PART 17: DIVISION OF EARLY CHILDHOOD CARE AND …

TITLE 18: HUMAN SERVICES

PART 17: DIVISION OF EARLY CHILDHOOD CARE AND DEVELOPMENT

CHILD CARE PAYMENT PROGRAM POLICY MANUAL

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CHILD CARE PAYMENT PROGRAM (CCPP)

POLICY MANUAL

MISSISSIPPI DEPARTMENT OF HUMAN SERVICES

DIVISION OF EARLY CHILDHOOD CARE AND DEVELOPMENT

200 SOUTH LAMAR STREET

JACKSON, MISSISSIPPI 39201

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MISSISSIPPI CCPP POLICY MANUAL TABLE OF CONTENTS

Revised 02-01-19

Page Subject

1000 INTRODUCTION

1000 GENERAL

1000 LEGAL AUTHORITY

1000 PURPOSE

1001 NON-DISCRIMINATION STATEMENT

1001 ORGANIZATIONAL STRUCTURE OF CCPP

1001 MDHS as Lead Agency

1001 SECAC (State Early Childhood Advisory Council) Role

1002 Partner Roles in Administration of Program

1003 CONTENTS OF THE CCPP POLICY MANUAL

2000 DEFINITIONS

2000 ABSENT DAY

2000 ABUSED CHILD

2000 ACTUAL CLASSROOM HOURS

2000 ADMINISTRATIVE AGENCY APPEAL HEARING

2000 ADMINISTRATIVE DISQUALIFICATION HEARING

2000 ADULT

2000 AGENCY ERROR (AE)

2000 AUTHORIZED REPRESENTATIVE

2000 CARE GIVER

2001 CCPP-APPROVED PROVIDER

2001 CENTER BASED PROVIDER

2001 CHILD CARE AND DEVELOPMENT FUND (CCDF)

2001 CHILD CARE CERTIFICATE

2001 CHILD CARE DEVELOPMENT BLOCK GRANT (CCDBG)

2001 CHILD CARE PAYMENT LEDGER

2001 CHILD CARE PAYMENT PROGRAM (CCPP)

2001 CHILD CARE PAYMENT SYSTEM (CCPS)

CCPP Policy Manual |TOC 3

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PAGE SUBJECT

2001 CHILD CARE REFERRAL & RESOURCE CENTER (CCR&R)

2002 CHILD CARE SERVICES

2002 CHILD CARE SLOT PROVIDER

2002 CHILD CARE STAFF

2002 CHILD WITH SPECIAL NEEDS

2002 CHILDREN IN PROTECTIVE SERVICES

2002 COMPREHENSIVE CHILD CARE CENTER

2002 CONSUMER EDUCATION WEBSITE

2002 CO-PAYMENT FEE

2002 CRITICAL VIOLATION

2003 DEGREES OF KINSHIP ACCORDING TO THE LAW

2003 DESIGNATED STUDY HOURS

2003 DIRECTOR

2003 DIRECTOR DESIGNEE

2003 EARLY CHILDHOOD ACADEMY (ECA)

2003 EDUCATIONAL HOURS

2003 EDUCATIONAL PROGRAM/JOB TRAINING

2003 Attending Educational Program/Job Training

2003 ELIGIBLE CHILD

2004 ELIGIBILITY PERIOD

2004 EXCESSIVE ABSENCES

2004 FAMILIES WITH VERY LOW INCOMES

2004 FAMILY CHILD CARE PROVIDER

2004 FAMILY UNIT

2004 FULL-TIME CHILD CARE

2004 GROSS INCOME

2004 HEALTHY FAMILIES MISSISSIPPI (HFM)

2004 HOMELESS CHILDREN


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PAGE SUBJECT

2005 IMPROPER PAYMENT

2005 INCOME

2005 INFANTS

2005 IN LOCO PARENTIS

2005 INTENTIONAL PROGRAM VIOLATION (IPV)

2005 LEAD AGENCY

2005 LICENSE-EXEMPT CHILD CARE PROVIDER

2006 LICENSED CHILD CARE PROVIDER

2006 LICENSING OR REGULATORY REQUIREMENTS

2006 MISSISSIPPI EARLY LEARNING STANDARDS

2006 NATURAL DISASTER

2006 NEGLECTED CHILD

2006 NON-TRADITIONAL CARE

2007 NOTICE OF REDETERMINATION (PARENT)

2007 NOTICE OF REDETERMINATION (PROVIDER)

2007 PARENT

2007 PARENT WITH A DISABILITY

2007 PART-TIME CHILD CARE

2007 PROVIDER INTEGRATED PORTAL (PIP)

2007 PRESCHOOL-AGE CHILD

2007 PRIORITY POPULATION

2007 PROVIDER

2007 PROVISIONAL CHILD CARE CERTIFICATE

2008 REDETERMINATION OF ELIGIBILITY

2008 RESIDING/LIVING WITH

2008 SCHOOL-AGED CARE

2008 SCHOOL-AGED CHILD

2008 SEASONAL WORKERS


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PAGE SUBJECT

2008 SERIOUS INJURY

2008 SOCIAL SECURITY BENEFITS

2008 STANDARD CHILD CARE CENTER

2008 STATE EARLY CHILDHOOD ADVISORY COUNCIL (SECAC)

2008 STATE MEDIAN INCOME (SMI)

2009 SUBSTANTIATED CHILD ABUSE

2009 SUMMER CARE

2009 SUPPLEMENTAL SECURITY INCOME (SSI)

2009 TEEN PARENT

2009 TEMPORARY ASSISTANCE FOR NEEDY FAMILIES (TANF)

2009 TEMPORARY CHANGE

2009 TEMPORARY LONG-TERM ABSENCES

2009 TERMINATED CHILD CARE CERTIFICATE

2009 TODDLER

2010 TRANSITIONAL CHILD CARE (TCC)

2010 UNINTENTIONAL PROGRAM VIOLATION (UPV)

2010 WORK REQUIREMENT

3000 PRIORITY POPULATIONS

3000 ELIGIBILITY GUIDELINES BY PRIORITY GROUP

3000 TANF and TCC Clients

3000 Homeless Clients

3001 Children in Custody or Supervision of the Mississippi Department

of Child Protection Services (MDCPS)

3001 Children Being Served By Healthy Families Mississippi (HFM)

Home-Visitation Program

3001 Teen Parent

3001 Special Needs Populations


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PAGE SUBJECT

3002 Children of Parent(s) Deployed in the Mississippi National Guard

or Reserve

3002 Very Low-Income and Low-Income Families

4000 PARENT APPLICATION PROCESS

4000 Before Initiating Application

4000 Initiating Application

4001 After Submitting Application

4002 DECCD Application Processing

4002 PARENT APPLICATION PROCESS FOR SLOT PROVIDERS

4002 NON-AVAILABILITY OF FUNDS/WAITLIST

5000 PARENT ELIGIBILITY REQUIREMENTS

5000 PARENTAL CHOICE

5000 ELIGIBILITY REQUIREMENTS

5000 PROOF OF ELIGIBILITY REQUIREMENTS

5001 Proof of Age

5001 Proof of Income

5001 INCOME CALCULATIONS

5002 Calculating Income

5002 Countable Income

5002 Non-Countable Income

5003 Proof of Work/Education or Training

5004 Proof of Relationship or Guardianship

5004 Proof of State Residency

5005 Proof of Identity

5005 Proof of Child Support Cooperation

5005 Proof of Special Needs/Disability

5005 TEEN PARENT ELIGIBILITY REQUIREMENTS

5006 REASONS FOR INELIGIBILITY


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PAGE SUBJECT


5006 REPORTING REQUIREMENTS


5008 TERMINATION REASONS DURING REDETERMINATION

PROCESS

5008 REASONS FOR TERMINATION

6000 REGISTRATION AND CO-PAYMENT FEES

6000 REGISTRATION/ACTIVITY FEE

6000 CO-PAYMENT

6000 Determining Who Pays a Co-Payment Fee

6000 No Co-Payment Fee

6000 Minimum Co-Payment Fee

6001 ASSESSING CO-PAYMENT FEES PER CHILD

6001 NON-PAYMENT OF CO-PAYMENT FEES

6001 CO-PAYMENT REIMBURSEMENTS

6001 Higher Rate

6002 Lower Rate

6002 PRORATING CO-PAYMENT FEES

7000 PROVIDER APPLICATION PROCESS

7000 CHILD CARE PAYMENT PROGRAM (CCPP) APPROVES THE

FOLLOWING TYPES OF CHILD CARE PROVIDERS

7000 Center Based Child Care Providers

7000 Family Child Care Provider

7000 In-Home Child Care Provider

7000 CCPP PROVIDER REQUIREMENTS

7002 COMPLETION OF APPLICATION PROCESS

7002 MSDH PERFORMS THE FOLLOWING REQUIRED CCPP

FUNCTIONS FOR PROVIDERS


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PAGE SUBJECT

7002 Licensure/Regulatory

7003 Criminal Background Checks

7004 STANDARD DESIGNATION

7004 COMPREHENSIVE DESIGNATION

7005 CCPP HEALTH AND SAFETY ORIENTATION TRAINING

7006 ONGOING PROFESSIONAL DEVELOPMENT

7006 Prevention and Control of Infectious Diseases

7006 Prevention of Sudden Infant Death Syndrome and the Use of Safe-

Sleep Practices

7007 Administration of Medication, Consistent With Standards for

Parental Consent

7008 Prevention of and Response to Emergencies Due to Food and

Allergic Reactions

7008 Building and Physical Premises Safety

7009 Prevention of Shaken Baby Syndrome, Abusive Head Trauma, and

Child Maltreatment

7009 Emergency Preparedness and Response Planning for Emergencies

Resulting From a Natural Disaster or a Human-Caused Event

7010 Handling and Storage of Hazardous Materials and Appropriate

Disposal of Bio-Contaminants

7010 Precautions in Transporting Children

7011 Pediatric First Aid and Cardiopulmonary Resuscitation (CPR)

Certification

7012 Recognition and Reporting of Child Abuse and Neglect

7012 DISCIPLINE OF CHILDREN

7012 Suspension and Expulsion of Children

8000 APPROVED PROVIDER PROCESS AND PROCEDURES


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PAGE SUBJECT

8000 CHILD CARE PAYMENT PROGRAM (CCPP) APPROVED

PROVIDER PROCESS AND PROCEDURES

8000 REIMBURSEMENT RATES

8000 CO-PAYMENT AND OTHER FEES

8001 PAYMENT PROCESS

8001 PARENT CHOICE OF PROVIDER

8002 PARENT COMPLIANCE

8002 ALLOWABLE LEAVE TIME FOR PARENTS

8004 PAYMENT LEDGER CYCLE

8004 LEDGER PAYMENTS

8004 LEDGER ADJUSTMENTS

8004 Payment Adjustment Form

8004 Overpayment/Underpayment

8005 Certificate Error

8005 Duplicate Children on the Ledger

8005 TYPES OF CARE

8005 Standard Care

8005 Full-Time

8005 Part-Time

8005 Non-Traditional Care

8006 REIMBURSEMENT

8006 Full-Time Reimbursement Rates

8006 Part-Time Reimbursement Rates

8006 GARNISHMENTS/LEVIES

8006 LICENSURE REVOCATION OR CLOSURE BY MSDH

8007 PROVIDER CHANGE OF STATUS

8007 Procedure for Transfer of Ownership

8007 New Owner


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PAGE SUBJECT

8007 Previous Owner

8007 TAX IDENTIFICATION

9000 PROGRAM COMPLIANCE

9000 CHILD CARE FACILITY COMPLAINT PROCESS

9000 Making a Complaint

9000 Record of Complaints

9000 Types of Complaints

9000 Health and Safety Regulatory

9001 Financial or Program Violations

9001 REFERRALS TO MSDH

9001 MONITORING RESPONSIBILITIES

9001 Licensed Child Care Centers

9001 License-Exempt Providers

9002 Unlicensed Providers (Family Child Care)

9002 Training of Monitoring Agents

9002 Record Reviews

9003 Fines

9003 Findings for Health and Safety Violations

9004 Public Posting Of Inspection Reports


9004 Threshold

9004 Types

9004 Agency Error (AE)

9004 Unintentional Program Violation (UPV)

9004 Intentional Program Violation (IPV)

9004 Definition

9004 Examples of IPV

9005 Findings


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PAGE SUBJECT

9005 Penalties for Providers

9005 First Offense

9005 Second Offense

9005 Third Offense

9005 Penalties for Recipients

9006 First Offense

9006 Second Offense

9006 Third Offense

9006 RECOVERY OF FUNDS

9006 From Child Care Providers

9006 Recoupment

9006 Repayment Agreement

9006 ADMINISTRATIVE AGENCY APPEAL

9007 CIVIL ACTION

9007 CRIMINAL PROSECUTION

10000 CHILD CARE CONSUMER EDUCATION

10000 Website

10000 Additional Consumer and Provider Education

10000 Inspection Reports

10000 Social-Emotional and Behavioral Issues

10001 DEVELOPMENTAL SCREENINGS


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MISSISSIPPI [CHAPTER 1: INTRODUCTION]

Revised 02-01-19

GENERAL

The Child Care Payment Program (CCPP) is administered by the Division for Early Childhood

Care and Development (DECCD) at the Mississippi Department of Human Services (MDHS).

The CCPP is designed to provide child care assistance to qualifying parents and guardians.

The CCPP is designed to assist low-income Mississippi families by offering a seamless system

of high-quality child care through the Child Care and Development Fund (CCDF) subsidy

program. The CCDF provides federal funds to subsidize the cost of child care for low-income

families who are engaged in work, education, or job training and who have children under the

age of 13 or children under age 19 who have special needs. Information contained in this manual

is in compliance with the Child Care and Development Block Grant (CCDBG) Act of 2014,

CCDF regulations, and the CCDF state plan. The CCDBG is designed to improve the overall

quality of child care by defining health and safety standards for child care providers, enhancing

the child care workforce, and offering CCDF recipients a choice in affordable child care from all

available child care providers who participate in the CCPP. DECCD assists eligible parent(s) in

pursuing child care assistance by providing access to a list of CCPP-approved providers, and

information on child development while helping parents make informed consumer choices.

DECCD also provides assistance and support to child care providers who aspire to offer the best

quality child care possible. CCPP-approved providers are responsible for providing early

childhood learning in an environment that meets health and safety standards outlined in the

CCDBG.

LEGAL AUTHORITY

CCDF is authorized under the CCDBG which was enacted under the Omnibus Budget

Reconciliation Act of 1990. The CCDBG Act was amended and reauthorized by the Personal

Responsibility and Work Opportunity Act of 1996, and again by the CCDBG Act of 2014.

PURPOSE

The CCDBG enhanced the statutory purposes of the CCDF program to better balance the dual

purposes of promoting children’s healthy development and school success and to support parents

who are working or in training or education:

To allow each State maximum flexibility in developing child care programs and policies

that best suit the needs of children and parents within that State;

To promote parental choice to empower working parents to make their own decisions

regarding the child care services that best suits their family’s needs;

To encourage States to provide consumer education information to help parents make

informed choices about child care services and to promote involvement by parents and

family members in the development of their children in child care settings;

To assist States in delivering high-quality, coordinated early childhood care and

education services to maximize parents’ options and support parents trying to achieve

independence from public assistance;

CCPP Policy Manual |Chapter 1 1000

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To assist States in improving the overall quality of child care services and programs by

implementing the health, safety, licensing, training, and oversight standards established in

this subchapter and in State law (including State regulations);

To improve child care and development of participating children; and

To increase the number and percentage of low-income children in high-quality child care

settings.

NON-DISCRIMINATION STATEMENT

Individuals shall not be discriminated against on the basis of race, color, national origin, religion,

sex, age, sexual orientation, gender identity, or disability in the provision of child care services.

ORGANIZATIONAL STRUCTURE OF CCPP

MDHS as Lead Agency:

The Governor of Mississippi has appointed MDHS as the Lead Agency of the CCDBG. As Lead

Agency, MDHS has primary responsibility for compliance with all requirements of the grant,

and for administering, and coordinating all functions of the grant.

SECAC (State Early Childhood Advisory Council) Role: SECAC (State Early Childhood Advisory Council) is an advisory body in Mississippi and

provides counsel to the governor on issues related to early childhood education and development

programs, and services for children from birth to school entry including CCPP.

MDHS serves as a voting member of SECAC, and thereby influences decisions made by

SECAC. As an executive agency MDHS policies are influenced by strategic planning and goals

as set forth by the Governor of Mississippi and SECAC.

SECAC is comprised of experts in education, health care, child welfare, and mental health and

serves as the central meeting place for stakeholders in Mississippi’s early childhood system,

including public and private agencies, the early care and education workforce, parents, and the

general public. SECAC has voting representatives from the federally funded childhood

programs, state funded programs, and direct services providers. This council convenes on a

monthly basis to ensure ongoing communication and information sharing. The overall goal of

coordination is to expand accessibility and continuity of care and improve quality within the

early childhood system.

The State Early Childhood Advisory Council of Mississippi (SECAC) website (secac.ms.gov)

serves as the official consumer education website for the CCDF program in the state of


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Mississippi. The SECAC website provides child care information to parents, providers, as well

as the community.

Partner Roles in Administration of Program: CCPP must perform numerous federally mandated functions in order to remain compliant.

MDHS enlists several partners through formal agreements to perform some of those functions.

The following summarizes those roles:

1. ECA (Early Childhood Academies):

Teaches professional development for providers

Locations throughout state for convenient access

Technical Assistance (TA) through trained coaches who visit providers onsite-

includes curriculum development, childhood behavior, developmental screening,

business advising

Coaches assist providers with meeting curriculum and other requirements in Standard

Designation

Provides Resource and Referral Centers throughout state

Director of designee serves on CCPP Management Team to ensure seamless delivery

of services, and provide input on governance of program

Assists with policy revision and provides data and reports as needed

2. MECIC (Mississippi Early Childhood Inclusion Center) all services related to inclusion

of special needs children:


Provides onsite TA, consultation/coaching

Trains providers to use developmental screening tools


of services and provide input on governance of program

Assists with policy revision and provides data and reports

3. MSDH (Mississippi Department of Health)

Oversight of childcare licensure; promulgation of licensure regulations

Oversight of Professional Development structure for providers

Maintain consolidated catalogue and calendar of Professional Development classes

Establish and monitor minimum educational requirements for childcare staff

Establish and monitor continuing education for childcare staff

Conduct federally mandated Criminal Background checks for all childcare staff

Accept registration of license-exempt and unlicensed childcare providers

Monitor all licensed childcare providers for compliance with regulations

Monitor license-exempt and unlicensed providers at least once annually

Provide TA on regulation violations


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Maintain searchable list of all providers and substantiated complaints




4. NSPARC (National Strategic Planning & Analysis Research Center):

Designs and maintains the consumer education website

Designs and maintains Provider Integrated Portal (PIP)

Provides technology technical support related to PIP usage

Performs research as needed by MDHS including Market Rate Survey

Performs data analysis and reports as needed by MDHS

Assists MDHS in implementing the Standard and Comprehensive Designation project

by contacting providers to assess need for additional support in completing Standard

Designation by October 1, 2019 deadline, and by assisting with documentation

management of required health and safety trainings for child care staff

Assists MDHS with technical writing to include grant applications, assistance with

State Plan writing, and policy revision



5. Curriculum Reviewer

MDHS will contract with a neutral third party from a University level Early

Childhood Education program to provide curriculum review for all Standard

Designation applications. Contracts are being solicited at this time. This policy will

be revised when the reviewing entity is named.

6. ITS (Mississippi Department of Information Technology Services)

Administers and maintains the Child Care Payment System (CCPS) which is the

information management system for child care certificate eligibility, and provider

payment accounts

7. MCEC (Mississippi Community Education Center)

Provides family support, education and behavioral intervention for CCPP participants

Administers Child Care Resource and Referral Centers

CONTENTS OF THE CCPP POLICY MANUAL

CCPP Policy Manual is divided into chapters which contains the following material:

1. Introduction – Summarizes general information pertaining to the Child Care Payment

Program (CCPP).

2. Definitions – Provides the meaning to CCPP terminologies.


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3. Priority Populations – Describes the referred groups of individuals who are given priority

within the CCPP.

4. Parent Application Process – Outlines the parent procedures for submitting an application

for child care services through CCPP.

5. Parent Eligibility Requirements – Describes all federal and program eligibility

requirements for participating in the CCPP.

6. Registration and Co-Payment Fees – Provides guidance for the CCPP providing

registration fees and parents paying co-payment fees.

7. Provider Application Process – Outlines the federal and program policies and procedures

that child care providers must follow when participating in the CCPP.

8. Approved Provider Process and Procedures – Provides program policies and procedures

for child care providers participating in the CCPP.

9. Program Compliance – Describes possible CCPP violations and the consequences

associated with the violations, and agency efforts to ensure compliance with program

requirements.

10. Child Care Consumer Education – Summarizes the details and information displayed on

the consumer education website.


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MISSISSIPPI CHAPTER 2: DEFINITIONS

Revised 02-01-19

ABSENT DAY

Any day in which a child does not attend the child care center for the scheduled hours he/she is

enrolled.

ABUSED CHILD

A child whose parent, guardian or custodian or any person responsible for the care or support,

whether legally obligated to do so or not, has caused or allowed to be caused, upon the child,

sexual abuse, sexual exploitation, emotional abuse, mental injury, nonaccidental physical injury

or other maltreatment. An “abused child” also means a child who is or has been trafficked within

the meaning of the Mississippi Human Trafficking Act by any person, without regard to the

relationship of the person to the child.

ACTUAL CLASSROOM HOURS

The time actually spent in a classroom setting.

ADMINISTRATIVE AGENCY APPEAL HEARING

An informal proceeding held before an impartial Mississippi Department of Human Services

(MDHS) administrative hearing officer, in which an applicant or recipient appeals an adverse

agency action.

ADMINISTRATIVE DISQUALIFICATION HEARING

A hearing initiated by MDHS whenever there is documented evidence to substantiate that a

claimant of a state or federal program committed an act that constitutes a violation of said

regulations or any related state statute, with the exception of the Supplemental Nutrition

Assistance Program (SNAP).

ADULT

A person who is age eighteen (18) years or older.

AGENCY ERROR (AE)

Occurs when MDHS staff incorrectly takes action or fails to take action that causes an improper

payment.

AUTHORIZED REPRESENTATIVE

An individual who, via written authorization by the parent or legal guardian, may speak or act on

the parent’s behalf. Written authorization must come to the Division of Early Childhood Care &

Development (DECCD) directly from the parent or legal guardian and be maintained in the

parent or legal guardian’s case file in the Child Care Payment System (CCPS).

CARE GIVER

An individual at least eighteen (18) years of age with at least a high school diploma or equivalent

GED who provides direct child care, supervision, and guidance to an eligible child.


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CCPP-APPROVED PROVIDER

A child care facility that has been determined eligible by DECCD to meet the minimum

requirements to participate in the Child Care Payment Program (CCPP).

CENTER BASED PROVIDER

A non-residential facility that is licensed by the Mississippi State Department of Health (MSDH)

to regularly provide shelter and personal care for six (6) or more children who are not related to

the operator within the third degree computed according to the civil law and who receive care for

any part of a 24-hour day (Miss. Code § 43-20-5).

CHILD CARE AND DEVELOPMENT FUND (CCDF)

A federally funded program designed to improve the quality of child care and provide access to

child care services for eligible low-income families so they can work or attend an education or

job training program provided under the Child Care Development Block Grant (CCDBG).

CHILD CARE CERTIFICATE

Issued by DECCD directly to the parent of a child who has been determined eligible for CCDF

funds. A child care certificate (voucher) is assistance to the parent, not assistance to the provider

that allows a CCPP approved provider to claim CCPP reimbursement for child care services

delivered.

CHILD CARE DEVELOPMENT BLOCK GRANT (CCDBG)

The primary source of the United States federal funding for child care subsidies for low-income

working families and funds to improve child care quality.

CHILD CARE PAYMENT LEDGER

The method used in the Child Care Payment System (CCPS) for providers to record attendance

of enrolled children. Providers are paid based on the claims submitted on the payment ledger.


Child Care Payment Program is the name Mississippi uses for the CCDF program which is

administered by MDHS to provide child care assistance to eligible low-income families through

the CCDF.

CHILD CARE PAYMENT SYSTEM (CCPS)

This system is used by DECCD staff to process parent applications and to determine eligibility.

The system is also used by parents to submit applications, as well as, by providers to submit

payment ledgers.

CHILD CARE REFERRAL & RESOURCE CENTER (CCR&R)

Function as a resource for educational materials for parents and child care providers to utilize as

educational support.


https://en.wikipedia.org/wiki/United_States

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CHILD CARE SERVICES

Care provided for a fee by a child care provider to an eligible child or children in the parent or

guardian’s absence.

CHILD CARE SLOT PROVIDER

A child care provider in receipt of funds to provide child care services according to the

requirements in a formal agreement with MDHS, for a designated number of children.

CHILD CARE STAFF

A person who cares for a child(ren) when the parent(s) and other family members are

unavailable. Including the child care director, hired staff, volunteers, and drivers.

CHILD WITH SPECIAL NEEDS

A child under the age of 19 who meets the Supplemental Security Income (SSI) definition of

disability by having a medically determined physical or mental impairment that results in marked

and severe functional limitations, that can be expected to result in death, or that has lasted or can

be expected to last for a continuous period of not less than twelve (12) months.

CHILDREN IN PROTECTIVE SERVICES

Children that are court ordered to receive Protective Services or supervision from the Mississippi

Department of Child Protection Services (MDCPS).

COMPREHENSIVE CHILD CARE CENTER A comprehensive designation is in the development phase with anticipation that a pilot program

will be implemented over the next two years. The comprehensive designation will be an optional

achievement for providers and represents a commitment on the part of a standard-designated

child care center to achieve a heightened level of quality that assures a child receives continuity

of care and learning as the child moves from one environment to the next, e.g. child care center

to public school.

CONSUMER EDUCATION WEBSITE

The State Early Childhood Advisory Council of Mississippi (SECAC) website serves as the

consumer education website for Mississippi. The website is available to parents, providers, and

the general public to ensure access to information and services within the state.

CO-PAYMENT FEE

A mandatory parent or guardian contribution to the cost of child care in the CCPP that is paid

directly from the parent or guardian to the provider and is determined by DECCD through

application of a sliding fee scale.

CRITICAL VIOLATION

Violation of rule(s) identified by the Mississippi State Department of Health (MSDH) in the

Regulations Governing Licensure of Child Care Facilities as most critical because non-


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compliance with those rules poses a threat to the health, safety, or well-being of the children in

care and to the operation of the center.

DEGREES OF KINSHIP ACCORDING TO THE LAW

The first degree of kinship refers to parents and children. The second degree of kinship refers to

siblings (brothers and sisters), grandparents, and grandchildren. The third degree of kinship

refers to uncles, aunts, nieces, nephews, great-grandparents, and great-grandchildren.

DESIGNATED STUDY HOURS

Stud hours that are allowed in a 1:1 ratio with actual classroom hours and cannot exceed actual

classroom hours.

DIRECTOR

The person who has primary responsibility for the daily operations and management of a child

care center.

DIRECTOR DESIGNEE

Any individual designated to act as the director, having all responsibility and authority of a

director, during the director’s short-term absence, as defined by the MSDH.

EARLY CHILDHOOD ACADEMY (ECA)

Provides ongoing high quality technical assistance and professional development to child care

providers and families through coaching, teaching, and referral & resource services to promote a

nurturing learning environment that encourages school readiness.

EDUCATIONAL HOURS

Hours which may be a combination of actual classroom hours and designated work hours and

cannot be carried over from week to week.

EDUCATIONAL PROGRAM/JOB TRAINING

A program offering educational or job training content. These programs must be accredited by

the State of Mississippi or a national organization. Participation may be used to meet the work

requirement for CCPP eligibility.

Attending Educational Program/Job Training - Full-time enrollment in an education

and/or job training program resulting in a degree or certificate designed to promote job

skills and employability, or a combination of the two (2). Full-time enrollment is defined

by the institution providing the education and/or job training program.

ELIGIBLE CHILD

A child whose parent(s) or legal guardian(s) meet the eligibility requirements as set forth by the

CCDBG Act.


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ELIGIBILITY PERIOD

A period of at least twelve (12) months that a family is determined eligible for CCDF child care

subsidy.

EXCESSIVE ABSENCES

A child absent from the child care provider for sixty (60) consecutive days or more.

FAMILIES WITH VERY LOW INCOMES

A family with the total family income at or below 50% of the State Median Income (SMI).

FAMILY CHILD CARE PROVIDER

A place which provides shelter and personal care for five (5) or fewer children who are not

related within the third degree computed according to the civil law to the operator and who are

under 13 years of age, for any part of the 24 hour day, whether such place be organized or

operated for profit or not. This facility must be registered and monitored by the Mississippi

Department of Health (MSDH). Previously known as In-home/Unlicensed Provider Child Care

Facility.

FAMILY UNIT

Any person living in the household who is financially or legally responsible for the care of the

child(ren).

FULL-TIME CHILD CARE

Child care provided for six (6) or more hours of a 24-hour day. Full-time child care should meet

the needs and reflect the work, education, or job training schedule of the parent.

GROSS INCOME

The parent’s income before any deductions.

HEALTHY FAMILIES MISSISSIPPI (HFM)

A home-visiting program offered by MDHS through Health Resources and Services

Administration (HRSA) federal grant funding that serves low-income pregnant mothers and

families with children younger than three (3) years old.

HOMELESS CHILDREN

The McKinney-Vento Homeless Education Assistance Improvements Act of 2001 defines

homeless children and youth as “individuals who lack a fixed, regular, and adequate nighttime

residence.” Examples of homeless children and youth include those who 1) share the housing of

other persons due to loss of housing, economic hardship, or a similar reason (sometimes referred

to as doubled-up); 2) live in motels, in hotels, or on camping grounds due to lack of adequate

alternative accommodations; 3) live in emergency or transitional shelters; 4) were abandoned in

hospitals; 5) await foster care placement; 6) have a primary nighttime residence that is not

ordinarily used as a regular sleeping accommodation for human beings; 7) live in caves, parks,


23


Revised 02-01-19

public spaces, abandoned buildings, substandard housing, and bus or train stations; and 8) are

migratory children and youth living in any circumstances described above.

IMPROPER PAYMENT

A payment made to a provider on behalf of a parent or guardian for CCDF subsidy at the time

the payment was made. The error may have been due to Agency Error (AE), Unintentional

Program Violation (UPV), or Intentional Program Violation (IPV).

INCOME

Funds received by all applicable individuals as described in this policy that are not supplemented

by any public assistance other than medical assistance or the Supplemental Nutrition Assistance

Program (SNAP). Income that is counted towards the maximum allowable income limit

includes: wages or salary (gross income of all adults in the family unit), base pay for military

personnel, net income from self-employment, unemployment compensation, worker’s

compensation, alimony (regular and ongoing payments), court-ordered and direct child support

payments (when regular and ongoing payments are received), veteran’s benefits, military

allotments, capital gains, rental income (regular and ongoing payments), dividends (regular and

ongoing payments), retirement/pension, commission, cash bonuses, and regular or lump sum

lottery payments.

INFANTS

Children from birth through 12 months.

IN LOCO PARENTIS

An individual who functions in place of a parent, if the child’s parent is unable to act as the

parent or has delegated his or her parental authority. The term describes someone who provides

care and supervision like a parent but without going through the formalities of legal adoption or

guardianship. Requires submission of a Guardianship/In Loco Parentis Verification form as part

of the Child Care Payment Program (CCPP) application process.

INTENTIONAL PROGRAM VIOLATION (IPV)

An intentional act by the parental authority or a child care provider to misrepresent or mislead by

providing false documentation or verification or intentionally omitting documentation or

verification in an effort to wrongfully obtain eligibility for services or payment, which is proven

by clear and convincing evidence.

LEAD AGENCY

The Mississippi Department of Human Services (MDHS) is the state entity that serves as the

Lead Agency for the administration of programs and services funded by the Child Care and

Development Fund.

LICENSE –EXEMPT CHILD CARE PROVIDER

A child care provider that is exempt from licensure by Mississippi statute or MSDH regulations,

because they are otherwise regulated and monitored by a separate governing entity, giving


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Revised 02-01-19

reasonable assurances as to health and safety. License exempt status is determined solely by

MSDH.

LICENSED CHILD CARE PROVIDER

A provider licensed to deliver child care services for fewer than 24 hours per day per child in a

non-residential setting.

LICENSING OR REGULATORY REQUIREMENTS

Requirements necessary for a provider to legally provide child care services in a state or locality,

including regulations and requirements established under State, Local, or Tribal law. The

Mississippi Child Care Licensing Law (see Miss. Code §43-20-3) provides the legal authority

under which the Mississippi State Department of Health (MSDH) regulates health, safety, and

welfare in licensed child care facilities.

MISSISSIPPI EARLY LEARNING STANDARDS

Goals for children from birth through four-years old. These standards include appropriate infant

and toddler developmental milestones, as well as learning for three-year-old children and

learning standards for four-year old children.

NATURAL DISASTER

Catastrophic events that cause, or may cause, substantial damage or injury to civilian property or

persons, per Section 602(a)(1) of the Robert T. Stafford Disaster Relief and Emergency

Assistance Act (42 U.S.C. 5195a(a)(1)). Examples of these events include but are not limited to

hurricanes, tornados, floods, earthquakes, fires, or snowstorms.

Each child care center is required to have an emergency preparedness plan - all activities

and processes designed to prepare for an unsafe event and deal with the immediate

emergency conditions created by or associated with the event, per the Robert T. Stafford

Disaster Relief and Emergency Assistance Act (42 U.S.C. 5195a(a)(1)).

NEGLECTED CHILD

A child i) whose parent, guardian or custodian or any person responsible for his care or support,

neglects or refuses, when able so to do, to provide for him proper and necessary care or support,

or education as required by law, or medical, surgical, or other care necessary for his well-being;

(ii) who is otherwise without proper care, custody, supervision or support; or (iii) who, for any

reason, lacks the special care made necessary for him by reason of his mental condition, whether

the mental condition is having mental illness or having an intellectual disability; or (iv) who, for

any reason, lacks the care necessary for his health, morals or well-being.

NON-TRADITIONAL CARE

Includes week night care and supervision of children for less than 24-hours per day within the

twelve hours between 6:00 p.m. and 5:59 a.m., or weekend care and supervision of children

between 6:00 p.m. Friday and 5:59 a.m. Monday.


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Revised 02-01-19

NOTICE OF REDETERMINATION (PARENT)

Informs the parent and provider of a child’s upcoming redetermination of eligibility.

NOTICE OF REDETERMINATION (PROVIDER)

Informs the provider of an upcoming redetermination of eligibility.

PARENT

A mother or father by blood, marriage, or adoption; a legal guardian; or another person standing

in loco parentis.

PARENT WITH A DISABILITY

A parent who meets the SSI definition of disability by being unable to engage in any substantial

gainful activity by reason of any medically determinable physical or mental impairment that can

be expected to result in death or that has lasted or can be expected to last for a continuous period

of not less than twelve (12) months.

PART-TIME CHILD CARE

Child care provided for fewer than six (6) hours of a 24-hour day.

PROVIDER INTEGRATED PORTAL (PIP)

The online portal through which providers access and manage information about child care

centers and staff, submit DECCD program requirements, and submit renewal of standard

applications. DECCD plans to use this online system to process provider applications for

standard designation and eventually all provider application processes.

PRESCHOOL-AGE CHILD

Children from three (3) years of age up to their first day of kindergarten.

PRIORITY POPULATION

A designated population that is treated differently than the general population for eligibility and

access purposes, in order to address a particular need of that population.

PROVIDER

The entity providing child care services as defined in this policy manual.

PROVISIONAL CHILD CARE CERTIFICATE

A child care certificate that is issued to children of parents with Temporary Assistance for Needy

Families (TANF) and Transitional Child Care (TCC) cases who are no longer qualified due to

TANF guidelines, with the exception of cases excluded for intentional program violation. The

provisional certificate is issued at the end date of the TANF or TCC case closure and allows for a

full consecutive twelve (12) months of child care subsidy. The provisional certificate is issued

upon closure of TANF or TCC cases for the remainder of a twelve (12) month period from the

initial issue date of the original certificate.


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Revised 02-01-19

REDETERMINATION OF ELIGIBILITY

Eligibility for child care assistance through the Child Care Payment Program (CCPP), which is

to be conducted no more frequently than every twelve (12) months for each certificate.

RESIDING/LIVING WITH

Living with, including taking meals and sleeping in the same house, for a majority of a seven (7)

day period beginning Sunday and ending Saturday.

SCHOOL-AGED CARE

Child care services for school-age children or those attending other educational programs such as

Head Start or public pre-K during the hours before and after the regular school day. The regular

school day is defined by the educational program providing the child care services. Extended day

care child care is available before and after school for Early Head Start and Head Start children

(6 weeks to 5 years) and school-age children (ages 5-12) who need such care due to the work,

education, or job training schedule of their parent(s).

SCHOOL-AGE CHILD

A child who is five (5) years of age or older and eligible to be enrolled in public school.

SEASONAL WORKERS

Individuals who are temporarily unemployed due to the nature of their work.

SERIOUS INJURY

Injuries that require medical attention by a licensed health practitioner or as defined by the

MSDH regulations.

SOCIAL SECURITY BENEFITS

Benefit payments to individuals or certain family members based on how long the individual

worked and whether the individual paid sufficient Social Security taxes, considered as countable

income for eligibility purposes.

STANDARD CHILD CARE CENTER

A standard designation sets a minimum standard for quality for CCPP child care providers.

STATE EARLY CHILDHOOD ADVISORY COUNCIL (SECAC)

The State Early Childhood Advisory Council (SECAC) provides counsel to the Governor on

issues related to young children and their families. SECAC is comprised of experts in education,

health care, child welfare, and mental health and serves as the central meeting place for all

stakeholders in Mississippi’s early childhood system, including the early care and education

workforce, parents, and the general public.

STATE MEDIAN INCOME (SMI)

The median income of all Mississippi employees.


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Revised 02-01-19

SUBSTANTIATED CHILD ABUSE

Cases occurring in the child care center that have been confirmed by law enforcement and/or

Mississippi Department of Human Services or a state authorized agency.

SUMMER CARE

Child care for eligible children during the summer months, when primary school settings are not

in session.

SUPPLEMENTAL SECURITY INCOME (SSI)

A monthly payment to a person for having a medically proven physical or mental condition that

causes marked and severe functional limitations that are expected to last at least twelve (12)

months in duration. Unlike Social Security Benefits, SSI benefits are not based on prior work or

a family member’s prior work. SSI is considered as countable income for eligibility purposes.

TEEN PARENT

Any student parent under the age of 18 who is either enrolled in high school full-time or

attending a full-time educational program.

TEMPORARY ASSISTANCE FOR NEEDY FAMILIES (TANF)

A federal subsidy program that provides time-limited benefits to eligible families.

TEMPORAY CHANGE

A temporary change occurs when a parent experiences temporary job loss, medical leave, change

in work schedule, or if a parent is temporarily not attending classes. A temporary change is

defined as temporary job loss, or if a working parent is temporarily absent from employment due

to extended medical leave, has changes in seasonal work schedule, or if a parent is enrolled in a

training or educational program that is temporarily not attending classes between semesters.

Assistance will not be terminated due to a temporary change.

TEMPORARY LONG-TERM ABSENCES

A child’s absence of more than sixty (60) days due to special circumstances such as chronic

illness of the child, custody situation that requires the child to spend extended time with a non-

custodial parent, or a temporary move out of state. If pre-approved by DECCD, the CCPP

certificate will not be terminated.

TERMINATED CHILD CARE CERTIFICATE

A certificate that has been used as payment for child care services for a period of time and is no

longer valid. Reasons that certificates could be terminated include but are not limited to,

providing false information used to issue/maintain a certificate, change in a provider, or lack of a

request for reimbursement on a child care certificate within sixty (60) days after the certificate

has been issued.

TODDLER

Any child who is more than twelve (12) months old but less than 36 months old.


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Revised 02-01-19

TRANSITIONAL CHILD CARE (TCC)

Up to 24 months of subsidized child care for eligible parents, issued by the MDHS Division of

Economic Assistance to assist parents in making a successful transition from TANF to self-

sufficiency.

UNINTENTIONAL PROGRAM VIOLATION (UPV)

An improper payment made on behalf of a parent/guardian to a child care provider, due to a

misunderstanding of policy or an unintended error on the part of the parent or child care

provider.

WORK REQUIREMENT

A parent requirement for CCPP eligibility. The work requirement is met through performing

duties to earn a wage, or participation in job training, or enrollment as a full-time student in an

accredited program or a combination of the three.


29

MISSISSIPPI CHAPTER 3: PRIORITY POPULATIONS

Revised 02-01-19

PRIORITY POPULATIONS

Priority Population is a designated population treated differently than the general population for

eligibility and access purposes, in order to address a particular need of that population. Priority

Populations include:

Temporary Assistance for Needy Families (TANF) recipients,

Transitional Child Care (TCC) recipients,

Homeless children, as defined by McKinney-Vento Act,

Children served by the Mississippi Department of Child Protection Services (MDCPS),

Children served by the Healthy Families Mississippi (HFM) home visitation program,

Teen parent,

Special needs populations, these clients include:

o Children with documented special needs or

o Parent(s) with a documented disability

Parent(s) deployed in the Mississippi National Guard or Reserve, and

Children of very low-income working parent(s) whose income is at 50% or below the

SMI.

ELIGIBILITY GUIDELINES BY PRIORITY GROUP

TANF and TCC clients:

o Not required to complete a Child Care Payment Program (CCPP) application

form.

o Eligibility for CCPP is determined by the Mississippi Department of Human

Services (MDHS) full or part-time care.

o Must meet TANF/TCC eligibility requirements.

o Receive a certificate based on the referral date entered by the MDHS Case

Manager.

o Parent is required to comply with all of the requirements for the TANF/TCC

program in order to remain eligible for child care assistance.

Homeless clients:

o Not required to complete a CCPP application form.

o Eligibility for CCPP shall be determined by MDHS and/or an approved

agency serving homeless families.

o Must meet the definition of homeless, as defined by McKinney Vento Act.

o Homeless clients shall receive a certificate based on the referral date entered

by the referring agent/case manager.

o Homeless children who receive child care payment assistance may be granted

a 24 hour grace period from the date of admission into a child care payment-

approved program to obtain the necessary immunization records. Payment for

these children during the grace period shall not be considered an error or an

improper payment. The timeframe for immunizations is established by the


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Revised 02-01-19

Mississippi State Department of Health (MSDH) for the enforcement of

health, safety, and welfare.

Children in custody or supervision of the Mississippi Department of Child

Protection Services (MDCPS)


o Eligible for child care services without regard to income of the guardian.

o Children in custody or supervision of MDCPS shall receive funding based on

the referral date entered by the case manager.

o Children in foster care who receive child care payment assistance may be

granted a 24 hour grace period from the date of admission into a child care

payment-approved program to obtain the necessary immunization records.

Payment for these children during the grace period shall not be considered an

error or an improper payment. The timeframe for immunizations is established

by the MSDH for the enforcement of health, safety, and welfare.

Children being served by Healthy Families Mississippi (HFM) home-visitation

program


o Must meet the eligibility requirements for HFM.

o Served based on the referral date received from HFM Family Support

Workers.

Teen parent

o Must complete a CCPP application. The teen parent must make the application in

his/her own name as a family unit separate from his/her parent.

o Must be enrolled full-time in high school or attending a full-time educational

program.

o If the teen parent is living with his/her parent(s), the parent(s) of the teen must

meet the work requirement or be enrolled full-time in an educational/training

program; however, income of the parent(s) of the teen parent should not be

counted.

o If the teen parent has been legally emancipated from his/her parent(s), the teen

parent must meet the work requirement or be enrolled full-time in an

educational/training program.

Special Needs Populations:

o Parent(s) with a documented disability Must complete a CCPP application form.

Must meet the SSI definition of disability by being unable to engage in

any substantial gainful activity by reason of any medically determinable

physical or mental impairment that can be expected to result in death or

that has lasted or can be expected to last for a continuous period of not less

than twelve (12) months.

Spouse must meet the twenty-five (25) hour per week work requirement.

Current documentation of SSI benefits is necessary to determine priority

eligibility for child care.


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Revised 02-01-19

o Children with documented special needs Must complete a CCPP application form.

The parent(s) must be working at least twenty-five (25) hours per week or

be enrolled full-time in an educational program, or engaged in an

approved job training program; or a combination of both.

Must be at or below 85% of the SMI.

Children of parent(s) deployed in the Mississippi National Guard or

Reserve

o Must complete a CCPP application form.

o Must meet the twenty-five (25) hours per week work requirement, unless they are

65 years of age or provide proof that they have retired from full-time

employment.

o The non-deployed responsible guardian’s income shall not be counted.

o Must be at or below the 85% of the SMI.

o When parents are enlisted in the United States Military and deployed, the

eligibility shall remain the same until the parent can provide the Military Income.

The parent shall provide the Military Income as soon as he/she has

documentation.

Very Low-Income and Low-Income Families


o The parent(s) must be working at least twenty-five (25) hours per week or be

enrolled full-time in an educational program, or engaged in an approved job

training program; or a combination of both.

o Must be at or below 50% of the SMI.


32

MISSISSIPPI CHAPTER 4: PARENT APPLICATION PROCESS

Revised 02-01-19

PARENT APPLICATION PROCESS

The Division of Early Childhood Care and Development (DECCD) accepts applications

throughout the year. When funding is available, eligible families shall be served on a first-come,

first-serve basis by date of application. When funding is not available, eligible families shall be

added to the waitlist.

Client referrals from Temporary Assistance for Needy Families (TANF), Transitional Child Care

(TCC), Healthy Families Mississippi (HFM), are accepted throughout the year from Mississippi

Department of Human Services (MDHS) staff. Referrals for homeless children, and the

Mississippi Department of Child Protection Services (MDCPS) are accepted throughout the year

from case managers.

Applications must be completed online on the consumer education website. Parents, not

providers, must fill out the application; however, providers may make computers available to

parents for the completion of the application. Parents may visit any child care resource center to

receive technical assistance in applying for child care services. In addition, parents requiring

technical assistance in completing the application may contact DECCD.

A paper application can be made available upon written or verbal request from DECCD. In

addition, Spanish translators may be available by appointment for non-English speaking parents

by contacting DECCD.

The applicant may be the biological or adoptive parent, or a designated guardian serving in loco

parentis.

Before Initiating Application:

An eligibility checklist that includes a list of the required documentation to complete the

application process is available on the consumer education website for parents to review.

Parents must select a child care provider prior to submitting an online application. Parents may

search for an approved provider by name, type, city, county, or zip code on the consumer

education website. No payments will be issued for child care provided before a provider

becomes an approved provider.

Initiating Application:

Applications should be submitted through the Child Care Payment System (CCPS) found on the

consumer education website. The application must be completed and submitted before MDHS

can review the application for eligibility.

All applicants are required to submit a current email address, address, and telephone number so

MDHS eligibility workers can contact the applicant if necessary. All notices will be sent to the

email address provided.


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Revised 02-01-19

All required supporting documents must be submitted within sixty (60) calendar days of

submitting an application. If the documents are not submitted within that timeframe, the

application will be considered abandoned, and will be deleted from the CCPS. The applicant

will need to start a new application if child care is still needed.

After Submitting Application:

Document Submission- Parents must include the application number on all documents

submitted to MDHS. If the application number is not clearly legible on necessary

documents, MDHS will attempt to match the document to the correct application, but

may deny the application for lack of documentation if unable to determine a positive

match.

Parents must submit all required documentation by mail, fax, email, or in person to any

local MDHS county office. The MDHS employee in the county must scan and upload the

documents to WorkSite or email the documents to DECCD email address,

[email protected], the same or next business day. In addition, the parent may

submit any required documents by mail or in person to the MDHS State Office, attention

DECCD.

Notices from DECCD to applicant:

o Acknowledgment/Request for Documents: After the parent/guardian completes and

submits his/her CCPP application, he/she is immediately notified of the required

documents needed to determine eligibility. The applicant will have sixty (60) calendar

days to submit the required documents needed to determine eligibility. DECCD will

issue the following notices reminding the applicant to submit required documents:

o Request for Information: If the required documents have not been submitted when

the caseworker initially reviews the case, the parent/guardian will be sent a request

for information notice, notifying the parent/guardian to provide the requested

documents. This notice will contain the deadline date as well as a list of the

documents needed to determine eligibility.

o Reminder: 30-day Notice: On the 30th day from the application submission date, if

the parent/guardian has not submitted all required documents, a 30-day reminder

notice will be sent to the parent/guardian. This notice will include a list of any

missing required documents needed to determine eligibility along with the deadline

date.

o Denial: 60-day Notice: On the 60th day from the application submission date, if the

parent/guardian has not submitted the documents, the application will be denied for

failure to provide requested documents. A denial notice will be sent to the

parent/guardian notifying them of ineligibility. Once the application is denied, the

parent/guardian may complete and submit a new application, along with the required

documents needed to determine eligibility, or the applicant may appeal the denial


mailto:[email protected]

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Revised 02-01-19

through the Administrative Agency Appeal Hearing Process, incorporated herein by

reference.

DECCD Application Processing - Applications cannot be approved until the application is

complete. No application is complete until all required documentation has been submitted. The

applicant must complete the application within sixty (60) days of application submission date.

PARENT APPLICATION PROCESS FOR SLOT PROVIDERS

Parents may choose to enroll their child(ren) with a provider who has agreed to supply a given

number of child care slots. These child care providers are referred to as slot providers. Slot

providers may have slots available to CCDF-eligible families even when a family has been

placed on the waitlist. A searchable list of providers is available to parents through the consumer

education website.

In order to apply for an open child care slot, parents must:

1. Select the slot provider of choice from the consumer education website.

2. Obtain pre-approval from the slot provider.

3. Complete the slot provider’s registration process.

4. The slot provider will generate and issue a unique approval code. By generating an

approval code, the slot provider guarantees the parent the center will hold a slot(s) for the

child(ren) for an agreed upon amount of time.

5. The approval code is automatically sent to the parent(s) email after the registration is

completed by the provider.

6. Applicant must submit the online child care application entering the approval code for

each individual child. Each child must meet DECCD eligibility requirements to qualify

for a slot certificate.

7. Applicant must submit all required documents to DECCD to determine eligibility.

8. If the parent is unable to complete the application before the expiration date, the parent

must contact the slot provider to arrange an extension of the expiration date. If the slot

provider still has an available slot, he or she can extend the expiration date.

NON-AVAILABILITY OF FUNDS/WAITLIST

DECCD accepts applications for child care services throughout the year. When available funds

have been exhausted, the following steps will apply:

1. The parent submits an application to CCPP.

2. A DECCD caseworker will determine eligibility.

3. DECCD will email the parent a notice of eligibility or ineligibility.

4. The parent will be placed on the waitlist, if eligible.

5. DECCD will send the parent a notice to update the application when funding is available.

6. If the parent fails to update the application with current documentation within sixty (60)

days from the date of notice to update, the application will be closed.


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Revised 02-01-19

7. If the parent updates the application with the current documentation within sixty (60)

days from the date of notice to update, the application will be processed to determine

eligibility.


36

MISSISSIPPI CHAPTER 5: PARENT ELIGIBILITY REQUIREMENTS

Revised 02-01-19

PARENTAL CHOICE

Child Care and Development Fund (CCDF) regulations require that child care assistance

provided through certificates permit parents to choose from child care categories and be provided

information regarding the range of provider options.

MDHS makes the following choices available to parents:

Child Care Provider Categories

o Center Based

o Family Child Care

o In-Home Care, to be implemented by 10/1/20

o Slot

Providers are regulated in one of three categories: o Licensed

o Registered

o License Exempt

Parents participating in the Child Care Payment Program (CCPP) must select a CCPP approved

provider.

ELIGIBILITY REQUIREMENTS

Unless a member of an excepted priority population, a child must meet the following

requirements to receive CCDF subsidy:

1. Be under the age of 13 (or under the age of 19 with special needs); and

2. Reside with a family whose income does not exceed 85% of the State Median Income

(SMI) for a family of the same size and whose assets do not exceed $1,000,000; and

3. Reside with a parent(s) who is working, attending a job training program, or enrolled in

an educational program; and

4. Reside with a parent who is a Mississippi resident; and

5. Parent(s) must be in cooperation with child support, if applicable

PROOF OF ELIGIBILITY REQUIREMENTS:

Parents/applicants must prove eligibility requirements through the submission of documents.

When possible, MDHS will access other documentary evidence in available data bases, however,

proof of eligibility requirements is the applicant’s responsibility.

Social Security Numbers - provision of social security numbers is NOT an eligibility

requirement, and is strictly optional. Eligibility will not be denied due to failure of the

parent to provide a Social Security Number. Social Security numbers may be used, if


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Revised 02-01-19

applicants choose to provide them, to assemble research data sets that do not identify

individuals or to verify other requirements.

If the parent chooses to voluntarily provide the Social Security Number, acceptable forms

of verification include:

Social Security card

Tax returns for the previous year

A document may serve to prove more than one requirement and need not be submitted more than

once. The following is a list of acceptable proof for each requirement:

1. Proof of Age (child)

Long Form Birth Certificate

Record of Birth for newborns until birth certificate is received

2. Proof of Income (family) - Eligibility is based on gross family income. Applicants must

provide proof of income for the last thirty (30) days to include one (1) of the following:

Check stubs

o One (1) if paid monthly; or

o Two (2) if paid bi-monthly; or

o Four (4) if paid weekly

Estimated quarterly tax report

Federal 1040 tax form – line 22 (total income)

Schedule C Form 1040 – line 7 (gross income)

New Employment or Temporary Agency Employment - letter from the employer

on company letterhead verifying employment, income, rate of pay, and number of

hours worked, to be followed by submitted check stubs within sixty (60) days.

Paid in Cash - letter from the employer verifying employment, income, rate of pay,

and number of hours worked. The letter must include the employer’s name, address,

and telephone number.

Self-Employed with Filed Tax Return: copy of an Estimated Quarterly Tax Report

or a Federal 1040 Tax Form with the Profit/Loss Statement (Schedule C).

o The Total Sales and Receipts amount located on the Profit/Loss Statement

will be used to determine if the work requirement has been met.

o The amount located on Line 22 of the Federal 1040 Tax Form to determine

income eligibility.

INCOME CALCULATIONS

Income- the total of all countable income, excluding non-countable income (see below) received

by the parent(s) or responsible adults of the child.


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Revised 02-01-19

Calculating Income - the CCPS calculates income automatically based on documentation

provided by the applicant and entered into the system by MDHS staff. The following business

rules are applied for calculations:

All income above or less than forty (40) hours per week is considered irregular income.

Irregular income and commissions shall be averaged.

For commissions and tips, the amount on the check stub or statement from an employer

shall be averaged over a period of twelve (12) months and added to regular work income.

Bonus monies shall be considered as income and averaged into yearly income.

Eligibility is based on gross income.

Parents who experience seasonal fluctuations in income must submit income

documentation at initial application or redetermination which shows the increase is

seasonal or irregular. A temporary increase in income, even if it exceeds the 85 percent of

SMI, will not affect the eligibility of the parent. Irregular hours of employment, seasonal

increase in income, commissions, bonuses, and tips are added to regular work income and

averaged over a period of twelve (12) months.

Countable Income:

Wages or salary (gross income of all adults in the family unit)

Base pay for military personnel

Gross income from self-employment

Unemployment compensation

Worker’s compensation

Alimony (regular and ongoing payments)

Court-ordered and direct child support payments (when regular and ongoing payments

are received; irregular payments to be averaged over a 12 month period)

Veteran’s benefits

Military allotments

Capital gains

Rental income (regular and ongoing payments)

Dividends (regular and ongoing payments)

Retirement/pension

Commission, bonuses, tips (averaged over 12 months)

Regular or lump sum lottery payments

Supplemental Security Income (SSI) benefits for both the parent(s) and child(ren)

Social Security Administration (SSA) benefits for both the parent(s) and child(ren)

Gross income for the biological parent(s) living in the household

Gross income for any adult living in the household

Non-Countable Income:

Spouse income, if separated and residing in a separate residence

Pell Grants


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Revised 02-01-19

Student/Educational income

Student Scholarships

Student loans

Non-monetary or in-kind benefits

Vendor payments

Flexible Employee benefits

Earned Income Tax credits (EITC)

Loans

Census bureau income

Combat pay

Reimbursements

Unavailable income from trust fund

Energy assistance payments

Earned income of students under 18

Nonrecurring lump sum payments

HUD’s family self-sufficiency program

Gift cards

Income specifically excluded by other laws

3. Proof of Work/Education or Training (parent/applicant) - Parent(s) must work at least

twenty-five (25) hours per week; or be enrolled in a full-time educational program; or a

combination of both. In two parent families, both parents must meet the work/education

requirement.

a. Proof of Work - parents must provide proof of work for the last thirty (30) days to

include one (1) of the following:

Check stubs




New Employment or Employment at Temporary Agency - letter from the

employer on company letterhead verifying employment, income, rate of pay, and

number of hours worked, to be followed by submitted check stubs within sixty (60)

days.




b. Proof of Education/Job Training - if the parent is not working at least twenty-five (25)

hours per week, he/she must be enrolled in an approved full-time educational or training

program resulting in a degree or certificate designed to promote job skills and

employability, including but not limited to GED classes. The program must be accredited

by the State of Mississippi or a national organization. Full-time enrollment is defined by

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Revised 02-01-19

the institution providing the education and/or job training program. Acceptable proof

includes:

Letter from the institution confirming current full time enrollment, or

Printout of the class schedule verifying full-time status with parents name on schedule

c. Combination of Employment and School - if the parent shows proof of less than

twenty-five (25) work hours per week, or less than full-time enrollment in an educational

or job training program, educational hours from an approved educational or training

program may be combined with work hours, to meet the requirement.

Educational hours- may be a combination of actual classroom hours and designated

study hours; cannot be carried over from week to week

Actual classroom hours- the time actually spent in the classroom setting

Designated study hours- allowed in a 1:1 ratio with actual classroom hours, and

cannot exceed actual classroom hours

4. Proof of Relationship or Guardianship (child to parent/applicant) - documents must

contain both parent/applicant and child’s name

Long form birth certificates

Court documents

School registration documents

If the child’s parent is unable to act as the parent or if the parent has delegated his or her

authority to someone else acceptable forms of guardianship verification include:

MDHS Guardianship/In Loco Parentis Verification form (if the signing parent’s

identity and relationship can be verified)

Court Order

5. Proof of State Residency (parent/applicant) The address on the documents must verify a Mississippi address, and at least one (1) must

verify the address listed on the application. Acceptable forms include:

Valid Mississippi driver’s license

State issued ID

Current bank statement

Current cell phone bill

Current utility bill

Current cable bill

Rent/Lease agreement

Employment records

Current documents must be dated, with a date no more than thirty (30) days prior to

application submission date.


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Revised 02-01-19

If a parent attends school in/out of state, the application shall be made in the parent’s name

using the address where the child(ren) resides. Parents and children must reside in the State

of Mississippi to participate in the CCPP. CCDF has subsidy programs in all 50 states, and

out of state residents are encouraged to apply for subsidy in the state of residence.

6. Proof of Identity (parent) Acceptable forms include:

One (1) Photo ID:

o Driver's license, or

o Other state issued photo ID, or

o Passport or other government issued photo ID

If no Photo ID available, must submit two (2) forms of identity verification.

Work or school ID

ID for health benefits

Voter registration card

Birth certificate

EBT card

7. Proof of Child Support Cooperation (parent, if applicable) - All single, unmarried, or

divorced parents must be in cooperation status with the Mississippi Division of Child

Support Enforcement (CSE) requirements, in order to be eligible for child care assistance.

Parents must be in cooperation status for all children listed in the household.

All affected parents who do not currently have an open child support case must contact the

nearest Child Support Enforcement District Office for an appointment to open a case(s) or to

request a statement stating the child(ren) is exempt and the parent is excused from

cooperating. Exemptions must be established and confirmed by CSE.

Child Support requirements do not apply to a child’s married biological parents.

8. Proof of Special Needs/Disability (child and/or parent, if applicable)

Supplemental Security Income (SSI) award letter

Social Security Administration (SSA) award letter

If a parent meets the special needs requirement, the work requirement is waived for that

parent only.

TEEN PARENT ELIGIBILITY REQUIREMENTS

Any teen parent enrolled full-time in high school or attending a full-time educational

program must make the application for child care services in his/her own name as a

family unit separate from his/her parent.

If the teen parent is living with his/her parent(s), the parent(s) of the teen must meet

the work requirement or be enrolled full-time in an educational/training program;

however, income of the parent(s) of the teen parent should not be counted.


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Revised 02-01-19

If the teen parent has been emancipated from his/her parent(s), the teen parent must


program.

REASONS FOR INELIGIBILITY

After an application for child care services has been submitted, a MDHS employee will

determine program eligibility based on the information and documents submitted by the parent.

If the parent does not meet all of the eligibility requirements or does not submit all required

documents, the application will be denied. Once determined ineligible, a denial notice will be

sent to the parent by email stating the reason of the ineligibility. Reasons for ineligibility include

but are not limited to:

Child is over 13 years of age or 19 years of age (special needs).

Household income is over 85% of the SMI.

Family assets over $1,000,000.

Parent, spouse, or biological parent not working at least twenty-five (25) hours per week

or enrolled in a full-time educational program or job training program.

Child is not a Mississippi resident.

Failure to submit required documents.

Parent is not cooperating with the Division of Child Support Enforcement, if applicable.

ELIGIBILITY PERIOD

Families who are determined eligible to participate in the CCPP shall be afforded a minimum of

twelve (12) months of eligibility for assistance provided the family income does not exceed 85%

SMI on a non-temporary basis, or the parents do not experience a non-temporary change in

meeting the work/education requirement. The 12-month eligibility period begins on the date the

client is determined eligible and a child care certificate is issued. At the end of the 12-month

eligibility period, a redetermination of eligibility for families who receive assistance from CCPP

will occur.

REPORTING REQUIREMENTS

MDHS requires parents participating in the CCPP to report any changes in circumstances listed

below that occur during the 12-month eligibility period.

Parents must report any of the following changes within ten (10) days of the change:

o Household income

Parents must report all changes in income

o Work Hours

Parents must report if work hours fall below twenty-five (25) hours per

week

o Marital status


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Revised 02-01-19

o Household size

o Address change

o Email address

o Phone number

o Parent or Guardian name

o Parents must report any changes in designation of child care providers

o Parents must report whenever he/she voluntarily withdraws a child from the

program

o Employment or Education/Job Training

Any cessation in employment (i.e. resignation, retirement, termination, or

reduction in workforce) must be reported to MDHS

Any cessation of attendance at a job training or educational program

Parents are granted a 3-month job search period. If by the end of this period the parent

has not provided MDHS with proof of new employment or enrollment in an

educational/job training program, child care payment program services may be

terminated. If the parent provides the requisite verification, the certificate will remain

active until it expires by its own terms or is renewed for another year through

redetermination.

MDHS is required to act on information reported by the family if it will reduce the family’s co-

payment or increase the family’s subsidy. MDHS is prohibited from acting on information

reported by the family that would reduce the family’s subsidy unless the information reported

indicates that the family’s income exceeds 85% of SMI after considering irregular fluctuations in

income or the family has experienced a non-temporary change in meeting the work/education

requirement.

Providers are notified no later than the date MDHS becomes aware of a family's eligibility status

change. The notification gives providers a two-week notice of the pending change.


A redetermination of eligibility for families who receive child care assistance from the CCPP

shall occur no sooner than twelve (12) months from the date eligibility is determined. The

eligibility requirements for redetermination are the same as for initial application.

Eligibility for the CCPP shall be redetermined no more than once every twelve (12) months after

the initial eligibility date. The redetermination process:

MDHS will email the parent (at the last reported email address of the parent) and the

designated child care provider a 60-day notice which includes instructions for submitting

the online redetermination application and a list of required documentation needed to

confirm eligibility. The parent must submit the online redetermination application and

return the required documentation by the due date indicated on the Notice.

MDHS will email a Notice of Missing Documents to the parent and the designated

provider, and if the application with supporting documents is not complete,


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Revised 02-01-19

MDHS will email a 30-day Notice of Redetermination, which includes instructions for

submitting the online redetermination application and a list of required documentation

needed to confirm eligibility. The parent must submit the online redetermination

application and return the required documentation by the due date indicated on the

Notice.

If the MDHS staff determines the parent meets all eligibility requirements during

redetermination, child care services shall be extended for twelve (12) months. A certificate will

be issued and emailed to the parent as well as the selected child care provider within one (1)

business day of completion of the redetermination process.

When income is recalculated for redetermination and there is an increase in a co-payment fee, a

notice shall be sent to the parent and the provider in the form of an amended certificate. The

updated co-payment fee is effective on the first day of the newly issued certificate.

Parents are not required to complete any portion of the redetermination application in person or

during standard work hours, in efforts to minimize disruption of employment, education, or job

training. The application for child care services can be completed online and the required

verification documents can be submitted by mail, fax, email, or in person.

All priority populations are redetermined according to the above procedure except TANF/TCC,

whose eligibility is redetermined by MDHS Economic Assistance staff based on TANF/TCC

eligibility requirements.

TERMINATION REASONS DURING REDETERMINATION PROCESS

Reasons for termination include, but are not limited to:

Parent does not submit an application for redetermination.

Parent does not provide the required documents needed to redetermine eligibility.

Child who has reached age 13 (or age 19 if the child has special needs as defined by the

SSI definition of disability).

Families whose income increased above 85% of the State Median Income (SMI).

Parent does not meet the work/education requirement.

If the parent fails to comply with the redetermination process, a two (2) week notice of

termination will be emailed to the parent’s last reported address and to the provider. A new

application must be submitted if the parent wishes to continue to receive child care services after

the date of termination. New applications will be processed by date received and are subject to

eligibility and available funding.

REASONS FOR TERMINATION

MDHS shall terminate child care certificates in the Child Care Payment Program (CCPP) for any

of the following reasons:


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Revised 02-01-19

1. Family income has increased to greater than 85% of the State Median Income (SMI) on a

non-temporary basis.

2. Non-temporary interruption in work/education requirement. A 3-month job search period

will be allowed to search for a replacement to meet the work/education requirement. At

the end of the search period, if the parent has not started new employment or enrolled in

an educational/training program, the certificate shall be terminated. The parent must

notify MDHS within ten (10) days of job loss.

3. Expiration of the twelve (12) month eligibility or redetermination period, if the

child/family no longer meets eligibility requirements.

4. Family change of residence to a state other than Mississippi.

5. Upon request of the parent.

CCPP Certificates may be terminated for the following reasons:

6. Habitual nonpayment of provider fees and/or co-payments.

7. MDHS finds that the documents that were used to establish eligibility were false,

falsified, or manipulated and all components of eligibility cannot otherwise be verified.

MDHS will give a two (2) week notice to the parent and provider before terminating the

certificate, unless the provider has been closed by the MSDH.


46

MISSISSIPPI CHAPTER 6: REGISTRATION AND CO-PAYMENT FEES

Revised 02-01-19

REGISTRATION/ACTIVITY FEE

The Division of Early Childhood Care and Development (DECCD) will pay an annual

registration/activity fee of $50 for each child enrolled in the Child Care Payment Program

(CCPP). This payment will only be paid once a year when a new child care certificate is issued.

Payment will occur at initial application for new applicants and at redetermination for existing

parents.

The parent will be responsible for the difference of the amount, if the child care provider charges

more than $50. If the registration/activity fee has already been paid to the current provider and

the parent wishes to transfer his/her child(ren), an additional fee will not be paid by DECCD to

transfer to the new provider.

CO-PAYMENT FEE

Co-payments are based on the full-time and part-time status, and the child’s age. Parents must

pay the designated fee once a month to the child care provider, in which his/her child(ren) is

enrolled.

Co-payment fees are divided evenly between the number of children receiving services in the

family. For example: If the total co-payment is $10 for a family with three (3) children receiving

child care services, two (2) children will have a co-payment fee of $3.33 and one (1) child will

have a co-payment fee of $3.34.

Determining Who Pays a Co-Payment Fee

No Co-Payment Fee


Homeless families with no countable income

Minimum Co-Payment Fee (No More than $10)


Teen Parents,


Children served by the Healthy Families Mississippi (HFM) home-visitation program,

Parents with a disability who are receiving Supplemental Security Income (SSI), and

Children with special needs. If there are other children in the family who are receiving

child care services, the monthly co-payment fee shall be $10 or the child's prorated share

of the family’s co-payment fee, whichever is less.

For all other parents, co-payment fees are calculated in CCPS based on family size and income

by applying the CCDF Child Care Monthly Co-Payment Fee Scale for Parents.


47


Revised 02-01-19

ASSESSING CO-PAYMENT FEES PER CHILD

The child care provider shall not charge parents any cost over the assigned co-payment fee

unless the cost for child care to the general public is higher than the amount paid by the CCPP.

Full-time and part-time status is based on the child’s age and the time of year the child is

attending the child care center.

If a parent has a child receiving full-time child care services, the total co-payment fee

shall be stated on that child's certificate.

If a parent has a child receiving part-time child care services, only half of the total co-

payment fee shall be stated on the child’s certificate.

If a child is in full-time child care and part-time child care during the same month, the co-

payment fee shall be assessed on the majority of the type of care provided.

Example: If a child is served 16 (sixteen) part-time days and 5 (five) full-time days, the

part-time co-payment fee shall be assessed for the month.

NON-PAYMENT OF CO-PAYMENT FEES

Co-payment fees shall be paid during the current month directly to the child care provider

according to the child care certificate issued by DECCD. Child Care providers shall maintain

proof of collection of co-payment fees, identified separately from tuition overage payments made

by parents.

Providers must provide proof of co-payment fees to parents in the form of a receipt that must

include the following:

Parent’s name,

Payment amount,

Date of payment,

Child care provider’s name and signature, and

Child care center’s name (if applicable).

If a parent fails to pay the co-payment fee prior to the end of the month, the provider shall notify

DECCD. If the parent requests a change in child care provider with an outstanding balance of co-

payment fees to the current provider, the parent must pay all co-payment fees before a new

certificate is issued.

CO-PAYMENT REIMBURSEMENTS

When incorrect co-payments amounts are assessed, the amount must be reimbursed to the parent

or child care provider.

Higher Rate

If a parent's fee was assessed at a rate higher than the correct fee and the parent has made

payment to the provider, the parent must be reimbursed by the provider for the difference


48


Revised 02-01-19

for each month paid. The correct fee shall be noted on the certificate and a notice of the

change forwarded to the provider and the parent.

Lower Rate

If a parent's fee was assessed at a rate lower than the correct fee, the parent must be

responsible for reimbursing the provider for the difference between the corrected co-

payment amount and the incorrect co-payment amount that was paid.

PRORATING CO-PAYMENT FEES

The assessed co-payment fee reflects a monthly rate regardless of attendance. If a child is

enrolled between the 1st and 15

th of the month, the full monthly co-payment fee shall be assessed

for the first month of service. If the child is enrolled between the 16th

and last day of the month,

one-half of the monthly co-payment fee shall be assessed for the first month of service. If a

parent desires to change a provider during the month, the parent shall pay the appropriate co-

payment fee to any subsequent providers.


49

MISSISSIPPI CHAPTER 7: PROVIDER APPLICATION PROCESS

Revised 02-01-19

CHLD CARE PAYMENT PROGRAM (CCPP) APPROVES THE FOLLOWING TYPES

OF CHILD CARE PROVIDERS

1. Center Based Child Care Providers - A non-residential facility that regularly provides

shelter and personal care for six (6) or more children who are not related to the operator

within the third degree and who receive care for any part of a 24-hour day.

*MUST be licensed by Mississippi Department of Health (MSDH).

2. Family Child Care Provider (2 types) - provides shelter and personal care in a

residential setting for:

a. no fewer than six (6) and no more than twelve (12) children with two (2) adult staff

*MUST be licensed by MSDH, will be monitored by MSDH, and may also be

monitored by Mississippi Department of Human Services (MDHS) for any aspect of

program compliance.

b. for five (5) or fewer children

*MUST complete voluntary registration with the Mississippi Department of Health

(MSDH), and will be monitored at least one time annually in an unannounced

inspection by MSDH, to ensure compliance with health and safety training, fire safety

standards, criminal background checks, and maintenance of sign-in sheets.

Additionally, may be monitored by MDHS for any aspect of program compliance.

3. In-Home Child Care Provider – Care provided in the child’s home. This type of

provider is currently not available in Mississippi. MDHS has a target implementation

date of October 1, 2020 by which to begin a pilot program to be limited to special needs

care, and will at a minimum require compliance with all health and safety training

requirements as well as background check requirements.

*No parent or guardian receiving assistance from the CCPP may provide care for their own

child in any setting.

CCPP PROVIDER REQUIREMENTS:

Any child care provider interested in participating in the Child Care Payment Program (CCPP)

must complete an application through the Division of Early Childhood Care & Development

(DECCD), and meet the following requirements before CCPP approval:

1. Licensure Requirement (may be met in 1 of 3 ways);

a. Licensed- must hold a current license from the MSDH, or

b. License-exempt-qualifies for exemption by the MSDH, as defined by Mississippi

Statute, or

c. Ineligible for licensure, but registered with MSDH (MSDH licensure regulations

may be found at www.msdh.ms.gov or at www.secac.ms.gov )

2. Compliance with minimum education requirements as established by MSDH-Director

and staff of licensed providers; license-exempt providers must comply with any

minimum education requirements as established by the governing entity that


http://www.msdh.ms.gov/

http://www.secac.ms.gov/

50


Revised 02-01-19

sanctions the provider; license-exempt and unlicensed caregivers must be 18 years or

older.

MSDH regulates the following types of child care staff (all regulations are

established by the MSDH, and can be found in detail in the MSDH Regulations

(www.msdh.ms.gov or www.secac.ms.gov):

a. Director- 21 years or older, and meets MSDH minimum education

requirements

b. Director Designee

c. Caregiver-18 years or older, and meets MSDH minimum education

requirements

d. Caregiver Assistant-16 years or older, may only work under supervision

3. Completion of the e-Ledger Training Webinar - Director and Owner DECCD

provides e-Ledger training webinars on a regular basis. Applicants must register on

the DECCD website or the consumer education website, and the webinar orients

providers to participation in the CCPP, including how to receive payment for care.

The e-ledger training webinar may be submitted before or after application

submission, however the application cannot be approved until the training webinar is

successfully completed.

4. Completion of Basic Health Safety and Nutrition Assurances Form- certifies that

provider will comply with CCPP Health and Safety requirements, and a copy must be

kept on the provider premises- must be signed by Director and Owner

5. Completion of Health and Safety orientation training (contents discussed in detail

below) by the Director and all staff

6. Completion of Criminal Background checks (details discussed below)- Director and

all staff

7. Maintains a Standard Designation by completing/updating the application in the

Provider Integrated Portal (PIP), and compliance with recommendations for

Technical Assistance (TA if applicable. Includes implementation of curriculum that

aligns with the Mississippi Department of Education’s (MDE) Early Learning

Standards-

*Standard Designation requirement is in the process of being phased into the

program, with a final deadline of October 1, 2019 for compliance by all providers.

(Details discussed below).

8. The child care facility must be located within the State of Mississippi.

After the Application is accepted by DECCD, the provider must submit:

1. W-9 Internal Revenue Service Tax form- required to receive payment, must be signed

by the owner

2. Provider Statement of Agreement- an agreement between the provider and DECCD

wherein the provider agrees to comply with CCPP policies and requirements, must be

signed by the owner and the director if the owner is not the same person as the

director.




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Revised 02-01-19

The CCPP application, forms, and information about becoming a provider are available on the

consumer education website www.secac.ms.gov under the provider tab, and may be submitted by

mail, email, fax, or in person.

COMPLETION OF APPLICATION PROCESS

Once all requirements have been met, DECCD will process the application, and email the

approved provider an eligibility effective date. No payment may be issued prior to the effective

date.

MSDH PERFORMS THE FOLLOWING REQUIRED CCPP FUNCTIONS FOR

PROVIDERS (as mandated by Mississippi Statute and on behalf of DECCD through

formal agreement):

1. Licensure/Regulatory Including but not limited to promulgation of health and safety regulations, compliance

monitoring, and investigation. All child care centers participating in CCPP must have a

valid license issued by MSDH, unless exempted or ineligible by statute.

If MSDH revokes a license for any reason, DECCD must be notified and the child care

facility must be closed in the DECCD database. Once closed, the provider must meet the

requirements of MSDH and DECCD to reopen, unless the child care facility is

permanently disqualified for providing child care services.

*In the event of closure, DECCD will notify the parents of all affected children of the closure

and offer assistance to find a new center.

MSDH recognizes three (3) types of regulatory categories:

a. Licensed- governed by Mississippi statute and MSDH regulations

(www.msdh.ms.gov or www.secac.ms.gov ).

b. License Exempt- Some providers are exempted from licensure by Mississippi statute

or MSDH regulations, because they are otherwise regulated and monitored by a

separate governing entity, giving reasonable assurances as to health and safety.

License exempt status is determined solely by MSDH.

c. Unlicensed (Family Child Care)- Some providers are ineligible for licensure.

According to Mississippi Statute, any family child care home in which shelter and

personal care is regularly provided for five (5) or fewer children is ineligible for

licensure. Additionally, licensing statutes do not apply to in-home caregivers.

To ensure health and safety compliance as required by federal regulations, all license-

exempt and family child care providers are required to complete an application with the

Mississippi Department of Human Services (MDHS) and to register with MSDH in order

to receive payment in the CCDF subsidy program. MDHS through a formal agreement





52


Revised 02-01-19

with the MSDH will monitor family child care providers. The monitoring will include, at

a minimum, one (1) unannounced visit per year to ensure health and safety standards, fire

safety standards, and criminal background checks are in compliance. MDHS may also

monitor for program compliance.

2. Criminal Background Checks

A comprehensive criminal background check is federally mandated for all child care

providers participating in the CCPP, and must be completed before CCPP approval for every

adult, age 18 or older in any type of child care provider, including, but not limited to

directors, owners, staff, volunteers, interns, and any adult, age 18 or older who may be

present during caregiving hours in a residential setting, to include house guests.

The requisite background check must be conducted within ten (10) days from the hiring date

for new employees, and providers must pay the cost of obtaining the requisite checks.

The comprehensive criminal background check is conducted by MSDH for licensed and

registered unlicensed staff. License-exempt provider staff must obtain a commercial

background check. All shall include:

The Federal Bureau of Investigation (FBI) criminal records, based on fingerprints

The National Sex Offender Registry

The child abuse central registry, including every state where the individual resided in

the preceding five (5) years, when available

The state criminal registry check using fingerprints, including every state where the

individual resided in the preceding five (5) years, when available

The state sex offender registry, including every state where the individual resided in


An individual shall be denied employment in a child care facility and/or a provider will be

deemed ineligible for assistance for any of the following:

Refusal to consent to the background check

Knowingly making a materially false statement in connection with the background

check

Confirmed sex offender status, registered or otherwise

Convicted of a felony consisting of:

o Murder

o Child abuse or neglect

o Crime against children, including pornography

o Spousal abuse

o Rape or sexual assault

o Kidnapping

o Arson

o Physical assault or battery

o A drug-related offense committed in the past five (5) years


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Revised 02-01-19

Convicted of a violent misdemeanor as an adult against a child

MSDH issues letters of suitability to confirm that the staff member has completed the requisite

criminal background checks and is deemed suitable to work or volunteer in a childcare facility.

No individual may work or volunteer in a childcare center that cares for CCDF children until the

facility receives notification from MSDH verifying the employee’s suitability for employment.

License-exempt providers must maintain documentation on site of all required checks for all

staff.

New background checks are required every five (5) years for each staff member.

STANDARD DESIGNATION

Standard designation is an aforementioned minimum quality requirement to be a child care

provider. All providers must have a standard designation prior to October 1, 2019, and the

designation will be renewed no more than once per year. DECCD is in the process of assisting

providers in achieving a standard designation. All providers who complete a standard application

in the Provider Integrated Portal (PIP) in good faith will be granted a standard designation.

Based on the content of the application, the provider may be approved without technical

assistance (TA) or with TA. TA will be provided at no charge to the provider by the Early

Childhood Academies (ECA).

The requirements to receive a standard designation include:

Must be licensed, registered, or otherwise license-exempt by the MSDH and

All staff must complete the Health and Safety training. Mandatory preservice and

ongoing professional development related to early childhood care and development.

Delivery of curricula and/or learning activities that are aligned to State Early Learning

Guidelines and Standards as adopted by the Mississippi Department of Education (MDE).

Engagement in continuous quality improvement.

COMPREHENSIVE DESIGNATION

A comprehensive designation is in the development phase with anticipation that a pilot program

will be implemented over the next two (2) years. The comprehensive designation will be an

optional achievement for providers and represents a commitment on the part of a standard-

designated child care center to achieve a heightened level of quality that assures a child receives

continuity of care and learning as the child moves from one (1) environment to the next, e.g.

child care center to public school. Comprehensive Child Care Centers will demonstrate that high

quality care and education is planned, implemented, and continuously improved in all of the

following ten (10) goal areas:

1. Continuous quality improvement

2. Professional development trainings

3. Curriculum standards


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Revised 02-01-19

4. Child assessments

5. Family engagement

6. Community partnerships

7. Kindergarten transition practices

8. Business management operations

9. Technology infrastructure

10. Program evaluation

The Comprehensive designation places a center in the position to partner with other entities to

expand the opportunities for children to continually benefit from all the available resources that

can help facilitate continuity of care and learning between the ages of 0 to 8. A Comprehensive

center would be in a position to:

Provide continuity of care and learning to provide holistic experiences for the child.

Enhance the role of the families as equal partners in the delivery of care and opportunities

for learning.

Facilitate delivery of growth by transitions into K-12 experiences that will increase the

likelihood of community integration into college or the workforce.

Facilitate the evaluation of center effectiveness to improve the success of a program and

the educational outcomes of a child to engage in continuous quality improvement.

CCPP HEALTH AND SAFETY ORIENTATION TRAINING

The Health and Safety Orientation training is one of the aforementioned requirements to become

a CCPP approved provider. It is a three (3) hour training, and all existing staff, including

Directors, employees, and volunteers, as well as new hires must complete the training within

ninety (90) days of the hire date or prior to obtaining CCPP approval for the center.

The Early Childhood Academy (ECA) will conduct face to face and online trainings to all

approved child care providers on behalf of MDHS. Caregivers are required to register in advance

for the training and must attend the entire orientation session.

All providers must maintain documentation of completed orientation training for caregiver staff

and volunteers who engage in child care. This documentation must be made available to MSDH

or MDHS monitors upon request. Caregivers should retain documentation of orientation training,

as it may be transferred to other child care facilities within the state.

Health and Safety topics include:

1. Prevention and control of infectious diseases (including immunization)

2. Prevention of sudden infant death syndrome and the use of safe-sleep practices

3. Administration of medication, consistent with standards for parental consent

4. Prevention of and response to emergencies due to food and allergic reactions

5. Building and physical premises safety, including the identification of and

protection from hazards, bodies of water, and vehicular traffic


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6. Prevention of shaken baby syndrome, abusive head trauma, and child

maltreatment

7. Emergency preparedness and response planning for emergencies resulting from a

natural disaster or a human-caused event (such as violence at a child care facility)

8. Handling and storage of hazardous materials and the appropriate disposal of bio-

contaminants

9. Precautions in transporting children (if applicable)

10. Pediatric first aid and cardiopulmonary resuscitation (CPR) certification

11. Recognition and reporting of child abuse and neglect

12. Child development

ONGOING PROFESSIONAL DEVELOPMENT

The health and safety orientation training must be completed every two (2) years by every staff

member. Additionally, licensed providers must follow MSDH regulations requiring 15 contact

hours of professional development each year. License exempt providers must adhere to

professional development requirements as prescribed by the organization that sanctions the

program and upon which its license exempt status is based.

The training sets the following expectations and requirements for all CCPP providers:


CCDBG federal regulations mandate that each child receiving CCDF subsidy and any caregiver

providing subsidized childcare have current immunizations. Providers must maintain the

following records for each child and each caregiver on site, and readily accessible for review by

MDHS or MSDH:

Certificate of Immunization Compliance (MSDH Form 121, signed by the District Health

Officer, a physician, nurse, or designee); or

Certificate of Medical Exemption (MSDH Form 122, must be approved and signed by the

MSDH District Health Officer from the public health district or the State Epidemiologist).

Homeless children and children in foster care who receive CCPP assistance may be granted a

twenty-four (24) hour grace period from the date of admission into a CCPP-approved child care

program to obtain the necessary immunization records. Payment for these children during the

grace period shall not be considered an error or an improper payment.


A safe sleep environment for infants to lower the risk of Sudden Infant Death Syndrome (SIDS)

is required as follows:

An infant shall be placed on his/her back for sleeping unless written physician orders to

the contrary are in the child's record. Sleeping infants shall be within the view of the staff


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Revised 02-01-19

and visually checked regularly when sleeping. Nothing shall obstruct the view of the

staff or prevent the staff from clearly seeing infants or children.

Infants shall be dressed in clothing appropriate for sleeping that is designed to keep the

infant warm without the possible hazard of head covering or entrapment. The room shall

be kept at a draft-free seasonally appropriate temperature of 65 degrees Fahrenheit to 78

degrees Fahrenheit. If a child is already asleep and not dressed in clothing appropriate

for sleeping, the caregiver does not need to awaken the infant to change his or her

clothes.

Facilities shall use a firm mattress covered by a fitted sheet.

Items such as but not limited to pillows, blankets, sheepskins, bumpers, soft objects,

stuffed toys, loose bedding, etc., shall not be in the crib.

The use of safe sleep practices for children is required as follows:

Individual beds, cots, mattresses, pads, or other acceptable equipment shall be used for

rest periods, and children shall not be placed directly on the floor for rest periods. Bed

linens, such as blankets or sheets, cannot be used in place of a bed, cot, mattress, or pad.

These shall be kept in a sanitary condition. Once a sheet or blanket has been used by a

child, it shall not be used by another child until it has been laundered.

Rest period equipment shall be clean and covered with a waterproof cover.

Nap pads/cots are designed for use by one (1) child only at a time.

Nap pads utilized by more than one (1) child shall be sanitized after each child’s use. Nap

pads utilized by only one (1) child shall be sanitized immediately when soiled or at least

weekly.

Nap pads and nap cots without mattresses are not acceptable for use in 24 hour programs.

Beds, cribs, or roll away cots are the only acceptable bedding for 24 hour centers.

The facility shall provide a crib or other similarly commercially purchased bed unit,

approved and designated for the purpose of sleeping. Mobile infants, at a minimum of

eight (8) months, may be placed on a mat during the transition period of crawling to

walking. If such mat is used, it shall be a flame retardant, minimum of two (2) inch

commercially purchased sleep mat, especially designated for the purpose of sleeping. All

cribs, sleep units, and mats must be maintained clean, in sanitary condition and without

chips, holes, fraying, tears, or stains. Cribs, cots, and mats are to be a minimum of 24

inches apart or separated by a solid barrier. A minimum of 36 inches is recommended.

Children are not allowed to sleep in shared places, such as infant seats, strollers, swings,

cozy areas, or on tables. If a child falls asleep in such shared place, he or she should be

moved immediately to a sanitary individual sleeping place


A record shall be maintained of any medication administered by the director or caregiver

showing the date, time, and signature of dispensing employee. A medication record may be

destroyed ninety (90) days after administered the medication. Signed written authorization to

obtain emergency medical treatment and to administer medication must be signed by parent or

guardian and kept in child’s record/file. The use of any food or medication in any manner or for

any purpose other than that for which it was intended is prohibited.


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A child requiring a special diet due to medical reasons, allergic reactions, or religious beliefs,

shall be provided meals and snacks in accordance with the child's needs. If medical reasons exist

for the special diet, a medical prescription from the child’s physician stating that the special diet

is medically necessary is required.

Information required for dietary modifications include:

Child’s full name and date of instructions, updated annually

Any dietary restrictions based on the special needs

Any special feeding or eating utensils; any foods to be omitted from the diet and any

foods to be substituted

Limitations of life activities

Any other pertinent special needs information

What, if anything, needs to be done if the child is exposed to restricted foods



All child care facility buildings shall meet all fire safety standards listed on the MSDH Form

#333 and all applicable local fire safety standards and/or ordinances.

All fire extinguishers, as required in the fire safety plan, shall be serviced on an annual

basis by a qualified fire extinguisher technician.

Unused electrical outlets shall be protected by a safety plug cover.

No extension cords shall be used in areas accessible to children.

Every child care facility which uses nonelectric heating and/or cooling systems, cooking

stoves, and/or hot water heaters or other nonelectric equipment, shall have sufficient

carbon monoxide monitors placed appropriately throughout the child care facility.

All glass in doors, windows, mirrors, etc., in the child care facility shall have a protective

barrier at least four (4) feet high when measured from the floor. Doors, windows, mirror,

etc., using safety grade glass or polymers (e.g., Lexan®) are not required to have a

protective barrier.

A separate space in the child care facility shall be provided for the use of an ill or injured

child until the child can be picked up by the parent. Space shall be located in an area that

is supervised at all times by an employee.

All parts of the child care facility used by children shall be lead-safe, well lighted,

ventilated, and free of hazardous or potentially hazardous conditions, such as but not

limited to, open stairs and unprotected low windows.

The child care facility shall be equipped with an outdoor playground area that directly

adjoins the indoor facilities or that can be reached by a route free of hazards and is no

farther than 1/8 mile (660 feet) from the child care facility.

The outdoor playground area shall be free of hazards and not less than 30 feet (measured

horizontally parallel to the ground) from electrical transformers, high-voltage power

lines, electrical substations, railroad tracks, or sources of toxic fumes or gases.


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Hazards, including but not limited to air conditioner units and utility mains, meters,

tanks, and/or cabling shall be inaccessible to children.

Fencing at least four feet high shall be provided around the outdoor playground area.

Fencing higher than four feet but not to exceed eight feet may be required if the licensing

authority determines that a hazard exists.

Outdoor playground areas shall be free from unprotected swimming and wading pools,

ditches, quarries, canals, excavations, fishponds, or other bodies of water.

The soil in outdoor playground areas of the child care facility shall not contain hazardous

levels of any toxic chemical or substances. The child care facility shall have soil samples

and analyses performed where there is good reason to believe a problem may exist.


maltreatment

Shaken baby syndrome (SBS) and abusive head trauma (AHT) are the constellation of signs and

symptoms resulting from violent shaking or shaking and impacting the head of an infant or small

child. Shaken baby syndrome is a subset of abusive head trauma with injuries having the

potential to result in death or permanent neurologic disability. SBS/AHT is a form of child

abuse. Caregivers are trained to recognize the possible signs and symptoms of SBS/AHT and the

consequences of SBS/AHT.

Additional child maltreatment is defined as prohibited behaviors. The following behaviors are

prohibited by anyone (i.e., parent, caregiver, or child) in all child care settings:

Corporal punishment, including hitting, spanking, beating, shaking, pinching, biting, and

other measures that produce physical pain.

Withdrawal or the threat of withdrawal of food, rest, or bathroom opportunities.

Abusive or profane language to include but not limited to yelling at, and/or using harsh

tones toward the children or in close proximity (hearing distance) to children.

Any form of public or private humiliation, including threats of physical punishment.

Any form of emotional abuse, including rejecting, terrorizing, ignoring, isolating (out of

view of a caregiver), or corrupting a child.

Use of any food product or medication in any manner or for any purpose other than that

for which it was intended.

Inappropriate disciplinary behavior includes, but is not limited to, putting soap or pepper

in a child's mouth.

Any acceptable disciplinary action that is not age-appropriate for the child or is excessive

in time or duration

7. Emergency preparedness and response planning for emergencies resulting from

a natural disaster or a human-caused event (such as violence at a child care

facility)

CCCPP-approved providers are required to have a written Emergency Preparedness and

Response Plan to be implemented in the event of a fire, natural disaster, or other threatening

situation that may pose a health or safety hazard to children. Plans must describe procedures for

relocation, evacuation, shelter in place, and lockdown. MSDH also has an agency-wide


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emergency preparedness plan which describes agency procedures for relocation, evacuation,

shelter in place, and lockdown.

8. Handling and storage of hazardous materials and the appropriate disposal of

bio-contaminants

Garbage and trash shall be removed from the child care facility daily and from the grounds at

least once a week. Garbage and trash shall be stored inaccessible to the children, and in insect

and rodent resistant containers.

The child care facility shall comply with all regulations promulgated by the Division of

Sanitation of the Mississippi State Department of Health for:

1. Food Service

2. On-site Wastewater Systems

3. Vector (pest) Control


Occupant Restraints:

All children will be properly restrained whenever they are being transported in a motor

vehicle.

o Every person transporting a child under the age of four (4) years in a passenger

motor vehicle, and operated on a public roadway, street or highway, shall provide

for the protection of the child by properly using a child passenger restraint device

or system meeting applicable federal motor vehicle safety standards, e.g., child

safety seat.

o Every person transporting a child in a passenger motor vehicle operated on a

public roadway, street or highway, shall provide for the protection of the child by

properly using a belt positioning booster seat system meeting applicable federal

motor vehicle safety standards if the child is at least four (4) years of age, but less

than seven (7) years of age and measures less than four (4) feet nine (9) inches in

height or weighs less than sixty-five (65) pounds.

o Any vehicle equipped with seatbelts is subject to the requirements listed above.

No vehicle shall be occupied by more individuals than its rated capacity. No children

shall be transported in the front seat of vehicles equipped with passenger side air bags.

All vehicles under 10,000 lbs. GVWR (Gross Vehicle Weight Rated) shall be equipped

with occupant restraints appropriate for the age and/or weight of the children being

transported. A child under the age of four shall be transported only if the child is securely

fastened in a child safety seat that meets Federal Motor Vehicle Safety Standards

(FMVSS, 49 CFR 571.213), which shall be indicated on the child safety seat. The child

safety seat shall be appropriate to the child's weight and be installed and used according

to the manufacturer's instructions.

Vehicles (e.g., school buses) with a GVWR 10,000 lbs. or more at a minimum shall meet

the current Federal Motor Vehicle Safety Standards (FMVSS) for buses of that size. It is

the responsibility of the child care facility operator to have documentation verifying that

a bus meets the current FMVSS.


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An individual seat restraint must be used for each child. The use of an individual seat

restraint for two or more children is not allowed. NOTE: Federal Motor Vehicle Safety

Standards (FMVSS) means the National Highway and Traffic Safety Administration's

standards for motor vehicles and motor vehicle equipment established under Section 103

of the Motor Vehicle Safety Act of 1966 (49 CFR Part 571) as they apply to school

buses.

Staff-to-Child Ratio:

On vehicles with a GVWR of less than 10,000 lbs., the staff-to-child ratio shall be

maintained at all times. The driver of the vehicle shall not be counted as a caregiver while

transporting the children.

On vehicles with at GVWR of 10,000 lbs. or more, the staff-to-child ratio shall be one

caregiver to each 25 children or fraction thereof. The driver of the vehicle shall not be

counted as a caregiver while transporting the children. In facilities that are dually

licensed, i.e., licensed to provide care for both preschool and school age children, if the

vehicle is only transporting school age children (no preschool children, infants, or

toddlers are being transported), the driver may be counted as a caregiver while

transporting the school age children.


Programs that operate in a central location shall have at least one caregiver on the premises at all

times the facility is in operation that has a current certification in CPR and first aid. When groups

of children are away from the central location for field trips etc., there shall be at least one

caregiver with the group that holds a current certification in CPR and first aid. All caregivers in

summer day camps are required to have current CPR and first aid certification, copies of which

shall be kept with their personnel records.

First Aid Supply:

1. A first aid supply shall be kept on-site and easily accessible to employees, but not in

reach of the children.

2. A first aid supply shall be taken on all field trips and excursions and shall be easily

accessible to employees, but not in reach of the children.

3. Medicine shall be kept out of the reach of the children.

4. All vehicles used by the facility in transporting children shall be equipped with a first aid

kit.

5. It is recommended that first aid kits contain items pursuant to American Red Cross

guidelines.

6. Some items in this kit may have expiration dates. All first aid kits should be periodically

inspected for contents. Depleted and out of date materials should be replaced.

7. Special attention should be exercised when utilizing first aid supplies or any medication

for children who have allergies or other special medical needs.


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The Health and Safety training covers the topics of child abuse and neglect including definitions

of types of abuse (physical, emotional, sexual), maltreatment of children, recognizing signs of

abuse, and reporting policies.

All child care providers and all responsible parties must report child abuse and neglect

immediately if they suspect or have evidence that a child in their care is being abused or neglected

by a parent, family member, child care worker, or other individual with access to the child.

Providers and all responsible parties shall submit criminal child abuse reports directly to the

Mississippi Department of Child Protection Services for investigation, and shall notify MDHS.

MDHS may also notify MSDH if warranted.

Mississippi Department of Child Protection Services reports can be made online at

www.mdcps.ms.gov or verbally by calling the Mississippi Abuse Hotline at 1-800-222-8000.

DISCIPLINE OF CHILDREN

All child care providers should establish practices for promoting developmentally appropriate

social-emotional-behavioral health practices and procedures for discipline and intervention.

These procedures and practices shall be clearly communicated to all staff, families, and

community partners.

Suspension and Expulsion of Children

MDHS strongly discourages the use of expulsion, suspension, and other exclusionary discipline

practices; these practices should only be used as a last resort. Child care providers are

encouraged to access the technical assistance (TA) and resources provided by MDHS through

the Early Childhood Academies (ECA) and the Mississippi Early Childhood Inclusion Center

(MECIC) to assist the provider in maintaining therapeutic inclusion of the child if at all possible.

The provider should document evidence of appropriate behavioral interventions. Should a

situation arise where there is documented evidence that all possible interventions and supports

recommended by a qualified professional have been exhausted and it has been determined that

transitioning a child to another program is necessary for the well-being of the child or his or her

peers, providers are encouraged to take a series of documented steps to ensure a smooth

transition into another setting that offers a rich social context and opportunities for interactions

with socially competent peers so that the child’s learning and social skills practice are optimized

in a natural environment. If the child has a disability and is receiving services under the

Individuals with Disabilities Education Act (IDEA), the provider and MDHS shall ensure that

additional applicable procedural safeguards and requirements are met.


http://www.mdcps.ms.gov/

tel:+1-800-222-8000

62

MISSISSIPPI CHAPTER 8: APPROVED PROVIDER PROCESS AND PROCEDURES

Revised 02-01-19

CHILD CARE PAYMENT PROGRAM (CCPP) APPROVED PROVIDER PROCESS

AND PROCEDURES

REIMBURSEMENT RATES

The CCPP is a third-party reimbursement model, paying providers a fee for services,

based on agency established reimbursement rates. The current rates were established by

conducting a Market Rate Survey (MRS) of the state’s average child care rates, and

multiplying those rates by 75 percent, with variants for age of the child, child’s full or

part-time status, facility type, and special needs.

Reimbursement rates shall be reviewed once during each three (3) year federal state plan

cycle to ensure the rate is adequate and to ensure equal access to services for children in

the CCPP.

The current rates and methodology for the most current MRS are posted on the consumer

education website and on the Mississippi Department of Human Services (MDHS)

website.

CCPP providers may charge more than the reimbursement rates established by MDHS,

but to do so, they must publish the rates to the public, and in all marketing materials, and

file a copy of the published rates with MDHS annually. Providers shall not charge a

different rate to families in the certificate program than the rate charged to the general

public. All rates, fees, and discounts charged to CCPP participants must be offered and

equal to those charged to non-participants. This means universal application of advertised

tuition rates.

The established rates are intended to subsidize child care costs for low income parents

and may not cover the full cost of all centers.

CO-PAYMENT AND OTHER FEES

MDHS calculates a co-payment fee for each child care certificate based on a sliding fee

scale that accounts for family size and household income. The fee is written on the child

care certificate when it is issued, and it is mandatory for the provider to collect the

designated fee directly from the parent.

CCPP providers may charge reasonable late fees but they must be published to the public,

and in all marketing materials, and must apply equally to CCPP and non-CCPP children.

If CCPP providers elect to charge more than the published reimbursement rate, the

provider is responsible for collecting the overage from the parent or any responsible

party.

All fees shall be paid by the parent during the current month directly to the provider

according to the child care certificate issued by MDHS. Providers shall maintain proof of

collection of co-payment fees, identified separately from tuition overage payments made

by parents.

All outstanding fees must be paid to the provider before MDHS will grant a change of

provider request unless the parent demonstrates emergency circumstances.


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Providers must provide proof of payment to parents that must include the following:

Parent’s name

Payment amount

Date of payment

Child care center’s name

Child care provider’s name and signature

PAYMENT PROCESS

CCPP providers must submit a ledger in the Child Care Payment System (CCPS). All child care

providers are required to maintain a record of accurate attendance and absences on sign-in/out

sheets and on daily class rolls for each child. Providers shall retain sign-in/out sheets for a period

of three (3) years.

The sign-in/out sheets must show the following:

Child’s first and last name (as listed on the child care certificate),

Full name of the parent/guardian or parent’s authorized representative,

Time the child is signed in with the signature of the person signing the child in each day,

and

Time the child is signed out with the signature of the person signing the child out each

day.

It is mandatory for sign-in/out sheets to be maintained and made available upon request. Refusal

to provide sign-in/out sheets upon request to any MDHS or Mississippi Department of Health

(MSDH) staff may result in further administrative investigation and/or sanctions.

If sign-in/out sheets are lost or damaged by an unforeseen occurrence such as fire, flood or

natural disaster, the child care provider must report the occurrence, and submit evidence to

MDHS within ten (10) days of the occurrence. Evidence of the occurrence must include the date

and time of the occurrence. The evidence can be submitted by mail, fax, email or in person to

MDHS.

PARENT CHOICE OF PROVIDER

Parent choice is a fundamental tenet of the CCDF program. Parents are free to choose any

provider that has been previously approved to participate in the CCPP. The selected provider is

listed on the certificate after the child has been approved for program participation.

Parents may change child care providers for any reason, but the parent must adhere to the

following MDHS procedure for doing so:

Submit a Change in Provider Form to MDHS signed by the parent and the current

provider. An incomplete form will not be processed.


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Ensure that all outstanding fees are paid to the current provider.

Provide a minimum two (2) week notice to the current provider prior to withdrawing the

child, unless under emergency circumstances.

Emergency Circumstances - The minimum two (2) week notice period may be waived

under certain circumstances. The parent may make a written request to the DECCD

Division Director explaining the emergency circumstance for transfer or withdrawal.

Examples of emergency circumstances include, but are not limited to:

Physical Altercation between the Parent and Staff Member (including

Director). If an issue arises at the child care center between the parent and

staff member (including director) of the child care center resulting in police

involvement, a transfer may be requested. The DECCD Director may also

contact the child care provider to obtain additional evidence, and will weigh

all evidence as a whole.

Injury of a Child: If an issue arises at the child care center resulting in an

injury of any child enrolled in the center such as neglect, lack of supervision,

or physical harm, a transfer may be requested.

If emergency circumstances are established, the DECCD Director will make a

determination as to whether outstanding fees must be paid prior to authorizing

the transfer or withdrawal.

Slot Facility Provider Change: If the child is enrolled in a slot certificate, the parent may only

transfer the child to another approved slot provider. The approval of this request may be subject

to the availability of funds at the slot facility. Parents must adhere to the forgoing change of

provider process.

PARENT COMPLIANCE

Parents and providers receiving CCDF subsidy are expected to follow MDHS and the selected

child care provider’s internal policy. Failure to do so may result in sanctions in the program,

however, each parent enters into a contractual relationship with each provider, and disputes that

fall outside of the CCDF program must be resolved by the contracting parties or in a court of

proper jurisdiction.

ALLOWABLE LEAVE TIME FOR PARENTS

Natural Disaster – Child care services shall be continued when parents are off work due

to circumstances beyond the parent’s control, such as hurricanes, floods, and tornado.

Child care providers shall be reimbursed when the center is closed temporarily in the

event of an emergency declared by the President of the United States or Governor of

Mississippi or an event that results from a natural disaster or human-caused event for up

to ten (10) business days per occurrence, unless the parent needs to make alternate child

care arrangements.


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Absences – A child shall be allowed up to five (5) paid unexcused absence days per

month. Child care providers are paid for a full month for up to five (5) absent days. If a

child is absent for more than five (5) days, the child care provider shall be paid on a daily

basis. No documentation is needed for these absences.

Excessive absences – Absences are considered excessive whenever a child(ren) is absent

from a child care center for sixty (60) consecutive days or more.

Exception to the excessive absence rule:

Temporary long-term absences – May be granted for special circumstances such as

chronic illness of the child, custody situation that requires the child to spend extended

time with a non-custodial parent, or a temporary move out of state. Requests should be

made in writing to MDHS if absences will exceed sixty (60) consecutive days, and will

be granted on a case by case basis. If granted, the certificate will continue to remain

active, regardless of attendance, but the child care provider will only be paid for five (5)

days of absence per month. However, the child care provider has the option to disenroll

the child from his or her child care center.

Voluntary withdrawal – Participants and providers must notify MDHS of any move out

of state, or intent to withdraw from child care. MDHS will then terminate the certificate.

Failure of a parent or provider to notify MDHS may constitute as an intentional program

violation. Absence of a child for thirty (30) consecutive days without a ruling from

MDHS that the absence is temporary (see above), shall be considered a voluntary

withdrawal from the program.

MDHS will pay for up to eleven (11) holidays (see chart below) per year. If the Governor

of Mississippi allows days in addition to the list below in observance of a holiday,

providers shall be notified they are also allowed these extra days.

DATE HOLIDAY

January 1 New Year’s Day

January – 3rd

Monday Dr. Martin Luther King, Jr.’s Birthday

and Robert E. Lee’s Birthday

Spring (date varies annually) Good Friday

May – Last Monday Memorial Day

July 4 Independence Day

September – 1st Monday Labor Day

November – 4th

Thursday and Friday Thanksgiving Day & the Friday After

December 24 Christmas Eve

December 25 Christmas Day

December 31 New Year’s Eve

If the identified holiday falls on the weekend, the holiday shall be observed on the day

designated for state holiday observance. A child care center shall remain open on days when

children are taken on field trips, or any other day outside of the approved holiday list provided by


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MDHS, for any children who cannot attend the field trips or who still need child care during

holidays not approved by MDHS.

PAYMENT LEDGER CYCLE

Payment ledgers shall be submitted electronically through the Child Care Payment System

(CCPS) once a month. Providers may choose to submit ledgers during one (1) of two (2)

payment cycles during the month; however, providers shall only receive one (1) payment per

month for services rendered.

Payment ledgers shall open to providers on the first day of the month and remain open

until 11:59 p.m. CST on the fifth day of the month. Child care providers who submit

ledgers by the fifth day of the month will be issued payment by the 15th day of the

month.

Child care providers who fail to submit the ledger by the fifth day of the month have the

option to submit the ledger by 11:59 p.m. CST on the 15th day of the month. Providers

who submit their ledgers by the 15th day of the month will be issued payment by the last

day of the month.

DEECD cannot issue provider payments outside the scheduled payment cycle. If the child care

provider fails to submit the payment ledger for any reason, the child care provider must wait to

submit the payment ledger at the next available time.

LEDGER PAYMENTS

Ledger payments contain a list of disbursements issued to the child care provider for attendance

for services rendered on behalf of children who are participating in CCPP.

LEDGER ADJUSTMENTS

An adjustment shall be made in CCPS reflecting a change, if it is necessary to adjust the amount

of funds issued based on the attendance information submitted to MDHS by the child care

provider.

Payment Adjustment Form

MDHS’s Payment Adjustment Form must be used for reporting any necessary adjustment(s) by

the child care provider to MDHS. This form is available on both MDHS and SECAC websites.

Child care providers must submit this form, along with supporting documents, to MDHS to

report any of the following:

1. Overpayment/Underpayment – If a child care provider discovers an over-payment or

under-payment on the payment ledger. The child care provider must submit supporting

sign-in/sign-out sheets in order for the adjustment to be processed. Questionable

payments or incorrect payments shall be adjusted during the next regularly scheduled


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payment cycle. Once MDHS processes the overpayment/underpayment request,

payments will be issued/deducted from the next month payment.

2. Certificate Error - Any error listed on the child care certificate that will cause payments

to calculate incorrectly must be submitted to MDHS. Such errors include, but are not

limited to:

o Incorrect payment rates

o Incorrect care type (full-time vs full-/part-time)

o Incorrect date of birth for the child

3. Duplicate Children on the Ledger - If a child care provider discovers that a child is

listed more than once on the payment ledger. Providers should claim payment for the

certificate that has the accurate payment amount for the child. The duplicate entry should

be listed as absent “A” for correct payment.

TYPES OF CARE

Standard Care o Full-Time Child Care – Full time care is assigned to children ages 6 weeks to 5

years of age who attend the facility more than six (6) hours.

o Part-Time Child Care – Child care provided for fewer than six (6) hours.

Non-Traditional Care – Child care providers have the option to provide child care

services during standard or non-traditional hours. Non-traditional hours include week

night care and supervision of children for less than 24 hours per day within the twelve

hours between 6:00 p.m. and 5:59 a.m., or weekend care and supervision of children

between 6:00 p.m. Friday and 5:59 a.m. Monday. To provide non-traditional child care

the provider must ensure that doing so will not cause the child care provider to exceed

MSDH maximum capacity for that facility by obtaining approval from MSDH.

Additionally, the child care provider must:

1. Submit a written request to MDHS

2. MDHS will verify MSDH approval in CCPS

3. If MSDH has approved the request, the child care provider must submit a roster of

the children in CCPP needing non-traditional care hours.

4. The child care provider will be instructed to inform the parent to submit

verification that non-traditional care hours are needed. The parent must provide a

copy of their work schedule demonstrating the need for non-traditional care.

5. The parent must submit this verification to MDHS before the child can start the

non-traditional care hours.


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REIMBURSEMENT

Full-time Reimbursement Rates

Full-time reimbursement rates shall be issued to child care providers for the following:

Full-time care provided by CCPP-approved centers when the primary school setting is

closed.

Full-time care provided by CCPP-approved centers when the child is given an out-of-

school suspension.

Summer child care for school-age children for up to five (5) absences and approved

holidays.

For three (3) and four (4) year old children enrolled in public or private pre-kindergarten

programs where tuition is assessed.

Five (5) year old children not enrolled in a public kindergarten program, until they reach

the age of six (6).

Non-traditional child care.

Full-time certificate payments for school-age children shall not be issued to students

enrolled in first grade through 12th grade unless full-time care is needed during

nontraditional hours and/or the primary/secondary school setting is closed.

Part-time Reimbursement Rates

Part-time reimbursement rates shall be issued to child care providers for the following:

School-age children and children who attend other programs, such as Head Start, for

excused absences and during holidays. Except during times when it is documented the

child(ren) attended the child care center for the full day because the school was not open

or for out-of-school suspension during the school year.

Any care provided when the child’s primary school setting is open, such as afterschool

care.

GARNISHMENTS/LEVIES

Garnishment/levies are court ordered recoupment of a debt owed by a provider to a third party.

When MDHS receives notice of a garnishment or levy action against a child care provider,

MDHS must submit payment to the garnishing party until the provider’s debt has been paid in

full, or until a Notice of Release has been received. The provider must contact the garnishing

party to dispute the action or make alternate payment arrangements.

LICENSURE REVOCATION OR CLOSURE BY MSDH

Any license-eligible child care center closed by MSDH Licensure Department will be

immediately closed in the CCPP.


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CCDF funds cannot be used to pay a child care provider if the license has lapsed at any time.

Funds may be recouped for any lapse in time the license was not valid.

If the death of a child occurs in a CCPP provider, and the death is determined to be due to a

health and safety violation, the child care provider will be terminated from the CCPP upon a

final determination of the cause of death. MDHS staff will assist with locating alternate

childcare for other CCPP children if needed.

PROVIDER CHANGE OF STATUS

A significant change of status requires completion of a new CCPP application and new e-Ledger

training webinar (if more than 6 months since completion of the last webinar) and includes the

following:

Address change

Tax ID Number change

Change of Ownership

Procedure for transfer of ownership:

New Owner must: Comply with all requirements to become a CCPP approved

provider. Children enrolled in CCPP and MDHS Provider ID numbers do not

automatically transfer to the new owner. If the new owner fails to complete the CCPP

approval process prior to the first date of operation under new ownership, there shall

be a lapse in payment until the new owner completes the CCPP approval process.

Previous Owner must:

1. Notify MDHS in writing of the pending transfer of ownership prior to the

effective date so that all certificates may be terminated and reissued to the new

owner upon the last day of operation. The certificates will only be issued to the

new provider with parent approval.

2. Submit a written statement certifying the provider will no longer claim funds

issued by CCPP after a designated date, and the designated date

3. Provide MDHS a forwarding address for any future payments and tax information

This information can be submitted by mail, fax, email, or in person to MDHS. All

changes must be approved by MDHS before payment will be issued.

TAX IDENTIFICATION

MDHS shall only issue payments through the CCPP to the individual or entity attached to

the Employee Identification Number (EIN), also referred to as the Tax Identification

Number (TIN) or Social Security Number (SSN) on record.

The TIN or SSN is required by the Internal Revenue Services for tax purposes, and the

provider elects which of the two identifying numbers to provide.

If a provider elects to change from an EIN/TIN to a SSN, MDHS shall only approve the

change if there is no lien or levy against the EIN/TIN of record.


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MDHS shall not approve an application for an individual or center to become a CCPP-

approved provider if information on the W-9 is missing or incorrect. The W-9 must be

signed and dated in order to be complete.

If a CCPP-approved provider has a missing or incorrect TIN, MDHS shall deduct the

Backup Withholding (BWH-B) Rate of 28 percent from future payments through the

CCPP program until the correct TIN or name is supplied to MDHS. A TIN shall be

considered to be missing or incorrect if it is not provided, has more or less than nine

numbers, has an alpha character as one of the nine positions, or is in an improper format

with a NAME/TIN combination that does not match or cannot be found in IRS or SSA

files.

If a CCPP-approved provider has a missing TIN, MDHS shall notify the provider via

certified mail and immediately apply backup withholding until a W-9/TIN is supplied.

If a CCPP-approved provider has an incorrect name/TIN, MDHS shall send via certified

mail a First B-Notice and a W-9 form. The envelope shall be clearly marked that

important tax information is enclosed. The provider shall be given thirty (30) business

days to respond to complete the W-9 with a correct name/TIN. Failure to respond to the

first B-Notice within thirty (30) business days will result in immediate backup

withholding until the completed W-9 is returned.

If MDHS receives a second notification from the IRS within a three-year period that the

provider TIN is incorrect, MDHS shall issue a Second B Notice to the provider. The

Second B Notice shall not include a copy of the W-9. The provider shall be given thirty

(30) business days to provide MDHS with a copy of his or her Social Security Card or a

147C. Failure to respond to the second B-Notice within thirty (30) business days shall

result in immediate backup withholding until the documentation is provided.

Tax-exempt organizations, government agencies, and corporations may be exempt from backup

withholding according to IRS regulation. MDHS shall keep a record of withholdings in order to

submit an Annual Return of Withheld Federal Income Tax Form 945 to the IRS.


71

MISSISSIPPI CHAPTER 9: PROGRAM COMPLIANCE

Revised 02-01-19

PROGRAM COMPLIANCE

As lead agency for the Child Care Development Fund (CCDF), the Mississippi Department of

Human Services (MDHS) has responsibility for ensuring compliance with all federal statutes and

regulations, state statutes, and policy. MDHS employs multiple mechanisms to ensure

compliance, including internal quality control monitoring, formal agreements with other state or

private agencies, investigations, and sanctions if necessary.

CHILD CARE FACILITY COMPLAINT PROCESS

Making a Complaint

Any person may file a program related complaint or submit a tip about waste, fraud, or abuse of

the program through the following methods:

Call Mississippi Department of Health (MSDH) HOTLINE 1-866-489-8734 for

complaints related to licensure or child care regulations. Unless ordered by a court, the

identity of the individual who reported the complaint shall not be disclosed outside of

MSDH and/or MDHS investigative staff.

Submit the MDHS FRAUD TIP FORM http://www.mdhs.ms.gov/ or call 1-800-299-

6905 for complaints related to CCDF program violations or suspected fraud, waste or

abuse.

Depending on the nature of the complaint the issue may be resolved wholly by MSDH, or it may

be handled jointly by MSDH and MDHS, or referred to the appropriate agency.

Record of Complaints

The Mississippi Department of Health will maintain a record of substantiated parental

complaints against child care providers. This function is performed on behalf of MDHS in order

to comply with federal requirements by maintaining a Child Care Facility Complaint Hotline for

use by the public. The complaint hotline number, and all substantiated parent complaints are

available by link on the consumer education website.

Types of Complaints

1. Health and Safety Regulatory

Any complaint made to MDHS against a child care provider may be referred to MSDH. All such

complaints shall be logged and maintained by MSDH. MSDH is responsible for investigating

each complaint filed against a child care provider. MSDH may request assistance from MDHS,

as needed, during a complaint investigation. MSDH will maintain records of complaints made

against a child care provider, these records may be obtained by making a Public Records request

to MSDH.


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2. Financial or Program Violations

The MDHS Division of Program Integrity (DPI) will conduct investigations of suspected

intentional program violations from child care providers and/or recipients stemmed from fraud

tips, data matching, quality control reviews, Child Care Payment Program generated system

reports or any other reliable source.

REFERRALS TO MSDH

Any suspicion on the part of a MDHS staff member that a licensed center is not in compliance

with the Regulations Governing Licensure of Child Care Facilities shall be reported immediately

to the MSDH. A child care provider with a suspected license violation may remain CCPP

approved until MSDH notifies MDHS that official action has been taken to restrict the child care

center from operating as a licensed child care center.

Licensure violations that shall be reported to MSDH include, but are not limited to:

Health and Safety Violations;

Attendance in excess of licensed capacity;

Improper child-to-staff ratios;

Use of corporal punishment or verbal abuse;

Forged director or staff credentials;

Forged professional development certificates;

Substandard facilities; or

Environmental hazards.

MONITORING RESPONSIBILITIES

All providers participating in CCPP shall be inspected/monitored at least once annually in

accordance with federal requirements.

Licensed Child Care Centers

A. MSDH has the primary responsibility of conducting annual unannounced

inspections of licensed child care centers.

B. MDHS may also conduct announced or unannounced monitoring visits to CCPP

approved licensed child care centers to ensure program compliance.

License-Exempt Providers

MSDH will perform annual unannounced inspections of license-exempt child care

centers on behalf of MDHS.

MDHS may also conduct announced or unannounced monitoring visits of CCPP

approved license-exempt providers to ensure program compliance.

Unlicensed Providers (Family Child Care)

MSDH will perform annual unannounced inspections of unlicensed child care



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MDHS may also conduct announced or unannounced monitoring visits of CCPP-

approved unlicensed providers to ensure program compliance.

Training of Monitoring Agents: MSDH child care monitoring agents must satisfactorily

complete training before visiting child care providers for inspection. The training shall include

the procedures for conducting a visit and reporting findings, and program policy.

Record Reviews

Monitoring visits may include, but are not limited to, a review of the following records, which

must be made available to the monitoring agent or investigator if requested. Additionally,

records must be kept in accordance with MSDH record retention requirements.

Child Attendance Records

o Daily attendance roster (sign-in/sign-out sheets) for each child. The attendance

recorded on the child care center's attendance roster may be compared to the

attendance reported to MDHS. All documentation related to child attendance may

be reviewed.

Staff Records

o Child care providers must maintain a record/roster of all staff and volunteers, with

hire dates and termination dates;

o A current letter of suitability for all staff and volunteers; and

o A current record of Health and Safety Orientation training for all staff and

volunteers.

Published Rates

o The provider's published rates charged to the general public.

Documentation of Co-Payment Fees Collected

o A record of the payment of monthly co-payment fees for each CCPP child, must

be kept and distinguished from payments of other fees such as late fees or tuition

overage.

Licensure

o A copy of the center's license, letter of exemption, if applicable, or proof of

registration for unlicensed providers.

Provider Statement of Agreement

o Copy of the signed CCPP Provider Statement of Agreement.

Capacity

o Attendance may be checked to ensure the child care provider is not receiving

more CCDF certificates than the licensed or allowed capacity supports.

Attendance in excess of licensed or allowed capacity is a health and safety

violation, and may result in a recoupment of funds issued for certificates in excess

of licensed or allowed capacity. Capacity is established by the following authority

depending on the type of provider:

1. Licensed providers-by MSDH regulations.

2. License-exempt providers- by the national or local organization

upon which the exemption status is based; a copy of the capacity


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Revised 02-01-19

standards must be kept with the CCPP Provider Agreement in

MDHS records, and on site at the child care center.

3. Unlicensed providers- must have five (5) or fewer children

unrelated to the caregiver by the third-degree of kinship.

Immunization Records

o All CCPP-approved providers (licensed, license-exempt, and unlicensed) must

keep and provide documentation of current immunizations or medical exemption,

in compliance with MSDH regulations for all staff and children in the facility.

(Form 121 Certificate of Immunization issued by the Mississippi State

Department of Health, or Form 122, Certificate of Exemption)

o Homeless children and children in foster care who receive CCPP assistance shall

have a twenty-four (24) hour grace period from the date of admission into a

CCPP- approved child care program to obtain the necessary immunization

records. No provider shall be sanctioned for failure to provide immunization

records for homeless children and children in foster care if enrolled in care for

fewer than twenty-four (24) hours prior to the time of inspection.

Record of Emergency Drills

o Licensed CCPP-approved providers must maintain a record of emergency drills as

required by MSDH.

o License-exempt CCPP-approved providers must maintain a record of annual

emergency drills in compliance with standards established by the national or local

organization upon which the exemption status is based.

o Unlicensed providers must develop and maintain a written emergency

preparedness plan

Fines

In order to participate in the CCPP child care providers must comply with monitoring, both

announced and unannounced. Refusal to cooperate in the monitoring process may result in a

financial penalty of $1,000 by MSDH for licensed providers. Additionally, refusal to allow

monitoring inspections may result in referral to MDHS the Office of the Inspector General,

Division of Program Integrity (DPI) for further investigation and possible termination from the

program for all providers.

Findings for Health and Safety Violations

MSDH shall record all findings from health and safety violations on an official inspection form.

A copy of the completed inspection form shall be given to the child care provider at the time of

inspection. A child care provider with findings or violations may be monitored again by either

announced or unannounced visits to monitor compliance with corrective action plans. Failure to

cure findings may result in additional monitoring visits by MSDH or referral to MDHS for

additional monitoring or investigation.


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Public Posting of Inspection Reports: MSDH will make inspection reports completed after

October 1, 2018, publicly available on the child care consumer education website. Inspection

reports will remain posted for a minimum of seven (7) years, along with any Corrective Action

Plans (CAP) that address the inspection findings. If the child care provider wishes to dispute the

findings, the provider must utilize the MSDH agency appeal process, which is found the in the

MSDH Regulations.

IMPROPER PAYMENT

Improper payments occur when MDHS makes a payment to a provider on behalf of a recipient

who is ineligible for the CCPP subsidy, or if the payment was calculated in error. Improper

payments can occur due to Agency Errors (AE), Unintentional Program Violations (UPV), or

Intentional Program Violations (IPV). MDHS may recover the improper payment, regardless of

type.

Threshold: MDHS shall pursue recoupment of UPV and IPV improper payments of

more than $1000.00, and may pursue those claims of $1000.00 or less. The threshold is

applicable to UPV and IPV errors.

Types:

1. Agency Error (AE): occurs when MDHS staff takes an incorrect action or fails to

take an action that causes an improper payment.

2. Unintentional Program Violation (UPV): occurs when a payment was paid to a

child care provider, on behalf of the recipient, due to a misunderstanding of policy or

by an unintentional error on the part of the parent or child care provider.

3. Intentional Program Violation (IPV):

Definition: an intentional act by the recipient or child care provider to

misrepresent or mislead by providing false documentation or verification or

intentionally omitting documentation or verification in an effort to wrongfully

obtain eligibility for services or payment, which MDHS must prove by clear and

convincing evidence at a Programmatic Administrative Disqualification Hearing.

MDHS Programmatic Administrative Disqualification Hearing Policy is

incorporated herein by reference (See Part 23, Chapter 2).

Examples of an IPV include, but are not limited to:

o Intentionally over-claiming payment for child care services rendered;

o Claiming payment for a child who no longer attends the child care facility;

o Failing to maintain sign-in/sign-out sheets, forging sign-in/sign-out sheets;

o Forging change-of-provider forms;

o Forging signatures;

o Failing to charge co-payments; or

o Having multiple certificates for the same child; or

o Providing manipulated, falsified or false documents to establish eligibility


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Revised 02-01-19

Findings: must be made by an Administrative Disqualification Hearing, by a

court of competent jurisdiction, or by the execution of a waiver.

Penalties for Providers:

A child care provider or individual working in or for the child care provider who

is found to have committed an IPV may be responsible for repayment or

recoupment of the improper payment amount and/or be ineligible to participate in

the program as follows:

1. First Offense: 6-month probation and may be subject to additional

monitoring visits from MDHS or MSDH as indicated by the nature of the

offense.

2. Second Offense: 1-year probation and may be subject to additional


offense.

3. Third Offense: Permanently terminated from participation in the CCDF

program.

When an IPV is committed by an individual acting alone or in concert with

others for a third offense, and that individual or individuals are permanently

terminated from the program, that individual or individuals may not hold an

administrative position in a facility or home in which CCPP subsidies are

received. Additionally, the individual or individuals may not hold a position

responsible for the recording or tracking of enrollment and attendance or for

the completing and reporting of family/child status and/or enrollment and

attendance.

If a child care provider is permanently terminated from the program, DECCD

will assist CCPP certificate holders to find an alternative child care provider,

unless the parent(s) chooses to keep the child(ren) at the center and forfeit

CCPP funding.

Penalties for Recipients:

If the IPV is due to the actions of a recipient, MDHS may enter into a

repayment agreement to recover the disputed funds from the recipient or

recoup them from the childcare provider depending on the circumstances.

If MDHS finds that the documents that were used to establish eligibility were

false, falsified, or manipulated and all components of eligibility cannot

otherwise be verified, MDHS may terminate the certificate due to lack of

eligibility having ever been established, and recoup the improper payment

from the provider or enter a repayment agreement with the parent.

A recipient who is found to have committed an IPV may be responsible for

repayment or recoupment of the improper payment amount and/or be

ineligible to participate in the program as follows:

1. First Offense: allowed to retain the certificate if eligibility can be

established by valid documentation

2. Second Offense: 1-year probation


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Revised 02-01-19

3. Third Offense: Permanently terminated from participation in the CCPP

If a certificate is terminated due to wrongful action by a recipient with no

evidence of wrongful action by the provider, MDHS will give the provider a two

week notice of the termination.

RECOVERY OF FUNDS

The responsible party may be allowed to continue to participate in the program

while paying the improper payment back, unless the responsible party was found

guilty of a third intentional program violation.

Recoupment: MDHS may collect payment for AE, UPV and IPV by recoupment,

which is a reduction in CCPP payment amounts to the child care provider in

subsequent months. In the event the improper payment was due to the action of

the parent, the recoupment amount will be added to the parent copayment amount

and is to be paid directly to the provider by the parent.

The recoupment amount will be set at a percentage of the total amount of the

improper payment, establishing twelve (12) equal deductions to be withheld from

CCPP payments within a twelve (12) month period.

Any party subject to recoupment of funds will be notified by email of the

recoupment terms and the procedure for negotiating alternate recoupment terms.

The party may elect to discharge the debt in less than one year, by increasing the

amount withheld, or to request a lower payment if the party can demonstrate that

the payment would cause an undue financial burden. The nature and

circumstances that caused the improper payment may be taken into consideration

by MDHS in determining whether to allow a decreased recoupment amount.

Repayment Agreement: If the child care provider or parent no longer

participates in the CCPP program, or if MDHS is unable to recoup payments for

any reason, MDHS may enter into a repayment agreement with the provider or

parent.

ADMINISTRATIVE AGENCY APPEAL

An administrative agency appeal hearing is available for any child care provider, applicant or

recipient upon written request to the Administrative Hearings Division of the Office of the

Inspector General (OIG) of MDHS. An administrative agency appeal hearing provides an

opportunity for a more formal review when the child care provider, applicant, or recipient

disagrees with an adverse action that was taken directly by MDHS. MDHS Programmatic

Administrative Agency Appeal Hearing Policy is incorporated herein by reference (See Part 23,

Chapter 3).


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CIVIL ACTION

MDHS may pursue civil action in a court of competent jurisdiction if a parent or child care

provider breaches a repayment agreement.

CRIMINAL PROSECUTION

A SIPV may be referred to criminal prosecution if the potential improper payment amount is

over $50,000. Criminal prosecution shall be consistent with state and federal law. MDHS may

collect the improper payment through repayment agreement or court ordered restitution.


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MISSISSIPPI CHAPTER 10: CHILD CARE CONSUMER EDUCATION

Revised 02-01-19

CHILD CARE CONSUMER EDUCATION

1. Website:

In compliance with the reauthorization of the Child Care Development Block Grant

(CCDBG) Act, the child care consumer education website is designed to be a current and

comprehensive resource regarding child care in Mississippi. The State Early Childhood

Advisory Council of Mississippi (SECAC) website (secac.ms.gov) is designated as the

official consumer education website for the state of Mississippi. The SECAC website

provides child care information to parents, providers, and the community.

2. Additional Consumer and Provider Education

The Division of Early Childhood Care and Development (DECCD) shares information

through the SECAC consumer education website, the Early Childhood Academies (ECA)

and their Child Care Resource Centers, as well as through DECCD’s staff in the Child Care

Payment Program (CCPP) office. These outlets utilize a combination of the following

methods: written materials, electronic communication, and face-to-face meetings.

3. Inspection Reports

The Mississippi Department of Health (MSDH) monitoring and inspection reports of all child

care centers participating in CCPP shall be accessible on the consumer education website.

Parents and other individuals who wish to access these reports may search by provider name,

provider type, city, county, or year. Reports include the date of the inspection, any findings

or violations, information on corrective action (if applicable), and the date the corrective

action was satisfactorily completed. Inspection reports are kept on the website for a minimum

of seven (7) years.

4. Social –Emotional and Behavior Issues

The MDHS position statement on social, emotional and behavioral health and the use of

suspension and expulsion in early care and education settings states the following:

DECCD will work with child care providers and other Mississippi early childhood

stakeholders to invest in child care workforce preparation and development. This process

shall be designed to ensure that early childhood programs promote children’s social-

emotional and behavioral health and eliminate or severely limit the use of expulsion,

suspension, and other exclusionary discipline practices.

DECCD strongly discourages the use of expulsion, suspension, and other exclusionary

discipline practices; these practices should only be used as a last resort. Child care providers

are encouraged to access the Technical Assistance (TA) and resources provided by DECCD

through the Early Childhood Academies (ECA) and the Mississippi Early Childhood

Inclusion Center (MECIC) to assist the provider in maintaining therapeutic inclusion of the

child if at all possible. The provider should document evidence of appropriate behavioral


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interventions. Should a situation arise where there is documented evidence that all possible

interventions and supports recommended by a qualified professional have been exhausted

and it has been determined that transitioning a child to another program is necessary for the

well-being of the child or his or her peers, providers are encouraged to take a series of

documented steps to ensure a smooth transition into another setting that offers a rich social

context and opportunities for interactions with socially competent peers so that the child’s

learning and social skills practice are optimized in a natural environment. If the child has a

disability and is receiving services under the Individuals with Disabilities Education Act

(IDEA), the provider and DECCD shall ensure that additional applicable procedural

safeguards and requirements are met.

DEVELOPMENTAL SCREENINGS

DECCD collects and disseminates information through the SECAC on an ongoing basis,

continuously updating existing resources and services for conducting developmental screenings

and providing intervention services as needed. Also, ECA MECIC work to educate providers

through professional development to recognize the need for developmental screenings and to

provide resources for referrals. This information may be found on the SECAC consumer

education website. These referred services include the use of the Early and Periodic Screening,

Diagnosis, and Treatment (EPSDT) program and development screening services available under

the Individuals with IDEA. The website describes how a family or eligible child care provider

may utilize the resources and services to obtain developmental screenings for children receiving

child care assistance and who may be at risk for cognitive or other developmental delays. The

consumer education website describes the process for providers receiving CCDF assistance to

provide referrals for services to obtain developmental screenings for children.

CCDF participates in a multi-disciplinary group to determine how to use additional Health

Resources and Services Administration (HRSA) grant funding to increase the number of children

in Mississippi who receive age appropriate developmental screenings.


81

TITLE 18: HUMAN SERVICES

PART 17: DIVISION OF EARLY CHILDHOOD CARE AND DEVELOPMENT


82


POLICY MANUAL



200 SOUTH LAMAR STREET


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Page Subject

1000 INTRODUCTION

1000 GENERAL

1000 LEGAL AUTHORITY

1000 PURPOSE

1001 NON-DISCRIMINATION STATEMENT

1001 ORGANIZATIONAL STRUCTURE OF CCPP

1001 MDHS as Lead Agency

1001 SECAC (State Early Childhood Advisory Council) Role

1002 Partner Roles in Administration of Program

1003 CONTENTS OF THE CCPP POLICY MANUAL

2000 DEFINITIONS

2000 ABSENT DAY

2000 ABUSED CHILD

2000 ACTUAL CLASSROOM HOURS

2000 ADMINISTRATIVE AGENCY APPEAL HEARING

2000 ADMINISTRATIVE DISQUALIFICATION HEARING

2000 ADULT

2000 AGENCY ERROR (AE)

2000 AUTHORIZED REPRESENTATIVE

2000 CARE GIVER

2001 CCPP-APPROVED PROVIDER

2001 CENTER BASED PROVIDER

2001 CHILD CARE AND DEVELOPMENT FUND (CCDF)

2001 CHILD CARE CERTIFICATE

2001 CHILD CARE DEVELOPMENT BLOCK GRANT (CCDBG)

2001 CHILD CARE PAYMENT LEDGER

2001 CHILD CARE PAYMENT PROGRAM (CCPP)

2001 CHILD CARE PAYMENT SYSTEM (CCPS)


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PAGE SUBJECT

2001 CHILD CARE REFERRAL & RESOURCE CENTER (CCR&R)

2002 CHILD CARE SERVICES

2002 CHILD CARE SLOT PROVIDER

2002 CHILD CARE STAFF

2002 CHILD WITH SPECIAL NEEDS

2002 CHILDREN IN PROTECTIVE SERVICES

2002 COMPREHENSIVE CHILD CARE CENTER

2002 CONSUMER EDUCATION WEBSITE

2002 CO-PAYMENT FEE

2002 CRITICAL VIOLATION

2003 DEGREES OF KINSHIP ACCORDING TO THE LAW

2003 DESIGNATED STUDY HOURS

2003 DIRECTOR

2003 DIRECTOR DESIGNEE

2003 EARLY CHILDHOOD ACADEMY (ECA)

2003 EDUCATIONAL HOURS

2003 EDUCATIONAL PROGRAM/JOB TRAINING

2003 Attending Educational Program/Job Training

2003 ELIGIBLE CHILD


2004 EXCESSIVE ABSENCES

2004 FAMILIES WITH VERY LOW INCOMES

2004 FAMILY CHILD CARE PROVIDER

2004 FAMILY UNIT

2004 FULL-TIME CHILD CARE

2004 GROSS INCOME

2004 HEALTHY FAMILIES MISSISSIPPI (HFM)

2004 HOMELESS CHILDREN


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PAGE SUBJECT


2005 INCOME

2005 INFANTS

2005 IN LOCO PARENTIS

2005 INTENTIONAL PROGRAM VIOLATION (IPV)

2005 LEAD AGENCY

2005 LICENSE-EXEMPT CHILD CARE PROVIDER

2006 LICENSED CHILD CARE PROVIDER

2006 LICENSING OR REGULATORY REQUIREMENTS

2006 MISSISSIPPI EARLY LEARNING STANDARDS

2006 NATURAL DISASTER

2006 NEGLECTED CHILD

2006 NON-TRADITIONAL CARE

2007 NOTICE OF REDETERMINATION (PARENT)

2007 NOTICE OF REDETERMINATION (PROVIDER)

2007 PARENT

2007 PARENT WITH A DISABILITY

2007 PART-TIME CHILD CARE

2007 PROVIDER INTEGRATED PORTAL (PIP)

2007 PRESCHOOL-AGE CHILD

2007 PRIORITY POPULATION

2007 PROVIDER

2007 PROVISIONAL CHILD CARE CERTIFICATE


2008 RESIDING/LIVING WITH

2008 SCHOOL-AGED CARE

2008 SCHOOL-AGED CHILD

2008 SEASONAL WORKERS


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PAGE SUBJECT

2008 SERIOUS INJURY

2008 SOCIAL SECURITY BENEFITS

2008 STANDARD CHILD CARE CENTER

2008 STATE EARLY CHILDHOOD ADVISORY COUNCIL (SECAC)

2008 STATE MEDIAN INCOME (SMI)

2009 SUBSTANTIATED CHILD ABUSE

2009 SUMMER CARE

2009 SUPPLEMENTAL SECURITY INCOME (SSI)

2009 TEEN PARENT

2009 TEMPORARY ASSISTANCE FOR NEEDY FAMILIES (TANF)

2009 TEMPORARY CHANGE

2009 TEMPORARY LONG-TERM ABSENCES

2009 TERMINATED CHILD CARE CERTIFICATE

2009 TODDLER

2010 TRANSITIONAL CHILD CARE (TCC)

2010 UNINTENTIONAL PROGRAM VIOLATION (UPV)

2010 WORK REQUIREMENT

3000 PRIORITY POPULATIONS

3000 ELIGIBILITY GUIDELINES BY PRIORITY GROUP

3000 TANF and TCC Clients

3000 Homeless Clients

3001 Children in Custody or Supervision of the Mississippi Department

of Child Protection Services (MDCPS)

3001 Children Being Served By Healthy Families Mississippi (HFM)

Home-Visitation Program

3001 Teen Parent

3001 Special Needs Populations


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PAGE SUBJECT

3002 Children of Parent(s) Deployed in the Mississippi National Guard

or Reserve

3002 Very Low-Income and Low-Income Families

4000 PARENT APPLICATION PROCESS

4000 Before Initiating Application

4000 Initiating Application

4001 After Submitting Application

4002 DECCD Application Processing

4002 PARENT APPLICATION PROCESS FOR SLOT PROVIDERS

4002 NON-AVAILABILITY OF FUNDS/WAITLIST

5000 PARENT ELIGIBILITY REQUIREMENTS

5000 PARENTAL CHOICE

5000 ELIGIBILITY REQUIREMENTS

5000 PROOF OF ELIGIBILITY REQUIREMENTS

5001 Proof of Age

5001 Proof of Income

5001 INCOME CALCULATIONS

5002 Calculating Income

5002 Countable Income

5002 Non-Countable Income

5003 Proof of Work/Education or Training

5004 Proof of Relationship or Guardianship

5004 Proof of State Residency

5005 Proof of Identity

5005 Proof of Child Support Cooperation

5005 Proof of Special Needs/Disability

5005 TEEN PARENT ELIGIBILITY REQUIREMENTS

5006 REASONS FOR INELIGIBILITY


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PAGE SUBJECT


5006 REPORTING REQUIREMENTS


5008 TERMINATION REASONS DURING REDETERMINATION

PROCESS

5008 REASONS FOR TERMINATION

6000 REGISTRATION AND CO-PAYMENT FEES

6000 REGISTRATION/ACTIVITY FEE

6000 CO-PAYMENT

6000 Determining Who Pays a Co-Payment Fee

6000 No Co-Payment Fee

6000 Minimum Co-Payment Fee

6001 ASSESSING CO-PAYMENT FEES PER CHILD

6001 NON-PAYMENT OF CO-PAYMENT FEES

6001 CO-PAYMENT REIMBURSEMENTS

6001 Higher Rate

6002 Lower Rate

6002 PRORATING CO-PAYMENT FEES

7000 PROVIDER APPLICATION PROCESS

7000 CHILD CARE PAYMENT PROGRAM (CCPP) APPROVES THE

FOLLOWING TYPES OF CHILD CARE PROVIDERS

7000 Center Based Child Care Providers

7000 Family Child Care Provider

7000 In-Home Child Care Provider

7000 CCPP PROVIDER REQUIREMENTS

7002 COMPLETION OF APPLICATION PROCESS

7002 MSDH PERFORMS THE FOLLOWING REQUIRED CCPP

FUNCTIONS FOR PROVIDERS


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PAGE SUBJECT

7002 Licensure/Regulatory

7003 Criminal Background Checks

7004 STANDARD DESIGNATION

7004 COMPREHENSIVE DESIGNATION

7005 CCPP HEALTH AND SAFETY ORIENTATION TRAINING

7006 ONGOING PROFESSIONAL DEVELOPMENT

7006 Prevention and Control of Infectious Diseases

7006 Prevention of Sudden Infant Death Syndrome and the Use of Safe-

Sleep Practices

7007 Administration of Medication, Consistent With Standards for

Parental Consent

7008 Prevention of and Response to Emergencies Due to Food and

Allergic Reactions

7008 Building and Physical Premises Safety

7009 Prevention of Shaken Baby Syndrome, Abusive Head Trauma, and

Child Maltreatment

7009 Emergency Preparedness and Response Planning for Emergencies

Resulting From a Natural Disaster or a Human-Caused Event

7010 Handling and Storage of Hazardous Materials and Appropriate

Disposal of Bio-Contaminants

7010 Precautions in Transporting Children

7011 Pediatric First Aid and Cardiopulmonary Resuscitation (CPR)

Certification

7012 Recognition and Reporting of Child Abuse and Neglect

7012 DISCIPLINE OF CHILDREN

7012 Suspension and Expulsion of Children

8000 APPROVED PROVIDER PROCESS AND PROCEDURES


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PAGE SUBJECT

8000 CHILD CARE PAYMENT PROGRAM (CCPP) APPROVED

PROVIDER PROCESS AND PROCEDURES

8000 REIMBURSEMENT RATES

8000 CO-PAYMENT AND OTHER FEES

8001 PAYMENT PROCESS

8001 PARENT CHOICE OF PROVIDER

8002 PARENT COMPLIANCE

8002 ALLOWABLE LEAVE TIME FOR PARENTS

8004 PAYMENT LEDGER CYCLE

8004 LEDGER PAYMENTS

8004 LEDGER ADJUSTMENTS

8004 Payment Adjustment Form

8004 Overpayment/Underpayment

8005 Certificate Error

8005 Duplicate Children on the Ledger

8005 TYPES OF CARE

8005 Standard Care

8005 Full-Time

8005 Part-Time

8005 Non-Traditional Care

8006 REIMBURSEMENT

8006 Full-Time Reimbursement Rates

8006 Part-Time Reimbursement Rates

8006 GARNISHMENTS/LEVIES

8006 LICENSURE REVOCATION OR CLOSURE BY MSDH

8007 PROVIDER CHANGE OF STATUS

8007 Procedure for Transfer of Ownership

8007 New Owner


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PAGE SUBJECT

8007 Previous Owner

8007 TAX IDENTIFICATION

9000 PROGRAM COMPLIANCE

9000 CHILD CARE FACILITY COMPLAINT PROCESS

9000 Making a Complaint

9000 Record of Complaints

9000 Types of Complaints

9000 Health and Safety Regulatory

9001 Financial or Program Violations

9001 REFERRALS TO MSDH

9001 MONITORING RESPONSIBILITIES

9001 Licensed Child Care Centers

9001 License-Exempt Providers

9002 Unlicensed Providers (Family Child Care)

9002 Training of Monitoring Agents

9002 Record Reviews

9003 Fines

9003 Findings for Health and Safety Violations

9004 Public Posting Of Inspection Reports


9004 Threshold

9004 Types

9004 Agency Error (AE)

9004 Unintentional Program Violation (UPV)

9004 Intentional Program Violation (IPV)

9004 Definition

9004 Examples of IPV

9005 Findings


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PAGE SUBJECT

9005 Penalties for Providers

9005 First Offense

9005 Second Offense

9005 Third Offense

9005 Penalties for Recipients

9006 First Offense

9006 Second Offense

9006 Third Offense

9006 RECOVERY OF FUNDS

9006 From Child Care Providers

9006 Recoupment

9006 Repayment Agreement

9006 ADMINISTRATIVE AGENCY APPEAL

9007 CIVIL ACTION

9007 CRIMINAL PROSECUTION

10000 CHILD CARE CONSUMER EDUCATION

10000 Website

10000 Additional Consumer and Provider Education

10000 Inspection Reports

10000 Social-Emotional and Behavioral Issues

10001 DEVELOPMENTAL SCREENINGS


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GENERAL

The Child Care Payment Program (CCPP) is administered by the Division for Early Childhood

Care and Development (DECCD) at the Mississippi Department of Human Services (MDHS).

The CCPP is designed to provide child care assistance to qualifying parents and guardians.

The CCPP is designed to assist low-income Mississippi families by offering a seamless system

of high-quality child care through the Child Care and Development Fund (CCDF) subsidy

program. The CCDF provides federal funds to subsidize the cost of child care for low-income

families who are engaged in work, education, or job training and who have children under the

age of 13 or children under age 19 who have special needs. Information contained in this manual

is in compliance with the Child Care and Development Block Grant (CCDBG) Act of 2014,

CCDF regulations, and the CCDF state plan. The CCDBG is designed to improve the overall

quality of child care by defining health and safety standards for child care providers, enhancing

the child care workforce, and offering CCDF recipients a choice in affordable child care from all

available child care providers who participate in the CCPP. DECCD assists eligible parent(s) in

pursuing child care assistance by providing access to a list of CCPP-approved providers, and

information on child development while helping parents make informed consumer choices.

DECCD also provides assistance and support to child care providers who aspire to offer the best

quality child care possible. CCPP-approved providers are responsible for providing early

childhood learning in an environment that meets health and safety standards outlined in the

CCDBG.

LEGAL AUTHORITY

CCDF is authorized under the CCDBG which was enacted under the Omnibus Budget

Reconciliation Act of 1990. The CCDBG Act was amended and reauthorized by the Personal

Responsibility and Work Opportunity Act of 1996, and again by the CCDBG Act of 2014.

PURPOSE

The CCDBG enhanced the statutory purposes of the CCDF program to better balance the dual

purposes of promoting children’s healthy development and school success and to support parents

who are working or in training or education:

To allow each State maximum flexibility in developing child care programs and policies

that best suit the needs of children and parents within that State;

To promote parental choice to empower working parents to make their own decisions

regarding the child care services that best suits their family’s needs;

To encourage States to provide consumer education information to help parents make

informed choices about child care services and to promote involvement by parents and

family members in the development of their children in child care settings;





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To assist States in improving the overall quality of child care services and programs by

implementing the health, safety, licensing, training, and oversight standards established in

this subchapter and in State law (including State regulations);

To improve child care and development of participating children; and

To increase the number and percentage of low-income children in high-quality child care

settings.

NON-DISCRIMINATION STATEMENT

Individuals shall not be discriminated against on the basis of race, color, national origin, religion,

sex, age, sexual orientation, gender identity, or disability in the provision of child care services.

ORGANIZATIONAL STRUCTURE OF CCPP

MDHS as Lead Agency:

The Governor of Mississippi has appointed MDHS as the Lead Agency of the CCDBG. As Lead

Agency, MDHS has primary responsibility for compliance with all requirements of the grant,

and for administering, and coordinating all functions of the grant.

SECAC (State Early Childhood Advisory Council) Role: SECAC (State Early Childhood Advisory Council) is an advisory body in Mississippi and

provides counsel to the governor on issues related to early childhood education and development

programs, and services for children from birth to school entry including CCPP.

MDHS serves as a voting member of SECAC, and thereby influences decisions made by

SECAC. As an executive agency MDHS policies are influenced by strategic planning and goals

as set forth by the Governor of Mississippi and SECAC.

SECAC is comprised of experts in education, health care, child welfare, and mental health and

serves as the central meeting place for stakeholders in Mississippi’s early childhood system,

including public and private agencies, the early care and education workforce, parents, and the

general public. SECAC has voting representatives from the federally funded childhood

programs, state funded programs, and direct services providers. This council convenes on a

monthly basis to ensure ongoing communication and information sharing. The overall goal of

coordination is to expand accessibility and continuity of care and improve quality within the

early childhood system.

The State Early Childhood Advisory Council of Mississippi (SECAC) website (secac.ms.gov)

serves as the official consumer education website for the CCDF program in the state of


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Mississippi. The SECAC website provides child care information to parents, providers, as well

as the community.

Partner Roles in Administration of Program: CCPP must perform numerous federally mandated functions in order to remain compliant.

MDHS enlists several partners through formal agreements to perform some of those functions.

The following summarizes those roles:

8. ECA (Early Childhood Academies):


Locations throughout state for convenient access

Technical Assistance (TA) through trained coaches who visit providers onsite-

includes curriculum development, childhood behavior, developmental screening,

business advising

Coaches assist providers with meeting curriculum and other requirements in Standard

Designation

Provides Resource and Referral Centers throughout state


of services, and provide input on governance of program


9. MECIC (Mississippi Early Childhood Inclusion Center) all services related to inclusion

of special needs children:


Provides onsite TA, consultation/coaching

Trains providers to use developmental screening tools



Assists with policy revision and provides data and reports

10. MSDH (Mississippi Department of Health)

Oversight of childcare licensure; promulgation of licensure regulations

Oversight of Professional Development structure for providers

Maintain consolidated catalogue and calendar of Professional Development classes

Establish and monitor minimum educational requirements for childcare staff

Establish and monitor continuing education for childcare staff

Conduct federally mandated Criminal Background checks for all childcare staff

Accept registration of license-exempt and unlicensed childcare providers

Monitor all licensed childcare providers for compliance with regulations

Monitor license-exempt and unlicensed providers at least once annually

Provide TA on regulation violations


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Maintain searchable list of all providers and substantiated complaints




11. NSPARC (National Strategic Planning & Analysis Research Center):

Designs and maintains the consumer education website

Designs and maintains Provider Integrated Portal (PIP)

Provides technology technical support related to PIP usage

Performs research as needed by MDHS including Market Rate Survey

Performs data analysis and reports as needed by MDHS

Assists MDHS in implementing the Standard and Comprehensive Designation project

by contacting providers to assess need for additional support in completing Standard

Designation by October 1, 2019 deadline, and by assisting with documentation

management of required health and safety trainings for child care staff

Assists MDHS with technical writing to include grant applications, assistance with

State Plan writing, and policy revision



12. Curriculum Reviewer

MDHS will contract with a neutral third party from a University level Early

Childhood Education program to provide curriculum review for all Standard

Designation applications. Contracts are being solicited at this time. This policy will

be revised when the reviewing entity is named.

13. ITS (Mississippi Department of Information Technology Services)

Administers and maintains the Child Care Payment System (CCPS) which is the

information management system for child care certificate eligibility, and provider

payment accounts

14. MCEC (Mississippi Community Education Center)

Provides family support, education and behavioral intervention for CCPP participants

Administers Child Care Resource and Referral Centers

CONTENTS OF THE CCPP POLICY MANUAL

CCPP Policy Manual is divided into chapters which contains the following material:

11. Introduction – Summarizes general information pertaining to the Child Care Payment

Program (CCPP).

12. Definitions – Provides the meaning to CCPP terminologies.


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13. Priority Populations – Describes the referred groups of individuals who are given priority

within the CCPP.

14. Parent Application Process – Outlines the parent procedures for submitting an application

for child care services through CCPP.

15. Parent Eligibility Requirements – Describes all federal and program eligibility

requirements for participating in the CCPP.

16. Registration and Co-Payment Fees – Provides guidance for the CCPP providing

registration fees and parents paying co-payment fees.

17. Provider Application Process – Outlines the federal and program policies and procedures

that child care providers must follow when participating in the CCPP.

18. Approved Provider Process and Procedures – Provides program policies and procedures

for child care providers participating in the CCPP.

19. Program Compliance – Describes possible CCPP violations and the consequences

associated with the violations, and agency efforts to ensure compliance with program

requirements.

20. Child Care Consumer Education – Summarizes the details and information displayed on

the consumer education website.


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ABSENT DAY

Any day in which a child does not attend the child care center for the scheduled hours he/she is

enrolled.

ABUSED CHILD

A child whose parent, guardian or custodian or any person responsible for the care or support,

whether legally obligated to do so or not, has caused or allowed to be caused, upon the child,

sexual abuse, sexual exploitation, emotional abuse, mental injury, nonaccidental physical injury

or other maltreatment. An “abused child” also means a child who is or has been trafficked within

the meaning of the Mississippi Human Trafficking Act by any person, without regard to the

relationship of the person to the child.

ACTUAL CLASSROOM HOURS

The time actually spent in a classroom setting.

ADMINISTRATIVE AGENCY APPEAL HEARING

An informal proceeding held before an impartial Mississippi Department of Human Services

(MDHS) administrative hearing officer, in which an applicant or recipient appeals an adverse

agency action.

ADMINISTRATIVE DISQUALIFICATION HEARING

A hearing initiated by MDHS whenever there is documented evidence to substantiate that a

claimant of a state or federal program committed an act that constitutes a violation of said

regulations or any related state statute, with the exception of the Supplemental Nutrition

Assistance Program (SNAP).

ADULT

A person who is age eighteen (18) years or older.

AGENCY ERROR (AE)

Occurs when MDHS staff incorrectly takes action or fails to take action that causes an improper

payment.


An individual who, via written authorization by the parent or legal guardian, may speak or act on

the parent’s behalf. Written authorization must come to the Division of Early Childhood Care &

Development (DECCD) directly from the parent or legal guardian and be maintained in the

parent or legal guardian’s case file in the Child Care Payment System (CCPS).

CARE GIVER

An individual at least eighteen (18) years of age with at least a high school diploma or equivalent

GED who provides direct child care, supervision, and guidance to an eligible child.


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A child care facility that has been determined eligible by DECCD to meet the minimum

requirements to participate in the Child Care Payment Program (CCPP).

CENTER BASED PROVIDER

A non-residential facility that is licensed by the Mississippi State Department of Health (MSDH)

to regularly provide shelter and personal care for six (6) or more children who are not related to

the operator within the third degree computed according to the civil law and who receive care for

any part of a 24-hour day (Miss. Code § 43-20-5).


A federally funded program designed to improve the quality of child care and provide access to

child care services for eligible low-income families so they can work or attend an education or

job training program provided under the Child Care Development Block Grant (CCDBG).


Issued by DECCD directly to the parent of a child who has been determined eligible for CCDF

funds. A child care certificate (voucher) is assistance to the parent, not assistance to the provider

that allows a CCPP approved provider to claim CCPP reimbursement for child care services

delivered.

CHILD CARE DEVELOPMENT BLOCK GRANT (CCDBG)

The primary source of the United States federal funding for child care subsidies for low-income

working families and funds to improve child care quality.

CHILD CARE PAYMENT LEDGER

The method used in the Child Care Payment System (CCPS) for providers to record attendance

of enrolled children. Providers are paid based on the claims submitted on the payment ledger.


Child Care Payment Program is the name Mississippi uses for the CCDF program which is

administered by MDHS to provide child care assistance to eligible low-income families through

the CCDF.

CHILD CARE PAYMENT SYSTEM (CCPS)

This system is used by DECCD staff to process parent applications and to determine eligibility.

The system is also used by parents to submit applications, as well as, by providers to submit

payment ledgers.

CHILD CARE REFERRAL & RESOURCE CENTER (CCR&R)

Function as a resource for educational materials for parents and child care providers to utilize as

educational support.


https://en.wikipedia.org/wiki/United_States

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CHILD CARE SERVICES

Care provided for a fee by a child care provider to an eligible child or children in the parent or

guardian’s absence.


A child care provider in receipt of funds to provide child care services according to the

requirements in a formal agreement with MDHS, for a designated number of children.

CHILD CARE STAFF

A person who cares for a child(ren) when the parent(s) and other family members are

unavailable. Including the child care director, hired staff, volunteers, and drivers.


A child under the age of 19 who meets the Supplemental Security Income (SSI) definition of

disability by having a medically determined physical or mental impairment that results in marked

and severe functional limitations, that can be expected to result in death, or that has lasted or can

be expected to last for a continuous period of not less than twelve (12) months.

CHILDREN IN PROTECTIVE SERVICES

Children that are court ordered to receive Protective Services or supervision from the Mississippi


COMPREHENSIVE CHILD CARE CENTER A comprehensive designation is in the development phase with anticipation that a pilot program

will be implemented over the next two years. The comprehensive designation will be an optional

achievement for providers and represents a commitment on the part of a standard-designated

child care center to achieve a heightened level of quality that assures a child receives continuity

of care and learning as the child moves from one environment to the next, e.g. child care center

to public school.

CONSUMER EDUCATION WEBSITE

The State Early Childhood Advisory Council of Mississippi (SECAC) website serves as the

consumer education website for Mississippi. The website is available to parents, providers, and

the general public to ensure access to information and services within the state.

CO-PAYMENT FEE

A mandatory parent or guardian contribution to the cost of child care in the CCPP that is paid

directly from the parent or guardian to the provider and is determined by DECCD through

application of a sliding fee scale.

CRITICAL VIOLATION

Violation of rule(s) identified by the Mississippi State Department of Health (MSDH) in the

Regulations Governing Licensure of Child Care Facilities as most critical because non-


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compliance with those rules poses a threat to the health, safety, or well-being of the children in

care and to the operation of the center.

DEGREES OF KINSHIP ACCORDING TO THE LAW

The first degree of kinship refers to parents and children. The second degree of kinship refers to

siblings (brothers and sisters), grandparents, and grandchildren. The third degree of kinship

refers to uncles, aunts, nieces, nephews, great-grandparents, and great-grandchildren.

DESIGNATED STUDY HOURS

Stud hours that are allowed in a 1:1 ratio with actual classroom hours and cannot exceed actual

classroom hours.

DIRECTOR

The person who has primary responsibility for the daily operations and management of a child

care center.

DIRECTOR DESIGNEE

Any individual designated to act as the director, having all responsibility and authority of a

director, during the director’s short-term absence, as defined by the MSDH.

EARLY CHILDHOOD ACADEMY (ECA)

Provides ongoing high quality technical assistance and professional development to child care

providers and families through coaching, teaching, and referral & resource services to promote a

nurturing learning environment that encourages school readiness.

EDUCATIONAL HOURS

Hours which may be a combination of actual classroom hours and designated work hours and

cannot be carried over from week to week.


A program offering educational or job training content. These programs must be accredited by

the State of Mississippi or a national organization. Participation may be used to meet the work

requirement for CCPP eligibility.

Attending Educational Program/Job Training - Full-time enrollment in an education

and/or job training program resulting in a degree or certificate designed to promote job

skills and employability, or a combination of the two (2). Full-time enrollment is defined

by the institution providing the education and/or job training program.

ELIGIBLE CHILD

A child whose parent(s) or legal guardian(s) meet the eligibility requirements as set forth by the

CCDBG Act.


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ELIGIBILITY PERIOD

A period of at least twelve (12) months that a family is determined eligible for CCDF child care

subsidy.

EXCESSIVE ABSENCES

A child absent from the child care provider for sixty (60) consecutive days or more.

FAMILIES WITH VERY LOW INCOMES

A family with the total family income at or below 50% of the State Median Income (SMI).

FAMILY CHILD CARE PROVIDER

A place which provides shelter and personal care for five (5) or fewer children who are not

related within the third degree computed according to the civil law to the operator and who are

under 13 years of age, for any part of the 24 hour day, whether such place be organized or

operated for profit or not. This facility must be registered and monitored by the Mississippi

Department of Health (MSDH). Previously known as In-home/Unlicensed Provider Child Care

Facility.

FAMILY UNIT

Any person living in the household who is financially or legally responsible for the care of the

child(ren).


Child care provided for six (6) or more hours of a 24-hour day. Full-time child care should meet

the needs and reflect the work, education, or job training schedule of the parent.

GROSS INCOME


HEALTHY FAMILIES MISSISSIPPI (HFM)

A home-visiting program offered by MDHS through Health Resources and Services

Administration (HRSA) federal grant funding that serves low-income pregnant mothers and

families with children younger than three (3) years old.

HOMELESS CHILDREN

The McKinney-Vento Homeless Education Assistance Improvements Act of 2001 defines

homeless children and youth as “individuals who lack a fixed, regular, and adequate nighttime

residence.” Examples of homeless children and youth include those who 1) share the housing of

other persons due to loss of housing, economic hardship, or a similar reason (sometimes referred

to as doubled-up); 2) live in motels, in hotels, or on camping grounds due to lack of adequate

alternative accommodations; 3) live in emergency or transitional shelters; 4) were abandoned in

hospitals; 5) await foster care placement; 6) have a primary nighttime residence that is not

ordinarily used as a regular sleeping accommodation for human beings; 7) live in caves, parks,


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public spaces, abandoned buildings, substandard housing, and bus or train stations; and 8) are

migratory children and youth living in any circumstances described above.

IMPROPER PAYMENT

A payment made to a provider on behalf of a parent or guardian for CCDF subsidy at the time

the payment was made. The error may have been due to Agency Error (AE), Unintentional

Program Violation (UPV), or Intentional Program Violation (IPV).

INCOME

Funds received by all applicable individuals as described in this policy that are not supplemented

by any public assistance other than medical assistance or the Supplemental Nutrition Assistance

Program (SNAP). Income that is counted towards the maximum allowable income limit

includes: wages or salary (gross income of all adults in the family unit), base pay for military

personnel, net income from self-employment, unemployment compensation, worker’s

compensation, alimony (regular and ongoing payments), court-ordered and direct child support

payments (when regular and ongoing payments are received), veteran’s benefits, military

allotments, capital gains, rental income (regular and ongoing payments), dividends (regular and

ongoing payments), retirement/pension, commission, cash bonuses, and regular or lump sum

lottery payments.

INFANTS


IN LOCO PARENTIS

An individual who functions in place of a parent, if the child’s parent is unable to act as the

parent or has delegated his or her parental authority. The term describes someone who provides

care and supervision like a parent but without going through the formalities of legal adoption or

guardianship. Requires submission of a Guardianship/In Loco Parentis Verification form as part

of the Child Care Payment Program (CCPP) application process.

INTENTIONAL PROGRAM VIOLATION (IPV)

An intentional act by the parental authority or a child care provider to misrepresent or mislead by

providing false documentation or verification or intentionally omitting documentation or

verification in an effort to wrongfully obtain eligibility for services or payment, which is proven

by clear and convincing evidence.

LEAD AGENCY

The Mississippi Department of Human Services (MDHS) is the state entity that serves as the

Lead Agency for the administration of programs and services funded by the Child Care and

Development Fund.

LICENSE –EXEMPT CHILD CARE PROVIDER

A child care provider that is exempt from licensure by Mississippi statute or MSDH regulations,

because they are otherwise regulated and monitored by a separate governing entity, giving


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reasonable assurances as to health and safety. License exempt status is determined solely by

MSDH.


A provider licensed to deliver child care services for fewer than 24 hours per day per child in a

non-residential setting.



including regulations and requirements established under State, Local, or Tribal law. The

Mississippi Child Care Licensing Law (see Miss. Code §43-20-3) provides the legal authority

under which the Mississippi State Department of Health (MSDH) regulates health, safety, and

welfare in licensed child care facilities.

MISSISSIPPI EARLY LEARNING STANDARDS

Goals for children from birth through four-years old. These standards include appropriate infant

and toddler developmental milestones, as well as learning for three-year-old children and

learning standards for four-year old children.

NATURAL DISASTER

Catastrophic events that cause, or may cause, substantial damage or injury to civilian property or

persons, per Section 602(a)(1) of the Robert T. Stafford Disaster Relief and Emergency

Assistance Act (42 U.S.C. 5195a(a)(1)). Examples of these events include but are not limited to

hurricanes, tornados, floods, earthquakes, fires, or snowstorms.

Each child care center is required to have an emergency preparedness plan - all activities

and processes designed to prepare for an unsafe event and deal with the immediate

emergency conditions created by or associated with the event, per the Robert T. Stafford

Disaster Relief and Emergency Assistance Act (42 U.S.C. 5195a(a)(1)).

NEGLECTED CHILD

A child i) whose parent, guardian or custodian or any person responsible for his care or support,

neglects or refuses, when able so to do, to provide for him proper and necessary care or support,

or education as required by law, or medical, surgical, or other care necessary for his well-being;

(ii) who is otherwise without proper care, custody, supervision or support; or (iii) who, for any

reason, lacks the special care made necessary for him by reason of his mental condition, whether

the mental condition is having mental illness or having an intellectual disability; or (iv) who, for

any reason, lacks the care necessary for his health, morals or well-being.

NON-TRADITIONAL CARE

Includes week night care and supervision of children for less than 24-hours per day within the

twelve hours between 6:00 p.m. and 5:59 a.m., or weekend care and supervision of children

between 6:00 p.m. Friday and 5:59 a.m. Monday.


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NOTICE OF REDETERMINATION (PARENT)

Informs the parent and provider of a child’s upcoming redetermination of eligibility.

NOTICE OF REDETERMINATION (PROVIDER)

Informs the provider of an upcoming redetermination of eligibility.

PARENT

A mother or father by blood, marriage, or adoption; a legal guardian; or another person standing

in loco parentis.


A parent who meets the SSI definition of disability by being unable to engage in any substantial

gainful activity by reason of any medically determinable physical or mental impairment that can

be expected to result in death or that has lasted or can be expected to last for a continuous period

of not less than twelve (12) months.



PROVIDER INTEGRATED PORTAL (PIP)

The online portal through which providers access and manage information about child care

centers and staff, submit DECCD program requirements, and submit renewal of standard

applications. DECCD plans to use this online system to process provider applications for

standard designation and eventually all provider application processes.

PRESCHOOL-AGE CHILD


PRIORITY POPULATION

A designated population that is treated differently than the general population for eligibility and

access purposes, in order to address a particular need of that population.

PROVIDER

The entity providing child care services as defined in this policy manual.

PROVISIONAL CHILD CARE CERTIFICATE

A child care certificate that is issued to children of parents with Temporary Assistance for Needy

Families (TANF) and Transitional Child Care (TCC) cases who are no longer qualified due to

TANF guidelines, with the exception of cases excluded for intentional program violation. The

provisional certificate is issued at the end date of the TANF or TCC case closure and allows for a

full consecutive twelve (12) months of child care subsidy. The provisional certificate is issued

upon closure of TANF or TCC cases for the remainder of a twelve (12) month period from the

initial issue date of the original certificate.


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Eligibility for child care assistance through the Child Care Payment Program (CCPP), which is

to be conducted no more frequently than every twelve (12) months for each certificate.


Living with, including taking meals and sleeping in the same house, for a majority of a seven (7)

day period beginning Sunday and ending Saturday.

SCHOOL-AGED CARE

Child care services for school-age children or those attending other educational programs such as

Head Start or public pre-K during the hours before and after the regular school day. The regular

school day is defined by the educational program providing the child care services. Extended day

care child care is available before and after school for Early Head Start and Head Start children

(6 weeks to 5 years) and school-age children (ages 5-12) who need such care due to the work,

education, or job training schedule of their parent(s).

SCHOOL-AGE CHILD


SEASONAL WORKERS


SERIOUS INJURY

Injuries that require medical attention by a licensed health practitioner or as defined by the

MSDH regulations.


Benefit payments to individuals or certain family members based on how long the individual

worked and whether the individual paid sufficient Social Security taxes, considered as countable

income for eligibility purposes.


A standard designation sets a minimum standard for quality for CCPP child care providers.

STATE EARLY CHILDHOOD ADVISORY COUNCIL (SECAC)

The State Early Childhood Advisory Council (SECAC) provides counsel to the Governor on

issues related to young children and their families. SECAC is comprised of experts in education,

health care, child welfare, and mental health and serves as the central meeting place for all

stakeholders in Mississippi’s early childhood system, including the early care and education

workforce, parents, and the general public.


The median income of all Mississippi employees.


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SUBSTANTIATED CHILD ABUSE

Cases occurring in the child care center that have been confirmed by law enforcement and/or

Mississippi Department of Human Services or a state authorized agency.

SUMMER CARE

Child care for eligible children during the summer months, when primary school settings are not

in session.


A monthly payment to a person for having a medically proven physical or mental condition that

causes marked and severe functional limitations that are expected to last at least twelve (12)

months in duration. Unlike Social Security Benefits, SSI benefits are not based on prior work or

a family member’s prior work. SSI is considered as countable income for eligibility purposes.

TEEN PARENT

Any student parent under the age of 18 who is either enrolled in high school full-time or

attending a full-time educational program.


A federal subsidy program that provides time-limited benefits to eligible families.

TEMPORAY CHANGE

A temporary change occurs when a parent experiences temporary job loss, medical leave, change

in work schedule, or if a parent is temporarily not attending classes. A temporary change is

defined as temporary job loss, or if a working parent is temporarily absent from employment due

to extended medical leave, has changes in seasonal work schedule, or if a parent is enrolled in a

training or educational program that is temporarily not attending classes between semesters.

Assistance will not be terminated due to a temporary change.

TEMPORARY LONG-TERM ABSENCES

A child’s absence of more than sixty (60) days due to special circumstances such as chronic

illness of the child, custody situation that requires the child to spend extended time with a non-

custodial parent, or a temporary move out of state. If pre-approved by DECCD, the CCPP

certificate will not be terminated.


A certificate that has been used as payment for child care services for a period of time and is no

longer valid. Reasons that certificates could be terminated include but are not limited to,

providing false information used to issue/maintain a certificate, change in a provider, or lack of a

request for reimbursement on a child care certificate within sixty (60) days after the certificate

has been issued.

TODDLER

Any child who is more than twelve (12) months old but less than 36 months old.


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Up to 24 months of subsidized child care for eligible parents, issued by the MDHS Division of

Economic Assistance to assist parents in making a successful transition from TANF to self-

sufficiency.

UNINTENTIONAL PROGRAM VIOLATION (UPV)

An improper payment made on behalf of a parent/guardian to a child care provider, due to a

misunderstanding of policy or an unintended error on the part of the parent or child care

provider.

WORK REQUIREMENT

A parent requirement for CCPP eligibility. The work requirement is met through performing

duties to earn a wage, or participation in job training, or enrollment as a full-time student in an

accredited program or a combination of the three.


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PRIORITY POPULATIONS

Priority Population is a designated population treated differently than the general population for

eligibility and access purposes, in order to address a particular need of that population. Priority

Populations include:



Homeless children, as defined by McKinney-Vento Act,


Children served by the Healthy Families Mississippi (HFM) home visitation program,

Teen parent,

Special needs populations, these clients include:

o Children with documented special needs or

o Parent(s) with a documented disability

Parent(s) deployed in the Mississippi National Guard or Reserve, and

Children of very low-income working parent(s) whose income is at 50% or below the

SMI.

ELIGIBILITY GUIDELINES BY PRIORITY GROUP

TANF and TCC clients:

o Not required to complete a Child Care Payment Program (CCPP) application

form.

o Eligibility for CCPP is determined by the Mississippi Department of Human

Services (MDHS) full or part-time care.

o Must meet TANF/TCC eligibility requirements.

o Receive a certificate based on the referral date entered by the MDHS Case

Manager.

o Parent is required to comply with all of the requirements for the TANF/TCC

program in order to remain eligible for child care assistance.

Homeless clients:


o Eligibility for CCPP shall be determined by MDHS and/or an approved

agency serving homeless families.

o Must meet the definition of homeless, as defined by McKinney Vento Act.

o Homeless clients shall receive a certificate based on the referral date entered

by the referring agent/case manager.

o Homeless children who receive child care payment assistance may be granted

a 24 hour grace period from the date of admission into a child care payment-

approved program to obtain the necessary immunization records. Payment for

these children during the grace period shall not be considered an error or an

improper payment. The timeframe for immunizations is established by the


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Mississippi State Department of Health (MSDH) for the enforcement of

health, safety, and welfare.

Children in custody or supervision of the Mississippi Department of Child

Protection Services (MDCPS)


o Eligible for child care services without regard to income of the guardian.

o Children in custody or supervision of MDCPS shall receive funding based on

the referral date entered by the case manager.

o Children in foster care who receive child care payment assistance may be

granted a 24 hour grace period from the date of admission into a child care

payment-approved program to obtain the necessary immunization records.

Payment for these children during the grace period shall not be considered an

error or an improper payment. The timeframe for immunizations is established

by the MSDH for the enforcement of health, safety, and welfare.

Children being served by Healthy Families Mississippi (HFM) home-visitation

program


o Must meet the eligibility requirements for HFM.

o Served based on the referral date received from HFM Family Support

Workers.

Teen parent

o Must complete a CCPP application. The teen parent must make the application in

his/her own name as a family unit separate from his/her parent.

o Must be enrolled full-time in high school or attending a full-time educational

program.

o If the teen parent is living with his/her parent(s), the parent(s) of the teen must


program; however, income of the parent(s) of the teen parent should not be

counted.

o If the teen parent has been legally emancipated from his/her parent(s), the teen

parent must meet the work requirement or be enrolled full-time in an

educational/training program.

Special Needs Populations:

o Parent(s) with a documented disability Must complete a CCPP application form.

Must meet the SSI definition of disability by being unable to engage in

any substantial gainful activity by reason of any medically determinable

physical or mental impairment that can be expected to result in death or

that has lasted or can be expected to last for a continuous period of not less

than twelve (12) months.

Spouse must meet the twenty-five (25) hour per week work requirement.

Current documentation of SSI benefits is necessary to determine priority

eligibility for child care.


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o Children with documented special needs Must complete a CCPP application form.

The parent(s) must be working at least twenty-five (25) hours per week or

be enrolled full-time in an educational program, or engaged in an

approved job training program; or a combination of both.

Must be at or below 85% of the SMI.

Children of parent(s) deployed in the Mississippi National Guard or

Reserve


o Must meet the twenty-five (25) hours per week work requirement, unless they are

65 years of age or provide proof that they have retired from full-time

employment.

o The non-deployed responsible guardian’s income shall not be counted.

o Must be at or below the 85% of the SMI.

o When parents are enlisted in the United States Military and deployed, the

eligibility shall remain the same until the parent can provide the Military Income.

The parent shall provide the Military Income as soon as he/she has

documentation.

Very Low-Income and Low-Income Families


o The parent(s) must be working at least twenty-five (25) hours per week or be

enrolled full-time in an educational program, or engaged in an approved job

training program; or a combination of both.

o Must be at or below 50% of the SMI.


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PARENT APPLICATION PROCESS

The Division of Early Childhood Care and Development (DECCD) accepts applications

throughout the year. When funding is available, eligible families shall be served on a first-come,

first-serve basis by date of application. When funding is not available, eligible families shall be

added to the waitlist.

Client referrals from Temporary Assistance for Needy Families (TANF), Transitional Child Care

(TCC), Healthy Families Mississippi (HFM), are accepted throughout the year from Mississippi

Department of Human Services (MDHS) staff. Referrals for homeless children, and the

Mississippi Department of Child Protection Services (MDCPS) are accepted throughout the year

from case managers.

Applications must be completed online on the consumer education website. Parents, not

providers, must fill out the application; however, providers may make computers available to

parents for the completion of the application. Parents may visit any child care resource center to

receive technical assistance in applying for child care services. In addition, parents requiring

technical assistance in completing the application may contact DECCD.

A paper application can be made available upon written or verbal request from DECCD. In

addition, Spanish translators may be available by appointment for non-English speaking parents

by contacting DECCD.

The applicant may be the biological or adoptive parent, or a designated guardian serving in loco

parentis.

Before Initiating Application:

An eligibility checklist that includes a list of the required documentation to complete the

application process is available on the consumer education website for parents to review.

Parents must select a child care provider prior to submitting an online application. Parents may

search for an approved provider by name, type, city, county, or zip code on the consumer

education website. No payments will be issued for child care provided before a provider

becomes an approved provider.

Initiating Application:

Applications should be submitted through the Child Care Payment System (CCPS) found on the

consumer education website. The application must be completed and submitted before MDHS

can review the application for eligibility.

All applicants are required to submit a current email address, address, and telephone number so

MDHS eligibility workers can contact the applicant if necessary. All notices will be sent to the

email address provided.


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All required supporting documents must be submitted within sixty (60) calendar days of

submitting an application. If the documents are not submitted within that timeframe, the

application will be considered abandoned, and will be deleted from the CCPS. The applicant

will need to start a new application if child care is still needed.

After Submitting Application:

Document Submission- Parents must include the application number on all documents

submitted to MDHS. If the application number is not clearly legible on necessary

documents, MDHS will attempt to match the document to the correct application, but

may deny the application for lack of documentation if unable to determine a positive

match.

Parents must submit all required documentation by mail, fax, email, or in person to any

local MDHS county office. The MDHS employee in the county must scan and upload the

documents to WorkSite or email the documents to DECCD email address,

[email protected], the same or next business day. In addition, the parent may

submit any required documents by mail or in person to the MDHS State Office, attention

DECCD.

Notices from DECCD to applicant:

o Acknowledgment/Request for Documents: After the parent/guardian completes and

submits his/her CCPP application, he/she is immediately notified of the required

documents needed to determine eligibility. The applicant will have sixty (60) calendar

days to submit the required documents needed to determine eligibility. DECCD will

issue the following notices reminding the applicant to submit required documents:

o Request for Information: If the required documents have not been submitted when

the caseworker initially reviews the case, the parent/guardian will be sent a request

for information notice, notifying the parent/guardian to provide the requested

documents. This notice will contain the deadline date as well as a list of the

documents needed to determine eligibility.

o Reminder: 30-day Notice: On the 30th day from the application submission date, if

the parent/guardian has not submitted all required documents, a 30-day reminder

notice will be sent to the parent/guardian. This notice will include a list of any

missing required documents needed to determine eligibility along with the deadline

date.

o Denial: 60-day Notice: On the 60th day from the application submission date, if the

parent/guardian has not submitted the documents, the application will be denied for

failure to provide requested documents. A denial notice will be sent to the

parent/guardian notifying them of ineligibility. Once the application is denied, the

parent/guardian may complete and submit a new application, along with the required

documents needed to determine eligibility, or the applicant may appeal the denial


mailto:[email protected]

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through the Administrative Agency Appeal Hearing Process, incorporated herein by

reference.

DECCD Application Processing - Applications cannot be approved until the application is

complete. No application is complete until all required documentation has been submitted. The

applicant must complete the application within sixty (60) days of application submission date.

PARENT APPLICATION PROCESS FOR SLOT PROVIDERS

Parents may choose to enroll their child(ren) with a provider who has agreed to supply a given

number of child care slots. These child care providers are referred to as slot providers. Slot

providers may have slots available to CCDF-eligible families even when a family has been

placed on the waitlist. A searchable list of providers is available to parents through the consumer

education website.

In order to apply for an open child care slot, parents must:

9. Select the slot provider of choice from the consumer education website.

10. Obtain pre-approval from the slot provider.

11. Complete the slot provider’s registration process.

12. The slot provider will generate and issue a unique approval code. By generating an

approval code, the slot provider guarantees the parent the center will hold a slot(s) for the

child(ren) for an agreed upon amount of time.

13. The approval code is automatically sent to the parent(s) email after the registration is

completed by the provider.

14. Applicant must submit the online child care application entering the approval code for

each individual child. Each child must meet DECCD eligibility requirements to qualify

for a slot certificate.

15. Applicant must submit all required documents to DECCD to determine eligibility.

16. If the parent is unable to complete the application before the expiration date, the parent

must contact the slot provider to arrange an extension of the expiration date. If the slot

provider still has an available slot, he or she can extend the expiration date.

NON-AVAILABILITY OF FUNDS/WAITLIST

DECCD accepts applications for child care services throughout the year. When available funds

have been exhausted, the following steps will apply:

8. The parent submits an application to CCPP.

9. A DECCD caseworker will determine eligibility.

10. DECCD will email the parent a notice of eligibility or ineligibility.

11. The parent will be placed on the waitlist, if eligible.

12. DECCD will send the parent a notice to update the application when funding is available.

13. If the parent fails to update the application with current documentation within sixty (60)

days from the date of notice to update, the application will be closed.


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14. If the parent updates the application with the current documentation within sixty (60)

days from the date of notice to update, the application will be processed to determine

eligibility.


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PARENTAL CHOICE

Child Care and Development Fund (CCDF) regulations require that child care assistance

provided through certificates permit parents to choose from child care categories and be provided

information regarding the range of provider options.

MDHS makes the following choices available to parents:

Child Care Provider Categories

o Center Based

o Family Child Care

o In-Home Care, to be implemented by 10/1/20

o Slot

Providers are regulated in one of three categories: o Licensed

o Registered

o License Exempt

Parents participating in the Child Care Payment Program (CCPP) must select a CCPP approved

provider.

ELIGIBILITY REQUIREMENTS

Unless a member of an excepted priority population, a child must meet the following

requirements to receive CCDF subsidy:

6. Be under the age of 13 (or under the age of 19 with special needs); and

7. Reside with a family whose income does not exceed 85% of the State Median Income

(SMI) for a family of the same size and whose assets do not exceed $1,000,000; and

8. Reside with a parent(s) who is working, attending a job training program, or enrolled in

an educational program; and

9. Reside with a parent who is a Mississippi resident; and

10. Parent(s) must be in cooperation with child support, if applicable

PROOF OF ELIGIBILITY REQUIREMENTS:

Parents/applicants must prove eligibility requirements through the submission of documents.

When possible, MDHS will access other documentary evidence in available data bases, however,

proof of eligibility requirements is the applicant’s responsibility.

Social Security Numbers - provision of social security numbers is NOT an eligibility

requirement, and is strictly optional. Eligibility will not be denied due to failure of the

parent to provide a Social Security Number. Social Security numbers may be used, if


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applicants choose to provide them, to assemble research data sets that do not identify

individuals or to verify other requirements.

If the parent chooses to voluntarily provide the Social Security Number, acceptable forms

of verification include:

Social Security card

Tax returns for the previous year

A document may serve to prove more than one requirement and need not be submitted more than

once. The following is a list of acceptable proof for each requirement:

9. Proof of Age (child)

Long Form Birth Certificate

Record of Birth for newborns until birth certificate is received

10. Proof of Income (family) - Eligibility is based on gross family income. Applicants must

provide proof of income for the last thirty (30) days to include one (1) of the following:

Check stubs




Estimated quarterly tax report

Federal 1040 tax form – line 22 (total income)

Schedule C Form 1040 – line 7 (gross income)

New Employment or Temporary Agency Employment - letter from the employer

on company letterhead verifying employment, income, rate of pay, and number of

hours worked, to be followed by submitted check stubs within sixty (60) days.




Self-Employed with Filed Tax Return: copy of an Estimated Quarterly Tax Report

or a Federal 1040 Tax Form with the Profit/Loss Statement (Schedule C).

o The Total Sales and Receipts amount located on the Profit/Loss Statement

will be used to determine if the work requirement has been met.

o The amount located on Line 22 of the Federal 1040 Tax Form to determine

income eligibility.

INCOME CALCULATIONS

Income- the total of all countable income, excluding non-countable income (see below) received

by the parent(s) or responsible adults of the child.


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Calculating Income - the CCPS calculates income automatically based on documentation

provided by the applicant and entered into the system by MDHS staff. The following business

rules are applied for calculations:

All income above or less than forty (40) hours per week is considered irregular income.

Irregular income and commissions shall be averaged.

For commissions and tips, the amount on the check stub or statement from an employer

shall be averaged over a period of twelve (12) months and added to regular work income.

Bonus monies shall be considered as income and averaged into yearly income.

Eligibility is based on gross income.

Parents who experience seasonal fluctuations in income must submit income

documentation at initial application or redetermination which shows the increase is

seasonal or irregular. A temporary increase in income, even if it exceeds the 85 percent of

SMI, will not affect the eligibility of the parent. Irregular hours of employment, seasonal

increase in income, commissions, bonuses, and tips are added to regular work income and

averaged over a period of twelve (12) months.

Countable Income:

Wages or salary (gross income of all adults in the family unit)

Base pay for military personnel

Gross income from self-employment

Unemployment compensation

Worker’s compensation

Alimony (regular and ongoing payments)

Court-ordered and direct child support payments (when regular and ongoing payments

are received; irregular payments to be averaged over a 12 month period)

Veteran’s benefits

Military allotments

Capital gains

Rental income (regular and ongoing payments)

Dividends (regular and ongoing payments)

Retirement/pension

Commission, bonuses, tips (averaged over 12 months)

Regular or lump sum lottery payments

Supplemental Security Income (SSI) benefits for both the parent(s) and child(ren)

Social Security Administration (SSA) benefits for both the parent(s) and child(ren)

Gross income for the biological parent(s) living in the household

Gross income for any adult living in the household

Non-Countable Income:

Spouse income, if separated and residing in a separate residence

Pell Grants


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Student/Educational income

Student Scholarships

Student loans

Non-monetary or in-kind benefits

Vendor payments

Flexible Employee benefits

Earned Income Tax credits (EITC)

Loans

Census bureau income

Combat pay

Reimbursements

Unavailable income from trust fund

Energy assistance payments

Earned income of students under 18

Nonrecurring lump sum payments

HUD’s family self-sufficiency program

Gift cards

Income specifically excluded by other laws

11. Proof of Work/Education or Training (parent/applicant) - Parent(s) must work at least

twenty-five (25) hours per week; or be enrolled in a full-time educational program; or a

combination of both. In two parent families, both parents must meet the work/education

requirement.

d. Proof of Work - parents must provide proof of work for the last thirty (30) days to

include one (1) of the following:

Check stubs




New Employment or Employment at Temporary Agency - letter from the

employer on company letterhead verifying employment, income, rate of pay, and

number of hours worked, to be followed by submitted check stubs within sixty (60)

days.




e. Proof of Education/Job Training - if the parent is not working at least twenty-five (25)

hours per week, he/she must be enrolled in an approved full-time educational or training

program resulting in a degree or certificate designed to promote job skills and

employability, including but not limited to GED classes. The program must be accredited

by the State of Mississippi or a national organization. Full-time enrollment is defined by


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the institution providing the education and/or job training program. Acceptable proof

includes:

Letter from the institution confirming current full time enrollment, or

Printout of the class schedule verifying full-time status with parents name on schedule

f. Combination of Employment and School - if the parent shows proof of less than

twenty-five (25) work hours per week, or less than full-time enrollment in an educational

or job training program, educational hours from an approved educational or training

program may be combined with work hours, to meet the requirement.

Educational hours- may be a combination of actual classroom hours and designated

study hours; cannot be carried over from week to week

Actual classroom hours- the time actually spent in the classroom setting

Designated study hours- allowed in a 1:1 ratio with actual classroom hours, and

cannot exceed actual classroom hours

12. Proof of Relationship or Guardianship (child to parent/applicant) - documents must

contain both parent/applicant and child’s name

Long form birth certificates

Court documents

School registration documents

If the child’s parent is unable to act as the parent or if the parent has delegated his or her

authority to someone else acceptable forms of guardianship verification include:

MDHS Guardianship/In Loco Parentis Verification form (if the signing parent’s

identity and relationship can be verified)

Court Order

13. Proof of State Residency (parent/applicant) The address on the documents must verify a Mississippi address, and at least one (1) must

verify the address listed on the application. Acceptable forms include:

Valid Mississippi driver’s license

State issued ID

Current bank statement

Current cell phone bill

Current utility bill

Current cable bill

Rent/Lease agreement

Employment records

Current documents must be dated, with a date no more than thirty (30) days prior to

application submission date.


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If a parent attends school in/out of state, the application shall be made in the parent’s name

using the address where the child(ren) resides. Parents and children must reside in the State

of Mississippi to participate in the CCPP. CCDF has subsidy programs in all 50 states, and

out of state residents are encouraged to apply for subsidy in the state of residence.

14. Proof of Identity (parent) Acceptable forms include:

One (1) Photo ID:

o Driver's license, or

o Other state issued photo ID, or

o Passport or other government issued photo ID

If no Photo ID available, must submit two (2) forms of identity verification.

Work or school ID

ID for health benefits

Voter registration card

Birth certificate

EBT card

15. Proof of Child Support Cooperation (parent, if applicable) - All single, unmarried, or

divorced parents must be in cooperation status with the Mississippi Division of Child

Support Enforcement (CSE) requirements, in order to be eligible for child care assistance.

Parents must be in cooperation status for all children listed in the household.

All affected parents who do not currently have an open child support case must contact the

nearest Child Support Enforcement District Office for an appointment to open a case(s) or to

request a statement stating the child(ren) is exempt and the parent is excused from

cooperating. Exemptions must be established and confirmed by CSE.

Child Support requirements do not apply to a child’s married biological parents.

16. Proof of Special Needs/Disability (child and/or parent, if applicable)

Supplemental Security Income (SSI) award letter

Social Security Administration (SSA) award letter

If a parent meets the special needs requirement, the work requirement is waived for that

parent only.

TEEN PARENT ELIGIBILITY REQUIREMENTS

Any teen parent enrolled full-time in high school or attending a full-time educational

program must make the application for child care services in his/her own name as a

family unit separate from his/her parent.

If the teen parent is living with his/her parent(s), the parent(s) of the teen must meet

the work requirement or be enrolled full-time in an educational/training program;

however, income of the parent(s) of the teen parent should not be counted.


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If the teen parent has been emancipated from his/her parent(s), the teen parent must


program.

REASONS FOR INELIGIBILITY

After an application for child care services has been submitted, a MDHS employee will

determine program eligibility based on the information and documents submitted by the parent.

If the parent does not meet all of the eligibility requirements or does not submit all required

documents, the application will be denied. Once determined ineligible, a denial notice will be

sent to the parent by email stating the reason of the ineligibility. Reasons for ineligibility include

but are not limited to:

Child is over 13 years of age or 19 years of age (special needs).

Household income is over 85% of the SMI.

Family assets over $1,000,000.

Parent, spouse, or biological parent not working at least twenty-five (25) hours per week

or enrolled in a full-time educational program or job training program.

Child is not a Mississippi resident.

Failure to submit required documents.

Parent is not cooperating with the Division of Child Support Enforcement, if applicable.

ELIGIBILITY PERIOD

Families who are determined eligible to participate in the CCPP shall be afforded a minimum of

twelve (12) months of eligibility for assistance provided the family income does not exceed 85%

SMI on a non-temporary basis, or the parents do not experience a non-temporary change in

meeting the work/education requirement. The 12-month eligibility period begins on the date the

client is determined eligible and a child care certificate is issued. At the end of the 12-month

eligibility period, a redetermination of eligibility for families who receive assistance from CCPP

will occur.

REPORTING REQUIREMENTS

MDHS requires parents participating in the CCPP to report any changes in circumstances listed

below that occur during the 12-month eligibility period.

Parents must report any of the following changes within ten (10) days of the change:

o Household income

Parents must report all changes in income

o Work Hours

Parents must report if work hours fall below twenty-five (25) hours per

week

o Marital status


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o Household size

o Address change

o Email address

o Phone number

o Parent or Guardian name

o Parents must report any changes in designation of child care providers

o Parents must report whenever he/she voluntarily withdraws a child from the

program

o Employment or Education/Job Training

Any cessation in employment (i.e. resignation, retirement, termination, or

reduction in workforce) must be reported to MDHS

Any cessation of attendance at a job training or educational program

Parents are granted a 3-month job search period. If by the end of this period the parent

has not provided MDHS with proof of new employment or enrollment in an

educational/job training program, child care payment program services may be

terminated. If the parent provides the requisite verification, the certificate will remain

active until it expires by its own terms or is renewed for another year through

redetermination.

MDHS is required to act on information reported by the family if it will reduce the family’s co-

payment or increase the family’s subsidy. MDHS is prohibited from acting on information

reported by the family that would reduce the family’s subsidy unless the information reported

indicates that the family’s income exceeds 85% of SMI after considering irregular fluctuations in

income or the family has experienced a non-temporary change in meeting the work/education

requirement.

Providers are notified no later than the date MDHS becomes aware of a family's eligibility status

change. The notification gives providers a two-week notice of the pending change.


A redetermination of eligibility for families who receive child care assistance from the CCPP

shall occur no sooner than twelve (12) months from the date eligibility is determined. The

eligibility requirements for redetermination are the same as for initial application.

Eligibility for the CCPP shall be redetermined no more than once every twelve (12) months after

the initial eligibility date. The redetermination process:

MDHS will email the parent (at the last reported email address of the parent) and the

designated child care provider a 60-day notice which includes instructions for submitting

the online redetermination application and a list of required documentation needed to

confirm eligibility. The parent must submit the online redetermination application and

return the required documentation by the due date indicated on the Notice.

MDHS will email a Notice of Missing Documents to the parent and the designated

provider, and if the application with supporting documents is not complete,


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MDHS will email a 30-day Notice of Redetermination, which includes instructions for

submitting the online redetermination application and a list of required documentation

needed to confirm eligibility. The parent must submit the online redetermination

application and return the required documentation by the due date indicated on the

Notice.

If the MDHS staff determines the parent meets all eligibility requirements during

redetermination, child care services shall be extended for twelve (12) months. A certificate will

be issued and emailed to the parent as well as the selected child care provider within one (1)

business day of completion of the redetermination process.

When income is recalculated for redetermination and there is an increase in a co-payment fee, a

notice shall be sent to the parent and the provider in the form of an amended certificate. The

updated co-payment fee is effective on the first day of the newly issued certificate.

Parents are not required to complete any portion of the redetermination application in person or

during standard work hours, in efforts to minimize disruption of employment, education, or job

training. The application for child care services can be completed online and the required

verification documents can be submitted by mail, fax, email, or in person.

All priority populations are redetermined according to the above procedure except TANF/TCC,

whose eligibility is redetermined by MDHS Economic Assistance staff based on TANF/TCC

eligibility requirements.

TERMINATION REASONS DURING REDETERMINATION PROCESS

Reasons for termination include, but are not limited to:

Parent does not submit an application for redetermination.

Parent does not provide the required documents needed to redetermine eligibility.

Child who has reached age 13 (or age 19 if the child has special needs as defined by the

SSI definition of disability).

Families whose income increased above 85% of the State Median Income (SMI).

Parent does not meet the work/education requirement.

If the parent fails to comply with the redetermination process, a two (2) week notice of

termination will be emailed to the parent’s last reported address and to the provider. A new

application must be submitted if the parent wishes to continue to receive child care services after

the date of termination. New applications will be processed by date received and are subject to

eligibility and available funding.

REASONS FOR TERMINATION

MDHS shall terminate child care certificates in the Child Care Payment Program (CCPP) for any

of the following reasons:


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8. Family income has increased to greater than 85% of the State Median Income (SMI) on a

non-temporary basis.

9. Non-temporary interruption in work/education requirement. A 3-month job search period

will be allowed to search for a replacement to meet the work/education requirement. At

the end of the search period, if the parent has not started new employment or enrolled in

an educational/training program, the certificate shall be terminated. The parent must

notify MDHS within ten (10) days of job loss.

10. Expiration of the twelve (12) month eligibility or redetermination period, if the

child/family no longer meets eligibility requirements.

11. Family change of residence to a state other than Mississippi.

12. Upon request of the parent.

CCPP Certificates may be terminated for the following reasons:

13. Habitual nonpayment of provider fees and/or co-payments.

14. MDHS finds that the documents that were used to establish eligibility were false,

falsified, or manipulated and all components of eligibility cannot otherwise be verified.

MDHS will give a two (2) week notice to the parent and provider before terminating the

certificate, unless the provider has been closed by the MSDH.


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REGISTRATION/ACTIVITY FEE

The Division of Early Childhood Care and Development (DECCD) will pay an annual

registration/activity fee of $50 for each child enrolled in the Child Care Payment Program

(CCPP). This payment will only be paid once a year when a new child care certificate is issued.

Payment will occur at initial application for new applicants and at redetermination for existing

parents.

The parent will be responsible for the difference of the amount, if the child care provider charges

more than $50. If the registration/activity fee has already been paid to the current provider and

the parent wishes to transfer his/her child(ren), an additional fee will not be paid by DECCD to

transfer to the new provider.

CO-PAYMENT FEE

Co-payments are based on the full-time and part-time status, and the child’s age. Parents must

pay the designated fee once a month to the child care provider, in which his/her child(ren) is

enrolled.

Co-payment fees are divided evenly between the number of children receiving services in the

family. For example: If the total co-payment is $10 for a family with three (3) children receiving

child care services, two (2) children will have a co-payment fee of $3.33 and one (1) child will

have a co-payment fee of $3.34.

Determining Who Pays a Co-Payment Fee

No Co-Payment Fee


Homeless families with no countable income

Minimum Co-Payment Fee (No More than $10)


Teen Parents,


Children served by the Healthy Families Mississippi (HFM) home-visitation program,

Parents with a disability who are receiving Supplemental Security Income (SSI), and

Children with special needs. If there are other children in the family who are receiving

child care services, the monthly co-payment fee shall be $10 or the child's prorated share

of the family’s co-payment fee, whichever is less.

For all other parents, co-payment fees are calculated in CCPS based on family size and income

by applying the CCDF Child Care Monthly Co-Payment Fee Scale for Parents.


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ASSESSING CO-PAYMENT FEES PER CHILD

The child care provider shall not charge parents any cost over the assigned co-payment fee

unless the cost for child care to the general public is higher than the amount paid by the CCPP.

Full-time and part-time status is based on the child’s age and the time of year the child is

attending the child care center.

If a parent has a child receiving full-time child care services, the total co-payment fee

shall be stated on that child's certificate.

If a parent has a child receiving part-time child care services, only half of the total co-

payment fee shall be stated on the child’s certificate.

If a child is in full-time child care and part-time child care during the same month, the co-

payment fee shall be assessed on the majority of the type of care provided.

Example: If a child is served 16 (sixteen) part-time days and 5 (five) full-time days, the

part-time co-payment fee shall be assessed for the month.

NON-PAYMENT OF CO-PAYMENT FEES

Co-payment fees shall be paid during the current month directly to the child care provider

according to the child care certificate issued by DECCD. Child Care providers shall maintain

proof of collection of co-payment fees, identified separately from tuition overage payments made

by parents.

Providers must provide proof of co-payment fees to parents in the form of a receipt that must

include the following:

Parent’s name,

Payment amount,

Date of payment,

Child care provider’s name and signature, and

Child care center’s name (if applicable).

If a parent fails to pay the co-payment fee prior to the end of the month, the provider shall notify

DECCD. If the parent requests a change in child care provider with an outstanding balance of co-

payment fees to the current provider, the parent must pay all co-payment fees before a new

certificate is issued.

CO-PAYMENT REIMBURSEMENTS

When incorrect co-payments amounts are assessed, the amount must be reimbursed to the parent

or child care provider.

Higher Rate

If a parent's fee was assessed at a rate higher than the correct fee and the parent has made

payment to the provider, the parent must be reimbursed by the provider for the difference


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for each month paid. The correct fee shall be noted on the certificate and a notice of the

change forwarded to the provider and the parent.

Lower Rate

If a parent's fee was assessed at a rate lower than the correct fee, the parent must be

responsible for reimbursing the provider for the difference between the corrected co-

payment amount and the incorrect co-payment amount that was paid.

PRORATING CO-PAYMENT FEES

The assessed co-payment fee reflects a monthly rate regardless of attendance. If a child is

enrolled between the 1st and 15

th of the month, the full monthly co-payment fee shall be assessed

for the first month of service. If the child is enrolled between the 16th

and last day of the month,

one-half of the monthly co-payment fee shall be assessed for the first month of service. If a

parent desires to change a provider during the month, the parent shall pay the appropriate co-

payment fee to any subsequent providers.


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CHLD CARE PAYMENT PROGRAM (CCPP) APPROVES THE FOLLOWING TYPES

OF CHILD CARE PROVIDERS

4. Center Based Child Care Providers - A non-residential facility that regularly provides

shelter and personal care for six (6) or more children who are not related to the operator

within the third degree and who receive care for any part of a 24-hour day.

*MUST be licensed by Mississippi Department of Health (MSDH).

5. Family Child Care Provider (2 types) - provides shelter and personal care in a

residential setting for:

c. no fewer than six (6) and no more than twelve (12) children with two (2) adult staff

*MUST be licensed by MSDH, will be monitored by MSDH, and may also be

monitored by Mississippi Department of Human Services (MDHS) for any aspect of

program compliance.

d. for five (5) or fewer children

*MUST complete voluntary registration with the Mississippi Department of Health

(MSDH), and will be monitored at least one time annually in an unannounced

inspection by MSDH, to ensure compliance with health and safety training, fire safety

standards, criminal background checks, and maintenance of sign-in sheets.

Additionally, may be monitored by MDHS for any aspect of program compliance.

6. In-Home Child Care Provider – Care provided in the child’s home. This type of

provider is currently not available in Mississippi. MDHS has a target implementation

date of October 1, 2020 by which to begin a pilot program to be limited to special needs

care, and will at a minimum require compliance with all health and safety training

requirements as well as background check requirements.

*No parent or guardian receiving assistance from the CCPP may provide care for their own

child in any setting.

CCPP PROVIDER REQUIREMENTS:

Any child care provider interested in participating in the Child Care Payment Program (CCPP)

must complete an application through the Division of Early Childhood Care & Development

(DECCD), and meet the following requirements before CCPP approval:

9. Licensure Requirement (may be met in 1 of 3 ways);

a. Licensed- must hold a current license from the MSDH, or

b. License-exempt-qualifies for exemption by the MSDH, as defined by Mississippi

Statute, or

c. Ineligible for licensure, but registered with MSDH (MSDH licensure regulations

may be found at www.msdh.ms.gov or at www.secac.ms.gov )

10. Compliance with minimum education requirements as established by MSDH-Director

and staff of licensed providers; license-exempt providers must comply with any

minimum education requirements as established by the governing entity that




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sanctions the provider; license-exempt and unlicensed caregivers must be 18 years or

older.

MSDH regulates the following types of child care staff (all regulations are

established by the MSDH, and can be found in detail in the MSDH Regulations

(www.msdh.ms.gov or www.secac.ms.gov):

a. Director- 21 years or older, and meets MSDH minimum education

requirements

b. Director Designee

c. Caregiver-18 years or older, and meets MSDH minimum education

requirements

d. Caregiver Assistant-16 years or older, may only work under supervision

11. Completion of the e-Ledger Training Webinar - Director and Owner DECCD

provides e-Ledger training webinars on a regular basis. Applicants must register on

the DECCD website or the consumer education website, and the webinar orients

providers to participation in the CCPP, including how to receive payment for care.

The e-ledger training webinar may be submitted before or after application

submission, however the application cannot be approved until the training webinar is

successfully completed.

12. Completion of Basic Health Safety and Nutrition Assurances Form- certifies that

provider will comply with CCPP Health and Safety requirements, and a copy must be

kept on the provider premises- must be signed by Director and Owner

13. Completion of Health and Safety orientation training (contents discussed in detail

below) by the Director and all staff

14. Completion of Criminal Background checks (details discussed below)- Director and

all staff

15. Maintains a Standard Designation by completing/updating the application in the

Provider Integrated Portal (PIP), and compliance with recommendations for

Technical Assistance (TA if applicable. Includes implementation of curriculum that

aligns with the Mississippi Department of Education’s (MDE) Early Learning

Standards-

*Standard Designation requirement is in the process of being phased into the

program, with a final deadline of October 1, 2019 for compliance by all providers.

(Details discussed below).

16. The child care facility must be located within the State of Mississippi.

After the Application is accepted by DECCD, the provider must submit:

3. W-9 Internal Revenue Service Tax form- required to receive payment, must be signed

by the owner

4. Provider Statement of Agreement- an agreement between the provider and DECCD

wherein the provider agrees to comply with CCPP policies and requirements, must be

signed by the owner and the director if the owner is not the same person as the

director.




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The CCPP application, forms, and information about becoming a provider are available on the

consumer education website www.secac.ms.gov under the provider tab, and may be submitted by

mail, email, fax, or in person.

COMPLETION OF APPLICATION PROCESS

Once all requirements have been met, DECCD will process the application, and email the

approved provider an eligibility effective date. No payment may be issued prior to the effective

date.

MSDH PERFORMS THE FOLLOWING REQUIRED CCPP FUNCTIONS FOR

PROVIDERS (as mandated by Mississippi Statute and on behalf of DECCD through

formal agreement):

3. Licensure/Regulatory Including but not limited to promulgation of health and safety regulations, compliance

monitoring, and investigation. All child care centers participating in CCPP must have a

valid license issued by MSDH, unless exempted or ineligible by statute.

If MSDH revokes a license for any reason, DECCD must be notified and the child care

facility must be closed in the DECCD database. Once closed, the provider must meet the

requirements of MSDH and DECCD to reopen, unless the child care facility is

permanently disqualified for providing child care services.

*In the event of closure, DECCD will notify the parents of all affected children of the closure

and offer assistance to find a new center.

MSDH recognizes three (3) types of regulatory categories:

d. Licensed- governed by Mississippi statute and MSDH regulations

(www.msdh.ms.gov or www.secac.ms.gov ).

e. License Exempt- Some providers are exempted from licensure by Mississippi statute

or MSDH regulations, because they are otherwise regulated and monitored by a

separate governing entity, giving reasonable assurances as to health and safety.

License exempt status is determined solely by MSDH.

f. Unlicensed (Family Child Care)- Some providers are ineligible for licensure.

According to Mississippi Statute, any family child care home in which shelter and

personal care is regularly provided for five (5) or fewer children is ineligible for

licensure. Additionally, licensing statutes do not apply to in-home caregivers.

To ensure health and safety compliance as required by federal regulations, all license-

exempt and family child care providers are required to complete an application with the

Mississippi Department of Human Services (MDHS) and to register with MSDH in order

to receive payment in the CCDF subsidy program. MDHS through a formal agreement





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with the MSDH will monitor family child care providers. The monitoring will include, at

a minimum, one (1) unannounced visit per year to ensure health and safety standards, fire

safety standards, and criminal background checks are in compliance. MDHS may also

monitor for program compliance.

4. Criminal Background Checks

A comprehensive criminal background check is federally mandated for all child care

providers participating in the CCPP, and must be completed before CCPP approval for every

adult, age 18 or older in any type of child care provider, including, but not limited to

directors, owners, staff, volunteers, interns, and any adult, age 18 or older who may be

present during caregiving hours in a residential setting, to include house guests.

The requisite background check must be conducted within ten (10) days from the hiring date

for new employees, and providers must pay the cost of obtaining the requisite checks.

The comprehensive criminal background check is conducted by MSDH for licensed and

registered unlicensed staff. License-exempt provider staff must obtain a commercial

background check. All shall include:

The Federal Bureau of Investigation (FBI) criminal records, based on fingerprints

The National Sex Offender Registry

The child abuse central registry, including every state where the individual resided in


The state criminal registry check using fingerprints, including every state where the

individual resided in the preceding five (5) years, when available

The state sex offender registry, including every state where the individual resided in


An individual shall be denied employment in a child care facility and/or a provider will be

deemed ineligible for assistance for any of the following:

Refusal to consent to the background check

Knowingly making a materially false statement in connection with the background

check

Confirmed sex offender status, registered or otherwise

Convicted of a felony consisting of:

o Murder

o Child abuse or neglect

o Crime against children, including pornography

o Spousal abuse

o Rape or sexual assault

o Kidnapping

o Arson

o Physical assault or battery

o A drug-related offense committed in the past five (5) years


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Convicted of a violent misdemeanor as an adult against a child

MSDH issues letters of suitability to confirm that the staff member has completed the requisite

criminal background checks and is deemed suitable to work or volunteer in a childcare facility.

No individual may work or volunteer in a childcare center that cares for CCDF children until the

facility receives notification from MSDH verifying the employee’s suitability for employment.

License-exempt providers must maintain documentation on site of all required checks for all

staff.

New background checks are required every five (5) years for each staff member.

STANDARD DESIGNATION

Standard designation is an aforementioned minimum quality requirement to be a child care

provider. All providers must have a standard designation prior to October 1, 2019, and the

designation will be renewed no more than once per year. DECCD is in the process of assisting

providers in achieving a standard designation. All providers who complete a standard application

in the Provider Integrated Portal (PIP) in good faith will be granted a standard designation.

Based on the content of the application, the provider may be approved without technical

assistance (TA) or with TA. TA will be provided at no charge to the provider by the Early

Childhood Academies (ECA).

The requirements to receive a standard designation include:

Must be licensed, registered, or otherwise license-exempt by the MSDH and

All staff must complete the Health and Safety training. Mandatory preservice and

ongoing professional development related to early childhood care and development.

Delivery of curricula and/or learning activities that are aligned to State Early Learning

Guidelines and Standards as adopted by the Mississippi Department of Education (MDE).

Engagement in continuous quality improvement.

COMPREHENSIVE DESIGNATION

A comprehensive designation is in the development phase with anticipation that a pilot program

will be implemented over the next two (2) years. The comprehensive designation will be an

optional achievement for providers and represents a commitment on the part of a standard-

designated child care center to achieve a heightened level of quality that assures a child receives

continuity of care and learning as the child moves from one (1) environment to the next, e.g.

child care center to public school. Comprehensive Child Care Centers will demonstrate that high

quality care and education is planned, implemented, and continuously improved in all of the

following ten (10) goal areas:

11. Continuous quality improvement

12. Professional development trainings

13. Curriculum standards


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14. Child assessments

15. Family engagement

16. Community partnerships

17. Kindergarten transition practices

18. Business management operations

19. Technology infrastructure

20. Program evaluation

The Comprehensive designation places a center in the position to partner with other entities to

expand the opportunities for children to continually benefit from all the available resources that

can help facilitate continuity of care and learning between the ages of 0 to 8. A Comprehensive

center would be in a position to:

Provide continuity of care and learning to provide holistic experiences for the child.

Enhance the role of the families as equal partners in the delivery of care and opportunities

for learning.

Facilitate delivery of growth by transitions into K-12 experiences that will increase the

likelihood of community integration into college or the workforce.

Facilitate the evaluation of center effectiveness to improve the success of a program and

the educational outcomes of a child to engage in continuous quality improvement.

CCPP HEALTH AND SAFETY ORIENTATION TRAINING

The Health and Safety Orientation training is one of the aforementioned requirements to become

a CCPP approved provider. It is a three (3) hour training, and all existing staff, including

Directors, employees, and volunteers, as well as new hires must complete the training within

ninety (90) days of the hire date or prior to obtaining CCPP approval for the center.

The Early Childhood Academy (ECA) will conduct face to face and online trainings to all

approved child care providers on behalf of MDHS. Caregivers are required to register in advance

for the training and must attend the entire orientation session.

All providers must maintain documentation of completed orientation training for caregiver staff

and volunteers who engage in child care. This documentation must be made available to MSDH

or MDHS monitors upon request. Caregivers should retain documentation of orientation training,

as it may be transferred to other child care facilities within the state.

Health and Safety topics include:








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maltreatment

19. Emergency preparedness and response planning for emergencies resulting from a

natural disaster or a human-caused event (such as violence at a child care facility)

20. Handling and storage of hazardous materials and the appropriate disposal of bio-

contaminants




24. Child development

ONGOING PROFESSIONAL DEVELOPMENT

The health and safety orientation training must be completed every two (2) years by every staff

member. Additionally, licensed providers must follow MSDH regulations requiring 15 contact

hours of professional development each year. License exempt providers must adhere to

professional development requirements as prescribed by the organization that sanctions the

program and upon which its license exempt status is based.

The training sets the following expectations and requirements for all CCPP providers:


CCDBG federal regulations mandate that each child receiving CCDF subsidy and any caregiver

providing subsidized childcare have current immunizations. Providers must maintain the

following records for each child and each caregiver on site, and readily accessible for review by

MDHS or MSDH:

Certificate of Immunization Compliance (MSDH Form 121, signed by the District Health

Officer, a physician, nurse, or designee); or

Certificate of Medical Exemption (MSDH Form 122, must be approved and signed by the

MSDH District Health Officer from the public health district or the State Epidemiologist).

Homeless children and children in foster care who receive CCPP assistance may be granted a

twenty-four (24) hour grace period from the date of admission into a CCPP-approved child care

program to obtain the necessary immunization records. Payment for these children during the



A safe sleep environment for infants to lower the risk of Sudden Infant Death Syndrome (SIDS)

is required as follows:

An infant shall be placed on his/her back for sleeping unless written physician orders to

the contrary are in the child's record. Sleeping infants shall be within the view of the staff


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and visually checked regularly when sleeping. Nothing shall obstruct the view of the

staff or prevent the staff from clearly seeing infants or children.

Infants shall be dressed in clothing appropriate for sleeping that is designed to keep the



degrees Fahrenheit. If a child is already asleep and not dressed in clothing appropriate

for sleeping, the caregiver does not need to awaken the infant to change his or her

clothes.

Facilities shall use a firm mattress covered by a fitted sheet.

Items such as but not limited to pillows, blankets, sheepskins, bumpers, soft objects,

stuffed toys, loose bedding, etc., shall not be in the crib.

The use of safe sleep practices for children is required as follows:

Individual beds, cots, mattresses, pads, or other acceptable equipment shall be used for

rest periods, and children shall not be placed directly on the floor for rest periods. Bed

linens, such as blankets or sheets, cannot be used in place of a bed, cot, mattress, or pad.

These shall be kept in a sanitary condition. Once a sheet or blanket has been used by a

child, it shall not be used by another child until it has been laundered.

Rest period equipment shall be clean and covered with a waterproof cover.

Nap pads/cots are designed for use by one (1) child only at a time.

Nap pads utilized by more than one (1) child shall be sanitized after each child’s use. Nap

pads utilized by only one (1) child shall be sanitized immediately when soiled or at least

weekly.

Nap pads and nap cots without mattresses are not acceptable for use in 24 hour programs.

Beds, cribs, or roll away cots are the only acceptable bedding for 24 hour centers.

The facility shall provide a crib or other similarly commercially purchased bed unit,

approved and designated for the purpose of sleeping. Mobile infants, at a minimum of

eight (8) months, may be placed on a mat during the transition period of crawling to

walking. If such mat is used, it shall be a flame retardant, minimum of two (2) inch

commercially purchased sleep mat, especially designated for the purpose of sleeping. All

cribs, sleep units, and mats must be maintained clean, in sanitary condition and without

chips, holes, fraying, tears, or stains. Cribs, cots, and mats are to be a minimum of 24

inches apart or separated by a solid barrier. A minimum of 36 inches is recommended.

Children are not allowed to sleep in shared places, such as infant seats, strollers, swings,

cozy areas, or on tables. If a child falls asleep in such shared place, he or she should be

moved immediately to a sanitary individual sleeping place


A record shall be maintained of any medication administered by the director or caregiver

showing the date, time, and signature of dispensing employee. A medication record may be

destroyed ninety (90) days after administered the medication. Signed written authorization to

obtain emergency medical treatment and to administer medication must be signed by parent or

guardian and kept in child’s record/file. The use of any food or medication in any manner or for

any purpose other than that for which it was intended is prohibited.


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A child requiring a special diet due to medical reasons, allergic reactions, or religious beliefs,

shall be provided meals and snacks in accordance with the child's needs. If medical reasons exist

for the special diet, a medical prescription from the child’s physician stating that the special diet

is medically necessary is required.

Information required for dietary modifications include:

Child’s full name and date of instructions, updated annually

Any dietary restrictions based on the special needs

Any special feeding or eating utensils; any foods to be omitted from the diet and any

foods to be substituted

Limitations of life activities

Any other pertinent special needs information

What, if anything, needs to be done if the child is exposed to restricted foods



All child care facility buildings shall meet all fire safety standards listed on the MSDH Form

#333 and all applicable local fire safety standards and/or ordinances.

All fire extinguishers, as required in the fire safety plan, shall be serviced on an annual

basis by a qualified fire extinguisher technician.

Unused electrical outlets shall be protected by a safety plug cover.

No extension cords shall be used in areas accessible to children.

Every child care facility which uses nonelectric heating and/or cooling systems, cooking

stoves, and/or hot water heaters or other nonelectric equipment, shall have sufficient

carbon monoxide monitors placed appropriately throughout the child care facility.

All glass in doors, windows, mirrors, etc., in the child care facility shall have a protective

barrier at least four (4) feet high when measured from the floor. Doors, windows, mirror,

etc., using safety grade glass or polymers (e.g., Lexan®) are not required to have a

protective barrier.

A separate space in the child care facility shall be provided for the use of an ill or injured

child until the child can be picked up by the parent. Space shall be located in an area that

is supervised at all times by an employee.

All parts of the child care facility used by children shall be lead-safe, well lighted,

ventilated, and free of hazardous or potentially hazardous conditions, such as but not

limited to, open stairs and unprotected low windows.

The child care facility shall be equipped with an outdoor playground area that directly

adjoins the indoor facilities or that can be reached by a route free of hazards and is no

farther than 1/8 mile (660 feet) from the child care facility.

The outdoor playground area shall be free of hazards and not less than 30 feet (measured

horizontally parallel to the ground) from electrical transformers, high-voltage power

lines, electrical substations, railroad tracks, or sources of toxic fumes or gases.


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Hazards, including but not limited to air conditioner units and utility mains, meters,

tanks, and/or cabling shall be inaccessible to children.

Fencing at least four feet high shall be provided around the outdoor playground area.

Fencing higher than four feet but not to exceed eight feet may be required if the licensing

authority determines that a hazard exists.

Outdoor playground areas shall be free from unprotected swimming and wading pools,

ditches, quarries, canals, excavations, fishponds, or other bodies of water.

The soil in outdoor playground areas of the child care facility shall not contain hazardous

levels of any toxic chemical or substances. The child care facility shall have soil samples

and analyses performed where there is good reason to believe a problem may exist.


maltreatment

Shaken baby syndrome (SBS) and abusive head trauma (AHT) are the constellation of signs and

symptoms resulting from violent shaking or shaking and impacting the head of an infant or small

child. Shaken baby syndrome is a subset of abusive head trauma with injuries having the

potential to result in death or permanent neurologic disability. SBS/AHT is a form of child

abuse. Caregivers are trained to recognize the possible signs and symptoms of SBS/AHT and the

consequences of SBS/AHT.

Additional child maltreatment is defined as prohibited behaviors. The following behaviors are

prohibited by anyone (i.e., parent, caregiver, or child) in all child care settings:

Corporal punishment, including hitting, spanking, beating, shaking, pinching, biting, and

other measures that produce physical pain.

Withdrawal or the threat of withdrawal of food, rest, or bathroom opportunities.

Abusive or profane language to include but not limited to yelling at, and/or using harsh

tones toward the children or in close proximity (hearing distance) to children.

Any form of public or private humiliation, including threats of physical punishment.

Any form of emotional abuse, including rejecting, terrorizing, ignoring, isolating (out of

view of a caregiver), or corrupting a child.

Use of any food product or medication in any manner or for any purpose other than that

for which it was intended.

Inappropriate disciplinary behavior includes, but is not limited to, putting soap or pepper

in a child's mouth.

Any acceptable disciplinary action that is not age-appropriate for the child or is excessive

in time or duration

18. Emergency preparedness and response planning for emergencies resulting from

a natural disaster or a human-caused event (such as violence at a child care

facility)

CCCPP-approved providers are required to have a written Emergency Preparedness and

Response Plan to be implemented in the event of a fire, natural disaster, or other threatening

situation that may pose a health or safety hazard to children. Plans must describe procedures for

relocation, evacuation, shelter in place, and lockdown. MSDH also has an agency-wide


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emergency preparedness plan which describes agency procedures for relocation, evacuation,

shelter in place, and lockdown.

19. Handling and storage of hazardous materials and the appropriate disposal of

bio-contaminants

Garbage and trash shall be removed from the child care facility daily and from the grounds at

least once a week. Garbage and trash shall be stored inaccessible to the children, and in insect

and rodent resistant containers.

The child care facility shall comply with all regulations promulgated by the Division of

Sanitation of the Mississippi State Department of Health for:

1. Food Service

2. On-site Wastewater Systems

3. Vector (pest) Control


Occupant Restraints:

All children will be properly restrained whenever they are being transported in a motor

vehicle.

o Every person transporting a child under the age of four (4) years in a passenger

motor vehicle, and operated on a public roadway, street or highway, shall provide

for the protection of the child by properly using a child passenger restraint device

or system meeting applicable federal motor vehicle safety standards, e.g., child

safety seat.

o Every person transporting a child in a passenger motor vehicle operated on a

public roadway, street or highway, shall provide for the protection of the child by

properly using a belt positioning booster seat system meeting applicable federal

motor vehicle safety standards if the child is at least four (4) years of age, but less

than seven (7) years of age and measures less than four (4) feet nine (9) inches in

height or weighs less than sixty-five (65) pounds.

o Any vehicle equipped with seatbelts is subject to the requirements listed above.

No vehicle shall be occupied by more individuals than its rated capacity. No children

shall be transported in the front seat of vehicles equipped with passenger side air bags.

All vehicles under 10,000 lbs. GVWR (Gross Vehicle Weight Rated) shall be equipped

with occupant restraints appropriate for the age and/or weight of the children being

transported. A child under the age of four shall be transported only if the child is securely

fastened in a child safety seat that meets Federal Motor Vehicle Safety Standards

(FMVSS, 49 CFR 571.213), which shall be indicated on the child safety seat. The child

safety seat shall be appropriate to the child's weight and be installed and used according

to the manufacturer's instructions.

Vehicles (e.g., school buses) with a GVWR 10,000 lbs. or more at a minimum shall meet

the current Federal Motor Vehicle Safety Standards (FMVSS) for buses of that size. It is

the responsibility of the child care facility operator to have documentation verifying that

a bus meets the current FMVSS.


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An individual seat restraint must be used for each child. The use of an individual seat

restraint for two or more children is not allowed. NOTE: Federal Motor Vehicle Safety

Standards (FMVSS) means the National Highway and Traffic Safety Administration's

standards for motor vehicles and motor vehicle equipment established under Section 103

of the Motor Vehicle Safety Act of 1966 (49 CFR Part 571) as they apply to school

buses.

Staff-to-Child Ratio:

On vehicles with a GVWR of less than 10,000 lbs., the staff-to-child ratio shall be

maintained at all times. The driver of the vehicle shall not be counted as a caregiver while

transporting the children.

On vehicles with at GVWR of 10,000 lbs. or more, the staff-to-child ratio shall be one

caregiver to each 25 children or fraction thereof. The driver of the vehicle shall not be

counted as a caregiver while transporting the children. In facilities that are dually

licensed, i.e., licensed to provide care for both preschool and school age children, if the

vehicle is only transporting school age children (no preschool children, infants, or

toddlers are being transported), the driver may be counted as a caregiver while

transporting the school age children.


Programs that operate in a central location shall have at least one caregiver on the premises at all

times the facility is in operation that has a current certification in CPR and first aid. When groups

of children are away from the central location for field trips etc., there shall be at least one

caregiver with the group that holds a current certification in CPR and first aid. All caregivers in

summer day camps are required to have current CPR and first aid certification, copies of which

shall be kept with their personnel records.

First Aid Supply:

8. A first aid supply shall be kept on-site and easily accessible to employees, but not in

reach of the children.

9. A first aid supply shall be taken on all field trips and excursions and shall be easily

accessible to employees, but not in reach of the children.

10. Medicine shall be kept out of the reach of the children.

11. All vehicles used by the facility in transporting children shall be equipped with a first aid

kit.

12. It is recommended that first aid kits contain items pursuant to American Red Cross

guidelines.

13. Some items in this kit may have expiration dates. All first aid kits should be periodically

inspected for contents. Depleted and out of date materials should be replaced.

14. Special attention should be exercised when utilizing first aid supplies or any medication

for children who have allergies or other special medical needs.


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The Health and Safety training covers the topics of child abuse and neglect including definitions

of types of abuse (physical, emotional, sexual), maltreatment of children, recognizing signs of

abuse, and reporting policies.

All child care providers and all responsible parties must report child abuse and neglect

immediately if they suspect or have evidence that a child in their care is being abused or neglected

by a parent, family member, child care worker, or other individual with access to the child.

Providers and all responsible parties shall submit criminal child abuse reports directly to the

Mississippi Department of Child Protection Services for investigation, and shall notify MDHS.

MDHS may also notify MSDH if warranted.

Mississippi Department of Child Protection Services reports can be made online at

www.mdcps.ms.gov or verbally by calling the Mississippi Abuse Hotline at 1-800-222-8000.

DISCIPLINE OF CHILDREN

All child care providers should establish practices for promoting developmentally appropriate

social-emotional-behavioral health practices and procedures for discipline and intervention.

These procedures and practices shall be clearly communicated to all staff, families, and

community partners.

Suspension and Expulsion of Children

MDHS strongly discourages the use of expulsion, suspension, and other exclusionary discipline

practices; these practices should only be used as a last resort. Child care providers are

encouraged to access the technical assistance (TA) and resources provided by MDHS through

the Early Childhood Academies (ECA) and the Mississippi Early Childhood Inclusion Center

(MECIC) to assist the provider in maintaining therapeutic inclusion of the child if at all possible.

The provider should document evidence of appropriate behavioral interventions. Should a



transitioning a child to another program is necessary for the well-being of the child or his or her

peers, providers are encouraged to take a series of documented steps to ensure a smooth

transition into another setting that offers a rich social context and opportunities for interactions

with socially competent peers so that the child’s learning and social skills practice are optimized

in a natural environment. If the child has a disability and is receiving services under the

Individuals with Disabilities Education Act (IDEA), the provider and MDHS shall ensure that

additional applicable procedural safeguards and requirements are met.


http://www.mdcps.ms.gov/

tel:+1-800-222-8000

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CHILD CARE PAYMENT PROGRAM (CCPP) APPROVED PROVIDER PROCESS

AND PROCEDURES

REIMBURSEMENT RATES

The CCPP is a third-party reimbursement model, paying providers a fee for services,

based on agency established reimbursement rates. The current rates were established by

conducting a Market Rate Survey (MRS) of the state’s average child care rates, and

multiplying those rates by 75 percent, with variants for age of the child, child’s full or

part-time status, facility type, and special needs.

Reimbursement rates shall be reviewed once during each three (3) year federal state plan

cycle to ensure the rate is adequate and to ensure equal access to services for children in

the CCPP.

The current rates and methodology for the most current MRS are posted on the consumer

education website and on the Mississippi Department of Human Services (MDHS)

website.

CCPP providers may charge more than the reimbursement rates established by MDHS,

but to do so, they must publish the rates to the public, and in all marketing materials, and

file a copy of the published rates with MDHS annually. Providers shall not charge a

different rate to families in the certificate program than the rate charged to the general

public. All rates, fees, and discounts charged to CCPP participants must be offered and

equal to those charged to non-participants. This means universal application of advertised

tuition rates.

The established rates are intended to subsidize child care costs for low income parents

and may not cover the full cost of all centers.

CO-PAYMENT AND OTHER FEES

MDHS calculates a co-payment fee for each child care certificate based on a sliding fee

scale that accounts for family size and household income. The fee is written on the child

care certificate when it is issued, and it is mandatory for the provider to collect the

designated fee directly from the parent.

CCPP providers may charge reasonable late fees but they must be published to the public,

and in all marketing materials, and must apply equally to CCPP and non-CCPP children.

If CCPP providers elect to charge more than the published reimbursement rate, the

provider is responsible for collecting the overage from the parent or any responsible

party.

All fees shall be paid by the parent during the current month directly to the provider

according to the child care certificate issued by MDHS. Providers shall maintain proof of

collection of co-payment fees, identified separately from tuition overage payments made

by parents.

All outstanding fees must be paid to the provider before MDHS will grant a change of

provider request unless the parent demonstrates emergency circumstances.


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Providers must provide proof of payment to parents that must include the following:

Parent’s name

Payment amount

Date of payment

Child care center’s name

Child care provider’s name and signature

PAYMENT PROCESS

CCPP providers must submit a ledger in the Child Care Payment System (CCPS). All child care

providers are required to maintain a record of accurate attendance and absences on sign-in/out

sheets and on daily class rolls for each child. Providers shall retain sign-in/out sheets for a period

of three (3) years.

The sign-in/out sheets must show the following:

Child’s first and last name (as listed on the child care certificate),

Full name of the parent/guardian or parent’s authorized representative,

Time the child is signed in with the signature of the person signing the child in each day,

and

Time the child is signed out with the signature of the person signing the child out each

day.

It is mandatory for sign-in/out sheets to be maintained and made available upon request. Refusal

to provide sign-in/out sheets upon request to any MDHS or Mississippi Department of Health

(MSDH) staff may result in further administrative investigation and/or sanctions.

If sign-in/out sheets are lost or damaged by an unforeseen occurrence such as fire, flood or

natural disaster, the child care provider must report the occurrence, and submit evidence to

MDHS within ten (10) days of the occurrence. Evidence of the occurrence must include the date

and time of the occurrence. The evidence can be submitted by mail, fax, email or in person to

MDHS.

PARENT CHOICE OF PROVIDER

Parent choice is a fundamental tenet of the CCDF program. Parents are free to choose any

provider that has been previously approved to participate in the CCPP. The selected provider is

listed on the certificate after the child has been approved for program participation.

Parents may change child care providers for any reason, but the parent must adhere to the

following MDHS procedure for doing so:

Submit a Change in Provider Form to MDHS signed by the parent and the current

provider. An incomplete form will not be processed.


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Ensure that all outstanding fees are paid to the current provider.

Provide a minimum two (2) week notice to the current provider prior to withdrawing the

child, unless under emergency circumstances.

Emergency Circumstances - The minimum two (2) week notice period may be waived

under certain circumstances. The parent may make a written request to the DECCD

Division Director explaining the emergency circumstance for transfer or withdrawal.

Examples of emergency circumstances include, but are not limited to:

Physical Altercation between the Parent and Staff Member (including

Director). If an issue arises at the child care center between the parent and

staff member (including director) of the child care center resulting in police

involvement, a transfer may be requested. The DECCD Director may also

contact the child care provider to obtain additional evidence, and will weigh

all evidence as a whole.

Injury of a Child: If an issue arises at the child care center resulting in an

injury of any child enrolled in the center such as neglect, lack of supervision,

or physical harm, a transfer may be requested.

If emergency circumstances are established, the DECCD Director will make a

determination as to whether outstanding fees must be paid prior to authorizing

the transfer or withdrawal.

Slot Facility Provider Change: If the child is enrolled in a slot certificate, the parent may only

transfer the child to another approved slot provider. The approval of this request may be subject

to the availability of funds at the slot facility. Parents must adhere to the forgoing change of

provider process.

PARENT COMPLIANCE

Parents and providers receiving CCDF subsidy are expected to follow MDHS and the selected

child care provider’s internal policy. Failure to do so may result in sanctions in the program,

however, each parent enters into a contractual relationship with each provider, and disputes that

fall outside of the CCDF program must be resolved by the contracting parties or in a court of

proper jurisdiction.

ALLOWABLE LEAVE TIME FOR PARENTS

Natural Disaster – Child care services shall be continued when parents are off work due

to circumstances beyond the parent’s control, such as hurricanes, floods, and tornado.

Child care providers shall be reimbursed when the center is closed temporarily in the

event of an emergency declared by the President of the United States or Governor of

Mississippi or an event that results from a natural disaster or human-caused event for up

to ten (10) business days per occurrence, unless the parent needs to make alternate child

care arrangements.


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Absences – A child shall be allowed up to five (5) paid unexcused absence days per

month. Child care providers are paid for a full month for up to five (5) absent days. If a

child is absent for more than five (5) days, the child care provider shall be paid on a daily

basis. No documentation is needed for these absences.

Excessive absences – Absences are considered excessive whenever a child(ren) is absent

from a child care center for sixty (60) consecutive days or more.

Exception to the excessive absence rule:

Temporary long-term absences – May be granted for special circumstances such as

chronic illness of the child, custody situation that requires the child to spend extended

time with a non-custodial parent, or a temporary move out of state. Requests should be

made in writing to MDHS if absences will exceed sixty (60) consecutive days, and will

be granted on a case by case basis. If granted, the certificate will continue to remain

active, regardless of attendance, but the child care provider will only be paid for five (5)

days of absence per month. However, the child care provider has the option to disenroll

the child from his or her child care center.

Voluntary withdrawal – Participants and providers must notify MDHS of any move out

of state, or intent to withdraw from child care. MDHS will then terminate the certificate.

Failure of a parent or provider to notify MDHS may constitute as an intentional program

violation. Absence of a child for thirty (30) consecutive days without a ruling from

MDHS that the absence is temporary (see above), shall be considered a voluntary

withdrawal from the program.

MDHS will pay for up to eleven (11) holidays (see chart below) per year. If the Governor

of Mississippi allows days in addition to the list below in observance of a holiday,

providers shall be notified they are also allowed these extra days.

DATE HOLIDAY


January – 3rd

Monday Dr. Martin Luther King, Jr.’s Birthday

and Robert E. Lee’s Birthday


May – Last Monday Memorial Day


September – 1st Monday Labor Day

November – 4th

Thursday and Friday Thanksgiving Day & the Friday After




If the identified holiday falls on the weekend, the holiday shall be observed on the day

designated for state holiday observance. A child care center shall remain open on days when

children are taken on field trips, or any other day outside of the approved holiday list provided by


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MDHS, for any children who cannot attend the field trips or who still need child care during

holidays not approved by MDHS.

PAYMENT LEDGER CYCLE

Payment ledgers shall be submitted electronically through the Child Care Payment System

(CCPS) once a month. Providers may choose to submit ledgers during one (1) of two (2)

payment cycles during the month; however, providers shall only receive one (1) payment per

month for services rendered.

Payment ledgers shall open to providers on the first day of the month and remain open

until 11:59 p.m. CST on the fifth day of the month. Child care providers who submit

ledgers by the fifth day of the month will be issued payment by the 15th day of the

month.

Child care providers who fail to submit the ledger by the fifth day of the month have the

option to submit the ledger by 11:59 p.m. CST on the 15th day of the month. Providers

who submit their ledgers by the 15th day of the month will be issued payment by the last

day of the month.

DEECD cannot issue provider payments outside the scheduled payment cycle. If the child care

provider fails to submit the payment ledger for any reason, the child care provider must wait to

submit the payment ledger at the next available time.

LEDGER PAYMENTS

Ledger payments contain a list of disbursements issued to the child care provider for attendance

for services rendered on behalf of children who are participating in CCPP.

LEDGER ADJUSTMENTS

An adjustment shall be made in CCPS reflecting a change, if it is necessary to adjust the amount

of funds issued based on the attendance information submitted to MDHS by the child care

provider.

Payment Adjustment Form

MDHS’s Payment Adjustment Form must be used for reporting any necessary adjustment(s) by

the child care provider to MDHS. This form is available on both MDHS and SECAC websites.

Child care providers must submit this form, along with supporting documents, to MDHS to

report any of the following:

4. Overpayment/Underpayment – If a child care provider discovers an over-payment or

under-payment on the payment ledger. The child care provider must submit supporting

sign-in/sign-out sheets in order for the adjustment to be processed. Questionable

payments or incorrect payments shall be adjusted during the next regularly scheduled


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payment cycle. Once MDHS processes the overpayment/underpayment request,

payments will be issued/deducted from the next month payment.

5. Certificate Error - Any error listed on the child care certificate that will cause payments

to calculate incorrectly must be submitted to MDHS. Such errors include, but are not

limited to:

o Incorrect payment rates

o Incorrect care type (full-time vs full-/part-time)

o Incorrect date of birth for the child

6. Duplicate Children on the Ledger - If a child care provider discovers that a child is

listed more than once on the payment ledger. Providers should claim payment for the

certificate that has the accurate payment amount for the child. The duplicate entry should

be listed as absent “A” for correct payment.

TYPES OF CARE

Standard Care o Full-Time Child Care – Full time care is assigned to children ages 6 weeks to 5

years of age who attend the facility more than six (6) hours.

o Part-Time Child Care – Child care provided for fewer than six (6) hours.

Non-Traditional Care – Child care providers have the option to provide child care

services during standard or non-traditional hours. Non-traditional hours include week

night care and supervision of children for less than 24 hours per day within the twelve

hours between 6:00 p.m. and 5:59 a.m., or weekend care and supervision of children

between 6:00 p.m. Friday and 5:59 a.m. Monday. To provide non-traditional child care

the provider must ensure that doing so will not cause the child care provider to exceed

MSDH maximum capacity for that facility by obtaining approval from MSDH.

Additionally, the child care provider must:

6. Submit a written request to MDHS

7. MDHS will verify MSDH approval in CCPS

8. If MSDH has approved the request, the child care provider must submit a roster of

the children in CCPP needing non-traditional care hours.

9. The child care provider will be instructed to inform the parent to submit

verification that non-traditional care hours are needed. The parent must provide a

copy of their work schedule demonstrating the need for non-traditional care.

10. The parent must submit this verification to MDHS before the child can start the

non-traditional care hours.


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REIMBURSEMENT

Full-time Reimbursement Rates

Full-time reimbursement rates shall be issued to child care providers for the following:

Full-time care provided by CCPP-approved centers when the primary school setting is

closed.

Full-time care provided by CCPP-approved centers when the child is given an out-of-

school suspension.

Summer child care for school-age children for up to five (5) absences and approved

holidays.

For three (3) and four (4) year old children enrolled in public or private pre-kindergarten

programs where tuition is assessed.

Five (5) year old children not enrolled in a public kindergarten program, until they reach

the age of six (6).

Non-traditional child care.

Full-time certificate payments for school-age children shall not be issued to students

enrolled in first grade through 12th grade unless full-time care is needed during

nontraditional hours and/or the primary/secondary school setting is closed.

Part-time Reimbursement Rates

Part-time reimbursement rates shall be issued to child care providers for the following:

School-age children and children who attend other programs, such as Head Start, for

excused absences and during holidays. Except during times when it is documented the

child(ren) attended the child care center for the full day because the school was not open

or for out-of-school suspension during the school year.

Any care provided when the child’s primary school setting is open, such as afterschool

care.

GARNISHMENTS/LEVIES

Garnishment/levies are court ordered recoupment of a debt owed by a provider to a third party.

When MDHS receives notice of a garnishment or levy action against a child care provider,

MDHS must submit payment to the garnishing party until the provider’s debt has been paid in

full, or until a Notice of Release has been received. The provider must contact the garnishing

party to dispute the action or make alternate payment arrangements.

LICENSURE REVOCATION OR CLOSURE BY MSDH

Any license-eligible child care center closed by MSDH Licensure Department will be

immediately closed in the CCPP.


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CCDF funds cannot be used to pay a child care provider if the license has lapsed at any time.

Funds may be recouped for any lapse in time the license was not valid.

If the death of a child occurs in a CCPP provider, and the death is determined to be due to a

health and safety violation, the child care provider will be terminated from the CCPP upon a

final determination of the cause of death. MDHS staff will assist with locating alternate

childcare for other CCPP children if needed.

PROVIDER CHANGE OF STATUS

A significant change of status requires completion of a new CCPP application and new e-Ledger

training webinar (if more than 6 months since completion of the last webinar) and includes the

following:

Address change

Tax ID Number change

Change of Ownership

Procedure for transfer of ownership:

New Owner must: Comply with all requirements to become a CCPP approved

provider. Children enrolled in CCPP and MDHS Provider ID numbers do not

automatically transfer to the new owner. If the new owner fails to complete the CCPP

approval process prior to the first date of operation under new ownership, there shall

be a lapse in payment until the new owner completes the CCPP approval process.

Previous Owner must:

4. Notify MDHS in writing of the pending transfer of ownership prior to the

effective date so that all certificates may be terminated and reissued to the new

owner upon the last day of operation. The certificates will only be issued to the

new provider with parent approval.

5. Submit a written statement certifying the provider will no longer claim funds

issued by CCPP after a designated date, and the designated date

6. Provide MDHS a forwarding address for any future payments and tax information

This information can be submitted by mail, fax, email, or in person to MDHS. All

changes must be approved by MDHS before payment will be issued.

TAX IDENTIFICATION

MDHS shall only issue payments through the CCPP to the individual or entity attached to

the Employee Identification Number (EIN), also referred to as the Tax Identification

Number (TIN) or Social Security Number (SSN) on record.

The TIN or SSN is required by the Internal Revenue Services for tax purposes, and the

provider elects which of the two identifying numbers to provide.

If a provider elects to change from an EIN/TIN to a SSN, MDHS shall only approve the

change if there is no lien or levy against the EIN/TIN of record.


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MDHS shall not approve an application for an individual or center to become a CCPP-

approved provider if information on the W-9 is missing or incorrect. The W-9 must be

signed and dated in order to be complete.

If a CCPP-approved provider has a missing or incorrect TIN, MDHS shall deduct the

Backup Withholding (BWH-B) Rate of 28 percent from future payments through the

CCPP program until the correct TIN or name is supplied to MDHS. A TIN shall be

considered to be missing or incorrect if it is not provided, has more or less than nine

numbers, has an alpha character as one of the nine positions, or is in an improper format

with a NAME/TIN combination that does not match or cannot be found in IRS or SSA

files.

If a CCPP-approved provider has a missing TIN, MDHS shall notify the provider via

certified mail and immediately apply backup withholding until a W-9/TIN is supplied.

If a CCPP-approved provider has an incorrect name/TIN, MDHS shall send via certified

mail a First B-Notice and a W-9 form. The envelope shall be clearly marked that

important tax information is enclosed. The provider shall be given thirty (30) business

days to respond to complete the W-9 with a correct name/TIN. Failure to respond to the

first B-Notice within thirty (30) business days will result in immediate backup

withholding until the completed W-9 is returned.

If MDHS receives a second notification from the IRS within a three-year period that the

provider TIN is incorrect, MDHS shall issue a Second B Notice to the provider. The

Second B Notice shall not include a copy of the W-9. The provider shall be given thirty

(30) business days to provide MDHS with a copy of his or her Social Security Card or a

147C. Failure to respond to the second B-Notice within thirty (30) business days shall

result in immediate backup withholding until the documentation is provided.

Tax-exempt organizations, government agencies, and corporations may be exempt from backup

withholding according to IRS regulation. MDHS shall keep a record of withholdings in order to

submit an Annual Return of Withheld Federal Income Tax Form 945 to the IRS.


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PROGRAM COMPLIANCE

As lead agency for the Child Care Development Fund (CCDF), the Mississippi Department of

Human Services (MDHS) has responsibility for ensuring compliance with all federal statutes and

regulations, state statutes, and policy. MDHS employs multiple mechanisms to ensure

compliance, including internal quality control monitoring, formal agreements with other state or

private agencies, investigations, and sanctions if necessary.

CHILD CARE FACILITY COMPLAINT PROCESS

Making a Complaint

Any person may file a program related complaint or submit a tip about waste, fraud, or abuse of

the program through the following methods:

Call Mississippi Department of Health (MSDH) HOTLINE 1-866-489-8734 for

complaints related to licensure or child care regulations. Unless ordered by a court, the

identity of the individual who reported the complaint shall not be disclosed outside of

MSDH and/or MDHS investigative staff.

Submit the MDHS FRAUD TIP FORM http://www.mdhs.ms.gov/ or call 1-800-299-

6905 for complaints related to CCDF program violations or suspected fraud, waste or

abuse.

Depending on the nature of the complaint the issue may be resolved wholly by MSDH, or it may

be handled jointly by MSDH and MDHS, or referred to the appropriate agency.

Record of Complaints

The Mississippi Department of Health will maintain a record of substantiated parental

complaints against child care providers. This function is performed on behalf of MDHS in order

to comply with federal requirements by maintaining a Child Care Facility Complaint Hotline for

use by the public. The complaint hotline number, and all substantiated parent complaints are

available by link on the consumer education website.

Types of Complaints

3. Health and Safety Regulatory

Any complaint made to MDHS against a child care provider may be referred to MSDH. All such

complaints shall be logged and maintained by MSDH. MSDH is responsible for investigating

each complaint filed against a child care provider. MSDH may request assistance from MDHS,

as needed, during a complaint investigation. MSDH will maintain records of complaints made

against a child care provider, these records may be obtained by making a Public Records request

to MSDH.


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4. Financial or Program Violations

The MDHS Division of Program Integrity (DPI) will conduct investigations of suspected

intentional program violations from child care providers and/or recipients stemmed from fraud

tips, data matching, quality control reviews, Child Care Payment Program generated system

reports or any other reliable source.

REFERRALS TO MSDH

Any suspicion on the part of a MDHS staff member that a licensed center is not in compliance

with the Regulations Governing Licensure of Child Care Facilities shall be reported immediately

to the MSDH. A child care provider with a suspected license violation may remain CCPP

approved until MSDH notifies MDHS that official action has been taken to restrict the child care

center from operating as a licensed child care center.

Licensure violations that shall be reported to MSDH include, but are not limited to:

Health and Safety Violations;

Attendance in excess of licensed capacity;

Improper child-to-staff ratios;

Use of corporal punishment or verbal abuse;

Forged director or staff credentials;

Forged professional development certificates;

Substandard facilities; or

Environmental hazards.

MONITORING RESPONSIBILITIES

All providers participating in CCPP shall be inspected/monitored at least once annually in

accordance with federal requirements.

Licensed Child Care Centers

C. MSDH has the primary responsibility of conducting annual unannounced

inspections of licensed child care centers.

D. MDHS may also conduct announced or unannounced monitoring visits to CCPP

approved licensed child care centers to ensure program compliance.

License-Exempt Providers

MSDH will perform annual unannounced inspections of license-exempt child care


MDHS may also conduct announced or unannounced monitoring visits of CCPP

approved license-exempt providers to ensure program compliance.

Unlicensed Providers (Family Child Care)

MSDH will perform annual unannounced inspections of unlicensed child care



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MDHS may also conduct announced or unannounced monitoring visits of CCPP-

approved unlicensed providers to ensure program compliance.

Training of Monitoring Agents: MSDH child care monitoring agents must satisfactorily

complete training before visiting child care providers for inspection. The training shall include

the procedures for conducting a visit and reporting findings, and program policy.

Record Reviews

Monitoring visits may include, but are not limited to, a review of the following records, which

must be made available to the monitoring agent or investigator if requested. Additionally,

records must be kept in accordance with MSDH record retention requirements.

Child Attendance Records

o Daily attendance roster (sign-in/sign-out sheets) for each child. The attendance

recorded on the child care center's attendance roster may be compared to the

attendance reported to MDHS. All documentation related to child attendance may

be reviewed.

Staff Records

o Child care providers must maintain a record/roster of all staff and volunteers, with

hire dates and termination dates;

o A current letter of suitability for all staff and volunteers; and

o A current record of Health and Safety Orientation training for all staff and

volunteers.

Published Rates

o The provider's published rates charged to the general public.

Documentation of Co-Payment Fees Collected

o A record of the payment of monthly co-payment fees for each CCPP child, must

be kept and distinguished from payments of other fees such as late fees or tuition

overage.

Licensure

o A copy of the center's license, letter of exemption, if applicable, or proof of

registration for unlicensed providers.

Provider Statement of Agreement

o Copy of the signed CCPP Provider Statement of Agreement.

Capacity

o Attendance may be checked to ensure the child care provider is not receiving

more CCDF certificates than the licensed or allowed capacity supports.

Attendance in excess of licensed or allowed capacity is a health and safety

violation, and may result in a recoupment of funds issued for certificates in excess

of licensed or allowed capacity. Capacity is established by the following authority

depending on the type of provider:

1. Licensed providers-by MSDH regulations.

2. License-exempt providers- by the national or local organization

upon which the exemption status is based; a copy of the capacity


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standards must be kept with the CCPP Provider Agreement in

MDHS records, and on site at the child care center.

3. Unlicensed providers- must have five (5) or fewer children

unrelated to the caregiver by the third-degree of kinship.

Immunization Records

o All CCPP-approved providers (licensed, license-exempt, and unlicensed) must

keep and provide documentation of current immunizations or medical exemption,

in compliance with MSDH regulations for all staff and children in the facility.

(Form 121 Certificate of Immunization issued by the Mississippi State

Department of Health, or Form 122, Certificate of Exemption)

o Homeless children and children in foster care who receive CCPP assistance shall

have a twenty-four (24) hour grace period from the date of admission into a

CCPP- approved child care program to obtain the necessary immunization

records. No provider shall be sanctioned for failure to provide immunization

records for homeless children and children in foster care if enrolled in care for

fewer than twenty-four (24) hours prior to the time of inspection.

Record of Emergency Drills

o Licensed CCPP-approved providers must maintain a record of emergency drills as

required by MSDH.

o License-exempt CCPP-approved providers must maintain a record of annual

emergency drills in compliance with standards established by the national or local

organization upon which the exemption status is based.

o Unlicensed providers must develop and maintain a written emergency

preparedness plan

Fines

In order to participate in the CCPP child care providers must comply with monitoring, both

announced and unannounced. Refusal to cooperate in the monitoring process may result in a

financial penalty of $1,000 by MSDH for licensed providers. Additionally, refusal to allow

monitoring inspections may result in referral to MDHS the Office of the Inspector General,

Division of Program Integrity (DPI) for further investigation and possible termination from the

program for all providers.

Findings for Health and Safety Violations

MSDH shall record all findings from health and safety violations on an official inspection form.

A copy of the completed inspection form shall be given to the child care provider at the time of

inspection. A child care provider with findings or violations may be monitored again by either

announced or unannounced visits to monitor compliance with corrective action plans. Failure to

cure findings may result in additional monitoring visits by MSDH or referral to MDHS for

additional monitoring or investigation.


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Public Posting of Inspection Reports: MSDH will make inspection reports completed after

October 1, 2018, publicly available on the child care consumer education website. Inspection

reports will remain posted for a minimum of seven (7) years, along with any Corrective Action

Plans (CAP) that address the inspection findings. If the child care provider wishes to dispute the

findings, the provider must utilize the MSDH agency appeal process, which is found the in the

MSDH Regulations.

IMPROPER PAYMENT

Improper payments occur when MDHS makes a payment to a provider on behalf of a recipient

who is ineligible for the CCPP subsidy, or if the payment was calculated in error. Improper

payments can occur due to Agency Errors (AE), Unintentional Program Violations (UPV), or

Intentional Program Violations (IPV). MDHS may recover the improper payment, regardless of

type.

Threshold: MDHS shall pursue recoupment of UPV and IPV improper payments of

more than $1000.00, and may pursue those claims of $1000.00 or less. The threshold is

applicable to UPV and IPV errors.

Types:

4. Agency Error (AE): occurs when MDHS staff takes an incorrect action or fails to

take an action that causes an improper payment.

5. Unintentional Program Violation (UPV): occurs when a payment was paid to a

child care provider, on behalf of the recipient, due to a misunderstanding of policy or

by an unintentional error on the part of the parent or child care provider.

6. Intentional Program Violation (IPV):

Definition: an intentional act by the recipient or child care provider to

misrepresent or mislead by providing false documentation or verification or

intentionally omitting documentation or verification in an effort to wrongfully

obtain eligibility for services or payment, which MDHS must prove by clear and

convincing evidence at a Programmatic Administrative Disqualification Hearing.

MDHS Programmatic Administrative Disqualification Hearing Policy is

incorporated herein by reference (See Part 23, Chapter 2).

Examples of an IPV include, but are not limited to:

o Intentionally over-claiming payment for child care services rendered;

o Claiming payment for a child who no longer attends the child care facility;

o Failing to maintain sign-in/sign-out sheets, forging sign-in/sign-out sheets;

o Forging change-of-provider forms;

o Forging signatures;

o Failing to charge co-payments; or

o Having multiple certificates for the same child; or

o Providing manipulated, falsified or false documents to establish eligibility


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Findings: must be made by an Administrative Disqualification Hearing, by a

court of competent jurisdiction, or by the execution of a waiver.

Penalties for Providers:

A child care provider or individual working in or for the child care provider who

is found to have committed an IPV may be responsible for repayment or

recoupment of the improper payment amount and/or be ineligible to participate in

the program as follows:

4. First Offense: 6-month probation and may be subject to additional


offense.

5. Second Offense: 1-year probation and may be subject to additional


offense.

6. Third Offense: Permanently terminated from participation in the CCDF

program.

When an IPV is committed by an individual acting alone or in concert with

others for a third offense, and that individual or individuals are permanently

terminated from the program, that individual or individuals may not hold an

administrative position in a facility or home in which CCPP subsidies are

received. Additionally, the individual or individuals may not hold a position

responsible for the recording or tracking of enrollment and attendance or for

the completing and reporting of family/child status and/or enrollment and

attendance.

If a child care provider is permanently terminated from the program, DECCD

will assist CCPP certificate holders to find an alternative child care provider,

unless the parent(s) chooses to keep the child(ren) at the center and forfeit

CCPP funding.

Penalties for Recipients:

If the IPV is due to the actions of a recipient, MDHS may enter into a

repayment agreement to recover the disputed funds from the recipient or

recoup them from the childcare provider depending on the circumstances.

If MDHS finds that the documents that were used to establish eligibility were

false, falsified, or manipulated and all components of eligibility cannot

otherwise be verified, MDHS may terminate the certificate due to lack of

eligibility having ever been established, and recoup the improper payment

from the provider or enter a repayment agreement with the parent.

A recipient who is found to have committed an IPV may be responsible for

repayment or recoupment of the improper payment amount and/or be

ineligible to participate in the program as follows:

4. First Offense: allowed to retain the certificate if eligibility can be

established by valid documentation

5. Second Offense: 1-year probation


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6. Third Offense: Permanently terminated from participation in the CCPP

If a certificate is terminated due to wrongful action by a recipient with no

evidence of wrongful action by the provider, MDHS will give the provider a two

week notice of the termination.

RECOVERY OF FUNDS

The responsible party may be allowed to continue to participate in the program

while paying the improper payment back, unless the responsible party was found

guilty of a third intentional program violation.

Recoupment: MDHS may collect payment for AE, UPV and IPV by recoupment,

which is a reduction in CCPP payment amounts to the child care provider in

subsequent months. In the event the improper payment was due to the action of

the parent, the recoupment amount will be added to the parent copayment amount

and is to be paid directly to the provider by the parent.

The recoupment amount will be set at a percentage of the total amount of the

improper payment, establishing twelve (12) equal deductions to be withheld from

CCPP payments within a twelve (12) month period.

Any party subject to recoupment of funds will be notified by email of the

recoupment terms and the procedure for negotiating alternate recoupment terms.

The party may elect to discharge the debt in less than one year, by increasing the

amount withheld, or to request a lower payment if the party can demonstrate that

the payment would cause an undue financial burden. The nature and

circumstances that caused the improper payment may be taken into consideration

by MDHS in determining whether to allow a decreased recoupment amount.

Repayment Agreement: If the child care provider or parent no longer

participates in the CCPP program, or if MDHS is unable to recoup payments for

any reason, MDHS may enter into a repayment agreement with the provider or

parent.

ADMINISTRATIVE AGENCY APPEAL

An administrative agency appeal hearing is available for any child care provider, applicant or

recipient upon written request to the Administrative Hearings Division of the Office of the

Inspector General (OIG) of MDHS. An administrative agency appeal hearing provides an

opportunity for a more formal review when the child care provider, applicant, or recipient

disagrees with an adverse action that was taken directly by MDHS. MDHS Programmatic

Administrative Agency Appeal Hearing Policy is incorporated herein by reference (See Part 23,

Chapter 3).


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CIVIL ACTION

MDHS may pursue civil action in a court of competent jurisdiction if a parent or child care

provider breaches a repayment agreement.

CRIMINAL PROSECUTION

A SIPV may be referred to criminal prosecution if the potential improper payment amount is

over $50,000. Criminal prosecution shall be consistent with state and federal law. MDHS may

collect the improper payment through repayment agreement or court ordered restitution.


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CHILD CARE CONSUMER EDUCATION

5. Website:

In compliance with the reauthorization of the Child Care Development Block Grant

(CCDBG) Act, the child care consumer education website is designed to be a current and

comprehensive resource regarding child care in Mississippi. The State Early Childhood

Advisory Council of Mississippi (SECAC) website (secac.ms.gov) is designated as the

official consumer education website for the state of Mississippi. The SECAC website

provides child care information to parents, providers, and the community.

6. Additional Consumer and Provider Education

The Division of Early Childhood Care and Development (DECCD) shares information

through the SECAC consumer education website, the Early Childhood Academies (ECA)

and their Child Care Resource Centers, as well as through DECCD’s staff in the Child Care

Payment Program (CCPP) office. These outlets utilize a combination of the following

methods: written materials, electronic communication, and face-to-face meetings.

7. Inspection Reports

The Mississippi Department of Health (MSDH) monitoring and inspection reports of all child

care centers participating in CCPP shall be accessible on the consumer education website.

Parents and other individuals who wish to access these reports may search by provider name,

provider type, city, county, or year. Reports include the date of the inspection, any findings

or violations, information on corrective action (if applicable), and the date the corrective

action was satisfactorily completed. Inspection reports are kept on the website for a minimum

of seven (7) years.

8. Social –Emotional and Behavior Issues

The MDHS position statement on social, emotional and behavioral health and the use of

suspension and expulsion in early care and education settings states the following:

DECCD will work with child care providers and other Mississippi early childhood

stakeholders to invest in child care workforce preparation and development. This process

shall be designed to ensure that early childhood programs promote children’s social-

emotional and behavioral health and eliminate or severely limit the use of expulsion,

suspension, and other exclusionary discipline practices.

DECCD strongly discourages the use of expulsion, suspension, and other exclusionary

discipline practices; these practices should only be used as a last resort. Child care providers

are encouraged to access the Technical Assistance (TA) and resources provided by DECCD

through the Early Childhood Academies (ECA) and the Mississippi Early Childhood

Inclusion Center (MECIC) to assist the provider in maintaining therapeutic inclusion of the

child if at all possible. The provider should document evidence of appropriate behavioral


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interventions. Should a situation arise where there is documented evidence that all possible

interventions and supports recommended by a qualified professional have been exhausted

and it has been determined that transitioning a child to another program is necessary for the

well-being of the child or his or her peers, providers are encouraged to take a series of

documented steps to ensure a smooth transition into another setting that offers a rich social

context and opportunities for interactions with socially competent peers so that the child’s

learning and social skills practice are optimized in a natural environment. If the child has a

disability and is receiving services under the Individuals with Disabilities Education Act

(IDEA), the provider and DECCD shall ensure that additional applicable procedural

safeguards and requirements are met.

DEVELOPMENTAL SCREENINGS

DECCD collects and disseminates information through the SECAC on an ongoing basis,

continuously updating existing resources and services for conducting developmental screenings

and providing intervention services as needed. Also, ECA MECIC work to educate providers

through professional development to recognize the need for developmental screenings and to

provide resources for referrals. This information may be found on the SECAC consumer

education website. These referred services include the use of the Early and Periodic Screening,

Diagnosis, and Treatment (EPSDT) program and development screening services available under

the Individuals with IDEA. The website describes how a family or eligible child care provider

may utilize the resources and services to obtain developmental screenings for children receiving

child care assistance and who may be at risk for cognitive or other developmental delays. The

consumer education website describes the process for providers receiving CCDF assistance to

provide referrals for services to obtain developmental screenings for children.

CCDF participates in a multi-disciplinary group to determine how to use additional Health

Resources and Services Administration (HRSA) grant funding to increase the number of children

in Mississippi who receive age appropriate developmental screenings.


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Child Care Payment Program (CCPP)

Policy Manual



750 NORTH STATE STREET, SUITE 507


162

Table of Contents 1. INTRODUCTION .............................................................................................................................. 18

2. GENERAL ........................................................................................................................................ 165

2.1 LEGAL AUTHORITY ................................................................................................................... 165

2.2 PURPOSE ......................................................................................................................................... 13

2.3 NON-DISCRIMINATION ............................................................................................................... 13

2.4 GLOSSARY OF TERMS ............................................................................................................... 166

3. APPLICATIONS PROCEDURES FOR FAMILIES ....................................................................... 174

3.1 PARENTAL CHOICE ...................................................................................................................... 32

3.2 APPLICATION PROCEDURES ................................................................................................... 174

3.3 APPLICATION PROCEDURES FOR CHILDCARE SLOTS WITH A DECCD- APPROVED

SLOT PROVIDER.................................................................................................................................. 34

3.4 NON-AVAILABILITY OF FUNDS .............................................................................................. 176

4. ELIGIBILITY REQUIREMENTS FOR CHILDREN ....................................................................... 35

4.1 ELIGIBILITY PRIORITY POPULATIONS ................................................................................... 29

4.2 ELIGIBILITY DETERMINATION FOR SERVICES .................................................................. 177

4.3 12-MONTH CCPP ELIGIBILITY PERIOD .................................................................................... 42

4.4 REDETERMINATION OF ELIGIBILITY .................................................................................... 183

4.5 AREAS WITH HIGH CONCENTRATIONS OF POVERTY ...................................................... 187

5. CO-PAYMENT FEES ...................................................................................................................... 187

5.1 DETERMINING CO-PAYMENT FEES ....................................................................................... 187

5.2 ASSESSING CO-PAYMENT FEES PER CHILD ........................................................................ 188

5.3 NON-PAYMENT OF CO-PAYMENT FEES ................................................................................ 188

5.4 CO-PAYMENT RECOUPMENT/REPAYMENT ......................................................................... 189

5.5 PRORATING CO-PAYMENT FEES ............................................................................................ 189

6. INTERRUPTION OF CHILD CARE SERVICES ........................................................................... 189

6.1 REASONS FOR TERMINATION ................................................................................................. 189

6.2 CHANGE IN PROVIDER .............................................................................................................. 189

7. CHILD CARE CONSUMER EDUCATION ................................................................................... 190

7.1 CHILD CARE CONSUMER EDUCATION WEBSITE ............................................................... 190

7.2 DEVELOPMENTAL SCREENINGS ............................................................................................ 191

7.3 INSPECTION REPORTS ............................................................................................................... 191

8. PARENTAL COMPLAINTS AND COMPLAINT INVESTIGATIONS ....................................... 192

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8.1 CHILD CARE FACILITY COMPLAINT HOTLINE ................................................................... 192

8.2 COMPLAINT INVESTIGATIONS ............................................................................................... 192

9. PROVIDERS .................................................................................................................................... 192

9.1 ELIGIBILITY PROCESS FOR CCPP-APPROVED PROVIDERS .............................................. 192

9.2 PROVIDER REGISTRATION....................................................................................................... 194

9.3 BACKGROUND CHECK .............................................................................................................. 195

9.4 ORIENTATION TRAINING ......................................................................................................... 196

9.5 PAYMENTS TO PROVIDERS FOR CHILD CARE SERVICES ................................................ 197

9.5.1 SIGN-IN/OUT SHEETS ............................................................................................................ 62

9.5.2 PAYMENT LEDGER PROCESSES ......................................................................................... 63

9.5.3 LEDGER PAYMENTS ............................................................................................................. 66

9.5.4 RATES AND CENTER POLICIES .......................................................................................... 66

9.5.5 ALLOWABLE LEAVE TIME FOR PARENTS ...................................................................... 67

9.5.6 OVER-PAYMENTS AND UNDER-PAYMENTS ................................................................... 65

9.5.7 ABSENTEES AND NOTICE .................................................................................................. 200

9.5.8 CHANGES IN TAX IDENTIFACTION ................................................................................... 69

9.5.9 TAX IDENTIFICATION AND FEDERAL BACKUP WITHHOLDING ............................. 201

9.6 PROVIDER REIMBURSEMENT ................................................................................................... 70

9.7 MONITORING PROCEDURES .................................................................................................... 202

9.8 EMERGENCY/DISASTER PREPAREDNESS AND RESPONSE .............................................. 211

9.8.1 EMERGENCY/DISASTER PREPAREDNESS AND RESPONSE (EPR) PLAN................. 211

9.8.2 OTHER URGENT OR EMERGENCY INCIDENTS ............................................................. 212

9.8.3 DECCD RESPONSIBILITIES ................................................................................................ 212

9.9 DEVELOPMENTAL AND BEHAVIORAL SCREENINGS ........................................................ 212

9.10 SOCIAL EMOTIONAL BEHAVIORAL HEALTH .................................................................... 213

9.11 PROFESSIONAL DEVELOPMENT ........................................................................................... 213

9.11.1 TRAINING REQUIREMENTS FOR CHILD CARE PROVIDERS AND PERSONNEL .. 214

10. DISPUTES AND ADMINISTRATIVE HEARINGS .................................................................. 216

11. FRAUD AND ABUSE ................................................................................................................. 216

11.1 POLICY STATEMENT ............................................................................................................... 216

11.2 TYPES OF IMPROPER PAYMENTS ......................................................................................... 216

11.3 MDHS DIVISION RESPONSIBILITIES .................................................................................... 217

11.4 REFERRALS TO THE MISSISSIPPI STATE DEPARTMENT OF HEALTH ......................... 217

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11.5 AUDIT FINDINGS ...................................................................................................................... 218

11.6 SUBSTANTIATED INTENTIONAL PROGRAM VIOLATIONS ............................................ 218

11.7 SUSPENSION AND DEBARMENT ........................................................................................... 218

11.8 RECOUPMENT OF FUNDS ....................................................................................................... 219

11.9 CRIMINAL PROSECUTION ...................................................................................................... 219


Division of Early Childhood Care and Development


1. INTRODUCTION This manual contains the policies, procedures, rules, and responsibilities for the Mississippi Child Care

Payment Program (CCPP), administered by the Division of Early Childhood Care and Development

(DECCD) in the Mississippi Department of Human Services (MDHS). The CCPP is designed to assist

low-income Mississippi families by offering a seamless system of high-quality child care to recipients of

Child Care and Development Fund (CCDF) subsidies. The CCDF provides federal funds to subsidize the

cost of child care for low-income families who are engaged in work, education, or job training and who

have children under the age of 13 or children under age 19 who have special needs. Information contained

in this manual is in compliance with the Child Care and Development Block Grant (CCDBG) Act of

2014, CCDF regulations, and the CCDF state plan. The CCDBG is designed to improve the overall

quality of child care by defining health and safety standards for child care providers, enhancing the child

care workforce, and offering CCDF recipients a choice in affordable child care from all available child

care providers who participate in the CCPP. DECCD must assist eligible parent(s) in pursuing child care

assistance by providing a list of CCPP-approved providers and access to information on child

development while helping parents make informed consumer choices. DECCD also provides assistance

and support to child care providers who aspire to offer the best quality child care possible. CCPP-

approved providers are responsible for providing early childhood learning in an environment that meets

health and safety standards outlined in the CCDBG.

