66. Host Family, Minimum Screening Process Requirements, Key Considerations; suitability of the host family setting. Written policies and procedures on the key considerations that the service agency must take into account when screening for potential host families include the suitability of the host family setting for the individual based on factors such as but not limited to, the individual’s goals, interests, social connections, health and safety needs and cultural/linguistic, religious background; physical attributes of the home and its surroundings, proximity to natural family members. Policy Directives for Service Agencies regarding the Host Family Program 1.1 The intent is to ensure the service agency’s screening process includes certain criteria that may be helpful in reviewing applications from potential host families and determining whether they would make suitable host families. Agencies may consider a variety of factors but the criteria outlined in the policy directives must be considered at a minimum. This includes consideration of the individual with a developmental disability who may be matched with the potential host family, and aspects of him/her and his/her life may complement those of the potential host family. This would include: interests needs cultural/linguistic requirements religious background physical attributes of the home and surroundings Proximity to natural family members Any determining factors As part of the service agency’s screening process. LOW Agency written policies and procedures include suitability of the host family setting based on factors such as but not limited to the individual’s goals, interests, needs and cultural/linguistic, religious background; physical attributes of the home and its surroundings, proximity to natural family members. Host Family screening process policies and procedures do not include suitability of the host family setting for the individual based on factors such as but not limited to, the individual’s goals, interests, social connections, health and safety needs and cultural/linguistic, religious background; physical attributes of the home and its surroundings, proximity to natural family members. written & dated policies and procedures.
Policies and Procedures Intent Risk Rating Indicator Observed Required for Compliance 67. Host Family, Minimum Screening Process Requirements, Key Considerations; Orientation, training, monitoring, evaluation Written policies and procedures on the key considerations that the service agency must take into account when screening for potential host families include availability and willingness of the host family to participate in orientation, training and ongoing monitoring and evaluation activities, as outlined in agency policies and procedures (which must accord with MCSS’ Policy Directives) and the service agreement. Policy Directives for Service Agencies regarding the Host Family Program 1.1 The intent is to ensure the service agency’s screening process includes certain criteria that may be helpful in reviewing applications from potential host families and determining whether they would make suitable host families. Agencies may consider a variety of factors but the criteria outlined in the policy directives must be considered at a minimum. This includes orientation, training, and ongoing monitoring and evaluation activities. Training refers to organized activity aimed at imparting information and/or instructions to improve the recipient’s performance or help him or her attain a required level of knowledge or skill. LOW Agency written policies and procedures address availability and willingness of the host family to participate in orientation, training and ongoing monitoring and evaluation activities, as outlined in agency policies and procedures and the service agreement. Host Family screening process policies and procedures do not include host family’s availability and willingness of the host family to participate in orientation, training and ongoing monitoring and evaluation activities, as outlined in agency policies and procedures (which must accord with MCSS’ Policy Directives) and the service agreement. Final/approved written & dated policies and procedures.
69. Support and Oversight/60 Day Meeting Service agencies administering the Host Family Program must have policies and procedures to address meeting, in person with the individual, who may be accompanied by a peer, friend or family member as may be appropriate and as may be requested by the individual, at least quarterly and separately from the Host Family, in order to receive feedback and address any issues the individual may have, in a personal and confidential manner. Policy Directives for Service Agencies regarding the Host Family Program 3.1 The ongoing support and oversight that an agency provides to individuals and to host families help to and maintain relationships. Ongoing support and oversight is also important in promoting and ensuring the well-being of all involved in the host family placement. LOW Agency written policies and procedures address meeting in person with the individual, who may be accompanied by a peer, friend or family member as may be appropriate and as may be requested by the individual, at least quarterly and separately from the Host Family, in order to receive feedback and address any issues the individual may have, in a personal and confidential manner. Policies and procedures may include the manner in which the agency documents the results of the in person meetings with the individual, such as Meeting Minutes, Quarterly Records and/or Records of Contact. Host Family support and oversight policies and procedures do not address meeting in person with the individual, who may be accompanied by a peer, friend or family member as may be appropriate and as may be requested by the individual, at least quarterly and separately from the Host Family, in order to receive feedback and address any issues the individuals may have, in a personal and confidential manner. written & dated policies and procedures.
