6000 Substitute Care Services
6100 Overview of Substitute Care
CPS September 2026
Substitute care is provided from the time a child is removed from his or her home and placed in DFPS conservatorship until the child returns home safely or is placed in another living arrangement that does not require DFPS supervision.
DFPS legally assumes parental responsibility for a child who is removed from the home and placed in DFPS conservatorship. The decision to place a child in substitute care must be supported by a court order authorizing DFPS or an SSCC to take possession of the child and manage his or her care.
When a child is placed in substitute care, DFPS or the SSCC and the child’s substitute caregiver work together to help DFPS meet its parental responsibility. DFPS’s parental responsibility for the child does not end until the child leaves DFPS conservatorship.
Substitute care services are provided to ensure the safety, well-being, and permanency of a child in DFPS conservatorship or a young adult in extended foster care. These services consist of the following:
- Case management services.
- Treatment services.
- Residential care and support provided to the child.
- Other supportive and therapeutic services provided to the child, the child’s parents, and the child’s substitute caregiver.
6110 Actions Required When a Child Initially Comes into DFPS Conservatorship
CPS September 2026
Applying for Foster Care Assistance
Within 10 calendar days after the child’s initial placement, the child’s DFPS removing caseworker must do all of the following:
- Complete the Foster Care Assistance Application in IMPACT and submit it to the foster care eligibility specialist.
- Send the following documentation to the foster care eligibility specialist:
- A copy of the court order designating DFPS as the child’s managing conservator.
- A copy of the affidavit and original petition that initiated the court action, with the date that the petition was filed indicated on the petition.
- Documentation of the child’s birth, if obtained from the family. If not obtained from the family, the foster care eligibility specialist completes an inquiry in the Department of State Health Services (DSHS) system if the child was born in Texas.
- Documentation of the child’s citizenship or immigration status.
Foreign-born children may have legal immigration standing in the United States or have dual citizenship in the United States and another country. For a foreign-born child, the DFPS removing caseworker must request that the parent or caregiver provide proof of the child’s immigration status. If the DFPS removing caseworker has trouble doing so, he or she must consult with the designated regional immigration specialist.
Unknown Family Income on the Foster Care Assistance Application
The child’s and the family’s income information reported on the Foster Care Assistance Application in IMPACT is used to determine the child’s initial eligibility for Title IV-E foster care assistance. When the child’s and family’s income is unknown, the DFPS removing caseworker must use the following procedures when completing the Foster Care Assistance Application.
The DFPS removing caseworker must record all known income information on the Foster Care Assistance Application before submitting it to the foster care eligibility specialist through IMPACT. If the DFPS removing caseworker does not have specific income information, they must contact the family to learn how much they earn each month, as well as any income they receive from another source.
If the Child Does Not Have a Social Security Number
If it is discovered that the child has never had a Social Security number (SSN) issued by the Social Security Administration, the DFPS removing caseworker must do the following:
- Complete the Social Security Administration’s Application for a Social Security Card Form SS-5.
- Coordinate with the regional Supplemental Security Income (SSI) coordinator and other regional staff to process the request for an SSN.
Post-Removal Staffing
No later than 10 calendar days after a child is removed from his or her home, the DFPS and SSCC supervisors for the stages involved must complete a transfer staffing (meeting) with the relevant DFPS or SSCC caseworkers to do the following:
- Discuss the child’s removal.
- Make a plan to meet the child’s immediate needs.
- Discuss a transfer visit.
6120 Required Tasks at Conservatorship Assignment
CPS September 2026
After the adversary hearing, the DFPS or SSCC caseworker assumes responsibility for taking any other actions needed to meet the needs of the child and family. This includes making ongoing efforts to obtain a child’s Social Security card, birth certificate, and any documentation regarding a child’s immigration status, if needed.
If the adversary hearing is extended, the DFPS removing caseworker:
- Is responsible for attending court and providing testimony related to the removal actions.
