218-RICR-20-00-4
218-RICR-20-00-4. Child Care Assistance Program Rules and Regulations (version Amendment, 09/29/2005 to 03/01/2006)
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
GENERAL PROVISIONS: PREAMBLE FOR CCAP 0850.01
REV:01/2004
PART I. General Provisions: Preamble -- Starting RIght
Child Care Assistance Program (CCAP) 0850.01. The Rhode
Island Family Independence Act of 1997, recognized the
importance of access to affordable child care for families
making the transition from welfare to economic self-
sufficiency. Since then, Rhode Island has become one of
the few states in the nation to establish that all families
trying to balance the responsibilities of work and family
are entitled to affordable, quality child care services.
The Starting RIght Initiative, adopted in 1998, reaffirmed
and extended this commitment to include expanding access to
developmentally appropriate, early childhood education and
support services programs for young children at-risk and
their families. The Rhode Island Department of Human
Services (DHS) administers the child care programs and the
initiatives established to serve these purposes under the
auspices of Starting RIght.
SCOPE AND PURPOSE 0850.01.02
REV:01/2004
A. Scope and Purpose of the Starting RIght Child Care
Assistance Program:0850.01.02. R.I.G.L. 42-12-23
designates the Department of Human Services as the agency
responsible for State programs subsidizing child care
services provided to Family Independence Program (FIP)
beneficiaries and income eligible working families. The
Child Care Assistance Program (CCAP) was established by DHS
as part of a broader effort to redesign the State's
existing child care subsidy programs (i.e., FIP, low income
child care (LICC), and special purpose programs) to further
the goals of Starting RIght. Accordingly, the purpose of
the Child Care Assistance Program is to:
1) Create an integrated system of child care assistance
programs that ensures the seamless delivery of services to
eligible children from one week up to sixteen (16) or
nineteen (19) years of age, depending on the program
requirements;
2) Assist families in obtaining child care assistance by
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SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
standardizing the CCAP eligibility requirements,
streamlining enrollment and payment procedures, and
expanding the range of child care providers approved to
participate in the program;
3) Ensure that all children participating in the CCAP
receive age appropriate and safe child care;
4) Facilitate the development of a network of child care
facilities and providers capable of delivering early
education and enhanced child care services to young
children from income eligible families; and
5) Respond to the diverse needs of children and families by
supporting the development of a diverse array of high
quality and affordable program models and services.
0850.01.03 DEFINITIONS
REV:01/2004
B. Definitions - 0850.01.03. For the purposes of this
administrative rule, the following definitions apply unless
otherwise noted.
"Adolescent Self-Sufficiency Collaborative or ASSC" means
the State program that provides assistance to teen-age
parents engaged in approved education and training
programs.
"Approved child care provider" means an individual or
program that: (1) has met the requirements established by
the Department of Human Services to participate in the
CCAP; and (2) entered into a signed and valid agreement
with the department specifying the terms and conditions for
enrolling eligible children and receiving payment for CCAP
allowable child care expenses.
"Central Provider Directory" means the information source
maintained by the department about all the child care
providers in the State that have met the requirements to be
approved to participate in the CCAP and receive payment for
authorized child care expenses.
"Child Care Assistance Program or CCAP" means the program
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STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
administered by the Rhode Island Department of Human
Services that provides financial assistance for authorized
child care services rendered to eligible children by
approved child care providers. The CCAP consolidates DHS's
child care subsidy programs for FIP beneficiaries, income
eligible working families (formerly known as the Low Income
Child Care Program), teens participating in the ASSC, and
special approval cases.
"DHS or department" means the Rhode Island Department of
Human Services.
"DHS Code of Administrative Rules and Regulations or DHS
Code" means the compendium of rules and policies governing
the programs administered by the department. The DHS Code
was formerly referred to as the DHS Policy Manual.
"Eligible Child" means a child that meets the requirements
to receive authorized child care services from a CCAP
approved child care provider. A foster child who is
eligible for child care services provided through the Rhode
Island Department of Children, Youth and Families (DCYF)
shall not be deemed an eligible child for the purposes of
the CCAP.
"Family Independence Program or FIP" means the State
program, authorized by R.I.G.L. 40-5.1 et. seq., that
provides cash assistance and support to families who meet
certain requirements. FIP beneficiaries are categorically
eligible for fully-subsidized CCAP services if they meet
the requirements established in Sections 0850.02.02.-
0850.02.04.
"Office of Child Care" means the unit within DHS
responsible for administering the CCAP, approving child
care providers participating in the program, and
maintaining the CCAP Central Provider Directory.
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FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
0850.02 ELIGIBILITY AND AUTHORIZATION OF SERVICES
REV:01/2004
PART II. Eligibility and Authorization of Services --
0850.02. Families with incomes at or below 225 percent of
the federal poverty level (FPL) who meet the requirements
for the Starting RIght Child Care Assistance Program are
eligible to receive full or partial payment for child care
expenses when delivered by a CCAP approved child care
provider. There are two avenues for qualifying for payment
of child care expenses through the CCAP: categorical
eligibility and income eligibility. Family Independence
Program (FIP) beneficiaries, including Adolescent Self-
Sufficiency Collaborative (ASSC) participants, who meet all
the general requirements established in this rule, are
categorically eligible to receive for CCAP authorized child
care services. Working families and ASSC participants who
are not FIP beneficiaries may be income eligible for the
CCAP if they meet the requirements set forth in Section
0850.02.05.
0850.02.01 DEFINITIONS
REV:01/2004
A. Definitions: 0850.02.01. For the purposes of this
section, the following definitions apply:
"Allowable child care expense" means the total cost of CCAP
authorized child care services paid by DHS to an approved
provider, after deducting the amount the family is required
to pay the provider as its share of the cost (or family
share) for authorized services.
"Applicant child(ren)" means the dependent child(ren) in
the financial unit for whom CCAP authorized child care
services are being requested.
"Application date" means the date that a signed application
for CCAP is stamped as received by a DHS office.
"Authorized child care services" means the child care a
CCAP eligible child is approved to use in a given time
period based on the department's assessment of the family's
need for services. CCAP authorized child care is
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categorized as full-time (FT), three-quarter time (3QT),
half-time (HT), quarter-time (QT), before school
(hereinafter referred to as AM care), after school
(hereinafter referred to as PM care), and summer/school
vacations (S/SV).
"Categorically eligible" means that eligibility for the
CCAP has been conferred, by either State law or DHS policy,
based on receipt of, or participation in, a particular
public benefit/program. Both FIP cash assistance and ASSC
program participants receiving FIP cash assistance are
categorically eligible for the CCAP if they have met all
other general requirements and established a need for
services.
"CCAP automated enrollment system" means the DHS system
through which an approved provider shall enroll eligible
children.
"Certification period" means the actual period of time that
an eligible child may obtain CCAP authorized child care
services. A certification period shall not exceed twelve
(12) months in duration.
"Child Care Assistance Unit or CCAU" means the operational
unit within the Rhode Island Department of Human Services
that determines eligibility, the need for services, and the
periods of authorized child care services for income
eligible working families and ASSC participants who do not
receive FIP cash assistance.
"Dependent child" means any child who is under the age of
eighteen (18) years, or nineteen (19) years if an
individual with a documented disability, who is not
emancipated legally by a court of appropriate jurisdiction.
"Excluded income" means certain money, goods or services
that are not considered countable for the purposes of
determining whether a family meets the requirements for
CCAP income eligibility. Excluded income includes, but is
not limited to, the following:
* The value of U.S. Department of Agriculture donated
foods;
* Any payment received under Title II of the Uniform
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Relocation Assistance and Real Property Acquisition
Policies Act of 1970;
* Any grant or loan for an undergraduate student for
educational purposes made or insured under any programs
administered by the U.S. Commissioner of Education;
* Payments distributed per capita to, or held in trust
for, members of any Indian tribe under Public law 92-254,
Public Law 93-134 or Public Law 94-540;
* Any benefits received under Title VII, Nutrition
Program for the Elderly, of the Older Americans Act of
1965, as amended;
* Payments for supportive services or reimbursement of
out-of-pocket expenses made to individual volunteers
serving as foster grandparents, senior health aides or
senior companions, and to persons serving in the Service
Corps of Retired Executives (SCORE) and Active Corps of
Executives (ACE) and any other program under Title II and
Title III of the Domestic Volunteer Service Act of 1973;
* The value of supplemental food assistance received
under the Child Nutrition Act of 1966, as amended, and the
special food service program for children under the
National School Fund Act, as amended, (Public Law 92-433
and Public Law 93-150);
* Payments of Experimental Housing Allowance Program made
under Annual Contributions Contracts entered into prior to
January 1, 1975, under Section 23 of the U.S. Housing Act
of 1937, as amended;
* Receipts distributed to members of certain Indian
tribes which are referred to in Section 5 of Public Law 94-
114 that became effective October 17, 1975;
* Tax exempt portions of payments made pursuant to the
Alaska Native Claims Settlement Act, Public Law 93-203;
* Foster care payments made by the Rhode Island
Department for Children, Youth and Families;
* The value of food stamp benefits;
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
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* The value of government rent or housing subsidies;
* Income from college work study programs;
* The earned income of a dependent child who is included
in the financial unit;
* A transportation allowance paid under the auspices of a
work or training program, such as Job Search, or a WIA
program;
* In accordance with PL 100-485, the refund of taxes
under the earned income tax credit (EITC), or the advance
payment of the EITC;
* Loans and grants, such as scholarships, obtained and
used under conditions that preclude their use for current
living costs;
* Monies received under the federal Social Security
Persons Achieving Self-Sufficiency (PASS) program or the
Income Related Work Expenses (IRWE) program;
* The income of the parents with whom a teen parent(s)
resides;
* Section 8 Utility Payment; and
* Veterans Aid and Attendant Allowances
"Family share" means the amount a family is expected to
contribute in co-payments to the cost of child care
services.
"Financial unit" means the dependent children, including
both applicant and non-applicant child(ren), and the
parent(s) and the legal spouse(s) of the parent(s) who live
with them in the same household. The financial unit may
also include applicant children that DHS has determined,
upon verification, to be a relative of acceptable degree to
the parent(s) requesting CCAP authorized services. The
financial unit determines family size for the purposes of
determining income.
"FIP unit" means the operational arm of the Rhode Island
Department of Human Services responsible for determining
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whether categorically eligible FIP beneficiaries, including
those who are also ASSC participants, meet the CCAP general
and need for services requirements. The FIP Unit also
determines CCAP eligibility for families making the
transition off FIP cash assistance.
"Income" means any money, goods or services available to
the financial unit used to calculate eligibility for the
CCAP. For the purposes of the CCAP, countable income
includes, but is not limited to, any of the following:
* Monetary compensation for services, including gross
wages, salary, commissions, and any work-based fees,
stipends, tips or bonuses;
* Adjusted gross income from self-employment;
* Social Security Benefits (RSDI);
* Supplemental Security Income (SSI);
* Dividends or interest on savings or bonds;
* Income from estates or trusts;
* Adjusted Gross Rental Income;
* Adjusted Gross Room and Board Income;
* Public assistance or FIP cash assistance payments;
* Unemployment Compensation;
* Temporary Disability Insurance (TDI);
* Workers' Compensation;
* Government civilian employee or military retirement;
* Cash payouts for waiving employer sponsored health
insurance;
* Private pensions or annuities;
* Adoption subsidies;
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* Alimony;
* Child support payments;
* Regular contributions from persons not living in the
household;
* Royalties;
* Strike Benefits;
* Trade Readjustment Allowance;
* VA Compensation Payments;
* VA Educational Benefits;
* Spousal/Dependent Allowances;
* Military Allotments;
* In-Kind Assistance; and
* Alien Sponsor Income.
"Income eligible" means that CCAP eligibility is determined
on the basis of income, within the limits prescribed in
State law, as well as certain general requirements and the
need for services.
"Infant" means a child from at least one (1) up to, and
inclusive of, eighteen (18) months of age.
"Initial eligibility date (or Care Start Date)" means the
actual first date that CCAP authorized child care services,
rendered to an eligible child by an approved provider, can
be paid by DHS.
"Non-applicant child" means any dependent child living in
the household up to age eighteen (18), who is not included
in the family's request for CCAP authorized child care
services.
"One-parent home" means a family in which there is only one
parent living in the household with financial
responsibility for the eligible child(ren).
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
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SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
"Parent" means any person in the household who is legally
and financially responsible for the routine care of the
applicant child(ren) including, but not limited to,
providing income, resources or other forms of support. A
person seeking CCAP authorized services for a dependent
child is considered to be a parent for CCAP eligibility
purposes if so deemed for any other Department of Human
Services program(s). The term parent is used broadly in
this rule to refer to biological, adoptive, or stepparents,
as well as legal guardians or caretaker relatives of an
acceptable degree under the FIP rules of relationship as
defined in Section 0806.15 of the DHS Code.
"Pre-school age child" means a child from age three (3) up
to entry into the first grade of a public or private
elementary school program. A child who will reach age
seven (7) on or after September 1 in a given school year
shall not be considered a pre-school age child under any
circumstances.
"School-Age child" means a child up to the age of sixteen
(16), enrolled in at least the first grade in a public or
private school program. Certain children with special
needs may be categorized as school age up to the age of
nineteen (19) and qualify for CCAP child care services.
"Short-term Special Approval or SSACC" means CCAP child
care authorized for an otherwise ineligible child or parent
as a result of a documented serious health condition or
related circumstance in the family that creates an
immediate need to initiate or continue CCAP authorized
child care services on a temporary basis, as provided in
Section 0850.02.06 of this rule.
"Toddler" means a child over the age of eighteen (18)
months, up to the age of three (3) years.
"Two-parent home" means a family in which the two parents
live in the same legal household as, and share financial
responsibility for, the applicant child/children.
"Youth" means a child from the age of thirteen (13) up to
age sixteen (16).
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
GENERAL ELIGIBILITY REQUIREMENTS 0850.02.02
REV:01/2004
B. General Eligibility - 0850.02.02: For a child to be
eligible to participate in the Child Care Assistance
Program, the family applying for CCAP services shall meet
the general requirements set forth in this section as well
as the specific requirements pertaining to categorical and
income eligibility.
