Questions & Answers

General

We will share the link once the portal build is complete – we expect this to be around mid- 2022.

To access current information, check back regularly. You can find updates on the WA CAP webpage, featuring:

  • Contact information – for questions, comments, concerns
  • WA CAP Distribution List – sign up to receive the latest portal information
  • Project Schedule – stay informed of project milestones
  • Q&A – others may have the same question
  • Racial Equity & Social Justice – our pro-equity approach to this work
  • Child Placing Agencies – our monthly meeting link
DCYF will be doing security reviews for the portal to make sure it meets the state’s security requirements. Note, the portal will be using SAW so all will need to log into Binti through SAW (Secure Access Washington).
Yes, copy/paste from other applications, like Word and PDF, works in the portal.
Yes, the portal will be compatible with all devices, including cell phones, tablets, laptops, and desktop computers.
No, it is a web-based, online system that works best in Google Chrome.
The portal will be available in English and Spanish. DCYF’s existing practices and policies will support interpretation for additional languages.

DCYF Staff

All paper applications will be uploaded into WA CAP – so there will be a record of exactly what the applicant submitted.
Yes, the plan is to include LD Supervisors from Assessment, SAM, Kinship and Regional Licensing program areas.
Yes, a team is reviewing each form to ensure it aligns with recommendations from the Task Forces, WAC/Policy changes, and that it works as an electronic form. Subject experts for each form type have been involved in system planning since the beginning of the project.
Current practice allows for caregivers to utilize a shared email for licensing purposes. However Binti requires email addresses as log-in user names and unique identifiers. Therefore, when the portal goes live, each applicant will need an individual email address to complete a licensing process (i.e., renewal, home study update, and adoption, etc.).
Yes, the original form will not be lost and will show as a prior version. If signatures are required, Binti will prompt the applicant to re-sign
No. Caregivers who are currently licensed will begin using WA CAP when they begin the renewal process.
Right now we are working on the WA CAP integration with FamLink. The plan is for the WA CAP to integrate with other systems in the future.
A complete application packet means that the family has submitted all required documentation and forms. A WA CAP dashboard will allow workers to easily track information is still outstanding or needs corrections.
Yes, compliance agreements will be created and completed in the portal.
Yes, people will be able to switch tracks without filling out all new paperwork.
There are several ways to support workers in WA CAP. Using filters to search, workers can identify items that expire or are nearing expiration. Binti also sends regular emails and other automated notifications to applicants around expiring items, such as auto insurance.
The goal is to make the review process less cumbersome and more streamlined. WA CAP allows for multi-level signatures and approval processes (e.g., Worker, Supervisor, or AA).
Moves, renewals, modifications, and amendments will be made in WA CAP. Once a family completes the licensure process, they will move to the ‘Approved’ application status. Each family will then receive a code to move forward with actions related to moves, renewals, modifications, and amendments in the portal. Families will automatically receive an email with their code at the time of renewal. Workers will be able to provide the code to a family if one of these actions occurs before their schedule renewal to move forward.
Yes, applications and license can be transferred between DCYF and a CPA.
This is something that many people have requested and is on the radar for desired functionality. LD is partnering with Child Welfare programs to find an effective and efficient process.

New Home Study

The Home Study update process does not change with the new approach. Adoption Updates are required per Policy 5110 when:
  • There are changes within the family, e.g., divorce, someone new moves into the home, a medical condition, or significant change affecting the caregiver's ability to care for children.
  • A child's needs or characteristics for adoption are significantly different from a previously approved Home Study.
  • Families have previously adopted a child and are adopting another child outside the recommendations on the previous Home Study.
  • The local court requires an update.
The intent is to launch the Home Study and the Washington Caregiver Application Portal (WA CAP) simultaneously. We expect staff and external state applicants to begin utilizing the portal in Late Fall 2022. The first CPA cohort will start using the portal in early 2023.
QA/CQI rolled out an interim Home Study guide in January 2020. The new Home Study will not align with the guide because it was for temporary purposes. However, many aspects of the guide are built into the new approach. A new guide is in-process that will help staff navigate the new Home Study process.

Foster Parents and Kinship Caregivers

Yes, the portal will be your primary source for updating any necessary information.
Yes! The portal contains all necessary steps and requirements to become approved as a licensed caregiver for your grandchild. If you do not want to become licensed and receive the additional financial benefit, you can become approved as an unlicensed relative caregiver by applying through the portal.
The DCYF website will contain links for each application track, along with descriptions for each. Staff can also initiate a kinship family's account in WA CAP using the applicant's email address. WA CAP will then send a link directly to the applicant to access their application documents. If the applicant creates a WA CAP account on the wrong track by mistake, DCYF Staff can correct this.

