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Home My WebLink About20201805.tiffRESOLUTION RE: APPROVE REVISIONS TO SECTION 2.000 CHILD WELFARE OF THE DEPARTMENT OF HUMAN SERVICES POLICIES AND GUIDELINES MANUAL 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 Board has been presented with revisions to Section 2.000 Child Welfare of the Department of Human Services Policies and Guidelines Manual, 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, that the revisions to Section 2.000 Child Welfare of the Department of Human Services Policies and Guidelines Manual, be, and hereby are, approved. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 17th day of June, A.D., 2020. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: thA, Weld County Clerk to the Board unt Attorney Mike Freeman, Chair Date of signature: OCo 1831 CC HSD•CGLC(cm /G t4,) 7/01/2o 2020-1805 HR0092 PRIVILEGED AND CONFIDENTIAL MEMORANDUM DATE: June 3, 2020 TO: Board of County Commissioners — Pass -Around FR: Jamie Ulrich, Director, Human Services RE: Addition to the Department's Policies and Guidelines Manual - Child Welfare Adoption. Please review and indicate if you would like a work session prior to placing this item on the Board's agenda. Request Board Approval of the Department's Additions and/or Revisions to the Department's Policies and Guidelines Manual — Child Welfare Adoption. The following policy (attached) has been updated by Department staff and approved by Assistant County Attorney, Karin McDougal. • 2.4.10 Adoption Assistance Program — (tracked and clean version) Minor revisions with added language regarding suspending Adoption Assistance Payments and the deletion of all exhibits. I do not recommend a Work Session. I recommend approval of this revised policy. Mike Freeman, Chair Scott James Barbara Kirkmeyer Steve Moreno, Pro -Tern Kevin Ross Approve Schedule Recommendation Work Session (. Other/Comments: Pass -Around Memorandum; June 3, 2020 — Not In CMS 2020-1805 Department of Human Services Policies CHAPTER 2 — Child Welfare ARTICLE IV — Adoption Sec. 2.4.10. — Adoption Assistance Program A. Purpose. Available public programs for which the child is eligible for shall be used first to address the child's needs before an adoption assistance agreement is negotiated. B. Adoption Assistance. WCDHS shall utilize financial information regarding the family including assets, liabilities and insurance benefits in negotiating initial agreements and any subsequent increases in adoption assistance. 1. The Adoption Assistance Review team, which consists of the Resource Manager, Financial Supervisor, Adoption Supervisor and County Attorney shall review and draft proposals for all adoption assistance requests submitted by the Adoption Assistance Specialist. 2. WCDHS determines the amount and kind of assistance based on the following: a) The child's documented special needs at the time of the adoptive placement. (Please refer to the Colorado Department of Human Services, Volume VII, Section 7.306.4 A (d) for qualifying special needs factors and conditions.) b) The adoptive family's circumstances. c) Available public programs for which the child is eligible for shall be used first to address the child's needs. i i 3. Adoption assistance payments may be made directly to the family to partially assist with expenses related to the child given the circumstances of the adoptive parent(s). a) The adoptive parents are not required to account for how the money is spent. 4. The maximum adoption assistance payment to adoptive parents shall be the County Basic Maintenance rate, referenced in Section 2.3.330., Exhibit A and is based on the age of the child at the time the adoption assistance agreement is signed. a) The monthly respite care payment that is provided under the foster care program is not a benefit under the adoption assistance program. b) Once a monetary adoption assistance rate is established, this rate is not eligible for cost of living increases. 5. WCDHS may consider the additional needs of the child to determine if the Special Needs Rate for the developmentally disabled and physically disabled apply. (Referenced in Section 2.3.330., Exhibit A) 6. In addition to the adoption assistance payment, WCDHS may also provide adoption assistance case services on behalf of the child. a) Please refer to Colorado Department of Human Services, Volume VII, Section 7.306.52 for allowable Case services. b) WCDHS shall consider the monetary value of these services when negotiating the amount it will pay in adoption assistance payments to adoptive parents. Revised May 202018 Department of Human Services Policies i C. Reviews. Adoption assistance shall be reviewed every three years. WCDHS shall initiate the Adoption Assistance Review form, CWSA-4, as a written notice of the review sixty (60) days prior to the three (3) -year anniversary of the agreement. 1. WCDHS may renegotiate the current rate at the time of each review. a) Any changes in the needs of the child shall relate to the original barrier(s), identified at the time the decision was made that adoption assistance was needed. b) If it is determined that there is no current need for a cash payment for a special needs child, a dormant assistance will be established. c) This review is to determine if the amount and/or kind of adoption assistance is still appropriate given the child's needs and the circumstances of the parents. Documentation of any change of circumstance shall be required. 2. The adoptive family may request a review of the agreement prior to the three (3) -year review, if changes in the needs of the child or family circumstances occur. 3. The Adoption Assistance Review team, shall review and draft proposals for all adoption assistance renegotiation requests submitted by the Adoption Assistance Specialist. 4. The adoption assistance subsidy may be suspended ifwhen the completed and signed Adoption Assistance Review form, CWSA-4, is not received by the three-year anniversary of the agreement. D. Termination. Weld County DHS will terminate adoption assistance payments when: 1. The family requests payments end; or 2. Child reaches age eighteen (18) or age twenty-one (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. 6. Please refer to the Colorado Department of Human Services Volume VII, Section 7.306.59(B) on termination procedures for adoption assistance payments, adoption Case services and Medicaid adoption assistance agreements. E. Continuing Adoption Assistance Agreements Beyond Age Eighteen (18). If a child is eighteen (18) years of age and has not graduated with a high school equivalency, the county may continue the assistance under the originalState/County only program until the child finishes high school or is nineteen (19) years of age. 1. At nineteen (19) years of age, the assistance terminates regardless if the child is still in high school. 2. Post -high school vocational schools or college classes do not qualify for the continuance of an adoption assistance. Revised May 20201g Department of Human Services Policies 3. The adoptive parents shall provide documentation that the child is enrolled full-time in high school and making progress in the program. 4. Continuation of the assistance may depend on available county funds. 5. A new non Title IV E agreement must be signed by all parties prior to the child's eighteenth (18th)birthday reflecting the continuance until the child graduates from high school or is nineteen (19) years of age. 6. A child who is identified in the original adoption assistance agreement as being developmentally disabled or physically handicapped, is between the ages of 18-21, and continues to live at home, may continue to be eligible for the assistance program. F. Right to Appeal. Please refer to the Colorado Department of Human Service Volume VII, Section 7.306.6, regarding the appeal guidelines. G. Adoption Assistance Negotiations. H. Initial Adoption Assistance Negotiations. The Adoption Caseworkers will submit an Adoption Assistance Referral Form to the Adoption Assistance Specialist to start adoption assistance negotiations. 1. The Adoption Caseworkers shall ensure that all supporting documentation of the child's qualifications for an adoption assistance are scanned into the electronic case file for review by the Adoption Assistance Specialist. 2. All negotiations will occur with the Adoption Assistance Specialist rather than the Adoption Caseworker. 3. The Adoption Assistance Specialist shall promptly mail a letter to the prospective adoptive parent(s). The letter will include: a) Statements advising the following: adoption assistance is available under certain circumstances; any adoption assistance must be agreed upon before the Director of Human Services will sign a Consent to Adopt; and the Director of Human Services has the final approval on the amount and kind of adoption assistance. b) A procedure for setting up a time to start adoption assistance negotiations with the Adoption Assistance Specialist and a deadline by which to respond. i. Failure to respond and set up a meeting or phone conference by that time will result in the case being put on hold. ii. Cases where there are meetings scheduled will take priority over cases on hold. iii. If a case is put on hold, the Adoption Assistance Specialist 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. 4. A Weld County Adoption Assistance Information form, WC -A-1, (Exhibit A) explaining the possible assistance that may be available to families. 5. A Special Needs Assessment Worksheet, WC -A-3, (Exhibit C) for the adoptive parent(s) to complete and bring to the adoption assistance meeting. Revised May 202018 Department of Human Services Policies a) This worksheet will outline the special needs of the child that might pose a barrier for the adoption. b) The worksheet will contain 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. c) This documentation may take the form of letters from doctors, therapists, or other professionals. d) The letter will also advise that any negotiations will be postponed until this documentation is available. i i 6. An Adoptive Family Resource Questionnaire, WC -A-4, (Exhibit D) for the adoptive parent(s) to complete and bring to the adoption assistance meeting with their most current Federal tax return. 7. An Adoption Assistance Refusal form which the adoptive parents may sign before a notary indicating that they are declining any assistance. 8. Tax credit information. 9. School Attendance form for the adoptive parents to complete and bring to the adoption assistance meeting. 10. An advisement that the adoptive parents may be represented by an attorney at the meeting at their own cost if they so desire. 