Appendix A: Definitions
The following definitions apply to the Children's Administration (CA) Operations
"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,
"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:
- 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.
- Case Record: The folder(s) containing forms and documents
related to a person or family group of CA clients.
- Client: Any person requesting or receiving services
in a CA office.
- 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.
- 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.
- 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.
- “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
- “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.
- “Family” means two or more persons related
by blood, marriage, or adoption residing in the same household.
- 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.
- 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.
- 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.
- Only members of the immediate family residing in the same household
are included in family size.
- 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.
- “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.
- “In-Home Care” means child care given by:
- 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.
- An unrelated person in the child's own home.
In-home care is exempt from licensing.
- “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.
- “Overpayment,” for child care payments,
- Client Overpayment
- Payment is greater than the client is eligible to receive; or
- Payment is made for in-home or relative child care (child care
exempt from licensing) services not provided.
- Vendor Overpayment
- Payment made to the vendor for services not provided; or
- 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
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.
- “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).
- The department shall allow no payment for child care given by the
following relatives: father, mother, brother, sister, stepfather, stepmother,
stepbrother, or stepsister.
- 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.
- “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
- "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)
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
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
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
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:
- 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.
- DDD Child - A developmentally disabled child, not a
foster child, who requires extraordinary care.
- 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.
- 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.
- 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.
- 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.
- Foster Parent - A person licensed to provide for the
care and supervision of foster/respite care children in their foster family
- 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.
- 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).
- 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.
- 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.
- 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).
- 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).
- 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,
- Third Party - Any person other than the foster parent
or their household member.
- "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
"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
"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:
- 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
- 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.
- 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.
- Classes of Mail:
- First Class Mail - Consists of material weighing
12 ounces or less. First Class mail may not be opened for postal inspection.
- 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.
- 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.
- The following services are available for additional fees and
provide the sender with a return receipt:
- Show To Whom and Date Delivered - Provides the sender with
- Restricted Delivery - Mail will only be delivered to the
addressee or the representative named in writing and on file
at the Post Office.
- Show To Whom, Date, and Address of Delivery - Provides
the sender with this informatio
- Confidential Mail: Marked as “confidential” and
is opened only by the addressee or that person’s supervisor/designee.
- Incoming Mail: For purposes of this chapter, incoming
mail consists of any envelope or package delivered to the office or staff
- 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.
- Negotiable Items: All items defined as "Cash Items" and "State
Office (SO) Negotiables."
- Outgoing Mail: For purposes of this chapter, outgoing
mail consists of any envelope or package going from the office to another
- 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.
- 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.
- State Office Negotiables: For purposes of this chapter,
SO negotiables consist of the following items:
- Warrants - State of Washington checks issued to
providers of services to clients (commonly called Vendor Warrants);
- 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:
- 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.
- Any unfixed tissue or organ (other than intact skin) from a human (living
- 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
"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:
- Client - Any person requesting or receiving services
in CA offices.
- 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.
- Limited English Proficiency (LEP) - A person who speaks
or reads little or no English.
- Sensory Impaired (SI) - A person who has little or
no sight and/or little or no hearing.
- 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
“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
"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