Thursday, May 10, 2012
Adoption updates...
Hi everyone! We have finally received our travel dates to Ukr*ine and have started a new private blog while we are traveling. If you'd like to follow along, please send us an email or leave a comment with your contact info and we'll send you an invitation. We'll do our best to keep it updated as we go along.
Thursday, January 19, 2012
We're Making Progress!
The past six months have been filled with incredible amounts of adoption paperwork. The paperwork mountain started off with gentle foothills. We sent in applications to our local home study agency and the placement agency in GA while Kolya was still visiting with us. The hills got a little steeper with the home study. Our social worker came to our home and interviewed the entire family, including Sara. The social worker was friendly, very supportive and very experienced as an adoptive mom to 8 kids. We ordered copies of all of our birth certificates and marriage certificates, the entire family had physicals at our respective doctor's offices, Nathan and I had several background checks and were fingerprinted for Ohio and the FBI. Then we applied for updated passports and assembled more documents. The passports arrived quickly and we were excited that we were making progress.
Then the home study stalled. Two personal references were missing, and it took weeks before it was sorted out and we found out which ones needed to be resubmitted. Finally, in mid October, our home study was complete and we could move on to the next big step: submitting our US Customs and Immigration application to Homeland Security. It took a few weeks and a very generous friend's mom (She had never met us us, but heard that we were adopting and just wanted to help. She didn't know that we needed the exact amount she sent!) to come up with the money for the USCIS application and fees to the placement agency. That paperwork was submitted in early November and we received our fingerprint appointment date for Homeland Security in mid December. We had a few weeks, so we began working on the rest of our required documents in earnest. We got our employer letters to prove that we do indeed have an income, we ordered extra copies of our marriage certificate, and proof of background checks, and a letter from the bank saying that we do own and live in our home.
Meanwhile, Ukr*ine closed all adoptions for several weeks while they restructured their adoptions department. When they re-opened, many of their forms had changed and they had new requirements. Some were simple changes like a new address, but others were more complicated. For example, the employer letter changed to not only require us to list our total annual income and our total income for the past 6 months, but we also needed to add an individual breakdown of how much income we made each month for the past 6 months. We dutifully had our employers re-write the letters and notarize them again. A few weeks later, we had to ask them to re-do the letters for the third time, as another month had passed and it needed to reflect our most recent income. I thought my boss and Nathan's might kill us if we asked them to do this again! :)
Nathan and I went to our doctor for physical exams, again. (This one was so complicated, that it gets its very own paragraph!) :) This time we needed to be tested for TB, AIDS, and STD's. They couldn't do the TB test at the office, so we scheduled appointments at the Health Department and promptly faxed the results to the doctors office with explicit directions for filling out the required forms. Ukr*ine requires a very detailed form to be printed on the physician's letterhead and stamped with the office stamp that includes the above blood tests complete with the date, lab test number and results; physical and mental health status, as well as any drug and substance abuse findings, and any physical or mental disabilities. Additionally, they require a copy of the physician's license and all documents must be duly notarized. When we picked up the forms at the office, absolutely nothing was correct. The HIV test results were not in our charts, all of the lab numbers were missing, the dates for the exams and tests were all wrong, and the form wasn't notarized. To make matter worse, they used the sample forms we had faxed them from my job at the veterinary hospital and it clearly said so on the top of the form. The final insult was that the office refused to give us the copy of the doctor's license, saying it was illegal to make a copy of it! After much prayer, multiple calls and emails to the office supervisors, and a letter explaining everything again from our agency to the doctor's office, they finally agreed to provide a copy of the license and filled out the forms again. When Nathan picked up the amended medical forms, they were still not close to being done correctly - still no letterhead, no lab numbers, not notarized, and then, when the notary quickly stamped them, still missing the notary's information and date, and on and on. After we and the office made several additions and changes, the forms were still not on letterhead, but were finally deemed acceptable. And we got the copy of the doctor's license that was on letterhead. Thank goodness! This was the worst battle yet, but there were still more peaks to climb...
After our fingerprint appointment for USCIS, we were told we should receive our approval letter about 7-10 days after the fingerprint appointment. Several weeks and many phone call later, we finally learned that the 7-10 days only applies to Hague countries and Ukr*ine is - you guessed it! - NOT a Hague country. That gave them 75 days to process our paperwork. Thankfully, they didn't make us wait quite that long, and on a very rainy January 17th, the mailman brought us one soaking wet USCIS approval letter!! The letter had blue stains on it from the security envelope and pink stains on it from a bright pink paper USCISapostilled by New Hampshire.
