Babysitting Certification Collaboration

Thanks for your interest in collaborating with others to provide a more efficient on-ramp for people to support foster families! We hope that you find this packet of information helpful, but please reach out to Sarah@fosteringhopeaustin.org if you have more questions.

We kept this document as an editable word document, because we want other regions to replicate the model and use our materials to avoid reinventing the process, but we always appreciate credit for the work we have done!

If you are an agency representative and you would like to observe the May 6 training, you may register to observe for free at: https://www.eventbrite.com/e/may-6-babysitter-training-observation-tickets-32511193856

Objectives for this Babysitting Collaboration:

1. To provide a more efficient and clear process for people to become babysitting certified through more than one agency

2. To increase the support system for foster parents with babysitters and people who can help provide transportation

3. To make it easier for friends and family members to become babysitters so that children can have the familiarity and trust of staying with someone who knows the family

4. To increase the number of foster families as people become more familiar with the children and the need

Table of Contents:

Memorandum of Understanding Sample . . . . . . . . . . . . . . . . . 3-5

Timeline of Collaboration to Training Day . . . . . . . . . . . .. . . . . . 5

Sample Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Requirements List As Received by the Certification Registrants . . . . .7-11

Joint Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-13

Background Check ONLY application. . . . . . . . . . . . . . . . . . . .14-15

Training Day Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Trauma-Informed Care Training Outline . . . . . . . . . . . . . . . . . . . 17

Psychotropic Medicine Training Outline . . . . . . . . . . . . . . . . . . . 18

Transportation Training Outline and Video Link . . . . . . . . . . . . . . . 19

Home Safety Checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

DFPS Discipline Acknowledgement . . . . . . . . . . . . . . . . . . . . 21-25

Paperwork Guides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26-29

FAQs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30-31

Getting Started and Lessons Learned . . . . . . . . . . . . . . . . . . . . . 32

Foster Family Short-Term Childcare Collaboration

Memorandum of Understanding SAMPLE

January 2017

Stated Problem and Solution

The recent Foster Family Gap Analysis, completed by Mission Capital as part of the Travis County Collaborative for Children on September 2016, showed several barriers to providing adequate and quality care for our children. One stated problem was that there was not enough support for foster families and short-term childcare for children was very difficult to find. The second issue highlighted in the Analysis was that there is great need for more foster families.

It is the desire of the Adoption Collaboration to work together to solve the issue of not enough short-term childcare providers with a streamlined and multi-agency childcare certification process.

Participants in the Short-Term Childcare Collaboration are:

Arrow Child and Family Ministries, Circles of Care, Child Protective Services, Depelchin, Helping Hand Home, Pathways, Presbyterian Children’s Home and Services, Settlement Home, SAFE Alliance, STARRY, and Fostering Hope Austin (FHA).

Steps to Implementation

Each Child Placing Agency agrees to:

· Accept the joint application and the listed requirements for each childcare provider as previously agreed upon

· Run and keep up with background checks as appropriate with each childcare provider

· Accept the trauma-informed training provided by Fostering Hope Austin and the online classes as previously agreed upon

· Provide an appropriate staff member as needed to be present on Training Day

· Understand that other agencies share these childcare providers and are also completing background checks on them

· Communicate and collaborate with other CPA’s in the partnership and Fostering Hope Austin

· Allow the childcare providers to babysit up to 72 hours either in the childcare provider home or in the foster family’s home

· After the completion of the Training Day, the childcare providers must be managed within the CPA’s normal procedures

· CPA’s will not require additional documents or procedures of the childcare providers once they complete the joint certification process

Child Placing Agencies and Fostering Hope Austin agree to:

· Share with foster families that the joint certification is available so they can share it with potential childcare providers

· Promote and recruit from partnering churches, other organizations, and announce the

Training Day on social media

· Promote the short-term childcare training to people who might not be ready for fostering

Fostering Hope Austin Agrees To:

Coordinate and Execute Training Day

· Communicate paperwork requirements and provide assistance to registrants BEFORE attending the one-day training so they can obtain pre-training day requirements such as:

· Fingerprints

· References

· Photos of home, pet vaccination records, etc

· Preparation for TB and CPR Training on May 6

· Secure location, childcare and lunch for registrants

· Provide two hours of trauma-informed care training (Utilizing TBRI)

· Compassion building

· Overview of kids from hard places –

· Trauma and the brain

· Understanding the why behind behaviors

· Playful engagement, choices, and compromises

· Smooth transitions from foster family to childcare provider

· Coordinate CPR/first aid class for the Training Day and TB testing options (potentially on-site)

· Secure additional funding to offset the costs for the attendees, FHA administrative costs, childcare, and materials

Measurable Outcomes:

· The childcare collaboration anticipates an increase in the amount of available childcare providers for foster families

· At least 50-75 new childcare certifications completed each Training Day

· Foster families will report feeling more supported, content, and ultimately continue to foster longer

· CPA caseworkers will report more satisfaction with their work because they can offer more support for their foster families

· Childcare providers decide to foster after trying out short-term childcare

Duration:

Fostering Hope Austin introduced the short-term childcare project to the Adoption Collaboration in September 2016 and will continue to facilitate, coordinate, and promote the childcare collaboration through September 2017 with the continued support and unity of the Adoption Collaboration agencies.

September/October 2016

Collection of all agency requirements for short-term childcare. CPS licensing verification made regarding background check procedures for a multi-agency certification

November

Common application and overview presented to Collaboration

December

MOU Reviewed

January 2017

MOU Signed. FHA prepares promotional materials and registration.

