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340:75-7-18. Resource family assessment

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Revised 6-1-08

(a) Resource family assessments. The resource family assessment is completed by Oklahoma Department of Human Services (OKDHS) staff or by a contractor of OKDHS and consists of an evaluation of the items listed in (1) through (7). The written assessment depicts the family based on complete, consistent, and truthful information gathered by the resource specialist or contractor in conjunction with the family. • 1

(1) Background investigation. Completed and signed Forms 04AF001E, Resource Family Assessment Application, and 04AD003E, Request for Background Check, authorize OKDHS to conduct an investigation into criminal and OKDHS records, including Child Welfare (CW) records, of the applicant and each adult household member, per OAC 340:75-7-15.
(2) House assessment. The resource specialist conducts an evaluation of the applicant's residence to assess the location, condition, and capacity to accommodate children in foster care. The resource specialist assesses:
- (A) location. The home must be accessible to school, medical, and recreational resources;
- (B) condition. The home must be clean and safe;
- (C) play space. Adequate and safe indoor and outdoor space for play activities must be available;
- (D) equipment. Age appropriate child care equipment, such as beds, high chairs, and toys must be available and in good repair;
- (E) communications. A working phone must be maintained in the home;
- (F) automobiles. The applicant must maintain an automobile in working order, carry the statutorily mandated automobile liability insurance, possess a valid Oklahoma driver license, and have a current, valid license tag. The resource specialist observes passenger restraints and advises the applicant that proper automobile restraints are used at all times when a child in OKDHS custody is riding in an automobile.
  - (i) Every driver must use a child passenger restraint system that meets federal standards when transporting a child who is younger than six years of age.
  - (ii) Every child age six to 18 years who is transported in an automobile must be protected by a passenger restraint system or seat belt.
  - (iii) The provisions in (i) and (ii) do not apply to the:
    - (I) driver of a school bus, taxicab, moped, motorcycle, or other vehicle not required by law to be equipped with safety belts;
    - (II) driver of a vehicle in which all seat belts are in use;
    - (III) transportation of a child for whom medical reasons prohibit the use of a passenger restraint system or seat belt; or
    - (IV) transportation of a child who weighs more than 40 pounds and is transported in the back seat using only a lap seat belt when the back seat of the vehicle is not equipped with combination lap and shoulder belts or when the combination lap and shoulder belts are used by other children weighing more than 40 pounds. The back seat includes all seats located behind the front seat of a vehicle;
- (G) sleeping arrangements and privacy.
  - (i) The applicant's home provides a separate bed for each child with the exception of siblings younger than six years of age who exhibit a need for mutual support. A separate bedroom is provided for a child who acts out sexually.
  - (ii) Preferably, no more than two children share a bedroom. Primary consideration is given to the child's safety according to age and emotional needs.
  - (iii) The applicant's home provides separate bedrooms for children older than six years of age who are of the opposite sex.
  - (iv) A child in OKDHS custody, with the exception of an infant who is younger than 12 months of age, does not share a bedroom with an adult in the household.
  - (v) The applicant's home provides space for the child's personal possessions and for a reasonable degree of privacy.
  - (vi) The applicant may not designate a room, such as the living room, utility room, den, dining room, pantry, or unconverted garage, as a bedroom unless the room is specifically designed as a bedroom;
- (H) sleeping arrangements for infants. A crib, port-a-crib, bassinet, or playpen with a firm waterproof mattress or pad is used for each child younger than one year of age.
  - (i) Bassinets are used for infants:
    - (I) weighing up to 15 pounds; or
    - (II) no more than three months of age.
  - (ii) Port-a-cribs or playpens are used for short-term sleeping arrangements, such as naps or respite and traveling for periods of no more than one week.
  - (iii) Cribs, port-a-cribs, bassinets, and playpens with more than two and 3/8 inches between slats or between the side and end panels are not allowed.
  - (iv) Cribs with decorative cutout areas in crib-end panels or tall decorative knobs on the corner posts that may entrap a child's head or catch the child's clothing are not allowed.
  - (v) Mattresses must be tight fitting with no more than one inch between the mattress and crib, port-a-crib, bassinet, or playpen.
