exit and transition · the building a better future: out of home care reform in western australia...

Exit and Transition Implementation Guide May 2017

Government of Western AustraliaDepartment for Child Protection and Family Support

Acknowledgement of country And PeoPles

The Department for Child Protection and Family Support

acknowledges the Aboriginal and Torres Strait Islander

peoples as traditional custodians of this land. It pays respect

to their Elders past, present, and future.

It recognises the long history of Aboriginal and Torres Strait

Islander peoples on this land and acknowledges that the past

is not just the past. The past, the present and the future are,

as they always are, part of each other – bound together.

EXIT AND TRANSITION IMPLEMENTATION GUIDE

Foreword �� 3Glossary of Terms �� 4Background �� 6Purpose �� 7Guiding Principles �� 7Transition Time-frames and Outcomes�� 9Carer Transition �� 10Roles and Responsibilities �� 11

Department’s responsibility: �� 11Community Sector Organisation responsibility: �� 11Department and Community Sector Organisation joint responsibility: �� 12

KEY ACTIVITIES�� 13The Needs Assessment Tool (NAT) �� 13The Care Arrangement Referral (CAR) �� 13Awarding of Contracts �� 14Step 1 - Contract Meeting �� 14Step 2 - Transition Meeting �� 15Step 3 - Welcome Meeting �� 16Managing Decisions �� 17Carer Transitional Assessment Process (CTAP) �� 18

FREQUENTLY ASKED QUESTIONS �� 20Q� What records am I required to provide to the Department and/or incoming CSO? �� 20Q� What service is required during the transition period? �� 21Q� What are the contractual and legal requirements Exiting CSOs need to comply with? �� 22

APPENDIX 1SERVICE AGREEMENT EXIT PLAN �� 23

APPENDIX 2CHECK LIST FOR TRANSITION �� 29

APPENDIX 3DECISION MAKING IN TRANSITIONING �� 31

APPENDIX 4CHILD TRANSITION TEMPLATE �� 32

APPENDIX 5CARER TRANSITION TEMPLATE �� 35

APPENDIX 6TRANSITION MEETING �� 36

APPENDIX 7EXIT AND TRANSITION FLOW CHART �� 38WHO DOES WHAT IN EXIT AND TRANSITION� �� 40

Exit and Transition Implementation Guide

contents EXIT AND TRANSITION

IMPLEMENTATION GUIDE

Foreword �� 3Glossary of Terms �� 4Background �� 6Purpose �� 7Guiding Principles �� 7Transition Time-frames and Outcomes�� 9Carer Transition �� 10Roles and Responsibilities �� 11

Department’s responsibility: �� 11Community Sector Organisation responsibility: �� 11Department and Community Sector Organisation joint responsibility: �� 12

KEY ACTIVITIES�� 13The Needs Assessment Tool (NAT) �� 13The Care Arrangement Referral (CAR) �� 13Awarding of Contracts �� 14Step 1 - Contract Meeting �� 14Step 2 - Transition Meeting �� 15Step 3 - Welcome Meeting �� 16Managing Decisions �� 17Carer Transitional Assessment Process (CTAP) �� 18

FREQUENTLY ASKED QUESTIONS �� 20Q� What records am I required to provide to the Department and/or incoming CSO? �� 20Q� What service is required during the transition period? �� 21Q� What are the contractual and legal requirements Exiting CSOs need to comply with? �� 22

APPENDIX 1SERVICE AGREEMENT EXIT PLAN �� 23

APPENDIX 2CHECK LIST FOR TRANSITION �� 29

APPENDIX 3DECISION MAKING IN TRANSITIONING �� 31

APPENDIX 4CHILD TRANSITION TEMPLATE �� 32

APPENDIX 5CARER TRANSITION TEMPLATE �� 35

APPENDIX 6TRANSITION MEETING �� 36

APPENDIX 7EXIT AND TRANSITION FLOW CHART �� 38WHO DOES WHAT IN EXIT AND TRANSITION� �� 40

Exit and Transition Implementation Guide mAy 2017

3

ForewordThe Building a Better Future: Out of Home Care Reform in Western Australia (Reform Plan) was launched in April 2016 and outlines how the Department’s current resources and workforce, as well as future expenditure, will be invested over the next five years to better meet the needs of children in the out-of-home care (OOHC) system. This is one of the most significant reforms of its kind in the history of Western Australia.

A key element of the OOHC Reform has been to redesign the care arrangement service models to better support a focus on the child’s needs and the development of a strong, flexible service system that delivers the best outcomes for children.

A critical aspect of this work has been the ongoing partnership with Community Services Organisations (CSOs) to redesign the models of care and implement key reform actions.

We know we are more likely to achieve improved life outcomes for children in out-of home care when there is:

y early certainty and stability

y safe, healing and supported care, and

y development and maintenance of enduring relationships.

The Exit and Transition Implementation Guide is the result of work between the Department and CSOs to develop a set of principles and steps to guide the way we collectively support children, carers and families through this transition.

The key message throughout the transition is that a child’s needs and best interests are paramount. This means that no permanent care arrangement should be affected by the transition process. It is important that we all work together to consider the child’s best interest and to individually work through each case on a child by child, carer by carer basis. This Guide provides direction on how best to do this and reinforces the key principles of child participation and collaborative planning to achieve the best possible outcomes.

With any change comes a degree of uncertainty and while this can be unsettling, I am confident that with strong and supportive collaboration between the Community Service Sector, the Department and our carers, we can support children to continue to thrive in care.

I wish to acknowledge the input of individual staff from the Community Services Sector and the Department in bringing this Guide to fruition.

Emma WhiteDirector GeneralDepartment for Child Protection and Family Support

4

GLOSSARY OF TERMS

Aboriginal and Torres Strait Islander child placement principle – the objective of the principle is to maintain connection with family and culture for Aboriginal and Torres Strait Islander children who are subject to a care arrangement.

The aims of the principle are to

• Recognise and protect the rights of Aboriginal and Torres Strait Islander children, families and communities.

• Increase the level of self-determination for Aboriginal and Torres Strait Islander peoples in child protection matters.

• Reduce the disproportionate representation of Aboriginal and Torres Strait Islander children in the child protection system. Department for Child Protection and Family Support (2016). Aboriginal Services and Practice Framework 2016-2018.

Better Care, Better Services Standards – the standards framework developed and adopted by out-of-home care providers in Western Australia for children in out of home care.

Care arrangement – the organisational arrangement that provides out-of-home care for a child.

Care Team – the group of identified people who hold a shared responsibility for the planning and implementation of strategies and services to support a child in a care arrangement.

Carer - for the purposes of the exit and transition process and throughout this Guide the term ‘carer’ is used to include foster carers and a Community sector organisation (CSO) staff (employees) who provide care to children in the CEO’s care as part of a care arrangement.

Carer Transition Template - to be used when a foster carer chooses to transition from one service to another as part of the Reform process. To be completed by the Exiting CSO and used in the Transition Meeting. The consent for exchange of information about the foster carer should be sought from the foster carer by their current (Exiting) CSO prior to the Transition Meeting.

Child Transition Template - to be used when a child is transitioning from one CSO to another CSO or to the Department. To be completed by the Exiting CSO and used in the Transition Meeting. The child should participate in the planning process as commensurate with her/his age and capacity.

Community sector organisation (CSO) – a non-government organisation providing out-of-home care services.

Exiting CSO – a CSO whose contract with the Department to provide care arrangements for children in the CEO’s care is to cease or has ceased; or where there has been a reduction in the number of care arrangements to be provided under the CSO’s new contractual arrangements with the Department.

Foster carer – Carer’s Own Residence - a non-family care arrangement provided by a foster carer where child(ren) are cared for in the carer’s primary residency (where the residence is not provided by the Department or by a CSO).

5

Foster carer – Other Residence - a non-family care arrangement where child(ren) are cared for in a residence provided by the Department or by a CSO.

Incoming CSO – a CSO contracted by the Department to provide care arrangements for children in the CEO’s care. This may be a newly contracted CSO or an existing contracted CSO that has entered into a new contract to provide an increased number or specific type of care arrangements.

Transition plan - the plan developed at the Transition Meeting between the Exiting CSO, the Incoming CSO and the Department. The plan details the transition of a child and their carer, where in the best interest of the child, or a child from one CSO to another CSO or to a care arrangement in the Department.

6

BackgroundIn 2015 the Department for Child Protection and Family Support (the Department) embarked on a reform of the Out of Home Care (OOHC) service system in Western Australia which led to the release of the Building a Better Future: Out-of-Home Care Reform in Western Australia (the Reform Plan) in April 2016. The purpose of the Reform Plan is to better meet the needs of children in the OOHC system, supporting them to live the best lives possible. The Reform Plan is driven by focussing on the individual needs of children in the Chief Executive Officer’s (CEO’s) care with a strong focus on improving outcomes for Aboriginal children, families and communities in contact with the child protection system as well as those in OOHC.

The OOHC Reform Plan outlines significant changes including:

y the system focus – a system that is driven by the needs of the child;

y the service system – a coherent, flexible and sustainable service system that delivers the outcomes desired;

y the standards – a safe system, with high-quality standards; and

y the legislation – a legal framework that supports the best outcomes for children.

As part of the OOHC Reform Plan the Outcomes Framework for Children in Out-of-Home Care in Western Australia (Outcomes Framework) has been developed to monitor; measure and regularly report the outcomes achieved for children living in OOHC.

Six outcome areas comprise the Outcomes Framework

1. Safe and stable - children live safely in a stable care arrangement.

2. Healthy - children have strong physical, social and mental health.

3. Achieve - children attend, participate in and achieve a quality education.

4. Belong - children develop and retain a deep knowledge and understanding of their life-history and identity.

5. Included - children are included by the systems that support them.

6. Future life outcomes - children leave care equipped with the resources to live productive lives.

A coordinated and flexible service system that is accountable to high quality standards.

The Department’s partnership with the community services sector is a critical part of delivering an OOHC system that improves the life outcomes for children in the CEO’s care. The Department has worked in partnership with the community services sector to develop a suite of care arrangement models to be implemented by CSOs and the Department including Temporary Care, Community Foster Care, Group Care, Complex Community Care and Residential Group Homes. The Department will continue to provide Residential Group Homes.

The Department is committed to procuring a suite of care arrangement services in 2017 with a view to commence new service agreements in 2018. Planning for the cessation of current service agreements and the transition to new service agreements will involve the possible transition of children, carers and in some cases, Department assets to successful Tender Respondents as part of the contractual arrangements.

A Departmental Exit, Transition and Implementation Project Group (the Project Group) was established in July 2016 to engage with existing CSOs and relevant Departmental staff to develop, plan for and implement exit and transition processes to support the future service delivery system. In addition, the Project Group will develop an

7

Establishment Guide and support newly contracted services. The Project Group; chaired by a Director Service Standards and Contracting includes representation from relevant departmental sections (non-government funding, facility management, service delivery metro and country, residential care, the Child and Carer Connection Hub (the HUB), an Aboriginal Practice Leader and the Advocate for Children in Care.

Two Workshops with CSO representatives of all the current contracted services were held in 2016. These workshops and the subsequent small working groups provided input into the development of this Exit and Transition Implementation Guide (the Guide).

A Draft of the Guide was circulated to all current contracted services and department staff for comment and feedback which has been integrated into this final document.

Purpose The purpose of the Guide is to outline an agreed strategy between the community services sector and the Department to transition from the existing service system to the new service system. The strategy describes the roles and responsibilities of the Exiting and Incoming CSOs and the Department to facilitate the successful exit and transition of children and carers to the new service system while prioritising outcomes for the child.

The Project Group will coordinate and facilitate activities related to the exit and transition process.

The Department’s preferred option is for children and their current carers to remain together where the Department considers this is in the child’s best interests. The goal is that no permanent or stable care arrangement will be disrupted as part of the transition. However, in situations where this is not possible, this Guide provides details of the process to be undertaken.

The focus is on maintaining stability of care arrangements for children in the CEO’s care. The Guide outlines that some situations will need to be addressed on a case by case basis as they will require an individualised response. This includes the need for flexibility, for example, when cases involve keeping or bringing siblings together.

The success of this process depends on the capacity of all stakeholders to engage with each other in a respectful, open and transparent manner. All parties involved must work together with the primary focus always being the best possible outcome for the child in the OOHC system.

Guiding Principles This Guide was developed in consultation with key stakeholders from the existing contracted CSOs and the Department and the following principles and working guidelines were jointly agreed:

1. The best interest of each individual child is paramount in all decision making. Each child impacted by the transition process must have an individualised transition plan to identify and accommodate the child’s needs.

2. Information provided to the child during the period of transition must include key messages to confirm to the child that any changes are due to system reform, not due to her/his behaviour.

8

3. All decision making, including matters related to care arrangements, remaining with the current carer and maintaining contact arrangements throughout the transition process must occur in a manner that causes minimal disruption or change for the child. This includes consideration of location, proximity to biological family, therapeutic, social and recreational factors, educational services, and maintaining existing relationships. There should be a clear written plan for how this will occur.

4. Decision making and practice is informed by therapeutic and trauma-informed models of care.

5. The Department and the CSO partnership is based on respect, maturity and acknowledgement of the strength of the working relationships. Open communication and face–to-face meetings are the preferred method for achieving successful transitions.

6. A Care Team1 approach will be implemented under which CSOs and the Department support each other; including the child, carer and family throughout the transition.

7. Sibling groups will be placed in one care arrangement where it is in their best interest.

8. The Aboriginal and Torres Strait Islander placement principle and consultation requirements and the Culturally and Linguistically Diverse (CaLD) guidelines will be complied with to establish that care arrangements are culturally appropriate.

9. Children’s rights will be acknowledged and upheld during the transition period. Children will be supported and empowered to express their opinion, to participate in the process and will be kept informed of and made aware of the decisions that are made and supported to access avenues to appeal decisions.

10. The Department will retain case management responsibility at all times including during the exit and transition process.

11. Disclosure of relevant information between all parties and in the best interest of the child will occur, in accordance with legislative and confidentiality requirements, to assist in the exit and transition of children and carers.

12. Carers will be provided with all relevant information to enable them to make informed choices about their future caring options.

An inclusive decision making approach is to be implemented throughout the exit and transition process. The Department, as the holder of parental responsibility for the child and in line with legislative and practice requirements, will ultimately determine what is in a child’s best interests. Differences of opinion in relation to decisions for children will be worked through in a collaborative way with all relevant stakeholders in the child’s care team, including the CSO.

It is acknowledged that the transition process will have an impact on children, carers, departmental and CSO staff and systems. The process, therefore, requires cooperation, flexibility and planning by all parties that considers the support needs of children and carers to enable as seamless a transition as possible. This includes flexibility to negotiate timeframes to support the success of the process.

1 The Department for Child Protection and Family Support - Care Team Approach Practice Framework, December 2016.

9

Transition Time-frames and OutcomesThe OOHC Reform Plan states that an open tender process will take place in 2017. All Tender Requests aim to be advertised in 2017 and contracts awarded in 2018 with a view to new contracts commencing early to mid-2018. This Guide and the Establishment Guide describe the activities required to support the cessation of existing contracts and commencement of new contracts within these timeframes.

The outcome of the procurement process may impact CSOs, carers and children in those services in different ways.

The Department does not consider a ‘grandfather clause’ as the best way to address the needs of children in care during the transition. The needs of all the children who transition will be considered on a case-by-case basis. Individual arrangements will be managed by the Project Group and worked through with the child’s care team including the CSOs.