1) Base Eligibility Requirements. To be eligible for the
CCAP, all applicants must provide the documentation to show
the following requirements have been met:
a) Age of applicant child(ren). The child to receive
CCAP services shall be over one (1) week old and below the
age of sixteen (16) years unless the following
circumstances apply:
i) The child is sixteen (16) up to nineteen (19)
years old and has a documented physical or mental
disability which makes the child incapable of self-care; or
ii) The child is under age sixteen (16) and would be
considered a dependent child for the purposes of FIP except
for the receipt of Supplemental Security Income, or foster
care services under Title IV-E. This subrule applies only
in those instances in which child care is necessary for a
parent to accept or retain employment or to participate in
a FIP approved education or training program.
b) Relationship. The applicant child(ren) must live in
the home of the parent requesting CCAP services. The
relationship between the adult applying for CCAP services
and each applicant child must meet the broad definition of
parent as set forth in this rule.
2) Categorical Eligibility. The Rhode Island Family
Independence Act (FIA) extends eligibility for the CCAP to
Family Independence Program (FIP) cash assistance
beneficiaries who meet the need for services (i.e. engaged
in an approved education or employment related activity
that necessitates child care services) and other criteria
established in Section D - 0850.02.04 - of this rule.
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
3) Income Eligibility. A family seeking income eligibility
for the CCAP shall provide the documentation required by
DHS indicating that the following requirements have been
met:
a) Income. Countable income of the financial unit shall
not exceed 225 percent of the Federal Poverty Level (FPL).
To assist in determining income eligibility, a Social
Security Number (SSN) must be provided for any member of
the financial unit. An SSN for all other members of the
household may be provided on a voluntary basis. Proof that
a request for an SSN has been made will be accepted as
documentation, but only for the initial determination of
eligibility. At the time of recertification for authorized
services, a permanent SSN shall be required for all members
of the financial unit. In accordance with applicable
federal and state laws, SSN will be used only to assist in
verifying income and the need for services.
b) Residency. As defined in DHS Code Section 0106, the
applicant parent(s) and any applicant children in the
financial unit shall be documented legal residents of the
State of Rhode Island.
c) Citizenship. The applicant shall be either a citizen
of the United States or a non-citizen lawfully entitled to
reside in the United States, as specified in Section 0104
of the DHS Code. The citizenship status of the parent(s)
shall not be a bar to participation in the program.
d) Need for Services. The parents of the applicant
child(ren) shall be employed and unavailable to provide
routine care for the child(ren) while working in accordance
with the criteria established subsection 0850.0205 of this
rule.
4) Limitations and Exclusions. Both categorical and income
eligibility for CCAP services are subject to the following
limitations and exclusions:
a) One CCAP Household Per Applicant Child. CCAP
services shall only be authorized for one household per
applicant child during any given certification period.
i) In general, the CCAP household is the parent's
home which serves as the principal place of residence of
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the applicant child - i.e. where the child lives the
majority of the time. This rule applies whenever an
applicant child's parents live in separate households or
have an acceptable need for services independently of, or
in tandem with, one another. A household other than the
child's principal place of residence may only be considered
a CCAP household if:
(a) The parent in the household where the child
lives the majority of the time does not qualify, or have a
need for CCAP services; and
(b) The parent in the household where the child
lives less than a majority of the time applies and meets
the requirements for CCAP authorized services.
ii) If the parents of an applicant child live in
different households, but share legal custody and physical
possession of a child due to a court order/agreement, then
neither parent's household may be the child's principal
place of residence. When both parents apply separately for
the same child, only one household shall be considered a
CCAP household when determining authorized services. In
such instances, the department shall request the
documentation from the applicant parents required to make a
factual determination as to which is the CCAP household.
b) Self-Employment as a Child Care Provider. Any parent
whose income is derived solely from self-employment as a
child care provider shall not be eligible for CCAP
authorized services. However, a parent who is self
employed as a child care provider on a part time basis may
be eligible to receive CCAP authorized services for an
eligible child for a period of time while working in some
other capacity or participating in a FIP-approved activity,
if all requirements established in this rule are met.
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SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
0850.02.03 APPL PROCESS FOR DETERMINING ELIGIBILITY
REV:01/2004
C. Application Process for Determining Eligibility -
0850.02.03: The application for CCAP consists of the
required application or request for CCAP services form, the
documentation necessary to verify eligibility and establish
the need for services, and/or the most current information
available on the applicant from other DHS program sources.
Families seeking eligibility for the Child Care Assistance
Program shall apply to DHS in accordance with the
following:
1) Application Requirements. The parent shall make
application for the CCAP by submitting a signed FIP request
for services or CCAP application form, along with the
documentation required to verify eligibility and the need
for services. In a two-parent home, both parents must sign
the application. Both the type of form and the documenta-
tion that must be submitted vary, depending on whether the
family qualifies to apply for the CCAP on the basis of
categorical or income eligibility. Specific information
about the appropriate forms and sources of verification
required are contained in the CCAP application packet and
made available, upon request, by contacting any DHS office.
2) Point of Application. FIP beneficiaries, including
those who are ASSC participants and families making the
transition off cash assistance, shall make CCAP application
through their social caseworker in their local FIP office.
All other ASSC participants and working families shall make
application to a Child Care Assistance Unit (CCAU)
representative.
3) Application Date. The date a signed application or
request for services form is date stamped as received by
DHS is the application date.
4) Application Period. The application period is the period
when eligibility for the CCAP is determined by DHS staff.
The period begins on the application date and extends for
thirty (30) days. An application is considered incomplete
until DHS has all the information and documentation
required to make an eligibility determination. Once an
application is complete, every effort will be made to
determine eligibility in the most expeditious manner
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possible. An application that remains incomplete on the
last day of the application period shall be denied unless
DHS is responsible for the delay in processing the
application.
5) Application Review. Department representatives shall
first review applications for completeness. If a
determination of eligibility cannot be made in conjunction
with this initial review, a letter or letters shall be sent
to the family applying for the CCAP containing one or more
of the following as appropriate:
a) A statement acknowledging receipt of the appropriate
application form and indicating the application date-that
is, the date the signed form was date-stamped as received
by DHS;
b) The unique CCAP certificate number assigned to the
family. This is the identification number that shall be
used by approved child care providers when enrolling
eligible children for CCAP authorized child care services;
c) The names of the children in the family for whom
child care assistance is being requested; and
d) A statement indicating that the applicant may request
services from an approved child care provider pending final
determination of eligibility by DHS. The statement shall
include a disclaimer indicating that:
i) DHS shall only make payment for allowable child
care expenses when rendered by a CCAP approved provider;
ii) An approved child care provider is not required to
accept a child during the period when an application is
pending. If a child is accepted, the provider must enroll
the child either prior to or during the first week of care;
and
iii) DHS shall not guarantee payment for any child care
expenses incurred while an application is pending. A
family requesting to enroll a child for services prior to
the final determination of eligibility shall disclose to
the approved child care provider that their application for
child care assistance is pending and that no payment shall
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be made by DHS for any child care expenses if the
application is denied.
e) If necessary, a list of any missing information or
documentation required to determine eligibility, the
appropriate DHS location to send the information to, and a
deadline for submitting any information requested. This
list shall identify:
i) Any missing documents necessary to verify that the
family meets the requirements for categorical or income
eligibility;
ii) Any information required to assess the need for
services that is incomplete or cannot be verified through
another DHS program source; and
iii) For FIP beneficiaries, the list shall specify if
any components of an employment plan have not been
completed or approved prior to the submission of the
application for child care assistance.
6) Determining the Basis for Eligibility. Upon determining
that the general requirements for the CCAP have been met,
FIP Unit or CCAU representatives shall assess the scope of
CCAP services to be authorized on the basis of the criteria
for categorical or income eligibility, as specified in
sections 0850.02.04 and 0850.02.05 of this rule,
respectively.
7) Initial Eligibility Date. The date DHS determines to be
the earliest date a family can begin receiving CCAP
authorized child care services is the initial eligibility,
or care start date. This date may or may not be the same
as the application date.
a) The certification period for CCAP authorized services
shall begin on the initial eligibility date and shall
continue for a period not to exceed twelve (12) months.
b) Any child care services utilized prior to the initial
eligibility shall be deemed unauthorized and shall not be
considered allowable child care expenses for the purposes
of making CCAP payments.
8) Application Restrictions. Applicants shall provide
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complete and accurate information and all documentation
required for verification listed on the CCAP application or
request for services form. Submitting false or inaccurate
information for the purposes of obtaining CCAP eligibility
shall result in denial of the application.
a) Non-cooperation. Failure to provide the documentation
required to verify any eligibility requirement, including
the source of income or need for services is acceptable
grounds for a delay in the processing of an application. If
such failure continues beyond the thirty(30)day application
period, the application shall be deemed incomplete and
denied on the basis of non-cooperation.
b) Limits. CCAP eligibility determinations shall be
based on the application, including any required forms and
documentation submitted by the applicant and/or available
from other DHS program sources. The application is valid
until eligibility is determined DHS within the prescribed
application period of thirty (30) days unless the
application is withdrawn voluntarily. After thirty 30)
days, submission of a new application may be required.
i) If CCAP eligibility is denied, the application is
invalid after the thirty (30) day appeal period expires.
ii) If CCAP eligibility is approved, the application is
presumed valid from the application date to the end date of
the certification period unless there is a change in the
family's status or circumstances that might in any way
affect CCAP eligibility.
c) Duty to Report. Applicant and recipient parents shall
report to DHS any changes in the information or
documentation included in, or submitted in conjunction
with, the CCAP application related to the general
requirements (0850.02.02) or criteria for categorical
(0850.02.04) or income eligibility (0850.02.05) within ten
(10) days from the date the change occurs. The duty to
report begins on the application date and remains in effect
while the application is valid. Failure to report changes
in a timely manner may be grounds for denying eligibility
to an applicant or discontinuing authorized services for
CCAP beneficiaries. The responsibility to report changes to
DHS, within specific time limits, is established in greater
detail in Section 0850.02.09 of this rule.
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
9) Periodic Redetermination. The eligibility of CCAP
beneficiaries shall be redetermined on a periodic basis
through either recertification or case review. Families
shall be notified in writing of the date their eligibility
shall be redetermined, no later than the first day of the
last month of the family's certification period. Income
eligible families and FIP families who have employment as
their approved activity, shall be sent a renewal form prior
to the end of the current certification period. In order
for CCAP authorized child care services to continue without
interruption, the completed and signed form must be
submitted to DHS by the renewal date specified. The
frequency and nature of recertification varies in
accordance with the basis for eligibility.
a) Categorically eligible families are subject to a case
review that assesses compliance with applicable FIP program
requirements. Authorization periods shall not to exceed
twelve (12) months in one (1) certification period.
b) Income eligible families are subject to recertifi-
cation every six (6) months, or more frequently, depending
on the period of CCAP authorized services.
c) Change of CCAP application type from one program to
another (example FIP to Income Eligible) within a
certification period may result in a new authorization
period in accordance with CCAP rules for the new program
under which eligibility is determined.
10) Notice of Approval, Notice of Denial, Right to Appeal
and Hearing. Applicants for the CCAP shall receive adequate
notice of DHS eligibility determinations and the right to
appeal. DHS shall also provide timely and adequate notice
of any adverse decisions terminating or reducing benefits.
As indicated in Section 0850.02.08, DHS also sends a letter
confirming enrollment of an eligible child by an approved
child care provider. Notices and correspondence sent by
DHS related to CCAP eligibility and enrollment are
specified in full in Section 0850.02.09.
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
CRITERIA FOR CATEGORICAL ELIGIBILITY 0850.02.04
REV:01/2004
D. CCAP Criteria For Categorical Eligibility: 0850.02.04
FIP beneficiaries who fulfill the general requirements
stated in section 0850.02.02, shall meet the following
criteria to be eligible for the CCAP:
1) Need for Services. CCAP authorized services shall only
be approved for FIP beneficiaries who have an acceptable
need for services related to fulfilling program
requirements.
a) General Criteria: FIP Eligible. The following shall
constitute an acceptable need for services for FIP eligible
families:
i) Approved Plan. The parent(s) or caretaker relative
shall have an approved, signed and current employment plan
on file and shall need CCAP authorized child care services
during periods of time when engaged in one or more of the
component activities required to comply with that plan.
ii) Activity Requirements. FIP families receiving CCAP
services shall meet the employment plan component activity
requirements outlined in Section 0812.05.05, 0812.05.10,
and 0812.05.25 of the DHS Code. Such component activities
include those specified therein, as well as any combination
of education and work-related activities contained in an
employment plan approved by a FIP caseworker. Volunteer
activities or time spent in any capacity in which no wages
are earned, paid, or expected, shall not count toward the
hours required to meet an acceptable need for services
unless expressly approved as a component of an employment
plan.
iii) Two Parent Home. In a two-parent home, both parents
shall have signed and approved current employment as is
specified in Section 0812.05.25 of the DHS Code.
b) Program-Specific Criteria: ASSC Participants. To
have an acceptable need for services, ASSC participants who
are FIP cash assistance beneficiaries shall meet the
following program-specific criteria:
i) Age and Completion of High School. ASSC parents
shall be under twenty (20) years of age and not yet in
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
possession of a high school diploma or equivalency.
ii) Activity Requirements. The parent shall be
actively working with the Adolescent Self Sufficiency
Collaborative (ASSC) and participating in an approved
education activity, as specified in a current FIP
Employment Plan. The applicant child must be living with
the ASSC participant and the need for child care services
must be directly related either working or obtaining a high
school education.
iii) Period of Authorization. The period of
authorization for CCAP services will coincide with the end
date for the parent's component school program.
iv) Teen Parent Under the Age of Sixteen (16). A teen
parent who is under age sixteen (16) may not obtain
authorized CCAP child care services on their own, unless
documentation of emancipation exists. CCAP child care
services extended to a teen parent under the age of sixteen
(16) shall be authorized under a parent or legal guardian
of the teen parent and may also include that teen parent as
a child care recipient.
