DJJS & DCFS require that all direct care and proctor parents receive an annual review of the contract requirements.
The three training topics must equal a total of two hours time.
Direct care staff and proctor parents may receive credit for prior training on an hour-for hour basis provided there is written documentation of training content, including where, when, and who provided the training. The training must be in the required subject areas and received within a period of two years prior to employment with UYV.
This is in additional to all training described in previous slides
After the first weeks’ training, the first 60 days’ training, the first year’s training, all non-clinical direct care staff and proctor parents must have annual training of 20 hours per week.
A separate training will be done in this area that is more detailed.
This area will be covered in more detail in another training.
Proctor parents & staff do not have to be awake during nighttime sleeping hours.
*if no time frame is recommended, follow up care is due within 90 days of the exam.
Mileage must be submitted to DCFS one a one-time payment form within 90 days of the trip and within 15 days after the end of the fiscal year or the claim is forfeited.
DJJS & DCFS Contract Requirements
1st week TrainingDJJS & DCFS require all direct care, proctor parents, support staff and volunteers receive training in the following topics within the first week of employment and prior to working with clients: Orientation of DJJS and DCFS contract requirements including the “Use of Client Identifying Information and Electronic Media”; Review of the DHS Provider Code of Conduct, which is then signed and put in the individual’s personnel file; The UYV emergency management and business continuity plan including emergency response and evacuation procedures. All proctor parents must sign the cohabitation agreement prior to having any clients in the home and a new form must be signed if there are changes to the marital status or living arrangement.
1st 60 days of Employment All direct care staff and proctor parents must receive an additional 32 hours of training in specific subjects outlined in the contract. All 32 training hours must be completed before direct care/supervision of clients can be provided.Training Topics include but are not limited to: Basic child and adolescent development and normal behavior Child abuse and neglect issues and unstable family dynamics Separation, grief and loss Cultural sensitivity Appropriate and effective use of discipline Behavior management, discipline methods and aggression management First Aid and CPR Incident Reporting Expectations to health care appointments and documentation Adolescent female issues Sexual abuse and sexual offending issues Substance abuse issues Mental Health issues
1st year of employment DCFS requires direct care staff and proctor parents to receive an additional 12 hours of training within the first 12 months of employment in the Practice Model Provider Training provided by DCFS and training based on the UYV program and staff needs. DJJS requires 12 hours of additional training within the first 12 months of employment in subjects based on UYV program and staff needs.
After the 1st year/Annual Training 20 hours of training required annually for all direct care staff and proctor parents Required subjects of training include: Review of DCFS & DJJS contact requirements Review of Use of Confidential Information Review of DHS Provider Code of Conduct, which is then signed & placed in the individual’s personnel file Review of UYV’s emergency management & business continuity plan, including emergency response & evacuation procedures Review of medication management procedures, including documentation Maintenance of CPR & First Aid certifications and Other training as needed based on the UYV program and the needs of proctor parents & direct care staff
Client Information & Electronic Media Client identifying information is confidential and shall be safeguarded. Client information shall not be released except as explained below. If the client’s parents retain parental rights in regards to the client, written verification of parental permission must be obtained from the caseworker prior to any images or information regarding the client being used in social networking mediums or other public forums. The caseworker may provide written permission if the parents’ whereabouts are unknown, if parental contact cannot be made or if the parents do not retain parental rights. If the client is over age 8 & has the mental capacity of understand, written permission must also be obtained from the client prior to any images or client information being used in social networking mediums or other public forums. When permission is obtained and/or the decision is made to allow the use of client information or images in a public forum, the images shall only use the clients the first name and not identify the client as a UYV client, a DHS client or a foster client. Only general information about the client can be used. No case specific information , treatment issues, history or information that will identify the client has DHS involvement.
Incident Reporting Deaths must be reported immediately to the Program or Regional Director. A voice mail or email is not sufficient. All other Emergency & Crisis situations must be reported to the caseworker within 24 hours of when the incident occurred. Efforts should be made to talk to the caseworker directly and not only leave a voice mail or email. Documentation of the incident shall be sent to the caseworker within 24 hours of the incident. The Incident Report Reference Guide can be found at http://www.hspolicy.utah.gov There are 13 very specific types of incidents that must be reported to caseworkers within 24 hours. Accident Aggravated Assault Arson Any crisis emergency response involvement from an agency outside of the Division Any serious bodily injury Escape/runaway Illness that needs immediate treatment from a medical professional or hospital Official misconduct by staff Property Damage Riot Suicide Attempt requiring emergency medical intervention Unlawful sexual activity with a youth in custody Weapons related offenses by restricted persons or any firearm offense
Behavioral Intervention Behavioral interventions shall be used only by staff that have completed training on the policy, procedures and implementation of all intrusive behavioral interventions may be utilized. Intrusive behavioral interventions shall only be used after less intrusive interventions have been determined to be ineffective; cannot be used in a manner to cause undue physical discomfort, harm or pain to the client; must be stopped when the client is no longer a danger to self or others; cannot be employed as punishment, for the convenience of staff or as a substitute for programming. Interventions that use painful stimuli are prohibited. Clients shall not be used to implement or assist with any intrusive behavioral intervention involving another client. Within an hour of an intrusive behavior intervention, the person who implemented the intervention must complete a written incident report. Specific documentation & reporting procedures must be followed. (to be included in other training)
Background Check All individuals living in the proctor home age 18 and older must obtain a DHS/OL background screening. Applicants who have lived outside of Utah at any time in the past 5 years must obtain an FBI fingerprint based criminal history record check. Background screening paperwork must be requested within 30 days of initial hire for all new staff. Background screenings must be completed annually within 12 months of the initial background screening date. Direct Care staff/Proctor Parents cannot provide unsupervised contact with clients until the background screening has been approved by DHS/OL.