  - (vi) Mattress and crib sheets must fit snugly.
  - (vii) Drop-side latches must:
    - (I) hold sides securely; and
    - (II) not be accessible by the child in the crib, port-a-crib, bassinet, or playpen.
  - (viii) Pillows, quilts, comforters, sheepskins, stuffed toys, bumper pads, and other soft products are not permitted in the infant's crib, port-a-crib, bassinet, or playpen.
  - (ix) To reduce the risk of Sudden Infant Death Syndrome (SIDS), infants younger than 12 months of age are placed on their back for sleeping unless there is a medical reason the infant must not sleep in this position, as documented by a health professional. This documentation is maintained by the foster parent and filed in the child's CW case record.
  - (x) Infants who are able to turn themselves over are placed initially on their back for sleeping but allowed to sleep in a position they prefer;
    - (I) water safety.
  - (i) Any activity that involves wading and swimming is supervised at all times.
  - (ii) Pools are fenced to prevent unsupervised access. Municipality and insurance requirements for pools are followed. All doors and gates leading to the pool are locked. There is:
    - (I) a sturdy fence at least four feet high that cannot be easily climbed; or
    - (II) a fence that connects to the top of an above-ground pool and extends two feet above the pool or follows other specified safety guidelines.
  - (iii) The hot tub must be equipped with a hard cover designed for a hot tub.
  - (iv) The use of portable wading pools is monitored at all times. The wading pool is emptied at the end of each use;
- (J) animal and household pet safety. • 2
  - (i) Animals are in good health, do not show evidence of carrying disease, and do not present a threat to the health, safety, or well-being of children.
  - (ii) Documentation of current rabies vaccinations administered by a licensed veterinarian for dogs, cats, and other applicable pets is kept in the resource file.
  - (iii) If an animal bites a child, the child's CW worker is contacted immediately; and
- (K) weapon safety. Any activity that involves a weapon must have supervision at all times. The activity must be approved by the CW worker. Weapon includes, but is not limited to, gun, BB gun, bow and arrow, and knife, with the exception of cooking and eating utensils.
(3) Total number of children in placement. The total number of children in OKDHS custody placed in a kinship or foster home may not exceed five. The total number of all children in the home, which includes biological, adoptive, foster, and other children not in OKDHS custody, may not exceed six.
(4) Children younger than two years of age. No more than two children younger than two years of age, including the foster family's own children, are placed in the same home.
(5) References. The resource specialist solicits and reviews the comments of personal, employer, and school references identified by the applicant regarding the applicant's parenting strategies and skills. Information obtained through references is confidential.
- (A) Three personal references are interviewed by phone or in person.
- (B) The applicant's current or most recent employer is contacted by letter, phone, or in person. When the applicant is self-employed, a reference is obtained from a customer.
- (C) School teachers, counselors, or administrators who have recently served the applicant's child are contacted by letter, phone, or in person to assess the applicant's involvement in educational concerns, if applicable.
- (D) If the applicant home schools their own child, a person that has knowledge of the applicant's home schooling experience is contacted by letter, phone, or in person.
- (E) All adult children of the applicant are interviewed by letter, phone, or in person, if applicable.
- (F) The mental health professional is contacted by letter, when the applicant or applicant's child has received counseling, whether currently or in the past.
- (G) A minimum of six references is required. • 3
(6) Military discharge. If an applicant has been discharged from the armed forces, a copy of DD Form 214, Certificate of Release of Discharge From Active Duty, is required to determine the type of discharge. Any discharge other than honorable must be specifically addressed in the assessment as a consideration in the applicant's ability to attend to the safety and well-being of a child requiring foster care services. • 4
(7) Previous foster care experience. Applicants who have previously served as foster parents in another state or with a private agency provide or authorize release of all previous foster home assessments, reports, and training records from the state or agency. • 5
(8) Household income. The applicant provides verification that he or she can manage personal and household financial needs without relying on the foster care reimbursement. The applicant must have sufficient income to meet the needs of an additional child placed in his or her home until receipt of foster care reimbursement for that child.

