Family Services

Huron-Perth Children's Aid Society

Policy and Procedure Manual

5.0 Family Services

5.0 - 002 Family Services

5.0 - 004 Respect of Client

5.1 Associated Policies

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.0 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/00 FAMILY.DOC
/5-0FAMIL/00 FAMILY.DOC

Table of Content

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 5.0 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/00FAMILY.DOC
/5-0FAMIL/00FAMILY.DOC

Approved by: Executive Director Number: 5.0 - 002

Date: January 31, 1998

FAMILY SERVICES
General Policy

Policy:

It is the policy of the Society that all family 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.
It is also the policy of the Society that all family services provided by the Society shall endeavour to ensure that such services reflect the principles defined in the Society’s mission statement. The mission of the Huron-Perth Children’s Aid Society is “Working together to build a brighter future for children and families.”

source for 5.0 - 002
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-0 GENERAL/5.0 - 0002.DOC
/5-0FAMIL/5-0 GENERAL/5.0 - 0002.DOC

Approved by: Executive Director Number: 5.0 - 004

Date: January 31, 1998

FAMILY SERVICES
Respect of Client

Policy:

It is the policy of the Society that caseworkers shall ensure the clients’ rights to privacy are respected in the
1. collection of information;
2. use of information;
3. disclosure of information; and
4. retention and storage of information.
The Society shall enact procedures ensuring that:
1. client information collected and stored is the minimum needed to provide service;
2. written client information is not left on desks, filing cabinets, and other places where it would be available to the public or other clients;
3. discussions of clients in hallway, coffee break, and lunch are avoided;
4. telephone conversations that are too loud are avoided;
5. use of one-way mirrors or audio/video tapes as a means of supervision, consultation, teaching, documentation, etc. are done with the knowledge of the client or the client’s guardian;
6. unless the caseworker is conducting an investigation under the Child and Family Services, Act, the first source of client information will be obtained, wherever possible, from the client him/herself;
7. opinions, judgements, hearsay and conclusions will be clearly identified as such;
8. third party statements should be restricted as nearly as possible to quotations;
9. informing clients as early as possible in the provision of service, or the client’s parents if the client is under the age of twelve of:
  1. the types of information to be gathered and the purpose for which the information will be gathered;
  2. the rights of access to case files by the client, agency staff, and others;
  3. the right to have errors and/or omissions in the record corrected;
  4. the procedures for appeal of agency decision to withhold or limit access to the client’s records;
  5. the Society’s policies on confidentiality and management of Society records.
The caseworker shall be familiar with and adhere to the Society’s policies and procedures as they relate to:
1. Confidentiality: (5.1 - 002);
2. Client’s Rights and Complaints: (5.1 - 010); and
3. Management of Family Services Records (5.10 - 002) and File Retention: (5.1 - 020).

source for 5.0 - 004
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-0 GENERAL/5.0 - 004.DOC
/5-0FAMIL/5-0 GENERAL/5.0 - 004.DOC

5.0 Family Services

5.0 - 002 Family Services

5.0 - 004 Respect of Client

5.1 Associated Policies

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.1 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/01FAMILY.DOC
/5-0FAMIL/01FAMILY.DOC

5.0 Family Services

5.1 Associated Policies

5.1 - 002 Confidentiality

5.1 - 002.005 Case Records
5.1 - 002.010 Client Requests for Access and Disclosure
5.1 - 002.015 Access and Disclosure Without Consent
5.1 - 002.020 Access and Disclosure With Consent
5.1 - 002.025 Disclosure by Summons/Subpoena, Search and Seizure
5.1 - 002.030 Public Criticism of the Society
5.1 - 002.035 Releasing Information to the Media
5.1 - 002.040 Releasing Information to Community Institutions

5.1 - 004 Child Abuse , Policy and Procedures
5.1 - 006 Child Abuse Register, Policy and Procedure
5.1 - 008 Child Abuse Review Team, Policy and Procedure
5.1 - 010 Clients’ Rights and Complaint, Policy and Procedure
5.1 - 012 Complaints Against Staff
5.1 - 014 Complaints Against Foster Parent(s)
5.1 - 016 Complaint Against Volunteers
5.1 - 018 Complaint Against Board Member
5.1 - 020 File Retention

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.1 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/002CON.DOC
/5-0FAMIL/5-1GENER/002CON.DOC

5.0 Family Services

5.1 Associated Policies

5.1 - 000 Confidentiality

5.1 - 004 Child Abuse

5.1 - 006 Child Abuse Register, Policy and Procedure
5.1 - 008 Child Abuse Review Team, Policy and Procedure
5.1 - 010 Clients’ Rights and Complaint, Policy and Procedure
5.1 - 012 Complaints Against Staff
5.1 - 014 Complaints Against Foster Parent(s)
5.1 - 016 Complaint Against Volunteers
5.1 - 018 Complaint Against Board Member
5.1 - 020 File Retention

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.1 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/004ABU.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/004ABUSE.DOC
/5-0FAMIL/5-1GENER/004ABU.DOC
/5-0FAMIL/5-1GENER/004ABUSE.DOC

5.0 Family Services

5.1 Associated Policies

5.1 - 000 Confidentiality
5.1 - 004 Child Abuse

5.1 - 006 Child Abuse Register

5.1- -006.005 Child Abuse Register

5.1 - 008 Child Abuse Review Team
5.1 - 010 Clients’ Rights and Complaint, Policy and Procedure
5.1 - 012 Complaints Against Staff
5.1 - 014 Complaints Against Foster Parent(s)
5.1 - 016 Complaint Against Volunteers
5.1 - 018 Complaint Against Board Member
5.1 - 020 File Retention

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.1 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/006REG.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/006REGISTER.DOC
/5-0FAMIL/5-1GENER/006REG.DOC
/5-0FAMIL/5-1GENER/006REGISTER.DOC

5.0 Family Services

5.1 Associated Policies

5.1 - 000 Confidentiality
5.1 - 004 Child Abuse
5.1 - 006 Child Abuse Register

5.1 - 008 Child Abuse Review Team

5.1 - 008.005 Child Abuse Review Team

5.1 - 010 Clients’ Rights and Complaint, Policy and Procedure
5.1 - 012 Complaints Against Staff
5.1 - 014 Complaints Against Foster Parent(s)
5.1 - 016 Complaint Against Volunteers
5.1 - 018 Complaint Against Board Member
5.1 - 020 File Retention

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.1 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/008CAR.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/008CHILD ABUSE.DOC
/5-0FAMIL/5-1GENER/008CAR.DOC
/5-0FAMIL/5-1GENER/008CHILD ABUSE.DOC

5.0 Family Services

5.1 Associated Policies

5.1 - 000 Confidentiality
5.1 - 004 Child Abuse
5.1 - 006 Child Abuse Register
5.1 - 008 Child Abuse Review Team
5.1 - 010 Clients’ Rights and Complaint

5.1 - 012 Complaints Against Staff

5.1 - 012.005 Complaint Against Staff

5.1 - 014 Complaints Against Foster Parent(s)
5.1 - 016 Complaint Against Volunteers
5.1 - 018 Complaint Against Board Member
5.1 - 020 File Retention

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.1 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/012STA.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/012STAFF.DOC
/5-0FAMIL/5-1GENER/012STA.DOC
/5-0FAMIL/5-1GENER/012STAFF.DOC

5.0 Family Services

5.1 Associated Policies

5.1 - 000 Confidentiality
5.1 - 004 Child Abuse
5.1 - 006 Child Abuse Register
5.1 - 008 Child Abuse Review Team
5.1 - 010 Clients’ Rights and Complaint
5.1 - 012 Complaints Against Staff

5.1 - 014 Complaints Against Foster Parent(s)

5.1 - 014.005 Complaint Against Foster Parent(s)

5.1 - 016 Complaint Against Volunteers
5.1 - 018 Complaint Against Board Member
5.1 - 020 File Retention

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.1 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/014FOSTER PARENT.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/014FP.DOC
/5-0FAMIL/5-1GENER/014FOSTER PARENT.DOC
/5-0FAMIL/5-1GENER/014FP.DOC

5.0 Family Services

5.1 Associated Policies

5.1 - 000 Confidentiality
5.1 - 004 Child Abuse
5.1 - 006 Child Abuse Register
5.1 - 008 Child Abuse Review Team
5.1 - 010 Clients’ Rights and Complaint
5.1 - 012 Complaints Against Staff
5.1 - 014 Complaints Against Foster Parent(s)

5.1 - 016 Complaint Against Volunteers

5.1 - 016.005 Complaint Against Volunteers

5.1 - 018 Complaint Against Board Member
5.1 - 020 File Retention

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.1 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/016VOL.DOC
/5-0FAMIL/5-1GENER/016VOL.DOC

5.0 Family Services

5.1 Associated Policies

5.1 - 016 Complaint Against Volunteers

5.1 - 016.005 Complaint Against Volunteers
5.1 - 018 Complaint Against Board Member
5.1 - 020 File Retention

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.1 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/016VOLUNTEERS.DOC
/5-0FAMIL/5-1GENER/016VOLUNTEERS.DOC

5.0 Family Services

5.1 Associated Policies

5.1 - 018 Complaint Against Board Member

5.1 - 018.005 Complaints Against Board Members

5.1 - 020 File Retention

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.1 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/018BD.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/018Board.DOC
/5-0FAMIL/5-1GENER/018BD.DOC
/5-0FAMIL/5-1GENER/018Board.DOC

5.0 Family Services

5.1 Associated Policies

5.1 - 002 Confidentiality
5.1 - 004 Child Abuse
5.1 - 006 Child Abuse Register
5.1 - 008 Child Abuse Review Team
5.1 - 010 Clients’ Rights and Complaint
5.1 - 012 Complaints Against Staff
5.1 - 014 Complaints Against Foster Parent(s)
5.1 - 016 Complaint Against Volunteers
5.1 - 018 Complaint Against Board Member
5.1 - 020 File Retention

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.1 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/020REC.DOC
/5-0FAMIL/5-1GENER/020REC.DOC

5.0 Family Services

1.0 Associated Policies

5.1 - 002 Confidentiality
5.1 - 002.005 Case Records
5.1 - 002.010 Client Requests for Access and Disclosure
5.1 - 002.015 Access and Disclosure Without Consent
5.1 - 002.020 Access and Disclosure With Consent
5.1 - 002.025 Access and Disclosure by Summons/Subpoena, or by Order of Search and Seizure
5.1 - 002.030 Public Criticism of the Society
5.1 - 002.035 Releasing Information to the Media
5.1 - 002.040 Releasing Information to Community Institutions
5.1 - 004 Child Abuse
5.1 - 006 Child Abuse Register
5.1 - 006.005 Child Abuse Register - Procedure
5.1 - 008 Child Abuse Review Team
5.1 - 008.005 Child Abuse Review Team - Procedure
5.1 - 010 Clients’ Rights
5.1 - 010.005 Communication to Clients About their Rights
5.1 - 010.010 Service Complaint Procedure
5.1 - 012 Complaints Against Staff
5.1 - 012.005 Complaints Against Staff - Procedure
5.1 - 014 Complaints Against Foster Parent(s)
5.1 - 014.005 Complaints Against Foster Parent(s) - Procedure
5.1 - 016 Complaints Against Volunteers
5.1 - 016.005 Complaints Against Volunteers - Procedure
5.1 - 018 Complaint Against Board Member
5.1 - 018.005 Complaint Against Board Member - Procedure
5.1 - 020 File Retention
5.1 - 020.005 File Retention - Procedure

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.1 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/ASSOC POLICIES.DOC
/5-0FAMIL/5-1GENER/ASSOC POLICIES.DOC

Approved by: Executive Director Number: 5.1 - 002

Date: January 31, 1998

FAMILY SERVICES
Confidentiality

Policy:

It is the policy of the Society that:
1. all information gathered, utilized and stored by the Society in the provision of services to families and children shall be considered confidential information and access by persons other than the subject shall be prohibited except where such access is authorized by law, or where such access can be expected to enhance either clinical or legal service delivery to a client or for the protection of the individual or of society as a whole;
2. client access to their own or their children’s records shall be as open as possible and in accordance to the Child and Family Services Act;
3. 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.
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 with and without consent;
4. access by summons/subpoena or by a Search and Seizure Order;
5. public criticism of the Society’s services;
6. releasing information to the media; and
7. releasing information to community institutions.

source for 5.1 - 002
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/002.DOC
/5-0FAMIL/5-1GENER/002.DOC

Approved by: Executive Director Number: 5.1 - 002.005

Date: January 31, 1998

CONFIDENTIALITY
Case Records

Procedures:

In order to ensure confidentiality of case records, all employees 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 locked in their filing cabinets or returned to central filing 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; and
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 caseworker’s home computer.

source for 5.1 - 002.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/002005.DOC
/5-0FAMIL/5-1GENER/002005.DOC

Approved by: Executive Director Number: 5.1 - 002.010

Date: January 31, 1998

CONFIDENTIALITY
Client Requests for Access and Disclosure

Procedures:

In order to ensure compliance with the Policy on Confidentiality, in all instances where a client is requesting access or disclosure to his/her records, the caseworker will:
1. discuss with the client 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 client only or his/her dependent child(ren) for whom he/she has custody unless the information relates to the counselling of a child twelve years or over, at which time the consent of the child would also be needed;
  3. information that would be considered harmful to the client 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;
2. request two pieces of identification unless the client is known to the caseworker;
3. inform the client that his/her request:
  - is to be forwarded in writing; and
  - will be discussed with a manager prior to granting access;
4. generally access will be provided through the review of the file contents with the client.
The caseworker 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 client;
4. schedule an appointment with the client to either:
  1. review the file contents; the client may make notes, however no photocopies of the file’s content will be made or
  2. where a summary was prepared, to review summary of the case file;
5. offer interpretative counselling if applicable;
6. inform the client
  1. if information was withheld and the reasons for withholding the information; and
  2. of the Society’s complaint procedure. (51 - 010).
If the client indicates that the information contained in the casefile is in error, the caseworker 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)
The caseworker will document in the casefile:
1. the request for access or disclosure;
2. the nature of the request;
3. consultation with a manager;
4. decision made as to request;
5. outcome, specifying how and when access was granted;
6. the offer of interpretative counselling and the client’s response.
The caseworker will ensure that the casefile contains:
1. copies of related correspondence where applicable; and
2. copy of written summary where applicable.

source for 5.1 - 002.010
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/002010.DOC
/5-0FAMIL/5-1GENER/002010.DOC

Approved by: Executive Director Number: 5.1 - 002.015

Date: January 31, 1998

CONFIDENTIALITY
Access and Disclosure Without Consent

Procedure:

In order to comply with the Policy on Confidentiality, the caseworker will disclose client information 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 for another Society;
  2. supervising a Supervision order on our behalf;
  3. conducting an abuse investigation; or
  4. involved in a case where a child may be in need of protection;
9. to the Board of Directors or a designated committee where otherwise it would be impossible for the Board to carry out its duties;
10. to the Indian Band Representative where Court action has been taken by the Society with respect to a Native child;
11. to Indian Affairs when information is required to register an individual for band status;
12. 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);
13. to the legal counsel of any party in a court proceeding where the Society is a party (CFSA).
In all instances where a request is received for disclosure of case information without consent, the caseworker will:
1. determine the specific nature of the request;
2. inform the caller that his/her request will be discussed with a manager prior to disclosure;
3. if the caller is a solicitor, refer him/her to the Society’s solicitor;
4. 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 and determine if the file should be provided for review in its physical form;
5. schedule a meeting with the person to review the case file.
In instances where a request is received from the legal counsel for a child to view a file, the caseworker will:
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 disclosure confidential information to anyone including his/her client gained from viewing the file such as:
  1. names, addresses, and phone numbers of foster parents;
  2. referral sources;
  3. society caseworkers’ home phone numbers and addresses;
  4. any third party and collateral information;
3. if the legal counsel refuses to sign this undertaking, the Society will prepare a summary of the casefile and will forward the summary to the legal counsel at cost;
4. if the legal counsel has signed the undertaking, the administrative support unit will:
  1. schedule an appointment with the legal counsel to review the physical file; and
  2. if requested by the legal counsel:
    - photocopy the casefile or sections thereof; and
    - forward these photocopies to the solicitor at cost.
The caseworker will document in the casefile:
1. the request for access or disclosure without consent;
2. the nature of the request;
3. consultation with a manager;
4. decision made as to request;
5. outcome, specifying how and when access was granted.
The caseworker will ensure that the casefile contains, where applicable:
1. copies of related correspondence; and
2. copy of written summary.

source for 5.1 - 002.015
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/002015.DOC
/5-0FAMIL/5-1GENER/002015.DOC

Approved by: Executive Director Number: 5.1 - 002.020

Date: January 31, 1998

CONFIDENTIALITY
Access and Disclosure With Consent

Procedure:

In order to comply with the Policy on Confidentiality, the caseworker:
1. will not disclose client information without consent except in circumstances defined in 5.1 - 002.015;
2. will only disclose information to a legal counsel upon the presentation of a valid court order;
3. will only disclose client information to outside professionals where the Society is not a party, with:
  1. the written consent from the adult client;
  2. the written consent from at least one custodial parent where disclosure of information requested concerns a child client; the caseworker will where feasible, obtain consents of both custodial parents;
  3. where the child is age 12 or more, with the consent of the child.
Upon presentation of a valid court order, the administrative support unit will prepare the casefile for disclosure.
Upon receipt of a request for disclosure of case information, the caseworker will:
1. determine the specific nature of the request;
2. where the request requires a consent, discuss with the person requesting the information:
  1. the specific need for a valid and complete consent which must include:
    - a statement of the information sought through disclosure;
    - the purpose of the disclosure;
    - to whom the information is to be disclosed; and
    - the date the consent expires.
  2. third parties names will not be released;
  3. information to be shared will be related only to the person(s) who provided the consent and, if requested, his/her dependent child(ren) for whom the person signing the consent has custody of the child;
  4. information that may be considered harmful to the client or to the emotional or physical health of a third party may be withheld;
  5. external reports/assessments will not be shared, however, names of authors and dates of assessments may be provided;
  6. the request for disclosure will be discussed with a manager prior to disclosure.
Upon receipt of a valid and complete consent for the disclosure of information, the caseworker will:
1. review the casefile;
2. if appropriate, prepare a written chronological summary of the information requested;
3. the summary will not identify referral sources, or third parties who provided information to the Society;
4. review the summary with the manager and stamp summary (confidential) prior to release;
5. share the summary with the individual/agency making the request.
The caseworker will document in the casefile:
1. the request for disclosure;
2. consultation with a manager; and
3. epenthesis
4. decision made as to request and outcome, specifying how and when access was granted.
The caseworker will ensure that the casefile contains, where applicable:
1. a copy of the consent for disclosure;
2. copies of related correspondence and where a written summary was prepared a copy of the summary.

source for 5.1 - 002.020
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/002020.DOC
/5-0FAMIL/5-1GENER/002020.DOC

Approved by: Executive Director Number: 5.1 - 002.025

Date: January 31, 1998

CONFIDENTIALITY
Access and Disclosure by Summons/Subpoena, or by Order of Search and Seizure

Procedure:

Upon receipt of request for a casefile through a Summons or Subpoena, the caseworker will:
1. inform his/her manager immediately;
2. review the casefile to determine if:
  1. the file contains any information that is deemed to be irrelevant to the matter 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.;
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.
Unless other arrangements are made, the caseworker identified in the summons/subpoena, will attend court with the file on the date and time specified.
The caseworker will document in the casefile:
1. the receipt of the summons/subpoena;
2. consultation with the manager;
3. date the file was produced in court.
The caseworker will ensure that the casefile contains:
1. copies of the summons/subpoena; and if where applicable;
2. copies of related correspondence.
Upon presentation of an Order of Search and Seizure, the caseworker will:
1. inform his/her manager immediately;
2. ensure that the contents of the casefile are photocopied; and
3. hand the original casefile to the Police in a sealed envelope.
The caseworker will:
1. document receipt of the Order for Search and Seizure;
2. action taken, including consultation with manager.
The caseworker 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 5.1 - 002.025
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/002025.DOC
/5-0FAMIL/5-1GENER/002025.DOC

Approved by: Executive Director Number: 5.1 - 002.030

Date: January 31, 1998

CONFIDENTIALITY
Public Criticism of the Society

Procedure:

When the services of the Society are publicly criticized, the caseworker will:
1. inform his/her manager immediately;
2. review the casefile to determine the particulars of the issue(s) being criticized;
3. prepare a case summary for the manager; and
4. if requested, prepare a serious occurrence report (5.9 - 002);
5. the manager will inform the Executive Director.
The caseworker will not:
1. make any public statements in reply to the criticism; and
2. will refer all requests for statements to the Executive Director or designate.
All statements in response to public criticism, if such statements are warranted, will be determined by the Executive Director/designate upon consultation with the chairperson of the Board of Directors where appropriate.
The caseworker or manager will document in the casefile:
1. the nature of the public criticism; and
2. the Society’s response, if any.
The caseworker will ensure that the casefile contains a copy of the prepared case summary.

source for 5.1 - 002.030
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/002030.DOC
/5-0FAMIL/5-1GENER/002030.DOC

Approved by: Executive Director Number: 5.1 - 002.035

Date: January 31, 1998

CONFIDENTIALITY
Releasing Information to the Media

Procedure:

When asked for a statement by the media, the caseworker will:
1. abstain from making any comments whatsoever;
2. refer the request to the Executive Director; and
3. inform the manager immediately.
Statements to the media will only be made through:
1. the Executive Director;
2. other persons designated by the Executive Director; or
3. the president of the Board of Directors.

source for 5.1 - 002.035
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/002035.DOC
/5-0FAMIL/5-1GENER/002035.DOC

Approved by: Executive Director Number: 5.1 - 002.040

Date: January 31, 1998

CONFIDENTIALITY
Releasing Information to Community Institutions

Procedure:

When referring a person to a community resource, the caseworker will obtain the person’s written consent to:
1. make the referral and;
2. share details.
When receiving inquires of a general nature regarding client information, all employees will:
1. provide no information; and
2. will not acknowledge that the person is receiving or has received our services.
When receiving inquiries from finance companies or other commercial concerns regarding client information, all employees will:
1. provide no information; and
2. will not acknowledge that the person is receiving or has received our services.
The caseworker can, with the client’s written consent exchange with a finance company or other commercial concerns sufficient information to deal with the questions of debts.

source for 5.1 - 002.040
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/002040.DOC
/5-0FAMIL/5-1GENER/002040.DOC

Approved by: Executive Director Number: 5.1 - 004

Date: January 31, 1998

FAMILY SERVICES
Child Abuse

Policy:

It is the policy of the Society that:
1. the definition of abuse shall be consistent with the Child and Family Services Act,
2. the definition of “person having charge of a child” shall include:
  1. a parent;
  2. person exercising parental rights;
  3. person having legal custody of the child;
  4. a person having responsibility for caring for a child, such as a babysitter;
  5. any person at least three years older than the child who is in a position of trust or authority over the child such as a teacher, coach, recreation worker, etc.
It is the policy of the Society that children will be deemed to be at substantial risk of abuse, upon receipt of referrals, in situations where:
1. a child is witnessing spousal assault;
2. a child is in the care of a person who:
  1. has been convicted of physical or sexual abuse/assault against a child, and the conviction has not been overturned; or
  2. has been identified as a person who physically or sexually abused/assaulted the person when the person was a child, and
  no information is known indicating that the identified person has completed any course of counselling or treatment.
It is the policy of the Society that caseworkers investigating allegations of abuse shall:
1. have had training in both interviewing and investigating skills as these relate to abuse;
2. adhere to the Society’s child abuse policies and procedures;
3. adhere to the “Standards for the Investigation and Management of Child Abuse Cases by the Children’s Aid Societies Under the Child and Family Services Act”(5.2 - 002.020);
4. adhere to the investigative protocols negotiated by the Society;
5. share all reports of alleged abuse with the appropriate Police Services; and
6. ensure full disclosure with the appropriate Police Services.
It is the policy of the Society that caseworkers shall investigate all reports involving any child under the age of sixteen alleged to have abused or assaulted another child using threats, violence and/or coercion, whether or not a relationship of trust or authority is deemed to exist.
It is the policy of the Society that
1. persons reporting suspected abuse within the context of their professional or official duties will not be assured of confidentiality or anonymity to the extent provided under the Child and Family Services Act, unless such disclosure could put the referral person at risk of harm;
2. all other persons reporting suspected abuse will be assured of confidentiality or anonymity to the extent provided under the Child and Family Services Act.
It is the policy of the Society to submit names of verified child abuser to the Child Abuse Register(5.1 - 006)
The Society shall enact procedures addressing:
1. child abuse intake;
2. child abuse investigations and assessments;
3. child abuse case planning;
4. child abuse case management; and
5. child abuse documentation.

source for 5.1 - 004
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/004.DOC
/5-0FAMIL/5-1GENER/004.DOC

Approved by: Executive Director Number: 5.1 - 006

Date: January 31, 1998

FAMILY SERVICES
Child Abuse Register

Policy:

It is the policy of the Society that:
1. every report that a child, including a child in the Society’s care, is or may be suffering or may have suffered abuse shall:
  1. forthwith be investigated by the Society, or
  2. the Society shall ensure that the report is investigated by another Society.
2. if the information is verified, the Society shall forthwith report it to the Director of the Abuse Register in the prescribed form.
The Society shall enact procedures addressing:
1. the definition of “to suffer abuse”;
2. the definition of “person in charge”;
3. the verification process; and
4. the registering process.

source for 5.1 - 006
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/006.DOC
/5-0FAMIL/5-1GENER/006.DOC

Approved by: Executive Director Number: 5.1 - 006.005

Date: January 31, 1998

FAMILY SERVICES
Child Abuse Register

Procedure:

In order to comply with the Child and Family Services Act, and the Child Abuse Register policy, the caseworker will need to:
1. investigate all allegations of child abuse;
2. determine through the verification process if the Society will verify or not verify the allegation investigated; and
3. if verified, determine if the alleged abuser’s name will be placed on the Child Abuse Register.
In order to adhere to the Child Abuse Register’s reporting requirement, the caseworker will need to determine:
1. if a child, including a child in care, is or may be suffering or may have suffered abuse as defined in the Child and Family Services Act; and
2. the person responsible for the child’s having suffered abuse must be the child’s parent or the person in charge of the child. (5.1 - 004)
The caseworker will need to investigate the allegations of abuse in accordance to:
1. the Standards for the Investigation and Management of Child Abuse Cases by the Children’s Aid Societies Under the Child and Family Services Act (5.2 - 002.020);
2. the abuse investigative police protocols; and
3. the Society’s policies and procedures.
For sexual abuse investigation, the caseworker will, whenever possible:
1. interview the child using the Society’s prescribed interview format; and
2. analyze the child’s statement using:
  1. validity checklist, and/or
  2. validation criteria.
Following the investigation, the caseworker will present his/her findings at a verification meeting to determine if the abuse should be verified.
This verification meeting occurs:
1. with the laying of criminal charges and/or conviction; and
2. must involve:
  1. the Executive Director/designate;
  2. an uninvolved manager;
  3. an uninvolved social worker; and
  4. the social worker and manager involved in the case.
The decision to verify or not verify abuse for the purposes of registering the abuse with the Child Abuse Register will be based on the following criteria:
1. the direct and indirect evidence available;
2. the medical evidence available;
3. the findings of the police investigation including laying of charges and/or conviction;
4. other factors supporting and/or not supporting a finding that the child has suffered abuse;
5. the alleged abuser’s responses as to:
  1. whether or not he/she was a parent or a person in charge at the time the child suffered abuse;
  2. any facts he/she may have presented in defence of the allegations.
6. the severity of the abuse;
7. the age of the alleged abuser;
8. the past history of abusive behaviour by the alleged abuser;
9. the access of the alleged abuser to other children;
10. the alleged abuser’s attitude towards the victim;
11. the alleged abuser’s attitude towards treatment;
12. whether the abusive behaviour is a usual pattern of interaction or is out of character;
13. any other factors that a specific case may present.
If the Society decides to register the abuser with the Child Abuse Register, the caseworker will:
1. if possible, notify the abuser, that:
  1. the Society decided to verify and register him/her with the Register;
  2. the Abuse Register will be in contact with him/her and will inform him/her of:
    - the procedure to follow to examine the information forwarded to them; and
    - the procedure to follow if the person wishes to have his/her name removed.
2. complete the necessary form to register the abuser with the Register;
3. within 14 days of the verification conference, forward the original procedural form signed by the Executive Director to the Register, placing one copy in the casefile;
4. if the file is being closed, the caseworker will also complete the procedural follow-up report indicating that this report is a “Final Report” and will forward the original to the Register and place one copy in the casefile;
5. document in the casefile:
  1. the decisions made at the verification conference, and
  2. the information on which the decisions were based.
The caseworker will forward a follow-up report to the Child Abuse Register within four months thereafter on the prescribed form. The caseworker will also indicate if the progress report is a four month report or a “Final Report”. The original is forwarded to the Register, a copy is kept for the casefile.
The caseworker will forward additional progress reports on each anniversary of the initial report until the case is closed, at which time a progress report indicating “Final Report” will be sent. The original progress reports are forwarded to the Register, and copies are kept in the casefile.
The caseworker will forward additional progress reports when:
1. there has been a significant change in the circumstances of the case;
2. the case has been transferred to another Society; or
3. the courts have returned the child to the family against the Society’s recommendations.
If notification is received from the Register that a registered person has requested to have his/her name removed, the caseworker will review the casefile and any new documentation submitted and determine if the Society erred in its decision to register the person.
The caseworker, in consultation with his/her manager will call a new verification conference to determine if:
1. the Society should recommend that the person’s name be removed or;
2. the Society should recommend that the person’s name remain on the Register;
3. the Society will indicate to the Director of the Child Abuse Register that its position will be:
  1. not to recommend that the name be removed from Register;
  2. the Society is not prepared to defend the registration at an expungement hearing; and
  3. the Society will not be attending the expungement hearing; and
  4. the Society will forward any documentation the Director of the Abuse Register requests.
The caseworker will document in the casefile the decision reached and the information considered.
If notified that an expungement hearing has been scheduled, the caseworker will:
1. notify his/her manager; and
2. notify the Area Office of the Ministry of Community and Social Services.
The caseworker and his/her manager will:
1. prepare the Society’s response; and
2. attend the hearing if a decision is made to do so.

source for 5.1 - 006.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/006005.DOC
/5-0FAMIL/5-1GENER/006005.DOC

Approved by: Executive Director Number: 5.1 - 008

Date: January 31, 1998

FAMILY SERVICES
Child Abuse Review Team

Policy:

It is the policy of the Society that a “Child Abuse Review Committee” be established in accordance with the Child and Family Services Act.
The Society shall enact procedures addressing:
1. the composition of the Child Abuse Review Team;
2. the terms of references for the Child Abuse Review Team; and
3. confidentiality and the Child Abuse Review Team;

source for 5.1 - 008
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/008.DOC
/5-0FAMIL/5-1GENER/008.DOC

Approved by: Executive Director Number: 5.1 - 008.005

Date: January 31, 1998

FAMILY SERVICES
Child Abuse Review Team

Procedure:

In order to comply with the Child Abuse Review Team Policy, the Child Abuse Review Team will consist of:
1. at least one person who is qualified to perform medical, psychological, developmental, educational or social assessments; and
2. at least one legally qualified medical practitioner.
The Society’s Child Abuse Review Team will also be comprised of additional members deemed appropriate to the case being reviewed.
The Child Abuse Review Team will appoint its chairperson.
The Society will:
1. provide administrative support to the Child Abuse Review Team;
2. maintain a membership list;
3. set meeting date as required.
The assigned manager will take the minutes of the meeting and will:
1. distribute copies of the minutes and the recommendations to the concerned staff members; and
2. unsure that a copy is placed in the casefile.
Cases where a child is in the Society’s care due to suspected abuse and the matter has been before the court, and the Society is proposing that the child be returned to the care of an abusing parent prior to the court making an order for the child’s return will be reviewed by the Child Abuse Review Team.
The following types of cases may be reviewed by the Child Abuse Review Team:
1. cases where there is weak evidence but high concern about the child’s safety;
2. cases where there is public controversy;
3. cases where the Society may be in a conflict of interest;
4. cases involving the death of a child;
5. cases where the caseworker wishes the professional expertise of the community concerning:
  1. the terms of a safety plan;
  2. court application;
  3. conditions of supervision;
  4. plan of care;
  5. verification of abuse;
  6. re-classification of an abuse case;
  7. Termination of the Society’s involvement.
  8. recommendation to register
A caseworker may, following consultation with his/her manager request a meeting with the Child Abuse Review Team by:
1. completing the procedural referral form supplying any additional information the caseworker feels would be of assistance; and
2. the manager will notify the Executive Director;
3. the Executive Director will forward to the appropriate administrative support person the prepared documentation; and
4. the appropriate administrative person will schedule a meeting and forward the referral information to the appropriate persons.
The caseworker and his/her manager will attend the meeting at which the case is presented.
The Society can, when appropriate, invite guests to attend a Child Abuse Review Team meeting when the guest may have:
1. a special knowledge of the family; or
2. a specific field of child abuse expertise.
All guests invited to participate in a Child Abuse Review Team meeting will be required to sign an oath of confidentiality.
To ensure client confidentiality:
1. all completed referrals to the Child Abuse Review Team and any attached documentation will be marked “Private and Confidential”;
2. participants who are unable to attend the meeting will destroy the documentation sent to them;
3. participants who attend the meeting will return the documentation to the case manager at the end of the meeting who will ensure the information is destroyed.
The caseworker will:
1. document the Child Abuse Review Team’s recommendations in the casefile;
2. follow the recommendations of the Child Abuse Review Team; or
3. will review with the manager and following the decision record in the casefile the reasons the recommendations of the Child Abuse Review Team were not followed.

source for 5.1 - 008.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/008005.DOC
/5-0FAMIL/5-1GENER/008005.DOC

Approved by: Executive Director Number: 5.1 - 010

Date: January 2007

FAMILY SERVICES
Clients’ Rights

Policy:

It is the policy of the Society that each person receiving and participating in service receive information about their rights and complaint procedure and process.
The Society shall enact procedures addressing:
1. the communication to clients of their rights;
2. the establishment of the complaint procedure;
3. the communication to clients of the complaint procedure.

source for 5.1 - 010
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/010.DOC
/5-0FAMIL/5-1GENER/010.DOC

Approved by: Executive Director Number: 5.1 - 010.005

Date: January 4, 2007

FAMILY SERVICES
Communication to Clients’ About their Rights

Procedure:

In order to comply with the Society’s policy, the worker will inform each client, as soon as possible in the provision of services, and in a language that the client will understand:
1. a summary of his/her rights as defined by the services the client is receiving;
2. an explanation of the complaint procedure; and
3. a copy of the procedural pamphlet explaining the client’s rights.
In order to comply with the Society’s policy, the worker will inform each child coming into care, and his/her parent(s) in a language they will understand:
1. a summary of his/her rights as defined in the Child and Family Services Act and the Society’s policies and procedures dealing with child care;
2. an explanation of the complaint procedure; and
3. a copy of the procedural pamphlet explaining the child’s rights.
The worker will document in the file:
1. the date the client/child/parent(s) were advised of his/her rights; and
2. the date the appropriate procedural pamphlet was given.

source for 5.1 - 010.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/010.005.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/010005.DOC
/5-0FAMIL/5-1GENER/010.005.DOC
/5-0FAMIL/5-1GENER/010005.DOC

Approved by: Executive Director Number: 5.1 - 010.010

Date: January 2007

FAMILY SERVICES
Service Complaint Procedure

Procedure:

The Society’s service complaint procedure will not be used when:
1. matters that are currently before the court or that have been decided by the court; or
2. matters that are subject to another decision making process under the Child & Family Services Act or Labour Relations Act, the Criminal Code of Canada; or
3. the Executive Director/designate believes the complaint is too serious and requires a formal investigation.
The Society’s service complaint procedure contains the following steps:
- Step One:
  1. The client will attempt to solve the problem with his/her social worker and will:
    1. Advise the worker of the problem/complaint
    2. Discuss the matter with the worker
  2. The caseworker will document in the client’s file:
    1. The client’s complaint and;
    2. The response to the complaint
- Step Two:
  1. If the client is still not able to resolve the matter with his/her worker, the client will call the society and ask to speak with the worker’s manager.
  2. The manager will, within 5 working days:
    1. Connect with the client
    2. Discuss the matter
    3. Document discussion and outcome in the file
    4. Send a letter to the client confirming the above
- Step Three:
  1. If the client is not satisfied with the outcome of the discussion with the manager he/she will:
    1. Register the complaint in writing by completing the “Complaint Form”
    2. Submit the form to the worker and manager
  2. The worker/manager will sign the “Complaint Form” and will submit a copy to:
    1. The Client
    2. His/her immediate manager
    3. The Executive Director or designate
  3. The society will within 7 days determine if the complaint is eligible for review, if eligible;
  4. The society will within 14 days of eligibility invite the complainant to meet with the society’s internal complaint review panel.
  5. Complainant will be advised that he/she may bring one other person of his/her choosing to the meeting (i.e. band representative, etc.).
  6. The Panel will, within 14 days after the meeting was held, issue written summary of results of meeting.
- Step Four:
  1. If the client is not satisfied with the panel’s decision the client is asked to write to the Child & Family Services Review Board (CFSRB).
  2. The society will provide the forms to the client upon request.
  3. The society will inform the client of the CFSRB procedure.
The caseworker will document in the client’s casefile:
1. the client’s complaint; and
2. the Society’s response(s) to the complaint and all relevant documentation.

