LEGAL - TRAINER GUIDE

Transcription

1 LEGAL TRAINER GUIDE

2 LEGAL - TRAINER GUIDE FUNCTIONALITY ADDRESSED: Legal provides a historical record of the events leading up to the filing of a legal document with the Courts. It provides a complete picture of the history surrounding the initiation of a legal action, as well as each child s Court Approved Permanency Goal(s). LEARNING OBJECTIVES: Upon completion of this course, the student will demonstrate the ability to: Capture when specific legal actions or pieces of work were requested, completed, or received. Record Court activities, including the Court that heard the action, the outcome of the Court activity, the Legal Case and Custody Statuses of the appropriate case participant(s), the applicable Court Case Number(s), the Court Approved Permanency Goal(s) of the appropriate case participant(s), and various dates surrounding presentation and completion of a legal action. Record continuance information. Copy one-to-one and many-to-one Legal pages. Generate Legal Documents and indicate to whom the Legal Document applies. Copy Legal Documents. Document Legal Meetings and Privileged Consultation information. Document Diligent Search Activities conducted and the associated outcome. Florida Safe Families Network - FSFN Page 2 of 32 Legal Trainer Guide

3 W INDOW DESKTOP D O T HIS 1. Overview of Legal module It captures when specific actions or pieces of work were requested, completed, or received. After legal action is initiated, it supports the recording of Court activities, including the Court that heard the action, the outcome of the Court activity, the Court Case Number(s), the Legal Statuses of the appropriate case participant(s), and various dates surrounding presentation of a legal action. The worker will be able to generate legal documents and indicate to whom the legal document applies, which are prefilled with much of the basic information requested in legal forms such as names, addresses, dates of birth, and Social Security numbers. CREATE CASE WORK Note: While many legal documents are Microsoft Word templates in FSFN, some documents, such as birth certificates, must still be compiled manually by the worker. Documents that need to be completed manually can be scanned into FSFN and placed in the appropriate case file cabinet. The worker is also able to document the activities conducted, as well as the outcome, when performing a diligent search for a parent. This is accomplished using the Diligent Search for Parent page. Additionally, the worker can document the aspects of Legal Meetings and Legal Consultations via the Meetings module, which includes Privileged Consultation information. Florida Safe Families Network - FSFN Page 3 of Overview of Security The ability to create a Legal page (Legal Legal Trainer Guide

4 W INDOW VALIDATION MESSAGE D O T HIS surrounding the Legal Module. Action and Status and Tracking tabs) is based on the user s security profile. Only Legal staff will have the security to document all facets of the Legal module. All other users will either have limited access to create/update the Legal page (e.g., Community-Based Care (CBC) workers), or have view-only access (e.g., Program staff and the Courts). LEGAL PAGE Access to the Legal Documentation page will be limited to a specified group of users. 3. To create the Legal Record page from the Desktop, click Create > Case Work > select Legal Record from the Legal dropdown > select the appropriate Case > select the appropriate Case Participant > click the Create button. 4. A Validation Message is displayed. 5. Click the Yes button. 6. The Legal Page is displayed. If a Legal page exists for a case participant, the Legal Record page must be accessed from the desktop, under the Legal icon, by selecting the Legal Record hyperlink. Only one participant can be selected when creating the Legal Record page. A prompt is displayed which reads: A Legal Action must be created to save the Legal Record. Do you want to create a legal action now? <Yes> <No>. Upon selecting Yes the Legal page will launch automatically, defaulting to the Legal Action and Status tab, in which the worker can enter the appropriate information if no other Legal pages exist for any of the case participants. Florida Safe Families Network - FSFN Page 4 of 32 In the event the user selects Yes and Legal pages exist for other case participants, the Legal Action Copy page is automatically displayed first. Upon selecting an existing Legal page to copy OR selecting the Create button, the Legal page is displayed, defaulting to the Legal Legal Trainer Guide

5 W INDOW D O T HIS Action and Status tab. If no other Legal pages exist, the Legal Page is automatically displayed. LEGAL PAGE In the event the user selects Yes and launches the Legal page, but decides he/she proceeded in error, as long as an initial Save has not been processed, the user can still cancel out by selecting the Close button. Note 1: The user is able to cancel out by selecting No, which will return him/her to the Create Casework page. Note 2: There can be one (and only one) Legal Record page for a case participant. Note 3: The system checks to verify that the participant does not have a Legal Record in the case. If one already exists, the following error message will be displayed if a user attempts to create a new one: A Legal Record already exists for this child. Please access the child s Legal Record via the Outliner. Note 4: This is not to be misinterpreted as meaning that the system checks across the database. The system only checks in the case within which the user is working to verify that there is only one Legal Record. A person can exist in multiple FSFN Cases and have a different Legal Record in each of the cases. In addition, if there are duplicates of a case participant in the FSFN Database, the system is looking only at that specific person ID within that specific FSFN case. 7. Select Case Planning Conference from the Legal Action Initiated The selected values are displayed. Florida Safe Families Network - FSFN Page 5 of 32 Legal Trainer Guide

