DPSS ePolicy

To convert existing policy to new writing style only – No concept changes

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The following definitions are to assist you in understanding the commonly used terms found in the CalWORKs Stage 1 Child Care (S1CC) Policy.

Alternative Payment Program (APP) Agencies

The ten local agencies contracted by the Department of Public Social Services  (DPSS) to administer the CalWORKs S1CC Program that also make reimbursements to child care providers for the provision of child care.

Appeals and State Hearings (ASH)

The section within DPSS that is responsible for representing the County at all State Hearing proceedings and for reviewing the appropriateness of the County’s action or inaction with which a public  assistance participant, including a S1CC participant, is dissatisfied.

Appeals and State Hearings (ASH) - ASH Tracking System (ATS)

A County computer application that tracks information of public assistance participants, including S1CC participants, who have filed a request for a State Hearing. 

Approved Child Care

A request for child care that has been determined eligible to receive child care services.

Assistance Unit (AU)

A group of related persons living in the same household who have been determined eligible for CalWORKs and for whom cash aid has been authorized.

Authorized Child Care

Approved child care that has been identified with a start and end date for approved child care services.

At-Risk Children

Children identified to be at risk of abuse, neglect, or exploitation, based on a determination from a legally qualified professional in a legal, medical, or social services agency, or an emergency shelter.

Cal-Learn

Cal-Learn is a mandatory program for CalWORKs pregnant or parenting teens under 19 years of age, who receive cash assistance and have not yet completed their high school education. The program requires participants to enroll in high school or an equivalent program and provides transportation and ancillary expenses to help them complete their high school education. The program also rewards teens with bonuses for satisfactory progress and for receiving a high school diploma. 

California Statewide Automated Welfare System (CalSAWS)

CalSAWS is an eligibility determination and reporting system that replaced LRS.

CalWORKs

The California Work Opportunity and Responsibility to Kids (CalWORKs) Program is the State of California ‘s version of the Temporary Assistance for Needy Families (TANF) Program. CalWORKs is a time limited program that provides financial assistance to eligible needy families with (or expecting) children to help pay for housing, food, utilities, clothing, medical care, and other necessary expenses.

CalWORKs Stage 1 Child Care (S1CC)

The first Stage of CalWORKs Child Care services. S1CC is funded by the California Department of Social Services (CDSS) and administered through counties pursuant to California Education Code Section 8351. CalWORKs participants may receive subsidized child care services in Stage 1 for a maximum of six months unless the family’s Welfare-to-Work activity or employment is not stable or subsidized child care is not available in Stage 2 or Stage 3. Former CalWORKs participants may receive subsidized child care services in Stage 1 if child care services are not available in Stage 2 or Stage 3.

CalWORKs Stage 2 Child Care (S2CC)

The second Stage of CalWORKs Child Care services. S2CC is funded by California Department of Education (CDE) and administered by APP agencies contracting with CDE, pursuant to California Education Code Section 8353. S2CC begins when child care is available through a local Stage 2 Program and the County determines that the family is in a stable activity or when a CalWORKs participant is transitioning off aid. Families may remain in Stage 2 for up to 24 months after cash aid has been discontinued.

CalWORKs Stage 3 Child Care (S3CC)

The third Stage of CalWORKs Child Care services. S3CC is funded by CDE and administered by APP agencies contracting with CDE pursuant to California Education Code Section 8354. S3CC begins when a funded space is available for CalWORKs Diversion payment participants and former CalWORKs participants who are employed and have exhausted their 24-month eligibility for S1CC and/or S2CC services after cash has been discontinued.

Cash Aid Transfer Period

The period of time in which the Sending County remains responsible for reimbursement of child care and the Receiving County determines eligibility.

Certified Hours of Care

The hours of child care that have been pre-approved or authorized by the contracted Resource and Referral/Alternative Payment Program (R&R/APP) agencies.

Child Care

The care and supervision of a child, as specified in the California Code of Regulations, Title 22, Division 12, Section 101152c. (2).

Child Care Center

Located usually in a commercial building where non-medical child care and supervision are provided from infant to school-age children in a group setting for periods of less than 24 hours.