73. Support and Oversight/Facilitating Contact Service agencies administering the Host Family Program must have policies and procedures to address facilitating contact between the individual, their family/guardian and the host family, as appropriate. Policy Directives for Service Agencies regarding the Host Family Program 3.1 The ongoing support and oversight that an agency provides to individuals and to host families help to and maintain relationships. Ongoing support and oversight is also important in promoting and ensuring the well-being of all involved in the host family placement. The ministry recognizes that contact between the individual and their family/guardian may not be appropriate or desired in all circumstances, and policies and procedures should/could reflect this. LOW Agency written policies and procedures include facilitating contact between the individual, their family/guardian and the host family, as appropriate. Host Family support and oversight policies and procedures do not address facilitating contact between the individual, their family/guardian and the host family. Final/approved written & dated policies and procedures.
75. Support and Oversight/Move Outside Service Boundaries Service agencies administering the Host Family Program must have policies and procedures to address contacting the Ministry about situations where an individual wants to move with their Host Family to another community outside the agency’s service boundaries in Ontario. Considerations for such transfers may include an individual's or their substitute -decision maker's choice, access to and availability of, other community services and proximity to natural family. Policy Directives for Service Agencies regarding the Host Family Program 3.1 The ongoing support and oversight that an agency provides to individuals and to host families help to build and maintain relationships. Ongoing support and oversight is also important in promoting and ensuring the well-being of all involved in the host family placement. It is important for the agency to consider and plan for events that may affect the host family placement. LOW Agency written policies and procedures include contacting the Ministry about situations where an individual wants to move with their Host Family to another community outside the agency’s service boundaries in Ontario. Considerations for such transfers may include an individual's or their substitute maker's choice, access to and availability of, other community services and proximity to natural family. Host Family support and oversight policies and procedures do not address contacting the Ministry situations where an individual wants to move with their Host Family to another community outside the agency’s service boundaries in Ontario. Considerations for such transfers may include an individual's or their substitute -decision maker's choice, access to and availability of, other community services and proximity to natural family. Final/approved written & dated policies and procedures. - decision
77. Monitoring Personal Safety and Security/Safety Requirements Service agencies must have policies and procedures regarding monitoring the personal safety and security of individuals receiving supports and services the Host Family Program that includes, at a minimum, checking safety requirements related to fire safety, health hazards and water quality testing, where applicable, in the Host Family residence and involving other officials/professionals as required. Policy Directives for Service Agencies regarding the Host Family Program 3.2 The ongoing support and oversight of a host family placement must promote safety of the individual. This includes checking safety requirements related to fire safety, health hazards and water quality testing, where applicable, in the Host Family residence and involving other officials/professionals as required. LOW Agency written policies and procedures include monitoring the personal safety and security of individuals that includes checking safety requirements related to fire safety, health hazards and water quality testing, where applicable. Policies and procedures regarding monitoring the personal safety and security of individuals receiving supports and services the Host Family Program do not include checking safety requirements related to fire safety, health hazards and water quality testing, where applicable, in the Host Family residence and involving other officials/professionals as required. Final/approved written & dated policies and procedures.
81. Remuneration/Basic Needs The service agency’s policies and procedures must address processes to manage accommodation and basic needs expense payments (e.g. where the service agency is paying the Host Family on behalf of an individual). Policy Directives for Service Agencies regarding the Host Family Program 4.0 To ensure the Host Family policies and procedures include the administration and management of for the Host Family placement. In all remuneration for supports and services must be provided directly to the Host Family from the service agency. As part of its role and responsibilities to match individuals with host families, and oversee host family placements, the service agency will set remuneration rates. LOW Agency written policies include processes to manage accommodation and basic needs expense payments. The service agency does not have written policies and procedures to address processes to manage accommodation and basic needs expense payments. Final/approved written & dated policies and procedures.
