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11. Transfers

• 11.1 Transferring investigation and assessment cases
• 11.2 Transferring ongoing intervention cases
• Resources

11.2 Transferring ongoing intervention cases

Purpose

This procedure outlines the process for placement and subsequent transfer of an ongoing intervention case from one CSSCs geographical area to another.

Introduction

Case management responsibility for an ongoing intervention case will be held by the CSSC in the geographical area where the child normally resides. When a child moves from one geographical location to another, a case transfer between CSSCs may be required in the following circumstances:

• the family of a child move, or plan to move to another geographical area, regardless of the reason;
• the approved carer of a child in out-of-home care relocates to another geographical area, including a licensed care service or another entity (Child Protection Act 1999, section 82(1));or
• there is a plan to move a child in out-of-home care  to a placement in another geographical area.

Mobile children and families

When it is not possible to determine a 'usual address' for a child (for example, where they are highly mobile), case responsibility will be with the CSSC where the primary parent or family resides unless it is unlikely that the child will return to live with the parents.

In circumstances where child is highly mobile and has not lived with the parents for a significant period of time or the parents live in another geographical area to the child and/or to the CSSC with current case management responsibility, consideration needs to be given to the case remaining with the current CSSC, until there is some stability with the child's living arrangements, unless otherwise negotiated between CSSCs.

Placement and transfer principles

The following principles are to be considered and used to guide decision-making, prior to the placement of a child and the transfer of a case:

• the best interests of the child is the primary consideration, that is, what will best support the needs and well-being of the child.  This consideration is paramount and takes priority over the location of the placement;
• placement and transfer will occur in a manner that prioritises the safety of the child and the provision of continuous and planned service delivery to the child, family or carer;
• timely information sharing between CSSCs is vital to ensuring the above occurs. This includes circumstances when a child is to be placed with an approved carer in another geographical area, or reunified with a parent in another geographical area;
• children in out-of-home care should be placed as close to family and supports as possible. Any family placement must take into consideration whether there is an existing positive relationship between the proposed kinship carer and the child;
• any placement of  a child must support  the goal of the child's case plan, for example, where the case plan goal is reunification, the placement needs to support and enable this goal;
• all cases are to be transferred once relevant timeframes have been met. CSSCs are not to hold on to cases where they cannot regularly and adequately service the case.

The CSAHSC will not hold responsibility for an ongoing intervention case, but will undertake specific tasks and apply for assessment orders after hours as required, on behalf of a CSSC, or as negotiated with the CSSC. The CSAHSC will also provide all relevant information and documentation about an ongoing intervention case to the relevant CSSC.

Responsibility for the acceptance of a placement or case transfer  

There are three levels of acceptance for placement and/or case transfer:

• team leaders: may accept the case transfer for:
  • a child subject to a support service case (see exceptions below);
  • a child subject to an intervention with parental agreement case, including where the child is subject to child protection care agreement; and
  • a child subject to a protective supervision or directive child protection order;
• CSSC managers: must give approval for the placement and transfer of any child subject to a child protection order where the child is in an out-of-home care placement; and
• zonal directors: must approve the financial cost for a  placement of a child from another zone where there is transitional placement or grant funded placement, in accordance with their financial delegation.

This approval must be given in writing, prior to the placement of the child, and must include an agreement about the likely timeframe of the placement and an acceptance in principle of any planned case transfer.  

Case transfers

Placement and subsequent case transfer of children subject to a child protection order should always be a planned process in order to minimise unnecessary disruption to service delivery. The receiving CSSC must be involved in discussions about the transfer process prior to placement (except where the child is placed at home and the family move without the knowledge of the CSSC). Decisions about whether a case should be transferred will take into account the placement and transfer principles and:

• the planned length of the placement and whether the relocation is temporary or permanent; and
• the planned length of the intervention (see exceptions below).

Agreement to the transfer from the receiving CSSC must be received prior to the placing CSSC taking action to send files or reallocate events in ICMS. The child and family or carers are to be involved in the planning process for the transfer, where appropriate, and kept informed of the progress of the matter.

