Judy Nord Staff Attorney & CJI Manager

1. CHIPS MNCIS Data Quality TrainingTo participate in today’s WebEx, please call651-284-4236 and put phone on “mute” not “hold” Judy Nord Staff Attorney & CJI Manager Lois Pirsig Data Quality Coordinator 651-297-7618 lois.pirsig@courts.state.mn.us 651-282-3972 judy.nord@courts.state.mn.us

2. Training Objective and Overview of Today’s Training

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.

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

5. Orientation to WebEx

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

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

8. Orientation to WebEx • 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?

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

11. Judicial Council Policy – Priority Performance Measures

12. Judicial Council Policy – Priority Performance Measures 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.

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

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

15. Questions?

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

17. MNCIS Fields Requiring Accuracy for LOTP Report 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

18. MNCIS Fields Requiring Accuracy for LOTP Report (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

19. MNCIS Fields Requiring Accuracy for Future Reports 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

20. Case Initiation Process – CHIPS

21. The ICWA flag appears next to the case style on all MNCIS tabs. 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.

22. 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. Effective August 1, mothers and fathers of Indian children must be identified as parties. Relate all parties and participants to the child(ren).

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 18th birthday.

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

25. Process First Hearing

26. Case Events Add applicable “Case Events”: Posted on MNCIS Online Help CAP 320.16 and MNCIS Online Help

27. 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. Add applicable events from the hearing: PFCE, Admit or Deny, Proven or Not Proven, Adjudicated or Adjudication Withheld

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

30. Data must ALWAYS be entered on the Placement tab for CHIPS case – the child is always some where (home or foster care) 1 Placement for each child is recorded separately. Placement for each child is recorded separately. • 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 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.

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

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) 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. CAP 320.13 and Rule 32.02, subds. 2 and 3

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

36. 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. Relate petition to the child(ren).

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. 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. Relate the petition to the person filing the petition.

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

39. Disposition of CHIPS-Permanency

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 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 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 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 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 18th birthday. • CHIPS Case: • On disposition tab enter judgment of “termination of jurisdiction” and relate to child(ren) which will close the CHIPS placement Rule 42, CAP 320.35, and MNCIS Online Help

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 Add the judge who issued the TPR order Step 1 – TPR disposition process. Connect the disposition to the child(ren) and the parent(s) whose parental rights are being terminated.

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

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

48. Questions?

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

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