1. (a) The client provides proof the child receives services based on special needs criteria from at least one of these sources before the child is considered a child with disabilities.
(b) A child receiving Supplemental Security Income (SSI) is predetermined eligible for subsidized child care benefits with a zero family share copayment per Oklahoma Administrative Code (OAC) 340:40-7-1.
2. The client provides 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. Child Care Subsidy staff scans verification into imaging and labels it as Special Needs Request.
4. The child care provider initiates the special needs approval process by giving Form 08AD006E, Certification for Special Needs Child Care Rate for Licensed Child Care Homes and Centers, to the client. The client, the provider, and Oklahoma Department of Human Services (DHS) staff follow instructions on Form 08AD006E to complete the process. Refer to OAC 340:40-13-2(g) for the special needs approval process with in-home providers.
5. The Adult and Family Services (AFS) 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. When information is inconsistent, AFS Child Care Subsidy staff contacts the parent or caretaker and the professional who signed the document for further clarification. AFS Child Care Subsidy staff enters the information gathered in Family Assistance/Client Services (FACS) case notes and emails the AFS worker to advise of approval or denial.
6. Per OAC 340:110-1-9.1, Child Care Services (CCS) licensing staff monitors the facility's ability to meet the child's needs each time a visit is made to the facility.
7. Before scoring Form 08AD006E, AFS Child Care Subsidy staff ensures inconsistencies on the form have been resolved or the parent or caretaker's answers have been adjusted.
(1) When certification requirements for the special needs rate are met, AFS Child Care staff sends a copy of Form 08AD006E to the parent or caretaker, the provider, the AFS worker, and CCS licensing staff for their records.
(2) When certification requirements for the special needs rate are not met, AFS Child Care staff sends Form 08MP038E, Client Notice of Action Taken, to the client and provider. When the parent or caretaker still wants to use the facility, the child continues to receive the applicable daily, blended, or weekly unit type for the child's age.
(3) AFS Child Care Subsidy staff scans Form 08AD006E, Form 08AD007E, Scoring Sheet for Special Needs Rate Determination, and Form 08MP038E, when applicable, into imaging and attaches it to the packet labeled "Special Needs Request."
8. (a) When a child care provider refuses to care for the child until the higher special needs rate is approved, the worker informs the provider it is an Americans with Disabilities Act (ADA) violation. When the provider continues to refuse, the worker files a complaint with the United States Department of Justice, Civil Rights Division by following hyperlinked instructions at http://www.ada.gov/filing_complaint.htm.
(b) When the child starts child care before the special needs rate is approved, the AFS worker or child welfare specialist initially authorizes care using a standard unit type for the child.
(c) When the higher rate is approved, AFS Child Care Subsidy staff changes the coding on the authorization for AFS cases and enters documentation in FACS case notes. For Child Welfare Services (CWS) cases, Child Care Subsidy staff contacts the KIDS Help Desk and requests the higher rate be applied.
9. Once the CCS licensing specialist advises AFS Child Care Subsidy staff the provider failed to meet requirements or no longer meets the child's needs, AFS Child Care Subsidy staff changes the coding to the standard unit type on the authorization for AFS cases and enters documentation in FACS case notes. AFS Child Care Subsidy staff notifies the KIDS Help Desk to change the authorization for a CWS case.