2.1 Reducing Barriers to Family Enrollment and Redetermination

Lead Agency enrollment and redetermination policies may not unduly disrupt parents’ employment, education, or job training activities to comply with the Lead Agency’s or designated local entity’s requirements. Lead Agencies have broad flexibility to design and implement the eligibility practices that reduce barriers to enrollment and redetermination. Examples include developing strategies to inform families and their providers of an upcoming redetermination and the information that will be required of the family, pre-populating subsidy renewal forms, having parents confirm that the information is accurate, and/or asking only for the information necessary to make an eligibility redetermination. In addition, Lead Agencies can offer a variety of family-friendly methods for submitting documentation for eligibility redetermination that considers the range of needs for families in accessing support (e.g., use of languages other than English, access to transportation, accommodation of parents working non-traditional hours). 2.1.1 Eligibility practices to reduce barriers to enrollment a. Does the Lead Agency implement any of the following eligibility practices to reduce barriers at the time of initial eligibility determination? Check all that apply and describe those elements checked. i. [ ] Establishing presumptive eligibility while eligibility is being determined. Describe the policy, including the populations benefiting from the policy, and identify how long the period of presumptive eligibility is: ii. [x] Leveraging eligibility from other public assistance programs. Describe: New Jersey Department of Human Services (DHS) Division of Family Development is responsible for oversight of several public assistance and financial supportive programs, such as: Child Care Assistance Program (CCAP), Temporary Assistance for Needy Families (TANF), Supplemental Nutrition Assistance Program (SNAP), and Child Support. The County Social Service Agencies (CSSAs) located in all 21 counties contracts with DFD to administer these programs, with the exception of CCAP, which is administered by county-level Child Care Resource and Referral (CCR&R) agencies. DHS/DFD contracts with both CSSA and CCR&R agencies to determine eligibility for families participating in these programs. The CSSA and CCR&R agencies work closely together, and in some instances CCR&Rs are co-located with the CSSA agencies allowing for greater coordination for services to families. If determined eligible for TANF, a family is automatically deemed eligible for CCAP through the referral process. A centralized point of entry to access these programs allows for a streamlined screening and referral process, as well as uniform messaging of program eligibility. CCR&Rs are responsible for managing all child care services, which includes ensuring access for all families participating in New Jersey’s public assistance programs to eligibility determination, consumer education, and referral services available to all families participating in New Jersey’s public assistance programs. This cross functional approach ensures uniform messaging about program services and requirements. The process streamlines identification, screening, and referral for families with eligible children. DHS/DFD’s contracts with CSSA and CCR&R agencies facilitate data sharing and access to review necessary eligibility systems information. This promotes easier eligibility determination and coordination of service delivery, sharing information about policy and program changes, and collaboration to achieve shared goals. This level of collaboration is critically important to help families navigate available child care programs and resources that may have different program requirements. Providing these services through a unified child care resource and referral delivery system creates a knowledgeable workforce to easily determine eligibility, transition families to other appropriate child care programs, and educate families about other available public assistance programs. CCR&Rs serve an additional role as sponsoring agencies for the New Jersey Department of Agriculture, Division of Food and Nutrition’s Child and Adult Care Food Program (CACFP) and the Department of Children and Families (DCF) Family Child Care Provider Registration. In this role, the CCR&Rs are able to improve access to enrollment and participation in CACFP for the Family Child Care community. Through these dual coordination efforts, the CCR&Rs help to ensure a seamless and streamlined process for eased eligibility for providers and families. iii. [x] Coordinating determinations for children in the same household (while still ensuring each child receives 12 months of eligibility). Describe: In NJ, eligibility determination is coordinated for children in the same household. ● For example, when there is a need to add another child to the case the CCR&R performs a reassessment of the case instead of a full redetermination. This requires the addition of only minimum data such as, relationship and child citizenship/immigration verification. ● Another example is when two different approval processes (such as CPS- referral process and CCAP-application process) are utilized within a resource family household. If the resource family is seeking services for their own child (CCDF), the case would be processed separately from CPS. Although the cases are processed differently, the data is processed through one centralized