Records and Documentation Intent Risk Rating Indicator Observed Non-Compliance Required for Compliance 51. Screening Criteria, Family Member Host Families cannot be a family member, as defined in the definition section of the policy directive, of the individual with a developmental disability. Policy Directives for Service Agencies regarding the Host Family Program 1.0 Note: family member is the defined term in the directive The intent of the program is to match an individual with a non-family Host Family. The service agency should consider including this requirements in written policies and procedures that outlines the Host Family screening process. MODERATE Recruitment records; Application Forms, Intake/New Service Forms; Service Agreements; CRC and Character References; Screening Tools & Records; Referral documents. The Host Family provider is a family member as defined in the policy directive of the person with a developmental disability. A letter and/or documentation confirming completion of corrective action.
Records and Documentation Intent Risk Rating Indicator Observed Required for Compliance 53. Cap, Host Family Placements; Exemptions/Extenuating Circumstances The exemption to the cap on the number of placements in a Host Family Home may only be considered if the key considerations for screening host families are satisfied. The reasons for permitting any exemptions will be documented in writing and kept on file by the service agency. The agency will also notify the Ministry of the arrangements within 10 business days where an exemption or extenuating circumstances was approved by the agency. Policy Directives for Service Agencies regarding the Host Family Program 1.0 One of the key goals of the Host Family Program (as noted in the policy directives) are to provide a safe and secure place to live in a family home setting. While the ministry recognizes that families come in many different forms and sizes, the establishment of a cap on the number of placements in a home aims to promote and maintain the feeling of family, and provide a distinction between host family residences and other residential supports (e.g., supported group living). The ministry further recognizes that there are situations with extenuating circumstances, and exemptions can be made for foster families, temporary placements, or individuals with common parentage (siblings). The service agency should consider including this requirements in their written policies and procedures that outline the Host Family screening process. HIGH Recruitment records; Intake/New Service Forms; Service Agreements; Provisional Approval Forms; Screening Tools & Records; Referral documents; Approval Forms/Letters/Emails to Host Family Provider and/or to and from other agencies, organizations; Written records permitting exemptions. There is no evidence to confirm that the exemption made was documented in writing and kept on file by the service agency and/or that the agency notified the Ministry of the arrangements within 10 business days where an exemption or extenuating circumstances was approved by the agency. Response and/or demonstrated action will be required within 24 hours of receipt of Letter of Non Compliance describing corrective measures and timelines to rectify the issue. A letter and/or documentation confirming the completion of corrective action within 10 business days.
Records and Documentation Intent Risk Rating Indicator Observed Non-Compliance Required for Compliance 56. Home Study, References The service agencies are required to conduct a home study of the potential Host Family, based on a review of character references and police records checks, including current vulnerable sector checks (within the last six months) of all adults living on a full- or part-time basis in the host family home. Policy Directives for Service Agencies regarding the Host Family Program 1.0 The consideration and screening of potential host families must include a variety of factors to enable the agency to make an informed decision as to whether or not to accept a potential host family. All adult part-time and full-time residents and respite providers must be screened, including a police record check. The service agency should consider including this requirements in their written policies and procedures that outline the Host Family screening process. HIGH Home Study report; Police Records Check dated within 6 months of providing support including Vulnerable Sector Checks, and Character References. There is no evidence to confirm that the home study of the potential Host Family was based on a review of character references and police records checks, including current vulnerable sector checks (within the last six months) of all adults living on a full- or part-time basis in the host family home. A letter and/or documentation confirming completion of corrective action.
