Revised 12-15-11

1.   General responsibilities of the adoption specialist and adoption transition specialist.

(1) The adoption process is a team effort that includes the adoption specialist and supervisor, adoption transition specialist and supervisor, when applicable, Child Welfare (CW) specialist and supervisor, and service providers.  The adoption and adoption transition specialists' responsibilities include:

(A) consulting with permanency planning, foster care, and child protective services specialists and serving as team members in addressing permanency issues for the child in out-of-home care.

(i) Consultation may be informal between specialists when preparing for the adoption criteria staffing.

(ii) The adoption process is ongoing and begins with the adoption consultation and concludes when an adoptive placement for a child is finalized by the court; and

(B) recruiting adoptive homes by engaging in activities designed to recruit families who reflect the diversity of the children in out-of-home care and are willing and able to parent children with special needs.

(2) Additional responsibilities of the adoption specialist include:

(A) assessing and preparing adoptive families on an ongoing basis to parent children with special needs;

(B) offering or facilitating pre-adoption services when a child is placed in trial adoption and until the adoption is finalized, per OAC 340:75-15-103 through 340:75-15-109;

(C) explaining post-adoption services that may be available, at the family's request after the adoption is finalized, per OAC 340:75-15-124 through 340:75-15-133;

(D) completing a thorough review of the KIDS case and the accompanying paper case record to verify the accuracy of the information;

(E) managing permanency planning for the child;

(F) assuming the lead in a partnership relationship between the child, placement provider, and service providers to develop an effective individualized service plan that assists in achieving safety, permanency, and well-being for the child.  The adoption specialist addresses, at a minimum the:

(i) appropriateness of the child's care;

(ii) child's educational stability, per OAC 340:75-6-50; and

(iii) child's need for continued communication and contact with people the child identifies as important people in the child's life that connect the child with kin, culture, and community;

(G) identifying the child's needs during the assessment process and arranging services to meet the needs to enhance the child's well-being while in out-of-home care.  The adoption specialist:

(i) collaborates with the placement provider and service providers to ensure that the child is emotionally and psychologically prepared and ready to accept a new family;

(ii) prepares the child for adoptive placement through a series of intentional steps and activities; and

(iii) seeks an adoptive family that is in the child's best interests; and

(H) collaborating with the adoption transition specialist to plan the child's transition into adoptive placement.

2.   Adoption consultation.  The adoption and permanency planning specialists participate in an adoption consultation no later than 30 calendar days after:

(1) the child's name first appears on Report YI602, Adoption Permanency Plan Case Goal Report, listing the child with a permanency plan of adoption; or

(2) email or phone notification from the CW permanency planning specialist or supervisor is received.  The adoption consultation is documented with the child's name, date of birth,  KK number, and is held to discuss:

(A) the child's legal status;

(B) barriers to termination of parental rights and the anticipated date the child will be legally free for adoption, when applicable;

(C) sibling placements, when applicable, and whether there is a need to request a sibling placement review per OAC 340:75-6-85.3;

(D) results of the diligent search and availability of relative placement;

(E) the prospective adoptive caregiver, when applicable;

(F) a date for the criteria staffing and persons to invite to the criteria staffing; and

(G) the plan for copying the biological case record;

(H) documenting in KIDS in the permanency planning case all adoption consultations in the Contacts screen;

(I) responsibilities and action steps needed in relation to the child's tribal membership, when applicable; and

(J) any other relevant information.

3.   (a) Adoption criteria staffing process.  The purpose of the adoption criteria staffing is to facilitate a determination of the type of adoptive placement that best meets the child's long-term needs and best interests.    The criteria staffing may identify a prospective adoptive parent who has the ability to meet the child's needs.  Every effort is made to place the child with relatives per Section 1-4-706 of Title 10A of the Oklahoma Statutes.

(1) Within 14 days of the filing of a petition or motion to terminate parental rights to the child, the CW specialist completes Form 04AN020E, Adoptive Placement Criteria Staffing, for the child with the permanency plan of adoption.

(2) During the criteria staffing, the child's legal status and any legal barriers to adoption are discussed.

(3) Completion of the adoptive criteria staffing does not constitute agency approval or authorization for an adoptive placement.

