01 AGENCY PHILOSOPHY OF CARE
All of Arizona’s Children Association programs follow the Arizona Vision as a core philosophy and driving force. Services shall therefore:
• Include collaboration with the child, parent or guardian and others involved in care; • Have functional outcomes,
• Have accessible services,
• Be based on best practices that look to enhance the adoption experience and meet the needs of the children, as well as the adoptive families,
• Be conducted in the most appropriate setting, • Be timely,
• Include services that are tailored to the individual and or family, • Provide stability,
• At all times respect the individual’s and family’s unique cultural heritage, and • Support independence and connection to natural supports.
02 THE SERVICE’S PLACE WITHIN THE AGENCY
AzCA’s adoption service falls under the permanency planning aspect of the continuum of care. The safety and well being of children is always the primary focus when looking at permanency programs. Adoption services support the philosophy that children experience optimal growth and maturation when living in a family capable of providing care, nurturing, and permanence and if that is not possible within their own family then within another which can meet their needs.
03 APPLICABLE LICENSE FOR PRACTICE
AzCA is licensed by the State of Arizona Department of Economic Security (DES) as an Adoption Agency.
04 SERVICES PROVIDED
AzCA offers adoption services for private adoptions, international adoptions and for dependent children in the legal custody of the DES or children placed in Arizona by outside counties or state jurisdictions by means of the Interstate Compact on the Placement of Children.(ICPC). AzCA does not make any types of adoptive placements.
AzCA complies with Federal and State statutes, regulations, and where applicable, contract requirements, for the implementation of all adoption procedures and services. In the case of interstate adoptions, AzCA adheres to the Interstate Compact on the Placement of Children regulations, and assists in assuring the requirements of both the sending and receiving states are met.
The goal of adoption services is to the assure the needs of adoptive children are met through the recruitment, preparation and/or assessment of families for recommendation to the court and placing agencies on the suitability of families to adopt and to finalize adoptive placements that seek to promote mutually beneficial relationships in an adoptive family to children whose birth parents are unwilling or unable to provide care for them and who are, or are expected to be, legally free for adoption.
A. RECRUITMENT
1. In accordance with agency contracts, special efforts will be initiated to recruit families with the ability to meet the specific and special needs of any child for whom there is no available family or for those children for whom our experience demonstrates there are limited available families.
2. AzCA adoption staff and development staff will utilize television, newspaper, radio, internet, talks to local churches and other community groups with special focus on those resources in the culturally diverse community.
B. TRAINING/EDUCATION
1. Through state contracts, AzCA provides the required training for adoptive applicants who wish to adopt children from the foster care system. AzCA uses the evidence based Parenting for Safety and Permanence Model Approach to Partnerships in Parenting (PS MAPP) training curriculum
2. Families adopting privately are offered educational opportunities through reading materials, web services and other local providers.
3. Families adopting internationally are referred to various resources to meet the requirements of the Hague Convention, if applicable.
C. ADOPTIVE HOME STUDY
1. Arizona statute requires non-relative families be certified by the court as acceptable to adopt before they may petition to adopt. Relative families that are adopting
internationally must also be certified to adopt in order to meet the USCIS (United States
regulations, and contracts if applicable, in completing the homestudy service for residents of Arizona.
2. AzCA completes initial homestudies, extension reports for expiring certifications and updates for families who have adopted within the past three years. AzCA also converts foster care home studies, written by AzCA, into adoption homestudy reports as needed. AzCA may also produce a dual homestudy for both purposes.
3. The purpose of the home study is to gather information for the court on the parents’ suitability to adopt, based on their motivation, expectations, financial status, personal and marital stability, moral character, physical and mental health status and history, cultural sensitivity and a willingness to support the child’s cultural ties and ability to provide a safe and nurturing environment. The family will also undergo a criminal history background check, as well as fingerprint clearance check and a Child Protective Services registry check.. The family’s desires and expectations for an adoptive child are also assessed for the purpose of matching with appropriate child(ren). This information is gathered in a manner respectful of individualized cultural preferences and identifies strengths and needs of each family.
4. Families planning to adopt internationally often require a supplemental homestudy to meet the requirements of the placing agency and country. The supplemental “international” homestudy is completed once the court has approved and certified the family for adoption. Families planning to adopt internationally from a country that is not a part of the Hague Convention, are sometimes required to have a supplemental home study.
5. Once an application packet is accepted by the agency (and pre-service training is completed for DES families), the resourece family specialist conducts the hometudy including at least one home visit, individual interviews of each parent and children age five and up, family interviews and conducts reference checks. The homestudy also includes an assessment of the family’s ability to meet the particular needs of the child described and a recommendation of the type of needs the family would most likely be able to meet.
6. The statutes for adoption require the study be complete within 90 days of application. There are no exceptions to this deadline UNLESS the family has been unwilling/unable to submit THEIR documents as requested. Once a family has submitted an application they are kept informed about the progress of the study, including paperwork they need to submit and paperwork we are waiting for from other sources.
7. Families should be informed, at their first appointment following application, of anything they did not submit with their application and still needs to be submitted. Requests for references and the CPS clearance request should be mailed out within one week of application.
8. Appointments for home study interviews are typically conducted once a week and never less often than every other week unless the family requests it, there are emergency
cancellations at either end, the family is notified at the beginning of the process about a scheduled vacation or if otherwise specified by the contracting authority. At a weekly pace, the interviews would typically be completed in four to six weeks.
9. At the last appointment, the family is informed that AzCA will have the study written within two weeks unless there are other documents outstanding before the home study may be submitted (e.g. references, fingerprints, etc.).
10. Within two weeks the family is contacted and updated on the status of their adoption home study. This includes reporting the agency has completed its report and will be mailing it, or letting the family know if they need another appointment because staff are waiting for something that needs to be considered (references/doctor form).
11. If /when a up appointment(s) is necessary the family should be told at the follow-up appointment that the agency’s part of the study shall be complete within one week (waiting for someone else’s material).
12. When fingerprint clearance is the only item outstanding, the report is completed and sent to the court, the court then holds the adoption home study until the court receives and matches the fingerprint clearance.. The completed adoption study is submitted to the court, according to Arizona legal requirements.
13. If a recommendation is made that a family be certified unacceptable to adopt, the applicants will be notfied in writing as to why they are not being considered for adoption certification, prior to sending the report. The applicants will be informed of their right to petition the court for review. In some cases, the applicant may be referred to another agency to address further adoption needs, training, or education.
14. The agency notifies the applicants, in writing, of the court's decision regarding pre adoption certification. This form letter also notifies the family of the expiration timeframe for the certification, and their responsibility to request an extension of the certification before it expires, if an adoption has not been completed.
D. FAMILY SELECTION
1. AzCA does not make adoptive placements and is not therefore responsible for ’matching’ children and families. AzCA does assist with adoptive family selection for the State of Arizona (DES) when the State is considering one of the families AzCA has assessed. 2. When a DES child is in need of adoptive placement, the State has determined that the
birth parents are not able to provide for or meet the needs of the child or the birth parents have voluntarily relinquished their rights.
3. The AzCA resourece family developer forwards the home study and a registry application to a designated representative of DES. The family is then registered and DES is responsible for pulling a pool of prospective certified families as matches for the child(ren).
4. The AzCA resourece family developer is contacted to participate in a staffing. The resourece family developer will contact the prospective adoptive family and share the
very basic information, collected by AzCA from DES, about the child(ren) available. The resourece family specialist attends the staffing and represents the family. The study is reviewed as well as why the represented family could meet the needs of the specified child. A picture book, compiled by the prospective adoptive family, is also shared at this time.
5. When DES chooses a family and notifies AzCA, the resourece family developer notifies the prospective adoptive family with as much information as has been acquired. If the family decides to proceed, another staffing is held with the prospective adoptive family in order to share detailed and documented information about the child(ren). After this meeting, if DES and the adoptive family wish to proceed, a plan for placement is formulated.
E. POST PLACEMENT SERVICES
1. Arizona’s Children Association complies with requirements of the placing agency/country for post placement visitations and reports with families adopting internationally. In addition, AzCA provides services to assist for legalizing the adoption in the United States when necessary. The home study and post placement supervision are assessment services. AzCA conducts the study in compliance with Arizona law, DES regulations, the local court requirements and, in the case of international adoption, in compliance with a foreign government’s requirements and United States Citizenship and Immigration Services (USCIS).
2. Per the Home Recruitment, Study and Supervision conctract AzCA is responsible for visiting with adoptive family monthly after a child is placed until the adoption is finalized.
F. POST ADOPTION SERVICES
1. AzCA provides background information, liaison services, a passive registry and referral services for families who adopted from the agency in the past. Birth parents, adult adoptees and adoptive parents who request search assistance are notified, in writing, of the application process for the Confidential Intermediary Program, a search program administered by the Arizona Supreme Court. AzCA will attempt to contact family members, using information already in the file, when the request is urgent for health reasons (i.e. to share or receive updated health information) and in the case of death notification. Again no identifying information may be released without specific written consent. Parties may also submit a notarized consent to disclosure for the AzCA file. In the event the agency receives consent from both the adult adoptee and the birth parent of an adult adoptee, AzCA will inform both parties and facilitate their sharing of information.
