Admission Policy

The Texas Boys Ranch does not deny services based on the grounds of race, color, national origin, sex, age, disability, political beliefs, or religion. The Texas Boys Ranch provides or recommends the most appropriate and least restrictive or intrusive service to the child and or family served. The decision to admit a child into care is based on the agency’s ability to meet the physical, social, behavioral, and educational needs of the child under consideration for admission within the guidelines of regulatory requirements.

Age

Children ages 4 through 17 years old may be admitted to the program. Typically, the upper age limit is 15 years old. Exceptions shall be made only upon recommendation of the admissions director and/or the appropriate unit childcare team with the approval of the vice president of children’s services. The childcare team shall consist of the program administrator, the case manager, direct care staff and, when applicable, a psychologist or psychiatrist and educational staff.

An example of an exception is a sibling group that contains children outside this age range with special needs. Another exception in the campus program is when a child, or group of children, who live outside the general vicinity of the Texas Boys Ranch (a 150-mile radius) is accepted into care. The TBR primarily accepts persons whose families are sufficiently near to provide frequent contact with them and the organization’s professional workers. When children and/or youth are accepted from distant locations, the organization must document their special need and make significant efforts and/or special arrangements to involve their families in treatments.

Mental Health Considerations

Each child being considered for the campus must have a thorough assessment. The psychological evaluation will include the testing requested by the admissions director.

Each assessment considers the unique personal characteristics that shapes the service approach including the person’s ethnic, race, and cultural background, and the need for special services due to these needs.

Before admission, a psychologist and/or a psychiatrist shall evaluate any child whose behavior or history indicates that he may be a danger to self or others. The evaluation will be documented in the child’s case file and will include:

• An assessment of the child’s needs.
• An assessment of the potential danger to self or others.
• Recommendation for care, treatment, or further evaluation before the child is admitted.

Before admitting a child whose behavior or history indicates he may be a danger to self or others, the facility shall:

• Evaluate the child’s needs as identified by the psychologist or psychiatrist in relation to TBR’s admission policies and criteria.
• Evaluate the potential danger to the child or others, as identified by the psychiatrist or psychologist, in relation to the safeguards and services the facility is able to provide.

The Texas Boys Ranch shall not admit a child for care unless the evaluation indicates that the facility’s programs can meet the needs of the whole child. If the child is admitted, the physician’s, psychiatrist’s, and/or psychologist’s recommendations for care, treatment, and further evaluations shall be documented and become a part of the child’s service or treatment plan and shall be implemented.

The information should include coordination among the various professionals and organizations from which the individual receives care or services. It will also indicate that the person served has been appropriately referred, transferred, or discharged to another level of care or another setting of care. It will be based on the assessed needs of the person and the organization’s capability of meeting those needs. The information should include an exchange of diagnostic and treatment information when individuals are admitted, referred, transferred, or discharged.

Physical Health

Children being admitted to the Texas Boys Ranch shall have a medical examination by a licensed physician within 30 days prior to admission or within 24 hours (the next business day) following the admission. If a child is in a state approved foster home, emergency shelter, or residential care facility, The Ranch may accept the current physical if it was accomplished less than 6 months from date of placement. A copy of the medical examination findings and report, signed and dated by the physician, shall be placed in the child’s case file.

Children shall have a dental examination by a licensed dentist within one year before admission, or arrangements shall be made for the examination after admission. A copy of the dental examination report and findings shall be in the child’s case file within one month of admission.

Proximity of Child’s Family to Facility

The Texas Boys Ranch is committed to family reunification and family involvement in the child’s service plan. For this reason the agency generally does not accept children in care whose family does not live sufficiently near to provide frequent personal contact with their child(ren) and the staff providing the care (approximately 150 mile radius). Exceptions will be considered on a case-by-case basis only when frequent contact is clearly not in the best interest of the child, family involvement is not an option, or if the child does not have appropriate family members with whom to be involved.

An additional exception will be considered if the family financial situation prevents assistance from an agency located nearer the family. In such cases, The Texas Boys Ranch will assist with travel expenses or make other arrangements to ensure the family has frequent contact and involvement with their child(ren). All exceptions will be documented in the child’s admissions assessment.

Adjudicated Youth

Occasionally, the Ranch receives referrals from Juvenile Probation. The admissions committee must carefully consider whether the agency can adequately supervise these children and ensure a safe and secure environment for other residents. Circumstances surrounding reasons for adjudication will be considered when deciding whether to accept these children in our program. Other factors that will be considered include:

• Circumstances prompting the referral.
• Age, sex, number of children, and direct care staff residing in the cottage for which the child is being considered.
• Special needs (supervision, medical, emotional, etc.).
• Consideration to ensure the least restrictive environment possible for the child.

Fee Structure and Schedule for Payment

Children being placed by Children’s Protective Services (CPS) will be helped through their CPS case worker and the Director of Admission to understand the reasons for placement and the options which are available to them. Criteria for placement at the Texas Boys Ranch by CPS is based on Billing Level of Care (BLOC) established by Youth for Tomorrow (YFT).

Rates and schedule for payment are determined by contract agreement with specific counties for children being placed by Juvenile Probation.

The Ranch provides services to private families as well as state agencies. State agency fees for services are set by a contract. The Billing Level of Care (BLOC) determines those fees for each child. Private placement fees are based on ability to pay. However, children will not be denied services solely based on the family’s ability to pay. Private placement fees can be obtained monthly through payments from the parents that are mailed directly to the Ranch along with ISS or child support checks that come through the court. It is mandatory that ISS and child support be forwarded to the facility that is providing basis care to the child. The conservator for a private placement will also be expected to provide medical assistance and clothing for the child. The amount of the private fees can be adjusted or waived due to unforeseen circumstances such as: conservator’s loss of employment, illness, poverty, or if the conservator is handicapped. Once a schedule for fees and payment has been agreed upon, a child can be removed from care if the parent fails to meet their obligation for 3 consecutive months. The number of privately placed children that may be served at the Ranch will generally be limited to 20 – 25 percent of the total population.

Required Documents

In order for the admissions team to have adequate information to consider a child for placement, the following items must be provided:

• Updated and complete Common Application (available for download)
• Psychological Evaluation (not more than 6 months old) must include:
• academic and psychological testing
• diagnostic impressions
• Court Order acknowledging legal custody (when applicable)
• Current Physical and Dental Exams
• Current Eye Exam (applicable when child wears prescription lenses)
• Immunization Record (TB test within the last 12 months)
• Current Insurance/Medicaid Card
• Educational Records (including last report card)
• Birth Certificate
• Social Security Card

Download an application form (.doc)