4000 Placing Children in DFPS Conservatorship
CPS September 2026
During the implementation phases of the Texas Child-Centered Care (T3C) system, Texas will be operating under both the Service Levels and the T3C system. While in care, a child or youth must have either an active Service Level or an active Selected Service Package. A child or youth cannot have both a Service Level and a Service Package.
For placement definitions and types, see the Texas Child-Centered Care (T3C) System and Placement Resource Guide.
Federal law prohibits the use of race, color, or national origin (RCNO) as a factor in selecting a placement, with extremely limited exceptions. The RCNO of a child or of a potential foster or adoptive family should not be a factor in selecting a placement except in rare situations when staff can document compelling individualized circumstances that make this necessary. Texas law mandates compliance with this federal law. If a biological parent requests selection of a placement based on RCNO, CPS staff must explain that this is prohibited by federal law.
In those rare circumstances when RCNO is considered as a factor, the DFPS and SSCC caseworkers, supervisors, and DFPS program director or SSCC equivalent must collaborate to make the placement decision:
- The DFPS program director or SSCC equivalent must approve the final decision.
- For further guidance on this complex issue, consult the regional attorney.
4100 The Placement Process
CPS September 2026
DFPS or Single Source Continuum Contractor (SSCC) caseworkers must work to minimize placement moves and find a placement that is the most appropriate for the child or youth.
The DFPS or SSCC caseworker initiates the placement process for an initial or subsequent placement in any of the following situations:
- DFPS or the SSCC initially removes a child or youth from his or her home.
- DFPS or the SSCC receives a discharge notice from a caregiver.
- DFPS or the SSCC determines whether a child or youth needs to be moved from the placement due to safety issues or because it is in his or her best interest.
- A DFPS kinship caregiver requests a placement change.
- A court orders a placement change.
When DFPS or the SSCC makes the decision to move a child or youth, the DFPS or SSCC caseworker must prepare the child or youth, the caregivers, and the parents (if applicable) for the move.
The DFPS or SSCC Placement Team searches for placements into the following facilities for children and youth in DFPS conservatorship:
- Emergency shelters
- Foster homes
- General residential operations (GROs)
- Residential treatment centers (RTCs)
- Home and community services (HCS) homes
- Intermediate care facilities for individuals with intellectual disabilities (ICF-IIDs)
The DFPS or SSCC Placement Team presents placement options to the DFPS or SSCC caseworker and supervisor, who are responsible for selecting the placement.
4110 Actions Required Before Making a Placement
4111 Gather Information and Recommendations to Select a Placement
CPS September 2026
Before making a placement, the DFPS or SSCC caseworker must gather and review as much current information as possible about the child or youth, including all of the following:
- Current permanency goal.
- Medical, intellectual, and physical functioning.
- Information about the child’s behavior and supervision needs.
- Education information such as the following:
- Name of the school
- Name of the school district
- Academic needs
- Extracurricular preferences
- Information from assessments conducted on the child or youth, including the CANS 3.0 Recommended Service Package.
- Abuse and neglect history, including any involvement with allegations as a victim or perpetrator while in substitute care.
- Other important information in the case record, such as the most recent service plan and application for placement.
4111.1 Review the Permanency Goal
CPS September 2026
The DFPS or SSCC caseworker must review the child or youth’s current permanency goals (primary and concurrent) and update them, if appropriate. The DFPS or SSCC caseworker selects a placement that supports the permanency goals and will help the child or youth achieve them.
4111.2 Check IMPACT Records for Siblings
CPS September 2026
The DFPS or SSCC caseworker must review and search IMPACT records, including closed cases, to identify and locate any siblings of the child or youth. The DFPS or SSCC caseworker must document efforts to place siblings together.
4111.3 Consult the Parents
CPS September 2026
At the time of the removal, the DFPS caseworker must consult the parents and attempt to gather as much information about the child or youth as possible (for example, feeding habits, sleeping preferences, comfort items, and so forth).
If parental rights are intact or if the parents are involved in case planning, the DFPS caseworker must ask the parents for input on the child’s or youth’s needs and the parents’ preferences for initial and subsequent placement.
4111.4 Consult the Child or Youth
CPS September 2026
Before any move, the DFPS or SSCC caseworker must talk to the child or youth to determine their thoughts and recommendations about the best placement. The discussion must take place in a developmentally appropriate manner. The DFPS or SSCC caseworker must ensure that the child or youth understands they are simply making recommendations and there is no guarantee that the caseworker can fulfill the requests. The discussion must include the following:
- The child’s or youth’s preferences for the placement, including:
- Desire to remain in current school.
- Household composition.
- Rural or urban setting.
- Number of other children in the home.
- Animals.
- Access to extracurricular activities.
- What the child or youth liked and disliked about previous placements, if applicable.
The DFPS or SSCC caseworker must also consider information gathered about the child or youth throughout the life of the case.
4111.5 Consult the Attorney Ad Litem, Guardian Ad Litem, and CASA Representative
CPS September 2026
Before any non-emergency placement change, the DFPS or SSCC caseworker must contact the following people and ask for their recommendations on the subsequent placement:
- Attorney ad litem (AAL)
- Guardian ad litem (GAL)
- Court appointed special advocate (CASA)
If an emergency placement change does not allow time for the required consultations, the DFPS or SSCC caseworker must notify the AAL, GAL, and CASA as soon as possible but no more than three working days after the change.
See the Placement Consultation Protocol page in the CPS section of the DFPS Safety Net.
4112 Provide Advance Notice to AAL, GAL, and CASA
CPS September 2026
The DFPS or SSCC caseworker must provide written notice to the following people at least 48 hours before selecting a placement:
- Attorney ad litem (AAL)
- Guardian ad litem (GAL)
- Court appointed special advocate (CASA)
If the placement was shared with the child or youth’s AAL, GAL, and CASA during the required placement consultation, then additional notice is not required.
4113 Review Additional Information about the Needs of the Child or Youth
CPS September 2026
In addition to reviewing information obtained from the child or youth and his or her family at the time of removal, the DFPS or SSCC caseworker must review information from any other principals or collaterals along with any pertinent case file material.
The caseworker uses this information in determining the needs of the child or youth.
4114 Required Factors to Consider When Evaluating a Possible Placement
CPS September 2026
When making a placement decision, the DFPS or SSCC caseworker must consider all of the following:
- Placement with a noncustodial parent if there are no concerns of abuse or neglect.
- Placement with siblings.
- Placement with relatives and other connections.
- Any special supervision or contact guidelines in place due to the child’s sexual victimization or sexual aggression history.
- The education needs of the child or youth, including the need to maintain education stability.
- Placement in the least restrictive setting.
- Proximity of placement to the home of the child or youth.
- Individual needs and preferences of the child or youth.
- Biological parents’ recommendations.
- Substitute caregiver’s circumstances.
- Substitute caregiver’s history of abuse and neglect allegations. For foster homes, this includes history of abuse and neglect allegations while verified with previous child placing agencies, if applicable.
- Substitute caregiver’s licensing variances.
The safety of the child or youth is the paramount consideration in any placement selection.
4114.1 Preference for Relatives and Other Connections
CPS September 2026
Federal law and guidance, state law, and best practice call for DFPS and courts hearing DFPS cases to prioritize placements with relatives and other people with whom a child is connected.
4114.11 Placement with Relatives and Fictive Kin
CPS September 2026
The DFPS or SSCC caseworker must give priority to a relative or fictive kin who is providing a Parental Child Safety Placement (PCSP) if all of the following apply:
- The child or youth comes into conservatorship.
- A noncustodial parent is unavailable.
- The placement is safe and available.
The caseworker must request a full home assessment within 48 hours of the child’s removal.
4114.12 Placement with Noncustodial Parent
CPS September 2026
The DFPS or SSCC caseworker must take both of the following actions:
- Contact each noncustodial parent to discuss possible placement.
- Assess the safety and appropriateness of placement by conducting abuse and neglect and criminal background checks and making a home visit.
At a minimum, the DFPS or SSCC caseworker must perform the following tasks to assess the parent’s suitability:
- Conduct an IMPACT search for previous abuse or neglect history.
- Conduct a name-based Department of Public Safety criminal history check.
- Inquire whether there is an existing custody order that requires visitation to be monitored.
- Interview any other children or youth in the home.
- Review the physical safety of the home.
The DFPS or SSCC caseworker must also consider all of the following:
- The age, wishes, and needs of the child or youth.
- Any special therapeutic, medical, or other health needs of the child or youth.
- The nature of the abuse or neglect in the other parent’s home.
- The extent to which the noncustodial parent was or should have been aware of the circumstances in the home the child or youth was removed from.
4114.13 Placement with Former Foster Parents
CPS September 2026
If a child or youth reenters conservatorship, the DFPS or SSCC caseworker must consider placing the child or youth with their former foster parent, if all of the following apply:
- A relative or fictive kin placement cannot be made.
- It is in the child or youth’s best interest.
- A noncustodial parent is unavailable.
- The placement is safe and available.
4114.14 Placement with Adoptive Parents of Siblings
CPS September 2026
Siblings of an adopted child or youth are immediate relatives.
If the adoptive family became inactive while in good standing, the DFPS or SSCC caseworker must consider the family for placement and give preference as a relative placement regardless of verified status (in other words, active or inactive), even if the adoptive parents are not relatives or fictive kin of the sibling.
