Slide 1 Welcome Welcome to Computer Assisted Training for the Indiana Department of Child Services Disaster Plan. In an emergency or disaster, DCS is responsible for ensuring the safety and security of all children in the agency s care, providing on going services, and providing for the administration of new cases. Page 1 of 36
Slide 2 Functions/Areas of Service In support of our agency mission to protect children, the DCS disaster plan addresses five core areas including: 1. Locating all children in our care 2. Identification and handling of any new child welfare cases during a disaster 3. Providing on going services for the children in our care 4. Coordinating services and sharing information with other states in regard to children in need of services. And 5. Preserving vital records and information held on our databases, including ICWIS, KidTracks, and ISETS. Page 2 of 36
Slide 3 Activation of Emergency Protocols During a disaster or emergency, emergency protocols are activated for all DCS staff and providers to follow. Activation of emergency protocols only take place after an emergency or disaster is declared by the Governor of the State of Indiana. When an emergency is declared for a part of or the entire state, emergency protocols specifically for the Department of Child Services can then be activated by the DCS Agency Director or a designee of the Director. Page 3 of 36
Slide 4 Emergency Management Team When DCS emergency protocols are activated, an Emergency Management Team will direct all activities by the agency. The DCS Emergency Management Team includes the DCS Director, Chief of Staff, General Counsel, Chief Financial Officer, HR Director, and all DCS Deputy Directors. Assistant Deputy Directors, Deputy General Counsels, and Regional Managers will be on call during a declared emergency. The DCS Child Support Bureau Emergency Management Team includes the Child Support Bureau Deputy Director, Assistant Deputy Director, Senior Managers, Supervisors, and ISETS Project Managers and Supervisors. As with daily operations, the Child Support Bureau falls under the direction of the DCS Agency Director. It is the duty of all DCS local office directors and staff in impacted areas to report for duty per the communications chain which will be outlined later in this training. Page 4 of 36
Slide 5 Chain of Command During a declared emergency, the chain of command remains the same as during regular business operations. In the event communication with the DCS Emergency Management Team is not possible by Regional Managers, Local Office Directors, or DCS field staff, the highest ranking person within each DCS service area will assume management of the field operations for the area. When communications are restored with the Emergency Management Team, the chain of command reverts to the chain of command for regular business operations. Page 5 of 36
Slide 6 DCS Central Office Operations In a declared emergency or disaster, the DCS Central Office will function as the main operations office. In the event that Central office is impacted by the disaster, main operations will be moved to the DCS Child Support or Child Abuse and Neglect Hotline offices. If neither of these offices are usable, the Marion County DCS office will function as the main operations office. Page 6 of 36
Slide 7 DCS Child Support Bureau: Central Office Operations In a declared emergency or disaster, the DCS Child Support Office will function as the main operations office for Child Support Operations. In the event that the Child Support office is impacted by the disaster, Child Support operations will be moved to DCS Central Office. Page 7 of 36
Slide 8 DCS Local Office Operations In a declared emergency or disaster, DCS local offices will continue to operate during regular business hours unless the offices are impacted by the emergency or disaster, or if the Local Office Director is otherwise instructed by the DCS Agency Director, the Deputy Director of Field Operations, or a member of the Emergency Management Team, to relocate to another office or structure. In the event that conditions in the local office would adversely impact the safety of employees or clients, or the ability of employees to perform required duties, and there is no reasonable alternative site for staff to perform the work, the Local Office Director should contact the Human Resources Director to determine whether Emergency Conditions Leave may apply. If a local office is not usable, and an alternate location for conducting business is designated, the Local Office Director must notify the DCS Deputy Director of Field Operations, Deputy Director of Communications, and DCS HR Director. The Local Office Director must ensure that notice and contact information for the alternate location are posted at the local office, and that phones are forwarded. Page 8 of 36
