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Adult Investigation
User Guide
May 20, 2015
Prepared for
State of Florida Department of Children and Families
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Change History
Release # Date
CR # or Incident #
Change Description Author(s) Section Modified
Release #
Date
CR # or
Incident #
Change Description Author(s) Section Modified
08/06/2013 Enhancement Initial submission FSFN
Projects
Team
Entire Document
R3b 08/21/2013
Enhancements Updates from DCF Review 1
FSFN Enhancements Team
Extraneous section breaks were removed; TOC updated
9/24/2013 CR 420 Added County to Adult
Investigation
FSFN
Enhancement
Team
Adult Investigation
09/26/2013 NA Updated to template/editorial guidelines
QA Document
10/3/2013 CR 420 Added edits based on DCF comments
FSFN Enhancement Team
Adult Investigation
04/02/2015 CR 426 Background Check Process
FSFN Enhancement Team
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Table of Contents
About FSFN User Guide ........................................................................... 7
The Intended Audience .............................................................................................................. 7
Prerequisite Knowledge ............................................................................................................. 7
Related Resources .................................................................................................................... 8
Security Information ................................................................................................................... 8
Adult Investigations Overview ................................................................. 9
About Initial Reporting Triggers .................................................................................................. 9
About Adult Investigations .......................................................................................................... 9
Create an Adult Investigation ................................................................ 11
About Creating an Adult Investigation .......................................................................................11
Key Tasks .................................................................................................................................11
View the Receiving Unit List ......................................................................................................11
Accept an Intake (Self Assign) ..................................................................................................11
Assign a Case to an Investigative Worker .................................................................................11
To create an Adult Investigation from the Desktop ....................................................................12
To create an Adult Investigation from Case Book ......................................................................14
To create Notes for an Adult Investigation ........................................... 16
About Creating Notes for an Adult Investigation ........................................................................16
Key Tasks .................................................................................................................................17
To create a Commencement Note for the Initial Intake ..............................................................17
To create a Commencement Note for an Additional Intake .......................................................17
To create an Initial Face to Face Case Note .............................................................................17
Adult Investigation Page—Intakes Tab .....................................................................................18
About the Adult Investigation Page Intakes Tab ........................................................................18
Key Tasks .................................................................................................................................18
To access the Adult Investigation Intake tab .............................................................................18
To access the Additional Actions pop-up page—Intake tab .......................................................19
To access the Background Summary – Adult Investigation .......................................................20
Adult Investigation Page—Participants Tab ......................................... 22
About the Adult Investigation Page Participants Tab .................................................................22
Key Tasks .................................................................................................................................22
To access the Adult Investigation Participants tab ....................................................................22
To add a Participant to an Adult Investigation ...........................................................................23
To link a Provider to the Adult Investigation ..............................................................................24
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Add Initial Role for Participant Added to an Investigation ..........................................................24
To remove a Participant from an Investigation ..........................................................................24
To remove an Unknown Participant from an Investigation .........................................................25
Key Tasks .................................................................................................................................26
To create and complete a Capacity to Consent pop-up .............................................................26
To view a background check - Participants tab .........................................................................27
Adult Investigation Page—Allegations ................................................. 28
About the Adult Investigation Page Allegations/Findings Tab ....................................................28
Key Tasks .................................................................................................................................28
To access the Adult Investigation Allegations/Findings tab .......................................................28
To create or update an Allegation .............................................................................................29
To add a Maltreatment Finding .................................................................................................30
Adult Investigation Page—Contacts Tab .............................................. 31
About the Adult Investigation Page Contacts Tab .....................................................................31
Key Tasks .................................................................................................................................31
To access the Adult Investigation Contacts/Notifications Tab ....................................................31
Adult Investigation Page—Recommended Disposition Tab ................ 33
About the Adult Investigation Page Recommended Disposition Tab .........................................33
Key Tasks .................................................................................................................................33
To access the Adult Recommended Disposition tab .................................................................33
Adult Investigation Page—Results Tab................................................. 34
About the Adult Investigation Page Results Tab ........................................................................34
Key Tasks .................................................................................................................................34
To record a Determination on the Results tab ...........................................................................34
Initial In-Home Safety Assessment ........................................................ 36
About Initial In-Home Safety Assessment .................................................................................36
Key Tasks .................................................................................................................................36
To create an Initial In-Home Safety Assessment .......................................................................36
To access the Initial In-Home Safety Assessment .....................................................................36
Initial In-Home Safety Assessment - Victim Safety Factors Tab ......... 37
About In-Home Victim Safety Factors Tab ................................................................................37
Key Tasks .................................................................................................................................37
To create an Initial In-Home Safety Assessment - Victim Safety Factors ..................................37
Initial In-Home Safety Assessment - Service Needs Tab ..................... 38
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About Initial In-Home Service Needs Tab ..................................................................................38
Key Tasks .................................................................................................................................38
To complete the Initial In-Home Safety Assessment - Service Needs tab .................................38
Initial In-Home Safety Assessment - PRP Factors Tab ........................ 39
About Initial In-Home PRP Factors Tab ....................................................................................39
Key Tasks .................................................................................................................................39
