foster care handbook special needs and specialized rates ...dfcs request special care increment -...

Foster Care Handbook page 20-1Special Needs and Specialized Rates

20. Special Needs and Specialized Rates

Special Needs and Special Care Increments (SCI) are additional payments to foster care basic rates. Each County in California has the option of implementing Special Needs and SCIs.The rates are set by the Counties through an established Specialized Care Rate (SCR) plan but must be approved by the State of California’s Rate Setting Authority before they are implemented in the County.

The SCR is administered by the Department of Children and Families (DFCS) administration staff and payment instructions are sent to Foster Care Eligibility (FCE). Currently 55 counties have specialized care systems. Modoc, Plumas and Sierra counties do not have SCI.

Note:For a list of the counties with a SCI plan in place see: http://www.childsworld.ca.gov/PG1649.htm

All SCIs and Special Needs require additional paperwork, however, children and youths placed in Foster Care (FC), Kin-GAP (KG) and the Adoption Assistance Program (AAP) are eligible for SCIs. Only FC and KG placements are eligible for Special Needs.

Children or youths receiving AAP benefits are not required to have additional documentation to pay SCIs. Their SCI is a part of their negotiated rate and is included on the “Payment Instructions Adoption Assistance Program” (AAP 2) form.

Special Needs and SCIs are also available for youths in the Extended Foster Care (EFC) program under Assembly Bill (AB) 12 which includes extended AAP and Kin-GAP. However, youths receiving extended AAP benefits are not eligible for Special Needs.

Special Needs and SCIs for FC and Kin-GAP are paid with AFDC-FC or County Only/Director’s Exception (DE) funding and must accompany one of the various “DFCS Placement Expenses” forms or (SCZ 414Z).

Specialized Foster Family Homes

Counties have the option of setting Specialized Rates for certain types of foster family homes. These rates are also a part of the county’s SCR plan. There are four types of Specialized Rates that are paid for children and youths in foster family home placements. The Specialized Rates are for the following placements:

• Emergency Satellite Homes (ESH),

Update # 16-18 Revised: 11/18/16

2 Foster Care HandbookSpecial Needs and Specialized Rates

• Adolescent Care Homes (ACH),

• County Supplement Initiative, and

• Sibling Placement Monthly Supplements also known as “Sibling Supplements”.

The ESH and ACH rates are paid with AFDC-FC funds and County Supplements and the Sibling Supplements are paid with DE funds.

20.0.1 Documentation Need for Special Needs and Special Care Increments for Foster Care and Kin-GAP

DFCS uses various forms of the Santa Clara County created SCZ 414Z to approve Specials Needs and SCIs. Foster Care Eligibility Workers (FC EW) must have one or more of the following SCZ 414Zs for payment. Payments are issued with either AFDC-FC (includes federal and non-federal) funding or County Only also known as Director’s Exception (DE) funding or a combination of both.

All SCZ 414Zs except SCZ 414Z for the Initial Clothing Allowances (ICA) are sent to the FC Management Analyst (MA) for tracking and review before forwarding the to FC Clerical for assignment.

Below are a list of the various types of SCZ 414Zs for payment:

Type of SCZ 414Z Used For

Burial Expense

Assigned SW is responsible for picking up the Check or Warrant.

AFDC-FC Funding (FC and Kin-GAP)

Funeral cost for foster care and Kin-GAP,

DFCS Request Initial Clothing Allowance

AFDC-FC Funding or DE

Note: When paid with DE an AFDC-FC Aid Code cannot be used, The FC EW must use Aid Code 9X with the appropriate payment subtype. The SCZ 414Z must be approved by the SFU (See CalWIN Announcement (CA)187.4).

