Title IV-E

Brief Description

In order to more effectively serve families and children and meet Federal and State funding objectives, the mission of the Title IV-E Eligibility Determination/Redetermination workgroup is to automate the Title IV-E Eligibility Determination and Redetermination processes and to comply with SACWIS Title IV-E Eligibility Determination requirements.

To return to the top, click your cursor anywhere on this page and press the Home key on your keyboard.

2. The first screen that will be displayed is the Title IV-E Placement Search. You can Search By Case ID, Search By Person ID, Search By Worker ID or Search By Login ID.

3. Once you have selected one Placement Episode, right click in the search results grid, select Send Placement (ID E.g. 9249) to a new, select Title IV-E.

To Open an Existing Placement

A. Follow the above steps 1-3. If there is an existing Placement, it will open the most recent Determination month.

B. If there are no existing Determinations, the CAMIS System will automatically create a new Determination.

C. If that placement has NT or CC Result Code or has already been closed in Classic CAMIS, an error message will be displayed.

 

1. Marked Admin Error Messages

If you Search By Case and the Case has been marked Admin in Classic CAMIS, a Marked Admin message will be displayed. If the Login ID of the person doing the Title IV-E Placement does not have access to the admin file, the Information message will be displayed to contact your Automation Trainer or Security Administrator. Click OK.

2. Search By Case - Boilerplate

It's a good habit to just click Clear before entering new search criteria.

A. When you first click New button, the Title IV-E Placement Search window is displayed, Search By Case tab is displayed. The cursor automatically is in the Case ID field. Type the Case ID.

B. Check Include NT or CC if applicable.

C. Click Search.

3. Search By Case - Grid column headings

• Episode ID
• Person ID
• Office
• Worker ID
• CAMIS OPD Start
• CAMIS OPD End
• IV-E Review Date
• IV-E Reviewer: If there is an ID here, you can tell who has most recently worked that determination.
• IV-E Result Code: If NT or CC is displayed here, you can open and view record.

4. All Search Windows - Sort and Group Column Headings

A. Sort Grid. The search results grid is customizable, you can sort, group and move column headings. To sort the columns, click on the arrow to the right of the column headers. A down arrow represents that column is A-Z alpha sort. An up arrow represents that column is Z-A sort.

B. Group Columns. You can also click on group the column headers you wish to see and move those to the gray row above the column headers, see "Drag a column header here to group by that column" section on the graphic above. Click on a column header, hold down and move to another column header position. For example, if you want to move Case ID to the first column, hold down and move to that position. It is important to remember that you need to keep your cursor within that column header row. If you want to move a column header, it must not be moved out of that column row. If it accidentally gets moved to the gray row above the column headers it will be grouped by that column header.

Note: The column heading must stay within the column heading area, you will see this symbol, warning you that you can not move into any other location.

C. Move Columns. When you are in the appropriate area to move the column heading you will see two green arrows, indicating the new placement. (See below graphic, in this example, the Office is moved over three columns to the left). By dragging a column heading to this location, you can group by that column. This allows you to only preview the information from the column headings you've selected in a drill down method. In the example below, the first drill down column heading is Episode ID, Office, Open OPD, CAMIS OPD Start Date, CAMIS OPD End Date, IV-E Review Date.

D. Right click in the Search screens, select Customize to reorganize and view different column headings.

i. Click Customize, if you want to only view certain column headings each time you search.

ii. The items under the columns tab have two sections: Hidden Columns and Displayed Columns. Items displayed in gray are marked as 'always visible' and cannot be removed.

iii. In the graphic above, only Open OPD can be moved to the Hidden Column. Click on the column, the Add, Remove, Move Up and Move Down will become available. For example, if you to move the Worker ID up to the top, which will have it displayed in the first column if moved to the very beginning of this column order.

iv. Click OK when done to keep your settings, click Cancel to not keep any changes to settings.

E. Right click in the Search screens and select Reset to return the grid to the original default system setting.

F. Right click options.

i. Right click on any of the column headings and select send to a new Title IV-E.

ii. Right click on the grid below the column headings (Except Case ID, Child Name and Office) and select send to a Title IV-E.

iii. If you right click in the grid below the Case ID column heading , the options will be Send Case ID to a new:

• DLR Facility Safety Assessment
• DLR/CPS Family Safety Assessment
• Investigative Assessment
• Reassessment
• Safety Assessment
• Service episode record

iv. If you right click in the grid below the Child ID column heading , the options will be Send Person ID to a new:

• Foster rate
• Referral
• Reunification Assessment
• Service episode record
• Transition and Safety Plan Assessment

v. If you right click in the grid below the Officecolumn heading , the options will be Send Worker ID to a new:

• DLR Facility Safety Assessment
• DLR/CPS Family Safety Assessment
• DLR/CPS Investigative Assessment
• Foster rate
• Investigative Assessment
• Reassessment
• Reunification Assessment
• Safety Assessment
• Transition and Safety Plan Assessment

vi. Right click on an Episode ID, select Send Placement e.g. 8891 to a new, select Title IV-E.

5. The number of episodes found will be displayed at the bottom of each Search screen.

1. Marked Admin Error Messages

If you Search By Person and the Person has been marked Admin in Classic CAMIS, a Marked Admin message will be displayed. If the Login ID of the person doing the Title IV-E Placement does not have access to the admin file, the Error message will be displayed to contact your Automation Trainer or Security Administrator.  Click OK.

2. Search By Person - Boilerplate

It's a good habit to just click Clear before entering new search criteria.

A. Type the Person ID.

B. Check Include NT or CC if applicable.

C. Click Search.

1. Marked Admin Error Message

If you Search By Worker and the Case has been marked Admin in Classic CAMIS, a Marked Admin message will be displayed. If the Login ID of the person doing the Title IV-E Placement does not have access to the admin file, the Error message will be displayed to contact your Automation Trainer or Security Administrator. Click OK.

A. After you have Searched By Worker ID and the search results are displayed in grid below.

B. On the Search results, the Case ID will say ADMIN ID: e.g. 1170.

C. Right click on the Episode ID, select Send Placement e.g. 9170 to a new, select Title IV-E. Even if this is marked Admin ID, you will need to continue to send to new Placement Episode.

2. Search By Worker - Boilerplate

Tip: The more search criteria entered the faster the search results will be displayed. E.g. in the graphic above, only Office 999 has been entered. The search results will take much longer to be displayed.

These are the conditions in which Search will be available. It's a good habit to just click Clear before entering new search criteria.

A. Type an Office, click Search.

B. Type an Unit and Office, click Search. (Unit must also have an Office entered before Search is available.)

C. Type the placement Worker ID or the Social Worker ID (Worker ID is the Placement Worker's SSPS ID), click Search. (An Office must be entered with a Worker ID. The Worker ID field is your worker ID without the Office ID, drop the first 3 digits, e.g. 01MR01)

D. Placement Date (not required to click Search)

i. Type the Placement Start Date and End Date, or click drop down arrow to access the calendar. Select a date on calendar.

ii. Click Search to continue or Clear to start over with blank fields.

E. Review Date (not required to click Search)

i. Type the Review Start Date and End Date, or click drop down arrow to access the calendar. Select a date on calendar.

ii. Click Search to continue or Clear to start over with blank fields.

iii. Click Clear to clear all tab search fields. If you wish to search by different criteria later that day or another day, the search fields will maintain last search criteria.

F. Click Search.

1. Marked Admin Error Message

If you Search By Login ID and the Case has been marked Admin in Classic CAMIS, a Marked Admin message will be displayed. If the Login ID of the person doing the Title IV-E Placement does not have access to the admin file, the Error message will be displayed to contact your Automation Trainer or Security Administrator. Click OK.

A. After you have Searched By Login ID and the search results are displayed in grid below.

B. On the Search results, the Case ID will say ADMIN ID: e.g. 1170.

C. Right click on the Episode ID, select Send Placement e.g. 9170 to a new, select Title IV-E. Even if this is marked Admin ID, you will need to continue to send to new Placement Episode.

2. Search By Login ID - Boilerplate

Tip: The more search criteria entered the faster the search results will be displayed. E.g. in the graphic above, only RMCM300 Login has been entered. The search results will take much longer to be displayed.

It's a good habit to just click Clear before entering new search criteria.

This will display a list of all IV-E Cases (Placements) that were worked by that Login ID. These are the conditions in which Search will be available.

A. Type your 300 Login ID (example DSHS300), click Search.

B. Placement Date (not required to click Search)

i. Type the Placement Start Date and End Date, or click drop down arrow to access the calendar. Select a date on calendar.

ii. Click Search to continue or Clear to start over with blank fields.

C. Review Date (not required to click Search)

i. Type the Review Start Date and End Date, or click drop down arrow to access the calendar. Select a date on calendar.

ii. Click Search to continue or Clear to start over with blank fields.

iii. Click Clear to clear all tab search fields. If you wish to search by different criteria later that day or another day, the search fields will maintain last search criteria.

D. Click Search.

Title IV-E Boilerplate fields and buttons:

Child's Name: This is the placed child.

OPD Open Date: Date the child was placed in the current placement episode.

Eligibility Month: The month in which the latest signature date of VPA or initiation of court action resulting in removal of a child from home has occurred for this placement.

(CAMIS) Person ID: Placed Child's ID.

OPD Closed Date: Date the placement episode closed, if applicable.

Determination: Displays the determination month.

Note: When you select a Determination month, the Related Persons, Deprivation, Redeterm Need, Financial Need, Facility and Result Page tab data will reflect data for the determination date selected. If you select another date, the data on those tabs list above will change. However the information on the Legal tab will not change based on the determination date selected. The information on the Legal tab is locked 7 days after create date. See: Locking Rules for more information.

There are 3 Types of Determinations:

• Initial Determination
• Redetermination
• Continuation from Classic (Migrated). At the time the IV-E Tool goes to Production, many IV-E cases will already have been started.  These are continuation cases and are identified by the Tool when there is already any result code in IVEUP that is not a PE.

On a new placement (IV-E Case) the Determination is blank until Legal Authority data or Eligibility Month determined is entered.

View Custody button: Displays the calendar of legal custody for the determination month (Read-only). On a new blank IV-E Case (Placement), this custody calendar will be blank until Legal Authority data or Eligibility Month determined is entered.

Legal Action Hist (History List) See bottom, right hand corner of graphic below. This displays legal actions throughout the Placement Episode.

A. Click Close to close View Custody window.

IV-E Removal Date: Date the child was removed from the home. Click AFDC Linkage Home tab to populate data.

Determination Locked On: Date that the Determination was Locked.

Title IV-E Options: This option displayed the same menu as the right click menu. Select one of the following;

• Create Redetermination
• Create Revision
• Delete Determination
• Gather Persons
• Refresh Placement Events
• Invalidate Later Determination(s)
• Invalidate All Determination(s)

1. The results grid is sortable and the column headings are movable. Just click on the heading, drag and place it where you want it to be.

2. Notice the arrow to the right of the heading titles. The arrow indicates the ascending or descending order, click to change the order. Down pointing arrow indicates A-Z alphabetical order, up pointing arrow indicates Z-A alphabetical order.

Note: The column heading must stay within the column heading area, you will see this symbol warning you that you can not move into any other location on the grid.

3. When you are in the appropriate area to move the column heading you will see two green arrows, indicating the new placement. (See below graphic, in this example, the Absence is being moved over two columns to the left).

4. By dragging a column heading to this location, you can group by that column. This allows you to only preview the information from the column headings you've selected in a drill down method. In the example below, the first drill down column heading is Assessment Type, then Assessment ID, then Approved status then Overall Risk level. The grid can be adjusted to sort in ascending or descending order and grouped by headings you choose to list first, second, third, etc.

Grid column headings, these fields displayed are read-only.

1. Document Date: The hearing, file or signature date of the Legal Document.

2. Date Type: Displays one of the following:

• Hearing: Date of the hearing.
• File: The date filed with the court
• Signature: The date of the judge's signature on the court order or the custodian's signature on the VPA.
• Other: When court action is initiated without court order.

3. Determination Type: Determines whether the placement is court ordered or a voluntary placement (VPA).

Note: When you select a Determination month, the Related Persons, Deprivation, Redeterm Need, Financial Need, Facility and Result Page tab data will reflect data for the determination date selected. If you select another date, the data on those tabs list above will change. However the information on the Legal tab will not change based on the determination date selected. The information on the Legal tab is locked 7 days after create date. See: Locking Rules for more information.

Link to the Calculating 60-day RE & 180th Day of VPA Placement document.

4. Judicial Findings: Displays one of the following when initiation of court action is the Determination Type:

• Reasonable Effort to Finalize a Permanency Plan (Legal language found in a court order stating that DCFS has made reasonable efforts to finalize the child's Permanency Plan.)
• Reasonable Efforts to Prevent Removal from Home The judicial determination which must be made no later than 60 days from the date of the child's removal from home that reasonable efforts to prevent removal were made (or were not required).

5. CTW Type:

• CTW - First Order (This is used with a court ordered placement)
• CTW - Best Interest of Child Within 180 days (This is used with a VPA).
• CTW - Not in First Order (Used with court order placement)

6. Document Type:

These drop down choices are dependent on which Determination Type you have selected on the Legal Document.

If you select INIT. OF CT ACTN RSLT RMVL, your choices are:

• Court Order See also the CA Glossary for Court Order
• First Removal Order
• INIT. OF CT ACTN RSLT RMV

If you select VPA, your choices are:

• Court Order See also the CA Glossary for Court Order (Court order with CTW language within 180 days.)
• VPA with DCFS (This is automatically selected by default)

7. Is Record Active:

If the TIVET is using this legal record to determine eligibility or reimbursability, it will be displayed as "Yes". If the TIVET is Not using this legal record to determine eligibility or reimbursability, it will be displayed as "No".

8. SCOMIS Number: If there is a SCOMIS number available in CAMIS, it will be displayed. The SCOMIS number is a legal document number assigned by the court.

9. Comments: This will display any Comments added regarding the Legal Document.

Buttons on the bottom screen, below boilerplate and grid area.

1. Add Legal Document Button.

A. Click Add Legal Document button to add a new Legal document?

i. View Custody, click to display a calendar of custody events for the month selected.

i. Determination Type, click drop down arrow, select one of the following:

• INIT. OF CT ACTN RSLT RMVL or
• VPA (Voluntary Placement Agreement)

ii. Judicial Findings, click drop down arrow, select one of the following:

* Available only with INIT. OF CT ACTN RSLT RMVL Determination Type

• Reasonable Efforst to Finalize Permanency Plan
• Reasonable Efforst to Prevent Placement

iii. CTW Language, click drop down arrow, select one of the following:

• CTW - First Order (Available only with INIT. OF CT ACTN RSLT RMVL Determination Type)
• CTW - Not in First Order (Available only with INIT. OF CT ACTN RSLT RMVL Determination Type)
• CTW - Best Interest of Child Within 180 days (Available only with INIT. OF CT ACTN RSLT RMVL Determination Type)

iv. Legal Document. (These drop down choices are dependent on which Determination Type you have selected.)

a. Type, click the drop down arrow, select one of the following:

• Court Order See also the CA Glossary for Court Order
• VPA with DCFS
• First Removal Order
• INIT. OF CT ACTN RSLT RMVL

b. Date, click the drop down arrow, select a date using the calendar or type the date.

c. Date Type, click the drop down arrow, select one of the following:

• Hearing: Date of the hearing.
• File: The date filed with the court
• Signature: The date of the judge's signature on the court order or the custodian's signature on the VPA.
• Other: When court action is initiated without court order.

v. Is Record Active? The Legal Document data is locked independently after 7 days. This is not dependent on the locking of the monthly determination.