I packed up the kids and rushed out to get the final document for our dossier notarized at our local home study adoption agency. Then we headed down to the Summit County courthouse to get each one of the notary signatures county certified (at $2 per document) and then later state apostilled at the Ohio regional secretary of state's office in Cleveland (aka "certified" again with a big gold seal by the state of Ohio this time - $5 per document). The kids were so excited that we parked in the parking deck and walked across the street on the pedestrian bridge. I was excited that I found where I was going without getting ticketed, lost, or mugged and thought the worst was over.... Wrong again. :) Three of the notaries who signed our various papers (six documents total, incidentally, including both of our individual employer letters, and the medical forms) are not residents of Summit County. We had to go their resident counties to get the papers certified. That meant driving 30 minutes east to Portage County ($2 per document), and then 60 minutes northwest to Medina County ($5 per document). When we finished in Medina, it was too late to make it to Cuyahoga County (Cleveland) before the court closed at 4 for the afternoon. The kids started out very naughty, but soon settled down and were great! By the time we finished at the last courthouse, they were sporting "junior sheriff's deputy" badge stickers and carrying a sucker in each a hand. We all four made it through security at three different courthouses and no one set off any alarms or had to post bail. :) The wind was gusting (the kids LOVED being outside in the wind) but it was nearly 60 degrees and alternating between spitting rain and sun. For a day in the middle of January when we would normally have freezing temperatures and several feet of snow and ice on the ground, we could not have asked for more!
We found out the the regional Sec. of State office in Cleveland is no longer open, so Nathan took the remaining document to the Cuyahoga County courthouse yesterday morning and got the appropriate certification ($1 per document this time!). In the process, he took a spill on the now icy sidewalk and ended up at the wrong building - turns out the "courthouse" and the "justice building" are not the same place in this county, although across the street from one another. Once he got home, we assembled our precious stack of documents representing our work over the past 6 months and triumphantly sent it overnight by FedEx to the Secretary of State's office in Columbus for apostilles ($5 per document) where it will then be forwarded directly to our agency. We also sent the remaining NH marriage certificates along with a huge chunk of our adoption fees to our adoption agency in GA. Phew! What a long climb it has been and there are a few more mountains in view.
We have been told that the worst is over now as far as the great paper chase. Now we know why they call this phase of the adoption the "paper pregnancy". Assembling the documents for our dossier has been a stretching process, but we are beyond thrilled that our dossier is complete and on it's way to our agency in Atlanta. From this point, our dossier will be sent to Ukr*ine where it will be translated and then submitted to the SDA - State Department of Adoptions in Ukr*ine. Once they receive it, they will add it to the bottom of the stack of other dossiers and process it when they get to it - most likely a month or two at the very least. Assuming all of our documents are in order, they will issue us travel dates to go to Ky*v for our official SDA appointment. It's hard to even guess what the travel dates will be, but we are hoping for a travel date in late March or April. There's a good possibility it will be even much later in the year as other families are being rescheduled to allow only one foreign family visiting this orphanage at a time.
Thank you for your prayers along the way! Our prayer requests now are that God will continue to provide financially for this adoption - specifically for the remaining agency fees and travel expenses and that we will be approved for the grants and loans we are requesting. Also please pray for patience as we anxiously wait to go get Kolya and he waits for us - many of his friends are already here in the USA and he wants to be here, too! We're looking forward to the next steps in the process, but for now we're content to linger on this mountain top for a moment and enjoy the view.
Then the home study stalled. Two personal references were missing, and it took weeks before it was sorted out and we found out which ones needed to be resubmitted. Finally, in mid October, our home study was complete and we could move on to the next big step: submitting our US Customs and Immigration application to Homeland Security. It took a few weeks and a very generous friend's mom (She had never met us us, but heard that we were adopting and just wanted to help. She didn't know that we needed the exact amount she sent!) to come up with the money for the USCIS application and fees to the placement agency. That paperwork was submitted in early November and we received our fingerprint appointment date for Homeland Security in mid December. We had a few weeks, so we began working on the rest of our required documents in earnest. We got our employer letters to prove that we do indeed have an income, we ordered extra copies of our marriage certificate, and proof of background checks, and a letter from the bank saying that we do own and live in our home.
Meanwhile, Ukr*ine closed all adoptions for several weeks while they restructured their adoptions department. When they re-opened, many of their forms had changed and they had new requirements. Some were simple changes like a new address, but others were more complicated. For example, the employer letter changed to not only require us to list our total annual income and our total income for the past 6 months, but we also needed to add an individual breakdown of how much income we made each month for the past 6 months. We dutifully had our employers re-write the letters and notarize them again. A few weeks later, we had to ask them to re-do the letters for the third time, as another month had passed and it needed to reflect our most recent income. I thought my boss and Nathan's might kill us if we asked them to do this again! :)
Nathan and I went to our doctor for physical exams, again. (This one was so complicated, that it gets its very own paragraph!) :) This time we needed to be tested for TB, AIDS, and STD's. They couldn't do the TB test at the office, so we scheduled appointments at the Health Department and promptly faxed the results to the doctors office with explicit directions for filling out the required forms. Ukr*ine requires a very detailed form to be printed on the physician's letterhead and stamped with the office stamp that includes the above blood tests complete with the date, lab test number and results; physical and mental health status, as well as any drug and substance abuse findings, and any physical or mental disabilities. Additionally, they require a copy of the physician's license and all documents must be duly notarized. When we picked up the forms at the office, absolutely nothing was correct. The HIV test results were not in our charts, all of the lab numbers were missing, the dates for the exams and tests were all wrong, and the form wasn't notarized. To make matter worse, they used the sample forms we had faxed them from my job at the veterinary hospital and it clearly said so on the top of the form. The final insult was that the office refused to give us the copy of the doctor's license, saying it was illegal to make a copy of it! After much prayer, multiple calls and emails to the office supervisors, and a letter explaining everything again from our agency to the doctor's office, they finally agreed to provide a copy of the license and filled out the forms again. When Nathan picked up the amended medical forms, they were still not close to being done correctly - still no letterhead, no lab numbers, not notarized, and then, when the notary quickly stamped them, still missing the notary's information and date, and on and on. After we and the office made several additions and changes, the forms were still not on letterhead, but were finally deemed acceptable. And we got the copy of the doctor's license that was on letterhead. Thank goodness! This was the worst battle yet, but there were still more peaks to climb...
