Rick Scott, Governor
David Wilkins, Secretary
Maintenance Adoption Subsidy
Office of Child Welfare
1317 Winewood Boulevard
Tallahassee, Florida 32399
March 2012
Mission: Protect the Vulnerable, Promote Strong and Economically Self- Sufficient Families,
and Advance Personal and Family Recovery and Resiliency.
Unlocking the Doors of
Eligibility
Adoptions Work
• What is your role in adoptions work?
– How long have you been doing this?
• What is your best memory of placing a child for
adoption?
• Why do we do adoption subsidies?
Adoption Subsidies: Why?
To reduce a child’s stay
in foster care limbo
To move children
into permanent
adoptive homes
Module VI: Training Objectives
1.
Determine if a child meets eligibility requirements for
IV-E, TANF, or State-Funded adoption subsidies.
2.
Use FSFN to apply for the appropriate adoption
subsidy: IV-E, TANF, or State-Funded.
3.
Describe the roles/responsibilities of adoptions case
manager and rev max specialist in setting up and
managing adoption subsidies.
Maintenance Adoption Subsidy (MAS)
Funnel
Goal: Every child comes
out of the MAS Funnel at
the right place – with the
appropriate subsidy.
ENTRY CRITERIA
No Subsidy
TITLE IV-E
Subsidy
Applicable Child
Not Applicable
Child
Subsidy
Subsidy
TANF-MAS
STATEFUNDED
Subsidy
Haunted House of Eligibility
Eligibility House Map
IV-E-Not Applicable Child
Front Door – Entry Criteria
TANF
State
IV-E-Applicable Child
MAS Entry
Front Door
4 keys for 4 locks:
Under 18? and
Citizen/immigration
status? and
Adoptive parents meet
background checks? and
Adoption Assistance
Agreement?
Have the keys?
Have all 4 keys - Go Inside
No Subsidy
No 4 keys?
MAS Entry
Front Door
Ensure you have required
documentation:
•
Refer to Handout 1, Title IV-E MAS
Checklist for Applicable Child. Three
of the first documents you will need are:
•
Child in Care Title IV-E and Medicaid
Application. Refer to Handout 2.
•
Citizen/immigration status documentation.
Refer to Handout 3.
•
Adoption Assistance Agreement. Refer to
Handout 4.
Have all 4 keys - Go Inside
No Subsidy
No 4 keys?
Adoption Assistance Agreement
Front Door
An Adoption Assistance
Agreement signed and dated by
the adoptive parents and the
Department must be in place.
Ensure that all boxes and blanks are
filled in and are consistent with other
paperwork in the file.
Refer to Handout 4, Adoption Assistance Agreement
Title IV-E: Applicable Child
Go through all
3 Doors to
Subsidy
Special Needs
Eligibility Path
Definition
Can’t open a door?
Go to Not
Applicable Child
Applicable Child Eligibility Doors
Definition
Special Needs
Eligibility Path
IV-E-Applicable Child
Title IV-E: Applicable Child
1. Definition
Three keys for one lock:
Age, or
Length of stay, or
Part of a sibling group for
adoption
Title IV-E: Applicable Child
1. Definition
1: Age
Child will attain the applicable age
any time before the end of the federal
fiscal year during which the adoption
assistance agreement is signed.
Refer to Handout 5, Adoption
Subsidy Title IV-E
Eligibility/Screening Worksheet
throughout Title IV-E subsidies.
Have a key?
Go to Door 2: Special Needs
Title IV-E: Applicable Child
1. Definition
2: Length of Stay
60 or more consecutive months in
Foster Care prior to adoption
finalization.
Have a key?
Go to Door 2: Special Needs
Title IV-E: Applicable Child
1. Definition
3: Sibling Adoption
1. Sibling of an applicable child
automatically meets
applicable child definition.
2. Sibling must be placed in
same home as the applicable
child.
3. Sibling must still meet special
needs and other eligibility
criteria.
Have a key? Go to Door 2: Special Needs
Title
IV-E:
Applicable Child
Child
Title IV
-E: Applicable
2. Special Needs
3 keys for 3 locks
Can’t return home, and
Hard to place, and
Needs a subsidy
Don’t Have
all 3 keys?
Go to Not Applicable Child
Title IV-E: Applicable Child
1: Can’t Return Home
2. Special Needs
•
A TPR court order exists, or, a
petition for TPR, or a signed
relinquishment by the parent(s), or
•
The child is adoptable in accord
with Tribal Law
Refer to Section 5A of Handout 5,
Title IV-E Eligibility/Screening
Worksheet
Have the key?
Yes – go to next lock
No – go to Not Applicable Child
Title IV-E: Applicable Child
2. Special Needs
2: Hard to Place
Lock opener: SSI! or
One or more of the traditional hard-toplace criteria:
• 8 or older
• Developmental delay
• Physical, mental, or emotional
disability (or threat)
• Black or racially mixed
• Sibling group placed together
Have either key?
Yes – go to next lock
No – go to Not Applicable Child
Title IV-E: Applicable Child
2. Special Needs
3: Needs a Subsidy
Reasonable, but, unsuccessful
efforts have been made to place
the child without subsidy.
Have the key?
Yes – go to next door (Paths)
No – go to Not Applicable Child
Title IV-E: Applicable Child
3. Eligibility Path
1: Child Was in Care
Child was in care at the time
adoption proceedings were
initiated.
Refer to Handout 5, Title IV-E
Eligibility/Screening Worksheet 6a
for details.
Have a key?
Yes – Title IV-E Applicable Child Subsidy
No – try next Eligibility Path
Title IV-E: Applicable Child
3. Eligibility Path
2: SSI Eligible
Child meets SSI medical and
disability requirements.
Have a key?
Yes – Title IV-E Applicable Child Subsidy
No – try next Eligibility Path
Title IV-E: Applicable Child
3. Eligibility Path
3. Child of Minor Parent
Child was residing with his/her
minor parent in a family foster
home or child care institution.
Have a key?
Yes – Title IV-E Applicable Child Subsidy
No – try next Eligibility Path
Title IV-E: Applicable Child
3. Eligibility Path
4. Prior Adoption
1.
2.
Have a key?
Child was IV-E eligible in a prior
adoption.
Department/CBC agency must
determine that the child is still a
child with special needs.
Yes – Title IV-E Applicable Child Subsidy
No – try Not Applicable Child
Title IV-E: Applicable Child
Go through all 3
Doors to Subsidy
Definition
Eligibility Path
Special Needs
Can’t open a door?
Go to Not Applicable Child
Case Study Set #1
Refer to Handout 5 Adoption Subsidy
Title IV-E Eligibility Screening Worksheet
1. Determine if the children in the two examples in Handout 9 are
eligible for subsidy help. Explain your answer.
2. Use Handout 5 to determine whether the children would be an
Applicable Child or not. Explain your answer.
Eligibility House Map
Front Door
IV-E-Not Applicable Child
IV-E-Applicable Child
Not Applicable Child Eligibility Doors
IV-E-Not Applicable Child
Front Door
Eligibility Path
Special Needs
Definition
Title IV-E: Not-Applicable Child
3 Doors
Definition
Special Needs
Eligibility Paths
Title IV-E: Not-Applicable Child
Door 1: Definition
Definition
Three keys fit one lock:
Under Applicable Child Age, or
Length of stay (<60 months), or
Not sibling adoption
Refer to Handout 5, Section C , Not
Applicable Child, and Handout 10,
Maintenance Adoption Assistance
Checklist for Not Applicable Child.
Have a key? Yes, go to next door.
No, try TANF.
Title IV-E: Not-Applicable Child
Door 2: Special Needs
Special Needs
3 keys for 3 locks
Can’t return home, and
Hard to place, and
Need assistance (subsidy)
All 3 Keys? Yes
Go to Next Door
No?
Go to TANF.
Title IV-E: Not-Applicable Child
Door 2: Special Needs
Special Needs
1: Can’t Return Home
• A TPR court order exists, or
a signed relinquishment by
the parent(s), or
• The child is adoptable
according to Tribal Law
Have the Yes – go to
key?
next Lock.
No – try
TANF.
Title IV-E: Not-Applicable Child
Door 2: Special Needs
2: Hard to Place
Special Needs
Traditional criteria (one or more):
• 8 or older
• Developmental delay
• Physical, mental, or emotional
disability (or threat)
• Black or racially mixed
• Sibling group placed together
Have the
key?
Yes – go to
next Lock.
No – try
TANF.
Title IV-E: Not-Applicable Child
Door 2: Special Needs
3: Need Subsidy
Special Needs
Reasonable, but, unsuccessful efforts
have been made to place the child
without subsidy.
Have the
key?
Yes – go to
next Door.
No – try
TANF.
Title IV-E: Not-Applicable Child
Door 3: Eligibility Paths
4 keys fit one lock:
Eligibility Paths
SSI recipient, or
Prior adoption, or
Child/minor parent, or
AFDC eligible at most recent
removal
Have a Key?
IV-E Subsidy!
No Key?
TANF!
Title IV-E: Not-Applicable Child
Door 3: Eligibility Paths
Eligibility Paths
1: SSI
1.
Applicable Child: meets
medical or disability
requirements for benefits
2.
Not-Applicable Child:
receiving benefits (SSA
notice of eligibility)
Have the
key?
Yes –Title IV-E
Subsidy!
No – try
next path.
Title IV-E: Not-Applicable Child
Door 3: Eligibility Paths
Eligibility Paths
2: Prior Adoption
Same as Applicable Child.
Have the Yes –Title IV-E No – try
key?
Subsidy.
next path.
Title IV-E: Not-Applicable Child
Door 3: Eligibility Paths
Eligibility Paths
3: Child of Minor Parent
1.
Applicable Child: parent
doesn’t need to have
received IV-E payment
2.
Not-Applicable Child: parent
must have received a IV-E
payment
Have the Yes –Title IV-E
key?
Subsidy!
No – try
next path.
Title IV-E: Not-Applicable Child
Door 3: Eligibility Paths
Eligibility Paths
4: AFDC-Eligible
At the time of removal, the child
must be:
1. Living with specified relative at
removal
2. In financial need
3. Living in a state of deprivation
Have the key?
Yes –Title IV-E
Subsidy!
No – try
TANF.
Title IV-E: Not-Applicable Child
Door 3: Eligibility Paths
Eligibility Paths
AFDC-Eligible – Living
with Specified Relative
Defined as any relation by blood,
marriage or adoption that is within
the fifth degree of kinship.
Review Handout 8, Participants'
Guide as well as Handout 5, if
necessary.
Title IV-E: Not-Applicable Child
Door 3: Eligibility Paths
Eligibility Paths
AFDC-Eligible – In
Financial Need
•
Family income and resources.
•
Child’s income and resources.
Refer to Handout 8
Title IV-E: Not-Applicable Child
Door 3: Eligibility Paths
Eligibility Paths
AFDC-Eligible –
Deprivation
At removal, deprivation consists
of the following:
•
Parental Absence from Home
•
Parental Incapacity
•
Parental Unemployment or
Underemployment
Refer to Handout 11
covering Deprivation
Title IV-E: Not-Applicable Child
Door 3: Eligibility Paths
AFDC-Eligible –
Deprivation
Eligibility Paths
At removal, deprivation
consists of the following:
•
Parental Absence from Home
•
Parental Incapacity
•
Parental Unemployment or
Underemployment
Title IV-E: Not-Applicable Child
Door 3: Eligibility Paths
AFDC-Eligible –
Deprivation
Eligibility Paths
At removal, deprivation consists
of the following:
•
Parental Absence from Home
•
Parental Incapacity
•
Parental Unemployment or
Underemployment
Title IV-E: Not Applicable Child
Go through all
3 Doors to
Subsidy
Eligibility Paths
Special Needs
Definition
Can’t open all doors?
Go to TANF
Case Study Set #2
Refer to Handouts 5 and 12.
Determine whether or not the child in each example
is a Not Applicable Child. Explain your answer.
Eligibility House Map
IV-E-Not Applicable Child
Front Door
TANF
IV-E-Applicable Child
TANF: 3 Doors
Special Needs
Adoptive Home
Have the Keys to all 3
doors –TANF Subsidy!
Income
Missing a key?
Try State Subsidy
TANF Eligibility Doors
TANF
Front Door
Special Needs?
Income? Amount?
Adoptive Home?
TANF:
Door 1: Special Needs
Special Needs
TPR and
• Hard to place criteria:
• 8 or older
• Developmental delay
• Physical, mental, or emotional
disability (or threat)
• Black or racially mixed
• Sibling group placed together
• Or
• Significant emotional ties to
foster parent/specified relative
Have the Key?
Go to Next Door
No Key?
State Subsidy
Refer to Handout 7, Specified
Relative and Handout 14, TANF
Worksheet
TANF:
Door 2: Adoptive Parents
Special Needs
TANF subsidy requires that
the adoptive parents be
specified relatives that live in
Florida.
Have the Key?
Go to Next
Door.
No key?
Try State Subsidy.
TANF:
Door 3: Child’s Income
Income
The child’s income can make or
break a TANF subsidy.
Determine:
• Does the child have an income?
• If yes, is the child’s income less
than 200% of Federal Poverty
Level (FPL)?
Have the Key No Key?
TANF Subsidy! Use a State Subsidy
TANF – Processing (1)
There are two parts to completing the TANF
application form template:
• Complete and process form CF-FSP 5263 template ,
Maintenance Adoption Subsidy - TANF
Worksheet/Application through FSFN.
