a) Identification and Certification of Class Members
Department staff are to arrange for or provide services to meet the family's basic needs, including housing advocacy services (described in Section 302.386), when the family's living conditions or the parent's failure or inability to provide for the child's subsistence needs are threatening the removal of a child from the home or preventing the return home of a child in substitute care or improving these living conditions has been imposed as a condition of the child's return home. There are four ways in which such children will be identified:
1) Child Abuse/Neglect Investigations
Child protective investigation team supervisors will certify families who are the subjects of pending or indicated child abuse and neglect reports in which a reason for taking protective custody is one of the following four allegations:
#76, Inadequate Food;
#77, Inadequate Shelter;
#78, Inadequate Clothing;
#82, Environmental Neglect.
Refer to yellow page Procedures 300.120, Taking Children into Temporary Protective Custody, of Procedures 300, Reports of Child Abuse and Neglect for a complete description of this process.
2) Administrative Case Reviews
The Administrative Case Review System (see Rules and Procedures 305, Client Service Planning) will identify cases during the review process where living conditions or the provision of basic subsistence needs have been imposed as a condition of the child's return home and the parent's failure or inability to meet these needs is preventing the return home of children. The Administrative Case Reviewer will certify these cases as belonging to the Norman Class via the case review information packet. When this is the case, the service plan will specify the changes in conditions necessary to alleviate the living circumstances of the family. The worker handling the case shall then follow the procedures listed below for the provision of services. Certification as a member of the Norman class will continue for six months following return home of the child.
3) Authorized Child Welfare Supervisors - Return Home Situations
When child welfare workers identify a child in their caseload who could return home if services to meet a subsistence need were provided to the family, staff shall initiate the certification process. The worker shall submit the form CFS 370-1, Norman Class Certification for Reunification or Intact Family Cases, to a DCFS Supervisor that has been authorized to certify families into the Norman Class or a Norman Liaison. POS supervisors must obtain approval from a Norman Liaison. The authorized DCFS Supervisor or Norman Liaison will make the final decision within 24 hours of receiving the form as to whether the family is a member of the class. A request for services may be submitted with the request for certification. All certifications and requests for services shall be approved by a DCFS Supervisor that has been authorized to certify families into the Norman Class or a Norman Liaison with an informational copy sent to the Regional Norman Liaison.
In addition to the above procedures for Norman certification, workers shall initiate the process of returning the child home by following the Regional protocol for approval to return a child home, obtain the necessary court approval, and complete the required documentation needed. Certification as a member of the Norman class will continue for six months following the return home of the child.
4) Authorized Child Welfare Supervisors - Intact Family Situations
When child welfare workers identify a child(ren) in their caseload who needs to be removed from an intact family due to living conditions, i.e. inadequate food, clothing, shelter, or environmental conditions, workers shall initiate the certification process. The worker shall submit the form CFS 370-1, Norman Class Certification for Reunification or Intact Family Cases, to a DCFS Supervisor that has been authorized to certify families into the Norman Class or a Norman Liaison. POS supervisors must obtain approval from a Norman Liaison. The authorized DCFS Supervisor or Norman Liaison will make the final decision within 24 hours of receiving the form as to whether the family is a member of the class. A request for services may be submitted with the request for certification. Informational copies of the approved certification and request for services shall be sent to the Regional Norman Liaison. Certification as a member of the Norman class will continue until the case is closed.
In situations involving intact family cases, workers do not need to report families to the State Central Register in order to initiate Norman certification and services. Certification is appropriate where the families' subsistence needs could constitute one of the following allegations: #76, Inadequate Food; #77, Inadequate Shelter; #78, Inadequate Clothing; or #82, Environmental Neglect.
If other allegations of abuse or neglect are present, those allegations should be reported to the State Central Register.
b) Notice of Class Membership
Within 24 hours following a decision regarding certification, the Child Welfare Supervisor will send form CFS 370-4, Notice to Class Members, to the family that is the subject of the request for certification, informing the family of the Department's policies to provide services to meet the family's basic needs. The Notice also informs the family of the services available and how to appeal the Department's decision.
c) Provision of Services
Child welfare staff are to make use of all available services necessary to expedite the return home of children when lack of subsistence needs is a factor. Such services include, but are not limited to:
o Referral to a Housing Advocacy Program as described in Section 302.386.
o Referral to the Department of Public Aid, including the Department of Public Aid's Norman Assistance Program.
o Provision of hard services such as cash assistance, shelter, utility services, food, clothing, furniture or other goods or services to meet subsistence needs.
o Family Reunification Fund
o Referrals to community agencies, food pantries, emergency shelters, public housing and church sponsored programs
o Homemaker Services
o Day Care
o Referral for money management counseling
o Employment and Training referrals
d) Cash Assistance
1) Norman Cash Assistance
For Norman Class Members - When cash assistance is appropriate for families certified as belonging to the Norman class, the worker shall submit the form CFS 370-5, Request for Cash and/or Housing Assistance, to the Child Welfare Supervisor. Certification as a member of the Norman class will continue for six months following return home of the child. The worker shall indicate on the form the purpose for which cash assistance is being requested, the amount, and the type of cash assistance requested. If other types of assistance are inappropriate or unavailable, the worker shall apply for Norman funds. However, the final decision regarding the types and amounts of cash assistance rests with a DCFS Supervisor authorized to certify families into the Norman Class or a Norman Liaison. POS supervisors must obtain approval from a Norman Liaison in the client's region. The final decision must be made within 24 hours of the request. An informational copy of the form CFS 370-5 shall be sent to the Regional Norman Liaison. Refer to yellow page Procedures 359.5(j), Norman Services for payment instructions.
2) Computer Entry of Norman Payment
When approval for Norman cash assistance has been approved, a DCFS Supervisor that has been authorized to certify families into the Norman Class or Norman Liaison shall enter the information into the computerized Norman Payment Authorization System. After the information is entered on to the NM-01 screen, the message "REQUESTED AMOUNT OF PAYMENT APPROVED" will appear on the bottom of the screen. The authorized DCFS Supervisor or Norman Liaison should then print this screen while this message appears and sign the printout across the printed dollar amount that is being requested. This screen printout must be sent or faxed with Form CFS 370-5, Request for Cash Assistance and/or Housing Assistance to the cash assistance provider.
3) Other Types of Cash Assistance
For Families Who Are Not Members of the Norman Class
When cash assistance is necessary for families who are not members of the Norman Class, workers shall complete the CFS 370-5, indicate the type of cash assistance requested such as the Harris Fund (Family Reunification Fund), etc., and submit it to their supervisor. Norman cash assistance shall not be used for these families. Refer to yellow page Procedures 359.5(i), Family First Services for payment instructions. When the Harris Fund is being utilized, the following additional procedures must also be followed.
Family Reunification Fund (Harris Fund)
The Family Reunification Fund (Harris Fund) is a cash assistance loan program. The client who receives assistance from the Fund can repay the Department by making monthly payments or by volunteering their services to an agency. The worker shall seek approval from their supervisor and fax Form CFS 370-5 and Form 370-7, Family Reunification Fund Repayment Agreement to the FRF Coordinator, (312) 814-5602. Final approval will be made by the FRF Coordinator. The FRF Coordinator will notify the worker of the decision. If the client is volunteering their services to repay the loan, complete the CFS 370-7A, Family Reunification Fund Volunteer Work Form, and fax it to the FRF Coordinator when the volunteer services are completed..
4) Notice of Decision Regarding Request for Cash Assistance
When a decision regarding cash assistance has been made, the Child Welfare Supervisor will send form letter CFS 370-6, Letter to Family Regarding Cash Assistance, within 24 hours to the family indicating whether cash assistance has been approved or denied, and (if the request is approved) the amounts and purposes of the assistance. The form letter will also notify the family of the right to appeal the decision regarding cash assistance. A copy of the CFS 370-6 shall be kept in the case file.
e) Amount of Cash Assistance
Depending on the need, up to $800 in cash assistance in a 12 month period may be provided on behalf of a family who is certified as a member of the Norman Class. This may be provided, if necessary, in addition to funds from DPA or other local community resources. There is no limit on the number of times cash assistance can be provided in a 12 month period, provided the total cash assistance for that year does not exceed $800.00. In situations where higher amounts are essential, exceptions to policy may be sought through a Norman Liaison.
f) Referrals to the Department of Public Aid
1) Special Assistance Program
The Department of Public Aid (DPA) administers the Special Assistance program which is targeted toward preventing the disruption of families through the provision of special payments to the family, a vendor or service provider. This special assistance is available to:
o AFDC recipients
o non-AFDC recipients with children under 21 who meet the income and asset level of AFDC standards
o pregnant female(s) deemed eligible for AFDC who meet the income and asset level of the AFDC standards.
