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.

Within thirty days after the child is taken into temporary custody, the Department shall use due diligence in an initial search to identify and notify adult relatives and persons with a significant relationship with the child.

The search to identify adult relatives and persons with a significant relationship must include:

• an interview with the child’s parent 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 with the child;

• an interview with the child;

• interviews with identified adult relatives;

• interviews with other persons who are likely to have information regarding the location of adult relatives of the child or persons with a significant relationship with the child;

• a comprehensive search of available records that are likely to help identify and locate a person being sought, including:

  • employment records;

  • vehicle registration records;

  • child support enforcement records;

  • utility accounts;

  • previous residential addresses;

  • law enforcement records; and

  • state department of corrections records; and

• any other means the Department deems likely to identify adult relatives and persons with a significant relationship to the child. Examples include but are not limited to:

  • providing written notices;

  • mailing certified letters;

  • making visits to previous residential addresses;

  • telephone calls to last known phone numbers;

  • making contact via email to any potential email addresses;

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

  • continuing to ask the child, parents and guardians during monthly contacts;

  • following up on new information;

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

  • completing a DCS background check to determine if there is a current address;

  • reviewing public records and other open sites; and

  • if approved, conducting a search of social media.

The DCS Specialist shall send the Notice to Relative or Person Having a Significant Relationship with the Child, CSO-1103AandResponse byRelative 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;

• a child in out-of-home care is placed with an extended family member or significant person who is unable or unwilling to provide a permanent placement for the child;

• the court orders the Department to continue search efforts; or

• a change in the child’s placement occurs.

Key decision points include:

• prior to the filing of the dependency petition;

• prior to the Preliminary Protective Hearing, Disposition Hearing, Review Hearings 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.

Efforts to locate adult relatives and persons having a significant relationship with the child shall be documented and filed with the court within thirty days after the child is taken into temporary custody and at each subsequent Review Hearing and Permanency Hearing.

Requesting Locate Assistance

If reasonable efforts to locate an absent or missing parent, guardian, custodian, and extended family member were unsuccessful, complete a 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 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 Family 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 Locate Team Referral, CSO-1310A to the DCS 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 and file with the court efforts to locate adult relatives and persons having a significant relationship with the child within thirty days after the child is taken into temporary custody and at each subsequent Review Hearing and Permanency Hearing.

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 absent person and their contact information; and

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

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: September 14, 2024

Revision History: October 10, 2019, November 30, 2012, April 4, 2015, May 6, 2016, February 1, 2021, October 30, 2023