introduction to the title iv-e adoption eligibility...

Introduction to the Title IV-E Adoption Eligibility FSFN Course Storyboard

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Introduction to the Title IV-E Adoption Eligibility module

Welcome to the IV-E Adoption Eligibility module. This training will cover the new design and functionality of the Title IV-E Adoption Eligibility page.

To familiarize you with the different layout and function associated with the Title IV-E Adoption Eligibility page, this module will provide you with an overview of the page and the new functionality contained within it. This module will also include how to navigate through the page with instructions and highlighted screen shots to help you become familiar with the page. Later in this course, we’ll look at how to utilize the IV-E Adoption Eligibility function in the practical application of determining a child’s eligibility for Title IV-E Adoption funding.

The Title IV-E Adoption Eligibility page represents enhancements to FSFN support the following program goals to facilitate the safety of children and families:

Improve quality and consistency of decision making

Eliminate redundant processes and re-work

Gain efficiencies through enhanced technology

Capture Applicable and Not Applicable status of children

Determine, within FSFN, a child’s eligibility for IV-E Adoption funds

Title IV-E Adoption Eligibility information is no longer sent to FLORIDA, as it was previously, but is now fully determined within the FSFN application. Modifications to the Title IV-E Adoption Eligibility module in FSFN, support the following enhancements:

Dynamically displaying only those fields which must be documented in order to complete the Title IV-E Adoption Eligibility determination. Therefore, certain group boxes are displayed based solely upon the progressive responses to other questions on the page.

Providing access to various FSFN modules through quick links to minimize the number of steps it takes to update necessary information across FSFN.

Working with the Adoption Subsidy Agreement Information page to ensure Adoption Specialists and Rev Max Specialists can perform their necessary job functions at the appropriate points in time.

By the end of this module, you will be able to:

Describe the purpose, goal, and benefits of the Title IV-E Adoption Eligibility page

Demonstrate up to four methods of accessing the Title IV-E Adoption Eligibility page

Describe the changes made to the Title IV-E Adoption Eligibility process

Understand how the Title IV-E Adoption Eligibility page functions


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Creating and accessing the Title IV-E Adoption Eligibility page

Instructional Text

A Title IV-E Adoption Eligibility can be created and accessed in FSFN from:

Create Financial Work

Desktop

Case Book

Person Book

Adoption Subsidy Agreement Information

Once created, the record can be accessed directly within the Eligibility icon of the Case record, from the center panel of Case Book or Person Book when Eligibility is selected, from Create Financial Work, or through Search in view only mode.


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Create and Update the Title IV-E Adoption Eligibility from Create Financial Work

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You can create and update a Title IV-E Adoption Eligibility record through Create Financial Work by clicking the Financial Work command button on the Banner Bar of the Desktop, selecting “Create Adoption Eligibility” or “Update Adoption Eligibility” from the Eligibility drop down and click Continue.


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Accessing the Title IV-E Adoption Eligibility page from Adoption Subsidy Agreement Information page

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From the Adoption Subsidy Agreement Information page the user can select the IV-E Adoption Eligibility hyperlink to access an existing IV-E Adoption Eligibility page.

Important points to note:

Important points to note regarding the Adoption Subsidy Agreement associated with this page:

Agency policy notes that the Adoption Subsidy Agreement must be created after a “Pending” status of eligibility is documented. The Adoption Specialist, staff, and adoptive parent(s) must sign following the creation of the Agreement.

The type of funding determined by Revenue Maximization and documented as “Pending” must be documented on the Agreement form before all signatures are obtained.

Timely documentation and communication needs to be a priority. You should note that once an Adoption Subsidy Agreement is signed and the Agreement date is documented, communication needs to occur between the Adoption Specialist and the Rev Max Specialist that the IV-E Adoption Eligibility page needs to be “Approved”.


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Accessing the Title IV-E Adoption Eligibility page from Case Book

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You can access the Title IV-E Adoption Eligibility record from Case Book by selecting Eligibility from the center panel drop down, selecting the Adoption Eligibility hyperlink for the desired participant.

You can also access the Title IV-E Adoption Eligibility page through the Adoption Subsidy Agreement Information page from Case Book. Select Adoption from the center drop down and choose the Adoption Subsidy hyperlink provided for the applicable case. From the Adoption Subsidy Agreement Information page, select the IV-E Adoption Eligibility hyperlink to display the intended IV-E Adoption Eligibility page.


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Accessing the Title IV-E Adoption Eligibility page from the Desktop

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From the Desktop the Title IV-E Adoption Eligibility page can be accessed from the Cases folder next to your desired case from both the Adoption and Eligibility icons.

From the Adoption icon the user can select the Adoption Subsidy Agreement Information hyperlink for the desired participant. The Title IV-E Adoption Eligibility page can be launched by clicking the IV-E Adoption Eligibility hyperlink.

From the Eligibility icon the user can select the Adoption Eligibility hyperlink for the desired participant.


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Accessing the Title IV-E Adoption Eligibility page from Person Book

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Another way to access the Title IV-E Adoption Eligibility page is from Person Book. From the Desktop, place the Participant View check box. Choose desired Case Folder. Click on the Person Book hyperlink.

Note that the if the person you are trying to access is in a restricted case, their Person Book hyperlink will not display as a hyperlink, but as plain black text (as in the screen shot on the left). Even if you are assigned to the restricted case, but do not have all of the restricted case security rights, you cannot view Person Book for that case. If you do have the security to access restricted cases, then a Person Book hyperlink will display for you to access the Title IV-E Adoption Eligibility page through this method.

You can also choose to access Person Book through the Search page, but remember that the Adoption Eligibility page will be in View mode only, even if you have an assignment to the case.

Similar to Case Book, once the Person Book screen displays, select Eligibility from the center panel drop down. From there, click the applicable Title IV-E Adoption Eligibility hyperlink.


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Title IV-E Adoption page

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You will be able to determine a child’s eligibility directly through this one page. The amount of information you can capture has significantly increased from the previous page, allowing you to record specific details directly into FSFN. The upside to being able to capture this broad depth of information is that the resulting output will be an eligibility determination that does not require submission to the FLORIDA interface, as was required with the previous IV-E Adoption Eligibility process.

New functionality has been added to the Title IV-E Adoption Eligibility module that enables you to more efficiently document information and determine a child’s Applicable or Not Applicable status. This page also allows you to enter in information that will determine a child’s eligibility for Title IV-E funds.

There have been some changes to this page that now causes some fields to be pre-filled from existing pages, as well as, group boxes dynamically displaying only when certain questions need to be answered to further determine eligibility. With that in mind, let’s begin to review the different parts of the modified Title IV-E Adoption Eligibility page.

The page will automatically refresh whenever information is added or modified to pages associated with your IV-E Adoption Eligibility page. Once completed and saved, the IV-E Adoption Eligibility page can then be accessed again through Create Financial Work (Update Adoption Eligibility link),directly from the Desktop, through Person Book, Case Book, or by accessing it through the child’s Adoption Subsidy Information page.


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Instructional Text

The Title IV-E Adoption Eligibility page consists of the Child Information group box, Eligibility Information group box, Section A group box and Section B (Applicable Child) group box.

Child Information group box:

The Case Name displays as a hyperlink which launches the Maintain Case page. If the Title IV-E Adoption Eligibility page is in edit mode, the Maintain Case page will be displayed in edit mode. Otherwise, displays in view only mode.

The Child Name will display as a hyperlink which launches Person Management. If the Title IV-E Adoption Eligibility is accessed in edit mode then Person Management page is displayed in edit mode. If an update is made to Person Management when launched from Title IV-E Adoption Eligibility, upon returning to the Title IV-E Adoption Eligibility page, the system will automatically refresh the Title IV-E Adoption Eligibility page to pull in the updated information without the user having to close and re-launch the page.

Person ID, DOB and Age are pre-filled from Person Management in display only mode.

Worker field is pre-filled with the Worker who created and successfully save the page for the first time.


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Instructional Text

The Actions within the Actions group box are captured as hyperlinks. The Options dropdown with the associated Go button have been replaced by the Actions group box.

The Approval hyperlink displays the Approval History pop-up page and follows the standard approval process. Upon selecting the “Approval” hyperlink the system will verify that all applicable fields required to submit for approval have been documented. There will no longer be a prompt for the Medicaid Eligibility page, as this information is determined within the FSFN application.

Upon selecting the IV-E Adoption Eligibility Verification hyperlink launches the new IV-E Eligibility Verification template for purposes of Adoption.

Upon selecting the Eligibility Review History hyperlink will only be available for pre-existing IV-E Adoption Eligibility pages which are approved. The hyperlink will not be displayed for pre-existing IV-E Adoption Eligibility pages that are “Pending”.


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Instructional Text

The Eligibility Information group box contains the following:

The Eligibility Information group box is a new group box containing fields previously displayed within the Child Information group box.

The IV-E Adoption Eligibility Status is a system derived radio button based on responses to the questions as you continue down the page. The questions will dynamically display based on the responses to the previous questions on the page. The Title IV-E Adoption Eligibility Status is “Pending” until all applicable questions are answered, based on the responses selected.

The Approved By field is system derived based on the worker that documented the “final” approval where both the Action and Status columns on the Approval History page show “Approved” and “Approved”.

Upon the Title IV-E Adoption Eligibility being successfully voided, the system derived date will be displayed, disabled and grayed out.

Child is field is system derived based on the responses to questions in which user determines if the child is applicable or not applicable.


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Instructional Text

Section A contains questions regarding child’s Age, Citizenship/Immigration Status, and whether or not an Adoption Assistance Agreement has been signed and dated by all parties on or before the date of finalization of the adoption. All of these questions in Section A are completely system derived. While this page can be saved without all 3 questions being answered, Section B will only display once all 3 questions are answered and a determination has been made as to whether the child is still potentially eligible (based upon these 3 responses).

Is the child under 18 years of age? is a system derived as Yes or No based on the child’s current Date of Birth.

