Department for Community Based Services

Standards of Practice Online Manual

30.19.1 Preventive Child Care Assistance

Cabinet for Health and Family Services

Department for Community Based Services
Division of Protection and Permanency
Standards of Practice Online Manual
Chapter:
Chapter 30-Quality Assurance and Organizational Integrity
Effective:
7/1/2017
Section:
30.19.1 Preventive Child Care Assistance
Version:
5

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Legal Authority/Introduction

LEGAL AUTHORITY:

Procedure

The SSW:

  1. Requests FSOS approval for preventive child care assistance when child care is the appropriate service to meet the needs of the child(ren) and prevent further child protective services (CPS) intervention when: 1
    1. An investigation does not warrant opening a case for comprehensive ongoing services, documenting such in The Worker Information System (TWIST); 2
    2. A case is opened to meet the assessed low risk needs of the family in a comprehensive manner to prevent them from escalating into moderate or high risk abuse or neglect incidents;
    3. An investigation results in a child(ren) being placed with a relative and a clearly documented reason exists that child care would be beneficial to the child or is needed to assist the relative on a short term basis (see Preventive Child Care Tip Sheet).
  2. Requests FSOS approval for preventive child care assistance by providing the FSOS information in the justification section of the DCC-85 Approval for Child Care Assistance that child care is needed based on an assessed need; 
  3. Refer relative or fictive kin caregivers to the kinship support hotline at (877) 565-5608 or DCBSChildProtection@ky.gov for child care services;
  4. Ensures that the justification describes in detail how child care assistance prevents abuse and neglect (i.e. how child care will assist in addressing any immediate safety issues and, if a child is placed with a relative, the specific reasons the relative needs child care assistance to maintain placement) (refer to Preventive Child Care Assistance Tip Sheet);
  5. Upon approval by the FSOS, completely fills out a DCC-85-Approval for Child Care Assistance (form instructions) with the following information and submits it for FSOS signature:
    1. Preventive checked as the reason for authorization; and
    2. Start and ending dates included (from one (1) to twelve (12) months); 
  6. May specify the type of child care (licensed center, certified provider, registered provider);
  7. Along with the FSOS use the Daily Co-Payment Chart to determine the appropriate co-pay, listing the co-pay amount on the DCC-85;
  8. May use the “Justification” section to record any additional extenuating circumstances such as: 
    1. Required notification of absences (if requested by the Protection and Permanency (P&P) worker);
    2. Required use of child care if specified on a case plan;
    3. Restrictions on choice of child care provider;
    4. Schedules that may require the use of multiple child care providers;
    5. Special needs of the child, etc.;
  9. Sends a copy of the DCC-85 to the local county child care assistance program (CCAP) or Division of Child Care agency for processing; 
  10. Provides the family with:
    1. Page three (3) of the DCC-85 confirming eligibility for child care services;
    2. The DCC-112 Selecting Quality Child Care for My Child;
  11. Advises the family that the child care assistance is time limited, subject to redetermination when there is an open CPS case and documents this information in service recordings;
  12. Files a copy of the DCC-85 in the family’s case record;
  13. Documents in the service recordings and/or case plan the need for child care services to prevent abuse, neglect and/or dependency;
  14. Reports child care changes to the Division of Child Care by sending an email to DCC85@ky.gov
  15. Notifies DCC or local designated CCAP that the case is closed/closing and that preventive child care assistance is to remain intact until the end date as specified on the DCC-85 when an ongoing case is closed prior to the termination date of the approved preventive child care assistance;
  16. Follows procedure thirteen (13) of this SOP for termination of child care assistance if there is no longer a need for preventive child care assistance;
  17. Completes the following tasks when preventive child care assistance is terminated:
    1. Notifies the family in writing that preventive child care assistance is terminated using the DPP-154A Notice of Intended Action;
    2. Provides the family a copy of the DPP-154 Protection and Permanency Service Appeal;
  18. Informs the family of their right to make a service appeal following procedures outlined in SOP 30.1 Service Appeals if child care assistance is denied initially or during redetermination.

 

Practice Guidance

  • An open child protective services (CPS) case is no longer a requirement for eligibility for relative or fictive kin caregivers.
  • Child care assistance for relative or fictive kin caregivers can be reauthorized at each 12-month redetermination period for as long as the family needs child care (within the age limits that apply to all children and families).
  • Preventive child care is limited to twelve (12) months, unless conditions are present that are described in this SOP or the Preventive Child Care Assistance Tip Sheet.
  • Financial need alone is not an appropriate reason to request an authorization for preventive child care services.
  • Copayments for preventive child care for parents/caregivers cannot be waived for any reason.
  • P&P staff are strongly encouraged to request attendance reports for children receiving preventive child care and check in regularly with the provider to determine if there are any concerns about a child(ren).
  • The SSW should encourage the family to talk with their CCAP agent about a redetermination for child care under income based guidelines.  The CCAP agent will e-mail the worker when the client has been notified of a scheduled appointment. 
 

Footnotes

  1. The SSW should utilize the Preventive Child Care Tip Sheet to make determinations regarding whether a family qualifies for this service.
  2. In this circumstance, child care assistance is only available for a period of twelve (12) months.

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