- Is not responsible for other case-related actions necessary to meet the needs of the child and family.
6130 Notifications and Efforts to Locate Family Members
CPS September 2026
Ongoing Duty to Provide Notice of DFPS Conservatorship
At initial removal and at any time during the case that a person listed below is identified and located, the DFPS or SSCC caseworker must provide notice of DFPS conservatorship using the Notice to Relatives and Potential Caregivers about Removal of a Child Form 2134 to that person immediately:
- All paternal and maternal relatives of the child (including adult relatives of the legal or alleged father) who are related to the child within the fourth degree of consanguinity. (The fourth degree of consanguinity includes people such as first cousins, great aunts or great uncles, and great-great-grandparents.)
- All adult grandparents, great-grandparents, aunts, uncles, nieces, nephews, and siblings of the child’s legal father or alleged father, if DFPS or the SSCC caseworker has a reasonable basis to believe the alleged father is the child’s biological father.
- All legal custodians of the child’s minor siblings.
- All adult siblings of the child.
- Everyone designated by the parent as a potential caregiver on the Child Caregiver Resource Form 2625.
- Any other relative or fictive kin the caseworker determines should receive notice.
Notice is not required for people served with a citation by the court or determined ineligible for notice based on criminal or family violence history, such as people who are a current threat to safety or high risk of harm.
42 United States Code (U.S.C.) §671(a)(29)
Due Diligence Efforts to Identify and Locate Family
The DFPS or SSCC caseworker must use due diligence to identify and locate all required people listed above during the first 30 days after removal.
The DFPS or SSCC caseworker uses information obtained from the diligent search results that are provided by FINDRS as part of the Request for Diligent Search.
Ongoing Efforts to Identify and Locate Family After the Adversarial Hearing
The DFPS or SSCC caseworker must make continued monthly efforts to locate and identify a child’s family. All monthly efforts must be documented in the child’s SUB stage.
If an additional or updated search is needed (that is, a new family member is identified), DFPS or the SSCC submits the Request for “Quick Find” Records Search Form 2004 to the DFPS FINDRS mailbox.
Notification of Rights of a Parent, Legal Guardian, or Alleged Perpetrator
If DFPS’s or the SSCC’s first contact with a parent, legal guardian, or alleged perpetrator occurs after the adversary hearing, the DFPS or SSCC caseworker must notify the person of the person’s rights using the Notification of Rights Form 3010.
6140 Documentation Requirements When a Child is Placed in DFPS Conservatorship
CPS September 2026
When a child is placed in DFPS conservatorship, the DFPS or SSCC caseworker must document all of the following:
- Contacts, assessments, and services provided to the child and the child’s family.
- Key decisions made and actions taken during care that affect the child and the child’s family.
Documentation must include the following:
- Any contact with the child.
- Any contact with the child’s caregiver.
- Any contact with the child’s family.
- Any contact with the child’s attorney and guardian ad litem.
- Contact with involved professionals.
- Contact with collaterals.
- Contact with community resources.
- Parent-child or child-sibling visits, even when not observed by DFPS or the SSCC.
- Services, referrals, and information provided to the child’s parents and caregivers.
- Documented and updated personal information, including address and contact information, for all case principals on the Person List page in IMPACT.
- Permanency planning meetings.
- Updated photograph of the child (uploaded into OneCase/NeuDocs every six months).
- Court activities, such as hearings.
- Transfer and closing summaries.
6141 Timeliness of Documentation
CPS September 2026
The DFPS or SSCC caseworker is required to ensure the entry of the specified information into IMPACT or the SSCC’s data management system within these designated time frames:
- Face-to-face contact with the child must be entered on the same day as the contact.
- Medical, dental, and therapeutic appointments must be entered within seven days.
- Legal status and actions must be entered within seven days.
