1.1.6 Service Completion

This Section has two parts: Closure and Transfer (case movement).

• Legislation

  The Child and Family Service Act

  The Adoption Act

• Standards

  Closure - refers to formally concluding the provision of services.

  Transfer – involves moving responsibility for service provision to another case manager, agency or jurisdiction. Transfers to another agency or jurisdiction also typically involve case closure.

  Closure

  1. When service termination is appropriate and is approved by a supervisor, the case manager will:
  • contact the client/family to inform them of the closure and discuss the rationale for the decision
  • re-evaluate safety based on this decision, the family/client response(s), and plan accordingly. A case or intake cannot be closed if a child is considered conditionally safe.
  • assist the client/family to identify and engage with appropriate prevention supports and resources, including informal and community, and other service providers who might be involved
  • inform service providers connected with the case of the pending closure
  • complete a closing summary and all documents within one month of supervisor approval to close the case
  • forward the closing summary to supervisor who will review the case record (electronic and hard copy) within seven working days to ensure that the closing summary and all documents are complete
  • ensure that the closed case status is reflected in the CFSA

  Transfer

  2. Agency to Agency Within Manitoba- When a file/case transfer/movement is appropriate, does not compromise a child welfare investigation, and is supported by Authority Determination Protocol (ADP), the case manager will:
  • request that the sending supervisor approve the transfer within 10 days (or as agreed upon by the sending and receiving CFS agency) and sign the completed ADP and the transfer summary
  • contact the receiving agency to request service, and confirm the effective date of the transfer in writing
  • initiate a planning and information-sharing meeting/ discussion with the receiving agency, the assigned case worker (and/or supervisor) prior to the effective date of transfer
  • share the ADP, transfer summary and all relevant identifying and file information in advance whenever possible
  • ensure the relevant documentation are entered in the case file to complete the transfer (within 30 days of the effective date)
  3. Transfer Within Agency- When a transfer is within the agency, the case manager and their supervisor will:
  • initiate a planning and information-sharing meeting/discussion with the receiving worker, the newly assigned case worker (and/or supervisor) prior to the effective date of transfer
  • complete a transfer summary, providing it to the receiving worker once it is approved by supervisor
  • advise family and service providers of the transfer and receiving worker contact information once the case transfer is confirmed by the receiving supervisor
  4. Transfer of Guardianship or Supervision within Manitoba– Where there is also a transfer of a child’s legal guardianship (temporary or permanent) or an order of supervision to another agency under Section 49 of the Child and Family Services Act the case manager:
  • completes all required documentation required for a transfer, and additional items outlined in the Inter-Authority Permanent Ward Transfer Policy and Protocol
  • ensures the packages includes the legal order (guardianship or order of supervision) and all other required documentation
  • requests that a supervisor initiate the process with the receiving agency and confirms the date of transfer in writing
  • prepares the application for Transfer of Guardianship form for signature by the executive or regional director, ensuring the information package is timely, accurate and complete, allowing sufficient time for the request to be processed in advance of the transfer

  The executive or regional director will:

  • cover the package with a memo confirming the information is accurate and complete
  • forward the required items to their authority, who will seek the approval of the director at least two weeks prior to the transfer
  5. Request for file information or service by an agency outside Manitoba (or courtesy service requested from Manitoba)– When a family receiving services (including intake or voluntary services under an agreement) relocates from a Manitoba agency to a jurisdiction outside of Manitoba, the supervisor ensures:
  • notification of the interprovincial coordinator or the manager of Adoption / Post Adoption Services at the branch (as appropriate), of a matter relating to child protection services, children in care, or adoption/post-adoption
  • contact with the child and family services agency in the new jurisdiction, with the agency from where the child/ family originated (directly or through the interprovincial coordinators), and that there is consultation on the closure or requirements of the courtesy service
  • compliance with the Provincial/Territorial Protocol on Children and Families Moving between Provinces and Territories
  • in the case of Quebec or another country, that the matter proceeds only with direction received from the Interprovincial Coordinator or the manager of Adoption / Post Adoption Services, Child Protection Branch
  • that the Child Service Case for a permanent ward, the family and Child Service Case for a temporary ward, and the family file for an order of supervision remains open in Manitoba until the end date of the respective order

• Protocols

  Authority Determination Protocol on CFSIS in Forms/ADP

  Inter - Authority Permanent Ward Transfer Policy and Protocol (2017) on CFSIS Forms/Protocols

  Provincial/Territorial Protocol on Children and Families Moving between Provinces and Territories (2016) on CFSIS Forms/Interprovincial Protocols-Materials

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