Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 15 - Children and Family Services › Rule 016.15.11-001 - Policies and Procedures; Revised, New and Rescinded Rules

Current through Register Vol. 49, No. 6, June, 2024
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Excerpt, DHS Division of Children & Family Services' Policy
				Manual, POLICY l-F
POLICY I-F: CONFIDENTIALITY
FOR THE SAKE OF BREVITY, SOME NONAFFECTED POLICY HAS BEEN
				DELETED. 06/2011
CONFIDENTIALITY OF CHILD IN FOSTER CARE
When a release of information regarding a child is
				requested, the FSW shall take the necessary steps to guard the confidentiality
				of personal information. The steps include:
(1)
assuring that no identifying or
			 potentially harmful information on a child is released, and (2) the consent
			 shall be reviewed and approved by OCC. Court orders that direct the release of
			 specific information to specified offices, agencies or people shall be
			 construed as proper consent for release of information. No other consent is
			 necessary. However, OCC should be informed whenever such a release of
			 information is being made.
Requests for media releases includes requesting
				permission to release photographs, voice reproductions, slides, video tapes,
				movie films, promotional pamphlets, news releases, etc. The FSW shall review
				the contents of such release along with OCC and make any necessary
				modifications. Consideration should be given to the protection of the child's
				identity and assurances that the contents of the material released will present
				the child in a light that would not be distasteful or negative to the child.
				The Director of the Division of Children and Family Services or designee shall
				be consulted in matters that may reflect on the Division. In cases of consents
				for coverage by news media, consultation should also be sought from the
				Director of Communications. This consent must be signed by the
DCFS
				Communications Specialist or designee
. The foster parents shall be
				informed of these policies.
The Adoption Specialist must obtain documented consent
				from a child 10 years of age or older, to show photographs for recruitment of
				an adoptive family.
PROCEDURE Ill-El: Client Drug Screening
FOR THE SAKE OF BREVITY, SOME NONAFFECTED PROCEDURES HAVE BEEN
				OMMITTED. 06/2011
To administer the test, the Tester will:
A. Refer to testing information (for test
			 procedure, interpreting results and other testing information.
B. Put the client's purse/pouch and jacket
			 away and empty all of the client's pockets.. The tester will observe, but not
			 touch, each of the client's pockets to ensure that they are empty. The only
			 item the client may take into the restroom stall is the collection
			 container.
C. Escort the client to
			 the restroom. Directly observe the clients wash their hands without
			 soap.
D. Give the client only the
			 collection container. The client must not have access to the test Instruct the
			 client to fill the cup to the marked line. The tester will observe the client
			 enter the restroom stall, close the stall door to give privacy to the person
			 being tested and remain immediately outside the stall. The tester will not
			 directly observe the client in the process of urination unless court ordered to
			 observe. If court ordered to observe, the witness must be the same gender as
			 the client.
E. If the client has
			 difficulty giving a specimen, have the client drink at least 8 - 10 ounces of
			 water and wait up to two hours for the client to give a urine specimen. Do not
			 attempt to do the drug test if a minimum of three hours are not left in the
			 workday.
F. Under normal
			 circumstances, limit the entire testing process to not exceed 30 minutes. (If
			 the client has difficulty giving a specimen, refer to instruction E
			 above.)
G. After the cup has been
			 returned to the tester, visually examine the specimen. Suspicion of
			 adulteration and/or dilution should be verified by use of the appropriate
			 test.
H. Document the results and
			 sign the form. Also, have the client sign the form. If the specimen test
			 results are positive and the client challenges the result, offer to retest.
1) DCFS will only pay for one client
			 challenge of a positive drug test. If the re-test still shows a positive drug
			 test, the client must bear the cost of additional challenges to that test. If
			 the re-test is negative, the client may challenge the next positive drug test.
			 At the point the client challenges a drug test and DCFS pays for the challenge
			 and the drug test is still positive, the client must pay for challenges to any
			 future positive drug test. Challenges
do not
have to be in
			 consecutive order.
I. If
			 the result of the client's drug test is positive for controlled substances and
			 is challenged by the client, prepare the urine specimen for laboratory testing.
1) Notify the
DCFS Prevention
			 & Support Manager or designee
that the collection will be sent
			 for further testing, by faxing a copy of the Chain of Custody, prior to the
			 urine specimen being sent to the lab.
2) Check for leakage of the collection device
			 prior to mailing/sending the specimen for confirmation testing; and
3) Use the supplied mailer envelopes to send
			 the challenged, positive, urine specimens to:
Scientific Testing Laboratories 463 Southlake Boulevard
				Richmond, VA 23236
4) The
			 lab contact number is 1-800-977 -9130
5) The lab will
not
process
			 urine specimens that are received without proper
			 identification.
J. If the
			 client does not challenge the results of the test, return the specimen cup to
			 the client after the specimen has been tested and the results documented. The
			 client will dispose of the contents in the toilet or urinal, flush, and discard
			 the container in the designated trash container.
WARNING: Do NOT dispose of a urine specimen that needs to be
				sent to Scientific Testing Laboratories for further testing.
K. Give the client a copy of the completed
			 Controlled Substance Test form with the results documented.
L. Send the DCFS worker a copy of the
			 completed Controlled Substance Test form with the results documented within 24
			 hours.
M. If contested,
			 documentation of the chain of custody of urine specimens taken from test
			 subjects shall be verified by affidavit of one person witnessing the procedure
			 or extraction, packaging, and mailing of the samples and by one person signing
			 for the samples at the location where the samples are subject to the testing
			 procedure.
1) Submission of the affidavits,
			 along with the submission of the test results, shall be competent evidence to
			 establish the chain of custody of those urine specimens.
a. For a court ordered test, a written report
			 of the test results may be prepared by the person conducting the test, or by a
			 person under whose supervision or direction the test and analysis have been
			 performed.
b. This report must be
			 certified by an affidavit subscribed and sworn to before a notary
			 public.
c. This report may be
			 introduced in evidence without calling the person as a witness, unless a motion
			 challenging the test procedures or results has been filed within 30 days before
			 the hearing and bond is posted in an amount sufficient to cover the costs of
			 the person's appearance to testify.
d. Whenever a court orders scientific testing
			 for drug or alcohol abuse and one of the parties refuses to submit to the
			 testing, that refusal shall be disclosed to the court.
DCFS staff may conduct oral fluids drug and alcohol screens.
				The tester must be trained by the vendor and follow instructions for test
				procedure and interpreting results.
The Tester in each county office will:
A. Maintain an adequate
			 supply of testing materials, to include copies of drug testing information. The
			 supplies will be kept in the county office.
B. Monitor closely the specimen collection
			 supplies. The supplies on hand should never fall below 15 kits. The expiration
			 date should be clearly marked on each drug-screening kit. Kits past their
			 expiration dates will NOT be used. Notification of needed supplies and supply
			 questions will be addressed to the Prevention & Support Manager or
			 designee.
C. Use new supplies only
			 after current supplies are depleted. Contact the Program
Manager
if the county has several kits nearing
			 expiration. Under no circumstances shall a kit be used past its expiration
			 date.
D. Store the drug-screening
			 kits at room temperature.
E.
			 Maintain and have DCFS Drug Screening information available for review at all
			 times.
F. Address questions
			 pertaining to Chain of Custody Challenged test to the Prevention & Support
			 Unit.
POLICY Vl-B: MAINTAINING FAMILY TIES IN OUT-OF-HOME
				PLACEMENT
06/2011
The Division believes that strengths of
				families and supporting these strengths contribute to life-long permanent
				relationships for children. This belief is supported by research demonstrating
				that children who are able to maintain positive family ties while in
				out-of-home placement achieve better short- and long-term outcomes.
				Therefore,
families and children shall have reasonable
				opportunities for personal visits, communication by telephone, and involvement
				in life events such as teacher conferences, school and community events. A plan
				for visits shall be developed between a child in out-of-home placement and the
				family and siblings, whether or not the siblings are in out-of-home placement.
				The preferred location for the visits is the parent's home or, if that is not
				possible, in the most homelike setting possible. Office visits are a last
				resort.
Siblings shall live together in the same foster home.
				When it is in the best interest of each of the children, the Department shall
				attempt to place siblings together while they are in a foster care and adoptive
				placement. Siblings may be placed separately only
if an assessment
				determines that placement of the siblings together would be detrimental to
				their best interest or is otherwise not possible at the time of initial
				placement. The reasons for the separation must be provided in
a
				written
recommendation from appropriate DCFS staff
.
The case plan must include when siblings will be reassessed to
				determine if they can be reunited at a later point in time, and, if the
				reassessment determines reunification is appropriate, the plan for sibling
				reunification.
The Division shall ensure that the reasons for the
				separation of siblings, or infants with minor mothers, into different foster
				homes are regularly reassessed and targeted recruitment efforts continue to
				reunite the siblings.
Children in DHS custody
may
have
				an opportunity to visit with grandparents or great grandparents
provided the visits are in the best interest of the
				children
.
If it is in the child's best interest, visits between
				siblings and with relatives may continue after Termination of Parental Rights
				(TPR), if visitation was established prior to TPR. Visitation after TPR will
				continue until an adoption placement is made or the Out-of-Home placement case
				is closed. Continuation of visits with relatives does not include the parents
				for whom the agency has obtained TPR.
PROCEDURE VI-B1: Maintaining Family Ties in Out-of-Home
				Placement
The Family Service Worker will:
A. Develop a plan for visitation within five
			 working days of placement.
B.
			 Arrange for parental visits to occur no less than weekly with the frequency
			 increasing, as the family is prepared for reunification.
C. Obtain approval from the County Supervisor
			 for any deviations from required frequency of visitation.
D. Request that deviations due to staff
			 shortages be approved by the Area Director.
E. Place siblings together in the same foster
			 home. A foster home
shall have no more than five unrelated children
			 in care. The foster home may care for up to eight children if they are all
			 related to each other. A foster home shall not have more than eight children in
			 their home, including their own children. This includes placement or respite
			 care.
For example:
0
children of the foster parent and 8 children that are related (to
			 each other)
1
child of the foster parent and 7 children that are related (to each
			 other)
2
children of the foster parent and 6 children that are related (to
			 each other)
3
children of the foster parent and 5 children that are related (to
			 each other) or unrelated
F. Place infants with minor mothers in the
			 same foster home.
G. Separate
			 siblings, or infants with minor mothers, by placement only if an assessment
			 determines that placement of the siblings together would be detrimental to
			 their best interest or is otherwise not possible at the time of initial
			 placement. Provide a written recommendation indicating the reasons for the
			 separation as well as the steps that will be taken to reunify the siblings in a
			 single placement (if appropriate) and file in the case record. Considerations
			 to separate siblings may include:
1)
			 Allegations of abuse between siblings are under investigation and/or have been
			 founded.
2) Written determination
			 by a Mental Health Professional that placement of the siblings together would
			 be detrimental to their best interest.
3) There are not sufficient resources to
			 allow the sibling group to be placed together.
H. Arrange for sibling visitation to occur no
			 less than every two weeks, when siblings are placed separately.
I. Document efforts to reunify siblings, or
			 infants with minor mothers, placed separately.
J. Arrange visitation between the child and
			 grandparent or great grandparent
if and as
			 appropriate
. K. Document sibling and relative visits that occur
			 after TPR in CHRIS contacts screen.
The Director's designated Administrator will:
A. Receive requests to place siblings, or
			 infants with minor mothers separately.
B. Approve/disapprove requests.
POLICY Vll-J: CHILD MALTREATMENT ALLEGATIONS CONCERNING
				OUT-OF-HOME PLACEMENTS
06/2011
All child maltreatment allegations concerning any person
				in a foster home shall be investigated in accordance with the Child
				Maltreatment Act §
											12-18-602. As with all children
				whose interest becomes the concern of DCFS, the safety and welfare of any
				children in foster care shall be paramount.
If any child in foster care is the subject (alleged
				offender or alleged victim) of an allegation of child maltreatment, the
				Division shall notify the child's family, the OCC attorney, Child Abuse
				Hotline, the child's CASA and the child's attorney ad litem. The attorneys ad
				litem for all other children placed in the home shall be notified as
				well.
Priority I Allegations
For all Priority I allegations, if the alleged offender
				is a foster parent or any other member of the foster family household, then all
				the children in foster care in that home will be removed from that foster home.
				If the alleged offender is a child in foster care, unless he
or
				she
is the only child in the home, then the alleged offender child
				will be removed from that home and placed in a foster home without any other
				children. Any exceptions to this policy must be approved and documented by the
				Assistant Director of Community Services.
Priority II Allegations
When any foster home is the subject of a Priority II
				child maltreatment allegation, an evaluation will be conducted on an individual
				basis to determine if the child(ren) can safely remain in the home during the
				investigation. If it can be shown that it is in the best interest of any of the
				children currently placed in that foster home, a protection plan may be
				considered to allow any or all of the children in foster care to remain in a
				home involved in a maltreatment report. If the safety and welfare standards of
				the Division cannot be met and the children cannot safely remain in the home,
				the children in care shall be removed and placed in another approved foster
				home.
While any foster home is being investigated because of a
				maltreatment allegation, Priority I or II, no additional children in foster
				care may be placed in the home.
The Resource Worker will be
				notified by the Area Director of any maltreatment allegations concerning foster
				homes.
If the Priority I or II allegation report is
				unsubstantiated, consideration will be given to returning any children who were
				removed from the foster home as a result of the allegation. This will be
				determined by holding a staffing so that all stakeholders may have input.
				Decisions will be made on a case by case basis and will be based on the best
				interest of the child.
If the report of Priority II maltreatment is an
				investigative true finding, the protection plan must be reevaluated if the
				children are allowed to remain in the home during the administrative hearing
				process.
Regardless of the finding, upon completion of
				a child maltreatment investigation, the Resource Worker will reevaluate the
				foster home if the home is to remain open.
For all investigative determinations where allegations of
				Priority II child maltreatment are found true and upheld by the administrative
				hearing, the well-being of each child who is in the home will be reassessed on
				an individual basis. If it can be shown that it is in the best interest of any
				child to remain in that home, then a waiver or alternative compliance,
				depending on the situation, may be requested so that the home may remain open
				to care for that child.
In those cases where the foster home is allowed to remain open,
				if the foster parents wish to be considered for the placement of additional
				children,
a reevaluation of the home
will be conducted
				before any additional child is considered for placement in that home
regardless of the finding of the investigation and/or the
				administrative hearing ruling. The reevaluation should determine if any
				corrective action(s), revised Individualized Training Plan, etc are necessary
				to ensure the health and safety of any and all children placed in the
				home.
PROCEDURE VII-J1: Initial Report Response
06/2011
When any
initial
report of child
				maltreatment is made and concerns any person in a foster home, the Family
				Service Worker or CACD will follow DCFS Child Maltreatment Assessment Protocol
				and begin an investigation within 24 hours for Priority I investigations or
				within 72 hours for Priority II allegations.
DHS will then
:
A. Notify immediately, but no later than five
			 business days the child's custodial/non-custodial parent(s), attorney ad litem
			 and OCC attorney whenever the child is the victim or offender named in an
			 allegation of child maltreatment with the following forms:
1) CFS-204-A: Notice of Child Maltreatment
			 Allegation to Legal Parent(s), Legal Guardian(s) and Current Foster Parent(s)
			 of Alleged Offender in Foster Care
2) CFS 205-A: Notice of Child Maltreatment
			 Allegation to Legal Parent(s), Legal Guardian(s), and Current Foster Parent(s)
			 of Alleged Victim(s) in Foster Care
3) CFS 208-A: Notice of Child Maltreatment
			 Allegation to Attorney Ad Litem and CASA of Alleged Offender
4) CFS 206-A: Notice of Child Maltreatment
			 Allegation to Attorney Ad Litem, CASA, and Counsel in Dependency Neglect or
			 FINS Case of Alleged Victim(s)
B. Notify attorneys ad litem for all children
			 placed in the same out-of-home placement, via the CFS-209-A: Notice of Child
			 Maltreatment Allegation to AAL or CASA of Child in Foster Home Where
			 Maltreatment Is Reported or Where an Alleged Juvenile Offender or Underaged
			 Juvenile Aggressor is Placed, immediately, but no later than five business
			 days.
C. If there is an allegation
			 of sexual abuse perpetrated by a child in foster care, a public defender will
			 be assigned to the child.
DHS
will provide notice of
			 the investigative determination to all those individuals as outlined in
			 PROCEDURES XIV-A4 and A5.
D. Follow
			 all policies and procedures concerning the investigation of child
			 abuse.
E. If the allegation is a
			 Priority I and a foster parent or member of the foster family household is the
			 alleged offender, all children in foster care will be removed from the home. If
			 the allegation is a Priority I and the alleged offender is a child in foster
			 care, remove the alleged offender child from the home and place that child in a
			 foster home without any other children, unless he is the only child in the
			 home. Any exceptions to this policy must be approved and documented by the
			 Assistant Director of Community Services.
F. If the allegation is a Priority II,
			 conduct a safety/risk assessment on each child in the home. Determine on an
			 individual basis for each child in the home if it is necessary to immediately
			 remove them from the home to protect their safety and welfare. Regardless of
			 who the alleged offender is (e.g. one of the foster parents, another adult
			 member of the household, one of the children in care, or one of the foster
			 parent's own children), the FSW will determine if the children in care can
			 remain in the home with the implementation of a protection plan on an
			 individual case-by-case basis.
This includes
			 determining
the placement structure that best meets all the needs
			 of the children and all members of the foster home. For example:
1) The alleged victim child in care may be
			 removed from the home.
2) The
			 alleged aggressor child may be removed from the home.
3) Any of the children in care who are
			 neither an alleged aggressor nor an alleged victim may be removed or remain in
			 the home based on an individual, case-by-case determination of what is in their
			 best interest and welfare.
4) The
			 FSW will review all relevant information to make this decision. This would
			 include, but is not limited to, the characteristics and history of the child in
			 foster care. The history and characteristics of the foster parents and their
			 own children (if any) should be assessed as well. The FSW will document this
			 information in the case record and the reasoning behind the decisions made.
If it is determined that with the implementation of a
				protection plan any of the children in care may remain in the home, the FSW
				will:
A. Develop
			 an appropriate protection plan.
B.
			 Meet with the foster parent(s) and all age appropriate children to introduce
			 the plan, review it, and answer any questions any of the participants may
			 have.
C. Make a visit to the home
			 to meet with the children and foster parents at least on a weekly basis while
			 the protection plan is being implemented and followed. The FSW will meet
			 individually with foster parents and children in care, if age appropriate, to
			 assess the protection plan, the continued well-being of the children, and to
			 determine any adjustments that may need to be made.
The Area Director
				will:
A.
Notify the Resource Worker of the maltreatment
			 allegation.
The Resource Worker
				will:
A.
In CHRIS, classify the home under investigation as "unavailable" so
			 that no more children may be placed in that home until the resolution of the
			 investigation.
B.
Assist with the monitoring of the protection plan as
			 appropriate.
PROCEDURE VII-J2: Response to
True Finding
If the Priority II allegation is found true, the FSW
				will:
A. Reassess the
			 protection plan.
B. Determine if
			 the children in care may continue their placement in the home while the foster
			 parents appeal the finding.
C.
			 Remove any or all of the children from the home, determined on a case-by-case
			 basis, if necessary to ensure their safety and well-being.
PROCEDURE VII-J3: Response to
True Finding Reversed on Administrative Appeal, Priority I and II
The FSW will:
A.
Arrange and hold a staffing to
			 determine on a case by case basis if
:
1) it is in the best interest of the children
			 to remain in/return to that foster home; and,
2) if it is appropriate to consider the home
			 as a placement resource for additional children in care.
B.
If the results of the staffing
			 determine that it is appropriate to allow the children involved in the
			 allegation to remain in/return to the home, reassess the protection plan and
			 adjust accordingly if necessary.
C.
If the staffing determines
			 that any children still in the foster home should be removed, remove the
			 children from the home.
The
Area Director
will:
A. Notify the Resource Worker that
			 the home may be removed from "unavailable" status in CHRIS if the staffing
			 determines that it is appropriate to consider the home as placement resource
			 for additional children in care.
The Resource Worker
				will:
A.
At the instruction of the Area Director, remove the home from
			 "unavailable" status in CHRIS.
Procedure VII-J4: Response to
True Finding Upheld on Administrative Appeal, Priority I and II
If the true finding is upheld by the administrative hearing,
				the foster home may remain open for any of the children currently in placement
				in the home if it can be shown that it is in the best interest of the
				child(ren) to remain in the home. This should be done on an individual basis
				for each child.
The FSW will:
A. Review the existing protection
			 plan.
B. Make any necessary changes
			 and adjustments to the plan.
C.
			 Create the necessary documents for requesting that the foster home be granted a
policy
waiver
and/or alternative
			 compliance (see Appendix 9: Alternative Compliance and Policy Waiver Protocol
			 for more information)
so that it may remain open.
