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Child Care Scholarship Policy Manual 119
4.1.5 MEMO FIELD DOCUMENTATION The memo field is the official documentation within the Child Care Scholarship Program database. All conversations, information, and actions regarding the specific client or child care provider should be documented with each instance and as the actions occur. The memo field is used for appeals, Freedom of Information (FOIA) requests, and to maintain historical information. The memo field is not to be used as an editorial and the information documented should be specific to each action taken on the case. Clear information on what actions have been taken on a case should be notated as well as the following information: o Date o What actions taken. (funding, connections, information provided, who you spoke with if during a conversation, etc) NOTE: If connecting a child to a provider, the name of the child should be listed, the dates of the connections (straight date range if all full time or all half time and a breakdown of the connection weeks if the child receives a combination of full and part time care) o Child Care worker name should always be notated at the end of each
memo field entry.
4.1.6 FUNDING/CONNECTING A CHILD UNDER THE APPROPRIATE AGE GROUP When a child is being funded and connected to a particular child care facility, the facility may not be enrolled for the age group of the child. The Child Care Scholarship Program has the age groups 0-1, 1, 2, 3, 4, 5-12 not in kindergarten, 5-12 in school, and 13-19 for special needs and foster children that need care after 13 years of age. If during the connection process, the provider of choice is not authorized for the care type that the child is in, but the child is within six months of going into the next age group, the funding and connections can be made under the next age level. NOTE: The child remains under the original funded age group for the entire eligibility period unless the child is within six months of being in another age group and the provider is not authorized for the original age group they were funded under.