florida's center for child welfare | home - maintenance adoption...

Mission: Protect the Vulnerable, Promote Strong and Economically Self- Sufficient Families,and Advance Personal and Family Recovery and Resiliency.

Rick Scott, GovernorRick Scott, GovernorDavid Wilkins, SecretaryDavid Wilkins, Secretary

Maintenance Adoption SubsidyMaintenance Adoption Subsidy

Office of Child Welfare1317 Winewood Boulevard Tallahassee, Florida 32399

March 2012

Unlocking the Doors of Unlocking the Doors of EligibilityEligibility

Adoptions WorkAdoptions Work

• What is your role in adoptions work?– How long have you been doing this?

• What is your best memory of placing a child for adoption?

• Why do we do adoption subsidies?

Adoption Subsidies: Why?Adoption Subsidies: Why?

To move children into permanent adoptive homes

To reduce a child’s stay in foster care limbo

Module VI: Training ObjectivesModule VI: Training Objectives

1. Determine if a child meets eligibility requirements for IV-E, TANF, or State-Funded adoption subsidies.

2. Use FSFN to apply for the appropriate adoption subsidy: IV-E, TANF, or State-Funded.

3. Describe the roles/responsibilities of adoptions case manager and rev max specialist in setting up and managing adoption subsidies.

Maintenance Adoption Subsidy (MAS) Maintenance Adoption Subsidy (MAS) FunnelFunnel

Goal: Every child comes out of the MAS Funnel at the right place – with the appropriate subsidy.

Subsidy

Subsidy

Subsidy

ENTRY CRITERIA

TITLE IV-E

TANF-MAS

STATE-FUNDED

Subsidy

Applicable Child

Not Applicable Child

No Subsidy

Haunted House of EligibilityHaunted House of Eligibility

Eligibility House MapEligibility House MapFr

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Entry

Crit

eria

IV-E-Not Applicable Child

TANF

State

IV-E-Applicable Child

MAS EntryMAS Entry

Under 18? andand

Citizen/immigration status? andand

Adoptive parents meet background checks? andand

Adoption Assistance Agreement?

No SubsidyNo 4 keys?

Have the keys?

4 keys for 4 locks:

Have all 4 keys -

Go Inside

Front Door

MAS EntryMAS Entry

• Refer to Handout 1, Title IV-E MAS Checklist for Applicable Child. Three of the first documents you will need are:

• Child in Care Title IV-E and Medicaid Application. Refer to Handout 2.

• Citizen/immigration status documentation. Refer to Handout 3.

• Adoption Assistance Agreement. Refer to Handout 4.

No SubsidyNo 4 keys?

Ensure you have required documentation:

Have all 4 keys -

Go Inside

Front Door

Adoption Assistance AgreementAdoption Assistance Agreement

Ensure that all boxes and blanks are filled in and are consistent with other paperwork in the file.

Front Door

Refer to Handout 4, Adoption Assistance Agreement

An Adoption Assistance Agreement signed and dated by the adoptive parents and the Department must be in place.

Go through all 3 Doors to Subsidy

Go to Not Applicable Child

Can’t open a door?

Definition

Special NeedsEligibility Path

Title IV-E: Applicable Child


Definition

Special Needs

Eligibility Path

Applicable Child Eligibility DoorsApplicable Child Eligibility Doors

Three keys for one lock:

Age, oror

Length of stay, oror

Part of a sibling group for adoption

Title IV-E: Applicable Child1. Definition

1: AgeChild will attain the applicable age any time before the end of the federal fiscal year during which the adoption assistance agreement is signed.

Refer to Handout 5, Adoption Subsidy Title IV-E Eligibility/Screening Worksheet throughout Title IV-E subsidies.

Have a key? Go to Door 2: Special Needs

1. Definition


2: Length of Stay

60 or more consecutive months in Foster Care prior to adoption finalization.



1. Definition

3: Sibling Adoption

1. Sibling of an applicable child automatically meets applicable child definition.

2. Sibling must be placed in same home as the applicable child.

3. Sibling must still meet special needs and other eligibility criteria.


1. Definition


Title IVTitle IV--E: Applicable Child E: Applicable Child

3 keys for 3 locks

Can’t return home, andand

Hard to place, andand

Needs a subsidy

Go to Not Applicable ChildDon’t Have all 3 keys?

