Submission of Last Minute Information to the Court

0300-503.90 | Revision Date: 07/01/14

Overview

This policy guide outlines the procedures for CSWs to submit last minute information to the court, including when there is a request to change the recommendation in a report that has been submitted for an upcoming hearing.

TABLE OF CONTENTS

Policy

Submission of Last Minute Information

Procedure

Submitting the DCFS 4216

CSW Responsibilities

SCSW Responsibilities

ARA Responsibilities

RA/Division Chief Responsibilities

Approvals

Helpful Links

Forms

Referenced Policy Guides

Version Summary

This policy guide was updated from the 02/12/09 version, as part of the Policy Redesign, in accordance with the DCFS Strategic Plan.

POLICY

Submission of Last Minute Information

The DCFS 4216, Last Minute Information for the Court, is only used for a scheduled hearing and to supplement a report that has been submitted to the court. It specifically provides the court with additional information and can be used to change a recommendation. It cannot be used to walk-on a matter.

A request to change the recommendation contained in a report that has been submitted for an upcoming court hearing must be submitted in writing. The request must be approved by the CSW’s SCSW and, when applicable, the ARA.

A change to a recommendation must be based on new evidence and/or new circumstances. Prior to making any change in his/her recommendation CSWs must consult with their SCSW and with the County Counsel either handling the case or out-stationed in a Regional OfficeThe DCFS office that is responsible for providing services to the child, youth, dependent, or nonminor dependent. Usually, the office where the child's CSW is located., as needed. If a child's attorney, a parent's attorney or a child’s parent provides a CSW with information that might change a recommendation, the CSW must evaluate the new information and discuss the matter with the SCSW and obtain the SCSW's approval before changing a recommendation.

When Juvenile Court Services (JCS) and/or the County Counsel calls to discuss a change in recommendation and before committing to any change in recommendation, CSWs must discuss the matter with their SCSW and obtain the SCSW’s approval prior to changing the recommendation.

Back to Policy

PROCEDURE

Submitting the DCFS 4216

CSW Responsibilities

1. Complete the DCFS 4216, Last Minute Information for the Court, on CWS/CMS under the Case Management Section (green button).

1. Select "Create a new document".

2. Select "Los Angeles County".

3. Select the DCFS 4216, or use the DCFS 4216 found in LA Kids and attach it to the CWS/CMS case.

1. Save the DCFS 4216 as a Word document on your computer using the following naming convention, "Last Minute Information [date of hearing" (e.g. LastMinuteInformation092513).

2. In the Referral or Case Management Section, select the "+" under the Document-Case/Referral Notebook to create a new document.

3. When the "Generate New Documents" dialog box appears, click on "Import" on the right-hand side.

4. Locate the file you saved in My Documents, and import it.

5. Save the file to CWS/CMS.

6. If attaching the document to more than one (1) child’s case file, import it into each case.

7. During the referral stage, attach all child victims to the same referral.

2. If requesting a change in a recommendation that is contained in a report which has been submitted for an upcoming court hearing, record specific and clearly presented facts in the recommendation.

3. When higher level approval is necessary, create a signature box for the ARA, and RA or Division Chief when applicable.

4. When the DCFS 4216 is complete, send it and any attachments to the SCSW for approval.

5. When the DCFS 4216 is approved by the SCSW, send it and any attachments to support staff for final preparation and delivery to the court.

6. If there is not sufficient time to submit the DCFS 4216 through support staff:

1. Fax the form to Juvenile Court Services (JCS) (323) 881-3780 or (323) 881-3781.

2. Indicate the correct department number and hearing date.

• Do not address the fax to the court liaison unless the court liaison unit specifically requests it.

3. If faxing the form on the same day of the hearing, notify the court officer of the department where the matter is being heard that the last minute information is being faxed.

SCSW Responsibilities

1. Review the DCFS 4216 and any supporting documents, including any SDM tools used.

1. If approved, sign the DCFS 4216 and return it the CSW to send to the court.

1. If higher level approval is necessary, forward the DCFS 4216 packet to the ARA and, when applicable, the RA or Division Chief for approval.

2. If not approved, request corrective action and return the DCFS 4216 packet to the CSW.

ARA Responsibilities

1. Review the DCFS 4216 and any supporting documents, including any SDM tools used.

1. If approved, sign the DCFS 4216 and return it the SCSW.

1. If higher level approval is necessary, forward the DCFS 4216 packet to the RA or Division Chief for approval.

2. If not approved, request corrective action and return the DCFS 4216 packet to the SCSW.

RA/Division Chief Responsibilities

1. Review the DCFS 4216 and any supporting documents, including any SDM tools used.

1. If approved, sign the DCFS 4216 and return it the ARA.

2. If not approved, request corrective action and return the DCFS 4216 packet to the ARA.

Back to Procedure

APPROVALS

SCSW Approval

• DCFS 4216

ARA, and/or RA or Division Chief Approval

• DCFS 4216, when applicable

HELPFUL LINKS

Forms

CWS/CMS

DCFS 4216, Last Minute Information for the Court

LA Kids

DCFS 4216, Last Minute Information for the Court

Referenced Policy Guides

0300-506.05, Communication with Attorneys, County Counsel, and Non-DCFS Staff