• If you wish to make changes to the Legal Document before 7 days you can open and edit the Legal Document.
• After 7 days, the only way to make changes to Legal Document is to open Legal Document, and uncheck the Is Record Active field.
  • Then click Save.
  Link to how do I revise a legal document that is locked.

vi. SCOMIS Number Type a SCOMIS number if available and known.

vii. Send RE to Prevent Email. This will initiate an email reminder to the Social Worker that they need to obtain an order with the Reasonable Efforts to Prevent language. Click here to view email sample.

viii. Comments: Type comments pertaining to legal documentation.

2. Edit Legal Document Button. Click this to edit an existing Legal Document displayed in grid above Edit Legal Document button.

3. Send RE to Prevent Email Button: This will initiate an email reminder to the Social Worker that they need to obtain an order with the Reasonable Efforts to Prevent language. Click here to view email sample.

 

Summary of AFDC Linkage Home Wizard Steps (Text only)

1. Click Wizard, select a Removal Type: Identifies from whom the child was removed.

A. Select one of the following, Removal Types. Click on the movie icons to see a movie of Wizard steps or the Wizard (1-4). GIF links below to see a graphic of the wizard screen flow diagram.

Movie Instructions Click the movie icon next to the Type of Removal Wizard screen above to view movie clip of the wizard screens in action. a. You will see a Microsoft Office message regarding viruses. This is a trustworthy link, click OK. b. Once the movie has played, use the rewind, back, play, pause, forward, and end buttons on the very bottom of the movie screen. Hover your mouse over each toolbar in graphic below to see which icon does what. c. Quick Tip: Click End on movie toolbar or Esc on your keyboard to close.

• Physical removal from parent(s) or Wizard1.gif
• Physical removal from NON-PARENTAL relative of specified degree (RSD) including (LGRSD) or Wizard2.gif
• Physical removal from non-relative or institution or Wizard3.gif
• No Physical Removal or Wizard4.gif

2. If you have selected Physical removal from parent(s) for the Removal type, click Next.

A. The next wizard screen is Removal Date.

B. Type the date (see date formats below) physically removed from parent(s) or click the drop down arrow to access the calendar and select a date, click Next. You do not have to type the ( / ) slashes in between the date numbers.

Date Formats. You can also type the following formats to get the same date.

Dec 31, 2003
December 31, 03
12/31/03

Note: When you select a Determination month, the Related Persons, Deprivation, Redeterm Need, Financial Need, Facility and Result Page tab data will reflect data for the determination date selected. If you select another date, the data on those tabs list above will change. However the information on the Legal tab will not change based on the determination date selected. The information on the Legal tab is locked 7 days after create date. See: Locking Rules for more information.

C. The next wizard screen will be With RSD 6 Months. "Even if child lived with and was physically removed from parent(s), did child live with any RSD or LGRSD at any time within 6 months of the month in which the VPA was signed or initiation of court action resulting in removal occurred?" Click Yes or No.

i. If you select Yes, the following text will be displayed:

"Even if child last lived with and was physically removed from parent(s), did child live with any RSD or LGRSD at any time within 6 months of the month in which the VPA was signed or initiation of court action resulting in removal occurred?

Determine AFDC eligibility based on the home of the RSD or LGRSD. For the initial determination, since the RSD/LGRSD is not financially responsible for the child, count only the income and resources of the child and his/her bio/half/adoptive siblings, if any, who reside in the same home in the eligibility month and who do not receive SSI.

(NOTE: The distinction between LGRSD and RSD exists because if a child returned to the home of the LGRSD from whom s/he was removed, for IV-E purposes the placement episode would end. However, in the case of the RSD, a return to the RSD would only be considered a relative placement event and would not end the episode. If the LGRSD's guardianship is vacated, however, and the child is subsequently returned to the former legal guardian RSD, then this would now also be considered a relative placement event and would not end the placement episode.)".

ii. Click Finish.

iii. If you select No, the following text will be displayed,

"Even if child last lived with and was physically removed from parent(s), did child live with any RSD or LGRSD at any time within 6 months of the month in which the VPA was signed or initiation of court action resulting in removal occurred?

Determine AFDC eligibility based on the home of the parent(s)."

iv. Click Finish.

3. If you have selected Physical removal from NON-PARENTAL relative of specified degree (RSD) including (LGRSD) for the Removal type, click Next.

A. The next wizard screen is Removal Date.

B. Type the date physically removed from RSD or LGRSD or click the drop down arrow to access the calendar and select a date, click Finish.

4. If you have selected Physical removal from non-relative or institution for the Removal type, click Next.

A. The next wizard screen will be Removal Date.

i. Type the date physically removed from non-relative or placed from institution or click the drop down arrow to access the calendar and select a date, click Next.

B. The next wizard screen will be With RSD 6 Months.

i. The next wizard screen will be With RSD 6 Months. "Even if child lived with and was physically removed from parent(s), did child live with any RSD or LGRSD at any time within 6 months of the month in which the VPA was signed or initiation of court action resulting in removal occurred?" Click Yes or No.

ii. If you select No, click Next.

a). The next wizard screen will be Child with Parent. "Did the child reside with a parent within the same 6-month time period?"

b). If you select Yes, "Determine AFDC eligibility based on the home of the parent(s) will be displayed. Click Finish.

c). If you select No, "Child is not IV-E eligible for the duration of the placement episode as s/he was not removed from the home of a relative or specified degree." will be displayed. Click Finish.

iii. If you select Yes, click Finish.

5. If you have selected No Physical Removal for the Removal type, click Next.

A. The next wizard screen will be Child Still Residing. "Does the child continue to reside with parent or LGRSD?"

i. Click Yes, "There is no removal. Child is not IV-E eligible for duration of time the child remains with parent or LGRSD." will be displayed. Click Finish.

ii. Click No, " Child is residing with RSD or someone other than parent or LGRSD. Child was constructively removed (legal custody removed from parent or LGRSD)." Click Next.

B. The next wizard screen will be Child with RSD at CR. "Was the child living with RSD at time of CR and continues in placement in same RSD home?"

i. Click Yes, These following paragraphs will be displayed.

"The out-of-home placement event with the RSD begins with the date of the CR (legal removal from the parent/LGRSD). This means that if the child moves from the RSD to another placement, then back to the RSD, this would not be considered a return home. Subsequent replacement with the RSD would just be another placement event.

Determine AFDC eligibility based on the home of the RSD or LGRSD. For the initial determination, since the RSD/LGRSD is not financially responsible for the child, count only the income and resources of the child and his/her bio/half/adoptive siblings, if any, who reside in the same home in the eligibility month and who do not receive SSI.

(NOTE: The distinction between LGRSD and RSD exists because if a child returned to the home of the LGRSD from whom s/he was removed, for IV-E purposes the placement episode would end. However, in the case of the RSD, a return to the RSD would only be considered a relative placement event and would not end the episode. If the LGRSD's guardianship is vacated, however, and the child is subsequently returned to the former legal guardian RSD, then this would now also be considered a relative placement event and would not end the placement episode.") Click Finish.

ii. Click No, "Child was living with a non-relative at the time of CR and remains in placement with the non-relative." Click Next.