To complete the Initial In-Home Safety Assessment - PRP Factors tab ....................................39
Initial In-Home Safety Assessment - Safety Actions Tab ..................... 40
About Initial In-Home Safety Actions Tab ..................................................................................40
Key Tasks .................................................................................................................................40
To complete the Initial In-Home Safety Assessment - Safety Actions tab .................................40
Initial In-Home Safety Assessment - Overall Safety Assessment Tab 41
About Initial In-Home Overall Safety Assessment Tab ..............................................................41
Key Tasks .................................................................................................................................41
To complete the Initial In-Home Safety Assessment - Overall Safety Assessment tab ..............41
Key Tasks .................................................................................................................................42
To complete the Initial In-Home Safety Assessment- Supervisory Review tab ..........................42
Initial In-Home Safety Assessment - Second Party Review Tab ......... 44
About Initial In-Home Second Party Review Tab .......................................................................44
Key Tasks ................................................................................................................................44
To complete the Initial In-Home Safety Assessment - Second Party Review tab .......................44
About Updated In-Home Safety Assessment ............................................................................45
About Initial Institutional Safety Assessment .............................................................................45
Key Tasks .................................................................................................................................46
To create an Initial Institutional Safety Assessment ..................................................................46
To view an Initial Institutional Safety Assessment .....................................................................46
Initial Institutional Safety Assessment - Victim Safety Factors Tab ... 47
About Initial Institutional Victim Safety Factors ..........................................................................47
Key Tasks .................................................................................................................................47
To complete an Adult Institutional Safety Assessment - Victim Safety Factors tab ....................47
Initial Institutional Safety Assessment - PRP Factors Tab .................. 48
About Initial Institutional PRP Factors Tab ................................................................................48
Key Tasks .................................................................................................................................48
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Initial Institutional Safety Assessment - Facility Factor Tab ............... 49
About Initial Institutional Facility Factors Tab ............................................................................49
Key Tasks .................................................................................................................................49
To complete the Adult Institutional Safety Assessment - Facility Factors tab ............................49
About Initial Institutional Safety Actions Tab Page ....................................................................50
Key Tasks .................................................................................................................................50
To create an Adult Institutional Safety Assessment - Safety Actions tab ..................................50
Initial Institutional Safety Assessment - Overall Safety Assessment
Tab ........................................................................................................... 51
About Initial Institutional Overall Safety Assessment Tab ..........................................................51
Key Tasks .................................................................................................................................51
Initial Institutional Safety Assessment – Supervisory Review Tab ..... 52
About Initial Institutional Supervisory Review Tab .....................................................................52
Key Tasks .................................................................................................................................52
To complete and Adult Institutional Safety Assessment - Supervisory Review tab ....................52
Initial Institutional Safety Assessment - Second Party Review Tab.... 54
About Initial Institutional Second Party Review Tab ..................................................................54
Key Tasks .................................................................................................................................54
To compete the Adult Institutional Safety Assessment - Second Party Review tab ...................54
About Updated Institutional Safety Assessment ........................................................................55
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About FSFN User Guide
The Florida Safe Families Network (FSFN) User Guide helps you understand the steps to
complete your work in the FSFN system. This user guide does not cover every system feature
built into FSFN, but describes the most commonly used functions to complete your day-to-day
work in the FSFN application. This user guide, when used with Online Help and the How Do I
Guides, helps you successfully use the FSFN system as a support tool in your important work
of safeguarding the safety, permanence, and well-being of the children, families, and adults of
Florida.
The Intended Audience
This user guide serves a wide audience of FSFN end users who include:
Child Protective Investigators
Adult Protective Investigators
Hotline Command Centers
Ongoing Case Managers
Supervisors
Prerequisite Knowledge
This user guide was developed with specific prerequisite expectations. Before reading this
guide, read the following information. If you need to refer to additional User Guides, How Do I
Guides, or other information, visit the DCF FSFN website (http://fsfn.dcf.state.fl.us).
You must have a working understanding of Florida Department of Children
and Families Policies and Practices as related to the use and operation of
FSFN.
You must have a working understanding of the basic FSFN navigation and
functionality. See the Multi-Topic Basics User Guide and How Do I Guide.
If you are a supervisor, also see the Multi-Topic Supervisory User Guide and
How Do I Guide.
Key tasks described in this guide start at the FSFN Desktop, Case Book, or
Person Book, unless otherwise noted. If you are unfamiliar with how to navigate
to these three pages, see the User Guides for Multi-Topic Basics, Case Book,
and Person Book.
The Search page referred to within this user guide is the Search page with four
tabs: Person, Case, Provider/Organization, and Worker. This Search page is
commonly called the Utility Search or Navigational Search. It is accessed
primarily from the Desktop by clicking Search on the Banner or Utilities menu.
Other search types may be referred to as data retrieval searches. These
searches use different search functionality than the Utility Search. For example,
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the Person Search page provides a method to search for a person and retrieve
person data that pre-fills into the page in which you are working. The Person
Search page should not be confused with the Search page with the Person tab.
Related Resources
Visit the DCF FSFN website (http://fsfn.dcf.state.fl.us) for online access to additional resources
that support FSFN system end users, including:
FSFN Project Information
Online Web-based Training (WBT)
User Guides
How Do I Guides (job aids)
Topic Papers (System Functionality Design)
Reference Data (Selection Values)
Security Information
FSFN restricts your ability to create, modify, and view specific information through the security
profile associated with the Login Profile you used to access FSFN. Specific security applies
across all information. For example, if you do not have authorization to launch the Privileged
Consultation page from the Meeting page, you cannot access that page.
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Adult Investigations Overview
This User Guide addresses changes related to FSFN pages and existing FSFN functionality,
specific enhancements to FSFN user events, and other related FSFN processing.
For Intakes created prior to implementation of the above functional enhancements,
existing FSFN Intake functionality applies across all Investigation/Special Conditions
Referral functional enhancements.
For Intakes and their related components created post- implementation, the new FSFN
Intake functional enhancements apply.
About Initial Reporting Triggers
A report of alleged abuse and/or neglect initiates the Intake process in FSFN. The received
report comes to the DCF Florida Abuse Hotline Command Center by a reporter (mandated or
non-mandated) through one of three avenues:
The Intake Counselor then assesses the response time (Immediate or 24 hours) to
determine when follow up action needs to be taken.
Based upon the Intake information captured, the FSFN- Hotline Portal generates a
recommendation, which the Intake Counselor reviews and either accepts, or modifies.
The Intake Counselor completes the Intake process for submission to the Command
Center queue.