February

Registration opens. Registrants begin fingerprint process and reference letter collection

May 6th

1st Training Day

May

Feedback collected and adjustments made

September

Possible 2nd Training Day

This MOU can be modified at the mutual consent of the Adoption Collaboration.

Arrow Child and Family Ministries

Child Protective Services

Circles of Care

Helping Hand Home

Depelchin Children’s Center

Pathways Youth and Family Services, Inc.

Presbyterian Children’s Home and Services

The Settlement Home for Children

The SAFE Alliance

STARRY

Fostering Hope Austin

Sample Budget and Staffing Hours to Facilitate Collaboration

Background Check fee

$43

paid by sitter

CPR class

$25

we negotiated 18.25/person and FHA received a grant for these costs

TB Test

$30

paid by sitter

RediClinic in the HEBs

copies, materials,

$20

rough estimate FHA received grant

$125-250/sitter or couple

50 Babysitter Total Costs

$6,250

Staffing Hours for Collaboration Facilitators

Joint Application Preparation and collection of requirements and consolidation of requirements

6-10 hours depending upon negotiations with agencies

TIC Training Preparation

2-3 hours

Training Day

6-8 hours

CPR, TB Clinic, Facility, Childcare, Hospitality coordination

10-20 hours

Promoting/recruiting/communications to 50 attendees

5-10 hours

Secure funding to lower babysitters' costs

5-10 hours

Management of Paperwork Guide Volunteers

10-15 hours

Staffing Total 44-76 hours*

Training Day Costs

childcare for 100 kids

2,000

copies/office supplies

300

Lunch -about $7/person plus drinks.

350

breakfast items/coffee/facilities

donated

*Staffing hours are estimates. They do not reflect the amount of time required by FHA to pilot the collaboration

Requirement Checklist for Babysitter Registrants:

Thank you for supporting foster care parents by providing short-term childcare! You are so very valuable to our families and kids.

There are several documents that you need to secure before the training day and we are committed to helping you get each document ready to go. Please let us know if you have any questions at all. You can contact your Paperwork Guide.

All documents must be collected for EACH individual who is getting certified unless noted otherwise

Document

# of copies needed

Completed?

PRE-TRAINING DAY DOCUMENTS

Attain these documents BEFORE Training Day

If you are a couple applying for certification, we need a copy from each individual:

Round #1 – Send these in first:

Joint Certification Application

1 emailed to agency/person getting certified

Background check ONLY application (for everyone 18 yrs. and older living in home the child will be in. Child CANNOT stay alone with this person.)

1 emailed to agency

Copy of driver’s license (same page as SS card)

1 emailed to agency

Copy of social security card (same page as DL)

1 emailed to agency

Submit these documents to YOUR PRIMARY AGENCY first. This will initiate the fingerprinting process and you will be contacted by FAST MorphoTrust who is contracted with the state to complete fingerprints. You will pay FAST MorphoTrust $43 for each person needing background check. Your Paperwork Guide will give you the agency contacts.

Round #2- Collect these documents while waiting for your fingerprint appointment:

Only one copy per household is required for this set of documents

Reference letter #1 (from foster family babysitting for if applicable)

3 copies + 1 for your records

Reference letter #2

3 copies+ 1 for your records

Reference letter #3

3 copies+ 1 for your records

Photo page: Photo of kitchen, bedroom, street-view of house and back of house, arranged on one page, printed in color.

3 copies+ 1 for your records

Out-of-State background check (if you have lived outside of Texas in the past 5 years, please contact your PG)

Contact Paperwork Guide if this is needed.

Pet Vaccinations

3 copies+ 1 for your records

Bring Round #2 documents with you on Training Day.

Round #3 TRAINING DAY

Each person getting certified needs to have these documents:

Car Insurance copy (please bring with you and we can make a copy on-site)

3 copies

Driver License (3 copies will be made and given directly to agency)

3 copies

Social Security (3 copies will be made and given directly to agency)

3 copies

Copy of Joint Certification application

3 copies/person getting certified + 1 for your records

Copy of background check only application with copy of DL or SS card of person needing check only

3 copies/person +1 for records

You will receive these documents on-site:

Trauma-informed training

Completion document

Psych meds training

Completion document

Transportation training

Completion document

Environmental Checklist

1/agency

Discipline Policy

1/agency

CPR/1st Aid Training card/certificate. (if you have this already, please bring documentation with expiration date. Must be at least 6 months before expiration.)

1 copy/agency

TB test (or bring in results from test done within the last 6 months)

Results read 48 hours later**

FINAL DOCUMENT – POST TRAINING DAY

TB testing results**

1 copy/agency to be delivered to the agency by the babysitter

Agency

Contact Name

Email Address

Arrow

Circles of Care

Child Protective Services

Depelchin

Helping Hand Home

Pathways

PCHAS

SAFE

Settlement Home

STARRY

Reference Letter Template:

Letters may be written for a couple if both are getting certified.

Date:

To Whom It May Concern:

This letter is a character reference for _______________________________. I have known this person for __________________ years.

· Describe the Context in which you have known this person or couple.

· Describe 2-3 positive character qualities in this person.

· Describe why this person/couple can be trusted and responsible with babysitting children.

· List anything else that you may want to add which would qualify this person as a babysitter.

Your Name

Title or Relationship with person you are writing about

Physical address

Email Address

Phone Number

The How, Where and Why:

FBI Fingerprints:

Go to:

This appointment will take approximately 20 minutes to an hour.

You may bring other children along to the fingerprint appointment

There are two different applications for fingerprinting:

1. Joint Certification Application: this is for anyone who is to be a certified babysitter. This person can be left alone with the foster child.

Once the joint certification application is submitted to the ONE primary agency you choose, that agency will initiate the fingerprinting process. FAST MorphoTrust, the fingerprinting company, will contact you with appointment options. Once you get your fingerprints complete, other agencies you choose will be able to access these prints and run a background check.

2. Background Check ONLY application: this is for anyone who is 18 years or older and living in the house that the foster child may be babysat in. They cannot be left alone with the foster child. (adult children, grandparents, etc)

Anyone who is living in your home who is 18 years or older must get fingerprinted if you plan to babysit the foster care child in your home. People who fill out background check only documents cannot be left alone with the child.

Additional background checks must be completed if you have lived outside of Texas in the past 5 years. Please contact your PG if this is your situation.

Pet Vaccinations:

You can provide a copy of all the vaccines of your pet or you can simply bring a simple document from your vet stating that your pet is up to date with their vaccines. Please make sure this document is dated.

Photo of your home:

Place these photos on a single page and print 3 copies and bring them to May 6. Keep a copy for your records.

· Kitchen (as much as possible in your camera angle)

· A bedroom (that the child might sleep in if staying overnight)

· Front of house from street view

· Back of house

If you live in an apartment, take a photo of the front and back of the floor you live on with a view of the front door and back patio/door/windows of the apartment home.

CPR and 1st AID:

If you already have your CPR/1st aid training and it does not expire in the next 12 months, you do NOT have to take it again on the training day. Bring the certification paper to the Training Day if you have already received the training. We’ll need to make copies to give to the agencies.

If you do plan on taking the CPR/1st AID course, you will receive the attendance document on Training Day.

TB Test

If you choose to have a TB test taken BEFORE training day, please bring a copy of the official results. The results must be 8 months old or less. If you do need to take the test, RediClinic will be available on training day for the test and you must return to a RediClinic in 48 hours to have results documented.

Driver’s License, SS Card and Car Insurance

Please bring your driver’s license, social security card, and car insurance to Training Day. We will make copies and deliver them directly to the agencies. You may also make 3 copies before Training Day and give them to us on Training Day. (license, ss card and insurance all on one page please)

Trauma-informed training, Psych Meds training and Transportation Training

These will be completed on Training Day. You will receive a copy of attendance on that day.

Training Day Tentative Schedule

9a-3p

3 rooms needed plus childcare facilities

· Room 1/Foyer Space - Check-in, Paperwork completion and TB Test Clinic Set-up

· Room 2 – CPR/1st AID Training

· Room 3 – Trauma-informed Care, Transportation and Psychotropic Med Training

8:30a-9a Childcare Check-in/Registrant Check-in

9a-11a: CPR Round 1 (limited to 40 people) and Trauma Training Rotation

11a-1p: Lunch, Paperwork completion, TB Tests

12p-2:30p CPR Round 2 (limited to 80 people)

12:30p-2:30p Trauma Training Rotation

For those who previously completed their CPR certifications, they will be able to leave early.

2:30-3:00 Complete Paperwork collection, TB Tests, and Childcare pick-up

Trauma-informed Babysitting Outline

I. Building the house, brain development TBRI video.

II. Risk factors: pregnancy, birth, early hospitalization, trauma, abuse, neglect

III. Fear in our children from hard places: fight, flight, freeze

IV. Connection is key: harmed in relationship, healed in relationship

A trauma informed babysitter:

1) Makes a connection at the beginning

2) Manages hellos and goodbyes (handout)

a. Allow plenty of time for hellos and goodbyes – showing up before parents need to leave and giving some transition time so that transfer of care is not abrupt

b. Parents leaving – permissions asked to be in charge and to offer comfort if needed

c. Allow for child’s needs before logistics

i. Hellos and goodbyes could be between activities – hello moving inside from playing on the playground.

ii. Can be difficult as switching gears is hard – remain playful and do not enter a battle of the wills

iii. Be flexible and consider whether you can offer a choice or a compromise

iv. Announce to the next activity with plenty of time to transition

3) Relies mainly on playfulness to guide and redirect the child.

4) Calls the parent if the child cries for the parent for an extended period

5) Uses the IDEAL response in managing behavior with appropriate levels of response

a. Immediate -Responds to misbehavior within three seconds

b. Direct – down on a knee, eye level, gentle touch, eye contact

c. Efficient – only need to keep the child moving forward, should not be punitive, do not give a $20 response for a $1 behavior

d. Action based – redo, give muscle memory, create new connections by doing the right thing

e. Leveled at the behavior, not the child – what you did was not okay but you are okay with me

6) Recognizes that a behavior is really an unmet need or a fear response:

a. asks, “what do you need?”

b. attempts to figure out what “triggered” them

c. can recognize if the child is “flipping his lid”

d. works to disarm fear

7) Understands food and water are very important for our kids. Hunger and thirst can trigger behavior. Food should not be a battle with the babysitter. We recommend nutrition and hydration every two hours.

8) Our kids don’t always recognize their own physiological cues. They can be tired, hungry, thirsty, or should use the bathroom without recognizing this. Gentle reminders and suggestions are helpful.

9) And THANK YOU for entering our world, working to understand our kids, and giving us the ability to do something as normal as going on a date night!

Medication Training Outline

1) Trauma perspective: kids may need meds to help with some of that neurochemical shift from trauma.

a. These medications that affect the central nervous system are called psychotropic medications and may include

i. Stimulants

ii. Antidepressants

iii. Antipsychotics and neuroleptics

iv. Control mania or depression

v. Antianxiety

vi. Sedatives, hypnotics, and sleep promoters

b. Psychotropic medications modify or influence the central nervous system to help with behavior, cognition, or affective state.

2) Kids may also take medications for typical childhood illness or conditions such as asthma

a. These medications are not classified as psychotropic but may require prescriptions

3) Babysitters are NOT considered the medical consenter for the child

a. All prescription medications given by a babysitter must be provided by the foster parents in the original container with prescription label on it and belong to that child.

b. Foster parents should provide the babysitter expected to give medications with:

i. a list of meds,

ii. the proper dosage and route,

iii. potential for side effects,

iv. an explanation of what it is for,

v. and any expected outcome of taking the meds

vi. as well as an emergency number to call if side effects are noted

c. the babysitter should never give the first dose of a newly prescribed medication

d. medications should be kept out of reach and sight of children – locked up is the safest

e. only give over the counter medication with permission from foster parent and in popper dosage and for its intended purpose.

4) Administering meds:

a. Right person

b. Right time

c. Right dose

d. Right route

e. Right medication

5) Documentation

a. Must document medication given! Records are so important!

b. Time

c. Dose

d. Initial/sign

e. Foster parent should provide med log to document on

6) Meds must be given as prescribed

a. Withholding a medication because the child doesn’t “look” or “seem” ill can set them up for serious repercussions.

Transportation Training Outline

1) Help is needed: Foster families are expected to transport their children not only to all of the normal kid related appointments but also the additional appointments that come with foster care such as therapy and visits. Sometimes visits can be several times a week for several hours and often in the middle of the day.

a. Stay at home families end up disrupting the rest of the children’s day or may have other children’s appointments at the same time as scheduled (and sometimes inconsistent) visits for the child in foster care.

b. Full-time working parents often have difficulty transporting children to visits that occur at any time of the day and sometimes a distance from the child’s home or daycare.

c. CPS is not required to provide transportation to visits, that is the foster family’s responsibility.

2) Rules:

a. Children must ride per the TX laws of transportation.

b. Back seat

c. Air bags

d. One seat belt per child

e. Car seats

3) Car seats in detail

a. Latch system

b. Expiration dates found on seats – 6 years

c. Cannot use a car seat after an accident

d. Infant/rear facing

e. Toddler/rear facing

f. Booster seats

g. Booster with lap shoulder belt

4) When is a child big enough to not use a car seat?

a. 4’9” 80 pounds

b. Feet on the floor, hips back in the seat

c. Lap belt across hips (not abdomen)

d. Shoulder strap does not cut into neck

e. No belt behind back

5) Children under 13 should always ride in the back seat

6) Never leave a child in a car unattended

Safe Riders video: https://www.youtube.com/watch?v=sU97_Jc3m2A&feature=youtu.be

Foster Family Short-term Childcare Environmental Checklist

Check here:

Please make a check by each entry indicating you have read and taken appropriate action to address each safety concern.

Any weapons, explosives, projectiles, and/or ammunition will be stored in a locked, child proof container and never made available to a foster child.

All medication including prescriptions and over the counter, will be stored completely out of reach and out of sight of a foster child.

All chemicals and cleaning supplies will be stored in a locked cabinet or out of reach of a child

A foster child who is allowed near or in a swimming pool or natural body of water will be under constant visual supervision. A foster child who has not proven to be a strong swimmer will never be out of an adult’s reach when in or near a swimming pool or natural body of water. The respite provider will utilize life saving devices, such as floaties and life jackets. If in a boat, a foster child will always wear a life jacket.

A foster child may jump on a trampoline, but constant visual supervision is required and only one person may jump at a time. Trampolines must have secure padding over the springs.

Home and grounds are kept clean and free of hazards to children

Kitchen and all food preparation, storage, and serving areas are kept clean

Perishable food is refrigerated or safely stored in other ways.

Home has adequate supply of water that meets the standards for drinking water of the Texas Department of Health. If a private well is used, the Texas Department of Health or local health department must be consulted if any problems arise.

Home has an adequate, safe sewage disposal system. If a private sewage disposal system is used, the Texas Department must be consulted if any problems arise.

Plumbing appears to be in good working condition.

Home has hot and cold running water

There is at least one toilet, lavatory, and bathtub or shower inside the home.

Bathrooms are kept clean.

Soap and toilet paper are available in the bathrooms at all times

Each child has a clean towel available, or paper towels available.

Garbage is removed at least once a week.

Garbage is kept in metal or plastic containers with tight fitting lids in any area way from the children

The home is kept free of insects, mice and rats

The yard is well drained, with no standing water

The yard is kept free of garbage and trash

The house is adequately ventilated and free from bad odors

Windows and outside doors kept open for ventilation are screened

Accessible electric outlets in rooms used by children under the age of 8 and children for whom these outlets might present an unusual danger are safety outlets or have childproof covers

Electric fans are securely mounted where children under the age of 8 or children for whom these items might present unusual danger cannot reach them, or have guards which keep children from touching the fan blades.

Outdoor steps are not slippery. Porches, railings, playhouses, and other wooden structures do not have splinters

Indoor floors and steps are not slippery and are kept dry when children are using them. Wood surfaces and objects do not have splinters.

Glass doors are marked at a child’s eye level to prevent accidents.

Signature: _________________________________________________ Print Name:______________________________

One page and signature needed for each household.

