HomeMy WebLinkAbout20202919.tiffRESOLUTION
RE: APPROVE REVISIONS TO SECTION 6.000 COLORADO WORKS AND CHILD CARE
OF THE DEPARTMENT OF HUMAN SERVICES POLICIES AND GUIDELINES
MANUAL
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 and Child Care of the Department of Human Services Policies and Guidelines 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, that the revisions to Section 6.000 Colorado Works and Child Care of the
Department of Human Services Policies and Guidelines 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 23rd day of September, A.D., 2020.
ATTEST: dertifvo�',
Weld County Clerk to the Board
BY:
APP
County Attorney
Date of signature: 09129/2Q
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Mike Freeman, Chair
Steve Moreno, Pro-Tem
ScotVk. James
/Ii L•_ ��
arbara Kirkmeyer
GC: HSDiCA(KM/6K)
to/O11.2O
2020-2919
HR0092
PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: September 15, 2020
TO: Board of County Commissioners — Pass -Around
FR: Jamie Ulrich, Director, Human Services
RE: Revisions to the Department's
Policies and Guidelines Manual — Colorado Works
and Child Care
Please review and indicate if you would like a work session prior to placing this item on the
Board's agenda.
Request Board Approval of the Department's Revisions to the Department's Policies
Manual — Colorado Works and Child Care. The following policies (attached) have been
revised by involved Department staff and were provided to Legal for review and comments.
• 6.2.50. Child Care Parental Fee Reduction for Hardship and 20% Rule
(REVISION)
This policy has been revised as follows:
• WCDHS may change parental fee contributions at any time based on
emergency State rule.
• 6.2.70. Child Care Provider Reimbursement (REVISION)
This policy has been revised as follows:
• Effective July I, 2020, WCDHS will temporarily pay up to 5 absences
per month. At any time, these absences may be increased or reduced
at the discretion of the DI -IS Director or Deputy Director.
I do not recommend a Work Session. I recommend approval of these revisions to policy.
Mike Freeman, Chair
Scott James
Barbara Kirkmeyer
Steve Moreno, Pro -Tern
Kevin Ross
Approve
Recommendation Work Session
Schedule
Other/Comments:
Pass -Around Memorandum; September 15, 2020 — Not in CMS
2020-2919
/3
Sec. 6.2.50. - Child Care Parental Fee Reduction for Hardship and 20% Rule.
A. Parental Fee Reduction for Hardship. The Weld County Department of Human Services (WCDHS)
may grant a child care parental fee reduction for hardship on occasion. Guidelines for approving a
reduction are as follows:
1. All requests for a child care parental fee reduction for hardship must be received in writing,
using the Hardship Fee Assessment Form - Exhibit A.
2. Supporting documentation must be provided to verify the income and expenses listed on the
Hardship Fee Assessment Form.
3. Child care parental fee reductions will be considered when all forms of income exceed basic
monthly expenses such as rent, electricity, gas, basic phone, and medical/health.
4. Other funding sources may be utilized prior to receiving a parental fee reduction for child care
due to hardships.
5. Child care parental fee reductions will be re-evaluated every six months, or sooner, when
circumstances change.
6. Child care parental fee reductions for hardship decisions will be made by the Director of Human
Services or designee.
7. Written justification and approval of child care parental fee reductions will be placed in the case
file and noted in the case record in the Child Care Automated Tracking System (CHATS).
8. D -ri-n-g—th-e—C- _ VI D--a-9--H atth Concern, WCDHS maywill change parental fee contributions at
any time based on emercencv State rule.
with DHS Director review.
B. 20% Rule. WCDHS does not utilize the 20% Rule, per Section 3.9 of the Colorado Department of
Human Services (CDHS), Staff Manual Volume 3.
C. Child Care Authorizations for Low -Income and Colorado Works Child Care. Child Care
authorizations will be based on the caretaker or the caretaker's eligible activity, as well as, the
children and adolescents' verified need. In some occasions, verified need will exceed the total
number of hours needed for an eligible activity.
D. Verified Needs that Exceed Eligible Activities.
1. Travel Time. Extra care can be approved for children that have a caretaker(s) that travels to
and from their approved eligible activity.
a) Verification is required when authorizing additional care.
2. Study Time. Extra care can be approved for children that have a caretaker(s) in an educational
activity.
a) Verification is required for authorization of additional care.
