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Child Care Subsidy Services Table of Contents

Chapter 1: Child Care Services

I. Chapter Overview

II. Why Subsidized Child Care Services Are Important

III. Goals of the Subsidized Child Care Program

IV. Definition of Child Care

V. Who May Receive Subsidized Child Care Services

VI. History of North Carolina Child Care and the Subsidized Child Care Program

Chapter 2: Funding for Subsidized Child Care Services

I. Chapter Overview

II. Funding Sources

III. Allocation of Subsidized Child Care Funds

IV. Allocation Process for Child Care Funds

V. Special Needs Set-Aside

VI. Reversions/Reallocations of Child Care Funds

VII. Monitoring Expenditures

VIII. Services Support Funding

Chapter 3: Roles and Responsibilities

I. Chapter Overview

II. Role of the North Carolina General Assembly

III. Role of the North Carolina Child Care Commission

IV. Role of the North Carolina Social Services Commission

V. Role of the North Carolina Department of Health and Human Services

VI. Role of the Division of Child Development

VII. Role of the Women's and Children's Health Section, Nutrition Services Branch

VIII. Role of the County Department of Social Services

IX. Role of the Local Purchasing Agency

X. Role of the Food and Nutrition Services Program

XI. Role of Local Child Care Resource and Referral Agencies

XII. Role of the North Carolina Partnership for Children

XIII. Role of the Office of Early Intervention Branch in the Women's and Children's Health Section of the Division of Public Health

XIV. Interagency Cooperation

XV. Program Monitoring

Chapter 3: Attachment 1 - Subsidized Child Care Program Responsibilities

Chapter 3: Attachment 2 – Contract Requirements for County Department of Social Services Agencies

Chapter 4: Application, Eligibility Determination and Documentation

I. Chapter Overview

II. Initial Interview

III. Application Process

IV. Authorizing Child Care Services

V. Documentation

VI. Prevention of Overpayments and Fraud

Chapter 4: Attachment 1 - North Carolina Division of Child Development individual Basic Data File – Sample Narrative Documentation Record

Chapter 4: Attachment 2 – Sample Referral form for Child Protective Services (CPS)/Foster Care (FC) Child Care Services.

Chapter 4: Attachment 3 – Verification of Child Support

Chapter 5: Establishing Need and a Plan of Care

I. Chapter Overview

II. Mandatory Child Care Services

III. Authorizing Care According to the Need for Care

Chapter 6: Serving Children with Special Needs

I. Chapter Overview

II. Definition of Special Needs

III. Priority for Services

IV. Documentation Requirements

V. Subsidy Policies

VI. Redetermination

Chapter 7: Family Definition and Determining Income Eligibility

I. Chapter Overview

II. Eligibility

III. Defining the Income Unit for Determining Eligibility

IV. Assessing Monthly Income for Determining Eligibility

V. Sources of Income

VI. Verifying Gross Family Income

VII. Child Support Policy

VIII. Calculating Earned Income

Chapter 7 Attachment 1 - Maximum Gross Monthly Income Eligibility Limits for Subsidized Child Care Services

Chapter 7: Attachment 2 – Verification Form for Self-Employment Income and Expenses

Chapter 8: Parental Fees

I. Chapter Overview

II. When Parental Fees Are Not Assessed

III. When Parental Fees Are Assessed

IV. Responsibilities Regarding Parental Fees

V. Determination of the Parental Fee Amount

VI. Adjustments in Parental Fees

Chapter 8: Attachment 1 - Maximum Gross Monthly income Eligibility Limits and Fee Percentages for Subsidized Child Care Services

