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Child Care Policy Manual

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OVERVIEW OF BEST BEGINNINGS CHILD CARE SCHOLARSHIPS

1-1

Table of Contents

3-1-08

1-2

Human & Community Services Division Organizational Chart

3-1-08

1-3

Definitions

3-1-08

1-4

Provider Rates

  1. Market Rate Survey
  2. District Rates

7-1-07

1-4a

Children with Special Needs

  1. ADA – Reasonable Accommodations
  2. CCR&R Role
  3. Individual Child Care Plan
  4. Limits on Rate Approval Amounts
  5. One Time Expenses

9-1-06

1-5

Child Care Sliding Fee Scale Effective July 1, 2007

  1. Family Income Eligibility Thresholds
  2. Co-payment Obligation

7-1-07

1-6

Child Eligibility

  1. Residency
  2. Household
  3. Age
  4. Child’s Relationship to Provider

5-1-05

1-7

Parent Eligibility - Overview

  1. Overview of Eligibility Categories

5-1-05

1-8

Provider Eligibility - Overview

  1. Provider Maintains Registration, License or Payment Number
  2. Provider Licensed by Another Entity
  3. Provider Maintain Sign-In/Sign-Out Records
  4. Provider Must Allow Access to Facility & Records
  5. Provider Must Submit Invoices Within 60 Days
  6. Provider Rights and Responsibilities

5-1-05

1-9

Confidentiality

  1. HIPAA
  2. Reporting Abuse & Neglect,  1-866-820-KIDS (5437)
  3. Contractors
  4. Release to Law Enforcement
  5. Release to Participant
  6. Authorizations to Release Information
  7. Child Care Providers

9-1-06

1-10

Timely Notices and Termination

  1. Reasons for Termination
  2. Notice when State Reduces Benefits
  3. Reasons for No Advance Notice

5-1-05

1-11

Fair Hearing Process

  1. Right to Fair Hearing

1-1-05

 

 

 

NON-TANF CHILD CARE ELIGIBILITY

2-1

Application Process

  1. Eligibility Begin-Date
  2. Limitations of Best Beginnings Scholarship
  3. Application Processes
  4. CCR&R Processing
  5. Waiting List
  6. Presumptive Eligibility

3-1-08

2-2

Household Requirements

  1. Household Membership – Required & Optional
  2. Common Law Marriage
  3. Joint Custody Arrangements
  4. Temporary Absence from Household
  5. Child Support Requirement

3-1-08

2-3

Non-TANF Activity Requirements

  1. Employed (Meeting Work Requirement)
  2. Parent with a Severe Disability
  3. Employed & Attending School
  4. Teen Parents

9-1-06

2-4

Household Income

  1. Family Shall Obtain All Income
  2. Verifying Unearned Income
  3. Verifying Earned Income
  4. Self Employment Income
  5. Determining Business Expenses

9-1-06

2-5

Prospective Budgeting

  1. Anticipating
  2. Factoring
  3. Averaging
  4. Annualizing

3-1-08

2-6

Income Evaluation Table

3-1-08

 

 

 

TANF CHILD CARE ELIGIBILITY & COORDINATION

3-1

OPA, WoRC & CCR&R Coordination

  1. Qualifying Families
  2. Child-Only Grant
  3. Qualified Provider
  4. OPA/WoRC Refer Families to CCR&R
  5. WoRC Manages Child Care
  6. Loss of Eligibility
  7. TANF Sanctions
  8. Dependent Care Disregard
  9. Co-payment Requirement
  10. Affordable, Appropriate, Suitable Care within a Reasonable Distance
  11. FIA Codes

3-1-08
3-2

Tribal TANF Coordination

    1. Application and CCUBS processing
    2. Qualifying Families and Children Participating in Tribal TANF
    3. Qualified Child Care Provider
    4. CCR&R Manages Child Care
    5. Re-certifying Child Care for Tribal TANF Participants
    6. Loss of Eligibility
    7. Sanctions
    8. Co-Payment Requirement
    9. Affordable, Appropriate, Suitable Care within a Reasonable Distance
    10. Serving the Family
 5-1-05

3-3

OPA & CCR&R Coordination

 

3-1-08
 

CHILD & FAMILY SERVICES CHILD CARE MANAGEMENT

4-1

 FSD & CCR&R Coordination
  1. Eligible Providers
  2. Child Care Referral – Electronic Form
  3. Four Options Under Best Beginnings Child Care Scholarship
  4. CFSD Child Care Options on CAPS
  5. Foster Children

3-1-08
4-2 CFSD & CCR&R Coordination 3-1-08

5 – RESERVED

 

SERVING THE FAMILY

6-1

Child Care Referrals

  1. Referral Process
  2. Basic Referrals
  3. Enhanced Referrals
  4. Unbiased Referrals
  5. Child Care Need Form
  6. Provider Updates
  7. NACCRRAware

