Procedure

Foster Home Studies Procedure

Refuge House, Inc.
Last updated: July 24, 2026 · Source: policies-procedures/Procedure/Foster Home Studies Procedure.md

REFUGE HOUSE, INC.

Procedure Information Details
PROCEDURE NAME Foster Home Studies and T3C Credentialing Procedure
PROCEDURE NUMBER FC-17.1
RELATED POLICY FC-17 Foster Home Studies and T3C Credentialing Policy
EFFECTIVE DATE 5/20/25
REVISION DATE 7/13/26 (pending approval) (prior: 8/25/25.1; 12.09.2025.1)
LAST UPDATED 5/15/2026
LAST APPROVED 5/22/2026
## APPLICABLE T3C PACKAGES: ## APPLICABLE T3C ADD-ON SERVICES:
☒ T3C Basic Foster Family Home ☐ Transition Support Services for Youth & Young Adults
☒ Substance Use Support Services ☒ Kinship Caregiver Support Services
☒ Short-Term Assessment ☐ Pregnant & Parenting Youth or Young Adult
☒ Mental & Behavioral Health
☐ Sexual Aggression/Sex Offender
☐ Complex Medical Needs or Medically Fragile
☐ Human Trafficking Victim/Survivor
☒ Intellectual or Developmental Disability (IDD)/Autism Spectrum Disorder
☒ T3C Treatment Foster Family Care

PURPOSE:

To establish standardized procedures for conducting comprehensive foster home studies that assess family readiness, determine appropriate T3C credentialing levels, and ensure ongoing compliance with regulatory requirements. This procedure integrates digital assessment tools to streamline evaluation while maintaining thorough documentation and quality standards.

PROCEDURE:

1. INITIAL INQUIRY AND ORIENTATION

Purpose and Overview

The initial inquiry phase begins the relationship with prospective foster families. During this phase, we provide information about foster care, assess basic eligibility, and begin building rapport. Our digital systems capture initial information while maintaining the personal connection essential to successful recruitment.

Who How When Where Regulatory Reference
Recruitment Specialist Process initial inquiries:
  1. Enter contact information in database
  2. Conduct preliminary screening
  3. Schedule orientation session
  4. Send information packet5. Document communication
 Within 24 hours of inquiry Recruitment database Best practice
Recruitment Team Conduct orientation sessions:
  1. Present foster care overview
  2. Explain T3C service packages
  3. Review basic requirements
  4. Distribute applications5. Answer questions
 Monthly or as needed Office/Virtual platform TAC §749.855
Administrative Staff Process applications:
  1. Review for completeness
  2. Create family file
  3. Assign to home developer
  4. Send acknowledgment5. Begin tracking timeline
 Within 3 business days File management system TAC §749.857

2. BACKGROUND CHECKS AND CLEARANCES

Purpose and Overview

Comprehensive background checks ensure child safety while respecting applicant privacy. All checks must be completed before proceeding with home visits or interviews. The digital tracking system monitors expiration dates and renewal requirements.

Who How When Where Regulatory Reference
Home Development Specialist Initiate background checks:
  1. FBI fingerprint-based check
  2. DPS criminal history
  3. Central Registry check
  4. Sex Offender Registry5. Submit all requests simultaneously
 Upon application receipt Background check portal TAC §749.811-815
Home Development Specialist Conduct reference checks:
  1. Contact minimum 3 references
  2. Document conversations
  3. Verify employment
  4. Check previous CPA (if applicable)5. Follow up on concerns
 Within 14 days Reference tracking system TAC §749.2447, §749.2449
Supervisor Review clearance results:
  1. Assess any findings
  2. Determine eligibility
  3. Document decision rationale
  4. Notify family of status5. Plan next steps or denial
 Within 48 hours of receipt Clearance review module TAC §749.813
Home Development Specialist / Case Manager (with Supervisor) Caregiver substance screening on reasonable suspicion — when specific observations, a credible report, or an incident indicate a caregiver or adult household member is using or impaired by alcohol or drugs in a way that could affect child safety:
  1. Ensure the child's immediate safety; arrange alternative care if needed
  2. Document the specific observations
  3. Notify the Administrator/Program Director
  4. Request a substance screening (drug and/or alcohol) and explain the basis
  5. Act on the result and the home's fitness — corrective action, placement hold, or home closure as warranted
  6. File documentation confidentially in the home record
 When reasonable suspicion arises Foster home; Radius TAC §749.2447; Subch. O; FC-17 (agency policy)

2A. FOSTER PARENT ELIGIBILITY AND CONFLICT-OF-INTEREST VERIFICATION (RCC §§2120–2121)

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify and document that each prospective foster parent is a U.S. citizen, permanent resident, or other qualified alien as defined in 8 U.S.C. §1641(b) — Refuge House "approves and uses as Foster Parents only" persons in these categories (RCC §2120)
  2. File the supporting documentation in the home record
 Before verification Home record / Radius RCC §2120; 8 U.S.C. §1641(b)
Home Development Specialist / Supervisor
  1. Confirm the applicant is not any of the following, each of whom is prohibited from being a Refuge House-verified foster parent: a person authorized to sign a residential contract on behalf of Refuge House; a board member, officer, or employee of the CPA; any individual working in day-to-day operations as an employee or contractor; an owner of the agency; or a member of the governing body (RCC §2121)
  2. If the applicant is such an individual, advise that "they must be verified by other CPAs" and close the application
  3. Document the conflict-of-interest check
 Before verification; re-checked at annual update Credentialing system RCC §2121

3. HOME STUDY ASSESSMENT PROCESS

Purpose and Overview

The comprehensive home study evaluates all aspects of family functioning, safety, and capacity to provide trauma-informed care. The Foster Home Credentialing Assessment at previewforms.refugehouse.org standardizes evaluation while allowing for professional judgment and family uniqueness.

