Effective Date: 09/30/2016
Revisions: 11/01/18, 12/1/18, 06/18/2019
Reference: CCAP Protective Services Child Care (CCAP-PSCC) 45 CFR § 98.2 Definitions; 45 CFR § 98.46 Priority for Child Care Services; 45 CFR § 98.51 Subpart F, Services for Children Experiencing Homelessness.
Cross Reference: 01.03.01 - Two-Parent Household; 02.02.03 - Notification Eligibility Determination; and 01.01.01 - Residence
IDHS has added two (2) categories of Protective Services Child Care (PSCC) for eligible families in need of Child Care Services. These categories have been identified for families that are eligible to receive Child Care service through the DHS Child Care Assistance Program Protective Services Child Care (CCAP-PSCC):
- Children Experiencing Homelessness and;
- DCFS Intact Family Service Cases
Children Experiencing Homelessness
The Illinois Child Care Assistance Program uses the McKinney-Vento Act definition of families experiencing homelessness. (Section 725 of Subtitle VII-B of the McKinney-Vento Act (42 U.S.C. 11434a). According to this act, the term homeless means an individual who lacks a fixed, regular and adequate nighttime residence; and includes individuals who;
- Share the housing of other persons due to loss of housing, economic hardship, or a similar reason; are living in motels, hotels, trailer parks or camping grounds due to the lack of alternative accommodations; are living in emergency or transitional shelters; are abandoned in hospitals or awaiting foster care placement;
- Have a primary nighttime residence that is a public or private place not designed for or ordinarily used as regular sleeping accommodations for human beings;
- Live in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings; and
- Are migratory and live in any of the circumstances as described above.
The list of examples included in the definition is not exclusive; rather, it is meant to address some of the more common situations of homelessness in determining the extent to which the family fits the definition.
The Department will provide CCAP Protective Service Child Care Assistance to eligible families who indicate they are experiencing homelessness on an Application, Redetermination, or Change of Information Form to obtain or maintain a child care arrangement, respectively. Families that indicate and provide documentation that they are experiencing homelessness will be allowed 2 periods immediately following notification of experiencing homelessness within a 12-month period to establish a CCAP eligible activity (employment, education...) and to submit required eligibility documentation including pay stubs, and school schedules.
- Eligibility Criteria
- A family's circumstances must meet the Department's definition of homelessness under this section.
- Families not in a CCAP eligible activity after the initial 90-day eligibility period,
- will not be eligible for additional CCAP approval unless the family indicates they are still experiencing homelessness, in which case a 2nd 90-day PSCC eligibility period can be approved.
- If the 2nd PSCC period is immediately following the first 90-day approval, a new CTLAQ is not required.
- If more than 30 days have passed, a new CTLAQ is required.
- Payments made during the time the family is completing the CTLAQ shall not be considered an error or improper payment even if the form has not been submitted.
- For new applicants documenting homelessness, the child care arrangement schedule shall be approved as listed on the application. If the application does not include a schedule, the case should be approved for full time days; Monday through Friday.
- Once approved for an eligible activity, the child care schedule will be determined according to the time in that activity per CCAP policy.
- The Family Co-payment shall be assessed at $1.00 per month during the 90-day approval period. The $1.00 copayment also applies to the 2nd 90-day approval period.
- Families that document they are experiencing homelessness that are engaged in a CCAP eligible activity will be approved for 12 months. Under the Protective Services guidelines, the family will be assessed a monthly copayment of $1.00 monthly for the first 3 months after the client submits the Certification of Temporary Living Arrangement Questionnaire (CTLAQ). (see section X below)
- At the time of redetermination, if the family is still eligible with an activity, approve the case for 12 months and assess the copayment according to the countable family income.
- Authorization and Verification
The 90-day period is provided to children whose parents indicate they are currently experiencing homelessness, and are not engaged in a CCAP eligible activity. Families experiencing homelessness that are engaged in an activity will be approved for 12-months with a $1.00 copayment assessed for the first 3-months after declaration of homelessness.
- The provisions under the Child Care Assistance Program Protective Services Child Care (CCAP-PSCC) are intended to:
- Allow a reasonable time frame for families experiencing homelessness to address their basic needs (housing employment, medical care...) at a time when the families' unique circumstances and the disruptions common to homeless families temporarily presents additional barriers;
- Implement program policies and procedures that encourage families experiencing homelessness to engage in and remain in self-sufficiency activities;
- Support children's learning and development in safe, stable and nurturing environments;
- If an applicant or current CCAP client indicates that they are homeless, the Application, Redetermination, or Change of Information must be processed by CCR&R's and Sites according to the policies and procedures listed in this section and;
- Contact the family to obtain missing information or clarification that is needed to enter case information into CCMS. If the Application, Redetermination or Change of Information Form is incomplete, contact the family using the most current information provided on the Application, Redetermination or Change of Information.
- The Family must also complete, sign, and return the Certification of Temporary Living Arrangement Questionnaire (CTLAQ) to describe their living situation to document that the family meets the definition of homeless. CCAPCertificationofTemporaryLivingArrangementHomelessnessQuestionnairerevision113018 (pdf)
- The CCR&R's and Sites must issue a CTLAQ (Revised date 11-2018) to all applicants and clients that indicate they are experiencing homelessness verbally, on the Application, Redetermination, or Change of Information Form.
- The CTLAQ must be signed by the applicant/client and and identify a certified homeless agency/program within 30 days of approval. The CTLAQ shall be included in the family's eligibility documentation and scanned into CCMS as a miscellaneous client document;
- The CTLAQ will serve as the initial information to determine the family's eligibility under this provision and explain their responsibility to provide accurate information. Allow the family 30 days from the date the family the CCR&R or Site to sign and return the CTLAQ.
- Homeless families approved under the provision of CCAP-PSCC must certify they have registered with an approved local agency or program to support families experiencing homelessness within 30 days by submitting the CTLAQ. If the family has not completed this requirement, they must indicate that they plan to do so within the next 30 days by marking the corresponding box on the CTLAQ.
- Approved local agencies and programs can include, but are not limited to:
- Homeless Shelters
- Early Head Start and Head Start programs
- Transitional housing programs
- CCR&R's and Sites may contact CCAP Policy to inquire about specific programs
- If the completed CTLQ has not been received within 30 days of the request, or if was received either without an approved agency/program or the box marked to indicate they plan to make this contact, the CCR&R and Sites will sent out a Request for Additional Information (RAI) indicating that the completed CTLAQ was not received by the requested due date. Inform the family that the document is required for continued eligibility under the CCAP Protective Services Child Care policy. Non-compliance with the request could result in the loss of child care for the remainder of the eligibility period. Indicate that if assistance is needed locating an approved agency, please contact the CCR&R/Site before the 30-day notice expires. If the CTLAQ has not been received within the 2nd 30-day request period, follow procedures for canceling CCAP cases.
- Eligibility Staff must utilize current State databases and should use the same policies and procedures currently in place for electronically verifying information for entry into the CCMS. NOTE: Service eligible activities are NOT required for these families during the first 90 days of approval.
- CCAP Protective Services Child Care Eligibility Period
The eligibility for homeless families approved under this provision is determined for a period not to exceed 90 days. Families determined eligible under this provision shall remain eligible through their eligibility period despite a parent's reported loss of work or cessation of attendance at a job training or educational program. A total of (2) 90-day eligibility periods can be approved under these provisions within a 12-month period. These periods can be consecutive.
- Contact Information
The Applicant or parent should identify and maintain current mailing address and/or telephone information. If the applicant's street address is recorded as "homeless", or is left blank and the Homelessness box is marked, the identified city and zip code will determine the managing CCR&R Agency. An Applicant or parent who does not have an address or telephone number must maintain as much current contact information as possible with the Child Care Resource and Referral Agency or Site Administered Child Care Provider.
- All notices will be deemed adequately served if they are mailed to parent(s) at their last known address, or if they are otherwise mailed or delivered to parent(s) based on the contact information that they maintain with their child care provider, CCR&R or Site Provider Agency
- A Family must have an active TANF Cash, SNAP, or Medical Assistance case and have an approved plan and arrangements for the recipient to receive all correspondence at the Family Community Resource Center address as a client with no permanent address. CCAP Specialist will need to enter the Family Community Resource Center address.
PLEASE NOTE: If an Applicant is homeless, determine if a current email address is available for receiving Department notification.
All families approved under CCAP Protective Services Child Care identified as homeless will automatically receive 30-day written notification prior to end of eligibility that the case is to be canceled. CCAP Protective Services Child Care for families identified as homeless may be cancelled at any time it is determined that the family no longer meets the Department's definition of homeless, when the family requests to discontinue services under the provision of Protective Child Care Services, or at any time after a final determination is made the family is found ineligible for CCAP. Payment made prior to the final eligibility determination shall not be considered an error or improper payment, therefore overpayments will not be issued.
Homeless families approved under CCAP-PSCC seeking to continue eligibility after the initial 90-day period must be redetermined to continue receiving services, provided all applicable eligibility requirements are met including, (e.g., residency, education, employment and training) in order to be approved for a new 12-month eligibility period. If eligible the case shall be approved for a 12-month eligibility period in accordance with CCAP Policy.
The family may be approved for a 2nd 3-month eligibility period under Protective Services Child Care if they are still experiencing homelessness at the time of redetermination as long as they have not been approved twice under these provisions within a 12-month period. If the 2nd PSCC period is immediately following the first 90-day approval, a new CTLAQ is not required. If more than 30 days have passed, a new CTLAQ is not required.
- Denial, Cancellation
CCAP Protective Services Child Care for eligible homeless families will end when the applicant family no longer meets the Department's definition of homeless, at the end of the 90-day period, or when it is determined that child services are no longer appropriate, whichever occurs first in accordance with the reasons for denial, cancellation.
- Reasons for Denial or Cancellation
In accordance with CCAP-PSCC families may be denied or cancelled for reasons including, but not limited to the following:
- income exceeds maximum for family size,
- failure to submit Homeless Certification Questionnaire,
- family's circumstances do not meet the Department's definition of homelessness,
- submission of false statements, documentation, or misleading information in order to receive CCAP-PSCC for which no eligibility would otherwise exists.
- Care authorized with a Qualified License-exempt child care center (Applicable Only to Applications, Redeterminations, or Change of Information forms received on or after October 1, 2018).
- A Certificate of Immunization is required to be kept in the family case record for all non-school-aged children who are receiving care through a License-Exempt Center
- Care approved using an approved License-Exempt Child Care Centers must have a written policy for it establishing grace periods that allow children experiencing homelessness enrollment in their program
- Under this provision, the center must allow families a reasonable time to take any necessary action to comply with requests for copies of birth certificates, prevention or immunization documentation and other health and safety requirements.
- Families may receive up to ninety (90) days to verify immunization requirements.
- The ninety (90) days grace period will not postpone the eligibility determination. However, if immunization is not verified by the end of the ninety (90) day period, the child for whom immunization cannot be verified will be determined ineligible for on-going child care assistance
- Families Experiencing Homelessness and Engaged in Activity
- If a family indicates they are experiencing homelessness, is involved in a CCAP eligible employment or education/training activity per CCAP policy and provides all required documentation:
- Select NO for the HOMELESS indicator in CCMS;
- Enter all required information;
- Run eligibility in CCMS;
- If eligible, approve the case for a 12-month eligibility period;
- Process a system override to give a $1 copay for the first three months of the 12-month eligibility period.
- Once approved and notices generated, update the case to change the HOMLESS indicator to YES. This will allow proper reporting of the number of CCAP families experiencing homelessness.
DCFS Closed Intact Family Cases/Protective Services Child Care
In accordance with P.A. 100-0860 IDHS and IDCFS has formed a collaboration to assist families transitioning out of DCFS Intact Family Services by providing Child Care assistance through DHS Child Care Assistance Program (CCAP). Eligible families would receive six months of child care services paid for through DCFS and then an additional 6 months through the IDHS Child Care Assistance Program (CCAP). To ensure that these families receive timely services without breaks in previous child care services, six to eight weeks prior to the end of DCFS Intact Services, or within six months of exiting DCFS Intact services, a family may be referred to DHS CCAP for child care assistance. The following guidelines are established as follow:
- A completed DHS Child Care CCAP application (3455) and the "Intact Family Services Case-IDCFS/IDHS Child Care Services Referral Form" received from the DCFS Intact Caseworker.
- The designated CCR&R Intact Family Service Liaison will review and process the application for the Closed Intact Family Cases.
- If any information is missing, contact the DCFS Intact worker submitting the referral by sending the RAI, allowing the 10-day timeframe to respond to the request.
- A CCMS generated RAI's are only sent to clients and /or providers. the CCR&R Intact Family Service Liaison will need to send a manual RAI to the DCFS Intact worker and case not CCMS of the action.
- If all information is correct, approve the application for 6 months from the date of the CCAP application.
- The child care arrangement schedule shall be approved as listed on the application. If no schedule is listed, the case is to be approved for 5 full time days per week.
- Parent co-payment will be accessed at $1 per month for the entire approval period.
- NOTE- Until CCMS is programmed with the proper reason and sub reason for care, CCAP workers will need to override eligibility period to 6 months and the copayment assessed to $1 per month.
- Payments made shall not be considered an error or improper payment.
II. Authorization and Verification
The 6-month period is provided to children of DCFS Intact Family Services regardless of participation in any employment or educational activities.The provisions under the Child Care Assistance Program Protective Services Child Care (CCAP-PSCC) are intended to:
- Allow children to remain with the same provider, whenever possible for an additional 6 month of child care paid by DHS Child Care-CCAP. If the client chooses to change providers, a Change of Provider (COP) form should be submitted for approval.
- Allow parents an opportunity to seek an eligible activity (employment, training, education, etc).
- Implement program policies and procedures that encourage families transitioning from DCFS Intact Family Services to engage in and remain in self-sufficiency activities;
- Support children's learning and development in safe, stable and nurturing environments.
All families approved under CCAP Protective Services Child Care identified as DCFS Intact Family Cases will automatically receive 30-day written notification prior to end of eligibility that the case is to be canceled. When the family requests to discontinue services under the provision of Protective Child Care Services, or at any time after a final determination is made the family is found ineligible for CCAP. CCAP Protective Services Child Care for families identified as Intact Family cases may be cancelled at any time it is determined that the family no longer meets the Department's definition of a DCFS Intact Family Case. When the family requests to discontinue services under the provision of Protective Child Care Services, or at any time after a final determination is made, the family is found ineligible for CCAP. Payment made prior to the final eligibility determination shall not be considered an error or improper payment, therefore, overpayments will not be issued.
- CCMS will generate a Notice regarding eligibility ending approximately 4-6 weeks prior to case closure.
- CCMS will generate a Redetermination Form approaching the end of the 6 month eligibility period.
- If a Redetermination is not entered into the CCMS by the beginning of the 6th month of eligibility, a cancellation notice will be automatically generated wit an effective date of the end of the eligibility period.
- If the Redetermination is returned, the family must meet all CCAP eligibility criteria for an existing case, including an eligible employment or educational activity. Family income between 200% FPL and 85% SMI will be eligible for a 3 month Graduated Phase-Out eligibility period.
V. Care authorized with a Provider (licensed, License-Exempt)
- If the family currently has a provider that meets CCAP qualifications, The CCR&R will enter cases and provider information into CCMS and approve for a 6-month eligibility period.
- If the family's current provider does not meet CCAP qualifications, the CCR&R will issue a Request for Additional Information to inform the provider what is needed to become qualified (ABC training, photo ID, W-9....). A Change of Provider packet should also be issued.
- If the family is in need of a new provider, the family will be referred to the CCR&R parent services for a provider search. The CCR&R parent services should provide a list of highly qualified providers, including a Head Start Program, within five business days of receipt.
- CCMS Drop down menu will provide options for reason codes which allows a 3 month approval period with no activity.