2.2 Eligible Children and Families

At eligibility determination or redetermination, children must (1) be younger than age 13; (2) reside with a family whose income does not exceed 85 percent of the State's median income (SMI) for a family of the same size and whose family assets do not exceed $1,000,000; and (3)(a) reside with a parent or parents who are working or attending a job training or educational program (which can include job search) or (b) receive, or need to receive, protective services as defined by the Lead Agency. 2.2.1 Eligibility criteria: age of children served Lead Agencies may provide child care assistance for children less than 13 years of age, including continuing to provide assistance to children if they turn 13 during the eligibility period. In addition, Lead Agencies can choose to serve children up to age 19 if those children are unable to care for themselves. a. Does your Lead Agency serve the full federally allowable age range of children through age 12? [x] Yes. [ ] No. If no, describe the age range of children served and the reason why you made that decision to serve less than the full range of allowable children. Note: Do not include children incapable of self-care or under court supervision, who are reported below in 2.2.1b and 2.2.1c. b. Does the Lead Agency extend eligibility for CCDF-funded child care to children ages 13 and older but below age 19 who are physically and/or mentally incapable of self-care? [ ] No. [x] Yes. i. If yes, the upper age is (may not equal or exceed age 19): 18.00 ii. If yes, provide the Lead Agency definition of physical and/or mental incapacity: Lead Agency regulations 218-RICR-20-00-4 section 4.3.1 A.1.2.(1) define disability as a documented physical or mental disability which makes the child incapable of self-care. c. Does the Lead Agency extend eligibility for CCDF-funded child care to children ages 13 and older but below age 19 who are under court supervision? [x] No. [ ] Yes. If yes, and the upper age is (may not equal or exceed age 19): d. How does the Lead Agency define the following eligibility terms? i. “residing with”: Lead Agency regulations 218-RICR-20-00-4 states the following as the definition: Dependent child must be living with a relative of acceptable degree of relationship in a home maintained by such relative. The establishment of relationship is either biologically, through marriage, or through legal guardianship. The home serves as the principal place of residence for the child ￿ i.e. where the child lives the majority of the time. ii. “in loco parentis”: Lead Agency regulations 218-RICR-20-00-4 section 2.A. 54 states: When the relative with whom the child lives is not the biological or adoptive parent the term in loco parentis (in place of the parent) is used. 2.2.2 Eligibility criteria: reason for care Lead Agencies have broad flexibility on the work, training, and educational activities required to qualify for child care assistance. Lead Agencies do not have to set a minimum number of hours for families to qualify for work, training, or educational activities, and there is no requirement to limit authorized child care services strictly based on the work, training, or educational schedule/hours of the parent(s). For example, the Lead Agency can include travel or study time in calculating the amount of needed services. How does the Lead Agency define the following terms for the purposes of determining CCDF eligibility? a. Identify which of the following activities are included in your definition of “working” by checking the boxes below: i. [x] An activity for which a wage or salary is paid. ii. [x] Being self-employed. iii. [ ] During a time of emergency or disaster, partnering in essential services. iv. [ ] Participating in unpaid activities like student teaching, internships, or practicums. v. [ ] Time for meals or breaks. vi. [x] Time for travel. vii. [ ] Seeking employment or job search. viii. [ ] Other. Describe: b. Identify which of the following activities are included in your definition of “attending job training” by checking the boxes below: i. [x] Vocational/technical job skills training. ii. [x] Apprenticeship or internship program or other on-the-job training. iii. [x] English as a Second Language training. iv. [x] Adult Basic Education preparation. v. [ ] Participation in employment service activities. vi. [ ] Time for meals and breaks. vii. [x] Time for travel. viii. [x] Hours required for associated activities such as study groups, lab experiences. ix. [ ] Time for outside class study or completion of homework. x. [x] Other. Describe: The Lead Agency has both CCAP for training and CCAP for College. CCAP for Training provides child care benefits for participants enrolled in a minimum of 20 hours of a job readiness training approved through the Governor’s Workforce Board or other approved job readiness activities such as apprenticeships. CCAP for College provides child care benefits for applicants enrolled in an Associate’s or Bachelor’s degree programs in state institutions of higher learning for a minimum of 7 credit hours per week or a combination of credit hours and work hours that meets the required 20 hour minimum approved activity requirement. For CCAP for College, hours required for study and completion of homework are factored in to the 1 credit = 3 need hours calculation. This calculation does not apply to CCAP for Training. c. Identify which of the following diplomas, certificates, degrees, or activities are included in your definition of “attending an educational program” by checking the boxes below: i. [x] Adult High School Diploma or GED. ii. [ ] Certificate programs (12-18 credit hours). iii. [ ] One-year diploma (36 credit hours). iv. [x] Two-year degree. v. [x] Four-year degree. vi. [x] Travel to and from classrooms, labs, or study groups. vii. [x] Study time. viii. [x] Hours required for associated activities such as study groups, lab experiences. ix. [x] Time for outside class study or completion of homework. x. [ ] Applicable meal and break times. xi. [x] Other. Describe: The lead agency has both CCAP for Training and CCAP for College. CCAP for Training provides child care benefits for participants enrolled in a minimum of 20 hours of a job readiness training approved through the Governor’s Workforce Board or other approved job readiness activities such as apprenticeships. CCAP for College provides child care benefits for applicants enrolled in an Associate’s or Bachelor’s degree program in a state institutions of higher learning for a minimum of 7 credit hours per week or a combination of credit hours that meets the required 20 hour minimum approved activity requirement. For CCAP for College, hours required for study and completion of homework are factored in to the 1 credit = 3 need hours calculation. This calculation does not apply to CCAP for Training. d. Does the Lead Agency impose a Lead Agency-defined minimum number of hours of activity for eligibility? [ ] No. [x] Yes. If yes, describe any Lead Agency-imposed minimum requirement for the following: [x] Work. Describe: A minimum of 20 hours per week [x] Job training. Describe: A minimum of 20 hours per week [x] Education. Describe: A minimum of 20 hours per week (1 credit = 3 need hours). [x] Combination of allowable activities. Describe: Work hours and CCAP for College hours can be combined to meet the minimum 20 hour per week requirement for approved activity. [ ] Other. Describe: e. Does the Lead Agency allow parents to qualify for CCDF assistance based on education and training without additional work requirements? [x] Yes. [ ] No. If no, describe the additional work requirements: f. Does the Lead Agency extend eligibility to specific populations of children otherwise not eligible by including them in its definition of “children who receive or need to receive protective services?” Note: A Lead Agency may elect to provide CCDF-funded child care to children in foster care when foster care parents are not working or are not in education/training activities, but this provision should be included in the Lead Agency’s protective services definition. [x] No. If no, skip to question 2.2.3. [ ] Yes. If yes, answer the questions below: Provide the Lead Agency’s definition of “protective services” by checking below the sub-populations of children that are included: [ ] Children in foster care. [ ] Children in kinship care. [ ] Children who are in families under court supervision. [ ] Children who are in families receiving supports or otherwise engaged with a child welfare agency. [ ] Children participating in a Lead Agency’s Early Head Start - Child Care Partnerships program. [ ] Children whose family members are deemed essential workers under a governor-declared state of emergency. [ ] Children experiencing homelessness. [ ] Children whose family has been affected by a natural disaster. [ ] Other. Describe: g. Does the Lead Agency waive the income eligibility requirements for cases in which children receive, or need to receive, protective services on a case-by-case basis? [ ] No. [ ] Yes. h. Does the Lead Agency waive the eligible activity (e.g., work, job training, education, etc.) requirements for cases in which children receive, or need to receive, protective services on a case-by-case basis? [ ] No. [ ] Yes. i. Does the Lead Agency use CCDF funds to provide respite care to custodial parents of children in