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Families granted a 90-day extension will receive another system-generated alert 45 days before the end of the extension period. The extended 90 days will automatically be added to the end date of the first 90-day period. At this time, a Communication Form will automatically be generated and mailed to the family to notify them of the approaching deadline and remind them to provide verification.

Failure to secure employment and/or enroll in an education or training program by the end of the extension will result in case closure with a 30-day closure notice.

Closure and Notification

VaCMS will automatically close cases on the 90th day if no employment, education, or valid delay has been entered. A NOA will be generated with a 30-day closure stating: "Failure to secure employment or enroll in an education or training program within the required deadline."

For cases receiving an extension, an additional 90 days is granted, after which auto-closure will occur under the same conditions. The system will auto-discontinue the authorization to align with the case closure date and process these updates in the overnight batch.

E. Assessment of Needs

The primary purpose of the family assessment at application and redetermination is to evaluate the family's current need for child care and ensure the services offered support the well-being, stability, and growth of the child(ren). This assessment must be documented in the Service Plan in VaCMS.

Assessments should be conducted using a strength-based approach that centers the family's goals, priorities, and existing support systems. The Child Care Worker’s role is to listen actively, identify child care needs, and partner with the family to build a plan that promotes stability and long-term success. Key Areas of Focus During the Assessment

• Identifying the best-fit child care setting that supports the child’s developmental, emotional, and educational needs, with a focus on continuity of care. • Understanding the family’s work, training, or educational schedules to ensure child care aligns with their daily routines and responsibilities. • Addressing barriers that may prevent the family from accessing or maintaining child care, such as transportation, documentation, or provider availability. • Supporting family relationships, including engaging non-custodial parents and extended family members when appropriate. • Promoting safety and stability in the child’s environment, recognizing their impact on child development and well-being.

Strength-Based Engagement to Support Self-Sufficiency While addressing immediate child care needs, Child Care Workers should also help families recognize their own strengths and connect them with tools to move toward greater independence. Conversations may include: