Children's Administration, Department of Social and Health Services
Children's Administration, Department of Social and Health Services
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Operations Manual

15400. SACWIS SYSTEM PROGRAM SPECIFIC STANDARDS

15401. Program and Code Definitions (11/1/98)

154011. Purpose

  1. The purpose is to establish consistent Program Code definitions in CAMIS.

154012. Standard

  1. Program or Service/Activity Codes are entered in three different and unique places in CAMIS. There are Referral codes, Case codes, and File Folder codes. This standard specifically addresses referral codes and case codes.
  2. Programs Used in Referrals
    1. Child Protective Services
    2. Child Welfare Services
    3. DLR/CPS
    4. Family Reconciliation Services
    5. Licensing Complaint (Non-CPS)
    6. Home Studies
  3. Program Codes Used in Cases
    1. C Child Protective Services
    2. W Child Welfare Services
    3. F Family Reconciliation Services
    4. D Income Eligible Daycare
    5. L Licensing
    6. R DLR/CPS
    7. A Adoptive Home Services
    8. H Home Study
    9. I Interstate Compact
    10. U Courtesy Supervision
    11. T Adoption Support
    12. S Service Inactive
  4. The following definitions are to be used in determining which program codes are used in CAMIS for cases:
    1. C - Child Protective Services-A case assignment would be coded C - CHILD PROTECTIVE SERVICES in the following circumstances:
      1. A referral is accepted for investigation. The case would be coded as CPS as long as the case is open for investigation, it has a service contract, or until dependency is established.
      2. Cases already open for W - Child Welfare Services would also be coded C - CPS while the new referral is being investigated.
    2. F - Family Reconciliation Services
      1. A case assignment will be coded as F - FAMILY RECONCILIATION SERVICES for cases in which a referral or request for services has been accepted for assignment which meets the definition of FRS services in RCW.
      2. The maximum length of time a child/family would qualify for FRS is 90 days. For a case to continue as an FRS case beyond the 90 days, supervisory approval is necessary.
      3. If a Child in Need of Services (CHINS) petition is filed, the case will remain an FRS case until the CHINS is approved or denied.
    3. W - Child Welfare Services-A case assignment will be coded W - CHILD WELFARE SERVICES when a case meets the following criteria:
      1. A case that initiates as CPS and has had a Dependency established. The case remains as a CWS case until the Dependency is dismissed, including legally free children placed in pre-adoptive homes.
      2. A case which initiates as FRS receiving continued services beyond the initial 90 days of FRS services or has had a CHINS approved by the court.
      3. Any request for services, accepted for assignment, from a family for a child that does not fit into any of the other categories.
    4. D - Income Eligible Daycare is a teen parent day care- case open for the provision of Teen Parent Child Care only.
    5. I - Interstate Compact-A case open for supervision of children from other states under the Interstate Compact on Placement of Children (ICPC).
    6. H - Home Study-A case open for the purposes of assessing whether a placement resource is appropriate for a child. This code does not apply to Foster Care Home Studies or to Adoptive Home Studies.
    7. U - Courtesy Supervision-A case in which the worker assigned is supervising the placement of a child from another office within the state. This case shall also be open in the sending office as a CPS, CWS, or FRS case.
    8. A - Adoptive Home Services-A case which is open under the Adoption Services Program. This code is to be used for the prospective adoptive parent/s only. The child's case remains open as a CWS case. This includes the adoptive home study.
    9. T - Adoption Support-This is only to be used by the state or regional Adoption Support program managers for cases involving children with approved adoption support subsidy agreements.
    10. L - Licensing-This code is used for licensing and respite care provider cases only. This includes foster care home studies.
    11. S - Service Inactive
      1. This code is used to designate a case in which the worker has finished providing direct services, and the case is waiting for completion of paper work. Additionally, this code is used for supervisory review when the supervisor is reviewing the case pending closure. If the case is being transferred or reassigned, the appropriate program code for the type of program/services the case is receiving is used.
      2. Upon completion of direct services, the program code is closed and S - Service Inactive code is opened to the assigned worker or supervisor. This code is not opened unless the related direct service code is closed.