Siblings include half-siblings.
4114.15 Continuing Obligation to Make Kinship Placements
CPS September 2026
The DFPS or SSCC caseworker must continue to seek all possible kinship placement options for a child or youth in conservatorship until he or she resides in a placement that meets both of the following conditions:
- Is intended to be permanent.
- Will result in the child or youth achieving positive permanency.
4114.2 Separating Siblings
CPS September 2026
Under federal law, DFPS must make reasonable efforts to place siblings together, unless DFPS or the SSCC documents that doing so is contrary to the safety or well-being of one of the siblings.
If siblings are not placed together, frequent visitation or other ongoing interaction between the siblings must be provided, unless it would be contrary to the safety or well-being of one of the siblings.
4114.21 Separating Siblings in Paid Foster Care
CPS September 2026
Separating siblings because of a lack of placement availability requires the approval of the director.
Before the director approves separating siblings, he or she must do the following:
- Review efforts made to find placements to accommodate the sibling group to ensure efforts were exhaustive and sufficient.
- Ensure there is a plan for the siblings to stay in contact before he or she approves separating them.
When siblings are not placed together:
- The DFPS or SSCC Placement Team must continue searching for a placement for all siblings until one is located or until the DFPS Conservatorship program or SSCC equivalent determines that efforts are no longer necessary because it is not in the children’s best interest.
- The DFPS or SSCC caseworker must revisit the decision to place siblings together at every permanency planning meeting and prior to each court hearing.
- The DFPS or SSCC caseworker must make sure siblings have regular and frequent contact
- The Child’s Plan of Service must reflect efforts made to reunite siblings and plan for regular contact.
The Appropriateness of Placement section of the Placement Detail page in IMPACT must address the separation and the plan for ongoing contact between the siblings.
Staff must document in IMPACT the decision to separate siblings and decisions about ongoing efforts to find placements that might reunite siblings.
4114.22 Separating Siblings for Safety Purposes
CPS September 2026
The DFPS or SSCC caseworker must address and document the director’s approval for the separation of siblings in each child’s service plan. If separation is based on concerns for the child or youth’s safety, the DFPS or SSCC caseworker must do the following in the child’s service plan:
- Identify the threat to the child or youth’s safety.
- Describe how one of the siblings is vulnerable to the threat and why the placement cannot control the safety threat.
The Child’s Plan of Service must also discuss the strategies being used to address the safety threats so the siblings can be reunited.
4114.23 Siblings of Youth in Extended Foster Care
CPS September 2026
For youth in extended foster care, the DFPS or SSCC caseworker must consider placements that allow siblings to remain together whenever possible.
Whether the emancipated youth remains in placement or lives independently, the DFPS or SSCC caseworker must ensure regular and frequent contact between siblings.
4114.3 Preference for the Least Restrictive Setting
CPS September 2026
The DFPS or SSCC caseworker must place the child or youth in the least restrictive, most family-like setting available, consistent with the child or youth’s best interest and special needs.
Social Security Act, Title IV-E, §675(5)(A)
| Level of Restrictiveness |
Type of DFPS Placement |
|---|---|
Least restrictive |
Relative’s home, including the home of a noncustodial parent |
Moderately restrictive |
Foster family home or adoptive home |
Most restrictive |
Child care institution such as emergency shelters or residential treatment centers and facilities regulated by other state agencies |
If a relative, foster family home, or adoptive home is not chosen, the DFPS or SSCC caseworker must document the reasons the placement was not chosen in IMPACT. The DFPS or SSCC caseworker must document exceptions in the narrative under Issues in the Placement Detail page in IMPACT under least restrictive setting. DFPS’s rules allow placement into more restrictive settings (see table above) in one of the following circumstances:
- The child or youth needs treatment services or other programmatic services (other than child care services) that are not available or cannot be provided in a foster home.
- The child or youth is placed with a sibling or a parent who needs treatment services or other programmatic services, and placement with the sibling or parent in a general residential operation (GRO) is deemed to be in the child or youth’s best interest.
- The child or youth is placed in a GRO because it is close to the child or youth’s home or school of origin, and such placement is deemed to be in the child or youth’s best interest.
- There is no foster home immediately available for the child or youth to be placed in.
- The court orders the placement.
DFPS Rules, 40 TAC §700.1311(a)
4114.4 Placing the Child Close to the Child's Home
CPS September 2026
When the child or youth’s permanency goal is reunification, the DFPS or SSCC caseworker must make every effort to place the child or youth in close proximity to the parent’s home.
Social Security Act, Title IV-E, §675(5)(A)
45 Code of Federal Regulations §1356.21(g)
For a list of exceptions, see the Texas Child-Centered Care (T3C) System and Placement Resource Guide.
The DFPS or SSCC caseworker must document exceptions in the narrative under Issues in the Placement Detail page in IMPACT.
4114.5 Substitute Caregiver’s Circumstances
CPS September 2026
When making a placement decision, the DFPS or SSCC caseworker must consider the substitute caregiver’s willingness and ability to do the following:
- Support the child or youth’s permanency goal and normalcy activities.
- Support the child or youth’s immediate and long-term needs.
- Support the child or youth’s connections, including visitation with siblings, parents, friends, and other family members.
Placement Discharge Process
The DFPS or SSCC caseworker and supervisor review a discharge notice when a provider notifies them that they are discharging the child.
If the DFPS or SSCC caseworker or supervisor believes that discharging the child is not in the child’s best interest, then the DFPS or SSCC caseworker must do all of the following:
- Immediately contact the Placement Team upon receiving a discharge notice from a contracted residential provider or a notice from a non-contracted caregiver that a child or youth should be moved from the caregiver’s home.
- Contact the caregiver to discuss options for the child to remain in placement.
- Request assistance from regional subject matter experts if necessary to identify resources and supports in the placement’s geographic area.
- Help the caregiver meet the child’s needs through:
- Resources or services from the local mental health authority, STAR Health, or community organizations.
- Respite care, if the caregiver is a foster parent.
If the child or youth is moving to a kinship caregiver’s home, the DFPS or SSCC caseworker does not notify the DFPS or SSCC Placement Team.
There are different types of discharge notices a provider must use and the circumstances under which the discharge applies. They are:
- Twenty -Four Hour
- Two Day
- Ten Day
- 14-Day Non Emergency
- 30-Day Non Emergency
The DFPS or SSCC caseworker and supervisor must review the discharge notice to ensure that the type of discharge matches the type of agency and the reasons provided in the notice
Exception to 14-day or 30-day discharge notice
The placement provider must demonstrate good faith efforts to serve the youth in the facility by discharging the child back to the facility at least two times prior to the exception request in order for the caseworker to consider an exception.
An exception would be considered for a child or youth to not return to the general residential operation offering treatment services once stabilized and ready for discharge from psychiatric hospitalization in any of the following circumstances:
- Safety concerns for the child, other children in the placement, or staff.
- If the provider is not equipped to manage the child’s specific and unique needs or behaviors. Examples include medical needs, significant change in behavioral needs, or a change in diagnosis.
- Child’s absolute refusal to return. Motivational interviewing is required prior to considering this exception. The DFPS or SSCC caseworker contacts the third-line manager for assistance with securing staff trained in motivational interviewing who can help resolve the child’s refusal to go to the placement.
Time Frames for Exception Process
The director reviews the exception request within three business days and notifies the provider, in writing, of the decision to approve or deny the exception.
If the director approves the exception, the child will be discharged from placement within 24 hours. If the director denies the exception, the discharge date in the previously submitted discharge notice remains in effect. If a discharge notice has not been approved, then there is no active discharge date.
4115 Notify the Current Caregiver of the Planned Placement Change
CPS September 2026
At least 30 days before DFPS or the SSCC plans to change the child or youth’s placement, the DFPS or SSCC caseworker must notify the current caregiver or facility, in writing, that the placement will be changed and must document in IMPACT the justification for the delay when notice cannot be given within 30 days.
4116 Notify Others about the Planned Placement Change
4116.1 Caregiver-Initiated Placement Move
CPS September 2026
The DFPS or SSCC caseworker forwards a copy of the Form 2109 Residential Child Care Discharge Notice to the child’s or youth’s court appointed special advocate, attorney ad litem, guardian ad litem, and local permanency specialist. This form is completed by the contracted provider.
The DFPS or SSCC caseworker must discuss the topics in the form with the current caregiver and must document this discussion in IMPACT.
4116.2 DFPS-Initiated Placement Move
CPS September 2026
The DFPS or SSCC caseworker must inform the contractor in a timely manner if there are any significant changes in the child or youth’s circumstances, including legal status, family situation, and factors related to the permanency goal.
If DFPS or the SSCC initiates a placement change, the DFPS or SSCC caseworker must give written notice to the contracted provider as follows:
- For contracted providers who are not providing emergency care services, the caseworker gives notice 30 calendar days before the placement change.
- For contracted providers who are providing emergency care services, the caseworker gives notice five calendar days before the placement change.
- The DFPS or SSCC caseworker is not required to give notice if there is a court order or there is an immediate threat to the health, safety, or well-being of a child.
See 24-Hour Residential Child Care Requirements for more information.
The DFPS or SSCC caseworker must attempt to gather as much information about the child or youth from the current caregiver as possible, including:
- Any behaviors noted and successful or unsuccessful techniques for managing those behaviors.
- Routines and preferences.
- Recommendations about future placements.
4117 Specific Placement Considerations for Children or Youth Who Have Primary Medical Needs
CPS September 2026
The DFPS or SSCC caseworker must consider the following factors when choosing a placement for a child or youth with primary medical needs (PMN):
- Whether the home is contracted and verified to provide PMN services.
- The individual capabilities of the foster family that meet the specific needs of the child or youth.
- The number of children or youths in the home and how many of them are also receiving PMN services.
- Whether the caregiver treats the child or youth like a patient or a family member and includes them in daily activities and family activities (for example, daily meals, family outings, and recreational activities).
- Whether the foster parent will be the caretaker of the child or youth during daytime hours and nighttime hours.
- Whether the foster parent acts as the caretaker for the other children or youths currently placed in the foster home.
4117.1 Required Meetings
CPS September 2026
The DFPS or SSCC caseworker must request a primary medical needs (PMN) staffing for all initial or subsequent placements involving a child or youth with PMN to develop a plan to address the child or youth’s medical services, equipment, and other needs during a placement transition. The DFPS or SSCC caseworker contacts the DFPS regional well-being specialists to request the PMN staffing.
- The PMN staffing must occur after the placement has been identified but before any placement moves, unless an emergency situation occurs after hours.
- Additionally, the PMN staffing must occur for all of the following situations:
- Respite care.
- Reunification with parents.
- Discharges from a hospital.
- Children or youth without placement.
- The child or youth’s DFPS or SSCC caseworker must ask the DFPS well-being specialist to request a PMN staffing within 24 hours of any of the following events:
- The initial removal of a child or youth with PMN.
- A request for a new placement to the Placement Team, for a planned or unplanned move.
- The decision to make a planned reunification or relative or kinship placement.
- The decision to make an out-of-state placement.
- In an emergency situation, the PMN staffing must still occur after placement to ensure all equipment and services transition with the child or youth.
The DFPS well-being specialist sets up a conference call, facilitates the staffing, and invites the following people.
- Primary DFPS or SSCC caseworker
- Supervisor
- Director
- Local permanency specialist, if applicable
- Placement Team staff
- Regional nurse consultant
- DFPS regional developmental disability specialist, if applicable
- DFPS regional education specialist
- Medical, hospital, or nursing staff
- STAR Health staff
- Court appointed special advocate or guardian ad litem
- Attorney ad litem
- Current child placing agency (CPA) and caregiver, when appropriate
- New or proposed CPA and caregiver
- Other key parties involved in the child or youth’s case
If the new caregiver needs to participate in any training to care for the child or youth, the DFPS or SSCC caseworker must follow up with the doctor or doctor’s office to ensure the training occurred and to discuss any concerns the doctor may have.
If the doctor or the doctor’s staff indicates any concerns about the caregiver’s ability to care for the child or youth, the DFPS or SSCC caseworker must not proceed with the placement until meeting with the supervisor and director for approval.
See the Primary Medical Needs (PMN) Resource Guide.
4118 Placing Children with Intellectual or Developmental Disabilities
CPS September 2026
The DFPS or SSCC caseworker must take additional steps before placing a child with an intellectual or developmental disability or a related condition in any of the following types of facilities:
- General residential operation (GRO) designated as an institutional setting that serves primarily children with an intellectual or developmental disability.
- Home and Community-based Services (HCS) group homes serving 1-4 residents.
- Intermediate care facility for individuals with intellectual or developmental disabilities or related conditions, including state supported living centers.
- Nursing facility.
The associate commissioner of CPS or their designee must approve placing a child in any of the above facilities.
More information on each of these types of facilities, including child eligibility and specific admission criteria, is available in the Foster and Licensed Facility Placements Resource Guide.
This policy and its subsections do not apply to the following:
- Placements in a GRO, such as a residential treatment center, that does not specialize in serving children with intellectual or developmental disabilities.
- Placements for people 18 years old or older.
4118.1 Assessing the Need for Facility Placement
CPS September 2026
Children and youth with disabilities must be placed in the least restrictive, most family-like setting that meets their needs. The preferred and least restrictive placement for most children and youth with intellectual or developmental disabilities (IDD) is a family (birth, relative, foster, or adoptive) home.
DFPS and SSCC staff must consider a specialized placement in a facility only after ruling out all possible family-like living environments and when the DFPS or SSCC Placement Team has exhausted all other options. The DFPS or SSCC Placement Team must provide a list of all placement attempts to the child or youth’s caseworker.
If the placement search does not result in a placement in a family setting for a child or youth with an IDD, the DFPS or SSCC caseworker must contact the assigned developmental disability specialist (DDS) to discuss a specialized placement in a facility. The DFPS or SSCC caseworker must complete the Checklist for Children with Disabilities.
If placement in a facility is necessary, the assigned DDS must first attempt to find a licensed general residential operation (GRO) designated as an institutional setting that serves children and youth with IDD. If an institutional GRO placement is not available or appropriate, then the assigned DDS must determine if a child or youth may be appropriate for a Home and Community-based Services (HCS) home or an intermediate care facility operated by the Health and Human Services Commission. Placement in a state supported living center must only be made if no other placement can be found.
Placement in a nursing facility must not be considered unless the child or youth’s need for specialized, ongoing nursing services prevents him or her from being placed in any other setting.
While the assigned DDS is searching for and facilitating placement in a facility, the DFPS or SSCC Placement Team must use all available resources to find a less restrictive placement.
Regardless of where a child or youth with IDD or related conditions is placed, DFPS and SSCC staff must immediately seek to place the child on all Medicaid Waiver lists for which the child is eligible.
DFPS Rules, 40 TAC §700.1315(c)
4118.2 Home and Community-Based Services (HCS)
CPS September 2026
Youth who are at least 16 years old and meet other criteria may qualify for a Home and Community-Based Services (HCS) waiver slot. People gain access to the HCS waiver program through the HCS interest list or by being a member of one of the several targeted groups identified by the Health and Human Services Commission (HHSC). Youth in DFPS conservatorship who are at least 16 years old are one of the identified targeted groups.
The DFPS or SSCC caseworker must contact the assigned developmental disability specialist (DDS) for guidance on determining the child’s eligibility and appropriateness for an HCS waiver.
If the youth meets the criteria for an HCS waiver slot, the assigned DDS then requests one through the DDS manager in the DFPS State Office Placement Division.
See the Home and Community-Based Services (HCS) Resource Guide for information on HCS eligibility.
Supplemental Security Income (SSI)
Once the DFPS or SSCC caseworker, supervisor, and assigned DDS agree to place the youth with an HCS provider, the assigned DDS must immediately contact the SSI coordinator and copy the DFPS or SSCC caseworker and supervisor to determine if the youth has active SSI benefits.
Accepting or Declining an HCS Waiver Slot
Once an HCS slot is released to a youth, the local authority sends a Verification of Freedom of Choice form to the assigned DDS. Staff uses this form to accept or decline the waiver slot and grant permission to begin the enrollment process.
The DFPS or SSCC caseworker must contact the assigned DDS within two business days before making the decision to accept or decline the slot. The DFPS or SSCC caseworker must not decline an HCS slot without first consulting the assigned DDS. Once the DFPS or SSCC caseworker decides to accept or decline the HCS slot, the assigned DDS must notify the DFPS State Office DDS manager of the decision within two business days.
The DFPS or SSCC caseworker or the assigned DDS must sign the Verification of Freedom of Choice form and return it to the local intellectual and developmental disability authority, indicating if the slot was accepted or declined.
Selecting an HCS Provider
The DFPS or SSCC caseworker must consult with the assigned DDS for guidance in selecting an HCS provider.
See the Home and Community-Based Services (HCS) Resource Guide for more information.
Before considering a pre-placement or placement in with an HCS provider, DFPS and SSCC staff must take the following actions:
- Conduct appropriate background checks.
- Conduct an inspection of the HCS home.
- Schedule a pre-placement visit.
Background Checks
Before having a pre-placement visit, using a respite, or making placement in an HCS home, the Placement Team must complete a thorough review of the HCS provider and potential caregivers. This review must include a DFPS abuse and neglect history check, a criminal history check, child care licensing check, foster home history, and review of the disallowance list. A check must be completed on the following people:
- All staff working in the home.
- Anyone in the home over the age of 14 (this includes other HCS residents in the home).
The assigned DDS works with the HCS program administrator to facilitate obtaining this information. The assigned DDS then shares this information with the Placement Team. If the home and staff are cleared, the Placement Team notifies the assigned DDS. The assigned DDS then presents the HCS option to the primary case team for review. Placement Team reviews the results with the primary case team, including:
- Pending investigations by Child Care Regulation or Child Protective Investigations.
- Investigations that were closed as Reason to Believe, Unable to Determine, Confirmed, or Inconclusive.
- Any patterns in abuse or neglect or licensing investigation history that cause concerns.
- History of licensing violations.
- Criminal history results that indicate a bar or risk evaluation for a licensed provider per Texas Administrative Code 745.661.
- Caregiver matches on the disallowance list.
If the HCS agency fails to provide the information necessary to conduct background checks, DFPS or the SSCC must not allow placement.
The DFPS or SSCC caseworker must meet with leadership (supervisor, director, third-line manager) to gain necessary approvals. DFPS regional director approval of the background checks is required. If there are concerns with results of background checks, the assigned DDS must attend the meeting to facilitate conversation with the HCS agency about staffing issues.
DFPS or the SSCC must not place a youth with an HCS provider when any of the following applies to a caregiver or staff:
- Has a substantiated finding of abuse or neglect, regardless of an approved risk evaluation.
- Has been disallowed as a foster parent.
- Has criminal history that would bar the caregiver or require a risk evaluation as a licensed provider per Texas Administrative Code 745.661.
Home Inspections
Before pre-placement or using the home as a respite option, the assigned DDS must conduct a home inspection of the HCS home being considered. The assigned DDS must provide his or her findings and recommendations to the primary caseworker, supervisor, and director, third-line manager, and DFPS regional director for consideration in an email. The email must include whether the HCS is an option, if there are any identified concerns, and the HCS home’s plan to rectify any concerns.
Placements into HCS homes must be approved by the DFPS regional director or designee, which must be a manager III or above. The DFPS regional director or designee may approve placement without a home inspection if the child being placed was discharged from the same home in the past 14 calendar days.
Pre-Placement Visit
The assigned DDS or DFPS and SSCC caseworker must schedule a pre-placement visit for the child or youth once the placement is approved.
Transferring the Child or Youth to a New HCS Provider
If it becomes necessary to move the child or youth to a new HCS provider agency, the DFPS or SSCC caseworker must contact the assigned DDS to assist in setting up a transfer meeting with the local authority and new provider agency.
4118.3 Obtaining CPS Associate Commissioner Approval to Place a Child or Youth in a Facility
CPS September 2026
Once a facility is identified that will take the child or youth, the assigned developmental disability specialist (DDS) and the DFPS or SSCC caseworker must submit a memo, approved by the third-line manager, to the DFPS State Office DDS manager, requesting placement of the child or youth in the facility. The DFPS State Office DDS manager seeks written approval from the CPS associate commissioner or designee and notify the primary case team and assigned DDS when the placement is approved.
The DFPS or SSCC caseworker must document in the child or youth’s record that State Office approved the placement.
For more information on the state office memo and approval process, consult the CPS Associate Commissioner Approval Process section in the Foster and Licensed Facility Placements Resource Guide.
4118.4 Emergency Placement Approval Process
CPS September 2026
If an emergency placement in a facility is needed, the primary case team must call the DFPS State Office developmental disability specialist manager to discuss the situation and obtain a verbal approval from the CPS director of placement.
Following this approval, a written request to the CPS associate commissioner or designee must be approved.
4118.5 Requirement to Continue Seeking Less Restrictive Setting
CPS September 2026
The DFPS or SSCC caseworker reevaluates the child or youth’s placement every six months and consults with the Placement Team and assigned developmental disability specialist (DDS) to determine if a more home-like setting is available and appropriate for the child or youth.
DFPS Rules, 40 TAC §700.1313(d)
DFPS Rules, 40 TAC §700.1315(d)
The DFPS State Office DDS manager must be notified when a child or youth under the age of 18 is planning to move out of a facility and into an alternate placement.
4118.6 Additional Requirements for Specific Facilities
CPS September 2026
In addition to the steps above for placements in facilities designated as an institutional setting that primarily serve children and youth with intellectual and developmental disabilities (IDD), each type of institution may have its own enrollment process or requirements. Consult the Foster and Licensed Facility Placements Resource Guide for specific information for each type of facility.
General Residential Operation (GRO) for Children or Youth with IDD Placement Designated as an Institutional Setting
The DFPS or SSCC caseworker names the assigned developmental disability specialist (DDS) as the secondary worker. The assigned DDS must:
- Make face-to-face contact at least once a month with a child or youth in a GRO that serves primarily children or youth with IDD and has been designated as an institutional setting.
- Document in IMPACT observations and discussions with the child or youth and caregiver.
Home and Community-Based Services (HCS) Group Home Placement
The DFPS or SSCC caseworker must reevaluate the child or youth’s placement in the four-bed HCS group home at the time the Child’s Plan of Service (CPOS) is reviewed to determine if placement in a three-person HCS home is available and appropriate for the child or youth.
Intermediate Care Facilities and State Supported Living Centers
The assigned DDS and the DFPS or SSCC caseworker must contact the Supplemental Security Income (SSI) coordinator to verify SSI benefits for a youth before considering placement in an intermediate care facility (ICF). The assigned DDS coordinates with the ICF provider and the local authority to ensure an appropriate placement for a child or youth in an ICF.
The DFPS or SSCC caseworker names the assigned DDS as the secondary worker. The assigned DDS must:
- Make face-to-face contact at least once a month with a youth in an ICF or SSLC.
- Document in IMPACT observations and discussions with the child and caregiver.
Operations on Heightened Monitoring
If the prospective placement is on heightened monitoring, a heightened monitoring placement request must be submitted and approved before placement occurs.
4120 Actions Required After Selecting a Placement
4121 Prepare the Child or Youth and the Caregivers for the Move
CPS September 2026
In preparing the child or youth for the move, the DFPS or SSCC caseworker must ensure the child or youth’s needs are met and make the transition as smooth as possible. For guidance, see the Texas Child-Centered Care (T3C) System and Placement Resource Guide
Prepare the Current and New Caregivers for the Move
When a placement change is initiated, the DFPS or SSCC caseworker must explain the reasons for the move to the current caregiver at the time the decision is made.
The DFPS or SSCC caseworker must provide the current caregiver with information about where the child or youth will be moved, what the living situation will be, and other information that may help the current caregiver to ease the child or youth’s anxiety about the impending move.
The DFPS or SSCC caseworker must do the following:
- Provide the new caregiver with information on Form 2279 Placement Summary and the child’s Sexual History Report, Attachment A, and obtain signatures.
- Upload Form 2279 into the Child’s Placement Records tab in OneCase/neuDocs, and upload the Attachment A into the Sexual History Report Attachment A tab in OneCase/neuDocs.
- Conduct a pre-placement visit.
- Encourage communication between the current and new caregivers.
Note: All foster parents in the home must sign Form 2279 and Attachment A to acknowledge their receipt of the information. The DFPS or SSCC caseworker must upload the signed Form 2279 into the Child’s Placement Records tab in OneCase/neuDocs and the signed Attachment A into the Sexual History Report Attachment A tab in OneCase/neuDocs.
If the child’s new placement is in an unverified kinship home, all adults living in the home who have unsupervised access to the child must sign Form 2279 and Attachment A to acknowledge their receipt of the information. A copy of the signed Form 2279 must be uploaded into OneCase/neuDocs under the Child’s Placement Records tab and the Attachment A must be uploaded into OneCase/neuDocs under the Sexual History Report Attachment A tab.
If the child is being placed in a general residential operation (GRO), the following people must sign Form 2279 and Attachment A to acknowledge their receipt of the information:
- Administrator for the GRO.
- Receiving intake staff, if applicable.
- Child’s case manager.
The DFPS or SSCC caseworker must upload the signed Form 2279 into the Child’s Placement Records tab in OneCase/neuDocs and the signed Attachment A into the Sexual History Report Attachment A tab in OneCase/neuDocs. The GRO staff are responsible for ensuring that any other caregivers for the child receive the information.
Complete the Placement Summary Form
The DFPS or SSCC caseworker must review the caregiver’s portion of the completed Form 2279 Placement Summary before moving the child or youth and must upload this form into OneCase/neuDocs under the Child’s Placement Records tab.
If the child or youth is leaving a kinship caregiver’s home, the DFPS or SSCC caseworker must ask the kinship caregiver to complete the form, but the DFPS or SSCC caseworker must complete it if the caregiver does not.
Update the Child or Youth’s Medical and Educational Information in IMPACT
The DFPS or SSCC caseworker must update the child or youth’s medical and educational information in IMPACT before making copies for the new caregiver.
On the Medical/Developmental History page, the DFPS or SSCC caseworker must include milestones, history of illness, and other critical information about the child or youth’s health and development.
On the Education page, the DFPS or SSCC caseworker must list schools the child or youth previously attended, the school the child or youth currently attends, and any services the child or youth is receiving in the school. If the child or youth will be changing schools, the DFPS or SSCC caseworker must ensure the change is documented in IMPACT to correctly reflect the date of the child or youth’s withdrawal from the current school.
In the case of an emergency placement, the DFPS or SSCC caseworker must take the following actions:
- Share the information verbally with the caregiver.
- Update the information in IMPACT at the earliest opportunity but no later than 72 hours after the placement is made.
- Provide a copy of the revised information to the caregiver.
4122 Schedule and Conduct a Pre-Placement Visit
CPS September 2026
The DFPS or SSCC caseworker must arrange for a pre-placement visit to the placement at a time that minimizes disruption to the child or youth.
If the proposed placement of the child is with an unverified relative or fictive kin, DFPS and the SSCC can waive the requirement if the placement meets both of the following criteria per TAC Home - Rules & Meetings
- There is a prior relationship between the caregiver and the child or youth.
- The caregiver cared for the child or youth in the preceding 12 months.
Establish a Meaningful Interval between the Pre-Placement Visit and the Placement
There must be a meaningful interval between the pre-placement visit and the placement. The interval must be at least sufficient to allow a child or youth and caregiver to have privacy, discuss and consider placement, and have their questions, opinions, and concerns addressed.
This meaningful interval is important to any placement because it:
- Allows the child or youth to determine if he or she feels that the placement is a good fit.
- Gives the child or youth time to process the change.
- Gives the DFPS or SSCC caseworker an opportunity to discover and address any immediate concerns raised by the caregiver or the child or youth after their first encounter.
4122.1 Pre-Placement Visit for Emergency Placement
CPS September 2026
For an emergency placement in which there is no time for a pre-placement visit, the DFPS or SSCC caseworker must still discuss the placement with the child in a private location away from the placement prior to placing the child and make sure the child feels safe and comfortable with the placement.
Texas Family Code §264.7541(a)
4122.2 Before the Pre-Placement Visit
CPS September 2026
To prepare the child or youth for the pre-placement visit, the DFPS or SSCC caseworker must tell the child or youth about the placement, such as where it is located, what type of placement it is, who lives there, and any other information the child or youth desires to feel less apprehensive about the move.
4122.3 During the Pre-Placement Visit
CPS September 2026
During the pre-placement visit, the DFPS or SSCC caseworker must help the child or youth and caregiver get to know one another and encourage them to ask and answer questions.
The DFPS or SSCC caseworker must accompany the child or youth while the child or youth views the home or facility and his or her bedroom.
Before placement, the caseworker must ensure that the caregiver received training from the appropriate professional providers on the following:
- Correct administration of any medication.
- Proper use of any medical equipment.
- Special health care needs of the child or youth.
4122.4 After the Pre-Placement Visit
CPS September 2026
After the pre-placement visit, the DFPS or SSCC caseworker must speak with each verbal child or youth away from the caregiver’s home or facility so that the child or youth can freely express his or her thoughts and feelings and discuss any problems with the placement.
See the Discussion Topics for a Child Whose Placement Is Changing section in the Texas Child-Centered Care System and Placement Resource Guide.
4122.5 Resolving Issues
CPS September 2026
When it is not possible to immediately resolve problems with the placement, the DFPS or SSCC caseworker must contact his or her supervisor to determine the appropriate course of action and consider whether additional action is needed because of concerns with the placement.
4123 Complete Authorization Forms Provided at Time of Placement
CPS September 2026
The DFPS or SSCC caseworker must provide the placement paperwork to the caregiver at the time of placement regardless of when it was completed.
4123.1 Complete the Placement Authorization Form and Upload Documents
CPS September 2026
The DFPS or SSCC caseworker must complete the appropriate placement authorization form based on the placement type, as shown in the following table.
| Type of Placement |
Placement Authorization Form |
|---|---|
| Kinship placement |
Form 2085KO Placement Authorization |
| Foster home (other than a kinship foster home) or general residential operation |
Form 2085 FC Placement Authorization |
| Home and Community-Based Services setting |
Form 2085 HCS Placement Authorization |
| Legal risk placement |
Form 2085LR Placement Authorization |
| Supervised Independent Living setting |
Form 2085 SIL Placement Authorization |
The DFPS or SSCC caseworker must bring copies to the placement for signature and upload the signed Form 2085 into the Child’s Placement Records tab in OneCase/neuDocs. The DFPS or SSCC caseworker must upload the documents within 24 hours when possible and no later 72 hours after placement.
If the child or youth is being placed with a parent, the DFPS or SSCC caseworker must take the following actions:
- Give Form 2279 Placement Summary and Attachment A to the parent and obtain signatures.
- Enter the placement into IMPACT.
- Upload the signed Form 2279 into the Child’s Placement Records tab in OneCase/oneCase and upload Attachment A into the Sexual History Report Attachment A tab in OneCase/oneCase.
4123.2 Complete the Medical Consenter Form
CPS September 2026
The following table describes what actions the DFPS or SSCC caseworker takes depending on who he or she will designate as the medical consenter.
| Who will be the medical consenter? |
What must the caseworker do? |
|---|---|
DFPS or SSCC caseworker |
Complete Form 2085B and list caseworker as the consenter. |
Caregiver, and the caseworker has the caregiver’s information before placement |
Complete the Designation of Medical Consenter form in IMPACT and generate the Medical Consenter Form(s) from IMPACT. Email the medical consenter completed forms for signature through DocuSign. |
Unknown, or the caseworker does not have access to IMPACT and a printer |
Bring blank copies of the appropriate form with as much of the child or youth’s information as possible filled out in advance. |
If the DFPS or SSCC caseworker completes the Designation of Medical Consenters form prior to placement and learns that the identified medical consenter is different than who is listed on the form, he or she must complete a new Designation of Medical Consenters form and update IMPACT to reflect the correct person. The new form must be completed and provided to the caregiver at the time of placement.
At the time of the placement, the DFPS or SSCC caseworker must verify that the caregiver has completed the required medical consenter training. If a kinship caregiver has not completed the training, the DFPS or SSCC caseworker must walk through the online or paper training with the kinship caregiver before designating him or her as the child or youth’s medical consenter.
If the DFPS or SSCC caseworker cannot verify that the caregiver completed the training or is otherwise unable to complete the steps required to designate a caregiver as a medical consenter, the DFPS or SSCC caseworker must designate himself or herself as the consenter.
If the child or youth is being placed with a parent, the DFPS or SSCC caseworker does not need to complete the Designation of Medical Consenters form. However, the DFPS or SSCC caseworker must enter the placement and the medical consenter designation into IMPACT.
4123.3 Complete the Education Decision-Maker Form
CPS September 2026
The DFPS or SSCC caseworker completes Form 2085-E to the extent possible and then does the following:
- Makes copies of the form.
- Brings the copies to the placement for completion and signature.
- Uploads the form into the Child’s Placement Records tab in OneCase/neuDocs.
If the child or youth is being placed with a parent, the DFPS or SSCC caseworker does need to complete Form 2085-E.
4130 Actions Required When a Child Moves
4131 Gather the Child or Youth’s Important Documents and Personal Belongings
CPS September 2026
Whether the child or youth is being removed initially or moving from one placement to another, the DFPS or SSCC caseworker must gather important items from where the child or youth is living at the time, including:
- Form 2279 Placement Summary and all accompanying documents, including but not limited to:
- School ID
- Social Security card
- Birth certificate
- Driver license
- Passport
- The child or youth’s education portfolio and information on his or her academic progress and status.
- Sentimental items, including comfort items such as:
- Favorite toys
- Blankets
- Pillows
- Books
- Photos of family and current caregiver
- Lifebook
- Any personal items attained while in the placement, including but not limited to gifts, toys, clothing, and luggage.
- Prescribed medications and medical devices, glasses or contacts, orthodontic devices, and over-the-counter medications needed immediately.
The DFPS or SSCC caseworker must provide luggage to a child who is being removed from the child’s home or changing placements. If luggage was previously provided by DFPS or the SSCC, new luggage is not required.
The DFPS or SSCC caseworker must attempt to obtain important and personal items by returning to the home or placement or by reaching out to someone who can assist if unable to do so at the time of the move.
If the DFPS or SSCC caseworker is unable to secure the child or youth’s medications, the caseworker must work with the receiving caregiver to contact STAR Health to request refills.
4131.1 Durable Medical Equipment
CPS September 2026
Durable medical equipment funded through Medicaid is considered the property of the child or youth and must follow the child or youth. The DFPS well-being specialist can help coordinate assistance for dismantling and transporting the equipment.
If a parent or caregiver will not send durable medical equipment with the child or youth, the DFPS or SSCCC caseworker must immediately consult with one of the following:
- The attorney representing DFPS or the SSCC.
- The regional attorney.
For a child or youth with primary medical needs (PMN), a PMN staffing must already have occurred.
If the DFPS or SSCC caseworker is unable to obtain required items at the time of the move, he or she must attempt to obtain them afterward.
4132 Transport the Child or Youth to the Placement
CPS September 2026
The DFPS or SSCC caseworker must transport the child or youth to any initial or subsequent placement or accompany the child or youth if the child or youth needs medical or other specialized transportation.
The DFPS or SSCC supervisor may approve another staff member to transport the child or youth if necessary.
When a child or youth in DFPS conservatorship is placed with a residential child care contractor (such as a private child placing agency or general residential operation), the DFPS or SSCC caseworker must transport the child or youth to the placement.
If an emergency occurs on a night, weekend, or holiday, the DFPS or SSCC supervisor on call must assign appropriate DFPS or SSCC staff to arrange placement. However, this is done only after contacting or attempting to contact the DFPS or SSSCC caseworker or supervisor assigned to the case.
4133 Provide and Discuss the Placement Summary (Form 2279)
CPS September 2026
Requirements for Initial Placements
When a child is placed into out-of-home care for the first time, the DFPS or SSCC caseworker must, at a minimum, discuss the following with the admissions coordinator or other staff present at the time of placement:
- The child’s immediate and special needs for the first 72 hours.
- Any known sexual victimization, sexual behavior problem, human trafficking, or sexual aggression history.
Within 72 hours of the placement, the DFPS or SSCC caseworker does the following:
- Completes Form 2279 Placement Summary and the child’s Sexual History Report, Attachment A.
- Discusses Form 2279 and Attachment A with all the child’s caregivers in the placement.
- Obtains signatures on Form 2279 and Attachment A to acknowledge receipt of the information. The caseworker may collect these signatures electronically.
- Compiles any attachments that the caseworker did not provide at the time of placement.
- Provides the form and attachments to the new caregivers.
- Uploads Form 2279 into the Child’s Placement Records tab in OneCase/neuDocs.
- Uploads Attachment A into the Sexual History Report Attachment A tab in OneCase/neuDocs.
Requirements for All Subsequent Placements
At the time of the placement, the DFPS or SSCC caseworker provides continuity of care by discussing the following with the new caregivers:
- The information that the previous caregiver provided on Form 2279 Placement Summary.
- The child’s Sexual History Report, Attachment A.
- All other required documents at the time of placement.
The new caregivers and the DFPS or SSCC caseworker must sign Form 2279 and Attachment A to acknowledge receipt of the information.
If any caregivers are not present at the time of placement, the DFPS or SSCC caseworker does the following within three business days:
- Reviews the information with each caregiver who was not present.
- Obtains signatures on Form 2279 and Attachment A to acknowledge receipt of the information.
- Uploads the signed Form 2279 and Attachment A into OneCase/neuDocs on the day of the placement or by 7 p.m. on the next calendar day.
- Uploads Form 2279 into the Child’s Placement Records tab of OneCase/neuDocs.
- Uploads Attachment A into the Sexual History Report Attachment A tab of OneCase/neuDocs.
- Uploads additional signatures obtained on the forms into OneCase/neuDocs within three business days of making the placement.
Requirements Depending on Type of Placement (for Initial and Subsequent Placements)
The DFPS or SSCC caseworker and new caregivers discuss Form 2279 and Attachment A whether the caregivers are verified or unverified, and regardless of whether they are approved by DFPS or the SSCC or are an unauthorized placement. After the forms have been signed by the caregiver, the DFPS or SSCC caseworker must upload the documents to One Case/neuDocs. See the subheadings below.
Foster Home
If the child’s new placement is in a foster home, all foster parents in the home must sign Form 2279 and Attachment A to acknowledge receipt of the information.
Unverified Kinship Home
If the child’s new placement is an unverified kinship home, all adults living in the home who have unsupervised access to the child must sign Form 2279 and Attachment A to acknowledge receipt of the information.
Unauthorized Home
If the child’s new placement is an unauthorized home, the DFPS or SSCC caseworker makes every effort to have the unauthorized caregiver sign Form 2279 and Attachment A to acknowledge receipt of the information.
If the unauthorized caregiver refuses to sign Form 2279 or Attachment A, the DFPS or SSCC caseworker does the following:
- Documents the refusal to sign on the forms and uploads the forms into OneCase/neuDocs.
- Enters a contact documenting the DFPS or SSCC caseworker’s efforts to notify the unauthorized caregiver of the child’s sexual victimization, sexual behavior problem, human trafficking, and sexual aggression history, as well as the caregiver’s refusal to sign.
The DFPS or SSCC caseworker then does the following:
- Uploads Form 2279 into the Child’s Placement Records tab in OneCase/neuDocs.
- Uploads Attachment A into Sexual History Report Attachment A tab in OneCase/neuDocs.
Out-of-State Placement
If the child is placed out-of-state in a non-contracted foster, adoptive, or dual-licensed foster and adoptive home, the caregiver and DFPS or SSCC caseworker have the following responsibilities:
- The caregiver notifies any temporary caregiver about the child’s history of sexual victimization, sexual behavior problem, human trafficking, and sexual aggression.
- The caregiver obtains signatures on Form 2279b Certification of Receipt of Child Sexual Aggression Information .
- The caregiver sends the signed copy of Form 2279b to the DFPS or SSCC caseworker.
- The DFPS or SSCC caseworker uploads the signed copy of Form 2279b into the Child’s Placement Records tab of OneCase/neuDocs.
General Residential Operation (GRO)
If the child is being placed into a general residential operation (GRO), which includes emergency shelters and residential treatment centers, the following people must sign Form 2279 and Attachment A to acknowledge receipt of the information:
- Administrator for the GRO.
- Receiving intake staff, if applicable.
- Child’s case manager.
The GRO staff is responsible for making sure that any other caregivers for the child receive the information.
The DFPS or SSCC caseworker uploads the signed copy of Form 2279b into the Child’s Placement Records tab of OneCase/neuDocs and the Attachment A into the Sexual History Report Attachment A tab in OneCase/neuDocs.
Facility Regulated by Another State Agency
If the child is admitted to a facility regulated by another state agency, such as a hospital or juvenile detention center, and there is no intent for the child to return to their placement, the DFPS or SSCC caseworker must obtain signatures on Form 2279 and Attachment A to acknowledge receipt of the information. The following people must sign Form 2279 and Attachment A to acknowledge receipt of the information:
- For psychiatric or medical hospitals: hospital care coordinator or similar staff member.
- For juvenile detention centers or other facility settings: admission staff member or person responsible for oversight of the child.
The DFPS or SSCC caseworker then does the following:
- Uploads the signed Form 2279 into the Child’s Placement Records tab in OneCase/neuDocs.
- Uploads Attachment A into the Sexual History Report Attachment A tab in OneCase/neuDocs.
If the person indicated above refuses to sign Form 2279 or Attachment A, the DFPS or SSCC caseworker does the following:
- Documents the refusal to sign on the forms.
- Enters a contact documenting the DFPS or SSCC caseworker’s efforts to notify the facility staff member of the child’s sexual victimization sexual behavior problem, human trafficking, and sexual aggression history, as well as the refusal to sign.
- Uploads Form 2279 into the Child’s Placement Records tab in OneCase/neuDocs.
- Uploads Attachment A into the Sexual History Report Attachment A tab in OneCase/neuDocs.
4134 Provide the Child’s Plan of Service and Discuss Services
CPS September 2026
For either initial or subsequent placements, the DFPS or SSCC caseworker must discuss with the new caregiver the services to be provided.
The DFPS or SSCC caseworker must provide and discuss the current Child’s Plan of Service (CPOS) with the new caregiver, if it has been completed.
4135 Provide Additional Documentation
CPS September 2026
The DFPS or SSCC caseworker must provide the following additional documents and information to the new caregiver at the time of placement or within 72 hours:
- For initial placements and placements into foster homes, provide Form 2530 CPS Rights of Children and Youth in Foster Care and upload the signed document into the Foster Care Bill of Rights tab in OneCase/neuDocs.
- Medicaid card, STAR Health ID card, and other medical documents.
- Education Portfolio.
- The child or youth’s background information.
- Assessments and evaluations of the child or youth, including the child or youth’s diagnostic assessment, educational assessment, neurological assessment, and psychiatric or psychological evaluation.
- Information about any juvenile or adult criminal issues regarding the child or youth.
- An updated medical and developmental history.
4136 Provide Critical Documents to the Kinship Caregiver
CPS September 2026
In addition to other required placement forms, at the time of placement into a kinship home, the DFPS or SSCC caseworker must provide the kinship caregiver with the Kinship Manual and get the kinship caregiver’s signature on Form 0695 Kinship Caregiver Agreement.
4140 Actions Required after a Placement Change
4141 Make a Referral to the Kinship Development Worker
CPS September 2026
Within two business days after placing a child or youth with a kinship caregiver, the DFPS or SSCC caseworker must:
- Complete Form 2077 Universal Referral.
- Send the form to the designated mailbox (see form instructions) for the DFPS region or SSCC where the child or youth is placed.
4142 Enter the Placement Change Information in IMPACT
CPS September 2026
After the child or youth is placed, the DFPS or SSCC caseworker must enter information about the placement into IMPACT on the day of the placement or by 7 p.m. on the next calendar day. The DFPS or SSCC caseworker updates the placement in the SUB stage of any child or youth in the case who changed placements.
The placement date is the date the placement is completed — not the date the placement is planned to take place.
On the placement page in IMPACT, the DFPS or SSCC caseworker must enter the date the caregiver received and signed the Child Sexual History Report Attachment A.
Updates to the Placement Detail page must address issues of appropriateness, proximity, restrictiveness, and so on. If the child or youth changes placement type (for example, moving from a foster home to a kinship home or general residential operation), the DFPS or SSCC caseworker must update the service plan.
After updating IMPACT, the DFPS or SSCC caseworker must save and submit for supervisor approval. The DFPS or SSCC supervisor must approve initial and subsequent placements, including emergency placements, in IMPACT within seven calendar days of the placement.
At a minimum, the DFPS or SSCC supervisor must verbally approve the placement prior to the child being placed.
For emergency placements, the DFPS or SSCC supervisor must verbally approve the placement within 24 hours of the child being placed.
If the child or youth is discharging from a previous placement, the DFPS or SSCC caseworker selects the correct placement discharge reason and subtype reason, if applicable, in IMPACT. If the reason for discharge listed on the discharge notice is unclear or does not align with other information about the placement, the DFPS or SSCC caseworker must contact the caregiver for clarification.
The subtype must reflect the documentation received from the caregiver.
If there is no discharge notice (because the child is discharging from a non-contracted placement), then the DFPS or SSCC caseworker must select the discharge reason and subtype reason that best represents the reasons stated by the caregiver.
The DFPS or SSCC caseworker must seek clarification from the supervisor before selecting one of the following discharge subtype reasons:
- Change of Verification/License Type
- Facility under Adverse Action
- Not Verified/Licensed to Serve
- Facility Home Closed/Inactive
Caregiver/Agency Requested
The DFPS or SSCC caseworker must select this reason only when the placement entity has contacted DFPS or the SSCC and provided written notification of discharge to DFPS or SSCC intake or placement staff, the caseworker and supervisor.
