Chapter 7 : Section 03
Courtesy Supervision Between Regions
Policy
When courtesy supervision is necessary, regions shall share information and work collaboratively to ensure that the needs of the child and family are met.
Courtesy supervision may be provided when a child and/or family member lives in one region and the legal responsibility for the case remains with another region. The decision to provide courtesy supervision shall be based on the child's needs.
The assigned DCS Specialist shall maintain quarterly face to face contact with the child.
The region with legal jurisdiction remains responsible for case planning, updating information in Guardian, and payment for services.
The DCS Specialist from the receiving region shall be considered to be a service team member and shall participate in case plan staffings and case conferences.
Procedures
Requesting Courtesy Supervision
To request courtesy supervision, the DCS Program Administrator or designee from the sending region submits an E-Mail to the DCS Program Administrator or designee from the receiving region. The request should include:
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case name and case number;
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name and date of birth of the child;
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the most critical factors concerning the child or family;
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supervision services requested;
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other services the child or family is to receive, along with payment arrangements;
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copies of relevant case information not available through the electronic record, including but not limited to psychological evaluations, provider reports, etc.; and
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copies of relevant hard copy case information shall be forwarded to the receiving DCS Program Administrator or designee.
The request is not complete until relevant hard copy case information is received.
The receiving DCS Program Administrator or designee completes a review of the electronic record and hard copy information. The DCS Program Administrator or designee must approve or deny the request for courtesy supervision by E-Mail within ten working days of receipt of the request.
A case conference must be held within 15 working days after the receiving region accepts a case for courtesy supervision or case transfer. The case conference may be conducted in person or by conference call.
A case conference must be held within ten working days if the sending and receiving regions disagree regarding the case plan. If a resolution cannot be reached, the decision shall be made by the Deputy Director of Field Operations.
Documentation
If courtesy supervision is provided by a contracted agency, approve the agency's portal document to create an Artifact in Guardian, noting the Artifact Number. Create a Child Contact type Note for the date and time the child contact was completed with the statement "In-person contact was made with the child(ren) at this date and time. Please refer to Artifact Number (enter number) for additional information."
The sending DCS Program Administrator or designee is to document the request for courtesy supervision in Notes.
Document the approval or denial of the request for courtesy supervision in Notes.
The DCS Program Supervisor from the sending region designates the DCS Specialist from the receiving region as a support DCS Specialist.
The DCS Specialist from the sending region documents the case reference in a Case Conference type Note specifying the responsibilities of both the sending and receiving DCS Specialist within three days of receipt of approval from the receiving region.
The DCS Specialist from the receiving region documents the following in Notes:
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dates and types of contact;
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progress towards the case goal;
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changes in individual or family functioning; and
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review of the case plan and recommendation for any changes in goals, tasks or services.
Forms
N/A
Legal
N/A