eligibility system. This facilitates an easy transfer of data from one program to another and streamlines the eligibility process to improve administration, customer service, and services delivery to families. Current policy reflected in DFDI 24-07-01 ensures that every child receives at least 12 months of eligibility at every determination, including in cases when another child is added within an existing 12-month eligibility cycle. In a forthcoming update to that policy (expected to be released later in September 2024), guidance will be provided to the CCR&Rs on how to process cases when another child is added within the 12-month eligibility cycle to ensure not only that each child receives 12 months of eligibility, but that the existing child’s eligibility cycle is extended to align with the added child’s 12-month eligibility cycle. iv. [x] Self-assessment screening tools for families. Describe: DHS/DFD has a calculator on its consumer education website where families can enter their income to screen for potential eligibility. As of May 2024, DHS/DFD launched a Child Care option on MyNJHelps, New Jersey’s online application for TANF and SNAP programs. v. [ ] Extended office hours (evenings and/or weekends). vi. [x] Consultation available via phone. vii. [x] Other. Describe the Lead Agency policies to process applications efficiently and make timely eligibility determinations: The CCR&R must log all applications received and reviewed for completeness within 10 days. Applications that are complete and satisfy all the eligibility criteria must be processed immediately. The CCR&R must make an eligibility determination within 30 days after receipt of a complete application. CCR&Rs are required to sample cases and conduct second- level reviews of program policies to process timeliness of eligibility determination process. DHS/DFD staff also conduct random sample case file reviews to ensure applications are processed timely. viii. [ ] None. b. Does the Lead Agency use an online subsidy application? [ ] Yes. [x] No. If no, describe why an online application is impracticable. An online application is not impracticable, rather it is a goal that DHS/DFD is actively working to achieve. As of April 2024, DHS/DFD expanded MyNJHelps, an online application system for TANF and SNAP to include child care. Integration across public benefit programs is the first phase of moving towards an online child care application. Adding the child care program option provides an opportunity to streamline enrollment for families who may qualify for multiple services. The next phase is to launch a child care only online application that will allow families to directly apply for child care, further enhancing accessibility and efficiency in accessing vital support services. DFD is projecting to launch a Child Care only online application in the Fall of 2025. c. Does the Lead Agency use different policies for families receiving TANF assistance? [x] Yes. If yes, describe the policies: Eligible families receiving TANF benefits shall access child care benefits through a referral process managed by the local County Social Service Agencies' case managers or designees. The referral process is coordinated between the CCR&Rs and local County Social Service Agencies. Families are referred to the CCR&Rs and their work activities (which are broader with more options than CCDF) are made available through a shared system between both entities to expedite child care services. Additionally, payment for the cost of transportation of a child to and from a child care center is allowable. Where child care arrangements would otherwise be lost and the subsequent activity is scheduled to begin within that period, a bridge payment can be made. Families who exit off TANF due to income, are eligible for post TANF child care benefits for up to two years. Families receiving TANF benefits are designated as priority services and are not subject to a waiting list. These families receive enhanced technical assistance from the CCR&R in identifying and locating child care providers. [ ] No. 2.1.2 Preventing disruption of eligibility activities a. Identify, where applicable, the Lead Agency’s procedures and policies to ensure that parents do not have their employment, education, or job training unduly disrupted to comply with the State’s/Territory’s or designated local entity’s requirements for the redetermination of eligibility. Check all that apply. i. [x] Advance notice to parents of pending redetermination. ii. [x] Advance notice to providers of pending redetermination. iii. [x] Pre-populated subsidy renewal form. iv. [ ] Online documentation submission. v. [ ] Cross-program redeterminations. vi. [x] Extended office hours (evenings and/or weekends). vii. [x] Consultation available via phone. viii. [x] Leveraging eligibility from other public assistance programs. ix. [ ] Other. Describe: b. Does the Lead Agency use different policies for families receiving TANF assistance? [x] Yes. If yes, describe the policies: Eligible families receiving TANF benefits shall access child care benefits through a referral from the appropriate social service case manager or designee, rather than completing an application Where child care arrangements would otherwise be lost and the subsequent activity is scheduled to begin within that period, a bridge payment can be made to ensure continued child care services. Families who exit off TANF due to income, are eligible for post TANF child care benefits for up to two years. [ ] No.