The same person cannot complete both the top and
bottom portion of the form!
• Complete and submit form CF-ES 2694 template, Child
in Care Eligibility Review and Change Report to
FLORIDA, indicating that child is eligible for TANF-MAS
in the comment section.
TANF – Processing (2)
• If child is being adopted by a specified relative,
TANF payments may start at placement.
• If child is being adopted by a non-relative, process
child’s eligibility for a state-funds until
finalization; switch to TANF after adoption
finalization. -- Subsidy payments must come from
state funds until finalization.
TANF – Code and File
•
Florida Safe Families Network:
“Adoption Subsidy-TANF”
•
All documentation used to determine
eligibility must be kept in the child’s
case record
Case Study Set #3
Determine if the children in the examples are eligible for TANF.
Explain your answers.
Instructions
Refer to Handout 14, Maintenance Adoption Subsidy TANF
Worksheet Application and to Handout 15, the Case Study Set
and use the case documentation to determine if the child is
eligible for a TANF subsidy.
Eligibility House Map
IV-E-Not Applicable Child
Front Door
TANF
State
IV-E-Applicable Child
State General Revenue – 1 Door
Florida Statutes 409-177
This is our last choice since we
are trying to maximize federal
assistance to help state dollars
go further for supporting
adoptions.
Florida Statutes 409.177
requires a two-part eligibility
screening process.
Have the Key Go to Subsidy
No Key?
No Subsidy
Florida Statutes - 409.166
Florida Statutes 409-177
Permanent custody has been
awarded to the department or
to a Licensed Child Placing
Agency.
The child is not likely to be
adopted for the same reasons
as the “Hard to Adopt” criteria
for Title IV-E Not Applicable
Child.
Refer to Handout 16, State
Funded Adoption Subsidy
Checklist.
Have the Key Go to Subsidy
No Key?
No Subsidy
Records Maintenance
1. Work with adoption case manager to locate and assemble
documentation
2. Complete form CF-ES 2626a Child In Care Title IV-E and
Medicaid Templates through FSFN.
3. Complete form CF-FSP 5146, Adoption Subsidy TITLE IV-E
Eligibility/Screening Worksheet, and/or form CF-FSP 5263,
Maintenance Adoption Subsidy TANF Worksheet/Application
templates through FSFN.
4. Submit the information to FLORIDA for Title IV-E and
Medicaid eligibility determination.
ICWSIS and FSFN Codes
IV-E
TANF
Adoption Subsidy
-- IV-E
Adoption Subsidy
-- TANF
State Funds
Adoption Subsidy
-- State Funds
Front Door
State Eligibility Door
Florida Statute
409.166
State
Review of the MAS FUNNEL
MAS FUNNEL
ENTRY CRITERIA
No Subsidy
TITLE IV-E
Subsidy
Applicable Child
Not Applicable
Child
Subsidy
Every child comes out of
the MAS Funnel at the right
place – with the
appropriate subsidy.
Subsidy
TANF-MAS
STATEFUNDED
Subsidy
Case Study Set #4
Screen the cases for State General Revenue requirements. Explain your
answer.
Refer to Handout 16, State Funded
Adoption Subsidy Checklist, and Handout 18, Case Study Set.
MAS Non-recurring Expenses
Non-recurring adoption expenses are the reasonable and necessary
adoption fees, court costs, attorney fees, and other expenses associated
with a special needs child adoption.
Criteria include:
1. Special needs child
2. Initial adoption assistance agreement signed prior to
finalization
3. Agreement states the nature and amount of expenses to be paid
4. Maximum amount: $1,000 per child
Redetermination
For IV-E, TANF, and StateFunded MAS, the age limit of
eligibility is 18.
For TANF, eligibility must be
redetermined annually.
Termination of Agreement
Once the agreement is in effect, it can only be
terminated when:
• The child reaches 18.
• The parent is no longer legally
responsible for support and care of the
child.
• The state determines the child is no
longer receiving parental support.
Typical Roles and Responsibilities
•
The following slides outline typical responsibilities for the
Adoption Case Manager, the Revenue Maximization Specialist,
and the Child in Care Specialist.
•
Though these responsibilities are typical, they may vary by
CBC.
•
Sometimes these responsibilities can even be interchangeable
to allow each role more flexibility do what it takes to provide
proper care for the child.
Case Manager (1)
•
Follow Region/CBC agency procedures for adoption
subsidies to get payments going.
•
Ensure that case documentation for eligibility screening
is as complete as feasible.
