10:15-6.15 Denial, reduction, or suspension of subsidized child care

services (a) Each contracted child care center shall establish a written policy concerning denial, reduction, suspension, and termination of service, which includes time frames. The contracted child care center shall implement the policy in a uniform and consistent manner. Such action shall be well documented. In addition to specific policies, such policy, at a minimum, shall include the following provisions: 1. Priority 1 children shall not have their subsidized services terminated until the referring CP&P Area Office has been notified, alternate child care arrangements have been made, and the termination has been approved by the CP&P case manager in writing to the DFD contracted child care center. 2. Any emergency termination of service initiated by the DFD contracted child care center for reasons other than loss of financial eligibility or failure to comply with the provisions of this policy or other contractual terms shall be reported to the DFD contract administrator. Examples include, but are not limited to, emergencies related to the physical plant, such as fire, flooding, or situations that may have a direct effect on the health and safety of the children, such as loss of heat or water. 3. Excluding Priority 1 children, the child care agency shall require the parent/applicant to provide documentation from a physician for any child's absence exceeding five consecutive days due to illnesses. Documentation shall include, but is not limited to, a copy of a physician's note indicating the illness of either the child or the parent and the dates of absence from the program. 4. Limitations for child absences due to vacations that may substantially effect the contracted child care center's operating costs and contracted level of service. (b) A DFD contracted child care center shall also discontinue services for delinquent or defaulted co- payments. 1. When a DFD contracted child care center terminates services due to delinquent or non-payment of co-payments, all defaulted co-payments shall be paid before service shall be resumed with the following exceptions: i. A DFD contracted child care center shall not terminate services to parents who are late in their payments or who are unable to pay due to extraordinary circumstances, providing the contracted child care center has other funding sources in addition to the DFD contract from which the co- payment can be paid during the period of emergency. Each determination regarding extraordinary circumstances shall be decided on a case-by-case basis. ii. A DFD contracted child care center shall not terminate services to CPS Priority 1 children for late or non-payment of co-payments. (c) The DFD contracted child care center shall mail or hand deliver a written notice regarding denial, reduction, suspension or termination of services to the parent/applicant who is receiving service at least 10 calendar days prior to such action taken by the agency. Services shall be terminated only after the parent/applicant has been sent or handed the written notice. The notice shall include: 1. A statement of the decision or proposed action and the effective date; 2. A full statement of the reasons for the decision or proposed action, stated clearly; 3. A statement, if applicable, indicating the amount of any co-payments that are due; and 4. A statement explaining that the parent/applicant has the right to request an administrative review. (d) Unless other guidance or instruction is issued by the DHS or the DFD, whenever a reduction in the amount of funding in a contract necessitates that services shall be curtailed to children who are currently enrolled in contracted spaces: 1. Children shall be displaced in reverse order of admission priority and by date of application; 2. The DFD contracted child care centers shall add displaced children to their waiting lists by order of admission priority and initial date of eligibility determination, if applicable; and 3. The CCR&Rs shall make referrals to neighboring DFD-contracted child care centers that are reasonably accessible to the families affected, and assist families by providing complete information on how to apply for subsidy assistance in the form of a voucher that may be available through the county- based CCR&R, as well as obtaining other services available through the CCR&R. History HISTORY: Amended by R.2009 d.18, effective January 5, 2009. See: 40 N.J.R. 2637(b), 41 N.J.R. 226(b). In (a)1, substituted "Area Office" for "field office"; and in (d)3, substituted "CCR&Rs" for "UCCAs" and substituted "CCR&R" for "UCCA" twice. Notice of readoption with technical changes. See: 48 N.J.R. 2807(a). Annotations Notes Chapter Notes 2025 CARE CENTERS