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The Social Service Information System (SSIS) has released a statewide sub-service code that allows for statewide tracking of work and activities related to COVID-19. “87 – COVID- 19” is a statewide sub-service code effective March 12, 2020. It is designed to ensure ease of use for agency staff, flexibility for unanticipated changes, and complete and accurate data collection. The sub-service code is available for all program areas and should be used to indicate contacts that are made “in lieu of face-to-face” visits in time records. Agencies can also use this sub-service code to indicate payments specifically used for COVID-19 related expenditures.
System changes to add non-program related payroll and administrative activities for time reporting are pending. These tools will allow users to track sick time and non-program related administrative duties associated with COVID-19. A DHS bulletin will be issued with instructions on how to use both of these new functions. If your agency has questions related to COVID-19 additions please contact the SSIS Help Desk and include “COVID-19 tracking (Agency Name)” in the subject line.
The Child Safety and Permanency Division recently released Interim guidance on prioritizing child safety and conducting visits during COVID-19 pandemic. In addition to gathering information about the child maltreatment report, we recommended that child protection intake workers pre-screen calls to assess if the reporter knows if anyone is sick or has been exposed to COVID-19 (see document above for pre-screen questions). Local social service agencies have discretion where to document these efforts and information. It is advised that information is documented in a location that is easily observable by the assessment worker, such as the Warnings/Comments Tab in the Child Maltreatment Report or the Description field on the Intake screen.
When documenting monthly caseworker visits with children in out-of-home placement completed via video-conferencing in lieu of face-to-face, use the instructions provided in Bulletin 20-68-11 Monthly Caseworker Visits Modified to Permit Videoconferencing.
To county and tribal fiscal staff:
Please send this document to out-of-state children's residential facilities (CRF) where you have placed a child. This document is used to verify that the required FFPSA criminal records checks have been completed for all staff working in the facility where the child is placed. This form must be child-specific and kept in the case file of the child for which you are seeking federal Title IV-E reimbursement. This documentation is required for federal Title IV-E Foster care Eligibility Reviews. It also helps you claim Title IV-E funding appropriately for each child’s placement. If you have questions about this form please contact Amber Buckner or Sheena Lossing.
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