source for 5.1 - 010.010
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/010.010.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/010010.DOC
/5-0FAMIL/5-1GENER/010.010.DOC
/5-0FAMIL/5-1GENER/010010.DOC

Approved by: Executive Director Number: 5.1 - 010.010

Date: January 31, 1998

Revised: January 4, 2007

FAMILY SERVICES
Service Complaint Procedure

Procedure:

The Society’s service complaint procedure will not be used when:
1. the complaint deals with the abuse of a child; or
2. the complaint is criminal in nature; or
3. the Executive Director/designate believes the complaint is too serious and requires a formal investigation.
The Society’s service complaint procedure contains the following steps:
1. Step one:
  1. the client will attempt to resolve the problem with his/her social worker, and will:
    - register his/her complaint in writing by completing the procedural “Complaint Form”
    - will give the completed form to the caseworker.
  2. the caseworker will sign the “Complaint Form”, and will give a copy to:
    - the client;
    - his/her immediate manager; and
    - the Executive Director/designate.
2. Step two:
  1. if the client is still not able to resolve the problem with his/her caseworker, the client will call the Society and ask to speak to the caseworker’s manager.
  2. the manager will, within two weeks of the client’s call respond in writing:
    - setting out any agreement reached by the client and caseworker; or
    - if no agreement was reached, the supervisor will set out his/her decision.
3. Step three:
  1. if the client is not satisfied with the action taken by the manager, the client will call the Society and speak to the Executive Director/designate;
  2. the Executive Director/designate will respond in writing within two weeks of the client’s call.
4. Step four:
  1. if the client is not satisfied with the Executive Director/designate’s decision, the client will be asked to write to the Board of Directors by addressing his/her complaint to the President of the Society at the Society’s mailing address;
  2. the Executive Director will arrange for a review of the complaint by the Services Committee or other designated committee of the Board of Directors;
  3. the Services Committee or other designated committee of the Board of Directors will make a recommendation to the Board of Directors at their next scheduled meeting; and
  4. the President of the Board of Directors will respond in writing to the client within 45 days of the client’s letter.
5. Step five:
  1. if the client is not satisfied with the President’s response, the Society will:
    - provide the client with the mailing address and telephone number of the program supervisor, Ministry of Community and Social Services; and
    - suggest that the client contact the Ministry of Community and Social Services and ask for a review by the Area Manager.
The caseworker will document in the client’s casefile:
1. the client’s complaint; and
2. the Society’s response(s) to the complaint.

source for 5.1 - 010.010
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/010010-51707.DOC
/5-0FAMIL/5-1GENER/010010-51707.DOC

Approved by: Executive Director Number: 5.1 - 012

Date: January 31, 1998

FAMILY SERVICES
Complaints Against Staff

Policy:

It is the policy of the Society that staff shall have the following rights:
1. rights as defined in the principles of the Child and Family Services Act;
2. rights as defined in the Society’s “Mission Statement”;
3. rights as defined in the Society’s policies and procedures.
It is the policy of the Society that when complaints against an employee are made, the Society shall fulfil:
1. its obligation to protect clients from inappropriate and unprofessional activities by its employees, and
2. its obligation to provide its employees with:
  1. fair treatment;
  2. careful and impartial investigation; and
  3. support.
The Society shall enact procedures addressing:
1. the receipt of the complaint against an employee;
2. the initiation of a preliminary inquiry;
3. the determination of the interim deployment of the employee;
4. the findings of the initial inquiry;
5. the initiation of a formal investigation;
6. the findings of the formal investigation and aftermath of the investigation.

source for 5.1 - 012
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/012.DOC
/5-0FAMIL/5-1GENER/012.DOC

Approved by: Executive Director Number: 5.1 - 012.005

Date: January 31, 1998

FAMILY SERVICES
Complaints Against Staff

Procedure:

Any allegation of misconduct or suspected misconduct by an employee of the Society against a child/client will be reported forthwith, in writing to the Executive Director or designate.
Outside working hours, the report will be forwarded to the duty manager who will notify the Executive Director or designate.
There will be no other notice to parties or accused persons until the investigation team authorized such notice.
Upon receipt of the allegation, the Executive Director will designate any of the following persons to initiate a preliminary inquiry:
1. an intake manager; or
2. a designated staff or
3. a seconded staff from a neighbouring Society.
The preliminary inquiry will determine:
1. whether the information provided is sufficient to warrant a service complaint (5.1 - 010); or
2. whether the information provided is sufficient to warrant a formal criminal investigation.
The preliminary inquiry will not be conducted by anyone who has direct supervisory responsibility for the staff person involved.
Throughout the process of this inquiry, the Executive Director will be kept up to date.
Within 72 hours of the complaint a written report will be submitted to the Executive Director containing:
1. a description of the allegation/incident;
2. the source(s) of information;
3. the date and location of the incident;
4. the name(s) of the victim(s);
5. if there is corroboration and witnesses;
6. if the incident could have occurred by accidental means or other explanation;
7. who has been notified of the allegation;
8. whether a serious occurrence reports needs to be completed (5.9 - 002);
9. any other information having a bearing on the allegation;
10. a recommendation as to whether a formal criminal investigation should occur;
11. a recommendation as to whether the issue would best be dealt with the immediate supervisor as a service complaint (5.1 - 010); or
12. a recommendation as to whether the matter should be closed with no further action.
If the decision of the Executive Director/designate is to proceed with a formal investigation:
1. the employee will not be notified of the allegation or the conduct of a formal investigation until the investigating team authorizes such notice;
2. the formal criminal investigation will be conducted by:
  1. the police if criminal charges are contemplated; and/or
  2. the person designated in paragraph # 4 above.
The roles of the investigating team are:
1. police will determine whether or not charges will be laid;
2. person designated in paragraph # 4 above will determine whether or not the Society will report:
  1. the alleged abuse of a child in its care to the Ministry, (5.9 - 002) if applicable; and/or
  2. the alleged abuser to the Child Abuse Register (5.1 - 006).
The Executive Director/designate will need to decide whether the employee in question:
1. is relieved from any direct responsibilities involving the alleged child/client; or
2. is relieved from all direct child/client contact; or
3. is suspended with pay.
The investigative team will:
1. interview the victim(s) as soon as possible in the circumstances; and
2. whenever possible, interview the alleged offender within 72 hours of the child’s interview;
3. open a restricted casefile to document the assessment and recommendations of:
  1. the police investigation; and whether the police will recommend to the Crown Attorney that charges be laid; and/or
  2. the child welfare investigation, and whether the investigators recommend that the alleged offender be registered with the Child Abuse Register (5.1 - 006).
Within five working days of receiving the investigation report, the Executive Director will decide:
1. what further action will be taken including the future employment status of the employee involved;
2. whether or not the employee involved will be registered with the Child Abuse Register if applicable.
Within five working days of reaching a decision, the Executive Director/designate will schedule a meeting with:
1. the employee/agent; and a representative of the employee’s union if requested by the employee; and
2. the employee’s immediate manager.
The employee will be informed that:
1. no disciplinary action will be taken; or
2. the employee is on notice that future complaints/charges may result in disciplinary action; or
3. employment will continue, but disciplinary action is warranted and the form of discipline to be applied will be specified and may include suspension without pay for a period of time or such action deemed appropriate at the time; or
4. the employee is suspended with or without pay pending further review by the Society, police or court; or;
5. disciplinary action is warranted and the employee is discharged;
6. that the employee’s name will be registered with the Child Abuse Register. If the employee is not present at this meeting, notification of the registration will be sent to the employee by registered mail.
If an allegation is made against a senior staff, the Executive Director will:
1. conduct a preliminary inquiry; and if necessary;
2. make arrangements with a manager from another Society to conduct the formal investigation in accordance with this procedure.
If an allegation is made against the Executive Director, the President of the Board of Directors will be notified and will make arrangements with the Executive Director from another Society to conduct:
1. the preliminary inquiry, and if necessary;
2. the formal investigation in accordance with this procedure.
In conducting the above investigations, the Society will comply with:
1. The Standards for the Investigation and Management of Child Abuse Cases by the Children’s Aid Societies Under the Child and Family Services Act (5.2 - 002.020);
2. the Ministry guidelines in reporting serious occurrences (5.9 - 002).
The investigators will document in a restricted casefile:
1. the preliminary investigation;
2. the formal investigation if applicable;
3. the conclusion of the investigations;
4. the outcome of the investigation; and
5. the action taken.
The restricted casefile will be kept with the employee’s personnel file during the period of employment.

source for 5.1 - 012.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/012005.DOC
/5-0FAMIL/5-1GENER/012005.DOC

Approved by: Executive Director Number: 5.1 - 014

Date: January 31, 1998

FAMILY SERVICES
Complaints Against Foster Parent(s)

Policy:

It is the policy of the Society that foster parents, shall have the following rights:
1. rights as defined in the principles of the Child and Family Services Act;
2. rights as defined in the Society’s “Mission Statement”;
3. rights as defined in the Society’s policies and procedures.
It is the policy of the Society that when complaints against a foster parent, are made, the Society shall fulfill:
1. its obligation to protect a child from inappropriate and unprofessional activities by a foster parent, and
2. its obligation to provide the foster parent(s) with:
  1. fair treatment;
  2. careful and impartial investigation; and
  3. support.
The Society shall enact procedures addressing:
1. the receipt of the complaint against a foster parent;
2. the initiation of a preliminary inquiry;
3. the determination of the interim deployment of the foster parent(s);
4. the findings of the initial inquiry;
5. the initiation of a formal investigation;
6. the findings of the formal investigation; and
7. aftermath of the investigation.

source for 5.1 - 014
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/014.DOC
/5-0FAMIL/5-1GENER/014.DOC

Approved by: Executive Director Number: 5.1 - 014.005

Date: January 31, 1998

FAMILY SERVICES
Complaints Against Foster Parent(s)

Procedure:

Any allegation of misconduct or suspected misconduct by a foster parent of the Society against a child will be reported forthwith, in writing to the Executive Director or designate.
Outside working hours, the report will be forwarded to the duty manager who will notify the Executive Director or designate.
There will be no other notice to parties or accused persons until the investigation team authorized such notice.
Upon receipt of the allegation, the Executive Director will designate any of the following persons to initiate a preliminary inquiry:
1. an intake manager;
2. a designated staff; or
3. a seconded staff from a neighbouring Society.
The preliminary inquiry will determine:
1. whether the information provided is sufficient to warrant a service complaint (5.1 - 010); or
2. whether the information provided is sufficient to warrant a formal criminal investigation.
The inquiry will not be conducted by anyone who has direct supervisory responsibility for the foster parent(s) or any wards placed in their home.
Throughout the process of this inquiry, the Executive Director will be kept up to date.
Within 72 hours of the complaint a written report will be submitted to the Executive Director containing:
1. a description of the allegation/incident;
2. the source(s)s of information;
3. the date, location of the incident;
4. the name(s) of the victim(s);
5. if there is corroboration and witnesses;
6. if the incident could have occurred by accidental means or other explanations;
7. who has been notified of the allegation;
8. whether a serious occurrence reports needs to be completed (5.9 - 002);
9. any other information having a bearing on the allegation;
10. a recommendation as to whether a formal criminal investigation should occur;
11. a recommendation as to whether the issue would best be dealt with the immediate manager as a service complaint (5.1 - 010); or
12. a recommendation as to whether the matter should be closed with no further action.
If the decision of the Executive Director/designate is to proceed with a formal investigation:
1. the foster parent will not be notified of the allegation or the conduct of a formal investigation until the investigating team authorized such notice;
2. the formal investigation will be conducted by:
  1. police if criminal charged are contemplated; and/or
  2. the person designated in paragraph # 4 above.
The roles of the investigating team are:
1. the police will determine whether or not charges will be laid;
2. the person designated in paragraph $ above will determine whether or not the Society will report:
  1. the alleged abuse of a child in its care to the Ministry (5.9 - 002), if applicable; and/or
  2. the alleged abuser to the Child Abuse Registry (5.1 006).
3. the foster parent support person who will provide supportive services to the foster parent(s) during the investigative process:
  1. once the investigative team has authorized the notification to the foster parent(s); and
  2. with the consent of the foster parent(s).
The Executive Director/designate will need to decide whether the foster parent in question:
1. is relieved from any direct responsibilities involving the alleged child; or
2. is suspended from fostering, with or without regular per diem.
The investigative team will:
1. interview the victim(s) as soon as possible in the circumstances; and
2. whenever possible, interview the alleged offender(s) within 72 hours of the child’s interview;
3. open a restricted casefile to document the assessment and recommendations of:
  1. the police investigation; and whether the police will recommend to the Crown Attorney that charges be laid; and/or
  2. the child welfare investigation, and whether the investigators recommend that the alleged offender be registered with the Child Abuse Register (5.1 - 006).
Within five working days of receiving the investigation report, the Executive Director will decide:
1. what further action will be taken including the fostering status of the foster parent(s) involved;
2. whether or not the foster parent(s) involved will be registered with the Child Abuse Register if applicable (3.1 - 006).
Within five working days of reaching a decision, the Executive Director/designate will schedule a meeting with:
1. the foster parent(s)/agent; and a representative of the Foster Parent Association if requested by the foster parent(s); and
2. the resource manager;
3. the foster parent support worker, if applicable.
The foster parent will be informed that:
1. no disciplinary action will be taken; or
2. the foster parent is on notice that future complaints/charges may result in disciplinary action; or
3. fostering will continue, but disciplinary action is warranted and the form of discipline to be applied will be specified and may include suspension from fostering without compensation for a period of time or such action deemed appropriate at the time; or
4. the foster parent(s) are suspended from fostering with or without per diem pending further review by the Society, police, or courts; or
5. disciplinary action is warranted and the foster parents status as foster parents is terminated and their foster home file will be closed; and/or
6. that the foster parent(s)’ name will be registered with the Child Abuse Register. If the foster parent is not present at this meeting, notification of the registration will be sent to the foster parent by registered mail (5.1 - 009).
In conducting the above investigations, the Society will comply with:
1. The Standards for the Investigation and Management of Child Abuse Cases by the Children’s Aid Societies Under the Child and Family Services Act (5.2 - 002.020);
2. the Ministry guidelines in reporting serious occurrences (5.9- 002).
The investigators will document in a restricted casefile:
1. the preliminary investigation;
2. the formal investigation if applicable;
3. the conclusion of the investigation;
4. the outcome of the investigation; and
5. the action taken.
A copy of the restricted casefile will be kept with the foster parent’s foster care file.

source for 5.1 - 014.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/014005.DOC
/5-0FAMIL/5-1GENER/014005.DOC

Approved by: Executive Director Number: 5.1 - 016

Date: January 31, 1998

FAMILY SERVICES
Complaints Against Volunteer

Policy:

It is the policy of the Society that volunteers shall have the following rights:
1. rights as defined in the principles of the Child and Family Services Act;
2. rights as defined in the Society’s “Mission Statement”;
3. rights as defined in the Society’s policies and procedures.
It is the policy of the Society that when complaints against a volunteer are made, the Society shall fulfill:
1. its obligation to protect a child from inappropriate and unprofessional activities by a volunteer, and
2. its obligation to provide the volunteer with:
  1. fair treatment;
  2. careful and impartial investigation; and
  3. support.
The Society shall enact procedures addressing:
1. the receipt of the complaint against a volunteer;
2. the initiation of a preliminary inquiry;
3. the determination of the interim deployment of the volunteer;
4. the findings of the initial inquiry;
5. the initiation of a formal investigation;
6. the findings of the formal investigation;
7. aftermath of the investigation.

source for 5.1 - 016
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/016.DOC
/5-0FAMIL/5-1GENER/016.DOC

Approved by: Executive Director Number: 5.1 - 016.005

Date: January 31, 1998

FAMILY SERVICES
Complaints Against Volunteers

Procedure:

Any allegation of misconduct or suspected misconduct by a volunteer of the Society against a child will be reported forthwith in writing to the Executive Director or designate.
Outside working hours, the report will be forwarded to the duty manager who will notify the Executive Director or designate.
There will be no other notice to parties or accused persons until the investigation team authorized such notice.
Upon receipt of the allegation, the Executive Director will designate any of the following persons to initiate a preliminary inquiry:
1. an intake manager; or
2. a designated staff; or
3. a seconded staff from a neighbouring Society.
The preliminary inquiry will determine:
1. whether the information provided is sufficient to warrant a service complaint (5.1 - 010); or
2. whether the information provided is sufficient to warrant a formal criminal investigation.
The inquiry will not be conducted by anyone who has direct supervisory responsibility for the volunteer.
Throughout the process of this inquiry, the Executive Director will be kept up to date.
Within 72 hours of the complaint a written report will be submitted to the Executive Director containing:
1. a description of the allegation/incident;
2. the source(s) of information;
3. the date, location of the incident;
4. the name(s) of the victim(s);
5. if there is corroboration and witnesses;
6. if the incident could have occurred by accidental means or other explanations;
7. who has been notified of the allegation;
8. whether a serious occurrence reports needs to be completed (5.9 - 002);
9. any other information having a bearing on the allegation;
10. a recommendation as to whether a formal investigation should occur;
11. a recommendation as to whether the issue would best be dealt with the immediate manager as a service complaint (5.1 - 010); or
12. a recommendation as to whether the matter should be closed with no further action.
If the decision of the Executive Director/designate is to proceed with a formal investigation:
1. the volunteer will not be notified of the allegation or the conduct of a formal investigation until the investigating team authorized such notice;
2. the formal investigation will be conducted by:
  1. the police if criminal charges are contemplated; and/or
  2. the person designated in paragraph # 4 above.
The roles of the investigating team are:
1. the police will determine whether or not charges will be laid;
2. the person designated in paragraph # 4 above will determine whether or not the Society will report:
  1. the alleged abuse of a child in its care to the Ministry (5.9 - 002), if applicable; and/or
  2. the alleged abuser to the Child Abuse Registry (5.1 - 006);
3. the volunteer co-ordinator will provide supportive services to the volunteer during the investigative process:
  1. once the investigative team has authorized the notification to the volunteer; and
  2. with the consent of the volunteer.
The Executive Director/designate will need to decide whether the volunteer in question:
1. is relieved from any direct responsibilities involving the alleged child; or
2. is suspended from all forms of volunteer work.
The investigative team will:
1. interview the victim(s) as soon as possible in the circumstances; and
2. whenever possible, interview the alleged offender(s) within 72 hours of the child’s interview;
3. open a protection casefile to document the assessment and recommendations of:
  1. the police investigation; and whether the police will recommend to the Crown Attorney that charges be laid; and/or
  2. the child welfare investigation, and whether the investigators recommend that the alleged offender be registered with the Child Abuse Register (5.1 - 006).
Within five working days of receiving the investigation report, the Executive Director will decide:
1. what further action will be taken including the volunteer status of the volunteer involved;
2. whether or not the volunteer involved will be registered with the Child Abuse Register if applicable (5.1 - 006).
Within five working days of reaching a decision, the Executive Director/designate will schedule a meeting with:
1. the volunteer/agent; and
2. the volunteer co-ordinator.
The volunteer will be informed that:
1. no disciplinary action will be taken; or
2. the volunteer is on notice that future complaints/charges may result in disciplinary action; or
3. volunteering will continue, but disciplinary action is warranted and the form of discipline to be applied will be specified and may include suspension from volunteering for a period of time or such action deemed appropriate at the time; or
4. the person is suspended from volunteer work pending further review by the Society, police, or courts; or
5. disciplinary action is warranted and the person’s status as a volunteer is terminated;
6. that the volunteer’s name will be registered with the Child Abuse Register. If the volunteer is not present at this meeting, notification of the registration will be sent to the volunteer by registered mail.
In conducting the above investigations, the Society will comply with:
1. The Standards for the Investigation and Management of Child Abuse Cases by the Children’s Aid Societies Under the Child and Family Services Act (5.2 - 002.020);
2. the Ministry guidelines in reporting serious occurrences (5.9 - 002).
The investigators will document in the volunteer and protection casefile:
1. the preliminary investigation;
2. the formal investigation if applicable;
3. the conclusion of the investigations;
4. the outcome of the investigation; and
5. the action taken.

source for 5.1 - 016.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/016005.DOC
/5-0FAMIL/5-1GENER/016005.DOC

Approved by: Executive Director Number: 5.1 - 018

Date: January 31, 1998

FAMILY SERVICES
Complaints Against Board Member

Policy:

It is the policy of the Society that a member of the Board of Directors shall have the following rights:
1. rights as defined in the principles of the Child and Family Services Act;
2. rights as defined in the Society’s “Mission Statement”;
3. rights as defined in the Society’s policies and procedures.
It is the policy of the Society that when complaints against a member of the Board of Directors are made, the Society shall fulfill its obligation to:
1. protect a child from inappropriate and unprofessional activities by the Board member; and
2. its obligation to provide the member of the Board of Directors with:
  1. fair treatment;
  2. careful and impartial investigation; and
  3. support.
The Society shall enact procedures addressing:
1. the receipt of the complaint against a member of the Board of Directors;
2. the initiation of a preliminary inquiry;
3. the determination of the interim deployment of the member of the Board of Directors;
4. the findings of the initial inquiry;
5. the initiation of a formal investigation;
6. the findings of the formal investigation; and the aftermath of the investigation.

source for 5.1 - 018
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/018.DOC
/5-0FAMIL/5-1GENER/018.DOC

Approved by: Executive Director Number: 5.1 - 018.005

Date: January 31, 1998

FAMILY SERVICES
Complaints Against Board Member

Procedure:

Any allegation of misconduct or suspected misconduct by a member of the Board of Directors of the Society against a child/client will be reported forthwith, in writing to the Executive Director or designate.
Outside working hours, the report will be forwarded to the duty manager who will notify the Executive Director or designate.
The Executive Director/designate will advise the chairperson of the Board of Directors/designate.
There will be no other notice to parties or accused persons until the investigation team authorized such notice.
Upon receipt of the allegation, the Executive Director/designate in consultation with the chairperson/designate of the Board of Directors make arrangements with the Executive Director of a neighbouring Society to carry out a preliminary inquiry in order to determine:
1. whether the information provided is sufficient to warrant a service compliant (5.1 - 010); or
2. whether the information provided is sufficient to warrant a formal criminal investigation.
Throughout the process of this inquiry, the Executive Director and the Board of Directors’ designate will be kept up to date.
Within 72 hours of the complaint a written report will be submitted to the Executive Director containing:
1. a description of the allegation/incident;
2. the source(s) of information;
3. the date, location of the incident;
4. the name(s) of the victim(s);
5. if there is corroboration and witnesses;
6. if the incident could have occurred by accidental means or other explanations;
7. who has been notified of the allegation;
8. whether a serious occurrence reports needs to be completed (5.9 - 002);
9. any other information having a bearing on the allegation;.
10. a recommendation as to whether a formal investigation should occur;
11. a recommendation as to whether the issue would best be dealt with the Executive Director/designate as a service complaint (5.1 - 050); or
12. a recommendation as to whether the matter should be closed with no further action.
If the decision of the Executive Director/designate is to proceed with a formal investigation:
1. the member of the Board of Directors will not be notified of the allegation or the conduct of a formal investigation until the investigating team authorizes such notice;
2. the formal investigation will be conducted by:
  1. the police if criminal charges are contemplated; and/or
  2. the person chosen by the neighbouring Society.
The roles of the investigating team are:
1. the police will determine whether or not charges will be laid;
2. the person chosen by the neighbouring Society will determine whether or not the Society will report:
  1. the alleged abuse of a child in its care to the Ministry, (5.9 - 002) if applicable; and/or
  2. the alleged abuser to the Child Abuse Register (5.1 006);
3. the chairperson of the Board of Directors/designate will provide supportive services to the Board member during the investigative process:
  1. once the investigative team has authorized the notification to the Board member; and
  2. with the consent of the Board member.
The Executive Director/designate and the chairperson of the Board of Directors/designate will need to decide whether the board member in question will be relieved from his duties as member of the Board of Directors during the investigation.
The investigative team will:
1. interview the victim(s) as soon as possible in the circumstances; and
2. whenever possible, interview the alleged offender(s) within 72 hours of the child’s interview;
3. open a restricted protection casefile to document the assessment and recommendations of:
  1. the police investigation; and whether the police will recommend to the Crown Attorney that charges be laid; and/or
  2. the child welfare investigation, and whether the investigators recommend that the alleged offender be registered with the Child Abuse Register.
Within five working days of receiving the investigation report, the Executive Director and the chairperson of the Board of Directors/designate will decide:
1. what further action will be taken including the person’s status as a member of the Board of Directors;
2. whether or not the board member involved will be registered with the Child Abuse Register if applicable (5.1 - 006).
Within five working days of reaching a decision, the Executive Director/designate will schedule a meeting with:
1. the member of the Board of Directors/agent;
2. the chairperson of the Board of Directors; and
3. the Executive Director.
The member of the Board of Directors will be informed that:
1. no disciplinary action will be taken; or
2. the member of the Board of Directors is on notice that future complaints/charges may result in disciplinary action; or
3. the member of the Board of Directors is suspended from the Board pending further review by the Society, police, or courts; or
4. disciplinary action is warranted and the member of the Board is asked to resign or a motion for dismissal may be entertained by the Society’s membership;
5. that the person’s name will be registered with the Child Abuse Register. If the person is not present at this meeting, notification of the registration will be sent to him/her by registered mail (5.1 - 006).
In conducting the above investigations, the Society will comply with:
1. The Standards for the Investigation and Management of Child Abuse Cases by the Children’s Aid Societies Under the Child and Family Services Act (5.2 - 002.020);
2. the Ministry guidelines in reporting serious occurrences (5.9 - 002).
The investigators will document in the restricted protection casefile:
1. the preliminary investigation;
2. the formal investigation if applicable;
3. the conclusion of the investigations;
4. the outcome of the investigation; and
5. the action taken.
The protection casefile will be stored as directed by the Executive Director.

source for 5.1 - 018.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/018005.DOC
/5-0FAMIL/5-1GENER/018005.DOC

Approved by: Executive Director Number: 5.1 - 020

Date: January 31, 1998

FAMILY SERVICES
File Retention

Policy:

It is the policy of the Society that the Society through its Board of Directors:
1. is the legal guardian and the owner of all Society records, including:
  1. all case related information whether it be:
    - in paper form; and/or
    - microfilm; and/or
    - magnetic tape; and/or
    - computer disks; and/or
    - audio/visual tapes/disk;
  2. casenotes;
  3. regular recordings;
  4. investigations packages;
  5. psychological reports;
  6. adoption homestudies;
  7. volunteer files;
  8. foster care homestudies;
  9. external professional reports;
  10. all audio and all audio-visual materials;
  11. all the information generated in the process of service delivery concerning:
    - clients of the Society; and/or
    - parties to agency activities;
2. shall make rules and regulations governing the flow and storage of information gathered in the conduct of Society business,
It is the policy of the Society that all information shall be returned to the proper casefile when:
1. the casefile is being closed;
2. the caseworker will be absent due to holidays, leave, or illness;
3. the caseworker has terminated his/her employment with the Society;
4. when requested by the Executive Director/designate, and/or the caseworker’s manager.
It is the policy of the Society that every casefile, including casenotes will be retained permanently.
The Society shall enact procedures addressing:
1. the contents and organization of all casefiles being closed; and
2. the storage of all retained files.

source for 5.1 - 020
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/020.DOC
/5-0FAMIL/5-1GENER/020.DOC

Approved by: Executive Director Number: 5.1 - 020.005

Date: January 31, 1998

FAMILY SERVICES
File Retention

Procedure:

The caseworker 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 or 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.
The caseworker’s manager will ensure that prior to the caseworker’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.
The caseworker will ensure that all his/her casefiles are kept complete and in order.
Prior to filing a closed file, the caseworker will review the casefile, and:
1. remove all duplicated material;
2. remove all non casework material such as phone message slips;
3. ensure that all the sections of the file, including casenotes are present and in order;
4. secure the contents in some effective manner.
The caseworker will ensure that the casefile will be stored in locked central filing.

source for 5.1 - 020.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-1GENER/020005.DOC
/5-0FAMIL/5-1GENER/020005.DOC

5.0 Family Services
5.0 General Policy

5.1 Associated Policies

5.2 Intake and Investigation

5.2 - 002 Intake and Investigation
5.2 - 002.005 Intake and Investigation
5.2 - 002.010 Service Eligibility
5.2 - 002.015 Initial Risk Assessment
5.2 - 002.020 Standards of Child Abuse Investigation
5.2 - 002.025 Investigation and Assessment Information
5.2- -002.030 Ontario Risk Assessment
5.2 - 002.035 Family Assessment
5.2 - 002.040 Miscellaneous Requests for Services
5.2 - 002.045 Documentation at Intake
5.2- -002.050 Case Management
5.2 - 002.055 Brief Services
5.2 - 002.060 Referral Process
5.2 - 002.065 Client Service Plans
5.2 - 002.070 Clients’ Rights and Complaint Procedure
5.2 - 002.075 Service Plan Implementation
5.2 - 002.080 Service Plan Reviews
5.2 - 002.085 Investigation of Abuse: Residential Care Settings
5.2 - 002.090 Voluntary Service Agreements
5.2 - 002.095 Malicious Complaints
5.2 - 002.100 Failure to Report Abuse
5.2 - 002.105 Victim Injury Compensation Board

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.2 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/052INT.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/052INTAKE.DOC
/5-0FAMIL/5-2INTAK/052INT.DOC
/5-0FAMIL/5-2INTAK/052INTAKE.DOC

Approved by: Executive Director Number: 5.2 - 002

Date: January 31, 1998

FAMILY SERVICES
Intake and Investigation

Policy:

It is the policy of the Society that:
1. the Society shall have a systematic, documented process for receiving and assessing service inquiries and complaints.
2. The intake and investigation process shall involve:
  1. the identification of cases of child abuse and neglect;
  2. the identification of cases of family dysfunction;
  3. a description of the activities which occur between the time a referral is received and a decision about the disposition of the case is made.
3. The Society’s response shall:
  1. determine the degree of urgency and level of risk to a child; and
  2. ensure that children receive at least minimally acceptable levels of care in their home or in substitute care.
4. The intake and investigation system shall define ongoing service delivery including:
  1. assessment;
  2. case planning;
  3. implementation of the plan; and
  4. evaluation of the plan.
5. The intake and investigation system shall reflect sound social work practices and fulfil the requirements of the Child and Family Services Act and the Ministry of Community and Social Services standards.
6. The intake and investigation systems shall be provided in a manner that recognizes:
  1. diversity of cultural backgrounds;
  2. religious heritage;
  3. language;
  4. ethnic origin; and
  5. other circumstances unique to the client.
7. Throughout the entire service delivery process, the paramount objective shall be to promote:
  1. the best interests;
  2. protection; and
  3. well being of children;
  consistent with the least intrusive appropriate alternatives as outlined in the Child and Family Services Act.
All intake and investigation systems shall be provided in a manner consistent with:
1. the principles in Section 1 of the Child and Family Services Act;
2. the Society’s Mission statement (5.0 - 004);
3. the Society’s policies and procedures.
The “Standards for the Investigation and Management of Child Abuse Cases by Children’s Aid Societies Under the Child and Family Services Act” (5.2 - 002.020) which reflects the “best practice” shall be applied, whenever possible, to all non-abuse cases.
Wherever possible, the client service plan shall be based on either a protection or voluntary service agreement signed by all parties.

source for 5.2 - 002
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002.DOC
/5-0FAMIL/5-2INTAK/002.DOC

Approved by: Executive Director Number: 5.2 - 002.005

Date: January 31, 1998

FAMILY SERVICES
Intake and Investigation

Procedure:

The Society’s intake and investigation systems will be based on the concept of an intake team, staffed by child protection workers, and an Intake manager.
The intake worker will:
1. respond to new cases carried over from the Emergency After Hours Services (5.4 - 002.040);
2. respond to new complaints received by:
  1. mail;
  2. telephone;
  3. in person; and
  4. the news media.
The responsibilities of the intake worker will be:
1. to receive the complaint, referral, or request for service;
2. determine eligibility of the requests and response time (5.2 - 002.010);
3. perform a record check;
4. perform an initial safety assessment to determine an immediate risk to children (5.2 - 002.015);
5. complete an investigation following the Society’s policies and procedures, as well as the “Standards for the Investigation and Management of Child Abuse Cases by Children’s Aid Societies Under the Child and Family Services Act if applicable (5.2 - 002.020);
6. complete a comprehensive assessment of the family (5.2 - 002.030) should the concerns be verified and the file responsibilities be transferring to ongoing services(5.2 - 002.035);
7. complete a client service plan following the Society’s policies and procedures (5.2 - 002.065) (5.2 - 002.090);
8. initiate court application if required
9. if applicable, implement and evaluate the client service plan following the Society’s policies and procedures (5.2 - 002.075) and (5.2 - 002.080);
10. complete the required documentation following the Society’s policies and procedures (5.2 - 002.045); and
11. manage the case until closure or transfer following the Society’s polices and procedures (5.2 - 002.055); (5.2 - 002.060); (5.2 - 002.065); and (5.2 - 002.075).
The intake caseworker will also have a good working knowledge of:
1. the Child and Family Services Act;
2. the “Standards for the Investigation and Management of Child Abuse Cases by Children’s Aid Society Under the Child and Family Services Act” (5.2 - 002.020);
3. Interagency Protocol and Provincial/Territorial Protocol
4. the Society’s policies and procedures concerning:
  1. Confidentiality (5.1 - 002); and Child Abuse (5.1 - 004);
  2. Clients’ Rights and Complaint (5.1 - 010); as well as complaints Against Staff (5.1 - 012); Foster Parents (5.1 - 014); Volunteers (5.1 - 016); and Against Board Members (5.1 - 018);
  3. Court Services (5.3 - 002);
  4. Serious Occurrences/Contentious Issues (5.9 - 002);
  5. Family Support Services (5.5 - 002); Counselling Services (5.6 - 002); and Pregnancy Counselling Services (5.7 - 002);
  6. Children’s Admission and Placement (4.1 - 002);
  7. Rights of Children in Care (4.11 - 002);
  8. the Society’s investigative protocols;
  9. Emergency After Hours Services (5.4 - 002);
  10. Intake and Investigations (5.2 - 002); and
  11. Protection and Service Agreements (5.2 - 002.090).
Where there is an allegation requiring an investigation, or cases requiring immediate attention, and the case is open to a school based social worker, the case work responsibilities are those of the school based social worker involved and his/her responsibilities will be:
1. to proceed with all interviews;
2. to conduct an investigation, if necessary, including police, medical, apprehension, court, etc. as required;
3. to provide for all child care responsibilities;
4. to complete all documentation required;
5. to develop case plan according to outcomes; and
6. to call a manager to request intake support in a very complex or difficult case.
Where a case is not open, and there are new allegations requiring investigation, or requiring immediate attention, the casework responsibilities are those of the intake department and:
1. referrals are made directly to an intake worker; school personnel may consult with a school based social worker to determine whether a situation is reportable, however, if it is an appropriate referral, the informant will be directed to the intake department;
2. the intake worker will proceed with all interviews and conduct an investigation, if necessary, including police, medical, apprehension, court, etc. as required;
3. intake worker will be responsible for initial child care arrangements and into care documentation;
4. intake worker will complete required initial investigation, child care and court documentation and prepares case for transfer to the school based social worker;
5. intake worker will develop an initial case plan and review the case plan with the school based social worker; and
6. the intake worker may request, through a manager, the assistance of a school based social worker, in interviewing a child or staff, to determine if an investigation is required. The intake worker is still responsible for completing all documentation, and directing and completing the investigation if required.
Requests for voluntary counselling received by the school based social worker, and the situation does not involve physical, sexual, or emotional abuse or protection concerns, and the situation does not require immediate attention, the case will be directly opened to the school based social worker who will complete all documentation including CWIS intake.
Requests for voluntary counselling received by the intake worker, and the situation does not involve physical, sexual, or emotional abuse or protection concerns, and the situation does not require immediate attention, the case may be assigned by the intake manager or designate directly to a school based social worker; however, the intake worker will complete the CWIS intake.
The school based social worker will not deal with cases where there are allegations against teachers or board staff, and these cases will be the responsibility of the intake department.
In cases where the parent is an adult education student with a pre-school child, the case assignment will be determined by a manager on a case be case basis.

