# migrations

dir: embeddings_queue
filename: 00001-embeddings.sqlite.sql
hash: d3755dfd232be8e8301f4d7fcfb3a486
sql:
CREATE TABLE embeddings_queue (
    seq_id INTEGER PRIMARY KEY,
    created_at TIMESTAMP NOT NULL DEFAULT CURRENT_TIMESTAMP,
    operation INTEGER NOT NULL,
    topic TEXT NOT NULL,
    id TEXT NOT NULL,
    vector BLOB,
    encoding TEXT,
    metadata TEXT
);


dir: sysdb
filename: 00001-collections.sqlite.sql
hash: 38352d725ad1c16074fac420b22b4633
sql:
CREATE TABLE collections (
    id TEXT PRIMARY KEY,
    name TEXT NOT NULL,
    topic TEXT NOT NULL,
    UNIQUE (name)
);

CREATE TABLE collection_metadata (
    collection_id TEXT REFERENCES collections(id) ON DELETE CASCADE,
    key TEXT NOT NULL,
    str_value TEXT,
    int_value INTEGER,
    float_value REAL,
    PRIMARY KEY (collection_id, key)
);


dir: sysdb
filename: 00002-segments.sqlite.sql
hash: 2913cb6a503055a95f625448037e8912
sql:
CREATE TABLE segments (
    id TEXT PRIMARY KEY,
    type TEXT NOT NULL,
    scope TEXT NOT NULL,
    topic TEXT,
    collection TEXT REFERENCES collection(id)
);

CREATE TABLE segment_metadata (
    segment_id TEXT  REFERENCES segments(id) ON DELETE CASCADE,
    key TEXT NOT NULL,
    str_value TEXT,
    int_value INTEGER,
    float_value REAL,
    PRIMARY KEY (segment_id, key)
);


dir: sysdb
filename: 00004-tenants-databases.sqlite.sql
hash: 048867ce8fcdefe4023c7110e4433591
sql:
CREATE TABLE IF NOT EXISTS tenants (
    id TEXT PRIMARY KEY,
    UNIQUE (id)
);

CREATE TABLE IF NOT EXISTS databases (
    id TEXT PRIMARY KEY, -- unique globally
    name TEXT NOT NULL, -- unique per tenant
    tenant_id TEXT NOT NULL REFERENCES tenants(id) ON DELETE CASCADE,
    UNIQUE (tenant_id, name) -- Ensure that a tenant has only one database with a given name
);

CREATE TABLE IF NOT EXISTS collections_tmp (
    id TEXT PRIMARY KEY, -- unique globally
    name TEXT NOT NULL, -- unique per database
    topic TEXT NOT NULL,
    dimension INTEGER,
    database_id TEXT NOT NULL REFERENCES databases(id) ON DELETE CASCADE,
    UNIQUE (name, database_id)
);

-- Create default tenant and database
INSERT OR REPLACE INTO tenants (id) VALUES ('default_tenant'); -- The default tenant id is 'default_tenant' others are UUIDs
INSERT OR REPLACE INTO databases (id, name, tenant_id) VALUES ('00000000-0000-0000-0000-000000000000', 'default_database', 'default_tenant');

INSERT OR REPLACE INTO collections_tmp (id, name, topic, dimension, database_id)
    SELECT id, name, topic, dimension, '00000000-0000-0000-0000-000000000000' FROM collections;
DROP TABLE collections;
ALTER TABLE collections_tmp RENAME TO collections;


dir: sysdb
filename: 00005-remove-topic.sqlite.sql
hash: b1367c826b8fba5f96f27befdc1d42d2
sql:
-- Remove the topic column from the Collections and Segments tables

ALTER TABLE collections DROP COLUMN topic;
ALTER TABLE segments DROP COLUMN topic;


dir: sysdb
filename: 00006-collection-segment-metadata.sqlite.sql
hash: 4eea7468935bf25d4604a0fed2366116
sql:
-- SQLite does not support adding check with alter table, as a result, adding a check
-- involve creating a new table and copying the data over. It is over kill with adding
-- a boolean type column. The application write to the table needs to ensure the data
-- integrity.
ALTER TABLE collection_metadata ADD COLUMN bool_value INTEGER;
ALTER TABLE segment_metadata ADD COLUMN bool_value INTEGER;


dir: metadb
filename: 00001-embedding-metadata.sqlite.sql
hash: 2b4cf52c4bb2676e21d6860a4409f856
sql:
CREATE TABLE embeddings (
    id INTEGER PRIMARY KEY,
    segment_id TEXT NOT NULL,
    embedding_id TEXT NOT NULL,
    seq_id BLOB NOT NULL,
    created_at TIMESTAMP NOT NULL DEFAULT CURRENT_TIMESTAMP,
    UNIQUE (segment_id, embedding_id)
);

CREATE TABLE embedding_metadata (
    id INTEGER REFERENCES embeddings(id),
    key TEXT NOT NULL,
    string_value TEXT,
    int_value INTEGER,
    float_value REAL,
    PRIMARY KEY (id, key)
);

CREATE TABLE max_seq_id (
    segment_id TEXT PRIMARY KEY,
    seq_id BLOB NOT NULL
);

