Procedures for the Set up of Initial and Emergency/Crisis Meetings

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  1. Before contacting the System of Care (SOC) office, the child and family team facilitator shall contact the youth's family to:
    • Get a release of information form signed allowing the exchange of information among the agencies involved this must include System of Care Support Team at Durham Public Schools and all of the persons that need to be contacted (ex. DJJDP Court Counselor, a specific informal support person, etc.).
    • Determine the dates and times the family is available to meet.
    • Decide the location of the meeting that is most comfortable for the family (home, on the bus line, within a certain neighborhood, etc).
    • Ask the family what other agencies are involved with the family and which of these agencies should be at the first CFT meeting.
    • Work with the family to identify informal resources that should attend the meeting. Determine if the family will make the arrangements with the informal resources or if the SOC staff should contact them. If the SOC staff will be contacting the informal resources, please have the family to talk to the individuals in advance so there is no confusion when the staff contacts them.
    • Determine if there is a need for a mediator at the meeting (It has been found in other counties that having a mediator at the initial CFT can help the team function more productively in the future).

    Note: To avoid confusion, the SOC Staff will not be contacting the family. It is the responsibility of the CFT Facilitator to pass along all pertinent information.

  2. Then the CFT facilitator should contact SOC office by fax (957-9165), email (debra.duncan@dpsnc.net), or phone (560-3706) utilizing the Child and Family Team Meeting Request Form (you may also contact Debra to get a copy of the form). A two-week minimum notice is required to set up initial meetings. SOC Staff will set up crisis/emergency meetings as soon as possible. Also, the SOC staff must have the following items in order to set up this meeting
    • A copy of the signed release of information forms
    • A completed Child and Family Team Meeting Request Form

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  1. SOC staff will then contact the other agencies and resources to set up this meeting. Once the meeting has been set up, the SOC staff will send out a confirmation to the CFT Facilitator and other team members. At that time the CFT Facilitator should contact the family to inform them of the meeting date/time/location.

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