A child cannot be placed with an approved carer of another CSSC until that CSSC has been contacted and the CSSC manager has given permission to make the placement.

Case transfer of the following ongoing intervention cases should be planned with the family where possible, and transfer negotiated with the new CSSC prior to the move. In circumstances where the family has moved without prior knowledge of the CSSC, transfer should be considered as soon as the new address becomes known:

• a support service case, for a child under the age of 18 or a pregnant woman; and
• an intervention with parental agreement case.

CSAHSC staff making placements after hours will place a child within the child's own geographical location, in accordance with the placement and transfer principles, wherever possible. Where this is not possible, the most appropriate available placement will be made, and the CSSC with case management responsibility and the CSSC where the child has been placed will be informed by the next business day. Placement beyond this time will then be negotiated in accordance with this procedure. 

Where a child is to be placed with a kinship carer in an area covered by another CSSC, the original CSSC is responsible (both physically and financially) for the approval of the kinship carer, unless otherwise negotiated with the new CSSC. This negotiation will take into account geographical constraints and existing relationships and must occur prior to the approval of the kinship carer and the placement of the child in the other area.

Timeframes for case transfers

Case transfers, both planned and unplanned, will occur in accordance with the following timeframes:

• support service, intervention with parental agreement or child protection order cases where a child is not in out-of-home care or for a child subject to a child protection care agreement:
  • the case is to be transferred to the new CSSC as soon as possible after the family has moved, and must be transferred within six weeks; and
  • the new CSSC is to begin required case work tasks immediately, once advised the child has moved; and
• a case for a child subject to a child protection order and in out-of-home care:
  • the case is to be transferred to the new CSSC after three months, where the child and the new placement is stable (see exceptions below); and
  • the new CSSC, once advised the child moved to the new area, is to begin requested case work tasks immediately, as per the placement agreement.

Responsibilities of the transferring CSSC

Any transfer of a case for a child subject to ongoing intervention to another geographical area must occur in a planned way, and include consultation with the CSSC in the new area, in accordance with the placement and transfer principles and prior to the new placement occurring except where the child is placed with family and the family has moved without prior knowledge of the CSSC.

It is the responsibility of the transferring CSSC to undertake the actions outlined below.

1. Commence discussions between team leaders or CSSC managers as soon as possible about the case and the plan to place the child in their area, critical case issues, financial commitments and service needs.
2. Negotiate between team leaders or CSSC managers the receiving CSSCs involvement in the case, including:
   • responsibility for specific case work tasks over the next period of time;
   • timeframes for the transfer; and
   • the review of the current case plan or support plan;
3. Complete the relevant SDM tools and review the current case plan or support plan for the child, in conjunction with staff from the receiving CSSC. Their participation is to occur in person where possible or via a telelink or phone discussion, to ensure the requirements 0f the case plan or support plan can be met by the new CSSC.
4. Ensure the new case plan or support plan includes actions that have been discussed with and agreed to by the CSSC in the new area to support the case plan goal.
5. Ensure the receiving CSSC is advised of the outcome of the case review and negotiate the case transfer as soon as possible or within prescribed timeframes, once the child/family has moved. Where the case plan review determines that the case is to be closed prior to the family moving, advise the receiving CSSC of the outcome and close the case.
6. Have face-to-face contact with the child to prepare them for the transfer process.
7. Hold a joint case transfer meeting with the family and the receiving CSSC, where possible, to enable all parties to meet and to facilitate a smooth transfer of the case.
8. Maintain case responsibility until the transfer is complete.
9. Ensure that all electronic case documentation in ICMS is completed and/or approved, including the current child strengths and needs assessment, parental strengths and needs assessment (where required) and case plan or support plan prior to the transfer.
10. Ensure there is a completed 'Case summary for transfer' recorded in ICMS.
11. Request acceptance of the case transfer from the relevant person at the receiving CSSC.
12. Once written acceptance (email or written correspondence) of the transfer has been received:
    • re-allocate open events in ICMS to the receiving CSSC, including outstanding 'event tasks' so that any partially completed forms are also transferred; and
    • send the paper files to the receiving CSSC.

Unplanned relocation of a child who is not in out-of-home care

A child subject to ongoing intervention and not in out-of home care may be relocated to another geographical area by their parent/s or family. Within 24 hours of becoming aware of the relocation, the team leader must contact a team leader in the CSSC in the new area, to:

• advise that the family has moved without the knowledge of the CSSC and that the case may need to be transferred to the new CSSC;
• negotiate how the review of the case plan or support plan will occur and who will be involved; and
• advise what case work tasks the new CSSC will be required to undertake until the matter is reviewed and either closed, or transferred.

Upon completion of the review, which is to occur as soon as possible and involve input by CSOs from both CSSCs, the team leader/s will negotiate the case transfer, where the case is to remain open, or close the case, where appropriate.

Responsibilities of the receiving CSSC

It is the responsibility of the receiving CSSC to undertake the actions outlined below.

1. Participate in all discussions regarding the transfer process with the transferring CSSC.
2. Allocate a CSO to the case and ensure contact with the family occurs within one week of their arrival to the area.
3. Undertake case work tasks as outlined in the current case plan or support plan, prior to the transfer of the case.
4. Coordinate referrals to community agencies in the new area, to meet the goals of the case plan or support plan, where required.
5. Participate in the review of the case plan or support plan, either in person where possible or via a telelink or phone discussion, to ensure the case work requirements can be met by the new CSSC.
6. Provide written confirmation of the acceptance of the case (including the names of the allocated CSO and team leader in the receiving CSSC) by email to the CSSC manager or team leader from the transferring CSSC, once the transferring CSSC has:
   • completed and/or approved all electronic case documentation in ICMS;
   • completed a 'Case summary for transfer' in ICMS; and
   • finalised the approval for the carer/s of a child in out-of-home care.
7. Participate in the joint case transfer meeting with the family and the transferring CSSC, where possible.
8. Provide confirmation that the child's paper case files have been received.
9. Update the case management screen in ICMS.
10. Contact the child and family to advise them that the transfer is complete, once all of the relevant documentation has been received.
11. Assume all responsibility, including financial responsibility, for the case.

Exceptions to case transfers

Short term cases

In circumstances where the original CSSC is within a reasonable distance to adequately service a case that is not likely to remain open for very long, the original CSSC will still advise the new CSSC that the family is in their area, but not transfer the case unless circumstances change and the family requires ongoing departmental involvement.

Where siblings are placed with different carers in adjacent geographical areas

In circumstances where a group of siblings are not able to be placed together, and are placed with approved kinship or foster carers who live in a different geographical area, but within close proximity, it may be in the best interests of the children for case management to remain with one CSSC for the duration of this arrangement.

In this circumstance, following negotiations and in keeping with the placement and transfer principles, the CSSC managers may agree not to transfer case management responsibility for one or more of the siblings, in order to maintain continuity and stability for all siblings.

Children placed in residentials

The case for a child in a residential grant funded placement cannot be transferred, except in the circumstances outlined below. When a child is placed in a residential within the zone, the case is to remain with the original CSSC and, where the residential is not within reasonable driving distance, discussions will be held with the CSSC where the residential is located. Any required case work tasks will be undertaken by that CSSC, for example, visits to the child or young person.

Where a child has remained in a long term residential placement for more than 12 months, the case may be transferred, but only if, following negotiations and in keeping with the placement and transfer principles, both CSSC managers agree to the transfer.

Boarding schools

In cases where a child attends a boarding school, but their family remains in the original geographical area, the case is not to be transferred. Case responsibility will remain in the area where the family or carer reside. In these cases, the CSSC may request the CSSC in the area of the boarding school to undertake visits to the child, in accordance with the child's case plan.

Temporary placements

When a temporary placement is made in a neighbouring CSSC, due to a lack of placements in the originating CSSC area and the placement is within reasonable proximity, consideration must be given to maintaining case responsibility in the originating CSSC to maintain stability in service provision.

Expiry of a child protection order

When a child is subject to a child protection order that is due for renewal within the transfer timeframes, negotiation should occur between CSSCs about the type of order required, but the case will remain with the original CSSC until the order has been finalised.

Transition from care

If a CSSC is working with a young person transitioning from care under a support service case and the young person is over the age of 18, the case will not be transferred. However, the CSSC in the new area is to be provided with relevant information about the young person, so that they are able to respond to the young person, should the need arise.

Homeless or mobile young people

Where a child is mobile and homeless in Brisbane or a larger centre and case management is held by the CSSC where the parent/s reside, negotiations need to occur to ensure that the CSSC where the child is currently living (even if temporarily) undertake active case work tasks with the young person where they are at high risk.

Unplanned relocation of a child in out-of-home care by an approved carer

The unexpected, unplanned relocation of a child who is in an out-of-home care placement by an approved carer, should be a rare occurrence. Where it does occur, consideration needs to be given to the ongoing appropriateness of the placement, due to the approved carer/s actions. Consideration should also be given to recording a matter of concern in relation to the approved carer/s actions.

Interim orders and appeals

A case for a child subject to an interim order or an appeal of a child protection order can be transferred, but only where both CSSC managers agree. When the receiving CSSC does not agree to the transfer, the case cannot be transferred.

Where there is no agreement to the case transfer for a child subject to an interim order, the CSSC in the new area must still undertake appropriate case work tasks, as negotiated with the original CSSC. In this circumstance:

• the CSSC with case responsibility will provide the CSSC in the area where the child resides with a case summary, including specific tasks to be undertaken as agreed to by the receiving CSSC; and
• the CSSC in the area where the child resides will be required to:
  • allocate a CSO to the child immediately;
  • ensure the child is sighted within one week; and
  • undertake specific case work tasks related to the child.

These cases will require a co-ordinated approach to respond to specific tasks, by both CSSCs until the order is finalised and the case can be transferred.

Where the case for a child subject to an interim order is transferred, the following must be negotiated between court coordinators and team leaders on a case by case basis:

• whether the CSO with case responsibility will be required to become the new applicant. This decision will take into consideration factors such as, whether or not the matter is contested, how far the Court process has progressed or whether the original applicant is still employed by the department;
• who will be required to attend court proceedings. This may be the applicant only, or the applicant from the originating CSSC along with the CSO with case responsibility, if not the new applicant. Depending on how far along the court process is, having both the applicant and the CSO with case responsibility may be preferable as the CSO with case responsibility will have the most up to date and current knowledge of the child's situation. These expenses will be the responsibility of the CSSC who has transferred the case, not the receiving CSSC;
• the appropriate process for preparing and filing affidavit material and subpoenas on behalf of the CSSC who has case management responsibility. In general, where a case is transferred, the new CSSC will be responsible for filing affidavits and subpoenas, however, this may be negotiated in circumstances where there are significant geographical issues in relation to the location of the Court and the new CSSC (should it be unreasonable to have the new CSSC attend simply to file material). Negotiations will also need to take place in relation to the preparation of affidavit material and by whom this is prepared); and
• consideration will be given to transferring the proceedings to another court, however, this decision must:
  • take into account the child's best interests; and
  • be respectful of the natural justice with respect to the parent, including consultation with the Department of Justice and Attorney-General when required.

When a notification is recorded during the transfer process

If a new notification is recorded during a case transfer process, the CSSC where the family is residing is responsible for undertaking the investigation and assessment. In this circumstance, ongoing liaison between the two CSSCs will occur until the transfer process is completed.

Resolving disagreements

It is the responsibility of the CSSC managers to resolve any disagreement during the transfer process of ongoing intervention cases. Disagreements must be resolved within a two week period. Where CSSCs cannot reach an agreement in principle about a placement in another area, the matter should be referred to the appropriate zonal director/s to determine if the grounds for placement are sound and if the placement or transfer should proceed.

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