Frequently Asked Questions
Q: Will the new CWS-CARES system have a page where you can document the client's civil rights? Specifically, are there fields to document that clients were given the Civil Rights brochure, that it was explained to them, and if interpreter services were required/provided?
A: Yes, the structured investigative contact note (which is in progress) has a place to indicate if the Civil Rights Publication 13 brochure was provided. Preferred spoken and written languages can be documented on the person profile, and the use of an interpreter can be noted. As to if the brochure was “explained” to them, the staff member will need to rely on entering that into their contact note.
Q: What is included in the scope of CWS-CARES Version 2?
A: The scope of CWS-CARES Version 2 is confidential and cannot be disclosed at this time. Details will be shared once the request for offer (RFO) is released to the public. A request for offer is a document used by procurement teams to gather and compare information from vendors.
Q: What is the Core Constituent Participation (CCP) model for CWS-CARES Version 2?
A: The CWS-CARES project has a Core Constituent Participation (CCP) model to ensure collaboration with counties and Tribes. The CWS-CARES Version 2 CCP model employs the same methodology as the current CWS-CARES Version 1 model, as detailed Special Project Report (SPR) 6 and ACL 23-62 (July 18, 2023). The Version 2 CCP model maintains the same high-level activity categories as Version 1 CCP model, including milestone design and development, implementation, external systems development and research, and interfaces. Annual funding allocations are determined based on planned activities and budget availability.
Q: What is in scope in regards to Family Finding for CWS-CARES (a genogram, search capabilities, more detailed ways to document)? Some counties use Connect Our Kids", but it's challenging to know if it will be a duplication of efforts without knowing all the components involved.
A: Based on CWS-CARES's Scope Summary, Family Finding (including genogram, search capabilities, and documentation upload) is in scope for CWS-CARES V1. The search functionality is limited and other systems like "Connect Our Kids" will likely perform more in-depth searches.
Q: Will a CWS-CARES county admin be able to limit access for a page or section of the system?
A: Yes, CWS-CARES administrators will be able to limit access to areas of the system. Administrators will also be able to limit the number of records users can view or edit (including sealed and sensitive referral/cases). For further questions, please contact CARES Administration.
Q: How will CARES handle data entry for non-Federally recognized tribes?
A: The CWS-CARES Tribal Governments Directory will allow for organizational information for both Federally Recognized and Non-Federally Recognized Tribes to be entered in the system. Organizational information will include Contact Information, Bureau of Indian Affairs (BIA) Region (if applicable), CWS/CMS Tribal Number (if applicable), ability to record if the Tribe is Federally Recognized, whether the Tribe has lands in California or that extend into California, and if it has an IV-E and/or 1919 Agreement. The Directory will also capture whether the tribe provides Tribal Temporary Assistance for Needy Families (TANF) and the Tribal TANF Counties served. Contact person(s) for each tribe will be documented in CWS-CARES. Contact information will include name, title, and role. CWS-CARES will provide the ability to add multiple contact people per tribal organization with different associated roles.
Q: Will CWS-CARES include a field to for an Attorney's State Bar Number (SBN)?
A: Yes, CWS-CARES will include a field for an Attorney's State Bar Number (SBN) on the attorney profile.
Q: Will CARES have form field limitations similar to those in CWS/CMS? For instance, in CWS/CMS, multiple fathers on a case cannot be selected on a form.
A: CWS-CARES will automatically populate data when the document is created, eliminating the previous form limitations from CWS/CMS. Counties will also be able to develop/customize their county-specific form templates.
Please note that the form schemas are not yet finalized, as development is still ongoing. For specific questions about the form’s development, please have your representative reach out during the next Forms Workgroup Meeting or send any questions to OTSI CWDS CARES Forms. Counties can also refer to the FAQ spreadsheet attached in Forms Workgroup Teams channel for any frequently asked questions.
Q: Will there be an indication in CWS- CARES of tribally approved homes for RFA/Placement? If so, where will these fields appear in CWS-CARES? For context: The Office of Tribal Affairs (OTA) has indicated that there is currently no way to know if a placement is a tribally approved home for the Indian Child Welfare Act (ICWA) placement in CWS/CMS. They would like to know how this information (or if) it will be reflected in CWS-CARES.
A: Yes, tribally approved homes will be a placement type in CWS-CARES. There won’t be a dedicated field in CWS-CARES, but there will be an indicator on the Resource Family Home (RFH) profile to identify a tribally approved home.
Q: Regarding the announcement of Structured Decision Making (SDM) & Safe Measures integration, why are counties asked to continue to pay to maintain their Evident Change contract until June 2028, if SDM & Safe Measures will be integrated in CARES V1 by Oct 2026.
A: SafeMeasures will not be integrated in CWS-CARES Version 1.
While not originally planned, due to county feedback on the importance of these tools, we adjusted the scope and reallocated resources so that SafeMeasures and SDM® will be integrated into CWS-CARES over time. SDM assessments will be seamlessly integrated into the CWS-CARES platform via single sign-on with CWS-CARES Version 1 in October 2026. The CWS-CARES Project is currently planning the SafeMeasures integration. SafeMeasures will continue to be accessible using the existing login credentials and will be updated to use the CWS-CARES data model. Counties will use the current SafeMeasures web-based application until integration with CWS-CARES via single sign-on is complete. Ultimately, SafeMeasures and SDM tools will be embedded into CWS-CARES.
Counties will cover their Evident Change contract costs until CWS-CARES is fully operational in June 2028. The state will assume the costs of SafeMeasures starting July 1, 2028.