Procedure

Recruitment and Retention of Foster Families Procedure

Refuge House, Inc.
Last updated: July 24, 2026 · Source: policies-procedures/Procedure/Recruitment and Retention of Foster Families Procedure.md

REFUGE HOUSE, INC.

Procedure Information Details
PROCEDURE NAME Recruitment and Retention of Foster Families Procedure
PROCEDURE NUMBER FC-RR-01.1
LEGACY CODE FC-16.1
RELATED POLICY FC-RR-01 Recruitment and Retention of Foster Families Policy
EFFECTIVE DATE 2/20/12
REVISION DATE 7/13/26 (pending approval)
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 comprehensive implementation procedures for recruiting, developing, and retaining trauma-informed foster families capable of providing T3C Basic Foster Family Home Support Services and applicable Add-On Services, ensuring seamless integration between recruitment activities and T3C credentialing requirements while maintaining robust support systems for long-term family retention.

RELATIONSHIP BETWEEN POLICY AND PROCEDURE:

This procedure document implements the governing principles established in FC-RR-01 Recruitment and Retention of Foster Families Policy, which commits Refuge House to recruiting and retaining diverse foster families capable of providing trauma-informed care through TBRI® principles. This procedure provides specific step-by-step instructions for how staff operationalize recruitment activities, family development processes, and retention support services while integrating T3C credentialing requirements as detailed in FC-17.1 (Foster Home Studies and T3C Credentialing Procedure).

RESPONSIBILITY:

PROCEDURE:

1. RECRUITMENT ACTIVITIES AND COMMUNITY ENGAGEMENT

Purpose and Overview

Effective recruitment requires a multi-faceted approach that reaches diverse communities while clearly communicating the specialized nature of T3C service requirements. Our recruitment efforts focus on identifying families who have the capacity to provide trauma-informed care and who can successfully complete T3C credentialing requirements. Building on our policy commitment to recruit diverse foster families, these procedures ensure that prospective families understand both the challenges and rewards of providing T3C-level care.

Who How When Where Regulatory Reference
Home Development Department
  1. Assess agency recruitment needs by examining the demographics of those placed as well as the demographics of referrals that have been declined
  2. Strategically assess agency's financial resources by reviewing recruitment/home development department's budget
  3. Create recruitment message that will encourage the types of families needed
  4. Develop target-specific recruitment strategies for hard-to-place children
 Annually and as needed based on placement needs Home Development office FC-16.02
Home Development Department
  1. Coordinate Collaborative Regional Recruitment Meetings as consortium of agencies within region
  2. Participate in regional recruitment efforts with other agencies and the State
  3. Share recruitment strategies and resources with regional partners
  4. Document recruitment activities and outcomes
 Monthly or as scheduled regionally Regional meeting locations FC-16.01
Home Development Department
  1. Engage faith-based community through partnerships with congregations
  2. Develop presentations for congregations, small groups, and Sunday school classes
  3. Provide information about T3C service requirements and TBRI® training expectations
  4. **Include T3C credentialing information in all church presentations**5. Schedule speaking engagements and follow up with interested families
 Ongoing based on church availability and need Churches and faith-based community centers FC-16.01d,e
Home Development Department
  1. Educate community on foster children's needs through presentations to Home Owner Associations, Fitness Associations, and community leader engagements
  2. **Present compelling information about T3C services and specialized trauma-informed care**
  3. Use engaging presentations that provide true call to action
  4. Distribute recruitment materials including T3C service information5. Follow up with interested community members
 Ongoing based on community requests and identified need Community centers, association meetings, local group venues FC-16.01d,e
Home Development Department
  1. Facilitate relationship-based recruitment through existing foster families, personnel, alumni, and donors
  2. **Provide current families with T3C recruitment materials to share**
  3. Encourage word-of-mouth referrals from friends and families of current caregivers
  4. Document referral sources and track recruitment effectiveness5. Recognize families who successfully refer new caregivers
 Ongoing throughout year Through existing network contacts FC-16.01a,b,c
Home Development Department
  1. Conduct target-specific recruitment for hard-to-place children (teenagers, infants, challenging behaviors, medical needs)
  2. Speak to Nursing Organizations for medically complex children
  3. Present to Police and Detention Center Staff for behavioral challenges
  4. Engage Stay at Home Mom groups for infant care5. **Recruit families associated with tribes for ICWA-eligible children**
  5. **Include T3C specialized training requirements in target-specific recruitment**
 As needed based on child population served Professional organization meetings, tribal events, specialized group venues FC-16.01e
Home Development Department
  1. Implement strategic Internet placement to draw virtual community to website
  2. **Ensure website includes comprehensive T3C service information**
  3. Maintain social media presence with trauma-informed care messaging
  4. Track website engagement and online recruitment effectiveness5. Respond promptly to online inquiries with T3C service information
 Ongoing digital marketing efforts Online platforms and Refuge House website FC-16.01
All staff, volunteers, subcontractors, authorized agents, affiliated entities
  1. Do not contact the verified family of another CPA for the purpose of recruitment or transfer of a foster home (RCC §1220)
  2. Confirm in every recruitment activity above that contact lists and targeting exclude other CPAs' verified families
  3. When a currently verified family of another CPA initiates contact on their own, process them as a transfer family per FC-RR-01 (family-initiated only) and document that the family made first contact
 At all times, in every recruitment activity All recruitment channels RCC §1220

SSCC-2INGAGE — addition start (provider-specific; remove this block if the 2INgage contract ends)

For the 2INgage network (Region 2), Refuge House participates in joint and network recruitment and capacity-building activities coordinated with 2INgage. Foster-parent support types satisfying the CPA support requirement are itemized in §5 below. (2INgage Provider Manual Rev. 1.2026 §3, pp.13–14; §4, pp.21–23)

SSCC-2INGAGE — addition end

SSCC-EMPOWER — addition start (provider-specific; remove this block if the EMPOWER contract ends)

For the EMPOWER network (Region 3E), Refuge House participates in joint/network recruitment and capacity-building coordinated with EMPOWER; foster-parent support is provided through stabilization services, TBRI training, respite, and coaching (EMPOWER Provider Manual Rev. 1.2026 §3, p.15; §4, p.24; §10, p.45).

SSCC-EMPOWER — addition end

SSCC-OCOK — addition start (provider-specific; remove this block if the OCOK contract ends)

For the OCOK network, Refuge House maintains a detailed recruitment plan for foster, adoptive, and alternate-care families as required by the SSCC contract, and delivers foster-parent support — including child and caregiver contact within 1 business day (not to exceed 72 hours) of placement and 24/7/365 crisis support — to minimize placement disruptions (OCOK Network Management Operations Manual Rev. 7-1-2025 §2.04; §6.03, p.152).

SSCC-OCOK — addition end

SSCC-BELONG — addition start (provider-specific; remove this block if the Belong contract ends)

For the Belong network, Refuge House delivers foster-parent support to minimize disruptions — including contact with the child and caregiver within 1 business day (not to exceed 72 hours) of placement and ongoing 24/7/365 crisis support — and follows Belong's Ethical Family Transfer Process (notify the originating agency within 5 business days; no further contact for 30 days; transfer records within 30 days) (Belong Stage I & II Provider Manual, pp.14–15, 45).

SSCC-BELONG — addition end

SSCC-STFRANCIS — addition start (provider-specific; based on the publicly-sourced July-2020 SFCS manual — confirm against the current SFCS manual; remove this block if the SFCS contract ends)

For the SFCS network, Refuge House delivers foster-parent support to minimize disruptions — contact with the child and caregiver within 1 business day (not to exceed 72 hours) of placement and ongoing 24/7/365 crisis support — and participates in SFCS joint recruitment activities (SFCS Placement Provider Manual, July 2020 §§1.6, 2.12).

SSCC-STFRANCIS — addition end

2. INITIAL CONTACT AND FAMILY ENGAGEMENT

Purpose and Overview

The initial contact phase sets the foundation for successful foster family development and eventual T3C credentialing. During this critical period, families receive comprehensive information about both standard foster care requirements and the enhanced expectations of T3C service delivery. This phase leverages our existing network of current families, emancipated youth, personnel, and stakeholders to provide personal connections and authentic insight into the fostering experience.

Who How When Where Regulatory Reference
Home Development Department
  1. Respond to prospective foster parent inquiries by phone and e-mail
  2. **Provide comprehensive information about T3C service requirements and TBRI® training expectations**
  3. Forward all initial paperwork via e-mail immediately following conversation
  4. **Include T3C credentialing overview in initial information packet**5. Create and begin prospective foster family contact log for tracking
 Within same business day of initial contact Phone or email with follow-up information packet FC-16.01
Home Development Department
  1. Schedule and conduct initial home screening visit within 10 days of cleared criminalsrials
  2. **Assess family's readiness for T3C credentialing requirements during initial visit**
  3. Ensure home meets Refuge House requirements
  4. Review prospective foster parent's initial assessments5. **Complete T3C readiness evaluation using FC-CRED-01 assessment tool**
  5. Document initial home screening visit on foster family contact log
 Within 10 days of cleared criminalsrials prior to Pre-Service training Prospective foster family home FC-16.03a
Home Development Department
  1. Provide prospective families with information about agency mission, vision, motto, philosophy, organizational structure, and organizational grievance policies
  2. **Include comprehensive overview of T3C transformation and service benefits**
  3. Review policies, guidelines, and possible consequences for failure to comply
  4. **Explain T3C credentialing process and timeline**5. Provide program/services overview and characteristics of population served
  5. **Review entire T3C service delivery process including TBRI® requirements**
 During RH 101 - Orientation training Training facility FC-16.03a, 16.04 a,e,f

3. COMPREHENSIVE PRE-SERVICE TRAINING IMPLEMENTATION

Purpose and Overview

Pre-service training prepares families for both standard foster care responsibilities and the specialized requirements of T3C service delivery. This comprehensive training approach ensures families are well-prepared and capable of meeting the complex needs of children with trauma histories while implementing TBRI® principles in daily caregiving.

Who How When Where Regulatory Reference
Home Development Department
  1. Contact prospective foster parents 3-4 days prior to pre-service training
  2. **Explain need for FBI fingerprint-based criminal history check and T3C training requirements**
  3. Provide instructions for scheduling and encourage completion of all paperwork
  4. **Review T3C credentialing timeline and training expectations**5. Send reminder e-mails with training schedules and T3C information
 3-4 days before each training session Phone and email contact
Home Development/ Current Foster Parent/ Prospective Foster Candidates 1. Conduct RH 101 - Orientation training covering: - History of the Agency - Refuge House Mission, Vision, Motto - Philosophy and Faith - Organizational Goals - Organizational Structure - Organizational Grievance policy and practices - Policies, guidelines and possible consequences for failure to comply - **T3C transformation overview and benefits for children** - Program/Services Offered - Characteristics of population we serve - Overview of the job of a foster parent, or other caregiver - Schedule and Training Requirements of Pre-Service - **T3C credentialing requirements and TBRI® training expectations** - Review entire Screening process including Home Study Process - Why Refuge House? - Charge to All Who Serve - Next Steps Each training session Training facility FC-16.03a, 16.04 a,e,f
Training Staff 1. Provide Mini-PRIDE training (12 hours) including: - How to Integrate the Child into the Family - Constructive Guidance and Discipline of Children - Developmental Stages of Children - Fostering Children's Self-Esteem - Positive Interactions with Children - Cultural Competency and Diversity - ICWA - Strategies and Techniques for Working with the Population of Children Served - Supervision and Safety - Assisting in Visitation and Court Hearings - Practices in the Care of Children - Different Roles of Caregivers - Parenting another parents child - Reimbursement for the care and support of a child - Measures to Prevent, Identify, Treat, and Reporting Suspected Occurrences of Child Abuse, Neglect and Exploitation - Connecting with PRIDE - Teamwork Towards Permanency - Foster Care as a Temporary Intervention - Attachment and Losses - Strengthening Family Relationships - SIDs/Shaken Baby - Continuing Family Relationships - Planning for Change - **Integration of TBRI® principles throughout PRIDE curriculum** - Charge to Serve During pre-service training period Training facility FC-16.03b,c,d,e,f,g,h; FC-16.04c,d; FC-16.05d
SAMA Certified Trained Professional 1. Provide SAMA (behavioral management) training (16 hours initial, 8 hours annually) covering: - Section 1 – Intro SAMA - Section 2 – Assisting Process - Section 3 – Protection of Self or Others - Section 4 – Managing Violent Behaviors - Section 5 – Object Retrieval - **Integration with TBRI® de-escalation techniques** - Assessment of ability to perform interventions using SAMA checklist - Documentation of competency demonstration Initial pre-service training and annual refresher Training facility FC-16.04c,d
Training Staff 1. Provide additional required trainings: - **TBRI® Foundation Training** - Evidence-informed treatment model for T3C - **Universal Human Trafficking Prevention** - Required for all T3C families - Psychotropic Medications (2 hours) - Transportation (2 hours) - First Aid/CPR (2-4 hours) - Water Safety (1 hour minimum, if applicable) - Developmental Milestones (2 hours) - On-Line Medical Consent (1 hour) - Medical and Rehabilitation Intervention Training (1 hour, if necessary) - **T3C Orientation and Vision** - Understanding T3C transformation During pre-service training period and as required Training facility or online Various training requirements

4. HOME STUDY COORDINATION AND T3C ASSESSMENT INTEGRATION

Purpose and Overview

The home study process serves dual purposes: meeting DFPS licensing requirements and conducting the initial assessment for T3C credentialing capability. This integrated approach ensures families are evaluated comprehensively for their ability to provide both standard foster care and specialized T3C services using trauma-informed approaches.

CRITICAL REQUIREMENT: All Home Studies must be completed prior to a family being officially verified and able to receive placements per TAC §749.2470 (foster home verification).

Who How When Where Regulatory Reference
Home Development Department
  1. Simultaneously conduct in-depth home study process and T3C credentialing assessment per FC-17 Home Studies Policy
  2. **Gather comprehensive information required for both DFPS licensing and T3C credentialing per FC-CRED-01**
  3. Complete all required documentation, assessments, and forms per existing home study procedures
  4. **Assess family's trauma-informed care capacity and TBRI® readiness**5. **Evaluate ability to meet T3C service delivery requirements**
  5. Document assessment findings for both licensing and credentialing purposes
 Simultaneously during home study process Prospective foster family home and office settings TAC §749.2470 (verification); FC-17; FC-T3C-01; T3C Blueprint p.33
Home Development Department 1. Review all agreements with prospective caregivers including: - Refuge House Disaster Plan - Tobacco Policy - Statement of Foster Parents and Child-Placing Agency Rights and Responsibilities (DFPS Form 3001) - Infant and Toddler Safety Agreement - Outdoor Recreation Space and Equipment Policy (if applicable) - Discipline Policy and Acknowledgement - Responsibilities for Reporting Abuse and Neglect - Alternatives to Physical Punishment - DFPS Standards and Safety Compliance - Confidentiality Agreement - Grievance and Appeal Process - Statement of Faith - Whistle-blower Policy - Foster Parent Agreement/Mini-Break Provider Agreement (as applicable) - **T3C Service Package Agreement and expectations** - **TBRI® implementation commitment** During home study process Home study meetings FC-16 requirements
Home Development Department 1. Ensure completion of required acknowledgments including: - Caregiver Handbook - Policies and Procedures - Refuge House Forms - Texas Health Steps Brochures - **T3C credentialing requirements and expectations** - **TBRI® training and implementation guidelines** During home study process Home study meetings FC-16 requirements

5. ONGOING RETENTION AND SUPPORT SERVICES

Purpose and Overview

Retention services ensure long-term placement stability and family satisfaction through comprehensive support systems. Recognition that T3C service delivery requires enhanced support leads to specialized retention strategies that address the additional complexity and requirements of trauma-informed care delivery.

The support types below — 24/7 multi-level availability, ongoing RHU/TBRI training, Therapeutic Case Management and clinical consultation, respite (FC18-01), community-building events, financial/holiday support, the secure caregiver community portal, and twice-monthly home visits with transportation assistance — constitute the Provider's documented support to foster parents and satisfy the SSCC expectation that providers furnish ongoing caregiver support to enhance placement stability and prevent disruption (2INgage Provider Manual, Rev. 1.2026, §4 Placement Stability, pp.21–23; EMPOWER Provider Manual, Rev. 1.2026, §4 Placement Stability, p.24 — parallel support-to-prevent-disruption requirement; Belong Stage I & II Provider Manual, Aug 2025, p.15 — "deliver foster parent support services to minimize placement disruptions"; CPA "types of Provider's support to foster parents" monitoring item).

Who How When Where Regulatory Reference
Case Managers
  1. Implement "How a placement starts is how a placement will end" philosophy by spending adequate time on placement preparation and documentation review
  2. Provide comprehensive placement information to families
  3. **Review T3C service requirements specific to each child**
  4. Ensure family understanding of service expectations and documentation requirements5. **Coordinate with T3C credentialing requirements per FC-17.1 (Foster Home Studies and T3C Credentialing Procedure)**
 With each new placement Foster family homes and case management meetings T3C Blueprint p.47-55
Case Managers, Treatment Managers, Treatment Director, CEO
  1. Provide 24/7 availability through four levels of personnel
  2. Maintain multiple contact methods including office & cell phone, text messaging, e-mail, instant messenger, community page, Face Time, and Skype
  3. **Ensure specialized trauma-informed consultation availability for T3C families**
  4. Document all contacts and support provided5. **Provide enhanced support for T3C service coordination**
 24/7 availability throughout placement Multiple communication platforms and emergency response FC-16.09f
Training Coordinator
  1. Provide ongoing training through RHU training model including T3C-specific training
  2. Create training schedule that addresses both regulatory requirements and T3C competency maintenance
  3. **Ensure TBRI® refresher training and advanced skill development**
  4. Track training completion and competency maintenance for T3C credentialing5. **Provide specialized training for Add-On Services as applicable**
 Ongoing throughout year with annual requirements Training facilities and virtual platforms Training requirements
Home Development Department
  1. Coordinate events and socials (1-2 per year) for caregivers, personnel, and children
  2. Plan activities that build community such as Blueberry and Blackberry picking, roller-skating, minor league baseball games
  3. **Include T3C families in specialized support events**
  4. Foster "family who plays together stays together" philosophy5. Document event participation and family feedback
 1-2 events per year Various community venues FC-16.09f
Administrative Staff
  1. Provide Christmas holiday support with gifts ranging from $150 to $500 spent per child
  2. Allow families to give gifts as if they are from them or from "Santa"
  3. **Coordinate holiday support for T3C families recognizing enhanced service complexity**
  4. Document gift distribution and family satisfaction5. Provide financial stability and genuine holiday enjoyment
 Annual Christmas season Foster family homes FC-16.09f
Home Development Department
  1. Maintain community room on website for secure caregiver interaction
  2. Enable profile creation, information sharing, blog reading, chat room discussions, and photo sharing — photos or images of children in care are never posted or shared absent written CPS caseworker approval and the RCC §1733 conditions (best interest, no conservatorship reference, no commercial use)
  3. **Provide T3C-specific resources and information**
  4. Ensure no outside individuals access to maintain honest peer expression5. Monitor for appropriate use and family support
 Ongoing website maintenance Refuge House website community platform FC-16.09d
Case Managers
  1. Provide regular and frequent visitation with twice monthly home visits
  2. Assist with transportation to visits, court, and appointments
  3. **Attend all psychiatric appointments to support T3C service coordination**
  4. **Provide

NOTE (7/13/26): the retention-support table above ends mid-row — the remainder of the legacy §5 content (retention strategies 8–19) was truncated in a prior conversion. The full strategy list remains authoritative in FC-RR-01 Policy, Core Requirement 4; restore the truncated rows here at the next revision.

6. FOSTER FAMILY COMMUNICATION PLAN OPERATIONS (RCC §2110)

Purpose and Overview

RCC §2110 requires a written foster family communication plan for disseminating information to foster families, available to CPS upon request. FC-RR-01 Policy (Core Requirement 4, "Written Foster Family Communication Plan") states the plan's required contents; this section operationalizes its delivery and evaluation. The existing communication practices in §5 above (24/7 multi-level availability, community page, portal, e-mail/SMS, home visits) are the plan's delivery methods.

Who How When Where Regulatory Reference
Home Development Department / Training Coordinator
  1. Disseminate updates to the Minimum Standards and residential contracts and notices from DFPS to all foster families on receipt
  2. Announce available training opportunities via the RHU training calendar
  3. Use the plan's stated methods — phone, text/SMS, e-mail, website community room, Foster Parent Portal, Pulse — for routine notices; use the 24/7 emergency channels for emergency notices (RCC §2110)
 Routine: at least monthly and on receipt of a DFPS notice; Emergency: immediately All communication channels RCC §2110
Case Managers 1. At the next home visit after a communication-plan notice requiring action, verify and document that the required action was taken (the plan's evaluation process) (RCC §2110) Next home visit after each actionable notice Foster family homes; Radius RCC §2110
Program Director 1. Maintain the current written communication plan (FC-RR-01 Core Requirement 4 + this section) and provide it to CPS upon request (RCC §2110) On request; reviewed annually Agency office RCC §2110

7. ANNUAL MATERIALS DISTRIBUTION TO FOSTER HOMES (RCC §§2210–2220)

Who How When Where Regulatory Reference
Home Development Department
  1. Send to each verified foster home the four Texas Health Steps items from the Texas Health Steps Resource Catalog: Don't Miss a Beat (EPSDT-05), Checkups Help Children Stay Healthy (EPSDT-08), Good Health Takes More Than an Apple a Day (EPSDT-16), and Case Management (CM1-182) (RCC §2210)
  2. Document the send date per home in Radius
 At least annually per foster home Mail/portal to each foster home RCC §2210
Home Development Department
  1. Distribute Medicaid Medical Transportation program information (Medical Transportation Brochure, English/Spanish, Texas Health Steps Resource Catalog) to foster homes (RCC §2220)
  2. Document distribution
 With the annual Texas Health Steps set and at initial verification Mail/portal to each foster home RCC §2220

Implementation guidance. The annual distribution is planned as a dated Pulse task per home; until built, it rides the annual home-study update packet with the send date logged in Radius.

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