Slide 9 Communications During a Disaster The following information applies to all DCS staff, DCS contracted providers, DCS licensed resource parents, and LCPA Foster Parents. During an emergency, listen to NOAA Weather Radio, which broadcasts Watches and Warnings from the National Weather Service. Also, information can be accessed on local television news websites, or the National Weather Service Webpage, at http://www.nws.noaa.gov. Monitor local television news stations and or websites for emergency information from fire, police, and emergency management agencies, as well as updates regarding closings. Information updates during a declared emergency can be found on the DCS website, at http://www.in.gov/dcs. You may also receive updates through your DCS email account. Please keep cell phones turned on, and be prepared to receive phone calls to the numbers listed as emergency contact numbers in the PeopleSoft system. The DCS Child Abuse and Neglect Hotline will remain in operation to receive reports and information updates at 1 800 800 5556. Hotline Staff will utilize a script to obtain information from incoming callers in an emergency or disaster situation including names of children, names of caregivers, location of children, all phone numbers, and additional contact names. When you are finished viewing this slide, click continue. Page 9 of 36
Slide 10 Chain of Communications The next several slides will outline the communications chain that should be followed during an emergency or disaster to account for all DCS staff. Communication chains to locate children in care are also outlined. The communications chain will become the vehicle for accounting for all DCS staff and providers, as well as accounting for all children in care. Additionally, it will provide for the continuity of care and services for children and families. In implementing the chain of communication, regional managers, and/or senior management, will be responsible for distributing the Emergency Contact Information Report, which includes contact phone numbers for all staff. Page 10 of 36
Slide 11 Chain of Communication for DCS Staff To account for the location of all DCS staff during an emergency or disaster, staff should follow the chain of communications. The communication chain begins with staff contacting their immediate supervisor. After the supervisor accounts for their staff, they will then contact the Local Office Director. The Local Office Director then contacts the Regional Manager. After accounting for all staff, the Regional Manager then contacts the Emergency Management Team. In the event it is not possible to communicate with the next layer of DCS agency personnel in the chain, then contact should be made with the next person in the chain. Page 11 of 36
Slide 12 Chain of Communications for Child Support Bureau Staff To account for location of all DCS Child Support Bureau staff during an emergency or disaster, staff should follow the chain of communications. The communication chain begins with staff contacting their immediate supervisor. After the supervisor accounts for their staff, they will then contact the Child Support Bureau Senior Managers, and Assistant Managers. The Senior Managers and Assistant Managers then contact the Child Support Bureau Deputy Director, Assistant Deputy Director, or ISETS Project Manager. After accounting for staff, the Deputy Director then contacts the Emergency Management Team. In the event it is not possible to communicate with the next layer of DCS Child Support Bureau personnel in the chain, then contact should be made with the next person in the chain. Page 12 of 36
Slide 13 Chain of Communications for Hotline Staff To account for all Hotline staff during an emergency or disaster, staff should follow the chain of communications. The communication chain begins with staff contacting their immediate supervisor. After the supervisor accounts for their staff, they will then contact the Hotline Director. The Hotline Director will then contact the Deputy Director of Field Operations. After accounting for staff, the Deputy Director then contacts the Emergency Management Team. In the event it is not possible to communicate with the next layer of Hotline personnel in the chain, then contact should be made with the next person in the chain. Page 13 of 36
Slide 14 Chain of Communications for Probation To account for probation youth in DCS placements, staff should follow the chain of communications. The communication chain begins by the Chief Probation Officer in each county locating probation youth in DCS placements. Probation Officers will then contact the Regional Probation Services Director. The Regional Probation Services Director will then contact the Assistant Deputy of Probation Services, who will then contact the Deputy Director of Field Operations. In the event it is not possible to communicate with the next layer of DCS Probation Services personnel in the chain, then contact should be made with the next person in the chain. Page 14 of 36
Slide 15 Chain of Communications for DCS Foster Parents DCS Licensed Foster Parents will account for all children in their care during a disaster or emergency, and will then contact their DCS Family Case Manager, after securing safe shelter. The DCS Family Case Manager then provides a report about the location, and well being of the children in care on their caseload to their Supervisor. Supervisors then report to their DCS Local Office Director. The DCS Local Office Director then reports to the DCS Regional Manager. The Regional Managers will then report to the Deputy Director for Field Operations, or another designated member of DCS Field Executive Team. In the event it is not possible to communicate with the next layer of DCS personnel in the Chain, then contact should be made with the next person in the chain. Also, in the event that foster parents are unable to contact their DCS Family Case Manager, the DCS Child Abuse and Neglect Hotline may be used as a secondary contact, or they may contact local law enforcement if no other communication method is successful. Page 15 of 36
