REFUGE HOUSE, INC.

PURPOSE:

To operationalize FC17-06 by specifying caregiver transportation responsibilities, the escalation path when a caregiver cannot transport, vehicle and pre-trip requirements, the child-passenger-safety restraint chart, and the requirements for older-youth transport, learning to drive, special-needs transport, and youth driver licensing.

PROCEDURE:

1. Caregiver Transportation Responsibility

Foster/adoptive parents provide routine transportation for the children in their care as they would for their own biological children — including, but not limited to, transportation to medical appointments, therapy, and to and from school, and as necessary recreational activities, family visitation, court hearings, PAL/transition activities, and conferences and meetings for permanency or transition.

When a caregiver is unable to provide transportation, the caregiver identifies an appropriate alternative, which may include contacting the Refuge House Case Specialist to assist with arrangements. Failure to ensure transportation is a violation of the child's service plan and may result in corrective action or closure of the home.

Per the DFPS 24-Hour RCC Contract, Refuge House is ultimately responsible for all transportation. When a caregiver cannot transport due to extenuating circumstances and gives at least 24 hours' notice, Refuge House arranges transportation.

2. Escalation Path When the Caregiver Cannot Transport

1. The caregiver gives at least 24 hours' advance notice (when possible) to the Refuge House Case Specialist.
2. The Case Specialist identifies an alternative in this preferred order: (a) an approved back-up driver in the home; (b) an approved Refuge House staff transporter; (c) an approved kinship/family-member transporter; (d) an SSCC-arranged transport.
3. If no alternative is available, the Refuge House Program Director contacts the SSCC Director — the OCOK Director of Therapeutic Services in OCOK regions; the Saint Francis Permanency Specialist in SFCS regions; or the assigned 2INgage / EMPOWER Permanency or Case Manager in their respective regions — to explain the circumstances and request SSCC transport.
4. SSCC provides transportation only on a case-by-case basis and only after Refuge House has demonstrated due diligence.

If a caregiver is unwilling or refuses to transport and Refuge House has no backup transportation plan in place, the SSCC may place the home or Refuge House on a placement hold or restrict the placement types the home is eligible to receive.

3. Vehicle Requirements (TAC §749.3101)

Vehicles used to transport children are maintained in safe operating condition at all times and are inspected and registered per federal, state, and local law. Caregivers maintain a valid Texas Driver's License, own a vehicle that accommodates the home's verified capacity, and carry current auto insurance at all times.

Caregivers must ensure their insurance company is aware they are fostering/adopting and that anyone using the vehicle to transport foster children is covered. Because foster/adoptive parents are considered "contract providers" (not employees) by the IRS, this should also be conveyed to the insurer.

4. Pre-Trip Vehicle Check (Every Trip)

Before placing a child in any vehicle, the driver confirms:

• The vehicle is in safe operating condition (no warning lights; working seat belts, brakes, tires, lights);
• Texas registration and inspection are current and proof of insurance is in the glove compartment;
• All required child-passenger safety seats are installed per the manufacturer's instructions;
• There is no smoke, vape, or e-cigarette residue or product in the vehicle, and none may be used at any time during the trip [TAC §749.2931(c)];
• Any firearms other than handguns are unloaded and inaccessible to the child, with lawful possession; any handgun is in the caregiver's possession and control and the caregiver is not prohibited from carrying [TAC §749.2967].

5. Child Passenger Safety — Four-Phase Restraint Chart (TAC §749.3103; TX DPS / Texas Transportation Code)

Mandatory rule: All children younger than 13 must ride properly restrained in the back seat. Children under 5 may not ride on a motorcycle unless seated in a sidecar (Texas Transportation Code).

6. Children Transporting Other Children (TAC §749.3105)

An older child or young adult in the home may transport an infant/child/young adult only if ALL of the following apply:

• The transporting youth has a valid driver's license and is covered under the vehicle's insurance;
• The service planning team for the child being transported approves;
• The service planning team for the youth providing transportation approves;
• Written documentation of each child's CPS caseworker's approval is filed in both children's records [TAC §749.3105 + Refuge House additional safeguard].

7. Teaching a Youth to Drive (TAC §749.3107)

With Refuge House approval, foster/adoptive parents may teach or supervise children/young adults in learning to drive. Documented approval is included in the child's record. Only the foster/adoptive parent responsible for instruction and the learner may be present in the vehicle.

8. Pickup-Truck Prohibition (TAC §749.3111)

Children are transported only inside the vehicle. The back of a pickup truck is not "inside the vehicle" and may not be used as passenger space. Children must never be transported in a pickup bed, on side runners, the hood, or the trunk.

9. Youth Age 16+ — Driver's License or Texas State ID

Within 30 days of the youth's 16th birthday — or, if the youth is 16+ when placed, within 30 days of placement — Refuge House and the caregiver ensure the youth obtains a Texas Driver's License or Texas State ID. Efforts are documented in the client record and shared with the assigned Permanency Specialist. Materials Refuge House makes available:

• DFPS Foster Youth Driver License Fee Waiver Letter (issued by the assigned CPS caseworker) (DFPS 24-Hr RCC §6910);
• Texas DPS Texas Residency Affidavit (Form DL-5), completed and signed by the youth and a representative;
• For a youth under 18, a representative to accompany the youth to the DPS office to provide acceptable proof of residency;
• Notice to the youth of the requirement to inform DPS of any address change within 30 days of any placement change.

Caregiver-supervised driver education: Recommended enrollment in the TDLR Parent-Taught Driver Education Program or an approved driving school, with documented auto insurance for the learner.

10. Special-Needs Transportation (TAC §749.3109)

For children requiring increased supervision, or who are non-ambulatory or non-mobile:

• A sufficient number of caregivers/staff to meet the child's needs accompany the child;
• Wheelchair locks, hydraulic lifts, and any specialized equipment identified in the child's Education Portfolio, Medical Portfolio, or service plan are used;
• All necessary medical equipment is transported per the child's Education/Medical Portfolio [T3C Blueprint; TAC §749.3109].

11. Caregiver Documentation Submitted to Refuge House

Each caregiver provides Refuge House, on a recurring basis:

• An annual driving record for each driver in the home;
• Current auto insurance upon each renewal/expiration [TAC §749.553(10)].

QUALITY ASSURANCE:

Case Specialists verify driving records, insurance, and child-passenger-safety compliance during home visits; transportation incidents are reviewed through the agency's PQI process and reported per the SSCC contract.

REGULATORY ALIGNMENT:

26 TAC §749.3101, §749.3103, §749.3105, §749.3107, §749.3109, §749.3111; §749.2931(c); §749.2967; §749.4577 (kinship); §749.553(10); §749.913; 24-Hour RCC Contract §3620; Texas Transportation Code; T3C System Blueprint.

This procedure operationalizes FC17-06 Transportation & Vehicle Safety Policy and may be updated by the Executive Director to reflect regulatory or operational changes, provided alignment with the policy's intent is maintained.