CPS CPR Documentation Instructions

(updated 11-06)

CPSA1.  See child within the priority time frame

This is the date and time when an alleged child victim was first seen, whether by the investigating worker or earlier by an on-call worker.  The priority time frame is calculated by SAFE and displayed with the heading “See by” at the top of the CPS case. Document by adding the policies statement “Child victim first seen” to an activity log:

• Go to Activity Recording for the case
• Either find and select the log entry that already describes the initial visit or create a new activity record by clicking Right Mouse Button and “Create Activity”
• Make whatever entries are needed to document the activity, including Date, Time, Duration, Activity Type, and the desired narrative text.
• Click on the POLICIES button to open the Activities Policies pop-up window.  In that window, in the left-hand field highlight the line for “Child victim first seen” and click on the right pointer to move this statement into the Policies Met field.  Follow the same procedure for other Policies that were met by this activity, as needed.  Then click OK.
• Make Status = ’Final’.
• Save.
• At save, if the Date and Time entered for this activity are later than the priority See by date and time, SAFE will pop-up a message asking you to double check your entry.  If the entry is not accurate, click on NO and make the needed corrections in the activity date or time.  If accurate, click on YES.  If Yes, be sure to record in the narrative any extenuating circumstances that prevented meeting the See by time frames.

At Finalization, SAFE automatically populates the activity date/time to the CPS case General tabpage, Child First Seen field. If, when you try to save, you receive the message “Start Date And Time Can Be No Earlier Than Case Start Date and Time of …….”, and your face-to-face visit date and time are correctly entered,

• Double check the case start date and time to see if they were put in wrong by Intake.  If so,
• Remove the Child First seen policy attachment and save the activity log in draft
• Then contact the SAFE Help Desk to have them correct the case start date, so that both the “See by” date/time and the Child First Seen date/time you enter will be correct
• After the Help Desk has corrected the case start date/time, enter the Child First Seen policies attachment to the activity log

• Make Status = ’Final’.
• Save.

When extenuating circumstances did not allow for the initial face-to-face visit with an alleged child victim within the specified priority time frame, document these in Activities. (See Practice Guidelines 202.4 and 202.5 for more info about extenuating circumstances)

CPSA2.  Initiate services within 30 days for children remaining at home

For every CPS case with a supported allegation and where an abused or neglected child is at home at investigation completion, evidence must exist that ongoing services were initiated, offered, or not required. OSR will check for the timing of the offer or initiation as being no more than 30 days from the date the referral, or if an approved extension, the end date of the extension period.

Reporting of initiation of services shall be as follows:

• Creation of a follow-up PSS, PSC, or PFP within the above time frame is proof of initiation of services
• Selection of specific service(s) in  the Services Provided or Referred field on the Details Tab of CPS case or through the Closure Wizard.  Further explanation should be entered either in the Closure statement on the Details tab of CPS case or in an Activities entry.

Reporting of services offered but refused by the family shall be as follows:

• Descriptive entry either in the Closure statement on the Details tab of CPS case, Case Closure Wizard or in Activities.

Reporting that the family does not need services shall be as follows:

• Selection of “None needed” in the Services Provided and Referred field on the Details Tab of CPS case or in Case Closure Wizard.  Further explanation of the reasons and the way this conclusion was reached should be recorded either in the Closure statement on the Details tab of CPS case or in an Activities entry.

**NOTE: Determining that a family does not have a service need must be consistent with findings recorded in the Immediate Protection/Safety Assessment, Risk Assessment, Functional Assessment, and Activities entries.  OSR will check these items to confirm that service need does not exist.

CPSA3.  Complete the investigation within 30 days or extension time frame

OSR will check to make sure that CPS investigations were completed either within 30 days of the creation of the case or the end (“Extension Approved Until”) date for an approved extension (the latest of 30-day Extension or Additional Extension). Note that the request for an extension must be done prior to the 30-day expiration date. Completion of a CPS case is defined by the case End Date.  The date is displayed in the header area at the top of the case window as Date Due. 

CPS case completions are recorded using the CPS Case Closure Wizard:

• While in the CPS case, General tab, click on the Case Closure Wizard button.  Then make the required entries page-by-page.

Extensions are requested by completing the Form CPS08 in SAFE.  Form CPS08 completion is as follows:

• Navigate to the Document Index for the child’s SCF case, by clicking on the Documents tab while in the case, or Right Mouse Button from windows that identify the specific case, such as the child’s SCF case, or Case List with this case highlighted
• When the Document Index window or Documents tab appears, Click on the radio button “Browser” to open the browser view, double click on the CPS folder, highlight and Right Mouse Button on “CPS08 Assessment/Investigation - 30 day Extension Agreement”, and select “Go to Document Create”
• When the document appears, check the Extension Requested Until box, fill in the requested date, and record the reason for the request, change the status to Final and save.
• Print the document and forward to the Regional Director or designee for approval.  Confirmation of the approval is shown by the new Due Date appearing on the CPS case, General tab.

Regional Directors or their designees give approval to an extension by:

• While in the CPS case, General tab, click on the Case Extension Button, to open the Case Extension window.
• Type in the approved Extension (End or Extension Approved Until) date, and click on OK.

(See CPR Reviewer Guidelines, CPS item A3 for more details defining the use of Extensions.)

CPSB1.  Interview victim outside perpetrator presence

The place designed in SAFE to record information about the interview of an alleged victim outside the presence of the alleged perpetrator is in the SAFE Activities window

• Go to Activities for the case, and either find and select the log entry that already describes this contact, or create a new activity record by clicking Right Mouse Button and “Create Activity”.   (This activity may often occur in connection with a contact that fulfills several other requirements, and all be reported on a single log entry.)

• Click on the Policies button and then locate the statement that reflects what occurred in this case:
• “Victim interview outside the presence of alleged perpetrator.” Use this statement if the requirement was fully met.
• “Victim interview not possible/exception per guidelines.” Use this statement any time the child was not interviewed due to exceptional circumstances as outlined in guidelines.

Double click on the desired statement or highlight it and click on the right pointer to move this policy into the Policies Met field, then click OK. 

• Make whatever entries are needed to document the activity, including Date, Time, Duration, Activity Type, and the desired narrative text to explain the Policies statement selected.  If the required interview was not conducted, describe how the child was unable to communicate or that law enforcement conducted a thorough interview, if applicable.
• Make Status = ’Final’.

(See CPR Reviewer Guidelines, CPS item B1 for more details about the requirement to interview victims outside the presence of alleged perpetrators, including exceptions to this requirement.)

CPSB2.  Interview parents/guardian if whereabouts known

The place designed in SAFE to record information about interviews with parents or guardian of an alleged victim, including document that the worker has talked to the parents about the allegations, is in the SAFE Activities window.

• Go to Activities for the case, and either find and select the log entry that already describes this contact, or create a new activity record by clicking Right Mouse Button and “Create Activity”.   (This activity may occur in connection with a contact that fulfills several other requirements, and all be reported on a single log entry.  This activity may also be identified multiple times, reflecting more than one interview with parents/guardians. 
• Click on the Policies button and then locate the statement that reflects what occurred:
• “Interview mother/guardian of each victim” and “Interview father/ guardian of each victim.” Use this statement if the requirement was fully met.
• “Interview mother/guardian not possible” and “Interview father/guardian not possible.” Use this statement when these persons were not interviewed.

Double click on the desired policy to move it to the Policies met field, or highlight it and click on the right pointer to move this policy into the Policies Met field, then click OK. 

• Make whatever entries are needed to document the activity, including Date, Time, Duration, Activity Type, and the desired narrative text to explain the Policies statement selected.  If the interviews were not possible to conduct or not required, be sure to explain these circumstances.
• Make Status = ’Final’.

(See CPR Reviewer Guidelines, CPS item B2 for more details about the requirement to interview parents/guardians of alleged victims in a case and circumstances in which such interviews are not required.)

CPSB3.  Interview third parties with first-hand knowledge

The place designed in SAFE to record the conducting of interview(s) with third party or collateral contacts with first hand knowledge of the abuse/neglect is in the SAFE Activities window.

