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. [ ] Leveraging eligibility from other public assistance programs. Describe: iii. [x] Coordinating determinations for children in the same household (while still ensuring each child receives 12 months of eligibility). Describe: Currently, ECECD determines eligibility for all children within the same household at the same time of service. In federal fiscal year 2025, ECECD will coordinate determinations for all children within the same household by extending the 12-month certification period of existing child(ren) to align with the new child’s 12-month certification period, essentially providing the family more than 12 months before having to submit documents for eligibility redetermination. This will require a systems change and a rule change. iv. [x] Self-assessment screening tools for families. Describe: ECECD provides families with self-assessment screening tools including income eligibility guidelines and copayment calculation through printed materials and online at our child care assistance program website. ECECD also provides families with an online survey tool that allows them to enter family household and income information to determine potential program eligibility. v. [x] 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: ECECD’s policies that ensure efficient and timely eligibility determinations including allowing families to apply online, through email, mail, fax, and in-person at local offices. Families are provided up to 30 days to submit required documentation. ECECD works to determine initial eligibility and redetermination within 10 working days upon receipt of all required documents from the family. ECECD utilizes the Human Services Department database for information in lieu of some required documents to reduce the burden to families. ECECD will develop a plan for establishing presumptive eligibility and leveraging eligibility from other public assistance program to improve services to families enrolling in child care assistance. viii. [ ] None. b. Does the Lead Agency use an online subsidy application? [x] Yes. [ ] No. If no, describe why an online application is impracticable. c. Does the Lead Agency use different policies for families receiving TANF assistance? [x] Yes. If yes, describe the policies: ECECD prioritizes TANF recipients. Families currently receiving TANF benefits, as well as those transitioning off TANF or who have received a diversionary payment, are exempt from meeting income eligibility requirements for a period of 12 consecutive months. For TANF recipients, the work requirement includes work experience or community service or any other activity that meets the TANF work activity requirements. [ ] 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. [ ] Pre-populated subsidy renewal form. iv. [x] Online documentation submission. v. [ ] Cross-program redeterminations. vi. [x] Extended office hours (evenings and/or weekends). vii. [x] Consultation available via phone. viii. [ ] Leveraging eligibility from other public assistance programs. ix. [x] Other. Describe: ECECD offers on-site eligibility fairs as needed in communities or in child care programs. b. Does the Lead Agency use different policies for families receiving TANF assistance? [ ] Yes. If yes, describe the policies: [x] No.