Secure an Adopted Child's Record

When you are ready to seal, or secure, an adopted child’s record, you first run a system validation process, which ensures that all information is complete. This validation process is done via the security approval link on the Case Member Information screen. This link appears only when data has been recorded and saved on the Placement/Finalization/Case Closure screen (See Record the completion of adoption activities) and:

• The child adoptive information, adoption placement information, and finalization checklist have been completed. (See Record an adoptive placement decision or Record a pre-finalization checklist.)

• The most recent agency legal status is terminated and the termination reason is "Adoption finalized." (See Record a child's legal status.)

The child’s adoption record cannot be sealed if you have NOT finalized in an adoptive placement.

Secure an adopted child's record as follows:

1. From the Home screen, click the Case tab.

2. Click the Workload tab. The Case Workload screen appears.

3. Click the case ID Number link for the adoption case you want to update. The Case Overview screen appears.

4. Click the View Member Details link in the Case Actions field. The system defaults to the Members tab; the Case Member Information screen appears.
   
   This screen lists each child in the case (when added) and indicates whether placement information or finalization information is complete. The Security Approval link appears if the child adoptive information, adoption placement information, and finalization checklist have been completed, and the most recent agency legal status is terminated with the termination reason of "Adoption finalized."

5. Click the Security Approval link.

When you elect to obtain approval for securing the child’s adoptive information, the system performs the following validation:

• The child has been finalized in an adoption placement.

• All AFCARS adoption elements have been entered for that child.

• All open services (in "Provided" status) and service authorizations, except for an AA subsidy, have been closed.

• The child’s placement record has been end-dated with the end reason of ”r;Discharge” and a discharge reason of ”r;Adoption Finalized.”

If any of the items above have not been completed, you will not be able to submit the record for security approval. When these are completed, the Submit for Approval button is enabled, and the record is submitted for supervisory approval. After this submission, the security approval link is available only for the supervisor; for all workers other than the supervisor this link is disabled and a "Submitted:[Date]" notation is displayed.

Once the supervisor approves the request to secure the child's record, the security approval link is disabled and an "Approved :[Date]" notation is displayed.

The security approval link is made available again if the supervisor rejects the adoption placement/finalization record with the reason "Declined for Re-Work." As a supervisor, you should never use the ”r;denied” value; if it is used, you will never ever be able to seal and close the adoption case.

Once the supervisor approves the request to secure the child's record, the system does the following:

• Creates a new person profile record, including a new person ID, for the adopted child. If you entered a SSN on the Adoption Placement/Finalization Details screen, the system applies it to the new person record. The new profile is linked to the original person profile, and the link is behind the scenes.

Only workers with the appropriate security profile may access the child's original case, person profile, and the closed adoption case information

• Sets the Previously Adopted field on the original person record to "Yes," and applies the child's age when the adoption was finalized to the Age at Adoption field.

• Adds the child to the adoptive family provider as a new, active child household member, with member type "Permanent." The effective date is the journalized date for adoption finalization. The member role on the provider record for the child is set to ”r;Child Household Member.”

• Changes the child to an inactive member of the adoption case.

• Assigns a new Title IV-E number to the child's new person record. The original Title IV-E number remains with the original person record.

• End-dates the medical span on the child's original person record, and starts a new medical span on the child's new person ID.

• Applies the AFCARS identifier to the new person ID.