CSA Manual/CSA Publications

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The CSA places responsibility for the development of policies and procedures with each CPMT, including procedures for completion and maintenance of the inventory. In addition, the decision relative to who performs the activities associated with the inventory elements continues to rest with each CPMT.

Inventory Headings

Required Information: This column includes the child-specific documentation required of local governments for CSA-funded services. Some elements in the column are singular and self-explanatory, but others represent a series of information that must be maintained in order to comply with the requirement.

Location: This column will be completed by the locality, based on established local policies and procedures for case documentation management. The locality should be as specific as needed to demonstrate compliance with the requirement. (Example: If the Assessment Data for a foster care child is kept "by the case manager in Section C of the foster care record," this should be stated in the Location column.)

n/a – notes: This inventory was developed for use by all localities and with the knowledge that local policy and procedures dictate much of the process. In addition, law prohibits application of some items to all cases. This column can be used when either law or local policy does not require the element.

Inventory Items - Required Information

Case Manager Designation: The case manager’s name and agency is typically found on multiple documents, but at a minimum should appear on the service plan.

Parent consent to release information: Written consent by parents/guardians is required for the exchange of client information and records by involved agencies with the FAPT.

Assessment Data: This includes identifying information about the child and family, a diagnosis and medical, social, psychological/psychiatric, educational, family, legal and any other information necessary to fully assess the child in multiple life domains. This includes the CAFAS at the initial assessment AND appropriate utilization review intervals.

Parental Co-Payment: If applicable, documentation should show the assessed amount of parental co-payment and written agreement/non-agreement to the payment amount.

Service Plan: For foster care placements, the Department of Social Services Foster Care Plan can serve as the finalized service plan. For special education placements involving an IEP, the IEP can serve as the finalized service plan when all services are related to education. When a special education placement also requires CSA-funded non-education services, a separate family service plan is required to reflect those services. (Refer to the CSA Manual for details on service plan options, Local Level Management Structure, B, 5, a-b).

In the Service Plan box, circle IFSP, FC (foster care) Plan and IEP as applicable to identify the type of service plan for this case. Depending on local policies and specific needs, more than one option may be circled. It is recommended that a separate individual family service plan be completed for CSA-funded cases in addition to the Foster Care Plan or IEP.

Regardless of the option chosen, a plan which includes the following information is required:

• Desired Outcomes: These are specific and measurable desired results within a time frame. Outcomes should be presented as long-term and short-term and in prioritized order. Broad statements without time limits are neither effective nor acceptable. Plans for step-down and/or discharge should be addressed.
• Identification of services: Needed services must be identified and should directly correlate to the identified desired outcomes.
• Recommended Level of Need: The actual level of need (1 through 6) from the Levels of Need Chart in the Decision Support Guidelines must be documented.
• Mitigating Factors: Any mitigating factor and its affect on the placement decision must be documented. This is a unique factor or circumstance with the child and/or family that may affect the placement decision.

FAPT Recommendation and consent: If applicable, there should be documentation of the FAPT discussion, any recommendations/actions and FAPT members’ consent to the plan.

Parent/Guardian participation & consent: If applicable, documentation should verify the parent’s participation (or lack thereof) and their consent/non-consent to the plan.

CPMT Authorization: If applicable, documentation should demonstrate that the CPMT reviewed and made a decision on the FAPT recommendations. Some CPMTs, through local policies, delegate authority for approving expenditures to the FAPT. In localities with such policies, the FAPT authorization of expenditures could be documented on the form used for FAPT recommendations and consent.

Vendor Contract: This information further demonstrates appropriate service plan implementation. Depending on local policies, contracts may be child-specific or a single contract might be maintained elsewhere.

Vendor Treatment Plan & Vendor Progress Reports: This information verifies implementation of the service plan and provides supporting documentation for utilization review. Both the vendor treatment plan and progress reports should directly correlate to the desired outcomes and time frames identified in the finalized service plan.

Utilization Review Data: CSA utilization review guidelines have been developed and are to be used for CSA-funded services. The information required in the guidelines must be documented for each child. Localities are advised to adopt a utilization review checklist to document that utilization review is done.

Updated Service Plan: The service plan would be updated based on the needs of The child or if warranted by the results of the utilization review. The updated service plan would show the identification of new desired outcomes, a different service, a revised timeframe, a different provider, etc.