Frequently Asked Questions
Case Management
Q: Is it true that on sealed cases, no one can read it if they do not have that sealed access?
A: Correct, no one will access to sealed cases except for those assigned with sealed access. In addition, the same is true for the sensitive status.
Q: Can we add multiple worker permissions to one user (e.g. Case Management Supervisor and Case Worker together)?
A: Yes, multiple permissions can be assigned to one user.
Q: Can the FC 8 form be generated by an Eligibility Worker?
A: Who can do what in CARES is dependent on county business process. If the EW needs to generate the FC 8, then we grant them access to CARES to do that. This is why we need to complete the process workgroups to determine who does what, and where the handoffs occur.
Q: If corrections are needed after an AD 4320 form has been set to final status, does the worker need to generate a new form in CWS-CARES?
A: If changes are needed after the form is in final status, a new document will need to be generated in CARES.
Q: How does the Expected End Date field on the AD 4320 form auto-populate, and does it change if the form is completed to extend benefits?
A: The AD 4320 Expected End Date does auto-populate to the child's 18th birthday. AD 4320s that are completed to extend benefits would auto-pop to the child's 21st birthday.
Q: When CWS-CARES is implemented, will Social Workers/SCSWs have access to CalSAWS automatically or will we need a special request?
A: CalSAWS permissions/access are handled by CalSAWS. Social Workers/SCSWs will have the ability to send data to CalSAWS from CARES and receive data from CalSAWS in CWS-ARES. CWS-CARES does not grant any access to the CalSAWS application itself.
Q: Which RM Directory Types will counties be responsible for maintaining, versus those maintained by Child Welfare Digital Services (CWDS), California Department of Social Services (CDSS), or Community Care Licensing (CCL)?
A: Counties will maintain records for service providers, law enforcement agencies, county superior courts, district attorney offices, county offices, and adoption agencies, with much of this information being converted from CWS/CMS. The California Department of Education (CDE) will maintain education provider records, the Department of Developmental Services (DDS) will maintain information for regional centers, and Community Care Licensing (CCL) will maintain records for licensed facilities such as FFAs, STRTPs, and TTHPs.
Q: Are there any plans for a visitation module in CWS-CARES?
A: Yes, visitation will be included in CWS-CARES. We are planning the ability to document data related to visits attended, cancelled, and rescheduled. We are also including the ability to document a visitation quality rating based upon the SDM definitions of visitation quality. Scheduling visits will not be part of CWS-CARES in this first version. However, we will include the ability to document and track efforts to schedule visitation.
Q: Will Folio continue to use the Mother’s name for the referral (Screening Name), and then switch to the individual focus child’s name for the Case after the Investigation?
A: The current process is to use the Mother's name for the referral. In CWS-CARES, this is referred to as "Screening Name" and is populated based on county process. Following the Investigation the Case is based on the individual focus child.
Q: Will the system time stamp work completed in the system that supervisors can review?
A: CWS-CARES V1 will include a repository of completed work, with date and time of completion. CWS-CARES V1 will also support supervisor review and approval workflows. The CWS-CARES Data Infrastructure (CDI) will record all data changes (create, update, and delete transactions) to support supervision, auditing, and analytics.