DISCUSSION:

The purpose of this memorandum is to inform staff and supervisors of required time frames for updating the electronic record in FACES. The electronic record in FACES is the official case record. The timeliness of updating the electronic case record in FACES is an important aspect of the Adoption and Foster Care Analysis and Reporting System (AFCARS), the National Child Abuse and Neglect Data System (NCANDS), Council on Accreditation (COA) Standards, as well as the Child and Family Services Review (CFSR). Documentation is reflective of case practice and the services provided to children and families. Staff are relied upon to update the electronic case record in FACES timely and accurately to capture the required information for federal reports and for best practice. Case managers must enter their own data into FACES.

SPECIFIC GUIDELINES FOR FAMILY-CENTERED OUT-OF-HOME CARE

Effective immediately, staff must enter case management updates into FACES as indicated below:

• If a child moves to a new placement, this information must be entered into
  FACES as soon as possible but no later than 2 business days after the change
  occurs. 
• If a child has a change in legal status, this information must be entered into FACES as soon as possible but no later than 2 business days after the change occurs.
• If a child comes into care or exits care, this information must be entered into FACES as soon as possible but no later than 2 business days after the change occurs.
• For all other Family-Centered Out-of-Home Care activities, data entry should occur as soon as possible, but no later than 30 days after the event occurred.

Supervisors should also follow these time frames to ensure that they approve activities in FACES in a timely manner. It is important for supervisors to approve AC open and close dates in FACES as soon as possible, but no later than 30 days after the worker submits the closing as the case does not actually close until the supervisor approves the closing in FACES.