For the purpose of this Guide the possible outcomes for the child include:

y An existing contracted CSO is awarded a contract for the same or increased number of care arrangements. In this case there will be no change to the care arrangements, and all children will remain with the same carer and with the same service provider. This CSO will be an Incoming CSO for the additional number of care arrangements.

y An existing contracted CSO is awarded a contract with a reduced number of care arrangements. In this case some of the children and carers will transition to an Incoming CSO or to a care arrangement within the Department. This CSO will be an Exiting CSO for any number of care arrangements that will need to transition.

y An existing contracted CSO is not awarded a contract. In this case all of the children and carers will transition to an Incoming CSO or to a care arrangement within the Department. This CSO will be an Exiting CSO for all current care arrangements.

For children and carers that need to transition to an Incoming CSO there are two possible outcomes:

y If it is assessed that it is in the best interest of the child to remain in a care arrangement with the same carer then ideally both will transition to an Incoming CSO.

y If the carer is unable or unwilling to transition with the child then the child will transition to a new care arrangement with a new carer and an Incoming CSO. This includes the possibility of the child being placed with a Department carer and in some cases may involve a change in location.

10

Figure 1: Possible outcomes of the procurement process for CSOs, carers and children

Carer Transition There will be some carers who will transition to an Incoming CSO or to the Department as a result of the procurement process. This is particularly relevant in cases where it is in the best interest of the child to remain with the same carer.

It is important that the process is flexible and that each carer’s situation is assessed when determining the most appropriate steps forward.

Carers will have choices and this includes choosing the type of care – temporary or permanent or both – that they wish to provide. The carer may choose to transition with a child if this is in the best interest of the child. This Guide provides information on the process for such transitioning. All decisions will be made in consultation with carers, their CSO and the Department.

The section “Key Activities” provides information on the transition and assessment requirements.

Outcomes for CSOs

Outcomes for carer

Outcomes for Child

• An existing CSO is awarded a contract for the same or increased number of care arrangements.

• An existing CSO is awarded a reduced number of care arragements.• An existing CSO is not awarded any care arrangements.

• Carer and child remain with the existing CSO in same care arrangement.• Carer and child transition to an Incoming CSO or to the Department with

same care arrangement.• Carer no longer provides a care arrangement.

• Child and carer remain with existing CSO in the same care arrangement.• Child and carer transition to an Incoming CSO or to the Department with the

same care arrangement.• Child transitions to an Incoming CSO or to the Department, to a new carer

and a new care arrangement.

11

Roles and Responsibilities

Department’s responsibility:

The Project Group will coordinate and oversee the transition process. This includes liaising between the CSOs and the Department and supporting the various activities associated with the exit and transition process. This may involve facilitating Transition Meetings, enabling access to additional supports, negotiating time frames and working through individual and case-by-case scenarios.

All children who are currently placed with a CSO will have a completed Needs Assessment Tool (NAT) that identifies their level of need and preferred care arrangement option.

All children who need to transition from their existing care arrangement will require a Modification or Review of the Care Plan which will be facilitated by the District managing their case.

The District will facilitate a Transition Meeting. This can occur as part of other care planning or permanency planning meetings with the information recorded on the Transition Meeting template (Appendix 6) for distribution.

The District may also facilitate a Welcome Meeting. This can occur as part of other meetings and Districts may choose to run this meeting following the Transition Meeting or as part of other care planning or permanency planning meetings.

Where a child needs to transition to a new carer and to an Incoming CSO, the HUB will assess the Care Arrangement Referral (CAR) and forward with other relevant information to the Incoming CSO who will arrange a Welcome Meeting for the child which, if appropriate, may be held at the child’s new home and with the participation of the child as relevant and possible.

Upon award of the new contracts, the Department’s contract manager will facilitate a Contract Meeting with individual CSOs to discuss the cessation of the existing contract and where relevant commencement of the new contract.

Community Sector Organisation’s responsibility:

Current contracted CSOs will update all information relevant to the child in preparation for possible exit and transition. This information should be provided to the child’s case managing District at least five (5) working days prior to the scheduled Transition Meeting.

Current contracted CSOs will provide information and support to carers and staff during the process to enable their transition to an Incoming CSO if necessary. The provision of carer and staff support is incorporated in current funding to CSOs.

If the carer is transitioning with the child, relevant information should be provided to the child’s case managing District at least five (5) working days prior to the scheduled Transition Meeting. This includes obtaining a carer’s consent to release of information and participating in the Carer Transitional Assessment Process (CTAP).

12

Current contracted CSOs will develop or review the Service Agreement Exit Plan (see Appendix 1) with their appointed Department contract manager in mid-2017. Individual agencies will be contacted to complete this.

Relevant staff from the Exiting CSO and Incoming CSO will need to attend the Transition Meeting and the Welcome Meeting convened by the Department.

Department and Community Sector Organisation joint responsibility:

It is important that the Department and the CSO jointly plan for and engage children in the process and give them a range of age appropriate opportunities and options to be included. It is expected children are supported to understand and participate in a way that is appropriate to their age and stage of development. This would occur through direct contact and communication with the child and through existing tools used in engaging with children and gaining their views; including Viewpoint, the Signs of Safety Three Houses, Wizard and Fairy, Turtle Tool, Words and Pictures, genogram and ecomap. These tools should be used during the planning stages of the exit and transition process as well as to assess how the child has settled post-transition.

It is imperative that the adults in the child’s life work together, are seen by the child to be working together and make joint decisions in the best interest of the child.

It is important that additional supports including counselling and emotional support are available and provided to the child during this time as required. This will be jointly determined on a case-by-case basis and jointly funded in negotiation with the Department.

The Department and CSOs will need to work together to support and enable the transitioning of carers from an Exiting CSO to an Incoming CSO or to the Department as appropriate.

Where a CSO is providing services in a Department owned property, the CSO will undertake an inventory of the furniture and a joint inspection of the property will be undertaken. Where a CSO is providing services in a CSO property, the CSO will undertake an inventory of furniture to determine ownership and arrangements will be negotiated for the management of these items, for example return any furnishings that belong to the child or to the Department.

In preparation for the end of contract process, CSOs and the Department will update the Service Agreement Exit Plan and schedule implementation meetings following the awarding of the new contracts. Details of end-of-contract requirements will be provided to CSOs in mid-2017.

Details of the key activities required to provide a strategic transition from the current OOHC service system to the future OOHC service system are outlined in the following section and relevant templates are included in the Appendices.

The Exit and Transition Implementation Project Group will retain overall responsibility for the management and coordination of the required transitions and will guide and support CSOs and Department staff through the process.

13

KEY ACTIVITIES

A Check List for Transition has been developed to assist CSOs and the Department to ensure relevant aspects of the exit and transition process are attended to and to inform the matters that need to be addressed as part of the Transition Meeting. Refer to Appendix 2.

A comprehensive list of matters to be considered in transitioning decision making has been included in Appendix 3.

The Needs Assessment Tool (NAT)

What is the purpose?

The NAT is a case management tool to identify and assess individual needs of a child in the CEO’s care. This assessment provides information regarding the needs of the child and will help to determine the most suitable care arrangement options and resources that may be allocated for the child’s care arrangement.

The NAT will provide comprehensive information regarding the child to support more effective and successful matching of children with carers.

When is it undertaken?

The NAT is undertaken when an initial care arrangement is required or within 90 days of the child entering care. The NAT will be reviewed annually or when there is a significant change for the child (whichever is sooner). Wherever possible the NAT will consider and include the child’s self-assessment as provided in response to Viewpoint questionnaires. The NAT outputs are included in all care arrangement referral information.

Who is responsible?

It is the responsibility of the child protection worker to complete the NAT when assessing the needs of children. Child protection workers will gather information through discussion with the child, the child’s carer, the CSO case manager, the Aboriginal practice leader (if applicable) and other members of the child’s care team, for example parents and birth family.

The Care Arrangement Referral (CAR)


The CAR provides relevant information about the background and needs of a child in care or who is entering out-of-home care. The information is gathered across the nine dimensions of wellbeing and includes relevant aspects of a child’s needs to be considered when determining the most appropriate care arrangement for the child.

The nine dimensions are

• Safety;• Care Arrangements;• Health;• Education;

14

• Social and Family Relationships;• Recreation and Leisure;• Emotional and Behavioural;• Identity and Culture; and• Legal and Financial.

The CAR identifies the type of care arrangement being sought, either temporary or permanent, in line with the child’s case plan.


The CAR must be completed by the child protection worker for any child for whom a care arrangement is being sought and is sent to the HUB for consideration throughout the placement matching process.

The CAR is forwarded by staff in the HUB to the identified CSO as part of the referral process. The CAR should also be provided to the carer when the care arrangement is finalised.

Who is responsible?

The CAR is completed by the child protection worker who will consult with other members of the child’s care team as appropriate, and approved by the team leader or senior child protection worker placement services.

Awarding of ContractsIt is anticipated that the outcome of all OOHC Care Arrangement Tenders will be available in early 2018.

In accordance with the WA Department of Finance Delivering Community Services in Partnership Policy, each CSO that submits an Offer (responds to the tender) will be advised of the outcome in writing. Contract award details, i.e. successful CSOs, will be published on the TendersWA website. Specific contract details will be provided to the successful CSO in the Award Letter including number of care arrangements procured and the location of services to be provided.

A three month notice period for ceasing current contracts will come into effect the day the outcome of the Tender Requests is announced and new contracts are awarded.

Step 1 - Contract Meeting


The purpose of this meeting is to:

• confirm and discuss the details of the new contract, including the number, model and location of care arrangements procured with the CSOs that have been awarded contracts ;

• discuss and progress the implementation of the Establishment Plan with CSOs that have been awarded contracts; and

• discuss and progress the implementation of Service Agreement Exit Plan for CSOs that have not been awarded a contract.

15


A Contract Meeting is held following the outcome of the procurement process.

Who is responsible?

The Department’s contract manager is responsible for arranging and chairing the meeting.

Who attends?

The meeting is attended by the Department’s contract manager, the Incoming or Exiting CSO manager and any other CSO staff as appropriate. In regional areas, the local District contract manager may be invited to participate if relevant and appropriate.

Step 2 - Transition Meeting


The Transition Meeting addresses issues regarding the transition of both the child and carer, or the child, where applicable. The transition check list identifies the issues that need to be addressed in preparation for the meeting.

The Child Transition Template (Appendix 4) and Carer Transition Template (Appendix 5) will create the agenda for the Transition Meeting. These templates must be completed by the Exiting CSO and provided to all parties at least five (5) working days prior to the Transition Meeting.

In cases where the child and the carer are transitioning together, the carer must have undergone the Carer Transitional Assessment Process described below.

In addition to the Carer Transition Template the Exiting CSO must provide the following carer information:

y the Foster Carer Assessment Report;

y the most recent Foster Carer Review (from within the previous twelve months),

y foster carer up dated screening checks; and

y a copy of the carer’s current Working with Children Card.

These documents must be made available to the Incoming CSO to which the carer is transitioning or to the Department, prior to the Transition Meeting to assist with assessment and decision making regarding the acceptance of the carer.

Carers with a child in long-term care arrangements that transition to the Department are likely to transition to the District Office that holds the case management responsibilities for the child. If a carer is providing care arrangements for a number of children and these children are case managed by different District Offices, then a discussion will occur to determine the most appropriate District Office to manage the care arrangement. These decisions will be made in consultation with the carers and the District Offices on a case by case basis and coordinated by the Project Group.

Where possible and appropriate the transition of more than one child between an Incoming CSO and an Exiting CSOs can be discussed at the Transition Meeting. This must be agreed to beforehand by all parties; however a detailed transition plan must be developed and recorded for each individual child by the case worker

16


The Transition Meeting occurs once the Contract Meetings are completed. It is vital the Transition Meeting occur as soon as possible to enable the joint planning for the successful transition of the child and where possible and appropriate, the carer.

This meeting could be part of a care plan or a permanency planning meeting.

Who is responsible?

The Transition Meeting is arranged and chaired by the Department (team leader or assistant district director) and recorded by the Department’s child protection worker.

Who attends?

The Transition Meeting must include staff from:

y the Exiting CSO;- case workers if possible

y the Incoming CSO; - case workers if possible

y the Department i.e. the child’s child protection worker and other relevant staff that may include the team leader, Aboriginal practice leader, assistant district director and contract manager.

The Transition Meeting Template – which includes the transition plan and schedule -(Appendix 6) is used to record the outcome of the Transition Meeting. Copies must be provided to all participants.

Step 3 - Welcome Meeting


A Welcome Meeting is held to plan for the transition of a child and carer, where applicable, to the Incoming CSO.

A Welcome Meeting is also held when a child is entering a new care arrangement in situations where the child is not transitioning with their current carer. In this case, the Welcome meeting is arranged by the Incoming CSO and may be held at the child’s new home as appropriate.

The Welcome Meeting is held to

y confirm the transition timeframes and arrangements;

y develop the individual case plan for the child (or arranging a meeting to develop an individual case plan);

y discuss the roles and responsibilities of each party; and

y confirm contact details of each party.


In situations where the child is transitioning with the carer a Welcome Meeting may be held directly following the Transition Meeting, however if this is not the case, it should take place prior to the child entering the care arrangement with the Incoming CSO.

This meeting could be held immediately following a care plan or a permanency planning meeting.

17

In situations where a child is transitioning without their existing carer, the child protection worker will complete the NAT and generate a CAR. This will be used to locate a suitable alternative care arrangement and may include being sent to the HUB where a matching process will be undertaken based on the needs of the child and the availability of the required model of care arrangements across the CSOs. Once a care arrangement has been identified the HUB will refer the case to the relevant CSO and in consultation with the CSO, the admissions process will commence.

Who is responsible?

The District with case management responsibility for the child is responsible for convening and chairing the Welcome Meeting when the child and carer are transitioning together.

The Incoming CSO is responsible for convening and chairing the Welcome Meeting when the child is being referred to a new care arrangement.

Who attends?

The Welcome Meeting will include:

y staff from the CSO; - including the case worker if possible,

y the child - where appropriate,

y the carer - where possible,

y the Department child protection worker and other relevant staff that may include the team leader, Aboriginal practice leader and/ or assistant district director; and

y other members of the child’s care team as appropriate

Managing Decisions


The purpose of this process is to discuss and mediate disagreement between the Department and a CSO regarding transition planning.


The District or the CSO may communicate to the Chair of the Project Group that there is a difference of opinion that needs to be managed. The CSO and the Department shall provide details of the points of difference to the Chair of the Project Group prior to the meeting. This should include all relevant evidence to support their initial determination.

Ideally this process is undertaken prior to the Transition Meeting; however it can occur at any stage during transition planning.

Who is responsible?

The Chair of the Project Group is responsible for chairing a meeting between representatives of the CSO and the relevant District staff. Formal notes and outcome will be recorded and distributed to both parties at the end of the process.

18

Who attends?

y Staff from the CSO – including service manager and team leader

y Staff from the District including assistant district director, team leader and Aboriginal practice leader ,and

y other members of the child’s care team as appropriate

The following matters will be taken into account when addressing the issues:

y The child status as identified in the Care Plan.

y The best interest of the child and the evidence to support this

y The views of the child as relevant and appropriate

y The possibilities within existing contractual responsibilities.

y The options that are available to address the points of difference – an analysis of these options (using the Decision Making Tree as required).

A detailed plan forward will be developed including roles and responsibilities of parties, time frames and a review process.

Should the difference of opinion not be resolved following the meeting, the matter will be referred to an independent external mediator.

Carer Transitional Assessment Process (CTAP) The transition of carers from one CSO to another CSO or to the Department will be slightly different for those who are approved foster carers and those who are staff in CSOs who provide care in care arrangements (please refer to the Foster Carer definitions).

Current approved foster carers (Foster Carer – own residence)


Carers who are approved foster carers (Foster Carer – own residence) will be provided information by their current CSOs about their choices to maintain their foster carer approval status. These options include remaining with the CSO if the CSO is awarded a contract, transitioning to an Incoming CSO or transitioning to the Department.

Foster carers will be required to identify their ‘carer-type’ preference of being either a temporary foster carer or a permanent foster carer or both. While the required competencies are the same, the roles, expectations and responsibilities for each carer type will be in line with the child’s care category and case plan.

The foster carer transitional process (CTAP) may vary between foster carers depending upon how recently their assessment information was gathered, and what processes CSOs choose to use for their transitional assessment. The CTAP may identify further assessment requirements where gaps are identified and/or in cases where competency concerns have arisen.

19

Foster carers transitioning to the Department.

All foster carers wishing to transition to the Department will be asked to provide their consent for the release of information so the Department can receive copies of the following documents/information:

- attendance at Department foster carer training,

- details of other relevant training,

- original assessment,

- Foster Carer Review (within the previous twelve (12) months),

- screening checks,

- referee checks,

- Working with Children Card and

- any other relevant information.

Foster carers transferring to an Incoming CSO.

Approved foster carers transferring to another CSO who have been approved prior to the introduction of the cross-sector foster carer panel will need to provide the most recent assessment report (original assessment report) from the CSO from which they are transferring. This report will be reviewed by an assessor of the incoming CSO.

A minimum standard for accepting transitioning current approved foster carers in this process would include;

y Foster Carer Assessment Report,

y most recent Foster Carer Review, ie within the previous twelve (12) months, that describes the carer’s ability to demonstrate the competencies and that there has been no standard of care issues,

y evidence that the foster carer/s have current screening checks,

y current Working with Children Card and

y up-to-date information from the Department.

The assessor determines whether a full assessment or updated assessment is required and completes the assessment report as appropriate.

The full or partial assessment is provided, together with the original assessment report, to the Incoming CSO for their determination.

Current carers who are not approved foster carers but meet the new foster carer definition (Foster Carer – Other Residence)


The CTAP is completed prior to the transition of the carer to an Incoming CSO or to the Department.

Who is responsible?

The CTAP is completed by the Exiting CSO in conjunction with carers and may involve departmental trainers as required.

20

FREQUENTLY ASKED QUESTIONS

Q. What records am I required to provide to the Department and/or incoming CSO?

Section 13.2 of the General Provisions for the Purchase of Community Services by Public Authorities in the February 2012 Edition (the General Provisions) details CSO requirements related to creation; retention and disposal of records associated with a service agreement. Client records created by a CSO in the provision of a service are included in the definition of “Records” for the purposes of section 13.2 of the General Provisions.

Section 13.2 Records

(a) The Service Provider must keep accurate, complete and current written Records in respect of the Service Agreement, including:

(i) the type of Services, including the separate tasks, supplied to the State Party on each day during the Term;

(ii) the time that the Service Provider spent providing the Services on each day during the Term; and

(iii) the name and title of all Associates who provided the Services or were responsible for supervising the provision of the Services.

(b) The Service Provider must comply with the directions of the State Party in relation to the keeping of Records whether those directions relate to the period before or after the expiry of the Term.

(c) The Service Provider must keep all Records for at least seven (7) years after the expiry or termination of the Service Agreement.

(d) The Service Provider must do everything necessary to obtain any third party consents which are required to enable the State Party to have access to Records under clause 13.1.

Contracts will have additional requirements for the creation, retention and destruction of client records specified either directly or through reference to associated protocols, standards or procedures in the request document. The Better Care, Better Services – Standards for children and young people in protection and care (the Standards) is the reference document. CSOs should refer to that document which provides guidance on a CSO’s responsibility to adhere to relevant legislation, maintenance of records, and protection of the confidentiality and privacy of children in OOHC.

Any originals of a child’s records must be provided to the child’s child protection worker to be kept in the Department’s Child History Folder/File. Copies of records that are held by the carer may be retained by the carer during the transition process in cases where the carer and child are transitioning together as they form part of the child’s history in the care arrangement.

Exiting CSOs must provide information to the child’s child protection worker on the process that a child will need to undertake to obtain information about their history with the CSO at a later date. This information must be recorded in the Department’s Child History Folder/File

21

Q. What service is required during the transition period?

a) Current CSO unsuccessful in tender process

Following the awarding of the contracts, CSOs who are not awarded a contract will need to continue to provide services until either the end of their contract or until all the children in their placement have been transitioned (whichever is earlier). As per State Government policy, the three months’ notice period for ceasing contracts will come in to effect the day the outcome of the Tender Requests is announced and contracts are awarded.

A number of critical decisions will need to be made at this time; in extraordinary circumstances this includes the need to negotiate the extension of some current contracts past the end of the current contract. This matter will need to be discussed, if applicable, at the Contract Meeting between the Exiting CSO and the Department contract manager following the outcome of the tender process. Any extension to a contract will require the approval of the relevant Department Executive Director.

Strategies will need to be developed to address the following issues:

y staffing to sustain service provision until the end of the contract; and

y staff needs for support, counselling and/ or assistance to transition to an Incoming CSO or to the Department.

b) Current CSO awarded a contract with a reduction in care arrangements procured.

Following the awarding of the contracts, CSOs will need to continue to provide existing services until either the end of the contract; or until all children who are impacted are transitioned to an Incoming other CSO or to the Department whichever is earlier.

These agencies will also need to commence the implementation of the establishment plan when the new contract commence. For existing CSOs the impact of this may be minimal, resulting in no disruption to service provision.

Strategies will need to be developed to address the following issues:

y maintaining current service provision,

y managing staff leaving the service,

y engaging and participating in the transition process,

y managing staff needs for support, counselling and/or assistance to transition to another CSO or to the Department,

y establishing the new service including recruitment of foster carers and staff; and

y establishing a new service model.

22

Q. What are the contractual and legal requirements Exiting CSOs need to comply with?

The requirements are outlined in the Service Agreement Exit Plan which is a standard contract management process conducted in partnership with CSOs. This was discussed with a number of current CSOs as part of Service Review Two. Current CSOs have developed Service Agreement Exit Plans to varying levels of completion.

The Service Agreement Exit Plan identifies the need for assets to be managed in the process. The Guide provides a template for CSOs to undertake an inventory of furnishings and other contents, to identify the current conditions of the items and who owns the items. This inventory will form part of the joint exit planning process to be undertaken by the CSO in consultation with their Department contract manager. Prior to ceasing the service agreement the Department will undertake a property inspection of all Department owned properties to assist with preparation and handover of the property.

The following considerations form part of the Service Agreement Exit Plan:

y notification to staff and Board of Management,

y notification and support to the child as appropriate,

y notification and support to carers,

y finalising administrative requirements,

y finalising end of contract requirements as relevant including assets inventory and property inspections,

y finalising accounts and preparation of financial reports as required,

y final CSO hand-over, and

y the transitioning of children and carers – as detailed process in this Guide.

