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«Child Care and Development Fund Voucher Program Policy and Procedure Manual The Office of Early Childhood and Out of School Learning Family and ...»

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A CCDF Household is one or more custodial adults and children related by blood or law, or other person standing in loco parentis, residing in the same CCDF Household. Where custodial adults over the age of 18 (other than spouses or biological parents of the children needing services) reside together, each is considered a separate CCDF Household. Wards of the Local Office of the Department of Child Services (DCS), foster children on Title IV-E, are the legal responsibility of DCS and not the CCDF Household which the child has been placed. Note: A marriage between persons of the same gender is recognized in Indiana; therefore, persons of the same gender are considered Applicant and Co-Applicant.

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CCDF Reimbursement Rates are county maximum reimbursement rates for child care by age category and provider type determined through a local CCDF Reimbursement Rate Survey of Indiana’s licensed child care providers.


An entity which validates and processes claims from CCDF Eligible Providers.

CHECK-IN / CHECK –OUT The term to describe the process of electronically documenting a child’s attendance through the use of a Point of Service (POS) device located at the child care.

CHILD An individual who is under the age of eighteen (18).


The CCDF program was authorized by Congress through the U. S. Department of Health and Human Services to amend the Child Care and Development Block Grant. The purpose of the CCDF program is to have one single, integrated child care funding system to assist low-income families through subsidized child care and to increase the availability and quality of child care services.


The Child Care Resource and Referral (CCRR) is an agency serving each Indiana county to help families make decisions about quality child care for their children. CCRR agencies also offer various training opportunities and other business and child care resources to providers.


Child care subsidy is defined as the maximum child care reimbursement less applicable co-payment.


A competency-based certification for individual child care providers awarded through the Council of Early Childhood Professional Recognition.


Child with a disability means a child with mental retardation, speech or language impairments, visual impairments, serious emotional disturbance, orthopedic impairments, autism, traumatic brain injury, other health impairments, or needs special education and related services.


A child who is enrolled in one or more of the following programs or provides:

 Children with Special Health Care Services;

 First Steps Early Intervention System;

 Public School Special Education;

 Supplemental Security Income (SSI); or  Documentation the child has been professionally diagnosed with a disability


A person who is a citizen of the United States.

CO-PAYMENT A co-payment is defined as a weekly fee for child care based on the CCDF Household’s Income exceeding 100% of the federal poverty guidelines and their year of CCDF participation utilizing the

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Office’s Child Care Income Eligibility Determination and Sliding Fee Scale.


A contract employee is an individual who may select their own hours and days they will work in another individual’s business, trade or profession. Unlike a self-employed individual, they do not assume any of the risks associated with business ownership. These individuals would document their wages as an employee. See Section Service Need “Employment (Working)”.


A voluntary, nationally recognized accreditation system for early childhood centers and after-school programs. It is authorized and validated by the National Early Childhood Program Accreditation Commission.


A previous thirty (30) day period which may include Applicant or Co-Applicant signature date on State Form 805 or CCDF Parent / Applicant Worksheet unless otherwise stated.


Daily care is defined as four (4) hours or more of child care in a day.


The date the State Form 805 or CCDF Parent /Applicant Worksheet (reauthorization or updates only) has been signed and dated by the Applicant or Co-Applicant.


A method of verification which does not require documentation.


CCDF funding component issued as vouchers for child care services or contracted with certain child care center providers for child care services.


For educational programs with single course terms for full-time students or no identified course begin or end dates, each semester or term shall be counted by 16 week intervals.


A service need of Education/Training is established when an Applicant or Co-Applicant provides proof of participation in a certified or accredited education/training organization or institution occurring inside or outside of the home, unless otherwise indicated.


A recipient of CCDF subsidy who is less than thirteen (13) years of age or eighteen (18) years of age with a documented special need or under court ordered supervision and whose family income does not exceed 85% of the State median income for a family of the same size and who does not have assets which exceed one (1) million as certified by a family member, and who resides with a parent(s) who are working, attending a job training or educational program, or are receiving or need to receive protective services.


A married minor or a minor residing apart from their parents and financially independent with parental consent, or affirmed by legal action.

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An employee is a person who works in the service of another person under an express or implied contract of hire, under which the employer has the right to control the details of work performance.

(Black's Law Dictionary)


Employment is established when an Applicant or Co-Applicant provides proof of monetary compensation for labor or services performed for another person or organization which constitutes their usual means of livelihood.


A period of twelve (12) consecutive months for which a child is enrolled without a lapse of more than ninety (90) days.


Accumulated CCDF funds to allow the addition of a child(ren) to the CCDF program.


For purposes of CCDF eligibility, exempt income is defined as income received for limited use excluding child care, income received as reimbursements for expenses paid, income previously counted, and income received by a non-custodial adult. Exempt income includes, but is not limited to, food stamps, housing assistance, travel reimbursement, tax refunds/stimulus, foster care per diem, adoption assistance, and deductions for advance pay.


A family’s total assets are defined as all cash, retirement, investments, and real property.


An individual who provides child care services in a residential structure other than the child’s residence.


Guidelines issued by Health and Human Services by the number in the family unit and income level to determine whether a person or family is financially eligible for assistance or services under a particular Federal program. These guidelines are based on poverty thresholds used by the Bureau of Census to prepare its statistical estimates of the number of persons / families in poverty. The poverty guidelines are adjusted each year to account for the last calendar year’s increase in prices as measured by the Consumer Price Index.


A CCDF Household with current gross monthly income from all countable sources which falls below the established federal poverty guideline percentages determined by the Office.


The daily maintenance payment to a foster parent for the care of a child who is deemed a ward of the local Office of Department of Child Services.


An individual who provides care and supervision as a substitute family on a 24-hour basis to a child who is deemed a ward of the local Office of the Department of Child Services. A foster parent, with the appropriate verification, may be considered a valid Applicant for enrollment of the foster child to the CCDF program. When foster parents are of the same gender, both are considered Applicants.


Effective February 28, 2016 CCDF DEFINITIONS & ACRONYMS


Full-Time Weekly is defined as child care provided for 25 hours or more per week Sunday through Saturday, for non-school age children or school-age children when school is not in session or when care is required during non-traditional hours. For school-age children, when school is in session, fulltime weekly is defined as ten (10) hours or more per week Sunday through Saturday.


For purposes of CCDF eligibility, gross CCDF household income is defined as total income from all countable sources prior to taxes and after income exclusions and adjustments (as stated in the CCDF Policy Manual) received by each identified CCDF Household Member in the current period.


Holidays are defined as a provider’s six (6) chosen dates of closure per calendar year for which the child’s attendance is credited as documented on the child’s CCDF voucher.


Schooling provided for children eligible to receive public education in the child’s home or other facility not recognized by the Department of Education.


A card with a magnetic strip used to electronically document a child’s attendance at a CCDF eligible provider. This card is issued by the Intake Office when an Applicant or Co-Applicant is authorized to receive CCDF subsidy.

IN-HOME CARE (NANNY CARE) In-home care is defined as child care services provided by an individual over eighteen (18) years of age who comes into the child’s own home and does not reside at the child’s address and is not the child’s parent, step-parent, guardian or in loco parentis.


Incapacitated is defined as an Applicant or Co-Applicant who has a medical condition that prevents him/her from participating in their service need and is unable to care for their child(ren), as verified by a doctor’s statement. This condition may be permanent or temporary. A temporary condition may not exceed thirteen (13) weeks.


Center or home-based care for newborn through 36-month-old children.


Inclement weather closures are defined as a provider’s five closure days per calendar year due to severe weather for which the child’s attendance is credited as documented on the child’s CCDF voucher. An inclement weather closure day can be used by a provider when their county’s emergency management system has issued travel advisories restricting travel. The following Department of Transportation website can be used to monitor a county’s status: www.in.gov/dhs/traveladvisory,


An entity which is, by contract, obligated to perform CCDF intake and eligibility functions according to state guidelines. These functions include, but are not limited to: verifying service need, verifying financial need, accurately enrolling a child with a CCDF eligible provider according to the CCDF Household’s needs, performing authorizations as needed, and reporting suspected fraud.


Effective February 28, 2016 CCDF DEFINITIONS & ACRONYMS


Activities conducted inside or outside the home to obtain employment which may include, but are not limited to; employment workshops, job fairs/clubs, research, face-to-face contact with potential employers, job interviews, completing and following up on job applications, registering for work at an employment agency, completing pre-employment requirement and job testing.


Late attendance is entered at www.hoosierchildcare.com by the provider to request a payment correction when a weekly payment was incomplete or incorrect. The electronic claim must be approved by the parent using www.hoosierchildcarefamily.com or the parent automated phone line.


The following are exempt from licensure per IC 12-17-.2-2-8.

1. A program for children enrolled in grade kindergarten through 12 that is operated by the Department of Education or a public or private school.

2. A program for children who become at least three years of age as of December 1 of a particular school year (as defined in IC 20-18217) that is operated by the Department of Education or a public or private school.

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