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  DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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   <<< Return to OPP Table of Contents [an error occurred while processing this directive]
Handbook 10: Contacts and Visitation
10-2.1 Recording Contacts in CWS/CMS
Contacts and Visitation
10-2.1  Recording Contacts in CWS/CMS
Reference Points
Overview
DFCS Policy on Entering Contacts
Completing the Contact Page in CWS/CMS for Social Worker/Child Contacts in Referrals
Completing the Contact Page in CWS/CMS for Social Worker/Child Contacts for Cases
Required Entries in the CWS/CMS Case Plan
Further Case Plan Requirements
Completing the Contact Page in CWS/CMS for Social Worker/Parent Contacts in Referrals
Completing the Contact Page in CWS/CMS for Social Worker/Parent Contacts in Cases
Completing the Contact Page in CWS/CMS for Social Worker/SCP Contacts in Cases
Other References


Reference Points
Effective Date: In Effect
Last Updated: 11/17/14
 Legal Basis:
Popup Window California Assembly Bill 636
pdf All County Information Letter (ACIN) 1-67-09: Family Engagement Efforts
pdf ACIN 1-34-07: Recording Social Worker Contacts in CWS/CMS
 Non CWS/CMS Forms:
MS Word Forms Text
 CWS/CMS Forms:
bullet Case Management Section: Case Plan Notebook
bullet Service Management Section: Contacts Notebook


Overview  

The Child Welfare Services Case Manage System (CWS/CMS) is the primary source of information for the California Child and Family Services Review for each child welfare agency.  It is critical that CWS/CMS data be entered correctly and completely in order to meet program performance measurement standards required by federal and state agencies.  A uniform program policy and data entry protocol has been provided by the California Department of Social Services (CDSS) in assisting agencies in improving data in CWS/CMS.

There are a variety of reports that are generated from information gathered from CWS/CMS to determine if the Department of Family and Children's Services (DFCS) is meeting state and federal regulations.  The reports are generated by a variety of methodologies.  By following the CWS/CMS input instructions below, accurate data should be able to be extrapolated from CWS/CMS by each of the various data gathering methodologies.

    < Return to OPP Table of Contents | ^ Back to Top of Page
   
DFCS Policy on Entering Contacts  

All mandatory contacts made during a month must be entered into the CWS/CMS Contact Notebook as soon as possible following the contact but no later than by the last day of the month in which the contact occurred. 

  • For example, all mandatory contacts made in March must be entered into CWS/CMS by March 31.

See OPP Chapter 10-3: Contact Documentation Standard.

    < Return to OPP Table of Contents | ^ Back to Top of Page
   
Completing the Contact Page in CWS/CMS for Social Worker/Child Contacts in Referrals  

After the Service Management Section is opened in CWS/CMS (orange button), the Contact Information page is completed as followed to assure that the contact between the social worker and the child will be counted. 

The social worker selects:

  • The staff person who made the contact in the Staff Person field.
  • The start date from the drop down calendar or types in a date.
  • "Investigate referral" in the Contact Purpose field.
    • "Investigate referral" must be selected for at least one Contact Purpose for each child.  Additional contacts and Contact Purposes may occur during the course of the Emergency Response investigation and should be coded accordingly.

  • “In-Person” as the Method of contact.
  • The Location when an "In-person" contact is indicated.
  • “Completed” as  the Status.

  • The name of the person with whom the staff person made contact as the Participant.
    • All children who are named in the referral allegation must be interviewed in-person, and each child's name must appear in  in the Participant field in at least one contact.
    • To complete an "active investigation" of a referral, the alleged perpetrator must be interviewed.
      • The alleged perpetrator's name must be selected in the Participant field for at least one completed contact in a referral in which the alleged perpetrator's name is sent to the Department of Justice for a listing on the Child Abuse Central Index.
  • The name of the child on whose behalf the contact is made under "On Behalf of Child."
    • For mandatory contacts, a contact should be made on behalf of each of the children named in the referral.
    • This selection appears in a dialog box when first clicking the (+) to enter the new contact.

  • Selects “Staff Person/Child” as the Contact Party Type.
    • Mandatory contacts must be made by the assigned primary social worker.
    • Exceptions to this requirement should be rare and must be approved by the bureau program manager.
  • Under the Case Management Services/Referrals:
    • Any of the eight (8) options in the drop-down menu related to FEE (Family Engagement Efforts), if applicable.
    • Any other activity that is applicable

See DFCS Intranet, CWS/CMS Training Guide Library, CWS/CMS TG Contacts
See OPP Chapter 10-1: Contact Requirements.

    < Return to OPP Table of Contents | ^ Back to Top of Page
   
Completing the Contact Page in CWS/CMS for Social Worker/Child Contacts in Cases  

After the Service Management Section is opened in CWS/CMS (orange button), the Contact Information page is completed as followed to assure that the contact between the social worker and the child will be counted.  The following instructions assume that the social worker made an in-person, completed contact.



The social worker selects:

  • The staff person who made the contact in the Staff Person field.
  • The start date from the drop-down calendar or types in a date.


  • "Delivered services to client" or "Conduct client evaluation" as the Contact Purpose for the required monthly contact.
    • Additional contacts and Contact Purposes may occur and should be coded accordingly.

  • “In-Person” as the Method of contact.
  • The Location when an "In-person" contact is indicated.
    • More than half of monthly contacts must occur in the child's residence.
  • “Completed” as  the Status.
    • If the contact was "Attempted" and an in-person contact was not made, the contact will not be counted as a completed mandatory contact.

  • The child’s name as the Participant with whom the staff person made contact.
  • The name of the child on whose behalf the contact is made under "On Behalf of Child."
    • For mandatory contacts, a contact should be made on behalf of all of the children in the case. 
    • This selection appears in a dialog box when first clicking the (+) to enter the new contact.

  • “Staff Person/Child” as the Contact Party Type.
    • Mandatory contacts must be made by the assigned primary social worker.
    • Exceptions to this requirement should be rare and must be approved by the bureau program manager.
  • Under the Case Management Services/Referrals field, if the contact was completed, all of the following that apply to the contact:
    • "SW Plan Contact" if the contact meets the requirement for a mandatory contact, e.g. mandated monthly contact with the child.
    • Any of the eight (8) options in the drop-down menu related to FEE (Family Engagement Efforts), if applicable.
    • Any other case management options from the drop-down menu that apply.

See DFCS Intranet, CWS/CMS Training Guide Library, CWS/CMS TG Contacts

See OPP Chapter 10-1: Contact Requirements.

    < Return to OPP Table of Contents | ^ Back to Top of Page
   
Required Entries in the CWS/CMS Case Plan  

To determine if the required frequency of the social worker contacts with the child has occurred, agency reports generated from CWS/CMS use both information in the data fields of the Contact notebook and information in the data fields of the Case Plan Notebook.

In the Case Plan Notebook under the Case Management Services page, SW Plan Contact must be set up for the child, each parent, and the substitute care provider. To assure that monthly contacts between the social worker and child are correctly counted, on the Case Management Services page the social worker selects:

  • The child's name after clicking the (+) under Participants.
    • Choose all children who apply.
  • SW Plan Contact under Type in the Services field.
  • Staff Person/Child under Contact Party in the Contacts/Visits field.
  • In-Person under Contact Party in the Contacts/Visits field.
  • Under Case Completes the Schedule for Services.

See Completing the Case Management Services Page in CWS/CMS.

See Completing the Schedule for Services field.

 

Specific entries must be made in the Schedule for Services field on the Case Management Services page in the Case Plan notebook when:

  • There is a contact waiver.
  • The child is on runaway status.
  • The child is in an ICPC placement.


See OPP Chapter 10-2: Contact Waivers.

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Further Case Plan Requirements  
  • Case Plans must be "Approved" in CWS/CMS in order to be considered as in compliance and in order for contacts to be in compliance.


  • Case Plans need to be approved a minimum of once every 6 months, regardless of Court Hearing dates.  Any break in Case Plan dates results in data reports showing a lack of compliance regarding required contacts.

See OPP Chapter 4-1: Initial Case Plans.

See OPP Chapter 4-2: Case Plan Updates.

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Completing the Contact Page in CWS/CMS for Social Worker/Parent Contacts in Referrals  

After the Service Management Section is opened in CWS/CMS (orange button), the Contact Information page is completed as followed to assure that the mandatory contact between the social worker and the parent will be counted. 

The social worker selects:

  • The staff person who made the contact in the Staff Person field.
  • The start date from the drop-down menu or types in the start date.


  • "Investigate referral" in the Contact Purpose field.
    • Additional contacts and Contact Purposes with the parent may occur during the course of the Emergency Response investigation and should be coded accordingly.

  • “In-Person” as the Method of contact.
  • The Location when an "In-person" contact is indicated.
  • “Completed” as  the Status.

  • The parent’s name as the Participant with whom the staff person made contact.
  • The name of the child on whose behalf the contact is made under "On Behalf of Child."
    • For mandatory contacts, a contact should be made on behalf of all of the children in the case. 
    • This selection appears in a dialog box when first clicking the (+) to enter the new contact.

  • “Staff Person/Parent-Guardian” as the Contact Party Type.
    • Mandatory contacts must be made by the assigned primary social worker.
    • Exceptions to this requirement should be rare and must be approved by the bureau program manager.
  • Under the Case Management Services/Referrals field, if the contact was completed, all of the following that apply to the contact:
    • Any of the eight (8) options in the drop-down menu related to FEE (Family Engagement Efforts), if applicable.
    • Any other case management options from the drop-down menu that apply.

See DFCS Intranet, CWS/CMS Training Guide Library, CWS/CMS TG Contacts
See OPP Chapter 10-1: Contact Requirements.

    < Return to OPP Table of Contents | ^ Back to Top of Page
   
Completing the Contact Page in CWS/CMS for Social Worker/Parent Contacts in Cases  

After the Service Management Section is opened in CWS/CMS (orange button), the Contact Information page is completed as followed to assure that the mandatory monthly contact between the social worker and the parent will be counted. 

The social worker selects:

  • The staff person who made the contact in the Staff Person field.
  • The start date from the drop down calendar or enters a date.


  • "Delivered services to client" or "Conduct client evaluation" as the Contact Purpose for the required monthly contact.
    • Additional contacts and Contact Purposes may occur and should be coded accordingly.

  • “In-Person” as the Method of contact.
  • The Location when an "In-person" contact is indicated.
  • “Completed” as  the Status.

  • The parent ’s name as the Participant with whom the staff person made contact.
  • The name of the child on whose behalf the contact is made under "On Behalf of Child."
    • For mandatory contacts, a contact should be made on behalf of all of the children in the case. 
    • This selection appears in a dialog box when first clicking the (+) to enter the new contact.


  • “Staff Person/Parent-Guardian” as the Contact Party Type.
    • Mandatory contacts must be made by the assigned primary social worker.
    • Exceptions to this requirement should be rare and must be approved by the bureau program manger.
  • Under the Case Management Services/Referrals field, if the contact was completed, all of the following that apply to the contact:
    • "SW Plan Contact" if the contact meets the requirement for a mandatory contact, e.g. mandated monthly contact with the child.
    • Any of the eight (8) options in the drop-down menu related to FEE (Family Engagement Efforts), if applicable.
    • Any other case management options from the drop-down menu that apply.

See Completing the Case Management Services Page in CWS/CMS.

See OPP Chapter 10-1: Contact Requirements.

    < Return to OPP Table of Contents | ^ Back to Top of Page
   
Completing the Contact Page in CWS/CMS for Social Worker/SCP Contacts in Cases  

After the Service Management Section is opened in CWS/CMS (orange button), the Contact Information page is completed as followed to assure that the mandatory monthly contact between the social worker and the substitute care provider (SCP) will be counted. 


The social worker selects:

  • The staff person who made the contact in the Staff Person field.
  • The date from the drop-down menu or types in the date.


  • "Consult with Sub Care Provider " as the Contact Purpose for the required monthly contact.
    • Additional contacts and Contact Purposes may occur and should be coded accordingly.

  • The Method of contact.
    • In-person contact between the social worker and SCP is required as determined in the child's case plan, but not less than 1x (once) every 6 (six) calendar months.
    • In-person, written or telephone contact between the social worker and SCP is required at least 1x (once) every calendar month.
  • The Location when an "In-person" contact is indicated.
  • “Completed” as the Status.

  • The SCP’s name as the Participant with whom the staff person made contact.
  • The name of the child on whose behalf the contact is made under "On Behalf of Child."
    • For mandatory contacts, a contact should be made on behalf of all of the children in the case. 
    • This selection appears in a dialog box when first clicking the (+) to enter the new contact.

  • “Staff Person/Sub Care Provider ” as the Contact Party Type.
    • Mandatory contacts must be made by the assigned primary social worker.
    • Exceptions to this requirement should be rare and must be approved by the bureau program manager.
  • "SW Plan Contact" as the Case Management Services/Referrals for mandatory contacts.
    • Other types of services may be selected for other contacts made during the month for other purposes.
     
    < Return to OPP Table of Contents | ^ Back to Top of Page
   
Other References  
bullet2 OPP Chapter 10-1: Contact Requirements
bullet2 OPP Chapter 10-2: Contact Waivers
bullet2 OPP Chapter 10-3: Contact Documentation Standard
bullet2 OPP Chapter 4-1: Initial Case Plans
bullet2 OPP Chapter 4-2: Case Plan Updates
PDF DFCS Intranet, CWS/CMS Training Guide Library, CWS/CMS TG Contacts
    < Return to OPP Table of Contents | ^ Back to Top of Page

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