Adult Investigations
About Adult Investigations
When a call to the Hotline is accepted as an Intake by the Command counselor and background
records check is completed; the Intake is either called out as an Immediate to the Investigator or
forwarded to the appropriate Receiving Unit. The Investigation process gathers information
regarding the Intake, and involves:
Gathering information about allegations of maltreatment
Identifying, interviewing, and observing participants in the Intake
Identifying other relevant people and gathering additional information from them
Analyzing the Intake participants' background history
Documenting investigative activities and assessment of risk/safety
Documenting the results and findings of the investigation
Making dispositional recommendations
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The Investigation page is used by workers to document specific aspects of an investigation. The
Adult Investigation is comprised of one main page and is composed of a tab folder with six tabs
and a header group box which is visible from all the individual tabs, containing basic case and
intake information. The Adult Investigation page contains the following six tabs:
Intakes
Participants
Allegations/Findings
Contacts/Notifications
Recommended Disposition
Results
The following pop-up pages are accessed directly from the Adult Investigation page:
Person Management
Capacity to Consent
Referral for Protective Supervision, Protective Intervention, CCDA or HCDA Services
(Template
Remove Person (hyperlink)
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Create an Adult Investigation
About Creating an Adult Investigation
The Adult Investigation page is first generated by selecting Create > Case Work off of the main
menu, selecting the Adult Investigation value in the Investigation drop down field, and then
selecting a Case Name and clicking the Create button. It can be generated by selecting Create
Case Work hyperlink off the Case Book, selecting the Adult Investigation value in the
Investigation drop down field, then clicking the Create button. It can also be generated by
selecting the Adult Investigation hyperlink from the Case Book. Any of the three methods will
display the Intake Link pop-up page, listing any Initial Adult Intakes associated with the case
that are not currently linked to an investigation.
Key Tasks
View the Receiving Unit List
1. From the Desktop, select the Receiving Unit option: Utilities> Receiving Unit List
>Adult Intakes
2. From the Receiving Unit Intake pop-up, select the appropriate county from the
Receiving County drop down.
The Intakes for the county display in the Intakes group box.
Accept an Intake (Self Assign)
1. Open the Receiving Unit Intake pop-up.
2. Select the check box for the intake, and then select Accept.
3. Click Close.
Assign a Case to an Investigative Worker
1. Open the Receiving Unit Intake pop-up.
2. Select the check box for the intake, and then click the Search hyperlink located at the
bottom of the pop-up.
3. Enter the necessary search criteria for the worker, and then click Search.
4. Select the radio button for the appropriate worker, and then click Continue. The
selected worker’s name displays next to the Search hyperlink on the Receiving Unit
Intake pop up.
5. Click Assign, and then click Close.
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Column heading displays as hyperlinks can be sorted. The sort is alphabetical
unless it is a date field. The date field is sorted in reverse chronological order.
Once the Intake has been accepted by the Receiving Unit Worker, the CI Unit
worker’s assignment to the case ends and the Receiving Unit Worker’s
assignment begins.
Once the Intake has been accepted by the Receiving Unit Worker, the CI Unit
worker’s assignment to the case ends and the Receiving Unit Worker’s
assignment begins.
To create an Adult Investigation from the Desktop
1. From the Desktop menu, select Create>Case Work.
2. Select Adult Investigation from the Investigation drop down list.
3. From the Case list, select the Case in which you will create an Investigation.
4. Click Create.
The Adult Intake Link page displays.
5. Select the radio button next to the appropriate Intake.
6. Click Continue.
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The Adult Investigation page opens and defaults to the Intakes tab.
7. The Investigative Sub Type and R/T pre-fills from the Adult Intake. Change the
values if incorrect.
8. From the County drop down, select the county where the household is located.
To access an Investigation after you created it, select the appropriate Case expando
on your Desktop, expand the Investigation icon, and then select the Investigation
hyperlink.
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To create an Adult Investigation from Case Book
1. At the top of the Case Book, click the Create Case Work hyperlink.
2. Select Adult Investigation from the Investigation drop down list
3. Select your Case.
4. Click Create. 5. The Adult Investigation page launches and displays in Create Mode.
From Case Book you can also create an Adult Investigation by clicking the Adult Investigation hyperlink.
OR
1. Access Case Book.
2. Within the Case Actions list box, click the Adult Investigation hyperlink.
3. The Intake Link pop-up page displays.
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4. Select the applicable Initial Intake for which the Adult Investigation is being created.
5. Click Continue.
6. The Adult Investigation page launches and displays in Create Mode.
You can also create the Adult Investigation by clicking the Create Case Work
hyperlink on the Case Book.
To access an Investigation after it has been created, select
Investigations/Special Condition Referrals in the center group box and then
select the Investigation hyperlink.
The Investigative Sub Type pre-fills from the Adult Intake. Change the value if
incorrect.
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To create Notes for an Adult Investigation
About Creating Notes for an Adult Investigation
It is required to commence all Initial and Additional intakes. Multiple intakes can be commenced
on a single note by selecting the Invs/Assessment number check box. When the
Commencement note is saved, the hyperlink is replaced on the Intakes tab with the hyperlinked
date and time. Selecting the hyperlinked note opens it in edit view for the worker who created it
and her supervisor or acting supervisor. A Face to Face contact can be added to the
Commence note by selecting the Face to Face hyperlink.
When Additional intakes are added to an investigation, a new Commencement Case note is
required. Additional Intakes are displayed on the Intakes tab with a Commence hyperlink.
Additional intake and the sequence numbers are listed in the Commence Intakes expando
group box in reverse sequential order. They must be “commenced” in their order of sequence.
Supplemental intakes are not included in this list and do not require a commencement note.
Multiple intakes can be commenced on a single note by selecting the Invs/Assessment number
check boxes in the Commence Intakes expando. A Face to Face contact can be added to the
Commence note by selecting the Face to Face hyperlink When the Commencement note is
saved, the hyperlink is replaced on the Intakes tab with the hyperlinked date and time. Selecting
the hyperlinked note opens it in edit view for the worker who created it and her supervisor or
acting supervisor
Details of the Face-to-Face contact can be combined with the creation of the Commencement
Note (see above).
Once saved, the Face to Face note displays on the Contacts/Notifications page as well as on
the desktop in the Narrative section.
Selecting the hyperlinked note opens in edit view for the worker who created it and his or her
supervisor or acting supervisor. A Face to Face visit is required for all intake participants and
the investigation cannot be closed until this is validated. The date and time of the Initial Face to
Face contact displays in the header of the investigation. The Different Date check box, is only
needed if the Face to Face contact occurred at a time different than the date listed in the
Contact Begin Date field of the note. The system will validate to verify that the date/time of the
date entered for the Face to Face must be equal to or greater than the contact begin date/time
for the note.
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Key Tasks
To create a Commencement Note for the Initial Intake
1. On the Intakes tab of the Investigation click the Commence hyperlink for the initial
intake to open a Case Note page.
2. On the Case Note page, in the Note Information group box, enter the Contact Begin
Date.
