Engaging Families in Case Planning: Guidelines & examples from the field

1. Engaging Families in Case Planning: Guidelines & examples from the field Linkages Fall Convening September 16, 2009 Danielle McClain-Parks & Jean Texera, San Bernardino County Bergen Filgas & Jennifer Valencia, Stanislaus County Leslie Ann Hay, CFPIC Project Associate

2. Learning objectives • Consider how collaboration enhances family engagement. • Learn a variety of methods being used by Linkages counties to involve families in case planning. • Observe specific techniques (video) for actively engaging families in their futures. • See examples of case plan documentation & other tools to preserve authentic family voice & choice.

3. Family Engagement Guidelines • Linkages was identified as a model initiative for Family Engagement in the California Program Improvement Plan (PIP). • A Linkages/Family Engagement workgroup was formed: • Debbie Benevente, Tulare • Meherat Selassie, Santa Clara • Janice Rector, Merced • Michael Reiser, Fresno • Cheryl Barrett, Parent Partner, Contra Costa • Danna Fabella, CFPIC • Leslie Ann Hay, Hay Consulting

4. Family Engagement Guidelines • Workgroup’s objective—To create broad, accessible Linkages/FE Guidelines useful for: • CalWORKs and Child Welfare Services settings • Counties already implementing Linkages and counties who will in the future • Guidelines organized around 6 domains: • Foundational Guidelines • Identifying Mutual Clients • Assessment • Coordinated Case Planning • Support and Monitoring • Transition and After Care

5. Family Engagement Guidelines • Guidelines enhanced with “examples from the field” to illustrate how key principles are being put into practice. • Panelists will elaborate on more practices that reflect specific guidelines. • Last 15 min reserved for Q & A period. • Let’s start with some themes from the Guidelines…

6. Key themes from FE Guidelines • Integrative power of collaboration: economic self-sufficiency helps reduce maltreatment risk; more stability at home improves likelihood of work participation. • Recognize and meet basic needs of families first (think Maslow’s hierarchy of needs). • Focus on client skills and potential more than insights/judgments. • Streamline conflicting expectations to improve family’s achievement of case plan goals. • Maximize coordinated time & attention spent with family by Linkages team to promote success.

7. Engaging families in your location What challenges do you face in engaging families? Child Welfare CalWORKs

8. Examples from the field: what do the FE Guidelines look like in action? • A philosophy to work for and with families, rather than responding when families fail • Parent partners: meeting someone who’s been through both programs promotes trust for new clients • Joint home visits and interactions increases family’s experience of broad support • Co-located staff maximizes family’s access to needed expertise in one place • Inviting fathers to the table…recognizing their role as earners and parents

9. How does Linkages help engage families in case planning? • Family-focus of Linkages supports meeting parent’s needs to broaden traditional child-centered case planning process (WIIFM) • Active involvement in WtW implies commitment to a better future; team encourages parent to transfer this strength to build parenting capacity • Blending goals of self-sufficiency and family stability creates sense of hope for the future, rather than compliance only • Shared understanding of case information in advance helps define service responses better matched to actual needs

10. How does Linkages help engage families in case planning? • Increased ownership of plan by family increases their accountability for results: • Enlist natural supports of family to help monitor & support parent’s follow-through on goals • Set up triggers for regular communication between caseworkers, parent partners & family as part of case plan expectations • Model consistent communication among team members • Share relevant aspects of follow-up & support to impacted team members • Recognize need for case plan adjustments along the way

11. San Bernardino County Engaging families: from policy to practice • Realized that how we worked together would play out in how our families were treated (parallel process) • Faced the challenge of working across systems with differing objectives • Formed a strong collaborative team • Realized that we needed to simplify the process as much as possible

12. Vision • Children living in a safe environment with families that are stable and self-sufficient 1. Include the family in all matters pertaining to their future. 18. Manage the possibility of one of the plans continuing for a time after the other has concluded. maps to … 3. Both service systems share a strength-based, family-centered approach to practice. 17. Help the family to connect with a community network of services and support prior to ending system involvement. 9. Explore family’s strengths, needs and goals in context of CalWORKs and child welfare. 16. Use the structure of CalWORKs to guide and direct family members toward more productive use of their time and talents. 11. Help families prioritize child safety and economic self-sufficiency needs to focus service planning efforts.