154013. Procedure

  1. Upon initial case assignment or assignment of additional workers to a case, one of the above program codes is used.

15402. Interoffice Referral Transfer (3/1/99)

154021. Purpose

  1. To establish a consistent statewide policy for handling intake referrals taken in one office that need to be referred for disposition to another office.

154022. Standard/Procedure

  1. The office first contacted will take referrals from the person with the Child Protective Services (CPS) or Family Reconciliation Services (FRS) complaint or concern. If technically feasible, the intake worker may transfer the referrer to an intake worker in the office where the referral would be assigned while keeping the caller on the phone.
  2. The intake worker must complete a CAMIS Intake Referral, including completion of a statewide person search.
  3. The intake worker must make an immediate decision to refer directly to another office or to the worker's supervisor. Central Intake (CI) will assign the referral to the CI supervisor who will assign it a regional straw ID.
  4. If the original office decides to refer to another office, the sending office must:
    1. Call an intake worker in the office to which the referral is being referred. Upon confirming the names of the intake worker and supervisor and their worker ID numbers, the original intake worker or supervisor will advise the receiving office of the referral number and any other pertinent information regarding the referral.
    2. Record the receiving supervisor's ID on the GUI referral in CAMIS.
    3. Change the assigned worker to the receiving office's intake worker and close the original intake worker's assignment.
    4. Do not FAX the referral to a non-secure fax machine in the receiving office nor print the referral to a printer in the receiving office.
  5. The receiving office intake worker will initiate the appropriate response.
  6. The receiving office supervisor will review all Child Protective Services (CPS), Family Reconciliation Services (FRS), and Child Welfare Services (CWS) referrals and assign them accordingly.

15403. Interstate Compact Cases/Referrals (11/1/98)

154031. Purpose

  1. The purpose of this policy is to establish uniform procedures for documentation of Children's Administration Interstate Compact in CAMIS.

154032. Standard

  1. Interstate Compact on the Placement of Children (ICPC) cases involving children sent to another state must be considered CWS cases.
  2. Interstate Compact cases involving children who are placed in Washington from another state must be considered Interstate Compact.
  3. Interstate Compact requests for home studies must be considered Home Study cases until the child is placed in a Washington home.

154033. Procedure

  1. Interstate Compact cases must be entered into the CAMIS data base in the following manner:
    1. The assigned social worker must document, update, and periodically review the status of children involved in Interstate Compact Cases using the CAMIS Interstate Compact Module.
    2. CA designates cases for which home studies have been requested in Washington homes as "Home Study" program code H.
      1. If the request specifies a home study of a parent or guardian prior to placement of children, the worker need not include children.
      2. The CA office will give relatives for whom home studies are requested their own case number.
        1. The social worker enters CAMIS documentation regarding the home study under the relative's case number and files hard copy information in the case binder.
        2. The social worker files a copy of the home study report in the child's case binder if the child is placed.
        3. The worker does not include the children to be placed in the relative's case file.
  2. Children placed in a Washington home from another state:
    1. Must be designated as "Interstate Compact" cases. The child(ren) will be added to the case file.
      1. At the time of placement of a child with their parent or guardian, the child shall be included in the family's case file.
      2. When the department places child(ren) in non-parent homes and non-guardianship relative homes, staff gives them their own independent dash case number (not a dash file number based on the relative's case number).
        1. If a dash case number does not already exist for the child, staff creates a dash case number (CASSTART) with the next basic case number available for the office. Staff does not create a parent file (-0).
        2. CA staff creates a case to case relationship (CASCASCR) between the relative's case number and the child's case number in CAMIS.
        3. On the first screen of CASEUP3 of the child's case number, in the Notes, staff cross-references the child's case to the relative's case number. (Example: "See also 52D1111110 Relative Last Name, Relative First Name")
        4. The social worker must store documentation in the child's file.
    2. Person information for the child(ren) in the legal module must include legal status of "dependent" and legal custody as "Other State."
    3. The social worker need not document placement and legal action history in CAMIS on these cases.
  3. For Interstate Compact cases involving children placed from Washington in another state, assigned CA staff must:
    1. Designate as "Child Welfare Service" cases for the child(ren) placed under their case file number(s).
    2. Maintain all placement and legal history in CAMIS for these children.