•
Complete all subsidy-related forms templates in FSFN,
including
– Data Sheet
– Disposition Sheet
– Adoption Assistance Agreement with title IV-E
adoption assistance as a tentative fund source
Case Manager (2)
• Update the Adoption Assistance Agreement in
FSFN when the eligibility is completed.
• Use Adoption Documentation Checklist, finalize
and complete documentation in FSFN (and
adoption case file), as appropriate.
Rev Max Specialist (1)
• Check the adoption eligibility due report in
FSFN.
• Request the Adoption Assistance
package/documentation per local procedures.
• Review the packet/documentation for
completeness and request any missing or
insufficient documentation.
Note: The adoption assistance agreement will
show that the child is eligible for Title IV-E
adoption assistance and the signatures will not
have occurred yet. This is a placeholder.
Rev Max Specialist (2)
•
Consult with the adoption case manager and confirm that
the child is an Applicable Child or a Not Applicable Child, as
necessary.
•
Process IV-E Foster Care non-waiver eligibility through
FSFN, if not yet completed.
•
Refer to supervisor, for review and approval, per local
protocol.
•
Submit to Child in Care (CIC) for eligibility determination.
•
Receive the IV-E Foster Care eligibility determination from
Child in Care (CIC).
Rev Max Specialist (3)
•
Complete and launch form CF-5146,Title IV-E
Eligibility Screening Worksheet, Adoption Eligibility
template in FSFN.
•
Document in the comment section whether an
Applicable Child is involved .
•
Also document same in the comments section of the
Medicaid Application.
•
Print and annotate paper copy of the 5146 template to
indicate that this is an Applicable child.
•
Submit to revenue maximization supervisor and/or
CIC, per local protocol.
Child in Care Specialist
•
Receive IV-E foster care non waiver application,
determine eligibility and return decision through a
manual Notice of Case Action (form CF-ES 2629).
•
Retrieve the Form 5146 for adoption subsidy eligibility
from (1) the inbox of FLORIDA’s Automated Management
System (AMS), and (2) the paper copy.
•
Complete form CF_ES 2629, notice of case action (NOCA)
with adoption assistance eligibility decision and return to
the revenue maximization unit.
•
Document on NOCA if Applicable Child involved; include
any reason an Applicable Child is not IV-E eligible.
Eligibility Changes – All Roles
Watch for these eligibility changes:
•
Child turns 18 or is emancipated
•
Child’s parents no longer legally
responsible for child’s support.
•
The family no longer resides in Florida -or moves to Florida (for TANF-funded
adoption subsidy).
•
Child’s income changes (for TANFfunded adoption subsidy).
Review: (MAS) Funnel
Goal: Every child comes
out of the MAS Funnel at
the right place – with the
appropriate subsidy.
ENTRY CRITERIA
No Subsidy
TITLE IV-E
Subsidy
Applicable Child
Not Applicable
Child
Subsidy
Subsidy
TANF-MAS
STATEFUNDED
Subsidy
Haunted House of Eligibility Review
The Haunted House of Eligibility is a series
of paths of doors and keys. A subsidy can
be obtained by following the right path.
The front door, Entry Criteria corresponds
to the first level of the MAS Funnel.
Each of the four paths in the Haunted
House of Eligibility behind the front door
correspond to each of the levels of the
MAS Funnel in order of priority:
1. Applicable Child
2. Not Applicable Child
3. TANF
4. State General Revenue
Unlocking the Doors
of Eligibility
1.
Determine if a child meets eligibility
requirements for IV-E, TANF, or State-Funded
adoption subsidies.
2.
Use FSFN to apply for the appropriate adoption
subsidy.
3.
Describe the roles/responsibilities of case
manager and rev max specialist in setting up
and managing adoption subsidies.
Cultural Shift and
Associated New Requirements
• Culture Shift – moving from a manual, paper-driven process
to automation, but Policy has not changed.
• All eligibility determinations and redeterminations must be
processed through FSFN.
• Use the comment section of the FSFN template to
communicate additional information that supports eligibility.
• Child protective investigators, case managers, revenue
maximization specialists, ACCESS child in care specialists
and all other Department/CBC/CMO staff will work together to
ensure continued funding for children who have come to the
attention of the Department.
•
Question?
If you have any questions about Maintenance Adoption Subsidy:
 first review the Frequently Asked Questions (FAQ) section at:
http://centerforchildwelfare.fmhi.usf.edu/kb/RevMax/Forms/AllItems.aspx
 if the question is not addressed in the FAQs discuss with your
supervisor
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