3. In the Participants group box, select the Applies To check box for any participants to
be included in the Commencement note.
4. In the Narrative group box, enter Narrative.
5. Click Save.
6. Click Close.
To create a Commencement Note for an Additional Intake
1. On the Intakes tab of the Investigation, click the Commence hyperlink for any Additional
intakes.
2. On the Case Note page, in the Note Information group box, enter Contact Begin
Date.
3. In the Participants group box, select the Applies To check box for any participants to
be included in the Commencement note
4. From the expanded Commence Intakes expando; select the check box for the intake
sequences to associate with the commencement note.
5. In the Narrative group box, enter Narrative
6. Click Save.
7. Click Close.
To create an Initial Face to Face Case Note
1. From Contacts/Notifications tab of the Investigation, click Insert to launch the note.
2. On the Case Note page, in the Note Information group box, enter Contact Begin
Date
3. In the Note Information group box, select Initial Face-to-Face Contact from the Type
drop down.
4. In the Participants group box, select the Applies To check box for participants to be
included in the Face to Face note
5. Select the Face-to-Face Contacts hyperlink. This adds a row in the Contact
Information group box for each participant selected.
6. In the Narrative group box, enter narrative
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7. In the Contact Information group box, document the outcome of the Face to Face:
For attempted face-to-face contacts, enter the Reason Not Seen.
For not attempted face-to-face contacts a Reason Not Seen is optional.
8. If a Face to Face contact occurred on a different date than documented in the Contact
Begin Date. Select the Different Date check box and enter the Date and Time.
9. To remove a participant row from the Contact Information, click the Delete hyperlink.
10. Click Save.
11. Click Close.
Adult Investigation Page—Intakes Tab
About the Adult Investigation Page Intakes Tab
The Intakes tab contains information regarding the Adult Intake(s) linked to the Investigation.
The Intakes tab designates the assigned primary and secondary investigators for the open
Investigation.
Each linked intake (Initial, Supplemental, and Additional) displays on the Intakes tab and
displays either a Commence hyperlink or a hyperlinked Date and Time. Clicking the Commence
hyperlink launches the case note where this type of note is documented. Clicking the
hyperlinked Date and Time in the Commencement column will launch the completed note.
Each intake must have a Commencement Note documenting the initiation of the investigation.
Refer to the Notes Topic Paper (CM06), Notes How Do I Guide, and Notes User Guide for
details regarding how to enter a Commencement note and additional information regarding
Investigation notes.
Key Tasks
To access the Adult Investigation Intake tab
1. Access the Adult Investigation page from the Desktop.
The Adult Investigation page launches and defaults to the Intakes tab in edit mode.
2. Select the Investigation Sub Type (In-Home, Institutional, or Other) from the
Investigations Sub Type drop down, if applicable.
Hyperlinks to documents and information related to the selected Investigative
Sub Type display in the Actions group box and the Text group box.
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To access the Additional Actions pop-up page—Intake tab
1. From the Intakes tab of the Investigation, in the Actions group box, click the Additional
Actions hyperlink.
The Additional Actions page displays.
2. From the Adult Additional Actions group box, check all appropriate check boxes.
3. If “Other Notifications” is checked, then at least one corresponding check box must be
checked.
4. If applicable, enter a narrative in the text box.
5. Click the Save button, and then click the Close button.
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The Additional Actions pop-up page that launched from the Adult Investigation
“shell,” allows the worker to indicate remaining actions that need to be completed
during an Investigation. This response page will be accessed for all Investigative
sub-types. Additional actions are required to be completed prior to supervisory
approval of the Investigation.
To access the Background Summary – Adult Investigation
1. From the Intakes tab in the Actions group box, click the Background History
hyperlink.
The Background History page displays.
The Adult Background Summary page consists of two tabs:
o Background Check
o Prior Intakes and Investigations/Referrals
To request a background check, on the Background Check tab select
the check box next to the participant’s name in the Background
Check group box.
Certain pieces of data that are necessary for processing background checks are
not required when submitting the request. The system will verify the data is
captured and only once the validations are met, as well as any other validations
for Adult Investigations, will the request be submitted to the Background Check
Listing queue when the Adult Investigation page is successfully saved.
The Background Summary pop-up page is a response page that is required for
all Investigative Sub Types (In-Home and Institutional) and must be completed
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prior to supervisory review of the investigation. The Background History page
also allows the user to complete Implications for Victim Safety.
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Adult Investigation Page—Participants Tab
About the Adult Investigation Page Participants Tab
The Participants tab page contains and displays information regarding all case participants
documented in the Adult Intake(s). When several intakes are linked to an investigation, the
system does not duplicate participant information. At any time during an investigation:
Participants can be updated, added, or removed.
Roles can be clarified or added.
Background checks can be viewed.
A Face to Face contact is required for each investigation participant Information about the Face
to Face contact is documented in the Notes Topic paper (CM06) as well as the Notes How Do I
Guide and the Notes User Guide.
There is a column labeled Initial Face to Face for each Participant on the Participant tab as well
as a field in the header of the page. The Initial Face to Face column on the Participant tab
documents the Face to Face date for EACH Participant. The system monitors the contact notes,
calculates, and displays the date in the field on the Participant tab.
A Final Role is required for the following participants:
Alleged Perpetrator
Household Member
Significant Other
Caregiver
Key Tasks
To access the Adult Investigation Participants tab
1. Select the second tab on the Adult Investigation page– to access the Participant tab.
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To add a Participant to an Adult Investigation
1. Select the Participants tab.
2. Click Insert.
3. From the Participant pop-up, select the check box next to the participant you want to
add.
4. Click Continue.
5. Click Save.
You can only add participants who are active case participants.
If the new person you want to add to the Investigation is an active case
participant, follow the steps outlined.
If the person you want to add to the Investigation is not an active case participant,
you must first add this new person to the Case through the Maintain Case page.
After this step, the new participant can be inserted into the Investigation.
When a user adds a new participant and selects Save, the system will send an
automated message to each worker with an open assignment to a Case for which
the new participant is an active participant.
When a user adds a new participant and selects Save, the system will send an
automated message to each worker with an open assignment to a Provider for
which the new participant is an active member.