- Medical consenters must be updated on the same day the consenter is designated or changed, or by 7:00 p.m. the next calendar day, and the caseworker must keep the information current.
- A new photo of the child must be uploaded into OneCase/NeuDocs every six months.
- Closing summaries and case closure must occur by the end of the month following the month of termination of DFPS’s legal responsibility for the child. The only exception is for youth who turn 18 while in DFPS conservatorship. Those SUB stages remain open for trial independence or extended foster care.
- The Monthly Evaluation/Assessment Report must be completed by the fifth business day of the following month and submitted to the DFPS or SSCC caseworker’s supervisor for approval.
6142 Approval of Documentation
CPS September 2026
The DFPS or SSCC caseworker’s supervisor is responsible for approving the Monthly Evaluation/Assessment Report within 15 days of the date of submission.
If the contact narratives and the Monthly Evaluation/Assessment Report meet policy and minimum standards, the supervisor approves the documentation in IMPACT.
The DFPS or SSCC supervisor must approve the documentation only when it meets the policy requirements.
If the documentation does not meet policy requirements, the DFPS or SSCC supervisor must do all of the following:
- Not approve the documentation.
- Provide guidance to the DFPS or SSCC caseworker.
- Designate a reasonable time for the DFPS or SSCC caseworker to resubmit the documentation.
The DFPS or SSCC caseworker’s supervisor is responsible for approving certain case actions. Case actions that require this level of approval include, but are not limited to, the following:
- Monthly evaluation or assessment report and accompanying required monthly contact with the child.
- Service authorizations.
- Child and family service plans.
- Child placements.
- Child placement forms.
- Unsupervised parental visitation with the child.
- Stage closures.
- Court reports.
6143 Actions Requiring Child Placement Management Staff Approval
CPS September 2026
The following actions must be approved by a person who meets the requirements for a child-placing management staff member, as defined in Minimum Standards for Child-Placing Agencies, HHS Rules, 26 TAC §749.675:
- Child placements.
- Home studies.
- Initial child’s service plans (which also serve as the intake study and initial assessment report).
6144 Additional External Documentation
CPS September 2026
The DFPS or SSCC caseworker must file copies of the following documents in OneCase/NeuDocs or the child’s paper case file, as appropriate, when they are gathered:
- Birth, citizenship, or immigration status documents.
- Health records.
- School records.
- Signed Foster Care Assistance Application forms.
- Court reports.
- Signed court orders, affidavits, and other court documents.
- Signed service plans.
- Notices sent regarding permanency planning meetings.
- Placement and medical authorizations.
- Correspondence, photographs, authorizations, and similar documentation.
6150 Services to a Caregiver
CPS September 2026
Over the course of a child’s placement with a caregiver, the DFPS or SSCC caseworker must do all of the following:
- Ensure that the caregiver has up-to-date information about the child.
- Ensure that the caregiver has the child’s education portfolio.
- Ask the caregiver to help develop and implement the child’s service plan.
- Identify in the Child’s Plan of Service any support services that the caregiver must receive to meet the child’s needs, and (within the limits of available resources) ensure that the caregiver receives those services.
- Help and encourage the caregiver to participate as a team member in planning for, delivering services to, and evaluating the progress of the child.
- Give 10-day written notification of Chapter 263 court review hearings, as required by law, so that the caregiver can plan to attend and present testimony, if desired.
- Give appropriate notification of permanency planning meetings, so that the caregiver can plan to attend and be heard, if desired.
- Give appropriate notification of any other reviews held with respect to the child, so that the caregiver can plan to attend and be heard, if desired.
- Make monthly contact with the caregiver, at least by phone.
- Visit the child and the caregiver at the caregiver’s home or facility in a majority of the monthly visits with the child.
- During monthly contact, discuss the caregiver’s specific concerns about the child’s care, such as the child’s relationship with the caregiver’s family, changes in the composition or functioning of the caregiver’s family, problems with DFPS or SSCC policies, and so on. Identify any follow-up support services that may be needed.
