Frequently Asked Questions
Features & Functionality
Q: Will the process for case assignments for Eligibility Workers remain the same, or will the system be configured to assign cases to workers?
A: CWS-CARES will not change how counties assign work. Counties will continue to use their existing business processes for assigning cases to CWS-CARES Eligibility Resources or to CalSAWS Eligibility Workers.
Q: Eligibility requires other forms that are not generated in CWS-CARES. Is there an upload feature to submit those forms to CalSAWS or will we have to send them separately?
A: Yes, CWS-CARES does have an upload feature to submit forms the Eligibility Record even if that form was not generated in CWS-CARES. The CWS-CARES Worker should make sure the File Name of the document explains what it is when uploading (e.g. Rate Approval Document).
Q: Will CWS-CARES V1 include Interstate Compact on Adoption and Medical Assistance (ICAMA) access/functionality?
A: No, CWS-CARES V1 will not include ICAMA access/functionality. It will be considered for future versions of CWS-CARES.
Q: How will the Annual Foster Care Redetermination month be determined in CWS-CARES? Will it be the date the CalSAWS Eligibility Supervisor/Eligibility Worker approves the case?
A: CalSAWS sets the Annual Foster Care Redetermination due date using system validation, but the Eligibility Worker can set it to an earlier due date. Whatever due date is set in CalSAWS will be sent to CWS-CARES.
Q: Will CWS CARES include functionality to document and track Supplemental Security Income (SSI)/State Supplementary Payment (SSP) eligibility and case management requirements for youth receiving Social Security benefits, and provide reporting capabilities to ensure we are meeting legal criteria?
A: For CWS-CARES V1, the worker will be able to document a screening for Supplemental Security Income (SSI)/State Supplementary Payment (SSP) benefits. They will also be able to upload any document to a case record such to support eligibility and tracking of youth who have social security benefits. As the Project and the counties identify additional guidance and practices, CWS-CARES will expand functionality to meet additional needs in CWS-CARES Version 2 and any subsequent releases. Thank you for your advocacy, please do not hesitate to continue doing so going forward.
Q: If the same form is created in CWS-CARES and CalSAWS, will both systems have duplicates?
A: No, CWS-CARES will generate forms that support CWS-CARES business processes. Forms generated in CWS-CARES will not also be generated by CalSAWS as part of the interface.
Q: Is the Foster Care Eligibility Determination (FCED) interface sending information from CWS-CARES into CalSAWS, or just from CalSAWS into CWS-CARES?
A: In general, the interface is bidirectional, meaning information will be flowing both ways. CWS-CARES will send certain information to CalSAWS, and CalSAWS will send certain information to CWS-CARES. For Issusance Data specifically, the flow of information is strictly from CalSAWS to CWS-CARES. There are some APIs where the flow of information is strictly unidirectional, this information can be found within the July 2026 FCED Newsletter.
Q: Who will provide support for the CWS-CARES Resource Family Approval (RFA) and Family First Prevention Services Act (FFPSA) Portal once CWS-CARES goes live, including password resets? How does someone get access to the portals?
A: The CWDS Service Desk will provide system support for the RFA and FFPSA portals. Each portal includes a self-serve password reset option, which resolves most issues such as forgotten passwords. If a user does not receive the password reset email within 24 hours, they should contact the CWDS Service Desk for additional assistance.
Counties are responsible for basic applicant support, such as helping applicants understand how to complete an application or answering general questions.
Portal access varies by portal:
RFA Portal
- Applicants can access the RFA portal through the public link on CWDS or county websites to submit an application
- CWS-CARES RFA Worker or Supervisor may invite an applicant directly only in Emergency Placement situations
- Existing Resource Family Homes (RFH) with an email on file will receive an invitation to the portal
- These actions occur within the CWS-CARES application, and training materials will be provided on how to accomplish this task
- To access an RFA Portal end-to-end demonstration, click the “RFA_Applicant_Portal_-_03-26-2025-_Core_Constituent_Demonstration_for_RFA.mp4” video on the CWS-CARES RFA Demo Videos page.
- Access is by invitation only to Community Based Organizations (CBOs)
- A CWS-CARES worker invites prospective or existing Service Providers by adding or updating the provider record, including email, in CWS‑CARES
- The provider then receives an email to establish a password and update any applicable information.
- CWS-CARES will provide CARES workers with training materials on how to accomplish this task
- To access a FFPSA demonstration, click the “02_23_2026_FM_FFPSA_Portal_CC_Demo_Recording.mp4” video on the CWS-CARES Financial Management Demo Videos page.
Q: Why does CWS-CARES deactivate accounts when they have not been used or accessed after 90 days?
A: It is California State policy using National Institute of Standards and Technology (NIST) 800-53 rev5 guidelines, that account usage be monitored and disable accounts where the user has not logged into the CWS-CARES system for more than 90 days. This policy helps us maintain the data integrity and security of the system. For instance, this policy helps to prevent users who may have left a department, but whose accounts might not have been disabled by that department, from logging in to the system.
The County and Office Administrator will be able to reactivate that user when their account has become disabled.
Q: Will an Emergency Response (ER) worker be able to access the Child and Adolescent Needs and Strengths Assessment (CANS) in CWS‑CARES from a referral, or only after a case is opened, and does a CANS need to be fully completed and supervisor‑approved before a case plan can begin?
A: The CWS-CARES Project is currently finalizing its supervisor approval functionality; Currently, CANS is not accessible in a referral. The user would need to promote the referral to a case to include CANS accessibility, which an ER worker will be able to access in CWS-CARES. Including CANS accessibility in referrals will be a future development consideration.
Furthermore, cases plans can begin prior to a CANS being fully completed, but you cannot enter a case plan’s objectives with CANS being completed. This means you can document everything else such as the people involved, permanency goals, visitation plans, agency responsibilities, and Objectives for the Parent/Legal Guardian/Indian Custodian which are based on the Safety Threats identified from the Structured Decision Making (SDM) Safety Assessment. Objectives must be added for the Focus Child(ren) prior to submitting for supervisor approval, so this is the point where a user will be blocked without a CANS Assessment completed. The CANS will also need supervisor approval.