Topics

Survey Results Verification and Eligibility

FY ’07 Overall Process Specialized Child Care

COPA 3455 IPACS

IMEDGE/Scanning Policy andAppeals

Q & A

C O P A

Can you produce a 3455?

60% Yes 40% No

Does the Activity Number show?

58% Yes 42% No

Top Topics for Discussion

COPA

Eligibility and Verification

IMEDGE

IPACS

Eligibility / Verification

What areas of eligibility are major concerns?

• Employment/Income Verification• Income Guidelines

What areas of income verification need explanation?

• Documentation• Cash payees

What areas of DCFS documentation need more clarification?

• Homeless

• Incapacitated Adult / Child

IMEDGE/SCANNING

Has your site been trained on the scanning process?

• 10% – Yes

• 90% – No

Some main topics regarding the scanning process?

• Training

• Equipment

• Cost

• Procedure

• Technical Assistance

IPACS

Are you familiar with the Illinois Department of Human Services IPACS system?

• 25% Yes

• 75% No

Some main topics regarding IPACS?

• Impact on eligibility process

• Delay in approval process

• Procedural changes

• Inconsistent data

COPA CYS3455

CYS3455&

Documentation

IMEDGEScanning system

IMEDGEScanning system

ValidInformation?

IPACS system

Required Documentation?

CCMIS

Yes

Billings

No

No

Yes

Who’s affected by the changes?

1. CYS Delegates and Partners who have program models that are funded wholly or in part by IDHS

2. CYS Delegates and Partners who receive reimbursement from CYS for IDHS funded programs (CCMIS)

COPA

CYS3455

CYS3455 Changes

Page 1

Required for COPA• Ethnicity

• Educational Level

• Employment Status

• Revision Date

USE THE MOST CURRENT 3455

ALWAYS

CYS3455 Changes

Page 1

Required for COPA• Receiving WIC?

• Revision Date

CYS3455 Changes

Page 2

No major changes

• Revision Date bottom left

CYS3455 Changes

Page 2b

Members page

• Effective June 1, 2006

• All members counted in the family size excluding children

CYS3455 Changes

Page 3

Applicant Certification

• Items 8,9,10

Item # 8

• I understand the information provided will be checked using State databases, and if inconsistencies are discovered, the processing of my application may be delayed or denied.

Item # 9

• I understand that I am not required to provide my Social Security Number and that if I deliberately provide an incorrect or fictitious Social Security Number I may be prosecuted for fraud.

Item # 10

• My signature is my consent and authorization for information to be released to the Chicago Department of Children and Youth Services, the Illinois Department of Human Services or its agents that may establish my eligibility or my continued eligibility for the Child Care Program.

CYS3455 Changes

Page 4

Provider Certification

• Item #10

• Revised Date

How to complete a COPA 3455

• Document in folder

• School Age 7 - 12

• Activity Number

School Age 7- 12

COPA - Activity# Missing?

• Activity #’s are agency, site and program model specific.

• Contact La Tasha White-Grey @ cy00515@cityofchicago.org

I N T R O D U C I N G

The

IMEDGE

The Site Readiness Checklist must be FULLY completed.

The vendor cannot install with missing information.

Summary:

The End

PILOT AGENCY MEETING

• Meeting for last summers pilot agencies on 6/28/06 @ CYS Central office.

• Meeting start time 1:00P.M.

Verification and Eligibility

Verification

CYS will...

• retrieve all child care documentation via IMEDGE• check for completeness and accuracy • verify all IDHS cases using the IPACS system • determine eligibility using the CCMIS system• update the IMEDGE system with rejection, denial and approval information• publish child care billings every month for all delegates

Verification

Child Care providers must…• post and distribute all Child Care Program requirements to

new and existing clients

• ensure that clients have been informed of and read items #8,9,10 on page 3 under Applicant Certification

• gather all information from clients that will determine child care eligibility

• notify clients of their right to appeal

EligibilityState databases may not reflect termination of benefits and

delay the eligibility process if all required information is not submitted

The following documentation will be used to determine eligibility:

» CYS 3455

» Social Security number or other documentation

» Current pay stubs or other income verification

» HSEV (collaboration cases)

» Other (RASP, employer verification letters, training schedule, termination of benefits, etc…

Best PracticesAcquire the most accurate information from clients

Revise in-take questions for the client interview: ask for all information of members of household that are part of the “Family Composition” (defined under 01.01.02 of the IDHS Child Care Manual)

ask if the client has received any “Non-exempt Income” (defined under 01.02.02 of the IDHS Child Care Manual)

ask if the client and/or family members have had more than one employer during the last two quarters if the year

Best PracticesRequest letters and documentation from all sources indicating termination of payments and benefits

Ensure Social Security Numbers are valid

Accept documentation (defined under 01.01.01 IDHS Child Care Manual) when Social Security Numbers are not provided:

Birth certificate (U.S. and other countries)Baptismal certificateMedical record, etc…

Time Lines

• CYS Child Care eligibility timelines have not changed.

• Agency “route to” date to CYS will become the stamp date.

• CYS processing time is approx. 10-15 days

Specialized Child Care

Specialized Child Care

While the fundamental objective for all CYS child care programs is to provide services to children daily in a safe, nurturing environment that fosters their healthy social, emotional, physical and intellectual development, it is through the CYS Specialized Child Care component that special cases/special needs of enrolled children and families are addressed. The following are the most often used categories for Special Cases with no Co-Payment:

Incapacitated Adult

Special Needs ( Child with disability)

Non-DCFS Social Service Referral

DCFS Foster Child

Child of Teen Ward

Incapacitated Adult: Single /Two -Parent Family Documentation:(Adult)

 

On letterhead stationery (preferably typed) by the Physician, Psychiatrist or other licensed practitioner.  

The name & date of birth of the caretaker(s) parent(s) or guardian(s) who is (are) disabled. 

The nature of disability, including the physical limitations and onset date of disabling condition.  

The length of time the disability is expected to last, including whether the condition(s) is temporary or permanent. 

Recommendation that child care be provided during the period of disability

Eligibility

•Collaboration – 1 year

•Child Care – 6 months

Incapacitated Child (Special Needs/Incapacitated)

Documentation:(Child)

Documentation is submitted on letterhead stationery (preferably typed) by the Physician, Psychiatrist or other licensed practitioner

Name and birth date of the child with the disability

Nature of the disability including the diagnosis, degree of developmental delay(s) in specified areas of development and onset of disability

The length of time the disability is expected to last, including whether the condition(s) is temporary or permanent.

How services will meet the special developmental need of the child.

Recommendation that child care is needed.

Eligibility

•Collaboration – 1 year

•Child Care – 6 months

A child must be under 13 years old, unless the child is a foster child, to be considered for eligibility in this category.

Non –DCFS Social Service Agency Referral Cases

Documentation:

Must include an evaluation of the current child/family situation and need for the children to receive child care service. 

The printed/typed name, location, telephone number and signature of the professional making the referral must be on the letter/evaluation

A description of the family situation , including all names, birth dates legal guardianship for each child needing child care, current living

arrangement/whereabouts of all pertinent family members and all problems and planned resolution(s), short term and long term must be provided.  

A recommendation that child care is necessary to correct specified problem(s). 

An indication that continued casework services (including and explanation of who (name and agency name), what specific services and anticipated time frame of services that will be provided to the family that is typed or legible.

Eligibility

•Collaboration – 1 year

•Child Care – 6 months

Clients/families referred through a certified, licensed, or registered professional due to an experience of or discerned potential for child abuse, neglect, exploitation, or similarly harmful circumstances. Families residing in homeless shelters that operate Children in Shelters Program (Salvation Army) or Recovery homes.

Foster Care

Documentation:

A letter that must state how child care will meet the special need of the individual child or a DCFS Foster Child Referral Form.  

Copy of the Medical Card – Case ID# begins with (98…), (J….)

Eligibility

•Collaboration – 6 months

•Child Care – 6 months

The case worker, from DCFS or a private agency that is contracted with DCFS, must specify in a letter the special developmental (physical) need for child care services.

