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. [x] 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: When an eligibility worker screens an application, they check to ensure the application is complete. To be considered for presumptive or Upfront Child Care, the customer must be employed or have secured employment that is expected to start within two weeks of the application date. A customer statement may be accepted for the child care need, employment and provider information. If the household has provided all of the information and appears eligible at the initial screening, Upfront Child Care will be issued for the first month of the application period. If the application date is after the 15th of the month, the current and following month's benefit will be issued. If requested verifications are not received to establish ongoing eligibility, the case will automatically close at the end of that period. ii. [x] Leveraging eligibility from other public assistance programs. Describe: The Lead Agency administers TANF, Child Care, SNAP and Medical assistance. There is one multi-program application for all of these programs. Documentation for all programs is uploaded into a statewide imaging system. Each customer has one public assistance case regardless of how many programs they apply for. If a customer requests a program be added to an existing case, the agency uses information already known to the agency and updates it accordingly depending on any changes reported. Redeterminations are aligned, when possible. iii. [x] Coordinating determinations for children in the same household (while still ensuring each child receives 12 months of eligibility). Describe: There is one child care case per household. When a child is requested to be added to an open child care case, the case is reviewed to determine if all eligibility requirements are met. If eligible, the child is added, and the eligibility review period is pushed out for a minimum of an additional 12 months. iv. [ ] Self-assessment screening tools for families. Describe: v. [ ] 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: Customers may apply online, review notices, track the application or review status and upload documents from a mobile phone or other electronic device. An interview is not required to make an eligibility determination. Customers may also chat with a customer service representative for help completing the online application during business hours. 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: The Lead Agency administers TANF Financial assistance and eligibility processes are aligned with other programs. To receive TANF child care assistance, the customer meets with an Employment Counselor to develop an employment plan and participates in the Family Employment Program (FEP). Child Care is approved and monitored based on approved employment plan activities. Presumptive Child Care may be authorized for FEP applicants to support negotiated employment plan activities prior to FEP eligibility being approved or denied but only during the initial 30-day application period. FEP - Two Parent (FEP-TP) customers are not eligible for Presumptive Child Care. [ ] 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. [x] Pre-populated subsidy renewal form. iv. [x] Online documentation submission. v. [x] Cross-program redeterminations. vi. [ ] 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: The Lead Agency ensures that redetermination of eligibility does not interfere with parent's employment or education by sending reviews approximately six weeks prior to the benefit effective month of the next review cycle. An interview is not required. Parents may complete the recertification process online 24 hours a day, seven days a week, or complete a paper review form. The electronic review form is tailored to the family and pre-populates information previously reported. Customers have the ability to upload needed verifications. The Lead Agency also uses electronic verifications for employment or income, when available. Providers can view the upcoming review month for each customer on their portal so that they are aware of pending redeterminations. b. Does the Lead Agency use different policies for families receiving TANF assistance? [x] Yes. If yes, describe the policies: The Lead Agency administers TANF Financial assistance, and eligibility processes are aligned with other programs. While most redetermination processes are the same, including giving advance notice to parents and providers, the Employment Counselor determines ongoing need for child care based on participation in the Family Employment Program (FEP). Child Care is approved and monitored based on approved employment plan activities. [ ] No.