This policy guide provides instructions for making Adoption Assistance Program (AAP) eligibility determinations and reassessments as well as instructions for processing and documenting AAP benefits.

This policy guide was updated from the 11/03/11 version, as part of the Eligibility Policy Redesign. It was updated to align with the implementation of the Leader Replacement System (LRS) and to clarify the roles and responsibilities of staff in making eligibility determinations under the AAP for children, youth and nonminor dependents (NMDs). This policy guide also reflects a name change for the Adoptions clerical section from the previously named Search, Attach, Assign and Merge Specialist (SAAMS) Unit to the Adoption Central Clerical Unit.

Child Freed for Adoption

A Freed Child is a child/youth that has been relinquished for adoption with a court order terminating Parental Rights (TPR).

To ensure a freed child’s identity is protected, the child’s case that was linked to the birth parent(s) is closed and a new case is opened under the child’s name with a new case number. Documentation supporting the original eligibility determination must be preserved in the new case to ensure continued funding.

Adoptions Assistance Program (AAP)

The AAP removes or reduces barriers that prevent the adoption of children who would otherwise remain in out-of-home care or under legal guardianship by providing financial and/or medical assistance to families who are willing and able to assume parental responsibility for children who are eligible for AAP benefits.

AAP Intake Eligibility

The AAP Intake EW determines AAP eligibility. The following eligibility criteria requirements must be met to qualify for AAP benefits:
A birth parent whose parental rights have been terminated is not eligible to receive AAP payments for his/her biological child.

AAP Benefits

The AAP benefits provide financial and/or medical assistance to facilitate the adoption of children who would otherwise remain in out-of-home care.

• The county that, at the time of the adoptive placement would have been responsible for making a payment under the Cal-WORKS program, Aid to Families with Dependent Children – Foster Care (AFDC-FC) or the Approved Relative Caretaker (ARC) program had the child not been adopted.
• If the child was voluntarily relinquished for prior to a determination of eligibility for the AAP benefit payment, the County of residence of the relinquished parent(s) at the time the relinquishment document was signed, is responsible for determining AAP eligibility and for providing financial assistance.
• The responsible county for all other eligible children shall be the county where the child is physically residing prior to placement with the adoptive family.

• The child has attained the age of 18 unless the child has a mental or physical handicap, or meets AB 12 requirements that warrants continuation of AAP benefits to the age of 21.
• The adoptive parents are no longer legally responsible for the support of the child.
• The responsible public agency determines the adoptive parents are no longer providing any type of support to the child.

• Children under non-paid foster care placement receiving Supplemental Security Income (SSI)/Social Security Administration (SSA) are also eligible, and may receive both AAP Benefits and SSI/SSA benefits.

Medi-Cal

Throughout this procedural guide, the obtaining of Medi-Cal Eligibility Data System (MEDS) print outs are for review purposes only. No changes will be made on the MEDS system except by the AAP Medi-Cal Unit.

The Medi-Cal program associated with aid codes other than “03”, “04”, “07” or “60”, that appear on the child’s Medi-Cal record, can be reviewed in the MEDS Network User Manual.

Interstate Compact on Adoption and Medical Assistance (ICAMA)

ICAMA has been adopted by the legislatures of compact member states which governs the interstate delivery of, and payment for, medical services and adoption assistance payments and subsidies for adopted children with special needs.

County Responsibility as a Sending Agency

A child who is eligible for Title IV-E benefits is automatically eligible to receive Medicaid in the receiving state. However, a child who receives state-funded adoption assistance does not qualify for Medicaid in the receiving state unless that state has a reciprocal agreement with California to provide health care services. In the absence of such an agreement, the County should advise the adoptive family that the child will retain Medi-Cal eligibility to receive health care services from an out-of-state provider who is willing to accept payment under the California Medi-Cal Program.

Applicable Child

An “Applicable Child” is a child who meets at least one (1) of the following:

• The applicable age requirement any time before the end of the FFY.
• A child who has been in out-of-home care for at least 60 consecutive months.
• A sibling of an applicable child is placed in the same prospective adoptive home.

• Effective October 1, 2017, all children, regardless of their age, met the applicable age requirement. However, effective, January 1, 2018 through June 30, 2024,; children who are under the age of two (2) and will not be turning two (2) years old within the current Federal Fiscal Year (FFY) will not meet the applicable age requirement and the federal eligibility should be established based on the 1996 AFDC-FG/U linkage requirements.
• Effective FFY 2010, AAP agreements entered into for children who turn age sixteen (16) or older before the end of the FFY (October 1st through September 30th) will no longer need to meet the 1996 AFDC income requirements to be eligible for Title IV-E funding. In each subsequent FFY, the age of an applicable child decreases by two (2) years.

Nonminor Dependent (NMD) Adoption

NMD Adoption is the adoption of young adults ages 18 to 20 that remain in Extended Foster Care (EFC) and are under the jurisdiction of the juvenile court. AAP benefits will be available to families who complete an NMD adoption through the juvenile court provided all other eligibility criteria are met. AAP payments shall not begin until the day the adoption is finalized.

Rates

Specialized Care Increment (SCI) Rates

The Specialized Care Increment (SCI) rate is intended to compensate caregivers to meet the special emotional, behavioral (D-Rate) and/or significant medical (F-Rate) needs of a child/youth/NMD in out-of-home care.

If the child also has any special needs which would qualify him or her for an SCI, the AAP benefit shall include the applicable state-approved SCI in addition to the age-related, state-approved out-of- home care rate.

Regional Center Rates

• For Dual agency/Early Start P1 rate, per child, per month, for children under three (3) years of age who are receiving services under the California Early Start Intervention Services Act, but not yet determined by the Regional Center to have a developmental disability as defined by the Lanterman Act.
• For Dual Agency P2 rate (when there is no supplement to the rate) per child, per month, for children under three (3) years of age when determined by a Regional Center to have a developmental disability as defined by the Lanterman Act.
• For Dual Agency P2 rate (and there is a supplement to the rate, if applicable) per child, per month, for children three (3) years of age and older.

If the child is a client of a California regional center, rates will be based on regional center rates.

California regional center clients who leave California shall continue to receive AAP benefits based on the regional center rate previously established or the applicable rate in the host state (whichever is higher) for which the child is eligible.

• An adoptive parent who was a vendorized FFH and was receiving the ARM rate prior to the adoption can continue to receive the same rate.

Dual Agency Rate

• Adoptive home
• Approved home of a relative(s)/Resource Family Home (RFH)
• Home of a Non-Relative Extended Family Member (NREFM)
• Home of a non-related legal guardian, or former non-related legal guardian when the guardianship of the child otherwise eligible for AFDC-FC has been dismissed due to the child turning eighteen (18) years old.
• Approved non-relative RFH
• RFH not vendorized by the Regional Center

Dual agency rates are not available to Foster Family Agency (FFA) homes, group homes/Short-Term Residential Therapeutic Programs (STRTPs), or Community Treatment Facilities (CTF) vendorized by a Regional Center.

• It is necessary to submit an AAP 2 to request the P2 rate.

Supplemental Rate

A SOC 835, SOC 836 and SOC 837 must be in the child’s case to process a P2 supplemental rate. The language in the Notice of Action (NOA) will indicate rate information that is written into the SOC 835, SOC 836 and SOC 837 instructions.

The AAP 2 and all supporting forms need to be submitted to the AAP PRU inbox PRUAAP@DCFS.LACOUNTY.GOV for processing. When a child is first determined eligible for a dual agency, the child must be immediately assessed for the supplemental rate and a determination for a supplement must be reached within 90 days, regardless of a regional center’s signature on the SOC 837.

California Necessities Index (CNI)

• All host county rate increases due to the CNI within the State of California are to be manually processed by the Reassessment Eligibility Worker (EW).

Age-Related Rate Changes

• All P1 rates should be reduced when a child turns three (3) years of age and does not qualify for higher rates.

• Initial AAP agreements signed prior to January 1, 2010 will still be eligible to receive the AAP age-related increase or age-related decrease upon request from PAS.

Host County/State Rates

If the child is placed for adoption in California, but outside the financially responsible county, the AAP benefit shall not exceed the age-related, state-approved RFH rate and applicable SCI of the financially responsible county, or that of the host county, whichever is higher, for which the child would otherwise be eligible.

If the child is placed for adoption outside of California, the AAP benefit shall not exceed the applicable California age-related, state-approved RFH rate, or the applicable rate in the host state (including SCI), whichever is higher, for which the child would otherwise be eligible.

Continuum of Care Reform (CCR)

For initial adoption assistance agreements executed on or after January 1, 2017 or for initial adoption assistance agreements executed between July 1, 2011 and December 31, 2016 where the adoption finalizes on or after January 1, 2017, the Level of Care (LOC) basic rate (or LOC 1) plus any applicable SCI, or the applicable Dual Agency Rate and Supplement.

Notices of Action (NOA)

All NOAs are child specific. An NOA is completed by the individual taking the action when aid is granted, increased, decreased, discontinued, deferred, terminated, when a request for a rate change is denied, or reassessed. In addition, an NOA should be issued at the time of a child/youth’s name change.

For a rate decrease, an NOA shall be sent at least ten (10) days prior to the rate decrease, whenever applicable.

The County shall send an NOA between 60 and 70 days prior to the payment end date (when the child will reach the age of 18), or when the adoption assistance agreement indicates that AAP benefits are for a specific, time-limited duration.

A Child is Freed for Adoption

AAP Freed Child EW Responsibilities

1. Upon receipt of the Freed Child packet from the AAP Unit Clerk, review the packet for the following:
   1. Termination of Parental Rights (TPR) minute order stating that the child has been freed from the parent(s).
   2. AD 551A – Confirmation of Child Legally Freed.
   3. AD 90 – Supporting Information for Issuance of California Department of Social Services Acknowledgement and Confirmation of Receipt of Child Freeing Documents.
   4. AD 4333 – Acknowledgement and Confirmation of Receipt of Relinquishment Documents.
   5. Copy of the CWS/CMS documented Case Notes from the foster care child case.
   6. LRS printout verifying the new CPS# on the Freed Minor Case has been established.
   7. Copy of the child’s birth certificate.
2. If the TPR packet is incomplete or inaccurate, contact the Adoption Central Clerical Unit to request corrective measures.
   1. If corrective measures have not been taken place within five (5) business days, inform the Freed Child Eligibility Supervisor (ES) to contact the Adoption Central Clerical Unit to follow up with corrective measures.
3. Confirm that there is an open foster care case in CWS/CMS for the Freed Child. A Freed Child case must be established.
   1. If there is no open foster care placement in CWS/CMS, email the CSW and request to have the placement entered into CWS/CMS and refer for foster care intake evaluation.
      1. If a response has not been received in five (5) business days, inform the Freed Child Eligibility Supervisor (ES) for assistance.
   2. If there is an open foster care case with a non-paid placement aid code “41”, notify the current foster care EW, ES and CSW via email that the parents’ rights have been terminated.
      1. In some cases, the child may have been determined non-federally eligible and is placed with a relative who is receiving CalWORKs or ARC for the child. Once TPR occurs, the relative is considered to be a NREFM and may be eligible for non-federal foster care funding. Notifying the current EW/ES and CSW will give them an advance notice via email that the relative caregiver may want to receive foster care funding and have CalWORKs terminated for the child.
4. Email the CSW and SCSW to update the CW51 on the AFDC page in the CWS/CMS Client Management Notebook to stop the child support collection.
5. For ARC cases with the aid codes “4K/2S/2P/2R/2U”, contact the EW, ES, CSW and SCSW via email to update the caregiver’s relationship status to NREFM, since the child is no longer legally related, and the Freed Minor is no longer eligible for the ARC program. The child’s case will change to non-federal funding due to the change of the relationship status.
   1. When a Technical Assistant/EW (TA/EW) receives a request via FCSS 280, the change of aid code and caregiver’s relationship status is to be considered and processed as a replacement. The facility type should reflect the RFH or guardian, if applicable.
6. Email the CSW requesting to initiate an SSI referral if the child is receiving a D or F rate.
7. Confirm that the start date of the Freed Child case in CWS/CMS is consistent with the TPR date on the TPR minute order.
8. Confirm that an original eligibility determination has been completed for the child and that the funding source has been established.
   1. CWS/CMS Case Notes from the foster care child case will provide information regarding the initial determination of eligibility and any re-determinations completed thereafter.
   2. If an initial eligibility determination was not completed, email the ES of the assigned Intake EW for the completion of the initial determination and initiate a follow up reminder (DCFS 26-1) for 30 days to monitor the progress of the intake.
      1. At the end of the 30 days, review the CWS/CMS Case Notes of the foster care child case to determine if the foster care intake was completed.
      2. Refer the case to the Freed Child ES if the foster care Intake has not been completed within 30 days of receipt of the case.
   3. Document all information in the CWS/CMS Case Notes.
9. Upon completion of the foster care intake, ensure that the aid code on the Freed Child case is the same as the aid code from the initial eligibility determination.
10. Print a copy of the current Case Notes from the foster care child case on CWS/CMS and file in the Freed Child case.