CREATE VIRTUAL TABLE embedding_fulltext USING fts5(id, string_value);


dir: metadb
filename: 00002-embedding-metadata.sqlite.sql
hash: 12a570f7121b3a8ce750a2a7c36da20f
sql:
-- SQLite does not support adding check with alter table, as a result, adding a check
-- involve creating a new table and copying the data over. It is over kill with adding
-- a boolean type column. The application write to the table needs to ensure the data
-- integrity.
ALTER TABLE embedding_metadata ADD COLUMN bool_value INTEGER


dir: metadb
filename: 00003-full-text-tokenize.sqlite.sql
hash: f97ad6334aeaa8f419f01110b648b97a
sql:
CREATE VIRTUAL TABLE embedding_fulltext_search USING fts5(string_value, tokenize='trigram');
INSERT INTO embedding_fulltext_search (rowid, string_value) SELECT rowid, string_value FROM embedding_metadata;
DROP TABLE embedding_fulltext;


# embeddings_queue

created_at: 2024-06-28 05:39:49
topic: persistent://default/default/cd0fdc30-5ba5-48a5-a9f4-8697a0c252fa
id: id0
encoding: FLOAT32
metadata:
{"metadata": "CSS STANDARD 21: MONITORING OF AND LIAISON WITH STAFFED CHILDREN\u2019S \r\nRESIDENTIAL SERVICES - STANDARD\r\n", "chroma:document": "A director provides ongoing liaison with staffed children\u2019s residential services \r\nto monitor for:\r\n\uf0b7 consistent referral, assessment, planning, treatment and discharge practices\r\n\uf0b7 participation in integrated case management processes as members of a zz\r\nchild\u2019s team for the duration of the child\u2019s stay \r\n\uf0b7 responsive program development to meet the needs of children receiving \r\ncare and their families\r\n\uf0b7 provision of services under their contracts, and\r\n\uf0b7 adherence to the Standards for Staffed Children\u2019s Residential Services and \r\nthe fulfilment of community care licensing and accreditation requirements.\r\n"}


created_at: 2024-06-28 05:39:49
topic: persistent://default/default/cd0fdc30-5ba5-48a5-a9f4-8697a0c252fa
id: id1
encoding: FLOAT32
metadata:
{"metadata": "CSS STANDARD 21: MONITORING OF AND LIAISON WITH STAFFED CHILDREN\u2019S \r\nRESIDENTIAL SERVICES - POLICY\r\n", "chroma:document": "Note: Monitoring, reviewing and supporting placements in staffed children\u2019s \r\nresidential services is distinct from the supportive role referred to in Caregiver \r\nSupport Service Standard 15: Supportive Practice.\r\nThe director informs relevant care providers within the residential resource \r\nabout a director\u2019s responsibilities and purpose in monitoring the child\u2019s care. \r\nIn consultation with relevant care providers, the director develops a \r\nmonitoring schedule outlining the nature and frequency of contact. Frequency \r\nof contact is based on the ages, vulnerabilities and number of children in the \r\nresidential resource. Contact occurs in person at a minimum of once every \r\nthree months. \r\nIn collaboration with the child\u2019s worker, during visits to the residential \r\nresource, the director sees and wherever possible interviews each child in care \r\nin the residential setting about topics relating to their rights in care. The \r\ndirector interviews each relevant care provider separately to discuss his or her \r\nindividual experience with and/or concern about:\r\n\uf0b7 the provision of a safe and nurturing environment that promotes the well\u0002being of each child \r\n\uf0b7 carrying out his or her responsibilities in implementing the goals and \r\nobjectives identified in each child\u2019s plan\r\n\uf0b7 honouring each child\u2019s views, culture, identity, spiritual beliefs and \r\nwishes, and for an Aboriginal child, following the cultural plan \r\n\uf0b7 maintaining family connections as outlined in each child\u2019s plan The director maintains a record of all monitoring visits to the residential \r\nresource for inclusion on the agency/service contract file, as part of contract \r\nmanagement and the region\u2019s quality improvement practices.\r\nThe director advises a child\u2019s worker of any concerns relating to a child\u2019s care.\r\nThe director documents a child\u2019s experience in the residential resource and \r\nprovides the child\u2019s worker with information for documentation on the child \r\nservice file.\r\n\uf0b7 reviewing daily records of the care of each child\r\n\uf0b7 adherence of the residential resource to the Standards for Staffed \r\nChildren\u2019s Residential Services, and \r\n\uf0b7 the quality of care in the residential resource.\r\n"}


created_at: 2024-06-28 05:39:49
topic: persistent://default/default/cd0fdc30-5ba5-48a5-a9f4-8697a0c252fa
id: id2
encoding: FLOAT32
metadata:
{"metadata": "CSS STANDARD 21: MONITORING OF AND LIAISON WITH STAFFED CHILDREN\u2019S \r\nRESIDENTIAL SERVICES - ADDITIONAL \r\nINFORMATION/ \r\nRESOURCES\r\n", "chroma:document": "\uf0b7 Integrated Case Management User\u2019s Guide\r\n\uf0b7 Standards for Staffed Children\u2019s Residential Services"}