• Go to Activities for the case, and either find and select the log entry that already describes this contact, or create a new activity record by clicking Right Mouse Button and “Create Activity”.   (This activity may occur in connection with a contact that fulfills other requirements, and all be reported on a single log entry.  This activity may also be identified multiple times, reflecting interviews with more than one third party contact.)
• Click on the Policies button and then locate the statement that reflects what occurred:
• “Interview third party who has direct info re: children.”  Use this statement if the requirement was fully met.
• “Interview third party is not possible or applicable.”  Use this statement when third parties were not interviewed

Double click on the desired policy to move it to the Policies met field, or highlight it and click on the right pointer to move this policy into the Policies Met field, then click OK. 

• Make whatever entries are needed to document the activity, including Date, Time, Duration, Activity Type, and the desired narrative text to explain the Policies statement selected.  If the interviews were not possible to conduct or not required, be sure to explain these circumstances.
• Make Status = ’Final’.

(See CPR Reviewer Guidelines, CPS item B3 for more details about the requirement to interview third parties with first-hand knowledge of abuse/neglect in a case in a case and circumstances in which such interviews are not required.)

CPSB4.  Make unscheduled home visit

The place designed in SAFE to record unscheduled home visit activities is in the SAFE Activities window:

• Go to Activities for the case, and either find and select the log entry that already describes this contact, or create a new activity record by clicking Right Mouse Button and “Create Activity”.   (This activity may occur in connection with a contact that fulfills other requirements, and all be reported on a single log entry.) 
• Click on the Policies button and then locate the statement that reflects what occurred:
• “Unscheduled home visit—successful.”  Use this statement if the requirement was fully met.
• “Unscheduled home visit--attempted, not successful.”  Use this statement if an unscheduled home visit was attempted
• “Unscheduled home visit NA for these specific circumstances.”  Use this statement to provide an explanation for a case in which such a visit was not required or not possible. 

Double click on the appropriate choice to move it to the Policies met field, or highlight it and click on the right pointer to move this policy into the Policies Met field, then click OK. 

• Make whatever entries are needed to document the activity, including Date, Time, Duration, Activity Type, and the desired narrative text to explain the Policies statement selected.  If the interviews were unsuccessful, not possible to conduct, or not required, be sure to explain these circumstances..
• Make Status = ’Final’.

(See CPR Reviewer Guidelines, CPS item B4 for more details about the unscheduled home visit requirement, and circumstances in which such visits are not required.)

CPSC1.  Conduct medical exam within 24 hours if severe maltreatment

This question applies only to Priority 1 and 1R cases, in which there are allegations of severe physical injury, recent sexual abuse, fetal addiction, or exposure to a hazardous environment.

• In the CPS Case window, Person tab with the specific victim name highlighted, enter the date the medical exam was conducted in the Medical Exam Information field.  Explanation of extenuating circumstances for failing to obtain a medical exam within the 24 hour time frame are to be documented in Activities.  SAFE will not allow you to close the case without a date.

CPSC2.  Conduct medical exam if medical neglect

This question applies to only CPS cases involving an allegation of medical neglect.

In the CPS Case window, Person tab with the specific victim name highlighted, enter the date the medical exam was conducted in the Medical Exam Information field.  Explanation of extenuating circumstances for failing to obtain a medical exam within the required 30 day time frame (or prior to case closure) is to be documented in Activities.

A second requirement in cases with medical neglect is to document confirmation that you discussed medical neglect allegations with the medical professional performing the exam.  Report of this discussion is also to be documented in Activities:

• Go to Activities for the case, and either find and select the log entry that already describes this contact, or create a new activity record by clicking Right Mouse Button and “Create Activity”.   (This activity may occur in connection with a contact that fulfills other requirements, and all be reported on a single log entry.) 
• Click on the Policies button and then locate the statement “Med. Neglect: Received medical opinion regarding allegation.”  Double click on this item or highlight it and click on the right pointer, to move this policy into the Policies Met field, then click OK. 
• Make whatever entries are needed to document the activity, including Date, Time, Duration, Activity Type, and the desired narrative text to explain the Policies statement selected. 
• Make Status = ’Final’.

