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Appendix 1121: Documentation Requirements for Models of Family Group Decision-Making (FGDM)

CPS September 2011

The following chart shows the documentation requirements for the models of Family Group Decision-Making (FGDM):

See 6251 Overview of Permanency Planning Meetings

 

If a …

then the …

does as follows in the IMPACT system:

Family Team Meeting (FTM) has been offered and completed …

investigation (INV) worker …

   •   Answers on the INV Conclusion page the questions about whether a Family Team Meeting was offered and occurred

  •   Completes a Contact Detail Narrative on the Contact Detail page in the INV stage, with the Purpose code marked as FTM

conservatorship (CVS) worker (see Limitations, below) …

Completes a Contact Detail Narrative on the Contact Detail page in the Family Substitute Care (FSU) stage, with the Purpose code marked as FTM

family preservation (FPR) or family reunification (FRE) worker (see Limitations, below) …

Completes a Contact Detail Narrative on the Contact Detail page in the FPR or FRE stage, with the Purpose code marked as FTM.

FTM has been offered and declined …

INV worker …

  •  Answers on the INV Conclusion page the questions about whether an FTM was offered and occurred.

  •  Completes a Contact Detail Narrative on the Contact Detail page in the INV stage, with the Purpose code marked as FTM and the Attempted check box selected.

CVS worker (see Limitations, below) …

Completes a Contact Detail Narrative on the Contact Detail page in the FSU stage, with the Purpose code marked as FTM and the Attempted check box selected.

FPR or FRE worker (see Limitations, below) …

Completes a Contact Detail Narrative on the Contact Detail page in the FPR or FRE stage, with the Purpose code marked as FTM and the Attempted check box selected.

Family Group Conference (FGC) has been offered and completed …

Family Group Decision Making (FGDM) facilitator …

Completes a Contact Detail Narrative on the Contact Detail page in the FSU stage, with the Purpose code marked as FGC.

FGDM facilitator or CVS worker (as determined by the DFPS regional office, based on available resources) …

Completes the Family Service Plan in the FSU stage and selects FGC/FGC Re-conference from the drop-down menu for FGDM conference.

FGDM facilitator or CVS worker (as determined by the DFPS regional office, based on available resources) …

Completes the fields on the Permanency Planning Meeting (PPM) page, in the Substitute Care (SUB) stage to document: 

  •   the initial- or fifth-month Permanency Planning Meeting for each child in temporary managing conservatorship; and

  •   the annual permanency planning meeting for each child in permanent managing conservatorship

FGDM facilitator …

Completes a Contact Detail Narrative on the Contact Detail page in the FPR or FRE stage, with the Purpose code marked as FGC.

FGDM facilitator, FPR worker, or FRE worker (as determined by the DFPS regional office, based on available resources) …

Completes the Family Service Plan in the FPR or FRE stage and selects FGC/FGC Re-conference from the drop-down menu for FGDM conference.

FGC has been offered and declined …

FGDM facilitator …

Completes a Contact Detail Narrative on the Contact Detail page in the FSU, FPR, or FRE stage, with the Purpose code marked as FGC and the Attempted check box selected.

Circle of Support (COS) has been offered and completed …

FGDM facilitator …

Completes a Contact Detail Narrative on the Contact Detail page in the SUB stage, with the Purpose code marked as COS.

FGDM facilitator …

Completes the fields on the PPM page in the SUB stage to document the annual Permanency Planning Meeting for a child in permanent managing conservatorship.

COS has been offered and declined …

FGDM facilitator …

Completes a Contact Detail Narrative on the Contact Detail page in the SUB stage, with the Purpose code marked as COS and the Attempted check box selected.

Transition Plan Meeting (TPM) has been offered and completed …

CVS worker …

Completes a Contact Detail Narrative on the Contact Detail page in the SUB stage with the Purpose marked as TPM.

Completes the fields on the PPM page in the SUB stage to document the annual PPM for a child in permanent managing conservatorship.

TPM has been offered and declined …

CVS worker …

Completes a Contact Detail Narrative on the Contact Detail page in the SUB stage, with the Purpose marked as TPM, and the Attempted check box selected.

Permanency Conference (PC) has been completed …

CVS worker …

Completes a Contact Detail Narrative on the Contact Detail page in the SUB stage, with the Purpose marked as PC. Completes the fields on the PPM page in the SUB stage to document:

  •   the initial- or fifth-month Permanency Planning Meeting for each child in Temporary Managing Conservatorship (TMC); and

  •   the annual Permanency Planning Meeting for each  child in Permanent Managing Conservatorship (PMC).

Limitations

The limitation on use of Family Team Meetings (FTMs) in stages of service other than investigation are as follows:

  •   DFPS regions that do not consistently complete FTMs in 11 percent of confirmed investigations each month must not use FTMs in any other stage of service.

  •   FTMs used in ongoing stages of service (CVS, FBSS, FRE) must be used only in an emergency or crisis.

Time Frames for Documentation

For information about the time frames for documentation, see:

6242.41 Time Frames for Developing and Approving the Family Plan of Service

6133.1 Documentation and Communication

Establishing Relationships in Family Tree

Upon discovery of any new relatives or fictive kin during the coordination of a Family Group Decision-Making meeting, the Family Group Decision-Making facilitator must update the Family Tree in the corresponding stage of service in IMPACT.

The update includes:

  •   adding relatives (including biological and adoptive family members) and fictive kin to the Person List as needed; and

  •   establishing the relationships for those listed on the Person List.

A fictive kin is a person who has a longstanding and significant relationship with a child or with the child’s family, but who is not a blood relative.

See 1432 Family Tree for more details.

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