Department for Community Based Services

Standards of Practice Online Manual

13.4 Matching an Adoptive Family with a Waiting Child

Cabinet for Health and Family Services

Department for Community Based Services
Division of Protection and Permanency
Standards of Practice Online Manual
Chapter 13-Adoption Services
13.4 Matching an Adoptive Family with a Waiting Child

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Legal Authority/Introduction



The following steps are initiated to match a family with a child available for adoption:

  1. The Kentucky Adoption Profile Exchange (KAPE) staff in central office (CO) receives current adoptive home studies for adoptive families interested in specific children registered with the KAPE program. 
  2. KAPE central office staff e-mails a copy of the family’s home study to the child’s SSW and Child Focused Recruitment Model (CFRM) recruiter to review with the adoptive review committee.
  3. The SSW contacts the adoptive family’s worker to discuss the family’s availability and suitability to meet the child’s needs.
  4. The adoption review committee reviews each adoptive family’s home study and attachments, documents their comments on the DPP-193-Adoption Review Committee Comments Form and consults/selects an appropriate adoptive family within fifteen (15) working days of receiving the home study.
  5. When the committee selects a family for consideration of adoptive referral, the SSW completes the referral in TWIST in the permanency/agency case.
  6. The SSW retains the home study and attachments of the family chosen.  
  7. The SSW sends the family’s worker (only non DCBS families) a confidentiality agreement to be given to and signed by the family. 
  8. The SSW should verbally share as much information as known about the child’s needs and behaviors with the family and the family’s worker once he/she receives the signed confidentiality agreement. 
  9. The family’s worker and the child’s SSW discuss the placement and when both workers agree to proceed they begin planning the pre-placement conference.
  10. If making an interstate placement, the SSW follows all requirements in SOP 10 regarding making interstate adoptive placements, prior to planning or holding the pre-placement conference.  
  11. The SSW sends the presentation summary packet to the adoptive family’s R&C worker. 1
  12. The family’s recruitment and certification (R&C) worker, after reviewing the presentation summary packet, contacts the child’s SSW to discuss the placement, and when both workers agree to proceed:
    1. Contacts the adoptive family within five (5) working days either by telephone, email, or letter;
    2. Provides the adoptive family the sex, age and a brief description of the child without disclosing identifying information of the biological family (i.e. names, addresses, social security and other identifying government program numbers); and
    3. Makes an appointment to meet with the prospective adoptive family to:
      1. Request the family sign the DPP-171-Notice of Confidentiality and explain the importance of maintaining the child’s information and their biological family’s information confidential;
      2. Sign the confidentiality agreement after specifying what information has been shared with the prospective adoptive parent;
      3. Place original DPP-171 in the resource home file and a copy in the child’s agency case;
      4. Verbally share all presentation information;
      5. Encourage the adoptive parents to discuss feelings and reactions to the information;
      6. Determine if additional information is needed to assist the family in making an informed decision;
      7. Provide a copy of the presentation summary packet with all identifying information redacted to the family; 2
      8. Discuss the placement process (e.g. pre-placement conference, visitation and adoption assistance); and
      9. Offer the family time to make their decision about the referral
  13. When the family does not accept the referral, the R&C worker notifies the following staff in writing identifying the reason for non-acceptance:
    1. The FSOS for the child and the adoptive family;
    2. KAPE (if child is registered);
    3. Adoption Review Committee permanency lead; and
    4. Service region pre-placement conference chair (if applicable).
  14. The R&C worker for the adoptive family obtains all information regarding the child from the prospective adoptive family and returns it to the child’s SSW. 
  15. If any other staff has information regarding a child they also return this information to the child’s worker if the adoption is not finalized.

Practice Guidance

  • If all parties cannot agree what is in the best interests of the child(ren) regarding the adoption, including the proposed adoptive family, the referral is withdrawn in TWIST.
  • If at any time a referral does not result in a finalized adoption, all material and information related to the child will be returned to the Cabinet.



  1. Additional copies of the notification of interest can be sent to the FSOS for the child and the adoptive family, to KAPE (if child is registered), to the adoption review committee permanency lead (if child is still registered) and to the service region pre-placement conference chair (if applicable).
  2. Since confidentiality is always an issue, the entire packet is recopied with names, addresses and any other identifying information deleted.


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