Child of DCFS Teen Ward

Documentation:

 

An original letter from DCFS or the contracting agency, stating that the teen parent is in school, employed or in a employment training program and child care is needed.  

The letter must also list the teen parents DCFS case ID number, Social Security number, a copy of the birth certificate for each child and the case workers’ name, agency name and phone number 

In addition to documentation from the school/training program/employer.

Eligibility

•Collaboration – 1 year

•Child Care – 6 months

The child of a teen DCFS ward (in foster care) is not the foster child however the teen parent is a ward (in foster care) until the teen becomes 21 years old or is emancipated through the Cook County Juvenile Court(Judge) which can be before the teen’s 21st birthday.

Note:

Scenario #1

If a new family is submitting a application with the required documentation for the first time and is not employed, there is no Co-Payment.

or

Scenario #2

If a Child Care Employment Related family circumstances change within the re-determination period, a application with the required documentations may be submitted and no Co-Payment .

Both cases will be categorized as a DCFS Special Case.

CYS/DCFS SPECIAL CASE

The IPACS presentation is for informational purposes only.

IPACS

IDHS

Bureau of Child Care and Development

June 2006

IPACS

Illinois Public Aid Communication System

IDHS Promotes Access to Child Care Through Partnerships

Multiple Delivery Systems

Chicago Department of Children and Youth Services (CYS Delegate Agencies)

Child Care Resource and Referral Agencies (CCR&Rs) and

INCCRRA

Site Administered Child Care Providers

Head Start Program Collaboration

Objectives

The Non-Child Care Eligibility system has been developed to establish a consistent statewide process for CCR&R Agencies, Site Administered Child Care providers, CYS and IDHS Bureau of Child Care and Development for use when processing Child Care Applications and Redeterminations.

The goal is to better utilize funding by ensuring applicants meet all eligibility guidelines, using all available information. This includes screens on the Non-Child Care Eligibility system.

Information Sources

The information comes from sources outside the jurisdiction of the Bureau of Child Care and Development. Therefore,

• The information is not specifically formatted to determine Child Care eligibility.

• Information is to be used collaboratively with other relevant facts in determining eligibility

PACIS IDHS

EMPLOYER

CLIENT

Data Bases Used

• ACID (Automated Client Information Database)

– RPY status

– Grant amount

– Assistance unit information (DOB, SSN, relationships, type benefits, living in home)

– Earned and unearned income codes

– RSP activity

Data Bases Used• AWVS (Automated Wage Verification System)

– Unemployment Compensation– Multiple employers– Average monthly income amounts (for comparison to check

stubs)• KIDS (Key Information Delivery System)

– Child Support payments– SSNs– Relationships

• Chicago Student On-Line– Determine if child not on parents PACIS case has other address

and/or guardian listed

PACIS Basic Principles

For confirmation, not determination. 

Use as a guide, not to decide. 

When you cannot verify, you must clarify. 

Screen print, baby, screen print.

First Step – Child Care Tracking System

• CYS will check to see if the family has an active child care case or a recently denied application through IDHS or AFC

