General Case Categories

There are three general case categories:

Adult Cases

Adult cases include persons defined as adults. Adult cases are:

  • Due to age,
  • Specified by program regulation,
  • Emancipation, or
  • Marriage.

Note: Adult cases have no dependent or minor children for whom aid or services are requested.

Programs

Adult Cases can contain the following programs when adults who have no dependent/minor children, are applying for aid:

  • General Assistance
  • Medi-Cal
  • CalFresh
  • CAPI
  • IHSS
  • Adult Services
  • Refugee
  • Sub-payee

Typical Adult Case Situations

The following are typical examples of Adult ONLY cases:

  • A mother whose children were taken away and removed from the home is applying for GA.
  • A 16-year-old child who has been emancipated through the courts is considered an adult.
  • A 15-year-old girl and a 16-year-old boy are married. They are both considered adults.
  • A 17-year-old living with his/her parents and applying for Minor Consent Medi-Cal.

Family Cases

Family cases are identified as adults with children.

Note: For CalWORKs this would include a pregnant individual.

Programs

Family cases may include the following programs:

  • CalWORKs
  • CalFresh
  • Medi-Cal
  • AAP
  • Family and Children's service cases
  • Sub-payee

Policy for Establishing Case Names for Family Cases

The case name will be established under the applicant’s name. The rule that all cases must be in the mother’s name no longer applies.

Exceptions to the case name rule can be made only by:

  • SSPM approval, or
  • Fair Hearing decision.

Exception: Authorized Representative applying on behalf of another household. The case name will be the Head of Household for whom benefits are being requested.

Relinquishment for Adoption Cases

This section addresses cases where children are relinquished for adoption:

Case Rules

The following are general rules for changing categories for Relinquishment, Adoption and Foster Care cases:

  • A child stays in the natural mother's case number until parental rights are terminated (Eligibility and Service).

    • Exception: If the only natural parent is the father, the case would be in the father's name; however, the same rule applies.

  • A child is issued a new case number in his/her own name (relinquished case) when parental rights are terminated (Eligibility and Service).
  • Adoptive parents are given their own case number (Services).
  • When there is no open CalWORKs case, services are provided in the AAP case (Services).
  • Adoptive families who need the AAP use the same case number as adoptive parents (Services).
  • If there is an open service case (CalWORKs or AAP) services are provided in that open case.
  • If eligibility cases for both CalWORKs and AAP are open, services are provided in the AAP case (Services).
  • When a child who has been relinquished and adopted is placed in Foster Care, the name and number used are those of the adoptive parents. (DO NOT USE THE NATURAL PARENT'S CASE NUMBER) (Eligibility and Services).
  • If the child is re-relinquished, use the old relinquishment case number, if it is known. If it is not known, create a new relinquished child case number (Eligibility and Services).

Person Rule

In CDS, the child in a Relinquishment, Adoption or Foster Care case was always Person #11. In the CalWIN environment, the child will be Person #01.

Definition

A relinquished child case contains a child under the age of 18 who is legally relinquished for adoption. The case name will be the child's name. No parents will be listed on the case.

Relinquished Aid/Program Type

  • Aid to Families with Dependent Children-Foster Care
  • Family and Children's Services.

Relinquished Children's Case Rules

The case number used for relinquishment is NOT to be used:

  • Once the child is adopted
  • For a child when he/she becomes an adult.

Person Numbers

In CDS, no matter what the child’s previous person number was, person #11 was used for relinquished children. In the CalWIN system, person #01 will be used.

Example #1: Adoption Assistance Program (AAP)Example #1: Adoption Assistance Program (AAP)

Household Composition

Open AAP service case for couple. The relinquish child is in his/her own Relinquished Child case number (Service) and an open FC eligibility case.

Situation

Family approved for AAP.

Solution

AAP benefits paid out of open services case number. (Relinquished child case may or may not be closed immediately.)

Example #2: CalWORKs Case with AAP Service CaseExample #2: CalWORKs Case with AAP Service Case

Household Composition

A family with an open CalWORKs eligibility case also has an open AAP service case. The relinquished child placed in the home has a Relinquished Child Services case and an open Foster Care eligibility case.

Situation

Child approved for adoption and family approved for AAP.

Solution

Pay AAP eligibility out of AA services case number. Continue to pay CalWORKs out of CalWORKs case. Discontinue Foster Care. Relinquished Child case may or may not be open.

Example #3: AAP Family CaseExample #3: AAP Family Case

Household Composition

Open AAP case with parents and child.

Situation

Child returned to the Children's Shelter for relinquishment by adoptive parents.

Solution

Close AAP case. Reopen the Relinquished Child case.

Note: If child is placed in Foster Care BUT is not relinquished, Foster Care eligibility payment and services may be made in the AAP case number.

Example #4: Relinquished ChildExample #4: Relinquished Child

Household Composition

Parents and child are open in an AAP case number. Child open for service in Relinquished Child case number (Adoption not final).

Situation

Child re-relinquished and placed in Children's Shelter.

Solution

Services and Foster Care eligibility are both in the Relinquished Child case number. AAP case is closed.

Note: If there is an abuse report against the adoptive parents, it would be filed in the Relinquished Child case. Change of Case from One Category to Another.

Change of Case from One Category to Another

The following are general rules for changing cases from one category to another:

  • General Assistance (GA) cases CANNOT change categories (e.g., cannot use the same case number later if they become CalWORKs eligible)
  • Cases other than GA, APS or IHSS can become Family cases
  • CalWORKs/RCA Family cases CANNOT become GA cases.

Exceptions:

  • CW can be added to a GA case if GA was denied and benefits have not been issued.
  • CW single-person cases opened in error can have GA added.
  • GA cases opened in error or denied can have RCA added.
  • RCA non-family cases can be changed to GA cases once RCA has been exhausted.

Child Applying as an Adult

If children in an existing family case apply for aid in a program where they qualify as an adult, a separate case number is established and aid is paid in that case.

Note: This also applies to minor consent applicants.