HomeMy WebLinkAbout20031628.tiff RESOLUTION
RE: APPROVE REVISIONS TO OPERATIONS MANUAL, SECTION 2.000, SOCIAL
SERVICES DIVISION POLICIES AND PROCEDURES
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Department of Social Services has presented revisions to the
Operations Manual, Section 2.000, Social Services Division Policies and Procedures, to the
Board of County Commissioners of Weld County, for consideration and approval, and
WHEREAS, after review, the Board deems it advisable to approve said revisions, copies
of which are attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, ex-officio Board of Social Services, that the revisions to the Operations
Manual, Section 2.000, Social Services Division Policies and Procedures be, and hereby are,
approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 23rd day of June, A.D., 2003.
BOARD OF COUNTY COMMISSIONERS
W COU T COLORADO
ATTEST: 12: .
i . LongirWeld County Clerk to th! ?d5S .AP\\
riaTh R bert D. asden, Pro- em
BY: i ! id �b rte,
Deputy Clerk to the Bo 1 \ '' ?1, ?‘c--
APP AS TD 11E3RM:
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Willia H. J�k
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Glenn Vaadr--_
Date of signature: �/7
2003-1628
SS0030
Social Services Division Policies and Procedures
2.324 Subsidized Adoption Reimbursement
Revised 9/24/01 A. The maximum subsidized adoption reimbursement that the Department
Revised 6/03 will pay, in monetary reimbursement; to adoptive parents is the County
Certified Foster Care basic maintenance rate,
1. plus the special needs rate for an age group, if appropriate.
2. minus Social Security payments on behalf of the child.
B. Available public programs and insurance benefits for which the child is
eligible shall be used first to address the child's needs before subsidized
adoption payments are used.
C. In addition to the monetary reimbursement, paid to the adoptive parents as
an adoption subsidy, the Department may also purchase services on behalf
of the child. This assistance will include any assistance, excluding
Medicaid, intended to help, or remove barriers to, the adoption of children
with special needs. The Department will consider the monetary value of
these services when negotiating the amount it will pay, in monetary
reimbursement, to adoptive parents as an adoption subsidy. The services
that may be considered for this purpose include,but are not limited to:
1. Special Circumstances Child Care as described in Section 2.801
2. Core Services Program as described in Section 2.802
3. Case Services Reimbursement.
D. A special needs child is defined in Colorado Department of Human
Services, Volume VII, Section 7.203.22(E) and C.R.S. § 26-7-101(2).
E. Adoption subsidies will be reviewed every three years. The Department
may renegotiate the current rate at the time of each review. If it is
determined that there is no current need for a cash payment for a special
needs child, a dormant subsidy will be established. This review is to
determine if the amount and/or kind of subsidy is still appropriate given
the child's needs and the circumstances of the parents. Documentation of
any change of circumstance will be required.
1. If a child is receiving a IV-E subsidy and is 18 years of age and has not
graduated with a high school equivalency, the county may continue to
subsidy funded by State/County-only until the child finishes high
school or is 19 years of age. At 19 years of age, the subsidy terminates
regardless if the child is still in high school.. Post-high school voc-
ational schools or college classes do not qualify for the continuance of
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a subsidy. The adoptive parents shall provide documentation that the
child is enrolled full-time in high school and making progress in the
program. Continuation of the subsidy may depend on available county
funds.
2. If a child is receiving a State/County-only subsidy and is 18 years of
age and has not graduated with a high school equivalency, the county
may continue the subsidy until the child finished high school or is 19
years of age. At 19 years of age, the subsidy terminates regardless if
the child is still in high school. Post-high school vocational schools or
college classes do not qualify for the continuance of a subsidy. The
adoptive parents shall provide documentation that the child is enrolled
full-time in high school and making progress in the program.
Continuation of the subsidy may depend on available county funds.
3. A child who is identified in the original subsidy agreement as being
developmentally disabled or physically handicapped, is between the
ages of 18-21, and continues to live a home, may continue to be
eligible for the adoption assistance program.
F. The adoption assistance subsidy is a payment made directly to the family
to partially assist with expenses related to the child given the
circumstances of the adoptive parents. The adoptive parents are not
required to account for how the money was spent.
