EEC Management Bulletin: EMB FY 2008 - 01

For Use By: Child Care Resource and Referral Agencies (CCR&Rs)
Supersedes: Voucher Child Care P-EEC-Income Eligible-25

Date Issued: November 13, 2007
Effective Date: December 3, 2007

Synopsis: Outlines new procedure for CCR&Rs to follow when issuing vouchers for families referred to temporary emergency shelters by DTA. For more information, email bulletinquestions@massmail.state.ma.us

1.0 Determination of Eligibility

Families referred by DTA to temporary emergency assistance shelters, domestic violence shelters, or non-emergency assistance shelters are eligible for EEC homeless child care assistance when they first arrive at the shelter and at any future date they choose while residing in the shelter.

1.1 Income

It is not necessary for any family placed in a shelter by DTA to document their income in order to access homeless child care assistance because the family's eligibility for such assistance has been determined by DTA. Families living in a shelter who have not been placed there by DTA are required to document their household income and must meet EEC's income eligibility criteria in order to access homeless child care assistance.

1.2 Family Activity

For purposes of eligibility for homeless child care assistance, the family's activity is "living in shelter."

2.0 Referrals

2.1 The Department of Transitional Assistance (DTA) Referral Process

DTA staff will use a special homeless child care referral form called the Child Care Referral Notice for Homeless Families (EA-CCRN (12/2007), which was developed jointly by EEC and DTA to refer homeless families for child care services. DTA will give the Child Care Referral Notice for Homeless Families to the family and will fax a copy to the shelter. If the family is also participating in an Employment Services Program (ESP) job-related activity, an existing BEACON Child Care Referral Notice will be attached to the Child Care Referral Notice for Homeless Families form. (See DTA Field Operations Memo 2007-62 for a detailed description of the DTA referral process.)

2.2 The Shelter Referral Process

Shelter staff shall assist all families placed in the shelter by DTA and referred for homeless child care services in accessing these services by helping them connect to the local CCR&R when they are ready to access child care. Please note that a family may choose to delay accessing child care or may choose not to access child care at all. (See DTA Field Operations Memo 2007-62 for a detailed description of the shelter referral process.)

Shelter staff shall also assist families living in shelters who have not been placed there by DTA in accessing child care services by referring them directly to the CCR&R. The eligibility criteria and CCIMS code definition applicable to these families are outlined in Section 3.3 below.

3.0 The Voucher Process

The CCR&R will offer families resource and referral information and provide them with the pamphlet, Child Care Assistance for Families Living In Shelters.

The voucher process will be explained to the family in person or over the phone if the family chooses to complete the voucher process through the mail.

If a family chooses to complete the voucher process through the mail, the CCR&R will collaborate with the shelter to assist the family in completing the process. The CCR&R will fax a copy of the voucher to shelter staff for the parent to sign. Once the parent has signed a copy of the voucher, the shelter will fax the copy of the voucher with the parent's original signature back to the CCR&R and will assist the parent in mailing the signed copy of the voucher to the CCR&R. Upon receipt of the fax from the shelter, the CCR&R can begin processing the voucher. The CCR&R will keep the fax with the signed copy of the voucher in the parent's file. The voucher process will be complete once the copy of the voucher with the parent's original signature is on file at the CCR&R.

3.1 Service Need

Families living in shelters are eligible for full time child care.

3.2 Parent Co-Payment

Families referred by DTA, including families receiving Transitional Aid to Families with Dependent Children (TAFDC) benefits and non-TAFDC families receiving emergency assistance (EA) do not pay a parent co-payment.

3.3 CCIMS Codes

The CCR&Rs will code all families living in temporary shelters as outlined below:

Code1H3H6H
DefinitionPlaced in shelter by DTA and also participating in ESP activityPlaced in shelter by DTALiving in shelter, but not placed there by DTA
Income RequirementNoNoYes
Required DocumentsOnly DTA referral & authorizationOnly DTA referralShelter Referral & Standard Documents
ActivityLiving in shelterLiving in shelterLiving in shelter
Service NeedFull timeFull timeFull time
Schedule of CareParent choiceParent choiceParent choice
Parent Co-paymentNoNoYes
Reassessment12 months or within 30 days of shelter departure date12 months or within 30 days of shelter departure date12 months or within 30 days of shelter departure date
Type of CareLicensed family child care; Licensed or license exempt center-based careLicensed family child care; Licensed or license exempt center-based careLicensed family child care; Licensed or license exempt center-based care

Note: DTA will notify the CCR&R if a TAFDC family receiving homeless child care begins participating in an ESP activity by generating a current BEACON Child Care Referral Notice and faxing it to the CCR&R. The family's code should be changed from 3H to 1H if this occurs.

4.0 Reassessment Process

The CCR&R will send a reassessment notice to the family 45 days before the voucher will end or when the shelter notifies the CCR&R that the family will be leaving the shelter. The CCR&R will collaborate with the shelter to assist the family in completing the re-assessment process. (See DTA Field Operations Memo 2007-62 for a detailed description of shelter re-assessment process.)

If a family leaves the shelter before renewing their voucher, the CCR&R will contact the shelter to obtain the family's new address and will send a notice to the family advising them of the need to complete a reassessment in order to determine if they are eligible to continue receiving child care assistance (EEC financial assistance) after their departure from the shelter.

4.1 Reassessment Period

The initial voucher is written for up to twelve months or up to 30 days after the family's scheduled departure date (when known), which ever period is shorter.

4.2 Continuity of Care

Families leaving shelters are eligible for continuation of child care assistance (EEC financial assistance) in the form of an EEC contract, voucher, or Community Partnerships for Children scholarship provided the child remains eligible.

Please refer to Section 6.3 of the EEC Financial Assistance Policy Guide:

All families who have a change in activity, income, family size or composition (including DTA authorized families who lose their authorization and children who experience a change in child custody) upon reassessment or who are reassessed due to a reported change in activity, income, family size or composition will continue to be eligible for financial assistance, as long as they continue to meet EEC income and activity requirements.


Information provided by the Department of Early Education and Care. Created: November 13, 2007.