Children's Administration, Department of Social and Health Services
Children's Administration, Department of Social and Health Services
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Operations Manual

15000. INFORMATION SYSTEMS STANDARDS

15100. INTRODUCTION

  1. This chapter contains standards and procedures for the Classic and Graphical User Interface (GUI) versions of the Case and Management Information System (CAMIS) and other electronic information systems used by Children's Administration (CA).
  2. These policies and procedures have been reviewed and endorsed by the CA management team.
  3. Children's Administration Technology Services shall maintain on the CA intranet an electronic version of the CA Operations Manual, managers and supervisors are to ensure that all staff know how to access and use this manual.

15200. SYSTEM DEVELOPMENT, SECURITY and NETWORK STANDARDS

15201. SACWIS System Work Request

152011. Purpose

  1. The purpose is to establish the process for requesting new or updated processes to the Children's Administration SACWIS system.

152012. Standard/Procedure

  1. For all updates to existing or requests for new applications to the SACWIS system, CA staff will submit a work request using the CATS Work Request Form. The process is as defined below.
# Process or Decision Lead Person(s) Description
1 Identify Need CA Originator Anyone may identify a business need.
An originator is the person who identifies a business need.
Unmet business needs are often associated with system enhancements, policy changes, or technology opportunities.
The originator determines whether to document the need. If yes, they describe the need using a CATS Work Request Form.
2 Describe Need CA Originator The originator works with the appropriate regional and headquarters staff to describe the business need in detail. The description includes a summary of the need; relevant policy references; current and recommended future processes; and, summary of the users impacted by the recommended change.
The description must include the impact of not addressing the business need and alternatives, including non automated solutions, considered.
Once the description is complete, the originator forwards the WR form to an approved sponsor from their CA Region or Division.
3 Review & Prioritize Need CA Sponsor A sponsor reviews the WR to determine whether to sponsor the request.
A sponsor is a pre-identified CA Regional or Division leader who reviews and advocates a WR throughout the process.
Field office staffs' sponsors are either their Regional Administrator (RA) or Deputy RA. Headquarters staffs' sponsors are either their Division Director or a designated Office Chief. See the CATS WR Process FAQs for a current list of sponsors.
If the Regional or Division of leader chooses to sponsor the request, they must indicate whether the change is Mandatory, i.e. is required by current CA policy, and the Priority of the change, i.e. high, medium, or low.
D1 Regional Sponsor? CA Sponsor If the WR originated from the field, it is forwarded to the Director of Field Operations for consideration at the monthly Field Operations meeting.
4 Field Operations Review VA Regional Administrators The purpose of this step is to ensure that all of the RAs are aware of the pending WR and that the business need is shared across the state as opposed to just within the Region in which the need originated.
D2 Submit WR To Change Coordinator? CA Sponsor or Regional Administrators The sponsor or RAs may ask the originator for additional details, close the request, or forward the request to the CATS WR Coordinator.
D3 WR Complete? CATS CATS Change Coordinator The CATS WR Coordinator reviews the WR form and verifies that Part I, Originator Information; Part II, Business Need; and, Part III, Sponsor Information are complete.
If the form is complete, the WR Coordinator assigns the change request to a CATS business analyst to complete a Scope Document.
If the form is not complete, the WR Coordinator assigns a CATS business analyst to work with the originator and sponsor to complete the form.
4 Describe Scope CATS CATS Business Analyst A CATS business analyst works with the appropriate regional and headquarters staff to complete a Scope Document.
The Scope Document describes the recommended solution to meet the business need and includes a DRAFT Estimate to design, build, test, and implement the recommended solution.
Once a Scope Document has WR completed, the business analyst works with the Change Coordinator to schedule a WR Board review of the WR and Scope Document.
5 CCB Reviews WR & Scope Document CA & CATS CCB The CATS WR Board (WRB) is made up of selected regional and headquarters senior managers.
These WRB determines whether to approve, defer, or deny WRs. In addition, they set WR priorities.
The WRB meets frequently during certain periods, e.g. the design phase of the CAMIS Replacement project.
D4 Approve, Not Approve or Defer Scope CA & CATS CCB After reviewing a WR and the associated Scope Document, the WRB determines whether to approve, defer, or deny the WR.
6 Complete Design CATS CATS Business Analyst Once a WR has been approved, a CATS business analyst completes a Design Document.
A Design Document includes a description of the solution that will be implemented to meet the business need. The description of the solution may be documented in a Use Case or other design document and include screen shots and a summary of the steps, decisions, and business rules required to implement the solution.
Designs must be reviewed by the originator, sponsor, and other appropriate headquarters and regional prior to completion.
7 Perform Implementation LOE Estimate CATS CATS Business Analyst Once a Design Document is complete, the business analyst will work with CATS managers to complete a FINAL Estimate to build, test, and implement the recommended solution.
D5 Validate Design & Review Implementation Estimate CA & CATS CCB The WRB validates the completed design and reviews the FINAL Estimate to construct and implement the recommended solution.
8 Execute Development Life Cycle CATS CATS Business and Programmer Analysts Once validated, CATS implements the solution described in the Design Document.

15202. User Access (6/15/2006)

152021. Purpose

  1. The purpose is to establish who has access to CAMIS.

152022. Standard

  1. In accordance with DSHS Information Technology Security policy manual Chapter 4, Chapter 12 and Admin Policy No. 05.01, No. 15.10, the only persons having authorized access to CAMIS are Children's Administration staff, Case Aides, Interns (given access by their Regional Administrator), Director, Office Chief, internal or external auditors (for limited audit purposes), and those persons, on an individual basis, whose access has been approved by the Office of Information Services Manager. Access to CAMIS shall be given on a need-to-know basis.
  2. Other persons requesting CAMIS access may receive authorization only after their request is reviewed by the applicable Regional Administrator, Director, or Office Chief and approved by the Office of Information Services Manager.

152023. Procedure

  1. All persons who have access, pre-approved or granted by exception, shall receive basic CAMIS training and training in the specific applications they will use prior to their use of the system. Additionally they shall acknowledge in writing that they understand the department's requirement for protecting certain information, understand the penalties and sanctions associated with unauthorized information disclosure, and have read and understand applicable department policies and procedures governing information security.
  2. Requests to give persons access shall be submitted to ISSD Data Security and shall include person or persons desiring access, agency for whom they work, which modules are being requested, and reason for needing access, time-frame for which access is requested, systems to which access is requested (LAN, WAN, CAMIS, etc.), and cost associated with their access and agreement on who pays those costs.
  3. Requests may be submitted using the IBM Mainframe Security Access Form, or in memorandum format.
  4. ISSD Data Security shall review the request with the CAMIS office and have authority to approve the request.