Processing the Freed Child Case

AAP Freed Child EW Responsibilities

1. Assign your EW file number as the secondary assignment in the new Freed Child case in the CWS/CMS Case Management section.
2. Review the following on the ID page of the Case Management section in CWS/CMS:
   1. Intervention and Case Status: Ensure the case is set up on a foster care segment.
   2. Verify that the aid code, dates, and case numbers match the physical case.
   3. Ensure the new placement is processed and the relationship is changed to non-related in CWS/CMS when parental rights are terminated.
3. Review and print from the MEDS system: the QT, QX (Title II and Title XVI screens), QM, Q1, Q2 and Q3 screen.
   1. Changes to the Medi-Cal system will be completed by the centralized Medi-Cal units.
4. Verify that there is no duplication of the child on the MEDS system.
   1. If there are duplicate Medi-Cal cases, send a duplicate CIN form via email to the Centralized Medi-Cal unit at: MEDS_Referral@dcfs.lacounty.gov
5. Email a Medi-Cal referral to the Centralized Medi-Cal Unit to update the Medi-Cal records to release the hold status.
6. Review and compare the current minute order with the last minute order to determine if court recommendations or orders would have an effect on the eligibility status of the child.
7. Email the assigned Foster Care EW (if an active case) or ES (if the case is a “41”) that a freed minor case has been created for the child, provide them with the new case number and request a signed copy of the initial FC 3 and FC 2.
8. If the requested documentation is not received within five (5) business days, consult with Freed Child ES to contact the CCES for follow up.
9. Create the Freed Minor FC3 based on mother’s FC case eligibility status utilizing the FC 3 and FC 2 received from the Intake EW or EW. Select the appropriate County (LA County will automatically populate). Print FC3 upon completion.
   1. If the case is a “41” and a Foster Care EW/ES has not been assigned to the case, contact the last or ES to obtain the FC 3 and FC 2. If the requested documentation is EW not received within five (5) business days inform the respective ES for compliance.
10. File the FC 3 from the mother’s case and the Freed Minor FC3s in the Freed Minor physical case and provide a copy of both FC3s forms to AAP Intake EW upon request.
11. Review the Freed Minor Checklist to verify and confirm that all documents and documentation has been completed and filed in the Freed Minor’s case.
12. Document actions taken in the CWS/CMS Case Notes. Print a copy of the case notes and file in the Freed Minor’s physical case.
13. Submit the Freed Minor case to the Freed Minor ES for review and approval.

AAP Freed Child ES Responsibilities

1. Verify that the AFDC CW51 page in CWS/CMS has been completed to ensure that the CSW did not refer the case for child support collection.
2. Review the Freed Minor case to ensure complete and accurate information.
   1. Document in the CWS/CMS Case Notes that the case is accurate and complete.
   2. If the case has incomplete or inaccurate information, return to the Freed Child EW for corrective measures.
   3. If the Freed Child EW submits corrective measures to the CSW with no response in five (5) business days, email the SCSW requesting for the placement to be entered into CWS/CMS.
      1. If a response has not been received in five (5) business days, request assistance from an HSA I for the foster care placement to be entered into CWS/CMS.
   4. Upon confirmation that the case is accurate and complete, document in the CWS/CMS Case Notes and end date the EW’s secondary assignment file number.
3. If the foster care case is still open in CWS/CMS, return the case to the Freed Child EW to file the physical case.
4. When the foster care case is terminated in CWS/CMS, forward the case to the Freed Child Unit Clerk to send to Guaranteed Record Management Inc. (GRM) to be processed for storage.

HSA I Responsibilities

1. The Freed Child HSA I communicates with the Foster Care Eligibility HSA I to ensure the completion of the foster care intake evaluation done by the assigned Foster Care EW and forward the proper documentation to the Freed Child EW.

Federal Eligibility Certification for AAP (FC8) Request

The FC8 list is requested from the Adoption Centralized Clerical Unit or the Resource Family Support and Permanency Division (RFSPD) CSW.

AAP Intake EW Responsibilities

1. Complete the FC8 utilizing the Tittle IV-E AAP eligibility and/or the Applicable Child requirements
2. Upload the FC8 in the Case Management Section on CWS/CMS and document in Case Notes that the FC8 has been completed.
3. Inform the RFSPD CSW via email that the completed form has been uploaded in CWS/CMS.

AAP Intake Request

AAP Intake EW Responsibilities

1. Once the legally freed child’s case is separated, the AAP Intake referral may be submitted by the RFSPD CSW.

AAP Intake Cases Coming from the Foster Care Program

Ending a Foster Care Placement and Payment

AAP Intake EW Responsibilities

1. Upon receipt of the AAP Intake Request Packet (Packet), review for accuracy and completion. The Packet consists of the following:
   1. • AAP 1, Request for Adoptions Assistance
      • AAP 2, Adoption Assistance Program Payment Instructions
      • AAP 4, Eligibility Certification
      • AD 4320, Adoption Assistance Agreement
      • A 23, Request for Notice of Placemen 
   2. If the DCFS 280 is not submitted, email the Foster Care Case Primary CSW to request the DCFS 280.
   3. If the Packet is inaccurate or incomplete, email the CSW requesting corrective measures.
      1. Follow up with the CSW in five (5) business to ensure corrective measures have taken place.
      2. If corrective measures have not been taken after five (5) business days, request the AAP Intake ES to email the RFSPD SCSW to obtain the requested information.
      3. Once corrective measures are received and determined to be accurate and complete, notify the CSW and proceed with the steps below.
2. Assign yourself as secondary in the CWS/CMS Case Management section and document “AAP Intake” in the “Responsibility Description” dialogue box.
3. Review the information in the CWS/CMS Adoption Module for accuracy and completion of the Child and Adoptive Parent(s) information.
   1. If there is incomplete or inaccurate information, inform the RFSPD CSW and request corrective measures.
   2. If applicable, review the CWS/CMS Adoption Module to confirm corrective measures were taken by the RFSPD CSW.
4. Within two (2) business days of receipt of the DCFS 280 for termination of foster care placement, stop the foster care payment and placement, if it is still open.
   1. To stop payments, open the existing placement in the CWS/CMS Placement Management section, select the Ongoing Request Page and enter the payment stop date.
   2. To end a placement, select the End Placement Episode page and enter the following:
      1. Notice to remove date enter the same date as the start of the AAP placement.
      2. Select Adoption Agreement Signed under Placement Change Reason.
      3. Under the Placement End Date, enter the same date as the start of the AAP placement date.
5. Review the ID Number page in the Existing Client Notebook in the CWS/CMS Client Management section and enter the following:
   1. Stop the foster care aid code one day prior to the date AAP agreement was signed.
   2. Create a new row with the AAP aid code as either “03” (federal) or “04” (non-federal).
6. Document actions taken in the CWS/CMS Case Notes.
7. Print the foster care issuance history from LRS and review for accuracy.
8. Review and print the MEDS “QM” or “Q1” or “Q2” or “Q3” and Title II (QT) and Title XVI (QX) screen.
   1. If the child was receiving SSI prior to the creation of the freed child case, or at the time of a name change, inform the CSW of the need for the adoptive parent to contact the SSA for the name change and to request a new Social Security card reflecting the name change.
   2. If the child’s aid code on the Medi-Cal case is 60, do not request a change to the case number. The aid code 60 indicates that the child is a recipient of State Supplementary Payment.
9. Review the LRS on the following business day to ensure that termination of FC has interfaced, the FC segment has been discontinued and that the termination NOA has been generated and mailed out.
   1. If the NOA has not been generated and mailed out, notify the foster care EW to follow up.