15404. Courtesy Supervision (11/1/98)

154041. Purpose

  1. To establish uniform procedures for handling CA courtesy supervision cases.

154042. Standard

  1. Courtesy supervision is used when the child or family is already present in the area of the second office. If a potential placement is being investigated, a Home Study assignment is used.
  2. For courtesy supervision cases, the office with legal jurisdiction has responsibility for documentation and maintenance in CAMIS of all case information such as case status, addresses, and persons related to a case, and for all placement and legal history. The office providing courtesy supervision must indicate the existence and location of a courtesy supervision file and document the assigned social worker in CAMIS. Both offices will have responsibility for documentation of required Service Episode Records (SER) in CAMIS.

154043. Procedure

  1. CA staff must manage courtesy supervision cases in CAMIS in the following manner:
    1. The office with legal jurisdiction must:
      1. Create and maintain CAMIS case file(s), indicate case and file folder status, the program code of their assigned worker, default address, and the worker assignment (CASWRDAT) for their office.
      2. Be responsible for the maintenance of all persons and person information of those individuals related to the case(s).
      3. Enter all placement and legal history for all children.
      4. Document required SER for all cases to which they apply.
    2. The office providing courtesy supervision must:
      1. When the Home Study is requested for a non-custodial parent or non-guardian relative:
        1. Create a referral for the family to be assessed using an "H" (Home Study) program code.
        2. Create a new case number and case file for the relative family using a case number from the office area where the relative resides. All CAMIS documentation and documents received regarding the relative will be filed under the relative's case number. The worker must not enter this information in the child file. The worker files a copy of the Home Study report in the child's binder.
      2. Using the same case number as the office with legal jurisdiction, indicate the existence of a courtesy supervision file folder, indicate the file name, and, in "location notes," the office providing courtesy supervision.
      3. Input the assigned courtesy supervision worker with the program code U for courtesy supervision, if or when the child is placed. Do not create a referral if Courtesy Supervision only is requested.
        1. Create a physical file binder using the case number from the office with legal jurisdiction.
        2. Using the same case number(s) as the office with legal jurisdiction, document required Service Episode Records.
        3. Send the physical file to the originating office upon closing of the courtesy supervision case assignment.
    3. If the originating office transfers jurisdiction to the office providing courtesy supervision, procedures for transfer of cases shall apply.

15405. Facility Complaints (2/1/98)

154051. Purpose

  1. To establish consistent statewide CAMIS standard regarding all referrals/complaints made about:
    1. Facilities licensed or certified, or facilities required to be licensed or certified, by the Division of Licensed Resources (DLR), or
    2. State regulated care facilities.

154052. Definition

  1. Facility Referral -- A referral received by Children's Administration (CA) regarding:
    1. A DSHS state regulated facility providing care to children that involves allegations of abuse/neglect; or
    2. A facility required to be licensed under chapter 74.12, 74.13, 74.15, or 34.04 RCW that involves possible licensing violations, or allegations of abuse/neglect at the facility or by the provider or a staff member.
  2. Facility Complaint Record - A GUI CAMIS record that is created from a GUICAMIS Facility referral which is used to generate critical incident reports and track licensing issues, actions and resolutions.

154053. Standard

  1. Facility Referrals/Complaints shall be documented, investigated, updated with actions taken, and reviewed.
  2. Referral notification will be given to appropriate workers and managers. Critical incident reports and workload management reports will be produced.
  3. Investigations of referrals/complaints against CA licensed or state regulated care facilities for children shall coordinate with specific procedures detailed in the CA Operations Manual, chapter 5000, section 5100, Critical Incident Management, and section 5300, Facility Investigations.

