Kinship care: First Supports program guidelines

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Authorised and published by the Victorian Government, 1 Treasury Place, Melbourne.

© State of Victoria, Department of Health and Human Services January 2020.

Where the term ‘Aboriginal’ is used it refers to both Aboriginal and Torres Strait Islander people.

ISBN 978-1-76069-196-7 (pdf/online/MS word)

Available at Kinship care <https://intranet.dhhs.vic.gov.au/kinship-care> for department staff and My Agency on the Funded Agency Channel for First Supports providers <https://fac.dhhs.vic.gov.au/>

Contents

https://fac.dhhs.vic.gov.au/

https://intranet.dhhs.vic.gov.au/kinship-care

mailto:[email protected]

1. Introduction.....................................................................................................................................1.1 Background...........................................................................................................................................

1.2 Principles..............................................................................................................................................

1.3 Purpose and scope...............................................................................................................................

2. Program overview..........................................................................................................................2.1 Objectives.............................................................................................................................................

2.2 First Supports components...................................................................................................................

2.3 Target group and eligibility....................................................................................................................

2.4 Referral process...................................................................................................................................

2.5 Monitoring First Supports capacity......................................................................................................

3. Program activities.........................................................................................................................3.1 Comprehensive (Part B) assessment.................................................................................................

3.2 First Supports family services.............................................................................................................

3.3 First Supports Brokerage....................................................................................................................

3.4 CRISSP for First Supports..................................................................................................................

3.5 First Supports and case contracting...................................................................................................

3.6 Closure of First Supports....................................................................................................................

4. Roles and responsibilities...........................................................................................................4.1 Child protection or authorised Aboriginal agency................................................................................

4.2 First Supports providers......................................................................................................................

4.3 Kinship engagement teams................................................................................................................

4.4 Agency Performance and System Support.........................................................................................

5. Additional information.................................................................................................................5.1 Counting rules.....................................................................................................................................

5.2 Monitoring, review and reporting.........................................................................................................

5.3 Communication and dispute resolution...............................................................................................

5.4. Further information............................................................................................................................

Appendices.............................................................................................................................................

1. Introduction

1.1 BackgroundKinship care is the care provided by relatives or a member of a child’s broader network, when a child cannot live with their parents. Statutory kinship care placements occur when child protection or authorised Aboriginal agency intervene and a decision is made that a child is placed or remains with a relative or other community member. The child may also be subject to an order made by the Children’s Court. Private kinship care (or informal or non-statutory kinship care) refers to arrangements where children are cared for by a relative or other community member without any child protection intervention. In these program guidelines, ‘kinship care’ refers to statutory kinship placements unless otherwise specified.

The Best Interests Principles under section 10(3) of the Children, Youth and Families Act 2005 (Vic) (the Act) states consideration is to be given first to the child or young person being placed with an appropriate family member or other appropriate person significant to the child (kinship care), before any other placement option is considered. Kinship care has continued to grow as a proportion of all care services placements.

1.1.1 New model of kinship careIn March 2018, a new model of kinship care was rolled out across Victoria to meet the needs of a growing number of kinship care placements, and the need for additional support to these placements.

The objectives of the model are to:

• identify kinship networks early• strengthen reunification, where appropriate• promote placement quality and support children and young people living with kinship families to thrive• promote placement stability, including reducing the likelihood of entry into residential care.

The main components are:

• kinship workers (44 full time equivalent) within the Department of Health and Human Services (the department) to conduct kinship finding and provide flexible supports to kinship carers

• the First Supports program, delivered by community service organisations (CSOs) and Aboriginal community-controlled organisations (ACCOs) aimed at supporting new kinship placements state-wide, expected to last three months or longer

• an Aboriginal kinship finding and genealogical service delivered state-wide by the Victorian Aboriginal Child Care Agency (VACCA)

• additional case contracting targets (300) for non-Aboriginal children who are on long-term or care-by-Secretary orders and who have a non-reunification case plan goal1

• Aboriginal reunification support packages for Aboriginal children consisting of 39 targets of 200 hours of intensive family services (North Division).

1 It is intended that case contracting by ACCOs will be available for all Aboriginal children and young people in care services by 2021

First Supports program guidelines

1.2 PrinciplesIn the delivery of services to children involved with child protection, the department, authorised Aboriginal agency, CSOs and ACCOs (First Supports providers) must adhere to a range of principles and requirements set out in the Act, or departmental policies. These include:

• The Best Interests Case Practice Model (BICPM) derived from section 10 of the Act, provides the foundations for case practice for children subject to child protection intervention, emphasising the need to ensure the best interests of the child are paramount in decision making. BICPM assessment should focus on a child’s safety, stability and development, whilst considering age, stage of development, culture and gender. The BICPM describes best practice across four interconnected stages of intervention; information gathering, analysis and planning, action, and reviewing outcomes. Further information is available on the child protection manual <http://www.cpmanual.vic.gov.au/our-approach/best-interests-case-practice-model>

• Department of Health and Human Services Standards provide a benchmark for all agencies funded to provide services to clients through a Service Agreement with the department and can be monitored in relation to compliance. The Human Services Standards <https://providers.dhhs.vic.gov.au/human-services-standards> set out expectations of funded agencies across four domains:– empowerment: people’s rights are promoted and upheld– access and engagement: people’s right to access transparent, equitable and integrated services

is promoted and upheld– wellbeing: people’s right to wellbeing and safety is promoted and upheld– participation: people’s right to choice, decision making and to actively participate as a valued

member of their chosen community is promoted and upheld.

• The Looking After Children (LAC) framework is an outcomes-focused approach for collaboratively providing good care for children placed in care. When a child is placed in care, a group of people (the child’s care team) share responsibility for doing the things that parents generally do: Carers, the Child Protection or authorised Aboriginal agency Practitioner, or contracted case manager, the child's parents and in some cases other adults directly involved in caring roles such as family members, Aboriginal elders, respite carers and disability workers. While First Supports providers are not expected to complete LAC documents, First Supports workers may assist to promote LAC outcomes in working with the kinship family and may contribute to LAC discussions as part of care team processes. The LAC framework covers seven domains:– health– emotional and behavioural development– education– family and social relationships– identity– social presentation– self-care skills.

• Care teams are required for every child in care, except for permanent care placements. The purpose of the care team is to manage the day to day care and best interests of the child in accordance with the case plan. The care team share responsibility for doing the things that parents would ordinarily do to provide good care. Child protection or authorised Aboriginal agency, or contracted CSO or ACCO is responsible for establishing and leading the care team for kinship placements. The First Supports worker may be a member of the care team.

First Supports program guidelines – kinship care

https://providers.dhhs.vic.gov.au/human-services-standards

http://www.cpmanual.vic.gov.au/our-approach/best-interests-case-practice-model

1.3 Purpose and scopeThe purpose of this document is to outline the objectives and operational requirements of the First Supports program; a sub-activity under activity 31202 ‘Home Based Care- Kinship Care’. The First Supports program encompasses three sub-components including assessment, brokerage, and family services (entry, short response and long response).


2. Program overview

2.1 ObjectivesThe objectives of the First Supports program are to:

• undertake comprehensive assessments at the time placements are first made, assisting child protection or authorised Aboriginal agency to determine the suitability of the placement, and linking carers and children with a level of support specific to their needs

• meet any support and stability needs of the placement through the early provision of flexible brokerage

• build the capacity of kinship carers to better understand and respond to the needs of the children in their care; promoting their safety, stability and development

• assist carers to promote connection to culture, particularly for Aboriginal and Torres Strait Islander children

• where appropriate and in line with case plan goals, assist and support the carer to understand their role in reunification and/or to have contact with their parents.

2.2 First Supports componentsChild protection or authorised Aboriginal agency, or Kinship Engagement Team (where endorsed by child protection or authorised Aboriginal agency) will make a referral in CRIS to First Supports if they consider the kinship placement will last longer than three months.

The First Supports program is made up of three primary elements:

• kinship comprehensive Part B assessment• brokerage• family services.

These elements may be delivered concurrently or sequentially, and whilst all kinship care placements referred to First Supports will receive kinship assessment and access to brokerage if required to support the placement, some placements may not go on to receive family services and instead may be referred to other appropriate community supports depending on the assessment of supports required. A kinship carer may continue to access First Supports anytime within 12 months of the referral.

2.3 Target group and eligibilityThe First Supports program is focused solely on children in statutory kinship placements, that is those with child protection involvement. Statutory kinship placements occur when a child protection intervention has occurred and a decision has been made to place a child with relatives or a significant friend and may also involve an order made by the Children's Court. The protective concerns have been substantiated and there may or may not be a court order in place.

Statutory kinship carers have been assessed and approved and the placement endorsed by child protection or authorised Aboriginal agency.

See section 2.4.1 for information about referrals for non-court ordered statutory kinship placements.

Private or non-statutory kinship arrangements without child protection involvement do not have access to First Supports. Non statutory kinship carers requiring support can continue to access the existing ‘information and advice’ component of kinship care services through agencies funded to deliver this service, including kinship carer peer support groups. Where a non-statutory kinship arrangement


requires family services support, they should be directed to Child FIRST/The Orange Door to access these services.

Kinship placements will be eligible to receive the First Supports program where:

• The placement has been endorsed by child protection or authorised Aboriginal agency including completion of the mandatory safety screening such as national police and CRIS checks of all members of the household aged over 18 years, consultation with an Aboriginal Child Specialist Assessment and Support Service where applicable and checking and/or initiating an application for a Working with Children Check for the carer or carers.

• A preliminary assessment has been undertaken by child protection or authorised Aboriginal agency and recorded in the Part A assessment on CRIS and submitted to the Team Manager for endorsement usually within one week of placement commencement.

• Child protection or authorised Aboriginal agency has assessed that the placement is expected to last three months or longer, and the carer is willing to provide care for longer than three months.

• Placements were not initially expected to last three months or longer but there was a subsequent determination or change of circumstance that the placement will be three months or longer.

• It is that child’s first kinship placement or has re-entered care.

Unlike most other programs, service provision for First supports is ‘place-based, not case-based’, that is, referrals are made to providers within the kinship carers’ local area to ensure support and service provision is delivered locally. This may be outside the area or division with case management responsibility.

Note that parental consent is not required for a referral to First Supports.

Where a Part B comprehensive assessment has already been completed, the kinship placement cannot access First Supports as this program commences with the comprehensive Part B assessment.

2.4 Referral processReferrals for First Supports are made by child protection, authorised Aboriginal agencies or kinship engagement teams (where endorsed).

Following endorsement of the Part A preliminary assessment in CRIS, child protection, authorised Aboriginal agency or kinship engagement team will make the referral through CRIS to the First Supports provider near the location of the kinship placement, as soon as practical once an assessment has been made regarding the expected length of the kinship placement. The provider group is selected when submitting the referral in CRIS. To assist in determining the correct provider, a list of First Supports providers by area is at Appendix A.

For advice about how to submit a referral in CRIS to First Supports, see Recording kinship assessments: CRIS child protection available on the department’s intranet.

The provider will receive the referral in CRISSP with an endorsed “read only” Part A preliminary kinship assessment and the Child or Young Person’s profile. These documents automatically attach to the referral from CRIS to CRISSP when the referral is accepted. Ideally, the referral should be received no later than three weeks from the placement commencing. However, there may be circumstances where a referral is made after the three week timeframe as negotiated between child protection or authorised Aboriginal agency and the First Supports provider. Child protection or authorised Aboriginal agency, First Supports providers and kinship engagement teams should allow for flexibility to ensure eligible kinship placements receive First Supports.

Every effort should be made to refer to First Supports no later than three weeks from placement commencement to ensure kinship families receive early supports and to assist the provider to meet the requirement to complete the Part B assessment within six weeks of placement commencement. Ideally,


referrals for First Supports should not be made for kinship placements that have continuously been in place for four months or more, unless exceptional circumstances apply out of the control of child protection or authorised Aboriginal agency, for example prolonged activity in the Children’s Court. Note that if the Part B has already been completed, a referral cannot be made to First Supports as the program commences with the comprehensive Part B assessment.