2) Limitations. CCAP child care services shall not be
authorized for an otherwise categorically eligible family
under the following circumstances:
a) In a one-parent home, the parent has failed to
complete or comply with a FIP employment plan;
b) One of the parents in a two-parent home does not have
an approved employment plan;
c) One of the parents in a two-parent home is
statutorily barred from receiving FIP and is not working;
d) The parent of the eligible child is a self-employed
child care provider and is requesting CCAP payment for care
provided to the child during the hours when employed in
that capacity. This limitation shall not apply if the
parent is an employee of a child care provider;
e) A parent of the eligible child is providing the child
care, irrespective of whether the parent lives in the same
legal residence as the eligible child(ren);
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
f) A person living in the same legal residence of the
eligible child(ren) is providing the child care; or
g) There is an active sanction in place.
3) Exceptions. The following exceptions apply to the
general and program-specific criteria for categorical
eligibility set forth in this section:
a) FIP beneficiaries whose FIP cash assistance is
scheduled to close, and who are requesting child care
assistance due to employment, will have their CCAP
eligibility determined using income eligibility rules.
b) CCAP services may be authorized if one of the parents
in a two-parent home does not have an approved employment
plan when the family provides written verification from a
licensed health care practitioner, program or facility,
qualified to make such a determination, indicating that the
parent without an approved employment plan cannot provide
appropriate, routine care of the child due to a neuro-
physio-logical, psychological or emotional disorder,
physical impairment, or serious health condition. Requests
for an exception shall be made on forms approved by the
department and submitted along with the required medical
documentation for review and approval by a FIP Unit
supervisor. Any health information requested or obtained
for the purposes of this section shall be subject to the
privacy protections established in state law and the Health
Insurance Portability and Accountability Act of 1996
(HIPAA).
CRITERIA FOR INCOME ELIGIBILITY 0850.02.05
REV:01/2004
E. CCAP Criteria for Income Eligibility: 0850.02.05. ASSC
participants not receiving FIP cash assistance and working
families who meet the general requirements in section
0850.02.02 and the following criteria may be CCAP income
eligible:
1) Financial Determination. The countable income of the
financial shall be at or below 225 percent of the federal
poverty level, based on family. The income of self-employed
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
families shall be calculated as outlined in Section
0824.20.10 of the DHS Code.
2) Family Cost Sharing Requirement. Eligible families with
countable income above 100% of the FPL shall pay a share of
the expense for the child care services authorized in
section 0850.02.07. The family shall be assessed a share
of the cost for authorized services (formerly referred to
as co-payment) based on a percentage of the gross countable
income for families at each level. The family share and
income guidelines are set in accordance with the CCAP Cost-
Sharing Payment Rate Table located in Part-V of this rule.
a) The family share shall be determined without regard
to the number of eligible children who are enrolled or the
total of services utilized. The family share shall be
assigned to the first or youngest eligible child enrolled
in care--that is, the eligible child who receives
authorized services paid at the highest rate. The family
share shall only be distributed among providers when the
total amount of the co-payment assigned exceeds the rate
paid for the first, or youngest, eligible child enrolled.
The income levels and percentage range of family shares are
as follows:
FAMILY SHARE/CO-PAYMENT
FAMILY SHARE INCOME RELATIVE TO THE FAMILY SHARE
LEVEL FEDERAL POVERTY LEVEL AMOUNT
------------ -------------------------- ---------------
Level 0 Less than or equal to 100% No Family Share
Level 1 Above 100% up to and 1% of Countable
Including 125% Gross Income
Level 2 Above 125% up to and 4% of Countable
Including 150% Gross Income
Level 3 Above 150% up to and 6% of Countable
Including 185% Gross Income
Level 4 Above 185% up to and 10% of Countable
Including 200% Gross Income
Level 5 Above 200% up to and 14% of Countable
Including 225% Gross Income
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
(Refer to complete Cost Sharing Table in Section 0850.05)
b) A family's share of the cost for child care services
approved for CCAP payment shall be recalculated any time
that the family submits a new application and supporting
documentation, or reports a change to DHS that may affect
eligibility prior to the end of the family's certification
period. DHS shall recalculate the family's share of the
cost for CCAP authorized services anytime there are changes
in the family's income or size of the financial unit;
c) The Notice of Approval for child care assistance
shall indicate whether a family is required to pay a share
of the cost for authorized child services based on
countable income. The Approval Notice shall indicate to
the family the exact amount of their family share and the
calculations used to determine that amount. The family
shall also be informed of the amount of their family share
and which provider(s) to pay in the Confirmation of
Enrollment letter.
3) Need for Services. To be authorized for income-based
CCAP child care services, the parent(s) shall have an
acceptable need for services related to employment or
participation in an approved educational program.
a) General Criteria: Income Eligible. For there to be
an acceptable need for services in a two-parent home, each
parent shall be employed a minimum of an average of twenty
(20) hours per week in a month and require CCAP child care
services during periods of time when working. In addition,
the parents shall each earn, per hour, an average of the
greater of either the state or federal minimum wage. For
there to be an acceptable need for services in an one-
parent home, the parent living in the household shall be
employed a minimum of an average of twenty (20) hours per
week in a month, earn per hour an average of the greater of
either the state or federal minimum wage, and require CCAP
child care services during periods of time when working.
b) Program-Specific Criteria: ASSC Participants. To
obtain CCAP authorized services, non-FIP teens applying for
income eligibility shall meet the applicable general
criteria as well as the following program-specific
criteria:
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
i) The applicant parent shall be an ASSC participant,
under twenty (20) years of age, and without a high school
degree or its equivalent;
ii) The applicant ASSC parent shall be employed,
attending school or participating in education related
activities, or engaged in some combination thereof for a
minimum of twenty (20) hour per week, on average, in a
month. CCAP child care services for ASSC participants who
meet this requirement may be authorized for a period of up
to twelve (12) months, with the end date set to correspond
to completion date of the educational activity - e.g., date
high school diploma or GED is received;
iii) Teen Parent Under the Age of Sixteen (16). A teen
parent who is under age sixteen (16) may not have a child
care case in their own name, unless documentation of
emancipation exists. Child care services extended to a
teen parent under the age of sixteen (16) shall list the
case in the name of the parent or legal guardian of the
teen parent and may also include that teen parent as a
child care recipient.
4) Limitations. The need for child care services shall be
related to the periods of time in which no parent is
available to provide care for the child as a result of
employment and/or education commitments (for ASSC
participants. In addition, CCAP child care services shall
not be authorized for an otherwise income eligible child
under the following circumstances:
a) A parent of the eligible child is a self-employed as
a child care provider, and is requesting payment for care
provided to the child during the hours they are employed in
that capacity. This limitation shall not apply if the
parent is an employee of a child care provider;
b) A parent is providing the child care, irrespective of
whether the parent lives in the same household as the
eligible child(ren);
c) A person living in the same legal residence of the
eligible child(ren) is providing the child care;
d) The applicant parent's sole source of income is
derived from rental and/or room and board income, and the
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
need for services is based on activities related to
obtaining or collecting that income. Such activities shall
not be considered employment for the purposes of this
section and, as such, shall not count toward the minimum
number of hours of work required to establish a need for
CCAP authorized child care services; or
e) The applicant parent's need for services is based in
part or in whole on time spent working as a volunteer, or
in any similar capacity in which no wages are earned, paid,
or expected. Unpaid work of this kind also shall not count
toward the minimum number of work hours required for CCAP
income eligibility.
5) Exceptions. In certain circumstance, families unable to
meet the need for services requirements may qualify for an
exception that allows authorization of CCAP services. The
exceptions are as follows:
a) One parent in a two-parent family has a documented
disability that states that parent is unable to care for
the child. Exceptions may be granted if the family
provides written verification to a department
representative from a qualified licensed health care
practitioner, program or facility indicating that the
parent cannot provide appropriate care of the child due to
a neuro-physiological, psychological or emotional disorder,
physical impairment, or serious health condition.
Requests for an exception shall be made on forms approved
by DHS, and submitted along with the required medical
documentation for review and approval by a CCAU
representative. Any health information requested or
obtained for the purposes of this section shall be subject
to the privacy protections established in state law and the
Health Insurance Portability and Accountability Act of 1996
(HIPAA).
b) Parents with disabilities. Employed parents
determined to have disabilities may be exempt from meeting
the minimum number of hours of work and the minimum wage
requirements required to establish a need for services set
forth in this subsection. An exemption shall not be
granted until an assessment by an appropriate entity or
provider of the parent's condition is complete, a final
determination of disability is made, and the documentation
verifying the parent's disability is submitted to DHS.
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
Final decisions on whether an exemption is warranted, shall
be made by a CCAU supervisor. Notice of the decision shall
be provided to the parent requesting the exemption in
accordance with the requirements of Section 0850.02.09 of
this rule.
c) Short Term, Employer Authorized Absences. Short-
term, employer authorized, absences from work for family/
medical leave, vacations, or annual or personal leave are
considered to be within the parameters of employment and
will not adversely affect the scope of eligibility or
ability to utilize CCAP authorized care, as long as the
parent retains "employee" status during such absences. In
addition, the following criteria must be met:
i) The parent's absence from work does not exceed
twenty-one (21) consecutive days in a certification period.
Absences that extend beyond these time limits must be
reported in accordance with Section 0850.02.09(3) and may
result in a change in the scope of CCAP authorized
services. CCAP payment for parent absences from work shall
not exceed two (2) weeks as outlined in Section 0850.02.07
of this rule.
ii) There is an expectation on the part of both the
parent and the employer that the parent will return to work
once the authorized absence or period of leave is over.
d) Job Loss/Temporary Unemployment. An eligibility grace
period may be granted in cases when a parent of a child
receiving CCAP authorized services is unable to meet the
minimum number of work hours required to maintain a need
for CCAP services due to temporary unemployment as a result
of job loss or the transition between jobs. In addition,
the following criteria must be met:
i) The eligibility grace period shall not exceed
twenty-one (21) consecutive days in a certification period
from the date the period of temporary unemployment begins.
ii) The grace period shall not be extended or renewed.
iii) A parent who does not report a change in
employment in accordance with the requirements established
in 0850.02.09(3) shall not be granted a CCAP eligibility
grace period unless good cause for the failure to report is
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
shown.
iv) The department reserves the discretion to require
a temporarily unemployed parent to submit any documentation
deemed necessary to verify that continuation of CCAP
eligibility during the grace period is warranted.
v) New applicants do not qualify to request a CCAP
eligibility grace period.
CRITERIA FOR SHORT TERM SPECIAL APPROVAL 0850.02.06
REV:01/2004
F. Criteria for CCAP for Short-term Special Approval Child
Care Assistance (SSACC): 0850.02.06. In a limited range of
circumstances, families who are unable to CCAP categorical
or income eligibility criteria related to employment plan
or work requirements may be approved for Short Term Special
Approval (SSACC) child care assistance. SSACC may be
approved for instances when there is documented evidence
indicating that either the child (child-based SSACC) or the
parent (parent-based SSACC) has a serious health condition
that constitutes a temporary "special" need for services
based on the inability of the parent to provide the
necessary level or kind of child care. When applying for
SSACC services, the available countable income of the
financial unit shall be used in determining an applicant's
eligibility. Determinations of requests for child-based
SSACC shall be made, on a case-by-case basis, by the
appropriate FIP or CCAU supervisor. The criteria for
approval of SSACC for income and categorically eligible
CCAP families differ, as specified below:
1) SSACC Criteria for Income Eligible Families. When the
requirements of this subsection have been met, SSACC may be
approved for otherwise income eligible families who no
longer meet the need for services requirement established
in section 0850.02.02 due to a change in the employment
status of the parent(s). As such, requests for SSACC shall
only be considered for income eligible families who have
been receiving authorized CCAP services and have, or are in
jeopardy of losing them because of the change in the need
for services.
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
a) Child Based. For approval of child-based SSACC in an
income eligible family, there must be documented evidence
that, although the parent's employment no longer meets the
need for services requirement, the continuation of
authorized CCAP services is necessary for the health and
well being of the eligible child. In the case of an ASSC
family, it is understood that school attendance can replace
the work hours needed for eligibility. The determination
of whether a continuation of CCAP authorized care is
warranted, and as such constitutes a special need for
services, shall be based on a CEDARR (Comprehensive
Evaluation, Diagnosis, Assessment, Referral and Re-
evaluation) of the eligible child. Accordingly, child-
based SSACC for an income eligible family shall only be
approved when:
i) There is a special need for services based on a
CEDARR finding that the discontinuation of CCAP services
will have a direct adverse effect on the eligible child's
health and well-being; and
ii) All other income eligibility requirements have
been met.
b) Parent Based. For approval of parent-based SSACC in
an income eligible family, there must be documented
evidence from a qualified health care provider or
practitioner that the health condition of the parent
prohibits both employment and the routine child care
activities necessary to maintain the health and safety of
the child. The special need for services is the result of
a change in the parent's health status that temporarily
prevents the parent from meeting the work requirements in
section 0850.02.05. A parent hospitalized as a result of
an acute illness or condition, or bedridden while
recovering from an illness or condition for a limited
period may receive partial or full payment of child care
expenses until able to resume employment subject to the
general restrictions of this subsection.
2) SSACC Criteria for Categorically Eligible Families.
