Chapter 4 : Section 2

Locating Missing Parents & Family for Notification

Procedures

The DCS Specialist will obtain personally identifying information and any information on the whereabouts of the absent or missing parent, guardian, custodian, and extended family members including the grandparents, great-grandparents, adult siblings, parents who have custody of any siblings, aunts, uncles, first cousins and persons who have a significant relationship with the child from any source who may have this knowledge.

The DCS Specialist shall make reasonable efforts to identify and locate the absent or missing parent, guardian, custodian, and extended family member. Reasonable efforts include a diligent search to gather contact information. Examples include, but are not limited to:

• providing written notice;

• mailing certified letters;

• making visits to last known addresses;

• telephone calls to last known phone numbers;

• continuing to ask the relatives and/or others who have contact information;

• asking the child, parents, and guardians during monthly contact;

• following up on new information;

• making contact with the parent’s and/or Indian child’s tribe or the Indian custodian;

• reviewing the Family Assistance Administration (FAA) AZTECS database to determine if a current address is available;

• contacting the County Jail and the Department of Corrections if case information indicates current or recent incarceration;

• reviewing public records and other open sites;

• completing a DPS background check and reviewing Motor Vehicle Division information (if available) to determine if there is a current address; and

• if approved, conducting a search of social media.

In those instances where a child is expected to remain in out-of-home care under a dependency petition, the DCS Specialist must do the following:

• Ask the parent or guardian to identify the names, type of relationship, and contact information for the child’s adult relatives including the grandparents, great-grandparents, adult siblings, parents who have custody of any siblings, aunts, uncles and first cousins, and persons who have a significant relationship to the child.

• Ask the parent or guardian about any history of family or domestic violence by the relative or person who has a significant relationship with the child.

• Send the Notice to Relative or Person Having a Significant Relationship with the Child, CSO-1103A and Response by Relative or Person Having a Significant Relationship with the Child, CSO-1104A to all relatives and persons who have a significant relationship with the child within 30 days of the child’s placement in out-of-home care. Do not send the letter to any relative or person who has a history of family or domestic violence. Family or domestic violence includes a protective or restraining order, physical or sexual abuse in the home, or convictions for family or domestic violence.

The DCS Specialist should explain to the parent or guardian the following:

• If the parent or guardian does not have sufficient information available to locate a relative or person who has a significant relationship with the child, the parent or guardian must provide the information as soon as it is available.

• The parent or guardian must be prepared to provide to the Juvenile Court at the Preliminary Protective Hearing the names, type of relationship, and all available information necessary to locate persons related to the child and who have a significant relationship with the child.

Complete searches for the absent or missing parent, guardian, or custodian, prior to key decision points during the case and no less than once every six months.

Initiate searches for extended family members including the grandparents, great-grandparents, adult siblings of whole or half-blood, aunts, uncles, and first cousins or persons having a significant relationship with the child prior to key decision points during the case and no less than once every six months when a child in out-of-home care:

• is not placed with a grandparent, great-grandparent, adult sibling of whole or half-blood, aunt, uncle, first cousin or person who has a significant relationship with the child; or

• is placed with an extended family member or significant person who is unable or unwilling to provide a permanent placement for the child.

Key decision points include:

• prior to the filing of the dependency petition;

• prior to the Preliminary Protective Hearing, Disposition Hearing, and Permanency Hearing;

• prior to the Hearing on the Motion for Guardianship or Termination of Parental Rights;

• prior to case plan staffings;

• when additional information that will assist in the search is discovered; and

• prior to pre-adoptive placement.

Requesting Locate Assistance

If reasonable efforts to locate an absent or missing parent, guardian, custodian, and extended family member were unsuccessful, complete a family locate referral for the absent or missing person.

The DCS Specialist will document all attempts in a Locate Efforts note in Guardian prior to submitting a family locate referral.

The DCS Specialist will confirm that the absent or missing person is identified as a participant in Guardian. The case must be open at the time the request is submitted.

To increase the likelihood of a successful and timely locate outcome, provide as much information as possible on the locate referral.

The requestor's information section must be completed to serve as a contact mechanism should additional facts and/or clarification be needed to appropriately conduct the search.

Submit the locate referral as follows:

• If the locate request is for a national search, the DCS Specialist will email the completed DCS Field Locate Search, DCS-2512 to the assigned Program Specialist or other designated DCS staff.

• If the locate request is for an international search, the DCS Specialist will email the completed DCS Family Locate Referral, CSO-1310A to the Family Locate mailbox.

Upon receipt of the locate results, the DCS Specialist shall continue to make reasonable efforts to locate parents and family with the information that is provided. If parents and family are not located with the additional information, the DCS Specialist shall staff the case with the DCS Program Supervisor. The DCS Program Supervisor will confirm that sufficient efforts to locate are made.

Documentation

Document reasonable efforts to locate an absent parent, guardian, custodian, extended family member or other significant person including the request to locate in Notes, designated as Locate Efforts note type, and by filing copies of forms requesting a search in the hard copy file.

In the Note, provide the following information:

• the person communicated with, their relationship to the Missing Person and their contact information; and

• any information they provided including an address for the Missing Person, telephone number, date of communication, etc.

Print the results of the DPS check and place in the hard copy record in a sealed envelope marked “Confidential”, if applicable.

Document the address of the parent and guardian on the Attachment A and process according to directions found in Court Reports, unless the person is participating in the Address Confidentiality Program.

Document the address of the parent and guardian in the Demographics Tab, unless the person is participating in the Address Confidentiality Program.

File a copy of the Notice to Relative or Person Having a Significant Relationship with the Child, CSO-1103A and Response by Relative or Person Having a Significant Relationship with the Child, CSO-1104A for each relative or person that was sent notice.

Effective Date: February 1, 2021

Revision History: October 10, 2019, November 30, 2012, April 4, 2015, May 6, 2016