19.3 Solution-Focused Family Team Meetings

Georgia State Seal

Georgia Division of Family and Children Services
Child Welfare Policy Manual

Chapter:

(19) Case Management

Policy Title:

Solution-Focused Family Team Meetings

Policy Number:

19.3

Previous Policy Number(s):

N/A

Effective Date:

September 2020

Manual Transmittal:

2020-08

Codes/References

O.C.G.A. § 15-11-200 DFCS Report; Case Plan
O.C.G.A. § 15-11-201 DFCS Case Plan; Contents
O.C.G.A. § 49-5-41 Persons Permitted to Access Records
Title IV-E of the Social Security Act § 475 5(c) (H)
Public Law 104-191 Health Insurance Portability and Accountability Act (HIPAA) of 1996

Requirements

The Division of Family and Children Services (DFCS) will:

  1. Utilize a family centered Solution-Focused Family Team Meeting (hereafter referred to as an FTM) to engage families and their family team members in case planning and decision making.

  2. Convene a FTM at the following case junctures:

    1. Family Preservation Services (FPS):

      1. Within 45 calendar days of the transfer staffing or progression of the case to the FPS stage (whichever occurs first);

      2. As needed, when the case evaluation determines further DFCS involvement is warranted; and

      3. Prior to case closure.

    2. Foster Care:

      1. Within 25 calendar days of a child entering foster care;

      2. Prior to a change in a child’s permanency plan;

      3. Transition planning for youth:

        1. Beginning at age 16 and every six months thereafter; and

        2. Within the most recent 90 days prior to the youth’s 18th birthday.

          A transition roundtable (TRT) is used in lieu of an FTM to support transition planning for youth with a permanency plan of Another Planned Permanent Living Arrangement (APPLA).

      4. Prior to a child exiting foster care.

    3. At any point during the life of a case when a need to formally engage the family and their support system is identified.

    DFCS may conduct multipurpose FTMs by blending more than one FTM type into a single meeting. In such cases, the facilitator must be informed of the intent to blend the meetings to ensure that all relevant issues are addressed and appropriately documented.

  3. Conduct FTMs in accordance with the FTM Standards of Practice (see Forms and Tools: FTM Standards of Practice).

  4. Utilize FTM facilitators who have successfully completed Solution Focused FTM training.

    The Social Services Case Manager (SSCM) assigned to the case may facilitate or co-facilitate the meeting.

  5. Conduct interviews (in-person, virtually or by phone) with the family and their family team members prior to the FTM to prepare for what to expect and who will be present and explain how the FTM will benefit the family.

    1. Describe the FTM purpose and explain the process.

    2. Explain that the meeting will focus on strengths and needs.

    3. Discuss who they want to attend the FTM and suggest others to consider.

    4. Discuss disclosure of confidential information and/or protected health information (PHI) with FTM participants. Furthermore, with the individual(s) or the parent/legal guardian of the child whom you are requesting to authorize the sharing of confidential information and/or PHI with the meeting participants:

      1. Discuss the specific information, DFCS is requesting to disclose to the meeting participants and the purpose(s).

      2. Request the individual’s voluntary informed consent to authorize the sharing of confidential information and/or PHI during the meeting. If agreed, complete the Authorization for Release of Information (ROI) (FTM specific).

    5. Ask about any sensitive issues which they would like the facilitator to be careful discussing in the meeting.

    6. Discuss the logistics of the meeting (location, time, date, etc.).

    Face-to-face preparation interviews shall occur when family dynamics pose safety concerns or the case circumstances exist to explore the benefits and risks (domestic violence/intimate partner violence (DV/IPV), addiction, untreated mental illness, and/or child sexual abuse)

  6. Conduct separate FTMs when safety concerns are identified or a parent requests a separate FTM due to safety concerns.

  7. Invite parents/legal guardians (custodial and non-custodial), children/youth and other family team members as agreed upon by the family to the FTM at least five calendar days prior to the FTM. Provide this notification in writing to the following when developing the case plan for a child in foster care.

    1. Parent/guardian/legal custodian

    2. Child 14 years or older in DFCS custody

    3. Child’s attorney

    4. Guardian ad litem (GAL)

    5. Court appointed special advocate (CASA)

    Provide notice to the family team members as soon as information is known, if an FTM is being held due to an urgent need such as ensuring safety and wellbeing of a child.

  8. Have the assigned SSCM and Social Services Supervisor (SSS) attend the FTM.

    If the assigned SSCM and SSS cannot attend, a qualified designee fully informed about the case and able to make critical decisions regarding safety, permanency and well-being shall attend.

