Adoptions Training Curriculum - Bay Area Academybayareaacademy.org/.../05/CWS-CMS-Adoptions-v7.4.d… · Web viewIt is a Microsoft Word document that populates with many data elements

Adoptions

Rev: 05/2016 (7.4)

Table of ContentsCWS/CMS ADOPTIONS CLASS INTRODUCTION.................................................................................................................................................................3CWS/CMS TRAINING MODULE CONVENTIONS.................................................................................................................................................................4INITIAL ADOPTION SERVICES IN CWS/CMS.......................................................................................................................................................................5

SKILL BUILDING EXERCISE: INITIAL ADOPTION CASE................................................................................................................................................................7INITIAL REQUIREMENTS FOR ADOPTION SERVICES.....................................................................................................................................................................9DEFINING A CASE AS AN ADOPTION SERVICES CASE...............................................................................................................................................................10STARTING THE CLIENT SERVICES APPLICATION.......................................................................................................................................................................10REVIEWING A CASE FOR ADOPTION SERVICES.........................................................................................................................................................................11REVIEWING CASE HISTORY.......................................................................................................................................................................................................13PERMANENCY PLANNING/ADOPTION ASSESSMENT..................................................................................................................................................................17RECORDING INITIAL ADOPTION INFORMATION.........................................................................................................................................................................22FAMILY INFORMATION NOTEBOOK............................................................................................................................................................................................25GENERATING THE AD 90 AND AD 551A..................................................................................................................................................................................29

HOME STUDY...............................................................................................................................................................................................................................35SKILL BUILDING EXERCISE: HOME STUDY...............................................................................................................................................................................36OPEN RESOURCE MANAGEMENT...............................................................................................................................................................................................36CREATE A NEW HOME STUDY NOTEBOOK...............................................................................................................................................................................37INITIAL HOME STUDY INFORMATION........................................................................................................................................................................................40HOME STUDY APPROVAL..........................................................................................................................................................................................................44

ADOPTIVE PLACEMENT..........................................................................................................................................................................................................51OPENING A CASE FOR ADOPTION SERVICES.............................................................................................................................................................................52SEARCHING FOR A PLACEMENT FACILITY MATCH...................................................................................................................................................................53CREATING AN ADOPTIVE PLACEMENT NOTEBOOK...................................................................................................................................................................58ENDING THE FOSTER CARE PLACEMENT...................................................................................................................................................................................62BACKGROUND INFORMATION....................................................................................................................................................................................................66RECORDING AAP ELIGIBILITY INFORMATION IN THE CLIENT NOTEBOOK...............................................................................................................................67RECORDING AAP INTAKE INFORMATION IN THE ADOPTIVE PLACEMENT NOTEBOOK.............................................................................................................70GENERATING ADOPTION REPORTS............................................................................................................................................................................................74

FINALIZATION AND CLOSURE..............................................................................................................................................................................................78SKILL BUILDING EXERCISE: FINALIZATION AND CLOSURE......................................................................................................................................................79OPENING A CASE FOR ADOPTION SERVICES.............................................................................................................................................................................80OPEN THE ADOPTIVE PLACEMENT NOTEBOOK.........................................................................................................................................................................81ENTER AD42R INFORMATION...................................................................................................................................................................................................82AD42R NAVIGATION TOOL......................................................................................................................................................................................................84ENTER FINALIZATION INFORMATION........................................................................................................................................................................................93ENDING AN OPEN PLACEMENT EPISODE...................................................................................................................................................................................96FEDERAL REPORTING NAVIGATION TOOL - AFCARS..............................................................................................................................................................98

Rev 05/2016 Adoptions Student Guide

CLOSE CASE............................................................................................................................................................................................................................104OTHER IMPORTANT ADOPTION INFORMATION..........................................................................................................................................................113

AAP RECERTIFICATION...........................................................................................................................................................................................................113SKILL BUILDING EXERCISE: AAP RECERTIFICATION.............................................................................................................................................................114OPENING A CASE FOR ADOPTION SERVICES...........................................................................................................................................................................115OPEN THE ADOPTIVE PLACEMENT NOTEBOOK.......................................................................................................................................................................116ENTER RECERTIFICATION INFORMATION................................................................................................................................................................................117

OTHER IMPORTANT ADOPTION INFORMATION (CONTINUED)..............................................................................................................................119UPDATING THE STATUS OF A HOME STUDY...........................................................................................................................................................................120HOW TO END ADOPTION SERVICES IF DATA DOES NOT EXIST ON ADOPTION PAGES.............................................................................................................127HOW TO END ADOPTION SERVICES IF DATA HAS BEEN ENTERED ON THE ADOPTION PAGES................................................................................................131HOW TO REINITIATE ADOPTION SERVICES IF AN ADOPTION SERVICES END DATE EXISTS...................................................................................................135HOW TO END ADOPTION SERVICES IF AN ADOPTIVE PLACEMENT NOTEBOOK EXISTS.........................................................................................................137HOW TO END AN ADOPTION CASE AFTER THE CHILD TURNS 18 OR 21..................................................................................................................................143CWS/CMS ADOPTION COURSE REVIEW................................................................................................................................................................................148


CWS/CMS Adoptions Class Introduction

Course Overview

The intent of this class is to provide instruction on the numerous features available for adoption cases in the Child Welfare Services/Case Management System (CWS/CMS). Adoption components were not a part of the original release of CWS/CMS, but were integrated later as a “sub-system”. Because there are special confidentiality issues surrounding adoption-related information, access to adoption areas is restricted to users with a special privilege and is not available to all CWS/CMS users. For adoption staff, CWS/CMS supports the recording of milestone dates and other important information, as well as generating documents and reports that populate with case and client information.

Currently, CWS/CMS covers the adoption process from the initial assessment of a child’s suitability for adoption to documenting post-adoption AAP services. The purpose of this class is to take the CWS/CMS user through these areas in a manner similar to the progress of an adoption case. Although there are many steps that an adoption worker performs in the adoption process that are not addressed here (and recognizing differences in state or county practices), we will focus on a thorough understanding of the functions CWS/CMS provides.

Course Organization

The class is organized into separate sections that represent different phases in the adoption process. This class includes:

Initial Adoption Services in CWS/CMS Recording AAP Intake Information

Termination of Parental Rights Finalization and Closure

Home Study AAP Recertification

Making an Adoptive Placement Other Important Adoption Information

Rev: 05/2016 Adoptions Student Guide3

CWS/CMS Training Module Conventions

Section Purpose and Organization

Sections represent separate phases in the adoption process. They are business process oriented, and include text descriptions of CWS/CMS features, specific steps to be undertaken, as well as additional notes with important information.

Each section contains, in order, the following:

A skill building exercise to be used in conjunction with the Scenario Manager application

M07_S01 – Adoptions – (Part 1) Initial Adoption Services.arc

M07_S02 – Adoptions – (Part 2) Home Study.arc

M07_S03 – Adoptions – (Part 3) Adoption Placement.arc

M07_S04 – Adoptions – (Part 4) Finalization & Closure.arc

M07_S05 – Adoptions – (Part 5) Updating Records.arc

M07_S06 – Adoptions – (Part 6) End Adoption Services.arc

A list of objectives for the Client Service application

A summary of the module

Rev: 05/2016 Adoptions Student Guide

Disclaimer: The dates presented in this student guide and in the accompanying screen shots may need to be adjusted at the user’s discretion to avoid conflicting with dates in scenario manager.

4

Initial Adoption Services in CWS/CMS

Introduction

This section introduces students to adoption services in CWS/CMS. Due to the special confidentiality considerations required of adoption cases, there are specific requirements of adoption workers and adoption cases in CWS/CMS. This section will cover the basic case prerequisites and beginning steps taken by adoption workers when using the application.

Prior to a child being adopted, the parental rights of his/her birth parents must be terminated (e.g., by WIC 366.26 proceedings). (NOTE: In the CWS/CMS application you cannot terminate parental rights unless the Paternity Finding page has been completed. Documentation of the termination of parental rights is sent to the State for acknowledgment and confirmation of the child’s status as free for adoption. This section will walk you through the process of recording the termination of parental rights, requesting from the State confirmation of a child’s freed status, and recording that confirmation.)

Objectives

After completing this section, you will be able to do the following:

Understand the initial requirements for entering information related to adoption services

Define a case as an adoption services case in CWS/CMS

Use the Case/Referral Overview Tool to review a client’s case history

Review or create a Permanency Planning Adoption Assessment document

Record initial adoption referral information on the Adoption Info page of the Client notebook

Use the Federal Navigation Tool AD42R to assure all required adoption data elements have been completed to meet federal statistical reporting requirements

Complete the Parental Rights page of the Family Information notebook after parental rights have been terminated

Generate the AD 90 and AD 551A – Request for Acknowledgement and Confirmation of Receipt and Notification of Procedure in Lieu of Signing reports to send to the State

Initial Adoption Services in CWS/CMS (continued)

Record child freed status and prior adoption history on the Demog page of the Client notebook


Record the confirmation of child’s freed status on the Adoption Info page of the Client notebook


Skill Building Exercise: Initial Adoption Case

Scenario Manager File: M07_S01 – Adoptions – (Part 1) Initial Adoption Services.arc User ID = WALLACGPassword = $Good2go

Background Information

Child Protective Services (CPS) involvement with the C Family began June 1, 2012 when Robert P, their neighbor and landlord, called CPS to report that the two children living next door to him, Joshua and Cassandra C, were abandoned by their parents, James and Melinda C. He said the parents had been very drunk the night before, and mentioned to him that they were wanted by law enforcement.

The next morning he found a note on his door telling him that the children were next door, alone. He said that the children’s two parents had left the State during the middle of the night. Both children were cold and hungry. There were bruises on their arms and legs. Robert P provided the note from the parents that said they can’t take care of their children anymore and asked if he could find them another home. When Joshua was asked how they got all the bruises on their arms and legs, he said, “Daddy hits us when he gets mad and he wants us to be quiet”.

Both children were placed in foster care, and cases were opened for them. Attempts were made to locate the parents and provide services to them. The parents could not be located until law enforcement found Melinda C’s body on June 30, 2012. Melinda and James C had a history of drug use, possession charges, and family violence. James is now in Folsom Prison (for life) for killing Melinda in a drug-crazed rage. It was his third strike due to many prior drug related offenses.

The children are currently living in the Stanley and Stella B Foster Home. The foster parents, Stanley and Stella B, are interested in adopting both Cassandra and Joshua. You have been assigned their cases for adoption services.

Even though the situation calls for adoptions services on both children, during the class exercises we will only focus on recording information that is necessary to move just Cassandra C through the adoption process and complete an adoption in CWS/CMS.

One of the first things you will do when assigned a case is to review it. The instructor will lead you through a thorough review of the Cassandra C case. After reviewing the case, we will create the permanency planning adoption assessment, and record the adoption referral date.

Paternity Finding

We will record the results of paternity testing results received on 8/18/2012. A Paternity Finding was established for James C as the presumed father in Sacramento Juvenile Court on 8/1/2012.


Skill Building Exercise: Initial Adoption Case (continued)

Termination of Parental Rights

You will be entering information about the termination of James C’s parental rights via a WIC 366.26 hearing. His parental rights were terminated on August 30, 2012 in Sacramento Juvenile Court.

You will generate the AD 90 and AD 551A reports for Cassandra C to send to the State (along with any other required documents) in order to receive confirmation that she is free for adoption.

When you receive confirmation from the State, you will enter the state-assigned ADA number for Cassandra in her Client notebook. You will also have the opportunity to enter, and validate information about her birth parents, specifically, the date she last resided with her birth parents (June 1, 2012), the fact that when she was born her mother was married, and the highest grade levels achieved by her mother (11th grade) and father (12th grade).


Initial Requirements for Adoption Services

Introduction

Due to the special confidentiality requirements of adoption cases, there are some designated areas within a child’s case that can be accessed only by adoption workers. Before adoption information can be recorded in CWS/CMS, two things must have occurred:

The child’s case must be marked for adoption services

The appropriate ‘adoptions’ privileges must be assigned to the worker’s user ID

Adoption Case Requirements

An intervention reason of ‘Adoption Services’ must be recorded in a child’s case before adoption related fields become available for review. This field is located on the ID page of the Case Information notebook. Cases are usually marked for adoption services before or near the time an adoption worker is given secondary assignment to a case.

Adoption Related Privileges

In order to view or edit adoption case information, there is an ‘Adoptions’ privilege that must be linked to your user ID. This privilege allows you to view pages and fields in the application that are specific to adoption. If you do not have adoption privilege, you may be able to view some case information, but you will not be able to view or edit adoption related fields. For the purposes of this training, you will be an adoption worker with the proper authorities and privileges already assigned to your User ID.

In general, the minimum privileges that should be assigned to an adoption worker include:

Adoptions

CWS Case Management System

Resource Management

Resource Management Placement Facility Maintenance

County License Case Management


Defining a Case as an Adoption Services Case

For the purposes of the CWS/CMS application, a case is considered to be an adoption case if one of the Interventions Reasons (as entered on the ID page of the Case Info notebook) is ‘Adoption Services’. We will open a case, and review this in the CWS/CMS application.

Starting the Client Services Application

To start the CWS/CMS Control Panel and the Client Services application, follow these steps:

1. From the Windows desktop, double-click the CWS/CMS icon.

2. In the CWS/CMS Control Panel logon window, (A) verify your User ID, (B) type your password, and (C) click the OK button.


Figure – A_001

Figure – A_002

A

BC

10

Reviewing a Case for Adoption Services

3. From the CWS/CMS Control Panel, (A) click the Client Services application icon.

4. Complete the following steps to open the case, (A) click the Open Existing Case Folder, (B) select the desired case, and (C) click the OK button. After the case has been retrieved from the database, (D) click Yes to indicate that you would like to open this case.


A

Figure – A_004Figure – A_005

B

A

B

Figure – A_003

Figure – A_006

In Production Only

A

B

C

D

11

Reviewing a Case for Adoption Services (continued)

5. The case will open to the ID page. Check to verify that “Adoption Services” is recorded as an (A) Intervention Reason.


Figure – A_007

A

SEARCH/MERGE:Complete a thorough search for any duplicate clients.

WARNING: You cannot merge duplicate clients after Adoption Services is entered as an Intervention Reason.

12

Reviewing Case History

CWS/CMS enables child welfare workers to access prior abuse or neglect history of families throughout California. With access to this information, adoption workers can gain access to information helpful in making decisions for the well being of a child. Case history is easily accessed for review and/or editing in the application. An adoption worker will generally be assigned secondary assignment to a case at the beginning of the adoption process. A review of case history is common at that time.

One quick way to review the key data elements in a case is by using the Case/Referral Navigation Tool. The navigation tool can help you record or edit information.

6. To access this tool, (A) select the “Start Navigation Tools” command in the Toolz drop-down menu or (A) click the Toolz icon.


Figure – A_008

A

13

Reviewing Case History (continued)

7. (A) Select the Case/Referral Overview tool, and (B) click the OK button.

8. Since you have already opened the case, (A) select ‘This Case’ to open the Navigation Tool.


Figure – A_009

Figure – A_010

A

A B

14

Reviewing Case History (continued)

9. To view information about the case, (A) click one of the option buttons in the Select Subject to View. Verify all known fields have been completed.


A

Figure – A_011

To enter data:This navigation tool can also help you navigate to the correct notebook and page to complete missing information. By clicking the small yellow folder icon to the right of the data element, the tool automatically takes you to the place to fill in the missing data.

15

10. When you are finished viewing the Case/Referral Overview Tool screen, (A) select Exit from the File drop-down menu. (B) Select Yes to end the Case/Referral Overview Tool.


Figure – A_013

A

Figure – A_012

B

16

Permanency Planning/Adoption Assessment

The Permanency Planning/Adoption Assessment document is used to assess the child's suitability for adoption planning. It is a Microsoft Word document that populates with many data elements from CWS/CMS.

In CWS/CMS, the Permanency Planning/Adoption Assessment is a case plan document. It is created at the time the social worker determines it is appropriate for the child’s circumstances. However, you will not be able to create the document unless you have an existing case plan (of any approval status). The document contains data that is useful in assessing a child's suitability for adoption planning. In addition to information that populates from notebooks, e.g., birth mother's name and presumed father's address, it includes narrative sections in which you can describe efforts to locate parents, visitation considerations, the child's needs, the likelihood of adoption, and information about prospective adoptive parents or legal guardians.

Perform the following steps to open a Permanency Planning Adoption Assessment document for review.

1. In the Case Management Section (green button), (A) click the Open Existing Document-Case Plan notebook.


Figure – A_014

A

17

Permanency Planning/Adoption Assessment (continued)

2. In the Open Notebook dialog box, (A) click the In Effect Case Plan to make sure a document has not been generated.

3. Create one by (B) clicking New in the Open Notebook dialog box. (C) Select Permanency Planning/Adoption Assessment in the box that appears, and (D) click the OK button.


Open an existing Permanency Planning/Adoption Assessment:If a document has already been generated, select the Permanency Planning/Adoption Assessment document and click OK. Microsoft Word will automatically open the document for your review.

Mapped Document:Refer to the Permanency Planning/Adoption Assessment document. The mapped document specifies the fields that are populated by CWS/CMS and where the data comes from in the application.

Figure – A_015

A

B

Figure – A_016

Mapped Documents:Mapped Documents are located on the CWS/CMS Online Training Center, New User Curriculum, Adoptions section @ http://www.hwcws.cahwnet.gov/Training2/default.asp

C

D

18


4. (A) Select this Case Plan. (B) and click the OK button. (C) From the drop-down menu highlight child’s name and (D) click the OK button. Word will open, and generate a populated document for you. You will need to complete the narrative sections. After you have finished reviewing the document, close the document and minimize Word.


B

Figure – A_017

Figure – A_018

A

C

D

19


5. Permanency Planning/Adoption Assessment Dialog 1 box will appear listing all fathers in the case. (A) Highlight each father and select the legal status for each father and click OK button, (B) choose the appropriate radio buttons in the Permanency Planning/Adoption Assessment Dialog 2 box and (C) click the OK button.


Figure – A_019

Figure – A_020

A

B

C

20


6. When Microsoft Word has generated the document, (A) review information, (B) print or save, if applicable, and (C) close.


BC

A

Figure – A_021

21

Recording Initial Adoption Information

There are some simple steps to follow in order to enter initial adoption information into a case. The Client notebook contains two specific adoption pages. They are the Adoption Information and AAP Eligibility pages. You will begin by recording the Adoption Referral Date on the Adoption Information page of the Client notebook. We will come back to the AAP Eligibility page later.

1. In the Client Management Section (blue button), (A) click the Open Existing Client notebook. In the Open Notebook dialog box, (B) select the appropriate Case, (C) select the child client’s name, and (D) click the OK button. This will open the Client notebook.


Figure – A_023

Figure – A_022

A

B

C

D

22

Recording Initial Adoption Information (continued)

2. (A) Select the Adoption Info page tab. If you do not see the Adoption Info page tab, you may need to use the (B) navigation arrows.


ANavigation arrows:Depending on your screen settings, you may or may not see the Adoption Info and AAP Eligibility pages when you first open the Client notebook. If you can’t see them, use the navigation arrows to the right of the page tabs to find the Adoption Info page.

B

Figure – A_024

23

Recording Initial Adoption Information (continued)

3. Use the Adoption Info page to enter or view information about an adoptive child client. Begin by completing the (A) Adoption Referral Date field. Completing this field will enable you to enter other information related to adoption into CWS/CMS. Complete all mandatory and known fields. (B) When complete, click the Open Existing Family Information notebook. (C) Select the desired record and (D) click the OK button.


Adoption Information Page: This page is not available unless all the following conditions are met: You have Adoptions

privilege as set up in the Resource Management application (linked to your User ID)

The Client notebook is in a Case folder (rather than a Referral)

The ‘Intervention Reason’ (Case Info notebook, ID page) is Adoption Services.