G. Weld County DSS will terminate adoption assistance payments for
subsidized adoption when:
1. The family requests payments end; or,
2. Child reaches age 18 or age 21, if the county has determined that
the child has a developmental or physical disability which
warrants continuation of assistance; or,
3. The adoptive parent(s) are no longer legally responsible for the
support of the child; or,
4. The child is no longer receiving any support from the adoptive
family; or,
5. The county of responsibility verifies the child's death, or marriage;
or,
6. The child is removed from the adoptive home because of abuse or
neglect.
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H. If the adoptive parents are receiving state/county adoption assistance
payments and the child is placed into the custody of the Department for an
out of home placement for a duration of over 30 calendar days, the
state/county adoption assistance payment will be discontinued to the
adoptive parents. The state/county adoption assistance payment will not
be reinstated to the adoptive parents because the child returns to the home
of the adoptive parents for holidays or visits while in the child is in the
custody of the Department.
I. If the adoptive parents have an approved IV-E adoption assistance
payment and the child is placed into the custody of the Department for an
out-of-home placement for duration longer than 30 calendar days, the
Department will assess a parental share fee not to exceed the amount of
the approved adoption assistance payment. The parental share fee will not
be discontinued and the IV-E adoption assistance payment will not be
reinstated because the child returns to the home of the adoptive parents for
holidays or visits while the child is in the custody of the Department.
J. Right to appeal a denial, a termination or a reduction of subsidy
1. When the county department denies an application for adoption
subsidy, or reduces or terminates the subsidy grant, the applicant or
recipient has a right to appeal to a state administrative law judge
and may be represented by counsel at their own expense for such
an appeal. C.R.S. § 26-7-107, Vol. VII, § 7.306.4 and the Code of
Federal Regulations. See Section 3.324.31 (E)(1)below for more
information on what constitutes a decision or denial by the
Department.
2. When either state or federal law requires or results in a reduction or
deletion of services, no hearing is required.
2.324.1 Medical Resources
Revised 3/29/99
Subject to certain income and resource limitations, medical assistance through the
Colorado Medicaid program must be provided to certain children receiving child
welfare services including children who have a current, signed subsidized
adoption agreement and children in subsidized adoption. Children in subsidized
adoptions, including adoption placements out-of-state, who are IV-E eligible or
where the state option is in effect are eligible until the receiving state can provide
Medicaid.
The Department is responsible for determining eligibility for Colorado Medicaid
in the manner prescribed by the State Department of Human Services and
according to State Regulations described in Volume VII.
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2.324.2 Core Services for Children in Subsidized Adoption
Revised 3/29/99
Revised 8/5/02 Core services may be available to subsidized adoption children and their adopting
families that meet certain requirements:
A. The child and adopting family are eligible for Core Services as described
in Section 2.802, have been assessed through the Intake and/or Ongoing
Child Welfare Units as described in Section 2.802.3, and when Core
Services resources are available.
B. Equivalent services are not covered by other resources such as Medicaid or
private insurance.
C. The caseworker completes an assessment and a case services plan.
D. As a result of the assessment, the caseworker and family shall identify the
family's level of functioning, areas of strengths and weaknesses, specific
problems to be addressed, and changes that must occur to remedy the
problems that the family brought to the Department.
E. The caseworker will document the assessment in the case file and/or case
services plan.
F. The caseworker will refer the child and adopting family to the appropriate
core services program based on the areas identified in the assessment.
Outcomes to be achieved as result of the Core Services provided will be
described in terms of specific, measurable, agreed upon, realistic, time-
limited objectives and action steps to be accomplished by the parents,
child, service providers, and county staff
G. A continuing reassessment and documentation of the client's service needs
in relationship to measurable progress to program resolution shall be
completed every three months. If a significant change in client service
needs occurs, a determination of eligibility and/or reassessment of services
shall occur and the case services plan shall be amended, if applicable
H. The reassessment shall be performed jointly with the family and in
situations where mutual evaluation cannot occur, the reasons shall be
documented in the case record.
2.324.3 Subsidized Adoption Reimbursement Negotiations
Added 5/00
2.324.31 Initial Subsidy Negotiations
A. The Adoption Caseworkers will inform the County Negotiator of all cases
ready for subsidy negotiations. The Adoption Caseworkers will advise the
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County Negotiator of their assessment of whether the child will qualify for
a subsidy and the reasons for that belief. All negotiations will occur with
the County Negotiator rather than the Adoption Caseworker.
B. The adoption negotiator will promptly mail a letter to the prospective
adoptive parent(s). The letter will include:
1. An advisement that adoption subsidies are available under certain
circumstances. An advisement that the subsidy issue must be
resolved before the Director of Social Services will sign a Consent
to Adopt an advisement that the Director of Social Services has the
final say on the amount and kind of subsidy.
2. A procedure for setting up a time to start subsidy negotiations with
the County Negotiator and a deadline by which to respond.
A notice that failure to respond and set up a meeting or phone
conference by that time will result on the case being put on hold-
which means that other cases where there are meetings scheduled
will be worked on ahead of any case on hold. If a case is put on
hold, the County Negotiator will provide the Adoption Caseworker
with a letter to be attached to any court letter so that the court will
know the reason for the delay in finalizing the adoption.
3. A form which the adoptive parents may sign before a notary
indicating that they are declining any subsidy.
4. A Special Needs Assessment Worksheet for the adoptive parent(s)
to fill out and bring to the negotiations. This worksheet will
outline the special needs of the child that might pose a barrier for
the adoption.
5. An advisement that there must be written documentation from
professionals regarding any concerns or issues with the child or
children and that this documentation must be submitted to the
negotiator at the time of negotiations. This documentation may
take the form of letters from doctors, therapists, or other
professionals. The letter will also advise that any negotiations will
be postponed until this documentation is available.
6. An advisement that the adoptive parents may be represented at the
meeting at their own cost if they so desire.
C. The County Negotiator will meet with the parent(s) at the scheduled time.
The County Negotiator will do the following:
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1. Review the Weld county Subsidized Adoption Information Form
(WC-A-1) with adoptive parents.
2. Inform parents of the general maximum monthly maintenance
subsidy amounts and services available if a child qualifies.
3. Go over the special needs assessment form with the adoptive
parents. Unless the form is filled out completely and/or all
professional documentation is provided, the meeting may be
stopped and rescheduled by the County Negotiator until that
material is provided by the adoptive parents.
4. The County Negotiator will match the special needs identified for
the child or children according to Rule 2.324 of the Weld County
Department of Social Services Manual and Volume VII of the
Colorado Department of Human Services and will determine the
type and/or amount of subsidy which the Department will offer.
Depending on how complicated the issues are, this determination
may occur at the meeting or by letter after the meeting. In either
case, the County Negotiator will offer or mail an Adoption Subsidy
Information Acknowledgment form WC-A-2 outlining the subsidy
offer. Note that this offer is not binding on the Department until it
is approved by the Director of Social Services.
D. If there is agreement, the adoptive parents will indicate their agreement
with the subsidy offered by signing the Adoption Subsidy Information
Acknowledgment form and returning it to the County Negotiator. The
signed Adoption Subsidy Information Acknowledgment form will be
given to the Adoption Caseworker. The adoption caseworker will prepare
the CW-SA-3 for an initial adoption subsidy or the CW-SA-4 form for
renewal of adoption subsidy based on the agreement and mail this to the
adoptive parent(s) for their signature.
E. If no agreement is reached, the County Negotiator will present his/her
recommendations to the Resources Services Manager. A determination of
whether to attempt to renegotiate or to refer the matter will be made
promptly by the Resources Services Manager in consultation with the
Social Services Administrator. This decision will be made within 14 days
of the date the County Negotiator refers the matter to the Resource
Services Manager. The adoptive parents shall be notified by letter from
the Resource Services Manager if the decision is to continue negotiations.
1. When the determination is made that no further negotiations will
take place, the adoptive parents shall be advised of the
Department's final offer in a letter from the Director of Social
Services. Their appeal rights and the process for appeal to an
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administrative law judge (AU )working for the Colorado
Department of Human Services shall also be set out in the letter. A
copy of the Adoption Subsidy Information Acknowledgment form
will also be attached. If it is returned with signatures, the County
Negotiator will proceed as in Step D.
F. If, at any time, the parents request the presence of an attorney at
negotiations, the County Negotiator may request that an Assistant County
Attorney be present.
G. Subsidy applications and renewal forms are not considered final until
signed by the Weld County Director of Social Services.
2.324.32 Subsidy Renewal Negotiations
Revised 6/03
A. The Adoption Caseworker shall review all adoption cases every three
years. The adoptive parents shall be asked to submit documentation of
current special needs. Documentation shall consist of reports or
evaluations by independent professionals.
B. All adoption cases will be reviewed annually for Medicaid eligibility as
outlined in the Colorado Department of Human Services Volume VII.
C. If the adoption caseworker determines that there may be a change in
circumstance, the case shall be referred to the County Negotiator.
D. The County Negotiator shall then follow the procedures as set out in the
initial subsidy negotiations to determine the amount of subsidy.
Documentation shall consist of reports or evaluations by independent
professionals.
E. Subsidy applications and renewal forms are not considered final until
signed by the Weld County Director of Social Services.
F. Appeal procedures are as set out for initial subsidy negotiations
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DEPARTMENT OF SOCIAL SERVICES
PO BOX A
GREELEY,CO 80632
' WEBSITE:www.co.weld.co.us
Administration and Public Assistance(970)352-1551
VII
C Child Support(970)352-6933
COLORADO
WELD COUNTY SUBSIDIZED ADOPTION INFORMTION
This document is intended to answer"Frequently Asked Questions" about Subsidized
Adoption. It is not intended to be a substitute for legal advice. If you have specific
questions about an issue, the caseworker or county negotiator may be able to explain
further but it is recommended that you seek legal advice from your own attorney if
questions remain.
SUBSIDIZED ADOPTION
Colorado operates two subsidized adoption programs: The Title IV-E program (IV-E)
and the state and county—only program. The federal government participates in adoption
assistance payments on behalf of children who meet the eligibility criteria for the Title
IV-E program. The state and county participate in adoption assistance payments on
behalf of children who do not qualify for the IV-E program. A child can only be eligible
for one type of subsidy program. If a child is eligible for the Title IV-E program, the
child is considered ineligible for the state and county—only program. Under the IV-E
program, if a child is eligible, the state (through the county department) is required to
enter into an adoption assistance agreement with the adoptive parents of a child with
special needs (as defined in section 473(c) of the Foster Care Independence Act of 1999).
All parties must sign this agreement before an adoption takes place. The adoptive parents
can waive the assistance but they must do so in writing. If an agreement cannot be
reached (including whether the child is IV-E eligible), the agency determines the amount
of subsidy and the adoptive parents are entitled to a "fair hearing" in front of an
administrative law judge if they continue to dispute the amount. There are time limits
and other requirements for that appeal and adoptive parents should consult with an
attorney if they have questions.
Weld County DSS determines the amount and kind of subsidy based on the following:
1. The child's documented special needs at the time of the adoptive placement.
2. The adoptive family's circumstances.
3. The need to purchase services that are not available in the community free of
charge.
Adoptive Parent Initial
Adoptive Parent Initial
WC-A-1 (4/03)
Subsidized Adoption Information Form
ELIGIBILITY REQUIREMENTS
In order for a child to be eligible for subsidized adoption,all of the following factors must be present
at the time the child is placed for adoption:
1. The goal for the child is adoption and the court has determined that the child cannot or
should not be returned to the home of his/her parents and all parent-child legal
relationships are terminated.
2. The county department, agency, or relative requesting the adoption subsidy is financially
responsible for the care of the child.
3. The county must determine that in each case a reasonable, but unsuccessful, effort to place
the child for adoption has been made before providing a subsidy, unless the best interests
of the child would not be served by such an effort.
4. Children who are in the custody of licensed non-profit private agencies or who are living
with relatives must meet federal IV-E eligibility requirements.
5. The child is one with"special needs."
a) Physical disability (such as hearing, vision, or physical impairment; neurological
conditions; disfiguring defects; and heart defects).
b) Mental retardation (such as developmental delay or disability, perceptual or
speech/language disability, or a metabolic disorder).
c) Developmental disability resulting in educational delays or significant learning
processing difficulties.
d) Educational disability,which qualifies for Section 504 of Rehabilitation Act of 1973
or special educational services.
e) Emotional disturbance.
f) Hereditary factors that have been documented by a physician or psychologist.
g) High-risk children(such as HIV-positive,drug-exposed,or alcohol-exposed in utero).
h) Other conditions that act as a serious barrier to the child's adoption. Conditions may
include but are not limited to a healthy child over the age of seven or a sibling group
that should remain intact and medical conditions likely to require further treatment.
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Subsidized Adoption Information Form
SUBSIDIZED ADOPTION SERVICES AVAILABLE
1. Medicaid—Children with an effective subsidized adoption agreement are eligible for
Medicaid.
2. Non-recurring Adoption Expenses —The department may reimburse the adoptive
parent(s) for expenses that are reasonable and necessary for the adoption to occur, subject
to a maximum of$800.00. The expenses must;
a) directly relate to the legal adoption; and
b) not be in violation of state or federal law; and
c) not have been reimbursed from other sources of funds.
Reimbursement may only be requested after adoption finalization. The request for
reimbursement must be submitted within (1) year after the date of the finalization.
3. Adoption Assistance—The county department may authorize the following types of
adoption assistance subsidies:
A. Long-Term Subsidy(Available for IV-E and State/County subsidies)—To partially meet
the everyday needs of the child. The payment that is agreed upon should
combine with the parents' resources to cover the ordinary and special needs of
the child. The circumstances of the adopting parents must be considered
together with the needs of the child. However, families with the same incomes
or circumstances will not necessarily receive the same amount since each child is
unique. Termination or reduction in the amount is discussed below. Increases
in the payment may be considered by written request from the adoptive parent,
when the maintenance foster care rate is increased or; if the subsidy was not at
the maximum amount, there may be negotiated increases if documentation is
provided that the situation justifies it.
B. Time-Limited Subsidy(Available for State/County-only subsidies)—To partially meet
the everyday needs of the child for a specified period. These are start-up costs
for those things that children placed for adoption do not always have, such as
sufficient clothing or day care before a child is of school age. This subsidy
partially covers unmet needs that are time limited and non-renewable.
C. Dormant Subsidy(Available for State/County-only subsidies)—No adoption assistance
is provided at this time. Weld DSS will document special needs for the child in
the services record and in the automated system, that the potential need for a
financial subsidy exists and may need be activated at a future time.
Documentation will have to be provided before a dormant subsidy is activated.
4. Medical Subsidy
a) Medical subsidies are payments made directly to adoptive parents for a service
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already received or to a vendor for treatment of physical or developmental
disabilities or an emotional disturbance. A medical subsidy shall relate directly to
the bather or barriers identified at the time the initial subsidy is approved.
b) Medical subsidies are not available for treatment of any physical or developmental
disability or emotional disturbance diagnosed after finalization of the adoption.
c) Medical subsidies may be used to supplement any other available resource such as
an adoptive family's private insurance that pays part but not all for the child's
treatment (physical, mental, and emotional).
d) Subsidized adoption payments for medical services shall reflect the reasonable
costs of those services in the child's community.
5. Reimbursable and Non-Reimbursable Subsidized Adoption Case Services—Case
Services are a type of purchased program services that support a case plan for children in a
subsidized adoption. Case services are provided to meet a child's special needs identified
when the child is placed for adoption and which are not covered by the adoption assistance
or Medicaid subsidies. The following are examples of reimbursable and non-
reimbursable expenses allowed under Case Services:
A. Medical
1) Orthodontia
a. Cosmetic reasons—not reimbursable.
b. Special needs directly related to the reason for which the child was classified
as special needs, e.g. cleft palate or injury related to an abuse will be
reimbursable.
2) Eye Glasses
Payment for eye glasses or contacts related to the child's special need's identified
at the time of the initial subsidized adoption agreement are reimbursable.
3) Medication
a. Routine that is not related to the child's special needs—not reimbursable.
b. If related to the child special needs—reimbursable. The medication must be
prescribed by a licensed physician and related to the special need identified at
the time the child was approved for subsidized adoption.
4) Special Therapies— Speech, Occupational, and Physical
If not available through other community and family resources—reimbursable.
School-age children should receive these services through the school system.
5) Special Equipment— Special medical need/equipment, as prescribed by a
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physician may be reimbursable.
For severely physically challenged children, special exceptions should not exceed
$2,000 without supervisors written authorization.
