Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 5 - Division of Early Child Care and Development › Chapter 1 - Child Care and Development Fund (CCDF) Plan for Mississippi › Subpart 2 - CCDF SUBSIDY PROGRAM ADMINISTRATION › Section 18-5-1-2.2 - Family Outreach and Application Process

Current through June 25, 2024
Lead Agencies must inform parents of eligible children and
					 the general public of the process by which they can apply for and potentially
					 receive child care services. (658D(b)(1)(A), 658E(c)(2)(D) & (3)(B),
					 §§ 98.16(k), 98.30(a)-(e).
Note -
For any information in
					 questions 2.2.1 through 2.2.10 that differs or will differ for families
					 receiving TANF, please describe in 2.2.11.
2.2.1.
By whom and how are parents
				  informed of the availability of child care assistance services under
				  CCDF?
(658E(c)(2)(A), § 98.30(a) ) Check all agencies and
				  strategies that will be used in your State/Territory.
* CCDF Lead Agency
* TANF offices
[] Other government offices
* Child care resource and referral agencies
[] Contractors
* Community-based organizations
[] Public schools
* Internet (provide website):
www.childcareinfo.ms
* Promotional materials
* Community outreach meetings, workshops or other
					 in-person meetings
[] Radio and/or television
* Print media
[] Other. Describe:______
2.2.2.
How can parents apply for CCDF
				  services?
Check all application methods that your State/Territory has
					 chosen to implement.
[] In person interview or orientation
* By mail
* By Phone/Fax
* Through the Internet (provide website)
www.childcareinfo.ms
* By Email
[] Through a State/Territory Agency
* Through an organization contracted by the
					 State/Territory
[] Other. Describe:______
2.2.3.
Describe how the Lead Agency
				  provides consumer education to parents applying for CCDF assistance to promote
				  informed choices. about the quality of care provided by various providers in
				  their communities.
Lead Agencies must certify that the State/Territory will
					 collect and disseminate to parents of eligible children and the general public,
					 consumer education information that will promote informed child care
					 choices(658E (c)(2)(G), § 98.33 ).
For example, memorandums of understanding with resource and
					 referral agencies to provide consumer education to families applying for CCDF
					 assistance, providing parents with provider lists showing licensing history
					 and/or Quality Rating and Improvement System (QRIS) ratings, or informational
					 brochures that address importance of quality and different care options
					 available.
The Lead Agency provides informational brochures that
					 demonstrate high quality child care. In addition, the Lead Agency funds the
					 MSCCR&R which provides parent education and referral services for selecting
					 child care options. The Lead Agency provides parents a way to search for
					 providers on their website. This information display's a provider's quality
					 rating.
2.2.4.
Describe how the Lead Agency will support child care programs to increase the
				  likelihood that CCDF-served children receive higher quality care as defined in
				  your State/Territory.
For example, methods used to promote upward movement in
					 quality rating and improvement system, methods used to encourage high quality
					 programs to participate in the subsidy program such as tiered reimbursement, or
					 incentives used to support high quality programs in rural, suburban, urban, and
					 low-income communities.
The Lead Agency works to increase the likelihood that
					 children receiving child care subsidies have access to higher quality care by
					 providing quality bonuses for every child receiving subsidy to child care
					 providers participating in the Mississippi Child Care Quality Step System
					 (QRIS). The QRIS is a five star system providing 7% (two star), 17% (three
					 star), 22% (four star) and 25% (five star) increases in total monthly
					 subsidies. In an effort to support the provider's success in the QRIS, the Lead
					 Agency conducts an annual Child Care Facility Needs Assessment and responds
					 with resources, identified by providers and designed to increase star ratings.
					 In addition, the Lead Agency funds professional development and training and
					 technical assistance programs at no cost to participants.
2.2.5.
Describe how the Lead Agency
				  promotes access to the CCDF subsidy program?
Check the strategies
				  implemented by your State/Territory.
* Provide access to program office/workers such as:
[] Providing extended office hours
[] Accepting applications at multiple office
					 locations
* Providing a toll-free number for clients
[] Email/online communication
[] Other. Describe:______
* Using a simplified eligibility determination process such
					 as:
* Simplifying the application form (such as eliminating
					 unnecessary questions, lowering the reading level)
* Developing a single application for multiple
					 programs
* Developing web-based and/or phone-based application
					 procedures
[] Coordinating eligibility policies across programs. List
					 the program names______
[] Streamlining verification procedures, such as linking to
					 other program data systems
* Providing information multi-lingually
* Including temporary periods of unemployment in
					 eligibility criteria (job search, seasonal unemployment). Length of time 60
					 days_(Note: this period of unemployment should be included in the Lead Agency's
					 definition of working, or job training/educational program at 2.3.3).