11. The Adoption Assistance Specialist will meet with the parent(s) at the scheduled time. The Adoption Assistance Specialist will do the following: a) Review the Weld County Adoption Assistance Information form, WC -A-1, (Exhibit A) with adoptive parents. b) Inform parents of the general maximum monthly maintenance assistance amounts and services available if a child qualifies. c) Review the Adoptive Family Resource Questionnaire, WC -A-4, (Exhibit D) with the adoptive parents. d) Review the Special Needs Assessment form, WC -A-3, (Exhibit C) with the adoptive parents. i. Unless the form is filled out completely and/or all professional documentation is provided, the meeting may be stopped and rescheduled by the Adoption Assistance Specialist until that material is provided by the adoptive parents. 12. The Adoption Assistance Specialist will match the special needs identified for the child or children according to Rule 2.4.10. of the WCDHS Manual and Volume VII of the Colorado Department of Human Services. a) The Adoption Assistance Specialist will develop a proposal to be staffed with the Adoption Assistance Review Team regarding the type and/or amount of assistance that could be offered by WCDHS based on information submitted. Revised May 202018 Department of Human Services Policies i i i b) Once staffed and an adoption assistance proposal is agreed upon by the team, the Adoption Assistance Specialist will send out a completed Adoption Assistance Acknowledgment form (WC -A-2) to the adoptive parents outlining the assistance that is being proposed. c) Note that this offer is not binding on WCDHS until it is approved by the Director of Human Services or designee. 13. If there is an agreement, the adoptive parents will indicate this on the Adoption Assistance Acknowledgment form, WC -A-2, (Exhibit B) by circling "agreed", signing and returning the form to the Adoption Assistance Specialist. a) The Adoption Assistance Specialist will prepare the CW-SA-3 for an initial adoption assistance or the CW-SA-4 form for renewal of adoption assistance, based on the agreement and submit this to the adoptive parent(s) for their signature. b) The signed Adoption Assistance Acknowledgment form will be filed in the electronic adoption assistance file for documentation purposes. 14. If no agreement is reached, the Adoption Assistance Specialist will present his/her recommendations to the Adoption Assistance Review Team for review. a) A determination of whether to attempt to renegotiate or to refer the matter to the Director of Human Services will be made promptly by the review team in consultation with the Human Services Administrator. This decision will be made within 14 days of the date the Adoption Assistance Specialist refers the matter to the Adoption Assistance Review Team. b) The adoptive parents shall be notified by letter from the Adoption Assistance Specialist if the decision is to continue negotiations. 15. When the determination is made that no further negotiations will take place, the adoptive parents shall be advised of WCDHS's final offer in a letter from the Director of Human Services. a) The Adoption Assistance Acknowledgment form, WC -A-2, (Exhibit B) reflecting the final offer, will be sent with the advisement letter informing the adoptive family of their appeal rights and the process for appealing to an administrative law judge (AU) at the Colorado Department of Human Services. b) If the Adoption Assistance Acknowledgment form is received back signed and in agreement, the Adoption Assistance Specialist will proceed as in Step D. 16. If, at any time, the parents request the presence of an attorney at negotiations, the Adoption Assistance Specialist may request that an Assistant County Attorney be present. 17. Adoption assistance applications and renewal forms are not considered final until signed by the Weld County Director of Human Services or designee. I. Adoption Assistance Renewal Negotiations. The Adoption Assistance Specialist and the Adoption Resource Specialist shall review all adoption cases every three years. The adoptive parents may be asked to submit documentation of current special needs. Documentation shall consist of reports or evaluations by independent professionals. Revised May 202018 Department of Human Services Policies 1. All adoption cases will be reviewed annually for Medicaid eligibility as outlined in the Colorado Department of Human Services Volume VII. 2. If the Adoption Assistance Specialist and the Adoption Resource Specialist determine that there may be change in circumstance, procedures will be followed as set out in the initial adoption assistance negotiations to determine the amount of assistance. Documentation shall consist of reports or evaluations by independent professionals. 3. Adoption assistance applications, agreements, and renewal forms are not considered final until signed by the Weld County Director of Human Services or designee. 4. Appeal procedures are as set out for initial adoption assistance negotiations. ( Policy of 1-19-2017(5) ) Revised May 202048 Department of Human Services Policies i Revised May 202018 Field Code Changed • _ Department of Human Services Policies lURe COLORADO Exhibit A DEPARTMENT OF HUMAN SERVICES PO BOX A GREELEY, CO 80632 WEBSITE: www.co.weld.co.us Administration and Public Assistance (970) 352-1551 Child Support (970) 352-6933 WC -A -1 (Revised 812016) WELD COUNTY ADOPTION ASSISTANCE INFORMATION This document is intended to answer "Frequently Asked Questions" about the Adoption Assistance program. 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. Colorado operates two adoption assistance programs: I . Title IV -E program - The Federal government participates in adoption assistance agreements on behalf of children who meet the eligibility criteria for the Title IV - E adoption assistance program. 2. State and County -only (non -IV -El program - The State and County participate in adoption assistance agreements on behalf of children who are not eligible for the Title IV -E program. A child can only be eligible for one type of assistance program. If a child is eligible for adoption assistance, 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 assistance 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. Adoption assistance is a program that provides assistance to adoptive parent(s) in certain defined and limited ways to provide for the needs of an eligible adopted child. Adoption assistance is intended to help or remove financial or other bathers to the adoption of Colorado children with special needs by providing assistance to the parent(s) in caring for and raising the child. Revised May 202018 I Commented [LC]: Delete Exhibits A Department of Human Services Policies Field Code Changed A I Revised May 202018 Department of Human Services Policies Special needs classification A "special need" is one or more of the following special, unusual, or significant factors that act as a barrier to the child's adoption: I) Physical disability (such as hearing, vision, or physical impairment; neurological conditions; disfiguring defects; and, heart defects). 2) Mental disability (such as developmental delay or mental retardation, perceptual or speech/language disability, or a metabolic disorder). 3) Developmental disability resulting in educational delays or significant learning processing difficulties. 4) Educational disability that qualifies for Section 504 of the Rehabilitation Act of 1973 or special education services. 5) Emotional disturbance (such as post -traumatic stress disorder, bi-polar disorder and other diagnoses). 6) Hereditary factors that have been documented by a physician or psychologist. 7) High risk children (such as HIV positive, drug -exposed, or alcohol -exposed in utero). 8) 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. 9) Ethnic background or membership in a minority group which may be difficult to place. Weld County OHS determines the amount and kind of assistance 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) Available public programs for which the child is eligible for shall be used first to address the child's needs. The Department shall utilize financial information regarding the family including assets, liabilities and insurance benefits in negotiating initial agreements and any subsequent increases in adoption assistance. i Revised May 20203.8 Department of Human Services Policies h _ Revised May 202038 f _ Field Code Changed Department of Human Services Policies Adoption Assistance Service Available I. Medicaid a. IV -E eligible children with an effective adoption assistance agreement are eligible for Medicaid in the state they reside. b. An adoption assistance is not required to extend Medicaid coverage. c. Colorado is a member of the Interstate Compact on Adoption and Medical Assistance. d. Medicaid eligibility shall be continued for IV -E eligible children who are out of the home for more than 30 calendar days unless it is determined that they are eligible for Medicaid under another program by completing the SS- I A. Medicaid eligibility for all children receiving Medicaid shall be re -determined yearly only if the child continues to be eligible for Medicaid. This can be done by completing the State prescribed form or completing a form letter that the child(ren) continues to be eligible for Medicaid. This form letter shall be sent to other states by the county department to ensure continuation of Medicaid for a child who is residing out of state. 2. Non -recurring Adoption Expenses - Reimbursement for the following non -recurring adoption expenses, not to exceed $800.00 per child, is available to parents adopting children with special needs: a. Legal fees. b. Adoption fees. c. Other expenses related to the legal adoption of the child(ren). 