SSACC may be approved for categorically eligible families
who have not met their FIP employment plan requirements or
who do not have a signed employment plan when the condition
or health of the child or parent constitutes a special need
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
for services.
a) Child Based. For approval of child-based SSACC for
categorically eligible families, the special need for
services must be established by either:
i) Documented evidence from a physician, qualified
licensed health practitioner, program, facility or
responsible government authority, that the child has a
serious health condition that is not currently being
treated or accommodated either because access to an
appropriate program that meets the child's special needs
has been denied or delayed, or is unavailable. Payment of
child care expenses shall be provided under such
circumstances while permanent placement in an appropriate
program for the child is being arranged or located; or
ii) A CEDARR finding that the continuation of CCAP
authorized services is necessary for the health and well
being of the eligible child.
b) Parent Based. For approval of parent-based SSACC for
categorically eligible families, documented evidence must
be provided from a qualified licensed health care
practitioner, program, facility or responsible government
authority indicating:
i) The disorder or impairment of the parent poses a
serious barrier to appropriate child care/rearing. Payment
for CCAP authorized child care may be made while the parent
is participating in an appropriate remediation or
rehabilitation protocol, such as substance abuse treatment,
parenting skills training, therapy or counseling, that will
lead to the alleviation of the need for services and
progress toward great self-sufficiency. In such cases, DHS
may require the applicant to provide documentation of a
family assessment, conducted by a qualified provider, when
evaluating the need for SSACC services. However, in no
instance shall DHS authorization of SSACC for a
categorically eligible child include, or otherwise be based
upon, an assessment of whether the parent can successfully
complete the remediation/rehabilitation protocol; or
ii) The health condition of the parent both prohibits
employment or participation in a FIP employment plan and
routine child care activities necessary to maintain the
health and safety of the child. A parent hospitalized as a
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
result of an acute illness or condition, or bedridden while
recovering from an illness or condition for a limited
period, may be eligible to receive partial or full payment
of child care expenses until able to resume employment,
subject to the general restrictions of this subsection.
3) Limitations. The scope of SSACC shall be limited as
follows:
a) SSACC shall not be authorized for more than full-time
in any twenty-four (24) hour period as defined in section
0850.02.07;
b) SSACC authorized services shall be approved, upon
initial request, for up to three (3) months, and may only
be approved for an additional three (3) months period in
any twelve (12) month period, if the family provides
documentation to DHS indicating that:
i) The parent's condition will improve during the
additional time to the extent necessary for the parent to
return to work or participate in their FIP employment plan,
once the extension is over; or
ii) The child's permanent placement in a long-term
treatment or special needs program cannot be arranged
without additional time.
c) In no case shall child-based SSACC serve as an
adjunct to or a substitute for services, administered by
other government agencies or their designees that provide
long-term treatment or otherwise address the special needs
of a child. Similarly, authorization of parent-based SSACC
is not based on an assessment of whether the successful
remediation/rehabilitation can be achieved and shall not be
portrayed as such for any purpose. Accordingly,
authorization of SSACC under the requirements set forth in
this section shall not be construed to or in any way
mitigate, or otherwise address, the underlying cause --
e.g., impairment, serious health condition, etc.--creating
the need for services.
4) Notices, Rights, and Responsibilities. Families
applying for SSACC are accorded the same right to timely
and adequate notice, to appeal DHS decisions and to be
informed of application and enrollment status applicable to
all other CCAP applicants/beneficiaries set forth in
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
Section I. Except as the special need for services
requirements for the SSACC established in this section
apply, the responsibilities of DHS, approved providers, and
the families of an eligible child related to application,
enrollment and payment of allowable child care expenses
shall also be the same as those specified for the CCAP.
AUTHORIZATION OF CHILD CARE SERVICES 0850.02.07
REV:01/2004
G. Authorization of Child Care Services: 0850.02.07. Upon
determining that a family is either categorically or income
eligible for the CCAP, the FIP or CCAU representative shall
make an assessment of the scope of authorized child care
required to meet a family's need for services.
1) Assessment of Need for Services. The authorization for
CCAP child care services is based on an assessment of the
following factors related to the need for services:
a) The number of hours each day per week that the
parent(s) of an eligible child is employed or engaged in a
FIP or ASSC approved activity that requires child care
services. One (1) hour per day of child care may be added
to the daily total to cover travel time from the child care
location to place of employment/approved activity and
return. Additional travel time may be allowed if there is
a documented need, related directly to meeting work or
employment plan commitments.
b) In cases where the parent is requesting CCAP services
under either subsection 0850.02.04 or, 0850.02.05, or the
SSACC, the allowable child care expense is based on total
number of hours each day per week that a parent is not
available to provide routine child care for the child.
Documentation provided by the parent that verifies the work
schedule or approved activities establishing the need for
services shall be used in assessing the total amount of
child care services authorized.
2) Scope of CCAP Authorized Child Care Services. Upon
completing the assessment of a family's need for services,
the FIP or CCAU representative determines the scope of CCAP
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
child care services appropriate for each eligible child in
the family. CCAP child care services are then authorized
as follows:
a) Full-time (FT) child care, for thirty (30) or more
hours per week;
b) Three-quarter time (3QT) child care from twenty (20)
up to thirty (30) hours per week.
c) Half-time (HT) child care, from ten (10) up to twenty
(20) hours per week;
d) Quarter time (QT) child care, for less than ten (10)
hours per week;
e) Before school (AM) child care, for school age
children whose parents work between the hours of 5 a.m.
and 7 p.m., Monday through Friday;
f) After school (PM) child care, for school age children
whose parents work between the hours of 5 a.m. and 7 p.m.,
Monday through Friday; and
g) Summer/School Vacation (S/SV) child care, for school
age children whose parents work between the hours of 5 a.m.
and 7 p.m., during summer and scheduled school vacations.
3) Limitations. Authorized child care shall be utilized
within the following parameters:
a) Certification Period. The department authorizes CCAP
child care for a specific period of time that begins on the
initial eligibility date, and continues until the next
scheduled date, as specified in 0850.02.03, unless it has
been predetermined by the FIP or CCAU representative that
the family's need for services can be met by authorizing
CCAP child care for a shorter period of time.
b) Need for Services. CCAP authorized child care
corresponds to, and is generally expected to be utilized
during, the hours when a family has a need for services as
defined in Section 0850.02.02 of these rules.
c) Multiple Providers. An eligible child may receive
CCAP authorized services from multiple providers if
necessary for a family to meet a need for services due to
split shifts or non-traditional employment schedules, but
only in instances in which the hours of authorized child
care rendered by each provider do not overlap. In no
case, shall DHS pay more than one provider for the same
hours of child care services authorized for a particular
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
eligible child.
d) School Hours. CCAP services shall not be authorized
for school age children during hours when school is in
session.
e) Payment. Payment for CCAP authorized services shall
only be made when rendered by child care providers approved
by DHS, who meet the requirements established in section
0850.03.02, of this rule.
f) Age Restrictions. Eligible school age children age
thirteen (13) and over shall only be authorized for after
school and summer/school vacation child care services
rendered by a DHS approved licensed or certified provider.
Before school care shall not be authorized for eligible
school age children age thirteen (13) and over unless a
child has a documented disability that requires the child
to have adult supervision. Non-certified approved
providers shall not receive CCAP payment for care provided
to children age thirteen (13) or over unless the child has
a documented disability as specified in this subrule.
g) Authorized Absence. An eligible child, enrolled with
an approved provider, shall not be absent for more than two
(2) full weeks of authorized child care in a given twelve
(12) month period, unless granted a good cause exemption by
DHS as a result of a serious health condition or unusual
family circumstance. Parents shall make requests for good
cause exemptions, in writing, to the unit of DHS that
determined eligibility for the CCAP. Timely notice,
including a statement of appeal rights, shall be sent to
the family by DHS explaining the basis for granting or
denying the request for an exemption to the two week limit
on absences from authorized CCAP child care.
i) Once the two (2) week limit has been reached, no
payment shall be made for periods of authorized child care
in which the eligible child is not in attendance unless a
good cause exemption has been granted.
ii) The department reserves the right to consider
repeated extended absences of an eligible child when making
recertifications of CCAP eligibility.
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
0850.02.08 ENROLLMENT FOR CCAP AUTHORIZED SERVICES
REV:01/2004
H. Enrollment for CCAP Authorized Child Care Services:
0850.02.08. Through the enrollment process, the family of
an eligible child and the CCAP approved child care provider
of choice make the arrangements necessary for the delivery
of CCAP authorized services, in accordance with the
requirements established by the department for payment of
allowable child care expenses. The child care provider is
required to transmit the pertinent information about these
arrangements to DHS using the CCAP automated enrollment
system. All CCAP approved providers shall have access to
the CCAP automated enrollment system and are required to
enroll all eligible children through that system as a
condition of receiving payment for CCAP authorized child
care services. Enrollment responsibilities for CCAP
authorized services are delineated as follows:
1) DHS Responsibilities. DHS is responsible for providing
the families of eligible children with the following
documentation necessary to complete and confirm enrollment:
a) CCAP Certificate Number. DHS shall issue each family
applying for child care assistance a CCAP certificate
number, to serve as a unique identifier for the purpose of
enrolling an eligible child for authorized services and
establishing a basis for payment to a CCAP approved
provider. Both the letter acknowledging that an
application for the CCAP is pending, and a certificate
(Certificate of CCAP Approval) appended to the notice
approving CCAP eligibility shall display prominently a
family's CCAP certificate number. In order to enroll an
eligible child the family is required to present the CCAP
approved provider of choice with the certificate number to
verify either that application for CCAP services has been
made or eligibility for services has been approved. The
approved provider uses the certificate number to enroll the
family for authorized services via DHS's secure CCAP
automated enrollment system. Enrollment must be completed
before or during the first week that CCAP authorized
services are provided.
b) CPD. The CPD contains the names of all child care
providers that have applied for and met the minimum
requirements to be approved to participate in the CCAP. A
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
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STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
family choosing to use a non-certified provider, or a DCYF
licensed or certified provider that is not listed in the
CPD, shall be provided with information explaining DHS
approval requirements as specified in Part III of this
rule. Types of approved providers are defined in section
0850.03.01.
c) Confirmation of Enrollment. Once the enrollment
process has been completed, a letter shall be sent from the
department to both the family and provider that confirms
enrollment of the child(ren) and indicates the assignment
of the family's share of the cost for authorized services,
if any. DHS also sends a letter confirming enrollment when
there is a change in approved providers. In addition, a
written letter discontinuing services is sent by DHS to the
previous provider, and copied to the family, in such cases
as well.
d) Authorization for Payment. DHS shall initiate the
process for authorizing payment to a provider for allowable
child care expenses upon receipt of the notification that
an eligible child has been enrolled in accordance with
subsection (3), as specified below. DHS reserves the right
to deny payment for services to providers who fail to
enroll eligible children within the first week that an
eligible, or potentially eligible, child begins care with
that provider.
2) Responsibilities of the Family. To initiate the process
of enrolling an eligible child for CCAP authorized child
care services, the family of the child shall contact a CCAP
approved provider and present the Certificate of Approval
for CCAP services or, their CCAP certificate number.
a) Enrollment During The Pending Period. As indicated in
section 0850.02.03(5) e., some approved child care
providers may be willing to enroll a child, using the CCAP
certificate number, while their application is still
pending and before the final determination of eligibility.
The certificate number may first be issued to the family in
the pending letter, which acknowledges that the application
has been received and is pending further review. If no
pending letter is sent and the application is approved, the
certificate number is issued to the family in the Notice of
Approval. In such instances, the following conditions
apply:
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
i) If the application for CCAP child care services is
subsequently denied by the department, no payment shall be
made for any child care services rendered during the period
when the application was pending and before the final
determination of eligibility.
ii) If a family does not give their DHS certificate
number to a provider, the provider may hold the family
liable for payment for any child care services used.
b) Providing Information to Approved Providers. CCAP
Approved Providers. The family of the child shall present
the CCAP certificate number to an approved provider when
making arrangements for authorized child care services.
The family shall also provide any information required for
CCAP web or telephone enrollment requested by the provider.
c) Enrollment with Multiple CCAP Approved Providers.
DHS shall not make payment to more than one approved
provider for any one hour or set period (e.g., before
school care) of CCAP authorized child care services. A
family choosing to enroll a child for authorized services
with multiple providers shall advise each provider
accordingly when making arrangements for child care. The
CCAP automated enrollment system prevents enrollment of,
and payment for, services to an eligible child during
overlapping hours. No more than one (1) provider shall be
authorized to provide full time services to an eligible
child for a specific period of care.
d) Changing Providers. The family of an eligible child
may choose to change approved child care providers at any
time while authorized for CCAP child care services.
However, DHS is permitted to make payment to only one
approved provider for a particular hour or set period of
CCAP authorized child care once the week begins.
Accordingly, families are best served when changes in
providers are arranged to take effect at the start of the
week (Sunday). To the extent time and circumstances allow,
notification of the change should be made by the parent to
any providers involved. In general, however, to change
approved child care providers a family is required to
present the CCAP certificate number to the new provider of
choice and make the arrangements necessary for authorized
child care services. Enrollment information sent to DHS by
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
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STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
the new approved provider through the CCAP automated
enrollment system shall automatically disenroll the
eligible child from, and thereafter prohibit payment for,
child care services rendered by the child's previous care
provider. Families may change approved providers at anytime
during the CCAP eligibility period.
e) Services in Excess of CCAP Authorized Child Care. A
family may choose to enroll an eligible child for services
in excess of the CCAP period authorized. No CCAP payment
shall be made for any unauthorized hours of child care even
with an approved provider.
3) Responsibilities of CCAP Approved Providers. It shall
be the responsibility of the CCAP approved provider
selected by the family of an eligible child to officially
enroll a child for authorized services before or during the
first week that CCAP authorized services are provided.
Only child care providers who have been approved and
entered into a signed and valid DHS-Approved Provider
Agreement, have access to the DHS CCAP automated enrollment
system. Both DHS approval and access to the CCAP automated
enrollment system are necessary preconditions for provider
participation in the CCAP. (See section 0850.03 of this
rule for requirements for approval.)
a) Provider Enrollment Procedures. The approved child
care provider collects the information necessary to
officially enroll a child for the CCAP services in the
process of making arrangement for child care with the
child's parent(s). Such information includes: the CCAP
certificate number; the child's full name and date of
birth; and, the start and, if known, end dates for the
authorized services requested. The enrollment process
varies somewhat depending on whether the application for
the CCAP is under review and eligibility is pending or
eligibility has been approved as follows:
i) Eligibility pending. The approved provider shall
use the CCAP certificate number issued by DHS in the letter
acknowledging receipt of the application, as specified in
section 0850.02.03(6), when enrolling a child whose
eligibility for authorized services is pending. The
enrollment process is not completed unless and until CCAP
eligibility has been approved. Any provider that has not
been approved by DHS shall not initiate enrollment of a
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
child for the purposes of seeking CCAP payment,
irrespective of whether a final determination of
eligibility has been made. If the application for CCAP
services is subsequently approved, payment for any CCAP
authorized services rendered while the application is
pending shall be made by DHS to the approved provider as
long as the child was appropriately enrolled. Upon receipt
of payment from DHS, the approved provider shall refund the
family for any allowable child care expenses paid by the
family during the period in which the application was
pending. The approved provider shall not apply any refund
due the family to cost-sharing obligations the family may
incur for CCAP authorized services that may be rendered at
a later date, unless expressly requested, in writing, by
the eligible child's family.
ii) Eligibility approved. An approved provider enrolls
a child using the DHS CCAP automated enrollment system.