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To link a Provider to the Adult Investigation
1. Verify the Investigative Sub Type (in the header) displays Institutional.
2. Select the Participant tab.
3. In the Provider Information group box, click Search hyperlink.
4. Search for, and then select the provider to link to the Investigation.
The search hyperlink will be enabled to search for and select the provider only if
the Investigative Sub Type is Institutional.
If the sub type of the linked intake was institutional, the provider information on
the participant’s tab will pre-fill from the intake.
When a Provider is added to an Investigation and selects Save, the system will
send an automated message to each worker with an open assignment to the
Provider.
Add Initial Role for Participant Added to an Investigation
1. Click the Edit Roles hyperlink next to the participant added to the Investigation.
2. The Roles pop-up page displays.
3. Select the check box to select or deselect a role.
4. Click the Continue to return to the Participant tab.
To remove a Participant from an Investigation
1. Click the Participants tab.
2. Click the Remove hyperlink in the Participant’s row
The Participant Removal pop-up page displays.
3. Select the check box next to the participant you want to remove.
4. Select a Reason.
5. Click Continue to return to the Participant tab.
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To remove an Unknown Participant from an Investigation
1. Click the participant hyperlink on the Participant tab.
2. When prompted, click Merge on the Person Management page.
3. If appropriate, complete the merge on the Merge Participant page.
Remove a participant by selecting the Remove hyperlink.
A validation dialog pop up displays: “Are you sure you want to remove this Investigation
Participant?”
4. Select “Yes” or “No.”
If “No” is selected, the dialog closes and you are returned to the Participant tab.
If “Yes” is selected, the Participant Removal pop-up page displays.
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About the Capacity to Consent Pop-up
The Capacity to Consent pop-up page is used to document information related to the victims’
capacity to consent. For example: Is the victim oriented to their location, or to their own physical
and mental capabilities? The Capacity to Consent must be completed prior to submitting the
Initial In-home (or Institutional) Safety Assessment and can be complete for each victim,
multiple times during the investigation.
Key Tasks
To create and complete a Capacity to Consent pop-up
1. From the Participants tab of the Adult Investigation “shell,”, select the CTC hyperlink of the victim for which the capacity to consent is being completed. The Capacity to Consent pop-up page displays.
2. Select the Victim Name from the drop down list.
3. From the Section 1 group box, click each expando icon.
4. Select “Yes” or “No” from the drop down list.
5. Enter rationale narrative in the text box.
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6. From the Section 2 group box, click each expando icon.
7. Select “Yes” or “No” from the drop down list.
8. Enter Rationale narrative in the text box.
9. From the Section 3 group box, click the expando icon.
10. Enter a narrative in the text box.
11. Select Capacity Determination from the drop down list
12. Enter the Date Capacity Determined.
13. Click the Save button, and then click the Close button.
To view a background check - Participants tab
1. Select the third tab of the Adult Investigation – Participants tab.
2. Select the View hyperlink in the Background Check column.
View hyperlinks will only display for participants with a completed background
check. Clicking this hyperlink will take the user to the Background Screening
page of the latest completed background check. Availability to view the
attachments depends on security resources of the reviewer and the documents,
as well as established viewing procedures.
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Adult Investigation Page—Allegations
About the Adult Investigation Page Allegations/Findings Tab
The Allegations/Findings tab is used to document and display the specific allegations regarding
the Intake involving abuse, neglect, self-neglect or exploitation documented at Intake, as well as
additional allegations documented during the course of the Investigation. All allegations
documented in the Intake(s) linked to the Investigation are displayed on the Allegations/Findings
tab upon opening the tab.
Key Tasks
To access the Adult Investigation Allegations/Findings tab
1. Select the third tab on the Adult Investigation - Allegations/Findings tab.
2. In the Allegations and Findings group box:
Select a Finding from the Findings drop down list.
Enter the Date in the Incident Date text box.
Select the Caregiver Responsible from the Caregiver Responsible drop down list.
Check the Fatality check box if the maltreatment resulted in death.
Click the Delete hyperlink to remove an allegation row that was added during the
investigation.
3. You must enter text in the Field Allegation Narrative text box to support the addition of
any new allegation(s)/maltreatment(s) to the Investigation.
4. In the Summary Findings Implication for Victim Safety text box enter a summary of
the findings.
5. Click the Save button, and then click the Close button.
6. To add an Allegation
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To create or update an Allegation
1. From the Allegations tab of the Adult Investigation click the Insert button.
The Add Allegations pop-up page displays.
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2. Select or multi-select appropriated names from the Alleged Victims field in the top.
3. Click Insert on the Allegation/Findings tab.
4. The Add Allegations Selection pop-up page displays.
5. Select the victim(s).
6. Select the Add Allegations(s) button.
7. Click Save.
8. Click Close.
The Allegations pop up closes and the user returns to the Allegations/Findings tab.
To add a Maltreatment Finding
1. Click the Allegations/Findings tab.
2. Select a Finding.
3. Enter the Incident Date.
4. Select the Possible Responsible Person (if the finding is “Verified”).
5. Check the Fatality check box if the maltreatment resulted in the death of the victim.
6. Enter the narrative associated with a new allegation.
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Adult Investigation Page—Contacts Tab
About the Adult Investigation Page Contacts Tab
The Contacts/Notifications tab supports the creating of a case note from within the
investigation. Selecting the Insert button launches a case note and associates it with the
investigation. Commencement notes are launched from the hyperlink on the Intakes tab and
then display on this page.
Once a note is saved, it displays on this tab with a hyperlinked number. Selecting the
hyperlinked ID number gives view access to users. Notes can be edited by the user who
created the note, his or her supervisor, or acting supervisor. (See Case Notes How Do I and
User Guides for additional information on Investigation Contacts.)
Examples of the type of notes associated to the Investigation are:
Commencement
Initial
Commencement Additional
Face to Face Contact
In order to approve the Investigation there must be a documented face-to-face visit for all
participants.
Key Tasks
To access the Adult Investigation Contacts/Notifications Tab
1. Select the third tab on the Adult Investigation - Contacts/Notifications tab.
2. In the Contacts group box select the hyperlink in the Note ID column next to the
appropriate name. The hyperlink launches the details of the type of note recorded.
All information in the Contacts group box is view only.