- Respond to requests for information.
- Help the caregiver find ways to manage the child’s behavior.
- Assess the caregiver’s ability to respond to and meet the child’s needs.
- Assess the caregiver’s need for services to support the placement.
- Provide any follow-up support services that are requested or needed.
- Give the caregiver copies of the following:
- Placement transfer summary.
- Child’s Plan of Service.
- Medical and Developmental History and Physical Examination form from IMPACT.
- Medical records.
- Medical log.
When the DFPS or SSCC caseworker gives the child’s caregiver the medical log from IMPACT, the DFPS or SSCC caseworker must ask the caregiver to do both of the following:
- Update the log each time the child receives medical services.
- Give the DFPS or SSCC caseworker an updated copy before each service plan review.
6160 Communication and Discipline for Children and Youth
CPS September 2026
Responding to a Message from a Child or Youth
When the DFPS or SSCC caseworker receives a message from the child or youth, the caseworker must respond immediately if it is an emergency. If the DFPS or SSCC caseworker is not able to respond, the DFPS or SSCC caseworker must contact the supervisor and develop a plan to address the emergency.
In non-emergency situations, the DFPS or SSCC caseworker must make every effort to contact the child or youth as soon as possible, within 24 hours or the first business day following a weekend or holiday.
Caseworkers’ Responsibilities Regarding Discipline
When acting in a caregiver role (such as when transporting the child or monitoring a child who is waiting for placement), the DFPS or SSCC caseworker must abide by the discipline policies described in the Placement Summary Form 2279 and in HHS Rules, 26 TAC §749.1953 and 26 TAC §749.1957.
6170 Notification to Parties of Significant Events
CPS September 2026
The DFPS or SSCC caseworker must keep certain parties informed of significant events that occur while a child is in DFPS conservatorship.
DFPS Rules, 40 TAC Chapter 700, Subchapter M, Division 2
Unless otherwise specified, the DFPS or SSCC caseworker must provide notice to all of the following:
- The child’s parent.
- The parent’s attorney, if applicable.
- The attorney representing DFPS (for example, regional DFPS attorney, district attorney, or county attorney).
- An attorney ad litem appointed for the child.
- A guardian ad litem appointed for the child.
- A volunteer advocate appointed for the child (CASA).
- The licensed administrator of the child-placing agency (CPA) responsible for placing the child or the licensed administrator’s designee.
- The foster parent, kinship caregiver, prospective adoptive parent, or director of the group home or general residential operation where the child is residing (child’s placement).
- Any other person determined by a court to have an interest in the child’s welfare.
6171 Exceptions to the Notification Requirements
CPS September 2026
The DFPS or SSCC caseworker is not required to notify a person or entity according to the requirements above if any of the following apply:
- The person or entity previously received notice of the event.
- The person or entity is required to provide notice of the event to DFPS or the SSCC (for example, the CPA or caregiver provides notice to DFPS or the SSCC about psychotropic medication dosages).
- No current contact information for the person is available to the caseworker.
The DFPS or SSCC caseworker is not required to notify a parent of the events above or any other significant event if any of the following apply:
- DFPS or the SSCC cannot locate the parent.
- A court has restricted the parent’s access to information.
- The child is in the permanent managing conservatorship of DFPS, and the parent has not participated in the child’s case for at least six months.
- The parent’s parental rights have been terminated.
- DFPS has documented that it is not in the child’s best interest to involve the parent in case planning.
6172 Child Admitted to an Inpatient Mental Health Facility
CPS September 2026
When a child is admitted to an inpatient mental health facility, either voluntarily or through a court order, immediately or no later than the next business day, the DFPS or SSCC caseworker must notify both of the following:
- Placement staff.
- STAR Health Mental Health Member Services or the child’s Integrated Mental Health Services (IMHS) manager at 1-866-218-8263, if the child is enrolled in STAR Health.