source for 5.2 - 002.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002005.DOC
/5-0FAMIL/5-2INTAK/002005.DOC

Approved by: Executive Director Number: 5.2 - 002.010

Date: January 31, 1998

FAMILY SERVICES
Intake and Service Eligibility

Procedure:

Persons are generally eligible for services by:
1. a request for services (family/counselling services);
2. a referral from a community agency for family/counselling services;
3. a referral/complaint from either a professional or community person that there is a suspicion that a child may be a child in need of protection (investigative services);
4. a referral from another Society for either family/counselling or protection services; and
5. a request for fostering, volunteering or adoption.
In order to receive voluntary services ( family/counselling) from the Society, the person requesting services:
1. must be a resident of the County of Huron or Perth;
2. must be a child under the age of sixteen years;
3. must have the care of a child under the age of sixteen years; or
4. must be expecting to give birth to a child.
In order to receive investigative services from the Society, the Society must be satisfied that:
1. the family resides in the County of Huron or Perth;
2. the family includes a child under the age of sixteen years;
3. the child may be a child in need of protection as defined by the Child and Family Services Act; and
4. the family meets the criteria defined in the Ontario Risk Assessment Model (ORAM) Eligibility Spectrum.
In order to receive voluntary/involuntary protection services, the Society must be satisfied, following the investigation of the complaint, that:
1. the family/child resides in the County of Huron or Perth;
2. there is a child within the family unit that is under the age of sixteen years;
3. the child is in fact a child in need of protection as defined under the Child and Family Services Act;
4. the Society’s continuing involvement is required to ensure the ongoing safety of the child;
5. the family is refusing to work co-operatively with the Society; and:
  1. child placement is required; and/or
  2. court intervention is required.
Requests for fostering, volunteering and adoption will be documented by the intake worker/assigned staff and forwarded to the appropriate persons for follow-up.
Requests for speakers, presentations, and other miscellaneous requests from the community will be documented by the intake worker and forwarded to the appropriate persons for follow-up.
Requests for adoption record disclosures service will be documented by the intake worker/adoption worker and forwarded to the appropriate persons for follow-up.
Requests for record disclosure services other than adoption will be documented and provided by the intake worker.
Requests for general information will be provided by the intake worker.

source for 5.2 - 002.010
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002010.DOC
/5-0FAMIL/5-2INTAK/002010.DOC

Approved by: Executive Director Number: 5.2 - 002.015

Date: January 31, 1998

FAMILY SERVICES
Initial Risk Assessment

Procedure:

Upon receipt of a referral/complaint, and in order to complete a valid initial risk assessment, the intake worker will attempt to obtain as much information as possible:
1. from the source of referral;
2. from internal record check and Fast Track;
3. from collaterals including the police, schools, community agencies, and family physician if applicable.
The intake worker will immediately begin an investigation when:
1. the intake information depicts a situation as described in the initial risk assessment as described below;
2. the intake information describes a child who is currently injured;
3. the intake information describes a very young child who is currently alone; or
4. the intake information describes a situation of immediate risk.
The initial risk assessment, will address the following areas:
1. is the caretaker’s behaviour violent or out of control?;
2. is the caretaker described as acting towards the child in predominantly negative terms or is the caretaker described as having extremely unrealistic expectations of the child?;
3. has the caretaker caused, or has made a plausible threat, that has or would result in serious harm to the child?;
4. is it a situation where the child’s whereabouts cannot be ascertained and/or there is reason to believe the family is about to flee or refuse access to the child?;
5. is it a situation where the caretaker has not, or will not provide sufficient supervision to protect child from potentially serious harm?;
6. is it a situation where the caretaker has not, or is unable to meet the child’s immediate needs for food, clothing, shelter, and/or medical care?;
7. has the caretaker previously abused or maltreated a child, or has the caretaker’s prior response to the incident suggest that the child’s safety may be an immediate concern?;
8. is the child fearful of people living in or frequenting the home?;
9. are the child’s physical living conditions hazardous and may cause serious physical harm?;
10. is child sexual abuse suspected and circumstances suggest that child’s safety may be at immediate risk?;
11. has the caretaker’s drug or alcohol use seriously affected his/her ability to supervise, protect, or care for the child?

source for 5.2 - 002.015
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002015.DOC
/5-0FAMIL/5-2INTAK/002015.DOC

Approved by: Executive Director Number: 5.2 - 002.020

Date: January 31, 1998

FAMILY SERVICES
Standards of Child Abuse Investigations at the Level of Intake

Procedure:

When the intake worker carries out an investigation of child abuse, the following standards will be followed:
1. the complaint must be recorded within 24 hours;
2. the investigation will be carried out in accordance with the Society’s protocol with local police services;
3. the child alleged to have been abused shall be seen as soon as possible; timing will be based on the worker’s professional judgement of urgency, but in every instance, the child who is the subject of a report of child abuse will be seen no later than 12 hours after the receipt of the report; where seeing the child is delayed beyond the twelve hour maximum, the decision to delay shall be reviewed with the manager and the reasons documented in the casefile;
4. any investigation shall include all of the following steps:
  1. telephone or personal interview with the person who reported the alleged abuse and any others who may have relevant information;
  2. search of existing society records for any present or past contact involving the family, alleged abuser, and child;
  3. contact the Child Abuse Register within three days following receipt of the intake to ascertain if the alleged abuser has been registered in the past and the details of that registration; contact any child welfare authorities which have previously registered the alleged abuser or child;
  4. see the child alleged to have been abused and interview the child using methods consistent with the child’s developmental stages and ability to communicate;
  5. ensure that the alleged abuser is interviewed by police and/or Society worker pursuant to the protocol in place between the Society and the police;
  6. interview the parent or person having charge of the child, where not the alleged abuser;
  7. interview other potential child victims, e.g. siblings, other children in the home, classmates, team-mates, etc...;
  8. gather evidence from other professionals involved in the investigation, e.g. medical, law enforcement, legal, educational;
  9. gather information from other witnesses;
5. a preliminary assessment process will take place as soon as sufficient facts have been gathered to make decisions regarding the care and protection of the child and the immediate services required by the child and the family during the investigative stage; following the assessment, a preliminary plan of service will be developed;
6. if the alleged abuse of the child indicates the possibility of injuries or the need for medical care, or medical documentation, the child will have a medical examination as soon as possible within twenty four hours of seeing the child;
7. if the investigation deals with a complaint against a Society employee or agent, the following policy/procedures will be followed:
  1. concerning a staff member, follow procedure (5.1 - 012);
  2. concerning a foster parent, follow procedure (5.1 - 014);
  3. concerning a volunteer, follow procedure (5.1 - 016);
  4. concerning a member of the Board of Directors, follow procedure (5.1 - 018);
8. when a report of child abuse is received and the child is in a residential care setting, the procedures described at (5.2 - 002.085) will be followed; the local Society will investigate as with any other report, to determine if the child is, or has been abused, to ensure the safety of the child and to determine whether other children are at risk of abuse;
9. the Ministry of Community and Social Services will be advised of the alleged abuse of children in a foster home, group home, institution, or contracted resource under the jurisdiction of the Ministry of Community and Social services as described in the policy and procedures described at (5.9 - 002).
Following the investigation, the caseworker will ensure that the following standards will be followed:
1. the decision that an allegation of child abuse has been verified will be made according to policy and procedures described at (5.1 - 006);
2. the alleged abuser, the alleged victim, and the family of the alleged victim will be advised of the outcome of the investigation within fourteen days of its completion;
3. if the complaint of child abuse is not substantiated and child abuse does not exists, the caseworker will, if the family of the alleged victim requests further service, determine whether appropriate services are available, either within the Society or within the community, and provide this information/services to the family;
4. if the complaint of child abuse is substantiated but the child is not in need of protection and the child remains in the home:
  1. if there is evidence to support a criminal charge, the police will determine further appropriate action; if the police have not been involved in the investigation, they will be contacted and provided with all relevant information;
  2. unless the family of the alleged victim requests further service, the case will be closed;
  3. if the family of the alleged victim requests further service, determine whether appropriate services are available, either within the Society or within the community, and provide this information/services to the family;
5. if the complaint of child abuse is substantiated and the child remains in the home but may be in need of protection, an immediate plan to ensure the child’s safety must be implemented including:
  1. a schedule of visits that will be carried out; and
  2. a determination of the need for a court application under the Child and Family Services Act (5.3 - 002.030);
6. if the complaint of child abuse is substantiated and the child is removed from the home as a result of an apprehension, decide on and seek from the court (5.3 - 002.003) within the time frame specified in the Child and Family Services Act, the order that is believed to be the least restrictive or disruptive and the most appropriate under the circumstances:
  1. order of Supervision;
  2. order of Society Wardship;
  3. order of Crown Wardship; or
  4. consecutive Society Wardship and Supervision;
7. at the conclusion of the investigation, and in consultation with the manager, a completed assessment and plan of service will be developed for the child and members of the family;
8. where the identity of the person who made the complaint of child abuse is known, acknowledge the interest of the complainant and explain to him/her that the release of personal information about the child, family or alleged abuser is prohibited under the Child and Family Services Act without that person’s consent (5.1 - 002).
In the management of child abuse cases, the following standards will be followed:
1. all child abuse investigations, open protection cases and children in care cases where the allegation of abuse is substantiated and/or verified and abuse remains a concern, will be reviewed regularly by the case worker and the manager; the manager will be involved at the following points:
  1. at the initial referral or allegation of abuse;
  2. during the investigative stage;
  3. on completion of the investigation and the making of the disposition;
  4. when verifying and reporting to the Child Abuse Register (5.1 - 006);
  5. when considering the removal of the child;
  6. when considering the return of the child to the child’s home;
  7. when termination of the case is considered;
  8. when police notification and consultation is required according to the existing protocols;
  9. prior to any court involvement;
  10. prior to the transfer of the case;
  11. during any major changes in the plan of service;
2. where a Supervision or Wardship order or a Voluntary Service Agreement exists as a result of the abuse, the worker in conjunction with the manager, will develop a specific plan of intervention that is based on a complete assessment and addresses:
  1. the dysfunction in the family relationships and/or child’s environment;
  2. the service needs of the child and family;
  3. the safety of the child and other children who remain in the home;
3. where other agencies are involved, ensure co-ordinated service to the child and family by:
  1. establishing which professional(s) and/or agency(ies) are providing services and the nature of the services;
  2. making every effort to obtain written consent from the parent and child for full sharing of information amongst services involved;
  3. making every effort to obtain information about the plan of service to be provided by the professional(s)/agency(ies) and ensuring that the plan is clearly understood by the family;
  4. seeking the agreement of the professional(s)/agency(ies) to obtain and provide information to the Society regarding any withdrawal, avoidance, or termination of service, removal of the family to another location, or lack of access to the child;
  5. making every effort to ensure that the above are confirmed in writing;
4. regular contact with the child and the family will be maintained by a Society caseworker or another agency at a specified frequency, and continue until the child is no longer at substantial risk of further abuse; the child will be seen at intervals specified in the supervision order or agreement for voluntary services until manager/worker’s assessment supports a less intensive contact; the Society will view a contact missed by the family as a potential danger signal and will follow it up immediately;
5. when responsibility for a child abuse case is to be transferred from one Society worker to another, the transfer will be effected through a full case review;
6. following a case conference, the Society will accept the transfer of a case where the information of an allegation of abuse has been substantiated and/or verified, or the transferring Society considers substantial risk of abuse to exist only if the following steps have been taken:
  1. in an urgent situation, the caseworker or the referring Society will transmit relevant information immediately to the Society receiving the transfer, and send written referrals and records within forty-eight hours of the notification of transfer;
  2. in a planned transfer of a substantiated and/or verified child abuse case, the transferring Society will make an initial telephone call to refer the case to the Society assuming responsibility for it, and send that Society within fourteen days, a copy of relevant records regarding the child and family, and such records will include the following:
    - the case record, including the plan of service and case reviews;
    - photographs where applicable;
    - court orders where appropriate;
    - any other reports relevant to the care and treatment of the child and family;
7. where the Society is considering the return of a child in its care, who is subject to a court order and who may have suffered abuse, from the person who had charge of the child at the time of the possible abuse, the Society will, following internal review by the worker and the manager,:
  1. refer the case to a review team established under the Child and Family Services Act (5.1 - 008); or
  2. seek approval from the court to return the child home (5.3 - 002.045);
  3. where the court has ordered that the child be returned to the child’s parents or person in charge of the child and it is the opinion of the Society that the child will still be at substantial risk on returning home, the Society will consider whether there are grounds on which to appeal the court order;
8. in a situation where abuse is substantiated and/or verified or under investigation and the child is missing from the child’s home or the Society’s care, the worker will immediately:
  1. make reasonable efforts to find the missing child, by contacting persons who may know the whereabouts of the child, including professionals involved with the child, to ensure that the child is adequately protected;
  2. notify the worker’s manager and consider completing a serious occurrence report (5.9 - 002);
  3. ensure the police are notified;
  4. where the child is believed to be in the area of another Society’s jurisdiction, the worker will notify the Society in that area of the need to locate the child and the recommended action to be taken;
  5. notify parents where appropriate;
  6. the caseworker will document in the child’s case file:
    - the steps which he/she has taken; and
    - the date and time the police were notified as well as the police officer’s name and badge number;
9. where a family whom the Society is investigating or where abuse has been substantiated and/or verified is missing, the worker will immediately:
  1. make reasonable efforts to find the missing family and resume service, by contacting persons who may know the whereabouts of the missing family including other professionals involved with the family;
  2. notify the worker’s manager and consider completing a serious occurrence report (5.9 - 002);
  3. notify associated agencies, including police, in the Society’s area of jurisdiction of the need to locate the family and request that the Society be notified of the family’s whereabouts if it is located;
  4. where the family is believed to be in the area of another Society’s jurisdiction, the worker will notify the Society in that area of the need to locate the family;
  5. the caseworker will document in the family’s casefiles the steps which he/she has taken.
10. reclassification of a substantiated and/or verified child abuse case will take place when:
  1. the worker and manager have reviewed the original allegation and history of service, and;
  2. a full reassessment has been completed, and this information indicates that the treatment and prevention of abuse is no longer the primary purpose for providing service;
11. termination of a substantiated and/or verified child abuse case will not take place:
  1. unless directed by the court;
  2. unless the treatment of prevention of abuse is no longer the primary objective of the Society’s involvement; or
  3. unless a determination is made that there is insufficient evidence to support court action;
12. prior to termination of a child abuse case, the worker will inform the following of the Society’s intent to terminate services:
  1. all relevant members of the family who are receiving services; and
  2. where consent for the release of information has been signed, all other agencies and professionals who were involved in the family’s treatment plan;
13. on receipt by the Society of information alleging that a child receiving service from the Society has died as a result of abuse:
  1. a manager and the Executive Director will be advised immediately of the death;
  2. the Society will make immediate contact with the police to obtain details regarding the death, possible charges and the conduct of an investigation into the death, including notification of the coroner and a request to have an autopsy performed;
  3. when the coroner notifies the Society of the death, the Society will follow the above procedure, including the request for an autopsy;
  4. the Society will advise the Ministry of Community and Social Services of the death of the child as soon as possible within 24 hours of the receipt of the information (5.9 - 002);
  5. if an inquest is to be held into the death of the child, the Society will consider:
    - seeking standing at the inquest;
    - being represented at the inquest by legal counsel.
The Society will record:
1. any complaint respecting child abuse within 24 hours (5.2 - 002.045);
2. the worker will complete a detailed recording of the initial investigation and service plan of an allegation of child abuse within 21 days after receipt of the allegation by the Society (5.2 - 002.045);
3. every child protection worker handling cases of child abuse shall maintain contemporaneous notes; these will be the property of the Society and will form part of the client record (5.2 - 002.045);
4. all major case decisions, reviews and conferences will be recorded and placed on file(5.2 - 002.045);
5. any deviation from the standards contained in this procedure and the reasons for the deviation will be recorded and placed on file (5.2 - 002.045);
6. case recording will be ongoing, and will be completed at least every ninety days (5.2 - 002.045);
7. all case recordings will be signed and dated by the caseworker, read and approved and signed and dated by the worker’s manager (5.2 - 002.045).

source for 5.2 - 002.020
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002020.DOC
/5-0FAMIL/5-2INTAK/002020.DOC

Approved by: Executive Director Number: 5.2 - 002.025

Date: January 31, 1998

FAMILY SERVICES
Investigation and Assessment Information

Procedure:

In response to a complaint that a child is, has been, may be at risk of abuse or be a child in need of protection, the intake caseworker will need to complete the following assessments:
1. the Eligibility Spectrum
2. an assessment of the source of referral;
3. an initial safety assessment (5.2 - 002.015);
4. the “Ontario Risk Assessment” (5.2 - 002.030); and
5. a family assessment (5.2 - 002.035).
To assess the source of referral, the caseworker will need to know:
1. reporter’s relationship to the child and family;
2. the length of time the reporter has known the child and family;
3. if there was a delay in reporting, the reasons for reporting now;
4. if the reporter knew of previous incidents, the reasons they were not reported previously;
5. the validity and accuracy of previous referrals from this reporter if applicable;
6. the reporter’s willingness to meet face to face to discuss their concerns;
7. the reasons the reporter wishes to remain anonymous;
8. the reporter’s focus on the best interests of the child;
9. other possible motivations behind the report, such as a conflicting relationship, revenge, or unresolved custody dispute;
10. how the reporter presents i.e. sober, coherent, genuinely concerned;
11. indications of unusual anger, vindictiveness, retaliation, incompetence or unreliability.
To complete the:
1. initial safety assessment the caseworker will need to follow procedure (5.2 - 002.015);
2. formal Ontario Risk Assessment, the caseworker will need to follow procedure (5.2 - 003.030);
3. family assessment (5.2 - 002.035), the caseworker will need to carry out a comprehensive investigation.
To complete a comprehensive investigation, the following steps, where applicable, will need to be followed:
1. Contact the Child Abuse Register, where applicable, no later than three days from the referral. Should there exist a previous report regarding the child or alleged perpetrator, the caseworker will need to contact the appropriate Society for additional information (5.2 - 006).
2. With the assistance of the manager, the caseworker will determine a plan for the investigation. In deciding on the need for immediate managerial consultation, the intake worker will use their own professional judgement keeping in mind the following factors:
  1. in all situations where there is an allegation of abuse, managerial consultation will occur within the first hour;
  2. there is risk to the child or the child is reported to be injured;
  3. the report indicates that a child may become in need of protection if we do not intervene;
  4. there is immediate need for counselling/support for the child or non offending parent;
3. following managerial consultation the following decisions, where appropriate, will be made and documented in the case file:
  1. there are insufficient grounds to investigate, and the matter will be treated as a brief service (5.2 - 002.055);
  2. there are sufficient grounds to investigate, but;
    - the matter is not an abuse referral;
    - the matter is not urgent and does not require immediate investigation;
    - there is insufficient information to determine that the matter requires immediate investigation;
  3. there are sufficient grounds to investigate and the matter is determined to be urgent or is reported as an alleged abuse.
4. Involve the police and other relevant agencies as per the protocol (5.2 - 020). The team approach of using joint interviews (police and Society) is the desired method of interviewing victims, siblings, and the non offending parent.
5. Meet and interview the child alleged to have been abused; the child will be seen as soon as possible, and in cases of suspected abuse, no later than twelve hours after the receipt of the information. Where seeing the child is delayed beyond the twelve hours, the decision to delay will be reviewed with the manager and reasons documented in the case file. Complete an assessment of the immediate risk to the child and prepare the investigative plan (5.2 - 020) taking the following factors in consideration:
  1. the purpose of the initial interview of the child is to:
    - ensure protection of the child; and
    - to determine if an offence has occurred;
    - minimizing the trauma of the investigation for the child;
    - maximizing the information obtained from the child about the alleged events;
    - minimizing any contaminating effects on the child’s memory of the events;
    - maintaining the integrity of the investigation process;
  2. the location of the interview should, whenever possible, be the most appropriate for the child; the following factors should be considered:
    - the need to video tape the interview;
    - where and how disclosure occurred;
    - reaction of the non-offending parent(s);
    - where the abuse occurred;
    - whether siblings are involved;
    - where the victim(s) will feel safe;
    - where the interview can be conducted without interruptions;
    - the whereabouts of the alleged offender;
    - if the child is seen in school, the existing protocol will be followed;
  3. the needs of the child:
    - if the child’s first language is not English, a qualified interpreter should be considered to assist with the interview;
    - if the child presents with special needs, the assistance of knowledgeable persons should be considered in assisting the caseworker to assess the child’s level of understanding and finding the most effective way to communicate with the child;
6. when attempting to meet with and interview the alleged victim, the following situations may arise:
  1. no one is home when the worker gets there, the worker will:
    - leave notification that he/she was there if appropriate under the circumstances;
    - if the situation described at intake was considered urgent, the caseworker will determine the appropriate course of action consistent with the safety needs of the child. Managerial consultation may be sought if appropriate;
    - if the situation described at intake was not urgent, plan to return at another time;
  2. there is someone home but he/she will not let you in, the worker will:
    - talk calmly to the occupant;
    - advise him/her of who you are, that you must talk to him/her and that it would be better and much more private if you could do so inside;
    - show his/her identification card which identifies the worker as an authorized officer of the Society;
    - tell the person the Society has received some information which concerns his/her family and that it is important you hear his/her side of the story;
    - if there is good reason to believe that a child might be at immediate risk or in immediate danger, the worker must act quickly; the Child and Family Services Act gives the worker the power of entry by force if necessary and apprehension, with or without warrant, based on reasonable and probable grounds thus ensuring that not child will knowingly be left in a situation of risk; in these instances, the caseworker will proceed with police assistance;
    - if there is a threat of violence, the worker will not attempt to enter any home, but will call the police for assistance;
  3. where the child alleged to be abused is at home:
    - worker and/or police will visit the child at home and discuss with the parent/caretaker the nature of the complaint;
    - where physical injury is thought to be a consequence of the abuse, worker will examine the child with the permission of the parent/caretaker, and where appropriate, permission of the child; if the parent/caretaker, or where appropriate, the child refuse to have the caseworker examine the child, the worker and the parent/caretakers will make arrangements to have the child seen by the family physician or the doctor on call at their local hospital emergency clinic;
    - the worker will participate, observe, or conduct an interview with the child as predetermined with the police in order to discuss the allegation of abuse;
  4. where the child alleged to be abused is outside of the home setting, i.e. school, day care, babysitter:
    - the worker will visit the child at his/her present location;
    - where physical injury is thought to be a consequence of the abuse, the caseworker, with the child’s consent if appropriate, will examine the child; if the child does not consent, the worker will attempt to locate the parents/caretaker if appropriate and make arrangement to have the child seen by the family physician or the doctor on call at the local hospital;
    - the worker will participate, observe, or conduct an interview with the child as predetermined with the police in order to discuss the allegation of abuse;
    - where the parent/caretaker is not at home, the worker will attempt to locate parent/caretaker in the most expedient manner possible, in an effort to prevent any opportunity for further abuse to the child or for pressuring the child into changing his/ her story; where the alleged abuser is a parent/care taker, notification may be delayed to allow the police to complete their investigation.
    - the worker and/or police will discuss the nature of the complaint with the parent/caretaker;
  5. where the child alleged to be abused is already in the hospital:
    - worker will advise the hospital administrator or alternate that a child abuse investigation is being conducted;
    - worker will advise the appropriate physician that a child abuse investigation is being conducted and will request that the child not be discharged until the investigation is completed or the initial assessment regarding the safety of the child can be made;
    - worker will participate, observe, or conduct an interview with the child as predetermined with the police in order to discuss the allegation of abuse;
    - worker and/or police will attempt to locate the child’s parents where appropriate to discuss the nature of the complaint with respect to offender/non offender status;
  6. the decision to involve the child in the investigative process will depend on the nature of the referral and the Society’s need to establish if a child may be in need of protection; children will be seen and interviewed, age permitting, where there is alleged immediate risk to the child such as:
    - the child has been abandoned;
    - the parents are unable to care for the child due to substance abuse or psychiatric condition;
    - the child’s health is at risk due to poor nutrition, hygiene, lack of medical care, etc.;
    - if the child is not alleged to be at immediate risk, the worker will seek the consent of the parent before seeing the child.;
7. If the alleged victim has siblings or there may be other potential victims:
  1. where siblings are vulnerable, or there may be other potential victims, they will be seen, examined and results documented (5.2 - 002.020);
  2. the worker will participate, observe, or conduct interviews with siblings of the allegedly abused child, as well as any other child who may be at risk, as predetermined with the police, where these siblings live in the same home as the child alleged to have been abused; the purpose of these interviews will be to determine whether the siblings and/or peers, have suffered or are at risk of suffering abuse and to verify whether they might have information related to the initial complaint;
  3. where any new disclosures of abuse occur through these interviews, each will be considered as a separate allegation and investigation;
  4. when an investigation develops into a multi-victim or multi-offender case, the manager will be informed so that staff may be assigned accordingly.
8. If the alleged abuse of the child indicates the possibility of injuries or the need for medical care, or medical documentation, the child will have a medical examination as soon as possible within twenty four hours of seeing the child (5.2 - 002.020); the caseworker will insist on an immediate medical examination when:
  1. where the child has been injured beyond a superficial injury;
  2. where the child exhibits or complains of symptoms which may be associated with injury;
  3. where the nature of the abuse suggests that injury, especially internal injury, may be present;
  4. where there is a need to document the injury for evidentiary purposes;
  5. where the child has been sexually abused and the abuse occurred within the previous 72 hours and nature of the abuse suggest that forensic evidence may be present;
  6. where the child is emotionally upset and requires counselling or reassurance regarding any questions or fears they may have about the medical consequences of the abuse in order to alleviate their anxiety.
9. Otherwise, the caseworker will:
  1. make every effort to locate parents;
  2. for pre-school children, the worker will ask the parent(s) caregiver to undress the child, if necessary, so that the worker may observe the child’s body; under no circumstances will a worker examine a child without a third party present;
  3. for an older child, the child will be asked if they have sustained a physical injury and if they consent that the injury be seen by the worker, where appropriate, with a parent/caregiver present, or if the child would prefer to be examined by a physician; under no circumstances will a worker examine a child without a third party present;
  4. worker will obtain if possible, parental consent to have the child medically examined;
  5. worker will request that parent accompany child and worker to medical facility;
  6. where parent(s) agree to a physical examination but are unwilling or unable to accompany the worker and child, the worker will obtain a written agreement which provides the worker with permission to have the child examined;
  7. in all instances where physical injury is thought to be a result of child abuse and where the parents refuse examination of the child, the worker will apprehend the child (5.2 - 002.020);
  8. the worker will have consulted with his/her manager/alternate prior to such an apprehension (5.2 - 002.020); the child will be seen by the child’s own family doctor; where this is not possible, the child will be brought to the emergency department of the nearest hospital or will be examined by any other available medical physician;
  9. the worker will advise the examining doctor that abuse is suspected and a full and careful examination and reports are required (5.2 - 002.020);
  10. where a child appears to have been seriously abused or where head or internal injuries are suggested, the worker will request a skeletal survey by X-ray (5.2 - 002.020);
  11. the worker will obtain the doctor’s name and details of exactly what evidence of injury/neglect was found, as well as the doctor’s opinion as to cause of injury; the worker will obtain this information directly from the doctor (5.2 - 002.020);
  12. in cases where the physician is not able or willing to offer an opinion as to the cause of injury, the worker/physician will make a referral to a paediatrician;
  13. worker will advise the doctor that he/she may be required to appear in court in all cases of serious injury (5.2 - 002.020);
  14. worker will ensure that the results of any examination of a child be recorded in the case file (5.2 - 002.020).
10. In cases where there is physical evidence of injury thought to have been caused by abuse:
  1. worker will ensure that coloured photographs are obtained; this may be requested from the police, doctor, or taken by the worker his/herself (5.2 - 002.020);
  2. where the child is not in care of the Society, parental consent will be obtained where possible and appropriate;
  3. worker will ensure that the method of obtaining the photograph and the finished product conforms to all rules of evidence.
The investigating worker and/or manager will meet for the purposes of making an assessment of the child’s situation, to determine whether the child has been abused or is at risk and to develop a service plan for the child and family (5.2 - 002.020); this process will include:
1. a thoughtful integration of facts and observation;
2. all known data from significant sources are weighed and strengths and limitations are considered;
3. consideration of possible indicators of abuse which, although not exhaustive or all inclusive, will, in conjunction with the information collected during the investigative process, assist in the assessment of the child and family:
  1. physical abuse:
    - physical indicators:
      - unexplained bruises or welts on the face, torso, back, thighs, ears, head;
      - numerous bruises of different colours;
      - bruises reflecting the shape of cord, rope, buckle, clothes hangers, etc.;
      - cigarette burns;
      - cuts, bald spots, human bites, lacerations, grab marks, etc. which are unexplained or could not have been self-inflicted;
      - unexplained burns on soles of feet, palms of hand, immersion burns, electric burner or iron shaped burns;
      - unexplained fractures;
      - repeated injuries which go vaguely described;
      - bruising of young baby who is not mobile;
      - any injury resulting from use of force by parent/care taker;
    - behavioural symptoms:
      - child:
        
        unusually fearful or withdrawn;
        apprehensive when other children cry;
        resists changing clothing at school;
        arrives early and stays late at school;
        wears clothing that covers body and may be inappropriate for warm
        months;
        
        chronic runaway;
        cannot tolerate physical contact;
        behavioural extremes (compliant/aggressive);
        unable to form peer relationships;
        overly compliant with adults;
        frequent and prolonged absences from school;
      - parent:
        
        delay in seeking medical attention;
        indifference to child’s condition;
        isolated from family supports;
        untrusting of anyone;
        victims of abuse as children;
        reluctant to provide information;
        over-react with hostility or antagonism when questioned casually;
        over-critical of child;
        exhibits unrealistic expectations of child;
        misuse of alcohol or drugs;
        borderline intelligence, psychotic or psychopathic.
  2. sexual abuse:
    - physical indicators:
      - difficulty in walking or sitting;
      - discharge, pain, or itching in genital area or anus;
      - frequent urinary or yeast infections;
      - sudden onset of enuresis or encopresis;
      - bleeding, swelling, trauma to breasts, buttocks, lower abdomen, penis, thighs;
      - evidence of sexually transmitted diseases;
      - genital warts;
      - unexplained pregnancy where no peer relationships apparent;
      - torn, stained, or bloody underclothing;
    - behavioural indicators:
      - child:
        
        knowledge of sexual acts inappropriate for child’s age and/or development;
        seductive, promiscuous, undue interest in sexual matters;
        chronic running away;
        misuse of alcohol or drugs;
        shows signs of distress, lack of affect or withdrawal;
        inordinate fear towards males/females;
        possesses large amount of money or gifts without explanation;
        secretive;
        reluctant to undress or participate in physical activities;
        creates sexually explicit drawings;
        extreme compliance or behavioural disturbance;
        suggests or attempts suicide;
        constant fatigue, often sleeping in class;
        self abusive behaviour;
        low self esteem;
        hysterical incidents, i.e. uncontrolled crying or screaming;
        poor peer relationships;
        sudden delinquent behaviour;
      - parent/family:
        
        numerous personal, marital, and sexual problems;
        absence of marital discord despite problems;
        poor self esteem and impulse control;
        misuse of alcohol and/or drugs;
        role confusion between child and adult;
        prolonged or habitual absence from the home of one parent;
        isolated family, socially or geographically;
        extreme parental dominance, authoritarianism, rigidity, or over protectiveness;
        one parent especially favours the child;
        parent jealous of child’s friends;
        egocentric and immature parent;
        paedophile;
        low self-esteem of mother/father;
        mother/father is passive, dependent;
        presence of severe sibling rivalry;
  3. physical neglect:
    - physical indicators:
      - lack of adequate shelter;
      - listless, fatigue, lethargic child;
      - underweight, constantly hungry;
      - unattended medical or dental problems;
      - poor physical hygiene;
      - distended stomach indicative of malnutrition;
      - insufficient clothing;
    - behavioural symptoms:
      - child:
        
        seeks food from peers, neighbours, teacher or in garbage bins;
        poor peer relations due to un-hygienic state;
        restless, apathetic, depressed;
        withdrawn;
        seeks attention;
        learning deficits;
        late or irregular school attendance;
        low self esteem;
        failure to thrive;
        stealing, vandalism or other delinquent behaviour;
        lack of supervision or alternate care;
      - parents/family:
        
        lack of personal competency;
        lack of parenting skills;
        low self esteem;
        impulsive, infantile;
        socially isolated, little support;
        likely to be of lower intelligence;
        appears depressed/apathetic;
        likely to have been abused and/or neglected in childhood;
        misuse of alcohol/drugs;
        disorganized;
        restless and rebellious;
        crave excitement, activity and change;
        many of the behavioural symptoms outlined for the parent with regards to physical abuse also applies to situations of neglect;
  4. emotional abuse:
    - physical indicators:
      - sleep disorders;
      - speech disorders;
      - severe allergies or ulcers;
      - lags in physical development;
      - rocking, sucking, biting;
    - behavioural symptoms:
      - child:
        
        constant apologizing;
        inappropriate affect to situations;
        overcautious;
        overly compliant or rebellious;
        hypochondria, phobias, or obsessions;
        extremes of infantile or adult-like behaviour;
        extreme withdrawal, passivity, depression, aggressiveness;
        anti-social behaviour;
        lying, stealing, destructive, or violent;
        low self esteem;
        enuresis;
        fears failure;
        day dreams;
      - parent/family:
        
        inappropriate expectations for child;
        absence of consistent and continuous love of the child;
        failure to provide nurturance and affection;
        interaction with child is predominantly negative;
        believes child deliberately tries to annoy parent;
        appears unconcerned or emotionally detached about the child’s welfare;
        discrepancy between verbal and non verbal communication;
        very demanding of child’s performance;
        believes the child to be bad or different;
        constantly criticizes, yells, threatens, and berates child.
4. In addition to the above, the caseworker, in completing his/her family assessment (5.2 - 002.035) will also consider:
  1. any court ordered assessment previously completed;
  2. assessments by community agencies servicing the child(ren) and the family;
  3. psychological/psychiatric/developmental/paediatric assessments completed by qualified professionals;
  4. information from all witnesses; and
  5. the result of the Ontario Risk Assessment (5.2 - 002.030).
The assessment will be used to:
1. determine whether or not the child can be adequately protected in the home or requires admission to a place of safety;
2. determine if the abuse has been verified and if the name of the alleged abuser will be placed on the Child Abuse Register (5.1 - 030);
3. if the child remains at home, an identification of the risk factors that need to be addressed, and a plan of service developed to address those risks.
The caseworker will document in the casefile (5.2- - 002.045):
1. the results of the investigation;
2. the information collected:
  1. from other agencies as a result of signed releases of information;
  2. from other agencies who have released information based on a signed protocol;
  3. from other agencies as a result of a court order on the Society’s “Motion to Produce Records”;
  4. from other witnesses such as neighbours, relative, family acquaintances;
  5. from the Society’s and Police’s investigation;
3. results of the assessments completed;
4. plan of service developed to address:
  1. the risk factors identified during the investigative and assessment phase;
  2. the action plan put in place to ensure ongoing safety of the child(ren);
  3. any other information that the caseworker believes is relevant to the ongoing work with the family;
  4. the date of the schedule transfer conference and any recommendations the investigative worker wishes to make to the family service worker who will be implementing the plan of service (5.2 - 002.020).

source for 5.2 - 002.025
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002025.DOC
/5-0FAMIL/5-2INTAK/002025.DOC

Approved by: Executive Director Number: 5.2 - 002.030

Date: January 31, 1998

FAMILY SERVICES
Ontario Risk Assessment

Procedure:

Following the completion of the fact finding portion of the assessment, the Society will require the caseworker, in light of the additional information not initially available at the beginning of the investigation to:
1. review the initial risk assessment (5.2 - 002.015); and
2. review the initial safety plan completed at the beginning of the investigation.
Prior to finalizing the initial plan of service (5.2 - 002.065), the caseworker in consultation with his/her manager, will complete a formal risk assessment using the “Ontario Risk Assessment” tool.
The caseworker will assess the family using the following headings, the subsections the worker feels apply, and comments on his/her choice in each of the following categories:
1. Caretaker Influence:
  1. Abuse/Maltreatment of Caretaker:
    - severe abuse/maltreatment as a child;
    - recurrent but not severe abuse/maltreatment as a child;
    - episodes of abuse/maltreatment as a child;
    - perceived maltreatment as a child with no specific incidents;
    - no perceived maltreatment as a child.
  2. Alcohol or Drug Use:
    - substance use with severe social/behavioural consequences;
    - substance use with serious social/behavioural consequences;
    - occasional substance use with negative effect on behaviour;
    - occasional substance use;
    - no misuse of alcohol or use of drugs.
  3. Caretaker Expectation of Child:
    - unrealistic expectations with violent punishment;
    - unrealistic expectations with angry conflicts;
    - inconsistent expectations leading to confusion;
    - realistic expectations with minimal support;
    - realistic expectations with strong support.
  4. Caretaker Acceptance of Child:
    - rejects and is hostile to child;
    - disapproves of and resents child;
    - indifferent and aloof to child;
    - limited acceptance of child;
    - very accepting of child.
  5. Physical Capacity to Care for Child:
    - incapacitated due to chronic illness or disability resulting in inability to care for child;
    - physical impairment or illness which seriously impairs child caring capacity;
    - moderate physical impairment or illness resulting in only limited impact on child caring capacity;
    - very limited physical impairment or illness with virtually no impact on child caring capacity;
    - healthy with no identifiable risks to child caring capacity.
  6. Mental Capacity to Care for Child:
    - incapacitated due to mental/emotional disturbance or developmental disability resulting in an inability to care for child;
    - serious mental/emotional disturbance or developmental disability which seriously impairs child caring capacity;
    - moderate mental/emotional disturbance or developmental disability with limited impact on child caring capacity;
    - symptoms of mental/emotional disturbance or developmental disability with no impact on child caring capacity;
    - no identifiable mental/emotional disturbance.
2. Child Influence:
  1. Child's Vulnerability:
    - child younger than 2 years old, or older child with special needs;
    - child older than 2 years old, not regularly accessible to community oversight;
    - child is under 12 years old, attends school, day care or early childhood development program;
    - child is over 12 years old and younger than 18 years old;
    - child is 16 years old or older, with adequate self-sufficiency skills.
  2. Child's Response to Caretaker:
    - extremely anxious with uncontrolled fear, withdrawal or passivity;
    - very anxious with negative, disruptive and possibly violent interaction;
    - moderately anxious with apprehension and suspicion towards caretaker;
    - marginally anxious with some hesitancy towards caretaker;
    - child trusts and responds to caretaker in age-appropriate way.
  3. Child's Behaviour:
    - dangerous behaviour problems;
    - serious behaviour problems;
    - moderate but pervasive behaviour problems;
    - minor behaviour problems;
    - no significant behaviour problems.
  4. Child's Mental Health and Development:
    - incapacitated due to mental/emotional disturbance or developmental delay and unable to function independently;
    - serious mental/emotional disturbance or developmental delay impairs ability to function in most daily activities;
    - moderate mental/emotional disturbance or development delay impairs ability to perform some daily activities;
    - symptoms of mental/emotional disturbance or development delay with minimal impact on daily activities;
    - no identifiable mental/emotional disturbance or developmental delay.
  5. Child's Physical Health and Development:
    - severe physical illness, disability, or lack of physical development; requires medical care;
    - serious physical illness, disability, or lack of physical development; restricts activities without special care;
    - moderate physical illness, disability, or lack of physical development; restricts activities somewhat but overcome with special care;
    - mild physical illness, disability, or lack of physical development; does not restrict activities;
    - healthy and no obvious physical illness, disability or lack of physical development.
3. Family Influence:
  1. Domestic Violence:
    - repeated or serious physical violence or substantial risk of serious physical violence in the household;
    - incidents of physical violence in household; imbalance of power and control;
    - isolation and intimidation; threats of harm ;
    - mutual tolerance.
  2. Ability to Cope with Stress:
    - chronic crisis with limited coping;
    - prolonged crisis strains coping skills;
    - stabilized after period of crisis;
    - resolution without adverse effect;
    - free from stress influence.
  3. Availability of Social Supports:
    - effectively isolated;
    - some support, but unreliable;
    - some reliable support, but limited usefulness;
    - some reliable and useful support;
    - multiple sources of reliable and useful support.
  4. Living Conditions:
    - extremely unsafe; multiple hazardous conditions that are dangerous to children and have caused physical injury or illness;
    - very unsafe: multiple hazardous conditions that are dangerous to children;
    - unsafe; one hazardous condition that is dangerous to children;
    - fairly safe: one possibly hazardous condition that may harm children;
    - safe: no hazardous conditions apparent.
  5. Family Identity and Interaction:
    - negative family interactions;
    - family interactions generally indifferent;
    - inconsistent family interactions;
    - family interactions usually positive;
    - family interactions typically supportive.
4. Intervention Influence:
  1. Caretaker's Motivation:
    - no motivation to meet child's needs;
    - very little motivation to meet child's needs;
    - motivated to meet child's needs, but caretaker has multiple impediments to solving problems;
    - motivated to meet child's needs, and caretaker has some impediments to solving problems;
    - motivated to meet child's needs, and caretaker has no impediments to solving problems.
  2. Caretaker's Cooperation with Intervention:
    - refuses to cooperate;
    - cooperates minimally, but resists intervention;
    - cooperates, but poor response to intervention;
    - cooperates, with generally appropriate response to intervention;
    - cooperates with intervention.
5. Abuse\maltreatment Influence:
  1. Access to Child by Perpetrator:
    - open access with no adult supervision;
    - open access with ineffective adult supervision;
    - open access with effective adult supervision;
    - limited access with effective adult supervision;
    - no access to child.
  2. Intent and Acknowledgement of Responsibility:
    - deliberate or premeditated abuse/maltreatment;
    - hides or denies responsibility for abuse/maltreatment;
    - rationalizes abuse/maltreatment or doesn't understand role;
    - understands role in abuse/maltreatment and accepts responsibility;
    - abuse/maltreatment accidental.
  3. Severity of Abuse Maltreatment:
    - extreme harm or substantial danger of extreme harm;
    - serious harm or substantial danger of serious harm;
    - moderate harm or substantial danger of moderate harm;
    - minor harm or substantial danger of minor harm.
  4. History of Abuse/Maltreatment Committed by Present Caretakers:
    - severe or escalating pattern of past abuse/maltreatment;
    - serious recent incident or a pattern of maltreatment;
    - previous maltreatment;
    - maltreatment concerns;
    - no history of abuse or maltreatment.
Having assessed the family using the above risk scales, the caseworker will:
1. identify and evaluate the significance and interaction of key risk elements and any other relevant areas of family functioning that should be addressed before the case is closed;
2. describe how relevant family members view the identified risk elements and any other areas of family functioning identified above;
3. describe significant family or individual strengths that have been identified that may be used as part of the service plan to reduce future risk; and
4. for each child, indicate the overall risk rating (No Risk, Low Risk, Moderate Risk or High Risk).
The caseworker will document the results of the “Ontario Risk Assessment” in the Society’s procedural forms (5.2 - 002.020) (5.2 - 002.045).

source for 5.2 - 002.030
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002030.DOC
/5-0FAMIL/5-2INTAK/002030.DOC

Approved by: Executive Director Number: 5.2 - 002.035

Date: January 31, 1998

FAMILY SERVICES
Family Assessment

Procedure:

In developing a family assessment the caseworker will ensure:
1. the assessment is completed within the timeframes specified within the Child and Family Services Act regulations and the ministry standards (5.2 - 002.020);
2. the involvement of relevant collateral service providers in assessing client needs for service, accessing specialized assessment resources when required and available;
3. the family and/or the child be central to the assessment process and are the primary sources of information in that process;
4. the assessment is explained to the client in a way that facilitates understanding.
In completing ongoing assessments, the caseworker will ensure that they contain:
1. relevant family information;
2. ongoing risk assessment;
3. identification of social and environmental factors;
4. identification of family/individual strengths, problem areas and specific needs;
5. identification of issues and potential solutions as seen by the client;
6. role and service responsibility of other service providers; and
7. cultural background, language, religious heritage, ethnic origin or other circumstances unique to the client.
In completing the family assessment, the caseworker will also consider:
1. his/her observation of the child(ren) and parent(s) during the investigation;
2. the information the worker collected from:
  1. the child(ren) and parent(s);
  2. from other agencies as a result of signed releases of information, or based on a signed protocol, or as a result of a court order on the Society’s “Motion to Produce Records”;
  3. from other witnesses such as neighbours, relatives, family acquaintances;
  4. results of any medical, psychological, psychiatric and educational information gathered;
  5. information from the police investigation, including any forensic information obtained;
  6. the Ontario Risk Assessment completed; and
  7. any other information the caseworker feels is relevant to an understanding of the family.

source for 5.2 - 002.035
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002035.DOC
/5-0FAMIL/5-2INTAK/002035.DOC

Approved by: Executive Director Number: 5.2 - 002.040

Date: January 31, 1998

FAMILY SERVICES
Other Requests for Services and Information

Procedure:

The intake workers will get various requests for services and information other than alleged child abuse. The most frequent requests for services and/or information are:
1. Child left unattended:
  1. A child is a person under the age of sixteen. It is an offence to leave any child unattended without making provision for the child’s supervision, care or safety. If the child left unattended is under ten years of age, the onus is on the parent/guardian to prove that reasonable provisions, in the circumstances, were made to ensure the child’s safety, care and supervision.
  2. When a complaint is made to the Society that a child is left unattended or left unsupervised, an immediate investigation is required. When the report concerns a child under the age of ten, a worker will attend at the child’s location forthwith.
  3. If circumstances prevent a worker from attending immediately, the police department that has jurisdiction will be asked to determine if the report is accurate and will be further asked to remain with the child or children who might be found to be unattended or unsupervised until the caseworker can attend at the home.
  4. The worker who believes that a child is left unattended in a home will:
    - gain entry into the home by seeking permission from a person within the house;
    - if unable to gain entry with permission and believes that a child may be at risk, the worker will enter the premises and investigate;
    - if entrance to the home cannot be gained without force, the worker will seek assistance from the police department that has jurisdiction. The police officer shall assist in the investigation.
  5. When a child is found unattended or inadequately supervised, the following factors will be considered before making a plan for the child:
    - the age of the child;
    - the length of time the child has been left unattended;
    - the availability of alternate care arrangements;
    - any previous incidents of child being left unattended or inadequately supervised;
    - the possibility to readily locate the parent;
    - any other causes for concern with respect to the child’s care or well-being, either present or past.
  6. Before an apprehension is considered, the worker must consult with a manager.
2. Lack of Housing:
  1. It is the position of the Society that lack of housing, by itself, does not constitute a situation where a child may be in need of protection.
  2. In situations where a parent/guardian requests that children come into care for the sole reason of lack of housing, the caseworker will:
    - refer the client to available community resources;
    - refer the client to appropriate legal resources should the client be faced with eviction;
    - communicate with the General Welfare Assistance on behalf of client;
    - refer the client to the Women’s Crisis Centres which can provide crisis housing for short periods of time for women and children;
    - there may be emergency funds available through community clubs or the Society to pay for rent and hydro; the caseworker will discuss the use of such funds with the manager before any commitment is made.
3. Transient Youth:
  1. A transient youth under the age of sixteen is given the same service that a child of Huron County would receive; however, the main thrust of the service to transients is to return them to their home area.
  2. The caseworker will interview the child to determine the circumstances. At this point, the worker will clarify the practice of the Society and tell the child that return to their home area is imminent.
  3. The caseworker will contact the parent/guardian of the child to notify them of the child’s whereabouts and should consult with them around the arrangements to return the child.
  4. The caseworker will ensure that the child will be met upon reaching their destination. If the parent/guardian will not commit to meeting the child, the local Society of that area should be notified.
  5. The caseworker will enquire about transportation for the child and will make arrangements to purchase and bill the ticket. The worker will ensure that the child is on board that transportation. Transportation should be as direct as possible to prevent the child from running before reaching the agreed destination.
  6. The caseworker will coordinate with another Society if the child must stay overnight during their repatriation. If the child cannot be returned the same day, arrangement for care will be made in Huron County.
  7. The parents will be billed for the reimbursement of the fare and cost if applicable. If the child is a ward from another Society, the other Society will be billed for the child’s fare and cost in care.
  8. The caseworker will take special note to determine why the child is transient. If sexual or physical abuse is suspected, this will be reported to the Society in the child’s home area.
4. Adolescents:
  1. In providing service to adolescents, the caseworker must determine that:
    - the adolescent is a child in need of protection; or
    - voluntary counselling services are required.
  2. It is the practice of the Society not to admit adolescents into care:
    - at the request of the adolescent because he/she does not like the rules of the home;
    - at the request of the parent(s) because they are frustrated with the adolescent refusal to behave, or follow the family rules.
  3. The caseworker will inform the parent(s) and child(ren) at the onset:
    - of the Society’s practice not to admit adolescents into care because of parent/teen conflict of adolescent misbehaviour;
    - that parents are responsible for their children including adolescents, and the Society’s purpose is not to usurp the parental authority;
    - that admission to care is very disruptive and may be detrimental to the resolution of the parent/teen conflict.
  4. The caseworker may offer the parent(s) and adolescent(s):
    - support and counselling provided by the Society;
    - a referral to other counselling sources within the community;
    - respite short term care (parent relief) on the basis of a Temporary Care Agreement (5.3 - 002) until supportive counselling services are initiated.
  5. If the parent(s) refuses to accept supportive services and refuses to have the adolescent remain in their home, the caseworker will clearly indicate to the parent(s):
    - that the matter will be considered as an apprehension on the basis that the child is a child in need of protection because the child has been abandoned; and
    - the Society will seek, by Notice of Motion, (5.3 - 002.055) an order of maintenance which would cover the cost of keeping the adolescent in care.
5. Child under the age of twelve who has committed serious criminal acts:
  1. If the family is refusing intervention, and treatment is not being provided for the child, the Society has an obligation to intervene in the situation.
  2. The caseworker will consult with the manager regarding the circumstances of the referral.
  3. The caseworker will need to:
    - corroborate the child’s criminal behaviour with the police;
    - confirm the parent(s)’ refusal to accept intervention and refuse to provide treatment.
  4. If the parents are refusing intervention and refusing to provide treatment, the caseworker will clearly indicate to the parent(s):
    - that the matter will be considered as an apprehension on the basis that the child is a child in need of protection because the child has been abandoned and the parent(s) are refusing to provide treatment; and
    - the Society will seek, by Notice of Motion, (5.3 002.055) an order of maintenance which would cover the cost of keeping the child in care.
  5. The caseworker will note that a child with such behaviours may be abused or be at substantial risk of abuse as well. Therefore an abuse investigation may have to be considered as well as an investigation and assessment of the family and child.
  6. The degree of risk to the child will determine the immediacy of case planning for the family and the child.
  7. Should there be psychiatric considerations, the caseworker will consider medical intervention/hospitalization.
6. Emergency Assistance:
  1. If a family is in need of emergency food supplies, the caseworker will refer the family to the Salvation Army, Food Banks, local place of worship, etc.
  2. The caseworker will communicate with the General Welfare Assistance on behalf of the client.
  3. If welfare is not available, the caseworker will consult with his/her manager to determine if the Society can provide funds to assist on a short term basis when the only other alternative would be to have the child(ren) come into care.
  4. The caseworker will confer with his/her manager before taking children into care on the basis of the parent(s)’ need for financial assistance.
7. Individual Counselling to a child age twelve and over:
  1. The caseworker, in consultation with his/her manager, will determine if the individual counselling requested is appropriate for the Society to undertake.
  2. The caseworker will seek evidence to ensure that the child is twelve years or over.
  3. It is the practice of the Society that, wherever possible and appropriate, any counselling provided to children is provided, with the consent and knowledge of the child’s parent(s).
  4. The caseworker will raise, in the initial interview, the desirability of informing the child’s parents of the counselling being requested. Should the child refuse to have his/her parent(s) informed of the counselling, the caseworker will document in the casefile:
    - that the issue of informing the parent(s) was raised with the child but the child refused to have his/her parent(s) informed; and
    - the contractual agreement, verbal or written between the child and the caseworker confirming the counselling to be provided.
  5. The caseworker will note that:
    - the assessment and recording requirements for individual counselling are the same as for a Family Service Case (5.2 - 002.045); and
    - the release of records and disclosure of information concerning the counselling provided to a child twelve years or over are protected from release without consent (5.1 - 002.010) and (5.1 - 002.015).
8. Legal age for babysitting:
  1. When asked for the legal age for babysitting, the caseworker will inform the parents that:
    - they are responsible for the supervision and provision for all children under the age of sixteen years of age;
    - that leaving a child with a person under the age of sixteen as a babysitter, the parent remains responsible for the child.
  2. The caseworker will advise the parent(s) to consider:
    - the babysitter’s age;
    - the babysitter’s level of maturity;
    - the availability of another adult to assist in an emergency.
  3. The caseworker will also advise the parent(s) to consider:
    - their own child’s age;
    - the length of time the parent will be absent from the home; and
    - the difficulties the babysitter might encounter with the child.
  4. The caseworker will also advise the parent(s) that when leaving a child under the age of ten years with a babysitter, the onus is on the parent to prove that reasonable provisions were made for the child’s care and supervision.
9. Custody and Access:
  1. The caseworker will ensure that clients and or their lawyers calling because one spouse has removed a child from the custody of another or is complaining that access to the child has been refused, are referred for legal assistance as these areas are not within the jurisdiction of the Child and Family Services Act.
  2. The Society’s responsibility is to ensure that the child is protected. If the child is in need of protection, the child would be placed in a place of safety as defined by the Child and Family Services Act.
  3. The caseworker may advise the caller that the police may be asked to accompany the parent to keep the peace but that the police do not remove children from one parent to give to the other either. Legal assistance is the only route to take.
10. Lost child:
  1. If a lost child is found in the community, the caseworker will attempt to identify the child.
  2. The caseworker will contact the police as soon as possible to determine if the parent has reported the child missing.
  3. If the child can identify their name and/or address, the caseworker may take the child home. If no responsible person is there, the worker may approach neighbours as to the whereabouts of the parent.
  4. If the parent has not returned or contacted the police in a reasonable period of time, depending on the age of the child, the caseworker may view the child as having been abandoned, and consider the child apprehended (5.3 - 002).
  5. If the parent is located, the caseworker will assess the situation to determine the reasons for the lack of supervision of the child.
11. Requests for Counselling Services where there are no protection concerns:
  1. It is the practice of the Society that counselling is provided for families in which there are no protection concerns.
  2. The caseworker may also will offer to refer such families to appropriate counselling services available in the community form (5.2 - 002.060).
12. Investigation or supervision ordered by the court in disputed custody and access cases:
  1. the court may order the Society, with the consent of the Society to:
    - make an investigation related to a proceeding in which support or custody of or access to a child is an issue; and/or
    - provide supervised access;
  2. the court may order a party or parties to pay the costs of:
    - the investigation and may receive evidence from that investigation; and
    - supervision access;
  3. the Society may agree to accept the request of the court provided:
    - the payment covers the cost of the service requested; and
    - time and staff are available to provide the service; and
    - the evidence in court has raised a potential protection issue within the custody and access case.
  4. The caseworker will ensure that when the court does make a request for an investigation, or for supervised access, the reply is given only after:
    - the worker has consulted with the manager; and
    - the Society has adequate time and resources to complete the investigation and prepare the report for court; and/or
    - the Society has adequate time and resources to provide supervised access.

source for 5.2 - 002.040
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002040.DOC
/5-0FAMIL/5-2INTAK/002040.DOC

Approved by: Executive Director Number: 5.2 - 002.045

Date: January 31, 1998

FAMILY SERVICES
Intake/Family Services Recording

Procedure:

The caseworker will document:
1. all contacts with a client, a client’s family, or a collateral contact including telephone and face to face contact in casenotes;
2. the receipt of the intake information in the Society’s procedural form;
3. the initial assessment and service plan, for non abuse cases in the Society’s procedural form;
4. the initial assessment and service plan for physical abuse cases in the Society’s procedural form;
5. the initial assessment and service plan for sexual abuse cases in the Society’s procedural form;
6. the initial assessment and service plan for other abuse cases in the Society’s procedural form;
7. review reports for non abuse cases in the Society’s procedural forms;
8. review reports for abuse cases in the Society’s procedural forms; and
9. transfer/closing recordings in the Society’s procedural forms.
Casenotes:
1. Caseworkers will maintain records of all client and client related contacts of cases assigned to them in the casenotes.
2. Casenotes will be recorded as soon as possible and within twenty four hours of the contact being documented.
3. As casenotes are legal records, and may have to be produced in court, the caseworker will ensure that they are legible, orderly and objective, reflecting the professional status of the Society. Personal opinions which are not based on fact or observation should not be included.
4. The caseworker will ensure that casenotes are complete and accurate by:
  1. recording and identifying all contacts with clients and collaterals:
    - identifying the date and method of contact (office visit, phone call, home visit, school visit, etc.); casenotes should also include unsuccessful attempts to contact the client as well as missed or cancelled appointments;
    - was contact pre-arranged or unannounced; and
    - identifying the persons present, and who they were in relation to the client (i.e. Mrs. Joanne Wright, guidance teacher);
  2. record the reasons for the contact (intake visit, visit as required by supervision order, follow- up visit);
  3. recording observations made, issues discussed, problems identified, and case plans agreed upon; if the client made an important statement, record the statement in quotes;
  4. record decisions made, and action plans negotiated, identifying the tasks to be accomplished, by whom and by when;
  5. ensure that casenotes have not been altered in any way; if corrections are needed, a new casenote will be written recording the correct information and cross referencing it to the incorrect casenote.
5. As all casenotes are the property of the Society and constitute part of the Society’s records, caseworkers will not destroy casenotes but will place them in the case file at time of case closure.
6. If the caseworker is absent from the Society for more than five days, the caseworker’s casenotes book will accessible to Society staff to ensure ongoing appropriate service to clients.
Documentation of the initial Intake information:
1. The intake worker will document in the Society’s procedural form:
  1. the details of the initial service request/complaint or allegation, including:
    - demographic information on the clients, the referring person as well as the alleged abuser if known;
    - assessment of immediate or potential risk to child(ren);
    - details of other incidents, previous child protection concerns if applicable;
    - details of other possible victim(s) if applicable and an assessment of immediate or potential risk to them;
    - details of the alleged abuser’s relationship to victim if known;
    - details regarding possible witnesses and sources of information if known;
    - details of any staff safety issues if known;
    - referral source’s relationship to victim/alleged abuser and an assessment of motivation of the referral source if possible;
  2. issues of culture, religion, language, ethnic origin or other unique circumstances if applicable;
  3. the result of the record search and possible cross reference material as well as any other information found in the Society’s own records, provincial/national alerts, and with the Child Abuse Register and with other Children’s Aid Societies if applicable;
  4. collateral contacts;
  5. the result of the preliminary safety assessment (5.2 - 002.015), the determination of the urgency of response; decisions made and action taken;
  6. the caseworker’s investigative plan and strategies;
  7. the managerial consultations which occurred at the decision points of service response, safety decision, and investigative response, including contact with the police services if applicable;
  8. all non-compliance with the:
    - “Standards for the Investigation and Management of Child Abuse Cases by the Children’s Aid Societies Under the Child and Family Services Act (5.2 - 002.020); and
    - Society’s policies and procedures,
    as well as the reasons for non-compliance and the name of the manager consulted and the date of the consultation in the casefile (5.2 - 002.020).
2. The initial family services intake form will be completed within 24 hours of the referral, and submitted to the clerical department for processing (5.2 - 002.020).
Documentation of the investigation and initial assessment for non-abuse cases:
1. The intake worker will document in the Society’s procedural form:
  1. Date of recording and period summarized.
  2. All contacts including face to face, telephone contacts, all case conferences, school meetings.
  3. ) The initial visit with the child, indicating if the parents were aware of the meeting with the child, and if not, what attempts were made to contact the parents. If the decision was made to interview the child without contacting the parents beforehand, and the reasons for the decision will be noted. The date, time and location of the visit, the names of the persons present and their relationship to the child should also be documented. The information given by the child in the child’s own words should be documented. If a date was set for a follow-up interview with the child, document the arrangements made.
  4. The initial visit with parents indicating the date, time and location. If applicable, document the names of the persons present. Document the parent’s immediate reaction to your intervention as well as the information provided by the parent(s)
  5. The community agencies or persons knowledgeable about the family. Document if the parents have signed a “Consent to Release of Information” permitting the Society to share information with these agencies/persons. The information received from these agencies/persons should also be documented.
  6. Document the dates the client rights and complaint procedures were explained to the parents and copies of the pamphlets were given
  7. Document the results of the Risk Assessment completed (5.2 - 002.030) and the family assessment (5.2 - 002.035).
  8. Document the conclusions of the initial assessment, whether the file will be closed or remain open.
  9. If the file remains open, document the client service plan.
  10. If applicable, document the tasks and activities still outstanding.
  11. Document the next review date.
2. The Society’s procedural form is the preliminary assessment recording.
3. The preliminary assessment recording will be signed and dated by both the intake worker and manager (5.2 - 002.020).
4. The preliminary assessment recording will be completed within 21 days from the date of intake and placed in the casefile.
Documentation of the investigation and initial assessment for physical abuse cases and other abuse cases:
1. The intake worker will document in the Society’s procedural form the same information required in the preliminary assessment recording, but will include:
  1. Police Involvement:
    - The caseworker will document the nature of the police services involvement in the investigation of the allegations of physical or other abuse, including the name of the officer, as well as the name and telephone number of the detachment.
    - If the police services chose not to be involved, indicate the reasons why.
    - If the Society decided not to involve the Police Services, indicate the reasons for this decision, as well as the date and manager consulted.
  2. The initial visit with the child:
    - If the child was not seen within 12 hours of receiving the allegations of physical or other abuse, document the reasons for this decision, as well as the date and manager consulted.
    - Also document how the determination was made that the child was safe until the worker could personally attend. If an interim safety plan was initiated to ensure the safety of the child until the worker could personally attend, document the nature of the safety plan.
    - Document if the parents were aware of our meeting with the child, and if not, what attempts were made to contact the parents.
    - If the decision made was to interview the child without contacting the parents beforehand, document the reasons for this decision as well as the date and manager consulted.
    - If the child indicated his/her wish to have a support person present, document the arrangements made to have the support person attend.
    - Document the date, time and place of the meeting with the child, as well as the names of those who were present during the interview and their relationship to the child.
    - Document the statement made by the child in his/her own words. If applicable, document the reason the child gave for disclosing at this time, and what prior attempts the child has made to disclose. If the disclosure was intentional, document what the child wants to happen. If the disclosure was not made by the child, document the child’s reasons for not disclosing.
    - Document if the child is or is not afraid to remain home.
    - Document, if applicable, the knowledge the child has about the alleged abuser’s contacts with siblings or other children. If other siblings or children have been cared for by the alleged abuser, document the arrangements made to interview them. Finally, document if the child was informed that his/her parents, siblings, and peers will also be interviewed and what details will be shared with them.
    - if the interview was audio or video taped, document who has possession of the tapes and where they are located.
  3. Initial visit with non-offending parent(s):
    - Document the date and place of the visit, the information shared with the parent(s) and whether or not the siblings have been or will need to be interviewed.
    - If known, document the relationship of each parent to the alleged abuser and the parent(s)’ immediate reaction to the investigation.
    - Document, if known, whether the parent(s) themselves have been abused.
    - Document, if known, the parents relationship to the child prior to disclosure, and whether or not they believe the child and whom do they hold responsible for the abuse, and if the parents focus is on how the abuse affects the child or themselves.
    - Document if you believe the parents are able to be supportive to the child and if they are willing to provide support if siblings are interviewed.
    - Document the statements made by parents in their own words.
  4. Interview with siblings and peers, if applicable:
    - Document if the parents were aware of the meeting with the child(ren), and if not, what attempts were made to contact the parents.
    - If the decision made was to interview the child without contacting the parents beforehand, document the reasons for this decision as well as the date and manager consulted.
    - If the child(ren) indicated a wish to have a support person present, document the arrangements made to have the support person attend.
    - Document, if applicable, who the child disclosed to and their relationship to the child.
    - Document the date, time and place of the meeting with the child(ren), as well as the names of those who were present during the interview with the child(ren) and their relationship to the child(ren).
    - Document the statement made by the child(ren) in their own words. Document on what the child(ren) disclosed about the alleged abuser, what questions the child(ren) asked, and what pertinent information the child(ren) reported. Document if the victim had told them about the problem he/she was having with the alleged abuser.
    - Document if the sibling/peer discloses that he/she herself was abused, and the reason given for disclosing at this time, and prior attempts the child has made to disclose.
    - Document whether or not the siblings are or are not afraid to remain home.
    - If the interviews were audio or video taped, document who has possession of the tapes and where these are located.
    - Document if the victim, child, siblings, peers, parents witnesses gave statements to the police, as well as the date copies of the statements were requested and the date they were received or access given.
  5. Medical Examination( if applicable):
    - If the child was not seen by a doctor within 24 hours, document the reasons for this decision as well as the date and manager consulted.
    - If the child was examined, document the date, place, and time of the examination, the name and phone number of the physician.
    - Document the findings of the medical examination, and the date the medical report was requested and received.
    - If the child was seriously injured, admitted to the hospital or died, document the date and time your manager was notified, and whether or not a serious occurrence report was completed.
    - If the worker examined the child, document the size, shape, location and colour of the bruises on a body diagram, and place the completed body diagram in the casefile.
    - Photograph injuries, date and sign the photographs and place the photographs in the casefile.
  6. Interview with the alleged abuser:
    - If the alleged abuser was not interviewed, document the reasons for this decision as well as the date and the manager consulted.
    - If worker interviewed the alleged abuser, document the date, place and those present during the interview.
    - Document if the alleged abuser was informed of the nature of the allegations, and whether or not his/her name may be placed on the Abuse Register.
    - If the alleged abuser was asked for and gave a response to the allegation, document his/her response in their own words.
    - If the alleged abuser gave a statement to the police, document the date a copy of these statements were requested and received. Document any additional information received from the police regarding their contact with the alleged abuser.
  7. Verification Conference:
    - Document the date and the names of the persons who attended the verification conference.
    - Document the standards of evidence available (direct evidence, indirect evidence, medical opinion, factors verifying abuse and factors not verifying abuse).
    - Document whether or not the allegation of abuse was verified, the rational for this decision, and the date the alleged abuser’s name was submitted to the Child Abuse Register.
  8. Substantiation Conference:
    - Document the date and the names of the persons and managers as required who attended the substantiation conference.
    - Document the standards of evidence available (direct evidence, indirect evidence, medical opinion, factors substantiating abuse and factors not substantiating abuse).
    - Document whether or not the allegation of abuse was substantiated, and the rational for this decision.
2. The Society’s procedural forms are:
  1. the preliminary assessment recording;
  2. familial abuse and non-familial abuse recording.
3. The preliminary assessment recording and the familial abuse and non-familial abuse recording will be signed and dated by both the intake worker and manager (5.2 - 002.020).
4. The preliminary assessment recording will be completed within 21 days from the date of intake and placed in the casefile.
Family Services Recording:
1. The caseworker will document:
  1. date of the recording and period summarized;
  2. date of any scheduled court hearing and any outstanding court orders as well as any court application requests;
  3. all contacts including face to face and telephone contacts, the dates of all case conferences, school meetings, etc.;
  4. goals set at the last recording which were achieved, and how the achievement of these goals affect the risk assessment of the family;
  5. goals set at the last recording which were not achieved and the reasons these goals were not achieved, and how not achieving these goals affect the risk assessment for the family;
  6. specialized services that the family has received over the last quarter as well as all involvement from other agencies, indicating the names, phone numbers and contact persons, as well as the nature of their involvement and how this contribution assisted the family;
  7. important dates and events which occurred in the past quarter;
  8. the services offered to the family, how the family has used the services provided; if services were refused, document the services offered to the family and the reasons the family stated for not wanting to use such services;
  9. the results of the Risk Assessment (5.2 - 002.030);
  10. the client service plan for the next quarter.
2. The Society’s procedural form is the family service recording.
3. The family service recording will be signed and dated by both the case worker and manager (5.2 - 002.020).
4. The family service recording will be completed within sixty days of the date of intake and reviewed as determined by the Society but in any event within six months of the last recording., and will be placed in the casefile (5.2 - 002.020).
For abuse cases, the following information will be documented:
1. File transfer, if applicable:
  1. Internal file transfer:
    - Document the date and place the transfer conference was held as well as the names of those present.
  2. External transfer:
    - Document the date of the initial phone call made to the Society assuming responsibility for the case, and the name of the worker spoken to.
    - Document the date that the follow-up information was sent to the receiving Society (needs to be done within 14 days of the initial phone call.
  3. Urgent/unplanned transfer:
    - Document the date and time of the initial referral call to the Society assuming responsibility for the case.
    - Document which relevant information was immediately sent to the receiving Society by facsimile or other means.
    - Document the date that the follow-up information was sent to the receiving Society (needs to be done within 48 hours of the initial phone call).
2. Serious Occurrences:
  1. Missing child (Society/Crown Ward): The caseworker will document:
    - the date and time as well as the place the child went missing;
    - the date and time the manager was notified and the date the internal alert and if applicable the Serious Occurrence Report were completed;
    - the date and time the missing person’s report was filed with the police (obtaining the police officer’s name and badge number) and the date the warrant, if applicable, was obtained;
    - if applicable, the date and time the parent(s) were notified and the date the other jurisdictions were notified;
  2. Missing child/family: The caseworker will document:
    - the date and time as well as the location the child/family went missing;
    - the date and time the manager was notified and the date the internal alert was completed, and if applicable, the date the warrant was obtained;
    - if applicable, the date and time the parent(s) and police (obtaining the officer’s name and badge number) as well as the date the other jurisdictions were notified.
  3. Child receiving service has died of abuse: The caseworker will document:
    - the date and time the information of death was received;
    - the date and time the manager, Executive Director and local coroner were notified;
    - the date and time the internal alert and the Serious Occurrence report were filed;
    - the date of the conference with the Society’s solicitor to seek a standing at the inquest, as well as the names of the persons attending the conference; and
    - if known, the result of the inquest.
  4. Child Abused in a residential facility: The caseworker will document:
    - the date and time the information was received;
    - the date and time the manager and the Executive Director, and if applicable the parent(s) were notified;
    - the date and time the internal alert and the Serious Occurrence reports were completed;
    - the date and time the Society having territorial jurisdiction was notified of the allegation of abuse and the date they were requested to investigate;
    - the result of the investigation.
3. Reclassification: The caseworker will document:
  1. the date of the reclassification meeting as well as the names of the persons present;
  2. the decision reached and the reasons for the decision.
4. The Society’s procedural form is the family service recording.
5. The family service recording will be signed and dated by both the intake worker and manager (5.2 - 002.020).
6. The family service recording will be completed every three months (90 days) from the date of the sixty day recording, (until such time as the case is re-classified and abuse is no longer the reason for service) and placed in the casefile (5.2 - 002.020).
Closing Summary Recording:
1. The caseworker will document:
  1. all contacts including face to face and telephone contacts, as well as the dates of all case conferences, school meetings, etc. since the last recording;
  2. review of the original assessment of the risk to the child(ren) and how the level of risk was eliminated or reduced to such a level that the file can now be closed;
  3. review of the services provided to the family and comments on their effectiveness;
  4. if applicable, the placement of the children during the Society’s involvement;
  5. if applicable, the Society’s involvement with the family including any court work where applicable;
  6. the length of time the Society was involved with the family;
  7. the other service providers who were involved with the family and the effectiveness of their service;
  8. the client’s response to the Society’s intervention and their ability to use the Society’s services effectively;
  9. issues and recommendations the caseworker feels any future worker would find helpful in dealing with this family;
  10. worker’s safety issues if applicable; and
  11. date and method client and collateral service providers involved in service delivery were informed of the case closure.
2. The Society’s procedural form is the family services recording.
3. The family services recording will be signed and dated by the case worker and manager (5.2 - 002.020).
4. The “family services recording will be completed within 30 days of the termination of service and placed in the casefile.
Transfer Summary Recording:
1. The caseworker will document:
  1. all contacts including face to face and telephone contacts, as well as the dates of all case conferences, school meetings, etc. since the last recording;
  2. the date of the transfer conference and the names of those present where applicable;
  3. review of the services provided to the family and comments on their effectiveness;
  4. if applicable, the placement of the children;
  5. if applicable, any past and current court involvement;
  6. the length of time the Society has been involved with the family;
  7. the other service providers involved with the family and the effectiveness of their service;
  8. the client’s response to the Society’s intervention and their ability to use the services;
  9. issues and recommendations the caseworker feel the new worker would find helpful;
  10. worker’s safety issues if applicable;
  11. date and method worker will advise client and collateral service providers of the case transfer; and
  12. date of the schedule transfer meeting with client(s).
2. The Society’s procedural form is the family services recording.
3. The family services recording will be signed and dated by the caseworker and manager (5.2 - 002.020) and place in the casefile prior to the new worker assuming responsibility for the client(s).

source for 5.2 - 002.045
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002045.DOC
/5-0FAMIL/5-2INTAK/002045.DOC

