M E M O R A N D U M

IM-80  4/24/01  CHILDREN SERVICES INQUIRY CLEARANCE


SUBJECT:
CHILDREN SERVICES INQUIRY CLEARANCE
 
DISCUSSION:
There is a growing need for Income Maintenance (IM) to access certain Children's Services (CS) screens.  This memorandum discusses CS screens that are now available to staff with Income Maintenance Level II, Level III, and Level IV security clearance.  The screens will be used for inquiry to determine if there is an open service case for families applying for and participating in Temporary Assistance programs.  Having this information will assist in future planning for families we serve and lessen the chance that plans developed in both program lines will not be in conflict.  These screens will enhance planning for:
  • Grandparents as Foster Parents,
  • Families Together,
  • Chafee Foster Care Independence Program (CFCIP),
  • Self-sufficiency pacts and case plans,
  • Sharing of resources, and
  • Sharing information from The Work Number.
SCREENS

Information obtained from these screens is to be used for work purposes ONLY.  It is a violation of DFS policy to use these screens to obtain information on ANY individual other than those needed to perform assigned DFS duties.  As with all computer clearances, it is prohibited to look up any screens for your personal use. 

To determine if a family has an active Children's Services case, use the following screens:

  • Social Services Common Client Participation Inquiry (SPAR)
  • Family Centered Services Case Inquiry Detail Screen (KCAS)
  • Family Centered Services DCN: Inquiry Detail Screen (KDCN)
  • Children's Services Client Case Inquiry (ZCAS) and
  • Social Services Worker Inquiry Screen (SWOR)
Attached are copies of the available inquiry screens taken from the Children's Services Systems Training Guide.

SPAR

SPAR is a transaction that can be used to search for programs the person may be associated with in the system.  You may enter the screen by keying in SPAR and the DCN.  This screen will display coding of A-Z plus the numbers 0-9 to look like:

"ABCDEFGHIJKLMNOPQUSTUVWXYZ0123456789".
NOTE:  Press the Help Key (PF1) to display a window explaining the codes.  (The letter "H" indicates Children Services.)

KDCN

KDCN can be used by entering the DCN of anyone on the CS case to learn if a CS case was opened.  Any DCN of a member of the household may be used to make inquiry in this screen.  The screen will display at the top of the screen, the name, birth date etc., of that person.  The display line of the case will indicate the "Case Name" for the head of the household.  KDCN must be used (with a DCN) to get case ID, which is used with KCAS.  It also displays the county where the case is located.  The following are codes and reasons for a case opening:

"A" - Child Abuse
"B" - Preventive Services Indicated (PSI)
"C" - Non-CA/N
"D" - Newborn Crisis Assessment
KCAS

This inquiry screen is used along with and after the KDCN screen, when you need to check if a family has ever had a CS case or if any member has been on a CS case.  Key in KCAS and the case ID (from KDCN).  When an "X" is entered in the left column of the screen next to the DCN: of the Case Name and the enter key is pressed, it will bring up a screen displaying if there has ever been another CS case.  CASE MGR ID and CASE MGR CNTY indicates the CS worker and county location in the upper right hand corner of the screen.

ZCAS

This inquiry screen may be used to determine when a child has an Alternative Care case.  Enter ZCAS, the DCN, and press the enter key.  This screen indicates the CS worker and county location in the upper right hand corner by CASE MANAGER COUNTY and CASE MANAGER.

NOTE:  It is necessary to check both KDCN/KCAS and ZCAS to know if there is an active CS case.

SWOR

This inquiry screen will identify the CS worker's name and county location.  Enter SWOR and the 5-digit worker number, and press enter.

Once the CS worker is identified, it is expected that the IM worker will contact the CS worker for the purpose of working in partnership in planning for the family.  This collaborative effort will promote consistency for the family and support the sharing of resources.

SECURITY

It is not necessary for each IM staff member to complete the On-Line Teleprocessing Security Report (DFS-137).  This will be an automatic system change.  However, by giving the additional clearance, the same security conditions listed on the initial security agreement remains in effect.  This would include that:

  • IM staff understand that the information accessed is to be utilized only in the performance of assigned duties as a Division of Family Services Income Maintenance employee.
  • IM staff agrees to make no inquiry or updates which are not required for the performances of these duties.
  • Violations or disclosures of any information may result in disciplinary action that could include one or all of the following;
      • 1. Suspension;
      2. Civil court action; and
      3. Dismissal.
"It must also be remembered that the Division and its employees have not only legal responsibility for confidentiality, but also ethical responsibility.  The responsible handling of information dictates not only "what" we share and "to whom" but also "where".  It is not done over lunch, coffee breaks, or in halls or elevators where names may be overheard by others.  It must be remembered that the professional reputation of an agency is a collective reputation to which each individual contributes."
 
NECESSARY ACTION:
  • Review this memorandum with appropriate staff.
  • Effective immediately staff with IM Level II, Level III, and Level IV will have access to Children Services' inquiry screens.
  • Income Maintenance should collaborate with Children's Services to promote consistency in serving the family.
DC/CW
Distribution #6
[ Memorandum Table of Contents ]
IM-079
 IM-081