Initial Clothing Allowances for approved placements,

Revised: 11/18/16 Update # 16-18


DFCS Request - Special Care Increment Medical

AFDC-FC Funding

SCIs for approved placements with medical needs Levels 1 through 3,

DFCS Request - Special Care Increment Behavior/Emotional

AFDC-FC Funding

SCIs for approved placements with emotional behaviors Levels I to through 3,

DFCS Request - Special Care Increment Medical and Behavior/Emotional

AFDC-FC Funding

SCIs for approved placements with combined medical and emotional behaviors Levels I to through 3

DFCS Request - Special Care Increment (Out-Of-County)

AFDC-FC Funding

SCIs for approved placements for out-of-county. This requires a copy of the other county’s rate structure.

DFCS Request Education Travel Reimbursement Request

AFDC-FC Funding

For approved placements that eligible for the Education Travel Reimbursement (ETR)

DFCS Request Special Care Increment - Kin-GAP Initial Intake

AFDC-FC Funding

Child or youth received an SCI while in foster care.

Placement Expense (9X/DE) Relative Home or Non-Relative Extended Family Member (NREFM)

County Only Funding

• SCIs for out-of-county placement where the resident county does not have an adequate SCI,

• Out-of-county SCI is not sufficient for the child’s needs,

• Relative/NRERM home not approved,

• Undocumented minor,

• Supplements to the for providers receiving CalFRESH and or/CalWORKs only,

• Education Travel Reimbursement for placements not eligible for AFDC-FC funding,

• Extending Voluntary Family Reunification (VFR) for Voluntary Placement that extend beyond 6 months,

• Voluntary Placement for days prior to the SW signing the SOC 155, and

• Other extenuating needs




Foster Child’s Data Record and AFDC-FC Certification (SOC 158A)

A SOC 158A is necessary to pay ESH and ACH placements. The SOC 158A will include either ESH or ACH on the “Rationale Description” field.

A SOC 158A must be provided along with the SCZ 414Z for new foster care placements. When the youth is placed in an adult facility or any facility that is not recognized by the State of California as a foster care provider a SOC 158A will not be provided. To confirm placement, the FC EW must print the child’s placement history from CWS/CMS that includes the name of the non-foster care facility and include the placement history when sending the SCZ 414Z to IDM.

Placement Expenses (9X/DE) SCC Licensed Foster Home

County Only Funding

• SCI on Emergency Satellite Homes (ESH),

• Extending Voluntary Family Reunification (VFR) for Voluntary Placement that extend beyond 6 months,

• Voluntary Placement for days prior to the SW signing the SOC 155, and

• Other extenuating needs,

Placement Expense (9X/DE) Group Homes and Foster Family Agencies

County Only Funding

• For-Profit Residential programs,

• Infant (non-dependent) Supplement in THPP where the group home requires additional funds beyond the Infant Supplement,

• Bed Hold extending beyond 14 days,

• Extended VFR beyond 6 months,

• Voluntary Placement for days prior to the SW signing the SOC 155,

• THPP payments for NMD (NMD are only eligible for THP+FC) this is to pay the difference between the two rates, and

• Other extenuating needs.

WRAP 9X/DE

County Only Funding

Wraparound Services are paid to a Group Home and there is no Blanket Approval to make the payment [Refer to “Payment Rules,” page 25-7 and FC Update 2014-24 “Foster Care” on page -1].

DFCS Request Sibling Supplement (for Licensed Foster Home) (9X/DE)

County Only Funding

Sibling Supplements for licensed foster homes that have at least three siblings placed in the same foster home.




When the FC EW is unable to confirm the facility type or the facility needs to be added to CalWIN, refer the facility name to the FC Providers email box for clarification

20.1 Special Needs

There are two special needs for Foster Care and Kin-GAP:

• Burial expenses, and • Clothing allowances.

Note:The State Clothing Supplement was terminated effective July 1, 2011.

Any other increases in the cost of a child's or youth’s care are processed as:

• Requests for service funds (Outside of Foster Care Eligibility (FCE)), • Special Care Increments (SCI), or• When no other source of funding is available, a Director's Exception (DE).

20.2 Burial Expense Payments [OPP Section 11- 420.2]

When a foster parent or Kin-GAP legal guardian requests a funeral expenses for the child or youth the cost of the funeral cannot exceed $5,000 (effective 7/1/97). The request must be paid as a special need with SSPM approval on an “DFCS Request Placement Expenses” (SCZ 414Z). The SCZ 414Z must provide the payee for the expense. Most of the time expense will be paid directly to a funeral home.

