Family Licensing Changes 622-05-20-10

(Revised 4/1/2024 ML #3803)

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Foster care providers can experience various changes in their family setting while licensed, certified or Tribal Affidavit approved to provide foster care for children. Foster care providers are required to notify the Licensing Specialist of the changes as soon as they are aware the change is coming or has occurred. The SFN 863 “Licensing Change Checklist-Family Foster Homes” must be completed by the Licensing Specialist indicating to the CFS Licensing Unit which changes occurred.

 

It is critical that during initial and ongoing licensing visits the Licensing Specialist educates the foster care provider/s about the importance of notifying the Licensing Specialist when changes occur or are expected to occur. If a license is out of compliance, it could result in overpayments paid to the foster care provider. If an overpayment occurs due to not notifying the CFS Licensing Unit of a change, the foster care provider would be responsible to reimburse the CFS Licensing Unit.

 

Placements: If placements are in the home when a licensing change occurs, the Licensing Specialist must notify the child’s custodial case manager as soon as possible. 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.

 

Death of a Foster Care Provider: In the event there is a death of a foster care provider, the license would be closed. The license must end no later than the date of death of the foster care provider. If the surviving applicant wishes to continue as a foster care provider, the original provider number must be closed and the surviving individual be relicensed using a new provider number.

 

Changes that require notification to the CFS Licensing Unit include, but are not limited to:

  1. Change in Bed Capacity: When a foster care provider is seeking to increase or decrease their bed capacity, the authorized agent Licensing Specialist or custodial agency case manager must:
  1. Submit a SFN 1017, Amendment Request, to the CFS Licensing Unit to provide notification and explanation to change the licensed bed capacity.
    1. Pre-approval to place a child is required for an increase in bed capacity.
    2. No pre-approval required to decrease bed capacity.
    3. Nexus-PATH manages provider types within their agency. It is recommended by the department that a Treatment Foster Care provider does not provide care to more than two children eligible for the TFC Level of Care at one time.
  2. The CFS Licensing Unit will
    1. Review the SFN 1017, amendment request,
    2. Amend the license in the payment system to allow for increased or decreased bed capacity,
    3. Create and mail a new license (if applicable) to the foster care provider and/or the authorized licensing agency.

  3. Once the increased bed capacity is identified on the license, the placement of the additional child/ren can be made in the data management system and reimbursed accordingly.
  1. Change in Address: When a foster care provider is planning to move or has moved to a new location, the Licensing Specialist must:
  1. Email the CFS Licensing Unit) stating the address has or will be changing,
  2. View the property within 7 days of the move.
  3. If the new property is not viewed within 7 days, the foster care provider 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 care provider moves and a child in foster care is placed, an overpayment will exist and payment issues will occur.
  4. Upon notice, the CFS Licensing Unit will enter the new residence and mailing address information into the payment system under the same provider number.
  5. Follow the SFN 863 checklist and forward the updated paperwork to the CFS Licensing Unit as soon as possible, but no later than 45 days.
  1. Additional Applicant moves into the home: When a foster care provider has another adult applicant move into the home, the Licensing Specialist must:
  1. Email the CFS Licensing Unit notification that the foster care provider is undergoing changes to the household,
  2. Follow the SFN 863 checklist and forward the updated paperwork to the CFS Licensing Unit as soon as possible, but no later than 45 days.

 

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

  3. If applicable, create a memorandum of understanding (MOU) regarding supervision and responsibility of children in foster care 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/provider number must be issued.
  4. Follow the SFN 863 checklist and forward the updated paperwork to the CFS Licensing Unit as soon as possible, but no later than 45 days.
  1. Transfer of a License from Agency to Agency: When a foster care provider remains in their current home, but is planning to transfer from one licensing agent to another, the receiving Licensing Specialist must:
  1. Ask for a signed release of information from the foster care provider 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 Licensing Unit as soon as possible, but no later than 45 days.
  3. The CFS Licensing Unit will update and enter pertinent information into the payment system. The CFS Licensing Unit must close the current certification and a new provider number must be issued upon transfer to a license.

  1. Transfer of level of licensure: When a foster care provider begins at one level of licensing and wants to convert/transfer to another, the Licensing Specialist must:

  1. Follow the SFN 863 checklist and forward the updated paperwork to the CFS Licensing Unit as soon as possible, but no later than 45 days.

  2. The CFS Licensing Unit will update and enter pertinent information into the payment system. The CFS Licensing Unit must close the current licensing level and a new provider number must be issued upon transfer to a new level of licensing. The only time a new provider number is not warranted is if the provider transfers from relative licensure to full licensure or vice versa.

When any change occurs to a license, certification or Tribal Affidavit approval that requires a new provider number, the start date of the new certification/license must be consecutive with the close date of the certification/license. The dates cannot overlap and if there is a lapse of days in between the close date and the start date, the provider will be considered a “prospective foster care provider” and a new fingerprint- based criminal background check will be required to begin the process again.