1. Judy Nord Staff Attorney & CJI Manager Judy Nord Staff Attorney & CJI Manager Lois Pirsig Data Quality Coordinator Lois Pirsig Data Quality Coordinator CHIPS MNCIS Data Quality Training To participate in today’s WebEx, please call 651-284-4236 and put phone on “mute” not “hold” 651-282-3972 judy.nord@courts.state.mn.us 651-297-7618 lois.pirsig@courts.state.mn.us

2. Training Objective and Overview of Today’s Training 2

3. Training Objective To ensure consistent statewide processing of CHIPS cases so that your county’s MNCIS data is complete and accurate in order to support the Judicial Council Length of Time to Permanency (LOTP) performance measure report. 3

4. Overview of Training 1. Provide an orientation to WebEx 2. Discuss highlights of Judicial Council “Length of Time to Permanency” (LOTP) performance measure report 3. Identify MNCIS data entry requirements to ensure accurate LOTP report for your county 4. Discuss court data files that identify problematic MNCIS cases in your county so that your data can be corrected for LOTP report 5. Availability of technical assistance to assist your county 4

5. Orientation to WebEx 5

6. 6 Feedback Icons Raise hand Answer Answer to show Yes No question Go Go Emoticons Faster Slower

7. Orientation to WebEx 7 Chat – let me know you have a question Type question here 1 2 3

8. Orientation to WebEx 8 Phone – another option for asking questions  Limited in nature due to size of group (preferred method is “chat”)  Put phone on mute  Don’t put on hold (music plays)

9. Questions? 9

10. Judicial Council “Length of Time to Permanency” (LOTP) Performance Measure Report 10

11. 11 Judicial Council Policy – Priority Performance Measures

12. II. Goal 2: Timeliness Are trial courts handling cases in a timely manner? Clearance rates reported by district, county and/or court house. Time to disposition reported by district, county and/or court house using timing objectives approved by the Judicial Council. Age of pending reported by district, county and/or court house using timing objectives approved by the Judicial Council. Backlog index reported by district, county and/or court house. Length of time to permanency for children placed out-of-home reported by district, county, and/or court house. Twice annually districts are to review these timing measures and report to the Judicial Council the actions taken to improve the performance measure results. 12 Judicial Council Policy – Priority Performance Measures

13. 13 Length of Time to Permanency Report – Report Options Note: Permanency Types are all dispositions or placements.

14. 14 Length of Time to Permanency Report – Summary Data Note the permanency types that include dispositions and placements.

15. Questions? 15

16. MNCIS data entry requirements to ensure accurate LOTP report for your county 16

17. In order for your county’s cases to appear on the Length of Time to Permanency (LOTP) performance measure report, data in the following MNCIS fields must be filled in and accurate: Child’s name and date of birth (use same party record for CHIPS and CHIPS-Permanency) Child’s race ICWA cases must include:  “Special condition flag” on child’s party record  “Case flag” on case record  Tribal representative 17 MNCIS Fields Requiring Accuracy for LOTP Report

18. (continued) Placement tab must ALWAYS have something entered (the child is always somewhere, either home or with other parent or in foster care) The judgment on the disposition tab must ALWAYS:  Be an appropriate judgment for the case type  Be connected to child(ren)  Be connected to parent(s)  Be connected to the judge who ordered disposition  Specify “order date” and “start date”  Include placement component 18 MNCIS Fields Requiring Accuracy for LOTP Report

19. In order for your county’s cases to appear on future performance measure reports, data in the following MNCIS fields must be filled in and accurate: Case security: confidential GAL name and professional flag on GAL party record Adjudicated or adjudication withheld date Case plan or out-of-home placement plan case event Foster parent listed on party tab AND connected on placement tab Must have a hearing pending 19 MNCIS Fields Requiring Accuracy for Future Reports

20. Case Initiation Process – CHIPS 20

21. 21 Case “security” is confidential, although the records in the court file are accessible to the public. If the child is an Indian Child, include the ICWA “case flag.” Add the tribe in the comment line when adding the case flag. The ICWA flag appears next to the case style on all MNCIS tabs.

22. 22 Effective August 1, mothers and fathers of Indian children must be identified as parties. Relate all parties and participants to the child(ren). Be sure to search for existing party record MNCIS before adding a new party. When initiating CHIPS- Permanency case, use same party records as used in CHIPS case. For parties who have a professional role, select the party record with the Professional Flag attached. Do not add the GAL as the child – just connect the GAL to the child.

23. 23 Add the ICWA “Special Condition Flag “to the party record of each Indian child, along with an obsolete date equal to the child’s 18 th birthday.

24. 24 Once the “ICWA Special Condition Flag” has been added to the child’s party record, it will appear next to the party name. For cases with an Indian child, add the tribe or tribal representative to the case as a party.

25. Process First Hearing 25

26. Add applicable “Case Events”: 26 Case Events CAP 320.16 and MNCIS Online Help CodeDescription PFCE At first hearing judge will making a finding that a Prima Facie Case is Established by the content of the petition ADMIT or DENYAdmission or Denial entered by parent(s) or child(ren) PROVEN or NOT PROVEN Judge finds the petition allegations are proven or not proven AJU or ADJWHELD Judge adjudicates child as in need of protection or services or withholds adjudication (can only withhold adjudication for one 90-day period) CASE PLANCase plan filed by social services agency OHHPOut-of-Home placement plan filed by social services agency NOFILORDNotice of Filing of Order NOTTRIBSSANotice served on Indian tribe by social services agency and green return receipt filed by agency Posted on MNCIS Online Help

27. 27 Add applicable events from the hearing: PFCE, Admit or Deny, Proven or Not Proven, Adjudicated or Adjudication Withheld Courtroom minutes update the case except for placement. Placement must be updated separately via the “Placement” tab. Add a journal reminder to update the placement tab.

28. 28 Make a “Journal Entry” to remind you to collect and add race data, add or update placement, and add or update parties and participant information.

29. 29 Update the child’s Party record to include Race and Ethnicity. This is self reported.

30. 30 Placement for each child is recorded separately. 1 Add the start date if known. If start date is not known, use the order date as the start date. Add the foster parent, parent, or person whom child is with placed before you can add them to the placement location. Placement for each child is recorded separately. Data must ALWAYS be entered on the Placement tab for CHIPS case – the child is always some where (home or foster care) Identify the type of placement: Foster care relative Foster care non-relative Protective supervision child never removed from home Protective supervision child with other parent

31. 31 Add a case event when either the case plan or the out of home placement plan is filed. Relate the Out of Home Placement Plan to the Child(ren).

32. Case Initation – CHIPS Permanency 32

33. CHIPS-Permanency Petition If the child has not returned home, then by month 11 the county attorney must file a permanency petition. The types of petitions that may be filed are a petition for:  Termination of Parental Rights (TPR)  Transfer of Permanent Legal and Physical Custody to a relative (TLC)  Long Term Foster Care (LTFC )  Foster Care for a Specified Period of Time (FSPT)  Guardianship and Legal Custody to the Commissioner of Human Services (GLCHS)  “Combo” (e.g., TPR and TLC) 33 CAP 320.13 and Rule 32.02, subds. 2 and 3

34. CHIPS-Permanency Petition Petition will not state “CHIPS Permanency” or even “Permanency.” If you see one of these types of petitions it means that permanency proceedings have been commenced, which means you must initiate a CHIPS-Permanency case type on MNCIS. File subsequent CHIPS-Permanency petitions in the same CHIPS-Permanency file. Do not close CHIPS file – keep open until decision in CHIPS-permanency is issued. 34 CAP 320.13 and Rule 32.02, subds. 2 and 3

35. 35 Select “Family” Case Select the CHIPS permanency case type.

36. 36 Relate petition to the child(ren). Select the specific type of CHIPS-Permanency petition that is being filed. Chose only types that begin with “Permanency Petition”. Enter the person filing the petition.

37. 37 Different types of permanency petitions may be filed by the parties, but all permanency petitions must be filed in the same CHIPS-permanency case type. Relate the petition to the person filing the petition. Different types of permanency petitions may be filed by the parties, but all permanency petitions must be filed in the same CHIPS-permanency case file. Relate the petition to the person filing the petition.

38. 38 Relate the CHIPS-Permanency case to the CHIPS case.

39. Disposition of CHIPS-Permanency 39

40. Termination of Parental Rights Disposition CHIPS-Permanency Case:  On disposition tab, enter judgment of Termination of Parental Rights and relate to:  Child(ren)  Parent  Judge  Once both parents are TPR’d or both consent to adoption, child becomes a state ward so on disposition tab enter judgment of state ward for adoption and relate to:  Child(ren)  Judge 40 Rule 42, CAP 320.35, and MNCIS Online Help

41. Termination of Parental Rights Disposition CHIPS-Permanency Case (continued) Once adoption has been granted, on disposition tab enter judgment of adopted and relate to:  Child  Judge CHIPS Case:  Once child becomes a state ward, go to CHIPS case and enter disposition of “termination of jurisdiction” and relate child(ren) which will close the CHIPS placement 41 Rule 42, CAP 320.35, and MNCIS Online Help

42. Transfer of Permanent Legal and Physical Custody Disposition CHIPS-Permanency Case:  On disposition tab enter judgment of Transfer of Permanent Legal and Physical Custody and relate to: Child(ren) Parent Judge CHIPS Case:  On disposition tab enter judgment of “termination of jurisdiction” and relate to child(ren) which will close the CHIPS placement 42 Rule 42, CAP 320.35, and MNCIS Online Help

43. GLCCHS Disposition Guardianship and Legal Custody to Comm. of Human Services CHIPS-Permanency Case:  On disposition tab enter judgment of Guardianship and Legal Custody to Comm. of Human Services and relate to: Child(ren) Parent Judge CHIPS Case:  On disposition tab enter judgment of “termination of jurisdiction” and relate to child(ren) which will close the CHIPS placement 43 Rule 42, CAP 320.35, and MNCIS Online Help

44. Long Term Foster Care Disposition CHIPS-Permanency Case:  On disposition tab enter judgment of Long Term Foster Care and relate to: Child(ren) Parent Judge  Add LTFC special condition flag to child’s party record along with an obsolete date equal to 18 th birthday. CHIPS Case:  On disposition tab enter judgment of “termination of jurisdiction” and relate to child(ren) which will close the CHIPS placement 44 Rule 42, CAP 320.35, and MNCIS Online Help

45. 45 If the judge grants the CHIPS- Permanency petition, such as the TPR petition, that decision must be entered as a “Judgment” on the “Disposition” tab Step 1 – TPR disposition process. Connect the disposition to the child(ren) and the parent(s) whose parental rights are being terminated. Add the judge who issued the TPR order

46. 46 Step 2 – TPR disposition process Enter “State ward for adoption” once the rights of both parents have been terminated or both parents consent to adoption Connect the disposition to the child(ren) whose parents’ rights have been terminated and who is now a state ward Add the judge who issued the TPR order In the “Placement” component add the child’s placement.

47. 47 Once the adoption is granted in the adoption file, then in the CHIPS- Permanency file add a “judgment” of “adopted.” Step 3 – TPR disposition process. Connect the disposition to the child(ren) who was adopted. Add the judge who issued the TPR order (if adoption took place in another county, will need to enter that judge)

48. Questions? 48

49. Court data files that identify problematic MNCIS cases in your county so that your data can be corrected for LOTP report 49

50. Location of Court Data Files on CourtNet 50 Tab for Court Management Information Link to Data Quality

51. Location of Court Data Files on CourtNet 51 Direct Link to Data Quality SharePoint

52. Location of Court Data Files on CourtNet 52 Court Data Files Tab File library Court Data Files Tab

53. Court Data Files Library 53 Line of Business Click on file name to select

54. Documentation for Each Court Data File 54 Description File Name Why correct data is important Direct links to resources This documentation page is different for each file – the information on this page is customized for each data file.

55. Documentation for Each Court Data File 55 Court Admin. Procedures (CAPS) This documentation page is different for each file – the information on this page is customized for each data file.

56. Court Administration Processes 56 CAP’s – Court Administration Processes The Court Data Files are designed to assist court staff with CAP’s implementation CAP’s series 320 will focus on areas of CHIPS case processing

57. Documentation for Each Court Data File 57 CHIPS Essential Case Processing Training This documentation page is different for each file – the information on this page is customized for each data file.

58. CHIPS Essential Case Processing 58 You may access this WebCast directly from within the Court Data Files.

59. Documentation for Each Court Data File 59 Reasons a child may be on this case How to fix cases listed in this Court Data File

60. Navigating to Court Data Files 60 Yellow tab to file information Red tab to data

61. Court Data File Example 61 The data on this file is designed to provide the user with key data necessary to research the case.

62. Finding and Filtering Your County Data 62 First select the Data tab Second select the Filter

63. Finding and Filtering Your County Data 63 Click on the drop down arrow in the County column

64. Finding and Filtering Your County Data 64 Click on your county name, note: you may use the scroll bar on the right of dialog box to access other counties. Uncheck the “Select All” box and check the box for your county. Note: If your county name is not presented on the filter list –this means your county has no cases on this file.

65. Finding and Filtering Your County Data 65 County data is presented. The user may save this file locally or print. Move left to right on page.

66. How to Correct the Data 66 Steps to correct data

67. Refresh of Court Data Files Data files are scheduled to be refreshed at least biweekly. Court data files currently go back to cases disposed as of January 2008. When correcting data on cases, it is recommended that you begin with the most recent cases (as sorted by case number) and work backward to 2008. 67

68. Questions 68

69. Ongoing Technical Assistance 69

70. Review of Training 1. Provide an orientation to WebEx 2. Discuss highlights of Judicial Council “Length of Time to Permanency” (LOTP) performance measure report 3. Identify MNCIS data entry requirements to ensure accurate LOTP report for your county 4. Discuss court data files that identify problematic MNCIS cases in your county so that your data can be corrected for LOTP report 5. Availability of technical assistance to assist your county 70

71. Wrap Up 71

72. Wrap Up Questions for pilot test counties 72 Content of training session:  LOTP report  MNCIS data entry requirements  Court data files to correct data errors Length of training session