[] Other. Describe:______
[] Other. Describe:______
[] None
2.2.6.
Describe the Lead Agency's policies to promote continuity of care for
				  children and stability for families.
Check the strategies, if any, that your State/Territory has
					 chosen to implement.
* Provide CCDF assistance during periods of job search.
					 Length of time 60 days
[] Establish two-tiered income eligibility to allow
					 families to continue to receive child care subsidies if they experience an
					 increase in income but still remain below 85% of State median income
					 (SMI)
[] Synchronize review date across programs. List
					 programs:______
* Longer eligibility re-determination periods (e.g., 1
					 year). Describe Eligibilty periods are one year in length for working
					 parents.
[] Extend periods of eligibility for families who are also
					 enrolled in either Early Head Start or Head Start and pre-k programs.
					 Describe______
[] Extend periods of eligibility for school-age children
					 under age 13 to cover the school year. Describe______
[] Minimize reporting requirements for changes in family's
					 circumstances that do not impact families' eligibility, such as changes in
					 income below a certain threshold or change in employment
[] Individualized case management to help families find and
					 keep stable child care arrangements. Describe______
[] Using non-CCDF Funds to continue subsidy for families
					 who no longer meet eligibility, such as for children who turn 13 years of age
					 during the middle of a program year
[] Other. Describe______
[] None
2.2.7.
How will the Lead Agency provide outreach and services to eligible
				  families with limited English proficiency?
Check the strategies, if any, that your State/Territory has
					 chosen to implement.
[] Application in other languages (application document,
					 brochures, provider notices)
[] Informational materials in non-English languages
[] Training and technical assistance in non-English
					 languages
[] Website in non-English languages
[] Lead Agency accepts applications at local
					 community-based locations
[] Bilingual caseworkers or translators available
[] Outreach Worker
* Other:
The Lead Agency has requested translation assistance from
					 an internal agency division for applications. This process is not complete at
					 this time.
Additionally, the Lead Agency has developed brochures for
					 non-English and low-literacy individuals to assist them with identifying
					 quality child care environments. These can be viewed at:
http://www.mdhs.state.ms.us/pdfs/eccd_0to2yrs_brochure.pdf
http://www.mdhs.state.ms.us/pdfs/eccd_3to5yrs_brochure.pdf
Educational materials regarding the QRIS are printed in
					 Spanish. Training materials for MS Childcare are available in Spanish and
					 Vietnamese. Lead Agency staff contains Spanish speakers that can assist on
					 calls to the office when needed.
[] None
If the Lead Agency checked any option above related
					 to providing information or services in other non-English languages, please
					 list the languages offered
_______
2.2.8.
How will the Lead Agency
				  overcome language barriers with providers?
Check the strategies, if any, that your State/Territory has
					 chosen to implement.
* Informational materials in non-English languages
[] Training and technical assistance in non-English
					 languages
[] CCDF health and safety requirements in non-English
					 languages
* Provider contracts or agreements in non-English
					 languages
* Website in non-English languages
[] Bilingual caseworkers or translators available
[] Collect information to evaluate on-going need, recruit,
					 or train a culturally or linguistically diverse workforce
[] Other:______
[] None
If the Lead Agency checked any option above related
					 to providing information or services in other non-English languages, please
					 list the languages offered
The Lead Agency has some information available in
					 Vietnamese and Spanish. Addition materials such as Provider Agreements and
					 website information are currently being translated into
					 Spanish.
2.2.9.
Describe how the Lead Agency documents and verifies applicant information using
				  the table below.
(§ 98.20(a) )
Check the strategies that will be implemented by your
					 State/Territory.
Attach
a copy of your parent application for the
					 child care subsidy program(s) as
Attachment 2.2.9
or provide a web
					 address, if available______
http://www.mdhs.state.ms.us/pdfs/eccd_A_ElectronicApplicationForm.pdf
,
http://www.mdhs.state.ms.us/pdfs/eccd_B_ElectronicParentSOAForm.pdf
,
http://www.mdhs.state.ms.us/pdfs/eccd_C_EligibilityChecklist.pdf
,
http://www.mdhs.state.ms.us/pdfs/eccd_D_ElectronicGuardianshipForm.pdf
,
http://www.mdhs.state.ms.us/pdfs/eccd_E_ElectronicChildSupportVerificationForm.
					 pdf
,
http://www.mdhs.state.ms.us/pdfs/eccd_parentsrights.pdf
Reminder
- Lead Agencies are reminded that,
					 for purposes of implementing the citizenship verification requirements mandated
					 by title IV of Personal Responsibility and Work Opportunity Reconciliation Act,
only the citizenship and immigration status of the
					 child
, who is the primary beneficiary of the child care benefit,
					 is relevant for eligibility purposes. (ACYF-PI-CC-98-08) States may not deny
					 child care benefits to an eligible child because the parent(s), legal
					 guardians, persons standing
in loco
parentis
, or other household members have
					 not provided information regarding their immigration status.