3. Adoption Assistance - The county department may authorize the following types of adoption assistance agreements: a. Long -Term Adoption Assistance Agreement - To partially meet a child's daily needs on an indefinite basis. A long-term agreement is made when the family's financial situation precludes adoption and is unlikely to change or when a child's needs take an excessive toll on the family's financial and emotional resources. This sort of monthly payment may continue until the family's or child's circumstances change, or the agreement terminates as outlined in Termination of Adoption Assistance, Section 7.306.59, of the Adoption Assistance Agreement rules. The maximum monetary assistance that can be negotiated is as follows: (1) Ages 0-10 $17.0 l /daily* (2) Ages 11-14 $18.81 /daily* (3) Ages 15-21 $20.09 daily* * Additional monetary assistance for Physical/Developmental disability can be negotiated if disability criteria is met. (a) Level 1 - $3.45/daily (b) Level 2 - $4.97/daily i Revised May 202048 Department of Human Services Policies Field Code Changed 1A A _ Revised May 202018 Department of Human Services Policies (c) Level 3 - $6.50/daily b. Time -Limited Adoption Assistance Agreement - 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. Agreement partially covers unmet needs that are time limited and non-renewable. The maximum monetary assistance that can be negotiated is as follows: (1) Ages 0-10 $17.01 /daily* (2) Ages 11-14 S l $.81 /daily* (3) Ages 15-21 $20.09 daily* * Additional monetary assistance for Physical/Developmental disability can be negotiated if disability criteria is met. (a) Level 1 - $3.45/daily (b) Level 2 - $4.97/daily (c) Level 3 - $6.50/daily c. "Dormant" or "Medicaid -Only" Adoption Assistance Agreement - means there is no adoption assistance payment provided at this time. County departments shall document special needs for the child in the services record and in the State Department's automated system that the potential need for financial adoption assistance exists and may need to be activated at a future time. 4. Medical Assistance a. Medical adoption assistance agreements payments are made directly to adoptive parents for a service already received or to a vendor for treatment of a physical or developmental disabilities nr an emotional dichrrhanre A medical adoption assistance agreement shall relate directly to the barrier or barriers identified at the time the initial agreement is approved. b. Medical adoption assistance agreements are not available for treatment of any physical or developmental disability or emotional disturbance diagnosed after finalization of the adoption. c. Medical adoption assistance agreements 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. Medical adoption assistance agreements can only be used for Medicaid cases if the service requested is something that would not be covered under the State Medicaid Plan and relates to the direct barrier/need identified at the time the child is placed for adoption. e. Adoption assistance payments for medical services shall reflect the reasonable costs of those services in the child's community. 5. Reimbursable and Non -Reimbursable Adoption Assistance Case Services Revised May 202048 Department of Human Services Policies Field Code Changed 6 Revised May 2020 Department of Human Services Policies Case services are a type of purchased program services that support a case plan for children in out -of -home placement or an adoption assistance agreement. These 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 assistance agreements. 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 1vill be reimbursable. 2) Eye Glasses Eye glasses are not reimbursable using case services dollars as Medicaid pays for one pair of glasses per year. Payment for additional eye glasses in a year or contacts related to the child's special needs identified at the time of the initial adoption assistance agreement are reimbursable. 3) Medication a. Routine that is not related to the child's special needs - not reimbursable. b. If related to child's 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 adoption assistance. ptapies - speech, vccupdtIona l, anysica a. If not available through other community and family resources - reimbursable. School -age children should receive these services through the school system. b. When these services are available in hospitals and clinics - not reimbursable as Medicaid covers these costs. 5) Special Equipment Special medical needs/equipment, as prescribed by a physician may be reimbursable. For severely physically -challenged children, special exceptions should not exceed $2,000 without a supervisor's 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. Revised May 202018 Department of Human Services Policies Field Code Changed 1x1 A Revised May 20204g Department of Human Services Policies f. Frequency of contact (i.e., once a week, twice a month, etc.). g. Type of therapy being provided (i.e. individual, group, family, etc.). 2) If time -limited out -patient therapy is available using Medicaid - not reimbursable. 3) Day Treatment - not reimbursable as Medicaid provides for this service. 4) Residential Child Care Facility - not reimbursable as Medicaid provides for this service. 5) In Patient Psychiatric Hospitalization - not reimbursable as Medicaid provides for this service. (Children who are Medicaid eligible may receive some in- patient psychiatric services under the Medicaid Program.) 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 assistance 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. Respite and Day Care 1) Respite Care - reimbursable. 2) Day Care - not reimbursable except for IV -E children. If day care services are needed and the child is IV -E eligible at the time of adoption, the family should be referred for day care services as they are eligible for Title XX services. E. Other Adoption Assistance Case Services Adoption assistance case services for either IV -E or non -IV -E may be provided for a specified time to provide needed services, such as, but not limited to, transportation to facilitate adoptive placement. It is required that these time - limited services/funds are clearly provided on a case -by -case basis. This requirement must be clearly documented in the agreement. 6. Termination of adoption assistance agreement The county department shall terminate adoption assistance agreements 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 a developmental or physical disability which warrants continuation of assistance; or, Revised May 202018 Department of Human Services Policies Field Code Changed th Revised May 202018 Department of Human Services Policies 3) Adoptive parent(s) are no longer legally responsible for the support of the child; or, 4) Child is no longer receiving any support from the adoptive family; or, 5) County of responsibility verifies the child's death, or marriage. 7. Continuing adoption assistance beyond age eighteen I) If a child is 18 years of age and has not graduated with a high school equivalency, the county may continue the assistance under the State /County -only program until the child finishes high school or is 19 years of age. At 19 years of age, the assistance 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 an assistance. 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 assistance may depend on available county funds. 2) If the child is eligible for a Title IV -E adoption assistance until the age of eighteen (18), that agreement shall be terminated. Any new non -Title IV -E agreement must be signed by all parties prior to the child's 18`h birthday. 3) A child who is identified in the original assistance 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. 4) Children who have emancipated from an adoption assistance agreement are eligible to continue Medicaid until the age of 21. Once emancipated, the child's adoption assistance agreement will be terminated and emancipation Medicaid will be opened until the child reaches 21. 8. Review of eligibility for all ongoing adoption assistance agreements 1) The County shall initiate the written notice of the review for adoption assistance sixty (60) days prior to the three year anniversary of the agreement. 2) The adoptive family may request a review of the agreement prior to the three-year review if changes in the needs of the child or family circumstances occur. 3) Any changes in the needs of the child shall relate to the original barrier(s), identified at the time the decision was made that adoption assistance was needed. The County shall not add additional needs for adoption assistance payments after the adoption decree has been issued unless genetic in nature. i Revised May 202018 Department of Human Services Policies f Field Code Changed Revised May 202018 i Department of Human Services Policies 9. Reinstatement of adoption assistance h) Non -Title IV adoption assistance agreements may be reinstated if the services requested relate to the child's special needs which were identified at the time of the original adoption assistance. 2) Reinstatement of adoption assistance agreements is not possible if the original adoptive parents no longer have legal custody of the child. 3) When adoptive parents have relinquished, have had their parental rights terminated, or have died and the child is placed in a subsequent adoptive placement, then the child retains eligibility for reinstatement of the adoption assistance agreement in his/her new adoptive placement. 10. Right to appeal I) When the county department denies an application for adoption assistance, or reduces or terminates the adoption assistance, the applicant or recipient shall have a right to appeal. See Section 3.850 of the Income Maintenance Staff manual on Appeal and State Hearing (9 CCR 2503-1) 2) When a family who has been denied Title 1V -E Adoption Assistance 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 assistance was determined correctly. (See Colorado Department of Human Services Vol. 7, Section 730641, E, for fair hearing circumstances) 3) The adoptive parents have the burden of proving extenuating circumstances and adoption assistance eligibility at a state level Fair Hearing. The State and/or its designee can provide factual information to assist the family in establishing eligibility for Title 1V -E adoption assistance. 4) When either State or Federal law requires or results in a reduction or deletion of services, a hearing need not be granted. 11. Post adoption programs/tax credit Children adopted through the child welfare system and are determined to have special needs may qualify for: I ) Post adoption programs through other resources. (e.g. Colorado Post -Adoption Resource Center) 2) Federal adoption tax credit. (Please consult your tax accountant regarding eligibility guidelines) Revised May 202018 Department of Human Services Policies For additional information on post adoption programs please contact: Lisa Travis Weld County Department of Human Services Adoption Resource Specialist (970) 352-1551 Ext. 6257 By signing below, I attest that I have read and initialed each page and understand the Weld County Department of Human Services Adoption Assistance Policy. Adoptive Parent Signature fate Adoption Assistance Specialist Date Revised May 202018 Adoptive Parent Signature Date Field Code Changed Department of Human Services Policies Field Code Changed Revised May 202018 Department of Human Services Policies i Weld County Department of Human Services Adoption Subsidy Information Acknowledgment WC -A-2 (8/2016) Identified below are the proposed Adoption Assistance benefits for your child. Please review each of the possible benefit categories being offered. At the bottom of this form you will need to CHECK Agree or Disagree, sign and date before returning the form to the County Adoption Assistance Negotiator. If you do not agree with the following proposal you will need to attach a letter documenting the exact benefits you are requesting, including a specific dollar amount if applicable, how the requested benefits will be used to address your child's special needs, and any other relevant information that will need to be taken into consideration for negotiations. Please be advised that per Human Services Division Policies and Procedures 2.324.7 (C)(4) this initial proposal is not binding and is subject to final approval by the Director of Human Services. Once an agreement has been reached, the formal state Adoption Assistance Agreement forms will be generated and processed for all required signatures and approval. I. Adoption Expenses - ❑ Eligible ❑ Ineligible Non -Recurring Adoption Expenses (applicable for initial agreement only). There is an $$00 ceiling for non -recurring adoption expenses for legal and adoption fees. 2. Medicaid - ❑ Eligible ❑ Ineligible Program Type: ❑ Title 1V -E Assistance ❑ State/County Adoption Assistance 3. Maintenance - Program Type: n Title IV -E Assistance ❑ State/County Adoption Assistance Maintenance Type: (Select one) A. Medicaid Only (Dormant) ❑ Medicaid only adoption assistance 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 this is a Medicaid only adoption assistance agreement, it will be reviewed as the child ages or the family circumstances change. B. Time -Limited — Duration/Stipulations: *Monthly Rate $ C. Long -Term (ongoing) *Monthly Rate S *Assistance payments are paid based on a daily rate (as reflected below); monthly rates shown are approximate amounts only and may vary from month to month. Revised May 202048 Total Daily Rate: $ [Commented [LC2]: Delete Exhibit B I { • i Department of Human Services Policies 4. Adoption Case Services ❑ Not applicable at this time ❑ One -Time ❑ Ongoing (Description): 5. Other (Description): lA'Ve do hereby acknowledge receipt of the information pertaining to the Adoption Assistance Program and have discussed an adoption subsidy with the county negotiator. I/We do hereby, AGREE ri DISAGREE (I. on the above proposed adoption assistance benefits, relative to adopting Adoptive Parent Signature Date Adoptive Parent Signature Date County Negotiator Signature Date The offer contained on this acknowledgment form is not considered final until the CWSA-1& 2 and CW-SA 3 are approved and signed by the Weld County Director of Human Services. Revised May 202018 Field Code Changed Department of Human Services Policies [ Field Code Changed a I Revised May 202018 Department of Human Services Policies i SPECIAL NEEDS ASSESSMENT WORKSHEET FOR ADOPTION ASSISTANCE WC -A-3 (8/2016) 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 assistance ? If yes, please explain. * * * Please include professional documentation on questions answered "Yes". (i.e. letters from doctors, therapist, etc.) Revised May 202018 Commented [LC3]: Delete Exhibit C Department of Human Services Policies i Revised May 202018 Field Code Changed Department of Human Services Policies i ADOPTIVE FAMILY RESOURCE QUESTIONNAIRE WC -A-4 (Revised 8/2016) Adoptive child's name: Date: Please complete the following questions regarding your family resources. I) What is your family's gross monthly income? (Do not include foster or adoption assistance payments)S 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 and identify the amount: 6) What financial resources, other than your income, are available to meet the child's needs? (Indicate amount by appropriate category) 5 SSD (disability of parent) include a copy of letter from Social Security Admin. (SSA) S SSA (survivor's/death of birth parent) include copy of the letter from SSA. 5 SSA (child's disability) include a copy of the letter from SSA. $ Child Support (being received by adoptive family) S Other (Specify) 7) Will the child become eligible for additional benefits based on adoption by you? (Indicate the kind 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 assistance/or services are being requested please indicate the reason and provide documentation for the request) Attach additional pages if needed. 9) Will the child being adopted be added to your medical insurance policy? Yes If yes, please complete the following: Effective Date of Child' Coverage: Name of the Insurance Company: Address (street, city, state, zip): Name of Policy Holder: Revised May 2020-18 Commented [LC4]::'Delete Exhibit D Department of Human Services Policies Field Code Changed x .a Revised May 202048 i Department of Human Services Policies Social Security Number: Group/Plan #: Policy ID#: 10) Are you capable of providing for and meeting your child's special needs without adoption assistance? No Optional Comments: II) Do you feel finances are a barrier to your ability to meet the special needs of your child? (Not including basic needs or expected parental responsibilities, such as food, shelter, clothing, child care, extracurricular activities, education expenses, etc.) No Optional Comments: 12) lfa monetary payment is being requested please indicate the exact amount, the reason for the request, and details of how the money will be spent. Please provide supporting documentation that the assistance you are requesting is required to address your child's special needs and that Medicaid and/or other community resources have been exhausted. (Attach aelditivital page if «c-etied.) 13) Do you require a specific service to be provided and/or paid for to meet your child's special needs on a short term basis and for a limited period of time? No If yes, please indicate the exact cost of the service, the provider, company or organization being used, and the length of time the service is needed. Please provide supporting documentation that the service provided is required to address your child's special needs. (Attach additional page if needed.) Revised May 202018 Department of Human Services Policies Field Code Changed i 1 Revised May 202018 Department of Human Services Policies i REFUSAL OF ADOPTION ASSISTANCE • UWe, do affirm that on this day Name of Adoptive Parents Date The Weld County Department of Human Services has informed me of the availability of an adoption assistance in the adoption of . I have Child/Children's Name conferred with my legal council. and I do acknowledge that adoption assistance is optional. At this time, I am informing you of my refusal of any adoption assistance that the Weld County Department Human Services has advised me of. Adoptive Parent Signature Date Notary Signature Date Notary Seal My commission Expires: Revised May 202048 Adoptive Parent Signature Date Department Signature Date Commented [LC5I: Delete Exhibit E • Department of Human Services Policies CHAPTER 2 — Child Welfare ARTICLE IV — Adoption Sec. 2.4.10. — Adoption Assistance Program A. Purpose. Available public programs for which the child is eligible for shall be used first to address the child's needs before an adoption assistance agreement is negotiated. B. Adoption Assistance. WCDHS shall utilize financial information regarding the family including assets, liabilities and insurance benefits in negotiating initial agreements and any subsequent increases in adoption assistance. 1. The Adoption Assistance Review team, which consists of the Resource Manager, Financial Supervisor, Adoption Supervisor and County Attorney shall review and draft proposals for all adoption assistance requests submitted by the Adoption Assistance Specialist. 2. WCDHS determines the amount and kind of assistance based on the following: a) The child's documented special needs at the time of the adoptive placement. (Please refer to the Colorado Department of Human Services, Volume VII, Section 7.306.4 A (d) for qualifying special needs factors and conditions.) b) The adoptive family's circumstances. c) Available public programs for which the child is eligible for shall be used first to address the child's needs. 3. Adoption assistance payments may be made directly to the family to partially assist with expenses related to the child given the circumstances of the adoptive parent(s). a) The adoptive parents are not required to account for how the money is spent. 4. The maximum adoption assistance payment to adoptive parents shall be the County Basic Maintenance rate, referenced in Section 2.3.330., and is based on the age of the child at the time the adoption assistance agreement is signed. a) The monthly respite care payment that is provided under the foster care program is not a benefit under the adoption assistance program. b) Once a monetary adoption assistance rate is established, this rate is not eligible for cost of living increases. 5. WCDHS may consider the additional needs of the child to determine if the Special Needs Rate for the developmentally disabled and physically disabled apply. (Referenced in Section 2.3.330.) 6. In addition to the adoption assistance payment, WCDHS may also provide adoption assistance case services on behalf of the child. a) Please refer to Colorado Department of Human Services, Volume VII, Section 7.306.52 for allowable Case services. b) WCDHS shall consider the monetary value of these services when negotiating the amount it will pay in adoption assistance payments to adoptive parents. Revised June 2020 Department of Human Services Policies C. Reviews. Adoption assistance shall be reviewed every three years. WCDHS shall initiate the Adoption Assistance Review form, CWSA-4, as a written notice of the review sixty (60) days prior to the three (3) -year anniversary of the agreement. 1. WCDHS may renegotiate the current rate at the time of each review. a) Any changes in the needs of the child shall relate to the original barrier(s), identified at the time the decision was made that adoption assistance was needed. b) If it is determined that there is no current need for a cash payment for a special needs child, a dormant assistance will be established. c) This review is to determine if the amount and/or kind of adoption assistance is still appropriate given the child's needs and the circumstances of the parents. Documentation of any change of circumstance shall be required. 2. The adoptive family may request a review of the agreement prior to the three (3) -year review, if changes in the needs of the child or family circumstances occur. 3. The Adoption Assistance Review team, shall review and draft proposals for all adoption assistance renegotiation requests submitted by the Adoption Assistance Specialist. 4. The adoption assistance subsidy may be suspended if the completed and signed Adoption Assistance Review form, CWSA-4, is not received by the three-year anniversary of the agreement. D. Termination. Weld County DHS will terminate adoption assistance payments when: 1. The family requests payments end; or 2. Child reaches age eighteen (18) or age twenty-one (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. 6. Please refer to the Colorado Department of Human Services Volume VII, Section 7.306.59(B) on termination procedures for adoption assistance payments, adoption Case services and Medicaid adoption assistance agreements. E. Continuing Adoption Assistance Agreements Beyond Age Eighteen (18). If a child is eighteen (18) years of age and has not graduated with a high school equivalency, the county may continue the assistance under the original program until the child finishes high school or is nineteen (19) years of age. 1. At nineteen (19) years of age, the assistance terminates regardless if the child is still in high school. 2. Post -high school vocational schools or college classes do not qualify for the continuance of an adoption assistance. 3. The adoptive parents shall provide documentation that the child is enrolled full-time in high school and making progress in the program. Revised June 2020 Department of Human Services Policies 4. Continuation of the assistance may depend on available funds. 5. A child who is identified in the original adoption assistance agreement as being developmentally disabled or physically handicapped, is between the ages of 18-21, and continues to live at home, may continue to be eligible for the assistance program. F. Right to Appeal. Please refer to the Colorado Department of Human Service Volume VII, Section 7.306.6, regarding the appeal guidelines. G. Adoption Assistance Negotiations. H. Initial Adoption Assistance Negotiations. The Adoption Caseworkers will submit an Adoption Assistance Referral Form to the Adoption Assistance Specialist to start adoption assistance negotiations. 1. The Adoption Caseworkers shall ensure that all supporting documentation of the child's qualifications for an adoption assistance are scanned into the electronic case file for review by the Adoption Assistance Specialist. 2. All negotiations will occur with the Adoption Assistance Specialist rather than the Adoption Caseworker. 3. The Adoption Assistance Specialist shall promptly mail a letter to the prospective adoptive parent(s). The letter will include: a) Statements advising the following: adoption assistance is available under certain circumstances; any adoption assistance must be agreed upon before the Director of Human Services will sign a Consent to Adopt; and the Director of Human Services has the final approval on the amount and kind of adoption assistance. b) A procedure for setting up a time to start adoption assistance negotiations with the Adoption Assistance Specialist and a deadline by which to respond. i. Failure to respond and set up a meeting or phone conference by that time will result in the case being put on hold. ii. Cases where there are meetings scheduled will take priority over cases on hold. iii. If a case is put on hold, the Adoption Assistance Specialist 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. 4. A Weld County Adoption Assistance Information form, WC -A-1, explaining the possible assistance that may be available to families. 5. A Special Needs Assessment Worksheet, WC -A-3, for the adoptive parent(s) to complete and bring to the adoption assistance meeting. a) This worksheet will outline the special needs of the child that might pose a barrier for the adoption. b) The worksheet will contain 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. Revised June 2020 Department of Human Services Policies c) This documentation may take the form of letters from doctors, therapists, or other professionals. d) The letter will also advise that any negotiations will be postponed until this documentation is available. 6. An Adoptive Family Resource Questionnaire, WC -A-4, for the adoptive parent(s) to complete and bring to the adoption assistance meeting with their most current Federal tax return. 7. An Adoption Assistance Refusal form which the adoptive parents may sign before a notary indicating that they are declining any assistance. 8. Tax credit information. 9. School Attendance form for the adoptive parents to complete and bring to the adoption assistance meeting. 10. An advisement that the adoptive parents may be represented by an attorney at the meeting at their own cost if they so desire. 11. The Adoption Assistance Specialist will meet with the parent(s) at the scheduled time. The Adoption Assistance Specialist will do the following: a) Review the Weld County Adoption Assistance Information form, WC -A-1, with adoptive parents. b) Inform parents of the general maximum monthly maintenance assistance amounts and services available if a child qualifies. c) Review the Adoptive Family Resource Questionnaire, WC -A-4, with the adoptive parents. d) Review the Special Needs Assessment form, WC -A-3, with the adoptive parents. i. Unless the form is filled out completely and/or all professional documentation is provided, the meeting may be stopped and rescheduled by the Adoption Assistance Specialist until that material is provided by the adoptive parents. 12. The Adoption Assistance Specialist will match the special needs identified for the child or children according to Rule 2.4.10. of the WCDHS Manual and Volume VII of the Colorado Department of Human Services. a) The Adoption Assistance Specialist will develop a proposal to be staffed with the Adoption Assistance Review Team regarding the type and/or amount of assistance that could be offered by WCDHS based on information submitted. b) Once staffed and an adoption assistance proposal is agreed upon by the team, the Adoption Assistance Specialist will send out a completed Adoption Assistance Acknowledgment form (WC -A-2) to the adoptive parents outlining the assistance that is being proposed. c) Note that this offer is not binding on WCDHS until it is approved by the Director of Human Services or designee. Revised June 2020 Department of Human Services Policies 13. If there is an agreement, the adoptive parents will indicate this on the Adoption Assistance Acknowledgment form, WC -A-2, by circling "agreed", signing and returning the form to the Adoption Assistance Specialist. a) The Adoption Assistance Specialist will prepare the CW-SA-3 for an initial adoption assistance or the CW-SA-4 form for renewal of adoption assistance, based on the agreement and submit this to the adoptive parent(s) for their signature. b) The signed Adoption Assistance Acknowledgment form will be filed in the electronic adoption assistance file for documentation purposes. 14. If no agreement is reached, the Adoption Assistance Specialist will present his/her recommendations to the Adoption Assistance Review Team for review. a) A determination of whether to attempt to renegotiate or to refer the matter to the Director of Human Services will be made promptly by the review team in consultation with the Human Services Administrator. This decision will be made within 14 days of the date the Adoption Assistance Specialist refers the matter to the Adoption Assistance Review Team. b) The adoptive parents shall be notified by letter from the Adoption Assistance Specialist if the decision is to continue negotiations. 15. When the determination is made that no further negotiations will take place, the adoptive parents shall be advised of WCDHS's final offer in a letter from the Director of Human Services. a) The Adoption Assistance Acknowledgment form, WC -A-2, reflecting the final offer, will be sent with the advisement letter informing the adoptive family of their appeal rights and the process for appealing to an administrative law judge (AU) at the Colorado Department of Human Services. b) If the Adoption Assistance Acknowledgment form is received back signed and in agreement, the Adoption Assistance Specialist will proceed as in Step D. 16. If, at any time, the parents request the presence of an attorney at negotiations, the Adoption Assistance Specialist may request that an Assistant County Attorney be present. 17. Adoption assistance applications and renewal forms are not considered final until signed by the Weld County Director of Human Services or designee. I. Adoption Assistance Renewal Negotiations. The Adoption Assistance Specialist and the Adoption Resource Specialist shall review all adoption cases every three years. The adoptive parents may be asked to submit documentation of current special needs. Documentation shall consist of reports or evaluations by independent professionals. 1. All adoption cases will be reviewed annually for Medicaid eligibility as outlined in the Colorado Department of Human Services Volume VII. 2. If the Adoption Assistance Specialist and the Adoption Resource Specialist determine that there may be change in circumstance, procedures will be followed as set out in the initial adoption assistance negotiations to determine the amount of assistance. Documentation shall consist of reports or evaluations by independent professionals. Revised June 2020 Department of Human Services Policies 3. Adoption assistance applications, agreements, and renewal forms are not considered final until signed by the Weld County Director of Human Services or designee. 4. Appeal procedures are as set out for initial adoption assistance negotiations. Revised June 2020 PRIVILEGED AND CONFIDENTIAL MEMORANDUM DATE: June 11, 2020 TO: Board of County Commissioners — Pass -Around FR: Jamie Ulrich, Director, Human Services RE: Weld County Department of Human Services' Child Welfare Request to Approve Out -of -Home (OOH) State Licensed Provider Department Policy Updates, Contract Template County Exhibits, Provider List, and Associated Rates for SFY 2020-21. Please review and indicate if you would like a work session prior to placing this item on the Board's agenda. Request Board Approval of Department's Child Welfare Out -of -Home (OOH) State Licensed Provider Department Policy Updates, Contract Template County Exhibits, Provider List, and Associated Rates for SFY 2020-21. The State requires Counties to enter into agreements with providers for the purchase of out -of - home (OOH) placement services and has established the Agreement to Purchase Out -of -Home Placement Services SS23A as the State prescribed agreement for these services. Counties are unable to alter the State SS23A agreement, therefore Weld County has chosen to add County specific requirements for these providers within the specified exhibits. Listed below and attached for your reference are the proposed updates to the Department's policy, the SS23A exhibits for the purchase of OOH placement services, and provider lists. The updated policies and templates have been reviewed by Assistant County Attorney, Gabe Kalousek, and have been approved for use for the 2020-21 contract year. Upon approval of the Board, individual agreements will be issued and processed through the CMS process. The service rate will be the Contractor's base anchor rate as outlined by the Colorado Office of Children, Youth & Families Division of Child Welfare, unless the Contractor and County have agreed to utilize the Inventory for Client and Agency Planning (ICAP) assessment and corresponding rate structure for children who have significant intellectual or developmental disabilities or intensive medical or physical needs. The term of these agreements will be from July 1, 2020 to June 30, 2021. The following information is attached for your review: State Licensed Providers Child Placement Agencies (CPA) and Treatment Foster Care - 1. Updated Department Policy 2.3.320 (tracked and final version). 2. SS23A Agreement to Purchase OOH Placement Services with CPA and Treatment Foster Care provider Exhibit. 3. List of CPA and Treatment Foster Care State Licensed OOH placement providers for SFY 20-21. State Licensed Providers Group Home/Group Center 1. Updated Department Policy 2.3.140 (tracked and final version). 2. SS23A Agreement to Purchase OOH Placement Services with Group Home/Group Center provider Exhibit. 3. List of Group Home/Group Center State Licensed OOH Placement providers for SFY 20-21. State Licensed Providers Residential Child Care Facilities (RCCF) I. Updated Department Policy 2.3.150 (tracked and final version). 2. SS23A Agreement to Purchase OOH Placement Services with RCCF provider Exhibit. 3. List of RCCF State Licensed OOH Placement providers for SFY 20-21. Pass -Around Memorandum; June 11, 2020 — Not in CMS Page 1 PRIVILEGED AND CONFIDENTIAL The Joint Budget Committee has indicated there may be changes to the OOH provider base anchor rates for SFY 2020-21, but the Department has not received official notification at this time. I do not recommend a Work Session. I recommend approval of these Policies, use of the Contract Template County Exhibits, Provider rates, and listed OOH State Licensed Providers, and authorize the Chair to sign approved agreements. Mike Freeman, Chair Scott James Barbara Kirkmeyer Steve Moreno, Pro-Tem Kevin Ross Approve Schedule Recommendation Work Session Other/Comments: Pass -Around Memorandum; June 1 1 , 2020 — Not in CMS Page 2 Sec. 2.3.320. - Out Of Home Placement With State Licensed Child Placement Agency - Foster Care Homes. A. The Department shall reimburse a State licensed Child Placement Agency (CPA) provider if such provider meets the State requirements for a State Licensed Provider as established in Colorado State Rule, Section 7.417.2, Volume VII, Human Services Programs. B. As rcctt4ced by C.R.S. 26-5 104; tThe Department will pay the State determined rates that are entered into the State automated tracking system. If the child has Intellectual or Developmental Disabilities or intensive medical/physical needs or limitations that interfere with daily life functioning the Inventory for Client and Agency Planning ;ICAP) assessment will be completed to determine the rate Iperl the attached rate schedule. negotiate rates The Department may negotiate; Core services and outcomes with providers based on the needs of the child.as outlined in the submitted Rate Setting Methodology that has boon approved is approved by the Boom of Weld County Co m-r-ni ssioneFc (BOCC) arid -the -State. C. The Department will enter into yearly contracts with each State licensed CPA provider that the Department utilizes. The contracts will be in force from July 1, the start of the State Fiscal Year, to June 30, the end of the State Fiscal Year. D. The Child We fare P acement Contract Coordinator Contract Management Team will initiate and -m-a44 send out to providers the State prescribed SS -23A, Agreement to Purchase Service, as outlined in the Colorado State Rules, Section 7.304(G) and Section 7.304.661 of Volume VII. Exhibits within the SS -23A shall reflect the daily rate to be paid for each child placed with the contracted provider for that particular State Fiscal Year. Provider rates reflected within Exhibits of the SS -23A may consist of State set rates or County specific negotiated rates approved by the BOCC. E. Once the signed contracts have been received from providers, the State prescribed SS -23A, Agreement to Purchase Service, with Exhibits, will be approved and signed by the Department of Human Services Director and the Board of County Commissioners (BOCC). F. Upon request,P providers will be mailec sent a fully executed electronic copy of the SS -23A, Agreement to Purchase Service., for their records. G. All original contracts will be scanned and stored in the official County records system maintained by the Clerk to the Board of the Board Of County Commissioners. for Welc County Government. The C-hild We fare Financial Unit vill-notify the Human Services Administrator, or designee, if a provider is reques-ing reimbursement anc coes not lave a current signet contract. Payment cannot be authorizec to tie provicer unti tie requirec contract is provided to tie Cii c We fare=inancial Unit. ( Policy of 1-19-2017(1) ) efr. 2.3.320.1. --State Licensed Child Placement Agency - Foster Care Reimbursement. A. The State determined rates that are entered into the State automated tracking system will be paid . If the child has Intellectual or Developmental Disabilities or intensive medical/physical needs or limitations that interfere with daily life functioning, the Inventory for Client and Agency Planning (ICAP) assessment will be completed to determine the rate Iperi the -attached rate schedale.A child specific Needs Based Care (NBC) assessment shall be used to determ-ine levels of care for any foster care placement made within a State licensed Child Placement Agency (CPA). B. A-60 day a sse`s-sm-e-n-t-peried-vv ll be _ i-n—p-laeo for a ll-new-placements-i-n-te tloo-ate-r care .level. _ T-he- as✓csernen period will a loves the Department and providers to-gatherper inent information on -the true needs -of the child. During the 60 day assessment period, the assessment level rate will -be paid to -the -provider unless otherwise negotiated - Commented [LC1]: Add language - ...WCDHS policy 2.3.330 Exhibit B — ICAP Rate Table. Commented [LC2]: Add language - _..WCDHS policy 2.3.330 Exhibit B — ICAP Rate Table. C. After -the -6-0 day assessment -period, the Need-s-Bacec Care assessment shall be-cem-pal-et-ed b- e Child 1V/elfare Placement Contract Coordinator based on information obtained from the -foster ca -re provider, Department staff and CPA staff. D. The levels of care and rates are determined based on the assessment information and shall -b mutually agreed to by both the Department and the CPA, and documented on the Needs Based Gar-e--Addend-um sign d by -all parties. EE. The State determined rates that are entered into the State automated tracking system or the ICAP rates [perk the attached -Fate schedule-I4eed-s-Based-Care-ca-te-tab-I•e, as--ou•tli•ned-in-seetion-2-3-2-2T shall be used to reimburse providers within the available appropriation and may be made up of the following components: 1. Child Maintenance - is a reimbursement for the basic needs of a child placed in any foster care facility. Basic child maintenance needs include but are not limited to: food, clothing, shelter, education, personal supplies and allowance. An additional difficulty of care and/or medical needs component, as determined by the assessment, may be added within the child maintenance rate. 2. Respite Care - is a reimbursement for costs associated with the temporary supervision of foster care children in the foster care home. Respite care is reimbursed at $.66/day, unless otherwise negotiated. 3. Administrative Maintenance - is a reimbursement to the placement agency for general and administrative overhead, and case management services provided to the children in foster care. 4. Administrative Services - is a reimbursement for therapeutic services not covered by Medicaid. Children who are eligible for the Children's Habilitation Residential Program (CHRP) waiver and who are placed in a CHRP approved homer —will be reimbursed at the current Sec-ial Secu-rity Disability State approved rates as determined by the Inventory for Client and Agency Planning (ICAP) assessment completed by the Community Center Board 'GCB) and billable through the MMIS State Medicaid system. -by --the County and all otier services costs shall be the responsibility --of the -provider -to btfl-icwo-ugh-the -MM-I-S State Med-icaid--sus-t-em. For children who are eligible for CHRP, but who are not placed in a CHRP eligible home, the County will complete the ICAP to determine the rate per} -the attached rate schedule. GG. Children placed within a State Licensed Child Placement Agency (CPA) foster care home are not eligible to receive a clothing allowance as this expense is included within the child maintenance portion of the reimbursement noted in Section F. -H-H. Medicaid co -pays may be reimbursed to CPA foster care providers for youth in placement from the age of 19 to 21, if: 1. an original receipt is submitted to the Department listing the co -pay amount(s) and child's name; and 2. the receipt is turned in within 60 days after the co -pay was made. I. Medical expenses may be reimbursed to CPA -fester care providers it . the foster -care child is -not -eligible -for -Medicaid; and 2. an origi-nal receipt is submitted to the Department ['sting the child's name, medical expense a-mount(s)-and-scr-vice; and 3. the--rec-ei-pt4s-turned-in-w h -in 6Q-d-ays-after-the-e-xpen-le-. was incurred-.