3 Decoupled Schedule. WCDHS can authorize care for hours differing from when the
caretaker(s) are in the caretaker's eligible activity. For example, care could be approved for a
caretaker who works full-time overnight and requires care during the day to allow time for sleep.
4 Caretaker(s) are required to fill out a Child Care Needs Assessment if they are asking for
additional care.
a) Additional verification may be requested, to verify the additional care needed.
i. This verification must be in writing.
b) Authorizations of care, in addition to the eligible activities, must be approved by the Child
Care Program Manager.
I
E. Training and Education. Low-income child care recipients are eligible for up to forty-eight (48)
months of training and education which include:
1. Regionally accredited post -secondary training for a bachelor's degree or less; or
2. A workforce training program, including but not limited to:
a) Vocational or technical job skills training,
b) High school diploma educational activities,
c) High school equivalency examination,
d) English as a second language, or
e) Adult basic education.
( Policy of 2-25-2019 ; Policy of 3-18-2020(5) )
Sec. 6.2.50. - Child Care Parental Fee Reduction for Hardship and 20% Rule.
A. Parental Fee Reduction for Hardship. The Weld County Department of Human Services (WCDHS)
may grant a child care parental fee reduction for hardship on occasion. Guidelines for approving a
reduction are as follows:
1. All requests for a child care parental fee reduction for hardship must be received in writing,
using the Hardship Fee Assessment Form - Exhibit A.
2. Supporting documentation must be provided to verify the income and expenses listed on the
Hardship Fee Assessment Form.
3. Child care parental fee reductions will be considered when all forms of income exceed basic
monthly expenses such as rent, electricity, gas, basic phone, and medical/health.
4. Other funding sources may be utilized prior to receiving a parental fee reduction for child care
due to hardships.
5. Child care parental fee reductions will be re-evaluated every six months, or sooner, when
circumstances change.
6. Child care parental fee reductions for hardship decisions will be made by the Director of Human
Services or designee.
7. Written justification and approval of child care parental fee reductions will be placed in the case
file and noted in the case record in the Child Care Automated Tracking System (CHATS).
8. WCDHS may change parental fee contributions at any time based on emergency State rule.
B. 20% Rule. WCDHS does not utilize the 20% Rule, per Section 3.9 of the Colorado Department of
Human Services (CDHS), Staff Manual Volume 3.
C. Child Care Authorizations for Low -Income and Colorado Works Child Care. Child Care
authorizations will be based on the caretaker or the caretaker's eligible activity, as well as, the
children and adolescents' verified need. In some occasions, verified need will exceed the total
number of hours needed for an eligible activity.
D. Verified Needs that Exceed Eligible Activities.
1. Travel Time. Extra care can be approved for children that have a caretaker(s) that travels to
and from their approved eligible activity.
a) Verification is required when authorizing additional care.
2. Study Time. Extra care can be approved for children that have a caretaker(s) in an educational
activity.
a) Verification is required for authorization of additional care.
3. Decoupled Schedule. WCDHS can authorize care for hours differing from when the
caretaker(s) are in the caretaker's eligible activity. For example, care could be approved for a
caretaker who works full-time overnight and requires care during the day to allow time for sleep.
4. Caretaker(s) are required to fill out a Child Care Needs Assessment if they are asking for
additional care.
a) Additional verification may be requested, to verify the additional care needed.
i. This verification must be in writing.
b) Authorizations of care, in addition to the eligible activities, must be approved by the Child
Care Program Manager.
E. Training and Education. Low-income child care recipients are eligible for up to forty-eight (48)
months of training and education which include:
1. Regionally accredited post -secondary training for a bachelor's degree or less; or
2. A workforce training program, including but not limited to:
a) Vocational or technical job skills training,
b) High school diploma educational activities,
c) High school equivalency examination,
d) English as a second language, or
e) Adult basic education.
( Policy of 2-25-2019 ; Policy of 3-18-2020(5) )
Sec. 6.2.70. - Child Care Provider Reimbursement.
A. Child Care Provider Rates.
1. Weld County Department of Human Services (WCDHS) cannot reimburse a child care provider
more than what the provider charges its private -pay families unless mandated otherwise by
State regulation.
2. Reimbursement rates are outlined by State regulation.
3. Reimbursement rates for centers can be found in the attachment, "Center Rates" (Exhibit A).
4. Reimbursement rates for qualified homes can be found in the attachment, "Qualified Home
Rates" (Exhibit B).
B. Activity, Transportation and Registration.
1. WCDHS will not reimburse providers for activity, transportation, and registration fees.
C. Absences and Holidays. Effective March 1, 2019, WCDHS will pay for the following absences and
holidays for all providers. The number of absences and holidays is subject to change and will be
evaluated each state fiscal year, to include evaluation of available funding.
1. Level 1: 4 absences per month and 6 holidays: New Year's Day, President's Day, Memorial
Day, Independence Day, Thanksgiving, and Christmas. If the holiday falls on a Saturday, the
Friday before will be recognized as the holiday. If the holiday falls on a Sunday, the Monday
after will be recognized as the holiday.
2. Level 2: 4 absences per month and 6 holidays: New Year's Day, President's Day, Memorial
Day, Independence Day, Thanksgiving, and Christmas. If the holiday falls on a Saturday, the
Friday before will be recognized as the holiday. If the holiday falls on a Sunday, the Monday
after will be recognized as the holiday.
3. Levels 3-5: 4 absences per month and 6 holidays: New Year's Day, President's Day,
Memorial Day, Independence Day, Thanksgiving, and Christmas. If the holiday falls on a
Saturday, the Friday before will be recognized as the holiday. If the holiday falls on a Sunday,
the Monday after will be recognized as the holiday.
4. Children receiving care through Protective Services Child Care (PSCC) are required to engage
in various activities, as directed by the Department, which may increase the number of
approved absences. To support providers working with youth and families involved with Child
Welfare, the Department will approve additional absences to maintain continuity of care.
Children involved with PSCC are eligible for 6 absences per month and 6 holidays: New Year's
Day, President's Day, Memorial Day, Independence Day, Thanksgiving, and Christmas. If the
holiday falls on a Saturday, the Friday before will be recognized as the holiday. If the holiday
falls on a Sunday, the Monday after will be recognized as the holiday. Children who exceed 6
absences per month may be eligible for additional paid absences if the Department is requiring
the activities resulting in absences. Absences in excess of 6 per month must be approved by
the Child Welfare Division Head and the Employment Services Division Head.
5. Effective 03/18/20 July 1, 2020, as a response to --the COVID-19-Health-Concerns, WCDHS increase the CCCAP CA P absences to ton (10) -ad -d- a a l-a-I-lewa- -foF -children who -a -re -absent -c- -ue
iI�� �ess-a4req- red---q-uara-nti-ne. This guidance —will be subject to---can-ceItat on-ansc extension
with DHS Director review. WCDHS will temporarily pay up to 5 absences per month. At any
time, these absences may be increased or reduced at the discretion of the DHS Director or
Deputy Director.
The Levels apply to the Colorado Shines Model.
All qualified exempt providers will be considered Level 1.
D. Provider Part -Time Daily Rates. The provider part-time daily rate is calculated at fifty-five percent
(55%) of the full-time daily rate. Rates will be rounded up to the highest cent.
E. Special Needs Rates. Providers caring for a disabled child can be reimbursed up to two (2) times
the regular reimbursement rate. A disabled child is defined in Section 3.9 of the Colorado
Department of Human Services, Staff Manual Volume 3.
F. Traditional and Non-traditional Hours and Rates. Providers will be paid the rate type in which
more than fifty percent (50%) of the care is provided. Traditional hours start at 6:00 AM until 6:00
PM, Monday through Friday. All other hours within the week are considered non-traditional hours.
G. Child Care Payroll Adjustments.
1. Provider payments are made for services rendered for the current month plus two prior months.
2. Decisions concerning provider payments beyond the current month plus two preceding months
will be decided on a case by case basis and must be approved by either the Employment
Services Division Head or the Child Welfare Division Head. Any request for payment that would
require non -reimbursable, county -only funding, due to the length of delay, must be approved by
the Human Services Department Head, or her designee.
3. Documentation of any manual payments will be retained for auditing purposes.
4. Providers may submit one manual billing per month for all care provided, but not already
reimbursed, during that service month. Exceptions may be granted if additional manual billing is
necessary to correct an error on the part of the Department.
( Policy of 2-25-2019 ; Policy of 3-18-2020(3) )
Sec. 6.2.70. - Child Care Provider Reimbursement.
A. Child Care Provider Rates.
1. Weld County Department of Human Services (WCDHS) cannot reimburse a child care provider
more than what the provider charges its private -pay families unless mandated otherwise by
State regulation.
2. Reimbursement rates are outlined by State regulation.
3. Reimbursement rates for centers can be found in the attachment, "Center Rates" (Exhibit A).
4. Reimbursement rates for qualified homes can be found in the attachment, "Qualified Home
Rates" (Exhibit B).
