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Appendix II

Sample State Notification Letter

Date (Must be dated and mailed at least 120 calendar days before the on-site review)

Director, Child Welfare Agency
Street Address
City, State, Zip

Dear Director:

On January 25, 2000, the Administration for Children and Families (ACF) published in the Federal Register the final regulations on the title IV-E foster care eligibility reviews and State child and family services reviews. The regulations provide for initial title IV-E foster care eligibility reviews and child and family services reviews to be conducted in all States, the District of Columbia, and Puerto Rico during the 3-year period following the effective date of the regulation, and at specified intervals thereafter.

As discussed with (enter State coordinator) of your staff, the (enter name of State) on-site title IV-E foster care eligibility review will be conducted the week of (enter date). This is an important review because many of the child protections in the Adoption and Safe Families Act (ASFA) are embedded in the eligibility criteria for the title IV-E foster care program. The review team will examine cases of children and licensing files to assure that payments are being made on behalf of eligible children and to eligible homes. The review team will consist of (enter number) Federal staff and (enter number) State agency staff selected by (enter name of State). In addition, State agency staff with expertise in licensing, the legal system, and foster care payments (other pertinent eligibility areas may be included here) will need to be available to serve as resources during the review.

random sample of (enter number of cases), which includes a (enter percentage) oversample, will be drawn from the submission of (enter the name of the State)'s Adoption and Foster Care Analysis and Reporting System (AFCARS) data that will be reviewed for the reporting period of (enter PUR). (Other information may be included here regarding the cases, such as automated files and the review process, such as compliance standard and disallowances. For a secondary review, state the reason a secondary review is necessary. A request for advance copies of all forms to be used to determine eligibility should be made, e.g., copies of up-to-date payment histories, copies of court orders, documentation of Aid to Families with Dependent Children (AFDC) determination and re-determination worksheets, criminal records check verification, licensing policy, copy of all existing agreements with other public agencies for placement and care, etc. Provide a deadline for the State agency to submit information to ACF Regional Office, which should be at least 90 calendar days before the on-site review. Submission may be electronic.

In addition, please have the following files and documents available on-site for the review, if they are not already included in the case record:

• Foster home and group home/institution care licenses;
  
  
• Criminal record verification files for foster parents;
  
  
• Payment rates for each child;
  
  
• Payment and placement history for each child for the entire foster care episode;
  
  
• Court orders, court petitions, and other pertinent court documents; and
  
  
• Safety considerations on behalf of employee/institutional personnel.

We look forward to working with you and your staff throughout the title IV-E foster care eligibility review process. Please do not hesitate to call (enter the name of the ACF Regional Office contact(s) and their telephone number(s)) if you have questions or if you need additional information.

Sincerely,

ACF Child Welfare Program Manager
Or appropriate Regional Official

cc: As appropriate