  9. Adhere to confidentiality and PHI in accordance with policies 2.5 Information Management: Health Insurance Portability and Accountability Act (HIPAA) and 2.6: Information Management: Confidentiality/Safeguarding Information.

  10. Document the preparation for, and occurrence of the FTM in Georgia SHINES within 72 hours of each activity.

Procedures

Social Services Case Manager

  1. Complete the FTM Referral Form and submit to the FTM Facilitator:

    1. Submit the FTM Referral Form within required timeframes for adequate preparation time as outlined in County/Regional protocols.

    2. Indicate the specific FTM type(s), including it is a multipurpose FTM.

    3. Use the case transfer staffing documented in Georgia SHINES in lieu of the referral form when the transfer staffing was held within 30 calendar days.

    If the SSCM is conducting the FTM a referral form is not needed.

  2. Determine if the child/youth should attend the FTM and consider the following:

    1. The child/youth’s chronological age, developmental level, emotional stability.

    2. Whether the subject matter could traumatize or re-traumatize the child/youth (i.e., sexual abuse).

    3. The benefits and appropriateness of child/youth attendance.

    4. For a child/youth receiving mental health treatment, consult the therapist regarding the most appropriate way that the child can be included.

  3. Identify if any confidential information and/or PHI of the family (parent/legal guardian, minor child, and/or other individuals) that will require the parents/legal guardian authorization to discuss during the FTM. Information identified should be:

    1. Relevant to child safety, permanency or wellbeing;

    2. Accurate (facts not opinions); and

    3. Limited to what is minimally necessary for the purpose of the meeting.

  4. Participate in a staffing with the FTM Facilitator to discuss purpose(s) of the FTM, family team members to participate, issues to be addressed, relevant information to support a positive outcome and any safety concerns.

  5. Provide notice of the FTM including the date, time and location to all family team members at least five calendar days prior to the meeting.

    If the FTM is to develop a case plan for a child in foster care, provide written notice of the date, time, and location of the FTM at least five calendar days prior to the meeting to the parent/guardian/legal custodian, child 14 years or older in DFCS custody, child’s attorney, GAL and CASA.

  6. During the FTM:

    1. Have open and honest dialogue with the family concerning the situation(s) that have resulted in DFCS involvement;

    2. Discuss critical “non-negotiable” issues regarding safety, permanency, and well-being;

      Non-negotiable issues that must be addressed including those required by law, ordered by the court and/or identified as a safety threat (present or impending danger) to a child.

    3. Engage family team members in the discussion exploring ways that they can assist in supporting outcomes and tasks related to child safety, permanency and wellbeing (see Practice Guidance: Role of Family Team Members);

    4. Ensure that the child/youth perspectives are heard in accordance with the FTM Standards of Practice; and

    5. Participate in the development or review of the case plan/family plan/transition plan/permanency plan and address any concerns with the achievement of plan outcomes and tasks (see policies 8.3 Family Preservation Services: Case Planning and 10.23 Foster Care: Case Planning).

If the assigned SSCM is facilitating the FTM, he/she is also responsible for completing the procedures outlined in the FTM Facilitator and Co-Facilitator section below.

The FTM Facilitator and Co-Facilitator will:

  1. Prepare for the FTM by reviewing all available case information.

  2. Conduct a staffing with the SSCM and Independent Living Specialist (ILS) (when applicable), discuss:

    1. The purpose of the FTM;

    2. Whether the meeting is multi-purpose;

    3. Any “non-negotiable” issues;

    4. Detailed or clarifying information concerning the case, including the assessment of DFCS history and current family functioning.

    5. Any identified confidential information and/or PHI of the family (parent/legal guardian, minor child, and/or other individuals) that will require the parents/legal guardian authorization to discuss during the FTM.

  3. Prepare the family and other family team members prior to the FTM (see Practice Guidance: Preparation for the FTM):

    1. Describe the meeting purpose and explain the process.

      1. Discuss the purpose of the FTM, i.e. developing a case plan, celebrating progress, brainstorming some new ways to help deal with safety concerns;

      2. Discuss the stages of an FTM. Inform the family that they may request “family private time” (approximately 10-15 minutes) during the meeting to discuss/plan without the professionals’ present;

      3. Explain the role of the facilitator and co-facilitator (when applicable); and

      4. Discuss what the family would like the team members to know about their family, and how they became involved with DFCS.

    2. Explain that the meeting will focus on strengths and needs.

      1. Discuss what the family feels are individual/family/child strengths and needs;

      2. Demonstrate an understanding of safety assessment and management by discussing all “non-negotiable” issues related to child safety, permanency, and well-being.