protective services? [ ] No. [ ] Yes. 2.2.3 Eligibility criteria: deciding entity on family income limits How are income eligibility limits established? [x] There is a statewide limit with no local variation. [ ] There is a statewide limit with local variation. Provide the number of income eligibility tables and describe who sets the limits: [ ] Eligibility limits are established locally only. Provide the number of income eligibility tables and describe who sets the limits: [ ] Other. Describe: 2.2.4 Initial eligibility: income limits a. Complete the appropriate table to describe family income limits. i. Complete the table below to provide the statewide maximum income eligibility percent and dollar limit or threshold: Family Size 100% of SMI ($/Month) Maximum Initial Eligibility Limit (or Threshold) % Maximum Initial Eligibility Limit (or Threshold) $ 1 2 7102.92 47.93 3406.67 3 8772.96 49.05 4303.33 4 10444.00 49.79 5200.00 5 12115.04 50.32 6096.67 ii. Does the Lead Agency certify that they use other funds if the income eligibility limit percent exceeds 85% SMI? [x] Not applicable. The Lead Agency does not allow income eligibility limits above 85% SMI. [ ] Yes, the Lead Agency certifies that they use other funds (non-CCDF funds) for families with income that exceeds 85% SMI. [ ] No. The Lead Agency establishes income eligibility limits above SMI and includes CCDF funds to pay for families with income that exceeds 85% SMI. If checked, describe: b. Complete the table below if the Lead Agency has local variation in the maximum income eligibility limit. Complete the table for the region/locality with the highest eligibility limit, region/locality with the lowest eligibility limit, and the region/locality that is most populous: i. Region/locality with the highest eligibility limit: Family Size 100% of SMI ($/Month) Maximum Initial Eligibility Limit (or Threshold) % Maximum Initial Eligibility Limit (or Threshold) $ 1 2 3 4 5 ii. Region/locality with the lowest eligibility limit: Family Size 100% of SMI ($/Month) Maximum Initial Eligibility Limit (or Threshold) % Maximum Initial Eligibility Limit (or Threshold) $ 1 2 3 4 5 iii. Region/locality that is most populous: Family Size 100% of SMI ($/Month) Maximum Initial Eligibility Limit (or Threshold) % Maximum Initial Eligibility Limit (or Threshold) $ 1 2 3 4 5 iv. Does the Lead Agency certify that they use other funds if the income eligibility limit percent exceeds 85% SMI? [ ] Not applicable. The Lead Agency does not allow income eligibility limits above 85% SMI. [ ] Yes, the Lead Agency certifies that they use other funds (not CCDF funds) for families with income that exceeds 85% SMI. [ ] No. The Lead Agency establishes income eligibility limits above 85% SMI and includes CCDF funds to pay for families with income that exceeds 85% SMI. If checked, describe: c. How does the Lead Agency define “income” for the purposes of eligibility at the point of initial determination? Check all that apply: i. [x] Gross wages or salary. ii. [x] Disability or unemployment compensation. iii. [x] Workers’ compensation. iv. [x] Spousal support, child support. v. [x] Survivor and retirement benefits. vi. [x] Rent for room within the family’s residence. vii. [x] Pensions or annuities. viii. [x] Inheritance. ix. [x] Public assistance. x. [x] Other. Describe: Dividends or interest on savings or bonds; Income from estates or trusts; Adjusted Gross Rental Income; Adjusted Gross Room and Board Income; Government civilian employee or military retirement; Cash payouts for waiving employer sponsored health insurance; Adoption subsidies; Regular contributions from persons not living in the household; Royalties; Strike Benefits; Trade Readjustment Allowance; VA Compensation Payments, VA Educational Benefits, Spousal/Dependent Allowances and Military Allotments; Payments to volunteers under AmeriCorps (payments to volunteers under AmeriCorps/VISTA are excluded); Foster care payments made by the Rhode Island Department of Children, Youth and Families (when the child is included in the assistance unit); In- Kind Assistance; Non-citizen Sponsor Income (includes income of the sponsor and sponsor's spouse d. What is the effective date for these income eligibility limits? 200% FPL was established as the income entry level for CCAP eligibility on July 1, 2022. The FPL chart is updated annually with the new FPL values and the newest values were effective on 2/18/24. e. Income limits must be established and reported in terms of current SMI based on the most recent data published by the Bureau of the Census, even if the federal poverty level is used in implementing the program. What federal data does the Lead Agency use when reporting the income eligibility limits? [x] LIHEAP. If checked, provide the publication year of the LIHEAP guideline estimates used by the Lead Agency: 2024 [x] Other. Describe: The lead agency uses the Federal Poverty Limit to implement the program. f. Provide the direct URL/website link, if available, for the income eligibility limits. https://dhs.ri.gov/programs-and-services/child-care/child-care-assistance-program- ccap/ccap-family-eligibility- how#:~:text=Families%20with%20incomes%20at%20or%20below%20200%20percent,wh en%20delivered%20by%20a%20CCAP-approved%20child%20care%20provider 2.2.5 Income eligibility: irregular fluctuations in earnings Lead Agencies must take into account irregular fluctuations in earnings in initial eligibility determination and redetermination processes. The Lead Agency must ensure that temporary increases in income, including temporary increases that can result in a monthly income exceeding 85 percent of SMI from seasonal employment or other temporary work schedules, do not affect eligibility or family co-payments. Check the processes that the Lead Agency uses to take into account irregular fluctuations in earnings. i. [x] Average the family’s earnings over a period of time (e.g., 12 months). Identify the period of time Four weeks of paystubs/income statements ii. [ ] Request earning statements that are most representative of the family’s monthly income. iii. [x] Deduct temporary or irregular increases in wages from the family’s standard income level. iv. [x] Other. Describe the other ways the Lead Agency takes into account irregular fluctuations in earnings: Prospective budgeting is used based on the knowledge and reasonable expectation of income throughout the eligibility period. Income is verified for the thirty (30) day period immediately preceding the date of application. This is used to project the household's anticipated income during the eligibility period. If the previous thirty (30) days are not representative of the household's future income, for example, when the employment is seasonal, income used to determine eligibility should be based upon the agency's knowledge of the applicant's anticipated future circumstances. For households with this type of income, the agency representative may use the most recent season that is comparable to the anticipated income. 2.2.6 Family asset limit a. When calculating income eligibility, does the Lead Agency ensure each eligible family does not have assets that exceed $1,000,000? [x] Yes. [ ] No. If no, describe: b. Does the Lead Agency waive the asset limit on a case-by-case basis for families defined as receiving, or in need of, protective services? [x] No. [ ] Yes. If yes, describe the policy or procedure: 2.2.7 Additional eligibility criteria Aside from the eligibility conditions or rules which have been described in 2.2.1 – 2.2.6, is any additional eligibility criteria applied during: a. [x] Eligibility determination? If checked, describe: Child must be under 13 years of age (up to 18 years of age with a documented disability that prevents self-care), must be a citizen or have legal immigration status, must have a legal relationship with the applicant parent/adult, must live with the applicant parent/adult, both must reside in the state of RI. Applicant parent/adult must meet minimum approved activity requirements for employment (minimum wage), training, college or RIW cash assistance. Applicant parent/adult must comply with the Office of Child Support with no active sanctions as relates to the applicant child. Household income must be at or below 200% of the Federal Poverty Limit. b. [x] Eligibility redetermination? If checked, describe: Child must be under 13 years of age (up to 18 years of age with a documented disability that prevents self-care), must be a citizen or have legal immigration status, must have a legal relationship with the applicant parent/adult, must live with the applicant parent/adult, both must reside in the state of RI. Applicant parent/adult must meet minimum approved activity requirements for employment (minimum wage), training, college or RIW cash assistance. Applicant parent/adult must comply with the Office of Child Support with no active sanctions as relates to the applicant child. Household income cannot exceed the transitional child care income limit of 300% of the Federal Poverty Limit. 2.2.8 Documentation of eligibility determination Lead Agencies must document and verify that children receiving CCDF funds meet eligibility criteria at the time of eligibility determination and redetermination. Check the information that the Lead Agency documents and verifies at initial determination and redetermination and describe what information is required and how often. Required at Initial Determination Required at Redetermination Description [x] [x] Applicant identity. Describe how you verify: Valid picture ID, Drivers License, School/Work ID, Immigration/Naturalization Documents, Birth Certificate, US Passport (Citizenship documents required for Child only) [x] [x] Applicant’s relationship to the child. Describe how you verify: Birth Certificate, Adoption papers or records, Hospital or public health records of birth or parentage, Child support paternity records, Marriage license/tribal marriage certificates, Divorce/custody papers, Guardianship papers or records [x] [x] Child’s information for determining eligibility (e.g., identity, age, citizen/immigration status). Describe how you verify: Birth Certificate, Adoption/Guardianship papers or records, Hospital or public health records of birth, Child support paternity records [x] [x] Work. Describe how you verify: Paystubs, employer statement, Work Number, Self-Employment ledger [x] [x] Job training or educational program. Describe how you verify: Enrollment verification form signed by Training Provider/Educational Program and verified through Governor’s Workforce Board or WIOA (Workforce Innovation and Opportunity Act) training or Program Administrator. For CCAP for College, evidence of current enrollment in a degree program at a RI public institution of higher education including semester, total credits and schedule. Required at Initial Determination Required at Redetermination Description [x] [x] Family income. Describe how you verify: Paystubs showing the last 30 days of income; Employer statement showing income before taxes, hourly work schedule and the number of hours worked for the past four weeks (if paid in cash or do not have your check stubs); Proof of receipt of unemployment insurance benefits, temporary disability benefits (TDI), Veteran’s Administration (VA) benefits, Social Security, Supplemental Security Income, or Veteran’s Benefits award letter; Proof of self-employment income i.e., self-employment ledger (includes rental income and freelance work); Retirement or disability benefit award letters; Child Support court order; Proof of alimony received [x] [x] Household composition. Describe how you verify: Self reported. [x] [x] Applicant residence. Describe how you verify: Rent or mortgage receipts showing address; Lease agreement or letter from landlord; Mail received with your home address (utility bills, bank statements); Voter registration card [ ] [ ] Other. Describe how you verify: N/A 2.2.9 Exception to TANF work requirements Lead Agencies must ensure that families with young children participating in TANF will be informed of their right not to be sanctioned under the TANF work requirement if the custodial parent has a demonstrated inability to obtain child care for a child under age six, in accordance with Section 407(e)(2) of the Social Security Act. a. Identify the TANF agency that established these criteria or definitions: Rhode Island Department of Human Services b. Provide the following definitions established by the TANF agency: i. “Appropriate child care”: An individual or program that: (1) has met the requirements established by the Department of Human Services to participate in the CCAP; and (2) entered into a signed and valid agreement with the DHS specifying the terms and conditions for enrolling eligible children and receiving payment for CCAP allowable child care expenses. ii. “Reasonable distance”: The distance between the child care provider and the individual's residence and/or their job or work activity is not substantially greater than the distance that others living in the same town or city would travel for child care services and then to their work/activity. iii. “Unsuitability of informal child care”: Care that does not meet the criteria in the definition of appropriate child care would be considered unsuitable iv. “Affordable child care arrangements”: The Rhode Island TANF Program extends eligibility for the CCAP to Rhode Island Works Program (RIW) cash assistance recipients, including Teen and Family Development participants, who meet the need for services. All child care arrangements for Rhode Island Works/TANF recipients are deemed affordable, as these families are not required to pay a co- payment to RI DHS CCAP Rhode Island Approved Providers. In addition, providers are prohibited from charging families the difference between the maximum reimbursement rate and their private pay rate. c. How are parents who receive TANF benefits informed about the exception to the individual penalties associated with the TANF work requirements? i. [x] In writing ii. [x] Verbally iii. [ ] Other. Describe: