30.9 Termination of the Subsidy Agreement

1. Close subsidy via the Alternative Care Client Information screen in FACES, if any of the following events occur:
   1. The child reaches age 18 or age 21, if an 18+ Adoption Subsidy Agreement, CD AD 18, has been in place; or
      • The date of closing is the first day of the month following the month the child reaches age 18 or 21, if applicable.
   2. At the request/notification of the family; or
      • The date of closing is the date of the request. The worker is to document in the narrative section, the parent(s)’/guardian(s)’ request to terminate subsidy and if known, the reason.
      • In the event that a youth leaves the adoptive/guardianship home and the Division is notified by the family, the contract should be left open for a period of six months. The Alternative Care Client Information screen/SS-61 in FACES should be updated to indicate no maintenance. If the youth returns within six months, the maintenance may be re-instated. If the youth does not return within 5 months, a 30-day closing notice should be sent to the parent(s)/guardian(s) and the contract should be closed. The contract will not be re-opened at a later date without the request being denied and the parent(s)/guardian(s) completing the appeal process.
   3. Upon determination that the child is no longer receiving any financial support from the adoptive parent(s)/guardian(s); or
      • The date of closing is the date the child is determined as no longer receiving financial support. Extensive supportive documentation must be present in the file. Some examples include:

        The child is placed out of the adoptive or guardianship home. Obtain documentation from the current and/or past caregivers detailing the parent(s)’ or guardian(s)’ lack of support by not providing for the child (i.e., clothing, gifts, daily essentials, school supplies, etc.)

        The child applies for assistance through the Family Support Division (FSD) as they are no longer living in the adoptive or guardianship home, or receiving support from the subsidy.  Utilize the FSD records as documentation.

   4. Upon determination that the adoptive parent(s)/guardian(s) are no longer legally responsible for the support of the child (TPR has occurred or the guardianship has been revoked); or
      • The date of closing is the date the adoptive parent(s)/guardian(s) is no longer legally responsible for the support of this child.  This can include divorce or a court's action of terminating parental rights or revocation of the guardianship.
   5. In the event of the death of the subsidized child; or
      • The date of closing is the date of the child’s death.
   6. In the event of the death of both adoptive parent(s) or guardian(s) or the death of a single adoptive parent or guardian, if the subsidy was granted to a single adoptive parent or guardian.
      • The date of closing is the date of the death of the adoptive parent(s)/guardian(s).
2. Update the Vendor Licensure/Placement Resource Form, SS-60, and Alternative Care Client screen, SS-61, in FACES appropriately at closing.
3. Close the SEAS Request and Eligibility Form, CS-67, and SEAS Authorization Form, CS-67A, as appropriate:

   Notifications from the SEAS system will be sent to both adoptive family or guardian(s) and provider, giving at least a ten (10) day notification prior to closing, based on the closing date identified on the CS-67 and CS-67A.

4. Send written notice of closing to the adoptive parent(s)/guardian(s) 30 calendar days prior to closing:
   1. Include in the written notice:
      • The reason(s) why the agreement is terminated; and
      • The child's name, DCN, and actual date of closing.
   2. Send written notice to the family caring for child or executor of estate, if adoptive parent(s)/guardian(s) are deceased.
5. Receive notice from the Contract Management Unit (CMU) that the Agreement will be terminated in the contract system 15 days from the date CMU received a notification from the Children’s Division county/circuit office.

   Report to CMU immediately, if the Agreement was terminated in error and make necessary corrections in the Alternative Care Tracking System (ACTS).

6. Record all activities as needed, but at a minimum, any contact with the family, renegotiation through amendment to the contract and within 10 working days of a signed Agreement being received from CMU and the Agreement being sent to the family.

Forms and Instructions

Chapter Memoranda History: (prior to 1/31/07)

CS03-33, CD04-17, CD04-77, CD06-79

Memoranda History:

CD08-17