Children's Administration, Department of Social and Health Services
Children's Administration, Department of Social and Health Services
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Operations Manual

Appendix A: Definitions

The following definitions apply to the Children's Administration (CA) Operations Manual.

"ACQUIRED IMMUNE DEFICIENCY SYNDROME" (AIDS) - a diagnosis given if an individual is infected with Human Immunodeficiency Virus (HIV) and has an AIDS defining condition or laboratory evidence of severely impaired immunity. These conditions in adults include pneumocystis carinii pneumonia (PCP), invasive cervical cancer, and tuberculosis. In children, symptomatic infection (Class P-2) might include PCP, bacterial infections, neurologic disease, or cytomegalovirus.

"AIR BORNE PATHOGENS" means pathogenic microogranisms that can be present in air and can cause disease in humans. These pathogens include, but are not limited to, Tuberculosis (TB) Severe Acute Respiratory Syndrome (SARS), viruses (e.g. influenza), bacteria, and fungi.

"AUTHORIZING A PLACEMENT" is any situation where CA staff are called upon to make a recommendation about the suitability of a placement resource for a child.

"BLOOD BORNE PATHOGENS" means pathogenic microorganisms that are present in human blood and can cause disease in humans. These pathogens include, but are not limited to, Hepatitis B Virus (HBV) and HIV.

"CASE FILE MAKE-UP" - For Case File Make-up, the following definitions apply:

  1. Case Number: A case number consists of a two-digit office number, a one-letter program code, a six-digit basic number, and a one-digit suffix number.
  2. Case Record: The folder(s) containing forms and documents related to a person or family group of CA clients.
  3. Client: Any person requesting or receiving services in a CA office.
  4. Master File Clearances: The research of initial information received by intake is verified and updated/input. This consists of a statewide CAMIS search, ACES check, and birth certificate search.
  5. Basic Number: The basic number is a six-digit number unique within a CA office. The basic number is assigned upon opening a case. The basic number immediately follows the program code.
  6. Suffix: A suffix is a one-digit number used to distinguish between a family record and a child's placement record (dash record).

CHILD CARE INSTITUTION” means a private child care institution, or a public child care institution that accommodates no more than 25 children, and is licensed by the state in which it is located or has been approved by the agency of the state or tribal licensing authority (with respect to child care institutions on or near Indian Reservations) responsible for licensing or approval of institutions of this type as meeting the standards established for such licensing. The definition 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. 45 CFR 1335.20

CHILD DAY CARE PAYMENTS” - The following definitions apply to the Child Day Care Payments Program.

  1. Approving Worker/Authorizing Worker” means the approving worker is the representative of DSHS who establishes that the client is eligible to receive child care benefits. The authorizing worker is the representative of DSHS who authorizes child care payment through the Social Service Payment System (SSPS). The approving worker is often the authorizing worker also.
  2. Child” is a person 12 years of age or younger. Special needs child care may be authorized for a child 19 years of age or younger.
  3. Family” means two or more persons related by blood, marriage, or adoption residing in the same household.
    1. Related adults residing together, other than spouses, are each considered a separate family. Unmarried parents living together are considered a family for purposes of determining income eligibility.
    2. A child living with legally non-responsible relatives, a minor living independently, and a child living under the care of unrelated persons are also considered one-person families.
    3. A school-age parent residing in her/his parent's home with her/his child is considered a separate family unit for purposes of determining family income for eligibility for the Teen Parent Child Care Program.
    4. Only members of the immediate family residing in the same household are included in family size.
    5. Only members of the immediate family currently residing in the same household are included in family size for the military family whose mother or father is on active duty overseas or out of state.
  4. Gross Income” is both earned and unearned income. Earned income includes wages, overtime, tips, etc. Unearned income includes TANF grants (children's only), Social Security, Supplemental Security Income (SSI), child support, pensions, etc.
  5. In-Home Care” means child care given by:
    1. A relative in the child's own home. “Relative” means a grandmother, grandfather, aunt, uncle, cousin, or an adult sibling who lives outside the family home. See definition of “Relative Care-Giver,” below. Or
    2. An unrelated person in the child's own home.
  6. In-home care is exempt from licensing.