Processing the AAP Case Upon Intake

AAP Intake EW Responsibilities

1. Contact the Adoptive parent(s) to verify their address.
   1. If the address given is different than the address documented on the A23, advise the adoptive parent(s) that they must contact the RFSPD CSW to complete a new A23 with the correct address.
   2. For AAP Intake cases with open foster care placement only, set a reminder using the DCFS 26-1 for five (5) business days for the return of the corrected A23.
      1. If corrective measures are not taken after five (5) business days, request the AAP Intake ES to communicate via email with the RFSPD SCSW to obtain the requested information.
   3. Email the RFSPD CSW of the adoptive parent(s) change of address and that they were advised to contact the CSW regarding this matter.
   4. If the adoptive parent(s) reside in another state, initiate the ICAMA request process.
2. Review the ID Number page in the Existing Client Notebook in the CWS/CMS Client Management section.
   1. On the AFDC-FC tab, enter the stop foster care date on the “Eligibility for AFDC was terminated on” line and enter the termination reason code as “Child is no longer in foster care.”
   2. On the “AAP Eligibility” tab, enter applicable information (i.e., ethnicity, age of three (3) years or older, etc.) from the A23 under “Reasons for AAP Eligibility”.
   3. Validate the TPR information by selecting the Parental Rights tab and confirming the parental rights termination date as indicated in the CWS/CMS Client Management section under Existing Family Information.
      1. The TPR date is used on the CW 51 to notify the Child Support Division of the effective date to discontinue child support.
3. Open the Existing Adoptive Placement and select the current adoptive placement.
   • The adoptive placement will not be in CWS/CMS if it was through a private adoption agency or if it was an independent adoption with a finalized adoption case.
   • The cases from private adoption agencies will be set up as initial Start Up AAP Cases.
4. Review the AAP module information for accuracy and completion.
   1. If inaccurate or incomplete, email the adoption CSW from RFSPD and SCSW for corrective measures, set up a DCFS 26-1 for a follow up.
   2. If accurate and complete, enter the following on the AAP Agreement tab in CWS/CMS.
      1. Agreement Type:
         • For the cases with AAP benefits, select “Benefit Basis” and complete the following steps:
           • Start Date
           • End Date
           • Benefit Basis
           • Basic Care Amount
           • SCI (if any)
         • For Deferred Agreement, select “Deferred Medi-Cal only” and complete the following steps:
           • Start Date
           • End date
5. Document actions taken in the CWS/CMS Case Notes in the Case Management section.
6. Print and file the following documents in the AAP child’s physical case:
   • AAP Check List
   • Case Notes
   • Foster Care Issuance History in the LRS payment history
   • If applicable, include verification of rates (Rates schedule document) for Host County Rates, SOC 835, 836, and 837 (if applicable) for Supplemental Regional Center Rates
   • AAP Rate Chart
   • AAP 4 - Eligibility Certification
   • MC 250 - Medi-Cal application to be sent to the Medi-Cal Section, and the second copy is to be filed in the physical case.
   • DCFS 489-2 - Termination of Placement Agreement (not applicable for medical/Non-Foster Care placements).
   • Notice of Action (NA 791)
   • The copy of the initial FC3 from the child’s foster care case.
     • The FC3 reflects the original foster care funding source determination.
   • A copy of the FC 3 from the Freed Minor segment
   • A copy of the completed Federal Eligibility Certification for AAP FC8
7. The day following the youth’s eighteenth (18th) birthday review the AAP LRS System to ensure the discontinuation of the FC segment and take the following actions:
   1. Search for the vendor number of the adoptive parent(s) by selecting the Foster Care page under the Resource Data Bank Tab in LRS.
      1. If there is no vendor number found, complete a vendor number request and refer to the Resource Management Unit.
      2. If there is a vendor number found with the same address but a different adoptive parent name, complete a shared address vendor request and submit it to the Resource Management Unit via email.
      3. If there is a vendor number, confirm that the case information is the same as is indicated on the Request for Notice of Placement (A23).
      4. If the information is not the same, email the PRU PRUAAP@DCFS.LACOUNTY.GOV for assistance in changing the vendor information. Attach all supporting documentation, such as: the AAP 2, the AD 4320, adoptive parent(s) driver’s license(s), etc.
      5. Attach the vendor to the child upon confirmation that the vendor information is accurate.
      6. Save.
   2. Confirm that all AAP information is correct in LRS:
      1. Under the Eligibility Tab, select the Customer Information to verify the adoptive parent’s address and telephone number.
      2. Under the Non-Financial Folder, select the “Individual Demographic” and verify:
         • Adoptive name of child
         • Child’s date of birth
         • Ethnicity
         • Language of the child/family
      3. Under the Non-Financial Folder select the “Vital Statistic List” and verify the child’s citizenship.
      4. Under the Non-Financial Folder, select the Household Status page and verify the child’s name in the Home Status:
         • Select “In the Home” and the beginning date.
           • The begin date is the AAP start date.
   3. In the AAP folder:
      1. Select the AAP Summary and complete the AAP Summary Detail page based on the information on the AAP 4.
      2. Select the AAP Placement to search for the vendor and complete the following information:
         • Initial agreement
         • Begin date
         • Vendor’s Name and indicate adoptive home as the placement type.
         • Under the “Agreement List”, select the following:
           • Initial and add initial assessment under reason.
      3. Enter Benefit Basis, Schedule Level, and Rate Basis. The information used is based on the necessities of the child from the AAP2.
      4. Enter the Begin date.
      5. Enter the Projected end date.
   4. Save.
   5. Run EDBC and accept based on the correct information entered.
   6. Document that all information has been verified and is accurate in the LRS Journal and save.
8. Submit the physical case to the AAP Intake ES for review and approval.
   1. If the physical case is returned from ES review for incompleteness and inaccuracy, take corrective measures.

AAP Intake ES Responsibilities

1. Review the physical case, LRS and CWS/CMS for accuracy and completion.
   1. If inaccurate or incomplete, return the case to the AAP Intake EW for corrective measures.
      1. Review if corrective measures have taken place, and continue with approval process.
   2. If accurate and complete, sign the appropriate AAP documents, and authorize EDBC.
2. Enter the following in CWS/CMS:
   1. End date the AAP Intake EW file number.
   2. Initiate the AAP Library file number.
   3. Review all adoption pages for completion.
   4. Document actions in CWS/CMS Case Notes.
   5. Save to the Database.
3. Complete the following in LRS:
   1. On the Administration Tools Tab/ Workload Assignment page, reassign to the correct AAP Intake EW.
   2. Confirm all data entered fields.
      1. If accurate and complete, authorize EDBC.
      2. If inaccurate or incomplete, reject the approval of the case in LRS and return the case to EW for corrective measures.
         • Upon receipt of corrective measures, complete the authorization of EDBC.
   3. Document actions taken in the LRS Journal.
4. Return the physical case to the assigned AAP Intake EW.
5. Refer the case to the AAP Unit Clerk for transfer to the AAP Reassessment Unit.

Processing the AAP Case Upon ES Approval

AAP Intake EW Responsibilities

1. Mail the NA791 for AAP to the Adoptive Parent(s) and previous foster caregiver/facility.
2. Mail the DCFS 489-2 to the previous foster caregiver/facility.
3. Send an email reminder with the scanned DCFS 280 to the Redetermination Foster Care EW notifying them that AAP has started.
4. Email the Application and Redetermination Statement of Facts for an Individual who is Over 18 and Under 21, and Who Was in Foster Care Placement on his or her 18th Birthday (MC 250) to the AAP Medi-Cal unit.
5. Email the RFSPD CSW and indicate that the assignment has been completed. Attach the NA 791.
6. If the case is a P1 rate, set a reminder DCFS 26-1 to monitor for the following:
   1. End Date Change
      1. AAP End Date for a Regional Center (Dual Agency Child). The end date is the last day of the month in which the child turns three (3).
      2. To avoid disruption of the AAP payment, request an amended AD4320 indicating the “basic rate” effective the first day of the month following the month in which the child turns three (3).
      3. Send a P1/F1 Letter to remind the adoptive parent and RFSPD CSW of the rate change.
   2. If the child will turn 18 before the two (2) year reassessment period, set a task reminder DCFS 26-1 to monitor the following:
      1. The end date is the last day of the month when the youth turns eighteen (18).
      2. A NOA will be sent 70 days in advance advising that AAP benefits will stop when the youth turns age 18.

