Child Development Division
| Subject: Fiscal Year 2011–12 Augmentation for Stage 3 | Number: 12–04 |
Authority: Chapter 7, Statutes of 2011 (Senate Bill 70). |
Date: February 2012 Expires: Until Rescinded |
Attention: All CalWORKs Stage 3 Contractors
Purpose
On Wednesday, January 25, 2012, the California Department of Education (CDE), Child Development Division (CDD) notified all child development contractors that the CDE received an additional $8 million to augment a portion of the CalWORKs Stage 3 contracts. The field was informed funding would be targeted to those contractors experiencing disproportionate Stage 3 enrollment growth. During the week of January 29, those Stage 3 contractors were contacted and informed of the amount of the augmentation.
The purpose of this Management Bulletin (MB) is to provide guidance to all Stage 3 contractors that have received an augmentation on the process to ensure that current year Stage 3 expenditures do not exceed their new Stage 3 contract Maximum Reimbursement Amount (MRA) as required by Education Code (EC) Section 8263.2.
Background
In December 2011, the CDD issued MB 11-36, which informed Stage 3 contractors that all funds had been allocated for Fiscal Year (FY) 2011–12. It provided instructions for moving families from Stage 2 into Stage 3. It directed contractors to disenroll families if there was insufficient funding to serve all families, as well as the Notice of Action (NOA) requirements when disenrolling families.
Directive
Stage 3 contractors are to continue to follow the guidelines and directives in MB 11-36 to determine each month if they have sufficient funds to provide services to all enrolled families for the full FY. Any Stage 3 contractor who has received an augmentation must use the new contract MRA to complete this analysis.
When a Stage 3 contractor has determined they are overenrolled and funding is not sufficient to provide services to all enrolled families, the directions in MB 11-36 for disenrollment must be followed. Contractors must adhere to the directions for issuing a NOA, Termination of Services, in MB 11-36 as well.
Re-enrolling Otherwise Eligible Stage 3 Children
Stage 3 contractors that received an augmentation may find they initially disenrolled more children than required. If a Stage 3 contractor identifies they have sufficient funding to re-enroll otherwise eligible children that were terminated because of MB 11-36, they must make every effort to contact these families and offer to restore child care services. Contractors are cautioned, however, not to do massive re-enrollments without analysis of available funding and the certainty of continuing services for these children for the full FY.
If funding is available, but not all children can be re-enrolled, children from the lowest income families must be enrolled first in accordance with the priorities for services specified in EC Section 8263.2 (b), as discussed in MB 11-36.
Process for Re-enrolling Families
Contractors should use the documentation in the family’s Stage 3 data file as the basis for determining eligibility and need for the re-enrollment process. Contractors should ascertain, via phone call, fax, e-mail, or in-person appointment, that the eligibility and need information remains accurate.
Families should be issued a NOA pursuant to California Code of Regulations, Title 5 (5 CCR) Section 18095 confirming their re-enrollment.
The family does not need to be recertified at this appointment. Recertification should take place at the family’s regularly scheduled recertification date or if their recertification date has already passed, within 30 days of re-enrollment.
If the parent(s) indicates the information has changed, the contractor should update the application for services pursuant to 5 CCR Section 18103(b). If the parent(s)’ continued eligibility cannot be verified, or if the family is no longer eligible based on documentation provided, the contractor must issue a NOA denying services pursuant to 5 CCR Section 18095.
Directions for Provider Reimbursement
When a family is contacted about re-enrollment, they should be asked about child care services utilized during this time. If the family indicates their current provider is the same as the most recent provider on record in the family data file, the contractor should obtain the attendance records from the provider retroactive to the date the family was last eligible for Stage 3 services. Contractors should adhere to their normal policies for processing and reimbursing attendance records.
If the parent(s) indicates they are using a new provider that is not the provider of record in the family data file, the contractor shall contact the new provider to complete the necessary paperwork to affiliate the provider with the subsidized program. If the provider is eligible for reimbursement, pursuant to the rules governing operation of the Stage 3 contract, the contractor should proceed to obtain attendance records, retroactive to the date the family is eligible for Stage 3 services.
In implementing this MB, contractors are reminded to refer to 5 CCR Section 18065 regarding the standards for attendance records. Neither at nor after the appointment should contractors provide attendance records to providers or parents for retroactive signatures.
If the family’s provider cannot provide the attendance documentation required by 5 CCR Section 18065, other auditable records of service utilization may be available. The contractor should contact their CDD Field Services Consultant to discuss acceptable alternatives for documenting attendance or service utilization.
In all instances, an auditable record needs to be maintained by the contractor.
Revision to CDD-801A Reports
Contractors should modify their 801A Reports to reflect the re-enrollment of families in Stage 3 as appropriate.
Questions regarding the information in this MB should be addressed to your CDD Field Services Consultant or by phone at 916-322-6233.
This Management Bulletin is mandatory only to the extent that it cites a specific statutory and/or regulatory requirement. Any portion of this Management Bulletin that is not supported by a specific statutory and/or regulatory requirement is not prescriptive pursuant to California Education Code Section 33308.5.