  7. Out-Of-Home Care” means child care provided outside the child's home, including licensed family child care homes and licensed child care centers. Agencies or programs exempt from licensing, which may include but are not limited to the military, public schools, and Tribal Nations, request that DSHS, through OCCP, certify them as meeting licensing standards. Exempt agencies or programs must be certified to be eligible to participate in a state child care subsidy program.
  8. Overpayment,” for child care payments, means:
    1. Client Overpayment
      1. Payment is greater than the client is eligible to receive; or
      2. Payment is made for in-home or relative child care (child care exempt from licensing) services not provided.
    2. Vendor Overpayment
      1. Payment made to the vendor for services not provided; or
      2. Payment made to the vendor exceeds the amount due. For example: The vendor's customary rate is less than the amount paid or the vendor billed in excess of the time the child attended, including the allowable absence days.
    3. Disputes
  9. An overpayment dispute arises when an individual disagrees with the overpayment determination. Clients, contracted vendors, and non-contracted vendors each have a different process for appealing the overpayment.

  10. Relative Care Giver” means a child care provider who is 18 years of age or older who provides child care services to children who are, by marriage, blood relationship, or court decree, the grandchild, niece, nephew, or first cousin of the provider. Authorizations for other degrees of relationship, including but not limited to great and great-great, are approved through an Exception to Policy (ETP).
    1. The department shall allow no payment for child care given by the following relatives: father, mother, brother, sister, stepfather, stepmother, stepbrother, or stepsister.
    2. The department does pay adult siblings living outside the family home. Authorizing workers may use their discretion to determine eligible degrees of relationship where the family's culture would define relative in a broader way.
  11. Relative - Relative's Home Care” means child care given by the child's relative in the relative's home. Relative-relative's home care is exempt from licensing. See the definition of “Relative Care Giver,” above.
  12. "COMPLAINANT" means a CA client, foster parent, or other individual filing a complaint.

COMPLAINT" means a formally expressed dissatisfaction about the application of a CA standard or procedure or about an action or failure to act by CA; it does not apply to an inquiry for information.

"CONSULATE" is a foreign governmental office with a designated official appointed to live in the host country, looking after that foreign country's citizen and business interests.

"CONTAMINATED" means the presence or the reasonably anticipated presence of blood or other potentially infectious materials on an item or surface.

CRIMES RELATING TO DRUGS” means a conviction of a crime to manufacture, deliver, or possession with intent to manufacture or deliver a controlled substance. RCW 43.43.830(6)

"CRITICAL INCIDENT" includes serious and emergent incidents as defined by DSHS Administrative Policy 9.01 and other incidents requiring reporting or review, including but not limited to:

A. Serious injury or death of a child in a CA active case or a case that has been closed within the last 12 months.

B. Serious injury or death of a child in a Division of Licensed Resource (DLR) licensed facility.

C. A case alleging client abuse or client neglect by a CA employee, volunteer, licensee, contractor, or another client.

D. Conditions which present a substantial threat to CA operations or client safety, such as: a) work-related physical assault, serious injury, or death of a CA employee in the line of regular work activity; b) threat of physical violence to an employee or co-worker; c) bomb threat, hostage situation, break-in or burglary; or property damage.

E. Vehicle accidents involving CA staff, foster parents, or child day care providers with clients when there is an injury or death.

F. Runaway of child in CA care when there is serious threat to the child or community.

G. Any other unusual event or situation of special concern to CA or that may elicit a request for information from the news media, families, or community.

"EXPOSURE" means a specific eye, mouth, other mucous membrane, non-intact skin, or parenteral contact with blood or other potentially infectious materials that results from the performance of an employee's duties.

"FOREIGN NATIONAL" is anyone in the boundaries of the United States who is not a citizen of the United States.

FOSTER PARENT LIABILITY PLAN” - for the plan, the following definitions apply:

A. Bodily Injury - Tangible physical injury to the body of any third party person for which the foster parent is or may be held legally liable, sustained as the result of an action(s) of their foster/respite care child(ren). Does not include sickness, disease, death, shock, mental anguish, mental injury, humiliation, or other such conditions.