B. Activity, Transportation and Registration.
1. WCDHS will not reimburse providers for activity, transportation, and registration fees.
C. Absences and Holidays. Effective March 1, 2019, WCDHS will pay for the following absences and
holidays for all providers. The number of absences and holidays is subject to change and will be
evaluated each state fiscal year, to include evaluation of available funding.
1. Level 1: 4 absences per month and 6 holidays: New Year's Day, President's Day, Memorial
Day, Independence Day, Thanksgiving, and Christmas. If the holiday falls on a Saturday, the
Friday before will be recognized as the holiday. If the holiday falls on a Sunday, the Monday
after will be recognized as the holiday.
2. Level 2: 4 absences per month and 6 holidays: New Year's Day, President's Day, Memorial
Day, Independence Day, Thanksgiving, and Christmas. If the holiday falls on a Saturday, the
Friday before will be recognized as the holiday. If the holiday falls on a Sunday, the Monday
after will be recognized as the holiday.
3. Levels 3-5: 4 absences per month and 6 holidays: New Year's Day, President's Day,
Memorial Day, Independence Day, Thanksgiving, and Christmas. If the holiday falls on a
Saturday, the Friday before will be recognized as the holiday. If the holiday falls on a Sunday,
the Monday after will be recognized as the holiday.
4. Children receiving care through Protective Services Child Care (PSCC) are required to engage
in various activities, as directed by the Department, which may increase the number of
approved absences. To support providers working with youth and families involved with Child
Welfare, the Department will approve additional absences to maintain continuity of care.
Children involved with PSCC are eligible for 6 absences per month and 6 holidays: New Year's
Day, President's Day, Memorial Day, Independence Day, Thanksgiving, and Christmas. If the
holiday falls on a Saturday, the Friday before will be recognized as the holiday. If the holiday
falls on a Sunday, the Monday after will be recognized as the holiday. Children who exceed 6
absences per month may be eligible for additional paid absences if the Department is requiring
the activities resulting in absences. Absences in excess of 6 per month must be approved by
the Child Welfare Division Head and the Employment Services Division Head.
5. Effective July 1, 2020, WCDHS will temporarily pay up to 5 absences per month. At any time,
these absences may be increased or reduced at the discretion of the DHS Director or Deputy
Director.
The Levels apply to the Colorado Shines Model.
All qualified exempt providers will be considered Level 1.
D. Provider Part -Time Daily Rates. The provider part-time daily rate is calculated at fifty-five percent
(55%) of the full-time daily rate. Rates will be rounded up to the highest cent.
E. Special Needs Rates. Providers caring for a disabled child can be reimbursed up to two (2) times
the regular reimbursement rate. A disabled child is defined in Section 3.9 of the Colorado
Department of Human Services, Staff Manual Volume 3.
F. Traditional and Non-traditional Hours and Rates. Providers will be paid the rate type in which
more than fifty percent (50%) of the care is provided. Traditional hours start at 6:00 AM until 6:00
PM, Monday through Friday. All other hours within the week are considered non-traditional hours.
G. Child Care Payroll Adjustments.
1. Provider payments are made for services rendered for the current month plus two prior months.
2. Decisions concerning provider payments beyond the current month plus two preceding months
will be decided on a case by case basis and must be approved by either the Employment
Services Division Head or the Child Welfare Division Head. Any request for payment that would
require non -reimbursable, county -only funding, due to the length of delay, must be approved by
the Human Services Department Head, or her designee.
3. Documentation of any manual payments will be retained for auditing purposes.
4. Providers may submit one manual billing per month for all care provided, but not already
reimbursed, during that service month. Exceptions may be granted if additional manual billing is
necessary to correct an error on the part of the Department.
( Policy of 2-25-2019 ; Policy of 3-18-2020(3) )
6.2.40. EXHIBIT A - CHILDCARE REFERRAL FORM
Care must be approved by Heather Walker or Supervisor on duty to ensure payment to daycare provider.
Complete form and submit to the Supervisor for review.
Childcare is being requested for:
Request is for:
INew
Foster Care
Continued Care
■
Kinship
Parent
Change of Provider U Close Childcare
■
End Date:
Custodial
Person's:
Last Name:
DOB:
SSA#:
J
First Name:
Address:
Phone
U:
J
Email:
Relationship:
Household
#:
Trails Case #:
CHATS#: S
Biological
Mother:
_
Last Name: I
First Name:
CHILD
CARE
NEEDED:
START
DATE:
END DATE:
REASON
FOR CHILDCARE:
EMPLOYMENT.
SOCIAL/EMOTIONAL.
F= Full
Time (Over
S Hours)
P= Part Time
(Under 5 Hours) -Use "F" or "P" to
Indicate Length of
Care Each
Day
Name
of Child:
Gender:
M/F
DOB:
SStt
Mon
Tues
Wed
Thur
Fri
Sat
Sun
-
-
I
Does
child(ren)
need Full-time
on Non -School
Days? I
I
1
Yes (l
No I
If "Yes", School
Attending:
List
Any Variation of above Schedule for each child:
Provider
Information:
Provider #1 Name:
License It:
(Street Address)
(City)
(Zip)
Provider #2 Name:
License At:
(Street
Address)
(City)
(Zip)
Caseworker Name:
Extension:
Date:
Approved
Denied
Director/Administrator/Manager
Signature
Initial
Approval
90 -Day
approval
6 -month
approval
Beyond
6 -month
approval
(Up
to 90 days)
Date:
Date:
Date:
X
6 2 70
EXHIBIT A - WELD COUNTY CENTER
RATES 9/1/2018
Care Type
Level
Rate Type
0 Months -12 Months
12 months -18 Months
18 months -24 Months
24 months -36 Months
30 months 36 Months
36 Months to School Age
School Age
Full -Time
1
Base Rate
S37 09
S37 09
534 54
534.54
$34 54
S30 29
S34 39
Full -Time
2
•
Base Rate
$38 94
S38 94
536 22
$36 22
S36 22
$31 66
534 39
Full -Time
3
Base Rate
$41 85
$41 85
$41 85
$37 98
S37.98
$33 13
$41 82
Full -Time
4
Base Rate
$46.93
548 45
$50 33
540 98
S39 83
$37 73
542 87
Full -Time
i
5
Base Rate
546 93
$48 45
$50 33
541 78
$41 78
S37 73
$42 87
Care Type
level
Rate Type
0 Months 12 Months
1/ months -18 Months
18 months -24 Months
24 months -36 Months
30 months - 36 Month-,
36 Months to School Age
School Age
Part -Time
1
Base Rate
$20.40
$20 40
519.00
$19.00
519.00
$16.66
518.91
Part -Time
2
Base Rate
$21.42
$21 42
519.92
$19.92
$19.92
$17.41
$18 91
Part -Time
3
Base Rate
$23.02
523 02
$23.02
520.89
$20.89
518.22
$23.00
Part -Time
4
Base Rate
525,81
$26 65
$2768
$22 54
$21.91
520 75
523 58
Part -Time
S
Base Rate
525 81
S26 65
52768
$22.98
522.98
520.75 1
$23.58
4 absences monthly
6 holidays: New Years, President's Day, Memorial
Day, Independence Day, Thanksgiving,
Christmas
pdated February 2019
6.2.70.
Care Type
Level
Rate Type
0 Months -18
months
18 months -24 Months'
24 months -36 Months'
36 Months to School Age**
School
Age"
Full -Time
1
Base Rate
$45.84
$36.48
$30.34
$27.70
$26.73
Full -Time
2
Base Rate
$48.12
$36.48
$31.81
$27.92
$27.92
Full -Time
3
Base Rate
$50.53
$42.22
$34.41
$31.54
$29.18
Full -Time
4
Base Rate
$53.06
$48.48
$38 69
$35.50
$32.89
Full -Time
5
Base Rate
$55.72
$48.48
$38.69
$35.50
$32.89
Care Type `
Level
Rate Type
0 Months -18
Months
18 months -24 Months'
24 months -36 Months'
36 Months to School Age"
School
Age"
Part -Time
1
Base Rate
$25.21
$20.06
$16.69
$15.24
$14.70
Part -Time
2
Base Rate
$26.47
$20.06
$17.50
$15.36
$15.36
Part -Time
3
Base Rate
$27.79
$23.22
$18.93
$17.35
$ 16.05
Part -Time
4
Base Rate
$29.18
$26.66
$21.28
$19.53
$18.09
Part -Time
5
Base Rate
$30.65
$26 66
$21.28
$19.53
$18.09
6 holidays: New Years, President's Day, Memorial
Day, Independence Day, Thanksgiving,
Christmas
Updated February 2019
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