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.” The definition includes children who have physical, social or mental conditions, or special health care needs as determined by an approved licensed professional, doctor or approved agency that requires an increase in the amount of care or supervision. e. “Families with very low incomes.” The Lead Agency defines ￿families with very low incomes￿ as families who are at or below 100% of the federal poverty level, including TANF eligible families. 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] [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 Families with very low incomes [x] [x] [x] [ ] [ ] [ ] Describe: Children experiencing homelessness, as defined by CCDF [x] [x] [ ] [ ] [ ] [ ] Describe: (Optional) Families receiving TANF, those attempting to transition off TANF, and those at risk of becoming dependent on TANF [x] [x] [x] [ ] [ ] [ ] Describe: a. Does the Lead Agency define any other priority groups? [x] No. [ ] Yes. If yes, identify the populations prioritized and describe how the Lead Agency prioritizes services: 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: When a customer identifies themself as homeless on the application, the eligibility worker screens the application to see if they may qualify for employment support child care or financial assistance child care. A presumptive child care payment (Upfront Child Care) may be issued based on a customer statement while documentation is being gathered. Homeless Child Care may be issued when a referral is received from a recognized homeless agency. The Lead Agency has access to verify many types of records electronically, including verifications from other public assistance programs that can be used to help establish eligibility. Families experiencing homelessness and foster care families have 30 days from the date of application to submit required documentation. Additionally, the Lead Agency created a form for foster care family case workers to complete that includes required information to help expedite the application process. 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 Utah Department of Health and Human Services, Child Care Licensing, requires providers to ensure families with children ages 5 (not in school) and younger are in compliance with immunizations and health and safety requirements. Homeless families are given a 90-day grace period to provide immunization records and/or obtain immunizations. A written statement from the homeless family is adequate documentation for the 90-day exemption. The length of the grace period and procedures were established in consultation with the Lead Agency and the Child Care Licensing program. Additionally, the Lead Agency has staff that work within the homeless community and shelters. These staff provide customers with information and resources in order to support them in obtaining records of immunizations needed for child care. Child Care Licensing does not require child care programs to collect or report immunization information for children ages 5 and older who are attending school or will be entering school during the current year. The responsibility of reporting the immunization information is assigned to the schools where the children are attending. Families with children experiencing homelessness who need help with obtaining immunizations are referred to the local education agency’s McKinney-Vento liaison to assist in obtaining the necessary immunizations. Children, including those experiencing homelessness, may attend school on a conditional enrollment for 30 calendar days while the family is working toward meeting immunization requirements. If needed, additional extensions may be granted by the school administrator. Administrative Rules are being updated to require child care providers to collect immunization records for all age groups, including school-age children. The same licensing protocols and 90-day grace period will be applied to all children experiencing homelessness. The Lead Agency needs additional time to meet this requirement. Child Care Licensing’s Administrative Rules will go into effect in Spring 2025. The Appendix will be updated to reflect this non-compliance area. This was identified in the preliminary notice on September 27, 2022. Children who are in foster care: The Utah Department of Health and Human Services, Child Care Licensing, requires providers to ensure families with children ages 5 (not in school) and younger are in compliance with immunizations and health and safety requirements. Foster care families applying for CCDF are given a 90-day grace period to provide immunization records and/or obtain immunizations for their foster care children. The foster care family completes a written statement for the provider; granting a grace period to comply with the requirements. The length of the grace period and procedures were established in consultation with the Lead Agency and the Child Care Licensing program. Child Care Licensing does not require child care programs to collect or report immunization information for children ages 5 and older who are attending school or will be entering school during the current year. The responsibility of reporting the immunization information is assigned to the schools where the children are attending. Children, including those in foster care, may attend school on a conditional enrollment for 30 calendar days while the family is working toward meeting immunization requirements. If needed, additional extensions may be granted by the school administrator. Administrative Rules are being updated to require child care providers to collect immunization records for all age groups, including school-age children. The same licensing protocols and 90-day grace period will be applied to all children in foster care. The Lead Agency needs additional time to meet this requirement. Child Care Licensing’s Administrative Rules will go into effect in Spring 2025. The Appendix will be updated to reflect this non-compliance area. This was identified in the preliminary notice on September 27, 2022. 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? [ ] Yes. [x] No. If no, describe: The grace period for children ages five and under who are experiencing homelessness or are in foster care was made in consultation with the Lead Agency and state public health agency. The school districts establish an immunization grace period for children ages six and older. Administrative Rules are being updated to require child care providers to collect immunization records for all age groups, including school-age children. The same licensing protocols and 90-day grace period will be applied to all children experiencing homelessness or in foster care. The Lead Agency needs additional time to meet this requirement. Child Care Licensing’s Administrative Rules will go into effect in Spring 2025. The Appendix will be updated to reflect this non- compliance area. This was identified in the preliminary notice on September 27, 2022. 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: The Lead Agency meets regularly with Child Care Licensing and tribal agencies to share information and coordinate any updates to make sure a consistent message is shared with providers and families. Additionally, information about homelessness and children experiencing homelessness are included in the required pre-service and annual training. Information about the grace period for foster care families applying for CCDF is also included in the required pre-services and annual training.