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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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3. A nonresidential program for a child that provides child care for less than four hours a day.

4. A recreation program for children that operates for not more than 90 days in a calendar year.

5. A program whose primary purpose is to provide social, recreational, or religious activities for school age children, such as scouting, boys club, girls club, sports, or the arts.

6. A program operated to serve migrant children that:

a) Provides services for children from migrant worker families; and

b) Is operated during a single period of less than 120 consecutive days during a calendar year.

7. A child care ministry registered under IC 12-17.2-6

8. A child home if the provider:

a) Does not receive regular compensation;

b) Cares only for children who are related to the provider;

c) Cares for less than six children, not including children for whom the provider is a parent, stepparent, guardian, custodian, or other relative; or

d) Operates to serve migrant children.

9. A child care program operated by a public or private secondary school that:

a) Provides day care on the school premises for children of a student or an employee of the school;

b) Complies with health, safety, and sanitation standards as determined by the Office under Section 4 of this chapter for child care centers or in accordance with a variance or waiver of a rule governing child care centers approved by the Office under section 10 of this

chapter; and

c) Substantially complies with the fire and life safety rules as determined by the state fire marshal under rules adopted by the Office under section 4 of this chapter for child care centers or in accordance with a variance or waiver of a rule governing child care centers approved by the Office under section 10 of this chapter.

10. A school age child care program (commonly referred to as a latch key program) established

under IC 20-26-5-2 that is operated by:

a) The Department of Education;

b) A public or private school; or

c) A public or private organization under a written contract with:

i. The Department of Education; or ii. A public or private school.

–  –  –


A provider meeting the legal requirements of the state to provide child care services and has been issued a license by the Office to operate a child care facility or home.


Lump Sum Payments is money paid through life insurance, inheritances, lawsuit settlements, gambling/lottery winnings, severance payments from previous employer, retention bonuses from current employer, annual employment bonuses, etc. are to be annualized, unless otherwise stated.


A child characterized by the use of a particular medical device which compensates for the loss of the use of a body function and who requires substantial and complex daily care to avert death or further disability.


A written agreement between two or more parties which defines the roles and responsibilities of all parties.


A parent who is under the age of eighteen (18).


A voluntary, nationally recognized accreditation system for after-school programs. It is authorized and validated by the National After-School Association (NAA)


A voluntary, nationally recognized accreditation system for all types of early childhood centers and schools. It is authorized and validated by the National Academy of Early Childhood Programs, a division of the National Association for the Education of Young Children (NAEYC).


A voluntary, nationally recognized accreditation system for family child care homes. It is authorized and validated by the National Association of Family Child Care (NAFCC).


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


New applicant is an individual applying for services who has not participated in the CCDF program for the previous 90 days.

–  –  –


A non-permanent employee is defined as an employee who is knowingly hired to perform services for less than twelve (12) consecutive months, i.e. Secondary School Employee, Head Start Employee, and etc.


Care provided outside Monday through Friday, 6:00 a.m. to 6:00 p.m., and sick child care.

OFFICE OF EARLY CHILDHOOD AND OUT OF SCHOOL LEARNING (The Office) The Office is the lead agency for CCDF administration responsible for issuing program policies and procedures, as well as, monitoring contractors, and collecting data. Additionally, the Office develops and evaluates the CCDF State Plan and is accountable for administration of funds.


On-The-Job Training is defined as an employee completing unpaid training at their place of work while he or she is doing the actual employment activity.


An overage is defined as the portion of a provider’s charges which exceed the applicable county CCDF Reimbursement Rate and may be charged to the Applicant and Co-Applicant.


A partial pay cycle is income documentation which does not represent an entire pay cycle. In example, less than four (4) pay stubs if paid weekly or two (2) pay stubs if paid bi-weekly or semimonthly.


Paths to QUALITY is a system where each level builds on the foundation of the previous one, resulting in significant quality improvements at each stage and national accreditation at the highest level. The system validates programs and providers for ongoing efforts to achieve higher standards of quality and provides incentives and awards for success.


A pay cycle is inclusive of four (4) pay stubs if paid weekly or two (2) stubs if paid bi-weekly or semi-monthly.


Twenty (20) days an Applicant or Co-Applicant may use for a child’s absence per enrollment year.

Personal days are provided to children who are enrolled on a full-time weekly basis. These days may be used at the Applicant or Co-Applicant’s discretion for days when the provider was open for business, and the child was scheduled to attend, but did not attend any part of the day.