created_at: 2024-06-28 05:39:49
topic: persistent://default/default/cd0fdc30-5ba5-48a5-a9f4-8697a0c252fa
id: id3
encoding: FLOAT32
metadata:
{"metadata": "Child and Family Services File Transfer Under \r\nthe Child, Family and Community Service Act \r\nPolicies\r\nMCFD Core \r\nPolicy\r\nChild Protection Response Policies: Chapter 3\r\nEffective Date  2023 Sep18  - A : Policy", "chroma:document": "1) In order to provide children, youth and families with continuity of services in accordance with \r\nestablished plans, responsibility for providing services may be transferred to another service \r\ndelivery area (SDA), or Indigenous Child and Family Service Agency (ICFSA).\r\n2) If a child/youth is Indigenous:\r\na) determine whether Indigenous laws apply to the child/youth (see Policy 1.1 Confirming \r\nWhether Indigenous Law Applies to a Child), and\r\nb) transfer the file in accordance with policy 1.2 Upholding Indigenous Jurisdiction over \r\nChild and Family Services).\r\n3) Workers obtain supervisor approval to initiate a child and family services file transfer when,\r\nfor example, a child\u2019s placement is relocating to another SDA or the parent(s) is relocating. \r\nThe supervisor in the originating office is responsible for liaising with the supervisor in the \r\nreceiving office to seek agreement to the child and family services file transfer.\r\n4) Decisions relating to child and family services file transfers are made in a timely manner \r\nconsidering the best interests of the child/youth and/or family and with their participation \r\nwherever possible.\r\n5) All delegated workers collaboratively work together to ensure the safety and well-being of a \r\nchild/youth and planning and the support service needs of the family are maintained, \r\nregardless of which service area holds primary responsibility.\r\na) Services to children, youth, and families are not delayed due to disagreements about \r\nchild and family services file transfer, or for administrative reasons.\r\n6) If there is disagreement between the supervisors of the different service areas involved \r\nabout child and family services file transfer, the parties begin the dispute resolution process\r\nas soon as possible and the disagreement is resolved no later than 10 working days after \r\nthe initial request for child and family services file transfer.\r\n7) When it has been determined that a child/youth, family, young adult, caregiver or care \r\nprovider has relocated to another geographic location, a decision to transfer the file,\r\nconsidering the best interests of the child/youth, is made wherever possible within two days \r\nwith supervisor approval to initiate the file transfer, and within 24 hours in files involving \r\ndomestic violence or other significant risk factors such as mental health and substance use \r\nissues that pose an immediate risk of harm to a child/youth.\r\n8) Once the decision has been made to transfer a file, the originating worker completes the \r\nfollowing within 15 business days to ensure continuity of planning and services:\r\na) Completion and transfer of file documentation to the receiving worker using the optional \r\nRoles and Responsibilities form: Policy Procedures for Case File Transfer: Activities, \r\n2 of 13\r\nRoles, and Responsibilities (gov.bc.ca) or another means of documentation, along with \r\nnotifying the receiving supervisor that the file documentation is complete;\r\nb) Informs all individuals with ongoing roles and responsibilities about the transfer of \r\nservices;\r\nc) Updates electronic records, including but not limited to the child/youth\u2019s legal status and \r\nIndigenous community/status if applicable, are fully updated;\r\nd) Where applicable, makes an application to have the court file transferred to the receiving \r\narea; and\r\ne) Remains involved as needed to ensure seamless transfer of services which may also \r\ninclude CFCSA court matters. \r\n9) Within 2 days of accepting a file transfer, the team leader assigns the receiving worker who \r\nthen confirms with the originating worker that they are receiving the file and will be available \r\nfor a full briefing from the originating worker, particularly regarding urgent matters or issues \r\nof safety for the child, family, or receiving worker.\r\n10) Communication with a child/youth or family is made in a timely way to make them aware of \r\nthe child and family services file transfer.\r\n11) Children, youth and families are supported to be connected to their Indigenous traditions, \r\ncustoms and communities.\r\nNote: There are some service areas that have local protocol agreements between the ICFSA \r\nand MCFD. This policy does not replace those agreements."}


created_at: 2024-06-28 05:39:49
topic: persistent://default/default/cd0fdc30-5ba5-48a5-a9f4-8697a0c252fa
id: id4
encoding: FLOAT32
metadata:
{"metadata": "Child and Family Services File Transfer Under \r\nthe Child, Family and Community Service Act \r\nPolicies\r\nMCFD Core \r\nPolicy\r\nChild Protection Response Policies: Chapter 3\r\nEffective Date  2023 Sep18  - B: Procedures", "chroma:document": "B: Procedures\r\n1) When to Transfer a Child and Family Services File\r\n2) Key Activities for Child and Family Services File Transfer\r\n3) Child and family Services File Transfer between Indigenous Child and Family Service \r\nAgencies (ICFSAs) and between Indigenous Child and Family Service Agencies and MCFD\r\n4) Child and Family Services File Transfer Involving Out-of-Care and Other Agreements (VCA, \r\nSNA, YAG, AYA) \r\n5) Child and Family Services File Transfer for Transfer of Custody 54.01/ 54.1\r\n6) Child and Family Services File Transfer for Resource Files for Family Care Homes\r\n7) Child and Family Services File Transfer Involving Children in Care under Interim, \r\nTemporary, and CCO Orders\r\n8) Transferring a Child Protection Report (Screening Memo, Incident)\r\n9) Child and Family Services File Transfer for Family Service\r\n10) Child and Family Services File Transfer Involving Domestic Violence and Other Situations \r\nof Immediate Risk\r\n11) Child and Family Services File Transfer Documentation Requirements\r\n12) Reciprocal Services\r\n13) Dispute Resolution"}