23

APPENDIX 1

SERVICE AGREEMENT EXIT PLAN

ACTIVITY ACTION TIME FRAME RESPONSIBLE PARTY

RESPONSIBLE PERSON

Contract not renewed or unsuccessful in tender process

The Department notify service provider of the ceasing of the service

Three months prior to end of contract

Department for Child Protection and Family Support

Assistant Director General Strategy, Partnership and Performance

TRANSITION OF CARERS AND CHILDREN

TRANSITION

This is conducted in accordance with the agreed Exit and Transition Guide developed by CPFS and the community services sector

COMMUNICATION

Notification to staff and Board of Management

Staff are formally notified of change/ cease of contract

Re-deployment opportunities are investigated

Redundancy information is provided to staff

Provide opportunities for staff to apply for external employment opportunities

24

Notification to staff and Board of Management

Prepare references for all staff

Develop an internal communication plan

Ensure staff are supported through management and EAP

Notify Board members of change/cease of contract

Notification to external stakeholders

Identify key stakeholders

Provide notification to the change/cease of contract/service

Direct stakeholders to CPFS for information regarding new CSOs

Advise all relevant government departments

Update website and public publications

25

ADMINISTRATION AND CONTRACTUAL REQUIREMENTS

Administration and contractual requirements

Management of child records (storage or disposal) in accordance with legislative requirements

Management of any government records in accordance with State Records Act 2000

Finalise contractual requirements including:

- review of performance or feedback;

- outstanding discussions or disputes;

- progress reports;

- audited financial reports and financial statements

Finalise financial accounts:

- payment of accounts/invoices;

- account reconciliation;

- collection of outstanding debts;

- staff and carer payments (including superannuation);

- child subsidy payments.

26

ASSETS AND PROPERTY

Assets and Property Management

Disconnect and pay final utility bills

Audit of furniture in property and identify owner (Department or CSO) see template below

Arrange for removal and storage of Exiting CSO property

Ensure all maintenance requirements are reported to BMW and to the Department

CSO provides notice to vacate premises including office if required in accordance with their lease agreement

If CSO owns property, determine further use for property

Work with the Department to arrange property inspection and handover process if required.

27

FURNITURE/ EQUIPMENT INVENTORYTo be completed by the CSO

CSO___________________________________________________

LOCATION _______________________________DATE__________

Quantity Location/ description Condition Good/Poor

Owner CSO/Department

LOUNGE ROOMLounge suite Coffee tableTV - LCD TV – Cabinet DVD Player

FAMILY ROOMLounge suiteCoffee table

CARERS’ BEDROOMQueen bed and mattressSets bed linen, pillows, blankets DoonaBedside cabinetChest of drawersWardrobe

BEDROOMS 2, 3, 4 & 5 King single bedSets bed linen, pillows, blanketsSets mattress protectors Chest of drawers (children’s rooms) Radio/CD playerWardrobes Clothes baskets Clothes hangers

DINING AREADinning suite – Set cutlery - Set crockery -

28

KITCHEN Fridge - Microwave KettleToaster –GrillBlenderSandwich press – 4 slice Set pots and pansSlow cookerChest freezerElectric frypanSet kitchen knivesSet 8 glassesKitchen rubbish bin Set cooking traysVarious kitchen utensils

LAUNDRY Washing machine Clothes dryer Laundry basketIron Ironing boardVacuum cleaner Bucket, mops, brooms, dustpan Bath towels Sets bath mats

EXTERNALOutdoor table setting and benches Large outdoor umbrellaBarbecue

SAFETY EQUIPMENTFirst aid kitFire extinguisherFire blanket

OTHER

29

APPENDIX 2

CHECK LIST FOR TRANSITION

Child’s participation

Child participation in the transition process should be encouraged and supported. The child should be provided information about the process in a manner that best suits the child’s understanding and capacity. A conversation between those who know the child best should occur to determine the most appropriate way to provide information to the child; this includes the Department’s child protection worker, the CSO’s worker and the carer. Others in the child’s care team may be consulted and involved as appropriate and this must be determined on a case by case basis.

Efforts must be made to ensure the child’s views are heard and taken into account in whatever format they are presented. Engagement with the child must take into account their level of development and capacity to participate.

Child’s information

y Birth family details, names, addresses, contact arrangements. y Most recent Care Plan/ Care Plan Review. y Daily Routine – personal care arrangements and habits. y Story book/ life story book. y Photos. y Original documents, e.g. birth certificate, Medicare card, medical records (including the Immunisation Book

and the health passport) and school reports. y Likes/ dislikes/pets. y Significant relationships for the child – school, friends, other family, sporting and recreational activities- and

how will contact with them be maintained over the next three to six months. y Information using the dimensions of wellbeing including service providers: name and contact details, current

and on-going appointments (medical/dental; therapeutic). y Psychological reports. y Critical incident reports. y Therapeutic plan. y Specialist reports. y Behaviour management and support plan, triggers and calming strategies. y Safety plans.

y Risk management plans – including absconding.

If child is moving house

y Child’s belongings (clothing, toys, books) that will transition with the child to the Incoming CSO. List any other child’s belongings that will not be transitioning to the Incoming CSO and detail where they will be stored and how the child will have access to them in the future.

30

Carer Information

y Consent for release of information. y Assessments. y Current carer’s Working with Children Card. y Reviews – from within the previous twelve months. y Standard of care reports.

y Record of training and/or professional development attended by carer.

Transition plan Time frames for transition process to be carefully identified, taking into account that the arrangements may need to change within a short period of time to meet the child’s needs. It is suggested that the transition should take place as soon as possible to meet the child’s needs.

The scheduling of the transition needs to include a period of exiting the current care arrangement as well as a period of entering a new care arrangement.

In terms of the exiting process, this includes any farewells that the exiting CSO may have in place for children leaving their placement and consideration of the impact on the carer family and other children in the care arrangement

In terms of entering a new care arrangement, this includes the impact on any children already in the home (including the carer’s own children) and planning for events such as

y initial visit; y play time; y sharing a meal; and/or y overnight stay.

Actual transition y Actual physical arrangements for transition:

y will the child be picked up or dropped off?; y who will pick up the child/drop the child off?; y at what time?; y who will be there to farewell/ welcome the child?; y will all the child’s belongings be taken/ collected at the same time as the child moves?; y if not, what arrangements will be made for the child’s belongings to be moved?;

y is there a need to store any of the child’s belongings? Who will be responsible for this?

Care planning y If the decision to change a child’s care arrangements is made outside of the care planning process, the

decision will result in modification of the child’s care plan.

y Compliance with legislative requirements related to care plans.

Post transition y Arrangements for contact between the child and previous carers if relevant.

y Time frames for this contact to occur - in view that the child will need to settle in new care arrangement and the need for the child to be able to freely establish new relationships.

y How often will this arrangement be reviewed and by whom?

y Time frames for reviewing new care arrangement.

31

APPENDIX 3

DECISION MAKING IN TRANSITIONING The following are some of the matters to be considered in transitioning decision making for individual children and carers.

Information related to the specifics of these issues must be identified by the current carers and current CSO as well as the Department’s child protection worker. These issues will inform the Transition Meeting and any meetings to address differences of opinion between the CSO and the Department.

Continuity – capacity for the child to maintain connections y and contact with birth family,

y with culture, locality and traditions

y with friends, school, sporting and other recreational activities

y medical/psychological supports the child is currently receiving / needs

Stability y length of time in current care arrangement

y length of time with current carers

y length of time in current location/ house.

Future plans for the child as outlined in the Care Plan y long term care

y reunification

Capacity of child to manage change y Emotional wellbeing of child

y Psychological wellbeing of child

y History of the child’s capacity to manage change in the past

y What supports does the child have/need to manage change

Child participation in decision making y Age and level of development

y Capacity and opportunity for child to participate including needs for assistance; ie who and what

Environment y history of relationships within care arrangements

y behaviours that may cause harm to other children

y Trauma profile of the child.

Carer’s capacity to continue to provide for the long term needs of the child.

32

APPENDIX 4

CHILD TRANSITION TEMPLATETo be used when child is transferred from one CSO to another or to the Department

To be completed by the Exiting CSO and used in the Transition Meeting.

The child should participate in the planning process as appropriate.

Child’s name Child’s date of birth CPFS District CPFS case worker

Exiting CSO Care arrangement location CSO case worker CSO team leader

Child’s carer Is child transitioning

with carer?