FOSTER CARE AND ADOPTION DISCIPLINE ACKNOWLEDGEMENT

CHILD PROTECTIVE SERVICES (CPS) –PLACEMENT, ICPC, AND FAD

INTRODUCTION

DFPS requires the agency's foster caregivers and pre-consummated adoptive parents to treat children in DFPS conservatorship with respect and dignity. The primary purpose of discipline must be to encourage, model, and help children to practice appropriate behaviors, not to punish the child. Discipline must suit the particular needs and circumstances of each child, and take into account the child's:

· age;

· developmental level;

· specific misbehavior,

· previous reaction to discipline; and

· trauma history, including any history of physical, sexual or emotional abuse, neglect, drug and alcohol exposure, prenatal trauma, early hospitalization or other traumatic events in the child's history.

No child in DFPS managing conservatorship may be deprived of basic necessities or subjected to cruel, harsh, unusual, or unnecessary punishment.

GENERAL REQUIREMENTS FOR DISCIPLINE

Discipline must be constructive and educational in nature. Correction must be fair, reasonable, consistent, and related to the specific misbehavior. Foster and pre-consummated adoptive parents must communicate to the child, in a manner that the child understands:

· what the child has done wrong;

· why the discipline must occur;

· the full extent of the discipline (how long the discipline is in effect and what has to occur to end the discipline period); and

· what is considered to be appropriate behavior (this should be done in the form of discussion with the child and helping the child to practice the appropriate behavior).

Discipline should be individualized and related to the child’s specific misbehavior, age, developmental level, previous experiences, reactions to previous discipline, and any other relevant factors. Foster and pre-consummated adoptive parents are encouraged to use discipline techniques that promote connection for the child within the family.

The foster and pre-consummated adoptive parents and CPS staff will develop appropriate discipline methods for each child placed in the foster/adoptive home.

Purpose:This form guides caregivers in methods used for discipline of children in foster care or adoptive placement prior to consummation.

Instructions:All foster parents, pre-consummated adoptive parents, potential foster/adoptive parents, other adults living in the home, and intermittent alternate care (IAC) providers must agree to the DFPS discipline policies and procedures. This form must be signed during the screening process, every 24 months, and at any time another adult caregiver begins living in the home.

ALLOWABLE FORMS OF DISCIPLINE

Discipline must suit the child's age, circumstances, and developmental needs. Methods of discipline may include:

· establishing routines;

· setting reasonable limits;

· modeling appropriate behavior;

· offering two acceptable choices;

· offering compromises;

· offering a "redo";

· scripting;

· repeating the behavior correctly with the adult;

· giving the child time to settle down in a way that feels safe to him or her;

· speaking slowly to the child;

· giving time for the child to process the request or instruction (count to five slowly in your head);

· repeating instructions;

· taking "time-out*" or a "time-in";

· enforcing or permitting logical or natural consequences;

· catching the behavior while it is still minor;

· using a low, slow, moderated voice;

· praise and recognition of desirable behaviors; and • reinforcing desired behavior.

*Time-out separates the child from the family, discourages connection, and may be correlated with dissociative tendencies in traumatized children. They should be used very sparingly, if ever. When used, timeouts must have reasonable time periods and be supervised by an adult. Reasonable time-out periods consist of one minute for every year of the child’s age.

Additional strategies for managing the child's behavior, if needed, should be listed in the child’s service plan.

FORMS OF DISCIPLINE REQUIRING CPS APPROVAL

Restrictions of a child’s activities, such as grounding a child from an activity, which will be imposed on a child for more than 30 days, must be reviewed by the appropriate Child Protective Services staff member before or within 24 hours of imposing the restriction (see below).

Restrictions to a particular room or building that will be imposed on a child for more than 24 hoursmust have approval from the appropriate Child Protective Services staff member before or within 24 hoursof imposing the restriction (see below). Restrictions that constitute seclusion are not allowed.

RESTRICTION APPROVAL: In order to gain approval for these restrictions, foster parents must call the child’s caseworker before or within 24 hoursof imposing the restriction. The child’s caseworker will contact the appropriate management for approval or denial regarding the restriction. The caseworker or other designated staff member will contact the foster parent with a determination of whether the restriction will be allowed.

CORPORAL PUNISHMENT IN SCHOOLS

Foster and pre-consummated adoptive parents and CPS staff must not give permission to any person or entity (including schools) to discipline a foster or pre-consummated adoptive child in ways that are not consistent with the Department's discipline policy. A school cannot be prevented from using corporal punishment, but, if asked to consent to a school policy that includes corporal punishment, a foster or pre-consummated adoptive parent must refuse. If a caregiver becomes aware that a school intends to use corporal punishment to discipline a child in CPS conservatorship, the caseworker should be notified, so that CPS can attempt to intervene and convey the compelling reasons against this form of punishment with respect to this population of children.

INFANTS

Foster and pre-consummated adoptive parents who care for infants must understand discipline of any type is not appropriate or permitted for infants. Infant is defined as a child from birth to 17 months. Infants do not have the cognitive ability to understand verbal direction and modify their behavior accordingly. Nothing can substitute for adult supervision and interaction. For example, if a 14-month-old is wandering toward the street, a caregiver can say “Stop! I need you to stay close to me,” but this cannot substitute for physically preventing the child from entering the street. The caregiver cannot expect the child to stop and cannot expect the infant to not repeat this behavior.

This does not mean that an infant should not experience natural consequences for their behavior, but rather that the caregiver should not expect any cognitive learning or behavior modification to result. For example, if a 15-month-old bites someone, the caregiver should separate the biting infant and show empathy for the biting victim, but you cannot expect any consequences that the infant experiences to affect future biting behavior.