13. Family Engagement Guidelines Mission maps to … • Strengthen families by offering clients the services needed to enhance their quality of life. • Increase the client’s care for their children and transition to self-sufficiency. • Treat all families with respect and honesty while meeting their basic needs. • Provide competent, consistent and fair services while meeting program requirements and clients’ needs. • Value and reinforce a collaborative service philosophy. • Establish basic knowledge about the other program across caseworkers, supervisors and managers. • Collaborate w/ CalWORKs to inform safety planning meetings for mutual clients. • Coordinate child welfare plans and welfare-to-work plans to improve a family’s chance for success.

14. Guiding Principles • Team approach for coordinated case management. • Family-driven coordination of care with extensive family leadership. • Simplified process of service delivery to reduce duplication of effort. • Services meet individual needs of family. • Build community capacity to serve families & emphasize prevention. • Timely service in a respectful manner. • Protect rights of families and honor client choices. • Evaluate outcomes. • Determine whether family is involved in other program at time of intake. • Conduct ongoing screening for a family’s participation in or potential eligibility for CalWORKs thru their involvement with CWS. • Review CalWORKs status factors (sanctions, timed out, exempt) that may impact the parent’s ability to engage in service activities. FE Guidelines maps to …

15. Who will we serve? • Our legislation and research staff analyst was able to identify mutual clients by cross referencing C-IV and CWS/CMS • Groups to serve • Original proposal (in order of priority) • CalWORKS Sanctioned • Non-compliance • Active participating (substance abuse or other counseling activity) • Active participating (work or work related) • In practice, did not have enough families to need to prioritize • In CW Family Maintenance (FR not an option at this point in our process)

16. Outcomes • Specific outcome measures to address safety, permanency and child well-being (examples) • Percentage of Linkages children with no subsequent substantiated referral (safety) • Percentage of Linkages children with siblings who remained home with all siblings during and after Linkages services (permanency and stability) • Physical and mental health needs of children being met during Linkages (well-being) • Wages before and after Linkages (parents have resources)

17. Getting started… • Pilot in San Bernardino’s Central Region – May 2008 • Training done for both agencies (Guideline 4 – expand knowledge of other systems) • FM families after reunification and any other Court FM • Difficult but not impossible • Many families not interested at this point – “done” with services • Family to Family has reduced numbers of Court FM cases in our county • By end of 2009, needed to expand to FR

18. Our team grows…expand to FR • AB429 put in place & additional state level clarifications made in late 2008 • Early in 2009 the upper management of all departments agreed and gave us the go ahead to start the planning process • At this point we added to our team: • Transitional Assistance foster care eligibility worker, supervisor and manager • PDD TAD program specialist

19. The work continues… • ESP manager and Child Welfare manager meet with immediate deputy managers • Clarify need and approval for further planning • Research done in other counties who have AB429 cases by PDD program specialists • Three PS’s collaborated—one unified handbook chapter • Incorporated into all Handbooks – child welfare, transitional assistance, foster care and employment services. • All aspects of the pilot covered in one place

20. Putting AB429 into practice • Linkages FR pilot implemented in August 2009 • Nearly a year and a half of persistent planning and coordination • Roll out to other regions in 2010-2011 • Linkages tied to our Child Welfare System Improvement Plan (Reunification in 12 months) • Parallel process in effect with FE Guidelines • fostered cooperation, collaboration and engagement of all parties involved • created a more robust plan for implementation with everyone involved • Relatively easy to move into action, everyone is communicating and accountable to each other

21. San Bernardino case process Intake • Cases are referred through TDM notifications, referral from ESS or SW, and identification through the mutual client list • Both office’s staff members received training in the other program to help identify clients and educate about Linkages (Guideline 4) • Linkages SW is notified of all TDM’s in the region and screens for Linkages eligibility prior to the TDM; Linkages SW participates in initial TDM if case is identified as eligible (Guidelines 1, 5, 10) • Monthly report is provided that identifies mutual clients from both programs’ computer systems (Guidelines 4, 8)

22. San Bernardino case process Coordinated Case Planning • Once eligibility established, family meets with assigned SW, Linkages SW, and Linkages ESS • Coordinated case plan meeting includes explanation of confidentiality, review of current CWS case plan and progress, current WTW status, and discussion of family’s next goals (Guidelines 10, 12, 15, 16)

