Chapter 7 : Section 05

Transferring Cases Between Regions

Policy

When transferring a case between regions is necessary, regions shall share information and work collaboratively to ensure that the needs of the child and family are met.

Regional case transfer may occur when the child and family have lived in the new region for three months or longer or the child and family live in different regions and there are plans to reunite the family.

The region requesting a case transfer must receive approval from the receiving region prior to transferring the case or requesting that the court transfer legal jurisdiction.

Service Payments

In most cases, the region with legal jurisdiction remains responsible for payment for services. However, when the case transfer results from a court order to change venue (without the agency's involvement), the Program Administrators of the sending and receiving regions may make special payment arrangements by mutual agreement.

Unless special arrangements are made, the receiving region is fully responsible for the case once the transfer is completed.

Procedures

Requesting Case Transfer to another Region

Case transfer may occur when the child and family have lived in the new region for three months or longer or if the child and parent(s) live in different regions and there are plans to reunite the child with the parent(s). Meet with the family to confirm their intent to continue to live out of the region in which the case is currently assigned. If so, work with the DCS Program Supervisor, Program Manager, and Program Administrator to transfer the case to the new region.

When requesting transfer of a case to another region, the Program Administrator or designee from the sending region must send an email to the Program Administrator or designee from the receiving region. The request should include the following:

case name/id #;
child(ren) name/id #;
mother and father's name, address, and phone number;
the name, address, and phone number of the child(ren)’s current placement;
critical factors concerning the case;
reason for case transfer;
types of services currently in place;
the permanency goal; and
date of the next court hearing.

Upon receipt of an email requesting case transfer, the receiving Program Administrator or designee completes a review of the electronic record. The Program Administrator or designee must approve or deny the request for case transfer by email within ten working days of receipt of the request.

Once approval for transfer is received from the receiving region, the sending region files a Motion for Change in Venue with the court. If the child will be moved to a new placement, file a Motion for Change of Physical Custody prior to moving the child to a placement. Contact the assigned attorney general to file the motion(s).

The requesting DCS Specialist and DCS Program Supervisor will follow case transfer procedures and send the hard file to the accepting supervisor.

The region requesting a case transfer must receive approval from the receiving region prior to transferring the case or requesting that the court transfer legal jurisdiction.

The supervisor in the receiving region assigns a DCS Specialist as the Primary Case Manager in Guardian within three working days of receipt of the hard file.

The sending region is responsible for the case until the hard file has been received by the receiving region.

Once the case file is received, the receiving region will hold a case conference with the family within 15 working days after the receiving region accepts a case for case transfer.

Documentation.

The sending region documents the request for case transfer using Notes designated as Management Contact type.

The sending region documents the receiving Program Administrator or designee's approval or denial of the request using Notes.

The receiving region documents the case conference using the Notes specifying the responsibilities of both the sending and receiving DCS Specialists.