B. Psychological Services
1) Time-limited out-patient therapy for children living in states that do not accept
Medicaid for this service—reimbursable, if related to the child's special needs and
a written plan is obtained from the service provider which contains:
a. Diagnosis.
b. Prognosis.
c. Length of service.
d. Individuals who will be seen in therapy.
e. A cap on the amount of money to be spent for the psychological exam or
therapy.
I Frequency of contact (i.e., once a week, twice a month, etc.).
g. Type of therapy being provided (i.e. individual, group, family, etc.)
C. Educational Costs
1) Tutoring—not reimbursable.
School systems are mandated to provide all children with special needs a free
appropriate public education.
2) School tuition—not reimbursable.
There will be no reimbursement for tuition expenses through the adoption subsidy
program. If the family wants the child to remain in his/her current private school
placement, this is an expense for which they are responsible.
D. Other Subsidies
A subsidy may be provided for a specified time to provide needed services, such as
transportation to facilitate adoptive placement.
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Subsidized Adoption Information Form
TERMINATION OF A SUBSIDY
Weld County DSS will terminate adoption assistance payments for subsidized adoption when
the:
1. Family requests payments end; or,
2. Child reaches age 18 or until age 21, if the county has determined that the child has
developmental or physical disability which warrants continuation of assistance; or,
3. Adoptive parents(s) are no longer legally responsible for the support of the child; or,
4. Child is not longer receiving any support from the adoptive family; or,
5. County of responsibility verifies the child's death, or marriage; or,
6. Child is removed from the adoptive home because of abuse or neglect.
CONTINUING SUBSIDIES BEYOND AGE EIGHTEEN
1. If a child is receiving a IV-E subsidy and is 18 years of age and has not graduated with a
high school equivalency, the county may continue the subsidy funded by State/County-
only until the child finishes high school or is 19 years of age. At 19 years of age,the
subsidy terminates regardless if the child is still in high school. Post-high school
vocational schools or college classes do not qualify for the continuance of a subsidy. The
adoptive parents shall provide documentation that the child is enrolled full-time in high
school and making progress in the program. Continuation of the subsidy may depend on
available county funds.
2. If a child is receiving a State/County-only subsidy and is 18 years of age and has not
graduated with a high school equivalency, the county may continue the subsidy until the
child finishes high school or is 19 years of age. At 19 years of age, the subsidy terminates
regardless if the child is still in high school. Post-high school vocational schools or
college classes do not qualify for the continuance of a subsidy. The adoptive parents shall
provide documentation that the child is enrolled full-time in high school and making
progress in the program. Continuation of the subsidy may depend on available county
funds.
3. A child who is identified in the original subsidy agreement as being developmentally
disabled or physically handicapped, is between the age of 18-21, and continues to live at
home, may continue to be eligible for the adoption assistance program.
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REDUCTION OR DISCONTINUANCE OF ADOPTION SUBSIDY
1. If the adoptive parents are receiving state/county adoption assistance payments and the
child is placed into the custody of the Department for an out-of-home placement for a
duration of over 30 calendar days, the state/county adoption assistance payment will be
discontinued to the adoptive parents. The state/county adoption assistance payment will
not be reinstated to the adoptive parents because the child returns to the home of the
adoptive parents for holidays or visits while the child is in the custody of the Department.
A state/county subsidy can only be resumed when the child is returned home and the out-
of-home placement has been discontinued on the Department's automated reporting
system.
2. If the adoptive parents have an approved IV-E adoption assistance payment and the child
is placed into the custody of the Department for an out-of-home placement for a duration
longer than 30 calendar days, the department will assess a parental share fee not to exceed
the amount of the approved adoption assistance payment. The parental fee will not be
discontinued because the child returns to the home of the adoptive parents for holidays or
visits while the child is in the custody of the Department.
REVIEW OF ELIGIBILITY FOR ALL ONGOING SUBSIDIES
I. The county shall review the current subsidy agreement every three years. You will be
contacted by the department prior to the tri-annual due date. The subsidy renewal form,
along with proper documentation regarding current/ongoing special needs of the child
must be submitted to the department in order for the subsidy to continue. If a renewal is
not received prior to the tri-annual due date, please contact your current adoption
caseworker so that no disruption in the adoption subsidy will take place.
