Standards for Canadian organizations

2020 Edition

Supervised Visitation and Exchange Services (CA-SVE) 10: Case Closing

Case closing is a planned, orderly process.
2020 Edition

Currently viewing: SUPERVISED VISITATION AND EXCHANGE SERVICES (CA-SVE)

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Purpose

Supervised Visitation and Exchange Services enable children to maintain connections with parents with whom they are not living by protecting the physical and emotional safety of the children and their families.
1
All elements or requirements outlined in the standard are evident in practice, as indicated by full implementation of the practices outlined in the Practice Standards.
2
Practices are basically sound but there is room for improvement, as noted in the ratings for the Practice Standards; e.g.,   
  • Minor inconsistencies and not yet fully developed practices are noted; however, these do not significantly impact service quality; or
  • Procedures need strengthening; or
  • With few exceptions, procedures are understood by staff and are being used; or
  • Proper documentation is the norm and any issues with individual staff members are being addressed through performance evaluations and training; or
  • In a few instances, the organization terminated services inappropriately; or  
  • Active client participation occurs to a considerable extent; or
  • A formal case closing evaluation is not consistently provided to the public authority per the requirements of the standard.
3
Practice requires significant improvement, as noted in the ratings for the Practice Standards. Service quality or program functioning may be compromised; e.g.,
  • Procedures and/or case record documentation need significant strengthening; or
  • Procedures are not well-understood or used appropriately; or
  • Services are frequently terminated inappropriately; or  
  • Aftercare planning is not initiated early enough to ensure orderly transitions; or
  • A formal case closing summary and assessment is seldom provided to the public authority per the requirements of the standard; or  
  • Several client records are missing important information; or
  • Client participation is inconsistent. 
4
Implementation of the standard is minimal or there is no evidence of implementation at all, as noted in the ratings for the Practice Standards; e.g.,
  • No written procedures, or procedures are clearly inadequate or not being used; or 
  • Documentation is routinely incomplete and/or missing. 
Self-Study EvidenceOn-Site EvidenceOn-Site Activities
  • Case closing procedures
No On-Site Evidence
  • Interviews may include:
    1. Program director
    2. Relevant personnel
    3. Persons served
  • Review case records

CA-SVE 10.01

The case closing process:
  1. is clearly defined and includes assignment of staff responsibility; 
  2. specifies when a case will be terminated; and
  3. involves service recipients, to the extent possible and appropriate.
Examples: Services typically continue until parents terminate services or the authorization from the court or referring agency expires or is withdrawn, unless the organization deems it necessary to terminate services earlier. Reasons for terminating a case early include safety concerns that the organization cannot manage, unpaid program fees, failure to comply with program rules, and excessive demand on resources.

CA-SVE 10.02

Upon case closing the organization notifies the family and their attorneys, and provides all parties with the reason the case has been closed.

Interpretation

If an organization is contractually prohibited from closing a case without prior approval from the court or referring agency, it should at least have the discretion to temporarily suspend services while seeking the referral source’s permission to close the case. In this scenario both the family and referral source should be notified when the case is suspended, and the family should be notified again when the case is closed.