Revised 6-1-11

1.  (a) Methods the recipient may use to complete the review electronically include:

(1) accessing www.okdhslive.org; or

(2) getting help from a community partner to access www.okdhslive.org.

(b) Other methods the client may use to complete the review include:

(1) downloading Form 08MP004E, Renew My Benefits, from www.okdhslive.org and completing, signing, and bringing or mailing it to the local human services center (HSC); or

(2) going into the local HSC to complete the review with a worker using the Family Assistance/Client Services (FACS) system.

2.  (a) A complete application/review form is required when:

(1) the payee on the child care benefit changes;

(2) family income has not been considered because policy at OAC 340:40‑7‑12(6) applied and one or more of the affected adopted children turns six unless there is already a separate open income eligible case and the child can be added to that case per OAC 340:40-9-2(c);

(3) the client's subsidized child care benefits have been closed for more than 30 calendar days; or

(4) the review for subsidized child care benefits must be synchronized with a new application for food benefits.

(b) When the client's Temporary Assistance for Needy Families (TANF) benefit closes and there is a continued need for subsidized child care benefits, the worker must:

(1) evaluate what, if any, changes need to be made since the client is no longer involved in TANF Work activities;

(2) advise the client that he or she is no longer exempt from paying a family share co-payment;

(3) advise the client of the amount of his or her family share co-payment, if any.  If the client expresses concern about his or her ability to pay this co‑payment, the worker offers budgeting assistance to the client; and

(4) complete an application for subsidized child care benefits if they are not open at the point the TANF benefit closes per OAC 340:40-3-1.

(c) If a change is needed to the number of units and unit type approved or to the family share co‑payment, the worker makes the change per OAC 340:40-9-2 regarding the effective date of when changes can be made and documents the changes in FACS Case Notes.

3.  Reviews due at six months are coded as semi-annual reporters in the Social Services tab of the FACS Eligibility Notebook.

4.  (a) Child care for a child receiving TANF is reviewed in conjunction with changes to the parent or caretaker's TANF Work plan which may occur earlier than 12 months.  When the TANF Work plan does not change every 12 months, the child care review is completed in conjunction with the TANF cash assistance review.

(b) Child care for a child receiving a State Supplemental Payment (SSP) is reviewed in conjunction with the SSP review at 12 months unless an earlier review date is needed.

5.  (a) An electronic signature is considered the same as a pen and ink signature.

(b) No additional information is entered after the recipient signs the review.  Additional information is entered in FACS Case Notes.

6.  (a) When the need factor is for protective or preventive child care, the child is seen at the face-to-face interview whenever possible to help determine if other social services are needed.  In addition to completing appropriate FACS Interview and Eligibility tabs, the worker enters in FACS case notes:

(1) why protective or preventive child care is needed;

(2) the circumstances leading to the conclusion that the child is at risk of neglect, abuse, or exploitation;

(3) an explanation of whether a Child Welfare (CW) referral was made and, if not, the reason, as well as any coordination efforts between the worker, CW staff, and any other community partners;

(4) an explanation of the support system available to the family;

(5) the length of time child care is needed;

(6) whether the family is expected to pay a family share co-payment; and

(7) the worker's opinion about the need for child care.

(b) When a child care review is completed at the same time as the TANF or SSP review and an interview is conducted for that program, FACS case notes must include interview details regarding documentation of the child care plan.

7.  (a) Once the client completes the review, the information is analyzed to determine:

(1) what changes have occurred;

(2) whether the client provided all required verification.  Required verification includes verification of income and proof of the client's current work, training or school schedule.  All income verification provided is evaluated to determine what is most indicative of future earnings;

(3) whether an interview occurred for a protective or preventive need; and

(4) what changes must be made on the system.

(b) The review is complete after:

(1) all review information has been entered in the Interview and Eligibility Notebooks of FACS;

(2) information contained on the review, in the verification provided, and on data exchange screens have been evaluated for changes;

(3) any additional information has been entered in FACS Case Notes to explain any changes made and how continued eligibility was determined; and

(4) the system is updated.

(c) If the client is using a one star child care provider at the time of the review, the client is sent or given the pamphlet, OKDHS Pub. No. 01-18, "Reaching for the Stars," to encourage the client to choose a provider who is licensed.  Refer to OAC 340:40-5-1(7) for more information on helping a client choose an appropriate child care provider.

8.  (a) When it is determined that the review is incomplete because the client failed to sign the review, did not provide all required verification, or did not complete an interview if a protective or preventive need, attempts are made to contact the client to advise what is lacking.  FACS Case Notes are documented with what is lacking and all attempts to obtain needed information.

(b) When the client does not provide required information timely or the client is no longer eligible for subsidized child care, benefits are closed ten days from the date action is taken.  Refer to OAC 340:40-9-2(g).

(c) When it is determined that the family is no longer eligible for subsidized child care benefits but the family continues to need child care services, the worker asks the client whether he or she needs help with budgeting to pay this expense or with information concerning lower cost child care alternatives.  If necessary, the worker gives needed information to the client and records this discussion in FACS Case Notes.

(d) A computer‑generated closure notice is sent to the client and the child care provider.

(e) In the event the client provides, after closure, needed information to determine continued eligibility and the information indicates that the client is no longer eligible for child care, the client is sent Form 08MP037E, Notice Regarding Social Services, to advise the client of his or her ineligibility.

9.  (a) If subsidized child care benefits are closed and the worker reevaluates this action within 30 calendar days of the closure date, refer to OAC 340:40-9-2(h) for rules regarding when subsidized child care benefits can be reopened.

(b) When it is determined that benefits can be reopened, any required changes are processed in the same action that benefits are reopened.  Refer to OAC 340:40-9-2(h).

10.To ensure that reviews are due at the same time for all programs, a child care review must be completed at the same time the application for other benefits is completed when subsidized child care benefits are open prior to that application.  If an application for subsidized child care benefits is approved for a later effective date than other benefits, the "date of last review" field E7 is shortened to match the other benefits.  If other benefits are open the, "subsidized child care benefits review date" field E7 must match the certification date shown for food benefits or the review date shown for other programs.