2. Keeping Your Panels Afloat History and Best Practices Blake L. Jones, PhD Kentucky Citizen Review Panels Anita Keyes Minnesota Citizen Review Panels The River Rushes On Seventh Annual National Citizen Review Panel Conference Keeping children safe from abuse and neglect. St. Paul, Minnesota May 21, 22, 23, 2008

3. Never doubt that a small, dedicated group of citizens can make a difference. Indeed, it is the only thing that ever has….. ~ Margaret Mead Never doubt that a small, dedicated group of citizens can make a difference. Indeed, it is the only thing that ever has….. ~ Margaret Mead

4. Our Presentation will….. Provide an Overview of History, Mandates and Models of Citizen Review Panels Provide an Overview of History, Mandates and Models of Citizen Review Panels Discuss Best Practices Discuss Best Practices

5. We are…. Program Coordinators Program Coordinators Researchers Researchers Mistake-makers Mistake-makers Learners Learners Sharers……. Sharers…….

6. Let’s Review the History of CRPs

7. Historical Context of Citizen Review Panels 1970’s-90’s: Concern over child fatalities in open cases, children “languishing” in foster care, children returned to unsafe home environments 1970’s-90’s: Concern over child fatalities in open cases, children “languishing” in foster care, children returned to unsafe home environments A call across the country for increased accountability in the child protection system A call across the country for increased accountability in the child protection system Development of “Foster Care Review Boards” Development of “Foster Care Review Boards” Increased “Citizen Oversight” since 1960’s (not just in public child welfare) Increased “Citizen Oversight” since 1960’s (not just in public child welfare)

8. Origins of Citizen Review Panels 1974 Child Abuse Prevention and Treatment Act 1974 Child Abuse Prevention and Treatment Act Requires submission of a state plan detailing compliance in order to obtain state child abuse and neglect grant, including: Child abuse and neglect reporting system Child abuse and neglect reporting system Provision of protective services Provision of protective services Confidentiality Confidentiality

9. “By allowing the Panels to have complete access to child protection cases, by requiring Panels to publicize their findings, and by requiring states to respond to criticisms and recommendations of the Panels, the Committee intends to subject states to public criticism and political repercussion if they fail to protect children” “By allowing the Panels to have complete access to child protection cases, by requiring Panels to publicize their findings, and by requiring states to respond to criticisms and recommendations of the Panels, the Committee intends to subject states to public criticism and political repercussion if they fail to protect children” ~House report 104-081, p. 1

10. 1996 CAPTA Reauthorization Public disclosure in cases resulting in a fatality or near fatality Public disclosure in cases resulting in a fatality or near fatality Mechanisms to ensure that the State does not require reunification of a child with a parent who has been found guilty of killing another child Mechanisms to ensure that the State does not require reunification of a child with a parent who has been found guilty of killing another child Conviction of these crimes is a ground for termination of parental rights (TPR) of surviving children Conviction of these crimes is a ground for termination of parental rights (TPR) of surviving children

11. 1996 CAPTA Reauthorization Expedited TPR for “abandoned infants” Expedited TPR for “abandoned infants” And… And… Establishment of Citizen Review Panels!

12. Establishment of Citizen Review Panels 3 panels per state by July, 1999 (some only needed one) 3 panels per state by July, 1999 (some only needed one) Each panel has the responsibility to review compliance of state and local CPS agencies with respect to: Each panel has the responsibility to review compliance of state and local CPS agencies with respect to: state CAPTA plan (basically ANY child protective services) state CAPTA plan (basically ANY child protective services) Other criteria the panel considers important, which may include coordination with foster care and adoption programs and review of child fatalities and near fatalities Other criteria the panel considers important, which may include coordination with foster care and adoption programs and review of child fatalities and near fatalities

13. Requirements for Citizen Review Panels Composed of volunteer members that Composed of volunteer members that are broadly representative of the community in which they are operating are broadly representative of the community in which they are operating include individuals with expertise in the prevention and treatment of child abuse and neglect include individuals with expertise in the prevention and treatment of child abuse and neglect Meet at least quarterly Meet at least quarterly Examine policies and procedures and, where appropriate, specific cases of both state and local agencies Examine policies and procedures and, where appropriate, specific cases of both state and local agencies Maintain confidentiality Maintain confidentiality Prepare an annual report with activities and recommendations Prepare an annual report with activities and recommendations