Title IV-E: Applicable Child2. Special Needs

• A TPR court order exists, or, a petition for TPR, or a signed relinquishment by the parent(s), or

• The child is adoptable in accord with Tribal Law

1: Can’t Return Home

Have the key? Yes –

go to next lockNo –

go to Not Applicable Child


Refer to Section 5A of Handout 5, Title IV-E Eligibility/Screening Worksheet

2. Special NeedsLock opener: SSI! oror

One or more of the traditional hard-to- place criteria:• 8 or older• Developmental delay• Physical, mental, or emotional

disability (or threat)• Black or racially mixed• Sibling group placed together

Have either key?Yes –

go to next lock

No –


2: Hard to Place


3: Needs a SubsidyReasonable, but, unsuccessful efforts have been made to place the child without subsidy.

Have the key? Yes –

go to next door (Paths)

No –



Child was in care at the time adoption proceedings were initiated.

Refer to Handout 5, Title IV-E Eligibility/Screening Worksheet 6a for details.

Have a key?

1: Child Was in Care

Yes –

Title IV-E Applicable Child Subsidy

No –

try next Eligibility Path

Title IV-E: Applicable Child3. Eligibility Path

Have a key?

Child meets SSI medical and disability requirements.

2: SSI Eligible

Yes –

Title IV-E Applicable Child SubsidyNo –


3. Eligibility Path


Child was residing with his/her minor parent in a family foster home or child care institution.

Have a key?

3. Child of Minor Parent

Yes –




1. Child was IV-E eligible in a prior adoption.

2. Department/CBC agency must determine that the child is still a child with special needs.

4. Prior Adoption


Have a key? Yes –


try Not Applicable Child

Title IV-E: Applicable ChildGo through all 3 Doors to Subsidy

Go to Not Applicable ChildCan’t open a door?

DefinitionSpecial Needs

Eligibility Path

Case Study Set #1Case Study Set #1 Refer to Handout 5 Adoption Subsidy Refer to Handout 5 Adoption Subsidy

Title IVTitle IV--E Eligibility Screening WorksheetE Eligibility Screening Worksheet

1.

Determine if the children in the two examples in Handout 9

are eligible for subsidy help. Explain your answer.

2.

Use Handout 5 to determine whether the children would be an Applicable Child or not. Explain your answer.


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Fron

t Doo

r


Not Applicable Child Eligibility DoorsNot Applicable Child Eligibility Doors

DefinitionSpecial Needs

Eligibility Path

Title IVTitle IV--E: NotE: Not--Applicable Child Applicable Child 3 Doors3 Doors

Definition Special Needs Eligibility Paths

Title IVTitle IV--E: NotE: Not--Applicable Child Applicable Child Door 1: DefinitionDoor 1: Definition

Three keys fit one lock:

Under Applicable Child Age, oror

Length of stay (<60 months), oror

Not sibling adoption

Refer to Handout 5, Section C , Not Applicable Child, and Handout 10, Maintenance Adoption Assistance Checklist for Not Applicable Child.

Definition

Have a key? Yes, go to next door.No, try TANF.

Title IVTitle IV--E: NotE: Not--Applicable Child Applicable Child Door 2: Special NeedsDoor 2: Special Needs

3 keys for 3 locksCan’t return home, andand

Hard to place, andand

Need assistance (subsidy)

All 3 Keys? Yes Go to Next Door

Special Needs

No? Go to TANF.


• A TPR court order exists, or a signed relinquishment by the parent(s), or

• The child is adoptable according to Tribal Law

1: Can’t Return HomeSpecial Needs

Have the key?

Yes –

go to next Lock.

No –

try TANF.


Traditional criteria (one or more):• 8 or older• Developmental delay• Physical, mental, or emotional


2: Hard to Place

Special Needs

Have the key?

Yes –

go to next Lock.

No –

try TANF.


Reasonable, but, unsuccessful efforts have been made to place the child without subsidy.

3: Need SubsidySpecial Needs

Have the key?

Yes –

go to next Door.

No –

try TANF.

Title IVTitle IV--E: NotE: Not--Applicable Child Applicable Child Door 3: Eligibility PathsDoor 3: Eligibility Paths

4 keys fit one lock:

SSI recipient, oror

Prior adoption, oror

Child/minor parent, oror

AFDC eligible at most recent removal

Eligibility Paths

Have a Key?

No Key? IV-E

Subsidy!

TANF!


1. Applicable Child: meets medical or disability requirements for benefits

2. Not-Applicable Child: receiving benefits (SSA notice of eligibility)

1: SSIEligibility Paths

Have the key?

Yes –Title IV-E Subsidy!

No –

try next path.


Same as Applicable Child.

2: Prior AdoptionEligibility Paths

Have the key?

Yes –Title IV-E Subsidy.

No –

try next path.


1. Applicable Child: parent doesn’t need to have received IV-E payment

2. Not-Applicable Child: parent must have received a IV-E payment

3: Child of Minor ParentEligibility Paths

Have the key?


No –

try next path.


At the time of removal, the child must be:

1. Living with specified relative at removal

2. In financial need

3. Living in a state of deprivation

4: AFDC-EligibleEligibility Paths


No –

try TANF.

Have the key?


Defined as any relation by blood, marriage or adoption that is within the fifth degree of kinship.

AFDC-Eligible – Living with Specified RelativeEligibility Paths

Review Handout 8, Participants' Guide as well as Handout 5, if necessary.


• Family income and resources.

• Child’s income and resources.

Refer to Handout 8

AFDC-Eligible – In Financial NeedEligibility Paths


• Parental Absence from Home

• Parental Incapacity

• Parental Unemployment or Underemployment

Refer to Handout 11 covering Deprivation

AFDC-Eligible – DeprivationEligibility Paths

At removal, deprivation consists of the following:


• Parental Absence from Home

• Parental Incapacity

• Parental Unemployment or Underemployment

AFDC-Eligible – DeprivationEligibility Paths

At removal, deprivation consists of the following:

Go through all 3 Doors to Subsidy

Go to TANFCan’t open all doors?

Title IVTitle IV--E: Not Applicable ChildE: Not Applicable ChildEligibility Paths

Special Needs

Definition

Case Study Set #2Case Study Set #2 Refer to Handouts 5 and 12. Refer to Handouts 5 and 12.

Determine whether or not the child in each example is a Not Applicable Child. Explain your answer.


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TANF

TANF: 3 DoorsTANF: 3 DoorsAdoptive Home

Have the Keys to all 3 doors –TANF Subsidy!

Missing a key? Try State Subsidy

IncomeSpecial Needs

TANF Eligibility DoorsTANF Eligibility DoorsFr

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oor

TANF

Special Needs?

Income? Amount?

Adoptive Home?

Special Needs

TANF: TANF: Door 1: Special NeedsDoor 1: Special Needs

Have the Key?

No Key? Go to Next Door

State Subsidy

TPR and

• Hard to place criteria:• 8 or older• Developmental delay• Physical, mental, or emotional


• Or• Significant emotional ties to

foster parent/specified relative

Refer to Handout 7, Specified Relative and Handout 14, TANF Worksheet

Special Needs

TANF: TANF: Door 2: Adoptive ParentsDoor 2: Adoptive Parents

Have the Key? Go to Next

Door.

TANF subsidy requires that the adoptive parents be specified relatives that live in Florida.

No key? Try State Subsidy.

TANF: TANF: Door 3: ChildDoor 3: Child’’s Incomes Income

Have the Key -

No Key? TANF Subsidy!

Use a State Subsidy

• Does the child have an income?

• If yes, is the child’s income less than 200% of Federal Poverty Level (FPL)?

Income The child’s income can make or break a TANF subsidy. Determine:

TANF TANF –– Processing (1)Processing (1)

• Complete and process form CF-FSP 5263 template , Maintenance Adoption Subsidy - TANF Worksheet/Application through FSFN. The same person cannot complete both the top and bottom portion of the form!

• Complete and submit form CF-ES 2694 template, Child in Care Eligibility Review and Change Report to FLORIDA, indicating that child is eligible for TANF-MAS in the comment section.

There are two parts to completing the TANF application form template:

TANF TANF –– Processing (2)Processing (2)• If child is being adopted by a specified relative,

TANF payments may start at placement.

• If child is being adopted by a non-relative, process child’s eligibility for a state-funds until finalization; switch to TANF after adoption finalization. -- Subsidy payments must come from state funds until finalization.

TANF TANF –– Code and FileCode and File

• Florida Safe Families Network:“Adoption Subsidy-TANF”

• All documentation used to determine eligibility must be kept in the child’s case record

Case Study Set #3 Case Study Set #3 Determine if the children in the examples are eligible for TANF.

Explain your answers.

Instructions

Refer to Handout 14, Maintenance Adoption Subsidy TANF Worksheet Application and to Handout 15, the Case Study Set and use the case documentation to determine if the child is eligible for a TANF subsidy.


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TANF

State

State General Revenue State General Revenue –– 1 Door1 Door

Florida Statutes 409-177 This is our last choice since we are trying to maximize federal assistance to help state dollars go further for supporting adoptions.

Florida Statutes 409.177 requires a two-part eligibility screening process.

Have the Key -

No Key? Go to Subsidy

No Subsidy

Florida Statutes Florida Statutes -- 409.166409.166Permanent custody has been awarded to the department or to a Licensed Child Placing Agency.

The child is not likely to be adopted for the same reasons as the “Hard to Adopt” criteria for Title IV-E Not Applicable Child.

Refer to Handout 16, State Funded Adoption Subsidy Checklist.

Florida Statutes 409-177

Have the Key -

No Key? Go to Subsidy

No Subsidy

Records MaintenanceRecords Maintenance1. Work with adoption case manager to locate and assemble

documentation

2. Complete form CF-ES 2626a Child In Care Title IV-E and Medicaid Templates through FSFN.

3. Complete form CF-FSP 5146, Adoption Subsidy TITLE IV-E Eligibility/Screening Worksheet, and/or form CF-FSP 5263, Maintenance Adoption Subsidy TANF Worksheet/Application templates through FSFN.

4. Submit the information to FLORIDA for Title IV-E and Medicaid eligibility determination.

ICWSIS and FSFN CodesICWSIS and FSFN Codes

IV-E TANF State FundsAdoption Subsidy -- IV-E

Adoption Subsidy -- TANF

Adoption Subsidy -- State Funds

State Eligibility DoorState Eligibility DoorFr

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Florida Statute 409.166

Review of the MAS FUNNELReview of the MAS FUNNEL

Every child comes out of the MAS Funnel at the right place – with the appropriate subsidy.

Subsidy

Subsidy

MAS FUNNEL

Subsidy

ENTRY CRITERIA

TITLE IV-E

TANF-MAS

STATE-FUNDED

Subsidy

Applicable Child


No Subsidy

Case Study Set #4 Case Study Set #4

Screen the cases for State General Revenue requirements. Explain your answer.

Refer to Handout 16, State Funded

Adoption Subsidy Checklist, and Handout 18, Case Study Set.

MAS NonMAS Non--recurring Expensesrecurring Expenses

1. Special needs child

2. Initial adoption assistance agreement signed prior to finalization

3. Agreement states the nature and amount of expenses to be paid

4. Maximum amount: $1,000 per child

Non-recurring adoption expenses are the reasonable and necessary adoption fees, court costs, attorney fees, and other expenses associated with a special needs child adoption.

Criteria include:

RedeterminationRedetermination

For IV-E, TANF, and State- Funded MAS, the age limit of eligibility is 18.

For TANF, eligibility must be redetermined annually.

Termination of AgreementTermination of Agreement

• The child reaches 18.

• The parent is no longer legally responsible for support and care of the child.

• The state determines the child is no longer receiving parental support.

Once the agreement is in effect, it can only be terminated when:

Typical Roles and ResponsibilitiesTypical Roles and Responsibilities

• The following slides outline typical responsibilities for the Adoption Case Manager, the Revenue Maximization Specialist, and the Child in Care Specialist.

• Though these responsibilities are typical, they may vary by CBC.

• Sometimes these responsibilities can even be interchangeable to allow each role more flexibility do what it takes to provide proper care for the child.

Case Manager (1)Case Manager (1)

• Follow Region/CBC agency procedures for adoption subsidies to get payments going.

• Ensure that case documentation for eligibility screening is as complete as feasible.

• Complete all subsidy-related forms templates in FSFN, including– Data Sheet– Disposition Sheet– Adoption Assistance Agreement with title IV-E

adoption assistance as a tentative fund source

Case Manager (2)Case Manager (2)

• Update the Adoption Assistance Agreement in FSFN when the eligibility is completed.

• Use Adoption Documentation Checklist, finalize and complete documentation in FSFN (and adoption case file), as appropriate.

Rev Max Specialist (1)Rev Max Specialist (1)

• Check the adoption eligibility due report in FSFN.

• Request the Adoption Assistance package/documentation per local procedures.

• Review the packet/documentation for completeness and request any missing or insufficient documentation.

Note: The adoption assistance agreement will show that the child is eligible for Title IV-E adoption assistance and the signatures will not have occurred yet. This is a placeholder.


• Consult with the adoption case manager and confirm that the child is an Applicable Child or a Not Applicable Child, as necessary.

• Process IV-E Foster Care non-waiver eligibility through FSFN, if not yet completed.

• Refer to supervisor, for review and approval, per local protocol.

• Submit to Child in Care (CIC) for eligibility determination.

• Receive the IV-E Foster Care eligibility determination from Child in Care (CIC).


• Complete and launch form CF-5146,Title IV-E Eligibility Screening Worksheet, Adoption Eligibility template in FSFN.

• Document in the comment section whether an Applicable Child is involved .

• Also document same in the comments section of the Medicaid Application.

• Print and annotate paper copy of the 5146 template to indicate that this is an Applicable child.

• Submit to revenue maximization supervisor and/or CIC, per local protocol.

• Receive IV-E foster care non waiver application, determine eligibility and return decision through a manual Notice of Case Action (form CF-ES 2629).

• Retrieve the Form 5146 for adoption subsidy eligibility from (1) the inbox of FLORIDA’s Automated Management System (AMS), and (2) the paper copy.

• Complete form CF_ES 2629, notice of case action (NOCA) with adoption assistance eligibility decision and return to the revenue maximization unit.

• Document on NOCA if Applicable Child involved; include any reason an Applicable Child is not IV-E eligible.

Child in Care Specialist

Eligibility Changes – All Roles

Watch for these eligibility changes:

• Child turns 18 or is emancipated

• Child’s parents no longer legally responsible for child’s support.

• The family no longer resides in Florida -- or moves to Florida (for TANF-funded adoption subsidy).

• Child’s income changes (for TANF- funded adoption subsidy).

Review: (MAS) FunnelReview: (MAS) Funnel

Goal: Every child comes out of the MAS Funnel at the right place – with the appropriate subsidy.

Subsidy

Subsidy

Subsidy

ENTRY CRITERIA

TITLE IV-E

TANF-MAS

STATE-FUNDED

Subsidy

Applicable Child


No Subsidy

Haunted House of Eligibility ReviewHaunted House of Eligibility ReviewThe Haunted House of Eligibility is a series of paths of doors and keys. A subsidy can be obtained by following the right path.

The front door, Entry Criteria corresponds to the first level of the MAS Funnel.

Each of the four paths in the Haunted House of Eligibility behind the front door correspond to each of the levels of the MAS Funnel in order of priority:

1. Applicable Child2. Not Applicable Child3. TANF4. State General Revenue

Unlocking the Doors Unlocking the Doors of Eligibilityof Eligibility

1. Determine if a child meets eligibility requirements for IV-E, TANF, or State-Funded adoption subsidies.

2. Use FSFN to apply for the appropriate adoption subsidy.

3. Describe the roles/responsibilities of case manager and rev max specialist in setting up and managing adoption subsidies.

Cultural Shift andCultural Shift and Associated New RequirementsAssociated New Requirements

• Culture Shift – moving from a manual, paper-driven process to automation, but Policy has not changed.

• All eligibility determinations and redeterminations must be processed through FSFN.

• Use the comment section of the FSFN template to communicate additional information that supports eligibility.

• Child protective investigators, case managers, revenue maximization specialists, ACCESS child in care specialists and all other Department/CBC/CMO staff will work together to ensure continued funding for children who have come to the attention of the Department.

•

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Question?Question?

If you have any questions about Maintenance Adoption Subsidy: first review the Frequently Asked Questions (FAQ) section at:

http://centerforchildwelfare.fmhi.usf.edu/kb/RevMax/Forms/AllItems.aspx

if the question is not addressed in the FAQs discuss with your supervisor

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