Records and Documentation Intent Risk Rating Indicator Observed Non-Compliance Required for Compliance 59. Re-assess, Significant Changes Agencies are required to re-assess a host family’s suitability in the following circumstances: any significant changes involving the Host Family, the individual, and/or living situation (e.g. physical/mental illness, death of a family member, accident). Policy Directives for Service Agencies regarding the Host Family Program 1.0 The ministry recognizes that changes happen throughout people’s lives, and certain kinds of changes can significantly impact a person, their family, and/or their living situation. In addition to the regular checks and monitoring arrangements, agencies must re-assess a host family provider if there is a significant change in circumstances, as may be determined by the agency. A full or mini home study should be done as required. The service agency should consider including this requirements in their written policies and procedures that outline the Host Family screening process. HIGH Correspondence, Quarterly Monitoring Reports, Reassessment records, Individual Records i.e. Incident Reports, Monthly Progress Reports, Daily Logs/Support Journals, Serious Occurrence Reports. The is no evidence to confirm that the service agency the host family's suitability as a result of the significant changes involving the host family, the individual, and/or their living situation (e.g. physical/mental illness, death of a family member, accident). Response and/or demonstrated action will be required within 24 hours of receipt of Letter of Non Compliance describing corrective measures and timelines to rectify the issue. A letter and/or documentation confirming the completion of corrective action within 10 business days.
Records and Documentation Intent Risk Rating Indicator Observed Required for Compliance 60. Host Family, Re-Assessment/New Adult Service agencies are required to re-assess a host family’s suitability in the following circumstances: when a new adult is living in the home on a full-time or part-time basis. Policy Directives for Service Agencies regarding the Host Family Program 1.0 The ministry recognizes that changes happen throughout people’s lives, and certain kinds of changes can significantly impact a person, their family, and/or their living situation It is important to re-assesses the host family’s suitability to continue to act as a host family provider, and safety within the home, when a new adult is living in the home on a full-time or part-time basis (including a copy of the police records check and vulnerable sector check, and personal references) The service agency should consider including this requirements in their written policies and procedures that outline the Host Family screening process. HIGH May have to ask agency Correspondence, Quarterly Monitoring Reports, Reassessment records There is no evidence to confirm that the service agency re-assessed the host family's suitability when a new adult moved in the home on a full-time or basis. Response and/or demonstrated action will be required within 24 hours of receipt of Letter of Non Compliance describing corrective measures and timelines to rectify the issue. A letter and/or documentation confirming the completion of corrective action within 10 business days.
Records and Documentation Intent Risk Rating Indicator Observed Required for Compliance 61. Re-assess, Unable to Provide Care Service agencies are required to re-assess a host family’s suitability in the following circumstances: when the primary caregiver in the host family is unable to continue providing care to the individual. Policy Directives for Service Agencies regarding the Host Family Program 1.0 The ministry recognizes that changes happen throughout people’s lives, and certain kinds of changes can significantly impact a person, their family, and/or their living situation It is important to re-assesses the host family’s suitability to continue to act as a host family provider when the primary caregiver in the host family is unable to continue providing care to the individual. The service agency should consider including this requirements in written policies and procedures that outline the Host Family screening process. HIGH Correspondence, Quarterly Monitoring Reports, Reassessment records; Individual Records-Family Contact forms, Individual Records i.e. Support Journals/Daily Logs, Monthly Outcomes Summaries. There is no evidence to confirm that the service agency re-assessed a host family's suitability when the primary caregiver in the host family was unable to continue providing care to the individual. Response and/or demonstrated action will be required within 24 of receipt of Letter of Non Compliance describing corrective measures and timelines to rectify the issue. A letter and/or documentation confirming the completion of corrective action within 10 business days.
Records and Documentation Intent Risk Rating Indicator Observed Non-Compliance Required for Compliance 63. Signed Written Agreement The service agency must have a signed written agreement in place with the host family for new placement and existing placements that includes certain minimum requirements regarding the provision of services to the individual with a developmental disability. Policy Directives for Service Agencies regarding the Host Family Program 2.0 To promote a shared understanding of the host family placement, agencies are required to have a signed, written agreement in between the agency and the host family that outlines the agency’s expectations of the host family and the support and oversight the agency will provide. The signed service agreement with the host family must include minimum requirements in the provision of services to the individual with a developmental disability. MODERATE Signed, dated written Service Agreement. There is no evidence to confirm that the service agency has signed written agreement in place with the host family for new and for existing placements that includes certain minimum requirements regarding the provision of services to the individual with a developmental disability. A letter and/or documentation confirming completion of corrective action.