(See CPR Reviewer Guidelines, CPS item C2 for more details about these requirements.)

Report pulls data from the table on medical exams and looks for exam type and date completed.

CPSD1.  Make case findings based on investigation information

OSR will look at the entire case record to verify CPS case findings/results are based upon the facts of the referral and case. 

• Documentation of basic facts associated with this referral are found, at an initial level, in the Referral Narrative, then are to be summarized in the Closure Statement.  Details of facts uncovered in the investigation are to be recorded in the Risk Assessment Factors tab including selection and rating of specific risk factors, and identification of involved persons and explanatory comments for each significant risk factor.  Additional information and explanations may be recorded in Activities.
• Findings in relation to allegations are to be documented, first, as the Allegation Result selected for each allegation listed on the case General tab, and then summarized in the Closure Statement.  Detailed justification for these findings is to be documented in the Risk Assessment.  The critical element that OSR will look for is consistency of findings in relation to the facts of the case.

CPSE2.   Make shelter visit with child with 48 hours

The place designed in SAFE to document that you visited a child placed in shelter care within 48 hours of the placement is in the SAFE Activities window.

• Go to Activities for the case, and either find and select the log entry that already describes this contact, or create a new activity record by clicking Right Mouse Button and “Create Activity”.   (This activity may occur in connection with a contact that fulfills other requirements, and all be reported on a single log entry.)
• Click on the Policies button and then locate “Shelter--Initial visit within 48 hours of removal” and double click on it to move it to the Policies met field, or highlight it and click on the right pointer to move this policy into the Policies Met field, then click OK. 
• Make whatever entries are needed to document the activity, including Date, Time, Duration, Activity Type, and the desired narrative text.
• Make Status = ’Final’.

(See CPR Reviewer Guidelines, CPS item E2 for more details about the requirement to make the initial visit to a child placed in shelter within 48 hours of placements. OSR reviews when the child has been placed in SHN, SHB, SHG, SCP, or SEP placements only.)

CPSE3.  Make weekly shelter visit with child

The place designed in SAFE to document that week visits were made to the child at the shelter placement is in the SAFE Activities window.

• Go to Activities for the case, and either find and select the log entry that already describes this contact, or create a new activity record by clicking Right Mouse Button and “Create Activity”.   (This activity may occur in connection with a contact that fulfills several other requirements, and all be reported on a single log entry)
• Click on the Policies button and then locate “Shelter--Weekly visit after the initial shelter visit” and double click on it to move it to the Policies met field, or highlight it and click on the right pointer to move this policy into the Policies Met field, then click OK. 
• Make whatever entries are needed to document the activity, including Date, Time, Duration, Activity Type, and the desired narrative text.
• Make Status = ’Final’.

(See CPR Reviewer Guidelines, CPS item E3 for more details about the requirement to make a weekly visit to a child placed in shelter. OSR reviews when the child has been placed in SHN, SHB, SHG, SCP, or SEP placements only.)

The report pulls data from the policy attachment.  When a SCF case is open to a different worker the report no longer looks for weekly visits. (Note this is determined by looking at the SCF case creation date not the start date, so back-dating the case start date does not eliminate this requirement.)

CPSE4.  Give child safety/wellbeing information to shelter care provider within 24 hours of removal.

The place designed in SAFE to initially collect child safety/wellbeing information is on the CPS23 form (Removal Worksheet).  To expedite the receipt of this information by a shelter care provider within 24 hours of placements, workers generally will follow the procedure to make a Xerox copy of the CPS23 form and deliver this paper to the provider.  (As a second option, information gathered on a CPS23 form is also to be entered into SAFE Person Health and Person windows.  Once entered, printouts can be made from SAFE to satisfy providers/caretakers need for up-to-date safety/wellbeing information about a child.).

Reporting that child safety/wellbeing information was given to a shelter care provider within 24 hours is done the removal area of the CPS or SCF windows:

While in the case window, go to the Person tab and select the radio button for Removal/Custody

Enter a custody date if not already present

Click on the Rem/Custody Info button and double click on the 24 Hour Policy Review field, or click on the Removal Wizard and make entries until arriving at the 24 Hour Policy Review page

• Enter a check for the question “The shelter provider received a copy of the Removal Worksheet (CPS23)”  indicating that the safety/wellbeing information was given to the provider within  24 hours of the child’s placement.
• If entries in the Removal/Custody area do not adequately describe these efforts to provide timely child safety/wellbeing information to the provider, record these efforts in an Activities entry.

(See CPR Reviewer Guidelines, CPS item E4 for more detailed instructions about documentation requirements.)

Report pulls data from the removal wizard 24 hour policy review page.  It looks for a check in the box regarding the CPS23.

CPSE5.  Make reasonable efforts to locate kinship placement

The primary place designed in SAFE to record efforts to locate kinship placements is in the Removal/Custody area for CPS and SCF cases:

• To review or make Removal /Custody entries, click on the Person tab and the Removal/Custody radio button
• Kinship placement location efforts are recorded in these fields:
• Removal Narrative comments.  Highlight the statement “The family has been asked about possible maternal kinship placements” and/or “The family has been asked about possible paternal kinship placements” and enter text that describes talking to the child, parents, and/or other persons about relatives and how to contact them.  (See CPR Reviewer Guidelines, CPS item CPSE5 for more details concerning required content of these entries.)
• 24 Hour Policy Review.  Check whether paternal and maternal relatives were considered.
• Review or update is available in either the Removal Custody pages or in a Wizard.

Report pulls data from the Removal Wizard, 24 hour policy review.  It looks for  checks in the boxes stating that the family was asked about possible maternal and paternal kinship placements.

UNABLE TO LOCATE CASES

CPSUL1.  Make two attempts to see family at other than work hours

CPSUL2.  Check with schools for location of family

CPSUL3.  Check with law enforcement for location of family

CPSUL4.  Check public assistance for location of family

CPSUL5.  Re-check with referent for location of family

The place designed in SAFE to document an unable to locate situation is in the SAFE Activities window.

• Go to Activities for the case, and either find and select the log entry that already describes this contact, or create a new activity record by clicking Right Mouse Button and “Create Activity”.   (This activity may occur in connection with a contact that fulfills other requirements, and all be reported on a single log entry.) 
• Click on the Policies button and then, depending on whether the family was able to be contacted or not, locate the specific items that apply to this particular log entry:
• Unable to locate-Home visit attempted after hours
• Unable to locate-Second home visit attempted after hours
• Unable to locate-Checked with school/s No new contact info
• Unable to locate-Checked with police No new contact info 
• Unable to locate-Checked with PACMIS No new contact info
• Unable to locate-Recheck with referent No new contact info

Double click to move it to the Policies met field, or highlight the appropriate choice or choices and click on the right pointer to move these policies into the Policies Met field, then click OK. 

• Make whatever entries are needed to document the activity, including Date, Time, Duration, Activity Type, and the desired narrative text.
• Make Status = ’Final’.

(See CPR Reviewer Guidelines, CPS item UL1-UL5 for more details about these documentation requirements.)

UNACCEPTED REFERRALS

CPSUN1.  Document the nature of an unaccepted referral

(See CPR Reviewer Guidelines, CPS item UN1 for more detailed instructions about documentation requirements concerning the nature of an unaccepted referral.)

CPSUN2.  Staff the referral for non-acceptance

The place designed in SAFE to document the staffing of a referral for non-acceptance is on the Referral window Staffing tab, to give evidence that the non-acceptance was completed by or staffed with a licensed social worker.

(See CPR Reviewer Guidelines, CPS item UN2 for more detailed instructions about documentation requirements for staffing for non-unaccepted of a referral.)

CPSUN3.  Document adequately referral non-acceptance

The place designed in SAFE to identify the reason for non-acceptance of a referral is on the Non-Acceptance tab within the Referral window.  Be sure that the Referral Narrative is consistent with and adequately justifies the reason for non-acceptance.

(See CPR Reviewer Guidelines, CPS item UN3 for more detailed instructions about documentation requirements when not accepting a referral for investigation.)