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CCAP MANUAL LETTER 3909 May 1, 2025 Manual Letter 3909

Page 2 of 6 Department of Health & Human Services

Policy Section Updates 1. Definitions 400-28-05

Disability - A special needs child with a identified developmental delay or disability is a child who has multiple and/or severe functional needs that requires ongoing specialized additional care. Written verification is required and should state the nature of the special needs and if for a child age thirteen (13) under age nineteen (19) state that the child is unable to care for themselves.

2. Timeliness Standards for Processing Reviews 400-28-25-05

A review must be completed every 18 months. The 18 month review is due in the last month of the eligibility period. A review can be submitted to the Human Service Zone (HSZ) office in person, by mail, by fax or electronically. Any application or review can be used as a Child Care Assistance Program review if CCAP is marked on the document or it is documented in the case narrative that the household would like to use that application or review for CCAP. A review form is automatically sent to the household on the 5th to last working day in the month prior to the last month of eligibility. The caretaker must submit the completed and signed review form, either electronically or hard copy by the last day of the month in which the review is due, in order for eligibility to be continued. The review notice informs the household of when the review is due and of case closure if no review is received. The review is considered received as of the date a signed review is received in the HSZ office. The HSZ office must document the date a review is filed by recording the date received on the review form. Note: Reviews received after business hours, on weekends or holidays are considered received on the next business day. The review is considered signed if the signature is found anywhere on the review form, other than in answer to a question.

3. Eligible Children 400-28-35-02 An eligible child in the household is a child who needs child care and: 1. Is under age 13.