- ( Policy of 1-19-2017( ) 2.3.320.2. - Rate Re -Evaluation and Adjustment. Commented [LC3]: Add language - ...WCDHS policy 2.3.330 Exhibit B — ICAP Rate Table. Commented [LC4]: Add language - ...WCDHS policy 2.3.330 Exhibit B — ICAP Rate Table. Formatted: listO j A. All rates/services may be re -negotiated at any time based upon the changing needs of the child. B. Rates/-sServices may be re-evaluated a minimum of every six months by the Child Welfare Mental Health Professionals and the Quality Assurance SupervisorRI-acement Contract Coordinator and the Financial Supervisor, in collaboration with Department staff, foster care providers, and CPA staff. ( Policy of 1-19-2017(1) ) Department of Human Service Policies CHAPTER 2 - CHILD WELFARE ARTICLE III — Foster/Kinship Sec. 2.3.320. — State Licensed Child Placement Agency (CPA) — Foster Care Homes. A. Introduction State licensed CPAs will serve as alternative placements, as well as step down from Group Home/Group Center and Residential Child Care Facility placements for difficult children/adolescents. The Department will contract with State licensed CPA providers as indicated in Colorado State Rule, Volume VII. B. CPA Provider Reimbursement. 1. The Department shall reimburse a State licensed CPA provider if such provider meets the State requirements as set forth and established in Colorado State Rule, Section 7.417.2, Volume VII. 2. The Department will pay the State determined rates that are entered in the State automated tracking system. If the child has Intellectual or Developmental Disabilities or intensive medical/physical needs or limitations that interfere with daily life functioning, the Inventory for Client and Agency Planning (ICAP) assessment will be completed to determine the rate per WCDHS policy 2.3.330 Exhibit B-ICAP Rate Table. The Department may negotiate Core services and outcomes with providers based on the needs of the child. 3. The State determined rates that are entered into the State automated tracking system or the ICAP rates per WCDHS policy 2.3.330 Exhibit B-ICAP Rate Table shall be used to reimburse providers within the available appropriation and may be made up of the following components: a) Child Maintenance - is a reimbursement for the basic needs of a child placed in any foster care facility. Basic child maintenance needs include but are not limited to: food, clothing, shelter, education, personal supplies and allowance. An additional difficulty of care and/or medical needs component, as determined by the assessment, may be added within the child maintenance rate. b) Respite Care - is a reimbursement for costs associated with the temporary supervision of foster care children in the foster care home. Respite care is reimbursed at $.66/day, unless otherwise negotiated. c) Administrative Maintenance - is a reimbursement to the placement agency for general and administrative overhead, and case management services provided to the children in foster care. Revised June 2020 Department of Human Service Policies d) Administrative Services - is a reimbursement for therapeutic services not covered by Medicaid. 4. Children who are eligible for the Children's Habilitation Residential Program (CHRP) waiver and who are placed in a CHRP approved home will be reimbursed at the current State approved rates as determined by the Inventory for Client and Agency Planning (ICAP) assessment completed by the Community Center Board (CCB) and billable through the MMIS State Medicaid system. For children who are eligible for CHRP, but who are not placed in a CHRP eligible home, the County will complete the ICAP to determine the rate per WCDHS policy 2.3.330 Exhibit B-ICAP Rate Table. 5. Children placed within a State Licensed CPA foster care home are not eligible to receive a clothing allowance as this expense is included within the child maintenance portion of the reimbursement noted in paragraph 3(a). 6. Medicaid co -pays may be reimbursed to CPA foster care providers for youth in placement from the age of 19 to 21, if: a) an original receipt is submitted to the Department listing the co -pay amount(s) and child's name; and b) the receipt is turned in within 60 days after the co -pay was made. 7. The Department will enter into yearly contracts with each State licensed CPA provider that the Department utilizes. The contracts will be in force from July 1, the start of the State Fiscal Year, to June 30, the end of the State Fiscal Year. 8. The Contract Management Team will initiate and send out to providers the State prescribed SS -23A, Agreement to Purchase Service, as outlined in the Colorado State Rules, Section 7.304(G) and Section 7.304.661 of Volume VII. Exhibits within the SS - 23A shall reflect the daily rate to be paid for each child placed with the contracted provider for that particular State Fiscal Year. Provider rates reflected within Exhibits of the SS -23A may consist of State set rates or County specific negotiated rates approved by the Board of County Commissioners (BOCC). 9. Once the signed contracts have been received from providers, the State prescribed SS - 23A, Agreement to Purchase Service, with Exhibits, will be approved and signed by the Department of Human Services Director and the BOCC. Providers will be sent a fully executed electronic copy of the SS -23A, Agreement to Purchase Service. 10. All original contracts will be scanned and stored in the official County records system maintained by the Clerk to the Board of the Board Of County Commissioners. Revised June 2020 Department of Human Service Policies C. CPA Rate Re -Evaluation and Adjustment. 1. All services may be re -negotiated at any time based upon the changing needs of the child. 2. Services may be re-evaluated a minimum of every six months by the Child Welfare Mental Health Professionals and the Quality Assurance Supervisor in collaboration with Department staff, foster care providers, and CPA staff. Revised June 2020 PRIVILEGED AND CONFIDENTIAL, MEMORANDUM DATE: June 11, 2020 TO: Board of County Commissioners — Pass -Around FR: Jamie Ulrich, Director, Human Services RE: Weld County Department of Human Services' Child Welfare Request to Approve Out -of -Home (OOH) State Licensed Provider Department Policy Updates, Contract Template County Exhibits, Provider List, and Associated Rates for SFY 2020-21. Please review and indicate if you would like a work session prior to placing this item on the Board's agenda. Request Board Approval of Department's Child Welfare Out -of -Home (OOH) State Licensed Provider Department Policy Updates, Contract Template County Exhibits, Provider List, and Associated Rates for SFY 2020-21. The State requires Counties to enter into agreements with providers for the purchase of out -of - home (OOH) placement services and has established the Agreement to Purchase Out -of -Home Placement Services SS23A as the State prescribed agreement for these services. Counties are unable to alter the State SS23A agreement, therefore Weld County has chosen to add County specific requirements for these providers within the specified exhibits. Listed below and attached for your reference are the proposed updates to the Department's policy, the SS23A exhibits for the purchase of OOH placement services, and provider lists. The updated policies and templates have been reviewed by Assistant County Attorney, Gabe Kalousek, and have been approved for use for the 2020-21 contract year. Upon approval of the Board, individual agreements will be issued and processed through the CMS process. The service rate will be the Contractor's base anchor rate as outlined by the Colorado Office of Children, Youth & Families Division of Child Welfare, unless the Contractor and County have agreed to utilize the Inventory for Client and Agency Planning (ICAP) assessment and corresponding rate structure for children who have significant intellectual or developmental disabilities or intensive medical or physical needs. The term of these agreements will be from July 1, 2020 to June 30, 2021. The following information is attached for your review: State Licensed Providers Child Placement Agencies (CPA) and Treatment Foster Care 1. Updated Department Policy 2.3.320 (tracked and final version). 2. SS23A Agreement to Purchase OOH Placement Services with CPA and Treatment Foster Care provider Exhibit. 3. List of CPA and Treatment Foster Care State Licensed OOH placement providers for SFY 20-21. State Licensed Providers Group Home/Group Center )5- 1. Updated Department Policy 2.3.140 (tracked and final version). 2. SS23A Agreement to Purchase OOH Placement Services with Group Home/Group Center provider Exhibit. 3. List of Group Home/Group Center State Licensed OOH Placement providers for SFY 20-21. State Licensed Providers Residential Child Care Facilities (RCCF) 1. Updated Department Policy 2.3.150 (tracked and final version). 2. SS23A Agreement to Purchase OOH Placement Services with RCCF provider Exhibit. 3. List of RCCF State Licensed OOH Placement providers for SFY 20-21. Pass -Around Memorandum; June 11, 2020 — Not in CMS Page 1 PRIVILEGED AND CONFIDENTIAL The Joint Budget Committee has indicated there may be changes to the OOH provider base anchor rates for SFY 2020-21, but the Department has not received official notification at this time. I do not recommend a Work Session. I recommend approval of these Policies, use of the Contract Template County Exhibits, Provider rates, and listed OOH State Licensed Providers, and authorize the Chair to sign approved agreements. Mike Freeman, Chair Scott James Barbara Kirkmeyer Steve Moreno, Pro -Tern Kevin Ross Approve Schedule Recommendation Work Session Other/Comments: Pass -Around Memorandum; June 11, 2020 — Not in CMS Page 2 Sec. 2.3.140. - State Licensed Group Home/Group Center. A. State licensed_ Specialized -Group Homes/Group Center will serve as alternative placements, as well as step down placements to Therapeutic Residential Child Care Treatment Facilities, for difficult children/adolescents. B. The department will contract with State licensed specialized group home/center providers as indicated in Colorado State Rule, Volume VII. ( Policy of 1-19-2017(6) ) Sec. 2.3.140.1. - Group Home/Group Center Provider. A. The Department shall reimburse a State licensed Group Home/Group Center provider if such provider meets the State requirements as set forth and established in Colorado State Rule, Volume VII. B. Reimbursement for a State licensed Group Home/Group Center will be the State determined rates that are entered in the State automated tracking system. If the child has Intellectual or Developmental Disabilities or intensive medical/physical needs or limitations that interfere with daily life functioning, the Inventory for Client and Agency Planning 'ICAP; assessment will be completed to determine the rate per the attached rate schedule. +ndividually negotiated -based market trends. ( Policy of 1-19-2017(6) ) Sec. 2.3.140.2. - Evaluation of Group Homes/Group Centers.