13-68-11 - Minnesota Department of Human Services

#13-68-11
Bulletin
November 7, 2013
Minnesota Department of Human Services -- P.O. Box 64941 -- St. Paul, MN 55164-0941
OF INTEREST TO
 County Directors
 Tribal Directors
 Child Care Assistance
Program
Administrative and
Client Access Contacts
Child Care Assistance
Program Instructions for
MFIP/DWP Child Care for
Student Parents
TOPIC
Child Care Assistance Program change directing that student
parents be served under the Minnesota Family Investment
Program (MFIP) or Diversionary Work Program (DWP) Child
Care for Student Parents if Basic Sliding Fee funds are not
available.
ACTION/DUE DATE
Please implement as
specified in the bulletin.
EXPIRATION DATE
November 7, 2015
PURPOSE
Provide Child Care Assistance Program policy and MEC² system
instructions to county workers.
CONTACT
Contact your Child Care Assistance Program technical liaison or
submit your question through PolicyQuest.
SIGNED
ERIN SULLIVAN SUTTON
Assistant Commissioner
Children and Family Services
Terminology Disclaimer
The terminology used to describe people we serve has changed
over time. The Minnesota Department of Human Services (DHS)
supports the use of "People First" language. Although
outmoded and offensive terms might be found within this
document, DHS does not endorse these terms
Bulletin #13-68-11
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Page 2
I.
Background
Effective November 11, 2013, student parents under the age of 21 are eligible for child
care assistance under the Minnesota Family Investment Program (MFIP) child care
program until Basic Sliding Fee (BSF) funds are available. This change was enacted
during the 2013 legislative session to ensure that child care is available for student
parents residing in counties with insufficient BSF funding to serve them. As soon as BSF
funds become available, the county must move the family into BSF. Moving the family
into BSF supports continued child care assistance in situations when the parent’s
education activity end or the parent turns 21. This change is referred to as “MFIP/DWP
child care for student parents”.
II.
Program Policy and Requirements
A. General Requirements
In order to be eligible for MFIP/DWP child care for student parents, the following
requirements must be met: the parent must be under 21 years of age, the parent must have
a child, the parent must be pursuing a high school or general equivalency diploma
(GED), the parent must not be an MFIP participant, and the parent must reside in a
county that has a BSF waiting list for the 1st priority.
In a two parent family, at least one parent must be under 21 years of age and be pursuing
a high school or GED. The other parent must meet BSF authorized activity requirements.
B. Income Requirements
At application, the family’s annual gross income after allowable deductions must be at or
below 47% of State Median Income (SMI). Once determined eligible, the family’s annual
gross income after allowable deductions must be at or below 67% SMI.
C. Authorized Activity Requirements
The parent must have a county- approved education plan for their high school or GED
pursuit. Parents pursuing remedial or basic skill courses are not eligible for MFIP/DWP
child care for student parents, unless those courses are part of their high school or GED
pursuit. Student parents on a school break, including summer breaks, retain their status as
a student parent if they are expected to return to school following the break.
Care may be authorized for the pursuit of high school or GED activity and other activities
that meet BSF authorized activity requirements. Care should be authorized according to
BSF policies. Refer to the Child Care Assistance Program (CCAP) Policy Manual
chapter 9 and section 4.3.12.6 for more information about authorizing child care.
III.
Required Action
A. BSF Waiting List Instructions
In counties with a priority 1 waiting list, families with a parent under age 21 who is
pursuing a high school or GED must be reported on your BSF waiting list. These
families must now be asked to submit an application. Families on the priority 1 waiting
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list who are not pursuing a high school or GED or who are 21 or over, do not meet
student parent requirements and should not be asked to submit an application.
Beginning November 11, 2013, all families meeting the student parent requirements in
counties with a priority 1 waiting list should be asked to submit an application when they
inquire about child care assistance.
Families receiving MFIP/DWP child care for student parents maintain their status on the
county waiting list and must continue to be reported on the monthly waiting list report
(DHS-5671). When BSF funding becomes available, families must be added to BSF
according to their priority. When BSF funding becomes available in a county, all
MFIP/DWP child care for student parents recipients must be moved to BSF before
families with lower priorities (including lower priority within priority 1) are added to
BSF.
B. MEC² Instructions
Effective November 11, 2013, MEC² functionality will be updated to support this change.
A new “Student Parent” field will be added to the Approval Results window indicating
whether or not a family is receiving MFIP/DWP child care for student parents.