D. Forward all case information for the
policy
waiver
and/or alternative
			 compliance
request, including investigative outcomes, FSNRA, and
			 protection plans, to the Area Director.
E. If at any point the
policy
waiver
and/or alternative
			 compliance
request is denied:
1)
			 Remove all children in care from the foster home.
2) Find new and appropriate placements for
			 the removed children.
3) Notify the
			 Resource Worker that the foster home must be closed.
F.
Document the decision made on
			 any policy waiver request in CHRIS.
G. If the
alternative
			 compliance
request is reviewed by the Child Welfare Agency Review
			 Board, document the decision of the board in CHRIS.
The Area Director will:
A. Review all received
policy
waiver
and/or alternative
			 compliance
request(s)
and supporting
			 materials
.
B. Grant or
			 deny approval for
policy
waiver
and/or
			 alternative compliance
request(s) as appropriate.
C. If approved, forward the request(s) to the
			 Assistant Director of Community Services for approval.
The Assistant Director of Community Services will:
A. Review the received
policy
waiver
and/or alternative
			 compliance
request(s)
and supporting
			 materials
.
B. Grant or
			 deny approval for
policy
waiver
and/or
			 alternative compliance
request(s) as appropriate.
C. If approved, forward the
request(s) to the Division Director for approval.
The Division Director
				will:
A.
Review received policy waiver and/or alternative compliance
			 request(s) and supporting materials.
B.
Grant or deny approval for
			 policy waiver and/or alternative compliance request(s) as
			 appropriate.
C.
If approved, forward any alternative compliance request(s) to the
			 Placement and Residential Licensing Unit (PRLU) Manager and staff.
The PRLU Manager
				will:
A.
Deny any inappropriate request for an alternative compliance;
			 or,
B.
Approve the request and place it on the agenda of the next
			 scheduled meeting of the Child Welfare Agency Review Board
			 (CWARB).
The Resource Worker will:
A.
Reevaluate any foster home
			 that is granted a policy waiver approval from the Assistant Director of
			 Community Services and/or alternative compliance approval from the Child
			 Welfare Agency Review Board.
B.
Close any foster home that is
			 denied a policy waiver and/or alternative compliance approval at any point
			 during the request review and document in CHRIS that the home is
			 closed.
C.
Provide the reason for closure in the comment box in the Provider
			 Services Tab.
PROCEDURE VIII-A3: Interagency Support for Youth with
				Disabilities
01/2011
In order to promote continuity of care for youth with
				disabilities, Adult Protective Services (APS), DCFS, Division of Youth Services
				(DYS), Division of Developmental Disability Services (DDS), and Division of
				Behavioral Health Services (DBHS) have signed a Memorandum of Understanding
				that describes each Division's roles and responsibilities.
The FSW
will:
A. Arrange an interagency case staffing and
			 initiation of transition plan following youth's 14th
			 birthday.
B. Arrange an interagency
			 case staffing within 30 days to include PACE determination and DD diagnosis
			 identified for individuals taken into custody after age 14.
C. Arrange an interagency review every six
			 months for youth likely to require state custody status as an adult.
D.
Invite the youth's TYS
			 Coordinator and any other appropriate individuals to the interagency case
			 staffing and all subsequent interagency reviews.
APS will:
A.
			 Review plan and identify issues requiring clarification or issues that might
			 have been omitted and request this information from DCFS.
B. Participate in case staffing and
			 transition plan review following client's 17th
			 birthday.
APS, DCFS, DYS, and OCC will apprise court of transition
				plan.
APS and DDS will review transition plan and arrange appropriate
				placement prior to client's 18th birthday.
PROCEDURE Vlll-Cl: After Care and Follow Up
If the youth is still in foster care, the FSW
				will:
A.
Work with the youth requesting after care support. Request will be
			 made via CFS-004: Request for After Care Support.
B.
Send CFS-004 to the youth's
			 TYS Coordinator.
C.
Assign the TYS Coordinator as the primary
			 worker.
If the youth has already left foster
				care,
the TYS Coordinator will:
A.
Work with the youth requesting
			 after care support. Request will be made via CFS-004.
B.
Request his or her Supervisor
			 to reopen the youth's closed child protective service case and assign the TYS
			 Coordinator as the primary worker.
Once the TYS Coordinator is assigned as primary
				worker, he or she will:
A. Select Independent Living Program as the
			 case type on the Case Summary Screen.
B. Complete the Contact Screen for all
			 contacts with youth, and update as appropriate.
C. Complete Education and Employment screens
			 and update as appropriate.
D.
			 Update Client Contact Information as appropriate.
E. Document in the Client Contact Information
			 Screen, the type and extent of financial assistance to be provided.
F. Assist the youth in selecting a residence
			 that is appropriate for his or her immediate needs, if needed.
G. Complete a CFS-370: Residence Checklist
			 for Youth to assure the residence and location are acceptable and document in
			 the Document Tracking screen in CHRIS.
H. Provide the youth with available
			 alternatives for meeting their immediate housing needs, if
			 appropriate.
I. Recommend and
			 assist in arranging for personal or community support as requested.
J. Assist the youth in applying for
			 assistance if he or she wishes to start or continue a post-secondary
			 educational program.
K. Document
			 purchase requests in the Document Tracking screen, and if approved, document in
			 Client Contact Information Screen. Payment is not made directly to the youth,
			 except for approved travel reimbursement.
L. Forward after care support requests to
			 Financial Support Unit at least two weeks before payment is due. M. Maintain
			 monthly contact with the youth.
POLICY VIII-I: ADOPTION SUBSIDY
06/2011
The Division provides a federal (title IV-E) or state
				funded adoption subsidy as a service to assist in making adoption possible for
				a child, who, with special needs, might not otherwise be adopted and for whom a
				family is not readily available. A child in foster care placed in an adoptive
				home continues status as a child in foster care until finalization of the
				adoption and the adoption subsidy is initiated.
CHILD WITH SPECIAL NEEDS
A child with special needs is defined as a child who is
				free for adoption and belongs to a group of children for whom the Division does
				not have an adequate resource of approved applicants to provide a pool of
				available waiting adoptive families. Other children may be eligible for
				adoption assistance under this category if they have severe medical or
				psychological needs that require ongoing rehabilitation or treatment. These
				children include:
A.
a
			 Caucasian child nine years or older,
B.
a healthy child of color who is two
			 years or older,
C.
a
			 member of any sibling group being placed together who share at least one
			 biological parent and who have either lived together or otherwise developed a
			 bond prior to adoptive placement, and the child is:
1)
legally free for adoption with
			 parental rights terminated,
2)
under 18 years old and whose
			 adoption has not been finalized prior to approval of the
			 subsidy,
3)
(for the
			 purposes of a State Subsidy only), in DHS custody, or
4)
a member of a
			 Non-Custody/Out-of-Home Placement Services case, or
5)
who is SSI eligible at the time the
			 adoption petition is filed.
Children at high risk for the development of a serious
				physical, mental, developmental or emotional condition may be considered
				special needs if documentation of the risk is provided by a medical
				professional specializing in the area of the condition for which the child is
				considered at risk, but no subsidy payment will be made without documentation
				that the child has developed the actual condition. (See Procedure
				VIII-I1.)
Adoption subsidies can be funded through federal title
				IV-E adoption assistance or state funds depending on the child's
				eligibility.
Any individual who is adopting or who is considering
				adopting a child who is in foster care will be notified of their potential
				eligibility for a Federal Adoption Tax Credit.
Adoption assistance payments may be made to parents who
				adopt a child with special needs. A child will not be considered special needs
				unless:
A.
The state has determined the child cannot or should not be returned to
			 the home of his parents;
B.
The state has determined that a specific factor or condition exists with
			 respect to the child (such as ethnic background, age or membership in a
			 minority or sibling group; or the presence of factors such as medical
			 conditions or physical, mental, or emotional disabilities) because of which it
			 is reasonable to conclude that such a child cannot be placed for adoption
			 without providing adoption assistance or medical assistance under title XIX;
			 and
C.
A reasonable,
			 but unsuccessful, effort has been made to place the child without providing
			 assistance except where it would be against the best interest of the child due
			 to such factors as the existence of significant emotional ties with prospective
			 adoptive parents while in the care of such parents as a child in foster
			 care.
D.
For the
			 purpose of this policy, "AFDC" refers to the AFDC program as in effect
			 7-16-1996. ELIGIBILITY
There are five ways that a child can be eligible for
				title IV-E adoption assistance:
A.
The child is AFDC-eligible and
			 meets the definition of a child with special needs.
Adoption assistance eligibility that is based on a
				child's AFDC eligibility is predicated on a child meeting the criteria both at
				the time of removal and in the month the adoption petition is initiated. At the
				time adoption proceedings were initiated, the child must have been removed from
				the home of a specified relative as a result of a judicial determination to the
				effect that continuation therein would be contrary to the welfare of the child.
				For the purpose of adoption assistance, a child must meet the AFDC criteria in
				the specified relative's home from which he or she is removed. In addition, the
				special needs determination must be made prior to finalization of the
				adoption.
B.
The child
			 is eligible for Supplemental Security Income (SSI) benefits and meets the
			 definition of a child with special needs.
A child is eligible for adoption assistance if, at the
				time the adoption petition is filed, the child meets the requirements for title
				XVI SSI benefits, and prior to the finalization of the adoption is determined
				by the state to be a child with special needs. There are no additional criteria
				that a child must meet to be eligible for title IV-E adoption assistance when
				eligibility is based on a child with special needs meeting SSI requirements.
				Specifically, how a child is removed from his home or whether the state has
				responsibility for the child's placement and care is irrelevant in this
				situation. The child's eligibility for SSI benefits must be established no
				later than at the time the adoption petition is filed.
C.
The child is eligible as a child of
			 a minor parent and meets the definition of a child with special needs. A child
			 is eligible for title IV-E adoption assistance in this circumstance if:
1)
The child's parent is in foster
			 care and receiving title IV-E foster care maintenance payments that cover both
			 the minor parent and the child at the time the adoption petition is initiated,
			 AND
2)
Prior to the
			 finalization of the adoption, the child of the minor parent is determined by
			 the state to meet the definition of a child with special
			 needs.
There is no requirement that a child must have been
				removed from the home as a result of a judicial determination. However, if the
				child and minor parent have been separated in foster care prior to the time of
				the adoption petition, the child's eligibility for title IV-E adoption
				assistance must be determined based on the child's current and individual
				circumstances.
D.
