This policy guide provides instructions on how to transfer cases to another unit and other office as well as information about specialized units.

This policy guide was updated from the 02/05/21 version to include specific transfer requirements for specialized units. Also, a transfer criterion was changed regarding which CSW to transfer the case to when a child is receiving Permanent Placement (PP) services and has a sibling who is receiving Family Maintenance (FM)/Reunification (FR) services. The change was made to better support children and families.

Case Transfers

Whenever a case moves from a CSW to another CSW, including within an office, Case Transfer Criteria applies, unless other arrangements are made between impacted managers.  It is important that the sending and receiving offices communicate clearly with each other about the needs of the family and child in order to ensure the following:

• Case transfer is in the child's best interest
• A case is transferred promptly.
• A child receives seamless services.
• The safety of the child is maintained.

Cases are transferred electronically and assigned within two (2) hours to ensure that there is no disruption in the provision of services on cases.  The sending office is responsible for tracking case transfers.  For further information, refer to Case Transfer Guide: When and Where to Transfer.

Stability Requirements

This section is not applicable to Commercially Sexually Exploited Children (CSEC) Unit or newly promoted referrals from ER case transfers except were noted.

• Ensure the address for each parent/guardian/child is updated in CWS/CMS
• Verify the address in person within thirty (30) days prior to the transfer
• The last face-to-face visit was within fifteen (15) calendar days of the transfer at the current placement/HOP and documented in CWS/CMS
• The last face-to-face visit was fifteen (15) calendar days of transfer at the current placement/HOP and documented in CWS/CMS.
• Neither the caregiver(s) nor the child in placement has requested a replacement prior to transfer.
• The child in placement is not currently a runaway; or abducted from placement and there are no outstanding protective custody warrants issued.
• The child is not under a medical or psychiatric hospitalization.
• There are no questions or concerns from Community Care Licensing regarding the supervision given to the child(ren) in the out-of-home care facility.
• This section applies to all transfers. The sending CSW has completed the initial physical inspection ensuring the home does not have any safety threats and meets the physical, emotional, medical, and mental health needs of the child. A detailed home description about the layout and composition of the caregiver's or parent/legal guardian home must be documented in CWS/CMS, including where each child and adults sleep in the home.
• This section applies to all transfers. If the home is not an approved resource family home, document in CWS/CMS the date the intake referral was submitted to the RFA Intake Unit or the resource family home is waiting for approval.
• A child receiving Family Reunification (FR) services has been in the current placement for at least 30 calendar days.
• The sending CSW has assessed that a family receiving Family Maintenance (FM) services is not planning to move, the address is not temporary, or the family is not under an eviction notice.
• If the sending office arranged with a parent receiving FM services for the parent to reside at one address and the child to reside at another address, the case should remain in the office that serves the address of the home of parent.
• A child receiving Permanent Placement (PP) services has been in the current placement for at least 90 calendar days.
• A Child and Family Team Meeting (CFTM) has been completed within the last thirty (30) days before case transfer. If the Caregiver refuses to attend a CFTM, a child focus CFTM must be conducted. This does not apply to home of parent (HOP) or FM cases.
• Children have current medical and dental records on file. If the medical and/or dental records are delayed by the provider, state the date the records were requested and the dates the service was provided. If the child has a confirmed appointment to update medical and/or dental information, state the date of the appointment and the date the appointment was verified by the provider.
• Services and court orders must be initiated prior to transfer.
• For Extended Foster Care (EFC), upon stabilization of the youth's re-entry needs and plans:
  • If warranted, the case can be considered for transfer after ninety (90) days to another office.
  • If there is a need to transfer the case to another office due to placement location issues for the assigned CSW, the transfer can take place within ninety (90) days only with agreement between all parties.
  • The sending CSW has completed the initial physical inspection of the Supervised Independent Living Placement (SILP) ensuing the placement meets minimal criteria, initiated, and submitted the SILP for approval.

This section applies to all transfers.

• The sending CSW has completed the initial physical inspection ensuring the home does not have any safety threats and meets the physical, emotional, medical, and mental health needs of the child. A detailed home description about the layout and composition of the caregiver's or parent/legal guardian home must be documented in CWS/CMS, including where each child and adults sleep in the home.
• If the home is not an approved resource family home, document in CWS/CMS the date the intake referral was submitted to the RFA Intake Unit or the resource family home is waiting for approval.

Sibling Groups

When appropriate, every effort is to be made to transfer sibling groups as a family unit.  If sibling separation is unavoidable, the siblings’ placements are to be in close geographical proximity to each another as outlined in Placement Preference for Children. If only one (1) child is to be transferred, a new Case Plan/Case Plan Update must be written for the transferring child.

High Priority Cases

A high priority case conference is held prior to transferring the case. A case is considered a high priority case when at least one (1) of the following exists:

• The child having significant medical/psychological needs
• Barriers to the child having their critical needs met
• Adverse court orders (An order contrary to the Department's recommendation that affects child safety or DCFS policy.)
• Risk of child abduction/abducted/missing
• History of abducted sibling(s)
• Return home of the child within the last three (3) months

CSEC cases approved for transfer to CSEC Units:

• Child/Family has ties and/or a nexus to organized crime that presents a risk to all involved.
• Child has a history of violence to others or self

High Priority Case Conferences

A high priority case conference gathers DCFS staff to ensure that their efforts are coordinated effectively and that they support the objectives outlined in the case plan.  These conferences produce high priority case transfer plan.

The sending ARA will contact the receiving ARA to arrange the case conference and to determine the format.  A High Priority Case Conference can occur via teleconferencing, video-conferencing, or in person.  The sending and receiving ARA mutually determine who (ARAs, SCSWs, and/or CSWs) participates in the High Priority Case Conference.

Prior to accepting the case, the receiving ARA has the option to give the receiving SCSW/CSW CWS/CMS access to the case for purposes of case conferencing and for facilitating the high priority case transfer plan.

High priority case transfer requires the sending SCSW to alert their ARA regarding the need for a high priority case conference.