Approved by: Executive Director Number: 5.2 - 002.050

Date: January 31, 1998

FAMILY SERVICES
Intake/Family Services Case Management

Procedure:

In managing both abuse and non abuse cases, the caseworker will adhere to procedures that relate to:
1. philosophy of the Society and the Principles of the Child and Family Services Act;
2. case consultation and managerial supervision;
3. casework disposition:
  1. closed at intake as brief service;
  2. closed following investigation;
  3. case opened following investigation;
  4. case transferred from intake to family services or any internal transfers;
  5. referral for community resource service;
  6. transfer of cases to another Society;
  7. receiving cases from another Society;
4. taking a child into care by non ward agreement or/and apprehension;
5. identification of resources for placement;
6. access to legal and court systems;
7. child is missing from his/her home;
8. family is missing;
9. child receiving services has died as a result of abuse;
10. termination of casework and closing of the casefile.
Philosophy of the Society and the Principles of the Child and Family Services Act:
1. In the provision of intake/family services, the caseworker will be committed to the principle that a child will not be removed from his/her home and family unless it becomes apparent that he/she cannot remain there in safety.
2. The general role of the family service worker is to:
  1. work with and to help to provide whatever services are necessary and available within the Society and the community to families assigned to him/her in an attempt to remove circumstances that have caused, or may cause a child to be in need of protection as defined in the Child and Family Services Act;
  2. before entering into or extending an agreement to give temporary care to a child, it is incumbent upon the worker to consider what assistance is possible with the child remaining in or returning to the custody of his or her own parent or guardian. Such assistance may be individual, family, or group counselling. The provision of services to children and families out of care may also include enlisting the services of other agencies and volunteer organizations, providing or assisting in the provision of homemaking, babysitting, day care, other helping or rehabilitative services, and direct financial assistance within the limited financial means available to the Society.
Case Consultation and Managerial Supervision:
1. In order to comply with the Standards for the Investigation and Management of Child Abuse Cases by the Children’s Aid Societies under the Child and Family Services Act (5.2 - 020) the caseworker will review his/her cases with a manager:
  1. at the initial referral or allegation of abuse;
  2. during the investigative stage;
  3. when police notification and consultation is required according to the local protocol;
  4. on completion of the investigation (decision or disposition);
  5. when reporting to the Child Abuse Register;
  6. when considering removal of the child;
  7. when the return of the child to the child’s home is considered;
  8. when termination of the case is considered;
  9. prior to any court involvement;
  10. when the case is to be transferred;
  11. during any major changes in the plan of service.
2. All case consultations and managerial supervision will be recorded and filed in the casefile.
Casework Dispositions:
1. Cases closed at intake as brief service:
  1. The caseworker will close cases at intake as brief services when:
    - the family or child does not reside in Huron County; the Society will refer, where applicable, the family to the appropriate Society;
    - the family has no child under the age of sixteen or does the family have care of a child under the age of sixteen, nor is a parent expecting to give birth to a child;
    - the referral situation does not meet the criteria of the Society’s Eligibility Spectrum.
  2. The caseworker will, within 21 days of the date of intake, document these referrals in the Society’s procedural form (5.2 - 002.045).
2. Cases closed following investigation:
  1. The caseworker will close cases following an investigation when:
    - the investigation did not support a finding that a child was a child in need of protection, and neither the family nor child wishes service;
    - the complaint is not substantiated and child abuse does not appear to exist, and neither the family of the alleged victim nor the child wishes service (5.2 - 002.020);
    - the complaint of child abuse has been substantiated but the child is not in need of protection and the child remains in the home, and neither the family of the alleged victim nor the child wishes service (5.2 002.020).
  2. The caseworker will:
    - where the identify of the complainant is known, acknowledge the interest of the complainant and explain that releasing information about the child, family or alleged abuser is prohibited under the Act without the consent of that person (5.2 - 002.020);
    - notify, if applicable, and within fourteen days following the substantiation conference, the alleged abuser, the alleged victim and the family of the alleged victim, of the outcome of the investigation (5.2 - 002.020).
  3. The caseworker will, within 21 days from the date of the intake, document the investigation and the findings in the Society’s procedural form (5.2 - 002.045).
3. Cases opened following investigation:
  1. The caseworker will open cases following an investigation when:
    - the investigation supported a finding that a child may be or is a child in need of protection, and either the family or child wishes service, or there is sufficient evidence to take the matter to court;
    - the complaint is not substantiated and child abuse does not appear to exist, but the family of the alleged victim or the child wishes service (5.2 - 002.020);
    - the complaint of child abuse has been substantiated but the child is not in need of protection and the child remains in the home, but the family of the alleged victim or the child wishes service (5.2 002.020);
    - child abuse is substantiated and the child remains in the home but may be in need of protection, and either the family or child wishes service or there is sufficient evidence to take the matter to court, an immediate plan to ensure the child’s safety must be implemented including a schedule of visits to be carried out and a to determine if a a court application under the Child and Family Services Act is needed (5.2 - 020);
    - child abuse is substantiated and the child is removed from the home, the Society will decide on and seek from the court within the time frame specified by the Child and Family Services Act the court order that the Society believes is least restrictive or disruptive and most appropriate under the circumstances(Supervision, Society Wardship, Crown Wardship, or consecutive Society Wardship and supervision (5.2 - 002.020) (5.3 - 002.002).
  2. The caseworker will request a court order on all cases of substantiated abuse when protection concerns continue to exist. The court order sought will be the least restrictive and intrusive needed to protect the child:
    - an order for no access;
    - a restraining order; and/or
    - an order of supervision or an order of wardship.
  3. The caseworker will consider the provision of services under a casework agreement when:
    - there is minimal risk to the child and the family is able and willing to co-operate with the Society’s intervention; and
    - the alleged offender has been ordered, through a criminal charge, to restrain from having access to the child.
  4. The case worker will document in the casefile his/her reasons for using a casework agreement instead of requesting a court order.
  5. The caseworker will, within 21 days from the date of the intake, document the investigation and the findings in the Society’s procedural form (5.2 - 045).
4. Cases transferred from intake to family services or any internal transfers:
  1. The intake worker will transfer cases to a family service worker when the investigation has been completed and the initial assessment and service plan has been completed (5.2 - 045).
  2. For each internal transfer, the caseworker will:
    - ensure that the treatment needs of clients are considered, and that in general, cases should not be transferred at times of crisis;
    - ensure that the transfer recording has been completed( 5.2 - 002.045);
    - discuss and/or conference at a case transfer meeting with a manager as required and the worker receiving the case, the specifics of the assessment and service plans and specify the date the new worker will assume case responsibilities;
    - arrange a transfer interview with the child/family in the presence of the new worker whenever possible (5.2 - 002.020);
    - send notification to all agencies providing service to the family of the transfer.
  3. Document the above in either the casefile or casenotes (5.2 - 002.045).
5. Referral to a community resource for service:
  1. In order to refer a family to a community resource for service, the caseworker, where appropriate will:
    - discuss the referral with the client and obtain the client’s consent for both the referral and the information which will be shared with the community resource;
    - forward client related information to the community resource which will assist them in determining whether or not it will be able to provide the services requested where appropriate;
    - if the community resource accepts the referral, seek in writing, the agreement from the agency to obtain and provide information to the Society regarding any withdrawal, avoidance or termination of services as well as the removal of the family to another location, or lack of access to the child (5.2 - 002.020);
    - make every effort to obtain information about the plan of service to be provided by the agency and ensure that the plan is clearly understood by the family (5.2 - 002.020).
  2. Document the above in the casefile (5.2 - 002.045).
6. Transfer of cases to another Society:
  1. When transferring a case to another Society in a planned manner, the caseworker will:
    - make an initial telephone call to refer the case to the Society assuming responsibility for it; and
    - send that Society, within fourteen days, a copy of relevant records regarding the child and family:
      - the case record, including the plan of service and case reviews;
      - photographs where applicable;
      - court orders where applicable;
      - any other reports relevant to the care and treatment of the child and family.
  2. When transferring a case to another Society in an emergency situation, the caseworker will:
    - transmit relevant information immediately t0 the Society receiving the transfer; and
    - send written referrals and records within forty eight hours of the notification of transfer (5.2 - 002.020).
  3. When transferring a family to a child welfare agency outside Ontario, the caseworker will:
    - identify the agency concerned with child protection in the area where the family is relocating;
    - if the family requires urgent attention, the referral will be made by telephone with written follow-up;
    - consents will be obtained from the family for disclosure of information where possible;
    - transfers of child abuse cases outside the province or the country will be done in consultation with a manager or Executive Director; the Executive Director will co- sign the referral letter;
    - interprovincial channels will be used, and the area office of the Ministry will receive a copy of the referral letter;
    - if the case is on file with the Child Abuse Register, a final follow up report will be sent to the Register (5.1 - 006).
  4. The worker will document the above in the casefile and will close the file (5.2 - 002.045).
7. Receiving cases from another Society:
  1. When the Society receives a case from another Society, the caseworker will:
    - ensure that the required information is received; and
    - will confirm in writing to the transferring Society the receipt of the case documentation and of the plan for follow-up on the case (5.2 - 020).
Taking a child into care by Temporary Care Agreement or/and apprehension:
1. Prior to taking a child into care by a Temporary Care Agreement or/and apprehension, the caseworker will:
  1. discuss the child’s admission beforehand with his/her manager;
  2. determine that in-home assistance provided by the Society or another community agency is not a viable alternative;
  3. determine that emergency assistance funds will not prevent the child’s coming into care;
  4. determine that no alternative placement resources within the parent’s family friends, or community would be a viable alternative.
2. If evidence exists that the child would be endangered if left in the home and other resources are not possible for whatever reasons, the child will be removed from the home. The decision to apprehend will be based on the following factors:
  1. the child is a child in need of protection;
  2. the situation is urgent;
  3. the child is in a high risk situation;
  4. parents are unable or are refusing to care for their child(ren);
  5. parents refuse to or are unable to suggest placement with relatives, friends or other persons;
  6. a public homemaker service is either unavailable or inappropriate;
  7. parents will not agree to place the child(ren) voluntarily using a Temporary Care Agreement.
3. The caseworker will whenever possible obtain a warrant prior to the apprehension. To obtain a warrant, see Court Services(5.3 - 002.035)
4. If child is apprehended, the caseworker will:
  1. place the child in a place of safety as defined by the Child and Family Services Act and in accordance with the child care policies and procedures (4.0 - 002); and
  2. prepare a Protection Application to be heard by the court within five days of the apprehension as indicated in the Court Services procedure (5.3 - 002.030).
Identification of resources for placement:
1. When the caseworker considers taking a child into care, on an emergency basis, the caseworker will:
  1. advise the foster home worker of the possible placement; and
  2. provide the foster home worker with sufficient information about the child and family to allow the foster home worker to identify placement resources that will best meet:
    - the physical, emotional, educational and medical needs of the child; and
    - the family’s and child’s proposed service plan;
  3. once resources are identified, the foster home worker will advise the intake/family services worker accordingly.
2. If the foster parent worker or alternate are not available, the caseworker will, in consultation with a manager, identify a placement resource from the Society’s foster home caselist.
3. When the caseworker is considering taking a child into care on a planned basis, the caseworker will where appropriate, arrange a meeting with the parent(s) and child(ren) where applicable, and may include the foster home worker in order to:
  1. ensure that the child’s and family’s service needs will be met by the foster placement; or
  2. ensure that a plan exists to meet the child’s needs which cannot be met by the foster placement, and
  3. ensure that the child’s service plan remains compatible with the family’s service plan.
4. The worker will document the above process in the family’s casefile (5.2 - 002.045).
Access to legal consultation:
1. The caseworker will have access to the legal and court system in order to:
  1. obtain a legal opinion;
  2. ascertain that a legal document the caseworker has prepared will meet the court’s requirement; and
  3. for any other legal consultation concerning casework;
  4. to initiate a motion or an application to obtain an order under the Child and Family Services Act.
2. Prior to accessing legal consultation, the caseworker will discuss this with his/her manager.
3. Unless otherwise directed, the caseworker will access:
  1. legal consultation by contacting the Society’s solicitor; and
  2. the legal system by initiating a motion or an application under the Child and Family Services Act, with or without assistance from the legal system.
Child missing from his/her home:
1. If a caseworker has information that in a situation where abuse is substantiated or under investigation and the child is missing from the child’s home or the Society’s care, the worker will:
  1. make reasonable efforts to find the missing child, by contacting persons who may know the whereabouts of the child, including professionals involved with the child, to ensure that the child is adequately protected;
  2. notify the manager and consider completing a serious occurrence report (5.9 - 002);
  3. ensure the police are notified;
    elision where the child is believed to be in another Society’s jurisdiction, the worker will notify the Society in that area of the need to locate the child and the recommended action to be taken;
  4. notify parents where appropriate;
  5. will document the above in the casefile (5.2 - 002.045).
Family is missing:
1. Where a family whom the Society is investigating or where abuse has been substantiated is missing, the worker will immediately:
  1. make reasonable efforts to find the missing family and resume service, by contacting persons who may know the whereabouts of the missing family including other professionals involved with the family;
  2. notify his/her manager and consider completing a serious occurrence report (5.9 - 002);
  3. notify associated agencies, including police, in the Society’s area of jurisdiction of the need to locate the family and request that the Society be notified of the family’s whereabouts if it is located;
  4. where the family is believed to be in the area of another Society’s jurisdiction, the worker will notify the Society in that area of the need to locate the family; and
  5. the caseworker will document the above in the casefile (5.2 - 002.045).
Child receiving services has died as a result of abuse:
1. On receipt by the Society of information alleging that a child receiving service from the Society has died as a result of abuse:
  1. the manager and the Executive Director will be advised immediately of the death;
  2. the Society will make immediate contact with the police to obtain details regarding the death, possible charges and the conduct of an investigation into the death, including notification of the coroner and a request to have an autopsy performed. Due to the potential implications of such a situation, the police may wish to suspend or amend the child abuse protocol to ensure there is no contamination of evidence or conflict of interest. This action may be appropriate and necessary, however, the Society must maintain its role in ensuring no other children are in need of protection. It is vital at the outset of such an investigation that the roles of the police and the Society be clearly delineated. The manager in consultation with the Executive Director/designate, will be responsible for approving the plan of investigation on such cases.
  3. when the coroner notifies the Society of the death, the Society will follow the above procedure, including the request for an autopsy;
  4. the Society will advise the Ministry of Community and Social Services of the death of the child as soon as possible within 24 hours of the receipt of the information (5.9 - 002);
  5. if an inquest is to be held into the death of the child, the Society will consider:
    - seeking standing at the inquest;
    - being represented at the inquest by legal counsel;
  6. the worker will document the above in the casefile (5.2 - 002.045).
Termination of a case and closing of a casefile:
1. If a worker wishes to terminate the Society’s involvement with a family and close the file, the worker will:
  1. discuss the closure with his/her manager;
  2. determine the family’s ability to provide a safe environment for the child. In completing this assessment, the caseworker will consider the following guidelines:
    - parents have demonstrated an ability to provide adequate care to their children
    - parents are aware of their own needs and have demonstrated both a willingness and an ability to see others in time of need;
    - the parents are able to recognize their own feelings, communicate them effectively, and are sensitive to the needs of others;
    - the parents perceive and verbalize changes that they have made in themselves;
    - the parents have a support network available at all times;
    - the parents are developing outside interests;
    - the parents have improved self images;
    - the parents recognize when his/her spouse needs help and meets the spouse’s needs;
    - the parents have close enough contact with at least one person who can recognize a crisis in the family and this person has agreed to intervene to remedy the situation or to notify the Society;
    - the parent’s immediate crisis such as housing, illness, unemployment have been resolved;
    - obstacles to the parent’s getting help are minimal;
    - parents have realistic expectations of the child and the child is capable of meeting those expectations;
    - the parents enjoy the child;
    - the parents see the child as an individual;
    - the parents are aware of and use alternate methods of disciplining the child;
    - the parents are aware of resources from which they can receive help and support as needed in the future;
    - the parents and child(ren) have indicated to the worker that there are no further services they require from the Society and agree to call should further service be needed;
    - the worker and manager agree that the child is safe in the home or an order of Crown Wardship has been granted and there are no other children at risk in the home;
    - if the child was subject to a court order, the court order was terminated;
  3. the caseworker will advise other involved agencies of the termination of service;
  4. the case has been reclassified from an abuse case to a supportive case;
  5. if applicable, the worker will complete a final Follow-up report to the Child Abuse Register.
2. The caseworker will complete the closing recording using the procedural forms (5.2 - 002.045).

source for 5.2 - 002.050
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002050.DOC
/5-0FAMIL/5-2INTAK/002050.DOC

Approved by: Executive Director Number: 5.2 - 002.055

Date: January 31, 1998

FAMILY SERVICES
Brief Services

Procedure:

“Brief Services” refer to any services provided by the Society which:
1. are directly related to the Society’s mandate;
2. are completed in less than one hour; and
3. do not include a face to face interview.
“Brief Services” are to be documented.
A “Brief Service” will be documented by the completion of:
1. the Family Services Intake form; and
2. a written summary attached which is signed by either the caseworker and or a manager.
A “Brief Service” on an closed file will be documented in the casefile.
Upon receipt of a third “Brief Service” on a family, the caseworker will:
1. open a casefile;
2. ensure the past two “Brief Services” on the family are filed in this casefile;
3. document the third “Brief Service”, and any subsequent “Brief Services” in this casefile.

source for 5.2 - 002.055
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002055.DOC
/5-0FAMIL/5-2INTAK/002055.DOC

Approved by: Executive Director Number: 5.2 - 002.060

Date: January 31, 1998

FAMILY SERVICES
Referral Process

Procedure:

In meeting the service plans developed for the family, the caseworker may refer the family/child:
1. for supportive services provided by the Society;
2. for a further assessment to better understand the dynamics of the family
3. to a community agency/person for part of their service needs; and/or for all their service needs.
Prior to referring the family, the caseworker will:
1. discuss the referral with his/her manager where appropriate;
2. will consider a referral to a community agency/individual when:
  - the worker does not have the expertise required to provide the services needed;
  - the worker and manager both agree that service provided by a community agency/person would be more effective;
3. realize that where there are protection issues, he/she is still responsible for the ongoing safety of the child(ren), regardless of who provides the services identified in the family’s service plan;
4. ensure that the parent(s) and child(ren) over the age of twelve years agree with the referral unless the referral is mandated through a court order; and
5. the community agency/person has:
  - agreed to provide the services identified;
  - agreed to provide the Society with regular progress reports where applicable, and the parent(s) and child(ren) over the age of twelve have signed “Consents to the Release of Information;”
  - where appropriate, agreed in writing to notify the Society forthwith should the parent(s) or child(ren) avoid or terminate the service being provided, or the community agency/person becomes aware of the removal of the family to another location, or lack of access to the child (5.2 - 002.020).

source for 5.2 - 002.060
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002060.DOC
/5-0FAMIL/5-2INTAK/002060.DOC

Approved by: Executive Director Number: 5.2 - 002.065

Date: January 31, 1998

FAMILY SERVICES
Client Service Plans

Procedure:

The caseworker will discuss the client’s service plans with his/her manager.
The caseworker will ensure that the client service plans are:
1. written;
2. established with the involvement of the client where appropriate;
3. based on the assessment and reflect the client’s needs, strengths, resources, stage of development, and ability to use the service;
4. provide for services commensurate with the assessed level of risk;
5. are consistent with agency mandate, service philosophy and resources;
6. identify roles and responsibilities of the Society, client, and collateral for the achievement of agreed upon goals and objectives;
7. demonstrate attempts to obtain commitment of all parties;
8. establish appropriate time lines for service activity, frequency and nature of contact;
9. document issues of resource availability and gaps in service;
10. identify factors relating to a change in plan (withdrawal of service, more intrusive intervention, alternate service strategy, etc.).
Wherever appropriate, the caseworker will incorporate the client service plan in the format of a voluntary service agreement (5.2 - 002.090), signed by all the parties.
The caseworker will document the client service plan in the family service recording (5.2 - 002.045), and the service plan will be signed and dated by the caseworker and manager (5.2 - 002.020) and placed in the casefile.

source for 5.2 - 002.065
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002065.DOC
/5-0FAMIL/5-2INTAK/002065.DOC

Approved by: Executive Director Number: 5.2 - 002.070

Date: January 31, 1998

FAMILY SERVICES
Clients’ Rights and Complaint Procedures

Procedure:

The caseworker will make available to clients and referral sources, as part of the intake process, written information about clients’ rights and complaint procedures.
The caseworker will provide this information in accordance with the Society’s policies and procedures described at (5.1 - 010).
The Society will record compliance with this procedure in the appropriate recording forms (5.2 - 002.045).

source for 5.2 - 002.070
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002070.DOC
/5-0FAMIL/5-2INTAK/002070.DOC

Approved by: Executive Director Number: 5.2 - 002.075

Date: January 31, 1998

FAMILY SERVICES
Implementation of Client Service Plans

Procedure:

The caseworker, in the implementation of the client service plan will ensure:
1. adherence to the principles of service continuity and least intrusive intervention appropriate to the circumstances;
2. respect for cultural background, language, religion, ethic origin or other circumstances unique to the client;
3. respect for the family and empowerment of the client to assume appropriate roles;
4. advocacy on behalf of the client where appropriate;
5. ongoing clarification or roles, communication and coordination among all critical agency and collateral service providers;
6. case consultation and managerial supervision consistent with the Child and Family Services Act regulations, ministry standards (5.2 - 002.020) and agency policy.
The caseworker will document the adherence to the above in the casefile (5.2 - 002.045).

source for 5.2 - 002.075
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002075.DOC
/5-0FAMIL/5-2INTAK/002075.DOC

Approved by: Executive Director Number: 5.2 - 002.080

Date: January 31, 1998

FAMILY SERVICES
Client Service Plans Reviews

Procedure:

The caseworker will ensure that:
1. the client service plans are reviewed with the participation of the client;
2. that any changes made to a client service plan be shared forthwith with the agencies/persons who are involved with the Society and the family/child in the provision of services provided the client agree to the sharing of such information;
3. that any significant changes to a client service plan which will impact on the services provided by other agencies/persons will be shared in the context of a case conference provided the client agrees to the sharing of such information.
The caseworker will review the client service plans:
1. at least every ninety days according to the recording procedures and the Ministry standards; or
2. when a major change in the family’s circumstances warrant such a review.
The caseworker will document in the appropriate review summary recording (5.2 - 002.045):
1. each review of the client service plan; and
2. the notification of other agencies/persons where appropriate.
Each review summary recording of the client service plan will be dated and signed by the caseworker and manager (5.2 - 002.020).

source for 5.2 - 002.080
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002080.DOC
/5-0FAMIL/5-2INTAK/002080.DOC

Approved by: Executive Director Number: 5.2 - 002.085

Date: January 31, 1998

FAMILY SERVICES
Investigation of Abuse In Residential Care Settings

Procedure:

When a report of alleged abuse of a child in a residential setting such as:
1. a Ministry of Community and Social Services Agency:
  1. observation or detention centres;
  2. residential treatment programs;
  3. group homes;
  4. day care programs;
2. an educational program:
  1. public schools;
  2. separate schools; or
  3. private schools;
3. a health program:
  1. hospitals; or
  2. treatment facilities;
  the information shall be documented as per regular procedure and the manager will be notified who will notify the Executive Director.
The caseworker will develop a plan which will include:
1. the manager or designate calling the person in charge of the facility in order to:
  1. inform him/her that the referral has been received;
  2. clarify the purpose and procedures of our investigation;
  3. determine who at the facility will be the designated liaison for on-site interviews;
  4. inform that the Society will be contacting the appropriate Ministry and suggest they also notify the Ministry (5.9 - 002); (for schools, the Board of Education Administration Offices will be notified as per the inter-Agency Protocol);
  5. inform that the Society will be contacting the police when required;
2. the case will be assigned to an intake worker and the investigation will be completed in accordance with the Society’s policies and procedures and the “Standards for the Investigation and Management of Child Abuse Cases by the Children’s Aid Societies under the Child and Family Services Act (5.2 - 002.020) and (5.2 - 002.025);
3. the outcome of the investigation will be shared with the Executive Director; and
4. the results of the investigation will be shared with:
  1. the person in charge of the facility;
  2. the appropriate Ministry or Board of Education;
  3. the alleged perpetrator.
If the abuse is verified, the alleged perpetrator will be registered with the Child Abuse Registry (5.1 - 006).
The caseworker will document the allegation, the investigation, the findings, and the service plan if applicable using the Society’s procedural forms (5.2 - 002.045).
It will be the responsibility of the police to determine whether or not criminal charges will be laid.
It will be the responsibility of the person in charge of the facility to rectify the problem and ensure that no further children are at risk.

source for 5.2 - 002.085
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002085.DOC
/5-0FAMIL/5-2INTAK/002085.DOC

Approved by: Executive Director Number: 5.2 - 002.090

Date: January 31, 1998

FAMILY SERVICES
Voluntary Service Agreements

Procedure:

In the provision of services to any client, the caseworker will, whenever possible, formalize the client service plan by using either a:
1. voluntary service agreement; or
2. Protection Application.
The caseworker will consider using a voluntary service agreement with families who meet the following criteria:
1. the child is in need of protection and/or the family has been accepted for service and the clients demonstrate by their behaviour a willingness to engage in the change process;
2. cases of intrafamilial sexual abuse in which the offender is a child or adolescent who will remain in the home and the parents have demonstrated the ability to protect the victim and to engage the family members in treatment over an extended period of time;
3. cases in which the risk of re-offending is low and there is little evidence to believe that a Protection or Status Review Application extending the current order would be successful;
4. cases in which it was felt that at the time of a Protection or Status Review Application, an order from the court would not be necessary as the family has demonstrated a willingness to work with the Society.
The caseworker will not use a voluntary service agreement but will proceed by a Protection or Status Review Application with families who meet the following criteria:
1. cases in which the Society is requiring that a caretaker reside outside the home;
2. cases involving substance abuse, sexual abuse or domestic violence;
3. cases in which the terms of a service agreement will violate an existing court order; and
4. cases of extremely high risk where the Society believes that the parent has a developmental or mental health impairment that interferes with their ability to make the changes essential to protect the child.
The caseworker will consider using a voluntary service agreement with voluntary clients:
1. in order to clarify the goals and services which will assist the parent in caring for the child(ren);
2. in some cases where:
  1. the risks appear high but the evidence is soft; and
  2. the parents are fearful of signing the agreement;
  the caseworker may proceed with a clear verbal agreement;
3. the caseworker will explain to the client that the voluntary service agreement is not a legal document, but a document that observes the legal requirement of the Child and Family Services Act;
4. the caseworker will take extreme care to ensure that the voluntary service agreement taken with clients who are already subject to a court order with respect to custody and access, criminal or YOA court do not change or deny access arrangements, or breach terms of a bail recognizance or probation or parole order.
The caseworker will consider using a voluntary service agreement with clients where the child(ren) is a child in need of protection and the parents have demonstrated by their behaviour that they are willing to engage in the change process and they meet the criteria set in section 2 of this procedure.
Prior to entering into a voluntary service agreement, the caseworker will meet with his/her manager and:
1. will review the evidence and discuss the merits of a Protection Application;
2. if the case is contentious:
  1. the manager will consult with legal counsel
  2. if there are no strong legal arguments or mandatory reasons prohibiting the use of a voluntary service agreement, the caseworker may present the case at a team meeting for consultation; and
  3. if consensus is not reached, the wishes of the caseworker will be respected; or
  4. if the caseworker’s plan will place the child at risk, the manager may redirect the caseworker to make an alternate plan;
  5. if the caseworker’s plan will place the child at immediate risk, the manager will:
    - veto the caseworker’s plan; and
    - redirect the caseworker to prepare and submit an alternate plan.
3. Caseworkers will invite clients to be involved in:
  1. the development of the voluntary service agreement and the wishes of the client will be respected whenever this does not jeopardize the safety of the child;
  2. transfer case conference when the case is transferred from Intake to Family Services ,where the service agreement will be reviewed by all parties, modified if necessary and signed by all parties over the age of 12;
In cases where a Temporary Care Agreement is signed, a voluntary service agreement may be also be completed to clarify the goals and services;
The caseworker will document:
1. managerial consultation;
2. the voluntary service agreement; and
3. the transfer conference
in the Society’s procedural forms (5.2 - 002.045) and the Society’s procedural forms to complete the voluntary service agreements.

source for 5.2 - 002.090
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002090.DOC
/5-0FAMIL/5-2INTAK/002090.DOC

Approved by: Executive Director Number: 5.2 - 002.095

Date: January 31, 1998

FAMILY SERVICES
Malicious Complaints

Procedure:

Where a caseworker has reason to believe that a report of abuse was made maliciously, the caseworker will bring this to the attention of his/her manager.
Upon reviewing the situation and where appropriate, having consulted with legal counsel, the manager will make a recommendation as to whether:
1. the local police shall be informed; and/or
2. the Society will initiate proceedings under the Child and Family Services Act.
The recommendation will be presented to the Executive Director for approval.
The caseworker will document both the managerial consultation and the action taken in the Society’s procedural forms (5.2 - 002.045)

source for 5.2 - 002.095
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002095.DOC
/5-0FAMIL/5-2INTAK/002095.DOC

Approved by: Executive Director Number: 5.2 - 002.100

Date: January 31, 1998

FAMILY SERVICES
Failure to Report Abuse

Procedure:

Where a caseworker has reason to believe that a person who has a legal duty to report abuse as defined in the Child and Family Services Act failed in his/her obligation to report, the caseworker will bring this to the attention of his/her manager.
Upon reviewing the situation and, where appropriate, having consulted with legal counsel, the manager will make a recommendation as to whether:
1. the local police shall be informed; and/or
2. the Society will initiate proceedings under the Child and Family Services Act.
The recommendation will be presented to the Executive Director for approval.
The caseworker will document both the managerial consultation and the action taken in the Society’s procedural forms (5.2 - 002.045)

source for 5.2 - 002.100
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002100.DOC
/5-0FAMIL/5-2INTAK/002100.DOC

Approved by: Executive Director Number: 5.2 - 002.105

Date: January 31, 1998

FAMILY SERVICES
Victim Injury Compensation Board

Procedure:

Where a complaint of abuse has been investigated and substantiated, and the caseworker has reason to believe that the victim(s) may be eligible for a claim under the Victim Injury Compensation Board, the caseworker, following consultation with his/her manager will:
1. discuss his/her belief with the victim(s) and their parent(s) where applicable;
2. provide the victim(s) and their parent(s) where applicable with an application; and
3. if requested, will assist the victim(s) and their parent(s) where applicable, in completing the form.
The caseworker will document both the managerial consultation and the action taken in the Society’s procedural forms (5.2 - 002.045)

source for 5.2 - 002.105
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-2INTAK/002105.DOC
/5-0FAMIL/5-2INTAK/002105.DOC

5.0 Family Services

5.0 Family Services
5.1 Associated Policies
5.2 Intake and Investigation

5.3 Court Services

5.3 - 002 Court Services
5.3 - 002.005 Court Services
5.3 - 002.010 Appropriate Use of Authority
5.3 - 002.015 Knowledge of the Child and Family Services Act
5.3 - 002.020 Rules of the Family Court
5.3 - 002.025 Rules of Evidence
5.3 - 002.030 Initiating a Court Application
5.3 - 002.035 Apprehension of Child with Warrant
5.3 - 002.040 Documentation for Initiating a Court Application
5.3 - 002.045 Documents Required for Continuing Court Activity
5.3 - 002.050 Service of Court Documents
5.3 - 002.055 Initiating a Motion
5.3 - 002.060 Legal Consultation and Representation
5.3 - 002.065 Bring Forward System
5.3 - 002.070 Evaluation of Court Process
5.3 - 002.075 Initiation of Appeal
5.3 - 002.080 Office of the Children’s Lawyer
5.3 - 002.085 Summons to Witness
5.3 - 002.090 Court Endorsements
5.3 - 002.095 Emergency Court Hearing

5.4 Emergency After Hours Service
5.5 Family Support Services
5.6 Counselling Services
5.7 Pregnancy Counselling Services to New Parents
5.8 Termination of Services
5.9 Serious Occurrences/Contentious Issues
5.10 Management of Family Services Records

source for 5.3 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/053COURT.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/053CRT.DOC
/5-0FAMIL/5-3COURT/053COURT.DOC
/5-0FAMIL/5-3COURT/053CRT.DOC

Approved by: Executive Director Number: 5.3 - 002

Date: January 31, 1998

FAMILY SERVICES
Court Services, General Policy

Policy:

It is the policy of the Society that:
1. the management of its court related activities shall reflect an appropriate use of authority for the purpose of the protection of children; and
2. these court related activities shall be carried out in a systematic manner:
  1. within the parameters of the Child and Family Services Act;
  2. respecting the individual legal rights of all concerned; and
  3. respecting the rules of the court.
The Society shall enact procedures ensuring that:
1. the court manager possesses the skills and knowledge required in the preparation of court cases, the rules of the Family Court as well as the rules of evidence;
2. the Society makes appropriate use of its mandated authority;
3. the Society has access to legal consultation and legal representation;
4. the Society has a system to:
  1. initiate the court process;
  2. carry out ongoing court activity;
  3. bring forward court cases;
  4. to re-evaluate a court process; and
  5. initiate an appeal.

source for 5.3 - 002
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002.DOC
/5-0FAMIL/5-3COURT/002.DOC

Approved by: Executive Director Number: 5.3 - 002.005

Date: January 31, 1998

FAMILY SERVICES
Court Services General Procedures

Procedures:

The Society’s will provide Court Services in the following manner:
1. the caseworker will prepare his/her court applications and related documents with the assistance of:
  1. his/her manager; and
  2. with managerial approval, the Society’s solicitor.
2. All case presentations before the court will be made by:
  1. the Society’s solicitor; or
  2. in cases where a conflict of interest exists, another solicitor chosen by the Society.
The court manager will ensure that:
1. keep a log of ongoing court cases; and
2. prepare every ninety days and distribute to all workers and managers a list of scheduled court cases for the upcoming three months to ensure that caseworkers and their managers:
  1. are made aware of pending court cases; and
  2. have adequate time to review the cases and prepare the required court documents.
Caseworkers and managers will have a good working knowledge of:
1. the Child and Family Services Act;
2. the standard court forms and how to complete each one:
  1. Notice of Hearing;
  2. Protection Application;
  3. Status Review Application;
  4. Notice of Motion and Affidavits in Support of Motion;
  5. Affidavit or Statutory Declaration;
  6. “Statement of Facts, Plan of Care, Consent Endorsement” document;
  7. Consent to Protection Application;
  8. Consent to Status Review Application;
  9. court services policies and procedures;
3. rules of the Family Court;
4. rules of evidence as these pertain to:
  1. hearsay evidence;
  2. submission in evidence of business and medical records;
5. procedures for an appeal.
Caseworkers and their managers will regularly review ongoing court applications to determine:
1. if the current application is still relevant; and
2. if a course of action other than continuing with the current court application would be preferable.

source for 5.3 - 002.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002005.DOC
/5-0FAMIL/5-3COURT/002005.DOC

Approved by: Executive Director Number: 5.3 - 002.010

Date: January 31, 1998

FAMILY SERVICES
Appropriate Use of Authority

Procedures:

The caseworker, will make use of his/her authority under the Child and Family Services Act when:
1. the child is deemed to be a child in need of protection; and
2. the Society can only ensure the child’s ongoing safety by removing the child from the care of his/her parent(s); or
3. services deemed necessary to ensure the safety of the child cannot be provided on the basis of mutual consent because the parent(s) does not agree with the Society’s assessment of the situation;
4. the Society can only ensure the child’s ongoing safety by imposing conditions on the parent(s) that may be seen by the parent(s) as unacceptable.
5. parents are agreeable with the Society’s plan, however due to the seriousness of the issue, the Society requires a court order.
The caseworker will need to satisfy the court that:
1. the course of action being requested is the least restrictive or disruptive that is available and is appropriate in a particular case to help a child or family;
2. that family supportive services, counselling, and other services provided by the Society:
  1. have been refused by the parent(s) or;
  2. have been attempted and have not decreased the risk to the child; or
  3. would not adequately protect the child;
3. the course of action being requested, and the plan of care being submitted would be in the child’s “best interest” as defined in the Child and Family Services Act.
The caseworker will review the matter with his/her manager to ensure that the circumstances of the case are such that:
1. the Child and Family Services Act recognition that “help provided to the family should give support to the autonomy and integrity of the family unit, and wherever possible, be provided on the basis of mutual consent” would not adequately protect the child; and
2. a more intrusive intervention is required.
The caseworker will document in the casefile (3.2 - 002.045):
1. the managerial consultation;
2. the decisions made; and
3. the factors considered in the decision.

source for 5.3 - 002.010
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002010.DOC
/5-0FAMIL/5-3COURT/002010.DOC