While an infant should experience natural, non-punitive consequences (e.g. being moved away from a hot stove), any expectation that an infant learn and modify his behavior could lead to unrealistic expectations, decreased supervision necessary to prevent dangerous situations, and frustration on the part of the caregiver.

PROHIBITED FORMS OF DISCIPLINE AND THERAPEUTIC INTERVENTIONS

Physical discipline (such as spanking) must not be used on a child in any DFPS foster home or pre-consummated adoptive home.Any form of discipline used may not violate any of the specific prohibitions in Minimum Standards for Child-Placing Agencies. Discipline of children must not result in bruises, welts, burns, fractures, sprains, exposure, poisoning, or other types of injuries.

The child has the right to be free from any harsh, cruel, unusual, unnecessary, demeaning, or humiliating punishment which includes, but not limited to:

· shaking the child;

· subjecting the child to corporal punishment;

· threatening the child with corporal punishment; and

· any unproductive work that serves no purpose except to demean the child, such as moving rocks from one pile to another or digging a hole and then filling it in.

Discipline may not consist of withholding food, shelter, visitation, supervision, medical or educational care, other necessities, mail, or special items such as Christmas gifts, or birthday gifts. Threatening the child with loss of placement, name calling or labeling the child, and embarrassing or degrading the child are not acceptable forms of discipline. Additionally, one child in care may not discipline or punish another child in care, except when babysitting, as allowed by Minimum Standards for Child-Placing Agencies.

Holding Intervention is prohibited. Holding intervention is sometimes used as a therapeutic approach to promote the child’s ability to bond with others and is not used to hold or restrain a child from harming himself or others. This form of therapy is considered a restraint used in non-emergency situations and, therefore, may not be used as a therapeutic approach with children in DFPS foster or pre-consummated homes, even if recommended by a licensed psychologist or psychiatrist.

Restraints and seclusion are never allowed as a form of discipline and they are prohibited for all purposes for any child placed in a DFPS foster or adoptive home, subject only to a very limited exception for “short personal restraints” as provided below.

The definitions below are adapted from the Minimum Standards for Child-Placing Agencies

RESTRAINT is defined as the use of physical force alone, the use of a device, or the use of emergency medication in order to assist a child in regaining control. This includes personal restraint, mechanical restraint, and emergency medication.

· CHEMICAL RESTRAINT is defined as the use of any chemical, including pharmaceuticals, through topical application, oral administration, injection, or other means, solely for the purpose of immobilizing a child or sedating a child as a mechanism of control. Chemical restraints are prohibited.

· MECHANICAL RESTRAINTis defined as the application of a device for the purpose of restricting the free movement of the whole or a portion of a child’s body in order to control physical activity. Mechanical restraints are prohibited.

• PERSONAL RESTRAINT is the application of physical force, including escorting, without the use of any device for the purpose of restricting the free movement of the whole or a portion of a child’s body in order to control physical activity. Personal restraints are prohibited, with the limited exception that short personal restraints may be used to protect a child of any age from imminent danger or to control a tantrum in a public place of a child who is under the age of five. The restraint must be ended as soon as the danger or behavior subsides, or at the end of 60 seconds, whichever occurs first.

o SHORT PERSONAL RESTRAINT is a personal restraint that does not last longer than one minute before the child is released. For example, blocking a child from entering a busy street.

SECLUSION is defined as the placement of a child, for any period of time, in a room or other area where the child is alone and is physically prevented from leaving by a locked or barricaded entryway. An intervention that restricts a child to a room that involves a caregiver placing his or her body between the child and the exit from that area (for example, standing in the doorway of a room) is not seclusion because the child is not alone. If a caregiver uses physical force or a physical barrier to restrain a child or prevent a child from leaving, the intervention becomes a personal restraint or seclusion as defined by Minimum Standards for Child-Placing Agencies. Seclusions are prohibited.

REQUIRED NOTIFICATIONS TO THE CHILD

· Allowable Discipline Practices. At the time of placement, a foster or pre-consummated adoptive parent must provide each child with a copy of the discipline practices allowed in the home.

· Use of Restraints. Age-appropriate explanations regarding the prohibitions against the use of restraints must be provided to each child at time of placement.

· Right to Provide Comments. Children must be notified of their right to voluntarily provide comments if a restraint is performed on them or another child in a DFPS foster/adoptive home. The notification must include an explanation of the process for submitting such comments. The process must be easily understood and accessible.

ACKNOWLEDGMENT

I have read, understand, and agree to abide by the DFPS Discipline Policy for foster and adoptive children in my care. Signing this form signifies understanding of the policy and agreement to adhere to the DFPS discipline policies and procedures. Failure to adhere to the DFPS discipline policies and procedures may result in adverse action against my home and affect the placement of children in my home.

SIGNATURES

Applicant Signature:

Date Signed:

PRINT Name:

Applicant or Adult Caregiver Signature:

Date Signed:

PRINT Name:

Paperwork Guide Responsibilities

Feedback we have received from people who have become babysitting certified is that they often feel bogged down by the process and have difficulty keeping up with various steps. We have addressed this, in part, with a very clearly stated requirement list and the one day training. In addition, we have volunteers, called Paperwork Guides (PGs), assigned to all registrants to help with process and questions. Each PG has a set number of registrants assigned to them that they remain contact from the joint application to training day.

Within 2 days of receiving a new registrant:

· Start by sending an email to introduce yourself, explain your role (their point of contact for everything), give your contact information and thank them for their willingness to be trained.  

· Make sure they have May 6th on their calendars for training.