23. San Bernardino case process Coordinated Case Management • ESS and Linkages SW meet weekly at the CWS office for client meetings (Guidelines 2, 14) • ESS and Linkages SW also communicate regularly via telephone, email, etc. about case issues (Guideline 14) • Family meets with team quarterly or as needed if issues arise in the case (Guidelines 2, 14)

24. San Bernardino case process Transition and After Care • Linkages SW, assigned SW, and ESS conduct a final coordinated team meeting prior to case closure (Guideline 11, 18) • Families are given an Exit Survey to provide feedback on their experience with Linkages (Guideline 1, 2) • This process provides a bridge from CWS services to ongoing CalWORKs services for families (Guideline 18)

25. Our Vision is to end poverty and family violence in Stanislaus County Stanislaus County:Family Engagement Guidelines in Play

26. Conduct ongoing screening for family’s participation in or potential eligibility for CalWORKs throughout their involvement with Child Welfare Services Family EngagementGuideline #8

27. INTEGRATED SERVICES SCREENING TOOL CSA – Child and Family Services Use Only Fax completed form to: 558-2585 / Attention: X02 Date: Customer Name: SSN: Date of Birth: Does the Customer receive SSI?  Yes  No  Unknown Are the children living with the customer?  Yes  No  Unknown Referred by: CWS Social Worker Name: District #: CalWORKs Case Name: Case #: CalWORKs Case Manager Name: District #: Check applicable program:  FIP  FM Date of entry to the program: Partners: Comments: CSA – StanWORKs Use Only Received by: Date: Eligible for Supportive Services?  Yes  No Eligible for Behavioral Health Services (BHS)?  Yes  No Case Assigned to: Specialized FSS III District # Date Case Transfer Requested: Date Case Received:sert the screening tool

28. FE Guideline #8 in action • Screening tool • For all new voluntary cases • At the time of trial visit for Family Reunification • To identify linked customers

29. Explore family’s strengths, needs and goals in context of CalWORKs and Child Welfare Family EngagementGuideline #9

30. Guideline #9 in action • Assessment of the families safety and self sufficiency needs • Identify roles and responsibilities • Plan what resources and services will be utilized

31. Family Engagement Guideline #10 Review CalWORKs status factors that may impact the parent’s ability to engage in service activities

32. FE Guideline #10 in action Ongoing communication occurs in order to promote: • Awareness of dual system resources • Monitor change for both the system and the family • Adjust the plan based on any change

33. Adhere to standard confidentiality requirements Family EngagementGuideline #7

34. Breaking down the barriers with internal and external partners Sharing of information to move a family forward Keep process on track Allows us to see the whole family FE Guideline # 7 in action

35. Case Staffing Referral Form Case Manager: Date: 9/16/09 Second Parent: Case Name: Absent Parent (s): Payee: Children: Case Number: 01234567 SS#: WTW Worker/District #/Ext.: Funding Streams Social Worker/District #/Ext.: ___________________________________________________________________________________________________________ Concerns: Parenting Support Domestic Violence Child Behavior Substance Abuse Welfare To Work Sanction Mental Health Disability Health Issues Opportunities: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Challenges to be met: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ To be completed during staffing Staffing Participants: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Recommendations: (Transportation and Child Care plans etc.) _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ *Strongly recommend to invite families into Coordinated Case Planning.

37. Family EngagementGuideline #12 • Coordinate child welfare case plans and welfare-to-work plans to improve family’s chances for success

38. FE Guideline # 12 in action • Family involvement to choice in the plan expresses needs • Listening to customer concerns • Receiving buy-in

39. VIDEOclip #2

40. Leaving with a completed plan • Reduced duplication of services • Maximized funding streams • Holistic approach to family needs • Family is now engaged in their case plan for all programs

41. VIDEOclip #3

42. Coordinated Case Planning: Strategy for Solutions and Goal Setting • Family’s Concerns________________________________________________________________________________________________________________ • Agency’s Concerns • Parenting Support Child Behavior • Substance Abuse WTW Sanction • Mental Health Disability • Domestic Violence Other Responsibilities Social WorkerCustomerFSS To make referral to: To comply with all recommendations: To make referral to: *Parenting Support *Attend Parenting *GED services *Child behavior *Attend Substance Abuse evaluation *Behavioral Health BHRS CounselorOther Partners To set up evaluation for: To make referral to: *Domestic Violence *WIA *Substance Abuse *Public Health Homeless:Time Limits: *Received temp only *36 months remaining Clear Expectations

43. Questions?