7.3.7 Administrative Activities

The Children’s Service Worker shall complete necessary administrative activities, as follows, per local office procedures:

  1. Set up or update case record
  2. Complete Emergency Assistance Form, EAS-1
  3. Apply for Social Security number
  4. Obtain copy of birth certificate
  5. Refer child to the Eligibility Specialist via the Title IV-E/FFP Referral, CS-IV-E/FFP-1 attaching court order, petition, birth certificate, revised financial statement, and revised health and developmental assessment forms. The Eligibility Specialist will be responsible for the following activities:
    1. Determine IV-E, FFP, and HDN eligibility
    2. Refer parent(s) to the Family Support Division – Child Support Enforcement (FSD-CSE). If a parent’s whereabouts are unknown, FSD-CSE will complete an absent parent search via the Federal Parent Locator Service (FPLS).
    3. Apply for or change payee for SSI, SSA, VA or other benefits
    4. Complete the Third Party Resource Form, TLP-1
    5. Monitor KIDS account and discuss with the Children’s Service Worker when the amount needs to be reduced and
    6. Notify Family Support Division of child’s placement, if applicable.
  6. Complete the case recording and documentation per policy.
  7. Complete the ongoing activities as needed:

    FACES Payment Request, Service Authorizations, Children’s Treatment Services (CTS) /Medicaid Referral Summary (CS-13), Alternative Care Client Information screen (SS-61), Family Centered Services Information screen (SS-63), and Vendor Licensure/Approval and Renewal screen as needed. As record is set up or as moves occur, utilize FACES Case Management Alternative Care Functions to obtain placement history, and insert in front of the record in place of the Placement Report for Child’s Record (CW-105).

    Complete the NCFAS G+R (intake fields) and attachments and update as necessary, Safety Assessment (CD-17), Safety Plan (CD-18) (if applicable), Termination of Services/Aftercare Plan (CD-14D), and NCFAS G+R (closure fields) for closings, Community Services Referral (CS-16c), Family Risk Re-Assessment (CS-16e), and Child/Family Health and Developmental Assessment form (CW-103), as needed or at time of each subsequent staffing. Give pertinent copies of information to appropriate team members.

  8. Refer all youth age 14 and older for Older Youth Program services by completing the Referral – Chafee Independence Services screen, the Adolescent FST Guide (CD-94), Individualized Action Plan Goals (CD-94), and a life skills assessment of the Children’s Service Worker’s choice to assist with youth engagement, assessment, and goal development. Update the CD-94 at least every six months, and as changes occur or at time of each subsequent staffing.  Give pertinent copies of information to appropriate team members.

    It is permissible to have a Family-Centered Services (FCS) case open on both custodial and non-custodial parents if they are not living in the same residence. In the event that both parents are receiving services, each parent should have a FCS case open in FACES. The children will be listed on both cases as case members, with the whereabouts noted as appropriate.

    Note: It may be confusing to develop a service plan for the family when there are two separate FCS cases open at the same time. A recommended way to resolve this is to have a joint Family Support Team (FST) meeting with all involved parties, including parents and all involved Division personnel, to ensure consensus regarding case goals.

    Related Subject:  Section 4 Chapter 9,  Permanent Outcomes for Children; Section 2 Chapter 9. 2  Safety Assessment; Section 2 Chapter 9.3 Safety Planning; Section 2 Chapter 9.4 Assessment of Risk and Section 4 Chapter 7.2 Family Support Team Meeting.

Chapter Memoranda History: (prior to 1/31/07)

Memoranda History: