Documentation Requirements

CalSAWS Journal Entries and “Contact-Action Summary” (SCD 163) Guidelines

In Foster Care it is critical to be able to follow the child’s case history. The PAC EW initiates the case documentation by completing a case summary on the “Contact-Action Summary” (SCD 163). The intake EW must document information in a CalSAWS journal and update the data in CalSAWS.

Critical documentation which must be included is what forms, documents and any other sources of information were used to make the determination of federal/ state status. This “Determination of Federal AFDC-FC Eligibility” (FC 3) and “AFDC-FG/U Worksheet” (FC 3A) forms must be completed, however additional information should be documented in the CalSAWS journal.
Record all phone/written contacts with child's SW or PO. Document all information which is received and decisions made based on this information. Include the date of contact, who called/wrote or who the EW called/wrote, regarding which child, the message, any action to be taken and EW signature.
Record all interviews/contacts with other county personnel, foster parents, natural parents, relatives and anyone else. (Content should be same as above.)
Record changes, such as changes in placements. Although some information is in CalSAWS, a brief chronology of events or changes may make it easier for you and other staff to determine the child’s case history.
Include justification for unusual or special action taken. For instance, why a different amount is being paid for a FC placement than the amount requested by the SW.
Add any additional or clarifying information that would be helpful to anyone looking at the case, such as “a non-needy relative statement was obtained”, or “Foster Care Caretaker Relative Documentation Chart” form (SCD 1383-FC) was used to document relationship of caretaker.”

Note: The client may view the SCD 163 or CalSAWS journal as part of the case record. This EW should only state factual information and actions taken or proposed.

Documentation on Statement of Facts Forms

[EAS 40-181.1(c)]

“Statement of Facts Supporting Eligibility for AFDC-Foster Care” form (FC 2)

The SW or PO usually completes this form.

“Statement of Facts for Cash Aid, Food Stamps and Medi-Cal/34 County Medical Services Program (CMSP) (SAWS 2 Plus)

If the parent(s) or legal guardian is available and cooperating, they will complete the SAWS 2 Plus at the time of application.

Note: When a FC child is voluntarily placed by their parents, the parents apply on behalf of the child. The parent must complete the SAWS 2 Plus for the initial application.

The EW must complete all “County Use Only” sections of the FC 2 or SAWS 2 Plus, before these documents are scanned.

If a section is not applicable, write “N/A”.
Check all boxes as appropriate boxes.
Copies of evidence obtained must be filed in the case record and documented on the FC 2 or SAWS 2 Plus.

Voluntary Placements

[EAS 45-202.412 EAS 45-203.63]

When Foster Care children are placed voluntarily by their parents, rather than by court action, the parents apply on behalf of the child. The parent must complete the SAWS 2 Plus for the initial application. A “Voluntary Placement Agreement” (SOC 155) and “Emergency Assistance Application for Child Welfare Services” (EA 1) is completed and retained in the service case with a copy to the EW case file.

Non-Related Legal Guardians Without Dependency

Non-related legal guardians, where the child is not a dependent of the court, have the same interview requirements as parents, and a SAWS 2 Plus is required at initial application.

The “Determination of Federal AFDC-FC Eligibility” (FC 3) and “AFDC-FG/U Linkage Worksheet” (FC 3A)

The FC 3/FC 3A must be completed at the time of application. It is used to determine federal or state eligibility. In order for the linkage determination to be made, each box of the FC 3/FC 3A must be completed, either yes or no. “N/A” is not appropriate for the “yes/no” boxes on this form. The “verification” section of the FC 3 must be completed.

AFDC - FG/U linkage information is entered in CalSAWS. The information is used for the federal eligibility determination only, and is not saved in the system. However, information should be imaged.

Refer to Federal Eligibility Determination.

Early Periodic Screening for Diagnosis and Treatment (EPSDT) (also known as CHDP)

The CHDP Program is a community based program for early identification and referral for treatment of persons under 21 years of age. A CHDP referral is mandatory for Foster Care children at initial application and RRR. EPSDT must be coded as accepted for dental and medical services for every Foster Care child.