INSTRUCTIONS TO STAFF 340:75-1-152.5
Revised 3-26-10
1. Extension requests due to family circumstances. Most families complete Comprehensive Home-Based Services (CHBS) and Parent Aide Services (PAS) within the standard six month period, unless progress is delayed due to missed appointments or the need to spend additional time mastering skills. Family circumstances may also warrant an extension of services due to a crisis late in services such as the illness or death of a family member, loss of the home from fire or eviction, loss of employment, a difficult or multiple birth, or other event that resulted in extraordinary pressure on a family member. For open Child Welfare (CW) cases, the request for extension is considered and discussed at case staffings as the final month of service approaches. If it is determined by the CW worker and contract case manager (CCM) or parent aide a service extension is warranted, and the decision is supported by the CW supervisor, a request for extension is made to the Oklahoma Children’s Services (OCS) contract liaison. If an extension is warranted after closure of the CW case, the OCS contract liaison and contract staff determine how much time is needed to accomplish the remaining goals.
(1) Extension request for CHBS or PAS during CW services.
(A) Request for extension. A request for extension of CHBS or PAS is made in writing no later than 45 calendar days prior to the end of the service by the CW worker and must include:
(i) case name and KK number;
(ii) beginning and ending dates of services;
(iii) specific services received by the family to date;
(iv) purpose of the extension request;
(v) current safety threats or impending danger in the home;
(vi) current safety plan in effect;
(vii) specific behaviors or protective capacities of the PRFCs to be addressed in the continuation of services;
(viii) expected outcome for the extension that is not possible within the standard service period; and
(ix) number of months requested.
(B) Supervisor responsibility for approving extensions. The CW supervisor discusses the extension request with the contract supervisor to confirm the contractor's support for the extension. The CW supervisor then transmits the extension request to the OCS contract liaison with the documented case information in (1)(A) of this Instruction and the contractor's recommendation. If the contractor's recommendation is for no extension, the CW supervisor cites the reason.
(C) OCS extension authorizations. The OCS contract liaison is authorized to approve or deny extension requests for up to 90 days. If a longer extension is needed, approval of Children and Family Services Division (CFSD) OCS programs staff is required.
(i) The OCS contract liaison informs the CW supervisor of the outcome of the extension request and forwards information regarding the approved extension to the primary contractor and CFSD OCS programs staff.
(ii) The OCS contract liaison enters a new CHBS service end date on KIDS Service screens for all approved extension requests.
(2) Extensions due to service suspensions or court order.
(A) An OCS case suspended during services per OAC 340:75-1-152.7 is closed in eKIDS before a family has received six actual months of service. The OCS contract liaison may enter a new end date in KIDS to allow the suspended days of service to be credited to the case for the full 180 service days. Unless the worker is making a request that would extend the suspended case beyond the standard six months, a written request for extension as in (1)(A) of this Instruction is not required.
(B) Extensions ordered by the court do not require a justification by the worker. Although written notice is given to the OCS contract liaison as in (1)(A) of this Instruction, lines (v) through (viii) of the worker’s written request may be omitted.
(3) Extension requests for PAS and CHBS after CW case closure.
(A) Approval of request. If family circumstances result in increased risk to a child during the final months of PAS or CHBS services, when there is no open CW case, the contract supervisor may discuss the need for continuing services with the OCS contract liaison.
(i) With concurrence of the primary contractor, the OCS contract liaison may approve an extension request for CHBS, for up to 90 days. If a longer extension is needed, the OCS contract liaison forwards the extension request to CFSD OCS programs staff.
(ii) For a PAS extension, the OCS contract liaison may authorize an extension after consulting with the OCS programs staff.
(B) Extension request outcomes. The OCS contract liaison notifies the primary contractor of the approval or denial of extended PAS or CHBS.
(C) Updating PAS and CHBS service dates. The OCS contract liaison enters the new service end date on the KIDS Service screens for authorized extensions of PAS and CHBS cases.