· confirm that if they need childcare for that training, that they have registered for it with a link on this email. (free!!).  

· Please attach the 2 page application and requirement document.

· Ask them which agency they anticipate babysitting for the most. THIS is the agency they will send their application to. It is this ONE agency that will initiate the fingerprinting process for them. CLARIFY THIS. It is an important step.

· Once you find out which agency they anticipate working with the most, send up a follow up email pointing out the email of the agency they will send their joint application to.

· Remind them to make copies of the joint application and reference letters. They need to file a copy for themselves. They need to bring 3 copies of each to May 6.

We'd like the application within one week and reference letters requests should be distributed within two weeks.  Also explain that once you receive the application, you will put in a request for FBI fingerprinting and that they will receive a call to make an appointment.  The fee for this fingerprinting is $43.  Obviously thank them for their time and willingness to participate and make a difference in the lives of families with children who are in foster care!!

1-2 weeks from first email OR upon notification that items joint application and reference letters are done

· Follow up or thank them for completing the application and reference letters. Tell them they are 1/2 way there on pre - training paperwork!!  Woohoo!  

· Explain the photo page with pictures of the bedroom where the child would stay, picture of their kitchen and the view of their house from the street and from the backyard.  3 copies of the photo page and 1 copy in their own files.

· If they have pets, remind them about the pet vaccination proof and ask if they have any questions.  Also, ask that they let you know when they are scheduled for fingerprinting.   3 copies of the vaccination page and 1 copy in their own files.

· Let them know you’ll be contacting them in a couple weeks.

Two weeks from second email OR upon notification that vaccination and photos are complete.

· Follow up on or thank them for sending items in #2.  

· Confirm finger print appt still stands.  

· Give them list of items they will need to bring to training on May 6th.  This list includes: Both adults social security cards, both adults Driver Licenses, both adults car insurance, all of their paperwork copies. Make sure they are prepared for the TB test if needed. but they will need to have it read 48 hours after training.  

Two weeks from email above:

4.  Confirm finger print appt went well.  Go through checklist from requirement sheet.   Confirm they have items for training in order, printed, and ready to bring to HCBC on May 6.  Rock on!!

One week before training on May 6th.  

Touch base with any open items.  Remind them of items to bring to training.  Remind them they are awesome!

Sample Email for Paperwork Guides Introduction to Babysitting Registrant

Please copy and paste it in an email to your babysitter. Feel free to make it your own.

Hi Name!

Thank you for registering to become babysitter certified so you can support foster families! My name is _____ and I will be your Paperwork Guide. I’m also a foster parent so I know the ins and outs of paperwork! There are a few steps that you must take before the May 6 training and I will be available as much or as little as you need to answer any questions or clarify any steps.

The first step required is to start your fingerprint process. Please fill out the joint application (attached) in the next week. Each individual getting certified must fill out a joint application. If you are needing a background check only (adult children, grandparents living at home, spouse not left alone with child etc, then please fill out the background only document. Once complete you need to send it along with a copy of your driver’s license and social security card to ONE agency. Please choose an agency that will be your primary agency and they will initiate the fingerprinting process for you. You do not have to send this form or copies of your DL or SS to me. These copies can go directly to ONE agency who you designate as your primary agency. The agency contacts are listed at the end of this email. Please let me know if you have any questions about step one.

Once you submit your application to the ONE agency, you can start collecting references while you wait for a fingerprint appointment. A complete description and a template for the reference letter is attached to this email entitled “Babysitter Checklist”.

Please let me know once you get your fingerprinting appointment or I will reach out to you in the next 2 weeks to see how it is going. Once you fill out the joint application and send it to one agency, you can start working through the other steps in the Babysitter Checklist. Don’t hesitate to email me if you have questions. That is what I am here for and we can tackle this together!

Thank you very much,

Namelseljlksjflkjsf

Paperwork Guide Tracking Tool

This is used for the PG to keep track of the contact and steps of their Babysitting Registrant.

PG Last Name

Babysitter Name/Initials

Primary Agency

Round 1 Complete (app submitted to agency)

Round 2 Complete (rcvd ref letters, photo, pet vaccines)

Finger Print Appt Complete

Final Touchbase - confirm they have all they need to bring to training

Issues/Comments

Smitten

Langley Kouri

yes

yes

no

yes

Finger print appt 4/23

Fitch

Blue Berry

Fitch

H. Trout

Foster Family Short-Term Childcare Collaboration

Frequently Asked Questions

1. What is the difference between respite providers and short-term babysitting?

For the purposes of our collaborative, we define respite providers as those who meet minimum standards and who can keep children in their home for two or more weeks. For our initiative, we are not recruiting respite providers but instead are focused on short-term babysitters who care for children for up to 72 hours. These individuals will not be licensed nor will they be verified foster families, but they will satisfy all CPA requirements for babysitting.

2. Do Child Placing Agencies (CPAs) in the collaboration share background checks?

No. One set of fingerprints will be taken and paid for by the babysitter. Each agency will then receive a copy of the information and authorization to conduct a background check. Each agency will run their own background check so that every agency remains accountable for the person they check.

3. Do CPAs share other documentation that confirms that each babysitter has completed the requirements? Is there one agency that will keep a master list?

No. As part of the agreement, Fostering Hope Austin will make copies of all the documentation and provide a file for each babysitter to the CPA. We are hoping, in the future, to create an on-line system so that hard copies are not required. After the application and training process, each CPA will have all the information and documentation they need to keep in contact and update files as usual.

