Case Closure in the State Automated System
In this Topic
Introduction
The state automated system is used to process and close a case. The CWA, the Family Division, or the PCSE Unit can close a case, depending on the circumstances that support the closure criteria, previously listed, for the case. The closure process can be either administrative or judicial.
Note: Documentation of daily case actions on the state automated system is critical to establish a complete record of case management.
Case Closure Process for CWA
When a case is identified as eligible for closure, the County Welfare Agency Child Support Unit (CWA/CSU) will perform all the steps necessary, including making contact with outside agencies to properly verify the circumstances leading to closure eligibility. After verification, the CWA/CSU will update the state automated system as appropriate. Eligibility for case closure is run weekly. Staff should review the alerts for possible case action. If approved, NJKiDS sends a 60 day closing notice to both parties, as appropriate. If no response, the case will close at least 65 days from the date of notice.
Cases may be identified for closure in the state automated system through alerts and various automated reports.
CWA Case Closure Instructions
Please refer to the CWA Case Closure Instructions document. The written procedures have been created to assist in clarifying case closure and streamlining the process statewide. They are separated by reason code, and are intended to serve as a step-by-step process for each specific scenario for CWA Case Closure.
Case Closure Process for the Family Division
Most Family Division cases are closed judicially; that is, closure requires an order from the court. When a case is identified as eligible for closure, the Family Division will update the state automated system, as appropriate.
Case Closure Process for the PCSE Unit
Most cases handled by the PCSE Unit are closed judicially; that is, closure requires an order from the court. The PCSE Unit will update the state automated system, as appropriate.
When a case is identified as eligible for closure, the PCSE Unit will perform all the steps necessary, including notifying the Finance Division and making contact with outside agencies to properly verify the circumstances leading to closure eligibility. After verification, the PCSE Unit will update the state automated system, as appropriate.
When the staff initiates the case closure process, the 60-day Notice of Intent to Close will be generated in conjunction with the Notice of Motion to Terminate Child Support Services, the Civil Action Verified Statement, and the Civil Action Order Terminating Child Support Services.
Note: While a case is pending closure, after 20 days, it can be viewed on the state automated system Pending Closure Report (CS384), which is available through iACquire and produced for informational purposes only. The case records on the report will remain there until the case completes the 65-day cycle.