Approved by: Executive Director Number: 5.3 - 002.015

Date: January 31, 1998

FAMILY SERVICES
Knowledge of the Child and Family Services Act

Procedures:

The Society will ensure that:
1. all new staff required to appear in court will receive, within the first six months of employment, training on the relevant sections of the Child and Family Services Act; and
2. experienced staff will receive refresher training at each four year interval thereafter, or at such time as the Child and Family Services Act is changed or amended.
The Society will ensure that such training will encompass:
1. the definition of terms used in Part III of the Child and Family Services Act;
2. the definition of “Child in Need of Protection”;
3. the definition of “Best Interests of Child”;
4. sections dealing with the legal representation of child;
5. sections dealing with parties and notice;
6. sections dealing with the commencing of a child protection proceedings;
7. sections dealing with warrants to “Search for and Detain;
8. sections dealing with special cases of apprehension of children;
9. sections dealing with hearings and orders;
10. sections dealing with assessments;
11. sections dealing with access;
12. sections dealing with payment orders;
13. sections dealing with supervision orders;
14. sections dealing with society and crown wardship;
15. sections dealing with status review; and
16. sections dealing with appeals.
The Society will ensure that such training also reviews:
1. sections dealing with “Duty to Report”;
2. sections dealing with Review Teams;
3. sections dealing with the Child Abuse Register;
4. sections dealing with the powers of directors;
5. sections dealing with homemakers;
6. sections dealing with “Offences, Restraining Orders, and Recovery on a Child’s Behalf”
7. sections dealing with child’s religious faith; and
8. sections dealing with injunctions.
The Society will document in the caseworker’s personnel file:
1. the date the caseworker completed the initial training; and
2. the dates the caseworker completed the refresher training.

source for 5.3 - 002.015
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002015.DOC
/5-0FAMIL/5-3COURT/002015.DOC

Approved by: Executive Director Number: 5.3 - 002.020

Date: January 31, l998

FAMILY SERVICES
Rules of the Family Court

Procedures:

The Society will ensure that:
1. all new staff required to appear in court will receive, within the first six months of employment, training on the relevant sections of the Rules of the Family Court; and
2. experienced staff will receive refresher training at each four year interval thereafter, or at such time as the Rules of the Family Court are changed or amended.
The Society will ensure that such training will encompass:
1. the definition of terms used in Part I (General) of the Rules of the Family Court;
2. the computation of time under the Rules of the Family Court;
3. the rules governing:
  1. the commencement of a proceeding;
  2. the service of a document;
  3. proof of service;
  4. the commencement of a motion;
  5. the joining or separation of proceedings;
  6. the rules governing the meetings to narrow or resolve issues (pre-trial);
  7. the rules governing the issuance of summons to a witness;
  8. the rules governing the issuance of an order;
  9. the rules governing the issue of costs;
4. the definition of terms used in Part III (Protection, Adoption and Secure Treatment Proceedings) of the Rules of the Family Court;
5. the rules governing:
  1. the commencement of a Protection or Status Review Application;
  2. the application for secure treatment; extension application;
  3. the issuance of a notice of hearing;
  4. the commencement of a motion;
  5. proof of Service;
  6. the service of notice in a proceeding under Part III of the Child and Family Services Act;
  7. warrant to search for and detain a child;
  8. the report of an assessment ordered under the Child and Family Services Act;
  9. the issuance of an order on an application or motion;
  10. the notice of appeal;
6. the rules governing the enforcement of a court order, including an order under appeal;
7. the rules governing:
  1. solicitors fees;
  2. disbursements, including witness fees; and
  3. Family Court procedural forms.
The Society will document in the caseworker’s personnel file:
1. the date the caseworker completed the initial training; and
2. the dates the caseworker completed the refresher training.

source for 5.3 - 002.020
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002020.DOC
/5-0FAMIL/5-3COURT/002020.DOC

Approved by: Executive Director Number: 5.3 - 002.025

Date: January 31, 1998

FAMILY SERVICES
Rules of Evidence

Procedures:

The Society will ensure that:
1. all new staff required to appear in court will receive, within the first six months of employment, training on the relevant sections of the Rules of Evidence;
2. experienced staff will receive refresher training at each four year interval thereafter, or at such time as the Rules of Evidence are changed or amended.
The Society will ensure that such training will encompass:
1. the definition of business record;
2. the definition of medical record;
3. the definition of hearsay;
4. the rules governing:
  1. the submission of a business record in a proceeding;
  2. the submission of a medical record in a proceeding;
  3. the calling of the author of the business record to testify or be cross examined;
  4. the calling of the author of the medical record to testify or be cross examined
5. the exception of the hearsay rule at the “identification hearing” under Part III of the Child and Family Services Act;
6. affidavits and the hearsay rule.
The Society will document in the caseworker’s personnel file:
1. the date the caseworker completed the initial training; and
2. the dates the caseworker completed the refresher training.

source for 5.3 - 002.025
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002025.DOC
/5-0FAMIL/5-3COURT/002025.DOC

Approved by: Executive Director Number: 5.3 - 002.030

Date: January 31, 1998

FAMILY SERVICES
Initiating a Court Application

Procedures:

The caseworker, following consultation with his/her manager, will initiate a court application when:
1. a child has been apprehended with or without a warrant;
2. a Temporary Care Agreement is about to expire and:
  1. the Society;
  2. the child’s parent(s) or guardian(s); or
  3. the child, if age twelve or more,
  is not willing or is refusing to sign an extension to the Temporary Care Agreement and the Society believes that the child, if returned home, would be a child in need of protection;
3. the twelve month maximum period permitted for Temporary Care Agreement has been reached and the Society is not prepared to return the child home as the Society believes doing so would place the child at risk;
4. the Society believes that court ordered conditions are required to ensure the child’s safety within his/her family;
5. an order made under Part III of the Child and Family Services Act is about to expire and the matter must be returned to the court for a status review;
6. the Society believes that an order made under Part III of the Child and Family Services Act needs to be reviewed early in order to either:
  1. amend the conditions of supervision;
  2. amend the conditions of an access order;
  3. amend a maintenance order;
  4. request that a totally new order be made:
    - in order to ensure the child’s ongoing safety; or
    - in order to reflect changes which occurred with the family or child;
7. a community person has, by motion, satisfied a judge that the Society needs to bring an application before the court in order to adequately protect a child.
In addition to managerial approval and in addition to the factors identified above, the caseworker’s decision to proceed to court and the request made in the court application will also be subject to the following:
1. the results of the risk assessments completed by the caseworker;
2. input from community agencies involved with the Society in the provisions of services;
3. input from other Society staffs and/or other persons who are providing services to the child and/or family such as:
  1. volunteer/case aid if applicable (9.0 - 002);
  2. child care worker and foster parent(s) if applicable;
  3. family support services staff if applicable;
4. input from the Child Abuse Review Team if applicable( 5.1 - 008.005):
5. input from the Society’s solicitor if the matter is complex and contested;
6. input from any other knowledgeable person who can assist the caseworker in the preparation of the court application.

source for 5.3 - 002.030
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002030.DOC
/5-0FAMIL/5-3COURT/002030.DOC

Approved by: Executive Director Number: 5.3 - 002.035

Date: January 31, 1998

FAMILY SERVICES
Apprehension of Child with Warrant

Procedures:

Prior to apprehending a child, the caseworker will obtain a warrant unless:
1. the child is in the care of the Society under a Temporary Care Agreement which has been revoked or terminated and the Society is bringing a Protection Application before the court;
2. the child is a transient child and there is no adult to serve the warrant to;
3. the child is a lost child and there is no adult to serve;
4. the child has been found alone and there is no adult to serve; or
5. the caseworker believes that during the time it will take to obtain the warrant:
  - the child’s health and safety may be endangered;
  - the child and/or the family will leave the Society’s jurisdiction; or
  - the child may suffer further abuse.
The worker will need to obtain the appropriate warrant:
1. “Warrant to Search for and Detain Child”; or
2. “Warrant to Apprehend and Return a Child in Care”.
In order to obtain the “Warrant to Search for and Detain Child”, the caseworker will need to:
1. complete the “Information to Obtain a Warrant to Search for and Detain Child”;
2. swear out the above information before a Justice of the Peace;
3. the Justice of the Peace will issue the warrant if he is satisfied on the worker’s information that:
  1. the child is under the age of sixteen;
  2. the child appears to be a child in need of protection; and
  3. there is no less intrusive means of intervention other than an apprehension that would ensure the child’s safety; and
  4. the warrant will be time limited.
In order to obtain the “Warrant to Apprehend and Return a Child in Care”, the caseworker will need to:
1. complete the “Information to Obtain a Warrant to Apprehend and Return a Child in Care”;
2. swear out the above information before a Justice of the Peace;
3. the Justice of the Peace will issue the warrant if he is satisfied on the worker’s information that:
  1. the child is under the age of sixteen;
  2. the child is lawfully in the care of the Society;
  3. the child has in fact left the care of, or has been removed from the lawful care of the Society;
  4. there is no less intrusive means of intervention other than an apprehension that would ensure the child’s safety; and
  5. the warrant will be time limited.
Having obtained the warrant, the caseworker will request police assistance to execute the warrant.
The caseworker will give a copy of the Warrant and the sworn information form to:
1. the police who will be assisting the caseworker; and
2. the parent(s) or guardian(s) or person(s) who have charge of the child at the time of the apprehension.
The caseworker will include a copy of the Warrant and the sworn information form with the Protection Application.
The Society may be requested to execute a warrant obtained by a parent or guardian.

source for 5.3 - 002.035
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002035.DOC
/5-0FAMIL/5-3COURT/002035.DOC

Approved by: Executive Director Number: 5.3 - 002.040

Date: January 31, 1998

FAMILY SERVICES
Documentation Required for Initiating a Court Application

Procedures:

In order to initiate a court application, the caseworker will need to complete:
1. the following documents:
  1. a Protection Application and Notice of Hearing; or
  2. a Status Review Application and Notice of Hearing; or
  3. an Affidavit in Support of Motion and Notice of Motion; and
  4. an Application Record; and/or
  5. a Motion Record; and
  6. prior to completing these documents, the Society will obtain from the court clerk:
    - a court file number if applicable; and
    - a court appearance date and time;
2. once completed, these forms will be taken to the clerk of the family court who will:
  1. seal the documents with the court seal; and
  2. return the copies of the application and the original Notice to the caseworker in order to effect service.

source for 5.3 - 002.040
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002040.DOC
/5-0FAMIL/5-3COURT/002040.DOC

Approved by: Executive Director Number: 5.3 - 002.045

Date: January 31, 1998

FAMILY SERVICES
Documents Required for Continuing Court Activity

Procedures:

Prior to the court hearing, the caseworker will need to ensure the preparation of:
1. an affidavit of apprehension or an affidavit to support the application;
  1. describing the child by name;
  2. date of birth if known;
  3. who identified the child to the apprehending caseworker;
  4. the child’s religion if known;
  5. the child’s status as an Indian or native person if known;
  6. the street address and town where the apprehension occurred; or
  7. the lot and concession number and the township where the apprehension occurred;
  8. an affidavit describing the situation which necessitated the apprehension.
  9. an affidavit describing the reasons the Society has issued the court application;
  10. if the Society is requesting an interim order of care and custody during any adjournment, an affidavit stating the reasons the child is unable to return to the care and custody of the person(s) who have charge of the child;
  11. documents and/or reports referred to in an affidavit will be attached as an appendix to the affidavit.
2. The ”Statement of Facts, Plan of Care and Consent Endorsement Request” for will be prepared:
  1. epenthesis
  2. for the initial hearing if the Society’s application is on consent; or
    elision following the initial hearing in non consent matters.
3. The Plan of Care must include:
  1. a description of the natural parents/guardians and their current parental status as well as their current place of residence;
  2. a description of the services to be provided to remedy the condition or situation on the basis of which the child is a child in need of protection
  3. a statement of the criteria by which the Society will determine when wardship or supervision is no longer required;
  4. an estimate of the time required to achieve the purpose of the Society’s intervention;
    elision where the Society proposes to remove or has removed the child from the person’s care:
    - an explanation as to why the child cannot be adequately protected while in the person’s care, and a description of any past efforts to do so; and
    - a statement of what efforts, if any are planned to maintain the child’s contact with the person;
  5. where the Society proposes to remove or has removed the child from a person’s care permanently, a description of the arrangements made or being made for the child’s long-term stable placement.
4. In order to continue the court activity, the caseworker will need to prepare, where applicable:
  1. a pre-trial memorandum;
  2. affidavits from any other person(s) that the Society will be submitting to the court as evidence;
  3. business record or medical records that the Society will be submitting to the court as evidence;
  4. conviction certificates if applicable that the Society will be submitting to the court as evidence;
  5. court transcripts that the Society will be submitting to the court as evidence;
  6. list of witnesses whom the Society will be calling to provide evidence to the court;
  7. the Notice of Motion and Affidavit in Support of Motions, if applicable which the Society will be initiating in order to proceed with its application before the court; and
  8. affidavits, if applicable, in response to any document filed by the other parties.

source for 5.3 - 002.045
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002045.DOC
/5-0FAMIL/5-3COURT/002045.DOC

Approved by: Executive Director Number: 5.3 - 002.050

Date: January 31, 1998

FAMILY SERVICES
Service of Court Documents

Procedures:

In the preparation of a court application, the caseworker will need to serve a copy of:
1. the Protection Application and Notice of Hearing; and/or
2. the Status Review Application and Notice of Hearing; and/or
3. the Affidavit in Support of Motion and Notice of Motion; and/or
4. “Statement of Facts, Plan of Care, Consent Endorsement Request” on consent matters and/or
5. affidavits and any documents the Society will be filing with the court as evidence
to each party of the proceedings and to the Office of the Children’s Lawyer’ representative if appointed to represent the child.
The parties of the proceedings are:
1. the applicant;
2. the Society having jurisdiction in the matter;
3. the child’s mother;
4. the child’s father as defined under:
  1. the Child and Family Services Act; and
  2. the Children’s Law Reform Act;
5. where the child is an Indian or native person, a representative chosen by the child’s band or native community;
6. the Area Director on an application to terminate crown wardship or at any stage in a proceeding, where the Area Director has been added by the court as a party on his/her motion;
7. any person, including a foster parent, who has cared for the child continuously during the six months immediately before the hearing, however such persons are:
  1. entitled to notice;
  2. may be present at the hearing;
  3. may be represented by a solicitor;
  4. may make submissions to the court; but
  5. shall take no further part in the hearing without leave of the court;
8. the child who is the subject of the proceeding when:
  1. the child is twelve years of age or more unless the court is satisfied that being present at the hearing would cause the child emotional harm and orders that the child not receive notice of the proceeding and not be permitted to be present at the hearing; or
  2. the child is less than twelve years of age and the court, being satisfied that the child is capable of understanding the hearing and will not suffer emotional harm by being present at the hearing, orders that the child receive notice of the proceeding and be permitted to be present at the hearing;
9. the child who is the applicant of a Status Review is entitled to:
  1. receive notice of the proceeding;
  2. participate in the proceeding; and
  3. appeal the order as if he or she were a party.
The caseworker will ensure service of the court documents to all the parties in accordance with:
1. the rules of the Family Court; and
2. the Canada Evidence Act, unless the court:
  1. is satisfied that the time required for notice to a person might endanger the child’s health or safety and;
  2. makes an order dispensing with notice to that person.
The caseworker will ensure service of copies of an assessment ordered under Part III in accordance with the Child and Family Services Act and any further directions of the court.
Once the documents have been served, the caseworker will ensure the completion of affidavits to the effect of service.

source for 5.3 - 002.050
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002050.DOC
/5-0FAMIL/5-3COURT/002050.DOC

Approved by: Executive Director Number: 5.3 - 002.055

Date: January 31, 1998

FAMILY SERVICES
Initiating a Motion

Procedures:

The caseworker, in the preparation of the court application, and in consultation with his/her manager and, if applicable, the Society’s solicitor will also need to identify if motions are required.
With the assistance of the Society’s solicitor, the caseworker will identify:
1. oral motions which will be made to the court by the Society’s solicitor; and
2. written motions without notice which the caseworker will need to prepare;
3. written motions with notice which the caseworker will need to prepare and serve on the parties.
The Society will initiate a motion by:
1. contacting the court clerk and obtaining:
  1. a court file number if applicable; and
  2. a court hearing date if the motion is to be heard prior to the main application;
2. completing the court procedural form entitled “Notice of Motion” and “Affidavit in Support of Motion”; and
3. will take the completed documents to the court clerk who will:
  1. seal the documents with the court seal; and
  2. return copies of the Affidavit in Support of Motion and the original Notice of Motion in order for the caseworker to effect service of these documents (5.3 - 002.050).
Motions without notice may be made to obtain:
1. an order for substitutional service;
2. an order to dispense with notice;
3. an order to dispense with notice and the attendance to the hearing of a child age twelve and over;
4. an order to serve notice and allow the attendance at the hearing of a child under the age of twelve.
Motions with notice will be made to obtain:
1. an order to transfer proceedings to another jurisdiction;
2. an order to amend the conditions of an interim order of care and custody or supervision;
3. an order to amend the conditions of access;
4. an order to amend the Society’s application;
5. an order for an assessment under the Child and Family Services Act;
6. an order to obtain disclosure of medical and/or business records.
Having served the Notice of Motion and the Affidavit in Support of Motion on the parties (5.3 - 002.050). the worker will ensure the completion of affidavits to the effect of service.

source for 5.3 - 002.055
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002055.DOC
/5-0FAMIL/5-3COURT/002055.DOC

Approved by: Executive Director Number: 5.3 - 002.060

Date: January 31, 1998

FAMILY SERVICES
Legal Consultation and Representation

Procedures:

The caseworker, with managerial approval, will have access to the Society’s solicitor when his/her assistance is required to:
1. prepare the court application;
2. prepare motions if applicable;
3. review the casefile and complete affidavits;
4. review affidavits in response to motions made by other parties;
5. prepare the caseworker for the hearing; and
6. choose and prepare the Society’s witnesses for the hearing.
With managerial approval, caseworkers may also use the Society’s solicitor, in an advisory capacity, to:
1. determine if the Society should charge a person under the Child and Family Services Act for:
  1. making a malicious complaint;
  2. failure of a professional person to report abuse;
  3. interfering with a child who is the subject of an order of supervision or wardship;
  4. knowingly giving false information in an application under Part III of the Child and Family Services Act;
  5. obstructing, interfering with or attempting to obstruct or interfere with a child protection worker or a peace officer who is acting under the Child and Family Services Act;
  6. contravening an order of access;
  7. disclosing information obtained by court order;
  8. contravening the confidentiality of the Child Abuse Register;
  9. leaving a person less than sixteen years of age without adequate provisions made for his/her supervision and care that is reasonable in the circumstances;
  10. contravening a restraining order made under Part III of the Child and Family Services Act;
  11. contravening an order prohibiting publication of identifying information;
  12. a person having charge of a child who:
    - inflicted abuse on the child; and/or
    - by failing to care and provide for or supervise and protect the child adequately permitted the child to suffer abuse or permitting the child to suffer from a mental, emotional, or developmental condition that, if not remedied, could seriously impair the child’s development;
2. determine, in controversial cases, if the Society has sufficient evidence to commence a court application;
3. determine possible issues of cost should the Society:
  1. amend its current application to a less intrusive request; or
  2. amend its current application to a more intrusive request; or
  3. withdraw its current application altogether;
4. determine if the Society should request an order for cost;
5. any other determination which the case manager and his/her supervisor believe a legal consultation is required.
The Society’s solicitor, or his/her agent, will represent the Society for all court hearings.
The caseworker will document in the casefile the dates of the legal consultations (5.2 - 002.045).

source for 5.3 - 002.060
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002060.DOC
/5-0FAMIL/5-3COURT/002060.DOC

Approved by: Executive Director Number: 5.3 - 002.065

Date: January 31, 1998

FAMILY SERVICES
Bring Forward System

Procedures:

In order to ensure adequate opportunity for case planning and court document preparation, the court manager will provide to the caseworkers and their managers at each quarter:
1. a list of upcoming cases;
2. the type of application:
  1. Protection Application;
  2. Status Review Application;
  3. Motion;
3. the stage of the application:
  1. adjournment;
  2. to be spoken to;
  3. to set a date for:
    - pre-trial;
    - trial;
    - hearing on the motion;
  4. for pre-trial;
  5. for disposition;
  6. for trial;
Following each hearing, the caseworker will inform the court manager and the administrative support person of the disposition of the hearing by completing the “Court Result Sheet”.

source for 5.3 - 002.065
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002065.DOC
/5-0FAMIL/5-3COURT/002065.DOC

Approved by: Executive Director Number: 5.3 - 002.070

Date: January 31, 1998

FAMILY SERVICES
Evaluation of Court Process

Procedures:

For all lengthy and/or contested court application, the case will be conferenced at supervision on a regular basis to determine if the current court application:
1. is still relevant, giving due consideration to case development and changing circumstances;
2. needs to be amended to a more intrusive application;
3. needs to be amended to a less intrusive application;
4. can be withdrawn;
Where there is a significant change in the case, a formal review will be called, and the following persons may be involved in the review:
1. the caseworker;
2. his/her manager;
3. community agencies involved with the Society in the provisions of services;
4. other Society staffs or other persons who are providing services to the child and/or family such as:
  1. volunteer/case aid if applicable (9.0 - 002);
  2. child care worker and foster parent(s) if applicable;
  3. family support services staff if applicable;
5. the Child Abuse Review Team if applicable( 5.1 - 008.005):
6. the Society’s solicitor, and;
7. other knowledgeable person who can assist the caseworker in the review of the court plan.
The caseworker will document in the casefile the date of the supervisory conference/review, the persons who participated, and the decisions made and the reasons for the decision except where issues of solicitor client relationship apply. (5.2 - 002.045).

source for 5.3 - 002.070
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002070.DOC
/5-0FAMIL/5-3COURT/002070.DOC

Approved by: Executive Director Number: 5.3 - 002.075

Date: January 31, 1998

FAMILY SERVICES
Initiation of Appeal

Procedures:

The caseworker may initiate forthwith a case conference with his/her manager and the Society’s solicitor each time:
1. the court:
  1. has dismissed the Society’s application;
  2. has made an order other than the order requested by the Society;
2. a parent or child has initiated an appeal of the court’s decision.
The following persons may also be involved in the case conference:
1. community agencies involved with the Society in the provision of services;
2. other Society staffs and other persons who are providing services to the child and/or family such as:
  1. volunteer/case aid if applicable (9.0 - 002);
  2. child care worker and foster parent(s) if applicable;
  3. family support services staff if applicable;
3. the Child Abuse Review Team if applicable( 5.1 - 008.005);
4. other knowledgeable persons who can assist the caseworker in the case review.
The purposes of the case review will be:
1. if the Society is considering an appeal:
  1. determine if the order made by the court results:
    - in a child remaining at substantial risk; or
    - places the Society in an untenable position;
  2. determine if the Society needs to appeal the court’s decision;
  3. determine the procedure to follow if an appeal is recommended; or
  4. determine a casework plan to ensure the child’s safety if an appeal is not recommended;
  5. determine if the child should be re-apprehended and a new Protection Application initiated;
  6. determine if a “Serious Occurrence Report” needs to be completed (5.9 - 005).
2. if the parent or child initiates an appeal:
  1. a review of the grounds for appeal stated in the parent’s or child’s “Notice of Appeal”;
  2. determine the Society’s response to the “Notice of Appeal”;
  3. determine the Society’s course of action.
The Executive Director will need to give his/her specific agreement prior to the Society’s launching of an appeal.
The Society’s solicitor will initiate the appeal within thirty days of the Child Protection Court’s decision.
The caseworker will ensure the documentation of the following in the casefile:
1. the date of the case conference;
2. the persons present;
3. the decisions made; and
4. the factors considered in arriving at the decision made except where issues of solicitor client relationship apply (5.2 - 002.045).

source for 5.3 - 002.075
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002075.DOC
/5-0FAMIL/5-3COURT/002075.DOC

Approved by: Executive Director Number: 5.3 - 002.080

Date: January 31, 1998

FAMILY SERVICES
Office of the Children’s Lawyer

Procedures:

The court may appoint a representative of the Office of the Children’s Lawyer to:
1. represent a parent if the parent is under the age of eighteen; and
2. may represent the child.
If the Office of the Children’s Lawyer represents a child in the care of the Society, the caseworker will provide:
1. the child’s address; and
2. the phone number of the resource in which the child resides.
It is the responsibility of the Office of the Children’s Lawyer’s representative to maintain contact with the child.
The caseworker’s liaison with, and disclosure of information to the Office of the Children’s Lawyer’s representative for either the minor parent or a child will occur in consultation with the Society’s solicitor.

source for 5.3 - 002.080
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002080.DOC
/5-0FAMIL/5-3COURT/002080.DOC

Approved by: Executive Director Number: 5.3 - 002.085

Date: January 31, 1998

FAMILY SERVICES
Summons to Witness

Procedures:

The caseworker, in consultation with the Society’s solicitor will review the casefile and decide on a list of witnesses that the Society will require in the presentation of its case before the court.
The caseworker and/or administrative support person will need to prepare a summons for those persons who are not employees of the Society.
The caseworker and/or administrative support person will need to:
1. complete the court procedural form “Summons to a Witness” for each person who needs to be summons;
2. submit to accounting a “Requisition of Fund” form in order to obtain a cheque which will cover the disbursements required under the Rules of the Family Court;
3. take the completed “Summons to a Witness” to the court clerk who will seal the documents with the court seal, and retain a copy for the court file.
The caseworker will need to ensure personal service of each “Summons to a Witness” and the cheque for disbursements.
The caseworker will ensure that each person who personally served the “Summons to a Witness” completes an Affidavit of Service.

source for 5.3 - 002.085
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002085.DOC
/5-0FAMIL/5-3COURT/002085.DOC

Approved by: Executive Director Number: 5.3 - 002.090

Date: January 31, 1998

FAMILY SERVICES
Court Endorsements

Procedures:

Following each court hearing, the court endorsements are forwarded to the Society or to the Society’s solicitor by the court clerk.
The Society and/or the solicitor’s office is responsible for:
1. typing out the required number of copies of the court order;
2. bringing the court order to the court clerk in order to have the orders signed and sealed;
3. distribution of the court orders to:
  1. the original:
    - in the child’s casefile if the child is in the care of the Society; or
    - in the family file if the child is not in the care of the Society;
  2. copy to each parent(s).
4. the court endorsement is then given to the caseworker/administrative support person to ensure that the “bring forward court information” 5.3 - 002.065) is accurate.

source for 5.3 - 002.090
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002090.DOC
/5-0FAMIL/5-3COURT/002090.DOC

Approved by: Executive Director Number: 5.3 - 002.095

Date: January 31, 1998

FAMILY SERVICES
Emergency Court Hearing

Procedures:

An emergency court hearing is usually only held if:
1. the child in question is seriously ill; and
2. the parent(s)/guardian(s) will not sign appropriate medical authorization for the child’s treatment; and
3. this refusal seriously endangers the child’s health and life.
The procedures for such emergency court hearings can be found in the Emergency After Hours Services procedure (5.4 -002.035).

source for 5.3 - 002.095
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-3COURT/002095.DOC
/5-0FAMIL/5-3COURT/002095.DOC

5.0 Family Services
5.0 General Policy

5.1 Associated Polices

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.4 - 002 Emergency After Hours Service
5.4 - 002.005 Emergency After Hours Service
5.4 - 002.010 Definition of Emergency After Hours Service
5.4 - 002.015 Definition of Emergency
5.4 - 002.020 Staffing and Accountability
5.4 - 002.025 Notification to EAHS Staff of Possible Emergencies
5.4 - 002.030 Recording Requirements of EAHS
5.4 - 002.035 EAHS - Emergency Court Hearing
5.4 - 002.040 EAHS - Follow-Up of EAHS Calls by Day Staff
5.4 - 002.045 Emergency After Hours Service - Resources

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.4 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/054EAH.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/054EMERGENCY AFTER HOURS.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/5.43AHS/054EAH.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/5.43AHS/054EMERGENCY AFTER HOURS.DOC
/5-0FAMIL/5-4EAHS/054EAH.DOC
/5-0FAMIL/5-4EAHS/054EMERGENCY AFTER HOURS.DOC
/5-0FAMIL/5-4EAHS/5.43AHS/054EAH.DOC
/5-0FAMIL/5-4EAHS/5.43AHS/054EMERGENCY AFTER HOURS.DOC

Approved by: Executive Director Number: 5.4 - 002

Date: January 31, 1998

FAMILY SERVICES
Emergency After Hours Services

Policy:

It is the policy of the Society that:
1. the Society shall have a planned and documented system for providing an appropriate and timely response to complaints, referrals, and situations presented as emergencies outside agency business hours; and
2. the after hours service shall include availability of adequate resources to provide for the protection of children.
The Society shall enact procedures addressing:
1. the system for receiving calls outside regular agency business hours;
2. staffing and accountability;
3. definition of the Emergency After Hours Service;
4. notification of Emergency After Hours Service staff of possible emergencies;
5. recording requirements for the Emergency After Hours Services;
6. foster care resources for the Emergency After Hours Services;
7. follow-up by day staff of Emergency After Hours Services;
8. investigative protocols and the Emergency After Hours Services; and
9. emergency court hearings.

source for 5.4 - 002
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/002.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/5.43AHS/002.DOC
/5-0FAMIL/5-4EAHS/002.DOC
/5-0FAMIL/5-4EAHS/5.43AHS/002.DOC

Approved by: Executive Director Number: 5.4 - 002.005

Date: January 31, 1998

FAMILY SERVICES
Emergency After Hours Service

Procedure:

The Society’s Emergency After Hours Service:
1. will be staffed by child protection workers;
2. will be linked to an answering service;
3. will be supervised by a manager from this Society or designate.
The Society will provide training to the Emergency After Hours Service workers to ensure that the workers have, prior to providing such service a good working knowledge of:
1. the Child and Family Services Act;
2. the “Standards for the Investigation and Management of Child Abuse Cases by the Children’s Aid Society Under the Child and Family Services Act”;
3. the Society’s policies and procedures concerning:
  1. Confidentiality (5.1 - 002);
  2. Child Abuse (5.1 - 004);
  3. Clients’ Rights and Complaint Procedures (5.1 - 010);
  4. Complaints Against Staff (5.1 - 012); Foster Parents (5.1 - 014); Volunteers (5.1 - 016); and Against Board Members (5.1 - 018);
  5. Intake and Investigations (5.2 - 002);
  6. Court Services (5.3 - 002);
  7. Serious Occurrences/Contentious Issues (5.9 - 002);
  8. Family Support Services (5.5 - 002);
  9. Counselling Services (5.6 - 002);
  10. Pregnancy Counselling Services (5.7 - 002);
  11. Children’s Admission and Placement (4.2 - 002) (4.3 - 002) (4.4 - 002) and (4.5 - 002);
  12. The Rights of Children in Care (4.11 - 002);
  13. The Society’s investigative protocols; and
    elision The Emergency After Hours Service (5.4 - 002).
The Emergency After Hours Service workers will adhere to:
1. the Emergency After Hours Service policies and procedures; and
2. the current collective agreement.
The Emergency After Hours Service will be activated at the end of each work day by the receptionist’s transferring the switchboard over to the answering service according to local equipment requirements.
The Emergency After Hours Service will be de-activated at the beginning of each work day by the receptionist’s transferring the switchboard from the answering service to the office according to local equipment requirements.

source for 5.4 - 002.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/002005.DOC
/5-0FAMIL/5-4EAHS/002005.DOC

Approved by: Executive Director Number: 5.4 - 002.005

Date: January 31, 1998

FAMILY SERVICES
Emergency After Hours Service

Procedure:

The Society’s Emergency After Hours Service:
1. will be staffed by child protection workers;
2. will be linked to an answering service;
3. will be supervised by a manager from this Society or designate.
The Society will provide training to the Emergency After Hours Service workers to ensure that the workers have, prior to providing such service a good working knowledge of:
1. the Child and Family Services Act;
2. the “Standards for the Investigation and Management of Child Abuse Cases by the Children’s Aid Society Under the Child and Family Services Act”;
3. the Society’s policies and procedures concerning:
  1. Confidentiality (5.1 - 002);
  2. Child Abuse (5.1 - 004);
  3. Clients’ Rights and Complaint Procedures (5.1 - 010);
  4. Complaints Against Staff (5.1 - 012); Foster Parents (5.1 - 014); Volunteers (5.1 - 016); and Against Board Members (5.1 - 018);
  5. Intake and Investigations (5.2 - 002);
  6. Court Services (5.3 - 002);
  7. Serious Occurrences/Contentious Issues (5.9 - 002);
  8. Family Support Services (5.5 - 002);
  9. Counselling Services (5.6 - 002);
  10. Pregnancy Counselling Services (5.7 - 002);
  11. Children’s Admission and Placement (4.2 - 002) (4.3 - 002) (4.4 - 002) and (4.5 - 002);
  12. The Rights of Children in Care (4.11 - 002);
  13. The Society’s investigative protocols; and
    elision The Emergency After Hours Service (5.4 - 002).
The Emergency After Hours Service workers will adhere to:
1. the Emergency After Hours Service policies and procedures; and
2. the current collective agreement.
The Emergency After Hours Service will be activated at the end of each work day by the receptionist’s transfering the switchboard over to the anwering service according to local equipment requirements.
The Emergency After Hours Service will be de-activated at the beginning of each work day by the receptionist’s transferring the switchboard from the answering service to the office according to local equipment requirements.

source for 5.4 - 002.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/5.43AHS/002005.DOC
/5-0FAMIL/5-4EAHS/5.43AHS/002005.DOC

Approved by: Executive Director Number: 5.4 - 002.010

Date: January 31, 1998

FAMILY SERVICES
Definition of Emergency After Hours Service

Procedure:

The Society will establish an Emergency After Hours Service to provide emergency Child protection services on a 24 hours per day, 365 days per year basis.
A child protection worker and a manager will be available at all times to provide that service.
Outside of business hours, the Emergency After Hours Service can be accessed by calling the telephone answering service.
The telephone answering service takes calls which are immediately passed on to the Emergency After Hours Service worker who will asses the urgency of the situation and respond to it appropriately.
The telephone answering service is requested to take the name and number of the caller requesting service.
The telephone answering service then contacts the Emergency After Hours Service worker by either telephone or pager.
The telephone answering service will contact the Emergency After Hours Service manager by either telephone or pager if, for some reason, the Emergency After Hours Service worker can not be reached.
The Society will mail an Emergency After Hours Service schedule to the Answering Service stating the names and telephone numbers of the Emergency After Hours Service workers and supervisors as well as the periods of time each will be providing Emergency After Hours Service. A copy will also be sent to Accounting.
If for some reason, an Emergency After Hours Service worker or manager wish to change schedules, it will be the responsibility of the scheduled worker/manager to notify the Answering Service and the corresponding worker/manager of the changes.
The Emergency After Hours Service operates under the same legislation, regulations and standards as the regular working hours services of the Society, however its focus is to respond to emergency situations only.

source for 5.4 - 002.010
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/002010.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/5.43AHS/002010.DOC
/5-0FAMIL/5-4EAHS/002010.DOC
/5-0FAMIL/5-4EAHS/5.43AHS/002010.DOC

Approved by: Executive Director Number: 5.4 - 002.015

Date: January 31, 1998

FAMILY SERVICES
Emergency After Hours Service - Definition of Emergency

Procedure:

The Emergency After Hours Service worker will respond to all emergency calls received during the hours the office is closed. Emergency calls refer to:
1. complaints that a child may be in need of protection under the Child and Family Services Act and without follow-up, their safety cannot be reasonably assured until the next regular working day;
2. a foster parent or ward requesting to speak to the Emergency After Hours Service worker;
3. an employee of the Society requesting to speak to the Emergency After Hours Service worker.
If the Emergency After Hours Service worker is unsure about the “emergency nature” of a call, the worker will consult with the Emergency After Hours Service manager.
The Emergency After Hours Services worker will consult with the Emergency After Hours Service manager:
1. whenever a child is reported to be a child in need of protection;
2. before taking a child into care; and;
3. situations where the Emergency After Hours Service worker requires consultation.
The Emergency After Hours Service worker will respond to all complaints where a child may be in need of protection as defined in the Child and Family Services Act.
The Emergency After Hours Service worker will respond to all requests for all consents for emergency medical treatment/hospital admission:
1. for Society and Crown Wards;
2. for non wards, only when the time it would take to obtain the consent of the person who signed the Temporary Care or Special Needs Agreement would place the child at an unacceptable risk.
3. the child may be asked to consent to any procedure or examination if accordance with the Consent to Treatment legislation.
The Emergency After Hours Service worker will respond to a foster parent’s request for assistance, including a request to remove a child. The Emergency After Hours Service worker will:
1. try to diffuse the situation with the child and foster parent;
2. if the foster parent refuses to have the child in the home any longer in spite of attempts to solve the problem, prepare the child for the move as positively as possible;
3. inform the foster parent that the foster home support worker will be in touch with them;
4. not make any commitments to the child in regard to the next foster home;
5. if the child is a society or non ward, the parents must be informed about the child's move;
6. document the reasons for the move, the foster parents’ reactions, and the child’s reaction.
The Emergency After Hours Service worker will respond to a ward’s request for a change of placement. The Emergency After Hours Service worker will:
1. discuss the matter with the child and try to resolve the immediate placement problems so that the placement will not break down;
2. the child should be encouraged to wait to talk to his social worker before making any decisions;
3. if the child is adamant and wants to be moved immediately, the Emergency After Hours Service worker will need to interview the child privately to ascertain the reasons for the child’s request, including the possibility of abuse;
4. if there are no safety issues, the child should remain in the foster home until his regular worker is available;
5. if the child needs to move, and is a society or non ward, the parents must be contacted and informed about the move;
6. document the reasons for the move, the child’s reactions, and the foster parents’ reactions.
The Emergency After Hours Service worker will respond to situations where a ward has been charged with an offense. The Emergency After Hours Service worker:
1. may be present, with the child’s consent while the child is being questioned;
2. will notify the child’s parents/guardian of the charges if the child is a Society or non ward;
3. will notify the Emergency After Hours Service manager if the charges are of a very serious nature in order to explore the possibility of legal counsel if the child is a ward;
4. will notify the foster parents, as well as the parents/guardian, should the child be held in detention.
The Emergency After Hours Service worker will respond to custody/access calls only when there is an allegation that a child may be a child in need of protection. The Emergency After Hours Service worker:
1. will investigate the allegation and if the child is found to be a child in need of protection;
2. the child must be removed from his/her current home in order to ensure his/her safety. The child will be placed in a place of safety as defined in the Child and Family Services Act.
The Emergency After Hours Service worker will respond to lost children. The Emergency After Hours Service worker will:
1. attempt to identify the child;
2. contact the police as soon as possible to determine if a parent has reported the child missing;
3. take the child home if the child can identify his/her address. If no responsible person is there, the worker may approach neighbours as to the whereabouts of the parent or close relative;
4. view the child as being abandoned and in need of protection if the parent has not returned or called the police in a reasonable amount of time;
5. assess the situation if the parent is located, to determine the reason for the lack of supervision;
6. refer the family to intake/family services on the next working day should there be reason to suspect child neglect. Parents should be advised accordingly.
The Emergency After Hours Service worker will respond to run away/transient children. The Emergency After Hours Service worker will:
1. for wards of another Society:
  1. call the Emergency After Hours worker of that Society to report the whereabouts of their ward; and
  2. ask for instructions from that Society for the child's return.
2. for parents who report a runaway child:
  1. refer the parents to the local police services; and
  2. ask parents if they and the child wish services from the Society once the child is located and returned.
3. for children who are picked-up by the police and come from another jurisdiction:
  1. if appropriate, call the child's parents to make arrangements for his/her return home;
  2. if parents refuse to become involved or are unavailable, the Emergency After Hours Service worker will contact the Emergency After Hours Service worker from the other jurisdiction and ask for instructions from that Society for the child's return.
4. for wards who are reported missing by a foster parent:
  1. advise the foster parent to call the police to report the child missing, obtaining the officer’s name and badge number. Normally, the foster parent should wait for an appropriate period of time before calling. In the case of a young child, the report should be made within an hour. If the child is older, a teen for instance, the foster parent can wait until the curfew time before calling.
  2. If applicable, follow the serious occurrence procedure (5.9 - 002.025).
5. for children apprehended by the police and the child(ren) cannot immediately be returned to a parent place the child in a place of safety. In any cases, a child may not be left at the police station over night.
6. If the child is a repeat runaway, the Emergency After Hours Services worker will need to be alert to the possibility of physical or sexual abuse.
Lack of housing by itself does not constitute a situation where a child may be in need of protection. The Emergency After Hours Services worker will:
1. refer the family to available community resources;
2. refer the client to appropriate legal resources should the client be faced with eviction;
3. refer the client to a Women’s Crisis Center where crisis housing for short period of time may be available for women and children;
4. emergency funds may be available through the Society to pay for rent and hydro. Before any commitments are made, the worker will discuss this with the After Hours Service manager.
The Emergency After Hours Service worker may respond to calls dealing with Parent/Teen Conflicts. In these cases, the Emergency After Hours Service worker will:
1. assess the information to see if the teen is at risk of abuse;
2. if the teen is not at risk of abuse, the family may be offered ongoing counselling services by the Society or may be referred to a community agency which counsels teens and their family;
3. if the situation is not abusive but there are concerns that the teen may be in need of protection, the family will be informed that a worker will be in touch with them to assess the situation further;
4. if a cooling off period is needed, the Emergency After Hours Service worker will encourage the family to place the teen with a friend, relative or neighbour for a short time;
5. if parents demand that their child comes into care immediately, the Emergency After Hours Service worker will:
  1. remind parents that they are responsible for their child; and
  2. explain to the parents that the Society will not take their child into care, but will provide assistance and counseling to assist them in resolving their conflict;
6. if the teen is threatening the parents, it may be necessary for the Emergency After Hours Service worker assist the parents in obtaining police assistance. The child must be made aware that there are consequences to his actions;
7. if the teen is reported to have left the home and made alternate living arrangements, the Emergency After Hours Service worker will not intervene unless the placement jeopardizes their safety and well being;
8. if the teen is asking for placement, the Emergency After Hours Service worker will need to be alert to the possibility of physical or sexual abuse.
The Emergency After Hours Service worker may need to respond to calls where either volunteer drivers are either late, did not show up, or because of weather are unable to complete a drive. The Emergency After Hours Service worker:
1. will attempt to find out from parent/foster parents the name of the volunteer driver and the reasons for the delay;
2. will explore alternate arrangements, if possible;
3. may authorize an extension of a visit if weather does not permit the child’s safe return.
The Emergency After Hours Service worker may respond to calls requesting financial assistance. The Emergency After Hours Service worker:
1. may refer the family to a community agency providing assistance;
2. refer the family to a Women’s Shelter where appropriate;
3. may provide emergency funds if the alternative is having to take the children into care. Before any commitments are made, the worker will discuss this with the Emergency After Hours Service manager.

source for 5.4 - 002.015
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/002015.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/5.43AHS/002015.DOC
/5-0FAMIL/5-4EAHS/002015.DOC
/5-0FAMIL/5-4EAHS/5.43AHS/002015.DOC

Approved by: Executive Director Number: 5.4 - 002.020

Date: January 31, 1998

FAMILY SERVICES
Emergency After Hours Service - Staffing and Accountability

Procedure:

Jurisdiction:
1. Territorial:
  1. The Emergency After Hours Service worker is empowered by the Board of Directors of the Huron - Perth Children's Aid Society as a child protection worker.
  2. This role can only be carried out within the territorial boundaries of Huron County. If the Emergency After Hours Service worker is required to go beyond Huron County to protect a child, the Emergency After Hours Service worker will need to contact the Society of that territory to ask for their assistance.
2. Age:
  1. The Emergency After Hours Service worker has jurisdiction if the child is within Huron county and is under the age of sixteen years.
  2. If over sixteen years of age, the child must be subject to an order made under Part III of the Child and Family Services Act
Staffing:
1. The Emergency After Hours Service workers are Society staff who are designated as child protection workers for the purpose of handling incoming calls to the Society when the office is closed.
2. The Emergency After Hours Service schedule is prepared by the Emergency After Hours Service assigned manager.
3. The assigned manager will also prepare the Emergency After Hours Service back up manager’s schedule.
4. The Emergency After Hours Service schedule is then distributed to the Answering Service, the Emergency After Hours Service workers and managers, clerical and accounting.
5. Should either an Emergency After Hours worker or manager wish to make changes to their schedule, the person requesting the changes will notify the Answering Service, the manager/worker on duty, clerical, and accounting of the changes.
When the Emergency After Hours Service worker is completing an investigation, he/she may request assistance from the back-up manger:
1. to handle new calls;
2. and if an out of home contact is required, the manager will:
  1. refer the matter to the Emergency After Hours Services Worker currently on duty when he/she is again available; or
  2. request assistance from another Society worker; or
  3. if no other person is available, handle the situation by attending to the matter personally arranging in advance for another manager to handle the back-up management responsibilities.
Remuneration:
1. Accounting automatically will reimburse the assigned Emergency After Hours Service workers through payroll;
2. overtime as defined by the current collective agreement will be submitted to the worker’s manager as well as any Emergency After Hours Service expenses, with accompanying receipts will be submitted with the monthly expense sheets to the worker’s manager;
3. the manager will:
  1. verify the Emergency After Hours Service overtime if applicable, and the worker’s expense claims, and
  2. once approved the overtime submitted and the expense invoice and give it to accounting for payment in accordance with the current collective agreement.
The Emergency After Hours Service worker will consult with the back-up manager:
1. whenever a child is reported to be in need of protection as defined by the Child and Family Services Act. This consultation will review:
  1. the eligibility of the referral under the Eligibility Spectrum;
  2. the preliminary safety assessment and the urgency of response; and
  3. if an investigation is required, the investigative strategy, including police involvement;
2. before the admission of a child into care;
3. prior to any final child protection decisions made;
4. whenever a ward is reported missing;
5. whenever there is a serious occurrence or contentious issue;
6. as required under the "Revised Standards for the Investigation and Management of Child Abuse Cases by the Children's Aid Societies Under the Child and Family Services Act” when the Emergency After Hours worker is involved in an abuse investigation; and
7. whenever the Emergency After Hours Worker feels a consultation is desired.

source for 5.4 - 002.020
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/002020.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/5.43AHS/002020.DOC
/5-0FAMIL/5-4EAHS/002020.DOC
/5-0FAMIL/5-4EAHS/5.43AHS/002020.DOC

Approved by: Executive Director Number: 5.4 - 002.025

Date: January 31, 1998

FAMILY SERVICES
Emergency After Hours Service - Notification of Possible Emergency by Staff

Procedure:

In order to provide the best possible Emergency After Hours Service to families, the Society’s staff will ensure that the Emergency After Hours Service workers are notified of:
1. any contentious cases;
2. any possible emergencies; and
3. any possible casework calls;
4. the conditions of:
  1. any supervision orders made where the Court Order has not yet been completed; and
  2. any casework contracts entered into by a caseworker with a family where the Emergency After Hours Services worker may be called.
The caseworkers will notify the Emergency After Hours Service worker:
1. by telephone, and will follow the phone call by a;
2. written notification on the procedural Emergency After Hours Service alert form. This form will have an effective until date and will also include the following information:
  1. a brief summary of the family and the presenting problems;
  2. the caseworker’s recommendations and suggested instructions;
  3. the caseworker’s desire to be contacted prior to any action by the Emergency After Hours Service worker;
3. when an alert is prepared on behalf of a child in care, in addition to the relevant information provided as to the anticipated emergency, the information will also include:
  1. the child’s name and age;
  2. the name and telephone number of the foster home or placement resource; and
  3. the name of the family worker if the child’s worker is preparing the alert; and
  4. the name, address and phone number of the child’s parent(s)/guardian when the child is not a Crown Ward.
The Emergency After Hours Services worker will:
1. follow the caseworker’s instructions if available;
2. not call the caseworker at home unless it is prearranged;
3. not make any promises to the client/caller with regards to the caseworker;
4. will not give out information as to the location of a child;
5. will listen to any service complaint(s) and inform the client/caller about the Society’s complaint procedure (5.1 - 010).
Should an unanticipated emergency situation arise concerning an open case for which no alert form or other instructions were left, the Emergency After Hours Service worker:
1. will consult with the back-up manager to determine if any information/instructions were left with him/her;
2. will not contact the assigned worker without approval of the Emergency After Hours Service back-up manager; nor
3. will not contact the assigned worker’s manager without the approval of the Emergency After Hours Service back-up manager.
The Emergency After Hours Service worker will, when beginning his/her tour of duty:
1. review all alerts forwarded to the Emergency After Hours Services; and
2. ensure that alerts and supervision orders are placed in the appropriate binder immediately and in alphabetical order; and
3. remove and destroy all expired alerts. Unless directed otherwise, alerts will be kept for a maximum of six months. If the caseworker wishes the alert to be extended, a new alert will need to be completed.

source for 5.4 - 002.025
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/002025.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/5.43AHS/002025.DOC
/5-0FAMIL/5-4EAHS/002025.DOC
/5-0FAMIL/5-4EAHS/5.43AHS/002025.DOC

Approved by: Executive Director Number: 5.4 - 002.030

Date: January 31, 1998

FAMILY SERVICES
Emergency After Hours Service - Recording Requirements

Procedure:

In the performance of their duties, the Emergency After Hours Services worker will keep legible, detailed and accurate notes of all contacts with clients, foster parents, wards, and consultation with back-up managers.
The Emergency After Hours Service worker will document each after hours call in the Emergency After Hours Service “Night Duty Record”.
The Emergency After Hours Services worker should be aware of the factual data that is required to open a family file for service and should collect and document on casenotes and on the Initial Family Service Form:
1. as much of the intake information as they are able to, including:
  1. name(s) [including proper spelling], birth dates, addresses, phone numbers;
  2. clarification of the nature of the call and referral information;
  3. determination of its appropriateness, urgency, and investigative response.
2. if an abuse investigation needs to be completed the Emergency After Hours Service worker will
  1. complete the required documentation which conforms with the Standards for the Investigation and Management of Child Abuse Cases by the Children’s Aid Societies Under the Child and Family Services Act”; and
  2. prepare any court documents required, including affidavits.
The Emergency After Hours Services worker will, at the beginning of the next work day give his/her administrative support person:
1. a copy of the Emergency After Hours Service Night Duty Records;
2. copies of casenotes;
3. copies of statements taken, if applicable;
4. copies of casework contracts or casework undertakings if applicable;
5. any other relevant information such as copies of Warrants, medical reports, etc.
The administrative support person will immediately:
1. photocopy all Night Duty Records and attached documentation;
2. give the photocopied documents to the Emergency After Hours Service back-up manager/designate for his/her signature and the originals to the Executive Director for filing.
The Emergency After Hours Service back-up supervisor will, upon signing the Night Duty Records will return the documents to:
1. the administrative support person for distribution to the appropriate persons; or
2. to the appropriate persons directly.
If a child was apprehended the Emergency After Hours Service worker will contact the intake manager/designate and find out if:
1. his/her presence will be required at the court hearing; or
2. an affidavit describing the circumstances of the apprehension is required; and
3. attend the court hearing if applicable; or
4. complete and swear out the affidavit.

source for 5.4 - 002.030
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/002030.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/5.43AHS/002030.DOC
/5-0FAMIL/5-4EAHS/002030.DOC
/5-0FAMIL/5-4EAHS/5.43AHS/002030.DOC

Approved by: Executive Director Number 5.4 - 002.035

Date: January 31, 1998

FAMILY SERVICES
Emergency After Hours Service, Emergency Court Hearing

Procedure:

When the caseworker:
1. is informed that parents are refusing to provide recommended treatment necessary for the child’s health or well being; and
2. has determined upon the completion of a preliminary investigation that the child is a child in need of protection,
the caseworker will invoke the apprehension provisions under the Child and Family Services Act, and the choice of the provisions will be governed by the degree of urgency involved in the case.
Where a situation of emergency is clearly identified, and there are reasonable and probable grounds to believe that a delay would place the child at severe risk, the caseworker will apprehend the child without a warrant, and detain the child in a place of safety (hospital).
The caseworker will be aware that apprehension or detention does not confer, in the absence of a hearing and an order of wardship, legal guardian status that would enable the Society to provide valid medical consent on behalf of the child.
If the medical treatment is required immediately, the caseworker will contact the court administrator who will:
1. contact a Judge of the Court of Ontario Provincial Division or, in their absence,
2. a Judge of the Criminal Division
to hold a hearing, in hospital if necessary.
If the caseworker has reasonable grounds to believe that the child may be removed from the hospital the caseworker will make arrangements with the police services to ensure that the child is not removed from the hospital.
The caseworker will also be aware that in situations of extreme emergency, the physician may act without consent in accordance with common-law practice of emergency treatment.
Prior to the apprehension of the child, the caseworker will need to obtain the following information:
1. name, address and present whereabouts of the child;
2. name, address, phone number and some identifying information of the referring person; (physician);
3. name , address, phone numbers and present whereabouts of the parent(s);
4. religion of the parent(s) and of the child, if different;
5. what treatment is needed, how urgent is the treatment, and for how long can the treatment be safely delayed;
6. have both parents given written and/or verbal notice of their refusal to consent to the treatment;
Once the caseworker has been able to establish that this is an emergency which cannot wait for normal court procedures, the caseworker will:
1. consult with his/her manager/designate, and if on duty, the duty manager who will advise the Executive Director;
2. alert local police and request the presence of at least one officer at the scene;
3. notify the court administrator of:
  1. the need to hold an emergency court hearing;
  2. the location of hospital; and
  3. how soon the hearing needs to take place.
  The court administrator will make arrangements for a Judge and a court reporter to be available
4. attempt to have a representative of the Official Guardian’s Office attend in order to represent the child. If one is not available, proceed without one.
5. notify the hospital administrator or designate who will need to:
  1. book a room for the court hearing; and
  2. set a time in consultation with the doctors in charge of the case to ensure the presence of doctors who can give direct medical evidence;
  3. notify the hospital reception desk of the arrangements.
6. review the situation carefully with the attending physician and if possible, ask for a second medical opinion;
7. review and confirm parents’ or guardian’s unwillingness to consent to the immediate medical care as recommended;
8. advise child’s parents’ or guardians’ of their rights to be represented by a solicitor or lay person, and urge them to make immediate arrangements;
9. if not yet done, apprehend the child and leave a written notice that the child has been apprehended with the appropriate persons: hospital administrator, child’s medical chart, parents/guardians;
10. prepare and serve hand-written court documents to the parents/guardians, and child if applicable;
11. arrange for the physicians and all the witnesses to be present for the hearing.
12. prepare the court order for the judge’s signature on an order if Society Wardship has been granted;
13. sign the consent for medical treatment on behalf of the Society.
In non life threatening cases, the caseworker will use normal court procedures.

source for 5.4 - 002.035
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/002035.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/5.43AHS/002035.DOC
/5-0FAMIL/5-4EAHS/002035.DOC
/5-0FAMIL/5-4EAHS/5.43AHS/002035.DOC

Approved by: Executive Director Number 5.4 - 002.040

Date: January 31, 1998

FAMILY SERVICES
Emergency After Hours Service, Follow-up by Day Staff

Procedure:

The Emergency After Hours Services worker will, at the beginning of the work day, distribute the following documents to the appropriate persons:
1. Emergency After Hours Service Night Duty Records;
2. copies of casenotes;
3. copies of statements taken, if applicable;
4. copies of casework contracts or casework undertakings if applicable;
5. copies of internal/serious occurrence reports;
6. any other relevant information such as copies of Warrants, medical reports, etc. (5.4 - 002.030)
If the Emergency After Hours Services worker is unable to attend at the offices at the beginning of the work day, he/she will, by 9:00 a.m., call the Intake manager/designate and verbally share the information until the actual reports can be delivered.
The Emergency After Hours Services worker will:
1. give his/her reports to the administrative support person for distribution;
2. will notify the appropriate manager/designate of any cases requiring immediate follow-up;
3. notify the resource department of all new admissions, discharges, and changes in residential placements; and
4. will also be available for consultation with specific caseworkers if required.

source for 5.4 - 002.040
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/002040.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/5.43AHS/002040.DOC
/5-0FAMIL/5-4EAHS/002040.DOC
/5-0FAMIL/5-4EAHS/5.43AHS/002040.DOC

Approved by: Executive Director Number 5.4 - 002.045

Date: January 31, 1998

FAMILY SERVICES
Emergency After Hours Service, Resources

Procedure:

The Society will provide the Emergency After Hours Service worker with the following resources:
1. cellular telephones for the Emergency After Hours Service worker and manager.
2. mobility pager for the Emergency After Hours Services worker and manager.
3. Duty Briefcases contain:
  1. instructions on contacting Justices of the Peace.
  2. After Hours Case List Report. This list is updated monthly.
  3. List of all outstanding Provincial Alerts. This list is updated on a quarterly basis.
  4. List of all children in care including date of birth, legal status and current placement. This list is updated on a monthly basis.
  5. List of all current orders of supervision including a copy of the most recent order and plan of care if applicable. This list is also updated on a monthly basis.
  6. Foster Home Availability Report and Foster Parent Listing: lists of all open foster homes and emergency homes indicating current placements, vacancies, and preferred placements. This list is updated on a monthly basis.
  7. Ministry Guidelines for the Reporting and Apprehension of Runaways;
  8. Procedures dealing with Jehovah Witness and Emergency Blood Transfusions;
  9. Copies of the following:
    - Emergency After Hours Services policy and procedures;
    - maps of Huron County;
    - current staff list with addresses and telephone numbers;
    - Child and Family Services Act;
    - Revised Standards for the Investigation and Management of Child Abuse Cases by the Children's Aid Societies Under the Child and Family Services Act;
    - Abuse Investigation Protocol with the Police Services;
    - Abuse Protocol with the Women's Shelters;
    - court policy and procedures;
    - policy and procedures concerning Serious Occurrences and Internal Alerts
    - list of all Children's Aid Societies including telephone and Facsimile numbers as well as list of Emergency After Hours Workers for other Children's Aid Societies;
    - list of volunteer drivers and their telephone numbers;
    - Client's Rights and Complaint Policy and Procedures
  10. The Emergency After Hours Service worker’s briefcase will also contain:
    - Consent to Release of Information as well as Consents to Release Clinical Records;
    - Internal Alert Forms as well as Serious Occurrences Preliminary Inquiry Reports.
    - Physical and Sexual Abuse Investigation Packages;
    - Information To Obtain Warrant as well as Warrants;
    - Temporary Care Agreements and Notes to Parents as well as Agreement for payment;
    - Authorization to Detain Child in Hospital as Place of Safety Forms;
    - Family Service Intake Form and Child Admission Data Forms;
    - Consents to Medical Treatment and Health Reports Forms;
    - Client’s Rights and Complaint Pamphlets;
    - Children in Care Rights Pamphlets;
    - Emergency After Hours Services Night Duty Reports;
    - Notice of Hearing and Protection Application Forms;
    - Batteries for Pager (AA);
    - Camera and Film;
    - Audio Recorder and Cassettes.
    - cellular phone and accessories.
The Emergency After Hours Services worker may also call on the Police Services as a resource. The Emergency After Hours Services worker will use his/her own discretion regarding police assistance for his/her own protection. If in doubt, the Emergency After Hours Services worker will consult with the Emergency After Hours Services manager. The Emergency After Hours Services worker will call upon the police services when:
1. intervening in a potentially violent situation;
2. intervening in a family where the worker suspects or knows that members of the household are under the influence of alcohol or drugs;
3. responding to an allegation of physical or sexual abuse, or neglect;
4. in situations where the urgent nature of the complaint requires immediate investigation and because of distance, the time it would take the Emergency After Hours Services worker to get to the scene might place children at undue risk, the Emergency After Hours Services worker will request the police in the jurisdiction to independently attend the situation immediately. This request will be reviewed with a manger as soon as possible. The police will be asked to:
  1. insure the safety of the children and remain at or near the scene until the worker arrives; or, if the complaint deals with children left alone:
  2. to take the children temporarily to a place of safety until the worker can attend.
5. in situations when a complaint is received from someone who is considered by the Emergency After Hours Service worker to be intoxicated or for other reasons the validity of the complaint is in question, the Emergency After Hours Services worker may, with managerial approval:
  1. request the police in the jurisdiction to do the initial investigation and report back to the worker; and if the complaint is found to be valid,
  2. the worker will be available to respond immediately.
6. in situations where the traveling conditions are considered dangerous, the Emergency After Hours Service worker may, with managerial approval:
  1. request the police in the jurisdiction to respond to any emergency after-hours calls that require a home visit; and
  2. the Emergency After Hours Service worker will remain available to provide whatever assistance that is possible under the circumstances.
7. in any other circumstance where the Emergency After Hours Services worker believes that police assistance is needed for personal safety.

source for 5.4 - 002.045
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/002045.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-4EAHS/5.43AHS/002045.DOC
/5-0FAMIL/5-4EAHS/002045.DOC
/5-0FAMIL/5-4EAHS/5.43AHS/002045.DOC

5.0 Family Services

5.0 General Policy

5.1 Associated Policies

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.5 - 002 Family Support Services (Policy)
5.5 - 002.005 Program Descriptions
5.5 - 002.010 Program Reviews
5.5 - 002.015 Contracting for Services
5.5 - 002.020 Risk Assessment
5.5 - 002.025 Family Support Services Documentation

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.5 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-5SUPPO/055SUP.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-5SUPPO/055SUPPORT SERVICE.DOC
/5-0FAMIL/5-5SUPPO/055SUP.DOC
/5-0FAMIL/5-5SUPPO/055SUPPORT SERVICE.DOC

Final Coloured Logo

source for 5.5 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-5SUPPO/Final Coloured Logo dated April 22, 2004.DOC
/5-0FAMIL/5-5SUPPO/Final Coloured Logo dated April 22, 2004.DOC

Approved by: Executive Director Number: 5.5 - 002

Date: April 1, 2004

FAMILY SERVICES
Family Support Services

Policy:

It is the policy of the Society that family support services for clients or families shall be provided by:
1. mutual consent; or
2. court order.
Family support services shall be provided within a planned and documented system for:
1. operating;
2. managing; and
3. evaluating each program.
Family support services can be offered by:
1. agency staff;
2. purchase of services; and
3. by volunteers.
When services are being offered by volunteers, the standard for service shall conform to the standards described in (9.0 - 002)
The Society shall enact procedures addressing:
1. a description of family support services either provided by the Society or purchased by the Society;
2. a process to regularly review each program;
3. a process for contracting;
4. a process for re-assessing goals and reducing risk;
5. a documentation process.
Approved by: Executive Director Number: 5.5 - 002

Date: April 1, 2004-06-22

FAMILY SERVICES Family Support Services

source for 5.5 - 002
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-5SUPPO/002.DOC
/5-0FAMIL/5-5SUPPO/002.DOC

Approved by: Executive Director Number: 5.5 - 002.005

Date: April 1, 2004

FAMILY SERVICES
Description of Family Support Services

Procedure:

The Family Support Program to include home-based parent education and/or supervised access support.
In the development of its family support programs, the Society will ensure that each program has:
1. a written description;
2. a description of clients eligible for service;
3. a focus of treatment; and
4. an expected duration of the service.
The Society will document the family support services program description, wherever possible, and general information sheets will be made available to staff for clients accessing programs.

source for 5.5 - 002.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-5SUPPO/002005.DOC
/5-0FAMIL/5-5SUPPO/002005.DOC

Approved by: Executive Director Number: 5.5 - 002.010

Date: April 1, 2004

FAMILY SERVICES
Evaluation of Family Support Services

Procedure:

The Society will ensure that each family support service program is reviewed at least every four years to ensure each program’s continuing effectiveness and usefulness.
The Society will also ensure that each family support service evaluation mechanism includes:
1. feedback from clients; and
2. involvement from staff.

source for 5.5 - 002.010
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-5SUPPO/002010.DOC
/5-0FAMIL/5-5SUPPO/002010.DOC

Approved by: Executive Director Number: 5.5 - 002.015

Date: April 1, 2004

FAMILY SERVICES
Contracting Process

Procedure:

The caseworker will provide family support services to clients or families:
1. as stipulated in the conditions of an Order of Supervision or Plan of Care attached to a court order (5.3 - 002)
In the absence of a court order, the caseworker may provide family support ervices to a family when:
1. the caseworker and his/her manager, having reviewed the particulars of the family, agree to provide family support services;
2. the caseworker will document in the case file (5.2 002.045) both the managerial consultation, the decision reached and the reasons for the decision.

source for 5.5 - 002.015
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-5SUPPO/002015.DOC
/5-0FAMIL/5-5SUPPO/002015.DOC

Approved by: Executive Director Number: 5.5 - 002.020

Date: January 31, 1998

FAMILY SERVICES
Re-Assessment of Risk

Procedure:

The caseworker, in the provision of family support services to a client or family will re-assess the risk to the child(ren) at each review recording (5.2 - 002.030) (5.2 - 002.045)
The caseworker will use the results of the re-assessment to determine:
1. the effectiveness of the parent support service in reducing the risk elements that were identified;
2. determine if a more intrusive service is necessary; or
3. determine if a less intrusive service is recommended.
The caseworker will document the re-assessment and recommendations in the casefile using the Society’s procedural forms (5.2 - 002.045).

source for 5.5 - 002.020
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-5SUPPO/002020.DOC
/5-0FAMIL/5-5SUPPO/002020.DOC

Approved by: Executive Director Number: 5.5 - 002.025

Date: January 31, 1998

FAMILY SERVICES
Documentation of Family Support Services

Procedure:

The caseworker will document in the casefile, using the Society’s procedural forms (5.2 - 002.045):
1. the initial assessment (5.2 - 002.025);
2. the family support program chosen by the caseworker and the client to address the risk issues and problems identified and formalized in the Voluntary Services Agreements (5.2 - 002.090) or declared by the court in the making of an order under the Child and Family Services Act; or agreed upon by the client and the caseworker in the form of an informal contractual agreement.
3. the client’s or family’s participation in the family support service;
4. an evaluation of the program’s effectiveness in reducing risk to the child(ren) and addressing the identified problems;
5. the re-assessment of risk to the child(ren) and if applicable, the decision to implement a more or less intrusive service.
The re-assessment and re-evaluation of the client service plan will be documented in:
1. reviews recordings (5.2 - 002.045) (5.2 - 002.080);and
2. termination of services recording (5.8 - 002.010).

source for 5.5 - 002.025
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-5SUPPO/002025.DOC
/5-0FAMIL/5-5SUPPO/002025.DOC

5.0 Family Services

5.0 General Policy

5.1 Associated Policies

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.6 - 002 Parent Education Services
5.6 - 002.005 Program Descriptions
5.6 - 002.010 Documentation and Evaluation: Group Work Programs
5.6 - 002.015 Documentation of Parent Education Processes

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Record section

source for 5.6 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-6COUNS/056COU.DOC
/5-0FAMIL/5-6COUNS/056COU.DOC

5.0 Family Services

5.0 General Policy

5.1 Associated Policies

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.6 - 002 Counselling Services
5.6 - 002.005 Program Descriptions
5.6 - 002.010 Documentation and Evaluation: Group Work Programs
5.6 - 002.015 Documentation of Counselling Processes

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.6 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-6COUNS/056COUNSELLING.DOC
/5-0FAMIL/5-6COUNS/056COUNSELLING.DOC

Approved by: Executive Director Number: 5.6 - 002

Date: January 31, 1998

FAMILY SERVICES
Counselling Services

Policy:

It is the policy of the Society that:
1. in the provision of services to children and their families, a variety of counselling modalities may be employed;
2. services to children and their families may be delivered:
  1. by the Society itself;
  2. by a referral to a community agency; or
  3. by a purchase of service agreement with another service provider;
3. when services are provided through other agencies or individuals, the Society shall use service agreements which include reference to all required standards;
4. when using the modalities of group work, individual or family counselling to provide services to clients, the Society shall ensure that:
  1. the modality is appropriate to the focus of treatment; and
  2. staff providing the counselling are trained in its use;
5. client feedback shall be sought in the evaluation of effectiveness.
The Society shall enact procedures addressing:
1. written description of programs and services either provided by the Society or purchased by the Society;
2. individual documentation of group work and program evaluations.

source for 5.6 - 002
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-6COUNS/002.DOC
/5-0FAMIL/5-6COUNS/002.DOC

Approved by: Executive Director Number: 5.6 - 002.005

Date: January 31, 1998

FAMILY SERVICES
Program Description

Procedure:

In the development of its programs and services, the Society will ensure that each program and service has:
1. a written description;
2. description of clients to be served;
3. focus of treatment;
4. purpose of counselling; and
5. where pertinent:
  1. length of counselling process; and
  2. evaluation methods.
The Society will document the program description, wherever possible, in a pamphlet format which:
1. will be given to clients when they are referred to the program;
2. will be distributed to Society staffs; and if applicable
3. will be distributed to community organizations.

source for 5.6 - 002.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-6COUNS/002005.DOC
/5-0FAMIL/5-6COUNS/002005.DOC

Approved by: Executive Director Number: 5.6 - 002.010

Date: January 31, 1998

FAMILY SERVICES
Documentation and Evaluation for Group Work Programs

Procedure:

The Society will ensure that each group work program is individually documented.
The Society will also ensure that each group work program evaluation mechanisms include:
1. feedback from clients;
2. involvement from staff; and
3. documentation of the services provided.
Each group work evaluation will be done in writing, dated and signed by the group leader. and submitted to the appropriate manager for his/her approval and signature

source for 5.6 - 002.010
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-6COUNS/002010.DOC
/5-0FAMIL/5-6COUNS/002010.DOC

Approved by: Executive Director Number: 5.6 - 002.015

Date: January 31, 1998

FAMILY SERVICES
Documentation of Counselling Processes

Procedure:

The caseworker will document in the casefile, using the Society’s procedural forms (5.2 - 002.045):
1. the initial assessment (5.2 - 002.025);
2. the counselling modality chosen by the caseworker and the client;
3. the full documentation of the counselling process; and
4. an evaluation of its effectiveness documented in:
  1. reviews recordings (5.2 - 002.045) (5.2 - 002.080) and
  2. termination of services recording (5.8 - 002.010).

source for 5.6 - 002.015
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-6COUNS/002015.DOC
/5-0FAMIL/5-6COUNS/002015.DOC

5.0 Family Services

5.0 General Policy

5.1 Associated Policies

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.7 - 002 Pregnancy Counselling Services to New Parents
5.7 - 002.005 Client Eligibility
5.7 - 002.010 Focus and Duration of Counselling Program
5.7 - 002.015 Voluntary Nature of Counselling Program
5.7 - 002.020 Review of Available Options
5.7 - 002.025 Risk Assessment
5.7 - 002.030 Wish to Relinquish Child for Adoption

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.7 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-7PREGN/057UP.DOC
/5-0FAMIL/5-7PREGN/057UP.DOC

Approved by: Executive Director Number: 5.7 - 002

Date: January 31, 1998

FAMILY SERVICES
Pregnancy Counselling and Services to New Parents

Policy:

It is the policy of the Society that:
1. through pregnancy counselling and other counselling services, the Society shall offer assistance to expectant or new parents in planning for an unborn child.
2. The service focus shall:
  1. be on enabling the client to make informed decisions; and practical plans about the future of the child; and
  2. be on helping the client to deal with the implications of his/her decision.
3. In providing these services, the Society shall assist the client to access:
  1. community based supports; or
  2. adoption services where appropriate.
The Society shall enact procedures addressing:
1. client eligibility for the pregnancy counselling and services to new parent(s);
2. the focus of the pregnancy counselling and services to new parent(s);
3. the duration of the pregnancy counselling and services to new parent(s);
4. the voluntary nature of the pregnancy counselling and the services to new parent(s);
5. the review of all available options;
6. the need to complete a risk assessment; and
7. the referral to adoption services.

source for 5.7 - 002
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-7PREGN/002.DOC
/5-0FAMIL/5-7PREGN/002.DOC

Approved by: Executive Director Number: 5.7 - 002.005

Date: January 31, 1998

FAMILY SERVICES
Eligibility of Persons for Pregnancy Counselling and Services to New Parents

Procedure:

The Society may offer pregnancy counselling services to the following persons who request such counselling:
1. any expectant mother, whether married or unmarried who is residing in the County of Huron;
2. the identified or declared father of the expected child of the mother defined above;
3. the family of either the mother defined above; or the family of the identified or declared father.
4. where the child may become a child in need of protection should such service not be provided.
The initial information will be taken by an intake worker and if:
1. the service requested is pregnancy counselling, and :
  1. adoption is the plan put forth by the parent(s), following the initial documentation, the file will forthwith be transferred to the adoption services (1.1 - 002);
  2. keeping the child is the plan put forth by the parent(s), following the initial documentation, the file will forthwith be transferred to family services;
  3. the parent(s) has/have no preferred plan to put forth, following the initial documentation, the intake worker will assist the parent(s) in exploring alternative plans, and once the parent(s) have chosen to either keep the child or place the child on adoption, the file will be transferred to the appropriate services for follow-up.
2. the parent(s) requesting “Services for New Parents”, the intake worker will:
1. determine client eligibility and if:
  1. client(s) are deemed to be eligible, following the initial assessment and documentation, the file will be transferred to family services (5.5 - 002) or
  2. if the client(s) are deemed not to be eligible, the intake worker will refer the person to an appropriate community service and close the file as a “Brief Service” (5.2 - 002.055).

