Evaluated out Referral

Quick Guide to CWS/CMS

Release 6.4 Changes

Central CA Training Academy

Terry Luna, CWS/CMS Training Project Coordinator

559-278-5757

Quick Guide to 6.4 Changes

Changes in Referrals

· Agency Responsible for Referral Page 3

· Client Disposition Page 3

Changes in the Client Notebook

· Race & Ethnicity – ID pg Page 4

· Adjudicated Delinquent – Demographic pg Page 4

· Special Immigrant Juvenile Status – Demog pg Page 5

· SSI Application Tracking – AFDC-FC pg Page 5

· FS Application – AFDC-FC pg Page 6

· Family Finding Efforts – Related Clients pg Page 6

· Family Finding Efforts Log Page 7

Collaterals Page 7-8

· Search Log in Collateral Page 8

Service Provider Search Page 9

Contact

· Associated Services Page 10

Education Notebook Page 10

Changes in Adoptions Page 11

Navigational Tool – NYTD Page 11-12

Updating Closed Cases & Referrals Page 12

Changes in Referral:

Agency Responsible for Referral:

Client Disposition:

New choices have been added to allow the ability to open a Non Child Welfare Services Case. This will primarily be used by Probation staff to open a case for probation-supervised children.

Changes in the Client Notebook:

ID Page of the Client Notebook:

Race/Ethnicity section has been updated to provide consistent data on race and ethnicity throughout the Federal Government. AFCARS fields (green) are reported to the Federal Government twice a year.

The categories represent a social-political construct designed for collecting data on the race and ethnicity of broad populations groups in this country, and are not anthropologically or scientifically based.

· All federally recognized races are indicated with an asterisk*.

· Self-identification should be facilitated to the greatest extent possible.

· One or more categories may be selected to identify mixed racial heritage.

· “Unable to Determine” and “Declines to State” have been added as values.

· If “Unable to Determine” is chosen, a reason why will become Mandatory.

· This same grid is also available in the Placement Home to indicate race/ethnicity for Substitute Care Providers.

Demographic Page:

A new NYTD (National Youth in Transition Database) field has been added for determination if child is or was adjudged delinquent (whether a court has found that the youth has committed an act of delinquency).

Special Immigrant Juvenile Status: Demographic Page

This grid has been added to track Special Immigrant Juvenile Status (SIJS) application efforts made on behalf of a child declared a dependent of the juvenile court and the items collected for the application packet.

SSI: Screening and Application for Foster Youth - AFDC FC Page

All youth in FC and nearing emancipation will be screened for potential SSI eligibility. Screening shall occur when the youth is at least 16 ½ and prior to 17 ½ years old.

AFDC-FC Page:

A new field has been added to allow the worker to document that an application for Food Stamps has been made for youth prior to exiting Foster Care.

Related Clients Page:

Recording Family Finding Efforts:

A new grid has been added to the Related Clients page that will allow the worker to document tracking and identification of individuals who are important in the life of a child. AB 1412 requires the SW to ask every child who is 10 years or older and in placement for 6 months or longer to identify any individuals other than siblings who are important to the child.

This effort can be documented in the Child’s Client Notebook – Related Clients page.

This same grid can be found in the Collateral Notebook - if the significant individual has been entered as a Collateral.

Family Finding Efforts Log

A report can be generated that will list all clients and collaterals that have been identified as potential candidates for having a lifelong connection to a child.

FILE – PRINT REPORT

Select: Family Finding Efforts Log

Creating a Collateral Notebook using an Existing Substitute Care Provider:

In order to support recording a lifelong connection with a Foster Parent or SCP, it is necessary to create that individual as a Collateral.

A ‘copy’ feature has been added once the worker chooses Create New Collateral.

After clicking on the Copy SCP Info button, this dialogue box will appear that lists names of Substitute Care providers based on the child’s placement history.

Select the Care Provider from the list, and the individual’s name and address will populate to the ID and Address page of the Collateral.

You can then record the lifelong connection information on the Related Clients page of this collateral.

A Search Log page is also available that allows you to record all the places that this individual has been searched for and the results of the search. This is the same search log page as is in the Client notebook. This page can be used for all clients and collaterals now – not just for ‘whereabouts unknown parents’.

Service Provider Search:
Has been expanded to provide more criteria to search by. Service Provider Category, City and Zip Code have been added.

A message will appear telling the user if the total number

of search results is greater than 50. That will allow the

worker to put in additional clarifying details to narrow the

search.

‘Create New Service Provider’ can still be used when

you are unable to find the Service Provider in a search.

When creating a New Service provider – these same categories can be used to identify the provider.

Associated Services Page of the Contact Notebook:

The Substitute Care Provider has been added as an individual that can provide a service to a child. This feature has been added to the Case Plan also.

Education Notebook:

Adoption Changes:

Adoptive Placement Notebook – AAP Agreements Page

Under the ‘Wraparound Services’ section, the Adoptive Parent or SCP has been added to show these individuals can be considered the provider of certain services.

Navigation Tool – for NYTD – National Youth in Transition Database

Choice has been updated to ‘Federal Reporting’

There are 2 choices for Federal Reporting: AFCARS & NYTD.

The AFCARS tool has not been changed in terms of functionality.

The NYTD tool is new, and works the same way as all the Navigational Tools.

NYTD – Tool

As usual, GREEN indicates a field that is not completed. By using the ‘open folder’ icon – you can drill into the notebook where the information must be entered.

Closed Cases & Referrals:

The NYTD regulations now require certain data to be entered on youth through age 21. This will require the ability to enter data into closed cases and referrals.

· Anyone with the Closed Case/Referral Update privilege will be able to update/create Contacts, Education, Collateral and Service Provider Notebooks.

· In closed Adoptions cases, users with Adoptions privilege and a primary assignment to the case, will be able to update/create Contact and Education Notebooks.

Central CA Training Academy

August 2010