1. (a) The Family Service Worker will:

   1. (1) Notify the Adoption Specialist within fourteen (14) days prior to the termination of parental rights (TPR) staffing and hearing;
   2. (2) Send additional attachments to the Adoption Specialist once the initial adoption packet is completed, in order to maintain current information until a child is placed with an adoptive family;
   3. (3) Document the efforts to secure needed attachments and the reason for an attachment not being available, in the child’s out-of-home placement record and in the Division of Children and Family Services’ information management system;
   4. (4) Provide information requested by the Adoption Specialist in the preparation of the child’s “CFS-418: Adoption Summary” and in the selection of an adoptive family; and

   5. (5)

      1. (A) Place siblings together in the same resource home.
      2. (B) But see policy section above for exceptions.

2. (b) The Child’s Adoption Specialist will:

   1. (1)

      1. (A) Prior to the TPR hearing, determine if there is a resource home with an open adoptive service, to consider for a child who may have a permanency goal of adoption (enter characteristics of child into the computer matching system to obtain listing of approved adoptive applicants).
      2. (B) If there is not an adequate resource of approved resource homes with an open adoptive service, the Adoption Specialist will initiate generalized recruitment for an adoptive family who may be interested in adopting a child with similar characteristics;

   2. (2) Respond to notification of inquiries timely:

      1. (A)

3. (i) Reply to adoption inquiries within three (3) business days of receipt of notification of inquiry.

   1. (ii) Notification to potential adoptive families can be made by phone or email;

      1. (B) Collect and review home studies for inquiring families within fourteen (14) business days;
      2. (C) Notify inquiring parties of selection status within three (3) business days of reviewing home study;

      3. (D) Respond to out-of-sate inquiries:

         1. (i) Ensure all in-state relatives and fictive kin options have been exhausted;
         2. (ii) Ensure all in-state recruitment efforts have been exhausted (i.e., child is in the Arkansas Heart Gallery, child has been attending matching events, short film has been completed);
         3. (iii) Submit inquirer’s home study to Adoption Manager or designee for review;
         4. (iv) Participate in staffing scheduled by and with Adoption Manager or designee regarding best interests of the child in considering an out-of-state inquiry;
         5. (v) Schedule and participate in phone meeting with the inquiring family to include Adoption Supervisor, Adoption Manager or designee, and the child’s team;
         6. (vi) If appropriate, schedule a disclosure with the family in Arkansas with expectation the family will travel to Arkansas (at the family’s expense) for the disclosure; and
         7. (vii) Complete and submit an ICPC request for adoptive placement and if approved:
4. (a) (a) Notify Adoption Manager or designee of desire to move forward with out-of-state placement; and

5. (b) (b) Schedule preplacement visits in Arkansas (inquiring family is responsible for costs associated with arrangements for travel and occurrence of preplacement visits) according to 9 CAR § 40-920, disclosure, preplacement, and placement activities;

   1. (3) Assist the Family Service Worker in preparing the child for adoption;
   2. (4) Ensure compliance with Indian Child Welfare Act of 1978, 25 U.S.C. § 1901 et seq., if applicable, by notifying and working with the Office of Chief Counsel attorney;

   3. (5)

      1. (A) Prepare the child’s adoption disclosure packet (CFS-418: Adoption Summary and attachments – see Appendix A: Adoption Summary Guidelines) within forty-five (45) days from receipt of the completed adoption packet.

      2. (B)

         1. (i) Delete identifying information in the child’s disclosure packet as it relates to the child’s birth or legal parent and extended family.
         2. (ii) The entire name of all family members should be redacted from all documents;
      3. (C) Send the child’s disclosure packet to the Adoption Supervisor within four (4) months of the court hearing that terminates parental rights.
      4. (D) Make a copy of the nonidentified disclosure packet for the selected adoptive family and one for the family’s Adoption Specialist, if different from the child’s Adoption Specialist.
      5. (E) Complete and submit encumbrance paperwork for completion of the child’s adoption summary;
   4. (6) Enter characteristics of the child into the division’s information management matching system, adoption data matching, prior to the termination of parental rights hearing to obtain a listing of approved and registered adoptive applicants;
   5. (7) Decide within fourteen (14) working days from receiving the listing and home studies if recruitment of an adoptive family is needed;
   6. (8) Complete and maintain a “CFS-433: Individualized Recruitment Plan” if an appropriate adoptive family is not available;

   7. (9) Refer eligible children for placement on the Arkansas Heart Gallery:

      1. (A) Ensure the child meets the following eligibility requirements:

         1. (i) Termination of parental rights occurred more than thirty (30) days ago;
         2. (ii) No legal appeals are pending;
         3. (iii) Child is not in a preadoptive placement; and
         4. (iv) Child is not placed with resource parents who are likely to adopt or with relatives or fictive kin who will likely assume custody or adopt;

      2. (B) Within ten (10) business days of determining the child is eligible for placement on the Arkansas Heart Gallery, send a referral email to the Project Zero Logistics Coordinator, the division Public Information Specialist, and the division Adoption Manager including:

         1. (i) Child’s full name;
         2. (ii) Child’s gender;
         3. (iii) Child’s case number;
         4. (iv) Child’s client ID;
         5. (v) Child’s date of birth;
         6. (vi) The division area;
         7. (vii) The division county; and
         8. (viii) Information about sibling group, as applicable, detailing if joint adoptive placement is being sought; and

      3. (C) Upon approval for placement on the Arkansas Heart Gallery:

         1. (i)
6. (a) (a) Complete an Arkansas Heart Gallery bio request form on the child or sibling group.

7. (b) (b) The bio request form can be obtained from the division or downloaded from DHS Share;

   1. (ii) Submit completed bio request form to Project Zero Logistics Coordinator;

      1. (iii) Coordinate with Project Zero Logistics Coordinator to complete a professional photo shoot for the child or sibling group, including coordination of photo location and transportation arrangements for the child or sibling group;

         1. (iv) Respond to inquiries from the Arkansas Heart Gallery within three (3) business days;
         2. (v) Notify the Project Zero Logistics Coordinator within five (5) business days of identification of a placement match; and
         3. (vi) Coordinate with the Project Zero Logistics Coordinator for removal of the child from the Arkansas Heart Gallery within five (5) business days when:
8. (a) (a) The child’s adoption is finalized;

9. (b) (b) The child’s permanency goal changes;

   1. (c) (c) The child ages out of foster care;

      1. (d) (d) The child enters extended foster care; or

10. (e) (e) The child is placed with relatives or fictive kin;

    1. (10) Monitor and document the recruitment activities on the “CFS-433: Individualized Recruitment Plan”;
    2. (11) Enter characteristics of the child into the computer matching system on a consistent basis if the initial listing did not result in the selection of an appropriate adoptive family;

    3. (12)

       1. (A) Update the child’s CFS-418: Adoption Summary, annually until an appropriate adoptive family is selected, and ensure that attachments are updated.
       2. (B) Send a copy of the updated adoption summary and special evaluations to the Adoptions Manager or designee if the child has a photo-listing, website, or adoption exchange registration;

    4. (13)

       1. (A) Conduct identification staffing by providing home studies for adoptive homes, chosen by child’s Adoption Specialist as potential matches for the child, to CASA and ad litem, as appropriate.
       2. (B) This should include a narrowed pool of one (1) to three (3) home studies.
       3. (C) All input and recommendations from the child’s support team should be considered in making a final selection of home study;

    5. (14)

       1. (A) Select the most appropriate approved adoptive applicant for the child, consistent with the child’s needs.
       2. (B) Ensure the applicant’s ability to meet the special needs of the child, Minimum Licensing Standards for Child Welfare Agencies (Placement), and the division policy for resource homes (see 9 CAR § 40-801 et seq., Development of Resource Homes and Support to Resource Parents);

