DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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Handbook 20: Special Information
20-3 Re-opening Cases Closed in CWS/CMS
Special Information
20-3  Re-opening Cases Closed in CWS/CMS
DFCS Policy on Re-opening Cases in CWS/CMS

Procedures for Obtaining Approval to Re-open Cases Closed in CWS/CMS

Cases That Do Not Apply


Reference Points
Effective Date: 7/2/2009
Last Updated: 7/14/09


DFCS Policy on Re-opening Cases in CWS/CMS  

Approval for social workers to re-open closed CMS/CWS cases or referrals for purposes of data entry or correction requires approval from the Bureau Social Services Program Manager (SSPM) with collateral approval by the Administrative Support Bureau SSPM.  

The re-opening of a case or referral in CWS/CMS is not a preferred action.  There are few reasons for which approval is given to re-open a case, such as a need to enter Contact notes that were overlooked prior to closing the case in CWS/CMS.  Social Workers are cautioned to carefully review all data entries prior to closing the CWS/CMS case and ensure that all contacts are entered and case plans have been approved.  

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Procedures

for Obtaining Approval to Re-open Cases Closed in CWS/CMS

 
Step
Task
Who

1

Emails his or her supervisor with a request to re-open the case or referral in CWS/CMS with the reason for the request.

Social Worker

2

  • Makes a determination about approving the request.
  • If approved, forwards the email to the Bureau SSPM and Administrative Support Bureau SSPM.
  • Monitors the case to assure that the case is closed within five (5) business days of re-opening by the Help Desk.

Social Work

Supervisor

3

Notifies the Administrative Support Bureau SSPM that he or she (Bureau SSPM) has or has not approved the request.

Bureau SSPM

4

Makes a determination about approving the request. 

Admin

Support Bureau SSPM

If the request..

Then the ASB SSPM..

is approved

Sends an email to the Help Desk that approval has been given to re-open the CWS/CMS case.

is not approved

Sends an email to the Bureau SSPM with an explanation of why the request is denied.

5

Notifies the social worker when the case is re-opened.

Help Desk
6
  • Makes the necessary additions or corrections in the CWS/CMS case or referral.
  • Submits the case or referral to the supervisor in Pending Approval status for closing by the supervisor
Social Worker
7
  • If the re-opened case is not closed within five (5) business days of having been re-opened, contacts the Social Worker to remind him or her to close the CWS/CMS case
  • Closes the case or referral in CWS/CMS.
Social Work Supervisor
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Cases That Do Not Apply

 

The procedures outlined above do not apply to those closed CWS/CMS cases that are re-opened for purposes of guardianship modification or cases re-opened for youth returning to the child welfare system from the juvenile delinquency system.  Those types of cases are re-opened by specified staff who have been given pre-approval to re-open those cases.

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