(4) A child for whom no adoptive resource identified is referred for a statewide adoption staffing.

(5) Form 04AN020E is completed by the CW specialist assigned to the child for each prospective adoptive family.

(6) Factors considered when identifying the placement that best meets the child's long term needs and best interests are described in subparagraph (A) through (J) of this paragraph.

(A) Siblings.  Siblings are placed together when possible, unless a joint placement is contrary to the safety or well-being of any of the siblings.  Siblings are separated for purposes of adoptive placement only in certain circumstances per OAC 340:75-6-85.3.

(B) Attachment.  The nature and degree of the child's attachment to the siblings, foster family, and significant others is assessed and considered as an indicator of the child's ability to attach to an adoptive family.

(C) Age.  Age is evaluated as a factor in relation to the applicant's ability to parent the child into adult years, provided age is not used as the basis to deny an adoptive applicant.

(D) Health.  The health records of the prospective adoptive applicant are evaluated to determine if the applicant has the health to participate with the child in normal developmental activities and the ability to parent the child beyond the child's age of majority.

(E) Culture.  Oklahoma Department of Human Services (OKDHS) does not rely on generalizations about the cultural identity needs of children of a particular race or ethnicity.  OKDHS does not presume from the race or ethnicity of the prospective adoptive applicant that he or she would be unable to maintain the child's ties to another racial, ethnic, or cultural community.

(F) Indian child.  A child who is an Indian child as defined by the federal and state Indian Child Welfare Acts (ICWA), Section 1901 of Title 25 of the United States Code and Section 40 et seq. of Title 10 of the Oklahoma Statutes, is placed according to the placement preferences per OAC 340:75-19-23.  Prior to placing an Indian child with a non-extended family or a non-Indian family, the CW specialist assigned to the child requests the court with jurisdiction in the deprived case conduct a hearing to determine if good cause exists to allow placement of an Indian child outside the ICWA specified placement preferences.  ICWA requires that:

(i) a good cause hearing be conducted when a child's placement is with a non-extended family or with a non-Indian family;

(ii) prior notice of the good cause hearing is given to all parties, including the tribe; and

(iii) the court makes a finding whether good cause exists to not follow the placement preferences specified by ICWA.

(G) Religion.  The child is provided an opportunity for spiritual and moral development.  When the child has made a religious commitment or the parent has made a specific request, OKDHS makes a reasonable effort to find an adoptive family of like religious faith.

(H) Language.  When the child's primary language is not English, special consideration is given to identifying an adoptive family fluent in the same language as the child, including sign language for a child who is hearing impaired.

(I) Education.  The child is provided the opportunity to develop his or her potential and is not subjected to unrealistic academic expectations.

(J) Resources.  The adoptive family must have adequate resources to meet the child's financial, medical, health, educational, shelter, and emotional needs.  Adoption assistance is a resource for the child who meets eligibility criteria per OAC 340:75-15-128.

(b) Criteria staffing procedures.

(1) The adoption specialist in collaboration with the permanency planning specialist schedules the time and place for the criteria staffing during the initial adoption consultation.

(2) Prior to the criteria staffing, the CW specialist and supervisor complete Form 04AN020E, Adoptive Placement Criteria Staffing, to the extent possible.

(3) The assigned court-appointed special advocate (CASA), when applicable reviews Form 04AN020E.  Additional information provided by CASA may be included on Form 04AN020E.  The CW specialist requests CASA sign Form 04AN020E verifying the opportunity to review the content and notification of the date, time, and location of the upcoming criteria staffing.

(4) The CW specialist assigned to the child:

(A) notifies all appropriate participants of the criteria staffing.

(i) Participants include the:

(I) area adoption specialist;

(II) CW specialist assigned to the child;

(III) CW supervisor;

(IV) resource specialist;

(V) Developmental Disabilities Services Division (DDSD) case manager, when applicable;

(VI) therapeutic foster care (TFC) therapist, when applicable; and

(VII) Indian Child Welfare tribal worker, when applicable.

(ii) Other persons with information that may assist in planning for the child are also invited including, but not limited to:

(I) the appropriate CW field liaison (CWFL);

(II) a SoonerStart representative; and

(III) Office of Juvenile Affairs staff.