Referrals should not be unreasonably rejected for eligible kinship households when the First Supports provider has significant vacant targets.

2.4.1 Prioritising referralsPrioritisation of referrals should occur on the basis of:

• the likelihood a placement disruption occurring if the placement is not supported• the complexity of the child, or carers having additional needs.

Where the number of referrals exceeds current target capacity, the First Supports provider should advise its departmental Agency Performance and Systems Support advisor as soon as possible. The Kinship Engagement Manager will assist in monitoring available target capacity and referrals across the division and work at the interface of child protection, authorised Aboriginal agencies, Agency Performance and System Support and First Supports providers to ensure flow of referrals to First Supports. If the First Supports provider has limited staffing capacity to service the referrals, this should be discussed with the Agency Performance and Systems Support advisor as soon as possible, who will advise the Kinship Engagement Manager.

Non-court ordered statutory kinship arrangements

In exceptional circumstances, referrals may be made to First Supports for assessed and endorsed kinship placements with no court order in place where the placement is expected to last three months or longer. This will depend on available First Supports capacity (available targets), prioritisation of referrals, and what supports the provider can offer the kinship family.

There must be a clear rationale for First Supports service delivery to the kinship family, and prioritisation of a referral for a non-court ordered kinship placement where child protection or authorised Aboriginal agency intend to close the case. Referrals for non-court ordered statutory kinship placements should be discussed with the Kinship Engagement Manager who has oversight over available targets and indicative numbers of eligible kinship placements across the division.

Where agreed by the Kinship Engagement Manager and a referral is made to First Supports, the case must remain open in CRIS until the Part B assessment has been submitted and endorsed by child protection or authorised Aboriginal agency. The First Supports provider can continue to provide family services hours to the kinship placement even when child protection or authorised Aboriginal agency close the case.

In the event the case is closed by child protection or authorised Aboriginal agency during the course of First Supports service provision and significant concerns arise regarding the safety and wellbeing of the child/ren in the placement, the provider should contact the relevant divisional child protection intake (as the case is closed).

Where the case has been closed and the placement ends during the course of First Supports provision (and there are no significant concerns), the provider should advise child protection or authorised Aboriginal agency as soon as possible to ensure the care allowance is ceased in a timely manner. The First Supports provider may discuss this with the Kinship Engagement Manager if required.


2.4.2 Shared care arrangementsShared care is where a child is placed with more than one assessed and approved carer household and spends agreed periods of time in each household. Formal shared care arrangements are endorsed through the case planning process and are not considered respite.

Where child protection or authorised Aboriginal agency have assessed and approved shared kinship care arrangements, a Part A assessment and associated safety screening checks must be completed for each kinship carer household.

Where referred to First Supports, the provider will complete a Part B assessment for each carer household (two assessment targets).

Both carer families would be eligible for brokerage and family services to support the stability of the shared care arrangement.

2.4.3 Sibling groupsReferrals can be made for sibling groups to First Supports. Where siblings are in the same phase in CRIS, the Part A can be saved across the sibling group and the referral made to First Supports. The First Supports provider will complete the Part B for the sibling group. This counts as one household when reporting performance against assessment, brokerage and family services targets.

Where a sibling is not in the same phase, such as when a child protection or authorised Aboriginal agency intervention occurs at a later stage for an additional sibling and placed in the same carer household, a new Part A assessment will need to be undertaken in relation to the needs of the child, and carer’s capacity to care for that child. A referral can be made to First Supports who will conduct a new Part B in relation to the needs of this sibling. This would count as two First Supports assessment targets.

The First Supports provider would provide flexible brokerage and or family services to the same kinship family, which would count as one household for performance and reporting purposes.

2.4.4 Cross-divisional referralsWhere the kinship placement is located in another division to that with case management responsibility, child protection or authorised Aboriginal agency will submit the referral in CRIS to the First Supports provider nearest the kinship.

The kinship engagement team can assist in determining the recommended provider if required. Note that the First Supports provider closest to the placement may be located in a different department area or division. A referral should be made to this provider.

If the First Supports provider has vacant First Supports targets, the cross-divisional referral should be accepted to ensure the new kinship placement receives a service.

The First Supports provider will liaise with the department division with case management responsibility, including any contact with the Kinship Engagement Manager and kinship engagement teams.

2.4.5 Summary of referral steps The Child Protection or authorised Aboriginal agency Practitioner, or kinship engagement worker

completes the Part A assessment in CRIS and submits for endorsement to the Team Manager, Child Protection or authorised Aboriginal agency.

Child protection or authorised Aboriginal agency have assessed the placement is likely to last three months or longer and is appropriate for referral to First Supports.


Child protection, authorised Aboriginal agency or kinship engagement team must discuss the referral to First Supports with the kinship carer and advise the carer that the Part B assessment is a mandatory process required for the placement to be endorsed in an ongoing capacity.

Once the Part A is endorsed in CRIS, the Progress to Assessment Part B button will become live. When selected, the options will display including External referral to First Supports. If External referral to First Supports is selected, the worker will be navigated directly to the referral component in CRIS.

The referral is made to the First Supports provider in the area near where the placement is located.

The endorsed Part A assessment and the Child or Young Person’s profile will automatically attach to the referral (read only). The First Supports provider accepts the referral or if not accepted a reason should be provided in the ‘provider comments’ section which will be visible in CRIS. The First Supports provider will proceed to complete the Part B comprehensive assessment in CRISSP.

If there is limited capacity (targets) with First Supports providers in the area where the kinship placement is located, referrals should be prioritised based on likelihood of placement disruption, and the complexity of needs of the child and carer. The Kinship Engagement Manager will monitor First Supports capacity across the division and can assist with prioritising referrals where required.

2.5 Monitoring First Supports capacityThe Kinship Engagement Manager will provide divisional oversight and monitoring of First Supports referrals and available capacity. The Kinship Engagement Manager should liaise with the relevant First Support providers’ Agency Performance and System Support advisor regarding any concerns about referral capacity.

Where a CSO or ACCO has accepted 100 per cent of its First Supports targets, the Kinship Engagement Manager should ensure this information is disseminated through divisional processes to child protection, authorised Aboriginal staff and kinship engagement teams so they are aware to cease referring to that agency. The Agency Performance and Systems Support advisor should also be aware that the agency has accepted 100 per cent of its targets.

Should further targets become available, the Kinship Engagement Manager should also ensure this is communicated to ensure referrals can re-commence.


3. Program activities

3.1 Comprehensive (Part B) assessmentThe First Supports provider will complete the Kinship care comprehensive (Part B) assessment for kinship care placements in CRISSP, building on the preliminary (Part A) assessment completed by child protection or authorised Aboriginal agency, or in some instances, the kinship engagement team. This assessment focuses on the ability of the carer(s) to promote and protect the child’s safety, stability and development needs. The assessment should involve more than one visit and include key members of the carer household, including all adults and older children.

CSOs and ACCOs delivering the First Supports program will proactively engage with new kinship carers to undertake a comprehensive (Part B) assessment regarding the kinship carers ability to meet the ongoing needs of the child and to engage in long term planning for the child. The First Supports worker will provide a recommendation to child protection or authorised Aboriginal agency for endorsement regarding placement suitability. The Part B assessment will also provide a holistic and comprehensive view of the current and ongoing needs of the child and the kinship carer, with First Supports providers utilising brokerage to address any placement support or stability needs identified through the assessment and where required, developing and delivering a plan for flexible and tailored family services support.

In circumstances where a Part A and or Part B assessment have been completed and endorsed, and the placement subsequently ends, a Part A and or Part B is not required to be completed again if the child/ren returns to that same kinship placement within six months with the same primary carer and there are no significant changes to the placement. Renewed safety checks will still need to be completed by child protection or authorised Aboriginal agency which will include updated police and CRIS checks, and checking for currency of WWCCs. If the child/ren return to the same kinship placement and primary carer after a six-month period, a new Part A and Part B assessment will be required.

If the child/ren return to the kinship placement and there are significant changes, then a new Part A and Part B assessment is required.

The objectives of the comprehensive (Part B) assessment are:

• to identify any risk factors within the kinship household• to make an informed decision about the potential strengths and weaknesses of the placement• to provide recommendations to child protection or authorised Aboriginal agency about the suitability of

the carer and placement, the carers’ ability to meet the needs of the child, and carer’s ability and willingness to engage in planning for the child in their care

• to identify any necessary supports to promote the stability of the placement• to identify the needs of the child and assess whether a higher care allowance level may be required

and a Special Negotiated Adjustment (SNA) request made • to expand on family genograms already completed or assist the Child Protection or authorised

Aboriginal agency Practitioner to complete a genogram if not already done so.

The comprehensive (Part B) assessment should be completed by First Supports providers in CRISSP within six weeks of the kinship care placement commencing or as negotiated between child protection or authorised agency and the First Supports provider dependent on when the initial referral was received. Where referrals are received outside the three week timeframe, the completion date of the Part B assessment may need to be adjusted. Completed Part B assessments must be submitted through CRISSP for endorsement by the Team Manager, Child Protection or authorised Aboriginal agency in CRIS.


Should significant concerns emerge at any point during the assessment regarding the carer or carers’ suitability, or the safety and development of the child(ren) or young person, this should be immediately communicated to child protection or authorised Aboriginal agency.

Within two weeks of receiving the comprehensive (Part B) assessment, the Team Manager, Child Protection or authorised Aboriginal agency should review and endorse or reject (return for draft) the Part B in CRIS with a rationale outlining the changes or further information required. Where the Part B is returned for amendments or further information, the First Supports provider will make the necessary changes and or provide the further information and resubmit in CRISSP to the Team Manager, Child Protection or authorised Aboriginal agency for endorsement. The First Supports provider should contact child protection or authorised Aboriginal agency if they have any queries or concerns about a Part B assessment that has not been endorsed.

Once the Part B is set to endorsed by the Team Manager, Child Protection or authorised Aboriginal agency, no further changes can be made to the assessment document.

Where it is assessed that the kinship carer does not require family services support, the First Supports provider may refer to other relevant community services, such as specialist mental health or disability services, kinship peer support groups, kinship learning and development opportunities (such as Carer KaFe) and Centrelink (for financial support). The First Supports provider should advise the kinship carer they can initiate contact within the 12 month period, to activate family services provision if required, subject to availability of family services hours.

Once the Part B has been endorsed, no further formal assessment by First Supports is required where the placement has continued, but if there are specific questions in the Part B Assessment that are useful to revisit, agencies may do that too. The Part B is meant to be a tool to encourage an inquisitive, collaborative, relationship-based approach.

Child protection or authorised Aboriginal agency maintains case management responsibility and is responsible for arranging care allowances including special negotiated adjustments, transport and contact arrangements, leading care teams and all other case management tasks. Child protection or authorised Aboriginal agency maintain case planning responsibility and should notify the First Supports provider as soon as possible of any significant changes to the case plan.

3.1.1 Information sharing meeting Following acceptance of the referral in CRISSP, within two weeks an information sharing meeting should occur between the First Supports provider and child protection or authorised Aboriginal agency. While there is joint responsibility for ensuring this meeting occurs, the First Supports provider should contact child protection or authorised Aboriginal to arrange the meeting after the referral is accepted.

Where there are systemic process issues or blockages in the area or division, the Kinship Engagement Manager can assist in resolving these issues and blockages to facilitate and coordinate the information sharing meeting between child protection or authorised Aboriginal agency and the First Supports provider.

If the First Supports provider requires further information not included in the Part A assessment, the information sharing meeting provides the opportunity to request this information. Contact with the kinship carer and commencement of the comprehensive Part B assessment may occur before the information sharing meeting takes place.

3.2 First Supports family services CSOs and ACCOs delivering First Supports will implement a range of interventions and approaches to support each kinship care placement. Family Services support will seek to enhance family capability and


parenting skills, improve the caregiver/s relationship with children, promote safety, stability and development of children and young people, and enhance social connectedness.