B. Claim - A written demand for payment pursuant to the terms of the Liability Plan. To be considered a claim the demand must be:

1. On the appropriate form;

2. Received by their social worker within 30 days of notice of property damage or personal/bodily injury; and

3. Received by ORM within 90 days of notice of property damage or personal/bodily injury.

C. Depreciated Value - That value established from the lost or damaged asset cost using an accepted function of depreciation method such as straight-line, units of production, double declining balance, or summary of the year digits.

D. Foster Child - A child who is within the care, custody, and supervision of DSHS and who has been placed in foster care by DSHS or DSHS-approved child placing agency.

E. Foster Parent - A person licensed by DSHS to provide care on a 24-hour-a-day basis to one or more assigned foster children in the foster parent residence.

F. Foster Parent Household Members - Any spouse, minor child(ren), or dependent member of the foster parent who is a permanent resident of the foster parent home. For purposes of the Plan, household members do not include other foster children.

G. Gross Negligence - The intentional failure to perform a manifest duty in reckless disregard of the consequences as affecting the life or property of another.

H. Guardian Ad Litem- A special guardian appointed by the court to represent the best interests of the minor child.

I. Legal Guardian - Person(s) lawfully invested with the power, and charged with the duty, of taking care of the person and managing the property and rights of a minor child (or one who is considered incapable of administering their own affairs).

J. Occurrence - A tangible identifiable incident, or series of incidents occurring in a manner so as to be deemed a single occurrence, that results in personal/bodily injury, or property damage, to any third party, that was intentionally, negligently, or otherwise caused by the foster parent or their foster/respite care child(ren).

K. Owned Aircraft - Serviceable/operable aircraft, including permanently attached devices/equipment and mechanical controls, owned/rented/leased by a third party or foster parent for their private or business use.

L. Owned Motor Vehicle - Serviceable/operable automobiles, trailers when attached to power units, and motor vehicles of any kind, including permanently attached devices/equipment and mechanical controls, owned/rented/leased by a third party or foster parent for their private or business use.

M. Owned Watercraft - Serviceable/operable powered or non‑powered water craft, including permanently attached devices/ equipment and mechanical controls, owned/rented/leased by a third party or foster parent for their private or business use.

N. Personal Injury - Any injury which is an invasion of personal rights which may include such injuries to the person as libel or slander, criminal conversation, malicious prosecution, false imprisonment, and mental suffering.

O. Premises - The owned/rented/leased/occupied residential dwelling of the foster parent, including the structures attached to the residence, the surrounding land on which the residence is located, and structures located on the surrounding land, such as garages, sheds, or appurtenant structures.

P. Property Damage - Physical damage or loss to tangible property of a third party caused by the action(s) of a foster/respite care child(ren) for which the foster parent is or may be held legally liable.

Q. Respite Care - The temporary provision of care by foster parents for the maintenance, health, and safety of any eligible foster child.

R. Third Party - Any person other than the foster parent or foster parent household members as defined in this Liability Plan.

FOSTER PARENT REIMBURSEMENT PLAN” - As used in the Reimbursement Plan, the following definitions apply:

  1. Claim - A written demand made by a foster parent for reimbursement available pursuant to the Plan for property damages, losses, and emergency medical treatment costs incurred because of an act of their foster/respite care child(ren). Payments made under the Plan are made directly to the foster parent, including claims filed by the foster parent on behalf of their household members. The Foster Parent Reimbursement Plan Claim form, DSHS 18-400(X), must be used by foster parents to file claims under the Plan. Written correspondence or telephone conversations between the foster parent and DSHS employees does not constitute a valid claim.
  2. DDD Child - A developmentally disabled child, not a foster child, who requires extraordinary care.
  3. DDD Respite Care - For DDD participation in the Plan: The temporary provision of care by licensed foster parents for a developmentally disabled child who is not a foster child and who requires extraordinary care. This short-term care in the foster parent's home is approved/authorized by DDD Case Management Services to provide out-of-home relief to the parents of the child.
  4. Depreciated Value - The dollar amount determined to be the worth or value of an item at the time of a property damage or loss occurrence because of wear and tear, its age, or other causes applied, based on accepted depreciation methodology.
  5. Emergency Medical Treatment Expenses - Costs which the foster parent or household member incurred from receiving emergency medical treatment because of a personal bodily injury sustained as a result of an action of their foster/respite care child(ren). Emergency medical treatment is defined as treatment necessary to sustain life or prevent further injury which is provided immediately following an injury occurrence. It does not include follow-up medical treatment expenses.
  6. Foster Child - A child who is under the care, custody, and supervision of DSHS and who has been placed in foster care by DSHS or a DSHS-approved child placing agency.
  7. Foster Parent - A person licensed to provide for the care and supervision of foster/respite care children in their foster family home.
  8. Foster Parent Household Member - Any spouse, minor child, or dependent relative of the foster parent who is a permanent resident of the foster parent home. For purposes of the Plan, a property damage, loss, or personal injury sustained by a household member is considered a foster parent damage, loss, or injury. Foster parents file claims on behalf of their household members. Household members do not include foster/respite care children in the foster parent home.
  9. I. Occurrence - A tangible, identifiable incident which results in a personal bodily injury, property loss, or property damage; or a series of incidents occurring in such a manner as to be deemed a single damage occurrence to a property item, sustained by a foster parent or household member caused by their foster/respite care child(ren).
  10. Owned Aircraft/Watercraft - Serviceable/operable aircraft, or powered or non-powered water craft, including permanently attached devices/equipment and mechanical controls, which are owned, rented, or leased by the foster parent for their private or business use.
  11. Owned Motor Vehicle - Serviceable/operable automobiles, and trailers when attached to power units, and motor vehicles of any kind, including permanently attached devices/equipment and mechanical controls, which are owned, rented, or leased by the foster parent for their private or business use.
  12. Personal Bodily Injury - Tangible physical injury to the body of a foster parent or their household member sustained as the result of an action of their foster/respite care child(ren).
  13. Property Damage/Loss - Physical damage or loss of tangible property belonging to the foster parent or their household member caused by their foster/respite care child(ren).
  14. Residence - The occupied dwelling of the foster parent (owned, rented, or leased) including attached structures, and the surrounding land and structures located on the premises such as garages, green houses, and sheds.
  15. Third Party - Any person other than the foster parent or their household member.
  16. "HEPATITIS B VIRUS" (HBV) - a virus spread by exposure to blood, semen, vaginal secretions, and, rarely, breast milk of an HBV infected individual. It can cause inflammation and damage to the liver, occasionally leading to chronic illness and death.

"HUMAN IMMUNODEFICIENCY VIRUS" (HIV) - the virus that causes AIDS. HIV is spread by exposure to blood, semen, vaginal secretions, and, rarely, breast milk of an HIV infected individual.

"U.S. CITIZENSHIP ANDIMMIGRATION SERVICE” (USCIS) is the federal agency responsible for all policies and procedures related to the presence of foreign nationals in the United States. The USCIS is the agency with authority to determine an individual’s immigration status.

"INTERPRETER" is a person who speaks English and another language fluently. An interpreter enables clients and staff to communicate with each other.

"LAWFULLY ADMITTED ALIEN" is anyone admitted for permanent or temporary visitation or residence who has not been granted citizenship.

"LEP CASE" is a family unit wherein any person requests services in a language other than English.

"LEP FAMILY UNIT" consists of parent(s), children, other significant household members, or extended family being provided services.

"LICENSED HEALTHCARE PROFESSIONAL" is a person whose legally permitted scope of practice allows him or her to independently perform the activities required for post-exposure evaluation and follow-up, such as physicians and dentists.

"LIMITED ENGLISH PROFICIENCY” (LEP) includes individuals who are unable to speak, read, and/or write English well enough to communicate effectively.

"LIMITED ENGLISH SPEAKING” (LES) are those individuals whose primary language is not English and who are not sufficiently fluent in English to convey and receive effectively the information needed to apply for and benefit fully from Children's Administration services. LEP and LES are frequently used interchangeably.

