How to request a transfer from the program currently serving the child In a planned transfer, the receiving agency needs to put a minimum amount of information into their database and then they can request a transfer from the agency currently serving the child. This should be done only after other transfer activities have been coordinated with the sending program. The sending program must ensure the child’s information is complete and up-to-date because they will be locked out of editing the information after the transfer. The minimum information needed to add a child to your database is: the child’s first name, middle initial and last name, date of birth, at least one parent/foster-parent first and last name, and one form of parent contact information: email, address, or phone number. After the above information has been entered, click save, and the computer checks for an existing child in the database and provides a pop-up with potential matches (could be more than one). Select one and assign the ID. If Use selected ID is chosen, a pop-up will appear and enable the receiving agency to request a transfer from the program currently serving the family. If is selected, the program currently serving the child will receive a notification for a Yes transfer. If No is selected, the ID remains consistent but no information is transferred. In an unplanned transfer or re-referral situation, when a is entered into the database, after the user has clicked a pop-up screen will appear if there is a match found at another “Save”, program. If one (or more) matches are found, the user can select to assign one of the existing ID’s or assign a new ID. If they select an existing ID, the pop-up below is shown giving them the option to send a transfer request. Note, if you indicate no at this time, you will not be able to request a child’s full file at a later time. You will be able to request the most recent IFSP to be transferred. How to initiate a transfer as the program currently serving the child to the program receiving the child. In planning a transfer, the sending program should collaborate with the receiving program prior to initiating any activity in the database. This may be done by phone, mail, or email. The sending program ensures that the child’s information is up-to-date and complete. The sending program also needs to ensure that the receiving program has entered the minimum relevant information to receive the child’s electronic file.
How to request a transfer from the program currently serving the child In a planned transfer, the receiving agency needs to put a minimum amount of information into their database and then they can request a transfer from the agency currently serving the child. This should be done only after other transfer activities have been coordinated with the sending program. The sending program must ensure the child’s information is complete and up-to-date because they will be locked out of editing the information after the transfer. The minimum information needed to add a child to your database is: the child’s first name, middle initial and last name, date of birth, at least one parent/foster-parent first and last name, and one form of parent contact information: email, address, or phone number. After the above information has been entered, click save, and the computer checks for an existing child in the database and provides a pop-up with potential matches (could be more than one). Select one and assign the ID. If Use selected ID is chosen, a pop-up will appear and enable the receiving agency to request a transfer from the program currently serving the family. If Yes is selected, the program currently serving the child will receive a notification for a transfer. If No is selected, the ID remains consistent but no information is transferred. In an unplanned transfer or re-referral situation, when a is entered into the database, after the user has clicked “Save”, a pop-up screen will appear if there is a match found at another program. If one (or more) matches are found, the user can select to assign one of the existing ID’s or assign a new ID. If they select an existing ID, the pop-up below is shown giving them the option to send a transfer request. Note, if you indicate no at this time, you will not be able to request a child’s full file at a later time. You will be able to request the most recent IFSP to be transferred. How to initiate a transfer as the program currently serving the child to the program receiving the child. In planning a transfer, the sending program should collaborate with the receiving program prior to initiating any activity in the database. This may be done by phone, mail, or email. The sending program ensures that the child’s information is up-to-date and complete. The sending program also needs to ensure that the receiving program has entered the minimum relevant information to receive the child’s electronic file.
Transfer_Process_Database_Portal_Guidance.docx