1210.2 Request Process

CHILD CARE

1210.2 Request Process

Release Date

11/16/2017

Section Heading

Purpose

To convert existing policy to new writing style only - No concept change

Policy

CalWORKs Stage 1 Child Care (S1CC) connects current CalWORKs families with local Resource & Referral/Alternative Payment Program (R&R/APP) agencies to facilitate child care arrangements. The child care process begins with a CalWORKs participant requesting child care.

A CalWORKs participant may request S1CC services from a CalWORKs Eligibility Worker (EW), GAIN Services Worker (GSW), Contracted Case Manager (CCM), including Cal-Learn Case Manager or Refugee Employment Program (REP) or an R&R/APP agency, either verbally or in writing, upon entry into the CalWORKs Assistance Program, or at any subsequent time.

Eligible participants may request reimbursement for child care services rendered within 30 days prior to the date of request, or date of eligibility for child care, whichever is later. This is known as a retroactive child care request.

Background

N/A

Definitions

Refer to the Definitions Template for a list of child care definitions.

Requirements

Submit Child Care Request

Upon receiving a verbal or written child care request, the request is documented in the California Statewide Automated Welfare System (CalSAWS) Journal and the child care request is submitted electronically in CalsSAWS by EW/GSW/CCM/Child Care Coordinator (CCC).

Verification Docs

Acceptable Documents for Written Request for Child Care:

PA 129 – General Child Care Information
ST1-01 – CalWORKs Stage 1 Child Care Request form
Any written document from the participant

Procedures

EW/GSW/CCM/CCC Responsibilites:

Verbal Request

The person receiving the request shall document the date of the request and update CalSAWS – Child Care Request Detail page. When CalSAWS is unavailable, provide a copy of the manually completed ST1-01 – CalWORKs Stage 1 Child Care Request form to the R&R/APP staff.

Written Request

The person receiving the request shall document the date of the request and update the CalSAWS Child Care Request Detail page. When CalSAWS is unavailable, provide a copy of the manually completed ST1-01 to the R&R/APP staff.

A written request may include, but is not limited to the PA 129 or any written document from the participant. The date of request shall be either the date postmarked, if mailed, or the date the written request was hand-delivered to the office.

Note: The PA 129 documents both the need for child care and alternatively no need for child care at the time of its completion. The PA 129 is used redundantly at CalWORKs application, annual redetermination, Welfare-to-Work (WtW) original plan/amendment appointments, any other in-office contacts, including change of provider.

Enhanced Referral

An Enhanced Referral may be requested for the participant by the EW/GSW/CCM only when all the following are met:

The participant is in a WtW activity or employed or the WtW activity or employment will begin within ten calendar days;
The participant does not have a known child care provider; and
The participant requests referrals for licensed child care.

R&R/APP Agency Staff Responsibilities:

R&R/APP agency staff shall retain a copy of the child care referral documentation in the child care case file and mail a written confirmation of receipt of the request to the participant. The date of request shall be the date when child care services were requested.
R&R/APP shall determine eligibility for the participant and child care provider within ten calendar days. If required information from the participant or child care provider is not received within 30 calendar days, the child care request may be denied.

Specialized Supportive Services (SSS) “Reverse Referral”

The PA 1923, CalWORKs Treatment/Services Verification, also known as the “Reverse Referral,” is used by CalWORKs contracted Domestic Violence (DV), Substance Use Disorder (SUD) and Mental Health (MH) providers to alert the Department of Public Social Services (DPSS) of a participant’s need for supportive services, such as, child care.

A participant begins receiving treatment services without a direct referral from DPSS

Then

The form is forwarded to the Centralized PA 1923 Unit by the SSS provider to verify the participant’s CalWORKs eligibility and GAIN enrollment within ten business days from the date the participant signed the PA 1923.
The PA 1923 is used to alert DPSS staff of the need to identify the case as SSS (DV, MH, or SUD) in CalSAWS, expedite SSS for the participant, and notify DPSS of the participant’s need for other supportive services, such as, child care.

A CalWORKs-eligible participant identifies a need for child care on an accepted PA 1923

Then

The Centralized PA 1923 Unit must forward a copy of the accepted PA 1923 to the appropriate GAIN Region/contracted office, to the attention of the SSS Liaison

A copy of the PA 1923 for the referred participant must be forwarded by the SSS Liaison to the CCC in their office on the same day it is received from the Centralized PA 1923 Unit.
The CCC reviews the PA 1923, telephones the participant within one business day to follow up on CC request, update CalSAWs Child Care Request Detail page and appropriate SSS activity.

Forms

PA 129 – General Child Care Information (PDF)

PA 129-1 – Child Care Payment Requirements (PDF)

ST1-01 – CalWORKs Stage 1 Child Care Request Form (PDF)

Examples

N/A

System Screens

The Child Care Request Detail page is used to submit a request for child care.

References

Manual of Policies and Procedures (MPP) 47-120 and 47-430.

GAIN Online Policy

Obsolete Docs

N/A

Contact

Administrative staff may contact the Child Care Program Section at (562) 908-6088.

Revision Date

November 16, 2017

Attachments for Internal Use

N/A

Attachments

N/A

DPSS ePolicy

NAVIGATION