1.0 Adoption

2.0 Governance

3.0 Community

4.0 Child Care

5.0 Family Services

6.0 Finance

7.0 Foster Care

8.0 Human Resources

9.0 Volunteers

source for 4.0 - 000
/1-0ADOPT/HP CAS P&P/4-0CHILD/000.DOC
/4-0CHILD/000.DOC

4.0 Child Care

Policy and Procedure Manual

Resources & Child in Care
Program Manager (Volume 4)

source for 4.0 - 000
/1-0ADOPT/HP CAS P&P/4-0CHILD/Front Page.DOC
/4-0CHILD/Front Page.DOC

4.2 - 002 Pre-Admission
4.2 - 004 Admission Criteria - Policy
4.2 - 004.005 Admission Criteria - Procedure
4.2 - 006 Planned Admission - Policy
4.2 - 006.005 Planned Admission - Procedure
4.2 - 008 Emergency Admission - Policy
4.2 - 008.005 Emergency Admission - Procedure

4.3 - 002 Voluntary Admission to Care
4.3 - 004 Temporary Care Agreements - Policy
4.3 - 004.005 Temporary Care Agreements - Procedure
4.3 - 006 Extension of Temporary Care Agreements - Policy
4.3 - 006.005 Extension of Temporary Care Agreements - Procedure
4.3 - 008 Temporary Care Agreements Reviewed with Child - Policy
4.3 - 008.005 Temporary Care Agreements Reviewed with Child - Procedure
4.3 - 010 Termination of Temporary Care Agreements - Policy
4.3 - 010.005 Termination of Temporary Care Agreements - Procedure
4.3 - 012 Special Needs Agreements - Policy
4.3 - 012.005 Special Needs Agreements - Procedure
4.3 - 012.010 Extension of Special Needs Agreements - Procedure
4.3 - 012.015 Termination of Special Needs Agreements - Procedure

4.4 - 002 Apprehension of Children
4.4 - 004 Apprehension of Children with Warrant - Policy
4.4 - 004.005 Apprehension of Children with Warrant - Procedure
4.4 - 006 Apprehension without Warrant - Policy
4.4 - 006.005 Apprehension without Warrant - Procedure
4.4 - 008 Apprehension of Abandoned Child - Policy
4.4 - 008.005 Apprehension of Abandoned Child - Procedure
4.4 - 010 Apprehension of Child from Hospital - Policy
4.4 - 010.005 Apprehension of Child from Hospital - Procedure
4.4 - 012 Transient Youths - Policy
4.4 - 012.005 Transient Youths - Procedure
4.4 - 014 Protection Application and Identification of Child - Policy
4.4 - 014.005 Protection Application and Identification of Child - Procedure

4.5 - 002 Selection of Placement Resource - Resources?
4.5 - 004 Criteria for Placement - Policy - Family Service?
4.5 - 004.005 Criteria for Placement - Procedure - Family Service?
4.5 - 008 Criteria for Specialized Foster Care Rates - Policy - Resources?
4.5 - 008.005 Criteria for Specialized Foster Care Rates - Procedure - Resources?
4.5 - 010 Criteria for Institutional or Group Home Care - Policy - Resources?
4.5 - 010.005 Criteria for Institutional or Group Home Care - Procedure - Resources?
4.5 - 012 Sharing of Information with Proposed Placement - Policy - Resources?
4.5 - 012.005 Sharing of Information with Proposed Placement - Procedure - Resources?
4.5 - 016 Parent(s)’ Involvement in the Selection of a Placement Resource - Policy - Family Service?
4.5 - 016.005 Parent(s)’ Involvement in the Selection of a Placement Resource - Procedure - Family Service?
4.5 - 020 Parental Access and Involvement with the Child - Policy - Family Service?
4.5 - 020.005 Parental Access and Involvement with the Child - Procedure - Family Service?

4.6 - 014 Wards from Another Society - Policy - Family Service?
4.6 - 014.005 Wards from Another Society - Procedure - Family Service?
4.6 - 024 Rights Retained by Parents - Policy - Family Service?
4.6 - 024.005 Rights Retained by Parents - Procedure - Family Service?

4.8 - 002.010 Death in Foster Family - Resources?

source for 4.0 - 000
/1-0ADOPT/HP CAS P&P/4-0CHILD/Pages Being Removed.DOC
/4-0CHILD/Pages Being Removed.DOC

source for 4.0 - 000
/1-0ADOPT/HP CAS P&P/4-0CHILD/Side Insert.DOC
/4-0CHILD/Side Insert.DOC

4.0 - 000 Child Care

4.0 - 002 Child Care

4.1 - 000 Associated Policies

4.2 - 000 Selection of Placement Resource

4.3 - 000 Admission to Care

4.4 - 000 Supervision of Children in Care

4.5 - 000 Case Management

4.6 - 000 Transfer and Discharge of Children

4.7 - 000 Child’s Plan of Care

4.8 - 000 Rights of Children in Care

4.9 - 000 Management of Child Care Records

source for 4.0 - 001
/1-0ADOPT/HP CAS P&P/4-0CHILD/001.DOC
/4-0CHILD/001.DOC

Approved by: Executive Director Number: 4.0 - 002

Date: January 31, 2005

Policy:

1. It is the policy of the Society that all child care services provided by the Society shall endeavour to ensure that such services reflect the principles defined in Section 1 of the Child and Family Services Act:
   1. To promote the best interests, protection and well being of children.
   2. To recognize that while parents often need help in caring for their children, that help should give support to the autonomy and integrity of the family unit and, wherever possible, be provided on the basis of mutual consent.
   3. To recognize that the least restrictive or disruptive course of action that is available and is appropriate in helping a child or family should be followed.
   4. To recognize that children’s services should be provided in a manner that respects children’s needs for continuity of care and for stable family relationships, and takes into account physical and mental developmental differences among children.
   5. To recognize that whenever possible, services to children and their families should be provided in a manner that respects cultural, religious, and regional differences.
   6. To recognize that services to Indian and native people should be provided in a manner that recognizes their culture, heritage, traditions and the concept of extended family.
   7. To ensure, where appropriate, that children and their parents have an opportunity to be heard and represented when decisions affecting their interests are made and to be heard whenever they have concerns about the services they are receiving.
   8. To ensure that decisions affecting the interests and rights of children and their parents are made according to clear, consistent criteria and are subject to procedural safeguards.
2. It is also the policy of the Society that all child care services provided by the Society shall endeavour to ensure that such services reflect the principles defined in the Society’s mission statement. The mission statement of the Huron-Perth Children’s Aid Society is “Working together to build a brighter future for children and families.“

source for 4.0 - 002
/1-0ADOPT/HP CAS P&P/4-0CHILD/002.DOC
/4-0CHILD/002.DOC

4.1 - 000 Associated Policies

4.1 - 002 Family of Child on Financial Assistance
4.1 - 002.005 Family of Child on Family Benefits
4.1 - 004 Canada Pension
4.1 - 006 Child with Money in Trust
4.1 - 006.005 Child with Money in Trust
4.1 - 008 Ward Who Becomes Pregnant
4.1 - 008.005 Ward Who Becomes Pregnant
4.1 - 010 Termination of Pregnancy
4.1 - 010.005 Termination of Pregnancy
4.1 - 012 Marriage Consents
4.1 - 012.005 Marriage Consents
4.1 - 014 Missing Parent(s) and Advertisements
4.1 - 014.005 Missing Parent(s) and Advertisements
4.1 - 016 Smoking Policy for Children in Care Under the Age of Nineteen
4.1 - 018 Ward not Attending School
4.1 - 018.005 Ward not Attending School
4.1 - 020 Use of Recreational Vehicle by Children in Care
4.1 - 020.005 Use of Recreational Vehicle by Children in Care
4.1 - 022 Use of Automobile by Children in Care
4.1 - 022.005 Use of Automobile by Children in Care
4.1 - 024 Use of Firearms by Children in Care
4.1 - 024.005 Use of Firearms by Children in Care
4.1 - 026 Children in Care Charged with an Offence
4.1 - 026.005 Children in Care Charged with an Offence
4.1 - 028 Knowledge of a Crime Committed by Children in Care
4.1 - 028.005 Knowledge of a Crime Committed by Children in Care

4.2 - 000 Selection of Placement Resource
4.3 - 000 Admission to Care
4.4 - 000 Supervision of Children in Care
4.5 - 000 Case Management
4.6 - 000 Transfer and Discharge of Children
4.7 - 000 Child’s Plan of Care
4.8 - 000 Rights of Children in Care
4.9 - 000 Management of Child Care Records

source for 4.1 - 000
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/Index.DOC
/4-0CHILD/4-1ASSOC/Index.DOC

Approved by: Executive Director Number: 4.1 - 002

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that where outside financial assistance is provided to a family, the Society may advocate with the family to have the financial assistance continue when:
   1. the child’s stay in the care of the Society does not exceed six months;
   2. the intent of the Society to return the child to the parent(s) within that time;
   3. the child is in regular attendance at school where applicable; and
   4. some contribution to the child’s care is being made by the parent/recipient following a court order or a voluntary agreement for the payment support.
2. The Society shall enact procedures addressing the parent/recipient’s voluntary agreement with the Society for payment and/or a court application.

source for 4.1 - 002
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/002.DOC
/4-0CHILD/4-1ASSOC/002.DOC

Approved by: Executive Director Number: 4.1 - 002.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. Upon the admission of a child(en) from a family who is a recipient of financial assistance, the children’s worker will:
   1. meet with the parent(s)/recipient and encourage them to advise the appropriate financing agency of the fact that their child(ren) are in the care of the Society;
   2. notify, where appropriate, the appropriate financial agency that the children are in care of the Society.
2. The children’s worker will consider a voluntary financial agreement if:
   1. the child’s stay in the care of the Society does not exceed six months;
   2. it is the intent of the Society to return the child to the parent(s) within that time; and
   3. where applicable, the child is in regular attendance at school.
3. The children’s worker will:
   1. discuss with the parent(s)/recipient their ability to contribute to the child’s maintenance while in care;
   2. will formalize this agreement using a financial agreement, or if the child is in care under a Temporary Care Agreement, the worker will use the ministry’s procedural form.
4. If the parent(s)/recipient refuse to contribute to the Society, the children’s worker will consider initiating a motion for maintenance (5.3 - 002.055).
5. The case worker will, where appropriate, contact the financial agency informing them:
   1. that the child is in our care; and
   2. that a voluntary agreement for maintenance has been completed and/or court order for maintenance has been issued.
6. The children’s worker will inform the financial manager of each voluntary agreement for maintenance and each maintenance order.
7. The accounting department will monitor whether the terms of the voluntary financial agreement and/or maintenance court order are being adhered to by the parent(s)/recipient and will inform the children’s worker accordingly.

source for 4.1 - 002.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/002005.DOC
/4-0CHILD/4-1ASSOC/002005.DOC

Approved by: Executive Director Number: 4.1 - 004

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that it shall apply for and receive Canada Pension for any eligible child in its care.

source for 4.1 - 004
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/004.DOC
/4-0CHILD/4-1ASSOC/004.DOC

Approved by: Executive Director Number: 4.1 - 006

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that it shall keep a record in the accounting department of every child in its care who has an outside financial interest.
2. The Society shall enact procedures to address a child’s trust account.

source for 4.1 - 006
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/006.DOC
/4-0CHILD/4-1ASSOC/006.DOC

Approved by: Executive Director Number: 4.1 - 006.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker is responsible to identify children in care who are eligible for monies, such as, criminal injury, inheritance, insurance settlement, court order restitution etc. to Program Manager.
2. The children’s worker’s manager will inform the accounting department to set up a trust fund or apply for appropriate funds for the child and deposit the money in such trust fund designed for the said child.
3. The children’s worker will indicate in the child’s casefile that the child has a trust fund and criteria eligible of trust fund.
4. The children’s worker who is responsible for a child with a trust account will:
   1. receive from the accounting department, on an annual basis, a detailed statement of the account;
   2. ensure that the statements remain in the child’s casefile.
5. The children’s worker who is discharging a child who has a Society trust account will arrange for the child and/or guardian to receive the money by sending a memo to the accounting department.
6. The children’s worker will indicate in the child’s casefile that the monies in the trust fund have been paid out to the child and/or guardian.
7. A committee consisting of but not limited to
   1. Director of Service
   2. Director of Corporate Services
   3. Children Services Program Manager
   4. Children’s Service Worker
   5. Administrative Support of Children’s Services Team
   Will meet to review formal written request from the child of age and/or the child’s worker to access funds. Formal minutes will be taken.

source for 4.1 - 006.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/006005.DOC
/4-0CHILD/4-1ASSOC/006005.DOC

Approved by: Executive Director Number: 4.1 - 008

Date: January 31, 2004

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that the Society shall continue to provide services to a ward who becomes pregnant.
2. The Society shall enact procedures addressing the services the Society will provide to a pregnant ward.

source for 4.1 - 008
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/008.DOC
/4-0CHILD/4-1ASSOC/008.DOC

Approved by: Executive Director Number: 4.1 - 008.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker who has a child in care who becomes pregnant will discuss with his/her manager:
   1. how the pregnancy counselling will be provided;
   2. review any additional financial support needed by the ward;
   3. if the ward decides that abortion is the route she wishes to take, the children’s worker will adhere to the Society’s abortion policy and procedure (4.1 - 004) and (4.1 - 004.005);
2. If the ward decides to continue with the pregnancy, the children’s worker will:
   1. encourage the child in obtaining pre-natal medical services;
   2. review her current foster placement and determine:
      • if the ward can continue to reside in the same home throughout her pregnancy;
      • if replacement is needed;
      • if placement in a maternity home should be considered.

   elision The children’s worker will complete a risk assessment to determine if the child once born would be a child in need of protection depending on the abilities and skills of the mother and, if applicable. the father.

3. The children’s worker will, where applicable, involve both the ward and the putative father in order to explore the available alternatives:
   1. if adoption is the alternative chosen by the ward and the putative father, the case management will adhere to the policies and procedures for adoption (1.0 - 002);
   2. if parenting is the alternative chosen by the ward and the putative father, the case management will adhere to the policies and procedures for pregnancy counselling services to new parents (5.7 - 002).

source for 4.1 - 008.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/008005.DOC
/4-0CHILD/4-1ASSOC/008005.DOC

Approved by: Executive Director Number: 4.1 - 010

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that it shall respect the wishes of a child in care to terminate her pregnancy if that is her informed decision.
2. The Society shall enact procedures dealing with children in care wishing to terminate a pregnancy.

source for 4.1 - 010
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/010.DOC
/4-0CHILD/4-1ASSOC/010.DOC

Approved by: Executive Director Number: 4.1 - 010.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker will advise the Program Manager of all cases where an abortion is being considered for a ward of the Society.
2. The Director of Service will, within five working days, convene an internal review committee consisting of:
   1. the Executive Director or designate;
   2. a manager not connected with the case;
   3. the children’s worker(s); and
   4. the manager(s) involved.
3. The purpose of the internal review committee will be to ensure that all parties have been fully informed prior to a decision being made.
4. In matters involving children in care who are not wards of the Society or Wards of the Crown, and which are deemed by the involved children’s worker(s) and manager(s) to be contentious:
   1. the involved manager will bring forward a request to the Director of Service to schedule a review committee meeting; and
   2. the Director of Service will schedule a meeting within five working days.
5. Where a client of the agency wishes to discuss the possibility of abortion, the children’s worker will:
   1. help the client consider the outcome for herself as well as to consider the possible alternatives, with the goal being that she reaches her own decision;
   2. suggest that she see a physician;
   3. where applicable, encourage her to discuss the matter with her parents;
   4. offer to continue to assist her through this difficult time in her life; and
   5. where applicable, inform the client of and offer to refer to other community resources.
6. If the client is a non-ward or a society ward, the children’s worker will:
   1. request an internal review committee meeting;
   2. help the client consider the outcome for herself as well as to consider the possible alternatives, with the goal being that she reaches her own decision;
   3. suggest that she see a physician;
   4. where applicable, encourage her to discuss the matter with her parents;
   5. offer to continue to assist her through this difficult time in her life; and
   6. where applicable, inform the client of and offer to refer to other community resources;
   7. if the parent(s) can be located, the responsibility for parental consent will be left with the natural parent(s) where possible.
7. If there is an disagreement:
   1. the parents favour an abortion but the client wishes to carry her pregnancy to term, the Society will consider an wardship application to help her in planning for her child following a review of all available information;
   2. if the client favours abortion, but the parent(s) wish her to carry the pregnancy to term, the Society will consider a wardship application following a review of all available information;
   3. where there is a disagreement between the Society and other parties, the final decision will lie with the parent(s) and the child.
8. If the child is a crown ward, the children’s worker will:
   1. request an internal review committee meeting;
   2. help the child consider the outcome for herself as well as to consider the possible alternatives, with the goal being that she reaches her own decision;
   3. seek a medical opinion, and in specific cases such as very young child, seek a second opinion.
9. If the crown ward is under the age of sixteen years , the Society will, following a review of all available information, take the responsibility for parental consent.
10. If a client disagrees with either the policy or the practice of the Society, the children’s worker will:
    1. advise the client of the Society’s complaint procedure (5.1 - 010.005); and
    2. given the nature of this issue, times lines will be of the essence and the interim steps in the complaint procedures may be bypassed at the discretion of the Executive Director.
11. The children’s worker will document in the client’s casefile:
    1. the issues discussed in the counselling sessions;
    2. the results of the medical opinion(s);
    3. the wish expressed by the client; and
    4. the decision made by the internal review committee.
12. A children’s worker who, because of moral or religious beliefs, feels unable or unwilling to counsel a termination of pregnancy, may request his/her manager to temporary transfer of the case.

source for 4.1 - 010.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/010005.DOC
/4-0CHILD/4-1ASSOC/010005.DOC

Approved by: Executive Director Number: 4.1 - 012

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that:
   1. no child under the age of sixteen may be married; and
   2. the consent for the marriage of a Crown Ward under the age of eighteen years of age shall be obtained from the Area Director of the Ministry of Community and Social Services.
2. The Society shall enact procedures to obtain a marriage consent.

source for 4.1 - 012
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/012.DOC
/4-0CHILD/4-1ASSOC/012.DOC

Approved by: Executive Director Number: 4.1 - 012.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. Where a crown ward over the age of sixteen but under the age of eighteen who wishes to marry, the children’s worker will:
   1. interview both parties to complete an assessment of their plans and if deemed appropriate:
   2. make a written request to the Executive Director indicating:
      1. the wards name, date of birth, and the date of the crown wardship order;
      2. the wards current address;
      3. the name of the intended partner;
      4. future accommodations;
      5. sources of financial support; and
      6. any special circumstances;
   3. if the Society does not consent to the marriage, the child will be informed of the Society’s complaint procedure (5.1 - 010.005).
2. The Executive Director will obtain the marriage consent from the Area Director of the Ministry of Community and Social Services.
3. The children’s worker:
   1. will give the signed consent to the ward concerned; and
   2. may offer the couple some financial and moral support in planning for the marriage unless the foster parents wish to assume this role.
4. Wardship terminates automatically on the marriage of a ward.
5. The children’s worker will close the child’s casefile indicating:
   1. the assessment of the wards plan and any counselling provided;
   2. the date the consent was requested, and received; and
   3. the date the marriage took place.

source for 4.1 - 012.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/012005.DOC
/4-0CHILD/4-1ASSOC/012005.DOC

Approved by: Executive Director Number: 4.1 - 014

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that when the parents of children in care move leaving no forwarding address, the Society shall prove to the satisfaction of the court that every effort has been made to locate the parents, including advertising in areas where the client is known to have lived.
2. The Society shall enact procedures addressing the placement of advertisements to locate parents.

source for 4.1 - 014
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/014.DOC
/4-0CHILD/4-1ASSOC/014.DOC

Approved by: Executive Director Number: 4.1 - 014.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The worker who wishes to place an advertisement will:
   1. determine the newspapers for the areas where the parents have been known to frequent;
   2. place an advertisement in the personal column of the appropriate newspapers which may read as follows:

      “Mary Jones, mother of Margaret born April 2, 1986, or anyone knowing her whereabouts, please contact Sally Smith, at 519-524-7356, Monday through Friday, 8:30 a.m. to 4:30 p. m.”;

   3. request the person who will be placing the advertisement in the newspaper that the Society will require an acknowledgement of advertisement which needs to specify:
      1. the name and address of the newspaper;
      2. a declaration of the dates the advertisement appeared; and
      3. a copy of the advertisement needs to be attached.
2. The person receiving the request for advertisement will normally check back to make sure you are the person calling and are employed by the Society.
3. The children’s worker will ensure that a copy of the acknowledgement of advertisement is attached to his/her affidavit should the client not be located and evidence of our efforts to locate is required by the court.

source for 4.1 - 014.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/014005.DOC
/4-0CHILD/4-1ASSOC/014005.DOC

Approved by: Executive Director Number: 4.1 - 016

Date: January 31, 2005

Revised: October 5, 2005

Preamble:

It is important to recognize that smoking, while not an approved activity, is an addiction and is for adults, a legal activity. Therefore, when we endeavour to implement a policy, we must take this into account. As an agency we can take a firm philosophy with staff, foster parents and children because of rights to self determination that are inherently theirs.

It is illegal for children to purchase, or to obtain tobacco products for their own use. It is illegal for children under nineteen (19) to have in their possession any tobacco product or to use a tobacco product in public. It is also illegal for any adult to directly or indirectly provide any tobacco product to a child under nineteen(19) for their own use.

The society recognizes that smoking has been medically linked to heart disease, lung cancer and stroke and that smoking is a health hazard to both the person who smokes and to those around that person. The Children’s Aid Society office is a smoke-free environment.

Policy:

1. No agency personnel or volunteers shall give permission for a child to smoke. Even if a parent allows a child to smoke, no agency staff will provide directly or indirectly any tobacco product to the child.
2. Agency personnel, in their work with children, shall discourage the use of tobacco products in the same manner that they would discourage any other inappropriate behaviour.
3. In no agency licensed foster home shall tobacco products be used as a reward.
4. Foster parents shall endeavour to ensure that while under their direct supervision, children in their care will not have in their possession any tobacco product nor use any tobacco product.
5. When a child in care indicates that he/she has an addiction to tobacco products, he/she shall have an appropriate assessment or treatment referral and this will be included in the Plan of Care.
6. The Society staff and foster parents will endeavour to promote healthy lifestyles for all children by e.g. providing appropriate information to pre-teens and by including information about smoking in the Independence Program.

source for 4.1 - 016
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/016.DOC
/4-0CHILD/4-1ASSOC/016.DOC

Approved by: Executive Director Number: 4.1 - 018

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that:
   1. all children in care between the ages of six and sixteen shall be required to attend school;
   2. any child in care, under the age of eighteen years, who is not in full-time attendance at school shall be expected to seek and accept employment.
2. The Society shall enact procedures dealing with school attendance.

source for 4.1 - 018
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/018.DOC
/4-0CHILD/4-1ASSOC/018.DOC

Approved by: Executive Director Number: 4.1 - 018.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker responsible for a child in care over the age of sixteen who is not attending school will:
   1. encourage the child to return to school; or
   2. offer whatever assistance is available, either within the Society or from outside resources to facilitate the child’s successful engagement in full-time employment.
2. Once the child is receiving remuneration from the employer, the children’s worker will re-evaluate financial support for the child.

source for 4.1 - 018.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/018005.DOC
/4-0CHILD/4-1ASSOC/018005.DOC

Approved by: Executive Director Number: 4.1 - 020

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that prior to a child in care driving a recreational vehicle, he/she will sign a written acknowledgement that he/she has been informed about:
   1. the use of the vehicle;
   2. insurance; and
   3. his/her responsibilities.
2. The acknowledgement shall be in writing.
3. The Society shall enact procedures addressing the written acknowledgement.

source for 4.1 - 020
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/020.DOC
/4-0CHILD/4-1ASSOC/020.DOC

Approved by: Executive Director Number: 4.1 - 020.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The written acknowledgement signed by the child will contain his/her acknowledgement that he/she has been informed of the following:
   1. motorized snow vehicles:
      1. the child must be knowledgeable regarding the current Ontario recreational vehicles regulations;
      2. the child in care has obtained a snowmobile operator’s license or holds a valid Ontario driver’s license;
      3. where the child is not a crown ward, the child’s natural parent(s) or legal guardian must have given their written permission that their child be allowed to drive a recreational vehicle;
      4. the owner of the vehicle to be driven by the child must consent to the usage of the vehicle;
      5. appropriate arrangements have been made by the child and/or foster parent(s) to ensure the child is covered by insurance on the vehicle the child will be driving;
      6. no compensation will be provided by the Society for costs incurred as a result of this process, including any costs for:
         • driver’s license;
         • operating costs;
         • vehicular damage; or
         • insurance;
      7. children age 12 or 13 with a snowmobile operator’s license may operate a snowmobile on trails while children 14 or 15 years old may operate a snowmobile on trails and cross a highway at a 90 degree angle. Children sixteen years of age or older may drive a snowmobile on trails or on highways where legally permitted;
      8. wards driving or riding a motorized snow vehicle or any other recreational vehicle will wear a helmet at all times, whether on the highway or on private land;
      9. the ward’s agreement to operate the vehicle responsibly and to obey all laws and regulations;
   2. off-road vehicles:
      1. off-road vehicle refers to any two or three wheeled motorized vehicles plus specific vehicles with four or more wheels designed primarily for recreational use;
      2. all off-road vehicles must be driven according to the regulations of the Off-Road Vehicles Act;
      3. children under twelve years of age are allowed to drive off-road vehicles only on land occupied by the vehicle owner and under close supervision of an adult; otherwise, off-road vehicles may be driven directly across selected highways but the driver must have a valid driver’s license to do so;
      4. where the child is not a crown ward, the child’s natural parent(s) or legal guardian must have given their written permission that their child be allowed to drive a recreational vehicle;
      5. the owner of the vehicle to be driven by the child must consent to the usage of the vehicle;
      6. appropriate arrangements have been made by the child and/or foster parent(s) to ensure the child is covered by insurance on the vehicle the child will be driving;
      7. no compensation will be provided by the Society for costs incurred as a result of this process, including any costs for:
         • driver’s license;
         • operating costs;
         • vehicular damage; or
         • insurance.
      8. the ward’s agreement to operate the vehicle responsibly and to obey all laws and regulations.
2. The children’s worker will ensure that:
   1. the signed acknowledgement is placed in the child’s casefile; and
   2. if the child is not a crown ward, that the natural parent(s) or legal guardian(s)’ written consent, if granted, for their child to operate a recreational vehicle is placed in the child’s casefile

source for 4.1 - 020.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/020005.DOC
/4-0CHILD/4-1ASSOC/020005.DOC

Approved by: Executive Director Number: 4.1 - 022

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that prior to a child in care driving an automobile, he/she will sign a written acknowledgement that he/she that he/she has been informed about:
   1. the automobile’s usage;
   2. insurance; and
   3. his/her responsibilities.
2. The acknowledgement shall be in writing.
3. The Society shall enact procedures addressing the written acknowledgement.

source for 4.1 - 022
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/022.DOC
/4-0CHILD/4-1ASSOC/022.DOC