If the child who is admitted to a mental health facility appears to have a developmental disability, the DFPS or SSCC caseworker must also notify both of the following:
- The developmental disability specialist.
- The Local Intellectual and Developmental Disability Authority (LIDDA).
6173 Notification Requirements and Schedule
CPS September 2026
The notification time frame starts at the time the primary caseworker becomes aware of the event. If the primary caseworker becomes aware of an event and a hearing is scheduled before the deadline for providing notice, the DFPS or SSCC caseworker must provide notice of the event at the hearing.
The DFPS or SSCC caseworker must provide notice in a manner that would most reliably notify the person, including the use of electronic notice whenever possible.
| Event |
People to Notify |
|---|---|
Non-emergency change in the residential child care facility of a child in care. |
|
| Event |
People to Notify |
|---|---|
Child returns after being missing or running away from care. |
|
Child who was missing from care and placed on the Amber Alert system returns to care. |
|
| Event |
People to Notify |
|---|---|
Child becomes missing or runs away from care. |
|
| Event |
People to Notify |
|---|---|
Child returns after being missing or running away from care. |
|
| Event |
People to Notify |
|---|---|
Child returns after being missing or running away from care. |
|
Child reports that child was the victim of a crime while being missing or having run away from care. |
Appropriate law enforcement officials. |
Child reports that child was the victim of abuse or neglect while being missing or having run away from care. |
Statewide Intake (SWI) (the caseworker makes a report of abuse or neglect to the hotline by phone or online). |
Child dies in substitute care. |
|
Significant change in medical condition, including mental or behavioral health conditions, enrollment or participation in a drug research program, or initial prescription of a psychotropic medication. |
Child’s parents. |
Termination of parental rights. |
Notice is not required for people served with citation by the court or determined ineligible for notice based on criminal or family violence history. |
| Event |
People to Notify |
|---|---|
The DFPS or SSCC caseworker receives a discharge notice from contracted or kinship placement. |
The child’s CASA, guardian ad litem, and attorney ad litem. |
| Event |
People to Notify |
|---|---|
Child is placed in a new placement. |
The child’s CASA, guardian ad litem, and attorney ad litem. |
Emergency removal from a contracted or kinship placement. |
The child’s CASA, guardian ad litem, and attorney ad litem. |
| Event |
People to Notify |
|---|---|
The decision to move a child from one contracted placement or kinship home to another contracted placement or kinship home (placement change initiated by DFPS or the SSCC). |
The child’s CASA, guardian ad litem, and attorney ad litem. |
| Event |
People to Notify |
|---|---|
Placement change, including failure to locate an appropriate placement for one or more nights. |
All people or entities listed in 6170 Notification to Parties of Significant Events. |
Significant change in medical condition, including mental or behavioral health conditions, enrollment or participation in a drug research program, or initial prescription of a psychotropic medication. |
All people or entities listed in 6170 Notification to Parties of Significant Events. |
A medical consenter declines consent for either of the following:
|
All people or entities listed in 6170 Notification to Parties of Significant Events. |
Any change in dosage of a psychotropic medication, which includes titration (adjusting the amount) or discontinuation of the medication. |
All people or entities listed in 6170 Notification to Parties of Significant Events. |
A major achievement or change in school performance, including:
|
All people or entities listed in 6170 Notification to Parties of Significant Events. |
A DFPS or HHSC Residential Child Care Licensing investigation of alleged abuse or neglect at the child’s placement, regardless of whether the subject child is alleged to have been the victim or perpetrator of abuse or neglect. |
All people or entities listed in 6170 Notification to Parties of Significant Events. |
Either of the following:
|
All people or entities listed in 6170 Notification to Parties of Significant Events. |
The use of emergency behavior intervention, if DFPS or the SSCC receives notice about such use from the person or entity who used the emergency behavior intervention, including personal restraints, emergency medication, seclusion, mechanical restraints, or chemical restraints. |
All people or entities listed in 6170 Notification to Parties of Significant Events. |
6180 Caseworker’s Duty to Report Abuse and Neglect in an Open Conservatorship (CVS) Case
CPS September 2026
If the DFPS or SSCC caseworker has cause to believe that a child has been or might be abused or neglected again by anyone or has been trafficked, then the DFPS or SSCC caseworker must do both of the following:
- Ensure the child’s immediate safety.