15203. Storage of Confidential or Mission Critical Data (6/15/2006)

152031. Purpose

  1. In accordance with DSHS Information Technology Security policy manual Chapter 3 and Admin Policy No. 05.01, No. 15.10, to provide a policy for Children's Administration regarding the storage of confidential and mission critical data so that proper back-up may be made.
  2. B. Confidential information includes all personal information (e.g., name, birth date, SSN, etc.) and case data (e.g., case number, type, allegations, etc.) relating to CA clients.

152032. Applicability-This policy applies to all CA employees.

152033. Standard

  1. Due to the critical and confidential nature of the data used by Children's Administration, it is necessary that all data files that contain confidential information or are mission critical in nature be stored on the network file server and not on local hard drives. This would include all information that might need to be accessed by a co-worker or supervisor in a staff person's absence.
  2. Each file server within an office will be set up with a directory structure that users may access for the storage of these files.
  3. A back-up shall be made regularly, using suitable back-up media, of the information on the network file server, and these files will be part of this back-up. The regional System Support Specialist will be responsible to ensure that a back-up of the file server is done at least on a daily basis.
  4. Access to directories and files will only be granted when required to perform job related functions.

152034. Procedure

  1. The file server directory structure for users to store their files will be set up by the regional System Support Specialist. The regional System Support Specialist will publish the necessary information needed for staff to be able to access and use the directory structure for this data, and insure data security is applied to file directory structure.

15204. Teleworking (6/16/06)

152041. Purpose

  1. To provide a standard for CA regarding the use of state-owned computer hardware and software in a teleworking scenario.

152042. Applicability-This policy applies to anyone who uses CA equipment.

152043. Standard

  1. In accordance with DSHS Admin Policy No. 18.80, CA employees may use state-owned equipment for teleworking with the prior approval of the DCFS Regional Administrators, DLR Regional Managers, Division Directors, or Office Chiefs, as applicable.
  2. As always, State owned equipment must only be used for CA business.

152044. Procedure

  1. CA offices must establish procedures that include:
    1. If the equipment is to be used consistently at the employee's home more than two weeks, documentation to justify why the employee needs to have this equipment at home.
    2. A sign in/sign out sheet that includes a description of the item, state tag number, and a product serial number.
    3. A check in procedure, when the equipment is returned, which includes checking the hardware and software for computer viruses that may have been introduced while the equipment was outside the office.
    4. Employees must follow standard security procedures while the equipment is in their possession; e.g., locking doors, locating equipment away from windows, and securing the terminal while unattended. Confidential data may not be retained at an employee's home or shared with family members or other visitors to the home.

15205. Use of Electronic Messaging Systems and the Internet (06/15/06)

152051. Purpose

  1. The purpose is to provide a policy for CA regarding the use of the Internet for state business purposes.

152052. Applicability

  1. This standard applies to anyone using CA state resources for Internet access while working in or away from CA offices.

152053. Standard

  1. Electronic Messaging and the Internet shall be used in accordance with DSHS Admin Policy No. 15.15.

15206. Creating/Changing Log-in Id's For Users (6/15/2006)

152061. Purpose

  1. In accordance with DSHS Information Technology Security policy manual Chapter 4 and Admin Policy No. 05.01 and No. 15.10, this standard provides procedure for Children's Administration staff regarding the creation of system user ID's in the CAMIS system, on the DSHS Domain, and for electronic mail for better security for systems and a more timely approach for assigning security.

152062. Standard

  1. Children's Administration will identify individuals who are authorized to create and delete user ID's for the various computer systems used within the administration. These systems are currently the Case and Management Information System (FamLink), the DSHS domain, and the Exchange electronic mail system. A user ID needs to be created in each of these systems in order for each user to access the information needed to perform his or her job functions.
  2. Security rights that allow a user to create system ID's shall be limited to a small number of staff.

152063. Procedure

  1. Children's Administration staff shall use the form IBM Mainframe Security Access Form for Children's Administration to identify and authorize needed security. The individual(s) creating system user ID's need to have this information two weeks before a new employee begins work in order to have security in place before the employee's first day on the job.
  2. This form must be included in entrance and exit interviews, filled out by the Human Resource Consultant Assistant (HRCA) or the supervisor of the new employee, and emailed to ISSD Data Security one week prior to the employee's first day and no more than one week after their last day of employment.
    1. Creating a user new to the Administration
      1. At least two weeks before the employee's first day, a user ID needs to be created within the CAMIS system. This ID will be generated from ISSD Data Security. This will generate the seven character alphanumeric log-in ID that will be used with the other systems. The job classification/title and office information for the user is to be entered at the time this ID is created.
      2. If the user is hired into a new position, using the ID generated in CAMIS, a new user profile will need to be created in the DSHS Domain by a Children's Administration Service Desk person and a user directory created. Within this profile, the local ITSS will add the groups needed for them to access necessary information and printing capabilities. This will give the user access to the Local Area Networks (LAN) and the mainframe where CAMIS resides.
      3. If the user is in an existing position that has been vacated, any files not relating to this position should be removed from the fileserver by the region's or headquarters' ITSS or exiting employee's supervisor. Any files that are related to the position should be transferred to the new employee by the region's or headquarters or exiting employee's supervisor. Also using the ID generated in CAMIS, a new user ID will need to be created in the Exchange e-mail system by the Children's Administration Service Desk.
      4. If the user has another ID created by another agency, that ID must be used only if that ID is available in the CAMIS system.
      5. e. If the user needs security for specific CAMIS applications, the supervisor submits via memo the request for security training to the Children's Administration Service Desk.
    2. Moving a User Within the Administration From One Position to Another
      1. Since the user should already have a CAMIS user ID and NT domain ID, Children's Administration Headquarters Help Desk staff needs to update the CAMIS and NT ID's by changing the office information. The NT ID information will be updated by the local/regional ITSS.
      2. An e-mail ID may need to be created if the user is moving to an office with a different e-mail domain.
    3. Deleting a User From the Respective Systems
      1. CAMIS -- When a user leaves Children's Administration, the HRCA notifies the Children's Administration Help Desk and the local/regional ITSS within one week of the employee's departure.
      2. The Children's Administration Service Desk will update the CAMIS account information by putting a date in the Inactive Data field. This will trigger the events to remove access security and ensure the security integrity of the CAMIS system.
      3. The local/regional ITSS will transfer any mission critical files from the existing employee to the employee's supervisor (if necessary) and then delete the user's profile from the e-mail system and file server.
      4. If the person is remaining with the administration, the employee's CAMIS ID remains active.
      5. DSHS Domain -- When a user is leaving Children's Administration permanently, the DSHS domain ID is to be deleted. If the user is leaving the administration temporarily, the DSHS domain ID is to be disabled until the user returns.
      6. E-mail -- The Exchange administrator also deletes the e-mail ID at this time.
      7. Other Systems - When a user no longer needs access to other Information Services, the HRCA or supervisor notifies the Children's Administration Service Desk, who will remove the user's access to those systems.

15207. PATCH NOTIFICATION RESPONSE PROCEDURES (PNRP)

152071. Purpose

  1. The purpose of this document is to outline the necessary resources, steps and methodology needed to successfully classify and respond to virus definition file updates and software patch upgrade notifications from vendors.

152072. Applicability

  1. The standard applies to all automation systems supported by the Children's Administration Technical Services (CATS) Division and all CATS Staff.

152073. Definitions

  1. Patch: A temporary addition to a piece of code, usually as a quick-and-dirty remedy to an existing bug or misfeature.
  2. Network: Refers to all automation resources maintained by the Division and includes hardware, software and infrastructure.
  3. Patch Tracking Log: Electronic log used to track all actions taken in response to a Patch notification.
  4. Virus Definition File: An electronic file that includes the information necessary for Antivirus Software to detect and repair viruses.
  5. Maintenance Rollup Package: Refers to a collection of enhancements that are pushed out to PCs at regular intervals. These are generally non-critical and do not require immediate action.
  6. CA Patch Notification Distribution List: E-mail distribution list that contains the names of all CATS staff that require notifications during patch procedures.

152074. Resources Requirements

  1. CA Patch Notification Distribution List
  2. Patch Tracking Log

152075. Procedures for Patch Application

  1. Upon receipt of notification of a Patch, the Technical Support Services Manager or designee and Senior Technical Analyst must determine the level of impact on the CA Network. There are 3 Impact Levels it can fall under; No Impact, Minor Impact, Critical Impact.
    1. No Impact means our systems are not vulnerable or fit the scope of the patch (i.e. we do not use that software or function) and it cannot be exploited on our network.
    2. Minor Impact means we may fit the scope but the patch does not fix vulnerability, or the fix is for non-critical functionality improvements (i.e. enhancements to software).
    3. Critical Impact means we fit the scope of the patch and not applying it could result in a negative impact on our network and systems resulting in loss of productivity.
  2. Upon determination of impact level, the Technical Support Services Manager or designee and Senior Technical Analyst will take the following actions. All actions must be entered into the Patch Tracking Log.
    1. No Impact. If the patch falls in this category, make notation in Patch Tracking Log and communicate info to CA Patch Notification Distribution List.
    2. Minor Impact. If the patch falls in this category, communicate that info to the CA Patch Notification Distribution List and add it to the regular Maintenance Rollup Package.
    3. Critical Impact. If the patch falls in this category, the Senior Technical Analyst or designee will communicate that info to the CA Patch Notification Distribution List and invoke the Expedited Patch Application Plan (EPAP).

152076. Procedures for Virus Definition File Application

  1. The McAfee Anti-Virus system employed by Children's Administration is the standard indicated by the DSHS Information System Services Division. All protected hardware is configured to automatically check for virus signature updates every day. In the event a vulnerability solution is identified that requires a new virus update, the Senior Technical Analyst will initiate a manual Virus Definition File update within 1 hour of reviewing the notification. The Senior Technical Analyst will send a notification to the CA Patch Notification Distribution List after the updated has been initiated.

15208. EXPEDITED PATCH APPLICATION PROCEDURE (EPAP)

152081. Purpose

  1. The purpose of this document is to outline the procedures needed to expedite the installation of patches that are critical in nature on a network-wide basis.

152082. Applicability

  1. The standard applies to all automation systems supported by the Children's Administration Technical Services (CATS) Division and all CATS staff.

152083. Definitions

  1. Patch - A temporary addition to a piece of code, usually as a quick-and-dirty remedy to an existing bug or misfeature.
  2. Patch Tracking Log - Electronic log used to track all actions taken in response to a Patch notification.
  3. N - Time when Technical Support Services Manager determines that the update/patch identified in the Notification could have a critical impact.
  4. Isolated Environment - A network of computers that is not physically connected to the production network.
  5. Remote Tools - Any utility or software program that allows administration of a resource from other then its own counsel. (i.e. SMS, Remote Desktop, etc.)

152084. Resource Requirements

  1. Test lab environment or other spare machines to test patches.
  2. Patch Tracking Log

152085. Procedures

  1. N + 1 hr - The Technical Support Services Manager or designee will identify CATS staff to act as EPAP team and inform the rest of CATS staff that an EPAP team has been tasked for the subject patch.
  2. N + 4 hrs - The EPAP team will download and begin testing the patch in a lab or other isolated environment to determine its relationship with our existing software while not compromising our existing production network.
  3. N + 24 hrs - The EPAP team, after verifying stability of the patch within our existing systems, will test distribution of the patch via Remote Tools within the lab or other isolated environment.
  4. N + 48 hrs - The EPAP team will distribute patch/update statewide via Remote Tools. The Technical Support Services Manager or designee will notify all users that a patch is being distributed and what impact, if any, it will have on their workstation.

15209. Network Emergency Response Procedures (NERP)

152091. Purpose

  1. The purpose of this document is to outline the resources, steps and methodology necessary to successfully resolve a network-wide emergency.

152092. Scope

  1. The standard applies to all automation systems supported by the Children's Administration Technical Services (CATS) Division and all CATS staff.

152093. Definitions

  1. Event - an unplanned, non-specific issue that causes limited or a complete lack of computer and/or network functionality including viruses, natural disasters, fires, flooding, etc.
  2. Remote Device - any laptop, notebook or tablet pc that can be removed from the network and used by Children's Administration staff
  3. Shared Emergency Administrative (ESA) Account - an account created prior to an event and given full administrative privileges on every machine in the Children's Administration network.

152094. Resources Requirements

  1. Complete CATS telephone, pager and personal number lists updated on a quarterly basis.
  2. Standard communication device for CATS Staff that incorporates paging, cell phone and walkie-talkie or direct connect type capabilities not dependent on telephone land lines.
  3. List of local office non-CATS, ISSD and DIS staff that could assist in an emergency.
  4. SEA account.
  5. Listing of remote computers and their users or custodians.

152095. Upgrade/change Procedures.

  1. All communication during an Event will occur in the following manner:
    1. The communication "tree" will mimic the chain of command for both upward and downward communication.
    2. Communications will occur at regular intervals during the event or as needed. The intervals will be determined by the CATS Director, Technical Support Services Manager or designee at the time of the Event based on its severity.
  2. If any CATS staff suspects we are under the influence of an Event, that person will immediately contact the Technical Support Services Manager or designee with a description of the event, its symptoms and possible solutions.
  3. If an Event is verified by the Technical Support Services Manager or designee, all appropriate staff will be notified by any means available. An interim stop-gap solution will be provided with the communication to prevent further damage to the network or loss of productivity.
  4. The Technical Support Services Manager or designee will identify a NERP team. The NERP team will develop, document and prepare a solution for distribution as soon as possible.
    1. Depending on the severity of the event and the solution necessary, the Technical Support Services Manager or designee may summon the assistance of Non-CATS office support staff (see attached NERP Contacts list).
    2. If necessary, the SEA Account could be implemented. Please see the Shared Emergency Administration (ESA) Account Implementation Plan.
  5. CATS and/or Office Support group will proceed to apply the fixes to equipment according to the priority identified by each office or as directed by their immediate supervisors. In the event that a priority list is not available from the office, the default priority will be as follows:
    1. Intake
    2. Social Workers
    3. Clerical
    4. Supervisors
    5. Management
  6. Once the response is underway, the Technical Support Services Manager or designee will provide the Regional Management with a summary of the event, the plan to repair damage and an estimated time of completion.
  7. If the solution involves computer software upgrades, once the local network has been protected, each CATS staff member will need to contact their office's remote users to ensure that a re-infestation does not occur via remote, non-wired or "checkout" equipment. If CATS staff is unable to reach a user who has a "remote" device they will revoke network rights for that device until such time an authorized staff member can physically test the device and ensure its safety on the Children's Administration network.
  8. Upon completion of the response, CATS Management should conduct a review to determine the cause of the Event and how to improve processes and procedures to prevent such an emergency and/or improve the response in the future.

15210. Shared Emergency Administration (SEA) Account Policy

152101. Purpose

  1. The purpose of this document is to outline the administration of a Shared Emergency Administration (SEA) account. This account is to give Non-Technical Staff, office site assistants or other designated office workers full administrative privileges to Children's Administration desktop computers at the Local Administrative Level in response to an Event that requires software, patches or other solutions be applied to each computer locally and can't be distributed electronically.

152102. Applicability

  1. The standard applies to all automation systems supported by the Children's Administration Technical Services (CATS) Division and all CATS staff.

152103. Definitions

  1. Local Administrative Level- refers to permission specific to one piece of equipment and not across the whole network and/or domain.
  2. Event - Non-specific issue that causes limited or a complete lack of computer and/or network functionality.
  3. Non-Technical Staff - Refers to a staff member in each office who has been identified as a resource for CATS to use as needed to resolve technical issues.
  4. Remote Tools - Any utility or software program that allows administration of a resource from other then its own counsel. (i.e. SMS, Remote Desktop, etc.)

152104. Resource Requirements

  1. Complete list of non-technical staff as designated by the local CATS staff
  2. SEA account and password established and installed on equipment

152105. Procedures

  1. Upon determining that the event is of a nature that requires assistance from non-technical staff, the Technical Support Services Manager, Area Technical Manager or a designated CATS staff member will distribute the SEA account login name and password (via fax or other method) through the local ITSS to the non-technical staff.
  2. Once the event has been resolved, the Technical Support Services Manager or his designee will change the password for the SEA account via Remote Tools and/or manually on all affected CA equipment preventing in order to prevent its continued and unauthorized use. This new SEA account password will be shared only with the Technical Support Services Manager, Area Technical Managers and Senior Technical Analyst.

15211. CA Information System Disaster Recovery Procedures

  1. (Placeholder)

15212. Securing Unattended Computer Terminals (06/16/06)

152121. Purpose

  1. To ensure our adherence to DSHS Administrative Policy 05-01 and to provide a policy for CA regarding the securing of computer terminals that provides access to confidential and mission critical data.
  2. Confidential information includes all personal information (e.g., name, birth date, SSN, etc.) and case data (e.g., case number, type, allegations, etc.) relating to CA clients.
  3. This policy is necessary to ensure that the administration is in compliance with the Washington State Department of Social and Health Services (DSHS) Information Technology Security Policy Manual (ITSPM), Chapter 3, Classifying and Protecting Data and IT Resources.

152122. Applicability

  1. This policy applies to all CA employees, whether working in CA offices, in private homes, or when connecting to the CA network remotely via wired or wireless access, whenever using electronic equipment to access client confidential information.

152123. Standard

  1. Due to the critical and confidential nature of the data used by the Administration, it is necessary that all data files and information that are confidential or mission critical in nature are secure when staff leave their terminals unattended.
  2. Employees must log off from CAMIS if they do not intend to use CAMIS for documentation or review of data for any period in excess of 90 minutes. CAMIS will automatically log off any user who has remained "idle" in the system for longer than 90 minutes. The automatic log off is necessary to assure data security, to allow active workers freedom to access the system, and to keep the system cost efficient. System users creating or updating CAMIS records, reviewing existing records, and/or performing searches in the system will not be involuntarily logged off if they perform any of these activities at least once every 90 minutes.
  3. Employees who use computers that access the Local Area Network (LAN) must either log off or lock their workstations by using the built-in lock feature within the operating system when they leave their terminals unattended. Additionally, an auto-locking feature will be implemented on all CA computer equipment so that following ten (10) minutes of user inactivity the computer will automatically lock with a password.
  4. For instructions on how to log off of the system or lock the computer with a password, staff should contact their local Systems Support Specialist or the CA Service Desk via email or telephone.
  5. Computer terminals within CA will not be set up to automatically enter the user ID and password into either the LAN or CAMIS system via a macro or program.

15213. Network Equipment Relocation and Connections (3/1/95)

152131. Purpose

  1. Pursuant to DSHS Administrative Policy 15-10 which deals with Information and Technology Security the following guidelines are provided to outline the handling of network related computer equipment within offices of CA to:
  2. Assure networks continue to function properly.
  3. Minimize the number of system problems caused by users moving equipment and disturbing networks.
  4. Keep site documentation accurate.

152132. Applicability: To all CA Employees.

152133. Standard

  1. All computer equipment attached to a Local Area Network (LAN) or Wide Area Network (WAN) is part of that network. Only Children's Administration Technology Services (CATS) personnel may authorize a change to the configuration of those networks. To connect or disconnect any equipment from that network, including a PC, monitor, printer, copier (or other multi-function device i.e. network copier or scanner) or moving patch cables, is to alter the configuration of that network.
  2. All LAN and WAN related equipment will be maintained and handled by the local Systems Support Specialist or the Regional Systems Support Supervisor. The equipment will be purchased, installed, and serviced only under the direction and coordination of the Regional Systems Support Supervisor or the Systems Support Manager. Non-technical field staff are not authorized to disconnect, reconfigure, or move LAN and WAN equipment except under the coordination and direction of the local Systems Support Specialist or the Regional Systems Support Supervisor.

152134. Procedure

  1. In the event that an office within a region would like to relocate a piece of equipment (i.e., computer, printer, etc.) or change the configuration of the office LAN in some way, responsible staff are to contact their local Systems Support Specialist for approval and follow the procedures as outlined by their region.