2. Clinical support services are delivered through outpatient services. Additional support services, such as adoption support groups and educational opportunities will vary by location in the state.
05 POPULATION SERVED
The Arizona's Children Association (AzCA) accepts clients who can utilize and benefit from the services regardless of race, age, religion, gender, marital status, sexual orientation, national origin or handicapping condition. All clients and their families will be treated with dignity, courtesy, and respect for their personal values and beliefs.
Arizona statute requires adopting parent applicants be 18 years of age and legal residents in the state of Arizona. Contracts may require adoptive applicants to be 21.
Church and/or religious affiliation is not a requirement; however religious preferences or "affiliations" as well as all other family characteristics are noted as potential matching issues for the children.
06 HOURS AND DAYS OF OPERATION
The agency's administrative offices are open 8:00 to 5:00 Monday through Friday and adoption services are available in the evenings and weekends by appointment.
07 SERVICES PROVIDED OFF PREMISE
As required by the State of Arizona adoption regulations, home visits are included in the assessment of a family for adoption, though office appointments may also be required. After placement, home visits are required to supervise the placement and report to the placing agency and/or make recommendations regarding the completion of the adoption. AzCA adoption workers will make, at a minimum, one home visit to the applicant’s home prior to completing and submitting the adoption home study; however, in most cases two or more home visits are required to gather accurate and detailed information.
08 SCREENING AND INTAKE
AzCA provides individual or group orientations, in accordance with DES regulations, to inform prospective parents of the services available. Information addressed in this meeting includes: the meaning of adoption, organizational procedures, availability of children (if applicable), expected fees, procedures and timeframes The criterion used in recommending a family through the home study is also discussed.
If the applicants appear to be able to meet the basic requirements and to be able to meet the needs of the expected children, an application will be offered.
If the decision is made that the agency will not be offering an application for homestudy, this will be communicated in a supportive and therapeutic manner. Applicants wishing to discuss a staff decision may request an interview with the Program Supervisor and/or Program Director.
A. Eligibility Determination and Notification
1. Any adult legal resident of Arizona may apply for the homestudy service. Placing agencies may have additional age or other requirements which are reflected in their contract with AzCA and this is communicated with prospective applicants in service description materials. Otherwise the homestudy service determines whether the applicant meets the general Arizona State statutes and DES regulations for adoption approval.
B. Admission Procedures
1. The home study service begins with submission of a completed application packet which includes an application form, fee agreement, client rights, physician’s statements, financial information form, authorization for CPS clearance, and supporting documents such as birth and marriage certificates. The post placement service for international adoptions begins with a completed fee/service agreement which includes information on the placing agency or attorney who will be providing the legal documentation verifying the child is free for adoption.
2. Families will be informed when the service requested cannot begin within two weeks due to a waiting list or due to an incomplete application. Families will be informed if there are other resources in the community available to meet their particular service request.
09 ASSESSMENT
The homestudy and post placement supervision are assessment services. AzCA conducts the study in compliance with Arizona law, DES regulations, the local court requirements, and in the case of international adoption, in compliance with a foreign government’s requirements and
USCIS. The homestudy is a collaborative work that consists of a compilation of information from the adoptive applicant, as well as an assessment by the adoption worker that is specific to the adoption process. The homestudy is an assessment of the applicant’s motivation and interest in adoption, their mental and physical status, the home environment, their cultural awareness and knowledge of cultural ties, a criminal history and child abuse registry check, finger print clearance notification, their parenting skills and abilities, financial and employment status, their family history and family relationships, their marital status and problem solving abilities, their education, and their future plans for an adoptive child.
The homestudy/assessment process is conducted in a respectful and culturally responsive manner that takes a holistic approach to the applicant, and their ability to provide a safe, healthy and nurturing and permanent home. References are also provided in the home study, along with a final evaluation and recommendation specifically outlining the applicant’s abilities to meet the needs of an adopted child.
The homestudy process is one that takes a sharp attention to detail and requires that the Resourece Family Developer work closely with the adoptive family to provide education and services that are appropriate to the needs of the applicant. The applicant will be responsible for making an informed decision regarding whether or not to proceed with the adoption homestudy process.
