Frequently Asked Questions
Resource Family Approval (RFA)
Q: Will the Resource Family Approval (RFA) Portal be in the CWS-CARES site, or is this a separate site with a separate log in?
A: For the resource family, the Resource Family Approval (RFA) Portal will be a separate site with a separate log-in from CWS-CARES. However, the data from the RFA Portal will be available within CWS-CARES for the worker.
Q: About the existing Resource Family Homes (RFHs) that will already be onboarded: 1. What email address will the email be sent from to existing RFHs/Resource Family Approvals (RFAs)? 2. Is there a draft of the content of the email? 3. Also, what email address will the new county-initiated requests to RFA applications to access the RFA portal come from?
A: Existing Resource Family Homes (RFHs) that will be onboarded should expect an email coming from the No-Reply CWS-CARES Mailbox. Yes, there is a rough draft of the email's content, which has been included as a screenshot below. To access the portal, new county workers will use their work email and new Resource Family Approval (RFA) parents will use their personal emails. Users will receive emails from the No-Reply Salesforce Mailbox on behalf of No-Reply CWS-CARES Mailbox concerning new requests coming from counties for RFA applications and portal access with the transition to CWS-CARES.
Q: For the Resource Family Approval (RFA) Portal, which email address will be used from CWS/CMS? There are 2 spots for email addresses, one under the Service Care Provider (SCP) tab or the payee tab, which will be carried over into CWS-CARES?
A: Moving from CWS/CMS to CWS-CARES, the email on the Primary Applicant/Resource Parent's Person record will be used for the Resource Family Approval (RFA) Portal. This should correspond with the email on the Primary Service Care Provider (SCP) in CWS/CMS.
Q: Who is responsible for ensuring current Resource Family Approval (RFA) caregivers in Binti counties are informed about CWS-CARES account access? What is the communication approach for informing RFA applicants that there will be a transition from Binti to CWS-CARES?
A: Approved Resource Family Homes (RFHs)/applicants with an email address associated with their Binti account will receive communications from the Project and/or county regarding the transition from Binti to CWS-CARES and any actions needed to maintain progress toward approval. As part of this transition, RFHs/applicants will receive an invitation to the RFA portal and will follow the steps to create a CWS-CARES portal account. It is expected that information previously submitted in Binti will be available to them within the CWS-CARES portal.
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: Can a contractor access the Person-Centered Intelligence Solution (P-CIS) as a stand-alone system outside of CWS-CARES to record the Child and Adolescent Needs and Strengths (CANS) assessment?
A: No. External partners, such as contractors, cannot access P-CIS outside of CWS-CARES. Any CANS assessment conducted as part of a child welfare case must be completed through CWS-CARES.
Q: Is there going to be any capacity for CWS-CARES to line to any phone systems (i.e., will CARES interface with phone lines)?
A: No. This is not in the scope of CWS-CARES V1 or V2.
Q: Will adoptions workers have permission to access Resource Family Approval (RFA)?
A: This will be controlled by county administrators and their delegation of permissions per county business practice.
Q: Should RFA Social Workers attend the Binti Biweekly County Coordination meetings?
A: Yes. These meetings are open, there is no limit on participants, and counties are encouraged to include staff who would benefit.
Q: Will the RFA Applicant Portal be available in Spanish? It really needs to be.
A: The portal is in English, however, for users who need a different language option, they will have to use their browser configuration to select their language of choice for display purposes.