3. In the Notification group box:
Click the Insert button to add a row to enter notification details.
Select the Agency Name/Role from the drop down list; required.
Enter the Date/Time of Action; required.
Enter the name of the Person Notified in the text box; required.
Enter the Affiliation in the text box.
Enter any Comments in the text box.
4. Click the Save button, and then click the Close button.
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Adult Investigation Page—Recommended Disposition Tab
About the Adult Investigation Page Recommended Disposition Tab
The Recommended Disposition tab allows the worker to indicate the recommended disposition
for each victim. This includes an indication of one of the following:
Intervention Services Needed
No Intervention Services Needed
Placement outside of the home is required
Judicial Action Required
If Intervention services are recommended for the victim, the worker also selects the services
recommended from a listing of services with corresponding check boxes. The implications for
Victim Safety are recorded.
Key Tasks
To access the Adult Recommended Disposition tab
1. Select the fifth tab on the Adult Investigation – Recommended Disposition tab.
2. Select the applicable Participant expando.
3. In the Recommended Disposition group box, enter text in the Recommended
Disposition Narrative text field.
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Adult Investigation Page—Results Tab
About the Adult Investigation Page Results Tab
The Results tab page allows the worker to view the results of the Adult Investigation and Safety
Assessment(s), enter the Determination, and record the Recommended Disposition. The
Results tab includes the following expando icons:
Implications for Victim Safety
Narratives from the most recent In-Home or Institutional Safety Assessment.
Overall Safety Assessment
Narrative from the most recent Initial or Initial Safety Assessment.
Summary/Findings
Displays Summary/Findings recorded on the Allegations/Findings tab.
Final Supervisory Review
Allows the reviewing supervisor to record their agreement/disagreement with the
Investigation findings.
From the Results tab, a worker may select the Approval hyperlink from the Actions list box to
submit the Investigation to the supervisor for closure.
Key Tasks
To record a Determination on the Results tab
1. Click the Results tab.
2. From the Determination drop down, select a Determination for the Investigation.
3. Click Save.
4. Click Close.
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Select the Implications for Victim Safety expando to view the Implication for
Victim Safety narrative recorded in the most recent safety assessment.
Select the Overall Safety Assessment expando to view the Overall Safety
Assessment narrative recorded in the most recent safety assessment.
Select the Summary/Findings expando to view the Summary/Findings narrative
recorded on the Allegations/Findings tab of the Investigation page.
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Initial In-Home Safety Assessment
About Initial In-Home Safety Assessment
The Initial In-Home Safety Assessment page is used to document safety factors, safety actions,
and an overall safety assessment. There are seven tabs associated with the Initial In-Home
Safety Assessment page:
Victim Safety Factors - Fourteen questions and a narrative addressing safety issues.
Service Needs - Concerns services needed or provided.
PRP Factors - Nine factors addressing the person responsible.
Safety Action - Identifies the need for a safety plan for the victim.
Overall Safety Assessment - Contains a narrative of the overall safety assessment.
Supervisor Review - Supervisor reviews each component of the safety assessment.
Second Party Review - Enabled and required based on responses to specific questions.
Key Tasks
To create an Initial In-Home Safety Assessment
1. From the Adult Investigation page, in the Actions List Box, click the Initial In-Home
Safety Assessment hyperlink.
To access the Initial In-Home Safety Assessment
1. From the Desktop, click the Cases expando, then select the appropriate Case
icon.
2. Click the Investigation icon.
3. Click the Initial In-Home Safety Assessment hyperlink.
The Initial In-Home Safety Assessment page displays.
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Initial In-Home Safety Assessment - Victim Safety Factors Tab
About In-Home Victim Safety Factors Tab
The Initial In-Home Victim Safety Factors tab is used to respond to different safety and danger
questions and an explanation of the implications to Victim Safety.
Key Tasks
To create an Initial In-Home Safety Assessment - Victim Safety Factors
1. Click the Initial In-Home Safety Assessment hyperlink.
2. Select the Victim Safety Factors tab from the top of the In-Home Safety Assessment
page.
3. From the Victims Safety Factors group box, click each expando icon.
4. Answer the required factors by selecting “Yes,” “No,” or, “Unknown” from
the drop down list for each victim.
5. Check all appropriate check boxes.
6. Click Save.
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Initial In-Home Safety Assessment - Service Needs Tab
About Initial In-Home Service Needs Tab
The Service Needs tab captures information concerning services needed or provided. A
response to the set of five questions is required, as well as an explanation of the
Implications for Victim Safety.
Key Tasks
To complete the Initial In-Home Safety Assessment - Service Needs tab
1. Select the second tab on the Adult In-Home Safety Assessment – Service Needs tab.
2. From the Service Needs group box, click each expando icon.
3. Answer the required factors by selecting “Yes,” “No,” or, “Unknown” from
the drop down list for each victim.
4. Check all appropriate check boxes.
5. In the Implications for Service Needs Assessment group box, enter a narrative.
6. Click Save.
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Initial In-Home Safety Assessment - PRP Factors Tab
About Initial In-Home PRP Factors Tab
The Initial In-Home PRP Factors Tab page is uses nine different factors to address the
possible responsible person. Responses and an explanation are required.
Key Tasks
To complete the Initial In-Home Safety Assessment - PRP Factors tab
1. Select the third tab on the Adult In-Home Safety Assessment – PRP Factors tab.
1. From the PRP Factors group box, click each expando icon.
2. Answer the required factors by selecting “Yes,” “No,” or, “Unknown” from
the drop down list for each victim. 3. Check all appropriate check boxes.
4. In the Implications for Victim's Safety field, enter a narrative.
5. Click Save.
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Initial In-Home Safety Assessment - Safety Actions Tab
About Initial In-Home Safety Actions Tab
The Initial In-Home Safety Actions tab page identifies and documents the need for a
safety plan for the victim. The actions taken are recorded to ensure safety by checking the
appropriate selections. You can indicate that no immediate action is necessary or
document reasonable efforts taken to locate the victim or the PRP.
Key Tasks
To complete the Initial In-Home Safety Assessment - Safety Actions tab
1. Select the second tab on the Adult In-Home Safety Assessment – Safety Actions tab.
2. In the Safety Actions group box:
Check each applicable action.
Record the date,
Enter a narrative.
3. Click Save.
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Initial In-Home Safety Assessment - Overall Safety Assessment Tab
About Initial In-Home Overall Safety Assessment Tab
The Initial In-Home Overall Safety Assessment Tab page is used to record the overall
safety assessment and is required prior to submission for supervisory review.
Key Tasks
To complete the Initial In-Home Safety Assessment - Overall Safety Assessment tab
1. Select the fifth tab on the Adult In-Home Safety Assessment – Overall Safety
Assessment tab.
2. In the Overall Safety Assessment group box, enter a narrative describing the overall
safety assessment.
3. Click Save.
4. Click Close.
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Initial In-Home Safety Assessment - Supervisory Review Tab
About Initial In-Home Supervisory Review Tab
The Supervisory Review tab allows the supervisor to document their review for each area
of the submitted assessment. The Supervisory Review tab is enabled only after the
Investigator submits the Initial In-Home Safety Assessment for Supervisory Review. On
the top of this tab, the system will display date/time stamp fields for when the following
actions occur: when the assessment was submitted for review; and when reviewed by the
supervisor. At each of these phases, the system also sends an automated message
notifying the appropriate parties of the action taken.
The top of this tab also displays the supervisor’s name. When the user submits the
assessment for supervisory review, the supervisor’s name is defaulted and pre-filled by
the system to the investigator’s supervisor. Should the investigator need to submit the
assessment to a different supervisor, worker search can be invoked.
Key Tasks
To complete the Initial In-Home Safety Assessment- Supervisory Review tab
1. Select the sixth tab on the Adult In-Home Safety Assessment – Supervisory Review tab.
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1. From the Safety Assessment Information group box, answer the required questions by selecting “Agree” or “Disagree,” from the drop down list.
In the Review Date and Time group box, displays system generated date and time of each review. No action required.
2. In the Further Actions Needed group box.
If applicable, enter appropriate information.
3. Click the expando icon for Supervisor Comments:
If applicable, enter comments covering the first four tabs on the Initial In-Home
Safety Assessment page.
If applicable, enter an Updated Safety Assessment Due Date.
4. In the Actions list box click the Supervisory Review Completed hyperlink. An automated message to the assigned Primary Investigator.
5. Click the Save button, and then click the Close button
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Initial In-Home Safety Assessment - Second Party Review Tab
About Initial In-Home Second Party Review Tab
The Second Party Review Tab page allows the second party reviewer to document their
review of each area of the submitted assessment including the supervisory review. The
tab is enabled when the assessment is submitted for Second Party Review.
Key Tasks
To complete the Initial In-Home Safety Assessment - Second Party Review tab
1. Select the second tab on the Adult In-Home Safety Assessment – Second Party Review tab.
2. In the Safety Assessment Information group box, answer the required questions
by selecting “Agree” or “Disagree,” from the drop down list for each assessment section.
The Review Date and Time group box displays the system-generated date and time of each review. No action required.
3. In the Further Actions Needed group box, if applicable, enter appropriate information.
4. Click the expando icon for Supervisor Comments. 5. If applicable, enter comments covering the first five tabs on the Initial In-
Home Safety Assessment page. 6. In the Actions list box, select Second Party Review Completed. An
automated message to the Primary Investigator and the reviewing supervisor.
7. Click the Save, and then click the Close.
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Updated In-Home Safety Assessment
About Updated In-Home Safety Assessment
After you have completed an Initial In-Home Safety Assessment, an Updated Safety
Assessment hyperlink will display in the Actions list box on the Case Book page. There
are seven tabs associated with the Updated In-Home Safety Assessment page:
Victim Safety Factors - Fourteen questions and a narrative addressing safety issues.
Service Needs - Concerns services needed or provided.
PRP Factors - Nine factors addressing the person responsible.
Safety Action - Identifies the need for a safety plan for the victim.
Overall Safety Assessment - Contains a narrative of the overall safety assessment.
Supervisor Review - Supervisor reviews each component of the safety assessment.
Second Party Review - Enabled and required based on responses to specific
questions.
Initial Institutional Safety Assessment
About Initial Institutional Safety Assessment
The Initial Institutional Safety Assessment page is used to document safety factors, safety
actions, and an overall safety assessment. There are seven tabs associated with the
Initial Safety Assessment page:
Victim Safety Factors - Fourteen questions and a narrative addressing safety issues.
Service Needs - Concerns services needed or provided.
PRP Factors - Nine factors addressing the person responsible.
Safety Action - Identifies the need for a safety plan for the victim.
Overall Safety Assessment - Contains a narrative of the overall safety assessment.
Supervisor Review - Supervisor reviews each component of the safety assessment.
Second Party Review - Enabled and required based on responses to specific
questions
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Key Tasks
To create an Initial Institutional Safety Assessment
1. From the Adult Investigation page, in the Actions List Box, click the
Initial Institutional Safety Assessment hyperlink. The Initial Institutional Safety Assessment page displays.
To view an Initial Institutional Safety Assessment
1. From Case Book in the Actions List Box, click the Initial Institutional Safety Assessment hyperlink.
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Initial Institutional Safety Assessment - Victim Safety Factors Tab
About Initial Institutional Victim Safety Factors
The Initial Institutional Victim Safety Factors tab is used to respond to different safety and
danger questions and an explanation of the implications to Victim Safety.
Key Tasks
To complete an Adult Institutional Safety Assessment - Victim Safety Factors tab 1. Access the first tab in the Institutional Safety Assessment.
The Victim Safety Factors tab displays.
2. From the Victims Safety Factors group box, click each expando icon.
3. Answer the required factors by selecting “Yes,” “No,” or “Unknown” from
the drop down list for each victim.
4. Check all the appropriate check boxes.
5 . In the Implications for Victim Safety text box, enter a narrative.
This information displays on the Results tab of the Adult Investigation page.
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Initial Institutional Safety Assessment - PRP Factors Tab
About Initial Institutional PRP Factors Tab
The PRP Factors tab is comprised of nine different factors addressing the possible
responsible person. Responses to each factor are required, as well as an explanation of
the implications for Victim Safety.
