REFUGE HOUSE, INC.

PURPOSE:

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 permanency, emotional well-being, and positive outcomes for children in foster care.

POLICY:

Refuge House recognizes that family connections are essential to a child's sense of identity, cultural continuity, and overall well-being. In alignment with our Evidence-informed Treatment Model (TBRI), we acknowledge that healthy relationships are fundamental to a child's development, healing from trauma, and overall well-being.

Refuge House is committed to implementing a family engagement approach that proactively identifies, outreaches to, and collaborates with the child's biological parents, siblings, relatives, potential kinship caregivers, and other supportive persons throughout the child's placement. We believe these connections support permanency planning, improve placement stability, and contribute to positive outcomes for children and youth in care.

While Refuge House recognizes that DFPS/SSCC maintains primary responsibility for visitation planning and supervision, we are committed to supporting these plans, documenting family engagement efforts, and providing trauma-informed guidance to foster families in facilitating positive connections in accordance with regulatory requirements and the child's best interests.

As required by §749.1301-1335 and the T3C Blueprint, family engagement efforts will be thoroughly documented in each child's Service Plan, reviewed at each service plan review (at least every 90 days per the agency's RCC/T3C review standard), and incorporated into the child's permanency goals. In accordance with DFPS 24-Hour RCC Requirements (FY26) §§3600–3610 (Maintaining Connections; Sibling Contact), Refuge House will regularly communicate with DFPS/SSCC regarding family engagement efforts and their impact on the child's well-being and progress toward permanency.

Family outreach and engagement efforts are sustained throughout the child's placement and continue into aftercare. Specifically:

a. Throughout placement: family outreach and engagement are integrated into ongoing care coordination, service planning meetings, and progress reviews — ensuring family voice is present at every decision point.

b. As part of aftercare: family engagement activities developed during placement transition into the aftercare plan, supporting reunification, kinship placement, or sustained family connection after discharge. Aftercare family engagement is documented per the Aftercare Services Policy and Procedure.

PACKAGE-SPECIFIC REQUIREMENTS:

CORE REQUIREMENTS

1. For all T3C Service Packages, Refuge House will implement a proactive family outreach and engagement approach that includes:

   • Collaborating with the DFPS/SSCC caseworker to identify family members and supportive persons
   • Assisting with gathering contact information for biological parents, siblings, relatives, and supportive adults
   • Documenting all outreach efforts and engagement activities in the child's case record
   • Including family engagement strategies in each child's Service Plan
   • Ensuring that visitation and contact are never withheld as a form of discipline (consistent with the child's right to contact a parent under TAC §749.1009 and siblings under §749.1011; any restriction of contact follows §749.1959 and is never used as punishment)
   • Integrating family engagement efforts with the child's CANS 3.0 Assessment results to address identified needs in the domains of family relationships and social resources

2. Family Connections Assessment: Within 72 hours of placement, Refuge House will:

   • Complete a comprehensive Family Connections Identification Form
   • Review all available documentation to identify family members, siblings, and supportive persons
   • Share appropriate information with foster families about allowable connections
   • Begin documenting the child's preferences regarding family contact (if age/developmentally appropriate)

3. Sibling Connections: In accordance with TAC §749.1011 (high-weight standard), Refuge House will:

   • Prioritize identifying and maintaining sibling relationships
   • Advocate for joint sibling placement when in the best interest of the children
   • Develop and implement a detailed Sibling Visitation Plan within 7 days when siblings are placed separately
   • Document all sibling contact efforts and outcomes

4. Communication and Documentation: Refuge House will:

   • Maintain current contact information for all identified family members
   • Document all family engagement efforts in the child's case record
   • Provide regular updates to DFPS/SSCC regarding family connections
   • Include family engagement progress in Service Plan reviews

5. Supporting Positive Connections: Refuge House will:

   • Provide transportation assistance when needed to facilitate family visits
   • Offer pre-visit and post-visit support to children using TBRI principles
   • Train foster families on trauma-informed approaches to supporting family connections
   • Monitor and document the child's response to family contact

☑ MENTAL & BEHAVIORAL HEALTH SUPPORT SERVICES

For children receiving Mental & Behavioral Health Support Services, family engagement requires enhanced coordination and therapeutic support:

1. Therapeutic Family Engagement: Refuge House will coordinate with mental health providers to:

   • Assess the therapeutic benefit of family connections for children with significant emotional or behavioral challenges
   • Develop family engagement strategies that support the child's mental health treatment goals
   • Provide therapeutic support before, during, and after family contacts when clinically indicated
   • Document how family relationships impact the child's emotional regulation and behavioral stability

2. Crisis Prevention Planning: Family engagement plans will include:

   • Identification of family contact situations that may trigger emotional dysregulation
   • Development of proactive strategies to support successful family interactions
   • Clear protocols for managing crisis situations that may arise during family contact
   • Coordination with the 24/7 crisis response team when family contact creates heightened emotional responses

3. Enhanced Documentation: In addition to standard requirements, documentation will include:

   • Assessment of how family dynamics impact the child's mental health symptoms
   • Progress notes on the child's emotional and behavioral responses to family contact
   • Recommendations from mental health providers regarding frequency and structure of family visits
   • Integration of family therapy or therapeutic visitation when clinically appropriate
   • Documentation in Service Plan reviews (minimum quarterly per Treatment Model requirements)

☑ INTELLECTUAL OR DEVELOPMENTAL DISABILITY (IDD)/AUTISM SPECTRUM DISORDER SUPPORT SERVICES

For children receiving IDD/Autism Support Services, family engagement requires specialized adaptations:

1. Communication Adaptations: Refuge House will ensure family engagement activities:

   • Utilize the child's preferred communication methods (verbal, AAC devices, visual supports)
   • Provide visual schedules and social stories to prepare children for family visits
   • Adapt visit environments to accommodate sensory sensitivities
   • Support family members in understanding and using effective communication strategies

2. Structured Family Interactions: Family engagement plans will include:

   • Predictable routines and structured activities during family visits
   • Environmental modifications to reduce sensory overload
   • Clear expectations and visual supports for transitions
   • Shorter, more frequent contacts if better tolerated by the child

3. Family Education and Support: Refuge House will:

   • Provide education to family members about the child's developmental needs
   • Coordinate with the RN Consultant for family education on medical needs
   • Share successful strategies for engagement and communication
   • Coordinate with developmental specialists to support family understanding
   • Document family members' capacity to meet the child's specialized needs
   • Review family engagement progress aligned with developmental reassessments

4. Aftercare Family Engagement: As part of the mandatory 6-month aftercare services:

   • Include family engagement planning in the initial Service Plan
   • Continue supporting family connections post-discharge through twice-monthly contacts
   • Provide consultation to families on maintaining routines and communication strategies
   • Document family engagement efforts in aftercare service records as required by T3C Blueprint
   • Coordinate with community resources to sustain family support
   • Submit monthly aftercare documentation to DFPS/SSCC

☑ SUBSTANCE USE SUPPORT SERVICES

For youth receiving Substance Use Support Services, family engagement requires a recovery-focused approach that recognizes the family's critical role in supporting long-term recovery:

1. Recovery-Focused Family Education: Refuge House will:

   • Provide family education on addiction as a disease and the recovery process
   • Educate families on recognizing signs of substance use and appropriate responses
   • Train families on the recovery-supportive (non-punitive) approach to relapse
   • Connect families with community-based recovery support resources (Al-Anon, Nar-Anon)
   • Document family participation in recovery education activities

2. Family Therapy Coordination: Family engagement plans will include:

   • Coordination with Substance Use Counselor on family therapy goals
   • Assessment of family dynamics that may support or hinder recovery
   • Engagement of family in youth's recovery support plan development
   • Integration of family therapy with individual substance use treatment
   • Documentation of family progress toward recovery-supportive behaviors

3. Recovery-Supportive Family Goals: Refuge House will:

   • Include family recovery education goals in Service Plan
   • Assess family's capacity to maintain substance-free home environment
   • Develop family relapse response plan aligned with non-punitive approach
   • Coordinate family involvement in 90-day Continued Stay Reviews per FC-SU-01
   • Document family readiness for youth's successful reunification or transition

4. 90-Day Family Progress Review: At each 90-day Continued Stay Review:

   • Assess family's progress in recovery-supportive capacity
   • Review family participation in education and therapy
   • Update family engagement goals based on youth's recovery progress
   • Document family readiness assessment in Continued Stay documentation

5. Aftercare Family Engagement: As part of the mandatory 6-month aftercare services:

   • Continue supporting family connections post-discharge through twice-monthly contacts
   • Document family engagement efforts in aftercare service records as required by the T3C Blueprint and FC-AF-01 Aftercare Services Policy
   • Sustain recovery-supportive family relationships during the critical post-discharge period
   • Coordinate with community recovery resources to maintain family support networks

☑ SHORT-TERM ASSESSMENT SUPPORT SERVICES

For children receiving Short-Term Assessment Support Services, family engagement follows EXPEDITED timelines to support rapid assessment and transition planning within the 30-45 day placement period:

1. Expedited Family Identification: Due to the time-limited nature of STASS placements, Refuge House will:

   • Complete Family Connections Identification within 48 HOURS of placement (vs. standard 72 hours)
   • Prioritize immediate outreach to all identified family members
   • Begin family assessment concurrently with child assessment
   • Document family capacity as part of comprehensive assessment report

2. Rapid Family Outreach: Refuge House will:

   • Initiate family outreach within 5 DAYS of placement (vs. standard 7 days)
   • Conduct expedited family interviews as part of placement assessment
   • Gather family input for assessment findings and recommendations
   • Include family perspective in comprehensive assessment report to DFPS/SSCC

3. Assessment-Focused Family Engagement: Family engagement will focus on:

   • Gathering family history and perspective on child's needs
   • Assessing family capacity for reunification or placement support
   • Documenting family strengths and areas needing support
   • Coordinating with DFPS/SSCC on family engagement findings
   • Sharing relevant assessment findings with family members when appropriate and safe
   • Involving family in the Service Package recommendation process when appropriate, including gathering family perspective on the child's ongoing service needs

4. Transition-Oriented Planning: As STASS placements are time-limited (30-45 days):

   • Include family engagement findings in transition recommendations
   • Coordinate family connections information transfer to receiving placement
   • Support family involvement in discharge/transition planning
   • NOTE: STASS does not include aftercare services - family engagement ends at discharge with documentation transferred to receiving provider

☑ T3C TREATMENT FOSTER FAMILY CARE

For children receiving T3C Treatment Foster Family Care, family engagement requires INTENSIVE coordination that supports the treatment goals and step-down planning:

1. Intensive Family Therapy Integration: Per Treatment Foster Care requirements, Refuge House will:

   • Coordinate WEEKLY family therapy as a core treatment component (not optional add-on)
   • Ensure family therapy goals align with intensive behavior support plan
   • Track family therapy attendance and participation in treatment records
   • Document family progress toward treatment goals in clinical notes
   • Coordinate with Treatment Director on family therapy effectiveness

2. 60-Day Family Progress Assessment: At each 60-day Continued Stay Review (per FC-TFFC-01):

   • Assess family's progress toward treatment goals
   • Evaluate family's readiness to support less-intensive services
   • Review family participation in therapy and family engagement activities
   • Include family assessment in Continued Stay determination
   • Document family-related factors affecting step-down readiness

3. Step-Down Family Planning: As Treatment Foster Care is time-limited (maximum 365 days):

   • Begin step-down family engagement planning within 90 days of placement
   • Assess family capacity to support transition to Basic Foster Family Home or reunification
   • Develop family transition plan aligned with clinical step-down criteria
   • Coordinate with receiving foster home (if stepping down to different home) on family engagement continuity
   • DUAL CREDENTIALING NOTE: When stepping down within same foster home, ensure seamless family engagement continuity

4. Family Crisis Support: During Treatment Foster Care placement:

   • Include family in crisis prevention planning
   • Coordinate family involvement in 24/7 crisis response when appropriate
   • Support family through crisis episodes with therapeutic guidance
   • Document family response to crisis situations in treatment records

5. Aftercare Family Engagement: As part of the mandatory 6-month aftercare services:

   • Continue family therapy support during aftercare period
   • Maintain twice-monthly family contacts post-discharge
   • Coordinate with community resources for ongoing family support
   • Document family engagement effectiveness in aftercare outcomes

6. Identification and Coordination with SSCC/DFPS: In collaboration with the child, youth, or young adult, identify family members and other supportive persons involved in or important to the child's care. Share this information with the SSCC or DFPS caseworker to support permanency planning and family engagement coordination.

TBRI INTEGRATION:

All family engagement activities will incorporate Trust-Based Relational Intervention® principles:

1. Connecting Principles: Building and maintaining safe, nurturing relationships between children and their families
2. Empowering Principles: Meeting physical and environmental needs to support successful family interactions
3. Correcting Principles: Using proactive strategies to shape positive behaviors during family contact

QUALITY ASSURANCE:

Refuge House will monitor the effectiveness of family engagement efforts through:

• Regular case reviews focusing on family connection outcomes
• Analysis of placement stability data related to family engagement
• Feedback from children, families, and foster parents
• Compliance monitoring with regulatory requirements
• Integration with CANS 3.0 Assessment results tracking progress in family relationships and social resources domains
• Review of family engagement goals at every Service Plan review
• Alignment with continued stay evaluations per FC3-01 requirements

DEFINITIONS:

• Family: Biological parents, siblings, grandparents, aunts, uncles, cousins, and other relatives by blood, marriage, or adoption
• Kinship Caregiver: A relative or close family friend who has a significant relationship with the child
• Supportive Person: An adult who has played a significant positive role in the child's life
• TBRI: Trust-Based Relational Intervention® - Refuge House's evidence-informed treatment model
• AAC: Augmentative and Alternative Communication devices or systems

REFERENCES:

• T3C Blueprint Standards: FC 1.01, FC 1.02; Pages 47-55 (Basic Foster Home); Pages 76-86 (Mental & Behavioral Health); Pages 123-135 (IDD/Autism)
• T3C Blueprint Standards: Pages 56-66 (Substance Use Support Services)
• T3C Blueprint Standards: Pages 67-75 (Short-Term Assessment Support Services)
• T3C Blueprint Standards: Pages 136-147 (T3C Treatment Foster Family Care Support Services)
• TAC Chapter 749 Minimum Standards: §749.1009 (child's right to contact with a parent), §749.1011 (child's right to contact with siblings), §749.1133 (admission assessment requirements), §749.1301-1335 (service planning)
• TAC §749.863(c): Treatment Foster Care Training Requirements
• Texas Family Code Section 264.1073 (Treatment Foster Care)
• DFPS 24-Hour RCC Requirements (FY26): §§3600–3610 (Maintaining Connections; Sibling Contact)
• Indian Child Welfare Act (ICWA) requirements
• Multiethnic Placement Act (MEPA) requirements

RELATED PROCEDURES:

• FC7-01.1 Family Connections and Engagement Procedure
• FC3-01.1 Individual Service Planning Procedure
• FC14-01.1 Discharge and Permanency Planning Procedure
• FC8-01.1 Aftercare Services Procedure
• RH ICWA Services Policy
• Mental & Behavioral Health Support Services Policy
• IDD/Autism Spectrum Disorder Support Services Policy
• FC-SU-01 Substance Use Support Services Policy
• FC-STASS-01 Short-Term Assessment Support Services Policy
• FC-TFFC-01 T3C Treatment Foster Family Care Support Services Policy

FORMS/ATTACHMENTS:

Core Forms (All Packages):

• Family Connections Identification Form
• Sibling Visitation Plan Template
• Family Contact Log

Package-Specific Requirements (to be developed during implementation within Radius):

• Mental & Behavioral Health: Crisis Prevention Plan for Family Contact
• IDD/Autism: Visual Support Templates and Communication Adaptations
• Substance Use: Family Recovery Education Tracking Form, Family Relapse Response Plan
• Short-Term Assessment: Expedited Family Identification Form, Family Assessment Summary for STASS Report
• Treatment Foster Care: Family Therapy Attendance Tracking, 60-Day Family Progress Assessment, Step-Down Family Readiness Evaluation

This policy document establishes the governing principles for Family Connections and Engagement. The corresponding procedure document (FC7-01.1) operationalizes these principles by providing specific implementation details (who, when, where, and how). While policies require Board approval and remain relatively stable, procedures may be updated by the Executive Director to adapt to regulatory changes, technological advancements, or operational improvements without requiring Board approval, provided such changes maintain alignment with the policy's intent.