The enrollment process is complete when DHS receives
notification from the provider via DHS's CCAP automated
enrollment system. DHS sends a letter confirming
enrollment to the family and provider. The letter shall
serve as notification to the approved provider that DHS has
accepted the eligible child's enrollment. The approved
provider may begin to bill DHS for allowable child care
expenses.
b) Dis-enrolling Children. The approved provider shall
dis-enroll a child immediately upon receiving notice that
an eligible child shall not be using services any longer,
for any reason. Upon receiving notification from the
family of an eligible child that alternative child care
arrangements have been made, the eligible child shall be
disenrolled, as appropriate, and the relevant information
sent to DHS via the CCAP automated enrollment system.
Failure of the parent to properly notify a provider of the
child's disenrollment, shall not constitute grounds for
continued payment.
c) Provider Capacity. CCAP approved child care
providers shall monitor enrollment patterns to ensure that
the number of children receiving services at any one time
remains within the provider's authorized maximum capacity;
that is, the total number of children in a provider's care-
-both CCAP eligible and non-eligible children.
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
i) The Rhode Island Department of Children, Youth and
Families (DCYF) establishes the maximum capacity for all
state regulated child care centers, and family child care
homes in the applicable standards for licensure and
certification. CCAP approved providers subject to DCYF
regulations shall not be permitted to enroll an eligible
child through the DHS CCAP automated enrollment system when
at full capacity.
ii) Approved non-certified providers, though not
directly regulated by DCYF, are prohibited by the State
from caring for more than three (3) unrelated children or
up to six (6) children related to the provider at any one
time without obtaining DCYF certification as a family child
care home. Any children of the non-certified provider are
excluded from the count until enrollment reaches the limit
of three (3) unrelated children. The children of the non-
certified provider who are under six (6) years of age count
toward the maximum limit of six (6) related children. DHS
shall not make payment for an eligible child once the
maximum number of unrelated children allowed for a non-
certified provider has been reached.
iii) Approved child care providers cannot retroactively
enroll an eligible child. Approved providers must enroll
both eligible and pending children before or during the
first week that care is delivered if DHS payment is
anticipated.
NOTICES, RIGHTS AND DUTIES 0850.02.09
REV:01/2004
I. Information Requirements: Notices, Rights and
Duties:0850.02.09. To ensure that the CCAP is administered
in the fairest and most effective and efficient manner
possible, the following requirements have been established:
1) Notices. Applicants for the Child Care Assistance
Program shall receive timely and adequate notice from DHS
of eligibility determinations. The department shall also
provide timely and adequate notice of any adverse decisions
that terminate or reduce benefits.
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
a) Notice of Approval. Upon determining that an
applicant meets the general requirements for the CCAP in
section 0850.02.02 and the criteria for either categorical
(0850.02.04) or income (0850.02.05) eligibility, Notice of
Approval shall be sent by DHS informing the family of the
eligibility start and end dates and the scope of services
authorized. The notice shall also indicate whether an
income eligible family is required to pay a share of the
cost for CCAP authorized services and the amount of that
family share in accordance with the table included in Part
IV of this rule. In addition, the Notice of Approval shall
state that any eligible children in the family shall only
be enrolled for CCAP authorized child care services by a
CCAP approved provider, who has a signed and valid DHS-CCAP
Approved Provider Agreement and is listed, accordingly, in
the Central Provider Directory (CPD). Notices of approval
are also sent when there are additional children in the
family approved for the CCAP. An approval notice may
include, as an attachment or separate enclosure, any
information about the CCAP that DHS deems necessary and
appropriate to assist families in making arrangements to
enroll an eligible child for authorized services.
b) Notice of Adverse Actions. DHS shall send timely and
adequate notice of any decisions that adversely affect a
family's CCAP eligibility or the scope of authorized
services. All notices of adverse action shall contain: (1)
the reason for the proposed action and citation of the
applicable rule herein; (2) a statement indicating that the
family may discuss the pending action with the appropriate
FIP or CCAU representative and, if further review is deemed
necessary, schedule an Adjustment Conference to the discuss
the action further with the designated supervisor; and (3)
and explanation of the family's right to request a hearing
within thirty (30) days of the date of the notice. Notices
in this category include those indicating denial or
discontinuation of eligibility; change in CCAP authorized
services; and of CCAP case closure.
i) The notice of denial shall be sent by DHS to a
family when a department representative determines that a
case, or an applicant in a case, is ineligible for the
CCAP.
ii) The notice of eligibility discontinuation shall be
sent when a decision made by the department results in the
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
termination of CCAP eligibility for a particular child or
the family as a whole.
iii) A notice of change in authorized services shall be
sent to a family in situations in which a DHS decision
results in change in the scope of authorized services or
the family share obligation that reduces the level of CCAP
benefits or otherwise adversely affects the family.
(a) When a change in the family's eligibility or
need for services results in a reduction, suspension, or
discontinuance of DHS payment to the provider, a notice of
adverse action shall be sent to the family at least ten
(10) days prior to the effective date. Not all changes in
the scope of CCAP authorized services are considered
adverse actions, however. Notice is also sent, for example,
when change in family income results in a decrease in the
family's cost-sharing obligation.
(b) To the extent feasible, DHS shall delay the
effective date for increases in a family's cost-sharing
obligation for a period of at least ten (10) days from the
date of the notice of change in authorized services.
c) Notice of Eligibility Redetermination. Eligibility
for the CCAP shall be redetermined by DHS on a periodic
basis in accordance with the applicable program
requirements if the recipient is categorically eligible; or
at no more than six (6) month intervals if the recipient is
income eligible. DHS shall provide families with notice,
in writing, of the date of the recertification and by no
later than the first day of the last month of the current
eligibility period. The Notice shall indicate that the
family must make re-application for CCAP eligibility by
submitting the appropriate signed form and any
documentation required for the purposes of verifying
eligibility or the need for services, as indicated in
section 0850.02.03(1)-(3). Once the eligibility
recertification process has been completed, DHS sends
either a Notice of Approval or Denial or a Notice of
Adverse Action as specified in this subsection.
2) Rights. In conjunction with notices informing
applicants/beneficiaries of initial eligibility
determinations, adverse actions, and recertifications, DHS
shall inform the family of the right to appeal and request
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
a hearing. The Notice of Approval shall include
information pertaining to the right to appeal the
eligibility date, the amount or type of authorized
services, the family's cost-sharing obligations, and any
other matters related to the scope of CCAP benefits
approved. Notice of adverse actions shall include
information pertaining to the right to appeal DHS's
decision (e.g., denial, discontinuation, change in
authorized services), the scope of its impact, and the
basis on which the decision was made. Appeals shall be sent
to the office or unit of the department that made the
determination of eligibility or decision resulting in an
adverse action.
3) Duties. Both DHS and the family of the eligible child
have a duty to provide certain kinds of information, as
follows:
a) DHS: Confirmation of enrollment. It is the duty of
DHS to provide the family of an eligible child with written
Confirmation of Enrollment for CCAP authorized services.
Accordingly, upon receiving notification of enrollment of
an eligible child from an approved provider, DHS shall send
a parent written confirmation of an eligible child's
enrollment for authorized services by the provider. The
Confirmation of Enrollment shall specify the approved
provider who enrolled the eligible child and, as such, who
shall receive payment, if any is required, from DHS for
CCAP authorized child care services. Any cost-sharing
obligations for an income eligible family shall also be
specified in the Approval Notice and the Confirmation of
Enrollment.
b) Applicant: Reporting requirements. It is the duty of
the parent of the applicant child to report to DHS any
changes in: address, household composition, income,
employers, employment commitments and any related approved
activities, citizenship, health status (if SSACC eligible),
and any other matters related to the general requirements
and criteria for CCAP categorical or income eligibility,
the authorization of services, and the payment of allowable
child care expenses relating to the requirements and
criteria included in Section 0850.02.02-0850.02.06.
Changes should be reported, in writing, to the unit of the
department responsible for determining CCAP eligibility;
telephone contact to any unit of DHS is sufficient to
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
initiate the reporting process if the change does not
affect the eligibility requirements in section 0850.02.02
of this rule--e.g., a change in address. Failure to report
such changes to DHS within ten (10) days from the date the
change takes effect shall be construed as non-cooperation
and shall be ground for the denial or discontinuation of
services. In addition, FIP cash beneficiaries shall report
absences of a dependent child, expected to exceed thirty
(30) days, within five (5) days of the date the parent
becomes aware of the child's anticipated absence.
i) When information provided to DHS in conjunction
with the duty to report requires a change in CCAP
authorized services, the following apply:
(a) If the resulting change in CCAP authorized
services does not adversely affect the family,
implementation will begin, in most circumstances, on the
first Sunday following the date the report was made to DHS;
(b) If the resulting change in CCAP services has an
adverse impact on the family, notice of the change shall be
provided by DHS to the family at least ten (10) days prior
to the implementation date.
ii) Any change in the amount of income by any member
of the financial unit must be reported to DHS within ten
(10) days of the date the change takes effect. Upon
receipt of the report, CCAP eligibility shall be
recalculated based on the reported change in income.
(a) For income eligible families, changes in the
amount of gross monthly income of twenty-five ($25) dollars
or less need not be reported until the next certification
period. This exception accommodates occasional bonuses,
overtime and seasonal changes in employment.
(b) Changes in sources of income and in household
composition must also be reported within ten (10) days of
the date the change takes effect.
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
0850.03 CHILD CARE CENTRAL PROVIDER DIRECTORY
REV:08/2004
The Department of Human Services shall only make payment
only for CCAP authorized child care services when rendered
by DHS CCAP approved child care providers. To obtain
approval, child care providers shall meet the minimum
requirements set forth in this section, including entering
into an agreement with DHS that fulfills the requirements
set forth in this subrule. Providers that have obtained DHS
approved status are listed in the CCAP Central Provider
Directory (CPD) maintained by the Office of Child Care
(OCC). The OCC established the CPD to serve as the single
point of entry for all providers seeking approval to
participate in the CCAP, receive payment for authorized
child care, and gain access to DHS subsidized health
insurance coverage and other programs administered by DHS.
A provider may begin to provide authorized services to CCAP
eligible children during the week that an application for
the CCAP approval has been submitted to the OCC. However,
DHS shall only make payment for such services when, and on
the condition that, the provider is granted CCAP approved
status, completes the introductory training, and enrollment
and reporting activities specified in this rule.
0850.03.01 Definitions
REV:08/2004
For the purposes of this section, the terms below have the
following meaning:
"Approved Non-certified Child Care Provider" means any
individual rendering child care in the home of the child or
the provider, who has been successfully screened by the
department in accordance with the requirements set forth in
Section 0850.03.03 of this subrule and determined eligible
to participate in the CCAP, listed in the CPD, and receive
payment for allowable child care expenses. Non-certified
providers are not required under applicable State laws
(R.I.G.L.42-72.1 et.seq.) to obtain licensure or a
certificate of registration from the Rhode Island Department
of Children, Youth and Families, but must meet the capacity
requirements as specified in Section 0850.02.08(3).
"Approved Nursery School" means a program for preschool age
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
children approved by the Rhode Island Department of
Education.
"Allowable child care expense" means the total cost of CCAP
authorized child care services paid by DHS to an approved
provider after deducting the amount the family is required
to pay the provider as its share of the cost (or family
share) for authorized services.
"CCAP Approved Provider Agreement (APA)" means the agreement
that all CCAP approved providers must sign with DHSS that
establishes the respective responsibilities and obligations
of both the Department and the provider.
"CCAP Approved Provider Introductory Training" means the
introductory training session(s) about the CCAP, conducted
by the Office of Child Care (OCC) and that approved
providers must complete in order to receive DHS
reimbursement of allowable child care expenses.
"CCAP Approved Provider Rate Report (APRR)" means the report
that providers must complete and submit to the OCC to gain
or maintain approved provider status. The APRR requires
providers to specify the actual rate they charge for child
care services rendered to non-CCAP subsidized families. As
part of this report, providers are also required to submit
their published rate schedule for all payers other than
DHS/CCAP. The APA shall include the Approved Provider Rate
Report (APRR) and this report will be incorporated into the
agreement.
"Center-based Child Care Program" means a facility operated
on a regular basis which receives children, not of common
parentage, and provides non-residential care in a location
separate from the children's parents during the day.
"Child Care Facility" means any facility that provides child
care, including a center-based program or family child care
home, that is licensed or certified by the Rhode Island
Department of Children, Youth and Families (DCYF). The term
includes facilities that have programs such as: nursery
school, preschool, pre-kindergarten, child play school,
before or after school care, or child development center and
applies to the total child care operation, including the
physical setting, administration, staff, equipment, program,
and care of children.
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
"DHS Authorized Payment Rate for Providers" means the rate
that DHS CCAP pays approved providers for CCAP authorized
child care services. The DHS authorized payment rate for
each provider is either the actual rate the provider charges
for child care services as reported in the APRR or the DHS
CCAP Established Payment Rate for each rate category,
whichever is lower
"DHS CCAP Established Payment Rate" means the maximum rate
that DHS CCAP will pay approved providers for authorized
child care services in each rate category. This maximum
rate is established based on the results of a biennial
Market Rate Survey as defined in Rhode Island law (R.I.G.L.
40-6.2-1.1.
