Recertification/Reassessment (RRR or RD) Procedure

The RRR for AAP cases with a child under 21 years of age is due every two years, beginning from the date of the signed AD 4320 (The adoption SW will provide the date the AD 4320 was signed on the AAP 2). If the family does not submit the reassessment documents, the AAP benefits must continue at the same rate reflected on the last AD 4320 and the AAP 2 as long as the child remains eligible for benefits. AAP cases not receiving a payment have the same requirement.

Note: When determining the RRR date, the policy makes no reference to the initial AD 4320, but states when the AD 4320 was signed. When a new AD 4320 is signed the next RRR date is two years from the date of the most recently signed and dated AD 4320.

A completed RRR may contain the following forms in the eligibility case file:

  • AAP 2 signed by the Service Program Post Adoption Supervisor (when a new rate is approved),
  • AAP 3,
  • AAP RRR Summary (SCD 2249),
  • SCD 1948 when requesting direct deposit, and
  • SCD 196 with the MC 194 (when no SSN is on file).

Exception: Adoption SW may request an RRR cycle change when there are multiple children in the same adoptive home. Payment instructions will be shortened to align with the next siblings RRR. This is a courtesy reminder an does affect the AAP benefits.

Medi-Cal Only Redeterminations

The CalSAWS Medi-Cal (MC) RRR due date occurs yearly. No additional forms are required because AAP rules supersede MC requirements. Only the MC RRR queue must be ran yearly in CalSAWS while the AAP case is still active.

The RRR Process for AAP

The following chart outlines the steps for completing the RRR process:

  1. Continuing FC EW
    1. Sends to the adoptive parent(s) the RRR packet 60 to 90 days prior to the RRR expiration month. The packet includes:
      1. “RRR Cover Letter for AAP” (SCD 2256)
      2. Deletes the CalSAWS generated “Redetermination Mail-In Letter” (CSC 36)
      3. AAP 3,
      4. AD 4320,
      5. When payments are warrants sends an SCD 1948,
      6. When no SSN on file sends an SCD 196 with the MC 194, and
      7. Self addressed stamped envelope.
  2. Adoptive Parent(s)
    1. Returns the completed forms in the self addressed stamped envelope to the adoption service unit.
  3. Post Adoption Social Worker
    1. When there is a change in benefits completes the following:
      1. AAP 2 with approval of the post-adoption SWS
    2. Sends the recertification packet to the assigned FC EW. The packet must contain the following:
      1. SCZ 33B,
      2. AAP 2 (when there is a rate change), and
      3. AAP 3.
  4. Continuing EW
    1. Must complete the RRR process and the SCD 2249 prior to the end of the two-year recertification period even when the RRR packet is not received. There are no required documents when the RRR packet is not returned.

      1. Note: The child’s new Social Security card after adoption finalization has occurred is retained in the case file and added to the child’s Demographics in CalSAWS.[Refer to “Continuing FC EW Responsibilities and Documentation,” page 37-11].

The above process applies to county initiated AAP. For the RDSS RRR process see Oakland Regional Office of the Department of Social Services Adoption Service Bureau [EAS 35325].

AAP RRR Documentation

In order to consider the RRR complete, the FC EW must ensure the form “AAP RRR Summary” (SCD 2249) is completed and sent to imaging. The summary consists of the following checklist and information:

  • AAP 2 with post-Adoption Supervisor and DFCS SSPM signature when a SCI is granted,
  • AAP 3 with adoptive parent(s) signature(s),
  • Verified there is no age related increase within 6 months of RRR,
  • If there is an age related increase within 6 months, verify second AAP 2 is received. Both AAP 2s must have the signature of adoption SWS,
  • For Dual Agency Children under 3 years old, two AAP 2 instructions,
  • Initiated RRR in CalSAWS for AAP & Medi-Cal and verified end of certification period matches payment instructions, and
  • Enters CalSAWS jounal.

When Payment Instructions Change Between RRR Periods or When the RRR Period is Expired

Changes related to age, SCI, DAR, out-of-home placements and involuntary removal may occur in between the RRR period (even if this is an expired period). The following chart lists the SW and FC EW requirement:

 

Change FC EW Responsibility SW Responsibility
The child’s age changes and warrants an increased payment. Upon AAP parent request, sends the RRR packet and waits for new AAP 2. Receives and processes the request. Forwards new payment instruction to the FC EW through the end of the existing RRR period. Advises if a new AD 4320 has been signed.
An SCI is requested or the SCI amount changes. Waits for new AAP 2. The RRR period changes in this situation because a new AD 4320 is signed. Evaluates or re-evaluates using standard SCI procedures. Forwards new payment instruction to the FC EW through the end of the existing RRR period. Advises the date the new AD 4320 was signed.
Child is under 3 years of age and now receiving early start intervention services and as a DAC. Waits for Regional Center verification letter and two new AAP 2 instructions:
First AAP 2 includes instruction to pay the early start rate.
Second AAP 2 includes instruction to discontinue the rate at age 3 and pay the basic rate.
The RRR period does not change in this situation.		 Evaluates for early start rate by using standard procedures. Forwards two new payment instruction to the EW. The first AAP 2 must show the new higher rate. The second set of instructions must discontinue the child and return to the basic rate the month the child turns 3 (in case the client fails to compete the next RRR).
Child receiving the early start intervention rate is turning 3 years old and is a DAC. Follows new instructions provided if the child is eligible to receive the dual agency rate. If no new instructions are provided, the rate is reduced back to the basic rate based on the second AAP 2 previously received. There is no change to the RRR period. Evaluates for the Dual Agency Child rate plus supplement based on existing procedures. Sends new payment instruction to the FC EW through the end of the existing RRR period.
Child is no longer a regional center client and is no longer eligible for the Dual Agency Rate (DAR). Waits for new AAP 2. The RRR period changes because a new AD 4320 must be signed. Receives notification that the child is no longer a regional center client. Sends AAP 2 to FC EW includes the date the new AD 4320 was signed.
Child is voluntarily placed in a Group Home which cannot exceed 18 months per episode. Waits for new payment instructions based on the child’s situation. The AAP 2 includes the duration of the GH placement. This is a new RRR period because a new AD 4320 must be signed when the child returns to the adoptive parents home. Provides AAP 2 for the duration of the placement. When the child returns to the adoptive parent the adoption SW must obtain a new AD 4320 when the GH rate has expired. SW will provide the date the new AD 4320 was signed.

Child is involuntarily removed.

E-mails the adoption unit and waits for new instruction to discontinue AAP or to pay the basic rate. The RRR period does not change in this situation.

 

 Provides payment instructions to the FC EW to either discontinue AAP benefits or pay the basic rate.
 

Youth turns 18 or 21 years of age or any age between 18 and 21 based on the SW assessment

 

Note: Youths eligible for extended benefits under the AB 12 program may have their benefits terminated at the request of the SW when they are not participating in one of five predication requirements for the EFC Program. Refer to Extension of Adoption Assistance Program (AAP) and Kinship Guardianship Assistance Payment (Kin-GAP)

The AAP benefits must be discontinued at the time the child turns 18 or 21 years old. 

Youth terminating AAP benefits at 18 are eligible for Continuous Medi-Cal Eligibilty (CEC) and follows the current SB 87 packet which includes the CCFRM 604 and the MC 355 is sent prior to discontinuing Medi-Cal benefits.

No AAP SW requirement is needed.

Note: If the youth is adopted under the NMD adoption program the youth is eligible for the FFY Medi-Cal program until 26 years old.
 

 Provides payment instruction to the FC EW to continue paying AAP benefits otherwise benefits will discontinue at 18.
Youth turns 18 and eligible for CEC

60 days before CEC is to expire an SB 87 packet which includes the CCFRM 604 and the MC 355 is sent.

When the SB 87 packet is returned and requesting only Medi-Cal for the youth, Packet is sent to VMC.

When the SB 87 packet is returned and requesting Medi-Cal for the family the packet is sent to AAC.

 SW informs family that Medi-Cal is expiring and apply for Medi-Cal at district office.
Youth turns 21 and benefits and Medi-Cal is discontinuing.

60 days before Benefits and Medi-Cal discontinue and SB 87 packet which includes the CCFRM 604 and the MC 355 is sent.

When the SB 87 is returned and requesting only Medi-Cal for the youth, packet is sent to VMC.

When the SB 87 packet is returned and requesting Medi-Cal the family the packet is sent to AAC.

Note: If the youth is adopted under the NMD adoption program the youth is eligible for the FFY Medi-Cal program until 26 years old.

 SW informs family Medi-Cal is expiring and apply for Medi-Cal at district office.

Related Topics

Adoption Assistance Program [EAS 35325 - 35352.2]

Extension of Adoption Assistance Program (AAP) and Kinship Guardianship Assistance Payment (Kin-GAP)