2. The adoptive family may request a review of the subsidy prior to the three-year review if
changes in the needs of the child or family circumstances occur.
3. Any changes in the subsidy, must be related to the needs of the child, which were
identified as the original barrier(s) to the adoption.
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RIGHT TO APPEAL
1. When the county department denies an application for adoption subsidy, or reduces or
terminates the subsidy grant, the applicant or recipient shall have a right to appeal and may
be represented by counsel. When either state or federal law requires or results in a
reduction or deletion of services, no hearing is required. See C.R.S. § 26-7-107 and Code
of Federal Regulations for more information.
2. Examples of issues which may be appealed:
A. Relevant facts regarding the child were known by Weld County DSS and were not
presented to the adoptive parents prior to finalization of the adoption.
B. Denial of assistance based on a means test of an adoptive family.
C. Disagreement with the determination on whether the state is eligible for adoption
assistance.
D. Failure to advise the adoptive parents that adoption assistance is available.
E. Decrease in the amount of adoptive assistance without the agreement of the adoptive
parents.
F. Denial of a request for change in payment level due to a change in the adoptive
parents circumstances.
3. When a family who has been denied Title W-E Subsidized Adoption benefits requests a
state level Fair Hearing, it is the responsibility of the Administrative Law Judge to
determine whether the applicant or recipient was wrongly denied eligibility or whether the
amount of the subsidy was determined correctly. (See Section 7.203.24, C, for fair
hearing circumstances.)
The adoptive parents have the burden of proving extenuating circumstances and adoption
assistance eligibility at a state level Fair Hearing. The state or/its designee can provide
factual information to assist the family in establishing eligibility for Title IV-E Subsidized
Adoption.
4. A successful appeal can reverse the decision and if the child meets all eligibility criteria,
IV-E subsidies are available starting with the earliest date the child became eligible.
Adm\manss46.j ag
Subsidized Adoption Information Form
Weld County Department of Social Services
Adoption Subsidy Information Acknowledgment
1. Adoption Expenses - (Check One) n Eligible n Ineligible
Non-Recurring Adoption Expenses (applicable for initial agreement only). There is an
$800 ceiling for non-recurring adoption expenses for legal fees, and adoption fees.
2. Medicaid - (Check One) El Eligible El Ineligible
Type: Title IV-E Medicaid n State/County Only Medicaid n
4. Maintenance- (Check One) El Eligible n Ineligible
(Select one Adoption Assistance below)
Title IV-E Assistance Fl
A. Medicaid Only
B. Long-Term (ongoing) $
Daily Rate: $
State/County Only Adoption Assistance Program n
A. Medicaid Only
B. Time-Limited - Number of years $
C. Long-Term (ongoing) $
D. Dormant: (Type Dormant on line) $
Dormant means, no adoption assistance payment is provided at this time;
however, due to the previously described special needs, there exists the potential
need for services. If there is a dormant financial subsidy, it will be reviewed as
the child ages or the family circumstance changes.
Daily Rate: $
5. Adoption Case Services n Not applicable n One-Time El Ongoing
(Description)
6. Other(Description)
I/We do hereby acknowledge receipt of the following information on an adoption
subsidy and agree that we discussed an adoption subsidy with the county negotiator and
have AGREED /DISAGREED on the above information, relative to adopting
Adoptive Parent Signature Date Adoptive Parent Signature Date
County Negotiator Signature Date
Adm\manss46 jag
Subsidized Adoption Information Form
SPECIAL NEEDS ASSESSMENT WORKSHEET
FOR SUBSIDIZED ADOPTIONS
1. BEHAVIOR MANAGEMENT - Does the child have emotional impairment and/or
behaviors which require special or extensive involvement by the adoptive parent(s) in
scheduling and monitoring of time and/or activities and/or crisis management?
If yes, please explain.
2. THERAPY/ COUNSELING - Does the child attend therapy/counseling
sessions? If yes, what is the reason and how often does the child go?
3. EDUCATION - Does the child have any special educational requirements? If
yes,please explain.
4. PHYSICAL OR MEDICAL IMPAIRMENTS -Does the child have any physical or
medical impairments requiring daily medically prescribed therapy or procedures (i.e.
daily medication, etc.) If yes,please explain.
