Each region must have its own plans, including sleeping and bathing arrangements, when a child or youth has no overnight placement. Examples of appropriate sleeping and bathing arrangements may include a hotel room, foster home, emergency shelter, or other facility that has agreed to shelter the child or youth on a temporary basis if DFPS staff provides supervision.

Documents to Review

To ensure the safety of a child or youth under DFPS’s care and supervision in a hotel or another community location, regions must ensure all staff members responsible for supervision review the following information before their shift:

• Form 2915 Child Without PlacementPDF Document.
• The child’s Sexual History Report, Attachment A.
• Form 2279 Placement SummaryWord Document.
• Form 2279b Certification of Receipt of Child Sexual Abuse or Sexual Aggression InformationWord Document.
• Form 2400 Prescription Medication InformationPDF Document or Form 2401 Non-Prescription Medication LogPDF Document. See 11310 If CPI, CPS, or SSCC Staff Administers Medications.

All forms listed above, as well as any updated information on those topics, are printed and stored in a secure location (to protect the child or youth’s confidentiality) for review by staff and caregivers who supervise the child or youth without placement.

For a child or youth without placement under DFPS’s care and supervision in a hotel or another community location, staff and caregivers must review the forms to ensure the safety and well-being of the child or youth. Each staff member or caregiver must sign Attachment A or Form 2279b by hand (not electronically) before each shift. However, staff and caregivers who have reviewed and signed Attachment A or Form 2279b for the same child or youth during the same period of being without placement do not need to sign again, unless there is a change in the information on Attachment A.

Once the child or youth is moved into a placement, the primary caseworker or regional designee scans all signed copies of the following documents and uploads them into OneCase:  

• Upload Form 2279 into the Childs Placement Records tab.
• Upload Attachment A into the Sexual History Report Attachment A tab.
• Upload Form 2279b into the Childs Placement Records tab.

Photo of Child or Youth

If a child or youth is entering DFPS supervision (in a hotel or other community location) for the first time, a staff member or caregiver takes a photo of the child or youth and sends it to the child or youth’s primary caseworker, who then uploads it into IMPACT.

Significant Events or Issues

If a significant event or issue arises while supervising a child or youth, staff members and caregivers must notify their supervisor immediately. All significant events and serious incidents must be immediately escalated up the chain of command to the regional director, using the email subject line CWOP Incident.

Additional Requirements

Regional plans must also include, at a minimum, the arrangements described in this section’s subitems (below).