Library: Policy

340:75-4-51. Purpose, partnership, goals, scope, and confidentiality requirement of school-based (SB) services

Revised 9-15-23

(a) Purpose. SB services is a program that offers preventative and early intervention services to children, adolescents, and families in Oklahoma through community-based partnerships between Oklahoma Human Services (OKDHS) and local school districts. The program aids students in overcoming barriers which impede educational success and in addressing concerns before they can escalate into a crisis.

(b) Partnership. The SB Services Program is a contractual and collaborative partnership between OKDHS and local school systems. The SB Services Program requires specialists to be competent in a specialized practice area, including knowledge, skills, and abilities necessary for effective service delivery across OKDHS services, schools, and communities. An SB specialist works in a partnering school to:

(1) increase awareness of, and access to, OKDHS services and community resources for families;

(2) improve coordination and communication between OKDHS and public schools; and

(3) increase community education on family issues through agency-school-community collaboration and planning.

(1) impact a community through improved individual and family health, safety, and functioning;

(2) give all children the opportunity and resources to succeed academically and socially in a safe and healthy school environment;

(3) improve community outcomes through SB activities; thus, reducing an array of family risk factors; and

(4) work with individual families and in collaboration with other community stakeholders.

(d) Scope and applicability. The SB specialist retains the same rights and privileges and the same obligations set forth in OKDHS policy. The SB specialist maintains office hours similar to the school staff members and is expected to work no less and no more than 40 hours per week.

(1) In the event the partnering school:

(A) is closed, and school staff is not working onsite, the SB specialist is authorized to telework from home provided the SB specialist is generally accessible by phone and email during working hours; and

(B) deems distance learning is necessary for reasons of health and safety, OKDHS continues to supply the SB specialist to perform the same services using means appropriate to distance learning.

(2) In the event the contractual agreement with the partnering school is cancelled, the immediate supervisor or reviewing supervisor ensures permanent employees are able to return to a position within OKDHS when the contract is discontinued due to actions unrelated to the SB specialist.

(3) The SB specialist maintains records by documenting students' situations and activities on the OKDHS software platform, which is used to evaluate the program's outcomes.

(e) Confidential information.

(1) The SB Services Program complies with confidentiality restraints that are in existence at the participating school, and OKDHS rules regarding confidentiality. Per the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the participating school and SB specialists agree to use and disclose Protected Health Information in compliance with the "Privacy Rule" HIPAA set forth in Sections 160.01 through 160.552 and 164.102 through 164.534 of Title 45 of the Code of Federal Regulations (45 C.F.R. §§ 160.01 – 160.552, 164.102 – 164.534). Per the Family Education Rights and Privacy Act (FERPA), SB specialists use and disclose student educational records and family information in compliance with FERPA, Section 1232g of Title 20 of the United States Code and 34 C.F.R. §§ 99.1 – 99.67.

(2) The partnered school and OKDHS recognize the other has and will acquire client or student information which is protected from improper disclosure. Neither the partnered school nor OKDHS, whether directly or indirectly, divulges, discloses, or otherwise communicates such information to third parties without the prior written consent of the other.

(3) Through the contractual relationship with the partnered school, the SB specialist is able to communicate information to the school to better understand and help a specific student and family. The SB specialist is permitted to share information with the partnered school that supports the educational needs of students.

INSTRUCTIONS TO STAFF 340:75-4-51

Issued 9-15-23

1. School-based (SB) specialist responsibilities. The SB specialist:

(1) provides services to the student and the student's family to resolve social, emotional, and financial difficulties by:

(A) identifying Oklahoma Human Services (OKDHS) programs for which the family may be eligible;

(B) referring the family to community agencies that provide the needed service; or

(C) assisting the family in locating resources to meet the required need;

(2) identifies in-person or follow-ups on referrals from school staff regarding issues which interfere with the student's adjustment, achievement, or attendance in school by:

(A) making visits to the student's home when needed; and

(B) ensuring all allegations of abuse or neglect are immediately referred to OKDHS Abuse and Neglect Hotline. The SB specialist may provide additional documentation from the partnered school pertinent to any ongoing investigation;

(3) assists child welfare (CW) staff with school communications and in identifying the needs of students and their families served by Child Welfare Services. When a child in OKDHS care enrolls at a partnered school, the SB specialist contacts the kinship or foster family offering to provide services as needed;

(4) provides enrollment information to an OKDHS Adult and Family Service (AFS) specialist upon request to assist the student's family in receiving programs, such as Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance for Needy Families (TANF), and child care; and

(5) assists in developing community resources and specialized programs to meet the needs of students and their families within the school system, such as:

(A) tutoring services;

(B) truancy prevention;

(C) behavior health services for children;

(D) after school programs;

(E) bullying awareness programs; and

(F) crisis intervention.

2. Partner school assignment.

(1) The SB specialist is responsible for familiarizing his- or herself with the assigned school's employee policy or handbook, as well as understanding OKDHS rights and privileges.

(2) The SB specialist:

(A) works a 40-hour week, eight hours a day with at least a 30-minute lunch break and may take:

(i) one 15-minute break in the morning; and

(ii) one 15 minute break in the afternoon;

(B) updates timesheet daily;

(C) does not get the summer off, but is encouraged to use vacation or personal time when school is out; and

(D) is present at the school as much as possible when school is in session.

(3) The school assigns a school official to act as a liaison between the school and the SB specialist's supervisor for periodic program review and input into the SB specialist's performance appraisal.

(4) When the SB specialist is going to be on leave or in training:

(A) reports to the school principal or designated school official; and

(B) notifies his or her SB supervisor.

(5) Additional duties for SB staff include:

(A) checking on at-risk families during the summer and school breaks;

(B) assisting with summer food programs, back-to-school programs, enrollment, and summer school needs, such as taking attendance and checking on no-shows;

(C) organizing events and drives for shoes, clothing, food, and school supplies; and

(D) attending trainings, conferences, and school in-service training.

(6) The SB specialist:

(A) documents contacts and activities in the Client Contact Manager School-based Management System (CCM-SAMS) database; and

(B) may use OKDHS statewide automated child welfare information system (KIDS) to view information, but does not document in KIDS.

3. Sharing information with partnering school.

(1) Information is shared with the partnering school on a "need to know basis" when the information is to help the student's educational needs.

(2) When sharing student information with the partnering school, SB staff uses sound judgment on how this information may support the student's educational needs.

(3) SB staff may participate in team conferences with teachers, counselors, school administrators, or child advocates about the student and his or her family's needs.

(4) Consultation is available when a question arises about information disclosure. When a concern or question comes up regarding information access or release, the SB specialist consults the SB supervisor.

(5) SB staff may share a child's general diagnosis or information as defined by an evaluation conducted per Section 504 of the Rehabilitation Act of 1973. For example, if a child has a history of problematic sexual behavior, the SB specialist may respond to a question about a student's behavior without disclosing details by saying "there is a history of this behavior."

(6) The SB specialist uses caution when communicating with clients through email, and complies with Health Insurance Portability and Accountability Act of 1996 (HIPAA) requirements.

4. Transporting students and families. When the person responsible for the child's (PRFC) health, safety, and welfare cannot accompany the child, the SB specialist may transport the child not in OKDHS custody if the:

(1) PRFC is with the SB specialist; or

(2) SB specialist has the PRFC's written permission to transport his or her child.