Foster Care Licensor Link

In this issue:

• Foster Care in the News
• Training
• Program Policy
• Updated Forms
• Tip of the Month
• Special Topic

Foster Care in the News

MN ADOPT is now Foster Adopt Minnesota

MN ADOPT is very excited to announce that they have a new name! MN ADOPT is now Foster Adopt Minnesota. For 43 years, MN ADOPT has focused on ensuring every Minnesota child has a safe and nurturing family, and is looking forward to continuing this work under the name Foster Adopt Minnesota. In recent years, MN ADOPT has continued to expand their work, with an increased focus on services designed to strengthen support for Minnesota’s foster and kinship communities. With this expansion, MN ADOPT felt it became clear a name that better reflects the scope of the work and that is more welcoming to all the communities the organization supports was necessary.

The Licensing Foster Care team is expanding and restructuring the units!  

In the spring of 2022 a second supervisor, Tamara Moore, was hired which meant the development of a second unit! The second unit has been leading the work for the Child Foster Care Background Study Reform and the development of the Child Foster Care Licensing Guidelines. This unit is now also covering other general licensing functions.

As a team, we are prioritizing our work so that we are processing licensing actions in a timelier manner and making sure there is adequate training offered to licensors and supervisors. We also have a legislative proposal to increase the number of staff on our team, so we are hoping to expand in the near future.  

The process for contacting us has not changed. If you need immediate assistance, call the triage line at 651-431-6500 or email dhs.fostercarelicensing@state.mn.us for less urgent matters.

We are one team with two units, see the current team structure below.  

Mary Kelsey, Manager

      Cory Jelinek, Supervisor                                                        Tamara Moore, Supervisor 

    Melissa Shimitz, Consultant                                            Karol Jensen-Schneider, Consultant 

    Tim Hennessey, Consultant                                            Anne Raymond, Assistant Consultant

    Taylor Johnson, Consultant                                            April Grissom, Guidelines Developer

    Lynn Roesler, Coordinator

   Christina Ploessl, Coordinator

Training

Upcoming Training 

Available trainings through March. Register through TrainLink.

• February 8th and 9th (virtual- 9 am to noon both days) - New Licensor 101. This training is a general overview of DHS, AFC and CFC licensing. (wait list)
• March 2nd (at the Lafayette building 9 am-3pm)- Licensing Complaint Investigations. This training is about how to conduct a licensing investigation. (4 seats available)
• March 22nd and 23rd - CFC Basics Plus - Virtual training. (17 seats available)

We will update you about training opportunites for the next quarter when that information is available. 

Program Policy

CFC

Child Foster Care Licensing Guidelines Update

The department continues to talk with stakeholders to hear their perspectives on the most important topics to include in this first iteration of the Child Foster Care Licensing Guidelines.   The guidelines will convey consistent standards for the licensing process, supervision, support, and accountability of relative and non-relative licensed homes and shall be directives of the Commissioner under Minn. Statues, section 245A.16. The guidelines are being written under Minn. Statutes, section 260C.215, subdivision 4 (7) and are to be completed by July 1, 2023.

A workgroup consisting of child advocates, representatives from community organizations and state ethnic councils, ombudspersons for families, child protection staff and representatives of county and private licensing agencies will have met six times by the end of February 2023.  Focus groups with youth and young adults who have been in foster care, parents whose child/ren have been in foster care, relative and non-relative foster parents will be completed in January and February 2023.

There was an excellent response rate for both the foster parent (relative and non-relative) and foster care licensor surveys.  Summaries of the information learned from those surveys will be shared with foster parent and licensors and will also be posted on the Developing Child Foster Care Guidelines Engagement Page

Visit the Engagement Page for further updates to submit feedback and to see summaries from workgroups.

