GA :: Child Welfare Policy Manual :: Chapter 19 Case Management :: Section 19.6 Supervisor Staffing

REQUIREMENTS

The Division of Family and Children Services (DFCS) shall:

Conduct a supervisor staffing as often as necessary, but at a minimum:
1. On a monthly basis, on each Family Support Services, Family Preservation Services and Permanency (Foster Care and Adoption) case to provide oversight of case management activities intended to ensure the safety, permanency, and well-being of child(ren);
2. At the initiation of an intake assessment and prior to approval of the intake assessment when there is disagreement with the intake recommendation;
3. Prior to initiating contact with a child/caregiver upon the assignment of a case and prior to making a track and safety decision in the Initial Safety Assessment;
4. When using a Voluntary Kinship arrangement.
  NOTE: The staffing should occur bi-weekly.
5. When considering the use of court intervention.
6. When making a safety determination, safety assessment and/or service recommendations during an open case.
Utilize a scheduled supervisor staffing to:
1. Assess and discuss child safety, permanency and well-being needs;
2. Assess and discuss the development and adherence to the safety plan;
3. Assess and discuss progress on case plan outcomes;
4. Ensure programmatic timeframes are being met, as applicable;
5. Assess the need to modify the provision of services to parents, children, and caregivers to support the achievement of specified tasks and outcomes;
6. Review milestone(s) achieved with family;
7. Engage the SSCM in partnership decision making;
8. Coach, mentor, and train the Social Services Case Manager (SSCM) on case management activities;
9. Develop and maintain a positive working relationship between the Social Services Supervisor (SSS) and SSCM.
Provide SSS coverage at all times to facilitate decision making regarding safety decisions.
Document the staffing and any resulting tasks in SHINES within 72 hours of the staffing.

PROCEDURES

Preparing for the Supervisor Staffing

The SSS will:

Identify, in partnership with the SSCM, a date and time for the supervisor staffing.
NOTE: Frequency of staffings should be scheduled based on the individual developmental need of the SSCM and the individualized case needs.
Develop a structured format/agenda for conducting the staffing to ensure that all relevant case management areas are addressed during the staffing, as well as, to assist the SSCM in becoming acclimated to the expectations of the staffing and how to prepare for the staffing.
Review supervisor notes from the last staffing and items for follow up.
Read the case documentation and corresponding reports related to the case in Georgia SHINES.

The SSCM will:

Prepare notes for the meeting related to case discussion and follow up items from the last staffing.
Approach the supervisor staffing with professional recommendations and next steps.
Bring items that require supervisor approval.
Ensure that all documentation, including next steps, is updated in Georgia SHINES.

Conducting the Supervisor Staffing:

The SSS will:

Maximize the transfer of learning by promoting a workplace environment for the SSCM to effectively practice his/her knowledge and skills.
Focus on the everyday developmental challenges that the family is experiencing.
1. Review the family’s genogram (see policy 19.19 Case Management: Genogram)
2. Assist the SSCM to think developmentally, by asking what developmental issues the family may be experiencing based on their developmental stage.
3. Ask the SSCM to identify the specific task(s) that the family is struggling with.
Discuss and assess the areas of family functioning (see policy 19.13 Case Management: Family Functioning Assessment):
1. Extent of the Maltreatment/What is the Presenting Problem?
2. Nature and Circumstances of the Maltreatment/What were the sequence of events that led up to the presenting problem?
3. Family Developmental Stages and Tasks
4. Caregiver Patterns of Behavior/Adult Functioning
5. Family Choice of Discipline
6. Child/Youth Development and Functioning
7. Family Support System and Resources
Consider DFCS history to ensure a thorough assessment of safety, appropriate safety planning, effective intervention strategies and appropriate decision-making (see policy 19.10 Case Management: Analyzing DFCS History).
Discuss and assess safety threats.
Discuss milestone achieved with the family, i.e., has consensus been reached regarding the challenges in their everyday life tasks? How engaged was the family in identifying FLOs, ILOs, and developing action plans? (See policy 19.1 Case Management: Milestones of Solution Based Casework.)
Review the progress or barriers to the achievement of the case plan outcomes and the need for any changes or updates.
1. Validate that the family is making improvements by reviewing the documentation related to the evidence of new behaviors by the family (e.g. the family’s daily journal, the family’s chores chart, the observation of progress in visitations, or the family’s appointment calendar confirming that appointments were accomplished).
  NOTE: Noticing and Documenting Change is a Milestone 4.
2. Discuss strategies to engage the family in overcoming barriers to achieving FLOs and/or ILOs (see policy 19.14 Case Management: Action Planning).
Develop the professional competencies of the SSCM by eliciting recommendations and solutions for case management strategies.
Coach the SSCM to reframe his/her assessments that are problem saturated with what is not working for the family. Focus on exceptions when the family was able to successfully manage their challenges to mitigate safety concerns for the child.
Guide the SSCM through the process of establishing and assessing sufficiency of case contact standards to ensure child safety (see policy 19.15 Case Management: Developing Contact Standards for Purposeful Contacts and Collaterals Contacts).
Discuss the service needs that were identified jointly with the family and the family’s input on the most effective way to meet the needs. Also discuss:
1. Any additional service needs identified by the SSCM that impact child safety or wellbeing; for which, the family is unable to recognize the needs or resistant to change.
2. Recommendations on how to motivate the family to accept the service recommendations and the safety interventions necessary in the meantime.
Review the progress or treatment notes/reports from service providers related to their assessment of the family and determine whether they are meeting the identified needs (see policy 19.17 Case Management: Service Provision).
Evaluate and assess case closure, as applicable and appropriate.
Ensure that the SSCM has uploaded all supporting and relevant case documents (i.e. medical reports, psychological evaluations, photos, law enforcement reports, etc.) into Georgia SHINES, External Documentation within 72 hours of receipt of the documents.
In conjunction with the SSCM, make a safety determination (see policy 19.11 Case Management: Safety Assessment).
Summarize what was discussed during the staffing by reviewing the next steps, including timeframes for follow up and ask if the SSCM has any remaining questions or needs clarification on any items.
Provide feedback and clarity to the SSCM regarding expectations of any timeframes for case management accomplishments. Feedback should include among other items, an assessment of performance, praise for performance, and encouragement, as applicable.
Schedule a date and time for the next staffing and conclude the staffing.
Document the supervisor staffing in Georgia SHINES within 72 hours of the staffing.
Provide feedback on case documentation in Georgia SHINES.

PRACTICE GUIDANCE

The Supportive Role of a Supervisor

Supervisors play an important role in increasing case manager motivation, job-related critical thinking, and decision-making skills, so that case managers can better serve children and families (Fisher, 2009; Lietz, 2010; Rzepnicki & Johnston, 2005). Additionally, research has shown that there is a relationship between quality supervision and the case manager’s increased capacity to define “next steps” and set limits in their cases (Banuch, 1999); which increased service provision (McGrew & Bond, 1997), led to stronger client engagement (particularly with resistant individuals) (Bibus, 1993), and improved goal attainment among clients (Harkness, 1995).

Building a Partnership

The SSS models how the SSCM should engage in partnership decision making with the family by engaging in partnership decision making with the SSCM. Just as the SSS listens to and elicits input from the SSCM to reach decisions, the SSCM listens to and elicits input from the family related to their developmental stage and their assessment of the challenges associated with that stage, as well as solutions to alleviate or reduce safety concerns accompanying the developmental stage.

In Solution Based Casework (SBC) partnering with families has additional meaning. It means to partner with families to establish safety for their children. Partnering with families is always the responsibility of the SSCM when working to achieve this goal. When partnering with families is difficult because of challenges or resistance, the SSCM must reassess his/her approach and practice strategies. The SSS plays a critical role in helping the SSCM reframe what is perceived as “family resistance” to refocus his/her approach in engaging the family and building partnership.

