Supportive Child Care Subsidy Policy Statement
Number: P-EEC-Supportive-12

The DSS area child care coordinator is responsible for managing and coordinating all Supportive Child Care in the area. Such responsibility includes:

  • working as a member of a team with the DSS social worker and his/her supervisor;
  • reviewing and approving all referrals;
  • reviewing and transmitting re-authorizations and terminations for Supportive Child Care;
  • managing the waitlist and utilization of slots;
  • establishing timelines for all aspects of the Supportive Child Care process within the DSS area office (which may exceed, but must be at least as stringent as required by EEC Supportive Child Care policies);
  • developing and maintaining relationships with Supportive Child Care providers; and
  • maintaining communication with EEC

Approval/Authorization

The DSS area child care coordinator will:

  • assist, upon request, the DSS social worker and his/her supervisor to determine the applicability of Supportive Child Care services, the appropriateness of assessing fees, and whether to authorize the provision of transportation services;
  • review all child care referrals to ensure that the DSS social worker has provided all required information and notify the DSS social worker if the referral is incomplete;
  • determine whether an appropriate vacancy exists, match all child care referrals with appropriate resources, and inform the DSS social worker of the status of the child care referral;
  • when notified by the Supportive Child Care provider that contact with the family has not been established within 7 days of the referral to initiate enrollment, notify the DSS social worker to follow up with the family to determine how the DSS social worker might assist in facilitating enrollment or whether the referral should be pursued or withdrawn;
  • notify the Supportive Child Care provider if the DSS social worker determines that the referral should be withdrawn;
  • ensure that the DSS Authorization for Supportive Child Careform is received by the child care provider through fax or mail prior to the child's first day of enrollment; and
  • monitor placement to ensure that children and families are matched appropriately with available resources and that start dates and end dates of services are accurate.

(See policy P-EEC-Supportive-06: Referrals)

Reauthorization/Termination Approval

The DSS area child care coordinator will review and approve all Supportive Child Care referrals when services are re-authorized or terminated. The DSS area child care coordinator will:

  • assist, upon request, the DSS social worker and his/her supervisor in determining the continuation of Supportive Child Care services, the appropriateness of assessing fees, and whether to continue authorizing the provision of transportation services;
  • ensure that the Supportive Child Care provider receives the DSS Authorization for Supportive Child Care form authorizing or terminating services;
  • notify the provider of a child's approval to continue in care beyond one year by sending, in addition to a copy of the DSS Authorization for Supportive Child Care form, a properly completed and signed Supportive Child Care One Year Exception form;
  • notify the Supportive Child Care provider three weeks in advance of a termination after notification by the DSS social worker, except in exigent circumstances. (An example of an exigent circumstance is when an emergency requires that a child be removed immediately from his/her current home); and
  • track due dates for child care reauthorizations in order to notify the appropriate DSS social worker at least three weeks in advance of the date of renewal. An area coordinator may request that Supportive Child Care providers submit lists of children needing re-authorizations for the following month by the 15th of each month.

(See policies P-EEC-Supportive-08: Case Management and Reauthorization, and P-EEC-Supportive-09: Termination of Supportive Child Care & DSS Appeal Rights.)

Waitlist Management

The DSS area child care coordinator is responsible for waitlist management and for maintaining an active waitlist. The DSS area child care coordinator will:

  • place a child on the Supportive Child Care waitlist when an appropriate Supportive Child Care slot is not available;
  • maintain updated waitlists, and report the results to DSS central office

  • work closely with EEC to ensure that slots are appropriately utilized and Supportive Child Care provider vacancies are minimized.
  • track each child's date of placement on the waitlist;
  • notify the appropriate DSS social worker of the one-year anniversary of the child's first placement on the waitlist;

  • provide the DSS social worker with this information at least three weeks prior to the child's anniversary date; and

  • maintain or remove the child's name from the waitlist, depending on the DSS social worker's response.

Referrals

When the DSS area child care coordinator becomes aware that a slot will soon become available for a child on the waitlist, the DSS area child care coordinator

  • may choose to manage referrals by placing in advance names of several families all at once at a specific provider to allow more time for pre enrollment contact and a speedier enrollment process; or

  • may choose for each referral to do the following:

  • identify the first child on the waitlist appropriate for the slot;
  • notify the first child's DSS social worker at least three weeks prior to the anticipated opening;

  • try to place the next child on the waitlist by notifying that child's DSS social worker of the anticipated opening if the first child's DSS social worker does not respond promptly; and so forth

(Refer to EEC Policy P-EEC-Supportive-10: Waitlist Management.)

Communication with EEC

Through regular on-going contact, the DSS area child care coordinator will inform DSS Central Office and EEC of the following:

  • unmet child care needs in the area;
  • training needs of DSS staff and /or Supportive Child Care providers; and
  • the consistent failure of a particular Supportive Child Care provider in meeting contract expectations; and / or any other issues of concern.

(Refer to policy P-EEC-Supportive-10: Waitlist Management .)




Information provided by the Department of Early Education and Care.