Shelter Care 607-05-35-40-01

(Revised 10/1/2024 ML 3868)

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Out of home placement is required when present danger exists in the home. Planning to control present and/or impending danger threats is a critical child welfare agency responsibility in managing safety. When present danger occurs, the agency must follow the policies within this manual pertaining to the present danger assessment and present danger plan (607-05-35-10 and 607-05-70-15). If present danger exists and out of home placement is warranted, agencies have options to consider during the initial assessment of present danger, while identifying impending dangers and case planning. In lieu of seeking a temporary custody order (TCO) from Juvenile Court, options include:

  1. Identifying and providing in-home supports;

  2. Identifying/locating relatives to care for child/ren;

  3. Utilizing a licensed foster home or childcare setting with a signed shelter care agreement (SFN 928) to temporarily care for child/ren; or

  4. Utilizing a certified shelter care program to temporarily care for child/ren age 10 through 17.

 

If the family is not cooperating with the present danger plan options above, the reasonable efforts to prevent removal are documented and the agency may then consider obtaining a temporary custody order (TCO) from Juvenile Court.

 

Shelter Care for Foster Care Cases

If present danger exists and a temporary custody order is obtained by Juvenile Court, Human Service Zones may utilize a licensed foster home with a signed shelter care agreement (SFN 928) to care for the child as an approved temporary safe bed option. If a child enters foster care under a TCO for greater than 24 hours, it is federally required that the case be opened in FRAME as a foster care program and documented for federal AFCARS reporting. In turn, this means the case will be reimbursed as a foster care placement and not reimbursed by CFS shelter care. Children who are placed as a diversion from foster care with parental permission and a present danger plan in a foster care providers are reimbursable through CFS shelter care funds.

 

Family Settings

Family settings for the purpose of shelter care is defined as a licensed or approved foster care provider (foster home) or a licensed or approved childcare setting (family home or center).

 

Who is eligible for shelter care in a family setting?

Human Service Zones have access to place a child in need of safe care into a licensed foster care home or licensed childcare setting. Shelter care is available to offer a temporary safe and stable placement for a child until the present danger no longer exists or a safety plan is made with family. Eligibility may include a child:

  1. Known to or new to CPS where present danger exists,

  2. Active in-home program where present danger exists, or

  3. Legally removed from the home by a Temporary Custody Order (TCO).

 

What funds are used for a family setting?

Shelter care funds are state general funds secured to reimburse licensed foster care providers (including overnights) or licensed childcare providers (if licensed for overnight hours) when a child is in need of a temporary safe and stable placement until present danger no longer exists or a safety plan is made with family. The SFN 931, Shelter Care Placement Claim, must be completed and signed by the case manager/worker, signed by the provider and submitted via email to the CFS Licensing Unit at cfslicensing@nd.gov no greater than 30 days after the shelter care episode has occurred. The SFN 931 does not apply to certified shelter care programs.

 

How long can funding support a child placed in shelter care?

Shelter care reimbursement and placement limits are specific to the type of shelter. Family setting (foster home or childcare setting) may not exceed 7 calendar days in an episode, unless otherwise approved by the department, not to exceed 14 days. For more information regarding the rate for shelter care provided in a family setting, refer to the maintenance rate sheet.

 

Additional Costs

Shelter care funds can cover additional costs associated with providing shelter care and such costs must be pre-approved by Children and Family Services. Additional costs may include but are not limited to:

Shelter care funding may be used to reimburse child care, if case management determines necessary. The child care reimbursement must match the dates of placement. In addition, child care charges for a child in shelter care cannot differ from the charge/cost of any other child enrolled in the child care setting. (Ex: Every fulltime 4 year old regardless of if they are in foster care must be charged the same rate). A bill for a child in shelter care cannot exceed the standard community rate identified in the child care agreement. If the CFS Licensing Unit identify discrepancy of any kind, the case manager is responsible to remedy the concern.

Case managers and/or foster care providers should request a copy of the child care provider’s policy and payment agreement. If an agreement is not available, the case manager and/or the foster care provider should discuss the expectations of reimbursement with the child care provider and document the conversation. Without a specified payment agreement for a child in shelter care, CFS Licensing Unit can only pay for child care for the days the child was in shelter care.

 

Eligible Child Care Providers

  1. Licensed per ND Early Child Care regulations as a center, group, family or is self-declared, certified, or holds some other formal status approved by the state.

  2. Licensed per CFS Licensing Unit regulations as a family foster care provider. Following 623-05-30-20 policy.

 

Can a funding retainer be offered to a family setting who agrees to be “on call”?

Children and Family Services will allow for emergency on-call providers specific to licensed or approved foster parent(s). Provider may be eligible to receive a pre-determined retainer to hold a bed. The amount of a retainer is determined by Children and Family Services based on the statewide budget. The retainer is detailed in the signed agreement (SFN 928). If placement were to occur, the provider will receive the retainer + shelter care daily rate, not to exceed 14 calendar days. Certified shelter care programs are not eligible for retainers to hold a bed.

 

Certified Shelter Care Program Settings

The certified shelter care settings are located throughout North Dakota, managed by an agency who hires rotating staff to facilitate supervision of children in need of a temporary safe bed.

