Florida Safe Families Network - University of South...

Florida Safe Families Network

Child Investigations User Guide

May 22, 2020

Prepared for State of Florida Department of Children and Families

Florida Safe Families Network (FSFN)


May 22, 2020 of 83

Change History

Release # / Date

CR # or Incident # Change Description Author(s) Section Modified

R3b 08/30/2013

Transformation Initial submission FSFN Projects Team Full document

R3b 08/21/2013

Transformation Updates per DCF comments FSFN Enhancements Team

1.2.22., Basic tab information Roles Pop-up, Participants tab Safety Summary and Planning tab, Safety Plan

CR 420 Added County to Child Investigation and Special Condition Referral

FSFN Projects Team Child Investigation and SCR sections

11/1/2013 CR0043 Updated per Q1 CQ_CRs FSFN Projects Team Modification of Initial Roles Summary of Supervisor Consultation on Intake Tab

4/12/2014 Updated with Risk Assessment

FSFN Projects Team To access the Child Investigation Results tab – Note, To create a Risk Assessment from the Desktop, To create a Risk Assessment from the Desktop

05/06/2014 CR0469 Updated per CR FSFN Projects Team Modification to Results tab

04/02/2015 CR 426 Background Check Process FSFN Enhancements Team

07/30/2015 CR 595 Matthew Mocniak

08/05/2015 Updated screenshots FSFN Enhancement Team

Entire document

08/08/2016 CR471, CR532, CR543

Updated content to reflect the changes made per the following CRs: 471, 532, 543.

Jishil Johnson Results tab, FFA Investigation, Safety Summary and Planning tab

08/08/2016 CR471, CR532, CR543

Peer Review Leah Dienger Results tab, FFA Investigation, Safety Summary and Planning tab, and Approval History pop up section



May 22, 2020 of 83

Release # /

Date CR # or Incident

# Change Description Author(s) Section Modified

08/22/2016

CR471.02 CR543.02 CR544.01 CR544.02 CR639.01 CR639.02 CR532.03 CR532.04

Updated content to reflect the changes made per the following CRs: 471.02, 543.02, 544.01, 544.02, 639.01, 639.02, 532.03, 532.04.

Leah Dienger Participants tab, Results tab, Nature of Maltreatment tab, Child Functioning tab, Safety Summary and

8/23/2016 CR471.02 CR543.02 CR544.01 CR544.02 CR639.01 CR639.02 CR532.03 CR532.04

Peer Review Kathleen Watson Participants tab, Results tab, Nature of Maltreatment tab, Child Functioning tab, Safety Summary and Planning tab sections

9/7/2016 CR638.01 CR638.02 CR638.02A CR638.02B CR638.02C CR638.02D CR638.02E

Updated content to reflect the changes made per the following CRs:638.01,638.02,638.02A,638.02B,638.02C,638.02D,638.02E

Kathleen Watson Child Investigation Intake Tab, Child Investigation Results Tab, Present Danger Assessment Page, FFA- Maltreatment& Nature of Maltreatment Tab, Institutional Child Assessment Page

9/9/2016 CR638.01 CR638.02 CR638.02A CR638.02B CR638.02C CR638.02D CR638.02E

Peer Reviewed content based on CRs listed.

Leah Dienger

09/13/2016 Updated content based on DCF Reviewer’s comments submitted.

Leah Dienger

09/19/2016 CR639.05 CR639.03 CR639.04 CR532.05 CR532.06 CR638.03

Updated contents to reflect the changes made per the following CRs: 639.05, 639.03 639.04, 532.05, 532.06, 638.03

Jishil Johnson Child Investigations FSDMM, FFA- Investigation- Safety Summary and Planning Tab, Risk Assessment, Results Tab.

09/21/2016 CR639.05 CR639.03 CR639.04 CR532.05 CR532.06 CR638.03

Peer Review Leah Dienger



May 22, 2020 of 83

Release # / Date

CR # or Incident # Change Description Author(s) Section Modified

10/04/2016 Incorporated DCF Review Comments for Sprint 4

Jishil Johnson

10/04/2016 Peer Review Leah Dienger

01/10/2017 CR565.01 CR639.06 CR639.07

Updated contents to reflect the changes made per the following CRs: 565.01, 639.06, 639.07

Jishil Johnson

01/12/2017 CR565.01 CR639.06 CR639.07

Peer Review Kathleen Watson

04/23/2020 ENHQ4 Sprint 2 Updates Melissa Daniel Throughout

05/05/2020 ENHQ4 Updates per OCW Final Review comments

Melissa Daniel Page 93

05/13/2020 ENHQ4 Accepted changes and finalized for Q419-20 Enhancement

Melissa Daniel Throughout



May 22, 2020 of 83

Table of Contents About FSFN User Guide ........................................................................................................... 7 The Intended Audience ................................................................................................................................................................ 7 Prerequisite Knowledge ............................................................................................................................................................... 7 Related Resources ....................................................................................................................................................................... 8 Security Information ..................................................................................................................................................................... 8

Investigation Overview ............................................................................................................. 9

About the Child Investigation Page ...................................................................................... 12 Key Tasks .................................................................................................................................................................................. 13 To create a Child Investigation ................................................................................................................................................... 13 To create a Child Investigation from the Desktop ....................................................................................................................... 13 To create a Child Investigation from Case Book ........................................................................................................................ 15

Child Investigation Page—Intakes Tab ................................................................................. 17 About the Child Investigation Page Intakes Tab ......................................................................................................................... 17 Key Tasks .................................................................................................................................................................................. 17 To access the Child Investigation Intake tab .............................................................................................................................. 17 To access the Child Investigation Basics tab ............................................................................................................................. 20 To access the Child Investigation Participants tab ..................................................................................................................... 21 To Modify or Update a Participant’s Role on the Participant Tab ............................................................................................... 22 To add a Participant using the Investigation Participants Tab .................................................................................................... 23 To remove a participant using the Child Investigation Participants tab ...................................................................................... 24 To create or update Roles on the Participant tab ....................................................................................................................... 25 To access a Background Check from the Child Investigation Participants tab ........................................................................... 27 To add an Allegation using the Child Investigation Allegations/Findings tab .............................................................................. 28 To document a finding on the Child Investigation Allegations/Findings tab ................................................................................ 29 To delete an allegation from the Child Investigation Allegations/Findings tab ............................................................................ 29 To access the Child Investigation Contacts/Notifications tab ..................................................................................................... 30 To access the Child Investigation Prior Intakes and Investigations/Referrals tab ...................................................................... 31 To access the Child Investigation Results tab ............................................................................................................................ 33 To create a Supervisor Consultation for a Child Investigation .................................................................................................... 35 To view a Supervisor Consultation ............................................................................................................................................. 35 Submitting a Child Investigation Approval for closure ................................................................................................................ 36

Child Investigation—Present Danger Assessment ............................................................. 37 About the Present Danger Assessment ..................................................................................................................................... 37 About Creating a Present Danger Assessment .......................................................................................................................... 37 Key Tasks .................................................................................................................................................................................. 37 To create a PDA from a Child Investigation ............................................................................................................................... 37

Child Investigation—In Home Investigation ......................................................................... 40 About In Home Investigation ...................................................................................................................................................... 40

The Family Functioning Assessment (FFA) Investigation .................................................. 40 About Family Functioning Assessment ...................................................................................................................................... 40 Key Tasks .................................................................................................................................................................................. 41 To access the Family Functioning Assessment ......................................................................................................................... 41 The Family Functioning Assessment—Maltreatment and Nature of Maltreatment tab ............................................................... 42 The Family Functioning Assessment—Child Functioning tab .................................................................................................... 44 The Family Functioning Assessment—Adult Functioning tab .................................................................................................... 47 The Family Functioning Assessment—Parenting tab ................................................................................................................. 48 The Family Functioning Assessment—Protective Capacity Analysis tab ................................................................................... 50



May 22, 2020 of 83

The Family Functioning Assessment—Safety Summary and Planning tab ................................................................................ 51 To create a Supervisor Consultation .......................................................................................................................................... 52

Child Investigation—Safety Plan ........................................................................................... 53 About creating a Safety Plan ...................................................................................................................................................... 53 Key Tasks .................................................................................................................................................................................. 53 To Create an Investigation Level Safety Plan ............................................................................................................................ 53 To Create a Case Level Safety Plan .......................................................................................................................................... 53 To Complete a Family Type Safety Plan .................................................................................................................................... 54 To Complete an Individual Type Safety Plan ............................................................................................................................. 56

Child Investigation - Risk Assessment ................................................................................. 58 About the Risk Assessment Page .............................................................................................................................................. 58 To create a Risk Assessment from the Investigation (Investigation accessed from Desktop) .................................................... 59

Institutional Child Investigation ............................................................................................ 61 About Institutional Child Investigation Page ............................................................................................................................... 61 Key Tasks .................................................................................................................................................................................. 62 The Institutional Child Investigation Assessment ....................................................................................................................... 62 The Institutional Safety Assessment .......................................................................................................................................... 63 The Institutional Safety Assessment—Facility Factors tab ......................................................................................................... 64 Institutional Safety Assessment—Safety Actions ....................................................................................................................... 65 Institutional Safety Assessment—Overall Safety Assessment ................................................................................................... 66

Updated Institutional Child Safety Assessment .................................................................. 68 About the Updated Institutional Child Safety Assessment Page ................................................................................................ 68 Key Tasks .................................................................................................................................................................................. 68 To update an Institutional Child Safety Assessment .................................................................................................................. 68 To view an Institutional Child Safety Assessment (Initial or Updated) ........................................................................................ 68

Special Conditions Referral ................................................................................................... 69 About Special Conditions Referral ............................................................................................................................................. 69 Key Tasks .................................................................................................................................................................................. 69 To create a Special Conditions Referral ..................................................................................................................................... 69 Special Conditions Referral Information tab ............................................................................................................................... 70 To access the Special Conditions Participants tab ..................................................................................................................... 71 To add a participant on the Participants tab ............................................................................................................................... 72 To create or update Roles on the Participant tab ....................................................................................................................... 72 To remove a Participant on the Participant tab .......................................................................................................................... 73 The Special Conditions Narrative Outcome tab ......................................................................................................................... 75 The Special Conditions Contacts/Notifications tab ..................................................................................................................... 76 The Special Conditions Results tab............................................................................................................................................ 78

Child Investigation—Other .................................................................................................... 81 About Child Investigation Sub Type Other ................................................................................................................................. 81 Key Tasks .................................................................................................................................................................................. 81 Access Child Investigation—Other ............................................................................................................................................. 81

Approval History Pop-up Page .............................................................................................. 82 About the Approval History ......................................................................................................................................................... 82 Key Tasks .................................................................................................................................................................................. 82 To access the Approval History Pop-up page ............................................................................................................................ 82



May 22, 2020 of 83

About FSFN User Guide The Florida Safe Families Network (FSFN) User Guide helps you understand the steps to complete your work in the FSFN system. This user guide does not cover every system feature built into FSFN, but describes the most commonly used functions to complete your day-to-day work in the FSFN application. This user guide, when used with Online Help and the How Do I Guides, helps you successfully use the FSFN system as a support tool in your important work of safeguarding the safety, permanence, and well-being of the children, families, and adults of Florida.

The Intended Audience This user guide serves a wide audience of FSFN end users who include:

• Adult and Child Protective Investigators

• Hotline Criminal Investigation (CI) Unit • Legal Workers

• Ongoing Case Managers • Provider Management • Supervisors • Support and Data Entry Staff

Prerequisite Knowledge This user guide was developed with specific prerequisite expectations. Before reading this guide, read the following information. If you need to refer to additional User Guides, How Do I Guides, or other information, visit the DCF FSFN website (http://fsfn.dcf.state.fl.us).

• You must have a working understanding of the Florida Department of Children and Families Policies and Practices as related to the use and operation of FSFN.

• You must have a working understanding of the basic FSFN navigation and functionality. See the Multi-Topic Basics User Guide and How Do I Guide.

• If you are a supervisor, also see the Multi-Topic Supervisory User Guide and How Do I Guide.

• Key tasks described in this guide start at the FSFN Desktop, Case Book, or Person Book, unless otherwise noted. If you are unfamiliar with how to navigate to these three pages, see the User Guides for Multi-Topic Basics, Case Book, and Person Book.

• The Search page referred to within this user guide is the Search page with four (4) tabs: Person, Case, Provider/Organization, and Worker. This Search page is commonly called the Utility Search or Navigational Search. It is accessed primarily from the Desktop by clicking Search on the Banner or Utilities menu. Other search types may be referred to as data retrieval searches. These searches use different search functionality than the Utility Search. For example, the Person Search page provides a method to search for a person and retrieve person data that pre-fills into the page in which you are working. The Person Search page should not be confused with the Search page with the Person tab.

http://fsfn.dcf.state.fl.us/



May 22, 2020 of 83

Related Resources Visit the DCF FSFN website (http://fsfn.dcf.state.fl.us) for online access to additional resources that support FSFN system end users, including:

• FSFN Project Information • Online Web-based Training (WBT) • User Guides • How Do I Guides (job aids) • Topic Papers (System Functionality Design) • Reference Data (Selection Values)

Security Information FSFN restricts your ability to create, modify, and view specific information through the security profile associated with the Login Profile you used to access FSFN. Specific security is applied across all information. For example, if you do not have authorization to launch the Privileged Consultation page from the Meeting page, you cannot access that page.

http://fsfn.dcf.state.fl.us/



May 22, 2020 of 83

Investigation Overview An Investigation is triggered through the Intake Process (Refer to the Intake User Guide for more information.). Once a final screening decision is made through the Command Center, the Intake is assigned to a Child Protection Investigator (CPI).

The CPI then commences the Investigation. There are three types of Child Investigations: In- Home, Institutional, and Other.

Investigation Sub-Type In-Home

If the Investigative Sub-Type is “In-Home,” the CPI will create the Present Danger Assessment (PDA) to identify if any Present Dangers exist. If so, the CPI will create a Safety Plan with a Purpose of “Present Danger Plan.” The CPI will also begin documenting the Family Functioning Assessment (FFA) – Investigation to determine if impending dangers exist. If impending dangers exists, the CPI will then terminate the Safety Plan with a Purpose of “Present Danger Plan” ,and create a Safety Plan with a Purpose of “Impending Danger Plan.” Next, the CPI will complete their Investigation with supervisor approval, and will either close the Investigation to services or close the Investigation as no services.

Investigation Sub-Type Institutional

If the Investigative Sub-Type is “Institutional,” the CPI will complete the Institutional Safety Assessment module in FSFN and will use the Supervisor Consultation page prior to closing the Child Investigation page.

Investigation Sub-Type Other

If the Investigative Sub-Type is an “Other,” the CPI must create the PDA and complete all elements of the Child Investigation page. The Safety Plan is not required and an FFA – Investigation is not available for completion when the Sub Type is “Other”.

The Child Investigation process gathers information regarding the Intake allegations, and involves:

• Gathering information about allegations of maltreatment

• Identifying, interviewing, and observing participants in the Intake

• Identifying other relevant people and gathering additional information from them

• Analyzing the Intake participants' background history (e.g., criminal, prior involvement with the Department)

• Documenting investigative activities and assessment of risk/safety

• Documenting the results and findings of the investigation

• Making dispositional recommendations



May 22, 2020 of 83

The Child Investigation page is used by workers to document specific aspects of an investigation. Seven tabs make up the Investigation “shell” for In-Home and Other sub types and eight if it is an Institutional.

1. Intakes

2. Basic

3. Participants

4. Allegations

5. Contacts/Notifications

6. Recommended Disposition (for Institutional only)

7. Prior Intakes and Investigation

8. Results

From the Institutional Child Investigation page, you can access the following hyperlinks in the Actions List Box:

• Create Initial Institutional Assessment

• Supervisor Consultation

• Approval

• Move Investigation

From Institutional Investigation, the following hyperlinks are available from the Text List Box:

• Investigation Summary

• Investigation Summary with Reporter

• Investigation Participant Profile

• Investigation Participant Profile with Reporter

• Closure Letter

From the In-Home or Other Investigation pages, you can access the following hyperlinks in the Actions List Box:

• Present Danger Assessment

• FFA-Investigation (only for In-Home)

• Safety Plan



May 22, 2020 of 83

• TANF


• Risk Assessment (only for In-Home)

• Approval


From In-Home or Other Investigation, the following hyperlinks are available from the Text List Box:





• Closure Letter



May 22, 2020 of 83

About the Child Investigation Page The Child Investigation page is divided into two main sections: the Case Information Group Box and the Investigation tabs, which open on the Intakes tab. There are two list boxes on the right of the page. The Actions group box contains hyperlinks to case actions depending on the Child Investigation Sub-Type. The Text group box makes it easy for the user to navigate to Investigation Summary, Investigation Summary with Reporter, Investigation Participant Profile, Investigation Participant Profile with Reporter, and the Closure Letter.



May 22, 2020 of 83

Key Tasks To create a Child Investigation You can access the Child Investigation page from the Desktop or Case Book.

To create a Child Investigation from the Desktop

1. From the Create menu, select Case Work. 2. Select Child Investigation from the Investigation drop down. 3. Select your case name in the Cases group box. 4. Click Create.

The Intake Link pop-up page displays. 5. Select the radio button next to the appropriate Intake.

6. Click Continue.



May 22, 2020 of 83

The Child Investigation page launches and displays in edit mode.



May 22, 2020 of 83

To create a Child Investigation from Case Book 1. At the top of the Case Book, click the Create Case Work hyperlink.

2. Select Child Investigation from the Investigation drop down list.

3. Select your Case.

4. Click Create.

The Child Investigation page launches and displays in create mode.

From Case Book you can also create a Child Investigation by clicking the Child Investigation hyperlink.

OR

1. Access Case Book.

2. Within the Case Actions list box, click the Child Investigation hyperlink.

The Intake Link pop-up page displays.

3. Select the radio button next to the appropriate Intake. 4. Click Continue.



May 22, 2020 of 83

The Child Investigation page launches and displays in edit mode.



May 22, 2020 of 83

Child Investigation Page—Intakes Tab

About the Child Investigation Page Intakes Tab The Intakes tab contains information regarding the Child Intake(s) linked to the Investigation. The Intakes tab designates the assigned primary and secondary investigators for the open Investigation.

Each linked intake (Initial, Supplemental, and Additional) displays on the Intakes tab and displays either a Commence hyperlink or a hyperlinked Date and Time. Clicking the Commence hyperlink launches the case note where this type of note is documented. Clicking the hyperlinked Date and Time in the Commencement column will launch the completed note. Each intake must have a Commencement Note documenting the initiation of the investigation. Refer to the Notes Topic Paper (CM06), Notes How Do I Guide, and Notes User Guide for details regarding how to enter a Commencement note and additional information regarding Investigation notes.

Key Tasks

To access the Child Investigation Intake tab

1. Access the Child Investigation page from the Desktop.

The Child Investigation page launches and defaults to the Intakes tab in edit mode.

2. Select the Investigation Sub Type (In-Home, Institutional, or Other) from the Investigations Sub Type drop down, if applicable.

Hyperlinks to documents and information related to the selected Investigative Sub Type will then appear in the Actions group box and the Text group box.

3. From the County drop down, select the appropriate county of the investigation (the county where the household is located).



May 22, 2020 of 83

The Child Investigation page opens on the Intakes tab. The Intakes tab displays the Intake Number as a hyperlink that will launch the associated Intake page.

The Supervisor Consultation Summary group box shows a detailed list of consultations that have occurred for the investigation and provides contextual information about each consultation, including if the consultation is identified as a Rapid Safety Feedback or Immediate Child Safety Action Follow-Up.

After creating the Child Investigation “shell” on the Intakes and Basics tabs, you can keep moving across the tabs to enter information.

You can Save and Close the Child Investigation after completing the Intakes and Basics tabs and come back to it later to complete the remaining tabs.

The FFA-Investigation hyperlink is only available on the Child Investigation page when the Investigation Sub Type=In-Home.

If the user selects Other as the Investigative Sub Type, the Investigative Sub Type is enabled, and the user has the ability to change the Sub Type to either In-Home or Institutional at any point in time prior to the Investigation being closed.

If the user selects, In-Home as the Investigative Sub Type, the Investigative Sub Type can be changed to either Other or Institutional up to the point that the FFA – Investigation or the Risk Assessment is created.



May 22, 2020 of 83

If the user selects the Institutional Sub Type, the Investigative Sub Type can be changed to either In-Home or Other up to the point that the initial Institutional Safety Assessment is created.

When the user changes the Investigative Sub Type from any one to the other, a validation prompt is displayed that states the following: Upon changing the Investigative Sub Type you may lose work that has been created if that work is not available for the new Investigative Sub Type. The user selects Yes or No.



May 22, 2020 of 83

To access the Child Investigation Basics tab 1. Access the Child Investigation page from the Desktop.

2. Select the second tab to view the Basics tab.

3. Select the appropriate check boxes representing the Family Characteristics/ Conditions at Time of Incident.

4. Click Save. 5. Click Close or move to the next tab.

The Basic tab collects information that is required for federal reporting - Living Arrangement, Address of Alleged Perpetrator and Family Conditions/Characteristics. The Address of Alleged Perpetrator group box will display all participants who are identified as Alleged Perpetrator on the Investigation page. Next to each participant's name, which is



May 22, 2020 of 83

displayed as Last Name, First Name, Middle Name (Person ID) is displayed in parenthesis. Next to each participant's name and Person ID is the participant's address ‘as of’ the Screening Decision Date and Time of the associated Initial Intake. The Family Characteristics group box contains check boxes that are user-selected. The information selected by the worker is used for statistical and reporting purposes. The user may select as many Family Characteristics/Conditions as apply to the family situation.

To access the Child Investigation Participants tab 1. Access the Child Investigation page from the Desktop.

2. Select the third tab to view/edit the Participants tab.

The Participants tab contains and displays information regarding all case participants documented in the Child Intake(s). When several intakes are linked to an investigation, FSFN does not duplicate participant information. At any time during an investigation:

• Participants can be updated, added, or removed

• For participants who pre-fill from the Intake, roles can be clarified for



May 22, 2020 of 83

child participants who are not identified as victims but as children in the home

• Roles can be assigned to participants who are added at the Investigation level • The Final Roles drop down will be disabled, grayed out, and made null for

all participants if the Determination selected on the Results tab is ‘Patently Unfounded’.

• Completed background checks can be reviewed

To Modify or Update a Participant’s Role on the Participant Tab 1. On the Participants tab in the Participants group box, 2. Click the hyperlink of the Initial Role(s) next to the participant you wish to update. 3. The Roles pop-up page displays.

4. In the Roles group box, select the check box(s) associated with the role(s) to be applied to the participant.

5. Click Continue to return to the Participants tab.



May 22, 2020 of 83

All Initial Roles will be displayed as a hyperlink in order to provide the CPI with the ability to modify the Roles that pre-fill from the Intake page(s). FSFN will not allow the user to change the role of the last remaining victim or the last remaining perpetrator.

Initial Roles can be modified from the Investigation or Special Conditions Referral for both the "old" Child Investigation page and the "new" Child Investigation page.

Role assignments document the initial roles for the Intake or Referral participants. All participants require at least one role indicating the part that they play in the Intake or Referral. The following roles are required for each Adult and Child Intake or Referral type: • One participant in the Intake must be identified with the role of Intake Name.

• At least one participant in the Intake must be identified with the role of Victim. • At least one participant in the Intake must be identified with the role of

Alleged Perpetrator.

To add a Participant using the Investigation Participants Tab 1. From the Participants tab, click Insert. 2. The Participants Selection pop-up page displays. 3. From the Additional Case Participants group box, select the check box next to the

participant(s) you wish to add. 4. Click Continue. 5. The Participant Selection pop-up page closes. 6. You are returned to the Participants tab and the selected participant(s) display on the

Child Investigation page. 7. Click Save.



May 22, 2020 of 83

To remove a participant using the Child Investigation Participants tab 1. Access the Child Investigation page and click on the Participants tab. 2. Select the Remove hyperlink next to the appropriate participant.

The Participant Removal pop-up page displays.

A Webpage Dialog pop-up displays: “Are you sure you want to remove this Investigation Participant?”

3. Select Yes or No.

a. If “No” is selected, the dialog closes and you are returned to the Participant tab. b. If “Yes” is selected, the Removal Reason pop-up page displays.

4. From the Removing Participant from Investigation group box, select a value from

the Reason for Removal from Investigation drop down.



May 22, 2020 of 83

5. Click Continue.

• The Participant Removal pop-up page closes. • You are returned to the Participants tab. • The Participant is no longer listed on the Participants tab.

If the participant who is to be removed is Unknown, a pop-up prompts the user to “Navigate to Person Management page to merge the unknown person to existing person prior to removing.” Instructions for merging persons can be found in the Person Merge How Do I and User Guides.

To create or update Roles on the Participant tab 1. From the Participants tab, click the Edit Roles hyperlink next to the participant for

whom you want to add roles. • This is only available for those participants who are added to the Investigation or

Referral not originally included in the Intake. • Those participants that pre-filled from the Intake do not have the Edit Roles hyperlink.

The Roles pop-up page displays.



May 22, 2020 of 83

2. From the Roles group box, select the check box next to each role you want to associate to the participant. Select up to five roles for each participant.

3. Click Continue. 4. Click Close.



May 22, 2020 of 83

To access a Background Check from the Child Investigation Participants tab 1. On the Participants tab, access the Background Check group box. 2. To request a background check, select the check box next to the participant’s name in

the Background Check group box. 3. Click Save.

Certain pieces of data that are necessary for processing background checks are not required when submitting the request. The system will verify the data is captured and only once the validations are met, as well as any other validations for Child Investigations, will the request be submitted to the Background Check Listing queue when the Child Investigation page is successfully saved.

If a previous background check is complete, it will display.

Refer to the Background Check User Guide and Background Check How Do I Guide for additional information on this topic.



May 22, 2020 of 83

To add an Allegation using the Child Investigation Allegations/Findings tab 1. Select the fourth tab of the Child Investigation page to access the Allegations/Findings tab. 2. Within the Allegations and Findings group box, click Insert.

The Add Allegations pop-up page displays. 3. Select the applicable Alleged Victim(s) and the applicable Alleged Maltreatment(s). 4. Click the Add button. 5. Click Save. 6. Click Close.

The Allegations/Findings tab is used to document and display the specific allegations regarding the Intake involving abuse, neglect, self-neglect, or exploitation documented at Intake, as well as additional allegations documented during the course of the Investigation. All allegations documented in the Intake(s) linked to the Investigation are displayed on the Allegations/Findings tab upon opening the tab.

The Intake Narrative and Field Allegation Narrative fields will display on the tab at all times. The Maltreatment Code reference values for Sexual Abuse and Substance Misuse now include Sub Types within the Maltreatment Code name.

When the Determination selected on the Results tab is Patently Unfounded, all rows within the Allegations and Findings group box on the Allegations and Findings tab will become disabled, grayed out, and made null.



May 22, 2020 of 83

When the Maltreatment is Death, the following values will be displayed within the Findings drop down in addition to the existing values identified above: Child Not Deceased; Duplicate; and No Jurisdiction.

The Incident Date documented for a Verified Maltreatment must be on or before the Initial or Additional Intake Received Date, whichever is applicable, and must be on or before the current date if added at the Investigation level.

To document a finding on the Child Investigation Allegations/Findings tab 1. In the Allegations and Findings group box, select a Finding from the Findings drop

down. 2. Enter the date in the Incident Date field if the Finding is Verified. 3. Select the Caregiver Responsible from the Caregiver Responsible drop down.

To delete an allegation from the Child Investigation Allegations/Findings tab 1. Access the Allegations/Findings tab. 2. Click the Delete hyperlink to remove any allegation row that was added during the Child

Investigation. 3. Click Save.

The Allegations/Findings tab will refresh and no longer display the deleted allegation.

4. Click Close. You are returned to the Child Investigation page.



May 22, 2020 of 83

To access the Child Investigation Contacts/Notifications tab

1. Select the fifth tab of the Child Investigation page to access the Contacts/Notifications tab. 2. Click Insert to create a case note.

3. Document the applicable Case Note information.

4. Click Save.

5. Click Close.

You are returned to the Child Investigation page.

6. Click Save to refresh the Contacts/Notifications tab. 7. Click Close.

You are returned to the Child Investigation page.



May 22, 2020 of 83

Use the Contacts/Notifications tab to create a case note from within the Child Investigation. Select the Insert button to launch a case note and associate it with the investigation. Commencement notes are launched from the hyperlink on the Intakes tab and then display on this page. Refer to the Notes User Guide and How Do I Guide for more information on Notes.

Saved notes display on this tab with a hyperlinked number. Select the hyperlinked ID number to access the note. Notes can be edited by the initial creator, their supervisor, or their acting supervisor.

To access the Child Investigation Prior Intakes and Investigations/Referrals tab 1. Select the sixth tab of the Child Investigation page to access the Prior Investigations

and Referrals tab. 2. To view prior Intakes:

a. From the Prior Intakes group box, click the hyperlink next to the appropriate Intake. b. The Intake page displays in view-only mode.

3. To view prior Investigations: a. From the Prior Investigations/Referrals group box, select the hyperlink next to

the appropriate Investigation/Referral.



May 22, 2020 of 83

b. The Investigation displays in view-only mode. 4. Click Close.

You are returned to the Prior Intakes and Investigations/Referrals tab.



May 22, 2020 of 83

To access the Child Investigation Results tab 1. Select the seventh tab of the Child Investigation page to access the Results tab. 2. In the Results group box, the Closing Determination label highlighted in bold red font.

Select a Determination from the Determination drop down. In the Risk Assessment Summary group box, a Summary of the Risk Assessment scores is displayed.

If the Determination drop down displays the value of Closing – False Report, then the

Referred to Law Enforcement or State Attorney for False Report check box dynamically displays and is enabled for user selection. For all other values in the Determination drop down, the Referred to Law Enforcement or State Attorney for False report check box will be hidden.

The NCANDS logic for Element 9 will be modified to look at the Closing Determination of False Report.



May 22, 2020 of 83

The Risk Assessment Summary group box captures the Total Neglect Score, Total Abuse Score, Scored Risk Level and Final Risk Level, which pre-fill from the associated Risk Assessment page and its associated Risk Level Override pop-up page.

The Maltreatment and Nature of Maltreatment fields are pre-filled from the FFA- Investigation and are displayed in view-only mode. The Child Safety Determination and Summary section pre-fills from the Safety Summary and Planning tab of the FFA-Investigation and is also displayed in view-only mode.

The Final Supervisory Review text field is enabled when submitted to a Supervisor for approval for closure and must be documented in order for the Supervisor to approve the Investigation for closure.

FSFN provides the ability to accurately report on which Investigations are closed for False Report by selecting the closing Determination value of Closing – False Report. If the Unable to Assess check box is checked on either the FFA – Investigation or the Risk Assessment for an Investigative Sub Type of In-Home and the Reason selected is False Report, then Closing – False Report will pre-fill and become disabled in the closing Determination drop down. In addition, the value selection of Closing – False Report will render the Referred to Law Enforcement or State Attorney for False Report checkbox to display for user selection.

Upon clicking the approval hyperlink OR launching Approval history and selecting Approve/ Not Approve and attempting to Save the Child Investigation page, the Edits for Final Roles and Findings are released if the Closing Determination is Patently Unfounded, No Jurisdiction, or Duplicate. This means that the user is not required to document the Final Roles or Findings fields if any of those three Closing Determinations are selected.

The Date Last Updated and Last Updated By are system derived with the name of the user that last updated the Safety Domain on the FFA-Investigation and the date.

When the Investigative Sub Type is Other on the Results tab of the Child Investigation page, the Maltreatment and Nature of Maltreatment narrative text field is enabled and required. The Child Safety Analysis & Summary group box containing the narrative text field is not displayed on the Results tab of the Child Investigation page when the Inv Sub Type = Other.



May 22, 2020 of 83

To create a Supervisor Consultation for a Child Investigation 1. Access the Child Investigation page.

2. In the Actions list box, click the Supervisor Consultation hyperlink.

The Supervisor Consultation page displays.

3. Enter data on the Supervisor Consultation page.

4. Click Save.

Refer to the Supervisor Consultation User Guide for more information on this topic.

To view a Supervisor Consultation 1. Access the Intakes/ Supervisor Consultation tab.

2. In the Supervisor Consultation Summary group box, click the applicable View hyperlink to launch the Supervisor Consultation page in view-only mode.

Refer to the Supervisor Consultation User Guide for more information on this topic.

A summary of the Supervisor Consultation associated with an Investigation can be viewed on the Intakes tab for all Child Investigations (In-Home, Institutional or Other).



May 22, 2020 of 83

Submitting a Child Investigation Approval for closure 1. Access the Child Investigation page.

2. In the Actions group box, click the Approval hyperlink.

3. Select the Approve radio button.

4. Click Continue.

User is returned to the Child Investigation page.

5. Click Save.



May 22, 2020 of 83

Child Investigation—Present Danger Assessment

About the Present Danger Assessment When the first Present Danger Assessment (PDA) is saved, the investigative drop down becomes disabled and the Investigation Type is frozen.

The PDA is one tool within the Florida Safety Decision Making Methodology (FSDMM) tool set in FSFN that supports CPIs and Case Managers with the analysis of present danger to children in alleged abuse, neglect, and abandonment reports.

The PDA page is new and external to the Child In-Home/Other Investigation page. The user can create a new PDA from the Child Investigations page, Create Case Work, and Case Book.

Existing PDAs can be accessed from the Case Book, Person Book, or from the Desktop, including Search.

Note that anywhere functionality is referenced relative to the PDA page, unless otherwise noted, the fields will function in the same manner regardless if created from an Investigation or external to the Investigation.

About Creating a Present Danger Assessment The user can create a new PDA from the Child Investigations page.

FSFN does not allow the user to create a new PDA if there is an existing pending PDA. There can be more than one pending PDA if one of the PDAs is external to the investigation.

Multiple completed PDAs can exist for a single Investigation.

Key Tasks

To create a PDA from a Child Investigation 1. From the Desktop, click the Cases expando. 2. Click the applicable Case Book hyperlink. 3. Select Investigations/Special Conditions Referrals from the center group box drop

down. 4. Click the appropriate Child Investigation hyperlink.

The Child Investigation page displays. 5. Within the Actions group box, click the Present Danger Assessment hyperlink.



May 22, 2020 of 83



May 22, 2020 of 83

The Present Danger Assessment page launches and displays in edit mode.

Refer to the Present Danger Assessment User Guide for detailed information regarding this assessment.

If the user changes the Investigative Sub Type from In-Home or Other to Institutional, the Present Danger Assessment will be purged.



May 22, 2020 of 83

Child Investigation—In Home Investigation

About In Home Investigation If the Investigative Sub-Type is “In-Home,” the CPI will create the Present Danger Assessment to identify if any Present Dangers exist. If so, the CPI will create a Safety Plan with a Purpose of “Present Danger Plan.” Whether present dangers do or do not exist, the CPI will also begin documenting the Family Functioning Assessment (FFA) – Investigation to determine if there are impending dangers that exist. Upon completion of the FFA – Investigation, if impending dangers are found to exist, the CPI will terminate the Safety Plan with a Purpose of “Present Danger Plan” (if applicable) and will create a Safety Plan with a Purpose of “Impending Danger Safety Plan.” Whether impending dangers do or do not exist, the CPI will then complete their Investigation and will either close the Investigation to services or close the Investigation as no services.

The Family Functioning Assessment (FFA) Investigation About Family Functioning Assessment The Family Functioning Assessment (FFA) – Investigation captures important information related to six domains:

• Maltreatment and the Nature of Maltreatment

• Child Functioning

• Adult Functioning

• Parenting

• Protective Capacity Analysis

• Safety Summary and Planning

FFA includes the Danger Threats associated with each of the different domains, the ability of the Parent/Legal Guardians to provide Protective Capacities, and the Safety Summary and Planning for the children.

If the user indicates they are Unable to Assess by checking the check box, the Reason drop down becomes enabled and required.

Upon selecting a value from the Reason Drop down, the page will refresh the Child Investigation page and the same value will be defaulted and displayed as disabled and grayed out in the Determination drop down in the Results tab. If the Reason is False Report, then the Determination drop down will display Closing – False Report, be disabled, grayed out, and will dynamically display the Referred to Law Enforcement or State Attorney for False Report check box, enabled for user selection.



May 22, 2020 of 83

Key Tasks

To access the Family Functioning Assessment 1. Access Child Investigation page.

2. From the Actions group box, select the FFA-Investigation hyperlink.

Once the user creates and saves the FFA –Investigation with the selection of In Home as the Investigative Sub Type, the Investigative Sub Type will become

disabled and grayed out, not allowing the user to change the Investigative Sub Type.

The Family Functioning Assessment launches on the Maltreatment and Nature of Maltreatment tab and displays in edit mode.

When creating the FFA - Investigation for In-Home, any Maltreatment and Nature of Maltreatment data stored in the Investigative table will pre-fill the Maltreatment and Nature of Maltreatment narrative field on the Results tab of the Investigations page.



May 22, 2020 of 83

The Family Functioning Assessment—Maltreatment and Nature of Maltreatment tab

1. The Maltreatment and Nature of Maltreatment tab is the first tab on the FFA – Investigation.

2. Enter information in the Domain Summary text box.

3. In the Related Impending Danger Threats group box, answer every statement by selecting the Yes or No radio buttons.

This domain is concerned with the maltreating behavior and immediate effects on a child. It considers what is occurring or has occurred and what the results are (e.g., hitting, injuries, lack of supervision). The answer to this question also results in a finding/identification of maltreatment (as in an allegation or substantiation of the alleged maltreatment). This important question is typically the focus of most Hotline reports and investigations. However, relying only on information from this question is inadequate for assessing safety.

Information that answers this question, includes: • Type of maltreatment • Severity of maltreatment • Description of specific events • Description of emotional and physical symptoms



May 22, 2020 of 83

• Identification of the child and maltreating caregiver • Condition of the child

This domain is also concerned with the nature of what accompanies or surrounds the maltreatment. It addresses what is going on when the maltreatment occurs or occurred. It serves to qualify the maltreatment by placing it in a context or situation that 1) precedes or leads up to the maltreatment, or 2) exists while the maltreatment is occurring. By selectively "assessing" this element separate from the actual maltreatment, we achieve greater understanding of how serious the maltreatment is. In other words, circumstances that accompany the maltreatment are important and are significant in-and-of themselves and qualify how serious the maltreatment is.

Information that answers this question includes:

• The duration of the maltreatment • History of maltreatment • Patterns of functioning leading to or explaining the maltreatment • Parent/legal guardian or caregiver intent concerning the maltreatment (assessment of

intent regarding parenting/discipline vs. intent to harm) • Parent/legal guardian or caregiver explanation for the maltreatment and family

conditions • Unique aspects of the maltreatment, such as whether weapons were involved • Caregiver acknowledgement and attitude about the maltreatment • Other problems occurring in association with the maltreatment

Detail: Who; What; When; Where; How; How much; How often

Other Details: Pattern, History, Intensity, Duration, Frequency

This information may assist with further determining if abuse/neglect or conditions that threaten child safety are in the process of occurring, isolated, or constant and ongoing.

Users have the ability to check the ‘Unable to Assess’ checkbox on the FFA –

Investigation page so that they are not forced to document information that is either inaccurate or does not apply based on any of the Reasons provided in the associated drop down. This applies in instances such as Patently Unfounded, where the user does not need to make a safety determination. By checking the ‘Unable to Assess’ checkbox and identifying the Reason of Patently Unfounded, the user can then close the investigation without being forced to make safety determination of Safe or Unsafe.

o If the ‘Unable to Assess’ checkbox is checked and the Reason selected is No Surviving Children, FSFN will validate that all children in the FFA – Investigation



May 22, 2020 of 83

have a documented Date of Death on Person Management. If an error has occurred, the following validation message will display: The Reason of “No Surviving Children” cannot be selected because there are children for whom there is not a Death Date Documented. Please select a valid Reason or update the child(ren)’s Person Management page with the Death Date.

o If the ‘Unable to Assess’ checkbox is checked and the Reason selected is False Report, FSFN will dynamically display the Referred to Law Enforcement or State Attorney for False Report checkbox on the Results tab of the Child investigation page.

Upon selecting the ‘Complete’ checkbox and saving the FFA-investigation page, FSFN will save the changes to the database and populate the value in the Reason drop down to be defaulted and displayed as disabled and grayed out in the Determination drop down in the Results tab.

If the user changes the Investigative Sub Type from Other to In-Home, any existing user entered text on the Maltreatment and Nature of Maltreatment text field on the Results tab of the Investigation page will become disabled and grayed out. However, that field will be replaced with the narrative from the FFA - Investigation Maltreatment and Nature of Maltreatment text field.

The Family Functioning Assessment—Child Functioning tab 1. Select the second tab in the Family Functioning Assessment to access the Child

Functioning tab. 2. Enter a narrative in the Domain Summary text field for each child. 3. In the Related Child Functioning Impending Danger Threats group box, click Yes or

No for all children collectively.

4. Place your cursor and hover over the Maltreatment tab label for clarification regarding what should be included in this narrative (Also included in this User Guide, see below).



May 22, 2020 of 83

The Child Functioning tab provides the user with the ability to analyze and document how each child functions on a daily basis, as well as document if a danger threat exists relative to child functioning. In addition, the Child Functioning tab provides the user with quick access to each child’s Person Management record, Medical/ Mental Health record (if applicable), and Education record (if applicable). Note that these are the Medical/ Mental Health and Education records associated with the FSFN Case in which the user is working and to which the Child Investigation is linked.

If a child has a documented Death Date on the Demographics tab of Person Management, the child will NOT be displayed on the Child Functioning tab of the FFA – Investigation upon initial creation. However, once the FFA – Investigation is created, if a Death Date is subsequently documented on the child’s Person Management record, the child will remain on the FFA – Investigation Child Functioning tab.

Hover Text: This information domain is concerned with the child’s general behavior, emotions, temperament, and physical capacity. It addresses how a child is from day to day, rather than focusing on a point in time (e.g., CPI contact, time of maltreatment event). A developmentally appropriate standard is applied in the area of inquiry. This



May 22, 2020 of 83

information element is qualified by the age of the child. Functioning is considered with respect to age appropriateness. Age appropriateness is applied against the “normalcy” standard. Therefore, it is critical that you have a working understanding of child development given that you will be considering how a child is functioning in respect to what is expected given the child's age. Among the areas you will consider during information collecting and "assessing" are trust, sociability, self-awareness and acceptance, verbal skills/communication, independence, assertiveness, motor skills, intellect and mental performance, self-control, emotion, play and work, behavior patterns, mood changes, eating and sleeping habits, and sexual behavior. Additionally, you consider the child's physical capabilities including vulnerability and ability to make needs known.

Information that answers this question includes:

• General mood and temperament

• Intellectual functioning

• Communication and social skills

• Expressions of emotions/feelings

• Behavior

• Peer relations

• School performance

• Independence

• Motor skills

• Physical and mental health

• Functioning within cultural norms


Vulnerable Child refers to a child who is dependent on others for protection and is exposed to circumstances that she or he is powerless to manage, and susceptible, accessible, and available to a threatening person and/or persons in authority over them. Vulnerability is judged according to age; physical and emotional development; ability to communicate needs; mobility; size and dependence; and susceptibility. This definition also includes all young children from 0 – 6 and older children who, for whatever reason, are not able to protect themselves or seek help from protective others.



May 22, 2020 of 83

The Family Functioning Assessment—Adult Functioning tab 1. Select the third tab in the Family Functioning Assessment to access the Adult Functioning

tab. 2. In the Domain Summary group box, enter a narrative in the text field for each adult. 3. Place your cursor and Hover over the Maltreatment tab label for clarification regarding what

should be included in this narrative (Also included in this User Guide, see below.). 4. In the Related Adult Functioning Impending Danger Threats group box, select Yes or No

for all adults collectively.

Hover Text: This information element has strictly to do with how adults (the caregivers) in a family are functioning personally and presently in their everyday lives. It is concerned with life management, social relationships, meeting needs, and problem solving. Among the things you would be concerned about in gathering information and assessing are behavior, communication, ability to relate to others, intellect, self-control, problem solving, coping, impulsiveness, and stress management. It also includes adult mental health, substance use, violence, and criminal history associated with drugs or violence, and how these underlying conditions may or are contributing to child abuse/neglect. It is concerned with whether role performance is negatively impacted or influenced by mental health, substance use/abuse, or family/domestic violence in relation to child abuse/neglect. It includes perception, rationality, self-control, reality testing, stability, self-awareness, self- esteem, self-acceptance, and coherence. Remember it is important that recent (adult



May 22, 2020 of 83

related) history is captured here such as employment experiences, criminal history, previous relationships and associated dynamics, and so on.

Undesirable behaviors on the part of caretakers do not, in and of themselves, constitute child abuse or neglect. Substance abuse, domestic violence, mental illness, and criminal behavior – while they are often the underlying cause – are not, by themselves, abuse, and neglect. It is not until a caregiver actually harms a child or subjects a child to a real, plausible, and significant threat of harm that child abuse or neglect occurs. Information that answers this question includes:

• Communication and social skills

• Coping and stress management

• Self-control

• Problem solving

• Judgment and decision making

• Independence

• Home and financial management

• Income/Employment

• Citizenship and community involvement

• Rationality

• Self-care and self-preservation

• Substance use

• Mental health

• Family and/or domestic violence

• Physical health and capacity

• Functioning within cultural norms


The Family Functioning Assessment—Parenting tab 1. Select the fourth tab in the Family Functioning Assessment to access the Child

Functioning tab. 2. In the Domain Summary group box, enter a narrative for each care giver. 3. In the Related Parenting Impending Danger Threats group box, select Yes or No for

each question for each parent.



May 22, 2020 of 83

4. Place your cursor and hover over the Parenting tab label for clarification regarding what should be included in this narrative.

Hover Text: Discipline is considered in a broader context than socialization, teaching, and guiding the child. Usually, staff focuses on discipline only within a punishment context, so emphasis on the importance of viewing discipline as providing direction, managing behavior, teaching, and directing a child are considered in answering this question.

Information that answers this domain includes:

• Disciplinary methods

• Approaches to managing child behavior

• Perception of effectiveness of utilized approaches

• Concepts and purpose of discipline

• Context in which discipline occurs

• Cultural practices



May 22, 2020 of 83

The Family Functioning Assessment—Protective Capacity Analysis tab 1. Select the fifth tab in the Family Functioning Assessment to access the Protective

Capacity Analysis tab. 2. Within the Protective Capabilities group box, select Yes, No, or Unknown for each

category. Each Protective Capacity must have an identified response in order to complete this page. This information will then be available to pre-fill case planning tools and assessments.

The Protective Capacity Analysis tab is a tool to analyze, document, and make an overall determination regarding the Parent/Legal Guardian’s ability to provide protective capacities to the children, by indicating Yes, No, or Unknown for each Protective Capacity. In addition, the user is able to document an overall determination as to the sufficiency of the protective capacities to manage identified threats of danger in relation to child’s vulnerability.

The Safety Summary and Planning tab provides you with a tool to document the safety determination for each child in the home. Here you can document a child safety summary to support your determinations. The Safety Analysis and Planning tool is enabled when it is necessary to determine if the child(ren) can remain in the home or if Out-of-Home Placement is necessary.



May 22, 2020 of 83

The Family Functioning Assessment—Safety Summary and Planning tab

1. Select the sixth tab in the Family Functioning Assessment to access the Safety Summary and Planning tab.

2. In the Child Safety and Determination Summary group box, select a safety determination for each child by selecting the radio button next to the most appropriate statement:

a. Safe b. Unsafe

If a child has a documented Death Date on the Demographics tab of Person

Management, the child will NOT be displayed in the Child Safety Determination and Summary group box on the Safety Summary. This is to prevent these children from requiring an Impending Danger Safety Plan, which is only appropriate for surviving children in the home.

FSFN will ensure that the user has selected the appropriate Safety Determination based on the Safety Determination selected and the Danger Threats identified. Upon selecting the Complete checkbox and attempting to Save the FFA – Investigation, if at least 1 child has been selected as Safe but there is at least 1 Danger Threat where Yes is selected, a validation prompt is displayed. Similarly, if at least 1 child has been selected as Unsafe but there are no Danger Threats where Yes is selected, a validation prompt is displayed.

3. In the Child Safety Analysis Summary text field, enter a narrative to support the safety determination(s).

4. The In-Home Safety Analysis and Planning group box only displays if the Unsafe radio button is selected for at least one child. If displayed, select the appropriate Yes or No radio buttons to assist in determining if the child(ren) should remain in the home.

5. Document the narrative information within the associated summary text field, if applicable.



May 22, 2020 of 83

To create a Supervisor Consultation 1. Click the Supervisor Consultation hyperlink.

The Supervisor Consultation page displays.



May 22, 2020 of 83

Child Investigation—Safety Plan

About creating a Safety Plan You can create a new Safety Plan from the Child Investigations page. A Safety Plan is a personalized, practical plan that addresses dangerous situations and helps case participants know the best course of action when in danger. A Safety Plan outlines threats of harm to the child(ren) and the actions, or plan, to mitigate those threats.

Use the Purpose drop down to select either Present Danger Plan or Impending Danger Plan when creating the Safety Plan. If you are working on an “In-Home investigation, you will create the Present Danger Assessment to identify if any Present Dangers exist. If so, you must create a Safety Plan with a Purpose of Present Danger Plan.

Upon completion of the FFA – Investigation, if impending dangers are found to exist, the CPI may terminate the Safety Plan with a Purpose of Present Danger Plan and may create a Safety Plan with a Purpose of Impending Danger Safety Plan.

The Safety Plan is optional if you are working on an Investigation with the sub-type Other. Key Tasks

To Create an Investigation Level Safety Plan

1. From a Child In-Home or Other Investigation page, select the Safety Plan hyperlink from the Actions and Text List Box.

To Create a Case Level Safety Plan

1. From the Desktop, select Case Work from the banner bar 2. Select the applicable Case. 3. Select the Assessment and Planning drop down. 4. Click Safety Plan. 5. Click Create.



May 22, 2020 of 83

Alternatively, a Case-level Safety Plan can be created from Case Book.

1. Access Case Book. 2. From Case Book, select the Create Case Work hyperlink above the center group box. 3. Select the Assessment and Planning drop down. 4. Click Safety Plan. 5. Click Create.

OR

1. Access Case Book. 2. From Case Book, select the Safety Plan hyperlink from the Actions and Text List Box.

To Complete a Family Type Safety Plan

1. Launch a Safety Plan page. 2. The system will populate the Case Information based from the Maintain Case table. 3. Enter an Effective Date.



May 22, 2020 of 83

4. Select a Safety Plan Purpose from the Safety Plan Purpose drop down. 5. Select Family on the Safety Plan Type radio button.

If the Safety Plan Type is initially “Individuals” and is subsequently changed to “Family,” upon changing the Safety Plan Type any selected check boxes within the Children Under Safety Management group box will be automatically de-selected and check boxes disabled.

Some of the Case Information is system derived from the Maintain Case table associated with Case that was selected when Safety Plan page was created or Case to which the Investigation is associated. If Safety Plan page was created from the Investigation page from the Actions and Text list box then the Intake/Investigation ID will be associated to the Safety Plan and will display.

6. Click Save. 7. Document the Specific Threats to Child Safety in the text box in the Danger Threat(s)

Description group box.

8. On the Safety Plan Actions group box, click Insert.



May 22, 2020 of 83

9. Safety Plan Actions Page pop-up displays. 10. Document the fields on the Safety Plan Actions Page pop-up.

11. Select Continue. 12. Select the Completed check box.

Complete check box to indicate that the Safety Plan has been completed and all applicable Safety Actions documented. Upon selecting the Complete check box, and clicking Save, the system validates the applicable required fields have been documented.

13. Click Save.

Upon successfully saving, the Safety Plan page becomes disabled, except for the Terminate Plan group box fields. Default is null; When the Safety Plan page is created, if a previous Safety Plan page exists, the Complete check box will not pre- fill.

14. Click Close.

To Complete an Individual Type Safety Plan 1. Launch a Safety Plan page.



May 22, 2020 of 83

2. The system will populate the Case Information based from the Maintain Case table. 3. Enter an Effective Date. 4. Select a Safety Plan Purpose from the Safety Plan Purpose drop down. 5. Select Individual on the Safety Plan Type radio button.

If Individual is selected, at least one Child Under Safety Management must be included.

6. From the Children Under Safety Management group box, click Insert.

7. The Children Under Safety Management pop-up displays. 8. Select the appropriate child participant(s). 9. Click Continue. 10. Select the appropriate Included check box.

11. Document the Specific Threats to Child Safety in the text box in the Danger Threat(s) Description group box.

12. On the Safety Plan Actions group box, click Insert. 13. Safety Plan Actions Page pop-up displays. 14. Document the fields on the Safety Plan Actions Page pop-up. 15. Select the Completed check box. 16. Click Continue. 17. Click Save. 18. Click Close.



May 22, 2020 of 83

Child Investigation - Risk Assessment

About the Risk Assessment Page The Risk Assessment represents one tool of the FSDMM practice model within FSFN that will support CPI’s with the analysis of risk of future maltreatment in a household where abuse, abandonment are alleged.

The Risk Assessment represents one component of the FSDMM used by CPI and Case Managers to guide decision making during initial child protection intervention and continued remediating services, and support a more efficient system user interface.

About creating a Risk Assessment You can create a new Risk Assessment from the Child Investigations page by clicking the Risk Assessment hyperlink within the Actions list box when the Investigation Sub Type is ‘In-Home’. Only one Risk Assessment can be created per Child In-Home Investigation. Therefore, once the Risk Assessment hyperlink is selected and Risk Assessment page saved, the page will be “created” and anytime the Risk Assessment hyperlink is subsequently selected from the Child In-Home Investigation page, the same Risk Assessment page will be launched with the information already captured and saved.

The Risk Assessment hyperlink is not displayed for Child Institutional or Other Investigations; it is ONLY available for Child In-Home Investigations. Therefore, if the user toggles from In-Home to Other or Institutional or vice versa, the hyperlink will display or not display accordingly. Note also that once the Risk Assessment has been created for an In-Home Investigation, the Investigation Sub Type drop down will become disabled and grayed out, not allowing the user to toggle the Sub Type to either Institutional or Other.

Until the Risk Assessment hyperlink has been selected from the Child In-Home Investigation and successfully saved for the first time, the Risk Assessment page will not be saved to the database.

The Risk Assessment page provides the ability to identify if the user is Unable to Assess and document findings based on the selection of a reason on the associated Reason drop down. If the user indicates they are Unable to Assess by checking the check box, the Reason drop down becomes enabled and required.

Upon selecting a value from the Reason Drop down, the Child Investigation page will refresh with the same value, which will be defaulted and displayed as disabled and grayed out in the Determination drop down in the Results tab. Upon marking the Risk Assessment as ‘Unable to Assess’ and then ‘Complete’, FSFN will run edits to ensure that if an FFA – Investigation page exists and is also marked as ‘Unable to Assess’ and then ‘Complete’ that the Reason selected on the FFA – Investigation page is congruent with the Reason selected on the Risk Assessment.



May 22, 2020 of 83

Once successfully saved for the first time, the Risk Assessment page will be saved to the database and each time the Risk Assessment hyperlink is selected from the Child In-Home Investigation, the same Risk Assessment page will be called from the database and launched.

To create a Risk Assessment from the Investigation (Investigation accessed from Desktop)

1. From the FSFN Outliner, click the Case expand icon. 2. Under the Cases expando, click the applicable Case Folder icon. 3. Under the Case Folder icon, click the Investigation icon to display all Investigations

associated to the applicable FSFN Case. 4. Under the Investigation icon, click the appropriate Investigation hyperlink to display the

Investigation page.

5. On the Investigation page, click the Risk Assessment hyperlink from the Actions group box.



May 22, 2020 of 83

6. The Risk Assessment page displays in Create mode.

Once the Risk Assessment hyperlink is selected and the Risk Assessment page is saved, the page is “created” and anytime the Risk Assessment hyperlink is subsequently selected from the Child In-Home Investigation page, the same Risk Assessment page launches with the information already captured and saved.

If the ‘Unable to Assess’ checkbox is checked and the Reason selected is False report, FSFN will dynamically display the Referred to Law Enforcement or State Attorney for False Report checkbox on the Results tab of the Child Investigation page.

Upon selecting the ‘Complete’ checkbox and saving the Risk Assessment page, FSFN will save the changes to the database and populate the value in the Reason drop down to be defaulted and displayed as disabled and grayed out in the Determination drop down in the results tab.

Once the user creates and saves the Risk Assessment with the selection of In-Home as the Investigative Sub Type, the Investigative Sub Type becomes disabled and not available for user to change Sub Type to either Institutional or Other.



May 22, 2020 of 83

Institutional Child Investigation

About Institutional Child Investigation Page The Institutional Safety Assessment page is used to document safety factors, safety actions, and the overall safety of a child receiving care in an institution such as a group home. From the Institutional Child Investigation page, you can access the following hyperlinks in the Actions List Box:

• Create Initial Institutional Assessment


• Approval


You can access the following hyperlinks from the Text List Box:





• Closure Letter

There are four tabs associated with the Institutional Safety Assessment:

• Child Factors – Use to record responses to questions regarding signs of present danger, child vulnerability, and implications for child safety posed by these factors

• Facility Factors – Use to record information about facility practices and child vulnerability

• Safety Action – Use to identify the need for a safety plan

• Overall Safety Assessment – Use to record a narrative of the overall safety assessment

The Initial Institutional Safety Assessment must be completed within 48 hours of the first victim seen and then submitted to a supervisor. Once the Institutional Safety Assessment has been created, the Investigation Sub Type becomes disabled and does not allow the user to change the Sub Type to either In-Home or Other.

After you have completed the Initial Institutional Safety Assessment, the Updated Institutional Safety Assessment Action hyperlink will be displayed on the Child Investigation page for selection.

There can only ever be one “pending” Institutional Safety Assessment at any given time and



May 22, 2020 of 83

there can only ever be one Initial. All subsequent assessments created are updates.

Key Tasks

The Institutional Child Investigation Assessment

1. Access the Child Investigation page. 2. Verify that the Investigative Sub Type is Institutional.

a. If not, select Institution from the Investigative Sub Type drop down list. 3. The Investigation page will automatically refresh to display the applicable hyperlinks

within the Action List Box. 4. Select the Create Initial Institutional Child Safety Assessment hyperlink to launch

the Institutional Child Safety Assessment.



May 22, 2020 of 83

When the user creates and saves the initial Institutional Safety Assessment with Institutional selected as the Investigative Sub Type, the Investigative Sub Type becomes disabled and does not allow the user to change the Investigative Sub Type to either In-Home or Other.

If the user changes the Investigative Sub Type from Institutional to In-Home or Other, the Additional Actions and/ or Closure Checklist will be purged.

The Institutional Safety Assessment launches and displays the Child Factors tab in edit mode.

The Institutional Safety Assessment

1. In the Child Factors group box, answer the required factors by selecting Yes, No, or if applicable, Unknown from the drop down.

2. In the Implications for Child Safety group box, enter a narrative describing the implications for child safety. This information pre-fills on the Results tab.

3. Click Save.



May 22, 2020 of 83

The Child Factors tab requires a response to eight (8) different questions addressing signs of present danger and child vulnerability for each participant with a role of Child in Home or Victim and an explanation of the implications for child safety that are a result of the responses to these factors. The user selects a response for the eight (8) different safety factors for this tab. The user records Implications for Child Safety.

The Institutional Safety Assessment—Facility Factors tab 1. Select the second tab of the Institutional Safety Assessment to access the Facility

Factors tab. 2. From the Facility Factors group box, answer the required factors by selecting Yes, No,

or if applicable, Unknown from the drop down. 3. In the Implications for Child Safety group box, enter a narrative describing the

implications for child safety. This information pre-fills on the Results tab.

4. Click Save.



May 22, 2020 of 83

Institutional Safety Assessment—Safety Actions 1. Select the third tab of the Institutional Safety Assessment to access the Safety

Actions tab. 2. In the Safety Actions group box, complete the applicable actions. 3. Each selected action requires the Date of Decision and an Explanation, in addition to

other applicable fields based on the selected check box. 4. If No Immediate Action is selected, then the Safety Action requirement is complete. 5. Enter the Date of Decision.



May 22, 2020 of 83

If No Safety Actions Needed is selected, then the Safety Action requirement is complete.

Enter the Date of Decision. If No Safety Actions Needed is not selected, then complete applicable actions.

Each action requires the Date of Decision, Person Responsible, and Explanation.

Institutional Safety Assessment—Overall Safety Assessment 1. Select the fourth tab of the Institutional Safety Assessment to access the Overall

Safety Assessment tab. 2. In the Overall Safety Assessment text box, enter a narrative describing the overall

safety assessment. 3. Select the Complete check box. 4. Click Save. 5. Click Close.



May 22, 2020 of 83

The Overall Safety Assessment tab contains only a narrative text box to allow the user to record the overall safety assessment for the Institutional Safety Assessment. The Overall Safety Assessment is required before the user can submit the safety assessment for supervisory review.



May 22, 2020 of 83

Updated Institutional Child Safety Assessment

About the Updated Institutional Child Safety Assessment Page Special Conditions Referral

Key Tasks

To update an Institutional Child Safety Assessment

1. From the Investigations page, select the Create Update Institutional Safety Assessment hyperlink. The Updated Institutional Safety Assessment page displays.

2. As with the Initial Institutional Child Safety Assessment, you will move across the tabs along the top of the safety assessment page to access and enter information.

To view an Institutional Child Safety Assessment (Initial or Updated)

1. On the Investigations page, select the Initial or Updated Institutional Child Safety Assessment hyperlink.



May 22, 2020 of 83

Special Conditions Referral

About Special Conditions Referral The Special Conditions Referral page is the main page in a Special Conditions Referral and is composed of a tab folder with five tabs and a header group box. The header, which is visible from all the individual tabs, contains basic case and report information. The user does not enter information into this header; the processes that created the associated Intake have already captured it. The case name pre-fills the Name field, and the referral status and date of the referral status is automatically entered into the Referral Status and Status Date fields. The system displays the Report ID from the associated Initial Intake and the Investigative Sub Type.

The Referral Information tab is the default tab on the Special Conditions Referral page. This tab contains information regarding the intake(s) linked to the Special Conditions Referral. The Referral Information tab designates the assigned primary and secondary investigators as well as the supervisor of the primary investigator for the open Referral. Each linked Referral (Initial, Supplemental, and Additional) displays on the Referral tab and displays either a Commence hyperlink or a hyperlinked Date and Time. Clicking the Commence hyperlink launches the case note where this is documented. Clicking the Date and Time hyperlink in the Commencement column launches the completed note. Each referral must have a Commencement Note documenting the initiation of the investigation. Refer to the Notes Topic Paper (CM06), the Notes How Do I Guide, and the Notes User Guide for details about how to enter a Commencement note (See Case Notes How Do I and User Guides for additional information on Investigation Contacts).

• Child on Child Sexual Abuse Assessment • Special Conditions Assessment • Closure Checklist • Link Additional Intakes • Approval • Move Investigation

Key Tasks

To create a Special Conditions Referral 1. From the Desktop, click the Cases expando. 2. Click the applicable Case Book hyperlink. 3. Within the Actions panel on the right side of the Case Book page, click the Special

Conditions Referral hyperlink. The Intake Link pop-up page displays.

4. Select the applicable Initial Intake for which the Special Conditions Referral is being created.

5. Click Continue.



May 22, 2020 of 83

6. The Special Conditions Referral page displays and defaults to the Referral Information tab.

Special Conditions Referral Information tab 1. The Case Information group box pre-fills from the Intake and Case. 2. Select the applicable type of assessment (Child on Child Sexual Abuse or Request for

Assistance). The Child on Child Sexual Abuse or Request for Assistance Assessment page displays.

3. Complete all the necessary fields. 4. Submit the Assessment for approval. Refer to the C.O.C. Online Help Guide for complete

details.

The Child on Child Sexual Abuse Assessment and Request for Assistance Assessment are only available from the Referral Information tab. The Approval is available from both the Referral Information and Results tabs.



May 22, 2020 of 83

To access the Special Conditions Participants tab 1. Select the second tab in the Special Conditions Referral to access the Participants tab.

2. Click on the Name hyperlink for the appropriate participant.

The Person Management record for the selected participant displays. The Person Management record defaults to the Basic tab.

3. Update any necessary information within the Person Management record. 4. Click Save. 5. Click Close.

User is returned to the Participants tab of the Special Conditions Referral page.



May 22, 2020 of 83

To add a participant on the Participants tab 1. On the Participant tab, click Insert.

The Participant Selection pop-up page displays.

2. Select the check box next to the person you want to add to the special conditions referral.

You may select more than one participant. If the additional participant is not already a Case Participant, refer to the steps

outlined above to add a participant (Participants tab). 3. Click Continue. 4. Click Close.


To create or update Roles on the Participant tab 1. From the Participants tab, click the Edit Roles hyperlink next to the participant for

whom you want to add roles.

This is only available for those participants who are added to the Investigation or Referral, not originally included in the Intake.

Those participants that pre-filled from the Intake will not have the Edit Roles hyperlink.

The Roles pop-up page displays.



May 22, 2020 of 83

2. From the Roles group box, select the check box next to each role you want to associate to the participant. Up to five roles may be selected for each participant.

3. Click Continue. 4. Click Close.

To remove a Participant on the Participant tab

1. From the Participants tab, click the Remove hyperlink next to the appropriate participant.

FSFN will display a Web Page Dialog box ensuring that you want to remove the selected participant.

2. Click the Yes button. The Removal Reason pop-up page displays.



May 22, 2020 of 83

3. In the Removing Participant from Referral group box, select a reason from the Reason for Removal from Referral drop down.

4. Click Continue.


For those participants that did not pre-fill from the Intake, and were added to the Referral, if the Referral has not been saved after adding the additional participant, the Removal Reason pop-up page will not be displayed. FSFN will remove the participant once you confirm that you want to remove the participant, by clicking the Yes button on the Webpage Dialog box.



May 22, 2020 of 83

The Special Conditions Narrative Outcome tab 1. Select the third tab in the Special Conditions Referral to access the Narrative/Outcome tab.

2. Enter the necessary information in the Special Conditions Response Summary field. 3. Click Save.

The Narrative/Outcomes tab allows you to record information concerning the

referral and an outcome of the assessment. The Special Conditions Intake Narrative pre-fills from the Narrative documented in the Intake, and is view-only. The Special Conditions Response Summary allows you to summarize the actions taken in response to the referral.



May 22, 2020 of 83

The Special Conditions Contacts/Notifications tab 1. Select the third tab in the Special Conditions Referral to access the Contacts/Notifications

tab.

2. In the Contacts group box, the following information will be displayed for any commencements or face-to-face contacts documented throughout the course of the Referral:

• Note ID

• Type

• Name

• Affiliation/Relationship,

• Face to Face

• Reason Not Seen

• Date

• Contact Date/Time



May 22, 2020 of 83

All information in the Contacts group box is view only. 3. Select the hyperlink in the Note ID column next to the appropriate name. The hyperlink

launches the details of the associated note in view-only mode. 4. In the Notifications group box, click the Insert button. A new row is added for you to

enter notification details. 5. Select the Agency Name/Role from the drop down. 6. Enter the Date/Time of Action.

7. Enter the name of the Person Notified in the text box. 8. Enter the Affiliation in the text box. 9. Enter any Comments in the text box. 10. Click Save.

The Contacts/Notifications tab supports the creating of a case note from within the

referral. Selecting the Insert button launches a case note and associates it with the referral. Commencement notes are launched from the hyperlink on the Intakes tab and then display on this page.

Once a note is saved, it displays on this tab with a hyperlinked number. Selecting the hyperlinked ID number gives view access to users. Notes can be edited by the user who created the note, their supervisor, or acting supervisor (See the Case Notes How Do I and User Guides for additional information on Investigation Contacts.).

Examples of the type of notes associated to the Investigation are Commencement Initial, Commencement Additional, and Face to Face Contact.

In order to approve the referral, there must be a documented Face to Face visit for all participants.



May 22, 2020 of 83

The Special Conditions Results tab 1. Select the fourth tab in the Special Conditions Referral to access the Results tab.

If the Determination drop down displays the value of Closing – False Report, then the Referred to Law Enforcement or State Attorney for False Report check box dynamically displays and is enabled for user selection. For all other values in the Determination drop down, the Referred to Law Enforcement or State Attorney for False report check box will be hidden.

For a Child on Child Sexual Abuse Assessment, the following fields will be displayed when the Assessment Implications expando is expanded. These fields are pre-filled from the actual assessment and are view only:

• Offense Characteristics

• Child Maltreatment History

• Social and Interpersonal Skill and Relationship



May 22, 2020 of 83

• Sexual Knowledge and Experience

• Academic and Cognitive Functioning

• Mental Health Issues

For a Child on Child Sexual Abuse Assessment, the following fields will be displayed when the Treatment Needs expando is expanded. These fields are pre- filled from the actual assessment and are view only:

• Treatment Needs

• Services/Compliance Narrative 2. The Approval History pop-up page displays.

The Results tab page allows the user to view the results of the Special Conditions

Referral and Child on Child Sexual Abuse Assessment or the Request for Assistance Assessment. The Results tab may include the following four (4) expando areas:

• Assessment Implications (Child on Child Sexual Abuse)

• Treatment Needs (Child on Child Sexual Abuse)



May 22, 2020 of 83

• Request for Assistance Referral Narrative (only for Request for Assistance)

• Overall Summary (only for Request for Assistance)



May 22, 2020 of 83

Child Investigation—Other

About Child Investigation Sub Type Other If the Investigative Sub-Type is Other, the CPI must create the Present Danger Assessment (PDA) and complete all elements of the Child Investigation page. The user will not be required to create the Safety Plan, as this is an optional piece of work.

Key Tasks

Access Child Investigation—Other

1. Navigate to the Investigation page from the Desktop, Case Book, or Person Book. 2. Select Other from the Investigative Sub-Type drop down. 3. The Child Investigation page displays and defaults to the Signs of Present Danger

tab in edit mode. 4. Complete the Signs of Present Danger tab and move across all seven (7) tabs to

complete the investigation. Instructions for completing these tabs are provided in this User Guide in the In

Home Investigation section.



May 22, 2020 of 83

Child Investigation In-Home and Child Investigation Other contain the same

seven tabs. At any point in time prior to closing the investigation, users are able to change

the Investigation Sub Type to either In-Home or Institutional.

Approval History Pop-up Page

About the Approval History The Approval History page is launched from the Child Investigation, Adult Investigation, or Special Conditions Referral pages. The Unit Name, Worker Name, Status, Date, and Approval History pre-fill on the pop up.

Key Tasks

To access the Approval History Pop-up page

1. Access the Child Investigation, Adult Investigation, or Special Conditions Referral page. 2. Select the Approval History hyperlink.

The Approval History pop-up page displays. 3. Select the Approve, Reroute, Recall/Return, or Not Approve radio button.



May 22, 2020 of 83

The Approval History Page must be completed before an investigation can be closed. Upon clicking the approval hyperlink OR launching Approval history and selecting

Approve/ Not Approve and attempting to Save the Child Investigation page, the Edits for Final Roles and Findings should be released if the Closing Determination is Patently Unfounded, No Jurisdiction, or Duplicate. This means that the user is not required to document the Final Roles or Findings fields if any of those three Closing Determinations are selected. Work that has already been started must be completed before the investigation can be approved.

Investigators can submit an Investigation for approval for closure to any Acting Supervisor or Unit Supervisor, even if the Acting Supervisor or Unit Supervisor is not associated to their existing Unit.

Investigative Supervisors may select the Reroute option and forward the approval to another Supervisor if needed without requiring the Investigator to change the selected Supervisor.

FSFN will generate an automated message when an Approval is requested, re-routed, or recalled.

The Investigator or the Investigative Supervisor can recall an Approval submission.

Before an Investigation can be submitted for approval for closure, FSFN will verify that at least one PDA has been completed and that no Pending PDA's exist.

Before the investigation can be approved for closure in FSFN with a closing determination of patently unfounded, duplicate, or no jurisdiction a supervisory consult must be completed.

Before an ‘In-Home’ or ‘Other’ investigation can be approved for closure in FSFN, an Investigation TANF must be completed.

Prior to submission for approval, all Institutional Child Safety Assessments must be "completed”, and each must have at least one associated Supervisor Consultation.

Florida Safe Families Network - University of South...

Documents

Transcript of Florida Safe Families Network - University of South...