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40 Authorization Information Summary screen during the Authorization driver flow. The special needs tiered priority can be applied to all children requesting care in the family, but the rate should only be applied to the child(ren) identified as having special needs.

D. Updating Waitlist

Each LDSS must update its Waitlist at least quarterly within the months of January, April, July, and October. The LDSS must obtain updated family information to assess the family’s continued interest in being on the Waitlist, their potential eligibility, as well as their current address and telephone number. VaCMS will generate the Waitlist Update form (032-12-0132-00-eng (11/23)) 45 days prior to the end of the quarterly update month. The Waitlist Update form will be centrally printed unless the LDSS chooses to print the form locally. The family must complete the update and sign and return the form before the end of the update month. The LDSS is to use this opportunity to remove families who no longer need child care, do not meet eligibility requirements, or do not respond to the LDSS request. Families are not required to submit eligibility verification documents to remain on the waitlist. Families with a waitlist screening date less than 90 days from the current update month will have their information updated during the next quarterly update.

Updated family information may be obtained by the Waitlist Update form, letter, telephone call, email, or in person. The LDSS may not require a face-to-face interview to update a family’s waitlist status. Once the updated information is received, the Child Care Worker must make any changes to the family’s waitlist screening information and enter the waitlist Update date on the Waitlist Management Details screen in VaCMS. Completing the update will maintain the family’s original screening date on the waitlist. When updating the waitlist, the LDSS shall remove those families who (i) do not respond to the request for updated information; (ii) do not meet eligibility requirements; or (iii) are no longer in need of child care services. A Waitlist Report is available at any time for Child Care Workers to see families who have been on the Waitlist for 90 days or more. The Waitlist Details Report is also available on-demand to assist the LDSS in managing and updating its waitlist.

E. Notification after Waitlist Screening

A NOA or Waitlist Communication Form must be sent to the applicant once assignment to the waitlist is determined in the following circumstances:

1. An application was received and there are no child targets available to serve the family. The application should be processed, denied, and an NOA sent to the family. The family will be added to the waitlist. The family will be advised to contact the Child Care Worker listed on the NOA if they do not want to be placed on the waitlist. 2. A family is found ineligible after the Waitlist Screening form is processed. A NOA should be sent informing the family they are not eligible for assistance. 3. A family is placed on the waitlist after the Waitlist Screening form is processed. A Waitlist Communication Form should be sent to inform the family they have been added to the Waitlist. The Waitlist Communication Form provides the family the opportunity to decline their placement on the waitlist.