• The funeral expense is a nonrecurring special need requested by the Social Worker and must be processed immediately.

• When the payment is made to a funeral home the home must be added to CalWIN as a “Provider”. The provider is added by sending the request to the FC Providers email box.



Payment Process

Once the approved SCZ 414Z is received with all the required signatures the payment is issued through CalWIN as a Non-System Determined Issuance (NSDI). The FC EW will use the Aid Code that is associated with the case with the appropriate Payment Type as “Burial”. The Check or Warrant is for “Office Pickup” and must be hand delivered to the assigned SW as soon as possible.

All request for Burial Expenses must be documented in CalWIN case comments. The documentation must include the payee, the amount and the assigned SW that received the check or warrant.

Note:FC EW must never pay a Burial Expense through Collect Case Special Needs Payment/Request Detail window using the Type “FC Funeral Expense”.

20.3 Clothing Allowances

Special clothing needs for children and youths in Foster Care and Kin-GAP include:

• An initial clothing allowance for a child or being placed, and• An Annual Clothing Allowance (ACA) for “Back-to-School”.

20.3.1 Initial Clothing Allowance (ICA) for a Child in Santa Clara County

An initial supply of clothing may be allowed, if necessary, with each new (initial) placement; however, SSPM approval is required if a subsequent initial clothing allowance is made within six months.

A child who has been receiving CalWORKs and has been approved for Foster Care County Funded payment may receive an initial clothing allowance, if otherwise eligible. The Clothing Allowance must be approved by the DFCS’s Special Funds Unit (SPU) and a SCZ 414Z must be provided with all the appropriate signatures.



20.3.2 ICA Eligible Placements

Children or youths in any of the following types of foster care related placements may receive an initial clothing allowance.

Federal or Non-Federal AFDC-FC funding:

• A foster home licensed or certified,

• A group home (including ESH).

• A specialized adolescent care home.

• A foster home certified by a Foster Family Agency (FFA) (including ESH).

• A Foster Care Intensive Treatment Facility (ITFC).

• A Community Treatment Facility (CTF) that is not an adult facility and is approved by the state.

• A related or unrelated legal guardian who is receiving Foster Care.

• A Kin-GAP Guardianship Home (when not paid while in FC).

• A home with a SARC (non-profit) contracted rate.

• A provider whose status changed from ineligible to eligible.

• FC children in receipt of dual agency rates (DAR).

• In rare circumstances, Kin-GAP youths receiving extended benefits at 18 years older.

• FC youths in Extended Foster Care (EFC) including Supervised Independent Living Placements (SILP).

County Only or Director’s Exception funding:

• A foster home licensed or certified pending DFCS approval.

• A relative receiving Foster Care under Miller v. Youakim (Include relatives receiving CalWORKs).



• A home with a SARC (for-profit) contracted rate.

• An Emergency Satellite Home (ESH).

All ICAs approved with DE funding must be paid as 9X (See CA 187.4).

Six Month Limit

When an ICA is issued it cannot be issued again if paid within six (6) months without DE approval. Additionally, ICAs issued between April and September of each year are not eligible for the Annual Clothing Allowance (ACA).

Updating CalWIN

The FC EW must update the Collect Case Summary Detail in window in CalWIN. The “Effective Begin Date” is the date the ICA was issued. At the “Clothing Allowance Ineligible Reason” from the pull-down list select “Initial Clothing Allowance issued between April and September.



20.3.3 ICA Ineligible Placements

Children in Emergency Satellite Homes (ESH) foster care home and most children placed with Kin-GAP Legal Guardian are not eligible for an ICA. Most Kin-GAP homes would have received the ICA while in foster care.

Adopted children, youths placed in Transitional Housing Placement Programs (THPP) and Transition Housing Placement Plus - FC (THP+FC) are not eligible for ICAs or ACAs.

