Reference Document

AS-11-Case-Closing

Refuge House, Inc.
Last updated: July 24, 2026 · Source: legacy-carryforward/AS-11-Case-Closing.md

Case Closing Procedures (Adoption)

LEGACY CARRY-FORWARD. Migrated verbatim from the pre-T3C (COA/AS-era) corpus for completeness and traceability. It predates the T3C alignment and has not yet been reconciled to the current model. Its operative status is pending review — this is not an assertion that it is either currently in force or superseded. Original code: AS-11. Source: historical-docs/source-documents/AS 11_RH Case Closing Procedures.docx.

Original Document Control (verbatim)

Content (verbatim)

Cross Ref #

POLICY

POLICY Refuge House will follow a well-structured and systematic case closing process that involves the adoptive parents, child, state worker, and other invested parties to ensure a smooth transition for the child and family from adoptive placement to consummation. (AS 11)

APPROVAL

APPROVAL Board of Directors

PROCEDURE

PROCEDURE Adoption Program

ADDITIONAL INFORMATION

ADDITIONAL INFORMATION Child case closure in adoption can occur at: Consummation of adoption Disrupted adoption placement

Adoptive family case closure may include closure: Prior to placement Initiated by Refuge House Initiated by adoptive family Following consummation As a result of adoptive home transfer to another agency Change in status From adoption only to foster only From foster to adopt to foster only

Note: If RH determines that they will not be moving forward with adoption services for a family prior to placement, RH documents the rational behind the decision to end adoption services for the family that includes efforts to assist the family with finding appropriate services through another agency (AS 11.02)

Responsibility

Adoptive Child’s Case Closure

Adoptive Child’s Case Closure Adoptive Child’s Case Closure

Adoption Worker

Adoption Worker Obtain DFPS written consent in advance that an adoption is in the best interest of the child and should be consummated. The following conditions must be met in order to receive written consent: Child’s placement in the selected home has been supervised for at least six months DFPS has been provided with required written reports about the placement All legal and policy requirements for the completion of the adoption have been met.

Delay in Consummation If an adoption is not consummated and finalized within one year after the initial placement and the placement is still intact, coordinate a review with the CPS worker of the child’s placement as well as revise the child’s Adoption Plan of Service

Placement Disruption prior to adoption consummation No later than 5 days following an adoption disruption, notify the child’s CPS worker via email and address the following items; Reason for placement disruption Information shared with the child about the placement disruption and the child’s response Any concerns that a disruption was likely Actions that could have possibly prevented the placement disruption Any recommendations regarding future adoptive placement for the child

Note: To reduce the risk of adoptive placement breakdown, you must offer counseling services to the adoptive family. You must ensure that the adoptive family is aware that counseling is available. Counseling services may be provided by your agency or by an outside counseling resource.

Coordinate a plan with the child’s CPS worker that includes: Identification of staff authorized to approve new placement plans Review of available resources before another placement is selected Obtain DFPS written approval prior to the placement

Assist adoptive family and their attorney throughout the adoption consummation and finalization process.

No later than 10 days prior to the court hearing file a signed and notarized court report.

10 days prior to the court hearing provide a copy of the files court report to : DFPS Worker Adoptive family Adoptive family’s attorney Child’s attorney ad litem any other interested parties legally involved with the children as approved by DFPS

At the last home visit prior to consummation: Conduct Finalization Meeting with adoptive parents and child at the home.
The following topics should be discussed at the Finalization Meeting: consummation details and confirm date of consummation discuss with child what to expect at consummation information regarding Post-Adopt Services recommendations on continued services post-consummation (therapy, educational, psychiatric, etc)

Each adoptive child’s file must include but is not limited to the following: CPS Service Authorization, Form 2054 Other contract related contacts Supporting documentation of billable services, to include but not limited to : Documentation of the date Form 2054 Case notes, including all contract requirements

Prior to closing out any consummated adoption file, refer families to their region’s Contracted Post-Adoption Service Agency.

For case closures as a result of consummation, obtain at least six copies of the Adoption Decree signed by the judge for the following: Refuge House adoptive child file CPS caseworker Adoptive family Adoptive family’s attorney Child’s attorney ad litem Any other interested parties legally involved

Prior to case closure either through adoption consummation or a disrupted adoption placement, provide CPS worker with a copy of the child’s file.

Conduct a self audit of the child’s adoptive and adoptive family’s record, reviewing the file to ensure it’s in accordance with all RCCL, Contract, and COA Standards.
Child’s section of the adoption binder must contain at a minimum the following documentation: CPS/Attorney Contact information Birth Certificate Social Security Card HSEGH Child Assessments Pre-placement Documentation Placement Authorization Agreement (Form 2226) Service Authorization (Form 2054) Designation of Medical Consenter for Non-DFPS Employee (Form 2085-B) Adoption Plan of Service (and addendums) Adoption Supervision Narratives Termination Decree Original Petition to Adopt Post-Placement Report Adoption Decree (receive at Consummation) Placement Disruption Documentation (if applicable)

Parent section of the adoption binder must contain at a minimum the following documentation: Approved Home study Foster or Adopt Application Interviews with Adult Child(ren) References Proof of Income Medical and Life Insurance Health Survey for each parent Drivers License for each parent Social Security Card for each parent TB test for each parent Auto Liability Home liability Marriage Decrees/Divorce Decrees/Death Certificates Floor plan and Pictures Disaster Plan Fire Inspection Health Inspection Gas and Water Inspection Animal Vaccinations Adoptive Parent Contract Criminal History Checks for each parent Required Training Documentation for each parent

Designated Adoption Personnel

Designated Adoption Personnel Within 10 business days of case closure request final review of file by appropriate Adoption Department staff. Once the file is reviewed and complete, change the jurisdiction in Radius to either ‘Consummated Adoption’ or ‘Disrupted Adoption.

Immediately following audit and corrections send an email to Quality Assurance letting them know the file is completed and ready for final inspection

Quality Assurance

Quality Assurance Audit both child and family adoption record to ensure completion and compliance. Lock down file in Radius

Notify Quality Development Director of completion.

Adoptive Home Case Closure

Adoptive Home Case Closure Adoptive Home Case Closure

Adoption Worker

Adoption Worker If at any point in the approval process, matching process, or after consummating on an adoption a family decides to close their home, Refuge House will require a family to formally request in writing the closing of their home.

Upon closure of a case, either via consummation or disruption, attach all remaining paperwork in the Adoptive Home Binder. Review file to ensure it’s in accordance with all RCCL, Contract, and COA Standards.

Complete a home study addendum documenting the change that has occurred in the home (either documenting a consummated adoption or a disrupted adoption), submit home study addendum for approval from CPMS.

CPMS

CPMS Within 24 hours, review and approve home study addendum.

Adoption Worker

Adoption Worker Complete a closure letter to the family informing them that their file has been closed. This letter will be sent to the family, as well as placed in their closed file and attached in the home study addendum.

Designated Adoption Personnel

Designated Adoption Personnel Within 10 business days of case closure request final review of file by appropriate Adoption Department staff. Once the file is reviewed and complete, change the file’s jurisdiction in Radius to ‘Adoptive Home – Closed’

Immediately following audit and corrections send an email to Quality Assurance letting them know the file is completed and ready for final inspection.

Quality Assurance

Quality Assurance Audit both child and family adoption record to ensure completion and compliance. Lock down file in Radius

Notify Quality Development Director of completion.

Foster/Adoption Home Case Closure

Foster/Adoption Home Case Closure Foster/Adoption Home Case Closure

Adoption Worker

Adoption Worker

If at any point in the foster or adoption process, a foster/adopt family decides to close or become inactive, Refuge House will require a family to formally request inactive status or home closure.

Attach all remaining paperwork in the Adoptive Home Binder. Review file to ensure it’s in accordance with all RCCL, Contract, and COA Standards.

Complete a home study addendum documenting the change that has occurred in the home. Submit home study addendum for approval from CPMS.

CPMS

CPMS Within 24 hours, review and approve home study addendum. Request an update to the agency home report.

Home Development

Home Development Submit agency home report within 48 hours of change. File a copy of the report in the adoptive family’s file and attach in the home study addendum.

Complete a letter to the family informing them they are on inactive status or are being closed. This letter will be sent to the family, as well as placed in their file and attached in the home study addendum.

Upon closure of a case, either via consummation or disruption, ensure the foster/adopt home binder is updated and/or closed out in the following manner: Attach all remaining paperwork in the Foster/Adopt Home Binder. Complete a home study addendum documenting the change that has occurred in the home (either documenting a consummated adoption or a disrupted adoption). Complete a new Agency Home Report and License documenting the changes. Attach these documents in the Foster/Adopt Home Binder. Note: The adopted child will now be listed as a biological child and noted as such on the new Agency Home

Designated Adoption Personnel

Designated Adoption Personnel Within 10 business days of case closure request final review of file by appropriate Adoption Department staff. Once the file is reviewed and complete, Change the file’s jurisdiction in Radius to ‘Foster Home Closed’ or ‘Foster Home Inactive.’

Immediately following audit and corrections send an email to Quality Assurance letting them know the file is completed and ready for final inspection.

Quality Assurance

Quality Assurance Audit both child and family adoption record to ensure completion and compliance. Lock down file in Radius

Notify Quality Development Director of completion.

Adoptive Home Transfer

Adoptive Home Transfer Adoptive Home Transfer

Adoption Worker

Adoption Worker If at any point in the approval process, matching process, or after consummating on an adoption a family decides to transfer to a different adoption agency, Refuge House will require a family to formally request a transfer of their file to another agency(via Release of Information)

Upon receiving the Release of Information Form from the requesting agency send all requested documents within 10 days.

Work in conjunction with the requesting agency to ensure all documents are received and the agency transfer is conducted in a professional manner.

Complete a home study addendum documenting the home transfer. Submit home study addendum for approval from CPMS.

CPMS

CPMS Within 24 hours, review and approve home study addendum. Request an update to the agency home report.

Home Development

Home Development Submit agency home report within 48 hours of change. File a copy of the report in the adoptive family’s file and attach in the home study addendum.

Complete letter to the family informing them they are being closed. This letter will be sent to the family, as well as placed in their file and attached in the home study addendum.

Designated Adoption Personnel

Designated Adoption Personnel Within 10 business days of case closure, request final review of file by appropriate Adoption Department staff. Once the file is reviewed and complete, change the file’s jurisdiction in Radius to ‘Adoptive Home – Closed’

Immediately following audit and corrections send an email to Quality Assurance letting them know the file is completed and ready for final inspection.

Quality Assurance

Quality Assurance Audit both child and family adoption record to ensure completion and compliance. Lock down file in Radius

Notify Quality Development Director of completion.

Request of Closed Records

Request of Closed Records Request of Closed Records

According to Texas Family Code §162.006, you must provide to the adult adoptee a copy of the adoption report that has been edited to protect any confidential information.

If the adoptee is younger than 18 years of age, the request for the information must come from or must include the written consent of the adoptee’s adoptive parents or managing conservator.

REFERENCES

REFERENCES Information was taken from the following sources: RH Policy and Procedure Manual RH Caregiver Manual RH Adoption Manual

DEFINITIONS

DEFINITIONS

FORMS ATTACHMENTS

FORMS ATTACHMENTS None required

CEO APPROVAL

CEO APPROVAL Michele L. Gorman, PhD

© 2026 Refuge House, Inc. · This is a controlled document. Always refer to the current version.