The Client notebook is for the case focus child.

Adoption Referral Date:You must enter this date before you will be able to enter AAP Eligibility or Adoptive Placement information.

A

B

Figure – A_025

Figure – A_026

C

D

Family Information notebook:You cannot create a new Family Information notebook in CWS/CMS; it is generated automatically in each child’s case.

24

Family Information notebook

1. (A) Record all paternity testing and findings on this page. The Paternity Finding page must be completed before parental rights can be terminated. (B) Click on the Parental Rights page tab.


Figure – A_027

A

B

25

Family Information Notebook (continued)

2. (A) Click the “+” in the Parental Rights Terminated grid to open the Select Parent Parental Rights dialog box, (B) select the names of the child’s parents, and (C) click the OK button. (D) Highlight a row in the grid, and (E) complete the Effective Date. (F) Record the Voluntary or Court Ordered Termination information, including Type (which is a mandatory field). (G) Then complete other fields as they apply (e.g., Court Location and Court Case Number fields, or Parent’s Competency information).


Termination:If ‘Voluntary’ is selected, the ‘Parent’s Competency was Determined by’ field will be enabled.If ‘Court Ordered’ is selected, Court Location and Court Case Number (10-characters) become mandatory.

Parent’s Competency was Determined by:If ‘Professional Certification’ is selected, ‘Exam Date’ and ‘Name of Professional’ become mandatory.

Comment:The ‘Comment’ text field has space for 100 characters of text specific to each parent (entries coincide with each parent’s row).

Figure – A_028

AD

E F

G

Figure – A_029

B

C

26


3. (A) Click the other row(s) of the grid to complete all information for each parent separately. Complete the (B) Effective Date, (C) Termination Type, and (D) other fields that apply.


Figure – A_030

A

B

C

DTribal Customary Adoption:When selected, indicates that a Tribal Customary Adoption Order has been afforded full faith by the state court.

27


4. Use the Cohabitation page to record information on the marriage/cohabitation history of the mother. Information recorded on this page populates to the AD 90 and AD 551A reports.


Figure – A_031

28

Generating the AD 90 and AD 551A

After parental rights have been terminated (usually via WIC 366.26 hearing), the AD 90 and AD 551A are generated, and sent to the State for acknowledgement and confirmation that a child is free. You can generate the AD 90 and AD 551A reports in CWS/CMS.

1. To generate either the AD 90 or the AD 551A report, the process is the same: (A) from the File drop-down menu, select Print Report. If not currently displayed, (B) click Adoptions Reports in the Area of Interest drop-down list. Then (C) in the Report Name window, select the report you want to generate, ‘AD 90’ or ‘AD 551A’. (D) Click the Print Preview button to view the report prior to printing, or use Print to send it directly to the printer.


AD 90 and AD 551A Reports:Prior to generating the AD 90 and AD 551A, a case must have Adoptions Services included as an ‘Intervention Reason’ (Case Info notebook, ID page). Also, information may be recorded on the Adoption Info page (e.g., Adoption Referral Date).

Figure – A_032

A

Figure – A_033

B

C

D

29

Generating the AD 90 and AD 551A (continued)2. In the Select Notebook dialog box, (A) select the child client, and (B) click the OK button to continue. When Microsoft Word

has generated the document, (C) review information, (D) print or save, if applicable, and (E) close.


Figure – A_034

A

B

Figure – A_035

E

C

D

30

Adoption Info page

After the AD 90 and AD 551A has been sent to the State, you should receive confirmation which includes a state adoptions case number (ADA) for identifying a particular child as freed for adoption. There are no prerequisites in CWS/CMS for entering this number; it can be done anytime the freed information is available.

1. From the Parental Rights page, (A) click the Open Existing Client notebook. (B) Select C, Cassandra and (C) click OK.


Figure – A_036

A

B

C

Figure – A_037

31

Adoption Info page (continued)

2. Complete all fields related to the acknowledgement and confirmation by the State of a child that is free for adoption on the Adoption Info page. These include (A) the State Adoptions Case Number, (B) the Date Legally Free field, (C) the Birth Parents section fields, and (D) Agency or Individual with Custody section, and (E) Location section.


C

D

E

State Adoptions Case Number field:Record the ‘ADA’ number received from the state in this field.

Date Legally Free field:Record the date CDSS signs the acknowledgment of the final parental termination action in this field.

B

Figure – A_038

A

32

Client Notebook (continued)

3. (A) Click on the Demog page tab. (B) Record the child’s adoption status in the Adoption Status frame, and (C) record Previously Adopted status.

Figure – A_039


A

BC

Note:Use this area to record Dissolved or Disrupted Intercountry Adoptions.

33

Saving to Database

From the File drop-down menu, select Save to Database and Exit CWS/CMS.


Home Study

Introduction

Prior to a child being placed in an adoptive home, a home study must be conducted on the home either by the child welfare department, the State, or a private adoption agency. There is a Home Study notebook that can be created in the Placement Facilities section of the Resource Management application of CWS/CMS to record key dates, and the approval status of a home study. An approved home study is required for a placement facility prior to performing an adoptive placement in CWS/CMS.

To create a Home Study notebook, you must start with a Placement Home notebook. For out of home placement facilities already recorded in CWS/CMS (e.g., foster family homes, relative homes), you can create a Home Study notebook using the existing Placement Home notebook. For potential adoptive families not currently entered in CWS/CMS, you will have to create Placement Home, Substitute Care Provider (SCP), and Home Study notebooks.

Objectives

After completing this module, you will be able to do the following:

Enter initial home study information on the Application page of the Home Study notebook

Complete the Agency Information page of the Home Study notebook

Approve a Home Study notebook for an adoptive placement.


Skill Building Exercise: Home Study

Scenario Manager File: M07_S02 – Adoptions – (Part 2) Home Study.arc User ID = WALLACGPassword = $Good2go


In this exercise, we will create a Home Study notebook for Stanley and Stella B, who are interested in adopting Cassandra and her brother, Joshua. Stanley and Stella B are foster parents, so we can use the “B, Stella FFH” Placement Home notebook already recorded in CWS/CMS to create the Home Study notebook.

Stella first requested information on becoming an adoptive family on July 10, 2012. She and her husband Stanley completed the paperwork, which was then received by the agency on July 26, 2012. On their application, they noted that they were interested in adopting Cassandra and Joshua C, who were currently placed in their home. You assigned them Case Folder Number AF0513.

Child Welfare Services, located at 800 No Way in Sacramento, is the agency conducting the adoption home study which was assigned to Angela H, MSW. The Stanley and Stella B home study was approved on August 27, 2012, and they are now available as an adoptive home.

During this section, we will be working in the Resource Management application, creating a new home study for the Stanley and Stella B FFH, recording the progress of the home study, and approving the home study.

NOTE: If Client Services application is open, do not close out. Click the Control Panel icon minimized on your taskbar.

Open Resource Management

From the Control Panel, (A) click the Resource Management application.

Figure – A_040


A

36

Create a New Home Study Notebook

In order to create or modify a Home Study notebook for a licensed home, we must have Resource Management Placement Facility Maintenance and Adoptions privileges. Examples of licensed facilities for study include Foster Family Homes, FFA-Certified Homes, or Small Family Homes.

For unlicensed placement homes, Adoptions privilege is required to add, modify, or remove a Home Study notebook. These include Relative Homes, Non Related Extended Family Members Homes (NREFM), Guardian Homes, Court Specified Homes, or Tribe Specified Homes.

1. Before we create a Home Study notebook or open an existing one, we must have the placement home in cache. (A) In the Placement Facilities Section (red button), (B) click the Open Existing Placement Home notebook. For Scenario Manager skip to Step 2. In the live application if homes are not in cache, a Select Placement Home Filter dialog box will appear allowing you to search for homes, and bring them into cache. (C) Select the Facility Type, (D) complete search criteria, and (E) click the OK button.


Searching for placement homes:If you are having trouble retrieving a placement home in Resource Management, you may find it easier to find a placement home first in the Client Services application (using its more flexible placement home search and wildcards). Once you’ve found the exact name as entered in Client Services, you can close out of Client Services and bring the home into cache in Resource Management.

B

A

Figure – A_042

Figure – A_041

C

D

E

37

Create a New Home Study Notebook (continued)

2. It is not necessary to open the Placement Home notebook, or have it in focus, when you create the Home Study notebook (only to have the home in cache). If you already have placement homes in cache, they will be displayed in the Open dialog box. If the desired home is displayed, (A) click Cancel to return to the main screen, and continue toward recording home study information. If the desired home is not displayed, (B) click the Retrieve Data button to search further for the home.


To review placement home information: If you would like to review the Placement Home notebook before creating the home study, highlight the placement home row and click OK (instead of Cancel). After reviewing, continue with the steps to create the home study.

Figure – A_043

A

B

38

Create a New Home Study Notebook (continued)

3. With the desired Placement Home notebook in cache, (A) click the “+” to Create New Home Study notebook. In the New dialog box, (B) confirm the Placement Home for which you are creating the Home Study is selected, and (C) click the OK button.


A

Figure – A_045

Figure – A_044

B

C

39

Initial Home Study Information

The Home Study notebook contains pages for recording application milestone dates, and approval status information, as well as information on the agency conducting the home study.

Application Page

Complete all fields as necessary for the initial home study process on the Application page of the Home Study notebook.

1. On the Application page of the Home Study notebook, (A) a First Applicant must be specified (i.e., mandatory). You may want to select as the First Applicant the SCP indicated as ‘Primary Provider’ (e.g., foster mother) on the Associations page of their SCP notebook. (B) A Second Applicant field is also available for the SCP identified as the Secondary Provider. You must specify a First Applicant before you can enter a Second Applicant. (C) In the Requested Date field, record the date the applicants originally requested an application from the adoption agency. (D) You may also enter a Case Folder Number at anytime. This field is for the recording of the county or State Adoptions number, which can be useful for cross-referencing the Home Study notebook with the hard copy home study folder.


