Office and Division: Office of Children, Youth and Families; Division of Child Welfare

Number: OM-CW-2015-0007

Program Area: Child Protection Services

Issue Date: October 15, 2015

Title: Documenting Supervisory Approval of RED Team Decisions

Office Director: Robert Werthwein, Ph.D.

Memo Type: Operation

Division Director: Ann Rosales

Pertinent State/Federal Statute and/or State/Federal Rule: Volume VII; 7.103.9.D.

Expiry Date: October 16, 2018

Outcome: Documentation of practice and a quality review process

Effective Date: October 16, 2015

Key Words: RED Teams, Documentation, Trails Intended Recipients: This communication has been sent to all county human/social service directors. Please forward pertinent information on to staff members as you deem necessary. Purpose: The purpose of this memorandum is to clarify current ARD process and provide counties with instructions on how and where to document supervisory approval of RED Team decisions in the state automated case management system. Background: As a result of the October 2014 Office of the State Auditor (OSA) Child Welfare Performance Audit, Volume VII, 7.103.9 D, “all RED Team decisions shall be approved by a supervisor by the end of the calendar day and documented in the state automated case management system by the end of the next business day” went into effect on January 1, 2015. Additionally, the OSA indicated that supervisor attendance at a RED Team was not sufficient, by itself, for evidence of supervisory approval of a RED Team. The Department agreed with the OSA recommendation that supervisors needed to make separate, specific, documentation as to their approval of a RED Team. The Division of Child Welfare (DCW) acknowledges that it needed to better communicate the operationalization of these expectations. We hope this document is able to assist in establishing stronger clarity. The OSA also required that the Department add components to its review tools to monitor the above noted documentation of supervisory approval of RED Team decisions. The Administrative Review Division (ARD) added this to the 2015 Screen-Out Review instrument as well as the Assessment Review instrument. The Assessment Review instrument was piloted from July through September of 2015. Through pilot Assessment Reviews, and the recent Screen-Out review, held 9/21/15-9/25/15, and feedback from counties, it was learned that the interpretation of this rule and process for documenting supervisor approvals of RED Teams varied across counties. As a result, DCW and ARD caution that interpretation of review results regarding supervisory approval of RED Teams for referrals and assessments conducted prior to the issue of this memo may not reflect accurate practice in county departments.

Division of Child Welfare Operation Memorandum: OM-CW-2015-0007 October 15, 2015 Page 2 of 2 Action: In an effort to meet both the requirement and minimize duplication of efforts, ARD will accept the following statement typed into the RED Team Framework by the RED Team note taker, as both supervisory approval of the RED Team decision and documentation of said supervisor’s approval: "Supervisor ______________ was present for the RED Team and approved the RED Team decision." Below is a print screen of where this statement should be documented in Trails:

In addition, based upon ongoing information provided by ARD and ongoing feedback from counties, DCW has requested a Trails Build that will address 7.103.9 D, requiring separate documentation of supervisor approval of the RED Team decision. This Trails Build will be effective January 1, 2016. DCW will also request any additional modifications to Trails related to RED Teams as needed. Although ARD will continue to monitor the practice of counties related to this topic, the reports provided by ARD will reflect how many of the assessments were dated prior to the date of this memo. DCW and ARD would like to continue to partner with counties to ensure a quality review process, including strengthening the communication process from the Department to counties. The Child Protection Services Unit is available to provide technical assistance and consultation as needed. Contact: If you have any questions regarding this operation memo, please notify Lucinda Wayland Connelly, Child Protection Services Manager, at [email protected] or at 303-866-5563. We look forward to our work together to continue to improve the safety of Colorado’s children and families. Website: https://sites.google.com/a/state.co.us/cdhs-memo-series/home