Children or youths receiving Wraparound Services are not eligible for an ICA or ACA because their benefits are wrapped around another program. Depending on the type of placement they may receive an ICA through their companion foster care case.

20.3.4 Short-Term Placements

An initial clothing allowance should NOT be issued if the child is in a short-term placement. Generally, short term placements are defined as 30 days or less. If the FC EW has questions as to whether the child’s placement is expected to be short or long term, contact the SW/PO.

• Children who are placed in ESH foster homes and are receiving the ESH “daily rate” are ineligible for an initial clothing allowance.

• Daybreak’s Montevina Home is typically a short-term placement facility. If an ICA is requested, the FC EW must contact the SW/PO regarding the permanency of the placement.

• Children or youth is Voluntary Placement less that 30 days.



20.3.5 Effective Date

The effective month of the ICA is the month that the SW/PO completes and signs the SCZ 414Z, or the first month that the child is eligible for Foster Care.

20.3.6 Rates and Procedures

The rates for ICA are effective 9/1/2007, and are not eligible for the annual California Necessities Index (CNI) rate increases.

Age Rate

Under 1 $176

Ages 1 to 11 $245

Boys (12+ Boy’s Size) $293

Boys (12+ Men’s Size) $387

Girls (12+) $413

Who Action

SW/PO Completes the Initial Clothing Allowance SCZ 414Z and forwards it to the FC EW within 60 days of placement.

Note: For County Only Funded ICAs they must be approved by the SFU.

FC EW • Reviews the request for ICA.

• When necessary, prints the placement history from CWS/CMS.

• Authorizes payment depending on the type of funding either through Collect Case Special Needs Payment/Request Detail window or the Non-System Determined Issuance (NSDI) Window.

• Verifies a NOA is generated to the provider or guardian advising of the clothing allowance payment.

• Confirms the NOA was sent.

• Complete the Collect Case Summary Detail window when ICA is paid between April and September see 20.3.3.

• Forwards a copy of the SCZ 414Z and when applicable the placement history to the IDM.

• When issuing payment through NSDI and the SCZ 414Z is for county only funding the FC EW must use “Aid Code” 9X with a “Payment Type” as “Foster Care not State/Federal Claimable” and the appropriate “Payment Subtype (See CA 187.4).”



20.4 Annual Clothing Allowance (ACA) for a Child in Santa Clara County

The main purpose of the annual clothing allowance is to assist with the purchase of clothing at the beginning of the school year. An annual clothing allowance is issued for children and youths in Foster Care and Kin-GAP from August 1 to September 30, if otherwise eligible. The CalWIN project has automated the process for eligible placements.

• Children who are moved from one placement to another between August 1 and September 30 are eligible for an initial clothing allowance, but are NOT eligible to receive the annual back-to-school clothing allowance.

• FC EWs are responsible for reviewing the instructions to withhold the annual clothing allowance when an ICA has been issued within 6 months (See “ICA Eligible Placements” on page 20-7).

• Only one ACA may be given in a fiscal year. County fiscal year begins July 1 and ends June 30.

CalWIN is designed to not automate ACA for the following reasons:

• “Clothing Allowance Ineligible Reason” entered on the Collect Case Summary Detail Window,

• Foster Care or Kin-GAP out-of-State placements,

• Foster Care or Kin-GAP out-of-county addresses,

• Foster Care child or youth place in Group Homes,

• Foster care child or youth with Bottom Line Overrides (BLO)

• Kin-GAP cases where the benefits are on “Hold” and

• Foster Care or Kin-GAP cases that have potential overpayments.



A potential list of eligible placements that were not automated is provided to FCE for processing after the CalWIN automation is completed. These cases must have the ACA issued through the Collect Special Needs/Request Payment window or the Non-System Determined Issuance window.

20.4.1 ACA Eligible Placements

To be eligible for an ACA, a child must be in one of the following types of foster care placements:

Approved Placements for AFCD-FC funding include:

• Foster Family Home licensed or certified (includes youths in EFC).

• Specialized Adolescent Care homes.