    3. Discuss who they want to attend the FTM and suggest others to consider.

      1. Assist the family in identifying family team members that can/will serve as a support during and after DFCS involvement. Review the Genogram, to assist the family in identifying family or others that may be able to support the planning efforts.

      2. Involve the caregivers in decision-making regarding their child’s participation.

      3. Help each participant understand the role of each team member and the value and worth that each member brings to the team.

    4. Explain to the individual or the parent/legal guardian of the child whom you are requesting to authorize the sharing of confidential information and/or PHI with the meeting participants, when it is determined that disclosure of such information will help ensure child safety:

      1. The specific information DFCS is requesting to disclose to the meeting participants and the purpose(s).

      2. DFCS responsibility in maintaining confidentiality and safeguarding information, including DFCS cannot share their information in the meeting without their written consent.

      3. The authorization is restricted to sharing information during the meeting.

      4. He/she has the right to decline the request to share confidential information with meeting participants.

      5. Declining to authorize disclosure, will not negatively impact his/her DFCS case.

      6. He/she has the right to choose what information, if any, can be discussed in the meeting and with whom the information can be discussed.

      7. He/she retains the right to withdraw the authorization at any time, even after the meeting has begun.

      8. Participants sign a confidentiality agreement to participate in the meeting, however, participants may not be legally required to maintain confidentiality of your information.

      9. A separate meeting may be necessary to address unresolved matters, if he/she does not consent to disclosure of the information.

    5. Complete an Authorization for Release of Information (ROI) (FTM specific) with each individual or parent/legal guardian of the child whom you have agreed to disclose their confidential information and/or PHI in accordance with policy 2.5 Information Management: Health Insurance Portability and Accountability Act (HIPAA).

    6. Ask about any sensitive issues which they would like the facilitator to be careful discussing in the meeting.

      1. Inform that the team members are encouraged to be respectful but honest and open with each other;

      2. Inform that the team must work toward a common purpose and goal, based on each family’s individual needs;

      3. Explore any potential conflicts and plans to resolve them, including sensitive issues that may hinder progress in reaching a consensus;

      4. Explore other safety concerns that may or may not be related to the original reason DFCS became involved, and how these issues may be managed ongoing; and

      5. Express empathy for the concerns communicated;

    7. Discuss the logistics of the meeting (location, time, date, etc.).

      1. Obtain the family’s preference for the meeting location;

      2. Problem solve transportation issues for the family and any other team members;

      3. Discuss access, availability (place, date, and time) of the FTM. Consider arranging around work/school schedules to ensure optimal participation by the family;

      4. Arrange for parent/legal guardian to participate in the meeting via video or conference call if he/she is unable to attend;

      5. Determine the need for reasonable accommodations or language services and arrange for auxiliary aids or interpreter services as appropriate; and

      6. Explore and resolve childcare needs.

    8. Provide an opportunity for the family to ask questions and/or address any concerns.

    9. Obtain information/recommendations from individuals who are unable to attend the meeting, including non-custodial parents, legal partners (CASA, GAL, child’s attorney, etc.) to discuss during the meeting.

    10. Contact Office of Financial Independence (OFI) to explore whether they can attend the FTM. If unavailable, make an effort to obtain any information that may be helpful in the planning and decision making.

  4. Schedule the FTM and ensure all participants are provided written and verbal information on the date, time, and location of the meeting, as well as contact information for emergencies.

  5. Prepare a strategy for the FTM when the sharing of confidential information is not authorized.

    1. Notify the SSCM and the SSS of the individual’s decision; and

    2. Discuss how to structure the FTM in a manner that promotes confidentiality and without revealing the individual’s decision not to disclosure. Example add to the FTM agenda individual reflection time with the family and DFCS in which a private discussion about confidential matters can occur.

  6. Meet with the participants briefly before the start of the FTM:

    1. Welcome everyone;

    2. Discuss confidentiality requirements; and

    3. Have all participants sign the Family Team Meeting Attendance and Confidentiality form.

  7. Conduct and direct the FTM as outlined in the FTM Standards of Practice (see Practice Guidance: FTM Standards of Practice).

  8. Document FTM activities in Georgia SHINES within 72 hours of occurrence, including:

    1. The preparation interviews.

    2. The individual and/or the parent/legal guardian’s decision regarding the sharing of confidential and/or PHI during the FTM.

    3. Upload to External Documentation any ROI (if applicable) and Family Team Meeting Attendance and Confidentiality forms.

    4. All issues addressed during the FTM, and if it is a multipurpose FTM.

Social Services Supervisor

  1. Assist the SSCM in determining:

    1. Who needs to be present at the FTM as a part of the family’s team; and

    2. What, if any, confidential information and/or PHI of the family (parent/legal guardian, minor child, and/or other individuals) that will require the parents/legal guardian authorization to discuss during the FTM.

    Information identified should be accurate (facts not opinions) and limited to what is necessary for the purpose of the meeting; relevant to child safety.

  2. Participate in developing a strategy for structuring the FTM in a sensitive manner without revealing the individual’s decision, when sharing of confidential information is not authorized in conjunction with the SSCM and FTM facilitator.

  3. Track and monitor that FTM’s are occurring as required to support case activities using the following Georgia SHINES reports:

    1. Cases Without a Family Team Meeting

    2. Monthly Family Team Meetings

  4. Actively participate in the FTM by:

    1. Demonstrating an understanding of the FTM process and supporting the facilitator, co-facilitator, and/or SSCM;

    2. Engaging the family in joint decision making around child safety;

    3. Ensuring all issues relating to safety, permanency, and well-being are addressed as applicable;

    4. Engaging in the development of the case plan/family plan/transition plan/permanency plan outcomes and address any concerns with the achievement of plan outcomes; and

    5. Ensuring all unresolved issues are addressed prior to the conclusion of the meeting.

  5. Ensure a qualified designee, who can make critical decisions regarding safety, permanency, and well-being, attends the FTM if the SSCM is unable to attend.

  6. Verify the FTM including preparation of the family team members was documented in Georgia SHINES.

  7. Review the FTM documentation and compare it with the case plan/family plan/transition plan/permanency plan to ensure all required elements were included, child safety is addressed, and that the plan is consistent with the consensus reached during the FTM.

  8. Provide guidance to the SSCM regarding next steps and any follow up needed after the FTM to ensure all outcomes, tasks, decisions are being addressed.

Practice Guidance

What is the Solution-Focused FTM

The FTM brings together family team members who in partnership create, modify and implement case plans/action plans, or make critical decisions regarding child safety, permanency, and well-being. Families must be fully engaged in the FTM process to ensure they are involved in decision-making. The goal of the FTM is to build consensus with the family about what needs to change to strengthen caregiver protective capacities and build natural supports that will sustain the family over time, and ensure child safety, permanency, and well-being. The Solution-Focused FTM format provides more flexibility by allowing preparation interviews to occur naturally as part of case management activities with the family, the structure of the FTM to be altered depending on stage of the case (i.e. in what Milestone), and to support SSCMs facilitating the FTM.

Who Can Facilitate a Solution-Focused FTM

All FTMs must be facilitated by an individual who has successfully completed Solution Focused FTM training. An FTM may be facilitated by the SSCM assigned to the case, or by a facilitator from a dedicated FTM Unit or county/regional assignment. A co-facilitator may also be utilized to assist in facilitating FTMs. In counties or regions where there are no formal FTM Facilitators, the SSCM may partner with a peer (another SSCM) to facilitate or co-facilitate each other’s FTMs as needed.

Confidentiality

Ensuring privacy and confidentiality is necessary for building family trust and demonstrating respect for the family. Trust is enhanced by informing all team members of the expectations to maintain confidentiality and what information is mandated to be reported by law:

  1. New allegations of suspected child abuse/neglect.

  2. A belief that an individual intends to harm herself/himself.

  3. A belief that a person intends to harm others.

HIPAA

DFCS staff, including interns and volunteers, shall comply with HIPAA. HIPAA establishes minimum federal standards for protecting the access, use and disclosure of Protected Health Information (PHI). Refer to the Health Insurance Portability and Accountability Act (HIPAA) of 1996: TCA 37-3-105, 37-5-106 and policy 2.5 Information Management: Health Insurance Portability and Accountability Act (HIPAA) for specific information regarding obtaining authorization for the disclosure of protected health information during a FTM.

Preparation for the FTM

Successful FTMs require careful preparation of the family team regarding the purpose, roles and expected outcome. This may occur as a natural part of the case management activities or through a formal preparation interview. An important goal of preparing for the FTM is to engage and empower families in planning and decision-making. As much of the work to prepare a family occurs as part of ongoing case management interactions, SSCMs may move less formally through FTM preparation as needed. Preparation may occur face to face, using virtual technology, or by phone, if needed. A more formal Preparation Interview may be done when determined to best meet the family’s needs. In either case, the FTM Preparation Interview Guidelines should be used by the SSCM to ensure that the family is fully prepared and has the supports they need.

Preparation of the child/youth is just as important as preparing caregivers, regardless of whether their attendance to the FTM as children/youth have a unique perspective on their family circumstances. During the preparation process, provide age appropriate information regarding the purpose and goal of the process, the participants and their roles, and how the child/youth’s perspective benefits the family. Learning about the FTM process and purpose may help them understand that people are working to help their family. When determining whether the child/youth should attend the FTM, involve their caregivers in the decision-making to demonstrate respect and empower them while also providing the opportunity to assess and promote increased parental capacity.

Family Team Members

Family team members play an important role in supporting the family through safety planning and case planning during DFCS involvement and beyond. The family team members include the primary family members as well as formal and informal supports identified and/or agreed upon by the family for participation in case planning and decision-making. Family circumstances are unique and, therefore, the composition of each family team will vary. Primary family members must always be included for it to be considered an FTM. While in most situations, these include caregivers, children/youth and other adults, the SSCM and FTM Facilitator should work closely with the family to explore and identify who they consider as their family for inclusion in the FTM. Family team members includes, but is not limited to:

  1. Primary family members (parents, caregivers, child/youth)

  2. Kinship caregivers

  3. Foster parents, adoptive parents

  4. Kinship resources (extended family, including maternal and paternal relatives, committed individuals with longstanding positive “family like” relationships with the child/family

  5. The Indian Tribe, if the child belongs to a Georgia tribe or federally recognized tribe.

  6. Family Supports (friends, neighbors, religious or faith-based/spiritual leaders/supports

  7. Child Placing Agency (CPA), Child Caring Institution (CCI), or Psychiatric Residential Treatment Facility (PRTF) staff

  8. CASA

  9. GAL

  10. Service providers (CCFA, wraparound, DV/IPV, violence, mental health, substance abuse)

  11. DFCS staff (SSCM, SSS, Independent Living Specialist, Kinship Coordinators, Office of Financial Independence (OFI, etc.)

  12. Professionals from formal systems, such as schools

Role of Family Team Members

  1. Parents/Caregiver: Parents/caregivers (including noncustodial parents) are experts on their family’s strengths and needs, therefore their participation in the FTM is vital. Caregivers must be engaged in decision making regarding what will work to ensure the safety, wellbeing and permanency for their children, therefore their active input in development of safety interventions, outcomes and tasks for the case plan is essential.

  2. Children/Youth: The child’s/youth’s voice is critical in case planning and decision making and should be included as a part of the FTM process. This can be accomplished in several ways depending on the individual family circumstances:

    1. Full or partial participation of the child/youth in the meeting (i.e., consider the emotional well-being of the child and whether they may be re-traumatized if present for the family story or other stages of the FTM).

    2. Encourage the child/youth to identify persons who they would like to participate to the FTM either as a support or as his/her representative.

    3. If the child cannot attend, ask him/her what issues he/she would like to have addressed (i.e., he/she may write a letter or make a list of things he/she would like to have discussed at the meeting.) Also, if there are critical decisions that will be made in the FTM, seek the child/youth’s input regarding such decisions.

    4. Invite someone who represents the child’s best interest and who can serve as his/her support/advocate, such as a GAL or CASA.

  3. Relatives (Blood, Marriage or Adoption) and Kin: Relatives and/or kin can assist in engaging, encouraging, and empowering the family as they work on case plan goals and remain a sustainable support system after DFCS has closed the case. Having relatives and/or kin involved in the FTM process often gives them information and insight about family dynamics and functioning that they may have been unaware of and provides them an opportunity to participate in decision-making process and support child safety, permanency and wellbeing outcomes.

  4. Family Supports: Provide encouragement to the family as well as identify potential resources that may be available to help improve the family’s challenging situation.

  5. Foster Parents/Adoptive Parents: The placement resource provides valuable information regarding the child’s adjustment and progress at home and school, as well as information regarding child vulnerabilities. This is also an opportunity for the placement resource to partner with the DFCS and family in case planning and visitation while also learning information that can be helpful should they become the permanent resource for the child.

  6. CPA/CCI/PRTF: These providers play a key role in family engagement and service provision and must always be included in the FTM process. When a child/youth is placed with a CCI, CPA or PRTF, participation of their staff in the case planning and the decision-making process is critical, due to their consistent, ongoing and meaningful interactions with the caregiver and child/youth. CPA, CCI and PRTF staff should provide information regarding the child’s adjustment to his/her placement and school, and treatment progress related to any identified child vulnerabilities.

  7. Guardian Ad Litem (GAL): The GAL is appointed by the Court to protect the best interest of the child he/she represents. Therefore, they are an integral member of the family team and should be included in discussions that impact the child during the case planning process for children in foster care.

  8. CASA: Gain first-hand knowledge of the work being done by the family and hear the family voice with the knowledge and wisdom gained from participating in services to provide valuable support for the family in court. Participation in the team allows the CASA to feel added confidence in supporting the team’s recommendations to the court regarding permanency for the child.

  9. Comprehensive Child and Family Assessment (CCFA) Provider: The CCFA provides an overview of the assessments conducted, identified needs/services, recommendations for the permanency plan or concurrent permanency plan, and other information required for the social study outlined in policy 10.23 Foster Care: Case Planning.

  10. Independent Living Program Services: For youth eligible or involved in the Independent Living Program, the ILS can provide information regarding the Written Transitional Living Plan (WTLP) and/or Transition Plan progress.

  11. Kinship Coordinators: For family’s that have kinship caregivers, they can provide support through identifying resources and advocate to ensure these caregivers have what they need to support the child/youth.

  12. OFI: OFI brings resources and information that can assist the family in meeting related outcomes and tasks. Some benefits to OFI participation are that they:

    1. Bring a different perspective to the team.

    2. Have specific knowledge to address individual cases/needs.

    3. Are knowledgeable of the family make-up and support system.

    4. Can answer questions and provide on-the-spot services to the family.

  13. Service Providers/Community Partners: The FTM provides a unique opportunity for community and service providers involved with the family to help determine what advocacy or support the family needs to meet case plan outcomes. They can provide recommendations regarding treatment or can identify additional community resources that can further assist the family. They can discuss the level of progress made through service provision that have had a direct impact on safety or permanency outcomes.

Attorneys

While the FTM is not a legal meeting/hearing and there is no policy requirement to include or exclude attorneys in the FTM, there may be instances when caregivers make specific requests to have their attorney present at an FTM. A caregiver has the right to request and have his/her attorney present; however, he/she should be reminded that the FTM is not a legal proceeding, and the purpose of the FTM should be reiterated. The SSCM should invite the Special Assistance Attorney General (SAAG) to attend if the caregiver’s attorney plans to attend the FTM. If other attorneys (i.e., the Guardian Ad Litem, Child Advocate, etc.) request to attend an FTM, the family must be informed of such requests for participation so that they can be included in the decision-making regarding the benefits of such participation. If any attorney is included in the FTM, the FTM Facilitator must ensure that adequate preparation is conducted with the attorney, informing them of the purpose of the meeting and that it is not a legal proceeding as well as the importance of adhering to the FTM model and what their role might be in the meeting.

Building Consensus in the FTM

A consensus-driven decision-making process does not necessarily imply unanimity. Consensus allows individuals’ ideas and suggestions to be heard and considered during the FTM meeting. To help with building consensus[1] during the FTM:

  1. Affirm the common goal of ensuring child safety, permanency and well-being, and everyone’s interest and commitment to this goal.

  2. Validate the family’s ability to develop and implement a plan that will address the concerns and what supports are available to help.

  3. Emphasize family strengths, including having the family brainstorm on their strengths.

  4. Encourage open and honest discussions, and creativity in generating solutions.

  5. Manage expectations by predicting that discussions may become uncomfortable and get the families advice on how they can help when that occurs.

  6. Be transparent regarding DFCS’ role and responsibility, including non-negotiable issues related to child safety. However, emphasize how this aligns with the family’s goal.

    In the absence of consensus, DFCS must ensure that the non-negotiable issues related to child safety are included as a part of a safety plan and/or case plan.

Domestic Violence/Intimate Partner Violence (DV/IPV)

Cases involving DV/IPV can be complex and must be treated with appropriate care. The primary concern is the safety of the family team members. Adequate preparation is required with all participants to ensure that safety is not jeopardized. During the preparation interview, if DV/IPV issues are suspected or known, and the alleged maltreater is present proceed with care in the discussion of such issues so that family members’ safety is not jeopardized. Have a separate discussion at another time with the alleged victim to ensure that safety issues are addressed. A community partner with expertise in DV/IPV or a DV/IPV liaison, including an expert in batterer’s intervention, should be consulted and engaged for participation; and/or a co-facilitator with some specialized knowledge and skills may also be involved in the FTM. Explain to other professionals, such as attorneys, the reason for having separate FTMs, so that they understand what you are trying to accomplish, can assist the process and not interfere with it (see Forms and Tools: Intimate Partner Violence [Domestic Violence] Guidelines & Protocol). The SSCM/FTM Facilitator must address safety issues prior to the meeting by determining:

  1. Whether conflict is likely and/or if there is an existing Order of Protection and potential violation of the provisions.

