Frequently Asked Questions
Q: Will a check be distributed without an aid code?
A: Issuance records used to create checks are distributed from CalSAWS after the Eligibility Determination and Benefit Calculation (EDBC) is run; there is no change to this functionality in CalSAWS.
Q: Will the aid codes still come over as 40-non-federal? If eligibility won't be determined until later, will the Eligibility Worker be able to update the aid code after the case is approved by the CalSAWS Eligibility Supervisor?
A: The aid code is determined by CalSAWS. Eligibility Determination and Benefit Calculation (EDBC) will still run to determine an initial aid code while CalSAWS intake is processed (for those counties who issue under non-federal funds initially and finish processing the Foster Care application later). In the State ID section of the Person Record, if no aid code has been received from CalSAWS, the CWS-CARES user can set the aid code to 40 if that is the county business practice. Once CalSAWS sends an aid code to CWS-CARES as a result of running EDBC, then that aid code is reflected on the Eligibility Record and is available to be selected on the Person Record for the State ID. CWS-CARES will continue to work with CalSAWS to determine the appropriate information is sent, including the Legal Authority.
Q: Is there an error code or reminder when trying to enter placement rates for a Tribally Approved Home if the required background checks have not been done to be eligible for foster funding?
A: If those background checks have not been cleared, they won't be in the system as a Tribally Approved Home. They might be an emergency placement, and the Case Management Worker must document the minimum clearances for an emergency placement.
Q: Does "redetermination" refer to the annual Foster Care redetermination or redetermining the aid code/funding source?
A: This depends on the context of the task being carried out. CWS-CARES has the functionality to support Annual Foster Care Redetermination, and redetermination can also refer to when CalSAWS redetermines eligibility based on new data from CWS-CARES.
Q: Is the redetermination still tied to the current Case Plan being within the 6-month time frame for Family Reunification cases? If the Case Plan is not current and past the 6-month time frame, will it still process the redetermination? This could happen if cases are delayed or hearings are continued.
A: CWS-CARES does not process the redetermination itself; CWS-CARES provides updated data to CalSAWS so CalSAWS can process the redetermination. CWS-CARES will pass through the most recent Case Plan date; however, if the Case Plan is late, this would not prevent the CalSAWS Eligibility Worker from processing the redetermination.
Q: Is the redetermination process in Map 7 in the packet of Eligibility Process Maps inclusive of Change of Placements, Changes in Level of Care (LOC), and Short Term Residential Therapeutic Program (STRTP)?
A: Yes, this process map is inclusive of Level of Care (LOC) and Short Term Residential Therapeutic Program (STRTP). You can download the process maps used during this session on the CWS-CARES Process Information Sessions Webpage within the Implementation Portal.
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: Why would an Approved Relative Caregiver (ARC) 2 form be sent to the caregiver? Are counties required to follow this extra step?
A: The ARC 2 Redetermination: Statement of Facts Supporting Eligibility form is required by state regulations. The process maps reflect the state-required process. Counties should continue following applicable state policy and regulations regarding use of this form. The generation of this form being from CWS-CARES or from CalSAWS is based on county business processes. Additionally, state policy that the ARC 2 form can be completed by the Social Worker (SW) in the event that the Approved Relative Caregiver is unable to do so.
Q: In our county, we don't send a packet of forms to the Non-Related Legal Guardian. Does this process vary by county?
A: Yes, some county business processes vary. The process maps reflect the statewide process and identify where county-specific business practices may differ.
Q: Is there a process map for Successor Guardianship? Will there be a separate process for this?
A: Successor Guardianship is not included in CWS-CARES Version 1 (CARES V1). Additional functionality and related process documentation will be provided in a future release when that functionality is implemented.