CPS Initiated
The DFPS or SSCC caseworker must select this reason only when DFPS or the SSCC initiates the placement change or the court orders a placement change.
The DFPS or SSCC documentation must be consistent with the subtype selected.
4143 Provide Required Notifications
CPS September 2026
When a youth is initially placed, experiences a change in placement, or has a planned upcoming change in placement, the primary DFPS or SSCC caseworker is responsible for ensuring all required individuals are notified properly and timely.
Required Individuals include:
- Biological parents
- Attorney ad litem (AAL)
- Guardian ad litem (GAL)
- Court appointed special advocate (CASA)
- Secondary or ancillary staff such as:
- Local permanency specialist (LPS)
- Kinship development worker (KDW)
- Developmental disability specialist (DDS)
- Courtesy caseworker providing supervision
The primary DFPS or SSCC caseworker must exclude the caregiver’s address and any information that could allow the parent to locate the youth at the caregiver’s home or any location not arranged or approved by DFPS or the SSCC.
DFPS Rules, 40 TAC §700.1317(b)
4144 Request Day Care for the Placement
CPS September 2026
If the child or youth’s caregivers work outside the home full-time and are eligible for and need day care services through DFPS, the DFPS or SSCC caseworker must begin the authorization process as soon as possible.
4145 Request an Initial Service Level or Service Level Change if Needed
CPS September 2026
If a child or youth is placed under the Texas Child-Centered Care system, see the Texas Child-Centered Care System and PlacementResource Guide.
If the child or youth needs services at the moderate level or higher, the DFPS or SSCC caseworker must complete a referral packet for the third-party contractor responsible for authorizing service levels.
See the Definitions of Service Levels section in the Texas Service Levels Resource Guide.
4146 Discuss Medical and Dental Appointments with the Caregiver
CPS September 2026
For an initial placement, the DFPS or SSCC caseworker must ensure the medical and dental check-up is completed within specified time frames.
For subsequent placements, the DFPS or SSCC caseworker must inform the caregiver of the time frame for the next check-ups to ensure that the caregiver can schedule them at the appropriate time.
The DFPS or SSCC caseworker must inform the caregiver of any appointments that have already been scheduled or need to be scheduled for the child or youth.
4150 Special Circumstances Affecting Placements
4151 Court-Ordered Placements in Unapproved Facilities
CPS September 2026
If a judge orders a placement into an unapproved facility, the DFPS or SSCC caseworker must immediately notify the State Office Placement Division and the managing attorney of the court order.
Following the order’s issuance, staff must carry out the judge’s order by taking the following actions:
- Conduct any required activities to prepare the child or youth.
- Conduct any required activities to prepare the caregiver or facility to receive the child or youth.
- Conduct the placement.
- Provide any required notifications of the placement change.
- Take all other steps ordinarily taken during a placement change.
The DFPS or SSCC caseworker and supervisor must also consider whether any additional steps are necessary, such as:
- Providing training for the caregiver.
- Asking the court to order training for the caregiver.
- Increasing the number of visits by the caseworker to the placement.
- Addressing any needs identified for the child.
4152 When a Placement Cannot be Secured
4152.1 Involving State Office in a Placement Search
CPS September 2026
When a placement cannot be secured, placement staff must elevate the issue to DFPS State Office Placement Division and include, at a minimum, the following information:
- A recently updated Application for Placement.
- A current Child and Adolescent Needs and Strengths (CANS) assessment (if applicable).
- A current psychological assessment (if available).
- A current psychiatric assessment (if available).
- The child or youth’s Service Level authorization.
- The child or youth’s Recommended Service Package, if under the Texas Child-Centered Care (T3C) system.
- The placement search log.
- The contact with the behavioral health service manager (if appropriate).
DFPS State Office Placement Division staff must review the information and provide guidance, suggestions, and feedback to help placement staff secure an appropriate placement.
Until a placement can be secured, the caseworker must notify the chain of command, including the DFPS regional director, each day a child or youth is under DFPS supervision. The DFPS or SSCC caseworker must complete Form 2915 Child Without Placement and email the completed form to all of the following:
- DFPS Children Without Placement mailbox
- Placement staff
- Regional director
The DFPS or SSCC caseworker does not need to complete a new form for consecutive overnight stays. However, the DFPS or SSCC caseworker must send an email each day to the region’s central point of contact to provide an update. The email must include all of the following:
- The child’s:
- Name
- Age
- Gender
- Person identification number (PID)
- Legal county
- Level of care (LOC)
- Recommended Service Package, if under the T3C system
- Barriers to placement
- Where the child came from directly before child watch
- Current location of the child watch (child’s location while without placement)
- Any update on placement
Placement staff must continue searching for a placement that meets the needs of the child or youth until a placement is secured. Placement staff must discuss placement options with DFPS State Office Placement Division frequently until a placement is secured.
4152.2 Overnight Plans for a Child or Youth When Placement Is Unavailable
CPS September 2026
If staff cannot secure an appropriate placement for the child or youth, the DFPS regional director or designee must approve overnight plans for the child or youth.
If a child or youth in DFPS conservatorship does not have a placement, the child or youth must, as a last resort, stay in a hotel or other location supervised by DFPS or SSCC staff. Under no circumstances may the child or youth temporarily stay overnight in a DFPS or SSCC office.
Before having a child or youth stay in a hotel or other location, placement staff makes a diligent effort to secure an appropriate placement for the child or youth with a licensed and contracted provider. The DFPS or SSCC caseworker considers temporary placement with family members or fictive kin in this limited circumstance.
If the placement staff is unable to secure a placement in the child or youth’s region, the placement staff contacts counterparts in the other DFPS regions or SSCCs and requests assistance in securing a placement.
If the placement staff is unable to secure a placement for the child or youth after contacting the other regions or SSCCs, the placement staff notifies the DFPS or SSCC caseworker and the caseworker’s chain of command. This chain of command escalates the issue to the DFPS regional director.
4152.3 Meeting the Needs of a Child or Youth without Placement
CPS September 2026
Each DFPS region and SSCC must have its own plans, including sleeping and bathing arrangements, when a child or youth has no overnight placement. Examples of appropriate sleeping and bathing arrangements may include a hotel room, foster home, emergency shelter, or other facility that has agreed to shelter the child or youth on a temporary basis if DFPS or SSCC staff provide supervision.
Documents to Review
To ensure the safety of a child or youth under DFPS or SSCC care and supervision in a hotel or another community location, DFPS regions and SSCCs must ensure all staff members responsible for supervision review the following information before their shift:
- Form 2915 Child Without Placement
- The child’s Sexual History Report, Attachment A.
- Form 2279 Placement Summary.
- Form 2279b Certificate of Receipt of Child Sexual Abuse or Sexual Aggression Information
- Form 2400 Prescription Medication Information or Form 2401 Non-Prescription Medication Log
All forms listed above, as well as any updated information on those topics, are printed and stored in a secure location (to protect the child or youth’s confidentiality) for review by staff and caregivers who supervise the child or youth without placement.
Each staff member or caregiver must sign Attachment A or Form 2279b by hand (not electronically) before each shift. However, staff and caregivers who have reviewed and signed Attachment A or Form 2279b for the same child or youth during the same period of being without placement do not need to sign again, unless there is a change in the information on Attachment A.
Once the child or youth is moved into a placement, the primary DFPS or SSCC caseworker or regional designee scans all signed copies of the following documents and uploads them into OneCase/neuDocs:
- Upload Form 2279 into the Childs Placement Records tab.
- Upload Attachment A into the Sexual History Report Attachment A tab.
- Upload Form 2279b into the Child’s Placement Records tab.
Photo of Child or Youth
If a child or youth is entering DFPS or SSCC supervision (in a hotel or other community location) for the first time, a staff member or caregiver must take a photo of the child or youth and send it to the child or youth’s primary DFPS or SSCC caseworker, who then uploads it into IMPACT via OneCase/neuDocs.
Significant Events or Issues
If a significant event or issue arises while supervising a child or youth, staff members and caregivers must notify their supervisor, DFPS or SSCC caseworker, and director immediately. All significant events and serious incidents must be immediately escalated up the chain of command to the DFPS regional director, using the email subject line CWOP Incident.
4152.31 Food for a Child or Youth without Placement
CPS September 2026
The DFPS region or SSCC must arrange for the child or youth to have all of the following:
- Three meals and at least one snack each day.
- Intervals between snacks and meals that never exceed four hours during daytime hours and 14 hours during nighttime hours.
- Any special diet prescribed by a health care provider.
- Food to which the child or youth is not allergic (based on the child or youth’s known food allergies).
4152.32 Medication for a Child or Youth without Placement
CPS September 2026
The DFPS region or SSCC must follow the medication policy that:
- Outlines procedures for the administration, storage, and destruction of medications.
- Contains links to required medication logs.
4152.33 Toiletries, Linen, and Bedding for a Child or Youth without Placement
CPS September 2026
For overnight stays in a hotel or other location, DFPS or SSCC staff must arrange for each child or youth to have all of the following:
- His or her own bed or sleeping space.
- Clean towels.