C. The next wizard screen will be With RSD 6 Months. "Did the child live with any RSD or LGRSD at any time within 6 months of the month in which the VPA was signed or initiation of court action resulting in removal occurred?" Click Yes or No.

i. If you select No, click Next.

a). The next wizard screen will be Child with Parent. "Did the child reside with a parent within the same 6-month time period?"

b). If you select Yes, "Determine AFDC eligibility based on the home of the parent(s)" will be displayed. Click Finish.

c). If you select No, "Child is not IV-E eligible for the duration of the placement episode as s/he was not removed from the home of a relative or specified degree." will be displayed. Click Finish.

ii. If you select Yes, click Finish.

6. Removal Type, Removal Date, Eligible, AFDC Linkage fields are read only fields. They are based on what is selected on the Wizard screens listed above.

7. The text that is displayed below is a summary of the AFDC Linkage Home results.

AFDC Linkage Home tab after the Wizard has been run.

Notice the Wizard button is now ghosted.

The following text is now displayed.

Determine AFDC eligibility based on the home of the RSD or LGRSD. For the initial determination, since the RSD/LGRSD is not financially responsible for the child, count only the income and resources of the child and his/her bio/half/adoptive siblings, if any, who reside in the same home in the eligibility month and who do not receive SSI.

(Note: The distinction between LGRSD and RSD exists because if a child returned to the home of the LGRSD from whom s/he was removed, for IV-E purposes the placement episode would end. However, in case of the RSD, a return to the RSD would only be considered a relative placement event and would not end the episode. If the LGRSD's guardianship is vacated, however, and the child is subsequently returned to the former legal guardian RSD, then this would now also be considered a relative placement event and would not end the placement episode.)

 

Click Gather Persons to display Family Members. If you do not have Gather Persons available, check the Result Page tab to make sure the Title IV-E Complete is unchecked.

From this list displayed in the grid, select the Person(s) you would like to edit by highlighting the row(s) in the grid. Double-click or click the Edit Person button. Click here to to read about adjusting your grid area.

Person ID: CAMIS Person ID.

Admined?: If Admin has a checkmark, the Person is Admined. If you have been given access to the file by the Admin File owner, you can open the record.

Link to Marked Admin Error Messages in Search screens.

Alias: If Alias has a checkmark, you will need to go into the Person module to find any aliases. Check here to read the Person module section regarding alias information.

Person Name: CAMIS Person Name.

SSN: This data currently comes from CAMIS, in the future will come from CAMIS, ACES and SEMS interfaced database.

DOB: This data currently comes from CAMIS, in the future will come from CAMIS, ACES and SEMS interfaced database.

Gender: This data currently comes from CAMIS, in the future will come from CAMIS, ACES and SEMS interfaced database.

Info Source: The database source will be indicated with a code.

Open Person button. Click Edit Person to edit Person Demographics, or you can double click on Person Name.

Gather Persons

Note: Gather Persons will bring up every case the child is on and/or all persons related to child except these relations excluded in Title IV-E:

P - Residential Facility Provider/Staff
T - Child Care Provider
Y - Friend/Neighbor
Z - Babysitter

1. If Gather Persons is not available when you right click, you must uncheck Title IV-E Complete on the Result Page tab. Then go back to Interface Family Members tab and right click and select Gather Persons.

2. Once you have Gathered Persons, select a Person Name and click the Open Person button.

3. Gather Persons button is only available one time while the determination is open. If you wish to Gather Persons again you will have to close the determination and reopen the determination.

4. If the Related Person does not exist in CAMIS GUI, you must search for a person record in Classic CAMIS.

• If the person exists, you can relate that person to the Case ID by going into CASERELS.
• If the person does not exist in Classic CAMIS, Classic CAMIS will create a person record. Then relate that new person record to Case ID by going into CASERELS.

Click here to read instructions on CASERELS in Classic CAMIS.

CASE ID HAS BEEN ADMINED

1. If any of the Cases in which the child is in the CASERELS has been Admined, you will receive the following Information Message.

2. You will need to contact your automation trainer or security administrator to be given access to that file.

PERSON ID HAS BEEN ADMINED

1. If the Person ID has been Admined?

2. When you click Gather Persons, "ADMIN ID: e.g. 1170 " will be displayed in the Case ID and Child Name.

3. After you Gather Persons, highlight the Person record. Click Open Person, if the Case has been marked Admin in Classic CAMIS and you have not been given access to the file, this message will be displayed.

4. When you click Gather Persons, the Admin column for that Person ID will be checked.

5. Click OK to continue.

6. You will need to contact your automation trainer or security administrator.

For each Person Demographic tab listed, select an existing value (drop down arrow to select) or enter your own. If information is provided in the database, it will be displayed.

First Name: First Name of the related person

MI: Middle Initial of the related person.

Last Name: Last Name of the related person

SSN: This data currently comes from CAMIS, in the future will come from CAMIS, ACES and SEMS interfaced database. Type the SSN if available and known but not in the CAMIS system.

DOB: This data currently comes from CAMIS, in the future will come from CAMIS, ACES and SEMS interfaced database. Type the Data of Birth.

DOD: This data currently comes from CAMIS, in the future will come from CAMIS, ACES and SEMS interfaced database. Type the Date of Death.

Gender: This data currently comes from CAMIS, in the future will come from CAMIS, ACES and SEMS interfaced database. Select one of the following:

• Male
• Female
• Unknown

Relationship: See Manual F 20.50 Categorical Requirements - Relationship. (The IV-E child will default to Reference person, you will be required to select Relationships for all other related persons.) Select one of the following relationships:

• Alleged birth father
• Babysitter
• Child Birth/Adoptive
• Child Care Provider
• Foster Child
• Foster Parent
• Foster Sibling
• Friend/Neighbor
• Legal Father (Bio/Adopt/Step)
• Grandparent
• Other Child
• Other Relative
• Parent Birth/Adoptive
• Parent's Partner
• Reference Person
• Residential; Facl. Prov./Staff
• Sibling Birth/Adoptive
• Spouse
• Step Child
• Step Parent
• Step Sibling

Citizenship: Citizenship is required for the IV-E child, you must answer in order to continue with Demographic screens. Select one of the following: See WAC 388-424-0005 and EAZ Manual regarding Citizenship.

• U.S. Citizen
• Qualified Alien: Enter qualified date
• Unqualified Citizenship Status
• Unknown

Qualified Alien Date: Click the drop down arrow, select a date or type a date when IV-E child citizenship is qualified alien. Required when Qualified Alien is selected.

Birthplace: Type the birthplace of the IV-E child.

Native American Indicator: Check if applicable.

Incapacitated: Check if applicable.

Include in Deprivation: Check if applicable.

Include in Need Calculation: Check if applicable.

Initially in AFDC Linkage Home: Check if applicable.

Absent: Check if applicable.

Primary Wage Earner: Check if applicable.

Full Time Student: Check if applicable.

Parental Rights Terminated: Check if applicable.

Employed: Check if applicable.

SEMS: Click the Logo to link directly to the SEMS Lite system. You must have a Logon ID/User ID and password to access this system.

ACES: Click the Logo to link directly to the ACES Online system. You must have a Logon ID/User ID and password to access this system.

Qualified Alien: This will link you from the CAMIS GUI application to the Title IV-E Online Manual Glossary.

For each (optional) Person Demographic tab listed, select an existing value (drop down arrow to select) or enter your own. If information is provided in the database, it will be displayed.

Name: Last Name, and First Name of related person.

Address: Street address of related person.

Address 2: Second line of address of related person.

City: City of address for related person.

State: State of address for related person.

Zip: Zip code of address for related person.

Home Phone: Home phone number of related person.

Work Phone: Work phone number of related person.