6 W INDOW D O T HIS LEGAL RECORD PAGE dropdown. 8. Select Leon from the County dropdown. 9. Click Save. Saves the page. The following fields are required to be documented, on the Legal page, in order to initially save the page: Legal Action Initiated and County. Upon saving the page, the Legal Action Initiated dropdown becomes disabled and grayed out. The helps prevent the user from documenting information associated with a Legal Action and then accidentally changing the Legal Action. 10. Click Close. Upon closing the Legal page, following the initial successful save, the Legal Record page is displayed with a row existing for the newly created Legal page. ACCESS LEGAL RECORD FROM THE OUTLINER 11. Click the Close button. The desktop is displayed. 12. To access an existing Legal Record for a Case Participant, drill down on the first level Legal icon, on the outliner. 13. Click the Legal Record hyperlink just created. Clicking on the first level Legal icon expands to display all Legal information created for the Case or Participant, based on the view (Date Restricted or Participant) Clicking on the Legal Record hyperlink launches the Legal Record page. 14. Review the General Information group box. 15. Review the Legal Record group box. The Participant Name, Person ID, Participant DOB, Case Name and FSFN Case ID fields are prefilled with the information of the person selected on the Create Case Work page. All the Legal Actions for a case participant are sorted dynamically based on the Completion Date of the Legal Actions, which is captured in the Date column. Florida Safe Families Network - FSFN Page 6 of 32 Legal Trainer Guide

7 W INDOW D O T HIS LEG AL RECORD PAGE The Date, Legal Action, Result, Legal Case Status, and Court Approved Permanency Goal are all system derived fields. VALIDATION MESSAGE 16. Select the Edit hyperlink next to the newly created Legal page row, with the Legal Action, Case Planning Conference. 17. The Legal page is displayed. 18. Click the Close button. 19. The Legal Record page is displayed. 20. Select the Delete hyperlink next to the Legal page row. 21. A Validation Message is displayed. 22. Click the No button. 23. The Legal Record is displayed. Selecting the Edit hyperlink will open the previously entered Legal page. Note: Based on security, the Legal page will either be view-only, limited access in edit mode, or complete access in edit mode. Based on security, the Legal record is displayed and is user modifiable. Note: The ability to delete a Legal page is based on security, and for those users without the appropriate security profile, the Delete hyperlink will not be displayed. User with appropriate security upon selecting the Delete hyperlink, the following prompt will be displayed, Are you sure you want to Delete the selected Legal page? <Yes> <No>. Upon selecting Yes, the Legal page will be deleted. Note 1: The last remaining Legal page can ONLY be deleted when there are no Legal Documents associated with the Legal Record page. If there are existing Legal Documents, upon selecting the Delete hyperlink, the user will receive the following prompt: Florida Safe Families Network - FSFN Page 7 of 32 Legal Trainer Guide

8 W INDOW D O T HIS The last remaining Legal page cannot be deleted, as there are Legal Documents associated with this Legal Record page. <OK>. LEGAL RECORD PAGE LEGAL DOCUMENTS GROUP BOX Upon selecting the OK button, the user will be returned to the Legal Record page. Note 2: If there are no Legal Documents associated with the Legal Record page, the user will receive the following prompt: Deleting this Legal page will also delete the associated Legal Record page. Do you wish to continue? <Yes> <No>. Clicking Yes will delete the Legal Record Page. 24. Review the Legal Documents group box. The Legal Documents group box contains the following fields: Legal Document Name: This is a hyperlink, which launches the associated Legal Documentation page. Role: The Service Role of the Case Participant documented on the Maintain Case page OR the Role of the Professional Contact documented on the Maintain Case page. Created: The date the template is created. Approved: The templates final approval date. Only the Pre-disposition Study template requires supervisory approval. All other templates will not have the approval process associated with them. Therefore, this field will remain blank in those Florida Safe Families Network - FSFN Page 8 of 32 Legal Trainer Guide

9 W INDOW D O T HIS LEGAL RECORD PAGE instances. The Legal Documents displayed within the Legal Documents group box are system derived based on the Document Applies To checkbox being selected, on the Legal Documentation page, for the participant to whom the Legal Record page is for. 25. Click on the Print Record button on the Legal Record page. Selecting the Print Record button prints a snapshot of the Legal Record as it is displayed in its entirety. LEGAL ACTION COPY PAGE 26. Click the Create Legal Action button. 27. The Legal Action Copy page is displayed. When the Create Legal Action button is selected, the Legal Action Copy page opens unless there are no existing Legal pages for any of the case participants. If no Legal pages exist, then the Legal page is displayed. The Legal Action Copy page gives the user the option to copy an existing Legal page or create a new Legal page. 28. Overview of the Legal Action Copy Page. Note: The Legal Action Copy page is displayed because a Legal page was already created in steps 7-9. The Legal Action Copy page displays a list of ALL Legal Actions, for ALL case participants that are available to copy. Note 1: The Legal Action Copy page only displays if Legal pages are available to copy. Note 2: Legal actions can be copied as long as the case is open, regardless of whether the participant is deactivated or not. Once a case is closed, all Legal Action pages are view-only. Florida Safe Families Network - FSFN Page 9 of 32 Legal Trainer Guide

