Committee Agenda Date iNovember 10, 2004

County of Santa Clara
Social Services Agency
Department of Family and Children's Services

CSFC SSA03 111004

Prepared by: Norma Doctor Sparks
Director, Department of
Family and Children's
Services
DATE;

November 10, 2004

TO:

Supervisor James T. Beall, Jr., Chairperson
Supervisor Don Gage, Vice-Chairperson
Children, Seniors & Families Committee

FROM:

Will Lightboume

Agency Director, Social Services Agency

SUBJECT: Children's Shelter Pilot Programs Implementation Plan Status Report

RFCOMMENDED ACTION

Accept the attached status report from the Department of Family and Children s Services,

Social Services Agency, on the implementation plan of Pilot Programs at the Children s
Shelter facility.

FlSCAl. IMPLICATIONS

Bo-Fiid of Supervisor::: Don.aid F G:?ige, BPsnivii A.lv:ai;3do, Pete McHuyti, Jim Be.all, Liz Kni :..:.
u ountv' Executive' Peter Kutras Jr

1

Committee Agenda Date iMovernber 1 0, 2004

Not applicable.
CONTRACT HISTORY

Not applicable.
REASONS FOR RECOMMENDATION

At its October 20, 2004 meeting, the Children, Seniors, and Families Committee accepted a
report from the Social Services Agency, Department of Family and Children's Services, on the
implementation plan for two pilot programs to improve the well-being of children and
families involved in the child welfare system. This attached report provides an update on the
planning.
BACKGROUND

As directed by the Children, Seniors, and Families Committee in June 2003, a task force of
community stakeholders and staff from County agencies was fonned to recommend potential
alternative uses of the County Children's Shelter and Assessment Center facility.
Recommendations from this group were presented to the Committee in Febmary 2004.

The Board of Supervisors, during its Fiscal Year 2005 budget hearings conducted in June
2004, approved the implementation of two program ideas recommended by the Shelter Use
Committee. The Board alloeated $240,000 in County General Fund dollars in FY2005 to

support this effort. The two programs that will be piloted at the facility aim to support
educational achievement and assure mental health services for all children involved in the
child welfare system.

At meetings held on August 18, September 15, and October 20, 2004, the Children, Seniors,
and Families Committee accepted status reports on the implementation plan for the pilot
programs at the Children's Shelter.

CONSEQUENCES OF NEGATIVE ACTION

Failure to accept this report could result in delayed action on implementation of alternative
uses of the Children's Shelter facility.

Board of Suporvisors: Donald F. Gage, Blanca .Alvarado, Pete McHugh,.Jin'i Beall, Liz kniee
Count','' Executive: Peter Kutrae .Jr
2

Committee Agenda Date :Movember 1 0, 2G04

STEPS FOLLOWING APPROVAL

The Clerk of the Board will follow the usual steps for a report of this type.
ATTACHMENTS

• Childen's Shelter Pilot Programs Implementation Plan Status Report(Miscellaneous)

Board of Supervisors: Donald F. Gage, Blanca Alvarado, Pete McHugh, Jirn Beall, Liz kniss
County’ E::{ecutive: Peter Kutras Jr.

Santa Clara County

Department of Family and Children Services
Social Services Agency

CHILDREN’S SHELTER PILOT PROGRAMS
IMPLEMENTATION PLAN STATUS REPORT
November 10, 2004

BACKGROUND

in June 2003, a task force
As directed by the Children, Seniors, and Families Committee
was
formed to recommend
ofcommunity stakeholders and staff from County agencies
and
Assessment
Center facility.
potential alternative uses ofthe Children’s Shelter
Committee
in February 2004.
Recommendations from this group were presented to the

The Board of Supervisors, during its Fiscal Year 2005 budget hearings conducted in June
by the Shelter
2004, approved the implementation oftwo program ideas recommended
General
Fund
dollars in
Use Committee. The Board allocated $240,000 in County
facility aim to
FY2005 to support this effort. The two programs that will be pilotedforatallthechildren
support educational achievement and

assure mental health services

involved in the child welfare system.