Who How When Where Regulatory Reference
Home Development Specialist Complete Foster Home Credentialing Assessment including:
  1. Family composition and dynamics
  2. Motivation for fostering
  3. Parenting experience and philosophy
  4. Support system assessment5. Financial stability review
 Through home study process previewforms.refugehouse.org TAC §749.2447 (screening content)
Home Development Specialist Conduct individual interviews via assessment tool:
  1. Personal history exploration
  2. Childhood experiences
  3. Previous trauma/loss
  4. Relationship patterns5. Coping mechanisms
 Scheduled sessions Digital interview module TAC §749.2449, §749.2451
Home Development Specialist Facilitate family interviews using structured format:
  1. Family functioning observation
  2. Communication patterns
  3. Conflict resolution styles
  4. Role definitions5. Family activities
 During home visits Assessment framework TAC §749.2449
Home Development Specialist Complete home safety inspection via digital checklist:
  1. Physical environment safety
  2. Sleeping arrangements
  3. Medication storage
  4. Weapon/firearm security (locked storage; ammunition stored separately and locked; licenses/training certs on file; 24-hr-before-adding / 15-day-after-removing notification; transport rules)
  5. Pool/water safety
 During home visits Safety inspection module TAC §749.2751-2757 (physical site); §749.2961, §749.2963, §749.2965(b), §749.2967, §749.2915, §749.339(18) (weapons/firearms)

3A. WEAPONS, FIREARMS, EXPLOSIVES, AND PROJECTILES

Purpose. Refuge House ensures the safety of foster/adoptive children, caregivers, residents, and visitors by controlling the location, security, and accessibility of weapons, firearms, explosive materials, and projectiles in every verified home. Weapon and firearm security is reviewed (1) prior to home verification and (2) on a quarterly basis, and is documented on the home screening and the quarterly review respectively.

Storage and documentation. All firearms are documented and secured in accordance with Texas and Federal law and any applicable DFPS or SSCC requirements. Firearms are kept in locked storage; ammunition is stored separately and locked; and any required licenses and training certificates are kept on file (TAC §749.2961, §749.2963).

Notification. Caregivers must notify Refuge House of any change in, or addition to, the weapons, firearms, explosive materials, projectiles, or toys that explode or shoot on the property where the foster home is located — no later than 24 hours before adding an item and within 15 days after removing an item. Transport of weapons and firearms must follow Refuge House transport rules (TAC §749.2965(b), §749.2967).

Child access and use. A child may not have unsupervised access to weapons, firearms, explosive materials, or projectiles; caregivers must keep these in locked storage when not in use. A child may use a weapon, firearm, explosive material, or projectile only when the use is approved in writing in the child's individual service plan and the child's treatment team has determined the use is in the child's best interest (for example, hunting); written approval must be given by the child's TMC or PMC prior to use. Any such use must be directly supervised by an adult who is knowledgeable about the specific weapon, firearm, explosive material, or projectile being used (TAC §749.2915, §749.339(18)).

Dangerous toys. Foster children must be supervised when using or around a toy that explodes or shoots, and the toy must be age-appropriate to the child. This does not pertain to Nerf guns, water guns, or other toys that are appropriate for children and do not present a safety risk.

Consolidated from the home safety inspection requirements in §3 of this procedure and the legacy RH Weapons and Firearms Policy (eff. 01/01/2022), aligned to 26 TAC §§749.2961, 749.2963, 749.2965(b), 749.2967, 749.2915, and 749.339(18).

4. CREDENTIALING DETERMINATION

Purpose and Overview

Based on the comprehensive assessment, the credentialing team determines which T3C service packages the family is qualified to provide. The Foster Home Credential Verification system tracks all credentials and training requirements.

Who How When Where Regulatory Reference
Home Development Specialist Assess T3C Basic credentialing via system:
  1. Review assessment results
  2. Verify training completion
  3. Evaluate family strengths
  4. Identify support needs5. Make initial recommendation
 After assessment completion Credentialing module T3C Blueprint Pages 47-55
Clinical Team Evaluate specialized credentialing through dashboard:
  1. Mental & Behavioral Health capacity
  2. IDD/Autism support ability
  3. Trauma-informed care competency
  4. Crisis management skills5. Document clinical opinion
 For specialized packages Package-Specific Monitoring Dashboard T3C Blueprint Pages 76-93, 123-135
Credentialing Committee Review and approve credentials:
  1. Review all documentation
  2. Consider recommendations
  3. Determine approved packages
  4. Set any conditions5. Document decision
 Within 7 days Committee review system TAC §749.863

5. HOME STUDY COMPLETION

Purpose and Overview

The completed home study provides a comprehensive portrait of the family's capacity to provide foster care. Documentation must be thorough, objective, and focused on child safety and well-being.

Who How When Where Regulatory Reference
Home Development Specialist Compile home study via system:
  1. Integrate all assessments
  2. Synthesize findings
  3. Include recommendations
  4. Address any concerns5. Complete narrative sections
 Within 60 days of application Digital compilation module TAC §749.2451
Supervisor Review and approve study:
  1. Ensure completeness
  2. Verify regulatory compliance
  3. Assess quality
  4. Provide feedback5. Sign approval
 Within 5 days Supervisory review module TAC §749.861
Administrative Staff Process approval:
  1. Issue verification letter
  2. Update database
  3. Schedule training
  4. Assign support specialist5. Begin placement readiness
 Within 3 days of approval Administrative module Best practice

6. ONGOING ASSESSMENT AND RE-CREDENTIALING

Purpose and Overview

Foster homes require continuous assessment to maintain credentials and ensure ongoing capacity to meet children's needs. The Foster Home Quarterly Review at previewforms.refugehouse.org streamlines ongoing evaluation while identifying support needs.

