeting when ICWA applies. The name of the tribe, and name and
address of tribal representative invited shall be documented in the child's case file. If it is not in the best interest for all parties to
attend, the basis shall be documented in the file.
5223 Purpose of Initial Team Meeting
The purpose of the initial family meeting (IFM) is to:
A. Explain the role of DCF and the Child Welfare Case Management Provider (CWCMP) working with the child and family;
B. Identify agreed-upon immediate action steps for the parents/caregivers;
C. Discuss expectations of DCF and court orders;
D. Identify relatives and non-relative kin who can provide support or possible placement if needed;
E. Identify other supports within the family network;
F. Create a plan for family time between the child and parents, visitation schedule for worker and child and worker and parents to
facilitate timely permanency;
G. Discuss necessary action steps for reintegration, in an open and honest forum. This discussion shall include measurements of
success and potential adverse consequences;
H. Explain the assessment process and sign releases to gather additional assessment information;
I. Provide the Family Handbook (PPS 5137);
J. Discuss Icebreakers activity with family and foster parent, if needed;
K. Complete and sign the Initial Service Plan (ISP) and give a copy to participants;
L. CWCMP case managers shall observe parent/child interaction during the IFM to gather information to determine additional
activities which may need to be included in the case plan;
M. The DCF CPS Specialist and the CWCMP case manager shall participate in the development of the ISP with the family and
jointly discuss the reason for the referral and expectations;
N. Families shall be informed how the results of completed assessments will be used to develop activities to be included in the case
plan;
O. Children age 14 years and older shall be involved in the development of the ISP and given the opportunity to invite up to 2
participants to attend the IFM.
5224 Icebreaker Conversations
A. An Icebreaker Conversation shall be held within 10 calendar days of a child being placed in any foster home that is non-
temporary. To ensure active efforts are followed when a case falls under the Indian Child Welfare Act (ICWA), an Icebreaker
Conversation shall occur. The Icebreaker Conversations are required when the case plan goal is reintegration. The Case
Manager/Facilitator, parent(s)/caregiver(s), foster parent(s), and child (if appropriate), shall meet in-person, unless the use of
technology is approved by the supervisor, to share information about the child and focus on the child’s care and well-being. The
purpose is to not only share information about the child, but to begin building a relationship between the parents and foster
parents. To enhance the relationship building process, the Icebreaker Conversation shall not be combined with other meetings.
B. CWCMP and CPA staff shall coordinate the scheduling and facilitation of an Icebreaker Conversation. Staff who have received
facilitator training on Icebreaker Conversations may facilitate them. Case Managers or a member of the case team must be
present at the Icebreaker Conversation; however, CPA staff (i.e. Foster Family Workers) may assist and facilitate this
connection between biological and foster families.
1. In general, children under the age of 12 do not need to attend the Icebreaker. For children age 12 and older, the decision
about whether they should be involved shall be made on a case by case basis and the reasons documented.
2. If siblings are placed together, one conversation may be held as long as there is time dedicated to each child. If siblings
are not placed together, Icebreaker Conversations shall occur in ways that support the parents and children. Factors
include the parents’ ability to converse in large groups, the comfort level of the facilitator in managing multiple
conversations, the relationship between the siblings, whether the foster parents know each other, etc.
3. If, due to circumstances of the case, it is not possible for the Icebreaker Conversation to occur in-person, the case
manager/facilitator shall staff the case with a supervisor or CPA staff to explore the use of technology to facilitate the
conversation.
C. The Facilitator is responsible to:
1. Prepare participants for the conversation by addressing concerns and setting guidelines;
2. Schedule the conversation to allow for maximum participation of all participants;
3. Facilitate the conversation in a way which allows the biological parents and foster parents to communicate respectfully,
and to provide care to the child that minimizes the trauma of being separated from their family;
4. Remain neutral in the conversation;
5. Summarize decisions made during the conversation;
6. Debrief the participants, if needed.
7. Ensure surveys or other data points needed for tracking purposes are captured and communicated to the appropriate staff
at the CWCMP.
D. Icebreaker Conversations are not required when:
1. The child is in a temporary placement;
2. The child is in a placement other than a foster home;
3. The parents are unable or unwilling to participate;
4. There are issues that are so significant they create an unsafe situation for participants.
5229 Working with Parents
A. The Child Welfare Case Management Provider (CWCMP) shall practice positive parent engagement strategies to provide the
parents and children the greatest opportunity to achieve timely reintegration. Strategies include:
1. Early contact with parents;
2. Provision of direct hands-on assistance to parents to establish needed services;
3. Assistance with obtaining needed tangible resources
4. Assistance with building supportive relationships with peers, foster parents and child welfare staff;
5. Partner with parents to assist in making decisions about their family and in development of the case plan;
6. Use of family-centered practices.
B. The CWCMP shall determine how to best serve parents who are incarcerated, depending on the circumstances of the case. As
the case progresses, the CWCMP case manager shall assess the parents' ability to establish and participate in services on their
own and empower them to do so.
5230 Placement Services
Consideration for placements shall be made in accordance with federal and state laws.
A. While the child is in out of home placement, their connection to family members remains of crucial importance. Placement
considerations are to:
1. Preserve the child's racial, cultural, ethnic, and religious background;
2. Address the child’s safety, strengths and needs;
3. Place children in close proximity to their families and schools;
4. Build on families’ strengths to assist them in resolving the issues which led to the child's removal;
5. Place children with relatives or non-related kin whenever possible, and;
6. Place siblings together unless it is not in the best interest of the children.
B. To assist in this effort, the placement resources shall work in partnership with the parents as a mentor and role model.
C. All placements shall be related, licensed, or approved and shall be entered into the placement management system and paid
based on rates established by DCF and information regarding the child. Adoptive home studies are considered approved when
their Adoptive Home Assessment is completed and signed by a supervisor, and visits can occur prior to the adoptive placement.
Assessments regarding placements shall be completed by a licensed professional.
D. DCF requires foster parents and designated officials at child care institutions to apply the reasonable and prudent parenting
standard. The standard is characterized by careful and sensible parental decisions that maintain a child’s health, safety, and best
interests while at the same time encouraging the child’s emotional and developmental growth that a caregiver must use when
determining whether to allow a child in foster care to participate in extracurricular, enrichment, cultural and social activities.
These are documented on the PPS 3051 Permanency Plan for Child in DCF Custody. See also the Foster Home Licensing
Regulations KAR 28-4-311, and 28-4-800 through 28-4-825.
E. If the child cannot be placed with a relative or non-related kin, the Child Welfare Case Management Provider (CWCMP) may
utilize the placement management system to ensure the best placement for the child. Once the best available placement is
secured and established, the CWCMP Case Manager, preferably, shall transport the child to the placement.
F. Prior to placement of any child age twelve (12) or younger in a DCF congregate care setting, the CWCMP shall ensure all other
placement options have been explored, through family meeting model approaches and discussions with the child’s case team and
partnering Child Placing Agencies (CPAs). Prior approval from a CWCMP program president or similar executive
management role is required before placement of a child age 12 or younger in a DCF congregate care facility. The purpose of
this prior approval is to prevent unnecessary use of group care placement and provide opportunity to understand trends in gaps,
capacity and supports needed for children to be stable in a family-based placement setting.
See PPM 5234 for relative placement policy, 5235 for licensed/approved home for non-relative placements policy, 5236 for foster
home placement policy, and 5330 for adoptive home placement policy.
5231 The Multi-Ethnic Placement Act (MEPA)/Interethnic
Adoption Provisions (IEPA) and The Indian Child Welfare
Act
All placement decisions for non-Native American children shall conform to the Multi-Ethnic Placement Act (MEPA)/Interethnic
Adoption Provisions (IEPA). These Acts are intended to:
A. reduce the length of time that children wait to be adopt
B. facilitate the diligent recruitment and retention of foster families and
C. eliminate discrimination on the basis of the race, color, or national origin of either the foster family or the child.
The placement of a child shall not be delayed while searching for a family of the same racial or ethnic background when there are
families of other racial or ethnic backgrounds available who otherwise would be appropriate for the child and would meet the child's
social, emotional, and physical needs.
Diligent recruitment of foster families who reflect the ethnic and racial diversity of children needing out of home placement is
required. Non-compliance with these acts constitutes a violation of the Civil Rights Act.
The Indian Child Welfare Act supersedes the Multi-Ethnic Placement Act/Inter Ethnic Adoption Provisions. For information about
compliance with the Indian Child Welfare Act in regard to out of home placements, refer to Section 0700.
5232 Least Restrictive Placement
Child Welfare Case Management Provider (CWCMP) staff shall use the placement screening tool approved by their agency to
determine the most appropriate, least restrictive, out of home placement setting for each child referred.
Provider staff shall first consider placement with maternal and paternal relatives as well as non-related kin, both at the time of initial
placement and throughout the out of home episode. This consideration shall be documented in the child's case file. If a relative/kin
placement is not selected, documentation of reason shall be included in the child's file for each relative/kin explored.
When the child's needs require placement in a setting which provides more structure and supervision than is provided in a family foster
home, the need for continued placement in that setting should be periodically re-assessed.
5234 Relative Home/Placement
A. Definition: For purposes of notification of DCF custody and placement, DCF defines a relative as follows:
1. A person who can trace a blood tie to a child. Persons related by blood may include, but is not limited to, a parent,
grandparent, sibling, great-grandparent, uncle or aunt, nephew or niece, great-great grandparent, great uncle or aunt, first
cousin, great-great-great grandparent, great-great uncle or aunt, or similar relation. Termination of parental rights does
not alter or eliminate the blood relationship to relatives.
2. A person who is or was related to the child through marriage or previous marriage (terminated by death or divorce). This
includes, but is not limited to, step-parents, step-grandparents, step-aunts, step-uncles or similar relation.
3. Legally adoptive parents and other relatives of adoptive parents as designated in groups (1) and (2).
4. Grandparents of siblings and birth parents and grandparents of half-siblings.
5. Adoptive parents and grandparents of siblings or half-siblings.
6. A court-appointed guardian or permanent custodian of a sibling or half-sibling.
For placement purposes, parents of the child are not considered an out of home placement. If the child is residing with either parent,
the child is considered to be "in the home". When attempting to locate relatives of the child for whom the parents do not have current
information, there are a number of websites available to assist in the search effort. A listing of some of these websites is found in
Appendix 3N--Family Finding Search Websites. If relatives live out of state, an Interstate Compact for the Placement of Children
(ICPC) shall be requested as soon as possible so that placement with the relatives can be considered if the parents are not making
progress on case plan activities.
B. Services Provided:
Planning and delivering services and supports for relatives and non-related kinship placements shall be guided by family-centered
practice principles, cultural competence and sensitivity to the complex issues involved. For relative/non-related kin placements the
Child Welfare Case Management Provider (CWCMP) shall:
1. Assess families and identify risk factors, safety factors, strengths and needs, and intergenerational trauma, including an
exploration of how the family’s triumphs and adversities have influenced their present life. This may include the family’s
prior history with DCF or other social systems;
2. Develop safety plans based on identified risk factors with the family;
3. Effectively address challenges of relative care with the family;
4. Provide relevant information about the child to the relative prior to placing the child in the home;
5. Locate and access services and resources available to relatives;
6. Plan for permanency with the family for the child;
7. Mediate the relationship between the parents/caregivers and family;
8. Provide services and supports to strengthen the relative's capacity to provide a safe, nurturing home for the child;
9. Provide supports and services to assist the relative in understanding and addressing the possible effects on the child due to
maltreatment, trauma and separation.
C. Placement at the Time of Referral:
1. If, at the time of the referral, DCF does not recommend certain relatives for placement, DCF will note in Section II of the
PPS 5110A Initial Referral to Out of Home Placement Provider. If DCF does not recommend placement with a relative,
DCF shall respond to any concerns expressed by the relative regarding the reasons.
2. If the prospective initial placement is with a relative who does not have a foster home license, the CWCMP shall complete
a walk-through of the relative’s home, a PPS 5143 Declaration of No Criminal Offences and request a FACTS/KIDS
check by DCF prior to placement of the child. DCF staff shall be available for 4 hours following the referral to assist in
providing additional information needed. The 4-hour availability may be negotiated. The relative shall complete the
requirements listed in section E2. within 30 days for the child to continue placement with them.
D. Information to be Shared with Relatives Prior to placement:
1. Relatives have a choice between TANF or foster care payments. Relatives may be eligible for TANF assistance from
DCF’s EES. Eligibility is determined by EES using their definition of relative. Birth/adoptive parents of siblings may
receive TANF if they are income eligible as determined by EES. Relatives shall be informed by the CWCMP of the
approximate amount of TANF they may receive. Other options are financial support, through a foster care payment per
the set rate structure or requesting to become the payee for benefits the child receives such as SSI, SSA, etc. The Social
Security Administration makes the final determination about who will be the payee. For information on child care
benefits for relatives, see PPM 5258.
2. The CWCMP shall inform relatives of the option to become a licensed foster home. Relatives have the option to choose
their sponsoring Child Placing Agency (CPA). Relatives choosing to become licensed, shall meet the same standards as
other licensed foster homes, and shall be compensated per the DCF current rate structure. See PPM 5235 for policies on
licensed foster home placements.
E. Requirements for Relative Placements:
1. Relatives may provide care to the child as a non-licensed relative home if approved by the CWCMP. The relatives shall
be assessed by the CWCMP to determine whether their home is environmentally and psychologically safe for children
and a relative placement assessment shall be completed. (See Appendix 5C.)
2. Relatives and all members of the household age 10 and older in the home, excluding children in the custody of the
Secretary in out-of-home placement, shall complete KBI criminal background checks, and Child Abuse/ Neglect Central
Registry checks. The CWCMP shall request a complete DCF history check, comprised of Web KDHE Request Processor
(WKRP), Family and Children Tracking System (FACTS), Kansas Intake/Investigation Protections Systems (KIPS),
Kansas Initiative for Decision Support (KIDS), Kansas Adult Abuse, Neglect, Exploitation Central Registry and Kansas
Child Abuse and Neglect Central Registry Search (CERS) checks through DCF. Household members 14 and older shall
be fingerprinted. Child Abuse/ Neglect Central Registry checks must then be completed annually. If the adults in the
household lived out of state at any time within the immediate past 5 years and the permanency plan may become
adoption, the CWCMP shall complete out-of-state child abuse checks. The assessment of the relative family shall include
pertinent social information regarding the family. Completion of Caring for Our Own (COO) or TIPS-MAPP curriculum,
or other approved pre-service training is at the CWCMP's discretion but is encouraged.
F. Payments made to relative homes are not Title IV-E reimbursable unless they become licensed by DCF Foster Care and
Residential Facility Licensing.
5235 Licensed/Approved Home for Non-Relative Placements
A. All Licensed Family Foster Homes.
1. Any person caring for a child under the age of 16 years who is in the custody of the Secretary and is not related to the
child by blood, marriage or adoption shall meet all requirements to be licensed by DCF Foster Care and Residential
Facility Licensing and shall be sponsored by a licensed Child Placing Agency in Kansas.
2. Foster parents shall, along with any household members 14 years of age or older (who are not children in foster care/
custody of the Secretary of DCF), complete the national fingerprint background check. Foster parents and household
members age 10 and older complete the KBI criminal history check and Child Abuse/Neglect Central Registry check.
3. Foster parents and any adult living in their households who have lived in Kansas less than five years shall clear a child
abuse/neglect registry check in every state where they have resided in the past five years. The Kansas Child
Abuse/Neglect Central Registry checks will be completed annually by DCF Foster Care and Residential Facility
Licensing.
4. DCF PPS policy requires all licensed family foster homes to complete an approved pre-service training, such as Trauma
Informed Partnering for Safety and Permanence/Model Approach to Partnerships in Parenting (TIPS-MAPP) or Deciding
Together (DT) training curriculum before accepting placements of children in the custody of the Secretary. A different
pre-service curriculum, such as STARS, PRIDE or other equivalent training may be substituted if permission is granted
by Foster Care Program Manager and/or Deputy Director of Permanency on a case-by-case basis.
B. Non-Related Kin Placement Process
1. Kinship care is placement of a child in the home of another adult with whom the child or the child's parent
already has a close emotional attachment or ties. DCF strongly advocates care for children by their kin as the
first choice for placement when the child's family/relative cannot provide adequate care.
a. Non-Related kin placements shall be required to be in compliance with licensing statutes and regulations and
licensed by DCF Foster Care and Residential Facility Licensing as described in paragraph A. above in order to
provide out of home services.
b. To expedite placement of children with non-related kin, the requirement for the completion of TIPS-
MAPP or Deciding Together (DT) is waived prior to a child being placed in the home, the non-related kin
shall be required to complete the TIPS-MAPP curriculum and other pre-service training prior to licensure.
A different pre-service curriculum, such as STARS, PRIDE or other equivalent training may be
substituted if permission is granted by Foster Care Program Manager and/or Deputy Director of
Permanency on a case-by-case basis.
c. Prior to the child's placement with non-related kin, the Child Welfare Case Management Providers (CWCMP) shall
request from the local DCF Service Center a Child Abuse/Neglect Central Registry and history check on all
members of the non-related kin home who are age 10 and older. Information on the relationship between the
child/child’s family and the non-related kin shall be shared with DCF prior to placement.
d. Prior to the child's placement with non-related kin, the Child Welfare Case Management Providers (CWCMP) shall
request from the local DCF Service Center a complete DCF History check, comprised of Web KDHE Request
Processor (WKRP), Family and Children Tracking System (FACTS), Kansas Intake/Investigation Protections
Systems (KIPS), Kansas Initiative for Decision Support (KIDS), Kansas Adult Abuse, Neglect, Exploitation
Central Registry and Kansas Child Abuse and Neglect Central Registry Search (CERS) checks on all members of
the non-related kin home who are age 10 and older.
e. Prior to placement with non-related kin, the CWCMP shall send fingerprints and waivers on all members of the
household age 14 and older to DCF Foster Care and Residential Facility Licensing for processing. Placement can
be made prior to results being received.
f. The CWCMP shall also require the members of the family who are age 10 and over sign a statement, Declaration
of No Criminal Offenses (PPS 5143). Signing this form acknowledges a check of the criminal history database
required by DCF Foster Care and Residential Facility Licensing will be completed and will not reveal conviction
for any offenses which would prohibit DCF licensure.
g. DCF Foster Care and Residential Facility Licensing shall complete a KBI criminal history background check, and
Child Abuse/Neglect Central Registry checks for anyone age 10 and older in the home. Fingerprint checks shall be
completed for anyone age 14 and older in the home. Results of all background checks must be received prior to full
licensure. The Child Abuse/Neglect Central Registry checks will be completed annually.
C. Immediately following placement, the CWCMP shall complete the family assessment and licensing packet.
1. CWCMP shall provide the same level of supports and services which are provided to other foster families to ensure the
child's needs are met and the placement remains stable. Reimbursement for non-related kin providers will be reimbursed
as indicated in the DCF Rate Structure.
2. This temporary license may be extended for one additional period not to exceed 90 days, to allow the kin time to
complete TIPS-MAPP. No further extensions shall be granted. Non-related kin shall comply with all licensing
requirements of DCF Foster Care and Residential Facility Licensing prior to a full family foster home license being
issued.
3. DCF shall review the packet and, if all requirements are met, issue a temporary permit within 30 days after the child's
placement. The temporary permit remains in effect for 90 days from the date of issuance.
4. The packet shall be sent completed to DCF Foster Care and Residential Facility Licensing no later than 2 weeks after the
child's placement.
D. Approved homes
Any person caring for a child(ren) in the custody of the Secretary age 16 or older and living with an unrelated caregiver(s) must
reside in a placement which is either licensed by DCF Foster Care and Residential Facility Licensing or approved by CWCMP.
This includes KBI criminal history background check, Child Abuse/Neglect Central Registry and DCF/PPS history checks for
anyone age 10 and older in the home. Fingerprint checks shall be completed for anyone age 14 and older in the home who is
not in DCF custody. The CWCMP will discuss payment options with the caregivers, if applicable.
5236 Licensed Family Foster Home
A. A licensed family foster home is a family home in which 24-hour care will be provided to children and youth in need of
temporary out-of-home placement to meet their safety and well-being needs.
Licensed family foster homes shall comply with all DCF Licensing regulations and be sponsored by a licensed Child Placing
Agency (CPA). The foster family is an integral part of the team working with the child or children and their family to achieve
timely permanency. The goal for selecting a foster family is having the child's first placement be their only placement. Child
Welfare Case Management Provider (CWCMP) staff shall ensure the child and child's family are fully involved in making this
decision to the extent that they are willing and able to participate.
CPAs shall recognize DCF requires licensed family foster homes to apply the reasonable and prudent parenting standard. This
standard is characterized by careful and sensible parental decisions which maintain a child’s health, safety and best interests
while at the same time encouraging the child’s emotional and developmental growth that a caregiver must use when
determining whether to allow a child in foster care to participate in extracurricular, enrichment, cultural, and social activities.
As part of this standard, it is recognized hair and skin care are an integral to self-worth of children and youth. Cultural identities
of children and youth should be considered and honored, through a variety of activities related to hair and skin care. CPAs shall
ensure licensed family foster homes have access to and knowledge of local and online resources for professional hair and skin
care, as well as offer continuing education or training opportunities for caregivers. Furthermore, CPAs shall encourage and
facilitate licensed family foster homes to consult with the child, youth, parents or other relatives/kin connections regarding
preferences, tools and hygiene products recommended, processes, and supports for meeting the child’s individual needs
surrounding these matters
B. Information Shared with the Foster Family
To assist the foster family in making an informed decision regarding their acceptance of a particular child, the following
information shall be shared as it becomes available:
1. Strengths, needs, and behavior of the child;
2. Circumstances which necessitated placement;
3. Information about the child's family and the child's relationship to the family which may affect the placement;
4. Important life experiences and relationships which may affect the child's feelings, behavior, attitudes, or adjustment;
5. Medical history of the child, including third-party coverage which may be available to the child;
6. Education history, to include present grade placement, special strengths, and needs;
7. Case plan goals for the child;
8. Role of the foster family in helping maintain the parent/child interaction schedule and contact with significant others;
9. Role of the foster family in mentoring and serving as a role model for the parent(s).
C. Maintaining the Foster Family Placement
CWCMP staff shall work in collaboration with the foster family’s sponsoring Child Placing Agency (CPA) to achieve
placement stability for children in out-of-home placement.
Placement Stability is best achieved when:
1. Children are carefully matched with families who can meet their individual needs;
2. Foster families are adequately prepared and supported to provide services to the child and the family;
3. Foster families partner with parents to obtain the resources necessary to meet the child's needs;
4. Foster families are active members of the planning team for the child and family.
D. Reimbursement
Each licensed foster home will be reimbursed per the level of care tools each CWCMP has identified to use to make this
determination. Rates shall be reimbursed to licensed family foster homes as per the DCF Rate Structure.
E. Continued Training Requirements
Each foster parent is required to comply with licensing regulations and the requirements of the sponsoring agency regarding
pre-licensing and ongoing/annual training hours. Documentation of the training hours shall be kept in the foster parent’s file
and the family’s file shall be updated and maintain by the sponsoring CPA.
Ongoing/annual training is required to ensure foster parents receive instruction to support their parenting roles and the level of
care provided to children and youth in care. This training may include, but is not be limited to, the following content areas:
Impact of childhood trauma, brain development
Managing child behaviors
First aid, blood borne pathogens, CPR, medications
Importance of maintaining meaningful connections between the child and parents
Shared parenting
Reasonable and Prudent Parenting
Separation issues, grief and loss
Attachment, attachment issues and disorders
Constructive problem solving
Communication skills
Health, Home safety
Human sexuality
Cultural diversity
Post-Traumatic Stress Disorder or other mental disorders
Child development
Specific topics related to youth with special needs
Sensory Processing Disorders
Fetal Alcohol Spectrum Disorders and other early substance exposures
Trauma and the impact on adolescence
LGBTQIA+ topics
Self-Care
Culturally informed hair and skin care
The sponsoring CPA shall assign the licensed family foster home a worker to provide support and assistance as needed. The
CPA shall ensure the family receives training and support in an effort to further develop the family’s skills and abilities to meet
the needs of children and youth in care.
F. Termination of the Licensed Family Foster Placement
Except in emergency situations, termination of a child’s or youth’s placement shall be anticipated as part of the service plan for
the child and his/her family, and preparation for this event shall begin well in advance of the expected date of termination.
When there is a threatened disruption in the placement, the CWCMP and CPA staff shall work in collaboration to offer
services needed to prevent the disruption and maintain placement stability
5237 Sibling Placements and Connections
A. Sibling Connections in Out of Home Placement
1. The CWCMP shall make reasonable efforts to keep siblings removed from the home placed together in the same foster
home, relative placement, adoptive home, or custodianship placement unless placement together is contrary to the safety
or well-being of any of the siblings. The potential impact of separating siblings in placement or in permanency shall be
considered and documented at multiple points in the progression of a case. See Appendix 5X.
2. Siblings shall be placed with the same placement resource whenever possible. If siblings are not placed together when
they enter out of home placement, a plan shall be made to move them into the same placement as soon as possible. If after
90 days the siblings are still not in the same placement, a staffing which includes the children (if appropriate), parents,
relatives/kin and other significant people, shall be held to review the actions taken to reunite siblings and plan further
actions needed to accomplish this goal. The Sibling Separation Staffing form, PPS 5146, shall document each 90-day
staffing and the efforts to place the siblings together, or explain why they should not be placed together. The PPS 5146
shall be sent to the DCF Liaison within 5 days of the staffing. The staffing shall occur every 90 days until the siblings are
placed together unless a Sibling Split Request has been approved.
B. Sibling Connections in Permanency
The Child Welfare Case Management Provider shall:
1. Make every effort to place siblings together when possible. Review Appendix 5I. Requests for a sibling split for siblings
to achieve permanency separately will be thoroughly assessed and approved only in extreme situations and after all
possible efforts have been made and documented to place siblings together. Sibling splits shall not be requested prior to
parental rights being terminated or a relinquishment for at least one of the children in custody.
2. Convene a Review Team to determine if the sibling split is in the children’s best interest, and if it is anticipated siblings
will not attain permanency together. The Review Team shall consist of at minimum the CWCMP Case Manager,
CWCMP Supervisor and the CWCMP Program Director. DCF shall provide support/consultation as needed/requested.
The recommendations of the Review Team shall be documented on the Sibling Split Staffing form, PPS 5147.
3. Seek to secure a commitment from the adoptive, permanent custodianship, or foster/relative/kin families to maintain
connections between siblings when a request to split siblings is granted.
See PPM 3237 for regarding sibling visitation and Appendix 5X regarding information about sibling connections.
5238 Teen Parents/Infants
The Child Welfare Case Management Provider (CWCMP) shall arrange placements and coordinating services for parenting youth
with their infant(s) when the infants are not in DCF custody.
A. The CWCMP shall provide necessary child care expenses for children and for the infant(s) of parenting youth when funds for
child care are not available from other sources.
B. When a parenting youth’s infant/child is not in custody:
1. When the parenting youth is in the custody of the Secretary, the youth and their infant or child shall be placed together.
The parenting youth shall be given every opportunity to parent the infant/child with support from the care provider.
2. The parenting youth’s case plan shall reflect a need for services, goals, and objectives which will allow the infant or child
to remain in placement with their parent.
3. Pregnant and parenting youth in the custody of the Secretary with infant/child not in the custody of the Secretary are
eligible for Family First Prevention Services. The CWCMP will complete the Prevention Plan which is integrated in the
child’s Permanency Plan and will notify the PPS Foster Care Liaison to make the appropriate referral to needed services.
C. When a parenting youth’s infant or child is in the custody of the Secretary:
1. When both the parenting youth and their infant or child are placed in the custody of the Secretary, a referral of the infant
or child shall be made to the CWCMP.
2. The CWCMP shall place the parenting youth and infant or child in the same placement setting as long as there are no
issues involving the safety of the infant or child which would preclude the placement together. The CWCMP shall
provide services to the parenting youth to facilitate the parent's ability to provide on-going care for the infant or child.
3. The infant or child shall be considered reintegrated when the parenting youth is released from the custody of the
Secretary, except when the parenting youth is in an independent living situation, the infant or child shall be considered to
be reintegrated as of the date the parenting youth enters the independent living situation. The court shall be informed the
parenting youth will have the responsibility of the care of the infant or child when they are both moving to an independent
living arrangement. If the parenting youth is leaving care at age 18 and waives aftercare services, the infant or child shall
continue to receive 6 months of aftercare until completed.
5239 Paternity or Putative Father
A. Paternity is the relationship between a father and his child. Establishing paternity is the process of making this a legal
relationship. Paternity is established through marriage, signing the Acknowledgment of Paternity or Court Order. An
acknowledgment of paternity creates presumption of paternity.
B. Establishing paternity is the process of determining a legal relationship and until this occurs; putative family are not defined as a
relative and would be recognized as non-related kin placement.
C. A Presumed Father is the individual the law presumes, until shown otherwise, to be the legal father of a child. This may not be
the actual biological father of the child. It is possible to have multiple presumed fathers. Kansas Law presumes a man is the
father of a child if:
1. The child was born during the marriage or within 300 days after the filing of a divorce decree/annulment;
2. He attempts to marry and voidable marriages still count to create a presumption. A void marriage also creates a
presumption as long as the child was born within 300 days from the end of cohabitation;
3. He notoriously or in writing recognizes paternity of the child;
4. Genetic tests show probably greater than 97% that he is the father; and/or
5. He is obligated to support the child by court order; K.S.A. 23-2208
D. The Kansas Putative Father Registry was established pursuant to K.S.A. 23-36,201(a)(7) in 1994. This statute directs that the
Registry shall be kept by the Secretary of the Department for Children and Families. The statute does not require that the
Registry be searched prior to proceeding with an adoption (although anyone may make an inquiry to see if someone is
registered). It also does not require DCF to take any action other than to maintain the Registry. DCF is not responsible for
ensuring information is accurate or current. DCF is under no obligation to notify a registrant if an inquiry is made. Finally,
registering with the Putative Father Registry subjects a putative father to the jurisdiction of the state if he is a non-resident. To
add a father to the registry please contact Child Services Support and they will direct you.
5240 Informal Care
DCF Foster Care and Residential Facility Licensing has provisions in regulations which allow for unlicensed informal care. Informal
care is defined as 24 hour care to be provided for not more than one calendar month, on a one time basis, for a specific child or
children in the temporary absence of the person with whom the child lives.
DCF shall permit the use of informal care for those instances when the most appropriate placement for the child is non-
related kin who are not already licensed as a foster parent. Refer to PPM 5235 for Non-related kin placement procedures.
5241 Slumber Parties and Sleepovers
Children in the custody of the Secretary are allowed to attend slumber parties or sleep overs with age mates in homes that are not
licensed foster homes, as long as these are not prohibited in the child's case plan. Foster families and Child Welfare Case Management
Providers shall exercise good judgment in granting permission for a child to attend a slumber party or sleep over. The child, birth
parents, and foster family shall be aware of and in agreement with the child participating in such activities prior to their occurrence.
5242 Failure to Place a Child or Youth
The definition for placement of a child or youth being considered a Failure to Place is as follows: A child or youth who is
temporarily housed or maintained overnight at a Child Welfare Case Management Provider’s (CWCMP) office (or other location
including but not limited to hotels or motels; other commercial non-foster care establishments, cars, retail establishments,
unlicensed homes of DCF’s, Contractor’s or Grantees’ employees). Further, a Failure to Place occurs when the child has arrived
at a CWCMP’s office before 12:00 a.m. midnight of one day and there is failure to place the child in an appropriate
placement before 6 a.m. of the following calendar day, absent extraordinary circumstances*.
*“Extraordinary Circumstances” shall be defined as an immediate or imminent crisis whereby measures must be taken to
protect the safety and security of the child or youth. A lack of safe and/or appropriate placement options does not constitute
extraordinary circumstances. Examples of extraordinary circumstances may include weather or road conditions which create
hazardous or unsafe travel conditions, public health advisors (shelter in place orders), or similar emergency situations.
5243 Visit versus Change in Living Arrangement
A visit can be described as a temporary stay of a social or therapeutic nature with definite beginning and ending points with a friend or
relative who has not assumed the legal responsibility of providing ongoing care of the child. Visits shall not interfere with the child's
school schedule. A transfer to another school during a visit would indicate the situation is not a visit, but a change in the living
arrangement of the child.
If the stay, from the outset, does not have an expressed termination date, or if a termination date is not clear from the circumstances,
the situation shall be considered a placement or proposed placement and not a visit. Reimbursement to a placement other than the
home where the visit occurs shall continue and encounter data submitted to PPS.
5244 Consents
Persons authorized to give consent for matters involving a child depends on the purpose of the consent and the legal
status of the child. Consents for children who are or may be in need of care are controlled primarily by K.S.A. 38-2217 for
health care and K.S.A. 38-2218 for educational decisions.
A. Medical Care Consents
1. If parental rights are terminated or relinquished, the parent has no authority to consent.
2. Courts may consent to medical care overruling parental objections.
3. When custody (ex parte, temporary or adjudication) has been awarded to a person other than a parent, the custodian or
agent of the custodian may consent to medical care over the objection of the parent.
4. Prior to adjudication the authority of the custodian or agent of the custodian is limited to dental treatment by a licensed
dentist, diagnostic examinations, releases and inspection of medical history records, immunizations, administration of
prescribed drugs.
5. At or after adjudication, unless limited by the court, the custodian or agent of the custodian has full authority to consent
to medical care. However, absent termination of parental rights, the parent's consent shall always be sought first.
6. K.S.A. 59-3075 (e) 4,5,6 state specific procedures the custodian or the agent of the custodian do not have the authority to
provide consent:
a. to any psychosurgery, removal of any bodily organ, or amputation of any limb, unless such surgery, removal or
amputation has been approved in advance by the court, except in an emergency and when necessary to preserve the
life of the ward or to prevent serious and irreparable impairment to the physical health of the ward;
b. the sterilization, unless approved by the court following a due process hearing held for the purposes of determining
whether to approve such, and during which hearing the child is represented by an attorney appointed by the court;
c. the performance of any experimental biomedical or behavioral procedure on the child or for the child to be a
participant in any biomedical or behavioral experiment, without the prior review and approval of such by either an
institutional review board as provided for in title 45, part 46 of the code of federal regulations, or if such
regulations do not apply, then by a review committee established by the agency, institution or treatment facility at
which the procedure or experiment is proposed to occur, composed of members selected for the purposes of
determining whether the proposed procedure or experiment
d. The Secretary or the agent of the Secretary is prohibited from consenting to inpatient care in a state psychiatric
hospital.
B. Non-Medical Consents
1. General Educational Decisions - When consent is needed for General Educational Decisions and parental rights are not
terminated, permission shall first be sought from the parent(s). If, after diligent efforts, it is not possible to get consent
from the parent(s), contract agency staff shall sign needed consents. As a last resort, and only when parent(s) and contract
agency staff are not available shall DCF staff sign general educational consents. If parental rights are terminated, then
contract agency staff shall sign for general educations decisions. If contract agency staff are unavailable, DCF staff shall
sign general educational consents.
2. Special Education - When consent is needed for special education situations and parental rights have not been terminated,
permission shall first be sought from the parent(s). If, after diligent efforts, it is not possible to get consent from the
parent(s), consent shall be given by an educational advocate. If parental rights are terminated, consent shall be given by
the educational advocate.
3. Other Non-Medical Consents - Unless otherwise specified in a court order, the parents are the primary source for all other
non-medical consents and their consent should be sought whenever possible. When obtaining a parent's consent is not
possible, the provider or the child's caregiver may consent for special events, such as a field trip sponsored by a school,
church or community organization.
C. Physical/Dental Health Records
Hospital, Medical, Surgical, or Dental Treatment or Procedures; Release or Inspection of Medical and Hospital
Records (see 5244A for restrictions) - When a child in the custody of the Secretary is in need of Medical care, to
include; hospital stays, surgery, medical care, dental treatment or procedures or has records that need to be
released and his/her parental rights have not been terminated, the parent(s) permission shall be sought. If, after
diligent efforts, it is not possible for the parent(s) to give consent, staff from the contract agency shall sign necessary
and appropriate releases and consents. If contract agency staff are not readily available, designated DCF staff shall
sign necessary and appropriate releases and consents. If parental rights are terminated, contract agency staff shall
sign necessary and appropriate releases and consents. If contract agency staff are not readily available, designated
DCF staff shall sign necessary and appropriate releases and consents.
D. Alcohol/Drug Evaluation - When a child in the custody of the Secretary is in need of an Alcohol or Drug Evaluation
and his/her parental rights are not terminated, parental permission shall be sought. If, after diligent efforts, it is not
possible to obtain parental permission, contract agency staff shall sign necessary consents. If contract agency staff
are not readily available, designated DCF staff shall sign necessary consents. If parental rights are terminated,
contract agency staff shall sign necessary releases. If contract agency staff are not readily available, designated
DCF staff shall sign necessary consents.
E. Abortion, Experimental Drugs, Do Not Resuscitate Orders - When a child in the custody of the Secretary desires an abortion,
requires a Do Not Resuscitate Order or is appropriate for an experimental drug trial and parental rights are not terminated, the
parent(s) consent shall be sought. If, after diligent efforts, it is not possible to obtain parental permission, Court consent shall be
sought, unless an emergency exists in which case the Secretary or the Secretary's designee’s consent shall be obtained. If
parental rights are terminated, Court consent shall be sought, unless an emergency exists in which case the Secretary or by the
Secretary's designee’s consent shall be obtained.
F. Mental Health
1. Care and Treatment Other Than State Psychiatric Hospital (see 5244A for restrictions) - If a child in the custody of the
Secretary is in need of mental health services with the exclusion of admission into a state psychiatric hospital and his/her
parental rights have not been terminated, parental permission shall be sought. If, after diligent efforts, it is not possible to
obtain parent(s) permission, contract agency staff shall give consent to mental health treatment. If contract agency staff
are not readily available, designated DCF staff shall sign consents. If parental rights are terminated, consent shall be
given by contract agency staff. If contract agency staff are not readily available, designated DCF staff shall sign consents.
2. Admission to State Psychiatric Hospital - If a child in the custody of the Secretary is in need of admission to a State
Psychiatric Hospital and his/her parental rights are not terminated, parents’ permission shall be sought. If, after diligent
efforts, it is not possible to obtain parent(s) permission, a court order for placement shall be sought. This will require
coordination between the contract agency, DCF and the County/District Attorney. If parental rights are terminated, a
court order shall be sought. K.S.A. 38-2217(4) specifically prohibits placement by the Secretary of children in the
Secretary's custody in a state psychiatric hospital and authorizes commitment proceedings or voluntary admission.
G. Out of State Placements/Travel
1. Interstate and international travel shall be planned in coordination with the parents, if parental rights are intact. If parents
refuse to give permission for out of state/international travel, the decision shall be made by the Foster Care Program
Administrator or other DCF Regional Leadership who may consult the DCF Regional Attorney, as needed. The court,
GAL, county or district attorney and DCF shall be notified a minimum of 10 days prior to departure of all interstate and
international travel. Foster families shall take the child's placement agreement, medical consent form, and medical card.
See Section 5920 for information on utilizing an out of state medical provider.
2. Approvals for passports shall be obtained from parents or guardians, or if they are not available, the Regional
Director or designee.
5245 Responsibilities When Child Is Missing from
Placement
When a child in the custody of the Secretary is missing from an out of home placement due to being a runaway, being abducted, or
missing for an unknown reason, the Child Welfare Case Management Provider (CWCMP) shall report the missing child to the Special
Response Team in PPS Administration by sending an email to DCF.AWOLyouth@ks.gov. In addition to these requirements, the
Provider shall also take the following actions:
A. When the Child is Missing
1. DCF/CWCMP staff shall report immediately, and in no case later than 2 hours, after receiving information on missing or
abducted children or youth, to law enforcement authorities (for law enforcement to enter into the National Crime
Information Center-NCIC database of the Federal Bureau of Investigation).
2. Within 2 hours, notify DCF.AWOLyouth@ks.gov and include all information available about the child and the
circumstances.
3. Immediately, and in no case later than 24 hours after receiving information on the missing or abducted child report to the
National Center for Missing and Exploited Children, by entering information online or calling 1-800-THE-LOST.
4. Within 24 hours, provide the law enforcement agency, Special Response Team in PPS Administration at
DCF.AWOLyouth@ks.gov and NCMEC with the following information (as available):
a. a current photo/physical description of the child, to include a description of the clothing worn at the time the child
was last seen, hair and eye color, height, weight, complexion, eyeglasses or contact lenses, braces, body piercings,
tattoos and/or other unique physical characteristics;
b. contact information of the child; including information about cell phone numbers, email addresses, social
networking contacts, aliases and nicknames;
c. suggested location, people, or direction where the child could be located, including parents and relatives;
d. medical/physical/emotional/mental health condition/diagnosis/disabilities and medication information that may
impact the child’s decision making process and health, including any past suicidal attempts and/or any other
endangerments or risks, such as gang activity, online enticement, commercial/sexual exploitation;
e. possessions the child may have with them.
5. contact the child's parent(s)/primary caregiver(s), if parental rights are still intact and whereabouts are known, to make
them aware of the child missing from placement, elicit their assistance in locating the child, provide frequent updates on
search efforts, and consult regarding whether to issue a press release;
6. notify the court of the child's missing status;
7. contact the child's school to make them aware of the child's missing status and ask for their assistance in locating the
child;
8. contact friends, other relatives of the child and others who may have information (teachers, counselors, coaches, CASA,
etc.), through all available means including social media, to obtain information from them and also gain their assistance
in locating the child; if assistance is needed in locating the child’s relatives, contact DCF to request a search of all
systems;
9. provide emotional support to the parents/primary caregivers, siblings, and placement provider in dealing with the child's
missing status;
B. Ongoing Efforts
1. Missing 1-5 days
At least daily efforts shall be made to complete the following actions to obtain updated information:
a. contact parents/primary caregivers, siblings and placement provider;
b. follow up with law enforcement to check on the status of the investigation;
c. check social media (age appropriate) for any updates;
d. contact friends and other relatives of the child, through all available means including social media (age
appropriate), to obtain updated information and assistance in locating the child; if assistance is needed in locating
the child’s relatives, contact DCF to request a search of all systems;
e. contact the child’s school to check attendance, and determine if any staff have information or knowledge of the
child’s whereabouts;
f. attempt to contact the missing child via mobile devices;
g. update PPS Administration Special Response Team at DCF.AWOLyouth@ks.gov and the assigned foster care
liaison on all the efforts made to locate the youth and any status changes weekly.
2. Missing over 5 days
At least weekly efforts shall be made to complete the following actions to obtain updated information:
a. contact parents/primary caregivers, siblings and placement provider;
b. follow up with law enforcement to check on the status of the investigation;
c. check social media (age appropriate), to include post(s) with the National Center for Missing and Exploited
Children, for any updates;
d. contact friends and other relatives of the child, through all available means including social media (age
appropriate), to obtain updated information and assistance in locating the child; if assistance is needed in locating
the child’s relatives, contact DCF to request a search of all systems.
e. contact the child’s school to check attendance, and determine if any staff have information or knowledge of the
child’s whereabouts.
f. attempt to contact the missing child via mobile devices.
C. When the Child Returns
1. re-assess the child's safety, permanency, and well-being, including whether they were a victim of sex trafficking and
whether they engaged in any other self-harming behaviors; (refer to Appendix 2I – Interview Guide for Runaway and
Truant Children)
2. notify law enforcement immediately, no later than 2 hours after the child returns or is located;
3. notify parents, placement school, courts, DCF Foster Care Liaison, and the Special Response Team at
DCF.AWOLyouth@ks.gov in PPS Administration, of child’s return as soon as possible, but no later than 24 hours from
knowledge of child’s return;
4. interview the child to gather details about where they were, who was with them, why they left, how they left, etc.;
5. re-assess the placement, treatment, and permanency plans and make changes as appropriate;
6. develop and monitor a safety plan with the placement provider, child, and birth parents to reduce the risk of future
incidents.
5251 Qualified Residential Treatment Programs
A. Qualified Residential Treatment Programs (QRTP) provide out-of-home placements for children in DCF custody and have a
trauma-informed treatment model is designed to address the needs, including clinical needs as appropriate, of children with
serious emotional or behavioral disorders or disturbances. QRTPs shall:
1. facilitate participation of family members in the child’s treatment program to the extent appropriate and in accordance
with the child’s best interest;
2. facilitate outreach to the family members of the child, including siblings, and documents how the outreach is made, and
maintain contact information for any known biological family and fictive kin of the child;
3. documents how family members are integrated into the treatment process for the child, including post-discharge and how
sibling connections are maintained;
4. provide discharge planning and family-based aftercare support for at least 6 months post-discharge in collaboration with
the Child Welfare Case Management Provider (CWCMP); and
5. have access—24 hours a day and 7 days a week—to registered or licensed nursing staff and other licensed clinical staff
who provide care and services
B. CWCMP shall immediately notify the court when a child is placed in a QRTP. A copy of the assessment, once completed, shall
be provided to the court.
C. When a child is placed in a QRTP, an assessment shall be completed within 30 days to determine the appropriateness of the
placement. The CWCMP shall use the PPS 5115 Referral for QRTP Assessment For Child in DCF Custody to make this
request for assessment. This assessment shall be done by the DCF identified independently contracted qualified individual (QI)
who is a licensed clinician and not an employee of the QRTP or the CWCMP and is not connected to, or affiliated with, any
placement setting in which children are placed by the CWCMP. The QI shall:
1. assess the strengths and needs of the child using an age-appropriate, evidence-based, validated, functional assessment tool
approved by the Secretary;
2. determine whether the needs of the child can be met with family members or through placement in a foster family home
or, if not, which placement setting would provide the most effective and appropriate level of care for the child in the least
restrictive environment and be consistent with the short- and long-term goals for the child, as specified in the permanency
plan for the child;
3. develop a list of child-specific short- and long-term mental and behavioral health goals; and
4. work in conjunction with the child’s family and permanency team while conducting and making the required 30-day
assessment.
If placement is recommended, the QI shall state the reasons why the child’s needs can’t be met by the family or in a foster
family home and why the recommended placement in a QRTP will provide the child with the most effective and appropriate
level of care in the least restrictive environment. The QI will also explain how the QRTP placement is consistent with the short-
and long-term goals for the child, as specified in the permanency plan for the child.
D. Within 60 days of the start of placement in a QRTP, the court shall:
1. consider the required 30-day assessment of the appropriateness of the QRTP, and documentation made by the QI
conducting the assessment;
2. determine whether the needs of the child can be met through placement in a foster family home or, if not, whether
placement of the child in a QRTP provides the most effective and appropriate level of care for the child in the least
restrictive environment; and whether that placement is consistent with the short- and long-term goals for the child, as
specified in the permanency plan for the child; and
3. approve or disapprove the placement. Such approval or disapproval must be documented in the case plan.
If the court does not approve the placement, the child shall be moved within 30 days.
E. Prior to placement of any child age twelve (12) or younger in a DCF congregate care setting, the CWCMP shall ensure all other
placement options have been explored, through family meeting model approaches and discussions with the child’s case team and
partnering Child Placing Agencies (CPAs). Prior approval from a CWCMP program president or similar executive
management role is required before placement of a child age 12 or younger in a DCF congregate care facility. The purpose of
this prior approval is to prevent unnecessary use of group care placement and provide opportunity to understand trends in gaps,
capacity and supports needed for children to be stable in a family-based placement setting.
F. While the child remains placed in a QRTP, the CWCMP shall provide specific QRTP placement information to the court at
each review and permanency hearing. This reporting shall include indication the QRTP placement continues to be appropriate
based on ongoing assessments, documentation of the treatment and services provided, and information regarding the efforts
made toward permanency. If the court, at the review or permanency hearing, determines the continued placement is not
approved, the child shall be moved within 30 days.
G. If a child is placed in a QRTP for more than 12 consecutive months, or 18 nonconsecutive months, or, in the case of a child who
has not attained age 13, for more than six consecutive or nonconsecutive months, the CWCMP shall submit to DCF the
evidence and documentation submitted to the court for the most recent status review or permanency hearing.
H. The CWCMP shall ensure all QRTP data and documentation regarding eligibility milestone occurrences are captured and
provided to DCF upon request. These milestones include but may not be limited to an independent assessment completed
within 30 days of placement; court review within 60 days of placement; and decision to discharge.
5253 Inpatient Psychiatric Treatment
Children and youth under age 21 who are in the custody of the Secretary and require inpatient psychiatric treatment shall receive a
screening prior to placement in an acute, sub-acute or inpatient psychiatric treatment facility.
The Community Mental Health Center (CMHC) completes the CMHC Screening Assessment. The assessment is located at
www.kansashealthsolutions.org/providers/index/resources_forms. KHS shall be notified at 1-800-466-2222. KHS is responsible to
contact the local CMHC who assigns qualified staff to complete the screening.
If the CMHC Screener determines there is a medical necessity for treatment in an inpatient psychiatric treatment facility, the child
shall be placed according to the outcome of the screening.
5254 Ensuring Educational Stability
Child Welfare Case Management Provider (CWCMP) staff shall work with the school system to ensure children in the custody of the
Secretary receive educational resources according to individual need. The coordination shall include a discussion of how to ensure the
child’s stable placement in school, and if needed, how transportation will be provided to assure that the child can stay in the same
school.
A. All school-age children in foster care shall attend school as required by state law. The school shall be accredited by the Kansas
State Department of Education. The CWCMP, the child's parents, and the child’s foster, adoptive, or relative placement shall
help children in care achieve the highest level of formal education the child is capable of completing.
B. When placed in foster care, initially or subsequent foster care placement changes, school-age children shall be maintained in
their own school whenever possible. Placement in foster care shall take into consideration the child’s proximity to their school of
origin (sending school), the appropriateness of the educational placement, and whether transportation to the school of origin
(sending school) is necessary to achieve educational stability for the child.
C. When the CWCMP is informed of a child’s placement change, which may involve moving from the school of origin (sending
school), the CWCMP shall reference the Educational Stability Process Map (Appendix 5P). The CWCMP shall immediately
contact the Point of Contact (POC) for the school district (also referred to as the Local Education Authority) for the school of
origin (sending school) to inform them of the child’s move and potential change in school location. The school district POC will
then designate an individual with knowledge of the child’s educational background and needs to participate in the Best Interest
Determination (BID) staffing. Once the potential new placement and school district is identified, the CWCMP must contact the
school of origin (sending school) and promptly schedule the BID staffing to determine if the child should stay at the school of
origin or transfer to the new school.
D. A Best Interest Determination (BID) staffing, as defined in the Every Student Succeeds Act (ESSA), shall occur with the school
of origin (sending school) prior to each move to ensure educational stability and decide whether it is in the best interest of a
child to remain in their school of origin (sending school).
1. The staffing, at a minimum, should include the CWCMP and the school district point of contact, or designee for the
school district to discuss what is needed to ensure educational stability based on the needs and the best interest of the
child. In an emergent or time limited situation, a BID may be held in the form of a phone call.
2. Additional persons with knowledge pertinent to the child’s case may be invited to participate in the BID staffing in person
or by providing written input to be considered. The additional persons may include:
a. Biological Parents, if parental rights are still intact
b. Foster Parents
c. Guardian Ad Litem
d. Educational Advocate
e. DCF Staff
f. Court Appointed Special Advocate (CASA)
g. ICWA Tribal Contact/Representative (if applicable)
Participants in the BID staffing should consider:
1. Length of Time Enrolled in School of Origin
2. Learning Behaviors/Disabilities
3. Safety Factors
4. Participation in Extra-Curricular Activities
5. Distance of New Placement from School of Origin
6. IEP and 504 Plan Services
7. Child Preference
8. Parent Preference, if parental rights are still intact
9. Child’s Attachment to School of Origin
10. Placement of Siblings
11. Influence of School Climate
12. Availability and Quality of Services
The staffing decision and participants shall be documented on Part A of the Educational Enrollment Information for School
Placement Form (PPS 5254).
E. Potential BID Outcomes:
1. If it is determined to be in the best interest of the child to stay at their school of origin (sending school), then the school
district and CWCMP must develop plans for providing cost-effective transportation for the student to remain in the same
school. The CWCMP must negotiate the transportation as needed by the child with the school district. Considerations
when negotiating the necessary transportation include:
a. Age of child
b. Type of transportation available
c. Flexibility in school schedule
d. Impact of extracurricular activities on transportation options
e. Maturity and behavioral capacity of the child
f. Traffic patterns
g. Additional needs of the child (i.e. presence of paraprofessional, car lifts, etc)
If there are additional costs incurred in providing transportation to the school of origin, the school district will provide the
transportation if 1) CWCMP agrees to reimburse for additional costs 2) district agrees to pay for additional costs or 3) the
school district and CWCMP agree to share costs.
2. If it is determined to be in the best interest of the child to leave their school of origin (sending school), then the CWCMP
must inform the receiving school of the decision and shall forward the PPS 5254 within 3 working days of the BID
Decision to the receiving school. The PPS 5254 shall include the following:
a. child’s name
b. new school of enrollment and placement information
c. prior last two schools and placement information
d. educational advocate (name, address, phone number), if applicable
e. assigned CWCMP case manager (name, address, phone number)
f. CWCMP supervisor (name, address, phone number)
g. DCF FC Liaison/ DCF Administrator (name, address, phone number)
The CWCMP will ensure once the move occurs the child’s Individual Education Plan (IEP) or 504 Plan is transferred to the
receiving school and refer appropriate children for Education Advocates.