- 6 A. The Department may evaluate the group homc/group center after the first six months of ope rationT Thereafter, an evaluation -shall be conducted at least annuaH-y- B. A group home/group center having an ucsatis-faetocy—ova!tation will requir-e—reevatuion for Eent+ne+n-g -use. If it is deterred that the use of the home/center shoula be continued, the Department will contract for improved performance. after 50 ca encar says tie unsatis-actory com-pen 4t -s -have continued, the Depaartmen-t sh lt4-i-n-ate use of -the home/eer+t r. C. The Department may conduct announced or unannounced home visits for evaluating/monitoring purposes. q r . i.•Si�p v:i gip'• • AY i 'S.,•. �•+ • J• iT • 41 k. U 0.p q• t ( Policy of 1-19-2017(6) ) r.+ r tlr .. igR _ r a: rt. ` �(� 9 4:11. pit S. „ 4•x , I. :il. .fr4� : add? V' ;v.t :, -star . :� ne *tor S t�.. .. A: ra, Commented [LC1]: Add language - ...WCDHS policy 2.3.330 Exhibit B — ICAP Rate Table. Department of Human Service Policies CHAPTER 2 - CHILD WELFARE ARTICLE III — Foster/Kinship Sec. 2.3.140. — State Licensed Group Home/Group Center. A. Introduction State licensed Group Home/Group Center will serve as alternative placements, as well as step down placements to Therapeutic Residential Treatment Facilities, for difficult children/adolescents. The Department will contract with State licensed group home/center providers as indicated in Colorado State Rule, Volume VII. B. Group Home/Group Center Provider Reimbursement. 1. The Department shall reimburse a State licensed Group Home/Group Center provider if such provider meets the State requirements as set forth and established in Colorado State Rule, Volume VII. 2. Reimbursement for a State licensed Group Home/Group Center will be the State determined rates that are entered in the State automated tracking system. If the child has Intellectual or Developmental Disabilities or intensive medical/physical needs or limitations that interfere with daily life functioning, the Inventory for Client and Agency Planning (ICAP) assessment will be completed to determine the rate per WCDHS policy 2.3.330 Exhibit B-ICAP Rate Table. 3. The Department will enter into yearly contracts with each State licensed Group Home/Group Center provider that the Department utilizes. The contracts will be in force from July 1, the start of the State Fiscal Year, to June 30, the end of the State Fiscal Year. 4. The Contract Management Team will initiate and send out to providers the State prescribed SS -23A, Agreement to Purchase Service, as outlined in the Colorado State Rules, Section 7.304(G) and Section 7.304.661 of Volume VII. Exhibits within the SS - 23A shall reflect the daily rate to be paid for each child placed with the contracted provider for that particular State Fiscal Year. Provider rates reflected within Exhibits of the SS -23A may consist of State set rates or County specific negotiated rates approved by the Board of County Commissioners (BOCC). 5. Once the signed contracts have been received from providers, the State prescribed SS - 23A, Agreement to Purchase Service, with Exhibits, will be approved and signed by the Department of Human Services Director and the BOCC. Providers will be sent a fully executed electronic copy of the SS -23A, Agreement to Purchase Service. 6. All original contracts will be scanned and stored in the official County records system maintained by the Clerk to the Board of the Board Of County Commissioners. Revised June 2020 Department of Human Service Policies C. Evaluation of Group Home/Group Centers. 1. The Department may conduct announced or unannounced home visits for evaluating/monitoring purposes. Revised June 2020 PRIVILEGED AND CONFIDENTIAL MEMORANDUM DATE: June 11, 2020 TO: Board of County Commissioners — Pass -Around FR: Jamie Ulrich, Director, Human Services RE: Weld County Department of Human Services' Child Welfare Request to Approve Out -of -Home (OOH) State Licensed Provider Department Policy Updates, Contract Template County Exhibits, Provider List, and Associated Rates for SFY 2020-21. Please review and indicate if you would like a work session prior to placing this item on the Board's agenda. Request Board Approval of Department's Child Welfare Out -of -Home (OOH) State Licensed Provider Department Policy Updates, Contract Template County Exhibits, Provider List, and Associated Rates for SFY 2020-21. The State requires Counties to enter into agreements with providers for the purchase of out -of - home (OOH) placement services and has established the Agreement to Purchase Out -of -Home Placement Services SS23A as the State prescribed agreement for these services. Counties are unable to alter the State SS23A agreement, therefore Weld County has chosen to add County specific requirements for these providers within the specified exhibits. Listed below and attached for your reference are the proposed updates to the Department's policy, the SS23A exhibits for the purchase of OOH placement services, and provider lists. The updated policies and templates have been reviewed by Assistant County Attorney, Gabe Kalousek, and have been approved for use for the 2020-21 contract year. Upon approval of the Board, individual agreements will be issued and processed through the CMS process. The service rate will be the Contractor's base anchor rate as outlined by the Colorado Office of Children, Youth & Families Division of Child Welfare, unless the Contractor and County have agreed to utilize the Inventory for Client and Agency Planning (ICAP) assessment and corresponding rate structure for children who have significant intellectual or developmental disabilities or intensive medical or physical needs. The term of these agreements will be from July 1, 2020 to June 30, 2021. The following information is attached for your review: State Licensed Providers Child Placement Agencies (CPA) and Treatment Foster Care 1. Updated Department Policy 2.3.320 (tracked and final version). 2. SS23A Agreement to Purchase OOH Placement Services with CPA and Treatment Foster Care provider Exhibit. 3. List of CPA and Treatment Foster Care State Licensed OOH placement providers for SFY 20-21. State Licensed Providers Group Home/Group Center 1. Updated Department Policy 2.3.140 (tracked and final version). 2. SS23A Agreement to Purchase OOH Placement Services with Group Home/Group Center provider Exhibit. 3. List of Group Home/Group Center State Licensed OOH Placement providers for SFY 20-21. State Licensed Providers Residential Child Care Facilities (RCCF) --)1E.1. Updated Department Policy 2.3.150 (tracked and final version). 2. SS23A Agreement to Purchase OOH Placement Services with RCCF provider Exhibit. 3. List of RCCF State Licensed OOH Placement providers for SFY 20-21. Pass -Around Memorandum; June 11, 2020 —Not in CMS Page 1 PRIVILEGED AND CONFIDENTIAL The Joint Budget Committee has indicated there may be changes to the OOH provider base anchor rates for SFY 2020-21, but the Department has not received official notification at this time. I do not recommend a Work Session. I recommend approval of these Policies, use of the Contract Template County Exhibits, Provider rates, and listed OOH State Licensed Providers, and authorize the Chair to sign approved agreements. Mike Freeman, Chair Scott James Barbara Kirkmeyer Steve Moreno, Pro-Tem Kevin Ross Approve Schedule Recommendation Work Session Other/Comments: Pass -Around Memorandum; June 11, 2020 — Not in CMS Page 2 Sec. 2.3.150. - Residential Child Care Facility (RCCF). The Department shall reimburse a State licensed ROOF provider, if such provider meets the State requirements as set forth and established in Colorado State Rule, Volume VII. ( Policy of 1-19-2017(7) ) Sec. 2.3.150.1. - RCCF Reimbursement Rate. The service rates will be based on the State determined rates that are entered as base rates in the State automated tracking system. If the child has Intellectual or Developmental Disabilities or intensive medical/physical needs or limitations that interfere with daily life functioning, the Inventory for Client and Agency Planning ;ICAP) assessment will be completed to determine the rate per the attached rate schedule. Rates may also be negotiated to reflect additional services that the Department has approved. ( Policy of 1-19-2017(7) Commented [LC1]: Add language - ...WCDHS policy 2.3.330 Exhibit B — ICAP Rate Table. Department of Human Service Policies CHAPTER 2 - CHILD WELFARE ARTICLE III — Foster/Kinship Sec. 2.3.150. — State Licensed Residential Child Care Facility (RCCF). A. Introduction State licensed RCCFs will serve as placements for difficult children/adolescents. The Department will contract with State licensed RCCF providers as indicated in Colorado State Rule, Volume VII. B. RCCF Provider Reimbursement. 1. The Department shall reimburse a State licensed RCCF provider if such provider meets the State requirements as set forth and established in Colorado State Rule, Volume VII. 2. The service rate will be the State determined rates that are entered in the State automated tracking system. If the child has Intellectual or Developmental Disabilities or intensive medical/physical needs or limitations that interfere with daily life functioning, the Inventory for Client and Agency Planning (ICAP) assessment will be completed to determine the rate per WCDHS policy 2.3.330 Exhibit B-ICAP Rate Table. 3. The Department will enter into yearly contracts with each State licensed RCCF provider that the Department utilizes. The contracts will be in force from July 1, the start of the State Fiscal Year, to June 30, the end of the State Fiscal Year. 4. The Contract Management Team will initiate and send out to providers the State prescribed SS -23A, Agreement to Purchase Service, as outlined in the Colorado State Rules, Section 7.304(G) and Section 7.304.661 of Volume VII. Exhibits within the SS - 23A shall reflect the daily rate to be paid for each child placed with the contracted provider for that particular State Fiscal Year. Provider rates reflected within Exhibits of the SS -23A may consist of State set rates or County specific negotiated rates approved by the Board of County Commissioners (BOCC). 5. Once the signed contracts have been received from providers, the State prescribed SS - 23A, Agreement to Purchase Service, with Exhibits, will be approved and signed by the Department of Human Services Director and the BOCC. Providers will be sent a fully executed electronic copy of the SS -23A, Agreement to Purchase Service. 6. All original contracts will be scanned and stored in the official County records system maintained by the Clerk to the Board of the Board Of County Commissioners. Revised June 2020 Hello