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CFP 175-4 This pamphlet supersedes CFP 175

1. Atem u ostia la atenta fte idol 22 Add Other Household Members 23 Making Changes Record Deletions 24 iplc M 25 Child Listing RR RM DTE RR 26 Child Web Data Report n nunan nsn 27 Find Available Child 28 Sibling Web Data a 29 Family Household 30 Find Available Family cm Sees istas deep 31 Code 32 PNM FS CS MOTTO 32 Child Current ARAS 32 COUR napa bataua 32 DISIrieURGgIOr LT 32 ipie EE ner 32 i Pp ERN 33 Family StrUctU e tre 33 Language au u u uu uuu sis E A e E 33 Ra chet aches sss S TERES TET EM 33 Placement HIT 33 Reason tor Hold assassin OO oT 34 FRelationshiprd n u 34 ale eT 34 acc 34 Adoption Exchange Security Roles esses eene ntn nnne nnn nani nitens 35 ji MNT C ov
2. 13 Composing Web Memos na 13 Web Authorization Process E E 13 Website Picture Guidelines Picture Quality 14 Making Changes Record Deletions a 15 Adding A SIDIIng Nu gu uu rem 15 Create New Sibling Group Link Child to Existing Sibling Group View Sibling Group Web Memo a 16 Web Authorization Process for Siblings 17 Family Household Screens ades EE Frei U dana an Ea Fara i n lan cad 18 TFamily fHousehold ee 18 Add Family Register New Family 18 Find Family By Family ID 18 Find Family by Last Name 1 1 18 This pamphlet supersedes CFP 175 4 dated August 3 2004 OPR PDFS DISTRIBUTION X OSES OSLS ASGO PDFS DASGS D1 15 District Family Safety staff September 12 2005 CFP 175 4 TABLE OF CONTENTS continued PAGE Find Family Member by Birth Date ras 19 Add iure crema 19 General pencil Pr 19 Preferred Child Accept Children With the 20 Applicant EY EVE 21 Applicant ai RR 21 Case Management
3. 175 4 STATE OF FLORIDA DEPARTMENT OF CF PAMPHLET CHILDREN AND FAMILIES NO 175 4 TALLAHASSEE September 12 2005 Family Safety FLORIDA ADOPTION EXCHANGE USER S GUIDE This pamphlet presents detailed instructions on how to use the Florida Adoption Exchange System TABLE OF CONTENTS PAGE Introduction to Florida s Adoption Exchange u eee uu 1 egislative PRU m 1 System Access and Documentation 1 AES Login SCO Ci 1 Change PassSWO0T d u uuu aa 3 RUT Aer us nu ET ha aa sas UT 3 Mia Menuer sisne uuu simu Say Ea das aia 4 Welcome Soereeril 4 Shortcut Function Keys 4 Screen Navigation Mc eee ere 5 Converted mt 5 Child E 6 CIR UTOR 7 Rea M o 7 Find Child NAN ttc r 7 General MOR MAU S 8 Characteristics Information 9 Placement Information m 10 Case Management Information a 11 Child Web Memmo 1
4. 24 September 12 2005 CFP 175 4 REPORTS Reports are needed to assess overall activity relative to Statute guidelines for the Adoption Exchange System The Adoption Exchange System currently allows access to four reports as seen below More reports are scheduled to be added at a later date To list all records related to a selection item do not select from an item s dropdown choices CHILD LISTING Report Allows the user to access reports that show the children currently registered on the Exchange This report also shows the Web Authorization date for children seen on the public website CHILD WEB DATA Report Allows the user to see a list of children with all of the individual s web related fields for view on the public website including whether or not there is a picture on file FIND AVAILABLE CHILD Report Allows the user to find a child match for families with approved adoption studies but with no child identified as a prospective match SIBLING WEB DATA Report Allows the user to see a list of sibling groups and sibling group members with all of the group s web related fields for view on the public website including whether or not there is a picture on file FAMILY HOUSEHOLD FACESHEET Report Allows the user to access reports that list complete information pertaining to families currently registered on the Exchange FIND AVAILABLE FAMILY Report Allows the user to find a family registered in the System for a child with no a
5. Find Child by Sibling Group ID Number Main Menu Help Log Off Add Child To register a new child on the Adoption Exchange click on Add Child Register New Child on the Exchange The ADD CHILD RECORD page will appear It is recommended that the user search for the child first to avoid adding a duplicate record Note Security Role Levels 1 2 5 7 8 9 10 11 12 have the ability to Add Delete Child and Family Records Find Child by Name To search for a specific existing child record or to see if the child has been registered on the system the user may enter the child by last name only first name only or both last and first name In addition if you know the letter of the alphabet which begins the child s last or first name simply type the single letter A in the box A list of all children with the same last name or beginning with the letter A of the alphabet will be displayed on a new screen By clicking on the underlined last name you will be taken to the specific child record Specific children may also be located by typing in the child s AES Child ID Number Date of Birth SSN or Sibling Group ID Number September 12 2005 CFP 175 4 General Information Child Record sections include the following screens General Information Characteristics Placement Case Management Web Memo and Sibling Group Web Memo Florida Adoption Exchange System Child Menu Main Menu Help Log Off ADD CHILD RECORD Canc
6. the System WELCOME THE ADOPTION EXCHANGE SYSTEM MAIN MENU FAMILY HOUSEHOLD REPORTS CODE TABLES e HELP MyFlorida com ADOPTION WEBSITE ASSIGN CHANGE SECURITY UNIT PASSWORD RESET e LOG OFF CAUTION After 45 minutes or more of inactivity you will be automatically logged off of AES and any unsaved data will be lost System activity occurs when a screen is refreshed or you move from screen to screen Typing ona screen and receiving pop up messages after an attempted action do not constitute system activity ACCP REGION Version 1 38 02 20 2004 Help Log the System Clicking on the CHILD button will automatically take you to the CHILD MENU screen September 12 2005 CFP 175 4 Child Menu Select one of the following options to Add or Find a child record Add Child Register New Child on the Exchange Add capability depends on your security role Find Child by Name Find Child by AES Child ID Number Find Child by Birth Date Find Child by SSN Find Child by Sibling Group ID Number Florida Adoption Exchange System Main Menu Help Log Off CHILD MENU Select One of the Following Options to Add or Find a Record Find Child by Name Enter either 1 Last Name First Name OR 2 Last Name Only OR 3 First Name Only Last Name First Name Find Child by AES Child ID Number e Find Child by Birth Date MM DD YYYY oR MMYYYY YYYY e Find Child by SSN
7. If both changes are not saved the child will continue to be listed in the old status when printing reports 12 September 12 2005 175 4 Child Web This section includes the Child Web Memo Child Web Authorized Yes or and the Web Authorized Date When the web authorization is Yes the required minimum character length is 625 maximum length is 2000 Child Web Memo Child Web Authorized Yes Web Authorized Date Cancel General Characteristics Placement Case Management Completion of the Child Web Memo section is not necessary in order to save the record for a child who is not in need of web authorization For example if the child has an already identified adoption placement and is not being fully registered for viewing by the public the Save button can be selected without completing this page However completion of this page is necessary in order to have the child placed on the public website Child Web Memo is required if Child Web Authorized is answered Yes Composing Web Memos Ensuring the quality of the web memos on the public website is the ultimate responsibility of the worker and web authorizer Poor quality memos reflect poorly on the agency and the child Do not use filler like periods or meaningless words or other characters Both the worker and the Web Authorizer should review the web memo for correct information accuracy of grammar and spelling Web me
8. 4 Applicant One The third section of the Add Family Household screen contains Applicant One Information Last Name First Name Suffix Middle Name Occupation Birth Date Current Age system generated Gender Race Health Information Ethnicity and Relationship to Applicant One system generated APPLICANT ONE Last Name Suffix he First Name Middle Name Occupation Birth Date Current Age s Gender v Health Information Ethnicity v Relationship to Applicant One SELF Upon completion of this section scroll to the next section Applicant Two The fourth section of the Add Family Household screen contains Last Name Suffix First Name Middle Name Occupation Birth Date Current Age system generated Gender Race Health Information Ethnicity and Relationship to Applicant One system generated A ACCEPTANCE REGION Florida Adoption Exchange System Microsoft Internet Explorer APPLICANT TWO Note Only enter a second applicant if Family Structure indicates that the family includes a couple Last Name Suffix First Name Middle Occupation Birth Date Current Age Gender M Race v Health Information Ethnicity Relationship to Applicant SPOUSE Back to Top Information on this page is the same required information as for Applicant One 21 September 12 2005 175 4 Note e Applicant Two is to be comp
9. ACTIVE 13 APPLICATION SUPPORT ACTIVE 14 VIEWER ACTIVE Code Table Menu Main Menu Help Log Off The security roles along with their user functions are as follows 1 STATEWIDE ADMIN amp OPERATIONS SUPPORT ALL Assigned to Central Office Data Support a Statewide ability to View Add Update and Delete Child records b Statewide ability to View Add Update and Delete Family Records c Statewide ability to Authorize Web Memos d Ability to View Add Update and Delete Code Table records e Statewide ability to View Add Update and Delete Worker User and Unit records May assign all security roles May not update their own record f Statewide ability to Run and View Reports 2 STATEWIDE ADMIN amp OPERATIONS SUPPORT LIMITED WITH SEC Assigned to Statewide Adoption Exchange Program Manager a Statewide ability to View Add Update and Delete Child records b Statewide ability to View Add Update and Delete Family Records c Statewide ability to Authorize Web Memos d Statewide ability to View Add Update and Delete Worker User and Unit records May assign security roles 5 6 7 8 9 10 11 12 and 14 May not update their own record e Statewide ability to Run and View Reports 3 STATEWIDE SECURITY OFFICER Assigned to Central Office Information Systems a Statewide ability to View Add Update and Delete Worker User and Unit records May assign all security roles May not update their own r
10. AND FAMILY TRANSFER Assigned to designated adoption supervisors workers or clerical responsible in unit for add update of unit s child family records a Statewide ability to View Child records b Unit wide ability to Add and Update Child records c Statewide ability to View Family records d Unit wide ability to Add and Update Family Records e Statewide ability to Run and View Reports 13 APPLICATION SUPPORT Assigned to Statewide Information Systems a Statewide ability to View Child records b Statewide ability to View Family records Statewide ability to Run and View Reports d Ability to generate extract files of Child and Sibling data for display on the Web 14 VIEWER Assigned to those who need only to view data and produce reports e g District Program Office CBC Director Adoption Information Center a Statewide ability to View Child records b Statewide ability to View Family records c Statewide ability to Run and View Reports State Code Table A list of all available States in the Adoption Exchange System Suffix Code Table A list of all available Suffixes in the Adoption Exchange System 37 September 12 2005 CFP 175 4 ASSIGN CHANGE SECURITY From the Main Menu select ASS GN CHANGE SECURITY UNIT You will automatically be sent to the Security Menu screen ACCEPTANCE REGION Florida Adoption Exchange System Microsoft Internet Explorer Florida Adoption Exchange System Main
11. MODERATE SEVERE SEVERE SEVERE NONE Report Sort Options v This report allows the counselor to search the System for available children matching criteria requested by a family who has an approved adoption study The report requires that at least one of the selection fields be chosen By selecting the appropriate values to include in the report corresponding with the type child the family states they are seeking the System will search the child data for a match with the family If no value is selected for a specific field the search will include all values For example if the worker wants to search every District in Florida for an available child to match his family he would not make any selection in the Responsible District section Note There are converted child records where the worker has not updated their disability and education fields from CONVERTED Therefore a report may not completely represent all children with or without disabilities who are entered in the AES if selection is made on these fields Refer to the discussion under Child Listing Report for similar examples of how to make report selections The report can be pre sorted by clicking Report Sort Options To view the report select one of the options Print to PDF Print to Word Print to Excel 28 September 12 2005 175 4 Sibling Web Data Report hittp faes def state fl us Florida Adopti
12. Unit records May assign security roles 7 8 9 10 11 12 and 14 May not update their own record h Statewide ability to Run and View Reports 8 DISTRICT EXCHANGE COORDINATOR WITH WEB AUTH W O SECURITY Assigned to AES District Manager who does not maintain security a Statewide ability to View Child records b District Region wide ability to Add Update and Delete Child records c Statewide ability to View Family records d District Region wide ability to Add Update and Delete Family Records e District Region wide ability to Authorize Web Memos f Ability to transfer a Family from another District Region to own District Region g Statewide ability to Run and View Reports 9 DISTRICT EXCHANGE COORDINATOR W O WEB AUTH WITH SECURITY Assigned to AES District Manager who does not perform web authorization a Statewide ability to View Child records b District Region wide ability to Add Update and Delete Child records c Statewide ability to View Family records d District Region wide ability to Add Update and Delete Family Records e Ability to transfer a Family from another District Region to own District Region f District Region wide ability to View Add Update and Delete Worker User and Unit records May assign security roles 7 8 9 10 11 12 and 14 May not update their own record g Statewide ability to Run and View Reports 10 DISTRICT EXCHANGE COORDINATOR W O WEB AUTH AND SECURITY Ass
13. Welcome Screen Child view enter or modify children link siblings write child or sibling group web memos web authorize child or sibling group Family Household view enter or modify families and Other Household Members Reports Choose from a list of Reports to print or view After choosing the report you will enter the report specifications screen for that report Code Tables Choose from a list of Code Tables to view and in some cases enter or modify records if your system security allows Help is linked to this pamphlet MyFlorida com Adoption Website Allows the user to access the public website without having to log off of the System Assign Change Security Unit Assign change role and worker data add change unit Password Reset Used by Security Officer to change another password Log Off Log out of and exit the Adoption Exchange System Shortcut Function Keys The AES System allows these shortcut keys to function CTRL A Select all items on the current Web page CTRL C Copy the selected items to the Clipboard CTRL V Insert the contents of the Clipboard at the selected location 4 September 12 2005 CFP 175 4 CTRL X Remove the selected items and copy them to Clipboard CTRL Z Undo CTRL P Print Screen Navigation Tips For most Menu screens after entering data in one text box you can then hit the ENTER key and it will work the same as if you had tabbed to the SUBMIT button and
14. be web authorized and the sibling group must be web authorized the same sibling group picture will be displayed for each authorized member However the counselor may also submit an individual picture of the child to the Tallahassee Information Systems This picture would not show up on the public photolisting website but would be viewable on the General Information section of the child s AES registration record for other counselors to view Each sibling will have his own individual web memo in addition to the sibling web memo on the public website Since the group picture will appear on the site each sibling s web memo should include the name of each of the children shown in the group picture along with their AES IDZs and a description of each child s position in the picture upper left lower right center etc Adoptions program policy requires a minimum of 625 characters and a maximum of 2000 characters for a sibling group web memo To compose a web memo which addresses the specific placement needs of the group as a whole click on the Sibling Group Web link that is found in the Child Web Memo section of the child screen Once the Sibling Group Web Memo is written and saved it will appear in AES for each child with the same Sibling Group ID Therefore a child who is part of a sibling group will be viewed on the public website with an individual child web memo sibling group picture for each individual child in the sibling group
15. cases first then the ex worker s name will still appear in the individual child and family records This is acceptable for finalized records but it means the active cases will still have to be individually updated to the new worker supervisor 40 September 12 2005 175 4 Changing Passwords If an active user forgets his password the local AES Security Officer has the ability to go to the Main Menu and click on Password Reset The Password Reset Menu screen will prompt you to find the user by district region or put in either the worker s name or User ID number Press the Submit button and you will be taken to the Reset Password Screen Fill in the new password in the User Password box verify the user s account is not locked and hit Save http aes dcf state fl us ACCEPTANCE REGION Florida Adoption Exchange System Microsoft Internet Explorer E x Florida Adoption Exchange System P iid Password Reset Menu Main Menu Help Log Off RESET PASSWORD SCREEN Last Name Suffix ONE First Name Middle Name ONETWO User Login ID User Status ONE ONETWO ACTIVE District Region Unit Worker User Status in Unit Unit Status Change Date 1 1 111 ACTIVE 05 20 2005 User Account Locked User Last Login Date No Yes 20 2005 User Password case sensitive Password Last Changed Date 05 19 2005 Password Reset Menu Main Menu Help Log Off If a user s account is inactivated for any reason the pas
16. does not have the above listed Security Level he must notify the Web Authorizer in his area to review the web memo for web authorization The web authorizer is ultimately responsible for ensuring the quality of what appears on the website The Child Web Memo section is at the bottom of the Child Screen Upon completion of the child information the counselor must select the Save button at either the top or bottom of the screen to save the child registration record The message RECORD WAS ADDED will then appear at the top of the Child record screen if all required fields have been entered When you select the Save button if you have omitted completion of any critical data fields the System will display a message on the screen describing your error Click the OK button and the System will kick you back to the error section which will be highlighted for correction Website Picture Guidelines Picture Quality Requirements Digital cameras are recommended for taking pictures to be submitted for the public photo listing website Digital photos should be saved to a jpeg file and named to reflect the child s AES ID Example jpeg picture file for the child Anthony should be saved as Anthony ID1H 234 In addition to digital pictures Information Systems can accept a good quality photograph The ideal photograph size is 4 by 6 which can then be digitally scanned and formatted Polaroid pictures or pic
17. in the record that may be changed The ability to change the record depends on the security role you have A unit should be changed to Inactive when the unit no longer serves child and or family adoption cases Adding Removing Workers Supervisors or other Who Are Not Users of the System The process of Adding or Removing Workers Supervisors or Other staff who are not users of the system from the AES Worker User Table is the same as for users The only exception is that the local AES Security Officer does not need to coordinate these changes with their local HSn Security Officer since no user codes are involved Change Worker Record A worker user record can be changed by accessing the Change Worker User screen from the Security Menu The ability to change the record depends on the security role you have You can not change your own record A worker s name User and or Worker information includes phone number may be changed on the Change Worker User screen In addition the screen provides the links Assign Delete Additional Unit and Change Status in Unit to update the worker s association with the unit s under which the worker provides adoptions services This screen is also used to reactivate users whose accounts have been inactivated 42
18. or Closed Date Back to Top Responsible District Region and Unit The choices for Responsible District Region are in the drop down list and include each of Florida s Districts or Regions based on each individual user s security This list is populated from the District Region Code Table Required field Child s County of Legal Jurisdiction The choices for this field are listed in the drop down box and include each of Florida s counties Required field Case Worker Name The choices for Case Worker Name are in the drop down list based on each individual user s security This list will be populated from the Worker Code Table after a District Region has been chosen for the current child If this child will be web authorized to be viewed from the public website it is recommended that the Case Worker be that of the counselor assigned the responsibility for recruitment issues regarding this particular child The worker name listed on this page is the name that the Adoption Information Center will give to the public viewers requesting information on this child Required field Case Worker Telephone This field is a display only field It represents the telephone number of the case worker selected If this number needs to be changed or corrected the correction must be made in the Find or Change Worker section of the Assign Change Security menu Supervisor Name The choices for Supervisor Name are in the drop down list ba
19. to make sure that his HSn user ID number is listed as his AES User Login ID You will also want to assign him a new password See Changing Passwords The new user is now ready to log onto the AES System If you do not find the user s name listed on the Security Worker Users table you must add him as a new worker Click on Add Worker or Supervisor User from the Security Menu If he already has an assigned HSn ID user code number this number should be used as his AES User Login ID If the user does not have a HSn user code number you must contact the local HSn District Security Officer with the request to assign him a number All requests for new users should be in writing The request should include the worker s name last first middle suffix The worker s Social Security Number should also be provided to the HSn Officer http faes dcf state fl us ACCEPTANCE REGION Florida Adoption Exchange System Microsoft Internet Explorer Florida Adoption Exchange System Security Menu Main Menu Help Log Off ADD WORKER USER Last Name Suffix I v First Name Middle Name User Data controls access to the on line system User Status User Status Change Date User Password Change Date y p User Login ID User Password case sensitive User Security Role v User Account Locked User Last Login Date No Yes Worker Type v Worker Phone Area Ext District Region Unit Worker User Status in Unit Unit Status Change Date v v MMIDDIYY
20. 2399 0710 Telephone number Richard Hernandez 850 487 9374 or SC 277 9374 Patricia Burns 850 922 6365 or SC 292 6365 17 September 12 2005 CFP 175 4 FAMILY HOUSEHOLD SCREENS Approved adoption studies of families with no identified prospective adoption placement will be registered on the Adoption Exchange System Family Household section Family Household screens contain Florida families with approved adoption studies Studies received from families from other states who have provided a copy of their approved adoption study shall also be registered on the Adoption Exchange System These families must be referred to and registered by Kim Grosdidier Family Household Menu After logging onto the Adoption Exchange System you will be automatically taken to the Welcome To The Adoption Exchange System Main Menu screen From the Main Menu click on the FAMILY HOUSEHOLD selection Main Menu Help Log Off FAMILY HOUSEHOLD MENU Select One of the Following Options to Add or Find a Record Add Family Register New Family on the Exchange Find Family By Family ID Number Find Family Last First Name Last Name Only or First Only Last Name First Name mm dd mm Find Family By Family Member Birth Date OR OR Submit Find a Specified Family Record select one of the following options Add Family Register New Famil
21. 4 Child Name Type in the child s Last Name First Name and Middle Name in the field provided for this information Suffix is optional 20 characters are allowed in the child first name and middle name fields 40 characters are allowed for the last name Complete the remaining information in the field spaces provided for Social Security Number Ethnicity Religion Primary Language Secondary Language Birth Date Gender Race Picture If the child is not in adoption placement by the 90 day following Termination of Parental Rights the child must be fully registered on the Adoption Exchange See Website Picture Guidelines section of this pamphlet For a definition of full registration see Introduction section of this user s guide If an Appeal has been filed following the Termination of Parental Rights Order by the Court and the child is registered on the Adoption Exchange and placed in Hold status the 90 day web authorization requirements do not apply However following the appeal decision in the September 12 2005 175 4 Department s favor the clock begins again if the child is not in adoption placement by the 90 day following the final ruling Characteristics Information Characteristics Information Physical Disabilities v Visual or Hearing Disabilities v Emotional Disabilities v Exceptional Educational Needs Intellectual Disabilities v Other Condition Requiring Special Care v Description of Child s
22. ACTIVE 8 CLOSED PARENTAL RIGHTS REINSTATED ACTIVE 9 CLOSED AGE 18 PERMANENCY PLAN NOT MET ACTIVE 10 CLOSED DECEASED ACTIVE 11 WITHDRAWN INACTIVE County Code Table List of all available Counties for each District in the Adoption Exchange System District Region Code Table List of all available Districts in the Adoption Exchange System Ethnicity Code Table Florida Adoption Exchange System Code Table Menu Main Menu Help Log Off ETHNICITY Sort Description Status 1 HISPANIC ACTIVE 2 HAITIAN ACTIVE 3 OTHER ACTIVE 4 NOT YET DETERMINED ACTIVE 5 UNABLE TO DETERMINE ACTIVE 32 September 12 2005 175 4 Family Status Code Table Status codes include Active or Inactive Family Structure Code Table Florida Adoption Exchange System Code Table Menu Main Menu Help Log Off FAMILY STRUCTURE Description Status MARRIED COUPLE CHILDREN ACTIVE MARRIED COUPLE NO CHILDREN ACTIVE SINGLE FEMALE CHILDREN ACTIVE SINGLE FEMALE NO CHILDREN ACTIVE SINGLE MALE CHILDREN ACTIVE SINGLE MALE NO CHILDREN ACTIVE Lanquage Code Table Languages include English Spanish Creole French German Vietnamese Sign Language TDD Other Unknown Race Code Table Florida Adoption Exchange System Code Table Menu Main Menu Help Log Off RACE Sort Description Status 1 BLACKIAFRICAN AMERICAN ACTIVE 2 WHITE ACTIVE 3 BLACK WHITE ACTIVE 4 AMERICAN INDIAN ALASKAN NATIVE ACTIVE 5 ASIAN ACTIVE B NATIVE H
23. AVWAIIAN OTHER PACIFIC ISLANDER ACTIVE 7 UNABLE TO DETERMINE ACTIVE 8 OTHER INACTIVE Placement Type Florida Adoption Exchange System Code Table Menu Main Menu Help Log Off PLACEMENT TYPE Sort Description Status 1 FOSTER HOME ACTIVE 2 RELATIVE CAREGIVER ACTIVE 3 NON RELATIVE UNLICENSED ACTIVE 4 GROUP CARE FACILITY ACTIVE 5 RESIDENTIAL TREATMENT ACTIVE THERAPEUTIC FOSTER HOME ACTIVE 7 CRIMINAL JUSTICE BASED PROGRAM ACTIVE 8 DEVELOPMENTAL SERVICES FOSTER HOME ACTIVE 9 MEDICAL FOSTER HOME ACTIVE 10 RUNAWAYAWHEREABOUTS UNKNOWN ACTIVE 11 FOSTER ADOPT INACTIVE 12 GROUP HOME INACTIVE 13 INSTITUTION INACTIVE 14 CONVERTED INACTIVE 33 September 12 2005 Reason For Hold Florida Adoption Exchange System CFP 175 4 Code Table Menu Main Menu Help Log Off REASON FOR HOLD Sort Description TPR ON APPEAL RELATIVE ADOPTION FOSTER PARENT ADOPTION IDENTIFIED LOCAL IN STATE FAMILY OUT OF STATE FAMILY CHILD NOT READY ADOPTION GOAL RECENT DISRUPTION ADOPTION GOAL THERAPEUTIC TREATMENT ADOPTION GOAL RUNAWAY O 4 WH Relationship Florida Adoption Exchange System Sort Description 3 CHILD 4 STEPCHILD 5 GRANDCHILD 6 NIECE NEPHEVY T OTHER CHILD RELATIVE 8 UNRELATED CHILD 9 PARENT 10 STEPPARENT 11 GRANDPARENT 12 SIBLING 13 OTHER ADULT RELATIVE 14 UNRELATED ADULT Status ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE INACTIVE INACTIVE INA
24. CTIVE ACTIVE Code Table Menu Main Menu Help Log Off RELATIONSHIP Status ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE Religion Code Table Religions include Buddhist Catholic Hindu Jehovah s Witness Jewish Mormon Muslim Protestant Universalist Other No Preference Reports Code Table Current reports available on the Adoption Exchange System include Child Listing Child Web Data Find Available Child Find Available Family 34 September 12 2005 CFP 175 4 ADOPTION EXCHANGE SECURITY ROLES The Adoption Exchange System has fourteen 14 security roles Florida Adoption Exchange System Code Table Menu Main Menu Help Log Off SECURITY ROLES Role Description Status STATEWIDE ADMIN amp OPERATIONS SUPPORT ALL ACTIVE STATEWIDE ADMIN amp OPERATIONS SUPPORT LIMITED WITH SEC ACTIVE 3 STATEWIDE SECURITY OFFICER ACTIVE 4 STATEWIDE PASSWORD RESET ACTIVE 5 STATEWIDE ADMIN amp OPERATIONS SUPPORT LIMITED SEC ACTIVE 6 DISTRICTS REGION SECURITY OFFICER ACTIVE 7 DISTRICT EXCHANGE COORDINATOR WITH WEB AUTH amp SECURITY ACTIVE 8 DISTRICT EXCHANGE COORDINATOR WITH WEB AUTH WWO SECURITY ACTIVE 9 DISTRICT EXCHANGE COORDINATOR WEB AUTH WITH SECURITY ACTIVE 10 DISTRICT EXCHANGE COORDINATOR MWO WEB AUTH AND SECURITY ACTIVE 11 UNIT SUPPORT WITH WEB AUTH AND FAMILY TRANSFER ACTIVE 12 UNIT SUPPORT iO WEB AUTH AND FAMILY TRANSFER
25. Condition lt Physical Appearance Description Back to Upon completion of the General Information section scroll down to the next section Characteristics Information This section provides information regarding the child s physical emotional intellectual visual hearing disabilities educational or other conditions requiring special care The responses to these fields are key to the disability search on the public photolisting website and care should be taken to insure they are completed accurately Characteristics Information fields can be selected by the counselor to indicate whether these disabilities are MILD MODERATE SEVERE OR NONE An error message will occur for this section if a selection is not made for each special needs category Additional information is provided regarding educational needs Click on the drop down box to choose MILD MODERATE SEVERE NONE OR GIFTED A response other than NONE indicates a clinical diagnosis has been made by a qualified professional Description of Child s Condition is required only if one or more of the fields indicated a response other than NONE If completing this section when a response is other than NONE a minimum of 200 characters and a maximum of 4000 characters will be required If all are NONE the Description of Child s Condition can be entered but there is no length requirement Note If a converted record with A
26. Menu Help Log Off SECURITY MENU Select One of the Following Options to Add or Find a Record WORKER SUPERVISOR USER e Add Worker or Supervisor User e View All Find or Change Worker or Supervisor User by District Region v Find or Change Worker or Supervisor User by Unit i e Find or Change Worker Sup User by Name Enter either LastName Only OR Last Name First Name Last Name First Name UNIT Add Unit e View All e Find or Change Unit by District Region v Find or Change Unit by Unit v Main Menu Help Log Off Adding New Users to the System All users and recipients of AES information are required to comply with requirements of DCF CFOP 50 6 Security participate in Department Approved Security Awareness training understand the Computer Related Crimes Act Section 815 Florida Statutes and sign the Department of Children and Families Security Agreement Form CF 114 Recipients should also have received training regarding the Health Insurance Portability and Accountability Act HIPAA and have executed the Department of Children and Families Notice of Privacy Policy Form CF 771 or its equivalent These items will be tracked by the local AES Security Officer in coordination with the HSn Security Officer for DCF To have a worker supervisor and or user added to the Adoption Exchange System submit a request to your local AES Security Officer following lo
