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The Designee will document actions taken on the provider’s case and contact with the provider in ICCIS case notes including but not limited to the following: 1. Receipt of correspondence with a general description of the purpose of thecorrespondence;

2. Receipt of documentation identifying the date received andthe specific documentation received;

3. Contact, phone or in-person, with the provider and the purpose of the contact, including when a voicemail message is left and/or received;

4. Changes reported by theprovider;

5. Answers to the applicant’s questions aboutthe Child Care Assistance Program (CCAP); and

6. Discrepancies between the application received and information already available in ICCIS or identified during the interview.

4350-1 GENERAL PROVIDER NOTICE REQUIREMENTS The Child Care Program Office (CCPO) provides notices to Designees using Designee’s official letterhead to be used for actions taken or requirements for Child Care Assistance Program (CCAP) participation. Only these notices are to be used and must not be altered. If a circumstance arises that does not fit any of the provided notices, the Designee should contact the CCPO for guidance.

Dates identified throughout this manual for the issuance of a notice, such as the first (1st) of a month, are to be issued as soon as possible in that month and not specifically required to be issued on the first (1st ) day as the first (1st) may not be a business day. Due dates and closure effective dates, however, are specific.

Notices have date blocks, free form space, or a combination of both. The Designee is to use this space to inform the provider specifically what is required using a message and tone that are professional and appropriate. Information provided in the date blocks and free form spaces is not to be in all capitalized letters or in bold. Acronyms are not to be used in notices and dates are to be spelled out. Notices must include: