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Notices sent in conjunction with an action taken on an acceptable application or ongoing case must be documented within the body of the Integrated Child Care Information System (ICCIS) standardized case note of the action taken, by including the notice title, requirements of the family, approval/income information, and any due date.

If not included within the body of the ICCIS standardized case note of the action taken, notices issued must be documented in an ICCIS case note using the name of the notice as the subject line and a brief description of what is being required of the family, when the information is due, and/or the action being taken in the body of the case note. The entire notice issued is not to be copied and pasted into an ICCIS case note.

1. Notice Documentation Requirements for ICCIS Case Note Specific information included in the notice is entered into the body of the case note. This will allow any ICCIS user to know what is being required of the family and follow the action taken.

a. Notice for a Stand Alone Action When the notice issued is for a stand-alone action the ICCIS subject heading is the notice title. The body of the case note contains the action taken or needed, any applicable due date, and consequence.

b. Notice as Part of a Multiple Action When the notice issued is part of multiple actions being taken at the same time, the notice issued may be documented as part of that action’s case note. The notice title and contents, including the action taken or needed, any applicable due date, and consequence is included in the body of the case note.

2. Notice Documentation Requirements for Hard Copy Case File A copy of all pages of each notice issued, including the Request for Hearing CC46, if applicable, must be contained in the family’s hard copy case file.

4170-2 B. PASS II CHILD CARE REFERRAL When a family’s Temporary Assistance (TA) case closes either due to or with earnings from employment, the DPA staff is to issue the PASS II Child Care Referral W150 notice to the family with a copy sent to the Designee. This notice is issued even when the family requests their TA