REFUGE HOUSE, INC. — T3C PROFESSIONAL STAFFING PLAN

PURPOSE & HOW TO READ THIS PLAN

"Staffing plan," for a T3C child-placing agency, is not a free-form headcount document — it is the demonstration that the agency has assigned qualified, accountable staff to each function the T3C System Blueprint requires. This plan is therefore organized around the T3C requirements rather than around an org chart, so it stays meaningful as people change roles:

• Part A — The 8 T3C Infrastructure Functions. The Blueprint requires these eight functions to be operational and assigned. This is the spine of the plan; it changes only when the Blueprint changes.
• Part B — Executive Leadership. Who signs, credentials, and oversees.
• Part C — Site Rosters (Dallas / San Antonio). The living, frequently-updated lists of clinical and operational staff by site.
• Part D — Case Manager Supervisor & Duty-Based Roles. How leadership consolidates the Blueprint's duty-based roles.
• Part E — Contracted & External Resources. Wave 2 (MBH + IDD/Autism) clinical supports.
• Part F — Caseload & Workload Sizing. Service unit; T3C point system; §749.679 caps; assignment, monitoring, and reassignment.
• Part G — Minimum Standards & Contract Staffing Requirements. How the plan satisfies 26 TAC Ch. 749 and the RCC Contract.
• Part H — Privacy & Security Role Designations.
• Part I — Recent Changes / New Hires Log.

Maintenance rule: when staff change, update the site roster (Part C) and the function table (Part A) only; the framework (Parts A headings, D, F) is stable. Verification of function staffing is documented in the T3C Infrastructure Function Implementation Verification (Dallas + San Antonio; originally Nov 8, 2025; reaffirmed/updated May 5, 2026). Changes to key roles (Board President, CEO/Administrator, Treatment Director) are reported to oversight entities within 7 days.

Note on personal data: this plan records names and roles only. Government identifiers (SSN), dates of birth, and other sensitive personal data are handled solely through HR/system-setup channels (see the IT Data Management & Security Policy §5.2 — No PHI/PII by email) and are never recorded here.

PART A — THE EIGHT (8) T3C INFRASTRUCTURE FUNCTIONS

All eight functions are operational across both Dallas and San Antonio per the T3C Infrastructure Function Implementation Verification.

PART B — EXECUTIVE LEADERSHIP

Shared (cross-agency) non-direct-care staff. Refuge House operates two legal entities — Refuge House, Inc. (Dallas, Permit 859955) and Refuge House San Antonio, Inc. (Permit 891410). Non-direct-care leadership and administrative staff are shared across both agencies: Michele Gorman (ED), Jeannie Duarte (Director of Operational Development / CQI / Security Lead), Brittney Wilson (HRQAD), and Lindsay Reed (Compliance & Cross System; serves as the San Antonio Program Director/LCPAA as a unified role, until further notice). Direct-care staff — Treatment Directors, Program Directors, Case Manager Supervisors, Case Managers, and Foster Home Developers — are site-specific and listed by location in Part C.

Governance & key-role-change notification. Governance is provided by the Board of Directors (Board President); Michele Gorman, Ph.D. serves as CEO/Executive Director and Child-Care Administrator of record. Changes to key roles — Board President, CEO/Administrator, and Treatment Director — are reported to all oversight entities (DFPS and each contracting SSCC) within 7 days of the change.

PART C — SITE ROSTERS (living)

Terminology: "Case Specialist" is Refuge House's updated title for the Case Manager — the Minimum Standards "child placement staff" role (§749.661/.663/.673). The two terms are equivalent throughout this plan.

Dallas

San Antonio

San Antonio roster is being updated — a refreshed Dallas and San Antonio staff list is pending from leadership; this section will be revised on receipt.

PART D — CASE MANAGER SUPERVISOR & DUTY-BASED ROLES

Several T3C Blueprint roles are designated, by their job descriptions, as "Full-Time or Duty-Based Role Assignment" — meaning they may be fulfilled either by a dedicated hire or as a duty assigned to a qualified staff member. Refuge House aligns the Case Manager Supervisor to hold the following duty-based roles from a leadership standpoint, providing direction and accountability while front-line staff execute:

• Education Liaison (Function #5) — supported operationally by the RYSC and the Dallas Education Specialist.
• Behavior Support Specialist (BSS) / Mentor — clinical delivery via contracted/external resources (Part E); the Case Manager Supervisor and the Regional Youth Stability Coordinator (RYSC) share the duty-based role, coordinating and overseeing delivery.
• Crisis Management Lead — leadership of the 24/7 crisis-response and on-call system (FC-04 Crisis Management; FC-OC-01 On-Call).

The Dallas Case Manager Supervisor (Cheryl Parker) and the San Antonio Case Manager Supervisor (Michelle Albert) — both experienced supervisors — hold these duty-based roles for their respective sites. A Case Manager Supervisor may carry a partial case load for capacity purposes and while newly hired staff are in training/onboarding, then step back as those staff come up to full caseload. This consolidation keeps duty-based functions accountable to a single supervisory role while the agency scales, and is consistent with the duty-based designation in the underlying job descriptions. Specific duty assignments are recorded on the site roster (Part C) and in the assignee's job description.

PART E — CONTRACTED & EXTERNAL RESOURCES (Wave 2: MBH + IDD/Autism)

PART F — CASELOAD & WORKLOAD SIZING

F.1 Service Unit & Population

Current census (as of June 2026): Dallas 56 · San Antonio 28 — 84 children total. This is well below full capacity, and staffing is scaled to the actual census through the T3C caseload point system (F.2) and the §749.679 caps (F.3) — not to a theoretical maximum.

For staffing-ratio design purposes, a complete (full-capacity) Refuge House service unit is modeled at approximately 200–225 children; ratios are built so the agency can scale to that capacity while remaining compliant at the current, lower census. Admission emphasis follows the Youth for Tomorrow (YFT) Levels of Care (Basic, Moderate, Specialized, Intense, and Primary Medical Needs) and the RCCL service types (Child-Care and Treatment Services), now expressed through the T3C Service Packages, and all staffing follows RCCL Minimum Standards. Consistent with Part D, qualified individuals may function in more than one role. (Census is a living figure — update as placements change.)

F.2 T3C Caseload Point System

Workload is governed by the T3C caseload point system (see FC-WCM-01 Worker Contact & Monitoring §13a, the T3C Reference Guide, and the T3C Caseload Point System & Staffing Ratios reference), which keeps caseloads sized so required contact and monitoring frequency remains achievable:

Mixed caseloads are permitted; maximum 120 points per Case Manager; Aftercare continuity contacts accrue 0.5 points per active case.

F.3 Minimum Standards Caseload Caps (§749.679)

Independent of the point system, child placement staff caseloads may not exceed the Minimum Standards limits:

• Foster children only: ≤ 35 (child-care services) · ≤ 25 (treatment services) · ≤ 30 (combination of child-care + treatment)
• Foster homes only: ≤ 15 homes
• Combination of children + homes: ≤ 30 cases — counting each child as 1, each foster family home as 1, and each foster group home as 2

The strictest applicable limit controls — the T3C 120-point cap (F.2), the §749.679 numeric caps (above), and any contract / Service-Package ratio.

F.4 Assignment Methodology

Caseloads are assigned systematically, considering: case complexity and status; the worker's experience, skills, and strengths; current workload size and difficulty; geographic location and number of homes/children in a region; the treatment needs and cultural/adaptive needs of the child(ren) and home; and foster-parent experience. Assignments are changed only in the best interest of a child or family, or due to circumstances beyond Refuge House's control.

F.5 Monitoring & Reassignment

Child Placement Management Staff continuously monitor caseloads — including via the Radius Population Report (assigned homes, children placed, vacant beds) — and review and redistribute on staff hire or separation. Cases unassigned during a transition are handled directly by a supervisor or senior staff, or distributed equitably, always within these workload guidelines.

F.6 Support for Less-Experienced Staff

Less-experienced staff receive guidance, direct assistance, and workload relief from tenured supervisors and managers (Treatment Managers, Program Directors, Case Manager Supervisors), supporting both skill development and quality of service.

PART G — MINIMUM STANDARDS & CONTRACT STAFFING REQUIREMENTS

Beyond the T3C infrastructure functions (Part A), this plan satisfies the staffing requirements of the 26 TAC Chapter 749 Minimum Standards and the DFPS 24-Hour Residential Child Care (RCC) Contract. Where requirements differ, the strictest applicable requirement controls.

G.1 Required Positions (Minimum Standards)

Detailed qualifications for each position are maintained in the corresponding signed job descriptions; this plan records the position, its Minimum Standards basis, and the current incumbent.

G.2 Caseload Standards

Child placement staff caseloads comply with §749.679 (Minimum Standards caseload requirements). Refuge House applies the stricter of the Minimum Standards limit, the T3C caseload point system (Part F; 120-point cap), and any contract / Service-Package ratio. Treatment Managers / CPMS monitor and adjust assignments (see FC-WCM-01 Worker Contact & Monitoring).

G.3 Employee Qualifications, Screening & Training

• Minimum employee qualifications — §749.605; general employee/caregiver responsibilities §749.607; tuberculosis screening §749.609.
• Background checks — 26 TAC Chapter 745, Subchapter F (CBCU); FC-BC-01 Background Check & Eligibility (staff, caregivers/household, substitutes, volunteers, contractors).
• Pre-service & annual training — 26 TAC Chapter 749, Subchapter G; FC-16 Staff & Caregiver Training (TBRI®, EBI, HIPAA, normalcy, suicide prevention, etc.).
• Volunteers / contractors performing staff functions — §749.761, §749.763, §749.767 (applies to the San Antonio contracted behavior-support provider and the San Antonio clinical intern — Part E).
• Personnel records — §749.551, §749.553, §749.555.

G.4 Contract (24-Hour RCC) & T3C Blueprint Staffing Requirements

PART H — PRIVACY & SECURITY ROLE DESIGNATIONS

(See IT Data Management & Security Policy §5 — HIPAA, Privacy & Transmission Security.)

PART I — RECENT CHANGES / NEW-HIRES LOG

REFERENCES

• T3C System Blueprint — the eight (8) required infrastructure functions; Service-Package staffing requirements
• T3C Infrastructure Function Implementation Verification (Dallas + San Antonio; originally Nov 8, 2025; reaffirmed/updated May 5, 2026)
• RH 8-Function Organizational Chart, v2 (2026-04-28)
• FC-WCM-01 Worker Contact & Monitoring (caseload point system); FC-16 Staff & Caregiver Training; FC-BC-01 Background Check & Eligibility
• 26 TAC Ch. 749 staffing standards: §749.305/.307 (main/branch admin & treatment director); §749.631/.635/.637/.154 (CPA administrator); §749.661/.663/.667/.669 (child placement staff & management); §749.673/.675/.677 (qualifications); §749.679 (caseloads); §749.721/.723/.725/.727 (treatment director); §749.741 (RN/PMN); §749.605/.607/.609 (employee qualifications/TB); §749.761/.763/.767 (volunteers/contractors); §749.551/.553/.555 (personnel records)
• 24-Hour Residential Child Care Contract: §1111 (placement-request response), §1115 (Emergency On-Call Contact; 24-Hour Awake Supervision; Addendum #5); 26 TAC Ch. 745 Subch. F (background checks)
• Permits 859955 (RH, Inc.) and 891410 (RH San Antonio, Inc.)

This is a living, program-specific staffing plan governed by the T3C System Blueprint's infrastructure-function requirements. It is maintained by the Director of Operational Development and HRQAD and updated as staffing changes; the framework (Part A functions) changes only with the Blueprint.