INTRODUCTION:
Heart to Heart Adoptions, Inc., is licensed to provide child placing adoption services by the Utah State Office of Licensing. Heart to Heart follows all the rules mandated by said license for child placing agencies. This Policy and Procedures Manual outlines expectations to be met in order to be compliant with these standards.

MISSION AND PURPOSE:
To recognize that adoption is a lifelong process for all members of the adoption constellation and, in doing so, to provide compassionate, empathic services that support that process.

DESCRIPTION OF SERVICES PROVIDED:
Pregnancy counseling for women experiencing an unintended pregnancy; placement services, information, and counseling for families who are considering adopting a child; home studies and supervisory visits; and confidential, intermediary search and reunion services.

POPULATION TO BE SERVED:
All members of the adoptive triad are served including Birth Parents, Adoptive Parents and Adoptees. Counseling services are also available for members of the adoption constellation.

Copies of this Policies and Procedures Manual are available at all times to the Office of Licensing.

I. POLICY: Legal Requirements— Heart to Heart Adoptions complies with Utah Code R501-7-3.

PROCEDURES:

A. Heart to Heart Adoptions does not discriminate nor allow race to have a determination in serving a birth parent or a potential adoptive parent.

B. Heart to Heart Adoptions has legal custody of a child until finalization, unless the courts make another determination.

C. Heart to Heart Adoptions complies with the Indian Child Welfare Act.

D. Heart to Heart Adoptions complies with the Interstate Compact for the Placement of Child

E. Heart to Heart Adoptions complies with state and federal laws regarding abuse reporting in accordance with 62A-4a-403 and 62A-3-302, and has posted copies of these laws in a conspicuous place within the facility.

F. Heart to Heart’s license as a child placing agency is posted in a conspicuous place on the premises.

G. The program posts Civil Rights and Americans with Disabilities Act notices as applicable.

H. All employees and volunteers, including members of the Board of Directors, who serve minors or vulnerable adult clients at Heart to Heart Adoptions submit identifying information for an annual background screening.

I. The governing body, program operators, management, employees, consultants, volunteers, and interns understand, follow and sign a copy of the Department of Human Services Provider Code of Conduct as required.

II. POLICY: Administrative Requirements— Heart to Heart Adoptions complies with Utah Code R501-7-4 to ensure that each employee providing adoption services to clients is adequately supervised and appropriately licensed.

PROCEDURES:

A. A Social Services Director with an LCSW license, two years post-LCSW experience and at least one year adoption experience, shall oversee the adoption program. The Director shall supervise adoption workers as well as all other social services supervisors who provide direct adoption services (as defined in R501-7-2) to clients, but shall not oversee and supervise more that eight workers or supervisors.

B. Additional supervisors with an LCSW license, two years post-LCSW experience and at least one year adoption experience may be hired as needed to supervise employees providing direct adoption services to clients. Each supervisor may supervise up to eight employees.

C. Individuals who provide direct adoption services shall maintain current mental health licensure in their field of expertise, (i.e., LPC, CSW, and LCSW).

D. Employees who provide adoption services will be trained according to the training check list for their individual duties. Employees will be directly trained by a supervisor and/or by the Social Services Director regarding each duty assigned to them. Each task will be certified when the employee exhibits an understanding of the duties related to that task.

E. The program has a written quality assurance plan. Implementation of the plan is documented.

III. POLICY: Ethical Conduct— Heart to Heart Adoptions complies with Utah Code R501-7-5 regarding ethical conduct in a child placing agency.

PROCEDURES:

A. An individual counselor will be assigned to each party involved in the adoption process (i.e., adoptive family counselor and birth parent counselor). Whenever possible, both counselors will be present when the birth parents and adoptive parents are interacting. However, there may be instances where both parties are not individually represented by a counselor. At the beginning of the adoption process, the parties will sign the Birth Parent Statements of Understanding or the Adoptive Family Agreement. Each of these documents contains a statement clarifying that the situation may present a potential conflict of interest, and that the Agency will make all efforts to provide individual counselors for each if at all possible.

B. Heart to Heart Adoptions does not require its clients to seek services not provided by Heart to Heart Adoptions, (i.e. Legal services) through specified agencies for those services Clients are free to seek additional services from contractor of their choosing.

IV. POLICY: Fees—Heart to Heart Adoptions complies with Utah Code R501-7-6 regarding acceptable fees for a child placing agency in Utah.

PROCEDURES:

A. Fee Policy: Birth parents will not be charged for services. Adoptive parents will pay specified fees for adoption services as well as for birth parent expenses where applicable. All fees are subject to change at the Board’s approval.

B. Adoptive parents are informed in the orientation packet and in the Adoptive Family Agreement Form of all potential fees, including a disclosure of the maximum expected birth parent expenses, the average birth parent expenses for the previous two fiscal years, the expected fees they may be incurred throughout the adoption process, and the services included for each fee paid the Agency.

C. All adoption fees are non-refundable.

D. The adoptive family fees include the following:

i. Adoption Flat Fee (due in two or three phases)

ii. Birth Parent Expenses related directly to a particular placement

iii. ICPC expenses as required for out-of-state birth mothers or adoptive families.

E. Heart to Heart Adoptions charges separately for an Application Fee and a Home Study Fee.

F. Medical fees are the responsibility of the Adoptive Family and not Heart to Heart Adoptions.

G. Birth Parent Expenses

i. Birth Parent Expenses are closely monitored by the Agency. Copies of all receipts are kept on file in the birth mother’s chart. A recording of all expenses paid on behalf of the birth mother is kept on file with the office manager/bookkeeper of the Agency. All procedures relating to the finances and expenditures of the Agency are monitored by the Agency auditor. Birth mothers will verify the receipt of assistance by signing an Agency form at the time the assistance is provided.

ii. If post-placement assistance is provided, a doctor’s note will be maintained in the birth mother’s file to specify the appropriate time for “post-confinement.”

iii. A detailed accounting of all applicable birth mother expenses will be provided to the adoptive parents.

iv. An affidavit of expenses will be signed by the Agency and adoptive parents and submitted to the court at finalization as well as the Office of Licensing to verify adoption fees and birth parent expenses paid throughout the adoption process.

V. POLICY: Documentation—Heart to Heart Adoptions complies with all documentation requirements as stated in Utah Code R501-7-7 to ensure client files are complete and confidential.

PROCEDURES:

A. Heart to Heart Adoptions has clearly stated guidelines and appropriate administrative procedures to include program management, and the maintenance of complete and accurate confidential records.

B. Heart to Heart Adoptions will maintain and update the Policies and Procedures manual as necessary. It will be updated at least yearly during the license review period, or at any time of significant legal or structural change which affects these policies and procedures.

C. Case File Procedures:

i. Files will be maintained in a locked facility at the Heart to Heart Offices. Files will be held for at least 100 years.

ii. Files will be maintained on birth parents, adoptive parents, and any child over 90 days old at placement. Each file is assigned a file number that is cross-referenced with corresponding files of other individuals involved in the adoption.

iii. The worker will make every effort to ensure that all documentation as listed in R501-7-7 is maintained in each file. If an item is not obtained, the worker will list efforts made to secure that document.

iv. Information contained in adoption files will not be shared unless all appropriate disclosures and releases of information are signed by all parties involved.

v. Clients requesting information from their file will be asked to submit their request in writing and to comply with all provisions of confidentiality and privacy prior to the release of this information.

vi. If for any reason Heart to Heart Adoptions, Inc. is no longer providing services, adoption records will be kept on site with another agency.

D. Statistics will be kept at the Agency regarding placements, number of clients served, education provided, number of children in Agency custody, etc.

VI. POLICY: Services for Birth Parents— Heart to Heart Adoptions complies with Utah Code R501-7-8 regarding the services provided to birth parents throughout the adoption process.

PROCEDURES:

A. Any individual contacting Heart to Heart Adoptions who is considering placing a child for adoption will be immediately referred to a Birth Parent Counselor who is licensed by the State of Utah. The Birth Parent Counselor will assess the birth parent’s situation and the services required for compassionate assistance.

B. Birth parents will be provided with counseling from a licensed counselor to ensure their emotional needs are met regarding the adoption process.

