DHS Program Resources Child Protection/Welfare Sup

Policy on Statewide Adoption Email Listserv

Overview:

This policy outlines the requirements for membership and use of the statewide adoption recruitment email list.

Reason for Policy:

The Minnesota Department of Human Services (department) recognizes a recruitment email list is a useful tool for professionals who are responsible for permanency of children under guardianship of the commissioner, as well as professionals responsible for completing home studies on prospective adoptive families. The permanency email list is intended for professionals whose job responsibilities include engaging in permanency efforts as a home study worker, child-placing worker or supervisor for these job roles. Any announcements sent via the permanency email list must be related to child-specific recruitment.

The Child Safety and Permanency Unit staff issue a monthly Permanency Support Update for professionals. There are no requirements for membership to the Permanency Support Update, as this is a public newsletter. It is important to maintain the distinction between the adoption recruitment email list and the Permanency Support Update, so those who have signed up to receive emails from one or both sources will receive appropriate information. Professionals who wish to receive the Permanency Support Update can subscribe to any relevant Department of Human Services publications.

Department staff administer the adoption recruitment email list to ensure members comply with established policies and procedures.

Applicability:

This policy applies to the statewide adoption recruitment email list, which relates to children under guardianship of the commissioner.

Policy:

1.  Appropriate members of adoption recruitment email list

• County social service agency staff:
• Professionals responsible for permanency of children under guardianship of the commissioner or Tribal guardianship
• Professionals responsible for completing adoption home studies on prospective adoptive parents who intend to adopt children under guardianship of the commissioner or Tribal guardianship
• Supervisors, managers and directors of staff described above.
• Private child-placing agency staff:
• Private child-placing agency professionals under grant contract with the department to provide adoption services, working directly in permanency of children under guardianship of the commissioner or Tribal guardianship
• Private child-placing agency professionals not under grant contract with the department, but who routinely and consistently work in permanency of children under guardianship of the commissioner or Tribal guardianship
• Supervisors, managers, and directors of staff described above.
• Staff at grantees of the Permanency Support Unit:
• Grantee staff who have job responsibilities directly related to permanency of children under guardianship of the commissioner
• Supervisors, managers and directors of staff described above
• Department staff who have positions related to any of the job responsibilities described above.

2.  Appropriate uses of adoption recruitment email list

• Distribution of a recruitment description, using only non-identifying information, of a child under guardianship of the commissioner waiting for adoptive parent(s)
• Sharing non-identifying information about prospective adoptive parent(s) with an approved adoption home study waiting to be matched with a child under guardianship of the commissioner or Tribal guardianship\Announcement of events related to child-specific recruitment including, but not limited to, trainings, task force meetings, recruitment opportunities and other related events
• Any other use of the email list requires prior approval by department staff responsible for the adoption recruitment email list listed in Procedure 5.

3.  Specific prohibitions of the adoption recruitment email list:

• No identifying information about child(ren), birth parent(s), foster parent(s), prospective adoptive parent(s) or anyone else. Identifying information includes, but is not limited to, last names, birth dates, Social Security numbers, addresses, home studies or town location
• No specific diagnoses (e.g., Fetal Alcohol Spectrum Disorder, Reactive Attachment Disorder, etc.) or sensitive issues (e.g., wets the bed, victim of sexual abuse, etc.) may be included
• No home or personal email addresses are allowed to be used for membership
• No distributing any information that constitutes lobbying.

Procedures:

1.  How to request membership on the adoption recruitment email list

• County agency staff: Send an email to the department staff responsible for the email list listed in Procedure 5.
• Private agency staff: Complete an Private Child-Placing Agency Professional Application to Request Membership on the Permanency Email List and send as an email attachment to the department staff responsible for the listserv listed in Procedure 5.

2.  How to request removal from the adoption recruitment email list

• Email the department staff responsible for the adoption recruitment email list in Procedure V to request removal. Professionals must request removal if their employment role changes and they no longer meet one of the criteria listed in Policy I.
• Alternate options for professionals who do not meet the criteria for adoption recruitment email list The department administers a statewide foster care email list that functions similarly to the adoption recruitment email list. If you are a county professional who works primarily in the foster care placement of children in the public child welfare system, email the department foster care unit at dhs.csp.fostercare@state.mn.us to request membership on the foster care email list.
• Professionals can subscribe to the department’s publications to receive information and relevant updates from many department units including announcements, training opportunities and technical assistance.

3.  General information and tips for using the adoption recruitment email list

• Security of the adoption recruitment email list cannot be guaranteed. Therefore, treat it as a public recruitment venue and encrypt all emails. Do not include information that violates federal or state data privacy laws.
• See Policy on State Adoption Exchange and Other Child-specific Recruitment Activities for Children Under Guardianship of the Commissioner for more information.
• Child descriptions on the adoption recruitment email list are intended to give a brief synopsis of a waiting child, not to provide full disclosure.
• All communication must be professional in nature and language.

4.  Department staff responsible for adding and removing members from email list and providing consultation on using the email list as a recruitment tool:

Michelle Frazier, Social Services Program Consultant
michelle.frazier@state.mn.us
651-431-4712

Form(s) that apply:

Private Child-Placing Agency Professional Application to Request Membership on the Permanency Email List

Related Policies and References:

Policy on State Adoption Exchange and Other Child-specific Recruitment Activities for Children Under Guardianship of the Commissioner

Training:

None

Legal Authority:

None

Standards:

None

Definitions:

Child under guardianship of the commissioner: An individual under 18 years of age, who is under guardianship of the commissioner of the Minnesota Department of Human Services by court order, pursuant to Minnesota Statutes Section 260C.325.

Policy Contacts:

Name: Michelle Frazier, Social Services Program Consultant
Phone: 651-431-4712
Email: michelle.frazier@state.mn.us

Policy History:

Issue Date: 10/01/14
Effective Date: 10/01/14

Version 1.0:
04/11/2024 (Revised)
09/11/2013 (Revised)
08/01/12 (Revised)
12/15/11 (Revised)
02/02/09 (Initial Release)

This policy and its procedures remain in effect until rescinded or updated.