Child and Family Services Review On-Site Review

Title IV-E Foster Care Eligibility Reviews, Child and Family Services Reviews

CFSR Stakeholder Interview Guide (SIG) 4.3.24_exp. XX-XX-XXXX

Child and Family Services Review On-Site Review

OMB: 0970-0214

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Child and Family
Services Reviews
Stakeholder Interview Guide
April 2021

PAPERWORK REDUCTION ACT OF 1995 (Pub. L. 104−13) STATEMENT OF PUBLIC BURDEN: The purpose of this information collection is to review
state child welfare systems’ performance related to child protective services, foster care, adoption, family preservation and independent living as well as their
conformity to required child and family outcomes. Public reporting burden for this collection of information is estimated to average 1,186 hours per grantee,
including the time for reviewing instructions, gathering and maintaining the data needed, and preparation for and conducting the case reviews and interviews
as well as conducting the review itself, and reviewing the collection of information. This is a mandatory collection of information (45 CFR 1355.33(c)). An
agency may not conduct or sponsor, and a person is not required to respond to, a collection of information subject to the requirements of the Paperwork
Reduction Act of 1995, unless it displays a currently valid OMB control number. The OMB # is 0970−0214 and the expiration date is XX/XX/XXXX. If you
have any comments on this collection of information, please contact the Children's Bureau at [email protected]

Table of Contents
Introduction and Instructions ......................................................................................................... 1
Stakeholder Interview Guide Structure ................................................................................... 1
Preparing to Facilitate Stakeholder Interviews ........................................................................ 2
Section I: Statewide Information System (Item 19) ........................................................................ 3
Item 19: Statewide Information System .................................................................................. 3
Section II: Case Review System (Items 20−24) .............................................................................. 5
Item 20: Written Case Plan ..................................................................................................... 5
Item 21: Periodic Reviews ...................................................................................................... 6
Item 22: Permanency Hearings .............................................................................................. 7
Item 23: Termination of Parental Rights.................................................................................. 9
Item 24: Notice to Caregivers of Hearings and Reviews ....................................................... 10
Section III: Quality Assurance System (Item 25) .......................................................................... 12
Item 25: Quality Assurance System ...................................................................................... 12
Section IV: Staff and Provider Training (Items 26−28) ................................................................. 14
Item 26: Initial Staff Training ................................................................................................. 14
Item 27: Ongoing Staff Training ............................................................................................ 16
Item 28: Foster and Adoptive Parent Training....................................................................... 18
Section V: Service Array and Resource Development (Items 29−30) ......................................... 20
Item 29: Array of Services .................................................................................................... 20
Item 30: Individualizing Services........................................................................................... 22
Section VI: Agency Responsiveness to the Community (Items 31−32) ..................................... 24
Item 31: State Engagement and Consultation With Stakeholders Pursuant to CFSP and
APSR ................................................................................................................................... 24
Item 32: Coordination of CFSP Services With Other Federal Programs ............................... 26
Section VII: Foster and Adoptive Parent Licensing, Recruitment, and Retention
(Items 33−36) .......................................................................................................................... 28
Item 33: Standards Applied Equally ...................................................................................... 28
Item 34: Requirements for Criminal Background Checks ...................................................... 30
Item 35: Diligent Recruitment of Foster and Adoptive Homes ............................................... 32
Item 36: State Use of Cross-Jurisdictional Resources for Permanent Placements ............... 34
Appendix A: Item-Specific Alternative Language and Phrasing................................................. 36
Appendix B: Definitions of Terms................................................................................................. 39

Introduction and Instructions

STAKEHOLDER INTERVIEW GUIDE
OMB Control No: 0970-0214
Expiration date: XX/XX/XXXX

Introduction and Instructions
Stakeholder interviews will be conducted during the onsite component of the Child and Family Services
Reviews (CFSRs). The purpose of the stakeholder interviews is to collect information needed to determine
whether the state is in substantial conformity with CFSR systemic factor federal requirements. However,
because substantial conformity determinations can be made based on the information the state submits in
its statewide assessment, stakeholder interviews may not be required to collect information about every
systemic factor during the onsite component of the CFSR.
When stakeholder interviews are required, the review team interviews stakeholders who are representative
of the types of organizations and individuals who participated in the development of the state’s Child and
Family Services Plan (CFSP), as required by regulations at 45 CFR § 1357.15(1). Individuals are selected
to participate in stakeholder interviews based on their ability to respond to the Stakeholder Interview Guide
(SIG) assessment questions that target the additional information needed to determine substantial
conformity. In addition, careful consideration should be given to identifying and individualizing questions that
should be asked of these stakeholders. The following are examples of stakeholders who may be
interviewed:
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•
•
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•
•
•
•
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State child welfare director
Child welfare agency administrator or program area administrator(s)
Youth and parents being served by the agency
Court improvement project administrator(s)
Court system representative(s) or juvenile court judge(s)
Guardian(s) ad litem/legal representative(s) for children
Legal representatives for parents
Agency attorney(s)
Representative(s) of administrative review bodies
Caseworker(s) from the public child welfare agency or private agencies
Supervisor(s) from the public child welfare agency or private agencies
Unlicensed relative caregiver(s), foster and adoptive parent(s)
State foster and/or adoptive parent association representative(s)
Tribal leader(s)
Tribal child welfare staff, including program administrator(s), caseworker(s), and supervisor(s)
Law enforcement representative(s)
Representatives of Kinship Navigator Programs
Major child welfare contractor(s) or service provider(s)

Review teams may interview additional stakeholders who will inform a determination of the state’s substantial
conformity on the systemic factors as needed. Please refer to the CFSR Procedures Manual for more
information regarding how to select stakeholders for interviews.

Stakeholder Interview Guide Structure
The SIG is divided into seven sections, each of which corresponds to a separate systemic factor. Each
systemic factor is composed of one or more items. For example, the Statewide Information System and
Case Review System systemic factors are composed of one and five items, respectively.
Child and Family Services Reviews Stakeholder Interview Guide

Introduction and Instructions
The items in this instrument begin with Item 19 because Items 1 through 18 are outcome-related and
covered in the Onsite Review Instrument and Instructions. Items related to the systemic factors, which
are the focus of this instrument, are Items 19 through 36.
The questions are structured to use data and information provided in the statewide assessment, as
well as to gather stakeholder observations and experiences about systemic factor functioning. The
questions are categorized as follows:
•
•
•
•

Data/information
Systems/processes
Data quality
State-specific questions

Preparing to Facilitate Stakeholder Interviews
This guide identifies questions that may be asked during stakeholder interviews. Every question will not
be necessary. Rather, the reviewers will determine the questions that will be asked of selected
stakeholders to inform substantial conformity determinations for systemic factors. The reviewers select
the stakeholders and relevant interview questions based on the information the state provides in the
statewide assessment.
•

Reviewers should become thoroughly familiar with the statewide assessment before conducting
stakeholder interviews. Information in the statewide assessment will help reviewers (1)
understand what the state has already reported about the functioning of each systemic factor
and (2) identify additional data/information that may be needed from stakeholder interviews to
inform decisions regarding substantial conformity. The review team should come to consensus
on the questions to ask during each interview.