"Department of Children, Youth and Families or DCYF" means
the Rhode Island State agency with statutory responsibility
for regulating child care providers. DCYF licenses child
care centers and group family child care homes and certifies
family child care homes.
"Family Child Care Home" means a child care program located
in the provider's home residence in which child care
services may be offered at the same time to four (4) or more
children unrelated to the child care provider. Family child
care home shall not mean a private residence used for an
informal cooperative arrangement among neighbors or
relatives, or the occasional care of children with or
without compensation. R.I.G.L.42-72.1-4 requires family
child care home providers to obtain a certification from
DCYF.
"Group Family Child Care Home" means a child care program
located in the provider's home residence in which child care
services may be offered at the same time for (9), but no
more than twelve (12) children unrelated to the child care
provider. R.I.G.L.42-72.1 requires group family child care
home providers to obtain licensure from DCYF.
"Successfully Screened Provider" means that there is no
disqualifying information or evidence of criminal activity
in the background clearances and criminal record checks of
the individual seeking CCAP approved non-certified provider
status or of any of the adults living in the provider's
household. Child care providers who possess a valid DCYF
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
license or certificate to operate, and who are seeking CCAP
approved status, are presumed to have been successfully
screened in accordance with the R.I.G.L. 40-13.2-1 et. seq.
"Summer Camp" means a DHS approved program serving eligible
school age children during periods when school is out-of-
session. Summer camps must meet applicable State laws and
regulations pertaining to child health and safety and any
other applicable DHS requirements, though employees are not
subject to the DCYF screening process.
CDP Approved Providers 0850.03.02
REV:08/2004
The CCAP Central Provider Directory (CPD) standardizes the
process for approving child care providers to participate in
the CCAP and provide a central source of information about,
and for, CCAP approved providers. The process for gaining
entry to the CPD, and attaining CCAP approved status, varies
depending on type of child care provider.
1) Categories of CPD Approved Providers. In general, entry
into the CPD shall be limited to the following categories of
child care providers:
a) DCYF Licensed and Certified Child Care Providers.
Child care providers regulated by, and operating in
accordance with, the standards established by the Rhode
Island Department of Children, Youth and Families (DCYF)
appropriate to the child care setting. Providers in this
category include licensed center-based child care programs,
group family child care homes, and school-age programs, as
well as certified family child care homes. Also included
are summer camp programs operated by licensed centers where
children spend at least part of their day at the regulated
facility where DCYF center standards are maintained during
the entire day.
b) Non-certified Child Care Providers. Individuals who
are not required by law to obtain DCYF licensure or
certification, but are authorized to participate in the
CCAP. Providers in this category have been successfully
screened by DHS as specified in section 0850.03.03 of this
rule; and
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c) Non-certified Centers (also referred to as Summer
Camps). This category is reserved for child care providers
that are in compliance with the child care health and safety
standards and/or program requirements established by the
Department of Health (DOH) as well as any other pertinent
and appropriate State agencies, and approved by DHS as
meeting the CCAP program requirements. Summer camps, by
definition, may not operate for more than twelve (12) weeks
per year; and
d) Nursery Schools. Programs certified by the Rhode
Island Department of Education (DOE) to operate half (1/2)
day pre-school programs and approved by DHS as meeting the
CCAP program requirements.
2) Scope of CCAP Approval. For the purposes of the CCAP,
"approved" means that the child care provider has met the
requirements to enroll eligible children through the DHS
CCAP automated enrollment system, receive payment for
allowable child care expenses, and participate in certain
DHS programs. Although these requirements reflect the
minimum standards for safe and healthful child care, CCAP
approved status is not, and shall in no way be construed as,
related to the quality of services rendered by the child
care provider. DHS will not pay providers for services
rendered prior to the week that the CPD receives their
application to be a CCAP approved provider.
0850.03.03 CPD Application for Approval Process
REV:08/2004
Child care providers who fall into the categories defined in
Section 0850.03.01 of these rules, may apply for entry into
the CPD. In the event that the family of an eligible child
selects a child care provider that is not listed as approved
in the CPD, the provider must contact the Office of Child
Care, to request the appropriate CPD application forms and
related information about obtaining CCAP approved provider
status. The process for becoming approved in CCAP and
entered into the CPD includes both general and category
specific application requirements, as outlined below.
1) General Access Requirements. All child care providers
seeking access to the CPD and CCAP approved status shall
meet the following general requirements:
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a) Applications shall be made on forms approved by the
department. The application may vary in length and type,
depending on the category of provider. Completed and signed
applications, along with any required documentation, shall
be submitted for review to the Office of Child Care.
b) All CCAP approved child care providers shall sign a
CCAP Approved Provider Agreement (APA) that establishes the
respective responsibilities and obligations of both the
Department and the provider as well as the grounds for
discontinuation of approved status. No payment shall be
made for allowable child care expenses until the Department
receives the original APA, signed and dated by the child
care provider and notarized or witnessed by a member of the
staff of the OCC. Providers shall agree to the terms and
conditions set by DHS for:
* Completing the APRR;
* Enrolling eligible children;
* Complying with maximum capacity limits;
* Transmitting documentation of authorized services
rendered;
* Establishing the DHS authorized payment rate for
services provided to CCAP eligible children enrolled in
care as well as the payment method and interval;
* Ensuring the safety and well-being of children in their
care; and
* Filing timely reports to DHS about changes in
enrollment, licensure, or certification status, capacity
or any other such matters as deemed necessary to
maintain the CPD and authorize payment for services.
c) Providers, and any substitute providers, shall be
successfully screened through a background clearance and
criminal record check by the department specified --DCYF or
DHS-- category specific requirements established in subrule
(2) of this subsection;
d) Providers shall be U.S. citizens or submit
documentation of a legal immigration status that includes
the appropriate authorization to work in the child care
field, or a related, industry. DHS is prohibited from
making payment to, and therefore will not approve, non-
citizen providers who do not have proof of such
authorization; and
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e) Meet any category specific requirements set forth in
this subsection.
2) Category Specific Access Requirements. In addition to
the general access requirements, child care providers shall
meet the following category specific requirements in
accordance with R.I.G.L 40-5.1-17(b):
DCYF Licensed and Certified Child Care Providers. To be
eligible to be CCAP approved, a child care provider
operating under the jurisdiction of DCYF shall:
i. Provide documentation of a valid State of Rhode
Island license or certificate to operate, deemed by DCYF to
be in good-standing, and meet any additional requirements
specified by DHS. Individuals operating, or employed by,
child care centers and family homes regulated by DCYF are
subject to screening -- including both a background
clearance and criminal records checks -- as part of the
process of obtaining and maintaining licensure or
certification. Accordingly, a valid license or certificate
in good standing is considered evidence of successful
screening for the purposes of this section. For continued
eligibility, all licensed providers are required to submit a
schedule of their rates for non-assisted or non-subsidized
families. If a provider's license lapses, is revoked, or
otherwise becomes invalid, DHS shall initiate appropriate
action to discontinue approved provider status. A provider
whose approved status is discontinued must submit a new
application to be considered for reinstatement as CCAP
approved provider.
ii. For continued approved provider status, all
licensed and certified providers are required to complete
and submit a CCAP Approved Provider Rate Report (APRR) that
includes their published rate schedule. The CCAP APRR
specifies the actual rate a provider charges for child care
services rendered to any non-CCAP subsidized families in all
rate categories. The APRR is used to determine the DHS
Authorized Payment Rates for Providers. If a provider does
not have a published rate schedule, the provided shall make
a statement attesting to that fact, as indicated, in the
appropriate section of the CCAP APRR.
b) Non-certified Child Care Providers. To be eligible
for CCAP approval, a non-certified provider shall:
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
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i. Submit a completed and signed CPD/CCAP application
packet including a signed Health and Safety Certification
Form in which the provider attests to being free of any
physical, mental and/or emotional condition(s) with the
potential to endanger children or impede the ability to care
for children. If an applicant is receiving disability
related income and/or supportive health care services, or
has been hospitalized for a chronic condition for one (1)
day or more in the last year, a treating physician must
submit either medical documentation on the appropriate DHS
form, or a signed letter, indicating that the applicant is
capable of providing safe and appropriate care for children.
Additionally, the application shall contain the following:
(a) A W-9 Form (Request for Taxpayer Identification
Number and Certification) completed and signed by the
provider;
(b) Proof that the applicant is at least twenty-one
(21) years old as verified by a birth certificate or other
legal document that contains an applicant's date of birth;
(c) A valid social security number or proof that the
applicant is a United States citizen or a non-citizen who is
lawfully entitled to reside and work in the United States;
(d) Proof of the applicant's Rhode Island residency
and of a stable address. A post office box is not an
acceptable form of proof of Rhode Island residency, though
it may serve as an applicant's official mailing address.
(i) As used in this subrule, a stable address means that the
applicant intends to maintain one principal place of
residence once approved for the CCAP. For the purposes of
CCAP, a stable address is necessary to ensure prompt
enrollment of eligible children, timely payment for
authorized services and to protect the safety and security
of the child care environment.
(ii) A signed and dated mortgage, lease or rental agreement
in which the applicant, or the parent or spouse of the
applicant, is a legally responsible party shall be
considered acceptable proof of a stable address. A person
who lives in a residence as a boarder is not considered to
have a stable address and, as such, does not meet the
requirements of this section.
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(iii) At least thirty (30) days prior to the actual date of
a planned move, an approved non-certified provider must
submit to the Office of Child Care (OCC), the information
necessary to verify the address of, and the intent to
maintain, a new principal place of residence. The provider
shall also report any changes in household composition that
occur in tandem with, or as a result of, the change in
residence.
(iv) An approved provider who makes multiple changes in the
principal place of residence during the two (2) year period
of CPD status is not considered to have a stable address.
Accordingly, CPD status of such providers is subject to
review by the Office of Child Care and possible
discontinuation of certified provider status.
e) Proof that there is a working telephone accessible at
all time at the applicant's residence as verified through a
current phone bill. A cell phone number is acceptable,
provided that documentation is provided showing that the
phone is attached to the provider's residence;
f) Information on the applicant, and all adult members of
the applicant household, including social security numbers
and dates of birth; and
g) A self-declaration specifying how many children will
be rendered services, including any related children. Non-
certified providers are limited to caring for three (3)
unrelated children, or six (6) children if an acceptable
degree of relationship to the provider can be proven. The
provider's children under six (6) years of age shall be
included in the maximum number of six (6) related children.
In instances in which the eligible children are related to
the provider, legal documentation must be submitted to the
CPD verifying that the provider has a relationship of
acceptable degree to the eligible child(ren). For the
purposes of the CCAP, a relationship of acceptable degree is
an eligible child's aunt, uncle, grandparent, great
grandparent, great aunt, great uncle, or adult sibling age
twenty-one (21) or older. The Central Provider Directory
(CPD) shall accept as verification of the provider's
relationship the legal documents specified in Section
0806.15.05 of the FIP administrative rules. Information
about the required legal documentation shall be made
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available to the provider by the CPD upon request.
ii. Be successfully screened, along with all members
of the provider's household, at the time approved status is
initially requested, and at two year intervals thereafter.
The screening process entails a background clearance
performed through DCYF's Rhode Island Children's Information
System (RICHIST) Unit, and a criminal record check (also
referred to as a background criminal investigation or BCI)
conducted by the Rhode Island Attorney General's Office. To
be successfully screened, the following criteria shall be
met:
(a) DCYF/RICHIST clearances. There shall be no
disqualifying information, and no record of substantiated
involvement in an investigation that may result in
disqualification, as defined in the applicable DCYF policy,
as amended, in the RICHIST background clearances of the
provider and members of the provider's household. Any
changes in the composition of the household must be reported
immediately. Background checks on the entire household
shall be conducted anytime there is a change in the
composition of the approved provider's household.
(b) BCI Record Check. There shall be no evidence of
criminal activity in the BCI record check of the provider
and members of the provider's household. For the purposes
of this section, evidence of criminal activity is defined as
a conviction or plea of nolo contendere in any criminal
matter or the fact that the individual has outstanding or
pending charges, related to any of the following:
Types of Criminal Activity
Offenses Against the Person:
Murder
Voluntary manslaughter
Involuntary manslaughter
Kidnapping
Kidnapping with intent to extort
First-degree sexual assault
Second degree sexual assault
Third degree sexual assault
Assault by spouse
Assault with intent to commit specified felonies
Felony assault
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Domestic assault
First-degree child abuse
Second-degree child abuse
Offenses Against the Family:
Incest
Child snatching
Exploitation for commercial or immoral purposes
Public Indecency:
Transportation for indecent purposes:
Harboring
Prostitution
Pandering
Deriving support or maintenance from prostitution
Circulation of obscene publications and shows
Sale or exhibition to minors of indecent publications,
pictures, or articles
Child nudity in publication
Drug offenses:
Any offense constituting a felony which is enumerated
in R. I. General Law 21-28-81.01 et seq., the Uniform
Controlled Substances Act.
(c) Office of Child Care Review. The Office of Child
Care reserves the discretion to deny approval of an
application in circumstances when the evidence in the
criminal record of a member of the household indicates a
pattern of behavior that poses a risk to the safety and/or
well-being of the eligible children to receive care. Such a
determination shall only be made subsequent to a
comprehensive review of the information provided through the
clearances and background checks required in this section,
as well as any related official documents pertaining to the
criminal record of the applicant or household member that
may become available.
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
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Determination/Maintenance Of Provider Status 0850.03.04
REV:08/2004
The Office of Child Care shall review a child care
provider's application, complete the screening process,
where appropriate, and make a determination of the CPD's
provider status in no more than thirty (30) days from the
date the appropriate signed application form and any
required documentation are date-stamped as received by DHS.
1) CCAP Approved Status Granted. Upon determining that a
child care provider has met the general and category
specific requirements, signed the CCAP Approved Provider
Agreement (APA), and completed the CCAP Approved Provider
Rate Report (APRR), DHS shall provide notification in
writing of their approved status to the provider. Upon
completing the Approved Provider Introductory Training, the
provider gains access to the CCAP automated enrollment
system.
