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:

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,

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)

The report looks at whether the child first seen field date is before the must see by date.

 

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:

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

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

**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.

 
The CPR detail report pulls in future DCFS service data and services provided data, but it must be hand reviewed to determine if it meets CPR requirements.

 

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:

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

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

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

The report pulls the data from the date that the case was closed.  If the case was not closed within 30 days the report looks for an extension request and that the request occurred prior to the 30-day expiration date.

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

 

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. 

(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.)

 

Report pulls data from the policy attachment. Y if child was seen, D if Victim interview not possible/exception per guidelines, N if no policy attached.

 

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.

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. 

(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.)

Report pulls data from the policy attachment. Y if interview was done was seen, D if interview not possible/exception per guidelines, N if no policy attached. Document in logs where there is information on why the parent was not contacted. Information is pulled for MO and FA separately.

 

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.

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. 

(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.)

Report pulls data from policy attachment regarding contact with third party regarding the allegation. Attach this policy if a third party is interviewed about the allegations. If you read the police report regarding the allegations or speak to the referent again attach the policy.  If there is no appropriate third party attach the policy attachment that explains this.

CPSB4.  Make unscheduled home visit

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

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. 

(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.)

Report pulls from the policy attachments. Y if successful, E if NA per policy, A if attempted not successful policy on there at least twice, N if no policy.

 

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.

 

If an exam is done the date and type are listed on the report.  Hand review must be done to determine if it meets criteria.

                      

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:

(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.

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. 

This must be determined based on individual case review.

 

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.

(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.)

The report pulls data from the policy attachment.

 

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.

(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.)

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

(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.

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:

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.

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.

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. 

(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.)

The place designed in SAFE to document the detailed nature of an unaccepted referral is in the Referral Narrative field on the Referral window header. 

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.)