5. OTHER NEEDS TO CONSIDER - Does the child have any other special needs that
should be considered for adoption subsidy? If yes, please explain.
*** Please include professional documentation on questions answered "Yes". (i.e. letters
from doctors, therapist, etc.)
Adm\manss46.jag
Subsidized Adoption Information Form
ADOPTIVE FAMILY
RESOURCE
QUESTIONNAIRE
Adoptive child's name: Date:
Please complete the following questions regarding your family resources.
1) What is your family's gross monthly income?(Do not include foster or subsidy payments)$
2)Number of persons supported by that income:
3)Total of persons in home:
4) List additional financial sources and amounts available to members of the
household (i.e. foster care, guardian assistance, child support, social security,
rental property, etc.):
5)Does anyone in your family have unusual costs, such as medical or educational? If yes,please explain:
6) What financial resources,other than your income, are available to meet the child's needs?
(Indicate amount by appropriate category)
$ SSD(disability of parent)include a copy of letter from Social Security Admin.(SSA)
$ SSA(survivor's/death of birth parent)include copy of the letter from SSA.
$ SSI(child's disability)include a copy of the letter from SSA.
$ Child Support(being received by adoptive family)
$ Other(Specify)
7)Will the child become eligible for additional benefits based on adoption by you? (Indicate kid of benefits and
amounts)
8)In thinking about the needs of this child and the resources(financial, extended family,community services,etc.)
available to your family,what will be REQUIRED in addition to those resources to continue support of this child
in your household? (If a monetary subsidy/or services are being requested please indicate the reason and
provide documentation for the request)Attach additional page of
needed.
9)Will the child being adopted be added to your medical insurance policy? Yes No
If yes,please complete the following:
Effective Date of Child' Coverage:
Adm\manss46.jag
Subsidized Adoption Information Form
Name of the Insurance Company:
Address(street,city,state,zip):
Name of Policy Holder:
Social Security Number:
Group/Plan#:
Policy ID#:
10)Attach a copy of your last tax return. (This is required information in order to complete the adoption.)
Adm\rrtanss46.j ag
Subsidized Adoption Information Form
REFUSAL OF ADOPTION SUBSIDY
I/We, do affirm that on this day
Name of Adoptive Parents Date
the Weld County Department of Social Services has informed me of the availability of an
adoption subsidy in the adoption of . I have
Child/Children's Name
conferred with my legal council and I do acknowledge that adoption subsidies are optional.
At this time, I am informing you of my refusal of any adoption subsidy that the Weld County
Department Social Services has advised me of.
Adoptive Parent Signature Date Adoptive Parent Signature Date
Notary Signature Date Department Signature Date
Notary Seal
My commission Expires:
Adm\manss46.jag
DEPARTMENT OF SOCIAL SERVICES
PO BOX A
Vle
I
GREELEY,CO 80632
WEBSITE:www.co.weid.00.us
Administration and Public Assistance(970)352-1551
Child Support(970)352-6933
COLORADO
MEMORANDUM
TO: David E. Long, Chair Date: June 17, 2003
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services_i C (( ( ' LC c
RE: Revision to Section 2.000, Social Services 6ivision Policies and
Procedures, Weld County Department of Social Services
Operations Manual
Enclosed for Board approval is a revision to Section 2.000, Social Services Division
Policies and Procedures, Weld County Department of Social Services Operations
Manual. This revision was reviewed at the Board's Budget Work Session held on June
16, 2003.
The revision is to Section 2.324, Subsidized Adoption Reimbursement. The purposes
of the revision are to:
1. Incorporate State rule changes regarding: 1) extending the review periods for
subsidies to 3 years; 2) reviewing Medicaid eligibility every year; and 3) adding a
State required "resource questionnaire" for adoptive parents to capture gross
income, private insurance, and other related information; and
2. Establish a County policy to maintain the adoption subsidy regarding children
who are 18 years of age, have not graduated from high school, and are actively
enrolled until they graduate from high school. At 19 years of age, the adoption
subsidy terminates even if the child is still in high school. Post-high school
vocational schools or college classes would not qualify for the continuance of the
subsidy. The adoption subsidy, in this case, would be paid from county-only
resources with no federal or state match.
If you have any questions, please telephone me at extension 6510.
2003-1628
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