(b) Disposition of foster home assessments. • 6 Upon completion of the foster home assessment, a decision regarding disposition is made assessing all the information gathered. The assessment process is completed and the determination regarding disposition is made no later than 90 days after receipt of Form 04AF001E. The resource specialist confirms in writing all decisions made concerning the assessment and application with the applicant. The resource specialist shares with the applicant the resource family assessment for the applicant's input prior to deciding to select in or out of the Foster Care program. Disposition of the assessment may result in:

(1) postponement of the assessment. The applicant is advised of any condition that does not conform to Foster Care rules, per OAC 340:75-7, during the assessment. When determined appropriate, the resource specialist postpones the assessment to afford the applicant the opportunity to resolve issues of concern;
(2) voluntary withdrawal of the application. If the resource specialist determines the applicant does not meet the requirements for becoming a foster parent, the reasoning for the determination is explained, and the resource specialist gives the applicant the option to voluntarily withdraw the application;
(3) approval of the assessment.
- (A) The resource specialist reviews and discusses the assessment with the applicant for clarification of content, except for the Juvenile Justice Information System (JOLTS) review, CW records search, and reference information.
- (B) The resource specialist, CW supervisor, and applicant sign Form 04AF003E, Resource Family Assessment – Bridge Family Profile, and a copy is provided to the applicant. The home is not considered approved until the CW supervisor approves the family assessment in KIDS and signs Form 04AF003E, and the foster family has completed the pre-service training.
- (C) Prior to initiation of reimbursement, the applicant signs the foster care contract with the exception of a kinship placement, per OAC 340:75-7-24.
- (D) The resource specialist provides the family OKDHS Publication No. 99‑17, Foster Parent Handbook. Each foster parent signs Form 04AF021E, Verification of Receipt of OKDHS Rules.
- (E) The foster parent signs Form 15GR008E, Notice of Grievance Rights - Foster Parents;
(4) exceptions to the assessment. OKDHS may, at its discretion, grant an exception of specific rules or standards upon request by the applicant.
- (A) OKDHS may establish conditions that must be met by the applicant in order to operate under the exception granted.
- (B) Exceptions may be granted upon a showing by the applicant that:
  - (i) the particular rule or standard that is the subject of the exception request may not be applied as written because strict application of the rule or standard would cause undue hardship; and
  - (ii) adequate standards affording protection for the health, safety, and care of the child exists and will be met in lieu of the exact requirements of the rule or standard in question; or • 7
(5) denial of the assessment. The decision to deny requires an explanation to the applicant by the resource specialist regarding the reasons the assessment is denied. If a kinship home is denied, the child in OKDHS custody in the home is moved immediately. Reasons for denying an assessment may include, but are not limited to:
- (A) a lack of stable, adequate income to meet the applicant's own or total family needs or poor management of available income;
- (B) a physical facility that is inadequate to accommodate the addition of children to the home or presents health or safety concerns;
- (C) the applicant or any person residing in the home has a history of alleged or confirmed child abuse, neglect, or both, per OAC 340:75-7-15;
- (D) the applicant or any person residing in the home has a history of arrests or convictions per OAC 340:75-7-15;
- (E) the age, health, or any other condition of the applicant impedes the applicant's ability to provide appropriate care for a child;
- (F) relationships in the household are unstable and unsatisfactory;
- (G) the mental health of the applicant or other family or household member impedes the applicant's ability to provide appropriate care for a child;
- (H) references are guarded or have reservations in recommending the applicant;
- (I) the applicant fails to complete the application, required training, or verifications in a timely manner as requested or provides information that is incomplete, inconsistent, or untruthful;
- (J) the home is determined unsuitable for the child requiring placement;
- (K) the applicant has applied for a child that OKDHS reasonably believes may not be available for placement; or
- (L) one or more factors concerning the applicant, a family or household member, or conditions in the home as described in the denial letter, renders the applicant or home environment inappropriate as a resource home.

