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Effective Date: 



Updated: 5/2016



To ensure that an applicant to provide adult foster care has been told and is aware of the duties and responsibilities of a foster care provider.

When to Prepare

The Adult Foster Care contract specialist completes Form 2325 before enrolling an applicant to provide foster care.

Number of Copies

Complete an original and one copy of Form 2325.


Keep the original Form 2325, signed by the applicant, in the provider case folder. Send a copy to the provider after the enrollment process is completed.

Form Retention

Keep the form in the provider case folder for as long as the provider is enrolled.


Detailed Instructions

1. Minimum Standards for (AFC) — Review each of the standards with the applicant to answer questions, explain the reason for the requirement or correct any misunderstanding the applicant may have. Reference TAC 48 subchapter K.

2. Payment Procedure and Billing Information — Discuss Section 4150 of the CW-CCAD Handbook, including the turnaround time for the provider to receive payment for the month. Reference TAC 49.311; TAC 48.8907(a)(9); TAC 48.8907(c)(2).

3. Recordkeeping — Discuss the records the provider is expected to keep, including information on the individual and the individual's next of kin, and adult foster care forms. Reference TAC 49.311; TAC 48.8907(a)(9); TAC 48.8907(c)(2).

4. Mandatory Training Requirement — Explain that training on HIV/AIDS and cultural diversity is mandatory during the first year of enrollment and that the provider will be notified prior to each session. First aid training is mandatory within two years after enrollment, unless HHSC grants a 60-day extension, and annually thereafter. TAC 48.8902(a)(15)(A)-(B).

5. Annual Training Requirement — Explain that HHSC will provide various training sessions and that the provider may attend training offered by community resources. Reference TAC 48.8902(a)(15)(A)-(B).

6. Annual Inspections — Review the standard on health and fire inspections and the availability of inspectors in the area and any cost involved. TAC 48.8906(a)-(6)-(7).

7. Tax Status — Advise the applicant to confirm with the applicant's accountant or IRS staff, whether or not payment form Title XX AFC was reported to HHSC. Room and board payments are taxable income and must be reported as such.

8. Non-Compliance with Standards and Rules — Review TAC 48.8901 and discuss the penalties for non-compliance.

9. Expectations of Substitute Providers — Discuss the role of a substitute provider and HHSC' expectation that he will be solely responsible for the individual's care and supervision in the primary provider's absence. Reference TAC 48.8903(1)-(7) ; TAC 48.8907 (a)(3); TAC 48.8902 (a)(1-8)(12)(16).

10. Individual and Provider Rights — Review the CW-CCAD Handbook, Form 2307, and Section III, Form 2061. Reference TAC 48.8907(h) (1)-(6); TAC 48.8907(j)(1)-(7).

11. AFC House Rules — Explain that the minimum standards require a provider to develop house rules addressing the topics in the CW-CCAD Handbook. Review the topics with the applicant. Reference TAC 48.8907(a)(7).

12. Criminal History Check — Explain that state law requires HHSC to check for criminal convictions for applicants and proposed substitute providers of adult foster care. Explain that the process may take up to 60 days. Reference TAC 48.8902(a)(12); Chapter 49.

13. DFPS Records Check — Each AFC applicant and any substitute must complete and sign Form 2357, DFPS Record Check. Explain that no one who has been identified as a perpetrator in a validated adult protective services (APS) case may be a foster care provider. Ask the applicant to sign Form 2357, DFPS Records Check. This allows APS staff to release information on the applicant. Reference TAC 48.8907(a)(5).

14. Contractual Requirements — Reference TAC Chapter 49, Contracting for Community Services.

15. Monitoring Process and Monitoring Tools — Explain to contractors the monitoring tools will address both program compliance and fiscal compliance. Explain that during the first monitoring review of the contract, the review period is up to twelve months for program compliance and up to two months for fiscal compliance. Explain where the monitoring tool can be located.