Approved by: Executive Director Number: 4.1 - 022.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The written acknowledgement signed by the child will contain his/her acknowledgement of the following conditions required before he/she may drive an automobile:
   1. where the child is not a crown ward, the child’s natural parent(s) or legal guardian must have given their written permission that their child be allowed to obtain a Driver’s License or a Driver’s Instruction Permit;
   2. the child must have successfully completed a recognized Driver’s Education course; the Society may provide financial assistance to cover the costs of the registration;
   3. he/she has obtained a valid Driver’s License;
   4. appropriate arrangements have been made by the child and/or foster parent(s) to ensure the child is covered by insurance on the vehicle he/she will be driving;
   5. in the case of a Driver’s Instruction Permit, driving can only occur under the supervision of a licensed driver approved by the foster parent(s) and the children’s worker;
   6. the owner of the vehicle to be driven by the child must consent to the usage of the vehicle;
   7. no compensation will be provided by the Society for costs incurred as a result of this process, including any costs for:
      • driver’s license;
      • operating costs;
      • vehicular damage; or
      • insurance.
   8. the ward’s agreement to operate the vehicle responsibly and to obey all laws and regulations;
2. The children’s worker will ensure that:
   1. the signed acknowledgement is placed in the child’s casefile; and
   2. if the child is not a crown ward, that the natural parent(s) or legal guardian(s)’ written consent, if granted, for their child to operate an automobile is placed in the child’s casefile

source for 4.1 - 022.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/022005.DOC
/4-0CHILD/4-1ASSOC/022005.DOC

Approved by: Executive Director Number: 4.1 - 024

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that prior to a child in care being permitted to use a firearm, an agreement shall have been reached between the child, foster parent(s), and the Society concerning:
   1. the storage of the firearm;
   2. the use of the firearm; and
   3. responsibilities.
2. The agreement shall be in writing and signed by all parties.
3. The Society shall enact procedures addressing the written agreement.

source for 4.1 - 024
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/024.DOC
/4-0CHILD/4-1ASSOC/024.DOC

Approved by: Executive Director Number: 4.1 - 024.005

Date: January 31, 2005

Procedure:

1. The agreement permitting a child in care to use a firearm will only be approved under the following circumstances:
   1. the ward is fifteen years of age or older;
   2. where the child in care is not a crown ward, the child’s natural parent(s) or legal guardian must have given their written permission that their child be allowed to:
      1. enrol in the Hunter Safety Course; and
      2. purchase any firearm;
   3. both the foster parent(s) and the child’s children’s worker recommend the approval to the Director of Service; where the child is not in foster care or other residential program, the child’s children’s worker will recommend approval to the Director of Service;
   4. only the Director of Service may give written consent for the child to:
      1. enrol in a Hunter Safety Course;
      2. obtain a Minor Permit; and
      3. obtain a Firearms Acquisition Certificate;
   5. the ward must have successfully completed the Hunter Safety Course (passed the exam), demonstrating that he/she is knowledgeable regarding the current Ontario Hunting Regulations;
   6. the ward must have demonstrated that he/she has the maturity to handle him/herself responsibly, show good judgement and controlled behaviours, etc.;
   7. once the child has fulfilled conditions (a) to (e), he/she may be eligible to apply for a Minor Permit through the Ontario Provincial Police for the purpose of hunting with conditions for supervision; supervision does not necessarily have to be done by the foster parent(s) or take place in the foster home itself; foster parents are under no obligation to have firearms in their home; a written contractual arrangement with another responsible adult, such as a parent or relative or neighbour would be acceptable;
   8. the child will be responsible for all costs incurred;
   9. subsequently, when the child reaches the age of sixteen, he/she may apply to purchase, borrow, or receive as a gift a rifle or shotgun through the completion of a Firearms Acquisition Certificate Form.
2. All firearms must be locked up with ammunition kept in another locked storage area.
3. The children’s worker will ensure that the following documents are filed in the child’s casefile:
   1. the Director of Service’s consent for a child in care to:
      1. enrol in a Hunter Safety Course;
      2. obtaining a Minor Permit; and
      3. obtaining a Firearms Acquisition Certificate;
   2. if the child is not a crown ward, that the natural parent(s) or legal guardian(s)’ written consent, if granted, for their child to:
      1. enrol in a Hunter Safety Course;
      2. obtaining a Minor Permit; and
      3. obtaining a Firearms Acquisition Certificate;

source for 4.1 - 024.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/024005.DOC
/4-0CHILD/4-1ASSOC/024005.DOC

Approved by: Executive Director Number: 4.1 - 026

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that the children’s worker responsible for a child in care who has been charged with an offence shall immediately notify the manager of the situation.
2. It is the policy of the Society not to pay for a child’s legal representation but to refer the child to legal aid.
3. The Society shall enact procedures addressing children in care charged with an offence.

source for 4.1 - 026
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/026.DOC
/4-0CHILD/4-1ASSOC/026.DOC

Approved by: Executive Director Number: 4.1 - 026.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker will ensure that the Program Manager or designate is notified immediately of any criminal act that is in a serious nature;
   1. and/or is kept informed of the court proceedings related to the charges.
2. If the child is a young offender, the children’s worker will ensure that he/she is involved, where appropriate, in all procedures involving questioning by police; for non-wards being questioned by police, natural parents may be involved.
3. The children’s worker will accompany or direct as appropriate the child to legal aid to make an application for such services; however, in some circumstances, the child’s parents or foster parents may be requested to assist in this regard with direction from the children’s worker.
4. The children’s worker will accompany the child to court and participate if requested or required to do so; however, in some circumstances, the child’s parents or foster parents may be requested to assist in this regard with direction from the children’s worker.
5. The children’s worker will ensure that the Crown prosecutor is advised of the child’s status and that a representative of the Society is present.
6. The children’s worker will document in the child’s casefile:
   1. the nature of the charge/offence; and
   2. the disposition of the court.
7. The Society will not at any time provide bail or surety for a child in care.

source for 4.1 - 026.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/026005.DOC
/4-0CHILD/4-1ASSOC/026005.DOC

Approved by: Executive Director Number: 4.1 - 028

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that knowledge of a crime having been committed or about to be committed by a child in care shall be reported to the police.
2. The Society shall enact procedures dealing with the reporting to police.

source for 4.1 - 028
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/028.DOC
/4-0CHILD/4-1ASSOC/028.DOC

Approved by: Executive Director Number: 4.1 - 028.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. A children’s worker who has knowledge that a crime of a serious nature has been committed by a child in care will:
   1. advise his/her manager; and
   2. will report the information to the police or other appropriate agency.
2. A children’s worker who has reason to believe that an offence may be committed or has been committed but has no real evidence to substantiate this belief will report the information to his/her manager and a decision will be made regarding reporting the information.
3. A children’s worker who has knowledge of an offence committed by a child in care will discuss this with his/her manager and a decision will be made regarding reporting the offence.
4. A children’s worker who comes into possession of a weapon, such as a gun or knife, belonging to a ward of the Society will advise the manager and will hand the weapon to the police.
5. The children’s worker will document in the child’s casefile:
   1. the children’s worker’s information/knowledge of the crime;
   2. the managerial consultation; and
   3. the decision made as to informing the police or other appropriate agency.

source for 4.1 - 028.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-1ASSOC/028005.DOC
/4-0CHILD/4-1ASSOC/028005.DOC

4.2 - 000 Selection of Placement Resource

4.2 - 002 Assessment of Child’s Placement Needs
4.2 - 002.005 Assessment of Child’s Placement Needs
4.2 - 004 Child’s Involvement in the Selection of a Placement Resource
4.2 - 004.005 Child’s Involvement in the Selection of a Placement Resource
4.2 - 006 Pre-Placement Visit(s)
4.2 - 006.005 Pre-Placement Visit(s)

4.3 - 000 Admission to Care
4.4 - 000 Supervision of Children in Care
4.5 - 000 Case Management
4.6 - 000 Transfer and Discharge of Children
4.7 - 000 Child’s Plan of Care
4.8 - 000 Rights of Children in Care
4.9 - 000 Management of Records of Children in Care

source for 4.2 - 000
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-2PRE-A/Index.DOC
/4-0CHILD/4-2PRE-A/Index.DOC

Approved by: Executive Director Number: 4.2 - 002

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that wherever possible, prior to each placement of a child in the care of the Society, an assessment of the child’s placement needs shall be completed.
2. The Society shall enact procedures addressing this pre-placement assessment.

source for 4.2 - 002
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-2PRE-A/002.DOC
/4-0CHILD/4-2PRE-A/002.DOC

Approved by: Executive Director Number: 4.2 - 002.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker will, wherever possible, complete a pre-placement assessment of each child prior to the selection of a placement resource.
2. This pre-placement assessment will consider:
   1. the physical needs of the child including:
      1. medical needs;
      2. mobility impairments if applicable;
      3. access to specialized services if applicable;
   2. the emotional needs of the child such as:
      1. the effect of separation and the child’s needs for emotional supports;
      2. access to specialized services if applicable;
      3. child’s needs for continued contact with community support persons such as big-brother, big- sister, etc.;
      4. child’s needs for continued contact with siblings, parent(s), or friends;
   3. the educational needs of the child such as:
      1. child’s performance at school;
      2. access to specialized educational resources if applicable;
   4. the social and recreational needs of the child such as:
      1. the degree of the child’s involvement in his/her community;
      2. the child’s need for continued involvement with recreational programs such as hockey, gymnastics, dancing, etc.;
   5. the child’s level of religious involvement;
   6. the child’s cultural and racial background;
   7. the child’s linguistic and social economic background;
   8. the child’s wishes where these can be ascertained;
   9. the parent(s)’ wishes where there can be ascertained;
   10. advice from any other significant person involved with the child;
   11. the casework plan for the family including:
       1. the child’s participation in:
          • individual counselling;
          • family counselling;
       2. the role of visitation and access;
   12. the child’s need for continuity;
   13. the child’s interests and hobbies; and
   14. any other factors which may be relevant to the child’s placement needs.
3. The children’s worker will document the pre-placement assessment in the child’s casefile.

source for 4.2 - 002.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-2PRE-A/002005.DOC
/4-0CHILD/4-2PRE-A/002005.DOC

Approved by: Executive Director Number: 4.2 - 004

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that wherever possible, the child shall be involved in the Society’s selection of a placement resource for him/her.
2. The Society shall enact procedures dealing with the child’s involvement in the selection of a placement resource.

source for 4.2 - 004
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-2PRE-A/004.DOC
/4-0CHILD/4-2PRE-A/004.DOC

Approved by: Executive Director Number: 4.2 - 004.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. In the selection of a placement resource for a child, the children’s worker will:
   1. recognize the positive potential associated with involving the child in the choice of his/her placement;
   2. where the child’s level of understanding is appropriately advanced in light of the placement plans, give the child an opportunity to participate in the selection of his/her placement.
   3. as the level of involvement in choosing a placement will vary according to the child’s age and stage of development, the children’s worker will assess each situation in conjunction with his/her supervisor.
2. Where possible and appropriate, the children’s worker will:
   1. share with the child non-identifying profiles of placement resources; and
   2. consider the wishes of the child where these can be ascertained.
3. The children’s worker will document in the child’s file the nature and extent of the child’s involvement in the selection of his/her placement resource.

source for 4.2 - 004.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-2PRE-A/004005.DOC
/4-0CHILD/4-2PRE-A/004005.DOC

Approved by: Executive Director Number: 4.2 - 006

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that wherever possible and practical, a child shall have at least one pre-placement visit to the placement resource chosen prior to his/her placement in that resource.
2. The Society shall enact procedures dealing with pre-placement visits.

source for 4.2 - 006
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-2PRE-A/006.DOC
/4-0CHILD/4-2PRE-A/006.DOC

Approved by: Executive Director Number: 4.2 - 006.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker will, wherever possible and practical, ensure that the child will have at least one pre-placement visit to the placement resource prior to his/her placement.
2. The children’s worker will, whenever a pre-placement visit is not practical:
   1. share information with the child about the placement resource;
   2. whenever possible, have the child view a video presentation of the placement resource; or
   3. visit the placement resource with the child at the time of the placement.
3. The children’s worker will document in the child’s casefile:
   1. the pre-placement visits made by the child at the placement resource prior to placement; or
   2. where pre-placement visits were not possible or practical:
      1. the reasons pre-placement visits were not made; and
      2. the preparations made with the child to lessen his/her anxiety about the placement.

source for 4.2 - 006.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-2PRE-A/006005.DOC
/4-0CHILD/4-2PRE-A/006005.DOC

4.3 - 000 Admission to Care
4.3 - 002 Admission to Care
4.3 - 002.005 Admission to Care / Procedure of Transfer of Child Care File
4.3 - 004 Notification of an Admission
4.3 - 004.005 Notification of an Admission
4.3 - 006 Clothing on Admission
4.3 - 006.005 Clothing on Admission
4.3 - 008 Admission Medical and Dental
4.3 - 008.005 Admission Medical and Dental
4.3 - 010 Child’s Preliminary Assessment/Plan of Care
4.3 - 010.005 Child’s Preliminary Assessment/Plan of Care
4.3 - 012 Child’s Admission Histories
4.3 - 012.005 Child’s Admission Histories
4.3 - 014 Education for Wards
4.3 - 014.005 Education for Wards
4.3 - 016 Immunization
4.3 - 016.005 Immunization
4.3 - 018 AIDS/HIV/Communicable Disease and Children in Care
4.3 - 020 Pictures of Child in Care
4.3 - 020.005 Pictures of Child in Care
4.3 - 022 Travelling with a Child in Care
4.3 - 022.005 Travelling with a Child in Care
4.3 - 024 Parents Refusing to Consent to Medical Care
4.3 - 024.005 Parents Refusing to Consent to Medical Care

4.4 - 000 Supervision of Children in Care
4.5 - 000 Case Management
4.6 - 000 Transfer and Discharge of Children
4.7 - 000 Child’s Plan of Care
4.8 - 000 Rights of Children in Care
4.9 - 000 Management of Records of Children in Care

source for 4.3 - 000
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/Index.DOC
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/Index.DOC
/4-0CHILD/4-3VOL-A/Index.DOC
/4-0CHILD/4-4APPR/Index.DOC

Approved by: Executive Director Number: 4.3 - 002

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society regarding children in the care of the Society that:
   1. residential care, casework services, health services, educational services and recreational opportunities shall be matched as closely as possible to the needs of the child to assist the child to develop in the direction of their best interest;
   2. the importance of the child’s rights shall be recognized and accorded to the child at all times;
   3. the importance of the child’s natural family shall be recognized, and services shall be provided to assist the child to rejoin their family as soon as possible unless directed to do otherwise by the court;
   4. a high value shall be placed on the education of children in care and the Society shall endeavour to create conditions under which a child can reach their academic goals;
   5. the importance of a child’s background in relation to culture, religion, and region shall be recognized, and the Society shall endeavour to provide continuity in the child’s life in these respects where it is in the best interest of the child;
   6. the special needs of the Native child shall be recognized, and the Society shall endeavour to meet those needs within the native community;
2. The Society shall enact procedures addressing the admission of a child into the care of the Society.

source for 4.3 - 002
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/002.DOC
/4-0CHILD/4-3VOL-A/002.DOC

Approved by: Executive Director Number: 4.3 - 002.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. Procedures for Transfer of Child Care file From Intake/Family Service/School Based Teams To the Child In Care Team

   The following procedure will be utilized for a childcare file to be transferred to the Children Services Worker:

   1. Once the Intake/Family Service/School Based Manager has determined a child has or will be admitted into the care for 30 days or longer, the Manager will notify the Manager responsible for the Child In Care Workers via memo or e-mail which will include the following: brief description of the child, actual or anticipated date of admission and name of present Intake/Family Service/School Based Worker.
   2. Once the child has been admitted into foster care the Intake/Family Service/School Based Worker will ensure that the child’s file is immediately opened. The Intake/Family Service/School Based Worker will assume case responsibility until the child care file is transferred, for example, notifying the school of change, etc.
   3. The Intake/Family Service/School Based Worker will complete the Request for Placement and Information Form and ensure the foster parents receive a copy of the form when the child is placed in the home or within 24 hours of placement.
   4. The Intake/Family Service/School Based Worker is responsible to contact the child and foster home by telephone within 24 hours of the child’s admission into care and to complete the seven-day visit.
   5. If the child care file is transferred to Children Services Worker prior to the 21 day plan of care, the transfer recording (refer to Appendix 12) is required. If the file is not transferred within 21 days, the worker is responsible to complete Documentation Requirements for children in care.
   6. After the childcare file is transferred, the Intake/Family Service Worker/School Based Worker and the assigned Child In Care Worker will meet to discuss case planning. The Children Service Worker will arrange to meet the child and foster family, whenever possible the Intake/Family Service/School Based Worker will introduce the Children Services Worker to the child and foster family
   7. The Children Services Worker will be responsible in ensuring the child’s needs are met while in the care of the Society.
   8. The Children Services Worker and the Intake/Family Service /School Based Worker are responsible to maintain open communication regarding co-ordination of services between the family and childcare files. For example, if there is a planned move for the child into a new foster home, the Children Service Worker must inform the Intake/Family Service/School Based Worker of the move. It is the responsibility of the Intake/Family Service/School Based Worker to inform the child’s parents of the move.

      elision The Children Service Worker will be responsible for direct communications to the foster family and child, for example confirming access visits with foster family, exploring child’s adjustment to foster care.

   9. The Intake/Family Service/School Based Worker will deal directly with the child’s family regarding information pertaining to the child’s progress in care, access arrangements,
   10. In most instances, if a child returns into care with in 90 days of being discharged from care the Child Care file will be assigned directly to the previous Children Services Worker at the discretion of the Children’s Service Manager.
   11. The Children Services Worker will review the most current Risk Assessment and Comprehensive Assessment
2. Documentation required in a Child Care File prior to transferring to the Children Services Worker:
   1. Child data form - with all information completed
   2. Child Rights form - signed and dated
   3. Copies of court application or temporary care agreement
   4. Relevant Case notes copied from the Intake/Family Service/School Based Worker’s family file
   5. Request for Placement and Information Form
   6. Admission Medical Form (if completed)
   7. Immunization Record
   8. Clothing Inventory
   9. Access Visit Case notes
   10. Copies of assessments pertaining to the child (educational, psychological, etc.,)
   11. Copy of Social History (should be completed by an Admission worker with information known at the time of admission).

source for 4.3 - 002.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/002005.DOC
/4-0CHILD/4-3VOL-A/002005.DOC

Approved by: Executive Director Number: 4.3 - 004

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that following an admission of a child into the care of the Society, the Society shall ensure that:
   1. a Child Data Form be completed within twenty-four hours of the child’s admission to care or as soon as possible or the next working day after admission in the case of a child admitted outside regular working hours;
   2. a notification to the Ministry of Indian Affairs be completed as soon as possible for each Treaty Indian child taken into care;
   3. an up to date immunization record shall be obtained for each child taken into care and placed in his/her casefile;
   4. a valid Ontario Health Card shall be obtained for each child taken into care and be recorded in the child’s casefile;
   5. an application shall be made for verification of birth for each child taken into care, and placed in the child’s casefile, unless a verification of birth was obtained on a previous admission of the child;
   6. arrangements for an intake medical and dental examination shall be arranged as soon as possible for each child taken into care, and the results documented in the child’s casefile;
   7. if the child taken into care is eligible for income from Child Tax Credit, the Canada Pension Plan, the Ministry of Veteran’s Affairs, etc., notification shall be forwarded to these agencies as soon as possible following the child’s admission into the care, unless it is known that the child’s stay in care will be less than one month;
2. The Society shall enact procedures addressing the notifications required following an admission of a child into the Society’s care.

source for 4.3 - 004
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/004.DOC
/4-0CHILD/4-3VOL-A/004.DOC

Approved by: Executive Director Number: 4.3 - 004.005

Date: January 31, 2005

Revised: October 5, 2005

Procedures:

1. Following an admission of a child into the care of the Society, the children’s worker will:
   1. complete a Child Data Form within twenty-four hours of the child’s admission to care or as soon as possible or the next working day after admission in the case of a child admitted outside regular working hours; once completed, the Child Data Form will be submitted to clerical for processing;
   2. if the child taken into care is a treaty Indian the Society will complete the notification to the Ministry of Indian Affairs as soon as possible;
   3. contact the Public Health Unit or the child’s family physician and obtain an up to date immunization record for the child taken into care and will ensure that a copy of the immunization record is placed in the child’s casefile;
   4. obtain from the parents the child’s Ontario Health Card; if this is not possible, the children’s worker will ensure that the Society obtains the child’s Health Card Number and apply for a replacement card if necessary, and will record the number in the child’s casefile;
   5. ensure that the Society will make an application for verification of birth for each child taken into care, unless a verification of birth was obtained on a previous admission of the child, and will ensure that once received, the verification of birth is placed in the child’s casefile;
   6. ensure that arrangements for an intake medical and dental examination are made as soon as possible for each child taken into care, and the results documented in the child’s casefile;
   7. if the child’s family is in receipt of Family Benefits, apply for the child’s portion of those benefits in accordance with the procedure (4.1 - 002.005)
   8. if the child is in receipt of:
      1. maintenance payments as result of a court order;
      2. pension from the Canada Pension Plan;
      3. pension from the Department of Veteran’s Affairs; etc.
   9. ensure that accounting is made aware of these sources of income and make application to have these pensions re-directed to the Society during the child’s stay in the Society’s care unless it is known that the child’s stay in the Society’s care will be brief;
   10. ensure the Society applies for the Child’s Tax Credit for the period of time the child is in the Society’s care unless it is known that the child’s stay in the Society’s care will be less than one month;
   11. if the child taken into care has moneys in trust, the children’s worker will follow the policy (4.1 - 008) and procedure (4.1 - 008.005);
   12. ensure that the school the child was attending be informed that the child was taken into the Society’s care and:
       1. all future contacts should be directed to the children’s worker or foster parents; or
       2. due to the location of the foster home, the child will need to be registered at another school.

source for 4.3 - 004.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/004005.DOC
/4-0CHILD/4-3VOL-A/004005.DOC

Approved by: Executive Director Number: 4.3 - 006

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that the children’s worker shall ensure that a child in care is adequately and appropriately clothed.
2. The Society shall enact procedures addressing a child’s clothing on admission.

source for 4.3 - 006
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/006.DOC
/4-0CHILD/4-3VOL-A/006.DOC

Approved by: Executive Director Number: 4.3 - 006.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker will, on the admission of a child into the Society’s care, make every attempt, where practical, to obtain the child’s clothing from his/her parents/guardian;
2. Wherever the clothing obtained from the child’s home is either insufficient or inappropriate, the children’s worker will, in consultation with his/her manager:
   1. authorize the foster parents to purchase only the minimum clothing needed until it is known if the child will remain in care following the initial court hearing;
   2. authorize the foster parents to purchase the clothing needed to bring the child’s wardrobe up to standards once it is known that the child will remain in care.
3. The children’s worker will review with the foster parents the Society’s allocated amount for clothing, and ongoing clothing costs will be reimbursed to the foster parents if within the procedural guidelines;
4. The children’s worker will give consideration for extra clothing on an as needed basis.
5. The children’s worker will be responsible for ensuring that:
   1. the child in care is clothed according to community standards; and
   2. clothing costs are kept within the Society’s guidelines unless otherwise approved.

source for 4.3 - 006.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/006005.DOC
/4-0CHILD/4-3VOL-A/006005.DOC

Approved by: Executive Director Number: 4.3 - 008

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that:
   1. every child admitted to care shall have:
      1. a medical examination within one month of their admission and;
      2. a dental examination within ninety days of admission, unless previous examination occurred within three months of the admission;
   2. the results of the medical and dental examination shall be recorded in the child’s casefile.
2. The Society shall enact procedures addressing the admission medical and dental.

source for 4.3 - 008
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/008.DOC
/4-0CHILD/4-3VOL-A/008.DOC

Approved by: Executive Director Number: 4.3 - 008.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. Upon the admission of each child into the Society’s care, the children’s worker will ensure that the child be seen for a medical examination within one month of the child’s date of admission, and for a dental examination within ninety days of admission, unless previous examination occurred within three months of admission.
2. The admission medical and dental may be arranged by either:
   1. the child’s parents where possible and appropriate;
   2. the foster parents; or
   3. the children’s worker.
3. The admission medical may be completed by:
   1. the child’s family doctor where possible and appropriate;
   2. the foster parents family doctor; or
   3. any other physician.
4. The admission dental may be completed by:
   1. the child’s family dentist where possible and appropriate;
   2. the foster parents family dentist; or
   3. any other dentist.
5. The children’s worker will ensure that the results of both the admission medical and admission dental are documented in the child’s casefile.
6. The children’s worker will ensure that the child attends for yearly medical and dental examinations, and will document the results in the child’s casefile.

source for 4.3 - 008.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/008005.DOC
/4-0CHILD/4-3VOL-A/008005.DOC

Approved by: Executive Director Number: 4.3 - 010

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that within thirty days of a child’s admission:
   1. a preliminary assessment of the child’s needs shall be completed and documented; and
   2. a preliminary plan of care shall be completed and documented.
2. The Society shall enact procedures addressing the child’s preliminary assessment.

source for 4.3 - 010
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/010.DOC
/4-0CHILD/4-3VOL-A/010.DOC

Approved by: Executive Director Number: 4.3 - 010.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. Within twenty one days of a child’s admission to care, the children’s worker will:
   1. review the child’s pre-placement assessment where completed (4.5 -006.005);
   2. obtain any additional information on the child’s identified needs:
      1. from the child’s parents and foster parents;
      2. the school;
      3. as a result of signed consents from any person/agency which provided services to the child, including psychological/psychiatric reports where applicable.
2. The worker will review the preliminary assessment with:
   1. the foster parents;
   2. the child’s parents where practical and appropriate;
   3. the child if over the age of twelve.
3. The purposes of this review are to identify all of the child’s needs and to identify:
   1. which needs can be met by the foster home;
   2. which needs can be met by the child’s parents, where appropriate;
   3. which needs can be met by a Society or community program;
   4. which needs cannot be met by the Society, and a preliminary plan to address these needs.
4. Following managerial consultation, the children’s worker will formulate and document the:
   1. child’s preliminary assessment; and
   2. child’s plan of care.

source for 4.3 - 010.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/010005.DOC
/4-0CHILD/4-3VOL-A/010005.DOC

Approved by: Executive Director Number: 4.3 - 012

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that for each child admitted to the care of the Society:
   1. a social history shall be completed and documented;
   2. a biological family, social and medical history shall be completed and documented.
2. The Society shall enact procedures addressing the child’s admission histories.

source for 4.3 - 012
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/012.DOC
/4-0CHILD/4-3VOL-A/012.DOC

Approved by: Executive Director Number: 4.3 - 012.005

Date: January 31, 2005

Revised: October 5, 2005

Procedures:

1. For each child admitted to the Society’s care, the children’s worker will, within six months, complete a social history, and social history will be updated every two years thereafter.
2. For a child under two years of age, the social history will focus on:
   1. family background:
      1. the personalities of the father and mother, their strengths and weaknesses, the impact of this on the child;
      2. the problems, stresses and conflicts in the family as identified by the family and/or the Society;
      3. the relationship of the child with mother, father, and siblings, as well as the child’s attitude towards these individuals;
      4. the family’s sense of solidarity and cohesiveness;
      5. the family’s social, economic, and cultural background;
      6. the family’s religious activities and membership and whether religion has any significance for the family;
      7. the housekeeping standards and description of the home;
   2. birth history:
      1. significance or information contained in hospital or nursery reports available;
      2. attitude and health of mother during pregnancy, and if child was wanted;
      3. term of the pregnancy and the pre-natal supervision;
      4. if applicable, attempted abortion, accidents, alcohol and drug intake during pregnancy;
      5. length of labour and type of delivery;
      6. mother and child’s condition at birth and the child’s Apgar rating;
      7. child’s birth and discharge weight;
      8. child’s nursery history, progress, tests. operations, formula and any instructions on discharge;
   3. health history and medical information:
      1. reports of illness;
      2. childhood and clinical diseases;
      3. accidents;
      4. hospitalizations;
   4. physical appearance of child on admission:
      1. child’s body structure and facial structure, size, etc.;
      2. colouring of hair, eyes, skin;
      3. any unique physical characteristics such as birthmarks, and other irregularities;
      4. general impression of the child’s appearance;
   5. development and personality:
      1. child’s physical and motor development;
      2. age and date, if known, when child reached the following milestones: followed sounds; focused eyes; held head erect; smiled socially; rolled over; started grasping; sat up with support; sat up without support; stood supported; stood alone; walked with assistance; first steps alone; firth tooth; managed a spoon; holding own cup; began to be toilet trained and parental attitude towards toilet training;
   6. language development:
      1. when did child first use meaningful words; started naming objects; combining words; and making short sentences.
   7. eating and food:
      1. was child breast or bottled fed;
      2. child’s activity level, vigour of sucking; eating as well as quantity of intake;
      3. child’s reaction to the introduction to new foods;
      4. child’s response to food, degrees of preferences, dislikes, reactions to various tastes and consistencies;
      5. any known food allergies;
      6. child’s use of bottle, glass, cup, spoon, etc.;
      7. if applicable, child’s weaning experience;
   8. sleeping:
      1. child’s movement while asleep (a great deal, moderate, very little);
      2. child’s reaction to waking and sleeping, and if the child switches easily or resists change;
      3. regular or irregular pattern of sleep;
      4. length of child’s sleep;
      5. type of bed the child sleeps in, whether or not child sleeps alone or with another; whether the child’s room is dark or has a night light, whether the door is opened or closed and whether the child takes a toy to bed or not
   9. personality and patterns of behaviour:
      1. child’s emotional expressions such as active, relaxed, withdrawn or passive; whether child is emotionally flat, assertive, tense, emotionally responsive, anxious or positive moods;
      2. child’s tension outlet such as biting, excessive crying, breath holding, thumb sucking, stuttering, hitting, bed rocking, head banging, etc.;
3. For a child over two years of age, the social history will focus on:
   1. family background:
      1. the personalities of the father and mother, their strengths and weaknesses, the impact of this on the child;
      2. the problems, stresses and conflicts in the family as identified by the family and/or the Society;
      3. the relationship of the child with mother, father, and siblings, as well as the child’s attitude towards these individuals;
      4. the family’s sense of solidarity and cohesiveness;
      5. the family’s social, economic, and cultural background;
      6. the family’s religious activities and membership and whether religion has any significance for the family;
      7. the housekeeping standards and description of the home;
   2. birth history:
      1. significance or information contained in hospital or nursery reports available;
      2. attitude and health of mother during pregnancy, and if child was wanted;
      3. term of the pregnancy and the pre-natal supervision;
      4. if applicable, attempted abortion, accidents, alcohol and drug intake during pregnancy;
      5. length of labour and type of delivery;
      6. was breast or bottle fed, when weaned, and problems concerning feeding and/or weaning
      7. special problems during infancy such as excessive crying, temper tantrums, fears, aggressiveness;
      8. developmental milestones, and if applicable the date achieved such as sitting, talking, teething, weaning, toilet training;
      9. mother and father’s method of handling/disciplining the child and child’s reaction to these;
   3. health history and medical information:
      1. childhood diseases;
      2. allergies;
      3. accidents, operations, hospitalizations;
      4. date and results of examinations by specialists and clinics;
      5. child’s reactions and attitudes towards illness and medical procedures;
      6. physical or mental handicaps;
   4. physical appearance of child on admission:
      1. child’s height, weight, build, hair and eye colour, complexion, teeth;
      2. child’s feelings about self;
      3. child’s taste in clothing and grooming;
      4. any unique physical characteristics such as birthmarks, and other irregularities;
      5. general impression of the child’s appearance;
   5. personality and behaviour:
      1. child’s behaviour and temperament: happy, sullen , shy, timid, anxious, moody, depressed, self centered, obstinate, jealous, positive moods, adaptability;
      2. child’s energy level: hyperactive, withdrawn, lethargic;
      3. child’s impulsiveness: degree of ability to delay immediate action, satisfaction for more long range goals or planful activity;
      4. child’s attention span verses distractibility;
      5. child’s relationship to adults, peers, authority;
      6. child’s interests and the areas he/she excels;
      7. possible problem areas such as enuresis, soiling, nail biting, sleep disturbances poor appetite, over-eating, speech difficulties, lying, stealing, destructive behaviour, sexual misbehaviour, alcohol or drug usage;
   6. intelligence, special aptitudes and talents:
      1. child’s special aptitudes and talents;
      2. any psychometric testing indicating results and recommendations;
   7. school; adjustment and progress:
      1. not to duplicate information contained in child’s report card, but commenting on the most significant information required for planning;
      2. comment on present school and grade, on child’s academic achievement and attendance, group participation and extra-curricular activities; the child’s attitude towards school, teachers, other pupils, discipline, as well as any known problem areas;
   8. Preparation of the child for separation from family and placement:
      1. any previous separations from the family and the child’s reaction to them;
      2. the degree and quality of parental involvement in the decision, planning, preparation of the child for the separation and placement;

         elision the interpretation the children’s worker gave to the child on the need and the plan for placement and the child’s reaction;

      3. epenthesis
      4. the child’s understanding of the placement and the child’s views towards the Society;
      5. pre-placement visits made or factors considered if no pre-placement visits were made;
      6. the reaction of both the child and the parents to the placement; and
      7. any possible problem areas that need to be watched.
4. For the biological family social and medical history, the social history will focus on:
   1. for both the mother and the father of the child:
      1. physical description;
      2. personality;
      3. interest;
      4. education;
      5. employment history;
      6. medical history;
   2. for each of the child’s siblings:
      1. name and age;
      2. physical description;
      3. health;
      4. education;
      5. behavioural and medical history;
   3. relationship between the child and each parent;
   4. relationship between the child and each sibling;
   5. history of family functioning as it relates to problems, stress, conflict in the family and with siblings;
   6. for the extended family of both the child’s mother and father:
      1. physical description;
      2. personality;
      3. interest;
      4. education;
      5. employment history;
      6. medical history;
      7. awareness of the child’s birth;
   7. for each of the child’s grandparents siblings:
      1. name and age;
      2. physical description;
      3. behavioural and medical history;
      4. history of family functioning.

source for 4.3 - 012.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/012005.DOC
/4-0CHILD/4-3VOL-A/012005.DOC

Approved by: Executive Director Number: 4.3- 014

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that:
   1. each child in care shall receive an education designed to meet his/her unique needs;
   2. notification to the school principal shall be made when:
      1. a child who attends that school is being placed in another school; or
      2. a child who attends that school is admitted to care;
   3. notification to the school for a child who is placed on adoption shall be as agreed upon by the children’s worker in consultation with the prospective adoptive parents.
   4. the Society shall be responsible for paying for school supplies of any child in care;
   5. the Society shall access quarterly the foster child’s adjustment and progress in school through contact with the school.
2. The Society shall enact procedures addressing the education of children in care.

source for 4.3 - 014
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/014.DOC
/4-0CHILD/4-3VOL-A/014.DOC

Approved by: Executive Director Number: 4.3 - 014005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. Upon admission of a child into care, the children’s worker will ensure:
   1. That bussing arrangements between placement resource and designated school is in place.
   2. that the child is registered in school as soon as possible:
      1. where practical and possible, the child’s parents may register the child; or
      2. the foster parents may be requested to register the child, with the children’s worker supplying them with the necessary documentation for registration; or
      3. where required, the children’s worker may register the child;
   3. if the child is a hard to serve child and the school wishes to conference the child, the children’s worker and the foster parents, as well as the child if age twelve and over, and where practical and possible, the parents will be attending the conference;
   4. within thirty days of a child’s admission into care, the children’s worker will:
      1. contact the child’s school;
      2. establish regular ongoing communication with the foster child’s school in order to obtain information concerning the child’s process in school, and identify any academic or learning problems that may be interfering with his/her success at school; and
      3. plan with the school to ensure that remedial or tutorial help is available to the foster child as required.
2. The children’s worker also will:
   1. sign all school forms which require the signature of the guardian in respect to children in care;
   2. attempt to resolve any problems regarding the placement of the child in school;
   3. attend, with the foster parents and where appropriate and possible the child’s parents, school conferences related to the child as necessary;
   4. advise foster parents that they need not obtain School Accident Insurance for any child in care as child is covered by the Society’s policy;
   5. with managerial approval, and where deemed appropriate, arrange for the child to receive an educational program outside the public school system and for which there is a fee. This may include:
      1. nursery school;
      2. community college;
      3. professional college;
      4. university;
      5. private vocational school;
      6. tutoring;
   6. encourage children to continue in school to achieve their academic goals and that:
      1. continued financial assistance beyond the age of eighteen for crown wards is subject to Ministry approval; and
      2. financial assistance cannot be provided beyond the age of twenty one.
3. The children’s worker will ensure that reports on academic progress and social adjustment will be documented in the child’s casefile.
4. The children’s worker will approve foster parents’ claim for required school supplies for the foster child.

   The children’s worker will ensure that the school be notified should:

   1. the child change school, giving the name and address of the new school in order to have the child’s records transferred; and/or
   2. a child be discharged from care including the name and address of the child’s caretaker.

source for 4.3 - 014.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/014005.DOC
/4-0CHILD/4-3VOL-A/014005.DOC

Approved by: Executive Director Number: 4.3 - 016

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that:
   1. unless legally exempted, each child in care shall be immunized as required by the Ministry of Health;
   2. that the child’s immunization record shall be documented in the child’s casefile.
2. The Society shall enact procedures dealing with a child’s immunization.

source for 4.3 - 016
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/016.DOC
/4-0CHILD/4-3VOL-A/016.DOC

Approved by: Executive Director Number: 4.3 - 016.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. Following the admission of a child into the Society’s care, the children’s worker will:
   1. obtain, where possible, the child’s immunization record from the parents; or
   2. contact the public health unit to obtain the child’s immunization record; or
   3. will contact the family’s physician to obtain the child’s immunization record.
2. If unable to locate the child’s immunization records the children’s worker will need to determine if the child has been legally exempted from being immunized by contacting:
   1. the family physician;
   2. the public health unit; or
   3. if the child is attending school, the school.
3. If the child has not been legally exempted from immunization, the children’s worker will:
   1. obtain the parents’ consent to have their child immunized; or
   2. have the parents obtain a legal exemption.
4. If parents refuse to have their child immunized and refused to obtain a legal exemption, the children’s worker will, following managerial consultation, consider bringing the matter before the court.
5. The worker will ensure that the child’s casefile contains:
   1. a copy of the child’s immunization record; or
   2. a copy of the legal exemption; or
   3. the supervisory consultation and the decision made concerning the initiation of a court hearing.
6. 1. Optional Immunization, for example flu immunization, for children in care under the following status: T.C.A., T.C.C., Society Ward, prior parental permission will be obtained and that of any child over the age of twelve.
   2. In the absence or unavailability of parental consent, and at the recommendation of licensed practitioner, due to a medical risk to a child, the Society will consider consenting to optional immunization. Written recommendation from a licensed practitioner must be obtained and immunization will be approved by the Director of Services or designate after a minimum review by the child’s worker and the manager of the child’s worker.
   3. Consent for Optional Immunization for children with Crown Ward status will be obtained by the Society. Crown Wards deemed medically fragile, compromised immune systems will receive immunization only at the written recommendation of a licensed medical practitioner.

source for 4.3 - 016.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/016005.DOC
/4-0CHILD/4-3VOL-A/016005.DOC

Approved by: Executive Director Number: 4.3 - 018

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that:
   1. no child in care shall be subject to discrimination or harassment on the grounds of HIV infection or a diagnosis of AIDS;
   2. any discriminatory acts by managers, employees, foster parents, volunteers against a child in care infected with HIV/AIDS shall be subject to disciplinary action;
   3. the identification of a child in care with HIV/AIDS shall be considered confidential except where disclosure is authorized by law or where such disclosure can be expected to enhance either clinical or legal service delivery to a child or for the protection of the individual or the society in general.
   4. HIV antibody testing of children in care shall not be done unless:
      1. at the request of the child;
      2. there are convincing indications that there is a real possibility that a child has been infected with the HIV virus.
2. The diagnosis of a communicable disease does not affect the child’s eligibility for care by this Society. A child who has contracted a communicable disease is admitted to Society’s care depends on:
   1. whether there are reasonable grounds to believe that a child is in need of protection, as defined by PART III of the Child and Family Services Act; and
   2. whether the child’s need for protection can be adequately addressed by measures short of an admission to Society care.
   3. epenthesis
   4. If a child in care or about to be admitted into care has contracted a communicable disease, social work staff have available to them and must obtain advice and direction from the Medical Officer of Health for the County of Perth / Huron to ensure that staff and foster caregivers can provide effective service to the child and at the same time take reasonable precautions to avoid transmission of the diagnosed disease. The Society also maintains a roster of fostering resources that are prepared to care for a child diagnosed to have a communicable disease.
   5. Current medical evidence suggests that AIDS is not a highly contagious disease. The virus is found in blood and body fluids of an infected person, is not an airborne infection, and is not transmitted through mere exposure to a person who has contracted the virus.
3. epenthesis
4. epenthesis
5. epenthesis
6. Medical evidence also suggests that the usual precautions for infection control that are effective in dealing with all blood-borne infections are sufficient for the AIDS virus.

source for 4.3 - 018
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/018.DOC
/4-0CHILD/4-3VOL-A/018.DOC

Approved by: Executive Director Number: 4.3 - 020

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that permission from the Society or from the parent(s)/guardian shall be required for any outside agency, resource, educational facility, recreational program to take pictures of a child in the care of the Society which will be used in publicity material.
2. The Society shall enact procedures dealing with the use of pictures of children in care.

source for 4.3 - 020
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/020.DOC
/4-0CHILD/4-3VOL-A/020.DOC

Approved by: Executive Director Number: 4.3 - 020.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker will ensure that:
   1. pictures of a child in care are taken at regular intervals reflecting the child’s life experiences; and
   2. these pictures are kept for the child in a safe place;
   3. these may be school pictures, pictures taken by foster parents, worker, or volunteer.

      elision arrangements may be made for payment of the cost of the pictures

2. When a request for pictures (other than school pictures) in respect to a crown ward is received, the children’s worker will:
   1. obtain all pertinent information about the proposal; and
   2. discuss the request with his/her manager before granting approval.
3. When a request for pictures (other than school pictures) in respect to a society or non-ward, is received, the children’s worker will:
   1. obtain all pertinent information about the proposal;
   2. discuss the request with his/her manager; and
   3. if the pictures are to be used for publicity, ensure that permission of the natural parent is obtained before granting approval;
   4. if parental permission is not obtained, the children’s worker will not grant approval to the request.

source for 4.3 - 020.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/020005.DOC
/4-0CHILD/4-3VOL-A/020005.DOC

Approved by: Executive Director Number: 4.3 - 022

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that:
   1. the Society shall be notified of:
      1. travel by wards and non-wards within or outside of the province with the intention of having an overnight stay or;
      2. travel by wards and non-wards outside of the province or the country.
   2. the Society shall allow children in care to travel by air only in licensed commercial carriers unless prior written approval from the Executive Director has been obtained and a copy of which placed in the child’s file;
   3. any person shall only transport the number of passengers that can be properly accommodated in seat belts or car seats; and
   4. no person shall transport any child(ren) in any motor vehicle without ensuring that each individual child is occupying a properly secured child car seat, or restraint system, or seat belt as appropriate.
   5. under certain circumstances, the Society shall provide assistance in transporting children in their care.
2. The Society shall enact procedures dealing with travelling with children in care.

source for 4.3 - 022
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/022.DOC
/4-0CHILD/4-3VOL-A/022.DOC

Approved by: Executive Director Number: 4.3 - 022.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker must recognize his/her accountability to the foster child, the Society, the foster parents and the birth parents with respect to the location and safety of a foster child.
2. Foster parents are to advise the worker whenever a foster child travels outside the county (7.3 - 002.005).
3. The foster parents are required to ensure that the child is adequately restrained while being transported (7.2 - 016).
4. The children’s worker will advise the Executive Director/designate of:
   1. travel by wards and non-wards within or outside of the province with the intention of having an overnight stay or;
   2. travel by wards and non-wards outside of the province or the country.
5. The children’s worker will ensure that for all society wards and non-wards, written permission for travel has been obtained from the parent/guardian and has been placed in the child’s casefile.
6. The children’s worker will ensure that the foster parent or other person(s) travelling with any child in the care of the Society will have:
   1. letters of permission signed by the Executive Director/designate with a copy placed in the child’s casefile stating: child’s name, date of birth, status, name and address of foster parent or other adult, general location and duration of trip, and permission for the child to be travelling, and depending on the destination the child’s birth certificate or passport; and
   2. “Consent for the Treatment of a Minor” also signed by the Executive Director/designate as well as the child’s Ontario Health Card; and a written summary of any significant medical conditions, such as allergies to drugs, etc.
7. The children’s worker will ensure that for all outside of the province travel, the child will have out of province travel insurance.
8. The Society will reimburse the foster parents for the cost of the out of province travel insurance.
9. Foster parents, will, subject to policy (7.5 - 006), be reimbursed for reasonable transportation expenses.

source for 4.3 - 022.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/022005.DOC
/4-0CHILD/4-3VOL-A/022005.DOC

Approved by: Executive Director Number: 4.3 - 024

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that:
   1. the Society shall have no authority to consent to surgery for a child not in care or even in care unless the child is:
      1. a crown wards;
      2. a society ward and through a court order, the parents’ consents are not required; or
      3. the Society has on file the parent’s written consent for the Society to act on their behalf;
   2. even when the Society has the parents’ written consent, the Society shall, obtain, in serious situations, a parental consent for the specific surgery or treatment (i.e. informed consent) and not the usual general medical consent;
   3. medical consents shall not be binding unless the person consenting understands the possible effects of the surgical or treatment procedures.
2. The Society shall enact procedures dealing with parent’s refusal to consent to medical care or treatment.

source for 4.3 - 024
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/024.DOC
/4-0CHILD/4-3VOL-A/024.DOC

Approved by: Executive Director Number: 4.3 - 024.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. A report that a child needs medical treatment to which the parents refuse to consent is normally handled:
   1. during regular office hours by the intake worker; and
   2. after regular working hours by the Emergency After Hours Services worker.
2. The children’s worker will need to obtain the following information:
   1. name, address, phone number, and some identifying information of the referring source;
   2. the name, address and present whereabouts of the child;
   3. the names, addresses, phone numbers and present whereabouts of the parents;
   4. religion of he parents and of the child if different;
   5. what treatment is needed, how urgently can it be safety delayed and for how long;
   6. whether both parents have given written or verbal notice of their refusal.
3. The children’s worker will notify this/her manager to determine if:
   1. the situation is such that it must be treated as an emergency where:
      1. the child is apprehended; and
      2. an emergency “bed side hearing” is required and procedures (5.4 - 002.035) apply; or
   2. if the situation is such that:
      1. it does not need to be treated as an emergency;
      2. the parents’ refusal to consent to medical treatment results in the child being a child in need of protection; and
      3. normal procedures can be followed to present the child before the court; or
   3. the situation is such that the child is not a child in need of protection as a result of the parent’s refusal to consent.
4. The children’s worker will ensure that the complaint, the subsequent investigation, the findings, and the supervisory consultation are documented in the family’s casefile (5.2 - 002.045).

source for 4.3 - 024.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-3VOL-A/024005.DOC
/4-0CHILD/4-3VOL-A/024005.DOC

Approved by: Executive Director Number: 4.4 - 002

Date: January 31, 2005

Policy:

1. It is policy of the Society that the supervision of children in care shall be in accordance with the:
   1. Child and Family Services Act;
   2. Ministry regulations; and
   3. Society’s policies and procedures.
2. The Society shall enact procedures addressing:
   1. stability for children in care;
   2. post placement and ongoing visits with the child while in care;
   3. meeting the child’s needs while in care;
   4. the supervision of children in care who are living independently;
   5. the admission to hospital of a child in care;
   6. the continued care and maintenance for former crown wards;
   7. the reporting of children in care who run away;
   8. the provision of psychological/psychiatric services to children in care; and
   9. the reporting of serious occurrences dealing with children in care.

source for 4.4 - 002
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/002.DOC
/4-0CHILD/4-4APPR/002.DOC

Approved by: Executive Director Number: 4.4 - 002.005

Date: January 31, 2005

Procedure:

1. If a child runs away during working hours:
   1. the worker receiving the information will advise the child’s worker and Manager immediately;
   2. the child’s worker or designate will:
      1. ensure that the last adult contact will (which could include, but is not limited to the foster family or school) inform the police that the child is missing, and will obtain the officer’s name and badge number;
      2. within one hour:
         • inform the Program Manager, who in turn will determine further consultation is warranted with the Director of Service to determine if deemed as a serious occurrence.
      3. within twelve hours:
         • the child’s worker or Manager will ensure that the parents of a non ward, of a Society ward, and of a crown ward with access are notified that the child is missing;
         • complete an “Information Change Form” indicating that the child is missing and whereabouts are unknown;
      4. if the incident was determined to be a serious occurrence, the child care worker will complete the necessary forms and will send the report to the Director of Services. This report will be processed as per the procedure described at (5.0-025).
      5. if after one week, the child is still absent, the children’s worker will:
         • obtain a Warrant to Apprehend and Return a Child in Care (5.3-035);
         • issue an alert; and
         • if not already done, the chairperson of the Board and the Ministry will be informed as per the Serious Occurrence Procedure.
      6. if the child is not found:
         • and the time on the Warrant to Apprehend has expired, the warrant will be renewed until the child is located; and
         • by the time the alert expires, the alert will be renewed until the child is located.
2. If the child runs away outside regular working hours:
   1. the Emergency After Hours Services worker will immediately:
      1. notify the Emergency After Hours Services Manager; and
      2. inform the police, obtaining the officer’s name and badge number, and will provide as much information as possible regarding the child’s physical appearance, possible whereabouts, mental state, etc. as well as the foster parents name, address and phone number;
   2. if the Emergency After Hours Services worker and Manager believe that the incident is a serious occurrence, the Manager will:
      1. immediately notify the Director of Services;
      2. ensure that the Serious occurrence procedures are followed; and
   3. within twelve hours the Emergency After Hours Services worker or the child’s worker will:
      • notify the parents of a non ward, of a Society ward, and of a crown ward with access that the child is missing; and
      • complete an “Information Change Form” indicating that the child is missing and whereabouts are unknown;
      1. if after one week, the child is still absent:
         • an alert will be issued; and
         • if not already done, the chairperson of the Board and the Ministry will be informed as per the Serious occurrence Procedure (5.9-025).
      2. if the child is not found:
         • by the time the Warrant to Apprehend and Return a Child in Care has expired, the warrant will be renewed until the child is located; and
         • by the time the alert expires, the alert will be renewed until the child is located.
3. The children’s worker will ensure that:
   1. the run away incident;
   2. the procedures followed, including the notification of:
      1. the child’s parents if applicable;
      2. the notification of the Director of Services; and
   3. copies of the:
      1. Serious Occurrence Reports, if applicable;
      2. Warrant to Apprehend, if applicable; and alerts if applicable and any other material and correspondence dealing with the missing child
      are documented in the child’s case file.

source for 4.4 - 002.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/002005.DOC
/4-0CHILD/4-4APPR/002005.DOC

Approved by: Executive Director Number: 4.4 - 004

Date: January 31, 2005

Policy:

1. It is the policy of the Society that, wherever possible, the Society shall maintain stability for each child placed in its care.
2. The Society shall enact dealing with:
   1. the preparation of a child for placement;
   2. the preparation of a child for changes in:
      1. his/her placement; and
      2. his/her children’s worker.

source for 4.4 - 004
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/004.DOC
/4-0CHILD/4-4APPR/004.DOC

Approved by: Executive Director Number: 4.4 - 004.005

Date: January 31, 2005

Procedure:

1. Whenever a placement of a child into the Society’s care is considered, the children’s worker will:
   1. assist the child in preparing for the move;
   2. ensure, where applicable, that the child is actively involved in decisions relating to the choice of residential placement;
   3. arrange pre-placement visits, case conferences, and any other activity that could assist the child;
   4. attempt to keep many things constant in the child’s life such as:
      1. school placement;
      2. recreational activities;
      3. proximity to family and friends, etc.;
   5. assist the child in saying goodbye to family and friends;
   6. accompany the child to his/her new placement, or if the children’s worker is unavailable, a person known to the child must accompany the child.
2. If the child needs to move to another residential placement, the children’s worker will:
   1. ensure that the child understands the reasons for the change in placement;
   2. assist the child to deal with the termination of his/her relationship with the residential placement;
   3. ensure, where applicable, that the child is actively involved in decisions relating to the choice of residential placement;
   4. arrange pre-placement visits, case conferences, and any other activity that could assist the child;
   5. attempt to keep as many things constant in the child’s life such as:
      1. school placement;
      2. recreational activities;
      3. proximity to family and friends, etc;
   6. assist the child in saying goodbye to the residential resource and friends;
   7. accompany the child to his/her new placement, or if the children’s worker is unavailable, a person known to the child must accompany the child.
3. If there is a worker reassignment, either as the child’s worker or the child’s family worker, the current worker will:
   1. prepare the child for the reassignment by sharing information regarding the purpose of the reassignment;
   2. introduce the child to the new worker; and
   3. be available to the child through the transitional period.
4. If the child is to be placed in an outside residential placement, the children’s worker will:
   1. assist the child in preparing for the move;
   2. ensure that the child understands why he/she will be going to an outside residential placement;
   3. ensure, where applicable, that the child is actively involved in decisions relating to the choice of residential placement;
   4. arrange pre-placement visits, case conferences, and any other activity that could assist the child;
   5. attempt to keep as many things constant in the child’s life as possible such as recreational activities;
   6. ensure, where appropriate, that a plan is in place for the child’s ongoing contacts with family and friends;
   7. assist the child in saying goodbye to family and friends
   8. Accompany the child to his/her new placement, or if the children’s worker is unavailable, a person known to the child must accompany the child.
   9. If the placement means a worker reassignment, the current worker will:
      • Prepare the child for the reassignment by sharing information regarding the purpose of the reassignment;
      • Introduce the child to the new worker; and
      • Be available to the child through the transitional period.
5. epenthesis
6. epenthesis
7. epenthesis
8. The child’s current worker will also ensure that the required visits to the child in residential care are made.

source for 4.4 - 004.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/004005.DOC
/4-0CHILD/4-4APPR/004005.DOC

Approved by: Executive Director Number: 4.4 - 006

Date: January 31, 2005

Policy:

1. It is the policy of the Society that all post placement and ongoing visits with a child in care shall be in accordance with:
   1. the Child and Family Services Act;
   2. Ministry regulations; and
   3. the Society’s policies and procedures
2. The Society shall enact procedures addressing contact with:
   1. wards of the Society placed within the Society’s jurisdiction;
   2. wards of another Society placed within the Society’s jurisdiction; and
   3. wards of the Society placed outside the Society’s jurisdiction.

source for 4.4 - 006
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/006.DOC
/4-0CHILD/4-4APPR/006.DOC

Approved by: Executive Director Number: 4.3 - 006.005

Date: January 31, 2005

Procedure:

1. When a child has been placed in a foster home, the children’s worker will:
   1. preferably call the foster parent the next day; but
   2. will call the foster parent within three days of placement.
2. The purpose of the call to the foster home after placement is to ensure that:
   1. the child has been settled into the home; and
   2. that there are no concerns on the part of the child or the foster parent regarding the placement.
3. The children’s worker will visit all children:
   1. in the care of the Society; or
   2. in the care of another Society who resides in our jurisdiction and for whom the Society has agreed to provide supervision (at a minimum):
      1. within seven days of the child’s placement; and
      2. at least once within thirty days after the placement; and
      3. at least once every three months after the thirty day visit;
   3. the seven and thirty day:
      1. visits should occur when a child is first placed in care and should occur with each subsequent move to a new placement;
      2. the foster parents should be included, however some specific individual time must be spent with the child;
      3. the seven and thirty day visits do not have to be done when the child is in a YOA custody placement;
      4. the seven and thirty day visits should be noted in the contacts and dates section of the recording; and
      5. the foster parent support worker may accompany the children’s worker on these visits;
   4. the ninety day visits:
      1. the child must be visited at a minimum once every ninety days:
      2. the frequency of visits are dependent:
         • upon the needs of the child; and
         • on the conditions of the Temporary Care Agreement, Special Needs Agreement, or the Extended Care Agreement; or
         • on the terms of a court order; or
         • on the terms agreed upon with another Society to provide supervision for their ward who resides in our jurisdiction;
      3. the Society’s expectation is that:
         • each child in care is to be seen monthly unless otherwise approved by a supervisor;
         • each child to be seen in the foster home with a foster parent(s)l; and
         • each child be seen in the foster home with all foster parents and their children present at least annually;
      4. these visits must be made by the child’s social worker and not a case aid or volunteer;
   5. the children’s worker will ensure that:
      1. visits with a child in residential or foster care will contain a privacy component; and
      2. that all private visits are noted in the casefile;
      3. minimally, the child shall have a private meeting with his/her children’s worker at least quarterly.
4. The children’s worker responsible for a ward of the Society who is in the care of another Society:
   1. will ensure that progress reports are received every three months and are placed in the child’s file;
   2. may be consulted if problems arise;
   3. may be required to attend case conferences concerning the child;
   4. may be requested by the other Society to re-place the child;
   5. may have to return to court for a status review of the child’
   6. will negotiate the financial arrangement with the other Society subject to supervisory approval;
   7. will obtain written supervisory approval for any special financial request from other agencies;
   8. will write to the other Society within three months of the child’s eighteenth birthday asking for recommendations around planning;
   9. will be involved in discharge planning for the child at any given time;
   10. will be responsible for arranging sibling visits if applicable;
   11. will be responsible for keeping the child’s file up-to-date;
5. If it is economically advantageous for the Society to supervise an provide case management of a ward who has moved out of the area:
   1. the Society will consider directly supervising the child and his/her placement; and
   2. If the Society decides to directly supervise the child and his/her placement, the Society in the other jurisdiction will be notified in writing:
      1. that our ward is in their jurisdiction; and
      2. The arrangements made for supervision.
6. Permission from the Area Director is required for any child being placed or permanently removed from Ontario.

source for 4.4 - 006.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/006005.DOC
/4-0CHILD/4-4APPR/006005.DOC

Approved by: Executive Director Number: 4.4 - 008

Date: January 31, 2005

Policy:

1. It is the policy of the Society that as “a good parent”, the Society shall endeavour to meet the needs of each child placed in its care.
2. It is the policy of the Society that for each child admitted to its care, a comprehensive assessment shall be completed addressing the child’s:
   1. medical needs;
   2. physical needs;
   3. educational needs; and, where appropriate,
   4. psychological and psychiatric treatment needs.
3. It is the policy of the Society that for each child admitted to its care, a comprehensive plan of care shall be completed addressing:
   1. the child’s needs which can be met by the Society;
   2. the child’s needs which can be met by community agencies;
   3. the child’s needs which can be met through purchase of services from the local community;
   4. the child’s needs which cannot be met within the community, and the formulation of a plan to explore various options which may be available to the Society to meet these unmet needs.
4. It is the policy of the Society that when necessary, the Society shall arrange for an assessment of a child in care or his/her parents.
5. It is also the policy of the Society that the Society shall:
   1. ensure that each child be placed, according to his care requirements, in a foster home or other suitable home in which he/she will be provided with opportunities for physical and emotional growth and intellectual and spiritual development;
   2. encourage and assist, as possible, each child to obtain the maximum education in accordance with the laws of Ontario in keeping with his/her intellectual capacity;
   3. make provisions for each child’s occupational training and total development, such as a good parent would make for his/her own child;
   4. encourage and enable each child top pursue hobbies and recreational activities according to his/her interests and abilities;
   5. ensure that each child is given appropriate recognition on occasions such as birthdays, Christmas, as well as spending allowance;
   6. ensure that adequate pre-placement and post-placement planning be duly considered and implemented for every child being placed in a care facility or replaced from one home to another;
   7. ensure that regular contacts are maintained with each child and with individuals in care facilities to whom the responsibility for the child’s care has been delegated;
   8. ensure, if at all possible, that a Protestant child shall not be placed in a foster home with a Roman Catholic family or vice versa, and, if necessary to do so, that arrangement be made for the child, giving consideration to his/her age and maturity, to worship in his/her own faith;
   9. seek to maintain family ties with a view to reunification where appropriate; and
   10. ensure that adequate records of family history and background are maintained.
6. The Society shall enact procedures relating to the needs of a child in care.

source for 4.4 - 008
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/008.DOC
/4-0CHILD/4-4APPR/008.DOC

Approved by: Executive Director Number: 4.4 - 008.005

Date: January 31, 2005

Procedure:

1. For each child admitted to its care, the caseworker will complete an assessment addressing the child’s:
   1. medical and physical needs;
   2. educational needs; and, where appropriate
   3. psychological and psychiatric treatment needs.
2. For each child admitted to its care, the caseworker will complete a plan of care addressing:
   1. the child’s needs which can be met by the Society;
   2. the child’s needs which can be met by community agencies;
   3. the child’s needs which can be met through purchase of services from the local community;
   4. the child’s needs which cannot be met within the community, and the formulation of a plan to explore various options which may be available to the Society to meet these unmet needs.
3. The caseworker will assess the medical and dental needs of a child placed into care:
   1. by the completion of the intake medical, to be attempted to be completed within seventy two hours of a child’s admission into care or within 30 days of admission.
   2. by the completion of the intake dental to be completed as soon as possible but no later than ninety days after the admission of the child over the age of two; and
   3. by ensuring that the child has yearly medical and dental examinations thereafter;
   4. the caseworker will arrange for vision within six months of admission to care, yearly thereafter.
4. The caseworker will document the results of the medical and dental examinations in the child’s casefile; and the follow-up plans on medical and dental treatment recommendations in the child’s casefile and plan of care;
   1. If the follow through on the recommendations has not, or will not take place, an explanation of why this has not or will not happen should be included in the child’s casefile;
   2. Any major dental work must be approved by the Society before being carried out;
   3. If the child requires orthodontic care:
      1. the dentist must identify in writing to the Society that orthodontic work is necessary;
      2. the caseworker will obtain three written estimates for the orthodontic work;
      3. the caseworker will submit the written estimates to his/her Manager for approval;
      4. the Society generally approves orthodontic work only for Crown Wards.
5. The caseworker will ensure that:
   1. foster parents will not administer any prescription medication or drugs that have not been prescribed fro the child by a physician; or
   2. foster parents will not discontinue medication prescribed by a physician without medical approval.
6. The caseworker will ensure that a medical examination prior to discharge be completed in situations where there is a sense that there may be a difficulty with a family upon a child’s return home or if a child is in point of fact sic )(flu, etc.) upon their discharge from foster care.
7. The caseworker will assess the child’s physical needs and ensure that:
   1. The foster parents be provided with instructions for the preparation of and handling of any special diet or special feeding arrangements required by the child;
   2. the foster parents have been provided with information which allows them to provide a balanced diet for the child;
   3. each foster child has an adequate and appropriate supply of clothing based on the child’s preference of dress and the clothing norms of the community;
   4. each foster child who has a specific physical need shall, with Managerial approval, have access to a specific needs money or an emergency or contingency fund to meet expenses of an emergency or unusual nature which are not covered in any other fund;
   5. that each foster child shall have, with Managerial approval, access to money to meet his/her additional needs such as recreational equipment, repairs, membership fees, bicycles, club uniforms, sports equipment, summer camp, holidays, etc. This amount of expenditure and quality of item will be determined by:
      1. the standards of the community and the foster home;
      2. the length of time the child will be in care.
      3. availability of funds
8. The caseworker will assess the child’s educational needs by:
   1. meeting with the child’s teachers; and
   2. where recommended, refer the child for psychometric testing;
9. The caseworker will:
   1. document the child’s educational assessment in the child’s casefile; and
   2. the follow-up on recommended remedial assistance or further testing in both the child’s casefile and plan of care’
   3. if the follow through on the recommendations has not, or will not take place, an explanation for why this has not or will not happen should be included in the child’s casefile.
10. The caseworker will, as soon as practical:
    1. complete an assessment of the child’s current stages of development, his/her behaviour, social development, etc.,
    2. document the findings of the assessment in the child’s casefile;
    3. if, following Managerial consultation, approval is given to proceed for further psychological or psychiatric assessments, document the plan to ensure follow-up in both the child’s casefile and plan of care;
    4. before obtaining a psychological or psychiatric assessment, the caseworker will:
       1. obtain the written consent of the parent(s) for the assessment as well as relevant consents for the release of information unless the child is in the Society’s care as a result of a court order;
       2. obtain the written consent of the child if the child is twelve years or age or over
       3. complete the procedural referral form, ensuring that all relevant information about the child and his/her background are prepared an presented to the psychologist or psychiatrist prior to the appointment;
       4. prepare the child for the assessment in an age-appropriate manner and to accompany the child to the appointment or arrange for another reliable adult, known to the child;
       5. inform the psychologist or psychiatrist prior to the testing:
          • that the Society will require a written report; and
          • of the reports on the tests are to be shared with other agencies or institutions,
       6. inform the psychologist/psychiatrist that:
       7. • the foster parent and the natural parent, where applicable, will be informed of the results of the assessment; and
          • the child if age twelve years or over may be informed of the results of the assessment if the results will not emotionally damage the child;
       8. will not use these assessments in court without notifying the psychologist or psychiatrist;
    5. the worker will document these assessments in court without notifying the psychologist or psychiatrist;
    6. if the follow through on the recommendations has not, or will not take place, an explanation for why this has not or will not happen should be included in the child’s casefile.
11. The caseworker may obtain the assessment through:
    1. a motion made before the court; or
    2. a voluntary casework agreement.
12. The caseworker will also ensure that:
    1. Recognition of a child’s birthday and Christmas and a child’s spending allowance is dine in accordance with policy (7.5-006);
    2. the child’s daily chores, employment, and the child’s use of money is done in accordance with procedure (4.7-034.005); and
    3. the child’s purchase and possession of goods is done in accordance with procedure (4.7-026.005).

source for 4.4 - 008.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/008005.DOC
/4-0CHILD/4-4APPR/008005.DOC

Approved by: Executive Director Number: 4.4 - 010

Date: January 31, 2005

Policy:

1. It is the policy of the Society that children, sixteen years of age or over, in the care of the Society who are living independently in the community and who are not self supporting shall be financially supported by the Society.
2. The Society shall enact procedures to ensure these children are financially supported.

source for 4.4 - 010
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/010.DOC
/4-0CHILD/4-4APPR/010.DOC

Approved by: Executive Director Number: 4.4 - 010.005

Date: January 31, 2005

Procedure:

1. Prior to placement of a youth on independence, the children’s worker, will consult with his/her Manager and the youth, and where appropriate the youth’s foster parents and natural parents, in order to determine the level of service required by each individual case such as school/academic programming, financial support, housing, employment, rights and responsibilities, “Extended Care and Maintenance” planning, and any other issues related to the youth’s circumstances.
2. Independence programming will normally be available to youth sixteen years of age and older upon the recommendation of the child’s children’s worker.
3. An independence plan may be considered fro youth at the age of fifteen, subject to the Director of Services’ approval and based on the youth’s needs.
4. If approval for independent living is approved, the children’s wprker will:
   1. advise the ward of the maximum amount of money allowed by the Society for living expenses; and
   2. discourage the ward from choosing accommodations that will be difficult to maintain financially.
   3. visit the ward’s lodgings for the purpose of assessing the suitability of the situation;
   4. arrange regular appointments with the ward, assess his/her ability to manage independently (self-care skills, diet, budgeting, school or job performance) and offer assistance where appropriate.
   5. negotiate and finalize a specific contract, signed by the children’s worker and the youth, outlining the terms and conditions under which the independence arrangement will be maintained.
   6. file a copy of the children’s worker ‘s recommendation or the Director of Services recommendation in the child’s casefile.
5. When dealing wit ha child living independently, the children’s worker will advise the child to select a living situation which can be maintained within the financial guidelines of the Society.
6. The children’s worker will ensure that a cheque requisition, covering the living expenses for the child is processed and available to the child on a regular and agreed upon basis, including reimbursement for the youth’s dental and prescription costs as well as any other pre-approved costs.
7. The children’s worker may decide that the rent will be paid directly by the Society to the landlord.
8. The children’s worker will offer the child a range of services determined through on-going consultation between the youth, the Society, management and other significant groups and individuals working within the system, and these services may including the following:
   1. Individual casework;
   2. group work (therapeutic and social)
   3. peer support;
   4. youth advisory committees;
   5. conferences;
   6. special events; and
   7. consultation to Society staff and community groups.

source for 4.4 - 010.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/010005.DOC
/4-0CHILD/4-4APPR/010005.DOC

Approved by: Executive Director Number: 4.4 - 012

Date: January 31, 2005

Policy:

1. It is the policy of the Society that when a child over the age of sixteen and in the care of the Society who is living with another person of the opposite sex over the age of sixteen, the children’s worker responsible for the child shall:
   1. notify the Program Manager or Designate; and\
   2. make a recommendation as to whether or not, in the circumstances, the Society is to continue or cease to make financial contribution to the living arrangement.
2. The Society shall enact procedures addressing wards living independently and sharing accommodations with a member of the opposite sex.

source for 4.4 - 012
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/012.DOC
/4-0CHILD/4-4APPR/012.DOC

Approved by: Executive Director Number: 4.4 - 012.005

Date: January 31, 2005

Procedure:

1. When a child over the age of sixteen and in the care of the Society invites another person of the opposite sex over the age of sixteen to share the accommodation, the children’s worker responsible for the child will:
   1. notify the Program Manager or Designate; and
   2. make a recommendation as to whether or not, in the circumstances, the Society is to continue or cease to make financial contribution to the living arrangement.
2. In making the recommendation for the Society to continue to make financial contribution to the living arrangement, the children’s worker will consider the following factors:
   1. the ward’s continued attendance at school or at work;
   2. the ward’s adherence to the independence contract negotiated with the Society;
   3. the other person’s ability to financially contribute to the cost of the accommodations;
   4. the ward’s level of maturity;
   5. the ward’s degree of dependence/independence in his/her relationship with the other person sharing the accommodation; and
   6. any other factor’s relevant to the specifics of the situation.
3. The children’s worker will ensure that the child’s casefile documents:
   1. the children’s worker’s responsibilities; and
   2. the Director of Services’ decision.

source for 4.4 - 012.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/012005.DOC
/4-0CHILD/4-4APPR/012005.DOC

Approved by: Executive Director Number: 4.4- 014

Date: January 31, 2005

Policy:

1. It is the policy of the Society that the children’s worker responsible for the child and/or the child’s foster parents shall immediately notify the Manager of the child’s admission to hospital and of the subsequent discharge.
2. It is the policy of the Society that any surgery shall be authorized by the case manager in consultation with the Program Manager.
3. The Society shall enact procedures dealing with admissions to hospital.

source for 4.4 - 014
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/014.DOC
/4-0CHILD/4-4APPR/014.DOC

Approved by: Executive Director Number: 4.4 - 014005

Date: January 31, 2005

Procedure:

1. When a non-ward or a child in care under a Temporary Care or a Special Care Agreement is admitted to hospital, the children’s worker may:
   1. take the photocopy of the parent’s medical consent to hospital;
   2. have the parents attend at the hospital to sign consent; or
   3. if the child requires some specific medical treatment, the parents will have to sign a specific consent form for the treatment.
2. When a Society or crown ward is admitted to the hospital:
   1. the children’s worker may sign for both the admission to and discharge from hospital;
   2. if after hours, the Emergency After Hours Services will notify the family worker in advance in the case of a Society ward being admitted to hospital and discuss:
      1. the participation of the natural parents; and
      2. the signing of the consent forms by the parents;
   3. the children’s worker will notify the parents of a crown ward who has an access order of any hospital admission and discharge;
   4. surgery of a crown ward needs the signed consent of the children’s worker in consultation with the Program Manager
   5. all children in the care of the Society with significant medical issues should have to wear a medical alert bracelet or necklace. This cost will be borne by the Society.
3. If the natural parents refuse to sign the medical consent, the children’s worker will discuss the refusal with his/her Manager, and the procedure (4.6-026.005) will apply.
4. If the child admitted to hospital is over the age of sixteen, the children’s worker can allow the child to sign his/her own consent where the children’s worker deems that the child has capacity to consent.

source for 4.4 - 014.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/014005.DOC
/4-0CHILD/4-4APPR/014005.DOC

Approved by: Executive Director Number: 4.4 - 016

Date: January 31, 2005

Policy:

1. It is the policy of the Society that “psychotropic drugs”, as defined in the Regulations, shall be subject to this policy and accompanying procedure. The schedule of psychotropic drugs shall be:
   1. drugs classified as anti-psychotic such as chlorpromazine, chlorprothixene, droperidol, fluphenazine, fluspirilene, haloperidol, loxapine, mesoridazine, methotrimeprazine, pericyazine, perphenazine, piperacetazine, pipotiazine, prochlorerazine, promazine, thiethylperazine, thiospropazate, thioproperazine, thioridazine, thiothixene, and trifluoperazine;
   2. drugs classified as anti-anxiety such as alprazolam, bromazepam, chlordiazepoxide, chlormezanone, clonazepam, clorazepic, diazepam, hydroxyzine, ketazolam, loraxepam, meprobamate, and oxazepam.
   3. Drugs classified as anti-depressant such as amitriptyline, amoxapine, clomipramine, desipramine, doxepin, imipramine, isocarboxazid, loxapine, maprotiline, nortriptyline, phenelzine, protripyline, tranylcypromine, traxodone, and trimipramine;
   4. drugs classified as anti-hyperkinetic such as amphetamine, deanol, dextroamphetamine, and methylphenidate;
   5. drugs classified as sedative and hypnotic such as alprazolam, barbituric acid derivatives, chloral hydrate, ethchlorvynol, flurazepam, glutethimide, lorazepam, methaqualone, methyprylon, nitrazepam, paraldehyde, tempzepam, and triazolam; and
   6. drugs classified as anti-manic such as lithium carbonate.
2. The Society shall enact procedures for the use of psychotropic drugs for children in care.

source for 4.4 - 016
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/016.DOC
/4-0CHILD/4-4APPR/016.DOC

Approved by: Executive Director Number: 4.4 - 016.005

Date: January 31, 2005

Procedure:

1. Each child’s children’s worker will be familiar with the Society’s policy and procedure dealing with psychotropic drugs and will govern his/her actions and decisions accordingly.
2. In the case of a child under the age of twelve, who is a non ward, or in care as a result of a Temporary Care or Special Needs Agreement, the children’s worker will obtain a valid consent by the child’s parent or guardian before permission can be given by the Society to allow the administration or psychotropic drug.
3. In the case of a Society ward under the age of twelve, wherever possible and practical, the children’s worker will attempt to obtain the consent of the child’s parents before allowing the administration of a psychotropic drug.
4. For a Society ward under the age of twelve, where obtaining the parent’s consent is not possible or practical, and for a crown ward under the age of sixteen, a Manager can grant approval for the administration of a psychotropic drug.
5. In all cases where a child does not have the capacity to consent, or the child is under the age of twelve, the children’s worker will document in the child’s casefile the process of “considering the child’s views and preferences” when the Society is considering administering psychotropic drugs.
6. A valid consent must be signed by the child before the Society can give permission for the administration of a psychotropic drug to the child in care:
   1. if the child is twelve years of age and over; and
   2. if the child is under the age of twelve and the worker believes the child has the capacity to consent.
7. A person can give and/or revoke his/her consent when the person has capacity and:
   1. is reasonably informed as to the nature and consequences of the consent or agreement, and of alternatives to it;
   2. gives or revokes the consent or executes the agreement or notice of termination voluntarily, without coercion or undue influence; and
   3. has had a reasonable opportunity to obtain independent advice.
8. The children’s worker will ensure that a copy of the child’s consent, and, where appropriate, the parent’s consent for the administration of a psychotropic drug is placed in the child’s casefile.

source for 4.4 - 016.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/016005.DOC
/4-0CHILD/4-4APPR/016005.DOC

Approved by: Executive Director Number: 4.4 - 018

Date: January 31, 2005

Policy:

1. It is the policy of the Society that the Society shall provide assistance to former crown wards who require assistance beyond their eighteenth birthday in an effort to:
   1. successfully complete the transition to independent living; or
   2. to achieve transfer to an appropriate adult program.
2. It is the policy of the Society that continued assistance may be in the form of:
   1. financial assistance;
   2. continued residential care;
   3. personal counselling;
   4. preparation for independence program;
   5. after care services, etc.
3. It is the policy of the Society to provide assistance to former crown wards who require assistance beyond their eighteenth birthday and continue this service until the child reaches twenty-one years of age provided that the former crown ward:
   1. has required continued care and maintenance; and
   2. is prepared to enter into a written agreement with their Society to work towards specific goals during that period.
4. It is the policy of the Society that the common monthly allowance established for all former crown wards who have been accepted for continued care and maintenance shall be equal to the maximum single employable rate through General Social Services.
5. The Society shall enact procedures addressing the extended care and maintenance of former crown wards.

source for 4.4 - 018
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/018.DOC
/4-0CHILD/4-4APPR/018.DOC

Approved by: Executive Director Number: 4.4 - 018.005

Date: July 31, 2005

Procedure:

1. When an order for crown wardship expires upon the wards eighteenth birthday, the children’s worker with the assigned Program Manager’s approval, continue to provide care and maintenance for the former ward in accordance with the Regulations.
2. The Society must consider the continued financial support of the child where:
   1. It is requested by the child;
   2. the child is working cooperatively with the Society to meet pre-defined goals; and
   3. the Society will Consider youth’s employment income or other sources of income in determining eligibility for Extended Care and Maintenance.
3. If the former crown ward is physically or mentally challenge, the children’s worker will assist the former crown ward to explore existing adult services and assist in transitioning into the adult system.

source for 4.4 - 018.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/018005.DOC
/4-0CHILD/4-4APPR/018005.DOC

Approved by: Executive Director Number: 4.4 - 018

Date: January 31, 2005

source for 4.4 - 018.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/018005GOODCOPY.DOC
/4-0CHILD/4-4APPR/018005GOODCOPY.DOC

Approved by: Executive Director Number: 4.4 - 020

Date: January 31, 2005

Policy:

1. It is the policy of the Society that the children’s worker’s Manager, or the Emergency After Hours Services Manager shall be informed immediately when a child in care has been reported missing.
2. It is the policy of the Society that the Director of Services will determine if the child’s AWOL is to be considered a serious occurrence.
3. It is the policy of the Society that a child’s AWOL shall be considered a serious occurrence when:
   1. the child is less than fourteen years of age;
   2. the child is considered immature or is mentally deficient;
   3. the child is suicidal or has made suicide threats in the past and is showing signs of depression;
   4. the child is extremely angry and/opr aggressive and could be a danger to him/herself or others;
   5. the child is required to take medication otherwise his/her health could be jeopardized;
   6. the child suffers from a mental illness;
   7. the child has serious criminal charges against him/her and needs to appear in court;
   8. the child has recently been sexually or physically abused;
   9. any other circumstances which may be considered as placing the child or the public in danger.
4. The Society shall enact procedures dealing with children in care on the run.

source for 4.4 - 020
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/020.DOC
/4-0CHILD/4-4APPR/020.DOC

Approved by: Executive Director Number: 4.4 - 022

Date: January 31, 2005

Policy:

1. It is the policy of the Society that:
   1. foster child(ren) shall be required to perform the appropriate chores in the foster home;
   2. foster child(ren) working outside the home shall be assisted with the management of their money.

source for 4.4 - 022
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/022.DOC
/4-0CHILD/4-4APPR/022.DOC

Approved by: Executive Director Number: 4.4 - 022.005

Date: January 31, 2005

Procedure:

The provision of an allowance is viewed as an additional way for a child to recognize security and experience fair treatment. It also provides opportunity for the child to be taught values in earning, saving and spending money.

Foster children should be expected to participate in the daily management of the household and should be assigned age-appropriate chores. Having a specific task within the household allows a foster child to feel a part of the home, provides opportunities to learn new skills, and promotes a sense of accomplishment and self-esteem. It is recognized that families are different and may have practices that differ around chores. Although foster givers may choose to pay the child for doing routine chores, his personal spending allowance supplied by the Agency should not be used for this purpose.

The method of allocating money is primarily the responsibility of the foster caregivers; however it should include discussion with the child’s social worker at the child’s request, or the foster caregivers’ discretion.

Money earned by the foster child from such part-time work outside of the foster home is the sole property of the individual child. Such monies will not be applied to the child’s care expenses, unless there is a specific plan that includes such a contribution from the child.

Each child regardless of age will be encouraged to save a portion of any money earned and have it deposited to a bank savings account, etc. Any balance of earnings may be spent. However, such spending might be influenced by the foster caregivers as part of their obligation to provide wise counsel and guidance.

