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4.3.12.12 BSF Waiting List Management

ISSUE DATE: 08/2025

Adding families to a waiting list

Agencies should use allocation information and other factors to determine whether or not to start a waiting list for their agency. See Chapter 16.36 (BSF Waiting List Considerations) for more guidance on whether to start a waiting list.

When BSF funds are not available and the agency has determined to start a waiting list, follow the procedure below to place a family on the waiting list:

· Perform a preliminary determination of eligibility based on family size, income, and authorized activity. If it appears that the family would be eligible, add the family to the waiting list. NOTE:

· Families who are temporarily ineligible at the time they make an assistance request or submit an application must be added to the waiting list if it appears that they will be eligible.

· Verifications are not required to complete a preliminary determination of eligibility.

· Determine the highest priority group for which the family qualifies. See Chapter 4.3.12.9 (BSF Priorities). Add the family to the appropriate priority group.

· The waiting list date is the date the family contacted the agency, the date agency received an application, or the date required for TYE and Portability Pool priority categories. See Chapter 4.3.12.9 (BSF Priorities).

Inform the family of the priority group determination and the number of families on the waiting list or an estimated time that they will spend on the waiting list before reaching the top. For more information on starting and maintaining a BSF waiting list, see the CCAP Administrative Guide that is available at DHS-SIR > MEC2 > Worker Resources > CCAP Guides. The guide provides information about how to implement BSF Waiting List policy, including:

· Waiting list considerations

· Forms for waiting list screening and management

Waiting list review and reporting

Review and update the waiting list at least every six months. It is important to keep the list up to date, as it can affect your agency’s funding. Agencies must follow the waiting list review process identified in the agency’s county or Tribal fund plan.

See Chapter 16.39 (BSF Waiting List Reporting) for information about agencies’ responsibilities to report waiting list numbers to DCYF on a monthly basis.

Removing families from the waiting list

Serve families in the highest priority group before serving families in lower priority groups.

When funding becomes available:

· Go to the top of the list and determine the number of eligible families the funding will cover.

· If available funding will cover families receiving MFIP/DWP Child Care for Student Parents, Transition Year Extension or Portability Pool child care subprograms while on the waiting list, approve a subprogram switch. Do not require a new application.

· If available funding will cover families not currently receiving CCAP, send the family an application and request required verifications. See Chapter 7.3 (Verifications – Initial Application).

· If the family at the top of the list is temporarily ineligible for child care, leave the family at the top of the list of their priority group for up to 90 days and serve the next family on the list. Check your county and Tribal child care fund plan to determine whether your agency has chosen to reserve the family’s position for more than 90 days.

Legal authority:

Minnesota Statutes 142E.04 Subd. 2
Minnesota Rule 3400.0035
Minnesota Rule 3400.0060
Minnesota Rule 3400.0040

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