Child Placing Agencies (CPAs)

CPAs have each been assigned to a cohort. Each CPA will work with WA CAP and Binti to develop their unique landing page in WA CAP. Going live with WA CAP will be done cohort by cohort, beginning in Winter 2023.
The goal is for WA CAP to support and strengthen partnership and collaboration between LD and CPAs as effective and efficient as possible. The WA CAP team is in the process of mapping worker assignments and timeframes to determine when documents will transfer to the Regional Licensor.
The DCYF LD Workforce Development (WFD) team is developing various training materials and tools to familiarize and assist staff using the portal. The WFD team will provide formal training to DCYF and CPA staff for the new Home Study, program-specific practice and policy changes, and functionality training in partnership with Binti. When WA CAP goes live, LD and CPA Staff will have the knowledge and ability to support applicants through the application process.
CPA Licensors will have the ability to look at the uploaded documents and edit expiration dates as needed. If your agency practice requires verification of expiration dates, WA CAP will serve as the electronic file for licensors to review.
CPAs will not have to pay the state or Binti to get API functionality. However the programming by the CPA to make the API work and to manage it internally to the CPA and its internal programs, is the responsibility of the CPA.
Yes, but any additional forms will need to be posted on the CPA’s website and will not be available in WA CAP. However, the CPA will have the ability to upload documents into WA CAP.
Reminder emails for documents approaching expiration, such as a driver's license, are sent automatically and cannot be altered.
Many of our published forms are changing for transition into WA CAP by Binti, and additional documents will publish at the time of Binti rollout. For further information, reach out to the WA CAP team at dcyf.caregiverportal@dcyf.wa.gov.
Typically, it will be 10 days from the shelter care hearing.
LD and the WA CAP team definitely want you to be able to make changes when you need to, but also think about/plan towards ways to reduce need to make frequent changes, including using links less likely to change, contact information to general numbers as opposed to specific persons, or wording that references policies, not the actual policy, for example LD and the WA CAP team will be working on a process for change requests and submission of new information for WA CAP by Binti operational change.
Your information is saved when you move to the next page. Any information that you enter on a page will not be saved if you exit the page without selecting Save And Continue.
Not right away, but down the road when CPA Agencies utilize Binti to maintain their CPA Agency License there likely will be. More information will be provided at a later time.
Early in the project, CPA staff participated in the Practice Improvement Task Forces. Each task force developed a modernized workflow process, recommended changes to policies and procedures, and defined resolutions to specific workflows that satisfy RCW, WAC and/or policy.

Some CPA staff are participating in Sprint testing and are providing feedback to the WA CAP team. Additionally, anyone can provide feedback and suggestions, or their concerns, by emailing dcyf.caregiverportal@dcyf.wa.gov. Input is constantly being received, considered and reviewed. All ideas will be forwarded to the appropriate group(s).

Changes can be made to the application form after it has been submitted. The applicant will need to go into their online application process, make what changes they can, and then be prompted to resign the application after entering the change(s). If the change is one that only the agency can make, the agency will do so. If that change impacts a signed document, the applicant will receive a notification via email that a specific document needs to be re-signed.
There is no need to print physical copies of any forms that are submitted electronically in WA CAP.
We’ll have more information to share by winter 2022.
Forms that require both a worker and supervisor signature will route appropriately.
Depending on who at your agency has access, they can go in and work on that family’s record and forms. There will be a record trail so we can see who did the signing.
The Chat appears on both the applicant and worker side. The hours for Chat support are 6am-7pm PT and a real, live person will respond.
If applicants have Washington-specific questions about what to do on a form or our practices, the Chat will refer them to their "assigned worker" or the WA CAP help desk.
This won’t be a regular requirement, but if you have any concerns you can contact your family for more information.
CPAs will continue using their own filing system (paper or electronic) until they are able to use WA CAP. WA CAP will not include historical records, so they will also continue to maintain old files per retention rules. After WA CAP goes live, there will be no need for a licensing file outside of WA CAP.
Most new forms use will start on Nov. 28, 2022. However, the new Home Study will not go live on Nov. 28.
On Nov. 28, 2022, please start using the forms available from the DCYF website. The current reassessment form will still be accepted while we transition. Effective Jan. 1, 2023, LD will be requiring CPAs to use the new application forms. Starting April 1, 2023, LD will require all CPAs to use the remaining forms (including those not just part of the application process).
Yes, the checklist will be separated and that question will not be on the home inspection checklist.
There are no character limits enforced in the narratives of the home study. In WA CAP, any text box that has a character limit will show the total entered, and total allowed, below the text box.
Most new documents will be released at the same time. However, some documents need to wait due to one business process or another. For example, documents that have extensive reference to WA CAP in them will not be released until WA CAP goes live. That way we reduce confusion for applicants and agencies around references to a program that is not yet available to them.
Yes, in WA CAP there are many ways in which overall progress is indicated. This occurs in the overall application progress, or stages, as well as in individual documents. A circle with no color will indicate a step or document that has not been started. Blue color wedges within a circle will indicate progress on that stage or document. Green circles with a checkmark in them indicate completed stages or forms.
All forms are available on the DCYF website. However, please keep in mind, the WA CAP version of the home study is what will be submitted to Regional Licensing. You may use a paper version for your assessment purposes, but should submit the home study via WA CAP.
The home study pdf version will include information indicated and narratives completed. It will not include all fields or all elements.
Continue to work with your Regional Licensor and LD. WA CAP will support best practice, and continuing initiatives for process improvements will further that collaboration.

Training

CPAs in the first WA CAP Cohort will receive Home Study training in Fall2022.

Respite

Individuals wanting to become a Certified Respite will apply in the WA CAP portal, similar to the process for foster care and kinship applicants.

Tribal Partners

Tribal CPAs will have the same access and user experience as Non-Tribal CPAs

If you have questions, would like to provide a comment, or would like more information, please send an email to dcyf.caregiverportal@dcyf.wa.gov.  We strive to answer every question or comment that is submitted, but please know that due to volume, your question may not be answered directly. However, it will be recorded, submitted to the appropriate person/workgroup, and may be used in future Q and A posts.