Topics

2. Topics

3. Survey Results Over 250 Respondents

4. C O P A • Can you produce a 3455? 60% Yes 40% No • Does the Activity Number show? 58% Yes 42% No

5. Top Topics for Discussion COPA Eligibility and Verification IMEDGE IPACS

6. Eligibility / Verification • What areas of eligibility are major concerns? • Employment/Income Verification • Income Guidelines • What areas of income verification need explanation? • Documentation • Cash payees • What areas of DCFS documentation need more clarification? • Homeless • Incapacitated Adult / Child

7. IMEDGE/SCANNING • Has your site been trained on the scanning process? • 10% – Yes • 90% – No • Some main topics regarding the scanning process? • Training • Equipment • Cost • Procedure • Technical Assistance

8. IPACS • Are you familiar with the Illinois Department of Human Services IPACS system? • 25% Yes • 75% No • Some main topics regarding IPACS? • Impact on eligibility process • Delay in approval process • Procedural changes • Inconsistent data

9. Delegate Agency CYS3455 & Documentation IMEDGE Scanning system COPA CYS3455 CYS/Eligibility Unit No Required Documentation? IMEDGE Scanning system Yes IPACS system No Billings Valid Information? Yes CCMIS

10. CYS Delegates and Partners who have program models that are funded wholly or in part by IDHS 2. CYS Delegates and Partners who receive reimbursement from CYS for IDHS funded programs (CCMIS) Who’s affected by the changes?

11. COPA CYS3455

12. CYS3455 Changes Page 1 Required for COPA • Ethnicity • Educational Level • Employment Status • Revision Date

13. USE THE MOST CURRENT 3455 ALWAYS

14. CYS3455 Changes Page 1 Required for COPA • Receiving WIC? • Revision Date

15. CYS3455 Changes Page 2 No major changes • Revision Date bottom left

16. CYS3455 Changes Page 2b Members page • Effective June 1, 2006 • All members counted in the family size excluding children

17. CYS3455 Changes Page 3 Applicant Certification • Items 8,9,10

18. Item # 8 • I understand the information provided will be checked using State databases, and if inconsistencies are discovered, the processing of my application may be delayed or denied.

19. Item # 9 • I understand that I am not required to provide my Social Security Number and that if I deliberately provide an incorrect or fictitious Social Security Number I may be prosecuted for fraud.

20. Item # 10 • My signature is my consent and authorization for information to be released to the Chicago Department of Children and Youth Services, the Illinois Department of Human Services or its agents that may establish my eligibility or my continued eligibility for the Child Care Program.

21. CYS3455 Changes Page 4 Provider Certification • Item #10 • Revised Date

22. How to complete a COPA 3455 • Document in folder • School Age 7 - 12 • Activity Number

23. School Age 7- 12

24. COPA - Activity# Missing? • Activity #’s are agency, site and program model specific. • Contact La Tasha White-Grey @ cy00515@cityofchicago.org

25. I N T R O D U C I N G

26. The IMEDGE

27. The SiteReadinessChecklist must be FULLY completed. The vendor cannot install with missing information.

29. Summary: The End

30. PILOT AGENCY MEETING • Meeting for last summers pilot agencies on 6/28/06 @ CYS Central office. • Meeting start time 1:00P.M.

31. Verification and Eligibility

32. Verification CYS will... • retrieve all child care documentation via IMEDGE • check for completeness and accuracy • verify all IDHS cases using the IPACS system • determine eligibility using the CCMIS system • update the IMEDGE system with rejection, denial and approval information • publish child care billings every month for all delegates

33. Verification Child Care providers must… • post and distribute all Child Care Program requirements to new and existing clients • ensure that clients have been informed of and read items #8,9,10 on page 3 under Applicant Certification • gather all information from clients that will determine child care eligibility • notify clients of their right to appeal

34. Eligibility State databases may not reflect termination of benefits and delay the eligibility process if all required information is not submitted The following documentation will be used to determine eligibility: • CYS 3455 • Social Security number or other documentation • Current pay stubs or other income verification • HSEV (collaboration cases) • Other (RASP, employer verification letters, training schedule, termination of benefits, etc…

35. Best Practices Acquire the most accurate information from clients Revise in-take questions for the client interview: • ask for all information of members of household that are part of the “Family Composition” (defined under 01.01.02 of the IDHS Child Care Manual) • ask if the client has received any “Non-exempt Income” (defined under 01.02.02 of the IDHS Child Care Manual) • ask if the client and/or family members have had more than one employer during the last two quarters if the year

36. Best Practices Request letters and documentation from all sources indicating termination of payments and benefits Ensure Social Security Numbers are valid Accept documentation (defined under 01.01.01 IDHS Child Care Manual) when Social Security Numbers are not provided: • Birth certificate (U.S. and other countries) • Baptismal certificate • Medical record, etc…

37. Time Lines • CYS Child Care eligibility timelines have not changed. • Agency “route to” date to CYS will become the stamp date. • CYS processing time is approx. 10-15 days

38. Specialized Child Care

39. Specialized Child Care • While the fundamental objective for all CYS child care programs is to provide services to children daily in a safe, nurturing environment that fosters their healthy social, emotional, physical and intellectual development, it is through the CYS Specialized Child Care component that special cases/special needs of enrolled children and families are addressed. The following are the most often used categories for Special Cases with no Co-Payment: • Incapacitated Adult • Special Needs ( Child with disability) • Non-DCFS Social Service Referral • DCFS Foster Child • Child of Teen Ward

40. Incapacitated Adult: Single /Two -Parent Family • Documentation:(Adult) • On letterhead stationery (preferably typed) by the Physician, Psychiatrist or other licensed practitioner.   • The name & date of birth of the caretaker(s) parent(s) or guardian(s) who is (are) disabled.  • The nature of disability, including the physical limitations and onset date of disabling condition.   • The length of time the disability is expected to last, including whether the condition(s) is temporary or permanent.  • Recommendation that child care be provided during the period of disability Eligibility • Collaboration – 1 year • Child Care – 6 months

41. Incapacitated Child (Special Needs/Incapacitated) A child must be under 13 years old, unless the child is a foster child, to be considered for eligibility in this category. • Documentation:(Child) • Documentation is submitted on letterhead stationery (preferably typed) by the Physician, Psychiatrist or other licensed practitioner • Name and birth date of the child with the disability • Nature of the disability including the diagnosis, degree of developmental delay(s) in specified areas of development and onset of disability • The length of time the disability is expected to last, including whether the condition(s) is temporary or permanent. • How services will meet the special developmental need of the child. • Recommendation that child care is needed. Eligibility • Collaboration – 1 year • Child Care – 6 months

42. Non –DCFS Social Service Agency Referral Cases Clients/families referred through a certified, licensed, or registered professional due to an experience of or discerned potential for child abuse, neglect, exploitation, or similarly harmful circumstances. Families residing in homeless shelters that operate Children in Shelters Program (Salvation Army) or Recovery homes. • Documentation: • Must include an evaluation of the current child/family situation and need for the children to receive child care service.  • The printed/typed name, location, telephone number and signature of the professional making the referral must be on the letter/evaluation • A description of the family situation , including all names, birth dates legal guardianship for each child needing child care, current living arrangement/whereabouts of all pertinent family members and all problems and planned resolution(s), short term and long term must be provided.   • A recommendation that child care is necessary to correct specified problem(s).  • An indication that continued casework services (including and explanation of who (name and agency name), what specific services and anticipated time frame of services that will be provided to the family that is typed or legible. Eligibility • Collaboration – 1 year • Child Care – 6 months

43. Foster Care The case worker, from DCFS or a private agency that is contracted with DCFS, must specify in a letter the special developmental (physical) need for child care services. • Documentation: • A letter that must state how child care will meet the special need of the individual child or a DCFS Foster Child Referral Form. • Copy of the Medical Card – Case ID# begins with (98…), (J….) Eligibility • Collaboration – 6 months • Child Care – 6 months

44. Child of DCFS Teen Ward The child of a teen DCFS ward (in foster care) is not the foster child however the teen parent is a ward (in foster care) until the teen becomes 21 years old or is emancipated through the Cook County Juvenile Court(Judge) which can be before the teen’s 21st birthday. • Documentation: • An original letter from DCFS or the contracting agency, stating that the teen parent is in school, employed or in a employment training program and child care is needed. • The letter must also list the teen parents DCFS case ID number, Social Security number, a copy of the birth certificate for each child and the case workers’ name, agency name and phone number  • In addition to documentation from the school/training program/employer. Eligibility • Collaboration – 1 year • Child Care – 6 months

45. CYS/DCFS SPECIAL CASE Note: Scenario #1 If a new family is submitting a application with the required documentation for the first time and is not employed, there is no Co-Payment. or Scenario #2 If a Child Care Employment Related family circumstances change within the re-determination period, a application with the required documentations may be submitted and no Co-Payment . Both cases will be categorized as a DCFS Special Case.

46. The IPACS presentation is for informational purposes only.

47. IPACS IDHS Bureau of Child Care and Development June 2006

48. IPACS Illinois Public Aid Communication System

49. IDHS Promotes Access to Child Care Through Partnerships Multiple Delivery Systems • Chicago Department of Children and Youth Services (CYS Delegate Agencies) • Child Care Resource and Referral Agencies (CCR&Rs) and INCCRRA • Site Administered Child Care Providers • Head Start Program Collaboration

50. Objectives The Non-Child Care Eligibility system has been developed to establish a consistent statewide process for CCR&R Agencies, Site Administered Child Care providers, CYS and IDHS Bureau of Child Care and Development for use when processing Child Care Applications and Redeterminations. The goal is to better utilize funding by ensuring applicants meet all eligibility guidelines, using all available information. This includes screens on the Non-Child Care Eligibility system.