(c) Re-application to provide foster care. Persons who desire to re-open their foster home must re-apply. If the foster home has been closed two years or more, a resource family assessment is completed. • 8

(d) Dissolved marriage or other relationships. If foster parents divorce or the relationship is dissolved, the person who continues to foster retains the existing resource number and information. • 9

(e) Contract foster home assessments. Children and Family Services Division (CFSD) may contract with licensed child-placing agencies or a qualified person to provide a range of CW services that include conducting resource family assessments. OKDHS makes the final decision regarding the disposition of all resources assessed by contractors. • 10

(f) Changes in the household. The foster parent must notify the resource specialist within 24 hours of any change in the household that precludes the foster parent from providing adequate care for the child, including, but not limited to:

(1) income;
(2) location;
(3) health; or
(4) relationship. • 11

INSTRUCTIONS TO STAFF 340:75-7-18

Revised 6-1-08

1. Resource family assessment.

(1) Initial family assessment. The resource specialist conducts the initial consultation with the family in the family's home to answer questions, explain the mutual assessment process and training requirements, and assess the safety of the home. Observations are documented on Form 04AF004E, House Assessment.

(2) Resource family assessment. The resource specialist or contractor uses the Form 04AF002E, Guidelines for Resource Family Assessment – Bridge Family Profile, to obtain information about the family. If the resource specialist is completing the resource family assessment, the information is written on Form 04AF003E, Resource Family Assessment – Bridge Family Profile.

(3) Review of resource assessment forms. During the initial consultation the resource specialist provides dates for pre-service training and reviews Forms:

(A) 04AF010E, Resource Family Financial Assessment;

(B) 04AF001E, Resource Family Assessment Application;

(C) 04AF008E, Medical Examination Report, that is received by the resource specialist as soon as possible or prior to the final consultation visit, and includes, if applicable, a statement from the family physician for all children in the home to verify that the children are healthy, free from communicable diseases, and current on immunizations;

(D) 04AF017E, Family Health History;

(E) 04AF018E, Child Needs Information List;

(F) 04FC003E, Notice to Foster Parent Applicant(s), signed by the applicant;

(G) 04MP001E, Consent for Release of Information, signed by the applicant; and

(H) 08HI003E, Authorization to Disclose Medical Records.

(4) Tribal membership. The resource specialist verifies tribal membership or tribal affiliation of the applicant in order to identify valid placement resources for children eligible under the Indian Child Welfare Acts, per OAC 340:75-19.

2. Animal safety. For exotic animals, the resource specialist contacts the Wildlife Department or the veterinarian of record for the animal to determine the safety of children and documents the information in the KIDS resource case.

3. References.

(1) The resource specialist documents all information provided by voluntary and applicant specified references regarding the applicant. A minimum of six references is required. The resource specialist explains to each person contacted as a reference program expectations and the needs of children who come into care. The resource specialist uses Forms:

(A) 04AF015E, Resource Family Reference Letter for Adult Children, to document contact by mail, phone, or face-to-face with all adult children of each applicant, if applicable. The resource specialist requests consultation with the Child Welfare (CW) supervisor, CW field liaison (CWFL), and county director to determine the significance of the information provided by an adult child who:

(i) has a history of abuse and neglect;

(ii) disagrees with his or her parent(s)' desire to foster; or

(iii) has other concerns about his or her parent(s);

(B) 04AF014E, Resource Family Reference for School Personnel, when the applicant has a school-age child, to contact by letter the school principal, counselor, or teacher for each child of the applicant;

(C) 04AF025E, Resource Family Reference Letter for Home Schooling, when the applicant home schools their child;

(D) 04AF011E, Resource Family Reference Letter for an Employer, to document contact by mail, phone, or face-to-face with the employer or direct supervisor of the applicant. The resource specialist assesses the information given by the applicant and the present employer or supervisor and decides whether contact with past employers or supervisors is necessary. When the applicant is self-employed, contact with a customer suffices;