"MAIL" - Definitions relating to office mail include:

  1. Business Reply (BR) Mail: A service by which Children’s Administration offices provide clients and other individuals with specially printed envelopes which allow people to send mail postage free to DSHS organizations.
  2. Business Reply (BR) Account: The account each Children’s Administration office has with the local post office to pay postage on items mailed to Children’s Administration in the Business Reply envelopes.
  3. Cash Items: For purposes of this chapter, cash items include currency, endorsed warrants, personal or cashier's checks, and commercial, bank, or postal money orders.
  4. Classes of Mail:
    1. First Class Mail - Consists of material weighing 12 ounces or less. First Class mail may not be opened for postal inspection.
    2. Priority Mail - Consists of First Class mail weighing more than 12 ounces. Maximum weight is 70 pounds and maximum size is 100 inches in length/girth combined.
      1. Certified Mail - Consists of First Class or Priority mail of no intrinsic value and provides the sender with proof of posting. A record of delivery is maintained at the addressee's Post Office. The charge for Certified mail is in addition to the First Class or Priority mail charge. Certified mail does not insure the item against loss or damage.
      2. The following services are available for additional fees and provide the sender with a return receipt:
        1. Show To Whom and Date Delivered - Provides the sender with this information.
        2. Restricted Delivery - Mail will only be delivered to the addressee or the representative named in writing and on file at the Post Office.
        3. Show To Whom, Date, and Address of Delivery - Provides the sender with this informatio
  5. Confidential Mail: Marked as “confidential” and is opened only by the addressee or that person’s supervisor/designee.
  6. Incoming Mail: For purposes of this chapter, incoming mail consists of any envelope or package delivered to the office or staff member.
  7. Mail Clerk: For purposes of this chapter, an individual responsible for opening incoming mail, listing cash items in the Cash Items mail log, and/or preparing outgoing mail.
  8. Negotiable Items: All items defined as "Cash Items" and "State Office (SO) Negotiables."
  9. Outgoing Mail: For purposes of this chapter, outgoing mail consists of any envelope or package going from the office to another location.
  10. Postage Due Account: The account a DCFS office has with the local Post Office to pay postage due for items mailed to that office with insufficient postage.
  11. Remote Meter Resetting System (RMSR) Meter: The type of meter for the postage machine which allows the office to purchase additional postage for their meter by telephone/electronic means, on the day the postage is needed and without taking the meter to the Post Office.
  12. State Office Negotiables: For purposes of this chapter, SO negotiables consist of the following items:
    1. Warrants - State of Washington checks issued to providers of services to clients (commonly called Vendor Warrants);
    2. Medical Coupons - A document issued by State Office, DSHS 6-28, or local offices, DSHS 13-030PC, and presented by eligible clients to pay for medical services.

MANAGEMENT TEAM” includes, for CA, the Assistant Secretary, Division Directors, Office Chiefs, and Regional Administrators.

"MUCOUS MEMBRANE" is the moist layer of tissue that lines the mouth, eyes, nostrils, vagina, anus, or urethra.

“ORIGINAL PLACEMENT DATE” or “ORIGINAL FOSTER CARE PLACEMENT”, for the purposes of the Social Security Act and federal regulations, means the date of the child’s most recent removal from the child’s home and placement into foster care under the care and responsibility of the state agency. 45 CFR 1356.21(f)

This definition applies both to children placed in foster care under a voluntary agreement and to those children under the state’s responsibility through court order. Therefore, the original date of placement, for purposes of Title IV-E and section 427 of Title IV-B, would be when the child is in foster care and the state has been given responsibility for care either through a voluntary placement agreement or a court adjudication. There is no requirement under either Title IV-B or IV-E that the state have legal custody. PIQ 83-06

"OTHER POTENTIALLY INFECTIOUS MATERIALS" means:

  1. The following human body fluids: semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial fluid, peritoneal fluid, amniotic fluid, saliva in dental procedures, any body fluid that is visibly contaminated with blood, and all body fluids in situations where it is difficult or impossible to differentiate between body fluids.
  2. Any unfixed tissue or organ (other than intact skin) from a human (living or dead).
  3. HIV-containing cell or tissue cultures, organ cultures, and HIV- or HBV-containing culture medium or other solutions; and blood, organs, or other tissues from experimental animals infected with HIV or HBV.

