Quick Guide to CWS/CMS
Release 6.4 Changes
Central CA Training Academy
Terry Luna, CWS/CMS Training Project Coordinator
559-278-5757
terril@csufresno.edu
Central CA Training Academy
August 2010
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Quick Guide to 6.4 Changes
Changes in Referrals
 Agency Responsible for Referral
 Client Disposition
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Changes in the Client Notebook
 Race & Ethnicity – ID pg
 Adjudicated Delinquent – Demographic pg
 Special Immigrant Juvenile Status – Demog pg
 SSI Application Tracking – AFDC-FC pg
 FS Application – AFDC-FC pg
 Family Finding Efforts – Related Clients pg
 Family Finding Efforts Log
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Page 5
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Collaterals
 Search Log in Collateral
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Service Provider Search
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Contact
 Associated Services
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Education Notebook
Page 10
Changes in Adoptions
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Navigational Tool – NYTD
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Updating Closed Cases & Referrals
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Central CA Training Academy
August 2010
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Changes in Referral:
Agency Responsible for Referral:
A new field added to the
ID page gives the ability
to select the agency that
is responsible for the
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.
Central CA Training Academy
August 2010
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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.
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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).
Central CA Training Academy
August 2010
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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.
This grid has been
added to allow tracking
of the Screening,
Assessment and
Application for SSI for a
youth at least 16 ½ and
not older than 17 ½ .
This will insure that if
the youth is eligible,
benefits will begin as
soon as AFDC-FC is
terminated upon
emancipation.
Central CA Training Academy
August 2010
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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.
Central CA Training Academy
August 2010
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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.
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August 2010
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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’.
Central CA Training Academy
August 2010
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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.
Service Provider Categories:
Audiologist
Counselor
Court Ordered Evaluator
Dental Dietician
Family Finder
Family Preservation
FFA – Social Worker
Group Home Staff
ICPC – Social Worker
ILP Provider
Medical
Medical Specialist
Mental Health Physician
Mental Health Therapist
Other Non-CWS Social Worker
Parenting/In Home Services
Paternity Testing
Physical Therapist (PTO/OT)
Public Health Nurse
Respite Care/Day Care
Special Education
Substance Abuse
(Counselor/Testing)
Wraparound Provider
‘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.
Central CA Training Academy
August 2010
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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:
A new field added to allow the entry of
more detail regarding special education
instruction received for a child.
2 additional fields added to indicate
whether a child has attended college or
postsecondary education/vocational
training.
Central CA Training Academy
August 2010
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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.
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August 2010
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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.
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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.
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August 2010
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