1. Applications received on or after 11/11/2013
County workers should continue following all current policies and procedures for
processing CCAP applications. Case Data windows must be coded as follows for
MEC² to recognize that a family qualifies for student parent child care.
a. On the Member window, at least one parent must be under 21 years of
age.
b. On the Education Activity window, code the Description field as either
“GED” or “High School” and the Plan Approved field as “Yes.”
c. On the Funding Availability window, list Funding Available as “No” and
Effective field as the application date.
The Program on the Eligibility Results Selection window will display as
“MFIP/DWP Child Care,” and the Student Parent field on the Approval Results
window will display as “Yes.”
The Program Begin date will be the Education Activity Begin date or the
Application Received date, whichever is later.
2. Pending applications received prior to 11/11/2013
County workers should continue following all current policies and procedures for
processing CCAP applications, coding Case Data windows properly (see
Applications received on or after 11/11/2013).
For families who qualify for MFIP/DWP Child Care for student parents but
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applied prior to 11/11/2013 and have pending application on or after 11/11/2013,
eligibility will not go retroactive to the Application Received date. The Program
Begin date will be the Education Activity Begin date or 11/11/2013, whichever is
later.
MEC² will generate three notices informing the family of eligibility
determinations, which are titled:
 Eligibility Approval: Denial
 Eligibility Approval: Closing
 Eligibility Approval: Opening
The Eligibility Approval: Denial notice informs the family that they are not
eligible for the period of time prior to 11/11/2013. County workers should cancel
the Eligibility Approval: Closing notice to reduce the applicant’s confusion.
Notices can only be cancelled on the same day they are generated.
Contact the TSS Help Desk if MEC² does not generate the notices listed above
and/or if you have questions about MEC² functionality.
C. Subprogram Changes
Subprogram changes involving MFIP/DWP child care for student parents require special
consideration, for example:
 When MFIP/DWP child care ends, MEC² will select MFIP/DWP child care for
student parents, if the parent meets the proper criteria, instead of Transition Year.
 When a family receiving BSF moves to a county with no funds available, MEC²
will select MFIP/DWP child care for student parents, if the parent meets the
proper criteria, instead of Portability Pool.
County workers should not require a new application for families moving between
MFIP/DWP child care for student parents and another child care subprogram without
interruption in service.
1. BSF Child Care to MFIP/DWP Child Care for Student Parents
When a family moves from one county where they were receiving BSF to another
county that has a waiting list AND at least one parent in the family is under 21
years of age and pursuing a high school or GED, the family must notify the new
county within 60 days of the move. The family will receive MFIP/DWP child
care for student parents after the unitary residency period, rather than portability
pool funding.
The Program Begin date for MFIP/DWP child care for student parents is the same
as the Transfer Effective date on the Case Transfer window.
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In these situations, county workers must code Case Data windows properly (see
Applications received on or after 11/11/2013), making sure to update the Funding
Availability window. The Funding Available field should be “No,” and the
Effective field should be coded with the effective date of the transfer.
2. MFIP/DWP Child Care to MFIP/DWP Child Care for Student Parents
When an MFIP/DWP Child Care family’s MFIP/DWP case closes AND BSF
funds are not available AND at least one parent in the family is under 21 years
and pursuing a high school or GED, the Student Parent field will switch
automatically from “No” to “Yes”, new results will be created by the program
will remain MFIP/DWP Child Care, the worker should approve the new
eligibility results.
This type of subprogram change will not be visible on the Eligibility Results
Selection window. County workers will only be able to see this change on the
Student Parent field located on the Approval Results window, which will change
from “No to Yes” the first day of the first biweekly period after MFIP closed.
Example:
A family became eligible for MFIP/DWP 5/01/2013, and the family’s
MFIP/DWP case closes effective 12/31/2013. On the Eligibility Results
Selection window, the Program will remain “MFIP/DWP Child Care,” and the
Program Begin Date will remain 5/01/2013. Although the family is eligible for
MFIP/DWP child care for student parents beginning 1/01/2014, the Student
Parent field on the Approval Results window will not change from “No” to “Yes”
until 1/06/2014, the first day of the first biweekly period after the family’s MFIP
closed.
In these situations, county workers must update the coding on the Support
Activity window in the biweekly period that student parent child care begins. The
Plan Approved field on the Support Activity Window must read as “No,” so that
MEC² applies BSF activity requirements, tracks job search hours, and caps the
number of hours a parent spends in job search activities at 240 per calendar year.
D. Eligibility for MFIP/DWP Child Care for Student Parents Ends
1. Funding Becomes Available
When a family receiving MFIP/DWP child care for student parents reaches the
top of the BSF waiting list and funding becomes available, move the family to
BSF Child Care. Treat this as any other subprogram switch; do not require the
family to submit a new application. County workers must update the coding on
the Funding Availability window to “Yes,” and the Effective field should be
coded with the date BSF funds become available.
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2. Parent Turns 21
When the youngest parent in a two-parent family who meets the student parent
qualifications (or the only parent in a single-parent family) turns 21, in a biweekly
batch job MEC² will generate an alert to the case worker and generate new
eligibility results. When the worker approves the eligibility results, MEC² will
generate a 15-day notice informing the family that their CCAP case will close the
day before the parent turns 21, if they are not eligible for any other child care
program, because they no longer meet requirements for MFIP/DWP child care for
student parents. If the parent meets priority 1 waiting list criteria for parents 21
years of age and older, report the family under that priority.
3. Education Activity Ends
When a parent who was attending high school or pursuing a GED graduates or
informs the county that they are no longer pursuing a diploma, the county worker
must update the Education Activity window and approve new Eligibility Results.
If the family fails to qualify under another subprogram, MEC² will generate a 15day notice informing the family that their CCAP case will close because they no
longer meet MFIP/DWP child care for student parents requirements.
4. Parent Turns 21 or Education Activity Ends During Transition Year
When a parent receiving MFIP/DWP child care for student parents who would
have been eligible to receive Transition Year Child Care (TY) turns 21 or stops
pursuing their high school diploma or GED during their transition year, MEC²
will move the family to TY if the family meets TY requirements.
5. CCAP Eligibility Ends During Transition Year (TY)
When a parent receiving MFIP/DWP child care for student parents who would
have been eligible to receive TY Child Care, loses eligibility for CCAP for a
reason other than turning 21 or discontinuing their high school education or GED
during their transition year, the family is required to reapply. Treat this as a new
application. The family’s income must be at or below 47% of SMI.
6. Parent Turns 21 or Education Activity Ends During Portability Pool Months
When a parent receiving MFIP/DWP child care for student parents who would
have been eligible to receive Portability Pool turns 21 or stops pursuing their high
school diploma or GED during portability pool months, reopen CCAP without
requiring a new application if the family meets BSF Portability Pool
requirements. Treat this as a subprogram switch. The family’s income must be at
or below 67% of SMI. Contact the TSS Help Desk for assistance.
7. CCAP Eligibility Ends During Portability Pool Months
When a parent receiving MFIP/DWP child care for student parents who would
have been eligible to receive Portability Pool, loses eligibility for CCAP for a
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reason other than turning 21 or discontinuing their high school education or GED
during their portability pool months, the family is required to reapply. Treat this
as a new application. The family’s income must be at or below 47% of SMI. The
family is not eligible for Portability Pool.
8. CCAP Eligibility Ends After Transition Year (TY)
When a family receiving MFIP/DWP child care for student parents who would
have been eligible to receive TY Child Care loses eligibility for CCAP after their
transition year would have ended, the family is required to reapply. Treat this as a
new application. The family’s income must be at or below 47% of SMI. The
family is not eligible for Transition Year Extension (TYE) Child Care.
E. Families Eligible for MFIP/DWP Child Care for Student Parents
Prior to 11/11/2013, DHS will provide counties with a list of families currently receiving
Portability Pool, TY and TYE Child Care who potentially qualify for MFIP/DWP child
care for student parents.
For active Portability Pool, TY and TYE cases that are eligible for MFIP/DWP Child
Care for Student Parents, county workers must do the following in the biweekly period
that begins 11/11/2013:
1. Review Case Data windows to make sure that information is coded correctly;
2. Update any Case Data windows that need updating;
3. Send the case through background*; and
4. Approve new Eligibility Results.
The Program Begin date for student parent child care will be the Education Activity
Begin date or 11/11/2013, whichever is later.
*If no Case Data windows need updating, follow procedures in the MEC² User Manual to
Create a Background Transaction.
IV.
Legal References
Minnesota Statutes, sections 119B.011 to 119B.26
Minnesota Rules, parts 3400.0010 to 3400.0235
Federal Child Care and Development Fund, 45 C.F.R. Parts 98 and 99
Americans with Disabilities Act (ADA) Advisory
This information is available in accessible formats for people with disabilities by calling (651)
431-3809 (voice) or by using your preferred relay service. For other information on disability
rights and protections, contact the agency’s ADA coordinator.