35 topics · 30 fully paired · 33 policies · 36 procedures · 3 personnel/HR · 13 plans
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Foster Care Policies & Procedures
35| Code | Topic | Policy | Procedure(s) | Owner | Review | Reconciliation | Status | |
|---|---|---|---|---|---|---|---|---|
| ADM-01 | Policy Governance Framework This policy establishes the governance framework for developing, implementing, and maintaining policies and procedures within Refuge House for Children. It delineates the critical distinction between board-governed policies that establish… |
Policy → | ↔ | — no companion procedure — |
Compliance & CQI |
On track
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reconciled | Policy only |
| ADM-DERPP-01 | Disaster and Emergency Response Preparedness Plan (DERPP) This policy establishes Refuge House's requirement to maintain disaster and emergency preparedness plans that protect the children in its care and sustain critical services during a disruption. It states what Refuge House requires and why… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| FC-04 | Crisis Management This policy establishes Refuge House's comprehensive framework for preventing, responding to, and managing crisis situations involving children and youth in foster care. The policy integrates trauma-informed principles from Trust-Based… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled | Paired | |
| FC-16 | Staff and Caregiver Training To establish comprehensive training requirements for all personnel involved in T3C service delivery, ensuring consistent competency across staff, foster family caregivers, and contracted treatment team members. This policy centralizes… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| FC-17 | Foster Home Studies and T3C Credentialing To establish Refuge House's comprehensive home study process that serves as both a collaborative, culturally responsive, in-depth assessment of families and homes to ensure safety and stability for those placed, and as the foundation for… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| FC-AF-01 | Aftercare Services Refuge House, Inc. recognizes that successful transitions from foster care require continued support and guidance beyond the initial placement period. This policy establishes the agency's commitment to providing comprehensive aftercare… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled | Paired | |
| FC-BC-01 | Background Check and Eligibility To protect the safety and well-being of children in care by ensuring that every person who has, or could have, contact with or access to children in Refuge House's care holds a current, eligible background-check determination before that… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| FC-CQI-01 | Continuous Quality Improvement (CQI/PQI) To establish Refuge House's Continuous Quality Assurance and Improvement (CQI/PQI) Program — the systematic collection, analysis, and use of data to improve service delivery, outcomes, and compliance across all Service Packages — and to… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| FC-CSR-01 | Continued Stay Review This policy establishes Refuge House's framework for conducting continued stay reviews to ensure children receive appropriate levels of care without unnecessary restriction in intensive placements. Continued stay reviews balance each… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled | Paired | |
| FC-EFC-01 | Extended Foster Care and Transition Age Services To state the DFPS 24-Hour RCC Contract mechanics Refuge House must perform for transition-age youth: Extended Foster Care (EFC) record-keeping and notifications (RCC §§1431, 1432, 8300), EFC operational support duties including Trial… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled | Paired | |
| FC-MED-01 | Medication Management To establish the governing principles for the safe, lawful, and well-documented administration, storage, monitoring, and reporting of all medications — prescription, non-prescription, supplements, and psychotropic — for children, youth… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| FC-OC-01 | On-Call To establish the governing principles by which Refuge House provides continuous crisis response, placement acceptance, and foster-family support outside of normal business hours — ensuring a qualified responder is always available to… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| FC-REC-01 | Recorded Interview & Transcript Management This policy governs the lifecycle of audio/video recordings and transcripts of client-related interviews — including Monthly Pulse interviews with foster parents and children (FC3-01 Provision 7) and any other recorded client contact — so… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled | Paired | |
| FC-RR-01 | Recruitment and Retention of Foster Families To establish Refuge House's commitment to recruiting, developing, and retaining a diverse group of trauma-informed foster families capable of providing quality care for children awaiting placement, with specialized focus on T3C Basic… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| FC-SIR-01 | Serious Incident Reporting To establish the governing principles by which Refuge House identifies, reports, and documents serious incidents involving children in care, ensuring the safety and well-being of each child and full compliance with the Minimum Standards… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| FC-T3C-01 | T3C Basic Foster Family Home Support Services This standalone Policy has been superseded. Its governing content is consolidated into the canonical T3C Basic Foster Family Home Support Services — Comprehensive Enhanced Snapshot (policies-procedures/Package-Specific/), which is the… |
Policy → | ↔ | — no companion procedure — |
— | — | — | Policy only |
| FC-TRV-01 | Child Travel and Overnight Visits To satisfy the DFPS 24-Hour RCC Contract requirement that "the provider develops and maintains a written policy regarding overnight travel and overnight visits" (RCC §1120), by stating the approval and notification requirements that apply… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled | Paired | |
| FC-WCM-01 | Worker Contact and Monitoring To establish the contact and monitoring minimums Refuge House must meet for every child in care and every verified foster home, cited to the regulating entity that imposes each requirement, and to establish leadership's authority to… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled | Paired | |
| — | FC-WCM-01 Exhibit A - Minimum Requirements Matrix Reading the matrix. Each row is one externally-imposed minimum. Conducted by uses: Case Staff = child placement staff (qualified under §749.673 and designated for child placement activities); CPMS = child placement management staff; RN =… |
Policy → | ↔ | — no companion procedure — |
Compliance & CQI |
On track
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reconciled | Policy only |
| FC1-01 | Admission Screening To establish a standardized process for the timely and effective screening of all children and youth referrals to determine appropriateness for services and placement within Refuge House's foster care program, incorporating trauma-informed… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| FC2-01 | Admission Assessment To establish a comprehensive, trauma-informed approach to initial assessments of children and youth admitted to Refuge House foster homes, ensuring all regulatory requirements are met while integrating Trust-Based Relational Intervention… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| FC2-04 | Initial Health Screening To establish the governing principles by which Refuge House conducts an initial health screening of every child at pre-placement or admission — identifying any need for immediate medical or psychiatric care, capturing critical safety… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled | Paired | |
| FC3-01 | Individual Service Planning This policy establishes Refuge House's commitment to developing and implementing comprehensive, individualized service plans for all children in foster care placement. Service planning at Refuge House integrates T3C System requirements… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled | Paired | |
| FC6-01 | Admission Matching & Criteria for Child Placement To establish the governing principles and criteria by which Refuge House matches each child or youth referred for placement with the foster family best able to meet the child's needs, support the child's permanency plan, and provide… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| FC7-01 | Family Connections and Engagement To establish a comprehensive approach to identifying, engaging, and maintaining meaningful connections between children in care and their families, siblings, relatives, kinship caregivers, and other supportive persons to promote… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled | Paired | |
| FC09-01 | Educational Supports and Collaborating with School Systems To ensure every child in Refuge House's care achieves their full educational potential through educational stability and continuity, timely enrollment, advocacy in the special-education process, and coordinated support between Refuge… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled | Paired | |
| FC10-01 | Physical and Mental Health Care To establish comprehensive guidelines ensuring that all children, youth, and young adults in Refuge House foster care receive timely, appropriate, and coordinated physical, dental, vision, and mental health care services in accordance with… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| FC14-01 | T3C Discharge and Permanency Planning This policy establishes Refuge House's commitment to comprehensive permanency planning, continued stay evaluations, and trauma-informed discharge processes for all children in foster care placement. We recognize that transitions represent… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| FC17-06 | Transportation & Vehicle Safety To establish the governing requirements for the safe transportation of infants, children, and young adults in Refuge House's care — ensuring safe, reliable, properly registered and inspected vehicles; licensed, insured drivers; and… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled | Paired | |
| FC18-01 | Alternative and Substitute Care To establish a standardized process that allows caregivers to utilize alternative and substitute care options while ensuring children and youth in care receive consistent, trauma-informed supervision that meets their individual needs and… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled | Paired | |
| IT-001-01 | Information Technology Data Management and Security This policy establishes Refuge House's commitment to maintaining secure, accurate, and comprehensive information technology systems that support quality service delivery while ensuring compliance with T3C System Blueprint requirements… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| IT-SEC-01 | Data Security & Breach Notification To protect the confidentiality, integrity, and availability of Refuge House information — including confidential child-welfare records and protected health information (PHI) — and to define how Refuge House prevents, detects, responds to… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Paired | |
| — | Management of Information (MIS) and HIPAA Policy and To govern how Refuge House manages, secures, retains, and discloses agency and client information — including confidential child-welfare records and protected health information (PHI) handled through medical coordination — across all media… |
— combined — | ↔ | Compliance & CQI |
On track
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reconciled ⓘ | Procedure only | |
| OPS-BILL-01 | Billing System and Foster Parent Pass-Through This procedure ensures accurate, timely, and transparent financial management for all T3C placements, building on Refuge House's track record since our founding of reliable foster family compensation. Our established practice of paying… |
— no policy — | ↔ | Compliance & CQI |
On track
|
reconciled | Procedure only | |
| TR-HT-01 | Universal Human Trafficking Prevention Training To establish Refuge House's commitment to preventing human trafficking through comprehensive training of all staff and caregivers, and age-appropriate prevention education for children, youth, and young adults in care, as mandated by the… |
Policy → | ↔ | Compliance & CQI |
On track
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reconciled | Paired |
Personnel & HR
3| Code | Topic | Policy | Procedure(s) | Owner | Review | Reconciliation | Status | |
|---|---|---|---|---|---|---|---|---|
| — | 2026 Personnel Manual Review Companion to: Personnel-Manual-and-HR-Handbook.md |
Open document → | — | — | — | Document | ||
| — | Drug Testing and Substance Abuse Policy This policy establishes Refuge House's position on drug testing and substance abuse to ensure the safety and well-being of children in care and staff while complying with Chapter 749 Minimum Standards and 24-Hour Residential Child Care… |
Open document → | Compliance & CQI |
On track
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reconciled ⓘ | Document | ||
| — | Personnel Manual and HR Handbook Last updated June 2026. |
Open document → | Compliance & CQI |
On track
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reconciled | Document | ||
Package-Specific Services
9| Code | Topic | Policy | Procedure(s) | Owner | Review | Reconciliation | Status | |
|---|---|---|---|---|---|---|---|---|
| — | FC-T3C-01 T3C BASIC FOSTER FAMILY HOME SUPPORT SERVICES - Comprehensive Enhanced Snapshot This snapshot establishes the governing requirements for T3C Basic Foster Family Home Support Services delivered by Refuge House, Inc. under the Texas Child-Centered Care (T3C) framework. |
Open document → | — | — | — | Document | ||
| FC-IDD-01 | IDD/Autism Spectrum Disorder Support Services Policy Child Placing Agency |
Open document → | — | — | — | Document | ||
| FC-KIN-01 | Kinship Caregiver Support Services Add-On Policy Child Placing Agency |
Open document → | — | — | — | Document | ||
| FC-MH-01 | Mental & Behavioral Health Support Services Policy Child Placing Agency |
Open document → | — | — | — | Document | ||
| FC-PPY-01 | PREGNANT & PARENTING YOUTH SUPPORT SERVICES ADD-ON The Board of Directors establishes this policy to ensure pregnant and parenting youth in our care receive comprehensive, trauma-informed support services that promote healthy outcomes for both the young parent and their child(ren). We… |
Open document → | — | — | — | Document | ||
| FC-STASS-01 | Short-Term Assessment Support Services Policy Child Placing Agency |
Open document → | — | — | — | Document | ||
| FC-SU-01 | Substance Use Support Services Policy Child Placing Agency |
Open document → | — | — | — | Document | ||
| FC-TFFC-01 | T3C Treatment Foster Family Care Support Services Policy Child Placing Agency |
Open document → | — | — | — | Document | ||
| — | YOUTH TRANSITION SUPPORT SERVICES ADD-ON The Board of Directors establishes this policy to ensure that youth and young adults ages 14-22 in our care receive comprehensive transition support services that prepare them for successful adulthood. We commit to providing… |
Open document → | — | — | — | Document | ||
Plans
13| Code | Topic | Policy | Procedure(s) | Owner | Review | Reconciliation | Status | |
|---|---|---|---|---|---|---|---|---|
| — | Behavioral Support Specialist Mentor & Crisis Management Staff Population Mix Estimate: |
Open document → | — | — | — | Document | ||
| — | Disaster and Emergency Response Preparedness Plan (DERPP) This Disaster and Emergency Response Preparedness Plan (DERPP) — also known as the Emergency Response, Disaster Recovery and Business Continuity Plan — ensures Refuge House can protect the children in its care and continue or resume… |
Open document → | Compliance & CQI |
On track
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reconciled | Document | ||
| — | Emergency Response Disaster Recovery and Business Continuity Plan This document is no longer maintained. It has been replaced by the consolidated, canonical Disaster and Emergency Response Preparedness Plan (DERPP), which is governed by the DERPP Policy (ADM-DERPP-01) and operationalized by the DERPP… |
Open document → | — | — | — | Document | ||
| — | FOSTER FAMILY RE-ASSESSMENT AND RE-CREDENTIALING PLAN Foster family home re-credentialing ensures: |
Open document → | — | — | — | Document | ||
| — | Refuge House Behavioral Support Specialist Mentor Credentialing Program The Behavioral Support Specialist/Mentor (BSS/M) provides direct behavioral support, mentoring, and skill-building services to children and youth in foster care. This role bridges the gap between clinical intervention and daily support… |
Open document → | — | — | — | Document | ||
| — | Refuge House Crisis Management Staff Credentialing Program Crisis Management Staff provide immediate response and intervention during behavioral and emotional crises for children and youth in foster care. This specialized role requires rapid assessment, de-escalation expertise, safety management… |
Open document → | — | — | — | Document | ||
| — | Refuge House T3C Credentialing Implementation Plan ✅ Treatment Directors |
Open document → | — | — | — | Document | ||
| — | RH Accreditation Statement Refuge House operates as a licensed Child-Placing Agency (CPA) under HHSC Child Care Regulation (CCR): |
Open document → | — | — | — | Document | ||
| — | RH Staff Roster This roster lists names, roles, site, and professional credentials only. Government identifiers (SSN/DOB) are intentionally excluded and provided separately to authorized reviewers on request. A refreshed staff list is pending from… |
Open document → | — | — | — | Document | ||
| — | T3C CRISIS RESPONSE TRAINING CURRICULUM Version: 1.0 |
Open document → | — | — | — | Document | ||
| — | T3C Professional Staffing Plan "Staffing plan," for a T3C child-placing agency, is not a free-form headcount document — it is the demonstration that the agency has assigned qualified, accountable staff to each function the T3C System Blueprint requires. This plan is… |
Open document → | — | — | — | Document | ||
| — | Trust-Based Relational Intervention (TBRI®) Implementation Refuge House, Inc. has developed a comprehensive policy and procedure framework that establishes Trust-Based Relational Intervention (TBRI®) as the foundation for all T3C service delivery. Our approach utilizes the canonical T3C Basic… |
Open document → | — | — | — | Document | ||
| — | Universal Human Trafficking Prevention Training Procedure This was a stray duplicate copy that lived under plans/. The canonical procedure is TR-HT-01.1 at policies-procedures/Procedure/Universal Human Trafficking Prevention Training Procedure.md (governing policy: TR-HT-01, Universal Human… |
Open document → | — | — | — | Document | ||