REV. September 2024: Formally titled - Add Agency/Case When Receiving Cases From Non-NEICE State


Purpose: The purpose of this job aid is to enable the ICPC Coordinator to create a case based on a packet received from a Non-NEICE state, or a NEICE state that is not able to process private cases in NEICE (Missouri and West Virgina).

Definition of Non-Electronic Case: A non-electronic case is distinguished by one of the following characteristics:

  1. A case that is worked between a state live in NEICE and a Non-NEICE state (not live in NEICE); OR
  2. A case that is worked between a state live in NEICE and a state live in NEICE but does not enter private cases in their system (Missouri and West Virginia). 

I. Add Case: 

  1. Select Add a Case Wizard > Receiving from the menu.
  2. Enter Child information in the search fields and select the Search button. 
    1. If the results say, “No records found”, select the Add New Child & Create a Case button.  
    2. If the matching child is displayed, select the checkbox next to the Child ID and select Open Child. 
  3. The Child Details screen will be displayed. 
  4. Enter available child and parent information on the Child Details Information screen.
  5. When all data is entered, select Child Alias and enter alias data.  
  6. Enter Parent Information.
  7. Enter Child Jurisdiction information, including Jurisdiction State, which is required.  If known, enter Jurisdiction County and State ID.
  8. Enter Agency or Person Responsible for Planning for Child
  9. Enter Agency or Person Financially Responsible for Child
  10. Select Save & Continue to Case Details.
  11. The Case Details screen should be displayed with some Receiving Information pre-populated.
  12. Enter the following information:
    1. Sending Agency
    2. Current Legal Status of Child.
  1. Select Case Type:  Public or Private.
  2. Select Reg. Type.
  3. Select Type of Care
  4. Enter any Subsidy
  5. Enter the state the adoption is finalizing in (Receiving, Sending or Pending), if applicable
  6. At the point PLACEMENT RESOURCE & DETAILS select Search to identify Placement Resource.  
  7. Enter Search Details for a Placement Resource in your state as described in the original 100A.  If No records found is displayed, select Add and enter the data.
  8. If the correct match is displayed, select the checkbox next to the resource and select Add to Case.
  9. Scroll down and enter Placement Resource Relationship to Child.
  10. Select Create Case & Continue to 100A/100B.  [Note: You may also Create Case & Exit.)  This will close the Wizard, so you will have to complete the case by selecting the case from the My Cases.  Select the case and change the case status to Active.][Select Save to create case and continue in Wizard.]
  11. NEICE will display the 100A data input form.
  12. Enter the data from the 100A and prepare to upload the 100A to the case.
  13. In section I, enter Planning Individual or Organization 
  14. Enter Agency or Person Financially Responsible for the child (if it is the same for Financially, select Same as Above, and NEICE will Copy the data into this section.
  15. Scroll down and review Section III.  If Supervising agency is known, enter here.
  16. In Section III, enter the type of Initial Report requested.
  17. Enter the Supervisor services requested
  18. Enter Supervisory Reports requested and frequency of reporting.
  19. There is nothing to add at this time in Section IV.
  20. Select Save 100A or Save 100A & Upload (Since this is a Receiving State case, select Save 100A & Upload to attach the document you received from the Sending State).
    1. Save 100A will save the 100A information.
    2. Save 100A & Upload will take you directly to the Upload Document where you will browse for the document you received and scanned after receiving the paper copy from the Seniding State.
  1. NEICE will display the message “100A Successfully Saved”
  2. Do not select Create Transmittal since the Sending state is not live in NEICE.
  3. Click on Case Documents in the Progress Bar to return to the Case Documents screen.  Select Add Documents where you can:
    1. Add Documents to the case
    2. Add another child to the case
  1. No need for a transmittal at this time unless you are requesting Additional Information
  2. Select Exit to exit the Wizard and go to the Case List
  3. To send a Message to the Local Agency go to the My Cases to select the case to change the case status from Receiving to Active. Once active, select the local agency from the Receiving Case Worker Agency in the Case Details page.
  4. Send a Message to the local agency from the Communications page.