14. Requirements from CAPTA Reauthorization (2003) Evaluate PRACTICES as well as policy and procedure Evaluate PRACTICES as well as policy and procedure Develop a means for public comment Develop a means for public comment Child welfare agency is to respond in writing to annual report within six months (KY responds within three months) Child welfare agency is to respond in writing to annual report within six months (KY responds within three months)

15. Panels Can Examine Any of the Following Parts of the CPS System Intake and initial screening Intake and initial screening Investigation and/or assessment Investigation and/or assessment Case determination Case determination Service planing, implementation, and monitoring Service planing, implementation, and monitoring Case closure Crisis intervention; Emergency placement; Family stabilization Coordination of services Staff qualifications, training and workload

16. What should the state agencies have in place (“CAPTA Compliances”)? Reporting procedures Reporting procedures Screening and investigation Screening and investigation Child safety steps Child safety steps Immunity for good faith reporting Immunity for good faith reporting Confidentiality of records Confidentiality of records Public disclosure in fatalities and near fatalities Public disclosure in fatalities and near fatalities Expedited TPR Expedited TPR Cooperation of law enforcement, courts and state CPS agencies Expungement of records available to public Appointment of guardians ad litem Appeal of findings Provisions not requiring reunification in certain cases

17. HOW Can a Panel Review these Things? In-depth review of a small number of cases In-depth review of a small number of cases Broader review of cases Broader review of cases Analysis of statewide data systems Analysis of statewide data systems Review of agency policy and procedures Review of agency policy and procedures Targeted Surveys Targeted Surveys Quality assurance reviews Community forums Focus groups or interviews of staff, consumers, service providers, mandated reporters, foster parents, others Others?

18. “The Intent vs. the Reality”

19. Examples of Models of CRP in U.S. Created new panels (KY, Tenn.) Created new panels (KY, Tenn.) > contract with Universities, other governmental agencies > contract with Universities, other governmental agencies Used existing panels (i.e., child fatality review boards, regional or county QA teams, Children’s Justice Act panels, Governor’s task force teams). This appears common. Used existing panels (i.e., child fatality review boards, regional or county QA teams, Children’s Justice Act panels, Governor’s task force teams). This appears common. Hybrid (create new panels, but coordinate with larger group of existing panels) Hybrid (create new panels, but coordinate with larger group of existing panels) Some states—Maryland, for example--have long history of “citizen review panels.” Some states—Maryland, for example--have long history of “citizen review panels.” Some states have many “Citizen Review Panels” (NC, AL) Some states have many “Citizen Review Panels” (NC, AL)

20. Common Themes and Challenges CRP coordinated by someone from state child welfare agency CRP coordinated by someone from state child welfare agency Struggle with “diverse” membership and involving “non- professionals” Struggle with “diverse” membership and involving “non- professionals” Trouble in defining the “mission” and outcomes of CRP (“watchdog” vs. “advocate”). What are Panel’s impact? Trouble in defining the “mission” and outcomes of CRP (“watchdog” vs. “advocate”). What are Panel’s impact? Retention of members Retention of members Turnover in state agency (i.e., new administrations) Turnover in state agency (i.e., new administrations) Difficulty in connecting with Child and Family Services Review Difficulty in connecting with Child and Family Services Review

21. Elizabeth Kubler-Ross’ Stages of Grief and State Reactions to CRPs Denial (this isn't happening to me!) Denial (this isn't happening to me!) Anger (why is this happening to me?) Anger (why is this happening to me?) Bargaining (I promise I'll be a better person (agency) if...) Bargaining (I promise I'll be a better person (agency) if...) Depression (I don't care anymore) Depression (I don't care anymore) Acceptance (I'm ready for whatever comes) Acceptance (I'm ready for whatever comes)

22. What have these Panels done?

23. Examples of Recommendations Made in CRP Annual Report Minimum education for a CPS worker should be a Bachelor’s degree in social work, psychology, education, etc. (NY) Minimum education for a CPS worker should be a Bachelor’s degree in social work, psychology, education, etc. (NY) Implementation of “user-friendly” training for mandated reporters (MN) Implementation of “user-friendly” training for mandated reporters (MN) Do not use children as interpreters during CPS investigations (AZ) Do not use children as interpreters during CPS investigations (AZ) Develop an Ombudsman system through an independent agency (WV) Develop an Ombudsman system through an independent agency (WV) More funding for child welfare system in order to hire more caseworkers in compliance with CWLA standards (OK) More funding for child welfare system in order to hire more caseworkers in compliance with CWLA standards (OK)

