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AFCARS Job Aids and Resource Links
Several AFCARS and SSIS Repository resources are available to agencies including
Although these documents are older, most of the information still applies. Reminder: Agencies should complete the “‘Validate only” Repository read option and no longer use the Repository to upload the information to DHS/DCYF.
SSIS worker documentation for AFCARS, SSIS Repository, and the Repository Cross-Reference will be updated to reflect changes to repository errors as they are released.
The Children’s Bureau also provides technical bulletins with detailed information on specific data elements as well as reporting guidance, compliance information and timelines in
When two different agencies have financial and legal responsibility for an out-of-home placement, it is important to ensure the documentation is in the correct agency. The financially responsible agency is the agency of record therefore they should have the continuous placement in their SSIS. The legally responsible agency can track the placement in SSIS, but the worker needs to mark “Yes” to the question “Does another agency or state have financial responsibility for this child-courtesy supervision by this agency?” on the placement screen. This will make it a location and does not require a continuous placement. Financially responsible agencies should also have the child ward and kinship folder documentation in their SSIS, not the legally responsible agency. For more information on roles and responsibilities when the legal and financial responsible agencies are different, see the job aid Legally and Financially Responsible Agency Roles under Northstar Care for Children or email the SSIS Help Desk with any questions.
The SSIS Child Protection Review was completed in May 2024. The review resulted in 56 recommendations for changes. Most require multiple complex changes to be implemented effectively and will be part of modernization. Sixteen changes are feasible to complete in our current system and would positively impact users. Of these sixteen:
- 4 will include several enhancements, including:
- "Substance Involvement" now includes "Fentanyl" in the "Substance" list.
- Added Age/Estimated Age to "Regarding" and "Contact With" fields in User Activity Log and Chronology screens.
- Added "Activity" as a column option to the User Activity Log and Chronology screens.
- Added an "Active Efforts" checkbox for Contacts and Activities to the User Activity Log and Chronology screens.
- Updated the column name of "Long Description" to "Purpose" on the User Activity Log and Chronology screens.
- Updated the Chronology screen so that the "Time Note" search option is now unchecked by default.
- Out-of-Home Placement Plan: has been revised to only include statutorily required language and rearranged to better meet the needs of parents/caregivers, youth, and children. The Child Safety & Permanency Division is vetting revisions with policy, local agencies, and those with lived experience. SSIS is awaiting leadership approval. We are exploring multiple solutions concurrently, including changes within SSIS and an alternative format for OHPP templates.
- One enhancement was completed in 24.3; Increased the number of characters for a Child Maltreatment Report on the Conclusions tab to 4000.
- Nine require additional work including voucher redesign and Social /Medical History redesign.
SSIS is pivoting to prioritize pre-modernization activities. First, an external vendor to assess current system performance improvement opportunities joined SSIS in July; this is a one-year position. Second, MNIT is currently in the process of selecting an external vendor to complete a comprehensive assessment and recommendations for a modernized application. Additionally, an SSIS Partnership Committee has reformed with a new mission to provide strategic guidance on modernization activities and priorities. This group is comprised of leaders at local agencies as well as DCYF, SSIS, and MNIT staff. A web site that will allow mentors to learn more about the work of SSIS Partnership will be shared next month.
Moving forward, we will be closely assessing all existing and any new proposed changes to SSIS. For now, mentors/coordinators can continue to submit enhancement requests.
A requirement for CW-TCM eligibility is to have a signed service plan by parent(s)/guardian or ordered by the court, if needed. Emergency Protective Care (EPC) Hearings do not substitute for a CW-TCM service plan. The CW-TCM service plan must be approved and ordered by the court to alleviate the requirement of parent/guardian signature as the CW-TCM services are no longer voluntary.
A new Clearing section and updated Clearing Agency and State document have been added to the SSIS Resource page under Worker Documentation. Questions regarding the Clearing process should be directed to the SSIS Help Desk.
The next SSIS coffee talk is scheduled for Tuesday, October 22, 2024, at 9:00 a.m. and will provide an opportunity to meet the SSIS Learning and Development Team. In this session attendees will learn about:
- SSIS Learning and Development’s approach to system learning.
- Innovative tools being launched in coming months for SSIS mentors and coordinators to bolster learning and development opportunities at agencies; and
- Exploration of current and future SSIS training opportunities.
Registration is required and will remain open until the webinar begins. All coffee talks are recorded and posted to the Minnesota Child Welfare Academy SSIS Training site seven to ten business days following the event.
The Adult Protection SSIS User Guide September 2024 edition has been updated. The following instructions have been added:
- How to Finalize the Decisions Tools- page 45
- Appendix B SDM Intake Assessment Tool- page 118
- How to complete a request for an Agency Prioritization Override.
- How to approve/deny the Adult Protection Intake Assessment Override for APS Supervisors or designated AP staff.
- How to complete the Adult Protection Intake Assessment tool when an override is denied.
- Monday, November 4th and Thursday, November 7th, 2024
- Monday, February 3rd and Thursday, February 6th, 2025
- Monday, March 3rd and Thursday, March 6th, 2025
- Monday, April 7th and Thursday, April 10th, 2025
- Monday, May 5th and Thursday, May 8th, 2025
The SSIS Adult Protection Worker course follows the life of an adult vulnerable to maltreatment case starting with the intake received from the Minnesota Adult Abuse Reporting Center (MAARC) through the assessment and closing of a case. This is a technical training designed to provide overview of data entry as related to Adult Protective Services (APS) into SSIS. Adult Protection policy staff are also available during each class. Training is offered in two half-day virtual classes and is designed for new Adult Protection workers, SSIS mentors, and for those seeking a refresher. Individuals will need to take both days for credit of course completion. New workers are encouraged (not required) to take the online SSIS Essentials eLearning prior to taking the course.
- The SSIS Essentials eLearning includes two APS specific courses:
- SSIS APS Essentials 104A: Exploring APS Intakes
- SSIS APS Essentials 104B: Exploring APS Assessments
APS workers should take these two courses instead of SSIS 104: Creating an Intake. APS Essentials courses and other APS eLearning resources can be found on the APS eLearning Suite site.
SSIS Adult Protection Training Day 1 9:00 a.m. - 1:00 p.m. includes:
- Adult Maltreatment Report (AMR) in Intake
- AMR Bounce procedure (discussion only)
- Structured Decision Making ® Tools in an APS Intake
- Agency Report Action Options
- Assigning the AMR
- Initial Disposition Letters
- Closing the Intake and transitioning to an Assessment Workgroup
SSIS Adult Protection Training Day 2 9:00 a.m. - 1:00 p.m. includes:
- Chronology Case Notes and Activities
- Structured Decision Making ® Tools required during the APS Assessment
- Participant Folder Entry
- Adding Collaterals
- Updating the AMR
- Data Cleanup
- Closing the AMR and the Assessment Workgroup
- Notice of Findings, Case Closure Communication, and Vulnerable Adult Maltreatment Summary of Investigation
- Transitioning the Assessment to Case Management
- Appeals
To register for SSIS Adult Protection Training navigate to TrainLink Home Page and sign in using your Unique ID.
- Navigate to Children’s Services
- Select Upcoming Webinars/Live Training
- Choose “All SSIS Classes”
- Type in a Date Range, if needed
- Select the SSIS Adult Protection Training of your choice and enroll
Training opportunities for new SSIS users or those seeking a refresher are now available to SSIS users. Courses are great for those new to SSIS or those seeking a refresher. Click the topic below for course descriptions, schedules, and registration information.
SSIS webinar materials and previous recordings can be found on the MCWTA site.
SSIS Help Desk (651) 431-4801 or dcyf.ssishelp@state.mn.us
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