•

Each systemic factor should be functioning statewide, and this guide includes questions
throughout to capture this requirement. Please see Appendix A for alternate language.

•

Reviewers do not have to use the questions verbatim but should not veer from the substance of a
question to gather extraneous information that is not needed for the purposes of determining
substantial conformity. Reviewers should note for each stakeholder that the review focuses on the
most recent data and information.

•

Reviewers should note that stakeholders may provide information out of sequence from the
order of the stakeholder interview guide. As such, reviewers should be mindful that it is not
necessary to ask questions in the sequence they are presented under each section; rather, the
flow of the stakeholder interview should inform the order in which questions are asked.

•

In the appendix, reviewers will find alternative language and phrasing for SIG questions, if
needed. Examples illustrating how questions and alternative language and phrasing can be
used during the stakeholder interview are provided. In addition, the appendix contains
definitions and citations for key terms referenced in the SIG.

Child and Family Services Reviews Stakeholder Interview Guide

Section I: Statewide Information System

Section I: Statewide Information System (Item 19)
Item 19: Statewide Information System
How well is the statewide information system functioning statewide to ensure that, at a minimum, the
state can readily identify the status, demographic characteristics, location, and goals for the placement
of every child who is (or within the immediately preceding 12 months, has been) in foster care?
Item 19 Questions:
1. Data and information: We are interested in learning about whether the state can readily
identify the following data elements for each child in foster care in the state:
•
•
•
•

Status;
Demographic characteristics;
Location or placement; and
Permanency goals.

1a. Reviewers may summarize or reference pertinent data/information that was provided
in the statewide assessment, as appropriate for the focus of the interviews and
stakeholder group being interviewed. Is there any additional data or information that
you would like to provide at this time?
1b. If no data/information was provided in the statewide assessment or during the
interview, reviewers can ask the following questions:
−

How do you know that the four data elements can be readily identified in the
statewide information system?

−

Are there other ways that you know about for determining whether data
elements can be readily identified?

1c. What has been your experience or observations regarding the requirements of
this item?
2. Systems/processes that are in place to support this systemic factor:
2a. What system (or source of information) do you access to identify a child’s status,
demographic characteristics, location, and permanency goals?
2b. What policy or guidance is in place for entering data regarding a foster child’s status,
demographic characteristics, location, and permanency goals, initially and on ongoing basis?
2c. How often is data being entered in accordance with policy or guidance?
2d. What aspects of the system create barriers or challenges to ensuring that the four statewide
information system data elements are readily identifiable for each child in foster care?
2e. How is the state addressing these barriers so that the four statewide information system data
elements are readily identifiable across the state for each child in foster care?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information? How often is this
data/information collected?
3b. How confident are you that the data/information is accurate and reliable?
3c. How do you make sure the data/information is accurate and reliable?
3d. Are you aware of any limitations to the data/information?
Child and Family Services Reviews Stakeholder Interview Guide

Section I: Statewide Information System
3e. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3f. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed
by the statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section II: Case Review System

Section II: Case Review System (Items 20−24)
Item 20: Written Case Plan
How well is the case review system functioning statewide to ensure that each child has a written case
plan that is developed jointly with the child’s parent(s) and includes the required provisions?
Item 20 Questions:
1. Data and information: We are interested in learning about whether (on a statewide basis):
•

Each child in foster care, statewide, has a written case plan developed jointly with
the child’s parent(s) and includes the required provisions.

How do you know that case plans are developed jointly with parents and that
the case plans include the required provisions?

−

Are there other ways that you know about for determining whether case plans
are developed jointly with parents and that the case plans include the required
provisions?

1c. What has been your experience or observations regarding the requirements of this item?
2. Systems/processes that are in place to support this systemic factor:
2a. How is the statewide process helping to ensure joint development of a case plan with the
child’s parent(s) and that the case plans include the required provisions?
2b. What aspects of the statewide process or system create barriers or challenges to the
requirement that each child has a written case plan developed jointly with the child’s parent(s)
and includes the required provisions?
2c. How is the state able to address these barriers so that each child has a written case plan
developed jointly with the child’s parent(s) and includes the required provisions?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
3d. How do you make sure the data/information is accurate and reliable?
3e. Are you aware of any limitations to the data/information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be
informed by the statewide assessment.
Child and Family Services Reviews Stakeholder Interview Guide

Section II: Case Review System

Item 21: Periodic Reviews
How well is the case review system functioning statewide to ensure that a periodic review for each child
occurs no less frequently than once every 6 months, either by a court or by administrative review?
Item 21 Questions:
1. Data and information: We are interested in learning about whether (on a statewide basis):
•

Periodic reviews occur statewide for each child no less frequently than once every 6
months, either by a court or by administrative review.

How do you know that periodic reviews are occurring statewide in a timely
manner, either by a court or by administrative review?

−

Are there other ways you know about for determining whether periodic reviews
are occurring statewide in a timely manner, either by a court or by
administrative review?

1c. What has been your experience or observations regarding the requirements of this
item?
2. Systems/processes that are in place to support this systemic factor:
2a. How does the process or system in place ensure periodic reviews for each child occurring no
less frequently than once every 6 months, either by a court or by administrative review?
2b. What aspects of that process or system create barriers or challenges to the requirement that
a periodic review for each child occurs no less frequently than once every 6 months, either by
a court or by administrative review?
2c. How is the state able to address these barriers so that a periodic review for each child occurs
no less frequently than once every 6 months, either by a court or by administrative review?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
3d. How do you make sure the data/information is accurate and reliable?
3e. Are there any limitations to the data/information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed
by the statewide assessment.
Child and Family Services Reviews Stakeholder Interview Guide

Section II: Case Review System

Item 22: Permanency Hearings
How well is the case review system functioning statewide to ensure that, for each child, a permanency
hearing in a qualified court or administrative body occurs no later than 12 months from the date the child
entered foster care and no less frequently than every 12 months thereafter?
Item 22 Questions:
1. Data and information: We are interested in learning about whether (on a statewide basis):
•

For each child, a permanency hearing in a qualified court or administrative body
occurs no later than 12 months from the date the child entered foster care; and

•

For each child, a permanency hearing in a qualified court or administrative body
occurs every 12 months after the initial hearing.

How do you know that initial permanency hearings are occurring in a timely
manner?

−

How do you know that subsequent permanency hearings are occurring
statewide in a timely manner?

−

Are there other ways that you know about for determining whether initial or
subsequent permanency hearings are occurring in a timely manner?

1c. What has been your experience or observations regarding the requirements of this
item?
2. Systems/processes that are in place to support this systemic factor:
2a. How does the process or system in place ensure that for each child, a permanency hearing in
a qualified court or administrative body occurs no later than 12 months from the date on which
the child entered foster care?
2b. How does the process in place ensure that for each child, a permanency hearing in a qualified
court or administrative body occurs every 12 months after the initial hearing?
2c. What aspects of that process or system create barriers or challenges to the requirement that
for each child, a permanency hearing in a qualified court or administrative body occurs no
later than 12 months from the date on which the child entered foster care and no less
frequently than every 12 months thereafter?
2d. Is the state able to address these barriers so that for each child, a permanency hearing in a
qualified court or administrative body occurs no later than 12 months from the date on which
the child entered foster care and no less frequently than every 12 months thereafter?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
Child and Family Services Reviews Stakeholder Interview Guide

Section II: Case Review System
3d. How do you make sure the data/information is accurate and reliable?
3e. Are there any limitations to the data and information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section II: Case Review System

Item 23: Termination of Parental Rights
How well is the case review system functioning statewide to ensure that the filing of termination of
parental rights (TPR) proceedings occurs in accordance with required provisions?
Item 23 Questions:
1. Data and information: We are interested in learning about whether (on a statewide basis):
•

The filing of termination of parental rights (TPR) proceedings occurs statewide in
accordance with required provisions.

How do you know that TPR proceedings are being filed in accordance with
required provisions?

−

Are there other ways you know that TPR proceedings are being filed in
accordance with required provisions?

1c. What has been your experience or observations regarding the requirements of this
item?
2. Systems/processes that are in place to support this systemic factor:
2a. How does the process or system in place ensure statewide filing of TPR proceedings in
accordance with required provisions?
2b. What aspects of that process or system create barriers or challenges to the requirement that
the filing of TPR proceedings occurs in accordance with required provisions?
2c. How is the state able to address these barriers so the filing of TPR proceedings occurs in
accordance with required provisions?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information are accurate and reliable?
3d. How do you make sure the data/information is accurate and reliable?
3e. Are there any limitations to the data/information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section II: Case Review System

Item 24: Notice of Hearings and Reviews to Caregivers
How well is the case review system functioning statewide to ensure that foster parents, pre-adoptive
parents, and relative caregivers of children in foster care (1) are receiving notification of any review or
hearing held with respect to the child and (2) have a right to be heard in any review or hearing held with
respect to the child?
Item 24 Questions:
1. Data and information: We are interested in learning about whether (on a statewide basis):
•

Foster parents, pre-adoptive parents, and relative caregivers of children in foster
care are receiving notification of any review or hearing held with respect to the child;
and

•

The notification includes caregivers’ right to be heard in any review or hearing held
with respect to the child.

How do you know that foster parent, pre-adoptive parents, and relative
caregivers of children in foster care are receiving notification of any review or
hearing held with respect to the child and the notification includes their right to
be heard?

−

Are there other ways that you know about how the caregivers identified above
are receiving notifications of any review or hearing held with respect to the
child and that the notification includes their right to be heard?

1c. What has been your experience or observations regarding the requirements of
this item?
2. Systems/processes that are in place to support this systemic factor:
2a. How does the process in place help ensure that foster parents, pre-adoptive parents, and
relative caregivers of children in foster are receiving notification of any review or hearing held
with respect to the child?
2b. Does the notification include caregivers’ right to be heard?
2c. What aspects of the process or system create barriers or challenges to the requirement that
all caregivers are receiving notification of reviews or hearings and the notifications include
caregivers’ right to be heard?
2d. How is the state able to address these barriers so that all caregivers receive notification of
reviews or hearings and notifications include caregivers’ right to be heard?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
3d. How do you make sure the data/information is accurate and reliable?
Child and Family Services Reviews Stakeholder Interview Guide

Section II: Case Review System
3e. Are there any limitations to the data/information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section III: Quality Assurance System

Section III: Quality Assurance System (Item 25)
Item 25: Quality Assurance System
How well is the quality assurance system functioning statewide to ensure that it (1) is operating in the
jurisdictions where the services included in the Child and Family Services Plan (CFSP) are provided, (2)
has standards to evaluate the quality of services (including standards to ensure that children in foster
care are provided quality services that protect their health and safety), (3) identifies strengths and needs
of the service delivery system, (4) provides relevant reports, and (5) evaluates implemented program
improvement measures?
Item 25 Questions:
1. Data and information: We are interested in learning about whether the quality assurance
system is functioning statewide to ensure that it:
•

Is operating in the jurisdictions where the services included in the CFSP are
provided;

•

Has standards to evaluate the quality of services (including standards to ensure that
children in foster care are provided quality services that protect their health and
safety;

•

Identifies strengths and needs of the service delivery system;

•

Provides relevant reports; and

•

Evaluates implemented program improvement measures.

How do you know that the requirements outlined above are functioning as
required across the state?

−

Are there other ways you know about for determining if the requirements
outlined above are functioning as required across the state?

1c. What has been your experience or observations regarding the requirements of
this item?
2. Systems/processes that are in place to support this systemic factor:
2a. How does the process in place ensure that the requirements outlined in question 1 above are
functioning across the state?
2b. What aspects of the system create barriers or challenges to ensuring that the requirements
outlined in question 1 above are functioning across the state?
2c. Is the state able to address these barriers so the quality assurance system functions as
required?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
Child and Family Services Reviews Stakeholder Interview Guide

Section III: Quality Assurance System
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
3d. How do you make sure the data/information is accurate and reliable?
3e. Are there any limitations to the data/information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section IV: Staff and Provider Training

Section IV: Staff and Provider Training (Items 26−28)
Item 26: Initial Staff Training
How well is the staff and provider training system functioning statewide to ensure that initial training is
provided to all staff who deliver services pursuant to the Child and Family Services Plan (CFSP) so that:
•

Staff receive training in accordance with the established curriculum and timeframes
for the provision of initial training; and

•

The system demonstrates how well the initial training addresses the basic skills and
knowledge needed by staff to carry out their duties?

"Staff," for purposes of assessing this item, includes all contracted and non-contracted staff
who have case management responsibilities in the areas of child protection services, family
preservation and support services, foster care services, adoption services, and independent
living services pursuant to the state’s CFSP.
Item 26 Questions:
1. Data and information: We are interested in learning about (on a statewide basis):
•

Whether all staff, as defined above, receive training pursuant to the established
curriculum and timeframes for the provision of initial training; and

•

How well the initial training addresses the basic skills and knowledge needed by
staff to carry out their duties.

How do you know that all staff, as defined above, receive initial training
pursuant to the established curriculum and timeframes for the provision of
initial training and that the training addresses the basic skills and knowledge
needed by the staff to carry out their duties?

−

Are there other ways you know about for determining whether staff receive
initial training and that the training addresses the basic skills and knowledge
needed by the staff to carry out their duties?

1c. What has been your experience or observations regarding the requirements of
this item?
2. Systems/processes that are in place to support this systemic factor:
2a. How does the process in place ensure provision of timely initial training for all staff before they
are assigned a caseload across the state?
2b. Does the initial training address the basic skills and knowledge necessary for staff to carry out
their duties?
2c. What aspects of the system create barriers or challenges to the delivery of timely initial
training that addresses the basic skills and knowledge needed by staff to carry out their
duties?
Child and Family Services Reviews Stakeholder Interview Guide

Section IV: Staff and Provider Training
2d. How is the state able to address these barriers so the initial training system functions as
required?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
3d. How do you make sure the data/information is accurate and reliable?
3e. Are there any limitations to the data/information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section IV: Staff and Provider Training

Item 27: Ongoing Staff Training
How well is the staff and provider training system functioning statewide to ensure that ongoing training is
provided for staff that addresses the skills and knowledge needed to carry out their duties with regard to
the services included in the CFSP so that:
•

Staff receive ongoing training pursuant to the established curriculum and timeframes for
the provision of ongoing training; and

•

The system demonstrates how well the ongoing training addresses the skills and
knowledge needed by staff to carry out their duties?