Key Tasks
To complete an Adult Institutional Safety Assessment - PRP Factors tab
1. Select the second tab on the Adult Institutional Safety Assessment – PRP Factors.
2. From the PRP Factors group box, click each expando icon.
3. Answer the required factors by selecting “Yes,” “No,” or “Unknown” from
the drop down list for each victim.
4. Check all the appropriate check boxes.
5. In the Implications for Victim's Safety text box, enter a narrative. 6. Click Save.
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Initial Institutional Safety Assessment - Facility Factor Tab
About Initial Institutional Facility Factors Tab
The Initial Institutional Facility Factors tab page captures information concerning the
facility's practices. There are six different factors that require an answer and an
explanation of the implications that the facility factors present to victim safety.
Key Tasks
To complete the Adult Institutional Safety Assessment - Facility Factors tab 1. Select the third tab on the Adult Institutional Safety Assessment - Facility Factors
tab.
2. From the Facility Factors group box, answer the required factors by selecting Answer
the required factors by selecting “Yes,” “No,” or “Unknown” from the drop down list for
each victim.
3. From the Implications for Victim's Safety group box, enter a narrative describing the
implications for the victim's safety.
4. Click Save
5. Click Close.
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Initial Institutional Safety Assessment - Safety Actions Tab
About Initial Institutional Safety Actions Tab Page
The Initial Institutional Safety Actions tab page identifies and documents the need for a
safety plan for the victim. The actions taken are recorded to ensure safety by checking the
appropriate selections. You can indicate that no immediate action is necessary or
document reasonable efforts taken to locate the victim.
Key Tasks
To create an Adult Institutional Safety Assessment - Safety Actions tab
1. Select the fourth tab on the Adult Institutional Safety Assessment - Safety Actions tab.
2. If No Immediate Action is checked in the Safety Actions group box, then the Safety
Action Requirement is complete.
Enter the Date of Decision
Enter a narrative.
Click the Save button, and then click the Close button.
3. If No Immediate Action is unchecked, then complete applicable actions.
Each action checked requires the Date of Decision, the Person Responsible,
and an Explanation.
Click the Save button, and then click the Close button.
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Initial Institutional Safety Assessment - Overall Safety Assessment Tab
About Initial Institutional Overall Safety Assessment Tab
The Initial Institutional Overall Safety Assessment Tab page is used to record the overall safety assessment and is required prior to submission for supervisory review.
Key Tasks
To complete an Adult Institutional Safety Assessment -- Overall Safety Assessment tab
1. Select the fifth tab on the Adult Institutional Safety Assessment - Overall Safety
Assessment tab. 2. In the Overall Safety Assessment group box, enter a narrative describing the overall
safety assessment.
3. Click the Save button, and then click the Close button.
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Initial Institutional Safety Assessment – Supervisory Review Tab
About Initial Institutional Supervisory Review Tab
The Supervisory Review tab allows the supervisor to document their review for each area
of the submitted assessment. The Supervisory Review tab is enabled only after the
Investigator submits the Initial In-home Safety Assessment for Supervisory Review. On
the top of this tab, the system will display a date/time stamp fields for when the following
actions occurred: when the assessment was submitted for review; when reviewed by the
supervisor; when submitted for second party review; and when reviewed by the second
party reviewer. At each of these phases, the system also sends an automated message
notifying the appropriate parties of the action taken.
The top of this tab also displays the supervisor’s name. When the user submits the
assessment for supervisory review, the supervisor’s name is defaulted and pre-filled by
the system to the investigator’s supervisor. Should the investigator need to submit the
assessment to a different supervisor, worker search can be invoked.
Key Tasks
To complete and Adult Institutional Safety Assessment - Supervisory Review tab
1. Select the sixth tab on the Adult Institutional Safety Assessment - Supervisory
Review tab.
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1. From the Safety Assessment Information group box, answer the required questions
by selecting “Agree” or “Disagree,” from the drop down list.
The Review Date and Time group box, displays system generated date and time
of each review. No action required.
2. If applicable:
In the Further Actions Needed group box, enter appropriate information.
Click the expando icon for Supervisor Comments and then enter comments
covering the first six tabs on the Initial Institutional Safety Assessment page.
Enter an Updated Safety Assessment Due Date.
3. In the Actions list box click the Supervisory Review Completed hyperlink.
An automated message is sent to the assigned Primary Investigator.
4. Click the Submit for 2nd Party Review hyperlink in the Actions list box.
5. Click the Save button, and then click the Close button.
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Initial Institutional Safety Assessment - Second Party Review Tab
About Initial Institutional Second Party Review Tab
The Second Party Review Tab page allows the second party reviewer to document their
review of each area of the submitted assessment including the supervisory review. The
tab is enabled when the assessment is submitted for Second Party Review.
Key Tasks
To compete the Adult Institutional Safety Assessment - Second Party Review tab 1. Select the seventh tab on the Adult Institutional Safety Assessment - Second Party
Review tab.
2. In the Safety Assessment Information group box, answer the required questions by
selecting “Agree” or “Disagree,” from the drop down list for each assessment section.
The Review Date and Time group box displays:
3. If applicable:
In the Further Actions Needed group box, enter appropriate information.
Click the expando icon for Supervisor Comments and then enter comments covering the first five tabs on the Initial In-Home Safety Assessment page.
Enter an Updated Safety Assessment Due Date.
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4. From the Actions list box click the Second Party Review hyperlink.
An automated message is sent to the Primary Investigator and the reviewing supervisor.
5. Click the Save button, and then click the Close button.
Updated Institutional Safety Assessment
About Updated Institutional Safety Assessment
After you have completed an initial, Institutional Safety Assessment, an Updated Institutional Safety Assessment hyperlink will appear in the Actions list box in Case Book. Work through the seven Safety Factors tabs as you did for the Initial Institutional Assessment.
Victim Safety Factors - Fourteen questions and a narrative addressing safety issues.
PRP Factors - Nine factors addressing the person responsible.
Facility Factors - Addresses the possible responsible person.
Safety Action - Identifies the need for a safety plan for the victim.
Overall Safety Assessment - Contains a narrative of the overall safety assessment.
Supervisor Review - Supervisor reviews each component of the safety assessment.
Second Party Review - Enabled and required based on responses to specific displays the
system-generated date and time of each review. No action required.
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