created_at: 2024-06-28 05:39:49
topic: persistent://default/default/cd0fdc30-5ba5-48a5-a9f4-8697a0c252fa
id: id5
encoding: FLOAT32
metadata:
{"metadata": "Child and Family Services File Transfer Under \r\nthe Child, Family and Community Service Act \r\nPolicies\r\nMCFD Core \r\nPolicy\r\nChild Protection Response Policies: Chapter 3\r\nEffective Date  2023 Sep18  - D: Procedures | Detailed\r\n1) When to Transfer a File", "chroma:document": "1) When to Transfer a File\r\na) Consider transferring a file when:\r\ni) Child/youth in care or family relocates to another service area and can be better \r\nserved by another office or when a child/youth relocates to have closer connections \r\nwith family/extended family/culture; \r\nii) Child/youth and/or family are Indigenous and are best served by an Indigenous Child \r\nand Family Service Agency (ICFSA); \r\niii) It is anticipated that a child/youth will be placed in a resource in another service area \r\nfor more than 90 days and the plan is for the child/youth to remain; \r\niv) Plans are in place for the child/youth to move to another service area with their care \r\nprovider or caregiver;\r\nv) Approved caregivers with or without children/youth in care relocate to another \r\nservice area \u2013 both RE and CT files are transferred to the service area where the \r\ncaregiver has relocated. See Procedures for Child and Family Services File\r\nTransfers of Out of Care care providers for transfer details.\r\nvi) Joint file management has been in place due to the frequency of family moving, and \r\nit is now agreed between the involved supervisor to end the joint file management; "}


created_at: 2024-06-28 05:39:49
topic: persistent://default/default/cd0fdc30-5ba5-48a5-a9f4-8697a0c252fa
id: id6
encoding: FLOAT32
metadata:
{"metadata": "Child and Family Services File Transfer Under \r\nthe Child, Family and Community Service Act \r\nPolicies\r\nMCFD Core \r\nPolicy\r\nChild Protection Response Policies: Chapter 3\r\nEffective Date  2023 Sep18  - D: Procedures | Detailed\r\n2) Key Activities for Child and Family Services File Transfer", "chroma:document": "2) Key Activities for Child and Family Services File Transfer\r\na) Worker in originating office consults with their supervisor to seek approval to transfer the \r\nfile; the originating office supervisor then emails and phones the receiving office \r\nsupervisor to advise of request to transfer;\r\nb) When a request for a file transfer is received, the request is responded to by the \r\nreceiving supervisor within 2 days of receiving the request;\r\nc) Supervisor in the originating office liaises with supervisor in receiving office to seek \r\nagreement in writing to the child and family services file transfer, the transfer timeline \r\nand assignment of the transfer to the receiving worker in a timely manner;\r\nd) If the family is Indigenous (First Nation, Metis, Inuit) and it\u2019s been determined that an \r\nIndigenous law does not apply to the child, this information is identified and shared with \r\nthe receiving office supervisor as part of the child and family services file transfer \r\ndiscussions - see Policy 1.1 Confirming Whether Indigenous Law Applies to a Child;\r\n6 of 13\r\ne) Both supervisors should agree on:\r\ni) Reason for the transfer;\r\nii) Resources needed and available to ensure continuity of planning and services in the \r\nreceiving office; \r\niii) Which office will cover discretionary costs until the file transfer is complete;\r\niv) Roles and responsibilities of the originating and receiving worker. Use the optional \r\nChild and Family Services File Transfer Roles and Responsibilities form: Policy \r\nProcedures for Case File Transfer: Activities, Roles, and Responsibilities (gov.bc.ca)\r\nto document the child and family services file transfer plan and upload into ICM, or \r\nequivalent, and use the following naming convention: CFT LASTNAME \r\nYYYYMMDD.\r\nf) The originating supervisor provides the receiving office with information relating to urgent \r\nmatters or information that pertains to the safety of the child, youth, family, and/or \r\nworker(s);\r\ng) If the supervisor in the receiving office disagrees with the plan to transfer the file, they \r\nrespond to the supervisor in the originating office as soon as possible and within 2 days \r\nof the request to transfer to provide their concerns in writing, discuss the request, and \r\nnegotiate a solution. If the matter cannot be resolved, the parties begin the dispute \r\nresolution process within 4 days of the request to transfer and the disagreement is \r\nresolved no later than 10 working days after the initial request for child and family \r\nservices file transfer.\r\nh) If the child/youth is Indigenous, it has been determined that an Indigenous law does not \r\napply to the child, and whether there is a section 92.1 (a) community agreement, involve \r\ntheir extended family and Indigenous community in the discussions about transferring \r\nthe file. If there is no section 92.1 agreement, seek the parent\u2019s consent to involve the \r\nchild/youth\u2019s extended family and Indigenous community, unless to do so would \r\njeopardize the safety of the child/youth. Notify the Indigenous Governing Body (IGB) if \r\napplicable \u2013 see Policy 1.1 for more information on working with Indigenous \r\nchildren/youth, families and communities;\r\ni) The supervisor of the receiving office assigns a worker for the child/youth and/or family \r\nand advises the supervisor in the originating office;\r\nj) As soon as possible and within two days of the decision to approve the transfer, the \r\noriginating worker arranges a full briefing of information with the receiving worker. This \r\nincludes information regarding:\r\ni) Any services the child/youth and/or family is receiving from program areas such as \r\nChildren and Youth with Support Needs (CYSN), Child and Youth Mental Health \r\n(CYMH) or Youth Justice;\r\nii) The child/youth\u2019s family and/or Indigenous community;\r\niii) The involvement of agencies and oversight bodies (Public Guardian and Trustee, \r\nRepresentative of Children and Youth (RCY), Ombudsperson etc.).\r\nk) The originating worker confirms that any safety plan is still in effect and in writing and \r\ncontinues to keep the child/youth safe in the new SDA or ICFSA and continues without \r\ninterruption during the transfer of the file;\r\nl) The originating worker includes the child/youth and family, and wherever possible the \r\nworker receiving the file to revise the existing plan or develop a new plan for the \r\nchild/youth and family. This plan will be in place when they move to the new area.\r\nConsider using a collaborative method such as a Family Case Planning Conference to \r\n7 of 13\r\nrevise or develop the plan \u2013 see Policy 3.4 for more details regarding collaborative \r\nplanning and decision making;\r\nm) The originating worker provides all individuals who have ongoing roles in and \r\nresponsibilities for providing services to the child/youth and family with timely information \r\nregarding the transfer of services and include them in revising or develop the plan for the \r\nchild/youth and family where possible;\r\nn) As soon as possible, and within 15 business days of the child/youth or family relocating, \r\nthe originating supervisor reviews and approves completed file documentation and \r\nnotifies the receiving supervisor (see Child and Family Services File Transfer \r\nDocumentation Requirements below); and\r\no) Once the transfer meeting has occurred, the electronic file assignment and physical file \r\ntransfer is completed. "}


