Child Advocate Manager (CAM)
All Guardian ad Litem volunteers are assigned to a Child Advocate Manager who is also known as a CAM. A CAM is defined as a “subject matter expert who advises, coaches, manages, and supports the Guardian ad Litem volunteer within the team model of advocacy”. Your CAM is an employee of the Guardian ad Litem Office and should be your primary go to person. Your CAM will discuss, assign, and provide you with guidance when you receive your case assignment. Your CAM will read, approve, and assist you with your monthly contact Logs. Your CAM will notify you of any upcoming Court Hearings, Staffings, and Advocacy Review meetings. Your CAM will assist you with the process of writing your GAL Report to the Court in preparation for the Judicial Review (JR) hearing. Your CAM is available to support you at your court hearings and staffings: nobody will know your case better than you, but when it is impossible for you to attend a hearing or staffing your CAM can cover for you. Your CAM, assigned GAL Attorney, and yourself, are all part of the Child Advocacy Team that will work to provide “Best Interest Advocacy” for the child or children in your case. Your CAM will provide you with regular GAL Office updates, new available services for the kids and family in your case, special training opportunities that include “Brown Bag” events where you can socialize and learn with your fellow Guardian ad Litem volunteers, and so much more. Your CAM has a complex job that includes attending court, meetings, and administrative duties that pull them away from their desk. Your CAM can best be contacted via email. Other contact can be achieved by text and/or phone. Please reach out to your CAM as to the means of contact that works best for both of you. Our CAMs look forward to seeing GALs in person but please arrange your visit to our office in advance to make sure your CAM is present.
Case Assignment
A new GAL must meet with their Child Advocate Manager (CAM) for the assignment of their case. The new volunteer and CAM will discuss the case and develop a plan of action. The new volunteer will read all the case documents and contact their assigned mentor if the mentor is not present when the case was assigned. The new volunteer and mentor will discuss their availability and agree on a possible date for an initial home visit prior to the new volunteer contacting the child/children's caregiver. Prior to your visit, the new volunteer should make phone contact with the child/children’s caregivers to introduce themselves and briefly explain what a Guardian ad Litem does. The new volunteer and caregiver will establish a mutually agreeable date and time to meet the child/children at the placement. Prior to the visit the new volunteer and mentor will establish a plan to gather information during the visit. Using the PLEASE format the new GAL should solicit the information needed to complete their OPTIMA Contact Log. The new volunteer should be reminded that a tour of the home is required during the initial visit. Do not forget to request cell phone and e-mail addresses. The new volunteer should talk to the child/children and develop an informal profile of the child’s interests and needs. When visiting a relative placement, the new volunteer might detect anger or frustration relating to the child/children’s removal. The new volunteer should avoid confrontation and remind those present that you are there for the best interest of the child/children and were not part of the removal. The new volunteer is required to visit the child /children once a month in their current placement.
The new volunteer needs to know the role of a Safe Children Coalition (SCC) case manager (CM) and their responsibilities regarding the case. A courteous professional relationship between the GAL and the CM makes the case flow smoothly. The CM and the new volunteer are both child advocates and will agree on many items related to the case and agree to disagree on other items. A GAL should be aware that case managers traditionally have heavy caseloads and must visit all the children in their care at least once every 25 days. Also, in the initial stages of reunification the case manager will probably be visiting the reunified family weekly. The case manager must also visit their children's parents, attend court, staffings, and case plan conferences. If you have difficulty contacting your CM on an important matter and you have made reasonable attempts to contact them, seek assistance from your CAM.