• Foster Family Agencies (FFA).

• Related or unrelated legal guardian who is receiving Foster Care.

• Contracted SARC (non-profit) as FFAs.

• Kin-GAP guardians.

• FC or KinGAP children in receipt of the dual agency rate.

Approved Placements for County Only Funding

The SFU unit will provide a list of children and youths eligible for the ACA after the CalWIN automated ACA is issued. The list will be sent to the FC Clerical for assignment. The list will include the following placements:

• Contracted SARC (for-profit) as FFAs.

• Relatives receiving Foster Care under Miller v. Youakim.

• Children who are being aided with all county money.

20.4.2 ACA Ineligible Placements

Children in the following types of placements within Santa Clara County are NOT eligible for the ACA:



• Group homes,

• Community Treatment Facilities,

• Foster Care Intensive Treatment Facilities (ITFC),

• Emergency Satellite Homes (ESH),

• Short-term pre-adoptive placement initiated through an adoption agency other than our Agency,

• Adoptive placements,

• THPP and THP+FC placements, and

• Children and youths receiving Wraparound Services.

20.4.3 Rates for ACAs

The rates for Santa Clara County’s ACA are effective 9/1/2007, and are not eligible for the annual California Necessities Index (CNI) rate increases. The rate to be paid is the county where the foster care youth resides. When there is no ACA Santa Clara county rates are paid. Kin-GAP ACAs are paid based on the financially responsible county. This payment may also be made to an out of state Kin-GAP placement. All Kin-GAP ACA are paid based on Santa Clara County Rates.

Age Rate

Pre School $69

School Age $141

Note:To determine another California county’s ACA rate the FC EW will access the following folder on the foster care shared drive at S:\Sharelib-DFCS\EW Tools\RATES -STATE-COUNTY AND PROVIDERS.



20.4.4 Procedure

STEP WHO

CalWIN • Runs Annual Clothing Allowance COLA between August 15 and September 30.

• Generates Exception Report.

FC Coordinator

• Reviews Exception Report.

• E-mails DFCS Special Funds Unit to generate their manual report to pay ACA.

• Forwards exception report to FC Clerical.

DFCS SFU • Forwards manual report to FC Clerical.

FC Clerical • Reviews list and sorts it by unit.

• Forwards list to assigned EWs.

FC EW • Receives a list of cases that require ACA payment.

• Authorizes payment when eligible.

• Sends approval NOA to provider.

• Clears MEDS/CalWIN alerts.

• Enters case comments and summarizes case actions.

• Sends documents to IDM.

• When issuing payment through NSDI and the SCZ 414Z is for county only funds the FC EW must use “Aid Code” 9X with a “Placement Type” as “Foster Care not State/Federal Claimable” and the appropriate “Payment Subtype (See CA 187.4).”



20.5 Special Care Increments (SCI) [MPP 11-401.421]

A Special Care Increment provides a supplemental payment to a family home provider. It may only be paid to a foster family home in addition to the state authorized Foster Care basic rate. It is intended to cover the cost of supervision (and the cost of providing that supervision) to meet the additional daily care needs of an Aid to Families with Dependent Children-Foster Care (AFDC-FC) child who has a health and/or behavior problem. Placement of children who need specialized care in family homes complies with the intent of State and Federal requirements that a child is entitled to placement in a family environment, in close proximity to the parent's home, and consistent with the best interest and special needs of the child. California's specialized care rate setting system promotes these concepts.

When a Santa Clara County child or youth is placed outside of the county, the host county SCI must be paid. If the host county has no SCI plan then the Santa Clara County SCI rate is used. When Santa Clara County determines the host county rate is not sufficient to meet the child needs, an additional rate can be paid but must be paid using County Only funding. The appropriate SCZ 414Z must accompany the request.

