Quick Guide to CWS/CMS Release 7.4 Changes

Effective May 21, 2016

Central CA Training AcademyTerry Luna, CWS/CMS Training Project Coordinator

559-278-5757terril@csufresno.edu

0Central CA Training Academy May 5, 2016

Quick Guide to Release 7.4 Changes

Education Notebook 2-5

SB 528: Parenting Minor and Nonminor Dependents 6-7

Duration of Placement under 24 hours 8-9

Create Service Provider - New Privilege 10

Commercially Sexually Exploited Children (CSEC) 11-15

Address Standardization 16

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Changes in the Education Notebook:

On the Enrollment Page of the Education Notebook, a new field has been added to record the name of the child’s Court Appointed Education Representative (CAER).

You can select the type of relationship of the CAER to the child.

The comment section will always be available, but if you choose ‘other’ it will be mandatory.

If parental rights have been limited by the Court, check the box. This will also populate to the Demographic page of the child’s Client Notebook.

This checkbox regarding ‘reduced price meal program’ has been added to the Enrollment Information page and will populate to the HEP.

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Current School Area section on the Enrollment Info Page:

When you choose “Graduated” from the Reason Child Left School, a new drop down menu has been added to choose what type of school the youth has graduated from and the method:

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High School

College

Vocational/Trade School

Choosing ‘other’ in any category will make the comment section mandatory.

When you choose graduated and select High School, this box will automatically be checked.

Graduation Type and Method have been added to the

HEP

Grade Level Information Page:

2 new values have been added to the Information Type menu to allow worker to document testing for youth:

CAHSEE (California High School Exit Examination)

Standardized Testing

The Exam Results field will be enabled once the user has selected CAHSEE.

Entering results is not mandatory.

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Exam Results will populate to

the HEP

A new checkbox indicating that Tutoring has been delivered to the youth has been added to the Education Notebook:

The check box will populate to the grade based on the time frame it was delivered in.

A Delivered Service of Tutoring must be recorded in the Contact Notebook so that it will populate to the Education Notebook:

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Received Tutoring will

populate to the HEP

SB 528: Parenting Minor and Nonminor Dependents

This bill requires data collection on a quarterly basis by county: Total number of parenting minor and nonminor dependents Age Ethnicity Placement Type Time in Care Number of children they have Whether their children are court dependents

Client Notebook:

On the ID page of the Client NB, you can check whether the individual is a Minor or NMD Parent.

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If the relationship for the Minor/NMD parent to the child has not been entered on the ‘Related Clients’ page, this message will appear to remind you and you will be returned to the ID page of the Client.

Placement Notebook:

Checkbox:

Client is a Minor/NMD Parent (enter on ID page of Client Notebook)

Active Confidential Placement (enter on ID page of Client Notebook)

Child is Placed with this Minor/NMD Parent - When user checks this box, the Count of Children box becomes mandatory.

These new check boxes will be available in Placement and Non Foster Care notebooks.

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Placement:

Ability to capture whether duration of placement episode is less than 24 hours.

When a Placement Episode is ended, the end date will be compared to the child’s removal date to calculate whether the episode is less than 24 hours.

VS

If the Removal Date is the same date as the Episode End Date, a YES will automatically be entered in ‘Placement Episode Less than 24 Hours’ field.

If the Episode End Date is one day greater than the Removal Date, you will get this message:

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When you see the message, the user will have to decide whether the placement episode was less than 24 hours and say Yes or No in the GREEN field. ‘No’ will automatically populate if the Episode End Date is greater than one day of the Removal Date.

This new data field: Placement Episode Less than 24 Hours is available in Placement and Non Foster Care placement notebooks.

Because this new field is GREEN (AFCARS), it has also been added to the AFCARS Federal Reporting Tool.

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Creating Service Providers:

Due to the number of duplicated Service Providers in the database, a special privilege is now required to create a New Service Provider.

The plus + under the Service Provider notebook has been disabled for any user that does not have the privilege Create Service Provider.

If a user with this privilege attempts to create a new Service Provider, they will be prompted to search first. From the search results window, they will be able to create a provider if it was not found in the database.

This privilege must be added to the user’s Staff Rights page in Resource Management.

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Commercially Sexually Exploited Children (CSEC)

A new grid has been added to the client notebook to document children or youth who are, or are at risk of being, commercially sexually exploited.

Definition: Social Security Act 471(a)(9)(C)(i)(I) “any child or youth over whom the State agency has responsibility for placement, care, or supervision and who the State has reasonable cause to believe is, or is at risk of being, a sex trafficking victim (including children for whom a Sate child welfare agency has an open case file but who have not been removed from the home, children who have run away from foster care and who have not attained 18 years of age or such older age as the State has elected under Section 475(8) of this Act, and youth who are not in foster care but are receiving services under Section 477 of this Act.

Values added: At Risk Victim before Foster Care Victim during Foster Care Victim in Open Case not in Foster Care Victim While Absent from Placement Victim with Closed Case, Rcv ILP Services

You can update this grid in a closed case if you have ‘closed case/referral update’ privilege.

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If you originally entered At Risk – and subsequently the child is a Victim, you must end date the At Risk row when the child became a victim.

When using ‘Victim while Absent from Placement’, you must enter the end date: because you are receiving that information once the child returns.

CSEC information will be displayed as you search for a client and bring up their ‘Client Abstract’.

Cases that have CSEC special projects recorded, will automatically copy over to the CSEC grid in the Client Notebook, unless they have overlapping dates. Those will be identified on an exception report.

If you try to Merge clients that have overlapping CSEC dates, you will get a message that prohibits you from merging until you correct the overlapping dates.

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CSEC documentation for Referrals:

The 2 allegations where CSEC subcategories will be found are:

Exploitation General Neglect

The subcategories will be available when the user substantiates an allegation.

Exploitation Categories:

Child Porno, Knowledg/Involvmnt of Parnt, and Selling/Offering to Sell Child have been disabled and have been replaced with: Commercial Sexual Exploitation

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General Neglect categories:

CSEC: the new value is ‘Fail/Unable to Protect from CSE’

If worker has not updated the CSEC grid for the client, this message will appear in Red once the allegation has been substantiated. You will not be able to Save to Database until CSEC data is entered.

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Commercial Sexual Exploitation, and Fail/Unable to Protect from CSE will prompt the Intervention Reason of Exploitation when the case is opened.

When one of the CSEC allegations has been substantiated, you will see this message to remind you to update the CSEC grid in the individual’s client notebook. If the grid showed the client as ‘At Risk’, the ‘At Risk’ selection should be end dated, and the current CSEC status of Victim should be recorded.

To update the CSEC grid, open the child’s Client Notebook, and this grid will be found on the ID page.

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Address Standardization:

A new automatic process for standardizing addresses will be implemented in this release. Addresses will be standardized based on United States Post Office standards. It will be transparent to the users and will be run on a regular basis.

Most addresses throughout the CWS/CMS application will be standardized with the exception of:

Dept of Education supplied addresses for Education Providers LIS Placement Homes & Payee LA Payee Addresses

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