Adoption Family Service Plan Service Provider Explanation The charts below details the responsibilities of the various entities involved in the provision of adoption services. Unless otherwise indicated, America World, as the Primary Service Provider, will be directing the provision of the adoption services. While this chart details how services are provided in the majority of America World cases, this plan may be edited if warranted by the unique circumstances of your case.. If you have any questions, please contact your Family Coordinator. Service Provider Role Primary Service Provider Supervised Service Provider Exempt Service Provider Foreign Central Authority U.S Central Authority
Service Provider Entity America World Adoption (AWAA) N/A* America World Affiliate or Independent Social Service Agency** List Agency Name Here: China Center for Children’s Welfare and Adoption (CCCWA) Department of State: (DOS) Office of Children’s Issues National Benefits Center (NBC) U.S Embassy and Consulates authenticating adoption documents and processing adopted child’s immigration visa.
*Supervised Providers are generally not engaged in America World adoptions. However, if the circumstances of your case indicate that it is necessary to engage the services of a Supervised Provider, America World staff will work with you on engaging such services. For definitions of the terms used in this chart, please consult the U.S. Code of Federal Regulations at 22 C.F.R. 96.2. **Family will fill in the name of their home study agency.
If you live in a state where America World has an Affiliate Office, adoption social services will be provided by this office. If you live in a state where America World does not have a presence, America World staff will work with you on identifying and engaging an independent social service agency to provide these services.
Adoption Services Overview Under the Hague Adoption Convention, the following services are provided in all international adoptions:
Identifying the child to be adopted and arranging the adoption
The orphanage identifies a referral of a child and prepares referral paperwork which is then approved by the local authorities and then the central government authority America World works in conjunction with the central authority and NBC and other appropriate adoption professionals to coordinate a family’s adoption process.
Obtaining all paperwork, approvals and The orphanage secures the legal paperwork to prove an consents required to ensure a child is eligible for orphans status through abandonment or relinquishment adoption. which is then approved by the local authorities and then the central government authority.
Performing a home study and reporting on prospective adoptive parents
Performing a background study on the child and providing to the adoptive family. Making placement decisions based on the child’s best interests
The exempt/supervised provider completes the home study report under the review and approval of America World Adoption
America World provides referrals to families. America World attempts to provide referrals consistent with the family’s
Monitoring a case from placement until final adoption Assuming custody of a child and provides care or other alternative service when necessary due to pending disruption or alternative placement
home study approval. If a referral is outside the home study approval, the family will be required to receive approval from their social worker prior to accepting the referral. America World, in conjunction with the exempt/supervised provider, provides the family with assistance, information and support. America World works with exempt/supervised provider and assists the family in finding appropriate and approved alternative care
Individualized Paperwork Timeframes Each family is invited to work with their Family Coordinator to create an individualized timeline and goals for completion of their paperwork including but not limited to: dossier documents, USCIS application completion, home study paperwork and completion. Families can set up a conference call with their Family Coordinator and review specific goals.
China Program Family Service Plan Family Name: _______________________________________ Family Coordinator Name: ____________________________ Instructions: Review these details to understand an overview of your adoption process and responsibilities. Prospective Adoption Parents Responsibilities
Estimated Timeframe
America World Responsibilities
Estimated Timeframe
Throughout Process Check e-mail and blog for program updates and responses to questions.
Inform Family Coordinator of any e-mail or address changes, specific issues family is experiencing and any major family changes so that they can inform family on paperwork steps and how the changes could affect the adoption process.
Daily
As soon as a changes occur
Program staff posts announcements Ongoing regarding updates and changes to the program on the blog. Staff emails a family directly if there are any costs or fee changes to a part of the adoption process. Family Coordinator informs proper As changes occur authorities and assists family in the necessary steps if major family changes occur during the waiting stage.
Prospective Adoption Parents Responsibilities Application Process Family applies online or via paper application to AWAA
Sign and return the America World Agreement, China Program Schedule of Fees, Client Rights and Responsibilities, Family Service Plan and Grievance Procedure Form to the Intake Director. Pay initial program fee. Goal: Within 2 weeks of receiving overview packet. Approved application is valid for up to 6 months
Estimated Timeframe
America World Responsibilities
Estimated Timeframe
*Date Administration Personnel receives and Application Sent processes application from family. to AWAA: ______
As soon as application received at the AWAA office Intake Director calls the family regarding the Within 10 business acceptance or denial of their application. days of receiving all If accepted, they are emailed the the requested agreements and overview packet. If application denied, they are given referrals for other paperwork at the adoption programs, when applicable. AWAA office Date Application Approved: ______ *Date Upon receiving signed agreements and Within one week of Agreements Sent initial program fee, the family’s file is receiving to AWAA: approved by the Program Director and documents from ____________ assigned to a Family Coordinator family
Family Coordinator calls the family to introduce themselves and discusses initial questions. Family Coordinator emails Dossier Guidelines and Referral instructions emails.
Within 1-3 business days of receiving file from Program Director *Date Dossier Guidelines Received: ___________
Prospective Adoption Parents Responsibilities
Estimated Timeframe
Document Collecting Home study Process- AWAA Licensed StatesWithin One Receive and review Home Study Guidelines month of packet. Submit application, fee and beginning the documents to begin home study assessment. paper-chase Sign home study and post adoption agreements with social worker. Non-AWAA licensed states- use the list of home study agencies given by Intake Director in order to contact an approved home study agency and begin the process. Dossier Documents Process- Collect dossier Ongoing through documents and sends copies to Family paper-chaseCoordinator for approval. Once approved, should be a 4-7 certify and authenticate applicable month process documents.
America World Responsibilities
Estimated Timeframe
Family Coordinator responds to and initiates Ongoing phone calls and emails to assist family with throughout paperpaperwork questions. Reviews and chase phase. approves dossier documents before they Approximately 4-7 are certified. Meets with family in office, months. when requested by family. Family Coordinator emails a weekly update Weekly- ongoing and paperwork tips including spiritual until referral encouragement. Family Coordinator reviews Home Study and Within one week of requests changes from the social worker, if draft being needed. Once changes made or if no submitted by the changes are need, Family Coordinator family for review. sends file to Executive Director for review. Executive Director reviews and approves *Within two weeks the home study draft for finalization. of receiving draft from Family Coordinator Date Home Study Approved:_________
Prospective Adoption Parents Responsibilities
Estimated Timeframe
America World Responsibilities
Estimated Timeframe
Document Collecting USICS Application- Once Home Study is complete; submit finalized copy along with USCIS fee and I800a application. Appear at appointed USCIS facility to be fingerprinted. Received USCIS approval after fingerprinting.
On Completion of the Home Study and per USCIS appointment and approval timeframes. Submit final dossier and all required documents *On completion to America World. Send second program fee, of dossier dossier translation fee and post adoption checklist- within 2 deposit. months of receiving the USCIS approval. Date Dossier Mailed to AWAWA:________
Family records LID date in records
Family Coordinator and America World staff assist family with contacts to USCIS and any other agencies necessary for processing of documents.
Family Coordinator and another America World staff member review final dossier and mails dossier to China. Family Coordinator contacts the family to confirm when the dossier arrived at the office and emails the family the day the dossier is mailed.
Ongoing as needed by the family
On Friday the week it is received if received prior to Wednesday at 12pm. If received after Wednesday 12pm it is sent the following week *Date Dossier Mailed to China. _____________ *LID Date: ______ Family Coordinator receives log in date (LID) The LID is issued by of dossier from China and emails to family. China 1-3 weeks of The day AWAA receives the LID the family is receiving the emailed. dossier.
Prospective Adoption Parents Responsibilities
Estimated Timeframe
America World Responsibilities
Waiting Process Update home study report per state regulations *USCIS Expirations Family Coordinator emails USCIS renewal and USCIS renewal deadlines. date: ___________ notice reminders when applicable and reviews home study update prior to finalization. Participate in ongoing training and educational ongoing America World staff offers parent education resources courses, informs family of outside parent training, adoption education resources, suggests books to read, events to attend, groups to join, and referral sources to support the family during their waiting stage. Prepare for referral opportunities- see blog posts Per referral wait Family is notified when there is an upcoming and information regarding referral potential time updates referral opportunity. For the healthy wait times. Program-Referral Coordinator contacts family and provides family with preparation materials for referral and schedules conference call to discuss. For the waiting Children Program- Family receives phone call when waiting children program application is approved and is given overview of potential wait time.
Estimated Timeframe 3 months prior to USCIS expiration date Ongoing
Healthy Program: Within 3-6 months of estimated potential referral arrival. Referral wait time varies and is posted on blog. Waiting Children Program- Family is emailed every time new referral group is arriving and is called if there is a referral match.
Prospective Adoption Parents Responsibilities
Estimated Timeframe
America World Responsibilities
Estimated Timeframe
Referral and Travel Receive referral and review with a medical professional. Accept or deny by signing referral documentation. Pay final program fee, referral translation fee, post adoption administration fee, post adoption report fees (AWAA licensed home study states)
Family Coordinator contacts family *Date of regarding their referral details. The family Referral: receives a phone call and is explained the ________________ basic health information and acceptance procedures. Healthy Referral Program. Original referral is mailed from China directly to AWAA. The same business day the family is called and emailed a photo of their child. Original referral documents are mailed to family.
Request updated referral information, as needed
Within two weeks of receiving a referral.
*Date of RA Rc’d by family: ______
Waiting Children Program- Electronic referral is received through China’s referral system. Family is called and emailed the referral reports and photos. Family Coordinator and America World staff will assist family to the best of their ability if more medical information is needed for family to make a decision. America World provides references for international specialists. AWAA confirms with China the family’s adoption decision. Healthy Referral Program- Referral acceptance or denial to foreign government is mailed to China.
*Day of Referral arriving: ___________ *Date of EA: (WC Program) ______
Between referral and adoption finalization at family’s request Within 5 business days of when signed referral acceptance letter arrives in office
*Date of Referral Acceptance Sent to AWAA: ______
Waiting Children Program- Acceptance documents are electronically sent to China and then later the mailed Referral acceptance is sent as well.
Receive and read the Travel Mailing packet via Upon referral email. Complete travel paperwork and acceptance and preparations including filing the I800 and Travel approval completing a visa application with the Travel from foreign Department. government being received
Begin Post Adoption Preparations- Review resources and family plans upon returning, contact social worker to set up first post adoption visit. Contact AWAA staff if there is a medical issue or emergency with referral or adoption process while in China.
Travel Department sends Welcome to Travel email packet and helps family prepare for travel. Obtains visa for family and can assist with flights. Makes all in-country arrangements and confirms consulate appointment after Travel Approval (TA)arrives. Hosts conference call with traveling group of families to help prepare for trip. One month prior Post Adoption Resource Packet emailed to to travel family by Travel Coordinator AWAA staff is on-call for family as they travel through the country and complete adoption paperwork to assist with any questions or emergencies.
*Date RA sent to China: ____________
*From Referral Acceptance through travel Date of TA: ______________
One-two months prior to travel Ongoing as needed by family
Prospective Adoption Parents Responsibilities
Estimated Timeframe
America World Responsibilities
Estimated Timeframe
Post Adoption Receive and read post adoption packet to prepare for reporting process.
Within one week America World staff sends out a Welcome Within one week of of returning Back packet detailing items concerning a family returning home child’s citizenship and post-adoption issues, home with including post adoption report reminders. adopted child. Contact Post Adoption Coordinator when need Ongoing Family Coordinators and Post Placement Ongoing assistance. Disclose any issues in the home Coordinator remain available for all postrelating to adjustment or attachment and seek adoption questions and are prepared to the necessary support and resources. make any necessary referrals. Set up visit with social worker. Complete visits, *One Month First post adoption report reviewed and sent One Month Report photos and send all to AWAA by the report Report to the foreign government by Post Adoption Within one month deadline. Due Date: Coordinator. of returning home _______ *Sent to AWAA: _______ Set up visit with social worker. Complete visits, *Six Month Second post adoption report reviewed and Six Month Report photos and send all to AWAA by the report Report sent to the foreign government by Post Within six months of deadline. Due Date: Adoption Coordinator. returning home _______
Set up visit with social worker. Complete visits, photos and send all to AWAA by the report deadline.
*Sent to AWAA: _______ *12 Month Report Third post adoption report reviewed and 12 Month Report Due Date: sent to the foreign government by Post Within 12 months of _______ Adoption Coordinator. Partial post adoption returning home deposit refund sent to family if completed 1 *Sent to AWAA: month, 6 month and 12 month reports _______ received on time.
Prospective Adoption Parents Responsibilities Post Adoption Set up visit with social worker. Complete visits, photos and send all to AWAA by the report deadline. Set up visit with social worker. Complete visits, photos and send all to AWAA by the report deadline.
Set up visit with social worker. Complete visits, photos and send all to AWAA by the report deadline.
Contact Post Adoption Coordinator when need assistance. Disclose any issues in the home relating to adjustment or attachment and seek the necessary support and resources.
Estimated Timeframe *2 Years Report Due Date: _______ *Sent to AWAA: _______ *3 Years Report Due Date: _______
America World Responsibilities
Estimated Timeframe
Fourth post adoption report reviewed and 2 Years Report sent to the foreign government by Post Within two years of Adoption Coordinator. Partial post adoption returning home deposit sent to family if entire 2 year report completed on time. Fifth post adoption report reviewed and sent 3 Years Report to the foreign government by Post Adoption Within 3 years of Coordinator. Partial post adoption deposit returning home sent to family if entire 3 year report *Sent to AWAA: completed on time. _______ *5 Years Report Sixth post adoption report reviewed and 5 Years Report Due Date: sent to the foreign government by Post Within 5 years of _______ Adoption Coordinator. Final post adoption returning home deposit refund sent to family is 5 year report *Sent to AWAA: completed on time. _______ Ongoing as Post Adoption Coordinator officially closes After all Post needed the case. Post Adoption Coordinator sends Adoption reports out termination letter and family’s file are completed and relocated into storage files. Post Adoption submitted to coordinator available for additional support foreign as needed. governments
Family Agreements *I/We understand this chart can be used to track our adoption document dates for our personal records. Initials ____/____ I/We understand that the dates listed above are estimated completion times and in no way are intended to be a guaranteed timeline for my/our adoption. I/We acknowledge that the completion time for my/our adoption is dependent on a variety of factors often outside the control of America World, and may be different than the dates listed above. Initials ____/____ I/We recognize that the Family Service Plan is intended to help us understand the service America World provides to us throughout our adoption process. Initials ____/____ I/We have reviewed and understand our responsibilities as the adoptive family throughout the adoption process and hereby consent to meeting all requirements, including post adoption reporting, in a timely manner. Initials ____/____ I/We understand that international adoption is a complex process and involves circumstances often beyond the control of America World. Such circumstances include, but are not limited to acts of God, government action or inaction, and regional instability. I/We have been informed of the possibility that my/our adoption process will be delayed and freely accept this risk. I/We will not hold America World responsible for any delays in or changes to the timeframes listed above. Prospective Father’s Signature:______________________________________
Date:______________
Prospective Mother’s Signature:______________________________________
Date:______________
Family Coordinator’s Signature:______________________________________
Date:______________