Staff, for purposes of assessing this item, includes all contracted/non-contracted staff who have
case management responsibilities in the areas of child protection services, family preservation
and support services, foster care services, adoption services, and independent living services
pursuant to the state’s CFSP.
Staff, for purposes of assessing this item, also includes direct supervisors of all contracted/noncontracted staff who have case management responsibilities in the areas of child protection
services, family preservation and support services, foster care services, adoption services, and
independent living services pursuant to the state’s CFSP.
Item 27 Questions:
1. Data and information: We are interested in learning about whether (on a statewide basis):
•

All staff, as defined above, receive ongoing training pursuant to the established
curriculum and time frames; and

•

The ongoing training addresses skills and knowledge needed by staff to carry out
their duties with regard to the services included in the CFSP.

How do you know that all staff, as defined above, receive ongoing training
pursuant to the established curriculum and timeframes and that the training
addresses the skills and knowledge needed to carry out their duties with
regard to the services included in the CFSP?

−

Are there other ways you know about for determining whether all staff receive
ongoing training, the training addresses the established curriculum and
timeframes for the provision of ongoing training, and the training addresses
the skills and knowledge needed by staff to carry out their duties?

1c. What has been your experience or observations regarding the requirements of
this item?
2. Systems/processes that are in place to support this systemic factor:
2a. How does the process in place ensure provision of timely, ongoing training for all staff, as
defined above?
2b. Does the ongoing training address the basic skills and knowledge necessary for staff to carry
out their duties?
Child and Family Services Reviews Stakeholder Interview Guide

Section IV: Staff and Provider Training
2c. What aspects of the training system create barriers or challenges to the delivery of timely
ongoing training that addresses the basic skills and knowledge needed by staff to carry out
their duties?
2d. How is the state able to address these barriers so the ongoing training system functions as
required?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
3d. How do you make sure the data/information is accurate and reliable?
3e. Are there any limitations to the data and information?
3f. Does this data or information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section IV: Staff and Provider Training

Item 28: Foster and Adoptive Parent Training
How well is the staff and provider training system functioning to ensure that training is occurring
statewide for current or prospective foster parents, adoptive parents, and staff of state licensed or
approved facilities (who receive title IV-E funds to care for children) so that:
•

Current or prospective foster parents, adoptive parents, and staff receive training
pursuant to the established annual/biannual hourly/continuing education requirement
and timeframes for the provision of initial and ongoing training; and

•

The system demonstrates how well the initial and ongoing training addresses the
skills and knowledge base needed to carry out their duties with regard to foster and
adopted children?

The following individuals are subject to this training requirement:
•

Current or prospective foster and adoptive parents; and

•

Staff of state licensed or approved facilities that care for children receiving foster care or
adoption assistance under title IV-E that addresses the skills and knowledge base
needed to carry out their duties with regard to foster and adopted children.

Item 28 Questions:
1. Data and information: We are interested in learning about whether (on a statewide basis):
•

Initial and ongoing training for current and prospective caregivers is provided
according to the established annual/biannual hourly/continuing education
requirement and timeframes and addresses the skills and knowledge needed for
staff to carry out their duties with regard to foster and adopted children; and

•

Initial and ongoing training for staff of state licensed/approved facilities is provided
according to the established annual/biannual hourly/continuing education
requirement and timeframes and addresses the skills and knowledge needed to
carry out their duties with regard to foster and adopted children.

How do you know that initial and ongoing training for current and prospective
caregivers is provided according to the established requirement and
timeframes and addresses the skills and knowledge needed for staff to carry
out their duties with regard to foster and adopted children?

−

How do you know that initial and ongoing training for staff of state
licensed/approved facilities is provided according to the established
requirement and timeframes and addresses the skills and knowledge needed
for staff to carry out their duties with regard to foster and adopted children?

−

Are there other ways you know about for determining if the initial and ongoing
training requirement is met for current/prospective caregivers and staff of state
licensed/approved facilities and that the training addresses the skills and
knowledge needed for staff to carry out their duties?

Child and Family Services Reviews Stakeholder Interview Guide

Section IV: Staff and Provider Training
1c. What has been your experience or observations regarding the requirements of this
item?
2. Systems/processes that are in place to support this systemic factor:
2a. For current and prospective caregivers:
−

How does the process in place ensure provision of timely initial and ongoing training
for current and prospective caregivers across the state?

−

Does the initial and ongoing training address the skills and knowledge needed for staff
to carry out their duties with regard to foster and adoptive children?

2b. For staff of state licensed/approved facilities:
−

How does the process in place ensure provision of timely initial and ongoing training
for staff of state licensed/approved facilities across the state?

−

Does the initial and ongoing training address the skills and knowledge needed for staff
to carry out their duties with regard to foster and adopted children?

2c. What aspects of the system create barriers or challenges to the delivery of timely training for
caregivers and staff of state licensed/approved facilities that addresses the skills and
knowledge needed for staff to carry out their duties?
2d. How is the state able to address these barriers so that the initial and ongoing training systems
function as required?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
3d. How do you make sure the data/information is accurate and reliable?
3e. Are there any limitations to the data/information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section V: Service Array and Resource Development

Section V: Service Array and Resource Development (Items 29−30)
Item 29: Array of Services
How well is the service array and resource development system functioning to ensure that the range of
services specified below is available and accessible in all political jurisdictions covered by the Child and
Family Services Plan (CFSP)?
•

Services that assess the strengths and needs of children and families and determine other
service needs;

•

Services that address the needs of families in addition to those of individual children in
order to create a safe home environment;

•

Services that enable children to remain safely with their parents when reasonable; and

•

Services that help children in foster and adoptive placements achieve permanency.

For each of the following questions, each of these four categories of service should be
addressed.
Item 29 Questions:
1. Data and information: We are interested in learning about whether (on a statewide basis):
•

The state has all of the above-referenced services in each political jurisdiction
covered by the CFSP; and

•

There are any gaps in the above-referenced array of services in terms of the
availability and accessibility of such services across all political jurisdictions covered
by the CFSP.

How do you know that the services referenced above are in each political
jurisdiction in the state covered by the CFSP and whether there are any
availability or accessibility gaps in the array of services?

−

Are there other ways you know about for determining if the services referenced
above are in each political jurisdiction in the state covered by the CFSP and
whether there are any availability and accessibility gaps in the array of
services?

1c. What has been your experience or observations regarding the requirements of
this item?
2. Systems/processes that are in place to support this systemic factor:
2a. How does the process in place (1) ensure that the state has all of the above-referenced
services in each political jurisdiction covered by the CFSP; and (2) address any gaps in the
above-referenced array of services in terms of the availability and accessibility of such
services across all political jurisdictions covered by the CFSP?

Child and Family Services Reviews Stakeholder Interview Guide

Section V: Service Array and Resource Development
2b. Does the state have all the above-referenced services in each political jurisdiction covered by
the CFSP and are there any gaps in the array of these services in terms of their availability
and accessibility across all political jurisdictions covered by the CFSP?
2c. Does the state have a sufficient number of appropriate and accessible state
licensed/approved homes to meet the needs of children and youth currently in care and
entering care? If there are any gaps in placement resources, what are they? Are hotels/offices
or other placements that do not meet the safety and other needs of the children/youth being
used and if yes, why?
2d. What aspects of the system create barriers or challenges (1) in ensuring the state has all the
above-referenced services in each political jurisdiction covered by the CFSP and (2) in
addressing any gaps in the above-referenced array of services in terms of the availability and
accessibility of such services across all political jurisdictions covered by the CFSP?
2e. How is the state able to address these barriers so the state has all of the above-referenced
services in each political jurisdiction covered by the CFSP and there are no gaps in the array
of these services in terms of their availability and accessibility across all political jurisdictions
covered by the CFSP?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
3d. How do you make sure the data/information is accurate and reliable?
3e. Are there any limitations to the data/information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section V: Service Array and Resource Development

Item 30: Individualizing Services
How well is the service array and resource development system functioning statewide to ensure that
the services in Item 29 can be individualized to meet the unique needs of children and families
served by the agency?
Services that are developmentally and/or culturally appropriate (including linguistically
competent), responsive to disability and special needs, or accessed through flexible funding are
examples of how the unique needs of children and families are met by the agency.
Item 30 Questions:
1. Data and information: We are interested in learning about whether (on a statewide basis):
•

The services identified in Item 29 are developmentally and/or culturally appropriate
(including linguistically competent), responsive to disability and special needs, or
accessed through flexible funding, as examples of how the unique needs of children
and families are met by the agency.

How do you know that services identified in Item 29 are being individualized to
meet the unique needs of children and families?

−

Are there other ways you know about for determining if the services identified
in Item 29 are being individualized to meet the unique needs of children and
families?

1c. What has been your experience or observations regarding the requirements of
this item?
2. Systems/processes that are in place to support this systemic factor:
2a. How does the process in place help ensure that the services identified in Item 29 are
developmentally and/or culturally appropriate (including linguistically competent), responsive
to disability and special needs, or accessed through flexible funding, as examples of how the
unique needs of children and families are met by the agency?
2b. What aspects of the system create barriers or challenges to ensuring that services identified
in Item 29 can be individualized to meet the unique needs of children and families?
2c. How is the state able to address these barriers so the services identified in Item 29 can be
individualized to meet the unique needs of children and families?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
3d. How do you make sure the data/information is accurate and reliable?

Child and Family Services Reviews Stakeholder Interview Guide

Section V: Service Array and Resource Development
3e. Are there any limitations to the data/information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section VI: Agency Responsiveness to the Community

Section VI: Agency Responsiveness to the Community (Items 31−32)
Item 31: State Engagement and Consultation With Stakeholders Pursuant to
CFSP and APSR
How well is the agency responsiveness to the community system functioning statewide to ensure that in
implementing the provisions of the CFSP and developing related APSRs, the state engages in ongoing
consultation with Tribal representatives, consumers, service providers, foster care providers, the juvenile
court, and other public and private child- and family-serving agencies and includes the major concerns
of these representatives in the goals, objectives, and annual updates of the CFSP?
Item 31 Questions:
1. Data and information: We are interested in learning about whether (on a statewide basis):
•

The state engages in ongoing consultation with Tribal representatives, consumers,
service providers, foster care providers, the juvenile court, and other public and
private child- and family-serving agencies; and

•

Major concerns of these stakeholders are included in the goals, objectives, and
annual updates of the CFSP.

How do you know that the state engages in ongoing consultation with key
stakeholders and that major concerns of these stakeholders are included in the
goals, objectives, and annual updates of the CFSP?

−

Are there other ways you know about for determining if the agency engages in
ongoing consultation and that major concerns of these stakeholders are
included in the goals, objectives, and annual updates of the CFSP?

1c. What has been your experience or observations regarding the requirements of this item?
2. Systems/processes that are in place to support this systemic factor:
2a. How does the process in place ensure ongoing statewide consultation and engagement of
key stakeholders?
2b. How does the process in place support inclusion of major concerns from these key
stakeholders in the goals, objectives, and annual updates of the CFSP?
2c. What aspects of the process create barriers or challenges to ongoing statewide consultation
and engagement of key stakeholders and inclusion of their concerns in the CFSP?
2d. How is the state able to address these barriers?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
Child and Family Services Reviews Stakeholder Interview Guide

Section VI: Agency Responsiveness to the Community
3d. How do you make sure the data/information is accurate and reliable?
3e. Are there any limitations to the data/information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section VI: Agency Responsiveness to the Community

Item 32: Coordination of CFSP Services With Other Federal Programs
How well is the agency responsiveness to the community system functioning statewide to ensure
that the state’s services under the Child and Family Services Plan (CFSP) are coordinated with
services or benefits of other federal or federally assisted programs serving the same population?
Item 32 Questions:
1. Data and information: We are interested in learning about whether (on a statewide basis):
•

Services under the CFSP are coordinated with services or benefits of other federal
or federally assisted programs serving the same population.

How do you know that the state coordinates the state’s services under the
CFSP with services/benefits of other federal or federally assisted programs
serving the same population?

−

Are there other ways you know about for determining if the agency is
coordinating the state’s services under the CFSP with services/benefits of
other federal or federally assisted programs serving the same population?

1c. What has been your experience or observations regarding the requirements of
this item?
2. Systems/processes that are in place to support this systemic factor:
2a. How does the process in place ensure coordination of the state’s services under the CFSP
with services/benefits of other federal or federally assisted programs serving the same
population?
2b. Does the coordination of services occur statewide?
2c. What aspects of the system create barriers or challenges in coordinating these services?
2d. How is the state able to address these barriers so that the state can coordinate services for
programs serving the same population?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
3d. How do you make sure the data/information is accurate and reliable?
3e. Are there any limitations to the data/information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
Child and Family Services Reviews Stakeholder Interview Guide

Section VI: Agency Responsiveness to the Community
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section VII: Foster and Adoptive Parent Licensing, Recruitment, and Retention

Section VII: Foster and Adoptive Parent Licensing, Recruitment, and
Retention (Items 33−36)
Item 33: Standards Applied Equally
How well is the foster and adoptive parent licensing, recruitment, and retention system functioning
statewide to ensure that state standards are applied to all licensed or approved foster family homes or
child care institutions receiving title IV-B or IV-E funds?
Item 33 Questions:
1. Data and information: We are interested in learning about whether (on a statewide basis):
•

The state’s standards are applied equally to all licensed or approved foster family
homes (relative and non-relative) receiving title IV-B or IV-E funds; and

•

The state’s standards are applied equally to all licensed or approved child care
institutions receiving title IV-B or IV-E funds.

How do you know that the state’s standards are applied equally to all
licensed/approved foster family homes (relative and non-relative) and child
care institutions?

−

Are there other ways you know about for determining whether the state’s
standards are applied equally to all licensed/approved foster family homes
(relative and non-relative) and child care institutions?