154054. Procedure

  1. The CAMIS procedures to be followed are contained within the Facility Complaint section of the On-line CAMIS Users Manual.
    1. Documentation
      1. CA Intake social workers and licensers are responsible for ensuring that all documentation regarding facility referrals/complaints, including allegations, investigation and resolution of complaints, is completed in GUI CAMIS, following procedures found in Section XII Facility Complaint of the CAMIS Users Manual and its subsequent revisions.
      2. DLR/CPS Facility Investigators are responsible for ensuring that CPS Investigative Assessments on facility complaints are completed in GUI CAMIS, using the referral number, for accepted CPS referrals.
    2. Primary Caretaker-If the facility complaint referral is in regard to a child's former placement resource, the referral/complaint record will be created on the former placement provider.
      1. The provider must be designated as the primary caretaker when recording a facility complaint regarding a family child care home or a family foster home.
      2. A primary caretaker must not be designated when recording a facility complaint regarding any other type of facility; e. g., Child Placing Agency, Crisis Residential Center, Day Care Center, Day Treatment, Group Home, Juvenile Detention Center, Maternity Home, Mini-Center, Regional CRC, Special Programs, etc.
    3. Deleting Complaint Records
      1. In cases where a complaint record is incorrectly created for a facility, the complaint record may be deleted after a DLR/CPS supervisor or above has reviewed the complaint and concurs. This does not delete the referral. Examples of situations where a complaint record may need to be deleted include:
        1. A facility that is not required to be licensed and is not a state regulated care facility;
        2. A former staff member is involved in a referral not related to the facility;
        3. A licensee or staff member was involved in a referral where there are no licensing or child abuse/neglect issues concerning the facility or a facility's staff member.
        4. A referral shows licensing issues only because the people associated on the business record for a license inaccurately contains the name of a person who is identified as a victim or subject in the referral; e. g., a foster child is listed in the BUSRELS of a foster home and a report is received in which the child is listed as a victim or subject, but the alleged CA/N did not occur in any facility.
    4. Public Disclosure-Licensing staff may release information regarding complaints on a licensed facility consistent with the CA Operations Manual, Chapter 13000, section 13700, Record Accuracy, Privacy, and Disclosure.

15406. Documenting the Placement of Children in the Legal Custody of Children's Administration (2/17/99)

154061. Purpose

  1. To ensure consistency in the CAMIS system for documenting the whereabouts of children who are in the custody of Children's Administration (CA).

154062. Standard/Procedure

  1. All children for whom CA has responsibility through a court order, protective custody, or Voluntary Placement Agreement (VPA) must have their whereabouts documented within 3 calendar days.
    1. Requirements for Timeliness of Data Entry-Children, upon initial removal from their parent or guardian's physical custody, must have their placement documented within 3 calendar days of placement. All other placement changes must be documented within within 3 calendar days of the change or the SSPS deadline, whichever comes first.
    2. Documentation of Placement Episodes and Events:
      1. Each episode of out-of-home placement will be documented by the entry of the Original Placement Date (OPD). Closure of the placement episode will be generated automatically when a placement event with a birth/adoptive parent is documented or a dependency guardianship order (as to both parents) or adoption finalization is documented in legal actions. The social worker or designee must manually document any other episode closure.
      2. Each placement event will be documented in CAMIS. The moving of a child from one out-of-home placement to another out-of-home placement does not interrupt the placement episode.
    3. Temporary Placements:
      1. A temporary placement is one that is not intended to interrupt the current placement event.
        1. Examples include respite care; a child's hospitalization with intention to return to the prior placement; a child's running away with the intention of returning to the prior placement; a receiving care placement which may occur during a run if the intention is to return the child to the prior placement; or a detention placement with the intention to return to the prior placement.
        2. It is also possible to place a child at home in a trial home visit without the intention of interrupting the placement episode. For example, the child has been in placement and is returned home for a short period waiting for a group care bed to become available or a child visits in the home of the parents for a period of time to prepare for a return to the parent's home.
        3. Temporary" (TMP) placements are designated in CAMIS(All of these column for that placement. Continued(TMP( under the (Y(by marking a payment is allowed to both the placement from which the child was placed and to the temporary placement. Double payment is allowed for a period of up to 15 days without an exception to policy (DSHS 5-210).
    4. In-Home Dependencies:
      1. In-home dependencies will be documented in both the placement and legal modules.
        1. First, in the legal module, a permanency planning code of "N" (no plan: child placed with birth/adoptive parent) must be entered any time a child is placed with a birth/adoptive parent. This code must be used whether or not that parent has custody through a family court order.
        2. In placement, the worker must update the address and list the primary caretaker. This will not open an episode; it will document the whereabouts of the child. Events not indicating a placement may be recorded here (they are not required), including respite, detention, hospital, Juvenile Rehabilitation Administration (JRA) placement, or runaway.
      2. When a dependent child is returned home from a placement, the worker will document placement with a birth/adoptive parent (either custodial or non-custodial). The worker will need to then update the primary caretaker and address.
      3. Any time the child is placed with a birth/adoptive parent ("BA" or "BN" codes) from an out-of-home placement, the child's episode will be closed with the reason defaulted as "returned to birth/adoptive parent."
    5. Documentation of Family Structure-When placing a child with a relative or court-ordered unlicensed placement, the worker must document the family structure. This will be done through creation of a business ID for the family in which family structure, primary caretaker, and address will be identified.
    6. Respite Care:
      1. Respite care from a birth/adoptive parent's home will not be opened as a placement episode as long as the department does not have custody of the child. If a voluntary placement consent has been taken, then placement episode must be opened as the department has assumed custody of the child.
      2. When a child is placed in respite from an out-of-home placement, there is no state-wide requirement to document these temporary placements in the placement module.
    7. Situations When Payment Continues but the Episode Is Closed-There are three situations in which the permanent plan is completed but payment remains open. These are:
      1. Guardianship:
        1. Entry of a legal action of dependency guardianship as to both parents derives closure of the placement episode as the permanent plan is established. The placement event remains open allowing for continued payment to dependency guardians and for services to the child. Those in guardianship status over 18 years of age with open events will have those events automatically terminated annually unless a voluntary consent is documented in legal actions.
        2. When a superior court guardianship (chapter 11.88 RCW) is established, the episode and event must be closed upon the date of the guardianship order. Dependency dismissal is also required and must be documented in the legal actions.
      2. Adoption
        1. When an adoption finalization is documented in legal actions, this will derive the closure of the episode and event with the reason code of adoption.
        2. A dismissal of dependency must also be documented when entered in Juvenile Court. Payment may continue to the end of the month in which the adoption is finalized.
      3. Child(ren) in Tribal or Private Agency Custody Only
        1. The placement episode record of a non-CA custody child(ren) must be opened and closed on the date of placement with a reason code of "TR," Washington State Transfer to Other Authority.
        2. The placement event remains open, and the appropriate entries are made in the legal module. See section 15221.

15407. Documentation of Legal Actions (11/30/95)

154071. Purpose

  1. The purpose of this standard is to define the documentation in CAMIS of legal actions on behalf of children for whom CA has legal custody or is making payment.
  2. This standard also clarifies which legal actions must be documented.

154072. Standard

  1. Information Which Must Be Recorded-Legal actions must be recorded for all children for whom DCFS has legal custody or has filed a petition. There are five types of legal data that need to be recorded in CAMIS. These are:
    1. Legal actions are date specific and include all legal actions taken in regards to the child which establish custody, authority to place, legal status, or which meet review requirements.
    2. Legal status refers to the type of custody the department has for the child. Legal status will be derived from the legal actions entered. Dates will be defaulted according to the legal action dates entered (may be overridden).
    3. Custody refers to the agency(s) that has custody of the child. [If DCFS has no custody of the child (either alone or jointly), on-going legal actions need not be entered. Events may still be documented as DCFS may have payment responsibility.] Dates will be defaulted according to the legal action dates entered (may be overridden).
    4. Court of Jurisdiction refers to the type of court in which the legal proceeding occurs (county/superior court, court of another state, or tribal court). If a tribal court has jurisdiction, the specific court is required to be documented.
    5. Permanency Plan must be documented within the first 60 days of placement. A primary permanency plan is required and an alternate plan is optional.
  2. Timeliness for Data Entry-Authority to place must be input prior to recording a placement in CAMIS. Ongoing legal actions must be documented in CAMIS within 14 days of receipt of the order.
  3. Children for Whom DCFS Does Not Have Custody-In legal actions, the worker must document custody. In placement the worker documents each placement event in order for payment to be authorized. As CA does not have responsibility for these children but does make payment, there is no ongoing requirement to enter legal actions.

15408. Files for Legally Free Children

154081. Purpose

  1. To establish a consistent statewide policy for establishing case files for Legally Free Children

154082. Standard/Procedure

  1. When any child becomes Legally Free, the child will receive a new case number, generated by FamLink.
  2. The social worker will deactivate the legally free child's case from the original family case.
  3. The assigned worker uses the child's legally free case to document all case notes and services provided.
  4. The worker must not establish a case-to-case relationship between the original family case and the new legally free case.
  5. The worker must not delete the child's pre-adoptive closed case relationship from the child's original family case file.
  6. The worker will store all paper documents received or created after the child becomes legally free in a binder using the new case number.
    1. The following documents from the original family case file shall be placed in the legally free child's file (copies of the documents shall remain in the original family file) (Refer to Operations manual 13410 case file make up):
      1. Section 1 case Activity
        1. Comprehensive Family Assessment
        2. Complete CPS history (1 print out)
        3. Summary Assessment
        4. All case notes
        5. Copies of evaluations on birth parents (i.e. psychological, drug/alcohol, parenting assessments
      2. Section II Placement and Legal Section
        1. All legal documents pertaining to the legally free child.
      3. Section III - Child Health & Safety Section
        1. All Health and education documents pertaining to the legally free child.
        2. Correspondence relating to obtaining medical, educational and mental health information on the legally free child
      4. Section IV - Family Background section
        1. All Relative search documentation & information
        2. All ethnic and cultural information
      5. Section V - Indian child Welfare
        1. All Native American Ancestry documentation
      6. Section VI - Service reports and Correspondence
        1. All staffing documentation
        2. Notes from visitation with birth parents and siblings
        3. Copies of reports on birth parent evaluations, medical and mental health information
        4. Documentation on sibling medical and educational information on the legally free child’s 13-041
      7. Section VII - Payment section
      8. Section VIII - Other
        1. Photographs
        2. Recruitment information
        3. STD/HIV information
        4. Original and/or color photo copies of pictures
        5. Birth certificates and social security cards
      9. Section XI - Audio Recording of CPS Child Interviews
  7. The worker will update the address of the child to the local DCFS office with responsibility for the child's case. See section 15306.
  8. The adoption worker creates the adoption case by selecting the Adoption Finalization hyperlink located on the option page of the legally free case. The worker will create the new person record using the child's new name.
  9. The adoption support worker establishes a new person-to-person relationship in the adoption case and will add the adoptive parents as participants in the case relationship section of the adoptive family's case.
  10. The legally free case is closed and “restricted” upon entering the dependency dismissal.
  11. If the adoptive family continues to receive services or later returns for services, the worker will create a new case under the adoptive family name. The new case will include any adopted children.

15409. State Licensed Facilities/Persons (7/19/94)

154091. Purpose

  1. To establish consistent statewide policy regarding individuals or facilities licensed or certified by the Division of Licensed Resources (DLR) to provide care for children as required by chapter 74.15 RCW.

154092. Procedure

  1. The procedures to be followed are contained within A USER'S GUIDE TO THE CAMIS LICENSING MODULE, and its subsequent revisions.

15410. Social Service Payment System (11/8/94)

154101. Purpose

  1. To establish consistent statewide practice regarding use of the Social Service Payment System (SSPS), which is the automated system used to authorize delivery and purchase of social services, collect program and federal statistical and management data, and initiate the payment process for purchased services.

154102. Procedure

  1. The procedures to be followed are contained in the CAMIS Users' Manual and Chapter 9000, section 9400, of this manual.