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Child Care Assistance Program Policy Manual Issued 08/2022 Legal nonlicensed providers – Annual monitoring 11.9.18 What if the provider is not available the day of the visit? If the provider is not available at the time the agency has scheduled for the monitoring visit: • If it is the first missed visit, the CCAP agency should allow the provider 15 days to reschedule the visit. • If the provider is available for the rescheduled visit, the CCAP agency should complete the visit that day. • If the provider is not available for the rescheduled time, end the Service Authorizations for any unrelated children with a 15-day adverse action notice. - Service Authorizations cannot be reopened until a visit is completed. Service Authorizations can be retroactive to the date the visit is completed. What if the provider has not had a monitoring visit by the required date? If a provider has not had an annual monitoring visit completed by the date the provider is required to have a visit completed, the agency must: • End the Service Authorizations for any unrelated children with a 15-day adverse action notice. - Service Authorizations cannot be reopened until a visit is completed. Service Authorizations can be retroactive to the date the visit is completed. What are the consequences for not demonstrating full compliance? If a legal nonlicensed provider does not demonstrate full compliance with health and safety policies identified in the Child Care Assistance Program Legal Nonlicensed Provider Monitoring Checklist (DHS-7867) at the monitoring visit, the agency must: • If all out-of-compliance factors can be demonstrated by submitting additional written information, send a notice to the provider informing them of what information must be submitted. - If all information is not submitted within 15 days, close the provider’s registration with a 15-day notice. • If at least one out-of-compliance factor cannot be demonstrated by submitting additional written documentation, close the provider’s registration with a 15-day notice. • If the person performing the annual monitoring visit observed issues that meet unsafe care critieria defined in your County and Tribal Child Care Fund Plan, the agency may close the provider’s registration with a 15-day notice. • If the person performing the annual monitoring visit observed issues that meet imminent risk critieria defined in your County and Tribal Child Care Fund Plan, close the provider’s registration immediately. A 15-day notice is not required if a registration is closed for imminent risk. See Chapter 12.1 (15 day notice requirements). When can a provider who did not demonstrate full compliance re-register? Agencies define the conditions under which a legal nonlicensed provider who did not show compliance with an annual monitoring visit can receive CCAP payments in the future in their County and Tribal Child Care Fund Plan.