Group Homes, Short-Term Residential Therapeutic Program (STRTP), and Community Treatment Facility (CTF)

Cases with children/NMD residing in residential care will no longer be transferred from one office and/or CSW to another unless the office administrator(s) deems it is necessary to support the best interest of the child/NMD because doing so can lead to delays in transitioning children from residential care to home-based family care. Group homes, STRTP, and CTF placements are meant to be short term.

If a CS case transfer within the office is necessary, the case should be transferred within the same unit to promote continuity of services and a speedy transition to home-based family care. The few exceptions of permissible case transfers are for children/NMDs who meet the transfer criteria to specialized programs (e.g., Medical Case Management Services, Commercial Sexual Exploitation Prevention, etc.). If it is determined that it is in the child/NMD’s best interest to transfer their case and the above stated criteria is followed, the case is assigned according the mother’s address not the address of the group home, STRTP, or where the child/NMD resides.

Circumstances to Transfer a Case

The Services portion of a pre-disposition case can be transferred to any office when either:

• The Case Transfer Requirements are met.
• The sending and receiving ARAs pre-approve the transfer due to special circumstances (e.g., Medical Case Management Services).

The exception is if one (1) or more of the allegations in a referral were not investigated.  In such a case, the service portion of a pre-disposition case cannot be transferred until the investigation is completed.

The following types of cases can also be transferred, if they meet the corresponding requirements, if any:

Circumstances to Not Transfer a Case

The following types of cases cannot be transferred, given the following provisions:

The American Indian (AI) Unit

The American Indian (AI) Unit makes the final determination as to whether or not to accept a case regarding an Indian or an Indian child.  A case can be suitable to transfer to the AI Unit if at least one (1) of the following Tribal Enrollment Eligibility factors exists:

• The tribes’ criteria for enrollment by blood quantum (i.e., full, ¾, ½, ¼)
  • If a child meets the blood quantum criteria, they are eligible for enrollment if the parent(s) or grandparent(s) are enrolled with the tribe the child claims to be members.
  • If the child is not enrolled, determine if the child’s father, mother, or grandparent(s) are enrolled in any tribe.
• Tribes’ criteria for enrollment are by lineage or dependency (i.e., the Seneca and some tribes in California)
  • Tribes in Oklahoma, such as the Cherokee, Choctaw, Chickasaw, Creek and Seminole, recognize members as eligible for enrollment if an ancestor was listed on the Dawes Land Allotment Roll in the late 1800’s.
  • The region in which a parent and/or his ancestors resided should be determined if a parent states that they may be enrolled in a tribe but does not know for certain which one.
• Heritage cases cannot be transferred.  In a heritage case, a parent is enrolled with his/her tribe but the child does not meet the enrollment criteria of the tribe.

Commercially Sexually Exploited Child (CSEC) Unit

DCFS has specialized CSEC units that serve children that have been victims of commercial sexual exploitation. CSEC units are located at the Broadway office and the LASD Human Trafficking Bureau in Monterey Park. In addition, staff are co-located in various law enforcement stations. CSEC section can be reached at (213) 660-6912 or by email at CSEC@dcfs.lacounty.gov.

To be eligible to transfer into the CSEC specialized units, the identified child/NMD must be coded on the CSEC data grid in CWS/CMS as an identified child/NMD of commercial sexual exploitation. Children/NMDs coded as "at risk" with no verifiable commercial sexual exploitation will be reviewed by the program and accepted at the discretion of the CSEC units.

New cases identified through the CSEC First Responder Protocol with substantiated allegations of exploitation will be directly transferred to a CSEC unit. Cases open to the regions that are identified through the law enforcement First Responders Protocol that have substantiated allegations for exploitation can be referred to the CSEC in-box for case review, provided that all other requirements have been met.

Due to the placement instability of many children/NMDs identified as CSEC , the CSEC units will accept cases where the placement is unstable or the child/NMD is a runaway and their whereabouts are unknown.

For children/NMDs that are identified as “at risk” on the CSEC Data Grid; they can be referred for support from the following resources:

• DREAM Court for Multidisciplinary Team Meetings (MDT’s);
• The Runaway Outreach Unit for trained CSEC secondary support and/or
• Linkage to CSEC Advocacy agencies

The required substantiated allegation for commercial sexual exploitation should also be accompanied by the following related behaviors and activities within the last six (6) months:

• Child/NMD spends time in areas associated with commercial sex work
• Provocative, sexualized clothing
• Sexually explicit images/text posted on social media
• Unexplained/suspicious access to expensive clothing and goods, manic
• Tattoos or branding on face/neck/thighs/hands/chest/shoulder that suggest property (i.e., crowns, roses, “$”, “precious”, CREAM, “beloved”, “Sir”, “Daddy’s girl", etc.). Also monikers or symbols of the gangs that branded them (i.e., a star for Hoovers, “S” for Sixties, etc.).
• Attachment/dependence on cell phones
• Frequent changing of social media accounts
• Unexplained bruises or other physical trauma
• Chronic runaway behavior from home/placement
• Unexplained absences from school
• Romantic relationships with older adults
• Inappropriate/unhealthy intimate relationships with adults
• Secrecy regarding intimate partners, friends, associates
• Glamorizing trafficking/the commercial sex industry
• Use of slang referencing exploitation
• Frequent or multiple sexually transmitted infections
• Unplanned pregnancies
• Multiple interactions with Law Enforcement

Eligible cases from the regional offices must be referred to the identified CSEC Liaison from the office where the primary case is serviced. The CSEC regional Liaison will then review the case thoroughly to assure the child/NMD has been identified as a child of commercial sexual exploitation and meets the criteria for transfer to the CSEC units in concert with the case transfer policy. Eligible cases will then be forwarded to the CSEC@dcfs.lacounty.gov in-box for eligibility review, case review, transfer and warm handoff from the office the case was accepted from.

AB12 Unit

The following must occur in order to transfer to AB12:

• A case transfer conference/screening must be done prior to transfer (including case transfer in the same office as well as to a different office).
• A NMD eighteen (18) and over (until 20 ½) to be transferred from a CS unit or an AB12 unit to the corresponding region that services the NMD’s residing zip code once they have been stable in their placement for 90 days or more at the time of transfer.
• Have a current placement active in CWS/CMS
• Have current and signed placement forms; this includes THPP-NMD, SILP, RFA and FFA placements
• RFA forms have been submitted and current RFA paperwork, if applicable.
• If placed in a STRTP, an extension does not expire within the next ninety (90) days when transferring a NMD (in or out of the office).
• A Court report must be calendared for more than ninety (90) days from date of transfer.
• The Structured and Decision Making (SDM), Children Strength and Needs Assessment (CANS) has been completed and approved by the SCSW.
• Current 709 (should be for the current placement and within the last twelve (12) months), if applicable
• Face-to-face visit in the current placement within fifteen (15) days of transfer
• Current Transitional Independent Living Plan (TILP) and current SOC 161 with aligned dates
• Current Child and Family Team meeting inputted in CWS/CMS
• Updated case plan signed and approved in CWS/CMS by SCSW
• The Case Plan must be specific to a NMD, have no siblings attached, and include the Sexual Reproductive Health component.
• The DCFS 5556, 6-Month Transition Plan, must include date discussed and documented in CWS/CMS on the Special Project page using the following code: TAY-DCFS 5556 form.
• The FC 1637, 90-Day Transition Conference, must include date discussed and all information related must be documented in CWS/CMS under the Transition Plan Notebook.
• The discussion about Cal Fresh must to be documented in CWS/CMS on Special Project page and must include the date of the discussion.
• Signed DCFS 6009, Nonminor Dependent Informed Consent
• Signed DCFS 6010, Nonminor Dependent 2-Way Authorization for Sharing Information
• The completed DCFS 123 B, SILP Inspection Request, 123 C, The Extended Foster Care Grievance Review Process for Nonminor Dependents, and 123 E, SILP Inspection: Portable Space-Heater Safety Check-List, if applicable.
• Current photo in Kid Pix
• Current medical and dental information
• The Adoption and Foster Care Analysis and Reporting System (AFCARS) national tool should be up to date.
• Verify that the National Youth in Transition Database (NYTD) fields in CWS/CMS has been updated in the last six (6) months.
• Current educational information entered into CWS/CMS including colleges and/or vocational schools
• All DCFS 280, Technical Assistance Action Request, in the FCSS system are approved and cleared.
• All court ordered services must be initiated prior to transfer.
• Service component must be accurately coded as Supportive Transition (ST)
• Consults must occur for Non Court Legal Guardians cases.
• Case files for siblings should be forwarded to archives or the appropriated region office and not the AB12 unit.
• Cases need to have a history of substantiated allegations for exploitation and appropriately coded in the CSEC Data Grid in CWS/CMS for commercial sexual exploitation and/or cases should have recently confirmed CSEC activity to include; police reports, social media accounts, court recommendation, etc.; aided by documentation in CWS/CMS within six (6) months of the transfer request.
• NMD’s court case must be in Department 401 or Department 414.
• AB12 NMD is capable of complying with required services and willing to transfer to the AB12 Unit.
• NMD should be 18+ and have a Supportive Transition (ST) Service Component.

An AB12 NMD whose placement is not stable will be accepted under the following criteria:

• The NMD has an active source of contact (cell phone, parent, caregiver, etc.).
• The sending CSW has made some contact with the NMD within the last thirty (30) days.
• The sending office has submitted an Abducted Runaway Kids System (ARKS) request to the ARKS Liaison (PCW is not required for NMDs eighteen (18) and over).
• A current or pending Runaway Outreach Unit (ROU) CSW is assigned to the case/or has been confirmed requested and in the process of review by ROU.

Medical Case Management Services (MCMS)

DCFS has six (6) Medical Case Management Services (MCMS) Units that serve medically fragile children and children with special health care needs.  These units are located in the Metro North, Torrance, and Covina Annex Offices. MCMS Case Transfers are screened by MCMS Intake Coordinators who can be reached at (626) 938-1714 or 1715 or by emailing MCMS-Intake or MCMSIntake@dcfs.lacounty.gov.

1. A child with Special Health Care Needs (Bates) is defined as a child who:
   • Has a condition that can rapidly deteriorate, resulting in permanent injury or death and/or
   • Is technology dependent and requires specialized in-home health care.
2. Is approved at the Specialized Care Increment (SCI) Rate level F-3 or F-4, unless they were raised to F-3 from F-2 based on the child's severe emotional problems.
   • A case should not be transferred solely because of a diagnosis of intellectual disability, autism, or another developmental disability. The child must also have "special health care needs" as defined above or qualify for F-3 or F-4 for their medical condition.

Cases can be transferred to the MCMS Unit when all of the following conditions are met:

• There has been at least one (1) face-to-face assessment of the child by a Regional CSW (either the ER CSW making an initial in-person response on a new referral or the case-carrying CSW), or an Emergency Response Command Post (ERCP) CSW.
• The CSW making the face-to-face assessment has made an initial determination that the child appears to meet the MCMS Intake Criteria.
• The CSW has consulted with MCMS Intake and the MCMS Intake Coordinator or SCSW has agreed that the case meets MCMS Intake and Transfer Criteria.

If there is more than one (1) child in the family and other children in the family do not meet the MCMS Unit criteria, only the children who meet the criteria can be transferred.

• In this case, the sending CSW must create a separate case file and Case Plan/Case Plan Update for the child being transferred to the MCMS Unit.
• General Case Transfer Criteria referenced in this policy must also be met.

Delayed or Disputed Case Transfers

In cases where the MCMS Transfer Criteria cannot be completely met but it is in the best interest of the child to immediately transfer to the MCMS Unit, the sending CSW or SCSW must consult with and obtain approval through the MCMS Intake SCSW for the transfer.