Child Care Hotline (CCH)

The Child Care Hotline (CCH) responds to inquiries and complaints regarding child care issues from providers, parents, and legal aid advocates.

Child Care Paid Pending

Continuation of S1CC reimbursements during an appeal of a denial, suspension, reduction, or termination of a CalWORKs S1CC case.

Child Care Provider

A licensed or a license-exempt individual/organization who provides child care services to one or more children.

Child Care Request

Is completed on the CalSAWS Child Care Request Detail page or manually on an ST1-01, CalWORKs Stage 1 Child Care Request Form, if CalSAWS is not available, when a participant requests child care.

Child Care Waiver

A medical note for a child to stay in the S1CC Program after his/her parent’s CalWORKs cash-aid has been terminated.

Commute Hours

The time it takes for the participant to travel from the child care provider to the activity or activities for which child care is being provided and from there back to the child care provider. Child care cannot be approved for parents who commute between the child care provider and their home.

Contractor

The person or persons, sole proprietor, partnership, joint venture, corporation, or other legal entity who has entered into an agreement with the County to perform or execute the work covered by a contract.

Contracted Case Manager (CCM)

A staff member from MAXIMUS or Refugee Employment Program (REP) contracted agencies who provides employment-related services to CalWORKs participants to help them find employment.

Co-Payment

The amount the participant is responsible to pay, if he/she chooses a child care provider who charges a fee higher than the maximum ceiling specified in the current Regional Market Rate (RMR) chart. The co-payment is distinct from the family fee.

Current CalWORKs Participant

An individual who is presently receiving cash aid under the CalWORKs Program.

Diversion Payments

A lump sum of money provided to an individual who must be apparently eligible for CalWORKs and who is experiencing an unexpected one-time need, e.g., car repair, work tools, clothing, rent, or utilities.

Domestic Violence

Assaultive or coercive behavior which includes physical abuse, sexual abuse, psychological abuse, economic control, stalking, isolation, threats, or other types of coercive behaviors occurring within a domestic relationship. (Attachment A)

Enhanced Referral

The information given directly to a participant by an R&R agency about a licensed child care provider who has a confirmed available opening and who will accept Contractor reimbursement for child care services.

Eligible Child

A child who is a member of the CalWORKs AU, or would be a member of the AU, but is receiving Foster Care or Supplemental Security Income/State Supplemental Payment (SSI/SSP) benefits, or is the child of a Cal-Learn participant, or is a member of a family with a former CalWORKs participant who has become employed.

Exceptional Needs Children

Exceptional Needs Children are children who may be developmentally disabled, hard of hearing, deaf, speech impaired, visually handicapped, seriously emotionally disturbed, orthopedically impaired, other health impaired, deaf-blind, multi-disabled or children with specific learning disabilities who have either an active Individualized Education Plan (IEP) or Individualized Family Service Plan (IFSP) and are receiving special education/early intervention services.

Family Child Care Home (FCCH)

Reflects a home-like environment where non-medical care and supervision are provided in the provider's own home for periods of less than 24 hours.

Family Fee

The amount, if any, that the participant is required to pay toward his/her child care costs, based on the family’s hours of care certified for the month, income, family size, and the fee schedule established by the State.  The family fee is distinct from the co-payment.

Family Size

The number of adults and children related by blood, marriage, or adoption that comprise the household in which the child is living.

Former CalWORKs Participant

An individual who has previously received and is no longer receiving cash aid under the CalWORKs Program.

Full-Time Plus

The amount of time that exceeds 10.5 hours per day or 52.5 hours per week.

Health and Safety Self-Certification

The process by which a license-exempt child care provider self-certifies that the home where child care is provided meets basic Health and Safety requirements.

Incapacity

Incapacity is based on either parent in the home who has a physical or mental illness and the illness substantially reduces or eliminates the parent’s ability to support or care for an otherwise eligible child because of the parent’s incapacity.

Inter-Agency Transfer

The transfer of responsibility for determination and payment of S1CC services from one agency service area to another.

Inter-County Transfer (ICT)

The transfer of responsibility for determination and payment of S1CC services from one County to another.

