Family Foster Care Licensing Changes 622-05-20-10

(Revised 7/23/18 ML #3536)

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Licensed ND family foster homes can experience various changes in their family setting while licensed to provide foster care for children. Foster parents must notify the authorized licensing agency of the changes as soon as they are aware the change is coming or has occurred.

 

There are licensing changes that are more time sensitive (moving to a new home); the authorized licensing agency worker must assess the situation timely and provide written documentation of their assessment to the regional office within 45 days of the change. The regional office will have 15 days to review and approve the changes as a temporary licensing period may not exceed 60 days.

 

It is critical that during initial and ongoing licensing visits the authorized licensing agency worker educates the foster parent/s about the importance of notifying the agency when changes occur or are expected to occur. If a license is out of compliance, it could result in overpayments.

 

It is suggested that all ND family foster homes are licensed for placements age 0-21 or 0-18 with a preference of age indicated on the license. This will not limit placement options, but will allow for preference to be acknowledged. EX: Licensed for males and females age 0 to 18, with a preference of males or females age 0-12.

 

Below are examples of changes a foster family may encounter throughout their licensure.

  1. Foster home has a change in family composition (parental marriage occurs, a new child or adult joins the family unit, grandparent moves in, etc.
    1. The foster family must complete a new initial application (SFN 893) as soon as possible,
    2. Background checks for any new adult living in the home must be completed as soon as possible (the individual may not be left alone with the child until results are on file).
    3. The licensing worker must meet with the family and update the home study (SFN 889) as soon as possible, not to exceed 30 days of notification.
    4. The licensing worker will update and enter pertinent information into the payment system under the same provider number.
    5. The licensing worker must forward the updated paperwork to the regional office within 45 days of the change.

  2. Foster home moves to a new address in the same County:
    1. The licensing worker must visit and assess the new physical location within seven days of the move.
    2. The licensing worker will update the home study (SFN 889) after the onsite walk through as soon as possible, not to exceed 30 days of notification.
    3. The licensing worker will update and enter pertinent information into the payment system under the same provider number.
      1. The provider can retain their original ND provider number.
      2. If the new property is not viewed within seven days, the family will be considered a “prospective foster family” and a new fingerprint-based criminal background check will be required to begin the process of licensing again.
    1. The licensing worker must forward the updated paperwork to the regional office within 45 days of the change.
  3. Transition from a county foster home to therapeutic foster home:
    1. The foster family must sign a release of information for the two agencies to communicate and share licensing paperwork.
    2. The new licensing agency worker must review and update the recent application (SFN 893 or SFN 400) as soon as possible, not to exceed 30 days of notification.
    3. The licensing worker must review and update the recent home study (SFN 889) as soon as possible, not to exceed 30 days of notification.
    4. The licensing worker must forward the updated paperwork to the regional office within 45 days of the change.
    5. The regional office will update and enter pertinent information into the payment system:
      1. The county must close the license in CCWIPS when a county foster home license ends.
      2. A new provider number must be issued.
      3. The therapeutic family foster care provider number must be assigned. The start date of the therapeutic license must be consecutive with the close date of the county license.
    1. If there is any lapse in days between the close date and the start date, the family will be considered a “prospective foster family” and a new fingerprint-based criminal background check will be required to begin the process of licensing again.

  4. Transition from a therapeutic foster home to a county foster home:
    1. The family must sign a release of information for the two agencies to communicate and share licensing paperwork.
    2. The new licensing agent must review and update the recent application (SFN 893 or SFN 400) as soon as possible, not to exceed 30 days of notification.
    3. The new licensing agent must review and update the recent home study (SFN 889) as soon as possible, not to exceed 30 days of notification.
    4. The licensing worker will update and enter pertinent information into the payment system under the same provider number:
      1. The start date of the county license must be consecutive with the end date of the therapeutic foster care license.
      2. A new provider number is not needed. Add the application and home study under that original provider number.
      3. In order to avoid payment errors, provide new family direct deposit information to CFS immediately. All therapeutic providers are set up in the payment system under the Licensed Child Placing Agency banking information; payments do not go directly to the family.
    1. If there is any lapse in days between the close date and the start date, the family will be considered a “prospective foster family” and a new fingerprint-based criminal background check will be required to begin the process of licensing again.
    2. The licensing worker must forward the updated paperwork to the regional office within 45 days of the change.

  5. County foster home moves from one County to another County:
    1. The sending county must notify the receiving county that the family will be moving.
    2. The family must sign a release of information for the two agencies to communicate and share licensing paperwork to assist the receiving county with the transition.
    3. The receiving licensing worker must visit and assess the new physical location within seven days.
    4. The receiving licensing worker must review and update the recent application (SFN 893 or SFN 400) as soon as possible, not to exceed 30 days of notification.
    5. The receiving licensing worker must review and update the recent home study (SFN 889) as soon as possible, not to exceed 30 days of notification.
    6. The receiving licensing worker will update and enter pertinent information into the payment system under the same provider number.
      1. The provider can retain their original ND provider number.
      2. The originating county must close the license in the payment system.
      3. Enter the application and assign the original provider number as an "existing provider number". The start date of the receiving county license must be consecutive with the close date of the originating county license.
    1. If there is any lapse in days between the close date and the start date, the family will be considered a “prospective foster family” and a new fingerprint-based criminal background check will be required to begin the process of licensing again.
    2. The licensing worker must forward the updated paperwork to the regional office within 45 days of the change.

  6. Therapeutic foster home moves from one region to another:
    1. The original licensing agent must notify the regional office that the family will be moving to a new region.
    2. The licensing agent must review and update the recent application (SFN 893 or SFN 400) as soon as possible, not to exceed 30 days of notification.
    3. The receiving licensing agent must review and update the recent application (SFN 893 or SFN 400) as soon as possible, not to exceed 30 days of notification.
    4. The receiving licensing agent must review and update the recent home study (SFN 889) as soon as possible, not to exceed 30 days of notification
    5. The receiving licensing worker must forward the updated paperwork to the regional office within 45 days of the change.
    6. The receiving region will submit an incident report to the ITD Service Desk to assist with the license transfer in the payment system.
      1. The provider can retain their original ND provider number.
    7. The receiving regional office will submit an incident report to the ITD Service Desk to assist with the license transfer in the payment system.

  7. Foster home is licensed for 2 children, but the agency wants to place 3 children in the home:
    1. The authorized licensing agent must secure pre-approval by requesting an amendment to bed capacity from the regional office. Pre–approval is required to place an additional child in the licensed provider home.
    2. The regional office will amend the provider license in the payment system to allow for the additional bed.
    3. Once the additional bed is identified on the family license, the placement of the additional child/ren can be made in the data management system.

  8. Foster home is licensed for ages 0-5, but the agency wants to place a sibling group with children ages 0-12 in the home:
    1. If a license is age specific, the authorized licensing agency worker must contact the regional office to request an amendment to the license within seven days.

    2. The regional office will amend the license in the payment system to allow for the additional age demographic.

  9. Foster home moves from ND to another state:
    1. The ND license must be closed the day the family leaves the state of ND. Termination of the foster care license in the payment system will avoid overpayments.

If a Tribal Affidavit foster home will be moving to the County or transferring to PATH, the closing of the original affidavit license coded as AF (affidavit) must be consecutive dates to the entry of the new application and license as FA (family) or TH (PATH therapeutic). Planning ahead is critical as a full home study and new licensing paperwork will be required for the transferred home. If there is any lapse in days between the close date and the start date, the family will be considered a “prospective foster family” and a new fingerprint-based criminal background check will be required to begin the process of licensing again.