Once a year we try to present a basic MARE tutorial to assist workers and agencies in their efforts to meet MARE requirements. This year’s version of the MARE Tutorial focuses on areas where there consistently seems to be confusion and misunderstanding. In no particular order, here are some of the areas/issues that we have chosen to address:

Registration Notices. Registration Notices are sent to agencies to remind them of both 90-day and 182-day MARE Due Dates for the children in their care. These notices should be considered courtesy reminders to help agencies meet MARE requirements. Similarly, the monthly MARE Tracking List agencies receive also shows upcoming due dates and other relevant information regarding the children in their care. Agencies should also have their own internal methods of managing and tracking the children in their care, and should be aware of upcoming deadlines. Agencies should not depend on Registration Notices and Tracking Lists as their only means of ensuring documentation is submitted to MARE in a timely manner. MARE has also developed "cheat sheets" to assist agencies in calculating due dates based on the permanent custody date of the child. Please phone the MARE office if you would like a "cheat sheet" of your own.

90–Day Registration. Per FIA policy, agencies are required to register children for photolisting by 90 days from the child’s permanent custody date only if there is no identified family who has expressed interest in adopting the child. The identified family does not have to be studied and approved at this point. If you have an identified family that may be appropriate for the child, you are not required to do anything at 90 days; however, you must submit some documentation by 182-days from permanent custody. Only children with no identified families are required to be registered by 90 days. The intent of this policy is to make children available to resources earlier if needed.

Hold Registration Forms. These forms are used to account for children who have identified families and either: a) do not need to appear in the photolisting book, or b) need to be removed from the photolisting book because they now have an identified family. One side of the form is used to register a child when either a relative or the current foster family plans to adopt. The other side of the Hold Registration Form (for an approved recruited family) requires that the last page (signature page) of the family’s homestudy be included with the registration form. The last page of the homestudy does not need to be included with a Foster Parent/Relative Hold registration.

Registering Children for Photolisting. It sounds obvious, but it always bears repeating: “Only children for whom there is no identified family should be registered in the MARE Book!” The blue Child Entry Form must be filled out completely, and some positive information about the child should also be included. Despite the issues with which these children are coping, it is certainly possible to find some positive attributes, interests, and/or hobbies to note. Even if the child is not interested in adoption, as long as the federal goal is adoption and they must be registered in the book, workers must provide complete information on the Child Entry Form.

It is also important to note impairment levels as accurately as possible. For instance, Attention Deficit Disorder is not typically considered a physical impairment; nor is the fact that a child needs glasses, unless there is a significant vision impairment.

Clear photos are also needed when registering a child for the photolisting book! Scanned photos printed on an office computer printer cannot be accepted because the photos will not reproduce; however, you may e-mail photos (saved as JPEG or JPG files.) Similarly, photocopies or faxed photos are also unacceptable. Please take advantage of the FREE Sears Portrait program to get professional photos of the children; however, be aware that it can take 6 - 8 weeks for the Sears photos to arrive at the MARE office so workers should plan accordingly. Since photos must be submitted with Child Entry Forms, workers may have to submit another photo to be used in the photolisting book until the Sears photo arrives.

Keeping the MARE Book Accurate. We’ll say it again: “Only children for whom recruitment of an adoptive family is necessary should appear in the MARE Book!” This point cannot be emphasized enough. If there is an identified family for the child, the child should not appear in the MARE Book! If a family is identified for a child after the child has appeared in the MARE Book, documentation should be sent as soon as possible to remove that child from the photolisting book. This can be done with the “Hold” registration forms (see previous paragraph) and can also be done over the phone. Once a month, MARE staff contact agencies regarding the children currently listed in the photolisting book to determine if those children should continue to appear. Please respond promptly! Workers need not wait for the monthly phone call from MARE to update the status of a child and may call and/or send documentation at any time. One of the chief complaints of the MARE Book (from families and workers) is that it is filled with children who are not available. The MARE Book is only as accurate as the information we receive from adoption agencies. Let’s all do our part!

Removing Children from the MARE Book. Children should be removed from the MARE Book when a family has been identified, or when the child’s plan (goal) changes to something other than adoption. Proper documentation to remove a child from the MARE Book may include: a Hold registration form (for an identified family,) or a 5S form that shows the goal has changed to something other than adoption. Along with documentation to remove a child from the MARE book, workers must send the green MARE Child Removal Form. This simple form indicates the reason for removal and helps MARE capture important statistical information that is needed for state reports. This form is only necessary for children being removed from the MARE Book.

About MARE Forms. The various MARE Forms are sent to agencies on a quarterly basis. If agencies run out before we send new ones, simply call our office to request more. Workers may now fill out these forms on-line and send them to us via email. The on-line forms will only be available to workers who have a password. To obtain your password and begin using MARE Forms on-line, please phone Nancy Jennings at MARE or contact her at njennings@voyager.net.

Tracking List Column Headings and Messages. Tracking Lists are sent to agencies on a monthly basis providing relevant information regarding the children in their care who are coded with a goal of adoption (Goal 10). Information provided on the Tracking List includes the child’s name, case number, date of birth, county of origin and permanent custody date; additional information includes the date documentation is due at MARE, documentation that may have already been received by MARE, extended due dates (where appropriate), and also the date MARE has received the OTR showing adoptive placement and closing out the case on the MARE tracking system. A message column also appears on the Tracking List providing additional information on the status of the child. The various column headings and messages are explained below:

Extension Date	This column reflects the current due date for each child. This column will show the 6 month extension period if a child has been registered in the Hold, Foster Parent or Relative category. It may also reflect an additional 6 month extension from the date of a FIA Case Review. When a child is registered for Photolisting this date is set to 00/00/00.
Document Due Date	Column reflects the 182 day deadline after permanent custody for receiving MARE registration, goal change (5S), or OTR.
OTR Postmark Date	Column reflects the date that MARE received an OTR during the current tracking month.
Congratulations- Case Closed	This message appears when MARE receives an OTR.
No Documentation Received/Send Now	This message appears when no documentation has been received within 182 days from the child’s permanent custody date. A letter from the MARE is automatically generated to alert purchase of service agencies that sanctions have begun for the case.
Hold Expired: Case Reported for FIA Review	This message appears when a Hold (H), Foster Parent (F), or Relative (R) registration was received and the six month extension period for completing the adoption has expired with no OTR being received by MARE. These children are presumed to be in the process of being adopted and do not appear in the MARE Book. This message also appears for those cases that have changed from a Photolisting registration to a Hold, Foster, or Relative registration and an OTR has not been received by the extended due date (six months from the change). These children previously appeared in the MARE Book but were removed because they were presumed to be in the process of being adopted.
Case Reviewed: New Extended Due Date	This message appears for cases that have been reviewed by Zone Managers and have been granted an additional six month extension from the date of the review. If the OTR is not received by the new extended due date, the case will become overdue again and receive the message: Hold Expired: Case Reported for FIA Review.

Zone Reviews. Reviews are conducted on a quarterly basis of all cases which have the one of the following messages on the MARE Tracking List: “No Documentation Received/Send Now” or “Hold Expired: Case Reported for FIA Review.” The intent of the Zone Review process is to account for all children and ensure that adoptions are being completed in a timely manner. Zone Review forms are generated by MARE, sent by FIA Central Office to FIA Zone Managers, who then forward the forms to the individual counties. Once the forms are filled out completely (with supporting documentation, if necessary), they must be sent back to the Zone Office for the appropriate signatures before they are returned to MARE. signed by the Zone Manager (or designee) and returned to MARE. These cases are then granted an additional 6 month extension period. The Zone Review Process is the only way for agencies to receive a new Extended Due Date!

MARE Staff Available. MARE staff are available to visit agencies for an on-site training. Simply phone the MARE office at (517) 783-6273 to arrange a time.