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CAPS Policy – Annual Redetermination No.: CAPS/00-14 Effective Date: 10/01/2016 Revised: 10/06/2025 Revision Effective: 10/06/2025

CAPS Policy Manual

Page 86 of 109 LEGAL AUTHORITY: Federal Register: 45 Code of Federal Regulation (CFR) 98 and 99.

Cross Reference/See Also: CAPS Eligibility Requirements Policy (CAPS/00-6)

Note: Definitions of words or phrases in bold are located in Definitions and Acronyms. Only the first occurrence of the defined words or phrases are bolded.

14 ANNUAL REDETERMINATION

Purpose Redetermination is the verification of continued eligibility for Childcare and Parent Services (CAPS). The purpose of this policy is to establish guidelines for the annual redetermination of continued eligibility.

Scope This policy applies to all employees of the Department of Early Care and Learning (DECAL), all parties responsible for the administration of the CAPS program, parents, and child care providers who receive subsidies administered by DECAL on behalf of parents.

Policy Content and Guidelines 14.3.1 Redeterminations shall be processed in the same manner as applications with the exception of being required to be part of at least one CAPS priority group as prescribed in CAPS Priority Groups Policy (CAPS/00-7). Families shall not be required to re-verify circumstances that have already been verified and are not questionable or subject to change (e.g., identity, citizenship, social security numbers).

14.3.2 Families that qualify as a member of a specific CAPS priority group as prescribed in CAPS Priority Groups Policy (CAPS/00-7) at redetermination, may need to provide supporting documentation to meet program eligibility.

14.3.3 CAPS eligibility shall be re-determined before the end of the current eligibility period to ensure the family remains eligible for services. Eligibility shall terminate at the end of the eligibility period, unless the redetermination is completed and the family is determined eligible for on-going services. If determined eligible for ongoing services, the new eligibility period will begin after the prior eligibility period is completed.

14.3.4 Parents and their child care provider shall be notified of the redetermination at least 45 calendar days prior to the family’s redetermination due date.

14.3.5 Each redetermination period requires the completion of a new application for services, supporting documents, and an interview with the parent (except for children in Georgia Division of Family and Children Services (DFCS) custody). 14.3.5.1 Parents can participate in the interview via phone, in person, or virtually. 14.3.5.2 Failure to participate in the interview may result in closure of the case. 14.3.6 Parents will be required to submit verification documents as prescribed in CAPS Eligibility Requirements Policy (CAPS/00-6) and CAPS Income Calculations Policy (CAPS/00-8). The parent will be given a specific time period to submit the supporting documents and information. Verification documents may be submitted in person, by mail, or online through the state’s integrated eligibility system.

14.3.7 Redetermination documents submitted on or before the end of the current eligibility period shall be processed. If all required documents are not submitted on or before the end of the current eligibility period, the case may close. If a case is closed for failure to submit all required documents, families may reapply as a new applicant and must meet all applicable eligibility requirements for new applicants.

14.3.8 The entire redetermination of eligibility process must be completed before the current scholarships expire to prevent disruption of child care services. This includes receipt and review of all documents, interviews, and notifications of on-going services.