C. The worker shall ensure that the birth parents are not induced or coerced into making the decision to place for adoption. All relinquishment paperwork allows the birth parents ample time to make an informed decision regarding placement or parenting.

D. The Agency will make all efforts to provide birth parents with an opportunity to select the adoptive parents based upon criteria specified by the birth parents.

E. Paperwork—the following paperwork is included in the birth parent’s file:

i. Birth Parent Intake

ii. Birth Parent Statements of Understanding

iii. Birth Parent Treatment Plan

iv. Client’s Rights and Responsibilities

v. Birth Parent Release of Information (for adoptive parents)

vi. HIPAA compliant Authorization of Disclosure (for hospital and medical information)

vii. Birth Parent Expenses

viii. Birth Parent Financial Agreement

ix. Birth Parent Social Summary

x. Relinquishment documents

xi. All other items as listed in R5017-7 where applicable

F. Birth Parent Assistance

i. Whenever possible Birth Parent Assistance will be paid directly to whomever the bill is due—landlord, utility company, etc. Assistance for groceries or other expenses may be given in the form of a gift card or in cash. Receipts for all goods and services will be signed by the birth parent and kept in the birth parent’s file.

ii. In the case that the Agency provides housing to a birth parent, this housing will meet all standards as listed in R501-7-8.

iii. The Agency will not demand payment for assistance offered the birth parent unless fraud is proven on behalf of the birth parent.

G. Birth parents will complete the required non-identifying information regarding medical and social background. It will be documented that birth parents are aware that the information will be provided to the adoptive family.

H. In consultation with an adoptive family, the birth parents have the option of choosing the level of post-adoption contact they desire with the child and adoptive family. The Agency will assist in facilitation of this contact.

I. All letters or packages sent from the birth parents or the adoptive parents to the other party will be forwarded to the appropriate party without being monitored or opened. The packages and letters must be sent with postage paid by sender.

J. Any discomfort on the level on contact following adoption may be addressed and mediated by the Agency at request.

K. Relinquishment of Parental Rights

i. As per Utah state law, a birth mother must wait at least 24 hours to sign relinquishment of parental rights.

ii. All relinquishments are secured by the legal authority granted to the Agency by the State of Utah. These documents clearly state the birth parents’ rights throughout the relinquishment process.

iii. These documents follow the guidelines regarding ICWA and required counseling for birth parents.

iv. Once a birth parent signs the relinquishment, all legal rights regarding the child are transferred to Heart to Heart Adoptions, Inc. of Utah, which retains legal custody of the child until finalization in court, not before six months.

v. Relinquishments may be completed at the hospital or at the Heart to Heart office. Birth parent’s wishes will be respected regarding the location.

vi. The presence of the following individuals is mandatory during relinquishment:

1. Birth Parent who is signing
2. Agency Judge or representative who has been approved by the Board of Directors to act on behalf of the Heart to Heart Adoptions, Inc.
3. State Notary
4. A Neutral Witness who is not affiliated with the birth parent nor with Heart to Heart Adoptions.

vii. If a relinquishment is taken in a state other than Utah, the Agency will contract with a child placing agency or adoption attorney in that state.

viii. If the child is conceived in a state other than Utah, or if the birth father is residing in a state other than Utah, Heart to Heart Adoptions will take all necessary steps to ensure the paternity laws of that state are appropriately followed.

VII. POLICY: Services to Children— Heart to Heart Adoptions complies with all regulations as listed in Utah Code R501-7-9 regarding services provided to children.

PROCEDURES:

A. The Agency will secure all possible background information on the child. This information will be kept in the adoptive parents’ file (with identifying information removed) if the child is younger than 90 days. If the child is older than 90 days, the information will be maintained in the child’s file. This information shall be provided to the adoptive parents. They will sign a form stating they have received the information.

B. The information will include:

i. Birth mother’s prenatal health

ii. Birth experience and genetic history

iii. Description of child’s development

iv. Non-identifying health information from the birth parents

v. All other information as required in R501-7-9

C. At least one post-placement supervisory visit will be made to observe the child in the home. Whenever possible, three visits will be made at one month, three months, and five months post-placement to ensure the child is thriving.

VIII. POLICY: Services to Adoptive Parents— Heart to Heart Adoptions complies with all statements in Utah Code R501-7-10.

PROCEDURES:

A. Adoptive families are recruited through advertising, outreach, and word of mouth.

B. Potential adoptive families are provided with written information regarding services, policies and procedures in the Adoptive Family Agreement. Each adoptive family will sign this form, which is notarized.

C. Although the Agency will maintain a list of reputable adoption attorneys, the family is encouraged to find an attorney who suits them.

D. Adoptive Family Standards—Adoptive families who are approved through Heart to Heart Adoptions, must meet the following criteria:

i. Be at least 24 years of age, and at least 10 years older than the child.

ii. Be married at least a year.

iii. If single, they cannot be cohabitating in accordance with the regulations of the State of Utah.

iv. Have a current, approved homestudy, either completed through Heart to Heart Adoptions or through another licensed child placing agency. If the study is completed through another agency, it must be approved by the Social Services Committee prior to acceptance by Heart to Heart. If the homestudy is completed through Heart to Heart Adoptions, the Agency will ensure that all requirements as listed in R501-7-10 are strictly followed in the examination of the applicants as prospective adoptive parents.

v. Heart to Heart Adoptions, Inc. is a non-denominational Agency that does not discriminate based upon religion, race, or ethnicity. None of these factors has a bearing on the adoptive applicant’s acceptance.

E. Basis for denial of an adoptive applicant is as follows: If a client is denied as an adoptive applicant, notification will be given in writing. An option to appeal in writing to the Social Services Committee and then to the Board of Directors will be provided.

F. Reasons for denial include, but are not limited to:

i. Client did not meet the above mentioned criteria.

ii. Client did not successfully pass a criminal background and child abuse screening.

iii. Client falsified information on the application.

iv. Client does not have adequate space in their home for a child.

v. Client is judged to not have the financial means to raise a child.

vi. Letters of recommendation or a health report do not indicate this placement would be optimal for a child.

vii. Agency does not find the prospective family’s home to be an adequate placement for the child for any other reasons.

G. Education and Support

i. The Agency will provide monthly educational support groups, which potential adoptive families are encouraged to attend. Many topics are covered during this group such as special needs adoption, drug and alcohol use during pregnancy, transracial adoption, talking with your child about adoption, and legal/financial issues of adoption. In cases where Agency staff is not qualified to present the information, a guest speaker will be invited.

ii. Families may access individual or family counseling with their Agency worker.

iii. The family will receive support from their worker when determining the child they wish to adopt. The worker will discuss the family’s strengths and weaknesses especially when a child with special needs is being considered.

H. Placement

i. The child will be placed with the adoptive family in a timely fashion following the relinquishment of the birth parents rights—generally the same day.

ii. If a placement cannot be made immediately, the Agency will arrange for foster care for the child with a licensed foster care family.

iii. The adoptive family will pay all fees according to the schedule previously determined between the Adoptive Family and the Agency. All fees are to be paid prior to the placement of the child and with a certified check unless other arrangements have been made with the Agency. Interest will be applied after 10 days on fees owed during any part of that process.

iv. The adoptive family will be provided a copy of the non-identifying information from the birth parents. The adoptive parents will sign a statement verifying their receipt of this information.

I. Post-Adoption Services:

i. If a child qualifies as a special needs child, the worker will assist the family in securing SSI, Medicaid, and/or state adoption subsidies to defray the costs of adopting a child with special needs.

ii. At least one supervisory visit will be made to observe the child in the home. Whenever possible three visits will be made at one month, three months, and five months post-placement to ensure the child is thriving.

iii. The worker shall check with the family monthly to ensure they are receiving adequate support prior to finalization.

iv. If the child is removed from the adoptive home for any reason, the adoptive parents have the right to appeal the decision in writing to the Agency’s Board of Directors within 10 days.

v. If the adoption disrupts, the Agency assumes responsibility of the child and will provide services to the child as needed.

J. The Agency will provide a representative in court the day the adoption is finalized. If for any reason an Agency representative is not available, a statement of consent to adoption will be submitted to the courts for finalization.