Was the child emancipated prior to the date of finalization? is system derived as Yes or No based on the following logic: if the child, based on their Person I, has a Legal Record documented within the current FSFN Case with a Legal Action of “Case Closure – Legal” with an associated Result of “Emancipation” AND the “Completed Date” is prior to the date of Adoption Finalization as dated when the Placement was discharged for reason of “Adoption Finalization” or the Private Adoption page “Adoption Finalization Date”.

Is the child a US citizen or qualified non-citizen as defined in the Person Responsibility and Work Opportunity Reconciliation Act of 1996? If qualified non-citizen, indicate documentation supporting this status (e.g., I-551) is system derived as either U.S. Citizen or Qualified Non-Citizen based on Person Management.


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Upon completion of this IV-E Adoption Eligibility, has the initial adoption assistance agreement been completed, signed and dated by both the adoptive parent(s) and a Department representative on or before the date of finalization of the adoption? is system derived based on the most recent Adoption Subsidy Agreement Information page – Agreement Signed by both the adoptive parent(s) and a Department representative. This is required in order to submit the IV-E Adoption Eligibility page for approval but the page can be saved without the selection.

An Adoption Subsidy Agreement Information hyperlink is conditionally displayed in Section A if the child has an Adoption Subsidy Agreement Information page and only once the Adoption Eligibility page has been successfully saved for the first time. Otherwise, this hyperlink is not displayed.


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Instructional Text

Section B contains important questions to make the determination as to whether the child is ‘Applicable’ or ‘Not Applicable’. This section will only display if question #1 in Section A is ‘Yes’ and ‘Yes’ and question #2 in Section A is not ‘No’. If all questions are not marked as ‘Yes’, then Section B will remain hidden. If Section B is displayed, however, then it is required upon submitting the Adoption Eligibility page for approval.

In Section B, all questions, with the exception of 4c: “Is the sibling an applicable child meeting either the age or time in foster care requirement?”, are completely system derived. If a sibling is indicated by a system derived response as ‘Yes’ to the other questions in 4c, then the 4c question (stated above) is enabled with a Search hyperlink to search for the sibling(s) with whom the child is associated. This is the only question in this section where a user entered response is possible and required prior to submitting the Title IV-E Adoption Eligibility page for approval.

Also to note is a system enabled, user entered checkbox on the child meeting the applicable age during the identified “Federal Fiscal Year” range. Be sure to make the correct selection, if enabled.

An Adoption Information hyperlink is conditionally displayed in Section B if the child has an Adoption Information page and only once the Adoption Eligibility page has been successfully saved for the first time. Otherwise, this hyperlink is not displayed. Based on security, as well as, upon whether the Adoption Eligibility page was accessed in Edit or View mode, determines if the Adoption Information page is launched in Edit or View.


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Instructional Text

The Special Needs Determination group box is a dynamically changing group box. This means that in order for this box to even be displayed and viewable by the user, question #1 and question #2 in Section A must have a response as ‘Yes’, allowing the child to meet the entry eligibility requirements. If either question in Section A is ‘No’, then the child will be ineligible and this group box will be hidden and not viewable to you.

If the group box does display and the child has been identified as ‘Applicable’ through FSFN background processing, then the group box heading will display as: Special Needs Determination for an Applicable Child. If the group box does display and the child has been identified as ‘Not Applicable’ through FSFN background processing, then the group box heading will display as: Special Needs Determination for a Not Applicable Child. Each of these pages are content specific, meaning certain sets of fields and different questions will dynamically display based upon whether the child is deemed as ‘Applicable’ or ‘Not Applicable’. In other words, these two group boxes are different based solely upon Applicable or Not Applicable.

The Special Needs Determination group box contains a blend of system derived responses that have been pulled in from other pages (i.e. Adoption Information page, Medical/Mental Health page). In addition, this page contains conditionally enabled questions that are displayed based upon specific logic and responses to previous questions. Finally, this group box is also equipped with conditionally displayed hyperlinks such as Legal Record, Medical Mental Health, and Adoption Information, if these pages exist for the child for whom the eligibility page is being completed.


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Instructional Text

The Eligibility Path for the Applicable Child with Special Needs is also a dynamically displayed group box. A child must meet the Special Needs Determination criteria in the previous group box, as an Applicable Child, in order for this group box to be displayed and not hidden.

If displayed, this group box contains a series of questions that are enabled in the order in which they are displayed. The response of a previous question is required before the next question will become enabled. Once one of the responses is marked as ‘Yes’, the remaining questions are disabled and grayed out and you will continue to Section D. Specific and detailed background logic for each question dictates the child’s eligibility pathway for determination. Refer to the IV-E Adoption Eligibility Functional Specification Document for a more in-depth explanation of this logic.


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Instructional Text

Section D provides a current snapshot of whether the child is potentially eligible based upon the questions that have been answered thus far. Once the IV-E Adoption Eligibility page has been created and saved for the first time, FSFN provides an Eligibility Status based upon responses to previous questions on the page.

If the child is found to be ineligible, then the specific questions that resulted in this determination are listed in the Section D group box. This group box also contains one last user selected response question that is required in order to submit the Adoption Eligibility page for approval. A comment field is enabled, but not required.

introduction to the title iv-e adoption eligibility...

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