10 W INDOW D O T HIS LEGAL ACTION COPY PAGE The page consists of the Case Information and Legal Action Selection group boxes. 29. Overview of Case Information group box. It consists of two fields: Case Participant and Person ID. Both the fields are system derived based on the participant, for which the current Legal page is being created. 30. Overview of Legal Action Selection group box. It consists of the following fields; Legal Action Initiated, Participant, Judge and Date. LEGAL PAGE 31. Click the Create button. 32. A new Legal page is displayed. All the fields are system derived based on the information captured on the associated Legal page. Selecting the Create button launches a new Legal page. If the user selects the Copy hyperlink, a new Legal page is launched, copying over all document information, except for the information captured in the Court Approved Permanency Goal group box, from the originating Legal page. If the Copy hyperlink is selected, the Legal Action Initiated will be disabled and grayed out prior to saving the page for the first time. If the user selects the Close button, on the Legal Action Copy page, the worker is returned to either the Legal Record page OR desktop, based on how the worker accessed the Legal Action Copy page. The initial Legal page for a case participant is accessed from the Create Florida Safe Families Network - FSFN Page 10 of 32 Legal Trainer Guide

11 W INDOW LEGAL PAGE D O T HIS 33. Overview of Legal Page. Case Work page. All subsequent Legal pages for a case participant MUST be added by selecting the Create Legal Action button on the Legal Record page. The Legal page is used to document the various timeframes surrounding the initiation and completion of a legal action. The Legal page consists of two tabs: Legal Action and Status and Tracking tabs. To save the Legal page for the first time, the user must complete the required fields, Legal Action Initiated and County, which drives the Circuit field. After the initial creation of the Legal page, any future updates made to the Legal page will prompt the system to pre-fill the following two fields: 1. Last Updated By and 2. Date updated. Note 1: This page is utilized by Legal staff to document the full details of a legal action. When the Legal page is accessed by users with the appropriate security, all fields, except the Legal Action Initiated dropdown, will be enabled and editable until the FSFN case is closed. The Legal Action Initiated dropdown becomes grayed out and disabled upon the initial save of the Legal Page. Note 2: CBC workers can use the Legal page in a more limited capacity to document Voluntary Protective Services, as well as children that are in the custody of another state. Florida Safe Families Network - FSFN Page 11 of 32 Legal Trainer Guide

12 W INDOW D O T HIS LEGAL PAGE GENERAL INFORMATION GROUP BOX The following values will only be populated in the Legal Action Initiated dropdown field for CBC workers: Start Voluntary Services, End Voluntary Services, Custody of Other State-Begin, and Custody of Other State-End. Furthermore, in order to save the Legal page, the most recent Legal Case Status must be NULL, Jurisdiction Terminated, Jurisdiction of Other State, or Voluntary. 34. Review the General Information group box. These values will drive the value(s) that pre-populate in the Legal Case and Legal Custody Status fields. Based on their security, CBC workers will only have access to the following fields: Legal Action Initiated, County, Scheduled Date, Completed Date, and Result. The Case Participant field is system derived based on the case participant selected via Create > Case Work > Legal > Legal Record. The Worker field is populated with the full name of the worker who created the current page. This is system derived from the unique login ID of the user, and is not user modifiable. 35. Select Disposition Hearing from the Legal Action Initiated drop down field. 36. Enter <yesterday s date> in the Scheduled Date field in MM/DD/YYYY format. 37. Select Bay from the County dropdown field. The Legal Action selected is displayed in the Legal Action Initiated drop down box. The user entered date is populated in the Scheduled Date field. The County value selected is displayed in the County field. Florida Safe Families Network - FSFN Page 12 of Review the value in the The Circuit field is system derived based Legal Trainer Guide

13 W INDOW D O T HIS Circuit field. on the County selected. LEGAL PAGE LEGAL ACTION AND STATUS TAB 39. Review the Legal Action and Status tab. The Legal Action and Status tab is used to capture the details surrounding the Legal Action Initiated, such as if there was a Continuance and the surrounding details, the name of the Judge, the Court Case Number(s), etc. 40. Enter the applicable name of the Magistrate in the Magistrate Field. 41. Enter the applicable name of the Judge in the Judge field. 42. Enter text in the Citizen Review Panel field, if 43. Enter the name of the designated tribal agent in the Designated Tribal Agent field, if 44. Enter the information about other contact in the Other Contact field, if The user entered name is populated in the Magistrate field. This is not a required field and is 60 characters in length. The user entered name is populated in the Judge field. This is not a required field and is 60 characters in length. The text entered is displayed in the Citizen Review Panel field, if This is not a required field and is 60 characters in length. The text entered is displayed in the Designated Tribal Agent field, if This is not a required field and is 60 characters in length. The text entered is displayed in the Other Contact field, if This is not a required field and is 60 characters in length. 45. Enter the name of the Attorney, in the The user entered text is displayed in the Attorney Appearing for DCF field, if Florida Safe Families Network - FSFN Page 13 of 32 Legal Trainer Guide

