Department for Community Based Services

Standards of Practice Online Manual

12.7 Approval and Denial

Cabinet for Health and Family Services

Department for Community Based Services
Division of Protection and Permanency
Standards of Practice Online Manual
Chapter 12-Resource Family Recruitment, Certification and Reimbursement
12.7 Approval and Denial

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Legal Authority/Introduction



  1. The FSOS considers approval of a foster and adoptive home applicant if:
    1. The worker has submitted the completed documents listed in the forms section listed above, including the SAFE Reference Letters and SAFE Questionnaires I and II, and as completed documents are received from the family, the R&C worker will update the case document iTWIST screen; 1
    2. The applicant has completed the required Cabinet-approved training;
    3. The R&C worker recommends approval; and
    4. The applicant's ability to provide foster, adoptive, or respite service is consistent with the:
      1. Cabinet's minimum foster and adoptive home requirements; and 
      2. The needs of the families and children served by the Cabinet.
  2. The R&C worker updates the case document iTWIST screen as completed documents are received from the family;
  3. The R&C worker completes a minimum of three (3) meetings in the home with the applicant(s) and family as follows:
    1. Interview 1 - Introductory, get acquainted interview.  It is completed at the foster/adoptive parent applicant's home;
    2. Interview 2 - Administers the SAFE Questionnaire II (QII) in the applicant's home.  QII is never out of sight of the R&C worker. 2
      1. Observes one or both applicants while they are completing QII. The applicants are instructed they may not talk or discuss the questionnaire.
      2. Interview 2- When QII is completed, immediately interviews each applicant one-on-one, separately and privately.  No children or other adults should be in the home when QII is administered. QII interviews should be no longer than forty-five (45) minutes.
    3. Interview 3 - Marriage or support interview.  The family and others frequently residing in the home can be interviewed at this time.
  4. Following each interview, completes a psychosocial inventory utilizing the SAFE Desk Guide and mitigation ratings;
  5. Consults with the FSOS regarding assigned Desk Guide and mitigation ratings.  

When approval is recommended

The R&C Worker:

  1. Submits the following information to the R&C FSOS if approval is recommended:
    1. A completed and signed family application;
    2. A signed Privacy and Security of Protected Health Information, Confidential and Other Sensitive Information;
    3. Documentation from the three (3) personal references, that have been provided SAFE letters of reference for the applicant or have been interviewed;
    4. Two (2) credit references or credit report;
    5. Documentation that each adult child of the foster or adoptive parent applicant who does not live in the home has been interviewed in person or by telephone regarding the applicant's parenting history, unless documented exception is approved by designated cabinet staff due to inaccessibility;
    6. The narrative SAFE home study which addresses the skills needed for fostering and adopting;
    7. The Professional Development Plan, if needed;
    8. The DPP-107 Health Information Required on Foster and Adoptive Home Applicant or Adult Household Member;
    9. The DPP-108 Health Information Required for Foster and Adoptive Home Applicants Regarding Dependent Children;
    10. The DPP-117 Verification Request Marriage and Divorce, if appropriate;
    11. The DPP-170 Financial Statement;
    12. Documentation of the results of initial background checks;
    13. Documentation of an additional background check if the time from the initial check to approval exceeds six (6) months;
    14. The SAFE Compatibility Inventory;
    15. The DPP-111 Foster Home Contract (foster care only);
    16. The case document checklist from iTWIST;
    17. Print completed document checklist from iTWIST;
    18. Waiver Documentation including any action plans for child specific foster home approval;
    19. The DPP-1291 Foster and Adoptive Home Discipline Policy Agreement;
    20. The foster and adoptive parent approval letter; and
    21. The foster and adoptive recommendation;
  2. If the FSOS approves the home study, it is submitted with an approval letter to the SRA or designee for signature and final approval;
  3. Upon approval of the home study by SRA or designee, the R&C worker schedules a time to meet with the family to notify them of their approval as a foster and adoptive parent;
  4. Shares a stamped, final draft copy of the home study with the foster/adoptive family to review during the home visit;
  5. Collects the home study to return to the office, once the family reviews and signs;
  6. Makes corrections or changes to the home study as identified by the foster/adoptive family; 3
  7. Submits the corrected copy to the FSOS for review and approval;
  8. Provides the applicants the final draft of the home study to review and sign, if changes are made prior to final approval;
  9. Distributes the approval packet as follows:
    1. Adoption:
      1. Original approval letter to the adoptive family;
      2. Original study and copy of the approval letter remain at the local office; and
      3. A copy of the approval letter is sent to the Foster Parent Mentoring Program within five (5) working days;
    2. Foster Care:
      1. Original approval letter, and foster parent handbook to the foster family if not received in pre-service training;
      2. Original study and copy of the approval letter remain at the local office;
      3. A copy of the approval letter is sent to the Billing Specialist; and
      4. The Foster Parent Mentor Program Referral form is sent to the Foster Parent Mentoring Program within five (5) working days of approval.  Relative and fictive kin caregivers that have placement of the children are referred to the mentor program within five (5) working days of the informational meeting.
  10. Requests approval from the FSOS for an extension and documents it in the case record, when approval packet submissions exceed four (4) months from the time of pre-service training, meeting one (1);
  11. Follows the procedure below if a currently approved foster family wishes to be approved to adopt children not in their home (i.e. KAPE adoption) or an adoptive family wishes to be approved to foster:
    1. An R&C worker or FSOS familiar with the type of approval the family is requesting meets with the family to discuss how this type of parenting is different from what they are doing, discusses their motivation, availability of children for them, and the experiences they have had that may now apply;
    2. The FSOS makes the determination regarding the family's participation in pre-service or any other training;
    3. The R&C worker who meets with the family completes a memo addressing issues and makes a recommendation of approval, or non-approval, to the FSOS; 4 
  12. Informs the prospective foster and adoptive home parents that the Cabinet is not obligated to grant foster or adoptive home approval or placement of a specific child to an individual or family that completes pre-service training; and
  13. The SRA or designee signs the DPP-111 Foster Home Contract, and an approval letter which includes the statement “Approval does not guarantee placement of a child” if the decision is to approve. 5

Special circumstances

  1. The R&C worker completes a new home study and receives regional approval when a new spouse moves into an already approved home.
  2. Only the SRA or designee grants approval of a foster and adoptive home if:
    1. The applicant is a personal care or family child care home provider;
    2. An applicant or member or the household has substantiated reports of child abuse or neglect; or
    3. An applicant or member of the household has been convicted of a misdemeanor or non-violent felony.
  3. Only the Commissioner grants approval of a foster or adoptive home if the applicant is a DCBS employee or former employee as specified in SOP 12.3.1 Foster or Adoptive/Respite Home Parent Applicants-Employees or Former Employees.
  4. Cohabitating couples that are applicants to foster/adopt will be assessed in one home study.  The R&C worker will discuss implications of any future adoptions or related permanency issues.
  5. Individuals in platonic relationships that reside in the same household will be assessed in separate home studies.  The home study shall include information about all household members, including the dynamics of the home and the plan for caregiving. 

Withdrawal of application or approval not recommended

  1. The R&C worker informs prospective foster and adoptive home parents that they may withdraw their application at any time during the approval process.
  2. The R&C worker consults with the FSOS to evaluate the information available if approval is not recommended.
  3. If after consultation with the R&C worker, the FSOS determines that an applicant does not meet the minimum requirements for approval as a foster and adoptive home parent, Cabinet staff recommends that the applicant withdraw their request to become a foster and adoptive home parent.
  4. The Cabinet considers requesting a withdrawal when:
    1. There are doubts about the willingness and ability of the family to meet the unique needs of children in out of home care. These may include, but are not limited to, the documentation and interviews concerning background check, discipline techniques, interaction with neighbors, children, and references, etc.; or
    2. There are doubts about the willingness and ability of the family to work in partnership with the Cabinet, birth family, or other community resources.
  5. If the applicant voluntarily withdraws:
    1. The FSOS sends a written notice to applicant confirming their decision within two (2) weeks;
    2. The R&C worker documents in the case record the reason for withdrawal under the heading “Voluntary Withdrawal”; and
    3. The SRA, or designee, is promptly notified when DCBS recommends a withdrawal.
  6. The FSOS notifies the applicant within two (2) weeks, in writing, that the application is not recommended for one (1) of the following reasons if the applicant is withdrawn involuntarily:
    1. The applicant is unwilling to withdraw the request to become a foster and adoptive home parent after receiving a recommendation to withdraw; or
    2. The applicant desires to adopt, but is unwilling to adopt a child in the custody of the Cabinet.
  7. The SRA reviews the request to become a foster and adoptive home parent and issues a final written determination regarding the Cabinet’s recommendation if the foster and adoptive home applicant disagrees with the Cabinet’s recommendation to not accept the applicant as a resource home.
  8. The R&C worker and FSOS will follow the procedure in SOP 12.8 Non-Safety Standard Waiver Process in regards to denials of child specific foster home approvals. 




  1. SAFE Questionnaire I is shared with the family in the application packet.  SAFE Questionnaire II is not part of the application packet and is never mailed to the family.
  2. Questionnaire I and II must  be administered to all applicants.  QII may also be administered to other adults in the home or family when deemed appropriate by the R&C worker.
  3. The R&C worker does not leave a draft copy with the family. QI or QII are not included with the home study draft and are never shared with the family.
  4. Attached to the memo is a copy of the original narrative packet and current re-evalulation.  New medical, references or police records check are not necessary unless there is cause for concern with a particular issue.
  5. Upon approval, the FSOS may request additional review by the SRA or designee.



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