• IDHS and AFC will check COPA for active or a recently denied CYS cases as well

CCTS Name Search Screen

Non-Child Care Eligibility Inquiry Menu

DATE : 04 15 02 TIME : 14 05 29 LAST NAME, FIRST NAME RPY CASE ID: 04 - 215 - 06 - A12345 STREET ADDRESS AND APT.# CSLD: 403 TA: 31 DEF: 1 TAR: 61 CITY OR TOWN, STATE ZIPCODE-XXXX TERM ID: C501 EFF DATE: 03/02 NO552: 05 SCH: 06 LAST MED DET DT: 01/02 LAST OPEN: 12/01 REDER DATE: 01/02 SSA #: 123-45-6789 END MED DT: CERT DATE: EBT ACCT: 000000123 INST DATE: DIR DEL CD: OGRTRSN: TRANOPA: 4 ID EXP DATE: 05/19/02 MEC REST: CASE STAT: ACTIVE REGULAR CASE BANK: ACCNT: FROM 94 215 00 B12345 BNK SSN: PHONE: 312 793-3610 FOOD STAMP STAT: ACTIVE OPA: 00 PROP: 0 LANGCDE: 00 FDST APP STAT: APPRV 1 MONTH NATORG: 00 SPONSOR: 00 NOLVTOG: 08 SPEND-DOWN STAT: RACE: 2 UTRENT: 01 #FSEATOG: 05 REDETERMINATIONS MAJCR: 00 PUBLICH: 0 BX26: SUPERV: 112233333 LIST CD: FOODST: 1 LIVARR: 00 CASEWKR: 113344444 DISP CD: 1 REP CODE: DATE APR: 02/07/02 CRITERIA: P-W 03/99 REPORT PROCESSED AMT GR CHG: .00 BX25: DCFS/DHS: ->2001 ->2002 PHONE2: - M J J A S O N D J F M A M J J A S O N D J F M A M GRANT HISTORY Y Y Y Y Y Y MEDICAL HISTORY Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y FOOD STAMP HISTORY Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y 2=NEEDS 3=PEOPL 4=HIST 5=2943 6=MED/PCIS PF/F10:ARS

ACID SCREEN 1

 CASE ID: 04 - 236 - 06 - EI0000 NEEDS CODE AMT/RIN PERS TCOST SBY CODE AMT/RIN PERS TCOST SBY 643 10/01 675 10/01 1 676 07/97      INCOME/DEDUCTIONS RESERVES FOOD STAMPS:CODE AMNT SCR NUM RNO CODE AMOUNT CASEINHH: 1 EARNED: 645.00599 215.00 999999000 701 35.00 NOINHH: 03 UNERND: 162.00802 0645H35 Y 999999000 NOEATTG: 03 DCC: .00 UTILIND: 1 HSECST: 100.00 CERTEX: 11/02 UTLCST: 255.00 EPA: .00 MEDEXP: .00 NCA: .00 CS: .00 BUS EXP RNO DCD AMT NUM EIE DT-CNT FIL: .00 TOTINC: 461.00401 .00 999999000 .00 0 00/00 00 CATELGIND: 8 BONUS: 217.00 NEWSHLTRMX: PRO/RET: P  MTCH MTPRS TPERS PERALLW TNEEDS TOTDED GRANT SURINC RESERVE 02 03 03 377.00 377.00 215.00 162.00 35.00 1=BASIC 3=PEOPL 4=HIST 5=2943 6=MED/PCIS PF/F10:ARS

ACID SCREEN 2

 

PAGE 1 OF 1 ASSISTANCE UNIT CASE ID: 04 - 215 - 06 - A12345 01 00009999 FIRST NAME LAST NAME BX78: REL: 02 STAT MO/FA: --/-- 09/25/1974-F 123-00-0000V 04/15/92 ACT: - VET: 1 ED: F MAR: 1 WRK: 8 PC/H: 9 MT: 1 CT: 30 TPL: 000 AL#: CL#: BX64: -- EDD: I/FI: CNT: 18 02 00000001 CHILD NO.1 BX78: REL: 05 STAT MO/FA: 13/24 05/13/1992-F 1234-01-0000V 02/04/93 ACT: - VET: 1 ED: - MAR: - WRK: - PC/H: - MT: 3 CT: 30 TPL: 000 AL#: CL#: BX64: -- EDD: I/FI: CNT: 03 09700002 CHILD NO. 2 BX78: REL: 05 STAT MO/FA: 13/24 07/28/1994-F 123-02-0000V 02/28/95 ACT: - VET: 1 ED: - MAR: - WRK: - PC/H: - MT: 3 CT: 30 TPL: 000 AL#: CL#: BX64: -- EDD: I/FI: CNT: 04 10700003 CHILD NO. 3 BX78: REL: 05 STAT MO/FA: 13/24 09/26/1998-M 123-03-0000V 01/08/99 ACT: - VET: 1 ED: - MAR: - WRK: - PC/H: - MT: 3 CT: 30 TPL: 000 AL#: CL#: BX64: -- EDD: I/FI: CNT: 05 117000004 CHILD NO. 4 BX78: REL: 05 STAT MO/FA: 13/24 12/15/1999-M 123-04-0000V 01/18/01 ACT: - VET: 1 ED: - MAR: - WRK: - PC/H: - MT: 3 CT: 30 TPL: 000 AL#: CL#: BX64: -- EDD: I/FI: CNT:  1=BASIC 2=NEEDS 4=HIST 5=2943 6=MED/PCIS PF/F8:MMIS PF/F10:ARS