Monies provided for allowance, or monies earned from work done inside or outside the foster home are considered the child’s property and cannot be withheld. At the discretion of the Foster Caregiver and worker, monies can be temporarily withheld for such purposes as managing behaviour. The use of a child’s money to compensate for damages in the home should be discussed between the foster caregivers and the child’s worker.

source for 4.4 - 022.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/022005.DOC
/4-0CHILD/4-4APPR/022005.DOC

Approved by: Executive Director Number: 4.4 - 024

Date: January 31, 2005

Policy:

1. It is the policy of the Society that:
   1. it shall remain flexible with respect to what the child may use or purchase; but
   2. it shall also ensure the safety of the child and the foster family.

source for 4.4 - 024
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/024.DOC
/4-0CHILD/4-4APPR/024.DOC

Approved by: Executive Director Number: 4.4 - 024.005

Date: January 31, 2005

Procedure:

1. The foster care worker will ensure that:
   1. the following points will be considered when determining the suitability of particular materials:
      1. the age of the child;
      2. limitations of the child;
      3. amount of instruction required prior to use;
      4. potential risk to others;
      5. storage and labelling of material; and
      6. warnings published under the Hazardous Products Act;
   2. when purchasing toys for children, the following points wll be considered:
      1. toys and art supplies for young children will be made of non[toxic materials;
      2. toys for young children will not:
         • have pieces which are small enough to be swallowed or stuck in the eyes, nose, or ears; and
         • be made out of brittle plastic which may be dangerous when broken;
      3. pull cords should be short enough to prevent their getting caught around a child’s neck (children left in playpens or cribs should never be left with toys with pull cords);
   3. all toys will be periodically checked for loose or broken pieces, sharp edges or faulty wiring;
   4. toys with batteries will be checked regularly for corrosion (button size batteries will not be used in toys for young children);
   5. when purchasing hobby supplies for children, the following points will be considered:
      1. poisonous or corrosive substances must only be used when there is proper supervision;
      2. proper storage inaccessibly to young children must be provided for poisonous or corrosive materials or any other hobby supplies that could be danger if misused (i.e. razors);
      3. where substances such as paint and glue are being used, areas must be ventilated as per the instructions by the manufacturer;
      4. all chemicals must be properly identified and labelled; and
      5. combustible flammable liquids must be stored properly;
   6. all weapons, including firearms, air rifles, bows and hunting sling shots, and snowmobiles, boats, motors, etc. Must be made inoperable when not in use and inaccessible to children at all times;
   7. that conditions for ownership of a motor vehicle by an adolescent in care are:
      1. need for a vehicle;
      2. availability to the adolescent of financial resources to purchase, maintain, and insure the vehicle;
      3. completion of a driver’s training course;
      4. possession of a valid driver’s license; and
      5. permission of the Executive Director.

source for 4.4 - 024.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/024005.DOC
/4-0CHILD/4-4APPR/024005.DOC

Approved by: Executive Director Number: 4.4 - 026

Date: January 31, 2005

Policy:

1. A child admitted to care wearing a medical alert tag should continue to do so while in care, except for safety and security reasons.
2. The specific medical problem (ie. allergy) should be noted in the child care file and the foster caregivers alerted.
3. If a specific medical problem is diagnosed while a child is in care, and if the problem warrants a medical alert tag, the tag should be issued to the child.
4. All children in care with significant medical issues should have and will be encouraged to wear a medical alert bracelet or necklaces. This cost will be borne by the Agency.

source for 4.4 - 026
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-4APPR/026.DOC
/4-0CHILD/4-4APPR/026.DOC

4.5 - 000 Case Management
4.5 - 002 Case Management
4.5 - 002.005 Death of a Child in Care
4.5 - 004 Other Society Wards
4.5 - 004.005 Other Society Wards
4.5 - 006 Accidents Involving Wards
4.5 - 006.005 Accidents Involving Wards
4.5 - 008 Children in Care Returning to Parents
4.5 - 008.005 Children in Care Returning to Parents
4.5 - 010 Natural Parent Contact
4.5 - 010.005 Natural Parent Contact
4.5 - 012 Permanency Planning
4.5 - 012.005 Permanency Planning
4.5 - 014 Crown Ward Review
4.5 - 014.005 Crown Ward Review
4.5 - 016 Services to Native Children
4.5 - 018 Child in Care Requesting Order for Access and/or Status Review
4.5 - 018.005 Child in Care Requesting Order for Access and/or Status Review
4.5 - 020 Child Objecting to Placement or Requesting a Re-Placement
4.5 - 020.005 Child Objecting to Placement or Requesting a Re-Placement
4.5 - 022 Birth Control/Safe Sex Practices for Child in Care
4.5 - 022.005 Birth Control/Safe Sex Practices for Child in Care
4.5 - 024 Child Care Recording
4.5 - 024.005 Child Care Recording
4.5 - 026 Summer Camp for Children in Care
4.5 - 026.005 Summer Camp for Children in Care

4.6 - 000 Transfer and Discharge of Child
4.7 - 000 Child’s Plan of Care
4.8 - 000 Rights of Children in Care
4.9 - 000 Management of Records of Children in Care

source for 4.5 - 000
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/Index.DOC
/4-0CHILD/4-5PLACE/Index.DOC

Approved by: Executive Director Number: 4.5 - 002

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that the case management of children in care shall be in accordance with:
   1. the Child and Family Services Act and its Regulations;
   2. Ministry standards for both child care and foster care; and
   3. the Society’s policies and procedures.
2. It is the policy of the Society that the child’s worker shall:
   1. be the primary service provider;
   2. act as the case manager;
   3. co-ordinate all parties providing services to the child in care;
   4. work co-operatively with foster parents; and
   5. support a meaningful relationship between the child and his/her foster parent, and support a meaningful relationship between him/herself and the child.
3. It is the policy of the Society that the child’s worker shall have a good working knowledge of:
   1. the Child and Family Services Act and its regulations;
   2. the Ministry’s standards for both child care and foster care;
   3. the “Residential Placement Advisory Committee” and the “Children’s Services Review Board” as well as the “Office of the Child and Family Advocate”;
   4. the contents of the Society’s “Foster Parent Manual” and
   5. of the Society’s policies and procedures dealing with both foster care and child care.
4. The Society shall enact procedures addressing the case management of children in care.

source for 4.5 - 002
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/002.DOC
/4-0CHILD/4-5PLACE/002.DOC

Approved by: Executive Director Number: 4.5 - 002.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. All deaths of a child in care are deemed a serious occurrence and all ministry standards and guidelines will be adhered to, including required documentation.
2. The Society/children’s worker will notify within one hour of his/her notification of the death of a child in care:
   1. the Executive Director/designate;
   2. the child’s parents unless the child is a crown ward with no access.
3. Where the child is a crown ward with no access, the children’s worker, in conjunction with his/her manager, will make arrangements for the funeral services
4. Where the child is a crown ward with access, the children’s worker, in conjunction with his or her program manager, may have the child’s parent(s) make arrangements for the funeral services if this is the wish of the parent(s)
5. Where the child is a society or non ward, the children’s worker, in conjunction with his/her manager, may provide assistance to the child’s parents, if requested, and in some cases, the Society may need to make the arrangements for the funeral services.
6. If the foster parents indicate their wish to make the arrangements for the funeral services, the children’s worker in conjunction with his or her program manager may agree to their wishes.
7. In all cases where the Society will be paying for the funeral arrangements, all expenses will need to be approved by the Executive Director.

source for 4.5 - 002.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/002005.DOC
/4-0CHILD/4-5PLACE/002005.DOC

Approved by: Executive Director Number: 4.5 - 004

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that:
   1. the Society shall be responsible to explore the suitability of a family situation in which another Society’s ward wishes to live or may be living in our county; and
   2. the Society shall ensure that if necessary the supervision of a child may be transferred from another province or territory of Canada or another country to our county.
2. It is the policy of the Society that, dependent on specific court ordered conditions that may exist as part of the child’s wardship order, the Society shall ensure the provision of service to the child and the placement shall be the same as with any other child in the Society’s care.
3. The Society shall enact procedures dealing with other society wards planning to reside or residing in our county.

source for 4.5 - 004
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/004.DOC
/4-0CHILD/4-5PLACE/004.DOC

Approved by: Executive Director Number: 4.5 - 004.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The assigned worker will explore the suitability of the placement for any child referred from another society.
2. The worker responsible for the supervision of a ward of another society, prior to assuming managerial responsibility of the child will:
   1. ensure that he/she has all pertinent material relating to the child;
   2. ensure that the financial arrangements between the societies have been clarified; and
   3. the “Child Data Form” states:
      1. the date supervision begins; and
      2. the rate to be billed.
3. The child’s children’s worker:
   1. will send a written report of the child’s progress to the other society every three months;
   2. can write to the other society at anytime to request their involvement or assistance should a problem arise;
   3. will notify the other society immediately if the child’s placement breaks down and the Society cannot replace the child;
   4. will advise the other society three months before the ward’s eighteenth birthday of the recommendations regarding continued care as it is the responsibility of the other society to apply for continued care and maintenance.
4. If the child comes to the Society from another province, territory, or country, the children’s worker will, prior to the transfer:
   1. send to the Area Office copies of all correspondence about negotiations between the appropriate child welfare authorities and the Society regarding the placement of the child;
   2. negotiate financial obligation for the child with the other child welfare authority;
   3. exchange information (i.e. the homestudy and social/medical history of the child) with the other province, territory, or country;
   4. obtain documentation from the other province, territory, or country including the following:
      1. certified statement of birth;
      2. certified copy of wardship or supervision order;
      3. consent to medical treatment;
   5. for inter-provincial transfers only, complete in duplicate the “Request for Approval of Transfer of a Ward from Other Province or Territory”;
   6. following the transfer, the child’s children’s worker:
      1. will send a written report of the child’s progress every three months while supervising the placement sending:
         • the original to the appropriate province, territory, or country;
         • a copy to the Area Office; and
         • a copy for the child’s case file;
      2. can write to the appropriate child welfare agency at anytime to request their involvement or assistance should a problem arise;
      3. will notify the appropriate child welfare agency immediately if the child’s placement breaks down and seek out their recommendations as to future placement of the child;
      4. will advise the other child welfare agency three months before the ward’s eighteenth birthday of the recommendations regarding continued care since it will be the responsibility of the other child welfare agency to apply for continued care and maintenance should such a program exist in the other province, territory, or country.
5. The child children’s worker’s case management and recording obligations will, except for specific court ordered conditions that may exist as part of the child’s wardship or supervision order, be the same as they would be for any other child in the Society’s care.

source for 4.5 - 004.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/004005.DOC
/4-0CHILD/4-5PLACE/004005.DOC

Approved by: Executive Director Number: 4.5 - 006

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that in any situation where a ward sustains injuries that may result in a claim for damages and a subsequent insurance settlement, the Society shall explore the application for such a claim.
2. It is the policy of the Society that in any situation where a ward is a victim of a crime or is a child in need of protection from abuse or neglect, the Society shall explore an application to the Criminal Injury Compensation Board.
3. The Society shall enact procedures dealing with applications for:
   1. claim for damages; and/or
   2. relief through the Criminal Injury Compensation Board.

source for 4.5 - 006
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/006.DOC
/4-0CHILD/4-5PLACE/006.DOC

Approved by: Executive Director Number: 4.5 - 006.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The child’s children’s worker will report all serious injuries to children in care from accidents to his/her manager or to the Emergency After Hours Services manager at the earliest opportunity and within twenty four hours.
2. Should a ward sustain injuries that may result in a claim for damages, the children’s worker will send a memo to his/her manager informing him/her of the details of the accident.
3. The manager, in consultation with the Executive Director or designate will make a determination as to whether or not the facts suggest that the Society should explore a claim for damages.
4. If the decision made is to proceed with a claim for damages, the Executive Director/designate will notify the Society’s solicitor in writing with a copy to the:
   1. child’s casefile;
   2. to the child’s children’s worker; and
   3. to the director of services.

   elision If a child in care has been a victim of a crime or is a child in need of protection from abuse or neglect, the children’s worker will discuss the possibility of compensation with his/her manager.

5. If the worker and manager agree that compensation would be in the child’s best interest, the case will be brought to the child’s representative of the Office of the Children’s Lawyer.
6. In discussion with the child’s representative of the Office of the Children’s Lawyer, and where appropriate the child, it will be determined if an application to the Criminal Injuries Compensation Board would be in the child’s best interest.
7. Where the application is felt to be in the child’s best interest, the child’s children’s worker will complete the necessary forms, with a copy to child’s casefile.

source for 4.5 - 006.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/006005.DOC
/4-0CHILD/4-5PLACE/006005.DOC

Approved by: Executive Director Number: 4.5 - 008

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that in the event that the Society decides not to oppose the parents’ application for a Status Review or that the Society itself decides to make the application in order to return a crown ward to his/her parents, the Society (Intake level) shall complete an investigation of the parents’ plan.
2. It is the policy of the Society that in the event of a crown ward who has unilaterally decided to return to his/her parents, the Society (Intake level) may apply for a Status Review for the purpose of terminating crown wardship.
3. It is the policy of the Society that the family worker responsible for the family case:
   1. shall obtain approval from his/her manager to return a society ward to his/her home; and
   2. that the case shall be presented to the Child Abuse Review Team where appropriate (5.1 - 008.005).
   3. may initiate a Status Review for the purpose of terminating society wardship.
4. It is the policy of the Society that non wards shall be returned to their own homes only under:
   1. the terms and conditions of the individual Temporary Care Agreement; or
   2. upon the Society being formally notified in writing by the child and/or his/her parents of their wish to terminate the Temporary Care Agreement.
5. The Society shall enact procedures dealing with the return of children in care to their parents.

source for 4.5 - 008
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/008.DOC
/4-0CHILD/4-5PLACE/008.DOC

Approved by: Executive Director Number: 4.5 - 008.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The assigned protection worker will investigate the parent’s plan for of a Crown Ward requesting a return home by doing a complete homestudy and risk assessment.
2. The child’s children’s worker will arrange a conference with the family service worker to assess the plan of the child returning to the parent(s) home.
3. The child’s protection worker will make a decision on the basis of the completed assessment as to whether to support or oppose the parent(s)’ plan.
4. Where a crown ward over the age of sixteen has unilaterally decided to return to his/her parent(s)’ home, the child’s children’s worker and/or protection worker:
   1. will complete an Information Change Form indicating that the child is residing with his/her parents on a free home basis; and
   2. may apply for a status review for the purpose of terminating the order of crown wardship;
   3. will complete an Information Change Form indicating that the child is discharged from care once the order for terminating has been granted.
5. Where a crown wards indicate a wish to return to his/her own home to live, the child’s children’s worker:
   1. will refer to protection services to complete a full homestudy / risk assessment
   2. will participate in a case conference with his/her assigned manager, assigned protection worker and his/her manager.
   3. if the decision to return the child is agreeable, the child’s children’s worker in consultation with his/her manager may decide on a trial reunion for a pre-determined duration.
   4. will be responsible for the completion of the Information Change Form, indicating that the child is residing at his/her parent(s)’ home on a free home basis;
   5. will continue to be responsible for supervision of the child in his/her own home.
   6. the protection worker will apply for a Status Review, at the end of the trial placement if this has been granted, for the purpose of terminating the crown wardship order if the trial placement has been successful;
   7. may, after consultation with his/her manager, request the court to grant an order of supervision thereby leaving open the possibility of reapplying for crown wardship if the reunion aborts. This will include the involvement of the family service worker (if the file is open to family service) or an intake worker.
   8. will complete the Information Change Form indicating that the child has been discharged from care once the order of crown wardship has been granted.
6. epenthesis
7. Where a society ward is permitted to return to his/her own home, the worker who has responsibility for the child’s family, unless other assignment is made:
   1. will the complete of the Information Change Form indicating that the child is residing with his/her parents on a free home basis;
   2. will supervise the society ward in his/her own home; and
   3. may, after consultation with his/her manager, request the court to grant an order of supervision thereby leaving open the possibility of reapplying for society wardship if the reunion aborts.
   4. may initiate a Status Review for the purpose of terminating the order of society wardship.
   5. the completion of the Information Change Form indicating that the child has been discharged from care once the order terminating society wardship has been granted.
8. Where a non-ward has returned to his/her parent(s)’ home, the parents having consented in writing to waiving the up to twenty-one day notice of terminating the Temporary Care Agreement, the child’s children’s worker will complete the Information Change Form discharging the child from care.
9. Where appropriate, the child’s children’s worker will hold an exit interview with the child prior to his/her return home.
10. The children’s worker will document in the child’s casefile the results of:
    1. the homestudy/risk assessment completed on the parent’s home where applicable;
    2. the assessment of the parent’s plan;
    3. the managerial consultations;
    4. the court hearings where applicable; and
    5. the exit interview where applicable.

source for 4.5 - 008.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/008005.DOC
/4-0CHILD/4-5PLACE/008005.DOC

Approved by: Executive Director Number: 4.5 - 010

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that:
   1. the child’s ties with their natural family shall be respected and maintained unless:
      1. the court has not granted access; and/or
   2. where access is permitted, the child shall have the right to family contact which may include telephone calls, mail, and visits;
   3. the child shall be allowed privacy in visits and communication with their family unless:
      1. the court has ordered supervised access; or
   4. the children’s worker and foster parent shall help the child to deal with separation from the family and the feelings that are aroused by visits;
   5. parents signing a Temporary Care Agreement or a Special Needs Agreement shall maintain contact or appoint a designate who will maintain contact with the child;
   6. any plan for a society or crown ward to have overnight visits with their family shall be done in consultation with a manager.
2. The Society shall enact procedures dealing with a child’s contact with natural parents.

source for 4.5 - 010
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/010.DOC
/4-0CHILD/4-5PLACE/010.DOC

Approved by: Executive Director Number: 4.5 - 010.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The child’s children’s worker will arrange visits between the child in care and his/her natural family, as requested by:
   1. the child; and/or
   2. sibling; and/or
   3. parent; and/or
   4. as court ordered.
2. The children’s worker responsible for a crown ward with access who has siblings in care and supervised by other children’s workers will ensure that a decision is made regarding which worker is responsible fore co-ordinating visits between siblings, if appropriate, and/or required with his/her natural parents.
3. The children’s worker responsible for a crown ward with access who has no siblings in care is responsible for arranging visits with natural family and siblings as appropriate and/or required.
4. The children’s worker will alert the Emergency After Hours Services worker of a visit by a child to his parents only if a problem is anticipated.

source for 4.5 - 010.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/010005.DOC
/4-0CHILD/4-5PLACE/010005.DOC

Approved by: Executive Director Number: 4.5 - 012

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that each child in care shall have a permanency plan for:
   1. a return to his/her home; or
   2. adoption; or
   3. long term foster care; or
   4. independence.
2. The Society shall enact procedures addressing the child’s permanency planning.

source for 4.5 - 012
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/012.DOC
/4-0CHILD/4-5PLACE/012.DOC

Approved by: Executive Director Number: 4.5 - 012.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. For all children in care under a Temporary Care Agreement the children’s worker will ensure that the plans of care for both the child and the child’s family focus on returning the child home.
2. The children’s worker, in his/her recordings, will reflect the progress made towards the goal of returning the child home.
3. For all children in care under a Special Needs Agreement, the children’s worker will ensure that the plans of care for both the child and the child’s family focus on either:
   1. a return of the child to his/her parents once the needs for the Special Service Agreement have been met; or
   2. adoption, long term foster care, or independence if a return home is not practical.
4. The children’s worker, in his/her recordings, will reflect the progress made towards the goal of returning the child home, or the alternatives of adoption, long term foster care, or independence.
5. For all children in care under an order of society wardship, the children’s worker will ensure that the plans of care for both the child and the child’s family focus on the return of the child to the care and custody of his/her parents.
6. The children’s worker, in his/her recordings, will reflect the progress made towards the goal of returning the child home.
7. If the plan for a society ward is no longer returning the child home, the Society will consider initiating a Status Review Application requesting crown wardship in order to do permanency planning.
8. An adoption worker will complete an adoption feasibility study to determine the child's adoptability.
9. The child’s worker will record the adoption feasibility assessment in the child's casefile.
10. Along with the above assessment, the child’s worker will also ensure that:
    1. the file contains a certified copy of the Statement of Live Birth as well as a certified copy of the order

       of Crown Wardship, if applicable, and that the details of both the Statement of Live Birth and the Order of Crown Wardship are consistent;

    2. an up-to-date medical and if applicable, an up-to-date dental report;
    3. an updated Social History; and
    4. if applicable, a Life Book/Life Box.
11. If the child is not placed on adoption and has no access order, the child’s worker will review the adoption feasibility assessment on an annual basis and will record the results of these reviews in the child's casefile.
12. If the plan for the child is long term foster care, the children’s worker will attempt to obtain a written commitment by the foster parents or placement resource willing to care for the child on a long term basis.
13. If a child has an order of Crown Wardship with access and access in not being exercised or access is deemed detrimental to the well-being of the child, access will be reviewed on an annual basis to assess the benefits or detriment of applying for termination of the access order. This must be formally documented in the child’s file.
14. The children’s worker, in his/her recordings, will reflect the progress made towards the goal of long term foster care.
15. If the plan for the child is independence, the children’s worker, with input from the child, foster parents, natural parents, where appropriate, and from any other significant person, will complete an assessment of the child’s independence skills, and will draw up a plan to assist the child in developing the skills he/she will need to be successful in an independent setting.
16. The children’s worker, in his/her recordings, will reflect the progress made towards the goal of preparing the child for independence.
17. The children’s worker will also ensure that each child in care either has a “Life Book: and/or a “Life Box” containing personal memento’s of the child’s life prior to coming into care and their life while in care. Normally foster parents are responsible for this activity and with the children’s worker’s approval, the Society may financially reimburse the foster parents for any “Life Book” purchases.

source for 4.5 - 012.005
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/4-0CHILD/4-5PLACE/012005.DOC

Approved by: Executive Director Number: 4.5 - 014

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that the Society shall co-operate with the Ministry in conducting its annual crown ward review.
2. The Society shall enact procedures addressing the crown ward review.

source for 4.5 - 014
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/014.DOC
/4-0CHILD/4-5PLACE/014.DOC

Approved by: Executive Director Number: 4.5 - 014.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. Prior to the review date, the Director of Services will forward to the managers the letter received from the Ministry giving the following information:
   1. a list of crown wards to be reviewed;
   2. date of return for the reviews;
   3. date when representatives from the Ministry will read the case files of the crown wards being reviewed;
   4. date of reporting conference to be attended by representatives of administration and selected staff;
   5. supply of review forms.
2. The workers responsible for crown wards being reviewed will:
   1. complete the review forms, ensuring that it is returned to the ministry by the date specified;
   2. ensure that the selected crown wards casefiles are complete and available for the readers on the date specified.
3. The requirements for the crown ward documentation are:
   1. timeliness of recording and required visits; and
   2. completeness of files and ability to locate records and documents;
   3. content of the casefile, including, but not limited to:
      1. child’s family history;
      2. pre-placement visit;
      3. seven and thirty day visits;
      4. ninety day visit;
      5. annual medical, vision and dental examinations
      6. psychological and psychiatric assessments;
      7. follow-up on recommended treatment;
      8. three month review of plan of care;
      9. review of plan of care within thirty days if child moves;
      10. review of plan by supervisor;
      11. relevant school reports;
      12. discussion of rights;
      13. consent to the use of psychotropic drugs;
      14. residential Resources plan of care;
      15. siblings;
      16. any investigations/serious occurrence or incident reports regarding the child and/or foster family;
      17. record of immunizations;
      18. copy of court order
4. The children’s worker may be:
   1. required to supply additional information or clarification regarding a crown ward under review;
   2. be invited to attend the reporting conference.
5. Crown wards that are capable:
   1. will be requested to fill out a separate form prior to the interview; and
   2. may request an interview with the reviewers as well.

source for 4.5 - 014.005
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/4-0CHILD/4-5PLACE/014005.DOC

Approved by: Executive Director Number: 4.5 - 016

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that for all children in care, the Society shall assess the child’s background for consideration of native heritage.
2. It is the policy of the Society that for all native children, the Society shall work in co-operation with the child’s band in regards to all issues (i.e. court, placement, school, recreation, etc.) for that child in care.
3. It is the policy of the Society that wherever possible, the Society shall:
   1. ensure that a native child is placed:
      1. on his/her reserve; or
      2. with a member of his/her band; or
      3. a native foster family;
   2. assign a native children’s worker to a native child in care.
4. It is the policy of the Society that when a native child is unable to be placed with his/her reserve or with a native family, the Society shall, wherever possible, facilitate the child’s contact with his/her native community. The child’s level of participation will be documented in the child’s file

source for 4.5 - 016
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/016.DOC
/4-0CHILD/4-5PLACE/016.DOC

Approved by: Executive Director Number: 4.5 - 018

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that the Society shall ensure that a child twelve or more years of age who is in the care and custody of the Society, upon giving notice to the Society may apply to a court for an order regarding the rights of access by the parent to the child.
2. It is the policy of the Society that upon receiving notice from a child twelve or more years of age after:
   1. the expiration of six months from making an order; or
   2. the expiration of six months from the disposition of any previous application under the Child and Family Services Act;
   requesting a review of their status;

   the Society shall apply to the court for a review of the child’s status.