    6. (15)

       1. (A) Upon approval of the identified family forward packets and “CFS-471: Disclosure for Adoption” to the family’s Adoption Specialist, if different from the child’s Adoption Specialist.
       2. (B) The disclosure packet should include significant information about the child including the need for special resources or services, provide a schedule for preplacement activities, and convey any other significant information that relates to the placement of the child;
    7. (16) Prepare and present to the Family’s Adoption Specialist, resource parent, provisional resource parent, relative, or fictive kin, one (1) nonidentifying copy of the child’s disclosure packet and a complete “CFS-471: Disclosure for Adoption” during the assessment and preparation process;

    8. (17)

       1. (A) Schedule and conduct a selection staffing with the Family Service Worker, the family’s Adoption Specialist, and other appropriate division staff and professionals (including the child’s attorney ad-litem, CASA appointed to the child, and PLPA or TFC staff, as applicable).
       2. (B) Complete and route “CFS-590: Invitation to Family Centered Meeting” to all court parties.

       3. (C)

          1. (i) Create a written preplacement visitation plan in conjunction with the parties which addresses the logistical, therapeutic, and developmental needs of all parties.
          2. (ii) Ensure that the plan is modified throughout the preplacement process according to the adjustment of the child and adoptive family.
          3. (iii) Refer to 9 CAR § 40-920, disclosure, preplacement, and placement activities, for preplacement visitation guidelines.
       4. (D) In the division’s information management system, complete the provider adoption considerations tab on the selected family (preadoptive home service) identifying the considered foster child.

       5. (E)

          1. (i) Send the completed “CFS-470: Selection of Adoptive Family” to the Adoption Supervisor within thirty (30) working days.
          2. (ii) Attach a copy of the child’s “CFS-418: Adoption Summary” and the selected family’s home study to the CFS-470.
       6. (F) Discuss delays in the selection of an adoptive family with the Adoption Supervisor and document reasons for the delay.
       7. (G) Document the selection by completing the “CFS-470: Selection of Adoptive Family”;

    9. (18)

       1. (A) Determine immediately if another approved adoptive applicant can be selected if the Adoption Supervisor, the adoptive family, or child does not agree with a selection.
       2. (B) Document if another approved adoptive family cannot be selected and continue recruitment activities;

    10. (19)

        1. (A) Provide written or verbal notification to the Family’s Resource Worker for each approved adoptive applicant who has been considered, and document in the division’s information management system.
        2. (B) The Child’s Adoption Specialist will notify the approved applicant in writing if he or she had asked to be considered for a child who is registered in the division photo-listing and website but was not selected;
    11. (20) Initiate and follow ICPC procedures if an out-of-state approved adoptive applicant is selected; and

    12. (21) Discuss any delays in completing the assessment and preparation process with the Adoption Supervisor and document reasons for the delay.

        1. (c) The Adoption Supervisor will:
    13. (1) Ensure eligible children are referred to the Arkansas Heart Gallery;
    14. (2) Assess the child’s disclosure packet, the home study of the approved adoptive applicant, and the “CFS-470: Selection of Adoptive Family” from the Adoption Specialist and then determine the appropriateness of the selection within ten (10) working days;
    15. (3) Document the determination to approve or deny the selection on the “CFS-470: Selection of Adoptive Family” from the Adoption Specialist, then explain in writing the reason or reasons for a denial; and

    16. (4) Return all information to the Adoption Specialist.

        1. (d) The Adoptions Manager or designee will:
    17. (1) Coordinate and maintain the computer matching system, to assist in the selection of an adoptive family;
    18. (2) Maintain the file for home studies of approved adoptive applicants (regardless of the state they reside in); and
    19. (3) Provide technical assistance on recruitment and selection of adoptive families.

Codification Notes: “ID” means identification. This section as promulgated prior to codification into the Code of Arkansas Rules provided as follows: "01/2021"