� YES

� NO

Date of Transition Meeting Date of transition

Incoming CSO Care arrangement location CSO case worker CSO team leader

Exiting CSO to complete

Case summary

33

Current Therapeutic plan *** separate meeting may need to be held to discuss therapeutic approach if different between Exiting CSO and

Incoming CSO.

How does child manage his/her emotions/ behaviour

Child’s routines

Child’s likes Child’s dislikes

School attended and class Teacher’s name

Child’s appointments name and location of practitioner – date of next appointment

Medical Dental

Counselling Other

34

Family contact – frequency, locality, arrangements Mother – Father

Siblings Other significant others

Child’s sporting and recreational activities – details of training times/ game days/ transport arrangements

Identify any additional supports the child may require during the transition period, including who will cover costs

List of records/ items belonging to the child to be transitioned.

Additional Information

Completed by _______________ CSO worker title_______________________.

Date ___________________________

35

APPENDIX 5

CARER TRANSITION TEMPLATETo be used when carer is transitioning from CSO to another CSO or to the Department

To be completed by the Exiting CSO and used in the Transition Meeting.

The consent for exchange of carer information should be sought from the carer prior to the Transition Meeting.

Carer/employee Exiting CSO Care arrangement location Child’s name

Date of Transition Meeting Date of transition

Incoming CSO Care arrangement location Contact person

Exiting CSO to provide/ complete

� The Foster Carer Assessment Report,

� Foster Carer Review – (from within the previous twelve (12) months),

� foster carer screening checks

� copy of a current Working With Children Card.

Has there been any of the following in regards to this carer, please provide details, i.e. dates, outcomes

� Standard of care issues_________________________________________

� Allegations leading to A Concern for a Child’s Wellbeing ______________

� Performance management issues_______________________________

Identify any additional supports the carer may require during the transition period, including who will cover costs

Additional Information

Completed by _______________ CSO worker title_______________________.

Date ___________________________

36

APPENDIX 6

TRANSITION MEETING

Child’s name

District Team leader Child protection worker

Child’s carer Is carer transitioning with child

� YES � NO

Exiting CSO Care arrangement location CSO case worker CSO team leader

Incoming CSO Care arrangement location CSO worker CSO team leader

Date of this Meeting

PRESENT AT MEETING

Department Staff _____________________________________________________________________________________________________________________________________

Exiting CSO _____________________________________________________________________________________________________________________________________

Incoming CSO _____________________________________________________________________________________________________________________________________

Review of Child Transition Template. List any additional information and/or issues raised during the meeting. Additional meetings may need to be arranged***____________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Review of Carer Transition Template. If relevant, list any additional information and or issues raised during the meeting. Additional meetings may need to be arranged***____________________________________________________________________________________________________________________________________________________________________________________________________________________________________

How will the child participate in the planning for the transition and throughout the transition process? ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________

37

TRANSITION PLAN Transition dates – as noted in calendar below.

Date Arrangements Who Introduce child to new care arrangement Farewell existing care arrangement Transport the childTake child’s belongings to new care arrangementCarer transition to Incoming CSO or to the Department – if relevant

TRANSITION CALENDAR Record dates and activities during the transition

MONTH ________________________________________________

Sun Mon Tue Wed Thu Fri SatWEEK 1

WEEK 2

WEEK 3

WEEK 4

WEEK 5

WEEK 6

*** Details of additional meetings that need to be held as part of the transition Who will arrange and who needs to be involved Date

Who will arrange and who needs to be involved Date

Signed : _________________________Chair CPFS

Signed : _________________________Exiting CSO

Signed : _________________________Incoming CSO

38

Procurement Outcome

Exi

t an

d T

rans

itio

n

Pha

seT

rans

itio

n an

d E

stab

lishm

ent

P

hase

Child and Carer Outcome

1. Existing CSO Awarded- Same Number

2. Existing CSO Awarded- Reduced Number

3. Existing CSO Unsuccessful

4. Existing CSO awarded- increased number

5. New CSO awarded

Contract meeting

Contract meeting

Contract meeting

1. No Change

2. Child and Carer Transition to new CSO/ Dept. (New/ Same House)

2. Child and Carer Transition to new CSO/ Dept. (New/ Same House)

3. Carer Transition to new CSO/ Dept.

3. Carer Transition to new CSO/ Dept.

4. Child Transition to new CSO and Carer/ Dept. (New/ Same House)

4. Child Transition to new CSO and Carer/ Dept. (New/ Same House)

APPENDIX 7

OOHC Reform - Exit and Transition Process This flow chart outlines the exit and transition process

39

Transition Process

Transition Meeting Carer Transition Process

Welcome Meeting (if appropriate)

Welcome Meeting (if appropriate)

Welcome Meeting

Welcome Meeting

Transition Meeting Carer Transition Process

Carer Transition Process

Carer Transition Process

CAR HUB Referral Transition Meeting

CAR HUB Referral Transition Meeting CP Review

Managing Decisions (as required)



40

WH

O D

OES

WH

AT IN

EXI

T A

ND

TR

AN

SITI

ON

.

The

Exit

and

Tran

sitio

n Im

plem

enta

tion

Proj

ect G

roup

will

reta

in ov

erall

resp

onsib

ility

for t

he m

anag

emen

t and

coo

rdina

tion

of th

e re

quire

d tra

nsitio

ns a

nd w

ill gu

ide

and

supp

ort C

SOs

and

Depa

rtmen

t sta

ff th

roug

h th

e pr

oces

s.

STEP

1 -

CON

TRAC

T M

EETI

NG

Activ

ityW

ho

Wha

t

Cont

ract

Mee

ting

CPFS

Con

tract

man

ager

Sc

hedu

les m

eetin

g.

Invit

es C

SOs.

If ap

prop

riate,

invit

es lo

cal d

istric

t con

tract

man

ager.

Chair

s th

e m

eetin

g.

Confi

rms

outc

ome

of p

rocu

rem

ent p

roce

ss, i

nfor

ms

CSO

of n

umbe

r and

type

of c

are

arra

ngem

ents

that

ha

ve b

een

awar

ded.

Iden

tifies

and

com

mun

icate

s de

tails

of n

ext s

teps

.

Exitin

g CS

O

-no

long

er fu

nded

-fund

ed fo

r a re

duce

d nu

mbe

r of

care

arra

ngem

ents.

Atte

nds

the

mee

ting.

Disc

uss

serv

ice a

gree

men

t exit

plan

and

impl

emen

tatio

n.

Iden

tifies

type

s of

car

e ar

rang

emen

ts th

at w

ill no

long

er b

e pr

ovid

ed.

Inco

ming

CSO

-new

ly fu

nded

-fund

ed fo

r add

itiona

l car

e ar

rang

emen

ts.

Atte

nds

the

mee

ting.

Disc

uss

deta

ils o

f new

con

tract

,inc

luding

the

num

ber,

type

and

loca

tion

of c

are

arra

ngem

ents.

Curre

nt C

SO

-fund

ed fo

r sam

e nu

mbe

r of c

are

arra

ngem

ents

Atte

nds

the

mee

ting.

Disc

uss

deta

ils o

f new

con

tract

.

41

CHIL

D AN

D CA

RER

TRAN

SITI

ON T

OGET

HER

Activ

ityW

ho

Wha

t

Iden

tify

the

child

an

d ca

rer t

hat

will

nee

d to

tra

nsiti

on

CPFS

con

tract

ing

Info

rms

the

HUB,

dist

rict s

taff

and

the

CSO

of th

e nu

mbe

rs a

nd ty

pes

of c

are

arra

ngem

ents

that

hav

e be

en

awar

ded

to C

SO.

CPFS

Pro

ject G

roup

In

con

sulta

tion

with

the

distr

ict, E

xiting

CSO

and

the

HUB

over

see

the

iden

tifica

tion

of c

hild

and

care

r tha

t will

need

to tr

ansit

ion.

Exitin

g CS

OPa

rticip

ates

in c

onsu

ltatio

n wi

th P

rojec

t Gro

up, d

istric

t and

HUB

to d

eter

mine

chil

d an

d ca

rer t

hat w

ill tra

nsitio

n.

Befo

re th

e Tr

ansi

tion

Mee

ting

CPFS

– d

istric

t Car

e Te

am a

nd th

e HU

BIn

con

sulta

tion,

iden

tifies

the

best

care

arra

ngem

ent o

ptio

n fo

r the

chil

d an

d ca

rer t

o tra

nsitio

n to

geth

er.

Exitin

g CS

O Ga

ther

s inf

orm

atio

n on

the

child

– u

se o

f che

ck lis

t.

Com

plet

es C

hild

Tran

sitio

n te

mpl

ate-

forw

ards

to C

PFS

5 da

ys p

rior t

o m

eetin

g.

Com

plet

es C

arer

tran

sitio

n te

mpl

ate

– fo

rwar

ds to

CPF

S 5

days

prio

r to

mee

ting.

Gath

ers

requ

ired

care

r doc

umen

tatio

n - f

orwa

rds

to In

com

ing C

SO.

CPFS

- HU

BAv

ailab

le to

ass

ist in

mat

ching

pro

cess

.

Avail

able

to a

ssist

Inco

ming

CSO

in C

arer

tran

sitio

ning

proc

ess.

CPFS

HUB

and

con

tract

man

ager

s Co

mm

unica

tes

with

Inco

ming

CSO

to s

uppo

rt ca

rer a

nd c

hild

trans

ition.

Com

mun

icate

s wi

th E

xiting

CSO

to s

uppo

rt ca

rer a

nd c

hild

trans

ition.

Exitin

g CS

O Ca

rer

Prep

ares

doc

umen

tatio

n fo

r tra

nsitio

ning

to a

noth

er C

SO o

r to

the

Depa

rtmen

t.

Unde

rgoe

s Ca

rer T

rans

itiona

l Ass

essm

ent.

Prov

ides

doc

umen

tatio

n to

Cro

ss-s

ecto

r fos

ter c

arer

pan

el.

Prov

ides

doc

umen

tatio

n to

Inco

ming

CSO

5 d

ays

prio

r to

mee

ting.

Inco

ming

CSO

Rece

ives

care

r inf

orm

atio

n.

Unde

rtake

s ca

rer a

sses

smen

t – C

TAP.

CPFS

cas

e wo

rker

Gath

er in

form

atio

n on

the

child

- us

e of

che

ck lis

t.

Confi

rms

care

r tra

nsitio

n pr

oces

s is

unde

rway

.

42

CHIL

D ON

LY T

RANS

ITIO

NING

Ac

tivity

Who

W

hat

Iden

tify c

hild

trans

itionin

g CP

FS c

ontra

cting

In

form

s th

e HU

B, d

istric

t sta

ff an

d th

e CS

O of

the

num

bers

and

type

s of

car

e ar

rang

emen

ts th

at h

ave

been

aw

arde

d to

CSO

.

CPFS

Pro

ject G

roup

In

con

sulta

tion

with

the

distr

ict, E

xistin

g CS

O an

d th

e HU

B ov

erse

e th

e id

entifi

catio

n of

chil

d th

at w

ill ne

ed to

tra

nsitio

n.

CPFS

dist

rict c

ase

work

erId

entifi

es c

hild

- u

pdat

es N

AT.

Upda

tes

CAR

and

seek

s lo

cal c

are

arra

ngem

ents.

Refe

rs C

AR to

HUB

if lo

cal a

ltern

ative

car

er a

rrang

emen

t s c

an n

ot b

e fo

und.

Befo

re Tr

ansit

ion

Mee

ting

CPFS

HUB

-mat

ching

Mat

ches

chil

d wi

th In

com

ing C

SO.

Com

mun

icate

s wi

th In

com

ing C

SO to

disc

uss

refe

rral.

Inco

ming

CSO

-refe

rral

Rece

ives

refe

rral.

Acce

pts

refe

rral,

advis

es H

UB a

nd th

e Di

strict

.

Atte

nds T

rans

ition

Mee

ting.

43

STEP

2 –

TRA

NSIT

ION

MEE

TING

Tran

sitio

n M

eetin

g

CPFS

Team

lead

er /A

DD

Sche

dules

mee

ting.

Info

rms

and

invite

s Ex

iting

CSO

and

Inco

ming

and

CSO

sta

ff inc

luding

cas

e wo

rker

s an

d ot

her r

eleva

nt s

taff.

Invit

es o

ther

relev

ant d

epar

tmen

t sta

ff (e

g AP

L, p

sych

).

Chair

s th

e m

eetin

g –

part

of c

are

plan

or o

ther

cas

e pl

annin

g m

eetin

g.

Prep

ares

age

nda

for m

eetin

g.

Writ

es u

p di

scus

sion

and

plan

.

Distr

ibut

es P

lan.

CPFS

cas

e wo

rker

At

tend

s tra

nsitio

n m

eetin

g.

Exitin

g CS

O Id

entify

sta

ff to

atte

nd.

Send

s Ch

ild Tr

ansit

ion

Form

to D

istric

t (5)

five

day

s pr

ior t

o tra

nsitio

n m

eetin

g.

Atte

nds T

rans

ition

Mee

ting.

Follo

ws th

roug

h wi

th p

lan d

evelo

ped

at m

eetin

g an

d su

ppor

ts th

e tra

nsitio

n pl

an.

Inco

ming

CSO

Iden

tify s

taff

to a

ttend

.

Atte

nds T

rans

ition

Mee

ting.

Follo

ws th

roug

h wi

th p

lan d

evelo

ped

at m

eetin

g an

d su

ppor

ts th

e tra

nsitio

n pl

an.

Post

trans

ition

mee

ting

CPFS

cas

e wo

rker

Vi

sits

the

new

care

arra

ngem

ent.

Supp

orts

the

trans

ition.

Follo

ws th

roug

h wi

th a

dditio

nal m

eetin

gs th

at m

ay h

ave

been

agr

eed

to a

t the

Tran

sitio

n M

eetin

g.

44

STEP

3 -

WEL

COM

E M

EETI

NG

Activ

ityW

ho

Wha

t W

elcom

e M

eetin

g

Child

and

car

er

trans

itionin

g to

geth

er

To b

e he

ld a

t ch

ild’s

hom

e if

poss

ible

CPFS

Dist

rict

Conv

enes

and

cha

irs W

elcom

e m

eetin

g.

Invit

es c

hild

and

care

r as

appr

opria

te.

Confi

rms

care

arra

ngem

ents

infor

mat

ion

and

advis

es o

ther

sta

keho

lder

s as

app

ropr

iate,

eg b

irth

pare

nts.

Deve

lop

on-g

oing

plan

s fo

r chil

d in

care

arra

ngem

ent.

Exitin

g CS

OCo

nfirm

s ar

rang

emen

ts fo

r phy

sical

trans

itionin

g a

s ind

icate

d in

chec

k lis

t.

Inco

ming

CSO

Confi

rms

arra

ngem

ents

for p

hysic

al tra

nsitio

ning

as in

dica

ted

in ch

eck

list.

Prop

oses

oth

er m

eetin

gs a

s re

quire

d.

Welc

ome

Mee

ting

Child

To b

e he

ld a

t ch

ild’s

hom

e if

poss

ible.

CPFS

Dist

rict

Atte

nds

mee

ting.

Invit

es c

hild

as a

ppro

priat

e.

Inco

ming

CSO

Confi

rms

arra

ngem

ents

for p

hysic

al tra

nsitio

ning

as

indica

ted

in ch

eck

list.

Prop

oses

oth

er m

eetin

gs a

s re

quire

d.

45

NOTES:

Department for Child Protection and Family Support

Telephone: (08) 9222 2555

Country free call: 1800 622 258

Web: www.childprotection.wa.gov.au

exit and transition · the building a better future: out of home care reform in western australia...

Documents