9-1-06

6-2

Legally Unregistered Providers

  1. Qualifications
  2. Application Process
    1. Background Checks
    2. Fingerprint Options
  3. CCR&R Process
  4. Denials

3-1-08

6-2a

Legally Unregistered Providers Medication Administration

   9-1-06

 

 

 

6-3

Issuing the Child Care Certification Plan

  1. General Rule
  2. Maximum Number of Hours
  3. Extending Child Care Hours
  4. No Need for Child Care
  5. Parent Unavailable
  6. Respite Care Not Covered
  7. Sleep Time
  8. Study Time

3-1-08

6-4

Co-payment Requirements

  1. Co-payment Required for Eligibility
  2. Cost of Care is Less Than Co-payment
  3. Disputed Co-payments
  4. Notice of Unpaid Co-payment
  5. Arrangements in Lieu of Cash

5-1-05

6-5

Change Reporting

  1. Change Reporting Requirements
  2. CCR&R Evaluates the Change
  3. What-If Scenario
  4. Failure to Change Report
  5. Continuation of Best Beginnings Child Care Scholarship
  6. Increase of Best Beginnings Child Care Scholarship
  7. Decrease of Best Beginnings Child Care Scholarship
  8. Loss of Best Beginnings Child Care Scholarship
  9. Change in Child Care Provider

3-1-08

6-6

Absent Days & Continuity of Care Policies

  1. Absent Day Policies
  2. Certified Enrollment
  3. Holding-the-Slot
  4. Holidays
  5. Suspending a Case
  1. Continuity of Care Policies
  2. Fill-the-Gap
  3. Grace Period
  4. Jury Duty
  5. Medical Appointments
  6. Medical Emergency

3-1-08

6-7

Invoice & Payment Processes

  1. Sign-in/Sign-Out Sheets
  2. Actual Daily Attendance
  3. Accurate Invoices
  4. Timely Invoices
  5. Payment Address
  6. Batch Processing
  7. Direct Deposit
  8. Online Invoicing
  9. Recertification Review

3-1-08

6-8

 Investigating and Auditing
  1. Indicators to Initiate an Investigation
  2. Steps to Complete an Investigation
  3. Providers Must Receive Due Process
  4. Auditing Invoices at Recertification
  5. Auditing Internet Invoices

9-1-06

6-9

Corrections & Overpayments

  1. Underpayment
  2. Penalties for a Willful Action
  3. Overpayment
  4. Agency Error Results in Overpayment Sent to Parent
  5. Calculating an Over Claim or an Overpayment
  6. Provider Overpayment
  7. Household Overpayment
  8. Negotiating a Repayment
  9. Overpayment Process Guide
  10. Accounts Receivable

9-1-06

6-10

 Table of Eligibility Related Forms

3-1-08

6-11

Reserved

 

6-12

Reserved

 

6-13

Resources for CCR&R Eligibility Specialists

9-1-06

 

 

 

BEST BEGINNINGS QUALITY INITIATIVES

7-1

 Tiered Reimbursement for Quality Care
  1. Accreditation
  2. Rate Structure
  3. Star Rating System

9-1-06

7-2

Career Development

5-1-05

7-3a

Certified Infant Toddler Caregiver

  1. Infant Toddler Caregiver Certification

5-1-05

7-3b

Infant Toddler Mini Grant

  1. Application Process
  2. CCUBS Process

5-1-05

7-3c

Certified Infant Toddler Caregiver Stipend

  1. Application Process
  2. CCUBS Process

5-1-05

7-4

Provider Grants

  1. Categories of Grants
  2. Who May Apply
  3. How to Apply
  4. Maximum Grant Awards
  5. Special Requirements

5-1-05

7-4a

Mini Grants

  1. Who May Apply
  2. How to Apply
  3. Maximum Grant Awards

5-1-05

7-5a

Merit Pay 1

9-1-05

7-5b

Higher Education Merit Pay

9-1-06

7-5c

Infant Toddler Merit Pay

3-1-08

7-6

Provider Training

5-1-05

 

 

 

ADDENDUM - CHILD CARE LICENSING (Quality Assurance Division)

To receive a copy of the following sections, please contact
Becky Fleming-Siebenaler or Suzi Graveley.

815-1

Introduction to Registration

1/98

815-2

Definitions - Child Day Care Licensing

2/01

815-3

Day Care Registration Procedure

2/01

815-4

Day Care Orientation and Training

2/01

815-5

Registration Monitoring Process

3/01

815-6

Checklist for Family Home, Infant Care & Group Home

2/01

815-8

Day Care Center Licensing Procedure

3/01

815-9

Renewal Procedures for Day Care Facilities

6/01

815-10

Negative Registration/Licensing Action

7/03

815-12

Drop-in Care Protocol

10/99

815-13

Extended Licensing Procedure

5/01

815-15

Complaint Policy

6/01

815-17

 Locking the Door Policy

1/03
Page last updated 03/21/2008