created_at: 2024-06-28 05:39:49
topic: persistent://default/default/cd0fdc30-5ba5-48a5-a9f4-8697a0c252fa
id: id7
encoding: FLOAT32
metadata:
{"metadata": "Child and Family Services File Transfer Under \r\nthe Child, Family and Community Service Act \r\nPolicies\r\nMCFD Core \r\nPolicy\r\nChild Protection Response Policies: Chapter 3\r\nEffective Date  2023 Sep18  - D: Procedures | Detailed\r\n3) Child and Family Services File Transfer between Indigenous Child and Family Service\r\n(ICFSAs) and between ICFSAs and MCFD", "chroma:document": "3) Child and Family Services File Transfer between Indigenous Child and Family Service\r\n(ICFSAs) and between ICFSAs and MCFD\r\na) In addition to the key activities outlined above, when files are transferred between \r\nICFSAs and between a ICFSA and MCFD, consider the following:\r\ni) ICFSA\u2019s level and service area of delegation,\r\nii) Electronic case management systems used by both and how this may impact \r\ninformation sharing, and\r\niii) Local protocols between the ICFSAs and between ICFSAs and MCFD that provide \r\nadditional information on how the two workers work together. \r\nNote: There are some service areas that have local protocol agreements between \r\nthe ICFSA and MCFD. This policy does not replace those agreements. \r\nb) As soon as possible and within 2 days, unless it\u2019s a case of high-risk domestic violence \r\nor there is an immediate risk to a child or youth in which case, within 24 hours, the \r\nreceiving supervisor notifies the supervisor from the originating office of the decision to \r\naccept or decline child and family services file transfer. Notification is in writing and \r\nincludes:\r\ni) The request to transfer the file; and \r\nii) Whether the child/youth\u2019s or family\u2019s circumstances are considered complex and high\u0002risk (see Clinical Consultation and Support in Complex High Risk Child Protection \r\nCases)."}


created_at: 2024-06-28 05:39:49
topic: persistent://default/default/cd0fdc30-5ba5-48a5-a9f4-8697a0c252fa
id: id8
encoding: FLOAT32
metadata:
{"metadata": "Child and Family Services File Transfer Under \r\nthe Child, Family and Community Service Act \r\nPolicies\r\nMCFD Core \r\nPolicy\r\nChild Protection Response Policies: Chapter 3\r\nEffective Date  2023 Sep18  - D: Procedures | Detailed\r\n6) Child and Family Services File Transfer for Resource Files for Family Care Homes", "chroma:document": "6) Child and Family Services File Transfer for Resource Files for Family Care Homes\r\na) If a child and caregiver are relocating together the child and family services file transfers \r\nare managed together;\r\nb) Caregivers who have been approved by provincial standards in one area are approved \r\nin all areas;\r\nc) Originating workers inform receiving workers of any concerns regarding a caregiver who \r\nis being transferred; and\r\nd) A worker seeking to recruit a resource in another area notifies and involves that area \r\nprior to initiating contact with potential resources."}


