Training Toolkit

Learn about how to use this training toolkit, the role of the HHSC CRCG team, and other resources available for CRCG leaders and members.

• CRCG Introduction

CRCGs originated with Texas Legislation passed in 1987 and continue to serve individuals and families in their communities. Learn about the history of CRCGs and about how they continually improve the lives of Texans.

• Overview of CRCGs
• CRCG Guiding Principles
• Partner Flyer (English and Spanish)
  This partner flyer explains CRCGs, their benefits, and describes how potential partners can become involved in their local CRCG.
• CRCG and Texas System of Care (TxSOC) Partner Flyer (English and Spanish)
  This flyer can be used to show how CRCGs and the TxSOC work with communities to break down barriers, identify service gaps, and find ways to improve service delivery systems for children, youth and families.

CRCGs are embedded in the policies and procedures of various programs and resources across the state. Learn about the roles and responsibilities of CRCGs within the CRCG Memorandum of Understanding (MOU), programs, and resources.

• Memorandum of Understanding The MOU is a collaborative agreement among CRCG member agencies that outlines the roles and responsibilities of local CRCGs, the HHSC CRCG team, the State CRCG Workgroup, and participating agencies and provides a framework for interagency collaboration to support children and families.
  • CRCG MOU Summary and State Partners
  • Responsibilities of CRCGs and Member Agencies

Whether establishing a new CRCG or reorganizing an existing CRCG, these resources support the creation, revival and ongoing maintenance of an effective CRCG.

• [Video] This video outlines the process of establishing a new CRCG, including identifying partners and planning and hosting an organizational meeting.
• CRCG Essential Partners Worksheet
  This worksheet helps identify and recruit organizations and individuals who are essential to CRCG membership.
• CRCG Organizational Meeting
  • Sample CRCG Organizational Meeting Invitation
    This fillable template supports outreach to local partner agencies and programs for an organizational meeting.
  • Partner flyer (English and Spanish) and brochure
    These marketing materials can help explain CRCGs to potential partners.
  • Sample CRCG Organizational Meeting Agenda
    This sample agenda provides a foundation for an organizational meeting and may be adapted for partner orientation activities.
  • CRCG Membership Survey
    This survey supports membership assessment and maintenance of an accurate CRCG roster.
• Topics to Discuss When Establishing or Reviving a CRCG
  This resource helps facilitate a discussion about community needs, organizational structure, and expectations when establishing or reviving a CRCG.
• Creating CRCG Mission Statement, Bylaws and Ground Rules
  This resource supports the development of a CRCG's mission statement, bylaws, and ground rules to strengthen organizational structure, clarify responsibilities, and promote effective collaboration.
  • CRCG Bylaws Template
    This template supports the development of CRCG bylaws and an organizational structure that promotes effective CRCG operations.
• CRCG Confidentiality Resources
  These resources support confidentiality requirements and information-sharing practices within the CRCG process. They include guidance, policies, and forms to help protect confidential information and support compliance with applicable state and federal requirements.
  • CRCG Confidentiality Policy
    This sample policy outlines confidentiality requirements, procedures, and record-management practices for local CRCGs.
  • CRCG Confidentiality Agreement
    This template agreement establishes confidentiality expectations for CRCG leaders, members, guests, and participants.
  • CRCG Consent and Release of Information
    This resource provides guidance on obtaining consent and authorization to share information through the CRCG process.

Gain a better understanding of the leadership roles a CRCG may have and how to divide responsibilities among a leadership team.

This section can also help you create a selection process and determine potential leaders.

• [Video] This video explains the importance of having a leadership structure established, reviews the tasks required to maintain your CRCG, and breaks down the different leadership roles your CRCG may have.
• Leader Roles, Leadership Selection Process, and Delegating Tasks
  • CRCG Task Delegation Worksheet Refer to this worksheet to help you delegate tasks among leaders and members based on their strengths.
• New CRCG Leader Resource List This list includes all CRCG materials and training resources available for leaders.

Having a diverse and robust membership is key to a successful CRCG. Use these tools to help you define member roles and recruit new members.

• Partner Recruiting Toolkit
  The partner recruiting toolkit is designed to help you grow your partnerships with providers and agencies in your community to increase membership at your CRCG.
  • Tips for Recruiting Members
    This tip sheet will help your CRCG reflect and identify your membership needs and identify and recruit prospective members.
  • MOU
    Using the MOU may be helpful when recruiting staff from mandated agencies to remind them of their role in CRCGs.
  • CRCG Elevator Pitch
    Use these talking points to help you spread the word about your CRCG in your local community.
  • Sample Invitation to a CRCG Meeting
  • Partner Flyer (English and Spanish)
    This partner flyer can be used to market your CRCG and recruit new members. The pdf version below is available for emailing and printing, or hard copies may be available by contacting the HHSC CRCG team.
  • CRCG and Texas System of Care (TxSOC) Partner Flyer (English and Spanish)
    This flyer can be used to show how CRCGs and the TxSOC work with communities to break down barriers, identify service gaps, and find ways to improve service delivery systems for children, youth and families.
  • Brochure
    This brochure explains CRCGs to people, helps them find their local CRCG, and allows community workers to connect people to their CRCG. The tri-fold format is in English on one side and Spanish on the other side. Hard copies of the brochure can be ordered for free from the HHS Print Product Catalog. The pdf version is available for emailing or printing in an office and contains a section where the contact information can be modified.
• Responsibilities of CRCGs and Member Agencies
  • [Video] This video provides an overview of member responsibilities including, attendance and involvement, confidentiality, release of information, and educating your agency.
  • How to be an Effective CRCG Member
    This list recommends ten things you can do to increase your effectiveness as a CRCG member.
  • The Role of Family and Peer Representatives in Your CRCG
    This resource explains what family and peer representatives are, their role in CRCGs, and how to include them in your CRCG.
• New Member Welcome Email template
  Use this template to help welcome your new CRCG members and provide them with training resources to help them understand and learn their new role. Local CRCGs may use this as a template, add other relevant information, or create their own welcome email.

Typically, CRCGs have four key steps in their process. View these tools for an overall description of these steps and refer to the other sections of this module for more details.

• The CRCG Process
• The CRCG Process Best Practices
  • Tips to Make Your CRCG Family-Driven
  • Tips to Make Your CRCG Trauma-Informed
  • Tips to Make Your CRCG Youth-Driven

• CRCG Consent and Release of Information

  CRCGs, their leaders, and members must comply with applicable state and federal laws, as well as individual agency policies. The referring entity and CRCG must have written consent and release of information from the individual, parent, or legal guardian to share information with the CRCG and members and to participate in the CRCG meeting.

• CRCG Referrals
• Referral form template and guidance (English) and (Spanish)

  This template is designed to gather the basic information needed to refer an individual or family for a CRCG staffing. Local CRCGs may use the form as a template, expand certain sections of the referral, or create their own.

• Referral Eligibility Chart [Requirements]

  Use this chart to assist with determining the appropriateness of referrals.

• Referral Best Practices

This resource provides tips from our best practice series that your CRCG can implement in your referral process and outlines factors contributing to steady referrals.

CRCG meetings can be utilized for multiple functions. Learn how to determine meeting content, prepare the referred person, and arrange meeting and staffing materials. This section also includes information for virtual meetings.

• Plan the Meeting
• Prepare the Youth, Individual, or Family
  • Referred Person and Family Preparation Checklist

    Use this checklist to ensure the person and family are fully prepared for their staffing.

  • Information for Your CRCG Meeting (English and Spanish)

    Provide this resource to the youth, individual, family, or caregiver to help outline what to expect at the staffing.

• Prepare Meeting and Staffing Materials
  • ISP template (English and Spanish)

    This form is used to record the CRCG's recommendations. Local CRCGs may use the form as a template, expand certain sections, or create their own.

  • CRCG Confidentiality Policy and CRCG Confidentiality Agreement

    Each member and guest member must have a signed confidentiality agreement on file prior to attending any staffings.

  • Data tracking worksheet

    This document streamlines the data tracking and entry process. It is best to use one worksheet for all staffings throughout the month. At the end of the month, total the tallies for each section and input the numbers into the data collection system. Review this pre-filled example for guidance.

  • Meeting and staffing materials checklist

    Use this checklist to ensure that you have all the appropriate materials prepared for the meeting.

  • Sample CRCG meeting agenda

    You may use this sample agenda as a basis for your CRCG meetings. The times are suggested and may or may not be included on the distributed version. It might be helpful for the Chair to estimate the time needed for each item to keep the meeting on task. Some CRCGs establish time limits for each agenda item and appoint a timekeeper for this purpose.

  • Virtual meetings tip sheet

    If your meeting will be on conducted on a virtual platform, utilize these tips to help prepare you and your members for the meeting.

To have a productive CRCG meeting, meeting facilitators must manage the meeting and ensure that the staffing process runs smoothly. Learn about how to effectively manage a CRCG meeting and best practices for hosting a staffing.

• Purpose of CRCG Meetings
• Manage the Meeting
• Conduct the Staffing
  • Sample staffing agenda
  • Individual Service Plan (ISP) template (English and Spanish)

    Local CRCGs create Individual Service Plans (ISP) in partnership with the people they serve and provide a copy to them at the end of a meeting. Local CRCGs may use this form as their individual service plan, adapt it to meet their needs, or create their own.

• Reflect on the Meeting

Following up with the individual and family and the involved entities after the staffing is a critical step in the CRCG process. When an ISP is built, next action steps or tasks are assigned and the CRCG should ensure that follow through happens on both sides. Learn about how to effectively follow up after the individual service plan is built.

• Follow Up with the Individual or Family
  • Post-Staffing Follow Up Checklist

    This checklist provides questions to ask the individual or family at their follow up check-ins and to help ensure that involved entities are fulfilling their action steps.

• Follow Up with Involved Entities

CRCGs are encouraged to regularly evaluate their CRCG for areas of improvement. Learn about how evaluation can help you CRCG.

• CRCG Continuous Quality Improvement
• CLAS Crosswalk for Engaging Youth and Families of Color

There may be situations where disputes arise within your CRCG. Consult with these techniques to help you manage conflict.

• Dispute Resolution