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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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One of the following is appropriate documentation to verify a service need of Approved

Leave, Temporary Change in Physical Custody:

 A copy of a formal custody agreement which includes:

 CCDF child’s name  Frequency and duration of visitation  A written statement from the Applicant which includes:

 CCDF child’s name  Duration of visitation  Person with whom the CCDF child will be residing  Applicant signature and date

APPROVED LEAVE

◄ TEMPORARY MEDICAL CONDITION ►

A service need of Approved Leave is established when an active Applicant or Co-Applicant provides proof of a Temporary Medical Condition which prohibits participation in their

–  –  –

current service need, but is able to care for their children. The eligible child’s voucher may be placed in Approved Leave for a period of time not to exceed sixteen (16) weeks.

–  –  –

TEMPORARY MEDICAL CONDITION DEFINITION

A Temporary Medical Condition is defined as a condition which would not be considered permanent by a physician, medical practitioner or Social Security Administration and prevents the person’s ability to work, attend school and/or seek employment.

APPROPRIATE DOCUMENTS TO VERIFY TEMPORARY MEDICAL LEAVE

One of the following is appropriate documentation to verify a service need of Approved

Leave, Temporary Medical Condition:

PLEASE NOTE: This policy may apply if the Applicant or Co-Applicant is the primary caregiver of their spouse or their child within a CCDF Household.

 A written statement, including signature and date, from physician indicating the Applicant or Co-Applicant is unable to participate in current service need including duration; and  Proof of current service need.

–  –  –

APPROPRIATE DOCUMENTATION TO VERIFY CHILD PROTECTIVE

SERVICES

The following is appropriate documentation to verify a service need of Child Protective Services.

 A current written statement from the CPS caseworker indicating:

 The child(ren) are living with their biological or adoptive parent  The child(ren) need care outside of the home  Duration of need not to exceed 53 weeks  Amount of care needed per week  CPS caseworker’s contact information

–  –  –

APPROPRIATE AUTHORIZATION DOCUMENTATION FOR A CPS CASE

All of the following documentation must be obtained at time of application:

 Applicant and Co-Applicant identification from approved source (See Appropriate Documents to Verify Identity page 44)  Child(ren)’s identification and date of birth from approved source (See Appropriate Documents to Verify Identity page 40 or 45.)  Residency verification from approved source (See Appropriate Documents to Verify Residency page 38.)  Complete current CPS Caseworker Referral (See Appropriate Documentation to Verify Child Protective Services above.)  Current complete Provider Information Page

–  –  –

CHILD PROTECTIVE SERVICES EXCEPTIONS

2.9.3 CHILD PROTECTIVE SERVICE EXCEPTION POLICY

An Applicant or Co-Applicant who has physical custody of a child with a CPS case plan who is not their biological child or step-child is not eligible for CCDF benefits with service need of Child Protective Services.

PLEASE NOTE: This Applicant or Co-Applicant may be eligible for CCDF benefits;

however, they must demonstrate a valid service and financial need. The CCDF Applicant and Co-Applicant’s priority will not be CPS.

2.9.4 CHILD PROTECTIVE SERVICE APPROVED LEAVE POLICY

An Applicant or Co-Applicant who does not have physical custody of their biological or step-child with a CPS case plan, but who is eligible for CCDF benefits with a service need of Child Protective Services may be place in “Approved Leave” for the period of time needed to establish family reunification. This period may not exceed six (6) weeks in duration.

–  –  –

2.10.1 EDUCATION OR TRAINING SERVICE NEED POLICY

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

TYPES OF EDUCATION OR TRAINING PROGRAMS

Any of the following may be appropriate training and education activity:

 Adult Basic Education  Clinical, Internship, Externship or Practicum  Community Work Experience or CWEP (TANF Impact participants only)  English as a Second Language (ESL)  General Education Degree (GED)  Job Readiness (TANF Impact participants only)  Post Secondary Education (including Distance Learning)  Vocational Training  Work/Study

APPROPRIATE SOURCES TO VERIFY IF AN EDUCATIONAL OR TRAINING





PROGRAM IS ACCREDITED OR CERTIFIED

Any of the following are appropriate sources to verify if an educational or training program is accredited or certified by a recognized organization.

 www.chea.org  www.detc.org  www.doe.in.gov (secondary learning institutions)  https://fafsa.ed.gov  www.in.gov/bpe  www.in.gov/che  https://mylicense.in.gov/everification (select search for facility, business... )  www.ope.ed.gov/accreditation/search.aspx Proof of accreditation or certification should be verified and documented for a non-public institution.

–  –  –

EDUCATION AND TRAINING EXCLUSIONS

2.10.2 POST SECONDARY EDUCATION LIMIT POLICY Non-TANF Impact households are eligible to receive CCDF benefits when post secondary education is their only service need, unless the Applicant or Co-Applicant has received one 4 year degree, 2 associate degrees or received CCDF benefits for 16 cumulative semesters/terms. When calculating time, include all training programs beyond high school, including trade programs, vocational programs and etc.

PLEASE NOTE: In accordance with regulations for TANF, if a TANF Impact Applicant or Co-Applicant chooses to attend an undergraduate degree program or training that cannot be approved by Impact; they must apply for CCDF benefits in the same manner as any other Non-TANF Impact household.

