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105 3.15. Eligibility Redetermination

Redetermination Timing and 12-Month Rule A full eligibility redetermination is required at the end of the 12-month eligibility period, regardless of any interim changes made to the case. Recipients shall not have their eligibility for child care services redetermined prior to the end of their eligibility period. The 12-month cycle begins with the effective date of the child care case approval and is calculated in VaCMS.

Adding a New Child During an Existing Eligibility Period Section 98.21(a) of the CCDF rule prohibits eligibility redetermination from occurring earlier than 12 months after initial eligibility. This means that if a family adds a child to the family unit during an existing minimum 12-month eligibility period, the new child’s eligibility cannot be redetermined on the same timeline as the family’s current eligibility period. The added child should not have their eligibility redetermined prior to 12 months after being determined eligible, even if that is after the family’s current redetermination due date. In this situation, the entire family’s eligibility period should be extended to coincide with the new child’s eligibility period.

Twelve months is only a minimum requirement, and the Department can make the eligibility period longer than 12 months to sync the family’s redetermination due date across all children while also ensuring that every child receives the full 12 months of eligibility before redetermination. The redetermination date will need to be manually corrected in VaCMS by completing a redetermination override. Child Care Workers must provide details regarding the reason for the override in the comments field.

Redetermination When a Child Ages Out The recipient’s eligibility period and redetermination date will be extended if the only child receiving services turns 13 or 18 years of age (child with special needs) within 23 months of the current eligibility determination. The recipient’s final eligibility period/redetermination date will coincide with the month that the child turns 13 or 18 years of age. If there is an existing older child (with no special needs) who will age out within 12 months of new redetermination period and a new eligible child needs to be added, then age out child will be changed to “Included” child in VaCMS automatically at the end of their birth month or 12 months, whichever is longer, as long as they have participated in CCSP for 12 months since their last eligibility determination. The family’s new redetermination date shall be 12 months from the date when new eligible child has been added.

Interview Requirements and Criteria Review Eligibility redetermination means that all eligibility criteria must be evaluated and a contact must be made with the recipient. This contact may be in person or by phone and should not unduly disrupt a parent’s work schedule. LDSS must offer recipients the option to participate in this interview by phone. Refer to the list under subsection C for criteria that must be evaluated.

Redetermination Notification and Packet The redetermination process begins when the recipient is sent the Notice of Redetermination form (032-12-0131-00-eng (08/17)) and the Redetermination Application. The Notice of Redetermination provides notification to the recipient that Child Care Subsidy and Services is about to end and that a new application, interview, and verification of eligibility are required. The Redetermination Application