1c. What has been your experience or observations regarding the requirements of
this item?
2. Systems/processes that are in place to support this systemic factor:
2a. How does the process in place ensure equal application of standards in licensing or
approving foster family homes (relative and non-relative) across the state?
2b. How does the process in place ensure equal application of standards in licensing or
approving child care institutions across the state?
2c. Are waivers or exceptions to licensing standards specified in policy or regulation? If so, what
is the process for allowing exceptions or granting waivers?
2d. What aspects of the system create barriers or challenges in applying standards equally?
2e. How is the state able to address these barriers so that the licensing system functions as
required?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
Child and Family Services Reviews Stakeholder Interview Guide

Section VII: Foster and Adoptive Parent Licensing, Recruitment, and Retention
3d. How do you make sure the data/information is accurate and reliable?
3e. Are there any limitations to the data and information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section VII: Foster and Adoptive Parent Licensing, Recruitment, and Retention

Item 34: Requirements for Criminal Background Checks
How well is the foster and adoptive parent licensing, recruitment, and retention system functioning to
ensure that the state complies with federal requirements for criminal background clearances as related
to licensing or approving foster care and adoptive placements, and has in place a case planning process
that includes provisions for addressing the safety of foster care and adoptive placements for children?
Item 34 Questions:
1. Data and information: We are interested in learning about whether (on a statewide basis):
•

The state complies with federal requirements for criminal background clearances as
related to licensing or approving foster care and adoptive placements; and

•

The state has in place a case planning process that includes provisions for
addressing the safety of foster care and adoptive placements for children.

How do you know the state complies with the federal requirements for criminal
background clearances when licensing and or approving foster care and
adoptive placements?

−

How do you know the state has a case planning process to ensure that the
agency is placing children in foster or adoptive homes that meet the federal
requirements for criminal background clearances?

−

Are there other ways that you know about for determining whether the state
complies with the federal requirements for criminal background clearances and
that the case planning process ensures placement of children in
foster/adoptive homes that meet federal requirements for criminal background
clearances?

1c. What has been your experience or observations regarding the requirements of
this item?
2. Systems/processes that are in place to support this systemic factor:
2a. How does the process in place promote compliance with the federal requirements for criminal
background clearances?
2b. What system or source of information do you access to determine whether children have
been placed in homes that fail to comply with the federal requirements for criminal
background clearances?
2c. What policy or guidance is in place for conducting and monitoring criminal background
clearances for foster family homes?
2d. What policy or guidance is in place to ensure that children are not placed in foster or adoptive
homes that fail to comply with the federal requirements for criminal background clearances?
2e. What specific problems or challenges does the state have in ensuring compliance with the
federal requirements for criminal background checks when licensing or approving foster and
adoptive placements and to ensure children are not placed in homes that do not meet federal
requirements for criminal background checks?
Child and Family Services Reviews Stakeholder Interview Guide

Section VII: Foster and Adoptive Parent Licensing, Recruitment, and Retention
2f. How is the state able to address these barriers so the criminal background check system
functions as required?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
3d. How do you make sure the data/information is accurate and reliable?
3e. Are there any limitations to the data/information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section VII: Foster and Adoptive Parent Licensing, Recruitment, and Retention

Item 35: Diligent Recruitment of Foster and Adoptive Homes
How well is the foster and adoptive parent licensing, recruitment, and retention system functioning to
ensure that the process for ensuring the diligent recruitment of potential foster and adoptive families
who reflect the ethnic and racial diversity of children in the state for whom foster and adoptive homes
are needed is occurring statewide?
Item 35 Questions:
1. Data and information: We are interested in learning about (on a statewide basis):
•

Data or information regarding the ethnic and racial diversity of children in the state
for whom foster and adoptive homes are needed;

•

Data or information regarding the ethnic and racial diversity of current foster and
adoptive homes; and

•

Whether the diligent recruitment of potential foster and adoptive families who reflect
the ethnic and racial diversity of children in the state for whom foster and adoptive
homes are needed is occurring.

How do you know that the foster and adoptive parent licensing, recruitment,
and retention system ensures the diligent recruitment of potential foster and
adoptive families who reflect the ethnic and racial diversity of children in the
state for whom homes are needed?

−

Are there any other ways of determining whether the system ensures the
diligent recruitment of potential foster and adoptive families who reflect the
ethnic and racial diversity of children in the state for whom homes are needed?

1c. What has been your experience or observations regarding the requirements of
this item?
2. Systems/processes that are in place to support this systemic factor:
2a. How well does the state’s process work to gather and review data/information regarding the
ethnic and racial diversity of children in the state, as well as current foster and adoptive
homes, to inform recruitment planning?
2b. How does the statewide process ensure diligent recruitment of potential foster and adoptive
families who reflect the ethnic and racial diversity of children in the state for whom foster and
adoptive homes are needed?
2c. What specific problems or challenges does the state have in ensuring that potential foster and
adoptive homes reflect the ethnic and racial diversity of the children in the state for whom
foster and adoptive homes are needed?
2d. How is the state able to address these barriers so the system for recruitment of potential
foster and adoptive homes functions as required?
3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
Child and Family Services Reviews Stakeholder Interview Guide

Section VII: Foster and Adoptive Parent Licensing, Recruitment, and Retention
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
3d. How do you make sure the data/information is accurate and reliable?
3e. Are there any limitations to the data/information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Section VII: Foster and Adoptive Parent Licensing, Recruitment, and Retention

Item 36: State Use of Cross-Jurisdictional Resources for Permanent Placements
How well is the foster and adoptive parent licensing, recruitment, and retention system functioning to
ensure that the process for ensuring the effective use of cross-jurisdictional resources to facilitate timely
adoptive or permanent placements for waiting children is occurring statewide?
Item 36 Questions:
1. Data and information: We are interested in learning about whether (on a statewide
basis):
•

The effective use of cross-jurisdictional resources (including resources within the
state) to facilitate timely adoptive or permanent placements for waiting children is
occurring statewide; and

•

All home study requests received from another state to facilitate a permanent foster
or adoptive care placement are completed within 60 days.

How do you know that the state effectively uses cross-jurisdictional resources
(including resources within the state) to facilitate timely adoptive or permanent
placements for waiting children and that all home study requests received from
other states are completed within 60 days?

−

Are there other ways you know about for determining whether the state
effectively uses cross-jurisdictional resources and completes all home study
requests received from other states within 60 days?

1c. What has been your experience or observations regarding the requirements of
this item?
2. Systems/processes that are in place to support this systemic factor:
2a. Cross-jurisdictional resources (including resources in the state):
−

What are the cross-jurisdictional resources that are used to facilitate timely adoptive or
permanent placements for waiting children?

−

How does the process in place support the effective use of cross-jurisdictional
resources to ensure timely placement of waiting children in adoptive or permanency
homes across the state?

−

What aspects of the system create barriers or challenges to effective use of crossjurisdictional resources?

−

How is the state able to address these barriers?

2b. Completion of home studies:
−

How does the process in place ensure timely completion of home study requests
received from another state to facilitate permanent foster or adoptive placements
across the state?

Child and Family Services Reviews Stakeholder Interview Guide

Section VII: Foster and Adoptive Parent Licensing, Recruitment, and Retention
−

What specific problems or challenges does the state have in timely completion of
home studies?

