Page 68

CAPS Policy – Provider Rights and Responsibilities No.: CAPS/00-12 Effective Date: 10/01/2016 Revised: 03/02/2026 Revision Effective: 03/02/2026

CAPS Policy Manual

Page 68 of 109

12.4.3 Quality Rated 12.4.3.1 Licensed providers must be Quality Rated to participate in the CAPS program. For the purpose of CAPS, a Quality Rated Provider is one that is Star Rated, in CAPS/Quality Rated Probationary Status, or in CAPS/Quality Rated Provisional Status. For additional information on Quality Rated refer to the CAPS Quality Rated Guidelines and Requirements (Appendix II). 12.4.3.2 Providers who fail to earn or maintain a one-, two-, or three-star rating in Quality Rated, may be placed in CAPS/Quality Rated Probationary Status. Providers in CAPS/Quality Rated Probationary Status will be enrolled in a Quality Rated Cohort Group as directed by Quality Rated. Providers in CAPS/Quality Rated Probationary Status may participate in CAPS for up to twelve (12) consecutive months if they maintain adequate progress as reported to CAPS by Quality Rated. Providers who do not achieve at least a one-star rating after the initial twelve (12) months may, at DECAL’s sole discretion and not subject to appeal, be granted an additional six (6) months in CAPS/Quality Rated Probationary Status. Providers with a probationary status can accept new CAPS scholarships and retain any existing CAPS scholarships if they maintain adequate progress to obtain a star rating as reported to CAPS by Quality Rated. 12.4.3.3 Providers new to CAPS and not a Quality Rated Provider may be placed in CAPS/Quality Rated Provisional Status. Providers in CAPS/Quality Rated Provisional Status will be enrolled in a Quality Rated Cohort Group as directed by Quality Rated. Providers in CAPS/Quality Rated Provisional Status may participate in CAPS for up to twelve (12) consecutive months if they maintain adequate progress as reported to CAPS by Quality Rated. Providers who do not achieve at least a one-star rating after the initial twelve (12) months may, at DECAL’s sole discretion and not subject to appeal, be granted an additional six (6) months in CAPS/Quality Rated Provisional Status. Providers with a provisional status can accept new CAPS scholarships and retain any existing CAPS scholarships if they maintain adequate progress to obtain a star rating as reported to CAPS by Quality Rated. 12.4.3.4 Providers who choose not to become Quality Rated will not be able to receive child care subsidy payments. Providers currently participating in the CAPS program who allow their rating to expire will be dismissed. 12.4.3.5 At DECAL’s sole discretion and not subject to appeal, CAPS may grant a family a time-limited waiver allowing the issuance of scholarships to a provider who is not a Quality Rated Provider.

12.4.4 Required Documents 12.4.4.1 Providers currently receiving or anticipating receipt of subsidies through CAPS must provide required documents to CAPS by the date requested for initial enrollment and annual renewal. 12.4.4.2 All required documents must be submitted, and the application approved prior to receiving a scholarship for CAPS. 12.4.4.3 At annual renewal, payments will be suspended for 30 days beginning the date the records were due. Payments will be withheld for no more than 30 days, after which payments will be released to the provider and the provider will be dismissed from CAPS. 12.4.4.4 Licensed and exempt providers must provide the following current, accurate, authentic, and complete documents at initial enrollment and annual renewal in the CAPS administration and payment system: • Form W-9 for tax identification purposes • Policies and procedures (published and available for review by DECAL and the public) • Child care rates – Providers must enter their child care rates in the CAPS administration and payment system • Child Care Provider Agreement • Georgia’s Department of Early Care and Learning Assurance of Compliance with Federal Regulations Regarding Civil Rights Form 704 (required for child care learning centers only) • Direct deposit form