Appendix 1100-2: Roles and Responsibilities of the CPI Family Group Decision Making Specialist

CPS August 2025

CPI Family Group Decision-Making (FGDM) specialists provide the support needed for families and caseworkers to benefit from the FGDM process. CPI FGDM specialists are available to facilitate a Family Team Meeting (FTM) or Kinship Finder Session (KFS) outside of normal business hours to support the needs of the families in emergency situations.

The support includes adhering to the following core values, beliefs, and best-practice principles:

  • All families who are involved with CPI when a removal of a child is imminent or has occurred are offered the opportunity to voluntarily participate in an FTM or KFS without jeopardizing child safety.
  • Outcomes for children are best when:
    • Families are recognized as having expertise and wisdom that are not possessed by DFPS staff and consulting professionals, which allows families to create and mobilize social networks and other resources to care for and protect their own children.
    • The expertise and wisdom of families is respected.
  • Families define their own members, which may extend beyond the birth family.
  • Families are the most valuable resource in a child's life.
  • A child or youth should be included in the decision-making and FGDM process whenever possible. See 1121.4 The Attendance and Participation of Children and Families in the FGDM Conferences.
  • FGDM is provided in a family-driven, family-friendly manner, and the plans that protect children are developed within this framework using FGDM strategies. See 1121.3 Family Group Decision-Making Strategies.
  • FGDM works to empower the family, extended family, fictive kin, and community instead of empowering professionals.
  • DFPS staff and other people involved receive training on the FGDM approach and on their role in the FGDM conference.

Documentation Requirements for Models of Family Group Decision Making (FGDM)

The CPI FGDM specialist enters the following documentation into IMPACT:

  • Whether the FTM was offered.
  • Whether the FTM was held or declined.

If a family initially declines the offer to participate, the CPI FGDM specialist continues to engage the family to address any barriers and documents all engagement strategies used. The CPI FGDM specialist enters documentation regarding the agreements made during the FTM and any relatives or supports that were identified during the meeting. The CPI FGDM specialist has three business days to complete the documentation. 

Roles and Tasks of CPI FGDM Facilitators

The stages of the CPI FGDM process are:

  • Stage 1: Identifying Eligible Families
  • Stage 2: Coordination
  • Stage 3: Facilitation
  • Stage 4: After the CPI FTM or KFS

The following roles and tasks of CPI FGDM staff apply to the CPI FTM or KFS, allowing for variances in agenda and process.

Stage 1: Identifying Eligible Families

When requesting an FTM, CPI caseworkers follow the process for ensuring that the CPI FGDM facilitator or designee receives a CPI FGDM referral form within one business day of identifying that the criteria for an FTM has been met. If the case documentation is up-to-date prior to the FTM request, the CPI caseworker emails the FGDM facilitator or designee instead of completing the CPI FGDM referral form and includes the case name and number.

When requesting a KFS, CPI caseworkers follow the process for ensuring that the CPI FGDM facilitator or designee receives a CPI FGDM referral form within one business day of a child being removed and placed in a foster care setting. If the case documentation is up-to-date prior to the KFS request, the CPI caseworker emails the FGDM facilitator or designee instead of completing the CPI FGDM referral form and includes the case name and number.

The CPI FTM facilitator must be made secondary on the stage in IMPACT to review the case and enter required documentation indicating the FTM or KFS were offered and whether it was declined or held.

Stage 2: Coordination

The CPI FGDM facilitator will reach out to the referring CPI caseworker and known family members to offer a meeting and discuss the benefits and interests of the family being involved to ensure a child is safe and connected to family.

The CPI FGDM facilitators are responsible for engaging the family and coordinating the FTM or KFS when the criteria is met. In rare circumstances, the CPI caseworker may need to engage the family to assist in coordinating the FTM or KFS due to time restrictions or circumstances when the family prefers contact with the CPI caseworker. 

If the family initially declines participation in the FTM or KFS, the FGDM facilitator will engage the family to identify and resolve barriers while educating the family on the importance of their role in keeping the child safe and connected with family.

