SAFE/CARE Interface Training Manual

By Doug Call, SAFE Project Team

October 23, 2008

SAFE users will now be able to locate and download a Juvenile Court # from the Court CARE system into SAFE.  They will also be able to access court hearing information, and view and print Court Orders.

Copying a Child/Youth’s Juvenile Court # from the CARE System to SAFE.

To locate and copy the Juvenile Court # for a Child/Youth that is, or has been in DHS/DCFS custody, or has had a petition filed in the Juvenile Court:

• Navigate to the SAFE Directory window
• Select the Juvenile Court Tab

• Enter available information for the Child/Youth in the appropriate Search by fields.  All name fields require at least two characters and all other fields require complete information.
• If you are searching for an adult then you will need to uncheck the box that is labeled “Under Age 21 years old”
• Select the Search button
• A list of Court Persons matching your search criteria will be displayed in the first grid in the middle of the screen.
• Data that you may have questions about:
• Client ID – is the High Level Client Index (HLCI) number
• Adult – indicates that a Youth/Adult was an Adult at the time their CARE record was created.
• Protective Order – A “Y” in this field indicates that the Youth/Adult has filed for has had a Protective Order. 
• A list of SAFE Persons matching your search criteria will be displayed in the second grid in the bottom section of the screen.
• Locate and highlight the desired Court Person – the Juvenile Court # will be listed in red text.
• If the Court Person that you are searching for is not found you either don’t have access to that person’s information or the Juvenile Court has not yet assigned a Juvenile Court #.
• Now locate and highlight the SAFE Person that matches the Court Person that you highlighted.
• If the SAFE Person does not have a Juvenile Court # or has a different Juvenile Court # you may then copy the Juvenile Court # to the SAFE Person.
• With the same Court Person and SAFE Person highlighted select the Copy button at the bottom of the window.
• The Juvenile Court # will be copied to the Juvenile Court # text entry field on the Person window for the Child/Youth and to the Juvenile Court # field located on the Person tab of your SCF or PSS case.

Juvenile Court Number Characteristics

• A Juvenile Court Number only applies to one Child Client or Adult Client. 
• Only one Child Client on a PSS case is required to have a Juvenile Court Number.  Other family members do not share the Juvenile Court number and do not require one to be entered in SAFE
• PFP, PFR, CIS, CCS, PSC, IHS, and CPS cases do not require a Juvenile Court.  Unless the Child Clients on these cases have been in DCFS custody or under Protective Supervision you will not be able to retrieve a Juvenile Court number from the CARE system for these clients.
• The following message will now appear in SAFE if you try to enter a Juvenile Court # for a Child/Youth that has already been used for another Child/Youth:

“The Juvenile Court # that you entered already exists for another Youth please obtain the correct Juvenile Court # from the CARE system and reenter.  Please be aware that only the Foster Child on a SCF case and one Child Client on a PSS case are required to have a Juvenile Court number in SAFE.  The court may or may not assign a Juvenile Court Number to all of the children in a family. “ 

Locating Other Juvenile Court Information in SAFE 

Juvenile Court information to include: Hearings, Incidents, Dispositions, Court Ordered Items, Conclusions of Law, Related Persons, Account Summaries and Court Orders may now be accessed in SAFE via the new “Court” tab located on the Person Window. 

• Navigate to the SAFE Person window for the desired Child/Youth
• When in the Juvenile Court tab of the Directory window you can easily navigate to the Person window by double clicking on the SAFE client with the copied Juvenile Court #.
• Select the Court tab
• NOTE:  This tab will be grayed out when the Juvenile Court # for your client has not yet been downloaded or entered into SAFE.  Go the Juvenile Court tab of the Directory window, as outlined above, and copy the Juvenile Court # to SAFE.

Juvenile Court Hearing Information View

The header section of the Court tab remains the same for the four available views and displays the following:

• Juvenile Court # - Imported from CARE or entered into SAFE
• Current or Most Recent Judge – The name and courtroom address of the Judge that is scheduled to preside at the next scheduled hearing.  If there is not one listed the name of the Judge that presided at the last hearing will be listed.
• District Office – The court name and address that is displayed here is the location for the next scheduled hearing. If there is not one scheduled then it will show the district office where the last hearing was held

Juvenile Court Hearing Information View – Middle Section

The default view upon selecting the Court tab is Juvenile Court Hearing Information and consists of the following information:

• Date – The dates for all past and upcoming hearings.
• Start-End Time – The scheduled start and end time for the scheduled hearing.
• Hearing Type – The type or reason for the Court Hearing is displayed.
• Judge or Commissioner – The name of the Judge or Commissioner that conducted the hearing or is scheduled to conduct an upcoming hearing.
• Hearing Location – The address where the hearing was or is to be held.
• Hearing Id – The number assigned by CARE to identify the specific hearing.
• Order – This column identifies the fact that a Court Order exists and provides a means to open a Court Order for a specific hearing via the label “View” displayed in red text.
• Double click on “View” to retrieve the Court Order for viewing and printing as displayed below.
• This same navigation will exist from the Juvenile Court Incident History tab “Order” column.

Juvenile Court Hearing Information View – Bottom Section

Since more than one youth may be involved in a specific hearing, this section allows a user to select a specific Youth that they want Incident description information on.

• Juv. Ct # - The Juvenile Court # for each youth involved in the highlighted hearing is listed.

• Youth Name – The name of each Youth involved in the highlighted hearing is listed.
• Case Hearing ID - The number assigned by CARE to identify the specific hearing.
• Hearing Dt – The date that the hearing was held.

• Inc. # - This is the Incident number for a specific incident for the highlighted Youth.
• Incident Description – Displays one of a predefined list of incidents that precipitated the court hearing.
• Hearing Type – Describes the purpose for the hearing, ie, pretrial, permanency, arraignment, etc.
• Applies To – All persons that the incident applies to.
• Intake/Probation Officer – The name of an assigned Intake or Probation officer.

Juvenile Court Incident History View – Middle Section

When the Juvenile Court Incident History radio button is selected all Incidents for the Youth are retrieved with their associated Dispositions, Items and Conclusions of Law with the following associated information:

• ID – This is the incident number.  These numbers will be displayed with the latest or most recent number listed first.
• District Office – This is the location where the incident was filed with the court.
• Incident Type – This column lists the type of Incident, either Child Welfare or Delinquency.
• Incident Description – This column identifies the incidents that the court is dealing with.
• Intake/Child Welfare Decision – This column identifies the action the court took upon initially receiving the referral.
• Order – This column functions exactly the same as the identical column located on the Juvenile Court History Information view above.

Juvenile Court Incident History View – Bottom Section

• Date – This is the date when disposition was given for the Incident.
• Disposition for Incident – This field shows the Disposition for the Incident highlighted above.
• Closure Reason – Shows the rules for closure of the disposition.
• Close Date – This field shows the date when the Disposition was completed.
• ID – This is the ID number for the specific Item ordered.
• Court Ordered Items – Identifies what Items were ordered by the court.
• Start Date – This is the date that the Items were ordered.
• Completion Date – This is the date that all ordered Items are completed.
• Conclusions of Law – This is a legal finding the judge reached on the case.
• Party/Parties Adjudicated – Lists the names of the Persons that the Conclusions apply to.

Related Persons View

In this view you are able to view all information about persons that the courts has documented as being related to the Child/Youth whose name appears in the header of the Person window.  The following information about each person will be displayed:

• Name – This column shows the names of persons related to the Child/Youth.
• Relationship – This column displays the relationship of the related person.
•  Mailing Address – This column displays the last known address of the related person.
• Home Phone - This column displays the last known Home Phone number of the related person.
• Custody Status – One or more of the following four related person conditions may be recorded in this column.
• Deceased – If the related person is known to be deceased.
• Rights Terminated – If a listed parent’s rights have been terminated this label will appear for that parent.
• Custody Guardianship – This label shows that the related person currently has Custody/Guardianship of the Child/Youth.
• Living With – This label indicates that the Child/Youth is currently living with the listed related person.

Account Summary

This view shows the total number of Dollars, Hours, Items and Miscellaneous Fees that the Child/Youth has been ordered by the court to pay or complete.

• Type of Order – This column displays the following four row titles that designate what has been ordered by the court:
• Dollars – The amount of money that the court has ordered the Youth to pay.
• Hours – The number of hours that the court has ordered the Youth to serve or complete in a specified area.
• Items - That the court has ordered a Youth to complete and may include items such as, writing a report, completing a class, taking a test, etc.
• Misc Fees Due – The amount of fees that the Youth is ordered to pay.
• Total Due – This column displays the latest updated total for each of the four listed values.
• Total Overdue – Displays the total amount of money, or number of hours or Items that the Youth has not paid or completed within the court ordered time frame.

Juvenile Court Interface Access

Access to the Juvenile Court tab of the Directory window and to the Court tab in the Person window will be granted as follows:

Who will have Access

• DCFS Caseworkers
• DCFS Eligibility Worker
• AG’s
• GAL’s
• DCFS Contract Caseworkers
• Wasatch Mental Health - (Contracted Case Workers)
• Foster Care Citizen Review
• Youth Services – (Contracted Case Workers)

Does not currently have Access

• DAAS
• DSPD
• Licensing
• Health Care Professionals
• Foster Care Foundation
• ORS
• OSR

This training manual covers Phase 1 of the SAFE/CARE Interface and shows SAFE users how to access CARE information included in this phase.