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Child Care Subsidy Policy October 1, 2024 109 11.2.2. Exceptions to Thirteen (13) Day Notice. There are certain exceptions to the 13-day notice. 11.2.2.1. When a mass change is initiated, i.e., changes in provider reimbursement levels or income eligibility levels, a 13-day notice is not necessary. 11.2.2.2. When the fee is increased because of redetermination. A fee increase is not considered a negative action. The client’s status has changed based upon his or her increase in income, but the benefit of child care is not being eliminated. If clients return their status check after the due date but before the closure date, the case manager is to process the review. (See section 6.1.2) The case manager will not be able to give 13 days’ notice regarding the increased fee. However, the CCR&R case manager must inform the provider and client of the date the fee increase takes place. 11.2.2.3. When there is a safety concern. In certain situations, such as allegations of serious child abuse or massive structural damage to the child care home, immediate closure may be necessary to protect the health and safety of the children. 11.3. Pre-Hearing Conferences. Any person requesting a hearing shall have the right to a pre-hearing conference with the employee(s) of the Agency involved in the decision-making process on the person’s case. Pre- hearing conferences are encouraged, as many issues can be resolved in this manner, without resorting to a hearing. At no time shall the applicant be discouraged from pursuing his or her right to a fair hearing. 11.3.1. Release of Information. For the fair hearing process, the applicant shall have access to his or her entire case record, including, but not limited to, all documents that pertain to the change in the applicant’s case that is the subject of the fair hearing. With written authorization from the applicant, the applicant’s attorney or representative may review the record. The review of the record shall take place during normal business hours at the location where the record is housed. Additionally, the applicant or his attorney/representative may request and receive, free of charge, a copy of the entire case record and a copy of any policy section that may be used in the hearing. If the case manager has a question about whether certain confidential documents should be released, the case manager should consult with the DoHS’s regional attorney. 11.3.2. Critical Timelines Regarding Hearings or Pre-Hearing Conferences 11.3.2.1. Applicants shall be allowed 13 days from the date of the notification letter to request a hearing or pre-conference hearing. 11.3.2.2. If after 13 days no response has been received from the applicant, the action as proposed shall be taken.