The CWCMP will update the PPS 5254 and PPS 5120 each time a child experiences a change in school, even within the same
district. This includes placements where the school is on-site, such as correctional facilities, detention centers, state hospitals,
and some residential facilities. This update is not required when the child is moved back to the parent, as the child is no longer
in out of home placement.
The CWCMP shall ensure all documentation regarding the BID process and outcomes, is sent onto the Tribe as required by
ICWA.
F. Children who are in the custody of the Secretary with parental rights terminated may be approved to be home schooled when
they are in a home that has signed an Adoptive Placement Agreement, and based on approval from the Case Planning Team and
the court.
1. Two separate releases of information shall be signed before a child's information may be added to this database:
a. The Appendix 5Q- Authorization to Disclose Information Including Children's Individually Identifiable Health
Information, and the
b. Appendix 5H KSDE Consent for Release of Information form (this form authorizes the school to release
information to DCF and other agencies involved with the child's care).
1. DCFstaff shall attempt to obtain the parent's signature on these two releases prior to the time the child is
referred to the CWCMP. It is always preferred that the parent sign these forms, but if DCF staff are unable to
obtain the parent's signature, Child Welfare Case Management Provider staff or DCF are authorized to sign
the Appendix 5Q and the Appendix 5H KSDE Consent for Release of Information form for those children
who do not have an IEP.
2. For children with an IEP, only the parent, a relative caregiver, or Education Advocate is authorized to sign
the Appendix 5H KSDE Consent for Release of Information form. State statute and KSDE allow relatives to
act as parents in educational decision making. Therefore, children receiving Special Education services who
are placed with a relative will not need an Education Advocate appointed when parental rights have been
terminated or the parents have been determined to be unavailable per Section 5257. The relative can sign the
Appendix 5H KSDE Consent for Release of Information form.
G. Graduation Requirements – Kansas statute requires the board of education of a school district to award a high school diploma to
any person requesting a diploma if the person is at least 17 years of age, is enrolled or resides in such school district, is or has
been a child in the custody of the Secretary of DCF at any time after turning 14 years of age, and has achieved the minimum
high school graduation requirements adopted by the State Board of Education.
5257 Education Advocates
K.S.A. 38-2218 defines when a parent may be considered unavailable for the purpose of appointing someone to advocate for the child
when decisions must be made regarding their plan for special education known as an individual education plan or IEP. When a child
does not have an available parent, the Child Welfare Case Management Provider (CWCMP) shall make a referral for an Education
Advocate. Documentation shall be provided to demonstrate a parent is unavailable or unable to fulfill the role of education advocate
for their child.
A. Eligibility
1. Education Advocates shall be appointed for a child receiving Special Education Services or in need of an evaluation to
determine eligibility for Special Education Services and their parents are unavailable. This also includes gifted children.
2. Parents are considered to be unavailable when:
a. The identity of a parent(s) is unknown
b. The parental rights of both parents have been terminated
c. The whereabouts of the parent(s) is unknown
d. The parent(s) has abandoned the child
e. A no-contact court order exists or the statutory criteria has been met.
3. The Kansas State Department of Education (KSDE) currently contracts with Families Together, Inc. to provide training
for and assistance in finding Education Advocates for eligible children.
4. Children in the Secretary's custody placed with relatives (persons related to them by blood, marriage or adoption) are not
eligible for appointment of an Education Advocate. State statute and the KSDE allow relatives to act as parents in
educational decision making. Therefore, these children will not need Education Advocates appointed. If there are
questions about eligibility, these may be directed to Families Together, Inc.
B. Due Diligence Effort to Locate Parents
1. Parents shall be involved in the educational process unless they are unavailable. If both parents are determined to be
unavailable to make educational decisions for their child, a referral may be made for an Education Advocate.
2. Before making a decision to refer a child for an Education Advocate, the CWCMP staff must exercise due
diligence/reasonable efforts to find the parents. The CWCMP staff must also make reasonable efforts to assist a parent to
participate in the educational planning for the child.
3. There is a difference between a parent who is unavailable and a parent who is unwilling to participate in the education
decisions that affect their child(ren). A parent who is uncooperative in participating in the educational planning for the
child, but who can be located by mail, personal visits (if the home is located within the state of Kansas), or phone is not
considered unavailable. If they fail to respond to the school's attempts to involve them in the student's educational process,
they may meet the statutory definition at K.S.A. 38-2218(a), and in this instance the Judge may determine the child is
eligible for the appointment of an education advocate.
4. No referral for Education Advocate services may be made unless due diligence/reasonable efforts have been made and
documented in the child's case file.
C. Referral
1. The CWCMP staff shall refer any eligible child by completing the PPS 5140, Education Advocate Referral Form. The
PPS 5140 and any other correspondence regarding the referral shall be sent to Families Together at the address provided
on the PPS 5140.
2. All persons desiring to become an Education Advocate shall attend training and be appointed by KSDE.
D. CWCMP Responsibilities
1. CWCMP staff shall update Families Together when:
a. the child moves
b. the child is adopted
c. the child's name changes due to adoption
d. a new Provider case manager is assigned to the case, including their contact information
e. the child is no longer receiving Special Education Services
2. The CWCMP staff shall monitor and document in the case file the following:
a. The assignment of an Education Advocate before the next Individual Education Plan (IEP) meeting following the
referral
b. Any delay in the assignment of an Education Advocate
c. Continued efforts made on the part of CWCMP staff to secure the appointment of an Education Advocate
d. Adequate receipt of Education Advocate service by the child and efforts to notify Families Together, Inc. of the
need to correct inadequate service for the child in such a case.
5258 Child Care for Children in the Secretary’s Custody
Children in the custody of the Secretary, placed with foster parents, relatives or non-related kin, are eligible for childcare services
if the foster care caregivers are employed or enrolled in education or training activities. The Foster Care Child Care (FCCC)
program is administered by DCF Economic and Employment Services (EES) according to the Kansas Economic and
Employment Services Manual (KEESM). For those times when FCCC applications are denied, or when the FCCC benefit is not
enough to cover the childcare, the Child Care Exception Payment (CCEP) program may be available to assist.
A. FCCC Program
Child care services may be provided by an enrolled licensed child care center, licensed family child care home, licensed
group child care home, out-of-home relative provider or in-home relative provider. The Kansas Department of Health and
Environment (KDHE) provides the guidelines regulating child care in Kansas. Child care centers and family/group child
care homes must be licensed by KDHE.
Foster care caregivers needing FCCC services must complete the ES-3100FC Application for Foster Care Child Care
Benefits and submit the application to the Child Welfare Case Management Provider (CWCMP) or Child Placing Agency
(CPA). After the CWCMP or CPA verifies the need for child care services, the application must be forwarded to
DCF.FosterCareCC@ks.gov . The income of the foster care caregivers is not considered when determining eligibility. Once
approved, the childcare assistance benefit is issued to the foster care caregivers using the Kansas Electronic Benefit
Transfer (EBT) card. Changes to the FC-CC case must be submitted on the ES-1512FC Changes for Foster Care Child
Care Benefits
B. CCEP Program
The CCEP Program is used when the FCCC program denies the application because the child in foster care is not a U.S.
citizen or the daycare provider is not an enrolled provider with EES, or the EBT card benefit does not cover in full the child
care costs incurred by the foster caregiver.
When the FCCC program denies the application due to ‘no need’, meaning the foster caregiver does not work or go to
school, the CCEP program cannot help either. If the foster caregiver is needing a routine daytime break from the care they
provide, the CMP shall consider a higher level of care for that foster caregiver so they are able to purchase the service they
need to maintain the child in their home.
It is the responsibility of the sponsoring agency of the foster caregiver requiring childcare to ensure the childcare provider
chosen meets these guidelines:
1. The childcare provider is licensed through KDHE and care is provided at their place of business; or,
2. The non-licensed individual provides care in the foster parent’s home AND meets these criteria (results maintained in
the home’s sponsoring agency’s file):
a. The childcare provider has completed and passed a health assessment and a TB test; and,
b. The childcare provider has passed background checks (KBI, Child Abuse/Neglect Central Registry, &
DCF/PPS history checks).
CMPs and CPAs shall provide a copy of the Child Care Exception Payment Program Getting Started Guide to foster
caregivers and potential childcare providers. The Guide contains the details for providers on rates paid and how to get
started with CCEP funding.
5259 Lifebooks
A. The Child Welfare Case Management Provider (CWCMP) is responsible to for completing and providing a Life book to each
child in out of home placement and for ensuring the Life book is initiated upon child entering out of home care. The Life book
shall be updated no less than every 180 days, or upon major changes in the child’s life circumstances (i.e., placement change,
end of school year, major court decision, etc.) during the entire episode of out of home placement. Parents, placement resources,
teachers, therapists, and others involved in the child's life may assist in keeping the information in the Life book current.
B. A Life book is an organized collection of pictures, narratives, documents, records, and memories for a child. Life books span
the life of the child, before and during their foster care experience, and can be referenced or added to after foster care. Life
books remind the child from where they come, their lifelong connections and relationships, their heritage and culture, and their
experiences. A Life book is a record of the life of a child who is in out of home placement. It is a therapeutic tool for working
with children in care to help them understand why they entered care, to understand their experience before and since entering
care, to explore their feelings about these experiences, and to help them emotionally attach to a new family should that become
necessary. It is essential that the child participate in the development and maintenance of their own Life book. The book
belongs to the child, and they determine with whom this book is shared. Copies of important documents shall also be copied and
placed in the child’s file.
C. DCF does not have a set Life book format. Case Management Providers may devise their own format. Each Life book may
include the following as applicable:
1. Pictures of the child, from birth forward
2. Pictures of birth family, to include parents, grandparents, siblings, and extended family as available.
3. Genogram/family tree of birth family
4. Letters from birth family members
5. Pictures of pets, special toys or security items
6. Interviews with the child for “About Me” pages – likes/dislikes, hobbies & interests, feelings and important memories,
wishes & dreams, fears, etc.
7. Narrative of the child’s birth history (date, height, weight, hospital, city, etc.) and any known medical information for
child and child’s parents & grandparents
8. Reason for removal and placement into foster care
9. Case Manager/Family Support Worker history: complete list of assigned case worker names and agencies, with pictures –
may include names of important placement staff members and other supportive adults in the child’s life
10. Placement history, with dates, reasons for moving, and pictures of placement care providers – home, persons, pets,
friends, extracurricular teams and activities, etc. – may include letters from caregivers
11. Medical History: complete records of immunization records, height/weight tracking charts, known allergies, childhood
diseases, injuries, surgeries/procedures, developmental milestone dates, doctors, dentists and optometrists seen for
healthcare, etc.
12. Educational history: complete records of names and address of schools attended for each grade, class photos, photos of
teachers and other important adults at the schools, copies of school grade reports and transcripts, homework samples, art
projects, ribbons, awards, certificates earned, pictures from important school activities (sports games, performances,
dances, ceremonies, graduation, etc.)
13. Independent Living information: mementos and photos from teen groups, classes, camps, copies of certificates and
achievements earned, letters from mentors, social workers, care providers, IL leaders, driver’s education information,
dates of accomplishments for IL related goals
14. Adoption information: date of finalization, adoption day pictures and mementos, copy of the adoption decree and new
birth certificate
5260 Transition to Alternate Permanency Options
A. When reintegration is no longer a viable option, an alternate permanency goal shall be established, or the concurrent goal shall
become the primary goal. The change in Case Plan goal shall be documented and recommended to the court prior to the
permanency hearing. The Child Welfare Case Management Provider shall review and update the needs assessment and social
history of the child at this time. Issues to consider when planning for an alternate permanency:
1. safety of the child(ren)
2. well-being of the child(ren)
3. maintaining meaningful relationships with; relatives, kin, culture and community i.e. keeping siblings together, keeping
children within their extended family whenever appropriate, or kinship
(See Permanency Staffing Guide Appendix 3S)
If reintegration is no longer viable, the permanency goals, in order of preference, are adoption and then permanent
custodianship.
B. Adoption (see PPM 5300)
Adoption is a legal and social contract establishing the relationship of parent and child between persons who are not so related.
The Kansas Department for Children and Families (DCF) is legally responsible for the care of children in the custody and
guardianship of the Secretary of DCF whose parental rights have been terminated and/or relinquished.
The focus of the program is on the child and selecting families who are most likely to meet the needs of the child.
C. Permanent Custodianship (see PPM 5400)
A recommendation for Permanent custodianship shall be limited to a child where a determination has been made that:
1. the child cannot be reintegrated with the parent(s); and
2. a compelling reason exists not to terminate parental rights; or
3. adoption is not a viable option for the child and is clearly documented on the case plan.
(See Appendix 5L for examples of commitment agreements.)
D. Another Planned Permanency Living Arrangement (APPLA) (See PPM 3231)
1. A planned permanent living arrangement is a specific permanent placement for the child, not long term foster care. A
planned permanent living arrangement is subject to ongoing review at later permanency hearings. Other permanency
options for the child shall continue to be explored throughout the time the child is placed out of the home. At no time
shall the permanency option of APPLA rule out other more permanent options.
2. The permanency goal of Another Planned Permanency Living Arrangement is appropriate only when a child is at least 16
years of age and documentation has been provided to the court of compelling reasons which make all other permanency
options unacceptable. The compelling reasons may include:
a. An older teen requests emancipation;
b. A parent with a disability cannot care for a child, a significant bond exists between them and the placement
resource is willing to sign a commitment agreement for the child to remain in their home, but is not willing to adopt
or be a permanent custodian for the child;
c. A tribe has identified a planned permanency living arrangement for a Native American child.
3. When the child is in Another Planned Permanent Living Arrangement, the plan for the child to stay in the placement
resource until achieving permanency shall be documented. The youth and the placement resource will sign an agreement
indicating their understanding of this plan. (See Appendix 5K for examples of commitment agreements.)
5261 Child Welfare Case Management Provider
Responsibilities for Alternate Permanency Options
The Child Welfare Case Management Provider shall document on the Case Plan and provide to DCF and the court a report which
contains the following:
A. basis for the decision to pursue the recommended alternate permanency;
B. reasons why reintegration or adoption (if adoption is not recommended) are not the preferred permanency options for the child;
C. significant relationships to be maintained;
D. visitation plans with extended family; if any,
E. communication structures needed to maintain significant relationships; and
F. services needed for the child's continued stability.
If the alternative permanency is regarding a youth who will be leaving care at age 18, see Section 3214 regarding Transition Plans for
Successful Adulthood.
5262 Special Considerations for Undocumented Youth
Legal counsel competent to address immigration options for undocumented youth should be sought at the earliest opportunity.
A. Permanent Option
To achieve permanency and facilitate self-sufficiency, children and youth may petition for lawful permanent resident status in
the United States through Special Immigrant Juvenile Status (SIJS) If granted special immigrant juvenile status and their
petition for adjustment of status is approved, then the child/youth becomes a lawful permanent resident alien of the United
States with the ability to live and work within the U.S. without fear of deportation. After five years, lawful permanent resident
aliens may apply for citizenship, but must meet all requirements including but not limited to, status, good moral character, and
length of residence in the United States. The link to the complete SIJS manual can be found at http://www.ilrc.org
Undocumented youth in care with a case plan goal other than reunification with one or both parents shall be given the option to
apply for SIJS. Adoption does not automatically naturalize a youth who is undocumented and immigration status will still need
to be addressed.
SIJS is still possible in certain circumstances, even if the child is no longer under court jurisdiction and even if the youth turns
21, provided that the application for SIJS was filed before turning 21.
SIJS does not alter the youth's status as a child in need of care. All requirements of the state and federal law as well as agency
policy continue to apply throughout the process of seeking SIJS until the Secretary is relieved of custody.
1. Eligibility Standards for SIJS
Unmarried children who are under age 21 and meet the following three standards may apply for SIJS:
a. A youth must be under the jurisdiction of a court in a child in need of care or juvenile offender proceeding.
b. The court must find that reunification is not a viable option even when termination of parental rights is not in the
child's best interest. The case plan goal shall be a permanency option other than reunification with one or both
parents.
c. SIJS is still possible in certain circumstances even if the child is no longer under court jurisdiction and even if the
youth turns 21 years, provided that the application for SIJS was filed before turning 21. The court must be clear
that the proceeding did not arise to secure SIJS but because the child was abused, neglected, or abandoned or due
to any other basis in state law.
2. Risks and Benefits
If an application is submitted for SIJS, there is risk of denial of their petition and a decision to send them back to their
country of origin. However, if a youth is already in deportation proceedings for his or her removal, the youth has nothing
to lose by filing an application for SIJS.
There is also risk for youth who do not apply. Youth can apply for SIJS up until they turn 21 years of age. If the juvenile
court and foster care case is closed, youth have no option to apply for SIJS. If a youth is emancipated without legal
documentation, he or she may not have another chance to apply for legal status in the United States.
How to Apply for SIJS:
a. Evaluate the minor's case to make sure that it fits within each of the three eligibility criteria.
b. This process can take as long as 3 years and shall be initiated early enough that the juvenile court can maintain
Jurisdiction until it is complete.
c. Next, the CIS will schedule an interview, which a number of people (case manager, lawyer, etc) may also attend.
The CIS might make a decision on the application at the interview, or may ask for further information or time.
d. The applicant minor should request employment authorization while the case is pending and the case manager
should schedule an appointment for the youth to be fingerprinted for an FBI criminal activity check.
e. Both an SIJS and a change in legal status form must be completed and filed with to the closest Citizen and
Immigration Services or CIS (formerly INS) office.
f. The court's findings must be recorded in an "Order Regarding Minor's Eligibility for Special Immigrant Juvenile
Status" or similar format that includes the required factual findings. Although not conclusive, this order must be
included in the child's application for SIJS. An example of the proposed order on the three criteria using specific
language can be found at http://www.ilrc.org of the SIJS manual in appendix E.
g. The court must hear evidence on the three criteria.
h. If the youth decides to proceed with application for SIJS an experienced immigration attorney is advised. Cases
with a mitigating factor (i.e. arrests, convictions, drug abuse, testing positive for HIV), are not impossible but they
are more difficult and require a more intricate knowledge of the process. Even without mitigating factors,
immigration law is a challenging specialized practice and success is unlikely without expert assistance.
i. Discuss the option fully with the youth, explaining in plain language what SIJS is, what it could do for the youth
and the risk involved. It is important to emphasize the risk of deportation and the impact SIJS has on the youth's
rights toward birth parents and siblings.
B. Temporary Option-Deferred Action for Childhood Arrivals (DACA)
DACA applies only to children who arrived in the United States prior to June 15, 2007. Information is posted on the USCIS
website http://www.uscis.gov/sites/default/files/USCIS/Resources/daca.pdf or http://www.ilrc.org
5263 Self-Sufficiency/Life Skills Responsibilities of the Child
Welfare Case Management Provider
The Child Welfare Case Management Provider (CWCMP) shall provide Life Skills services for youth age 14 and older who are in
DCF custody and in out of home placement, and based on an assessment, develop individualized transition plans (PPS 3059).
A. For youth ages 14 and older who are in out of home placement:
1. Parents/caregivers, foster families, and out of home providers shall support and integrate daily living skills into activities
with the youth.
2. The CWCMP shall provide age and developmentally appropriate training in the following (life) domains:
a. Daily Living Skills and Home Maintenance
b. Housing and Community Resources
c. Mental Health Resources
d. Money Management
e. Health, Medical Care, and Personal Hygiene to include:
i. use of nicotine products, drugs and alcohol
ii. sexually transmitted diseases or unplanned pregnancies
iii. factual information on how and when to seek medical care
iv. basic first aid training
v. discussions on health insurance and KanCare
f. Personal Safety
g. Work and Study Skills
h. Personal Development
i. Relationships and Communication
j. Technology Access and Internet Safety
k. Secondary Education Planning
l. Healthy Relationships
3. The CWCMP shall use the Casey Life Skills Assessment for youth in care and Self Sufficiency Matrix for youth
participating in aftercare services who have aged out of foster care.
4. Parents/caregivers, foster families, and out of home providers shall be provided with knowledge and training to teach or
reinforce methods addressing the youth’s needs.
5. The CWCMP shall also:
a. Refer youth ages 14 and older with a disability (Section 504) and/or who are receiving services under an IEP based
upon disability to appropriate education and employment resources meeting federal Workforce Innovation and
Opportunity Act (WIOA) guidelines.
b. assist all interested youth ages 14 and older with participation in the Kansas Graduated Driver’s Licensing
program, including obtaining the age-appropriate permit or license, attending driver’s education, and completing
the required hours of supervised driving practice. Youth who are not interested in participating will sign an opt out
form. Youth who have opted out may subsequently opt in at any time.
c. work with DCF and/or programs offering credit check services free of charge and ensure each youth age 14 and
older in foster care receives a copy of their consumer credit reports from Experian, Equifax, and TransUnion each
year until discharged from foster care. Grantee will also assist in interpreting the credit reports and resolving any
discrepancies. (PL 113-183).
d. assure each youth has photo identification upon turning age 16. Providers shall assist the youth in obtaining a
photo ID without charge by completing the PPM Appendix 7F Kansas Department of Revenue DL-DCF1
Department for Children and Families Certification for Original Identification Card. The DL-DCF1 may be used
one time per youth.
e. assure classes in parenting skills and child care are available when a youth is already a parent or expecting a child.
f. assist DCF in administering National Youth in Transition Database (NYTD) surveys to youth in foster care during
each designated survey collection period. Grantee will also cooperate with the collection and submission of the data
elements of the surveys.
g. support and encourage youth involvement with Regional and Kansas Youth Advisory Councils through aid with
transportation, participation in events and chaperoning.
B. The CWCMP shall prepare transition plans (PPS 3059 My Plan for Successful Adulthood) for all youth in out-of-home
placement starting at age 14, regardless of case plan goal, that:
a. Support youth in preparing for and obtaining employment, when appropriate;
b. Connect youth to community and mental health resources as needed;
c. Prepare youth for responsible financial management, including obtaining and maintaining safe and stable housing;
d. Support pregnant and parenting youth and refer them to appropriate resources within the agency, DCF, and the
community;
e. As applicable, refer youth with developmental disabilities for guardians.
f. Educate youth on housing, including the use of Foster Care Transition Services, and the public transportation
options available in their communities;
g. Assist youth with developing/maintaining Permanent Connections for Success which will provide resources for
them as they leave foster care, including referring youth for mentoring services. Permanent connections shall not be
Grantee staff directly responsible for the case;
h. Assist the youth in protecting their identity and future credit worthiness and resolving any inaccuracies or instances
of identity theft;
i. Assist the youth with learning about the State’s MCO’s and completing a KanCare Application for “Families and
Children” for the Aged Out Medical program. The application is on-line at KanCare or paper application can be
mailed to the Clearinghouse for KanCare. If submitting a paper application include “aging out of foster care” at the
top of the form. The application can be downloaded and printed or submitted online at
http://kancare.ks.gov/apply.html. Youth shall be assisted with ensuring documents proving citizenship and identity
have been provided to the Clearinghouse;
j. Encourage and enable youth to maintain sibling connections, when possible and appropriate, and support youth as
they prepare to reconnect with their biological families after exiting foster care;
k. Support and encourage youth involvement with Regional and Kansas Youth Advisory Councils through aid with
transportation, participation in events and chaperoning.
5270 Aftercare Responsibilities of the Child Welfare Case
Management Provider
The Child Welfare Case Management Provider (CWCMP) shall provide services and supports for 6 months following the
achievement of reintegration, adoption, permanent custodianship, Another Permanent Planned Living Arrangement (APPLA), or
youth/young adults who have aged out of care. Services are provided to assure safety and stability of the child and to assist all family
members in connecting with community providers to improve family functioning and may include information and referral of other
services, education (e.g., parenting skills, advocacy skills with school systems, etc.), clinical and therapeutic services, access to
material resources and access to community-based supportive networks (e.g., support groups, recreational activities and respite care).
A. The CWCMP shall:
1. Implement a 6-month aftercare services program following case closure achieved through reintegration, adoption,
permanent custodianship, APPLA, or youth/young adults who have aged out of care.
2. Make contact with all family members, including the child/youth/young adult, at least monthly in person and at least
weekly telephone contact;
3. Staff all cases with the Reintegration or Adoption Case Manager at least thirty (30) days prior to the transition of the case
as per PPM 3005;
4. Develop transition and time-limited aftercare plans in partnership with families;
5. Ensure availability and accessibility of services and support without disruption;
6. Engage the community in meeting the continuing needs of children and families. Aftercare services and support planning
begins at the time of placement. DCF, its partners and the community shall continue to support youth and their family
after reintegration occurs and until the family is self-sufficient and able to provide for its children’s safety, permanence
and well-being;
7. Utilize collaborative and collegial strategies to engage and motivate families;
8. Use client-directed assessment across life domains, ongoing safety assessment and planning, domestic violence
assessment, suicide assessment and crisis planning;
9. Use cognitive and behavioral research-based practices and behavioral intervention skills development;
10. Provide and/or help the family access tangible goods and services which are directly related to achieving the family’s
goals, while teaching them to meet these needs on their own;
11. Coordinate, collaborate and advocate with state, local, public and community services and systems affecting the family;
12. Provide twenty-four hours, seven days per week, crisis on-call services;
13. Provide services within the family’s homes and community;
14. Tailor services to family’s needs, strengths, lifestyle and culture;
15. Create a packet of information, including a safety plan and culturally appropriate neighborhood resources, for to use after
exiting aftercare services;
16. Provide ongoing emotional support and case management for families. Case management services are to include:
a. Assistance in completing the child’s or youth/young adult’s Medicaid application;
b. Referral for housing and food assistance;
c. Referral for financial assistance, assistance with childcare and other services;
d. Referral for substance use disorder and/or behavioral/mental health services;
e. Assistance with identifying external and internal support systems;
f. Assistance with the development of practical and realistic time management systems;
g. Provide ongoing parent education;
h. Coordination with the family and all service providers, including but not limited to DCF Independent Living;
i. Coordination with the family and the educational system, if applicable.
B. Aftercare Services for Children in DCF Custody
1. For children who remain in DCF custody, the Child’s Permanency Plan with the case plan goal of maintenance at home
shall be submitted to the DCF region, the court and other required parties within 30 calendar days of a child’s
reintegration. (See Section 3000 for additional information on case planning.)
2. The CWCMP shall continue to complete monthly child/worker visits and submit encounter data.
3. The CWCMP shall provide intensive in-home services for six months and continue to provide in person services, engage
the family, and assess the safety of all children in the home.
4. If the child remains in DCF custody past the six months of aftercare, a case transfer staffing is required prior to the end of
the six months. See Appendix 5M.
5. If custody is released before the end of six months, the CWCMP shall make concerted efforts to continue to provide
intensive in-home services for the remainder of the six month time frame and develop an Aftercare Contact Agreement
(PPS 3070) with the family to outline the services and supports needed to maintain the placement and meet the needs of
the child.
6. The CWCMP shall submit the Aftercare Contact Agreement (PPS 3070) within 5 working days.
C. Aftercare Services for Children Released from DCF Custody
1. When a child has reintegrated with their parent and released from DCF custody the CWCMP shall make concerted efforts
to provide intensive in-home services for six months.
An Aftercare Contact Agreement (PPS 3070) shall be developed with the family to outline the services and supports
needed to maintain the placement and meet the needs of the child.
2. When a child is adopted, the Aftercare Contract Agreement is signed at the meeting to complete the Adoptive Placement
Agreement (APA). If there are questions or concerns about the Aftercare Plan the CWCMP shall confer with DCF to
resolve them prior to APA.
3. Once the aftercare plan is developed, the CWCMP shall be actively engaged to meet with the child and family in person
in the home on a monthly basis as outlined in the aftercare plan. Whether or not a meeting occurs, a monthly report, PPS
3071, shall be completed.
4. If the family expresses the need for additional services, a consultation with DCF is required.
5. When a youth/young adult is released from custody upon reaching the age of majority, the CWCMP shall make
concerted efforts to provide intensive services for six months. Whether or not contact occurs, a monthly report, PPS 3071,
shall be completed and provided to the Foster Care Liaisons and Independent Living team.
D. Assisting Families with Obtaining Medical Coverage in Aftercare
The Child Welfare Case Management Provider shall assist the family in accessing medical coverage and services for which they
are eligible. This includes:
1. Assuring the child’s Medicaid card is given to the permanency resource; and,
2. Assisting the parent/caregiver in adding the child to private insurance; or,
3. Submitting an application on-line at KanCare or paper application to the Clearinghouse for KanCare If submitting a
paper application include “returning from foster care” at the top of the form; or,
4. Submitting an application to KanCare for an income eligible or SSI Medicaid; or,
5. Requesting Medicaid from DCF through an adoption assistance agreement.
6. Submitting an application on-line at KanCare or by paper application to the Clearinghouse for KanCare for children
approved for permanent custodianship. If submitting a paper application include “returning from foster care” at the top of
the form.
See Section 5900 for additional information.
5271 Exceptions to Aftercare Responsibility of Case
Management Providers
The aftercare period does not apply to:
A. Youth who are transferred to Kansas Department of Corrections - Juvenile Services (KDOC-JS) or to the Tribal Court.
B. Children released from the Secretary’s custody and placed with an individual who is not the child's parent, adoptive parent or
legal guardian.
C. Youth with no open ICPC case who are no longer in custody and are living out of state. If there is an open ICPC case and court
maintains jurisdiction, aftercare services would continue.
D. Direct adoptive placements by the court in which the child(ren) are released from DCF custody.
E. Probate guardianships pursuant to KSA Chapter 59.
5300 Adoption Services
When children cannot be safely reintegrated with their parents/caregivers, adoption is the preferred permanency plan. Adoption is a
lifelong commitment for the entire family. Most children and youth in the custody of DCF in need of an adoptive family have
experienced trauma due to being removed from their parents/caregivers because of abuse or neglect. All children need families who
will provide love, commitment and assistance to reach their full potential.
A. Adoption services shall begin when the primary case plan goal changes to adoption.
B. Adoption services involve:
1. Matching children in need of adoptive homes with parents who wish to adopt them;
2. Recruiting and training appropriate prospective adoptive families;
3. Preparing the child(ren) for adoption;
4. Preparing prospective adoptive families for the process of adoption of child(ren) from foster care;
5. Matching child(ren)’s needs to the family’s ability to meet those needs;
6. Supporting child(ren) and families through the transition from foster care to adoption and beyond;
7. Helping formalize the relationship through finalization of adoption.
5301 Adoption Roles and Responsibilities
When parental rights are terminated or relinquished, the following responsibilities apply:
A. DCF Responsibilities
1. Forward the PRT Journal Entry or Voluntary Relinquishment of Parental Rights immediately to the regional
attorney for review of legal sufficiency.
2. Issue the Consent to Adopt.
3. Review and approve Aftercare Contact Agreement.
4. Sign the Adoption Placement Agreement.
5. Negotiate and execute the Adoption Assistance Agreement.
6. Determine child’s eligibility for Adoption Assistance.
7. Send the Child Welfare Case Management Provider the approved Journal Entries terminating parental rights
or accepted relinquishments on both parents within three (3) working days of receipt of documents.
8. Assess whether parental relinquishments should be accepted.
B. Child Welfare Case Management Provider Pre-Adoptive Casework Responsibilities:
1. Utilizing practices to maximize children’s likelihood of adoption and minimize the trauma children experience;
2. Utilizing concurrent planning, as appropriate, to facilitate placing children as early as possible with
relatives/caregivers who are open to adopting them if they are unable to return home;
3. Reducing placement disruptions as much as possible and minimizing the trauma of moves between
placements;
4. Collaborating with Child Placing Agencies when a child has more than one adoptive resource needing
assessments, and to complete additional family/home assessments when needed.
5. Utilizing the Rapid Permanency Review (RPR) tracking tool to understand the barriers to permanency and
enforce accountability for achieving it.
6. Preparing the Adoption Packet, in collaboration with the Foster Care Liaison and Adoption Specialist for DCF
Adoption Consent;
7. Ensuring effective networking within communities and with schools, mental health centers, courts and
community-based programs;
8. Ensuring once an adoptive home has been approved, whether in-state or out of state, the child moves to the
placement without delay, considering the best interests of the child.
C. Child Welfare Case Management Provider Responsibilities Post-Finalization
1. Provide 6 months of aftercare with monthly contacts and reports to DCF. Refer to PPM 5270.
2. Refer families to the Kansas Post Adoption Resource Center (K-PARC).
D. When a family has not been identified for a child the Child Welfare Case Management Provider shall:
1. Send the Adoption Exchange Provider the completed PPS 5310, Adoption Exchange Information form for the
child.
2. Send the Adoption Exchange Provider the PPS 5305 Individual Recruitment Plan for Child in Need of
Adoption Resource.
3. Send the Adoption Exchange Provider the PPS 5315, Adoption Exchange Child Status Update Form, when
there is a change in the child’s circumstances.
4. Review of the Permanency Flow Chart (Appendix 3O).
5311 Preparation of the Child
Preparation of the child for placement with an adoptive family is the responsibility of the Child Welfare Case Management Provider
(CWCMP). It helps the child understand past experiences and engage in future planning. All children moving into an adoptive
placement require preparation for adoption, even those who are currently residing with relatives or foster parents who want to adopt
them.
A. Participants in the preparation process include:
1. the Child Welfare Case Management Provider;
2. the current placement;
3. other individuals who know the child well, e.g. DCF foster care liaison, teachers, therapist, meaningful relative
connections.
B. Preparation Tasks
The Child Welfare Case Management Provider is responsible for preparing and supporting the child to be adopted, which begins
at the point when the decision is made that reintegration is no longer viable, and continues through placement and finalization of
an adoption.
The CWCMP shall incorporate sound casework practices that minimize harm by placing children initially with resource
families, supporting children to understand and cope with traumatic experiences, and minimizing the extent of losses they must
endure by stabilizing placements, requiring Lifebook work, and facilitating the level of openness in the child’s best interest.
1. Child Welfare Case Management Provider shall take into consideration the following:
a. maintaining meaningful relative connections with the child;
b. referrals made or still needed for healthcare, including a qualified mental health professional, to process the
adoption with the child and family;
c. assessment of the child’s needs and what the parents will need to provide for him or her;
d. assessment of the child’s claiming behaviors and the family’s ownership of parenting children not born to them;
e. the child’s preferences regarding adoptive placement;
f. the child's expressed interest and willingness to accept the adoption;
g. the degree to which the child has accepted the fact they will not be returning to their parent(s), recognizing they
may need time and support to cope with the facts and consequences of their parents acts and decisions;
h. the relationship of the child to the prospective adoptive parent(s) and the length of time they have been living with
them;
i. a review of the child’s social history and assessment, including trauma and placement history, to determine the
child’s developmental level, personality, and understanding of adoption;
j. Children go through several stages as they adjust to living with a new family. Their adjustment shall be
documented when requesting the consent to adopt. Some stages may occur prior to the Adoptive Placement
Agreement being signed, and there may be regression to earlier stages as the child adapts to the plan for adoption.
Prospective adoptive parents and CWCMP case managers shall discuss the child’s readiness for adoption in terms
of their:
a. getting acquainted
b. honeymoon
c. ambivalence
d. reciprocal interaction
e. bond solidification.
See Appendix 5Z for additional information.
3. Children of different developmental stages and diagnosis will require unique adjustment periods. Staff should assess the
child’s progress at least monthly and more often if needed. The CWCMP shall facilitate the development of a plan that
provides for a mutually agreed upon adjustment period. If the child has lived with the family for less than six months,
the adjustment period shall be at least six weeks.
4. For a child to be ready for permanency/adoption, the CWCMP shall assist the child to:
a. Explore attachment, trauma and loss of siblings, extended family, kin and previous caregivers.
b. Understand adoption and their entitlement to a permanent family.
c. Express feelings of sadness, anger, and rejection about the moves;
d. Deal with feelings about various moves that may have occurred while in placement;
e. Explore feelings about their biological family and the separation from them;
The Child Welfare Case Management Provider shall update the child’s social history/assessment at least semiannually, or more
often if there have been major changes in the child’s life, to address the child’s needs for safety, permanency and well-being.
The document facilitates timely decision making, planning and placement with a permanent family. For a Social History
outline, see PPS 3114. For more information on preparing the child for adoption, see Appendix 5W. The documentation needed
for requesting the consent to adopt is in PPM 5363.
5312 Individualized Recruitment Plans
A. An Individualized Recruitment Plan (IRP), shall be completed by the Child Welfare Case Management Provider for all children
who do not have an identified adoptive resource documented on the PPS 5316. (See PPS 5305 Individualized Recruitment Plan,
and PPM 0160 for definition of an identified resource.)
B. The goal of the IRP is to widen the circle of adults who may be a potential adoptive resource. Child specific recruitment
involves the following tasks, culminating in a written individualized recruitment and search plan for the child, which shall be
incorporated in the case plan for the child.
1. Complete a thorough review of the child’s complete file to identify all previously known or considered relatives,
resources, and formal or informal connections for possible current interest in adoption
2. Complete a diligent search for previously unknown or unexplored relatives, resources, and formal or informal
connections to the child for possible interest in adoption.
3. Ensure the child’s social history is accurate and up to date, fully exploring the child’s physical, social, emotional,
intellectual and behavioral well-being, using the PPS 5305, including a complete assessment of the child’s trauma history
and impact of the trauma on the child.
4. Identify the child’s strengths, needs, areas of particular challenge, interests, likes, dislikes, and the child’s stated desired
characteristics of the adoptive family.
5. Develop an individualized and detailed written plan that is strengths based and community focused, documenting each of
the above mentioned areas. The written IRP shall include recommendations for adoptive family characteristics that may
be the best match for the child.
6. Update the IRP annually.
5313 Specialized Recruitment Activities
When there is not an identified adoptive resource for the child, the child shall be registered on the Kansas Adoption Exchange. The
Child Welfare Case Management Provider sends the Adoption Exchange Information form (PPS 5310) to the Adoption Exchange
Provider within 5 working days of the end of the Parental Rights Termination (PRT) appeal period on both parents or DCF acceptance
of relinquishment.
Writing a child’s narrative is an important part of creating a profile that will inform families and compel them to learn more. While
each child’s profile is unique to him or her, there are important principles that should guide your efforts to write effective profiles for
the children on your caseload. Additional information on writing children’s narratives is located at: http://www.adoptuskids.org/for-
professionals/writing-childrens-narratives
The Adoption Exchange Provider:
A. Receives the Adoption Exchange Information form and registers the profile of the child on the exchange. The profile shall describe
the child’s strengths and areas of challenge in order to promote a successful adoption of the child.
B. The Child Welfare Case Management Provider and the Adoption Exchange Provider determine which specialized recruitment
activities which may be appropriate for the child. Activities may include, but are not limited to, a professional photograph, posting
on the state and national adoption websites, T.V., radio and print media profiles, church bulletins, and Public Service
Announcements.
C. The Adoption Exchange Provider is responsible for the general and targeted recruitment services for the children listed on the
exchange. The Adoption Exchange Provider is responsible to:
1. maintain a statewide Adoption Resource Exchange;
2. provide a statewide system of intake for families interested in adopting;
3. implement strategies and outreach statewide to raise public awareness of the need for families willing to adopt children in the
custody of the Secretary of DCF who are without an adoptive resource.
All recruitment initiatives shall respect the dignity and confidentiality of the child.
5320 Legal Risk Adoption Situations
A. The Child Welfare Case Management Provider may consider placement with a potential adoptive family prior to the time all
legal issues pertaining to the termination of parental rights have been addressed.
B. A legal risk placement may be considered when legal issues exist which delay DCF from being able to issue the Consent to
Adopt, such as:
1. technical problems with legal document (i.e. Journal Entry has incorrect or missing information);
2. an appeal is filed but the court's decision is expected to be upheld.
C. A legal risk adoption shall not be considered in cases involving the Indian Child Welfare Act and when pre-adoptive parents are
not relatives or currently licensed.
D. The Case Management Provider shall document the legal risk placement on the PPS 3051, Section VI.
5330 Assessing the Adoptive Family
A comprehensive assessment of a family interested in adopting a child in the custody of the Secretary of DCF, including adopt-only
families sponsored by the agency, shall be completed using the Family Assessment and Preparation Study, PPS 5318. Unlicensed staff
may assist with gathering and compiling information for the assessment, but a licensed professional must review, approve, and sign the
assessment. A PPS 5318 shall be updated annually and anytime there is a significant change, such as death in the family, divorce of
the parents, move, etc. The Child Placing Agency shall include the items listed in KSA 59-2132 and KSA 59-2130. An adoptive
family assessment shall address the adopting family's capacity to incorporate the child into their household in relation to their lifestyle,
standard of living and future plans, as well as their overall capacity to meet the immediate and future needs of the child, to include, but
not limited to: social, emotional/mental health, physical, educational.
All families considering adoption from foster care shall receive the Appendix 5T Adoption from Foster Care brochure.
In addition to evaluating the safety and suitability of prospective parents and the type of child(ren) they are prepared to parent, the
family assessment process provides an opportunity for the adoptive parents to learn about caring for a child with special needs and to
explore their own concerns and needs. The process of completing an assessment with a potential adoptive family is a mutual selection
process, wherein the assessor is responsible to continue to inform the family about adoption related issues, assess the family’s capacity
for successful adoption, and guide the family in determining the appropriateness of adoption for their family. The assessor is also
responsible for determining the appropriateness for the family to adopt a specific child from foster care, which shall be documented in
an updated family assessment prior to consideration in a Best Interest Staffing.
A. A quality adoption preparation and assessment process usually includes at least two in person contacts. The total number of
contacts is based on the family and circumstances of the case, and adoptive home assessors shall make as many contacts as
necessary to complete a thorough and comprehensive assessment. A face-to-face in-home interview with each member of the
household is required, including the parents together, the parents individually, and the children individually. The written
assessment (PPS 5318) of the adoptive family shall include:
1. Motivation to adopt a child from foster care;
2. Family's attitude toward accepting an adopted child, and plan for discussing adoption with the child;
3. Emotional stability, physical health, compatibility and quality of relationship between adoptive parents;
4. Strategies to cope with problems, stress, frustrations, crises, and loss;
5. A statement from the potential adoptive parents’ primary care physician regarding any medical or health conditions which
would affect the applicant's ability to parent a child;
6. Record of convictions other than minor traffic violations;
7. Ability to provide for child's physical, educational and emotional needs;
8. Adjustment of own children, if any, including school reports;
9. Insights about parenting a child adopted from foster care;
10. Description of how caregiver gives and receives affection;
11. Physical, social, emotional, intellectual, developmental, and disabilities in children the family is willing/able to accept;
12. Physical, social, emotional, intellectual, developmental, and disabilities in children who would not be appropriate for the
placement with this family;
13. Description of the home and physical space for the child;
14. References, to include a minimum of three, only one of whom may be a relative;
15. Interview with all children, excluding foster children, of the adoptive family, who reside both inside and outside of the
home;
16. The current capacity of the adoptive resource to serve in terms of the number, age, sex, characteristics, and special needs
of the children;
17. Ability to access community resources to meet the child’s specific needs;
18. Ability to incorporate the child into the family.
19. The current/on-going role as foster parents shall be addressed and noted in the Additional Assessor section of the Family
Assessment and Preparation Study (PPS 5318).
B. All adoptive parents/caregivers, except relatives, shall earn a certificate of completion of the TIPS-Model Approach to
Partnerships in Parenting (TIPS-MAPP) family preparation program or TIPS-Deciding Together prior to child's placement. If a
family completed a different family preparation program, the Child Welfare Case Management Provider shall request a waiver
of TIPS-MAPP participation for the family from the DCF Foster Care Program Manager. Other preparation programs shall
meet the training equivalency criteria specified by DCF.
C. All prospective adoptive parents considered shall have:
1. a written adoptive family assessment completed on PPS 5318, by a licensed child placing agency which is updated at
least annually; and
2. medical or health information on, adoptive parent or parents regarding anything impacting the adoptive parent(s)’ ability
to parent a child; updated at least annually, and
3. clearance through KBI updated at least annually and a national criminal history finger print check.
a. if a national criminal history check has been completed on a foster parent who has been continuously licensed, a
second check does not need to be done.
b. if the national criminal fingerprint check has been sent to the FBI two times and the fingerprints are not legible, a
name check is acceptable.
c. clearance through KBI for all family members 10 years and older.
d. fingerprints for additional household members, 14 years and older shall be submitted to DCF
4. a complete DCF History check on all members of the home who are age 10 and older. A complete DCF history check is
comprised of Web KDHE Request Processor (WKRP), Family and Children Tracking System (FACTS), Kansas
Intake/Investigation Protections Systems (KIPS), Kansas Initiative for Decision Support (KIDS), Kansas Adult Abuse,
Neglect, Exploitation Central Registry and Kansas Child Abuse and Neglect Central Registry Search (CERS) checks. If
the family resided out of state for the last five years, child abuse registry checks in all the state(s) where they resided shall
be completed for all adults.
See Section 5340 for additional information.
For out-of-state adoptive parents adopting children from Kansas, see Section 9000 regarding the Interstate Compact for the
Placement of Children.
5331 Considering Relatives as an Adoption Resource
Case file reviews and searches for extended relatives may also be necessary to assist the child in achieving permanency through
adoption. Adoption by a relative that is unknown to the child requires more planning and preparation.
A. Relative placements shall be given preference to provide the following benefits:
1. adoption by a person the child knows and trusts;
2. reduction of trauma the child experienced when the child is placed out of the home;
3. reinforcement of a child's sense of identity and self-esteem by maintaining the family history and culture;
4. promoting and encouraging the family's reliance upon their own family members for support and resources;
5. reducing the number of moves experienced by the child;
6. promoting timely permanency planning.
B. Determination of a relative as an adoptive placement shall consider:
1. inter-generational conduct, co-dependency, anti-social behaviors, physical and/or sexual abuse which would make
placement of any child ill advised;
2. willingness to assure the child will be protected from those who perpetrated the abuse or neglect;
3. understanding and objectivity regarding the reasons the child was removed from the parental home;
4. results of the fingerprint based criminal history and child abuse/neglect registry checks;
5. ability to help the child understand the strengths and needs of their birth parents;
6. services the family might need to assure stability of the placement;
7. willingness to be a placement resource for siblings
5332 Foster Families and Licensed Non-related Kin as an
Adoptive Placement
When adoptive placement with a relative is not possible, adoption by foster parents or licensed non-related kin who already know and
are connected to children may be in their best interest.
A. When considering a foster family as the adoptive family, the following shall be considered:
1. factors listed in 5341;
2. the family's understanding of the difference between fostering and adoption;
3. the family's understanding of the impact this adoption has on this child and their family;
4. the family's willingness to delay fostering additional children until finalization of the adoption or to discontinue fostering
altogether if necessary for the child's adjustment.
5333 Adoption By a Family Unknown to the Child
Adoption by a family that is unknown to the child often requires more planning and preparation.
If a child does not have an identified adoptive resource, a family listed on the Kansas Adoption Exchange shall be considered as a
possible match for the child. When there is not an appropriate match on the Kansas Adoption Exchange the Child Welfare Case
Management Provider shall explore families listed on the national adoption exchange, AdoptUSKids.
Family Assessment and Preparation Study (PPS 5318) shall be updated to include information on a specific child prior to being
considered in a Best Interest Staffing.
5339 Best Interest Staffing
Adoption from foster care is a service for the child, and a Best Interest Staffing (BIS) is held to select an adoptive family that can best
meet the needs of the child. BIS team members shall consider and discuss all information presented about the child and prospective
adoptive families in accordance with what is in the best interest of the child. A Best Interest Staffing (BIS) shall be convened and
facilitated by the Child Welfare Case Management Provider (CWCMP) unless waived by the BIS team members. (See PPM 5340.)
Once an adoptive family is identified and deemed a viable option, a BIS shall be held without delay.
A. Prior to a BIS Team Meeting
1. If siblings are not being adopted together and have a permanency goal of adoption, the CWCMP shall document the
reasons and complete a Sibling Split request, PPS 5147. (See also Appendix 5I) The request shall be approved by
Sibling Split Request Review Team, which shall include the CWCMP Director or designee.
2. For children with no potential identified adoptive resource, the CWCMP shall seek to identify approved prospective
adoptive families from the Kansas Adoption Exchange and AdoptUSKids to be considered in a best interest staffing for a
specific child. When selecting families to be considered in the BIS, the CWCMP shall exclude families who do not have
the capacity to meet the child's emotional and social needs, but they shall not exclude families based solely on their race,
color or national origin. (See the Multi-Ethnic Placement Act in Section 5231).
3. The CWCMP shall be responsible to schedule and provide notification to all participants. Persons who shall be
invited/notified to participate in the BIS meeting and/or to provide input include:
a. Child’s Guardian ad litem (GAL);
b. Child’s current and former Case Manager/Support Worker;
c. DCF Foster Care Liaison;
d. Court Appointed Special Advocate (CASA), if applicable;
e. Assigned supervisors;
f. Court Services Officer, if applicable;
g. Child’s therapist;
h. Teacher or other adult (coach, scout leader, youth pastor etc.);
i. Current placement resource, unless there is a conflict of interest, e.g. they are one of the families being considered;
j. Indian Child Welfare Act (ICWA) tribal representative for the affiliated tribe, if applicable;
k. Any other relevant service providers;
l. Worker for each family being considered.
Others may be invited as appropriate. If the youth is age 14 or older, he/she shall be encouraged to attend and/or provide input.
If the child does not participate, the reason shall be documented and the Child Welfare Case Management Provider shall be
responsible to communicate the youth’s perspective and input.
All participants are BIS Team members and shall receive the Appendix 5S, Best Interest Staffing Brochure. If BIS Team
members are not able to attend in person, participants shall be included by conference call or video conference upon request.
Input can also be submitted in writing prior to the staffing.
1. Prior to a BIS, the CWCMP shall submit to all members of the BIS Team a packet including the following:
a. Family Assessment and Preparation Study (PPS 5318), for each family being considered in the BIS;
b. Child’s current social history (PPS 3114);
c. Approved Sibling Split Request (PPS 5147), if applicable.
The BIS team members shall review the packet and let the CWCMP know in advance of the meeting if there are concerns or
questions about a prospective family’s capacity to meet the needs of the child.
B. BIS Meeting
1. The BIS Team shall include members of the child’s case team who have working knowledge of the strengths and needs of
the child(ren). BIS Team members shall review the PPS 5318 Adoptive Family Assessment for each potential adoptive
resource being considered, as well as the PPS 3114 Child’s Social History for each child. Members may include, but
shall not be limited to the following:
a. The child, if deemed appropriate based upon age and development. The child may choose to provide their input in
an alternative method, such as in writing to the team or through the verbal representation of another identified,
trusted, person on their case team
b. Relatives or positive adult connections to the child(ren)
c. Potential adoptive resources shall be given an opportunity to present the strengths of their family and discuss their
desire and intent to provide permanency through adoption. They shall be given an opportunity to answer any
clarifying questions as presented by other members of the case team, in a family friendly and solution focused
manner. Potential adoptive resources shall not participate in the entire BIS, rather only the portion in which their
family is being presented. They are not required to attend, however may provide information about their family
through alternative means such as a family photo album, or letter to the team. The professional completing the PPS
5318 may present information on their behalf. Potential adoptive resources shall be given an opportunity to review
the child(ren)’s social history; they shall not review the PPS 5318 for other families being considered as a potential
adoptive resource.
d. Guardian Ad Litem (GAL)
e. Court Appointed Special Advocate (CASA)
f. County/District Attorney
g. Professionals completing the PPS 5318 for potential adoptive resource. These individuals shall not participate in
the entire process, rather the portion related to the presentation of the family in which they are representing.
h. Child’s providers: therapist, teacher, educational advocate, pediatrician, probation officer, mentor, or other
identified providers.
i. A participant identified to document the scope of the conversation throughout the BIS
j. Reintegration workers, as previously assigned
k. DCF staff
l. Court Service Officers
Participants who are in attendance for the entirety of the process are able to weigh in and provide recommendations as to the
most appropriate adoptive resource. They should be prepared to discuss the strengths and needs of the potential adoptive
resource(s) as it is related to the strengths and needs of child(ren).
2. The meeting process shall include the following:
a. The CWCMP shall first present information about the child which includes the reason the child came into
care, the completed child social history, the strengths and needs of the child, and the child’s/youth’s input.
Participants who know the child well may provide clarifying information as needed to ensure the team has
adequate knowledge to make an informed decision regarding what is in the best interest of the child(ren).
b. The worker for each family, in partnership with the writer of the PPS 5318, if not the same person, shall
present an overview of the family information including their strengths, limitations, and needs. See PPS
5320, Family Match Form as well as the PPS 5318.
c. All factors shall be considered in identifying which family(ies) can best meet the needs of the child. The BIS
team shall consider and document each family’s ability to:
i. meet the needs and temperament of the child currently and over time;
ii. understand the current and future impact on their family of adopting this child;
iii. recognize and advocate for the needs/interests of the child;
iv. understand and support the child through loss and grieving issues;
v. recognize adoption is a life-long commitment with many unknown challenges;
vi. provide the child with a safe and secure environment;
vii. provide unconditional love and acceptance of the child;
viii. accept and incorporate the child's emotional, physical, social, educational, and developmental
needs into the family;
ix. demonstrate application of knowledge of the effects of deprivation, abuse and neglect on a child
and the potential impact on the child's behavior;
x. encourage the child(ren) to develop at his/her own rate to reach his/her maximum potential;
xi. accept and support the child's background, culture, ethnicity, heritage, race, medical and mental
health needs, and genetic and social history;
xii. help the child to learn and accept his/her background;
xiii. understand the importance of planning and facilitating child/children's future contact with
siblings and/or other family members as deemed appropriate;
xiv. manage their financial resources.
d. Discussion shall include the impact of separation, loss, attachment, and subsequent reattachments for the
child.
e. Discussion shall include the impact of the child on the prospective adoptive family and their children.
f. Upon conclusion of the BIS meeting, the CWCMP shall document the record of the meeting and the BIS
team decision that is achieved through consensus regarding selection of adoptive family that can best meet
the needs of the child. Refer to PPM 5341.
g. If additional information is needed for the Team to make a decision, the BIS shall be reconvened by phone or
in person within 3 working days so a decision can be made. The new information gathered shall be
documented on the PPS 5341 Best Interest Staffing Report and Approval. Materials shall be reviewed prior
to the BIS.
h. If consensus is not achieved within 3 working days of the original BIS date, the CWCMP shall make the
final decision regarding what is in the best interest of the child within 24 hours.
3. Documentation of the BIS Team's Decision:
a. The Child Welfare Case Management Provider shall document the decision of the BIS Team on the PPS
5341 Best Interest Staffing Report and Approval.
b. Within 3 working days of the BIS, the CWCMP shall send the child’s complete packet as noted in PPM
5339.A.4., the PPS 5341 and the chosen prospective Adoptive Family Assessment to the CWCMP Program
Director, or designee.
C. On occasion, new information may arise after the BIS is concluded and the decision has been approved. If new information
arises that may impact the decision of the BIS Team, that information shall be provided by the CWCMP to all BIS members. A
determination shall be made as to allowing the BIS decision to stand, or reconvening the BIS Team to discuss the new
information and possibly change the BIS decision. If the BIS Team agrees the new information impacts the BIS decision and a
different decision needs to be made, that decision shall be documented on the PPS 5341 and routed through to the CWCMP
Program Director, or designee, for approval.
5340 Exceptions to the Best Interest Staffing Meeting
A. When the following criteria are met in a case situation, a formal Best Interest Staffing (BIS) Meeting may be waived:
1. The child is legally free for adoption, and;
2. There is one potential identified adoptive resource who is a relative, non-related kin or foster family, and;
3. If the child is not placed with a relative, concerted efforts to identify, locate and evaluate maternal and paternal relatives
as adoptive resources have been documented, and all are ruled out;
4. The child has been placed with the one identified resource for a minimum of 6 consecutive months with no disruptions.
The Child Welfare Case Management Provider (CWCMP) shall contact DCF to inquire if the identified adoptive resource has been
listed as an alleged perpetrator on a DCF intake assigned for an investigation and consider the nature of the report(s) in making the
decision to waive the BIS.
B. If all of the above criteria are met, the following process shall be followed:
1. The CWCMP shall provide notification to all participants (see PPM 5339A.3.), and;
2. All documentation in the packet identified in 5339B.4.b., and;
3. The following message shall be sent with each notification and packet:
Enclosed please find all documentation related to a Best Interest Staffing (BIS) for ________________________ (child’s name
and DOB). There is one potential identified adoptive resource who is a relative, non-related kin or foster parent, __________
(name), and the child has been placed with them for 6 consecutive months. If you have any objections to the selection of the
identified adoptive resource without holding a BIS, please email_____________ within 7 working days of the date of this letter. If
one or more persons to whom the notifications have been sent emails an objection, a BIS meeting will immediately be scheduled. If
there are no objections, received within 7 working days of the date of this letter, it will be understood you approve the adoptive
resource and agree to a waiver of a formal BIS meeting. If all of the persons who received the BIS notifications in a case
unanimously approve the potential identified adoptive resource (no invitee emails with objections) a formal BIS meeting will be
waived and the adoption will proceed.
C. Documentation of the BIS Team’s Decision:
1. The CWCMP shall document the waiver of the formal BIS meeting and the decision of the BIS Team on the PPS
5341Best Interest Staffing Report and Approval.
2. Within 3 working days of the BIS, the CWCMP shall send the child’s complete packet and the completed PPS 5341 to
the CWCMP Program Director or designee.
5341 Authorization of Best Interest Staffing Team Decision
A. Child Welfare Case Management Provider (CWCMP) Program Director or designee Review
1. The CWCMP Program Director or designee shall, within 5 working days, review the documentation provided by the case
manager and considered by the BIS Team and approve or not approve the selected family to adopt the child.
2. If the CWCMP Program Director or designee does not approve the family selected in the BIS, they shall provide the
rationale in writing to the case manager.
B. Informing Selected Prospective Adoptive Family
1. Once the CWCMP Program Director or designee approves the prospective adoptive family for the child, the case
manager shall, within 1 working day, contact the family’s adoption worker to inform them of the family’s selection as the
adoptive family. The CWCMP shall coordinate with the family’s adoption worker to establish a time for the family to
review the child’s file. The review shall occur within 7 working days of the family being notified of their selection to
determine the family’s willingness to proceed with adoption of the child.
2. The family shall have a staff person with them to assist and answer questions during the file review.
3. If the child does not have an existing relationship with the prospective adoptive family, the family shall review the file
with the assigned CWCMP before visits can begin. Refer to PPM 5350 on preparing a family for adoption and visitation.
C. Informing Non-Selected Prospective Adoptive Families
Within 1 working day of the approval by the CWCMP Program Director or designee, the CWCMP shall contact the adoptive
family’s worker for the families who were considered and not chosen during the BIS. The worker for the family shall promptly
inform the family of the approval made by the CWCMP Program Director, or designee. The CWCMP sends a letter the next
working day to the families who were not chosen, using the format in Appendix 5Y Notice to Parents Considered at a BIS.
D. Informing DCF
Within 1 working day of approval by the CWCMP Program Director or designee, the CWCMP shall contact the assigned
regional DCF staff member(s) and Foster Care Administrator, inform them of the results of the BIS, and provide a copy of the
PPS 5341 Best Interest Staffing Recommendation and Selection.
E. Review of Adoptive Placement Decision
1. If families not chosen at a BIS or not approved by the CWCMP Program Director or designee want a review of the
decision, the request must be sent in writing within 5 days of the notification of the non-selection. When the CWCMP
receives a request for review of the decision, within one working day the request shall be submitted to a designated
independent reviewer with the CWCMP organization. The independent reviewer shall have no connection and no conflict
of interest regarding the family or child and shall demonstrate competencies in adoption and BIS staffing policy. The
purpose for the review is to identify the presence of policy error or omission during the process, or bias which unduly
influenced the BIS decision.
The review shall be completed within 5 working days after the request is received and a written response sent to the prospective
adoptive family by the next working day.
If the independent review concludes policy was not followed or bias unduly influenced the outcome of the BIS, the reviewer
shall reconvene and facilitate another BIS staffing.
5349 Preparation for Adoption by a Family Known to the
Child
When the adoption of the child will be by a family with whom they currently live, or by a family with whom they are familiar and
comfortable, preparation for adoption shall address issues to ensure the placement is permanent. Plans shall be developed to address
any remaining concerns on the part of the adoptive family and/or the child, and services shall be in place to address their needs. If the
adoptive family is not the current placement provider, assessing when the child will move to their new home, whether pre-placement
visits are needed, and what contacts the child will maintain once they have changed placements shall be addressed. Other tasks listed
in section 5350 may also be appropriate.
5350 Preparation for Adoption by a Family Unknown to the
Child
A. When a family has been selected for a child and the child has been prepared for placement, the case manager and family shall
develop and implement an individualized plan for how and when the child will move into the family's home. The plan carefully
considers the needs of the child and family in order to:
1. Provide continuity of care giving
2. Ease the child's adjustment
3. Enhance the child's understanding of the event
4. Allow an opportunity for important people in the child's life to help the child transition and foster positive identity
development
5. Facilitate new attachments
6. Plan for post-adoption contacts
7. Help the family and child cope with changes and stress
8. Reduce trauma experienced by the child as a result of the move.
When the adoptive family is sponsored by a Child Placing Agency (CPA) that is not the Reintegration/Foster Care/Adoption
Provider, services to the family shall be coordinated. The Child Welfare Case Management Provider is responsible for assuring
children and families receive needed adoption services.
B. Information about the Child to be Shared with the Family
If the child(ren) is moving to a different family, the family will need to know as much information about the child as possible.
The prospective adoptive family shall be given a blank copy of PPS 5342 and it shall be discussed with the case manager and
placement resource.
C. Pre-placement Visits
The selected adoptive family shall have read the file and made a commitment to adopting this child prior to any visits occurring.
Video tapes and other tools can be used to help the family become more familiar with the child so concerns and questions are
addressed. All children shall have the opportunity to visit with their selected adoptive parents prior to the actual placement.
The Child Welfare Case Management Provider shall plan the details of the pre-placement visits.
The purpose of pre-placement visits is to:
1. reduce the trauma and anxiety a child experiences with a move to a new family;
2. help the child begin to make new attachments;
3. help the child process changes taking place in his/her life.
D. The Child Welfare Case Management Provider shall:
1. assess child safety and well-being by considering the child's relationships and wishes, and the prospective family's interest
and capacity;
2. process the visits with the child, answer the child's questions about the family and gauge the child's emotional readiness to
move permanently into the adoptive placement;
3. give the family written information regarding the child's background, life history, genetic, psychological, and medical
history, etc. Any information prepared by DCF or provider staff shall be shared with the family. See Section 0315 for
further information
4. inform the family of the confidential nature of any information released to them;
5. plan all pre-placement visits with prospective adoptive family, current placement resource and prospective adoptive
family's social worker;
6. accompany the family to the child's place of residence for the first pre-placement visit;
7. arrange for the family to meet with the child's doctor, therapist, teacher, foster family, etc. as appropriate;
8. inform the family of the legal status of the child (The family may request that DCF forward all documents pertaining to
the termination process to an attorney of their choice. The cost of this consultation is met by the family. This may be
reimbursed though non-recurring adoption expenses. See Section 6200 for more information)
9. monitor the pre-placement visits, answer the child's and family's questions as the placement process progresses;
10. provide the DCF Foster Care Liaison/Adoption Specialist with information needed to determine the child's eligibility for
adoption assistance (See PPM section 6200).
5360 Procedures Related to Signing the Adoption Placement
Agreement
When the Child Welfare Case Management Provider, the adoptive family and the child, if appropriate, agree they are ready to proceed
with the adoption, the Child Welfare Case Management Provider shall schedule a meeting to sign the Adoption Placement Agreement,
PPS 5343.
The Adoption Placement Agreement shall be signed before the Adoption Assistance Agreement is signed. Although both agreements
may be executed during the same meeting with the family, the details of the subsidy amount shall be negotiated prior to the signing of
the placement agreement(s). (See Section 6220 for additional information on the Adoption Assistance Agreement.)
A. The Agreement to Place a Child in an Adoptive Home shall be signed in the presence of the Child Welfare Case Management
Provider and the DCF Foster Care Liaison/Adoption Specialist.
DCF staff shall:
1. assure the family has been provided with all available information concerning the child, including a required review of
the child’s file with a member of the case team or family’s worker/case team present to answer questions;
2. explain to the family that adoption is a life time commitment to the child;
3. review the entire agreement with the family prior to signing;
4. sign the placement agreement;
5. inform the family of their right to request adoption assistance;
6. negotiate the amount of adoption subsidy with the family.
B. The child's case shall remain open until the final decree of adoption is received that states the adoption has been finalized and
the child has been released from DCF custody on the CINC case (see PPM section 5370).
5361 Roles and Responsibilities for Post-Placement Services
A. Child Welfare Case Management Provider Responsibilities
The Child Welfare Case Management Provider assumes the leadership role in planning and service delivery to child and/or
adoptive family and is the primary provider of services for the child.
This includes responsibility to:
1. schedule a new case planning conference with the adoptive family , coordinating with the sponsoring CPA if involved;
(see PPM section 3200 for information on holding and scheduling case planning conferences)
2. develop an Achievement Plan with the adoptive family;
3. provide a full array of services to meet the needs of the child placed in an adoptive family to assure the child's safety and
well-being and promote permanency through adoption;
4. help the family resolve problems that arise as a result of the adoption, working in partnership with the sponsoring CPA, if
involved. Services may include:
a. in home family services
b. referral to parent support groups
c. individual or family therapy
d. mediation
e. parenting classes
f. respite
5. respond to a crisis in the family within one hour and document the incident/response in the child's case record.
6. convene a staffing to assess the situation and arrive at possible solutions if problems arise which may jeopardize the
placement.
7. conduct Case Planning Conferences every 170 days until the adoption is finalized;
8. meet face to face with the child and family at least monthly;
9. meet with the child alone, if the child has the verbal and cognitive ability to communicate with the case manager;
10. meet with the entire family so other children in the family are able to process to include their feelings, ideas and
observations regarding the placement of the new child into the family unit;
11. assist the child in understanding the adoption process;
12. help the child understand the dynamics of the relationships in the new family;
13. assist the family in accessing services of other community agencies as needed;
14. maintain the confidentiality of the family and child as required by statutes and DCF policy. (see PPM section 0300);
15. document all contacts with family and child
B. DCF Responsibilities:
1. Review and approve case plans
2. Monitor services provided by the Child Welfare Case Management Provider
5362 Adoptive Placement Disruptions
The disruption of an adoptive placement shall be considered only after all efforts to preserve the placement have failed. When it
appears the adoptive placement cannot be saved, a best interest staffing shall be held.
A. If it is in the best interest of the child to disrupt the placement the Child Welfare Case Management Provider shall:
1. support the child and family through the disruption;
2. locate a suitable placement for the child;
3. conduct a case planning conference to assess the current needs of the child and review the permanency plan;
4. prepare a disruption report to share with the court, therapist and DCF detailing the factors contributing to the disruption,
services provided to prevent disruption, current placement and an updated plan;
5. notify the DCF Foster Care Liaison/Adoption Specialist of the move in writing, forty-eight (48) hours advance notice if it
is a planned move, or within twelve (12) hours verbally if it is an emergency move, followed by written notification
within forty-eight (48) hours (Follow Notification of Moves requirements).
B. The decision to disrupt an adoption is based on a staffing team consensus. The adoptive family shall be a part of this team and
the disruption shall be planned in such a manner to minimize the trauma to the child. It should be a planned move and the child
shall be informed and mentally and emotionally prepared for the move. It is the responsibility of the case manager to help the
adoptive family tell the child about the move and provide the child with honest answers in a non-blaming manner.
5363 Services to Finalize the Adoption
The Child Welfare Case Management Provider, the sponsoring CPA (if involved) and family shall decide together when it is time to
finalize the adoption.
A. The Child Welfare Case Management Provider shall submit a current written comprehensive report to DCF.
This report shall include:
1. the child and family's adjustment to each other;
2. copies of medical or psychological reports not previously made available;
3. the child's progress in the adoptive placement;
4. the child's preparation for finalization and understanding of the process if the child has the cogitative ability to
comprehend it;
5. the identification of services needed after finalization.
See PPM 5311 and Appendix 5Z.
B. The Child Welfare Case Management Provider is responsible for providing the DCF Foster Care Liaison/Adoption Specialist
with a current adoptive family assessment and report on the child and family's adjustment since placement. The sponsoring
agency, if involved, should be consulted regarding the contents of the report.
This report and assessment shall include:
1. an updated social assessment of the family including their ability to parent this specific child;
2. the family's strength and needs;
3. a summary of the family's financial situation;
4. authorization for release of medical/hospital records on the adoptive child;
5. significant changes in the family's life;
6. KBI and Kansas Child Abuse and Neglect Central Registry clearances done within the past year;
7. document the family has completed MAPP or PS-MAPP, or an approved equivalent program.
This report shall be sent to DCF with a request for the Consent to Adopt.
C. DCF is responsible to:
1. review the material submitted by the Child Welfare Case Management Provider to assure it justifies issuing the Consent
to Adopt and meets court requirements including completed PPS 5340, Medical and Genetic Information for Child on
both parents, and all information required to be included in a petition for adoption as per KSA 59-2128;
2. request in writing any additional information needed within five (5) working days from the receipt of the report;
3. confirm with the court of jurisdiction there are no appeals or other legal issues which would prevent the issuing of
consent.
See Appendix 5R Checklist for Request for Consent to Adopt.
D. The DCF Regional Director or designee shall sign the Consent to Adopt within 30 days of receipt of the request, or receipt of
the requested additional information.
E. The Child Welfare Case Management Provider shall:
1. deliver the Consent to Adopt to the family;
2. assure the family has the information needed to file the petition to adopt as per Kansas Rules and Regulations 59-2130,
(See Appendix 5O for complete list);
3. coordinate with DCF if information needed for filing the petition is not available to the Case Management Provider
F. The file stamped date on the Journal Entry (Decree of Adoption) is the official date of finalization. When the adoption decree
has been filed with the CINC Court the Secretary’s custody ends and the court's jurisdiction over the child ends.
When the Child Welfare Case Management Provider receives the final decree of adoption from the adoption court, a certified
copy of that decree shall be sent to the prosecutor for filing and to DCF.
5370 Post Finalization Services to the Adoptive Family
It is the responsibility of the Child Welfare Case Management Provider to assist the family in accessing services or
provide/purchase a full array of post placement services to assure the success of the adoption during the six months
aftercare period. Services are provided to assure the stability of the adoption and are to be available to the family on an on-
going, as needed, basis. The Child Welfare Case Management Provider and family shall develop a mutually agreed upon
plan that details expectations following adoption finalization. If the child is placed in the custody of the Secretary and re-
enters out of home placement, the Child Welfare Case Management Provider in the current region of removal shall be
responsible for serving the child and family.
5371 Dissolving an Adoption
When a dissolution appears likely the Child Welfare Case Management provider shall take the lead in coordinating staffing
and planning for the child. All efforts shall be made to maintain the adoption, however, if it is determined that it is in the
best interest of the child to dissolve the adoption, DCF shall be involved in the decisions made.
A. Before deciding to dissolve an adoption the team shall consider:
1. what services might salvage the adoption;
2. what services the child needs after removal;
3. how best to prepare the child for the adoption dissolution;
4. what support services the adoptive family may need;
5. if relinquishment of the child directly to DCF would be appropriate.
B. If there are abuse or neglect issues, a child protective service report shall be made.
C. To dissolve a finalized adoption, DCF may accept a voluntary relinquishment from the adoptive parents after a CINC
petition has been filed and the Secretary has been given custody. If the staffing team determines that it is in the best
interest of the child, DCF shall request that the county or district attorney file a petition with the court to terminate
parental rights. Reasonable efforts to maintain the child at home must be documented.
D. A new referral can be made to the Child Welfare Case Management Provider located with the current region of
removal. The team shall work closely together to plan for terminating the placement in the least damaging way for the
child and family.
The Child Welfare Case Management Provider shall:
1. plan for another placement for the child
2. hold a new case plan and provide services to the child
3. document all efforts to maintain the placement;
4. provide a full account of the services provided to the family and child;
5. provide documentation as to why parental rights should be terminated;
6. seek a new adoptive resource and notify the Adoption Exchange Provider of the need to place the child on the
adoption exchange to recruit an adoptive resource, if there is no identified resource.
5400 Guardianship/Custodianship
The Child Welfare Case Management Provider shall assess if permanent custodianship or guardianship best meets the child's needs.
The Case Management Provider shall also prepare the family for the responsibility associated with custodianship or guardianship
including an assessment of the family's capabilities of parenting a specific child. Factors to be considered in the case planning
conference when determining if an individual family might be suitable for the custodianship or guardianship of a child in DCF custody
are similar to those considered when considering a relative or resource family for adoption. (See Appendix 3S).
A. The Child Welfare Case Management Provider shall:
1. complete a written family assessment,
2. complete Kansas Child Abuse and Central Registry and KBI clearances,
3. provide follow up services to the family as per the contract expectations,
4. provide any reports the court requests
B. A full array of services shall be provided to the family on an as needed basis to assure the success of the placement. Custodians
or guardians, as well as other families or individuals who enter into a plan to provide care for the child until the child is 18 or
graduates from high school, may need help in understanding the effects of separation, abuse and neglect. Families may need
added services such as transportation, respite care, mediation, etc. in order to assure the success of the placement.
Children age 15 and older who have been receiving Children's Residential Services through the I/DD waiver while in foster care
are eligible to continue to receive these services when a guardianship is granted by the court.
C. The Child Welfare Case Management Provider may request the family participate in PS-MAPP , if it is deemed that such
participation would be valuable to the family. Custodians/Guardians need to be aware that such a plan means full commitment
to the child and should not be agreed to without full consideration of the ramifications of such a placement to the entire family
consultation.
D. The Child Welfare Case Management provider shall supply the court with all the necessary information and court reports
recommending and supporting the applicants request for guardianship or custodianship.
E. The Child Welfare Care Management provider shall provide the child(ren’s) original birth certificate to the guardian/permanent
custodian for the child(ren) at the time of the official appointment by the court.
5411 Permanent Custodianship under the Children in Need
of Care
Permanent Custodianship provides the custodian and the child with the assurance the placement will not be disrupted, enables the
custodian to exercise all the rights and responsibilities of a parent. All custodians are expected to provide for the child's education,
support, medical care and maintenance. Changes in both state and federal statues recognize guardianship as a means of achieving
permanency for a child when re-integration with the birth family or adoption is not possible.
The Kansas Code for the Care of Children (K.S.A. 38, Article 22) authorizes the juvenile court to appoint a permanent custodian. This
is a judicially created relationship between the child and the caretaker, and is self-sustaining without on-going oversight or
intervention. The permanent guardian stands in loco parentis and exercises all the rights and responsibilities of a parent.
If after finding the parent unfit, the court subsequently determines a compelling reason exists why it is not in the best interest of the
child to terminate parental rights, the court may award permanent custodianship to an individual. For certain children with parental
rights terminated the Case Management Provider may request that custodianship be awarded to a specific individual when adoption
does not appear to be an option for the child.
A. Advantages of Permanent Custodianship:
1. When adoption is not the plan, custodianship provides the caretaker and the child greater assurance that the placement
will not be disrupted.
2. The custodian stands in loco parentis and exercises all the rights and responsibilities of a parent without state oversight or
intervention.
3. It is not necessary for parental rights to be terminated in order to achieve permanent custodianship.
4. If parental rights are not terminated, parents may remain financially responsible for the support of the child.
The child may be eligible for some post-secondary education and training benefits funded through the Education and Training
Voucher Program and the Permanent Custodianship Subsidy.
B. Disadvantages of Permanent Custodianship:
1. Foster care payments and other services are lost.
2. It denies the child the rights of an adopted child.
3. If placement dissolves, a child in need of care hearing is required.
4. If the family moves to another state, the KS medical card will end. The family would need to apply on their own in the
new state and meet that new state’s eligibility to receive the medical card.
5. Permanent Custodianship subsidy is generally less than Adoption subsidy.
5412 Probate Guardianship
K.S.A. 59-3050 et seq. authorizes the probate court to appoint a guardian for a child. Any person may file to become a guardian of a
minor child in probate court. The guardian may use the child's own resources to meet the needs of the child, including, but not limited
to insurance benefits, social security, annuities, and inheritances.
Under probate guardianship the guardian is required to file an annual report to the court concerning the condition and estate of the
child. The court may request other information or reports. The guardianship may be terminated upon order of the court when there is
no further need for the guardianship. The court may not appoint a guardian or continue the guardianship over the objection of either
parent.
A. Advantages of Probate Guardianship
1. Birth parents are not found unfit and continue to have rights and responsibilities related to their child.
2. Family relationships are not legally affected.
3. It is a good alternative for birth parents that cannot care for their child for a period of time, but may be able to do so at a
later date.
4. It provides for the return of child to the birth parents through probate proceedings.
5. There is continued court oversight and guardian responsibility for annual reports to the court regarding the child and the
child's estate
B. Disadvantages of Probate Guardianship
1. The child is left vulnerable to custody challenges and changes.
2. Foster care payment, the possibility of Permanent Custodianship Subsidy, and supportive services are lost.
3. It may be viewed as a lack of commitment to permanence.
4. There is continued court and/or state oversight.
5800 FACTS Child Welfare Case Management Provider
Procedures
Complete screen navigation requirements for adding Child Welfare Case Management Provider information are located in the Plan
Management section of the FACTS User Manual Volume II, Section 400. Codes for applicable screens in FACTS are located in the
USER Manual Volume I, Section 800. The PROM screen is the only screen providers add or update. If the case plan involves a
referral to a Child Welfare Case Management Provider, then information regarding that referral service action on INIT, PLAN, and
RESP (as applicable to plan type) must be complete and added on the same day of referral to the provider. Otherwise, information
shall be entered on INIT, PLAN and RESP (as applicable to plan type) within 5 business days from the date of occurrence, action, or
agency decision regarding a child or family. Case information that is required in FACTS and which is received from outside agencies
shall be entered within 5 business days of receipt of the information.
5810 Establishing Family Preservation Services for In Home
as a Case Action Type
A case is coded in FACTS as a family preservation service case if DCF makes a referral to the family preservation case management.
A case action service type in FACTS reflects the service action decision located in Section IV of the PPS 2030F, or other
documentation of service action decisions subsequent to the initial plan for the family.
5811 Entering A Family Preservation In Home Referral into
FACTS
A. All Family Preservation Service Cases
1. To reflect a family preservation referral in FACTS, the following combination of codes are entered. Enter on INIT if this
a new plan, on PLAN, if the plan already exists. Enter a FP plan type for each member of household with goal type of
maintaining the child in the family (MFM). On RESP, enter a service action of PR03N and service source code of either
FP1 (level 1) or FP2 (level 2) depending on level of service for each case member. Enter the Service Status as initiated
(IN) and indicate the effective referral date from the PPS 4200. If the family preservation referral is due to or involves a
juvenile offender case as per the PPS 4200 form, enter on the RESP screen for the head of the household the service
action code of JO01N with the service source code of PSW. The start date is the date of the family preservation referral.
If an adult is already on an open SS plan, a FP plan shall not be opened. Information will be entered on the open SS
plan.
2. When the Family Preservation Case Management has concluded services with the family as per level of care (level 1 or
level 2) and are not in custody, end the PR03N service action with the conclusion date per PPS 4205 form and with
"CM" status closure code. Close all other responsibilities on plan. If child is in custody, close the PR03N service action
code as per PPS 4205 and the remaining responsibilities. The plan remains open until child has been released from
custody.
3. If the case involves a noncompletion, enter the service action code of NC01N along with service source code FPC on each
family member’s plan. The start date and the end date is when the service ended for the family per the PPS 4205 form.
Use "CM" status closure code. Close all other responsibilities including the PR03N service action code and then close the
plan.
a. If a new Family Preservation referral has been made and the case involves a change in casehead and all children
are moving to a new case, end date the PR03N responsibility under the first casehead and each child, and establish
a new plan and PR03N responsibility for each individual on the new case.
b. If a new Family Preservation referral has been made and the case involves a change in casehead and all children
are not moving to a new case, end date the PR03N responsibility of the children moving to the new casehead, and
establish a new plan and PR03N responsibility for each child who moved to the new case.
B. Family Preservation Service Cases Involving Child Custody
If the FPS provider is providing services to a family with a child in DCF custody, a DCF custody only plan (SC) is established
for the child. This DCF custody plan is established in addition to the above steps of recording the service action for the head of
household.
C. Family Preservation Service Cases Involving a Pregnant Woman using Substances
If a family preservation referral is made to provide services to a pregnant woman using substances as per PPS 4200form, a
family plan (FP) is established for the pregnant woman. Enter the service action code of HP01N and either service source code
of OPI or NOP depending on if referral is due to Opioids (OPI) or non-opioids (NOP) on the RESP screen. The start date is
same as the date referred to family preservation. On RESP, enter a service action of PR03N and service source code of either
FP1 or FP2 depending upon tier level referred to show the referral to family preservation. If there are other children in the
family being served by the FPS provider refer to PPM section 5811A for steps on entering a family preservation referral for
each child. If the pregnant woman is referred to a medication assisted treatment program as per the PPS 4200 form, enter
service action code MA01N along with service source code FPC. If not referred to a medication assisted treatment program
enter service action code MA02N along with service source code FPC. The start date is the date referred as per PPS 4200 form.
5812 Case Plan Activity
Services and Tasks
Enter all possible service actions located on the PPS 3050 or PPS 3051 and tasks from case planning documents that are planned,
recommended, or initiated. Enter any additional services to the family that may be provided outside the FPS contract as indicated in
case file documentation. Update these services as needed through the life of the case plan.
5813 Entering Pregnancy Result/Outcome
On family preservation referrals for pregnant woman using substances, a service action code of PG01N shall be entered on the RESP
screen of the FP plan when pregnancy results are received per PPS 4205 form. Four service source codes shall be used with the
PG01N service action code. If the results for the baby or the mother are negative for drugs, enter the service source code of NEG. If
the results for the baby are positive for drugs, enter the service source code of POS. For a live birth where the mother tests positive
and the baby was not tested, enter the service source code of BNT. If the pregnancy ends with a miscarriage or still birth, enter the
service source code of DBA.
5820 Establishing an Out of Home Case Action Type
A foster care case action type is opened for each child referred for out of home services and remains open until custody is discharged
or child has been placed at home for 6 months, whichever comes first.
5821 Entering A Foster Care Referral into FACTS
All children who have been in state custody at least 30 days regardless of goal type, must have the "Child Ever Adopted" field and
"Prior Adoption Finalized Date" field completed on the ADOP screen. This is an AFCARS requirement (See PPM section 5881 for
additional information).
5822 Entering Adult Case Information
On PLAN, enter an FP plan type for the Head of Household and any additional adult with goal type of reintegration (RUC). If the
adult is already on an open SS plan type, a FP plan shall not be opened. Information will be entered on the open SS plan.
5824 Out of Home Placement with the Reintegration/Foster
Care Provider
To reflect a Reintegration/Foster Care referral for a child in FACTS, the following combination of codes is entered. Establish on INIT
or update PLAN with a child custody (CC) plan for each child referred to the provider and enter reason(s) for removal located on the
PPS 5110. Enter the appropriate case plan goal. On RESP, enter a service request for CM; service action of PR09N; and source of the
service as the Foster Group Contractor (FGC) for each child referred. Enter the Service Status as initiated (IN) and indicate the
effective referral date from the PPS 5110.
If the child is removed from the home, referred to the provider, and is placed back home resulting in a DCF approved foster care
referral retraction, enter on the child’s CC plan the service action code of RT01N with service source code FGC on the RESP
screen. The start and end date of the RT01N code is the date the retraction was approved by DCF.
When the Child Welfare Case Management Provider closes their active service delivery, end the service action with provider closure
dates and "CM" status closure code.
If DCF requested the petition to remove the child as per the PPS 5110, enter the service action code of DO01N with service source
code of PSW on the RESP screen. The responsibility start date is the date the child was referred. If DCF did not request the petition
as per the PPS 5110, enter the service action code of CO01N with the service source code of CRT on the RESP screen. The
responsibility start date is the date the child was referred.
If the foster care referral is due to or involves a juvenile offender case as per the PPS 5110 form, enter on the RESP screen the service
action code of JO01N with the service source code of PSW. The start date is the date of the foster care referral.
Enter on the CASE screen, the father and mother listed on the PPS 5110 form even if they are not part of the household. If the father
of the child is not known or there are punitive fathers, do not add until the father is determined.
Siblings listed in section III of the PPS 5110 who are not already on the CASE screen need to be added to FACTS. If race
is not known, enter UK.
5826 Entering Provider Changes On Child Information
If a contract award results in a change in Child Welfare Case Management Provider, only the provider name in the specific description
field is updated. A new responsibility is not required to reflect the change in provider name for contract changes.
5831 Adding Placement Information
Enter all planned and initiated placements for a child in DCF custody on RESP. FACTS will only allow one initiated placement
responsibility at a time. Placement information is located on the Acknowledgment/ Change of Placement form from the provider.
Service action codes and sources entered into FACTS shall match documentation from the provider. The options for services requested
in FACTS for children in agency custody are involuntary placement, emergency shelter for member, or voluntary placement if the
youth is a runaway. Episodes of runaway are recorded in FACTS with the service action code of FO09N and with the service source
code of SLF. Episodes of Drug and Alcohol Inpatient Treatment are recorded in FACTS as a placement with the service action code
of FO02N and with the service source code of DAT. If documentation received from the provider is believed to be in error, seek
resolution with the assigned worker or regional contract specialist. For each move, MACL shall be updated with child's current
placement address, current school district code, and any other applicable information.
5832 Updating Placement Effective Dates
A. Moves
When a placement type ends, the status and effective date are updated. Change the status code to the applicable closure code. If
a placement ends due to a move, enter "AD" as the status code. If the placement ends due to release of custody, enter "CM" as
the status closure code. If the user enters "CM" as a status closure code, FACTS will require the user to enter a reason for
discharge from DCF custody. The placement responsibility that the discharge reason code is entered on, SHALL be the last
responsibility on the RESP screen that has data entry.
B. Changes in Provider Types
When information is received from a provider regarding a placement provider source change (e.g. family foster home to
therapeutic foster home), no updates are made to the placement service action code (FO...) responsibility, however, update the
service source code as necessary. The information also needs to be reviewed with regard to impact on IV-E Payment Eligibility.
Update payment eligibility information as necessary.
5833 Services That Are Not Considered Placements
Respite care is considered a service to the placement provider, not a change in placement. If respite care is provided for a child, enter
that service (PR06N) as a separate responsibility with applicable effective dates and the service source code of FFH (family foster
home). Admissions to hospitals that require inpatient acute care for medical attention or psychiatric evaluation are not considered a
placement or move i.e. infant placed in DCF custody while in the hospital. Enter subsequent inpatient psychiatric evaluation settings
as (MD03N). Enter medical hospital stays as in-patient treatment (MD03N). Drug and Alcohol Outpatient Treatment is considered a
service to the placement provider, not a change in placement. If drug and alcohol outpatient treatment is provided for a child, enter that
service (OT04N) as a separate responsibility with applicable effective dates. Placements in an emergency shelter prior to agency
custody is considered a protective action service (PR08N), not a placement (FO...) code.
5834 Entering Out of Home Placement End Information
The Out Of Home (OOH) End Reason and EndDt fields are enterable fields to reflect the date and reason the out of home
placement has ended. When a child has been reunified with any parent, or reunified with any person defined in the Child
Welfare Contract Management provider contract as a reintegration resource, indicate Reintegration (RUC) as the reason
and enter the date of reintegration in the "EndDt" field. If a child is removed from home post reunification, but prior to
release of DCF custody, delete the OOH end reason and date and update the PLAN screen.
When DCF has been relieved of custody for reasons of Emancipation (EMA), Guardianship/Custodianship (GUS), or
Other (ex: child death) (OTH), indicate the appropriate code and enter the date of discharge in the "EndDt" field. When a
child's adoption is finalized, enter (ADP) and the date of finalization.
When custody is discharged due to transfer to another agency (ex: KDOC-JS) use Transfer to Another Agency (TAA) as
the reason and enter the date of discharge in the "EndDt" field.
5835 FACTS Information Regarding Placement at Home
When a child returns to a placement at home, enter FO06N service action code with start date of the date placed at home, the OOH
end reason of RUC, and the OOH end date.
5837 Recording Adoption Placements
A. Placement Change Involving a Move to an Adoptive Home
If the child moves to an adoptive home at the time the adoptive placement agreement is signed, enter the placement service
action on RESP as trial adoptive home (FO08N). Enter the service requested as IP; source is family foster home or relative as
indicated. If the adoptive placement agreement is with an new resource family, use the service source code of ADH. Initiate the
service with the effective date of the adoption placement agreement; and link the family foster provider, relative, or new
resource family to a provider number. Update the child's placement information and school district on MACL.
B. Adoptive Placement Agreement with Current Provider
If the child's current provider becomes the adoptive placement, do not show a separate responsibility start and end period for this
adoptive placement. When the current provider becomes the adoptive placement, update the service action code for that
placement to FO08N and do not change the effective date to the date indicated on the adoption placement agreement. In these
instances, the provider should already be linked to a provider number and there is no requirement to change or update the
provider link at this point in the child's case.
C. Disruptions That Do Not Involve a Change in Placement
If an adoption disrupts prior to finalization or is never finalized with a current placement provider, change the placement service
action from FO08N (pre adoptive placement) to a relative or family foster home service action and update effective dates to
reflect the dates this status changed. Assure that the provider number is linked to a relative or family foster home, not adoptive
home. End any adoption subsidy service actions and amounts of subsidy on ADOP. Enter an "S" in the Adoption Monthly
Subsidy Ind field to identify the subsidy has stopped. The end date of subsidy on ADOP in this circumstance is the date of
disruption.
D. Disruptions That Involve A Change In Placement
If the child moves in association with the adoption disruption, end the current placement service action with the date of
disruption and start a new placement as indicated in case documents. Update the necessary fields, such as adoption agreement
date, monthly subsidy amount, etc., on the ADOP screen with any new information.
5838 Entering Information Regarding Finalization
A. Placement Information
When the adoption decree is received, update only these data fields: change service source to adoptive home (ADH), and link
the provider to an ADH provider number.
B. Adoption Information
On ADOP, enter the file stamp date on the Journal Entry (Adoption Decree) as the adoption finalization date and enter any
adoption reimbursement amounts for non-recurring expenses.
C. Adoptive Family Structure Code
For AFCARS reporting, the family structure code of the adoptive placement must be entered. For public adoptions, link the
ADH provider with the adoptive placement responsibility (FO08N) to secure family structure code.
For private adoptions, link the ADH with the AO05N responsibility.
D. Entering Custody Discharge Information
End the adoptive placement with a responsibility status closure code of "CM", reason of "AP" and effective date of the date
DCF is released from custody. For the release of custody date, use the file stamp date on the Journal Entry (Adoption Decree).
Close any remaining open case plan service actions and court activity with the date the child was discharged from custody (file
stamp date on the Journal Entry (Adoption Decree). The placement responsibility that the "AP" discharge reason code is entered
on, SHALL be the last responsibility on the RESP screen that has data entry. Change the child's placement type to "R" for
residence on MACL, and close out plans. Close the child's case or remove the child from the open case, if there are other siblings
being served on that current case number. If the child is removed from the case number, the reason left code on MACL is
adoption "ADP" with the date that child was discharged from custody.
5840 Service Actions as Outcome Indicators
A. For children adjudicated as a juvenile offender:
To indicate a child has been adjudicated as a juvenile offender as reported on forms PPS 3052, PPS 5110 or PPS 7000, initiate
(IN) the service action code of AD01N with the service source code of CRT and service request code of CM on the RESP
screen. The start date is date child was adjudicated as a juvenile offender and the end date is when child is no longer a juvenile
offender or when plan ends, whichever comes first. This is a NYTD requirement.
B. For children with siblings in out of home placement
All siblings listed in Section V of PPS 5120 form shall have their sibling responsibility information on their respective RESP
screen checked to determine if updates and/or corrections are needed.
To indicate a child has a sibling in out of home placement and is placed with at least one sibling, initiate (IN) the service action
code SI01N with service source code FAM and service request code CM on the RESP screen per notification of change of
placement. In the description, type the name of the sibling with whom the child is placed. The start date is the date placement
with the sibling started. The end date is the date placement ended with the sibling or the date out of home placement ends,
whichever comes first. Use status closure code "CM".
To indicate a child has a sibling in out of home placement and is not placed with at least one sibling, initiate (IN) the service
action code SI02N with service source code FAM and service request code CM on the RESP screen per notification of change
of placement. The start date is the date placement with the sibling ended. The end date is the date the out of home placement
ended or the date a placement with a sibling starts, whichever comes first. Use status closure code "CM".
C. For children of school age and in out of home placement
To indicate that a child is attending the same school as prior to removal, initiate (IN) the service action code SC01N with
service source code SCL and service request code CM on the RESP screen per notification of change of placement. If child age
6 or over (or in 1st thru 12th grade) and there is no SC01N, it is assumed the child is not attending the same school as prior to
removal. Start date is the date the child's same school attendance begins. The end date is the date out of home placement ends or
the date the child is no longer meeting the same school criteria, whichever comes first. Use status closure code "CM".
D. For youth receiving Independent Living Services:
To indicate a youth is receiving independent living services as indicated on forms PPS 3057 or PPS 7000, initiate (IN) all
independent living service action code(s) (IL01N through IL15N) with the service source code of INL and service request code
of 'IL' on the RESP screen. The start date is the date of the case plan and the end date is date when youth is no longer receiving
independent living service or when plan ends, whichever comes first. The independent living codes can be used on the
following plan types: FP, SC, CC, RC, EC, and SS. These codes shall only be used for youth age 14 and older. This is a
NYTD requirement.
E. Change in status of Sibling(s) remaining in home:
If a sibling who was not previously part of the household and not on the CASE screen in FACTS has been added as per section
VII of PPS 5120, enter this sibling on the CASE screen. If race is unknown, enter UK. If a sibling who is listed on the CASE
screen as being part of the household has been removed as per PPS 5120, remove them from the case by entering an "X" on
ROLE type on the CASE screen. On MACL, enter the Reason Left as "LAF".
5851 Entering Placement Descriptions
Each responsibility has a field for a short description of the provider. For facility locations, enter the facility name as it appears on the
DCF residential rate sheet. Non facility placements are entered in the following text manner:
<Last Name, First Female/Male>
Enter as many characters that will fit in the field space.
5852 Linking Provider Information
Types of Providers
Each family foster home, relative and adoptive provider shall be linked to a specific provider identification number. Linking providers
to a unique ID numbers is an AFCARS requirement. For each of these three placement types, flow to the provider listing (PRLS),
select desired provider, and return to RESP to update and process the placement service action with the provider ID linked to the
placement type. If a provider is not listed in PRLS, they need to be added. Information on how to add providers to FACTS is found in
the FACTS User Manual volume II, Section 600 Provider Maintenance.
Provider Maintenance
For each of the three provider types above, a PROM screen shall be entered and updated by the Child Welfare Contract Management
Provider as needed. Race, ethnicity, gender, date of birth, and family structure codes are AFCARS requirements and mandatory fields
for completion.
5861 Entering Review Dates
See PPM 3812 for information on entering review dates
5862 Entering Case Plan Participation
Persons in Attendance
Add or update COLL with names of all case plan participants associated to this case. Collaterals established as case plan participants
on this case will populate onto SESS. To search for a collateral already known to the system, utilize COLS.
Completed Conferences
All case plan conferences shall be entered on SESS. To view a list of all case plan conferences for a family, utilize the SELS screen.
The SESS screen is completed on the case, not each child. If multiple children are on a case, only one SESS screen needs to be
completed.
5863 Permanency Goals
Case plan goal information in FACTS shall match case planning documentation. Enter an initial permanency goal, and update this
goal as required through the life of a case as indicated on the PPS 3050 and PPS 3051. Applicable permanency goals include maintain
with family (MFM), reintegration (RUC), adoption (ADP), custodianship/guardianship with a non-relative (GUS),
custodianship/guardianship with a relative (GRL), and Another Planned Permanency Living Arrangement-APPLA (EMA).
5864 Case Plan Tasks
Enter all service actions located on the PPS 3050, PPS 3051 and tasks from other case planning documents that are planned,
recommended, or initiated. Enter any additional services to the adults of children that may be provided outside the foster care contract
as indicated in case file documentation. Update these services as needed through the life of the case plan.
5865 Pregnant or Parenting Foster Care Youth
If a youth in foster care is pregnant as per the PPS 3051 form or PPS 4310 form, enter the FC01N service action code with the service
source code of FGC on the youth’s open custody plan (SC, CC, RC or EC). If the youth is in foster care and is parenting a child who
is not in DCF custody as per PPS 3051 form or PPS 4310 form, enter the FC02N service action code with the service source code of
FGC on the youth’s open custody plan (SC, CC, RC or EC). If the youth is in foster care and is parenting a child who is in DCF
custody as per PPS 3051 form or PPS 4310 form, enter the FC03N service action code with the service source code of FGC on the
youth’s open custody plan (SC, CC, RC or EC). The end date is when the youth is no longer pregnant or parenting circumstances
change as per the PPS 3051.
5871 Adding Court Hearings
The CORT screen shall be completed for each child with a child custody (CC) plan, DCF custody only (SC) plan and Emancipation
Custody plan (EC). Add court information and update each type of court hearing involving the child. The next hearing date field
shall only contain actual hearing dates. In the reason field for each hearing, indicate whether the proceeding was contested/adversarial
(AV), or stipulated/relinquished (RL). If parental rights are terminated, MACL and ADOP shall be updated.
5872 Entering Court Activity for Parental Right
Termination hearings
When parental rights are terminated (PRT) by the court, enter the actual date of the PRT hearing or the date of judge's decision on the
child's MACL screen. If a parent voluntarily relinquishes their parental rights, enter the date DCF accepted the relinquishment on the
child's MACL screen. If a child's parent is deceased, enter the date of death in the respective parent's date of death field on child's
MACL screen. When both parental rights have been terminated, add a new adjudication code of CP (CINC-PRT) and the
adjudication date as the date that the last parent was PRT/REL on CORT. The CORT screen must be successfully added prior to
accessing adoption information for the child on ADOP in FACTS.
5873 Entering Change of Venue
If there is change of venue for a case, end custody on the first court case number and add a new CORT screen with new court case
number and all previous court hearing type information. In order to close a case, all court hearing information must have end dates.
5880 Entering Other Services
If a child receives a Kan Be Healthy screening, enter a service action code of MD01N and indicate Kan Be Healthy in the
description field. If the child is appointed an education advocate, enter a service action code of ED08N. For youth who
have graduated from high school or completed their GED, enter the service action code of ED04N and date of GED
completion or date of graduation. A complete list of codes to match services that a child or youth may receive is located in
the User Manual and should be reviewed to determine if case planning or case management activities need to be entered
into FACTS.
If a child is placed on the Adoption Exchange and documented on the PPS 5310, enter the service action code of AO06N
along with the service source code of ADC on the RESP screen. The start date of the AO06N service action code will be
the date listed in the “Today’s Date” field on the PPS 5310. The end date of the AO06N service action code will be the
date listed on the PPS 5315 if case is closed, or the date the child is discharged from DCF custody, whichever comes
first.
5881 Adoption Circumstance Information
A. Enter the date of the placement from the adoption placement agreement on the "adoption agreement date” field on ADOP.
For AFCARS element 16, the "Child Ever Adopted" field and "Prior Adoption Finalized Date" field must be completed on all
children who have been in state custody at least 30 days regardless of goal type. On the "Child Ever Adopted" field on ADOP,
enter a value of "Y" (Yes), "N" (No) or "U" (Unable to Determine) within 30 days of custody start date. If there have been any
previous finalized adoptions for the child, enter "Y" in the "Child Ever Adopted" field and the finalization date of the previous
adoption in the "Prior Adoption Finalized Date" field. If there has not been a previous finalized adoption, enter "N" and leave
the "Prior Adoption Finalized Date" field blank. Enter "U" in the "Child Ever Adopted" field only if the child has been
abandoned or the child's parents are otherwise not available to provide the information. All children in the custody of DCF at
the time the adoption is finalized shall be coded as placed by a public agency (PUA). Indicate from where the adoption was
received. Most adoptions of children in DCF custody will be received from within the state (WIS); however, if a child in DCF
custody was ever previously adopted from another country or another state, use the code for another country (ANC) or for
another state (ANS) regardless of most recent custody locale. If a child has been adopted before, enter the prior finalization date
on ADOP. The relationship of the adoptive parent to the child - step parent "S", relative "R", foster parent "F", foster parent and
relative "B", step parent and relative "C", or other "O" shall be recorded. If the relationship of the adoptive parent to the child
is both foster parent and relative, enter the code "B". If the relationship of the adoptive parent to the child is both step parent and
relative, enter the code "C".
B. Birth Parent Information
Verify accuracy of the parental rights termination dates that migrate from MACL. Father and mother's year of birth and
mother's marital status at the time of the child's birth are AFCARS requirements and must be completed. If one or both parents
are unknown, leave the appropriate year of birth field blank.
C. Financial Information
Indicate "Y" or "N" in the adoption subsidy indicator regarding whether or not the adoptive parent receives a cash subsidy.
Indicate "Y" or "N" whether that cash subsidy is funded through Title IV-E. Do not enter adoption reimbursement amounts until
information regarding the adoption is finalized.
D. Special Needs
If a child is identified to have special needs related to the adoption, enter all applicable codes for these special needs onto ADOP
with the primary special need listed first. Information regarding these special needs, including the primary special need, can be
located on the PPS 6115 Eligibility for Adoption Subsidy form. When special needs related to adoption involve a diagnosed
disability, these disabilities shall be entered onto the child's MAC2 screen. Specifically, the special needs from ADOP that
require a disability be entered on MAC2 are: Emotional disability (EMD; Medical Condition (MEC); Mental disability (MED);
or Physical Disability (PHD). For the special need of Guarded Prognosis, use the special needs code of GRD. For the special
need of Developmental Disability use the special needs code of MEC.
E. Entering Information on Private Adoptions
If a child is released from DCF custody by the judge to facilitate a private adoption, on the RESP screen end the placement with
a responsibility status closure code of "CM", reason of "AP" and the date of discharge from DCF custody. The placement
responsibility that the discharge reason code is entered on, SHALL be the last responsibility on the RESP screen that has data
entry. On the ADOP screen, the finalization date will be the same as the date of discharge. If there has not been an adoptive
placement agreement the date will be the same as the date of discharge. For adoption placed by, enter PRA for private agency
to assure no public adoption is recorded for AFCARS.
F. Private Adoption Plans
States are required to report private adoptions in AFCARS for each child not in state custody who receive adoption assistance
from the state. This plan type affects AFCARS requirements. Enter a private adoption plan type (PA) for children not in state
custody and for whom the agency is providing adoption assistance in the form of either non-recurring expenses or ongoing
subsidy. Open the case with adoptive parents and child(ren) with an event and presenting situation code as NCN. Establish
relationships on RELS and open an initial (INIT) PA plan type on each child receiving subsidy. The relationship of adoptive
parent (AM) and adopted child (AC) shall be recorded. Do not enter a review date. The Plan Start date is the date on the
adoption assistance agreement. Initiate a AO05(N/P) service action code per PPM 6320, depending on type of subsidy. On
RESP, link a provider type of ADH to the AO05(N/P) service action code. If a court case number is available, it may be
entered. If not, ADOP can be accessed by selecting (S) the court case on the screen, and flowing directly to ADOP. On ADOP,
enter adoption information.
G. Adoptions from Other States
When Kansas is the receiving state in an adoption from another state and DCF's sole responsibility as an agency is to issue a
medical card, no FACTS is established.
5891 Basic Eligibility
The start date of a child's basic eligibility for Title IV-E is located on the MACL screen. This information migrates from KAECSES
and is not entered into FACTS by users.
5892 Payment Eligibility
Payment eligibility is an AFCARS requirement. An eligibility segment, known as an EP segment in FACTS, shall be entered into
FACTS for every child in an out of home placement.
A. Plan Types and Eligibility Determination
Children in an out of home placement are on either an SC, CC or EC plan.
When a GA Eligible youth moves from a CC plan type to an EC case plan type, continue the GA01N EP segments on the EC
plan. A IV-E basic eligible youth age 18 and older (AF01N and AG01N) will continue on a CC plan type until age 19. Upon
the youth’s 19th birthday, they will be moved to an EC case plan.
B. Adding, Ending, and Changing EP Segments
Eligibility (EP Segments) shall be entered or updated within 5 working days of the youth in the custody of the Secretary
entering out of home placement or having a change in placement which affects eligibility.
1. Adding an EP Segment - Each change in payment eligibility shall have a separate service request responsibility entered
onto the RESP screen. Effective dates for payment eligibility shall not overlap. (There is one exception: when client is
GA eligible and has SSI there are two EP segments opened at the same time. See section C.2.b) Enter the date the new
payment eligibility took effect. The end date is the day before the next eligibility segment start date.
Entry of the Eligibility for Payment segment (EP) on RESP:
Enter the EP segment as indicated below:
ServReg = EP
AchDate = 6 month from EffDate
Service Action = 5 digit code to identify payment eligibility (See further discussion in Section B.)
Service Source = 3 digit code to identify primary reason for client’s payment eligibility (See further discussion in Section
B)
SpecDesc = Description reason for service source
RespStatus = IN
EffDate = Date new payment eligibility took affect
2. Ending an EP Segment - Eligibility segments (EP Segments) for foster care shall end when the child returns to a parent,
whether or not if custody continues. If the child returns to the specified relative removal home, the EP Segment shall end.
2. To End an EP Segment:
EffDate = Enter day before next action occurred.
RespStatus = CM
3. Changing an EP Segment - If dates for a specific payment eligibility responsibility are entered in error, delete the
responsibility and enter the correct information on a new responsibility.
C. Types of Eligibility
1. Pending Eligibility
Cases where eligibility is to be determined enter:
Service Action code: GA01N
Service Source code: PEN
2. GA Basic Eligible
a. GA Basic Only - If a child does not meet all basic IV-E eligibility requirements enter:
Service Action code: GA01N
Service Source code options: There are nine (9) code options to be used with GA01N to indicate the reason the
case is GA. They shall be used in the following order of priority:
1. CTW: No judicial finding of contrary to the welfare in the initial JE
2. CTP: Contrary to the welfare finding on the wrong removal home
3. CTR: Contrary to the welfare finding was made, but the child remained in the home
4. CTH: Child home over 6 months and no contrary to the welfare finding when returned to foster care
5. NRI The initial custody and removal order lacks reasonable efforts language and the child is not eligible due
to excess income or resources
6. NRD: The initial custody and removal order lacks reasonable efforts language and the child is not eligible
due to no initial deprivation
7. EIR: Not eligible due to excess income or resources in the removal home
8. NDP: State only due to no initial deprivation, or no removal, or has not lived with a specified relative in the
previous 6 months
9. GAB: Other reasons why the youth is GA only.
b. GA Basic with SSI
GA basic eligible children who are in the custody of the Secretary and receive SSI benefits require 2 EP segments
entered on the RESP Screen. The first EP segment indicates the reason the youth is GA basic eligible (GA01N and
one of the above service source codes (1-9). The second EP segment shall be coded GA01N SSI indicating the
youth receives SSI benefits, regardless of the payee.
3. AF Basic Eligible
a. AF Basic and IV-E Payment Eligible:
The child meets IV-E basic eligibility and all IV-E payment eligibility requirements, enter:
Service Action code: AF01N
Service Source code: AFP
b. AF Basic Eligible, but not IV-E Payment Eligible:
The child meets AF basic eligibility, but is not IV-E payment eligible, enter:
Service Action code: AG01N
Service Source code: There are eleven (11) Service Source codes that can be used with AG01N and they shall be
used in the following order of priority indicating the reason the child is payment ineligible:
1. SSI: Eligible for SSI, regardless of who is payee
2. NIR: Journal Entry lacks Reasonable Efforts judicial language in the Initial Custody and Removal Order
3. NOR: No continuing reasonable efforts judicial language as required every 12 months
4. NOS: Judge found the State did not make reasonable efforts
5. ULR: Placement with an unlicensed relative
6. UNP: Placement in an unlicensed non-related person
7. TMP: Placement in a temporary license
8. IPL: Placement not IV-E Eligible such a Juvenile Detention, Juvenile Correctional Facility (JCF),
Psychiatric Residential Treatment Facility (PRTF) or public ran group home over 25 beds.
9. AWL: AWOL from placement
10. AGE: The youth,18 or older, is on a CC or EC case plan and is no longer eligible for IV-E funds
11. AGI: The youth, 18 or older, is on a CC or EC case plan and is no longer eligible for IV-E funds, but
receives SSI.
5900 Eligibility and Payment Procedures for Out of Home
Program and Services
Subsections here forward in PPM 5900 series explain criteria and process for determining Medicaid and Foster Care benefits under
Title IV-E of the Social Security Act.
A. Child/Youth
1. The term “Child/Youth” is referenced multiple times throughout this section of PPS Policy.
2. Child/Youth is defined as an individual between the ages of 0 and 18. (See PPM 5911 for explanation of determination of
age and eligibility)
B. Jurisdiction and Applicable Policies
1. Throughout the 5000 series of the PPS Policy manual, policies will apply to children in the custody of Department for
Children and Families (DCF) and youth in the custody of Kansas Department of Corrections Juvenile Services (KDOC-
JS)
2. Title IV-E Eligibility polices apply to both Children In Need of Care (CINC) and Juvenile Offender (JO) children/youth
in out of home placement.
When a child/youth is determined eligible for Title IV-E funding, the state may claim Federal reimbursement for a portion of
the child’s maintenance costs while in out of home placement. Title IV-E funds also help to support staff trainings and
administrative costs. When a child/youth is determined ineligible for Title IV-E funding, the cost of care is supported with State
General Funds without federal reimbursement.
Children/Youth who are in the custody of the state and in an eligible placement are categorically eligible for Medicaid.
5901 DCF Children and Family Services Responsibilities
Eligibility Specialist responsibilities include:
A. Determining if a child/youth meets basic Title IV-E eligibility criteria upon initially opening of a case in KEES
B. Determining if a child/youth is eligible for Federal Financial Participation on an ongoing basis throughout the child/youth’s
custody episode
C. Initial and ongoing Medicaid eligibility determinations while in out of home care.
D. Application for payee of a child’s benefits; i.e. SSI, SSA, VA, Railroad, etc.
E. Maintenance of WARDS accounts
F. Scanning and Maintaining required documentation for all eligibility and payment activities
G. Closing Foster Care and Medicaid Cases in KEES when the child is no longer in out of home care
H. Coordination with the Kansas Department of Corrections – Juvenile Services (KDOC-JS) to determine Medicaid eligibility
I. Desk reviews at closure
5902 Eligibility Determinations
A determination of foster care eligibility funding source and Medicaid eligibility shall be completed as part of the referral process. A
medical card shall be issued. The following is the documentation needed to complete eligibility determinations:
A. Journal Entry awarding DCF custody and ordering removal from the home
B. Form PPS 5410A (IV-E Eligibility Determination)
C. The Petition or Complaint initiating state custody
A determination shall be completed for each episode of custody. A custody episode begins:
A. When the State initiates custody and OOH placement begins, and ends when the State's custody terminates.
B. When a child re-enters foster care following release of custody,
C. Following six months at home with continuous custody or following six months on AWOL/run status with continuous custody.
See Section 3251(C) for information on trial home placements
5903 Payment to the Child Welfare Case Management
Provider of Out of Home Services
Payments to the Child Welfare Case Management Provider of out of home services are made by Office of Financial Management
(OFM) on behalf of Prevention and Protection Services Division. New referral information is entered into FACTS by DCF staff
which is then downloaded into SCRIPTS. The referral in SCRIPTS initiates payments.
Child Welfare Case Management Provider of out of home services are paid monthly. All services provided, including services
provided by Child Welfare Case Management Provider subcontractors, are submitted as encounter data monthly.
A. Ongoing Payments
Child Welfare Case Management Providers reconcile their system against a report they run in eScripts of children in placement
on the last day of the previous month. Any corrections needed to eScripts are made by the Provider who can contact eScripts
Help Desk for assistance. Child Welfare Case Management Providers send a confirmation e-mail to DCF/ OFM by 6 p.m. on
the 2nd business day of the month to assure payment-eligible clients in eScripts match their system. After payments are
calculated and payment files sent to SMART, a report identifying children for whom a monthly payment was made is e-mailed
to the Child Welfare Case Management Provider.
Except new referral information, which is entered by DCF staff into FACTS, Child Welfare Case Management Providers data
enter additional information into eScripts. Such information can consist of, but is not limited to, corrections in the client’s
name, date of birth, or Social Security Number; additions of permanency dates and referral end dates. Regional DCF Offices
monitor information in eScripts against their own tracking systems and reports generated from SCRIPTS or eScripts for their
use.
B. Encounter Data
Encounter data for all services provided during the previous month to each child is due on the 25th of each month;
Subcontractor data is included. Should the 25th fall on a weekend or holiday, the encounter data is due on the previous
working day.
SCRIPTS reviews encounter data for accuracy and to ensure only contract required placements and services are reported.
Documentation of these encounters is noted in the child's case record held by the CWCMP. Encounter data with errors are to be
corrected by the next month’s submission. Encounter Data not corrected each month appears on a pending error report
distributed at the end of each month.
5910 Overview of the Title IV-E Program
Title IV-E payments are an individual entitlement for eligible children placed in state custody and out-of-home care either by the
Department for Children and Families (DCF) or by the Kansas Department of Corrections - Juvenile Services (KDOC-JS).
The Title IV-E foster care maintenance program is based on Title IV-A, Part A, of the Social Security Act as the program was in effect
in Kansas on July 16, 1996. A child’s eligibility for IV-E payments is based upon the Aid to Families with Dependent Children
(AFDC) relatedness criteria in effect in Kansas on July 16, 1996. IV-E eligibility is not based on the Temporary Assistance for Needy
Families Program (TANF) criteria which replaced the AFDC program under Welfare Reform.
A. Reimbursable Activities
Through Title IV-E, the federal government shares in the cost of:
1. Foster Care Maintenance:
Maintenance is the costs associated with maintaining the child in out-of- home care. These costs include room/board and
supervision for a child’s placement in a Kansas Department of Health and Environment licensed/approved foster home,
child care institution, shelter care, or group home.
2. Administrative Services:
Administrative costs are incurred when working with the child, the child's family, and the care provider. Staff shall
complete the REST or RMTS survey when sampled. Staff shall refer to the description of the activity and program codes
to ensure the coding accurately reflects the activity/service they provided at the time of sampling.
3. Training:
IV-E training costs are the costs of training people who work with the child, including resource parents and those who
administer the foster care system for the child.
4. Candidates for Care:
Candidates for Care are children receiving in home services and determined to be at imminent risk of removal from the
home. Title IV-E provides reimbursement of some administrative activities for these children. The DCF social worker
shall determine the child is a candidate for care by reviewing the case plan and documenting it on the PPS 3050C.
Eligible administrative activities are documented through the REST or RMTS process.
B. IV-E Basic and Payment Eligibility
An eligible child enables the State to collect Title IV-E funds in two ways:
1. IV-E Basic Eligibility:
The determination of IV-E basic eligibility qualifies the State to obtain IV-E reimbursement for administrative and
training costs associated with the child.
2. IV-E Eligibility for Federal Financial Participation (FFP):
The determination of IV-E payment eligibility qualifies the State to also obtain IV- E reimbursement for maintenance
costs (board and care) associated with the child.
A child must first be determined IV-E basic eligible to be determined IV-E payment eligible. Initial basic eligibility is based on
information obtained when the child first enters out-of-home care and enters custody of the State. If a child is determined not eligible
for basic eligibility, the child is ineligible for the duration of the custody episode for both IV-E basic eligibility and FFP eligibility.
5911 Title IV-E Determination for Basic Eligibility – Administrative
Funding
A child/youth shall be determined eligible for basic Title IV-E Administrative claims if all criteria in this section are met (PPM 5911).
A determination may be left in pending status for up to 30 days to allow time to acquire documents or information needed. An initial
determination for basic Title IV-E eligibility is made each time there is a new custody episode. A custody episode is defined as the
time frame a child/youth enters State custody to the date the child/youth is released from State custody. (see explanation of Custody
Episode in PPM 5910 B.2) If a child/youth is determined basic Title IV-E eligible initially, they remain basic eligible throughout their
custody episode. This determination ends once they are released from State custody.
The following exceptions apply:
1. If the child/youth re-enters out of home care after being placed home longer than six calendar months while remaining in
State custody, a new basic eligibility determination must be completed upon the date of re-entry. If home six months or
less with continuous custody, a new determination is not needed. The six calendar months begins the month following the
month the child/youth returns home.
2. The youth turns 18 years of age and is not enrolled in a secondary school or training program. Basic Title IV-E eligibility
ends at the end of the month the youth turns 18. If the youth remains in State custody they are no longer Title IV-E
Eligible and their basic eligibility becomes State funded.
3. The child is 18 years of age and not expected to graduate before the age of 19. The child is no longer Title IV-E eligible
and their basic eligibility becomes State funded.
If a child is determined ineligible for basic Title IV-E Administrative funding initially, they will remain ineligible throughout the
custody episode. Their cost of care will be funded through the State.
Basic eligibility is effective the first day of the month in which all eligibility criteria are met. A child who is IV-E basic eligible
during any part of the month is basic eligible for the entire month until events listed above.
Dually Adjudicated Youth
When a youth is in the custody of DCF and placed in KDOC-JS custody (dually adjudicated), KDOC is responsible for the care
and treatment of the youth. This includes payment for the youth’s placement. If DCF custody was not released at the time the youth
entered KDOC custody, DCF responsibility for care and treatment of the youth will resume on the day the youth is released from
KDOC-JS custody. Youth that come into DCF custody from KDOC will be determined state funded using aid code GA01N GAB.
See 5892(C)(2).
Reasonable and Prudent Person Standard
Documentation of Title IV-E eligibility determinations shall meet the “Reasonable and Prudent Person Standard”. A “Prudent
Person” is someone exercising good judgment or common sense. A child/youth shall be determined basic Title IV-E eligible if the
Eligibility Specialist has adequate facts and documentation which clearly support a prudent person would concur the child/youth
meets Title IV-E eligibility criteria. If there is reason to believe additional information or documentation can be located making the
child basic Title IV-E eligible, the worker shall determine the child as “pending” for up to 30 days.
Documentation
Documents supporting Title IV-E eligibility can include, but is not limited to PPS eligibility forms, PPS program forms, court
documents, system screen prints, and email documents. Eligibility Specialists shall keep working files (electronic) containing the
child’s eligibility determination and any supporting documentation. Any paper IV-E file closed prior to KEES Phase 3 (August
2017) should be merged with the foster case file Section 13.
PPS Eligibility Specialists shall journal in KEES all case activity including phone calls and emails with persons knowledgeable
about the case, system updates, and ongoing determination actions. See PPM 0420.
Basic (Administrative) Title IV-E Eligibility Criteria
A. Judicial Requirements
1. Court Order-State Custody
a. There shall be a court order establishing the State agency has custody of the child/youth.
b. State agency refers to the Department for Children and Families (DCF) or Kansas Department of Corrections
(KDOC) from here forward. The Court will award custody to the Secretary of either agency dependent upon
whether child is a Child in Need of Care or Juvenile Offender.
c. When a court order transfers custody of a child/youth from DCF custody to KDOC-JS custody or from KDOC-JS
to DCF, this is the same custody episode if the child/youth remained in custody with either DCF or KDOC-JS
throughout the changes in agency custody.
2. Contrary to the Welfare (CTW) Judicial Finding
a. In the first (initial) court hearing authorizing removal, the Judge must find continuing in the home would be
contrary to the welfare of the child/youth or removal is in the best interest of the child/youth. The finding must
include language which describes the circumstance in the home the child/youth is being removed from.
b. Affidavits, Nunc Pro Tunc, or orders citing only the law and statute are not acceptable documentation of CTW,
and do not meet Title IV-E criteria.
c. Unless the court order specifically approves a delay of placement into foster care, physical removal of the child
from the home shall occur by 5pm of the next business day following the date CTW findings are made. If the
child/youth is unable to be located, concerted efforts is a requirement to be IV-E eligible. Documentation is
obtained from the CPS specialist and to be reviewed by the regional Program Administrator.
d. If the court places the child/youth in custody other than DCF at the time of removal, the CTW requirement remains
if the child/youth is to be determined Title IV-E eligible if later placed in the State’s custody.
When making an eligibility determination, the eligibility specialist shall look back to when the child/youth was first removed. The
eligibility specialist shall determine whether CTW findings were made and met criteria in the initial order removing the child/youth
from their home. If the findings were made and the child/youth remains in their original placement, they will meet the CTW
requirements if/when they are later placed in DCF custody.
e. A child placed in a foster home without court action due to a parent voluntarily relinquishing their parental rights
to the State may be eligible for basic Title IV-E.
The initial court order must be received within six months of the relinquishment. The court order must include CTW findings.
B. Eligibility Month
1. Assessment of AFDC relatedness; age, citizenship, specified relative/removal, deprivation, and financial need/resources,
must be based on circumstances in the home during the eligibility month.
a. The month DCF initiates court involvement which leads to removing the child/youth, is the eligibility month,
except when;
i. A private CINC petition is filed, the month in which it was filed is the eligibility month.
ii. Affidavits, Complaints, Applications and Amended Petitions may be kept with Title IV-E documentation,
but are not used to determine the eligibility month.
2. A child/youth entering out of home care does not define the eligibility month. The child’s removal date may occur in a
different month than the filing of the petition. In these situations, the date of the petition continues to determine the
eligibility month. The following exceptions apply:
a. If the petition is filed more than six months prior to the child being placed out of home. Under these circumstances
the month in which the child is removed determines the eligibility month.
b. If DCF do not have custody of the child/youth at the time of removal, the month DCF is awarded custody is the
eligibility month.
C. Determination of AFDC relatedness
1. Age – A child/youth must be under the age of 18 to be Basic Title IV-E eligible.
a. A youth can maintain Basic Title IV-E eligibility when they are between the ages of 18 and 19 if they are enrolled
in a secondary school or an equivalent training program, continuing in the custody of the State and expected to
complete their program of study prior to or in the month of their 19th birthday.
i. Once the youth turns 19 years of age eligibility ends. Under no circumstance shall eligibility continue
beyond the youth’s 19th birthday.
ii. If the youth achieves completed status in their program of study prior to the pre-determined graduation date,
Basic Title IV-E eligibility will end effective the end of the month in which requirements have been met and
notice is received.
iii. If at any time during the youth’s 18th year, it is determined the youth will not complete their program of
study by the month of their 19th birthday, the youth’s Basic Title IV-E eligibility ends effective the date
notification is received.
b. Youth turning 18 years of age who is not attending a secondary school or equivalent training is no longer Basic
Title IV-E eligible. If the youth continues in the custody of the State, Basic Title IV-E eligibility shall end at the
end of the month in which the youth turns 18 years of age.
2. Citizenship – The child/youth must be a United States citizen by birth, through naturalization or legally admitted for
permanent residence to be determined Basic Title IV-E eligible.
a. Acceptable forms of verification
i. Public Birth Record
ii. Birth Certificate
iii. Passport
iv. Hospital Proof of Birth Letter on Letterhead
v. Attending Physician statement showing place of birth
vi. Final Adoption Decree showing child/youth’s name and place of birth
vii. Citizen Identification Card (I-197 or I-179)
viii. Naturalization Paperwork
b. U.S. citizenship includes individuals who are:
i. Born within the United States, regardless of the citizenship of their parents.
ii. The Child Citizenship Act (CCA) declares children/youth who are younger than 18 years of age and have at
least one parent who is a U.S. citizen whether by birth or naturalization, who immigrate to the U.S. with a
U.S citizen parent, automatically acquire U.S. citizenship upon entry for lawful permanent residence; or
iii. Born outside the U.S. of alien parents and has since been naturalized as a U.S citizen. A child/youth born
outside the U.S. of alien parents automatically becomes a citizen after birth if his parent(s) are naturalized
before the child/youth becomes 16 years of age.
iv. Qualified Alien – As indicated in the Personal Responsibility and Work Opportunity Reconciliation Act
(PRWORA) of 1996, the term “qualified alien refers to: An alien who is lawfully admitted for permanent
residence under the Immigration and Nationality Act (INA); An alien who is granted asylum under section
208 of the INA; A refugee who is admitted to the U.S. under section 207 of the INA; an alien who is paroled
into the U.S. under 212(d)(5) of the INA for a period of at least one year; an alien whose deportation is being
withheld under section 243(h) the INA as in effect immediately before April 1, 1997, or section 41(b)(3) of
the INA; an alien who is Cuban or Haitian entrant; an alien (or the child of parent) who has been battered or
subjected to extreme cruelty in the U.S.
c. Children/youth who are in the United States under a visitor’s visa, tourist’s visa, or student arrangement are not
Basic Title IV-E eligible.
d. Tribal enrollment card alone is not sufficient to meet the citizenship verification requirement.
e. If the child/youth is an unaccompanied refugee and has been in the country under 5 years, they cannot be Basic
Title IV-E eligible.
f. A child/youth cannot become Basic Title IV-E eligible upon securing Special Immigrant Juvenile Status (SIJS) if
they did not hold this status at the time of each custody episode.
3. Specified Relative/Removal- The child/youth must have lived with a specified relative in the month court proceedings
were initiated or within any of the six calendar months prior to the eligibility month to be Basic Title IV-E eligible.
Identifying the correct specified relative ensures an accurate determination is made on the removal home and AFDC
group members. The specified relative with whom the child/youth most recently lived during the eligibility month or
within six months prior, is considered the relative from whom the child was removed.
A specified relative is defined as any relation by blood, marriage or adoption who is within the fifth degree of kinship to
the dependent child/youth. This includes great-great-great grandparents and first cousins once removed (children of first
cousins). When determining Title IV-E eligibility, any otherwise eligible child/youth under age 18 who is removed from
the home of a relative and is within the fifth degree of kinship to the child/youth, will be eligible for assistance under Title
IV-E. A chart reflecting 5th degree of relationship can be found at:
http://content.dcf.ks.gov/EES/KEESM/Appendix/T-6RelationshipChart05-17.pdf
a. Spouses of any persons listed in the above group are within the scope of these provisions, even though the marriage
is terminated by death or divorce.
b. Specified relative Title IV-E eligibility criteria is met if a newborn child is placed in the State’s care and custody
directly following birth in a hospital or following birth to an incarcerated prisoner.
c. Practice Clarification: Parent is defined as a biological or adoptive parent whose parental rights have not been
terminated or relinquished. A biological or adoptive father or mother whose rights have been terminated or
relinquished would be considered a non-parent specified relative and not a parent.
d. A nonrelated permanent custodian does not meet the specified relative criteria.
4. Removal Home – The child/youth must have been removed from the home to meet Basic Title IV-E eligibility.
a. The eligibility specialist must first consider the initial court document when determining the removal home. The
home referenced in the Judicial finding of contrary to the welfare is the home which must be determined as the
removal home.
b. If the child/youth is removed from a non-parent specified relative and judicial findings of CTW are not made
regarding circumstance in their home, the eligibility specialist must consider the parent with whom the child/youth
most recently lived as the removal home. If the child/youth has not lived with a parent in the eligibility month or
within six months prior, they cannot be Basic Title IV-E eligible.
c. If the parent lived in the home at any time during the eligibility month, they must be considered in the removal
home and AFDC group at determination.
d. The child/youth can be considered removed from the home if the following occurs:
i. Physical Removal: The child/youth has been physically removed by the agency from the home or physical
custody of a specified relative. If the specified relative is on the run with the child/youth and the agency is
unable to locate the child/youth for removal, there must be concerted efforts documented by the CPS
Specialist to find the child. The child’s eligibility will not begin until DCF has physical custody of the child.
ii. Constructive Removal: This removal is considered a “paper removal”. An example of this is when the
agency receives custody of the child/youth, but the agency does not physically remove the child/youth from
their current household. In this situation, the eligibility specialist would look back to see if the child/youth
had lived with another specified relative in the eligibility month or within the past six months. The specified
relative the child/youth lived with prior to the specified relative they are currently residing then becomes the
home in which the child/youth was removed. If judicial findings of CTW do not address the circumstances
related to the child’s living with the prior specified relative, the child/youth cannot be Basic Title IV-E
eligible.
e. Scenarios for meeting removal criteria:
i. Child/Youth removed from a specified relative at the time the petition was filed (eligibility month) with the
Court and placed in out of home care.
The removal home is the home of the specified relative the agency removed the child from.
ii. Child/Youth removed from a non-specified relative, but had lived with a specified relative within six months
prior to the petition (eligibility month).
The removal home is the most recent specified relative where the child/youth resided within six months prior to the eligibility
month.
iii. The State leaves the child/youth in the home of a non-parent specified relative, but the child/youth had lived
with a different specified relative within six months of the petition (eligibility month).
The most recent specified relative with whom the child/youth lived in the six months prior to the petition (eligibility month), is
the removal home.
iv. Child/Youth has been living with the same specified relative for over six months. The state is granted
custody of the child/youth, but leaves them in the home of this specified relative. The agency removes the
child/youth from this specified relative at some point in the six months following the petition (eligibility
month).
a. The specified relative with whom the child/youth lived six months prior to the petition (eligibility
month), at time of constructive removal, and following.
b. If the agency did not remove the child/youth from this specified relative within six months after the
petition (eligibility month), the child would not be Basic Title IV-E eligible. If the child enters out of
home care, a new eligibility determination is required.
v. Child/Youth removed from a non-parent specified relative and judicial CTW findings are regarding
circumstances with this same non-parent specified relative or about the circumstances with parental
specified relative with whom the child most recently lived during or within six months prior to the petition
(eligibility month).
a. The removal home is the home addressed in the judicial findings.
i. If a finalized adoption disrupts and the child/youth is placed in the agency’s custody with
placement out of home, the adoptive parents are the removal home.
5. AFDC Group – The AFDC group are the individuals in the household when the petition/complaint (eligibility month)
was filed. The income and resources of these individuals must be considered in whether this child/youth meets financial
need criteria for Basic Title IV-E eligibility. The eligibility specialist should look at the entire eligibility month regardless
of the actual date within the month the petition/complaint (eligibility month) was filed or child/youth was removed.
Meaning, if a parent lived in the home at any time during the eligibility month, they and their income and resources must
be considered as part of the AFDC group.
a. When a child/youth is removed from their parent(s) home, the AFDC group includes birth or adoptive parents, the
child/youth in custody and any minor siblings (birth, adoptive, half) of the child in custody
b. Practice Clarification: Parent is defined as a biological or adoptive parent whose parental rights have been
terminated or relinquished. A biological or adoptive father or mother whose rights have been terminated or
relinquished would be considered a non-parent specified relative and not be considered as part of the AFDC group.
c. A deployed parent serving in the U.S. Military is considered part of the household and part of the AFDC group.
d. An adoptive sibling receiving adoption assistance is not included in the AFDC group.
When the child/youth is removed from the home of a non-parent specified relative, the AFDC group includes the child/youth in
custody and any minor siblings (birth, adoptive or half) who were living in the home at any time during the eligibility month.
a. Do not Include the stepparent and their children residing in the same household as the child/youth at the time of
removal as members in the AFDC group if using Option one for deeming stepparent income. (options explained in
section C.8.e.)
b. Include the stepparent and their children as members of the AFDC group if using option two unless the biological
parent is missing. (options are explained in C.8.e.)
c. Individuals in the AFDC group who receive SSI benefits: Household members receiving SSI benefits are not
counted as members of the AFDC group. If the child/youth in custody receives SSI, they are still counted in the
AFDC group, but their income and resources are not.
d. Guardian/Conservators are not part of the AFDC group and their income is not counted.
6. Deprivation – a child/youth must be deprived of support of one or both parents (married or unmarried, if paternity is
established) during the eligibility month. Deprivation exists if one of the following circumstances is present in the
removal home during the eligibility month:
a. Parent Deceased
b. Parents separated/divorced (Not living together)
c. Parent’s whereabouts are unknown / Parent is absent (If the absent parent is serving in the U.S. Military,
deprivation is not met.)
d. Parent is Institutionalized/Incarcerated
e. Parent is incapacitated or disabled;
The parent must be determined disabled or incapacitated for at least 30 days by means of competent medical testimony.
If the parent(s) is receiving SSI or SSA payments because of disability or blindness, the incapacitation requirement is met and
verification of the SSI or SSA payments shall be included in the record (ex; award letter, copy of check, caseworker
documentation).
Mental disabilities shall be documented by psychological evaluation and state the mental disability impacts the person’s ability
to parent.
f. Parental rights have been terminated or relinquished prior to the eligibility month.
g. Both parents live in the removal home, only one parent is working and their earned income falls below the AFDC
needs standard for the group. If both parents are unemployed, the deprivation factor is met.
7. Shared versus Non-Shared - Income of the AFDC group is compared against the prescribed AFDC Need Standard
income limits for the group size to determine financial need. The AFDC need standard income limit for the group size can
vary by county and by the roles of individuals in the group. To determine the correct needs standard income limit, a
shared/non-shared determination is made based on the adults living in the household who are part of the AFDC group.
a. A stepparent present in the removal home does not determine the household to be shared.
b. Households with adult SSI recipients:
i. If the SSI payment is less than the full payment the AFDC Need Standard is non-shared
ii. If the SSI payment is the full amount the AFDC Need Standard is shared
iii. A child receiving SSI has no bearing on whether it is shared or non-shared.
c. AFDC groups which do not include a parent are always considered shared and wages are not counted. Including
grandparents, aunt, uncle, related adult, a related permanent custodian.
d. If the household consists of any other adults, including adult siblings, who are not part of the AFDC group the
AFDC Need Standard is shared.
e. Financial Need - The income of the AFDC group is tested against the needs standard income limits. Income is
calculated utilizing countable earned and unearned income of the AFDC group.
The following general rules are applicable:
a. Income must be such that its value can be defined and measured objectively. Only documented income should be
counted (IE; custody court orders, 5410A, DCF systems, WorkNumber).
b. Income shall be considered available when a member of the AFDC group has a legal interest therein and the legal
ability to make it available.
c. Countable Earned Income – is income in cash or in-kind for which a person performs a service. Examples include:
i. Wages, salaries, tips (before taxes)
ii. Bonuses
iii. In-kind income for work (e.g. shelter received for work)
iv. Work study
v. Self-employment/farm income
vi. Severance pay
d. Countable Unearned Income – is income received by an individual for which no service is performed. Examples
include:
i. Armed forces allotment and receipts from a deployed parent
ii. Child support/alimony (minus $50.00): (Child support arrearage payments are counted as unearned income
in the month the payment is received.)
iii. Disability insurance (sick pay)
iv. Dividend payment
v. Income for continuation payments
vi. Income from relatives (Income deemed from stepparents)
vii. Inheritance payments
viii. Interest, money payments
ix. Money from churches, charitable organizations, friends, lodges or unions
x. Retirement or Pension (union, private or government)
xi. Social Security payments (non-SSI)
xii. Lump Sum Payments – is a non-recurring or advance payment not earmarked for a specific purpose. Lump
sum payments are counted as income in the month received. Examples of lump sum payments include
retroactive SSA benefits, stock dividends, life insurance settlements, etc.
xiii. Striker’s benefits
xiv. Veteran’s benefits
xv. Worker’s compensation
xvi. Unemployment compensation
e. Exempt Earned and Unearned Income – Examples Include:
i. Supplemental Security Income (SSI)
ii. Food programs, such as food stamps, WIC, USDA food surplus
iii. TANF
iv. Payments for home energy assistance and rental subsidies
v. Loans or grants administered by the U.S. Commissioner of Education
vi. Foster Care payments
vii. Adoption Assistance payments
viii. JTPA unearned income
ix. Earned income of child who is a student
x. Income tax refunds and earned income tax credit (EITS) payments
xi. Trust funds not available upon demand
xii. Case to pay for shared living expenses (from person not in the AFDC group)
xiii. Loans, including reverse home equity loans, endorsed for repayment
xiv. TANF Tribal allotment
xv. Income derived from a state’s “job training program” (CFR-233.20)
xvi. Covid relief payments, including extra unemployment from Federal Government sources
vi. Converting Income to Monthly Amounts
i. In determining the earned and unearned income of the child/youth’s AFDC group, the eligibility specialist
will need to convert income payments to a monthly amount for each applicable person.
a. Bi-weekly (paid every other week) income must be multiplied by 2.15
b. Semi-monthly (paid twice per month) income must be multiplied by 2
c. Weekly must be multiplied by 4.3
d. Quarterly (paid once every three months) must be divided by 3
ii. Whose income shall be included in the financial need determination
a. Parents (biological, adoptive (rights intact), step (See PPM 5911C.3.a)
b. Deployed parent
g. Deeming Stepparent’s Income
i. Option One - Stepparent’s AFDC group includes the stepparent, any non-mutual minor children living in or
out of the home. Deem the stepparent’s income and include in the child’s 185% and 100% AFDC group
Need Standard Income Test. See the EP Appendix A to determine the amount to be deemed. When you
deem the stepparent’s income, the stepparent and members of their AFDC group are not counted in the
child’s AFDC group. Only the deemed income is included. The living arrangement is always non-shared
when determining the AFDC Needs Standard Income limit.
ii. Option Two - Include the stepparent and their children (not related to the other parent in the home) residing
in the home at the time the child was removed, in the AFDC group. Include their full countable earned and
unearned income. Use option 2 when the stepparent has little or no income.
iii. Please see PPS-5410B.1
h. 185% Gross Income Test – If income is less than the Gross Income Limit of 185% of the Federal Poverty Level
for the group size, the group meets this income requirement and will move on to the 100% AFDC Need Standard
Income test. See PPS-5410B.
i. 100% AFDC Need Standard Income Test – Total Adjusted Income must be less than the AFDC Need Income
limit for this AFDC group size, living arrangement and county to be Basic Title IV-E eligible. See PPS-5410B
D. Resources – Defined as “a resource a person possesses or owns”.
i. A resource value is determined by its equity. Equity value is determined by the current market value minus any debts still
owed on the resource.
ii. To be eligible for Basic Title IV-E eligibility the child’s AFDC group must not exceed the maximum limit of $10,000.00
in resources.
iii. Countable resources:
a. Bonds
b. Credit union savings
c. Income property
d. Real estate (the home the family resides in is exempt)
e. Savings accounts
f. Stocks
g. Vacation homes
h. Vehicles (Deduct $1500.00 from total Equity value) (Vehicles seven years and older are valued at $100.00)
iv. Exempt Resources:
a. Inaccessible trusts (includes per capita tribal payments to foster child)
b. Burial plot (one per AFDC group member)
c. Home of residence and surrounding acreage
d. Funds for relocation (Uniform Relocation Act)
e. Household furnishings and clothing
f. Personal jewelry
g. Farm/Business inventories/tools used to produce income
E. Infants of Teen Mothers
1. An infant of a teen mother in the custody of the agency can be automatically Basic Title IV-E eligible if the following
criteria are true:
a. The infant is not in DCF custody
b. The infant is placed together in the same family foster home or facility as their mother.
c. The child welfare contract management provider is paying for the cost of the infant’s care in the placement.
2. If an infant comes into custody of the agency and is directly placed with their teen mother who is also placed out of home,
they are not Basic Title IVE eligible. The child has not been removed from the home and remains with the parent
specified relative.
3. When the infant enters custody of the agency and is placed separately from their teen mother initially, the infant and the
mother may be Basic Title IV-E eligible as determined individually. The infant’s Title IV-E eligibility would be
determined based on their teen mother’s income and resources.
F. Abandoned Children
An abandoned child whose parents are unknown shall be determined state funded using aid code GA01N GAB. This does not
include a parent who leaves a child with a friend or relative and is unreachable, but the identity of the parent is known. In either
scenario, all the IV-E eligibility requirements must be met for a child on whose behalf title IV-E foster care or adoption
assistance is claimed. Determining a child's financial need requires DCF to examine the parents' income and resources. In the
case in which the identity of the parents is unknown, including when a child has been abandoned, DCF will not have any
financial information on which to make an AFDC eligibility determination. The worker cannot presume that a child would meet
the eligibility requirements simply because the child has been abandoned.
5912 Title IV-E Determination for Federal Financial Participation –
Maintenance Funding
A child who is eligible for Federal Financial Participation (FFP) is often referred to as being payment or maintenance eligible. A child
is eligible for Federal Financial Participation (FFP) in the Federal Title IV-E maintenance program if they are determined Basic Title
IV-E eligible, meet specific judicial and placement criteria and are not receiving Supplemental Security Income.
A. Judicial Determination
1. In the first (initial) court hearing authorizing removal, the Judge must find reasonable efforts have been made to prevent
the child’s removal or an emergency existed making it not possible for reasonable efforts to be made. (45 CFR 1355.20)
2. Judicial language related to the reasonable efforts finding is separate from findings related to contrary to the welfare.
3. The finding of reasonable efforts to prevent removal and the language documenting this finding must be in the initial
court order removing the child Effective March 27, 2000, Affidavits and Nunc Pro Tunc are not considered the initial
court order and the findings and language documented in them do not meet the FFP criteria.
4. The language in reasonable efforts to prevent removal must be documented in the initial court order. If the court order
only references the applicable state law absent the language it does not meet FFP criteria. (45 CFR 1356.21)
5. If the initial court order removing the child from home does not include the finding of reasonable efforts to prevent
removal language, the child cannot be FFP (maintenance) eligible during this custody episode except when;
A child placed out of home, then reunified in their parental home six calendar months or longer with continuous DCF custody,
and returned out of home will require a new determination. The six calendar months begins the month following the month the
child/youth returns home. In making this determination, there must be a removal order and a new finding of reasonable efforts
to prevent removal. If this finding is made and documented in the custody order removing the child from the home, the child will
meet requirements for FFP as it relates to reasonable efforts to prevent removal.
B. Placement
A child or youth must be placed in an eligible placement to meet criteria for FFP. An eligible placement is contingent upon the
type of placement and the licensure status. If a child or youth is continuously placed in a licensed home, they remain FFP
eligible for the entire month(s) the home has met full licensing standards. This includes when the home has full licensure only
part of the month. FFP eligible placements shall meet DCF standards and be licensed by the agency.
1. Placements eligible for FFP
a. DCF Licensed family foster home.
i. If the child’s placement is outside of Kansas, their placement must meet licensing standards in
the state the home is located.
ii. This includes adoptive homes post signing of APA and up to adoption finalization if the home
continues to remain licensed.
b. Private Group Home
c. Child Care Facility
d. Shelter Care Facility
e. Secure Care Facility
f. Qualified Resident Treatment Program (QRTP) Facility
g. Publicly operated (by a branch of government) child care facility, licensed for no more than twenty-five
children.
2. Ineligible Placements
a. Medical Facilities
b. Psychiatric Residential Treatment Facility (PRTF)
c. Unlicensed family foster homes
d. Detention facilities
e. Forestry camps
f. Publicly operated child care group homes with more than twenty-five children
g. Training schools
h. Locked and secured facilities used primarily for detention purposes
i. Court ordered placements- Placements where the court directly orders the agency to place the child in a
specific placement.
j. Adoptive placements at finalization
k. Adoptive placements no longer licensed, post signing of APA.
NOTE: Children coming into out of home care who are placed with a parent whose rights had been previously terminated or
relinquished: Title IV-E foster care maintenance payments are available for AFDC-eligible children who have been removed from
their own homes and placed in a foster family home or child care institution. By definition, foster care is provided by someone other
than a biological parent. While a termination of parental rights severs the legal ties between the parent and the child, it does not
change the biological relationship with the child. A child living with his parents would not be considered to be living in a foster
home and, thus, would not be eligible for title IV-E foster care maintenance payments. (Source/Date ACYF-CB-PIQ-89-04
(8/8/89) Legal and Related ReferencesSocial Security Act - sections 472 (a)(2)(A) and (C), 472 (b))
1. AWOL
If a child/youth in the custody of DCF runs or is absent from their placement, the Eligibility Specialist shall continue to
monitor the child’s case for Journal Entries including ongoing agency custody and regular permanency hearings. The
state may claim Administrative eligibility and the child remains Basic Title IV-E eligible while on the run if both six-
month periodic review hearings (ongoing agency custody) and permanency hearings occur as required. The child/youth is
not Title IV-E FFP (maintenance/payment) eligible while on the run.
4. Respite Care
A child or youth remains eligible for Title IV-E FFP when they stay temporarily or short-term in a respite home if the
home is an eligible licensed foster home or facility.
5. Relative placements
The CWCMP case managers may choose a relative placement for the child/youth. Relatives may choose to be approved
by DCF, receive TANF or become payee of the child/youth’s SSI, if receiving benefits. If the relative placement chooses
to be approved by the CWCMP, this does not equate to being a licensed eligible placement. If choosing to become payee
for SSI benefits, the case manager will refer the relative to the Social Security office.
C. Supplemental Security Income
A child’s basic eligibility does not change if or when they become eligible for SSI. If receiving SSI, the child is no longer FFP
eligible. The child is not FFP eligible regardless of who the representative payee is. The monies received on behalf of an SSI
eligible child are used to offset their cost of care.
DCF contracts with Kansas Legal Services (KLS) to apply for SSI on behalf of disabled children entering foster care and not
already receiving SSI. When entering out of home care, the child is referred to a Child Welfare Contract Management Provider.
This Provider refers the child to KLS along with needed background information.
While the child is waiting for the outcome of their SSI eligibility determination, DCF is responsible for their cost of care. The
child is not FFP eligible during this time.
If the child is determined SSI eligible, the agency may receive a lump sum benefit on their behalf. A request from DCF to Social
Security can be made to request back benefits be applied to the child’s cost of care incurred during the application months.
When a court transfers custody between DCF and KDOC-JS, the Eligibility Specialist shall notify any agency from which the
child/youth receives benefits (SSA, VA, etc.) to inform them which agency is now responsible for the child/youth’s placement
and care. If the child/youth is transferring from DCF to KDOC, the Eligibility Specialist shall provide a copy of this notification
to the local KDOC-JS agency.
1. Psychiatric Residential Treatment Facility (PRTF)
a. Eligibility Specialist shall notify the Social Security Administration (SSA) when a child is placed in a PRTF,
acute psychiatric facility or state hospital.
b. SSA will calculate potential benefit reductions while child is in this placement, See PPM 5929.
2. Payee
a. In most cases, DCF is the representative payee for SSI benefits on behalf of a child in Foster Care and placed
out of the home.
b. If a third party is acting as payee on behalf of the child, the third party is responsible for completing and
submitting the Representative Payee Report to SSA.
3. Suspension of SSI Benefits
a. DCF may request a suspension of the child’s SSI benefits for up to one year.
b. SSA must approved the suspension
c. 3rd Party Representative Payees in receipt of SSI on behalf of the child are not considered a suspension of
benefits.
d. During the time benefits are suspended, a child determined basic Title IV- E eligible may resume FFP.
5913 Cases Pending Foster Care Funding Source
Determination
When a child is placed in the custody of the Secretary of DCF for out of home placement, the PPS eligibility specialist
shall determine the correct funding source for their foster care episode. The CPS Specialist is responsible for completing
the PPS 5410 A, which provides information about the AFDC removal home.
The PPS eligibility specialist shall pend the eligibility determination if information regarding the family’s income and resources is not
available or provided at the time of determination. A determination may be left in pending status for up to 30 days to allow time to
acquire documents or information needed.
Enter GA01N PEN as the EP segment in FACTS and KEES for pending cases.
Once all the information is available to accurately determine the foster care funding source, delete the GA01N PEN and enter the
correct funding source beginning with the first date the child entered foster care.
5914 Ongoing Eligibility
The activities explained in this section occur throughout a child’s custody episode and relate to the child’s ongoing eligibility. These
activities affect administrative and payment eligibility for Federal Financial Participation (FFP).
A. Children/Youth determined basic Title IV-E eligible initially continue to be basic eligible throughout their custody episode if
the following criteria continue to be met:
1. The child meets the age requirement for the Title IV-E program as described in Section 5911. When the youth reaches
age 17, documentation regarding school attendance and expected graduation date shall be requested by the PPS eligibility
specialist.
2. The child continues to be in the custody of DCF and placed out of the home. The DCF Liaison shall forward journal
entries documenting continued DCF custody.
B. Placement at home
1. A child is never maintenance eligible when living in the home of their parent.
2. A child is never maintenance eligible when returning to the home of the specified relative from whom they were removed.
C. Returning to the removal home
1. When a child is placed in their removal home after being in out of home placement whether the removal home is a parent
or non-parent specified relative, the child is no longer in Foster Care.
2. When children return to the removal home of a non-parent specified relative but are not identified by the CWCMP as
achieving reunification, eligibility remains open and maintenance eligibility is determined based on the placement.
3. Children returned to a parent or non-parent specified relative and identified as achieving permanency by the Child
Welfare Case Management Provider, are considered reunified and basic and maintenance eligibility ends the day prior to
placement.
D. At Home in State Custody
1. When a child is home longer than six months or released of custody, the child is no longer basic Title IV-E eligible.
a. If a child returns to out of home care in the same custody episode, within six months of being placed at home, the
child retains their initial basic eligibility. Their basic eligibility cannot be changed to basic Title-IVE eligible if
they were not determined basic Title IV-E eligible initially.
b. If a child returns to out of home care after six months and in the same custody episode, the Eligibility Specialist
shall complete a new basic determination. Refer to Section 5911 for criteria in completing an initial determination.
E. Runaway or Absent
If a child is absent from placement or has run away, the child is basic Title-IVE eligible as long as they remain in DCF custody,
six-month reviews and permanency hearings should continue.
F. Judicial
Kansas statute requires judicial findings of contrary to the welfare and reasonable efforts be made; when a child is placed at
home longer than six months, remains in the custody of the agency and re-enters out of home placement. A new petition is not
required, the month in which the notice was provided to the Court is the eligibility month.
1. Emergency Removal
a. If the CWCMP determines the child is in imminent danger and the family is unable to assure the safety of the child,
the child will be removed and the Case Manager will notify the Court by the next working day.
b. The notification to the Court shall include a request for new judicial findings of contrary to the welfare and
reasonable efforts.
2. Non-Emergency Removal
a. When the removal does not require emergency actions, the CWCMP shall provide advance written notice to the Court of
intent to move the child.
b. The notice of intent to move sent to the Court shall include a request for new judicial determinations of contrary to the
welfare and reasonable efforts.
c. Statute allows the Court 45 calendar days from the date of the notice to issue the required Judicial determinations.
d. The Court may respond by setting a hearing no later than 14 calendar days from the date of notice.
e. The Court may issue the judicial determinations without a hearing.
3. Reasonable Efforts to Finalize Permanency
1. Every twelve months the Court must find the agency has made reasonable efforts toward achieving permanency for the
child if the child is to remain maintenance eligible. The DCF Liaison shall forward a copy of Permanency Hearing
journal entries to the PPS Eligibility Specialists to include in their review of ongoing eligibility.
2. If the finding is not made timely, the child’s maintenance eligibility ends the month the finding is due.
3. Maintenance eligibility resumes on the first of the month the findings are made.
4. Eligibility Specialists shall determine how the permanency hearing will be coded in the Kansas Eligibility Enforcement
System (KEES):
a. Permanency hearings with language meeting Title IV-E requirements will be coded in KEES as “PH”.
b. Permanency hearings with language indicating the Judge did not find reasonable efforts will be coded in KEES as
“PH-No Efforts”, resulting in an aid code of “NOS”
c. Permanency hearings where no finding of reasonable efforts have been made (no language in the order), shall be
coded in KEES as “Court Hearing” resulting in an aid code of “NOR”
4. Managing Court Documents
Eligibility Specialists shall enter the following court documents into the Kansas Eligibility Enforcement System (KEES) until
the child’s case is closed:
1. Petition
2. Ex Parte
3. Temporary Custody Order
4. Adjudication
5. Disposition
6. Permanency
7. Review Hearings
8. Parental Rights Terminated
9. Change of Venue
10. Release of Custody;
a. Court documents coded in KEES as “PH” or “Custody Review” will transfer from KEES into the Family and
Child Tracking System (FACTS).
b. FACTS staff will continue to enter all other court orders which do not transfer from KEES.
c. Eligibility Specialists shall journal receipt of court documents in KEES if received after the eligibility case has
closed.
d. Journal Entry releasing the child from custody of the State must be journaled to the case in KEES.
5915 Eligibility Desk Review at Case Closure
When closing a child’s eligibility, a desk review of ongoing maintenance eligibility shall be reviewed to ensure all months of eligibility
since the initial determination are accurate.
Document all factors have been reviewed by creating an entry in the KEES Journal for this child’s case.
A. Review age of the child
B. Permanency Hearings were timely
C. Placement eligibility
D. SSI eligible time frames
5917 Foster Care General Assistance (GA-FC) Funding
Source
When a child is determined ineligible for Federal Title IV-E funding, their cost of care and expenses while in foster care are paid
through State general funds. Eligibility Specialists shall ensure annual reviews are completed from the date of initial eligibility
A. Child not eligible for Federal Title IV-E funding.
1. Child’s cost of care and foster care expenses are paid through State general funds.
2. Eligibility is documented in the Kansas Economic Eligibility System (KEES).
3. The reason the child is not eligible for Title IV-E funding is to be recorded in the KEES journal.
B. Desk Review.
1. Reviews are to be completed annually based on the child’s date of initial eligibility.
2. Documents the child is still in state custody and continues to be placed out of the home.
3. Case reviews are completed each time Eligibility Determination and Benefit Calculation (EDBC) is run for the Foster
Care program in KEES.
4. If EDBC is not run for 12 months a review task is generated.
5. The PPS Eligibility worker is to run EDBC for the review and document the review in the KEES journal.
5918 Medicaid Requirement for Children in Out of Home
Care
Children who are in the custody of DCF, KDOC-Juvenile Services or Tribal Authority and removed from their home are eligible for
Foster Care Medical assistance up to the age of 21.
Eligibility
1. Children in Foster Care and children receiving Adoption Support are exempt from the citizenship and identity requirements of
Medicaid eligibility.
2. Medicaid eligibility is based on the child’s custody and removal status making them a family unit of one.
a. For children to be determined Title IV-E eligible, citizenship requirements in PPM 5911, C2 must still be met.
Placement
1. Placements ineligible for Medicaid:
a. Detention Center
b. Juvenile Correction Facility
c. Jail
d. Sanction House
2. A hospital is considered a Medicaid eligible placement when a child in a hospital is placed in custody and is expected to be
placed out of home when discharged.
Opening Medical
a. The Eligibility Specialist shall open a medical block in the Kansas Eligibility Enforcement System (KEES).
b. If the child is currently open for medical in KEES, the Eligibility Specialist is to verify a task was generated for the
Clearinghouse. This will allow the Clearinghouse to close their medical case and allow the child to receive Foster Care
Medicaid benefits. If a task is not created in KEES the Eligibility Specialist is to complete a Contact Log notifying the
Clearinghouse Foster Care Medical has been established.
c. The out of home provider shall receive a Letter of Coverage when a child is placed in their care. This Letter provides the
child’s Medicaid ID number and assigned Managed Care Organization (MCO) for medical providers to use until the out
of home placement receives the child’s medical card.
NOTE: Selecting the Custody Authority on the Foster Care Eligibility Determination page allows EDBC to generate the correct
medical aid code. This selection generates the aid code when EDBC is run for the Medical program block and prompts the
interchange Medicaid Management Information System (iC MMIS) to reflect the correct population code for budget purposes. This
coding also assures the correct custody authority is charged for Medicaid paid placements by the iC MMIS system.
Medicaid Coverage at Reunification.
1. When a child is reunified, their Foster Care Medicaid eligibility ends. This includes children returning from out of home
placement to their adoptive parents. Exceptions to this include:
a. Children covered through an adoption Subsidy Agreement
b. Extension – approved by the Regional PPS Program Administrator
c. Extension – approved by the Director of PPS
d. Extension – approved by the KDOC Juvenile Services Administrator
2. If a child in the custody of DCF is denied Medicaid coverage by the Clearinghouse, the CPS Specialist shall forward written
documentation of continued need for medical coverage to the Regional PPS Foster Care Administrator for approval. The
approval for an extension and the documentation shall be forwarded to the PPS Eligibility Specialist.
3. If a child in the custody of KDOC is denied Medicaid coverage by the Clearinghouse, the case manager shall forward the denial
and written documentation supporting continued need for medical coverage to the Juvenile Services Administrator. KDOC-JS
works with KDHE to reinstate Medicaid medical claims denied by MMIS. The approval for an extension and the supporting
documentation shall be forwarded to the eligibility specialist.
a. Extensions may be approved by administrators for up to six months.
b. Extension needed beyond six months must be requested from and approved by the Director of Prevention and Protection
Services or designee.
4. If the child continues to need medical treatment and the parent(s) cannot pay, the following steps are taken:
a. In the case logging, there shall be documentation supporting the need for continued medical treatment and information
regarding the lack of medical care being a barrier to reunification.
b. Parent(s) or relative must apply for medical coverage on behalf of the child through the Clearinghouse if the child is not
covered by private medical insurance.
i. The application should be sent to the Clearinghouse on the day the child is reunified.
ii. If the child has an urgent medical need, it shall be noted on the front page of the application.
c. To expedite the Medicaid eligibility determination, the following documentation must be submitted with the application
sent to the Clearinghouse.
i. Proof of citizenship
ii. Proof of identity
iii. Proof of income
iv. Proof of other health insurance (if applicable)
5920 Purchase Limitations and Guidelines for Medicaid
Medicaid pays for eligible services furnished by enrolled providers.
A. Kan Be Healthy (KBH) is the name for the federally mandated Early and Periodic Screening, Diagnosis Treatment (EPSDT)
program in Kansas. Details on the Kan Be Healthy program are located on the Kansas Department of Health & Environment
website at kdheks.gov.
1. KBH is a preventative health screening program for Medicaid eligible children under the age of 21
a. A KBH screen includes a vision and dental check.
b. Children whose KBH screenings are current are eligible for expanded Medicaid services.
c. Children in the custody of DCF or KDOC-JS shall receive timely KBH screenings (screen dates can be reviewed in
MMIS)
B. Services Delivered Outside of Kansas
1. May require prior authorization
2. May have a limited geographical area in which services may be delivered to qualify for payment.
a. This is more prevalent in border cities (Kansas Medical Services Manual)
C. Third Party Liability (TPL)
1. If the child is receiving services through DCF or KDOC-JS and has other health insurance, PPS Eligibility Specialists
will enter the third-party insurance information into the Kansas Eligibility Enforcement System (KEES).
2. Third-party insurance information is sent from KEES to the Medicaid Management Information System (MMIS) via an
interface.
3. Medical providers must first bill other health insurance before they can bill Medicaid.
4. If third-party insurance ends, the information should be updated in KEES.
D. Payment for Services
1. Medicaid pays for eligible services furnished by enrolled providers.
2. Each MCO has different providers in their network and payment rates vary by MCO.
3. Specific services covered, prior authorization requirements, and the proper payment rate are established by the Kansas
Department of Health and Environment (KDHE). KDHE reviews and adjusts rates periodically.
4. At times payment is determined on a case by case basis.
E. Denied Claims
1. When DCF is notified medical claims for a child in custody have been denied and eligibility is in the MMIS, DCF
contacts the MCO to request an investigation.
2. If the expense is a non-eligible expense the claim should be submitted to the CWCMP for payment.
3. If the youth is in KDOC custody, KDOC-JS works with the Department of Health Policy and Finance to reinstate
Medicaid claims denied bythe iC MMIS system.
5921 Dependent Children of Minor Mothers
Newborns of mothers currently receiving foster care Medicaid benefits are eligible for Medicaid benefits under the newborn provisions
of KFMAM 2222.04. Unless the newborn is also in foster care, it is the responsibility of Clearinghouse staff to establish Medicaid
coverage for the newborn child.
The newborn child is always entitled to a Medicaid card in the month of birth in these instances. This is true even if the newborn does
not physically reside with the mother following the birth. A new application is not required to be filed on behalf of the infant to provide
either coverage in the month of birth or continuing coverage if the child continues to live with the mother. Effective the month
following the month of birth, coverage will continue if the newborn is residing with the mother in foster care. This is true even if the
mother is no longer eligible for Medicaid coverage. If the child is not living with the mother, the current caretaker of the newborn child
must file an application for medical assistance to continue beyond the month of birth.
The placement in which the mother and child reside must be a Medicaid eligible placement.
When a child in foster care gives birth:
The PPS worker shall notify KanCare Clearinghouse staff of the newborn’s birth. Clearinghouse staff may receive the notification
from another source, such as the hospital, Managed Care Organization (MCO), through claims submitted to the MMIS or other
reliable source. These same policies apply regardless of the source of notification. A new case must be opened with the mother in
foster care as the primary individual (PI) on the case. Medicaid coverage shall be provided on the MP program
Upon notification of the child’s name, date of birth and gender, Medicaid coverage shall be established for the month of birth and
continue through the month the child turns one. If the newborn’s name, date of birth and gender are unknown, coverage is only
provided for the month of birth. If the identifying information is later obtained prior to the month following the child’s first birthday,
the coverage can then be established for the entire continuous eligibility period.
Newborn Request Notices are generated by Medicaid when PPS fails to have KanCare Clearinghouse open the infant of a foster child
MP immediately. This happens when the infant is taken to a medical appointment using the mother's medical card. Medicaid denies
the claim because the infant must have his/her own medical card. Federal regulations require that newborns of children in foster care
be given their own Medicaid ID number during their birth month in order to avoid Newborn Request Notices.
When a Newborn Request Notice is received, EES Administration staff notifies PPS Administration, requesting that the regional PPS
follow up to ensure the infant has coverage.
5922 Waiver Information
Children entering foster care or receiving ongoing foster care and/or adoption services may have special needs.
A. Home and Community Based Services (HCBS) Medicaid waivers
1. Implemented to provide services beyond what is generally covered by Medicaid.
a. Children’s residential services for youth on the DD waiver receiving Adoption Subsidy Medical.
b. Supportive home care
c. Adaptive equipment
2. Designed to prevent children with special needs from being placed in an institution or state hospital.
B. Waivers available for youth in foster care or adoption
1. Autism – HCBS/AU
2. Physical Disability – HCBS/PD
3. Intellectual/Developmentally Disabled – HCBS/IDD
4. Technology Assisted – HCBS/TA
5. Traumatic Brain Injury – HCBS/TBI
6. Serious Emotional Disturbance – HCBS/SED
For more information on waiver eligibility and services see the Kansas Department on Aging and Disability Services (KDADS)
website at http://www.kdads.ks.gov/commissions/home-community-based-services-(hcbs).
C. Child Welfare Contract Management Provider
1. Refer children with special needs under their case management to the appropriate community resource for evaluation.
a. HCBS/AU – KVC
b. HCBS/PD – Aging and Disability Resource Center (ADRC)
c. HCBS/IDD – Community Developmental Disability Organization (CDDO)
d. HCBS/TA – Children’s Resource Connection
e. HCBS/TBI – Aging and Disability Resource Center (ADRC)
f. HCBS/SED – Community Mental Health Center (CMHC)
2. Participate in and support the waiver plan of care.
3. Coordinate services to the child.
D. Eligibility
1. Children placed in foster care are eligible for waiver services, unless they are in one of the following placements:
a. Psychiatric residential treatment facilities (PRTF)
b. State hospitals
c. Group Boarding homes
d. Correctional facilities
e. Detention facilities
f. Institutions
g. Residential Centers/Shelters
h. Qualified residential treatment programs (QRTP)
E. ES-3160 Notification of HCBS or Working Healthy Services Referral/Initial Eligibility/Assessment/Service Information
1. The assessing entity completes the ES-3160 and forwards the form to the KDADS program manager or KanCare.
2. The KDADS program managers for the following waiver types are required to complete the ES-3160 prior to sending to
KanCare.
a. HCBS/PD
b. HCBS/IDD
c. HCBS/TBI
3. KanCare scans the document to the case in ImageNow and sets a LTC Communication task assigned to the correct
regional PPS queue.
4. PPS Eligibility staff process the waiver information in KEES.
5. PPS Eligibility staff complete Section V of the ES-3160 and image the completed form to case in ImageNow.
6. The completed ES-3160 form is sent to the assessing authority, the Managed Care Organization (MCO), and the KDADS
program manager as required.
F. ES-3161 Notification of KanCare, HCBS/MFP Changes and Updates
1. Sent to KanCare when there is a change in waiver services.
a. Change in service provider
b. Change of address or phone number
c. Termination of waiver
2. KanCare scans the document to the case in ImageNow and sets a LTC Communication task assigned to the correct
regional PPS queue.
3. PPS Eligibility staff take appropriate action on the reported change.
4. When a youth in foster care enters an ineligible placement (PRTF, state hospital, group boarding home, correctional
facility, detention facility, institution, residential center/shelter, or QRTP) and waiver services must be terminated PPS
staff end waiver services in KEES, complete Section I and Section II of the ES-3161 and scan the document to the case in
ImageNow.
5. PPS staff send the completed document to the assessing authority and the MCO.
G. The HCBS service provider is to adhere to the HCBS regulations and person-centered service plan.
H. DCF PPS Medicaid Liaison will monitor continued eligibility of youth receiving HCBS through monthly reports.
I. When the child is no longer eligible for foster care or adoption medical.
1. PPS staff discontinue medical coverage in KEES.
2. PPS staff refer the family or individual to apply for Medicaid with KanCare.
3. PPS staff complete Section I and Section II of the ES-3161 and scan the completed document to the case in ImageNow.
4. PPS staff send the completed ES-3161 to the assessing authority, the MCO, and the KDADS program manager as
required.
J. When a child or youth receiving HCBS services is placed in foster care, the PPS Eligibility Worker is to reach out to determine
if HCBS is to continue and cc: the DCF.PPSMedicaidAssistance@ks.gov email box.
5924 Children Entering Foster Care with KanCare 21
Coverage
When a child receiving KanCare 21 comes into foster care, PPS staff shall notify the HealthWave Clearinghouse to request closure of
the child's KanCare 21 case. The Clearinghouse will close the KanCare 21 case as soon as allowable under their rules.
To identify that a child is on KanCare 21, go to the KAECSES MEBH screen and look for a Medical subtype of 'T5', 'T6', or 'T7'
under the MP program.
When a foster child returns home, the caretaker should be informed the child may be eligible for KanCare 21. Coordination between
PPS and KanCare 21 Clearinghouse staff is essential to ensure that the Foster Care case closure coincides with the effective date of
KanCare 21. PPS staff may extend Medicaid coverage while the application for KanCare 21 is pending, up to 60 days prior to the
effective date of KanCare 21.
5925 Child Support Services (CSS)
CSS is charged with the responsibility of seeking child support for children in the custody of the state in an out-of-home
placement.
A. Referrals to CSS
Parents of children who are in the custody of the state in an out-of-home placement must be referred to CSS.
Referrals are accomplished via the KAECSS system. Each parent shall be listed on the CHSE screen. The
narrative section on the CHSE screen shall note the child was removed and the initial type of placement.
Notifications of Changes in Status. Inform CSS of changes in the child and family's status. PPS must notify CSS through
KAECSS of the following:
1. Change in Placement: When children in out- of -home care change placements, CSS is to be notified. This includes
moves to a non-parent relative, a correctional or State Hospital placement. It is not necessary to inform CSE regarding
moves from foster home to foster home.
2. Return Home: CSS shall be notified when a child returns home so that they can stop any subsequent child support debt
accrual. CSS will continue to contact the parent for any arrearage owed.
3. Change in Legal Status: CSS shall be notified immediately of changes in legal status, especially if parental rights are
terminated.
B. Exempt Referrals to CSS
Children who meet both of the following criteria are exempt from referrals to CSS. CSS shall be informed of the
exemption on the CHSE screen. (See KCSEM 2520)
1. Adopted through DCF.
The child is coming into foster care from the home of adoptive parents who adopted through DCF.
2. Special Needs
Prior to adoption, the child met the definition of a special needs child and PPS staff believe the events that led to the
placement in foster care are attributed to the child's special needs. If the placement in foster care is due to the action(s) or
inaction(s) of the adoptive parent(s), the case may be referred to CSS.
3. Good Cause.
In rare instances, PPS may determine that a parent has good cause for refusing to cooperate in establishing paternity and
securing support payments. The CPS Specialist has the responsibility to determine the validity of good cause and to
document the same. CSS shall be informed of the good cause.
5926 TAF Eligibility for Dependent Children
A minor mother cannot apply for TAF for the care of her dependent child. A person having parental control over the minor mother in
foster care must apply for the infant's TAF. This may be the foster parent or relative provider. Group facilities cannot apply for TAF
on behalf of a child. The Foster Care Child Welfare Contract Management Provider must meet the infant's financial support needs
when the mother and child reside in a group facility.
If the mother in foster care and her child live in a placement that is not eligible to receive a Title IV-E payment because the placement
is federally funded (i.e., Job Corps, alcohol and drug treatment), the teen mother may apply for the infant's TAF, only if she is 18 years
of age or older.
If the child is in an independent living setting, the child can apply on their own behalf.
Eligibility Ceases Upon Separate Placements
If the dependent child is placed in DCF custody or separated from the minor mother in foster care, the dependent child shall have
eligibility determined for IV- E and Medicaid. Upon custody and separation removal occurs from the parental home.
5927 WARDS – Possible Eligibility for Outside Benefits
Youth who are in the custody of the Secretary for placement receive, or may be eligible for, various benefits. DCF can initiate
procedures with appropriate agencies to help clients receive benefits, and/or request to become payee of these benefits to help with the
client’s cost of care. When DCF becomes payee, these benefits are managed through the WARDS system. WARDS is a database; the
system was named WARDS due to children in foster care being wards of the State. See the WARDS User’s Manual, located in the
help menu of the WARDS application, for detailed system instructions.
A. Types of Benefits
Following is a list of benefits for which a client in custody, in out-of-home placement, may be the beneficiary, and for which
DCF can request to be made payee. The two or three letter acronyms starting each benefit type below are the acronyms used in
the WARDS system.
1. SSA (Social Security Act benefits, officially named Retirement, Survivors, & Disability Insurance benefits) is income for
the child generated from a disabled, retired, or deceased parent. Children receive primarily SSA survivor and disabled
parent benefits. Social Security refers to these benefits as Title II (2) benefits.
2. SSI (Supplemental Security Income) is income received for the child due to being financially needy, blind, or disabled
including behavioral and emotional disabilities. Social Security refers to these benefits as Title XVI (16) benefits.
3. VA (Veterans Administration) benefits are received by youth when a parent is an eligible veteran receiving a VA benefit.
4. RR (Railroad) benefits are received by youth when a parent is eligible for railroad benefits.
5. OTH (Other) benefits may include, but are not limited to, retirement, disability, or survivor benefits from a private
source.
B. Applying for Benefits
When it appears a child might be eligible, but is not currently receiving, one of the benefits listed above, the PPS or Child
Welfare Case Management Provider staff shall apply for benefits on a child's behalf. Following is contact information for the
major benefits for which clients may be eligible.
1. Applying For SSI.
a. Child Welfare Case Management Provider (CWCMP) staff refers the child to Kansas Legal Services (KLS)
for SSI consideration by filling out the Disability Determination referral form, Appendix 5U. Each region’s
Program Administrator has a listing of KLS contacts. The referral should be sent to the KLS office that
serves the child’s county of jurisdiction, which is not always the same as the county of residence. The
CWCMP staff shall provide a copy of the completed Appendix 5U form to the WARDS worker.
b. Upon receipt of the completed Appendix 5U form, the WARDS worker shall inform the PPS Eligibility
Worker that an application for SSI benefits has been submitted. If the client is IV-E eligible, the Eligibility
Worker shall change the client’s payment eligibility to state funded, keeping administrative eligibility IV-E.
Refer to PPM 5912.C for more details.
c. The CWCMP staff shall send a completed copy of Appendix 5U to the regional DCF office WARDS
worker.
d. KLS will obtain the required signatures for the "Authorization of Release of Information" on the Disability
Determination referral form, Appendix 5U, and request an appointment to review the file with the CWCMP
staff. KLS may request all relevant medical information from the child's case file be mailed to KLS if travel
to the file is not possible.
e. KLS submits an application to the Social Security Administration and informs the CWCMP case manager
who requested the referral and the WARDS worker of Social Security’s decision. If PPS is informed of the
decision directly from Social Security, the WARDS worker shall notify KLS and the CWCMP case manager
of the decision.
f. Appeals for denied SSI applications are also managed by KLS. If KLS determines it is not prudent to pursue
an appeal, KLS will notify through e-mail the regional PPS program administrator. The regional PPS
program administrator or designee will reply within 30 days as to whether PPS accepts the determination not
to pursue an appeal or would prefer KLS continues with an appeal, giving justification for that preference.
Children and young adults age 18-21 not in DCF custody eligible for Independent Living Services or Family Services can also
be referred to Kansas Legal Services. The PPS Independent Living Coordinator or designee responsible for making the KLS
referral shall complete the Appendix 5U form.
2. Applying for Veteran Benefits
Contact the Veteran’s Administration (VA) at 1-800-827-1000 to see if the child is eligible for Veteran’s benefits. The
veteran’s social security number is required in order for the VA to do a search.
3. Applying for Railroad Benefits
Contact the U.S. Railroad Retirement Board at 1-877-772-5772 to see if the child is eligible.
C. Becoming Payee
When it is determined a foster child on a new or existing case is receiving benefits as described in 5927.A (above), the WARDS
worker shall assess whether DCF should request the agency become payee.
1. When Not to Be Payee for SSI Benefit:
If the child’s placement costs are under the SSI rate and the child is in a stable placement, then DCF should not request to
be made payee. Typically, rates for placement with a relative, non-related kin, or basic family foster home are below the
SSI rate. Let Social Security know the child is in DCF custody and out-of-home placement but due to their current cost
of care, DCF does not wish to be made payee. Do this communication via Government to Government Services Online
(GSO), using the PPS-5928 form.
If Social Security should later contact the WARDS Worker saying the child’s benefit will be suspended because no one
will be payee of the benefit, then DCF can agree to be payee.
2. When to Become Payee:
a. The CWCMP or DCF Foster Care Liaison have reason to believe the placement should not be Payee.
b. The child’s placement cost meets or exceed the SSI rate.
Following are contact numbers and the information to be provided to each of the major benefit agencies.
DCF prefers benefits are direct deposited, but paper checks can also be received. DCF direct deposit
numbers and DCF Payable’s mailing address are listed in 5927.D (below).
3. Becoming Payee of:
a. Social Security Benefits (SSI or SSA)
Contact your local Social Security office and provide the child’s name, SSN and DOB, and date child began
DCF custody. Inform Social Security the client is state funded. Benefits are to be made payable to:
Children and Family Services for (child’s name).
b. Railroad Benefits – Call the U.S. Railroad Retirement Board at 1-877-772-5772 to request to become
payee.
c. Veterans Benefits - Veterans Administration Form 21-4138 needs to be completed with the following
information. The form is located at http://www.va.gov/vaforms/ . For more information on completing the
form, see the WARDS User’s Manual located in the help menu of the WARDS application.
D. Direct Deposit or Paper Checks
DCF prefers that benefits are direct deposited, but paper checks can also be received.
1. Direct Deposit
Have direct deposits go to: Capitol Federal
Routing # 301171285
Account # (see below)
There are three accounts managed within WARDS. Each has a different account number. Contact the PPS Administration
WARDS System Administrator, the Benefit Payee Program Manager, or WARDS Finance Manager for the actual account
numbers. You will need to supply both the routing number and account number to set up direct deposit.
2. The three separate bank accounts involved are:
a. non-RD (non Regular or Dedicated) - Veteran Administration, Railroad, and all other benefits are deposited into
this account.
b. Dedicated Account – Large SSI lump sum deposits that Social Security designated as needing to be deposited into
a dedicated account go here.
c. Regular Account – SSI and SSA benefits are deposited into this account.
1. Paper Checks
Have paper checks sent to:
(This includes paper benefit checks received in the local DCF office.)
WARDS Accountant
DCF - Payable Division
555 S. Kansas Ave.
Topeka, KS 66603
E. Setting up a WARDS Financial File and Case
1. The DCF WARDS worker shall establish a separate financial file to contain all transactions pertaining to the WARDS
accounts. Maintaining this file is important to the agency to prove accountability to the child, the Secretary of DCF, and
an auditor. The file shall contain, but is not limited to:
a. All communications from the agency issuing the benefit.
b. All communications from DCF, including e-mails, letters, or phone calls documented in a log note.
c. Log Notes – System actions such as approving/disapproving deposits and expenses are automatically logged in the
WARDS system. WARDS workers shall use the system’s logging function to record other transactions with the
WARDS accounts such as telephone calls. Log notes do not need to be printed routinely; printing of log notes
may be saved for audits or the worker’s use.
d. Original or copy of receipts for purchases made with WARDS dollars. Purchases over $100 must have a receipt
in the WARDS file. These receipts can be obtained through the CWCBS contractor.
2. When the DCF WARDS worker is notified DCF will be made payee of a benefit the worker shall enter the beneficiary’s
identifying information in WARDS on the Maintain | Client screen. Refer to the WARDS User’s Manual, located in the
help menu of the WARDS application, for details. Should PPS Administration receive information about a beneficiary
before the regional office, the WARDS Accountant may have already entered the client information; the WARDS
Worker shall confirm the information entered is correct.
5928 WARDS - Benefits from Social Security
Administration
This section deals with managing Social Security benefits. Social Security benefits have special rules and procedures.
A. Communicating with Social Security Administration
1. GSO (Government to Government Services Online) – Once DCF is payee, communication with Social Security
Administration is primarily done through an online system managed by Social Security called GSO
http://www.socialsecurity.gov/gso/gsowelcome.htm. Contact the WARDS Administrator at PPS Administration to have
an application submitted for a GSO userid and password. The DCF eData Reporting Form (PPS-5928) is the document
used to submit information to Social Security through GSO.
2. Telephone - Workers shall telephone Social Security with problems or questions or when the subject is not contained on
the DCF eData Reporting Form (PPS-5928).
B. Mandatory Reporting of Changes to Social Security
When DCF is payee of Supplemental Security Income (SSI) or Social Security Act (SSA) benefits, regional office staff shall
contact Social Security, via GSO and form PPS-5928 by the 10th of the following month, when any of the following occur:
The beneficiary:
1. dies;
2. moves (any placement change);
3. marries;
4. starts or stops working
5. has ongoing earned income;
6. has a foster care eligibility funding change;
7. drops out of school;
8. will turn 18 in the next 6 months;
9. is imprisoned;
10. is adopted (adoptive placement agreement signed or finalized);
11. no longer needs a payee; or
12. is released from DCF custody.
3. Lump Sum Benefits
Lump sum benefits are often received from Social Security for past benefits owed to the child or because the last payee saved
some of the benefit they received and returned it to Social Security. There are different ways to handle a lump sum benefit.
1. Dedicated Account: Some lump sum benefits will be designated as needing to be put in a dedicated account. Social
Security will inform DCF by letter when this is needed. Inform Social Security of the routing and account number for the
WARDS Dedicated Account (contact PPS Administration WARDS System Administrator for assistance). Monies placed
in the dedicated account do not count toward the child’s SSI $2,000 balance limit.
2. Multi-Month Distribution of a Deposit: Other lump sum amounts not designated as needing to be in a dedicated account
can be applied to expenses spanning several months. Since DCF uses the Social Security benefit to reimburse ourselves
for the client’s cost of care, DCF is seen as a payee and a creditor. A creditor payee must obtain Social Security’s
approval prior to using lump sum benefits for self-reimbursement. (SSA POM Section GN 00602.030.) The GSO
communication system and form PPS-5928, GSO Reporting Form, are used to request a multi-month distribution of a
lump sum deposit. See instructions for Form PPS-5928 for details.
D. SSI While in Medical Placements
Youth placed in a State Hospital, Institution, or residential treatment facility (PRTF) receive a reduced SSI payment of
$30.00per month. The reduced rate starts the first full month in one of these medical placements. The month the client is
admitted (a partial month) PPS can receive the entire benefit. The $30 is provided for the child's incidental expense for the
month. Social Security must be notified, using GSO and form PPS-5928, when a youth enters and leaves a medical-type
placement so the benefit can be adjusted. When in a medical placement for an entire month, if the SSI benefit is received by
DCF at the full amount, the worker shall approve only $30 of the benefit. Refer to the help menu of the WARDS application for
details on approving deposits in WARDS.
E. SSI Balance Limits
Clients lose SSI eligibility if their resources are over $2,000. Resources for SSI purposes would include the total of balances in
their regular and non-RD WARDS accounts (the “non-RD” account is where non-social security benefits are held). A balance
in the dedicated account (lump sum benefits Social Security labels as “dedicated” are held in the dedicated account) do not
count towards the $2,000 limit. If a client’s WARDS balance is approaching $2,000, regional office staff shall reduce the
balance by deciding how to spend the money based on the needs of the client. Refer to PPM Section5929 for information of how
benefits can be spent. Refer to PPM Section 5928.Efor information on PASS, an option to consider when the SSI client has no
unmet needs so benefits cannot be spent down.
A report in WARDS called Balance Range (Reports |Clients | Client Balance Range) shall be run anytime a worker wants to
know the balance of a client. The WARDS Finance Manager in PPS Administration runs this report monthly for clients who
receive SSI and sends a copy to Social Security Administration and to each region.
Notify Social Security, using GSO and formPPS-5928, when a client’s account balance is:
1. Between $1,250-$2,000 – add a comment to formPPS-5928 that Social Security will be contacted next month if the
balance is not spent down.
2. Over $2,000 – add a comment to form PPS-5928explaining when the balance will fall under $2,000. Having the account
over the limit may cause benefits to be suspended; Social Security will make that decision. If benefits are suspended,
Social Security will let you know what needs to be done to reactivate the benefits once the WARDS account balance is
back under the limit.
F. Conserving Funds
There are two ways to save Social Security benefits for a need of the beneficiary.
1. PASS (Plan for Achieving Self-Support) for Clients with SSI Balances
a. Qualifying
A PASS plan is appropriate when the following conditions are met:
i. The client receives an SSI benefit; and
ii. The client has all needs met; and
iii. Their WARDS balance will exceed the $2,000 limit within 90 days; and
iv. The client has a plan for their future (i.e. attend college or start a business).
Money put into PASS is not considered as a resource when determining a client’s eligibility for SSI. Should a youth’s
resources exceed $2,000 their SSI benefit could be suspended which results in a loss of benefit for the youth. More
information about PASS, and how to apply for it, can be found athttp://www.ssa.gov/pubs/11017.html. The WARDS
worker shall initiate discussions regarding a PASS with the DCF IL Coordinator and the CWCMP. The DCF IL
Coordinator shall complete the needed form and documentation, making sure the WARDS worker has copies of
anything submitted to Social Security.
b. If Approved
If the PASS is approved the WARDS worker shall do the following:
v. Indicate on the Maintain | Clients screen the approved amount under SSI “Maintain Minimum Balance”.
This will prevent the WARDS system from using up to that approved amount to reimburse the agency for
cost of care.
vi. Send the request to the WARDS Finance Manager in DCF Payables when the PASS funds are needed by the
client for their intended purpose.
vii. Reduce the amount listed on SSI “Maintain Minimum Balance” by the amount of the purchased item.
1. Minimum Balance” for Clients with SSA Balances
Applying a “Maintain Minimum Balance” to a client’s SSA account in WARDS means that up to the amount determined
for the identified need will not be used to reimburse DCF for expenses incurred while the client is in DCF custody. The
reason for conserving funds needs to be carefully evaluated by the WARDS worker and the regional program
administrator to determine if this is in the best interest of DCF and the youth in DCF custody.
A. Qualifying
i. The client receives Social Security Act (SSA)benefits and no SSI benefits; and,
ii. This need cannot be met through any other source.
B. Procedures
i. Documentation - The WARDS worker shall obtain in writing from the region’s program administrator
approval to conserve funds in WARDS. This documentation shall be kept in the WARDS financial file.
ii. Maintain | Client Screen - On the Maintain | Client screen in WARDS, enter the amount to conserve as a
“Maintain Minimum Balance” for SSA. DCF will not be reimbursed until this dollar amount is achieved in
the WARDS account.
iii. E-Mail the PPS Administration WARDS Finance Manager with expenses as they are needed for
disbursement from the WARDS conserved funds.
iv. Reduce the amount listed on “SSA Minimum Balance” by the amount of the purchased item.
G. Annual Accounting to Social Security Administration (Representative Payee Report)
When DCF is payee of a child’s social security benefit, Social Security will mail yearly to DCF a Representative Payee Report
which is filled out with the assistance of the Rep Payee Report in WARDS (refer to the help menu of the WARDS application
for instructions on how to run this report). DCF shall use Social Security’s on-line reporting site whenever possible to answer
the questions asked on the Payee report. If the site is not available or attachments need to be sent with the report to explain
certain answers, the Representative Payee Report shall be mailed in the envelope provided by Social Security.
Social Security’s on-line reporting site can be found at http://www.socialsecurity.gov/payee/form/index.htm. Each DCF
WARDS worker completing payee reports shall access the site and register for a userid and password. This userid and password
are then used on the site to submit answers to Representative Payee Reports.
Please note that the on-line reporting site is different from the GSO account mentioned in PPM5928.A.1.
5929 WARDS - Benefit Management
This section contains information regarding events occurring while DCF is payee of a foster child’s benefit. The DCF WARDS
worker shall be familiar with the following information.
A. Approving Deposits and Expenses
1. Guidelines for Approving Deposits
DCF is eligible to receive a benefit deposit if the child was in DCF custody in an out of home placement at any time
during the month. The following guidelines apply for determining how much of a benefit deposit can be approved.
a. Return Home: for the month a child returns home DCF Regional Office staff shall approve the entire benefit
deposit for the month. Any benefit deposits received for months following a return home shall be disapproved.
b. PRTF: If a child is placed in a PRTF for the entire month, the state is only allowed to approve $30 of the deposit
for an SSI benefit. Other benefit types (SSA, VA, RR, etc.), do not have this limitation.
c. APPLA: Youth who achieve permanency through APPLA are also released from custody. Any benefit deposits
received the month of release shall be completely approved; any benefit deposits received the month after the
release from custody shall be disapproved.
d. Detention & AWOL: For SSI and SSA benefits, consult the local Social Security (SS) contact to determine if
benefits can continue to be received. In some instances, social security benefits may continue while the child is in
detention or is AWOL to be conserved for the child’s return. Other benefits (VA, RR, etc.) can continue to be
approved.
e. Adoption subsidy pre-finalization:
i. For SSI benefit with IV-E funded adoption subsidy ONLY: Concurrent receipt of IV-E adoption assistance
and SSI is permissible. Social Security will reduce the SSI amount by the monthly subsidy payment. The
new adoptive parents may request to be payee.
ii. For all other benefit types (SSA, VA, RR, OTH): The new adoptive parents may request to be payee of the
child’s benefit. If they choose to become payee, all Social Security deposits received after their request
becomes effective should be disapproved and returned to Social Security or returned to the adoptive parent if
the benefit is VA, RR, or OTH. A partial month offset may be approved from the deposit if the request
became effective in the middle of a month.
f. Death: In the case of death, an SSI check is payable for the month of death; any SSI checks received following the
month of death shall be disapproved. For non-SSI beneficiaries, no check is received for the month of death, even
if the child dies on the last day of the month. Disapprove any check received for the month of death or later for non-
SSI benefits.
1. Guidelines for Approving Expenses
Expenses shall be approved as long as the service occurred, the number of units agrees with acknowledgements received
from the contractor, and the cost seems reasonable— ‘reasonable’ meaning the cost is within a few dollars of the rate
listed in the Handbook for Client Purchases (see PPS website). The system automatically considers whether an expense
exceeds the amount of SS benefit for the month in order to allow or disallow the expense to be reimbursed to DCF. The
following guidelines apply when approving expenses in WARDS.
a. Determine whether the cost is listed accurately: The cost listed in WARDS is what the contractor had to pay for the
expense. This varies by contractor. If an expense seems unreasonably low or high (consult the Handbook for
Client Purchases on the PPS web site for suggested rates), contact the contractor to confirm the cost they submitted
is accurate. Give them the service ID of the expense in question so the contractor can easily identify which expense
is in question.
b. No expenses displayed: If expenses are not showing up for a child, check the following:
i. Has an initial deposit for the child been approved? Approving the first deposit of a child’s WARDS account
allows expenses to be loaded.
ii. Is there an approved deposit for the time period in question? Only expenses involved in the service dates of
an approved deposit will appear in WARDS.
iii. Do the Rep Payee start/end dates (on the Maintain | Clients screen) include the months missing from the
expense page? The Rep Payee start/end dates indicate when a case is active; even if a deposit is approved, if
the Rep Payee dates do not include the deposit’s service month(s), the expenses will not load.
c. Medicaid Paid Placement – PRTF or Other: Medicaid paid placements usually have no direct expense to the
contractor so the cost is usually zero. Approve expenses with 0 as an amount if the placement matches what was
reported on the Acknowledgment form (PPS 5120 form).
1. How to Fix an Expense
The services seen in WARDS are actually encounters stored in SCRIPTS received from contractors. Each encounter has
a unique identifying number called a service ID. Once a service ID is loaded into WARDS, it does not receive any
updates. If the contractor sends SCRIPTS a correction, it will not be reflected in WARDS. If an expense needs changed,
there are two options:
a. Approve the expense, adjusting the rate so it matches up with what the expense should have been. Document in the
logs what the expense should have been and the contractor has been contacted to submit a correction to SCRIPTS;
or.
b. Ask the contractor to submit the change under a new service ID. If the contractor successfully submits the change
under a new service ID, disapprove the expense currently showing and wait for the new expense to be loaded.
When the new corrected expense is loaded into WARDS, approve it.
B. Monitoring Account Balances
By the 15th of each month, the WARDS Worker shall run the following reports to check balances on their cases:
1. Inactive Client List with Balance – This report provides a list of clients and their balances that do not have an open rep
payee episode. Workers shall contact the WARDS Accountant to close any cases with a balance where DCF is no longer
the Representative Payee.
2. Client Balance Range – This report provides a list of client balances falling within the filters applied. To check balances
of clients who receive SSI, check the box “Only Clients Receiving SSI Benefits” and apply a filter where total balance is
between $2,000 - $100,000. Workers shall look for ways to spend down the balance before the 1st of the next month.
C. Purchases Made from the WARDS Account
Any personal item the beneficiary needs can be purchased with money in a WARDS account once the client’s cost of care has
been paid (calculated by the WARDS system) and the item is not covered under the Foster Care Reintegration contract.
1. Waiving Cost of Care Reimbursement
Reimbursing DCF for cost of care can be waived by the regional office program administrator should an extenuating
circumstance exist, such as no other source is available to pay for a needed item. WARDS workers shall document this
exception and approval in the WARDS financial file. (Refer to 5928.E.2 for details on conserving funds.)
2. Receipts and Approved Items
Receipts for purchased items are required. Benefits should be used only for items the client can take with them from
placement to placement. Following are examples of personal items for which WARDS funds could assist:
a. clothing – coats, caps, gloves, swimming suits, shoes, or uniforms for school
b. therapeutic equipment (if recommended by a doctor and not covered by any other source) – hearing aids, glasses,
walkers, book holders, or wheelchairs
c. health and hygiene items – cosmetics, dermatology treatments, or cosmetic dental treatments
d. room furnishings – rugs, curtains, bedding items, pictures, posters, mirrors, or clothes hamper
e. transportation – mileage or bus pass to visit family, go to amusement parks, State fairs, or summer camps
f. hobby items – art supplies, photo albums, or cameras
g. school items – supplies, class fees, activity tickets, yearbooks, instrument for school band or orchestra
h. convenience items – tv’s, clocks, watches, iPods, Kindles, iPads, or laptops
i. miscellaneous items – magazine subscriptions, telephone expenses for out of town calls, restaurant meals, or
reasonably priced holiday present for the child to give.
Items the client cannot take with them when they move, or are not consumed by the client, shall not be purchased with
WARDS account money. This would include, but is not limited to, anything built in, such as a wheel chair ramp, a
dishwasher, wall-to-wall carpeting, or bus ticket for a family member. Reasonably priced holidays gifts for the client to
give are the exception to this rule.
3. How to Make a Purchase
a. Choose a Method
The WARDS worker shall explain to the case manager the following options:
i. The CWCMP, an agency, or an individual may purchase the item(s), and upon submission of the receipt(s),
reimbursement will be made only to the CWCMP. Case managers should ensure there is money available in
the child’s WARDS account prior to making the purchase.
NOTE: WARDS workers should impose a ‘minimum balance’ on the child’s account when receiving a request
from the case manager to reserve funds for a purchase. (See the WARDS User’s Manual, located in the help menu
of the WARDS application, for details on how to place a ‘minimum balance’ on an account.)
ii. An allowance (limited to $100 or less) is given to the client. The check will be made out to the
client; the client and case manager (see NOTE 2) will need to sign the PPS 5929 acknowledging
receipt of the check. Describe what the client plans to purchase with the allowance on the PPS
5929.
NOTE 1: If the client is unable to sign for a check due to age or disability, this method should not be used. Use
method C.3.a.i described above.
NOTE 2: Whoever hands the check over to the client needs to sign in the ‘case manager’ field on the PPS 5929.
This could be someone else with the CWCMP agency or from DCF.
NOTE3: If the client is signing something other than the PPS 5929, the paper must contain the following
information: client’s name, the amount received, the intended purchase(s), the date the check was received, the
case manager’s signature (see NOTE 2), and the beneficiary’s signature.
iii. A gift card is purchased for the client. Gift cards have the same requirements as an allowance—they are
limited to $100 or less and the case manager and client will need to sign the PPS 5929 acknowledging
receipt of the gift card.
Exceptions to these purchasing options must be approved by the WARDS Program Administrator prior to a
purchase being made. Documentation of the exception request and approval shall be through e-mail
correspondence which will be saved with the completed PPS 5929 WARDS Account Spending Request
form.
b. Request a Check
To request a check from WARDS, the WARDS worker shall complete the PPS 5929 WARDS Account
Spending Request and e-mail the form to the WARDS Accountant, in DCF Payables unit, along with any
receipt(s), if applicable. Receipts and/or client signatures are required for any purchase request.
D. Child Support Services Involvement
When a child receives benefits based on a parent’s disability or retirement (regardless of whether the Social Security
Administration or a private insurance company is the payer), the benefit can be applied to that parent’s child support order, if
one exists. Refer to the WARDS User’s Manual, located in the help menu of the WARDS application, for details on how this
process works within the WARDS system.
1. Legal Justification
From the case Andler v. Andler, it was determined disability or old age benefits “constitute a satisfaction of a child
support order when paid to the divorced mother for the benefit of the minor children.” [Andler v. Andler, 217Kan.538
(1975).] When the child is in DCF custody and DCF is payee of that benefit, the same applies.
2. Amount Child Support Services Can Receive
Child Support Services (CSS) is entitled to credit the parent’s account the lesser of the total amount of the monthly
accruing Child Support Order or the amount received from SSA, VA, or Railroad Retirement. CSS is responsible for
crediting the parent for the support provided to the child.
E. Youth Over 18 Who Remain in Custody
Youth over 18 who remain in custody and out-of-home placement can become their own payee, but the youth must sign their
benefit check over to DCF to be deposited into the WARDS account as recovery of their cost of care. Youth who are not able to
manage their own benefit money should not become their own payee. This is a decision to be made by staff at the agency
issuing the benefit.
F. Returning Money Held in WARDS
When a child in DCF custody is no longer in out-of-home placement and DCF should no longer be payee, the client’s WARDS
account shall be closed, meaning the balance brought to zero. The following are the responsibility of the WARDS Worker:
1. Inform Issuing Agency – For Social Security benefits, the WARDS worker shall inform Social Security, via GSO and
Form 5928, of the child’s new placement. For Veterans Administration or the Railroad Board, phone or e-mail your
contact of the child’s new placement.
2. Last month of expenses – Approve/disapprove all pending deposits and expenses. Expenses appear in WARDS the month
following the month they occur; the WARDS worker will need to wait until the month following the closure month to
approve/disapprove all expenses.
3. Close Rep Payee Period – Enter a Rep Payee closure date on the Maintain | Client screen in WARDS.
4. Notify WARDS Accountant – Send an e-mail to the WARDS Accountant letting them know the following:
a. To Whom the Check should be made out following these guidelines:
i. Social Security benefits – Balances shall be paid to Social Security within 30 days of DCF no
longer being payee. Social Security will then forward that balance to the new payee. In special
circumstances, Social Security may permit DCF to transfer conserved funds directly to a new
payee or to a capable beneficiary, if it serves the best interest of the beneficiary. The WARDS
worker must request approval from Social Security to transfer the balance directly to a new
payee or beneficiary. Social Security will approve such transfers on a case-by-case basis.
ii. Veterans, Railroad, and other benefits – Balances shall be sent to the new payee responsible for
the child’s day-to-day care.
b. Where the check should be sent
c. Why the account is closing
d. New address of client
e. The date the client reached permanency (DCF no longer payee)
f. Client’s name
g. Client’s ID#
h. Client’s SSN
5930 Closing the Foster Care Case
Detailed instructions for discontinuing a foster care case are contained in the KEES Non-Medical User Manual.
Discontinue the Foster Care case in KEES when any of the following occur.
1. Child returns home
2. Child is living independently or has otherwise achieved permanency
3. Adoption Assistance case opens
4. Death of the child
If the child returns home on or before the 15th of the month, the medical program block shall be closed at the end of that month. If the
child returns home after the 15th of the month the medical program block shall close at the end of the following month.
Medical coverage is to be discontinued in the following situations:
1. Child is no longer in an out of home placement
2. Child is on runaway status
3. Child is in a Medicaid ineligible placement (jail, juvenile detention)
See PPM 5918 regarding requirements for extending foster care medical coverage.
If DCF staff receives the Certificate of Creditable Coverage from KMAP after a child returns home from foster care, the form shall be
mailed to the parental home.
5931 Entering Payment Eligibility in FACTS
See section 5892 for Instructions on entering eligibility into FACTS
5940 Coordination with the Kansas Department of
Corrections - Juvenile Services (KDOC-JS)
KDOC-JS is the designated State agency for serving juvenile offenders in Kansas who have been placed into the custody of KDOC-JS
by the courts. PPS Eligibility Specialists are responsible for determining if juvenile offenders (JOs) in KDOC-JS custody are eligible
for Medicaid. Whenever necessary, PPS and KDOC-JS staff communicate and coordinate work related to these cases.
Local KDOC-JS agency Case Managers are responsible for the day-to-day management of JOs who are in KDOC-JS custody. Some
of these JOs are in out-of-home placement which makes them part of the State’s foster care population. JOs may reside in a Family
Foster Home, YRC’s, PRTFS, Sanction House, TLP, CIP, Juvenile Detention Center, Juvenile Correctional Facility, Secure Care
Facility, Emergency Shelter or with relatives
Youth in KDOC-JS custody and residing in out of home placements are eligible for Foster Care Medicaid if they meet the eligibility
criteria per Section 5900.
KDOC-JS Case Managers shall forward the following information to the PPS Eligibility Specialists for determining Foster Care
Medicaid:
1. Copy of Medical Insurance (if applicable)
2. PPS 5460
Youth in KDOC-JS custody are no longer eligible for Foster Care Medicaid when they reach the age of 21 (last day of the month they
turn 21). The PPS Eligibility Specialist shall close the case in KEES.
5950 Juvenile Offender Independent Living
KDOC-JS youth may be eligible for DCF Independent Living services through DCF. PPM Section 7000 for Independent Living
policies and procedures.
5960 Foster Care Eligibility for Tribal Youth
A. Medicaid Eligibility
PPS eligibility specialists are responsible for determining Medicaid eligibility for children in the custody of one of the four
federally recognized tribes in Kansas. Children in the custody of the Tribal Authority and in out of home placement are
categorically eligible for Medicaid. Once the child is returned to the parental home, even if the child remains in the tribal
custody, the child is no longer eligible for Foster Care Medicaid.
1. Tribal Case Manager’s Responsibilities:
Tribal case managers shall send the following documentation to the PPS eligibility specialist within five (5) business
days.
i. Initial Eligibility
1. Order of Custody
2. PPS 5410 A
3. Social Security Number
4. Placement information (Foster Home name and address)
ii. Ongoing Eligibility
1. Placement Changes
2. Complete Medicaid Reviews
3. Order releasing the child
2. DCF Responsibilities
The PPS Eligibility Specialist will determine the child’s eligibility for Foster Care Medicaid.
i. Initial Eligibility
Determine the child’s Medicaid eligibility within 15 business days of receiving the documents proving the child is
in the custody of tribal authority for out of home placement.
ii. Ongoing Eligibility
1. Update the eligibility system when the child changes placements
2. Review ongoing Medicaid eligibility
C. IV-E Funding Eligibility
PPS eligibility specialists are responsible for determining IV-E eligibility for children in the custody of the state as well as for
children who are in the custody of the tribal authority which Kansas has a Title IV-E agreement. Currently, Kansas does not
have an IV-E agreement with any of the federally recognized Tribes in Kansas.
There are times when a child may enter Kansas foster care system and later be released from state custody and placed in the
custody of the tribal authority. Kansas will coordinate with the tribe to transfer the child’s Medicaid eligibility as well as the
documentation supporting their Title IV-E funding determination, if the tribe is a Tribal Title IV-E agency or develops a title
IV-E agreement with Kansas. The child’s case plan, health and educational records will be transferred pursuant to Section 475
(1)(C) of the Social Security Act.
6110 Establishment of Permanent Custodianship Subsidy
(PCS)
In 1999 the legislature established funding for permanent guardianship subsidy (PGS) to assist families willing to assume this
responsibility. Additional funding was designated for those guardianships established pursuant to K.S.A. Chapter 38, Article 15
(permanent guardians). Starting January 1, 2007, the CINC Code changed the name to Permanent Custodian.
6111 Eligibility Requirement for Children
Permanent custodianship subsidy may be considered if one of the following is met:
1. The child is age 14 and over, or
2. The child is part of a sibling group being placed together and one child is age 14 and over, or
3. The child has an approval for an exception from the Director of Permanency or designee for other extenuating
circumstances making adoption not a reasonable option.
A. Permanent custodianship subsidy ends when:
1. a child is 18 unless still in high school, then the PCS may continue until the youth graduates or turns 21,
whichever is first,
2. or the permanent custodian fails to complete and return the annual review.
3. the child no longer resides with the permanent custodian,
4. the child becomes emancipated, dies or otherwise ceases to need support,
B. The permanent custodianship subsidy is not an entitlement program and the child must meet all of the following
criteria:
1. be in the custody of the Secretary of DCF with or without parental rights terminated at the time permanent
custodianship is established;
2. the permanent custodian meets eligibility to receive TAF as defined by EES (KEESM 2220 - Living with a
Caretaker).
3. not receiving SSI; and
4. a court order appointing a permanent custodian;
Children who are living with a guardian established through K.S.A. Chapter 59 (probate court) are not eligible for PCS.
6112 Type of Support and Amount of Subsidy
A. Maximum Monthly Subsidy Payment
The maximum monthly subsidy payment cannot exceed $300, for permanent custodianships granted on or after 7-1-06. It may
be adjusted lower depending on the income and resources of the child. Children shall not receive subsidy if their countable
income exceeds $300 per month. Once the subsidy amount is established it does not change unless there is a change in the
child's circumstances.
B. Medical Card
The medical card can be authorized as part of the Permanent Custodianship Subsidy (PCS) approval process.
When the approved PPS 6155 and PPS 6160 are received by the provider, the provider shall work with the family to submit
their application to the Clearinghouse. This shall include:
1. PPS 6155, Referral for Payment, with signed approval from the PPS Administration PCS Program Manager, and
2. PPS 6160, Permanent Custodian Subsidy Agreement, with signed approval from the PPS Administration PCS Program
Manager, and.
3. The Journal Entry showing the date stamp of the Permanent Custodianship
4. Assisting the family in assuring the KanCare paper application is submitted by mail or by fax to KanCare. The following
statement shall be hand-written on the top of the paper application, “Foster Care returning home, is Permanent
Custodianship”.
5. Refer to the KEESM manual, Appendix A, which outlines documents required to prove citizenship and identify.
Kan Be Healthy Screens and all Medicaid rules are applicable.
The parent's family health insurance is applicable if parental rights are not terminated. Custodians are expected to include the
child on their family medical insurance plans, if the coverage is available. If the permanent custodians move to a different state,
the Kansas medical card shall be closed. The permanent custodian will need to apply for medical coverage in the state of
residency. A medical card may or may not be issued for the child in that state.
C. Income and Resources of the Child
The relative and non-relative custodians may apply for Temporary Assistance to Families (TANF) on behalf of the child. EES
will exempt the subsidy payment in determining the TANF benefit amount. All other applicable income for the child will be
considered in determining both the subsidy and TANF payment.
Disregard $186.00 per month of the child's income when determining eligibility for permanent custodianship subsidy.
Income to consider shall include but is not limited to:
1. Social Security Survivors Benefits (SSA);
2. Social Security Disability Insurance (SSDI);
3. Child Support;
4. Income for the child from a trust or annuity
5. Other benefits, e.g. railroad or veterans benefits.
Permanent custodians are expected to apply to be the payee for benefits on behalf of the child. If parental rights are intact,
parents may need to agree to the transfer of payee. The amount of benefits affect the amount of subsidy and TANF payment.
6113 Exempt Income and Resources
The following income and resources shall be exempt in determining eligibility for PCS:
A. earned income of the child;
B. inaccessible trusts of the child;
C. income and resources of the permanent custodian and spouse;
D. income and resources of the parent;
E. TAF benefits received for the child.
6114 Eligibility Determination
A limited amount of permanent custodianship funds are available. Prior approval from PPS Administration must be obtained before
entering into a custodianship subsidy agreement with an individual or family.
A. The Child Welfare Case Management Provider shall:
1. Submit the PPS 6150 Request for Permanent Custodianship Subsidy, a letter from the prospective permanent custodian
explaining why they want to be the custodian, and a letter from the child (if age 14 or over) confirming they are in
agreement with the plan to the PPS Permanent Custodianship Specialist and the Regional DCF Office;
2. After approval is received, complete the PPS 6160, Permanent Custodianship Subsidy Agreement, with the custodian (the
custodian signs the agreement and DCF will sign when it is submitted to Prevention and Protection Services):
3. Obtain a copy of the Journal Entry of Permanent Custodianship or Letter of Custodianship from the court;
4. Determine that other applicable requirements are met;
5. Complete PPS 6155, Referral for Payment;
6. Submit all the above to the Regional DCF Office
7. Notify the Regional DCF Office staff if they become aware there is a change in address of a custodian.
6115 Permanent Custodianship Subsidy Agreement
The Permanent Custodianship Subsidy Agreement, PPS 6160, shall be signed by the designated custodian(s). A blank copy of the
Permanent Custodian Update Form, PPS 6170, shall be provided to the Permanent Custodian, which shall include information about
where to send the form if changes occur.
A. The DCF staff (or designee) shall explain to the custodian:
1. the purpose of the subsidy, their financial and social responsibilities;
2. the terms of the agreement;
3. the duration of the agreement;
4. the custodian shall use the Permanent Custodian Update Form to report changes to DCF when they occur;
5. should the custodian fail to complete and return the annual review form the case shall be closed;
6. monies will be recouped by PPS if sent in error after subsidy should have terminated;
7. failure to report changes may result in an investigation for fraud.
8. the child may be eligible for Independent living services if the child achieves permanent custodianship at or after age 16,
and encourage the custodian to assist the child by contacting the State’s Independent Living Program Manager to access
services such as post-secondary financial assistance
9. if the child becomes eligible for SSI after the PCS was approved, the child is then ineligible for PCS.
10. the custodian should apply for other financial benefits for the child, e.g., SSI or veteran's benefits;
11. the custodian should notify DCF immediately of any changes in the child's living situation;
12. the custodian should advise DCF immediately if the custodianship is set aside or they cease to be legally or financially
responsible for the child;
13. the custodian should advise DCF when the child reaches 18 and has completed high school;
14. the custodian should advise DCF when the child becomes emancipated;
15. the custodian should advise DCF if the child dies, or otherwise ceases to need support; and
16. the custodian should cooperate fully with DCF in an annual review. (See PPS 6165)
6116 Termination of Permanent Custodianship Subsidy
A. Permanent Custodianship Subsidy shall not continue beyond the month in which:
1. the child reaches 18 (unless the youth is still in high school; then subsidy may continue until the youth graduates or until
age 21, whichever is first);
2. the child becomes emancipated, dies or otherwise ceases to need support;
3. the child no longer resides with the custodian;
4. an annual review is due and the custodian fails to complete and return it.
B. The case manager is responsible for forwarding all information that would result in termination to the PPS Permanent
Custodianship Specialist and the Regional DCF Office immediately upon receipt of the information.
6120 Annual Report
Permanent Custodianship subsidy does not require an annual eligibility re-determination. An annual report shall be made to determine
if any changes in the circumstances of the child exist. The annual report shall coincide with the anniversary date of the beginning of
the Permanent Custodianship Subsidy and a copy of that report is due in the PPS Regional office by that date.
DCF staff shall send to the family on an annual basis the PPS 6165 Custodianship Annual Report. The family shall complete this form
and return it within 30 days to DCF staff. The form shall be reviewed, any changes not reported timely shall be sent to the fraud
investigator, a copy shall be forwarded immediately to the PPS Permanent Custodianship Specialist, and the original will be placed in
the case file. Failure to submit the PPS 6165 Custodianship Annual Report to the case manager in a timely manner may result in
automatic stoppage of payment to the custodian.
6132 Referral to Child Support Services (CSS)
Parents whose rights have not been terminated shall be referred to Child Support Services (CSS) for the collection of support. CSS
may receive referral from both EES and PPS. The establishment of a permanent custodianship subsidy case shall be noted on the
narrative section of the CHSE Screen in KAECSES.
6200 Adoption Assistance
Adoption Assistance is a program designed to remove barriers to the adoption of children with special needs, who otherwise could not
be adopted. The intent of the program is to assist the adoptive family in meeting the special and ordinary needs of a child. The types of
assistance the child receives shall be determined by the negotiation process. It shall not be assumed all families will need all types of
assistance.
A. The adoption assistance program may provide one or more of the following:
1. Kansas Medical Card
2. Non-recurring expense reimbursement.
3. Special one-time payment,
4. Monthly cash subsidy,
Reference PPM Section 6201-6204 for details related to each adoption assistance type.
B. This program is authorized by state and federal statutes and regulations.
1. Kansas implemented a state adoption assistance program in 1970.
2. The state only adoption assistance program is codified in KSA 38-319 through 38-329.
3. The Title IV-E of the Social Security Act was modified to include federal financial participation in adoption assistance
through the Adoption Assistance and Child Welfare Act of 1980, Public Law 96-272.
4. The Tax Reform Act of 1986, Public Law 99-514 amended the Title IV-E adoption assistance program to provide 50
percent matching funds for non-recurring expenses associated with the costs of adopting a child.
5. The Adoption and Safe Family Act of 1997, Public Law 105-89 further modified the requirements for Title IV-E
adoption assistance.
6. The Fostering Connections to Success and Increasing Adoptions Act of 2008 (Public Law 110-351) amended the Title
IV-E of the Social Security Act.
Both the state and federal programs shall be operated the same. Adoption assistance and medical assistance shall be provided for
eligible children regardless of the funding source.
6201 Medical Services
The Adoption and Safe Families Act requires health care coverage be provided for any special needs child for whom there is an
adoption assistance agreement. It is important that the family understand the benefits and limitations of the Kansas Medicaid
Program. Adoptive families shall be encouraged to add adoptive children to their health insurance policies to assure optimal
coverage. They shall be informed their insurance will be considered primary if they choose to do so.
The PPS Administration Medicaid liaison shall be consulted for information regarding Medicaid services. Kansas Department of
Health and Environment, Division Health Care Services will assist in obtaining information regarding available medical services for
specific children. Booklets and brochures are available through that Division for families. Additional information can be found in the
Kansas Family Medical Assistance Manual (KFMAM).
6202 Non-recurring Adoption Expenses
Any family who adopts a Kansas child who meets the definition of special needs is eligible to apply. A Kansas child is a child who is
in the custody of the Secretary or a private child placing agency and does not receive adoption subsidy from another state and whose
adoption becomes final in Kansas. Families may be reimbursed up to $2,000 for the expenses associated with the pre-placement of
each child and finalization of the adoption. Payments cannot be made until the adoption is finalized. Children adopted internationally
or placed by the court, adoption brokers, parents and other individuals are not eligible for reimbursement of non-recurring funds.
A. Allowable Reimbursement
Families may be reimbursed up to $2,000.00 for the finalization of the adoption. Reimbursement is reasonable and customary
amounts for:
1. attorney fees
2. court costs including filing fees
3. other costs associated with the legalization of the adoption
4. transportation for pre-placement visits with the child and reasonable costs of food and lodging to complete the adoption
process
5. health and psychological exams
6. the home study fee,
Reimbursement is made to the family based upon the adoption assistance agreement. Reimbursement shall not be made directly to the
attorney. After the adoption finalization the family may assign benefits to the attorney finalizing the adoption, the attorney shall submit
the assignment of benefits with the bill for services, court cost, attorney fees, etc., along with the petition and decree of adoption.
Payment will be issued in the adoptive parents name and directed to the attorney’s address. (See Appendix 6C).
B. Adoption Assistance Agreements for Non-recurring Expenses:
Adoption assistance agreements shall be completed prior to the finalization of the adoption. Form PPS 6115 Eligibility for
Adoption Assistance shall be used to document eligibility for adoption assistance. Form PPS 6140 Non-Recurring Adoption
Assistance Agreement shall be completed for families eligible for reimbursement of non-recurring expenses only. Form PPS
6120 Application for Adoption Assistance Private Agency Placements shall be completed when applicable. Form PPS 6130
Adoption Assistance Agreement shall be completed for children who receive adoption assistance.
C. Nonrecurring expenses if the adoption is not finalized
Non-recurring expenses may be reimbursed under certain circumstances if the adoption is not finalized and upon approval by
the Adoption Assistance Program Manager.
The Regional office shall provide the Adoption Assistance Program Manager detailed information regarding;
1. The reason for the adoption disruption
2. The amount of requested reimbursement expenses
3. The type of requested expense
6203 Special Service Payments
A special service payment may be pre approved on a time-limited or one-time only basis at the request of the adoptive parents if the
child has a specific need which cannot be met through the Medicaid program, the monthly subsidy payment or other resources and
address the special needs of the child. The special service payment should not be used to meet the ordinary needs of a child, or if the
expense to State adoption assistance funds exceeds $1000 or is expected to last more than 6 months. The service payment for special
purchase of goods or services shall be specified on the Adoption Assistance Agreement, PPS 6130. Specify and document the service
and length of time the service shall be purchased, or the goods to be purchased. (See Handbook for Client Purchases for procedures
and details on purchasing special services or goods). If a need is identified at a later date, a new agreement shall be developed and
signed.
Payments for goods or services are not covered under the Title IV-E Adoption Assistance program, and shall be purchased from all
state funds (non-IV-E adoption support).
A. Time Limited Services
Time limited services may be approved by regional staff for a six month period.
B. One-Time Only Purchases
Unique one-time only purchases are limited to $1000 per child. Purchases may include, but are not limited to:
1. Beds and chest of drawers for families who adopt three or more children and the child has not been placed with the
adoptive family as a foster care placement;
2. Special equipment for children with handicaps or development disabilities not covered by other resources;
3. Home modifications to make the house handicapped accessible, or meet the special needs of the child, i.e., building ramps
or widening doors etc.;
4. Lifts for vans, DCF does not purchase vehicles;
5. Respite care.
See also PPM 6922.
6204 Monthly Cash Subsidy Payments
The Adoption Assistance Specialist shall negotiate a monthly subsidy with the adoptive family based on the child’s needs and family’s
community resources and support services. While benefits available to the child, i.e. social security, SSI, veterans, may be considered
in determining the amount of monthly cash subsidy payments, SSI is the only benefit that automatically has an effect on the payments.
Once the family and agency agree to the amount of the subsidy it shall not change unless mutually agreed to by both parties.
A. Monthly Subsidy Rates
The maximum amount of subsidy is $500, unless a child is eligible for SSI prior to adoption finalization. (See section 6202B.)
The monthly payments shall be negotiated with the adoptive family and based on the needs of the child and the family’s access
to community resources.
Factors to consider when negotiating the amount of subsidy include but are not limited to:
1. Cost of medical transportation;
2. Cost of adding the child to private health insurance;
3. Special equipment or other non-medical supplies needed by the child not covered through other resources or Medicaid;
4. Cost of day care;
5. Number of children in the sibling group to be adopted (In certain situations where families are adopting large sibling
groups, the added cost of food, clothing, and shelter may be taken into consideration when arriving at a subsidy amount);
6. Costs of special enrichment programs to benefit the child;
7. Other costs unique to the needs of the child;
8. Home improvements required due to the child's special needs.
B. SSI Eligible Children
1. Pre-finalization: Children determined SSI eligible prior to adoption finalization, may receive adoption subsidy at the SSI
rate. The current rate is posted on the Social Security Administration web site at: www.socialsecurity.gov An adoptive
assistance agreement shall be established whether the adoptive parents receive the SSI payment or a IV-E payment. The
most common arrangement is for the agency to make a IV-E payment to the adoptive parents and the Social Security
Administration suspends the SSI payment until finalization.
For children who receive state funded adoption assistance, and becomes eligible for SSI, and receives an SSI payment, the
cash subsidy shall be reduced by the amount of the SSI payment as Kansas operates the Title IV-E and State funded
adoption assistance programs the same. A new adoption assistance agreement shall be signed.
2. Post-finalization: At finalization and release from the Secretary’s custody, if the child continues to be SSI eligible, the
adoptive family may request to become payee of the child's SSI benefit. However, children eligible for SSI in foster care
may not be eligible for SSI post-finalization because the family's resources will be taken into consideration. If the child
receives adoption subsidy and SSI payments, the adoptive family shall be advised the Social Security Administration will
reduce the SSI payment by the amount of the adoption subsidy payment.
3. At age 18 youth eligible for SSI and receiving Title IV-E Adoption Assistance: Assistance may continue past age 18
until age 21, if the youth has current documentation of a physical or mental disability which warrants continuation of
adoption assistance beyond age 18. Prior to the youth’s 18th birthday, the family shall submit current documentation
from a physician, hospital, clinic or other qualified licensed medical practitioner of the youth’s physical or mental
disability which warrants continuation of adoption assistance beyond age 18. The documentation shall be placed in the
financial file.
At the age of 18, an adult as a household of one, is eligible to apply for lifelong SSI benefits. If the adult has physical or mental
conditions indicating the likelihood of eligibility for lifelong benefits, families shall be advised to apply for SSI benefits on
behalf of the youth.
C. Home and Community Based Services (HCBS) Eligible Children
Children receiving in-home services through the Home and Community Based Services (HCBS) Waiver while in foster care
continue to be eligible for services after adoption.
Refer to PPM 0606.
6210 Eligibility Requirements for Adoption Assistance
Eligibility for adoption assistance is based on the needs of the child, not the income of the family. The family’s access to community
resources shall be considered when determining the type and amount of assistance. The child's eligibility for adoption assistance shall
be documented on the PPS 6115, Eligibility for Adoption Assistance.
Eligibility shall be determined while the child is in the custody of the Secretary in out of home placement or is an independent/private
adoption and in the custody of a licensed child-placing agency. Children may be eligible for one or more of the following types of
adoption assistance: Medicaid, monthly subsidy payment, special subsidy payment, and non-recurring expenses.
A. To be eligible for adoption assistance a child shall meet the following criteria:
1. A child must be legally free for adoption and placed in the custody of the Secretary of Kansas Department for Children
and Families (DCF) or a licensed child placing agency in the case of an independent/private adoption.
2. Establishing the Child Cannot Return to the Parents
There shall be a judicial determination that the child cannot or should not be returned to the home of the parents and it is
not in the best interest of the child to be returned to the parents. Case records shall contain documentation stating why the
child cannot return to his/her parents.
Documentation is based on the following evidence:
1. Journal entry documenting the termination of parental rights; or
2. Journal entry documenting the child cannot return home; or
3. Relinquishment by the parents to DCF in lieu of TPR; or
4. Relinquishment by the parents to a private agency
5. Establishing the Special Needs of the Child
The child shall have one or more specific factors or conditions, which limits their adoptability without adoption
assistance. There shall be a linkage between the specific factor or condition and the type of subsidy needed to enable the
adoptive family to meet the needs of the child. DCF staff shall determine eligibility. The Child Welfare Case
Management Provider shall provide DCF with documentation of special needs.
The following conditions are factors used to determine if the child has special needs requiring professional treatment on
an ongoing basis, which may make it reasonable to conclude the child cannot be placed without cash subsidy or Medicaid
services.
a. Physical Disability
The child has a medically diagnosed disability, which requires professional treatment, impairs normal functioning,
or requires assistance in self-care or the purchase of special equipment. The disability is to be diagnosed by a
physician, hospital, clinic or other licensed medical practitioner qualified to make disability determinations.
b. Developmental Disability
The child has significant developmental disabilities and/or delays with demonstrated need for intensive adult
supervision beyond chronological age, determined through an evaluation by a licensed psychologist, diagnostic
center, special education services, or other qualified professional individual.
c. Behavioral or Emotional Disability
The child is diagnosed as having a psychiatric condition, which impairs the child's intellectual, behavioral or social
functioning. Diagnosis and prognosis shall be established by a licensed
physician, psychologist or clinical social worker.
d. Age of Child
The child is age 6 or older.
e. Guarded Prognosis
Children with guarded prognosis are not currently being treated for a specific disability or condition but there are
factors in the child's genetic, health, and/or social background, which indicates the child, may develop physical,
emotional or developmental problems later. The child, parents genetic, social, and health history shall be
documented in the case record.
f. Membership in a Sibling Group Placed Together
The child is a member of a sibling group of two or more children placed for adoption together. For a sibling group
of two, one of the siblings shall have one of the special needs factors or conditions listed above. Sibling groups of
three or more placed together do not need to meet any other special needs criteria.
4. Establish Reasonable Efforts Were Made to Place the Child Without Assistance.
A determination shall be made that reasonable but unsuccessful efforts were made to place the child without assistance.
This criterion is not applicable for the child who is adopted by a relative or a foster family with whom a significant
relationship has been established.
Efforts shall be made to place the child without assistance and documented in the case file. Reasonable Efforts include the
following initiatives:
a. Referral of the child to state and national adoption exchanges;
b. Develop of individual recruitment plans;
c. Special Recruitment initiatives, such as TV or newspaper
It is not the intent of the agency to delay adoption reasonable efforts if an appropriate family is available who requires
adoption assistance to adopt the child. It shall be documented in the staffing report why the family is the most appropriate
choice for the child.
B. Children Who Are Not Eligible for either State or Federally Funded Adoption Assistance:
1. Children who have been placed by the court, adoption brokers, parents and other individuals; even if the child was
previously in the custody of the Secretary.
2. Children adopted internationally
3. Children adopted by their birth parent.
6220 Determining Funding Source for Adoption Assistance
The adoption assistance agreement shall be completed prior to the finalization of the adoption. Adoption assistance payments shall be
entered into KEES once the PPS 6130 Adoption Assistance Agreement form is signed by all required parties. The start date of the
assistance is listed in Section V of the agreement.
The following shall be considered when determining the funding source for Adoption Assistance:
A. Special Need – Does the child meet the special needs criteria outlined in PPM 6210?
1. If yes, proceed to section B.
2. If no, the child is not eligible for adoption assistance.
B. Administrative Eligibility
1. IV-E Eligibility in FC - At the initial removal from the home, was the child Title IV-E eligible for the current foster care
episode?
a. If yes; proceed to Section C to confirm maintenance eligibility.
b. If no, proceed to B.2.
2. Voluntary Relinquishment
a. Was thechild voluntarily relinquished to DCF or voluntarily relinquished to a licensed child placing agency and
b. Did the child have IV-E foster care eligibility established as a result of this foster care episode? (The voluntary
relinquishment may be considered a judicial removal if a petition to remove the child from his/her home is filed
within six months of the date the child lived with the specified relative and there is a subsequent judicial
determination that to remain in the home would be contrary to the child's welfare.
c. If yes, proceed to Section C to confirm maintenance eligibility.
d. If no, proceed to Section B.3.
3. SSI Eligible -
a. Was the child eligible for Supplemental Security Income (SSI) prior to the finalization of the adoption? (The
child’s eligibility for SSI benefits must be established prior to finalization of the adoption. The notice of eligibility
must be received by the agency prior to finalization. The application date for SSI may not be used as the eligibility
date.)
b. If yes, proceed to Section C to confirm maintenance eligibility
c. If no, proceed to Section B.4.
4. Child’s Parent is a Minor
a. Is the child's parent a minor who is IV-E maintenance eligible and does the minor parent's IV-E maintenance
payment covers the child's cost of care?
b. If yes, proceed to Section C to confirm maintenance eligibility.
c. If no, proceed to Section B.6.
5. Prior Adoption was IV-E
a. Was the child eligible for IV-E adoption assistance prior to becoming available for adoption again because of the
dissolution of a prior adoption or the death of their adoptive parents? (See PPM 6230 Subsequent Adoption
Assistance Agreements.)
b. If yes, proceed to Section C to confirm maintenance eligibility.
c. If no, proceed to Section B6.
6. Applicable Child Eligibility (ACE), AKA Fostering Connections
a. Citizenship - Does the child meet one of the following?
i. Child is a United States citizen by birth or naturalization, or
ii. Child is legally admitted for permanent residence in the United States and the initial court order includes a
statement that continuation in the home would be contrary to the welfare of the child or words to that effect
(per 45 CFR 1356.21)
iii. If yes, proceed to Section B.6.b.
iv. If no, child is State Funded.
b. Contrary to the Welfare
i. When in foster care, did the child’s initial court order of removal contain “contrary to the welfare”
language?
ii. If yes, proceed to Section B.6.c.
iii. If no, child is state funded.
c. Age criteria (expires 6/30/2024) – Has the child met one of the following?
i. Child has attained age 2 by the end of the fiscal year in which their adoption assistance agreement started.
ii. If yes, proceed to section C to confirm maintenance eligibility.
iii. If no, is the child a sibling of a child placed at the same time in the same adoptive placement who meets the
age requirement?
iv. If yes, proceed to Section C to confirm maintenance eligibility.
v. If No, child is state funded.
C. Maintenance Eligibility
Maintenance eligibility should be determined when adoption assistance begins. If child is determined state maintenance eligible,
no further redeterminations are necessary. When federal maintenance eligibility is determined, a redetermination is necessary at
each yearly review and before the child turns 18.
1. Felony Convictions
a. Did the adoptive parents agree to being fingerprinted for which the KBI found none of the following?
i. Convicted for child abuse or neglect, spousal abuse, crimes against children, including child pornography; or
crimes involving violence, including rape, sexual assault or homicide; and
ii. In the past 5 years, convicted for physical assault, battery, or a drug related offense.
iii. If yes, proceed to Section C.2.
iv. If no, child is state funded.
2. School Attendance
a. Is the child of the minimum age for compulsory school attendance under state law and enrolled, and attending,
school per law?
b. If yes, or if child is under the minimum age for compulsory school attendance, child is federally funded.
c. If no, child is state funded.
3. Age 18-21
a. Does the youth have a documented physical or mental disability (documented by a physician, hospital, clinic, or
other qualified medical practitioner)?
b. If yes, federal funding remains.
c. If no, funding reverts to state funding.
(Note: Federal or state funding can continue as long as the child attends secondary school. When the child graduates or
turns 21, adoption assistance ends.)
6230 Subsequent Adoption Assistance Agreement
A. Establishing Eligibility for Subsequent Adoptive Placements
In a situation where a child is adopted and receives title IV-E adoption assistance, but the prior adoption dissolves or the
adoptive parents die, a child may continue to be eligible for title IV-E adoption assistance in a subsequent adoption. The child
does not have to be in the custody of the Secretary. The child is eligible due to the prior title IV-E adoption assistance eligibility
and meets the definition of a child with special needs.
Need and title IV-E eligibility factors must not be re-determined as the child is to be treated as though their circumstances are
the same as those prior to the previous adoption. The manner of a child’s removal from the adoptive home, including whether
the child is voluntarily relinquished to an individual or private agency is irrelevant.
See PPM 6240 for approval for Adoption Assistance.
B. Ending Previous Adoption Assistance Agreement
The agreement between DCF and the prior adoptive parents must end the date of the death of the adoptive parents or the date
the prior adoptive parents relinquish their parental rights or parental rights are terminated.
C. Responsible State
If the child is placed with a State agency that assumes responsibility for placement and care, it is the placing State’s
responsibility to determine whether the child meets the definition of special needs, entering into the adoption assistance
agreement, and paying the adoption assistance.
If a public child welfare agency is not involved in the subsequent placement for adoption the state agency in the subsequent
adoptive parent’s State of residence is responsible for determining whether the child meets the definition of special needs,
entering into the adoption assistance agreement, and paying the adoption assistance.
DCF shall provide the subsequent state agency completing the subsequent adoption assistance agreement with all title IV-E
eligibility documentation.
If Kansas DCF is responsible for the subsequent adoption the agency must request from the prior state all title IV-E eligibility
documentation.
D. The child placing agency, family or attorney is responsible for providing the following documentation to DCF;
1. Adoptive home study
2. Clearances through KBI done within the last year
3. National criminal history finger print checks on adoptive parents
4. Child Abuse and Neglect Registry checks for all family members 18 years or older done within the past year and if
residing out of state for the last five years, child abuse registry checks in the state (s) where they resided
5. Legal documents
6. Death certificate if applicable
7. Update social history for the child
8. Documentation of the child’s disability from a from a physician, hospital, clinic or other qualified licensed medical
practitioner of the child’s physical or mental disability to support need for adoption assistance
9. PPS 5340
10. PPS 6110 Referral for Adoption Assistance.
6240 The Application and Approval for Adoption Assistance
DCF is responsible for determining eligibility for adoption assistance, for negotiating the amount and type of assistance with the
family, and for the execution and signing of all agreements. The family shall have face-to-face contact with the Adoption Assistance
Specialist executing the agreements whenever possible. The DCF Adoption Assistance Specialist is responsible for assuring the family
understands the services provided by the program and the limits of the program. Adoption assistance is intended to encourage the
adoption of special needs children and minimize the financial barriers. It is different from foster care, as it does not reimburse the
family for the total costs for caring for the child. Families shall receive this type of information before they make a decision to adopt
and before the adoption agreements are signed.
Eligibility is based on the needs of the child and not the resources of the family. The agency shall not use any universal form of a
means test or use any type of grid or scale to determine the amount of assistance. However, the child and family's resources may be
taken into consideration when determining the amount and type of assistance. Determination is always based on the individual needs
of the child and the family's ability to meet these needs.
A. Responsibilities of the Child Welfare Case Management Provider
The Child Welfare Case Management Provider shall inform the prospective adoptive parents of the availability of adoption
assistance, but shall not discuss specifics of the agreement with the family; nor shall they commit DCF to specific services or a
certain amount of cash.
The Child Welfare Case Management Provider shall:
1. Send the Regional Adoption Specialist at least two weeks prior to the date planned to sign the Adoption Placement
Agreement
a. The complete social history of the child
b. Medical, School and psychological records of the child as applicable
c. An updated adoptive parent home study (see PPM 5330).
d. Documentation regarding referrals to the state and national adoption exchange, recruitment plans, and any
special recruitment initiatives if the placement is not with a relative or a foster family with whom a
significant relationship has been established
2. Complete the Referral for Adoption Assistance form, PPS 6110
3. Provide the family with information about the adoption assistance program
4. Responsibilities of DCF Staff
Based on the information provided by the Child Welfare Case Management Provider and prior to the Adoption Assistance
negotiation meeting with the family the Regional Adoption Assistance Specialist shall:
1. Review all documentation provided by the CWCMP and the PPS 6110
2. Determine the funding source utilizing PPS 6115:
a. Title IV-E
b. State only
3. Verify the child’s financial eligibility including special issues such as eligibility for waiver services through Medicaid,
SSI, SSA death benefits, VA benefits, etc. During the Adoption Assistance Negotiation with the family the Regional
Adoption Assistance Specialist shall:
4. Review with the family the special needs of the child to help them understand the scope of the needs of the child and the
impact it will have on their family's resources.
5. Review with the family; adoption subsidy does not automatically increase as the child gets older, the family determines
how the monthly cash subsidy payment will be spent, the family may request the subsidy amount be reviewed if the needs
of the child change, or if their ability to meet those needs changes.
6. Discuss with the family the purpose and parameters of the adoption assistance program. Explain the differences between
foster care payments and adoption assistance
7. Discuss the type of adoption assistance funding source (Title IV-E or State only) the child is eligible and the limitations of
both
8. Discuss the types of adoption assistance available
a. Medical
b. Monthly cash payments
c. Non-recurring adoption expenses
d. Special Service Payments
9. Explain the limitations of the adoption assistance program
a. For example, a state funded child may not receive a medical card from the state where the family relocates
b. A title IV-E funded child shall receive a medical card from the state where the family relocates
c. Not all states offer the same services under Medicaid and they may be limited by which service will be available to the
child.
d. There are no automatic increases in adoption assistance payments
10. Review the family budget and information regarding other resources available to the family
a. Educational services in Kansas shall be provided by the public school system.
i. The Kansas Adoption Assistance Program does not pay for private school education or services which are provided
to children who attend public school
ii. Public schools are mandated to provide services to eligible children
iii. If the child is eligible for an Individual Educational Plan (IEP), a number of services may be provided to the child
b. Explore community services and organizations available to the child and family to meet the child’s needs such as, but not
limited to:
i. Public Health Departments
ii. Community Mental Health Agencies
iii. Support groups
iv. Service programs specializing in specific needs of a child such as to provide support, counseling, camps and
equipment
1. Muscular Dystrophy
2. Spina Bifida
3. The Kansas Society for Children with Challenges
4. Families Together
c. Discuss the child’s current and potential future financial resources
i. Veterans Benefits, Railroad Benefits and/or Social Security Benefits through the birth’s family’s claim
ii. Adoption does not make the child ineligible for such benefits nor does it limit a child’s right to inherit from the
birth family. The adoptive parent needs to explore with Social Security the regulations surrounding drawing
benefits from birth parents Social Security Claim.
11. Discuss and negotiate with the family what type of adoption assistance they need in order to adopt the child using agency
documentation and information gathered from the adoptive parents.
a. Discuss with the family what portion of the cost, if any, of the child’s needs the family can meet
b. Consider the current and future needs of the child when negotiating the specific amount of cash assistance.
c. Explain the limits to the maximum amount of cash assistance see PPM 6202
d. Explain Adoptive parents are not required to purchase a separate medical insurance policy for children eligible for
adoption assistance. If they do have 3rd party insurance available, this insurance policy will be billed before Medicaid
will be billed for services.
e. Explain the amount of cash assistance can be renegotiated at any time to a lower amount and up to the maximum limits
set forth at the time the adoption agreement went into effect based on the child’s needs and the family’s ability to meet
those needs
f. Explain the duration of the agreement, and terms of the contract
g. Explain the terms of the agreement will be fulfilled regardless of where the family lives
h. Explain the family may request the subsidy amount be reviewed if the needs of the child change or if the parent’s ability
to meet those needs change
i. Explain if the child ever is in need of an out of home placement such as a Psychiatric Residential Treatment Facility
(PRTF) they can choose to renegotiate a lower amount of adoption assistance while the child is at the PRTF or will be
assessed a fee for patient liability based on the amount of adoption assistance according to Medicaid regulations.
12. Provide the prospective adoptive parents with tax credit information.
a. Federal tax information can be located at:http://www.irs.gov/taxtopics/tc607.html
b. Kansas tax information can be located at:http://www.ksrevenue.org/taxcredits-adoption.html
13. Explain eligibility for Independent living services If the child is adopted at or after age 16, encourage the family to assist the
child by contacting the State’s Independent Living Program Manager to access services for which the child may be eligible such
as post- secondary financial assistance
14. If the Region and the family are unable to come to an agreement on the type and amount of adoption assistance
a. Explain to the prospective adoptive parents they have the right to appeal the decision (refer to PPM 0230)
b. The Regional office may contact the Prevention and Protection Services Adoption Assistance Program Manager for
assistance in the negotiation. The Regional Office makes the decision about the amount of the subsidy and handles any
appeals that may result
15. Explain reporting requirements
a. The adoptive parent is responsible to inform the Regional Adoption Specialist within 30 calendar days of any
circumstances which occur that make the child ineligible for assistance payments or effect the agreement such as, but not
limited to
i. The adoptive parent is no longer legally or financially responsible for the child
ii. The child 18 and over is no longer attending high school
iii. The child is no longer living in their home
iv. The child is deceased
v. Any changes in address
b. Provide at least annually for a child who has attained the minimum age for compulsory school attendance under the state
law of the child’s state of residence proof of school attendance.
i. Copy of report card or letter from the school district the child is attending; or,
ii. For children who are unable to attend school due to a medical condition, documentation from a medical provider
c. Complete the annual review and return to the regional office within 30 days of the request.
d. Any changes not reported timely shall be sent to the fraud investigator for possible collections.
6260 Developing the Adoption Assistance Agreement
Once the family and DCF worker have agreed upon the amount and type of assistance the PPS 6130, Adoption Assistance Agreement,
can be signed. It shall be signed by the parent(s) after the Adoption Assistance Placement Agreement and prior to the finalization of the
adoption. Although this may be executed during the same meeting with the family as the placement agreement, the details of the
subsidy agreement shall be negotiated prior to the signing of the placement agreements.
It may be signed at the same time the adoption agreement is signed.
A. Terms of the Adoption Assistance Agreement
The terms of the agreement are legally binding and non-transferable. It shall be documented in the PPS 6130 if DCF has agreed
to provide additional goods or services in addition to the monthly cash assistance, Medicaid, non-recurring and/or special
service payments. The agreement shall not be changed without the mutual agreement of DCF and the family and a new
agreement shall be signed by all parties. A new adoption assistance agreement shall be signed by all parties. All agreements and
supporting eligibility documentation shall be maintained in the adoption assistance financial section of the child’s case file.
B. Length of the Adoption Assistance Agreement
The adoption assistance agreement remains in effect until the child reaches age 18, unless the agreement is time limited based
on the needs of the child and circumstances of the adoptive parents. Assistance may continue past age 18 until age 21, if the
child has current documentation of the youth’s physical or mental disability which warrants continuation beyond age 18. See
section 6210 for eligibility requirements
If the youth is still in high school, adoption assistance, under the state funded program, may continue beyond age 18 until the
adult graduates from high school as long as the adult continues to be dependent upon his or her parents for support.
Once the child receives IV-E adoption assistance, adoption assistance continues until either the adoptive parents agree to a
change or the adoptive parents are no longer legally or financially responsible for the child.
C. Effective date of the Adoption Assistance Agreement
1. Initial Adoption Assistance Agreement
The effective date of the initial assistance agreement shall be the date the adoption assistance agreement is signed.
6262 Adoption Assistance Exceptions
A request for an adoption assistance exception may be sent to the PPS Adoption Assistance Program Manager when the family
requests over the subsidy rate per PPM 6202 or needs goods or services beyond the scope of the program. Per federal requirements the
amount of adoption assistance cannot exceed the amount a child receives if he or she had been in a family foster home. The following
dispute resolution procedures may be utilized for original subsidy negotiations and renegotiations.
Regional DCF staff shall collect, and review all supporting documentation for an adoption assistance exception. The family shall
request the exception in writing explaining the current needs of the child and the reason for the request. DCF shall obtain information
from the CWCMP if the child is in the custody of the Secretary.
A. The adoptive family shall provide current documentation from:
1. Physicians/therapists for a current summary of special needs.
2. Other applicable documents such as current school reports.
3. Services the child requires to meet their special needs that are not covered by the current adoption subsidy amount or
Medicaid
4. A current family budget
5. A list of the family and or community resources related to the child’s need
B. DCF staff may visit the family in their home to assess the child's needs, request additional documentation from the family if
needed, and help the family access services.
C. DCF staff shall review the documentation to ensure the family is receiving all types of adoption assistance to the fullest extent
possible, medical services through Medicaid, services through the public school system, HCBS services, behavioral
management services, etc., by:
1. Reviewing the parent's request with the PPS Administration Medicaid liaison to determine if Medicaid will cover needed
services. At a minimum, local staff shall explore the following options with Medicaid; prior authorization, pre-
determination, if the child is less than 21 years of age and current on the KBH screen, and enrollment of the in state or
out-of-state provider as a Medicaid provider.
2. Exploring additional mental health evaluations and or services.
D. DCF staff shall evaluate and staff the request with the PPS Foster Care Administrator or supervisor by considering the
following:
1. Documentation to support the request for an increase in subsidy.
2. Prior to treatment or services the family received and the outcome of the treatment or services.
E. Staff shall provide a detailed request and forward the recommendation to the PPS Adoption Assistance program manager. The
recommendation shall include:
1. The dollar amount determined to be reasonable to meet the family's request.
2. The rationale or justification for the decision.
6263 Renegotiating the Terms of the Agreement
The adoptive family or DCF may request a renegotiation of the agreement if there are significant changes in the needs of the child or
the circumstances of the family. If the child has a special need which cannot be met through the monthly subsidy payment, Medicaid,
family or community resources, the adoption assistance agreement may be renegotiated. The renegotiated amount may be for a time
limited period. The renegotiated amount cannot exceed the limits set in PPM sections 6202 A and B.
A new adoption assistance agreement shall be signed by all parties. All agreements and supporting eligibility documentation shall be
maintained in the adoption assistance financial section of the child’s case file.
For children temporarily placed in a Psychiatric Residential Treatment Facility (PRTF) a portion of the cost for treatment will be paid
through Medicaid, provided the child meets the eligibility criteria. The portion which is not Medicaid funded shall be the responsibility
of the adoptive parents.
When a child is placed in a PRTF for over thirty (30) days, the agency shall renegotiate the terms of the adoption assistance agreement
to help pay the cost of the treatment or placement.
The adoption assistance case cannot be closed or the amount of subsidy decreased without agreement of the family, provided they
remain financially or legally responsible for the child.
DCF shall review the adoption subsidy payment when the child returns home, unless the family agrees to the amount of adoption
subsidy received immediately preceding the child's out of home placement. DCF may negotiate a higher amount if the child's needs or
the family's ability to meet the child's needs have changed.
6264 Unilateral Termination of the Adoption Assistance
Agreement
The terms of the agreement cannot be terminated, suspended, or changed without the adoptive parent(s) agreement unless DCF can
verify the following;
A. The family is no longer legally responsible for the child.
The adoption assistance agreement shall be terminated if the family is no longer legally responsible for the child, when the
family's parental rights are relinquished or terminated by the court or when the child becomes an emancipated minor, marries or
enlists in the military.
Placement in foster care does not terminate an agreement. As long as the family is working toward reunification of the child,
assistance may continue. The Adoption Assistance Agreement can be renegotiated with the family to a lesser amount during the
foster care episode. All parties involved must agree to the renegotiation and a new Adoption Assistance Agreement shall be
signed by DCF and the adoptive family. The decision to make a referral to Child Support Services is made on a case-by-case
basis.
B. The State determines that the adoptive parents are no longer providing any support to the child;
Support includes various forms of financial support. DCF may determine that payments for family therapy, tuition, clothing,
maintenance of special equipment in the home, or services for the child’s special needs, are acceptable forms of financial
support.
C. A child turns 18 and the adoptive parent fails to return documentation that shows the youth is still in high school or an
equivalent approved GED or alternative degree program
D. The child has attained age of 18 and up to the age of 21 and the State has determined the youth does not have a mental or
physical disability as documented by a physician, hospital, clinic or other qualified licensed practitioner which would warrant
continuation of assistance.
DCF shall inform the adoptive parents to contact the Social Security Administration to apply for adult SSI 90 days prior to the
youths 18th birthday if the youth was approved for SSI as a child or a change in circumstance would warrant an adult SSI
eligibility determination.
If any of the above circumstance exists, DCF shall provide the adoptive parents with thirty days written notice to close the
adoption assistance case. The written notice shall provide the basis for the decision to close the case and inform them of their
right to request a fair hearing. See Section 0230 for the Fair Hearing process.
6270 Annual Review of the Adoption Assistance Case
A. The Purpose of the Review
An annual review shall determine if the family continues to be legally or financially responsible for the child. It is not a re-
determination of eligibility for adoption assistance.
B. Procedures Related to the Annual Review of Adoption Assistance
1. Send the family the PPS 6135 Adoption Assistance Review form.
2. If the family fails to return the review within 30 days DCF staff shall attempt to contact the family by letter to determine
the family continues to be legally or financially responsible. A complete search must be conducted using FACTS, KEES,
KIDS, and KIPS to determine a correct address or whereabouts of the family. The ICAMA Program Manager may be
contacted for families outside of Kansas.
The Annual Adoption Assistance Review Second Notice along with the enclosed copy of the PPS 6135 provides written
notification to the adoptive parent(s) that procedures are being initiated to determine whether the adoptive parent(s)
continue to have legal or financial responsibility for the child.
3. If the family fails to return the review form following the written notification contained in the Annual Adoption
Assistance Review staff shall make attempts based on information in the file and the agency system checks to determine
whether the parents continue to be legally or financially responsible. Unless information confirms the parents are no
longer legally or financially responsible for the child, adoption assistance shall continue without interruption.
4. The adoption assistance cannot be reduced or suspended solely because the adoptive parents fail to respond to the annual
review. Review documentation and determine next steps consistent with Section 6264: Unilateral Termination of the
Agreement.
5. If there is an ICAMA referral from another state the returned Annual Adoption Assistance review shall be sent to the
ICAMA Program Manager to process and forward to the sending state.
6280 Establishing Eligibility for Adoption Assistance After
the Adoption is Finalized
Title IV-E and State Funded adoption assistance programs require the adoption assistance agreements be signed prior to the
finalization of the adoption. Title IV-E and State Guidelines allow exception to this requirement under certain circumstances. If
adoption assistance is approved the effective date shall be no earlier than the date the parent(s) requested adoption assistance.
A. Factors to Consider when Establishing Post-Finalization Eligibility
1. Failure by DCF staff and/or Child Welfare Case Management or Adoption Provider staff involved to advise the adoptive
parents of the availability of adoption assistance for a child with special needs. DCF is not required to notify the parents
of children placed by private/agencies and is not liable for a private child-placing agency's failure to inform prospective
adoptive parents of the child's special needs.
2. Erroneous determination that a child did not meet eligibility requirements.
3. There existed, unknown or undiagnosed, conditions of the child at the time of placement, which if known, would have
created eligibility for assistance.
4. Relevant facts regarding the child, or the child's background, were known but were not presented to the adoptive parents
prior to the finalization of the adoption.
B. Procedures Related to the Determination of Post- Finalization Eligibility for Title IV-E Eligible Children
DCF staff shall make every effort to establish the child was eligible for basic Title IV-E funding at the time the child came into
foster care. This eligibility shall be maintained in the case record.
Federal Adoption Assistance regulations for Title IV-E specify the assistance case shall be opened prior to the finalization of the
adoption. When it is not opened prior to finalization federal regulations, the following procedures shall be followed.
1. Deny the request for adoption assistance because the adoption has been finalized.
2. Provide the family with written notification of the denial and their right to appeal to the Office of Administrative Fair
Hearings.
3. Provide the family with the appropriate appeal forms.
4. DCF may request supporting documentation from the family and and/or the agency responsible for placing the child.
5. Prepare a summary of the case with the necessary attachments, including, but not necessarily limited to: medical records,
psychological reports, etc., reflecting the agency's position concerning the recommendation.
6. Hold a staffing where all supporting documentation is reviewed and a recommendation prepared for the fair hearing.
7. Provide the Administrative Fair Hearing Officer with a recommendation. If the child would be otherwise IV-E eligible
and the agency supports the adoption assistance request, the agency shall recommend adoption assistance to the
Administrative Fair Hearing Officer.
H. Procedures Related to the Determination of Post Finalization for State Funded Adoption Assistance.
In those situations where the child is not eligible for Title IV-E Adoption Assistance, DCF has determined when one of the
conditions in PPM Section 6210 exists which merits the opening of an adoption assistance case; it is not necessary for the family
to request an administrative fair hearing. The following procedures shall be followed:
1. The DCF staff shall conduct a staffing review with supporting documentation to determine, if the criteria of one of the
factors listed in PPM Section 6210 exists which would determine the child's eligibility at the time of placement.
2. Submit request to the PPS Adoption Assistance Program Administrator for approval of state funded adoption assistance.
3. State funded assistance shall not be used to circumvent the fair hearing process for potentially eligible Title IV-E children.
4. If the agency denies approval, the family shall be provided with information about their right to request an Administrative
Fair Hearing.
6285 Adoption Assistance Subsidy Overpayments
DCF (Regional Foster Care Admin, Adoption Supervisor, Adoption Specialist and Payment Specialist) is responsible for
determining adoption assistance subsidy overpayments. DCF Administration Collections Unit ( Cash, Collections, and
Receivables Manager) will be responsible for collecting and tracking payments made by the adoptive family.
A. Determining Adoption Assistance Subsidy Overpayments
1. Contact the family with a written request via mail to obtain information needed to determine if there is an
overpayment. If there is no response from the family after 14 business days, direct contact (phone, email, fax,
etc.) shall be attempted and documented. Adoption Assistance may be placed on hold until resolved.
2. Determine and document the amount for the overpayment.
3. Write a detailed summary of the reason for the overpayment. Include the following:
a. Date reported to the agency. How was it reported and by whom?
b. Date of the last annual review.
c. Date of agency follow-up after the review was not received. What action was taken and by whom?
Which systems were utilized?
d. Date of placement change for children.
e. Date of the case plan change if applicable.
4. Determine if the overpayment should be collected. Collection of overpayments shall be approved by the
Adoption Program Manager in consultation with Administration Collections Unit.
5. After a decision of an overpayment has been made, the DCF Adoption Regional Staff must notify the adoptive
family within 5 business days.
B. Responsibilities to notify the adoptive family and DCF Administration Collections Unit
1. Complete the PPS 6145 Adoption Assistance Notice of Overpayment
2. Send the PPS 6145 Adoption Assistance Collections form and the Appendix 6E Adoption Assistance
Repayment Agreement to the family
3. Complete Appendix 6E Adoption Assistance Repayment Agreement:
http://www.dcf.ks.gov/services/PPS/Documents/PPM_Forms/Appendices/Appendix_6E.doc
4. Email the PPS 6145 Adoption Assistance Notice of Overpayment to the DCF Administration Collections Unit
DCF.CCUnit@ks.gov Include the detailed narrative from step 3 above.
5. Notify DCF Administration Collections Unit of all administrative appeals filed by the adoptive family and the
outcome of the appeal via the CCU e-mail.
6. Close the adoption assistance case in KEES, if applicable, if the child is no longer eligible for subsidy.
Any individual who is suspected of committing fraud for the purpose of improperly establishing or maintaining
eligibility for adoption assistance benefits shall be referred to the Fraud and Investigations Unit at the Office of the
General Counsel, Fraud and Investigations Unit, DCF Administration Office 555 S Kansas, Topeka KS, 66603.
6290 Transfer of Files
The social service case and adoption assistance financial file shall be maintained in the region/office where the adoption
assistance agreement was signed. This region/office shall be responsible for the case. The adoption assistance financial
file shall include all eligibility documentation for IV-E or state funded adoption assistance according to PPM 0430 Adoption
Subsidy Eligibility Packet.
The social service and adoption assistance financial file may be transferred to the region where the family resides if the
family makes a request. The Regional Support Services Administrators or Foster Care Administrators must coordinate the
transfer of the adoption assistance file to the other Region.
6800 Recording Adoption Subsidy Information in FACTS
Monthly cash subsidy information is recorded on a child’s ADOP and RESP screens. Non recurring adoption reimbursement is only
recorded on ADOP. If non recurring adoption reimbursement is not known at the time of discharge, leave reimbursement amount
blank. Once the monthly subsidy is determined, maintain this activity as a service action on RESP. A child must have a special needs
to be eligible to receive an adoption subsidy; therefore, if an adoption subsidy is being entered, a special needs must be entered as
outlined in PPM section 5881.
A. Children Who Receive Medical Card Only Subsidy
Enter a service request to secure member grants (SG) with an achievement date eleven months from the date on the PPS 6130
Adoption Assistance Agreement. Enter a service action code of AO05N with service source of subsided adoptive parent (SAP).
Enter the name of the adoptive parents in the description field, initiate the status with an effective date that the medical card
became effective with this subsidy. Family structure code does not need to be completed.
B. Children Who Receive Both Monthly Cash Subsidy Payments and Medical Card
Enter a service request to secure member grants (SG) with an achievement date eleven months from the date on the PPS 6130
Adoption Assistance Agreement. Enter a service action code of AO05P with service source of subsided adoptive parent (SAP).
Enter the name of the adoptive parents in the description field, initiate the status with an effective date the subsidy was effective
per PPS 6130. Enter the caseload number of the worker with responsibility for the subsidy case, and the start date that worker
began responsibility for that subsidy case. The worker start date cannot be prior to the effective date of the subsidy service
action. Family structure code does not need to be completed. Enter an authorized max unit of 1, with a monthly type (M) and
unit reflecting the cash amount of monthly support and effective date from the PPS 6130. Co pay information is not completed.
At this time (prior to finalization), link the provider to an family foster parent (FFP) provider number on PROM.
6900 Eligibility and Payment Procedure for Permanent
Custodianship and Adoption Assistance
Section 6900 outlines the eligibility requirements and payment procedures for Permanent Custodianship and Adoption Assistance
6901 Determining Eligibility for Permanent Custodianship
Subsidy
Sections 6110 - 6132 specifically outlines the eligibility requirements for permanent custodianship subsidy.
6902 Payment Procedures for Permanent Custodianship
Subsidy
The permanent custodian subsidy (PCS) payments are issued through the KAECSES system under program FC, sub-program GS.
The PCS payment shall be effective the first of the month in which the permanent custodianship is granted. These payments shall
continue monthly as long as the child maintains subsidy eligibility.
Form PPS 6155 Referral for Payment - Permanent Custodian Subsidy shall be used to establish initial and subsequent subsidy
payments.
Follow KAECSES Manual instructions for registering applications, using program code FC and sub-program code GS and following
instructions for FOCA and FCPD screens. The client’s FC case number and client identification number shall be used for FC-GS
payments. The KAECSES manual can be found with this link: KAECSES Manual
6920 Eligibility and Payment Procedures for Adoption
Assistance
Sections 6200 - 6290 specifically outlines the eligibility requirements for Adoption Assistance.
6921 Opening an Adoption Assistance Case
See PPM E&P Appendix B Computer Systems for detailed data entry instructions on opening an adoption assistance case in
KAECSES.
1. Adoption Placement Agreement
2. Adoption Assistance Agreement PPS 6130
3. Eligibility for Adoption Assistance PPS 6115
Adoption assistance payments cannot begin earlier than the date on the Adoption Placement Agreement. The first month’s
Adoption assistance amount shall be prorated.
In order for the child to continue to receive medical assistance as part of the adoption assistance, refer to section 5918 for
information on the process to be followed.
A. Payment Procedures for Adoption Assistance
1. Payments for adoption subsidy are generated from an open adoption assistance (AS) case on the KAECSES system. (See
Section 5916 for details.)
6922 Special Service Payment
A special service payment may be authorized on a time limited or one-time only basis if the child has a specific need which cannot be
met through Medicaid, the monthly subsidy payment or another resource. Services are limited to a maximum of six (6) months. Plans
totaling $1,000.00 or more, require prior approval from PPS Administration. Requests for approval are to be submitted in writing.
The specific service payment must be identified on the adoption assistance agreement. Specify the length of service and the amount to
be paid. Specify amount to be paid if payment is one time only.
The child may have a Wards Account or a Dedicated Account which may be used to purchase necessary items.
A. Payment Procedures
Special Service Payments based on authorization in the adoption assistance agreement are made utilizing open KAECSES case
and customer ID numbers. These payments are generated from VenPay, not KAECSES.
B. Required forms and documentation for payments
A PPS 2833 Client Purchase Agreement shall be completed by PPS staff with a copy of the adoption assistance agreement
attached, which authorizes the payment. Also attach an itemized bill for the item or service purchased. Use the applicable
adoption assistance state-only PCA codes. See the Handbook for Client Purchases for details on purchasing procedures.
6923 Non-Recurring Adoption Expenses
All families who adopt a Kansas child who meets the definition of special needs are eligible for a non-recurring expense payment.
Payments cannot be made until the adoption is finalized. Although we have an agreement with the family, no payments shall be made
if the adoption disrupts prior to finalization.
A. Definition of a Kansas Child:
1. A Kansas child is a child who is in the custody of the Secretary or
2. A private child placing agency and is placed for adoption with a family who resides in Kansas and meets the eligibility
criteria for adoption assistance.
B. Allowable Reimbursement
Families may be reimbursed up to $2,000.00 for the finalization of the adoption.
Reimbursement is for reasonable and customary fees for:
1. Attorney fees
2. Court costs including filing fees
3. Other costs associated with the legalization of the adoption and which are not incurred in violation of State or Federal
Law.
C. Families may also be reimbursed for:
1. Transportation for pre-placement visits with the child and reasonable costs of food and lodging when necessary to
complete the adoption process
2. Health and psychological exams
3. The home study fee (there is no charge for families adopting children placed by the state)
D. Reimbursement to the Family Post Finalization
Reimbursement is made to the family based upon the adoption assistance agreement.
Reimbursement may not be made directly to the attorney except under the following circumstance:
Assignment of Benefits: A family may sign “assignment of benefits” to the attorney representing the finalization of the adoption.
The attorney shall submit the assignment of benefits with the bill for services (court cost, attorney fees, etc.) along with the
decree of adoption. Payments shall have the child’s name and client id on each payment for tracking purposes.
E. Adoption Assistance Agreements for Non-recurring Expenses:
Adoption assistance agreements shall be completed prior to the finalization of the adoption.
1. Form PPS 6130 “Adoption Assistance Agreement” is used for children who receive other types of adoption assistance.
2. Form PPS 6140 “Non-Recurring Adoption Assistance Agreement” is signed for families eligible for non-recurring only.
3. Form PPS 6115 will be used to document eligibility for adoption assistance. All supporting documentation used to
determine eligibility should be attached to the PPS 6115 (Eligibility for Adoption Assistance) and placed in a separate
adoption assistance folder in both the financial file and in the child's permanent case file.
6924 Payment Procedures For Non-Recurring Expenses
Non-recurring expense payments are made according to authorization provided on form PPS 6140 or PPS 6130.
A PPS 2833 Client Purchase Agreement shall be completed by PPS staff with a copy of the PPS 6130 or 6140 attached, which
authorizes the payment. Also attach an itemized bill if available. Use the applicable adoption assistance accounting codes. See the
Handbook for Client Purchases for details on purchasing procedures.
6925 Permanent Custodianship Subsidy Overpayments
DCF regional office is responsible for determining permanent custodianship subsidy overpayments. DCF Administration Collections
Unit will be responsible for collecting and tracking payments made by the custodian.
A. Determining Permanent Custodianship Subsidy Overpayments
1. Contact the custodian to obtain information needed to determine if there is an overpayment
2. Determine the amount and the reason for the overpayment.
3. Determine if the overpayment should be collected. Exceptions shall be approved by the Permanent Custodianship
Subsidy Program Manager.
4. After a determination of an overpayment has been made the DCF Permanent Custodianship Subsidy staff must notify the
custodian within 5 working days.
B. Responsibilities to notify the custodian and DCF Administration Collections Unit
1. Complete the PPS 6175 Permanent Custodianship Subsidy Notice of Overpayment.
2. Send the PPS 6175 form and the Appendix 6F Permanent Custodianship Subsidy Repayment Agreement to the
custodian.
3. Email the PPS 6175 Permanent Custodianship Subsidy Notice of Overpayment to the DCF Administration Collections
Unit DCF.CCUnit@ks.gov
4. Notify DCF Administration Collections Unit of all administrative appeals filed by the custodian(s) and the outcome of the
appeal via the CCU e-mail.
5. Close the permanent custodian subsidy case in KAECSES and KEES, if applicable, if the child is no longer eligible for
subsidy.
Any individual who is suspected of committing fraud for the purpose of improperly establishing or maintaining eligibility for adoption
assistance benefits shall be referred to the Fraud and Investigations Unit at the Office of the General Counsel, Fraud and Investigations
Unit, DCF Administration Office 555 S Kansas, Topeka KS, 66603.
Any individual who is suspected of committing fraud for the purpose of improperly establishing or maintaining eligibility for
permanent custodian subsidy benefits shall be referred to the Fraud and Investigations Unit at the Office of the General Counsel, Fraud
and Investigations Unit, DCF Administration Office 555 S Kansas, Topeka KS, 66603.
6930 Finalization of Adoption Assistance Cases
Upon finalization of the adoption, the KAECSES case shall be closed unless there is a adoption assistance agreement in effect. If so,
the case remains open only to monitor and maintain the assistance agreement.
7000 Independent Living Program Purpose
The purpose of the Independent Living program is to assist youth leaving foster care in transitioning to adulthood. For youth who have
experienced out of home placement in foster care, the transition to adulthood often occurs without the support of family or identified
resources. It is the responsibility of the child welfare system to partner with eligible youth in making the transition to self-sufficiency.
Efforts shall be focused on evidence-based, trauma-informed, and resiliency-building practices that lead to lifelong success.
Independent Living (IL) staff shall embrace opportunities to teach youth skills necessary for navigating life. These skills will include
self-advocacy, accessing community resources and supports, daily living skills, and efficiently managing financial resources.
The Kansas Chafee Foster Care Independence Program (CFCIP) provides for an array of services and supports to help youth who are
likely to remain in foster care and "age out" of the foster care system. Kansas CFCIP services may include Basic Chafee, Subsidy,
Start-Up Costs, Vehicle Repair and Maintenance, Education and Training Voucher (ETV), and Kansas Foster Child Educational
Assistance (tuition & fee waiver - TW), and Aged Out Medical.
7010 Department for Children and Families Independent
Living Coordinator Responsibilities
Independent Living Program staff shall work collaboratively with Department for Children and Families (DCF) and other state
agencies, local governments, courts, contract agencies, schools, public and private organizations, the faith based community and with
youth and their families.
A. Participate in case planning and transition planning with youth still under the responsibility of the Child Welfare Case
Management Provider (CWCMP).
B. Determine accurate eligibility for service components using PPS Form 7000B.
C. Submit intake information to the Kansas Protection Report Center (KPRC) for case assignment within one working day of
youth's inquiry for services
D. Complete assessments with the youth to determine service needs.
E. Develop the PPS 7000 Self-Sufficiency Plan with the youth within 20 calendar days of the intake assignment and review every
170 calendar days until case closure.
F. Ensure the Self-Sufficiency Plan meets all state and federal mandates and DCF policy and procedures.
G. Complete all paperwork associated with Self-Sufficiency Planning including all required forms and ensure copies are provided
to the youth and mentor, as applicable.
H. Monitor the Self-Sufficiency Plan to ensure the goals are being met as planned and assess whether new or revised goals should
be established.
I. Contact youth in person, by phone, email, letter, approved social media networks or text messaging monthly.
J. Maintain documentation of youth’s participation and progress in the program.
K. Maintain accurate financial documentation and utilize DCF systems to ensure compliance with financial requirements and
limitations for individual service components.
L. Provide case management services.
M. Utilize opportunities to teach youth skills necessary for navigating life.
N. Provide crisis intervention services.
7020 Request for Services and Case Assignment
A. DCF staff shall provide all Independent Living (IL) services to eligible youth no longer in the custody of the Secretary of DCF,
Kansas Department of Corrections- Juvenile Services (KDOC-JS), or Tribal Authority.
1. Youth/young adult may request access to all IL services for education and employment supports prior to their 21st
birthday. After that date, youth/young adult may request access to ETV services prior to the semester in which they turn
26, if enrolled or applying for admission to post-secondary education. Youth may apply for Aged Out Medical coverage
until the last day of the month of their 26th birthday. Youth may request IL services by contacting any DCF Service
Center or PPS Administration Office. PPS staff who receive service requests shall immediately contact the region’s
Independent Living Supervisor or designee who shall contact the KPRC within one business day with a request for
services.
2. Upon intake assignment, DCF IL Coordinators (ILC) shall use reasonable efforts to establish timely contact with the
youth. Reasonable efforts are defined as more than one attempt, utilizing more than one strategy for each attempt to
contact. Strategies may include in person, phone, e-mail, letter, approved social media networks, and texting. Attempts to
contact the youth shall be documented in accordance with PPM 0420.
3. The PPS 7000 Self-Sufficiency Plan shall be initiated following successful contact within 20 calendar days of the intake
assignment.
4. If reasonable efforts to engage in timely contact aren’t successful, and the Self-Sufficiency Plan isn’t established for
eligible youth within 20 calendar days of the request for services, the Regional ILC shall staff the reason for delay with
their IL Supervisor utilizing the PPS 7300 Independent Living Case Determination.
5. Following the determination of the IL Supervisor and ILC to close the intake and request for services, the youth shall be
notified of the closure.
B. The DCF Service Center where the youth is directed or requests to be served shall establish the Self-Sufficiency case and
provide IL services throughout the life of the case, unless the youth requests to transfer their case.
C. Youth receiving services in one area of the state who choose to move to another area of the state may request to transfer their
services to the DCF Service Center where they will be relocating or request to maintain their case with the current ILC. DCF IL
Coordinators shall use the Face Sheet PPS 1000; and if completed, the most recent Self-Sufficiency Plan PPS 7000 and PPS
7000 series of forms to coordinate the transfer of services to a different region.
7021 Referrals Involving Other States
A. If a youth who has not yet been released from foster care is placed in another state, the sending state is responsible
for foster care maintenance payments, case planning, including a written description of the programs and services
which will help a child 14 or over prepare for the transition from foster care to independence. The sending state must
also fund the identified independent living services for foster care youth age 14 to release of custody because the
sending state has placement and care responsibility for the youth. Educational Training Voucher (ETV) supports are
to be provided by the sending state for youth who continue be in foster care.
B. The state of custody is irrelevant to eligibility for former foster care youth (between the ages of 18-21, or 18-26 for
youth participating in the ETV Program) who move from the state of custody to another state. The state in which the
youth resides is responsible for services if the state provides the services needed by the youth. Youth who are
already receiving ETV support in one state and choose to attend a post-secondary educational institution in another
state shall continue to receive ETV supports from the original state providing services. However, if a youth moves
from the original state to another state permanently, the state of residence will provide independent living supports to
the youth for as long as the youth remains eligible for the program.
C. When a youth changes the state of residence, the Independent Living Coordinator (ILC) shall contact the State
Independent Living Coordinator for the respective states to initiate transfer of services. Information on State's Chafee
Programs and Services, including State Independent Living Coordinator contact information, may be obtained from
the Child Welfare Information Gateway website at https://www.childwelfare.gov/organizations/?
CWIGFunctionsaction=rols:main.dspROL&rolType=Custom&RS_ID=145
D. Youth must meet eligibility criteria for specific services for the state(s) providing services. Determination of eligibility
for Kansas independent living services will need to be coordinated with the sending state.
7030 Assessment
Youth shall complete the PPS 7030 Kansas Independent Living Self-Sufficiency Matrix (SSM) within 60 days of completion of the
first Self-Sufficiency Case Plan. A new SSM shall be completed at a minimum of once every 170 days. The tool may be re-
administered at any time, should a youth experience significant changes in their life. This tool shall be used to help direct the
individual case planning and services provided. Any needs identified by the assessment shall be addressed by DCF and the youth. See
PPM 3000 Case Management and PPS 7030 Instructions for specific procedures on completing assessments
7031 National Youth in Transition Database Survey
A. The National Youth in Transition Database (NYTD) federal initiative requires states to conduct client specific data collection
activities on an ongoing basis. The purpose of NYTD is to collect information about the outcomes of youth who have aged out
of foster care and to measure the nature, extent and effectiveness of independent living services provided to young adults who
have been released from custody.
B. Data shall be collected from youth who meet the definition of a baseline population:
1. 17 years old or who reach age 17 during a specified federal fiscal year (FFY); and
2. in a foster care placement, including relative, kin and secure care placements; and
3. in custody of the Secretary of DCF or the Kansas Department of Corrections - Juvenile Services (KDOC-JS) at any time
within forty-five days after their 17th birthday, whether or not they received independent living services or were AWOL.
C. A baseline population excludes youth:
1. in detention facilities, forestry camps, training schools, and facilities primarily for the detention of youth adjudicated as
delinquent; or
2. in care of a tribal agency unless the tribe is receiving Title IV-E foster care payments; or
3. at home but in the care of the state agency (trial home visit, at home supervision)
D. Data shall be collected through administration of Appendix 7C, National Youth in Transition Database (NYTD) Survey
Questions. The NYTD survey questions shall be administered within forty-five days following the youth’s 17th birthday.
E. Beginning October 1, 2010, NYTD survey questions shall be administered to the baseline population of youth who are 17 or
turn 17 during October 1, 2010 through September 30, 2011. Child Welfare Case Management Providers shall administer
NYTD survey questions to members of the baseline population in the custody of the Secretary of DCF. DCF region staff shall
administer NYTD survey questions to baseline population members in the custody of KDOC-JS. Every three federal fiscal
years thereafter a new baseline population will be surveyed.
F. The National Youth in Transition Database Survey questions shall be administered by DCF to youth in each baseline
population during the federal fiscal year which the youth reach age 19 and age 21, beginning October 1, 2013.
G. Survey questions shall be made available to all youth required to be surveyed.
Methods to administer questions shall include:
1. mail through the US postal service
2. approved social media
3. by telephone voice call or text message
4. face-to-face
5. e-mail
6. at youth activities, such as Regional Youth Advisory Council retreats and youth conferences
7040 Self-Sufficiency Planning
A. Self-Sufficiency planning is a continuous and ongoing process integral to decision making in partnership with the youth. Self-
Sufficiency planning is based on evidence-based practice and a strengths-based perspective, which include:
1. Engaging youth in a youth-driven service design
2. Treating youth with respect
3. Respecting youth’s privacy
4. Involving youth identified supports and connections as active partners in case planning
5. Providing services in the most youth friendly setting possible
6. Linking youth to community-based, diverse, and comprehensive supports and services
7. Strengthening the capacity of the youth to function independently
8. Providing culturally sensitive services to youth
B. All youth receiving Independent Living services from Department for Children and Families (DCF) shall have a PPS 7000.
1. The initial Self-Sufficiency Plan shall incorporate the court approved PPS 3059 Transition Plan for Successful
Adulthood.
2. All subsequent Self-Sufficiency Plans shall incorporate the activities, services and supports of the youth.
C. Youth shall be actively involved in the development of their Self-Sufficiency Plan. Youth shall be assisted in assessing, and
identifying their strengths and needs, and in developing realistic and achievable goals. Self-Sufficiency Plans shall:
1. Be relevant to the youth’s current circumstances
2. Be realistic in terms of the emotional, physical, and intellectual capabilities of the youth
3. Be written in language that is clear and understandable to the youth
4. Specify the target dates
5. Have the signature of all Self-Sufficiency Plan participants
D. Youth no longer in the state's custody who receive DCF Independent Living services shall have contact from the assigned DCF
Independent Living Coordinator (ILC) a minimum of one time per month. Progress towards completion of case plan tasks shall
be reviewed with the youth at least once in between conference dates and documented PPS 1010 Social Services Case Activity
Log.
E. ILC shall enter the following information, for all youth receiving Independent Living services, into the Self-Sufficiency
Information System (SSIS) within five (5) working days of the case being opened in FACTS.
1. The youth’s case shall be identified as active.
2. The youth’s corresponding DCF region of service and assignment of the ILC shall be designated.
3. The Educational Training Voucher (ETV) plan dates shall be entered, if applicable.
7100 Eligibility
Specific eligibility requirements apply to all services and supports offered through the Independent Living (IL) and Self-Sufficiency
Program.
A youth’s marital status does not impact eligibility for services or supports.
A. For the purposes of determining eligibility for specific service components, eligible and ineligible placement settings are defined
as follows:
Eligible Out of Home Placement
1. Resource Home
2. Relative and Kinship Placements
3. Group or Residential Homes
4. Independent Living Settings
a. Transitional Living Program (TLP)
b. Community Integration Program (CIP)
c. Youth living on their own who continue to be supported by a Child Welfare Case Management Provider
(CWCMP)
5. Secure Care, as a Child in Need of Care
6. Runaway/Missing Child Status
Ineligible Placements
1. Placement at Home with Parent(s)
2. Juvenile Detention Facility
3. Juvenile Correctional Facility
4. Adult Detention Facility (jail)
5. Adult Correctional Facility (prison)
Refer to the specific service components below to determine eligibility.
B. Youth under the age of 18 who are being served through Aftercare services with the CWCMP (after reintegration, permanent
custodianship, or adoption) shall have any IL services they are eligible for coordinated through the CWCMP case manager and
the Department for Children and Families (DCF) Independent Living Coordinator (ILC).
C. Service Component Eligibility Criteria
1. Basic Chafee
a. Youth who were in an eligible out of home placement in the custody of DCF, Kansas Department of Corrections-
Juvenile Services (KDOC-JS) or Tribal Authority for any length of time on or after their 14th birthday are eligible
for Basic Chafee.
b. Youth who achieved permanency through permanent custodianship or guardianship or who were adopted before
the youth’s 16th birthday are eligible for Basic Chafee and Vehicle Repair and Maintenance only.
c. Eligibility for Basic Chafee ends when the youth attains 21 years of age.
2. Subsidy
a. Youth who were released from the custody of DCF, KDOC-JS, or Tribal Authority, and from an eligible out of
home placement, on or after their 18th birthday are eligible for Subsidy. Youth who were in an eligible placement
on their 18th birthday but in an ineligible placement on the date of release from custody may be eligible for
Subsidy, with the approval of the IL Program Manager or designee and the Permanency Program Administrator or
designee.
b. Youth who were in Kansas through ICPC and in an eligible placement on their 18th birthday may be eligible for
Subsidy, with the approval of the IL Program Manager or designee and the Permanency Program Administrator or
designee.
c. KDOC-JS youth who have not been released from KDOC-JS custody but are not receiving room and board
assistance from KDOC-JS may be eligible for Subsidy.
d. Youth still under the responsibility of the CWCMP or Tribal Authority are not eligible for Subsidy.
e. Eligibility for Subsidy ends when the youth attains 21 years of age.
3. Start-Up Costs
a. Youth who were released from the custody of DCF, KDOC-JS, or Tribal Authority, and from an eligible out of
home placement, on or after their 18th birthday are eligible for Start-Up Costs. Youth who were in an eligible
placement on their 18th birthday but in an ineligible placement on the date of release from custody may be eligible
for Start-Up Costs, with the approval of the IL Program Manager or designee and the Permanency Program
Administrator or designee.
b. Youth who were in Kansas through ICPC and in an eligible placement on their 18th birthday may be eligible for
Start-Up Costs, with the approval of the IL Program Manager or designee and the Permanency Program
Administrator or designee.
c. Youth who are still under the responsibility of DCF, KDOC-JS, or Tribal Authority, and are likely to attain 18
years of age while in an eligible out of home placement, are eligible for Start-Up Costs.
d. Youth who are still under the responsibility of DCF, KDOC-JS, or Tribal Authority and have already attained 18
years of age while in an eligible out of home placement are eligible for Start-Up Costs.
e. Youth who meet the above criteria and are receiving Education Training Voucher (ETV) support continue to be
eligible for Start-Up Costs.
f. Eligibility for Start-Up Costs ends when the youth attains 21 years of age.
4. Vehicle Repair and Maintenance
a. Youth who were in an eligible out of home placement in the custody of DCF, Kansas Department of Corrections-
Juvenile Services (KDOC-JS) or Tribal Authority for any length of time on or after their 14th birthday are eligible
for Vehicle Maintenance and Repair.
b. Youth who were in Kansas through ICPC and in an eligible placement at age 14 or older may be eligible for
Vehicle Repair and Maintenance, with the approval of the IL Program Manager or designee and the Permanency
Program Administrator or designee.
c. Eligibility for Vehicle Repair and Maintenance ends when the youth attains 21 years of age.
d. Youth who meet the above criteria and are receiving ETV payments are still eligible to receive Vehicle Repair and
Maintenance costs.
5. Education & Training Voucher (ETV)
a. ETV services are available to youth served by the following: DCF, KDOC-JS, or Tribal Authority.
b. Youth who left a foster care placement subject to permanent custodianship or guardianship or who were adopted
before the youth’s 16th birthday are not eligible for ETV.
c. Youth who are eligible for ETV have earned a high school diploma or GED, are enrolled in a post-secondary
education that is a pre-accredited, accredited, or certified training program, and the youth meets one of the
following:
i. in the custody of DCF, KDOC-JS, or Tribal Authority and in a foster care placement on the date the youth
attained 18 years of age; or
ii. left a foster care placement subject to a permanent custodianship or guardianship under chapter 38 or 59 of
the Kansas Statutes Annotated on or after the youth’s 16th birthday; or
iii. adopted from a foster care placement on or after the youth’s 16th birthday; or
iv. in an eligible out of home placement for any length of time on or after the 14th birthday, unless an adoption,
permanent custodianship, or guardianship is finalized prior to the youth’s 16th birthday.
d. Youth are eligible until they turn 26 years of age as long as they are enrolled in a post-secondary education or
training program and are making satisfactory progress toward completion of that program (satisfactory progress is
defined by individual program guidelines).
e. Youth who have received acceptance or conditional acceptance notice from a post-secondary education or training
program and who have or will meet one of the above eligibility requirements for ETV, may receive funding for
deposits and expenses, as approved based on the PPS 7001. ETV may be used to pay for dorm fees due prior to
youth completing secondary education or GED for an ETV eligible youth with an acceptance notice from a post-
secondary education institution.
f. Youth who continue to be under the responsibility of the CWCMP, KDOC-JS, or Tribal Authority and meet the
above criteria may receive ETV supports prior to the release of custody with completion of the PPS 7001 and
associated tasks on the PPS 3050 series, to include custody planning documents utilized by KDOC-JS and Tribal
Authority. Tribal case managers, KDOC-JS case managers and CWCMP case managers shall coordinate services
for youth eligible for ETV and still in their care in custody through communication with the regional DCF ILC. A
new FACTS case or intake is not required for youth requesting ETV services who are served by the CWCMP.
g. Youth may only participate in the ETV program for a total of five years, whether or not the years are consecutive.
6. Kansas Foster Child Education Assistance (Tuition Waiver)
a. Youth who are eligible to apply for the Kansas Foster Child Educational Assistance Act are enrolled in a Kansas
educational institution and meets one of the following:
i. in the custody of DCF and in a foster care placement on the date the youth attained 18 years of age; or
ii. released from custody of DCF prior to attaining 18 years of age, after having graduated from high school or
fulfilled the requirements for a GED while in foster care placement and the custody of DCF; or
iii. adopted from a foster care placement on or after the youth’s 16th birthday; or
iv. left a foster care placement subject to a permanent custodianship or guardianship under chapter 38 or 59 of
the Kansas Statutes Annotated on or after the youth’s 16th birthday.
b. In order to remain eligible for participation in the program, youth shall remain in good standing at the Kansas
educational institution where the youth is enrolled and shall make satisfactory progress toward completion of the
requirements of the educational program in which the youth is enrolled.
c. Eligibility for Kansas Foster Child Education Assistance service component ends at the conclusion of the semester
during which the youth attains 23 years of age.
d. Youth eligible for the tuition waiver through the Kansas Foster Child Assistance Act must have been in the custody
of the Secretary of DCF.
7. Aged Out Medical
a. Youth who were in the custody of DCF, KDOC-JS, or Tribal Authority and were in any out of home placement on
their 18th birthday are eligible for Medicaid coverage through the Aged Out Medical Program from age 18
through age 26. If eligible, the Medicaid card coverage will extend to the last day of the month the young adult
turns 26 years of age. Eligibility for coverage may be granted for 3 months prior to the application date, if
requested on the application, per Kansas Department of Health and Environment (KDHE).
b. Youth who were in Kansas through ICPC and in any out of home placement on their 18th birthday are eligible for
Aged Out Medical.
c. No income or resource testing is required for eligibility.
d. Proof of citizenship and identity must be provided by either uploading through the KanCare portal documents
provided by the youth, or insuring documents have been uploaded by the DCF eligibility worker.
i. Youth who have been granted Special Immigrant Juvenile Status shall have had Legal Permanent Resident
status for a minimum of five years before they are eligible for Aged Out Medical.
e. The ILC shall inform the youth they shall be responsible for keeping the Clearinghouse informed of their current
address by calling the Clearinghouse at 1-800-792-4884 whenever their address changes.
f. Termination of eligibility for this program occurs when one of the following happens:
i. the youth turns 26 years of age (last day of the month they turn 26)
ii. the youth is no longer a resident of Kansas
iii. the youth is an inmate in a public institution
iv. Annual reviews for youth receiving the Medical Card are required. Failure to return completed reviews shall
result in termination of Aged Out Medical.
The youth will be notified prior to the closure of the medical card.
7200 Services and Supports
The Independent Living Coordinator (ILC) shall engage youth in planning to achieve self-sufficiency. Youth in the Independent
Living Program have varying needs and goals. The ILC will need to work with the youth in a cooperative manner to identify the best
path towards self-sufficiency. The ILC will guide and support the youth as they work to reach their goals and assist the youth in
identifying and overcoming barriers to success. The following services and supports address common needs of youth; however, some
youth may require additional supports and services.
A. Assist youth with the application for the Aged Out Medical Program and navigating their benefits.
B. Facilitate need based financial support.
C. Educate or refer youth to services that assist with budgeting, money management and daily living skills.
D. Assist youth with maintaining and developing connections for success.
E. Assist youth with locating and maintaining housing.
F. Assist youth with career planning and accessing employment services.
G. Assist youth with secondary, post-secondary education and/or certified training to include, but not limited to, collaboration with
educational advocates and implementation of Individualized Education Program (IEP) or 504 plans.
H. Assist youth to access transportation for education or employment purposes.
I. Assist youth to access services to maintain their mental and physical well-being.
J. Discuss referrals to services and the benefits of such services with youth who are pregnant and/or parenting and assist with
referrals as appropriate. Services include, but are not limited to, parent skill building programs. See PPM 2116.
K. Assist youth with other training and/or services identified by the youth.
L. Determine need for referral to appropriate community services and programs that are not limited to but may include:
1. Kansas Legal Services for assistance with SSI application
2. Vocational Rehabilitation Services
3. Economic and Employment Services
4. Adult Protective Services
5. Workforce Centers
6. Low Income Energy Assistance Program (LIEAP)
7. Child Support Services
8. Kansas Department of Health and Environment programs and services
9. Kansas Housing Resources Corporation
10. Kansas Coalition Against Sexual and Domestic Violence
M. Assist and encourage youth to participate in Regional and Kansas Youth Advisory Council activities.
N. Assist youth with requesting a credit report from current credit reporting agencies: TransUnion, Experian, and Equifax; and
resolving any inaccuracies or instances of identity theft. See Appendix 7E for guidance about how to access credit reports.
7210 Basic Chafee
Basic Chafee activities and programs include, but are not limited to, help with education, employment, financial management,
housing, emotional support and assured connections to caring adults for older youth in foster care.
7211 College Classes/Training Programs
Youth who are in out of home placement, enrolled in high school or GED program, and currently receiving services by the
Child Welfare Case Management Providers (CWCMPs) may be eligible for financial assistance for college
classes/training programs. General Chafee funds may be used to pay for dual credit, advanced placement, pre-college, or
training programs for young people who are not eligible for ETV. CWCMP case managers shall coordinate services for
eligible youth in their care through communication with local DCF office. The resources of youth or foster parents shall be
considered exempt, unless the youth has a WARDS account that may be utilized.
Financial assistance for dual credit courses shall be requested prior to the course start date by submitting PPS 7211 CWCMP
Independent Living Funds Request and required documentation to the regional Independent Living Supervisor or designee. The
CWCMP will be responsible for paying at least half of the expenses for dual credit courses.
7212 Foster Care Transition Support
A. Foster Care Transition Support is a time limited service for youth released from the custody of the Secretary at age 18 or older
who are not released to a permanent connection through reintegration, adoption or custodianship. This service provides housing
and other support such as transportation for a limited period of time during the youth’s transition to college, training program,
or employment.
B. Services may begin the month the youth is released from custody. Payment shall not exceed 120 days, with the following
exception: for young adults age 18 or older who are in their junior year of high school at the time of release from custody, the
service may continue for a period up to 365 days.
C. Youth shall have a current signed PPS 7000 Self Sufficiency Plan, completed and signed Monthly Budget Plan PPS 7000A,
and a written current education or employment plan. A youth's marital status does not impact eligibility.
D. The family foster home must be licensed or approved by KDHE. DCF regions may purchase this service at the rate of $20.00
per day. Payments shall be approved by the Assessment & Prevention Administrator in coordination with the Foster Care
Administrator. Monthly payments shall be made directly to the foster parent or to the youth who will pay the foster parent
directly. The PPS Client Purchase Agreement PPS 2833 shall be completed monthly. A written lease, signed by the youth and
foster family, is required between the youth and the foster family specifying the beginning and end date of the service and the
provision of 30 days’ notice by the foster family to the youth if the service is terminated. The written lease shall be provided
and attached to the PPS Client Purchase Agreement.
7213 Life Skills Services and Supports
A. Youth receive Life Skills services provided by Child Welfare Case Management Providers during out of home placement.
Young adults no longer in placement may have continued needs after the transition as identified in the young adult’s court
approved PPS 3059 Transition Plan for Successful Adulthood. DCF shall assess and provide identified Life Skills services to
youth. All Life Skills services and tasks shall be documented on the Self Sufficiency Case Plan PPS 7000. See PPM 3000. Life
Skills services may include but are not limited to the following domains:
1. Communication
2. Daily Living
3. Home Life
4. Housing & Money Management
5. Self-Care
6. Social Relationships
7. Work Life
8. Work & Study Skills
9. Career Planning
B. Life Skills supplemental assessments for Parenting Infants and Parenting Young Children may be used as resources in working
with young parents.
C. Youth will be provided information regarding all aspects of health care and information regarding avoidance of unsafe health
practices.
1. use of tobacco, products, drugs and alcohol;
2. sexually transmitted diseases or unplanned pregnancies;
3. factual information on how and when to seek medical care;
4. basic first aid training;
5. discussions on health insurance;
6. specific information for any youth who has special medical needs.
D. Free resources are available through www.caseylifeskills.org related to the nine (9) life skill domains listed above. Additional
resources may be used as deemed appropriate to meet the youth's needs.
7214 Alternative Options to Aged Out Medical Program
For those youth not eligible for the Aged Out Medical Program, as documented on PPS 7000B, Chafee funds may be used to purchase
medical policies, prescriptions, or medical services for youth who have been released from state custody. Chafee funds may be used to
pay premiums for KanCare eligible youth upon approval by the IL Supervisor. Eligibility for all Medicaid programs shall be
determined prior to using Chafee funds for medical purposes. Comparable benefits shall be explored, including the Aged Out Medical
Program, prior to using Chafee funds for medical purposes.
The DCF Independent Living Coordinator shall work with youth to determine the best approach to selecting a medical policy or
services to fit the needs of the youth in relationship to the youth's post-secondary education or training program. Medical policies and
services offered through educational institutions shall be explored by the youth and DCF staff, if available.
7215 Transportation
Transportation costs, excluding vehicle repairs and maintenance, are allowed as deemed necessary for the purpose of helping youth
meet self-sufficiency objectives, to include employment, education, and Kansas / Regional Youth Advisory Council (KYAC / RYAC)
involvement. Transportation costs may include gas, bicycles, bicycle helmets, bus passes, taxi vouchers, vehicle insurance, vehicle
registration, tags and taxes. The reimbursement for mileage will be the agency allowable rate for travel reimbursement.
Transportation costs shall be documented as related to the youth’s self-sufficiency goals indicated on the PPS 7000A Independent
Living (IL) Monthly Budget Plan.
7220 Independent Living Subsidy
Youth may request subsidy from the state if they need short term assistance to achieve an independent living education or employment
goal and are willing to work with the agency to achieve that goal.
Independent living subsidy is a time limited financial plan between a youth leaving foster care and DCF. The financial plan includes
expectations from both the youth and the agency. The youth is expected to be working to achieve specified self-sufficiency outcomes
requiring an education or employment plan and to meet regularly with his or her mentor (if assigned), and agency staff. Agency staff
are expected to work with the youth to help them locate resources necessary to achieve the outcomes and to provide needed training
and encouragement.
Subsidy does not provide full financial support. Youth who receive subsidy are most likely lacking a current support system to
adequately provide for their financial needs, struggling financially, unemployed or underemployed but actively searching for
employment and have exhausted other resources. It is expected that the youth will assume increasing responsibility for meeting his or
her own needs while receiving subsidy.
Subsidy is not a general entitlement program and is based on a youth's identified goal to achieve independence and
willingness to enter into a contract and cooperate with the agency to work toward that goal
7221 Secondary Education Plan
To be eligible for Independent Living Subsidy or Foster Care Transition Support services, youth shall be working on completion of
secondary education, or the equivalent via an accredited institution. An education plan that details the completion of the education or
equivalent is required for the youth to receive Foster Care Transition Support services or subsidy. Youth with educational plans must
attend class on a regular basis, complete assignments and maintain passing grades. The plan shall be formally reevaluated by the
Independent Living Coordinator (ILC), youth, and his or her mentor (if assigned), at a minimum of every six months. The youth must
be enrolled in the educational program specified in the plan and passing to continue to receive subsidy or Foster Care Transition
Support services. Documentation of each reevaluation shall be attached to the plan.
A. An education plan is written into the Self-Sufficiency Plan and may include the following:
1. Documentation of enrolled status in identified educational program;
2. Completed housing plan which includes the address of the residence, names of all household members occupying the
residence, and copy of signed lease or rental agreement, and landlord's name and telephone number if applicable;
3. Completed monthly budget plan PPS 7000A which includes documentation of all resources and projected needs. This
budget plan should specify the amount and source (e.g. savings, job) of the youth's income, and projected expenses
including first month start-up security deposits (e.g. housing, utility, telephone), and on-going utilities, furniture/
household, transportation, food, and school/work needs;
4. Documentation of regular attendance and a copy of grades shall be attached to the plan at the end of each semester of
study, if requested by the ILC;
5. Documentation of employment or active pursuit of employment, if included in the youth’s Self-Sufficiency Plan;
6. Educational Advocate if appropriate.
B. The ILC and youth shall review the educational plan at least every 170 days or more frequently, if indicated.
C. The board of education of a Kansas school district must award a high school diploma to any person requesting a diploma if such
person:
1. Is at least 17 years of age;
2. Is or has been a child in the custody of the Department for Children and Families (DCF) / (SRS) Secretary or KDOC-JS
Secretary (JJA Commissioner) at any time on or after such person’s 14th birthday; and
3. Has achieved 21 minimum high school graduation requirements adopted by the Kansas State Board of Education that
shall include the following:
a. Four units of English language arts, which shall include reading, writing, literature, communication, and grammar.
b. Three units of history and government, which shall include world history; United States history; United States
government, including the Constitution of the United States; concepts of economics and geography
c. Three units of science, which shall include physical, biological, and earth and space science concepts and which
shall include at least one unit as a laboratory course
d. Three units of mathematics, including algebraic and geometric concepts
e. One unit of physical education, which shall include health and which may include safety, first aid, or physiology
f. One unit of fine arts, which may include art, music, dance, theatre, forensics, and other similar studies selected by a
local board of education
g. Six units of elective courses
4. Students should be allowed to participate in all graduation activities.
5. Students should be awarded a regular high school diploma.
D. Youth who have completed secondary education and who are enrolled in post-secondary education and/or certified training
programs are not eligible for regular subsidy, but may be eligible for Foster Care Transition Support services. Youth
participating in post-secondary education and/or certified training programs may receive room/board assistance through the
Education and Training Voucher program (ETV).
7222 Employment Plan
If the youth is to receive subsidy as a part of an employment plan, there must be a reasonable expectation of completion of the plan.
Youth with employment plans must be working with the agency on job readiness skills and actively seeking employment. All youth
who apply for subsidy must have a signed employment plan. Subsidy is available to youth who are unemployed or underemployed but
are actively searching for employment. Documentation is required to verify the youth's efforts toward becoming employed and the
youth's willingness to accept part-time employment while seeking a full-time job. Staff and the mentor (if assigned) will verify that the
youth is working with employment services and following up on job possibilities. Funds should be used to support the employment
search needs of the youth.
A. An employment plan is written into the Self-Sufficiency Plan and may include the following:
1. Completed job search plan, which includes the development of a weekly log of a specified number of employment
opportunities where the youth will apply for employment and will document the name of the contact person for the job;
2. Completed Independent Living Monthly Budget Plan PPS 7000A, which includes documentation of all resources and
projected needs. This budget plan should specify the amount and source (e.g. savings, job) of the youth's income; the
projected expenses, including first month start-up security deposits (e.g. housing, utility, telephone); and on-going
utilities, furniture/ household, transportation, food, and school/work needs;
3. Referral to formal employment services, as determined appropriate by the Independent Living Coordinator (i.e.
Vocational Rehabilitation, Pre-Employment Transition Services, Workforce Center, etc.).
B. The Independent Living Coordinator and youth shall review the youth's employment plan at least every 170 days or more
frequently if the youth's circumstances change.
7223 Subsidy Rates
A. The maximum amount of subsidy for room and board is $350.00 per month. Most plans are less than this as the amount offered
will depend on the youth's income and resources. Earnings and social security, or SSI payments, are deducted in computing the
amount of subsidy needed. The amount provided in subsidy will be reevaluated whenever the youth's situation changes or at a
minimum of every six months. The subsidy provided for room and board is used to supplement the youth's earnings and to
provide a minimum safety net while transitioning the youth to self-sufficiency. Room and board may include, but are not limited
to, costs related to housing, food, transportation, hygiene items, cell phone, expenses shown in the PPS 7000A.
B. Independent Living subsidy shall be provided on a tiered approach to help youth work towards self-sufficiency as they
participate in the Independent Living program.
1. Tier 1: Months 1-12 100% of subsidy based on need (PPS 7000A)
2. Tier 2: Months 13-18 90% of initial subsidy amount
3. Tier 3: Months 19-24 80% of initial subsidy amount
4. Tier 4: Months 25-36 70% of initial subsidy amount
C. A youth’s maximum subsidy is determined based on need, and subsequent tiers are derived from the maximum subsidy amount.
However, due to a change in the youth’s circumstances, the Independent Living Coordinator (ILC) may determine an upward
adjustment in tiers is necessary to meet the youth’s needs. The ILC shall document the basis for change on the PPS 7300
Independent Living Case Determination form.
D. If a case is closed prior to age 21 after having received subsidy and the youth indicates a need for subsidy to be reopened, the
starting tier will be determined based upon current need and resources.
7224 Subsidy Payment Procedures
The youth, mentor (if assigned), and DCF Independent Living Coordinator (ILC) will complete the PPS 7000 and 7000A, listing the
youth's income and expenses. Staff will complete the PPS 7210 form and send it to the DCF Regional payment unit. Subsidy payments
will be disbursed monthly (i.e. December payments will be paid in early December). Subsidy payments may be sent to the mentor who
will be working with the youth on an education or employment plan.
Subsidy payments may also be made directly to the youth if this arrangement is agreed upon by the youth, DCF ILC, and
mentor. This arrangement will accommodate youth in making room/board payments in instances when mentors are not
located in the same geographic area of the state or in other instances where this arrangement is more accommodating to
the youth. Good judgment must be applied in using this procedure as not all youth may be capable of making good
decisions regarding payment of their room/board upon transition to adulthood.
7230 Start Up Costs
A. Start Up Costs - not including rent or room and board
Youth who are leaving foster care to live on their own may need assistance with start up expenses, not including rent. These
expenses may include utility deposits, necessary furniture, household supplies, or other items as deemed appropriate by the
youth and the Independent Living Coordinator (ILC). Cumulative payments may not exceed $600.
B. Start Up Costs - rent or room and board
Youth who are leaving foster care to live on their own may need assistance with the rent/room and board costs, including
deposits. Room and board are considered to be lodging and meals, often provided for a set fee. Cumulative payments may not
exceed $600.
7240 Vehicle Repair and Maintenance
Vehicle repairs and maintenance shall be approved by the Prevention and Protection Services (PPS) Independent Living Supervisor or
designee. Cumulative lifetime payments may not exceed $1,000, unless approval is provided by the IL Program Manager or designee.
Available transportation options must be explored prior to authorizing a vehicle repair or maintenance. Prior to authorizing a payment
for vehicle repair or maintenance the Independent Living Coordinator shall consider and document in the case file:
A. The vehicle is currently registered in the youth’s name.
B. The vehicle is currently insured.
C. The youth has a valid driver’s license.
D. Other resources available to meet the youth’s transportation needs.
E. Documentation from authorized / certified mechanic of repairs or maintenance and itemized costs.
7250 Education and Training Voucher Program
A. Education and Training Vouchers are available to eligible youth for assistance based on need with post-secondary education
and certified training programs. ETV funds may be used for costs associated with post-secondary education and/or training only
and cannot exceed $6,250 (federal maximum of $5,000 with state match of $1,250), or the total cost of attendance per youth
per plan year, whichever is less. All youth must have an open service case to receive ETV. Youth may only participate in the
ETV program for a total of five years, whether or not the years are consecutive.
B. Youth may elect to attend post-secondary education and/or certified training programs outside of Kansas and may use Kansas
ETV for this purpose. If a youth is receiving ETV and attending post-secondary education and/or certified training outside of
Kansas, all requirements still apply for case planning purposes. The DCF Independent Living Coordinator and youth may need
to use phone or e-mail for regular contacts.
C. Youth who are moving to another state and establishing permanent residency in that state, for purposes other than attending a
post-secondary educational institution or certified training program must apply for ETV funds through the state where they will
establish permanent residency.
D. Youth must reapply for ETV funds on a yearly basis, as it coincides with the youth's education or training plan. All plans shall
be for a twelve-month period between July 1 and June 30th. If a youth finds themselves unsuccessful in completing their
education or training plan, the youth may reapply at any time up until they are no longer eligible for the program. The DCF
worker shall use good judgment in working with youth who have received ETV in the past and who have not been successful in
continuing in their education or training plan. It is foreseeable and acceptable that youth may make changes in their education
or training plans as they move into different stages of their adult lives. These changes should not be used against youth in
accessing ETV unless there is a pattern of the youth's inability to work through his/her education or training goals. Assistance
should be provided to the youth to keep motivation towards completing their education or training goals.
E. ETV shall only be used at post-secondary educational institutions or certified training programs that meet all three of the
following criteria:
1. Admits as regular students only persons with a high school diploma or equivalent; or admits as regular students persons
who are beyond the age of compulsory school attendance; and
2. Public, Private, or Non-Profit; and
3. Accredited or pre-accredited and is authorized to operate in that state.
F. Youth who have not completed high school or GED requirements who are beyond the age of compulsory school attendance may
be eligible for ETV services and supports at post-secondary educational institutions or certified training programs that accept
students under this criteria.
7251 ETV Services and Supports
ETV services include services and supports that are necessary for the youth to participate in post-secondary education and certified
training programs. Eligible expenses include but are not limited to the following:
A. Tuition and Fees for Post-Secondary Educational Institutions for youth not eligible or receiving the Foster Care Tuition Waiver.
This may include special fees. The institution shall award a bachelor's degree or at least a two-year program that is acceptable
for full credit toward such a degree.
B. Tuition and Fees for Certified Training Programs that provide at least a one year training program to prepare students for
gainful employment in a recognized occupation.
C. Room/Board associated with Post-Secondary Education or Training Program through ETV. Youth who meet eligibility for
ETV funds can be awarded room and board assistance for costs associated with post-secondary education or certified training
program. Youth shall not receive room/board through both ETV and IL Subsidy. ETV room and board payments should be
paid using the appropriate ETV program and object code for this service. Room and board may include, but are not limited to,
costs related to housing, food, transportation, hygiene items, cell phone, expenses listed on the education institution’s cost of
attendance statement, and expenses shown on the PPS 7001 and/or PPS 7000A.
D. Books, materials and supplies associated with an allowable Post-Secondary Education or Certified Training Program to assist
the youth in continuing their education or training program. This includes supplies associated with specific education or
training programs (i.e. tools, welding boots, art supplies).
E. Special Fees associated with an allowable Post-Secondary Education or Certified Training Program. This may include fees
associated with specific classes, assignments, or participation in educational or training activities associated with the institution.
Fees associated with student loans or insurance premiums on the student loan may be included.
F. Child Care: Young adults participating in the ETV program may be eligible for childcare through EES or by using ETV funds.
If a young adult is eligible for childcare through EES this program shall be utilized first. See EES PPM for policy guidelines. If
the young adult is not eligible for EES childcare they may be eligible for childcare using ETV funds. Childcare providers must
meet the same requirements as the EES childcare program specifies.
G. Technical Equipment associated with Post-Secondary Education or Certified Training Program (i.e. special calculators,
computers or other technical equipment to aid in post-secondary education or training program). Accommodations related to a
youth's disability, such as a personal assistant or specialized equipment that is not paid for by another source, may be eligible.
H. Tutoring for youth in post-secondary education or certified training programs to assist youth in completing the program.
I. Transportation costs related to post-secondary education and/or training program (i.e. gas, taxi rides, bus tickets, tags and
taxes).
J. Clothing and other items required for post-secondary education and/or training programs (i.e. nurse uniforms, special clothing
or other personal items required for class or training program). May not be used to purchase clothing for normal daily use.
K. Medical policies, prescriptions and medical services to assist youth in their post-secondary educational goals or training
programs. This service shall not be used for youth eligible for Aged Out Medical. Youth shall be encouraged to use policies
provided through education institution if available.
7252 Procedures for ETV
A. The DCF Independent Living Coordinator or designee and youth shall complete the Self-Sufficiency Plan PPS 7000 and the
Education and Training Voucher Program Plan PPS 7001 must have an identified education or training plan, along with all
required information on the form. All youth participating in Post-Secondary Education and Training plans must be actively
involved in all stages of the plan.
B. The Self-Sufficiency Plan PPS 7000 and the Education and Training Voucher Program Plan PPS 7001 shall have verification
of eligibility for Chafee Foster Care Independence Program (CFCIP) and/or Education and Training Voucher Program (ETV)
approved by DCF Independent Living Coordinator and DCF Independent Living (IL) Supervisor or designee.
C. Documentation to support all identified costs associated with Education and/or Training Plan shall be attached to the Education
and Training Voucher Program Plan PPS 7001. In addition, documentation of all Federal or State Financial Awards associated
with the Education and/or Training Plan must also be attached. (i.e. Pell Grant and Scholarships) All youth applying for ETV
funds shall complete a minimum of three (3) scholarship applications with proof of documentation at the time of completing the
PPS 7000 and PPS 7001 ETV Plan. An exception may be granted when there aren’t scholarships available for the planned
educational track. An exception to the scholarship requirement must be approved by the DCF IL Supervisor or designee on the
PPS 7001. Youth shall complete the Free Application for Federal Student Aid (FAFSA) prior to applying for ETV funds.
D. The Education and Training Voucher Program Plan PPS 7001 shall be signed by the youth, DCF Independent Living
Coordinator, Case Manager/Social Worker for contractor if youth still served by the contractor, and the DCF IL Supervisor or
designee.
E. All ETV plans shall begin July 1 and end June 30 of each year. The initial ETV plan year shall be entered into the Self
Sufficiency Information System (SSIS) within five working days of opening.
F. The DCF Independent Living Coordinator must track all expenses so that the total shall not exceed the maximum allowable
funds per year or the total cost of attendance per youth.
G. The DCF Independent Living Coordinator must track the number of years a youth participates in the ETV Program. A year
may be divided into two six-month periods from July 1 to December 31 and January 1 to June 30. A youth may not participate
for more than five years, or ten six-month periods, whether or not the years or six-month periods are consecutive. Participation is
defined as a payment having been made within, or for, the year or six-month period.
H. All youth with current ETV plans shall be notified within thirty (30) days of a change in their ETV plan. DCF Staff shall work
with youth receiving ETV to make sure all avenues for funding for post-secondary education/certified training options are
explored.
I. Services and supports through ETV are available as funding allows.
7260 Kansas Foster Child Education Assistance Act
A. The Kansas Foster Child Educational Assistance Act applies to eligible young people who enroll in a program at a Kansas
educational institution which leads to the award of a certificate, diploma or degree upon satisfactory completion of course work
requirements. This program will waive tuition and required fees at Kansas educational institutions to include any vocational
school, area vocational-technical school, community college, Washburn University and state educational institution or technical
college. For complete list of individual schools please consult http://www.kansasregents.org/
B. The waiver will cover tuition and required fees only for undergraduate enrollment of eligible youth through the semester the
eligible youth attains 23 years of age. Tuition will not be waived for any course repeated or taken in excess of the requirements
for completion of educational program in which such eligible youth is enrolled. Youth eligible for the Foster Child Educational
Assistance Act may also be eligible for assistance for other costs of higher education through ETV.
C. Procedures for Kansas Foster Child Educational Assistance Act
1. Prevention and Protection Services Administration staff will verify the applicant's eligibility.
2. The FACTS code ED04N shall be used to record the date of High School Graduation or GED completion to aid in
verification of eligibility for the Kansas Foster Child Educational Assistance Act .
3. If a youth is interested in the Kansas Foster Child Educational Assistance Act Program, applications may be obtained
from educational institutions in Kansas or by contacting your local DCF office. See PPS 7260 Application for Foster
Child Education Assistance Program. All applications are submitted by the student to the Registrar's office at the
educational institution. The Registrar's office will fax the application to Department for Children and Families (DCF)
Administration for verification of eligibility and signature of Statewide Independent Living Coordinator or designee.
4. Within 30 days of enrollments, all accepted applicants are required to notify their DCF Independent Living Coordinator
(ILC), as applicable, of their current enrollment status and intended program of study.
7270 Aged Out Medical Program
This program provides medical coverage to young adults who are released from custody of DCF, Kansas Department of Corrections-
Juvenile Services (KDOC-JS) or Tribal Authority at age 18 and meet specific eligibility guidelines. In addition, youth placed in
Kansas through ICPC who meet eligibility guidelines are eligible. Refer to Section 7100 Eligibility for Aged Out Medical Program.
Child Welfare Case Management Providers, local KDOC- Juvenile Services agency staff, and DCF staff working with youth who will
leave care at age 18, shall inform the youth about the Managed Care Organizations (MCO) and Aged Out Medical Program. Youth
shall be assisted in choosing an MCO if appropriate and preparing the KanCare application “For Families and Children” prior to their
release from custody.
After release of custody DCF IL staff shall assist young adults with completing the application, serving as Facilitator if appointed by
the young adult, obtaining the medical card, and choosing a Managed Care Organization that best meets their needs.
DCF IL Coordinators shall inform young adults who have been released from custody, but have not submitted an application or
obtained a medical card, of the Aged Out Medical Program by sending them the PPS 7240 You May be Eligible Notice.
Documentation of the notification and assistance provided to should be made in the youth's case file. A youth's eligibility for the Aged
Out Medical Program does not require the youth to participate in Independent Living services with DCF.
7280 Mentor
A. A youth may have a mentor who has agreed to complete the Mentor Application in Appendix 7H Mentor Application Packet,
sign the PPS 7220 Independent Living Mentor Agreement, and carry out the responsibilities in PPM 7282, Responsibilities of
Mentor. CWCMP staff, including DCF IL Coordinators, shall not serve as mentors.
B. If a youth receiving services from DCF is unable to identify an adult who will serve as the youth’s mentor, DCF will assist the
youth in identifying a mentor as needed.
7281 Mentor Qualifications
The qualifications for Mentors include:
A. age 25 or older;
B. ability to pass Child Abuse/Neglect Central Registry clearance;
C. ability to pass Adult Abuse/Neglect Central Registry clearance;
D. ability to pass KBI security clearance;
E. ability to pass FBI fingerprint check, for persons who have resided outside of Kansas in the preceding five years;
F. ability and willingness to work with adolescents and young adults;
G. knowledge of budgeting and money management;
H. knowledge of skills necessary to succeed in daily life;
I. supports the goal of self-sufficiency;
J. models responsible behaviors.
CWCMP staff and IL Coordinators shall not serve as mentors. Mentor shall be approved by the IL Coordinator, the IL Supervisor, and
the youth.
7282 Responsibilities of Mentor
A. The responsibilities for Mentors include the following:
1. Sign the PPS 7220 Independent Living Mentor Agreement.
2. Participate in orientation regarding the roles and responsibilities of being a mentor as required or offered
3. Maintain regular contact with the youth and IL Coordinator as agreed to on the PPS 7000.
4. Document contact meetings with the youth on the PPS 7215.
5. Act as a source of counsel, advice and support to the youth.
B. Mentors who are providing counsel, advice and support to youth who are receiving monetary assistance must also:
1. Sign the PPS 7000.
2. Advise the youth on budgeting and money management.
3. Advise and consult with the youth on details specific to youth's education or employment plan.
4. Receive and disperse Independent Living assistance payments (if this is the arrangement agreed upon by mentor and
youth).
7283 Mentor Fees
Mentors who are providing council and support to youth who are receiving IL subsidy from DCF may receive up to a $50.00 monthly
fee. This fee is not included in the amount of subsidy provided to the youth. The intent to provide a mentor fee shall be documented on
the case plan. See PPM 7913 Other Payments for IL Youth.
7290 Kansas Youth Advisory Council
Youth 14 to 21 years of age and Chafee eligible may participate in organized Youth Advisory Councils in Kansas. Each Child
Welfare Case Management Provider (CWCMP) Region has a Regional Youth Advisory Council (RYAC) which is sponsored by an
adult representative with the CWCMP. The Kansas Youth Advisory Council (KYAC) is the state youth advisory council, which is
made up of youth representatives from each of the RYACs. The KYAC and RYACs are the "Voice of foster youth in Kansas" and
provide an excellent opportunity for youth to learn and demonstrate leadership skills.
7300 Case Closure
A. The DCF Independent Living services Self-Sufficiency case shall be closed for the following reasons:
1. At the youth's request;
2. When the youth has financial resources sufficient to meet his or her basic needs and/or has attained self-sufficiency goals;
3. When the youth attains age 21, and is not participating in the Education & Training Voucher (ETV) program;
4. When the youth is participating in the ETV program and attains age 26, or has participated in the ETV program for a
total of five years (with the maximum amount of $6,250 per plan year), whether or not the years are consecutive;
5. If a youth does not meet or progress towards identified goals and is uncooperative in services;
6. The youth has not responded for a period of 60 days and the Independent Living Coordinator has utilized reasonable
efforts to contact the youth. Reasonable efforts are defined as more than one attempt, utilizing more than one strategy for
monthly contact. Strategies may include in person, phone, e-mail, letter, approved social media networks, and texting.
Attempts to contact the youth shall be documented in accordance with PPM 0420.
B. The DCF Independent Living Coordinator shall submit the PPS 7300 Independent Living Case Determination to the
Independent Living Supervisor for approval prior to closure.
7800 Entering Independent Living Youth Not in Agency
Custody in FACTS
To establish a new case for a youth receiving independent living, use the allegation/presenting situation code of Independent Living
Services (ILS) on the BEGN screen. Enter a self-sufficiency plan (SS) on a youth who is not in DCF custody but receives independent
living services (See PPM section 3811H on entering a SS plan type). If receiving an independent living subsidy, the service requested
is securing a member grant (SG). Enter a Service Action of IN04P for cash only subsidy or medical and cash subsidy with the
appropriate service source code for the mentor, such as family member (FAM), friend (FRN), self (SLF), etc. If there is not an
appropriate service source use other person (OTP). Initiate (IN) the responsibility status with the date the permanent independent
living subsidy agreement is signed. Authorize max units of 1 and indicate a type of monthly (M). Enter the amount of subsidy in the
charge unit field for what is initially paid on behalf of the child. Enter the name of the guardian on the PROM screen with a provider
type of INL. For medical only, no FACTS case is opened.
For youth who have graduated from high school or completed their GED, enter the service action code of ED04N and date of GED
completion or date of graduation.
For youth who are receiving independent living services, see PPM section 5840 D. For a complete list of independent living service
action codes see the FACTS online user manual, the PPS 3057 form and the PPS 3057A form.
7900 Eligibility and Payment Procedures for the
Independent Living Program
Eligibility and payment procedures for the Independent Living Program (IL) are found in section 7911 – 7913.
7911 Start Up Costs
Youth may be eligible for start-up costs up until 21 years of age, based on individual needs.
A. Start Up Costs- not including Rent/Room/Board
Youth who are leaving foster care to live on their own for the first time may need payment for start-up expenses, not including
rent. These expenses may include utility deposits, necessary furniture, supplies, or other items as deemed appropriate by the
youth and worker. A maximum payment of $600 is allowed for this purpose. If the youth’s budget indicates that he or she can
manage without other financial support the case can be closed.
Payments shall be generated using the case and client numbers from a youth’s open KAECSES case. Payments shall be made
using the vendor payment process (see the Handbook for Client Purchases for details on purchasing procedures). Payments
shall be made using Speedchart ISD27812 and INF45 Code 8122.
An INF45 code listing can be found in the instructions for the PPS 2833 Client Purchase Agreement form. Definitions for
INF45 codes for Youth IL Chafee Program Code 27812 and Youth IL ETV Program Code 27821 can be found at
http://dcfnet.dcf.ks.gov/Ops/FM/Pages/INF45.aspx. Click on PPS Definitions.
B. Start Up Costs- Rent/Room/Board
Youth who are leaving foster care to live on their own for the first time may need assistance with the initial rent/room and board
costs, including deposits. A maximum payment of $600 is allowed for this purpose. If the youth’s budget indicates that he or
she can manage without other financial support, the case can be closed. (Note: Rent would be paid directly to the landlord.
Room and Board costs would be paid directly to the youth for payment of services to the landlord on their own.)
Payments shall be generated using the case and client numbers from a youth’s KAECSES case. Payments shall be made using
the vendor payment process (see the Handbook for Client Purchases for details on purchasing). Payments shall be made using
Speedchart ISD27812 and INF45 Code 8100 (Rent).
An INF45 code listing can be found in the instructions for the PPS 2833 Client Purchase Agreement form. Definitions for
INF45 codes for Youth IL Chafee Program Code 27812 and Youth IL ETV Program Code 27821 can be found at
http://srsnet/commissions/admin/VenPay_03/venpay_information.htm. Click on PPS Definitions.
7912 IL Subsidy Procedures for Room/Board
For program information see Section 7220.
Monthly payments are generated from an open Foster Care KAECSES case. Payments are made prospectively for a month at the
beginning of the month. In order to open an independent living payment, case the eligibility specialist shall receive a copy of the
Independent Living Subsidy Payment Unit Notification PPS 7210.
The subsidy amount may increase or decrease monthly and is clearly defined on the PPS 7000 Self Sufficiency Plan. To verify the
correct information is entered on FCPD for each month, see PPS 7000 Self Sufficiency Plan.
If the Foster Care case is currently open on KAECSES, the payment is made by updating the SEPA, FOCA and FCPD screens. If the
Foster Care case is not currently open on KAECSES, refer to the steps in E&P Appendix B, Section III, A for opening a new case.
A. On SEPA the following program (PGM) codes shall be used:
1. FC (youth who receive IL subsidy but have their medical card funded from another program); or,
2. FC AO (youth who were in DCF Custody, now receive IL subsidy & a medical card through the Medical Card Extension
Program); or
3. FC AJ (youth who were in KDOC-JS Custody, now receive IL subsidy & a medical card through the Medical Card
Extension Program).
The program should be coded IN for FC, FC AO, or FC AJ as applicable.
Medical shall be coded OU when program type is FC; coded IN when program type FC AO or FC AJ.
B. On FOCA the following codes shall be used:
1. Source of Funding: GA
2. Legal Status: keep the most recent prior legal status prior to aging out)
3. DISABLED AGE 18 AND OLDER: Y or N
4. TYPE OF CURRENT PLACEMENT: 8 or 19
5. GOAL: IL
C. On FCPD the following codes shall be used:
1. SOURCE OF FUNDING: GA
2. VENDOR ID: (obtain from SMART)
3. ADDRESS SELECTION: (obtain from SMART)
4. GRANT AMOUNT: Refer to DCF Independent Living Subsidy Payment Unit Notification PPS 7210. Not to exceed
$350.00.
The subsidy amount may increase or decrease monthly and is clearly defined on the PPS 7000 Self Sufficiency Plan. To verify
the correct information is entered on FCPD for each month, see PPS 7000 Self Sufficiency Plan.
D. Automating the Payment with the FCPD Screen
FC program types pay prospectively so payment screens are a month ahead. If updating or opening the case after the cash
monthly issuance date, known as “roll over”, (occurs on the 4th working day before the end of the month), you will see DA in
the Benefit Issuance area to generate the payment for the month showing. Continue to copy details into the next month,
completing the FCPD screen for each new month, until you see MO in the Benefit Issuance area. This will ensure that the case
is up to date.
Example 1: If opening case for subsidy eligibility starting in February on February 28, on the February FCPD screen, you
would need to ensure Benefit Issuance of DA is present in order for the payment to generate for February as payments on the
monthly cycle have already been processed. Do the same for the March FCPD screen. The April FCPD screen would be the first
screen with a MO Benefit Issuance.
Example 2: If opening a case for subsidy eligibility starting in November on December 5, the benefit issuance indicator for the
month of November is DA which is correct. When you copy the case to December, the benefit issuance indicator will be DA.
This is also correct. The January FCPD screen would be the first screen with a MO Benefit Issuance.
Example 3: An independent living subsidy case is opened, but not caught up with rollover. The current month for the case is
April and the last IL payment made was for April on April 1st. Today is May 27th and you copy details creating May. Since the
monthly cycle to pay May’s benefits is past, you will see the Benefit Issuance as DA. The case must be copied into June and
July to catch the case up with rollover.
E. How to Copy Details to Manually Roll Over a Case
1. Go to the APEM screen and enter "4" and the month/year for the next month. Press ENTER.
2. Go to the next field and enter FCPD; fill in the information on this screen. Press ENTER.
7913 Other Payments for IL Youth
Payments may be made to support IL youth in their educational and training plan as determined by the Case Plan. Payments may also
be made to support IL youth in their educational and employment plan, and mentors who receive a $50.00 per month mentor fee, as
determined by the Case Plan. For program information about mentors see PPM 7280.
