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

(Revised 5/1/21 ML #3615)

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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 are required to notify the authorized licensing agent of the changes as soon as they are aware the change is coming or has occurred. The authorized licensing agent worker must then notify the CFS Field Service Specialist and any children in placement’s custodial case manager of changes in the home. The SFN 863 “Licensing Change Checklist-Family Foster Homes” must be used to help indicate which changes the licensing worker is notifying the department of and what documentation is required for each change.

 

It is critical that during initial and ongoing licensing visits the licensing worker educates the foster parent/s about the importance of notifying the licensing worker when changes occur or are expected to occur. If a license is out of compliance, it could result in overpayments paid to the foster parent. Foster parent would be responsible to reimburse the Department when an overpayment, as a result of an unknown licensing change, occurs.

 

It is suggested that all ND family foster homes are licensed for placements age 0 through 20 with a preference of age indicated on the license, if desired. This will not limit placement options but will allow for preference. EX: Licensed for males age 0 to 18, with a preference of males or females age 0 to 13.

 

Changes that require notification to the Children and Family Services Field Service Specialist include, but are not limited to:

  1. Change in Bed Capacity ~ When a foster family is seeking to increase or decrease their bed capacity, the licensing worker from the authorized licensing agent must:
  1. Email the CFS Field Service Specialist to provide notification and explanation of why the foster parent has a request to change the licensed bed capacity.
    1. A pre-approval is required for an increase in bed capacity.
    2. No pre-approval required to decrease bed capacity.

  2. The CFS Field Service Specialist will
    1. Review the request,
    2. Amend the provider license in the payment system to allow for the additional bed,
    3. Create a new license.

  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.
  1. Change in Address ~ When a foster family is planning to move or has moved to a new location, the licensing worker must:
  1. Email the CFS Field Service Specialist notification that the address has or will be changing,
  2. View the property within 7 days of the move. If the new property is not viewed within 7 days, the family may be considered a “prospective foster family” and a new fingerprint-based criminal background check may be required to begin the process of licensing again. If the foster family moves and a foster child is placed in the home, an overpayment will exist and payment issues will occur.
  3. Upon notice, the CFS Field Service Specialist will enter the new residence and mailing address information into the payment system under the same provider number to avoid mailing errors.
  4. Follow the SFN 863 checklist and forward the updated paperwork to the CFS Field Service Specialist as soon as possible, but no later than 45 days of the change.
  1. Additional Applicant moves into the home ~ When a foster care applicant has another adult applicant move into the home, the licensing worker must:
  1. Email the CFS Field Service Specialist notification that the family is undergoing changes to the household,
  2. Follow the SFN 863 checklist and forward the updated paperwork to the CFS Field Service Specialist as soon as possible, but no later than 45 days of the change.

Note: In the event of a death of a foster parent, the license would not be adding an applicant, rather removing an applicant. The foster care license must be ended no later than the date of death of the one applicant. If the surviving party wishes to continue as a foster care provider, the home must be relicensed using the new application process for entry into CCWIPS. A new application must be entered specific to the individual foster parent. For current Zone homes, the existing provider number must be entered on the applicant’s information screen to ensure the provider continues under the same provider number. For tribal approved affidavit and Nexus-PATH homes, the applicant must be registered as a new provider and a new provider number issued.

  1. Additional Household Members move into the home ~ When a foster home has additional household members, adults or children, move into the home, the licensing worker must:
  1. Email the CFS Field Service Specialist notification that the family is undergoing changes to the household,
  2. Begin the background check process for all adults over age 18,
  3. Follow the SFN 863 checklist and forward the updated paperwork to the CFS Field Service Specialist as soon as possible, but no later than 45 days of the change.
  1. Applicant Name Change ~ When a foster parent becomes married, divorced or chooses to change his/her name, the licensing worker must:
  1. Email the CFS Field Service Specialist notification that the foster parent is undergoing changes to the applicant name,
  2. Follow the SFN 863 checklist and forward the updated paperwork to the CFS Field Service Specialist as soon as possible, but no later than 45 days of the change.
  1. Applicant Divorce or Separation ~ When foster parents become divorced or separated, the licensing worker must:
  1. Email the CFS Field Service Specialist notification that the foster parent is undergoing changes to the household,
  2. Discuss the plan moving forward specific to any current placements in the home with the foster parents.
    1. Some foster parents choose to take a sabbatical from foster parenting until the divorce or separation is final to minimize stress for all parties.
    2. If there are foster children in the home and one foster parent wants to continue fostering upon separation from their spouse, the license will continue under both names as the couple is still married.