The GAL needs to identify and contact the Case Manager. If your initial assignment paperwork does not contain the name or contact information of the CM, you should call your respective SCC office and request their name or contact information. If a case manager has yet to be assigned, then the CPI (Child Protection Investigator) will be managing the case until a CM is assigned (a CM is usually assigned within 2-3 weeks of the shelter). Case managers traditionally prefer contact via email. A GAL should send an introductory email to the CM informing them that you are the GAL assigned to the case. A friendly statement offering your cooperation and assistance in addition to your contact information would be appropriate. In most cases the CM's email address is the first letter of their first name followed by their lastname@sccfl.org with no spaces between their first initial and last name. An example for a case manager named "Andrew Smith". His email would be asmith@sccfl.org
OPTIMA - Entering Visits, logging your activities, and receiving Documents
The Florida Guardian ad litem Office uses OPTIMA a proprietary, secure, web based, case management program throughout the state. It can be accessed from any computer, tablet, or smart phone provided you are connected to the web. This system works best when accessed via “Google Chrome,” “Firefox” or “Safari” browsers. OPTIMA does not require Microsoft Word while accessing the system. Your JRs and ARs will still be expected to be submitted in an editable Word or similar format.
As a Guardian ad Litem, you will be expected to visit your assigned child/children every month in their current placement. Within three days of your home visit, the GAL must document your observations in the OPTIMA "Contact Log" tab. You will also enter other contacts and activities that would be pertinent to the case in the same area and title them accordingly. When you make an entry in the "Contact Log" your assigned CAM will receive a notification and will read and approve your entry. Note: if your child/children or their case requires immediate attention please feel free to call your CAM or local Guardian ad Litem Office for assistance.
Three fields to the right of the "Contact Log" you will find the "Document" tab. Your official court documents and other important files will appear below when you select this tab. The GAL needs to be aware that as their case progresses the Guardian ad Litem office will upload additional legal documents in this area that pertain to your case. It is important that you periodically check this area for newly added files. You may also upload items in this area when you receive your OPTIMA training.
You will be receiving OPTIMA training and a handout to assist you when you complete your pre-service training and are assigned to your case.
CBHA (Comprehensive Behavioral Health Assessment)
When your child(ren) is sheltered a Comprehensive Behavioral Health Assessment (CBHA) is usually completed. Each child gets their own assessment, and these assessments are done by a social worker who is usually an outside contractor. The social worker preparing this report attempts to contact the child's parents, family members, caregivers, children (if age appropriate), as well as the assigned case manager. If you are assigned early in the case, it is possible that you may be contacted for your input. If you are not comfortable speaking to this person advise them accordingly and refer them to your CAM. The word "Comprehensive" truly describes this report, and it often provides additional information that was not provided in your initial paperwork (this report could easily exceed 20+ pages). A GAL needs to read each child's assessment and to pay particular attention to the recommendations found in the final pages of the report. A GAL should use the report and its recommendations as a tool to better advocate for your child's needs and assist you in developing your recommendations for an upcoming judicial review hearing. In the best-case scenario, the results of the CBHA usually become available just prior to the arraignment. In any case the CBHA report will be filed with the court and a copy provided to your respective Guardian ad Litem office. Your office will then upload a copy of this report to your respective case under the OPTIMA Documents tab. These uploads usually come in a PDF (portable document file) format for easy review.
School Visits
A GAL needs to visit or contact the child/children's school shortly after being assigned the case. The GAL should supply the school with the Court Order Appointing the Guardian ad Litem Office to the case, the Notice of Appointment (NOA) which identifies the Guardian ad Litem advocacy team, your ID badge, and contact information. Emails are a convenient way to maintain contact with elementary, middle, and high school teachers. Children who attend daycare and pre-school always have nap time or a quiet time. Before your first visit to this type of facility, it is recommended that you call ahead so as not to interrupt naps or mealtimes. After your initial contact, a GAL should contact the school at least once prior to each JR (Judicial Review) hearing.
Many of our children come into the case with IEPs (Individualized Education Plans) or 504 Plans (addressing accommodation for qualified special needs). These plans were developed to better assess and evaluate your children's educational progress. If any of your children are currently involved in these plans, please contact the child's respective school, and request a copy for your files. You might want to request that your name be placed on a list for any future meetings involving the status of these plans.
Visiting the Child or Children's Parents
A GAL needs to be reminded that for the most part the primary goal in the State of Florida is reunification. That said parents who agree in court accept services and complete a case plan anticipate being reunified with their child/children. The parents are a party to the case and their progress regarding their case plan tasks are particularly important to the outcome of the case. The new volunteer should contact the parents, introduce themselves, and briefly explain what a Guardian ad Litem does. It is important that you inform them that you are there for the best interest of their children and had nothing to do with their removal. In the initial stages of the case the best place to meet the parents is at a supervised visit, Case Plan Conference, court hearing, staffing, or any other public place. The new volunteer should maintain contact with the parents and document that contact or attempted contacts in your monthly reports.
Some parents may be locally incarcerated and should be visited at their facility. Generally, these visits take place on a video link on site at their respective facilities. The new volunteer should write to all parents who are not locally incarcerated. A template for a Incarcerated parent letter can be obtained through your CAM. The completed letter should be copied and mailed via the local Guardian ad Litem Office and the copy entered in OPTIMA.
Visitation (Supervised & Unsupervised)
A GAL needs to understand that supervised visitation is court ordered unless otherwise addressed in the court papers. The new volunteer should be aware of the several types of supervised visitation. If the children are in foster care most visits take place at the SCC or another approved location and are monitored by SCC staff members. When the child is in a relative placement an approved family member or non-relative caregiver can supervise the visits.
Sometimes children in relative care also meet their parents at the SCC or outside the caregiver’s home. This often depends on the parent’s current relationship with the caregivers. The new volunteer should be aware that supervised visitation with approval may transition to unsupervised and overnight visits as the case plan tasks are successfully completed. The new volunteer should be encouraged to attend these visits from time to time to evaluate the parents and child’s relationship. A GAL observing a supervised visit should maintain a low profile and allow the parent and child to use the time to strengthen their bond.
Many times, and for varied reasons, sibling groups are not placed together. When visiting your children check with their caregiver as to the status of sibling visitation. Many times, sibling visitation runs concurrently with parental visitation which usually occurs weekly. The SCC may not be as vigilant regarding sibling visitation if they are not associated with parental visits. If your assigned children are not seeing each other at least every 2 weeks and the assigned CM cannot provide you with an adequate reason, then bring this to the attention of your CAM and GAL Attorney.
Staffings or MDT (Multidisciplinary Team Meeting)
A GAL needs to attend as many staffings as possible. These types of meeting are primarily hosted on Zoom. Staffings can occur every 3 to 6 months or when a special situation arises. Staffings are run by the case management team, and we are invited guests. The purpose of most staffings is to evaluate the progress of the case. This evaluation allows for the sharing of information and opinions to prepare the parties for court. The GAL advocacy team provides an opinion and very often that opinion concurs with case management. In some cases, our opinions differ from that of case management and in these cases, we can agree to disagree and express our opinions in court. Sometimes the staffing can be attended by phone if there are technical issues. If the GAL cannot attend the staffing, then they should advise their CAM of any issues that may need to be discussed. The GAL should make sure that they review any GAL Office minutes of the staffing or MDT when posted in the OPTIMA casefile.
Your CAM will advise you of your upcoming staffing dates, times, and Zoom links. That said these events are controlled by the Case Manager and the SCC and can change with little notice.
Case Plan Conferences (Usually conducted via Zoom or by phone conference)
Case Plan Conferences (CPC) usually take place one week before the scheduled Arraignment date. This meeting is run by case management (CM and/or Supervising CM) and should be attended by the Parents, the Parent's attorneys, Children's Legal Services Attorney (DCF), a GAL Office Attorney, and the GAL and/or CAM. The purpose of this meeting is to craft a case plan which contains tasks that when completed and embraced by the parents will allow reunification or another similar goal that will provide permanency for your child or children.