These interventions and approaches may include:

• assisting the kinship carer to adjust to having a child (or another child) in their home and to deal with any emerging issues (for example relationship difficulties or family conflict)

• assisting the child to settle within the placement and respond to the child’s developmental needs (health care, school, age appropriate activities)

• assisting with explaining to the child the reasons for the kinship care arrangement• promoting the child’s connection to community and culture, and where applicable, supporting and

assisting the carer to understand their role in this • skills enhancement, including helping the carer to manage difficult and or trauma related behaviour• participation in the child’s care team• assisting the kinship carer to navigate child protection processes and understand Children’s Court

orders and processes• liaising with the allocated case manager to assist the carer to obtain an instrument of authorisation • identifying documentation required for the child such as birth certificates and Medicare cards and

liaising with the case manager to obtain these documents• providing general emotional support to the carer• assisting kinship carers to access other services such as Centrelink• assisting carers to understand the importance of contact and their role in supporting children to have

contact with their parent/s and/or other family members where this is appropriate and in line with court orders and case plan goals.

• assisting carers to understand their role in supporting reunification where this is the case plan goal• practical support and/or material aid• information, advice and advocacy • referrals to other services• linking the kinship family into sustainable and longer-term community and peer supports• providing necessary information to child protection or authorised Aboriginal agency for court

proceedings when requested• attending, providing reports and or evidence in Children’s Court proceedings when subpoenaed to do

so.

While First Supports family services targets are allocated based on nominal hours per case of 10, 40 and 110, as guided by the Part B comprehensive assessment, the First Supports provider can distribute family services hours flexibly to respond to the individual needs of each kinship carer, child and placement. First Supports providers should allocate a greater number of hours to placements with a higher level of need, and scale supports up or down in line with case planning direction and family circumstances. Wherever possible, ideally kinship carers will receive support by the same agency worker throughout the intervention.

First Supports may begin providing family services from the first point of contact, regardless of whether the assessment has been completed or yet to be endorsed by child protection or authorised Aboriginal agency. This includes any referrals to community or peer support services, and or training (such as through Carer Kafe).

Where the average support needs of a particular placement are in excess of what can be reasonably provided through First Supports, or if substantial support is likely to be required beyond the 12 months of First Supports, discussions should be had at the earliest opportunity with child protection or authorised Aboriginal agency. Where a placement is assessed as requiring support beyond the 12 months, prior to


closure the CSO or ACCO should discuss with the allocated Child Protection or authorised Aboriginal agency Practitioner whether a referral to the kinship engagement team is necessary for additional short term support to the placement, or alternative options such as a targeted care package if the child is at risk of entering residential care, or referral to other appropriate support services. Case contracting may also be considered in the suite of options available to allow the CSO or ACCO to continue to support the child and carer, where applicable.

When the First Supports provider closes its involvement with the kinship family, the service provision must be closed in CRISSP. See section 3.6 for further advice about closing First Supports.

3.3 First Supports Brokerage The purpose of First Supports brokerage is to support and stabilise kinship care placements where needs have been identified during the Part B comprehensive assessment process, or through delivery of First Supports family services. For each kinship brokerage target, the First Supports provider will receive an allocation of $1,000 (indexed annually) in placement support brokerage alongside each comprehensive assessment target. The $1,000 is an average as some kinship placements may require higher or lower amounts, depending on the needs of the child, carer or placement.

First Supports providers may use their discretion regarding funding that is allocated based on the needs of each household, noting that the $1,000 (indexed annually) is not allocated to the family itself but is a pool of flexible funds to be used to support kinship placements in the First Supports program.

The brokerage is allocated directly to the First Supports provider to pay for reasonable costs necessary to help support the placement and does not require endorsement by child protection or authorised Aboriginal agency.

Providers are required to responsibly manage their own brokerage allocation to ensure adequate funds are available to support all kinship households receiving First Supports throughout the financial year.

3.3.1 GuidanceThe First Supports brokerage should be directly related to maintaining or sustaining the kinship placement, funding items or services that will increase placement stability and/or assist in integrating the child/ren into the placement. The key principle to guide what can or cannot be purchased through the brokerage is: “will purchase of the item or service support the placement or assist in integrating the child into the placement”. If the answer is yes, then in the majority of cases, the item or service can be purchased using the flexible First Supports brokerage.

The brokerage should not replace or duplicate supports that are already available through other funding sources, including other local, State and Commonwealth government programs

The brokerage should be used to address the needs and vulnerabilities of the carer and child, and items or services required to promote the stability of the placement. First Supports providers may distribute brokerage flexibly, allocating greater amounts to families and placements with a higher level of need. The brokerage can be used during the assessment phase or at any time during the family services component of First Supports.

First Supports brokerage can be used for items that assist the child/ren to integrate into the placement such as play equipment or social or sport activities, and/or items that will support the ongoing needs of the placement and to assist kinships carers to maintain placement stability, for example school holiday programs or after school care where the care allowance would not reasonably meet the cost, or household goods such as a larger washing machine, dishwasher, larger fridge, and additional chairs.

It is acknowledged that early in the placement, carers may be unable to self-identify what items or services may be required to support them to care for the child and or integrate the child into the


household. Where required, First Supports workers should assist carers in determining the needs of the placement, which may be over the longer term.

The brokerage should not be used for items that would normally be covered by the care allowance or to “top up” the care allowance. The care allowance is a contribution to the day-to-day costs of caring for a child, for example food, clothing, personal items and utilities. Consideration may be given to recommending an increase to the care allowance through a special negotiated adjustment where a child has a particular need for access to services to promote their health and wellbeing and is unlikely to receive the services they require without additional financial support to the carer. For further information see Care allowance policy and procedures: Foster care, kinship care, permanent care and additional needs local adoption available on the intranet for department staff or through the secure My Agency section on the Funded Agency Channel for First Supports staff.

