Child Care 12 Month Review

1. Child Care 12 Month Review SMRFS The Policy and Process of August 2005

2. Definition of a SMRF: SMRF (noun): A Six Month Report Form used to confirm household circumstances and report household changes at the mid-point in a twelve month period of eligibility in place of a face to face review. To SMRF (verb): The act of submitting / or being required to submit a Six Month Report Form.

3. Objective of the Child Care 12 Month Review: • Currently Child Care (CC) AGs are required to have a face to face review every six months. Most FoodShare (FS) AGs are required to have a face to face review every 12 months and to submit a SMRF at the six month point in a 12 month certification period or period of eligibility. The purpose of this project is to transition CC to the FS SMRF process and to synch up CC SMRF dates and review dates to FS dates. This will result in: • Workload reduction for local agencies. • Better customer service to working families receiving subsidized child care.

4. Transitioning Child Care to SMRFing: • Effective 8/26/05, a Child Care AG that is open and ongoing will transition to the 12 month review and SMRF the next time a face to face review takes place and eligibility is run and confirmed open. This will occur whether or not FoodShare is open and regardless of how the worker answers the review question “Is this a review for FS?” on ANRQ. How this question is answered determines how the FS/CC review date is set. If answered ‘Yes’, the FS/CC review date will synch up and be pushed out 12 months. If answered ‘No’, the FS/CC review date will synch up to the FS review date that existed prior to the review. • When an application for Child Care is confirmed open and there is no FS AG open, the CC review date will be set for 12 months and the SMRF date will be set for 6 months. • For a case that has open CC and a FS Regular or Categorically Eligible AG, the CC AG review/SMRF date will change to synch up with the FS review/SMRF date. • CC will set its own 12 month review date if the FS unit is Homeless, Migrant Workers, or Transitional FoodShare. • The CC AG will synch up with the EBD FS unit for the 12 month review and will set its own SMRF date.

5. TRANSITIONING CHILD CARE to SMRFing On the CARES MAINFRAME

6. Enter ASER and the case num to begin the review. This case has ongoing FS; we will be adding CC.

7. Entering a ‘Y’ to this question will cause the review date for FS to be recalculated. The CC review/SMRF dates will be synched up with the new FS review/SMRF dates. If you enter N to this question, it means that this is not a review for FS. The CC review/SMRF dates would sync up to the existing FS review/SMRF dates.

8. The Review Driver has been initiated. Continue through the review screens as normal.

9. Be sure to answer ‘Y’ to the CC program of assistance request on ACPA.

10. Enter the CC participation activity on ANCI.

11. On EFAD, the FS type will be displayed. This FS AG has SMRFing requirements.

12. Continue on through the remaining screens. On AGEC, confirm the benefits to complete the review.

13. You can see the review dates that were set by tranning to AGOR.

14. The CC and FS review dates have both been set to 08/31/2006. A worker must have a security level of 50 or higher in order to override the CC review date, because an override can make the FS and CC review/SMRF dates out of synch.

15. To track the SMRF dates, tran to ANIR to view the actions taken on the SMRF.

16. Six Month Report Forms Reminder Letter: There is one Reminder Letter that is sent for FS and CC AGs. This letter will be sent in month 4 or the beginning of month 5, to all FS and CC AGs that are open for month 5 of the review cycle. FS / CC SMRF and Instructions: These forms are now called the FoodShare and/or Child Care Six-Month Report Form, and the FoodShare and/or Child Care Six-Month Report Instructions. The forms have been modified to include CC in this process. The FS / CC SMRF and Instructions will be mailed in month 5, or at the beginning of month 6, to all cases with FS and/or CC AGs open for month 6. CC Add On: The Additional Information for Child Care form is a new form created to collect additional information needed for CC. This form will be mailed along with the FS / CC SMRF when the case has an open CC AG. Incomplete Letter: The Incomplete Letter now contains two sections. The first section identifies incomplete items on the FS / CC SMRF and the second section identifies incomplete items on the CC Add On. Local Agencies will continue to print and mail these notices.

17. Certification Period (12 months) Month 3 Month 4 Month 5 Month 6 Month 7 Important Dates in the SMRF process: Month 4 - The Reminder Month A reminder letter will go out in month 4 of the review cycle. This will occur the weekend after adverse action in month 4 for cases where the CC and / or FS AG is open for month 5. A second run to generate the reminder will occur at the beginning of month 5 to pick up cases that closed at adverse action and reopened by the end of the month. The letter will tell the customer that a SMRF will be sent in month 5 and that paystubs for month 5 will need to be submitted. Month 4 is called the reminder month.

18. Certification Period (12 months) Month 3 Month 4 Month 5 Month 6 Month 7 Important Dates in the SMRF process: Month 5 - The Sent Month The SMRF will go out in month 5 of the review cycle. This will occur the weekend after adverse action in month 5 for cases where the CC and / or FS AG is open for month 6. A second run to generate the SMRF will occur at the beginning of month 6 to pick up cases that closed at adverse action and reopened by the end of the month. Month 5 is called the sent month.

19. Certification Period (12 months) Month 3 Month 4 Month 5 Month 6 Month 7 Important Dates in the SMRF process: Month 6 - The Process Month The completed SMRF and supporting verifications are due back by day 5 of month 6 of the review cycle. However, the SMRF can be processed at any time in month 6. If it is not processed by adverse action, the CC and / or FS AG will close in batch. If the SMRF is later processed before the end of the month, the AG(s) will reopen. This mirrors the process that is currently in place for review dates. Month 6 is called the process month.

20. Certification Period (12 months) Month 3 Month 4 Month 5 Month 6 Month 7 Important Dates in the SMRF process: Month 7 Processing If the SMRF for CC and/or FS is not processed by the end of month 6, the AG(s) will close. The only way to reopen the FS AG is with a new application. The CC AG can be reopened in month 7 by processing the SMRF for the CC AG. The CC AG will be tested at 200% FPL and the CC SMRF/review dates will synch up with the existing FS SMRF/review dates. If the CC AG closed for not processing a SMRF in month 6, and remains closed through month 7, the CC AG can only be opened after month 7 with a new application and it will be tested at the 185% FPL.

21. Important Dates in the SMRF process: • For a new CC application on an open FS case that is subject to SMRFing and synching up with FS review and SMRF dates: • If the CC application occurs prior to the reminder letter being sent, the same rules as above apply. • If the CC application occurs after the reminder letter is sent for FS but before the SMRF is sent, a second reminder letter will not be sent. The form that is sent will be applicable to CC and FS. • If the CC application occurs after the SMRF is sent for FS but before it is received and processed, a second form will not be sent. No CC SMRF will be required in this scenario. ANIR will display the code NCS – No Child Care SMRF required. When the SMRF is processed, CC dates will be synched up with the FS review/SMRF dates.

22. Certification Period (12 months) Month 3 Month 4 Month 5 Month 6 Month 7 NOTE: customers must always be given 10 days to verify reported changes. For example, if verification was requested on August 26 (which is in month 6) and was received timely on September 2 (during month 7), FS and / or CC benefits would re-open as of September 1. May 05 June 05 July 05 Aug 05 Sep 05

23. Reviewing CC SMRF for Completeness • The caseworker needs to review and determine if the SMRF is complete for the FS and/or CC AG. In order to be complete for the CC AG, certain information on both the FS/CC SMRF and the CC Add On form must be completed. • On the FS/CC SMRF, Sections 1, 3, and 4 must be answered ‘Yes’ or ‘No’ indicating if a change has occurred. Section 2 is not required for the CC AG. If the case does not have an open FS AG at the time the SMRF is mailed, the checkboxes for this section will be blacked out. The FS/CC SMRF must be signed by the CC participant to be considered complete. • On the CC Add On form, Section A must identify an activity type for each adult and minor parent in the CC AG. The names of individuals in the current CC AG who must be in an approved activity will be pre-printed on the form. If other adults or teen parents have been reported as moving into the household, their activity type must also be identified in this section or on a separate sheet of paper. The daily start and stop times do not need to be entered in order for the CC Add On to be complete or processed. • Section B is not required for the CC Add On form to be complete or processed. This section is used to facilitate the communication of authorization information needed in order to authorize CC for eligible CC AGs. • Section C must be signed by the participant in the CC AG. • **Please refer to Ops Memo 04-27 for the definition of what is required for a complete SMRF for the FS AG.

24. PROCESSING A SMRF On the CARES MAINFRAME

25. MNRP is the Interim Reports Menu. From here you can choose which option you need for working with the Six Month Report Forms.

26. Let’s look at CMIL.

27. Multiple cases can be recorded at the same time. Both web and mainframe cases may be entered on CMIL. Enter the case number and the date received. CMIL is a screen that can be used by local agency clerical staff to record the receipt of a SMRF and/or CC Add On form in their office. CMIL can be used to record receipt of both CARES Worker Web and mainframe cases. If a CC Add On form arrives separately from the SMRF at the agency, a received date would be entered for each date that a form was received. The SMRF is not evaluated for completeness, or whether it is for CC and/or FS at this time. The case worker will make those determinations and record any actions taken on ANIR.

28. A message tells you that the updates have been successful.

29. View AQIR to see that the updates entered on CMIL have been applied.

30. Select a case to work with by using either an “X” or “S”. Use PF14 to go to ANIR to record an action on the SMRF. Use PF15 to establish a SMRF driver flow on ACDF. We will use PF15 for this case. Screen AQIR is also displayed when you first log in – if there are any SMRF cases with an action pending.

31. On ACDF select from the Case Driver Options, and select All IR Screens. This will schedule all screens listed in this section

32. The Case Mode is now ACDF On. Continue through the scheduled screens. You may need to directly tran to some screens (such as ANCI – Child Care Participation Information) which are not in the ACDF driver.

33. From AQIR you can also select cases to record the actions taken on a SMRF. Select the case with “X” or “S” and PF14 to get to ANIR.

34. The receipt of a SMRF can be directly recorded on ANIR (instead of on CMIL). Enter the Action Date, the Action Code “REC” and select the FS or CC column with an “X”.

35. When a SMRF has been reviewed and determined to be complete, CMP would be entered as the Action Code. If a form is determined to be incomplete enter INC for the Action Code. Select the FS and/or CC column. To record a new action, enter the Action Date and Action Code. Because this form was determined incomplete, we can use PF16 to go to CNSL to create a letter for an incomplete SMRF.

36. Enter a valid printer id. This first section refers to the FS/CC SMRF. Select any items that are not complete.

37. The next section is used to identify items not completed on the additional Child Care form.

38. Enter comments as needed and create the letter.

39. PROCESSING A SMRF On the CARES WORKERWEB

40. Select the Worker Tools link.

41. Select the Pending Six Month Report Forms link.

42. Click the Magnifying Glass/View Record button next to the case you wish to work with. This will take you to the Case Summary. The Pending Six Month Report Form on CWW is equivalent to AQIR – Pending Interim Report Forms on CARES mainframe.

43. Select the View/Record Six Month Report Actions button. Click the Next Button

44. Record Six Month Report Actions on CWW is the equivalent of ANIR – Record Interim Report Actions on CARES Mainframe.

45. Click the Add button to save the information. Enter the Action Date Select an Action from the dropdown Action Code box. Select the checkbox for FS and/or CC.

46. The Action Date and Action Code have been added to the list of actions taken on this SMRF. Chick the Next button to continue to the Case Comments. Click Previous to return to the Case Summary.

47. CARES screen ANIR, or Workerweb page Record Six Month Report Actions, is used to track the status of the SMRF for CC and/or FS. The normal sequence of status codes includes: SMM (SMRF Month Calculated): Set by CARES when an application has eligibility run and confirmed, and when a review is completed. This code is not shown on the screen. RMD (Reminder Letter Sent): Set by CARES when a reminder letter is sent the weekend after Adverse Action in month 4, or at the beginning of month 5. SNT (Form Sent): Set by CARES when a SMRF is sent the weekend after Adverse Action in month 5, or at the beginning of month 6. REC (Form Received): Worker entered on CMIL when a SMRF form is received back at the local agency. INC (Incomplete Form): Worker entered after the form has been reviewed and determined incomplete. Recorded separately for CC and FS. CMP (Complete Form): Worker entered after the form has been reviewed and determined complete. Recorded separately for CC and FS. PRO (Processed): Set by CARES after a complete SMRF and all verifications have been received and entered, and eligibility for month 7 of the 12 month review cycle has been run and confirmed. Recorded separately for CC and FS. Additional codes for SMRF status are: DUP (duplicate form sent) Set by CARES when a duplicate form is requested from CNHS. MNL (manual form, given or mailed to the client, not generated from CARES) Worker entered. NCS (no child care SMRF required) Set by CARES when the CC Add On has not been sent because CC opened after the SMRF was sent for FS. SMRF Status Codes

48. The Child Care Add On Form

50. In Section A an activity type must be identified for each adult and minor teen parent in the CC AG. The section displays the pre-printed names of individuals in the current CC AG who must be in an approved activity in order for CC eligibility to exist. If other adults or minor teen parents have been reported on the FS/CC SMRF as moving into the household, their activity type must also be identified on the CC Add On or a separate piece of paper. The daily start and stop times do not need to be entered in order for the CC Add On to be complete or processed for CC.