by Barb Manegold

Over the past ten years the number of adoptions in Michigan have been at record levels, yet many children who are available for adoption remain in foster care long after parental rights have been terminated. Of particular concern are those children who are one year past permanent custody and have an identified family, but for whom the adoption has not been completed. Since it is the goal of our state to place adoptable children in permanent homes in a timely manner, the question is clear: Why do children with identified families wait to be adopted?

In 1996, the Michigan Family Independence Agency (FIA) noted that there were hundreds of children with identified families who were on "hold" status for longer than six months and, in many instances, for years. In order to monitor the progress of these cases, FIA instituted the Zone Review Process for cases in which documentation is overdue to the MARE office (either 182 days past permanent custody and not registered with MARE, or registered as on "hold" and over one year past permanent custody.)

Each quarter approximately 500 cases are reviewed by the Zone Managers. The data collected from the zone reviews indicates that incomplete documentation and/or delays in obtaining necessary documentation are the most frequently cited barriers to completing adoptions. Documents include: court/legal documents, home studies, family-related documents (birth certificate, marriage/divorce certificates,) subsidy certification, MCI consent, family medicals, and background checks.

MARE contacted several adoption agencies throughout the state to discuss some of these problems/barriers in hopes of learning what agencies, workers and families can do to solve them. The responses to the discussion follow and may provide some helpful insights.

Avoiding delays due to incomplete family documentation

Agencies generally require that family-related documentation be assembled early in the adoption process. Training programs for adoptive families and work books which include details regarding required documents are an effective means to address family issues and facilitate the entire process.

Lutheran Adoption Service has a family training manual which has a section listing all of the documents required from the adopting family, time frames, subsidy forms/requirements, and court fees. The heading for the list of documents that the family must provide reads: "Potential Adoptive Family Barriers." This underscores for the family the importance of obtaining the required documents.

Families (especially relatives) may complain that information required is "too personal." It has been found that such families are often more willing to obtain the documentation when it is explained to them that the documentation is a legal requirement, not just someone intruding on their personal affairs.

Another potential problem is obtaining current physicals for all members of the household. Standards for what is meant by "current" vary from county to county. For example, in Macomb County, "current" can be a short as 90 days, while in Wayne County, a "current" physical may be one that has been completed within the past year. It may be helpful for families to know that the court may accept a note from their physician in lieu of proof of a full physical exam.

Some agencies contract with physicians and lawyers to provide services for those who would have difficulty paying for such services. Workers have also been known to drive to a family home for signatures or take a family to the courthouse for documents if it means getting an adoption completed.

Procedures or systems to ensure that paperwork is processed in a timely manner

Several agencies stressed the importance of having a documentation department to gather and prepare the necessary documentation to complete an adoption. It has been proven that adoptions handled by specialists can be processed faster and with fewer problems. If a documentation department is not feasible, having one person be the documentation contact person guarantees consistency. At the very least, agencies should have one person to double-check and proofread paperwork before it is submitted. Those interviewed stressed that the person who handles adoption documentation must be meticulous, consistent, and knowledgeable about procedures and protocols.

Most agencies interviewed used some kind of organization system for the flow of paperwork. This included organizational tools such as binders, colored file folders, check-off cover sheets, and baskets. One agency which regularly strives for the premium adoption reimbursement rate uses a folder system, with the folder being "tagged" with the date by which the adoption must be completed in order to receive the Premium payment. Everyone who handles the folder is aware of the deadlines. Another agency has weekly meetings to review case status. A detailed checklist is attached to all cases, along with relevant tracking dates. It was mentioned that there are at least 100 items needed for each adoption.

Working with the courts

While it can be frustrating dealing with the variances in court procedures, fees, and interpretation of law, it may be helpful to keep in mind that all parties ultimately have the same goal: to place children in permanent homes. Court clerks typically have exacting requirements. If agencies submit incomplete or erroneous paperwork, not only can they expect it to be rejected, but it also "clogs" the system and prevents other paperwork from flowing smoothly. It is good policy to designate one person to be the court/documentation contact to guarantee consistency. When more than one person from an agency is also contacting the court, any changes or exceptions that particular person receives becomes case-specific, and important information may be lost for future cases.

Many agencies have also developed a manual which lists the fees, procedures, and protocols of the courts that process their adoptions. Because this information may change frequently, a system should be developed to update the manual as these changes occur.