The CPI FGDM facilitator:

  • contacts the parents along with their supports and makes the initial offering of a CPI FTM or Kinship Finder Session to the family;
  • Requests the name and contact information for supports or potential kinship placement from contacted;
  • explains the CPI FGDM model and how it offers the family the opportunity to make decisions about their child's care; and
  • helps family members identify and communicate what they need and want during the decision-making process.

Family Participation

The FGDM specialist or designee facilitates family participation as follows:

  • Offers families the opportunity to voluntarily participate in a CPI FTM or KFS.
  • Asks families to list potential participants in the conference, including immediate family, extended family, and others who are important in the life of their children, such as church members, neighbors, school personnel, friends, and fictive kin (such as close family friends).
  • Ask parents or legal guardian to review and sign the participation agreement (Form 0622 FTM/FGC Agreement to Participate when a FTM is held.
  • Asks family members who will participate to sign and abide by the privacy agreement (Form 0621 FTM/FGC Conditions of Participation and Privacy Agreement)
  • Ensures that families are well prepared for the conference and are committed to devising a plan for the children to ensure safety, permanency, and well-being.
  • Asks parents their preference to meeting (in person or virtual). When that is not possible, the family members and CPI FGDM facilitator determine the best alternative, such as participating in person, virtually, or by phone.
  • Asks parents to voice their approval for the CPI FTM logistics and agree to fully participate in the conference.

Logistics

To minimize barriers to participation, logistics are planned to meet the family's:

  • transportation needs;
  • childcare needs;
  • language preferences;
  • literacy level;
  • need for wheelchair accessibility;
  • need to accommodate developmental disabilities;
  • concerns about safety or other issues; and
  • any other potential needs.

The CPI FTM is held in a neutral location that is comfortable for the family and is determined by the family's needs.

Consideration must also be given to any ritual the family may prefer for beginning the CPI FTM, such as starting with a prayer, or allowing a certain family member to speak first.

After the parents approve the logistics for the CPI FTM, CPI FTM facilitators notify the participants about the logistics, typically by telephone or e-mail.

Stage 3: Facilitation

The CPI FGDM facilitator must remain independent when preparing or facilitating the CPI FTM and KFS process.

During the FTM or KFS, the CPI FGDM facilitator:

  • opens with a welcome and introduction;
  • invites the family to begin the meeting with a family ritual, such as a prayer or an opening statement by a certain family member;
  • explains the CPI FTM and KFS process and directs the participants as they progress through it;
  • explains what the CPI FTM and KFS is meant to achieve and describes the role of each participant;
  • encourages the full participation of all participants;  
  • initiates a discussion of the family's concerns, strengths, and community resources; and
  • Provides the family with information regarding private family time.

If private family time is deemed appropriate, the facilitator remains available, in a separate room, to assist the family at their request. The family dictates who will participate in private family time. Families are given all of the information and time they need to make informed decisions for their children. 

A CPI representative (either a supervisor or a person designated by the supervisor) attends the entire FTM or KFS and approves and signs any plan or safety plan created. If needed, CPS and the family negotiate changes to the plan to meet the goals for the safety, permanency, and well-being of the child.

The CPI FTM facilitator provides the necessary copies to parties.

The CPI FTM facilitator may deviate from the process above when deemed appropriate.

Stage 4: After the CPI FTM

It is preferred that all families be offered an opportunity for follow-up with the CPI FTM facilitator after the initial FTM if the plan is not working or there are questions.

The CPI FTM facilitator and the primary caseworker are available to the family for support and advocacy throughout the case. The family members, other conference participants, and CPI staff may also request another FTM at any time.

Training

To further the effectiveness of CPI FTM and KFS, it is important that all stakeholders are educated on the process of FGDM, as well as on their individual roles in the process. Proper training ensures that the participants understand and adhere to the underlying core values, beliefs, and practice principles of the FGDM philosophy.

CPI FGDM specialists:

  • respond to requests for presentations and training from internal and external stakeholders;
  • provide the training and support CPS caseworkers and supervisors need to fulfill their roles within the FGDM process;
  • maintain current knowledge of the FGDM process and practices; and
  • develop and maintain relationships with internal and external stakeholders and resource providers.