ACID SCREEN 3

ACID SCREEN 6

PAGE 1 ASSISTANCE UNIT MEDICAL/W & T ACTIVITIES CASE ID: 04 - 215 - 06 - 000A12345 01 000009999 FIRST NAME 09/25/1974 EDD: CARVE: CHOICE: 5 LSSI: HIB: SMIB: QMB: RENAL: CM: ENROLL: BEGIN: END: PRV: ENROLL: BEGIN: END: RRP: TYP: BX27: B: E:  ACT DT: 01/14/02 CDE: 0350 HR: 30 CNTL: 07/01/02 MGR: 215 TRANS: 075

05/06/99 3999 00 06/11/99 C83 000

Automated Wage Verification System (AWVC)

MORE INFORMATION ON NEXT PAGE -- DEPRESS PA1 PAGE 1 04/17/2002 AWVS INQUIRY SYSTEM OF 2 SSNO: XXX XX XXXX YEAR: QTR: CLAIMANT: LAST NAME, FIRST NAME BIRTH: 12/15/1970 STREET ADDRESS SPOUSE: CITY OR TOWN STATE ZIPCODE COUNTY: 200 COOK ALIAS SSNO: CLAIM DATE: 12/31/2000 LATEST CHK: 07/18/2001 WKLY BASIC BEN: 111.00 BENEFIT PERIOD: 12/31/2000 THRU 12/30/2001 DEP ALLOWANCE: 36.00 MAX BEN AMT: 2,886.00 MAX BEN BAL: WK BEN AMT: 147.00 EMPLOYER ID/NAME/PLANT/ADDR/CITY/ST/ZIP ---------- WAGES BY QUARTER ---------- 1/2001 2/2001 3/2001 4/2001 1705724 EMPLOYER NO. 1 000 STREET ADDRESS CITY OR TOWN STATE ZIPCODE 252 92 4205110 EMPLOYER NO. 2 STREET ADDRESS CITY OR TOWN STATE ZIPCODE 1248 PAY DATE AMOUNT WKS PD PAY END-DT | PAY DATE AMOUNT WKS PD PAY END-DT 07/18/2001 147.00 01 07/07/2001 | 07/05/2001 294.00 02 06/30/2001 06/20/2001 294.00 02 06/16/2001 | 06/06/2001 294.00 02 06/02/2001 05/23/2001 294.00 02 05/19/2001 | 05/09/2001 294.00 02 05/05/2001 04/25/2001 294.00 03 04/21/2001 |

KIDS Case Information

P0IMAOXX KEY INFORMATION DELIVERY SYSTEM 04/17/02 DHSDXXXX IV-D CASE INQUIRY PARTICIPANT LIST 11:56:30 PAGE: 1 IV-D NUM: C00000001 PART S O LAST NAME FIRST NAME M RIN TYPE T T DOB REL SSN ================= =========== = ========= ==== = = ========== ==== ========= 1 ROBERTS BENJI 000000001 CHLD A 2 08/13/1996 CHLD XXXXX0001 2 ROBERTS JULIA 000000002 CLI A 04/08/1967 MOTH XXXXX0002 3 PRATT BENJAMIN P 000000099 RR A 12/09/1965 FATH 990000099 4 ROBERTS BENITO 000000003 CHLD A 2 08/13/1996 CHLD XXXXX0003       ENTER LINE NUM TO SELECT PART __ ------------------------------------------------------------------------------- ENTER-SELECT PART PF7-UP PF8-DOWN PF9-CASE SUMMARY

KIDS Account InformationP4IMAQAN KEY INFORMATION DELIVERY SYSTEM 05/10/06DHSD00000 DISBURSEMENTS TO CLIENT 11:14:58 *MORE* PAGE 1PART NAME DOE JANE RIN 00000000 SSN 111-22-3333 V V IV-D IV-A 94-200-000AB00000 DOCKET FIPS N MAIL DATE NCP RIN CASE NUM AMT N MAIL DATE NCP RIN CASE NUM AMT = ========= ========= ======== ======== = ========= ========= ======== ========1 05/05/06D 123456789 C00000000 7.72 A 02/23/06D 123456789 C00000000 27.702 05/05/06D 123456789 C00000000 30.16 B 02/23/06D 123456789 C00000000 108.003 04/20/06D 123456789 C00000000 27.70 C 02/09/06D 123456789 C00000000 27.704 04/20/06D 123456789 C00000000 108.00 D 02/09/06D 123456789 C00000000 108.005 04/06/06D 123456789 C00000000 3.96 E 01/26/06D 123456789 C00000000 7.426 04/06/06D 123456789 C00000000 15.44 F 01/26/06D 123456789 C00000000 28.957 03/23/06D 123456789 C00000000 27.70 G 12/30/05D 123456789 C00000000 20.308 03/23/06D 123456789 C00000000 108.00 H 12/30/05D 123456789 C00000000 79.179 03/09/06D 123456789 C00000000 15.84 I 12/15/05D 123456789 C00000000 27.700 03/09/06D 123456789 C00000000 61.74 J 12/15/05D 123456789 C00000000 108.00--------------------------------------- ---------------------------------------M=MAIL,D=DIRECT ENTER LN# _ OR NCP RIN _________ DATE BEGIN VIEW 05/10/2006

Chicago Student On Line

PA5027AA ILLINOIS DEPARTMENT OF PUBLIC AID DATE: 05/10/06TERMID: DHSD000 CSOC INQUIRY RESPONSE REPORT TIME: 14:18:42PAGE: 01 3(6 YEARS) INQUIRY CRITERIA:DOE JOHN 03/17/1996

CHICAGO STUDENT MATCHED BY: NAME AND BIRTH DATE JOHN ,DOE 03/17/1996 ADDRESS: 1111 N CHICAGO PLACE GUARDIAN: JANE DOE REL TO STUDENT: MOTHER LEAVE DATE: REASON: SCHOOL NAME: ROBERT BATES ELEMENTARY SCHOO GRADE LEVEL: SECOND GRADE STUDENT DATABASE: 05/08/2003 SCHOOL DATABASE: 01/10/2002

CYS Policy

Collaboration

BIG ISSUE:

What do I do with a collaboration child

no longer income eligible for the childcare program?

Appeals Process

Appeals Process

Types of Appeals

Denial of benefits

Cancellation of benefits

Co-payment

Payment amount or nonpayment of child care subsidy (Providers)

Appeals Process

Step 1: Client files an appeal

Call 1-800-435-0774 or send written appeal within 60 days the notice is signed and mailed (04.04.01 IDHS

Policy)

Local IDHS office serving the client or

IDHS Bureau of Assistance Hearing (BAH) or

CYS or Delegate Agency or

IDHS Bureau of Child Care and Development (BCCD)

Step 2: CYS receives written appealCYS forwards appeal to BAH within 48 hours

Appeals Process

Step 3: Notification of appealsIDHS Local Office or CYS notifies BCCD that an appeal has

been filed.

Step 4: Hearing ScheduledBAH schedules the hearing, allowing BCCD at least 2 weeks

to review the case and gather the required information and

evidence.

Appeals ProcessStep 5:

CYS receives notification of hearingReviews the case

CYS pre-hearing conferenceAttempts to resolve issue

If issue is resolved, contact the child care appeals coordinator in Springfield.

Appeals Process

Step 6: Appeal Hearing

Hearing by telephone

BAH notifies appellant, CYS and local office of hearing decision

Notice of Cancellation

Appeals notification

Denial Notice

Appeals Notification