The
			 child is eligible due to prior title IV-E adoption assistance eligibility and
			 meets the definition of a child with special needs.
In the situation where a child is adopted and receives
				title IV-E adoption assistance, but the adoption later dissolves or the
				adoptive parents die, a child may continue to be eligible for title IV-E
				adoption assistance in a subsequent adoption. The only determination that must
				be made by the state prior to the finalization of the subsequent adoption is
				whether the child is a child with special needs. Need and eligibility factors
				must not be redetermined when such a child is subsequently adopted because the
				child is to be treated as though his circumstances are the same as those prior
				to his previous adoption. Since title IV-E adoption assistance eligibility need
				not be reestablished in such subsequent adoptions, the manner of a child's
				removal from the adoptive home, including whether the child is voluntarily
				relinquished to an individual or private agency, is irrelevant.
E.
Due to changes in federal
			 guidelines, some children in foster care who are currently receiving a
			 state-funded subsidy may be eligible for a federal IV-E adoption maintenance
			 subsidy.
Beginning federal fiscal year 2010, which started October
				1, 2009, newly adopted children who have been in foster care for at least 60
				consecutive months and/or who are 16 years of age or older will be eligible for
				IV-E adoption assistance as long as they meet their state's definition of
				special needs and
meet other requirements for IV-E eligibility. These
				requirements include 1) for court-ordered placements, that the initial
				placement in care was in the child's best interests and that reasonable efforts
				to prevent removal were made or are not required to be made and 2) for all
				placements, that reasonable efforts to finalize the permanency plan were made
				(and updated every year). Further, children placed with siblings who qualify
				due to age or length of time in care will also be considered IV-E eligible for
				adoption assistance.
As shown below, eligibility will be phased in by age over
				a nine-year period. Children become eligible if they turn the listed age any
				time during the fiscal year. The federal fiscal year begins the first day of
				October each year and ends the last day of September the following
				year.
Federal Fiscal Year
Age of Eligibility
Date of Birth
2010
16 and older
October 1, 1994
2011
14 and older
October 1, 1997
2012
12 and older
October 1, 2000
2013
10 and older
October 1, 2003
2014
8 and older
October 1, 2006
2015
6 and older
October 1, 2009
2016
4 and older
October 1, 2012
2017
2 and older
October 1, 2015
2018
All children
By 2018, newly adopted children of all ages who meet the
				other IV-E eligibility requirements will be eligible for federal adoption
				assistance.
If eligible, the Division will make adoption assistance
				payments to adoptive parents in amounts so determined through an adoption
				assistance agreement. The amount of such payment:
1)
Will take into account the
			 circumstances of the adopting parents and the needs of the child being
			 adopted;
2)
May be
			 adjusted periodically with the concurrence of the adoptive parents to reflect
			 changing circumstances; and
3)
May not exceed the foster care
			 maintenance payment, which would have been paid during the period if the child
			 with respect to whom the adoption assistance payment is made had been in a
			 foster home.
In determining eligibility for state funded adoption
				assistance payments, there is an income eligibility requirement (means test)
				for the adoptive parents. There is no means test for determining eligibility
				for federal title IV-E adoption assistance payments.
A state legal subsidy may be defined as OCC legal
				services provided for children in DHS custody. A legal subsidy does not include
				the use of a private attorney. The children are eligible for a legal subsidy
				whether or not they meet the criteria for special needs and without regard to
				eligibility for IV-E, state maintenance subsidy, or nonrecurring
				subsidy.
Adoption assistance payments may be terminated if it is
				determined that:
A.
The child has attained the age of
			 18;
B.
The parents are
			 no longer legally responsible for the support of the child; or
C.
The child is no longer receiving
			 support from the adoptive parents.
Adoption assistance payments may be extended
				to the age of 21, if the child has a mental or physical disability which
				warrants continuation and a federally-funded subsidy or state maintenance is
				received.
In addition,
if the child
was adopted at age 16 or older, the adoption subsidy may be
				extended until age 21 under the following
				circumstances:
A.
The child is completing secondary education or a program
			 leading to an equivalent credential; or
B.
The child is enrolled
			 in an institution which provides post-secondary or vocational education;
			 or
C.
The child is participating in a program or activity designed to
			 promote, or remove barriers to, employment; or
D.
The child is employed
			 for at least 80 hours per month; or
E.
The child is incapable
			 of doing any of the above described activities due to a medical
			 condition.
The Division will ensure that the child meets
				these employment or education requirements. If a child is incapable of meeting
				the above referenced education or employment requirements due to a medical
				condition, the reason for which the child is incapable of meeting the education
				or employment requirements must be documented by a medical professional and
				updated annually until the child reaches 21 years of
				age.
The adoptive parents are required to inform the Division
				of circumstances that would make them ineligible for adoption assistance
				payments or eligible for adoption assistance payments in a different
				amount.
No payment may be made to parents with respect to any
				applicable child that is not a citizen or resident of the United States and was
				adopted outside of the United States or was brought into the United States for
				the purpose of being adopted. A child that is not a citizen or resident of the
				US and was adopted outside the US or brought into the US for the purpose of
				being adopted may be eligible for adoption assistance payments if the initial
				adoption of the child by the parents is a failure and the child is subsequently
				placed into foster care.
ADOPTION ASSISTANCE AGREEMENT
An Adoption Assistance Agreement, a written binding
				agreement between the adoptive parents, the Division, and other relevant
				agencies must be in place prior to the finalization of the
				adoption.
The Adoption Assistance Agreement must:
A.
Be signed by the adoptive parents
			 and the Division and be in effect before adoption assistance payments are made
			 under title IV-E, but no later than the finalization of the
			 adoption;
B.
Specify
			 the duration of the agreement;
C.
Specify the amount of the adoption
			 assistance payment (if any) and the nature and amount of any other payments,
			 services, and assistance to be provided (including non-recurring adoption
			 expenses in agreements that became effective on or after January 1, 1987, for
			 expenditures incurred by the parents on or after that date);
D.
Specify the child's eligibility for
			 title XIX and title XX;
E.
Specify, with respect to agreements entered into on or after October 1,
			 1983, that the agreement remains in effect regardless of the state of residence
			 of the adoptive parents;
F.
Contain provisions for the protection of the interests of the child in
			 case the adoptive parents and child should move to another state while the
			 agreement is in effect; and for agreements entered into on or after October 1,
			 1983, if needed.
If the service specified in the agreement is not
				available in the new state of residence, the state making the original
				assistance payment remains financially responsible for providing the specified
				service(s).
However, in cases of unknown medical and psychiatric
				conditions that surface after finalization, applications for federally funded
				assistance may be submitted. After the initial denial of this application
				occurs, in accordance with federal regulations, the adoptive family may appeal
				the decision.
The types of situations that would constitute grounds for
				an appeal include:
(1)
relevant facts regarding the child, the biological family or the child's
			 background were known, but not presented to the adoptive parents prior to the
			 adoption's finalization;
(2)
Any subsidy decision which the
			 adoptive parents deem adverse to the child;
(3)
erroneous determination by the
			 Division that a child is ineligible for adoption assistance,
			 and
(4)
failure by the Division to advise adoptive parents of the
				availability of adoption assistance. If an appeal is upheld, the child may be
				eligible for a federal (title IV-E) or state subsidized adoption. The effective
				date of a federal (title IV-E) retroactive subsidy payment will be the date of
				finalization or a date subsequent to finalization.
For foster parent and relative adoptions, it is not
				necessary to determine that without subsidy the child would not otherwise be
				adopted.
Payments for a maintenance subsidy and special services
				subsidy are to meet the needs of the child. In addition, payments for one-time
				expenses, known as a non-recurring adoption subsidy, may be obtained in order
				to reimburse the family for out-of-pocket pre-adoptive/finalization
				expenditures.
MEDICAL COVERAGE
The Division will ensure health insurance coverage for
				any child determined to be a child with special needs for whom there is an
				adoption subsidy agreement in effect. Federal title IV-E Medicaid will be
				utilized to provide medical coverage for a title IV-E eligible child. Medical
				coverage, for a non-title IV-E eligible child who has a special need for
				medical or rehabilitative care, may be provided under the Medicaid category
Non-title IV-E Special Needs Adoptive Child
if the child is
				eligible for state maintenance subsidy and meets specified Medicaid eligibility
				requirements. (See Medical Services Policy 6590.2 Eligibility Requirements.) If
				the child does not qualify for Medicaid under federal title IV-E or Non-title
				IV-E Special Needs Adoptive coverage, the family may make application for
				Medicaid under a different category.
Any eligible child for whom there is an adoption
				assistance agreement in effect is deemed to be a dependent child and is deemed
				to be a recipient of AFDC (per AFDC requirements in effect 7-16-1996 ). Any
				child of such eligible child will be eligible for such services.
The Division shall access resources as necessary in
				Arkansas, the region and nation to find adoptive families for children with
				special needs.
FOR THE SAKE OF BREVITY, SOME NONAFFECTED PROCEDURES HAVE
				BEEN OMITTED.
PROCEDURE VIII-I1: Initial Application for Adoption
				Subsidy
06/2011
The Adoption Specialist will:
A. Follow the same subsidy-related policy and
			 procedures, including subsidies for non-recurring legal expenses, regardless if
			 the adoption is being handled in-state or out-of-state.
B. Ensure close coordination with the other
			 state's adoption worker, if applicable.
C. Determine that the child has a special
			 need in relation to adoption planning, is between the age of birth to 18 years,
			 is in the custody of DHS (for state subsidy only), and is legally free for
			 adoption.
D. Determine if the child
			 is eligible for federal IV-E adoption maintenance subsidy first. If ineligible
			 for title IV-E, determine if the child is eligible for state funded adoption
			 maintenance subsidy.
E. Determine
			 that a reasonable, but unsuccessful, effort has been made to place the child
			 without providing adoption subsidy. Such an effort might include the use of
			 adoption exchanges, referral to appropriate specialized adoption agencies, or
			 other such activities. There are exceptions to this requirement when applying
			 for a title IV-E maintenance subsidy. These exceptions are
1) It would not be in the best interests of
			 the child because of such factors as the existence of significant emotional
			 ties with prospective adoptive parents while in the care of those parents as a
			 child in foster care.
2) Another
			 circumstance is adoption by a relative, in keeping with the statutory emphasis
			 on the placement of children with relatives. Review the adoption subsidy
			 program with the adoptive parent.
F. Determine what type of adoption subsidies
			 are needed, and complete all application procedures at the same time the
			 adoption assessment is being completed for a foster parent, provisional foster
			 parent, or relative adoption and within 60 days of placement for all other
			 adoptions.