• The sending CSW retains primary assignment.
• If there are delays in transferring a case, the ARA of the sending office can contact the MCMS ARA to expedite the process.
• Following consultation with the sending ARA, the MCMS Unit ARA’s decision prevails in any case transfer disputes.

Adoptions Division

A child/NMD's Adoptions Division case and Regional Office case should be serviced in the same office.

• A child’s case is transferred to the Adoptions Division, in Model Case Format after the child’s adoption has finalized.

Receiving Cases

Receiving CSW Responsibilities

1. If a case has been assigned in CWS/CMS, review the case and consult with the SCSW within one (1) business day.
2. Conduct a thorough review of the case in CWS/CMS using the DCFS 4366, Case Transfer Check Sheet.
   • Include all elements referred to in the CWS/CMS Transfer Request Summary Detail.
   • If it is an initial contact, mail the DCFS 2221, Notification of Change of Worker, to the parent(s)/legal guardian(s) and caregiver(s) within ten (10) calendar days of the receipt of the case, and place a hard copy in the case file.
   • Include the new CSW's name and contact information.
   • Have the initial face-to-face contact within ten (10) calendar days from the day of electronic assignment.
   • Do not to wait for the Physical Case to service the case.
3. If a transferred case is received with unresolved safety issues or if the hardcopy documents are missing from the physical case, notify the SCSW immediately.

Receiving SCSW Responsibilities

1. Make sure DCFS 4366, Case Transfer Check Sheet, is correctly assigned.
   • The Receiving Transfer Desk will provide notification of the case assignment via e-mail, telephone, or in-person.
2. If the case is incorrectly assigned, verify that the Transfer Desk forward the electronic case to the correct CWS/CMS Transfer Desk Inbox within one (1) hour of the Transfer Desk receiving it.
   • If the electronic case is sent to the wrong office, it is not considered to have been assigned until it is assigned to a CSW in the correct receiving office.
   • The sending CSW remains responsible for the case until it has been assigned to the correct office.
3. Review the case within three (3) business days of receiving the electronic portion of the case.
   • Conduct a thorough review of the case in CWS/CMS using the DCFS 4366, Case Transfer Check Sheet.
   • Include all elements referred to in the CWS/CMS Transfer Request Summary Detail.
   • When appropriate and agreed to by sending and receiving ARAs, the sending CSW can be added as a secondary assignment to complete missing documents or task.
   • Before adding the sending CSW as a secondary, the sending and receiving SCSWs must conference the case and confirm which required hard-copy documents are needed and the time frame for their completion.
4. Notify the sending SCSW and receiving ARA immediately via email and telephone when:
   • A transferred case is received with unresolved safety issues.
   • Required CWS/CMS elements have not been completed within three (3) business days of the review.
   • The required hardcopy documents are missing from the physical case.
5. If unable to resolve issues, notify ARA via email informing them of the steps taken to resolve issues and current outstanding issues.

Receiving ARA Responsibilities

1. If applicable, notify the sending ARA that the case transfer took place with unresolved safety issues.
2. Submit a written request for any missing documentation to the sending ARA within two (2) business days of written notification from the SCSW.
   • When appropriate and agreed to by sending and receiving ARA, the sending CSW can be added as a secondary assignment until the missing documents are completed.
   • The sending ARA and receiving ARA will need to discuss time frames and plans in resolving missing documents and issues. If the issues are not resolved in the agreed upon time frame, the possible return of the case should be discussed.

Transferring Cases

Sending CSW Responsibilities

1. Discuss the case transfer with the SCSW.
   • Verify that there is no freeze on case transfers currently in effect. 
2. Determine if it is in the best interest of the child/NMD to keep or to transfer the case.
   • Complete required face-to-face contacts within fifteen (15) calendar days prior to electronic case transfer date to verify the address and assure the child's safety and well-being.
   • Conduct a thorough review of the case on CWS/CMS and the physical files in order to ensure that the case is in Model Case Format.
3. Evaluate the assigning address and determine the receiving office.
   • When possible, discuss the transfer plan in advance with the parent, caregiver, and the child/NMD.
   • Submit both a Transfer Request on CWS/CMS and the physical case file with a completed DCFS 4366, Case Transfer Check Sheet, to the SCSW for approval.
   • Check all items of the “High Priority” field that apply in the upper right hand corner of the DCFS 4366.  All high priority cases must have a case conference.
   • Discuss the high priority issue(s) of the case and make a High Priority Case Transfer Plan.  This plan will utilize social work best practice and consider the best interests of the child.

Sending SCSW Responsibilities

1. Use the DCFS 4366 to make sure all CWS/CMS required elements have been completed.
   • Conduct a thorough review of the case on CWS/CMS and the physical files in order to ensure that the case is in Model Case Format.
   • Staff Engagement between the sending and receiving CSW’s and SCSW’s to occur to ensure the best interest of the family. If there is disagreement, the staff engagement must include the ARA.
   • All “High Priority” cases must have a case conference.
     • Discuss the high priority issue(s) of the case and make a High Priority Case Transfer Plan.  This plan will utilize social work best practice and consider the best interests of the child/NMD.
     • Determine follow-up tasks that the sending office will complete, including whether the sending CSW will remain as a secondary assignment and for how long.
     • The sending SCSW consults with the Transfer Desk to determine which office the case will be sent to, discuss with the ARA about the high priority issues of the case, and to make a High Priority Case Transfer Plan.
2. If the DCFS 4366 documentation is incomplete, obtain approval from the sending ARA to transfer the case.
3. Use the CWS/CMS Transfer Request Summary Detail to include messages regarding:
   • Any missing documentation
   • Steps that are being taken to obtain and provide the documentation to the receiving office
   • When the receiving office can expect to receive the missing documentation
4. Upon approval of the case for transfer in CWS/CMS, give the secondary assignment to the sending office Transfer Desk Inbox in CWS/CMS.
   • The sending office Transfer Desk transfers the electronic portion of the case to the receiving office Transfer Desk Inbox within one (1) hour of receiving secondary assignment from the sending SCSW.
   • The receiving office Transfer Desk assigns the case to the primary CSW within one (1) hour of receipt of the case.
5. Verify the electronic transfer of the case’s primary assignment in the receiving office within three (3) hours).
   1. Annotate the DCFS 4366 with the receiving SCSW’s name.
   2. Give the physical case and the signed DCFS 4366 to assigned support staff (Unit Clerk, etc.) with instructions to forward the case to the receiving SCSW.

Sending ARA Responsibilities

1. To approve a case transfer without complete documentation, review and approve the SCSW’s written accounting of the steps and time frames needed to obtain and provide the documentation to the receiving office.

Transferring 2PEN Cases from ERCP to Regional Office

ERCP CSW Responsibilities

1. Follow all policy and procedures outlined in the Investigation, Disposition and Closure of Emergency Response Referrals, and if applicable, Taking Children into Temporary Custody.
2. Take the placement packet to ERCP Headquarters no later than the end of work shift.
3. Input all required information into CWS/CMS.
4. Complete the Transfer Request Page in CWS/CMS.
5. Request SCSW on-line approval.
   • Forward the hard-copy documentation, (such as the police report, medical report, and signed placement agreement, etc.) to the ERCP SCSW.

ERCP SCSW Responsibilities

1. Review hard-copy documents (such as the police report, medical report, signed placement agreement, etc.) and on-line case for completeness.
   • If any additional forms and/or information are required, contact the CSW and obtain the forms from them.
2. Log the case on the SCSW Control Log.
3. If the referral is on an open case, close the referral investigation by choosing, "Child Already in a CWD/CWS (Child Welfare Department/Child Welfare System) Case".  This action attaches all contacts in the referral to the open case.
4. If the referral is on an open referral in a Regional Office, close the referral by choosing, “Open New CWD/CWS Case”.
5. Review Transfer Request page.
6. If necessary, complete assignment match for office location.
7. Make a primary assignment to the receiving office Transfer Desk.
8. No later than the end of the shift, inform the case-carrying CSW and SCSW by telephone, leaving a voice mail, or e-mail that ERCP has taken the child into temporary custody.
   • Provide the child’s current location and a brief explanation as to why the child was removed.
9. No later than five (5) calendar days from the date of detention, forward hard-copy documents (such as criminal clearance requests and/or results, RFA Intake Request, DCFS 709, etc.) and copy of the SCSW Control Log to the ERCP Unit Clerk.

Regional SCSW Responsibilities

1. Review ERCP hard-copy documents and on-line case.
2. Review the CSW assignment, and determine whether to accept or to change assignment.
3. Forward ERCP documents to the Unit Clerk who initiates the Master Case Folder and files the documents in appropriate folders per Model Case Format (MCF) procedures.
4. Ensure that the TA Eligibility Supervisor (ES) is notified that an ERCP placement has been received.

Transferring Cases to the AI Unit

Case-Carrying CSW Responsibilities

1. Contact the American Indian (AI) Unit at (626) 938-1846 or (626) 938-1838.
2. Consult with an AI Unit SCSW regarding the facts of the case and whether the case should be transferred to AI Unit for services.
3. If appropriate, transfer the case.
4. If the case is not appropriate to transfer to the AI Unit, continue to provide services and consult with the AI Unit on how to proceed.

Transferring a Case to the Adoptions Division

Adoption Finalization Liaison/Unit Clerk Responsibilities

1. E-mail the case-carrying CSW and the SCSW to alert them that the adoption has finalized.

Adoption Assistant Responsibilities

1. Upon receipt of the adoption order, submit the JC2, Termination of Court Jurisdiction, to the court requesting termination of court jurisdiction.
2. Within ten (10) days from the date of the submission of the JC2:
   1. Obtain the minute order that reflects the termination of court jurisdiction.
   2. Forward the minute order to the Adoption CSW.

Adoption CSW Responsibilities

1. Within three (3) business days of either learning or receiving an e-mail from the Adoption Finalization Liaison/Unit Clerk that an adoption has been finalized, e-mail the Regional case-carrying CSW and SCSW to prepare the case for end-date and for closure. Use the following sample:
   • This electronic notification is being sent to alert you that the case for [Child's Full Name], DOB: MM/DD/YYYY, has had their adoption finalized and is now awaiting the termination of Court jurisdiction.  Please prepare the case for end-dating and closure over the next ten (10) business days, but do not send the case at this time.  A second e-mail will be sent to notify you when court jurisdiction has terminated and to complete the final steps to end-date your assignment and for closure by the Adoption CSW.
2. Upon receipt of the minute order reflecting termination of court jurisdiction, send a second e-mail to the case-carrying CSW and SCSW, instructing them to assign the case to the Adoption SCSW within three (3) business days.  Use the following sample:
   • This electronic notification is being sent to alert you that the case for [Child's Full Name] DOB: 1/1/2000, has had their Court jurisdiction ended.  Please send the physical case to the Adoption, and transfer the primary assignment in CWS/CMS to [Adoption SCSW’s] In-box.
3. Within (3) days of the receipt of the physical case from the case-carrying CSW, input all necessary information in CWS/CMS, including the AD42R field information, placement episode termination date, and finalization date.
   1. File all necessary documents using appropriate model case format (MCF).
   2. Designate these tasks, as necessary, to other Adoption unit members (i.e. Unit Clerk, Adoption Assistant and SCSW) on an individual unit basis.
4. End the case in CWS/CMS.
   1. Send to Adoption SCSW for approval.
   2. Transfer the closed case to Revenue Enhancement.
   3. Designate these tasks, as necessary, to other Adoption unit members (i.e. Unit Clerk, Adoption Assistant and SCSW) on an individual unit basis.

Adoption SCSW Responsibilities

1. Review the case, and determine if it should be approved.
2. If approved, approve the case termination in CWS/CMS.
3. If the case is not approved, return to Adoption CSW for corrective action.

Case-Carrying CSW Responsibilities

1. Within ten (10) days of receiving the Adoption CSW’s notification that the adoption has been finalized, input all necessary information in CWS/CMS, including documentation of all contacts and the removal of future court hearings.
2. File all necessary documents into the case files using model case format (MCF), and DCFS 4366, Children’s Services Case Transfer Check Sheet.
3. Within three (3) days of receiving the Adoption CSW’s e-mail notification that court jurisdiction has been terminated, forward physical case with a completed DCFS 4366 to the SCSW.

Case-Carrying SCSW Responsibilities

1. Review that the case and ensure that it is ready for transfer, including disposition of all prior approval requests.
2. If the case is not ready for transfer, return it to the CSW for corrective action.
3. If the case is ready for transfer, approve DCFS 4366.
4. Change the primary assignment to the Adoption SCSW in CWS/CMS.
5. Forward the physical case to the Adoption SCSW.

Transferring a Case to the CSEC Unit

Before a case can be considered for transfer, the CSEC identified client and family is aware and agrees to the transfer, and the transfer of the case must be in the best interest of the child/NMD.

Case File Must Include

• Birth certificate for child/NMD in care
• Social Security Card for child/NMD in care
• Current approved JV220 (within six (6) months)
• TILP referrals submitted for all children over 15 years old.
• SSI referral completed/submitted for all children over 16 ½ years of age in care.
• Signed 90-Day transition plan within 90 days of youth turning 18 year olds.
• All AB12 documents for 18-year-old (SOC 161 +162) filed in Emancipation Folder.
• All SILP documents must be in the Emancipation Folder.
• SOC 162 must be signed on or after their 18th birthday.
• SOC 161 must be in submitted to Eligibility Worker and processed.
• Completed and approved STRTP documents, including a QI assessment and IPC screening, if applicable
• For children/NMDs whose whereabouts are unknown:
  • Children/NMD must have a current Protective Custody Warrant.
  • The sending office has submitted a Protective Custody Warrant to their offices ARKS Liaison.
  • A current or pending secondary Runaway Outreach Unit (ROU) CSW is assigned to the case.
  • The case has an active National Center for Missing and Exploited Children (NCMEC) referral and/or case manager assigned.
  • CSEC Advocacy Referral has been initiated.

Additional Transfer Criteria

Cases need to have a history of substantiated allegations for exploitation and appropriately coded in the CSEC Data Grid in CWS/CMS for commercial sexual exploitation and/or cases should have recently confirmed CSEC activity to include; police reports, social media accounts, court recommendation, etc.; aided by documentation in CWS/CMS within 6 months of the transfer request.

Other requirements:

• Child/NMDs court case must be in Department 401 or Department 414.
• AB12 NMD is capable of complying with required services and willing to transfer to CSEC.
• NMD should be 18+ and have a Supportive Transition (S.T.) Service Component.

A CSEC child/NMD whose placement is not stable will be accepted under the following criteria:

• The child/NMD has an active source of contact (cell phone, parent, caregiver, etc.).
• The sending CSW has made some contact with the child/NMD within the last 30 days.
• The sending office has submitted an ARKS request to the ARKS Liaison (PCW is not required for NMDs 18 and over).
• A current or pending Runaway Outreach Unit (ROU) CSW is assigned to the case/or has been confirmed requested and in the process of review by ROU.
• If the child/NMD is in placement , the current placement must be active in CWS/CMS.
• The last face-to-face visit was within fifteen (15) calendar days of transfer at the current placement/HOP.
• There are no pending DCFS 280’s in the Foster Care Search System (FCSS).
• RFA inspection forms must be submitted, if applicable
• SILP inspection forms must be submitted, if applicable.
• All services and court orders must be initiated prior to transfer.
• A current case plan must be on file and approved in CWS/CMS.
• Case must be post-disposition
• Case needs to be coded accurately on the CSEC data grid
• Case needs to have a current CFTM completed

The Following Cases will NOT be Accepted to Transfer

• Suspected, and un-confirmed commercial sexual exploitation.
• Suspected CSEC or “At-Risk” behaviors that do not qualify.
• NMD will be twenty-one (21) within six (6) months of transfer.
• The child/NMD is not willing to accept CSEC services and case transfer.
• Whereabouts are unknown for more than 30 days and there is no known contact information.
• When case transfer is not in the best interest of the child/NMD due to issues related to; substance abuse, mental health, Medical Case Management Services are needed, or when there are more prevalent/paramount needs of the child/NMD than the CSEC activity. In such cases, CSEC CS, CSEC Advocacy services and ROU can be sought out for support and in some cases placed on secondary assignment to address exploitation activity.
• Siblings -Identified CSEC child/NMDs siblings remain in the regional office
• Pre Dispo cases
• WIC 366.26 is on calendar
• Detained or VFM/VFR children of CSEC minor mothers
• FM cases that will be closing within ninety (90) days.
• Child/NMD “at risk” for commercial sexual exploitation

Case-Carrying CSW Responsibilities

1. Contact the CSEC Unit at (213) 660-6912 or by email CSEC@dcfs.lacounty.gov
2. Consult with an CSEC SCSW and regional CSEC Liaison regarding the facts of the case is eligible and appropriate to be transferred to CSEC for services.
3. If appropriate, start the transfer process.
4. If the case is not appropriate to transfer to the CSEC Unit, continue to provide services and consult with the regional CSEC Liaison and CSEC Unit representatives on how to proceed.

Transferring a Case to the AB12 Unit

Case File Must Include

• Legal folder with current minute order
• Birth Certificate
• Social Security Card
• California Identification Card
• SSI screening and if appropriate referral for benefits
• Signed 90-Day Transition Conference form
• DCFS 5556, 6-Month Transition Plan
• SOC 161 (must be signed on or after18th birthday)
• SOC 162 (must be signed on or after 18th birthday)
• SOC 163 (for all re-entries)
• Approved SILP documents
  • SOC 157A Approval and Placement Agreement
  • SOC 157B SILP Inspection Checklist of Facility Health & Safety Standards
  • SOC 157C SILP Readiness Assessment
• Current, completed and approved Short-Term Residential Therapeutic Program (STRTP) documents, if applicable

The Following Cases will NOT be Accepted to Transfer

• Siblings of NMD
• Detained or VFM/VFR children of the NMD
• Cases with 366.26 hearings on calendar
• Cases where the NMD will be turning 21 years-old within (6) months of transfer
• NMD whose whereabouts are unknown
• NMD who has been in placement less than ninety (90) days
• Probate Cases
• Whereabouts are unknown for more than thirty (30) days and there is no known contact information.