10 SERVICE PLANNING
N/A
11 FAMILY FOCUSED SERVICE PLANNING
N/A
12 APPROPRIATENESS OF THE SERVICE PLAN
In the case of DES adoptions, the state prepares and implements the permanency plan for the child and the support services necessary to achieve the plan of adoption. In the case of an international adoption, it is the role of the placing agency to develop any necessary service plan based on the needs of the child. AzCA will make recommendations, including referrals, to the family and the placing agency when it has determined through the homestudy and/or post placements supervision that the child and/or family is in need of services they are not receiving.
Additional education and/or counseling may be available through the agency’s behavioral health programs to assist the family in adjusting to and bonding with the new child; and referral to internal, or external community services, are made as needed.
13 DISCHARGE PLANNING
Discharge planning is not part of the adoption homestudy or post placement supervision service of AzCA. The service provided is of an assessment nature and the service is complete once the report (homestudy or social study) is complete. The report may include recommendations for services. The Resource Family Developer may also be required to attend and testify at the adoption finalization hearing.
14 TRANSFERS
N/A
15 DECLINING TO PROVIDE SERVICES
Families inquiring about children in the DES foster care system may be prescreened for interest and ability to parent a child with a history of abuse, neglect and/or abandonment. If the decision is made that the agency will not be offering an application for homestudy, this will be communicated in a supportive and therapeutic manner. Applicants wishing to discuss a staff decision may request an interview with the Program Supervisor and/or Program Director.
16 ON-GOING MONITORING AND UTILIZATION REVIEW
The contacts with adoptive families are documented in the Adoptive Parent(s) chart. Cases are supervised to monitor timely delivery of services and compliance with state statutes, regulations and contracts. Charts are audited on a quarterly basis through a random review sampling process. Adoption records are kept in the AzCA archive for 99 years, as required by law, and each region has a plan of how these records are to be transferred to Tucson upon closure of an adoption record.
17 COORDINATION OF CARE/REFERRALS
AzCA coordinates service with the referring/placing agency as needed. In the event that AzCA refers an adoptive family for external services, AzCA will ensure that those individuals are licensed and credentialed according to any regulations that may apply to adoption services. AzCA Resourece Family Developers will request a report, or supporting evidence that services were implemented and successful. The prospective adoptive parents will be made aware of AzCA’s requirements in regards to reporting and maintaining an appropriate level of communication with referring/placing agencies, as well as agencies providing additional services and assistance.
18 STAFF COMPOSITION, RESPONSIBILITIES, QUALIFICATIONS AND TRAINING
Adoption services are overseen by a Program Director or a Program Supervisor, with a Master’s degree in social services and two years’ experience in child welfare, or a bachelor’s degree in social or human services, with at least fiveyears experience in the child welfare field. Educational requirements may be waived, with significant experience, in rural areas.
Resourece Family Developers have a Bachelor level degree in social work or related field. Employees are hired in accordance with DES regulations. Adoption staff receives 10 or more hours of adoption training per year, as part of their required training topics and hours. Student Interns are subject to the same hiring standards as employees (excepting educational requirements in the case of bachelor level interns). Educational requirements may be waived, with significant experience, in rural areas.
Staff also receives specialized training in the following areas:
1. Review of State Law and Department policy regarding adoption, foster care and the Interstate Compact for the Placement of Children (ICPC)
2. A review of Federal Law regarding adoption, foster care and special education including the Indian Child Welfare Act (ICWA), Multi-Ethnic Placement Act (MEPA-IEP)
3. The organizational structure of DES including the ACYF Districts 4. The role of the Office of Licensing, Certification and Regulation
5. The dependency process including the role of the case manager, juvenile court, Attorney General’s Office, Court Appointed Special Advocate (CASA) and Foster Care Review Board, , foster parents and the child’s team
6. The adoption certification and placement process including the role of the case manager, juvenile court, Attorney General’s Office, and the child’s team
7. The provision of health services for foster children including the Comprehensive Medical and Dental Program, Kid’s Care and Arizona Health Care Cost Containment System.
8. The provision of children’s behavioral health services in Arizona including the process for accessing services and key behavioral health services staff in each community
9. State and Federal law around adoptions 10. Confidentiality practices in adoption
11. Adoption assessment and home study process
In order to provide services that reflect best practices in cultural competency, Arizona's Children Association staff receives on-going training in cultural diversity, sensitivity, and competency. Program services and delivery systems are based on strength-based models that are family-centered and family-driven. Service delivery models build on individual and family assets and enlist the individual and family in the service design.
Adoption staff will be trained in the area of professional and positive collaboration and communication with adoptive families, as well as all other child welfare professionals. Adoption staff will understand and demonstrate a commitment to children and families and understand that all children have a right to permanency and to belong to a family system.
Arizona's Children Association is committed to continually improving the knowledge, skills and abilities of our employees. This commitment to training provides staff with the opportunity to stay abreast of best practice models in adoption and related fields, as well as exchange ideas for new programs or performance improvements with other professionals in the Child Welfare field. Employees are required to attend a minimum of forty-eight (48) hours of training during their first year of employment and twenty-four (24) hours of training in each subsequent year. Of these annual training hours, adoption staff will receive 10 hours related to adoption practices, laws, systemic issues, etc. Staff may attend training from external sources including the Department, Child Welfare League of America and other State or nationally-recognized organizations in the child welfare or behavioral health field.
Staff is evaluated after 90 days of employment and annually thereafter to ensure that they continue to demonstrate:
1. An ability to understand and assist with the role changes that occur in adoption,
2. An ability to counsel regarding issues of separation and loss for the child, family and caregiver,
3. A commitment to a child’s right to belong to a family,
4. A commitment to preserving, whenever possible, a child’s connection to the family of origin.
5. An ability to assess an adoptive family’s ability to be able to care for a child with special needs
6. maintain and protect confidential information and assist persons served to access information, as outlined by applicable law.
19 CASELOAD
When assigning caseloads, supervisors take into consideration the qualifications, competencies, specials skills, and resources available to each worker. Workers receive on-going supervision to ensure that they have support, to assist with continued professional development, and to evaluate and work with staff to continue to develop job specific competencies.
AzCA structures its services so that adoption caseloads do not exceed 25 families per worker when preparing and assessing adoptive applicants and supporting families following placement. Caseloads are adjusted for case complexity, travel and non-direct service time.
20 SUPERVISION
Arizona's Children Association has established policies regarding staff supervision in the adoption program. Program Supervisors are responsible for the supervision of direct care staff. Program Supervisors are required to have a Master’s or Bachelor’s degree with extensive experience in the field. A bachelor’s degree and experience in the child welfare field may substitute for a Master’s degree. The Supervisor-to-staff ratio in the adoption programs is 1:6. Program Supervisors are required to conduct supervision sessions with direct service staff a minimum of four hours per month for an average of one hour per week. The supervision sessions are regularly scheduled and may be conducted in an individual or group setting, although the majority of supervision each month must be in an individual setting. The supervision session includes a detailed discussion of the staff member’s caseload, a discussion of the problems encountered and problem solving strategies. The employee is assisted in conducting an assessment of their performance in setting performance goals, meeting performance expectations, complying with position requirements, developing individualized training plans and meeting customer satisfaction expectations. Program Supervisors receive weekly supervision from either a Program Director or the Director of Permanency Planning Services Supervision sessions for employees and supervisors are documented on the supervision notes form which is reviewed and signed by the employee and supervisor and filed in the employee personnel file.
21 FEES
AzCA reviews and establishes its schedule of fees annually. The President/Chief Executive Officer submits the fee schedule to the Board of Directors for their approval. Fee schedules are reasonable, fair and based on the direct and indirect costs associated with the service and may vary in areas of the state. Increases in fees are justified by increased expenses in providing the service.
A reduced fee structure is developed for low income families. Professional decisions concerning a family’s ability to parent an adopted child are segregated from financial consideration with regard to fees and all actions have a sound ethical and professional basis.
Contracts with referring agencies/entities may include specific fees families may be charged which differ from the agency’s fee schedule.
Fee for service agreements are payable as specific services are delivered. Any fee which is collected in advance of the service is completely refundable if the service is not delivered. Fees may be prorated for partial services that were provided.
The agency shall prepare a written Fee Agreement signed by the agency and adoptive parents which shall include provisions for all fees and expected costs to the adoptive parents, initial payments and frequency and conditions for subsequent payments. A copy shall be given to the parents.
Unpaid fees may be sent to collections or small claims court, after a family is warned in writing with a specific time to respond. Families may be charged interest for late fees.
The AzCA organization, and its employees, do not accept, or provide financial or other consideration beyond reimbursement for services.
22 SPECIAL ACCOMMODATIONS
AzCA employs staff or contracts out for services in Spanish and interpreters for the hearing impaired. Accommodations are made for individuals with disabilities as needed. AzCA offices are accessible for the mobility impaired.