- Clean bedding, including at least one sheet set, one pillow and pillowcase, and at least one of the following:
- Bedspread
- Comforter
- Blanket
- Quilt
- Toiletries.
- Other items necessary to meet the child or youth’s needs.
If a placement is not located within 24 hours, the DFPS or SSCC caseworker must arrange for the child or youth to have a shower (or to bathe in a way that is appropriate for the child or youth’s age and developmental level).
4152.34 Supervision for a Child or Youth without Placement (CWOP)
CPS September 2026
When a child or youth stays with DFPS or SSCC staff overnight, supervision must be a priority for the protection of the child or youth and staff members. To provide proper supervision, DFPS and SSCC staff must follow these guidelines:
- All children and youth must remain in close proximity to DFPS or SSCC staff and other trained adult caregivers at all times. The following factors are considered when determining the type of supervision to provide:
- Normalcy for the child or youth.
- The child or youth’s service or treatment plan.
- The best interest of the child or youth.
- There must be at least two caregivers at every location where at least one child or youth is being supervised. The following requirements apply:
- At least one of the caregivers must be a DFPS or SSCC staff member at the caseworker level or above or be a dedicated youth supervision staff member who has completed required trainings according to the CWOP Required Training Chart.
- The other caregiver must be at least 21 years old and have completed the appropriate trainings according to the CWOP Required Training Chart.
- There must be at least one DFPS, SSCC staff or contracted caregiver for every three children or youth at any one location.
- The DFPS regional director or designee can increase the number of trained adult caregivers at a specific location based on these factors:
- Gender of all children and youth at a specific location.
- Age of all children and youth at a specific location.
- Acuity of the needs of all children and youth at a specific location.
- Physical location of all children and youth at a specific location.
- According to 11300 Medication and its subsections, the only people responsible for administering and locking up medication are the DFPS or SSCC staff member (caseworker or above), a dedicated youth supervision staff member who has completed required CWOP trainings, or a contracted registered nurse (as available).
- The DFPS or SSCC staff member (caseworker or above) or dedicated youth supervision staff member must ensure other trained adult caregivers who supervise children or youth without placement have received information about the child or youth, including child sexual history and the supervision needs of the child or youth.
- Temporary staff, DFPS or SSCC staff in programs other than Conservatorship, Permanency, and CPI, or contracted staff may supervise children and youth without additional approval after completing required training. These staff members count as other trained adult caregivers, but they do not count toward the required number of DFPS, SSCC, or dedicated youth supervision staff.
- The DFPS regional director must approve the use of verified interns or volunteers for interacting or engaging with children or youth. Verified interns or volunteers do not count in the ratio of children and youth to trained adult caregivers.
- Each trained adult caregiver assigned to supervise the child or youth must remain awake and be ready to meet the needs of the child or youth at all times.
- All trained adult caregivers assigned to supervise youth must make sure areas are free from potential hazards.
4152.35 Education for a Child or Youth without Placement
CPS September 2026
Regions must ensure that when a child or youth is without placement and is staying in an alternate location, the DFPS or SSCC caseworker enrolls the child or youth in school no later than the second school day of the temporary alternative placement.
The DFPS or SSCC caseworker must make every effort to allow the child or youth to remain in the school he or she was attending before the placement disruption. If the child or youth cannot attend the same school, the DFPS or SSCC caseworker must make every effort to allow him or her to remain in the same school district.
The DFPS or SSCC caseworker contacts the DFPS regional education specialist for assistance in this circumstance.
4152.36 Entertainment and Recreational Activities for a Child or Youth without Placement
CPS September 2026
DFPS and SSCC staff must ensure the child or youth has sufficient recreational activities.
4152.37 Additional Support and Services for a Child or Youth without Placement
CPS September 2026
DFPS and SSCC staff must ensure that any additional support and services that may be required to meet the child or youth’s needs are available to the child or youth. Such services may include but are not limited to the following:
- Nursing services if the child or youth has medical needs that require routine medical expertise.
- DFPS regional nurse and well-being specialist consultation.
- STAR Health service management for medical or behavioral health care needs. Contact the STAR Health manager for more information (1-800-218-7453).
4153 Placements Outside the Region or State
CPS September 2026
Out-of-State Placements
When a youth is being considered for an out-of-state placement, the DFPS or SSCC caseworker must ensure that the Interstate Compact on the Placement of Children (ICPC) process and guidelines are followed as it relates to policy and to the Safe and Timely Act (Safe and Timely Interstate Placement of Foster Children Act of 2006, Public Law 109-239).
Out-of-Region Placements
When DFPS or an SSCC places a child or youth outside the DFPS or SSCC region that has legal jurisdiction, the DFPS and SSCC region where the youth is placed must provide the supervision and a portion of the case management services. The courtesy worker or the DFPS local permanency specialist or SSCC equivalent provides these services, known as courtesy supervision.
The DFPS or SSCC caseworker must request services and supervision by a local permanency specialist within seven days of the placement by completing and submitting Form 2077 Universal Referral.
Requesting Placements Across Regional Lines into Community-Based Care Catchment Areas
All staff, whether DFPS or SSCC, must obtain required approvals when placing or requesting to place a youth across regional lines into a Community-Based Care (CBC) catchment area unless the youth is being placed in a Supervised Independent Living (SIL) placement.
Requesting Placement of a Child in Paid Foster Care
Requesting a paid foster care placement of a youth into a CBC catchment area must occur on rare occasions as a placement of last resort and be based on the best interest of the individual youth (such as placing a youth with his or her sibling in the same verified kinship or foster or adoptive home).
When it has been determined that a youth requires a paid foster care placement, the DFPS or SSCC caseworker makes a referral to one of the following:
- Placement Team
- Preparation for Adult Living (PAL) program staff when a youth or young adult is returning to extended foster care.
- Supervisor
- Director
- Third-line manager
- DFPS regional director
The DFPS caseworker must complete Form 1508 Request for Placement into CBC Catchment Areas.
If the Placement Team or PAL staff determine that the best placement for the youth is located in a CBC catchment area, staff must follow the required process in their region.
4154 Unauthorized Arrangements of Youth in DFPS Conservatorship
CPS September 2026
When a youth in DFPS managing conservatorship begins living in an unauthorized living arrangement, the youth’s primary DFPS or SSCC caseworker takes the following actions:
- Attempts to persuade the youth to return to substitute care.
- Notifies the following people:
- Youth’s parents.
- Parent’s attorney, if applicable.
- Attorney ad litem appointed for the youth.
- Guardian ad litem appointed for the youth.
- Volunteer advocate appointed for the youth (CASA).
- Any other person determined by a court to have an interest in the youth’s welfare.
- Assesses and documents the risk of abuse and neglect associated with the unauthorized living arrangement and the overall appropriateness of the unauthorized living arrangement, including:
- Who implemented and approved the unauthorized living arrangement.
- Whether the youth is related to the caregiver.
- The youth’s options if the unauthorized living arrangement does not work out.
- How is the youth’s current needs going to be met in the unauthorized living arrangement.
- Ensures that the unauthorized caregiver has been informed of the youth’s history related to sexual victimization, sexual behavior problems, human trafficking, and sexual aggression. The DFPS or SSCC caseworker must make every effort to review Form 2279 (Placement Summary) and the youth’s Sexual History Report (Attachment A) with the unauthorized caregiver, obtain the caregiver’s signatures, and upload the signed documents into OneCase/neuDocs. If the unauthorized caregiver refuses to sign Form 2279 or Attachment A, the DFPS or SSCC caseworker must do the following:
- Document the caregiver’s refusal to sign on the forms.
- Enter a contact in IMPACT indicating the DFPS or SSCC caseworker’s efforts to notify the unauthorized caregiver of the youth’s sexual victimization, sexual behavior problem, human trafficking, and sexual aggression history. The contact must also include whether the caregiver signed the documents and the caregiver’s reason for not signing if he or she refused.
- Upload Form 2279 into the Child’s Placement Records tab in OneCase/neuDocs.
- Upload Attachment A into the Sexual History Report Attachment A tab in OneCase/neuDocs.
See the Independent Living Arrangements section in the Foster and Licensed Facility Placements Resource Guide
4160 Placements and Child Safety
CPS September 2026
A child or youth’s safety in a placement is the foremost concern. The DFPS or SSCC caseworker must evaluate the safety of the youth throughout the placement process.
- At the time of placement selection, the DFPS or SSCC caseworker must assess each youth’s particular vulnerabilities and the ability and willingness of each potential caregiver to protect the youth.
- After the placement has been selected and the DFPS or SSCC caseworker is conducting pre-placement activities or actually placing the youth, the DFPS or SSCC caseworker must assess the caregiver’s willingness and ability to protect the youth.
- While the youth is in the placement, the DFPS or SSCC caseworker must monitor for safety during face-to-face visits and in any other contact the caseworker or other DFPS or SSCC staff has with the child or youth.
The DFPS or SSCC caseworker must take responsive action if there are identified concerns with a youth’s placement:
| Type of Concern |
Responsive Actions (as appropriate) |
|---|---|
Safety concerns |
The caseworker must never leave a placement where there are concerns about the youth’s safety before discussing the matter with his or her supervisor and developing a plan. |
General concerns |
|
Concerns about compliance with Minimum Standards |
Referral to Residential Child Care Regulation. |
Instagram