Use of the Spanish NAA Letters in CPS

We are very pleased to announce that the Spanish Notice of Agency Action Letters

are now available in SAFE!

The English letters will still print automatically at the time of CPS Case Closure for each supported perpetrator.  Workers should document the rationale for using the Spanish forms and determine based on their client’s need if the Spanish NAA letter should be sent in place of the English NAA letter, or in addition to the English NAA letter.

NOTE:  Because these letters are NOT automated in the same way as the English NAA letters, it is imperative that you pay close attention to the letter type you are selecting, and the perpetrator you are selecting.  Thank you!

The steps to create a Spanish NAA letter are as follows:

• Close the CPS Case.
• Collect the English NAA letter(s) and attachments from the printer.
• Go the Document tab of the closed case.
• Select the “Browser” radio button to get to Document Index Browser
• Open the “CPS” folder by double clicking on it

• Scroll down until you locate the correct NAA letter that matches the English one you just took off of the printer. The Spanish version is directly below the English version in Document Index Browser and are indicated by the abbreviation “SPN” as seen below:

• Right click on the Spanish NAA you would like to create and choose the “Go to Document Create” option:

• Select the correct perpetrator for that letter type from the person selector list:

• This will take you to the entry tab of document creation, which has further instructions.  No entry is available.  However, you must manually scroll down and ensure that all of the information is correct.  It is imperative that the correct letter type is being used on the correct case regarding the correct perpetrator with the correct allegations.  If this information is not correct, you should not save this form.  You should start over, ensuring that you are selecting the correct case, letter and perpetrator along the way.

• You may preview what the letter will look like when it is printed by clicking on the preview tab.

• If the entry information is correct and you are satisfied with the letter, change the form’s status to “Final” and save the form by either clicking on the Save icon on your SAFE toolbar, or by entering Ctrl and S at the same time on your keyboard.
• An automatic activity log will be created.

• You must then print the document one of the following ways:
• Right click on the form and select “Print”
• Go to file menu and select “Print”
• Enter Ctrl and P at the same time on your keyboard
• You may now exit out of the document. 
• Pick up your Spanish NAA and attachments from the printer.
• Ensure they are they same NAA letter type and perpetrator as the English version.
• Send your Letter A or C by constable service.  Send your Letters B, D or E via certified mail.  Document as usual.