Create a New License Approval

Note:Before creating a new License/Approval be sure to document all appropriate Background Checks on N-FOCUS using the Background Checks icon on the Detail Organization window.

Note: An out of state home does not need a license /approval on the system.

See Also:

License Approval

Service Approval

1. From the Detail Organization window, navigate to the Home Details window.
2. Add the Facility Type(s) that is/are to be Licensed/Approved
3. Select the Save icon.

4. Select the License/Approval push button.

   Result:  If a license or approval already exists, the List License window displays.

5. Select the New icon on List License Window to create new License/ Approval.  If a license/approval does not exist you will get the message “License/Approval not Found”.

6. If License/Approval not found select the OK push button.

   Result:  The Facility Type List Window displays.

7. Select (highlight) the facility type or types appropriate for this License/Approval and select the OK button.

   Note:  It is important that you associate all the appropriate facility types to the license you are creating.  If it is necessary to add a facility type later, you may choose the action “Add Facility” after you are on the Detail License Approval window for the appropriate license.  This is discussed later.

    Result:  The Detail License/Approval window displays with the Organization name and the selected facility type(s) listed in the Facility Type field.

8. In the Licensed as Name field enter the Organization’s name, as it is to appear on the License e.g. John and Mary Smith.

9. If the Organization is affiliated with another agency, the user must select the out button in the Licensing Agency field to select and return the owner Organization.

   Note:  This information is needed in order to send a license renewal letter to the owner organization.

   Note:  The Licensing Agency name will also appear on the Detail Organization window.

10. Select (highlight) the appropriate License/Approval Type from the drop-down box.

    Result:  The selection populates the License/Approval field.

    Note:  The License/Approval Type list is tailored to the Facility Type(s) entered.

11. Select the appropriate Type of license radio button. It defaults to Operating.  A type of license radio button should only be chosen when creating a license.

12. Enter the number of children the Organization is licensed/approved to care for.

    Note:  If a family has both a Foster Care License and an Adoption Approval, the number of children on the Adoption Approval should not exceed the number for which the home is licensed.  To drive the Potentially Available Slots field on Home Details the system uses the largest number for which an organization is licensed or approved.

    Note:  If the organization for which the license is being created is a Child Caring Agency that covers a number of separately located facilities, the Sublicense box should be checked for those facilities located separately from the main office.  This is the only time it should be checked.

13. Enter the Application Received Date.
14.  If the facility type being licensed is a Relative Foster Home (Licensed) you must complete the Waived Training field.

15. Select the Actions menu and choose Update License/Approval Status.

      Result:  The Update License/Approval Status dialogue box displays.

16. Select New Status from the drop down list.

    Note:  Be aware that if you create a license in Pending status with an Effective Begin Date in the future, you must enter that future Effective Begin Date manually on the Detail License/Approval window. The system automatically changes the status to Active on that date and prints the license WITHOUT any further action by you.  

17. Enter the Status Effective Date.

    Note:  The date entered here will automatically become the Effective Begin Date on the License/Approval.

    Note:

    • For a License, the Effective End Date will automatically default to two years from the Effective Begin Date.
    • For an Approval, the Effective End Date will automatically default to High Date.
    • For an Emergency Approval, the Effective End Date will automatically default to 60 days from the Effective Begin Date.

    Note:  There will be an Action to Update the Effective End Date if there is a need to shorten the defaulted date.

18. Select the OK push button.

    Result:  The Detail License/Approval window displays.

19. Enter information regarding the Gender and Age Range for the children an organization will be licensed/approved to care for.

    Note:  In addition to the numerical age, you must also select an age range from the drop-down box.

20. After all information is entered on the Detail License/Approval window, select the Save or Save & Close icon.

(07-2011)