20, 2004, the Children,
At meetings held on August 18, September 15, and October
on
the
implementation plan for
Seniors, and Families Committee accepted status reports
the pilot programs at the Children’s Shelter.
DRIVERS FOR ENHANCED SERVICES

There are four drivers for the implementation of pilot programs at the Children’s Shelter:

m the
1)current underutilization of the facility, 2)the need for services for tchildren
Plan
(SIP),
and 4)
County’s child welfare system, 3)the County’s System-Improvemen
the principles and strategies of Family-to-Family that are part ofthe reorganization ofthe
Department of Family and Children’s Services(DFCS).
n Current Underutilization ofthe Facility

Over the past two years, DFCS has successfully lowered and maintained the daily
children by placing children
population at the Children’s Shelter to an average daily offor25132
children and was
in appropriate placements faster. The facility is licensed
ago.
The
need
to use the facility
averaging 107 children on a daily basis just two years
has been reduced commensurate with the population, leaving two cottages and four
school classrooms unused. The Board of Supervisors recognizes that a need exists to
maintain a Children’s Shelter that includes an emergency, short-term residence for a

smaller population of children who have special needs or behaviors that family settings

cannot adequately address. Even with the reduction in staff costs realized over the last
year-and-a-half, the expense ofkeeping the facility operational continues. As a measure
of fiscal responsibility, the Board of Supervisors supports the use ofthe other parts ofthe
Children’s Shelter for purposes that will meet the needs of all children served by DECS.

2) Need for Enhanced Services

system, children served by
By virtue of their coming to the attention ofthe child welfare
their
lives.
The emotional well
DECS have experienced some degree of disruption in
placements
or their parents’
being ofthese children is related to successful out-of-home
parents care. Children m
ability to maintain them at home,once they are returned to their mental
health services.
Santa Clara County’s foster care system require comprehensive
The Children’s Shelter already has a unit of mental health therapists that has been co

health services would
located for the past several years. Additional and enhanced mental
of
Mental
Health and
build upon the history of cooperation between the Department
DECS.

Eoster children have special educational needs, exacerbated by multiple moves from one
school district to another and a lack of academic supports to assist them through these
transitions. Although a school run by the County Office of Education has been a part of
the Children’s Shelter, programs to meet specific academic needs of all DECS-supervised
children have not been available.
31 System Improvement Plan(SIP)

addresses two ofthe SIP
The plan for the unused sections ofthe Children’s Shelter
care reentry.
measures: multiple foster care placements and foster

The provision ofenhanced mental health and educational services supports caregivers.
Unresolved mental health issues and/or poor school attendance and performance are key

factors in the instability of a child’s placement. The provision of enhanced mental health
tor
and educational services to children

will result in increased stability and permanency
children and reduce multiple foster care placements.

To address foster care reentry, children receiving in-home voluntary services or court-

to the Children’s Shelter s
ordered family maintenance services will also have access
-n kbe
who are referred to DECS will

pilot programs. Eventually, the goal is that all children
able to receive services in these pilot programs. In offenng these services, the Children s
Shelter’s pilot programs will act as a preventative measure in helping to stabilize

families, keeping them out of the foster care system.
4)Eamilv to Eamilv

DECS continues its commitment to incorporate the Eamily-to-Eamily(E2E) strategies

E2E principles and
into its practice. The 2003 DECS reorganization incorporated
is
the
result
ofthat commitment, with
strategies. The reduction ofthe Shelter population
on
congregate
care. One of the
more children placed in family settings and less reliance
Resource
families
presently
do not
E2E principles is the support of resource families. abuse and neglect. The children
s
receive adequate help in coping with the effects of
2

emotions and behaviors often contribute to foster care and relative home disruptions.

Providing for foster children’s mental health and educational needs are key to supporting
resource families in maintaining successful placements.

GUIDING PRINCIPLES OF THE PILOT PROGRAMS

The principles guiding the pilot programs at the Children’s Shelter are:
• All children require stable, permanent placements.

• Services that support children and their caregivers increase the likelihood of stable
and permanent placements.

. Children in the child welfare system, by virtue of their circumstances, have

experienced some degree of disruption in their lives, which may affect their

emotional well being.

.

• Children must be assessed for and provided mental health services that support their
emotional well-being as early as possible.

• Children require specialized educational supports to meet their educational needs,
which are often disrupted by multiple placements.

• Children must be assessed for and provided specialized educational supports that
support their educational needs as early as possible.
• Children and their caregivers will receive services during hours that are responsive to
their needs.

GOALS OF THE PILOT PROGRAMS

Improve children’s mental health by offering enhanced screening and assessment for,
linkage to, and coordination of mental health services.
2) Improve children’s educational achievement by offering strategies to stabilize
1)

attendance and interventions to improve literaey.

PERFORMANCE OUTCOMES OF THE PILOT PROGRAMS
services.

1) Increased number of children receiving mental health
2) Improved literacy of children.
3) Improved child and parent/caregiver satisfaction with support in school and mental
health assistance.

4) Increased number of school days attended.

DESCRIPTION OF THE PILOT PROGRAMS

Beginning January 2005, enhanced mental health and educational support programs will
be provided at the Children’s Shelter facility.
3

The pilot programs will be phased in over three years. The first phase will focus on
children ages six to eleven years old. Subsequent phases will include an evaluation of the
pilot program and expansion of the pilot program to the entire child welfare population,
ages zero to eighteen.
Mental Health Services

1)

A six-person team of mental health professionals will be stationed at the Shelter to
screen every child.

2)

For each child who experiences changes in placement or removal from home,

services to meet the child’s emotional needs or crises will be provided within 24
hours onsite.

3)

4)

A full mental health assessment will be completed for each child, as determined by

the screening process. The mental health staff will meet with the child and significant
others to determine the child’s mental health status and service needs to formulate an
initial care plan. The mental health assessment will be shared with DFCS.
In consultation with social worker, family members, caregivers and/or others, a care

plan will be developed. A community-based provider will be identified for referral, if
needed. The mental health staff will convene the treatment planning conference and
begin transition work with the child.

5)

As needed, the child and caregiver or family will be provided an array of mental

health services through community-based providers.
6)

7)

Mental health staff will monitor the status of each child’s treatment and coordinate

monthly meetings of providers and DFCS stakeholders to assure quality treatment
and safety of the child.
Classes for caregivers will be developed based on emerging issues for this child

population.
8)

Specialized training for providers on issues relevant for the pilot clients will be

9)

Evaluation information will be gathered from the community-based mental health

offered.

^ iu

uu

providers, educational support providers, child clients (if age-appropnate), their

caregivers, and social workers to determine program success.
Educational Services

1)

A two-person team of specially-trained teachers will be stationed at the Children s

Shelter to work with children, their caregivers, their school personnel and community
resources.

2)

j •

j

A three-day program ofinteractive instruction and play specifically designed tor
children in the child welfare system will be offered. The research-based curriculum
uses the State’s language arts standards and best practices in literacy education. The
curriculum is based on best practices in helping children develop or increase coping

3)

skills, cooperation, and self-management.
■ ■
r
Each child’s reading level and needs will be obtained Ifom the child s distnet of
residence. Education staff will make personal contact with the child's local school to

4

explore existing and ongoing resources for the child and her family that can promote

school achievement and to link the family to those resources.

4) Education staff will be available to collaborate with social workers, mental health

staff, caregivers, community resources, the child's local school, and other key
individuals who are in a position to bolster the child's academic performance by
identifying ways to strengthen and reinforce the child's academic success skills.
5) Caregivers will receive help in building effective relationships with teachers, making
connections that keep children going to school, and supporting children’s positive
behaviors. The educators will be available to talk with and meet with the child,

parents, caregivers, and social workers to resolve issues and provide guidance in how
to support the child's success in school. The hours of availability for educators to
meet with parents and caregivers will be flexible to accommodate the schedules of
working parents.

PARTNERS IN PILOT PROGRAMS

The County Mental Health Department, the County Office of Education, and the
Department of Family and Children’s Services will work together to offer services that
will meet the goals ofthe pilot programs, provide support to both children and their

caregivers, and support the work of social workers. These partner agencies will provide
services to

children and families, participate in team training opportunities, and will

obtain and share data that effectively measures the pilot programs’ success.

The following lists the roles and responsibilities ofeach partner:
Department of Family and Children’s Services
• Referral of clients and parents/caregivers.

• Participate in and provide training opportunities for the mental health and
education services team.
• Coordinate partners, team meetings and trainings, and data collection.
Mental Health Department

• Provide on-site services, including assessment services, care plan for caregivers,

linkages to community providers, follow-up, data collection, and delivery of

parent/caregiver group classes.
• Coordinate mental health provider network services.

• Participate in and provide team training opportunities.
County Office of Education

. Provide individualized "self-management" skill-building to encourage regular
school attendance and positive behaviors among children with a minimum
absence from mainstream classes.

• Provide literacy interventions to children.

• Include parents and caregivers in children’s skill-building interventions.
® Participate in and provide team training opportunities.
5

An operational planning team was formed to develop the service delivery and
implementation plans for the pilot programs. This team consists oftwo or more
representatives from DECS,the Mental Health Department and the County Office of

Education. The Operational Planning Team is scheduled to meet at least once every two
weeks from October 2004 through January 2005.

DECS is presently holding workgroups that includes DECS staff, union members, mental
health staff, and County Office of Education staff. These workgroups are to address and
resolve the following issues by mid-November 2004:

• Legal issues including but not limited to: reducing confidentiality barriers to shanng
information between departments/offices; clarifying the impact of AB 490 on the
s state license to
educational program; obtaining changes to the Children’s Shelterbetween
DECS and
allow pilot programs; establishing memorandum of agreements
Mental Health and County Office of Education, and information sharing, including

electronic information.

• Referral issues including but not limited to: identification and number of children
the various types of placements;
between 6-11 years and 12-18; number of children inand/or
educational services;
identification of children who require mental health
documents
or processes;
referral process preferably using CWS/CMS or existing
and
monitonng
ofservices.
coordination with psychological evaluation process;

. Eunding issues including but not limited to: establishing Medi-cal eligibility; if and
how much will be needed to secure services such as transportation services, parent

advocates, translation services, childcare, facility needs, and evaluation services.

Board of Supervisors; the
The following stakeholders, including but not limited to theShelter
Use Committee; Santa
Children, Seniors, and Eamilies Committee; the Children’s
Birth
Parents; Foster
Clara County Dependency Court; Continuum of Care Workgroup;
Foster
Youth;
Silicon Valley
and Adoptive Parents’ Association; Current and/or Former
Children’s Fund; and Child Advocates of Santa Clara and San Mateo Counties will be

updated and asked to provide input on the service delivery design and implementation ot

the pilot programs.

6

PHASE I PLANNING AND IMPLEMENTATION TIMELINE

Start

End

date

date
8/4/04

Develop implementation plan overview
Obtain CSFC approval of implementation plan

7/04

8/4/04

8/04
8/04

8/18/04
8/31/04

8/04

10/22/04

9/04

10/20/04

10/4/04

10/4/04

Provide follow-up information to CSFC
Convene Operational Planning Team

10/12/04

10/15/04

Draft outline of service delivery components

10/27/04

11/10/04

8/18/04
8/31/04

Identify partner agencies
Develop planning process

Convene Workgroups

10/22/04

10/20/04
10/4/04

.

10/15/04

^

Develop detailed program plan and case flow to implement

10/27/04

11/15/04

11/12/04

12/10/04

Amend Shelter’s license

11/12/04

Finalize program budget

11/15/04

12/15/04
12/15/04
11/20/04

11/20/04

12/15/04

11/20/04

12/15/04

Complete DFCS referral process and forms

12/15/04

1/09/04

Provide staff training and orientation

1/10/05

ongoing

11/12/04

Completed

Task

programs

Meet/confer with unions
Finalize Pilot Program Plan

Execute MOU DFCS/Mental Health Department and
Service Agreement DFCS/COE

1/10/05

1/31/05

First cases referred for pilot programs services
Help staff available for referral concerns

1/10/05

ongoing

Evaluation of programs

^

7

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Board of Supeivisors: Donald F Gage, Blanca Alvarado, Pete McHugh, Jim Beall, Liz Kniss
Countv Executive: Peter Kutras Jr

(J-0rnmittee

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Boatd of Supetvisors: Donald F, Gage, Blanca Alvarado, Pete McHugh, Jim Beal l , Liz Kniss
iJounty Executive: Peter Kutras Jr.

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Committee Agenda Date :De:eml;iei S, 2004

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Department of Family and Children’s Services(DFCS)
Children’s Shelter Pilot Programs

Service Delivery Design and Implementation Plan
Pilot Programs Target Population

The initial target population for the pilot programs will be children aged six to eleven
who have had a service case' opened in DFCS and who live in Santa Clara County.

Based on statistics gathered on this population in 2003, it is estimated that there will be
100 children a month in the target population. The demographics of the target population
are based on data gathered in October 2004, and are as follows:

•

Children reside in all sectors of the County.

•

The majority of these children are in out-of-home placement within the County.

•
•

The age ofthe children is evenly spread between six, seven, eight, nine, ten and
eleven years.
The primary language spoken by children in the target population is 85% English,
14% Spanish and 1% other.

Program Entry

DFCS will be the entry point for all children using the pilot programs. Social Workers in
the Assessment Unit at the Children’s Shelter will identify children who are entering the
child welfare system. A Pilot Programs Social Work Supervisor, reporting directly to the
Children’s Shelter Director, will be responsible for coordinating children’s entry into the
pilot programs, program services and accurate and timely information to case carrying
Social Workers.
Process'

Social Workers in the Assessment Unit will fill out a new Intake form that has been
whether they are physically
developed, for every child entering the child welfare system,
This
form
will combine and
admitted at the Children’s Shelter or enter elsewhere.

Mental Health referral
replace the current Children’s Shelter Admit Fonn and the current
populated with identifying

form. The new Intake form will eventually be automatically
information from the CWS/CMS system, the statewide child welfare seiwices electronic
will put a copy of the Intake fonn
information system. Assessment Unit Social Workers
Children’s
Shelter clencal staff(only
in a basket marked “Mental Health”, give a copy to
Shelter
residential
services), and put
for children physically admitted to the Children’s
County. For the Children’s Shelter
the original form in the PONY basket for DI or South
forms
from the Assessment Center
Pilot Program, Mental Health staff will pick up the
two times each day.

been taken into protective custody, a petition on behaT
'An open service case is one in which the child has
family voluntarily elected to receive services trom UfCb.
of the child will be submitted to the Court, or the

Page 1 of7 Pilot Programs SDD&I Plan Final 11-24-04

Service Delivery - Mental Health

Mental Health will be the central contact for DFCS staff for any mental health service
related issues regarding the children on their caseloads.
Service Process:

Once the referral is received by Mental Health staff, they will make contact with the

caregiver to set up an appointment for the child to be screened within two to 48 hours at
the Children’s Shelter. Services will be available Monday through Friday from 8:00 a.m.
to 9:00 p.m. For weekend availability, an on-call system is in place. Regular weekend
staffing will be developed, once the Pilot Program is underway and the need is
determined. Caregivers will be encouraged to transport the child to this appointment.
During the initial mental health screening, the immediate emotional needs of the child
will be addressed and crisis intervention will be initiated as needed. Following the initial

screening. Mental Health staff will gather more information, from caregivers, family
members, the case carrying social worker and others, and will complete a full assessment
of the child’s mental health status. At this time, an initial care plan will be developed and
shared with the caregiver.

