When a family consists of foster children, or a mix of biological and foster children, there must be multiple family records to track the children per each of the types. This article will cover the process of adding family records based on each child’s relation to each other and the guardian(s).

I. Creating a New Foster Family Record

When adding a new family, select the corresponding Family Type as Foster.

Similarly with selecting the corresponding Family Member’s and Child’s Relationship.

As you receive more information from the family, make updates such as family's details, the hours of need, and the Income and Family Fee to the family record following the normal process to certify the family.

When adding the Income, select the Type as the Child for capturing foster grants for example:

Similarly for adding a Family Size, ensure it only reflects the foster child(ren). For example:

1. If there is 1 foster child in the current foster family record, the family size will be 1.

2. If there are 2 foster children who are siblings in the current foster family record, the family size will be 2.

❗️TIPs:

1. Every foster family record should only have children related to each other.

2. Foster parents or guardians will have their information in each of their foster children’s individual records, but they will never be counted in family size nor will their income be considered.

3. If the foster parent(s) or guardian(s) also has biological children, they will need to exist in a separate family record.

II. Adjusting Families when Children are Adopted

When a family adopts a foster child, the child’s foster family record will need to be terminated and the child will need to be added to the family’s biological family record if they are still receiving childcare services.

When a family adopts a foster child, and does not yet have a biological family file, one will need to be created to add the adopted foster child record to.

Terminating the child’s old foster family record

When the child is adopted and no longer a foster child, terminate the child’s foster family record. Refer to this article on Terminating a Family for more information.

Adding the adopted child to an existing record

If the family adopting the foster child already has a separate family record for their biological children receiving subsidy care, you may transfer the newly adopted child to that existing record following:

1. Updating the Family and Child Details: Add the adopted child and his/her details.

2. Adding and updating the Income and Family Fee: Assess a new Family Fee to capture the adopted child to now be counted into the biological family size.

3. Updating the Enrollment Case Information: Update the enrollment Case to add the adopted child under the Children entry and adjust the family size to include them.

4. Creating a Care Schedule: Create a new care schedule for the adopted child for when the child is adopted into the biological family record.

5. Generating a Review: Create a self-review to ensure all enrollment details for the adopted child have been inputted correctly

6. Generating Notices: Generate the necessary Notice of Action to the Family and Certificate of Enrollment to the Provider.

Adding the adopted child to a new record

If the family adopting the foster child does not currently have their own separate family record for their biological children, you may add a new family record. This new family record will be similar to the child’s original foster family record, except:

1. Family Type, Parent’s and Child’s relationship will now be biological.

2. Parent’s Need(s) is to be captured for assessing the hours of care.

3. Family Size and Income is no longer limited to only the foster child but is to be counted as a standard biological family.

4. Certifying a new case with a new service start date for when the child is adopted as a biological child.

5. Creating a new care for the adopted child with the new start date.

6. Create a self-review to ensure all enrollment details have been inputted correctly.

7. Generate all necessary Notice of Action to the Family and Certificate of Enrollment to the Provider.

III. Linking Related Family Entities

When a family is fostering multiple children who are not siblings, a separate foster family record is needed for each child. Similarly, if a family is fostering children along with their own biological children, there must be separate family records for the foster children and the biological children.

To track those separate family records with the same guardian(s), it is recommended to use the “Related Entities” subtab under the “Family Info”.

“Related Entities” may also be used when the foster child is adopted into a biological family record.