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Several agencies have submitted enhancement requests regarding “gender” in SSIS over the past year. One of the “top priority” enhancement requests has been to create a new field reflecting “gender identity” in SSIS. Currently, the SSIS category “Gender” is primarily used for federal reporting requirements. This key field is used for ensuring accurate identity (ex: clearing) with other systems that interface with SSIS including MAXIS. The current “Gender” field should be thought of as “sex assigned at birth”; this is a static field not intended to reflect “gender identity”. Additionally, another “top priority” enhancement request has been made for non-mandatory field options for documentation of sexual orientation. The Department of Human Services, recognizing the diversity of its customers, is committed to providing effective services, programs and policies that are appropriate and accessible to diverse communities, including a commitment to improving data in SSIS.
The department allocated an additional $400,000 to FAR COVID response as funding was made available from the federal CARES act to provide additional support for COVID-related expenses to families involved in Family Assessment Response or Family Investigation tracks. Additional funding amounts are posted here.
This funding is to cover COVID-related expenses from Apr. 1, 2020, through Sept. 30, 2021. Agencies received a one-time advance payment at the end of January 2021, and are responsible for tracking expenditures appropriately. Unused funds are to be paid back to the department. Agencies that underspend will be invoiced by Dec. 1, 2021. Payment will be due to the department by Dec. 15, 2021.
Agencies must track any COVID-related expenses using the sub-service code “87-COVID Related.” The department relies on the accuracy of this sub-service code to verify appropriate expenditures and for reporting purposes; the use of CARES funding relies heavily on using this sub-service code.
Specifically, agencies need to indicate the COVID-related expenditures for:
- FAR by using BRASS Code 164x; use sub-service code “87-COVID Related.”
Additional information can be found in Corrected Bulletin 20-68-20C. Contact charlotte.mcdonald@state.mn.us or the SSIS Help Desk for technical assistance regarding entering COVID-related expenditures.
It is recommended that SSIS user settings be backed up and restored prior to each new statewide release to ensure they are not lost. This is an easy process and only takes a few minutes. Instructions for Backing up settings in SSIS can be found here.
Please contact the SSIS Help Desk for assistance, if needed.
SSIS v21.2 was released statewide, Wednesday, May 26. Resources related to the release have been posted on the SSIS Resources page.
SSIS Pilot and Release Training (v21.2)
Client Eligibility Folder
To view the Statewide Release recording:
https://umn.zoom.us/webinar/register/WN_WT5Cet5tR_SSTQ3ymI7HlQ
Welcome Staci Stoner and Samantha (Sam) Breidenbach to the SSIS Help Desk Team! Staci and Sam bring extensive experience supporting social service programs and both have served as an SSIS mentor at the agency level. Feel free to reach out to Staci and Sam at the SSIS Help Desk and welcome them to SSIS Business Operations.
Emergency Background Studies
Instructions with the steps and information entities need to submit an emergency background study are available on NETStudy 2. Frequently asked questions about emergency background studies are also available on the background studies COVID-19 webpage.
Adoption-only background studies and emergency background studies for foster care
This information was originally released in the February 2021 Permanency Support Issue of the CSP Update.
When a child foster care provider is planning to adopt a child under guardianship of the commissioner, but their foster care home study was approved using emergency background studies, adoption-only background studies can be completed on each prospective adoptive parent and all required household members to fulfill background study requirements for adoption and Northstar Adoption Assistance eligibility. This option is only currently available to foster families who are adopting a child under guardianship of the commissioner and whose foster care license was issued using emergency background studies.
Adoption-only background studies have different procedures than child foster care and emergency background studies. Adoption-only background studies are completed using hard fingerprint cards, where fingerprints are taken manually, not electronically, and processed via the former NETStudy system (not NETStudy 2.0). Gemalto Thales fingerprinting sites cannot be used for fingerprint requests for adoption-only background studies, as those locations are for electronic fingerprinting for NETStudy 2.0.
If pursuing this option, agencies should provide fingerprint authorization forms to prospective adoptive parents and all required household members, and direct them to take the form to a location that will complete hard fingerprint cards, such as a local law enforcement or sheriff’s office. The agency who completed the foster care home study for a family must complete a home study update upon receiving the adoption-only background study results.
When submitting Adoption Placement Agreements (APA) to DHS staff in this situation, results from both types of background studies (emergency and adoption-only) must be submitted with the APA.
If you have questions about this option, contact Kathleen Hiniker, permanency unit supervisor, at kathleen.a.hiniker@state.mn.us.
Family First Prevention Services Act
The Family First Prevention Services Act (FFPSA) requires that all staff working in a Title IV-E Group Children’s Residential Facility (CRF) receive fingerprint-based “Adam Walsh” background checks in order to meet Title IV-E child safety requirements.
To assist counties and initiative tribes with claiming Title IV-E reimbursements for these placements, we will periodically update the list of facilities that have met the background checks safety requirements.
Click here for an updated list of facilities in compliance
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