1. Application Overview
The Child Welfare Education Program (CWPEP) application process requires applicants to complete the appropriate forms and supporting documentation, obtain the required approvals, and submit the fully approved application by the established deadline.
Eligibility: Applications must meet the OUSSW admission criteria to be eligible for CWPEP.
Application Deadlines
Date Required Action
October 12, 2026 – Completed application submitted to the immediate supervisor for review and approval
October 30, 2026 – Final, fully approved application submitted to Guy Willis
Important: Applicants are responsible for moving their application through each step of the approval process and ensuring that all required documents and signatures are obtained by the deadlines.
2. Required Forms and Documentation
Required for All Applicants
- CWPEP Application Form – Form 04TR001E
- Available on the OKDHS intranet
- CWPEP Supervisor Approval Letter – Form 04TR002E
- Required for all applicants
- Requires electronic signatures form the Supervisor, FM/DD and RD.
- Most recent completed HCM-111
- No rating lower than “Partially Achieved.”
- Individual Training Record from LMS
- Applicants must acknowledge the requirement to complete 40 training hours.
- Completed and scored CWPEP Matrix
- See the Numbered Memo for matrix instructions.
Additional Documentation for New Applicants
- Two signed letters of recommendation
- Must be from community professionals outside of OKDHS.
- Required Essay
- Completed scoring matrix
Additional Documentation for Advanced Standing Applicants
- Official transcript
- Required for applicants seeking advanced standing.
- Must document a BSW from an accredited university earned within the past seven years.
Returning Applicants
Returning applicants should review the CWPEP FAQs for current documentation requirements.
Final-year applicants must submit a new CWPEP application.
3. Understanding the Scoring Matrix
The scoring matrix should include only the employee’s score.
- The supervisor is responsible for completing and signing the matrix section.
- Applicants should not complete the supervisor scoring portion.
- How to Complete the CWPEP Scoring Matrix
- The supervisor is responsible for reviewing the applicable documentation, determining the appropriate score for each category using the established guidelines, and competing the matrix. Scores should be based on the information and criteria identified for each category
Matrix Category How to Determine the Score
Overall Evaluation – Review the applicant’s most recent HCM-111 and use the overall outcome/rating to determine the appropriate score according to the matrix guidelines.
Essay – Review the applicant’s essay and assess it using the established scoring criteria. Assign the score that corresponds to the criteria demonstrated in the essay.
Undergraduate GPA – Review the applicant’s university transcript and determine the undergraduate GPA. Assign the score that corresponds to the GPA range identified in the matrix guidelines.
Student Status – Determine the applicant’s current status and assign the corresponding score. Applicants should be scored based on whether they are a new MSW student, currently obtaining their MSW, or eligible for advanced standing status.
Matrix Category How to Determine the Score
DHS Experience
Determine the applicant’s total number of completed years of OKDHS employment, including both current and previous OKDHS employment, as applicable. Use the total completed years to assign the appropriate score according to the matrix guidelines. Count only completed years of OKDHS employment. Do not round partial years up to a full year.
Total Score
Add the scores from each applicable category to determine the applicant’s total matrix score.
- Important Scoring Reminder
- The matrix should reflect the applicant’s score only. The supervisor is responsible for reviewing the supporting documentation, applying the established scoring guidelines, and completing and signing the matrix.
4. Application Approval Process
The applicant is responsible for ensuring the application moves through each stage of the process.
Step 1 — Applicant → Immediate Supervisor
Submit the completed application and required supporting documentation to your immediate supervisor by October 12, 2026.
The supervisor:
- Reviews the application.
- Completes and signs the scoring matrix.
- Completes and signs the CWPEP Supervisor Approval Letter (Form 04TR002E).
Step 2 — Supervisor → DD/PA
If the application is approved by the supervisor, it is forwarded for review and approval by the appropriate DD/PA.
Step 3 — DD/PA → Deputy Director
If approved, the application is forwarded to the Deputy Director for final approval.
Step 4 — Deputy Director → Applicant
The Deputy Director signs the application and returns the approved documents to the applicant.
Step 5 — Applicant → Guy Willis
Once all required approvals and signatures have been obtained, the applicant is responsible for forwarding the complete application packet to Guy Willis.
Final deadline: October 30, 2026
Applicants should not wait until the final deadline to begin the approval process. Allow sufficient time for each level of review and approval.
5. Applicant Checklist
Before submitting your application to your supervisor, confirm that you have included all applicable documents:
- Completed CWPEP Application Form (04TR001E)
- Most recent completed HCM-111 with no rating lower than “Partially Achieved”
- Individual Training Record from LMS
- Completed CWPEP Supervisor Approval Letter (04TR002E)
- Scoring Matrix, if required
- Essay, if required
- Two signed letters of recommendation, if a new applicant
- Transcript, if applying for advanced standing
- All required signatures and approvals have been obtained
- Final approved application submitted to Guy Willis by October 30, 2026
6. Special Information for Returning Applicants
Final-year applicants must submit a new CWPEP application.
Required Forms and Documentation
- CWPEP Application Form – Form 04TR001E
- CWPEP Supervisor Approval Letter – Form 04TR002E
- Most recent completed HCM-111
- Individual Training Record from LMS
After the application has been approved by the Deputy Director and processed by the training program, applicants may access CWPEP funds when they:
- Meet the required training-hour deadline; and
- Sign a new CWPEP contract when eligible.
Submitting and processing the CWPEP application does not require additional action from the applicant until training hours are submitted.
7. Important Supervisor Information
Supervisors play an important role in reviewing and approving CWPEP applications.
When forwarding multiple applications to the Deputy Director, send each application in a separate email to protect employee confidentiality.
8. Quick Reference: Application Flow
Applicant
↓
Immediate Supervisor
Reviews application, scores matrix, completes/signs Supervisor Approval Letter
↓
FM/DD/PA
Reviews and approves
↓
Deputy Director
Final approval
↓
Applicant
Receives fully approved documents
↓
Guy Willis
Final application submission by October 30, 2026
9. Applicant Submission Email Template
CWPEP Application Submission for 20XX–20XXCWPEP Application Submission for 20XX–20XX
Dear [Supervisor’s Name],
Thank you for your time and assistance with my CWPEP application for the 20XX–20XX school year. As a [new applicant / continuing MSW student], I have attached the required documents for your review:
- Completed Application Form (Form 04TR001E)
- Most recent completed HCM-111 with no rating lower than “Partially Achieved”
- Individual Training Record from LMS, acknowledging the requirement to complete 40 training hours
- CWPEP Supervisor Approval Letter (Form 04TR002E), required for all applicants
- Essay, if required
- Scoring Matrix, if required
- Transcript, if applying for advanced standing status
- Two signed letters of recommendation from community professionals outside of OKDHS, if a new applicant
For advanced standing applicants, the transcript must show a BSW earned from an accredited university within the past seven years.
Thank you again for your support with this process. Please let me know if any additional information is needed.
Sincerely,
[Applicant’s Name]