A provider assignment used to obligate funding without payment.


A child who resides and is receiving care and supervision from the Applicant at least 50% of the time.


A four-digit number, chosen by a parent, to serve in place of their signature when documenting attendance electronically.

–  –  –


A machine issued to a CCDF eligible provider which is used to electronically document the eligible child(ren)’s attendance at the facility and generate reports.


Post-Secondary Education is education provided by an institution beyond a High School.


The term to describe the process of documenting a child’s attendance through the use of a Point of Service (POS) device for a prior day.


Program abuse is defined as any false reporting of fact or information, providing false documentation or the omission of facts by the Applicant or Co-Applicant.


Services provided by an established agency or organization to protect children or persons at risk of abuse/neglect or exploitation. May also be referred to as CPS (Child Protective Services). Income eligibility and fee requirements may be waived.


An individual, eighteen (18) years of age or older, who is responsible for the direct care, protection, and supervision of children in the absence of their custodial adult.


Types of child care settings such as center-based, child care home, and in-home care.


An alien who is lawfully admitted for permanent residence under the Immigration and Nationality Act; an alien granted asylum under this Act; a refugee admitted under this Act; an alien who is paroled into the U.S. for a period of a year; an alien whose deportation is being withheld under the Act; and/or an alien granted conditional entry pursuant to the Act.

RACE A major division of human beings, whose members are regarded as having a common ancestry and similar physical traits.


Reauthorization is the process by which information is obtained to document an Applicant and CoApplicant’s CCDF eligibility. The Intake Agent must complete this through face-to-face interview, mail or other acceptable means.


The RID number is a unique identifying number assigned to a recipient of State benefits and their household members who may or may not be recipients.


An individual provider who resides in the child’s home and is a grandparent, great-grandparent, aunt or uncle of the eligible child.


A person who lives in the county in Indiana where they are applying or receiving assistance. This can

–  –  –

include a person temporarily residing in a domestic or homeless shelter. Also included are legal (qualified) aliens. There is no minimum length of time a client must reside in Indiana.


School-Age care is defined as child care provided to children attending school for the entire day needing before and after school care during traditional hours, including children attending all day Kindergarten.


School-age other care is defined as child care provided for a break in school which is greater than one (1) week, for care provided outside of Monday through Friday 6:00 am – 6:00 pm and care provided to sick children.


Secondary Education is defined as enrollment in an elementary, middle, junior or senior high school program, excluding those students being home schooled or participating in distance learning.


An Applicant and/or Co-Applicant method of verification which does not require documentation.


A service need of self-employment is established when an Applicant and/or Co-Applicant provides proof of revenue directly from their own business, trade or profession which may take place in or out of the home. These individuals have control over all aspects of their business. They are responsible for the delivery of services, the invoicing of services, the collection or revenue, and all other risks associated with business ownership. An Applicant and/or Co-Applicant whose self-employment activity started less than eight (8) weeks earlier may not be able to provide proof of income.

Therefore, it should be treated as new employment.


A Service Need is established when each Applicant and Co-Applicant living in the home with a eligible child(ren) can demonstrate the need for child care by providing proof of participation in one or more of the following: employment activities, education and training activities or Child Protective Services.


A licensed provider may decide to offer child care services during non-traditional hours. CCDF children are to be assigned, according to their service need, to one of two 12-hour shifts (either 6:00pm until 6:00am, or 6:00am until 6:00pm or other shift defined and approved by the Office). The provider may not enroll more than their licensed capacity during either 12-hour shift. A child who needs care that would overlap during these shifts shall be assigned to both shifts.


A single Applicant is an individual who is raising a child in a CCDF Household without a CoApplicant.

STATE FORM 805 A termed used to describe an application for CCDF services.


A provider of services who contracts with the Family and Social Service Administration’s grantee.

A subgrantee must meet the same eligibility criteria as the primary grantee and adhere to all FSSA

–  –  –

policies and procedures.


The maximum appropriate child care reimbursement less applicable co-payment.


The date the CCDF Household is eligible to begin receiving CCDF services. The subsidy begin date may not be more than two weeks prior to the application date for TANF Impact Applicants only. The subsidy begin date must occur the week of application or the week following for non-TANF Impact Applicants, unless otherwise stated.


The date CCDF services will end, unless the Applicant or Co-Applicant completes the reauthorization process and is determined eligible according to established CCDF policies and procedures.


A determination supported with proof of evidence; verified.

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