(iii) All participants are required to review and sign Form 04AN020E, Adoptive Placement Criteria Staffing;

(B) attaches the most recently completed family team meeting form to Form 04AN020E;

(C) attaches a copy of the applicable court order or court minutes to Form 04AN020E when the court of jurisdiction has given specific direction or issued a court order regarding the adoptive placement of the child.  When a court directive or order is applicable, but not attached, the directive or order is identified on Form 04AN020E as an action step with a due date;

(D) discusses concerns regarding sibling placement and separation with the designated CFSD Permanency Planning Section staff prior to submitting a request for sibling separation.  Refer to OAC 340:75-6-85.3 Instructions to Staff (ITS) for additional information regarding sibling separation and CFSD sibling placement reviews.

(i) When a sibling placement and separation discussion is not completed prior to criteria staffing, the need is identified on Form 04AN020E as an action step with a due date.

(ii) Requests to separate siblings for the purpose of adoptive placement are submitted via email to the Sibling Separation Requests folder in Outlook and approved by either the CFSD Sibling Separation Committee, committee chair, or designee;

(E) attaches a copy of Form 04AF004E, House Assessment, when the form was previously completed for the child's relative, this form to Form 04AN020E, Adoptive Placement Criteria Staffing.  When Form 04AF004E is not attached, the need to obtain the form is identified on Form 04AN020E as an action step with a due date; and

(F) conducts a thorough Child Abuse and Neglect Information System search of identified prospective resources.

(i) The results of all Child Protective Services (CPS) investigations and assessments, including any policy violations and written plans of compliance, are included on Form 04AN020E.

(ii) When the results are not obtained prior to the criteria staffing, the need to obtain the results is identified on Form 04AN020E as an action step with a due date.

(5) The area adoption and CW supervisor review completed Form 04AN020E, Adoptive Placement Criteria Staffing, including the documented action steps, and sign as mandatory reviewers of Form 04AN020E.

(A) When no areas of concern are identified, the adoption specialist proceeds with the child profile referral and referral for medical records from Oklahoma Health Care Authority.

(i) When the resource identified for the child is, the resource family with whom the child currently resides:

(I) Form 04AF030E, Bridge Family Resource Re-assessment, or an addendum to Form 04AF003E, Resource Family Assessment – Bridge Family Profile, is completed; or

(II) Form 04AF003E, Resource Family Assessment – Bridge Family Profile, is completed when the family was never assessed using Form 04AF003E.

(ii) The CW specialist notifies the identified resource of the results of the criteria staffing.

(B) When an area of concern or placement dispute is identified, the adoption specialist or area adoption supervisor promptly notifies CFSD Adoption Services (AS) Section.  When no resolution is reached after review by the AS Section, the AS Section programs manager notifies the CWFL and county director that a grand staffing is needed.

(c) Post-criteria staffing responsibilities.  During the criteria staffing, specific responsibilities are assigned, including, but not limited to:

(1) documenting in KIDS in the permanency planning case:

(A) the adoption criteria staffing in the Contacts screen; and

(B) each Swift services referral in the Adoption Efforts screen;

(2) sending the child's biological KK paper case record to Departmental Services Unit to be copied;

(3) researching all OKDHS records related to the child, including any Family Support Services Division records and medical records within the database maintained by Oklahoma Health Care Authority (OHCA);

(4) completing Form 04AN023E, Child Profile Referral, to submit to the Swift profile contractor after the criteria staffing.  The referral packet includes, at a minimum:

(A) a copy of the child's biological KK case;

(B) a copy of child’s full-certified birth certificate;

(C) a copy of all legal orders pertaining to custody status and disposition of the child including, but not limited to the:

(i) the affidavit and application for emergency custody and the initial order placing child in the emergency custody of OKDHS;

(ii) initial deprived petition, any subsequent amended petitions, or post-adjudication petitions;

(iii) adjudication orders;

(iv) the order placing child in the temporary OKDHS custody;

(v) dispositional order(s);

(vi) the order terminating parental rights;

(vii) any relinquishment of parental rights documents; and

(viii) the order placing child in the permanent custody of OKDHS;

(D) KIDS reports, including Forms:

(i) 04KI028E, Client Information Report, attached for each child and biological parent;

(ii) CWS-KIDS-6, Case Contacts Report;

(iii) CWS-KIDS-12, Client Medical and Psychological Information; and

(iv) 04KI010E, Placement Worksheet;

(E) signed Form 08HI003E, Authorization to Disclose Medical Records, for all medical, dental, and psychological records and signed Form 04MP001E, Consent for Release of Information, for each educational provider identified in the case records or within the database maintained by OHCA;

(F) mailing Form 04AN012E, Perinatal Information to the hospital where the child was born for completion by hospital personnel;

(G) Form 04AN347E, Medical and Social History Report for Adoption;

(H) Form 04AN026E, Assessment of Child by Caregiver;

(I) OKDHS Publication No. 85-67, revised 7/2005, My Feelings About Adoption, for children up to 12 years of age, and OKDHS Publication No. 05-09, revised 7/2005, Adoption Guidebook, for children age 13 and older; and

(J) Form 04AN020E, Adoptive Placement Criteria Staffing;

(5) initiating completion of Forms 04AN347E, Medical and Social History Report for Adoption, and 04AN026E, Assessment of Child by Caregiver, and OKDHS Publication No. 85-67, revised 7/2005, and Publication No. 05-09, Adoption Guidelines, revised 7/2005.

(A) When not previously completed by the CW specialist, the forms are completed by the adoption specialist, adoption transition specialist, or CW specialist as part of the preparation for adoption.  When appropriate, former foster parents, other CW specialists, and relatives are contacted for additional information.

(B) The resource assessment contractor completes Form 04AN022E, Child Profile Assessment for Adoption, including attachments;

(6) arranging for the child to be staffed at the next statewide adoption staffing after completion of Form 04AN022E, Child Profile Assessment for Adoption, when there is no identified adoptive family;

(7) scanning copies of all recommended resource family assessments by the Friday following statewide adoption staffing to the appropriate folder found in Microsoft Outlook at Public Folders/All Public Folders/STO DCFS/Adoption/Staffing Lists for review by the CW specialist;

(8) assisting the CW specialist with the selection and recommendation process; and

(9) assisting the CW specialist with referrals for media recruitment, adoption parties, and adoption exchanges, when there is no recommended resource family for the child.  When no prospective adoptive parent is identified during the statewide adoption staffing, the CW specialist:

(A) refers the child for child-specific targeted recruitment no later than 10 business days after the statewide adoption staffing per OAC 340:75-15-82;

(B) works diligently to find a prospective adoptive parent for the child;

(C) presents the child's case again at the next statewide adoption staffing per OAC 340:75-15-42; and

(D) initiates the authorization process for the selected prospective adoptive placement per OAC 340:75-15-45 no later than five business days after selection of the prospective adoptive parent by review of adoptive assessments received through the recruitment process.

4.   Recruitment.  To facilitate the recruitment of Bridge resource families, the adoption and adoption transition specialists:

(1) develop an annual local recruitment plan in coordination with area adoption and county foster resource staff;

(2) use a combination of child-specific and more general targeted recruitment strategies including:

(A) registration of children on www.AdoptUsKids.org and www.adoptex.org

(B) ensuring the child's participation at adoption parties; and

(C) facilitating the child's participation in the Waiting Child television campaign and photograph exhibit project;

(3) coordinate recruitment activities with CFSD Adoption Services Section; and

(4) jointly recruit Bridge resource families.

5.   Assessment and preparation of Bridge resource family.  For the assessment and preparation of Bridge resource families, the adoption specialist:

(1) enrolls the Bridge resource applicant in required pre-service training, including Behavior Crisis Management Training (BCMT); and

(2) completes Form 04AF009E, Referral for Bridge Resource Family Assessment, and sends the form to the resource assessment contractor within 14 calendar days of receipt of the completed application with:

(A) Form 04AN020E, Adoptive Placement Criteria Staffing, when applicable;

(B) Form 04AF004E, House Assessment, completed at the initial home visit by the adoption specialist on all new inquiries.  The resource assessment contractor completes Form 04AF004E when converting a foster home into an adoptive home;

(C) Form 04AF001E, Bridge Resource Family Assessment Application;

(D) Form 04AN022E, Child Profile Assessment for Adoption, for conversion assessments;

(E) Form 04AF007E, Records Check Documentation Form;

(F) Form 04AD003E, Request for Background Check, for each adult household member;

(G) a copy of each KIDS Pre-Resource and Resource contacts;

(H) a copy of entire resource record, including re-evaluations, for the Bridge resource parent applying to adopt; and

(I) any other forms or documentation the applicant returns to the adoption specialist.  The contractor completes the assessment using Form 04AF002E, Guidelines for Resource Family Assessment - Bridge Family Profile.

6.   (a) Transfer of permanency planning case to adoption transition.  When the primary assignment of a permanency planning case is transferred to an adoption transition specialist, no later than five days after assignment, the adoption transition specialist reviews the:

(1) permanency plan.  The child must have a permanency plan of adoption and the current 04KI012E, Individualized Service Plan (ISP), must reflect services and activities appropriate to an adoption plan;

(2) court information.  KIDS Court Hearing, Report/Progress Report, Parental Rights, and Status screens are reviewed.  Missing or inaccurate termination of parental rights and legal status data is entered or corrected;

(3) placement history and current placement information;

(4) educational history and current educational information.  KIDS Client/Education screen must reflect the child's current school information, grade level, education status, school performance, and educational strengths and needs;

(5) medical history and current information.  KIDS Client/Medical screens must reflect current medical treatment and needs of the child, including all medications, immunizations, and behavioral health information;

(6) adoption efforts.  KIDS Adoption Efforts screen is reviewed for history and updated by completing contacts related to adoption efforts.  These contact purposes include adoption consultation, adoption criteria staffing, adoption matching party, and adoption statewide staffing;

(7) KIDS contacts and information in the KIDS file cabinets.  To gain a better understanding of the child and history of the case through the CW process, KIDS Contacts and the documents in KIDS file cabinet are reviewed, especially those contacts and documents concerning relatives or other important persons in the child's life that may have expressed an interest in the child's placement; and

(8) CW paper case record.  The child's paper case record contains applicable reports and information as referenced in OAC 340:75-1-26.  All sections are checked and missing documents obtained, including a certified copy of the child's birth certificate and Social Security card.

(b) Placement services.  Placement services are provided by the adoption transition specialist per OAC 340:75-6-85.3 and 340:75-6-85.4.  The adoption transition specialist:

(1) discusses with the child's current caregiver:

(A) the adoption transition specialist's role; and

(B) the child's preparation for adoption and OKDHS adoption efforts; and

(2) requests the caregiver complete a current Form 04AN026E, Assessment of Child by Caregiver.

(c) Child assessment and preparation.  An indicator of a potentially successful adoption is the child's ability to attach.  The CW specialist assigned to the child solicits the cooperation and assistance of the foster family and other professionals, when indicated, to help the child accept adoption and transition into the adoptive placement.

(1) The adoption transition specialist begins child assessment and preparation with the case review and continues with developing Form 04KI012E.  Children who are old enough to participate in case planning are included in this process.

(2) Other child assessment and preparation activities include:

(A) initiating the child's Life Book;

(B) completion of OKDHS Publication No. 85-67, revised 7/2005, for children up to 12 years of age;

(C) completion of OKDHS Publication No. 05-09, Adoption Guidelines, revised 7/2005, for children age 13 and older; and

(D) review of The Companion Book for Social Workers to assist adoption transition specialists with OKDHS Publication No. 05-09, revised 7/2005.

(d) Primary assignment of case to adoption specialist.  When the primary assignment of a child's permanency planning case is assigned to an adoption transition specialist and the prospective adoptive resource parent(s) is assigned to an adoption specialist, the CW adoption transition, and adoption specialists:

(1) consult with each other regarding:

(A) the offer of the child to the prospective adoptive parent(s); and

(B) preparation of the full disclosure.  The adoption transition and CW specialist is asked to assist with full disclosure either by direct participation or availability to the prospective adoptive family in case of questions; and

(2) collaborate with each other to develop a pre-adoptive visitation plan that is in the child's best interests when the prospective adoptive resource family accepts the offer of a child.  At a minimum, the adoption transition specialist participates in the first pre-adoptive visit.

(e) Additional adoption transition specialist duties.  Other adoption transition specialist responsibilities include:

(1) preparing the child's case for transfer to the adoption specialist.  All KIDS information is current prior to transfer;

(2) maintaining an open assignment and reporting to the court as needed;

(3) requesting consent to the adoption from the court of jurisdiction; and

(4) requesting dismissal of the deprived case when the adoption is finalized.

7.   Coordination of placement process into a trial adoptive placement.  The adoption specialist in consultation with the CW specialist assigned to the child determines how to best transition the child into the adoptive family. 

(1) When there are disagreements or issues regarding how best to proceed, the area adoption supervisor, in consultation with the CW supervisor, assists with a resolution.

(2) The adoption specialist completes with the prospective adoptive parent(s), Form 04AN021E, Preadoptive Placement Visit Agreement, in duplicate prior to pre-placement visitation.

(3) Visits between the child and adoptive family occur prior to placement to assist in a smooth transition into the adoptive home.

(A) Each visit is evaluated before a decision is made for additional visits to determine whether the child and family are ready for placement.   The best indicator for a successful adoption is the child's ability to attach.  When the child has attached to the foster family there is good reason to believe the child can also attach to the adoptive family, when the foster parent encourages, assists, and gives the child permission to do so.

(B) The child is assisted with grieving the loss and separation from the foster family.

(C) Visits may be of different duration depending on the child's age and readiness or upon the adoptive family's request.  The adoption specialist and CW specialist assigned to the child consider types of visitation arrangements including:

(i) a daytime visit between the child and adoptive family.  The CW specialist and in some cases, after careful consideration, the foster parent may be included in the visit.  The adoptive family is afforded some time alone with the child at every visit;

(ii) an overnight visit, with the child returning to the foster home before a decision is made for placement; or

(iii) an open-ended visit.  When there is any concern on the part of the child, especially an older child, or on the part of the adoptive family about placement, the child may be sent on a visit with the family for a planned period of time.  A decision is made prior to the end of the visit about whether the child returns to the foster home or moves into the adoptive placement.

(4) When the adoptive family is interested but uncertain about a particular child, a blind showing, where the child is not aware that he or she is meeting with a potential adoptive family, may be arranged. 

(A) The CW specialist assigned to the child takes the child to a neutral setting where he or she "accidentally" runs into "friends" of the worker, such as the adoptive family and adoption specialist. 

(B) A blind showing may also be arranged at a scheduled adoption party.

(5) Direct placement of a child into an adoptive home requires approval by the CFSD Adoption Services Section.  Direct placement is only used when the child must be moved immediately from his or her present placement that does not allow for transitioning the child into the adoptive home.  Direct placement occurs when the:

(A) child is moved due to abuse or neglect in his or her present placement;

(B) foster parent requests the child be moved and transitioning the child would result in an additional placement; or

(C) child is placed directly from the hospital into an adoptive home.

(6) When an out-of-state adoptive family is identified and placement is authorized by CFSD Adoption Services Section for a child in Oklahoma, pre-placement visits are arranged in coordination with the Adoption Services Section.  The visits may include the child traveling to the adoptive family's home and visitation with the child in Oklahoma by the adoptive family.

8.   Physical placement of the child into the trial adoptive home.  The adoption specialist and CW specialist assigned to the child coordinate in determining when and where the placement occurs.  At the time of placement items (1) through (3) of this subsection are completed and routed as indicated.

(1) The adoption specialist completes with the prospective adoptive parent, Form 04AN015E, Adoptive Placement Agreement, in duplicate, and Form 15GR004E, Notice of Grievance Rights - Minors in OKDHS Custody, for each child placed.  One copy of each is routed to the adoptive parent and the resource file.

(2) The CW specialist assigned to the child transfers a secondary assignment of the child's permanency planning case to the area adoption supervisor, per OAC 340:75-15-103 Instructions to Staff.

(3) The CW specialist assigned to the child delivers to the adoption specialist the child's:

(A) medical card;

(B) immunization records;

(C) education records;

(D) shoes and at least five changes of seasonably appropriate clothes;

(E) the child's other personal belongings; and

(F) the child's Life Book.

