EDDI CARER MANAGEMENT SYSTEM DICTIONARY
This document was created in collaboration with Di Krygger (Anglicare), George
Metaxas (OzChild), Jasmine Perry (MacKillop Family Services), Anita Pell (Berry
Street) and the EDDI team and approved by the Fostering Connections project
Operations Working Group.
Prepared by Dan Christie
Senior Project Coordinator, Fostering Connections
Last updated Wednesday, 22 February 2017
Next review June 2017
Page 1
CONTENTS
Introduction
Page 2
General Terms
Page 3
Phases
Page 4
Exit Reasons
Page 5
Events
Page 8
Prepared by Dan Christie
Senior Project Coordinator, Fostering Connections
Last updated Wednesday, 22 February 2017
Next review June 2017
Page 2
INTRODUCTION
Who uses this dictionary?
The EDDI CMS dictionary is useful for all recruitment staff, case workers and management
staff using the EDDI system.
Why use this dictionary?
Understanding the terms in this dictionary will help you to enter data into EDDI correctly.
This will assist your agency in keeping correct records of prospective and current carers, and
enable you to draw accurate data from reports.
Prepared by Dan Christie
Senior Project Coordinator, Fostering Connections
Last updated Wednesday, 22 February 2017
Next review June 2017
Page 3
GENERAL TERMS
I
nitial Enquirer: The person who first made an enquiry about becoming a carer either
through the enquiry line, centralised Fostering Connections website or direct to an agency.
Household Member:
Each person who lives in or frequently visits the initial enquirer’s
household.
Household Record: A record that documents carer compliance and accreditation
information relating to the initial enquirer and all household members.
Prepared by Dan Christie
Senior Project Coordinator, Fostering Connections
Last updated Wednesday, 22 February 2017
Next review June 2017
Page 4
PHASES
Phases indicate whether a record is a prospective or accredited carer household and if it can
accept placements.
The phase should be manually adjusted in EDDI CMS according to the current status of
the household.
Accredited
–
Deactivated: Household was accredited
but can’t accept placements due to
issues around compliance.
E.g. Household’s
Working with Children Checks have expired,
quality of care issue has arisen.
Accredited
–
Inactive: Household is accredited but unable to accept placements for
reasons nominated by household members e.g. Household is on holiday, household wants a
break from accepting placements.
Accredited
–
Full: Household is accredited but already has a placement.
Accredited
–
Vacancy: Household is accredited and is available to accept placements.
Assessment: Household is sitting at the assessment phase prior to accreditation.
Household may proceed to accreditation. This phase applies to all events prior to Panel
Date.
Assessment
–
Withdrawn: Household withdrew at the assessment phase prior to
accreditation. Household will not proceed to accreditation. This phase applies to all events
prior to Panel Date. Household may recommence accreditation process at a later date.
Enquiry: Household is sitting at the enquiry phase prior to training. Household may proceed
to accreditation. This phase applies to all events prior to Training Module 1.
Enquiry
–
Withdrawn: Household withdrew their enquiry at the enquiry phase prior to
training. Household will not proceed to accreditation. This phase applies to all events prior to
Training Module 1. Household may recommence accreditation process at a later date.
Exit Program: Person is exiting the program and will not recommence accreditation
process. Please see Exit Reasons for specific details.
Training
: Person’s enquiry is active and their household has progressed to Shared Stories,
Shared Lives training. This phase applies to all events Training Module 1 through to Training
Module 8.
Training
–
Withdrawn: Household withdrew their enquiry during the training phase.
Household will not proceed to accreditation. This phase applies to all events Training Module
1 through to Training Module 8. Household may recommence accreditation process at a
later date.
Prepared by Dan Christie
Senior Project Coordinator, Fostering Connections
Last updated Wednesday, 22 February 2017
Next review June 2017
Page 5
EXIT REASONS
An exit reason describes why a carer has withdrawn or exited from the program. Exit
reasons must be completed for each household that exits the program either voluntarily or
involuntarily prior to or post accreditation.
Exit Reason: Change in Personal Circumstance
Change in Personal Circumstance applies to prospective and current carers who are exiting
the program due to a change in personal circumstances affecting their capacity to accept
placements.
Exit Sub-reasons:
Loss of Income/Job: Household member has lost their income/job and no longer has the
personal or financial capacity to accept placements.
House Move/Relocation: Household member is relocating to a different address outside an
agency’s service area and they are no longer able to progress to
accreditation or take
placements with that agency.
Separation/Divorce: Household member is undergoing a separation or divorce
–
current
changes to household structure prevent person from being accredited or accepting
placements.
Exit Reason: Involuntary Exit
Involuntary exits apply in cases where the prospective carer has been deemed unqualified
for accreditation by an agency. This extends to prospective carers who do not respond to
multiple contact attempts, as this demonstrates a lack of current interest in becoming a
carer.
Exit Sub-reasons:
Displayed Unsuitable Behaviour: Household member has demonstrated unsuitable
behaviour that may compromise the wellbeing a child or young person in their care. E.g.
violent or aggressive behaviour, behaviour indicating mental health issues.
Failed Criminal Record Check: Household member did not pass their criminal record
check.
Failed Working With Children Check: Household member did not pass their Working With
Children Check.
Failed Disqualified Carer Check: Household member is on record as having previously
been disqualified from accreditation by an agency.
Prepared by Dan Christie
Senior Project Coordinator, Fostering Connections
Last updated Wednesday, 22 February 2017
Next review June 2017
Page 6
Neglect/Insufficient Care Standard: Case worker has identified that accredited carer is
neglecting a child or providing an insufficient quality of care. Carer should be exited from the
program to avoid further placements.
Unresolved Trauma: Household member has revealed experience of unresolved trauma
that may compromise their own wellbeing or that of a child/young person in their care.
Unreachable/No Contact: Worker or recruitment staff have attempted to contact initial
enquirer without success.
Exit Reason: Not Suitable
Not Suitable exits apply in cases where the prospective carer has been deemed to be of
unsuitable character or circumstances for accreditation by an agency.
Exit Sub-reason
Agency Decision: Household member has been deemed of unsuitable character to become
an accredited carer.
Cleanliness/Health Hazard: The household is unclean or has identifiable health hazards
that may compromise the health, security and wellbeing of a child/young person in their care.
Financial Constraints: Household does not have enough income to manage the day to day
needs of the child.
Financial Motivation: Initial enquirer was financially motivated to become a foster carer.
E.g. person was seeking employment, person confused foster care with child care work.
No Spare Bedroom: Household does not have adequate space for a child or young person
to reside with them.
Service/Program not Suitable: Household member was not seeking to become a foster
carer. E.g. Person was seeking to adopt, person seeking to become a kinship carer.
Unreachable/No Contact: Worker or recruitment staff have attempted to contact initial
enquirer without success.
Unresolved Home/Environment Check: Household member was unavailable or unwilling
to complete a home environment check.
Unsuitable Living Arrangements: Household has a relative/friend/domestic partner living
in the household who may compromise the wellbeing of a child/young person in their care.
Unsuitable Parenting Style/Discipline: Household member has indicated or demonstrated
unsuitable parenting or discipline style to assessor or case worker. E.g. Person has
smacked child as discipline for misbehaving. Prospective carer should not be accredited.
Current carer should be exited from program.
Prepared by Dan Christie
Senior Project Coordinator, Fostering Connections
Last updated Wednesday, 22 February 2017
Next review June 2017
Page 7
Exit Reason: Voluntary Exit
Voluntary exits apply in cases where the prospective carer has decided to leave the program
prior to or post accreditation.
Exit Sub-reason
Change of Heart: Household member has decided they no longer want to become a carer.
Health Reasons: Household member has identified existing health issues or recently
diagnosed health problems preventing them from becoming a carer.
Lack of Time: Household member does not have enough time to become a carer or accept
placements due to new or existing commitments.
Exit Reason: Out of Region
Out of Region exits apply in cases where an enquiry has come from a person who lives
outside the
agency’s
service area.
Exit Sub-reason
Cannot Provide Service: Initial Enquirer
lives outside agency’s
catchment
area and can’t
be accepted for accreditation or placements by your agency. This also applies to enquiries
that come direct to your agency and move outside your catchment area.
Prepared by Dan Christie
Senior Project Coordinator, Fostering Connections
Last updated Wednesday, 22 February 2017
Next review June 2017
Page 8
EVENTS
Events are key milestones that need to be completed or reviewed in order for a person to
become or remain an accredited carer. Some events apply to entire households, while
others apply to individual household members.
Please note all events below are listed in alphabetical order, not the order they would
take place pre or post accreditation.
Compulsory Events Toward Accreditation
Compulsory events toward accreditation are the events you need to complete in order for a
prospective carer to become accredited in the system. There are 27 events to complete in
total.
Accreditation Date: Date household member was accredited.