24. The Kentucky Experience

25. Began in July, 1999 Began in July, 1999 Full time program coordinator (through contract with University of Kentucky) Full time program coordinator (through contract with University of Kentucky) 5 regional Panels 5 regional Panels Over 80 volunteers Over 80 volunteers Money for travel, training, food for meetings Money for travel, training, food for meetings Meet monthly Meet monthly The Kentucky Experience

26. Areas of Focus for Kentucky CRPs Uniformity of child fatality reviews Uniformity of child fatality reviews Worker training regarding “methamphetamine investigations” Worker training regarding “methamphetamine investigations” Flow of case information from school system, law enforcement, mental health professionals to child protection Flow of case information from school system, law enforcement, mental health professionals to child protection Disproportion of minority children in out of home care Disproportion of minority children in out of home care Process of sexual abuse investigations Process of sexual abuse investigations Review of case closure criteria Review of case closure criteria Services for foster children who are ageing out Services for foster children who are ageing out

27. Research on Citizen Review Panels Jones, B. L. (2004) Variables Impacting the Effectiveness of Citizens Review Panels For Child Protective Services: A Multi-state Study Children and Youth Services Review Jones, B. L. (2004) Variables Impacting the Effectiveness of Citizens Review Panels For Child Protective Services: A Multi-state Study Children and Youth Services Review Jones, B.L., Litzelfelner, P. & Ford, J.P. (2003) Making a Change or Making a Report: Change Perceptions of Citizens Review Panel Members and Child Protective Workers. Child Abuse & Neglect: The International Journal., (27) 699-704. Jones, B.L., Litzelfelner, P. & Ford, J.P. (2003) Making a Change or Making a Report: Change Perceptions of Citizens Review Panel Members and Child Protective Workers. Child Abuse & Neglect: The International Journal., (27) 699-704. Jones, B.L. & Royse, D (in press, Child Welfare). Citizen Review Panels: A National Profile. Jones, B.L. & Royse, D (in press, Child Welfare). Citizen Review Panels: A National Profile. Jones, B.L. & Royse, D. (under review). Correlation of Training and Perceived Effectiveness in Citizen Review Panels. Jones, B.L. & Royse, D. (under review). Correlation of Training and Perceived Effectiveness in Citizen Review Panels. Bryan, V., Jones, B.L., Allen, E. & Collins-Camargo, C.. (under review). Civic Engagement or Token Participation? Perceived Impact of the Citizen Review Panel Initiative in a Rural Southern State Bryan, V., Jones, B.L., Allen, E. & Collins-Camargo, C.. (under review). Civic Engagement or Token Participation? Perceived Impact of the Citizen Review Panel Initiative in a Rural Southern State

28. The national scene… Congress mandated a national study of CRP effectiveness in 2006. Feasibility Study is in the beginning stages and will be completed in ?????? Congress mandated a national study of CRP effectiveness in 2006. Feasibility Study is in the beginning stages and will be completed in ?????? National Citizens Review Panel Virtual Community (www.uky.edu/socialwork/crp) National Citizens Review Panel Virtual Community (www.uky.edu/socialwork/crp)www.uky.edu/socialwork/crp Seventh Annual Citizens Review Panel Conference, St. Paul, Minnesota May 21-23, 2008. (Have been held in Kentucky and North Carolina previously.) Seventh Annual Citizens Review Panel Conference, St. Paul, Minnesota May 21-23, 2008. (Have been held in Kentucky and North Carolina previously.) Technical assistance provided through National Resource Center on Child Protective Services Technical assistance provided through National Resource Center on Child Protective Services

29. Best Practices

30. Why involve citizens? Increase community understanding, ownership and investment in protecting children from abuse and neglect.. Increase community understanding, ownership and investment in protecting children from abuse and neglect.. Bring community standards for the protection of children into the child protection system (CPS). Bring community standards for the protection of children into the child protection system (CPS). Provide valuable insights those working within the system may miss. Provide valuable insights those working within the system may miss. Provide outside validation of the successes and the efforts of the staff. Provide outside validation of the successes and the efforts of the staff. Provide public outreach to assess the impact of child protection services. Provide public outreach to assess the impact of child protection services. Advocate for needed resources to protect children. Advocate for needed resources to protect children. Promote cooperation among community resources and the CPS. Promote cooperation among community resources and the CPS. Make recommendations to improve the child protection system. Make recommendations to improve the child protection system. Keep children safe from abuse and neglect.. Keep children safe from abuse and neglect..