         
North Dakota Certified Shelter Care Sites
Name Address Phone Service Area Serves
Sunrise Youth Bureau

2680 Empire Road Suite E

Dickinson, ND 58601

 701-483-9498

Primarily Serves:

Adams, Billings, Bowman, Dunn, Golden Valley, Hettinger, Slope and Stark

5 youth

Ages:

10-17

Williams County Adolescent Care Center

1020 10th Ave West

Williston, ND 58801

 701-577-7708

Primarily Serves:

Burke, Divide, Mountrail, McKenzie, Renville and Williams

4 youth

Ages:

12-17
Youthworks- Minot

4 39th Ave SW

Minot, ND 58701

 701-837-6519 Primarily Serves: Ward and Surrounding Counties

5 youth

Ages

10-17
Grand Forks County Youth Shelter Care

125 South 5th Street

Grand Forks, ND 58201

 701-780-8254 Primarily Serves: Grand Forks, Walsh, Ramsey, Pembina, Nelson, Steele, Traill, Cass, Cavalier, Benson, Towner, Ransom, Sargent and Rolette

6 Youth

Ages 10-17

 

What is certified shelter care program?

Certified shelter care programs are administered under North Dakota Administrative Code 75-03-14.1 and managed by an agency, who hire rotating employees, that are at least 20 years of age, and may work full or part-time for the agency. Employee’s must provide 24/7 care and supervision to eligible children. A certified shelter care program may utilize non-employees such as a student intern or volunteer, non-employees may support employees, but may not depend on nonemployees to carry out the duties of the certified shelter care program on a permanent basis. Certified shelter care programs are required to ensure employee and non-employee training requirements are met. Certified shelter care programs must ensure fire safety protocols are met onsite. In addition, sites are required to ensure proper food storage is followed to keep food safe and free from spoilage.

Who is eligible for a certified shelter care program?

Human Service Zones, Division of Juvenile Services (DJS) or Tribal Nations have access to place a child in need of safe care into a certified shelter care setting. Certified Shelter Care programs offer temporary care during which a child needs a safe bed outside of the home and the certified shelter care site is an early intervention strategy used to minimize crisis.

Eligibility may include a child:

  1. Known to or new to CPS where present danger exists

  2. Active in the in-home program where present danger exists

  3. Referred by HHS Human Service Center, crisis services team

  4. Legally removed from the home by a Temporary Custody Order (TCO).

  5. Identified as a Child in Need of Service (CHINS) working with local Zone staff

     

What is a certified shelter care programs admission criteria?

Admission criteria is determined by the certified shelter care program. Typically, may accept youth who are CHIPS, CHINS, placed by a human service center or delinquent youth under the custody of the Division of Juvenile Services. Youth must be able to function independently and at an age-appropriate level while at the program. Youth must be able to respond to direction and verbal de-escalation. Youth must not need 1:1 supervision, need physical intervention to de-escalate behaviors, be under the influence of drugs or alcohol (unless cleared by a medical professional) or be unsuccessfully discharging from a higher level of care. Cases for placement can be staffed on a cases-by-case basis.

 

What funds are used for a certified shelter care program?

Certified shelter care program costs are to be paid for by the agency making referral for placement. For example, Human Service Zones, Division of Juvenile Services and Tribal Nations have access to certified shelter care program settings. Each agency is responsible to enter into a contract/agreement with certified shelter care program(s) to ensure reimbursement is made for respective temporary placements. For more information on certified shelter care program rates, refer to the maintenance rate sheet or the referral and financial guide.

 

How long can funding support a child placed in a certified shelter care program?

Certified shelter care program stay may not exceed 7 calendar days in an episode, unless otherwise approved by the Department.

 

  1. If an additional 7 days is warranted, an extension request (SFN 1781) must be completed by the certified shelter care program staff and submitted to CFS at least three days prior to placement expiration.

  2. If approved, a child’s stay cannot exceed 14 calendar days in one episode, unless otherwise approved by the department. A shelter care extension may on rare occasion be approved beyond 14 days on a case-by-case basis, only if there is an identified discharge plan including the date, person and location the child is being discharged to. An episode, for these purposes, is further defined as a child who remains in a certified shelter care program as part of an extension request regardless of the number of days approved through the extension. Any child approved through the extension process cannot return to a certified shelter program for 30 calendar days from date of discharge, unless otherwise approved by the Department.

  3. A child who is placed in a certified shelter care program for less than 7 days and who unexpectedly leaves the facility without permission (ie. runaway), the certified shelter care program can allow for the child to return under the same episode if found within 24 hours. If a child is not located and returned to the certified shelter care program within 24 hours, the certified shelter care program must consider the child a new admission and placement time frames start over for youth who were placed less than 7 days.

 

Extension Request

Certified shelter care programs do require the use of SFN 1781, “Extension Request for Shelter Care Services Beyond Seven Days”, which must be completed and submitted by the shelter care program seeking an extension. This should be completed in conjunction with the child’s collateral contacts including, custodian, parent or guardian. The request must specify in detail the child’s discharge plan, barriers to timely discharge from the shelter care program, pending safety services to return the child home and rationale for length of time needed. Transitioning from one certified shelter care agency to another in efforts to extend a child’s stay is prohibited