Slide 2 Slide 3 Topics Survey ResultsVerification and
Eligibility FY 07 Overall ProcessSpecialized Child Care COPA
3455IPACS IMEDGE/ScanningPolicy andAppeals Q & A Slide 4 Slide
5 C O P A Can you produce a 3455? 60% Yes40% No Does the Activity
Number show? 58% Yes42% No Slide 6 Top Topics for Discussion COPA
Eligibility and Verification IMEDGE IPACS Slide 7 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 Slide 8 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 Slide 9 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
Slide 10 COPA CYS3455 & Documentation IMEDGE Scanning system
IMEDGE Scanning system Valid Information? IPACS system Required
Documentation? CCMIS Yes Billings No Yes Slide 11 Whos 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) Slide 12 COPA CYS3455 Slide 13 CYS3455 Changes
Page 1 Required for COPA Ethnicity Educational Level Employment
Status Revision Date Slide 14 USE THE MOST CURRENT 3455 ALWAYS
Slide 15 CYS3455 Changes Page 1 Required for COPA Receiving WIC?
Revision Date Slide 16 CYS3455 Changes Page 2 No major changes
Revision Date bottom left Slide 17 CYS3455 Changes Page 2b Members
page Effective June 1, 2006 All members counted in the family size
excluding children Slide 18 CYS3455 Changes Page 3 Applicant
Certification Items 8,9,10 Slide 19 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. Slide 20 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. Slide 21 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. Slide 22 CYS3455 Changes Page 4 Provider
Certification Item #10 Revised Date Slide 23 How to complete a COPA
3455 Document in folder School Age 7 - 12 Activity Number Slide 24
School Age 7- 12 Slide 25 COPA - Activity# Missing? Activity #s are
agency, site and program model specific. Contact La Tasha
White-Grey @ [email protected] Slide 26 I N T R O D U C I N
G Slide 27 The IMEDGE Slide 28 The Site Readiness Checklist must be
FULLY completed. The vendor cannot install with missing
information. Slide 29 Slide 30 Summary: The End Slide 31 PILOT
AGENCY MEETING Meeting for last summers pilot agencies on 6/28/06 @
CYS Central office. Meeting start time 1:00P.M. Slide 32
Verification and Eligibility Slide 33 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 Slide 34
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 Slide 35 Eligibility State 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 Slide 36 Best Practices Acquire 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 Slide 37 Best Practices
Request 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 certificate
Medical record, etc Slide 38 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 Slide 39
Specialized Child Care Slide 40 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 Slide 41 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 Slide 42 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. Slide 43 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. Slide 44 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. Slide 45
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 teens 21
st birthday. Slide 46 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 Slide 47 The IPACS presentation is for informational purposes
only. Slide 48 IPACS IDHS Bureau of Child Care and Development June
2006 Slide 49 IPACS Illinois Public Aid Communication System Slide
50 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 Slide 51 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. Slide 52 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 PACISIDHS EMPLOYER CLIENT Slide 53 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 Slide 54 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 Slide
55 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. Slide 56 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 Slide 57 CCTS Name Search Screen Slide 58
Non-Child Care Eligibility Inquiry Menu Slide 59 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 Slide 60
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: 645.00 599 215.00 999999000 701 35.00
NOINHH: 03 UNERND: 162.00 802 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: 461.00 401.00 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 Slide 61 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 Slide 62 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 Slide 63 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 | Slide 64 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 Slide 65 KIDS
Account Information P4IMAQAN KEY INFORMATION DELIVERY SYSTEM
05/10/06 DHSD00000 DISBURSEMENTS TO CLIENT 11:14:58 *MORE* PAGE 1
PART 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 =
========= ========= ======== ======== 1 05/05/06D 123456789
C00000000 7.72 A 02/23/06D 123456789 C00000000 27.70 2 05/05/06D
123456789 C00000000 30.16 B 02/23/06D 123456789 C00000000 108.00 3
04/20/06D 123456789 C00000000 27.70 C 02/09/06D 123456789 C00000000
27.70 4 04/20/06D 123456789 C00000000 108.00 D 02/09/06D 123456789
C00000000 108.00 5 04/06/06D 123456789 C00000000 3.96 E 01/26/06D
123456789 C00000000 7.42 6 04/06/06D 123456789 C00000000 15.44 F
01/26/06D 123456789 C00000000 28.95 7 03/23/06D 123456789 C00000000
27.70 G 12/30/05D 123456789 C00000000 20.30 8 03/23/06D 123456789
C00000000 108.00 H 12/30/05D 123456789 C00000000 79.17 9 03/09/06D
123456789 C00000000 15.84 I 12/15/05D 123456789 C00000000 27.70 0
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 Slide
66 Chicago Student On Line PA5027AA ILLINOIS DEPARTMENT OF PUBLIC
AID DATE: 05/10/06 TERMID: DHSD000 CSOC INQUIRY RESPONSE REPORT
TIME: 14:18:42 PAGE: 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 Slide 67 CYS Policy Slide 68
Collaboration BIG ISSUE: What do I do with a collaboration child no
longer income eligible for the childcare program? Slide 69 Appeals
Process Slide 70 Types of Appeals Denial of benefits Cancellation
of benefits Co-payment Payment amount or nonpayment of child care
subsidy (Providers) Slide 71 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 appeal CYS forwards
appeal to BAH within 48 hours Slide 72 Appeals Process Step 3:
Notification of appeals IDHS Local Office or CYS notifies BCCD that
an appeal has been filed. Step 4: Hearing Scheduled BAH schedules
the hearing, allowing BCCD at least 2 weeks to review the case and
gather the required information and evidence. Slide 73 Appeals
Process Step 5: CYS receives notification of hearing Reviews the
case CYS pre-hearing conference Attempts to resolve issue If issue
is resolved, contact the child care appeals coordinator in
Springfield. Slide 74 Appeals Process Step 6: Appeal Hearing
Hearing by telephone BAH notifies appellant, CYS and local office
of hearing decision Slide 75 Notice of Cancellation Appeals
notification Slide 76 Denial Notice Appeals Notification Slide
77