After our fingerprint appointment for USCIS, we were told we should receive our approval letter about 7-10 days after the fingerprint appointment. Several weeks and many phone call later, we finally learned that the 7-10 days only applies to Hague countries and Ukr*ine is - you guessed it! - NOT a Hague country. That gave them 75 days to process our paperwork. Thankfully, they didn't make us wait quite that long, and on a very rainy January 17th, the mailman brought us one soaking wet USCIS approval letter!! The letter had blue stains on it from the security envelope and pink stains on it from a bright pink paper USCISapostilled by New Hampshire.
I packed up the kids and rushed out to get the final document for our dossier notarized at our local home study adoption agency. Then we headed down to the Summit County courthouse to get each one of the notary signatures county certified (at $2 per document) and then later state apostilled at the Ohio regional secretary of state's office in Cleveland (aka "certified" again with a big gold seal by the state of Ohio this time - $5 per document). The kids were so excited that we parked in the parking deck and walked across the street on the pedestrian bridge. I was excited that I found where I was going without getting ticketed, lost, or mugged and thought the worst was over.... Wrong again. :) Three of the notaries who signed our various papers (six documents total, incidentally, including both of our individual employer letters, and the medical forms) are not residents of Summit County. We had to go their resident counties to get the papers certified. That meant driving 30 minutes east to Portage County ($2 per document), and then 60 minutes northwest to Medina County ($5 per document). When we finished in Medina, it was too late to make it to Cuyahoga County (Cleveland) before the court closed at 4 for the afternoon. The kids started out very naughty, but soon settled down and were great! By the time we finished at the last courthouse, they were sporting "junior sheriff's deputy" badge stickers and carrying a sucker in each a hand. We all four made it through security at three different courthouses and no one set off any alarms or had to post bail. :) The wind was gusting (the kids LOVED being outside in the wind) but it was nearly 60 degrees and alternating between spitting rain and sun. For a day in the middle of January when we would normally have freezing temperatures and several feet of snow and ice on the ground, we could not have asked for more!
We found out the the regional Sec. of State office in Cleveland is no longer open, so Nathan took the remaining document to the Cuyahoga County courthouse yesterday morning and got the appropriate certification ($1 per document this time!). In the process, he took a spill on the now icy sidewalk and ended up at the wrong building - turns out the "courthouse" and the "justice building" are not the same place in this county, although across the street from one another. Once he got home, we assembled our precious stack of documents representing our work over the past 6 months and triumphantly sent it overnight by FedEx to the Secretary of State's office in Columbus for apostilles ($5 per document) where it will then be forwarded directly to our agency. We also sent the remaining NH marriage certificates along with a huge chunk of our adoption fees to our adoption agency in GA. Phew! What a long climb it has been and there are a few more mountains in view.
We have been told that the worst is over now as far as the great paper chase. Now we know why they call this phase of the adoption the "paper pregnancy". Assembling the documents for our dossier has been a stretching process, but we are beyond thrilled that our dossier is complete and on it's way to our agency in Atlanta. From this point, our dossier will be sent to Ukr*ine where it will be translated and then submitted to the SDA - State Department of Adoptions in Ukr*ine. Once they receive it, they will add it to the bottom of the stack of other dossiers and process it when they get to it - most likely a month or two at the very least. Assuming all of our documents are in order, they will issue us travel dates to go to Ky*v for our official SDA appointment. It's hard to even guess what the travel dates will be, but we are hoping for a travel date in late March or April. There's a good possibility it will be even much later in the year as other families are being rescheduled to allow only one foreign family visiting this orphanage at a time.
Thank you for your prayers along the way! Our prayer requests now are that God will continue to provide financially for this adoption - specifically for the remaining agency fees and travel expenses and that we will be approved for the grants and loans we are requesting. Also please pray for patience as we anxiously wait to go get Kolya and he waits for us - many of his friends are already here in the USA and he wants to be here, too! We're looking forward to the next steps in the process, but for now we're content to linger on this mountain top for a moment and enjoy the view.
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