3. The Society shall enact procedures addressing a child’s request for an order of access and/or a Status Review.

source for 4.5 - 018
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/018.DOC
/4-0CHILD/4-5PLACE/018.DOC

Approved by: Executive Director Number: 4.5 - 018.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker will advise all children in care ages twelve and over of their rights to apply for an access order.
2. The children’s worker will advise all children in care ages twelve and over of their right to apply for a Status Review provided:
   1. six months have expired from the making of an order; or
   2. six months have expired from the disposition of any previous application under the Child and Family Services Act.
3. Upon receiving a request from a child requesting either an order of access or a review of their status, the children’s worker will complete and serve the proper documents to apply to a court for the order requested by the child.
4. The children’s worker will document in the child’s casefile:
   1. the request made by the child; and
   2. the disposition made by the court.

source for 4.5 - 018.005
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/4-0CHILD/4-5PLACE/018005.DOC

Approved by: Executive Director Number: 4.5 - 020

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society to recognize that children in care shall have the right to make known and to have reviewed complaints regarding placement.
2. It is the policy of the Society that each child in care shall be informed that any complaints regarding complaints he/she may have can be dealt with by:
   1. the Society’s internal complaint procedure (5.1 - 010.010); and where appropriate:
   2. the Residential Placement Advisory Committee;
   3. the Children’s Services Review Board;
   4. the Office of the Child and Family Advocate; and
   5. the courts.
3. The Society shall enact procedures to deal with a child’s objection to placement or a request for re-placement.

source for 4.5 - 020
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/020.DOC
/4-0CHILD/4-5PLACE/020.DOC

Approved by: Executive Director Number: 4.5 - 020.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. When a child of twelve years of age or over comes into care, his/her children’s worker will:
   1. explain to the child his/her rights and obligations;
   2. as soon as possible, give to the child a copy of the booklet describing the child’s rights and obligations;
   3. within seven days of placement, advise the parents of the child’s rights and obligations;
   4. advise the child and his/her parents of:
      1. the rights of the child to express objection to placement and request a review; and
      2. the rights of the parent, on behalf of their child, to express an objection to placement and to request a review;
      3. and that such a review can be dealt with by:
         • the Society’s internal complaint procedure (5.1 - 010.010); and where appropriate:
         • the Residential Placement Advisory Committee;
         • the Children’s Services Review Board;
         • the Office of the Child and Family Advocate; and the courts.
   5. if unable to notify the parent(s), document the reasons in the child’s casefile.
2. The children’s worker will document any objection to placement expressed by either a child in care or by any other person on behalf of a child in care.
3. The children’s worker will:
   1. investigate and resolve the objection, if possible, at the direct services level, including the internal complaint procedures;
   2. document the investigation and all attempts at resolution in the child’s casefile.
4. If the children’s worker is unable to resolve the objection at a direct services level, including the internal complaint procedure, the children’s worker will re-advise the child or the person of their rights to a review by the Residential Advisory Committee.
5. The Residential Placement Advisory Committee will conduct a review and as soon as the review has been completed will notify the following persons of the Committee’s recommendations:
   1. the service provider;
   2. any representative of the child;
   3. the child’s parent or, where the child is in the lawful custody of a society, the Society;
   4. the child, where it is reasonable to expect the child to understand; and
   5. the representative of the Native child’s band.
6. If the child over the age of twelve objects to the placement, the Committee will advise the child of his/her right to apply to the Children’s Services Review Board for a review of the recommendations;
7. The report of the Committee is given to the Area Director within thirty days.
8. The children’s worker, in consultation with his/her manager:
   1. is not obligated to accept the recommendations of the Residential Placement Advisory Committee, however the children’s worker should have valid reasons for not doing so; and
   2. will document in the child’s casefile, the reasons for not accepting the recommendations of the Committee.
9. A child who is twelve years or older may apply to the Children’s Services Review Board for a further review where:
   1. the placement has been reviewed by a Residential Placement Advisory Board; and
   2. the child’s objects to his/her placement; or
   3. if the Committee’s recommendations were not followed.
10. The Children Services Review Board will:
    1. conduct a review with respect to the application and may hold a hearing;
    2. advise the child within ten days of receipt of the application if it intends to hold a review;
    3. the parties to this hearing are:
       1. the child;
       2. the child’s parent or the Society is the child is in its lawful custody;
       3. a representative of a Native child’s band; and
       4. any other person that the Children’s Services Review Board specifies;
    4. will complete the review and make its recommendation within thirty days of receiving the child’s application unless a hearing is to be held or the parties consent to a longer period for the Board’s determination;
11. The Children’s Services Review Board may:
    1. order that the child be transferred to another residential placement, if the Board is satisfied that another residential placement is available;
    2. order that the child be discharged from the residential placement;
    3. confirm the existing placement.
12. The children’s worker:
    1. must also inform the child of his/her right to contact the Office of the Child and Family Advocate if the child has a serious complaint concerning his/her treatment or services being provided for him;
    2. will reassure the child that problems are usually worked out between the worker, the foster parents,

       and the child and his/her parents; and

    3. will inform the child that the Office of the Child and Family Advocacy cannot accept a complaint that is before the courts for resolution.
13. The children’s worker must also inform the child of his/her right to request a Status Review before the court if:
    1. the child is over the age of twelve years, and
    2. six months have expired from the making of an order; or
    3. six months have expired from the disposition of any previous application under the Child and Family Services Act (4.8 - 020).
14. The children’s worker will ensure that the child’s objection, the worker’s investigation, the complaint process the child has used, and the recommendations made are documented in the child’s casefile.
15. If the child’s request for a re-placement is granted, the children’s worker will:
    1. request another placement for the child;
    2. supply the foster care worker with any significant or requested material regarding the child; and
    3. the worker replacing the child will collaborate with the foster care worker and manager for the proposed new placement, in assessing the appropriateness of the home.
16. When a new home is being selected, the relevant policies and procedures described in section 4.5 of the Child Care Policies and Procedures manual will apply.

source for 4.5 - 020.005
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/4-0CHILD/4-5PLACE/020005.DOC

Approved by: Executive Director Number: 4.5 - 022

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that any child in care who requests provision of birth control methods will be provided with instruction as well as safe sex practices and;
   1. the children’s worker will discuss thoroughly with the child a healthy view of sexuality, and its connection to life, relationships and the family;
   2. The child would be encouraged to discuss with parent/guardian in care by agreement, or temporary status;
   3. The child would be encouraged to discuss with medical practitioner, public health nurse etc.
2. It is the policy of the Society that no punitive action shall be taken against a child in care over the age of twelve who independently acquires birth control measures without parental or Society consent.
3. The Society shall enact procedures dealing with birth control for a child in care.

source for 4.5 - 022
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/022.DOC
/4-0CHILD/4-5PLACE/022.DOC

Approved by: Executive Director Number: 4.5 - 022.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The child’s children’s worker, in conjunction with the foster parents will share the responsibility for educating children in care including the formation of attitudes towards family life, understanding of self, respect for others, and birth control.
2. The child’s children’s worker, in conjunction with the foster parents will consider the individual child, his/her system of values prior to sex education.
3. The child’s children’s worker will consult where advisable with a medical practitioner about the use of birth control methods where a youth in care is unable or unwilling to protect him/herself.
4. The children’s worker will consider the provision of birth control measures only after he/she has discussed thoroughly with the child a healthy view of sexuality, and its connection to life, relationships and the family.
5. If deemed appropriate, and having obtained the required consents (4.8 - 024) the children’s worker will allow the youth in care to use birth control prescribed by a physician following a medical examination.

source for 4.5 - 022.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/022005.DOC
/4-0CHILD/4-5PLACE/022005.DOC

Approved by: Executive Director Number: 4.5 - 024

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that formal documentation shall be kept for each child who is in the care of the Society.
2. It is the policy of the Society that the documentation kept by the Society for the children in its care shall conform with:
   1. the Child and Family Services Act and its Regulations;
   2. the Ministry’s standards for child care; and
   3. the Society’s policies and procedures.
3. The Society shall enact procedures dealing with child care recording.

source for 4.5 - 024
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/024.DOC
/4-0CHILD/4-5PLACE/024.DOC

Approved by: Executive Director Number: 4.5 - 024.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. When a child comes into the care of the Society, the children’s worker will ensure the completion of the Child Data Form.
2. The children’s worker will document in his/her casenotes then document in the child care recording:
   1. the “seven day” and the “thirty day” visit;
   2. the date the child/parents were informed of the child’s rights and obligations; and
   3. every visit with the child, including “private visits”
3. The children’s worker will also complete:
   1. an initial intake and assessment report within 21 days, including a review of the child’s rights and obligations;
   2. a plan of care;
   3. the child’s admission social history;
   4. the child’s biological family’s social and medical history;
   5. a review of the child’s plan of care every 90 days;
   6. a transfer recording where applicable; and
   7. a closing recording when the child is discharged from the Society’s care.
   8. a review of the child’s rights and obligations every six months from the 30 day review.
4. The child’s initial intake and assessment report will include:
   1. identification information:
      1. child’s name , file number, date of birth;
      2. child’s children’s worker and children’s worker’s manager;
      3. date of recording and period summarized;
      4. mother’s and father’s name and address, as well as list of siblings;
      5. ethnic origin, and if Indian, name of band and band number; and
      6. child’s date of admission to care;
   2. contact and dates, including:
      1. all face to face and telephone contact;
      2. all case conferences and other meetings;
      3. a clear indication of all private contacts and offers of private contact;
   3. reason for admission;
   4. if the admission was planned, the date and participants to the admission review, issues discussed and decisions made;
   5. the date the child was informed of his/her rights and obligations, and the date the booklet describing these rights and obligations were given to the child;
   6. name, address, and phone number of the foster home the child was placed in as well as any pre-placement visits made;
   7. the legal status of the child;
   8. if the child was in care previously, a summary of past placements;
   9. the child’s reaction to the separation from his/her family;
   10. the child’s adjustment to the foster home;
   11. any health information, documenting the results of the intake medical and dental where available;
   12. a summary of the child’s current development and any behaviour patterns identified;
   13. if the child attends school, the name and address of this school, grade level, name of teacher;
   14. the child’s religion and, where applicable, the arrangements made for the child to practice his religious beliefs;
   15. a summary of any specialized services required and involvement of other agencies in providing care to the child;
   16. a summary an any family issues that are impacting on the child and/or foster parents;
   17. a summary of the child’s hobbies and interests;
   18. a summary of the child’s strengths and weaknesses;
   19. a summary of the current goals being work on for both the child and his/her family; and
   20. the date for the next formal recording.
5. The child’s Admission Report is signed by the social worker and his/her supervisor and placed in the child’s case file.
6. The Society’s procedural forms for the intake and preliminary assessment are:
   1. Information Children into Care and Placement Request Form; and
   2. Admission Report.
7. The children’s worker will complete, as soon as possible:
   1. the child’s admission social history described at (4.6 - 050); and
   2. the child’s biological family’s social and medical history, described in section (4.6 - 050).
8. The children’s worker will complete within twenty-one days of the child’s admission into care a Plan of Care as described at (4.10 - 005)
9. children’s worker will record a review of the child’s situation and a review of the child’s plan of care every quarter. This quarterly review will include:
   1. the child’s name, date of birth, file number, the name of the child’s children’s worker and the children’s worker’s supervisor, the date of recording and the period summarized, as well as the child’s current status with the Society, the next court date if applicable as well as the next court request if known;
   2. a summary of the contact and dates, recording all contacts including face to face and telephone contacts, as well as indicating the dates of all case conferences and meetings, the dates of reports filed during the last quarter, clearly documenting all private contacts and all offers of private contact;
   3. if the child was moved during the last quarter:
      1. indicate the name, address and phone number of the new foster home, and any pre-placement visits made;
      2. the reasons for the change of placement;
      3. the child’s adjustment to the placement and how the child is responding to the foster parents and foster siblings; and
      4. the date of the most recent foster home evaluation;
   4. if the child is a specialized/supplementary rate child, indicate the date these rates were approved;
   5. comment on the child’s overall adjustment to care, on the child’s own understanding of the reasons he/she is in care;
   6. if there were any serious occurrence investigations and/or incident reports during the last quarter, please indicate the date of these reports and place copies of the reports in the child’s casefile;
   7. a review of the goals, briefly commenting, in a general manner, on the progress made concerning the goals established at the last plan of care;
   8. a review of any health issues during the past quarter, indicating the date and type of immunization

      received and if psychotropic drugs were prescribed for the child, that the appropriate consents have been signed and placed on file;

   9. comment on progress made with developmental and behavioural issues of the child;
   10. comment on the progress made with school;
   11. comment on the child’s religion, indicating whether child is practising his/her religious beliefs
   12. comment on any specialized services provided to the child as well as involvement from other agencies;
   13. comment on the child’s strengths and weaknesses;
   14. comment on any family constellation changes which have occurred over the last quarter and any progress made on family issues;
   15. comment on the child’s hobbies and interests;
   16. comment on progress made with permanency planning;
   17. comment on physical, recreational and social goals as indicated in the plan of care;
   18. comment on any other goals indicated in the plan of care;
   19. comment on any revisions made to the child’s plan of care for the next quarter; and
   20. the next review date.
10. The quarterly review summary is signed by the social worker and his/her manager and placed in the child’s case file.
11. The Society’s procedural form for the quarterly review is the “Plan of Care”.
12. The Society’s procedural form for the annual review is the “Plan of Care”.
13. If the child is being transferred to another worker, the children’s worker transferring the file will complete:
    1. a quarterly review recording with the case transfer if a review or annual recording is due; or
    2. a “Transfer Recording”.
14. If the child is being discharged, the children’s worker closing the file will complete:
    1. a quarterly review recording with the closing recording if a review or annual recording is due; or
    2. a “Closing Recording”.

source for 4.5 - 024.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/024005.DOC
/4-0CHILD/4-5PLACE/024005.DOC

Approved by: Executive Director Number: 4.5 - 026

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that whenever possible, each child in care shall be encouraged to attend summer camp.
2. The Society shall enact procedures dealing with summer camps for children in care.

source for 4.5 - 026
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/026.DOC
/4-0CHILD/4-5PLACE/026.DOC

Approved by: Executive Director Number: 4.5 - 026.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker will identify children from their caseload who:
   1. have indicated a wish to attend a summer camp; or
   2. who would benefit from a summer camp experience; or
   3. who have indicated a wish to attend a day camp; or
   4. who would benefit from a day camp experience.
2. The children’s worker will forward any camp requests to the summer program staff (see Policy and Procedures for Volunteers Section 9.0) who will make any further arrangements.
3. The children’s worker will document in the child’s casefile the camp the child has attended and his/her experience at camp.

source for 4.5 - 026.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-5PLACE/026005.DOC
/4-0CHILD/4-5PLACE/026005.DOC

4.6 - 000 Transfer and Discharge of Child in Care

4.6 - 002 Transfer and Discharge of Child in Care
4.6 - 004 Transfer of Child to an Outside Residential Placement
4.6 - 006 Internal Transfer of Child in Care
4.6 - 006.005 Internal Transfer of Child in Care
4.6 - 008 Transfer of Child in Care to Other Society in Ontario
4.6 - 008.005 Transfer of Child in Care to Other Society in Ontario
4.6 - 010 Transfer of Child in Care to Other Society Outside of Ontario
4.6 - 010.005 Transfer of Child in Care to Other Society Outside Ontario
4.6 - 012 Transfer of Jurisdiction to our Society for a Child in the Care
or Supervision of Another Society
4.6 - 012.005 Transfer of Jurisdiction to our Society for a Child in the Care
or Supervision of Another Society
4.6 - 014 Discharge Planning for Child in Care
4.6 - 014.005 Discharge Planning for Child in Care
4.6 - 016 Termination of Crown Wardship
4.6 - 016.005 Termination of Crown Wardship
4.6 - 018 Third Party Application for Termination of Crown Wardship
4.6 - 018.005 Third Party Application for Termination of Crown Wardship
4.6 - 020 After Care Planning
4.6 - 020.005 After Care Planning

4.7 - 000 Child’s Plan of Care
4.8 - 000 Rights of Children in Care
4.9 - 000 Management of Records of Children in Care

source for 4.6 - 000
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/Index.DOC
/4-0CHILD/4-6ADMIS/Index.DOC

Approved by: Executive Director Number: 4.6 - 002

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that when considering the transfer of a child in care, or the discharge of a child from care, the Society shall ensure that such transfers and or closures are planned in accordance with:
   1. the Child and Family Services Act and its Regulations;
   2. the Society’s policies and procedures; and
   3. the best interests of the child.
2. It is the policy of the Society that all transfers of children in care and all the discharges of a child from care are done in consultation with a manager.
3. The Society shall enact procedures dealing with:
   1. internal transfers of children in care;
   2. transfers of children in care to an outside residential placement;
   3. transfers of children in care to another society within Ontario;
   4. transfers of children in care to another society outside Ontario;
   5. transferring jurisdiction of a child in care to another Society;
   6. accepting jurisdiction of a child in care from another Society;
   7. discharge planning for a child in care;
   8. termination of crown wardship; and
   9. after care planning.

source for 4.6 - 002
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/002.DOC
/4-0CHILD/4-6ADMIS/002.DOC

Approved by: Executive Director Number: 4.6 - 004

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that the Society shall ensure that a child who is placed in an outside residential resource directly from the Society remains the responsibility of the Society.
2. It is the policy of the Society that the Society shall remain responsible for directing and monitoring the course of service provided to the child, regardless of the type of residence the child is placed in.
3. It is the policy of the Society that every child in its care who is placed in an outside residential service shall:
   1. be assigned to a children’s worker;
   2. will be supervised according the Society’s policies and procedures described at:
      1. “Licensed Children’s Residences” (7.8 - 002) and (7.8 - 005);
      2. “Use of Licensed Children’s Residences” (7.9 - 002); (7.9 - 005); (7.9 - 010) and (7.9 - 015);
      3. “Assessment and Evaluation of Licensed Children’s Residences” (7.10 - 002) and (7.10 - 005) as well as
      4. “Service Contracting with Licensed Children’s Residences” (7.11 - 002) and (7.11 - 005).

source for 4.6 - 004
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/004.DOC
/4-0CHILD/4-6ADMIS/004.DOC

Approved by: Executive Director Number: 4.6 - 006

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society to ensure that, ideally, a child in the care of the Society shall not be placed by the Society in a foster home or other home unless the child has previously visited the home at least two days before the placement.
2. It is the policy of the Society that each children’s worker shall accept responsibility for giving service to any child in care assigned to his/her caseload.
3. In accepting the transfer of a child in care, the individual worker may request the transferring worker to meet some specific expectations such as:
   1. prepare the child for the reassignment by sharing information regarding the purpose of the reassignment;
   2. introduce the child to the new worker; and
   3. be available to the child through the transitional period.
4. It is the policy of the Society that managerial approval be given prior to a child in care being transferred to another worker within the Society.

source for 4.6 - 006
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/006.DOC
/4-0CHILD/4-6ADMIS/006.DOC

Approved by: Executive Director Number: 4.6 - 006.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. Prior to transferring a child in care to another worker, the child’s current children’s worker will obtain permission of his/her manager.
2. If the child is a non ward, a society ward, or a crown ward with access, the children’s worker will inform the parents of the transfer.
3. If the transfer of the child in care is due to a change of placement:
   1. the worker who is placing the child is responsible for preparing the child for the move;
   2. the worker who is receiving the child arranges pre-placement visits to the new resource;
   3. the worker who is placing the child is responsible for moving the child and will make the arrangements with the receiving worker;
   4. the worker who is placing the child will complete the “Change of Information Form”;
   5. the worker who placed the child is considered to be responsible for the child until he/she has transferred the child’s casefile with a complete transfer summary, and that all required documentation is on file, and that the file sign-off has occurred.
4. The worker who placed the child may:
   1. be requested to make a follow-up visit; and
   2. may be requested to attend a transfer conference.
5. The worker receiving the child will be responsible for visiting the child within seven days of placement.
6. If the transfer is not due to a change of placement, the transferring worker will:
   1. prepare the child for the reassignment by sharing information with the child regarding the purpose of the reassignment;
   2. introduce the child to the new worker;
   3. be responsible for the completion of the “Information Change Form:
   4. be responsible for the child until he/she has transferred the child’s casefile with a complete transfer summary, and that all required documentation is on file and that file sign-off has occurred;
   5. epenthesis
   6. may be requested to attend a transfer conference.
7. The transferring worker will document in the child’s casefile, as part of the transfer entry:
   1. the reasons for the change of workers;
   2. the preparations made to assist the child with the transfer; and
   3. the child’s reactions to the transfer.

source for 4.6 - 006.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/006005.DOC
/4-0CHILD/4-6ADMIS/006005.DOC

Approved by: Executive Director Number: 4.6 - 008

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that the Society shall have ultimate responsibility for any of its wards supervised by another Society.
2. It is the policy of the Society that managerial approval shall be given prior to any transfer of a child in care to another society in Ontario.
3. It is the policy of the Society that every child in its care who is transferred to another Society in Ontario shall:
   1. be assigned to a children’s worker;
   2. will be supervised according the Society’s policies and procedures described at (4.9 - 025).
4. The Society shall enact procedures dealing with a transfer of a child in care to another Society in Ontario.

source for 4.6 - 008
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/008.DOC
/4-0CHILD/4-6ADMIS/008.DOC

Approved by: Executive Director Number: 4.6 - 008.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. Prior to transferring a child in care to another society in Ontario, the children’s worker will:
   1. obtain prior approval from his/her manager;
   2. seek written permission from the parents prior to the transfer if the child is:
      1. a non ward;
      2. a society ward; or
      3. in care under a “Temporary Care” or “Special Needs Agreement”;
   3. seek written permission from the parents prior to the transfer if the child is a crown ward with access;
   4. consider bringing the matter before the court if parental permission is not granted;
   5. notify in writing the Area Director, explaining the reasons for the transfer;
   6. forward to the receiving society a copy of the child’s casefile including:
      1. a complete transfer summary;
      2. a social history of the child and his/her family;
      3. a copy of the “Temporary Care” or “Special Needs Agreement” or copy of the wardship order as applicable;
      4. updated medical, dental and school reports;
      5. a copy of the “Plan of Care”;
   7. whenever possible, arrange a meeting with the identified children’s worker from the receiving society and finalize:
      1. dates for pre-placement visits unless the child is relocating with his/her current foster parents;
      2. an agreement in which the receiving society:
         • confirms their plan to receive the child;
         • confirms their plan to supervise the child;
         • confirms a schedule of visits, including “private visits”;
         • confirms a schedule of progress reports satisfactory to the Society;
         • confirms a method to settle any disputes between the societies.
2. The children’s worker will ensure that the foster family is made aware of the provisions of the agreement, and that a copy of the agreement has been placed in the child’s casefile.
3. The children’s worker, following the pre-placement visits as scheduled in the plan negotiated with the receiving Society, will:
   1. arrange for the placement of the child;
   2. ensure the completion of the “Information Change Form”;
   3. notify accounting of the:
      1. “charge back” arrangements made; and
      2. any special allowances where these have been pre-approved by his/her manager.
4. The child’s children’s worker may:
   1. be requested to attend a post placement conference;
   2. be asked to become actively involved at any time and/or provide assistance should a problem arise;
   3. be notified immediately if the child’s placement breaks down and the receiving society cannot replace the child; and
   4. three months before the ward’s eighteenth birthday, dependent of the receiving society’s recommendation regarding continued care, to apply for continued care and maintenance.
5. The children’s worker will ensure that the transfer of the child and all progress reports, medical, dental, and school reports are documented in the child’s casefile.

source for 4.6 - 008.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/008005.DOC
/4-0CHILD/4-6ADMIS/008005.DOC

Approved by: Executive Director Number: 4.6 - 010

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that when a child in care is transferred to another province, territory or country, the Society shall ensure the continued supervision of that child.
2. The Society shall enact procedures dealing with the transfer of a child in care to another society outside Ontario.

source for 4.6 - 010
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/010.DOC
/4-0CHILD/4-6ADMIS/010.DOC

Approved by: Executive Director Number: 4.6 - 010.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. Prior to the transfer of a child in care out of Ontario, the children’s worker will:
   1. obtain prior approval from the Executive Director;
   2. obtain written permission from the parents prior to the transfer if the child is:
      1. a non ward;
      2. a society ward; or
      3. in care under a “Temporary Care” or “Special Needs Agreement”;
   3. obtain written permission from the parents prior to the transfer if the child is a crown ward with access;
   4. consider bringing the matter before the court if parental permission is not granted;
   5. contact the Director of Child Welfare of Ontario and the Director of Child Welfare of the receiving province, territory or country;
   6. provide copies to the Area Office of correspondence between the appropriate child welfare authorities and the Society regarding the child’s placement;
   7. negotiate financial obligations for the child with the society assuming his/her supervision;
   8. negotiate reporting obligations with the society assuming supervision for the child;
   9. forward to the society that will be supervising the child a copy of the child’s casefile including:
      1. a complete transfer summary;
      2. a social history of the child and his/her family;
      3. a copy of the “Temporary Care” or “Special Needs Agreement” or copy of the wardship order as applicable;
      4. updated medical, dental and school reports;
      5. a copy of the “Plan of Care”;
      1. ensure correct documentation is sent to the other province, territory, or country as soon as possible, including the following:
      1. certified “Statement of Birth”;
      2. certified copy of the crown wardship order if the child is a crown ward; or
      3. certified copy of the society wardship order or supervision order; and
      4. certified copy of the Temporary Care Agreement, Special Needs Agreement, and/or Consent to Adopt;
      5. “Consent to Medical Treatment”;
   10. ensure that an agreement with the society that will be supervising the child has been signed which the receiving society:
       1. confirms their plan to receive the child;
       2. confirms their plan to supervise the child;
       3. confirms a schedule of visits, including “private visits”;
       4. confirms a schedule of progress reports satisfactory to the Society;
       5. confirms a method to settle any disputes between the societies;
   11. the children’s worker will ensure that a copy of the agreement is placed in the child’s casefile and that the foster parents are made aware of the provisions of the agreement.
2. The worker will ensure that, whenever possible, the actual physical transfer of the child should be in the company of people he/she knows well and trusts.
3. Following the transfer of the child to a society outside Ontario, the children’s worker will:
   1. ensure the completion of the “Information Change Form”;
   2. notify accounting of the financial obligations the Society has agreed to pay;
4. The child’s children’s worker may:
   1. be asked to become re- involved at any time and/or provide assistance should a problem arise;
   2. be notified immediately if the child’s placement breaks down and the receiving society cannot replace the child; and
   3. three months before the ward’s eighteenth birthday, dependent of the receiving society’s recommendation regarding continued care, to apply for continued care and maintenance.
5. The children’s worker will ensure that:
   1. the transfer of the child is documented in the child’s casefile; and
   2. all progress reports, medical, dental, and school reports are filed in the child’s casefile; and
   3. followed-up if not received.

source for 4.6 - 010.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/010005.DOC
/4-0CHILD/4-6ADMIS/010005.DOC

Approved by: Executive Director Number: 4.6 - 012

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that the Society shall accept a transfer of jurisdiction when such transfer is:
   1. ordered by the Area Director;
   2. is in the best interest of the child.
2. The Society shall enact procedures dealing with the transfer of jurisdiction to our Society for a child in the care or supervision of another society.

source for 4.6 - 012
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/012.DOC
/4-0CHILD/4-6ADMIS/012.DOC

Approved by: Executive Director Number: 4.6 - 012.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The Area Director may direct, in the best interest of a child in the care or supervision of a society that:
   1. the child be transferred to the care or supervision of our Society; or
   2. the child be transferred from one placement outside our jurisdiction to another placement, designated by the Area Director, within our jurisdiction.
2. Such a transfer is permanent and places total responsibility for the child with our Society.
3. In determining whether to direct such a transfer, the Area Director must take into account:
   1. the length of time the child has spent in the existing placement;
   2. the view of the foster parents;
   3. the views and preferences of the child where they are reasonable ascertainable;
4. Such a formal transfer of care, involving the Area Director, is rarely used as societies generally negotiate directly with other Societies for the transfer of supervision of a child in care where:
   1. a foster family to whom the child has become very attached moves to our jurisdiction and:
      1. the child has been in the foster home long enough to have formed a strong bond;
      2. it is intended that the child will continue in foster care for some considerable time; and
      3. the relationship with the child’s own family will not be endangered by the move;
   2. the child’s own family moves to our jurisdiction and:
      1. the plan is to return the child to the family’s care eventually;
      2. it is deemed in the best interest of the child to relocate to our jurisdiction in order to facilitate access; and
      3. the family’s move to our jurisdiction will be long term;
   3. the child moves to our jurisdiction in order to:
      1. receive a very specialized service; or
      2. to avoid contact with an interfering family;
      3. and no other intervention would be effective.
5. It would be expected that the other society would negotiate supervisory arrangements with our Society as described in procedures (4.9 - 025) or (4.9 - 035).

source for 4.6 - 012.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/012005.DOC
/4-0CHILD/4-6ADMIS/012005.DOC

Approved by: Executive Director Number: 4.6 - 014

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that whenever possible, the discharge of a child in the care of the Society shall be the result of a planned process.
2. The Society shall develop procedures dealing with the discharged planning or a child in care.

source for 4.6 - 014
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/014.DOC
/4-0CHILD/4-6ADMIS/014.DOC

Approved by: Executive Director Number: 4.6 - 014.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. As early as possible and prior to the termination date of the wardship order or the “Temporary Care or Special Needs Agreement” the children’s worker will initiate discharge planning by:
   1. completing an assessment of the risk to the child should the child be discharged from care, noting the circumstances or conditions that have changed resulting in the Society considering a possible discharge;
   2. obtaining the approval of his/her manager to initiate discharge planning;
   3. if discharge planning is approved, discussing with his/her manager the benefits of extended visits of the child to his/her home;
   4. involving the child, where appropriate, the substitute caregivers, the natural parent(s), the family services worker where applicable, and where appropriate, any other person or persons who may provide after care services to review:
      1. the current plan of care for both the child and family;
      2. update the plan of care to include discharge planning;
      3. any outstanding court orders which may require a status review application and an exploration of the needs/benefits of requesting a supervision order;
      4. the special needs of the child that must continue to be met after discharge;
      5. epenthesis
      6. schedule an extended visiting schedule

         elision the process by which the separation of the child and the foster family may be facilitated;

2. Prior to discharge, the children’s worker will:
   1. arrange any transportation that is necessary for the child and for his/her belongings to be returned to the parents;
   2. ensure that the parent(s) receives any significant medical, social, or educational information about the child;
   3. where appropriate arrange for a discharge medical and dental; and
   4. arrange to meet with the child for an exit interview(7.7 - 004.005).
3. Once the child has been discharged, the children’s worker will:
   1. ensure the completion of the “Information Change Form”;
   2. notify the school, where applicable, that the child has returned to his/her home;
   3. ask the accounting department:
      1. if the child has a trust account (4.1 - 030); and
      2. if the child’s maintenance has been supplemented by:
         • Canada Pension Plan;
         • Family Benefits;
         • War Veteran’s Pension Plan;
         • moneys from a child support order; and
         • Child Credit Tax, etc.;

         elision make arrangements to transfer the trust to the parent(s)/child;