AAP Intake ES Responsibilities

1. Review the physical case for accuracy and completion.
   1. If accurate and complete, sign the appropriate AAP documents and refer the physical case to the AAP Unit Clerk to be transferred to the AAP Reassessment Unit.
   2. If inaccurate or incomplete, return the case to the AAP Intake EW for corrective measures.
      1. Upon confirmation of completing corrective measures. Sign the AAP documents and prepare the physical case to be transferred to AAP Reassessment Unit.

Post-Adoption Services (PAS) - Independent Adoptions (Processing the PAS Case Upon Intake)

Processing PAS for independent adoptions occur when there is a previously finalized adoption and the child is placed with new adoptive parents.

AAP Intake EW Responsibilities

1. Search for the vendor number of the Adoptive parent(s) by selecting the Foster Care Page under the Resource Data Bank tab in LRS.
   1. If there is no vendor number found, complete a vendor number request and refer to the Resource Management Unit.
   2. If there is a vendor number found with the same address but different adoptive parent name, complete a shared address vendor and refer to the Resource Management Unit via email.
      1. Request is to be submitted via email to the Resource Management Unit Clerk or staff to add new vendor number.
   3. If there is a vendor number, confirm that the case information is the same as it is indicated on the Request for Notice of Placement A23.
   4. If the information is not the same, contact the PRU via email PRUAAP@DCFS.LACOUNTY.GOV for assistance in changing the vendor information.
      1. Attach all supporting documentation such as: the AAP 2, the AD 4320, the adoptive parent(s) driver license, etc.
   5. Once all information is accurately completed, take the steps to attach the vendor to the child.
   6. Save.
2. Confirm that all AAP information in LRS is correct:
   1. Under the Eligibility tab, select the Customer Information to verify the adoptive parent’s address and telephone number.
   2. Select the Individual Demographic under the Non-Financial Folder to verify the following:
      1. Adoptive name of the child
      2. Child’s date of birth
      3. Ethnicity
      4. Language of the child/family
   3. Select the Vital Statistic List under the Non-Financial Folder to verify the child’s citizenship.
   4. Select the Household Status Page under the Non-Financial Folder to verify the minor’s name, and select “In the Home” under the Home Status Page, and the beginning date which is the AAP Start Date.
3. In the AAP Folder:
   1. Select the AAP Summary to complete the AAP Summary Detail Page based on the information on the AAP 4.
   2. Search the vendor under the AAP Placement and complete the following information:
      1. Initial Agreement
      2. Begin Date
      3. Input Vendor’s Name and indicate Adoptive Home as the Placement Type
      4. Under the Agreement List, take the following actions:
         • Initial - Add Initial Assessment under Reason.
         • Input: Benefit Basis, Schedule Level, and Rate Basis.
           • The information input is based on the necessities of the child from the AAP 2.
         • Begin Date.
         • Projected End Date.
4. Save.
5. Run EDBC and accept, based on the correct information entered.
6. Document that all information has been verified and is accurate in LRS.
7. Submit the physical case to the AAP Intake ES for review and approval.
   • If the physical case is returned from the ES, review for missing information and/or inaccuracy, and take corrective measures.

AAP Intake ES Responsibilities

1. Review the physical case and LRS for accuracy and completion.
   1. If inaccurate or incomplete, return the case to the AAP Intake EW for corrective measures.
      1. Upon receipt of corrected case proceed to step “b.” below.
   2. If accurate and complete, sign the appropriate AAP documents, authorize EDBC.
   3. Document the actions taken in the LRS Journal.
2. Refer the case to the AAP Unit Clerk for transfer to the AAP Reassessment Unit.

Post-Adoption Services (PAS) - Independent Adoptions (Processing the PAS Case Upon Approval)

AAP Intake EW Responsibilities

1. Mail two (2) copies of the NA791 to the adoptive parent(s) and previous foster care/facility.
2. Email the Application and Redetermination Statement of Facts for an Individual Who Is Over 18 And Under 21, and Who Was in Foster Care Placement on His or Her 18th Birthday (MC250A) to the AAP Medical Unit.
3. Email the RFSPD CSW indicating the completion of the assignment and attach the NA791.
4. If the case is a P1 rate, set up a task reminder DCFS 26-1 90 days prior to child’s 3rd birthday to control the following:
   1. End Date Change
      1. AAP P1 rate is to be end dated for a Regional Center (Dual Agency Child) the last day of the month the child turns age three (3).
      2. To avoid disruption of the AAP payments, request an amended AD4320 and an AAP 2 indicating the “basic rate” effective the first day following the month in which the child turns three (3), or a higher rate if the child was approved for a higher rate.
      3. Send a P1 letter to remind the adoptive parent and the RFSPD CSW of rate changes.
   2. If the child is to turn eighteen (18) before the two (2) year reassessment period, a task reminder DCFS 26-1 is to be set up to monitor the following:
      1. The end date is the last day of the month when the child turns eighteen (18).
      2. An NOA is to be sent 60 to 70 days in advance advising that AAP benefits will stop when the child turns eighteen (18).