9.   Interstate Compact on Placement of Children (ICPC) Procedures for Adoption.

(1) Processing out-of-state studies or assessments.  OKDHS does not process applications from out-of-state adoptive parents, but accepts certified resource family studies or assessments from a licensed agency or public agency in another state.

(A) In cooperation with a licensed adoption agency in another state, an adoptive family may be considered for an Oklahoma child.

(B)The CFSD Adoption Services Section coordinates placement and supervision with an agency in the state where the adoptive family resides.

(C) All provisions of the ICPC are followed.

(D) Assessments for placement of single children under five years of age are not accepted, as most young children requiring adoptive placement are part of a sibling group or placed for adoption with a relative or foster parent.

(E) Families requesting to adopt children under five years of age are given information about the types of children available through OKDHS and are encouraged to consider adopting Oklahoma children.

(2) Procedures when Oklahoma is the sending state.  To initiate a request for an adoptive home study in another state, the CW specialist assigned to the child submits five copies of Form 04IC002E, Interstate Compact on the Placement of Children Request, and three copies of each document in the referral packet to the contracted deputy compact administrator (DCA).  Only requests for a specific child are processed through ICPC.

(A) ICPC referral packet.  The referral packet is a summary of the child's background, that includes:

(i) social information that presents a clear statement of the relationship of the child to the proposed placement family;

(ii) psychological information;

(iii) educational information;

(iv) Form 04MP347E, Medical and Social History Report for Adoption;

(v) medical information;

(vi) legal documents; and

(vii) Form 04AN020E, Adoptive Placement Criteria Staffing.

(B) ICPC referral request.

(i) The contracted DCA forwards the information to the ICPC office of the receiving state.

(ii) The DCA in the receiving state refers the request to the local office or to a private agency.  When the adoptive home assessment is completed and sent to the ICPC office by the receiving state, the assessment is approved or denied and sent back to the contracted DCA in Oklahoma.

(iii) The CW specialist assigned to the child opens an "Other Services Workload Request" to document in KIDS that a home assessment was requested from another state.  The Type of Service Request is documented as ICPC-Sending Out-of-State.

(iv) Upon receipt of the adoptive home assessment from the receiving state, the contracted Oklahoma DCA administratively processes the results.  When necessary, the contracted DCA requests additional information prior to taking action and processes the decision when the requested information is received.

(I) Receipt of an approved adoptive home assessment and an approved Form 04IC002E, Interstate Compact on the Placement of Children Request, does not constitute agency approval or authorization for  an adoptive placement.

(II) The CW specialist assigned to the child determines whether the family with an approved adoptive home assessment is the best adoptive plan for the child.

(v) The adoption specialist converts the "Other Services Workload Request" to a Resource once the completed approved home assessment is received.  The Resource category is Adoption.

(vi) Form 04AN024E, Placement Recommendation Worksheet, is completed for the recommended out-of-state family and submitted to the CFSD Adoption Services Section with a copy of:

(I) the home assessment;

(II) Form 04AN022E, Child Profile Assessment for Adoption;

(III) Form 04AN020E, Adoptive Placement Criteria Staffing Documentation Form; and

(IV) Form 04IC002E, Interstate Compact on the Placement of Children Request.

(vii) Prior to signing the placement affidavit, the prospective adoptive parent is given full disclosure.

(C) Travel for out-of-state adoption placement.  OKDHS does not assist with travel arrangements for independent or private agency adoptions.  When travel is required during the OKDHS adoption process, travel arrangements are coordinated between OKDHS and the adoptive family.

(i) The payment for travel is negotiated between OKDHS and the adoptive family.

(ii) When the adoptive family is not able to make or pay for travel arrangements, the CFSD Adoption DCA assists the local CW specialist with travel arrangements for the child in OKDHS custody.

(iii) For each person traveling, the CW specialist submits a signed Form 23AD001E, Request for Out-of-State Travel Authorization, and a travel itinerary.  Form 23AD001E includes the child's date of birth and KK number, with the most recent court order attached verifying the child is in OKDHS custody.

(D) Placement of the child out-of-state.  When the child is placed in another state:

(i) Form 04IC003E, Interstate Compact on the Placement of Children Report on Child's Placement Status, is submitted by the CW specialist to the contracted DCA;

(ii) Form 04IC003E is sent to the ICPC office in the receiving state by the contracted DCA;

(iii) when a placement is approved, a copy of Form 04IC002E, Interstate Compact on the Placement of Children Request, signed by the sending state DCA is sent to the supervising county.

(iv) when the child is placed in the adoptive home:

(I) an adoption case is opened in KIDS with the case type of Adoption; and

(II) post placement supervision is provided by the receiving state upon that state's receipt of Form 04IC003E.  Reports of monthly supervision are submitted quarterly by the receiving state to the Oklahoma contracted DCA; and

(III) documentation of the visits and services provided to the family by the receiving state is entered into the Contact Information screen of the Adoption case on KIDS.

(E) Medical expenses for the child placed out-of-state.  A child in OKDHS permanent custody is eligible for Oklahoma Medicaid that may be a resource when the adoptive family cannot provide medical care.

(i) The child who is Title IV-E eligible before placement is eligible to receive Medicaid in the receiving state.  The majority of states cover children who are not Title IV-E eligible.

(ii) A referral is made to the Interstate Compact on Adoption and Medical Assistance, CFSD Adoption Assistance Section, per OAC 340:75-15-129, for assistance obtaining medical services in the receiving state.

(iii) When the receiving state does not provide Medicaid to the child who is not Title IV-E eligible, the adoptive parent is responsible for the child's medical expenses.

(F) ICPC directive authorizing consent to adoption when child is placed out-of-state.  When the adoptive parent is ready to proceed with finalization of the adoption, the adoption specialist completes the ICPC Directive Authorizing Consent to Adoption found in the Outlook Public Folder STO DCFS/Adoption/ICPC Adoptions, and sends it as an attachment by email to the CFSD Adoption Section.  The form is signed by the director's designee and is returned by mail to the adoption specialist. The completed form is sent to the receiving state through the contracted DCA.

(G) Adoption finalization when child placed out-of-state.  After the adoption is finalized, all records pertaining to the adoption are submitted to the CFSD, Post Adoption Services Section in accordance with OAC 340:75-15-103 and the Form 04IC003E, Interstate Compact on the Placement of Children Report on Child's Placement Status, is sent to the contracted DCA to close the case.

(3) Procedures when Oklahoma is the receiving state for a child who is in the custody of a public agency.  OKDHS completes adoptive home assessments for ICPC requests made by the public agency in other states.

(A) When a public agency in another state requests an adoptive home assessment in Oklahoma, the adoption specialist or contractor completes an adoptive home assessment according to Form 04AF002E, Guidelines for Resource Family Assessment - Bridge Family Profile.

(B) The adoption specialist opens an Other Services Workload Request on KIDS.  The Type of Request is ICPC - Receiving into State.

(C) When the home assessment is completed and approved, the Other Services Workload Request is converted to a Resource.  The Resource Category is Other Services.  The Resource Type is ICPC/Adoptive.

(D) The completed assessment is submitted to the ICPC contracted DCA.

(E) When the child is placed in the adoptive home, an ICPC-Adoption case is opened in KIDS.

(4) Procedures when Oklahoma is the receiving state for a child who is in the custody of a non-public agency.  When a request for an adoptive home assessment is made by a person or private agency in the sending state, that person or agency arranges an assessment and supervision of the placement by a licensed child-placing agency or a person qualified by training or experience. Exceptions must be approved by the DCA.

(5) Closure of ICPC adoption.  Adoptive placements made through ICPC are closed when the adoption is finalized or the child is returned to the sending state and Form 04IC003E, Report on Child's Placement Status, is submitted to the contracted DCA.  When the child placed through ICPC is in OKDHS custody, the child's closed case and the ICPC placement case are forwarded to CFSD AS Section within 30 calendar days of finalization of the adoption.

(6) Confidentiality of ICPC cases.  All adoptions managed through the ICPC are treated confidentially.

10.  Independent adoptive home investigation.  OKDHS advises the court that OKDHS does not perform independent adoptive home investigations.  Any exceptions are approved by the CFSD AS Section.