2) Application Denied. Applicants who do not meet the
general and category specific requirements shall be denied
CCAP approved status. The Department shall send written
notice to the child care provider indicating the reasons for
denial and providing information on how to request a hearing
and appeal the decision. Any provider who has been denied
on two occasions must wait a period of twelve (12) months
before re-applying to be a CCAP approved child care
provider.
3) Application Pending. DHS shall not make payment for
allowable child care services rendered during the period
while the application for approved status is pending.
However, if approved status is granted, the provider will be
reimbursed for such services at the DHS Authorized Payment
Rate, in accordance with section 0850.04.02, but only after
an Approved Provider Agreement has been signed and the
Approved Provider Introductory Training has been completed.
4) Approved Status Discontinued. The Department shall
reserve the right to remove a child care provider from the
CPD and discontinue approved status in CCAP upon obtaining
evidence that the provider has met any of the criteria
outlined in these rules. Notice of Discontinuation of CCAP
approved status shall be sent to the provider and include
the reasons for the discontinuation and information on how
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to appeal DHS's decision. DHS shall also notify the
families of any eligible children affected by
discontinuation of the provider's approved status. The
grounds for discontinuation of approved provider status and
termination of the provider agreement are specified in
Section F of this subrule.
5) Renewal. All CCAP approved providers, are listed in the
CPD. Non-Certified Providers are listed in the CPD for two
(2) years and Licensed/Certified Providers for a period of
five (5) years. After this period of time, a provider must
be re-approved and present appropriate documentation to the
CPD to remain active. Notice shall be sent to approved
providers indicating the dates and requirements for renewal
of CPD status at least thirty (30) days prior to the end
date of their period of approval.
0850.03.05 HEALTH CARE FOR CCAP APPROVED PROVIDERS
REV: 10/2005-
Starting Right Health Care Assistance Program for CCAP Approved
Providers In certain circumstances, some CCAP approved Center-
based Child Care program providers may be eligible to receive
premium assistance for health care coverage and some family child
care home providers may be eligible for health care coverage
through the Child Care Provider RIte Care Program (CCPRC). Any
health information requested or obtained for the purposes of this
section shall be subject to the privacy protections established in
state law and the Health Insurance Portability and Accountability
Act of 1996 (HIPAA).
1) Eligibility Requirements. CCAP health care assistance
eligibility requirements vary by category of provider, as
follows:
a. CCAP Approved Center-based Child Care Programs. For a CCAP
approved center based child care program to be eligible for
health care premium assistance, an application for health
care assistance shall be submitted to the Office of Child
Care which includes documentation indicating that at least 40
percent of the center’s average census for the last six (6)
months consisted of CCAP eligible children. CCAP approved
centers that meet this criterion, shall be eligible to
receive up to $85 per month in premium assistance for any
employee who allocates at least 75 percent of their time
working at the center to support the direct delivery of child
care services. An employee covered by another health
coverage plan (i.e., family coverage through a spouse) is
ineligible for health care premium assistance from DHS. The
provider who holds the license to operate the center shall
contribute an amount to the cost for an employee’s health
coverage that is equal to, or greater than, the amount
contributed by DHS. Premium assistance payments shall be
made to the approved provider in the method, and at
intervals, deemed appropriate by the department. Once a
center based program has been deemed eligible to receive
health care premium assistance from DHS, eligibility criteria
shall be reviewed on at least a semi-annual basis. A center
that provides employees with health care coverage may be
eligible to participate in Rite Share, the State’s premium
assistance program. Centers interested in pursuing the RIte
Share option should contact the DHS Center for Children and
Family Health for further information.
b. CCAP Approved Family Child Care Home Providers.
(i) All approved family child care providers who wish to
apply for health care coverage must submit an
application for RIte Care. If a provider is deemed
eligible for RIte Care as outlined in Section 0348.20
and 0348.25 of the DHS Code, they and all eligible
family members will be enrolled in the program and
all RIte Care provisions and requirements, including
cost sharing, shall apply.
(ii) A CCAP approved family child care provider not deemed
eligible under the general RIte Care rules may be
eligible for health care coverage for themselves
and/or their dependent children under the Child Care
Provider RIte Care Program (CCPRC) if they meet the
following requirements:
(a)They must have received a minimum of seven thousand
eight hundred dollars ($7800) in reimbursements
from DHS for allowable child care services
delivered to CCAP eligible children during the six
(6) consecutive months immediately preceding their
application to DHS for health care coverage.
(b)The provider’s countable family income does not
exceed three hundred fifty percent (350%)
of the Federal Poverty Level (FPL).
©The address listed on the health care assistance
application is the same address where the
provider is certified for child care services.
(2) Application Requirements.
a. CCAP Approved Center-based Child Care Programs. A CCAP
approved center based provider must submit an application
for Health Care Premium Assistance to DHS. DHS reviews
applications to evaluate capacity and enrollment figures.
New applicants for health care assistance, and any providers
requesting recertification, shall be sent a notice of
approval or denial that contains the capacity/enrollment
figures used to determine eligibility.
b. CCAP Approved Family Home Providers.
All CCAP Approved Family Home Providers who wish to apply
for health care coverage must submit an application for RIte
Care. DHS will then determine eligibility for
participation in RIte Care and/or the CCPRC Program.
(3) Cost Sharing Requirements. Some RIte Care participants pay
a portion of the cost of their health care. Providers who
receive health care assistance under RIte Care/RIte Share or
the CCPRC program will be responsible for any premiums or
cost sharing as outlined in Section 0348.40.05 of the DHS
Code.
(4) Period of Authorization. Once eligibility for health care
has been determined, providers will be authorized for a
specific period of time based on their health care plan.
a.Providers covered under the RIte Care Plan will be
authorized according to RIte Care rules (Section 0348).
b.Providers covered under the CCPRC Program.
The period of authorization will be six (6) months (Section
0347.10.10).
c.Providers with diverse cases
Some providers may have eligibility in RIte Care/RIte Share
for some family members and in the CCPRC Program for other
family members. These cases will be recertified at six (6)
month intervals (Section 0348; Section 0347.10.10).
(5) Limitations and Exclusions
a.Providers are responsible to report any change in
circumstances to DHS within ten (10) days of the change as
outlined in Section 0348.75.60 of the DHS Code. Recipients
of either the RIte Care program or the CCPRC program shall
be subject to the same terms and conditions for as outlined
in Section 0348. In addition, providers are subject to the
Office of Child Care’s (OCC) Central Provider Directory
(CPD) guidelines with respect to maintaining approved
status in the CPD.
b.If a provider’s residence address differs from their
business address as listed in the CPD, or if the provider
no longer meets the requirements for approved provider
status as outlined in Section 0850.03.03, the OCC will
move to close the provider’s active status.
c.Non-Payment of Premiums. If a provider is subject to cost
sharing, they are responsible for payment of those
premiums in accordance with Section 0348.40 of the RIte
Care rules. If a provider does not pay their cost share
premium, they will be subject to the penalties outlined in
Section 0348.40.05.05.
d.For the CCPRC program, the authorization period may be
shortened if DHS has information that the provider is no
longer active, has income in excess of three hundred
fifty percent (350%) of the FPL, or is no longer residing
at the address where the provider is certified for child
care services.
(6) Notices of Approval, Denial, Appeal and Hearing Rights
Providers applying for health care coverage under RIte Care
or the CCPRC program are afforded the same rights to timely
and adequate notice, to appeal DHS decisions on eligibility
and to be informed of application and enrollment status
applicable to all other DHS applicants/beneficiaries.
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DHS-CCAP Approved Provider Agreement 0850.03.06
REV:08/2004
All CPD approved child care providers shall sign an
agreement with DHS that establishes the respective
responsibilities and obligations of both the department and
the provider and the grounds for discontinuation of
approval as specified in this subsection. The signature on
the agreement with DHS shall be notarized or witnessed by a
member of the staff of the OCC. No payment shall be made
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
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for allowable child care expenses until the department
receives an original copy of the DHS-CCAP Approved Provider
Agreement, signed and dated by the child care provider.
(1) Terms and Conditions for Payment. Based on section
0850.04.02 of these rules, the department shall determine
the DHS Authorized Payment Rate for each eligible child
enrolled. The department shall also determine the method
that approved providers shall use to request and receive
payment for allowable child care expenses.
(2) Termination of the Provider Agreement and
Discontinuation of Approved Status. In certain
circumstances, the department may determine that an
approved provider is no longer qualified to provide
authorized CCAP services and, as a result, approved status
shall be discontinued. In such case, the department shall
cease payment for any CCAP services rendered by the
provider, access to the DHS CCAP automated enrollment
system is denied, and any health care assistance is
terminated.
a. Grounds for Discontinuation. The department reserves
the right to discontinue DHS approved status for providers
for any of the following reasons:
i. Failing to meet the terms and conditions established
in the DHS-CCAP Approved Provider Agreement;
ii. Engaging in fraudulent or other unlawful acts: in
obtaining or seeking to obtain CCAP approved status; in
providing or receiving payment for CCAP; in obtaining or
seeking to obtain benefits from other DHS programs; in
utilizing the CCAP automated enrollment system; or while
acting as an agent of, or participant, in any other state
or federally-funded program;
iii. Failing to maintain DCYF licensure or
certification or otherwise failing to comply with DCYF
regulations or the standards and regulations established by
another federal or State government entity applicable to
the setting in which the child care is provided;
iv. Knowingly providing inaccurate information about the
provider, adult members in the provider's household, the
number of children in the provider's care and/or their
relationship to the provider, or in any other way providing
misleading information for the purposes of obtaining or
maintaining CCAP approved provider status and payment for
allowable child care expenses.
v. Failing to protect the confidentiality of information
related to CCAP beneficiaries; or
vi. Endangering, or failing to ensure, the health or
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
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safety of any child in the provider's care;
vii. Failing to report criminal convictions or the
imposition of civil penalties. An approved provider shall
report to DHS any criminal conviction or civil penalties
imposed for such acts on: the provider, an employee of the
provider engaged directly in the provision of child care;
or, if a non-certified provider, an adult member of the
provider's household. Failure to make such reports within
ten (10) days from the date the conviction/penalty is
imposed shall be grounds for discontinuation of approved
status;
viii. Failing to report any changes in their provider
status, living arrangements, addition of new household
members, or other vital information to the OCC within ten
(10) days of the change;
ix. Caring for more children than allowed under this rule
or applicable state laws and regulations;
x. Caring for a child who lives in the same household as
the provider;
xi. Failing to attend CCAP Approved Provider Introductory
Training;
xii. Failing to provide DHS with a completed CCAP APRR
when requested;
xiii. Providing inaccurate or misleading information in
the CCAP APRR for the purposes of altering the amount of
the DHS authorized payment rate; or
xiv. Refusing or failing to cooperate with DHS personnel
conducting audits, reviews, or evaluations related to the
proper and efficient operation of the CCAP or compliance
with the rules set forth herein or terms and conditions of
the provider agreement.
b. Corrective Action Option. The department reserves the
right to offer a CCAP approved provider subject to
discontinuation the opportunity to take corrective action
prior to the effective date of discontinuation of approved
provider status and termination of the provider agreement.
In such cases, the OCC shall send a notice to the approved
provider that shall clearly state the type of corrective
action required, the date it is to be completed, and the
method for evaluating whether the deficiency has been
corrected. Corrective actions shall be permitted in only
those cases in which the department determines that the
health, safety and welfare of eligible children and the
fundamental purposes of the CCAP will not be jeopardized
while the remedy is being implemented. .
(3) CPD Confidentiality. Both the CPD and web enrollment
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raise certain confidentiality issues that have been
addressed by the department as follows:
a. Confidentiality Statement. Approved providers and the
families of eligible children shall be notified at the time
of application that, as CPD providers and CCAP
beneficiaries, certain personal information may be accessed
on the DHS web site by department personnel, approved
providers and contracted agents of DHS. A confidentiality
statement shall be signed by both providers and parents,
prior to participating in the CCAP, indicating that they
are aware of, and understand, the limits on confidentiality
associated with the methods DHS employs to gather and
disseminate information through the CCAP automated
enrollment system and the purposes for such information, as
well as how that information will be accessed and used.
b. Technological Protections. DHS shall utilize the most
advanced technological methods available to ensure the
confidentiality of information contained in the CPD and
through web enrollment pertaining to CCAP beneficiaries and
approved providers.
0850.04 CCAP PAYMENT TO APPROVED PROVIDERS
REV:08/2004
To ensure that payment for CCAP authorized child care
expenses is made in the most timely and efficient manner
possible, the department has established requirements
related to attendance and the payment of allowable child
care expenses for CCAP authorized child care services.
0850.04.01 CCAP Attendance
REV:08/2004
Payment shall only be made for CCAP authorized child care
services during periods in which the approved provider is
open or available to provide services. To determine the
allowable child care expense, certain information related to
attendance is required by DHS, as follows:
1) Attendance Reports. An approved provider shall:
a) Submit accurate attendance reports to DHS for each
eligible child in the manner, and for the time periods,
prescribed by in the DHS-CCAP Approved Provider Agreement;
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
and
b) Maintain signed, daily attendance records for each
eligible child, on-site, for a minimum of three (3) years.
2) Allowed Absences. When a child is enrolled with a
licensed or certified provider, DHS shall make payment for
up to two (2) weeks of CCAP authorized child care services
during which an eligible child is absent and the parent
authorizes payment. Documentation of the parent's
authorization must be attached to the attendance report for
the period in which the absence occurred. No payment shall
be made for periods of CCAP authorized services when the
eligible child is not in attendance once the two (2) week
limit has been reached, without the approval of department.
3) Conditions of Care. Presence at the Care Site - During
periods when eligible children are receiving services, the
provider or an approved substitute caregiver must be present
at all times. For legal non-certified providers, the
approved substitute caregiver must be listed on the
provider's current application for CCAP Approval. For
licensed and certified providers, substitute caregivers must
be approved by DCYF. In no case should the approved
provider listed on the application be absent for more than
three (3) hours in any one (1) week period.