source for 5.7 - 002.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-7PREGN/002005.DOC
/5-0FAMIL/5-7PREGN/002005.DOC

Approved by: Executive Director Number: 5.7 - 002.010

Date: January 31, 1998

FAMILY SERVICES
Focus and Duration of Pregnancy Counselling and Services to New Parents

Procedure:

The focus of the pregnancy counselling provided by the Society will be:
1. to offer assistance to the expectant parent(s) in planning for an unborn child by enabling the client to make informed decisions and practical plans about the future of the child;
2. to inform the expectant parents of their legal rights:
  1. the caseworker will inform the parent(s) at the moment of Intake or as soon thereafter of the:
    - Society’s policy on confidentiality (5.1 - 002); and
    - Society’s complaint policy;
  2. throughout the counselling process and, if applicable, in exploring the possibilities of placing the child in the Society’s care either temporarily or for adoption planning, the caseworker will advise the birth parents of their right to seek independent legal counsel:
    - before signing any temporary care agreements;
    - before signing any consent to adoption;
    - before signing any "Consent to Release of Information";
    - before signing any "Casework Contracts";
    - before signing any other documents that may have the effect of limiting any rights they may otherwise have;
  3. if a birth parent is under 18 years of age, he/she will be informed that:
    - a representative of the Office of the Children’s Lawyer must be appointed to protect their interest before any consent to adoption, or consent for Society Wardship;
    - either their parent(s) or the representative of the Official Guardian will need to co-sign any Temporary Care Agreements and Consent to medical care;
    - the procedures to obtain an appointment of an Office of the Children’s Lawyer are described at (1.1 - 002.015);
  4. the caseworker will document in the client’s case files the instances when they have been advised of their rights as clients of the Society and each instance they were reminded as to their rights to independent legal counsel.
3. Prior to the birth of the child, the caseworker will:
  1. explore with the expectant mother the option of going to a maternity home if she is unable to remain at home;
  2. explore with the expectant mother her hospital and medical coverage, and assist her in obtaining such coverage if required;
  3. explore with the expectant mother financial aid to ensure that she has adequate care during her pregnancy;
  4. ensure that the expectant mother receives information concerning pre-natal care;
  5. provide counselling or refer the expectant parent(s) to community programs which provide counselling to assist them in:
    - resolving social problems arising from the pregnancy;
    - resolving financial problems arising from the pregnancy;
    - planning for the birth of the child;
    - planning for the care of the child following discharge of the child from hospital;
  6. suitable services to the members of the expectant parents’ families if applicable;
  7. provide any other services which the caseworker and parent(s) feel is required.
4. If the parent(s) request that the child, following birth, be temporarily placed in the care of the Society, the caseworker will:
  1. make arrangements for a representative of the Official Guardian if applicable;
  2. explain the Temporary Care Agreement and review with the “Explanatory Notes to Parents”;
  3. negotiate with the parents a schedule of visits between the parent(s) and the child once in care;
  4. notify the foster home finder:
    - of the expected date of delivery;
    - of the suggested visiting schedule; and
    - of the casework plan developed for the child’s return to the parent(s);
  5. prepare a social and medical history of the parent(s).
5. Following the birth of the child, and where the parent(s) assume care of the child, the caseworker will:
  1. assist the parent(s) to register the child’s birth if applicable;
  2. help the parent(s) adjust to their decision by supporting them emotionally and instrumentally;
  3. if applicable, provide services to the parent(s) families;
  4. provide counselling or refer the parent(s) to community programs which provide counselling to assist them in:
    - learning or improving their skills in caring for the baby such as bathing, infant feeding, immunization, etc...;
    - learning or improving their parenting skills such as infant development, importance of routines, etc...;
    - learning any other skills which the caseworker and parent(s) believe are needed.
6. Following the birth of the child, and where the child will be coming into the temporary care of the Society, the caseworker will:
  1. prepare and have the parent(s) sign a Temporary Care Agreement as well as the “Consent in respect of the Medical Treatment of a Minor”;
  2. if applicable, have the parent(s) sign an “Agreement for Payment”;
  3. if applicable, have the foster parents meet the parent(s) prior to the child’s admission;
  4. arrange a tentative date for discharge with the hospital nursery;
  5. have the parent(s), if applicable, assist the caseworker in:
    - the identification of the child when the child is taken out of the hospital;
    - dressing the child for discharge;
  6. obtain from the hospital staff:
    - information of the child’s general progress, i.e. routine, feeding, etc...;
    - the child’s APGAR rating;
    - any discharge recommendations;
  7. the child will be admitted into care following the policies and procedures dealing with child care (4.0 - 002);
The focus of the services to new parents will be:
1. to assist new parents to adjust to their new role;
2. to provide counselling or refer the parent(s) to community programs which provide counselling to assist them in:
  1. learning or improving their skills in caring for the baby such as bathing, infant feeding, immunization, etc...;
  2. learning or improving their parenting skills such as baby and infant development, importance of routines, etc...;
  3. learning any other skills which the caseworker and parent(s) believe are needed;
In the provisions of pregnancy counselling and services to new parents, the caseworker will make use, whenever appropriate, of community services.
The caseworker will provide counselling until:
1. the return of the child to the parent(s) if the child was placed in the Society’s care; and
2. the caseworker is satisfied that the baby is receiving adequate care; and
3. the parent(s) are confident in their new roles and have been linked up with other community resources.
The caseworker will provide services to new parents until:
1. the caseworker is satisfied that the baby is receiving adequate care; and
2. the parent(s) are confident in their new roles and have been linked up with other community resources.
The caseworker will document the pregnancy counselling and the services to new parents using the Society’s procedural forms (5.2 - 002.045).

source for 5.7 - 002.010
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-7PREGN/002010.DOC
/5-0FAMIL/5-7PREGN/002010.DOC

Approved by: Executive Director Number: 5.7 - 002.015

Date: January 31, 1998

FAMILY SERVICES
Voluntary Nature of Pregnancy Counselling and Services to New Parents

Procedure:

The Society will receive clients for pregnancy counselling and services to new parent(s) from:
1. referrals by family physicians or other professionals;
2. referrals by community agencies;
3. referrals by the expectant parent(s)’ family; and
4. self referrals from the expectant parent(s) themselves.
The assigned caseworker will ensure that the voluntary nature of these services is understood by both the referral sources and the client(s) themselves.
If the referral source is concerned due to the high risk factors presented by the expectant parent(s) due to:
1. past parenting;
2. immaturity of expectant parent(s);
3. low intellectual functioning of expectant parent(s), etc...;
the assigned caseworker will explain to the sources of referral that without the parent(s)’ consent services can only be provided by an order of the court if the Society can, following the birth of the child, satisfy the court that the child is a child in need of protection.
The caseworker is encouraged to provide pregnancy counselling and services to new parents by means of a Voluntary Service Agreement (5.2 - 002.090), signed by all parties which would clarify goals and services which will assist the parent(s) in providing satisfactory care for the child.

source for 5.7 - 002.015
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-7PREGN/002015.DOC
/5-0FAMIL/5-7PREGN/002015.DOC

Approved by: Executive Director Number: 5.7 - 002.020

Date: January 31, 1998

FAMILY SERVICES
Pregnancy Counselling and Review of Available Options

Procedure:

In providing pregnancy counselling the caseworker will explore with the parent(s) all available options including:
1. keeping the baby with assistance from parents, friends, and relatives;
2. a brief period of foster care if birth parent(s) need time to plan for the child;
3. mother and baby living with a parent;
4. mother and baby living on their own;
5. financial assistance from welfare or family benefits;
6. day care;
7. marriage/living with birth father;
8. abortion (if the parent(s) are considering abortion), the caseworker may refer them to a physician and should continue, where requested, to be involved in helping the parent through this difficult time in their life); and
9. adoption for the child, either through the Society or by private adoption. If the parent(s) are considering adoption, they will be informed that they can:
  1. have a picture of their child;
  2. write a letter to the baby or purchase a gift for the baby to be given to adopting parents;
  3. update their files periodically with pertinent information i.e. marriage, hereditary illness, death, etc...;
  4. receive information about adopting parents, and to be notified when the adoption is finalized;.
The caseworker will document in the parent(s) casefile the date these alternatives were presented to them.

source for 5.7 - 002.020
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-7PREGN/002020.DOC
/5-0FAMIL/5-7PREGN/002020.DOC

Approved by: Executive Director Number: 5.7 - 002.025

Date: January 31, 1998

FAMILY SERVICES
Risk Assessment - Pregnancy Counselling and Services to New Parents

Procedure:

The caseworker in the provision of pregnancy counselling services may become aware that the child, once born, could be a child in need of protection; and in providing services to new parent(s) that the child could be a child in need of protection.
The caseworker will perform a risk assessment using the Ontario Risk Assessment tool (5.2 - 002.030) and should the assessment reveal that child protection concerns may exist the caseworker will:
1. discuss the options available with his/her manager;
2. discuss the findings with the expectant parent(s) or the new parent(s).
3. attempt to engage the parent(s) in services that will address the risk elements identified, and if need be, complete a new Voluntary Services Agreement (5.2 - 002.090).
If the new parent(s) decline services, the caseworker will, following consultation with his/her manager initiate a Protection Application.
If the expectant parents decline services, the caseworker will, following consultation with his/her manager consider:
1. an apprehension of the child at birth; or
2. initiating a protection application.
The caseworker will document in the casefile both the managerial consultation and the action plan developed.

source for 5.7 - 002.025
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-7PREGN/002025.DOC
/5-0FAMIL/5-7PREGN/002025.DOC

Approved by: Executive Director Number: 5.7 - 002.030

Date: January 31, 1998

FAMILY SERVICES
Pregnancy Counselling and Adoption

Procedure:

Should the caseworker, in the provision of pregnancy counselling services, become aware that the parent(s) wish to relinquish the child for adoption, the caseworker will:
1. arrange to have the parent(s) meet with the adoption worker and further discuss their desire to place their child on adoption; and
2. if following their meeting with the adoption worker, the parent(s) still wish to place their child on adoption the caseworker will forthwith:
  1. discuss with his/her manager the transfer of the case to the adoption services;
  2. bring the casefile up to date following the Society’s case management procedure (5.2 - 050);
  3. arrange for a transfer meeting
Following the transfer meeting, all future services provided to the parent(s) will be governed by the adoption policies and procedures (1.1 - 002).

source for 5.7 - 002.030
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-7PREGN/002030.DOC
/5-0FAMIL/5-7PREGN/002030.DOC

5.0 Family Services

5.1 Associated Policies

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.8 - 002 Termination of Service (Policy)
5.8 - 002.005 Termination Procedures
5.8 - 002.010 Termination of Services - Recording

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

source for 5.8 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-8TERMI/058TER.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-8TERMI/058TERMINATION.DOC
/5-0FAMIL/5-8TERMI/058TER.DOC
/5-0FAMIL/5-8TERMI/058TERMINATION.DOC

Approved by: Executive Director Number: 5.8 - 002

Date: January 31, 1998

FAMILY SERVICES
Termination of Services

Policy:

It is the policy of the Society that clinical and administrative systems shall be in place to ensure that termination of services:
1. are timely and appropriate; and
2. consistent with:
  1. agency mandate;
  2. philosophy of service;
  3. client service plans;
  4. case reviews; and
  5. available resources.
The Society shall enact procedures addressing:
1. the approval of termination of services by the manager;
2. involvement of the client in the decision;
3. timely notification of other service providers where appropriate;
4. preparation of the termination record;
5. setting time frames for the closure of the record after termination of service;
6. stripping files in preparation for storage of closed record;
7. storage of closed record and access arrangements; and
8. issues to be addressed in the termination record.

source for 5.8 - 002
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-8TERMI/002.DOC
/5-0FAMIL/5-8TERMI/002.DOC

Approved by: Executive Director Number: 5.8 - 002.005

Date: January 31, 1998

FAMILY SERVICES
Termination of Services

Procedure:

Prior to terminating services provided to a family, the caseworker will discuss the possibility of termination of services with:
1. the child and parent(s);
2. the other service providers if applicable.
The caseworker will meet with his/her manger and will review the:
1. initial reasons the case file was opened;
2. risk factors identified in the:
  1. family assessment; and
  2. risk assessment;
3. specific strategies which were developed to address each known risk element;
4. services the Society provided to the child/family;
5. services provided by other agencies/persons;
6. current assessment of the family;
7. current risk assessment done on the family; and
8. community services who will remain involved with the child and parent(s).
The caseworker and manager will also review the:
1. child’s and the parent(s)’ position regarding closure;
2. other service providers’ position regarding closure;
3. caseworker’s belief that the child is no longer a child in need of protection and the facts supporting this belief.
If termination of service is requested by the child or parent(s) the caseworker and manager will review:
1. the assessment of current risk elements that may still exists;
2. the court order that would be required to have the Society remain involved with the family;
3. the evidence requirements for the Society to obtain the order; and
4. whether the required evidence is available.
Following the completion of the above case review, the caseworker and manager will:
1. support the termination of services; or
2. remain involved with the family and develop a new client service plan; or
3. initiate a court application in order for services to continue.
The caseworker will document in the casefile (5.2 - 002.045):
1. the decisions made in the termination of services review; and
2. the reasons on which these decisions were based.

source for 5.8 - 002.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-8TERMI/002005.DOC
/5-0FAMIL/5-8TERMI/002005.DOC

Approved by: Executive Director Number: 5.8 - 002.010

Date: January 31, 1998

FAMILY SERVICES
Termination of Services

Procedure:

When the decision has been made to terminate services to a family, the caseworker will, prior to the completion of the termination of service recording, notify in writing wherever possible:
1. the other service providers, where appropriate; and
2. the child, where appropriate, and parent(s).
The caseworker will complete, within thirty days of the termination of services, the termination of service recording using the Society’s procedural form (5.2 - 002.045) which will include:
1. original reason for service;
2. assessment of risk to the child;
3. services provided;
4. placement issues if applicable;
5. court involvement, and the termination of any orders made, if applicable;
6. length of service;
7. other service providers;
8. client response to services and their ability to use these services;
9. issues and recommendations for future service provision; and
10. worker’s safety issues if any.
Before the case file is sent to central filing, the caseworker/administrative support staff will strip the file following the procedure (5.1 - 020.005) and the manager will approve the condition of the file before closing.
The termination of service recording will be signed and dated by the caseworker and manager.
Once the case file has been closed, access to the casefile will only occur subject to the procedure (5.10 - 002.025).

source for 5.8 - 002.010
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-8TERMI/002010.DOC
/5-0FAMIL/5-8TERMI/002010.DOC

5.0 Family Services

5.0 General Policy

5.1 Associated Polices

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.9 - 002 Serious Occurrences/Contentious Issues
5.9 - 002.005 Definition of Serious Occurrences/Contentious Issues
5.9 - 002.010 Reporting Procedures
5.9 - 002.015 Conferencing Serious Occurrences/Contentious Issues
5.9 - 002.020 Case Review: Serious Occurrences/Contentious Issues
5.9 - 002.025 Reporting Procedures: Runaways and Missing Children

5.10 Management of Family Services Records

source for 5.9 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-9OCCUR/059OCC.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-9OCCUR/059OCCURRENCES.DOC
/5-0FAMIL/5-9OCCUR/059OCC.DOC
/5-0FAMIL/5-9OCCUR/059OCCURRENCES.DOC

Approved by: Executive Director Number: 5.9 - 002

Date: January 31, 1998

FAMILY SERVICES
Serious Occurrence Reports

Policy:

It is the policy of the Society that:
1. serious occurrences, and
2. contentious issues are handled in a manner consistent with the current directives of the Ministry of Community and Social Services.
The Society shall enact procedures addressing:
1. the reporting procedures
2. the conferencing of serious and/ or contentious issues;
3. the case review of serious and/or contentious issues; and
4. the investigation of allegations of abuse by agency personnel.

source for 5.9 - 002
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-9OCCUR/002.DOC
/5-0FAMIL/5-9OCCUR/002.DOC

Approved by: Executive Director Number: 5.9 - 002.005

Date: January 31, 1998

FAMILY SERVICES
Definition of Serious Occurrences/Contentious Issues

Procedure:

In order to comply with this policy, the caseworker will be aware of the definitions of “Serious Occurrences as defined by the Ministry of Community and Social Services, which are:
1. any death of a child in care; or
2. any death of a child receiving service from the agency;
3. any death of a client (child or adult);
  1. while on the property of the Society;
  2. while being transported by Society staff, foster parents, volunteers, students, or agents of the Society;
4. any serious injury to a child in care;
5. any injury to a client (child or adult) caused by a staff member, volunteer, foster parent, student, or an agent of the Society;
6. any abuse or mistreatment of a child or any serious allegation of abuse or mistreatment of a child which occurs while participating in a Society service and is caused by a staff member, volunteer, foster parent, student, an agent of the Society or another child;
7. any complaint made by a client deemed to be very serious at any stage of the Society’s complaint procedure (5.1 - 010.010) such as exploitation, misuse of authority, breach of confidentiality, etc;
8. any complaint concerning operational, physical or safety standards of the Society that is considered to be of a serious nature;
9. any disaster, such as a fire, on the premises where a service is provided;
10. any situation where a child in care or under a supervision order is missing and the matter is considered serious;
11. any injuries to a client (child or adult) which are non-accidental, including self inflicted, or unexplained, and which require treatment by a medical practitioner including a nurse or dentist;
12. any allegations and accusations of abuse or mistreatment of clients against staff, foster parents, volunteers, students or agents for the Society; and
13. any allegation and accusations of historical abuse or mistreatment of a child or client by a staff member, foster parent, volunteer, student or an agent for the Society.

source for 5.9 - 002.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-9OCCUR/002005.DOC
/5-0FAMIL/5-9OCCUR/002005.DOC

Approved by: Executive Director Number: 5.9 - 002.010

Date: January 31, 1998

FAMILY SERVICES
Reporting Serious Occurrences/Contentious Issues

Procedure:

In order to comply with this policy, the caseworker who suspects a serious occurrence will:
1. report the matter forthwith to his/her manager who in turn will immediately notify the Executive Director/designate; and
2. before leaving work on the date of the report, ascertain the initial facts and necessary identifying information.
If the information regarding an incident/allegation is received by a duty worker, the worker will:
1. report the matter forthwith to the duty manager who in turn will immediately notify the Executive Director/designate; and
2. before leaving work on the date of the report, ascertain the initial facts and necessary identifying information.
The Executive Director/designate will determine if a serious occurrence has taken place.
Where it is determined that a serious occurrence has taken place the Executive Director/designate will ensure:
1. that the coroner is notified if the situation involved the death of a child;
2. that the Program Supervisor/designate of the Ministry of Community and Social Services is notified:
  1. immediately if the incident involves a death, serious injury or an allegation of criminal conduct;
  2. within twenty four hours for all other incidents/allegations.
3. that within twenty four hours, the president/designate of the Board of Directors is notified of the incident/allegation;
4. that within twenty four hours the parent(s), guardian(s), advocate and, where applicable, the person(s) or agency who placed the child, is/are notified of the incident/allegation unless the person to be notified is alleged to have abused the child;
5. that within five working days, a preliminary inquiry report is completed and forwarded to the Program Supervisor/designate of the Ministry of Community and Social Services.

source for 5.9 - 002.010
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-9OCCUR/002010.DOC
/5-0FAMIL/5-9OCCUR/002010.DOC

Approved by: Executive Director Number: 5.9 - 002.015

Date: January 31, 1998

FAMILY SERVICES
Conferencing Serious Occurrences/Contentious Issues

Procedure:

Once a report of a serious occurrence has been received by the Executive Director/designate, the Executive Director/designate will decide whether the situation is serious enough to warrant further investigation and action.
If the situation is serious enough to warrant further investigation, the Executive Director/designate will assign to a manager the task of ensuring that a preliminary inquiry is conducted immediately following notice.
Where child abuse is alleged, the inquiry shall be conducted and recorded using existing standards and guidelines for the investigation and management of abuse cases.
If applicable, all persons having knowledge of the occurrence should remain on the premises until they have been interviewed by the investigator.
If the allegations are made against a staff person, the investigation will follow the procedure (5.1 - 012).
If the allegations are made against a foster parent, the investigation will follow the procedure (5.1 - 014).
If the allegations are made against a volunteer, the investigation will follow procedure 5.1 - 016).
If the allegation are made against a member of the Board of Directors, the investigation will follow procedure (5.1 - 018).
Within five working days, the assigned investigator, in consultation with the assigned manager, will prepare a written preliminary inquiry report. The report will be signed by the investigator and manager.
This preliminary inquiry report will address the following areas:
1. any immediate medical attention required and provided to the client;
2. the steps taken to address any continuing risks to the client's health or safety;
3. in cases involving death, the date the Coroner was notified;
4. the names of persons who have witnessed the incident/allegation or have knowledge of the matter;
5. the notification of the Society’s liability insurance carrier as the matter may lead to a potential law suit;
6. the notification of the Emergency After Hours Services, if applicable;
7. factual findings such as
  1. description of the occurrence;
  2. client's allegation (if applicable);
  3. date, time, place where it occurred;
  4. reporting time;
  5. reason for the occurrence (if known);
  6. people involved;
  7. action taken;
  8. epenthesis
  9. current status;
  10. parties notified (Police, CAS, Coroner, parent as applicable); and
  11. further action recommended
This report will form the basis for the “Preliminary Inquiry Report” completed by the Executive Director/designate, and forwarded to the Program Supervisor at the Ministry of Community and Social Services.
Upon receipt of the written “Preliminary Inquiry Report”, the Ministry may request that the Society conducts a further review.
The assigned investigator, in consultation with the assigned manager, will prepare any additional written report to the Ministry within a period of time approved by the Ministry that is reasonable considering the nature of the occurrence.
Upon receipt of the report, the Ministry will determine whether:
1. no further action is required or
2. a Ministry review is to be undertaken.
Should the Ministry conduct a review, the review will be completed within a period of time determined by the Ministry that is reasonable considering the nature of the occurrence.
The review may include:
1. the involvement of the Investigations Unit;
2. the examination by ministry staff of all relevant documentation and may include interviews with staff, client(s), parents, and guardians.
A draft report of the review, signed by the Ministry, will be provided to the Society. The report will include:
1. conclusions; and
2. possible recommendations for further actions and a follow-up process. A further review by the Investigation Unit or an Operational Review may be recommended. A meeting between the Ministry and the Society, Executive Director and relevant staff, to review the draft report will be convened.
A final report will be provided to the Society by the Ministry.
Where further actions are recommended, the Society will develop an implementation plan signed by the Executive Director and which will be made available to the Board of Directors for review.
The Executive Director and the Ministry will sign off the plan once the follow-up issues have been resolved.
Until the investigation is completed and the serious occurrence issues have been resolved, the assigned investigator and assigned manager will hold regular case conferences and submit regular progress reports to the Executive Director/designate.
The frequency of the case conferences and the frequency of the progress reports will be dictated by the nature of the occurrences.
The Executive Director/designate will ensure that documentation concerning the serious occurrence itself, and the investigation of the occurrence as well as any follow-up meetings and reports are documented in a special “Serious Occurrence” file which will be kept by the Executive Secretary.

source for 5.9 - 002.015
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-9OCCUR/002015.DOC
/5-0FAMIL/5-9OCCUR/002015.DOC

Approved by: Executive Director Number: 5.9 - 002.020

Date: January 31, 1998

FAMILY SERVICES
Case Review of Serious Occurrences/Contentious Issues

Procedure:

The Executive Director/designate will provide to the Program Supervisor of the Ministry of Community and Social Services an annual "Summary and Analysis" of all serious occurrences as required by the Ministry of Community and Social Services guidelines.
These reports will also be provided to the Board of Directors for review.
The purposes of these reviews are:
1. to identify any patterns;
2. to identify possible need for training;
3. to identify possible need for support; and
4. to identify possible need for policy/procedure modifications.
A copy of these reports will be placed in the “Serious Occurrence File”. which will be kept by the Executive Secretary (5.9 - 002.015).

source for 5.9 - 002.020
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-9OCCUR/002020.DOC
/5-0FAMIL/5-9OCCUR/002020.DOC

Approved by: Executive Director Number: 5.9 - 002.025

Date: January 31, 1998

FAMILY SERVICES
Reporting Procedures for Runaways and Missing Children

Procedure:

The caseworker will understand that this procedure applies to each child in the care of the Society:
1. as a Society or Crown Wards;
2. under a Temporary Care or Special Needs Agreements;
3. as a result of an apprehension or under an interim order of care and custody.
The caseworker will understand that this procedure applies to all children in care:
1. who reside in a Society operated residential setting;
2. who resides in a free/purchased residential setting;
3. who are on independent living status; and
4. who are in transition from one placement to another.
When a child is placed in a residential program that is not operated by the Society, and
1. the child is absent from the residential program without permission for twenty-four hours or more; or the child is absent for less than twenty four hours and the absence is considered by the licensee to pose a serious risk to self or others the licensee providing residential care will be responsible for the following:
  1. filing a Missing Person Report with the police, obtaining the office’s name and badge number;
  2. submitting a Serious Occurrence Report to the Ministry if the licensee considers that the child poses a serious risk to self/other;
  3. notifying the Society that the child is missing, that a Missing Persons Report and if applicable, a Serious Occurrence Report has been filed, and providing the Society with copies of the above reports;
  4. notifying the parents/legal guardian if the child is in care though a Temporary or Special Needs Agreement;
2. the Society’s caseworker will be responsible for the following:
  1. notifying the parents/guardian if child is a Ward of the Society, and an order of access exists;
  2. assessing, in instances where the licensee did not file a Serious Occurrence Report, the circumstances regarding the child’s risk to self and others and determining if the Society needs to file a Serious Occurrence Report.
When a child is placed in a residential program operated by the Society and
1. the child is absent from the residential program without permission, or the child is absent and the absence is considered by the Society to pose a serious risk to self or others Society will be responsible for the following:
  1. filing, as soon as possible and appropriate and in any event, within twenty four hours, a Missing Person Report with the police, obtaining the officer’s name and badge number;
  2. submitting a Serious Occurrence Report to the Ministry if the Society considers that the child poses a serious risk to self/other;
  3. notifying the parent/legal guardian. For a Crown Ward, notify only if an order of access exists.
When a child is living independently, and
1. the child cannot be reached, and whose whereabouts are unknown to his/her friends, family, co-workers, neighbours, etc. for a period that is unacceptable to the Society and contrary to the plan of care/contract, the Society will be responsible for the following:
  1. filing a Missing Person Report with the police, obtaining the officer’s name and badge number;
  2. submitting a Serious Occurrence Report to the Ministry if the Society considers the child poses a serious risk to self/other;
  3. notifying the parent/legal guardian. For a Crown Ward, notify only if an order of access exists.
The casework will document in the child’s casefile each incident where the child was absent, including:
1. a copy of the Missing Person Report, and, if applicable, a copy of the Serious Occurrence Report; and
2. the notification of the child’s parent(s) and/or legal guardian.

source for 5.9 - 002.025
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-9OCCUR/002025.DOC
/5-0FAMIL/5-9OCCUR/002025.DOC

5.0 Family Services

5.1 Associated Policies

5.2 Intake and Investigation

5.3 Court Services

5.4 Emergency After Hours Service

5.5 Family Support Services

5.6 Counselling Services

5.7 Pregnancy Counselling Services to New Parents

5.8 Termination of Services

5.9 Serious Occurrences/Contentious Issues

5.10 Management of Family Services Records

5.10 - 002 Management of Family Service Records
5.10 - 002.005 Management of Family Service Records
5.10 - 002.010 Opening, Recording, and Closing of Family Services Records
5.10 - 002.015 Retention and Storage of Family Services Records
5.10 - 002.020 Management of Records Designated as Confidential
5.10 - 002.025 Access to Family Service Records
5.10 - 002.030 Contents of Family Service Records

source for 5.10 - 000
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-10RECO/010RECORDS.DOC
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-10RECO/010RECR.DOC
/5-0FAMIL/5-10RECO/010RECORDS.DOC
/5-0FAMIL/5-10RECO/010RECR.DOC

Approved by: Executive Director Number: 5.10 - 002

Date: January 31, 1998

FAMILY SERVICES
Management of Family Service Records

Policy:

It is the Policy of the Society that all family services records shall be:
1. as complete and as accurate as possible;
2. managed within the parameters established in legislation, regulations, and Ministry standards and guidelines;
3. retained by the Society indefinitely; and
4. designated and managed as confidential records.
To ensure compliance with the above policy, the Society shall establish procedures addressing:
1. the opening and information to be collected in “brief services”;
2. the opening of family services records;
3. the information collected in family services records;
4. the closing of family services records;
5. the retention and storage of family services records;
6. the management of records designated as confidential;
7. access to family services records; and
8. contents of family services records.

source for 5.10 - 002
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-10RECO/002.DOC
/5-0FAMIL/5-10RECO/002.DOC

Approved by: Executive Director Number: 5.10 - 002.005

Date: January 31, 1998

FAMILY SERVICES
Management of Family Services Records

Procedure:

The caseworker will protect the confidentiality of family services records by:
1. ensuring that all materials pertaining to a specific family are kept in the file folder at all times;
2. ensuring that when not needed, all family services casefiles are kept in the filing room or in a locked filing cabinet;
3. ensuring that information contained in a family services record is shared only with employees or agents of the Society who require this information in order to carry out their duties;
4. ensuring that family services files are recorded for closure within 30 days of the completion of the service plan.
The caseworker will share information contained in a family services record in accordance with the Society’s policy and procedures dealing with confidentiality (5.1 - 002).

source for 5.10 - 002.005
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-10RECO/002005.DOC
/5-0FAMIL/5-10RECO/002005.DOC

Approved by: Executive Director Number: 5.10 - 002.010

Date: January 31, 1998

FAMILY SERVICES
Opening, Documentation, and Closing of Family Services Records

Procedure:

The caseworker will open a family services record by completing, within twenty four hours of the intake call a “Child Welfare Information System Family Services Intake” form.
The caseworker will complete:
1. the safety assessment upon the first contact with the client and record this safety assessment within twenty one days of the date of intake;
2. the Ontario Risk Assessment, and if completed, record the result of the Ontario Risk Assessment and the initial plan within twenty one days of the date of the intake; the Ontario Risk Assessment needs to be completed and recorded within sixty days of the date of intake.
3. complete and record the results of the Ontario Risk Assessment (if not completed at the twenty one day recording, as well as a review of the initial plan within sixty days of the date of intake; and
4. review the Ontario Risk Assessment and the case work plan at each quarter thereafter until the file is closed.
The caseworker will ensure that each contact with the family, child, and collateral persons are documented in casenotes following the procedures described at (5.2 - 002.45) and (5.1 - 020.005) and these casenotes are to be placed in the family’s casefiles when the case is closed.
Prior to closing the family services casefile, the caseworker will ensure that the closing recording addresses:
1. initial reasons the case file was opened;
2. risk factors identified in the:
  1. family assessment; and
  2. risk assessment;
3. specific strategies which were developed to address each known risk element;
4. services the Society provided to the child/family;
5. services provided by other agencies/persons;
6. the parent(s)’ responses to the services offered/provided to the family;
7. current assessment of the family;
8. current risk assessment done on the family; and
9. community services who will remain involved with the child and parent(s).
10. any worker safety issues;
11. any recommendations the caseworker believes will be useful to know should the file be re-opened.

source for 5.10 - 002.010
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-10RECO/002010.DOC
/5-0FAMIL/5-10RECO/002010.DOC

Approved by: Executive Director Number: 5.1 - 002.015

Date: January 31, 1998

FAMILY SERVICES
Retention and Storage of Family Services Records

Procedure:

The Society will ensure that all family services casefiles, including casenotes and correspondence, will be retained indefinitely;
The Society will ensure that all brief services records (5.2 - 055), including casenotes and correspondence will be retained indefinitely.
The Society will ensure that all pregnancy counselling and all services to new parents, casefiles, including casenotes and correspondence, whether or not their child was placed on adoption, will be retained indefinitely
The caseworker will ensure that all the above files are:
1. designated as family services files on the automated record system;
2. designated as “confidential” files;
The Society will ensure that once closed, all family services casefiles will:
1. be kept in a locked file area; and
2. access to these closed records is to be granted only pursuant to the Society’s policy and procedures dealing with confidentiality (5.1 - 002).

source for 5.10 - 002.015
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-10RECO/002015.DOC
/5-0FAMIL/5-10RECO/002015.DOC

Approved by: Executive Director Number: 5.10 - 002.020

Date: January 31, 1998

FAMILY SERVICES
Management of Records Designated as Confidential

Procedure:

All service records of the Society are deemed to be confidential records.
The caseworker will provide access and disclosure of information contained in a family services records only in accordance with the Society’s policy and procedures dealing with confidentiality (5.1 - 002).
The caseworker will also ensure that:
1. written information is not left on desks or filing cabinets, or other places where it could be available to the public or other clients;
2. discarded paper work containing client information is shredded;
3. all client information is shared only within the privacy of an office or other such areas where confidentiality can be maintained;
4. client information is not removed from the Society’s property without a manager’s approval;
5. transportation of client information is done only by employees of the Society unless alternate methods have been approved by the Executive Director or designate;
6. when transporting client information, such material must be maintained in a safe, secure, and confidential manner; and
7. when using a home computer to complete Society related tasks, that separate diskettes are used and that no client information be saved on the caseworker’s home computer.

source for 5.10 - 002.020
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-10RECO/002020.DOC
/5-0FAMIL/5-10RECO/002020.DOC

Approved by: Executive Director Number: 5.10 - 002.025

Date: January 31, 1998 Page 1 of1

FAMILY SERVICES
Access to Family Services Records

Procedure:

A person will have access to a family services record only when the person is:
1. an intake worker responding to a referral dealing with the family;
2. the family services caseworker assigned to the case;
3. the manager of the assigned intake and/or family services caseworker;
4. needing to have access to the family services record in order to conduct the business of the Society;
5. needing to have access to the family services record in order to provide disclosure services;
6. needing to have access to the family services record in order to respond to either a service complaint or law suit;
7. authorized by the Executive Director to have access to the family services record in order to complete research;
8. needing to have access to the family services record in order to determine whether or not the Society is in compliance with the legislation and the Ministry’s standards and guidelines;
9. authorized by the Ministry, or Executive Director to have access to the family services record;
10. authorized by a court order or subpoena.
If a family services file is released to the court in response to a court order or subpoena, the Society will follow the procedures outlined in (5.1 002.025)
Access to information contained in family services casefiles will be governed by the Child and Family Services Act and the Society’s policy and procedures on confidentiality contained in (5.1 - 002).

source for 5.10 - 002.025
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-10RECO/002025.DOC
/5-0FAMIL/5-10RECO/002025.DOC

Approved by: Executive Director Number: 5.10 - 002.030

Date: January 31, 1998

FAMILY SERVICES
Content of a Family Services File

Procedure:

The caseworker will ensure that all family services casefiles contain, where applicable, the following documentation;
1. Child Welfare Information System Family Service Intake form;
2. Child Welfare Information System Family Services Turn-around Document;
3. the initial assessment and client service plan following the investigation;
4. review reports, completed every quarter;
5. copies of all correspondence;
6. copies of signed consents to release of information;
7. copies of all reports and assessments obtained;
8. copies of any internal alerts;
9. copies of serious occurrence reports;
10. copies of family assessments;
11. copies of the minutes of all case conferences;
12. copies of “Form 1” placing the name of an alleged abuser with the Child Abuse Registry, and copies of “Follow-Up Reports” if applicable;
13. case transfer recordings if applicable;
14. termination of service recording;
15. emergency review dates and changes in the client service plan where applicable; and
16. case notes.
17. If court action was required:
  1. copies of “Notice of Hearing” and, if applicable, “Notice of Motion”;
  2. copies of “Affidavit in Support of Motion” if applicable;
  3. copies of “Protection Application” and “Status Review Application” if applicable;
  4. copies of “Information to Obtain Warrant” if applicable;
  5. copies of warrants if applicable;
  6. copies of all sworn affidavits;
  7. copies of all “Statement of Facts, Plan of Care and Consent Endorsement Requests if applicable;
  8. copies of all court orders including maintenance orders;
  9. copies of “Motion to Appeal a Court Order” if applicable; and
  10. copies of all transcripts if applicable.
18. If child(ren) came into care by agreement:
  1. copy of the “Consent to Adoption” if applicable;
  2. copy of “Temporary Care Agreement” and/or “Special Needs Agreements”;
    elision copies of any extensions of the Temporary Care Agreement or Special Needs Agreements; and
  3. copies of any maintenance agreements if applicable.
Prior to filing a closed family service case record, the caseworker/administrative support staff will strip the casefile in accordance with the procedure described at (5.1 - 020.005)
The manager will approve the condition of the file before closure.

source for 5.10 - 002.030
/1-0ADOPT/HP CAS P&P/5-0FAMIL/5-10RECO/002030.DOC
/5-0FAMIL/5-10RECO/002030.DOC

back to contents