15300. GENERAL SACWIS SYSTEM STANDARDS

15301. Updates to CAMIS Files (11/30/95)

153011. Purpose

  1. To ensure that CAMIS files represent the work of the person who originally entered it or the designated supervisor

153012. Applicability

  1. Applies to all CA employees.

153013. Standards

  1. All initial documentation in CAMIS shall remain a discrete representation of the information available at the time it was entered.

153014. Procedure

  1. No textual information shall be completed or edited after five working days of initial input. CAMIS text shall be updated by the person who created it or by the designated supervisor. A designee shall indicate for whom he or she is inputting the text.
  2. For licensing, case, referral, and facility complaint SERs, any new or corrected text information shall be documented in a separate, subsequent SER addendum.
  3. For Risk Tags any changes to the risk tag shall be added below the original risk tag text. It shall be dated and the person making the addition shall sign by typing their name at the end.
  4. Investigative assessment text corrections must be made 31 days after the assessment has been marked complete. Any changes needing to be made subsequently must be approved by an Area Administrator and the assessment lock security overridden by a person with designated security.

15302. Standards for Input of Names (4/14/94)

153021. Purpose

  1. To provide a consistent standard for the entry of names in CAMIS for persons, businesses, contracts, licenses, and providers; to improve search procedures; and to improve data integrity.

153022. Standard

  1. The following standards shall be used when entering names in the CAMIS system:
    1. No spaces are to be used in names; e.g., McDonald and MacDonald, not Mc Donald and Mac Donald.
    2. The only punctuation to be used will be the hyphen, "-"; as in Jones-Borland. Periods, commas, apostrophes, etc., will not be used.
    3. Use full names when known and nicknames or alternate spellings as aliases; e.g., Elizabeth G Johnson, AKA: Beth Johnson, Liz Johnson.
    4. The middle initial or name will be entered in the correct data field only. It will not be entered in the data field provided for the person's first name.
    5. Titles such as Jr., Sr., II, III, Dr, etc., will be entered in "Title" data field. The only exception is if a first name is not known at the time of intake. No "unknown" names will be entered for any reason, either first, last, or first and last. If there are allegations regarding an unidentified person or persons, any and all identifying information shall be entered in the allegation text; e.g., "presumed mother locked two female children, 5 to 8 years old, in the car and went into the bar. License # ABC123." If persons are later identified, complete information will be entered at that time.
    6. Contract Names: When contracts are created, the business ID and provider number will be created in the same format (last name space first name space initial or title with no punctuation). Facilities may be abbreviated identically for business and provider IDs. Once the business or provider number is pulled into the contract, it can be typed over to reflect the desired name format for the person/contract.
    7. Day Care and Foster Homes: The licensee will be created in the licensing module following the same format as the provider file (last name space first name/spouse or other name). Each facility will have a business ID created at the time the license application is entered into CAMIS if one does not already exist. The female's name, if any, will be listed first; spouse or other name will be listed second. At the time the facility is licensed, the licenser will request an SSPS provider number using the above naming format. The provider number will be related to the existing business. See examples below.
    8. Day Care Centers with Multiple Sites: A license will be created for each site, each with a separate business ID. The business ID for each site will be related to the appropriate SSPS provider number.
    9. Private Agency Foster Homes: Private agency foster homes will be entered using the same naming format as for all other persons, business, licenses, contracts, and SSPS numbers (last name space female first name/male first name). Private agency foster homes will have business ID, license, and SSPS number, all listed the same. The private agency foster home's address will be coded as the mailing address. Under alternate name/address, type in the name and address of the agency that licensed them.
    10. Examples of Name Formats:
      1. Contracts
      2. 1) Provider File: Jones James A
          Contract: James A Jones
        DBA: Jones James A
        2) Provider File: NWYS/CRC/REGIONAL
          Contract: Northwest Youth Services
        DBA: NWYS/ASSESS/WHATCOM
        3) Provider File: NWYS/CRC/REGIONAL
          Contract: Northwest Youth Services
        DBA: NWYS/CRC/REGIONAL
        4) Provider File: Catholic Community Services
          Contract: Catholic Community Services
        DBA: CCS/SNO CNTY/CRISIS DC
      3. Day Care and Foster Homes
      4. 1) Provider File: Smith Mary A
          License: Smith Mary A
        2) Provider File: Smith Mary/John
          License: Smith Mary/John
        3) Provider File: Smith Mary/Jones Barbara
          License: Smith Mary/Jones Barbara
      5. Day Care Centers with Multiple Sites:
      6. 1) Provider File (UNYSIS): YMCA South County
          Provider File (CAMIS/SBUS): YMCA S CNTY Main Site
        YMCA S CNTY Lynndale
          License: YMCA S CNTY Main Site
        YMCA S CNTY Lynndale
        2) Provider File (UNYSIS): YMCA Clark County Daycare
          Provider File (CAMIS/SBUS): YMCA Clark CNTY
        Hazel Dell
        YMCA Clark CNTY
        Cascade Park
          License: YMCA Clark CNTY Hazel Dell
        YMCA Clark CNTY Cascade Park
        3) Provider File (UNYSIS): YMCA Yakima Daycare
          Provider File (CAMIS/SBUS): YMCA Yakima Naches Ave
        YMCA Yakima Summitview
          License: YMCA Yakima Naches Ave
        YMCA Yakima Summitview
        4) Provider File (UNYSIS): YMCA Spokane Daycare
          Provider File (CAMIS/SBUS): YMCA Spokane (School Name 1)
        YMCA Spokane (School Name 2)
        YMCA Spokane (School Name 3)
          License: YMCA Spokane (School Name 1)
        YMCA Spokane (School Name 2)
        YMCA Spokane (School Name 3)

15304. Service Episode Records

153041. Purpose

  1. The purpose is to ensure consistency in the CAMIS system of documenting Service Episode Records (SERs) and to provide standards for the purpose of generating statistical reports of case contacts.

153042. Standard

  1. All Service Episode Records (SERs) will be completed in CAMIS, by the CA staff member who was involved, for all case events/activities within a reasonable time following the occurrence of the event/activity, except for SERs relating to the blood-borne pathogens protection plan (see Operations Manual, chapter 5000, section 5700). CA staff will create typed or handwritten SERs to document activities related to a client's HIV/AIDS and will maintain the SER in:
    1. A sealed envelope in section VIII Other of the DCFS binder; or
    2. Section F of the DLR license folder.

153043. Procedures

  1. CA staff must complete the SER (narrative case recording) in CAMIS as soon as possible after an event, activity, or contact occurs to ensure accuracy of recording. In no case will the recording occur more than 30 calendar days from the date of the event or case activity except for the near-verbatim documentation of disclosure interviews as required by RCW 26.44.035. ("Written records involving child sexual abuse shall, at a minimum, be a near verbatim record for the disclosure interview. The near verbatim record shall be produced within fifteen calendar days of the disclosure interview, unless waived by management on a case-by-case basis.")
  2. CA staff shall use the CAMIS Service Episode Record to record activities and events related to referrals, cases, licenses, facility complaints, and persons. For additional details on timelines and format for DLR/CPS investigation SERs, see the Child Abuse and Neglect Section Practice Guide: INVESTIGATING ABUSE AND NEGLECT IN STATE-REGULATED CARE.
  3. If the local office allows, based upon agreement between DCFS and/or DLR social work supervisors and clerical supervisors, clerical staff may input case activity information in the SER at the request of a social worker. The social worker must review the clerical staff's input and enter an SER to the effect that SER is accurate as written.
  4. Supervisors need to ensure that any significant activity on the part of the supervisor or management related to case activities is entered into the SER. This can be accomplished either by direct input by the supervisor, or with agreement by the social worker, entered by the social worker on behalf of the supervisor.
  5. DCFS staff must document all case activity in CAMIS. DCFS staff must relate the referral or case ID and the person IDs of children that are directly associated with the SER. Exceptions to this documentation are listed below.
    1. The SER is related only to the child(ren)'s person ID if:
      1. The child is legally free; or
      2. The child is in Dependency Guardianship status; or
      3. The person is between 18 and 22 and is in an open placement episode and has signed a voluntary agreement for continued placement beyond the age of 18; or
      4. The child is placed with someone other than the child's parent or guardian through the Interstate Compact Program (see CAMIS Policy 14 regarding documentation of child's custody).
    2. SERs on prospective Adoptive Parents must not use a child's person ID.
  6. SER recording will include the following:
    1. When - full dates (month/day/year and time) when the event occurred;
    2. Who - full names of persons present, identifying their roles in the case (e.g. "child's mother, Mary Smith," "child's therapist, Jane Doe," "Mary Smith's boyfriend, John Doe," etc.), with the exception of foster parents in a child's/family SER who will only be identified by first name or as "foster parent." The worker must not identify the foster parent with the foster parent's full name in a child's/family SER;
    3. Where - a description of where the event occurred (e.g. "Mary Smith's home," "Aberdeen DCFS Office");
    4. Why - a description of the purpose of the event/contact, as appropriate;
    5. What - a behaviorally specific description of what occurred during the event/contact, as appropriate (e.g. "Mary Smith's breath smelled of alcohol");
    6. The worker's assessment of the event/contact may be included, together with the supporting facts or evidence that led to the assessment.
  7. CA staff can enter the SER into CAMIS either individually as each event occurs or enter it as a summary of events.
    1. Individual event SER - A worker may document multiple SER activity types for an individual event. For example, a worker may make a single home visit on a CPS investigation and interview the child victims and the parent who is the alleged subject. The worker may write one SER for this contact and use all activity types such as (Child - Initial Face to Face w/ Child, Parent - Bio/Adopt. or Guardian Initial Contact, and Contact - Subject Interview).
    2. Summary of events SER - If a summary of multiple events is entered staff must include the same elements (listed in III E above) that would be in an individual entry. (e.g. "DCFS social worker, Sally Jones called the child's mother, Mary Smith four times this week on 4/1/97, 4/2/97, 4/3/97, and 4/4/97. No one answered the phone for any of the listed calls.")
      1. A summary SER may be used to describe the same or different types of activities that occurred on the same date (e.g., multiple attempts to contact a parent can be summarized in one SER. A telephone contact with a therapist, a supervised visit, and an interview with a foster parent may also be documented in one SER.)
      2. Separate SERs must be entered for different activities when those activities occur on different dates and documentation of the date of the different activities is critical. Activities that are bolded on the screen are those activities for which documentation of the exact date is critical. These activities require exact date documentation primarily for federal funding (targeted case management), tracking outcome measures, or DLR requirements.
      3. A bolded activity can be combined in a single SER with another bolded activity only if they both occur on the same day.
      4. Summary SERs that document activity that do not have a bolded activity may cover activities that occur over a period of up to 14 days.
  8. CA staff must convey respect for the subject(s) of the interviews and events in the content of the SER. Language used in SER describes events, sequences of events, and observations in a clear, objective, and behaviorally specific manner.
  9. CA staff do not have to print SERs and insert them in the service binder except as required for the purposes of public disclosure, legal discovery, archiving records, or when directed to do so by supervisory or administrative request or regional procedure.
  10. Staff will retain their handwritten notes on each investigative contact until the investigator has accurately entered documentation of the contact into the SER, at which point the investigator must discard the handwritten notes.
  11. Supervisory/Administrative Reviews: The supervisor shall record the monthly case reviews and include the actual date of the supervisory review with the Supervisory/Administrative Review activity.
  12. Child Protective Services cases:
    1. The CA staff member shall relate investigation SERs to the referral(s) being investigated.
    2. The Initial Face to Face contact with each child victim on referrals receiving the high standard of investigation shall be recorded with the Child - Initial Face to Face w/ Child activity type. The person ID(s) for the child(ren) contacted and the location of the interview shall be selected on the SER in CAMIS.
    3. Attempts to contact the child victim can be recorded with the Child - Attempted Initial Face-to-Face activity type. The person ID(s) for the child(ren) the CA staff attempted to contact shall be selected.
    4. If a DCFS or DLR/CPS supervisor issues an extension for the initial face to face contact on a referral receiving the high standard of investigation, the supervisor shall record the extension with the 24-hour or 72-hour Extension: Additional Victim Identified at risk of Imminent Harm or the 24-hour or 72-hour Extension: Additional Victim Identified NOT at risk of Imminent Harm activity type. The person ID(s) for the child(ren) shall be selected and related to the SER.
    5. Interviews with an alleged subject of Child Abuse/Neglect (an individual alleged to have abused or neglected a child) for the purposes of obtaining the individual's statement regarding the allegations shall be recorded with the Contact - Subject Interview activity type.
    6. Initial contacts with the child's parents/guardians as required by RCW 26.44.030 (10) shall be recorded with the Parent - Bio/Adopt or Guardian - Initial Contact activity type.
    7. The supervisor or Administrator, who reviews assessment findings, will document the review with the Supervision/Administrative Review) activity type and relate the SER to the referral number.
    8. The DCFS supervisor who reviews a case for the purpose of extending CPS beyond 90 days will document the review with the Extension Approval - CPS 90-Day Policy activity type.
  13. Cases involving children in placement (out-of-home placement episodes in licensed and unlicensed facilities) or In-Home Dependency are recorded as:
    1. The face to face health and safety contact for children in out-of-home placement shall be recorded with the Health and Safety Monitoring Visit (DCFS) activity type. The person ID(s) for the child(ren) contacted and the location of the interview shall be selected on the SER in CAMIS.
    2. If a supervisor extends the face to face health and safety monitoring visit, the supervisor shall record it with the Extension Approval - Health and Safety Monitoring visit Policy activity type. The person ID(s) for the child(ren) shall be selected and related to the SER.
    3. When documenting visits which occurred between parent/guardian and child, the child's person ID shall be selected and related to the SER. Use one of the following activity types to record these visits:
      1. Visit - Supervised
      2. Visit - Unsupervised
    4. If a written report has been received regarding a visitation, the worker shall, at a minimum, document the date of the visit and refer to the written report in the text of the SER.
    5. A scheduled visit which does not occur, between parent and child shall be recorded with the Visit - Did Not Occur activity type. The person ID(s) for the child(ren) shall be selected and related to the SER.
  14. Cases involving CPT, LICWAC/Tribal, Prognostic, or Permanency Planning Staffing:
    1. When documenting the following type of staffing, the child(ren) person ID(s) for whom the staffing is held must be selected and related to the SER in CAMIS:
      1. Child Protective Team Staffing (use Staffing - CPT activity type);
      2. LICWAC or Tribal Staffing (use Staffing - LICWAC/Tribal activity type);
      3. Prognostic Staffing (use Staffing - Prognostic / Pre-Passport / Permanency / Adoption activity type); and
      4. Permanency Planning Staffing (use Staffing - Prognostic / Pre-Passport / Permanency / Adoption activity type).
    2. If a written report has been received regarding a staffing, the worker shall at a minimum document the date of the staffing and refer to the written report in the text of the SER.
  15. License Cases
    1. When documenting regulatory actions use one of the following activity types:
      1. For an Administrative Approval use the Regulatory - Administrative Approval activity. The type of Administrative Approval, and the begin and end dates must be recorded in the license record. If the Administrative Approval is denied, record this date in the license record as well.
      2. For a Waiver use the Regulatory - Waiver activity. The type of Waiver, and the begin and end dates must be recorded in the license record. If the Waiver is denied, record this date in the license record as well
      3. For a Compliance Agreement use Regulatory - Compliance Agreement.
      4. At the beginning of a denial, suspension, or revocation action use Regulatory - Deny/Suspend/Revoke Action Begun. For the activity date - record the date the denial, suspension, and/or revocation letter sent to the licensee.
      5. When the Denial, Suspension, or Revocation proceeding is completed and a final decision is made, use Regulatory - Deny/Suspend /Revoke Final Decision. Record the date the decision was made, the revocation, denial, or suspension action was completed. Reasons may include the licensee did not appeal the decision by the deadline for the appeal to be filed, a settlement was reached, or the final administrative appeal decision was issued.
      6. If a Stop Placement/No Referral is issued by Licensing use Regulatory - Stop Placement/No Referral.
      7. When the decision is made to remove the Stop Placement/No Referral status use Regulatory - Stop Placement Lifted.
    2. When documenting health and safety reviews/inspections for foster homes or regional facilities use one of the following activity types:
      1. Health and Safety Monitoring Visit (DLR);
      2. Inspections - Comprehensive Health and Safety (DLR); and
      3. Inspections - Quarterly Health and Safety.
  16. License staff member shall relate facility complaint SERs to the facility complaint ID. CAMIS will automatically relate the associated referral ID to the SER. If there is a license record associated with the facility complaint ID, CAMIS will relate the license record to the SERs as well.
  17. Communication with Attorney General and County Prosecuting Attorneys:
    1. All SERs regarding communication with the Office of the Attorney General, county prosecuting attorneys, or other department contracted attorneys representing the department shall be recorded with the Consult with AAG activity type.
    2. All printed copies of SERs regarding the communication with the AAG will be stored in the "Privileged Communication with AAG" section of the binder or the confidential section of the license file.
  18. Deleting Service Episode Records-An exact duplicate of another SER may be deleted:
    1. The CA staff member who created the SER may delete the SER within the first seven calendar days of the creation of the SER.
    2. A locked SER record may be deleted after written notification to the worker and supervisory review. Upon written notification from a supervisor/manager to delete a SER, the region's Automation Trainer or other authorized person may delete the SER.
  19. Corrections and additions to an SER
    1. If an error in the SER activity type occurred when the SER was created, the worker who created the SER may update the activity type.
    2. If an incorrect ID number is related to the SER, the worker who created the SER may make the correction. If the worker no longer has an active CAMIS user ID, the region's Trainer, with supervisor approval, may make the correction.
    3. The person who created the SER in CAMIS may correct the text of the SER within the first seven calendar days of the creation of the SER.
    4. Addenda to an SER are made in the following circumstances:
      1. Any individual not the creator of the SER may add information to the SER. The addendum may be created to correct information in the SER or add clarifying information.
      2. The creator of the SER may edit the SER within seven days of the creation of the SER. After seven days, the creator may add an addendum to correct information or clarify the SER.

15305. Case Assignment, Transfer, and Closure (3/1/99)

153051. Purpose

  1. The purpose is to ensure consistency in CAMIS and to enable on-line tracking of case assignment and file location.

153052. Standard/Procedure

  1. Referrals and Case Assignment
    1. After a worker assignment is made for a referral, the supervisor or worker must record that assignment in CAMIS within five working days.
    2. A referral is accepted and becomes a case when the referral meets one of the following criteria:
      1. The Child Protective Services (CPS) or DLR/CPS referral passes the sufficiency screen.
      2. A Family Reconciliation Services (FRS) intake request is accepted for services or the assessment lasts more than 30 minutes.
      3. Is a DLR Facility Complaint.
      4. A Child Welfare Services (CWS) referral for assessment or services is accepted.
      5. A home study request is accepted.
    3. The referral will be related to an existing case number for the family, if one exists, or a new case number will be created.
  2. Case Numbers
    1. Family Cases
      1. Family case files will be issued case numbers in CAMIS with the last digit being a "0." Regions or offices may determine which case letter ("H," "L", or "D") they will use on the family service files. Documentation will be stored in the family case binder. Service Episode Record (SER) for the case must be recorded using the family case file number.
      2. It is not necessary to create a binder for an open case if there are no paper documents to file in the binder.
    2. Cases Involving a Child in Placement or In-Home Dependency
      1. If any out-of-home placement occurs or a Dependency/Child in Need of Services (CHINS) petition is filed, a dash case number will be established in CAMIS for the child. Each child will have only one open case. Dash numbers for siblings will be issued in the order the children are placed. If an older sibling comes into care or has legal actions instituted at a later date, issue the next dash number in order. The letter used in the dash case number will be "D." There will be no dash "0" case numbers for child placement or Dependency/CHINS cases. The client/child and the "X" (reference person) shall be one and the same for the dash file. Placement and legal history as well as foster care, group care, and medical payment must be recorded in CAMIS using the dash case number.
      2. The local office opens a separate individual service record binder using the dash number only for children that are legally free, children placed in adoptive placement, or for a child whose case plan is distinctly different from the case plan for the child's siblings.
    3. Cases Involving Teen Parent(s)
      1. For cases in which the parent is under the age of 18 and both the teen parent and his/her child are dependent, a family case number will be issued in the teen parent's name. If the teen parent is in care or is involved in current Dependency/CHINS proceedings, the teen parent will have two case numbers in the teen parent's name; i.e., (1) a dash number case open for the teen being a child in placement and (2) a family case file with the teenager as the parent.)
      2. A dash file with the teen parent's family case number will be created for the child if the department has the legal authority to place the infant through a court order, Voluntary Placement Agreement (VPA), or if the child is under an in-home dependency. Note that a VPA is used only when the teen parent and the child are not placed in the same facility or foster home. Lacking authority to place, the child of the teen parent would have no case number. With the authority to place, the child of the teen parent would have a dash number whether in the same home as their teen parent or in a separate placement. DLR Case Numbers: DLR Case numbers will only be created for the purpose of transferring records eligible for shipment to the records retention facility. It is acknowledged that DLR case numbers have been used for other purposes regionally, but no standards have been developed for those purposes.
  3. Case Names
    1. In order to provide consistency of the coding in CAMIS on referrals received and cases served by CA, staff will use the following definitions for case names.
    2. TYPE OF CASE CIRCUMSTANCES CASE NAME
      Family Case Involves child who lives with both parents Both parents. List the parent who is the primary caretaker first - if unknown, designate the mother
      Involves child whose parents are divorced/separated Legal residential parent. If not established or if joint custody, then the parent who the child resides with the majority of the time.
      Involves child who was placed by parents (no DCFS involvement) with no legal transfer of custody Parent who has legal custody
      Child Cases for Facilities Involves child whose legal custody has been given to someone other than a parent The legal guardian
        Child's legal name
      Foster Family and Day Care home cases and Adoptive Home Applicants and Certified Adoption Homes c. The provider
      d. If two parent foster or adoptive home, list the foster or adoptive parent who is the primary caretaker first
      Child Placing Agency, Group Home, Day Care Center, Crisis Residential Center or other non-family type facility Facility name
      DLR Case Numbers DLR Case numbers were created for the purpose of sending them to Records Retention only. The Provider
  4. Case Transfers
    1. Within a unit, the current social worker's assignment will be ended and the case reassigned in CAMIS to the new social worker. The reassignment on CAMIS will be recorded within five working days of the assignment.
    2. Between units within an office, the current social worker's assignment will be ended and the case reassigned to the social worker's supervisor for review. Upon completion of supervisory review, the case will be reassigned to the new unit's supervisor. The receiving supervisor will then reassign the case to the new social worker.
    3. With supervisory approval, a social worker in one unit may close their assignment and reassign directly to the receiving social worker. The reassignment on CAMIS will be recorded within five working days of the assignment.
    4. For transfers between offices, not including Courtesy Supervision case assignments described in section 15405 the following steps will be followed:
      1. The current social worker will complete the necessary documentation for transfer of the case. The current social worker will end their assignment and reassign the case to their supervisor for review.
      2. The sending office will contact the receiving office by telephone or e-mail to notify responsible staff of the transfer and to obtain the Social Service Payment System (SSPS) ID of the receiving supervisor/social worker.
      3. The sending supervisor's assignment will be ended and the case assigned to the receiving supervisor/social worker. The transfer of the case will be recorded in CAMIS and the record forwarded to the receiving office.
      4. The receiving office will issue a new case number if a case number does not already exist in CAMIS and close the receiving supervisor's/social worker's assignment on the old case number. Only one dash case number shall be open for a child at any time.
      5. Following receipt of a request from another office for transfer out of closed files, Master Files will record the transfer of the record and assign the case to the receiving supervisor in CAMIS. The receiving office will issue a new case number if a case number does not already exist in CAMIS and close the receiving supervisor's assignment on the old case number.
  5. Retrieval of Records from Record Retention Center
    1. If a record is retrieved from Records Retention Center (RRC), responsible staff in the requesting office must:
      1. Update the case status on the old case number to indicate the appropriate status (Open, Closed, or Transferred to another office);
      2. Update the file folder status to indicate folder/binder location; and
      3. Add a supervisor/worker assignment to show who received the record.
    2. If an office other than the one that sent a record sent to RRC requests a record, the receiving office must:
      1. Issue a new case number if a case number for the receiving office does not already exist in CAMIS; and
      2. Close the receiving office's supervisor/worker assignment out on the old case number.
  6. Inactive Status/Case Closure
    1. The case status will remain open during the entire period in which the case is open for services to the family/child and while any additional documentation is being done on the case.
    2. The specific criteria for closing cases for CPS, FRS, and CWS can be found in the Practices and procedures Guide under the following sections:
      1. CPS-section 2700-2711
      2. FRS-section 3700-3710
      3. CWS-section 4700-4760
    3. Cases remaining in Active Status: An active case is one in which the division is providing services to the family and/or child. Active cases will have the social worker assignment coded to match the definitions in section 15401.
    4. Cases pending closure have Worker assignment Program Services Type "S-Services Inactive". The services are inactive whereas the worker may still be doing work on the case documentation, etc. A Services Inactive/Paperwork Pending (S) program assignment for a social worker or supervisor will be made if services to the family/child are ended but the social worker or supervisor has paperwork or documentation to complete on the case. Cases that no longer meet the requirements under # 3 above are to have a Services Inactive assignment until case closure. The purpose of this worker assignment is to be able to track the workload involved in follow-up paperwork.
    5. The social worker must complete all forms and narrative recordings within 90 days of a decision to terminate services and close a case. The supervisor must review both CAMIS and the folder for accuracy and completeness and document the review in the CAMIS SER before closure or transfer to another service.
    6. Case closing must be noted in CAMIS within two weeks of completion of all services, paperwork, and supervisory review.

15306. Residential Address for Children Served by Children's Administration (8/17/95)

153061. Purpose

  1. The purpose is to establish a standard protocol for recording the address of children served by CA.

153062. Standard/Procedure

  1. For children served by CA, the following criteria will be used for establishing the residential address in their person record.
    1. Children who reside with parent or legal guardian: Use the parent or guardian's address.
    2. Children who are in the department's custody: Use the parent or guardian's address.
    3. Legally free child: Use the office address of the DCFS office responsible for supervising the child. Code this address as a mailing address. Do not use the pre-adoptive or foster parent's address as a residential address.
    4. If the child's parent or guardian is homeless, the street address may be listed as HOMELESS with the city and county showing where the family is normally found.
    5. Children who are in care will have their current whereabouts recorded in their placement record.