Waitlist Cleanup Update Fiscal Committee May 5, 2014

Background EEC presented three proposals to ANF to reduce the IE surplus: waitlist cleanup, document translation, and scanner purchases. ANF not only approved, but encouraged us to complete the waitlist cleanup and document translation. Since the House included language that would allow any IE surplus to carry over into the next fiscal year, ANF has approved the waitlist cleanup efforts to continue into the first part of FY15 if necessary. They would like the document translation completed during this fiscal year. At this time, all other surplus spending proposals are on hold given the House language allowing us to carry over any balance. We welcome this language and hope that the Senate is agreeable as well. 2

Waitlist Cleanup Process The waitlist has been identified by many providers and CCRRs as a principle barrier for timely placement of children in contracted slots and providing vouchers. The overall goal of the cleanup effort is for the CCRRs to contact every family who is on the waitlist as of May 9, First priority will be ensuring that all information in KinderWait is accurate and complete. The CCRRs will review the waitlist for accuracy, assess continued family interest, determine potential eligibility, and communicate of fees. The CCRRs will also provide guidance to the families on their role in maintaining accurate information. After completing the questions, assessing potential eligibility, and confirming the family's interest and ability to pay the parent fee, the family and the worker will together decide if the family remains on the waitlist or is removed from the waitlist. Families will receive follow-up letters based on the decision made during the call. 3

Waitlist Cleanup Timeline April 10, 2014: Approval Received from ANF Week of April 14, 2014: Finalized CCRR budgets and detailed steps that needed to be completed prior to the start of the effort. April 21, 2014: During the weekly call with all CCRRs, issued the authorization to begin hiring staff and ramping up for this project. May 1, 2014: Received Commissioner final approval on changing the reduction of the reinstatement period from 6 month to 30 days. May 2, 2014: Issued formal contract amendments to CCRRs. Week of May 5, 2014: Hold mandatory training session for all CCRRs; Issue a detailed notice to all waitlist agents that the cleanup process will be starting; and finalize any other policy changes and issue EMBs. May 12, 2014: Cleanup process begins Week of May 26, 2014: Hold follow-up training session with all CCRRs to answer questions and address any issues. August 8, 2014: Cleanup process ends 4

Upcoming Steps Finalize documents that will be sent to families, including confirmation, renewal, and removal letters as well as a one- page information sheet for all families remaining on the waitlist. Finalize all policy changes and issue any EMBs. Finalize training materials and webinars, including a webinar for all current waitlist agents who are not participating in the cleanup effort (Mass 211, contract providers, Head Start providers, CFCE grantees). Amend CCRR contracts. Finalize a written procedure document that will detail where we are deviating from current waitlist procedures during this cleanup period. 5