# embedding_metadata

key: metadata
string_value:
CSS STANDARD 21: MONITORING OF AND LIAISON WITH STAFFED CHILDREN’S 
RESIDENTIAL SERVICES - STANDARD


key: chroma:document
string_value:
A director provides ongoing liaison with staffed children’s residential services 
to monitor for:
 consistent referral, assessment, planning, treatment and discharge practices
 participation in integrated case management processes as members of a zz
child’s team for the duration of the child’s stay 
 responsive program development to meet the needs of children receiving 
care and their families
 provision of services under their contracts, and
 adherence to the Standards for Staffed Children’s Residential Services and 
the fulfilment of community care licensing and accreditation requirements.


key: metadata
string_value:
CSS STANDARD 21: MONITORING OF AND LIAISON WITH STAFFED CHILDREN’S 
RESIDENTIAL SERVICES - POLICY


key: chroma:document
string_value:
Note: Monitoring, reviewing and supporting placements in staffed children’s 
residential services is distinct from the supportive role referred to in Caregiver 
Support Service Standard 15: Supportive Practice.
The director informs relevant care providers within the residential resource 
about a director’s responsibilities and purpose in monitoring the child’s care. 
In consultation with relevant care providers, the director develops a 
monitoring schedule outlining the nature and frequency of contact. Frequency 
of contact is based on the ages, vulnerabilities and number of children in the 
residential resource. Contact occurs in person at a minimum of once every 
three months. 
In collaboration with the child’s worker, during visits to the residential 
resource, the director sees and wherever possible interviews each child in care 
in the residential setting about topics relating to their rights in care. The 
director interviews each relevant care provider separately to discuss his or her 
individual experience with and/or concern about:
 the provision of a safe and nurturing environment that promotes the wellbeing of each child 
 carrying out his or her responsibilities in implementing the goals and 
objectives identified in each child’s plan
 honouring each child’s views, culture, identity, spiritual beliefs and 
wishes, and for an Aboriginal child, following the cultural plan 
 maintaining family connections as outlined in each child’s plan The director maintains a record of all monitoring visits to the residential 
resource for inclusion on the agency/service contract file, as part of contract 
management and the region’s quality improvement practices.
The director advises a child’s worker of any concerns relating to a child’s care.
The director documents a child’s experience in the residential resource and 
provides the child’s worker with information for documentation on the child 
service file.
 reviewing daily records of the care of each child
 adherence of the residential resource to the Standards for Staffed 
Children’s Residential Services, and 
 the quality of care in the residential resource.


key: metadata
string_value:
CSS STANDARD 21: MONITORING OF AND LIAISON WITH STAFFED CHILDREN’S 
RESIDENTIAL SERVICES - ADDITIONAL 
INFORMATION/ 
RESOURCES


key: metadata
string_value:
Child and Family Services File Transfer Under 
the Child, Family and Community Service Act 
Policies
MCFD Core 
Policy
Child Protection Response Policies: Chapter 3
Effective Date  2023 Sep18  - A : Policy


key: chroma:document
string_value:
1) In order to provide children, youth and families with continuity of services in accordance with 
established plans, responsibility for providing services may be transferred to another service 
delivery area (SDA), or Indigenous Child and Family Service Agency (ICFSA).
2) If a child/youth is Indigenous:
a) determine whether Indigenous laws apply to the child/youth (see Policy 1.1 Confirming 
Whether Indigenous Law Applies to a Child), and
b) transfer the file in accordance with policy 1.2 Upholding Indigenous Jurisdiction over 
Child and Family Services).
3) Workers obtain supervisor approval to initiate a child and family services file transfer when,
for example, a child’s placement is relocating to another SDA or the parent(s) is relocating. 
The supervisor in the originating office is responsible for liaising with the supervisor in the 
receiving office to seek agreement to the child and family services file transfer.
4) Decisions relating to child and family services file transfers are made in a timely manner 
considering the best interests of the child/youth and/or family and with their participation 
wherever possible.
5) All delegated workers collaboratively work together to ensure the safety and well-being of a 
child/youth and planning and the support service needs of the family are maintained, 
regardless of which service area holds primary responsibility.
a) Services to children, youth, and families are not delayed due to disagreements about 
child and family services file transfer, or for administrative reasons.
6) If there is disagreement between the supervisors of the different service areas involved 
about child and family services file transfer, the parties begin the dispute resolution process
as soon as possible and the disagreement is resolved no later than 10 working days after 
the initial request for child and family services file transfer.
7) When it has been determined that a child/youth, family, young adult, caregiver or care 
provider has relocated to another geographic location, a decision to transfer the file,
considering the best interests of the child/youth, is made wherever possible within two days 
with supervisor approval to initiate the file transfer, and within 24 hours in files involving 
domestic violence or other significant risk factors such as mental health and substance use 
issues that pose an immediate risk of harm to a child/youth.
8) Once the decision has been made to transfer a file, the originating worker completes the 
following within 15 business days to ensure continuity of planning and services:
a) Completion and transfer of file documentation to the receiving worker using the optional 
Roles and Responsibilities form: Policy Procedures for Case File Transfer: Activities, 
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Roles, and Responsibilities (gov.bc.ca) or another means of documentation, along with 
notifying the receiving supervisor that the file documentation is complete;
b) Informs all individuals with ongoing roles and responsibilities about the transfer of 
services;
c) Updates electronic records, including but not limited to the child/youth’s legal status and 
Indigenous community/status if applicable, are fully updated;
d) Where applicable, makes an application to have the court file transferred to the receiving 
area; and
e) Remains involved as needed to ensure seamless transfer of services which may also 
include CFCSA court matters. 
9) Within 2 days of accepting a file transfer, the team leader assigns the receiving worker who 
then confirms with the originating worker that they are receiving the file and will be available 
for a full briefing from the originating worker, particularly regarding urgent matters or issues 
of safety for the child, family, or receiving worker.
10) Communication with a child/youth or family is made in a timely way to make them aware of 
the child and family services file transfer.
11) Children, youth and families are supported to be connected to their Indigenous traditions, 
customs and communities.
Note: There are some service areas that have local protocol agreements between the ICFSA 
and MCFD. This policy does not replace those agreements.