Using Georgia SHINES Information to Inform Decision Making

The SSS should review Georgia SHINES information (i.e. Case Watch, Alerts, Health Information, Record Checks, etc.) related to their programmatic area with the SSCM during the staffing. This information helps to inform practice through:

Assessing case management tasks and progress;
Assessing individual case progress;
Targeting service delivery; and
Providing feedback to the Social Services Case Managers (SSCM)

Making an Informed Decision

Making an informed decision is not based on assumptions but on the evidence obtained to support the decision being made. The combination of comprehensive information gathering, critical thinking, policy guidelines and partnership aids in making an informed decision. The principles related to informed decision making include the following:

Framing the question behind the decision
1. Was the question clearly defined before gathering information?
Finding sources of information
1. Have we spoken to everyone internally and externally with information related to the decision?
2. Have we reviewed data systems and documents that can provide supporting evidence?
Assessing the accuracy of information
1. How reliable and valid is the information that was obtained?
Assessing the applicability of information
1. Does the information apply to the current decision?
2. Does the information support or refute the concerns?
3. How does the information apply to the context of the family’s culture?
4. How current is the information that was obtained?
Assessing whether the information is actionable
1. Does the information require urgent or emergent action?
Determining if the information is adequate
1. Is the information comprehensive?
2. Is additional information needed to make a decision?
3. Does it support the decision that is being made?

Partnership Decision Making

The SSS must always staff the following situations with the SSCM:

When the SSCM is assigned an Initial Safety Assessment (ISA) and prior to the SSCM making contact with the child and family.
Modifications to assigned response times.
During contact with the child(ren) and family at the ISA to make a safety determination.
After contact with the child(ren) and family to make a track assignment.
Upon conclusion of the CPS investigation to make the maltreatment and safety determinations.
When a child(ren) is determined to be unsafe, which interventions will ensure the child(ren)’s protection in the least intrusive manner possible.
When developing, modifying or changing safety, family or case plans.
Before a child is placed in out-of-home care, and before a reunification recommendation is made.
When changing or modifying the placement arrangements or permanency goals.
At the point of case closure, to evaluate the family’s progress toward achieving and maintaining behavioral changes for child(ren) safety and well-being.

After the SSCM and SSS have discussed the information that was gathered, they must weigh the evidence to reach a case decision or action. The available evidence should clearly support the decision. SSCMs should approach the monthly supervisor staffing with professional recommendations and next steps based on the evidence that they have obtained. The evidence that was obtained should be clearly documented in Georgia SHINES to support the recommendation.

Sometimes situations may arise that make it difficult for the SSS and SSCM to agree on a case decision or action when the evidence is equally weighted. In these situations, the SSS and SSCM should strive to reach consensus on the decision (i.e. request the perspective of another supervisor; jointly seek consultation from the county, regional or state office leadership; request a safety roundtable; etc.). The SSS and SSCM should present the evidence that supports their recommendation of the case decision or action. Ultimately, the agency’s decision, along with the supporting evidence, should be documented in Georgia SHINES. SSCMs should never document disagreements with their SSS in Georgia SHINES. Most importantly, differences in opinions should never interfere with the safety or well-being of children or the needs of the family.