20.5.1 Overview of Santa Clara SCI Plan

The County utilizes a point systems on the SCZ 414Z that is intended to identify each child's unique needs in the areas of Medical, Behavioral/Emotional or Special Care and Supervision (SCS). Once a child is determined to have an additional need, the SW/PO completes the appropriate SCZ 414Z including the provider and the supervisor’s signature. It is then forwarded to the SFU to ensure accuracy and consistency. The SFU management analyst reviews the documentation, signs off on the completion of the form and finalizes approval from the Administrative Program Manager. The SCZ 414Z is then forwarded to FCE. The FC MA documents and charts the receipt of the SCZ 414Z. It is then given to the FC Clerical and assigned to a FC EW processing of the payment.

All SCI’s are approved for a maximum of 6 months, except for Kin-GAP. Kin-GAP SCIs are approved for two years. At the end of the six month period (2 years for Kin-GAP) a new evaluation is necessary for a continuation or change to the SCI. The SW will work with the caregiver to prevent interruptions in the payment.



20.5.2 Eligible Placements

All Foster Family Home (FFH) placements in receipt of the basic rate are eligible to receive SCI. This includes:

• Non Related Extended Family Member (NREFM),• Legal Guardian,• Non Related Legal Guardian, or• Kin-GAP.

Note:AAP placements are eligible for SCI, however, it is included in their negotiated rate. An SCZ 414Z is not necessary to make the payment.

20.5.3 Ineligible Placements

The following placements are not eligible for an SCI payment:

• Group Home (GH),

• THPP and THP+FC placements,

• Supervised Independent Living Plan (SILP) placements,

• Foster Family Agency (FFA),

• SARC homes, and

• An FFH in receipt of a rate that exceeds the basic foster care rate, including:

• Dual Agency Rate,• Emergency Satellite Home (ESH) rate, or• Adolescent Care Home (ACH) rate.



20.5.4 Rates for SCIs

The rates for SCIs are effective 9/1/2007, and are not eligible for the annual California Necessities Index (CNI) rate increases:

Description Rate

Personal & Incidental (P&I) $130 (subject to change January of each year)

Emotional/Behavior Level I $120

Emotional/Behavior Level II $240

Emotional/Behavior Level III $390

Special Medical Needs Level I/Step 1 $111




Special Medical Needs Level II/Step 1 $988

Special Medical Needs Level II/Step 2 $1127

Special Medical Needs Level III $1503

20.5.5 Eligibility Process

The SCI is paid in CalWIN using the Collect Case Special Need Payment/Request Details window. The SCI request must have an “End Date” no later than six (6) months after the “Request Date” except for Kin-GAP which is expires in two years. The SCI payment is issued with the regular monthly benefits. The SCI will only pro-rate when there is a concurrent placement change. If the first payment is to be pro-rated, the FC EW will need to determine the pro-rated amount prior to issuing the payment. The FC EW will need to issue the benefits as a “Non-Recurring” Special Need for the first month and “Recurring” Special Need for the following months.

CalWIN sends a case alert 45 days prior to the expiration of the SCI. An automated Notice of Action (NOA) is generated in CalWIN the month the SCI is set to expire.



To determine another California county’s SCI rate the FC EW will access the following folder in the foster care shared drive at located at S:\Sharelib-DFCS\EW Tools\RATES -STATE-COUNTY AND PROVIDERS. Processing an SCI For An Approved Placements

WHO ACTION

DFCS/JPD • Determines if the child or youth has special needs.

• Completes and sends SC Z414Z to DFCS SSPM when county funds are used.

• Forwards SCZ 414Z to FC MA or SFU.

FC MA • Receives SCZ 414Z from SFU.

• Logs the request.

• Verifies host county rates when not a SCC resident.

• Reviews request.

If Request is... Then...

Complete, Sends SCZ 414Z to FC Clerical.

Incomplete, Sends the request back to the DFCS SFU.

FC Clerical • Receives SCZ 414Z from FC MA.

• Assigns SCZ 414Z to FC EW.

• Forwards copy of the SCZ 414Z to the assigned FC EW.



FC Intake/ Continuing EW

• Receives SCZ 414Z for Special Care increment.

• Reviews for Special Care Increment category, rate & time period.

• Verifies Out of County Rate when out of county.