4. How will the list of babysitters be maintained?

Each babysitter will fill out an application indicating their top 3 agencies choices (and they can choose more). Those 3 agencies will receive a complete set of documentation verifying that the babysitter has fulfilled the requirements. In the future, we hope to hold all the documentation electronically, but most of the agencies in our collaboration have requested hard copies.

5. Why are you encouraging babysitters to choose only 3 agencies if the process is agreed upon by all 10 agencies?

As a courtesy to the babysitters, we decided they did not need 10 different agencies calling them with multiple babysitting requests. In addition, it was also our goal to use a trauma-sensitive approach for the children who are staying with babysitters. Ideally, the babysitters will know the foster families, and on the joint application there is a place to include the names of specific foster families who they want to provide support.

6. How are you recruiting these babysitters?

We will promote the joint babysitting certification throughout the community (via social media, through church announcements, etc.), and we will specifically look to current foster families to encourage their friends, family members and other acquaintances to become certified. In this way, we believe we are making a step toward a more trauma-informed network of care and support.

7. Why not aim recruiting efforts at respite care providers since they can be used for both longer and shorter term placements?

According to the Foster Family Gap Analysis completed by Mission Capital in September 2016 as part of the Travis County Collaborative for Children, an increase in babysitting providers was frequently identified as a primary way to help retain foster families. Fostering Hope Austin has worked with adoptive and foster families for many years and are in fact ourselves experienced adoptive and foster parents, so we understand the great need for parents to simply go out one evening, attend a training, go to a company party or just go to the grocery store without children. These parents need babysitters, and with the current requirements and inability to babysit for families at multiple agencies, this need is not being met. We also know that transportation is a challenge for foster families so we are encouraging people to become babysitters so that they can help with simple transportation needs.

Through these efforts, we also believe that more people will use babysitting as a step toward becoming fully licensed.

8. Logistically, how is this going to work?

Interested babysitters will register through Fostering Hope Austin. There will be a small registration fee to cover our processing and training costs, but FHA fundraising will offset some of the cost. FHA will assign each babysitter a volunteer who will be their “paperwork guide”. There will be several documents that the babysitter must complete before the Training Day, including the fingerprinting appointment. The guide will help them through these tasks.

Babysitters will then attend the Training Day set for May 6th at Hill Country Bible Church. Childcare and lunch will be provided for attendees. FHA will provide training on psychotropic medicine documentation, transportation, trauma-informed care, successful transitions, CPR/First Aid. We will also provide optional TB testing. We’ll collect any additional required paperwork, and the babysitters will meet representatives from the CPAs whom they have chosen to support.

When the babysitters leave Training Day, they will have all requirements complete except for having the TB tests checked within 48 hours. FHA will provide the CPAs documentation of the completed requirements for each babysitter. After training is completed, CPAs will be responsible for any future background check updates.

9. There are other collaborations between CPAs providing childcare in the State. How is this one different?

We are not recruiting or training respite families, only babysitters. The agencies in our collaboration have all agreed on the same training and a joint application process. Fostering Hope Austin, which is not a child placing agency, is facilitating the collaboration, including training and supporting the babysitters as they complete their requirements in a one-day event.

10. Can other groups facilitate a similar collaborative short-term childcare certification?

We are piloting this collaboration with replication in mind. We hope to build a framework that will provide guidance for other CPAs who want to pilot this collaboration, but will also know that each region will have its own specific needs and resources. We believe a non-CPA organization or church ministry

(i.e. FHA) would be the best to facilitate a collaboration like this one.

Getting Started

· We recommend finding an existing collaboration of agencies and develop your community’s model with this group first. This group can grow, but it is ideal if there is a core group that already has an established relationship.

· Ask those agencies in the collaboration to submit all of their babysitting requirements to one person. This person should combine all the same requirements onto one sheet and pass it out at the next meeting. Likely, the majority of requirements will all be the same.

· Begin to work through different requirements and come to an agreement of all requirements. Our collaboration, usually landed on the more restrictive requirement for the sake of unity in the group.

· Keep in the mind the importance of a trauma-informed approach which is to promote the babysitting certification to existing foster families so that they can recruit friends and family. In this way, the foster child will not be left with a stranger. It’s not always possible but it is the best possible care.

Keep in Mind

· There will be significant costs associated with a joint collaboration. There are staffing hours, facilities and childcare, costs to promote and create materials and the babysitter’s costs. Work collaboratively to find a way to share these costs.

· Sometimes your county health clinic will offer the TB testing at a significantly discounted rate. Look for a clinic that offers multiple locations for the babysitters to get the TB test read.

· CPR Trainers are required to limit the amount of people that go through a training. Consider this when you factor how many babysitters you can train in one day.

· Don’t skip the trauma-informed care. Babysitters need to have compassion and practical tools even if the time with the child is a couple hours.

· The transportation video link can be ordered as a DVD. See link for contact information.

· Arrange the training schedule to allow registrants who have current CPR certifications to leave early.

· Arrange for a copy machine to be accessible on training day. Let no one walk away without leaving training day with ALL paperwork copies complete!

· Be sure to message the requirements to the registrants clearly. The one day training can be deceiving because people think that is all there is to be done. Background checks and some paperwork collection must be done ahead of time. Set a deadline to register up front so that people know they can’t wait until a couple weeks before the training day to register.

· Fingerprint appointments are initiated by ONE agency submitting the babysitters information. Then other agencies can pull that registrants fingerprints to run a background check. Don’t let people submit their joint application to several agencies at first since the agencies will all be asking for a fingerprint appointment.

8 Building Stronger Adoptive and Foster Familieswww.fosteringhopeaustin.org