- Make a new report to Statewide Intake (SWI) immediately, but no later than 24 hours after becoming aware of the suspected abuse, neglect, or trafficking.
If the incident involves a family member who has a current, open Conservatorship case, the DFPS or SSCC caseworker must incorporate the information reported to Statewide Intake into the family assessment and plan and address the dangers to the child’s safety.
6190 Discharging Children from Substitute Care
6191 Services Preceding Discharge
CPS September 2026
At the time of a child’s discharge from substitute care, the child’s DFPS or SSCC caseworker must provide transition services to the child and the substitute caregiver and either of the following:
- The child’s family if the child is returning home.
- The caregiver with whom the child is being permanently placed, if the child is not returning home.
The purpose of these services is to ensure a smooth transition by helping the child, the substitute caregiver, and the child’s family or other permanent caregiver adjust to the child’s permanent placement. To that end, the DFPS or SSCC caseworker meets with each person involved in the transition to assess and discuss everyone’s needs and determine how they will be met.
Ordinarily, the DFPS or SSCC caseworker’s specific planning for the child’s discharge from substitute care begins 30 to 45 days before the child’s discharge date.
If the Child Is Being Placed in Another State
If the child is being placed out of state, the DFPS or SSCC caseworker must secure the approval of the appropriate Interstate Compact authority before asking the court to discharge the child. See the Interstate Compact on the Placement of Children (ICPC) Resource Guide.
6192 Services at Discharge from Substitute Care
CPS September 2026
At the time of a child’s discharge from substitute care, the child’s DFPS or SSCC caseworker takes the following actions.
Provide Information to the Receiving Family
The DFPS or SSCC caseworker makes sure that the family receiving the child has all of the following:
- Information on the child’s care and current needs.
- Placement authorization forms, if DFPS or the single source continuum contractor (SSCC) is placing the child with someone other than the parent.
- Any pertinent court orders.
- Documents from the case record, including medical and school records.
- Details on Texas Health Steps, the Medicaid program provided under contract with the Texas Department of State Health Services.
- Other items accumulated during the child’s stay in substitute care. See Appendix 6000-1: Discharging Children from Substitute Care.
Transfer the Child’s Benefits to the Receiving Family
The DFPS or SSCC caseworker makes sure that the child’s benefits have been transferred to the new caregiver, when appropriate. A child’s benefits may include Medicaid, Supplemental Security Income (SSI), bank accounts, and so on.
If an SSI application was started, the DFPS or SSCC caseworker completes it.
If the new caregiver needs to apply for Medicaid or the Children’s Health Insurance Program (CHIP) to insure an uninsured child, the caseworker confirms that the caregiver knows how to apply and, if not, offers to help.
Document the Case in IMPACT
The DFPS or SSCC caseworker documents discharge tasks in IMPACT by doing the following:
- Completing a Closing Summary.
- Completing the pages for Placement Detail and Removal.
- Filling in the discharge planning document.
- Clearly documenting the child’s new address.
If the court dismissed DFPS as conservator, the DFPS or SSCC caseworker or the caseworker’s designee, must document the change according to 5251 Entering a Change in Legal Status or Legal Action into IMPACT.
Conservatorship cases are closed by the end of the month following the month of termination of DFPS’s legal responsibility for the child. The only exception is for youth who turned 18 years old while in DFPS conservatorship. Those SUB stages remain open for trial independence or extended foster care.
Instagram