Slide 16 Chain of Communications for LCPA Foster Parents LCPA foster parents will account for all children in their care during a disaster or emergency, and will then contact their LCPA case manager, after securing safe shelter. The LCPA Case Manager then provides a report to their Supervisor. Supervisors then report to their LCPA Administrator. The LCPA Administrator then reports to the DCS Deputy General Counsel for Licensing, or another designated member of the DCS Emergency Management Team. In the event it is not possible to communicate with the next layer of the LCPA or DCS personnel in the chain, then contact should be made with the next person in the chain. Page 16 of 36
Slide 17 Chain of Communications for LCPA Staff, GH's, CCI's and PSF's During an emergency or declared disaster, staff of Group Homes, Child Care Institutions, Private Secure Facilities, and Licensed Child Placing Agencies, should account for all children in care. After all children have been located, the LCPA, Group Home, Child Care Institution, or Private Secure facility will notify the DCS Deputy General Counsel for Licensing, or another designated member of the DCS Emergency Management Team. In the event that the DCS Deputy General Counsel for Licensing cannot be reached, the DCS Child Abuse and Neglect Hotline should be contacted. Page 17 of 36
Slide 18 Chain of Communications for Direct Service Providers 1 During an emergency or declared disaster, the following communications chain should be followed to account for staff of all contracted direct service providers. After staff seek safe shelter, the communication chain begins with contracted frontline workers contacting their Supervisor. The contracted agency s Supervisor, Administrator, or Emergency Liaison, verifies the location and well being of the staff, then reports to the DCS Deputy Director of Programs and Services, or another designated member of the DCS Emergency Management Team. In the event it is not possible to communicate with the next layer of the contract service provider or DCS personnel in the chain, then contact should be made with the next person in the chain. Page 18 of 36
Slide 19 Chain of Communications for Direct Service Providers 2 Information regarding the Contract Service Provider s ability to provide services, as well as availability of services, will be communicated using the following communications chain. After receiving reports from the contract service providers, the DCS Deputy Director of Programs and Services will communicate with the DCS Deputy Director of Field Operations regarding availability of services. The Deputy Director of Field Operations will then forward this information to the Assistant Deputy Directors of Field Operations, Northern and Southern Executive Managers, and Regional Managers. They will in turn inform all DCS Local Office Directors. Local Office Directors will inform all DCS Field Staff regarding the availability of services from contracted service providers. Page 19 of 36
Slide 20 Media Contact All media inquiries during a declared emergency or disaster should be directed to the DCS Deputy Director of Communications, or his or her designee. Contact Information for the current Deputy Director of Communications is listed on your screen. When you are finished viewing this slide, click Continue. Page 20 of 36
Slide 21 External Communications Key Partners. The DCS emergency management team will serve as liaisons to specified Key Partners during an emergency. Page 21 of 36
Slide 22 Functions: Locating Child in Care 1 The first priority of the Department of Child Services during an emergency or disaster will be to locate all children in licensed foster care placements. Members of the DCS Emergency Management Team, and other management staff will utilize the Master List of Children in Care, the Master List of Licensed Facilities and Resource Parents, and the Master List of Contract Service Providers to ensure all children are accounted for. Updated copies of the master lists are posted quarterly on the DCS Field Operations Sharepoint, and backed up on an external storage device which can be accessed in the event of a disaster or emergency. DCS will presume children in custody, but residing with parents, for example, in home CHINS or Informal Adjustment, and/or in relative placement, will be safeguarded by those individuals. Page 22 of 36
Slide 23 Functions: Locating Child in Care 2 DCS staff, following the communications chain, will account for all children in care as they are contacted by various providers. After accounting for all children in care and securing appropriate shelter, each foster parent and provider must contact DCS and provide the following information: Names of children in care, with dates of birth, location of all children, and phone contacts for where children are presently located. If the foster parent or provider is relocated, they must contact DCS within 12 hours. Page 23 of 36