When DCFS has determined that a family is threatened with separation due to insufficient income to meet their subsistence needs and the children are in danger of foster care placement, DPA can authorize special assistance. The family must file a written request to DPA via DCFS Regional staff or a DCFS contracted service provider. A financial payment may be authorized, up to the maximum specified in DPA policy, for rent, food, clothing, household supplies and household furnishings.
To obtain Special Assistance, the worker shall complete the DPA Worksheet, 8863, which is entitled DCFS Special Assistance Request. The form must be signed by the worker and the Norman Liaison or a DCFS Supervisor authorized to certify families into the Norman Class. POS supervisors must obtain approval from a Norman Liaison. The form must then be faxed to the following DPA unit;
o For Cook County residents, fax the form to the Cook County Special Projects Unit at 312-793-5772.
o For non-Cook County residents fax the form to the Downstate Special Projects Unit at 217-785-9779.
Staff of both Departments shall work cooperatively to ensure timely authorization of the special assistance for eligible families. The specific time frame for a decision and/or authorization of assistance by DPA to a family are:
AFDC Recipients
A decision to approve/deny the request must be made within five (5) working days from the date of request and the assistance must be authorized within two (2) working days from the date of the decision.
Non-AFDC Recipients
A decision on the request must be made within five (5) working days from the date that DPA staff receive all requested verifications of income and assets and if eligible, assistance is to be authorized within five (5) working days from the date of decision.
2) Regular AFDC Assistance - Non AFDC Recipients
For those families who are not AFDC recipients, but may be eligible an expedited application process has been established.
DPA Norman AFDC Application Program (formerly called Expedited AFDC)
For families who may be eligible for AFDC benefits except for the fact that the child is in placement, a DCFS Supervisor that has been authorized to certify families into the Norman Class will contact the Department of Public Aid's regional liaison a minimum of approximately 30 days prior to a firm, anticipated return date of the children by DCFS to the parents. The worker should complete the Department of Public Aid's Norman Referral Form, DPA 6777, and submit it to their supervisor for approval. A DCFS Supervisor that has been authorized to certify families into the Norman Class or Norman Liaison should fax the form to the Department of Public Aid's Norman Application Program Coordinator (217) 785-9779. POS supervisors must obtain approval from a Norman Liaison.
The return date will generally be the anticipated court date at which DCFS' decision to return a child(ren) will be court affirmed or negated. Alternatively, it may be a date set by DCFS following a fitness hearing. In the event that the court unexpectedly orders return home, the agencies will jointly expedite the AFDC application process.
The Child Welfare Supervisor will provide the IDPA Regional Liaison with the parent's name(s), the name and birth date of each child(ren) anticipated to be returned, and the address where it is anticipated the family will be residing. Upon receiving the above information, the IDPA Regional Liaison will contact the appropriate IDPA Local office to determine:
A) that no active AFDC case exists, or
B) that an active AFDC case exists.
If there is no active AFDC case for the family, the IDPA Regional Liaison will arrange, with the appropriate IDPA local office, an intake screening appointment for the DCFS referred parent(s). The screening appointment is to be scheduled by the IDPA local office within three (3) days from the date of contact by the Child Welfare Supervisor with the IDPA Regional Liaison. The IDPA Regional Liaison will notify the Child Welfare Supervisor of the appropriate local office, date and time of the screening appointment.
DCFS will notify the parent(s) of the scheduled IDPA screening appointment. It is the prerogative of DCFS whether they wish to accompany the applicant to the screening interview or not.
Upon completion of the screening interview, the IDPA local office, per current procedures, will ensure that an eligibility interview appointment date is scheduled within 14 days of the screening interview and that an appropriate DPA 267, Application for Assistance, is provided to the applicant and a copy sent to the appropriate DCFS Child Welfare Supervisor.