"PANEL REVIEW" means a review by a panel consisting of members appointed by a DCFS Regional Administrator.

"PARENTERAL" means piercing mucous membranes or the skin barrier through such events as needlesticks, human bites, cuts, and abrasions.

"PERSONAL PROTECTIVE EQUIPMENT" is specialized clothing or equipment worn by an employee for protection against a hazard; e. g., latex gloves, protective eye wear, CPR 1-way valves, protective gowns/aprons.

"PRIMARY LANGUAGE" is that identified by the client as the language in which the client chooses to communicate.

"PROPHYLAXIS" is any substance or steps taken to prevent something from happening.

PUBLIC RECORD,” for the purpose of public disclosure, includes any writing containing information relating to the conduct of government or the performance of any governmental or proprietary function prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics. RCW 42.17.020(29)

"RECEPTION" - For the purposes of Reception, the following definitions apply:

  1. Client - Any person requesting or receiving services in CA offices.
  2. Financial Service - Any inquiry for financial, medical, and/or food stamp benefits will be referred to the appropriate Community Services Office (CSO). Exception: A request for medical coverage for a child receiving adoption support or foster care payment from another state is referred to a social worker.
  3. Limited English Proficiency (LEP) - A person who speaks or reads little or no English.
  4. Sensory Impaired (SI) - A person who has little or no sight and/or little or no hearing.
  5. Social Service - A service provided by the agency to meet a client's need; e.g., foster home licensing, Child Protective Services (CPS), Child Welfare Services (CWS), Child Day Care financial support, adoptions, Family Reconciliation Services (FRS), licensing for private agencies.

"REGULATED WASTE" means liquid or semi-liquid blood or other potentially infectious materials; contaminated items that would release blood or other potentially infectious materials in a liquid or semi-liquid state if compressed; items that are caked with dried blood or other potentially infectious materials and are capable of releasing these materials during handling; contaminated sharps; and pathological and microbiological wastes containing blood or other potentially infectious materials.

"SENSORY IMPAIRED" means hard-of-hearing, deaf, partially sighted, or blind.

"SEXUALLY TRANSMITTED DISEASE" (STD) - a bacterial, viral, fungal, or parasitic disease or condition which is usually transmitted through sexual contact. A list of STDs appears in WAC 246.100.011(33).

"SHARPS" means any object that can penetrate the skin including, needles, broken glass, etc.

“STANDARD PRECAUTIONS- The term "Standard Precautions" (formerly referred to as Universal Precautions) refers to precautions that must be undertaken in any environment in which a person might be exposed to a communicable disease. According to OSHA (U.S. Department of Labor Occupational Safety and Health Administration), "this method of infection control requires employees to assume that all human blood and specified body fluids are infectious for HIV, HBV and other blood borne pathogens. Where differentiation of types of body fluids is difficult or impossible, all body fluids are to be considered as potentially infectious.

SUB-RECIPIENT” means any person, governmental organization, or non-profit agency receiving qualified federal financial assistance from DSHS and to whom DSHS delegates the federal program policy and authorization responsibility.

"TRANSLATOR" is a person highly competent in reading and writing English and other languages.

"UNDOCUMENTED INDIVIDUAL" is anyone in the boundaries of the United States without a visa, work permit, alien status documentation (such as status granted by the Immigration Reform and Control Act) that grants temporary or extended visitation or residence.

"UNIVERSAL PRECAUTIONS" is an approach to infection control. According to the concept of Universal Precautions, all human blood and certain human body fluids are treated as if known to be infectious for HIV, HBV, and other blood borne pathogens. Universal precautions do not apply to feces, nasal secretions, sputum, sweat, tears, urine, or vomit unless they contain visible blood.

WRITING,” for purposes of public disclosure, means handwriting, typewriting, printing, photostating, photographing, and every other means of recording any form of communication or representation, including, but not limited to, letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, magnetic or paper tapes, photographic films and prints, motion picture, film or video recordings, magnetic or punched cards, discs, drums, diskettes, sound recordings, and other documents including existing data compilations from which information may be obtained or translated. RCW 42.17.020