Topics Survey ResultsVerification and Eligibility FY ’07 Overall ProcessSpecialized Child Care COPA 3455IPACS IMEDGE/ScanningPolicy andAppeals Q & A

C O P A  Can you produce a 3455? 60% Yes40% No  Does the Activity Number show? 58% Yes42% No

Top Topics for Discussion COPA Eligibility and Verification IMEDGE IPACS

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

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

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

COPA CYS3455 & Documentation IMEDGE Scanning system IMEDGE Scanning system Valid Information? IPACS system Required Documentation? CCMIS Yes Billings No Yes

Who’s affected by the changes? 1.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)

COPA CYS3455

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

USE THE MOST CURRENT 3455 ALWAYS

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

CYS3455 Changes Page 2 No major changes Revision Date bottom left

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

CYS3455 Changes Page 3 Applicant Certification Items 8,9,10

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.

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.

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.

CYS3455 Changes Page 4 Provider Certification Item #10 Revised Date

How to complete a COPA 3455 Document in folder School Age Activity Number

School Age 7- 12

COPA - Activity# Missing? Activity #’s are agency, site and program model specific. Contact La Tasha

I N T R O D U C I N G

The IMEDGE

The Site Readiness Checklist must be FULLY completed. The vendor cannot install with missing information.

Summary: The End

PILOT AGENCY MEETING Meeting for last summers pilot agencies on CYS Central office. Meeting start time 1:00P.M.

Verification and Eligibility

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

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

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…

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 of the IDHS Child Care Manual)  ask if the client has received any “Non-exempt Income” (defined under 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

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 IDHS Child Care Manual) when Social Security Numbers are not provided:  Birth certificate (U.S. and other countries)  Baptismal certificate  Medical record, etc…

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 days

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

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

Incapacitated Child (Special Needs/Incapacitated) 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 A child must be under 13 years old, unless the child is a foster child, to be considered for eligibility in this category.

Non –DCFS Social Service Agency Referral Cases 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 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.

Foster Care 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 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.

Child of DCFS Teen Ward 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 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 21 st birthday.

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. CYS/DCFS SPECIAL CASE

The IPACS presentation is for informational purposes only.

IPACS IDHS Bureau of Child Care and Development June 2006

IPACS Illinois Public Aid Communication System

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

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.

Information Sources The information comes from sources outside the jurisdiction of the Bureau of Child Care and Development. Therefore, The information is not specifically formatted to determine Child Care eligibility. Information is to be used collaboratively with other relevant facts in determining eligibility PACISIDHS EMPLOYER CLIENT

Data Bases Used ACID (Automated Client Information Database) –RPY status –Grant amount –Assistance unit information (DOB, SSN, relationships, type benefits, living in home) –Earned and unearned income codes –RSP activity

Data Bases Used AWVS (Automated Wage Verification System) –Unemployment Compensation –Multiple employers –Average monthly income amounts (for comparison to check stubs) KIDS (Key Information Delivery System) –Child Support payments –SSNs –Relationships Chicago Student On-Line –Determine if child not on parents PACIS case has other address and/or guardian listed

PACIS Basic Principles For confirmation, not determination. Use as a guide, not to decide. When you cannot verify, you must clarify. Screen print, baby, screen print.

First Step – Child Care Tracking System CYS will check to see if the family has an active child care case or a recently denied application through IDHS or AFC IDHS and AFC will check COPA for active or a recently denied CYS cases as well

CCTS Name Search Screen

Non-Child Care Eligibility Inquiry Menu

DATE : TIME : LAST NAME, FIRST NAME RPY CASE ID: A12345 STREET ADDRESS AND APT.# CSLD: 403 TA: 31 DEF: 1 TAR: 61 CITY OR TOWN, STATE ZIPCODE-XXXX TERM ID: C501 EFF DATE: 03/02 NO552: 05 SCH: 06 LAST MED DET DT: 01/02 LAST OPEN: 12/01 REDER DATE: 01/02 SSA #: END MED DT: CERT DATE: EBT ACCT: INST DATE: DIR DEL CD: OGRTRSN: TRANOPA: 4 ID EXP DATE: 05/19/02 MEC REST: CASE STAT: ACTIVE REGULAR CASE BANK: ACCNT: FROM B12345 BNK SSN: PHONE: FOOD STAMP STAT: ACTIVE OPA: 00 PROP: 0 LANGCDE: 00 FDST APP STAT: APPRV 1 MONTH NATORG: 00 SPONSOR: 00 NOLVTOG: 08 SPEND-DOWN STAT: RACE: 2 UTRENT: 01 #FSEATOG: 05 REDETERMINATIONS MAJCR: 00 PUBLICH: 0 BX26: SUPERV: LIST CD: FOODST: 1 LIVARR: 00 CASEWKR: DISP CD: 1 REP CODE: DATE APR: 02/07/02 CRITERIA: P-W 03/99 REPORT PROCESSED AMT GR CHG:.00 BX25: DCFS/DHS: ->2001 ->2002 PHONE2: - M J J A S O N D J F M A M J J A S O N D J F M A M GRANT HISTORY Y Y Y Y Y Y MEDICAL HISTORY Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y FOOD STAMP HISTORY Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y 2=NEEDS 3=PEOPL 4=HIST 5=2943 6=MED/PCIS PF/F10:ARS ACID SCREEN 1

