Common Case Plan –Guidelines - for Schools– ASD-S

Integrated Service Delivery

When is a common plan required?:

 Common Plans will be completed with any client involved with 2 departments where the level of service
intensity requires additional measures beyond the day to day work of a C&Y team. Open cases will be
periodically reviewed to determine if this is necessary (initially every 4 weeks, extending to 6 weeks as
circumstances permit)
 Common Plans will be completed with every client involved with 3 or more departments.
 A common plan can be initiated upon a request by any partner department
 A common plan will be completed prior to sending the file to the integrated clinical team or any other
complex case committee
 Some other criteria leading to development of a plan might be, but are not limited to:
 To ensure that there is not duplication of service
 When a client is considered under Section 19 for a Youth Justice Conference
 After VTRA Stage II Risk Assessment, a VTRA Stage III Intervention Plan will be developed,
using the Common Case Plan template to record the interventions by each Department.

Process Guidelines:

 Any professional within the four departments has the ability and responsibility to initiate the Common
Plan to meet clients’ needs.

 At the initial Common Plan case conference a lead department will be identified by mutual agreement
based on the needs of the client and the lead department will have the responsibility to monitor and
chair regular review of the Common Plan.

 Timeframe for initiation: once deemed necessary by any department, a Common Plan case conference
will be called within 2 weeks.

 The lead department calling the Common Plan case conference must get verbal consent from the youth
16 and over and/or parent and written consent will be confirmed at the time of the meeting:

 The lead department calling the Common Plan will ensure representation from each department as
appropriate:
o Social Development (CP, FES, FSCD - appropriate Social Worker)
o Education (Principal, other Administrator, Resource, Guidance, other Education Centre/District
staff, classroom teacher, FACE, Behaviour/Autism Lead, Speech-Language Pathologist)
o Child &Youth Team member(s)
o Public Safety (Probation, Police - if they have a role to play, e.g. VTRA Stage II and III)

 Meetings should also include parents/guardians/youth and supports as identified by clients/family.

Youth 16+ may attend without their parent/guardian if they wish. This includes VTRA Stage II and III
meetings, where appropriate.

March 25, 2019

When Education is the Lead Department, please follow these Steps:
1. Prior to the meeting:
a. Pre-meeting, if appropriate, to plan for the meeting
b. Determine meeting leader and recorder.
c. Create an agenda with names of participants and their roles.
d. Invite participants, including parents, and confirm verbal consent.
e. Create a file review:
i. Data related to the presenting concern (e.g. incidents in Powerschool)
ii. Previous and current interventions
iii. Review common plan checklist

2. During the meeting:

a. State the purpose of the meeting
b. Present the file review:
i. Data related to the presenting concern (e.g. incidents in Powerschool)
ii. Previous and current interventions
iii. Review common plan checklist – ask for input
c. Ask participants for their insight into the problem and their interventions tried
d. Brainstorm new interventions
e. Document what each Department, family, and student will do on the Common Plan form
f. Obtain signatures

3. After the meeting:

a. Send copy of Common Plan to participants
b. If Education is leading the meeting, the Common Case Plan will be attached to either on-line
Case Conference minutes or on-line VTRA. (Please do not attach VTRA documents to case
conference minutes.)
c. If Education is not leading the meeting, but receive the Common Case Plan from another
Department, it will be stored in the student’s ESS/ISD file in a locked filing cabinet.

d. When the monthly meetings stop, participants should shred their copies of Common Case
Plans, especially VTRA Stage 3 plans. If the Principal determines that paper copies should be
kept for a period of time, VTRA documents should be stored in a locked cabinet in the
Principal’s office.

March 25, 2019