1. (a) The client must provide proof the child is receiving services based on special needs criteria from at least one of these sources before the child is considered a child with disabilities. The worker sends a copy to the Family Support Services Division (FSSD) Child Care Subsidy Section or images the proof provided by the parent and enters a case note in the Family Assistance/Client Services (FACS) system.
(b) A child must receive Supplemental Security Income (SSI) to be predetermined eligible for subsidized child care benefits with a zero family share co‑payment if he or she meets all conditions of eligibility, other than financial, for child care.
2. The client must provide proof from the Social Security Administration (SSA) that the child meets the medical definition of disability and the SSI is closed because of financial reasons.
3. The special needs approval process may be initiated by the child's Family Support Services (FSS) worker, Child Welfare (CW) worker, FSSD Child Care Subsidy Section staff, the Oklahoma Child Care Services (OCCS) licensing specialist, or the child care provider by giving Form 08AD006E, Certification for Special Needs Child Care Rate, to either the client or the child care provider. The client, the provider, and Oklahoma Department of Human Services (OKDHS) staff follow instructions on Form 08AD006E to complete the process.
4. The CW worker or FSSD Child Care Subsidy staff compares the parent or caretaker's answers on Form 08AD006E to the Individualized Education Program (IEP), Individualized Family Service Plan (IFSP), or health professional's statement describing the care needs of the child for consistency. If information is inconsistent and:
(1) the CW worker is making this comparison, the CW worker further consults with the parent or caretaker and the professional who signed the document for further clarification.
(2) FSSD Child Care Subsidy staff is making the comparison, he or she contacts the parent or caretaker and the professional who signed the document for further clarification. FSSD Child Care Subsidy staff enters the information gathered in FACS case notes and sends an e-mail or phones the FSS worker to advise him or her of approval or denial.
5. Per OAC 340:110-1-9.1, OCCS licensing staff monitors the facility's ability to meet the child's needs each time a visit is made to that facility.
6. Before scoring Form 08AD006E, the CW worker or FSSD Child Care Subsidy Section staff ensure that any inconsistencies on the form have been resolved or the parent or caretaker's answers have been adjusted.
(1) Form 08AD006E is sent to the parent or caretaker, the provider, the FSS worker, and OCCS licensing staff for their records, whether or not certification requirements are met.
(2) When certification requirements are not met and the parent or caretaker still wishes to use the facility, the child remains eligible at the applicable daily, blended, or weekly unit type for that child's age.
7. (a) If a child care provider refuses to care for the child until the higher special needs rate is approved, the worker informs the provider that this is an Americans with Disabilities Act (ADA) violation. If the provider continues to refuse, the worker completes Form 14CR001E, Discrimination Complaint Form ‑ Client or Vendor, and sends it to the OKDHS Office for Civil Rights.
(b) When the child starts child care before the special needs rate is approved, the FSS or CW worker initially authorizes care using a typical unit type for that child.
(c) If the higher rate is approved, FSSD Child Care Subsidy staff changes the coding on the authorization for FSS cases and enters documentation in FACS case notes. CW staff enters the special needs unit type on the authorization on the KIDS system if the higher rate is approved.
8. Once the OCCS licensing specialist advises FSSD Child Care Subsidy staff that the provider failed to meet requirements or no longer meets the child's needs, FSSD Child Care Subsidy staff change the coding to the typical unit type on the authorization for FSS cases and enter documentation in FACS case notes. FSSD Child Care Subsidy staff notifies the KIDS Help Desk to change the authorization for a CW case.