Figure – A_046

AB

C D

40

Initial Home Study Information (continued)

2. The Received Date (A) is the date the completed application was received by the agency. This date is required before an entry (for example ‘Received’) can be entered in the Status drop-down list. (B) Change the Status to ‘Received’ in the drop-down list.


Applicants:The names displayed in the drop-down list are active (i.e., not end-dated) Substitute Care Providers associated with the Placement Home for which the Home Study notebook was created.

Figure – A_047

A

B

41


3. There are two checkboxes available on the Application page. One of them is (A) Home Study only for Foster Child in the Adoptive Applicants’ Care, a useful indicator for staff viewing the Home Study notebook. The second checkbox is (B) Will Only Accept Healthy Infants. While this is not a searchable field when matching potential adoptive homes with children, it is useful for viewers of the Home Study notebook, and in ad hoc reporting County Access to Data. You can enter up to 254 characters in the (C) Description of Child(ren) Desired text field to record the characteristics the applicants are looking for in a child, such as age, race, and gender. This field may be useful to users viewing the Home Study notebook. After you have completed the Application page, (D) click the Agency Information page tab.


Figure – A_048

A

B

C

D

42


Agency Information Page

The Agency Information page is provided for entering information about the agency conducting the home study. The agency may be a child welfare department, the Adoptions branch of CDSS, or a private adoption agency. Complete the Agency Information page as required when creating or editing a Home Study notebook.

1. (A) The Applicants’ Adoption Agency drop-down list is a mandatory field. You can record the name of the contact person or representative of the agency conducting the home study (B) in the Home Study Worker field (up to 30 characters in length). The entire Phone and Address sections are read-only, and populate with contact information recorded in the Adoption Agency notebook in the Related Organizations Section of the Resource Management application.


Adoption Agencies:The ‘Applicants’ Adoption Agency’ field displays all adoption agencies as recorded statewide in the Resource Management application. These may include state, county, and private adoption agencies that perform home studies. Any changes to the read-only information on the Agency Information page must be performed in the Adoption Agency notebook in the Related Organizations Section (blue) of the Resource Management application.

Contact Information:It is important to note the phone and address information is for the ‘Applicants’ Adoption Agency’ and not the ‘Home Study Worker’.

Figure – A_049

A

B

43

Home Study Approval

After the Home Study notebook is created and initial information for the applicant and agency is entered and saved to the database, it can be retrieved at a later date for approval, or other change in status.

We have included all the steps and screen shots for searching for the placement home, the adoptive home study, and opening the notebook; however, since we have the notebook already open, for the purposes of this exercise, we will skip ahead to step 4, and approve this home study.

1. You must have the Placement Home in cache before you can access its associated Home Study notebook. In the Placement Facilities Section of the Resource Management application, (A) click the Open Existing Placement Home notebook. In the Select Placement Home Filter dialog box, (B) enter any information that will allow you to retrieve the desired placement home and (C) click the OK button.


A

Figure – A_051

Figure – A_050

B

C

44

Home Study Approval (continued)

2. When the placement home is displayed in the Open dialog box, (A) click Cancel. It is not necessary to have the Placement Home notebook in focus, just in cache.


Figure – A_052

A

45


3. In the Placement Facilities Section of the Resource Management application, (A) click the Open Existing Home Study notebook. In the Open dialog box, verify the correct Placement Home and (B) Home Study notebooks that are selected, and then (C) click the OK button.


A

Figure – A_053

Figure – A_054

B

C

46


4. If you want to approve this home study, (A) select ‘Approved, available’ in the Status field on the Application page. (B) The Approved/Denied Date field is then enabled and can be entered. The placement home is approved for an adoptive placement. When working in the live application, after saving to the database, this home will be available in the Client Services application for recording an adoptive placement.


BA

Figure – A_055

47

Helpful Hints - Home Study Approval (continued)

Each application Status has specific effects in the Home Study notebook you should be aware of:

‘Received’ has no effect on other fields.

‘Withdrawn’ enables the Withdrawn Date field (A). Entering a Withdrawn Date will make the Home Study notebook read-only. To change the status from ‘Withdrawn’ to a status other than ‘Received,’ you must first select ‘Received’, and then change the status.

A status of ‘Approved, available’ enables the Approved/Denied Date field (B). You may change a status of ‘Approved, available’ to ‘Approved, with placement’, ‘Approved, then withdrawn’, or ‘Approved, then closed’ at any time.

‘Approved, with placement’ enables the Approved/Denied Date field.

If ‘Approved, withdrawn’ is selected as the status, the Withdrawn Date field is enabled. Entering a Withdrawn Date will make the Home Study notebook read-only.


Figure – A_056

BD

A C

48


If ‘Approved, then closed’ is selected as the status, the Closure Date (C) field is enabled. Entering a Closure Date will make the Home Study notebook read-only.

A status of ‘Denied’ enables the Approved/Denied Date field. You can only change a ‘Denied’ status to ‘Denied, grievance filed’.

When ‘Denied, grievance filed’ is selected as the status, both the Approved/Denied Date and Grievance Filed Date (D) fields will be available. Once ‘Denied, grievance filed’ is selected, the Status field may be changed to either ‘Denied’ or ‘Approved, available’.


Saving to Database

From the File drop-down menu, select Save to Database and Continue Working. Close Resource Management.

Continue working will automatically load the next Scenario Manager arc file M07_S03 – Adoptions – (Part 3) Adoption Placement.arc.


Adoptive Placement

Introduction

In CWS/CMS, placing a child in an adoptive home requires a sequence of steps. As described in the last lesson, adoptive homes are entered into the database through Resource Management, and then marked as ‘Approved, available’ when they are available for matching with an adoptable child. During this section we will be working in Client Services to record an adoptive placement.

Objectives


Retrieve an ‘Approved, available’ adoption home from the database by performing a Placement Facility Match search

Create an Adoptive Placement notebook for the adoption client

Record Placement Agreement information in the Adoptive Placement notebook

End a foster care placement in the Placement notebook


Cassandra and Joshua C have been living in the Stanley and Stella B foster family home since June 1, 2012. The Stanley and Stella B home is an ‘Approved, available’ home as of August 27, 2012 with a home study already entered into CWS/CMS. The family is eager to adopt Cassandra and Joshua and signed an Adoptive Placement Agreement on September 3, 2012. During this exercise, the user will create an adoptive placement, record the Adoptive name, record the Placement Agreement signed date, and end the foster care placement for Cassandra.

During this section, we will continue working in the Cassandra C case in the Client Services application.


Opening a Case for Adoption Services

1. Complete the following steps to open the case: (A) from Client Services, (B) click the Open Existing Case Folder, (C) select the desired case, and (D) click the OK button. After the case has been retrieved from the database, (E) click ‘Yes’ to indicate that you would like to open the case.


Figure – A_060

Figure – A_060

Figure – A_057

A


B

C

D

E

52

Searching for a Placement Facility Match

To record an adoptive placement in CWS/CMS, it is necessary to first retrieve the home from the database. For an adoptive home, this must be done through a Placement Facility Match Search Type for an ‘Approved, available’ home. The following steps will take you through the process.

1. In the Search drop-down menu, (A) select the Start Search command.

2. In the Search dialog box, (A) select ‘Placement Facility Match’ in the Search Type field before (B) selecting ‘Match-Foster Family Home’ in the Placement Facility Match field. In the search criteria fields, (C) scroll down to find the Home Study Application Status row. Then (D) select ‘Approved, available’ in the drop-down menu, and (E) click the OK button


Figure – A_061

Figure – A_062

A

B

A

CD

E

Additional Search Criteria: Depending upon the number of ‘Approved, available’ homes in your county, it may be helpful to narrow your search results. One way to do that is by adding the city in which the home is located.

53

Searching for a Placement Facility Match (continued)

3. View the Search Results screen. (A) Double-click the row of the Placement Home you would like to open, and (B) click ‘Yes’ to open the Placement Home notebook for review. We will review the notebook here to confirm that it is the home to which we will make the adoptive placement.


Review of the Placement Home notebook: Reviewing the home has been included here as part of the Placement Facility Match process. This step is performed as a check to be sure the correct home has been retrieved from the database. However, it is only necessary to have the home in cache to make an adoptive placement. If you are already sure you have the correct home, you may want to skip the review of the Placement Home notebook by selecting ‘No’ when prompted in step B.

Figure – A_063

Figure – A_064

A

B

Search Sort:A user can sort on any displayed column in Search Results, merely by clicking on the column header. Similarly, a second click on the same column will reverse the search order.

Clicking on a different column will sort primarily on that new column, with the previously-clicked column becoming a secondary sort. Up to three levels of sorting will be accrued in the search.

54


4. Click the different page tabs to view information about the home.


Figure – A_065

55


5. After you are finished reviewing the information, (A) close the Match – Foster Family Home window.


Figure – A_066

A

56


6. (A) Close out of the Search Results window.


Figure – A_067

A

57

Creating an Adoptive Placement Notebook

The Adoptive Placement notebook contains three pages; the Identification page, the AAP Agreements page, and the AD42R page.

Identification Page

The ID page contains general information about the adoptive parents’ previous relationship with the child. This page is also where you record information such as Adoptive First, Middle, and Last Names, the AAP Case Number, and the Placement Agreement Signed Date.

AAP Agreements Page

The AAP Agreements page is used to view and enter information about all AAP agreements between the adoption agency and the adoptive parents. It is where you record AAP payments, termination, renewal dates, etc.

First, we will record Placement Agreement information on the ID page, and later we will use the AAP Agreements page to enter AAP information.

AD42R Page

The AD42R page is used for entering adopting relatives, birth fathers, single parent adoptions, special education, and adoptive family information that will be captured by the CWS/CMS database and used to fill out the Agency Adoption Program – Individual Case Report (AD42R form).


Creating an Adoptive Placement Notebook (continued)

Complete the following steps to record an Adoptive Placement.

1. (A) Click the Placement Management Section (red button). (B) Click on the “+” of the Adoptive Placement notebook to record adoptive placement information.


Adoptive Placement notebook:You will not be able to create an Adoptive Placement notebook if you have not recorded an ‘Adoption Referral Date’ on the Adoption Info page of the Client notebook, and have an ‘Approved, available’ home in cache.

Figure – A_068

A

B

59


2. In the New Notebook dialog box, (A) select the name of your client, (B) highlight the name of the appropriate home, and (C) click the OK button.


Figure – A_069

A

B

C

60


3. On the ID page of the Adoptive Placement notebook, (A) complete the Adoptive Name, and (B) Placement Agreement Signed Date field. Then (C) complete the Date First Lived with Adoptive Family field and (D) Adoptive Parent(s)’ Previous Relationship to Child checkboxes.


Placement Agreement Signed Date:Information on the AAP Agreements page will not be able to be completed until this field is completed.

AFCARS (green shaded) fields:‘Adoptive Parent(s)’ Previous Relationship to Child’ checkboxes are important Federal Reporting requirements.

Figure – A_070

Reminder:When creating an Adoptive Placement, and the Case Plan has an active contact/visitation waiver on the In Effect Case Plan for the child being placed, then the “Case Plan Due, Current Waivers Not Valid” reminder will be displayed and the reminder due date will be set to the system date.

Placement Count:The Placement Count is a system generated sequence number for the specified Out of Home and Adoptive Placements within a single Placement Episode. However, if placement changes occur consecutively within the same home or with the same Substitute Care Provider (SCP) or adoptive parent, the count will not be incremented. Use of duplicate SCPs can incorrectly increase the count. Also, to ensure the accuracy of your placement counts on the SOC158, you may want to Save to Database prior to generating the document.

A

B

C

D

61

Ending the Foster Care Placement

Since you now have an Adoptive Placement notebook and signed Placement Agreement, it is time to end the current placement in foster care. These instructions will walk you through the process.

1. (A) Click the Open Existing Placement notebook. (B) Select the client, then (C) the current placement, and (D) click the OK button.


Figure – A_071

Figure – A_072

A

B

C

D

62

Ending the Foster Care Placement (continued)

2. In the Placement notebook, (A) click the Ongoing Requests page tab. (B) Stop all payments for the foster care placement by entering a Payment Stop Date. The page will become read-only. When you have finished, (C) click the End Placement/Episode page tab.


Figure – A_073

A

Figure – A_074

B

C

63

Ending the Foster Care Placement (continued)

3. On the End Placement/Episode page, (A) enter a Notice to Remove Date, and (B) the Placement Change Reason. (C) Complete the Placement End Date, and (D) click ‘Yes’ when prompted that you are terminating the Placement.


Ending the Placement but not the Placement Episode:Since you have an Adoptive Placement Agreement but not a finalized adoption, you will not end the placement episode at this time. We will come back to this page later to do that.

Figure – A_075

Figure – A_076

A

B C

D

64

Recording AAP Intake Information

Introduction

When creating an adoptive placement, the Adoption Assistance Program (AAP) amount that an adoptive family is eligible to receive is calculated. In this section we will record initial AAP eligibility and AAP agreement information. We will focus on two adoption pages. They include the AAP Eligibility page (in the Client notebook) and the AAP Agreements page (in the Adoptive Placement notebook). The AAP Eligibility page is used to enter information related to federal eligibility, eligibility dates, and reasons for AAP eligibility. The AAP Agreements page is used to enter information about all AAP agreements between the adoption agency and the adoptive parents. It is where you record AAP payments, termination, renewal dates, etc.

Objectives


Record AAP eligibility information in the Client notebook

Record an AAP Case Number on the ID page of an Adoptive Placement notebook

Record initial AAP Agreement payment information on the AAP Agreements page of the Adoptive Placement notebook

Generate Adoption Reports such as the AAP2, AAP4, AD4320, AD512, and FC8


While Cassandra was in a foster care placement at the Stanley and Stella B Home, the family received $645.00 as the basic foster care rate. We ended this payment when we ended the foster care placement, and created an adoptive placement for Cassandra. Stanley and Stella B signed an AAP Agreement on September 3, 2012. They are now receiving an AAP basic rate of $645.00. As part of the eligibility determination process, we received eligibility information that the “sibling group should remain intact” and an AAP Case Number (9913124) for Cassandra’s case. During this exercise, we will record that information in CWS/CMS. We can also generate the AAP2, AAP4, AD4320, AD512, and FC8 adoption reports. During this section, we will continue working in the Cassandra C case.

Recording AAP Eligibility Information in the Client Notebook

The instructions on the following pages will take you through the process of recording AAP Intake information.

1. (A) Click the Window drop-down menu. Select Client (Case Focus Child) (Cassandra C) if available.


Figure – A_077

A

67

Recording AAP Eligibility Information in the Client Notebook (continued)2. (B) Open or verify that you are in the Client Management Section (blue button). (C) Click the Open Existing Client notebook,

(D) select the child client, and (E) click the OK button. (F) Click on the AAP Eligibility page.


B C

Figure – A_078

Figure – A_079

E

F

D

68

Recording AAP Eligibility Information in the Client Notebook (continued)

3. (A) Complete the Federal Eligibility Based on FC 8 section and (B) Reasons for AAP Eligibility fields. You may notice that clicking on some reasons trigger other mandatory fields to complete. You may complete other fields on this page as they are appropriate to your case.


AFCARS field:The ‘AFDC-FC (Title IV-E)’ checkbox is needed for federal reporting. Be sure to complete this information if it is available. However, if you do not complete a green field you will still be able to save to the database.

Figure – A_080

A

B

69

Recording AAP Intake Information in the Adoptive Placement Notebook

1. The following steps will open the Adoptive Placement notebook: (A) click the Placement Management Section (red button), and (B) click the Open Existing Adoptive Placement notebook. (C) Select the appropriate client, (D) choose the Adoptive Placement, and (E) click the OK button.


Figure – A_081

Figure – A_082

AB

E

C

D

70

Recording AAP Intake Information in the Adoptive Placement Notebook (continued)

2. On the ID page of the Adoptive Placement notebook, (A) record the “AAP Case Number”, and then (B) click the AAP Agreements page tab.


Figure – A_083

A

B

71


3. (A) Click the “+” to create a new row in the “AAP Agreements” grid to complete Type of AAP Agreement and Monthly AAP Benefits. The row will default to an Initial Agreement Type. (B) Enter Start and End Dates. (C) Complete the “AFDC-FC Payment if Child were in Foster Care” field before (D) completing the “Basic Care Amt” field.


AAP Agreements Grid: You will not be able to enter a row in the ‘AAP Agreements’ grid if you do not have a ‘Placement Agreement Signed Date’ entered on the ID page.

AAP Total Amount:The Total Monthly AAP Benefit amount must be less than or equal to the ‘AFDC-FC Payment if Child were in Foster Care’ field.

The ‘Child is Financially Supported by Adoptive Parents’ checkbox will default to read-only if the ‘Agreement Type’ is Initial or Amended.

Figure – A_084

AAP Start and End Dates: The Start Date and End Date fields will allow you to enter any date or select any date on the drop-down calendar, however, if you select a date outside of an acceptable range for your AAP row, you will receive an error message.

A

B

C

D

72


4. After completing the other fields on the page, (A) enter the Agreement Signed Date. (B) Click Yes, which will make the notebook read-only. You will notice that the Start and End Dates are still enabled and can be changed.


Signed Date: This field will not be enabled if you have not entered your ‘End Date’ or have an open placement.

Eligibility requirement:You cannot create an AAP agreement once the ‘Eligibility End Date’ has passed (Client notebook, AAP Eligibility page).

Figure – A_086

Figure – A_085

Hint: When a Provider was entered prior to Release 6.3, it will be displayed in an additional field labeled Historical Provider Information.

A

B

73

Generating Adoption Reports

After recording an adoptive placement and AAP intake information, the following documents can be generated in CWS/CMS: AAP2, AAP4, AD4320 (in English or Spanish), AD512, and FC8. It is recommended that you save your work to the database before generating any documents or reports in CWS/CMS.

1. To generate the reports, (A) select Print Report from the File drop-down menu. (B) Select Adoption Reports in the ‘Area of Interest’ drop-down list. Then (C) select the desired report in the Report Name list, and (D) click Print Preview. (E) Select client and (F) click the OK button.


Figure – A_087

Figure – A_088

Print Report… When generating many of these reports, the user will be asked to select the client that is the subject of these reports. Choose the appropriate client in the Select this Client dialog box and click OK.

B

CD

A

Figure – A_089

E

F

74

Generating Adoption Reports (continued)

Depending on the report that you choose to generate, you may receive a series of dialog boxes. Complete any dialog boxes with information that you have available. Most information can also be entered directly into the Microsoft Word document itself.

2. For example, to generate an AAP2 report, (A) select the Eligibility Office in the Payment Instructions Adoption Assistance Program dialog box, and (B) complete the other information as well as you can. Information entered into the dialog box will help populate the report. (C) Click the OK button when you have completed the dialog box. Microsoft Word will open and generate the report automatically. After you have finished viewing the report or printed out a copy, close the document and minimize Microsoft Word to return to the CWS/CMS application. Mapped Documents are located on the CWS/CMS Online Training Center, New User Curriculum, Adoptions section @ http://www.hwcws.cahwnet.gov/Training2/default.asp.


Adoption Forms:Although these reports are available in CWS/CMS, they may or may not be used by your state or county office at the present time. You will want to check with your local office to determine which reports to generate.

Mapped Documents:Mapped Documents are located on the CWS/CMS Online Training Center, New User Curriculum, Adoptions section @ http://www.hwcws.cahwnet.gov/Training2/default.asp

Figure – A_090

A

B

C

75

Generating Adoption Reports (continued)

3. When Microsoft Word has generated the document, (A) review information, (B) print or save, if applicable, and (C) close.


CB

A

Figure – A_091

76

Saving to Database



Finalization and Closure

Introduction

After a child has been placed in an adoptive home, and related paperwork has been completed, a number of processes occur outside of CWS/CMS (e.g., a reduction in supervision by the Child Welfare Department or the filing of a petition for finalization by the attorney of the adoptive parents). Commensurate with finalization proceedings and the termination of jurisdiction, finalization information can be entered in the Adoptive Placement notebook, an outstanding placement episode terminated in the Placement notebook, and case closure initiated.

Objectives


Enter finalization information on the ID page of the Adoptive Placement notebook

Terminate an existing placement episode in the Placement notebook

Use the Federal Reporting Tool, AD42R, to complete any missing reporting requirements

Use the Federal Reporting Tool, AFCARS, to complete any missing reporting requirements

Request and approve closing the case


Skill Building Exercise: Finalization and Closure

Scenario Manager File: M07_S04 – Adoptions – (Part 4) Finalization & Closure.arc User ID = WALLACGPassword = $Good2go


Some time has passed since Cassandra C was placed with, and the adoption agreement signed by, Stanley and Stella B. The court has accepted their attorney’s petition for finalization, a new birth certificate has been issued, and an Order of Adoption has been sent from court to the agency.

Before finalizing Cassandra C’s adoption, you will use the AD42R Navigation Tool to assure all required adoption data elements have been completed to meet federal statistical reporting requirements.

You will be entering a Finalization Date (October 15, 2012). Confirm Cassandra’s new adoptive name (Cassandra B), and a reduced fee of $300 in the Adoptive Placement notebook. You will also check the information that Cassandra has been with the Bs since June 1, 2012. Also, confirm that her previous relationship with her adoptive parents of “Non-Relative Foster Parent” has already been entered.

You will also check for any outstanding placement episode (end date it if necessary), and perform an End Case action.

Lastly, you will approve the case closure request ending the child welfare case.

During this section, we will continue to work in Client Services in the Cassandra C case.



1. Complete the following steps to open the case: (A) click the Open Existing Case Folder. (B) Select the desired case, and (C) click the OK button. After the case has been retrieved from the database, (D) click ‘Yes’ to indicate that you would like to open the case.


A

Figure – A_094

Figure – A_093

Figure – A_092

B

C

D

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Open the Adoptive Placement Notebook

You created an Adoptive Placement notebook when the adoptive placement agreement was signed, and AAP paperwork was completed. Now that the court has finalized the adoption, reopen the Adoptive Placement notebook to record the finalization information.

1. Once the case is in focus, (A) switch to the Placement Management Section (red button), and (B) click the Open Existing Adoptive Placement notebook. (C) Confirm the adoptive placement is selected, and (D) click the OK button.


Figure – A_096

Figure – A_095

AB

C

D

81

Enter AD42R Information

1. You must complete the AD42R page tab of the Adoptive Placement notebook before you can enter the adoption finalization date. (A) Click the AD42R page to proceed.


Figure – A_097

A

82

Enter AD42R Information (continued)

2. Complete the information in each section: (A) Is the child receiving special education services? (B) Is the adopting parent a single parent? (C) (Leave the Adoptive Mother and Father Relationships to Child fields blank as this step is covered in the AD42R Navigation Tool instructions. (D) Number of Minor Children in Family of Adopting Parent(s), (E) Status of Sibling(s), and (F) Number of Adults Living in Adoptive Home at Time of Finalization or Removal. Enter zero (0) for all other fields. When you have finished the fields on the AD42R page (G) click Toolz on the menu bar.


Figure – A_098

A

B

C

E

G

D

F

83

AD42R Navigation Tool

The AD42R Navigation Tool will direct you to areas of the application that are missing required data. You must have the Adoption Privilege to use this tool.

1. (A) Click the Start Navigation Tools from the Toolz menu. (B) Choose the Federal Reporting radio button, (C) click the OK button. (D) Click the OK button to close windows message.


Figure – A_099

A

Figure – A_100

B

C

D

Figure – A_101

84

AD42R Navigation Tool (continued)

2. From the Federal Reporting Navigation Tool (A) click the AD42R radio button and (B) click the This Case button. If fields are missing data they will appear green. (C) Click for Info, or (D) click on the folder on the right.


Figure – A_102

A

B

Figure – A_103

C

D

85


3. (A) After clicking on the Click for Info green field, click on the folder. (B) Follow the green numbered steps.


Figure – A_105

A

Figure – A_104

B

86


4. On the Diagnosed Condition page of the Health notebook, follow the green numbered steps. (1) Click the “+” in the Diagnosed Condition grid. Complete all mandatory and known fields. If unaware of health conditions, in the Condition Category drop-down, select No Known Health Condition.


Figure – A_107

Figure – A_106

87


5. The field we completed in the previous step is now white. If there are no other green fields, (A) click the OK button.


Figure – A_108

A

88


6. The field we completed in the previous step is now white. (A) Click the Rel to Child folder to complete the green fields.


Figure – A_109

A

89


7. Follow the numbered green steps.


Figure – A_110

90


8. Follow the numbered green steps. (1) Choose the relationship type from the drop-down menu of the Adoptive Father, Relationship to Child. (2) Green Step 2 will take you back to the AD42R Nav tool.


Figure – A_111

91

AD42R Navigation Tool (continued) 9. Use the Click for Info and/or open folder buttons to satisfy all Federal Reporting requirements (green fields). (A) When

completed, click Exit.


A

Figure – A_112

92

Enter Finalization Information

10. From the Case ID page, (A) open the Placement Management Section (red button). (B) Open the Adoptive Placement notebook. (C) Confirm the adoptive placement is selected, and (D) click the OK button.


AB

Figure – A_113

Figure – A_114

C

D

93

Enter Finalization Information (continued)

11. Confirm the child’s new Adoptive Name (A) in the First, Middle, and Last text fields. In the Fee frame, (B) select one of the four radio buttons, and (C) enter the Amount Paid to Agency when required. When you have finished completing the other fields in the Adoption Information area, (D) enter the Finalization Date.


Finalization Date: Verify the ‘Adoptive Name’, ‘Fee’, and ‘Amount Paid to Agency’ before recording a ‘Finalization Date’. Once the Finalization Date is entered, the Adoptive First and Last Name, and the Placement Agreement Signed Date can be modified but cannot be deleted.

Fee: When you select either a ‘Full’ or ‘Reduced’ fee, the ‘Amount Paid to Agency’ field is mandatory (yellow).

Removal Information: Entering a Finalization Date will disable the Removal Information frame.

Figure – A_115

D

A

B

C

Finalization Date: Will be disabled until Sections 23, 26, 27, and 28 on the AD42R page are completed.

94

Adoptive Parents: The ‘Adoptive Parents’ field is read-only and populates with the names of Substitute Care Providers associated with the placement home used in the adoptive placement.

Enter Finalization Information (continued)

12. A dialog box will appear alerting you that when you enter a Finalization Date the adoption information and adoptive name cannot be deleted, only modified, and the AD42R information page becomes read-only. (A) Click Yes to continue.

13. Complete the following fields if they have not been entered previously. (A) Enter the Date First Lived with Adoptive Family in the Adoptive Family Information area. (B) Check all that apply in the Adoptive Parent(s)’ Previous Relationship to Child area. In the Birth Parent Information area, (C) check either box when applicable.


Adoptive Parent(s)’ Previous Relationship to Child: All seven options are initially shaded green (indicating AFCARS fields) until one or more are checked.

Figure – A_116

Figure – A_117

A

A

B

C

95

Ending an Open Placement Episode

Since it is possible to have a placement episode and an adoptive placement open simultaneously in CWS/CMS, you will want to be sure to end an open placement episode after finalization and prior to closing the case. The following steps will take you through the process of ending a placement episode.

1. Open the last placement by (A) clicking the Open Existing Placement notebook. In the Open Notebook dialog box you can see if an Episode End Date has been recorded. If it hasn’t been ended, (B) select the last placement (the placement with the most recent Start Date), and (C) click the OK button.


Figure – A_118

Figure – A_119

A

B

C

96

Ending an Open Placement Episode (continued)

2. Click the (A) End Placement/Episode page tab of the Placement notebook. (B) Select a Placement Episode Termination Reason in the drop-down list (e.g., Adoption Finalized), and if needed, (C) type additional information in the Placement Episode Termination Description text field. Then (D) enter a Placement Episode End Date. You will receive a dialog box that states that by entering this date, this will end the placement episode and make the notebook read-only. (E) Click Yes when prompted.


Placement Change Reason: If the placement itself hasn’t been ended, entering a ‘Placement Episode Termination Reason’ and ‘Placement Episode End Date’ will close the placement as well as end the placement episode.

Figure – A_120

A

B

C

D

Figure – A_121E

97

Federal Reporting Navigation Tool - AFCARS

The federal government requires foster care and adoption data from California. Before ending a case, it is important to check to be sure that AFCARS (Adoptions Foster Care Analysis Reporting System) fields are completed. By following the adoption process we have completed during this class, most of the required fields for adoption services will be completed. In addition, the AFCARS Federal Reporting Navigation Tool is useful in determining any data elements that are missing in CWS/CMS. We will focus here on using the tool to be sure we have completed the AFCARS adoption requirements. Complete the following steps to use the Navigation Tool.

1. (A) Select the “Start Navigation Tools” command in the Toolz drop-down menu (or click the Toolz icon located on the right hand side of the Control Panel).


Figure – A_122

A

98

Federal Reporting Navigation Tool - AFCARS (continued)

2. (A) Select the Federal Reporting Navigation Tool, and (B) click the OK button. (C) Click OK to leave just the top folder open. Since you already have the case open, (D) click ‘This Case’. In the next dialog box, (E) select ‘Adoption’. Although it is possible to view both Foster Care and Adoption AFCARS fields, we will focus on the Adoption fields during our training.


Green Field Reminder:Any time you see a green field in the application it is a reminder to complete Federal Reporting data if you have the information.

Figure – A_126

Figure – A_125


AFCARS Navigation Tool dialog: If there are no court hearings in cache, you will receive an additional dialog box message-‘There are no Review Hearings in cache. Would you like to check Hearing History?’

C

A

B

E

D

99

Federal Reporting Navigation Tool – AFCARS (continued)

3. If you see a missing field, click the folder to the right of the data element. This will take you to the page where you can enter the information. We will begin by completing the Hispanic Origin field. (A) Click the Case Folder to the right of the General Child Client section.


Figure – A_127

A

100


4. The Navigation Tool will open with written instructions. Follow the steps to navigate to the ID page of the Client notebook.

Federal Reporting Navigation Tool – AFCARS (continued)Rev: 05/2016 Adoptions Student Guide

Figure – A_128

101

5. (A) Complete the Hispanic or Latino Origin field, then (B) click Next to go back to the main page of the Navigation Tool.


Figure – A_129

A

B

102


6. When you are finished completing your reporting requirements, (A) select Exit to close the Navigation Tool.


Figure – A_130

A

103

Close Case

To end an adoption services case, the user must be the primary assigned worker for this case (with adoption privileges), the supervisor, or approval worker for the unit associated with the primary adoption assignment. Since we have entered adoption finalization information, ended the placement episode, and completed missing AFCARS fields, we will now use the End Case command to close the case.

1. (A) On the Action menu (B) select End Case. A message will appear alerting you all reminders will be removed from the case. (C) Click the OK button.


End Case:If you receive a message that the ‘End Case’ command is not available to you, there is something that you will need to address before you can end the case, such as: An open placement episode A future scheduled hearing A pending case transfer request An outstanding warrant on the client No adoption finalization date (or

adoption services end date or adoptive placement removal date)

For adoption cases, the user does not have the proper assignment to end the case

Tip: Use the ‘End Case’ Navigation Tool (in the Toolz menu) to determine what you will need to do to end the case.

Figure – A_131

Figure – A_132

A

B

C

104

Close Case (continued)

2. In the End Case dialog box, (A) select a Closure Reason (e.g., Adoption Finalized/Former Foster Parent). (B) You may enter a Closure Statement prior to requesting approval for the case closure (C) via the Approval button.

3. In the Approval Detail dialog box, (A) change the Approval Status to ‘Pending Approval’, and (B) click the OK button.


Closure Statement:You can enter up to 4,000 characters for the closure statement.

Closure Reason:There are three selections related to adoption: Adoption Finalized/Former Foster Parent, Adoption Finalized/Non-Relative, and Adoption Finalized/Relative.

Figure – A_133

Figure – A_134

B

A

A

B

C

105


4. CWS/CMS will take you to the Closure Summary page of the Case notebook. The Closure Reason, Closure Statement, Approval Status and Date are read-only on the page. You would save your work to the database so the supervisor can approve the closure.



Figure – A_135

106

5. After opening the case and reviewing the Closure Summary page, the supervisor (or a user with approval authority) would (A) select End Case from the Action menu.


Figure – A_136

A

107


6. (A) Click the Approval button to approve the case closure.


Figure – A_137

A

108


7. To close the case, (A) select ‘Approved’ in the Approval Status drop-down list, and (B) click the OK button. You will return to the Closure Summary page, and can save the approval to the database.


Adoption Case Names:After the ‘Case Closure Request’ is approved and saved to the database, the name of the case will appear differently in your caseload list. Closed adoption cases will appear by adoptive name (not birth name), and be listed as ‘First name’ followed by ‘Last name’.

Figure – A_138

B

A

109


Note: Whereas non-adoption cases that are closed in CWS/CMS become completely read-only (unless the user viewing the closed case has Close Case/Referral Update privilege), adoption cases differ in that the AAP Agreements page of the Adoptive Placement notebook is available for updating as AAP eligibility is re-determined.


Figure – A_139

110

The Assignment page of the Case notebook is also enabled so that the closed adoption case can be transferred between primary-assigned (AAP worker) caseloads. Only when the child turns 18 or 21, as indicated on Adoption Info page, should the primary assignment on a closed adoption case be end dated.


Saving to Database



Other Important Adoption Information

AAP Recertification

Introduction

The Adoption Assistance Program (AAP) enrollment that was set up when the adoptive placement began is good for two years. As the end of the two years approaches, a post-adoption services worker or AAP eligibility worker may need to contact the adoptive family and re-certify them for AAP.

In CWS/CMS, the AAP Agreements page of the Adoptive Placement notebook is accessible in a closed adoption case. Here users can update AAP information documenting that AAP can be offered to the family for another two years.

Objectives


Enter updated information on the AAP Agreements page of the Adoptive Placement notebook

Generate updated AAP reports


Skill Building Exercise: AAP Recertification

Scenario Manager File: M07_S05 – Adoptions – (Part 5) Updating Records.arc User ID = WALLACGPassword = $Good2go


It has been two years since Stanley and Stella B were enrolled in AAP. As an adoption worker, you have mailed the family a letter alerting them that AAP needs to be re-certified.

On the AAP Agreements page of the Adoptive Placement notebook, you will be entering a new row on the AAP Agreements grid. This will be an “Amended” Agreement Type, and you will enter the appropriate Start, End, and Signed Dates.



1. Complete the following steps to open the case: (A) click the Open Existing Case Folder. (B) Select the desired case, and (C) click the OK button. After the case has been retrieved from the database, (D) click ‘Yes’ to indicate that you would like to open the case.


Figure – A_140

Figure – A_141

Figure – A_142

A

B

C

D

115

Open the Adoptive Placement Notebook

You will open the Adoptive Placement notebook in the closed adoption case.

1. Once the case is in focus, (A) switch to the Placement Management Section (red button), and (B) click the Open Existing Adoptive Placement notebook. (C) Confirm the adoptive placement is selected, and (D) click the OK button.


A

Figure_– A_143

Figure – A_144

B

D

C

116

Enter Recertification Information

Complete the AAP Agreements page of the Adoptive Placement notebook as necessary.

1. (A) Open the AAP Agreements page. (B) Click the “+” in the AAP Agreements grid to add a new row. (C) Select “Amended” from the Agreement Type drop-down list, (D) then the Start Date, and (E) End Date for AAP. (F) Complete the Benefit Based on Foster Family Home Rates, entering Basic Care Amt. and/or SCI.


A

Figure – A_145

Figure – A_146

B

C

D

E

F

117

Saving to Database

From the File drop-down menu, select Save to Database and click Exit CWS/CMS.

Other Important Adoption Information (continued)

Introduction

This section introduces you to adoption related functions in CWS/CMS that are useful outside of the regular process of following an adoption case from referral to finalization. Changing home study status information, ending adoption services, and closing the case when a client is no longer eligible for AAP are some of the topics we will cover in this section.

Objectives


Change a home study application status to ‘Approved, with placement’ in Resource Management

Change an adoption case to a non-adoption case in CWS/CMS

Reinitiate adoption services in a case after adoption services have previously been ended

End an adoption case after the child is no longer eligible for AAP

Updating the Status of a Home Study

Scenario Manager File: M07_S05 – Adoptions – (Part 5) Updating Records.arc User ID = WALLACGPassword = $Good2go

When a home study status has been entered as “Approved, available”, it is available for making adoptive placements in CWS/CMS. After you have recorded all the adoptive placements for a home (e.g. all siblings), you will want to go back and change the home study status to “Approved, with Placement”. As a result, this home will no longer be shown in a Placement Facility Search for an ‘Approved, available’ home. Home Study status changes are recorded in the Resource Management application by following the steps below.

1. (A) From the CWS/CMS Control Panel, click the Resource Management application.

2. (A) In the Placement Facilities Section (red button), (B) click the Open Existing Placement Home notebook.


A

Figure – A_147

Figure – A_148

A

B

120

Updating the Status of a Home Study (continued)

3. For Scenario Manager skip this Step and continue to Step 4. (C) In the live application: Select the type of home in the Facility Type drop-down list.(D) Enter other search criteria, and (E) click the OK button.


Figure – A_149

D

C

E

121


4. After the home is retrieved into your cache, (A) click the Cancel button to close the dialog box. Note: if you are not successful in your search, (B) click the Retrieve Data command button to search further for the home.


Figure – A_150

A

B

122


5. (A) Click the Open Existing Home Study notebook. After the Open dialog box appears, (B) select the appropriate home, (C) the home study, and (D) click the OK button.


Figure – A_151

Figure – A_152

A

B

C

D

123


6. In the Home Study notebook, (A) change the Status from ‘Approved, available’ to ‘Approved, with placement’. After saving to the database, this home will no longer appear in a Placement Facility Match search for an ‘Approved, available’ home.


Figure – A_153

A

124

Saving to Database



Changing Case from Adoptions to Non-Adoptions

As mentioned in the beginning of our training, a case is considered to be an adoption case if one of the Intervention Reasons (as entered on the ID page of the Case Info notebook) is ‘Adoption Services’. To change a case from adoptions to non-adoptions, the intervention reason of ‘Adoption Services’ must be removed. However, once data has been entered on one of the adoption pages in the Client notebook, or an Adoptive Placement notebook has been created, the case Intervention Reason of ‘Adoption Services’ cannot be removed unless certain steps are taken. On the following pages we discuss the conditions that must be met in order to remove an intervention reason of ‘Adoption Services’.

After a case has been changed to a ‘Non-Adoptions’ Case:

Once the Intervention Reason of ‘Adoption Services’ has been removed from a case, a user with Adoptions privilege may view the Adoption pages in the Client notebook and/or Adoptive Placement information in a read-only format.


NOTE:Once the Finalization Date in the Adoptive placement has been entered, you will not be able to change a case from adoptions to non-adoptions.

126

How to End Adoption Services if Data does not exist on Adoption pages

Scenario Manager File: M07_S01 – Adoptions – (Part 1) Initial Adoption Services.arc User ID = WALLACGPassword = $Good2go

1. (A) From the CWS/CMS Control Panel, click the Client Services application icon.

A worker can remove an Intervention Reason of ‘Adoption Services’ as long as data has not been entered on one of the two Adoption pages (Adoption Info or AAP Eligibility) in the Client notebook, and there is no open adoptive placement.

2. (A) Click the Open Existing Case Folder.


Figure – A_154

Figure – A_155

A

A

127

How to End Adoption Services if Data does not exist on Adoption pages (continued)

3. (B) Select the desired case, and (C) click the OK button. After the case has been retrieved from the database, (D) click ‘Yes’ to indicate that you would like to open the case.


