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NOTE: The Primary Written Language field on the HH Info (Household Information) screen determines the language in which forms are generated. This field is required when an application is first registered in VaCMS and defaults to English unless updated manually. For applications submitted through the CommonHelp portal, the language is set automatically based on the applicant’s selection. For paper applications entered by the locality, the appropriate language must be selected during registration if it differs from English. This field is not included in the Waitlist case action flow; to make changes, workers must complete an Intake case action. Once a request is registered as a waitlist screening, evaluation for the waitlist occurs. If the family is potentially eligible, the Child Care Worker will certify the waitlist eligibility results. VaCMS will create a Waitlist authorization for each eligible child on the case. The authorization created by VaCMS will default to five full days of care per week unless the Child Care Worker selects part days of care needed during the Waitlist screening. The Waitlist authorizations can be edited as needed. In addition, the Child Care Worker can update the waitlist case details as needed by entering the case number on the Case Action screen and selecting “Continue with previously selected action.”

Once a family is placed on the waitlist, VaCMS calculates the anticipated cost of care for the family to receive services through the end of the current fiscal year. Therefore, the LDSS can determine how many families can be served from thewaitlist at any given time. VaCMS accurately reflects the availability of child targets and funds available to serve families on the waitlist in real time.

At the top of the Waitlist Management Information screen, local agencies can find key data points that help determine how many families may be served from the waitlist at any given time. This section provides a snapshot of current funding, capacity, and waitlist status.

KEY DATA FIELDS EXPLAINED • As of Date: Indicates the date the data was last updated. Available Funds (Codes 878 & 883): Shows how much funding is currently available under each funding source. Additional funding may be requested to support available targets at any time. • Total Waitlist Families / Children: Displays the number of families and children currently on the waitlist. • FY Estimated Number of Families That Can Be Authorized: Projects how many families can potentially be authorized based on available funds, provided sufficient targets are available. • Approved Child Target / Count of Children That Can Be Removed from the Waitlist: Displays the number of children the locality is approved to serve and how many could be pulled from the waitlist accordingly.