Keeping Administrative Records
Like any agency that deals with the court or social service system, the CASA program must
keep accurate records. One of the primary jobs of the program staff is to keep track
of cases as they move through the system, notifying volunteers on the time and date of
court hearings. The program must, at all times, be aware of the status of the
case. It must also keep records of how a volunteer handles a case -- reports to the
court, people contacted in the course of fact-finding, and any other activities in the
line of work. When designing your record keeping system, you will also want to be
able to compile case statistics in monthly and annual reports to keep tabs on the
program's activities and assess its track record.
Here are areas for which you will want
to design tracking/filing systems:
1. Master File and Working File
When CASA is appointed to a child through a
court order, the program will obtain or receive a packet of information from the clerk or
court administrator that contains all pertinent legal documents and notices. This
includes copies of all pleadings filed with the court, a copy of the order appointing
CASA, and the date and type of the next hearing scheduled.
These documents are the heart of your master/working case file. They should be
placed in your master filing system under the child's name, or under the docket number
(this can help ensure confidentiality). Many programs which use a manual systems
keep these records filed in chronological order. Any subsequent information about
the case will be added to this file to give you a comprehensive picture of the case
throughout its lifetime. This is also a good place to keep a record of communication
between the CASA office and the volunteer.
The volunteer who is assigned to the case will also need a working case file. Make
copies of your original documents, and give them to the volunteer at the time he or she is
assigned to the case. As the volunteer works on the case, he or she can use this
file as a place to also keep the dates and notes from interviews, information on how to
contact various parties, and copies of reports provided by the caseworker or parents.
It is critical that volunteers realize that the materials contained in these files are
confidential in nature and that they take precautions to safeguard their working file when
it is in their possession. A procedure for destroying or returning working files to
the program should be established. A time frame for keeping office files and
procedures for destroying them should be agreed upon by the program and the court.
2. Schedule of Hearings (Docket)
For each case, you need to keep a complete
record of court hearings. Your form should include:
- Juvenile court case number
- Changes in dates (i.e. continuances)
This information can be gleaned from the court
docket, court orders, or verbal orders from the attorney general's office or the
administrative office of the court. When you develop your system for keeping track
of the case's hearing schedule, keep in mind that information will change
frequently. Parties often ask for continuances, or the judge may determine
additional information is needed before the hearing can be effectively concluded.
The schedule of upcoming hearings should be a working document, able to accommodate
change. It should also verify that the appropriate people have been notified of the
change.
Sometimes the volunteer will be the first to know of a change in the schedule, and will
notify the office. The staff should then try to confirm that information by
contacting the juvenile court officers or the attorney general's office.
3. Volunteer Personnel File
A separate file should be maintained on each
volunteer. The file includes:
- Completed application form and references
- Dates the volunteer completed pre-service training
- Signed agreement regarding confidentiality and adherence to
program policy
- Record of any stated preference for types of cases or
restrictions on case assignment
- Volunteer's learning and training goals
- Record of any disciplinary action taken by staff regarding
the individual's conduct
4. Volunteer Time Records and Expense Reports
One of the most effective statistics the CASA program can cite is the amount of volunteer
time contributed to the program and the children it serves. By documenting the time
contributed, you can make a credible argument for the value of volunteers -- an argument
that can help you in your public relations efforts and in seeking support from funders.
If you decide you need only an accounting of the total number of hours each volunteer
contributes a month, you can obtain the information by polling your volunteer pool when
you prepare a monthly report. If you wish to know how much time a volunteer has
spent on a particular case, have the volunteer include the figure in his or her final
report to the program, or on the expense report form. Some programs even have the
volunteer break down their hours in different categories -- how much time did he/she spend
in court? in fact finding? in writing reports? in conferences with supervisors at the
program? in case or treatment team consultation?
Although CASA is a volunteer program, many staff have found ways to reimburse volunteers
for out-of-pocket expenses in the line of work. Volunteers typically submit expense
reports at the end of each month. These should be handled just like expense account
forms for any business, with breakdown of dollar amounts, reason for the expense, and
documentation (receipts) attached. Some programs cover a variety of expenses in
their reimbursement practices, including mileage, long distance phone charges, child care
(while on the job), and supplies.
5. Statistical Records
Although the primary goal of record keeping is
to keep your program running smoothly and efficiently, there are other reasons why CASA
programs should pay close attention to gathering accurate and timely statistics.
CASA is still a relatively young program. Its benefits are often obvious to people
in the system who have had firsthand experience with the program. But the general
public can sometimes be a harder audience to convince -- especially funders and the media.
When choosing projects to fund, most foundations and/or community service organizations
want evidence that a cause is worthy, and that it effectively serves a community
need. Testimonials alone aren't enough to convince these potential funders to hand
over a check. They need to see hard data that illustrates the program's
accomplishments.
Likewise, statistics can help you solidify your public image and credibility.
Funders like facts -- facts that show why your program was needed (abuse and foster care
statistics), what it is doing (number of volunteers, the hours they spend on the job), and
the results (number of children served, cost savings to the court). This information
is also a powerful motivator in other public awareness projects. If you can quote
positive figures in speeches, informational materials, or for fundraising projects, your
program will be perceived as valuable and effective.
CASA programs should regularly collect and maintain accurate, thorough program data, and
compile data on at least an annual basis. This should include:
Information on Children:
a. Demographic information, including age, gender,
ethnicity
b. Total number of children served
c. Number of new (not previously served by the program) children served
d. Number of children whose cases were closed (dismissed by the court)
Information on Volunteers:
a. Demographic information, including age, gender,
ethnicity, employment, status, education
b. Status of volunteers (i.e. # assigned to cases, # inactive, # waiting for a case, etc.)
c. Number of volunteer hours contributed
d. Total length of time volunteer is assigned to a child
Other Information:
a. Breakdown of types of cases (# of sexual
abuse, physical abuse, neglect)
b. Number of children in the court's jurisdiction that needed a CASA volunteer vs. those
who were assigned a volunteer
c. Source of program referral (if multi-referral program)
d. Case outcomes
Each program must determine what information is necessary for its needs and
purposes. Privately funded programs can use the data in grant applications and to
justify spending to funders. All programs can use the information in lobbying
efforts. All programs can improve their position with local media through a
well-planned information package featuring statistical information. A sample data
collection form is available in the Appendix.
COMET
Software can help your CASA program track and use this information.
Using Comet has many benefits, for example if your funder wants
information about the number of CASA or GAL volunteers and the number of
open and closed cases, you can quickly generate and print a report with
that exact information. Best of all it is free and includes free
technical support and training by National CASA!
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