2.3 Prioritizing Services for Vulnerable Children and Families

Lead Agencies must give priority for child care assistance to children with special needs, families with very low incomes (considering family size), and children experiencing homelessness. A Lead Agency has the flexibility to prioritize other populations of children. Note: Statute defines children with disabilities, and CCDF rule gives flexibility to Lead Agencies to include vulnerable populations in their definition of children with special needs. CCDF defines “child experiencing homelessness” as a child who is homeless, as defined in Section 725 of Subtitle VII-B of the McKinney-Vento Act (42 U.S.C. 11434a). 2.3.1 Lead Agency definition of priority groups Describe how the Lead Agency defines: d. “Children with special needs.” Effective October 20, 2020, the definition of "special needs" was removed and replaced with "special needs child care". This is defined as child care provided to a child who is less than 18 years of age and either has one or more chronic health conditions or does not meet age-appropriate expectations in one or more of the following areas of development: social, emotional, cognitive, communicative, perceptual, motor, physical and behavioral development and may need on a regular basis such services, adaptations, modifications, or adjustments needed to assist in the child's functional development. e. “Families with very low incomes.” Families with income at or below 100 percent of the federal poverty level (FPL) are defined as very low income and prioritized. Each family with a monthly income of 100 percent or less of the FPL do not have a weekly copayment. 2.3.2 Prioritization of child care services Identify how the Lead Agency will prioritize child care services for the following children and families. a. Complete the table below to indicate how the identified populations are prioritized. Population Prioritized Prioritize for enrollment in child care services Serve without placing on waiting list Waive co- payments as described in 3.3.1 Pay higher rate for access to higher quality care Use grants or contracts to reserve spots Other Children with special needs [ ] [x] [ ] [ ] [ ] [ ] Describe: Families with very low incomes [ ] [x] [x] [ ] [ ] [ ] Describe: Population Prioritized Prioritize for enrollment in child care services Serve without placing on waiting list Waive co- payments as described in 3.3.1 Pay higher rate for access to higher quality care Use grants or contracts to reserve spots Other Children experiencing homelessness, as defined by CCDF [ ] [x] [x] [ ] [ ] [x] Describe: Homeless families who do not meet qualifying activity or income requirements are eligible for full- time authorization for each child in need of care without regard to income or activity. (Optional) Families receiving TANF, those attempting to transition off TANF, and those at risk of becoming dependent on TANF [ ] [x] [ ] [ ] [ ] [ ] Describe: a. Does the Lead Agency define any other priority groups? [ ] No. [x] Yes. If yes, identify the populations prioritized and describe how the Lead Agency prioritizes services: Children with protective case plans are a priority group. Protective child care is publicly funded child care services provided to assist in the care and protection of a child. A case plan, as required in section 2151.412 of the Ohio Revised Code shall be prepared and maintained for the child and caretaker. The case plan shall indicate a need for protective child care to permit the caretaker to complete the requirements of the case plan. Protective child care may be authorized only for a child who resides in the home of the caretaker for whom the case plan is written. Protective cases do not have income or qualifying activity requirements. Co-payments are waived. 2.3.3 Enrollment and grace period for children experiencing homelessness Lead Agencies must allow (after an initial eligibility determination) children experiencing homelessness to receive CCDF services while required eligibility documentation is obtained. Lead Agencies must establish a grace period that allows children experiencing homelessness and children in foster care to receive CCDF assistance while providing their families with a reasonable time to take any necessary actions to comply with State, Territory, or local immunization and other health and safety requirements. The length of such a grace period must be established in consultation with the State, Territorial, or Tribal public health agency. Note: Any payment for such a child during the grace period may not be considered an error or improper payment. a. Describe the strategies to allow CCDF enrollment of children experiencing homelessness while required eligibility documentation is obtained: Homeless child care is provided when a caretaker and child either temporarily reside in a facility providing emergency shelter for homeless families or are determined by the county agency to be homeless. If the homeless caretaker does not meet the qualifications which include a work or education requirement or Ohio Works First (OWF)/Supplemental Nutrition Assistance Program (SNAP) participation, the family shall be determined eligible for homeless child care without regard to income or assets and the co-payment shall be waived. The only information required upon starting care is a short enrollment form completed by the caretaker/parent. Regulations allow all families to enroll in a child care program and then provide a medical statement/immunization within 30 days of the first day of care. b. Describe the grace period for each population below and how it allows them to receive CCDF assistance while providing their families with a reasonable time to take any necessary actions to comply with immunization and other health and safety requirements. i. Provide the policy for a grace period for: Children experiencing homelessness: The only information required upon starting care is a short enrollment form completed by the caretaker/parent. Regulations allow all families to enroll in a child care program and then provide a medical statement/immunization within 30 days of the first day of care. The Ohio Department of Health has confirmed that this can be accomplished within 30 days. Families are able to provide documentation from their Primary Care Provider to fulfill this requirement. The form can be completed using information from an exam that has taken place in the last 13 months, a new exam is not required. The medical statement/immunization is not required for children who attend kindergarten and above. Children who are in foster care: The only information required upon starting care is a short enrollment form completed by the caretaker/parent. Regulations allow all families to enroll in a child care program and then provide a medical statement/immunization within 30 days of the first day of care. The Ohio Department of Health has confirmed that this can be accomplished within 30 days. Families are able to provide documentation from their Primary Care Provider to fulfill this requirement. The form can be completed using information from an exam that has taken place in the last 13 months, a new exam is not required. The medical statement/immunization is not required for children who attend kindergarten and above. ii. Does the Lead Agency certify that the length of the grace period was established in consultation with the State, Territorial, or Tribal public health agency? [x] Yes. [ ] No. If no, describe: c. Describe how the Lead Agency coordinates with licensing agencies and other relevant State, Territorial, Tribal, and local agencies to provide referrals and support to help families with children receiving services during a grace period comply with immunization and other health and safety requirements: County job and family services agencies and the child care resource and referral agencies have information available to direct families to needed resources. In addition, the Department of Children and Youth (DCY) works with the Ohio Department of Health to promote immunization services that are available through local health departments.