Slide 24 Functions: Locating Child in Care 3 To account for probation youth in DCS placements, the Regional Probation Services Director will contact the Chief Probation Offices in all 92 counties for a status and location of each probation youth identified in the Master List of Children in Care. An inquiry will also be made regarding children in care who may not be recorded on this list. Results of these contacts will be given to the Assistant Deputy Director of Field Operations, Probation Services, to communicate to the Deputy Director of Field Operations. If birth parents contact DCS during an emergency or disaster, staff will provide them status of their children if that information is available. If the status of the children is unknown, birth parents will be given information as soon as it becomes available. Page 24 of 36
Slide 25 Functions: Locating Child in Care 4 It is essential that each service region, DCS Local Office, Contracted provider, and Licensed Foster Parent, have plans in place for what to do in the event of a disaster or emergency. The Regional Manager is responsible for developing emergency response plans that are appropriate for the needs of the region. Each DCS local office is responsible for preparing an Emergency Response Plan including emergency phone numbers, employee emergency phone list, accountability list, and an evacuation plan. Additional information is available at the web address displayed on your screen. When you are finished viewing this slide, click Continue. Page 25 of 36
Slide 26 Functions: Locating Child in Care 5 Information about creating a family emergency plan will be provided to resource parents at the time a child is placed with the family. Information will be included in the Foster Parent Journal, and provided to the foster family by the DCS Family Case Manager assigned to the case. All resource parents need to practice their family emergency plan with the entire family; prepare, and have readily accessible, the Child Placement Information, and include the following as a part of their emergency plan. A Battery operated radio, First aid or Evacuation kit, and three locations where they might seek refuge, including one in the area, for example, the same city or county, and one outside the area, for example, a different city or county. Page 26 of 36
Slide 27 Functions: Locating Child in Care 6 Licensed facilities, including Group Homes, Child Care Institutions, and Private Secure Facilities, are required to develop specific emergency plans, provide training on the required plans, and have all staff participate in drills. Specific requirements are outlined in Title 465, Article 2, Rules 9 through 13, of the Indiana Administrative Code. Emergency preparedness is administered and enforced by the IDHS Division of Fire and Building Safety. An overview of the requirements is provided in a bi monthly orientation. For information about the orientation contact Beverly Gatling at 317 232 3476. When you are finished viewing this slide, click Continue. Page 27 of 36
Slide 28 Functions: Identification and Handling of New Child Welfare Cases In an emergency, DCS must continue to respond to any new reports of abuse and neglect. Reports of abuse and neglect will still be routed through the DCS Child Abuse and Neglect Hotline at 1 800 800 5556. FCMs, and all DCS staff will respond to each new allegation per DCS policies, and Indiana statute. Staff will follow the chain of communications for DCS staff to identify their location. Through the Child Abuse and Neglect Hotline, DCS will be able to monitor the location of reports, and dispatch staff accordingly and as necessary. Some staff may be required to be temporarily reassigned by the executive management team, to address any staffing shortages that may have resulted from the emergency. If ICWIS databases are not accessible, then the appropriate paper forms should be used. Each DCS local office should maintain a supply of printed 310s, contact logs and a detention packet to use until computers and ICWIS are available. Page 28 of 36
Slide 29 Functions: Provisions of On going Services 1 Facilitation of on going services to children in care, and families, as well as addressing new child welfare cases, is paramount during an emergency. To ensure the continuity of services, it is essential that DCS staff and providers remain in contact with each other during an emergency or disaster. DCS staff will continue to perform all regular duties during an emergency. In cases where DCS staff is not able to perform all duties, staff should follow the communication chain to notify appropriate members of the emergency management team for instructions on how to proceed. The DCS Emergency Management Team may temporarily reassign DCS staff to areas in need. The Child Support Bureau will facilitate on going services to insure child support funds continue to post and disburse with limited interruption during an emergency. Page 29 of 36
Slide 30 Functions: Provisions of On going Services 2 Contracted service providers are expected to report the status of their operations and capability to deliver services within 4 hours of a declared state of emergency. Should DCS staff need to contact a provider, they will use the Master List of Contract Service Providers. Daily updates are to be provided to DCS during the state of emergency. Communication between emergency points of contact will continue until the declared state of emergency is dismissed. Contracted Service Providers are to report the following information to the DCS Deputy Director of Programs and Services: The status of facility or community based service delivery capacity, the status of employees, including work capacity assessment, the status of support services needed to maintain service delivery as specified per contract, and any changes in service delivery caused by the emergency and a plan to return to original services. Page 30 of 36
Slide 31 Functions: Coordination of Services With Other States In an emergency or disaster, services and sharing of information with other states must continue. Coordination of any interstate placements will still run through the ICPC. If questions arise regarding any services or placements across state lines, contact the DCS Deputy General Counsel for Licensing, or another member of the Emergency Management Team. It should be noted that DCS plans to use existing foster parents who are willing to accept children from other states during an emergency. Additionally, DCS may approve temporary placement of children exceeding the allowable number of children for the home. Placements exceeding an allowable number will only occur if the safety and well being of the children already in the placement is not jeopardized. Children may be placed by DCS using conntracted foster care, or group care. Page 31 of 36
Slide 32 Functions: Preservation of Vital Records Preservation of all vital records is paramount to the on going care of children in DCS care, including payments to foster parents, adoptive parents, and service providers, as well as processing child support payments. Additionally, the records for all children in care are vital in order for DCS to continue to provide services. DCS has taken steps, through the Indiana Department of Administration, and in compliance with State protocols, to protect the agencies vital records. ICWIS, KidTracks, and ISETS are backed up to a secured, off site location in Bloomington, Indiana. In January of 2010, Indiana began utilizing a centralized intake process for receiving all reports of child abuse and neglect. As the Hotline is developed, backup operations for the center will be incorporated into this plan. Page 32 of 36
Slide 33 Additional Functions: Protocols for Supporting Children in a Temporary Disaster Shelter In the event of an emergency or disaster, it is likely that the Red Cross and/or other local community partners such as local shelters, emergency personnel, etc. will establish temporary disaster shelters for individuals who have been displaced. In the event that children are abandoned at a shelter, or their parents are unable to be located by shelter staff, a report should be made through the Child Abuse and Neglect Hotline, and DCS will respond accordingly. The DCS Local Office Director is responsible for working with the county s Emergency Management Team to develop plans for meeting the specific needs of the community. Page 33 of 36
Slide 34 Additional Functions: Temporary Shut Down of Government 1 In the event of an announced temporary shutdown of State Government, DCS field operations will establish a skeleton crew of 22 workers on call statewide, to perform only the most basic CPS functions. One worker will be assigned to each region with Lake and Allen counties having 2 workers, and Marion County having 3. Additionally, one DCS attorney will be identified in each region for a total of 18 legal staff. Regional Managers will be responsible for identifying the staff in their region, and submitting the contact information for those individuals to the DCS Agency Director, Deputy Director of Field Operations, and Assistant Deputy Directors of Field Operations. DCS General Counsel will approve the attorney selected for each region. Each DCS Local Office Director will call their local law enforcement agency and advise them of the government shutdown, and provide contact information for the on call staff. The Child Abuse and Neglect Hotline will continue to respond to reports during the shutdown. In the event that the Hotline is not operational due to the emergency, all CPS calls will be forwarded to the backup site in Bloomington, Indiana. Most on going functions will be suspended. All out of home placement disruptions will be routed to the on call worker by the local law enforcement agency. If DCS is unable to respond in a timely manner because of the small number of CPS workers available, the on call worker must either seek help from an FCM Supervisor, or Local Office Director, or ask the local law enforcement agency to detain the children until a placement can be secured. Page 34 of 36
Slide 35 Additional Functions: Temporary Shut Down of Government 2 In the event of an announced temporary shutdown of State Government, the DCS Child Support Bureau will establish a skeleton crew of 10 to 12 workers, including both state employees and vendors, to perform only the most basic Child Support and ISETS functions. The Child Support Bureau Deputy Director, Assistant Deputy Director, and ISETS Project Manager will identify Child Support Bureau and ISETS staff to cover during the shutdown. The Child Support Bureau or ISETS workers information will be sent to the Emergency Management Team prior to the shutdown. Page 35 of 36
Slide 36 Thank You This completes computer assisted training covering the DCS Disaster Plan. Please click the close button to exit this training and return to PeopleSoft. Thank You. Page 36 of 36