4) Other Employment. If a provider has other employment,
the total hours the provider is permitted to work and
maintain CPD status, is sixteen (16) hours in a twenty-four
(24) hour period. The sixteen (16) hour work limit applies
to all forms of employment combined, including the hours
spent providing CCAP services as well as while working at
any other job(s) or traveling to and from other employment.
5) Minimum Attendance. For CCAP payment to be made, an
eligible child enrolled with an approved licensed or
certified provider shall attend at least some portion of
their CCAP authorized enrollment each week --e.g., part of
scheduled day. Non-certified providers receive DHS payment
only for services rendered. No payment is made to non-
certified providers when an eligible child is not receiving
care.
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
0850.04.02 CCAP Payments
REV:08/2004
When making payment for allowable child care expenses, the
following shall apply:
(1)DHS Authorized Payment Rate for Providers. The process
for determining the DHS authorized payment rate is as
follows:
a. Licensed and Certified Approved Providers. The DHS
authorized payment rate shall be the actual rate the CCAP
approved provider charges for child care services as
reported in the APRR, up to, but not to exceed the DHS
established payment rate as set forth in these rules. The
rate reported by each provider on their APRR shall be
equivalent to the lowest actual rate charged for services
delivered to any family by that provider. If a provider
offers non-CCAP financial assistance of any type to non-CCAP
assisted families, the provider shall be required to
substantiate that every child is supported by a combination
of funding that equals the same rate reported to DHS on the
APRR. The provider shall also identify the source of funds
that support that assistance.
b. Non-certified Approved Providers. The DHS authorized
payment rate shall be the CCAP Established Payment Rate as
set forth in the tables in Section 0850.05.
(2) Changes in Licensed and Certified Provider Rates. All
licensed and certified providers shall report any changes
in the actual rates they charge to non-CCAP assisted
families as reported on the APRR. Reductions in rates must
be reported at least thirty (30) days before the change
takes place. If a provider reports a reduction in rates,
the reduced rates shall be entered into the CPD effective
on the date that the change took place. Increases in rates
shall be reported at least sixty (60) days before the
change takes place. If a provider reports an increase in
rates, the increased rates shall be entered into the CPD
with an effective date in either June, at the start of the
summer camp season, or in September at the start of the
school year, whichever comes first after the effective date
of the reported change. The department will limit rate
increases for any provider in the CPD to no more than once
in any twelve (12) month period and all such changes shall
take effect in CCAP in either June or September. In
absence of submission of a new APRR, the provider's actual
rate charged shall be considered that which is currently
entered in the CPD. Every five (5) years, when licensed
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
and certified providers renew their approval status in the
CCAP, a new APRR shall be collected and entered into the
CPD.
(3) Payment Payment of allowable child care expenses for
CCAP authorized services shall be made at the DHS Authorized
Payment Rate. The terms and conditions for payment of CCAP
services are established in the DHS APA in accordance with
the requirements of this rule.
(4) Billing Periods. An approved provider shall request
payment for allowable child care expenses in the twelve (12)
month period that begins on the date the authorized services
were rendered. In no case shall DHS make payment for any
child care services rendered more than one (1) year prior to
the date the approved provider requests payment.
(5) Restrictions and Limitations.
a. There shall be no more than one (1) CCAP approved
provider eligible to receive payment from DHS for allowable
child care expenses rendered at a specific site or location
at any one time. In the case of non-certified child care
providers, no more than one (1) person living in the
household where CCAP child care services are provided shall
be permitted to obtain or retain active Approved status@ at
any one time.
b. Approved providers shall not be paid for child care
services rendered to children who live in their households.
Periodic Provider Audits 0850.04.03
REV:08/2004
DHS reserves the right to conduct periodic audits of provider
records and investigations of provider operations relevant to
provider approval, rate reporting, attendance reporting, and
accepting payments from CCAP. At the time an audit or
investigation is conducted, designated representatives of the
Department will review attendance and payment records of all
children currently enrolled and receiving child care services and
all children enrolled and receiving services during the two (2)
years prior to the audit or visit.
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
0850.05 CCAP ELIGIBLITY AND COST-SHARING LEVELS
REV:04/2005
CCAP Eligibility Levels
by Family Size and
Gross Countable Income
CCAP ELIGIBILITY AND COST-SHARING LEVELS
BY GROSS INCOME ADJUSTED FOR FAMILY SIZE
Level Standard % Gross Countable Family Family
Income Applied as Size Size
Co-payment 2 3
0 < 100% FPL 0 Up to Up to
$12,830 $16,090
1 >100% FPL -
125% FPL 1% $12,831 - $16,091-
16,038 20,113
2 >125% FPL -
150%FPL 4% $16,039 - $20,114 -
19,245 24,135
3 >150% FPL -
185% FPL 6% $19,246 - $24,136 -
23,736 29,767
4 >185% FPL -
200% FPL 10% $23,737 - $29,768 -
25,660 32,180
5 >200%FPL -
225%FPL 14% $25,661 $32,181
28,868 36,203
CCAP ELIGIBILITY AND COST-SHARING LEVELS
BY GROSS INCOME ADJUSTED FOR FAMILY SIZE
Level Standard % Gross Countable Family Family
Income Applied as Size Size
Co-payment 4 5
0 < 100% FPL 0 Up to Up to
$19,350 $22,610
1 >100% FPL -
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
125% FPL 1% $19,351 - $22,611 -
24,188 28,263
2 >125% FPL -
150%FPL 4% $24,189 - $28,264 -
29,025 33,915
3 >150% FPL -
185% FPL 6% $29,026 - $33,916 -
35,798 41,829
4 >185% FPL -
200% FPL 10% $35,799 - $41,830 -
38,700 45,220
5 >200%FPL -
225%FPL 14% $38,701 - $45,221 -
43,538 50,873
CCAP ELIGIBILITY AND COST-SHARING LEVELS
BY GROSS INCOME ADJUSTED FOR FAMILY SIZE
Level Standard % Gross Countable Family Family
Income Applied as Size Size
Co-payment 6 7
0 < 100% FPL 0 Up to Up to
$25,870 $29,130
1 >100% FPL -
125% FPL 1% $25,871 - $29,131 -
32,338 36,413
2 >125% FPL -
150%FPL 4% $32,339- $36,414 -
38,805 43,695
3 >150% FPL -
185% FPL 6% $38,806 - $43,696 -
47,860 53,891
4 >185% FPL -
200% FPL 10% $47,861 - $53,892 -
51,740 58,260
5 >200%FPL -
225%FPL 14% $51,741 - $58,261 -
58,208 65,543
CCAP ELIGIBILITY AND COST-SHARING LEVELS
BY GROSS INCOME ADJUSTED FOR FAMILY SIZE
Level Standard % Gross Countable Family Family
Income Applied as Size Size
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
Co-payment 8 9
0 < 100% FPL 0 Up to Up to
$32,390 $35,650
1 >100% FPL -
125% FPL 1% $32,391 - $35,651 -
40,488 44,563
2 >125% FPL -
150%FPL 4% $40,489 - $44,564 -
48,585 53,475
3 >150% FPL -
185% FPL 6% $48,586 - $53,476 -
59,922 65,953
4 >185% FPL -
200% FPL 10% $59,923 - $65,954 -
64,780 71,300
5 >200%FPL -
225%FPL 14% $64,781 - $71,301 -
72,878 80,213
CCAP ELIGIBILITY AND COST-SHARING LEVELS
BY GROSS INCOME ADJUSTED FOR FAMILY SIZE
Level Standard % Gross Countable Family Family
Income Applied as Size Size
Co-payment 10 11
0 < 100% FPL 0 Up to Up to
$38,910 $42,170
1 >100% FPL -
125% FPL 1% $38,911 - $42,171 -
48,638 52,713
2 >125% FPL -
150%FPL 4% $48,639 - $52,714 -
58,365 63,255
3 >150% FPL -
185% FPL 6% $58,366 - $63,256 -
71,984 78,015
4 >185% FPL -
200% FPL 10% $71,985 - $78,016 -
77,820 84,340
5 >200%FPL -
225%FPL 14% $77,821 - $84,341 -
87,548 94,883
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
CCAP ELIGIBILITY AND COST-SHARING LEVELS
BY GROSS INCOME ADJUSTED FOR FAMILY SIZE
Level Standard % Gross Countable Family Family
Income Applied as Size Size
Co-payment 12 13
0 < 100% FPL 0 Up to Up to
$45,430 $48,690
1 >100% FPL -
125% FPL 1% $45,431 - $48,691 -
56,788 60,863
2 >125% FPL -
150%FPL 4% $56,789 - $60,864 -
68,145 73,035
3 >150% FPL -
185% FPL 6% $68,146 - $73,036 -
84,046 90,077
4 >185% FPL -
200% FPL 10% $84,047 - $90,078 -
90,860 97,380
5 >200%FPL -
225%FPL 14% $90,861 - $97,381 -
102,218 109,553
CCAP ELIGIBILITY AND COST-SHARING LEVELS
BY GROSS INCOME ADJUSTED FOR FAMILY SIZE
Level Standard % Gross Countable Family Family
Income Applied as Size Size
Co-payment 14 15
0 < 100% FPL 0 Up to Up to
$51,950 $55,210
1 >100% FPL -
125% FPL 1% $51,951 - $55,211 -
64,938 69,013
2 >125% FPL -
150%FPL 4% $64,939 - $69,014 -
77,925 82,815
3 >150% FPL -
185% FPL 6% $77,926 - $82,816-
96,108 102,139
4 >185% FPL -
200% FPL 10% $96,109 - $102,140 -
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
103,900 110,420
5 >200%FPL -
225%FPL 14% $103,901 - $110,421 -
116,888 124,223
Note: The percent of income assigned at each level is applied
against the gross countable family income calculated in
determining eligibility for each family. The system divides that
percent of income by fifty-two (52) weeks to assign the co-
payment the family is expected to pay each week. The co-payment
is assigned to the youngest child enrolled in care. DHS
subtracts the assigned family co-payment from the full rate for
that child when making payment to a provider. If the co-payment
exceeds the rate paid for one child, the remainder of the
family=s share is assigned to the next oldest child enrolled. If
family income or family size changes, the family co-payment is
re-calculated. The family is expected to make the same weekly
co-payment to the designated provider regardless of the number of
children or the amount of time the children are enrolled.
0850.10 CCAP APPROVED PROVIDER RATES
REV:01/2004
CCAP APPROVED PROVIDER RATES
R.I. DEPARTMENT OF CHILDREN. YOUTH AND FAMILIES (DCYF)
REGULATED PROVIDERS
INFANT/TODDLER Care
Children 1 Week up to 3 Years of Age
Time
Authorized Full Time Three Half Time Quarter Time
& Enrolled (FT) Quarter (HT) (QT)
Time(3QT)
Provider Type:
DCYF
Licensed $182 $137 $91 $45
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
Centers
DCYF
Certified $150 $112 $75 $37
Family Child
Care Homes
PRESCHOOL Care
Children 3 Years up to Entry into 1st Grade
Time
Authorized Full Time Three Half Time Quarter Time
& Enrolled (FT) Quarter (HT) (QT)
Time(3QT)
Provider Type:
DCYF
Licensed $150 $112 $75 $37
Centers
DCYF
Certified $150 $112 $75 $37
Family Child
Care Homes
SCHOOL AGE Care
Children 1st Grade up to 13 Years of Age
YOUTHCare
Only DCYF Regulated Provider Types May be Paid
for YOUTHCare
Time
Authorized Full Time (FT) Three Half Time Quarter Time
& Enrolled Summer/ Quarter (HT) (QT)
School Time (3QT)
Vacations
(S/SV)
Provider Type:
DCYF
Licensed $135 $101 $67 $33
Centers
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
DCYF
Certified $135 $101 $67 $33
Family Child
Care Homes
SCHOOL AGE Care
Children 1st grade up to 13 years of age
YOUTHCare
Only DCYF Regulated Provider Types May be Paid
For YOUTHCare
Time
Authorized Before School (AM) After School (PM)
& Enrolled
Provider Type:
DCYF
Licensed $50 $85
Centers
DCYF
Certified $55 $80
Family Child
Care Homes
LEGAL NON-CERTIFIED PROVIDERS
INFANT/TODDLER Care
Children 1 Week up to 3 Years of Age
Time
Authorized Full Time Three Half Time Quarter Time
& Enrolled (FT) Quarter (HT) (QT)
Time(3QT)
Care Type:
Non-Certified
(NC) in $81 $60 $40 $20
Provider's
Home
Non-Certified
(NC) in
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
STARTING RIGHT CHILD CARE PROGRAM SECTION 0850
Child's Home $74 $55 $37 $18
PRESCHOOL Care
Children 3 years up to entry into 1st Grade
Time
Authorized Full Time Three Half Time Quarter Time
& Enrolled (FT) Quarter (HT) (QT)
Time (3QT)
Provider Type:
Non-Certified
(NC) in $54 $40 $27 $13
Provider's
Home
Non-Certified
(NC) in
Child's Home $50 $37 $25 $12
SCHOOL AGE Care
Children 1st grade up to 13 years of age
YOUTHCare
Non-certified Provider Types May NOT be Paid
for YOUTHCare
Authorized Full Time (FT) Three Half Time Quarter Time
& Enrolled Summer/ Quarter (HT) (QT)
School Time (3QT)
Vacations
(S/SV)
Provider Type:
Non-Certified
(NC) in $53 $39 $26 $13
Provider's
Home
Non-Certified
(NC) in
Child's Home $49 $36 $24 $12
Time
Summer Camps (SC) $43 These programs approved ONLY for
FT care for School Age children
RHODE ISLAND DEPARTMENT OF HUMAN SERVICES MANUAL
FAMILY INDEPENDENCE PROGRAM
SECTION 0850 STARTING RIGHT CHILD CARE PROGRAM
during ten weeks of summer
vacation. Other rate categories
do not apply.
SCHOOL AGE Care
Children 1st Grade up to 13 years of Age
YOUTHCare
Only DCYF Regulated Provider Types May be Paid
For YOUTHCare
Time
Authorized Before School (AM) After School (PM)
& Enrolled
Provider Type:
DCYF
Licensed $18 $26
Centers
DCYF
Certified $17 $24
Family Child
Care Homes