Provider Partners:
Thank you for your continued commitment to implementing the California High Fidelity Wraparound (HFW) Model and for your efforts in preparing submissions through the County Plan Approval and Certification Portal. To promote consistency and ensure timely approval of submissions, this page offers additional examples to help counties and providers submit clear, complete, and verifiable information that demonstrates both implementation of and fidelity to the California HFW Standards.
Supporting Documentation
In ACL 25-47/BHIN 25-027, Appendix E provides portal instructions for counties and providers: Upload supporting documentation that pertains to each of the requirements in the Portal and note next to each Standard the document(s) and the page number(s) where the Standard requirement is demonstrated.
Supporting documentation refers to written or visual materials that demonstrate implementation of the described process and provides objective evidence that the organization follows the described practices and meets each Standard.
Examples of Supporting Documentation
| Type | Examples |
|---|---|
| Policies & Procedures | Policy and procedures manual, individual policies and procedures, desk guides, hand guides, etc. |
| *Forms & Templates | Family Vision & Team Mission Template, Plan of Care, Safety Plan, Flex Funds Request Form, etc. |
| Training Materials | Agency training plan, agendas, PowerPoint slides (PDF), etc. |
| Supervision/CQI Evidence | Coaching logs, observation checklists, satisfaction survey summaries, CQI tracker, etc. |
| Meeting Artifacts | Meeting minutes, family feedback forms, outreach logs, etc. |
| Contracts/MOUs | Wraparound contract, County-provider agreements describing fidelity, staffing, or reporting expectations, Wraparound fiscal plan or budget, etc. |
| Marketing and Engagement | Wraparound fliers, brochures, family guides, etc. |
*Note: Please only send blank templates to be mindful of privacy and confidentiality.
Supporting Documentation Submission Tips:
- Reference each supporting document by name and page number in the “Description of Practice” field in the Portal.
- If referencing the same document for other Standards, you only need to upload the document once and reference it in the corresponding “Description of Practice” field(s) in the portal.
- Ensure materials include enough context to show implementation and procedural guidelines that are in alignment with the Standards.
- For multi-section or large documents, provide page citations to help reviewers locate relevant content (e.g., Training Plan, page 2, paragraph 3).
Description of Practice Fields in the Portal
In ACL 25-47/BHIN 25-027, Appendix E provides portal instructions for counties and providers: Utilizing the “Description of Practice” field, describe how the Standard requirements are operationalized within the HFW program.
A “Description of Practice” is a clear, detailed, and concrete explanation of how your organization operationalizes each required Standard in practice. Operationalizes is defined as describing who does what, when, how often, and how the process is monitored or verified. A “Description of Practice” describes how policies and procedures are actively implemented and allows reviewers to determine whether an organization has the necessary infrastructure, practices, and continuous quality improvement systems to maintain the HFW model.
Components of a Description of Practice Entry
| Element | Description | Example |
|---|---|---|
| Who | The staff or role responsible | "The HFW Facilitator contacts the family..." |
| What | The task or action | "...to schedule the initial meeting..." |
| When/Frequency | Timeframes or triggers | "...within 10 days of receiving the referral." |
| How | Method or process | “Efforts to contact the family are documented in the Family Engagement Log…” |
| Monitoring or Verification | How compliance is tracked | “…and reviewed in weekly supervision. The Supervisor enters completion dates in the CQI tracker.” |
| Lettered Bullets | To match the description to each requirement of a Standard | a.) The HFW Facilitator contacts… b.) Efforts to contact the family are… |
| Name of Supporting Document | To identify the document submitted as evidence of practice | Family Engagement Log |
| Page Number | Page number of Supporting Documentation where the reviewer will find the policy or procedure statement demonstrating alignment with the Standard | Family Engagement Log, page 1 for policy and page 2 for sample of form |
| EXAMPLE: Standard 1.1 | a.) The HFW Facilitator contacts the family to schedule the initial Family Team Meeting within 10 days of receiving the referral. See Engagement Practices Policy, page 2. b.) An initial Plan of Care is developed within the first 30 days of opening services with a family and developed more fully through the Planning Phase. An initial Plan of Care may be developed by the HFW Facilitator, the Parent/Caregiver Peer Partner, or the Family Specialist. See Creating the Plan of Care with Families Training Guide, page 2, paragraph 3. c.) The HFW Team updates the Plan of Care at least every 30-45 days and more frequently when appropriate, during Family Team Meetings. See Creating the Plan of Care with Families training guide, page 3, paragraph 1. | |
Description of Practice Entry Tips
- Use lettered bullets (a., b., c.) to match the description to each requirement of a Standard.
- Avoid general statements such as “we engage families promptly.” Instead, describe measurable steps.
- Reference specific forms, templates, or systems by name.
Minimum Expectations for County Plan Approval or Provider Certification Submission Completion
To be considered a complete submission:
- All checkboxes for the requirement are marked “Yes” and N/A when appropriate.
- The “Description of Practice” includes a clear, operationalized explanation.
- At least one relevant supporting document is uploaded and referenced with page numbers.
- Supporting documents align with the operationalized description and verifies implementation.
- Each requirement of a Standard must be addressed with an operationalized description, meaning a specific, observable description of how the practice is implemented, not just that it exists (e.g., “who does what, when, and how,” not just “we do this”).
- “Description of Practices” and Supporting Documentation are not narratives or summaries of practice intent.
Description of Practice = How you do it
Supporting documentation = Proof you do it
Both are required for each requirement of a Standard to achieve certification or approval.
Submissions that do not meet these criteria will be marked Incomplete and Technical Assistance will be offered until all elements are satisfied.
Building Your Policies and Procedures
If you are working to implement a new Wraparound program or are revising your existing Policies and Procedures (P&P) and need support to create your P&P manual, Los Angeles County Department of Children and Family Services (DCFS) has great examples of what comprehensive P&P manuals and information should look like. You can view their library at https://policy.dcfs.lacounty.gov/. Additionally, San Diego County Health and Human Services Agency provides excellent examples as well.
Next Steps and Technical Assistance
Counties and providers are encouraged to review submissions against these expectations before submitting.
If you have questions or need Technical Assistance, please contact the UC Davis Resource Center for Family Focused Practice (RCFFP) at [email protected] or submit a TA request.
Thank you for your continued partnership and dedication to ensuring high fidelity, family-centered Wraparound services throughout California.
Updated 1/6/26