Friendly Advice

A worker's most helpful resource may be his/her attitude toward documentation requirements. If a worker is consistent and thorough, items will not fall through the cracks. When workers set their own standards to the highest requirements, everything that they process should be adequate. Accurate and timely paperwork is ultimately the means to placing waiting children in adoptive homes as quickly as possible.

The following individuals kindly contributed their knowledge and insights for this article:

From D. A. Blodgett Services: Tom Herold, Adoption Coordinator

From Lutheran Adoption Service: Lois Falsette, Documentation Specialist Supervisor; Tim McClintock, Documentation Specialist (Court); Mark Hester, Documentation Specialist (Court); and Vicki Seymour, Documentation Specialist (Subsidy)

From Northern MI Adoption Program: Roger Quinn, Adoption Supervisor

From Orchards Children's Services: Jan Cerrini, Documentation Specialist Supervisor

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New Director of Adoption Services in Michigan

In June 1998, Jean Hoffman officially became the Director of Adoption Services for the Michigan Family Independence Agency, replacing Richard Hoekstra who had served as Director for the past 13 years. With over 25 years of service to children and families through her work at FIA, Ms. Hoffman is far from a newcomer; however, we know that many of you have not yet had a chance to meet her. We recently took time to speak with the new Director, asking her to briefly introduce herself and to offer some of her thoughts on Michigan's adoption system.

What is your educational background and professional experience prior to becoming Adoption Division Director?

I received a B.S. from the College of Human Ecology at Michigan State University. I have worked for the Family Independence Agency for 27 years, with 21 of those years as a program manager in Ingham County. Ingham County offered me a wide variety of supervisory experiences, assigning me to family, adult, and children's services programs. For the last 13 years, I managed the Adoption Program for FIA and the private agencies.

What attracted you to the position of Adoption Division Director?

I believe my long and varied career in the field brings a needed and desirable level of expertise to the Adoption Division. A field perspective is a great asset in developing policy and services that will support adoption staff and the children and families we serve. The opportunity to influence and enhance Michigan's highly respected adoption program was an exciting and challenging prospect.

What are some of the strengths of the adoption system in Michigan?

Michigan is a recognized leader in adoptions across the country. We can all be proud of our achievements in successful and timely adoptive placements. The unique collaborative efforts between public and private sectors to provide Michigan's children with permanent, safe, and stable homes speaks highly of the commitment and dedication of the adoption program, workers, and managers.

What are some areas for improvement in the adoption system in Michigan?

I would like to see more comprehensive permanency planning efforts for children when they are initially placed out of home. Children's services workers - from Children's Protective Services to adoption - need to function as a team in our efforts to find appropriate, permanent placements for children. Post-adoption services need to be developed state-wide to support families who have adopted special needs children. Our goal should not only be finding permanent families for children with special needs, but should also be finding and keeping those families healthy.

What are some immediate and long-term goals for the adoption division?

A few of the more immediate goals for the Adoption Division are to identify and eliminate barriers in completing adoptions, to automate the adoption subsidy program, to develop plans to increase support to adoptive families, and to ensure accurate and timely AFCARS reporting. The long-term goals are to increase the number of finalized adoptions, to review and update adoption policy, determine if a state-wide conference will be possible in 1999, and to implement the changes required in the Adoption Safe Families Act.

Does Adoption 2000 legislation (Adoption & Safe Families Act of 1997) translate into any sweeping changes in Michigan's adoption system?

Adoption 2000 and the Adoption & Safe Families Act of 1997 (ASFA) will bring some significant and positive changes in Michigan's adoption program. In response to the Federal mandate to double the number of adoptions nationwide, Michigan is anticipating an increase of 52.5% in state ward adoptions by the year 2002. Michigan's adoption performance far exceeds other states and we cannot be expected to double placements by 2002 unless there is a substantial increase in the number of children committed to the state. The changes we will be implementing as a result of the ASFA of 1997 are:

• The state is required to provide health insurance coverage for any child with an adoption assistance agreement who has special needs and who the state has determined would not be adopted without medical assistance.
• Children with special needs will no longer lose their eligibility for federally subsidized adoption agreements because their initial adoption dissolves or their adoptive parents die.
• Develop a plan for the use of Federal incentive monies. States may be eligible to receive adoption incentive payments of $4,000 per adoption and an additional $2,000 for Title IVE adoptions that exceed established baseline figures. (Incentive payments will be paid in the fiscal year following the actual performance year. The first payment for eligible cases will be received in Fiscal Year 1999.)