Case-Carrying CSW Responsibilities

1. A mandatory transfer conference shall take place prior to transfer (transferring in the same office or different office). The transfer conference should be initiated/scheduled by the SCSWs.
   • If the case is approved for transfer, transfer case.
   • If the case is not appropriate for transfer to the AB12 unit, continue to provide services and consult AB12 unit on how to proceed.

Case-Carrying CSW/SCSW Responsibilities

1. Contact your office AB12 Liaison to conference the case and determine eligibility of transfer.
2. If the AB12 Liaison agrees the case is eligible to transfer, the liaison should submit a formal request for transfer to the AB12 Unit.
3. The email should include the following:
   • AB12 NMD’s name and DOB;
   • Sending CSW and SCSW names and contact numbers/email;
   • A brief summary of facts, as to why the NMD qualifies for transfer to AB12.
   • AB12 Unit will respond to the request acknowledging receipt and will review the case for eligibility. If eligibility is confirmed, the AB12 SCSW will contact the sending CSW and SCSW to schedule a conference call to discuss current case information/details and arrange a warm hand-off (conjoint visit when available).
   • The primary assignment will be changed over to AB12 after all pending items are complete and the physical case file (White-Emancipation, Purple-Medical/Education, Legal-last 2 full reports, and last minute order) has been exchanged.
   • If the case does not meet criteria and not accepted, correspondence will be made acknowledging the reasons for denial. AB12 Unit will offer ongoing support and referrals, as needed.

Transferring a Case from the MART Unit

MART provides Emergency Response investigation services countywide. Please see MART Case Transfer Assignment for case assignment. MART transfers should meet the same criteria as a regional case transfer from ER to CS and will be assigned to a regional office based on the custodial situation.

MART Case Transfer Policy – Child and Family Teaming Meeting (CFTM) Requirements for VFM/VFR and FM/FR

Transferring a Case to the MCMS Unit

Child Protection Hotline (CPH) CSW Responsibilities

1. Prior to assigning a referral for investigation, determine if the child appears to meet the MCMS Intake Criteria.
2. If the child appears to meet the MCMS Unit Intake Criteria, identify the referral as a potential MCMS Unit case.
   • Write, “MCMS UNIT?” prominently on the Screener’s Narrative document in the Referral Folder.
3. Assign the referral to the Emergency Response Command Post (ERCP) or to the appropriate Regional Office as outlined in the procedures for the Child Protection Hotline (CPH).
4. For further information, refer to the attached Medical Case Management Services (MCMS) Unit: Transfer Criteria and Transfer Procedures.

ERCP/ER/Case-Carrying CSW Responsibilities

1. Assess all cases to determine if the child appears to meet the MCMS Intake Criteria .
2. Consult with the Public Health Nurse (PHN) and the MCMS Intake Coordinator to determined if the case qualifies to be transferred to the MCMS Unit.
   1. Refer to Joint Response Referral: Consulting with PHN for additional information.
   2. Contact MCMS Intake Coordinators at (626) 938-1714 or 1715 or by email at MCMS Intake (MCMSIntake@dcfs.lacounty.gov).
3. Submit the Specialized Care Transfer Request Guide with the documents listed below to MCMS-Intake to initiate the transfer request. Provide the MCMS Unit with all required transfer documents which include:
   • DCFS 416, Individual Health Care Plan (ICHP)
   • DCFS 149A, Medical Care Assessment
   • DCFS 6079, Medical Training Confirmation Form
   • DCFS 1696, F-Rate and Regional Center (ARM) Rate Indicators.
4. Document the child/NMD's medical condition and/or special needs in the Health Notebook, if any.
5. For placement of a child who is medically fragile, who has special health care needs, and/or whose case is already assigned to a MCMS Unit, contact the MCMS Intake Coordinators by email at MCMS-Intake.
6. When investigating a referral and/or replacing a child assigned to the MCMS Unit, follow applicable procedures as set forth in the following, as appropriate:
   • Emergency Response Referrals Alleging Abuse in Out-of- Home Care Regarding Children Who are Under DCFS Supervision
   • Emergency Response Referrals Alleging Abuse of Children Who Are Under DCFS Supervision and Residing in the Home of a Parent
7. Reassess all cases whenever a change in a child’s medical condition appears to meet the MCMS Intake Criteria.
8. Complete, initiate, and/or obtain copies of all forms and documents required for the Accelerated Placement Team to take temporary custody and place a child.
   • Ensure that all contacts are entered appropriately in the Contact Notebook.
9. Complete an Initial Case Plan or a Case Plan Update. If there is more that one (1) child in the family, create a separate case file and Case Plan/Case Plan Update for the child being transferred to the MCMS Unit.
10. Complete the DCFS 4366 and prepare the case for transfer, and provide to the SCSW. Sending CSW will remain primary and responsible for all emergent services until MCMS Intake has requested, received, and reviewed the physical file and determined the case is ready for assignment to MCMS.

ERCP/ER/Case-Carrying SCSW Responsibilities

1. If the CSW has not already done so, conatct the MCMS Intake Cordinator at (626) 938-1714 or 1715 to initiate the case transfer.
   1. Describe the child’s medical condition and special health care needs as documented in the Health Notebook.
2. In consultation with the PHN and MCMS Intake SCSW, determine whether the case should be transferred to the MCMS Unit or to a Regional Office.
   1. Provide the MCMS Unit with all appropriate transfer documents not already provided by the CSW. Ensure that the case has all required documents (i.e. medical reports, police reports, signed placement agreements, CPA, KidPix, SDM, signed Case Plan, etc.)
   2. If the case will not be transferred to the MCMS Unit, follow the procedures to transfer the case to a Regional Office.
3. Upon hearing from MCMS Intake that the case meets MCMS Intake and Transfer Criteria, review the case for compliance.
   1. When appropriate, create a separate case and instruct the CSW to create an Initial Case Plan or Case Plan Update.
4. Ensure that all documents requiring ARA and RA signatures are completed, signed-off, and filed.
5. Approve or deny the request.
   1. If the case is not compliance, return the case to the CSW for corrective action and continued case management services by the sending case-carrying CSW.
   2. If the case is in compliance, assigned the case as secondary to the Transfer 2PEN - MCMS East Inbox.
6. Review and sign the DCFS 4366 and send the case according to directions provided by MCMS Intake. Sending CSW will remain primary and responsible for all emergent services until MCMS Intake has received and reviewed the physical file.

MCMS CSW Responsibilities

1. Maintain regular contact with the case-carrying CSW, and collaborate with the case-carrying CSW for any siblings whose cases were not transferred to the MCMS Unit.

MCMS Intake Coordinator & SCSW Responsibilities

1. Provide consultation to staff regarding potential MCMS cases, as requested.
2. When receiving a referral for transfer to the MCMS Unit, determine whether the child meets MCMS Unit Intake Criteria.
   1. Inform staff of transfer criteria, policy, and procedure including required documentation or actions for case transfer and which office the case should be transferred .
3. Change the primary assignment to the appropriate MCMS CSW.
4. Give the case information to the assigned MCMS CSW.

Delayed Case Transfers

Sending SCSW Responsibilities

1. Conduct a thorough review of the case in CWS/CMS using the DCFS 4366, Case Transfer Check Sheet.
   • Include all elements referred to in the CWS/CMS Transfer Request Summary Detail.
   • Make sure DCFS 4366, Case Transfer Check Sheet, is completed correctly.
   • Make sure the physical files meet Case Model Format.
   • Ensure the required hardcopy documents are included in the physical case.
2. If the case is incorrectly assigned:
   • It is not considered to have been assigned until it is assigned to a CSW in the correct receiving office.
   • The sending CSW remains responsible for the case until it has been assigned in the correct office.
3. Notify the receiving ARA immediately when a case requires a High Priority Case Conference.

Sending ARA Responsibilities

1. Notify the receiving office of the need for a High Priority Case Conference, if applicable.

CSEC Unit SCSW Approval

• Approval to transfer the case to the CSEC Unit

MCMS SCSW Approval

• MCMS Case Transfer Request

MCMS ARA Approval

• Case transfer, if case transfer criteria are not fully met

American Indian (AI) Unit SCSW Approval

• Approval to transfer the case to the American Indian Unit

Adoption SCSW / Regional SCSW Approval

• Transfer of the case
• Case closure
• DCFS 4366
• JC2
• SCSW referral disposition
• SCSW transfer of referral

ARA Approval

• High Priority Case Conference Plan
• MCMS Case Transfer Request, as needed
• Transfer without complete documentation
• Secondary assignment of sending CSW

Forms

CWS/CMS

Detention Report

Initial Case Plan

Case Plan Update

Investigation Narrative

Screener Narrative

LA Kids

AD 42R, Agency Adoption Program – Individual Case Report

DCFS 149/DCFS 149A, Medical Care Assessment Cover Letter/Medical Care Assessment

DCFS 416, Individual Health Care Plan (IHCP)

DCFS 1696, F-Rate & Regional Center (ARM) Rate Indicators

DCFS 2221, Notification of Change of Worker

DCFS 4366, Children’s Services Case Transfer Check Sheet

DCFS 6079, Medical Training Confirmation

High Priority Case Transfer Plan

Hard Copy

JC2, Termination of Court Jurisdiction

Attachments

Case Transfer Guide: When and Where To Transfer

Medical Case Management Services (MCMS) Intake: Transfer Criteria and Transfer Procedures

MART Case Transfer Guide

Referenced Policy Guides

0050-502.10, Child Protection Hotline (CPH)

0070-548.05, Emergency Response Referrals Alleging Abuse in Out-Of-Home Care Regarding Children Who are Under DCFS Supervision

0070-548.06, Emergency Response Referrals Alleging Abuse of Children Who Are Under DCFS Supervision and Residing in the Home of a Parent

0070-548.10, Investigation, Disposition and Closure of Emergency Response Referrals

0070-548.20, Taking Children into Temporary Custody

0070-560.05, Joint Response Referral: Consulting with PHN

0080-502.10, Case Plans

0080-505.20, Health and Education Passport (HEP)

0080-507.20, Concurrent Planning and the Concurrent Planning Assessment (CPA)

0100-510.46, Out-Of-County Placements

0100-510.60, Placement Considerations for Children

0100-535.25, Extended Foster Care (EFC) Program

0100-535.65, Extended Foster Care: Re-Entry of Non-Minor Former Dependents

0300-503.20, Writing the WIC 366.26 Hearing Report

0300-503.55, Protective Custody Warrants

0400-503.10, Contact Requirements and Exceptions

0600-505.10, Placing Children with Special Health Care Needs

0600-505.12, Identifying and Documenting a Client’s Disability and Need for Special Services

0900-522.11, Specialized Care Increment (SCI) – F-Rate

1200-500.90, Model Case Format (MCF)

Statutes

Health and Safety Code (HSC) Section 1501.1 – States, in pertinent part, that when placing children in out-of-home care, particular attention should be given to the individual child’s needs, the ability of the facility to meet those needs, the needs of other children in the facility, the licensing requirements of the facility as determined by the licensing agency, and the impact of the placement on the family reunification plan.

Welfare and Institutions Code (WIC) Section 17710 – Defines a child with special health care needs and an individualized health care plan team. It includes a list of medical conditions covered, and a description of in-home health care to be provided to that child by the foster family/caregiver(s).

WIC Section 17730-17738 – Summarizes the plan county welfare departments must establish for specialized foster care homes for children with special health care needs.