G. Review and sign the
			 CFS-425: Application for Adoption Subsidy after the adoptive parent completes
			 it.
H. Request title IV-E
			 verification of eligibility from the DCFS Eligibility Unit.
I. Assist the adoptive parents in completing
			 the CFS-426: Statement of Income and Resources for Adoption Subsidy
J. Attach to the CFS-426 verification of
			 family income when a state funded adoption special subsidy is requested. The
			 CFS-426 is not required for a federal funded adoption maintenance
			 subsidy.
K. Review the adoptive
			 parents' health insurance policy if a special subsidy is requested to determine
			 if it will allow for any medical, dental, or psychological costs and, if so, to
			 what extent. Document on the CFS-426.
L. Be clear in the discussion with the family
			 that they will only be screening for a determination of special needs, subsidy
			 eligibility, and making a recommendation to the Adoption Services Unit. Under
			 no circumstances will the Adoption Specialist give the adoptive family the
			 subsidy determination prior to receipt of approval from the Adoption Services
			 Unit. The Adoption Specialist must also explore other resources and assistance
			 that may be available for the child and adoptive family when screening for a
			 subsidy.
M. Complete the CFS-427:
			 Determination of Eligibility for Adoption Subsidy and attach the following to
			 the CFS-427:
1) Verification of the costs for
			 a private attorney to finalize an adoption whether in-state or out-of-state, if
			 applicable.
2) Verification of
			 court costs to finalize an adoption if applicable.
N. Complete the following:
1) CFS-429: Special Adoption Subsidy
			 Determination to verify the child's medical, dental, psychological, etc.
			 condition by a professional which includes the diagnosis, prognosis, and costs
			 of treatment for one year if a special subsidy is requested.
Children at high risk for the development of a serious
				physical, mental, developmental, or emotional condition may be considered
				special needs if documentation of the risk is provided by a medical
				professional specializing in the area of the condition for which the child is
				considered at risk, but no subsidy payment will be made without documentation
				that the child has developed the actual condition. In order to be eligible for
				special needs subsidy based on developmental delay, documentation must be
				provided, current within 6 months, attesting to the fact that the child has a
				delay of 24% or more in two major developmental categories.
2) Statement that lists the child's financial
			 resources source and amount other than foster care board payment, if
			 applicable.
3) Verification from the
			 appropriate agency which explains the child's eligibility for financial
			 benefits (SSI, other types of Social Security benefits, VA, etc.) once the
			 adoption is finalized, if applicable (provide the agency with the amount of the
			 adoptive parent's income in order that a statement can be prepared.). Once a
			 child has been determined eligible for a federal subsidy, the adoptive parents
			 cannot be rejected for adoption assistance or have payments reduced without
			 their agreement because of their income or resources or the child's
			 resources.
4) Verification from
			 Children's Medical Services (CMS) which explains the child's eligibility for
			 services once the adoption is finalized, if applicable (provide CMS with the
			 amount of the adoptive parent's income in order that a statement can be
			 prepared).
For state-funded subsidies, utilize the scale that is
				established and published annually by the Adoption Services Unit. The scale
				shall be 300% of the yearly published Federal Poverty Level for the state of
				Arkansas. The adoptive parent's income is an eligibility criterion for
				state-funded adoption maintenance subsidy. The adoptive parent's income is not
				an eligibility criterion for a federally-funded adoption maintenance subsidy
				(i.e., a child who is title
IV-E or SSI eligible)
Special subsidies are state funded, and the Adoption Subsidy
				Coordinator, Adoption Services Unit, will consider the child's eligibility on a
				case-by-case basis. The consideration will be based on the information
				developed during the Adoption Specialist's determination of the child's special
				needs in relation to adoption planning. The adoptive parent's gross income will
				be considered as well as other financial resources and health insurance in
				determining eligibility for a special subsidy
O. Complete the CFS-426: Statement of Income
			 and Resources for Adoption Subsidy for all special subsidy requests.
P. Utilize the following scale to determine
			 the amount of a full monthly adoption maintenance subsidy payment based upon
			 the standard foster care board payment. These rates are effective for board
			 payments of November 2009 and after. New rates will not be paid until the child
			 reaches the next age range.
AGE of CHILD
Amount of MONTHLY Maintenance
Birth through 5 years
$410.00
6 through 11 years
$440.00
12 through 14 years
$470.00
15 through 17* years
$500.00
*
Inform the adoptive parents that subsidy payments
				may continue until
the day the child elects to leave foster care
				or until the end of the month of the child's 21st
birthday if he or she meets one of the established criteria listed
				below:
1)
The
			 child has a mental or physical disability which warrants continuation and a
			 federally-funded subsidy or state maintenance is received;
			 or
2)
The
			 child was adopted at age 16 or older and
a.
Is completing secondary
			 education or a program leading to an equivalent credential;
			 or
b.
Is
			 enrolled in an institution which provides post-secondary or vocational
			 education; or
c.
Is participating in a program or activity designed to promote, or
			 remove barriers to, employment; or
d.
Is employed for at least 80
			 hours per month; or
e.
Is incapable of doing any of the above described activities due to
			 a medical condition.
However, eligibility for this extension must be
				made within six months of the child's 18th birthday
				through a subsidy redetermination request (see Procedure VIII I2: Title IV-E
				Redetermination). The Division will ensure that the child meets these
				employment or education requirements. If a child is incapable of meeting the
				above referenced education or employment requirements due to a medical
				condition, the reason for which the child is incapable of meeting the education
				or employment requirements must be documented by a medical professional and
				updated annually until the child reaches 21 years of age.
A request for a larger monthly adoption maintenance subsidy may
				be made for a child who has received a higher than standard monthly foster care
				board payment. A monthly subsidy payment cannot exceed the child's foster care
				board rate which is in effect at the time a subsidy is approved.
Special Board Rate formulas and procedures will be used
				strictly as guides in determining an appropriate nonstandard rate to discuss
				with the family and to use in negotiating a lower rate (when appropriate). No
				subsidy will exceed $460.00 above the standard board rate for the child's age
				group. However, if the child is SSI eligible, the rate can go up $460.00 above
				the SSI rate.
Q. Provide the following documentation with
			 the initial adoption subsidy application packet:
1) Emergency Petition
2) Emergency Order or other initial custody
			 court order
3) Petition and Order
			 for Termination of Parental Rights with Power to Consent to Adoption
4) "EMS 96 or DCO-93 ", or if applicable,
			 award letter for SSI
5) A copy of
			 the approved selection form for an adoption that is NOT a foster parent,
			 provisional foster parent, or relative adoption that documents efforts to place
			 the child without adoption subsidy. (Not required for a foster parent,
			 provisional foster parent, or relative adoption.)
R. Prepare a narrative entitled "Subsidy
			 Family Profile" about the adoptive family to include:
1) Type of adoption (foster parent,
			 provisional foster parent, non-foster parent, relative);
2) Type of subsidy (maintenance, special,
			 non-recurring, non-IV-E Medicaid);
3) Funding source (federal or
			 state);
4) Child to receive subsidy
			 (first name, age, race, developmental information, description of special
			 needs, problems, limitation, reasons for being in out-of-home placement, and
			 brief description of out-of-home placement history);
5) Adoptive father (name, age, education,
			 employment and health);
6) Adoptive
			 mother (name, age, education, employment and health);
7) Other children in family (adopted, birth,
			 custody, out-of-home placement, name, age, education, and health);
8) Others in household (explain if
			 applicable);
9) Marriage (length
			 and comments about the quality of the relationship);
10) Housing (brief description);
11) Income/resources (sources and amounts,
			 health insurance coverage, etc.);
12) Exploration of other resources and
			 assistance that may be available for the child and adoptive family when
			 screening for a subsidy;
13) Family
			 and adoptive child relationship (description to include strengths and
			 challenges);
14) Reason for
			 adoption subsidy (explain reason child needs adoption subsidy and reason for
			 the adoptive parent requesting it);
15) Subsidy request (maintenance costs per
			 month and for not more than a year), special subsidy type of service and costs
			 for not more than a year, legal assistance, if the OCC Attorney is requested to
			 finalize the adoption, court costs, etc., other subsidy requests and
			 costs;
16) Recommendation to
			 approve or deny.
S. Submit
			 the completed packet to the Adoption Field Services Supervisor for review and
			 comment.
Upon completion of supervisory review, the Adoption Field
				Services Supervisor will send completed forms, narrative, documents, and other
				attachments to the Adoption Subsidy Coordinator.
The Adoptive Subsidy Coordinator will:
A. Assess all submitted forms and
			 documentation, make a recommendation to approve or deny the adoption subsidy
			 application, and provide written notification to the Adoption Specialist of the
			 recommendation within 15 working days of receiving the initial application
			 packet from the Adoption Specialist. Contact the Adoption Specialist if
			 additional information/forms are needed.
B. Prepare the CFS-428: Adoption Assistance
			 Agreement and route the CFS-428 to the Manager of the Adoption Services Unit
			 for approval, then send the CFS-428 to the DCFS Director or designee for
			 signature.
C. Send signed CFS-428
			 to the Adoption Specialist with written instructions.
D. Notify the adoptive parent in writing if
			 the application is denied and explain the reason and the internal review
			 procedures and Administrative Fair Hearing procedures.
E. Send a copy of the notification of denial
			 to the Adoption Specialist.
Upon receipt of approval of the adoption subsidy, the Adoption
				Specialist will
A. Meet with
			 the adoptive parent to explain an approval.
B. Review the CFS-428: Adoption Assistance
			 Agreement.
C. Secure the adoptive
			 parent's signature on the CFS-428 within 10 working days from receipt of the
			 agreement or prior to finalization.
D. Send the Adoption Subsidy Coordinator and
			 adoptive parent a copy of the signed CFS-428 within three working days upon
			 receipt.
E. Contact the Adoption
			 Subsidy Coordinator in writing within three working days from the meeting if
			 the adoptive parent has a disagreement with the contents of the
			 CFS-428.
F. Meet with the adoptive
			 parent to explain a denial, review the decision, and explain internal review
			 procedures within 10 working days from receipt of written notification to
			 deny.
G. Send a copy of the
			 Adoption Petition for and Final Decree of Adoption to the Adoption Subsidy
			 Coordinator within five working days upon receipt.
H. In CHRIS:
1) Open a new adoption case on adoptive
			 family entering the adoptive parents and adoptive child as clients. If child
			 was in the custody of DHS, retrieve the child's eligibility, medical and
			 characteristics screens from the closed child protective service case by
			 entering the child's protective service case and client numbers in the child's
			 General Information screen. If child was not in foster care prior to being
			 adopted, the adoptive child's Characteristic and Medical screens must be
			 completed to identify the special needs.
2) Complete the Adoption screens: General
			 Information screen, Affidavit of Disclosure screen, and Subsidy screen. Request
			 for Approval of subsidy from Adoption Field Services Supervisor after
			 finalization.
PROCEDURE VIII-I2: Title IV-E
				Redetermination
06/2011
The federal title IV-E adoption assistance program does not
				require re-determinations of a child's eligibility. Although, the title XIX
				Medicaid Program and the programs that, in part, may qualify a child initially
				for adoption assistance, such as AFDC and SSI, require re-determinations, they
				are unnecessary for the purpose of maintaining a child's eligibility for title
				IV-E adoption assistance. Once a child has been determined eligible and is
				receiving title IV-E adoption assistance, the state may terminate the
				assistance only under the following circumstances:
A.
The parents are no longer
			 legally responsible for the support of the child;
B.
The child is no longer
			 receiving support from the adoptive parents;
C.
The child has attained the age
			 of 18 unless
1)
The
			 child's subsidy was extended (per the adoption subsidy agreement) past the age
			 of 18 due to a mental or physical disability which warranted continuation of a
			 federally-funded subsidy or state maintenance to be received, in which case the
			 adoption subsidy would be terminated when the child attains the age of 21;
			 or,
2)
The
			 child's subsidy was extended past the age of 18 (per the adoption subsidy
			 agreement) because the child was adopted at age 16 or older, in which case the
			 child's subsidy would be terminated when the child attains the age of 21,
			 provided that the child also met one of the following circumstances from 18
			 years of age through 21 years of age:
a.
The child is completing
			 secondary education or a program leading to an equivalent credential;
			 or
b.
The
			 child is enrolled in an institution which provides post-secondary or vocational
			 education; or
c.
The child is participating in a program or activity designed to
			 promote, or remove barriers to, employment; or
d.
The child is employed for at
			 least 80 hours per month; or
e.
The child is incapable of
			 doing any of the above described activities due to a medical
			 condition.
The Division will ensure that the child meets these
				employment or education requirements. If a child is incapable of meeting the
				above referenced education or employment requirements due to a medical
				condition, the reason for which the child is incapable of meeting the education
				or employment requirements must be documented by a medical professional and
				updated annually until the child reaches 21 years of age.
PROCEDURE VIII-I6: Request for Continuation of Federal
				and State Funded Adoption Maintenance Subsidy after Age 18
06/2011
In some cases a federal adoption maintenance subsidy or state
				funded maintenance subsidy may be continued for adoptees 18 to 21 years old.
				Medicaid, however, cannot be extended past age 18 for state funded subsidies.
				While the foster care Medicaid cannot be extended beyond the month the child
				turns 18, the family may apply for another type of Medicaid.
If the adoptive parent requests that the adoption subsidy be
				continued past the child's 18th birthday, the
				following criteria must be met:
A. The
			 adoptive parent must be receiving a federal or state-funded adoption
			 maintenance subsidy prior to the child's 18th
			 birthday.
B. The adoptive parent
			 must provide proof that the child
1)
Has a mental or physical disability which warrants continuation;
			 or
2)
Was
			 adopted at age 16 or older and
a.
Is completing secondary education or a program leading to an
			 equivalent credential; or
b.
Is enrolled in an institution
			 which provides post-secondary or vocational education;
			 or
c.
Is
			 participating in a program or activity designed to promote, or remove barriers
			 to, employment;
d.
Is employed for at least 80 hours per month;
			 or
e.
Is
			 incapable of doing any of the above described activities due to a medical
			 condition.
The Division will ensure that the child meets these
				employment or education requirements. If a child is incapable of meeting the
				above referenced education or employment requirements due to a medical
				condition, the reason for which the child is incapable of meeting the education
				or employment requirements must be documented by a medical professional and
				updated annually until the child reaches 21 years of age.
The Adoption Support Specialist will:
A. Include the above documentation and
			 recommend whether the adoption subsidy should be continued past the child's
			 18th birthday.
B. Prepare the CFS-428: Adoption Assistance
			 Agreement if it is recommended that the adoption subsidy application be
			 approved, and route the CFS-428 to the Manager of the Adoption Services Unit
			 for approval, then send the CFS-428 to the DCFS Director or designee for
			 signature.
C. Notify the adoptive
			 parent in writing if the request is denied and explain the reason for denial
			 and procedures for the internal review and Administrative Fair
			 Hearing.
D. In CHRIS, if subsidy
			 has been extended, change the Subsidy Ending Date on the Adoption Subsidy
			 screen to continue subsidy past child's 18th
			 birthday.
PROCEDURE VIII-I8: Termination of Adoption
				Subsidy
06/2011
Termination of an adoption subsidy will occur:
A. Upon the adoptive parent(s)'
			 request;
B.
Upon the
			 child's death;
C.
Upon the death of the adoptive parent(s) of the child (one parent
			 if a single parent family and both in a two-parent
			 family);
D.
At the cessation of legal responsibility of the adoptive parent(s)
			 for the child;
E.
If the Division determines that the child is no longer receiving
			 support from the adoptive parent(s).
F.
When the child reaches the age
			 of 18 unless
1)
the
			 child's subsidy was extended past the age of 18 due to a mental or physical
			 disability which warranted continuation of a federally-funded subsidy or state
			 maintenance to be received, in which case the adoption subsidy would be
			 terminated when the child attains the age of 21; or,
2)
the child's subsidy was
			 extended past the age of 18 (per the adoption subsidy agreement) because the
			 child was adopted at age 16 or older, in which case the child's subsidy would
			 be terminated when the child attains the age of 21, provided that the child
			 also met one of the following circumstances from 18 years of age through 21
			 years of age:
a.
The
			 youth is completing secondary education or a program leading to an equivalent
			 credential;
or b.
The youth is enrolled in an
			 institution which provides post-secondary or vocational education;
			 or
c.
The
			 youth is participating in a program or activity designed to promote, or remove
			 barriers to, employment; or
d.
The youth is employed for at
			 least 80 hours per month; or
e.
The youth is incapable of
			 doing any of the above described activities due to a medical
			 condition,
The Division will ensure that the child meets these
				employment or education requirements. If a child is incapable of meeting the
				above referenced education or employment requirements due to a medical
				condition, the reason for which the child is incapable of meeting the education
				or employment requirements must be documented by a medical professional and
				updated annually until the child reaches 21 years of age.
The Adoption Specialist will assess any change in the adoptive
				family's circumstances, which would warrant termination of the adoption
				subsidy. The Adoption Specialist will:
A. Determine if termination of the adoption
			 subsidy is necessary.
B. Conduct a
			 staffing with the Adoption Manager.
C. Provide written notification to the
			 adoptive parent to explain the reason for the termination of the adoption
			 subsidy and the internal review procedures.
D. In CHRIS:
1) If adoption subsidy is terminated, change
			 the Subsidy Ending Date on the Adoption Subsidy screen to stop the existing
			 adoption subsidy.
2) If there are
			 other adoptive siblings with existing adoption subsidies, end-date the adoptive
			 child's Involvement in Case selecting the appropriate reason on the Child's
			 General Information screen.
3) If
			 there are no other adoptive siblings with existing adoption subsidies, close
			 the adoption case on the Case Summary screen selecting the appropriate
			 reason.
PROCEDURE IX-A3: Appeals and Hearings of True Child
				Maltreatment Decisions
06/2011
The Appeals and Hearing Section will notify DCFS that an appeal
				has been filed. The investigator responsible for the case will prepare an
				Investigative File immediately and make it available to the petitioner, any
				representative, the OCC Attorney and the Appeals and Hearings Section.
At least 10 days prior to the administrative hearing, the
				alleged offender and the department will share any information with the other
				party the party intends to introduce into evident at the hearing that is not
				contained in the record. Additionally, if any child served with a subpoena to
				be a witness in an administrative hearing is a party to an open
				dependency-neglect case, the child's attorney ad litem will be provided a copy
				of the subpoena.
The Appeals and Hearings section will send a notice of hearing
				which contains the time, date, and place of the hearing and the name of the
				hearing officer who will conduct the hearing. The hearing will be held by
				telephone if neither party requests that the hearing be conducted in person. If
				the hearing is held in person, the location will be in an office of the
				department nearest to the petitioner's residence unless the Administrative Law
				Judge determines that the hearing will be conducted via video
				teleconference.
Upon receipt of notice that a true child maltreatment
				determination is the subject of an appeal, the Family Service Worker, County
				Supervisor, OCC Attorney and the Area Director will consult to review the
				evidence used to establish the true determination and ascertain the impact of
				any subsequent events of the case after the determination was made. If the
				consultation reveals no merit for defending the true finding, the Area Director
				will complete the CFS-313: Office of Chief Counsel Review of Administrative
				Hearing Investigative Determination and provide a copy to the County
				Supervisor, OCC attorney, and Assistant Director of
Community
				Services
. The OCC attorney will inform Appeals and Hearing of the
				decision not to defend. The CFS-313 will be included in the investigative file.
				If the consultation reveals merit for defending the true finding, the
				appropriate office/unit must designate a representative who must be familiar
				with the circumstances leading to the adverse decision and must be able to
				summarize the pertinent aspects of the situation and present the documentation
				to support the basis for the findings. The representative will be able to
				answer questions posed by the petitioner or the hearing officer relative to the
				issue and should be prepared to cross examine witnesses.
The Department must notify the hearing officer and respondent
				of the status of any proceeding of the Juvenile Division of the Circuit Court
				if the child maltreatment at issue in the administrative hearing proceeding is
				also an issue in the juvenile division of the circuit court proceeding. The
				notice may include issues such as whether a 72hour hold was exercised on the
				victim, whether the child was released, or if a petition for emergency custody
				or dependency-neglect was dismissed.
Office of Chief Counsel will assign an attorney to represent
				the investigative agency at the hearing only if the petitioner has an attorney.
				If the petitioner appears at the hearing with an attorney without having first
				notified the department, the investigator shall ask for a continuance so that
				an OCC attorney may be appointed.
If the petitioner fails to appear for the hearing and does not
				contact the Appeals and Hearing Section prior to the date of the hearing, the
				appeal will be dismissed.