14 W INDOW LEGAL PAGE LEGAL ACTION AND STATUS TAB D O T HIS Attorney Appearing for DCF, if This is not a required field and is 60 characters in length. 46. Select the appropriate value from the Applies To drop down, if The selected value from the Applies To drop down is displayed in the field, if This is not a required field. Note: The reference values for Applies To are Mother, Father etc., and are used for legal actions such as TPR Petition. CASE NUMBER(S) GROUP BOX 47. Select Adjudicated from the Legal Case Status dropdown. 48. Select Department Custody from the Legal Custody Status dropdown. 49. Review the Court Case Number(s) group box. 50. Review the Case Numbers group box. The selected value is displayed in the Legal Case Status field. Conditionally required if a Legal Custody Status is selected. The selected value is displayed in the Legal Custody Status field. Conditionally required if a Legal Case Status is selected. The Court Case Number(s) group box contains two group boxes: Case Number(s) and UCN(s). The Case Numbers group box consists of the following fields: Number and Court, an Insert button, and Delete hyperlink for each inserted row. Florida Safe Families Network - FSFN Page 14 of Click the Insert button. Clicking on the Insert button creates a new Case Number(s) row, within the Case Number(s) group box. Note: Clicking on the Insert button makes the Number and Court fields required. 52. Enter a Court Case The user entered value is displayed in the Legal Trainer Guide

15 W INDOW LEGAL PAGE UCN(S) GROUP BOX D O T HIS Number in the Number field. 53. Select Local from the Court drop down, if 54. Click on the Delete hyperlink. 55. Click the No button. Number field. The user selected value is displayed in the Court field. A validation message is displayed, Are you sure you want to delete this inserted entry? <Yes><No> Clicking the Yes button deletes the associated Case Number row inserted. Clicking the No button leaves the inserted row. 56. Review the UCN(s). (Uniform Case Number(s)) group box. The UCN(s) group box consists of the following fields: County, Year, Letter and Court Case Number Fields, an Insert button, and a Delete hyperlink for each inserted row. 57. Click the Insert button. Clicking on the Insert button creates a new Court Case Number(s) row, within the UCN(s) group box. UCN(S) GROUP BOX 58. Review the County field. 59. Enter the value for the year in the Year field. Note: Clicking on the Insert button makes the County, Year, Letter and Court Case Number fields required. System derived numeric field based on the selected County. This is not to be confused with the Circuit, which is different than the County code. The user entered value is displayed in the Year field. 60. Enter the applicable 2 letter designator associated with the UCN in the Letter field. This is a required field. The user entered value is displayed in the Letter field. This is a required field. 61. Enter the Court Case The user entered value is displayed in the Number in the Court Florida Safe Families Network - FSFN Page 15 of 32 Legal Trainer Guide

16 W INDOW D O T HIS Case Number field. Court Case Number field. LEGAL PAGE CONTINUANCE GROUP BOX Florida Safe Families Network - FSFN Page 16 of Click the Delete hyperlink. 63. Click the Yes button. 64. The inserted row is deleted. 65. Select the reference value Continued from the Result dropdown. 66. Select Department from the Requested By dropdown field. 67. Select Reasonable Continuances from the Reason for Request dropdown field. 68. Enter <yesterday s date> in the Original Scheduled Date field. This is a required field. A validation message is displayed, Are you sure you want to delete this inserted entry? <Yes><No> Clicking the Yes button deletes the associated Court Case Number row inserted. Clicking the No button leaves the inserted row. The Continuance Information group box is enabled. Note: The Continuance Information group box is enabled when the Result is either Continued or Due Date Extended. All fields within the Continuance Information group box are required except for Actual Held Date. The selected value is displayed in the Requested By dropdown. Note: Conditionally enabled and required when the Result is Continued, or Due Date Extended. The selected value is displayed in the Reason for Request dropdown. Note: Conditionally enabled and required when the Result is Continued, or Due Date Extended. The user entered value is displayed in the Original Scheduled Date field. Note: Conditionally enabled and required Legal Trainer Guide

17 W INDOW VALIDATION MESSAGE LEGAL PAGE TRACKING TAB D O T HIS 69. Enter < today s date> in the Next Scheduled Date field. 70. Select the Granted check box, if applicable (If the request for continuance is granted). 71. Enter <today s date> in the Actual Held Date field. when the Result is Continued, or Due Date Extended. The user entered value is displayed in the Next Scheduled Date field. Note: Conditionally enabled and required when the Result is Continued, or Due Date Extended. The Granted check box appears checked. The user entered value is displayed in the Actual Held Date field. Note: The Actual Held Date is the only field, within the Continuance Information group box, that is NOT required when the Continuance Information group box is enabled. 72. Click the Save button. 73. A Validation Message is displayed indicating that if the value is other than Pending, a Completed Date must be entered. 74. Click the Close button. 75. Enter <today s date> in the Completed Date field, in the General Information header group box. 76. Click the Save button. 77. Select the Tracking tab. 78. Overview of the Tracking Tab. Saves the Page. The Legal Action Initiated dropdown is disabled and grayed out. The Tracking tab is displayed. The Tracking tab consists of four group boxes: Legal Action Dates, Report/Order Dates, Court Approved Permanency Goal and Additional Comments. Florida Safe Families Network - FSFN Page 17 of 32 Legal Trainer Guide

18 W INDOW D O T HIS The Tracking tab captures all the dates associated with the Legal Action, all the dates associated with reports or orders, as well as the Court Approved Permanency Goal and any additional comments. TRACKING TAB LEGAL ACTION DATES GROUP BOX Note: The Report/Plan Due field, within the Report/Order Dates group box, remains disabled at all times, until the point at which the system calculates the Report/Plan Due date and pre-fills it. This is not a user entered field. 79. In the Legal Action Dates group box, enter date in the Legal Action Request Received field, if 80. Enter date in the Follow-up Information Requested field, if 81. Enter date in the Legal Staffing field, if 82. Enter date in the Follow-up Information Submitted field, if 83. Enter date in the Filed with Court field, if 84. Select the Decision Made Not to File checkbox, if Note: Not all date fields are applicable for all Legal Actions. Therefore, only certain date fields may apply to certain Legal Actions being documented. Displays the user entered date in the Legal Action Request Received field. Displays the user entered date in the Follow-up Information Requested field. Displays the user entered date in the Legal Staffing field. Displays the user entered date in the Follow-up Information Submitted field. Displays the user entered date in the Filed with Court field. The Decision Made Not to File checkbox displays checked. 85. In the Report/ Order Displays the user entered date in the Florida Safe Families Network - FSFN Page 18 of 32 Legal Trainer Guide

19 W INDOW TRACKING TAB REPORT/ ORDER DATES GROUP BOX D O T HIS Dates group box, enter <today s date> in the Hearing Date field. 86. The Report/Plan Due field is disabled and grayed out. 87. Enter the date in the Report/Plan Received field, if 88. Enter <today s date> in the Report/Plan Filed field. 89. Select the CLS Draft Order Required checkbox, if 90. Enter the date in the Date Draft Order Submitted field, if 91. Enter the date in the Ordered Entered field, if 92. Enter the date in the Magistrates Report field, if 93. Select the Signed Order Received checkbox, if Hearing Date field. Note: When a Hearing Date is entered, the system automatically pre-fills the Effective Date, in the Court Approved Permanency Goal group box, with the same date. The Report/Plan Due field displays disabled and grayed out. Displays the user entered date in the Report/Plan Received field. Displays the user entered date in the Report/Plan Filed field. Note: As an example, the PDS is filed with the court in conjunction with the Disposition Hearing. In this instance, the worker would document the Report/ Plan Filed date on the Tracking tab. CLS Draft Order Required checkbox displays checked. Displays the user entered date in the Date Draft Order Submitted field. Note: Conditionally enabled when the CLS Draft Order Required checkbox is selected, but not required. Displays the user entered date in the Ordered Entered field. Note: The Order Entered field is an AFCARS element. Displays the user entered date in the Magistrates Report field. Signed Order Received checkbox displayed checked. 94. Enter the date in the Displays the user entered date in the Florida Safe Families Network - FSFN Page 19 of 32 Legal Trainer Guide

20 W INDOW TRACKING TAB COURT APPROVED PERMANENCY GOAL GROUP BOX AND ADDITIONAL COMMENTS D O T HIS Date Court Signed the Order field, if 95. Enter the Next Court Date field, if Date Court Signed the Order field. Note: Conditionally enabled and required when the Signed Order Received checkbox is selected. Displays the user entered date in the Next Court Date field. 96. Review the Effective Date field. 97. Select Initial from the Outcome drop down field. This is the date the Court Approved Permanency Goal is effective. The Effective Date field pre-fills from the Hearing Date field, if entered, and is user modifiable. Conditionally required if either an Outcome or New Goal is selected. Note: The Effective Date field is also the Outcome date when a Prior Goal exists and Outcome selected. If this is the first Goal ever (in FSFN), select Initial from the reference values. Displays the value selected in the Outcome field. Note: Required if a New Goal is selected. Upon selecting a value from the Outcome drop down field, the New Goal Effective Date fields become required. 98. Select Reunification from the New Goal drop down field. Displays the value selected in the New Goal field. Note: Conditionally required if an Outcome is selected. 99. Review the Prior Goal field, if If there is no goal established for a child, select the value, No Court Approved Goal. This field pre-fills from the most recent Primary and Concurrent New Goals for Florida Safe Families Network - FSFN Page 20 of 32 Legal Trainer Guide

21 W INDOW UPDATED LEGAL RECORD PAGE D O T HIS the case participant, and is disabled and grayed out. LEGAL DOCUMENT HISTORY PAGE 100. Enter text in Additional Comments field, if 101. Click the Save button Click the Close Closes the page. button The Legal Record page is displayed, now containing two Legal page rows Click the Close button The desktop is displayed. Creating Legal Documents 106. From the Desktop, click Create > Create Case Work > on the Create Case Work page > select Legal Document from the Legal drop down > select the applicable Case > click the Create button Overview of the Legal Document History page. The Additional Comments group box is used to document any additional information the user decides is necessary to capture, and is used to address both the Legal Action and Status tab and Tracking tab. Saves the page. Once Legal Document is selected from the Legal drop down, on the Create Casework page, Case Name selected, and Create button selected, the Legal Document History page is automatically displayed whether or not there are any previous Legal Documents for the case. This page allows a user to create a new Legal Document for the family using the Legal Documentation page of one of the existing Legal Documents, as a basis to start the new one. All Legal Documents already created, for all case participants, are displayed within the Legal Documents group box, with a Copy hyperlink. This page also allows the user to launch a new Legal Documentation Page by selecting the Create button. Florida Safe Families Network - FSFN Page 21 of 32 Legal Trainer Guide

22 W INDOW D O T HIS LEGAL DOCUMENT HISTORY PAGE It consists of two group boxes: Case and Legal Documents Review the Case Information group box Review the Legal Documents group box. The FSFN Case ID and Case Name fields are system derived based on the selected Case, on the Create Case Work page. It consists of the following fields: Legal Document Name, Court Case Number, Date Created, and Status fields. LEGAL DOCUMENTATION PAGE 110. Click on the Create button on the Legal Document History page The Legal Documentation page is displayed. Each Legal Document row is displayed with a Copy hyperlink. All the fields are system derived based on each associated Legal Documentation page. If the user wishes to create a new Legal Document and not copy over information from any current Legal Document, the user can leave all rows unselected and select the Create button. Clicking on the Create button, on the Legal Document History page, opens a blank Legal Documentation page, where the user can enter information pertaining to the new Legal Document. The Legal Document History page will be displayed with no rows existing in the Legal Documents group box. If no Legal Documents exist for the selected Case, the user will only be able to either create a new Legal Document, or close the Legal Document History page without creating a Legal Document. If other Legal Documents exist for the Florida Safe Families Network - FSFN Page 22 of 32 Legal Trainer Guide

23 W INDOW LEGAL DOCUMENTATION PAGE D O T HIS same Case, and the copy hyperlink selected, the information captured on the Legal Documentation page of the selected Legal Document will copy over into the Legal Documentation page for the new Legal Document. The user may then edit the page to make necessary changes, if needed. In addition, if the associated Legal Document template was created from the originating Legal Document, it will also copy over Overview of Legal Documentation page 113. Review the General Information Group box Select Inquiry Letter for Diligent Search from the Document drop down field. If there are no previous Legal Documents created for the case, all rows will be blank in the Legal Documents group box. The Legal Documentation page is used to produce a legal document on behalf of a case or case participant(s). The General Information group box captures information regarding the document being produced, the associated legal action, County and Circuit, Court Case Number with which the document is associated, the Designated Tribal Agent (if applicable), any Other Contact, as well as the names of the Magistrate and Judge, and whether a Citizen Review Panel is associated. Case and Worker fields are system derived. The selected document name is displayed in the Document Name field. This is a required field. Florida Safe Families Network - FSFN Page 23 of 32 Legal Trainer Guide

24 W INDOW D O T HIS LEGAL DOCUMENTATION PAGE 115. Select Filing Diligent Search from the Legal Action drop down field. Note: Selecting the Copy hyper link on the Legal Document History Page makes the information pre-fill from the selected Legal Document. The selected value appears in the Legal Action field. This is a required field. Note: Selecting the Copy hyper link on the Legal Document History Page makes the information pre-fill from the selected Legal Document Select Bay from the County dropdown field. The selected value appears in the County field. The value in the Circuit field is system derived based on the value selected in the County field. This is required field. Note: Selecting the Copy hyper link on the Legal Document History Page makes the information pre-fill from the selected Legal Document Select a Court Case Number, if The selected Court Case Number will appear in the Court Number(s) field. The values displayed in the Court Number(s) drop down are system derived based on all documented Case Number(s), for all Legal pages, for all case participants, and is NOT required. This does not contain the UCN(s). Note: Selecting the Copy hyper link on the Legal Document History Page makes the information pre-fill from the selected Legal Document Enter the name of the Tribal Agent in the Tribal Contact field, if The user entered name will appear in the Tribal Contact field. Note: Selecting the Copy hyper link on Florida Safe Families Network - FSFN Page 24 of 32 Legal Trainer Guide

25 W INDOW D O T HIS the Legal Document History Page makes the information pre-fill from the selected Legal Document. LEGAL DOCUMENTATION PAGE 119. Enter the name of the Other Contact in the Other Contact field, if The user entered name is displayed in the Other Contact field. Note: Selecting the Copy hyper link on the Legal Document History Page makes the information pre-fill from the selected Legal Document Enter the name of the Magistrate in the Magistrate field, if 121. Enter the name of the judge in the Judge field, if 122. Enter text in the Citizen Review Panel field, if 123. Click the Text hyperlink Enter the name of the Recipient Click the Close and Return to FSFN button. The user entered name is displayed in the Magistrate field. Note: Selecting the Copy hyper link on the Legal Document History Page makes the information pre-fill from the selected Legal Document. The user entered name is displayed in the Judge field. Note: Selecting the Copy hyper link on the Legal Document History Page makes the information pre-fill from the selected Legal Document. The user entered text is displayed in the Citizen Review Panel field. Note: Selecting the Copy hyper link on the Legal Document History Page makes the information pre-fill from the selected Legal Document. Upon clicking the Text hyperlink, the associated Legal Document template launches and pre-fills with the information in the FSFN database, for those fields that are pre-filled. The user can enter the information into the fields not pre-filled by Florida Safe Families Network - FSFN Page 25 of 32 Legal Trainer Guide

26 W INDOW D O T HIS CASE PARTICIPANT AND PROFESSIONAL CONTACTS GROUP BOX 126. The Legal Documentation page is displayed Review Case Participant and Professional Contacts Group Box. FSFN. Each case participant and professional contact s role in the case, as well as whether the document is applicable to him/her, is detailed in the Case Participant and Professional Contacts group box. MULTIPLE LEGAL ACTION COPY The Name and Role fields are system derived. The Role for Case Participants pre-fills from the Service Role field on the Participants tab, of the Maintain Case page. The Role for Professional Contacts pre-fills from the Role field, in the Professional Contacts group box, on the Professional/Other Contacts tab, of the Maintain Case page. Note 1: The Document Applies To field defaults to checked for all Case Participants and Professional Contacts. Note 2: If the Copy hyperlink has been selected from the Legal Document History page, the checkboxes will be based on the selected Legal Document De-select the Document Applies To checkbox for all but the one child participant, for which the Legal Record page has been created. The document can apply to one, more than one, or all case participants. Selecting the Document Applies To checkbox drives the Legal Documents that will display on the Legal Record page, within the Legal Documents group box, for that specific participant Click the Save button. Saves the page Click the Close button. Closes the page The desktop is displayed. Florida Safe Families Network - FSFN Page 26 of 32 Legal Trainer Guide

27 W INDOW D O T HIS 132. Overview of the Multiple Legal Action Copy page. Multiple Legal Action Copy page This page allows the user to copy an existing legal page to multiple case participants at one time, thereby minimizing the workload. MULTIPLE LEGAL ACTION COPY It consists of the following group boxes: Case Information, Legal Page Selection and Participant Selection. Case Name and Case ID fields in the Case Information group box; Legal Action Initiated, Date and Judge in the Legal Page Selection group box; and Participant and Copy field in the Participant Selection group box. All but the radio buttons and checkboxes are system derived Access Multiple Legal Action Copy page via Create Casework > Legal > Multiple Legal Action Copy > Case Name > Create Select the radio button next to Legal Page to copy over Select the Copy checkbox(es) for the participant(s) to whom the Legal page is being copied. Multiple Legal Action Copy page is launched. Note 1: Selecting the Legal Page to copy over will automatically gray out the checkbox for the case participant with which the selected legal page is associated. The selected checkbox(es) display as checked. Note: The Copy checkbox(es) default to unchecked Click the Copy button. Upon selecting the Copy button, the system will copy all fields except for the information captured in the Court Approved Permanency Goal group box. Florida Safe Families Network - FSFN Page 27 of 32 Legal Trainer Guide

28 W INDOW D O T HIS DILIGENT SEARCH FOR PARENT PAGE 137. Click the Close button The desktop is displayed Overview of the Diligent Search for Parent page. Note 1: After selecting the Copy button, the user can choose to either copy another Legal page, if necessary, or select the Close button to return to the Desktop. Note 2: In the instance that a Legal page is created for a case participant that does not currently have a Legal Record page, the system will automatically create a Legal Record page for the case participant. The user must launch the newly created Legal pages, via the Legal Record page, from their desktop. Closes the page. Diligent Search for Parent page The Diligent Search for Parent page is used to document the aspects surrounding a diligent search for a parent including the Purpose, Children Associated, Subject of the Search, Activities conducted, Date the activity is conducted, person or agency contacted, who conducted the activity, the result of the activity, and the overall outcome of the diligent search. This diligent search page is intended to be used for the Diligent Search for Parent process, not the Diligent Efforts to Locate Relatives Access Diligent Search for Parent page from Create Casework > Legal drop down > Diligent Search for Parent > Case Name > Create Review General Information group box. The Diligent Search for Parent page is displayed. Case Name, Case ID, Worker, and Date Entered fields are system derived. Florida Safe Families Network - FSFN Page 28 of 32 Legal Trainer Guide

29 W INDOW D O T HIS DILIGENT SEARCH FOR PARENT PAGE 142. Select the appropriate Purpose radio button. The selected radio button is filled in for the Purpose field. Note: Purpose field defaults to Dependency Select one or multiple case participants from the Children Associated group box. The Children Associated group box allows for multi-selection. Note 1: Only participants under the age of 18 are displayed within the Children Associated group box. Note 2: At least one child must be selected in order to document and save the diligent search outcome Review the Diligent Search for Parent group box. The Diligent Search for Parent group box initially has no records. Records must be added by clicking the Insert button. All the fields in this group box are user entered. DILIGENT SEARCH FOR PARENT GROUP BOX The Diligent Search for Parent page can be created multiple times for the same case to document multiple diligent searches, as they occur throughout the life of the FSFN case. The Diligent Search for Parent page can be updated and saved multiple times, up to the point the outcome is documented and saved. After saving the outcome, the Diligent Search for Parent page becomes frozen Click the Insert button. A new diligent search row displays Select the mother from the Subject of the Search drop down. The Subject of the Search dropdown field is required. Selected value is displayed. Note: All case participants names, including a value of Other, are displayed Florida Safe Families Network - FSFN Page 29 of 32 Legal Trainer Guide

30 W INDOW D O T HIS DILIGENT SEARCH FOR PARENT PAGE in the Subject of the Search drop down, and it is required. If Other is selected, the associated text field to the right is enabled and required. VALIDATION MESSAGE 147. Enter <today s date> in the Date field Select Friend from the Activity dropdown Enter text in the Person/Agency Contacted field Enter text in the Conducted By field Select No Response from the Result field Click the Delete hyperlink Click the No button Review the Diligent Search Outcome group box. The date the diligent search activity was conducted is displayed in the Date field. The activity conducted during the search is displayed. The Person Contacted or Agency Contacted during the search is displayed. The user entered name is displayed. The selected result is populated in the Result field. A validation message is displayed, Are you sure you want to delete this inserted entry? <Yes><No> Clicking the Yes button deletes the associated Court Case Number row inserted. Clicking the No button leaves the inserted row. It consists of the following fields: Parent Located, Date, Further Search Excused by Court Order, and Date. Note 1: If the Parent Located checkbox is selected, the Conducted By field must be filled out. Note 2: If the Further Search Excused by Court Order checkbox is selected, all fields within the Diligent Search for Parent group box must be filled out. The one exception is the blank text field, which is only required if Other is selected Florida Safe Families Network - FSFN Page 30 of 32 Legal Trainer Guide

31 W INDOW D O T HIS DILIGENT SEARCH OUTCOME from the Subject of the Search dropdown. Note 3: Upon selecting save, if the Parent Located or Further Search Excused by Court Order checkbox is selected and Date entered, at least one participant must be selected from within the Children Associated group box. PRIVILEGED CONSULTATION 155. Select the Parent Located checkbox Enter <today s date> in the Date field. The checkbox appears before Parent Located or Further Search Excused By Court Order fields. Upon selecting Parent Located, the Conducted By field becomes required. If Further Search Excused by Court Order is selected as the Outcome, ALL fields within the Diligent Search for Parent group box become required, except the Other text field, which is required if Other is selected from the Subject of the Search dropdown field. Note 1: The system will only allow for one of the two checkboxes to be selected at one time Enter text in the Additional Comments field in the Additional Comments group box. Note 2: The associated Date field becomes required upon selecting the checkbox. The additional information regarding the diligent search entered is displayed in the Additional Comments field Click Save button. There must be at least one participant selected in the Children Associated group box. Once the Outcome and associated Date are documented, and page saved, the Diligent Search for Parent page becomes Florida Safe Families Network - FSFN Page 31 of 32 Legal Trainer Guide

32 W INDOW D O T HIS E XPLAI N frozen. PRIVILEGED CONSULTATION 159. Click Close button The desktop is displayed Overview of the Privileged Consultation page. Closes the page. Privileged Consultation page The Privileged Consultation page is used to document the details surrounding a Legal Consultation or Legal Meeting. It consists of the following two group boxes: Action Items Generated and Decisions Made Access Privileged Consultation page from Create Casework > Meeting drop down > Legal Consultation or Legal Meeting > Case Name > Participant Name > Create > Options dropdown > Privileged Consultation > Go Select a value from the Reason for Consultation drop down field Enter text in the Action Items Generated field Enter text in the Decisions Made field. Note: Only authorized users are able to launch and view the Privileged Consultation page. The Privileged Consultation page is displayed. The Privileged Consultation option is only available for selection when the Meeting Type is Legal Consultation or Legal Meeting. The selected value is displayed in the Reason for Consultation drop down field. The entered text is displayed in the Action Items Generated field. The entered text is displayed in the Decisions Made field Click the Save button. Saves the page Click the Close button. Closes the page The Meetings page is displayed. Florida Safe Families Network - FSFN Page 32 of 32 Legal Trainer Guide