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48 determined, a NOA must be sent to the applicant to inform them if the application has been approved or denied. When the 30th calendar day following receipt of the application falls on a weekend or holiday, the Child Care Worker must provide a decision on the application on the last working day prior to the 30th day.If the applicant fails to complete their initial interview and does not contact the agency to request another interview the application must be denied on the 30th day. The applicant must be provided the full 30 days to complete an interview and/or provide requested verifications to determine eligibility.

If an initial interview is not conducted and an “Interview Held Date” is not entered in VaCMS, then during the nightly batch process on the 30th day after the application date, VaCMS will automatically deny the application.

The processing of an application may go beyond the 30-day processing standard only if an applicant contacts the agency prior to the 30th day and one of the exceptions listed below applies:

1. The applicant has limitations that hinder them from securing verifications. In this instance, the Child Care Worker must assist the applicant in securing the required verifications. The beginning date of eligibility will be the date of approval of the application. 2. If a LDSS administrative delay occurs, and the applicant was otherwise eligible, the beginning date of eligibility will be no later than the 30th calendar day following the application date.

An application may exceed 30 days due to circumstances beyond the control of the applicant. The reason for the delay and the steps taken by parent/Child Care Worker must be documented on the Program Request screen in VaCMS to support the decision to extend pending past 30 days, but not beyond 60 days after the application receipt date. Examples of circumstances beyond their control may include a medical emergency, weather event, or the selected provider will not have an opening. If a parent has identified a provider and there is reason to believe the child will be able to start with the provider within 60 days of the application receipt date, it would be acceptable to use ‘client delay’ to extend application processing beyond 30 days.

An “Interview Held Date” must be entered in VaCMS to allow an application to go beyond the 30-day processing standard.

If the applicant fails to complete their initial interview and contacts the LDSS prior to the 30th day, a rescheduled appointment shall be offered as soon as possible. If the rescheduled appointment requires processing to go beyond the 30-day processing standard, the Child Care Worker may select client delay as the reason for the delay in processing.

Documentation and Notification Requirements

If action is not taken within the 30-day processing period, the Child Care Worker must document the case record in VaCMS to explain the cause for delay. The applicant must be sent a NOA on the 30th day to notify them of the status of their application, the reason for delay, and their right to appeal.

The applicant must be provided with a checklist of required verifications needed to process the application. If required verifications are not received by the 30th day, and the applicant has been