1. Click Add to add a new Income record.

A. Income Types: Click once in this field and click drop down arrow, select one of the following:

• Earned Income
• Unearned Income
  • DI - Deemed Income
  • DIM - Deemed Income of Minor
  • DIMP - Deemed Income of Minor Parent
  • L&I
  • Other
  • SSA
  • SSI
  • VC
  • VA
• Grant Amount
• In Kind

B. Amount: Click your cursor in the field and type a monthly dollar amount.

C. Hours/Month: Click your cursor in the field and type hours per month.

D. Last Employer: Click your cursor in the field and type the last employer.

E. Include in Need Calculation: Check this if you want to include this type of income in the Need Calculation.

1. Click Add Resource.

2. Resource Type: Click your cursor in field, click drop down arrow, select one of the following:

• Car
• SSA
• Doc
• Unemployment Comp. (In WA)
• Unemployment Comp. (Not In WA)
• Military Retirement
• VA Benefit
• Alaska Dividend Fund
• Professional License
• Other
• Real Estate
• Boat
• Plane
• Trust Fund
• Production
• Credit Association
• L&I
• Self- Insured

3. Value: Click your cursor in field and type value. You do not need to type the money symbol ($).

4. Include in Need Calculation: Check this if you want to include this type of income in the Need Calculation.

5. Click Kelly BB, (Kelly Blue Book) this will allow you to look up the estimated value of a new or used vehicle.

1. Type comments regarding why you made your Person Demographics selections. This is helpful during an audit to help determine why a decision was reached and based on what information was selected.

This information does not write to an SER.

This information is discoverable.

1. Use this to review Persons selected (in Persons Demographic screens) to be Included in Deprivation, Included in Need, Included in AFDC Linkage Home Home and as Primary Wage Earner.

AFDC Linkage Home Help Link - This is linked to the Title IV-E Desk Guide.

Click here to to read about adjusting your grid area.

2. Click once to highlight a Person ID or Name in the grid, click Open Person to edit the Person Demographics information.

3. Related Person Comments. Type comments directly into this grid. These comments will go into the SER and these comments are discoverable.

1. Deprivation tab column headings

This is displaying data selected in the Person Demographics.

• Person ID - This comes from the Person module in CAMIS.
• Person Name - This comes from the Person module in CAMIS.
• Relationship
• Absence
• Deceased
• Disabled
• PWE

2. Deprivation Reasons:

• Absence: One or both parents are out of the home and the nature of the absence is such that it interrupts or terminates the parent's functioning as a provider of maintenance AND physical care.
  
• Deceased: If either parent of the child is deceased, the child is considered deprived of parental support due to death. However, if the child was removed from the home of a surviving parent and that parent has remarried, consider the home a two-parent household if the spouse is residing in the home.
  
• Incapacity: Incapacity is the mental or physical incapacity of either or both parents.
  
• Unemployment/Underemployment: Deprivation exists in a two-parent household if the person designated as the principal wage earner is employed fewer than 100 hours a month.
  
• Permanent Deprivation: If deprivation existed at any one point in the month of TPR--regardless of whether the deprivation existed before or after TPR--then it applies to the whole month in which TPR occurred. Furthermore, the TPR would, from that point and throughout this course of foster care, become the reason for continuing eligibility in terms of the deprivation factor.

Click to read ADDITIONAL INFORMATION RE: PERMANENT DEPRIVATION

3. See Manual F AFDC Policy on Deprivation.

4. Deprivation Comments. Type comments directly into this grid.

This screen is only available in a Redetermination, the first time you click Redeterm Need tab, the amount in the IVE Claimable Payment is copied to User Entered Maintenance Amount for Need Calc: field.

1. IV-E Claimable Payment (Calculated) - Total amount of IV-E payments for the period.

2. User Entered Maintenance Amount for Need Calc (User adjusted) - User can adjust payments in this field.

3. Grid column headings

• IV-E Claimable Pmnt: Check if Title IV-E Eligible Service Code and Reason Code.
• Service Start Date: Begin date of the service.
• Service End Date: End date of the service.
• Service Code: Click here to link to SSPS Manual - SSPS Service Codes
• Service Reason Code: SSPS Reason Code
• Payment Type: SSPS Payment Type
• Paid Amount: Amount paid for the service provided for the child.
• Payment Auth ID: ID for payment authorization (AUTH screen in Classic).

4. When you have finished updating Redetermination, click Save.

This information comes from the Person Demographics (Income & Resources tabs) information already selected. This information is ready only.

The bottom grid section (see Countable gross monthly earned income in the eligibility month) in the graphic above will add up the total income and resources for the individuals listed above.

If the child's countable income exceeds the maintenance payment, the child is not reimbursable for IV-E.

Click on this link to view the DSHS Form with 1996 AFDC Need Standard DSHS 14-293.

See Manual F for AFDC Policy on Income and Resources.

Click here to to read about adjusting your grid area.

Facility Tab Fields

Reimbursable?: System determines whether facility is reimbursable based on Full License, For Profit, and Citizenship when applicable.

Event Start Date: Placement Event Start Date.

Event End Date: Placement End Start Date.

Placement Type: CAMIS Placement Type Codes. Valid Title IV-E Placement Type Codes are highlighted in light blue.

CH = Child's Own Home	CS = Secured Crisis Residential Center
FH = Foster Home	RP = Relative Placement
RH = Receiving Home	DC = Detention Center
GH = Group Home	Cr = Crisis Residential Center
BA = Birth/Adoptive	OT = Other
CO = Court Ordered	BN = Birth/Adoptive Non-Custodial
RE = Respite	FR = FH/Relative of Specified Degree
RA = Region Assessment Center	FN = FH/Relative of Non-Specified Degree
JR = Juvenile Rehab	HO = Hospital
AD = Adoptive Home	OR = On the Run
CF = Family Crisis Residential Center	SI = Supervised Independent
CG = Group Crisis Residential Center

Temp: Indicates Placement Event is considered temporary.

Business ID: CAMIS Business ID found on the Placement Event.

Business Name: CAMIS Business Name or License Name associated with the Business ID found on the Placement Event.

State: State of the business address.

For Profit?: Indicates Facility is For Profit or Not For Profit.

Citizenship?: Indicates whether primary or secondary caregiver for the facility are U.S. citizens or qualified aliens (only applicable when the child has been a qualified alien for less than 5 years).

Fully License: Indicates the facility is fully licensed.

Citizenship View/Update -(Only available when child citizen is Qualified Alien for less than 5 years. Used to change caregiver citizenship). Right click in the selected Tab's (e.g. Facility) column headings, e.g. Reimbursable?, Event Start Date, Event End Date, etc. Select Citizenship View/Update.

Person in Facility screen is the first screen in Citizenship View/Update.

Person in Facility Boilerplate

Bus ID: Business ID tied to the facility.

Bus Name: Business Name for the facility.

Update: Click Update, after you have made a change to the Citizenship?, to close window and update facility record.

Cancel: Click Cancel to close window and not save any changes.

Person in Facility Grid column headings

Citizenship? Click drop down arrow to change to "No". The default is "Yes".

CAMIS Person ID

Person Name

Facility Start Date

Facility End Date: This field is not required, but if the information is available, please type the Facility End Date.

License screen is the only screen in License View/Update.

Right click in the grid, select License View/Update.

License Boilerplate (This information is read-only unless the facility is out of Washington state.)

Bus ID: Business ID tied to the facility.

Bus Name: Business Name for the facility.

Checking Period: The current month for the Determination Period.

Address

Street: Type street address if blank or incorrect.

City Name: Type city name if blank or incorrect.

State: Type state if blank or incorrect.

Zip: Type zip code if blank or incorrect.

License grid column headings (These information is read-only unless the facility is out of Washington state.)

License ID: Washington state Business ID tied to the facility.

License Name: Business Name for the facility.

License Types: Valid License types for Title IV-E are highlighted in light blue.

