DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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Handbook 12: Assignment, Transfer, and Closing of Referrals and Cases
12-8.2  Adoption Finalization Case Closing
Assignment, Transfer and Closing of Referrals and Cases
12-8.2  Adoption Finalization Case Closing
Reference Points
Overview
Dismissing the Juvenile Court Case
Adoption Finalization Social Worker's Responsibilities
Continuing Social Worker's Responsibilities
Continuing Social Work Supervisor's Responsibilities
Adoption Unit Case Closing Responsibilities
Other References


Reference Points
Effective Date: TBA
Last Updated: 10/29/10
 Non CWS/CMS Forms:
MS Word No Longer Interested Notification
MS Word Placement/Address Change (SCZ 17 Auto)
 CWS/CMS Forms:
bullet Case Management Section


Overview  

After an adoption is finalized by the juvenile dependency court, certain procedures must be followed to dismiss the court case and close the Department of Family and Children's Services case.

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Dismissing the Court Case  

For children whose adoptive home is in Santa Clara County, the dependency case is dismissed by the juvenile court at the Adoption Finalization Hearing.

When a child is placed in an adoptive home in a county outside Santa Clara County or in another state, the Adoption Finalization Hearing may be held in a juvenile court in the adoptive family's county of residence or state. The adoptive family may also opt to travel to Santa Clara County to have the adoption finalized in the Santa Clara County juvenile court.  In either event, the Santa Clara County juvenile dependency court case must be dismissed when the adoption is ordered.

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Adoption Finalization Social Worker's Responsibilities  

After the court orders the adoption, the Adoption Finalization social worker:

  • If the Adoption Finalization Hearing was held in another county or state, prepares an Application and Order for dismissal of the case in the Santa Clara County juvenile court.
    • The Application and Order document is created in CWS/CMS in the Court Management Section.
      • Click the "Dismiss/Terminate Jurisdiction" button in the Ex Parte Application and Order - Document Options dialog box when it appears.

  • Submits the Application and Order to the supervisor for review and signature.

  • Sends the signed Application and Order to the court for the judge's signature.
    • If the Adoption Finalization Hearing is held in Santa Clara County, the Santa Clara County juvenile court orders dismissal of the court case at the same time the order for adoption is made.

  • Sends a No Longer Interested Notification to the Department of Justice (DOJ) in reference to the adoptive parents' Live Scan results received for purposes of Petition for Adoption if the adoptive parents:
    • are relatives or non-relative extended family members (NREFMs) of the adopted child and
    • do not wish to stay open as a concurrent home.
      • Write "Petition for Adoption" in the Application Type box on the No Longer Interested (NLI) Notification form.
      • If the adoptive parents are also county licensed foster parents or Foster Family Agency foster parents, the social worker refers them to their respective county licensing worker or FFA if they wish to close their case.

  • Submits the Placement/Address Change Form (SCZ17) to the Placement Tracking Team (PTT).
    • Complete Scenario B, Current Placement Status Change / From Foster Care Placement to Adoptive Placement.
    • Complete Scenario I, Placement Authority and Episode End.

  • Prepares the AD42R form and submits it to the adoption unit analyst.

  • Completes the close-file checklist.
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Continuing Social Worker's Responsibilities  

After the court orders the adoption, the Continuing social worker:

  • Receives notice from the Adoption Finalization social worker that the case has been dismissed.
    • The Adoption Finalization social worker submits the App and Order to court to request dismissal of the juvenile dependency case after the Adoption Hearing.

  • Sends the No Longer Interested Notification for subsequent arrest notification in reference to relative/non-relative extended family members (NREFMs)and any other adults for whom Live Scan Fingerprinting was completed for purposes of placement of the child in the home (Relative/NREFM Home Approval) if:
    • the child's case is to be closed after the adoption finalization and
    • the relatives/NREFMs who are the adoptive parents do not have other court dependent children placed in their care and
    • the relatives/NREFMs are not county licensed or Foster Family Agency (FFA) foster parents.
      • If the relatives/NREFMs are county licensed or (FFA) foster parents, refer the relatives/NREFMs to their respective licensing social workers or FFA if they say they no longer wish to provide foster care.

  • Reviews the case to ensure that:
    • All Contacts have been entered in CWS/CMS.
    • ICWA fields are completed and updated in CWS/CMS.
    • Case plans have been approved in CWS/CMS.
    • The case file is organized and all documents are secured in the file.

  • Within 10 days of the Adoption Finalization Hearing, completes the CAT Closure Tool and submits the case file to the supervisor for review.
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Continuing Social Work Supervisor's Responsibilities  
  • Reviews the case file.

  • Checks to ensure that all:
    • ICWA fields are completed and updated in CWS/CMS.
    • Case plans have been approved in CWS/CMS.
    • The Cat Closure Tool has been completed.
    • The case file is organized and all documents are secured in the file.

  • Transfers the primary case assignment in CWS/CMS to the Adoption Control Clerk (E5CC).
    • Do Not end the case in CWS/CMS.

  • Sends the case file to the Adoption Finalization Unit for closing.
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Adoption Finalization Unit Final Case Closing  

When the primary social worker's case file is received in the Adoption Finalization Unit, the primary social worker's case file is merged with the Adoption Finalization social worker's case file.  The Adoption Finalization Unit Supervisor:

  • Reviews the file.

  • Closes the case in CWS/CMS.

  • Routes the case to the Retention Center.
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Other References  
bullet2 OPP Chapter 12-8.1: Transferring a Case for Adoption Finalization
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