−

How is the state able to address these barriers?

3. Data quality: If the state provided data/information (either in the statewide assessment or
during the interview), reviewers may ask one or more of the following questions:
3a. What process was used to gather and collect the data/information?
3b. How often is data/information collected?
3c. How confident are you that the data/information is accurate and reliable?
3d. How do you make sure the data/information is accurate and reliable?
3e. Are there any limitations to the data/information?
3f. Does this data/information tell you everything you need to know about how this
systemic factor is functioning statewide? If not, what’s missing?
3g. What would make this data/information more helpful to you to be better able to
understand how well this systemic factor is functioning statewide?
4. State-specific questions: Development of any state-specific questions should be informed by the
statewide assessment.

Child and Family Services Reviews Stakeholder Interview Guide

Appendix A
Item-Specific Alternative Language and Phrasing
The following contains words and phrases used in the Stakeholder Interview Guide with
suggested alternatives that are not reliant on knowledge of child welfare terminology.

General
Statewide functioning
Alternatives: Occurring or functioning statewide; occurring or functioning on a statewide
basis; occurring or functioning throughout the state; occurring or functioning in every
jurisdiction in the state; occurring or functioning in every county.

Item 19
Statewide information system
Alternatives: Electronic case management system, computer system, or name/acronym of the
state’s statewide information system, e.g., FACTS, KIDS, FACS
Statewide system data elements
Alternatives: Provide examples of the required data elements, e.g., whether the child is in
foster care; child’s date of birth, sex, race, and ethnicity; physical address of placement;
identification of permanency goals (reunification, adoption, guardianship, another planned
permanent living arrangement)

Item 20
Written case plan
Alternatives: Family plan, child’s plan, treatment plan, or court-ordered plan
Developed jointly
Alternatives: Parent participation; parent input; or incorporate examples of situations where
joint planning might occur, e.g., family team meetings, meetings with the case worker
Required provisions
Alternatives: Provide examples of the required provisions, e.g., description of placement;
services to child, parents, and foster parents; information about the child’s school progress; the
child’s health records

Item 21
Periodic review
Alternatives: Going in front of the judge, court hearing, foster care board/hearing, or review
board hearing. Describe periodic review requirements, e.g., determine the child’s safety, review
the continuing need for foster care, determine compliance with case plan and progress made
toward alleviating or mitigating the causes necessitating placement in foster care

Item 22
Permanency hearing
Alternatives: Going in front of the judge, court hearing, foster care board/hearing, or review
board hearing. Describe permanency hearing requirements, e.g., determine the permanent plan
for the child; in the case of a child who has attained age 16, determine the services needed to
assist the child to make the transition from foster care to independent living; consult with the
child in an age-appropriate manner regarding the proposed permanency or transition plan for
the child
Child and Family Services Reviews Stakeholder Interview Guide

Appendix A: Item-Specific Alternative Language and Phrasing

Item 23
Termination of parental rights
Alternative: Freeing the child for adoption
Required provisions
Alternatives: Provide examples of the termination of parental rights requirements, e.g., the child
has been in foster care for 15 of the most recent 22 months; the parent has committed a serious
offense such as killing another child. Provide examples of the exceptions, e.g., the child is living
with relatives; there is a compelling reason why the parents’ rights should not be terminated

Item 24
Notice of hearing and right to be heard
Alternatives: Receive a letter or phone call from a caseworker that lets you know about your
right to provide comments or information to the court/judge. Receive a notification of court
hearings that includes a form that requests input to the court/judge

Item 25
Quality assurance system
Alternative: Describe the components of the quality assurance system the state has described
in the Child and Family Services Plan or Annual Progress and Services Report, e.g., quality data
collection; a method for conducting ongoing case reviews; a process for the analysis and
dissemination of quality data on all performance measures; and a process for providing
feedback to stakeholders and decision-makers and as needed, adjusting state programs and
process
Services included in the Child and Family Services Plan
Alternatives: In-home and foster care services, services provided by the agency, services for
which the agency contracts

Items 26, 27, and 28
Training system
Alternatives: Training for contracted and non-contracted workers, foster parents, and adoptive
parents; training provided by the agency for their staff; training provided by the contractor
agency for their staff; training for staff at residential treatment centers or other child care
institutions that the agency uses to place children; training provided by the university partner; or
use the name the state uses for its training programs, e.g., core training, permanency training,
MAPS, PRIDE, pre-service or in-service training

Item 29
Service Array
Alternatives: Using the four categories of services listed in the Stakeholder Interview Guide,
provide examples of the types of services children and families may need, e.g., family support
services, family preservation services, etc.
Accessible
Alternatives: Available, able to be used, easy to get to, available nearby
Political jurisdictions covered by the Child and Family Services Plan
Alternatives: Everywhere in the state, across the state, in urban and rural areas, every place
where the agency serves children and families
Child and Family Services Reviews Stakeholder Interview Guide

Appendix A: Item-Specific Alternative Language and Phrasing

Item 30
Individualized services
Alternatives: Services that the family needs; services tailored to what the child/family needs;
services provided in a way the family needs them—in their home, in the language
child/parent/family can understand or uses to communicate

Item 31
Ongoing consultation
Alternatives: Gather input, meet with, discuss and plan together, feedback loops and
adjustments
Child and Family Services Plan and Annual Progress and Services Reports
Alternatives: The documents the agency creates for the federal government to describe the
services they provide and the state’s goals and objectives; the plan the state agency has for
serving children and families; the written plan that describes the services the agency provides
and the goals and outcomes for the children served; the state’s 5-year plan; the IV-B plan

Item 32
Other federal programs
Alternatives: Provide examples of other federal programs serving the same population, e.g.,
Medicaid, Temporary Assistance for Needy Families, Housing and Urban Development (federal
housing program), child support

Item 33
State standards
Alternatives:
Foster care licensing regulations or policies; requirements to be a foster or adoptive parent;
provide examples of specific standards, e.g., reference checks, home visits, physical space
requirements
Title IV-B or IV-E funds
Alternatives:
Federal funding; federal dollars used to provide foster care payments and pay for services to
children and families

Item 34
Criminal background check
Alternative: National fingerprint-based check

Item 35
Reflect the ethnic and racial diversity
Alternatives: Whether the demographics of foster parents are similar to the race and ethnicity
of children needing foster or adoptive homes

Item 36
Cross-jurisdictional resources
Alternatives: Provide examples of resources the state may use to identify placements in other
counties or states, e.g., national or state adoption exchanges and parent/relative locator
services
Child and Family Services Reviews Stakeholder Interview Guide

Appendix B
Definitions of Terms
Criminal Background Check―§ 471(a)(20)(A) of the Social Security Act. A criminal background check
for prospective foster and adoptive parents that includes fingerprint-based criminal record checks of the
national crime information databases.
Child Care Institution―§ 472(c) of the Social Security Act. A private child-care institution, or a public
child-care institution that accommodates no more than 25 children, which is licensed by the state in
which it is situated or has been approved by the agency of the state responsible for licensing or approval
of institutions of this type as meeting the standards established for such licensing. In the case of a child
who has attained 18 years of age, the term shall include a supervised setting in which the individual is
living independently, in accordance with such conditions as the Secretary shall establish in regulations.
The term does not include detention facilities, forestry camps, training schools, or any other facility
operated primarily "for the detention of children who are determined to be delinquent."
Federal or Federally Assisted Programs―ACYF-CB-PI-14-03. Examples of federal or federal
assistance programs include Temporary Assistance for Needy Families, Medicaid, Child Care, Head
Start, Supplemental Nutrition Assistance Program, Housing and Urban Development programs, and
Community-Based Child Abuse Prevention programs.
Foster Family Home―§ 472(c) of the Social Security Act. A foster family home for children, which is
licensed by the state in which it is situated or has been approved, by the agency of the state having
responsibility for licensing homes of this type, as meeting the standards established for such licensing.
Interstate Compact for Placement of Children―§ 471(a)(26) of the Social Security Act. States shall
directly or by contract complete home study requests from other states within 60 days of receipt of the
request. If the state fails to comply within the 60-day period as a result of circumstances beyond the
control of the state (such as a failure by a federal agency to provide the results of a background check, or
the failure by any entity to provide completed medical forms, requested by the state at least 45 days
before the end of the 60-day period), the state shall have 75 days to comply with clause if the state
documents the circumstances involved and certifies that completing the home study is in the best
interests of the child.
Periodic Review Requirements―§ 475(5)(B) of the Social Security Act. Periodic reviews should occur
periodically but no less frequently than once every 6 months from the date on which the child entered
foster care by either a court or by administrative review. Requirements for periodic reviews include a
determination of the child's safety, a review of the continuing necessity for foster care placement, a
review of the extent of compliance with the case plan and progress made toward alleviating or mitigating
the causes necessitating placement in foster care, and a projection of the likely date for reunification,
legal guardianship, or adoption.
Permanency Hearing Requirements―§ 475(5)(C) of the Social Security Act. Permanency hearings
should be held within 30 days of a determination that reasonable efforts to return the child home are not
required, and at least once every 12 months while the child is in foster care, starting from the date the
child has entered foster care. Additional requirements for permanency hearings include:
•

A determination of the permanency plan for the child―whether and when the child would be
reunified or placed for adoption and the state would file for termination of parental rights or refer
the child for legal guardianship or (if the state has documented to the court a compelling reason
why it would not be in the child’s best interests to pursue these permanency options) place the
child in Another Planned Permanent Living Arrangement

•

For a child not being reunified with parents, consideration of in-state and out-of-state
placement options

•

In the case of a child placed out-of-state, a determination of whether the out-of-state
placement continues to be appropriate and in the best interests of the child

Child and Family Services Reviews Stakeholder Interview Guide

Appendix B: Definitions of Terms
•

In the case of a child who has attained age 16, a determination of the services needed to
assist the child in making the transition from foster care to independent living

•

Consultation in an age-appropriate manner with the child regarding the proposed
permanency or transition plan for the child

Statewide System Data Elements
•

Status―In foster care or no longer in foster care

•

Demographic characteristics―date of birth, sex, race, ethnicity, disability, medically diagnosed
condition requiring special care, ever been adopted

•

Location―child’s physical location

•

Goals for permanency―reunification, adoption, guardianship, another planned permanent
living arrangement, not yet established

Termination of Parental Rights―§ 475(5)(E) of the Social Security Act. The agency seeks termination
of parental rights (TPR) when the child has been in care for at least 15 of the most recent 22 months, or
a court of competent jurisdiction has determined that:
•

The child is abandoned; or

•

The child’s parent has been convicted of one of the following felonies: (1) murder of another
child of the parent; (2) voluntary manslaughter of another child of the parent; (3) aiding or
abetting, attempting, conspiring, or soliciting to commit such a murder or such voluntary
manslaughter; or (4) a felony assault that resulted in serious bodily injury to the child or
another child of the parent.

Exceptions to the TPR requirement include when:
•

The child is being cared for by relatives;

•

The agency has documented in the case plan a compelling reason for determining that
TPR would not be in the best interests of the child; or

•

The state has not provided to the family the services that the state deemed necessary for the
safe return of the child to the child’s home if reasonable efforts are required to be made with
respect to the child.

Written Case Plan Requirements―§ 475 of the Social Security Act [45 U.S.C. 675], 45 CFR
§ 1356.21(g)
•

A description of the type of home or institution in which a child is to be placed, including a
discussion of the safety and appropriateness of the placement

•

A plan for assuring that the child receives safe and proper care and that services are provided
to the parents, child, and foster parents in order to improve the conditions in the parents’ home,
facilitate return of the child to his own safe home or the permanent placement of the child, and
address the needs of the child while in foster care, including a discussion of the appropriateness
of the services that have been provided to the child under the plan

•

The health and education records of the child, including the most recent information available
regarding:
−

Names and addresses of the child’s health and educational providers

−

Child’s grade level performance and school record

−

Record of the child’s immunizations and medications; and

Child and Family Services Reviews Stakeholder Interview Guide

Appendix B: Definitions of Terms
−

Any other relevant health and education information concerning the child as determined to be
appropriate by the agency

•

For a child age 16 or over, a written description of the programs and services that will help such
child prepare for the transition from foster care to independent living

•

For a child with a permanency plan of adoption or placement in another permanent home,
documentation of the steps to find an adoptive family or other permanent living arrangement for
the child, or to place the child with an adoptive family, a fit and willing relative, a legal guardian, or
in another planned permanent living arrangement, and to finalize the adoption or legal
guardianship
−

•

For a child with respect to whom the permanency plan is placement with a relative and receipt
of kinship guardianship assistance payments, a description of:


Steps taken to determine that it is not appropriate for the child to be returned
home or adopted;



Reasons for any separation of siblings during placement;



Reasons why a permanent placement with a fit and willing relative through a
kinship guardianship assistance arrangement is in the child’s best interests;



Ways in which the child meets the eligibility requirements for a kinship
guardianship assistance payment;



Efforts made to discuss adoption by the child’s relative foster parent as a more
permanent alternative to legal guardianship and, in the case of a relative foster
parent who has chosen not to pursue adoption, documentation of the reasons; and



Efforts made to discuss with the child’s parent or parents the kinship
guardianship assistance arrangement, or the reasons why the efforts were
not made

A plan for ensuring the educational stability of the child while in foster care, including:
−

Assurances that each placement takes into account the appropriateness of the current
educational setting and the proximity to the school in which the child is enrolled at the time
of placement; and

−

An assurance that the agency has coordinated with local educational agencies to ensure
that the child remains in the school in which the child is enrolled at the time of each
placement or, if remaining in such school is not in the best interests of the child, assurances
to provide immediate and appropriate enrollment in a new school, with all of the educational
records of the child provided to the school

Child and Family Services Reviews Stakeholder Interview Guide

File Type	application/pdf
File Title	CFSR Stakeholder Interview Guide
Subject	CFSR Stakeholder Interview Guide, Child and Family Services Review Stakeholder Interview Guide, CFSR SIG Round 4, CFSR SIG 2021
Author	Children's Bureau
File Modified	2024-04-09
File Created	2021-05-10