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8.1.21 Other Changes

ISSUE DATE: 03/2026

Changes in citizenship or immigration status

See Chapter 4.15 (Child’s Citizenship and Immigration Status) for eligibility requirements for eligible immigration status of children in the CCAP family.

· If a child in a CCAP family has not verified their citizenship or immigration status and requests child care in a setting not subject to public educational standards, the Service Authorization cannot be issued until citizenship or immigration status is verified.

· If a child in the CCAP family has an end to their immigration status prior to the end of the 12-month eligibility period and the child is not attending a setting subject to public educations standards, end care with a 15-day notice.

· If none of the child(ren) for whom assistance is requested meet citizenship or immigration requirements:

· Suspend care during the 12-month eligibility period. See Chapter 8.9 (Suspending)

· Terminate eligibility at redetermination. See Chapter 7.12 (Verifying Citizenship and Immigration Status).

Change in custody or visitation schedule

If there is a change in a family’s custody or visitation schedule:

· If the children spend more time in the household and additional care is needed, authorize additional child care hours once the parent confirms the need for increased hours.

· If the children spend less time in the household, adjust the family’s Service Authorization based on when the child is in the household. Give a 15-day adverse action notice before reducing authorized hours. Follow instructions in the MEC2 User Manual for Decrease in Authorized Hours of Care Requires a 15-Day Notice.

· If the child is no longer in the CCAP household:

· If the absence is expected to be temporary, you may suspend the case or make the family temporarily ineligible. See Chapter 8.9 (Suspending) and Chapter 8.6 (Temporary Ineligibility).

· If the absence is permanent, remove the child from the household. If there are no other eligible children in the CCAP household, you may terminate the family’s eligibility. See Chapter 8.15 (Termination).

Change in child’s age to 13 or 15

When a child who is currently authorized for CCAP turns age 13, or when a child who is currently authorized for CCAP with a documented disability turns age 15, end the child’s Service Authorization on the child’s birthdate. The child remains eligible for CCAP until the family’s next redetermination. Because of how age is calculated in MEC2, the system may not recognize that a child has turned age 13 or 15 until the next biweekly period. If care is still needed after the child turns age 13 or 15, the parent must contact their CCAP worker and request care be authorized.

Care can only be authorized for a 13-year-old or authorized for a 15-year-old with a documented disability if the child was authorized to receive CCAP at the time they turned 13 or 15.

If the family or provider is requesting a special needs rate to care for a child over age 12, see Chapter 9.15.15 (Special Needs).

Authorizing care with a licensed family child care provider, certified license exempt center, or legal nonlicensed provider

When care is requested for a 13-year-old or when care is requested for a 15-year-old with a documented disability at a licensed family child care provider, certified license exempt center, or legal nonlicensed provider:

· Case note the parent’s request.

· Authorize care to start/reopen the later of:

· the date care ended,

· the date the parent wants care to begin, or

· the earliest date care can be paid if a provider provided care without receiving a Service Authorization and billing form. See Chapter 9.3 (Payments to Providers).

· Authorize care at the same level authorized prior to the child’s 13th or 15th birthdate, unless the parent verifies a need for additional hours.

Authorizing care with a licensed center

When care is requested for a 13-year-old or when care is requested for 15-year-old with a documented disability at a licensed center:

· Obtain documentation of the licensing variance allowing the provider to care for the 13 or 15-year-old child.

· Ask the parent to get a copy of the variance from the provider and submit to the CCAP agency.

· If the parent signs an authorization to release information, the CCAP agency may request a copy of the variance directly from the provider.

· Do not authorize care if a copy of the licensing variance is not submitted.