(E) 04AF016E, Resource Family Personal Reference Letter, as a guide to conduct interviews and document phone interviews of personal references. When a reference is not well enough acquainted with the applicant to provide pertinent information or when the person declines to serve as a reference, this is documented in the assessment and the applicant is asked for another reference;

(F) 04AF013E, Resource Family Assessment Reference Letter for Mental Health Professionals, when the applicant has received mental health services, currently or in the past, to contact the mental health professional by letter. The resource specialist uses Form 08HI003E to obtain the information; and

(G) 04AF012E, Child's Mental Health Reference Letter, when the applicant's child has received mental health services, currently or in the past, to contact the mental health professional by letter. The resource specialist uses Form 08HI003E to obtain the information.

(2) Oklahoma Department of Human Services (OKDHS) does not deny the continuation of the foster application process based solely on information provided by a reference. When a reference provides information requiring further explanation from the applicant, the resource specialist discusses the nature of the information without revealing the source.

4. Military history. The resource specialist requests consultation with the CW supervisor, CWFL, and county director to determine the significance of information provided by military history, if needed.

5. Previous foster care information. The resource specialist uses Form 04MP001E to secure a copy of the applicant's foster home assessment, related information, and training record from other states or agencies, if applicable.

(1) OKDHS secures the applicant's record from the other state or agency and provides the information to the contractor, if applicable.

(2) The resource specialist sends via mail or fax the training record to Children and Family Services Division (CFSD) Training Section to determine further training requirements.

(3) A copy of an assessment and training record presented by an applicant from another state during the application and assessment process in Oklahoma is acceptable, but requires verbal verification from the state of the presented assessment and training record.

(4) The resource specialist documents the verbal verification in KIDS Pre‑Resource or Resource Contacts screens, if applicable.

6. Disposition process. The assessment and approval process must be completed no later than 90 days after receipt of Form 04AF001E. The resource specialist reviews the completed family assessment for content using Form 04AF002E, or Form 04AF003E. The resource specialist consults with the CW supervisor, CWFL, and county director for assistance in reaching a decision regarding the disposition of the assessment, if needed. CFSD Foster Care Section staff is available for consultation.

(1) Postponing a disposition. The disposition of an assessment is postponed when the applicant and resource specialist make a decision to postpone the process. The resource specialist requests an exception to the 90-day assessment completion time frame from the CW supervisor and CWFL. The reason for the exception is documented in KIDS Resource Contacts screen. The assessment is denied when resolution is not possible.

(2) Voluntary withdrawal. If the applicant withdraws the application, the resource specialist follows up with a letter of confirmation of the withdrawal.

(3) Approving a family assessment. Before the assessment is discussed with the family, the CW supervisor reviews the assessment. The resource specialist:

(A) files in the resource record the original Form 04AF003E with signatures;

(B) sends a copy of the approved family assessment to the CFSD Adoption Section if the family selects into the Adoption program;

(C) copies the KIDS Pre-Resource to a Resource for all approved applications, except when the child in OKDHS custody is in a kinship placement. The resource specialist then end dates the KIDS Pre‑Resource after conversion to a Resource;

(D) enters the request for approval of the assessment in KIDS Resource Status screen with the date Form 04AF003E is sent to the CW supervisor for approval. The CW supervisor approves the assessment in KIDS Resource Status screen and signs Form 04AF003E with the same date;

(E) files the verification in the resource record and documents receipt of Publication No. 99-17 in KIDS Resource Contacts screen; and

(F) provides a signed copy of Form 15GR008E, Notice of Grievance Rights – Foster Parents, to the foster parent and files the original in the resource record with documentation of the signature in KIDS Resource Contacts screen.

(4) Denying a family assessment.

(A) The resource specialist staffs the information with the CW supervisor.

(B) The resource specialist documents all information obtained in the resource record and KIDS Pre-Resource or Resource Contacts screens. The resource specialist documents the disposition decision in KIDS Resource Status screen.

(C) Denial of the assessment is documented by the resource specialist in summary form with detailed information in KIDS Pre-Resource or Resource Contacts screen and a copy of the written summary is filed in the resource record.

7. Exceptions.

(1) The resource specialist submits a written request for an exception of the requirements in OAC 340:75-7 to the CW supervisor.

(2) The CW supervisor sends the request to CFSD Foster Care Section with a copy to the county director.

(3) Upon receipt of the request, Foster Care Section staff responds in writing with a decision. A copy of the response to the request is retained in the resource and child's record.

(4) The resource specialist documents the request and response in KIDS Resource Contacts screen.

8. Re-opening a foster home.

(1) The resource specialist reviews the resource record to determine the foster parent's performance history with OKDHS. The review includes:

(A) any OKDHS policy or foster care contract violations or concerns;

(B) the outcomes of any written plans of compliance and recommendations regarding continued use of the home; and

(C) the training record, to ensure that pre-service training was completed and documented.

(2) After the review, the resource specialist and CW supervisor determine the disposition of the re-application. Consultation is available with the CWFL, county director, or Foster Care Section, if needed.

(3) Re-opening a foster home requires:

(A) completion of:

(i) Form 04AF001E;

(ii) Form 04AF008E unless completed within the last 12 months;

(iii) Form 04AD003E, Request for Background Check, and fingerprints for all adult members of the household, unless completed within the last 12 months;

(iv) an OKDHS records search, including CW history in KIDS and Information Management System (IMS), and Juvenile Justice Information System (JOLTS) review of any child older than 13 years of age residing in the home. This information is recorded on Form 04AF007E, Records Check, and filed in the resource record; and

(v) the resource family assessment, including an updated recommendation, if the home was closed for two years or more. If the home was closed for less than two years, an addendum to Form 04AF003E is completed;

(B) contact with three current references, if the home was closed more than six months;

(C) additional references, if new reference information is not consistent with previous references or with the requirements per OAC 340:75-7-18;

(D) re-opening the closed resource as pending in KIDS Resource Status screen and entering a new family assessment line for the new assessment or the addendum; and

(E) a new contract. Upon approval, the resource specialist has the family sign a new contract and submits the contract to CFSD Foster Care Section to assign a new contract number.

9. Dissolved marriage or relationship. If foster parents divorce or the relationship dissolves, the person who continues to foster retains the existing resource number and information. An addendum is completed and documented in KIDS Resource Contacts screen to reflect the changes in the household. A new Form 04AF010E is completed to address any change to the financial status of the household. The Out of House Date and Reason is entered in KIDS Resource Homes screens to reflect this information.

(1) If both foster parents wish to continue to foster, the primary foster parent maintains the original KIDS resource number, and another resource is opened cross-referencing the original resource number.

(2) If the primary foster parent does not wish to continue fostering and the designated Head of Household 2 elects to foster, he or she becomes Head of Household 1 in the existing KIDS resource. The person wishing to continue to foster signs a new foster care contract, per OAC 340:75-7-52.

(3) If neither foster parent wishes to foster, the KIDS resource is closed.

10. Contracted home assessments.

(1) If the referral is for a kinship resource, the CW worker or resource specialist refers the family assessment to the contractor within seven days of the child's placement. If the referral is not made within seven days after the child's placement, the resource specialist completes the family assessment in a timely manner.

(2) Non-paid kinship and foster care Interstate Compact on the Placement of Children (ICPC) home assessments are not contracted, and the resource specialist completes the family assessment.

(3) The contractor completes an application packet on each foster home referred by the CWFL or contract liaison.

(4) At a minimum, the contractor meets with the foster or kinship applicant twice during the assessment process in the home and at the conclusion of the resource assessment for review and signatures by the applicant. The identification of issues and concerns during the assessment process requires consultation with the resource specialist and additional meetings with the family.

11.Changes in household. The resource specialist addresses any household changes with the foster parent and documents this information. An assessment is completed regarding the foster parent's ability to continue providing care for a child in OKDHS custody.

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