27. RENTRER 37 cip Smet TC Tem 37 ASsign Change Security uuu u nri kai FRU NE Ide GR IO RR AXI a ea Kul 38 Adding New Users to the System sse tenentes 38 Removing Users from the System 40 Changing Sessies dian as SES ER 41 Adding RE UTRT 41 Change Unit ETT C 42 Adding Removing Workers Supervisors Other Who Are Not Users of the System 42 Change Worker Record mm 42 September 12 2005 CFP 175 4 INTRODUCTION TO FLORIDA ADOPTION EXCHANGE Legislative Authority Florida Statute 409 167 1 establishes a statewide adoption exchange with a photo listing component which shall serve all authorized licensed child placing agencies in Florida as a means of recruiting adoptive families for children legally freed for adoption and who have been permanently placed with the department or a licensed child placing agency for the purpose of adoption The Statute requires initial AES registration within 30 days from the date of termination of parental rights This includes both children who have identified placements such as foster parents or relatives and those who do not FS 409 167 2 a If there is no identified adoptive family and or if the child has not been officially placed in adoptive placement within three months of the termination of parental rights the child s AES registrati
28. Unlicensed Developmental Services Foster Home Group Care Facility Medical Foster Home Residential Treatment Runaway Whereabouts Unknown Note Counselors should update this field in converted records that require changes Foster Adopt Group Home and Institution are obsolete and must be changed Current Placement Description Counselors may wish to include in the Current Placement Description information regarding the child s date of removal from the home number of placements since child s initial removal information regarding the child s ability to attach to caretakers etc There is no required number of characters to be used in the Current Placement Description however counselors may include up to 1000 characters This field is optional 10 September 12 2005 175 4 Case Management Information This screen includes the Responsible District Region and Unit County of Legal Jurisdiction Case Worker Name and Telephone Number Supervisor Name and Telephone Number Child Current Status Reason for Hold and Adoption Dates Case Management Information Responsible District Region and Unit Child s County of Legal Jurisdiction v Case Worker Name v Case Worker Telephone Supervisor Name v Supervisor Telephone Child Current Status v Reason for Hold ADOPTION DATES Date of TPR Disposition Available Status Date Hold Status Date Placement Date jmmidd yyyy Exchange Registration Date Finalized Date Withdrawn
29. YY Save Cancel Security Menu Main Menu Help Log Off Internet Upon notice from the DCF HSn Security Office that a HSn number has been assigned or if the worker has previously been assigned an HSn number the local AES Security Officer will then add the individual to the System by clicking on Add Worker or Supervisor User complete the requested information on the screen and grant the appropriate security role See Code Tables section of this manual for an explanation of Security Roles The new user is now ready to log onto the AES System When an AES user changes employment to another district region and after receiving a documented request for access the AES Security Officer of the user s new district region must notify their HSn Security Officer that the user s HSn ID will be established for use with AES in the new district Because the user was previously associated with another district local AES Security Officers will not initially have access to add the new unit to the Worker User s record The AES Security Officer should contact 39 September 12 2005 CFP 175 4 a Central Office Security Officer Joan Davis 850 922 6681 to request the new unit be added to the Worker User record Once this is done the local AES Security Officer will have access allows making additional changes to the user s record to the new district region See section Removing Users From the System below for inst
30. allow each child to have a full web memo Therefore depending on the number of web authorized siblings the same sibling picture will be seen on the public website with the name of a different sibling under each picture The following information should be included on the web memo for each child in the picture the names of all the children in the picture AES ID numbers of each child and each child s position in the picture left center right Any expectations needs for the sibling group as a whole would also need to be included on the sibling group web memo Once the worker enters the information into AES and the sibling group record is web authorized by the District Region Exchange Coordinator the information is available for the next extract update that will be made by Information Systems The website is updated at least once a week on Friday and will then be viewable by the public immediately The counselor should verify on Monday that each child web memo the sibling group s web memo and the group photo in the public photolisting site are accurate The group with a photo received by IS on Thursday will usually appear on the next week s update Digital picture files can be sent by email to Richard Hernandez at Richard Hernandez dcf state fl us or Patricia Burns at Patricia _Burns dcf state fl us Pictures can be mailed to Richard or Patricia at DCF Information Systems Suite 80 Rm 2018 1940 N Monroe St Tallahassee Fl 3
31. and one sibling group web memo that will address the placement needs of the group as a whole Only the sibling group picture will be viewable by the public and not the child s individual picture 16 September 12 2005 175 4 Note If you wish the child s individual picture to be viewed in the child record you may send his individual picture to Tallahassee webmasters However the sibling picture will go out on the public website for view by the public Web Authorization Process for Siblings It is important to remember that only children who are being placed together in adoptive placements are listed as siblings out on the public website Therefore please ensure that siblings who will not be placed together in the same adoptive home will not appear in the website sibling group picture Note This means that it may be necessary to unlink a sibling from his sibling group if the District Region makes the decision not to place this child with the rest of his siblings in adoption placement and if the unlinked child is to be featured as an individual not in the group If this process is followed please ensure mention of the other siblings elsewhere in the child record child web memo placement screen etc Each child in the sibling group who is available will be web authorized the group will be web authorized and the group picture will be displayed for each of the sibling group s children on the website This method will
32. cal protocol The request should be in writing and should include the following information 1 Name Last First Middle Suffix 2 Social Security Number This will not be loaded into AES but is used by the local Security Officer to uniquely identify the user to 15 Data Security in Tallahassee 3 User Status This designates whether or not the individual is to have on line access to the System For a new request User Status will either be Active or Non User Once Active a user s status may be changed to Inactive when his System access is terminated 4 User Login ID If the user has a user code such as ID for another System such as HSn the same user code should be used for access to AES If the user does not have a user code the DCF Security Officer will assign one Worker Type Worker Supervisor Other Phone Number including area code Unit s Assigned To AES allows each worker user to be actively assigned to up to 3 units at once So 38 September 12 2005 175 4 To add a new user to the AES System the AES Security officer previously named AES District Manager must first determine if the new user has ever had previous access to the AES System From the Security Menu screen click on View All or do a search by clicking on one of the Find menu choices If you locate the user s name listed in this table you may open the record and make the necessary updates to the information if needed You will want
33. creen System activity occurs when a screen is refreshed or you move from screen to screen Typing on a screen and receiving pop up messages after an attempted action do not constitute System activity If you are logged in to the AES for more than 45 minutes without any activity then you will be automatically logged out ACCEPTANCE REGION Florida Adoption Exchange System Microsoft Internet Explorer DERI You must be logged in to the Adoption Exchange System before you can view any page If you have been logged in to the AES for more than 45 minutes without any activity then you have been automatically logged out System activity occurs when a screen is refreshed or you move from screen to screen Typing on a screen and receiving pop up messages after an attempted action do not constitute system activity Or if you were using AES and just received this message then you may have been logged out by a Network or Server problem In this case please contact the DCF Statewide Help Desk to report the problem 850 487 9400 OR SUNCOM 277 9400 AES LOGIN SCREEN a start w E Re AES Training Lo 2 NTVDM EXE Y 2 Internet Explorer 12 48PM The above shown page will be displayed following 45 minutes or more inactivity on the System or if you are experiencing a Network or Server problem To return to the System click out of the program September 12 2005 CFP 175 4 and log back on If you get this same s
34. creen in your return attempt you may call the DCF Statewide Help Desk 850 487 9400 SC 277 9400 as directed above For assistance with policies procedures and best practice issues regarding the Adoption Exchange System that can not be resolved locally you may contact your Zone Adoption Specialist Main Menu idet state Nus ACCEPTANCE REGION Florida Adoption change System Microsoft Internet Explorer Florida Adoption Exchange System Help Log Off the System Welcome User 0506070 Your last successdul login to AES was 6 70 7005 17 19 78 Your PASSWORD will 06 25 2005 CHILD FAMILY HOUSEHOLD REPORTS CODE TABLES e HELP MyFlorida com ADOPTION WEBSITE e ASSIGN CHANGE SECURITY UNIT PASSWORD RESET LOG OFF CAUTION 45 minutes or more of inactivity you will Ler automatically longed off of AES and any unsaved data will he lost System activity occurs when a screen Is refreshed you move from screen to screen Typing screen and recetv up messages after an attempted action do not constitute system activity ACCPREOION Version 207 06 20 2005 Help Log Off the System a rere Welcome Screen Your menu choices depend on the security role you have Refer to the section Adoption Exchange Security Roles for explanation of roles and their permissions To begin using the Adoption Exchange System click one of the following buttons on the
35. ecord 4 STATEWIDE PASSWORD RESET May be assigned to Statewide Helpdesk and limited district staff a Statewide ability to Reset User Passwords May not assign security roles May not update their own Worker User record 35 September 12 2005 175 4 5 STATEWIDE ADMIN amp OPERATIONS SUPPORT LIMITED W O SECURITY Assigned to Central Office Policy Unit a Statewide ability to View Add Update and Delete Child records b Statewide ability to View Add Update and Delete Family Records c Statewide ability to Authorize Web Memos d Statewide ability to Run and View Reports 6 DISTRICT REGION SECURITY OFFICER May be assigned to District Security i e DMSD a District Region wide ability to View Add Update and Delete Worker User and Unit records May assign security roles 4 6 7 8 9 10 11 12 14 May not update their own record 7 DISTRICT EXCHANGE COORDINATOR WITH WEB AUTH amp SECURITY Assigned to AES District Manager who maintains security a Statewide ability to View Child records b District Region wide ability to Add Update and Delete Child records c Statewide ability to View Family records d District Region wide ability to Add Update and Delete Family Records e District Region wide ability to Authorize Web Memos f Ability to transfer a Family from another District Region to own District Region g District Region wide ability to View Add Update and Delete Worker User and
36. eet Address Enter the street address Mailing Address can be up to 85 characters long Required Mailing Address City You may type in the name of any city in Florida or the United States Required Mailing Address State The choices for State are listed in the drop down list Required Zip Code Type the five digits of the Zip Code Required ZipPlus4 If known type in the 4 digit Zip Code extension Subsidy 15 Required This is a Yes No drop down box field Click on the button representing the correct choice If a family states they are willing to adopt a child without needing a subsidy benefit select No If a family states they would require a subsidy benefit in order to be able to adopt a child select Yes Required Family Structure Type The choices for Family Structure are listed in the drop down box Choices include Married Couple Children Married Couple No Children Single Female Children Single Female No Children Single Male Children Single Male No Children Required Primary Religion The choices for Primary Religion are listed in the drop down box Choices include Buddhist Catholic Hindu Jehovah s Witness Jewish Mormon Muslim Protestant Universalist Other No Preference Optional Primary Language The choices for Primary Language are listed in the drop down box Choices include English Spanish Creole French German Vietnamese Sign Language TDD Other Unknown Required Secondary Language The choices for Sec
37. el Characteristics Placement Case Management Web Memo General Information Child ID Number Child Last Name Suffix v First Name Middle Name Soc Sec iei Number Ethnicity Birth Religion v Picture Current Ey Primary 3 Age Language Gender Secondary Language Race v Sibling Group ID Number The first section of the ADD CHILD RECORD child registration screens is the General Information section This section includes the child s AES ID child name Social Security number birth date current age gender race ethnicity religion language and Sibling Group Number To begin the registration of a child into the System place the cursor on the blank field just under Child Last Name and enter information until all the blank fields in each section are completed For a definition of initial registration see Introduction section of this user s guide The gray fields the Child ID Number Current Age will be automatically generated by the System upon completion of the initial child registration When the new child registration is completed and saved the Child ID Number and age will be displayed in the record Following the completion of the registration the process to add create a sibling ID Number and connect siblings to the sibling group will be displayed on the child record For information on the sibling registration process see the Adding A Sibling Group section of this user s guide pg 1
38. here the last name is Smith type Smith into the blank Last Name field The search goes all the way through the database If there are any families with Smith as the last name a new screen will automatically appear with all families whose last name is Smith You will then click on the Last Name of the correct Smith to view that particular record 18 September 12 2005 CFP 175 4 Find a Family Member By Birth Date To find a family member by birth date you must type in the full date For example if the date of birth is September 20 1999 you must type in 09 20 1999 mm dd yyyy Other choices are mm yyyy and yyyy When you have typed the information in the designated field select Submit to initiate the search If you wish to discontinue the search select Cancel If there are no records in the System with the specified name ID Number or date of birth a message will be displayed stating that there are currently no records in the database that meet your selection criteria Add Family Household The Family Household screens are divided into five main sections General Information Preferred Child Accept Children With the Following Applicant One Applicant Two and Case Management ACCEPTANCE REGION Florida Adoption Exchange System Microsoft Internet Explorer Florida Adoption Exchange System w Family Household Menu Main Menu Help Off General Information Preferred Child ApplicantO
39. igned to District Manager who does not perform web authorization or maintain security a Statewide ability to View Child records b District Region wide ability to Add Update and Delete Child records c Statewide ability to View Family records d District Region wide ability to Add Update and Delete Family Records e Ability to transfer a Family from another District Region to own District Region f Statewide ability to Run and View Reports 36 September 12 2005 CFP 175 4 11 UNIT SUPPORT WITH WEB AUTH AND FAMILY TRANSFER Assigned to adoption unit supervisors or lead workers a Statewide ability to View Child records b Unit wide ability to Add and Update Child records c Statewide ability to View Family records d Unit wide ability to Add and Update Family Records e Unit wide ability to Authorize Web Memos f Ability to transfer a Family from another Unit any District Region to own Unit g Statewide ability to Run and View Reports Note Family Transfer When transferring a family record to another District the Transfer Family link will only show on the record when the family is NOT in the district s or unit s of the person who is logged on to AES Therefore if the user does not see the link Transfer Family it means that the family is in the district s or unit s of the user In this case the user can change that record and does not need to transfer the family 12 UNIT SUPPORT W O WEB AUTH
40. ink this Child to Existing Sibling Group A new page FIND EXISTING SIBLINGS will be displayed Enter any one of the names of the other registered siblings an AES ID or the Sibling Group Number and select Submit This will bring you automatically to the List of Existing Siblings Click on the last name of any one of the siblings and your new sibling will be connected to the existing Sibling ID Number If you wish to view all of the siblings who have been linked with the Sibling ID Number click on View All Siblings in Sibling Group at the bottom of the General Information section in the Child screen The 15 September 12 2005 175 4 counselor should use the View All Siblings in Sibling Group link to verify the siblings are linked correctly View Sibling Group Web Memo Child Menu Main Menu Help Log Off VIEW SIBLING GROUP WEB MEMO Change Sibling Group ID Number 10321 Return to Child Screen 9 amp FAMILIES Sorry this child does not have photo currently available Sibling Group Web Memo Sibling Group Web Authorized Yes No Web Authorized Date Every child in a sibling group to be viewed on the public website will be web authorized from his individual child record A group picture will be submitted for the sibling group For example a sibling group of 5 will show the same picture five times on the public website in other words each individual child must
41. l be brought to login page which will allow access to the Adoption Exchange System September 12 2005 175 4 MyFlorida com Adoption Website and Adopt Florida Website links will take the viewer to Florida s public website adoption page http aes dcf state fl us ACCEPTANCE REGION Florida Adoption Exchange System Microsoft Internet Explorer BEE Florida Adoption Exchange System Le fre Adoption Exchange System Login User Login ID Password Change Password Submit Cancel Close FLORIDA DEPARTMENT OF e CHILDREN amp FAMILIES MyFlorida com Adoption Website Adopt Florida Website WARNING By accessing this government computer system you are consenting to system monitoring for law enforcement and other purposes Unauthorized use of this computer system may subject you to criminal prosecution and penalties ACCP REGION Version 2 07 06 20 2005 AES Help DCF Intranet Done Internet Logging in to the Adoption Exchange System requires the user to enter his User Login ID and password Your local Security Officer will assign your User Login ID and initial temporary password The password will be case sensitive to the way it was initially entered into the System When you log on to the AES for the first time use the temporary password you were given and then the system will prompt you to change it To provide new users access to the AES System follow the procedure as defined i
42. leted only if the second applicant is married to Applicant One If the couple is not legally married this individual must be listed as an Other Household Member e If Family Structure equals Married then the 2 applicant is required Otherwise you cannot enter Applicant 2 e Cannot remove Applicant 2 if Family Structure equals Married Upon completion of this section scroll to the next section Case Management The fifth section of the Family Household screen contains District Region Unit Responsible County Family Registration Date system generated Home Study Approval Date Family Status Worker Name Worker Telephone system generated Inactive Date Case Notes Supervisor Name and Supervisor Telephone system generated CASE MANAGEMENT District Region Unit M Family Registration Date 12 22 2003 Responsible County b Home Study Approval Date Family Status M Worker Name Inactive Date Worker Telephone Case Notes Supervisor M Supervisor Telephone Backto Top District Region Unit The choices for Responsible District Region are in the drop down list and include each of Florida s Districts or Region based on each individual user s security This list is populated from the District Region Code Table Required field Responsible County Select County from list in drop down box The county selected will be the county for the worker responsible for assisting the fami
43. lready identified adoptive placement 25 September 12 2005 175 4 Child Listing Report ACCEPTANCE REGION Florida Adoption Exchange System Microsoft Internet Explorer CHILD LISTING REPORT Select records to include in the report District Child s County of Legal Jurisdiction Responsible District Region and Unit 1 ALACHUA 1 1 111 2 BAKER 1 XXX 3 s BAY v 2 2 221 v Case Worker AGAIN ABCD ANYONE JENINE SOME BODY ELS AYALA AMYTWO BBBBBBBBBBBBBBBBBBBBBBBBISSUE SEVEN TEST MMMMMMMMMMISSUE TEST HHHHHH Supervisor AYALA AMYONE BELL SUSANTWO BURGER HAM DANIEU ELLENONE C Child Current Status AVAILABLE HOLD PLACED FINALIZED v Current Status Date Range mm dd yyyy From To Report Sort Options Print to PDF J Print to Excel fm Rehosting Manual Please Close this ACCEPTANCE RE Microsoft Word 12 09PM The Child Listing Report allows users to print reports on children registered in the Exchange in the following statuses Available Hold Placed Finalized Withdrawn Permanency Plan with Relative Withdrawn Long Term Licensed Custody Age 14 Closed Parental Rights Reinstated Closed age 18 Permanency Plan Not Met Closed Deceased or Withdrawn these are converted records Example report selections a report for your District click on the Distric
44. ly and does not refer to the family s county of residence For an out of state family select Central Office Required Family Registration Date Automatically generated by the System and will be the initial date of registration Required Home Study Approval Date Enter date that adoption home study was approved or was renewed MM DD YYYY Required Family Status Select status of Available or Inactive from drop down box Required 22 September 12 2005 175 4 Worker The choices for Worker Name are in the drop down list based on each individual user s security This list will be populated from the Worker Code Table after a District Region has been selected for the family Required Worker Telephone This field is a display only field It represents the telephone number of the worker selected If this number needs to be changed or corrected the correction must be made in the Find or Change Worker section of the Assign Change Security menu Supervisor Name The choices for Supervisor Name are in the drop down list based on each individual user s security This list will be populated from the Worker Code Table after a District Region has been chosen for the family Required field Supervisor Telephone This field is a display only field It represents the telephone number of the supervisor selected If this number needs to be changed or corrected the correction must be made in the Find or Change Worker section of the A
45. memo and photo in the listing are accurate Photos received on Thursday will usually appear on the next week s update Send pictures by mail or digital pictures in jpeg format by email to Richard Hernandez Patricia Burns DCF Information Systems DCF Information Systems 1940 N Monroe St Suite 80 Room 2018 1940 N Monroe St Suite 80 Room 2018 Tallahassee FL 32399 0710 Tallahassee FL 32399 0710 850 487 9374 or SC 277 9374 850 922 6365 Richard Hernandez 3 dcf state fl us Patricia Burns dcf state fl us 14 September 12 2005 175 4 Making Changes Record Deletions Upon completion of a child registration information changes updates or deletion of records can be made by reopening the record and selecting the CHANGE button at either the top or bottom of the screen Change capability depends on the security role you have The change child screen also allows the user to create a new sibling group and or link a sibling to an existing sibling group Please note that a child record should only be deleted if it is discovered to be a duplicate or if child should never have been added to the system to begin with However a duplicate is permitted if it necessary because of an adoption dissolution Adding a Sibling Group Florida Adoption Exchange System Child Menu Main Menu Help Log Off CHANGE CHILD RECORD Cancel dd Delete View Characteristics Placement Case Management Web gt General I
46. mos must never be typed in CAPITAL letters The worker must also ensure that HIPAA privacy guidelines regarding physical or behavioral conditions are followed Only non specific information regarding any health developmental or behavioral conditions may be written in the web memos The child s age is automatically displayed with the website picture and updated automatically by the System at the child s birth date Therefore the age should never be mentioned in the web memo Likewise the child s school grade should also be omitted in the web memo Web Authorization Process Web authorizing a child s registration on the Adoption Exchange System is one of the steps that sends the child listing to the public website at www fladopt org The web memo entered by the worker with the picture the worker provides to the Information Systems web administration group currently Richard Hernandez and Patricia Burns are linked and released onto the public photo listing website The information that appears on the website is extracted as is from the Adoption Exchange System via an automated process and there is no editing of the content contained in the web memo by the web administration group Requiring each child to be specifically authorized by users with District Security Role Levels 7 8 and 11 is a safeguard review of the web memo content quality and accuracy and the picture quality 13 September 12 2005 175 4 Therefore if a worker
47. n State Family Relative Adoption Out Of State Family ICPC Foster Parent Adoption Runaway Child Not Ready Recent Disruption and Therapeutic Treatment are obsolete and no longer valid reasons to place a child on Hold status Note If the child is not in adoption placement by the 90 day following Termination of Parental Rights the child must be fully registered on the Adoption Exchange This does not apply if the TPR decision is on Appeal or ICPC process is under way If an Appeal has been filed following the Termination of Parental Rights Order by the Court and the child is registered on the Adoption Exchange and placed in Hold status the 90 day web authorization requirements do not apply However following the appeal decision in the Department s favor the web authorization clock begins again if the child is not in adoption placement by the 90 day following the final ruling Adoption Dates Include the Date of TPR Disposition Available Status Date system generated Hold Status Date system generated Placement Date this date is the adoption placement status date Exchange Registration Date system generated Finalized Date and Withdrawn or Closed Date system generated Dates that are entered must be formatted mm dd yyyy Note Only one status with the corresponding date change can be saved at a time When the child s Status is changed the worker must also change the corresponding date if the date is not system generated
48. n the Assign Change Security section of this user s guide September 12 2005 175 4 Change Password If you feel your password was in any way compromised shared with other individuals you should change your own password If you click on the box beside the words Change Password then you will be taken to the screen that allows you to change your password Users may not reuse their last 10 previous passwords or any password used in the last 7 days If you forget your password you should contact the Statewide Help Desk at 850 487 9400 or SC 277 9400 to have it reset When you log on to the AES use the temporary password you were given and then the system will prompt you to change it Passwords will expire after 45 days and users will be forced to change their password before logging in If the password is expired and the user does not change their password when prompted by the system their user code will be locked The user must call the DCF Help Desk or their local Security Officer to have their password reset User codes will be locked after 3 failed attempts to sign on with the wrong password The user must call the DCF Help Desk or their local Security Officer to have their password reset If the user has not logged on for more than 45 days the user s status will be made inactive and their user code will be locked The user must contact their local Security Officer to have their user code reactivated Inactivity S
49. ne Applicant Two Case Management GENERAL INFORMATION Mailing Street Address Mailing Address City Mailing Address State Zip Code ZipPlus4 Subsidy is Required M Family Structure Type m Primary Religion v Primary Language v Secondary Language Back to Top Click on the Add Family Register a New Family on the Exchange to begin the process of adding a new family You will be automatically taken to the General Information section of the ADD FAMILY HOUSEHOLD screen You can now enter a new record After completing the General section you will be able to complete all the Family Household information sections until you have completed entering the record When you have entered all of the required information for each section click Savel and the entire record will be saved At any time while you are entering a new record you may click to stop adding the record This will remove the new family information from the screen Click on Main Menu to leave the Family Household Screen and return to the Welcome Main Menu screen General Information This is the first section of the Add Family Household screen It contains General Information Mailing Street Address Mailing Address City Mailing Address State Zip Code ZipPlus4 Subsidy Requirement Family Structure Type Primary Religion Primary Language and Secondary Language September 12 2005 175 4 Mailing Str
50. nformation Child ID Number 50321 Child Last Name Suffix ADAMS v First Name Middle Name ADAM B Soc Sec 3 7 A CHILDREN Number 222 2 0293 Ethnicity YET DETERMINED amp FAMILIES Birth 11 01 2001 Religion NO PREFERENCE Sorry this Date child does not Current Primary have ay Age P Years Language ENGLISH v photo Secondary currently Gender MALE 3 Language M available Race WHITE Sibling Group ID Number Create New Sibling Group Link this Child to Existing Sibling Group Tan The first step in creating a sibling group is the one by one child registration of all the children to be linked in the sibling group Upon completion saving of the child s initial registration a new screen is displayed with the message Record Was Added If the Change button at the top left menu on this screen is selected the new screen will present two new selections Create New Sibling Group and Link This Child to Existing Sibling Group Create New Sibling Group To create the Sibling Group ID Number for the first sibling entered for the group select Create New Sibling Group You will see that the Sibling Group ID Number will now appear in the gray box Link This Child to Existing Sibling Group In order to link each remaining sibling to this ID Number you must first register each of the remaining siblings and save the registration Then from the saved refreshed screen select L
51. oduce a report sorted by any selection you choose such as Child Name Worker Name Child ID Child Current Status Gender Sibling Group ID Current Status Date Hold Reason Select the print option Print to PDF or Print to Excel to see your report displayed either in PDF or Excel format Child Web Data Report ACCEPTANCE REGION Florida Adoption Exchange System Microsoft Internet Explorer DES vd Horida Adoption Exchange System pi Reports Menu Main Menu Help Log Off CHILD WEB DATA REPORT Select records to include in the report Child Name Child ID ADAM ANDREW SLY 50081 ADAM ANDREW SLY 50101 ADAM ANDREW SLY 50121 ADAMS ADAM 150141 District Child s County of Legal Jurisdiction Responsible District Region and Unit 2 BAKER 3 BAY Case Worker ALACHUA AGAIN ABCD ANYONE SOME BODY ELS AYALA AMYTWO Supervisor AYALA AMY ONE BELL SUSANTWO BURGER HAM Child Current Status AVAILABLE HOLD PLACED Web Authorized f Sharon Tintle Inbox e 5 ACCEPTANCE REGIO The Child Web Data Report allows you to select from the following information Child Name Child ID District Region Child s County of Legal Jurisdiction Responsible District Region and Unit Case Worker Supervisor Child Cur
52. on Exchange System Microsoft Internet Explorer Florida Adoption Exchange System Reports Menu Main Menu Help Log Off SIBLING WEB DATA REPORT Select records to include in the report Note Report is limited to child records with Sibling Group ID Child Name Child ID Sibling ID AARON CHRISTINA ANN 18 7 AARON DUSTIN JOEY E 20 8 AARON JOHN RUSS 21 11 AARON QUIONDA 24 13 District Region Child s County of Legal Jurisdiction Responsible District Region and Unit 1 ALACHUA 11 111 2 2 2222 3 BAY 3 3 003 4 v BRADFORD v 3 3 033 Worker ABRAHAM LINDSAY ABRUZZINO ELIZABETH ACKER READEAN ACOSTA RUTH Supervisor ABRUZZINO ELIZABETH ADLER SUE E AJAYI KUNLE ALBERT CHRIS Child Current Status Sibling Group Web Authorized AVAILABLE YES HOLD d NO PLACED FINALIZED Print to PDF Print to Word Print to Excel Cancel w 8 Done Internet The Sibling Web Data Report allows you to select from the following information Child Name Child ID Sibling ID District Region Child s County of Legal Jurisdiction Responsible District Region and Unit Case Worker Supervisor Child Current Status Sibling Group Web Authorized Yes No Click on Print to PDF Print to Word or Print to Excel buttons to produce a report with the following data Worker Name Worker Phone Super
53. on will be web authorized to include a web memo and picture thus achieving full AES registration of the child for view on Florida s public website at www fladopt org FS 409 167 2 b During an appeal following the Termination of Parental Rights Order by the Court or if an ICPC study is under way in another State the 90 day full registration requirement does not apply In addition children who are fully registered with the statewide adoption exchange and for whom there is no available family resource shall be registered with existing regional and national adoption exchanges FS 409 167 5 and Adoption and Safe Families Act of 1997 ASFA Sec 202 a 3 System Access and Documentation The Internet address http www dcf state fl us adoption sysdocs gives links to AES System Requirements User Manual CF Pamphlet 175 4 CBC Issues and Shortcut Installation instructions AES Login Screen Florida Adoption Exchange System x 4 AES LOGIN SCREEN MyFlorida com Adoption Website Adopt Florida Website ILDREN amp FAMILIES Clicking the shortcut on your desktop or typing the Internet web address http aes dcf state fl us will bring you to the AES Login Screen of the Florida Adoption Exchange System The Login page contains links to the Adoption Exchange System MyFlorida com Adoption Website and the Adopt Florida Website at www fladopt org AES LOGIN SCREEN By clicking this link the user wil
54. ondary Language are the same as those listed for Primary Language and are listed in the drop down box Optional Upon completion of the General Information section scroll down to the next section Preferred Child Accept Children With the Following The second section of the Add Family Household screen contains Preferred Child Information Youngest Age Oldest Age Choices regarding Sibling Group Black Race White Race Black White Race Other Race Hispanic Ethnicity Haitian Ethnicity Physical Disability Male Gender Female Gender Intellectual Disability Emotional Disability Exceptional Educational Needs Gifted Exceptional Educational Needs Other and Visual or Hearing Disability are Yes No Would Consider buttons Required Backto Tc PREFERRED CHILD Accept Children With The Following Youngest Age Oldest Age Would Would Yes Consider Yes No Consider Sibling Group 6 Male Gender Black Race Female Gender o White Race Intellectual Disability Black WhiteRace Emotional Disability Other Exceptional Educational Needs Gifted Exceptional Educational Needs Other Visual Hearing Disability Hispanic Ethnicity Haitian Ethnicity Physical Disability Upon completion of this section scroll down to the next section 20 September 12 2005 CFP 175
55. other household member to the family September 12 2005 CFP 175 4 If family structure equals not married code and a second adult household member exists that individual must be entered under Other Household Member Relationship to Applicant One Select the correct response from the drop down box Responses include child stepchild grandchild niece nephew other child relative unrelated child parent stepparent grandparent sibling other adult relative unrelated adult When all information has been entered save the screen Making Changes Record Deletions Upon completion of the family registration information changes updates or deletion of records can be made first selecting the CHANGE button at either the top or bottom of the record Change capability depends on the security role you have Please note that a family record should only be deleted if it is discovered to be a duplicate or it was entered in error Note Family Transfer When transferring a family record to another District the Transfer Family link will only show on the record when the family is NOT in the district s or unit s of the person who is logged on to AES Therefore if the user does not see the link Transfer Family it means that the family is in the district s or unit s of the user In this case the user can change that record and does not need to transfer the family Transfer capability depends on the user s security role
56. rent Status Web Authorized Yes No Click on Print to PDF Print to Word or Print to Excel buttons to produce a report with the following data Worker Name Worker Phone Supervisor Name Supervisor Phone Responsible District Region Unit County of Legal Jurisdiction Child ID Child Name Child Current Status Child Picture on File Web Authorized and Web Memo Refer to the discussion under Child Listing Report for examples of how to make report selections Note At this time there is no reporting of the history of web authorization dates for a specific child however it is scheduled for an enhancement at a later date 27 September 12 2005 CFP 175 4 Find Available Child Report FIND AVAILABLE CHILD REPORT Select records to include in the report Responsible District Region Gender Age Range 1 MALE 12 FEMALE 1 gt 3 2 14 3 v Race Ethnicity Member of Sibling Group BLACK AFRICAN AMERICAN HISPANIC YES WHITE HAITIAN BLACKAWHITE OTHER E AMERICAN INDIAN ALASKAN N v NOT YET DETERMINED vw Physical Disabilities Emotional Disabilities Intellectual Disabilities MILD MILD MILD MODERATE MODERATE MODERATE SEVERE SEVERE SEVERE NONE x nal Condition Requiring Special Visual or Hearing Disabilities Exceptional Educational Needs MILD MILD MILD MODERATE MODERATE
57. ruction on inactivating the record of a user who has changed employment to a new district region District Security Officers can be located by going to the website http hsn2 dcf state fl us projinfo HSn security officers asp Unit s Assigned To AES allows each worker user to be actively assigned to up to 3 units at once Note In order to have capability to assign or change security and add delete units the user must have a Security Role level 1 2 3 6 7 or 9 Removing Users From the System Do not delete the worker record of the user who is no longer working with the AES in your District Region Instead the Worker User Status in Unit is to be changed to Inactive The AES Security Officer of the user s former district region must update all unit assignments making them inactive and update User Status from Active to Inactive This eliminates the person s security log on access to AES The AES Security Officer must also notify the district region s HSn Security Officer for DCF that the individual is no longer a user of the AES System in that district region The HSn Security Officer will take appropriate action to notify IS Data Security in Tallahassee of the AES change If there are open cases with the ex employee s name best practice is to go to each child family record and change the worker or supervisor name to the person who inherits the case If the Security Officer inactivates the worker without updating the active
58. sed on each individual user s security This list will be populated from the Worker Code Table after a District Region has been selected for the current child Required field Supervisor Telephone This field is a display only field It represents the telephone number of the supervisor selected If this number needs to be changed or corrected the correction must be made in the Find or Change Worker section of the Assign Change Security menu Current Child Status This drop down field includes the following selections Available Child has no identified prospective adoption placement Hold Child is not available for placement Reason for Hold must be selected Hold status cannot be longer than 90 days unless TPR on Appeal or ICPC in process 11 September 12 2005 CFP 175 4 Placed Child is in adoption placement status Finalized Adoption placement has been finalized by the Court Withdrawn Permanency Plan With Relative Withdrawn Long Term Licensed Custody Age 14 Closed Parental Rights Reinstated Closed Age 18 Permanency Plan Not Met Closed Deceased Withdrawn is an obsolete code that is not in the drop down list but is found in some converted records Note For records that are web authorized if adoption status is Available and status is changed the Web Authorization is reset automatically to No Reason for Hold Drop down fields include the following selections TPR on Appeal Identified Local I
59. ssign Change Security menu Inactive Date Enter date if family is no longer available finalized moved no longer interested etc When the approval date of an adoption study is over a year old the counselor will update the case in the system to Inactive status until the study is updated Case Notes Any information that an interested counselor should know pertinent to adoption placement not mentioned elsewhere in the family screen No minimum or maximum length When all the family information has been entered scroll to the top of the Add Family Household screen and select Savel Add Other Household Members In order to be able to add other household members the counselor must first complete the new family registration Once completed save the record A new screen will display with the message Record Added From the menu at the top of this page you may select Add Other Household Member to begin adding the new member Florida Adoption Exchange System 4 Y wd 4 FamilyiHousehold Menu Main Menu Help Log Off ADD OTHER HOUSEHOLD MEMBER Return to Other Household Member Listing Return to Family Screen Family Identifier 2761 Last Name Suffix v First Name Middle Name Occupation Birth Date Current Age Gender Race Health Information Ethnicity gt Relationship to Applicant One M Family Household Menu Main Menu Help Log Off Completing the ADD OTHER HOUSEHOLD MEMBER screen will link the
60. sword may not be reset on this screen The user will need to contact their local Security Officer in order for their account to be reactivated and their password reset if necessary If an existing worker feels that his password has been compromised in some way he may change his own password from the box provided on the AES System Login screen The Statewide Help Desk at 850 487 9400 or SC 277 9400 is also able to assist with password resets Adding New Units ACCEPTANCE REGION Florida Adoption Exchange System Microsoft Internet Explorer Florida Adoption Exchange System Security Menu Main Menu Help Log Off ADD UNIT RECORD View All Units District Region Unit Unit Status Unit Name my Only personnel with ability to View Add Update and Delete Worker User and Unit records add new providers or units to the System This is normally a Central Office or Local Security Officer including a District Coordinator for AES who performs the functions of Security Officer The Security Officer will verify that the provider is a licensed child placing agency They will then add the necessary 41 September 12 2005 CFP 175 4 unit s to the AES following the HSn naming convention for adding units They will inform the local staff of the code assigned to this unit Change Unit Record A unit record can be changed by accessing the record from the Security Menu The Unit Status and Unit Name are the only values
61. t select one of the options Print to PDF Print to Word Print to Excel 30 September 12 2005 175 4 Find Available Family Report ACCEPTANCE REGION Florida Adoption Exchange System Microsoft Internet Explorer DES Florida Adoption Exchange System Le Reports Menu Main Menu Help Log Off FIND AVAILABLE FAMILY REPORT Select records to include in the report District Ages Preferred Family Structure 1 10 MARRIED COUPLE CHILDREN 11 MARRIED COUPLE NO CHILDREN 3 12 SINGLE FEMALE CHILDREN 14 w v SINGLE FEMALE NO CHILDREN Yes No consider Yes No consider Sibling Group v Male Gender v Black Race v Female Gender v White Race M Intellectual Disabilities v Black White Race Emotional Disabilities Other Race v Exceptional Educational Needs Other Hispanic Ethnicity v Exceptional Educational Needs Gifted Haitian Ethnicity v Visual or Hearing Disabilities Physical Disabilities Report Sort Options KN Print to PDF Print to Word Print to Excel J Cancel J Reports Menu Main Menu Help Log Off Microsoft Word Rep Please Close this Scre ACCEPTANCE REGIO RJ 2 14PM This report searches the System to see if there is a family registered that matches the specific child s needs The report requires
62. t number and the Child Current Status Available Hold Placed etc you wish to view You may select one or more from the Child Current Status dropdown or make no selection and all statuses will be reported It is not necessary to fill in the dates From To in order to run the report unless you are looking for the status changes made only over a specific time for example children who became available over the last 2 weeks e Torun a report for your unit you do not have to select from the District dropdown Simply select your unit e Torun a report for a worker or supervisor simply select the name from the dropdown Your report will list all of the cases the worker or supervisor has If there are cases in more than one district or unit you may narrow the report by selecting the name with a specific district or unit statewide report can be run by not selecting from the District dropdown list Note If you select by highlighting all of the districts in the dropdown it could take longer to produce the statewide report than if you make no selection If you want for example a listing of children who are available statewide do not select in the District dropdown and do select Available from the Child Current Status dropdown 26 September 12 2005 175 4 The reports viewable the screen or printable will display much of the information for each child that is found on the child screens The Report Sort Options will pr
63. that at least one of the selection fields be completed Note There are converted family records that counselors have not updated to show the family s preference for a child with disability and education needs these have a value of blank Therefore a report may not completely reflect the preferences of all families in the AES if selection is made on these fields Refer to the discussion under Child Listing Report for similar examples of how to make report selections This report may be pre sorted by Responsible District Applicant 1 Last Name Applicant 1 First Name Applicant 1 Race and Applicant 1 Ethnicity To view the report select one of the options Print to PDF Print to Word Print to Excel 31 September 12 2005 CFP 175 4 CODE TABLES Code Tables store information to be used throughout the Adoption Exchange System Characteristics Code Table Florida Adoption Exchange System Code Table Menu Main Menu Help Log Off CHARACTERISTICS Sort Description Status 1 MILD ACTIVE 2 MODERATE ACTIVE 3 SEVERE ACTIVE 4 NONE ACTIVE 5 GIFTED ACTIVE Child Current Status Code Table Florida Adoption Exchange System A Z Code Menu Menu Help Log Off CHILD CURRENT STATUS Sort Description Status 1 AVAILABLE ACTIVE 2 HOLD ACTIVE 3 PLACED ACTIVE 4 FINALIZED ACTIVE 6 WITHDRAWN PERMANENCY PLAN WITH RELATIVE ACTIVE 7 WITHDRAWN LONG TERM LICENSED CUSTODY AGE 14
64. then hit ENTER key This will also work with the LOGIN screen where you enter your User Login ID and Password For screens that are used to enter data the cursor will be in the first text box Then you continue to hit the TAB key to cycle through all the text boxes All screens can be navigated using the TAB key For all drop down lists on screens you can type in a number or a letter and you will usually be taken to that number or first occurrence of that letter in the list For all drop down lists you can also press the Down Arrow Key and Up Arrow Key to cycle through all entries in that drop down list Other ways to move up and down through an entire screen Up Key Page Down Key Home Key End Key Converted Records In May 2004 the AES was upgraded to the present web browser based system The data from the old system was converted to the present system Child family worker and unit records from the old system are referred to as converted records When the user is changing converted records in some cases the system will prompt the user to bring the record information up to date and add missing information Workers and supervisors are strongly urged to update records as needed to reflect current case information September 12 2005 CFP 175 4 CHILD SCREENS After logging on to the AES System the Child Screens can be accessed from the Main Menu on the Welcome page Florida Adoption Exchange System xf Help Log
65. tures printed on an inkjet printer cannot be used because the scanned image that results is usually of poor quality When submitting a photograph by email or regular mail please ensure that the child s AES ID first name date you are submitting the picture and the worker contact information for that particular child is listed in the email or on the back of each photograph Children s pictures should present the children as clean nicely dressed and in as positive a presentation as possible Pictures submitted should be of good quality If possible pictures should focus on the head and shoulders of the child and have a contrasting solid color background Always remember that the child should be the main focus in the picture as opposed to the background Note The rehosted System will not allow a child to be viewed on the public website if there is no picture provided for the child To appear on the public website the Web Authorized Yes button must be selected and the picture must be sent to Tallahassee Information Systems web administration group Richard Hernandez and Patricia Burns Once the worker enters the information into AES and it is web authorized by the District Region Exchange Coordinator the information is available for the next extract update by Information Systems The website is updated at least once a week on Friday and will be viewable by the public immediately The counselor should verify on Monday that the child s web
66. vailable status is changed the user will get error messages on this section and must update to valid entries If changes are made to these fields the System resets Web Authorization to No The counselor must make sure the Web Authorization is reset to YES if the child listing is to continue on the public website Only District Region workers with Security Level 7 8 or 11 will be able to web authorize children s records Therefore if a counselor does not have one September 12 2005 CFP 175 4 of the above Security Levels he must notify the Web Authorizer in his area to review the web memo for web authorization Physical Appearance Description will allow for a maximum length of 4000 characters if needed Eye color hair color hair texture height physical build any developmental delays experienced and physical appearance description including any outstanding physical characteristics should be described This field is optional Upon completion of the Characteristics Information section scroll down to the next section Placement Information The Placement Information section includes the Current Placement Type and the Current Placement Description Placement Information Current Placement Type Current Placement Description _ Back to Top Current Placement Type This drop down field includes the following selections Foster Home Therapeutic Foster Home Relative Caregiver Criminal Justice Based Program Non Relative
67. visor Name Supervisor Phone Responsible District Region Unit County of Legal Jurisdiction Sibling Group ID Sibling Group Picture of File Sibling Group Web Authorized Child ID Child Name Child Current Status Child Web Authorized and Sibling Group Web Memo Refer to the discussion under Child Listing Report for examples of how to make report selections 29 September 12 2005 CFP 175 4 Family Household Facesheet Report http aes def state fl us ACCEPTANCE REGION Florida Adoption Exchange System Microsoft Internet Explorer BOR Florida Adoption Exchange System L PLE Reports Menu Menu Help Log Off FAMILY HOUSEHOLD FACESHEET REPORT Select records to include in the report Applicant One Name ACODETABLE TEST ANDREW ANAME AFIRST MIDDLE C ATTEMPTED ADD SANDRA BLASETO THE MAX BLASE BLOW JOE BLOWER HARRATIO HORN Printto PDF Printto Word Printto Excel Cancel Reports Menu Main Menu Help Log Off This report allows the counselor to select up to 10 families at a time to produce a facesheet for each family A facesheet is a complete report of all current information recorded in the system pertaining to the family its registration status and child preferences The report requires that at least one of the selection fields be chosen Refer to the discussion under Child Listing Report for similar examples of how to make report selections To view the repor
68. y on the Exchange Find Family By Family ID Number Find Family By Last Name First Name or Last Name Only or First Name Only Find Family By Family Member Birth Date Add Family Register a New Family on the Exchange Click on this selection This will automatically take you to ADD FAMILY HOUSEHOLD screen GENERAL INFORMATION section and allow you to enter a new record After completing the General Information Section you will be able to enter data for all the information sections until you have completed the record When you have entered all of the required information click Save and the entire record will be saved At any time while you are entering a new record if you click out of the program or go to another menu section any information you may have entered before successfully saving the record will be lost Find Family By Family ID Number If you know the AES family ID number of the already registered family you may enter that number in the blank field box provided for this number Click the Submit button and a screen with the specific record will come up Click on any link at the top of the screen and you will automatically be taken to that part of the record Find Family by Last Name First Name or Last Name Only or First Name Only To locate a family record you may type in any part of the name the full name the Last Name only or the First Name only For example if you want to find family records w

CFP 175-4 This pamphlet supersedes CFP 175

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