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No Eligible Child in the Household

If the only eligible child leaves or is removed from the household, the child care case will be closed. Additional reasons for case closure that may occur only at redetermination include: 1. Need for child care no longer exists; 2. Discontinuation of employment or other approved or assigned activity; 3. The parent no longer meets the non-financial or financial eligibility requirements; 4. Failure to provide necessary verifications/information needed to determine eligibility; 5. Assets/resources exceed $1 million in value; 6. Discontinuation of employment or other approved or assigned activity; 7. Disqualification; 8. Failure to make satisfactory progress in education/training; 9. Failure to pay required fees or failure to make satisfactory arrangements to pay back fees owed to a child care provider when the family was eligible for CCSP, if the provider notifies the LDSS of the unpaid fees. The Child Care Worker must advise the provider to submit the notification in writing; 10. Failure to use VaECC Swipe Card to record child’s attendance; 11. Non-compliance with the repayment agreement with the LDSS; 12. Unable to locate.

B. Documentation of Closure Reasons

Adequate documentation supporting the reasons for closure must be recorded. If the LDSS has insufficient targets/funds to continue services, the recipient must be given the option of being added to the waitlist. An NOA must be sent to notify the recipient of the intent to close a case or an authorization.

C. Planning and Assessment

Case closure should be planned by the LDSS jointly with the parent whenever possible. The LDSS must determine if continued services are needed and assist the family with appropriate referrals. The LDSS must discuss with the parent the importance of preparing the child in advance, if at all possible, for any change in child care. Planning and preparation of the child is especially important when care is terminated for school-age children who are moving from supervised child care into being alone for a portion of the day.

Once child care subsidy is no longer authorized, continuing social services and/or a referral to another service agency may be needed by the family. The LDSS must complete an assessment of need. Details of this planning and assessment must be recorded in the child care case narrative.