Pre-Adoption Plan is located in the Case under Plans and Tools.
Pre-Adoption Plan is added when an adoptive home is identified and an application for adoption assistance eligibility is in the process of being completed and submitted to the Central Eligibility Unit.
There is no separate category for an adoption resource in Casebook. All family home resources are listed as Foster Family Home Resource. Ones that are “adoption only” can be indicated under Placement Restrictions on the Placement Holds, Restrictions and Preferences card in the resource record.
The Pre-Adoption Plan captures Adoption AFCARS fields and also information for adoption subsidy, which will be used by CEU. It is very important that it be completed fully and accurately prior to the adoption.
At the current time, there is no plan to establish a Casebook adoption case. Information needing to be reported for Adoption AFCARS and information for determination of an adoption subsidy can be stored on the Pre-Adoption Plan. KidTraks will handle payment of and changes to the adoption subsidy as well as post-adoption services.
To close the child’s case due to adoption, the FCM should close the placement and removal episode with a court hearing type of Final Decree of Adoption and select either Adoption Finalized with Subsidy or Without Subsidy as the court outcome. (Foster home placement end date is the same as the adoption finalization date.)
When the adoption is finalized, the FCM should upload the Adoption Decree and the Final Subsidy Agreement, if there is one, into the adoption finalization hearing. This will eliminate the need to fax/send the hard copy decree and subsidy agreement to CEU.
Enter the hearing type of Wardship Dismissal with the court outcome of Court case closed/child has been in foster care. Then further select the reason of Adoption.
Close the CHINS involvement type with the date of the Wardship Dismissal hearing. (Put “closed” in the becoming field and set as current.)
Family case should be closed if there are no active involvement types.
Do not update the information on the child’s birth profile (person) page, including the birth family network, to reflect adoption information. The birth profile page should only contain information which pertains to the child’s situation before the adoption was finalized.
The FCM should e-mail the CEU Mailbox Centralized.Eligibility@dcs.in.gov that the adoption has been finalized and adoption decree and signed adoption assistance agreement (AAP or SAS) has been uploaded to the Adoption Decree hearing.
The adoption e-mail should include
the MaGIK case number
child(ren)’s name(s) including both the biological and the adoptive name, if different, and
the date of the adoption decree hearing.
Copy the licensing worker assigned to the foster home on the e-mail, if the child(ren) was/were adopted by foster parents.
FCM’s e-mail to CEU mailbox notifying of the adoption finalization should have a cc to the assigned licensing worker for the foster home when the foster parents adopt the child. CEU will create a new person ID in MaGIK for the child which should be selected in the future for the adopted child. Current timeframe for CEU to create this new person ID is 7 to 10 days following CEU’s receipt of the adoption finalization notification by the FCM.
CEU will notify the licensing worker and FCM when new ID is created.
Foster home licensing worker should complete the appropriate licensing revision once the adoption occurs:
Adoptive child should be added to the foster home household selecting the adoptive person ID created in MaGIK by CEU. Do not use the child’s biological person ID. If the licensing worker does not receive notice within 7 to 10 days from receipt of the adoption finalization e-mail from the FCM, licensing worker should contact CEU through the Centralized Mailbox Centralized.Eligibility@dcs.in.gov or through the toll free number-1-877-265-0086 to verify the adoption child person ID to select for the foster home resource household.
The case plan will indicate that adoption was the permanency goal for the child.
The termination of parental rights hearing(s) will be entered into the case with a court outcome.
The TPR dates for Mother and Father will be entered on the Pre-Adoption Plan along with other AFCARS Adoption element data.
The adoption finalization hearing date with the court outcome that indicates whether or not there was a subsidy will be recorded in the child’s MaGIK case.
The adoption decree will be uploaded into the adoption finalization hearing.
CEU will create a new person for the adoptive child in MaGIK with a new person ID and the adoptive name as specified in the adoption decree. This is the only time that the same person can have two person ID’s in MaGIK and it not be considered as a duplicate.