The Lead Agency requires documentation
							 of:
Describe how the Lead Agency documents and
							 verifies applicant information:
* Applicant identity
Current driver's license or state issued ID, birth
							 certificate
[] Household composition
* Applicant's relationship to the child
Birth certificate, open child support case
* Child's information for determining eligibility
							 (e.g., identity, age, etc.)
Birth certificate
*Work, Job Training or Educational Program
Employment: check stubs, or letter from employer if
							 newly hired or paid in cash Education: verification of full-time enrollment
							 from educational institution.
* Income
Pay check stubs, and verification of receipt of other
							 income such as child support.
* Other. Describe Verification of cooperation with
							 Child Support.
Verification from the MDHS, Division of Child Support
							 Enforcement that client is cooperating.
2.2.10.
Which strategies, if any, will the Lead Agency use to assure the
				  timeliness of eligibility determinations upon receipt of applications?
[] Time limit for making eligibility determinations.
					 Describe length of time______
* Track and monitor the eligibility determination
					 process
[] Other. Describe______
[] None
2.2.11.
Are the policies, strategies or processes provided in questions 2.2.1.
				  through 2.2.10 different for families receiving TANF?
(658E(c)(2)(H)
				  & (3)(D), §§ 98.16(g)(4), 98.33(b), 98.50(e) )
[] Yes. If yes, describe:______
* No.
2.2.12.
Informing parents who receive
				  TANF benefits about the exception to the individual penalties associated with
				  the TANF work requirement
The regulations at § 98.33(b) require the Lead Agency
					 to inform parents who receive TANF benefits about the exception to the
					 individual penalties associated with the work requirement for any single
					 custodial parent who has a demonstrated inability to obtain needed child care
					 for a child under 6 years of age. Lead Agencies must coordinate with TANF
					 programs to ensure, pursuant that TANF families with young children will be
					 informed of their right not to be sanctioned if they meet the criteria set
					 forth by the State TANF agency in accordance with section 407(e)(2) of the
					 Social Security Act.
In fulfilling this requirement, the following criteria or
					 definitions are applied by the TANF agency to determine whether the parent has
					 a demonstrated inability to obtain needed child care.
NOTE
: The
					 TANF agency, not the CCDF Lead Agency, is responsible for establishing the
					 following criteria or definitions. These criteria or definitions are offered in
					 this Plan as a matter of public record.
a) Identify the TANF agency that established
				  these criteria or definitions: State/Territory TANF Agency Mississippi
				  Department of Human Services, Division of Field Operations.
b) Provide the following definitions
				  established by the TANF agency. "appropriate child care":
Appropriate child care is defined as a licensed child care
					 center or a family day care (home or an individual) chosen by the
					 parent/caretaker relative to care for the child. The child care provider must
					 be 18 years old or older.
"reasonable distance":
Appropriate child care must be within a reasonable distance
					 (within a 20-mile radius) of the parent/caretaker relative's home or
					 worksite.
"unsuitability of informal child care":
Unavailable or unsuitable child care shall be defined as a
					 situation involving child abuse, neglect or an unsafe environment. If the
					 parent/caretaker relative refuses to take the child to a particular day care
					 center, he/she must inform the case manager of the reason for the refusal. The
					 case manager must investigate to verify and substantiate the parent's claim of
					 unsuitable child care. Complaints involving child abuse, neglect or an unsafe
					 environment will be reported to the MS State Health Department, Division of
					 Child Care Facilities Licensure. The case manager must contact the Office of
					 Children and Youth's Designated Agent (now the Division of Early Childhood Care
					 and Development) to discuss the problem and determine what other child care
					 services are available in the area. The case manager will determine good cause
					 for non-participation based on the investigation and information
					 gathered.
"affordable child care arrangements":
Affordable formal child care is child care that is equal to
					 or less than the established rates for the type of care according to the OCY
					 Child Care Policy Manual (now Mississippi Child Care Payment Program Policy
					 Manual).
c) How are parents
				  who receive TANF benefits informed about the exception to individual penalties
				  associated with the TANF work requirements?
* In writing
[] Verbally
[] Other:______