AAP Intake ES Responsibilities

1. Review the AAP Intake EW required tasks.
   1. If inaccurate or incomplete, return the case to the AAP Intake EW for corrective measures.
      1. Upon receipt of corrected case proceed to step “b.” below.
   2. If accurate and complete, refer the case to the AAP Unit Clerk for transfer to the AAP Reassessment Unit.

Private Agency Adoption Start-Up Cases - Processing the PAS Case Upon Intake

When a Resource Family from a Foster Family Agency begins working with an adoption program, an adoption file for the prospective adoptive parent(s) must be created.

AAP Intake EW Responsibilities

1. Search for the vendor number of the Adoptive parent(s) by selecting the Foster Care Page under the Resource Data Bank tab in LRS.
   1. If there is no vendor number found, complete a vendor number request and refer to the Resource Management Unit.
   2. If there is a vendor number found with the same address but different adoptive parent name, complete a shared address vendor and refer to the Resource Management Unit via email.
      • Request is to be submitted via email to the Resource Management Unit Clerk or staff.
   3. If there is a vendor number, confirm that the case information is the same as it is indicated on the Request for Notice of Placement A23.
   4. If the information is not the same, email the PRU PRUAAP@DCFS.LACOUNTY.GOV for assistance in changing the vendor information.
      1. Attach all supporting documentation such as: the AAP 2, the AD 4320, the caregiver’s driver license, etc.
   5. Once all information is accurately completed, process the adoptive placement in LRS.
   6. Save.
2. Confirm that all AAP information is correct in LRS:
   1. Under the Eligibility tab, select the Customer Information to verify the adoptive parent’s address and telephone number.
   2. Select the Individual Demographic under the Non-Financial Folder to verify the following:
      1. Adoptive name of the child
      2. Child’s date of birth
      3. Ethnicity
      4. Language of the child/family
   3. Select the Vital Statistic List under the Non-Financial Folder to verify the child’s citizenship.
   4. Select the Household Status Page under the Non-Financial Folder to verify the minor’s name, and select “In the Home” under the Home Status Page, and the beginning date which is the AAP Start Date.
3. In the AAP Folder:
   1. Select the AAP Summary to complete the AAP Summary Detail Page based on the information on the AAP 4.
   2. Search the vendor under the AAP Placement and complete the following information:
      1. Initial Agreement
      2. Begin Date
      3. Input Vendor’s Name and indicate Adoptive Home as the Placement Type
      4. Under the Agreement List, select the following:
         • Initial - Add Initial Assessment under Reason.
         • Input: Benefit Basis, Schedule Level, and Rate Basis.
           • The information input is based on the necessities of the child from the AAP 2.
         • Begin Date.
         • Projected End Date.
4. Save.
5. Run EDBC and accept if accurate and complete.
6. Document that all information has been verified and is accurate in LRS.
7. Submit the physical case to the AAP Intake ES for review and approval.
   • If physical the case is returned from the ES, review for missing information and/or inaccuracy, and take corrective measures.

AAP Intake ES Responsibilities

1. Review the physical case and LRS for accuracy and completion.
   1. If inaccurate or incomplete, return the case to the AAP Intake EW for corrective measures.
      • Upon receipt of corrected case, proceed to step “b.” below.
   2. If accurate and complete, sign the appropriate AAP documents, authorize EDBC.
   3. Document the actions taken in the LRS Journal.
2. Refer the case to the AAP Unit Clerk for transfer to the AAP Reassessment Unit.

Private Agency Adoption Start-Up Cases - Processing the PAS Case Upon Approval

AAP Intake EW Responsibilities

1. Mail two (2) copies of the NA791 to the adoptive parent(s) and previous foster care/facility.
2. Email the Application and Redetermination Statement of Facts for an Individual Who Is Over 18 And Under 21, and Who Was in Foster Care Placement on His or Her 18th Birthday (MC250A) to the AAP Medical Unit.
3. Email the RFSPD CSW indicating the completion of the assignment and attach the NA791.
4. If the case is a P1 rate, set up a task reminder DCFS 26-1 90 days prior to child’s 3rd birthday to monitor the following:
   1. End Date Change
      1. AAP P1 rate is to be end dated for a Regional Center (Dual Agency Child) the last day of the month the child turns age three (3).
      2. To avoid disruption of the AAP payments, request an amended AD4320 and an AAP 2 indicating the “basic rate” effective the first day following the month in which the child turns three (3), or a higher rate if the child was approved for a higher rate.
      3. Send a P1 letter to remind the adoptive parent and the RFSPD CSW of rate changes.
   2. If the child is to turn eighteen (18) before the two (2) year reassessment period, a task reminder DCFS 26-1 is to be set up to monitor the following:
      1. The end date is the last day of the month when the child turns eighteen (18).
      2. An NOA is to be sent 60 to 70 days in advance advising that AAP benefits will stop when the child turns 18.

AAP Intake ES Responsibilities

1. Review the AAP Intake EW required tasks.
   1. If inaccurate or incomplete, return the case to the AAP Intake EW for corrective measures.
      • Upon accurate completion of corrective measure, proceed to step “b.” below.
   2. If accurate and complete, refer the case to the AAP Unit Clerk for transfer to the AAP Reassessment Unit.

Request for Interstate Compact On Adoption and Medical Assistance (ICAMA)

If the child resides out of state, the EW will complete the ICAMA request to initiate Medicaid in that state.