  2. How the safety of the victim parent/child(ren), and other family team members will be assured.

  3. What the victim parent believes will ensure his/her safety and that of the child(ren).

  4. Having separate FTMs to allow the victim parent the ability to speak freely. When separate FTMs are held for safety reasons, they should be held on different days and at different locations.

Sexual Abuse

Careful thought and preparation is essential when dealing with sexual abuse to avoid traumatizing or re-traumatizing the child and family members and to ensure the safety of all participants. Deviation from the FTM model may be necessary in these situations. The alleged maltreater must never be present at FTMs concurrently with the victim child. The child must not attend the FTM in cases where the non-abusing parent may be blaming the child or does not believe the child. Utilize other participation methods such as obtaining information during the preparation interview or include the child’s therapist or another representative to ensure the child’s view is heard. The SSCM must consult with the SSS regarding the following:

  1. What is the perspective of the non-abusing parent (i.e., do they support the child; are they blaming the child; do they believe the child; what has been their response to help the child)?

  2. Who needs to be present at the meeting?

  3. Should the maltreater be included or should a separate meeting be held with the maltreater?

  4. Refer to the local Child Abuse Protocol regarding handling such cases;

  5. How can the child’s voice be heard when he/she are unable to attend the meeting (i.e., can he/she be interviewed during the preparation; can the child’s therapist or other representative be included to ensure the child’s view is heard)?

  6. What are the specific issues that can be discussed? Consider if there are legal or therapeutic issues related to the abuse and the parameters. Consultation with law enforcement, forensic experts, the child’s therapist, and the SAAG may be necessary to ensure that legal or therapeutic boundaries remain intact.

    Although it may not be appropriate to discuss legal/therapeutic issues regarding the abuse of the child, there are additional issues that can be addressed, such as placement, school, diligent search, personal goals, interests, expectations, etc.

FTM Documentation

The FTM Facilitator and/or the SSCM must ensure that the documentation reflects the following:

  1. Preparation for the FTM with participants.

  2. Date, time, and purpose of the meeting.

  3. List all those who attended and those who were invited and were not in attendance.

    If the custodial or non-custodial parent was not present at the meeting, documentation must reflect efforts to engage/involve him/her; the specific reason he/she did not attend and/or whether there were other issues requiring him/her to be excluded such as safety concerns.

  4. Any specific safety concerns that warranted separate FTMs, if applicable.

  5. If child/youth is not present for the meeting, the specific reason he/she did not attend as well as their perspective (i.e., information from preparation interview, a representative, a letter or list of issues the child wanted to be heard, etc.).

  6. Specific issues discussed, including the impact on safety, permanency and well-being.

  7. A description of the family dynamics/interaction.

  8. A detailed summary of the level of engagement of the family team.

  9. Any exit strategies or alternative plans and activities identified for the family.

  10. Meeting outcome, including critical decisions and/or plans, tasks identified for follow-up, persons’ responsible, timeframes and observations.

Family Meeting Types

Type of FTM Timeframe Description

Initial FPS FTM

Within 45 days of the transfer staffing

Provides a forum to continue consensus building with the family around what needs to change to ensure child safety and begin case plan development. See policy 8.3 Family Preservation Services: Case Planning for a description of what must be addressed.

FPS Case Evaluation (Reevaluation of the FPS Case Plan)

When FPS Case Evaluation determines further DFCS involvement is warranted (as needed)

Provides the forum for families to participate in planning, development and reassessment of goals and activities. The FTM should address:

  1. Progress made on behaviorally specific goals.

  2. What services may need to be modified or have been completed.

  3. Observable behavioral changes (positive or negative) since the last plan impacting safety.

  4. New child vulnerabilities and/or parental capacity deficits.

  5. Effectiveness of any safety plan in place.

  6. Barriers or challenges that may impede the family’s success in achieving goals.

  7. Discussing whether safety threats are mitigated or adequately controlled to enable the return of a child, case closure, etc.

  8. A review of the exit strategy to determine if the plan is progressing and that goals remain on target, or if revisions are needed.

