DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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Handbook 19: How To...
19-13 How To Request Closed Case Files
How To...
19-13  How to Request Closed Case Files
Reference Points
Overview
Requesting Closed Emergency Response Referral Files
Requesting Closed Cases from the Retention Center
Requesting Closed Adoption Cases


Reference Points
Effective Date: TBA
Last Updated: 6/2/07
 Non CWS/CMS Forms:
bullet SC 952 (not online)


Overview  

When requesting a closed referral or case file, the following information is required:

  • Date of Request
  • Case Name
  • Case Number
  • Closing Date
  • Requesting Social Worker's Name
  • Requesting Social Worker's Number
  • Requested by (requests are usually made through the clerical staff)
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Requesting Closed Emergency Response Referral Files  

The closed Emergency Response (ER) referral files are stored on the second floor of 373 W. Julian.  ER referral files needed by Dependent Intake social workers at the Julian office are routinely requested daily by the DI clerical staff  who submit daily lists to ER clerical to request the closed ER files for the new DI Intakes received each day.  The DI clerk lists the requested referrals on the form titled Case Request from Emergency Response by Dependent Intake.

To request a closed ER referral file:

  • DI social workers:
    • Submit a request via a SC952 (not online but in the supply area of each floor) either to the DI or ER clerk, or
    • Call 975-5230 and place a request directly with the clerical staff.
      • Clerical staff notifies the social worker when the case file arrives or delivers the case file to the social worker.
  • Continuing, South County and Family Resource Center social workers:
    • Submit a written or email request to their clerical support staff.
      • Clerical staff delivers the file to the social worker.
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Requesting Closed Cases from the Retention Center  

Closed cases (except for adoption cases) are stored at the SSA Retention Center, 1984 Senter Road, San Jose, CA.  When requests are made for a closed case, the file is usually received within one business day. 

To request a closed case:

  • Social workers:
    • Submit written or email requests to their clerical support staff.

  • Clerical staff:
    • Sends the request to the Retention Center using the DI Case Request or Services's Case Folder Request form.
    • Delivers the closed file to the social worker when it is received from the Retention Center.
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Requesting Closed Adoption Cases  

Closed adoption cases are stored at the 5th St. Retention Center. 

Social workers are permitted to review the parents' case in adoption cases.  They are not permitted to review the freed child's case.  Closed adoption cases must be reviewed in the adoption unit area on the first floor of the 373 W. Julian office. To request a closed adoption case:

  • Social workers:
    • Submit their requests to their clerical support staff.

  • Clerical staff:
    • Sends an email to the Adoptions Unit clerical staff to request the closed file.

  • Adoption Unit clerical staff:
    • Requests the closed adoption case from the 5th St. Retention Center

  • Retention Center staff
    • Sends the case file to Adoptions on 1st floor of 373 W. Julian.
       
  • Adoption's clerk
    • Notifies the social worker when the file is received from the Retention Center.
      • The file stays with the Adoptions clerk for 3 days.  The social worker must notify the Adoptions clerk, if the social worker wants the Adoptions clerk to hold the file longer than 3 days.  Otherwise, the file is sent back to the Retention Center.
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