AAP Intake EW Responsibilities

1. Review the current AD4320 to ensure that the adoptive parent(s) has/have signed it.
2. If a social security number is unavailable, send the MC250 form to activate Medi-Cal until the ICAMA can be processed with the social security number.
3. Complete the ICAMA form 7.01 California – Notice of Medicaid Eligibility/Case Activation.
4. Email/Fax a copy of the ICAMA 7.01 and a copy of the AD4320 to the Deputy Compact Administrator for the State of California (in Sacramento) and, utilizing the Interstate Compact Directory, send a copy, to the Interstate Compact Administrator in the State where the child resides.
5. Mail the following ICAMA forms to the Adoptive Parent(s):
   • ICAMA Form 7.01, The California-Notice of Medicaid Eligibility/Case
   • ICAMA Form 7.02, The Notice to Families
   • ICAMA Form 7.02b, The Important Information for Families
6. File the original documents in the physical case.
7. Document actions taken in the LRS Journal.

AAP Intake Eligibility Supervisor (ES) Approval

• Processing the AAP case upon intake
• Post Adoption Services (PAS) independent adoptions
• Private agency adoption start-up cases
• Nonminor Dependent (NMD) adoption

Forms

CWS/CMS

AD 4333, Acknowledgement and Confirmation of Receipt of Relinquishment Documents

DCFS 26-1, Task Reminder

DCFS 230, Request for Birth Certificate

DCFS 280, Technical Assistance Action Request

DCFS 65A, Confirmation of Child Legally Freed

DCFS 489-2, Termination of Placement Agreement

DHS 6155, Health Insurance Questionnaire

FC 2, Application for Public Assistance Foster Car

FC 3, Determination of Federal AFDC-FC Eligibility

FC 8, Federal Eligibility Certification for Adoption Assistance Program

MC 210, Application for Medical Assistance

MC 250A, Application and Redetermination Statement of Facts for an Individual who is Over 18 and Under 21, and Who Was in Foster Care Placement on His or Her 18^th Birthday

NA 791, Notice of Action

SAWS 1, Application for Cash Aid, Food Stamps, and/or Medi-Cal/State CMSP

SOC 158, Foster Child’s Data record and AFDC-FC Certification

SOC 835, Supplement to the Dual Agency Rate Multiple Questionnaire Worksheet

SOC 836, Supplement to the Rate Eligibility Form

SOC 837, Supplement to the Rate Questionnaire

LA Kids

DCFS/A 23, Request for Notice of Placement

AAP 1, Request for Adoption Assistance Program Benefit

AAP 2, Payment Instructions Adoptions Assistance Program

AAP 4, Eligibility Certification – Adoption Assistance Program

AD 4320, Adoption Assistance Agreement

AD 90, Supporting Information for Issuance of California Department of Social Services Acknowledgement and Confirmation of Receipt of Child Freeing Documents

AD 551A, Confirmation of Child Legally Freed

CW 51, Notification to Child Support Services Department (CSSD) RE: Compromise of Child Support/Good Cause (re) Determination

DCFS Foster Care Eligibility Handbook

E030-0520, Redetermination of AFDC-FC Eligibility

E060-0570, Rate Change Request for Regional Center Alternative Residential Model (ARM) Rates and Dual Agency Rates

E080-0580, Medi-Cal Benefits

E090-0570, Teen Parents in Foster Care

E090-0590, Foster Care Placement

E090-0600, Compromise of Child Support

E100-0510.11, CWS/CMS Budget Actions

E100-0520, Income Evidence Verification System (IEVS)

DCFS Child Welfare Policy Manual

0200-509.40, Terminating an Adoptive Placement

0200-511.05, Adoption Assistance Program (AAP) Benefits and Medi-Cal Benefits

0900-511.12, Dual Agency Rates

0900-511.20, Adoption Fees

0900-522.10, Specialized Care Increment (SCI) – D-Rate

0900-522.11, Specialized Care Increment (SCI) – F-Rate

0900-523.10, Social Security (SS)/Supplemental Security Income (SSI) Benefits for Children in Care

All County Information Notice (ACIN) I-47-05, Unavailability of Verifying Official Documents for Adoption

ACIN I-82-16, Adoption Assistance Program (AAP) Eligibility

ACIN I-01-18, Out of County Emergency Placement Assessment and Resource Family Approval (RFA) Protocol

All County Letter (AC)L 02-02, Changes in Adoption Assistance Program Regulations

ACL 02-56, Dolores Yarbrough v. Rita Saenz and California Department of Social Services

ACL 03-29, Adoption Assistance Program Eligibility and Receipt of, or Eligibility for, Supplemental Security Income

ACL 03-60, Regional Center Consumers

ACL 10-08, Adoption Assistance Program

ACL 10-16, Dual Agency Rates: Answers to Frequently Asked Questions

ACL 16-38, Adoption Assistance Program (AAP): Children Relinquished To A Private Adoption Agency

ACL 16-79, Information About The Continuum of Care Reform (CCR) Home-Based Family  Care (HBFC) And Short-Term Residential Therapeutic Program (STRTP) Rates Structure And Conversion Process From The Old Rate Structure To The New Rate Structure

ACL 18-122, Adoption Assistance Program (AAP) Eligibility

ACL 18-142, Clarification of Resource Family Written Report and Overview of the Adoption Process for Existing Foster Caregivers and Resource Families (RF)

FYI 01-46, Birth Parent Information Regarding Foster Care Payments or Adoption Assistance Program Payments for his or her Biological Child

FYI 02-34, Adoption Assistance Program (AAP) Payments for Federally Eligible Children Receiving Supplemental Security Income (SSI)

FYI 07-02, Informing the Foster Family Agency (FFA) of Adoptive Placement

FYI 07-05, CWS/CMS Procedures for Referrals on Previously Adopted Children

FYI 09-06, The Correct Completion of AAP Documents

FYI 09-15, When an Adoption Can Finalize After TPR was Reversed on Appeal Only Because Of ICWA Issues

FYI 09-32, Providing a Birth Certificate to Youth and Legal Guardians

FYI 10-19, Requesting a Child’s Birth Certificate from the State