HomeMy WebLinkAbout20031697.tiff RESOLUTION
RE: APPROVE REVISIONS TO OPERATIONS MANUAL, SECTION 6.000, COLORADO
WORKS IN WELD COUNTY AND CHILD CARE POLICIES AND PROCEDURES
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS,the Board has been presented with Revisions to Section 6.000,Colorado Works
in Weld County and Child Care Policies and Procedures for the Weld County Department of Social
Services Operations Manual, and
WHEREAS,after review,the Board deems it advisable to approve said revisions,copies of
which are attached hereto and incorporated herein by reference.
NOW,THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County,Colorado,ex-officio Board of Social Services,that the Revisions to Section 6.000,Colorado
Works in Weld County and Child Care Policies and Procedures for the Weld County Department
of Social Services Operations Manual be, and hereby are, approved.
The above and foregoing Resolution was,on motion duly made and seconded,adopted by
the following vote on the 30th day of June, A.D., 2003.
BOARD OF COUNTY COMMISSIONERS
�J --_` WE COUNTY, COLORADO
ATTEST: f�(,,, ,4� '� �' ' 54\
""""" .` , i E. Lon , C it
Weld County Clerk to ec:
�, Robert D. as n, Pro-Tem
BY: -.i/i : -.
Deputy Clerk to the
. J. Gei e
APPROVED A dvl: Ilivt
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Glenn Vaad
Date of signature: /d
2003-1697
SS0030
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Colorado Works in Weld County and Child Care Policies and Procedures
6.014 Child Care
Effective 9/10/97
Revised 3/01 A. Colorado Child Care Assistance Program(CCCAP): A program of the State
Division of Child Care which provides child care subsidies to families in the
following programs: Low-Income, Colorado Works and Special Circumstance.
B. Low-Income Program: A child care component within the Colorado Child Care
Assistance Program that targets parents who are working and not participants in
the Colorado Works Program.
C. County Diversion Child Care Assistance for Working Families as outlined under
Section 6.009.2: A child care component for working families who may be
eligible for child care assistance funds through the County Diversion Program of
the Colorado Works Program.
6.014.1 Client Eligibility
Revised 9/99
Revised 3/01 A. Effective January 1,2003, families whose income does not exceed 150%of
Revised 11/02 poverty level will be eligible for child care under the Colorado Works in Weld
County Program.
B. Families who meet eligibility requirements of Section 3.904 of the Colorado
Department of Human Services, Staff Manual Volume 3.
C. Families who meet eligibility under the Low Income Program under the Colorado
Child Care Assistance Program and are authorized to receive Colorado Works
Program funds under Section 6.009.2 of the Colorado Works in Weld County
Operations Manual.
6.014.11 Eligibility Determination for Child Care under the Low Income Program Under
Added 3/01 the Colorado Child Care Assistance Program and the Colorado Works County
Diversion Program.
A. Each applicant and recipient will complete the necessary State applications to
determine eligibility for the Low Income Program and the County Diversion
Program.
B. Each applicant and recipient will complete an additional Individual Assessment
(Exhibit L)and an Individual Responsibility Contract(Exhibit M) for the Low
Income Child Care Program in order to be in compliance with Colorado Works
eligibility requirements.
6.014.2 Child Care Provider Rates
Revised 5/02
Effective July 1,2002, Child Care Provider rates will be as follows:
Colorado Works in Weld County and Child Care Policies and Procedures
Children under Children over
the age of two the age of two
Full-Time Part-Time Full-Time Part-Time
Licensed Centers $28.34 $15.59 $23.14 $13.52
Licensed Homes 18.98 10.44 17.42 9.58
Exempt/Unlicensed care: 11.44 6.29 10.14 5.58
6.014.3 Registration,Activity and Transportation
Added 3/98
Revised 7/1/03 A. Activity and Transportation
The Department pays activity and transportation fees to licensed child care
providers only. Payment will be made only for days that the child is actually in
care and not for those days that the child is absent from care. Providers must also
charge private-pay families these same fees if they are going to charge the
Department.
B. Registration
Effective July 1, 2003,the Department will not pay registration fees for care.
6.014.31 Absences,Holidays,and Holds
Added 3/98
Revised 4/02 The Department pays the authorized full-time and part-time rate to licensed child
Revised 3/03 providers for absences,holidays, and holds on behalf of eligible families according to
the rules set forth in this section.
A. Absences
The Department pays for up to three(3)day absences per month per child in care
if the child care provider meets all of the following conditions:
1. The child care provider charges such fees to all parents served by the
provider; and
2. The Child Care Fiscal Agreement contains the provider's policy on absences.
3. An exception to the three(3)day absence limit per month per child in care
will be made if the client provides a verifiable medical reason and is
approved. The Department's Child Care Manager or designee must approve
the exception. The maximum allowable absence day(with the inclusion of
verifiable medical reason)is five(5)days per month per child in care.
B. Holidays
The Department pays for Holidays based upon the following conditions:
1. The care is a typical unit of care established by the Department; and
Colorado Works in Weld County and Child Care Policies and Procedures
2. Holidays are: New Year's Day, Memorial Day, Independence Day, Labor
Day,Thanksgiving Day, and Christmas Day; and
3. The provider is closed on the Holiday when the child would normally be
scheduled to be in care.
C. Holds
The Department pays for only urgent medical reasons to hold a child's slot for a
maximum of thirty(30)days according to the following conditions and rules:
1. The hold is for a client who provides a verifiable reason,which is an
emergency and non-elective surgery or other medical procedures for a child
or parent,that justifies the"hold"of a child's slot. The Department's Child
Care Manager or designee must pre-approve such"hold"prior to the
scheduled care; and
2. When there is a disruption in care and the client is at risk of losing child care
placement(s); and
3. The hold is not used for educational and vocational breaks,maternity leave,
breaks in employment when one job ends and the other job begins,temporary
employment, elective surgeries, "termination penalties"as imposed by the
child care provider,non-custodial parent visitation, and summer break.
6.014.32 Registration,Activity, and Transportation Fee
Added 3/98
Revised 9/99 A. Activity and Transportation Fee
Revised 7/31/03
Effective July 1,2003,the activity and transportation fees are combined into
one daily rate with the child care rate. Activity and transportation fees are pro-
rated daily and combined with the daily provider Child Care Rate. An activity
fee may not exceed$1.00 per day and will not be applied to absence days. A
transportation fee may not exceed$2.00 per day and will not be applied to
absence days.
The fee will be as follows:
Prorate daily activity fee: $1.00
Prorate daily transportation fee: $2.00
Total daily rate: $3.00
B. Registration Fee
Effective July 1, 2003,the Department will not pay for registration fees.
6.014.33 20% Rule
Colorado Works in Weld County and Child Care Policies and Procedures
Working families enrolled in the Low-Income component of CCCAP are not required to
earn at least 20%more than what the county pays in child care costs when their first six-
month redetermination of eligibility is calculated. Effective February 1, 1998.
6.014.34 Immunizations
Families will be required to provide current immunization records within 30 days of the
date of application for the Low-Income program and annually with redeterminations.
Failure to provide these records would result in denial or termination of benefits.
6.014.4 Unrelated Individual
An unrelated individual living in the home of a Low Income Child Care recipient is
determined to be taking the place of a natural parent and providing financial support to the
household is such circumstances are verified in writing by the recipient and the unrelated
individual.
A Statement Regarding Support and Parental Role form(Exhibit N)will be obtained by
the time a new application is completed or a redetermination is processed when a recipient
declares an unrelated adult is residing in the home. In the event of a recipient transitioning
from TANF to CCCAP as a result of employment or training,the statement will be signed
at the time the CCCAP Client Responsibility Agreement is obtained.
6.014.5 Post Secondary Education
Added 8/01
Revised 7/31/03 Effective July 1, 2003, Low Income Child Care assistance is available for clients for up to
a period of 12 months of post secondary and vocational or technical education programs.