April Grissom, Licensing and Michelle Chalmers, Child Safety and Permanency are the contacts for the work on the Licensing Guidelines and can be reached at licensingguidelines.DHS@state.mn.us

C.A.R.S. Variance for relatives

In late 2019, we provided information regarding the legislative change which allowed relative child foster care applicants with children already in placement to be granted a variance to the required three-hour child and safety restraint (C.A.R.S) training. During COVID, there was a waiver to the training requirement for everyone. As a reminder, the waiver that allowed applicants to watch a video has expired. To obtain a variance for initial licensing, the relative applicant is required to complete a child safety seat check-up with a trainer approved by the Department of Public Safety, Office of Traffic Safety (DPS-OTS). The C.A.R.S. guideline and process form (C35) provides instructions on how to find a qualified trainer. Using a website other than Develop to find a trainer would not be approved by the Department of Public Safety. We understand that depending on your area, you might have limited approved trainers in your area. If the relative is willing to travel, they can go to anyone that is approved in the state. If you have approved a trainer that is not listed on the Develop website, you should have the relative either attend a C.A.R.S. training or go to an approved trainer as soon as practicable.

Additionally, the variance is only allowed for initial licensure, not at renewal. 

CFC/AFC

Licensing Action Manual

In October 2021, DHS rolled out the Foster Care Licensing Action Manual (A44). It was designed to assist licensing workers in writing more concise licensing actions, pinpointing the basis for the licensing action, and identifying which Rule or Statute was violated.

Many licensing workers have been utilizing this new process. However, about 25% of licensing actions continue to be submitted in the “old” format. The “old” format documents are still located on the website as they are still used by family child care. Effective March 1, 2023, the foster care unit will no longer accept the old format and return them to the licensing worker to complete them in the current format.

Because the PDF version of the manual is not fillable, in October 2021, Mary Larson e-mailed a copy of a word document of the appendixes to make it easier to submit the recommendations. Please ask your colleagues if you do not have the word document. If your agency is unable to obtain a copy, please contact triage and we can send one to you.

The LA Manual currently does not include a section for “nondisqualifying information” as a basis for a licensing action. The LA Manual will be updated to include this basis in the future. In the meantime when you submit your recommendation in appendix B under the licensing agency evaluation/summary in section V, summarize the reason why the non-disqualifying background information is a concern. Make sure you attach the Non-Disqualifying Background Study Information Assessment (C38 on the website 8279 e-doc) that you completed when you submit your recommendation.

Updated Forms

A17-Foster Care Dual Variance Form

If you need to submit a dual variance request, we ask that you use form A17 in the licensor packet.  This form was updated in July 2022.  However, we continue to receive dual variance requests submitted on an outdated form.  In order to process without delays, we do ask that you use the updated form.  Prior to submitting, make sure the form has been fully completed by the applicant/license holder with appropriate signatures.  Email the dual variance form to the foster care triage email box.  They are typically processed in 2 to 3 weeks.

Tip of the Month

BGS/NS2

Provider Record Updates

We are happy to announce a collaboration between Licensing and BGS in getting the provider records updated after changes have been made to a license.  Since October, Licensing has been sending a weekly report to NS2 to notify BGS of changes that have been made to a license in the last week.  For example, legal name or change of address requests.  Licensing will make the change per the 3324 that was submitted.  Every Monday, a report is generated on all the CFC, AFC & CFRS licenses that were updated that last week.  The report is forwarded to NS2 for additional processing.  NS2 staff will update the provider record so it matches what is in ELMS.  There is no need to email NS2 and request that they do this change.  NS2 staff are currently working these lists on a monthly basis.  It may take up to 30 days before you will see the change made in the provider record in NS2.  

**Please note, you are still responsible for updating the individual's profile in NS2.**

Background Study Reform

When to complete a Non-DQ Assessment

If there is non-disqualifying information for an applicant OR individual living in the household where the licensed services are provided or is otherwise subject to a background study, then a Non-Disqualifying Background Studies Information Assessment (Non-DQ Assessment) must be completed. A license can be approved, denied or revoked based on non-DQ information of an applicant/license holder, other household members and others that may have done a background study affiliated with the licensing application. Per Minn. Statutes, section 245A.16, subd. 9, before recommending to grant a license, deny a license under section 245A.05, or revoke a license under section 245A.07 for nondisqualifying background study information received under section 245C.05, subd. 4, paragraph (a), clause (3), for a licensed family foster setting, the licensing agency must review the factors addressed in the Non-DQ Assessment.

If a background study subject has one or more disqualifications AND one or more non-disqualifications, the non DQ Assessment only has to be done if there is a request for reconsideration. If there is ONLY non-disqualifications on the record review, then the licensors must proceed with completing the Non-DQ Assessment. See the Flow Chart document on the Family Systems website for the process flow.

If an applicant and another household member have non-disqualifying background study information, the licensor can include non-disqualifying information regarding the applicant/co-applicant and other household members on ONE Non-DQ Assessment. 

For frequently asked questions review the CFC Background Studies Reform FAQ on the Family Systems website.

Triage Questions

County to County transfer with child in placement protocol

With the release of the new 3324 E-doc, we wanted to give you the updated protocol for moving from one county to another county with a child in placement.  Form C27, will be updated in the licensor packet in the near future.

Please follow these steps for submitting the PIF and the initial 3324: 

1. The new county must email foster care triage at fostercarelicensing@state.mn.us to request that they put the existing license number into their licensor code so they can submit a 3324 for a county to county transfer.

• Sample email: Please put license #XXXXXXX, for (name of license holder) into my licensor code, XXXABC, so I can submit the 3324 for courtesy licensing due to a county to county transfer.  LH’s are moving from (name of county) to (name of new county)
• Foster Care will let you know when this has been completed.

        2. The new county must submit both of the following forms at the same time:

• The preliminary information form (PIF) for the new license. An “in application” number will be assigned for the new license.
• The 3324 to change the address on the existing license. (this is already under your case load in ELMS due to step 1) Follow the steps below on what to enter:
  • Enter in license number, your licensor code and select “update”, click “get data”
  • Under Program/Facility Information check the box “I need to make changes to this section” and enter in the new address.
  • Under License Holder check the box “I need to make changes to this section” and enter in the new address. (Repeat this step if more than one license holder.)
  • Under Effective date enter the date the home safety checklist is completed.
  • If Dual license complete this area
  • In the explain updates requested field enter a note saying, LH’s are moving from (name of county) to (name of new county).
  • Complete the Agency Attestation with your information, sign and submit

Please follow these instructions for when you are ready to recommend your license and close the previous counties license:

1. The new licensing county submits a 3324 to close the previous county license.
   1. Enter License number, your licensor code and select “close”, click “get data”
   2. Select closing code “moved out of county/jurisdiction”
   3. Enter date of close, this must be one day prior to the effective date of your license.
   4. Complete the Agency Attestation with your information, sign and submit
2. The new licensing county submits a 3324 to open their application
   1. Enter your “in application” number, your licensor code and select “new”, click “get data”
   2. Complete all applicable information.
   3. The effective date should be one day after the closing date of the previous license.
   4. Complete the Agency Attestation with your information, sign and submit.

Conflict of Interest/Courtesy Licensing

With the release of the new 3324 E-doc, we wanted to give you the updated protocol for the conflict of interest/courtesy licensing protocol.  Form A5 will be updated in the licensor packet in the near future.

1) If a licensor is doing a courtesy licensing due to a conflict of interest for another county, the licensor will use their current licensor code and will NOT require a new one. 

2) The point of contact for the license holder will be the agency that is doing the courtesy licensing.

3) The licensor doing the courtesy licensing must send an email to the foster care triage email box at dhs.fostercarelicensing@state.mn.us with the following information.    

• License/application number  
• License holder/applicant name 
• Summary of the situation and a notification that your agency will be doing courtesy licensing due to a conflict of interest with the applicants/license holders county or residence. 

4) Foster care staff will change the information in ELMS to reflect the change in licensor and licensing agency.  They will also notify BGS to update the licensing agency in NS2.     

Special Topic

Foster Adopt Minnesota's new Foster Adopt Shop!