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Child Care Assistance Program Policy Manual Issued 05/2023 Special needs 9.15.15 For an individual child with special needs Take the following steps to establish or request renewal of a special needs rate: 1. Ask the parent and provider to complete the CCAP Special Needs Rate Variance Request – Parent and Provider Request DHS-4194 (PDF) together and to include documentation of the child’s special needs. 2. Complete the Special Needs Rate Variance Request – Agency Recommendation Form DHS-4195 (PDF) recommending approval or denial of the request. When determining whether to recommend approval or denial of the request, review the Parent and Provider Request to determine if the provider is providing additional services to meet the needs of the child. Remember each child’s special needs may have variations of what may be defined in a diagnosis, and various degrees of severity in a diagnosis. The adaptations and services provided must reflect the personalized needs of the child. 3. Submit the Parent and Provider Request form, documentation of the child’s special needs, and Agency Recommendation form by mail to DHS, Child Care Assistance Program, PO Box 64962, St. Paul, MN 55164-0962 or via SIR email to DHS.CCAP@state.mn.us. The CCAP agency will receive a letter indicating whether the request was approved or denied. If approved, DHS will determine the rate(s) to approve. The rate(s) approved may be lower than the rate(s) requested. Pay the approved special needs rate retroactive to the effective date of approval on the official letter from DHS. If the child is over 12 and attending a licensed center, DHS will verify that the provider has a DHS licensing variance allowing the provider to care for a child over age 12. When the CCAP agency receives the approval or denial letter from DHS, a resource and referral document may also be included. Based on the information submitted, DHS is suggesting that the child could benefit from one or more of the services or resources checked on the document. When notifying the parent and provider of the approval or denial, CCAP agencies should also send a copy of the resource and referral document. The CCAP agency must notify the provider and the parent of the decision in writing and keep a copy of the official letter from DHS and the letter(s) sent to the provider and parent in the CCAP file. If approved, include the reasons for approval and any requirement or suggestions listed on the official letter sent by DHS in the CCAP agency letter sent to the provider and parent. If denied, include the reasons for denial listed on the official letter from DHS and notify the parent of the right to appeal. Resources For additional information and resources for children with special needs contact: Center for Inclusive Child Care http://www.inclusivechildcare.org National Information Center for Children and Youth with Disabilities (651) 603-6265 P.O. Box 1492 Washington, DC 20013-1492 1-800-695-0285 (Voice/TTY) E-mail: nichcy@aed.org