When children in out-of-home care change placements, the Case Manager completes a variety of tasks to maintain communication with all parties and to remain compliant with DCF requirements. The Case Manager must make efforts to implement support services to help stabilize the current placement and prevent unnecessary moves. It’s important to note that placement changes do NOT occur when a child remains with the same caregiver despite a change in their home address or when the child is temporarily away, such as during a hospitalization or runaway incident, and returns to the same residence.

Before Placement Changes:

• Notify all parties to include the parent(s), child, GAL, caregivers, AAL, etc.
• Multidisciplinary Team (MDT) Staffing must be scheduled. All parties will be given at least a 24-hour notice before MDT occurs. The facilitator will file the transition plan, addendum, and Comprehensive Placement Assessment for level of care changes with the court.
• Transportation must be arranged to make the move.
• Ensure the child has appropriate clothing, hygiene supplies, and luggage for the transition.
• If applicable,
  • If school is changing, schedule Every Student Succeeds Act (ESSA) Staffing. This may be completed during the MDT.
  • If a child is on a temporary visit, Case Managers ensure there are detailed chronological notes in FSFN indicating the child’s temporary location and return from temporary location within 2 business days.
  • If moving to a licensed placement, complete a Comprehensive Placement Assessment (CPA) to submit to the placement team.
  • If emergency placement is needed, request Emergency Modification of Placement (EMOP) via affidavit.
  • If moving to a relative or non-relative, complete the Unified Home Study (UHS) and submit it to CLS to file with the court, whether it’s approved or denied.
  • If being reunified, complete the Reunification Home Study (RHS) and submit it to CLS to file with the court, whether it’s approved or denied.

After Placement Changes:

• Notify all parties to include the parent(s), child, GAL, AAL, etc.
• Submit ALL placement changes through the SCC Portal via the Edit Request within 24 hours of the change. This ensures proper payment is distributed to and received by the caregivers.
• Complete a new Progress Update to reflect the critical juncture of the change in placement.
• Update the Safety Plan with the new caregivers.
• Ensure the new caregiver has the Child Resource Record (CRR) with an updated custody letter and court order.
• If applicable,
  • Submit Out of County Services (OCS) request for supervision or 100B for out-of-state placements.
  • Provide medication(s) and blank Medication Logs and complete the Medication Inventory Form.
  • Complete a Child Exit Survey/Interview when a child (age 5+) leaves a licensed placement after 30+ days.
  • Hold MDT Staffing no later than 72 hours after an emergency placement change occurs.
  • Update Medical and Education tabs in FSFN if there’s a change in providers or school.
  • Update the Case Plan goal and expiration date if reunified and inform the parent to apply for food stamps and Medicaid for the child(ren).
  • Submit an Early Learning Coalition (ELC) Referral if daycare is needed.
  • Submit a Level 1 Licensing Referral if placed with a relative or non-relative.

In situations where all parties cannot agree on the best placement option for a child, the court will make the final decision. In some cases, the court may order placement in a home with a denied home study. According to CFOP 170-01, if the court rules against the agency’s recommendation, a Staffing must be held within 3 business days of the court’s decision to discuss the reasons for the denial and develop an appropriate plan of action to keep the child safe in the new placement.