CP - Child Placing Agency	JD - Juvenile Detention Center
CR - Crisis Residential Center	MC - Mini Center
DC - Day Care Center	MH - Maternity Home
DT - Day Treatment	MS - Maternity Services
ER - Emergency Respite Center	OS - Overnight Shelter
FA - Family Child Care Home	PA - Private Agency Foster Home
FC - Family CRC	RC - Regional CRC
FH - Foster Home	RH - Receiving Home
GH - Group Home	SH - Staffed Residential Home
GR - Group Receiving Home	SM - Special Model Programs
HC - Handicapped Children Facility	SR - Specialized Receiving Home

License Start Date: Begin date of the license. (Out of state user must fill in Start and End Date. If no End Date is known, use 3 years from Start Date.)

License End Date: If no End date is displayed, Bus ID is considered Fully Licensed. (Out of state user must fill in Start and End Date. If no End Date is known, use 3 years from Start Date.)

Click Save all information has been entered or updated.

Click Cancel to disregard all data entered or updated.

Toolbar: On the graphic below, move your cursor over each icon displayed in the toolbar. In the graphic below, hover your cursor over each icon and wait for 1 second to read pop-up descriptive text.

Only buttons applicable to the grid will be available.

If you click on the Result Page tab before you have entered the required information to determine eligibility on previous tabs or Custody data is an ineligible type, this error message will be displayed.

Result Page Boilerplate

Deprivation Reasons: This will display one of the following:

• Absence: Absence of one or more parents/stepparent
• Incapacity: Incapacity of one parent in a two parent household.
• Under/Unemployment: Less than 100 hours of the PWE of a two parent household.
• Death: Death of a parent.

SSI Code: Select one of the following either Approved or Pending based on the SSI Status Code.

Calc with SSI Code: Click to populate Automated Result grid with SSI Code.

Copy Automated Result: If you have added or removed a Final Result, click Copy Automated Result to update the grid to reflect the change.

Title IV-E Complete: Check this is the IV-E is completed for that period.

Supervisor Approval of Override Result: The supervisor will check if they approve of the override result.

Result Page Grid

System Calculated Result :

Begin Date: The result code is applicable during the redetermination month.

End Date: The last date result code is applicable.

SOF Code (Source of Funds) See list below.

Result Code: See list below.

Final Result: Initially will be the same as the System Automated Calculated Result until the user makes a change.

Begin Date: The result code is applicable during the redetermination month.

End Date: The last date result code is applicable.

SOF Codes

• 2 = Eligible and Reimbursable; Placed on Court order
• 4 = Eligible and Reimbursable; Placed on a VPA
• Q = Eligible but not Reimbursable; SSI benefits
• 5 = State funds only

Result Codes

• N0 = Not Eligible (CTW 180 days * )
• NT = Not Eligible (Custody with DCFS or agreed Tribes)
• NT = Not Eligible (US citizen or qualified alien)
• NT = Not Eligible (Removal from eligible home)
• NT = Not Eligible (CTW in the first order)
• NT = Not Eligible (Deprivation)
• NT = Not Eligible (Gross Income and 185% Need)
• NT = Not Eligible (Countable Income and 100% Need)
• NT = Not Eligible (Resource and $10,000.00)
• NT = Not Eligible (RE to prevent within 60 days)
• NT = Not Eligible (CTW 180 days)
• CC = Case Closed (Return home)
• CC = Case Closed (Legal guardianship)
• CC = Case Closed (Over 18 and full-time student)
• CC = Case Closed (Short term placement)
• CC = Case Closed (Other - Comment)
• CC = Case Closed (Adoption)
• CC = Case Closed (Deceased)
• CC = Case Closed (Emancipation)
• IN = ** Invalid Placement Event (a gap exists between Placement Events)
• E1 = Eligible/not Reimbursable (Relative Placement)
• E2 = Eligible/not Reimbursable (Private Agency Custody)
• E3 = Eligible/not Reimbursable (Facility reason)
• E4 = Eligible/SSI Pending
• E5 = Eligible/SSI Approved
• E6 = Eligible/not Reimbursable (Tribal Custody)
• E7 = Eligible/not Reimbursable (Deprivation)
• E7 = Eligible/not Reimbursable (Income and FC Maint Amount)
• E7 = Eligible/not Reimbursable (Resource and $10,000.00)
• E7 = Eligible/not Reimbursable (Other reason)
• PP = Eligible/not Reimbursable (No RE to Finalize plan)
• R1 = Eligible/Reimbursable (Court Placement)
• R2 = Eligible/Reimbursable (Court Placement, Native American)
• R3 = Eligible/Reimbursable (VPA placement)
• R4 = Eligible/Reimbursable (VPA placement, Native American)
• R5 = Eligible/Reimbursable (VPA placement, CTW from Court)
• R6 = Eligible/Reimbursable (VPA placement, CTW from Court, Native American)

* "If more than 180 days have elapsed since the date of the child's placement in Foster Care, there must be a judicial determination to the effect that this placement is in the best interest of the child. If more than 180 days have elapsed and there has been no such determination, the child's eligibility for FFP ceases on the 181st day."

** If IN is the Result Code, you will need to go and correct the Placement Event Information or override the Result to Save the determination.

Result Grid toolbar: Move your cursor over each icon displayed in the toolbar below. Be sure not to click on the icons, just hover your cursor over each one and wait for 1 second to read pop-up descriptive text.

Only buttons applicable to the grid will be available.

Add Comments or Override Text:

1. Click Add Comments or Override Text or (Alt + O) to add new comments.

2. Type the text or paste into New Text area. Click Spell check to check for spelling. When finished, click Save.

3. Click Cancel to not save new text entry.

4. The previous Text entries will be displayed in the Original Text area. They are record date, time, logged on user ID/user name and text entered. You will not be able to edit text once it is saved.

 

A Redetermination has the following conditions:

Must have

• When the most recent Determination has been completed, a redetermination can be created and
• The Final Result for the Determination is other than
  • NT
  • CC and (See Must not have below.

Must not have

• If the Placement is ended at the end of the month, and the Final Result is not NT or CC result codes, then you can not create a Redetermination.

Exception

• If the Final Result is E2 or E6, even if the placement episode is ended, you will be able to create a redetermination.

A. In the boilerplate, click Determination, select the most recent Determination date where the Determination has been completed.

B. Create Redetermination on any tab. Right click in the boilerplate, select Create Redetermination.

C. This will create a new Redetermination with all the same existing information for the child. Edit or update the information on all of the tabs. There is some information you will not be able to change, see the following list for editable and uneditable items:

• AFDC Linkage Home tab will be uneditable on a Redetermination. You can not make any changes on AFDC Linkage Home.
• Interface Family Members tab, right click and select Gather Persons.
  • If the person is listed in the grid.
    • Once the list is displayed in the grid, double click or click Open Person for the Person ID to be included in this assessment.
  • If the person is not displayed in the grid but does have a CAMIS Person ID.
    • Click Search, select Person. Type at least the Last Name, click Search. From the result grid displayed right click on the Person ID, select select Send CLIENT NAME (Person ID) to, then select IV-E Determination for CLIENT NAME (Person ID Placement ID) - Person.
    • This will bring that Person ID over into the Interface Family Member tab.
    • Once the list is displayed in the grid, double click or click Open Person for the Person ID to be included in this assessment. Continue with the appropriate updates.
• Related Persons tab [Edit Person - Person Demographics (Vital Statistics tab)], only the Include in AFDC Linkage Home and Include in Need Calc checkbox are uneditable.
• Redeterm Need tab will display maintenance payment for child. Review and verify SSPS payments.
• Financial Need tab, only the child is used to determine Financial Need in a Redetermination.

 

The Print button is only available once you have Saved the determination. If Save and Cancel buttons are ghosted, you will be able to Print.

1. Click the Print icon , select Print Title IV-E Summary Report.

2. Click the drop down arrow and select a From Month for the IV-E Report Period.

3. Click the drop down arrow and select a To Month for the IV-E Report Period.

4. You will briefly see this message temporarily displayed "Generating Requested Document".

5. The print dialog box will be displayed. Click OK to print 1 copy of all summary report pages.

 

SAVE Title IV-E Summary Report

* Use this method to save the summary report first (this gives you the opportunity to save it with a custom name) then send an email as an attachment.

1. Click the Print button, select Preview Title IV-E Summary Report.

2. Select the IV-E Report Period From Month and To Month date.

3. Click OK.

4. Adobe Reader will open up to display the Title IV-E Summary Report in a .pdf format.

5. Click File, select Save a Copy.

6. When the Adobe Reader message this displayed, "This document does not allow you to save any changes you have made to it unless you are using Adobe Acrobat 6.0 Standard or Adobe Acrobat 6.0 Professional. You will only be saving a copy of the original document. Do you wish to continue?"

A. Check Do not show this message again. This Adobe Reader message will only be displayed once until this box is checked.

B. Click OK.

7. Type a new report name (more meaningful name). E.g. "Smith_Frank_IVERpt.pdf"

8. Select a location on your network drive.

8. Click Save.

9. Click the Title IV-E Report.pdf to view an example of the .pdf file.

 

SEND Title IV-E Summary Report in an E-mail.

* Use this method to send the summary report with the default name. This default name will be the same each time you send it from Adobe Reader.

1. Click the Print button, select Preview Title IV-E Summary Report.

2. Select the IV-E Report Period From Month and To Month date.

3. Click OK.

4. Adobe Reader will open up to display the Title IV-E Summary Report in a .pdf format.

5. Click File, select Email.

5. Type the name/300 id of the email recipient and complete email fields. Click Send.

 

Federal Funding Coordinator Approval of Overrides

1. Click Search on the GUI main menu, then select Title IVE Placement.
2. Enter the Child ID or Case ID that was sent in the Supervisor Approval email.
3. Right-click on the Episode ID column, select Send Placement XX to a new Title IVE.
4. The Placement will open to the most recent determination.
5. Select the month requiring Supervisor Approval in the Determination field on the boilerplate.
6. Click the Result Tab.
7. Review the result code(s).
8. Review user's comments for override reasons.
9. Review additional Determination information by clicking the other tabs, if desired.

10A. To approve overridden result codes:

A. Click the Supervisor Approval of Override Result checkbox.
B. Add a comment if desired by clicking Add Comment or Override Text button at the bottom left of window. The text window opens. Enter text and click Save (click Spell to check spelling in the lower left of window).
C. Click Save on the GUI main menu.
D. Close the IVE Determination by clicking the "X" in the upper right hand corner of the window.
E. An email is generated to notify user of approval.

10B. To disapprove overridden results:

A. Uncheck the Title IVE Complete checkbox.
B. Add a comment if desired by clicking Add Comment or Override Text button at the bottom left of window. The text window opens. Enter text and click Save (click Spell to check spelling in the lower left of window).
C. Click Save on the GUI main menu.
D. Close the IVE Determination by clicking the "X" in the upper right hand corner of the window.
E. An email is generated to notify user of disapproval.

 

If the record is locked, you can not Refresh Placement Events. If the determination is locked, you will have to create a revision in order to Refresh Placement Events.

 

Print Error Messages

These error messages may have lengthy instructions, you can print them two ways.

1. On your keyboard, hold down the Alt key, then press Print Screen key. Minimize CAMIS, open Word and paste into new document, then print. You do not have to save the pasted graphic or Word document. This method will print out a graphic of the error message.

2. When the error message is displayed, press the Ctrl and C keys together at same time. Minimize CAMIS, open Word and paste into new document, then print. You do not have to save the pasted text or Word document. This method will only print the text, it does not copy as a graphic.

Legal Data

Legal Data is entered by the user.

Because legal data is applicable throughout an IV-E Placement, each legal record locks within 7 days. In order to unlock locked legal records, (still locked but not active), the user must remove the checkmark on the Is Record Active ? box. The user will receive the following error message when legal data that was necessary to establish eligibility is inactivated and new data is entered that makes the child ineligible.

If the user changes the Legal Document Date for the Determination Type record to a month that is different from the entry being removed the user will receive the following error message:

The user must then invalidate or delete subsequent redeterminations.

AFDC Linkage Home Data

AFDC Linkage Home data is entered when the user runs the Wizard.

The AFDC Linkage Home Wizard can only be run in the Initial Determination (if migrated, the first determination on GUI). It is locked and ghosted for all redeterminations (later determinations). This is because the AFDC Linkage home is pertinent only to the child's eligibility and is not re-evaluated after eligibility is determined in the Initial Determination (if migrated, still need to have this information to result calculation). If the AFDC Linkage Home was input incorrectly and needs to be corrected to a home that is not eligible the user will receive the same error as above.

Custody Data

Custody data is read from Classic CAMIS. The user will have to wait until the 10th of the following month for the change to download to be available to the IVE Tool.

If the custody change makes the child ineligible the user will get the error message above.

Person Data

Person Data is entered by the user and used to determine deprivation, need and the result code.

Person data locks after 7 days from completion of the Initial Determination or a Redetermination (if the result is overridden, after supervisor's approval). After 7 days the user will have to revise the determination.

Facility Data

Facility data is downloaded from Classic CAMIS. The user will have to wait until the 10 the of the following month for the change to be available to the IVE Tool. Additionally, to update the Tool with new facility information, the user must right-click in the boilerplate and select Refresh Placement Events .

Facility data locks after 7 days from completion of the Initial Determination or a Redetermination (if the result is overridden, after supervisor's approval). After 7 days the user will have to revise the determination.

Result Data

The system automatically determines a result, however the user may override the result. Only result(s) on "Final Result" grid will be saved into database. The system calculated result(s) is a suggestion from the system to help users to decide the real final result for a determination month.

Result data locks after 7 days from completion of the Initial Determination or Redetermination (if the result is overridden, after supervisor's approval). After 7 days the user will have to revise the determination to override the result (change) in the original determination.

Revisions

When a locked determination needs to be changed the user can create a Revision.

To create a revision the user selects the desired determination, right-click on the boilerplate and select Create Revision. This saves the older determination as MM/YYYY - X (X being a letter, the first original that is revised has an A after the date, if a revision is revised the original become B and the first revision becomes A and so on). The newest determination becomes MM/YYYY. When a revision is first opened all data is copied from the determination being revised.

The user corrects the data as necessary and saves the Revision. The Revision can be changed for 7 days after its completion (if the result is overridden, after supervisor's approval). After 7 days the user must create another Revision.

Note: remember Revision is not applicable for legal or AFDC Linkage Home data.

A revised determination can be viewed by clicking in the Determination drop-down on the boilerplate and selecting the appropriate date and revision letter.

Invalidating Determinations

If a correction is made to data in the Initial Determination (if migrated, the first determination record in GUI) that changes the child's eligibility, the user will have to invalidate all locked subsequent determinations. The error message the user will see is:

To invalidate subsequent determinations, open the Initial Determination, right-click in the boilerplate and select Invalidate Later Determinations .

If an OPD end date is changed to an earlier date and redeterminations exist after that date, the system will automatically invalidate all later redeterminations and display the following error message:

(Only Automation Trainers have security to do the following:)

To remove all determinations for a placement and begin anew, go to the Initial Determination, right-click in the boilerplate and select Invalidate All Determinations . This should be used when a placement is deleted.

If a placement start date is changed the system automatically invalidates all determinations for the placement.

• The Determinations must not be completed. (If the Title IV-E is marked completed, uncheck and save as uncompleted.)
  • You can only delete for each month you have selected.
  • If the determination is most recent from the Determination month drop down list, it can be deleted.
  • However the exception is when a revision has been created. You can delete the revision, even if it is not the most recent determination month. The older determination as MM/YYYY - X (X being a letter in alphabetical order, the first original that is revised has an A after the date, if a revision is revised the original become B and the first revision becomes A and so on). The newest determination becomes MM/YYYY. When a revision is first opened all data is copied from the determination being revised. See Create Revision for more information.

    

  Note: You can delete a revision if it is not locked. Once you create a revision, the original determination is locked and can not be deleted for historical purposes.

Click the Determination drop down box, if the dates are listed can be listed with or without alpha characters.

Dates without letters

• If the date with just numbers, it is an original Title IV-E Determination.

Dates with letters

• If the date has letter "A" , the A is the original.

• The older determination as MM/YYYY - X (X being a letter in alphabetical order, the first original that is revised has an A after the date, if a revision is revised the original become B and the first revision becomes A and so on). The newest determination becomes MM/YYYY. When a revision is first opened all data is copied from the determination being revised.

1. Create revision is for each determination that is locked for that month.

2. Determination must have been completed 7 days ago.

3. You must select the Determination month you want to revise.

4. Right click in boilerplate, select Create Revision for earlier month.

5. For any revised information for a determination, the following applies:

If you change certain information that makes the child no longer eligible for Title IV-E you may get this error. Follow the instructions given in message.

6. You can not Save any changes regarding eligibility without any subsequent redetermination.

You will loose all of your determination data if you accidentally right click and select Invalidate All Determinations. The data invalidated will not be retrievable.

1. Select the first determination month, right click in boilerplate, select Invalidate All Determinations. This Confirm message will be displayed.

2. When this Confirm message is displayed, click Yes to continue to invalidate, click No to Cancel and keep determination data.

Invalidate Later Determinations

You will loose all of your determination data if you accidentally right click and select Invalidate Later Determinations. The data invalidated will not be retrievable.

This option is only available when there are at least two determinations. The most recent determination will not have this option available.

1. Select the latest date in a range, e.g. January to March, select March.

2. If you want to invalidate e.g. June through July, you must select May as the determination month so that you will see the Invalidate Later determination right click option.

3. Click Yes to continue to invalidate, click No to cancel.

4. Click Save to save your invalidated changes, click Cancel to disregard all of the Invalidate Later Determination process.

1. To view SERs based on the Person ID in the Title IV-E Placement, follow these steps:

A. Click Search, select Person, Search for Person by Person ID.
B. Right click and select Browse (Person Name and Person ID).
C. Select SER.

D. From the list of SERs, click on the SER ID that you wish to browse.
E. The SER Text will display the Determination date and who make the determination by Logon ID.

2. If you want make any changes in the SER and save your changes, you will have to add a Case ID. See SER module for relating Case.

Eligibility Forms available online (For the forms listed blow, click on one form, at the File Download prompt, click Open)

14-281 - Source of Funds Application for Child in Placement
14-293 - Title IV-E Initial Eligibility Determinations: Income Calculation Worksheet
14-297 - Title IV-E Initial Eligibility Determination
14-298 - Title IV-E Eligibility and Reimbursability Summary

A

Absent Parent
Automated Client Eligibility System (ACES)
Adoption and Safe Families Act (ASFA)
Adoption and Foster Care Analysis & Reporting System (AFCARS)
Adoption Incentive Payments
Adoption Order
Adoption Support
AFDC Eligibility Rules
AFDC Need Standard
Aid to Families with Dependent Children (AFDC)
Aggravated Circumstances
Assistance Unit

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B

Behavior Rehabilitation Services (BRS)
Bendex

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C

Case and Management Information System (CAMIS)
Case Plan
Child Care Institution
Child in Need of Services (CHINS)
Child in Need of Services (CHINS) Petition
Child in Need of Services (CHINS) Fact-finding and Disposition Order
Child Placing Agency (CPA)
Child Protective Services (CPS)
Child Welfare Services (CWS)
Children's Administration
Compelling Reason
Composite Record
Contrary to Welfare (CTW)
Consolidated Omnibus Reconciliation Act (COBRA)
Constructive Removal
Court Order - For 4E purposes the dates are looked at in a priority order with the first date used to be the hearing date if applicable.The second date to use would be the judge's or commissioner's signature date and the final date in the absence of the other is the "date filed". Unless an order is signed and contains a date filed stamp it cannot be considered the final official copy and may never had been formally adopted into court. See also CA Glossary for Court Order.
Court Order Date
Criminal History Check
Crisis Residential Centers (CRC's)

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D

DCFS
Dependency Court Proceedings
Dependency Disposition Order
Dependency Fact-finding
Dependency Guardianship
Dependency Order
Dependency Review Order
Dependency Petition
Deprivation
Detention
Determination Period
DOH

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E

Earned Income
Eligibility Month: The month in which the VPA received the final of two required signatures or the initiation of court action directly resulting in court ordered removal of the child occurred. See CA Glossary for general Eligibility Month.
See Placement Episode

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F

Family Reconciliation Services (FRS)
Federal Regions
Federal Need Standard/Federal Poverty Level (100% of)
Foster Care
Foster Care Maintenance Payments
Foster Family Care
Foster Family Home
FSS
Full License

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G

Gross Income Limit
Group Care
Guide

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H

Home Support Specialists
Household Composition

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I

Incapacity
Include in Deprivation
Include in Need
Include in Removal Home
Independent Living Services
Indian Child Welfare (ICW) Services
Initiation of Court Action or Adoption Proceedings
Intensive Family Preservation Services (IFPS)
Interim and Receiving Care Services
Interstate Compact on Placement of Children (ICPC)
Initial IV-E Eligibility Determination
INIT. OF CT ACTN RSLT RMVL: Initiation of Court Action Resulting in Removal
IV-B
IV-D
IV-E
IV-E Eligibility Redetermination
IV-E Removal Home

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L

Law Manager
Legal Guardian Relative of Specified Degree (LGRSD)

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M

Maintenance Payment for Foster Child
Medicaid
Medicaid Personal Care (MPC)

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O

Office of Foster Care Licensing (OFCL)
Order Appointing Guardian
Order Dismissing or Releasing Guardian
Original Placement Date (OPD) (Title IV-B)

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P

Parent
Passport Program
PE: Pending Result Code

Penetration Rate
Period: one month either Initial if the 1st month or Redetermination is any month after Initial.
Permanency Hearing
Petition
Pick-up Order
Primary Wage Earner (PWE)

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Q

Qualified Alien
Qualified Relative of Specified Degree (RSD)

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R

Random Moment Time Sample (RMTS)
Reason Codes
Reasonable Efforts (RE)
RE to Perm Plan
RE to Prevent
Redetermination
Reimbursability
Relative of Specified Degree
Removal Date
Removal Home
Resources
Return Home
RSD

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S

SDX
Secure Crisis

s Residential Centers (CRC's)
SEMS Lite
SER
Shelter Care Order
Social Service Payment System (SSPS)
Source of the Funds (SOF)
SSA (T2)
SSI Funds
State Automated Child Welfare Information System (SACWIS)
State On-line Query (SOLQ)
Support Enforcement Management System (SEMS)

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T

Targeted Case Management (TCM)
TAXIS
Temporary Absence
Temporary Assistance to Needy Families (TANF)
Termination of Parental Rights (TPR) Petition
Title IV-E Episode
Title IV-E Foster Care Maintenance Payments
Title IV-E of the Social Security Act
Title IV-E Tool (TIVET)
Trust Funds Unit

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V

Voluntary Placement Agreement (VPA)
Voluntary Service Contract

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