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2.6 Waitlist

Overview

When child targets are not available to serve an eligible family, the family should be placed on the waitlist. The purpose of the waitlist is to capture when the demand for care exceeds the available supply of child targets and funding.

Assignment to the waitlist begins with an application for child care assistance or the submission of a Waitlist Screening form. Applications may be submitted through CommonHelp or by hard copy. The Waitlist Screening form is available for download from FUSION at: https://fusion.dss.virginia.gov/ccecd/CCSP-Home/Subsidy-Program/Forms. A signature is required to process either the application or Waitlist Screening form. An electronic signature is acceptable for applications, which come through CommonHelp. This electronic signature indicates that the applicant gives permission for placement on the waitlist if there are insufficient targets/funds to approve a case.

A. Screening

If child targets are not immediately available to provide services, the family must be screened in VaCMS prior to being placed on the waitlist. Verification of eligibility criteria is not required to screen a family for the waitlist. The family’s declaration regarding eligibility criteria, such as, but not limited to, employment, income, and ages of children, is acceptable. When an application is submitted and the Child Care Worker determines there are no child targets to serve the family who would otherwise be eligible, the family is placed on the waitlist. The application is registered in VaCMS and processed using the “Waitlist” case action. Once the waitlist screening is completed in VaCMS, the application will be denied due to lack of funds, with the appropriate NOA generated and mailed to the applicant. The screening process to assign an applicant to the waitlist does not have to be face-to-face. Contact must be made with the applicant/recipient if the screening information is incomplete.

When a Waitlist Screening Form is being registered instead of an application, Child Care Workers must indicate that a waitlist screening is being registered rather than a complete application. Once the waitlist screening is completed in VaCMS, the appropriate Client Communication Form is generated and mailed to the applicant. When the Child Care Worker selects the case action of “Waitlist”, VaCMS queues a shortened set of screens to collect the minimum amount of information necessary to determine if the family qualifies to be placed on the waitlist.