2022 Edition

Adult Foster Care (CA-AFC) 3: Intake and Assessment

The organization’s intake and assessment practices ensure that individuals receive prompt and responsive access to the appropriate services.


For organizations that solely support homes with a ready-made caregiver, the organization should still have screening and intake procedures to ensure that the arrangement is appropriate for receiving the level of supports Adult Foster Care programs provide.

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Adult Foster Care (CA-AFC) programs support community-based living arrangements for adults in need of long term-services and supports, matching them with in-home caregivers.
All elements or requirements outlined in the standard are evident in practice, as indicated by full implementation of the practices outlined in the Practice Standards.
Practices are basically sound but there is room for improvement, as noted in the ratings for the Practice Standards; e.g.,
  • Minor inconsistencies and not yet fully developed practices are noted; however, these do not significantly impact service quality; or
  • Procedures need strengthening; or
  • With few exceptions, procedures are understood by staff and are being used; or
  • In a few rare instances, urgent needs were not prioritized; or
  • For the most part, established timeframes are met; or
  • Culturally responsive assessments are the norm and any issues with individual staff members are being addressed through performance evaluations and training; or
  • Active client participation occurs to a considerable extent.
Practice requires significant improvement, as noted in the ratings for the Practice Standards. Service quality or program functioning may be compromised; e.g.,
  • Procedures and/or case record documentation need significant strengthening; or
  • Procedures are not well-understood or used appropriately; or
  • Urgent needs are often not prioritized; or 
  • Services are frequently not initiated in a timely manner; or
  • Applicants are not receiving referrals, as appropriate; or 
  • Assessment and reassessment timeframes are often missed; or
  • Assessments are sometimes not sufficiently individualized; 
  • Culturally responsive assessments are not the norm, and this is not being addressed in supervision or training; or
  • Several client records are missing important information; or
  • Client participation is inconsistent; or
  • Intake or assessment is done by another organization or referral source and no documentation and/or summary of required information is present in case record. 
Implementation of the standard is minimal or there is no evidence of implementation at all, as noted in the ratings for the Practice Standards; e.g.,
  • There are no written procedures, or procedures are clearly inadequate or not being used; or
  • Documentation is routinely incomplete and/or missing.  
Self-Study EvidenceOn-Site EvidenceOn-Site Activities
  • Screening and intake procedures
  • Assessment procedures
  • Copy of assessment tools
  • Community resource and referral list
  • Interviews may include:
    1. Program director
    2. Relevant personnel
    3. Persons served
  • Review case records


CA-AFC 3.01

Individuals are screened and informed about: 
  1. how well their request matches the organization’s services; and
  2. what services will be available when.
NA Another organization is responsible for screening, as defined in contract.

Fundamental Practice

CA-AFC 3.02

Prompt, responsive intake practices:
  1. gather information necessary to identify critical service needs and/or determine when a more intensive service is necessary;
  2. give priority to urgent needs and emergency situations;
  3. clarify needs and preferences including the choice to execute an advance directive, as appropriate;
  4. support timely initiation of services; and
  5. provide placement on a waiting list or referral to appropriate resources when individuals cannot be served or cannot be served promptly.


In regards to element (c), the appropriateness of including advance directives should be determined by the service population. Aging populations or those in end stages of an illness would be examples of relevant populations.


CA-AFC 3.03

Persons served participate in an individualized, culturally and linguistically responsive assessment that:
  1. is completed within established timeframes; 
  2. includes the individual’s view of his or her current health and functioning;
  3. includes baseline functional, mental, emotional, and physical status information, including prescription medication use and recent or progressive functioning to confirm capacity, decline, or progress; 
  4. is updated as needed based on the needs of persons served; and
  5. focuses on information pertinent for meeting service requests and objectives. 


The recommended timeframe is 30 days and should not exceed 45 days unless justification for exceeding that timeframe is provided in the case record.


The Assessment Matrix - Private, Public, Canadian, Network determines which level of assessment is required for COA’s Service Sections. The assessment elements of the Matrix can be tailored according to the needs of specific individuals or service design.
Note: When another organization is responsible for this in contract, evidence should be included as to how this information is gathered by the organization in order to appropriately place the service recipient with a caregiver.