Upon completion of the IDPA eligibility interview the case, if eligible, will be processed with the understanding that the first-issued IDPA assistance warrant and food stamps will be sent to the appropriate IDPA local office and be available for pickup by the applicant on the date of reunification.
It will be the responsibility of the Child Welfare Supervisor to notify the IDPA Regional Liaison, no later than noon the day following the court date, of the court decision. In the event that DCFS fails to notify IDPA within the above time frame, IDPA will void the assistance warrant, return food stamps benefits, and cancel the AFDC case.
Upon notification by the Child Welfare Supervisor, the IDPA Regional Liaison will contact the IDPA local office and advise either to release the assistance benefits to the client, if the child(ren) is returned or void the assistance and cancel the case if the court fails to return the child(ren) to the parent(s).
3) Regular AFDC Assistance - AFDC Recipients
Continuing the Adult Only Portion of the AFDC Grant
Children who are in temporary DCFS custody are ineligible for AFDC and must be removed from the AFDC grant. A Norman certified parent of a child in DCFS custody remains eligible for AFDC in an adult-only case for up to three months after the month in which the child(ren) was removed from the home, based on the fact that DCFS anticipates that the child(ren) will be returned to the home within 90 days from the date of the removal.
In order to alert Public Aid to continue the adult only portion of the grant to Norman certified families whose children are taken into protective and/or temporary custody, the DCP worker and supervisor or follow-up worker and supervisor must:
A) Determine if the case should be Norman certified.
B) After the supervisor certifies the case, determine if the child(ren) could go home in 90 days if the family cooperated with services.
C) If yes, and the adult portion of the grant should continue, write "NORMAN" on the child's emergency medical card.
D) Process the emergency medical card as usual per Procedures 302.360, Health Care Services.
E) Inform the family that the child(ren) will be removed from the AFDC grant, but that the adult only portion will continue.
F) If DCFS does not obtain temporary custody of the child(ren), and the emergency medical card has already been processed, the DCP or follow-up worker must notify the Eligibility Determinations Unit to inform Public Aid not to change the AFDC grant.
POS supervisors must obtain approval from a Norman Liaison.
Returning a Child to the Home
In the event that DCFS is returning a child(ren) to an active AFDC case, the IDPA Regional Liaison will make arrangements with the IDPA local office for a scheduled appointment for the parent(s). The appointment will generally be scheduled for the anticipated reunification date (court date) or no later than three days after the court date. The IDPA Regional Liaison will notify the Child Welfare Supervisor of the scheduled appointment date. It will be the responsibility of the Child Welfare Supervisor to notify the client of the scheduled appointment time at the appropriate IDPA local office.
At the scheduled appointment the parent/AFDC grantee may come into the local office to sign form DPA 243, Request For Assistance For Additional Family Members, to have the child(ren) added back to the AFDC case and to the food stamp case. In these cases the benefits will be mailed to the address of the grantee based upon the IDPA Mercury schedule, which generally provides benefits to the client within two to seven days after signing the DPA 243.
g) Resource Manual
Each Department office has been provided with a region specific resource manual which contains community resources for payments, goods and services related to living circumstances and includes providers with whom the Department has contracts. Workers shall make use of their manuals when attempting to locate services that would reunite children separated from their families because of living circumstances.
h) Locating Absent Parents
When the absence of a parent is an issue affecting whether the Department will retain custody of a child in those case situations where living conditions are a factor, child welfare staff will make reasonable efforts to locate the absent parent. Such efforts include but are not limited to:
o Checking the local telephone directory or directory assistance.
o Asking the landlord of the parent (if applicable).
o Asking relatives and friends of the absent parent to provide information to help locate the absent parent.
o Contacting the local post office, DPA office, utility companies and school to request a check of their records.
o Contacting past and present employers of the absent parent.
o Requesting the local, county, and state law enforcement agencies to check their records for information which would locate the absent parent.
o Conducting a records check of Department of Public Aid and Secretary of State, Division of Motor Vehicles (if a license number is known).
The worker shall document in the case file all efforts to locate the absent parent(s) and the reasons why those efforts were unsuccessful.
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