31. The safety, permanency and well-being of all children will be achieved when everyday citizens invest themselves in community services and child protection. Keeping Children Safe

32. Support The administration and decision-makers The administration and decision-makers Make sure they are aware and supportive of a Citizen Review Panel. Make sure they are aware and supportive of a Citizen Review Panel. Stake-holders and members of the community Stake-holders and members of the community Make sure they are informed about the role of the CRP. Make sure they are informed about the role of the CRP. Make sure they have input into how the CRP will operate. Make sure they have input into how the CRP will operate. Staff who work in the child protection system Staff who work in the child protection system Make sure they understand the role of the CRP. Make sure they understand the role of the CRP. Make sure they understand their role with the CRP. Make sure they understand their role with the CRP. Make sure they are willing to facilitate the work of the citizens. Make sure they are willing to facilitate the work of the citizens.

33. Accessible and Available Citizen Review Panel members must be able to reach staff. At least one consistent child protection staff member should be assigned to serve as a liaison to the CRP. Their role includes:  Attending panel meetings  Providing information requested  Representing the agency at the panel meetings

34. Administration and staff must be willing to listen and… Bring citizens into planning. Find out regional concerns of citizens. Assure communication of concerns. Get reactions to alternative proposals. Develop and implement solutions. Keep citizens informed.” Source: “Community Involvement - Is Anybody Listening?” Listen

35. The responses of the agency must be: Timely Timely Meaningful Meaningful Friendly Friendly Thorough Thorough Understandable Understandable Respond

36. Facilitating the work of the Citizen Review Panel Best practices entails effective volunteer management, or a preferred term: effective volunteer facilitation.

37. Effective volunteer facilitation components Retention Application and Screening Process Ongoing Recruitment Recognition Ongoing Support and Training Orientation

38. Eight points to consider in staffing a committee or panel Be sure participants have clear understanding of mission. Be sure participants have clear understanding of mission. Define the parameters for decision-making and authority. Define the parameters for decision-making and authority. Provide appropriate guidance and education. Provide appropriate guidance and education. Supply whatever resources are required to get the job done. Supply whatever resources are required to get the job done. Capitalize on member’s experience and areas of expertise. Capitalize on member’s experience and areas of expertise. Set reasonable deadlines. Set reasonable deadlines. Seek “win-win” solutions for resolving conflicts. Seek “win-win” solutions for resolving conflicts. Provide participants with positive feedback. Provide participants with positive feedback. Source: Committee Is Not a Four-Letter Word, by Deborah W. Flores, “The Toastmaster”, June 2001

39. Must be in place before you begin to recruit citizens: Policies and procedures manual (bylaws) Policies and procedures manual (bylaws) Ongoing recruiting system, timeline and materials Ongoing recruiting system, timeline and materials Screening criteria, process and forms Screening criteria, process and forms Interviewing procedures and forms Interviewing procedures and forms Orientation curricula and manual Orientation curricula and manual Meeting and panel member’s records administration and procedures Meeting and panel member’s records administration and procedures Ongoing support system for panels Ongoing support system for panels Formal and informal recognition of panel members’ contributions. Formal and informal recognition of panel members’ contributions.

40. Minnesota’s Citizen Review Panels Tool Kits

41. Citizen Review Panel Tool Kits Procedures Tool Kit Procedures Tool Kit This kit includes definitions, objectives, and operating procedures. Access to data and the relationship of the panels with other agencies is included as well as Minnesota statute 256.01, subd.15, Citizen Review Panels. Publicity Tool Kit Publicity Tool Kit Included in this kit are sample news releases, public service announcements and how to organize a press conference.

42. Citizen Review Panel Tool Kits  Application Tool Kit The application tool kit includes packet samples to send to those interested in being on the citizen review panel: cover letter, application and a Volunteer Citizen Review Panel Member Job Description.  Recruiting and Screening Tool Kit and the Interview Tool Kit Forms used to recruit and screen citizen review panel members are in these kits. They include: an application, a sample Tennessen Warning, the applicant’s interview questions, the interviewer’s questions and a score sheet. Other screening tools include sample reference letters, criminal records and maltreatment records releases, a Citizen Review Panel Agreement, a Confidentiality Agreement and a meeting sign-in sheet.

43. Citizen Review Panel Tool Kits Orientation Tool Kit Orientation Tool Kit This kit contains information about the initial citizen review panel orientation training offered by the Minnesota Department of Human Services. Topics addressed in the initial training and in the Citizen Review Panel Training Manual are included. Contents of the video tapes used are mentioned. Ongoing training specific to the county is suggested.

44. Citizen Review Panel Tool Kits Confidentiality Tool Kit Confidentiality Tool Kit Recognizing that confidentiality is extremely important, a kit was developed to address this. It contains an excerpt from the Minnesota Citizen Review Panels Operating Procedures, “Access to Data”. It also contains three forms: “Citizen Review Panel Agreement Relating to Protected Nonpublic and Confidential Data,” “State of Minnesota Citizen Review Panel Agreement” and a meeting sign-in-sheet that reminds panel members they may not disclose confidential information.

45. Citizen Review Panel Tool Kits Meeting Tool Kit / Administrative Tasks Tool Kit Meeting Tool Kit / Administrative Tasks Tool Kit These kits give panel members tips for conducting and participating in successful meetings. Report Writing Tool Kit Report Writing Tool Kit An annual report is required for Minnesota’s Citizen Review Panels. This kit is designed to minimize the time and maximize the efforts in documenting the work of the panels. Planning forms and sample report formats are included.

46. Citizen Review Panel Tool Kits  Expenses Reimbursement Tool Kit This tool kit spells out our procedures for reimbursement of expenses incurred related to panel activities.  Planning Tool Kit This tool kit was developed to assist the panels plan and prioritize where and how they will focus their efforts, time and resources.

47. Provide staff support. Provide staff support. “ Citizens are expected to evaluate very large child welfare systems. This means gathering reports, looking through policy manuals, talking to staff, etc. Citizen Review Panels simply cannot do their work without a dedicated staff person who assists them with such tasks as obtaining information, recruiting new members, arranging meetings and preparing reports.” welfare systems. This means gathering reports, looking through policy manuals, talking to staff, etc. Citizen Review Panels simply cannot do their work without a dedicated staff person who assists them with such tasks as obtaining information, recruiting new members, arranging meetings and preparing reports.” Source: Dr. Blake Jones, Friends Fact Sheet 1, Citizen Review Panels On-going support

48. Provide information and ongoing training Provide information and ongoing training “Research in this area consistently identifies training as a crucial variable to making citizen advisory boards effective. Citizen Review Panel members should be exposed to a variety of speakers, videos, case presentations from frontline workers, and other relevant information.” Source: Dr. Blake Jones, Friends Fact Sheet 1, Citizen Review Panels On-going training

49. Provide formal recognition. Provide formal recognition. Respond to their recommendations in writing and let them know when and how they will be implemented. If they will not be implemented, let them know why. Respond to their recommendations in writing and let them know when and how they will be implemented. If they will not be implemented, let them know why. Gather them for formal recognition, training and net-working events. Gather them for formal recognition, training and net-working events. Some people appreciate certificates, letters of recommendation, articles about their accomplishments in local newspapers and on local news programs, plaques and other awards. Some people appreciate certificates, letters of recommendation, articles about their accomplishments in local newspapers and on local news programs, plaques and other awards. Invite them to training with others in the child protection system. Invite them to training with others in the child protection system. Give them notebooks, brief cases, pins or other items that they can use for CRP tasks. Give them notebooks, brief cases, pins or other items that they can use for CRP tasks. Recognition

50. Don’t forget to provide informal recognition. Don’t forget to provide informal recognition. Attend to human needs. Remember that people like to be told “thank you” and to be fed at meetings. This may seem simple, but very small things like having lunch meetings for your volunteers or paying for them to attend conferences goes a long way in relationship building. Source: Dr. Blake Jones, Friends Fact Sheet 1, Citizen Review Panels Recognition

51. A best practices goal is to retain the citizens who have been successfully recruited, screened, trained, and are invested in protecting children. A clear mission, meaningful work, open communication, implementation of recommendations and a solid infrastructure will help make this possible. Retention

52. Keeping children safe The bottom-line goal is to facilitate the work of the citizens so changes needed to improve the child protective services system are made and kids in our communities are safe from abuse and neglect.

53. “The best way to predict the future is to invent it.” ~Immanuel Kant