5.5.14
Name and/or Family Change Procedure
Name Change
If an enrolled child has a name change midyear (adoption, etc.), please complete the following steps. Legal court documents can be defined as a birth certificate or adoption record with an authorized legal representative’s signature and/or an official county seal.
- Obtain legal court documents indicating the legal name change
- Scan the legal court documents to the Custody_Doc scan folder
- File the court documents at the back of the blue Enrollment Section, record the court document date on the blue Enrollment cover sheet and place a blue dot on the child file.
- Update the Emergency Card to reflect the new name
- Complete the Notification of Family Transition Form (NOFT) and scan to the “Family Transition” scan folder
- Update the Participation Days/Meals form
- Update the Permission to Share Information form
- Add the new name to the Authorization to Release Health Information
- Document name change in the eligibility notes section in ChildPlus
- Change the name in ChildPlus
Family Change
If a child changes families’ midyear (foster to foster, CFS removal, etc.), complete the following steps:
- Obtain legal documentation of the change (Foster Agency Placement Agreement, documentation from CFS worker, court documents, etc.)
- Scan the legal documentation to the Custody_Doc scan folder. It is the expectation that the Family Worker/Home Visitor ensures the legal documentation has been attached in ChildPlus within 5 days.
- Complete the Notification of Family Transition Form (NOFT) and scan to the “Family Transition” scan folder
- Complete a new Blue Enrollment Section and Social Service Section with the new family.
- Create a new Family in Family Application section of ChildPlus (first confirm that they do not already exist in ChildPlus).
- Add all the members of the family except for the enrolled child
- To add the enrolled child to the new family, click on add a child in the Family Application section, enter the child’s name and check the box that says “Search for existing person”. The enrolled child’s name should come up. Click “OK”. This will add the enrolled child to the new family and the child will remain in the original family which is necessary for PIR purposes.