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Child Care Subsidy Policy October 1, 2024 15 2.5.4.4. Discussing with the provider any custody or visitation issues and providing names of people allowed to pick up the child(ren). 2.5.4.5. Ensuring that the provider of choice receives a signed Child Care Certificate (DAY-0176) or Provider Notification Letter (DAY-0613) prior to accepting children in care. The certificate or notification letter is the provider’s only assurance of payment. 2.5.4.6. Signing children in and out of care daily. Parents may allow a provider or child care program staff to sign a child in or out, as applicable, if the child is transported to or from care by the provider or school buses. 2.5.4.7. Paying the child fee directly to the provider on a schedule negotiated between them. 2.5.4.8. Making private arrangements with the provider for payment if care is used for reasons and times not needed or not listed on the Certificate. The Agency will not pay for child care provided while parents attend medical appointments, go shopping, or participate in other non-work or school related activities. 2.5.4.9. Supplying the provider with a completed child health assessment form (ECE-CC-3C) on all children who have not reached their 6th birthday and updating forms every two years until the child is six (6) years of age. The provider retains the form in the child’s record, except with in-home care where the parent is responsible for maintaining child health assessment and immunization records. When changing providers, the parent shall obtain a copy of the medical record for the new provider. 2.5.4.10. Supplying the provider with a completed, notarized Emergency Information Form (ECE-CC-10E) to be maintained in the provider’s files. 2.5.4.11. Reporting changes in circumstances within five days. Failure to report changes to the agency may result in case closure, repayment of services used for time not approved, and/or 30-day penalty closure before services can be reopened. Income changes during the twelve (12) month period will not impact a parent’s continuing eligibility for care unless the parent requests a redetermination due to decreases in income that might result in reduced fees. However, the parent(s) shall report the following changes in circumstances to the provider and to the agency, as appropriate: A. Changes in identifying information – household members, address, telephone numbers, etc. B. Changes in family size affecting eligibility– 1. Additions to household size: child, spouse, biological parent of children in the home, If the case manager has reason to believe that the client is not accurately reporting family size, the case manager can request verification: i.e.,