Additional Areas to Assess During Program Specific Supervisor Staffing

Intake	Safety screenings have been completed and assessed, per policy, including maiden and married names of household members. Whether the report was received via phone call, email, or fax. The attempts to gather information. The need to contact the reporter for additional information. The recommended response time and the justification for it. Corrections needed in the intake report, as applicable. The notification of the report to agencies with oversight of the placement, as applicable. The rationale for assigning a different response time from the recommendation of the SSCM, as applicable.
ISA	Date/time of the response and any barriers to meeting the assigned response time. Any additional areas of maltreatment identified during the contact that were not contained in the intake report. The need to contact the reporter for additional information Were safe sleep practices discussed with any caregiver who has an infant (birth to 12 months of age) in the home and addressed prior to leaving the home. Observe children for physical signs of maltreatment in accordance with policy 4.3 Initial Safety Assessment: Purposeful Contacts During the Initial Safety Assessment. Any known or suspected victims of sex trafficking were reported to law enforcement within 24 hours of identification. Recommended areas to assess and potential collateral contacts, as applicable, based on the information contained in the intake report. The safety of the Social Services Case Manager (SSCM). The need for an interpreter and/or assistive tools for families with limited English proficiency or sensory impairment. The need for assistance from other DFCS staff (i.e. the permanency case manager or RD case manager). Cultural competence practice, as applicable. Assistive tools to interview children or adults with cognitive or developmental delays. Protocols with other agencies (i.e. military installations, county child abuse protocol, child fatality review teams. Motor vehicle safety recommendations including hot car safety with caregivers. (See Practice Guidance: Motor Vehicle “Hot Car” Safety Recommendations). The assistance of law enforcement, when applicable. New known or suspected instances of child maltreatment were reported to the CPS Intake Communications Center (CICC) as outlined in policy Intake: Mandated Reporters. Reports of known or suspected child sex trafficking have been reported to law enforcement within 24 hours of becoming aware of the trafficking.
INV/FSS	Date/time of response. A walk-though of every room in the home was conducted for safety hazards. Screenings were completed on all identified additional household members. All household members were interviewed separately. Observe children for physical signs of maltreatment in accordance with policy 5.2 Investigations: Purposeful Contacts During an Investigation. The Foster Parent Bill of Rights was given to the foster parent if a special investigation, as applicable. Evidence of additional maltreatment concerns that were not identified in the intake report. Relevant collateral contacts were interviewed. The adequacy/effectiveness of the safety plan for identified safety threats, including supervisor approval and signature on the safety plan. The kinship assessment. Ensure the genogram was completed and accurately describes the family and was uploaded to Georgia SHINES External Documentation. Ensure that service authorizations have been completed. The notification of the report to: Agencies with oversight of the placement, as applicable; All case managers with children in the placement, as applicable; and Case managers in the legal or boarding counties. The date of the final staffing for maltreatment in care investigations and the notification to all relevant parties.
FPS	The level of partnership between the family, DFCS staff and service providers. The consensus with the family around family issues and needs. Safety plan and management. Initial and ongoing family engagement in identifying present and impending danger situations, strengths and needs. Developing case plan goals that include Family Level Outcomes (FLO) and Individual Level Outcomes (ILO) in partnership with the family. Observe children for physical signs of maltreatment in accordance with policy 8.2 Family Preservation Services: Purposeful Contacts with Families Receiving Family Preservation Services. The physical home environment to confirm that it is safe and appropriate to meet the needs of each child, including examination of every room in the home and sleep arrangements for all household members. Ensure the genogram is updated or amended with the family and uploaded into Georgia SHINES External Documentation. Purposeful contacts have been documented and uploaded into Georgia SHINES within 72 hours of the occurrence. 1 Voluntary Kinship Caregivers Face-to-face contacts with the parent/guardian/legal custodian(s), voluntary kinship caregivers, and child(ren) occur at a minimum of every 14 calendar days while the child(ren) remains in a voluntary kinship arrangement to evaluate caregiver capacity and family functioning to assess child safety. The voluntary kinship arrangement remains safe and effective for the child’s needs. Legal paperwork has been filed in, accordance with DFCS policy. New known or suspected instances of child maltreatment were reported to the CPS Intake Communications Center (CICC) as outlined in policy Intake: Mandated Reporters. Safe sleep practices with any caregiver who has an infant (birth to 12 months of age) in the home and address any unsafe sleeping situations prior to leaving the home. Motor vehicle safety recommendations including hot car safety with caregivers. (See Practice Guidance: Motor Vehicle “Hot Car” Safety Recommendations). Reports of known or suspected child sex trafficking have been reported to law enforcement within 24 hours of becoming aware of the trafficking.