Who How When Where Regulatory Reference
Home Development Specialist Conduct Foster Home Quarterly Review:
  1. Assess current functioning
  2. Review any incidents
  3. Update family changes
  4. Evaluate training needs5. Document observations
 Quarterly previewforms.refugehouse.org TAC §749.865
Supervisor Annual re-credentialing via system:
  1. Comprehensive review
  2. Update all clearances
  3. Reassess capacity
  4. Confirm package credentials5. Document decision
 Annually Re-credentialing module TAC §749.861
Quality Assurance Monitor home quality through dashboards:
  1. Track placement outcomes
  2. Review incident patterns
  3. Assess training compliance
  4. Identify support needs5. Report findings
 Ongoing QA monitoring system TAC §749.43

6A. ☒ KINSHIP CAREGIVER ASSESSMENTS:

Purpose and Overview

Kinship caregivers require modified assessment approaches that honor existing relationships while ensuring safety. The Kinship Caregiver Resource Dashboard at previewforms.refugehouse.org provides specialized tools for kinship evaluation and support.

Who How When Where Regulatory Reference
Kinship Specialist Expedited kinship assessment via dashboard:
  1. Relationship verification
  2. Safety screening
  3. Support needs assessment
  4. Resource evaluation5. Placement readiness
 Within 14 days Kinship Caregiver Resource Dashboard TAC §749.4445, §749.4505
Kinship Specialist Support planning through system:
  1. Identify resource needs
  2. Connect to services
  3. Plan respite support
  4. Address training gaps5. Document support plan
 Ongoing Staff Support Dashboard for Kinship Placements T3C Blueprint Kinship Add-On

6A.1 Kinship Foster/Adopt Home Screening Requirements (RCC §1130)

When the Foster Home Screening is completed on a kinship caregiver, the screening must comply with the RCC contract requirements in addition to Minimum Standards:

Who How When Where Regulatory Reference
Kinship Specialist / Home Development Specialist
  1. Address information only if it relates to caring for the kinship child(ren) (general instructions) (RCC §1130)
  2. References: if there was a kinship assessment, do not reuse the references completed at that time — "New or updated references must be completed" (RCC §1130)
  3. Motivation: describe how long the children have been in the home, briefly why the children are in care, and each prospective parent's motivation as it relates to the kin of the child (RCC §1130)
  4. Previous child placement experience: obtain the kinship assessment, address its information, and discuss any concerns noted and their resolution (RCC §1130)
  5. Sensitivity to biological families: "explore and describe the prospective parent's feelings regarding both the Children's maternal and paternal Relatives, including the Child's parents" (RCC §1130)
  6. Additional information: if the kinship assessment was denied and not discussed above, document the reason for denial and how the issues were addressed to mitigate the concerns (RCC §1130)
  7. Optionally develop the screening using the DFPS kinship home-study template Form 2191 (instructions: Form 2191ins) (RCC §1130)
 During each kinship Foster Home Screening Kinship Caregiver Resource Dashboard; home record RCC §1130

6A.2 Kin/Fictive-Kin Application and Verification Notices (RCC §1140)

Who How When Where Regulatory Reference
Home Development Specialist 1. When a Relative or Fictive Kin of a child applies to be verified as a foster home, notify DFPS at the Child-Care Provider Login page of the DFPS website (RCC §1140) Within 2 business days of accepting the application DFPS Child-Care Provider Login RCC §1140
Home Development Specialist 1. If the person is verified, notify the child's CPS Caseworker in writing and provide a copy of the Foster Home Screening (RCC §1140) Within 2 business days of the verification Written notice to CPS Caseworker RCC §1140
Home Development Specialist 1. If the person is not verified, notify the child's CPS Caseworker in writing and explain why the person was not verified, at the Child-Care Provider Login page of the DFPS website (RCC §1140) Within 2 business days of determining the home will not be verified DFPS Child-Care Provider Login; written notice RCC §1140

Implementation guidance. The three §1140 notices are planned as dated Pulse tasks triggered by kin/fictive-kin application acceptance and verification decision; until built, Home Development logs the notice dates in Radius.

6B. SUBSTANCE USE SUPPORT SERVICES FOSTER HOME CREDENTIALING

Purpose and Overview

Credentialing for Substance Use Support Services ensures foster families are prepared to support children with substance use disorders through recovery-focused, non-punitive approaches. These requirements build upon Mental & Behavioral Health credentialing with substance-use-specific competencies.

Package-Specific Credentialing Requirements Summary

Package Training Hours Capacity Limit Special Requirements
Substance Use 4 hours SU-specific Per MH standards Substance-free home; recovery-supportive approach
Short-Term Assessment 4 hours STASS-specific Maximum 4 children Observation/documentation competency; transition management
Treatment Foster Care 20 hours additional (per TAC §749.863(c)) Maximum 2 children Dual credentialing (TFFC + Basic); intensive competencies

SU-CRED-1. Eligibility Prerequisites

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify foster home holds current T3C Basic Foster Family Home credential
  2. Verify Mental & Behavioral Health credential (SU follows MH pattern)
  3. Confirm no substance-related compliance issues in home history
  4. Document eligibility status
 Before initiating SU credentialing Credentialing system T3C Blueprint; FC-MH-01

SU-CRED-2. Substance Abuse Awareness Training (4 Hours)

Who How When Where Regulatory Reference
Training Coordinator
  1. Schedule foster parents for 4-hour substance abuse awareness training
  2. Training must cover: - Understanding addiction as disease (not moral failing) - Signs of substance use and intoxication - Relapse warning signs and triggers - Non-punitive, recovery-supportive approach - Responding to relapse appropriately - Maintaining substance-free home environment - Understanding Medication-Assisted Treatment (MAT)
  3. Document training completion
 Before placement of SU-package child Training facility or online T3C Blueprint; FC-SU-01
Home Development Specialist
  1. Verify training completion certificate
  2. Document in foster home credential file
  3. Update credential status in system
 Within 5 days of training completion Credentialing module FC-16

SU-CRED-3. Home Environment Assessment

Who How When Where Regulatory Reference
Home Development Specialist
  1. Conduct substance-free home environment assessment: - All medications secured (locked storage) - Alcohol not accessible to youth - No tobacco/nicotine products accessible - Prescription medications with abuse potential secured separately - Over-the-counter medications with abuse potential secured
  2. Document assessment findings
  3. Identify any remediation needed
 During credentialing assessment Foster home T3C Blueprint; FC-SU-01

SU-CRED-4. Recovery-Supportive Competency Assessment

Who How When Where Regulatory Reference
Home Development Specialist
  1. Assess foster parent understanding of: - Addiction as chronic condition requiring ongoing support - Recovery as process with potential setbacks - Non-punitive response to relapse - Supporting MAT compliance if applicable - Creating recovery-supportive environment
  2. Use SU Competency Checklist
  3. Document competency demonstration
 During credentialing assessment Foster home or office T3C Blueprint; FC-SU-01

SU-CRED-5. Credentialing Approval

Who How When Where Regulatory Reference
Credentialing Committee
  1. Review all SU-specific documentation: - Training completion - Home environment assessment - Competency assessment
  2. Approve, deny, or approve with conditions
  3. Document decision and rationale
 Within 7 days of complete application Committee review TAC §749.863
Home Development Specialist
  1. Notify foster family of decision
  2. Issue SU credential certificate if approved
  3. Update system with credential status
  4. Schedule any follow-up if conditions attached
 Within 3 days of committee decision Written notification T3C Blueprint

6C. SHORT-TERM ASSESSMENT SUPPORT SERVICES FOSTER HOME CREDENTIALING

Purpose and Overview

Credentialing for Short-Term Assessment Support Services ensures foster families are prepared to support children during time-limited assessment placements. These families must demonstrate competency in observation, documentation, and managing frequent transitions.

STASS-CRED-1. Eligibility Prerequisites

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify foster home holds current T3C Basic Foster Family Home credential
  2. Verify home has capacity for assessment placements (maximum 4 children unless sibling group)
  3. Assess family's ability to manage short-term placements
  4. Document eligibility status
 Before initiating STASS credentialing Credentialing system T3C Blueprint p.75

STASS-CRED-2. Short-Term Assessment Training (4 Hours)

Who How When Where Regulatory Reference
Training Coordinator
  1. Schedule foster parents for 4-hour Short-Term Assessment training
  2. Training must cover: - Understanding assessment placement purpose - Observation and behavioral documentation - Supporting children through multiple assessments - Maintaining stability during short-term placement - Managing frequent transitions - Communicating observations to assessment team - Supporting assessment appointments
  3. Document training completion
 Before placement of STASS-package child Training facility or online T3C Blueprint p.68-75
Home Development Specialist
  1. Verify training completion certificate
  2. Document in foster home credential file
  3. Update credential status in system
 Within 5 days of training completion Credentialing module FC-16

STASS-CRED-3. Observation and Documentation Competency Assessment

Who How When Where Regulatory Reference
Home Development Specialist
  1. Assess foster parent competency in: - Observing and documenting child behaviors - Tracking assessment appointments - Communicating observations to Case Manager - Maintaining daily logs - Recording behavioral patterns
  2. Use STASS Observation Competency Checklist
  3. Document competency demonstration
 During credentialing assessment Foster home or office T3C Blueprint p.68-69

STASS-CRED-4. Transition Management Competency Assessment

Who How When Where Regulatory Reference
Home Development Specialist
  1. Assess foster parent ability to: - Support children through short-term placements - Manage attachment and separation appropriately - Prepare children for transitions - Maintain emotional availability despite short placement - Support assessment process completion
  2. Document transition readiness assessment
 During credentialing assessment Foster home or office T3C Blueprint p.67-75

STASS-CRED-5. Capacity Verification

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify home capacity does not exceed 4 children (unless sibling group placement)
  2. Document current census
  3. Establish capacity monitoring process
 During credentialing assessment; ongoing Home capacity tracking T3C Blueprint p.75

STASS-CRED-6. Credentialing Approval

Who How When Where Regulatory Reference
Credentialing Committee
  1. Review all STASS-specific documentation: - Training completion - Observation/documentation competency - Transition management competency - Capacity verification
  2. Approve, deny, or approve with conditions
  3. Document decision and rationale
 Within 7 days of complete application Committee review TAC §749.863
Home Development Specialist
  1. Notify foster family of decision
  2. Issue STASS credential certificate if approved
  3. Update system with credential status
  4. Document capacity limit in system
 Within 3 days of committee decision Written notification T3C Blueprint

6D. T3C TREATMENT FOSTER FAMILY CARE CREDENTIALING

Purpose and Overview

Credentialing for Treatment Foster Family Care represents the most intensive foster home credentialing level, preparing families to provide the highest level of clinical intervention available in a family setting. CRITICAL: Both the foster home AND the CPA must maintain DUAL credentials for Treatment Foster Care AND Basic Foster Family Home to allow step-down within the same home.

TFFC-CRED-1. Eligibility Prerequisites

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify foster home holds current T3C Basic Foster Family Home credential (REQUIRED for dual credentialing)
  2. Verify Mental & Behavioral Health credential (TFFC builds on MH)
  3. Assess family capacity for intensive services (maximum 2 children)
  4. Verify family availability for multiple meetings per week
  5. Document eligibility status
 Before initiating TFFC credentialing Credentialing system T3C Blueprint p.143-144; Texas Family Code §264.1073

TFFC-CRED-2. Treatment Foster Care Specialized Training (20 Hours)

Per TAC §749.863(c): Caregivers must complete 20 hours additional training beyond standard foster parent training.

Who How When Where Regulatory Reference
Training Coordinator
  1. Schedule foster parents for 20-hour Treatment Foster Care specialized training
  2. Training must cover: - Managing high-acuity behaviors - Implementing intensive behavior support plans - Crisis intervention and de-escalation (advanced) - Supporting concentrated therapeutic treatment - Recognizing and responding to psychiatric emergencies - Understanding DSM-5 diagnoses - Working with treatment team - Maintaining therapeutic environment - Self-care and caregiver wellness
  3. Document training completion
 Before placement of TFFC-package child Training facility TAC §749.863(c); T3C Blueprint p.143
Home Development Specialist
  1. Verify 20-hour training completion certificate
  2. Document in foster home credential file
  3. Update credential status in system
 Within 5 days of training completion Credentialing module FC-16; TAC §749.863(c)

TFFC-CRED-3. Intensive Service Competency Assessment

Who How When Where Regulatory Reference
Clinical Team
  1. Assess foster parent competency in: - Implementing intensive behavior support plans consistently - Responding immediately during child crisis - Maintaining structured therapeutic environment - Recognizing psychiatric emergencies - Documenting behaviors and interventions - Participating in treatment team meetings
  2. Use TFFC Competency Assessment Tool
  3. Document clinical assessment findings
 During credentialing assessment Foster home and clinical setting T3C Blueprint p.143-144

TFFC-CRED-4. Availability and Commitment Assessment

Who How When Where Regulatory Reference
Home Development Specialist
  1. Assess foster parent ability to: - Attend multiple meetings per week (therapy, treatment team, school) - Respond immediately when child is in crisis (24/7 availability) - Participate in therapy with child as needed - Commit to intensive service demands
  2. Document availability assessment
  3. Verify support system for caregiver wellness
 During credentialing assessment Foster home T3C Blueprint p.143

TFFC-CRED-5. Capacity Verification (Maximum 2 Children)

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify home capacity does not exceed 2 children in foster care
  2. Document current census
  3. Establish capacity monitoring process
  4. Note: Lower capacity due to intensity of services required
 During credentialing assessment; ongoing Home capacity tracking T3C Blueprint p.143

TFFC-CRED-6. Dual Credentialing Verification

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify foster home maintains BOTH: - T3C Treatment Foster Family Care credential - T3C Basic Foster Family Home credential
  2. Document dual credential status
  3. Critical: Dual credentialing allows step-down to Basic in same home
  4. Flag homes without dual credential (cannot accept TFFC placements)
 Before TFFC credential issuance Credentialing system T3C Blueprint p.143

TFFC-CRED-7. Credentialing Approval

Who How When Where Regulatory Reference
Credentialing Committee
  1. Review all TFFC-specific documentation: - 20-hour specialized training completion - Intensive service competency assessment - Availability and commitment assessment - Capacity verification (max 2) - Dual credentialing status
  2. Require clinical team input
  3. Approve, deny, or approve with conditions
  4. Document decision and rationale
 Within 7 days of complete application Committee review with clinical input TAC §749.863; T3C Blueprint p.143-144
Home Development Specialist
  1. Notify foster family of decision
  2. Issue TFFC credential certificate if approved (simultaneously with Basic credential verification)
  3. Update system with dual credential status
  4. Document capacity limit (max 2) in system
 Within 3 days of committee decision Written notification T3C Blueprint

6G. MENTAL & BEHAVIORAL HEALTH SUPPORT SERVICES FOSTER HOME CREDENTIALING

Purpose and Overview

Credentialing for Mental & Behavioral Health Support Services ensures foster families are prepared to support children with mental health diagnoses through therapeutic parenting and crisis intervention. DUAL CREDENTIALING REQUIRED: CPA and home must hold BOTH MH AND Basic credentials to enable step-down (T3C Blueprint, October 2025, p.83).

T3C Blueprint Reference: Pages 78–88 (October 2025) Daily Rate: $169.49 ($109.92 CPA retainage + $59.57 FFH pass-through) Refuge House Procedure: FC-MH-01

MH-CRED-1. Eligibility Prerequisites

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify foster home holds current T3C Basic Foster Family Home credential
  2. Confirm home capacity does not exceed 4 children (unless sibling group)
  3. Assess family's therapeutic parenting capacity
  4. Document eligibility status
 Before initiating MH credentialing Credentialing system T3C Blueprint p.78–88

MH-CRED-2. Mental & Behavioral Health Training (4 Hours)

Who How When Where Regulatory Reference
Training Coordinator
  1. Schedule foster parents for 4-hour MH initial training
  2. Training must cover: - Therapeutic parenting techniques - Crisis de-escalation skills - Emotional regulation and boundaries - Managing challenging behaviors - Enhanced safety environment (self-harm risk, medication storage, de-escalation spaces) - Psychotropic medication management - Treatment team participation
  3. Document training completion
 Before placement of MH-package child Training facility or online FC-16 §4.3; T3C Blueprint p.82–83
Home Development Specialist
  1. Verify training completion certificate
  2. Document in foster home credential file
  3. Update credential status in system
 Within 5 days of training completion Credentialing module FC-16

MH-CRED-3. Mental Health First Aid Concepts (covered within standard training)

Who How When Where Regulatory Reference
Training Coordinator Mental Health First Aid concepts are covered within Refuge House's standard pre-service curriculum and the 4-hour MBH package training (MH-CRED-2); no separate external certification is required as an additional burden. Document coverage in the foster home credential file. Before first MH placement Standard curriculum / MBH package training T3C Blueprint p.82

MH-CRED-4. Therapeutic Environment Assessment

Who How When Where Regulatory Reference
Home Development Specialist
  1. Conduct enhanced safety assessment: - Self-harm risk items secured or removed - Medication storage (locked, separate from child access) - De-escalation spaces identified - Therapeutic environment supports healing
  2. Document assessment findings
  3. Identify any remediation needed
 During credentialing assessment Foster home T3C Blueprint p.82–83

MH-CRED-5. Clinical Competency Assessment

Who How When Where Regulatory Reference
Clinical Team
  1. Assess foster parent competency in: - Therapeutic parenting techniques - Crisis de-escalation - Emotional regulation and boundaries - Psychotropic medication management - Treatment team participation - Recognizing signs of mental health crisis
  2. Use MH Competency Checklist
  3. Document competency demonstration
 During credentialing assessment Foster home or clinical setting T3C Blueprint p.82–83

MH-CRED-6. Dual Credentialing Verification

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify foster home maintains BOTH: - T3C Mental & Behavioral Health credential - T3C Basic Foster Family Home credential
  2. Document dual credential status
  3. Critical: Dual credentialing enables step-down to Basic in same home
 Before MH credential issuance Credentialing system T3C Blueprint p.83

MH-CRED-7. Credentialing Approval

Who How When Where Regulatory Reference
Credentialing Committee
  1. Review all MH-specific documentation: - 4-hour MH training completion - Mental Health First Aid concepts (covered in standard training) - Therapeutic environment assessment - Clinical competency assessment - Dual credentialing status
  2. Approve, deny, or approve with conditions
  3. Document decision and rationale
 Within 7 days of complete application Committee review TAC §749.863; T3C Blueprint p.82–83
Home Development Specialist
  1. Notify foster family of decision
  2. Issue MH credential certificate if approved
  3. Update system with dual credential status
  4. Document capacity limit (max 4) in system
 Within 3 days of committee decision Written notification T3C Blueprint

6H. IDD/AUTISM SPECTRUM DISORDER SUPPORT SERVICES FOSTER HOME CREDENTIALING

Purpose and Overview

Credentialing for IDD/Autism Spectrum Disorder Support Services ensures foster families are prepared to support children with intellectual or developmental disabilities, including autism spectrum disorder. DUAL CREDENTIALING REQUIRED: CPA and home must hold BOTH IDD AND Basic credentials (T3C Blueprint, October 2025, p.128).

T3C Blueprint Reference: Pages 123–135 (October 2025) Daily Rate: $219.98 ($129.20 CPA retainage + $90.78 FFH pass-through) Refuge House Procedure: FC-IDD-01

IDD-CRED-1. Eligibility Prerequisites

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify foster home holds current T3C Basic Foster Family Home credential
  2. Confirm home capacity does not exceed 4 children (unless sibling group)
  3. Assess family's capacity for structured, specialized care
  4. Document eligibility status
 Before initiating IDD credentialing Credentialing system T3C Blueprint p.123–135

IDD-CRED-2. IDD/Autism-Specific Training (4 Hours)

Who How When Where Regulatory Reference
Training Coordinator
  1. Schedule foster parents for 4-hour IDD/Autism training
  2. Training must cover: - Developmental disability fundamentals - Autism spectrum disorder characteristics - Communication adaptation (including AAC devices) - Structured environment creation - Sensory processing and sensory-friendly environments - Behavior support plan implementation - Medical care coordination (OT, PT, speech, ECI)
  3. Document training completion
 Before placement of IDD-package child Training facility or online FC-16 §4.4; T3C Blueprint p.123–135
Home Development Specialist
  1. Verify training completion certificate
  2. Document in foster home credential file
  3. Update credential status in system
 Within 5 days of training completion Credentialing module FC-16

IDD-CRED-3. Enhanced Medical Training

Who How When Where Regulatory Reference
Training Coordinator
  1. Verify enhanced CPR certification (including swallowing/seizure response)
  2. Verify medication administration training (as applicable)
  3. Document certifications
 Before first IDD placement Certified training provider T3C Blueprint p.123–135

IDD-CRED-4. Environment and Accessibility Assessment

Who How When Where Regulatory Reference
Home Development Specialist
  1. Conduct IDD-specific environment assessment: - Sensory-friendly spaces available - Structured environment supports - Accessibility features (as applicable) - Safety modifications for developmental level - Technology readiness (AAC, adaptive devices)
  2. Document assessment findings
  3. Identify any modifications needed
 During credentialing assessment Foster home T3C Blueprint p.123–135

IDD-CRED-5. Specialized Competency Assessment

Who How When Where Regulatory Reference
Clinical Team
  1. Assess foster parent competency in: - Communication adaptation techniques - Structured routine implementation - Sensory regulation strategies - Behavior support plan implementation - Medical coordination (OT, PT, speech, ECI) - Crisis response for IDD population
  2. Use IDD Competency Checklist
  3. Document competency demonstration
 During credentialing assessment Foster home or clinical setting T3C Blueprint p.123–135

IDD-CRED-6. Dual Credentialing Verification

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify foster home maintains BOTH: - T3C IDD/Autism Support Services credential - T3C Basic Foster Family Home credential
  2. Document dual credential status
  3. Critical: Dual credentialing enables step-down to Basic in same home
 Before IDD credential issuance Credentialing system T3C Blueprint p.128

IDD-CRED-7. Credentialing Approval

Who How When Where Regulatory Reference
Credentialing Committee
  1. Review all IDD-specific documentation: - 6-hour IDD/Autism training completion - Enhanced medical training verification - Environment/accessibility assessment - Specialized competency assessment - Dual credentialing status
  2. Approve, deny, or approve with conditions
  3. Document decision and rationale
 Within 7 days of complete application Committee review TAC §749.863; T3C Blueprint p.123–135
Home Development Specialist
  1. Notify foster family of decision
  2. Issue IDD credential certificate if approved
  3. Update system with dual credential status
  4. Document capacity limit (max 4) in system
 Within 3 days of committee decision Written notification T3C Blueprint

6I. PACKAGE-SPECIFIC CREDENTIAL MAINTENANCE

Purpose and Overview

Foster homes with package-specific credentials require enhanced ongoing monitoring and annual compliance review to maintain their credentialing status.

Annual Compliance Review Requirements

Package Annual Training Requirement Special Monitoring
Mental & Behavioral Health 2-hour refresher Therapeutic environment re-assessment; dual credential verification
IDD/Autism 2-hour refresher Accessibility re-assessment; dual credential verification
Substance Use 2-hour refresher Home environment re-assessment
Short-Term Assessment Documentation competency review Capacity monitoring
Treatment Foster Care 8 hours annual specialized training Competency reassessment; dual credential verification

MH Annual Compliance

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify annual MH refresher training completed
  2. Re-assess therapeutic environment (safety items, de-escalation spaces)
  3. Verify dual credential maintained (MH + Basic)
  4. Review placement outcomes
  5. Document annual compliance
 Annually at credential anniversary Home visit; Training documentation T3C Blueprint p.78–88; FC-MH-01

IDD Annual Compliance

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify annual IDD refresher training completed
  2. Re-assess environment/accessibility features
  3. Verify dual credential maintained (IDD + Basic)
  4. Review placement outcomes
  5. Document annual compliance
 Annually at credential anniversary Home visit; Training documentation T3C Blueprint p.123–135; FC-IDD-01

SU Annual Compliance

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify annual SU refresher training completed
  2. Re-assess home environment for substance-free status
  3. Review any incidents related to SU placements
  4. Document annual compliance
 Annually at credential anniversary Home visit; Training documentation T3C Blueprint; FC-SU-01

STASS Annual Compliance

Who How When Where Regulatory Reference
Home Development Specialist
  1. Review observation/documentation quality
  2. Verify capacity compliance maintained
  3. Review transition outcomes for children placed
  4. Document annual compliance
 Annually at credential anniversary Placement data review T3C Blueprint p.67-75

TFFC Annual Compliance

Who How When Where Regulatory Reference
Home Development Specialist
  1. Verify 8-hour annual specialized training completed
  2. Re-assess intensive service competencies
  3. Verify dual credential maintained (TFFC + Basic)
  4. Verify capacity compliance (max 2)
  5. Review placement outcomes
  6. Require clinical team input
  7. Document annual compliance
 Annually at credential anniversary Home visit; Clinical review TAC §749.863(c); T3C Blueprint p.143-144

6J. FOSTER HOME CREDENTIALING REQUIREMENTS COMPARISON

Requirement Mental & Behavioral Health IDD/Autism Substance Use Short-Term Assessment Treatment Foster Care
Basic Credential Required ✅ ✅ ✅ ✅ ✅
MH Credential Required N/A ❌ ✅ ❌ ✅
Dual Credentialing ✅ (MH + Basic) ✅ (IDD + Basic) ✅ (SU + Basic) ❌ ✅ REQUIRED (TFFC + Basic)
Package-Specific Training 4 hours 4 hours 4 hours 4 hours 20 hours
Competency Assessment Therapeutic parenting; crisis de-escalation Communication adaptation; structured environment Recovery-supportive approach Observation/documentation; Transitions Intensive service; Crisis response
Home Environment Therapeutic environment; self-harm safety Sensory-friendly; accessibility Substance-free verification Standard Standard
Capacity Limit Max 4 children Max 4 children Max 4 children Max 4 children Max 2 children
Clinical Team Review Recommended Recommended Optional Optional REQUIRED
Annual Training 2-hour refresher 2-hour refresher 2-hour refresher Standard 8 hours specialized
Daily Rate $169.49 $219.98 $148.14 $150.40 $328.41
FFH Pass-Through $59.57 $90.78 $59.57 $73.18 $139.58

7. QUALITY ASSURANCE AND CONTINUOUS IMPROVEMENT

Purpose and Overview

Systematic quality review ensures home studies meet standards while continuously improving processes. Digital analytics enable data-driven improvements.

Who How When Where Regulatory Reference
Quality Assurance Manager Review study quality via dashboards:
  1. Sample review for completeness
  2. Assess credentialing consistency
  3. Identify training needs
  4. Track timeline compliance5. Report findings
 Quarterly QA review dashboard TAC §749.43
Home Development Team Team improvement meetings:
  1. Review difficult cases
  2. Share best practices
  3. Discuss credentialing challenges
  4. Update procedures5. Plan enhancements
 Monthly Team meeting platform Continuous improvement

8. HOME STUDY ADDENDUM PROCEDURES

Purpose and Overview

A home study addendum is a formal supplement to an existing foster family home study that documents changes, updates, or additional assessments without requiring a complete rewrite of the original study. Per TAC §749.2803(a)(5), changes in the types of services the foster home will provide trigger an addendum requirement. The addendum must stand on its own as a credentialing document while referencing the original home study as the foundational assessment.

Reference: For detailed AI-assisted addendum generation, see ai-development-guides/T3C_Home_Study_Addendum_Generation_Guide.md

8.1 Addendum Triggers

Trigger Timeline Key Requirements Regulatory Reference
T3C Credential Addition Before child placement Full credentialing assessment per package T3C Blueprint p.33; TAC §749.2803(a)(5)
Marriage, divorce, separation Before the change if possible; otherwise immediately upon discovery Updated household composition; reassess capacity TAC §749.2655; §749.2805
Death of household member Before the change if possible; otherwise immediately upon discovery Impact assessment; support evaluation TAC §749.2655; §749.2805
Birth/addition to household Before the change if possible; otherwise immediately upon discovery Updated composition; capacity impact TAC §749.2655; §749.2805
Change of address Before placement at new address Full safety inspection at new location TAC §749.2803(a)(2)
Change in capacity As determined Updated capacity assessment TAC §749.2803(a)(3); §749.2557
Change in ages/genders served As determined Updated placement parameters TAC §749.2803(a)(4)
Annual verification update 60 days before anniversary Per TAC §749.2453; include T3C re-credentialing TAC §749.2453
Adoption conversion Upon adoption request Per TAC §749.3201 (foster/adoptive dual verification) TAC §749.3201
Agency transfer Within 30 days Review prior documentation; conduct T3C assessment TAC §749.2803

8.2 Addendum Type Identifiers

Type Code Description
T3C_CREDENTIAL_CPA_BASIC T3C Basic Foster Family Home credential
T3C_CREDENTIAL_MH Mental & Behavioral Health Support Services
T3C_CREDENTIAL_IDD IDD/Autism Spectrum Disorder Support Services
T3C_CREDENTIAL_SU Substance Use Support Services
T3C_CREDENTIAL_TFFC Treatment Foster Family Care Support Services
T3C_CREDENTIAL_STASS Short-Term Assessment Support Services
T3C_CREDENTIAL_ADDON_KINSHIP Kinship Caregiver Support Services Add-On
T3C_CREDENTIAL_ADDON_TRANSITION Transition Support Services Add-On
T3C_CREDENTIAL_ADDON_PPY Pregnant & Parenting Youth Add-On
MAJOR_LIFE_CHANGE Major life change update per §749.2805
ANNUAL_UPDATE Annual re-credentialing review
CAPACITY_CHANGE Change in home capacity or placement parameters

8.3 Required Addendum Sections

Every home study addendum must include:

  1. Header Information — Addendum number, revision date, effective date, type identifier, home name, address, original home study date, prior addendum reference (if applicable)
  2. Change Summary — Brief narrative explaining what changed and why the addendum is being generated
  3. Training Verification — Table showing relevant training completion status with dates
  4. Assessment/Evaluation Content — The substantive body of the addendum (varies by type)
  5. Decision/Recommendation — Clear statement of the credentialing or update decision
  6. Updated Service Package Credentials — Current status table showing all packages/add-ons
  7. Authorization Signatures — T3C Transition Team Lead and LCPAA/Program Director

8.4 Addendum Generation Procedure

Who How When Where Regulatory Reference
Home Development Specialist
  1. Identify addendum trigger
  2. Select appropriate addendum type
  3. Gather all supporting documentation
  4. Complete package-specific assessment (if credentialing)
 Upon trigger identification Credentialing system TAC §749.2803; T3C Blueprint
Home Development Specialist
  1. Draft addendum using standard format
  2. Include all required sections
  3. Cite evidence sources for all claims
  4. Complete training verification table
 Within 14 days of trigger Addendum template FC-17.1
Supervisor/Clinical Team
  1. Review addendum for completeness
  2. Verify regulatory compliance
  3. Assess clinical competencies (if applicable)
  4. Recommend approval or revision
 Within 5 days of draft Review module TAC §749.861
Credentialing Committee
  1. Review addendum and supporting documentation
  2. Make credentialing decision
  3. Document decision and rationale
 Within 7 days of submission Committee review TAC §749.863
Home Development Specialist
  1. Finalize addendum with signatures
  2. Update credential status in system
  3. Update CLASS portal
  4. Notify foster family
 Within 3 days of approval Credentialing module; CLASS T3C Blueprint

8.5 Evidence Standards

All addenda must meet these evidence integrity standards:

Source Verification: Every factual claim must be traceable to: original home study narrative/interviews; training certificates with dates; home safety inspection; financial assessment; background checks; reference checks; credentialing assessment forms; Foster Home Quarterly Reviews; direct observation notes.

Prohibited Practices: Staff must NOT assume/fabricate information; infer unstated details; misattribute context; use incorrect relationship terminology; claim undocumented legal actions; or embellish interview responses.

Handling Uncertainty: Flag uncertain information with qualifying language; recommend follow-up verification; never fill gaps with assumptions.

8.6 Add-On Service Credentialing Rules

Per T3C Blueprint (October 2025) p.28:

Add-On Service Daily Rate CPA Retainage FFH Pass-Through T3C Blueprint Reference
Kinship Caregiver Support $38.22 $38.22 N/A (100% CPA) p.154–157
Transition Support $37.40 $11.28 $26.12 p.148–153
Pregnant & Parenting Youth $51.22 $24.94 $26.28 p.158–163

REGULATORY REFERENCES:

SSCC alignment (FY-26): Reviewed against the 2INgage Provider Manual Rev. 1.2026; aligned — no additional provider-specific provisions required. Cross-reference: FC-CQI-01 Continuous Quality Improvement Policy; FY-26 SSCC coverage tracker (temporary-reference/fy26-sscc-joint-monitoring/sscc-alignment/).

SSCC alignment (FY-26) — EMPOWER: EMPOWER Provider Manual Rev. 1.2026 — reviewed; aligned, no additional provider-specific provisions required. Cross-reference: FC-CQI-01 Continuous Quality Improvement Policy; FY-26 SSCC variance matrix.

SSCC alignment (FY-26) — OCOK: OCOK Network Management Operations Manual Rev. 7-1-2025 — reviewed; aligned, no additional provider-specific provisions required in this document. Cross-reference: FC-CQI-01 Continuous Quality Improvement Policy; FY-26 SSCC variance matrix.

SSCC alignment (FY-26) — 4Kids: 4Kids4Families Joint Operations Manual (Dec 2025) / Subcontractor Agreement — reviewed; aligned (4Kids items here are casework/Minimum-Standards-level), no additional provider-specific provisions required in this document. Cross-reference: FC-CQI-01 Continuous Quality Improvement Policy; FY-26 SSCC variance matrix.

SSCC alignment (FY-26) — Belong: Belong Stage I & II Provider Manual (Aug 2025) / Provider Services Agreement — reviewed; aligned, no additional provider-specific provisions required in this document. Cross-reference: FC-CQI-01 Continuous Quality Improvement Policy; FY-26 SSCC variance matrix.

SSCC alignment (FY-26) — SFCS: SFCS Placement Provider Manual (July 2020, publicly-sourced — currency unconfirmed) / 2019 Affiliate Provider Agreement — reviewed; aligned, no additional provider-specific provisions required in this document. Cross-reference: FC-CQI-01 Continuous Quality Improvement Policy; FY-26 SSCC variance matrix.

FORMS/ATTACHMENTS:

Digital Assessment Tools (previewforms.refugehouse.org):

Supporting Documents:

Substance Use Credentialing Forms:

Short-Term Assessment Credentialing Forms:

Mental & Behavioral Health Credentialing Forms:

IDD/Autism Credentialing Forms:

Treatment Foster Family Care Credentialing Forms:

Home Study Addendum Forms:

AI Development Partner Resources:

This procedure document operationalizes the principles established in the corresponding policy 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.

© 2026 Refuge House, Inc. · This is a controlled document. Always refer to the current version.