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3 3.1. Confidentiality ...................................................................................................................................................... 45 A. Legal Basis............................................................................................................................................................................... 45 B. Release of Information to a Non-Government Agency .......................................................................................................... 45 C. Written Permission for Release of Information ...................................................................................................................... 45 D. Release of Information without Written Permission .............................................................................................................. 45 E. Applicant/Recipient Access to Records .................................................................................................................................. 46 F. Penalty for the Unauthorized Release of Confidential Information ....................................................................................... 46 G. Ownership of Records ............................................................................................................................................................ 46 H. Sending Confidential Information through E-mail .................................................................................................................. 46 I. Non-Discrimination ................................................................................................................................................................. 46 J. Correcting Inaccurate Information ......................................................................................................................................... 46 K. Inquiring Applicant/Recipient Information in VaCMS............................................................................................................. 46 3.2. Application and Assessment ................................................................................................................................ 47 A. Application Form .................................................................................................................................................................... 47 B. Submission and Processing of Application ............................................................................................................................. 47 C. Intake ...................................................................................................................................................................................... 49 D. Homeless Families Conditional Approval ............................................................................................................................... 51 E. Job Search Conditional Approval ............................................................................................................................................ 51 E. Assessment of Needs ......................................................................................................................................................... 56 F. Opening a Case ...................................................................................................................................................................... 57 G. Electronic Correspondence..................................................................................................................................................... 57 3.3. Non-Financial Eligibility Requirements ................................................................................................................ 58 A. Need for Child Care/Good Cause ............................................................................................................................................ 58 B. Identity of Applicant ............................................................................................................................................................... 58 C. Citizen/Qualified Immigrants .................................................................................................................................................. 58 D. Documentation of U.S. Citizenship ......................................................................................................................................... 59 E. Documentation for Qualified Alien Status .............................................................................................................................. 59 F. Residence ............................................................................................................................................................................... 61 G. Age of Children ....................................................................................................................................................................... 62 H. Age of Parent/Guardian .......................................................................................................................................................... 62 I. School Attendance .................................................................................................................................................................. 63 J. Immunization Requirements for Children .............................................................................................................................. 63 K. Children of Owners/Operators of Family Day Home .............................................................................................................. 64 3.4. Income and Assets Eligibility Requirements ......................................................................................................... 65 A. Income Eligibility Requirements ............................................................................................................................................. 65 B. Metropolitan Statistical Area Groupings ................................................................................................................................ 65 C. Determining Family Unit ......................................................................................................................................................... 65 D. Determining Income Eligibility ................................................................................................................................................ 66 E. Countable Income .................................................................................................................................................................. 66 F. Disregarded Income ............................................................................................................................................................... 69 G. Disregarded deductions or payments are: ............................................................................................................................. 70 H. Converting Income to a Monthly Amount .............................................................................................................................. 70 I. Income Averaging ................................................................................................................................................................... 70 J. Temporary Increases .............................................................................................................................................................. 71 K. Asset/Resource Limit .............................................................................................................................................................. 72 L. Verifications for Recipients of Medicaid and WIC .................................................................................................................. 72 3.5 Copayments ......................................................................................................................................................... 75 A. Copayment Scale .................................................................................................................................................................... 75 B. Countable Income .................................................................................................................................................................. 76 C. Assistance with Copayments .................................................................................................................................................. 77 3.6. Service Plan .......................................................................................................................................................... 78 3.7. Consumer Education ............................................................................................................................................ 79 3.8. Parental Responsibilities ...................................................................................................................................... 81 A. Responsibility to Report Changes ........................................................................................................................................... 81 B. Responsibility to Cooperate in Eligibility Determination Process ........................................................................................... 81 C. Responsibility for Use of Child Care ........................................................................................................................................ 81 D. Responsibility to Pay Fees ...................................................................................................................................................... 82 E. Responsibility to Providers ..................................................................................................................................................... 82 F. Responsibility to Repay Overpayments .................................................................................................................................. 82 G. Responsibility to Respond to Correspondence ....................................................................................................................... 82 3.9. Local Department Contacts/Responsibilities ....................................................................................................... 83