Assessment Interviews A-D: Documents the four assessment interviews undertaken
between the assessor and household members to confirm their suitability for accreditation.
Assessment Report:
Household member’s assessment report has been completed
.
Carer Application Form: Date application form received from household member
confirming their intent to commence the journey to accreditation.
Carer Register Date: Date carer is registered in the Victorian Carer Register.
Criminal Check: Date from
which household member’s cri
minal check is valid.
Enquiry Date: Date the initial enquiry was first accepted by the recruitment worker at the
agency.
Fire Safety Audit: Identifies that checks have been conducted to ensure the household has
a fire safety plan in place and/or is safe from bushfires. A fire safety plan must be discussed
with the household prior to accreditation. Only agencies in bushfire prone areas require a
bushfire plan. DHHS provides annual updates to agencies on bushfire prone areas.
First Contact with Enquirer: Date the recruitment worker first made contact and spoke
directly with the initial enquirer and about becoming a carer.
Health Check: Result
s of the household member’s health check and confirmation of date
clean bill of health was confirmed.
Home Environment Check: Identifies household meets all the standard requirements for
securely housing a child or young person.
IEF (Initial Enquiry Form) Received: Carer has been screened and initial information from
their enquiry has been detailed by recruitment worker.
Prepared by Dan Christie
Senior Project Coordinator, Fostering Connections
Last updated Wednesday, 22 February 2017
Next review June 2017
Page 9
Information Session: Date household member attended carer information session.
Life Story Received: Life story of household member has been received by recruitment
worker.
Medical Check receipt: Confirmation that
household member’s
medical check has been
completed.
Panel Date: Date that household member is due to go to panel.
Referee Check:
Confirms household member’s suitability
to become a carer has been
supported by referees.
Training Modules 1-8: Documents the Shared Stories, Shared Lives training undertaken by
household members. Please note you can include the names of multiple household
members in the comments section of each module.
Working with Children Check: Date which a
household member’s
Working with Children
Check is valid from.
Post Accreditation Events
Post accreditation events are events that you can update and monitor for accredited carers
to assist with your record keeping.
Accreditation Welcome Pack Sent: Date welcome pack has been sent to recently
accredited carer.
Annual Carer Review: Date annual carer review of the household has taken place.
Bank Details Form: The bank details of a household member for the care allowance paid
by the agency.
Carer Payment Submitted: Details of care allowance submitted to household member.
Code of Conduct & Privacy Statement: Code of Conduct & Privacy Statement has been
signed at first post accreditation supervision session prior to first placement.
Confidentiality Form: Confidentiality form has been signed at first post accreditation
supervision session prior to first placement.
DHHS Bank Details Form: The bank details of a household member for the care allowance
paid by the DHHS
.
DHHS Carer Register Registration: Carer has been registered with DHHS. Register of out
of home carers within 14 days of approval.
Prepared by Dan Christie
Senior Project Coordinator, Fostering Connections
Last updated Wednesday, 22 February 2017
Next review June 2017
Page 10
DHHS Carer Registration Closure: Agency has contacted DHHS to deregister household.
Disability Training Module: Disability Training Module completed.
Exit Interview: Details of the Exit Interview for household that has been exited from the
program.
Exit Letter Sent: Household member has been sent a letter confirming they have been
exited from the program.
FCAV Membership: Accredited Carer has been offered FCAV membership and their
response has been recorded.
Foster Carer Agreement: Foster Carer Agreement has been signed at first post
accreditation supervision session prior to first placement.
Home Environment Review: Date case worker has reviewed an accredited household.
Infection Control Agreement: Training has been provided to carers in infection control
procedures, including procedures to follow in medical and non-medical emergencies and
accidents.
Information Pack Sent: Recruitment worker has sent information pack to initial enquirer.
Interview Session with Household Children: Recruitment or case worker has conducted
an interview with children living in the household.
Post Accreditation Training: Training delivered to a household member after accreditation.
Registration Changed to Another Agency: Accredited Carer household is now registered
with another agency.
Sanctuary Training: Sanctuary Training module completed (MacKillop Family Services
only).
Supervision: A supervision note related to an accredited household member entered by
their assigned case worker.
Therapeutic Care Training: Household member has undertaken therapeutic foster care
training (Circle program) making them eligible to accept a therapeutic care placement.
Training Certificate Sent: Household member has been sent a certificate for completing
training.
Unsuccessful Contact Attempt: Recruitment or Case Worker has unsuccessfully
attempted to contact a household member.
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