PROCEDURE IX-B7: Multidisciplinary Child Death Review
				Committee
06/2011
FOR THE SAKE OF BREVITY, SOME NONAFFECTED PROCEDURES HAVE BEEN
				OMMITTED. COMPOSITION AND DUTIES
The Multidisciplinary Child Death Review Committee will:
A. Consist of persons as specified by the
			 DCFS Director that may include but are not limited to the following persons:
1) DCFS Director
2) DCFS Assistant Director, Community
			 Services
3) DCFS Mental Health
			 Specialist
4) Manager of Child
			 Protective Services (Chairperson)
5) A physician representative from Arkansas
			 Children's Hospital
6) A physician
			 representative from Division of Behavioral Health (as appropriate)
7) A representative from the Crimes Against
			 Children Unit of the Arkansas State Police
8) A representative from the Arkansas Child
			 Abuse Rape and Domestic Violence Commission
9) A County Coroner
10) DCFS Executive Staff
11) A representative from the Administrative
			 Office of the Courts
B.
			 Meet monthly or as needed based on a decision of the Division and Committee.
1) The child-death-briefing packet will be
			 given to each member as the packet becomes available.
2) The committee will be given an agenda
			 prior to the meeting when possible.
C. Hear and consider all relevant material
			 related to cases scheduled for review.
D. Recommend to the Director appropriate
			 actions as deemed necessary and desirable to protect other children in the home
			 or other corrective actions.
E.
			 Utilize their areas of expertise to develop recommendations as to how each
			 provider can improve the services provided to families to ensure that children
			 are safe.
F. Review the following
			 information:
1) Briefing on the
			 family
2) Previous or pending
			 child-maltreatment allegations
3)
			 Previous or current open cases on the child and family
4) Services provided
5) Medical information
6) Mental health information
7) Police reports
8) Coroner's report
9) Toxicology or lab reports
10) Autopsy report
CHILD (FOR TITLE IV-E PURPOSES) -
A. For the purposes of the title IV-E foster
			 care program, an individual:
1) Who is in
			 foster care under the responsibility of DHS; and,
2) Who
meets the following age
			 parameters:
a.
Has
			 not attained 18 years of age.
b. Has attained 18 years of age but who has
			 not attained 21 years of age
and meets any of the following
			 conditions:
i. Is completing
			 secondary education or a program leading to an equivalent credential.
ii. Is enrolled in an institution which
			 provides post-secondary or vocational education.
iii. Is participating in a program or
			 activity designed to promote, or remove barriers to, employment.
iv. Is employed for at least 80 hours per
			 month.
v. Is incapable of doing any
			 of the above described activities due to a medical condition, which
			 incapability is supported by regularly updated information in the case
			 plan
B. For the purposes of the title IV-E
			 adoption or guardianship assistance program, an individual:
1)
Who is under the age of 18 and
			 is the subject of an adoption or guardianship assistance agreement entered into
			 prior to the age of 16, or
2)
Who is under the age of 21 and
			 is the subject of an adoption of guardianship assistance agreement entered into
			 or after the individual attained the age of 16 and meets any of the following
			 conditions:
:
a. Is completing
			 secondary education or a program leading to an equivalent credential.
b. Is enrolled in an institution which
			 provides post-secondary or vocational education.
c. Is participating in a program or activity
			 designed to promote, or remove barriers to, employment.
d. Is employed for at least 80 hours per
			 month.
e. Is incapable of doing any
			 of the above described activities due to a medical condition.
Foster Parent Grievance Procedures
Foster parents have the right to appeal decisions affecting
				them and the operation of their home. Most problems can be solved at the local
				level if the foster parents and FSW keep each other informed about matters of
				interest and importance pertaining to the child. It is most important for
				foster parents and Family Service Workers to discuss and work out issues and
				problems as they occur.
All complaints may not be grievable and, while the County
				Office will make every effort to reconcile every disagreement, some situations
				may not be reconcilable. Such situations result in decisions being made by the
				county office based on current policy and procedure, for example closing the
				foster home due to the advancing age of the foster parents.
Examples of issues that to take through the Grievance Procedure
				are:
* Removal of a child from the foster home without appropriate
				cause and/or without appropriate notice;
* Visits without preparation and/or notice; \
* Failure by DCFS to share appropriate information;
* Failure by DCFS to provide necessary support (failure to
				return phone calls or habitually being unavailable when needed, failure to help
				with initial clothing or problems with the child, medical/Medicaid coverage
				and/or providers); or
* Failure by DCFS to keep the terms of the initial written
				agreement with the foster home (CFS-462: Initial Foster Home Agreement and
				CFS-462A: Foster Home Agreement Addendum).
Prior to filing a grievance, foster parents should request an
				informal discussion of the problem with the FSW and the immediate supervisor.
				If the problem is not resolved at this point and the issue is grievable, then
				the foster parents may file a grievance according to the procedures listed
				below. Any time frame specified within the grievance procedures may be modified
				by mutual consent and notification to all involved parties.
If, after the foster parents have discussed the grievance with
				the FSW and supervisor, and if the foster parents believe that DCFS failed to
				uphold its policies and philosophies, then, the foster parents must state the
				grievance in writing and submit it to the
Area
				Director
of the county where the foster parents live 30 days from
				the date the grievable action occurred. The
Area
				Director
will schedule a meeting with the foster parents within 10
				working days of the receipt of the written grievance and attempt to resolve the
				problem.
If the foster parents are not satisfied with the results of
				this meeting
and if the foster parents have additional information
				that pertains to their case that was not previously presented to the FSW,
				supervisor and Area Director, the foster parents may appeal to the Foster Care
				Unit in Central Office to present their case supported by said new
				information.
A copy of the grievance and written reports of the
				previous two meetings will be forwarded to the Foster Care Unit. A Grievance
				Committee hearing will be scheduled within 10 working days. The hearing will be
				held in the county where the foster parents live.
The Grievance Committee will be composed of three persons: a
				representative selected by the county office, a representative selected by the
				foster parent, and a representative selected by Central Office. The foster
				parents may also select an individual (such as an attorney, friend, or
				relative) to present the case. The Grievance Committee member selected by the
				county office will not be from the county where the foster parents live or any
				individual who is within the direct chain of authority for the resident county.
				During the hearing, all parties will be given an opportunity to present their
				case.
The Grievance Committee will submit their findings and
				recommendations within 20 working days from the date of the Grievance Hearing
				to the Assistant Director of Community Services.
The foster parents and the county office will be notified, in
				writing, by the appropriate decision-making personnel of the decision within 10
				working days from the date the Grievance Committee's findings and
				recommendations are submitted.
If corrective action is required by the county office, the
				corrective action will begin no later than 10 working days after the county
				office and foster parents are notified of the decision. A written report of
				completed action will be submitted to Central Office no later than 30 days
				after corrective action has commenced. If corrective action has not been
				finalized within the 30 day time frame, an interim report will be submitted by
				the DCFS county office every 30 days until completed.
If corrective action is required by the foster parents, they
				must indicate the steps necessary to correct the deficiency within 10 days
				after notification from the appropriate decision-making personnel. This
				corrective action plan must receive the approval of the county office
				supervisor. The foster parents will notify their local county office and
				Central Office within 60 days of the original findings being received, that all
				corrective steps have been completed. In the absence of said notification from
				the foster parents, it will be presumed that the foster parents have elected
				not to comply with the findings of the appropriate decision-making
				personnel.
The decision of the appropriate decision-making personnel will
				be considered final, and no other appeal procedure within DHS is
				appropriate.
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POLICY VI-O: THERAPEUTIC FOSTER CARE
06/2011
Therapeutic foster care (TFC) is a specialized form of
				foster care that provides a wraparound plan for children who need more
				intensive case management to meet their individual needs. TFC is a family-based
				service delivery approach supported by licensed mental health professionals (as
				recognized by Arkansas Medicaid) that provides individual treatment for
				children, youth, and their families. Therapeutic foster parents are specially
				trained and more intensively supervised and supported to help them care for
				children with more complex needs. Children may need TFC as a result of
				disruptive behaviors, mental health issues, true findings of sexual abuse, or
				numerous unsuccessful placements. In addition to a DCFS Family Service Worker,
				each child in a therapeutic foster home is assigned a case manager who is
				active in the child's daily life through more frequent visits, medication
				management, therapy, etc. The goal of therapeutic foster care is to stabilize
				children in their communities so they can achieve permanency through
				reunification with parents or relatives or through adoption.
DCFS contracts for therapeutic foster care with licensed
				providers across the state. All referrals for TFC will go through the
				Specialized Placement Unit (SPU) to ensure that placement is in a child's best
				interest and, if possible, that a child remains close to his or her home
				county. A referral does not guarantee placement as TFC may not be appropriate
				for every child. Additionally, a child may be placed on a waiting list until
				the provider can secure an appropriate placement.
A foster home may not be both a TFC foster home and a
				DCFS foster home. However, eee
le foster child not requiring
				TFC
may be placed into a eee
TFC foster
homes
only in the following
				circumstances:i
fe
*
He or she
e eeel is a sibling
				of e eee
l child in the TFC foster home;
				OR
*
He or she
e eeel is
				the-a_child of e eee
l youth in the TFC foster home;
				OR
*
He or she
e eeeleleeellee
				e
homehad previously been receiving TFC services in that TFC
				home.
Before placing a eee
lfoster child not
				requiring TFC services
into a eee
TFC
home with a eeel
child receiving TFC
				services,
the potential risk to all children shall be considered.
				Justification of the appropriateness of leele eee
ethe
				placement
l shall be documented.
If a TFC foster home wishes to become a DCFS foster home,
				all applicable Minimum Licensing Standards and DCFS Policy requirements must be
				met by the foster home.
PROCEDURE VI-O1: Referrals for Therapeutic Foster
				Care
If the Family Service Worker believes TFC to be the most
				appropriate placement for a child, he or she will:
A. Complete CFS-367: Specialized Placement
			 Referral Form.
B. Email the
			 completed CFS-367 to TFCReferral@arkansas.gov.
C. Retain a paper copy of the CFS-367 in the
			 child's case file.
If the child is accepted into a TFC placement, the Family
				Service Worker will:
A.
			 Forward additional required documents to the provider, as requested.
B. Continue to maintain the child's case file
			 while he or she is in TFC.
BrC.
Coordinate a monthly visit with the TFC case
				manager to assess the health and safety of the child placed in the TFC
				home.
The SPU Manager will:
A. Review the completed CFS-367 for
			 appropriateness.
B. Forward
			 appropriate referrals to the TFC providers.
C. Notify the FSW if the child is accepted
			 into the TFC program.
PROCEDURE VI-O2: Therapeutic Foster Home Transitioning to
				DCFS Foster Home
In the event that a
current
TFC foster
				home wishes to become a DCFS foster home, the Resource Worker will:
A. Request a referral on the family from the
			 TFC provider.