There are some instances where payments for these services and/or goods will be made directly to the youth. When payments are made
directly to the youth for services and/or goods, the youth shall provide a receipt of purchase or payment with a copy of the receipt to be
kept in the DCF file for documentation. Purchase of Foster Care Transition Support services shall be accompanied by a written lease
between the youth and foster family, specifying the beginning and end date of the service and agreement of the family to give the youth
30 days’ notice before terminating the lease. See PPM 7212.
These payments shall be generated using the case and client numbers from a youth’s KEES case. Payments shall be made using the
vendor payment process (see the Handbook for Client Purchases for details on purchasing procedures). Payments shall be made using
the following accounting codes:
1. IL Expenses and Mentor Fees: Speedchart ISD27812 and the appropriate INF45 code.
2. ETV Program: Speedchart ISD27821 and the appropriate INF45 codes.
An INF45 code listing can be found in the instructions for the PPS 2833 Client Purchase Agreement form. Definitions for INF45
codes for Youth IL Chafee Program Code 27812 and Youth IL ETV Program Code 27821 can be found at
http://dcfnet.dcf.ks.gov/Ops/FM/Pages/INF45.aspx. Click on PPS Definitions.
For ETV, there is a $6,250 all funds limitation per case planning year on expenses. This is the federal maximum of $5,000 and state
match of $1,250, for a total of $6,250 per year. Monthly tracking and reporting of individual youth expenses may be found on the
Self-Sufficiency Information System and at the PPS SharePoint web site in the PPS Finance and Allocations section. Eligible students
may receive ETV funds for a maximum of five years, whether or not the years are consecutive. Youth are eligible until they turn 26
years of age.
All youth applying for the Foster Care Tuition Waiver Program shall submit their application directly to the educational institution
(financial aid department or registrar). See PPM 7260 Foster Child Education Assistance Act for program details.
8000 Continuous Performance Improvement
The Department for Children and Families Prevention and Protection Services has leadership and ownership of a Continuous
Performance Improvement (CPI) process which is applied consistently across the State. The process shall be utilized by state and
provider staff at all levels as a systemic problem solving process and cycle of learning and improvement. The CPI cycle includes
identifying and understanding the root cause of problems, researching and developing theories of change, developing or adapting
solutions, implementation of solutions and monitoring and assessing solutions.
The functional components of CPI include data collection, data analysis and interpretation, communication and collaboration and
support for sustainable CPI.
PPS shall maintain a CPI Procedure Handbook providing a comprehensive picture of CPI in Kansas Child Welfare. The handbook
shall address CPI functions, activities and steps, annual training activities as well as the outcomes and standards reviewed on a regular
basis.
Prevention and Protection Services (PPS) Continuous Performance Improvement staff shall be responsible for providing support and
accountability for the structure, methodologies and administration of quality assurance and continuous performance improvement
activities for the DCF Regions and Providers. Outcomes are reviewed at least quarterly by state and provider staff.
DCF Regions shall participate in Quality Assurance and Continuous Performance Improvement activities.
DCF Regions shall coordinate Continuous Performance Improvement activities with their Child Welfare Case Management Providers.
Standard case reads are conducted by the DCF Regional Offices on an ongoing basis and focus on the timeliness and accuracy of
service delivery. Additional targeted case reads are conducted as required for policy compliance or continuous performance
improvement projects.
Stakeholder meetings are organized at the case specific, community and statewide levels to involve customers and stakeholders in
discussions about the delivery of Child Welfare services.
Residential/Group Home monitoring is conducted initially by the DCF Regional Offices and then annually by the Child Welfare Case
Management Providers. Administrative Reviews are conducted annually by DCF/PPS.
A. Information systems, data collection and reporting:
The primary systems used for continuous performance improvement include FACTS, KIDS, KIPS, SCRIPTS and the Case
Read Application.
PPS has processes in place to identify and address data quality issues which include the use of Federal Validation Utility
program, a PPS Error and Reporting Correction process, and case record reviews for AFCARS elements in addition to other
tools used by field offices to correct potential data entry errors.
PPS monitors federal requirements and guidelines related to AFCARS, NCANDS, CFSR data profiles, and NYTD through a
review of information and utilization of quality tools for AFCARS and NCANDS.
PPS utilizes (not limited to) statewide stakeholder interviews, case specific stakeholder interviews, surveys, provider reports,
statewide Management Information Systems (MIS) reports and standard and targeted case reviews to collect quantitative and
qualitative data to assess performance and identify opportunities for improvement regarding systemic factors.
Outcomes data collection and reporting is standardized to provide consistency and enable comparison throughout the Agency on
a statewide basis, by DCF Regions and Providers.
B. Method for establishing case read samples:
The case read sample for each program is derived from the respective case population that has been active during the last three
months in a twelve month period under review. A “Stratified Random Sample” strategy is utilized to establish the sample size.
The statewide population is broken out by DCF Region. The number of cases in the sample for each Region is proportionate to
the number of cases in the total population for each Region. Cases are assigned a random ID number and randomly selected
until the correct percentage for each Region is achieved.
The number of cases in the sample is set at a level sufficient to maintain statewide statistical validity. This level is established
by consulting a table of recommended sample sizes from the DCF Office of Strategic Performance Management.
C. Analysis of outcomes:
Data are analyzed to determine the performance of processes, and to identify opportunities for improvement.
Opportunities for improvement will range from those that are systemic or statewide to those that are specific to DCF Regions,
Child Welfare Case Management Providers or individual staff.
Standard CPI reports include (not limited to) national and state outcomes and indicators reported from the state MIS and case
read system. In addition, providers draw upon their internal QA and performance improvement activities and information to
enhance the PPS CPI process.
D. Training:
Training shall be provided to state and provider staff on an annual basis and will include (not limited to) the understanding of:
the PPS CPI Cycle and structure, utilization of MIS outcomes reports, case read reporting application basics, data analysis,
performance improvement project tools and techniques, spread sheet basics and orientation to individual case read instruments.
Training shall be offered to community stakeholders on the PPS CPI Cycle and structure and the availability and utilization of
CPI reports.
E. Monitoring Contractor Performance:
To assess performance of the Contractor, the state will review and monitor accountability for child welfare programs through
direct oversight, case read processes and administrative site visits. Case read and oversight activities are used to assess and
improve the delivery of services to families. Results of case read and oversight activities may be published by DCF on the
internet or in other public information material.
1. Poor performance on case read questions, nonconformities identified during an audit, not meeting the requirements of an
administrative site review, or other sources identifying a significant or repeated problem impairing performance or
compliance may lead to the implementation of a corrective action plan (CAP). If a problem is identified by DCF, the
contractor shall develop a Corrective Action Plan (CAP) approved by DCF, to address the root cause of the issue and
action steps to be taken to obtain improvements and prevent recurrence of the problem. Failure to meet CAP provisions
shall require the Contractor to reimburse DCF for costs incurred in resolving the problem. The concepts of a CAP are:
a. Using clearly identified sources of data which identify problems that will be investigated.
b. Completing a root cause analysis to identify the cause of a discrepancy or deviation and suggest corrective actions
to potentially prevent recurrence of a similar problem, or preventive action to ensure that discrepancies do not
occur.
c. Implementing corrections to rectify the problem which is identified.
2. Monitoring Contract Outcomes: Contractor performance is also measured, in part, through contract outcomes. Contract
outcomes include the national data standards for safety, permanency, and well-being. Performance based outcomes shall not be
rewarded with monetary or other bonuses/awards for staff.
The contract performance year is the state fiscal year (SFY) July 1- June 30. Reports published may reflect both federal and
state fiscal year periods.
If contract outcomes are not met at the completion of the first SFY of the contract, the contractor shall develop a Program
Improvement Plan (PIP) approved by DCF to address unmet outcomes. The PIP shall include action steps to be taken to create
improvements and demonstrate continued improvement for each unmet outcome. Failure of the Contractor to meet PIP
requirements may result in liquidated damages.
The PIP will be developed for a period of 2 years, and individual outcome(s) will be deemed completed as successful when the
outcome performance meets the negotiated improvement goals by the end of the SFY.
Failure of the contractor to meet the negotiated improvement goal(s) by the end of the SFY using year- end performance data
may result in the termination of the contract. If negotiated improvement goals are not met a liquidated damage may be assessed
for each outcome not met. DCF may withhold any damage amount from the July base payment in the year following the
completion of the PIP. DCF may also impose liquidated damages if Outcomes/Standards are not met during the following
year(s) of the contract.
8010 Conflict of Interest
DCF, CPI Case Review Staff shall have no direct contact, supervision, oversight or consultation for the cases they review. Case
Review Staff shall not review or conduct third-party quality assurance on any case in which they participated or consulted in any way.
8020 Safety Concerns
Safety concerns identified by case review staff during the case review process shall be immediately communicated to the appropriate
PPS Regional Administrator.
8200 Child Welfare Case Management Provider's
Responsibility for Continuous Performance Improvement
Child Welfare Case Management Providers are responsible for working with the Prevention and Protection Services (PPS) Continuous
Performance Improvement staff on Performance Improvement activities. The Child Welfare Case Management Providers shall:
A. Participate in continuous performance improvement activities.
B. Assure quality enhancement programs are comprehensive and on-going.
C. Submit quarterly management reports.
D. Participate in the Prevention and Protection Services Case Review program and in case reads.
E. Provide access to case files as requested by the Regions for ongoing and targeted case reads.
F. Participate in discussions about the results of regional case reads at the time of their completion. Child Welfare Case
Management Providers shall review each case identified in the sample and reconcile findings with the DCF Region.
G. Develop a Corrective Action Plan for approval by DCF if warranted by performance.
H. Develop and submit for approval by DCF, a Program Improvement Plan if warranted by performance.
8300 Case Read Decisions
During the case read process, if there is disagreement on the scoring of a specific case read question that cannot be resolved, the
Prevention and Protection Services (PPS) Regional PI staff will send a brief description of the disagreement to PPS Administration
program staff with a copy to the Child Welfare Case Management Provider.
8400 Residential/Group Home Monitoring
All Residential/Group Home placement providers shall be licensed through DCF Foster Care and Residential Facility Licensing
Division and meet the DCF/PPS Placement Standards and requirements in the Child Welfare Handbook of Client Purchases in order
to obtain a provider agreement with DCF.
Implementing a new facility or modifying a provider agreement for an existing facility requires an onsite review conducted by DCF
regional staff. Providers may initiate the process by contacting their DCF regional office.
A. Implementing a New Facility or Renewing/Changing a Provider Agreement:
1. DCF regional staff shall assess the need for the type of service requested for a new facility and/or a change in services
listed in an existing provider agreement.
2. DCF regional staff shall provide information to the provider including a copy of the DCF Placement Standards, Child
Welfare Handbook of Client Purchases and contact information for DCF Foster Care and Residential Facility Licensing
Division.
3. DCF regional staff shall provide technical assistance relative to the DCF Placement Standards and Child Welfare
Handbook of Client Purchases.
4. DCF regional staff shall collaborate with KDOC-JS if the facility wants to serve juvenile offenders and child in need of
care youth.
5. DCF regional staff shall conduct an on-site review of the facility to ensure compliance with the Placement Standards and
the Child Welfare Handbook of Client Purchases. The on-site review shall include a tour of the facility, review of policy
and procedures, human resource files and staffing patterns using the site review instrument listed below. Ninety days
after a new facility opens, or a change in services listed in an existing provider agreement is implemented, DCF regional
staff shall return on site to review case records.
6. Each type of facility has a unique site visit review instrument. The types of facilities covered in this section include:
a. Community Integration Program (CIP) (PPS 8400A)
b. Emergency Shelter (PPS 8400B)
c. Residential Maternity (PPS 8400C)
d. Secure Care (PPS 8400D)
e. Transitional Living Program (TLP) (PPS 8400E)
f. Youth Residential II (YRC II) (PPS 8400G)
7. DCF regional staff shall provide technical assistance for compliance issues related to the Placement Standards and the
Child Welfare Handbook of Client Purchases and provide a written site visit report of findings to the Provider.
8. The placement provider and DCF regional staff shall address any concerns prior to establishing a provider agreement.
Program improvement activities for securing compliance shall be completed within 30 days.
9. The site visit report shall be maintained by DCF Regional Office who maintains the provider agreement and forwarded to
the Provider.
B. On-going Monitoring:
The Child Welfare contractors for Family Preservation and Foster Care shall complete reviews annually. The purpose of the
reviews is to maintain compliance with the DCF Placement Standards and Child Welfare Handbook of Client Purchases. The
contractors shall provide reports containing the results of their on-site reviews to DCF on an annual basis.
8500 Administrative Reviews of Child Placing Agencies
The DCF Audit Division is responsible for assuring the Administrative Requirements outlined in the Reintegration/Foster
Care/Adoption and Family Preservation contracts are monitored. Through annual on-site Administrative Site Visits, DCF Audit staff
examine documentation provided by the Child Placing Agencies who provide contract services, and assess whether the Child Welfare
Case Management Providers are meeting expectations. If expectations are not met, Corrective Action Plans are developed and tracked
for completion.
9000 Interstate Compact
A compact is a legal agreement among persons, nations, or states. An interstate compact creates a contract among
states. Each state legislature has adopted, verbatim, the Interstate Compact on the Placement of Children (ICPC)
language. This uniformity assures that the compact's provisions are the same in every state.
Additional information about the ICPC, including the Regulations and Articles, can be found at www.aphsa.org. Click on
affiliates, and then on AAICPC. The Articles and Regulations can also be found in Appendix 9D.
9120 Placements Subject to ICPC
The following placements require prior approval by the receiving state before a child can be placed:
A. Reunification with the birth parent(s) when the court has jurisdiction over the child to be placed. This will provide information
to the court and will allow the receiving state to provide services upon placement.
B. Placement with relatives whenever the court has jurisdiction of the child to be placed.
C. Placement with a child with a non-related person (foster care). This provision is applicable whether or not there is a court
jurisdiction. If there is no court involved, there's no foster care.
D. Placement in a residential treatment facility. All facilities shall be licensed by the state in which they are located.
E. Placement with an adoptive family.
9130 Placements Not Subject to ICPC
Under the following circumstances the ICPC is not required:
A. A child in the custody of the Secretary of DCF is being placed with a parent in another state.
B. Birth parent to birth parent when there is no court jurisdiction over the child to be placed.
C. Birth parent to relative when there is no court jurisdiction. The following relatives may place or receive a child across state lines
without ICPC approval:
1. parents(s)
2. step-parent
3. grandparent
4. adult sibling
5. adult aunt or uncle
6. legal guardian
D. Relative to relative when there is no court jurisdiction over the child. The same relatives as noted in C. above have such
authority.
E. Placement of a child by parents or relatives into boarding schools.
F. Placement of a child in a public or private hospital, psychiatric hospital or medical facility; providing the hospital is not licensed
as a residential treatment center.
G. Divorce and/or custody investigations or family assessments related to divorce.
H. International Adoptions when the Office of Immigration and Naturalization Services (INS) has issued an IR-E visa for the child.
I. The child is being adopted in his/her country of residence.
J. The consent to adopt has been issued by the child's country of residence or a foreign agency having custody or guardianship, and
no state-side agency has custody.
K. Services requested through International Social Services or any branch of its overseas offices.
L. Youth in Job Corps.
M. Youth in the military.
N. Placements by a Native American Nation or Tribe within a territory controlled by a Native American Nation or Tribe.
9200 ICPC Referrals From Kansas to Other States
Referrals of children in DCF custody served by a Child Welfare Case Management Provider (CWCMP) shall be completed by the
CWCMP. The CWCMP shall forward all referrals to the Kansas ICPC office, to exchange paperwork with the Kansas ICPC Office
and other states. The National Electronic Interstate Compact Enterprise (NEICE) the CWCMP shall enter the referrals in NEICE.
9210 The ICPC Referral Packet
A comprehensive ICPC referral packet is required to avoid a delay in the ICPC process. Complete information allows the receiving
state to assess the prospective placement family's ability to care for the child's (children's) specific needs. Likewise, this information
will aid the family in making an informed decision regarding their ability to care for the child.
The Kansas compact administrator or designee may request additional information on the child.
The National Electronic Interstate Compact Enterprise (NEICE) system shall be used to enter ICPC paperwork and forward
documents to Kansas ICPC. The referral packet for parent, relative, foster care, and residential placements shall include the following:
1. The ICPC 100A (PPS 9130) Interstate Compact request form shall be completed for each child. The case will be entered in
NEICE which generates the ICPC 100A. For cases not entered in NEICE, the CWCMP retains a copy, and one copy is included
in the referral packet. This form is used to request and approve all placements from Kansas.
2. A comprehensive cover letter explaining the child’s situation and the reasons for requesting placement with a family in another
state. Special needs or specific issues that need to be addressed with the family shall be noted.
3. Social history to include child's current functioning, special needs, the reason the child entered DCF custody and as much
information on the birth parents and siblings as possible. (See Appendix 3A for suggested social history outline.)
4. Journal Entry/Court Order signed by the judge granting custody to DCF. (If these documents are not signed, they will be
returned to the Child Welfare Case Management Provider for the judge's signature.) Include a copy of the initial custody order
and a copy of the most recent court order (within the past year) showing continued custody. For a Regulation 7 sample court
order, see Appendix 9-G.
5. Case plans: the initial and most current.
6. PPS 9140, Financial/Medical plan form, shall be completed by the DCF worker or the Child Welfare Case Management
Provider with the assistance of the DCF worker.
7. Copy of birth certificate. If the birth certificate is not available, include copy of birth certificate application. Upon receipt of the
original birth certificate; forward a copy of the document to the ICPC Office.
8. Copy of the social security card or written verification of social security number from Social Security Administration. If child
does not have a social security card, attach a copy of the application verifying that a social security card has been requested.
Upon receipt of original social security card forward a copy to the ICPC Office.
9. If available, include child's medical history, including immunization records, psychological reports, and school records.
10. Statement of Case Manager/ICPC Potential Placement, form PPS 9100. This form shall contain the CWCMP case manager’s
signature.
11. Regulation 7 referrals shall include the documentation required in the above section 9210.1.a through 9210.1.i, and the
following:
a. Signed Regulation 7 court order. See Appendix 9-G for a sample regulation 7 court order, and
b. Completed PPS 9145 (ICPC 101) form for each child.
12. For Psychiatric Residential Treatment Facility (PRTF) placements, include the following:
a. Letter of acceptance from the PRTF.
b. A statement acknowledging the responsibility to pick up and return the child to Kansas in the event of a disruption.
c. Court order with a Delinquent Adjudication Statement per ICPC Article VI. Institutional Care of Delinquent Children.
d. Current Mental Health treatment plan
13. Referrals for public adoptions shall include the documentation described in the above section 9210, and the following.
a. Medical and Genetic Information. PPS 5340, Part I, II, and III forms shall be completed by the birth parents. However, if
the birth parents are unavailable, the Child Welfare Case Management Provider may complete and sign these forms and
send an affidavit explaining that birth parents were unavailable to complete the forms.
b. Voluntary relinquishment signed by birth parents and accepted by DCF or a journal entry terminating parental rights
signed by the judge.
c. Journal Entry documentation reflecting compliance with the Indian Child Welfare Act.
d. If applicable, adoptive resource home study completed prior to the ICPC adoption request. Requests will be forwarded to
the receiving state requesting an updated case specific adoption home study.
If a pre-approved adoptive family is moving out-of-state, include the previous adoptive home study in the referral.
Should the child become free for adoption after ICPC has already been initiated, a new 100-A (PPS 9130) shall be completed
requesting an adoptive home study. Attach three copies of the new case plan and legal documentation indicated above and forward to
Kansas ICPC.
For adoptions finalizing in Kansas, please see Appendix 5R, Checklist for Request for Consent to Adopt.
9220 Visits to Another State for Kansas Children
A child may be sent on a visit to another state prior to ICPC being involved, but consideration for the safety of the child is first and
foremost, and risk is high if there has not been checks, a walk through, or home study completed by the receiving state prior to the
visit.
If a child is sent on a visit with a resource presently being assessed for placement through ICPC, notify PPS Administration, ICPC
Specialists, through the workers regional ICPC liaison two weeks in advance, if possible. PPS Administration ICPC specialist will
notify the receiving state as a courtesy and ask for a response. Should the receiving state not approve a visit, PPS Administration will
notify the regional liaison upon receipt.
Visits shall have a beginning and ending date and last no longer than 30 days.
9230 Child Welfare Case Management Provider ICPC
Financial Responsibilities as the Sending State
The Child Welfare Case Management Provider (CWCMP)assumes all financial responsibility for children who are placed out of state,
including the following:
A. Financial support of the placement resource:
1. The CWCMP shall inform the relative or foster family about the options for financial assistance for the child(ren) being
placed with them. Options for financial support may include:
a. Applying for Temporary Assistance for Families (TAF)
b. Applying to be the payee for Social Security benefits, including SSI, SSA, etc. if the child is eligible for
benefits. The Social Security Administration makes the final determination regarding approval of the payee.
2. If the child is not eligible for Social Security benefits or the family is not chosen to be the payee, and the relative chooses
not to receive TAF or is not eligible for TAF, the CWCMP shall negotiate a financial support plan with the
relative. Refer to PPM 5234 B.
3. Check with Kansas ICPC for specific state information.
B. Services not covered by the medical card in the receiving state
C. Travel arrangements and costs for children being placed out of state or being returned to Kansas if their placement has
disrupted.
DCF is responsible for paying adoption assistance.
9231 Child Welfare Case Management Provider ICPC Non-
Financial Responsibilities as the Sending State
The Child Welfare Case Management Provider (CWCMP) designated Interstate Compact on the Placement of Children (ICPC)
liaison staff shall understand the ICPC articles and regulations and monitor all timelines regarding the ICPC process on cases assigned
to their case manager staff, to assure that all required services are being provided timely and in compliance with ICPC.
A. Child Welfare Case Management Provider ICPC liaison staff shall:
1. Ensure that all placements made in other states are in compliance with the ICPC.
2. If a staff person learns of a placement of a child in another state, which was made in violation of ICPC, the Child Welfare
Case Management Provider liaison staff shall notify the designated Kansas ICPC Specialist for resolution. If issues are
not resolved, the Kansas Deputy Compact Administer (DCA) may be contacted.
3. Ensure that all case managers assist the court in adhering to ICPC requirements. The Guardian Ad Litem or Child
Welfare Case Management Provider attorney or PPS regional attorney or prosecutor may be helpful if kept informed.
4. Ensure ICPC approval from the receiving state is received, prior to allowing the child to be placed in another state and
prior to requesting consent to adopt. The approved PPS 9130 (ICPC 100A), Interstate Compact Placement request form
shall be received by the CWCMP ICPC liaison prior to placement, in order to be in compliance. The ICPC 100A is a
legal binding contract between both states while services are being provided.
5. Notify the designated Kansas ICPC Specialist and Child Welfare Case Management Provider attorney immediately, per
local procedures, if the court orders placement of a child into another state without prior ICPC approval.
6. When the placement of a child in another state has been made, the ICPC liaison shall confirm the date of placement and
forward, or upload in NEICE the completed PPS 9135 (ICPC 100B) to the designated Kansas ICPC Specialist within 3
days of placement. The receiving state will not provide supervision or services until they have received a completed ICPC
100B form that confirms the placement has occurred.
7. Neither the Child Welfare Case Management Provider ICPC liaison, regional DCF staff, nor the Child Welfare Case
Management Provider staff is to contact the Compact Administrator in the receiving state. If it is warranted, the
responsible worker shall request the designated Kansas ICPC Specialist to negotiate and resolve issues with the receiving
state. The Deputy Compact Administrator (DCA) will be contacted by the Kansas ICPC Specialist, should further
assistance be required.
8. Provide ongoing ICPC case management to ensure timelines are adhered to, including but not limited to the following:
a. Assuring a completed PPS 9135 (ICPC 100B) is sent, or uploaded in NEICE to the designated Kansas ICPC
Specialist immediately, when:
i. A child is placed in another state
ii. The type of referral changes, example: from Foster Care to Adoption
iii. The child achieves permanency and case is closing
iv. A family moves after the child is placed
v. Any child is returned to Kansas.
b. Immediately follow up with the designated Kansas ICPC Specialist regarding issues/concerns outlined in the
progress report.
c. Ensuring that all court reports are prepared and submitted to the court by due dates, requesting any information
needed from the designated Kansas ICPC Specialist at least 10 days in advance of the court report due date.
d. Forward, or upload in NEICE all court decrees to the designated Kansas ICPC Specialist upon receipt.
B. Child Welfare Case Management Provider Case Manager or designee shall:
1. Contact the potential placement resource to discuss the requirements for ICPC placement approval and ascertain if the
placement resource is a viable option, in advance of making an ICPC referral.
2. Complete the Statement of Case Manager Regarding ICPC Potential Placement form (PPS 9100). If the potential
placement was requested or ordered by the court, sign and submit the PPS 9100 to the court to advise the court if the
placement resource is a viable option or not; and if an ICPC home study will be requested.
3. When it has been determined the placement resource is a viable option for placement of the child(ren), prepare the ICPC
referral packet.
4. Forward ICPC referral packet to regional Child Welfare Case Management Provider ICPC liaison for review and
signature.
5. The Child Welfare Case Management Provider ICPC liaison will then forward, or upload in NEICE the packet to the
designated Kansas ICPC Specialist.
6. Provide ongoing case planning for the child and all services needed to meet the case plan goal.
7. Ensure that all court reports are prepared and submitted to the court by due dates.
8. Make travel arrangements to place the child and return the child, if necessary. (Refer to PPM 9230 for Financial
Responsibilities as the Sending State.)
9. Complete the ICPC 100B form showing the date placement was made or change in placement status and forward it to the
Child Welfare Case Management Provider ICPC liaison. This is required for the receiving state to begin supervision. Per
the compact, the receiving state is required to make an in-person visit with the child and family within 30 calendar days
of the receipt of the 100B and continue supervision with monthly in-person visits.
10. Ensure timely receipt of progress reports, as requested on the PPS 9130 (ICPC 100A), by email to the designated
CWCMP ICPC liaison, who will contact the designated Kansas ICPC Specialist to follow up.
11. Request status report of home study or progress report by email to the designated CWCMP ICPC liaison, at least one
week prior to court report due date. The CWCMP ICPC liaison will forward, or upload in NEICE the request for a status
report of the home study or progress report to the designated Kansas ICPC Specialist for follow up with the receiving
state.
12. When a placement has been monitored for a period of usually at least six months and it appears appropriate to close, send
a request for concurrence to the receiving state through the designated Kansas ICPC Specialist.
The receiving state continues supervision until supervision is terminated by the sending state. Concurrence of the
receiving state compact administrator for termination of supervision should be sought by the sending state prior to
termination. Concurrence is when the receiving and sending Compact Administrators agree to a specific action pursuant
to ICPC. Concurrence to discharge is when the receiving ICPC office gives the sending agency written permission to
terminate supervision and relinquish jurisdiction of its case pursuant to Article V leaving the custody, supervision and
care of the child with the placement resource.
Supervision shall continue until one of the following occurs:
a. the child reaches the age of majority or is legally emancipated; or
b. the child’s adoption is finalized; or
c. legal custody of the child is granted to a caregiver or a parent and jurisdiction is terminated by the sending state; or
d. the child no longer resides at the home approved for placement of the child pursuant to Article III(d) of the ICPC;
or
e. jurisdiction over the child is terminated by the sending state; or
f. legal guardianship of the child is granted to the child’s caregiver in the receiving state; or
g. the sending state requests in writing that supervision be discontinued, and the receiving state concurs.
13. Complete the Financial Medical Plan (PPS 9140) needed for financial planning (Title IV-E and/or SSI eligibility) and
referrals for the Interstate Compact on Adoption and Medical Assistance (ICAMA), when the child is placed for adoption
and has a signed adoption assistance agreement.
14. When permanency is achieved, send completed ICPC 100B and of the Decree of Adoption or appropriate court order to
the ICPC liaison, who shall forward, or upload in NEICE to the designated Kansas ICPC Specialist.
15. Upon closure due to achieved permanency and sending state concurs or due to a placement disruption, the PPS 9200
Section V. Monitoring Case Closure and provide to FACTS Data Unit and PPS Eligibility Unit.
9240 DCF Regional Responsibilities
A. If the child is placed out-of-state provide the Child Welfare Case Management Provider with documented verification of IV-E
by completing the PPS 9140, Interstate Compact Financial/Medical Plan.
B. DCF PPS regional attorney and/or PPS Administration shall assist the Kansas ICPC office with legal issues pertaining to the
ICPC and the court.
9250 Retention of Court Jurisdiction
A. The court may not discharge jurisdiction based solely on the fact that child has moved to another state. This jurisdiction shall
remain in effect until the child is: legally adopted, reaches the age of majority in the receiving state or permanent
guardianship/custodianship granted by the court, and the receiving state is in agreement.
B. The court also has the power to order the return of the child back to the sending state or transfers the child to another location or
custody.
9300 ICPC Referrals From Other States to Kansas (Kansas
as the Receiving State)
DCF or designee is responsible for providing services for children who are in the custody of another state, or jurisdiction of a court. All
requests for services are routed by the sending states compact office to the Kansas compact office. A review of the packet will be
completed to ascertain if the request is in compliance with the compact. The Kansas compact specialist approves or denies all
placements coming into Kansas.
9310 Child Welfare Case Management Provider
Responsibilities as the Receiving State
Following are the Child Welfare Case Management Provider (CWCMP) responsibilities as the Receiving State:
A. The CWCMP ICPC Liaison shall notify Kansas ICPC Office and Regional FACTS data unit of the assigned worker within 24
hours of case assignment (per PPS 1002). The notification shall be documented on Section I of the ICPC Acknowledgement and
Updates PPS 9200. The CWCMP shall complete subsequent sections of the PPS 9200 and submit to Kansas ICPC and
Regional FACTS data units as the work is completed.
B. Enroll child/children in the Kansas medical card program, if appropriate. See Appendix 9F for reference.
C. The CWCMP ICPC worker or designee shall complete the family assessment using the PPS 9150 ICPC Home Study Form.
The assessment shall include a clear recommendation for placement. The worker shall forward the report to the Kansas ICPC
office, or upload one copy in NEICE. Refer to Section 9400 for timeframes for processing and completing home studies.
D. Obtain KBI and Central Registry checks on all individuals age 10 and over.
E. Due to Adam Walsh legislation, FBI fingerprint checks are required of all prospective foster and adoptive parents when
completing foster and adoptive home studies. Reference PPM 5235 and 5234 for licensing requirements.
F. Central Registry checks shall be complete for all states in which the other adult household members have lived within the past
five years.
G. If the family is being approved for relative foster care or non-relative foster care, the worker shall assist the family in completing
the licensing packet which would have been included in the referral packet.
H. If relatives will require foster care payments, clearly state in recommendations. The family will need to agree to be licensed
before this recommendation can be made. Alert the Kansas ICPC office immediately, so the sending state can complete a new
PPS 9130 (100A). Upon receipt of the home study and recommendation for placement, the Kansas ICPC specialist shall make a
placement decision and forward the signed PPS 9130 (100A) and home study to the sending state.
I. Upon receipt of the PPS 9135 (100B) confirming placement, contact the family within 3 calendar days to schedule an in-person
visit to occur within 30 calendar days of receipt of the 100B with the child and the placement resource. The visit shall occur in
the home to ascertain conditions and progress toward compliance with applicable federal and state laws and requirements of the
receiving state. Complete PPS 9200 Section IV. Placement and provide to regional FACTS data unit. Specialized services shall
be purchased and paid for by the sending agency.
J. Provide supervision of the placement by meeting with the child and family in-person at least monthly to monitor the ongoing
appropriateness of the placement. A majority of visits must occur in the child’s home. Whenever possible, the child shall be seen
privately. The purpose of the in-person visits is to help ensure the on-going safety and well-being of the child and to gather
relevant information to include in written reports back to the sending state. If significant issues of concern are identified during
an in-person visit or at any time during a child’s placement, the Child Welfare Case Management Provider shall promptly notify
Kansas ICPC who will notify the central compact office in the sending state in writing. If the child is returned to the sending
state, the CWCMP shall complete the PPS 9200 Section V. Monitoring Case Closure and provide to FACTS Data Unit and
PPS Eligibility Unit.
Such supervision visits shall continue until supervision is terminated by the sending state. Concurrence of the receiving state
compact administrator for termination of supervision should be sought by the sending state prior to termination. Concurrence is
when the receiving and sending Compact Administrators agree to a specific action pursuant to ICPC. Concurrence to discharge
is when the receiving ICPC office gives the sending agency written permission to terminate supervision and relinquish
jurisdiction of its case pursuant to Article V leaving the custody, supervision and care of the child with the placement resource.
K. Complete written progress reports at least once every ninety (90) days following the date of the receipt of the form 100B by the
receiving state’s central compact office notifying the receiving state of the child’s placement in the receiving state, or as
requested by the sending state on the PPS 9130 (100A) form. All reports shall be sent, or uploaded in NEICE, to the Kansas
ICPC office for forwarding to the sending state's ICPC office. The ICPC 30 Day Supervision Report, Appendix 9C, or the ICPC
90 Day Supervision Report, Appendix 9B, shall be utilized for progress reports.
1. At a minimum such reports shall include the following:
a. Date and location of each in-person contact with the child since the last supervision report was completed.
b. A summary of the child’s current circumstances, including a statement regarding the on-going safety and well-
being of the child.
c. If the child is attending school, a summary of the child’s academic performance along with
d. copies of any available report cards, education-related evaluations or Individual Education Program (IEP)
documents.
e. A summary of the child’s current health status, including mental health, the dates of any health-related
appointments that have occurred since the last supervision report was completed, the identity of any health
providers seen, and copies of any available health-related evaluations, reports or other pertinent records.
f. An assessment of the current placement and caretakers (e.g., physical condition of the home, caretaker’s
commitment to child, current status of caretaker and family, any changes in family composition, health, financial
situation, work, legal involvement, social relationships; child care arrangements).
g. A description of any unmet needs and any recommendations for meeting identified needs.
h. If applicable, the supervising caseworker’s recommendation regarding continuation of the placement, return of
legal custody to a parent or parents with whom the child is residing and termination of the sending state’s
jurisdiction, finalization of adoption by the child’s current caretakers or the granting of legal guardianship to the
child’s current caretakers.
2. Once a supervising case worker provides a recommendation to close a case, supervision shall continue until one of the
following occurs:
a. the child reaches the age of majority or is legally emancipated; or
b. the child’s adoption is finalized; or
c. legal custody of the child is granted to a caregiver or a parent and jurisdiction is terminated by the sending state; or
d. the child no longer resides at the home approved for placement of the child pursuant to Article III(d) of the ICPC;
or
e. jurisdiction over the child is terminated by the sending state; or
f. legal guardianship of the child is granted to the child’s caregiver in the receiving state; or
g. the sending state requests in writing that supervision be discontinued, and the receiving state concurs.
Upon closure due to achieved permanency and sending state concurs or due to a placement disruption, the PPS 9200 Section V.
Monitoring Case Closure and provide to FACTS Data Unit and PPS Eligibility Unit.
9315 Monitoring Out of State Children in Kansas
Residential Facility Placements
ICPC Staff shall initiate a report to the KPRC when a child/youth in the custody of another state is placed in a residential facility
placement through the ICPC process.
The assigned Child Welfare Case Management Provider (CWCMP) shall meet the child/youth privately in the facility
where the child resides, at a minimum, on a monthly basis.
The purpose of the visit is to assess the child’s adjustment, progress in treatment and overall well-being. Quarterly reports
shall be submitted to the ICPC office. Appendix 9E shall be used for this purpose.
9400 Safe and Timely Interstate Placement of Foster
Children Act of 2006 (P.L. 109-239)
Time Frames for Processing and Completing Home Studies:
A. All home study requests (parent, relative, foster care or adoption) shall be completed and reported to the ICPC office via email,
or uploaded in NEICE, within 60 calendar days from the date the request is received by the Kansas ICPC office. The due date is
indicated on the notification sent with the packet. If there are delays in completing the final home study by the due date, the
assigned worker shall complete the PPS 9160, ICPC Preliminary Home Study Report.
B. Upon home study assignment, the assigned worker shall make contact with the resource within 5 business days to begin the
home assessment.
C. If the family cannot pass the requirements FBI, KBI and CANIS background checks or the family is not interested in placement,
complete a report and send or upload in NEICE, to the Kansas ICPC office by the due date.
D. Foster care or adoption home studies under the federal law are not the same as the full home study requirements of Kansas. In
order to meet the established time frames and to be in compliance with the federal law, the home study is a report of the home
environment (using the home study outline) including FBI/KBI/CANIS checks. Full approval and recommendation for
placement will occur once the family completes all requirements.
E. Upon completion of all requirements including PS-MAPP, the home study, supporting documents, and a placement
recommendation, shall be submitted, or uploaded in NEICE to the Kansas ICPC Specialist for approval.
F. The Kansas ICPC Specialist will notify the sending state of pending home study approvals and/or delays.
G. Conditional approvals will not recommend placement unless all the requirements have been met. Full approval and
recommendation for placement will be submitted upon completion of all home study requirements.
H. Placements shall be made within six (6) months from the date the ICPC 100A, Interstate Compact Placement Request is
approved and signed by the compact administrator in the receiving state.
I. The assigned CWCMP staff shall notify the Kansas ICPC office when placement has not been made within six (6) months.
Upon notification, Kansas ICPC shall close the case.
J. Assessments completed for a foster family may be accepted within the time frame reflected on the foster home license, if the
family remains in the same home.
K. If the family moves to another location in the same state, the home needs to be reassessed to assure it meets licensing standards.
L. Any time the family's composition changes or a significant event occurs, for example: new individuals are added to the family or
family member leaves the household, the loss of a job or illness, the family assessment must be updated.
Either the Kansas compact administrator or the compact administrator in the sending state may request additional information
before approving or denying the placement.
9450 Runaways/Interstate Compact on Juveniles
The Interstate Compact on Juveniles (ICJ) is under the jurisdiction of the Kansas Department of Corrections – Juvenile Services.
ICJ shall be the contact for the following:
a. A Kansas child in the custody of the Secretary or under court jurisdiction and reported as a runaway, fled out of state and
apprehended by law enforcement. If the case involves ICPC, the ICPC Office shall be notified for information purposes.
b. A child from another state apprehended in Kansas by law enforcement and reported to be a runaway. If the case involves ICPC,
the ICPC Office shall be notified for informational purposes.
c. Other states regarding any Kansas child reported as a runaway found in another state, regardless of custody status or DCF
involvement.
To contact the Kansas ICJ, call 785-296-4213, or email: KDOC_Kansas_ICJ@ks.gov (KDOC_Kansas_ICJ@ks.gov).
9600 Interstate Compact on Adoption and Medical
Assistance (ICAMA)
The Interstate Compact on Adoption and Medical Assistance allows for the uniform provision of the medical card for
children with federally funded adoption assistance subsidy agreements, and guardianship subsidy agreements from states
with an approved Guardianship Assistance Program, who move from one state to another. The majority of states are
willing to also provide medical card coverage to children approved for state-only adoption assistance subsidy. See the
website below for participating states.
New states continue to be added to the compact. Contact the ICAMA Compact Administrator at Department for Children
and Families to ascertain if a specific state is a member of the compact or the website at www.aphsa.org/AAICAMA.
9610 The Interstate Compact on Adoption and Medical
Assistance (ICAMA) Eligibility
ICAMA is an agreement between states that allows for the transfer of medical card coverage for children receiving federal or state
funded adoption assistance, or federal funded guardianship subsidy. The ICAMA compact is located in Appendix 9I. In order to be
eligible for the medical card through ICAMA, a child must meet the following criteria:
A. With Regard to Title IV-E Eligibility
1. Have an Title IV-E Adoption Subsidy Agreement, or a IV-E State Plan Kinship Guardianship Assistance Program
agreement (KIN-GAP), and
2. Be currently residing in a Psychiatric Residential Treatment Facility in Kansas.
3. Live in Kansas with their parent/s or guardian/s, or,
B. With Regard to State Funded Adoption Assistance Eligibility
1. Have a state funded Adoption Assistance Agreement, and
2. Live in Kansas with their parent/s or guardian/s.
9620 Procedures for Kansas Children Moving to Another
State (Kansas as the Agreement State)
Upon notification that a Kansas Child with a Kansas Adoption Assistance Agreement is moving to another state, the DCF Regional
ICAMA Specialist shall:
A. Compile an ICAMA referral packet consisting of the following forms:
1. PPS 9122 (ICAMA 7.5) Additional Information
2. PPS 9121 (ICAMA 7.5) Information Exchange
3. PPS 9120 (ICAMA 7.03) Report of Change in Child or Family Status
4. The Decree of Adoption, if the adoption has been finalized.
5. PPS 6130, Adoption Assistance Agreement
6. PPS 9115 (ICAMA 7.02a) Letter to Family, and attach PPS 9116 (ICAMA 7.02b) Important Information for Families.
7. PPS 9110 (ICAMA 7.01) Notice of Medical Eligibility/Case Activation form.
B. Procedures to be completed:
1. New ICAMA Referral, not a current open ICPC case: Regional Office ICAMA Specialist prepares the PPS 9110
(ICAMA 7.01) and attaches a copy of the PPS 6130, Adoption Assistance Agreement, and the Decree, and sends to DCF
ICAMA Compact Administrator. Kansas requires written confirmation of enrollment. The Residence State is to
complete the ICAMA 7.05 when enrollment is complete, and send it back to the Kansas ICAMA Compact
Administrator. When the all information is on the 7.05, the Kansas ICAMA Compact Administrator shall send it to the
Regional Office ICAMA Specilist. The Regional Office ICAMA Specialist shall notify the Kansas ICAMA
Administrator if not received within 3 weeks.
2. New Referral which is also a current open ICPC case: Regional Office ICAMA Specialist shall prepare the PPS 9110
(ICAMA 7.01), attached the PPS Adoption Assistance Agreement and send to the Kansas ICAMA Compact
Administrator. The same tracking for confirmation of enrollment shall be followed as described in B, 1, above. This is
the Initial ICAMA Referral.
3. When finalization occurs, the Regional ICAMA Specialist shall prepare the PPS 9121 (ICAMA 7.5) and attach a copy of
the Decree of Adoption, and send to the DCF ICAMA Compact Administrator. This documents the finalization for
ICAMA purposes, and also is required to have the child’s name updated per the Decree. There is no form required
back from the Receiving State.
4. Yearly Review. The Regional Office ICAMA Specialist shall send the PPS 6135 Adoption Assistance Review annually
to the family. When it is completed, then it shall be sent to the DCF ICAMA Compact Administrator.
5. The DCF ICAMA Compact Administrator shall process this and forward to the Residence State. When complete, it shall
be then sent to the Residence State.
6. Changes. A variety of changes can happen during an ICAMA case, examples are family moves within the Residence
State, parents’ divorce, child stays in High School past age 18, and etc. When notified of these changes, the Regional
Office ICAMA Specialist shall prepare the PPS 9121, and PPS 9122 if needed (ICAMA 7.5), attach relevant
information, and forward to the DCF ICAMA Compact Administrator. After documentation is complete, it is then sent
to the Residence State.
7. Closures. When the Regional ICAMA Specialist becomes aware of changes which necessitate the case being closed, that
shall be reported on the PPS 9120 (ICAMA 7.03) Report of Change in Child or Family Status, and forwarded to the DCF
ICAMA Compact Administrator. After processing, the form and documentation, the DCF ICAMA Compact
Administrator shall forward this to the Residence State.
8. For any specific payment information, see section 9970.
9630 Procedures for Out-of-State Children Moving to
Kansas (Kansas as the Residence State)
When a child moves from another state into Kansas and is covered under ICAMA, the following procedures shall be followed:
A. The Kansas ICAMA Compact Administrator shall upon receiving an ICAMA referral from another state indicating that a child
is moving to Kansas, process and forward the ICAMA referral to the DCF Regional ICAMA Specialist where the family
resides.
B. The DCF Regional ICAMA Specialist shall facilitate the medical card approval and the issuance of a medical card for the child.
The subsidy agreement signed in the other state is the basis for eligibility and no other determination is required.
C. When the Kansas medical card has been opened, the DCF Regional ICAMA Specialist shall forward the PPS 9120 (ICAMA
7.03) Report of Change in Child or Family Status form to the PPS ICAMA Compact Administrator to confirm that the Kansas
medical card has been issued.
D. The PPS ICAMA Compact Administrator shall forward a copy of the Kansas PPS 9120 (ICAMA 7.03) Report of Change in
Child or Family Status form to the originating state's ICAMA Compact office to confirm that the Kansas medical card has been
issued and the originating state can close their medical card case.
E. If later the adoption is finalized, the sending state shall send a copy of the Decree along with the PPS 9121 (ICAMA 7.5)
Information Exchange for a name change to the PPS ICAMA Compact Administrator for processing and referral to the
Regional ICAMA Specialist. This will help assure the child’s medical card in the receiving state is updated with the adoptive
name.
9800 Recording Intake Action for ICPC Requests
ICPC requests from other states are recorded on BEGN, ROLE, and SORT with codes for requesting services (Y) and "ICP" as the
report type. All individuals are coded on ROLE as family (FAM). Individuals to include on ROLE and EVRL are:
A. Adults listed on the ICPC 100A, Compact Placement Request Form, (this is the PPS 9130 form) for which the home study is
being completed, and;
B. Child(ren) involved in the request, even if they are not yet living with the relative.
9810 Case Opening
After the ICPC event is screened in, a FACTS case establishing household members and children involved in the request is opened.
Relationships for all family members shall be established on RELS.
9820 Recording Assessment Tools
Record on MAAS that a home study (HMS) was a tool engaged with this case. The presenting situation is ICP. The Work Start Date
and Time is when the worker first attempted to contact family; per PPS 9200 ICPC Acknowledgement and FACTS Updates, Section
II. The Initial End Date is the date the home study was sent to the Kansas ICPC Administrator with PPS Administration per PPS 9200
Section III.
9830 Recording Case Findings
No maltreatment findings are recorded on FIND in FACTS for ICPC referrals. Decisions regarding whether or not to provide services
to the family are recorded on the top half of the FIND screen.
Placement of Child(ren) in Kansas
Upon receipt of PPS 9200 ICPC Acknowledgement and Updates from the Child Welfare Case Management Provider with Section III
Home Study completed, the FIND screen is entered in the following manner:
1. Case Conference Date: Date ICPC 100A is signed by Kansas ICPC with PPS Administration located in NEICE.
2. Presenting Situation: ICPC
3. Service Decision Type: DS (denied services) if outcome is not to place, or PS (provide services) if decision is permission to
place the child.
9840 Entering Kansas ICPC Referrals to Other States in
FACTS
ICPC referrals to other states are documented in FACTS as tasks on the RESP screen. Enter the service request as custody of a
member (CM); service action code of case management (FUO1N); and service source of ICP. Service status is referred (RE) when the
request is sent to the Kansas ICPC administrator. Once the receiving state has initiated their home study and concurs with placement
of that child in their state, update the status to "IN". If the other state does not approve the placement, the status is updated with a
source decision (SD).
9850 Recording Intake Action
ICPC courtesy supervision requests from other states are first recorded in KIPS and then the information is transferred to FACTS on
the BEGN, ROLE, and SORT screens with codes for requesting services (Y) and "ICP" as the report type. Report Date and Time is
the date the letter is received in Kansas indicating placement, and 12:00 am. Occurrence Date and Time is the date on ICPC 100B or
letter received advising of the placement, and 12:00 am or time on the facsimile transmittal. The Presenting Problem is ICP. All
individuals are coded in KIPS as family (FAM). Individuals to include in KIPS and on the EVRL screen in FACTS are:
A. Adults listed on the ICPC 100A (PPS 9130) for which the home study is being completed, and;
B. Child(ren) involved in the placement.
9860 Case Opening
If necessary, reopen the case with the date of first contact with family subsequent to placement. If any child on CASE screen from the
previous home study is not placed, remove them from the case by entering an "X" on ROLE type on the CASE screen for the
child(ren). On MACL, enter the Reason Left as "LAF" (living with other family). Update any relationships (RELS) as needed.
9870 Recording Plans
Establish a family plan (FP) type for each child(ren) placed from the other state. The Plan and Goal Start Date is the date the agency
first made contact with the family after the children were placed in Kansas. The goal type for each member is maintain within family (
MFM).
9880 Recording Services
At least one service responsibility shall be initiated (IN) for each child. The plan type is FP. The service requested is voluntary
placement (VP) with an achievement date 180 days from the effective date. The service action is Courtesy Supervision (OT06N), with
a Service Source of Primary Social Worker (PSW). Initiate (IN) the status with an Effective Date of the date of first contact after
placement.
9885 Other Involvement
Court involvement for children under Kansas ICPC courtesy supervision is not recorded. The case is closed upon receipt of notice
form Compact Administrator.
9890 Requests for Courtesy Supervision of ICPC by Sending
State
A new event is entered in KIPS to document the request for courtesy supervision if the case was closed between the request for home
study and the request for placement. The data from KIPS then transfers to FACTS. If the case was closed waiting for ICPC approval,
the status is changed to open. Case plans and corresponding responsibilities and client specific information are maintained in FACTS.
9900 Eligibility and Payment Procedures for Interstate
Compact Cases
Resource parents are not required to live in the state through which their foster or adopted child came to live with them. Foster and
adopted children from Kansas may move with their families to another state. Children from other states may come to live in Kansas.
This section explains how to manage services for Kansas children who have moved out of state and children who have been placed in
Kansas by another state.
Kansas, as the sending state, remains financially and ultimately responsible for children our department places out-of-state. Any state
placing a child in Kansas remains responsible for a child in their legal custody.
9910 The Interstate Compact on the Placement of Children
(ICPC)
The ICPC is a contractual agreement among all 50 states, the District of Columbia and the Virgin Islands. It is a legal and
binding contract. The intent of ICPC is to provide an interstate placement and supervision mechanism for children placed
across state lines. ICPC is based on the belief that each child requiring placement out of state will receive the maximum
opportunity to be in a safe, suitable environment with persons or institutions having appropriate qualifications, facilities, and
commitment to care.
ICPC applies to any child being referred out-of-state under court jurisdiction. These placements must receive prior
approval of the receiving state. Details regarding ICPC are contained in section 9000.
The Interstate Compact does not apply when a child is visiting in another state. If an ICPC request has been initiated on
that resource, then overnight visits may not occur. A visit has a beginning date and an ending date.
The child knows where he or she is returning to upon completion of the visit. A visit is intended to be for no longer than
thirty days. A longer stay may be considered if it begins within the period of a child’s vacation from school.
9920 The Interstate Compact on Adoption and Medical
Assistance (ICAMA)
ICAMA is an agreement between states that allows for the transfer of medical card coverage for children receiving federal or state
funded adoption assistance, or federal funded guardianship subsidy. In order to be eligible for the medical card through ICAMA, a
child must meet the following criteria:
A. With Regard to Title IV-E Eligibility
1. Have an Title IV-E Adoption Subsidy Agreement, or a IV-E State Plan Kinship Guardianship Assistance Program
agreement (KIN-GAP), and
2. Live in Kansas with their parent/s or guardian/s.
B. With Regard to State Funded Adoption Assistance Eligibility
1. Have a state funded Adoption Assistance Agreement, and
2. Live in Kansas with their parent/s or guardian/s.
9930 Transferring Benefits for Eligible Children Who Are
Leaving Kansas
DCF maintains a policy of retaining benefits received on behalf of foster children to recover the DCF foster care expenditures.
Children who are placed out-of-state with a relative, the relative is encouraged to become the payee for the child’s benefits.
A. SSI and SSA are interstate programs transferrable from one state to another. SSI and SSA recipients, who move with either their
foster or adoptive parent to another state, continue to be eligible for these benefits. PPS staff shall notify the local Social
Security office of the planned move. The family needs to contact the Social Security office in their new location to become the
payee.
B. Veterans, Railroad or other benefits received on behalf of the child are also transferrable to the out of state placements with a
relative.
9940 Adoption Subsidy Payments
Kansas as the sending state, is financially responsible for youth in DCF custody and placed out of state the PPS Child Welfare Case
Management Provider. The monthly adoption subsidy payments to adoptive parents continue to be generated in accordance with the
Adoption Subsidy Agreement for the case.
9950 CW/CBS Provider Responsibilities
Children placed out of state by DCF and a PPS Child Welfare Case Management Provider are still the Child Welfare Case
Management Provider’s responsibility. Foster care maintenance payments shall be directed by the Child Welfare Case Management
Provider to the Foster Parent’s home, Group Home, or other residential provider in the receiving state.
For children placed with a relative out-of-state, the PPS Child Welfare Case Management Provider shall ensure that maintenance is
provided for the child through Child Welfare Case Management Provider payments, social security benefits, TAF from the receiving
state, or an appropriate support option.
9970 Eligibility for Medical Card Services Through ICAMA
Services funded by the medical card and delivered by providers in the receiving state through ICAMA, are dictated by the
prevailing medical card regulations in that state, with one important exception. When a child has a valid adoption subsidy
agreement in the sending state specifying services not covered under the medical card in the receiving state, the sending
state remains responsible for payment of these services.
When Kansas is the Adoption Assistance Agreement state and a bill is received for services not covered by the receiving
state’s medical card program and these services are indicated on the adoption assistance agreement, PPS is responsible
for the bill. In order for the bills to be paid complete the PPS 2833 Client Purchase Agreement, attaching a copy of the
Adoption Assistance Agreement and also the invoice. Use the applicable adoption accounting codes. See the Handbook
for Client Purchases for details on purchasing procedures.
Index
Glossary