Figure – A_156

Figure – A_157

B

C

D

128

How to End Adoption Services if Data does not exist on Adoption pages (continued)

4. (A) Highlight the row for Adoption Services in the Intervention Reason grid. (B) Hit the delete key, or go to the Edit menu, and in the drop-down list, (C) choose Remove Row. (D) Click ‘Yes’ in the message box.

Saving to Database


Figure – A_158

A

Figure – A_159

B

C

D

129


Note: If Exit CWS/CMS is not enabled, click Cancel. From your taskbar at the bottom of your screen, close the Resource Management application first, then from the File drop-down menu, select Save to Database, and click Exit CWS/CMS.


How to End Adoption Services if Data has been entered on the Adoption pages

Scenario Manager File: M07_S03 – Adoptions – (Part 3) Adoption Placement.arc User ID = WALLACGPassword = $Good2go




Figure – A_160

Figure – A_161

A

A

131

How to End Adoption Services if Data has been entered on the Adoption pages (continued)



B

C

D

Figure – A_162

Figure – A_163

132


4. In the Client Management Section (blue button), (A) click the Open Existing Client notebook. In the Open Notebook dialog box, (B) select the appropriate Case, (C) select the child client’s name, and (D) click the OK button. This will open the Client notebook.


A

B

C

D

Figure – A_164

133


5. If data has been entered on the adoption pages, but an adoption placement notebook does not exist yet, (A) click the Adoption Info page tab, and (B) enter a Service End Date. This will automatically remove ‘Adoption Services’ as an Intervention Reason, and make the client’s adoption information read-only. (C) Click ‘Yes’ to confirm the requested action in the message box.

Leave the arc file open for use in the next exercise. We will now reenter the Adoption Services Intervention Row.


Service End Date:If the ‘Service End Date’ is disabled, mandatory fields have not been completed on the Adoption Info and/or the AAP Eligibility pages of the Client Notebook.

Figure – A_165 Figure – A_166

B

A

C

134

How to Reinitiate Adoption Services if an Adoption Services End Date exists

When initiating adoption services a second time, an Intervention Reason of ‘Adoption Services’ will need to be entered once again into the case. When this occurs, a warning message will appear informing the worker that if they choose to continue, the Service End Date will be deleted. Thus the beginning date (Adoption Referral Date) of the adoption services will appear as the first date that adoption services were ever offered for this particular child. It will appear that adoption services have been continuous. Currently, this is the only way a case can (once again) become an Adoption case in the CWS/CMS application.

1. In the Case Management Section (green button), (A) click the Open Existing Case notebook. On the Case ID page, (B) create a new row in the Intervention Reason grid. (C) Select ‘Adoption Services’ and (D) click the OK button. (E) Click ‘Yes’ to proceed through the message box that warns you that the Service End Date will be removed.


Figure – A_168 Figure – A_167

A

B

C D

E

135

Saving to Database



How to End Adoption Services if an Adoptive Placement Notebook Exists

Scenario Manager File: M07_S04 – Adoptions – (Part 4) Finalization & Closure.arc User ID = WALLACGPassword = $Good2go


If an Adoptive Placement has been created, the Service End Date will be disabled until all mandatory fields have been completed on the Adoption Info and/or AAP Eligibility pages of the Client Notebook, and a Removal Date has been entered on the ID page of the Adoptive Placement notebook. We will record child removal information in the steps that follow.



A

A

Figure – A_169

Figure – A_170

137

How to End Adoption Services if an Adoptive Placement Notebook Exists (continued)



C

Figure – A_171

Figure – A_172

D

B

138


4. Once the case is in focus, (A) switch to the Placement Management Section (red button), and (B) open the Existing Adoptive Placement notebook. (C) Confirm the adoptive placement is selected, and (D) click the OK button.


Figure – A_173

Figure – A_174

A B

C

D

139


5. In the Adoptive Placement notebook, (A) enter the Removal Date on the ID page. (B) Click ‘Yes’ to the message box indicating that this will make the notebook read-only.


Figure – A_175

Figure – A_176

A

B

140


6. There are two fields that become mandatory after entering a removal date. (A) Complete the Reason for Removal field before (B) entering the Removal Placement Plan field.


To End Adoption Services:You must first end date AAP. After you have completed the ‘Removal Information’ on this page, remember to complete the ‘Service End Date’ on the Adoption Info page of the Client notebook to end adoption services.

Figure – A_177

A

BRemoval Placement Plan:After making a choice from this drop down, you get a message “Entering Removal Information will make the Entire Adoptive Placement notebook read only. Proceed?”

You MUST choose Yes or No button to continue.

141

Saving to Database



How to End an Adoption Case after the child turns 18 or 21

Scenario Manager File: M07_S06 – Adoptions – (Part 6) End Adoption Services.arc User ID = WALLACGPassword = $Good2go

To demonstrate this functionality, we have made Cassandra 21 years old.

After an adopted child reaches the age where they are no longer eligible for AAP, close the case by ending the assignment on the Assignment page of the Case Info notebook. Complete the following steps to end the assignment.




A

A

Figure – A_178

Figure – A_179

143

How to End an Adoption Case after the child turns 18 or 21 (continued)



Figure – A_180

Figure – A_181

B

C

D

144


4. In the Client Management Section (blue button), (A) click the Open Existing Client notebook. In the Open Notebook dialog box, (B) select the appropriate Case, (C) select the child client’s name, and (D) click the OK button. This will open the Client notebook. Confirm the age of the client on the ID page.

D

A

B

C

Figure – A_182

Figure – A_183


5. In the Case Management Section (green button), (A) click the Open Existing Case notebook, (B) click the Assignment page tab, (C) highlight the row of the assignment you would like to end, and (D) enter an End Date to any assignment. After ending all the assignments and saving to the database, the case will no longer be open.


Figure – A_184

A

B

C

D

146

Saving to DatabaseFrom the File drop-down menu, select Save to Database and click Exit CWS/CMS.


CWS/CMS Adoption Course Review

Section 1: Initial Adoption Services in CWS/CMS

1. The Permanency Planning Adoption Assessment document:

A. Can be created more than once

B. Can be created or reviewed in the Case Plan – document notebook

C. Can be created with or without a case plan

D. All of the above

E. Both A and B

2. You will only be able to enter and review information on the Adoption Info page of the Client notebook if:

A. You have adoptions privilege linked to your user ID

B. There is a case plan notebook

C. The case has an Intervention Reason of Adoption Services

D. All of above

E. Both A and C

Section 2: Child Freeing

3. Information about the termination of parental rights (which populates to the AD90/AD 551A report) is recorded in the:

A. Client notebook

B. Family Information notebook

C. Adoptive Placement notebook

D. Education notebook


CWS/CMS Adoption Course Review (continued)

4. The State Adoptions Case Number is also known as:

A. WIC

B. LTFC

C. LACO

D. ADA

Section 3: Home Study

5. Before you can create or edit a Home Study notebook, you must:

A. Have a Placement Home notebook in cache

B. Search for the Home Study notebook

C. A and B

6. On the Agency Information page of the Home Study notebook, the Phone and Address areas show contact info for the:

A. Placement home being studied

B. Home study worker conducting the home study

C. Your CWS office

D. Agency conducting the home study



Section 4: Making an Adoptive Placement

7. To record an Adoptive Placement, you must complete which of the following steps in Client Services?

A. Record the adoption referral date, do a Placement Facility Match search for an ‘approved, available’ home and then create a new adoptive placement notebook

B. Do a placement home search for a Foster Family home before creating a new adoptive placement

C. Record the adoption referral date, take the child out of the foster care placement, and then create an adoptive placement

D. Record the adoption referral date, enter the new adoptive home and make the adoptive placement

8. Adoptive Family information and Adoptive Parent(s)’ Previous Relationship to Child fields are located:

A. On the Adoption Info page of the Client notebook

B. On the ID page of the Adoptive Placement notebook

C. On the ID page of the Family Information notebook

D. On the AAP Agreements page of the Adoptive Placement notebook

E. None of the above

Section 5: Recording AAP Intake Information

9. You will not be able to enter a row in the AAP Agreements grid if:

A. You have not created an Adoptive Placement notebook

B. You have not ended your foster care placement

C. You have not entered the Adoptive Placement Agreement Signed Date on the ID page of the Adoptive Placement notebook

D. A and B only

E. All of the above


10. Before you can record an AAP Agreement Signed Date, you must first:

A. Enter an end date for the agreement

B. End the foster care placement

C. End the placement episode

D. Both A and B

E. All of the above

Section 6: Finalization and Closure

11. On the ID page of the Adoptive Placement notebook, you should complete this field last, as it makes many other fields on the page read-only:

A. Amount Paid to Agency

B. Placement Agreement Signed Date

C. Finalization Date

D. Removal Date

12. Federal Reporting fields:

A. May appear as green fields throughout the application

B. May be completed by using the Navigation Tool

C. Are mandatory fields (you must complete them in order to save to the database)

D. A and B

E. All of the above



Section 7: AAP Recertification

13. You can enter a Termination Reason on the AAP Agreements page of the Adoptive Placement notebook:

A. At any time

B. Only when the adopted child has reached 18 years of age

C. Only when the adopted child has reached 21 years of age

D. Prior to entering a Placement Agreement Signed Date


14. The difference between the AAP Start Date and the End Date can be no greater than:

A. 120 days

B. 1 year

C. 2 years

D. There is no limit

Section 8: Other Important Adoption Information

15. To change an adoption case to a non-adoption case, you must:

A. End any adoptive placements by removing the child from the home

B. Remove the intervention reason of Adoption Services

C. Enter a Service End Date on the Adoption Info page of the Client notebook

D. All of the above could be required depending upon what was already entered into the case



16. After you have finished recording all the adoptive placements in a home, you will need to:

A. Open the Home Study notebook in Client Services

B. Change the Home Study Application Status to ‘Approved, with placement’

C. Perform a Placement Facility Match search

D. Change the Home Study Application Status to ‘Approved, not available’