B. If the referral is
			 positive, ensure that all required DCFS background checks (i.e., Child
			 Maltreatment Central Registry
Check
, Adult
			 Maltreatment Central Registry
Check
, State Police
			 Criminal Record
Check
, FBI Criminal Background Check,
			 and Vehicle Safety Check) are in place and current. Complete appropriate CHRIS
			 screens (see Procedure VII-C1).
C.
			 Once background checks have been verified, conduct ain In-Home Consultation
			 Visit (see Procedure VII-C2) with the family.
D. Verify that the family has completed:
1) PRIDE training with the TFC provider.
a. If the family did not complete PRIDE
			 training with the TFC provider, refer the family to MidSOUTH for PRIDE training
			 upon successful completion of all background checks and the In-Home
			 Consultation Visit (see Procedures VII-C3: Initiation of Pre-Service Training
			 and VII-C4: Pre-Service Training).
2) CPR and Standard First Aid Certification.
			 First Aid and CPR training and certification will only be accepted from a
			 certified trainer associated with the American Heart Association, the National
			 Safety Council, or the American Red Cross. First Aid training provided through
			 the National Safety Council must be the Standard First Aid, not Basic First
			 Aid.
a. If the family does not have current
			 CPR and Standard First Aid Certification, assist the family in accessing
			 appropriate training.
3)
			 Fifteen hours of continuing education related to fostering within the past
			 calendar year.
a. If the family has not earned
			 15 hours of continuing education within the past calendar year, they are
			 responsible for obtaining the remaining hours. However, the time spent during
			 the In-- Home Consultation Visit and Orientation may count toward the 15 hour
			 continuing education requirement.
E. If the family will not be attending PRIDE
			 training, ensure that the individual conducting the home study receives the
			 completed SAFE Questionnaire I.
F.
			 Arrange for a SAFE Home Study to be completed on the family (see Procedure VII
			 C-5: Home Study).
G. If the
			 family's SAFE Home Study is approved, ensure the CFS-475 is completed, that any
			 safeguard measures deemed necessary have been implemented, and that any
			 requested alternative compliances or policy waivers have been
			 approved.
H. Invite the County
			 Supervisor to accompany them on the final face-to-face visit and final visual
			 inspection of the home.
I. Conduct
			 a final face-to-face visit with the prospective foster parents and a final
			 visual inspection of the home (preferably with the County
			 Supervisor).
J. Provide the family
			 with an Approval Packet.
K. Review
			 the DCFS Approval Packet which includes:
1)
			 Stamped envelopes addressed to the appropriate county office
2) Examples of the completion of travel
			 documentation that must be submitted monthly
3) Copy of the Code of Ethics
4) Copy of the Arkansas Practice
			 Model
5) CFS-381: Training Record
			 Log
6) Medication Log
7) Child Inventory Log
8) Fire Drill Log
9) CFS-352: Medical, Dental, Vision, Hearing
			 and Psychological Episodic Visits
10) After hours contact sheet
11) Foster Care Board Sheet
12) Appropriate Foster Parent Association
			 contact information
L.
			 Complete the CFS-462: Initial Foster Family Agreement with the
			 family.
M. File the CFS-462:
			 Initial Foster Family Agreement in the foster home record.
N. Enter a disposition as to the
			 approval/denial of the foster home within three working days of receipt of the
			 Area Director's approval or denial.
1) If the
			 recommendation is approval, then:
a. If the
			 orientation has not already taken place, schedule a date for a County or Area
			 Orientation Session for newly approved foster parents.
b. Complete Provider Alternate Care Screen in
			 CHRIS if family has determined they are willing to serve as an Informal Respite
			 Home and, using CFS-419, enter all appropriate identified Foster Family Support
			 System Individual Members including information on their cleared background
			 checks (see POLICY VII-G: Alternate Care).
c. Enter Begin Date on Availability Status on
			 Provider Service Status Screen and Request Approval on Provider Service Detail
			 Screen in CHRIS.
d. If the family
			 has indicated interest and been approved to foster children/youth with specific
			 characteristics, identify the appropriate Disability Willing to Accept
			 selection under the Preferences Tab in the Provider Services/Admission Criteria
			 Button.
e. File the approval letter
			 in the foster home record.
2) If the recommendation is denial, then:
a. Send a "Letter of Denial" to the
			 applicants who were not approved. See POLICY VII-D: Denial of a Foster Home and
			 document in Provider Contact Information Screen in CHRIS.
b. End Date the Foster Family Service on the
			 Provider Services Tab selecting the appropriate Reason for End Date.
c. Specify why the home was denied in the
			 comment box on the Provider Services Tab.
The County Supervisor or designee is encouraged to:
A.
			 Participate in the final face-to-face visit and final visual inspection of the
			 home with the Resource Workerr.
The Area Director or designee will:
A. If appropriate, approve the Resource
			 Worker's Request for Approval in Provider Service Detail Screen in CHRIS to
			 finalize the approval of the Foster Family. Upon approval, CHRIS automatically
			 provides the Foster Family Approval Letter to be printed, mailed, and filed in
			 the foster home record.
PROCEDURE VI-O3: Former Therapeutic Foster
				Home Reopening as DCFS Foster Home
For former TFC foster homes that express interest
				in opening as a DCFS foster home, the Resource Worker
				shall:
A.
Request a referral on the family from their former TFC
			 provider.
B.
If the referral is positive, complete new background checks on all
			 appropriate members of the household regardless of whether previous background
			 checks are still current.
C.
Once background checks have
			 been verified, conduct an In-Home Consultation Visit (see Procedure VII-C2)
			 with the family.
D.
Verify that the foster parent applicants have completed PRIDE
			 training within the past two years.
1)
If the applicants have not
			 completed PRIDE training within the past two years, refer the family to
			 MidSOUTH for PRIDE training upon successful completion of all background checks
			 and the In-Home Consultation Visit (see Procedures VII-C3: Initiation of
			 Pre-Service Training and VII-C4: Pre-Service Training).
E.
Verify that the
			 foster parent applicants have current CPR and Standard First Aid
			 certification.
1)
CPR
			 and First Aid training and certification will only be accepted from a certified
			 trainer associated with the American Heart Association, the National Safety
			 Council, or the American Red Cross. First Aid training provided through the
			 National Safety Council must be the Standard First Aid, not Basic First
			 Aid.
2)
If
			 the family does not have current CPR and Standard First Aid Certification,
			 assist the family in accessing appropriate training.
F.
If the foster home
			 has been closed less than one year, verify that the foster parent applicants
			 have completed 15 hours of continuing education related to fostering within the
			 past calendar year.
1)
If the family has not earned 15 hours of continuing education
			 within the past calendar year, they are responsible for obtaining the remaining
			 hours. However, the time spent during the In-Home Consultation Visit and
			 Orientation may count toward the 15 hour continuing education
			 requirement.
G.
If the family will not be
			 attending PRIDE training, ensure that the individual conducting the home study
			 receives the completed SAFE Questionnaire I.
H.
Arrange for a SAFE Home Study
			 to be completed on the family (see Procedure VII C-5: Home
			 Study).
I.
If the family's SAFE Home Study is approved, ensure the CFS-475 is
			 completed, that any safeguard measures deemed necessary have been implemented,
			 and that any requested alternative compliances or policy waivers have been
			 approved.
J.
Invite the County Supervisor to accompany them on the final
			 face-to-face visit and final visual inspection of the
			 home.
K.
Conduct a final face-to-face visit with the prospective foster parents and a
			 final visual inspection of the
home (preferably with the County Supervisor). L.
				Review the Approval Packet with the family.
M.
Complete the CFS-462 with the
			 family and file it in the foster home record.
N.
Enter a disposition as to the
			 approval/denial of the foster home within three working days of receipt of the
			 Area Director's approval or denial.
1)
If the recommendation is
			 approval, then:
a.
If the orientation has not already taken place, schedule a date for
			 a County or Area Orientation Session for newly approved foster
			 parents.
b.
Complete Provider Alternate Care Screen in CHRIS if family has
			 determined they are willing to serve as an Informal Respite Home and, using
			 CFS-419, enter all appropriate identified Foster Family Support System
			 Individual Members including information on their cleared background checks
			 (see POLICY VII-G: Alternate Care).
c.
Enter Begin Date on
			 Availability Status on Provider Service Status Screen and Request Approval on
			 Provider Service Detail Screen in CHRIS.
d.
If the family has indicated
			 interest and been approved to foster children/youth with specific
			 characteristics, identify the appropriate Disability Willing to Accept
			 selection under the Preferences Tab in the Provider Services/Admission Criteria
			 Button.
e.
File the approval letter in the foster home
			 record.
2)
If the recommendation is denial, then:
a.
Send a "Letter of Denial" to
			 the applicants who were not approved. See POLICY VII-D: Denial of a Foster Home
			 and document in Provider Contact Information Screen in
			 CHRIS.
b.
End Date the Foster Family Service on the Provider Services Tab
			 selecting the appropriate Reason for End Date.
c.
Specify why the home was
			 denied in the comment box on the Provider Services Tab.
The County Supervisor or designee is encouraged
				to:
B.
Participate in the final
			 face-to-face visit and final visual inspection of the home with the Resource
			 Worker.
The Area Director or designee
				will:
B.
If
			 appropriate, approve the Resource Worker's Request for Approval in Provider
			 Service Detail Screen in CHRIS to finalize the approval of the Foster Family.
			 Upon approval, CHRIS automatically provides the Foster Family Approval Letter
			 to be printed, mailed, and filed in the foster home
			 record.
POLICY VII-M: CHILDCARE FOR CHILDREN IN OUT-OF- HOME
				PLACEMENT
Child Care for children may be provided as a part of an
				out-of-home placement case to provide assistance to foster parents when
				circumstances exist for child care, e.g., training, transporting a child in
				foster care for medical purposes, etc., or if both foster parents
				work.
PROCEDURE VII-MI: Child Care for Children in Out-of-Home
				Placement
The Family Service Worker will:
A.
Assist foster parents to obtain
			 child care when such help is needed, for instance, when the foster parents are
			 required to obtain training, or for the foster parents' children when
			 transporting the child in out-of-home placement to services is reimbursable.
			 This transportation is payable via DHS-1914. All other requests must receive
			 prior approval from the Area Director.
B.
See Procedure V-D1: Child Care for
			 Children. Notify the Division of Child Care and Early Childhood Education
			 (DCCECE) and the child care facility of changes in child care, when payment is
			 through