Santa Clara County Social Services Agency Agency Memorandum # 10-05 January 21, 2010 DFCS Staff

Supervisor Approval of Court Reports and Other Court Documents in CWS/CMS

Overview CWS/CMS allows for electronic approval of court reports and other court documents that can be created in the CWS/CMS application, such as Addendums and Applications for Order. After completing the court document in CWS/CMS, the social worker submits it to the supervisor in the Pending Approval status. After the document is reviewed by the supervisor, required edits may be made by the social worker while the document remains in the Pending Approval status. After the supervisor approves the finished document in CWS/CMS, it becomes “read-only,” which preserves the integrity of the document.

New Policy Effective January 25, 2010, it is the policy of the Department of Family and Children’s Services that all court reports and other court documents that can be created in the CWS/CMS application be approved in CWS/CMS by the social work supervisor.

Procedures After completing the court document in CWS/CMS, the social worker: for Submitting  Closes the Microsoft Word document. the Court The Court Report notebook will then show on the screen. Report or o Other Court  Clicks Action in the browser (See Diagram 1). Document to  Selects Approval from the drop-down menu (See Diagram 1). the Supervisor o The Approval Detail dialog box will appear on the screen. for Approval  Clicks the arrow ▼ on the Approval Status field of the Approval Detail dialog box (See Diagram 2)  Selects Pending Approval from the drop-down menu. o Clicks OK.  Submits the court document for supervisor review.

Procedures for After signing the finished, printed copy of the court document, the Supervisor supervisor: Approval of  Goes into the Court Report notebook in the CWS/CMS case. the Court  Clicks Action in the browser (See Diagram 1). Report l  Selects Approval from the drop-down menu (See Diagram 1). o The Approval Detail dialog box will appear on the screen.  Clicks the arrow ▼ on the Approval Status field (See Diagram 2).  Selects Approved from the drop-down menu. o Clicks OK. The court document becomes read-only.

2 Diagram 1

Click Action and select Approval

Diagram 2

Click the arrow for the drop- down menu in the Approval Status field and select Pending Approval

Reviewed by: Lori A. Medina, Director Department of Family and Children’s Services

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