Post secondary education is limited to course work for associate's degrees or acquisition of
first bachelor's degree. In addition to the months of assistance available to post secondary
and vocational or technical training, six(6)months of assistance is allowable for GED,
high school diploma,English as a Second Language, or adult basic education. A
maximum number of months allowed by the county for post secondary,vocational, and
technical education is twelve(12)months,plus the allowable six(6)months of GED and
other adult basic education assistance for each client.
The Department will continue to provide child care assistance for those clients who had
been approved by the Department prior to July 1, 2003, for 24 months of child care
assistance while attending post secondary and vocational or technical education programs
if these clients are currently enrolled and remain in their education component and
activity. Clients who cease or have ceased participation in an education component/
activity, other than summer break, and who reapply for the program may be approved for a
maximum of up to twelve(12)total months. The 12 months of eligibility includes the
number of months the applicant previously participated in an education/activity
component.
6.014.6 Teen Parents
Revised 7/31/03
Teen parents or parents who are less than 22 years of age will be provided child care
assistance if attending junior high school,high school, or a GED program.
Colorado Works in Weld County and Child Care Policies and Procedures
6.014.7 Provider Responsibilities
Added 4/02
Licensed Child Care Providers including Centers and Homes are required to maintain
sign-in and sign-out sheets to verify the daily attendance for eligible children. These
sign-in and sign-out sheets may be requested by the Department to assure payment
assurance of providers.
6.014.8 Department Monitoring
Added 4/02
The Department may periodically conduct random sample monitoring of Child Care
Providers by verifying payment requests to daily attendance source documents to assure
payment accuracy and program compliance.
6.014.9 Child Care Payroll Adjustments
Added 8/7/02
A. Provider payments are made for services rendered for the current month plus two
prior months.
B. Retroactive payments for child care greater than the current month plus two
preceding months may be considered and paid when it is in the best interest of the
working and eligible parent. Reasons for such retroactive payments may be made
when there is an unintentional oversight on behalf of the parent,provider or there
is a Social Services agency error. Under no circumstances will payments be made
retroactively for a period longer than the current month plus five preceding
months unless the need for backdating payment is the result of a Social Services
agency error.
C. Decisions concerning provider payments beyond the current month plus two
preceding months will be decided on a case by case basis. The Special Projects
Program Manager will review and make recommendations on all requests for
provider payments greater than the current month plus two preceding months.
Final approval will be required by the Assistance Payments Division Manager or
designee.
D. Documentation of any payments approved past the sixty day time period will be
retained with the billing information for auditing purposes.
DEPARTMENT OF SOCIAL SERVICES
PC BOX A
. artillHa
GREELEY,CO 80632
' O WEBSITE:www.co.weld.co.us
Administration and Public Assistance(970)352-1551
Child Support(910)352.6933
COLORADO
MEMORANDUM
TO: David E. Long,Chair Date: June 26,2003
Board of County Commissioners
•
FR: Judy A. Griego,Director, Social Services 6
UU
RE: Revisions to Section 6.000,Colorado Wor in We d County and Child
Care Policies and Procedures, Weld County Department of Social •
Services Operations Manual
Enclosed for Board approval are revisions to Section 6.000, Colorado Works in Weld County and
Child Care Policies and Procedures,Weld County Department of Social Services Operations
Manual. These revisions were reviewed and discussed at the Board's Work Session held on June
23, 2003.
The revisions are to Section 6.014, Child Care, as follows:
1. Section 6.014.3,Registration,Activity,and Transportation, and Section 6.014.32,
Registration,Activity, and Transportation Fees. These revisions eliminate the
payment of registration fees to child care providers and eliminate the payment of activity
and transportation fees to child care providers when a child is absent from care.
2. Section 6.014.31,Absences,Holidays, and Holds. The revision eliminates payment of
a child's slot or a"Hold,"unless it is for a verifiable emergency and non-elective surgery
of the child or parent and is for a maximum period of 30 days.
3. Section 6.014.5,Post Secondary Education. The revision reduces child care assistance
to clients attending post secondary and vocational or technical education programs from
24 months to 12 months. Those clients who were approved prior to July 1, 2003,will
continue to have assistance available for the remaining period of a 24 month period
unless they are not currently enrolled.
If you have any questions,please telephone me at extension 6510.
2003-1697
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