• Adds the SCI to the CalWIN Special Needs window.

• Pro-rates the first month when necessary.

• Authorizes SCI.

• When issuing payment through NSDI and the SCZ 414Z is for county only funds the FC EW must use Aid Code 9X with a Placement Type as “Foster Care not State/Federal Claimable” and the appropriate Payment Subtype (See CA 187.4).

NOTE: When the case is with an Intake FC EW the SCI is authorized with the initial payment.

• Verifies NOA and benefits are sent to the provider.

• Generates manual NOA when SCI is paid through NSDI.

• Clears MEDS/CalWIN alerts.

• Documents approval of Special Care Increment and related information in Case Comments window.

• Sends documents to IDM.

WHO ACTION



Processing an SCI County Funded Placement (DE)

WHO ACTION

DFCS • Generates a Placement Expense Request.

DFCS SFU • Receives and approves the SCZ 414Z expenses

• Forwards request to FC MA.

FC MA • Logs the request.

• Verifies the signatures are present.

• Returns request to SFU when the approved signatures are missing.

• Forwards request to FC Clerical.

FC Clerical • Receives request.

• Completes ID.

• Verifies if FC case exist.

• Uses the assigned case number if there is an existing FC “County Specific” case and forwards request to an EW III.

NOTE: There may be an open case in District Office and no active FCE case.

• Forwards request to FC Triage if there is no existing FC or county specific case.



FC EW III (Triage)

Reviews SCZ 414Z.

Reminder: When issuing payment through NSDI and the SCZ 414Z is for county only funds the FC EW must use Aid Code “9X” with a Placement Type as “Foster Care not State/Federal Claimable” and the appropriate Payment Subtype (See CA 187.4).

NOTE: When the FC child/youth is on CalWORKs in SCC or in another county, a new FC “County Specific” case is required.

If... Then...

Open County Specific Case or FC Case with recurring expense,

• Reviews open FC case.

• Reviews open County Specific case.

• Determines the correct funding associated with the request.

• Determines if the request is to be paid through the FC or County Specific Case.

Closed FC Case with recurring expense,

• Determine if Medi-Cal is active in SCC.

• Refers to Control to App Reg FC and MC when Medi-Cal is not active.

• Refers to Control Clerk to open a County Specific Case when Medi-Cal is not active.

NOTE: Only time to open a county specific case is when the child is active on MC in another SCC case other than in FCE.

No Case with recurring expense,

• Requests Clerical to App Reg County Specific Case.

One time Payment Open or Close FC Case, No FC Case,

• Advises Control to forward request to assigned FC EW.

• Advises Control Clerk to assign closed case to Intake EW for payment if closed more than one full calender month.

• No case, request to open “County Specific case and assign to intake.

• Forwards documents to control clerk.

WHO ACTION



20.6 Emergency Satellite Home (ESH)

When a relative or non-relative extended family member (NREFM) is not immediately available for emergency placement following a child's being brought into temporary custody, ESH placements provide a temporary placement pending further assessment and planning. ESH placements are short-term, with the goal of having a child's stay in an ESH to be no longer than 59 days, whenever possible. ESHs also provide emergency care for children who need to be moved abruptly from another foster home or relative placement. In Santa Clara County, licensed county Foster Family Homes (FFH), FFAs and GHs may all come under the category of ESH.

FC Clerical • Completes Application Registration for “County Specific” case or FC and MC case when no FC case exists.

• Assigns to Intake EW.

• Swaps/reassigns case to Cont'g. EW III when request is assigned to Cont'g. EW II.

• Forwards documents to assigned EW.

Intake EW or EW III Cont'g.

• Receives SCZ 414Z.

• Communicates with SFU if any discrepancies.

• Reviews the beginning and end date of the request.

• Reviews and determines how payment will be issued:

If there is... Then...

An existing FC or County Specific case,

• Verifies the correct rate.

• Issues payment through NSDI using the approved sub-type.

No FC case, • Verifies the correct rate.

• Issues payment as an NSDI using the approved subtype in the “County Specific” case number.

