CCMTL 140 (Eligibility and Application Changes for Publicly Funded Child Care)
Child Care Manual Transmittal Letter No. 140
September 18, 2017
TO: All Child Care Manual Holders
FROM: Cynthia C. Dungey, Director
SUBJECT: Eligibility and Application Changes for Publicly Funded Child Care

Background:

These rules contain changes to implement the Child Care Development Block Grant (CCDBG) Act of 2014, caretaker communication and outreach improvement. The Code of Federal Regulation Section 45 Part 98.33 requires that families applying for publicly funded child care receive consumer information regarding services available to their children. These rules refer to the forms needed for the determination of eligibility for publicly funded child care. Changes are being made to list all forms needed for eligibility determination in rule 5101:2-16-30 of the Administrative Code and to reference this rule in subsequent rules.

Additionally, ODJFS is preparing to deploy the first phase of the child care online application, and these changes align to the online application.

The following rules have been amended:

Rule 5101:2-16-07 "County agency responsibilities for the administration of publicly funded child care" has been amended to remove reference to the JFS 01138 "Application for Child Care Benefits;" the JFS 01121 "Early Childhood Education Eligibility Screening Tool" and the JFS 01122 "Publicly Funded Child Care Supplemental Application" and instead reference rule 5101:2-16-30 for the description of the application process. Language has also been added stating that county agencies may designate an agency computer to assist applicants in submitting an online application.

Rule 5101:2-16-30 "Eligibility requirements for receipt of publicly funded child care benefits" has been amended to:

 

  • Update the revision date of the JFS 01138; the JFS 01121 and the JFS 01122 and to add language defining the application process for publicly funded child care;
  • Update paid employment to include maternity leave, leave taken in accordance to FMLA and short term disability;
  • Clarify that eligibility shall continue for a previously determined eligible child after a child turns age 13, through the end of the current eligibility period and that eligibility shall continue for a special needs child after a child turns 18, through the end of the current eligibility period;
  • Amend language to clarify that the category of authorization shall be maintained for the entire eligibility period unless a change is verified to require an increase;
  • Amend language to allow a thirteen week activity gap to occur more than once in a twelve month period.

Rule 5101:2-16-34 "Income eligibility requirements for publicly funded child care benefits" has been amended to remove references to the JFS 01138, the JFS 01121 and the JFS 01122 as ways to apply for child care benefits and instead reference rule 5101:2-16-30 for the description of the application process.

Rule 5101:2-16-35 "County agency responsibilities for determining eligibility for publicly funded child care benefits" has been amended to remove references to the JFS 01138, the JFS 01121 and the JFS 01122 as ways to apply for child care benefits and instead reference rule 5101:2-16-30 for the description of the application process.

Rule 5101:2-16-35.1 "Caretaker eligibility requirements to qualify for publicly funded child care benefits" has been amended to remove references to the JFS 01138, the JFS 01121 and the JFS 01122 as ways to apply for child care benefits and instead reference rule 5101:2-16-30 for the description of the application process.

Rule 5101:2-16-36 "County agency responsibility for annual re-determination of eligibility for publicly funded child care" has been amended to update the revision date of the JFS 01124 "Redetermination Application for Child Care Benefits."

Rule 5101:2-16-37 "Caretaker requirements for annual re-determination of eligibility for publicly funded child care" has been amended to update the revision date of the JFS 01124.

Rule 5101:2-16-39 "Copayment for publicly funded child care benefits" has been amended to remove the provision that a copayment can increase at the end of the continuation of eligibility after a loss of activity.

The following forms have been revised:

JFS 01121 "Early Childhood Education Eligibility Screening Tool" has been revised to provide a consumer education information statement for applicants and clarify instructions.

JFS 01122 "Publicly Funded Child Care Supplemental Application" has been revised to incorporate changes that clarify information needed for the determination of eligibility including adding a field to capture a cell phone number and permission to text that number.

JFS 01124 "Re-determination Application for Child Care Benefits" has been revised to include detailed instructions on a cover sheet to provide consumer education information which meets the requirements of the Child Care Development Block Grant and incorporate changes that clarify information needed for the determination of eligibility including adding a field to capture the ability to text a cell phone number.

JFS 01138 "Application for Child Care Benefits" has been revised to incorporate changes that clarify information needed for the determination of eligibility including adding a field to capture a cell phone number and permission to text that number and to provide a consumer education statement for applicants on the cover sheet.

Implementation:

The new versions of the forms listed above shall be completed by caretakers who apply for child care on or after the effective date of this letter. Prior versions of these forms shall be accepted until November 15, 2017.