APPROPRIATE DOCUMENTATION FOR A SECOND ASSOCIATE DEGREE

 Proof of first Associate Degree  Appropriate School Enrollment Documentation

DOCUMENTING POST SECONDARY EDUCATION DURATION

To successfully manage an Applicant or Co-Applicants education eligibility, the Intake Agent must enter each semester’s information into the tracking mechanism in AIS. All semesters which occur in the subsidy period must be recorded in the tracking mechanism in AIS and may be updated when appropriate. Each semester or term enrolled will apply to the cumulative total despite successful completion.

EDUCATIONAL TERM DEFINITION

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

◄ADULT BASIC EDUCATION►

◄ENGLISH AS A SECOND LANGUAGE (ESL) ►

◄GENERAL EDUCATION DEGREE (GED►

◄POST-SECONDARY EDUCATION►

◄VOCATIONAL TRAINING►

◄WORK STUDY►

APPROPRIATE DOCUMENTATION FOR THE ABOVE SERVICE NEED

The following information must be provided to verify a service need of Education or Training Service Need for the above. This may be obtained using one or more documents.

 Student Name (may be verified and documented by the Intake Agent)

CCDF POLICY AND PROCEDURE MANUAL SECTION 2

Effective February 28, 2016 CCDF ELIGIBILITY  School Name (may be verified and documented by Intake Agent)  Credit Hours and/or Hours of Participation, excluding TANF Impact Applicants or Co-Applicants  Semester Dates or Begin and End Dates, if applicable, excluding TANF Impact Applicants or Co-Applicants

This information may be in the form of one or more of the following:

 A current complete TANF Impact Referral  A Registration Form  School Schedule which may be printed from School Website  Written Statement on Institution Letterhead signed by a representative

◄CLINICAL, EXTERNSHIP, INTERNSHIP / PRACTICUM►

APPROPRIATE DOCUMENTATION TO VERIFY A SERVICE NEED OF

CLINICAL/EXTERNSHIP /INTERNSHIP/PRACTICUM

The following information must be provided to verify a service need of Clinical / Practicum / Internship or Externship.

 Student Name (may be verified and documented by Intake Agent)  School Name (may be verified and documented by Intake Agent)  Type of Activity  Hours of Participation  Activity Begin and End Date (This is considered a semester/term.)

This information may be in the form of one or more of the following:

 A current Registration Form  School Schedule which may be printed from School Website  Current written Statement on Institution Letterhead signed by Instructor  Course syllabus which includes identifying class information

◄CWEP OR JOB READINESS►

APPROPRIATE DOCUMENTATION TO VERIFY A SERVICE NEED OF CWEP

OR JOB READINESS

 An appropriately documented TANF Impact referral

◄SECONDARY EDUCATION►

APPROPRIATE DOCUMENTATION TO VERIFY A SERVICE NEED

OF SECONDARY EDUCATION

One of the following must be provided to determine a service need of secondary education:

 A completed CCDF Secondary Education Student Verification Form  A complete TANF Impact Referral

–  –  –

EMPLOYMENT SERVICE NEED DEFINITION

A service need of 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.

EMPLOYEE DEFINITION

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. (Blacks Law Dictionary) PLEASE NOTE: If an Applicant or Co-Applicant is unable to provide verification of complete current period’s income due to date of hire, the Applicant or Co-Applicant is considered newly employed. (See New Employment Section page 65 and 66.)

TYPES OF EMPLOYMENT ACTIVITIES

Employment can include any of the following:

 Americorps  Applicant Job Search  Employment (Working)  Job Search  New Employment  On-the-Job Training  New Self Employment  Self Employment

–  –  –

AMERICORPS DEFINITION

AmeriCorps is a federally funded network of partnerships with local and national non-profit groups which utilize public service to address critical needs in the community.

APPROPRIATE DOCUMENTS TO VERIFY AMERICORPS

The following is appropriate documentation to verify a service need of AmeriCorps:

 A current written statement from the Applicant or Co-Applicant’s AmeriCorps

sponsor including:

 AmeriCorps sponsor letterhead  Term of Service  Hours of Service  AmeriCorps sponsor signature Income received from participation is not counted toward eligibility.

EMPLOYMENT

◄ APPLICANT JOB SEARCH (AJS) ►

DETERMINING AN APPLICANT JOB SEARCH (AJS) REFERRAL IS COMPLETE

An Applicant Job Search (AJS) referral may be received by fax, email, inter-office mail or in person. It is the responsibility of the Intake Agent to verify the referral is complete prior to completing the application.

A complete Applicant Job Search (AJS) referral has been received for each CCDF Adult Household Member unless there is another verified service need. The following criteria must be met to determine a referral is complete.

 All of the referral is current based on the TANF Impact caseworker’s signature (completion) date  The referral includes all of the following information:

 Applicant Name  Telephone Number, if applicable  Complete Address  TANF Case Number  Job Search as the only activity marked in Box A  Activity Begin and End Date  “Applicant Job Search” or “AJS” indicated in general comments  Hours needed for Job Search clearly indicated in general comments  Signed or Electronically Transmitted  Local Impact Caseworker contact information has been provided  Signature (Completion) Date of Impact Caseworker  ICES WPA1 screen is included

–  –  –

APPROPRIATE DOCUMENTS TO VERIFY EMPLOYMENT

At least one of the following is an appropriate document to verify a service need of

employment:

 A current pay stub including the following information:

 Identifying information for the Applicant or Co-Applicant  Hours worked, if hours worked is absent, the documented hourly rate of pay may be utilized to determine hours worked or a completed wage detail form.



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