key: metadata
string_value:
Child and Family Services File Transfer Under 
the Child, Family and Community Service Act 
Policies
MCFD Core 
Policy
Child Protection Response Policies: Chapter 3
Effective Date  2023 Sep18  - B: Procedures


key: chroma:document
string_value:
B: Procedures
1) When to Transfer a Child and Family Services File
2) Key Activities for Child and Family Services File Transfer
3) Child and family Services File Transfer between Indigenous Child and Family Service 
Agencies (ICFSAs) and between Indigenous Child and Family Service Agencies and MCFD
4) Child and Family Services File Transfer Involving Out-of-Care and Other Agreements (VCA, 
SNA, YAG, AYA) 
5) Child and Family Services File Transfer for Transfer of Custody 54.01/ 54.1
6) Child and Family Services File Transfer for Resource Files for Family Care Homes
7) Child and Family Services File Transfer Involving Children in Care under Interim, 
Temporary, and CCO Orders
8) Transferring a Child Protection Report (Screening Memo, Incident)
9) Child and Family Services File Transfer for Family Service
10) Child and Family Services File Transfer Involving Domestic Violence and Other Situations 
of Immediate Risk
11) Child and Family Services File Transfer Documentation Requirements
12) Reciprocal Services
13) Dispute Resolution


key: metadata
string_value:
Child and Family Services File Transfer Under 
the Child, Family and Community Service Act 
Policies
MCFD Core 
Policy
Child Protection Response Policies: Chapter 3
Effective Date  2023 Sep18  - D: Procedures | Detailed
1) When to Transfer a File


key: chroma:document
string_value:
1) When to Transfer a File
a) Consider transferring a file when:
i) Child/youth in care or family relocates to another service area and can be better 
served by another office or when a child/youth relocates to have closer connections 
with family/extended family/culture; 
ii) Child/youth and/or family are Indigenous and are best served by an Indigenous Child 
and Family Service Agency (ICFSA); 
iii) It is anticipated that a child/youth will be placed in a resource in another service area 
for more than 90 days and the plan is for the child/youth to remain; 
iv) Plans are in place for the child/youth to move to another service area with their care 
provider or caregiver;
v) Approved caregivers with or without children/youth in care relocate to another 
service area – both RE and CT files are transferred to the service area where the 
caregiver has relocated. See Procedures for Child and Family Services File
Transfers of Out of Care care providers for transfer details.
vi) Joint file management has been in place due to the frequency of family moving, and 
it is now agreed between the involved supervisor to end the joint file management; 


key: metadata
string_value:
Child and Family Services File Transfer Under 
the Child, Family and Community Service Act 
Policies
MCFD Core 
Policy
Child Protection Response Policies: Chapter 3
Effective Date  2023 Sep18  - D: Procedures | Detailed
2) Key Activities for Child and Family Services File Transfer


key: chroma:document
string_value:
2) Key Activities for Child and Family Services File Transfer
a) Worker in originating office consults with their supervisor to seek approval to transfer the 
file; the originating office supervisor then emails and phones the receiving office 
supervisor to advise of request to transfer;
b) When a request for a file transfer is received, the request is responded to by the 
receiving supervisor within 2 days of receiving the request;
c) Supervisor in the originating office liaises with supervisor in receiving office to seek 
agreement in writing to the child and family services file transfer, the transfer timeline 
and assignment of the transfer to the receiving worker in a timely manner;
d) If the family is Indigenous (First Nation, Metis, Inuit) and it’s been determined that an 
Indigenous law does not apply to the child, this information is identified and shared with 
the receiving office supervisor as part of the child and family services file transfer 
discussions - see Policy 1.1 Confirming Whether Indigenous Law Applies to a Child;
6 of 13
e) Both supervisors should agree on:
i) Reason for the transfer;
ii) Resources needed and available to ensure continuity of planning and services in the 
receiving office; 
iii) Which office will cover discretionary costs until the file transfer is complete;
iv) Roles and responsibilities of the originating and receiving worker. Use the optional 
Child and Family Services File Transfer Roles and Responsibilities form: Policy 
Procedures for Case File Transfer: Activities, Roles, and Responsibilities (gov.bc.ca)
to document the child and family services file transfer plan and upload into ICM, or 
equivalent, and use the following naming convention: CFT LASTNAME 
YYYYMMDD.
f) The originating supervisor provides the receiving office with information relating to urgent 
matters or information that pertains to the safety of the child, youth, family, and/or 
worker(s);
g) If the supervisor in the receiving office disagrees with the plan to transfer the file, they 
respond to the supervisor in the originating office as soon as possible and within 2 days 
of the request to transfer to provide their concerns in writing, discuss the request, and 
negotiate a solution. If the matter cannot be resolved, the parties begin the dispute 
resolution process within 4 days of the request to transfer and the disagreement is 
resolved no later than 10 working days after the initial request for child and family 
services file transfer.
h) If the child/youth is Indigenous, it has been determined that an Indigenous law does not 
apply to the child, and whether there is a section 92.1 (a) community agreement, involve 
their extended family and Indigenous community in the discussions about transferring 
the file. If there is no section 92.1 agreement, seek the parent’s consent to involve the 
child/youth’s extended family and Indigenous community, unless to do so would 
jeopardize the safety of the child/youth. Notify the Indigenous Governing Body (IGB) if 
applicable – see Policy 1.1 for more information on working with Indigenous 
children/youth, families and communities;
i) The supervisor of the receiving office assigns a worker for the child/youth and/or family 
and advises the supervisor in the originating office;
j) As soon as possible and within two days of the decision to approve the transfer, the 
originating worker arranges a full briefing of information with the receiving worker. This 
includes information regarding:
i) Any services the child/youth and/or family is receiving from program areas such as 
Children and Youth with Support Needs (CYSN), Child and Youth Mental Health 
(CYMH) or Youth Justice;
ii) The child/youth’s family and/or Indigenous community;
iii) The involvement of agencies and oversight bodies (Public Guardian and Trustee, 
Representative of Children and Youth (RCY), Ombudsperson etc.).
k) The originating worker confirms that any safety plan is still in effect and in writing and 
continues to keep the child/youth safe in the new SDA or ICFSA and continues without 
interruption during the transfer of the file;
l) The originating worker includes the child/youth and family, and wherever possible the 
worker receiving the file to revise the existing plan or develop a new plan for the 
child/youth and family. This plan will be in place when they move to the new area.
Consider using a collaborative method such as a Family Case Planning Conference to 
7 of 13
revise or develop the plan – see Policy 3.4 for more details regarding collaborative 
planning and decision making;
m) The originating worker provides all individuals who have ongoing roles in and 
responsibilities for providing services to the child/youth and family with timely information 
regarding the transfer of services and include them in revising or develop the plan for the 
child/youth and family where possible;
n) As soon as possible, and within 15 business days of the child/youth or family relocating, 
the originating supervisor reviews and approves completed file documentation and 
notifies the receiving supervisor (see Child and Family Services File Transfer 
Documentation Requirements below); and
o) Once the transfer meeting has occurred, the electronic file assignment and physical file 
transfer is completed. 


key: metadata
string_value:
Child and Family Services File Transfer Under 
the Child, Family and Community Service Act 
Policies
MCFD Core 
Policy
Child Protection Response Policies: Chapter 3
Effective Date  2023 Sep18  - D: Procedures | Detailed
3) Child and Family Services File Transfer between Indigenous Child and Family Service
(ICFSAs) and between ICFSAs and MCFD


key: chroma:document
string_value:
3) Child and Family Services File Transfer between Indigenous Child and Family Service
(ICFSAs) and between ICFSAs and MCFD
a) In addition to the key activities outlined above, when files are transferred between 
ICFSAs and between a ICFSA and MCFD, consider the following:
i) ICFSA’s level and service area of delegation,
ii) Electronic case management systems used by both and how this may impact 
information sharing, and
iii) Local protocols between the ICFSAs and between ICFSAs and MCFD that provide 
additional information on how the two workers work together. 
Note: There are some service areas that have local protocol agreements between 
the ICFSA and MCFD. This policy does not replace those agreements. 
b) As soon as possible and within 2 days, unless it’s a case of high-risk domestic violence 
or there is an immediate risk to a child or youth in which case, within 24 hours, the 
receiving supervisor notifies the supervisor from the originating office of the decision to 
accept or decline child and family services file transfer. Notification is in writing and 
includes:
i) The request to transfer the file; and 
ii) Whether the child/youth’s or family’s circumstances are considered complex and highrisk (see Clinical Consultation and Support in Complex High Risk Child Protection 
Cases).


key: metadata
string_value:
Child and Family Services File Transfer Under 
the Child, Family and Community Service Act 
Policies
MCFD Core 
Policy
Child Protection Response Policies: Chapter 3
Effective Date  2023 Sep18  - D: Procedures | Detailed
6) Child and Family Services File Transfer for Resource Files for Family Care Homes


key: chroma:document
string_value:
6) Child and Family Services File Transfer for Resource Files for Family Care Homes
a) If a child and caregiver are relocating together the child and family services file transfers 
are managed together;
b) Caregivers who have been approved by provincial standards in one area are approved 
in all areas;
c) Originating workers inform receiving workers of any concerns regarding a caregiver who 
is being transferred; and
d) A worker seeking to recruit a resource in another area notifies and involves that area 
prior to initiating contact with potential resources.