      3. make arrangements to inform any funders that the child has returned to the care and custody of his/her parent(s);
   4. the children’s worker will notify the parent(s) accordingly in order to have them re-apply for these benefits.
4. The children’s worker will ensure that the discharge plan is documented in both:
   1. the child’s “Plan of Care”; and
   2. the child’s and family’s casefiles.

source for 4.6 - 014.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/014005.DOC
/4-0CHILD/4-6ADMIS/014005.DOC

Approved by: Executive Director Number: 4.6 - 016

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that prior to the termination of crown wardship, the Society shall:
   1. explore the possibility of having the former crown ward remain with the Society on a “Continued Care and Maintenance” agreement ; or
   2. assist the crown ward in becoming independent.
2. The Society shall establish procedures dealing with the termination of crown wardship.

source for 4.6 - 016
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/016.DOC
/4-0CHILD/4-6ADMIS/016.DOC

Approved by: Executive Director Number: 4.6 - 016.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. As soon as possible and prior to the termination date of an order of crown wardship the children’s worker will initiate discharge planning by:
   1. meet with his/her manager to explore the possibility of having the crown ward remain involved with the Society on a “Continued Care and Maintenance” agreement
   2. if an “Extended Care and Maintenance” agreement is accepted, meet with the crown ward and obtain his/her consent; and if the former crown ward consents
   3. negotiate and sign the “Extended Care and Maintenance” agreement following the procedures described at.
   4. explore independent living where:
      1. “Extended Care and Maintenance” agreement is not a viable option; or
      2. the crown ward is not consenting to remaining involved with the Society.
2. If independent living is the option chosen, the children’s worker will
   1. involving the child, the substitute caregivers, and where appropriate the natural parent(s) and where applicable, any person or persons who may provide after care services to review:
      1. the special needs of the child that must continue to be met after discharge;
      2. the independence skills the child currently masters;
      3. the independence skills the child will need to work on;
      4. implementation of a plan to ensure that the crown ward will be as ready as possible for independence following his/her eighteenth birthdate.
3. Prior to discharge, the children’s worker will:
   1. arrange any transportation that is necessary for the child and for his/her belongings to be returned to the place the child will be residing following termination;
   2. ensure that he/she receives any significant medical, social, or educational information;
   3. where applicable, arrange for a discharge medical and dental, and any dental work started will be completed;
   4. ensure that the child has an up to date seasonal wardrobe;
   5. where applicable, ensure that the child’s “Life Book” and any other memorabilia is returned to him/her and that the child has a copy of his/her family background history;
   6. ensure that the child has his/her Health Card;
   7. ensure that the child has the means to support him/herself financially or assist them in applying for social assistance;
   8. ensure that the child has a birth certificate and a social insurance card;
   9. assist the child to arrange medical care in the community;
   10. if necessary and appropriate, refer the child to outside agencies for continued supervision and/or assistance;
   11. arrange to meet with the child for an exit interview (7.7 - 004.005).
4. Once crown wardship has been terminated, the children’s worker will:
   1. ensure the completion of the “Information Change Form”;
   2. notify the school, where applicable, that the child is now living independently;
   3. ask the accounting department:
      1. if the child has a trust account (4.1 - 030); and
      2. if the child’s maintenance has been supplemented by:
         • Canada Pension Plan;
         • Family Benefits;
         • War Veteran’s Pension Plan;
         • moneys from a child support order; and
         • Child Credit Tax, etc.;

         elision make arrangements to transfer the trust to the child;

      3. make arrangements to inform any funders that the child is now living independently; of his/her parent(s);
   4. the children’s worker will notify the child accordingly in order to him/her re-apply for these benefits.
5. The children’s worker will ensure that the discharge plan is documented in both:
   1. the child’s “Plan of Care”; and
   2. the child’s casefile.

source for 4.6 - 016.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/016005.DOC
/4-0CHILD/4-6ADMIS/016005.DOC

Approved by: Executive Director Number: 4.6 - 018

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that support to a third party application for termination of crown wardship shall be given only if the Society believes that the termination of crown wardship is in the child’s best interest.
2. The Society shall enact procedures dealing with third party applications for termination of crown wardship.

source for 4.6 - 018
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/018.DOC
/4-0CHILD/4-6ADMIS/018.DOC

Approved by: Executive Director Number: 4.6 - 018.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. Any parent can, by serving notice to the Society, apply for a status review requesting the termination of crown wardship provided that:
   1. at least six months have elapsed from:
      1. making of the original order; or
      2. the disposition of a previous application; or
      3. the final disposition or abandonment of an appeal; unless:
         • the child is a crown ward and an order of access has been made; and
         • the court is satisfied that a major element of the child’s “Plan of Care” that the court applied in its decision is not been carried out;
   2. the crown ward has not been placed with, and is still residing with the family for the purposes of adoption;
   3. if the crown ward has been residing with the same foster parents continuously during the two years immediately before the application, the parent will need to obtain leave of the court to apply for a status review.
2. The crown ward him/herself where the crown ward is at least twelve years of age, can by serving notice to the Society apply for a status review requesting the termination of crown wardship provided that at least six months have elapsed from:
   1. making of the original order; or
   2. the disposition of a previous application; or
   3. the final disposition or abandonment of an appeal.
3. Where the child is an Indian or native person, the representative chosen by the child’s band or native community can by serving notice to the Society apply for a status review requesting the termination of crown wardship provided that at least six months have elapsed from:
   1. making of the original order; or
   2. the disposition of a previous application; or
   3. the final disposition or abandonment of an appeal.
4. Upon being served with notification of an application for a status review requesting termination of crown wardship, the children’s worker will:
   1. immediately notify his/her manager;

      give notice of the application to:

      1. the child if the child is age ten years of age or more;
      2. the child’s parents, unless the child is sixteen years of age or older(the practice of the Society is to serve the parents even if the child is sixteen or older);
      3. the foster parent who has cared for the child continuously during the six months immediately before the application;
      4. where the child is an Indian or native person, the representative chosen by the child’s band or native community; and
      5. the Area Director with a letter bearing the Executive Director’s signature stating the Society’s position;
   2. will ensure that the plan being proposed for the child is thoroughly investigated.
5. The children’s worker will meet with his/her manager with a recommendation to either support or object to the third party application to terminate crown wardship.
6. If the Society supports the third party’s application, the children’s worker will follow the procedures for termination of crown wardship described at 4.9 - 065).
7. If the Society objects to the third party’s application, the children’s worker will:
   1. seek the counsel of the Society’s solicitor;
   2. will carry out the instructions given;
   3. will keep the solicitor informed of all of the developments in the case; and
   4. keep the manager and other staff who may be affected by the case informed of the developments and the final disposition.
8. If the court orders the termination of crown wardship and the Society chooses not to appeal the decision, the children’s worker will follow the procedures for termination of crown wardship described at (4.9 - 065).
9. The children’s worker will document in the child’s casefile:
   1. the third party’s application for termination of crown wardship;
   2. the assessment of the third party’s plan;
   3. the Society’s position on the application; and
   4. the outcome of the application.

source for 4.6 - 018.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/018005.DOC
/4-0CHILD/4-6ADMIS/018005.DOC

Approved by: Executive Director Number: 4.6 - 020

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that for all planned discharges of children from the care of the Society, an after care plan shall be developed prior to the termination of care.
2. The Society shall enact procedures dealing with after care planning.

source for 4.6 - 020
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/020.DOC
/4-0CHILD/4-6ADMIS/020.DOC

Approved by: Executive Director Number: 4.6 - 020.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. As part of a planned discharge of a child from the care of the Society, the children’s worker will develop an after care plan.
2. In preparing the after care plan, the children’s worker will involve:
   1. the foster parents;
   2. the child;
   3. the natural parent(s) when the child is returning home; and
   4. where appropriate any person or persons who may be providing services to the child and/or his/her family once the child returns home.
3. The purpose of the after care plan is to assist and prepare the child and where applicable his/her family to function independently of the Society by using their own community resources.
4. In negotiating the after care plan, the children’s worker will ensure that the plan:
   1. states the projected discharge date;
   2. includes a statement of the goals or after care;
   3. includes the services to be provided; and
   4. outlines the duration of the plan.
5. The children’s worker will ensure that the original after care plan is placed in the child’s casefile and copies provided to the family if the child is returned home.
6. The after care plan can be incorporated in:
   1. a supervision order following termination of care where deemed appropriate; or
   2. an Voluntary Service Agreement.

source for 4.6 - 020.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-6ADMIS/020005.DOC
/4-0CHILD/4-6ADMIS/020005.DOC

4.7 - 000 Child’s Plan of Care
4.7 - 002 Children’s Plans of Care
4.7 - 002.005 Children’s Plans of Care

4.8 - 000 Rights of Children in Care
4.9 - 000 Management of Records of Children in Care

source for 4.7 - 000
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-7SUPER/Index.DOC
/4-0CHILD/4-7SUPER/Index.DOC

Approved by: Executive Director Number: 4.7 - 002

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that each child in the Society’s care shall have a plan of care which is:
   1. clinically sound;
   2. reflective of assessed needs;
   3. consistent with:
      1. mandated requirements;
      2. service philosophy; and
      3. Society and community resources.
2. It is the policy of the Society that during regular supervision, the Society shall support strong clinical practice in the implementation of children’s plans of care.
3. The Society shall enact procedures dealing with children’s plans of care.

source for 4.7 - 002
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-7SUPER/002.DOC
/4-0CHILD/4-7SUPER/002.DOC

Approved by: Executive Director Number: 4.7 - 002.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker, for each child on his/her caseload, will prepare and record a plan of care designed to meet the child’s particular needs:
   1. within twenty-one days of the child’s admission to placement or when the child is re-placed in a different home; and
   2. developed with the participation of:
      1. the child, where applicable;
      2. the child’s family unless otherwise indicated;
      3. the foster parents or other care providers; and
      4. the band and native community where the child is Indian or native.
2. The plan of care should include the following:
   1. anticipated duration and planned outcome of the placement: return to natural parents, independence, adoption placement, or long term care;
   2. the long term goal and immediate objectives of care designed to meet the child’s developmental, emotional, social, medical and educational needs;
   3. the respective individual responsibilities of the child, the foster parent, the natural parent and the Society;
   4. the time period within which the outcome of each objective set is to be met;
   5. the methods for developing and/or maintaining the relationship between the child and his/her parent(s), specifically to include work with the natural parents to make the necessary changes at home so that the child may return to their care as soon as possible, and visiting by the child with the natural parents;
   6. the approach to discipline to be followed with the child;
   7. arrangements for informing the school that the child currently attends of the transfer of the child to the foster home and where it is necessary for the child to attend another school, for enrolling the child in that school;
   8. a list of any psychiatric, psychological, remedial, vocational, social and recreational services to be provided for the child by the Society;
   9. the frequency, intensity and form of casework to be provided for the child during the child’s stay in the foster home, which will include a visit from the social worker at least every three months; and
   10. that the child’s rights and responsibilities while in care have been reviewed with the child and the foster parent and the natural parent(s).
3. The children’s worker will:
   1. document the child’s plan of care using the Society’s procedural forms: “Plan of Care”, and “Plan of Care/Placement Review”.
   2. ensure that all required signatures are obtained.
4. The plan of care for each child will be up-dated, and amended if necessary:
   1. every ninety days;
   2. whenever a transfer to a new worker is planned;
   3. whenever any major changes are occurring in the child’s life such as becoming a crown ward, being placed on adoption, etc.;
   4. whenever permanency planning occurs;
   5. whenever discharge planning occurs; and
   6. when a re-assessment of the child identifies new services needs that require a new plan of care.
5. The children’s worker will, unless constrained by a court order, consult the family and where applicable the band or native community specifically on the following items:
   1. all plans of care, as well as all revisions;
   2. education;
   3. religious upbringing;
   4. medical treatment;
   5. permission to marry; and
   6. other major decisions such a placement changes.
6. The children’s worker will ensure that each plan of care and any revisions or amendments to the child’s plan of care are:
   1. filed in the child’s casefile; and
   2. copies of the goals are given to the foster parents.

source for 4.7 - 002.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-7SUPER/002005.DOC
/4-0CHILD/4-7SUPER/002005.DOC

4.8 - 000 Rights of Children in Care

4.8 - 002 Rights of Children in Care
4.8 - 004 Right to Nutritious Meals and Adequate Clothing
4.8 - 004.005 Right to Nutritious Meals and Adequate Clothing
4.8 - 006 Children’s Right to Plan of Care, to be Informed and Consulted
4.8 - 006.005 Children’s Right to Plan of Care, to be Informed and Consulted
4.8 - 008 Right to Participate
4.8 - 008.005 Right to Participate
4.8 - 010 Right to Be Informed of the Day to Day Hours Rules
4.8 - 010.005 Right to Be Informed of the Day to Day Hours Rules
4.8 - 012 Right to Be Informed as to Disciplinary Practices
4.8 - 012.005 Right to Be Informed as to Disciplinary Practices
4.8 - 014 Acceptable Discipline - Use of Physical Restraints
4.8 - 014.005 Acceptable Discipline - Use of Physical Restraints
4.8 - 016 Right to Be Protected from Locked Detention
4.8 - 016.005 Right to Be Protected from Locked Detention
4.8 - 018 Right to Religious Instruction
4.8 - 018.005 Right to Religious Instruction
4.8 - 020 Right to Privacy and Personal Possessions
4.8 - 020.005 Right to Privacy and Personal Possessions
4.8 - 022 Children’s Right to an Adequate Education
4.8 - 022.005 Children’s Right to an Adequate Education
4.8 - 024 Right to Medical and Dental Care
4.8 - 024.005 Right to Medical and Dental Care
4.8 - 026 Children’s Right to Send and Receive Mail
4.8 - 026.005 Children’s Right to Send and Receive Mail
4.8 - 028 Children’s Right to Speak in Private
4.8 - 028.005 Children’s Right to Speak in Private
4.8 - 030 Responsibilities of Children in Care
4.8 - 030.005 Responsibilities of Children in Care

4.9 - 000 Management of Records of Children in Care

source for 4.8 - 000
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/Index.DOC
/4-0CHILD/4-8MANA/Index.DOC

Approved by: Executive Director Number: 4.8 - 002

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that each child in the Society’s care shall be informed upon admission into the Society’s care or as soon thereafter as possible of their rights under:
   1. the Child and Family Services Act and Regulations and Ministry standards;
   2. the internal complaints procedures to deal with violations of their rights; and
   3. the Residential Placement Advisory Committee review procedures available for children age twelve or older.
   The rights will further be reviewed with each child every six (6) months thereafter, or when there has been a placement change.
2. It is the policy of the Society that for each child in the care of the Society shall have these rights safeguarded through the implementation of appropriate policies and procedures.
3. This policy and related procedures shall be reviewed every four years to ensure their accuracy and relevance

source for 4.8 - 002
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/002.DOC
/4-0CHILD/4-8MANA/002.DOC

Approved by: Executive Director Number: 4.8 - 004

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that each child in the Society’s care shall:
   1. receive nutritious meals; and
   2. have appropriate clothing.
2. The Society shall enact procedures to ensure that each child in care:
   1. receives nutritious meals; and
   2. has appropriate clothing.

source for 4.8 - 004
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/004.DOC
/4-0CHILD/4-8MANA/004.DOC

Approved by: Executive Director Number: 4.8 - 004.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The Society will ensure that foster parent applicants, as part of their training will receive information which relates to:
   1. nutritious well balanced meals; and
   2. a child’s appropriate clothing, suitable to the child’s age, size, and activities as well as the life-style of the foster family, the community standards, and the local climate.
2. The children’s worker will provide the foster parents with as much information as possible regarding a child’s eating habits and special dietary information will be supplied when necessary.
3. When reviewing the child’s rights with the foster parents, upon the placement of the child the children’s worker may use this instance if appropriate to review with foster parents:
   1. that meals need to be well-balanced, of good quality and appropriate for the child; and
   2. the Society’s definition of appropriate clothing.
4. The children’s worker will:
   1. discuss with the child, during “private visits” any concerns he/she may have about the food provided in the home; and
   2. observe the clothing the child wears during visits.
5. If the child complains to the worker about the quality or quantity of food provided in the home; and/or the children’s worker notes that the child’s clothing is not appropriate, he/she will investigate and take appropriate action.

source for 4.8 - 004.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/004005.DOC
/4-0CHILD/4-8MANA/004005.DOC

Approved by: Executive Director Number: 4.8 - 006

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that each child in the Society’s care, at a level of the child’s ability and at a practical level, shall have the right:
   1. to participate in his/her Plan of Care;
   2. to be consulted to the extent where this is practical given the child’s level of understanding, whenever significant decisions concerning the child’s care are made; and
   3. to be informed of, in a language suitable to his/her level of understanding of his/her rights as stated in the Child and Family Services Act;
2. The Society shall enact procedures to ensure that each child in care has a right to be involved in his/her “Plan of Care”, that the child is informed of his/her rights, and is consulted on all major decisions affecting him/her.

source for 4.8 - 006
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/006.DOC
/4-0CHILD/4-8MANA/006.DOC

Approved by: Executive Director Number: 4.8 - 006.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. Upon admission, or shortly thereafter, the children’s worker will inform the child of his/her right:
   1. to a Plan of Care and to participate in the development of his/her plan of care and any changes made to it;
   2. to be consulted and allowed to express their views, to the extent where this is practical given the child’s level of understanding, whenever significant decisions concerning the child’s care are made such as decisions with respect to medical treatment, religion, education, as well as decisions with respect to the child’s discharge from placement and transfer to another placement;
   3. to be informed of, in a language suitable to his/her level of understanding of:
      1. his/her rights as stated in the Child and Family Services Act;
      2. the Society’s internal complaints procedure as well as the right to further review by an independent appointee of the Ministry of Community and Social Services;
      3. the existence and the purpose of the:
         • “Office of Child and Family Advocate”;
         • “Residential Placement Advisory Committee”;
         • “Children’s Services Review Board”;
         • “Ontario Ombudsman”;
      4. the child’s responsibilities while in care (4.11 - 028.005); and
      5. the rules governing day-to-day operation of the residential service, including disciplinary procedures.
2. The children’s worker will:
   1. will complete a plan of care within twenty-one days of the child’s admission to placement a in consultation with:
      1. the child, to the extent where this is practical given the child’s level of understanding;
      2. the child’s parents where appropriate; and
      3. the foster parents or service provider.
3. When reviewing the child’s rights with the foster parents, upon the placement of the child the children’s worker may use this instance if appropriate to review with the foster parents the child’s right to be informed and consulted on decisions affecting him/her.
4. The children’s worker will, during his visits with the child:
   1. discuss with the child, any concerns he/she may have about the degree to which he/she feels informed and consulted about decisions affecting him/her; and
   2. review with the child, on a regular basis, his/her rights and obligations while in care.
5. If the child complains to the worker that he/she is not informed or consulted about decisions affecting him/her, or that his/her rights are not being respected, the children’s worker will investigate and take appropriate action.

source for 4.8 - 006.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/006005.DOC
/4-0CHILD/4-8MANA/006005.DOC

Approved by: Executive Director Number: 4.8 - 008

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that, each child in the Society’s care shall have the opportunity to participate in:
   1. recreational and athletic activities appropriate for his/her aptitudes, interests, and community setting; and
   2. cultural activities, heritage and traditions related to the child’s family background.
2. The Society shall enact procedures to ensure that each child in care has such opportunities.

source for 4.8 - 008
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/008.DOC
/4-0CHILD/4-8MANA/008.DOC

Approved by: Executive Director Number: 4.8 - 008.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The Society will ensure that foster parent applicants, as part of their training will receive information which relates to a child’s right to have to participate in:
   1. recreational and athletic activities appropriate for his/her aptitudes, interests, and community setting; and
   2. cultural activities, heritage and traditions related to the child’s family background.
2. The children’s worker will provide the foster parents with a copy of the child’s plan of care where his/her desire to participate in recreational and athletic activities appropriate for him/her has been identified as well as the child’s wish to participate in cultural activities, heritage and traditions related to the child’s family background.
3. When reviewing the child’s rights with the foster parents, upon the placement of the child the children’s worker may use this instance if appropriate to review with the foster parents the child’s stated wish:
   1. to have an opportunity to participate in recreational and athletic activities appropriate for his/her aptitude and interests; and
   2. to participate in cultural activities, heritage and traditions related to the child’s family background.
4. The children’s worker will discuss with the child, during “private visits” his/her participation in recreational, athletic, and cultural activities.
5. If the child complains to the worker about his/her lack of opportunity to participate in recreational, athletic, and cultural activities, the children’s worker will investigate and take appropriate action.

source for 4.8 - 008.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/008005.DOC
/4-0CHILD/4-8MANA/008005.DOC

Approved by: Executive Director Number: 4.8 - 010

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that each child in the Society’s care shall be informed of the day to day house rules of the foster home chosen for him/her.
2. The Society shall enact procedures to ensure that each child in care has been informed of he day to day house rules of the foster home chosen for him/her.

source for 4.8 - 010
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/010.DOC
/4-0CHILD/4-8MANA/010.DOC

Approved by: Executive Director Number: 4.8 - 010.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker will ensure that during pre-placement and following placement, the child has been informed of the day to day house rules of the home chosen for him/her.
2. When reviewing the child’s rights with the foster parents, upon the placement of the child the children’s worker may use this instance if appropriate to review with the foster parents the child’s right to know the day to day house rules of the home.
3. The children’s worker will discuss with the child, during “private visits” his/her knowledge of the day to day house rules.
4. If the child complains to the worker about his/her lack of knowledge of the day to day house rules, the children’s worker will investigate and take appropriate action.

source for 4.8 - 010.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/010005.DOC
/4-0CHILD/4-8MANA/010005.DOC

Approved by: Executive Director Number: 4.8 - 012

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that each child in the Society’s care shall be informed of the disciplinary practices followed in the home, including the prohibition of the use of corporal punishment.
2. It is the policy of the Society that no service provider or agent of a service provider, including a foster parent, shall inflict corporal punishment on a child or permit corporal punishment to be inflicted on a child in the course of the provision of service to a child.
3. The Society shall enact procedures to ensure that each child in care:
   1. is informed of the disciplinary practices followed in the home; and
   2. the prohibition of the use of corporal punishment.

source for 4.8 - 012
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/012.DOC
/4-0CHILD/4-8MANA/012.DOC

Approved by: Executive Director Number: 4.8 - 012.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The Society will ensure that foster parent applicants, as part of their training will receive information concerning:
   1. appropriate disciplinary practices; and
   2. the prohibition of the use of corporal punishment (7.6 - 012).
2. The children’s worker will ensure that the child is informed of the disciplinary practices of the home as well as the prohibition of the use of corporal punishment.
3. When reviewing the child’s rights with the foster parents, upon the placement of the child the children’s worker may use this instance if appropriate to review with the foster parents the prohibition of the use of corporal punishment.
4. The children’s worker will discuss with the child, during “private visits” the disciplinary practices followed in the home as well as the prohibition of the use of corporal punishment.
5. If the child complains to the worker about unacceptable disciplinary practices or the use of corporal punishment, the children’s worker will investigate and take appropriate action.

source for 4.8 - 012.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/012005.DOC
/4-0CHILD/4-8MANA/012005.DOC

Approved by: Executive Director Number: 4.8 - 014

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. A physical restraint is only to be used in situations where the safety of the child or other persons is immediately at risk.
2. A physical restraint can only be administered by persons who are trained in behavior management techniques, including the use of physical restraints, and should only be used after less intrusive behavioral interventions have been considered and, where appropriate attempted first.
3. Only those individuals associated with the agency who have been trained in non-violent crisis intervention or alternative agency approved physical restraint intervention will use physical restraints on a child. There will be a degree of reason in instituting this policy as all parents must be in a position to re-direct a child who may be facing a dangerous situation (i.e. running onto the street).