The Case Plan Conference usually takes place via Zoom. Your CAM or GAL Attorney will provide you with the Zoom link. Very often case plan conferences occur prior to the assignment of a GAL volunteer. If you are assigned to the case prior to when the conference occurs, it is an excellent place to meet and interact with many of the principals involved in your case.
Advocacy Review Meetings (AR meetings)
Approximately one month before your Judicial Review hearing date your Child Advocate Manager (CAM) will e-mail or call you to set up a time and date for your "Advocacy Review Meeting".
You are part of a Child Advocacy team that includes your CAM and GAL Attorney. The purpose of this meeting is to review and evaluate your child or children's safety and needs using a team approach. The information discussed at this meeting will assist you in developing your core recommendations needed to achieve permanency for your child or children. The completed AR (Advocacy Review) paperwork will provide you with a roadmap to complete your written GAL Report to the Court.
The AR meeting can be attended in person or by phone. Prior to your AR meeting you may develop a draft JR Report. This draft can be a blank form with as much info as you are able to complete, or the previously filed GAL Report document with updates. Please bring or email this draft to your CAM prior to the meeting to allow your advocacy team to provide you with suggestions to develop a legally sufficient document for submission.
Judicial Review Reports (JR) - Preparing & forwarding
A Judicial Review hearing is a court proceeding that takes place approximately every 6 months or sooner. You will be required to submit your JR document to your Child Advocate Manager (CAM) four weeks prior to the scheduled court date. The exact date your report is due is listed in OPTIMA under the “hearings” tab and next to the JR date. To obtain your County's respective JR template and other specialized report templates you should contact your CAM. Your CAM can also send you training templates that describe the information needed in the specific areas of the templates. (The training templates use green print to explain the required information.)
Please be aware that your Child Advocate Manager (CAM) may make changes to your draft prior to forwarding it to your GAL Attorney who also may make some changes. If you are not available to sign this document by the filing deadline, the CAM will sign the document on your behalf and upload the final copy into OPTIMA prior to the JR date. It should be noted that it is not the intention of the GAL Office to change the intent of your recommendations without your knowledge only to make the report court ready.
Court Appearances (JRs & Other Hearings - in-person and on zoom)
How Court hearings are held may vary from County to County. Some judges prefer Zoom hearings and others prefer in-person and/or a hybrid hearing of both. Please check with your CAM as to the options available for your case’s hearing.
A GAL needs to attend all Judicial Reviews. If the GAL cannot attend court, then they should advise the CAM ahead of time of any issues that need to be reported to the Court. The GAL should make sure that they review court documents as to what transpired in court in the OPTIMA casefile.
If you attend court in person, the dress code for all our court venues is business casual. Cell phones must be turned off or silenced before entering the courtroom. As a sign of respect, we all rise when the Judge enters and exits the courtroom. When your case is called, quickly take your place at the podium next to your GAL Attorney and exit in a similar fashion. As a rule, we address the court via our attorney though our Judges may sometimes solicit your direct input as to how your assigned children are doing. Attention Sarasota GALs: please avoid walking through the courtroom in front of any case that is in progress and always stay clear of any incarcerated persons.
In all courtroom venues If there is a need for you to speak to your CAM or other persons while in court, please do so quietly and try to do so between cases. If possible, please attempt to enter and exit all courtrooms quietly between cases.
If you are attending on “Zoom”, dress appropriately and join the virtual courtroom without audio and video. When your case is called turn on your video and keep your audio muted until you are addressed by the Judge or your GAL attorney. In SRQ & Manatee County you can use the 12 Circuit Court Website https://www.jud12.flcourts.org/Public-Information/Public-Court-Hearings to receive your link. In Desoto County your CAM should be sending you the Meeting ID numbers prior to the hearing. ** GALs attending Zoom court should have the term “GAL” in front of their name when they sign in. This can prevent you being left in the zoom waiting room.
"Do not surprise your GAL Attorney or CAM". If you are aware of any important last-minute information that could affect the case, please discreetly relay that information to your GAL attorney prior to the start of your case. If you are attending on zoom a text or email as to the last-minute updates must be attempted.
Case Records
A GAL needs to regularly access and review their OPTIMA casefiles. All Court Orders and other case related documents that are shared with the Guardian ad Litem Office are uploaded by our staff to the OPTIMA “Document” file, including but not limited to information regarding the parent’s case plan compliance and case management staffing minutes if supplied. The SCC maintains their own record system known as the ASK (Agency Secure Knowledge) portal. GALs may schedule a visit to their local SCC office to review the case manager’s records about a case. DCF also has a separate statewide system known as FSFN (Florida Safe Families Network). The Case Managers, Child Protection Investigators, and other DCF professionals regularly enter information into the FSFN system, including the child’s most current placement. Note: only GAL staff have access to review FSFN records; GALs must contact the CAM to obtain specific FSFN info.
In-service Training
A GAL is required to complete 6 hours of approved in-service training each calendar year. Upcoming training classes and events with be emailed to you. These events can come to you from our Trainer, our GAL Liaison, your CAM, or directly from the GAL State Office. You can also access the GAL State website https://florida-guardian-ad-litem-program.thinkific.com/enrollments to access their extensive library of topics. If additional hours are needed, you can contact your CAM for other types of training and/or reading assignments. A new GAL’s initial training and their required video modules will be entered in OPTIMA by our Office staff; however, all subsequent training events and their hours must be entered by the volunteer using the "Training Logs" tab in your OPTIMA “Volunteer Dashboard”.
What is a JRSSR? (Judicial Review Social Study Report)
The Guardian ad litem team is required to develop a “Guardian ad litem Report to the Court”, commonly known as a “Judicial Review “(JR). This written report is provided to the Court prior to the judicial review hearing and outlines the Guardian ad litem best interest advocacy.
Case Management also must submit a report prior to the same hearing and their report is known as the “Judicial Review Social Study Report” (JRSSR). There report is very detailed and is generated from a computer program. The JRSSR also documents case managements advocacy and much more. It contains case plan information and the date the case plan expires as well as the parents’ progress. It also contains placement information for the child or children both past and present, as well as medical and educational information. This document can easily exceed 10 pages.
A new volunteer should check their child or children’s respective Optima document file for this document. It is usually sent to the GAL Office approximately 1 to 2 weeks prior to the scheduled Judicial Review. The new volunteer should review the JRSSR which allows you Insight as to case managements positions. If you are assigned to an older case and/or need a quick review the prior JRSSR and the GAL JR documents are a great source of information.
SARASOTA GAL OFFICE
2071 Ringling Blvd., 3rd Floor Sarasota, FL. 34237
Office (941)861-4875 Fax (941)861-4840
MANATEE GAL OFFICE
1051 Manatee Ave. West, Hensley Wing, Suite 330
Bradenton, FL 34205 Office (941)744-9473 Fax (941) 708-5723
DESOTO GAL OFFICE
115 E. Oak St., Suite B1 Arcadia, FL. 34266
Office (863) 993-4638 Fax (863) 993-4814
Safe Children Coalition
Safe Children Coalition Sarasota Office
1500 Independence Blvd. Suite 210 Sarasota, FL 34234
Main Phone: (941) 371-4799 Main Fax: (941) 371-5439
Safe Children Coalition - Manatee Office
1112 Manatee Avenue East, Bradenton, FL 34208
Main Phone: (941) 721-7670 Main Fax: (941) 721-8950
Safe Children Coalition - Desoto Office
925 N. Mills Avenue Arcadia, FL 34266
Main Phone: (863) 494-5082
Children’s Guardian Fund
PO Box 49722 Sarasota, FL 34230 Phone (941) 504-9515
CGF Website www.childrensguardianfund.org