Records and Documentation Intent Risk Rating Indicator Observed Required for Compliance 68. Service Agreement, Unable to Continue Providing Care Service agency shall have a signed agreement with the Host Family for each placement that addresses the Host Family's requirement to report when the primary caregiver in the Host Family is unable to continue providing care to the individual. Policy Directives for Service Agencies regarding the Host Family Program 2.0 To promote a shared understanding of the host family placement, agencies are required to have a signed, written agreement in place between the agency and the host family that outlines the agency’s expectations of the host family and the support and oversight the agency will provide. The agreement must require the host family to report to the agency when the primary caregiver in the Host Family is unable to continue providing care to the individual. MODERATE Service Agreement The service agency's signed service agreement with the host family for each placement does not address the requirement to report when the primary caregiver in the host family is unable to continue providing care to the individual. A letter and/or documentation confirming completion of corrective action.
Records and Documentation Intent Risk Rating Indicator Observed Required for Compliance 69. Service Agreement, Significant Concerns Service agency shall have a signed agreement with the Host Family for each placement that addresses the Host Family's requirement to report any other significant concerns that could impact the individual. Policy Directives for Service Agencies regarding the Host Family Program 2.0 To promote a shared understanding of the host family placement, agencies are required to have a signed, written agreement in place between the agency and the host family that outlines the agency’s expectations of the host family and the support and oversight the agency will provide. The agreement must require the host family to report to the agency any significant concerns that could impact the individual. MODERATE Service Agreement The service agency's signed service agreement with the host family for each placement does not address the Host Family's requirement to report any significant concerns that could impact the individual. A letter and/or documentation confirming completion of corrective action.
Records and Documentation Intent Risk Rating Indicator Observed Non-Compliance Required for Compliance 71. Service Agreement, Independence Service agencies shall have a signed service agreement with the host family for each placement that addresses the roles and responsibilities of the host family including fostering the individual's independence, dignity, social inclusion and community participation. Policy Directives for Service Agencies regarding the Host Family Program 2.0 To promote a shared understanding of the host family placement, agencies are required to have a signed, written agreement in between the agency and the host family that outlines the agency’s expectations of the host family and the support and oversight the agency will provide. the signed service agreement with the host family addresses the roles and responsibilities of the host family including fostering the individual’s Independence Dignity Self-determination Social inclusion Community Participation MODERATE Service Agreement The service agency's signed service agreement with the host family for each placement does not address the roles and responsibilities of the host family including fostering the individual's independence, dignity, social inclusion and community participation. A letter and/or documentation confirming completion of corrective action.
Records and Documentation Intent Risk Rating Indicator Observed Required for Compliance 73. Service Agreement, Nutritious Service agencies have a signed service agreement with the host family for each placement that addresses the roles and responsibilities of the host family, including providing nutritious meals. Policy Directives for Service Agencies regarding the Host Family Program 2.0 To promote a shared understanding of the host family placement, agencies are required to have a signed, written agreement in place between the agency and the host family that outlines the agency’s expectations of the host family and the support and oversight the agency will provide. The signed service agreement with the host family must require the host family to provide nutritious meals. MODERATE Service Agreement The service agency's signed service agreement with the host family for each placement does not address providing nutritious meals. A letter and/or documentation confirming completion of corrective action.