Chapter 9: Parental Choice and Voucher Procedures

I. Chapter Overview

II. Parental Choice

III. SEEK Magnetic Stripe Card Procedures

IV. Voucher Procedures

V. Parental Rights and Responsibilities

Chapter 9: Attachment 1 - Child Care Voucher (DCD-0446) Procedures

Chapter 10: Waiting List Policies

I. Chapter Overview

II. Requirements

III. Procedures

Chapter 11: Responding to Eligibility Changes and Redetermination

I. Chapter Overview

II. Maintaining Contact with the Recipient

III. Recipient Responsibilities Regarding Reporting Changes

IV. Worker Responsibilities when Changes are Reported

V. Annual Redetermination of Eligibility

VI. Termination of Services During the Eligibility Period

Chapter 11: Attachment 1 - Sample Redetermination Appointment Letter

Chapter 12: Licensing Requirements for Child Care Centers

I. Chapter Overview

II. Star Rated License System

III. Mandate for Licensure

IV. Procedures for Licensure

Chapter 13: Licensing Requirements for Family Child Care Homes

I. Chapter Overview

II. Star Rated License System

III. Mandate for Licensure

IV. Procedures for Licensure

Chapter 14: Abuse and Neglect Investigations in Child Care Facilities

I. Chapter Overview

II. Determination Procedures

Chapter 15: Noncompliance with Licensing Requirements

I. Chapter Overview

II. Reporting Complaints

III. Response to Complaints

IV. Penalties for NonCompliance

V. Impact of Administrative Actions on Subsidized Child Care

Chapter 16: Approval and Enrollment Procedures for Licensed Facilities

I. Chapter Overview

II. Enrollment Requirements

III. Procedures to Generate an Initial Approval Notice

IV. Procedures to Generate a Revised Approval Notice When a Change Occurs

V. Procedures for Approving Providers Who Are Not Licensed

VI. Enrolling Out-of-State Provider

Chapter 17: Approval Process for Nonlicensed Homes and In-Home Care

Chapter 18: Child Care Transportation

Chapter 19: The Child Care Provider Agreement

I. Chapter Overview

II. Requirements

III. Procedures

Chapter 20: Payment Policies

I. Chapter Overview

II. Basic Payment Policy

III. Payment Policies and Procedures

IV. Supplemental Payment for the Child and Adult Care Food Program

V. Capacity

VI. Using More Than One Source of Funds to Pay Child Care Costs

VII. Suspension of Subsidized Child Care Payments

Chapter 20: Attachment 1 – Sample Letter for Summary Suspension

Chapter 20: Attachment 2 – Sample Letter for Summary Suspension

Chapter 20: Attachment 3 - Sample Letter for Revocation or Denial

Chapter 20: Attachment 4 – Sample Letter for Revocation or Denial

Chapter 20: Attachment 5 – Sample Letter for Subsidy Noncompliance

Chapter 20: Attachment 6 – Sample Letter for Subsidy Noncompliance

Chapter 20: Attachment 7– Hours Chart

Chapter 20: Attachment 8 - Sample Statement of Review and Receipt of Local Policies

Chapter 21: Payment Rates

I. Chapter Overview

II. Approval Notice

III. Payment Rates for Licensed Facilities

IV. Revisions in Rates

Chapter 21: Attachment 1 - Subsidy Questions and Answers Related to the More at Four Pre-Kindergarten Program

Chapter 21: Attachment 2 – Information on Sliding Fee Scales and Scholarships to be Submitted by the Provider to the Local Purchasing Agency

Chapter 22: Local Policy Options

I. Chapter Overview

II. Funding for Subsidized Child Care (SCC)

III. Establishing Need and a Plan of Care

IV. Fees

V. Parental Choice and Voucher Procedures

VI. Waiting List

VII. Provider and Payment Issues

Chapter 23: Fraudulent Misrepresentation and Overpayments

I. Chapter Overview

II. Fraud

III. Administrative and Inadvertent Errors

Chapter 23: Attachment 1 – Calculation of Overpayment

Chapter 23: Attachment 2 - Tracking of Child Care Subsidy Overpayment/Violations

Chapter 24: Appeals and Hearings

I. Chapter Overview

II. Parental Appeals

III. Provider Appeals

Appendix A: Subsidized Child Care Forms

Appendix B: Market Rates

Appendix C: Special Needs Reference Material

Appendix D: Procedures for Emergency Subsidized Child Care

I. Introduction

II. Parent Eligibility

III. Provider Participation

Appendix D: Attachment 1 - Emergency Voucher (DCD-0447)

Appendix E: Change Notices and Admin Letters

Appendix F: Subsidized Child Care Codes

Acronyms and Definitions

 

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