1. (a) The Division of Children and Family Services Subsidized Guardianship Coordinator or designee will:

   1. (1) Mail the relative guardians the CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review at least sixty (60) calendar days before the anniversary date of the finalization of the family’s subsidized guardianship agreement with instructions to return in the provided envelope addressed to the Subsidized Guardianship Coordinator or designee:

      1. (A) The completed CFS-435-G; and
      2. (B) Required documentation:
2. (i) For nonschool-age children, documentation must include:
3. (a) (a) Up-to-date immunization records;
4. (b) (b) A typed statement on letterhead from the child’s early intervention services provider indicating the child’s participation and progress, if applicable; and

5. (c) (c) A typed statement on letterhead from the child’s daycare provider confirming enrollment, if applicable;

   1. (ii) For school-age children, documentation must include:
6. (a) (a) Up-to-date immunization records; and

7. (b) (b) A written confirmation on letterhead from the child’s Department of Education accredited school or home school program verifying enrollment and regular attendance; and

   1. (iii) For children ages eighteen (18) years of age up to twenty-one (21) years of age, documentation must include:
8. (a) (a) A current transcript from the child’s secondary education, postsecondary, or vocational education program, as applicable;

9. (b) (b) A typed statement on letterhead from the person responsible for managing the child’s program or activity designed to promote, or remove barriers to, employment confirming the child’s enrollment and participation;

   1. (c) (c) The most recent pay stubs from the child’s employer indicating that the child is working at least eighty (80) hours per month for that particular employer; or

      1. (d) (d) A typed statement on letterhead from the child’s medical professional stating the reason for which the child is incapable of meeting the education or employment requirements listed above;
   2. (2) Document in CHRIS date the CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review is mailed to the relative guardians;
   3. (3) If the family has not returned the completed CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review and required documentation within thirty (30) calendar days from the date the form was mailed, contact the family by phone to ensure that said documents will be delivered to the division Subsidized Guardianship Coordinator or designee within two (2) weeks;

   4. (4) Review the completed CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review and related supporting documentation prior to the anniversary date of finalization of the family’s subsidized guardianship agreement:

      1. (A) If the supporting documentation shows that the child’s condition has not changed:

         1. (i) Send completed copy of CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review with the division Subsidized Guardianship Coordinator or designee’s signature to the family noting that the subsidized guardianship agreement will continue unchanged for the forthcoming year;
         2. (ii) Send the original CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review with signatures to the appropriate court for filing;
         3. (iii) Maintain a copy of the completed CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review with signatures in guardian record; and
         4. (iv) Enter appropriate CHRIS updates; or

      2. (B) If the supporting documentation shows that the child’s condition or status within the home has changed and the change or changes warrant a revision of the subsidized guardianship agreement or termination of the agreement:

         1. (i)
10. (a) (a) Schedule a meeting with the relative or fictive kin guardians and adoption manager or designee to discuss needed revisions or termination including any requests for special subsidy rates.

11. (b) (b) If a request for a special subsidy rate has been made, the subsidy will remain the same until the special subsidy is approved.

    1. (c) (c) Approval is not guaranteed;

       1. (ii)
12. (a) (a) Revise CFS-435-F: Subsidized Guardianship Agreement if appropriate and complete CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review.

13. (b) (b) Provide copy of completed CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review and new CFS-435-F: Subsidized Guardianship Agreement to family.

    1. (c) (c) Provide original CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review with signatures to the appropriate court for filing.

       1. (d) (d) Maintain a copy of completed CFS-435-F: Subsidized Guardianship Agreement and CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review in the guardian record; and

          1. (iii) Enter appropriate CHRIS updates; and

    2. (5) If relative or fictive kin guardian or guardians do not submit CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review and/or requested documentation within the required timeframe:

       1. (A) Complete CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review and CFS-435-H: Notice of Modification or Termination to Subsidized Guardianship Agreement;
       2. (B) Send the family a copy of the completed CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review and CFS-435-H: Notice of Modification or Termination to Subsidized Guardianship Agreement indicating termination of the agreement and associated payments and benefits;
       3. (C) File the original CFS-435-G: Annual Progress Report and Subsidized Guardianship Agreement Review and CFS-435-H: Notice of Modification or Termination to Subsidized Guardianship Agreement in the guardian record; and
       4. (D) Enter appropriate CHRIS updates including termination of subsidized guardianship payments.

14. (b) The Adoption Manager or designee will:

    1. (1) Conference with the division Subsidized Guardianship Coordinator or designee as needed regarding decisions related to annual reviews of subsidized guardianship arrangements;
    2. (2) Participate in meetings with the relative or fictive kin guardians and the division Subsidized Guardianship Coordinator or designee when discussing revisions to a subsidized guardianship agreement; and

    3. (3) Submit any requests for an increase in a guardianship subsidy to the Director of the Division of Children and Family Services or designee for review.

       1. (c) The director will review requests for increases in subsidized guardianship payments and approve or deny as appropriate.

Codification Notes: This section as promulgated prior to codification into the Code of Arkansas Rules provided as follows: "01/2020"