Proctor Home Capacity The proctor parent/staff must be available by phone or other means in which there is not a proctor parent in direct supervision of the client. The proctor parent/staff must be available to provide daily care & supervision of each client. The proctor parent/staff must be immediately available to respond to an emergency and on-site during nighttime sleeping house. The proctor home/group home cannot have any children in the home under age 18 if the client in the home is an adjudicated sex offender. The proctor home may have not more than 6 children in the home under age 18, including the proctor parents’ children. DJJS allows only one client in the home for the first year of a newly licensed family. Two youth are allowed thereafter. DCFS allows up to three clients in the home depending on space.
Care & Supervision DJJS & DCFS clients may not be placed together at the proctor level of care. Clients of different genders cannot be placed together unless they are a sibling group or a parent & child. Clients of different genders cannot share a room, even siblings. Clients with different issues (sex offender, mental health, behavior, substance abuse, etc) should not be placed in the same proctor home unless the client has multiple diagnoses Care & supervision of clients includes the same as provided to one’s own children such as performing physical care, providing nutrition, teaching self- care, addressing medical, dental & mental health care, helping with homework, managing medications, teaching skills, etc
Family Visits Family visits must be facilitated by the Contractor Family visits cannot be withheld without caseworker approval. Frequency of family visits shall be determined by the team (usually once per week) The visitation plan shall include the date and time of visits and transportation arrangements. Visits cannot be withheld because of client behavior and visits are not earned by having good behavior.
Heath Care A DCFS/DJJS client must have a medical exam, dental exam and a mental health assessment within 30 days of entering Division custody. Medical and Dental exams are required annually thereafter. Follow up care is due in the time frame recommended.* DCFS requires annual MHAs. DJJS requires approval for MHAs after the initial assessment. A copy of the health visit report form is due to the DJJS caseworker or the DCFS nurse within 30 days of an exam. A copy of the HVR must be kept in the client file.
Absences The Contractor may hold a placement for a client that is absent for up to eight days per calendar month with prior written approval from the caseworker when the plan is for the client to return to the placement. These 8 days are to be reimbursed at the regular daily rate. Absences beyond the 8 days must have prior written approval from the caseworker and are reimbursed at the reduced rate. The reason for the absence must be documented. In the event the client is AWOL, only the first two consecutive absent days will be reimbursed at the regular rate. Additional days may be reimbursed at the reduced rate if authorized by the caseworker in writing if the plan is to return the client to the placement. Contact (by phone or other means) must be maintained with the client and responsible party during the client’s absence to ensure safety, adequate supervision and treatment continuity if the Contract is receiving payment and the client is not AWOL. Contact must be documented in the client file.
Transportation Routine transportation shall be provided for the client as a parent or legal guardian would. This includes, but is not limited to, transportation to: Medical, dental & other appointments Family visits School events Extracurricular activities Community service Team meetings Normal case activities Court hearings When transportation of a client is more than 60 miles round trip for family visits, court hearings or reviews or health services mileage reimbursement shall be received by the Division. Mileage reimbursement for reasons other than these listed requires written approval from the caseworker. Mileage reimbursement is allowed for a single trip regardless of the number of clients transported.
Personal Needs Allowance The daily care & supervision rate includes an allowance for the client’s personal needs and clothing ($2 per day). Personal needs include items such as cosmetics, admission fees, hobbies, leisure expenses, contact lenses solution, special hygiene supplies, etc. $40 per month shall be spent on clothing items for the client, unless the funds are carried over to subsequent month for the purchase of higher priced items. Receipts for clothing purchases must be maintained. A monthly inventory of the client’s belongings shall be maintained. When the client is discharged from the program, all items shall be returned to the client. If the client AWOLs, the items shall be secured & transferred to the caseworker. The Contractor is responsible to replace any of the client’s belongings that are not properly accounted for or secured.
Foster Parent Rights Foster parents must also be informed of their Due Process Rights at the time of employment. There must be documentation in writing that they have been informed of these rights.