Records and Documentation Intent Risk Rating Indicator Observed Required for Compliance 74. Service Agreement, Community Activities Service agencies shall have a signed service agreement with the host family for each placement that addresses the roles and responsibilities of the host family, including assisting the individual to attend school, social, and employment activities (if applicable), as well as encouraging other activities in the community. Policy Directives for Service Agencies regarding the Host Family Program 2.0 To promote a shared understanding of the host family placement, agencies are required to have a signed, written agreement in place between the agency and the host family that outlines the agency’s expectations of the host family and the support and oversight the agency will provide. The signed service agreement with the host family must addresses assisting the individual to attend school, social, and employment activities (if applicable), as well as encouraging other activities in the community). MODERATE Service Agreement The service agency's signed service agreement with the host family for each placement does not address assisting the individual to attend school, social, and employment activities (if applicable), as well as encouraging other activities in the community. A letter and/or documentation confirming completion of corrective action.
Records and Documentation Intent Risk Rating Indicator Observed Non-Compliance Required for Compliance 75. Service Contract, ISP Service agencies shall have a signed service agreement with the host family for each placement that addresses the roles and responsibilities of the host family, including implementing components of the individual support plan according to the terms of the placement. Policy Directives for Service Agencies regarding the Host Family Program 2.0 To promote a shared understanding of the host family placement, agencies are required to have a signed, written agreement in place between the agency and the host family that outlines the agency’s expectations of the host family and the support and oversight the agency will provide. The signed service agreement with the host family must addresses implementing components of the ISP according to the terms of the placement. MODERATE Service Agreement The service agency's service agreement with the host family does not address the implementation of the components of the individual support plan. A letter and/or documentation confirming completion of corrective action.
Records and Documentation Intent Risk Rating Indicator Observed Non-Compliance Required for Compliance 76. Service Agreement, Financial Records Service agencies have a signed service agreement with the host family for each placement that addresses the roles and responsibilities of the host family, including maintaining financial and administrative records. Policy Directives for Service Agencies regarding the Host Family Program 2.0 To promote a shared understanding of the host family placement, agencies are required to have a signed, written agreement in place between the agency and the host family that outlines the agency’s expectations of the host family and the support and oversight the agency will provide. The signed service agreement with the host family must address maintaining financial and administrative records. MODERATE Service Agreement Financial Records The service agency's signed service agreement with the host family for each placement does not address maintaining financial and administrative records. A letter and/or documentation confirming completion of corrective action.
Records and Documentation Intent Risk Rating Indicator Observed Non-Compliance Required for Compliance 77. Service Agreement, Ongoing Training Service agencies shall have a signed service agreement with the host family for each placement that addresses the roles and responsibilities of the host family, including participating in initial and ongoing training and reviews with the service agency at least annually. Policy Directives for Service Agencies regarding the Host Family Program 2.0 To promote a shared understanding of the host family placement, agencies are required to have a signed, written agreement in place between the agency and the host family that outlines the agency’s expectations of the host family and the support and oversight the agency will provide. The signed service agreement with the host family must address participating in initial and ongoing training and reviews with the service agency at least annually. MODERATE Service Agreement The service agency's signed service agreement with the host family for each participant does not address participating in initial and ongoing training and reviews with the service agency at least annually. A letter and/or documentation confirming completion of corrective action.
78. Service Agreement, Regular Communication Service agencies shall have a signed service agreement with the host family for each placement that addresses the roles and responsibilities of the host family, including maintaining regular communication with the service agency and providing updates (e.g. changes in the individual’s behaviour or support needs, changes in family situation including any new proposed placement, serious accident or injury). Policy Directives for Service Agencies regarding the Host Family Program 2.0 To promote a shared understanding of the host family placement, agencies are required to have a signed, written agreement in place between the agency and the host family that outlines the agency’s expectations of the host family and the support and oversight the agency will provide. The signed service agreement with the host family must address maintaining regular communication with the service agency and providing updates. MODERATE Service Agreement The service agency's signed service agreement with the host family for each placement does not address maintaining regular communication with the service agency and providing updates (e.g. changes in the individual’s behaviour or support needs, changes in family situation including any new proposed placement, serious accident or injury). A letter and/or documentation confirming completion of corrective action.