• Verifies that Medi-Cal is active when the provider is in California.

• Sets a case alert for one month before the renewal is needed.

WHO ACTION



ESH Rates

The rate for an ESH FFH is a PER DIEM rate, effective 1/1/08, of $32.00 per day. This rate applies to all placements, regardless of age and are not eligible for the annual CNI. The rate is normally converted to a monthly amount.

The rate for a ESH FFAs and GHs is the standard FFA and GH rate.

20.6.1 Documentation Required for Payment

A SOC 158A with the “Rationale Description” field completed must include the provider as an ESH to pay the ESH rate.

Reminder:This is a specialized rate and is not eligible for SCI unless approved with County Only funding.

20.6.2 Payment Process

The payment is made in CalWIN by selecting the appropriate ESH daily rate for the provider as displayed below. The FC EW must document in CalWIN Case Comments after making the payment.



20.7 Adolescent Care Home (ACH)

Certain Foster Family Homes (FFH) which demonstrate ability and interest in working with adolescents will receive the ACH rate. The home must be licensed and certified through the county to receive this rate. The FFH may begin to receive the higher rate upon completion of the training. The adolescent care rate applies to children 12 years of age and older.

In order to make the payment, the FC EW must first verify the home appears on the “Santa Clara County Licensed Adolescent Care Homes” roster found in the EW Tools folder on the shared drive [S:drive>Sharelib-DFCS>EW Tools>Licensed Adolescent Care Homes].

DFCS will retain records confirming FFH’s appearing on this roster meet all the criteria necessary to receive the higher rate. This includes the following:

• Verification that the home has completed the required training.

• The youth is in the required age range, consistent with the designated home.

• The youth is in Santa Clara County (This rate does not apply to youths placed outside the county).

If the FFH does not appear on the listing but the rate is being requested, e-mail Social Work Placement Supervisor, Out of Home Care Unit, with the provider name to verify eligibility.

20.7.1 Rate

The rate for ALL adolescent care home placements was established as of 9/1/2007 and is set at $932 per month and are not eligible for the annual CNI.




The FC EW will be provided with the appropriate SOC 158A for payment. The payment is made in CalWIN by selecting the appropriate provider and the appropriate Level of Care as displayed below.

20.8 County Supplement

In 1999, the Santa Clara County Board of Supervisors approved a County funded initiative to provide a monthly $50 supplement to the basic Foster Care rate for the following caregivers located in Santa Clara County:

• Santa Clara County licensed foster homes,

• Approved relative and Nonrelated Extended Family Member homes of court dependent children (latter were formerly Kinship homes), and

• Non-related legal guardians of dependent or non-dependent children

Effective July 1, 2003, this supplement is no longer available for new placements and will be phased out for placements existing at that time. If the child has been in placement prior to July 1, 2003, then the caregiver continues to receive the County Supplement until the child leaves the placement or is discontinued from Foster Care.




Prior to July 2003, all homes meeting the placement criteria were eligible for the rate. No addition forms were necessary. This rate should no longer be approved for any new placements.


The payment is process in CalWIN only through NSDI. The payment type is Aid Code “9X” with a Payment Type as “Foster Care not State/Federal Claimable” and the Payment Subtype of “4S FC Foster Parent $50 County Supplement”.

20.9 Sibling Placement Monthly Supplement

This rate is also known as “Sibling Supplements.” Sibling Supplements are available to FFHs and relative caregivers with sibling groups of three or more placed in their home.

20.9.1 Eligibility

Licensed Foster Family Homes can receive an additional $200 per child per month for a sibling group with three or more children placed together in the same foster home.


The FC Bureau receives a monthly roster from the DFCS Placement Supervisor for eligible payments. The designated staff makes one lump sum payment in CalWIN through a the oldest sibling’s FC case. This rate is always prorated based on the first and last day of placement the amount to pay is included on list. The payment is always paid through NSDI using Aid Code 9X payment a Payment Type as “Foster Care not State/Federal Claimable” and the Payment Subtype of “4B FC Sibling Supplement”.