* For the purpose of this policy, a physical restraint is defined as the physical control of a child by one or more persons to safely restrict the movement of a child, using one or a variety of holding techniques, with the least amount of force necessary to inhibit the ability of the child to move freely.

source for 4.8 - 014
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/014.DOC
/4-0CHILD/4-8MANA/014.DOC

Approved by: Executive Director Number: 4.8 - 014.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The use of physical restraints is only to be used in situations where the safety of the child or other persons is immediately at risk.
2. Physical restraints are only to be used as a response to immediate safety concerns and not as a “therapeutic tool”.
3. Physical restraints are never to be used as punishment.
4. Physical restraints should only be used after less intrusive behavioural interventions have been considered and deemed to be an inappropriate response to the circumstances.
5. The decision to use a physical restraint should be made on a case by case basis and take into account the following: a child’s health condition; whether the child is taking medication and if so, whether the use of a physical restraint would be an appropriate response; the child’s age; developmental stage;’ and social history.
6. Upon any use of physical restraints, it will be documented in a child’s file and defined as a serious occurrence.

source for 4.8 - 014.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/014005.DOC
/4-0CHILD/4-8MANA/014005.DOC

Approved by: Executive Director Number: 4.8 - 016

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that no service provider or agent of a service provider, including a foster parent, shall detain a child or permit a child to be detained in locked premises in the course of the provision of service to a child, except where authorized under the Young Offenders Act.
2. It is the policy of the Society that detaining in locked premises shall not refer to routine locking of premises at night but rather shall refer to the use of locked premises to discipline, punish, or detain a child.
3. The Society shall enact procedures to ensure that each child in care is protected from detention in locked premises.

source for 4.8 - 016
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/016.DOC
/4-0CHILD/4-8MANA/016.DOC

Approved by: Executive Director Number: 4.8 - 016.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The Society will ensure that foster parent applicants, as part of their training will receive information concerning the prohibition of detention in locked premises.
2. The children’s worker will ensure that the child is informed of the disciplinary practices of the home as well as his/her right to be protected from detention in locked premises.
3. When reviewing the child’s rights with the foster parents, upon the placement of the child the children’s worker may use this instance if appropriate to review with the foster parents the prohibition of detention in locked premises.
4. The children’s worker will discuss with the child, during “private visits” the prohibition of detention in locked premises.
5. If the child complains to the worker about being detained in locked premises, the children’s worker will investigate and take appropriate action.

source for 4.8 - 016.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/016005.DOC
/4-0CHILD/4-8MANA/016005.DOC

Approved by: Executive Director Number: 4.8 - 018

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that each child in the Society’s care shall have the right to religious instruction and participate in the religious activities of his/her choice subject to any retained rights of his/her parents to direct the child’s religious upbringing.
2. It is the policy of the Society that, whenever possible, a child shall be placed in a foster home which shares the same religion as the child.
3. The Society shall enact procedures to ensure that each child in care has the right to religious instruction.

source for 4.8 - 018
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/018.DOC
/4-0CHILD/4-8MANA/018.DOC

Approved by: Executive Director Number: 4.8 - 018.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The Society will ensure that foster parent applicants, as part of their training will receive information concerning the child’s right to choose to have religious instruction and participate in religious activities of the religion of the child’s choice unless the parent or the court has specified otherwise.
2. When the child and foster parents do not share the same religion and:
   1. where the child comes from a strong religious background, the children’s worker will ensure that every effort be made to see that the child’s spiritual development is continued with the church of his/her faith; and
   2. where the child does not have a strong religious background, the children’s worker will ensure that the child be invited to participate in the foster family’s religious activities with the consent of the child and, where applicable, the child’s parents.
3. Where the foster parents are not associated with an organized church, the children’s worker will ensure that the child be given the opportunity and invitation to participate in activities which will aid his/her spiritual growth within the community in which the child is living.
4. When reviewing the child’s rights with the foster parents, upon the placement of the child the children’s worker may use this instance if appropriate to review with the foster parents the child’s right to religious instruction.
5. The children’s worker will discuss with the child, during “private visits” the child’s religious instruction.
6. If the child complains to the worker that he/she is unable to practice his right to religious instruction, the children’s worker will investigate and take appropriate action.

source for 4.8 - 018.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/018005.DOC
/4-0CHILD/4-8MANA/018005.DOC

Approved by: Executive Director Number: 4.8 - 020

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that each child in the Society’s care shall have the right:
   1. to reasonable privacy; and
   2. to possession of his/her own personal possessions.
2. The Society shall enact procedures to ensure that each child in care has the right to reasonable privacy and personal possessions.

source for 4.8 - 020
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/020.DOC
/4-0CHILD/4-8MANA/020.DOC

Approved by: Executive Director Number: 4.8 - 020.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The Society will ensure that foster parent applicants, as part of their training will receive information concerning the child’s right:
   1. to reasonable privacy; and
   2. to personal possessions (4.7 - 026).
2. When reviewing the child’s rights with the foster parents, upon the placement of the child the children’s worker may use this instance if appropriate to review with the foster parents the child’s right to reasonable privacy and personal possessions.
3. The children’s worker will discuss with the child, during “private visits” the child’s degree of privacy and his/her personal possessions.
4. If the child complains to the worker that he/she has no privacy or is unable to have personal possessions, the children’s worker will investigate and take appropriate action.

source for 4.8 - 020.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/020005.DOC
/4-0CHILD/4-8MANA/020005.DOC

Approved by: Executive Director Number: 4.8 - 022

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that each child in the Society’s care shall, dependent of available funding, have the right to an education appropriate for his aptitudes and interests, within the community setting whenever possible.
2. The Society shall enact procedures to ensure that each child in care has the right to an adequate education.

source for 4.8 - 022
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/022.DOC
/4-0CHILD/4-8MANA/022.DOC

Approved by: Executive Director Number: 4.8 - 022.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The Society will ensure that foster parent applicants, as part of their training will receive information concerning the child’s right to an adequate education designed to meet his/her unique needs.
2. The child’s natural parents retain the right to direct the child’s education unless the child is in the care of the Society under a court order.
3. The children’s worker will:
   1. prepare an education plan for each child in care;
   2. ensure that the child receives an education which corresponds to his/her aptitudes and abilities;
   3. avoid as much as possible placements which are disruptive to a child’s education;
   4. contact the teacher and other school personnel at least quarterly, but more often if necessary, to assess the child’s adjustment and progress in school; and
   5. will explore, when recommended, remedial assistance and tutorial assistance whenever possible.
4. When reviewing the child’s rights with the foster parents, upon the placement of the child the children’s worker may use this instance if appropriate to review with the foster parents the child’s right to adequate education.
5. The children’s worker will discuss with the child, during “private visits” the child’s education.
6. If the child complains to the worker that his/her educational needs are not being met, the children’s worker will investigate and take appropriate action.

source for 4.8 - 022.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/022005.DOC
/4-0CHILD/4-8MANA/022005.DOC

Approved by: Executive Director Number: 4.8 - 024

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that each child in the Society’s care shall have the right to regular medical and dental care as required:
   1. by the child’s medical and dental needs; and
   2. by the Child and Family Services Act and Regulations;
   3. by the Ministry Standards; and
   4. the Society’s’ polices and procedures.
2. It is the policy of the Society that a child in care shall also be provided with hearing, vision, psychological and psychiatric examinations as required.
3. The Society shall enact procedures to ensure that each child in care has the right to adequate medical and dental care.

source for 4.8 - 024
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/024.DOC
/4-0CHILD/4-8MANA/024.DOC

Approved by: Executive Director Number: 4.8 - 024.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The Society will ensure that foster parent applicants, as part of their training will receive information concerning the child’s right to adequate medical and dental care.
2. The children’s worker will be aware that the child’s natural parents retain the right to refuse to consent to medical treatment of their child unless:
   1. the child is in the care of the Society by an order of the court; or
   2. the parent’s refusal to consent to the treatment for the child places the child at risk (5.4 - 002.035).
3. The children’s worker will ensure that the child’s heath care needs are addressed within the requirements of regulations and Ministry standards, being:
   1. children are medically examined by a physician on admission to care, and where emergency placements or exceptional circumstances prevent this, the child will be examined within seventy-two hours;
   2. children are medically examined annually and at the time of discharge, and medical examinations include a basic assessment of hearing, vision, and where necessary, an outline of treatment recommendations and outcomes;
   3. children are to receive a dental examination within ninety days of admission, unless previous examination occurred within three months of the admission;
   4. children are given a dental examination annually thereafter;
   5. a cumulative record of the medical and dental examinations and treatments are maintained in the child’s casefile, including information about the type and dosage of prescription drugs, the period for which they were prescribed, and the name of the person administering medication;
   6. the child’s care provider is given information as required in regulations and Ministry standards about the child’s health issues such as:
      1. treatment;
      2. medication;
      3. allergies;
      4. physical illness;
      5. communicable or contagious disease; and
      6. symptoms or indications of the same;
   7. a program of immunization in accordance with legislation and schedules specified by the local Public Health Unit is in place and recorded in the child’s casefile;
   8. psychological or psychiatric assessments and/or related treatments are provided for each child in case in accordance with the child’s needs, as required by Ministry regulations and standards;
   9. where a child is prescribed a psychotropic drug, as listed under the provisions of the Child and Family Services Act, the appropriate approval or consent is given and a copy of the consent is on the child’s casefile, and the administration of any psychotropic drug is documented in the child’s casefile and reviewed quarterly (4.7 - 018).
4. The children’s worker will discuss with the child, during “private visits” the child’s medical and dental needs.
5. If the child complains to the worker that his/her medical and/or dental needs are not being met, the children’s worker will investigate and take appropriate action.

source for 4.8 - 024.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/024005.DOC
/4-0CHILD/4-8MANA/024005.DOC

Approved by: Executive Director Number: 4.8 - 026

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that each child in the Society’s care shall have the right to receive and send mail that is not read, examined, or censored.
2. It is the policy of the Society that incoming mail shall only be opened and read where the Society believes the contents will cause the child harm.
3. The Society shall enact procedures dealing with the opening of a child’s mail.

source for 4.8 - 026
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/026.DOC
/4-0CHILD/4-8MANA/026.DOC

Approved by: Executive Director Number: 4.8 - 026.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The Society will ensure that foster parent applicants, as part of their training will receive information concerning the child’s right to:
   1. send mail that is not read, examined, or censored; and
   2. receive mail that is not opened and examined except where the Society believes that the content will cause harm;
   3. and in such cases, the mail is to be opened and examined only the child’s children’s worker.
2. Upon admission, the children’s worker will ensure that the child understands:
   1. that all outgoing mail will not be read, examined, nor censored;
   2. that incoming mail, may, in “special circumstances”, be opened and examined, by the children’s worker;
   3. what the Society means by “special circumstances” and
   4. that in no circumstances will mail addressed to the child be opened, read, or censored when such mail is from the child’s lawyer.
3. The children’s worker will open, read, or examine a child’s mail when the children’s worker believes:
   1. the contents may be dangerous and harm the child; or
   2. the contents may be prohibited.
4. The children’s worker will:
   1. open, read or examine a child’s mail only in presence of the child;
   2. read and remove any items deemed to be dangerous, harmful or prohibited;
   3. will then give the mail to the child;
   4. epenthesis
   5. will record in the child’s casefile:
      1. the opening, reading, examining, and where applicable the removal of any content from a child’s mail;
      2. the reasons which supported the children’s worker’s decision to open, read, and examine the child’s mail.
5. The children’s worker will discuss with the child, during “private visits” the child’s access to mail.
6. If the child complains to the worker that his/her right to send and receive mail is not being respected, the children’s worker will investigate and take appropriate action.

source for 4.8 - 026.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/026005.DOC
/4-0CHILD/4-8MANA/026005.DOC

Approved by: Executive Director Number: 4.8 - 028

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that each child in the Society’s care shall have the right to speak in private with any persons identified in the Child and Family Services Act unless such access has been restricted by a court order.
2. The Society shall enact procedures dealing with the child’s right to speak in private.

source for 4.8 - 028
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/028.DOC
/4-0CHILD/4-8MANA/028.DOC

Approved by: Executive Director Number: 4.8 - 028.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The Society will ensure that foster parent applicants, as part of their training will receive information concerning the child’s right speak in private with:
   1. his/her parents unless access is restricted by a court order or deemed necessary by the Society;
   2. his/her solicitor or other person representing him/her;
   3. a representative of the “Office of Child and Family Services Advocate”;
   4. the provincial ombudsman and members of his her staff;
   5. a member of the Legislative Assembly of Ontario;
   6. a member of the Parliament of Canada; and
   7. his/her children’s worker.
2. The children’s worker will discuss with the child, during “private visits” the child’s permission to speak in private to the above persons.
3. If the child complains to the worker that his/her right to meet privately with the above named persons is not being respected, the children’s worker will investigate and take appropriate action.

source for 4.8 - 028.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/028005.DOC
/4-0CHILD/4-8MANA/028005.DOC

Approved by: Executive Director Number: 4.8 - 030

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that each child in the Society’s care shall, in addition to having his/her rights explained, shall also have his/her responsibilities while in care explained.
2. The Society shall enact procedures dealing with the responsibilities of children in care.

source for 4.8 - 030
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/030.DOC
/4-0CHILD/4-8MANA/030.DOC

Approved by: Executive Director Number: 4.8 - 030.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The Society will ensure that foster parent applicants, as part of their training will receive information concerning the child’s responsibilities while in care.
2. The children’s worker will explain to the child upon his/her admission to care or as soon thereafter as possible, not only of his/her rights, but also of his/her responsibilities while in the care of the Society.
3. These responsibilities are:
   1. letting the foster parent(s) or children’s worker know when having a problem;
   2. sharing information with the children’s worker;
   3. follow the rules of the foster home or residential setting;
   4. attending school regularly and giving your best effort;
   5. keeping the foster parent or residential setting informed as to his/her whereabouts;
   6. keeping in touch with his/her children’s worker on a regular basis;
   7. showing respect for other people’s property;
   8. showing respect for other peoples’ differences in religion, culture, language, race, or mental or physical ability;
   9. keeping him/herself, and his/her room, and his/her possessions clean and in order;
   10. being helpful to others in the house;
4. The children’s worker will discuss with the child, during “private visits” the child’s responsibilities while in care.
5. If the children’s worker has complaints that the child is not living-up to his/her responsibilities while in care, the worker will investigate and take appropriate action.

source for 4.8 - 030.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-8MANA/030005.DOC
/4-0CHILD/4-8MANA/030005.DOC

4.9 - 000 Management of Records of Children in Care

4.9 - 002 Child Care Records
4.9 - 002.005 Contents of Child Care Record
4.9 - 004 Review of Child’s Plan of Care
4.9 - 006 Confidentiality of Child Care Records
4.9 - 006.005 Confidentiality of Child Care Records
4.9 - 006.010 Client Request for Access and Disclosure
4.9 - 006.015 Access and Disclosure with and without Consent
4.9 - 006.020 Access by Summons/Subpoena or by a Search and Seizure
4.9 - 008 Retention of Child Care Records
4.9 - 008.005 Management and Storage of Child Care Records

source for 4.9 - 000
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-9TRAN/Index.DOC
/4-0CHILD/4-9TRAN/Index.DOC

Approved by: Executive Director Number: 4.9 - 002

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that the Society shall maintain a written file of every child in its care which shall be secure and confidential.
2. The Society shall enact procedures dealing with:
   1. the information to be collected in child care records;
   2. the management of these child care records within the parameters established in legislation, regulations, and Ministry standards and guidelines;
   3. the review, within the time frame established in legislation, regulations, and Ministry standards and guidelines, the child’s plan of care, assessment reports, and all case file materials.
   4. confidentiality of, and disclosure of child care records;
   5. access to child care records; and

      elision retention and storage of child care records.

source for 4.9 - 002
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-9TRAN/002.DOC
/4-0CHILD/4-9TRAN/002.DOC

Approved by: Executive Director Number: 4.9 - 002.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The content of a child care record includes, as required in regulations, Ministry standards, and the policy of the Society:
   1. admission and placement documentation:
      1. child’s full name, sex, and date of birth;
      2. name, address, and phone number of the child’s parents or other person placing the child;
      3. name, address, and phone number of the person with whom the child is placed;
      4. any personal, family, social and medical histories prepared or provided by the placing agency or prepared by the Society, including the child’s placement assessment needs (4.5 - 015);
      5. reason for admission;
      6. reports of all medical and dental examinations and treatments given the child upon admission;
      7. any legal document concerned with the child’s admission to care, including consents to admission, treatment and release of information, wardship orders, consents to adoption signed by birth parents (including report of the Office of the Children’s Lawyer if parent is a minor);
      8. a copy of plans made with the natural parents;
      9. if the child has money in trust, the name and address of the trustee and the amount of money held in trust
      10. school information including copies of all school reports;
      11. child’s immunization record and health card;
   2. recording of care plans and reviews where applicable:
      1. the plan of care developed for the child and particulars of any review of the plan of care;
      2. school reports where applicable;
      3. copy of the plans made to meet the needs of the child if they cannot be met in the foster home;
      4. a copy of evaluations made and plans provided by any professional, school, clinic or hospital services;
      5. psychological, psychiatric, educational and other reports pertaining to the functioning and/or care of the child;
      6. reports of any case conferences respecting the child;
      7. reports of any serious occurrences involving the child;
      8. documentation of the circumstances of a transfer of worker or a change in placement, as well as the name of the new worker and the name, address and telephone number of the new placement;
      9. reports of all medical and dental examinations and treatments given the child while in care;
      10. casenotes pertaining to the child in care;
      11. assessment and decision made concerning continued care and maintenance;
      12. quarterly and annual reviews;
   3. preparation for discharge:
      1. the plan developed with the child upon his/her reaching the age of fifteen;
      2. the discharge plan developed with the child, as well as any assessment made concerning the child’s independence skills;
      3. if the child is being discharged before the age of eighteen, the name address and the person’s relationship to the child, as well as a copy of the assessment made of this person’s plan.
      4. the after care casework plan;
      5. discharge medical and dental where applicable;
      6. discharge report where applicable;
      7. the child’s exit interview where applicable;
   4. the following additional material may be included in the child’s casefile:
      1. consent forms,(dated, time limited, specific consent forms) signed for medical treatment(s), school activities, field trips, out of province travel, etc.;
      2. agreements signed with respect to organizations and/or individuals providing a service or care to the child, such as “Temporary Care Agreement”, maintenance agreements;
      3. reports, and updated information concerning the child such as photographs school reports, family photos, etc.;
      4. financial information regarding the arrangements made for the management of money by or for the child, including allowances, gifts, earnings, etc.
      5. copies of certificates such as:
         • certified copy of the child’s “Statement of Live Birth”;
         • copy of the child’s baptismal certificate;
         • photocopy of the child’s health card;
      6. copies of correspondence;
      7. copies of documentation relating to past admissions if applicable;
      8. any other documents or reports which relates to the child in care.
2. Review dates and any changes in the plan of care are recorded in the child’s file; a supervisor examines the child’s file at time of review and/or discharge from care and signs and dates the record.

source for 4.9 - 002.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-9TRAN/002005.DOC
/4-0CHILD/4-9TRAN/002005.DOC

Approved by: Executive Director Number: 4.9 - 004

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that the child’s “plan of care” shall be reviewed:
   1. at least every three months or when there is a change in the child’s placement;
   2. with the participation of:
      1. the child;
      2. the child’s family;
      3. foster parents; and
      4. where the child is an Indian or native person, the band;
   3. when one or more of the required participants are not involved in the review, the reason shall be noted in the child’s case file.

source for 4.9 - 004
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-9TRAN/004.DOC
/4-0CHILD/4-9TRAN/004.DOC

Approved by: Executive Director Number: 4.9 - 006

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that children in care shall have the right to confidentiality regarding information, both verbal and written about them.
2. It is the policy of the Society that information contained in child care records shall be available:
   1. to the child twelve years of age or older upon the child’s request;
   2. to the legal guardian of the child, unless the child care record refers to counselling services provided to a child age twelve and over in which case the child’s consent shall be required;
   3. to the child’s foster parent(s) when they have signed a statement of confidentiality;
   4. to other agencies, professionals, or hospitals when authorization has been given following written consent to release of information by:
      1. the child if sixteen years of age or older;
      2. the child if twelve years of age or older and the child care record refers to counselling services provided to the child;
      3. otherwise by the child’s legal guardian;
3. It is the policy of the Society that written consent to the transfer of information to any other agency, (including a treatment centre, other children’s aid societies or caregivers), shall be obtained from:
   1. the child if sixteen years of age or older;
   2. the child if twelve years of age or older and the child care record refers to counselling services provided to the child;
   3. otherwise by the child’s legal guardian;
4. It is the policy of the Society that no information regarding children in care, or pictures of children in care, shall be permitted or given to any media without prior approval of a supervisor.
5. It is the policy of the Society that a child’s picture or an interview with a child used for publication purposes shall conform to the policy (4.6 - 020);
6. It is the policy of the Society that:
   1. all employees of the Society, the Board of Directors, Committee members, foster parents, volunteers, students, shall:
      1. sign an oath of confidentiality, and
      2. abide by this policy.
7. The Society shall enact procedures addressing:
   1. confidentiality of case records;
   2. client request for access and disclosure;
   3. access and disclosure of case information without consent;
   4. access by summons/subpoena or by a Search and Seizure Order;

source for 4.9 - 006
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-9TRAN/006.DOC
/4-0CHILD/4-9TRAN/006.DOC

Approved by: Executive Director Number: 4.9 - 006.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker, understanding that each child care record has been designated as a confidential record, will:
   1. ensure that written information is not left on desks or filing cabinets, or other places where it would be available to the public or other clients;
   2. ensure that all records and other documents are either kept in the filing room or in a locked filing cabinet when worker is out of the office;
   3. ensure that discarded paper work containing client information is shredded;
   4. ensure that any client information is shared only within the privacy of an office or other such areas where confidentiality can be maintained;
   5. ensure that client information is not removed from the Society’s property without a manager’s approval;
   6. ensure that transportation of client information is done only by employees of the Society unless alternate methods have been approved by the Executive Director or designate;
   7. ensure that when transporting client information, such material must be maintained in a safe, secure, and confidential manner;
   8. ensure that when using a home computer to complete Society related tasks, that separate diskettes be used and that no client information be saved on the children’s worker’s home computer.

source for 4.9 - 006.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-9TRAN/006005.DOC
/4-0CHILD/4-9TRAN/006005.DOC

Approved by: Executive Director Number: 4.9 - 006.010

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. In order to ensure compliance with the Policy on Confidentiality, in all instances where a person is requesting access or disclosure to his/her child care records, the children’s worker will:
   1. discuss with the person the specific nature of the request as well as the parameters of access. The parameters include:
      1. third parties’ names will not be released;
      2. information to be shared will be relative to the child only;
      3. information that would be considered harmful to the child or to the emotional or physical health of a third party may be withheld; and
      4. external reports/assessments will not be shared, but the names of authors and dates of assessments may be provided;
      5. information related to any other person other than the child can only be shared with that person’s consent;
   2. request two pieces of identification unless the person is known to the children’s worker;
   3. inform the person that his/her request:
      1. is to be forwarded in writing; and
      2. will be discussed with a supervisor prior to granting access;
   4. generally access will be provided through the review of the file content with the client.
      • The children’s worker will:
      1. review the file to determine if any information exists that cannot be disclosed;
      2. prepare a written chronological summary of the casefile if deemed appropriate;
      3. stamp the written chronological summary (Confidential) prior to releasing the document to the person;
      4. schedule an appointment with the person to either:
         • review the file contents; the person may make notes, however no photocopies of the file’s content will be made; or
         • where a summary was prepared, such should be presented/given to the person by a worker where feasible;
      5. offer interpretative counselling if applicable;
      6. inform the person:
         • if information was withheld and the reasons for withholding the information; and
         • of the Society’s complaint procedure (5.1 - 010);
   5. if the person indicates that the information contained in the casefile is in error, the children’s worker will:
      1. amend the information and notify each person to whom the original information was sent; or
      2. refuse to amend the information and inform him/her of the Society’s complaint procedure (5.1 - 010);
   6. the children’s worker will document in the casefile:
      1. the request for access or disclosure and the nature of the request;
      2. consultation with a supervisor;
      3. decision made as to request;
      4. outcome, specifying how and when access was granted;
      5. the offer of interpretative counselling and the client’s response.
   7. The children’s worker will ensure that the casefile contains copies of related correspondence where applicable, a copy of the written summary.

source for 4.9 - 006.010
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-9TRAN/006010.DOC
/4-0CHILD/4-9TRAN/006010.DOC

Approved by: Executive Director Number: 4.9 - 006.015

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. In order to comply with the Policy on Confidentiality, the children’s worker will disclose information from a child care record without consent to the following:
   1. employees and agents of the Society where the information pertains to the performance of their duties;
   2. foster parent(s) where the child(ren) is/are in their care and where the information is relevant to the provision of care;
   3. the police, during an investigation of alleged child abuse;
   4. to a person providing medical treatment where failure to disclose is likely to cause the subject or other person(s) serious physical or emotional harm and where the need for disclosure is urgent;
   5. to a Child Abuse Review Team (5.1 - 008);
   6. to an external researcher, subject to the approval by the Executive Director;
   7. to the Director of Child Welfare and/or a Program Supervisor or to another person at the request of a Program Supervisor;
   8. to another Children’s Aid Society where the Society is:
      1. supervising a ward;
      2. supervising a Supervision order on our behalf; or
      3. conducting an abuse investigation;
      4. involved in a case where a child may be in need of protection;
   9. epenthesis
   10. to the Board of Directors or a designated committee where otherwise it would be impossible for the Board to carry out its duties;
   11. to the Indian Band Representative where Court action has been taken by the Society with respect to a Native child;
   12. to the Department of Indian and Northern Affairs when information is required to register an individual for band status;
   13. to the child’s legal counsel in any court action where:
       1. the Society is a party under the Child and Family Services Act;
       2. the Society is not a party but the child is in the care of the Society (Young Offenders Act);
   14. to the legal counsel of any party in a court proceeding where the Society is a party (CFSA).
2. In all instances where a request is received for disclosure of case information without consent, the children’s worker will:
   1. determine the specific nature of the request;
   2. inform the caller that his/her request will be discussed with a supervisor prior to disclosure;
   3. where disclosure is deemed appropriate, review the casefile and:
      1. where deemed appropriate prepare a chronological summary of the information for the person(s) or Society requesting the information; the summary will not identify referral sources, or third parties who provided information to the Society and review the summary with the manager and stamp summary (confidential) prior to release;
      2. meet with the manager to determine if the file should be provided in its physical form;
   4. schedule a meeting with the person to review the casefile.
   5. if the caller is a solicitor, refer him/her to the Society’s solicitor;
      1. refer the legal counsel to the Society’s solicitor;
      2. if the Society’s solicitor recommends disclosure, obtain from the legal counsel a written undertaking stating he/she will not disclose confidential information to anyone, including his/her client gained from viewing the file such as:
         • names, addresses, phone number of foster parents;
         • referral sources;
         • Society children’s workers;
         • any third party and collateral information;
      3. if the legal counsel has signed the undertaking, the administrative support unit will:
         • schedule an appointment with the legal counsel review the physical file; and
         • if requested by the legal counsel, photocopy the casefile or sections thereof; and forward these photocopies to the solicitor at cost.
3. epenthesis
4. The children’s worker will document in the casefile:
   1. the request for access or disclosure without consent;
   2. the nature of the request;
   3. consultation with a supervisor;
   4. decision made as to request;
   5. outcome, specifying how and when access was granted.
5. The children’s worker will ensure that the casefile contains, where applicable:
   1. copies of related correspondence; and
   2. copy of written summary.

source for 4.9 - 006.015
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-9TRAN/006015.DOC
/4-0CHILD/4-9TRAN/006015.DOC

Approved by: Executive Director Number: 4.9 - 006.020

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. Upon receipt of request for a casefile through a Summons or Subpoena, the children’s worker will:
   1. inform his/her manager immediately;
   2. review the casefile to determine if:
      1. the file contains any information deemed to be irrelevant to the case before the court (i.e. information on other persons which does not relate to the issues before the court, foster parents); and/or
      2. the file contains information which may be harmful to the individual(s), etc..; and
   3. advise his/her manager if it is determined that the file does contain information considered inappropriate to the situation. The Society will then argue before the court as to why the complete file should not be produced.
2. Unless other arrangements are made, the children’s worker identified in the summons/subpoena, will attend court with the file on the date and time specified on the summons/subpoena.
3. The children’s worker will document in the casefile:
   1. the date of the summons/subpoena;
   2. consultation with the manager;
   3. date the file was produced in court.
4. The children’s worker will ensure that the casefile contains:
   1. copies of the summons/subpoena; and if where applicable;
   2. copies of related correspondence.
5. Upon presentation of an Order of Search and Seizure, the children’s worker will:
   1. inform his/her manager immediately;
   2. ensure that the contents of the casefile are photocopied; and
   3. hand the casefile to the Police in a sealed envelope.
6. The children’s worker will:
   1. document receipt of the Order for Search and Seizure;
   2. action taken, including consultation with a manager.
7. The children’s worker will ensure that:
   1. a copy of the Order for Search and Seizure; and if applicable
   2. copies of related correspondence
   are filed in the original file upon its return.

source for 4.9 - 006.020
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-9TRAN/006020.DOC
/4-0CHILD/4-9TRAN/006020.DOC

Approved by: Executive Director Number: 4.9 - 008

Date: January 31, 2005

Revised: October 5, 2005

Policy:

1. It is the policy of the Society that all child care records including case notes and correspondence, shall be retained indefinitely;
2. It is the policy of the Society that once child care records are closed:
   1. they shall be stored in a locked file area; and
   2. epenthesis
   3. epenthesis
   4. access to these closed records shall be granted only pursuant to the Society’s policy on confidentiality (5.1 - 002) and (4.12 - 015)
3. The Society shall enact procedures dealing with the storage of child care records.

source for 4.9 - 008
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-9TRAN/008.DOC
/4-0CHILD/4-9TRAN/008.DOC

Approved by: Executive Director Number: 4.9 - 008.005

Date: January 31, 2005

Revised: October 5, 2005

Procedure:

1. The children’s worker will ensure that:
   1. all recording and progress reports are typed;
   2. all hand written documentation is clear and legible;
   3. when absent from the office due to holidays, leave of absence longer than five days:
      1. that all recording, and casenotes are up to date; and
      2. all recording, progress notes, casenotes, correspondence and other case related material are returned to the casefile.
2. The children’s worker’s manager will ensure that prior to the children’s worker’s leaving his/her employment with the Society:
   1. that all recording, and casenotes are up to date; and
   2. all recording, progress notes, casenotes, correspondence and other case related materials are returned to the casefile.
3. The children’s worker will ensure that all his/her casefiles are kept complete and in order.
4. Prior to filing a closed file, the children’s worker will review the casefile; and ensure that:
   1. all duplicated material has been removed;
   2. all non casework material such as phone message slips has been removed;
   3. all the sections of the file, including casenotes are present and in order; and
   4. the contents of the file are secured in some effective manner.
5. The children’s worker will ensure that the casefile will be stored in locked central filing.

source for 4.9 - 008.005
/1-0ADOPT/HP CAS P&P/4-0CHILD/4-9TRAN/008005.DOC
/4-0CHILD/4-9TRAN/008005.DOC