Records and Documentation Intent Risk Rating Indicator Observed Non-Compliance Required for Compliance 79. Service Agreement, Caregiver Respite Service agencies shall have a signed service agreement with the host family for each placement that addresses the roles and responsibilities of the host family, including caregiver respite provided by the service agency where applicable. Policy Directives for Service Agencies regarding the Host Family Program 2.0 To promote a shared understanding of the host family placement, agencies are required to have a signed, written agreement in place between the agency and the host family that outlines the agency’s expectations of the host family and the support and oversight the agency will provide. The signed service agreement with the host family must address caregiver respite provided by the service agency where applicable. MODERATE . Service Agreement The service agency's signed service agreement with the host family for each placement does not address caregiver respite provided by the service agency where applicable. A letter and/or documentation confirming completion of corrective action.
Records and Documentation Intent Risk Rating Indicator Observed Non-Compliance Required for Compliance 82. Service Agreement, Insurance Service agencies shall have a signed service agreement with the host family for each placement that addresses confirmation of insurance coverage carried by the host family, as may be applicable and appropriate (e.g., home insurance, liability insurance, vehicle insurance). Policy Directives for Service Agencies regarding the Host Family Program 2.0 To promote a shared understanding of the host family placement, agencies are required to have a signed, written agreement in between the agency and the host family that outlines the agency’s expectations of the host family and the support and oversight the agency will provide. The signed service agreement with the host family must confirm the insurance coverage carried by the host family. MODERATE Service Agreement The service agency's signed service agreement with the host family for each placement does not address confirmation of insurance coverage carried by the host family. A letter and/or documentation confirming completion of corrective action.
87. Support and Oversight/Ongoing Support At a minimum, service agencies must provide ongoing support to the host family as needed (e.g., transition support, community information, connection to other host families for advice and support). Policy Directives for Service Agencies regarding the Host Family Program 3.1 The ongoing support and oversight that an agency provides to individuals and to host families help to build and maintain relationships. Ongoing support and oversight is also important in promoting and ensuring the of all involved in the host family placement. MODERATE Meeting Records, Email communications There is no evidence the service agency provided ongoing support to the host family as needed. A letter and/or documentation confirming completion of corrective action.
Records and Documentation Intent Risk Rating Indicator Observed Required for Compliance 94. Monitoring / Unannounced Meeting At a minimum, service agencies must oversee and monitor the host family’s compliance with service agreement; meet with the host family and the individual in person at least once every 60 days (or more often as needed, at the agency’s discretion), including at least one unannounced annual visit, with the purpose of ensuring that minimum performance standards continue to be met. Policy Directives for Service Agencies regarding the Host Family Program 3.2 The service agency must meet its obligations and ensure that the host family is meeting its obligations, by: Overseeing and monitoring the host family’s compliance with the service agreement, Meets with the host family and the individual in person at least once every 60 days Conducts at least one unannounced annual visit HIGH Meeting Minutes, Quarterly Records; Records of Contact There is no evidence the service agency's meeting with the host family and the individual in person included at least one unannounced annual visit. Response and/or demonstrated action will be required within 24 hours of receipt of Letter of Non Compliance describing corrective measures and timelines to rectify the issue. A letter and/or documentation confirming the completion of corrective action within 10 business days.
99. Monitoring / Serious Occurrence Reporting At a minimum, service agencies must report serious occurrences to the Ministry in accordance with Serious Occurrence Reporting Procedures. Policy Directives for Service Agencies regarding the Host Family Program 3.2 To ensure the service agency reports serious/enhanced serious occurrence to the Ministry so that the Ministry is kept apprised of serious issues as they may arise. HIGH Serious Occurrence Reports; Individual Records i.e. Incident Reports There is no evidence the service agency reported serious occurrences to the Ministry in accordance with Serious Occurrence Reporting Procedures. Response and/or demonstrated action will be required within 24 hours of receipt of Letter of Non Compliance describing corrective measures and timelines to rectify the issue. A letter and/or documentation confirming the completion of corrective action within 10 business days.