  9. Celebrating positive change, the family has achieved related to child safety, permanency, and/or well-being to date.

  10. Recommendations regarding case closure as applicable.

  11. A plan for sustaining the family during difficult times after case closure.

FPS Case Closure

Prior to the Closure of the FPS Case

Provides forum to evaluate and finalize the exit strategy including the following:

  1. Acknowledging and celebrating the family’s accomplishments in achieving goals.

  2. Reviewing how the family team will continue to provide support after case closure.

  3. A discussion concerning how safety threats have been sufficiently controlled or mitigated.

  4. Ensuring that all necessary supports are in place prior to the case closing.

  5. The transition plan for the following:

    1. Services that are ending or continuing;

    2. Children returning home (school, medical transition if needed);and

    3. Sustainability.

  6. Any outstanding issues to be addressed (educational, physical or mental health, food, clothing, shelter etc.).

  7. Any additional non-safety related needs the family may identify.

Initial Foster Care FTM

Within 25 calendar days of the child entering DFCS custody

The 25 Day FTM is held to develop the Initial Foster Care Case Plan. The family must be actively involved in this meeting to ensure that they are engaged in the development and implementation of the Case Plan. Refer to policy 10.23 Foster Care: Case Planning for extensive information on what must be included in the initial case planning FTM.

Change in Permanency Plan

Prior to the plan being changed

Serves as a collaborative decision-making forum to determine the permanency plan that is in the best interest of the child. Discussions may include:

  1. The importance of permanency for the child.

  2. Reasonable efforts to achieve reunification attempted.

  3. Why reunification is not in the best interest of the child, when applicable.

  4. Why the selection of guardianship, adoption, or APPLA is in the best interest of the child.

  5. When appropriate, the Termination of Parental Rights and adoption process or guardianship process.

  6. Visitation with siblings, parents, or other family members.

  7. Who are the committed adult connections/resources that will support this child while in care and after.

  8. Support services available to placement resources.

  9. What are the barriers with the committed adults in providing a more permanent plan for the child

  10. Planning for adulthood, independence (obtaining vital records, etc.).

  11. Independent Living Services.

  12. Celebrating positive changes already achieved by the family.

Additional information is available in policy 10.22 Foster Care: Permanency Planning.

Youth Centered Family Team Meeting

Age 16 and every six months thru the 18th birthday; and, within the most recent 90 days prior to the youth’s 18th birthday

A youth’s transition to adulthood is a significant milestone and requires early planning to ensure that the youth is equipped with all the essentials to be a successful adult. Policy 13.4 Independent Living Program: Transition from Foster Care includes extensive information about developing the transition plan for the youth, who should be invited to attend the FTM, and what information must be included in the meeting.

Foster Care Case Closure

Prior to a child exiting foster care

Provides a forum to evaluate and finalize the exit strategy including the following:

  1. Acknowledging and celebrating the family’s accomplishment in achieving goals.

  2. Celebrating permanency for the child.

  3. Reviewing how the family team will continue to provide support after case closure.

  4. A discussion concerning how safety threats have been sufficiently controlled or mitigated.

  5. Ensuring that all necessary supports are in place prior to the case closing.

  6. The transition plan for the following:

    1. Services that are ending or continuing;

    2. Children returning home (school, medical transition if needed); and

    3. Sustainability.

  7. Any outstanding issues to be addressed (educational, physical or mental health, food, clothing, shelter etc.).

  8. Any additional non-safety related needs the family or permanency resource may identify.

As Needed

Conducted when identified as a strategy to address barriers that may impede progress towards meeting outcomes, and may include, but are not limited to:

  1. Prior to planned removals of children from caregivers into out-of-home care (foster care).

  2. When the disruption/emergency removal of a child from his/her placement resource is imminent based on an assessment of the child’s vulnerability and placement resource’s capacity to meet the child’s needs.

  3. Prior to and/or during a child’s stay at with kinship caregiver including when a determination needs to be made regarding the initiation of court action.

  4. Significant changes in the family’s circumstances that have an impact on the safety, permanency, or well-being of the child(ren). (Ex: marriage/divorce, birth/death, homelessness, new safety threats, newly identified family supports, major changes in income, or changes in household composition, etc.).

  5. To engage an expectant or parenting youth in foster care and their support system to facilitate planning.

  6. When a family meeting needs to be a more formalized process involving formal or informal supports.

  7. During Child in Need of Services (CHINS) case planning.

  8. When case progress has stalled and there is a need to re-engage the family and “jump start” progress toward the desired change.

    This type of FTM must begin with a review of family strengths and celebration of successes.

Forms and Tools

Authorization for Release of Information (FTM Specific)
Family Team Meeting Attendance and Confidentiality Form
Family Team Meeting Referral Form
Intimate Partner Violence (Domestic Violence) Guidelines & Protocol
Solution Focused Family Team Meeting Pocket Guide

1. The four milestones of case organization are concepts from the book Solutions-Based Casework by Dana N. Christensen, Jeffrey Todahl, and William C. Barrett.