FC	SBC Milestone Progress: Milestone #1, 2, 3 or 4. The length of time the case has been open. The length of time of in the FC placement. The placement setting: (group home, CPA or DFCS foster home, or PRTF, kinship, etc.), including: An assessment of the physical environment. Does the placement continue to meet the needs of the child(ren). Discus and review the permanency plan. Cultural issues impacting the family. The self-management issues that caretakers have that serve as barriers to resolve the problems in the family. Include a description of any individual patterns of behavior impacting children’s safety. Ensure that the transfer staffing was documented. Review and discuss diligent search for absent parents, and kinship caregivers, and ensure that the following occurs: Absent parents and kinship caregivers are identified, located, and contacted; The Diligent Search Notification form is sent to all identified kinship caregivers and parents of the child’s sibling; The genogram is updated and amended and uploaded into Georgia SHINES External Documentation; Diligent search reports are updated and provided to the court; Parents/guardians/legal custodians and kinship caregivers receive communications updating them on the diligent search process. Diligent search efforts continue until permanency is achieved for the child. Ensure that health information is updated and correct. Safety screenings have been completed and assessed. Observe children for physical signs of maltreatment in accordance with policy 10.18 Foster Care: Purposeful Contacts in Foster Care.
RD	The home study has been uploaded into Georgia SHINES. The studies from CPAs have been requested and uploaded into Georgia SHINES. The home is appropriate to meet the needs of the child(ren): Safety screenings have been completed and assessed, per policy; An assessment of the physical environment is being routinely conducted to ensure the home remains safe; Assess the level of attachment between the caregiver and child(ren); The needs/behaviors of the child(ren) are appropriately matched to the needs/behaviors that the caregiver identified as having the ability to parent in their study; Assess the quality of the interaction among the family members; Assess and address levels of stress in the home related to caregivers, child(ren) and other household members; and Child(ren) sharing bedrooms are appropriate based on their behaviors and psychological indicators. Policy violations have been documented in Georgia SHINES Supported policy violations have an associated Corrective Action Plan (CAP); CAPs have been discussed with the caregivers and uploaded into Georgia SHINES; Homes are closed in accordance with policy or a waiver has been obtained from the Permanency Section; and Waivers are uploaded into Georgia SHINES within 72 hours of receipt.
Adoptions	Discuss and/or review the following: The transfer staffing was documented; The health information is updated and correct; The length of time the case has been open; The length of time of in the FC placement; and The placement setting: (group home, CPA or DFCS foster home, or PRTF, kinship, etc.), including: Does the placement continue to meet the needs of the child(ren). An assessment of the physical environment is being routinely conducted to ensure the home remains safe. Assess the level of attachment between the caregiver and child(ren). The needs/behaviors of the child(ren) are appropriately matched to the needs/behaviors that the caregiver identified as having the ability to parent in their study. Assess the quality of the interaction among the family members. Assess and address levels of stress in the home related to caregivers, child(ren) and other household members. Discuss and review the permanency plan. Cultural issues impacting the family. Review and discuss diligent search for absent parents and kinship caregivers to ensure that the following occurs: Absent parents and kinship caregivers are identified, located, and contacted; The Diligent Search Notification form is sent to all identified kinship caregivers and all parents of the child’s sibling; The genogram is updated and amended with the family and uploaded to Georgia SHINES External Documentation. Diligent search reports are updated and provided to the court; Parents and kinship caregivers receive communications updating them on the diligent search process. Diligent search efforts continue until permanency is achieved for the child.

GA :: Child Welfare Policy Manual :: Chapter 19 Case Management :: Section 19.6 Supervisor Staffing

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