Client expenses funding is to be used for the immediate establishment costs of the placement (not covered by the care allowance or new placement allowance), and to support the individual wellbeing needs of the child where this is considered to be irrespective of the placement type, for example therapeutic counselling for the child. For further information and guidance, please refer to the Statewide client support funding framework on the intranet <https://intranet.dhhs.vic.gov.au/financial-support-home-based-carers> for department staff or for agency staff through the My Agency section on the Funded Agency Channel <https://fac.dhhs.vic.gov.au/>.

Where a placement support need is identified that would reasonably exceed the capacity of the First Supports brokerage, the provider should discuss the identified need with child protection or authorised Aboriginal agency, or may contact the kinship engagement team in the area with case management responsibility to determine eligibility for kinship care placement support brokerage.

Further guidance about the use of flexible brokerage and other financial supports for kinship carers is at Appendix B.

3.4 CRISSP for First Supports All case notes must be recorded in CRISSP in accordance with the provider’s Service Agreement with the department. It is the responsibility of CSOs and ACCOs to ensure that all First Supports staff are registered to use CRISSP including updating user details to enable access to the correct First Supports provider groups. Please visit the Funded Agency Channel for information about CRISSP access <https://fac.dhhs.vic.gov.au/systems>

All referrals for First Supports must be made through CRIS to CRISSP to the relevant Kinship First Supports provider group. Once the referral is accepted, the CSO or ACCO creates the service provision in CRISSP.

The Part B assessment must be completed in CRISSP and submitted to the Team Manager, Child Protection or authorised Aboriginal agency for endorsement in CRIS. If not endorsed, the Team Manager, Child Protection or authorised Aboriginal agency will return the Part B via CRIS to CRISSP to the agency as draft/in progress to make any changes and to resubmit. Once endorsed by Child Protection or authorised Aboriginal agency, no further changes can be made and the Part B “locks” down.

Assessments may only be submitted for endorsement for current placements. If circumstances change and the assessment is no longer required, such as reunification with parents or placement breakdown, the status can be set to not used/not completed and will end the assessment in relation to this placement.

Kinship family services are recorded by entering case work activities within the service provision.

Brokerage expenditure should be also be recorded in CRISSP through the Client Expenditure tab.


https://fac.dhhs.vic.gov.au/systems



https://intranet.dhhs.vic.gov.au/financial-support-home-based-carers




Further information about accepting referrals, creating service provisions, completing assessments and entering case notes in CRISSP is available in the Kinship: CRISSP User Guide available through the secure My Agency section of the Funded Agency Channel under “Learning resources” <https://fac.dhhs.vic.gov.au/>.

3.5 First Supports and case contractingThere may be some instances where child protection or authorised Aboriginal agency make the determination to contract the case management of the child/ren in the kinship placement during the course of First Supports service provision.

Where it is determined by child protection or authorised Aboriginal agency that case management is to be contracted and the kinship placement is receiving First Supports, the provider should be notified of this decision as soon as possible so First Supports can prepare for case closure.

The Part B assessment must have been completed and endorsed, and items or services to support the stability of the placement purchased using the flexible brokerage prior to First Supports closure. The First Supports provider should advise the kinship carer that service provision is closing and that the case contracting agency will begin providing support to the kinship placement (which may be the same agency). A transition period with an agreed end date should occur to support the smooth transition to case contracting.

See section 3.6 for advice about closing First Supports service provision.

3.6 Closure of First Supports Closure will be most effective when it occurs as part of a mutually agreed and planned process with both the carer and the First Supports provider. The closure should be in line with the relevant case plan goals and support of the placement’s needs have been achieved. Note there will be some cases that will still require some active support, but the service provider has exhausted the allocated hours and the intervention has exceeded 12 months.

As part of First Supports closure processes, it is recommended that a closure meeting occur with the family at least one month prior. This will provide an opportunity to share information regarding the intervention that has occurred and discuss any measures required as part of case closure to ensure the ongoing sustainability of the placement. The meeting may occur separately or in conjunction with a Care Team meeting.

At the point of closure, the First Supports provider must complete a “First Supports Closure Summary Report” (see Appendix C). This report should be provided to the allocated case manager to add to the CRIS file and attached to CRISSP once endorsed by the First Supports program or team manager (or equivalent).

If the case has been closed by child protection or authorised Aboriginal agency during the course or First Supports service provision, the closure summary should be attached to CRISSP.



4. Roles and responsibilities

4.1 Child protection or authorised Aboriginal agencyIn relation to the First Supports program, child protection or authorised Aboriginal agency is responsible for:

Case planning for the child/ren and young people in kinship care receiving First Supports.

Case management including (and not limited to) processing care allowances, leading care teams, Looking After Children processes, completing cultural support plans, arranging contact, arranging transport for children, and all other case management tasks.

Safety screening of kinship carers and members of the household

Ensuring applications for or updates to Working with Children Checks are initiated within 21 days from the date the placement is endorsed.

Informing and discussing the referral to First Supports with the kinship carer, including a discussion around willingness and or capacity to continue to care for the child/ren for three months or longer.

Completing and endorsing the Part A assessment in CRIS and ensuring the First Supports provider has all the relevant information required to undertake the Part B assessment and family services support. Where information is outstanding, child protection or authorised Aboriginal agency should provide the First Supports provider with further advice about progress of outstanding information and when it can be expected to be provided.

Submitting a referral to First Supports in CRIS where a new kinship placement is expected to last three months or longer and is appropriate for referral to First Supports.

If appropriate, making a referral to the kinship engagement team in CRIS for assistance with completion of a Part A assessment where this is agreed by the Kinship Engagement Manager. The Kinship Engagement Manager can assist in determining the appropriateness of the kinship engagement team completing the Part A assessment, for example, where the potential placement was identified through kinship finding.

Initiating a care allowance as soon as possible and not more than three days after the commencement of a kinship placement establishment by completing Form A “Carer vendor registration” and Form B “Commence care allowance” in CRIS and providing the Form D “Authorisation for direct deposit of care allowance” to the kinship carer to complete and submit to the Care Allowance Helpdesk.

Participating in an information sharing meeting.

Endorsing the Part B assessment. Once set to endorsed in CRIS, no further changes can be made to the document.

Coordinating and participating in regular care team meetings to facilitate information exchange and collaborative practice.

Informing the First Supports provider of critical decisions as soon as possible, such as changes to the case plan, outcomes of Children’s Court proceedings, contracting case management, any safety and risk issues, or decision to close the case.


4.2 First Supports providersFirst Supports providers are responsible for:

Reviewing and managing referrals, discussing with child protection or authorised Aboriginal agency any concerns about appropriateness of referrals, monitoring capacity to accept referrals and liaising with the relevant Service Advisor, Agency Performance and Systems Support where the provider is reaching or has concerns about available targets or capacity.

Activating the information sharing meeting and requesting further information from the referrer should this be required.

Engaging with kinship households when completing the Part B assessment and submitting to child protection or authorised Aboriginal agency for endorsement.

Delivering interventions and support aligned with the support plan developed through the Part B assessment.

Where the case remains open with child protection or authorised Aboriginal agency, provide updates through care team meetings and or as requested by child protection or authorised Aboriginal agency. There is no requirement to provide updates when the case is closed by child protection or authorised Aboriginal agency following endorsement of the Part B assessment.

Providing information to child protection or authorised Aboriginal agency and or attending court if subpoenaed to give evidence in a matter before the Children’s Court.

Report any concerns for the safety and wellbeing of the child/ren to child protection or authorised Aboriginal agency. Where the case has been closed during the course of First Supports service provision, concerns should be reported to the relevant divisional Child Protection Intake.

Submitting data for reporting purposes monthly or as requested by the department and in the required timeframes.

4.3 Kinship engagement teamsKinship engagement teams operate in each department area across the state, providing flexible supports to kinship carers and undertaking kinship finding activities for children in care.

To avoid duplication of service, where kinship support referrals are received by the kinship engagement team and it is ascertained that the kinship family are receiving First Supports, the kinship engagement team will discuss with the First Supports provider the referred support needs and who is best placed to provide the support task or activity. In most instances, the support tasks will be met by First Supports. Where this is no role for the kinship engagement team, the kinship support referral should be closed.

Kinship engagement teams may also make referrals to First Supports for eligible kinship placements where required, such as following an episode of kinship finding where the kinship engagement team completed the Part A assessment (and this has been endorsed), or where in consultation with the Kinship Engagement Manager, it has been agreed to provide assistance to complete referrals on a time-limited basis.

4.3.1 Kinship Engagement ManagerEach operational division has a Kinship Engagement Manager who is responsible for facilitating all kinship model processes, including First Supports. The Kinship Engagement Manager will activate and coordinate First Supports processes and engage in assertive planning to bring stakeholders together to address blockages.

Responsibilities of the Kinship Engagement Manager in relation to First Supports includes:


Tracking and monitoring new kinship placements that may be eligible for referral to First Supports against available capacity by area and across the division.

Prompting child protection or authorised Aboriginal agency to complete the Part A assessment where required.

Prompting area-based child protection or authorised Aboriginal teams to identify new kinship placements eligible and appropriate for referral to First Supports.

Prompting referrals to First Supports where required.

Activating kinship engagement teams to assist with completing Part A assessments and or referrals to First Supports where appropriate and for time limited periods when systemic impasses are identified.

Identifying any systemic blockages in First Supports processes and working with stakeholders to resolve these blockages.

Tracking and monitoring First Supports capacity across the division and ensure child protection or authorised Aboriginal agency are aware when an agency has reached its target capacity to avoid further referrals being made to that provider.

Education and marketing about the kinship model to relevant internal and external staff.

Working at the interface of child protection or authorised Aboriginal agency, kinship engagement teams, Agency Performance and System Support and First Supports providers to bring all components of the model together to lead and drive processes and practice.

Collating and submitting data to the Care Services Unit at the department’s central office when required and within requested timeframes.

A divisional Kinship Engagement Worker assists the Kinship Engagement Manager in their role.

4.4 Agency Performance and System Support

Agency Performance and System Support (APSS) are area-based teams in the department’s operational divisions. APSS are responsible for:

Contract managing agencies funded to deliver First Supports against their Service Agreement requirements.

Ensuring providers meet their performance targets and contractual obligations and ensure client safety and wellbeing needs are met. The relevant APSS manager should liaise with the Kinship Engagement Manager to ensure flow of information about available target capacity or any issues that may impact delivery of First Supports.

Managing the relationship between the provider and the department.

Completing variations to and maintenance of Service Agreements.


5. Additional information

5.1 Counting rulesNote that counting is in relation to the kinship household, not individual children in the kinship placement unless otherwise stated.

5.1.2 First Supports assessment targetsA submitted and endorsed Part B assessment is counted as a completed First Supports assessment target.

Annual assessment targets can be divided by 12 to translate to indicative monthly targets. If the placement breaks down or the child/ren is returned home before the Part B assessment has commenced, then providers should reject the referral in CRISSP noting the rationale or set the Part B to incomplete if already proceeded to create the Part B in CRISSP. The service provision must be closed in CRISSP. This would not be counted towards a target as the Part B has not been completed.Part B assessments may only be submitted for endorsement for current kinship placements open in CRIS. In circumstances where the placement ends during the course of completing a Part B assessment in CRISSP, the assessment document is unable to be submitted for endorsement as the placement has been closed in CRIS.In acknowledgement of the work undertaken for Part B assessments that do no progress to completion outside of the control of First Supports providers, operational divisions will consider the number of referrals commenced but not completed when reviewing performance and any reallocation of targets. Data from CRIS and CRISSP may be used to assist in determining the number of referrals accepted and commenced, but not completed.

5.1.3 First Supports family services hoursFirst Supports family services targets are allocated based on nominal hours per case of 10, 40 and 110. The First Supports provider can distribute family services hours flexibly to respond to the individual needs of each kinship household in the First Supports program. First Supports should allocate a greater number of hours to placements with a higher level of need, and scale supports up or down in line with case planning direction and family circumstances.

Not all kinship families will require family support. It is expected that 90 per cent of kinship placements who receive a comprehensive assessment will also access First Supports family services hours. Of this 90 per cent, it is expected that 33 per cent of placements will receive 10 hours, 33 per cent will receive 40 hours and 33 per cent will receive 110 hours.

Counting of family services hours delivered can include aspects of case work directly related to the family services provision, such as travel time to and from client homes, and time spent writing case notes.

When reporting on number of kinship families receiving family support, CSOs and ACCOs should avoid any double count by counting a kinship household once only in that month, or in a year when reporting on year to date activities.

Annual family services hours can be divided by 12 to translate to indicative monthly target hours.


5.1.4 First Supports BrokerageFirst Supports brokerage is allocated to the agency according to the number of First Supports assessment targets ($1,000 per target plus indexation). First Supports brokerage can only be used to support kinship households in the First Supports program.

When reporting on the number of kinship families who have received First Supports brokerage, CSOs and ACCOs should avoid any double count by counting a kinship household once only in the reporting month, or year if reporting on year to date activities.

The number of First Supports brokerage payments made and the dollar amount should be recorded in CRISSP in the Client Expenditure tab.

First Supports brokerage acquittal

First Supports providers must keep a separate record of itemised expenditure for monitoring and reporting purposes (see Appendix D). It is recommended that First Supports providers update this form on a regular basis over the financial year. The template allows for quarterly recording. First Supports providers must acquit against expenditure to the relevant division at the end of the financial year or as requested by the department.

For state-wide consistency, a description of placement support category components are listed in the table below:

Placement support category Description

Client direct care Items or services specifically to support the child in relation to the kinship placement. Note this does not include items or services considered a Child Protection Program expense (client expenses).

Client integration into the household Items or services to assist the child’s transition or integration into the kinship household or to be involved with the family.

Household items Purchase of household items required to support and maintain the placement.

Supporting cultural connections Items or services to assist the carer or household to promote cultural connectedness for the child, and or to support the child’s cultural plan

Travel and transport One off purchase of items or services to assist with transporting the child where this is related to supporting the kinship placement.

Housing/accommodation Items or services required in or for the home.

Carer support Items or services to support the health or wellbeing or the carer or increase the carer’s capacity to care.

Other Purchase of items or services that do not meet the identified placement support categories.


Unspent First Supports brokerage

Operational divisions may recoup any unspent First Supports brokerage from CSOs and ACCOs at the end of the financial year. When reviewing amounts to recoup at the end of the financial year the department will use the amount expended, rather than the amount approved. The intention is that funding is used in the year it is allocated.

5.2 Monitoring, review and reportingProviders are required to deliver First Supports in line with their Service Agreement with the department, which includes agreed reporting and performance measures. All First Supports case related activities must be entered in CRISSP.

Monthly manual data reporting will continue to occur until further advised by the department. First Supports providers should speak to their relevant APSS advisor if they have any queries about the monthly data reporting requirements. The APSS advisor should speak to the First Supports provider regarding any discrepancies in the data reported, or non-compliance with data submission.

The department is working to establish ongoing performance monitoring through electronic mechanisms and CSOs and ACCOs will be required to transfer to these reporting mechanisms when requested by the department. To support electronic performance monitoring and reporting, it is essential that all referrals and case notes are entered into CRIS and CRISSP.

Data reporting will include; the number of Part B assessments endorsed, number of families receiving family services, number of family services hours delivered, number of families receiving brokerage, items purchased, as well as the amount of brokerage funds provided per family.

Changes to activity 31202 ‘Home Based Care- Kinship Care’ may occur in line with annual Department of Health and Human Services Policy and Funding Guidelines review processes or through government funding reform processes.

5.3 Communication and dispute resolutionThe completion of the comprehensive Part B assessment may occur concurrently with other child protection or authorised Aboriginal agency-led processes, including the development of the child’s case plan, cultural plan, and Aboriginal Family Led Decision making conferences. It is therefore important that child protection or authorised Aboriginal agency and the assessor maintain clear communication throughout the assessment process, so goals are aligned, including sharing of information which may impact the assessment of a carer’s suitability or a decision to provide ongoing endorsement for the placement. The Kinship Engagement Manager can facilitate lines of communication between child protection or authorised Aboriginal agency and the First Supports provider as required.

First Supports will use existing approaches to dispute resolution to manage issues and differences of opinion between providers and child protection or authorised Aboriginal agency, including a commitment to resolve any conflict that arises through cooperation, collaboration, mutual respect, transparency, accountability, effective communication and timely responses.

A child’s best interests will be the paramount consideration in any dispute resolution process, with the best interest principles and decision-making principles, as outlined in the Act, being the foundation of the resolution process.

Every attempt will be made to deal with issues and differences of opinions between services at the local level and will be made in good faith by the workers concerned, with the aim of resolving the matter at this level in the first instance. If the matter cannot be resolved at this level, issues will be referred to the appropriate line manager and a case meeting considered.


5.4. Further informationChild Protection Manual for policy and procedural advice <http://www.cpmanual.vic.gov.au/>

Funded Agency Channel to access the My Agency portal <https://fac.dhhs.vic.gov.au/>

Department of Health and Human Services website for information about programs and services <https://dhhs.vic.gov.au/>


https://www.dhhs.vic.gov.au/


https://www.cpmanual.vic.gov.au/

Appendices

Appendix A: First Supports providers

Appendix B: First Supports brokerage guide

Appendix C: First Supports closure summary

Appendix D: First Supports brokerage acquittal template


To receive this publication in an accessible format email <[email protected]>.

Authorised and published by the Victorian Government, 1 Treasury Place, Melbourne.

© State of Victoria, Department of Health and Human Services, January 2020.

In this document, ‘Aboriginal’ refers to both Aboriginal and Torres Strait Islander people.

ISBN 978-1-76069-196-7 (pdf/online/MS word)

Available at Funded Agency Channel <https://fac.dhhs.vic.gov.au/policies-and-procedures> for external staff and at kinship care on the intranet for internal staff <https://intranet.dhhs.vic.gov.au/kinship-care>.


https://intranet.dhhs.vic.gov.au/kinship-care

https://fac.dhhs.vic.gov.au/policies-and-procedures

mailto:[email protected]

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