  3. Create a memorandum of understanding (MOU) regarding supervision and responsibility of foster children on behalf of the absent spouse. At the time of licensing renewal, if the divorce is not final and the absent spouse no longer wishes to be a licensed provider or connected to the current license, the MOU should be updated and placed on file. A new application must be entered into CCWIPS specific to the individual that will be re-licensed and a new license number issued (same process as licensing a new prospective individual foster parent).
  4. Follow the SFN 863 checklist and forward the updated paperwork to the CFS Field Service Specialist as soon as possible, but no later than 45 days of the change.
  1. Transfer of License from Zone to Zone ~ When a foster family is planning to transfer from one licensing agent to another due to a family move, the receiving foster care licensing work must:
  1. Ask for a signed release of information from the foster parents to enable the two authorized licensing agents to communicate and share initial and ongoing licensing paperwork.
  2. Follow the SFN 863 checklist under “move” and forward the updated paperwork to the CFS Field Service Specialist as soon as possible, but no later than 45 days of the change.
  1. Transfer of License from Zone to Nexus-PATH ~ When a foster family remains in their current home, but is planning to transfer from one licensing agent to another, the receiving foster care licensing work must:
  1. Ask for a signed release of information from the foster parents to enable the two authorized licensing agents to communicate and share initial and ongoing licensing paperwork.
  2. Follow the SFN 863 checklist and forward the updated paperwork to the CFS Field Service Specialist as soon as possible, but no later than 45 days of the change.
  3. The Field Service Specialist will update and enter pertinent information into the payment system:
    1. The Zone must close the license in CCWIPS when a county foster home license ends.
    2. A new provider number must be issued.
    3. The therapeutic foster care provider number must be assigned. The start date of the therapeutic license must be consecutive with the close date of the Zone license.
    4. 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.
  1. Transfer of License from Nexus-PATH to Zone ~ When a foster family remains in their current home, but is planning to transfer from one licensing agent to another, the receiving foster care licensing work must:
  1. Ask for a signed release of information from the foster parents to enable the two authorized licensing agents to communicate and share initial and ongoing licensing paperwork.
  2. Follow the SFN 863 checklist and forward the updated paperwork to the CFS Field Service Specialist as soon as possible, but no later than 45 days of the change.
  3. The Field Service Specialist will update and enter pertinent information into the payment system:
    1. The Nexus PATH license must close when a Zone license is to open. The start date of the new 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, immediately provide new family direct deposit information to CFS Eligibility Unit. 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. Once the family is licensed with the Zone, the department must convert the agency banking information to the foster parent’s personal banking information.
    4. 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.
  1. Transfer of License within Nexus-PATH from TFC to Regular or vice versa ~ When a foster family is active with Nexus PATH, but requests to change the level of care they provide, the licensing work must:

  1. Email the CFS Field Service Specialist notification that the foster parent is undergoing change,
  2. Follow the SFN 863 checklist and forward the updated paperwork to the CFS Field Service Specialist as soon as possible, but no later than 45 days of the change.
  3. The Field Service Specialist will update and enter information into the payment system:
    1. The original license must be closed in CCWIPS.
    2. A new provider number must be issued.
    3. The start date of the new license must be consecutive with the close date of the previous license.
    4. 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.

  1. Tribal Affidavit home transferring ~ If a current Tribal Affidavit foster home will be moving to the Zone or transferring their license to Nexus PATH to become a therapeutic/treatment provider, the closing of the original affidavit license coded as AF (affidavit) must be consecutive dates to the entry of the new application and provider type licensed as FA (family) or TH (PATH therapeutic).
  1. It is critically important for the provider, licensing worker and CFS Field Service Specialist to plan in advance to accommodate the needs of required paperwork.
  2. Ask for a signed release of information from the foster parents to enable the two authorized licensing agents to communicate and share initial and ongoing licensing paperwork.
  3. Follow the SFN 863 checklist and forward the updated paperwork to the CFS Field Service Specialist as soon as possible, but no later than 45 days of the change. A full home study and new licensing paperwork will be required for the transferred home to the new authorized agent.
  4. 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.

Placements: If placements are in the foster home when a licensing change occurs, the authorized licensing agent worker must notify the child’s custodial case manager as soon as possible of the provider change. If a provider number changes in the payment system, the placement of the child will need to be updated to the new provider number in the data management system. Provider numbers and child placement information drive payment authorization.