child to a Mental Health
Following the assessment. Mental Health staff will refer the
to
address
the issues they have
service provider in the community for ongoing treatment
identified. Mental Health staff will work with the caregiver, the case carrying Social

Worker and the service provider to assure a smooth transition. The community-based
provider will see the child within five to seven days of referral.
The community-based provider will meet with the child and caregiver and other

agreeable goals and
significant family members to develop a care plan with mutually
both
the
child and caregiver in
objectives. Care plans will include elements that involve
staff
will
follow-up with the
ways to address behavioral issues. Shelter Mental Health

that the child and family
service provider by phone within two weeks ofreferral to assure
were seen and a care plan was developed. Shelter Mental Health staff will continue to
monitor the status of the child’s treatment through monthly meetings with service
providers and appropriate DFCS staff.

If the DFCS Social Worker or caregivers have concerns or special issues regarding the
child’s treatment, they will discuss those with the service provider. If conflicts or serious
issues cannot be resolved with the service provider, the Mental Health staff at the
Children’s Shelter should be notified so they can address the concerns through their
monitoring function.

health status and behaviors show
Services will be provided as long as the child’s mentalmonths.

necessity. Average length of service is nine to twelve

Page 2 of7 Pilot Programs SDD&I Plan Final 11-24-04

Mental Health will gather and analyze performance measures of 1)increased access to
mental health services, and 2) child, caregiver and social worker satisfaction with
services.

Service Delivery - Education

Educators from the County Office of Education (COE)will offer a five-day/week

program, with availability on weeknights and Saturday mornings for individualized

assistance to children and caregivers. The program will consist ofthree days of
interactive instruction and play at the Children’s Shelter, referred to as Success Camp.

The other two days will be spent following up with the DECS Social Worker, caregivers,
school districts, teachers and children. Tutoring will also be offered for children.

COE’s program is flexible and focuses on building success through resiliency,

organization, literacy and preventing problems through social skill instruction. The
that teach self-management and
program will provide successful prevention strategies
a
research-based
curriculum with
strategies that prevent behavior problems. This is
that
maintain
positive
behaviors
effective instructional procedures and reinforcements
includes
classroom
routines
and
both inside and outside of the classroom. The curricula
survival skills (listening, asking for help, saying thank you, bringing materials to class,
asking a question, ignoring distractions, etc). Instruction will be provided through
interactive play to teach friendship-making skills, skills for dealing with feelings,
alternatives to aggression, conflict resolution and skills for dealing with stress.

will be responsible for
The program will be staffed with two teachers. The teachers
the
child’s
school and community
preparing the weekly lessons ,building linkages with
including the
programs, and assisting with parent/caregiver support programs,Tutorial
support in
development of effective parent/caregiver/teacher partnerships.
reading and math will be available for the families. Tutors will be trained to support
ofthe week will be for staff to
literacy, reading and language acquisition. The first day
scheduled
for that week s Success
research, plan, and collaborate regarding the students
with
the children m the
Camp. Tuesdays, Wednesdays and Thursdays will be spent
Success Camp (see Appendix I for detailed description of the Success Camp). On
Fridays, educators will follow-up with caregivers, Social Workers, school districts, and
community resources.

to show improvement m the
COE expects the children they work with in this program
toward
school, reading skills, word
following areas: school attendance, behavior, attitude
social
skills,
coping skills, self
recognition, number of pages read daily, goal setting, skills. Performance
measures
management, anger management and conflict resolution

related to school attendance and literacy will be gathered and analyzed by COE
regularly.

Referral Process:

r-

■

u

After the mental health screening and assessment, and within 10 days of entry into the

system, the Pilot Programs Social Work Supervisor will consult with Mental Health staff
Page 3 of7 Pilot Programs SDD&I Plan Final 11-24-04

and the DECS Social Worker to schedule the child to attend Success Camp. Scheduling
will be flexible to consider the child’s emotional state, level of current engagement in

school and capacity for a three-day absence, language, age and transportation needs.
Once a list is generated for each week’s attendance at Success Camp,the COE educators
will prepare by contacting the child’s school and engaging the teacher and administrators
there. Links with the Children’s Shelter Student Review Team (for Shelter residents) and
the Educational Rights Project will also be established. The Pilot Programs Social Work
Supervisor will coordinate transportation for the children who need it.
After attendance at Success Camp, COE staff will follow-up with the DECS Social
Worker, the child’s local school, and caregivers to ensure the gains made can be
sustained. Children will be welcome to attend Success Camp more than once if
indicated.

Multidisciplinary Approach for Children and Families

Each week, the Pilot Program Social Work Supervisor will convene a meeting of the
mental health and education staff and representatives from DECS to review trends in
service needs, troubleshoot service delivery and coordination, and make

recommendations for program improvement. Group activitiesachievement
for parents will
and carepvers
be planned.
to learn how to support mental health needs and educational
Groups for children may also be held.

will be presented to the
Erom the weekly meeting, service needs and recommendations
Team
has been meeting to
Pilot Programs’ Operational Planning Team. The Planning
plan the Pilot and will continue to meet monthly once thedirectors
programs
areDECS,
la^^ched.
This
from
Mental
Team includes line staff, managers and the Department Director.
Health and COE and is chaired by the Children’s Shelter
Service Delivery Challenge: Serving all Sectors of the County
To serve

South County, mental health services and COE’s Success Camp will be made

available in Gilroy on a regular basis.

Shelter Pilot Programs.
Transportation will be the greatest challenge for the Children’s
one
sedan
to use for transportation.
The Children’s Shelter has two 8-passenger vans and
the last part of their shi to
The two assigned drivers will devote the beginning and
which
will be held at the Children s
transporting children to and from the Success Camp, for single
appointment
Shelter and in Gilroy. The two drivers will be available
and Eriday. The Pilot
transportation in the middle of their shifts and all day Monday
Social
Worker I s and
Programs will rely on caregivers, assigned Social Workers,
volunteers for the rest of the one-time appointments. All transportation will be
coordinated by the Pilot Programs Social Work Supervisor in conjunction with the stall
in the On-Duty Office at the Children’s Shelter.

Page 4 of7 Pilot Programs SDD&I Plan Final 11-24-04

Service Delivery Challenge: Information Sharing

Information Systems staff, County Counsel and staff from Mental Health, COE and
DECS are developing a web-based application that allows information about Pilot
Program services to children served in the Pilot Program to be entered into one place.
Ability to view the information will be restricted based on confidentiality. The state

wide child welfare information system, CWS/CMS,will continue to be the Department s

official record.

Co-location of Pilot Program with Residential Program in Children’s Shelter
The Children’s Shelter is licensed by the State Department of Social Services,

Community Care Licensing(CCL),to provide 24/7 care and supervision for children. To
stay in compliance with CCL regulations, the following procedures have been put into
effect.

must have a criminal
All COE and Mental Health staff assigned to the Pilot Program
at
the
Children’s Shelter.
background check cleared by CCL before they start working
them
to
work.
The staff must also have a current TB screening clearing

All Pilot Program participants will be monitored closely when they are at the Children’s
Shelter. At no time will a child or caregiver participating in the Pilot Pro^am be left to
participants will not be allowed to
walk unescorted in the Shelter. Also, Pilot Program
unless
the Shelter residents are
socialize with the children residing at the Shelter,
participants in a Pilot Program.

All participants will wait in the Shelter lobby until they are escorted to the pilot

programs’ sites by a qualified staff person from thattheprogram.
For theandSuccess
C^P>
Shelter lobby
wait with
them
person transporting the children will bring them to their
dnvers arriving for Mental
until the COE staff comes to get them. Children and

Health appointments will follow the same procedure.
Pilot Programs Oversight, Monitoring and Evaluation

staff from the Mental Health
The Pilot Programs Social Work Supervisor will conveneand
program needs, continue

Department, COE and DFCS weekly to monitor service
This information will be
planning, troubleshoot and recommend program enhancements.
reported back to the Operational Planning Team, which consists ofline staff, managers
and the Directors of DFCS, Mental Health and COE.

Planning Team will
Besides reviewing the information listed above, the Operational
for
Phase
II planning, oversee
monitor performance measures, make recommendations
provide
updates
to the Children,
budget planning for Fiscal Years 2005 and 2006, and
Seniors and Families Committee of the Board of Supervisors.

Page 5 of7 Pilot Programs SDD&I Plan Final 11-24-04

The Pilot Program will be evaluated based on the performance measures agreed upon by
Mental Health, County Office ofEducation, and DECS: 1)Increased access to mental
health services, 2)improved school attendance, 3)improved literacy, and 4)client
satisfaction with services. To measure client satisfaction, a survey instrument is being

developed by Mental Health, County Office of Education and DECS to be given to the
children and caregivers. A data collection instrument as part of the Intake form is under
development to capture and report the performance measures on each child. This and
other information will be used to evaluate the effectiveness of the Pilot Programs.
Plan Finalization: December 2004

During the month of December, DECS will be finalizing the following elements in
preparation for Pilot Program launch in January 2005:
• Intake form for DECS and referral to Pilot Programs

• Confidentiality and information sharing, based on input from County Counsel and
other legal experts
• Data collection process

• Licensing approval from Community Care Licensing Division
• Orientation and training plan for county, school and community groups
Phase I Planning and Implementation Timeline
Start date

7/04

8/4/04

8/04

8/18/04

Completed

Task

End date

8/4/04

Develop implementation plan overview
Obtain CSFC approval of implementation plan

8/18/04
8/31/04

8/04

8/31/04

Identify partner agencies

8/04

10/22/04

Develop planning process

9/04

10/20/04

10/20/04

10/4/04

10/4/04

Provide follow-up information to CSFC
Convene Operational Planning Team
Draft outline of service delivery components
Convene Workgroups

10/15/04
11/10/04

Develop detailed program plan and case flow to implement

11/19/04

10/12/04

10/15/04

10/27/04

11/10/04

10/27/04

11/15/04

10/22/04

10/4/04

programs

11/12/04

12/15/04

Meet/confer with unions

11/12/04

12/10/04

Amend Shelter’s license

11/12/04

12/15/04

11/15/04

11/20/04

Finalize program budget
Finalize Pilot Program Plan

11/20/04

12/15/04

11/20/04

12/15/04

Complete DFCS referral process and forms

12/15/04

1/09/04

Provide staff training and orientation

.

Execute MOU DFCS/Mental Health Department and

1/10/05

ongoing

1/10/05

1/31/05

1/10/05

ongoing

Service Agreement DFCS/COE

First cases referred for pilot programs services
Help staff available for referral concerns
Evaluation of programs

Page 6 of 7 Pilot Programs SDD&I Plan Final 11-24-04

Pilot Program Expansion

After June 2005, planning will begin to expand the Pilot Programs to include children of
all ages served by the Department of Family and Children’s Services. The evaluation
results of the first six months of the Pilot Program will he considered in planning any

expansion. The Operational Planning Team will meet monthly to develop
recommendations for expansion and oversee planning. Membership on the Operational

Planning Team may change depending on direction of expansion efforts and expertise
needed. Input will be obtained fi'om partners and the community.

Page 7 of 7 Pilot Programs SDD&I Plan Final 11-24-04