Licensed Provider

An individual or organization that has obtained a child care license, as specified in the California Code of Regulations, Title 22, Division 12, Section 101156.

License-Exempt Provider

A child care provider who is not required to obtain a child care license, as specified in the California Code of Regulations, Title 22, Division 12, Section 101158, from the California Department of Social Services (CDSS).

Live Scan

An electronic fingerprinting process used for license-exempt child care providers who are required to have a criminal background clearance and be TrustLine-registered.

Maximum Payment

The highest amount that may be reimbursed to a provider that does not exceed the provider’s rate for unsubsidized children, or the most recent maximum payment allowed, as defined by the State’s RMR ceiling, for the cost of care in the region where the care is provided.

Natural Parent

A non-adoptive parent, whether biologically related to the child or not, as defined by the California Family Code Section 7601(a).

Notice of Action (NOA)

A legal notice used to inform public assistance applicants/participants of actions taken by the County to approve, deny, change or discontinue assistance for Public Assistance Programs or child care services.  

Participant

An applicant or recipient of CalWORKs cash assistance, a former CalWORKs participant, a recipient of Diversion payments or services, and/or a Cal-Learn teen, who receives or is eligible to receive child care through the CalWORKs Child Care Program.

Provider Payment Request (PPR)

An invoice that a child care provider completes to be paid for services rendered.

Receiving County

The County to which a current or former CalWORKsparticipant will move or has moved.

Receiving R&R/APP Agency

The agency that provides S1CC services at the agency service area where a participant’s S1CC case is being transferred to.

Referral for Licensed Child Care

Is provided by the R&R Program to a CalWORKs participant.

Regional Market Rate (RMR) Ceilings

The child care rate ceilings that the State issues periodically which provide the maximum amount that the State of California will reimburse for subsidized child care services, on behalf of CalWORKs participants, including S1CC.

Registration Fee

A one-time or periodic service or application fee charged by a child care provider.

Rescinding Child Care

R&R/APP agency staff may reinstate S1CC benefits for cash-aided CalWORKs families and cash aid-terminated families meeting waiver criteria within 30 calendar days of the effective date of termination.

Resource & Referral (R&R) Agencies

California Department of Education-contracted agencies that provide information about and referrals to licensed child care services and coordination of community resources.

Retroactive Child Care Request for Reimbursements

A request for child care reimbursement(s) for services rendered within 30 days prior to the date of request or date of eligibility for child care, whichever is later.

Sending County

The county from which a current or former CalWORKs participant will move or has moved.

Sending R&R/APP Agency

The agency that provides S1CC services at the service area where a participant’s S1CC case is being transferred from.

Severely Disabled Children

Severely disabled children are children with either an active IEP or IFSP and require instruction and training in programs serving pupils with profound disabilities, such as autism, blindness, deafness, severe orthopedic impairments, serious emotional disturbances, or severe developmental disabilities.

Stable

A participant who is CalWORKs-approved, employed at least six months and/or GAIN active, in an approved Welfare-to-Work component that has been continuous for at least six months and has an approved S1CC case. Specialized Supportive Services and Cal-Learn cases with approved CalWORKs are excluded from this definition.

State Median Income

The most recent median income for California families,as determined by the California Department of Finance.

Temporary Assistance for Needy Families (TANF)

A federal program that provides grant funds to States and territories to provide families with financial assistance and related support services, such as child care assistance, job preparation, and work assistance.

Timed Out

Adults who have been removed from the AU as they exceeded their 48-month CalWORKs time limit. 

TrustLine Registry

California’s registry of license-exempt child care providers who have passed criminal background screening and clearance process through a fingerprint check of records from the California Department of Justice’s California Criminal History System; the Child Abuse Central Index of California and FBI Criminal History System.

TrustLine-Exempt

Providers who are not required to register with TrustLine to provide child care i.e., the child’s grandparents, aunts, and uncles.

Welfare-to-Work (WtW) Activity

A County-approved activity, including, but not limited to, employment, job search, job training, educational training, participating as a volunteer in a job-related activity or Specialized Supportive Services (such as Domestic Violence, Mental Health, and/or Substance Use Disorder).  

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