CASE ID: EI0000 NEEDS CODE AMT/RIN PERS TCOST SBY CODE AMT/RIN PERS TCOST SBY / / /97 INCOME/DEDUCTIONS RESERVES FOOD STAMPS: CODE AMNT SCR NUM RNO CODE AMOUNT CASEINHH: 1 EARNED: NOINHH: 03 UNERND: H35 Y NOEATTG: 03 DCC:.00 UTILIND: 1 HSECST: CERTEX: 11/02 UTLCST: EPA:.00 MEDEXP:.00 NCA:.00 CS:.00 BUS EXP RNO DCD AMT NUM EIE DT-CNT FIL:.00 TOTINC: /00 00 CATELGIND: 8 BONUS: NEWSHLTRMX: PRO/RET: P MTCH MTPRS TPERS PERALLW TNEEDS TOTDED GRANT SURINC RESERVE =BASIC 3=PEOPL 4=HIST 5=2943 6=MED/PCIS PF/F10:ARS ACID SCREEN 2

PAGE 1 OF 1 ASSISTANCE UNIT CASE ID: A FIRST NAME LAST NAME BX78: REL: 02 STAT MO/FA: --/-- 09/25/1974-F V 04/15/92 ACT: - VET: 1 ED: F MAR: 1 WRK: 8 PC/H: 9 MT: 1 CT: 30 TPL: 000 AL#: CL#: BX64: -- EDD: I/FI: CNT: CHILD NO.1 BX78: REL: 05 STAT MO/FA: 13/24 05/13/1992-F V 02/04/93 ACT: - VET: 1 ED: - MAR: - WRK: - PC/H: - MT: 3 CT: 30 TPL: 000 AL#: CL#: BX64: -- EDD: I/FI: CNT: CHILD NO. 2 BX78: REL: 05 STAT MO/FA: 13/24 07/28/1994-F V 02/28/95 ACT: - VET: 1 ED: - MAR: - WRK: - PC/H: - MT: 3 CT: 30 TPL: 000 AL#: CL#: BX64: -- EDD: I/FI: CNT: CHILD NO. 3 BX78: REL: 05 STAT MO/FA: 13/24 09/26/1998-M V 01/08/99 ACT: - VET: 1 ED: - MAR: - WRK: - PC/H: - MT: 3 CT: 30 TPL: 000 AL#: CL#: BX64: -- EDD: I/FI: CNT: CHILD NO. 4 BX78: REL: 05 STAT MO/FA: 13/24 12/15/1999-M V 01/18/01 ACT: - VET: 1 ED: - MAR: - WRK: - PC/H: - MT: 3 CT: 30 TPL: 000 AL#: CL#: BX64: -- EDD: I/FI: CNT: 1=BASIC 2=NEEDS 4=HIST 5=2943 6=MED/PCIS PF/F8:MMIS PF/F10:ARS ACID SCREEN 3

ACID SCREEN 6 PAGE 1 ASSISTANCE UNIT MEDICAL/W & T ACTIVITIES CASE ID: A FIRST NAME 09/25/1974 EDD: CARVE: CHOICE: 5 LSSI: HIB: SMIB: QMB: RENAL: CM: ENROLL: BEGIN: END: PRV: ENROLL: BEGIN: END: RRP: TYP: BX27: B: E: ACT DT: 01/14/02 CDE: 0350 HR: 30 CNTL: 07/01/02 MGR: 215 TRANS: /06/ /11/99 C83 000

Automated Wage Verification System (AWVC) MORE INFORMATION ON NEXT PAGE -- DEPRESS PA1 PAGE 1 04/17/2002 AWVS INQUIRY SYSTEM OF 2 SSNO: XXX XX XXXX YEAR: QTR: CLAIMANT: LAST NAME, FIRST NAME BIRTH: 12/15/1970 STREET ADDRESS SPOUSE: CITY OR TOWN STATE ZIPCODE COUNTY: 200 COOK ALIAS SSNO: CLAIM DATE: 12/31/2000 LATEST CHK: 07/18/2001 WKLY BASIC BEN: BENEFIT PERIOD: 12/31/2000 THRU 12/30/2001 DEP ALLOWANCE: MAX BEN AMT: 2, MAX BEN BAL: WK BEN AMT: EMPLOYER ID/NAME/PLANT/ADDR/CITY/ST/ZIP WAGES BY QUARTER /2001 2/2001 3/2001 4/ EMPLOYER NO STREET ADDRESS CITY OR TOWN STATE ZIPCODE EMPLOYER NO. 2 STREET ADDRESS CITY OR TOWN STATE ZIPCODE 1248 PAY DATE AMOUNT WKS PD PAY END-DT | PAY DATE AMOUNT WKS PD PAY END-DT 07/18/ /07/2001 | 07/05/ /30/ /20/ /16/2001 | 06/06/ /02/ /23/ /19/2001 | 05/09/ /05/ /25/ /21/2001 |

KIDS Case Information P0IMAOXX KEY INFORMATION DELIVERY SYSTEM 04/17/02 DHSDXXXX IV-D CASE INQUIRY PARTICIPANT LIST 11:56:30 PAGE: 1 IV-D NUM: C PART S O LAST NAME FIRST NAME M RIN TYPE T T DOB REL SSN ================= =========== = ========= ==== = = ========== ==== ========= 1 ROBERTS BENJI CHLD A 2 08/13/1996 CHLD XXXXX ROBERTS JULIA CLI A 04/08/1967 MOTH XXXXX PRATT BENJAMIN P RR A 12/09/1965 FATH ROBERTS BENITO CHLD A 2 08/13/1996 CHLD XXXXX0003 ENTER LINE NUM TO SELECT PART __ ENTER-SELECT PART PF7-UP PF8-DOWN PF9-CASE SUMMARY

KIDS Account Information P4IMAQAN KEY INFORMATION DELIVERY SYSTEM 05/10/06 DHSD00000 DISBURSEMENTS TO CLIENT 11:14:58 *MORE* PAGE 1 PART NAME DOE JANE RIN SSN V V IV-D IV-A AB00000 DOCKET FIPS N MAIL DATE NCP RIN CASE NUM AMT = ========= ========= ======== ======== 1 05/05/06D C A 02/23/06D C /05/06D C B 02/23/06D C /20/06D C C 02/09/06D C /20/06D C D 02/09/06D C /06/06D C E 01/26/06D C /06/06D C F 01/26/06D C /23/06D C G 12/30/05D C /23/06D C H 12/30/05D C /09/06D C I 12/15/05D C /09/06D C J 12/15/05D C M=MAIL,D=DIRECT ENTER LN# _ OR NCP RIN _________ DATE BEGIN VIEW 05/10/2006

Chicago Student On Line PA5027AA ILLINOIS DEPARTMENT OF PUBLIC AID DATE: 05/10/06 TERMID: DHSD000 CSOC INQUIRY RESPONSE REPORT TIME: 14:18:42 PAGE: 01 3(6 YEARS) INQUIRY CRITERIA:DOE JOHN 03/17/1996 CHICAGO STUDENT MATCHED BY: NAME AND BIRTH DATE JOHN,DOE 03/17/1996 ADDRESS: 1111 N CHICAGO PLACE GUARDIAN: JANE DOE REL TO STUDENT: MOTHER LEAVE DATE: REASON: SCHOOL NAME: ROBERT BATES ELEMENTARY SCHOO GRADE LEVEL: SECOND GRADE STUDENT DATABASE: 05/08/2003 SCHOOL DATABASE: 01/10/2002

CYS Policy

Collaboration BIG ISSUE: What do I do with a collaboration child no longer income eligible for the childcare program?

Appeals Process

Types of Appeals Denial of benefits Cancellation of benefits Co-payment Payment amount or nonpayment of child care subsidy (Providers)

Appeals Process Step 1: Client files an appeal Call or send written appeal within 60 days the notice is signed and mailed ( IDHS Policy) Local IDHS office serving the client or IDHS Bureau of Assistance Hearing (BAH) or CYS or Delegate Agency or IDHS Bureau of Child Care and Development (BCCD) Step 2: CYS receives written appeal CYS forwards appeal to BAH within 48 hours

Appeals Process Step 3: Notification of appeals IDHS Local Office or CYS notifies BCCD that an appeal has been filed. Step 4: Hearing Scheduled BAH schedules the hearing, allowing BCCD at least 2 weeks to review the case and gather the required information and evidence.

Appeals Process Step 5: CYS receives notification of hearing Reviews the case CYS pre-hearing conference Attempts to resolve issue If issue is resolved, contact the child care appeals coordinator in Springfield.

Appeals Process Step 6: Appeal Hearing Hearing by telephone BAH notifies appellant, CYS and local office of hearing decision

Notice of Cancellation Appeals notification

Denial Notice Appeals Notification