2. GENERAL This section describes the legal authority of the Mississippi Department of Human Services (MDHS) as

the Lead Agency in administering the Child Care Payment Program (CCPP) and the purpose of the CCPP

and the Child Care and Development Fund (CCDF). This section includes a list of key terms and their

definitions.

2.1 LEGAL AUTHORITY The Mississippi Department of Human Services (MDHS) and the Division of Early Childhood Care and

Development (DECCD) administer the Child Care Payment Program (CCPP) and other programs and

services funded by the Child Care and Development Fund (CCDF). The CCDF is authorized by the Child

Care and Development Block Grant (CCDBG) Act of 2014, Section 418 of the Social Security Act, and

the Personal Responsibility and Work Opportunity Act of 1996 (P.L. 104-193). The CCDF is also

authorized by amendments to the CCDBG regulations at 45 CFR 98 and published in the Federal

Register, December 24, 2015, at 80 FR 80465.

2.2 PURPOSE (1) The purpose of the Child Care Payment Program (CCPP) policy manual is to inform CCPP-approved

providers about requirements for protecting and maintaining the health, safety, and well-being of

children receiving child care assistance from CCDF subsidies as required by the CCDBG Act of

2014. This manual also intends to inform parents about eligibility requirements and the application

process for child care assistance from CCDF subsidies.

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(2) The purpose of the CCPP, administered by the Mississippi Department of Human Services (MDHS),

Division of Early Childhood Care and Development (DECCD), is to assist eligible, low-income

Mississippi families, while they engage in work, education, or job training via the state’s established

workforce system, by offering a seamless system of high-quality child care to recipients of CCDF

subsidies.

(3) Per federal regulations §98.1, 80 FR 80562 (December 24, 2015), the purposes of the CCDF are to:

A. Allow states to develop child care programs and policies that best meet the needs of its

children and families;

B. Give families a choice in selecting child care services;

C. Offer consumer education to increase awareness of child care services and encourage families

to become involved in their child’s development in child care settings;

D. Maximize parents’ options and support families seeking independence from public

assistance;

E. Improve the quality of the state’s child care services;

F. Improve the child care and development of children receiving CCDF subsidies;

G. Increase the share of low-income families and children, such as those served by the

Temporary Assistance for Needy Families (TANF) program, Transitional Child Care (TCC)

families, or homeless families and children, receiving high-quality child care services.

2.3 NON-DISCRIMINATION Individuals shall not be discriminated against on the basis of race, color, national origin, religion, sex,

age, sexual orientation, gender identity, or disability in the provision of child care services.

2.4 GLOSSARY OF TERMS ABSENT DAY

Any day during which child care would have been provided to a child, who must be approved and

scheduled to be in the care of the provider, if the child had been in attendance.

ADULT

A person who is age eighteen (18) years of age or older.

ATTENDING EDUCATIONAL/JOB TRAINING

Full-time enrollment in an education and/or job training program resulting in a degree or certificate

designed to promote job skills and employability. Full-time enrollment is defined by the institutions

providing the education and/or job training program.


An individual who, via written authorization by the parent or legal guardian, may speak or act on the

parent’s behalf. Written authorization must come to the child care center or DECCD directly from the

parent or legal guardian and be maintained in the appropriate file.

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BEFORE- AND AFTER-SCHOOL CARE

Child care services for school-age children or those attending other educational programs such as Head

Start or public pre-K during the hours before and after the regular school day. The regular school day is

defined by the educational program providing the child care services.

CARE GIVER

An individual at least eighteen (18) years of age with at least a high school diploma or equivalent (GED)

who provides direct child care, supervision, and guidance to an eligible child.


A child care facility that has met the minimum requirements to be certified as a standard center and has

been deemed eligible for CCPP reimbursement by DECCD, as defined by A Family-Based Unified and

Integrated Early Childhood System.


A federally funded program designed to improve the quality of child care and provide access to child care

services for eligible low-income families so they can work or attend an education or job training program.


Issued by DECCD directly to a parent(s) who has been determined eligible for CCDF funds. The

certificate may only be used as payment for child care services. A child care certificate is assistance to the

parent, not assistance to the provider.

CHILD CARE MONTHLY CO-PAYMENT FEES FOR PARENTS

A system of cost-sharing based on income and size of the family for families who participate in the Child

Care Payment Program. Parents are required to pay a monthly co-payment fee to their child care provider

of choice as a condition of program participation. Families receiving TANF and homeless families with

no countable income are exempt from the co-payment requirement.


A program administered by MDHS that provides child care assistance to eligible low-income families.

CHILD CARE SERVICES

Care provided for a fee by a child care provider to an eligible child or children in the parent or guardian’s

absence.

CHILD CARE SLOT FACILITY

A child care facility in receipt of funds to provide child care services according to the requirements in

their subgrant agreement with DECCD.


A child care provider in receipt of funds to provide child care services according to the requirements in

their subgrant agreement with DECCD, or an awarded fiscal agent providing child care slot services

across other child care programs.

CHILD CARE WEEK

The period of time that child care is provided per week. The child care week may cover up to seven (7)

days, as long as the DECCD Weekly Child Care Reimbursement rate is not exceeded and the child does

not receive care in excess of 84 hours during a Sunday through Saturday week.


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A child under the age of 19 who meets the Supplement Security Income (SSI) definition of disability by

having a medically determinable physical or mental impairment that results in marked and severe

functional limitations, that can be expected to result in death, or that has lasted or can be expected to last

for a continuous period of not less than twelve (12) months. Documentation of SSI benefits is sufficient to

determine priority eligibility for child care. In the absence of SSI benefits, the applicant must submit a

statement to DECCD from the child’s physician indicating that the child’s condition renders them

incapable of age-appropriate self-care activities AND requires additional personnel with specialized

training to help them function in a child care environment.

COMPREHENSIVE CHILD CARE CENTER A child care center that has met requirements to be designated as comprehensive, as defined by A Family-

Based Unified and Integrated Early Childhood System.

CRITICAL VIOLATION

Violation of rule(s) identified by the Mississippi State Department of Health (MSDH) in the Regulations

Governing Licensure of Child Care Facilities as most critical because non-compliance with those rules

poses a threat to the health, safety, or well-being of the children in care and to the operation of the center.

A list of these critical violations is available on the DECCD website and the state’s child care consumer

education website.

DEGREES OF KINDRED ACCORDING TO THE LAW

The first degree of kindred refers to parents and children. The second degree of kindred refers to siblings

(brothers and sisters), grandparents, and grandchildren. The third degree of kindred refers to uncles, aunts,

nieces, nephews, great-grandparents, and great-grandchildren.

DIRECTOR

Per federal regulations, a person who has primary responsibility for the daily operations management of a

child care provider, which may be a family child care home and which may serve children from birth to

kindergarten entry and/or school-age children (§ 98.2, 80 FR 80563 (Dec. 24, 2015)).

EARLY CHILDHOOD DEVELOPMENT PROGRAM

A preschool program (ages birth to kindergarten) that provides child care services to eligible low-income

parents who are working or enrolled in an educational or job training program.


A program offering educational or job training content. These programs must be accredited by the State

of Mississippi or a national organization.

ELIGIBLE CHILD

A child whose parent(s) or legal guardian(s) meet the eligibility requirements as set forth by the CCDBG

Act.

ELIGIBILITY PERIOD

A period of at least twelve (12) months that a family is determined eligible for CCDF child care subsidies.

EMERGENCY PREPAREDNESS

Per the Robert T. Stafford Disaster Relief and Emergency Assistance Act (42 U.S.C. 5195a(a)(1)), all

activities and processes designed to prepare for an unsafe event and deal with the immediate emergency

conditions created by or associated with the event.

ENGLISH LANGUAGE LEARNER

An individual who is limited English proficient, as defined in Section 637 of the Head Start Act.

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EXTENDED DAY CHILD CARE

Before- and after-school care for Early Head Start and Head Start children (birth up to age 5) and school-

age children (ages 5-12) who need such care due to the work, education, or job training schedule of their

parent(s).

FAMILY

A unit where a child resides with a parent who is related by blood, marriage, adoption, or legal

guardianship.

FAMILY OF ONE

A child receiving child care services based upon his/her income received from SSI, foster board payment,

and other sources.

FRAUD

Any instance in which a parent or provider applies for or receives CCDF subsidies by using false

statements or any instance in which any person assists a parent or provider to receive such public

assistance with knowledge of false statements.


Child care provided for six or more hours of a 24-hour day. Full-time child care should meet the needs

and reflect the work, education, or job-training schedule of the parent with a maximum of 30 minutes of

travel time each way.

GROSS INCOME


HEALTHY HOMES MISSISSIPPI (HHM)

A home-visiting program offered by MDHS that serves low-income pregnant mothers and families with

children younger than three months old. The program is designed to link parents with various community

services, child development and nutrition resources, and safety education. Program staff are a source of

emotional and practical support for new parents.

HOMELESS CHILDREN

The McKinney-Vento Homeless Education Assistance Improvements Act of 2001 defines homeless

children and youth as “individuals who lack a fixed, regular, and adequate nighttime residence.”

Examples of homeless children and youth include those who 1) share the housing of other persons due to

loss of housing, economic hardship, or a similar reason (sometimes referred to as doubled-up); 2) live in

motels, in hotels, or on camping grounds due to lack of adequate alternative accommodations; 3) live in

emergency or transitional shelters; 4) were abandoned in hospitals; 5) await foster care placement; 6)

have a primary nighttime residence that is not ordinarily used as a regular sleeping accommodation for

human beings; 7) live in caves, parks, public spaces, abandoned buildings, substandard housing, and bus

or train stations; and 8) are migratory children and youth living in any circumstances described above.

INCOME

Funds received by all applicable individuals as described in this policy that are not supplemented by any

public assistance other than medical assistance or the Supplemental Nutrition Assistance Program

(SNAP) and that do not exceed 85 percent of the State Median Income (SMI).

INFANTS


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IN LOCO PARENTIS

In place of a parent, such as a guardian, relative, or friend with whom the child resides if the child’s

parent is unable to act as the parent or has delegated his or her authority to someone else. The term

describes someone who provides care and supervision like a parent but without going through the

formalities of legal adoption or guardianship. Requires submission of a Guardianship/In Loco Parentis

Verification form as part of the Child Care Payment Program (CCPP) application process on the Division

of Early Childhood Care and Development (DECCD) website or the state’s child care consumer

education website.

LEAD AGENCY

The Mississippi Department of Human Services (MDHS) is the state entity that serves as the Lead

Agency for the administration of programs and services funded by the Child Care and Development Fund.

LICENSED CHILD CARE FACILITY

A non-residential facility that is licensed by the Mississippi State Department of Health (MSDH) to

regularly provide shelter and personal care for six or more children who are not related to the operator

within the third degree computed according to the civil law and who receive care for any part of a 24-hour

day (Miss. Code § 43-20-5). No parent or guardian receiving assistance from the CCPP may provide care

for their own child in this setting.


A provider licensed to provide child care services for fewer than 24 hours per day per child in a non-

residential setting, unless care in excess of 24 hours is due to the nature of the parents’ work, education,

or training. No parent or guardian receiving assistance from the CCPP may provide care for their own

child in this setting.



including regulations and requirements established under State, Local, or Tribal law. The Mississippi

Child Care Licensing Law (see Miss. Code §43-20) provides the legal authority under which the

Mississippi State Department of Health (MSDH) prescribes minimum regulations for child care facilities

defined under the law.

LICENSE-EXEMPT CHILD CARE PROVIDERS

A non-residential facility where child care is provided that is exempt from licensure under state law.

These facilities must be in receipt of a letter of exemption from the Mississippi State Department of

Health. License-exempt facilities must follow MSDH rules regarding rations and group size, submit to

monitoring by DECCD, and meet minimum requirements to be certified as a standard child care center in

order to be approved for the CCPP.

LOW-INCOME

Income that is greater than 50 percent of the State Median Income (SMI) but equal to or less than 85

percent of the SMI.

MINIMUM CO-PAYMENT FEE

An assessment of $10.00 per month for full-time child care services and $5.00 per month for part-time

child care services.

MDHS TANF CASEWORKER

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An employee of the Mississippi Department of Human Services (MDHS) Division of Field Operations

who provides case management services, supportive services, and referrals for child care services to

active TANF participants at the local/county level.

NATURAL DISASTER

Per Section 602(a)(1) of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (42 U.S.C.

5195a(a)(1)), refers to catastrophic events that cause, or may cause, substantial damage or injury to

civilian property or persons. Examples of these events include but are not limited to hurricanes, tornados,

floods, earthquakes, fires, or snowstorms.

NONTRADITIONAL CARE

Includes week night care and supervision of children for less than 24 hours per day within the twelve

hours between 6:00 p.m. and 5:59 a.m., or weekend care and supervision of children between 6:00 p.m.

Friday and 5:59 a.m. Monday.

NOTICE OF REDETERMINATION

Informs the parent and provider of a child’s upcoming redetermination of eligibility. Redetermination is

based upon the 12-month anniversary of the child’s initial eligibility or prior redetermination. The parent

will be sent a 60-day and then a 30-day Notice of Redetermination through postal mail and/or email.

Notice of Redetermination includes instructions for submitting the online redetermination application, a

list of supporting documentation to determine eligibility that the parent must submit, and a due date by

which the application and supporting documentation must be submitted to maintain continuity of child

care.

PARENT

A mother or father by blood, marriage, or adoption; a legal guardian; or another person standing in loco

parentis.


A parent who meets the SSI definition of disability by being unable to engage in any substantial gainful

activity by reason of any medically determinable physical or mental impairment that can be expected to

result in death or that has lasted or can be expected to last for a continuous period of not less than twelve

(12) months. Documentation of SSI benefits is necessary to determine priority eligibility for child care. If

the parent with disability is unable to manage their personal affairs, the application should be made in the

name of the parent/guardian or the responsible adult. If the parent with disability receives SSI, the co-

payment of $10.00 should be applied to the family.



PRESCHOOL-AGE CHILD


PROVIDER

The entity providing child care services as defined in this document.


Eligibility for child care assistance through the Child Care Payment Program (CCPP) will be

redetermined at the end of a 12-month eligibility period.

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Living with, including taking meals and sleeping in the same house, for a majority of a seven-day period

beginning Sunday and ending Saturday.

SEASONAL WORKERS


SCHOOL-AGE CHILD



May be paid to individuals and certain members of their family if the individual worked long enough and

paid Social Security taxes.


A child care center that has met the minimum requirements for participation in the CCPP, as defined by A

Family-Based Unified and Integrated Early Childhood System.


The median income of all Mississippi workers.

SUMMER CARE

Child care for eligible children during the summer months, when primary school settings are not in

session.


A monthly payment to a person for having a medically proven physical or mental condition that causes

marked and severe functional limitations that are expected to last at least 12 months in duration. Unlike

Social Security Benefits, SSI benefits are not based on your prior work or a family member’s prior work.

TEACHER

Per federal regulations, a lead teacher, teacher, teacher assistant, or teacher aide who is employed by a

child care provider for compensation on a regular basis and whose responsibilities and activities are to

organize, guide, and implement activities in a group or individual basis, or to assist a teacher or lead

teacher in such activities, to further the cognitive, social, emotional, and physical development of children

from birth to kindergarten entry and/or school-age children; and who may be a family child care provider

(§ 98.2, 80 FR 80563 (Dec. 24, 2015)).


Benefits offered through the block grant that replaced the Aid to Families with Dependent Children

(AFDC) and Job Opportunities and Basic Skills (JOBS) program. Benefits are time-limited, mandating

that families move quickly into work activities that lead to self-sufficiency.


A certificate that has been used as payment for child care services for a period of time and is no longer

valid. Reasons that certificates would be terminated include but are not limited to the following: provision

of false information used to issue/maintain a certificate, change in a provider, or lack of a request for

reimbursement on a Child Care Certificate within 60 days after the certificate has been issued.

TODDLER

Any child who is more than 12 months old but less than 36 months old.

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Up to 24 months of subsidized child care for eligible parents, issued by the MDHS Division of Field

Operations.

VERY LOW-INCOME

Income at or below 50 percent of the State Median Income (SMI).

WITHOUT REGARD TO INCOME (WRI)

Income that is irrelevant; therefore, it is not to be considered. The only children who are to be considered

WITHOUT REGARD TO INCOME are those in court-ordered cases and served by the Mississippi


WORKING

Performing duties to earn a wage (for a minimum of 25 hours per week) or to complete educational/ job

training such as practicums or internships (enrollment for education/training must be full time).

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3. APPLICATIONS PROCEDURES FOR FAMILIES This section describes application procedures for families who seek assistance for child care through the

Child Care Payment Program (CCPP). Procedures for enrolling a child with a DECCD-approved child

care slot provider are also included in this section. Procedures for the non-availability of funds conclude

this section.

3.1 PARENTAL CHOICE Parents have the right to choose the type of child care they would like for their child. The Division of

Early Childhood Care and Development (DECCD) has categorized the choices available to parents as

follows: a standard child care center or a comprehensive child care center. Parents participating in the

CCPP must select a CCPP-approved provider. No payments shall be issued for care provided while a

provider is seeking to become a CCPP-approved provider.

3.2 APPLICATION PROCEDURES (1) DECCD accepts applications throughout the year. Client referrals from TANF, TCC, Healthy Homes

Mississippi (HMM), homeless children, or the Mississippi Department of Child Protection Services

(MDCPS) are accepted throughout the year from Case Managers. All families eligible to receive

services shall be added to the CCPP, as funding allows. When funding is available, eligible families

shall be served on a first-come, first-serve basis by date of application. When funding is not available,

eligible families shall be added to the “Pending Funding” list (described in Section 3.4).

(2) Applications must be completed online at the DECCD website or on the state’s child care consumer

education website. Parents who do not have reliable internet access may visit their local public library

or any other local public entity that might provide such service. Parents, not providers, shall fill out

the application; however, providers at their discretion may make computers available to parents for

the completion of the application.

A. Before submitting an application, parents have the opportunity to review income eligibility

requirements to determine if they qualify for assistance based on monthly gross income and

family size. An eligibility checklist that includes a list of the required documentation to complete

the application process is also available on the DECCD website and the state’s child care

consumer education website for parents to review before submitting an application.

B. As part of the application process, parents must select a CCPP-approved provider. Parents may

search for a CCPP-approved provider by name, type (identified in Section 3.1), city, or county on

the DECCD website or the child care consumer education website. No payments will be issued

for care provided while a provider is seeking to become a CCPP-approved provider.

i. Parents who choose a DECCD-approved slot provider should review the application

procedures described in Section 3.3.

C. After a parent has submitted the application, DECCD shall send the parent an email that lists

additional documentation (described in Section 4.2) the parent must submit to DECCD to confirm

eligibility for child care assistance.

D. Parents requiring technical assistance in completing the application may contact DECCD or see

their selected child care provider.

(3) After submitting the application, parents shall return all required documentation at the request of

DECCD by mail, fax, online, or in person. The information may be submitted in person to any local

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MDHS office. The worker in the county must scan and upload the documents to the CCPP system or

Worksite the same or next business day. In addition, the applicants may submit any required

documents to the MDHS State Office, attention DECCD. If eligible, written decision of approval

must be received by the applicant as soon as possible but no later than 30 days after the date of receipt

of application. If the applicant is found to be ineligible, written notice shall be provided as soon as

possible but not later than 30 days following the date of receipt of application. Refer to Section 3.4

for policies and procedures when no funding is available. If the parent falls within an eligibility

priority group for which funds are available, a certificate shall be issued and emailed to the parent and

the selected child care provider within one (1) business day of completion of the approval process.

(4) DECCD shall inform families who apply for CCPP of other programs or services for which the

family may be eligible. This information is provided in an email to applicants and shall include a link

to Mississippi’s child care consumer education website (described in Section 7.1).

(5) Families who have been determined eligible for CCPP assistance should be prepared to give their

selected CCPP-approved provider a Mississippi State Department of Health (MSDH) Certificate of

Immunization Compliance Form 121 for each child enrolling in child care.

A. In accordance with CCDBG 658E(c)(3), homeless children and children in foster care who

receive CCPP assistance shall be granted a twenty-four (24) hour grace period from the date of

admission into a CCPP-approved child care program to obtain the necessary immunization

records. Payment for these children during the grace period shall not be considered an error or an

improper payment.

3.3 APPLICATION PROCEDURES FOR CHILDCARE SLOTS WITH A DECCD-

APPROVED SLOT PROVIDER (1) Parents may choose to enroll their child(ren) with a provider who has contracted with DECCD to

supply a given number of child care slots. These child care providers are referred to as slot providers.

Slot providers may have slots available to CCDF-eligible families even when a family has been

placed on the “Pending Funding” list (described in Section 3.4). Parents can search for local slot

providers on the DECCD website or Mississippi’s child care consumer education website.

(2) In order to apply for a child care slot, parents must contact the slot provider directly to get pre-

approval for enrollment in the program. A list of slot providers and their contact information shall be

available on the DECCD website. If the slot provider has an open slot, the slot provider shall generate

a unique approval code that the parent can use to complete the online parent application. The slot

provider shall generate a separate approval code for each child that will be valid for a period of time.

(3) The slot provider has complete discretion in determining the length of time that the slot will be held

while the parent completes the online application process. When the slot provider generates the

unique approval code, he or she can designate an expiration date when the approval code will no

longer be valid. If the parent is unable to complete the application before the expiration date, the

parent should contact the slot provider. If the slot provider still has an available slot, he or she can

extend the expiration date.

(4) Children must be determined eligible for child care subsidies by DECCD in order to fill a child care

slot. DECCD has sole authority to determine eligibility for the child care subsidy program, including

child care slots. However, DECCD has no authority over the pre-approval process. Slot providers

have sole authority to issue approval codes and extend expiration dates for pre-approved slots.

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(5) A parent, whose initial point of entry into the CCPP is their child’s enrollment with a slot provider,

may be placed on the Pending Funding list if he or she needs to seek care from another provider.

3.4 NON-AVAILABILITY OF FUNDS (1) DECCD accepts applications for services throughout the year. When available funding has been

expended, applicants shall receive notification that their application is “Pending Funding.”

Applications with a status of “Pending Funding” shall remain in the online application system for a

period of twelve (12) months. After this period, parents shall receive a notice via postal mail and/or

email to update their application online. Parents who do not have reliable internet access may visit

their local public library or any other public entity that might provide such service to access and

update their online application. All applications not updated after thirty (30) days from notification

shall be removed, and parents shall submit a new application if they wish to seek child care services

at a future time.

(2) Applications with a status of “Pending Funding” have not been determined eligible by DECCD staff.

Once funding becomes available, applications with a status of “Pending Funding” shall be served

according to the date of application. DECCD shall notify the parent via email and/or postal mail of

the status change from “Pending Funding,” and the parent will be asked to submit required

documentation. The parent shall be granted sixty (60) days to submit the required documentation.

Once deemed eligible after required documentation is submitted, DECCD shall issue a certificate to

the parent. All other applications shall remain in “Pending Funding” status and shall follow update

procedures described above (1).

4. ELIGIBILITY REQUIREMENTS FOR CHILDREN This section describes eligibility requirements for a child’s participation in the Child Care Payment

Program (CCPP). In accordance with CCDBG 658P(4), a child must meet the following requirements to

be eligible for services: (1) be under the age of 13 or under the age of 19 with special needs per the SSI

definition of disability; (2) reside with a family whose income does not exceed 85 percent of the State

Median Income (SMI) for a family of the same size and whose assets do not exceed $1,000,000 (as

certified by a member of the family); and (3)(a) reside with a parent(s) who is working, attending a job

training program, or enrolled in an educational program or (b) receive, or need to receive, protection

services and resides with a parent or parents not described in (3)(a). This section also identifies the

populations that receive priority based on referrals from and participation in other MDHS programs. The

criteria to be classified in each of the priority populations is described in this section, as is the supporting

documentation required to determine eligibility. The initial eligibility period for child care services is also

described and is followed by a subsection describing the redetermination of eligibility criteria. This

section concludes with a discussion of the process that may be used to increase access to child care

services in areas with high concentrations of poverty.

4.1 ELIGIBILITY PRIORITY POPULATIONS If funds are available, eligible children and families are served on a first-come, first-served basis.

Services to any and all populations are dependent upon the availability of funds. Funds are dedicated

for referred clients (noted below). For all other populations, DECCD shall rely on the following

priority list when determining how to initiate or terminate authorizations for child care:

1st Referred Clients

A. Child care for Temporary Assistance for Needy Families (TANF) recipients;

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B. Child care for Transitional Child Care (TCC) recipients;

C. Child care for children who are homeless (defined in the Glossary of Terms);

D. Child care for children served by the Mississippi Department of Child Protection Services

(MDCPS);

E. Child care for children served by the Healthy Homes Mississippi (HHM) home visitation

program.

2nd Special needs populations whose income is less than 85 percent of the State Median Income

(SMI), in the following order:

A. Children of single parents with disabilities;

B. Children with special needs;

C. Children of parent(s) deployed in the Mississippi National Guard or Reserve.

3rd Children of very low-income working parent(s) whose income is at or below 50 percent of

the State Median Income (SMI), in the following order:

A. Children of teen parent(s) currently enrolled in high school full time;

B. Children of all other eligible parent(s) at this income level, including parents enrolled in

an approved educational or job training program, whether working or not.

4th Based upon the availability of funding, children of parent(s) working the required 25 hours

per week and/or are enrolled in an approved educational or job training program and whose

income is greater than 50 percent but less than 85 percent of the SMI.

4.2 ELIGIBILITY DETERMINATION FOR SERVICES (1) Eligibility Guidelines By Priority Group

A. Referred Clients

i. TANF clients are not required to complete a CCPP application form. Eligibility for CCPP

for TANF parent(s) is determined by the MDHS Division of Field Operations Case

Manager for full- or part-time care. TANF clients shall receive a certificate based on the

referral date entered by the TANF Case Manager. The TANF parent is required to

comply with all the requirements of the TANF program in order to remain eligible for

child care assistance.

ii. Clients referred for Transitional Child Care (TCC) are not required to complete an

application form. Eligibility for TCC is determined by the MDHS Division of Field

Operations Case Manager. TCC clients shall receive a certificate based on the referral

date entered by the Case Manager. Termination of child care services to clients receiving

TCC may occur if the case manager determines that the client is not in compliance with

case requirements prescribed by MDHS.

iii. Homeless clients are not required to complete an application form. Eligibility for CCPP

shall be determined by caseworkers within a MDHS-approved agency serving homeless

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families. Homeless clients shall receive a certificate based on the referral date entered by

the referring agent/case manager.

iv. Children being served by the Mississippi Department of Child Protection Services

(MDCPS) are eligible for child care services without regard to income of the guardian.

Children served by MDCPS shall receive funding based on the referral date entered by

the case manager; an application form is not required.

v. Children being served by the Healthy Homes Mississippi (HHM) home visitation

program administered by MDHS are eligible for child care services. Children shall be

served based on the referral date received from HHM Family Support Workers; an

application form is not required.

B. Special Needs Populations With Income Less than 85 Percent of SMI:

i. Children of single parents with a disability may be eligible for CCPP. The parent must

meet the SSI definition of disability by being unable to engage in any substantial gainful

activity by reason of any medically determinable physical or mental impairment that can

be expected to result in death or that has lasted or can be expected to last for a continuous

period of not less than twelve months. Documentation of SSI benefits is necessary to

determine priority eligibility for child care. If the parent with a disability is unable to

manage their personal affairs, the application should be made in the name of the

parent/guardian or the responsible adult.

ii. Children with special needs may qualify for child care under CCPP. In order to qualify,

the parent(s) must be working at least 25 hours per week, be enrolled full-time in an

educational program, or engaged in an approved job training program. Job-search

activities through a local WIN Job Center, unpaid work hours required to complete

course work for the school curriculum, and/or work study may be counted toward the

work requirement for the parent. Documentation (described in (3) of this section) must be

provided. The family’s gross income must not exceed 85 percent of the State Median

Income (SMI). Irregular hours of employment and income shall be averaged.

iii. Children of parent(s) deployed in the Mississippi National Guard or Reserve may qualify

for CCPP if the family’s gross income does not exceed 85 percent of the State Median

Income (SMI).

C. Very Low-Income Families:

i. In order to qualify for full-time child care, the parent must be working at least 25 hours

per week or be enrolled full-time in high school, in a full-time General Educational

Development (GED) program, or in another approved educational or training program.

Job-search activities through a local WIN Job Center or unpaid work hours required to

complete course work for the school curriculum and/or work study may be counted

toward the work requirement for the parent. Documentation (described in (3) of this

section) must be provided. In a two-parent family, either each parent must be working at

least 25 hours per week or one parent must be working at least 25 hours per week and the

other parent must be enrolled in an approved full-time educational or training program.

The family’s gross income must be at 50 percent or below the State Median Income

(SMI). Irregular hours of employment and income shall be averaged.

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D. Low-Income Families:

i. In order to qualify for full-time child care, the parent must be working at least 25 hours

per week or be enrolled full-time in high school, in a full-time General Educational

Development (GED) program, or in another approved educational or training program.

Job-search activities through a local WIN Job Center or unpaid work hours required to

complete course work for the school curriculum and/or work study may be counted

toward the work requirement for the parent. Documentation (described in (3) of this

section) must be provided. In a two-parent family, either each parent must be working at

least 25 hours per week or one parent must be working at least 25 hours per week and the

other parent must be enrolled in an approved full-time educational or job training

program. The family’s gross income must be greater than 50 percent of the State Median

Income (SMI) and at or below 85 percent of SMI. Irregular hours of employment and

income shall be averaged.

E. Resident In/Out of State Students:

i. If a parent attends school in/out of state, the application shall be made in the parent’s

name using the address where the child(ren) resides. Parents with residences outside the

state of Mississippi shall apply with their state of residence.

(2) Income to be considered in calculating total family income:

A. The gross income of the applicant and spouse should be considered if the spouse is living in the

home. Spouse’s income will not be considered in calculating total family income if the applicant

and spouse are separated and residing in a separate residence. All income above or less than 40

hours per week is considered irregular income. Irregular income and commissions shall be

averaged. For commissions and tips, the amount on the check stub or statement from an employer

shall be averaged and added to regular work income. Bonus monies shall not be considered as

income. If a parent is self-employed, individual/family total income is considered.

B. Social Security benefits for parents and child(ren) must be counted as income.

C. If a parent receives Supplemental Security Income (SSI), it shall be counted as income. If a

child(ren) receives SSI, the SSI for the child(ren) shall not be counted as income.

D. Income earned by an adult living in the home, not married to the applicant but who is the

biological parent of the child for whom services are being requested, shall be counted. Income or

work status of another adult residing in the home with the applicant and to whom the applicant is

not married shall not be counted. Such individuals shall not be considered in determining the size

of the household unless they are the biological parents of the child(ren) for whom application for

service is being made.

E. As part of the income verification process, working parents who are not part of a referred

population (described in Section 4.1) and who filed an income tax return shall provide a copy of

their most recent federal income tax return to verify earned income tax credit (EITC).

E. Child support

i. All parents must comply with Child Support Enforcement requirements in order to be

eligible for child care assistance. Parents must complete a Verification for Child Support

Services form as part of the application process.

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ii. All single or separated parents who do not currently have an open child support case must

contact the MDHS County Child Support Office for an appointment to open a case(s) or to

request a statement that the child or children are exempt and the parent is excused from

cooperating. Parents who have an existing order for child support issued by a judge are not

required to contact the MDHS Division of Field Operations. Married parents are not

required to have an open child support case.

iii. The MDHS Division of Field Operations may provide exemptions based upon Claims of

Good Cause such as but not limited to:

a. The noncustodial parent has caused physical and/or emotional harm to the child.

b. Physical and/or emotional harm caused by the noncustodial parent to the relative

caring for the child limiting the custodial parent’s ability to care for the child.

c. A child conceived as a result of incest or rape.

d. Pending legal adoption proceedings.

e. A public or private social services agency assisting the custodial parent in the

decision to keep the child or to release the child for adoption.

F. Any teen parent enrolled full-time in high school or in a General Educational Development

(GED) program may make an application in his/her own name as a family unit separate from

his/her parent. If the teen parent in high school is living with his/her parent(s), the parent of the

teen must meet the work requirements; however, the teen’s parents’ income should not be

considered. If a teen parent lives in the home with his/her parent(s) or guardian, then the parent(s)

or guardian of a teen parent under the age of 18 must sign the certificate and forms along with the

teen parent.

G. No adult living in the home with the child shall be paid for child care. The parent of a child shall

not be reimbursed for providing child care for his/her own child(ren), regardless of the location of

their residence.

(3) Documents Required for Eligibility Determination

A. Income Documents:

i. Two paychecks from within the past thirty (30) days. If paid once a month, only one

check stub is required. Irregular hours of employment and income shall be averaged.

ii. If a new job, the employer’s letter on employer’s company letterhead or employer’s

notarized statement verifying employment, income, rate of pay, and number of hours

worked. Actual check stubs must be submitted within thirty (30) days.

iii. Parents paid in cash shall obtain a certified letter from the employer on company

letterhead or the employer’s notarized statement verifying employment, income, rate of

pay, and number of hours worked.

iv. Parents employed by temporary agencies shall be certified with an original letter from an

employer on company letterhead verifying employment, rate of pay, and number of hours

worked. The letter of employment must be followed up with check stubs within thirty

(30) days.

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v. If self-employed, a copy of an Estimated Quarterly Tax Report or other acceptable form

of income documentation approved by DECCD. The other acceptable form of income

documentation shall include a Federal 1040 Tax Form with the Profit/Loss Statement

(Schedule C). DECCD will use the Total Sales and Receipts amount located on the

Profit/Loss Statement to determine if the work requirement has been met. DECCD shall

use the amount located on Line 22 of the Federal 1040 Tax Form to determine income

eligibility.

vi. To calculate income for applicants, that are self-employed and did not file a tax return,

the individual must provide three (3) prior consecutive months of income and expenses as

documentary evidence. The household’s net income will be calculated by averaging the

monthly amounts.

B. Educational Documents

i. Parents enrolled in an approved educational program must provide enrollment

documentation in the form of a letter from the institution’s registrar confirming current

full time enrollment. This letter shall include the title of the course(s) in which the parent

is enrolled, credit hours per course, and duration of the program, and the letter must be

accompanied by a transcript. General Educational Development (GED) classes should be

handled the same as any other approved educational training.

C. Additional Required Documentation

i. Proof of Birth

a. The parent is only required to submit proof of the child’s birth. Forms of

acceptable verification of proof of birth include, but no limited to, birth

certificates, court documents, records of birth, immunization records, or school

records.

ii. Verification of social security numbers can be obtained from a copy of the social security

card, the Form 121 Certificate of Immunization issued by the Mississippi State

Department of Health (MSDH), or other official document showing the child’s and/or a

parent’s name and social security number.

iii. DECCD must provide a statement that makes it clear to CCPP applicants that the

provision of a Social Security Number (SSN) is voluntary and that benefits will not be

denied or withheld for the failure to furnish an SSN. Social Security Numbers are used to

prevent multiple cases or authorizations for care within the CCPP data system.

iv. Proof of Identity

a. The applicant is required to only provide one (1) form of documentary evidence

as proof of identity. The worker must accept any document, which reasonably

establishes the applicant’s identity such as, but not limited to: driver's license,

work or school ID, ID for health benefits, ID for assistance or social services

program, voter registration card, wage stubs, birth certificate, or state issued

identification card. Any document, which reasonably establishes the applicant’s

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identity, must be accepted, and no requirements for a specific type of document,

may be imposed.

v. Proof of Residency

a. To be considered eligible, the applicant must reside in the state of Mississippi

and provide one form of acceptable verification. Forms of acceptable

verification of residency include, but not limited to, rent payments, mortgage

payments, utility expenses, or a state issued identification card. The worker

must use other readily available documentary evidence in the CCPP system or

Worksite if verification cannot be established based on the submitted

documents. Any document which reasonably establishes the applicant’s

residency must be accepted and no requirement for a specific type of

verification may be imposed. However, if there is a discrepancy, the worker

must accept and review the submitted documents. A determination will be

made based on the validity of the documents.

D. Requirements for a Parent with a Disability

vi. If a two-parent family applies for assistance and one parent is working and the other has a

disability and is unable to care for the child(ren) as a result, child care assistance may be

provided if the parent submits proof of SSI benefits. Priority eligibility for child care

services can only be extended to single parents with disabilities.

vii. If a single parent is disabled and has a responsible guardian, the application shall be made

in the responsible guardian’s name. The responsible guardian is the person responsible

for the parent’s affairs; the guardian must meet the 25 hours per work requirement unless

they are 65 years of age or provide proof that they have retired from full-time

employment. The parent must also submit proof of SSI benefits. The parent should be

assessed a monthly co-payment of $10.

viii. If a single parent is disabled and there is no responsible guardian, the application shall be

made in the single parent’s name. Child care assistance may be provided if the parent

submits proof of SSI benefits. The disabled parent shall be assessed a monthly co-

payment of $10.

ix. If the guardian with whom the child(ren) reside(s) has a disability, child care may be

provided if the guardian submits proof of SSI benefits. Verification of cooperation with

child support enforcement is required if the biological parents are not deceased.

E. Parents Enlisted in the United States Military and Deployed

x. When parents are enlisted in the United States Military and deployed, the eligibility shall

remain the same until the parent can provide the Military Income. The parent shall

provide the Military Income as soon as he or she has documentation. The responsible

guardian’s income shall not be counted, but the responsible guardian must meet the 25

hours per week work requirement, unless they are 65 years of age or provide proof that

they have retired from full-time employment.

F. Pell Grants

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xi. Pell Grants shall not be considered as income when determining eligibility. Pell Grant

funds and child care subsidy payments can be used simultaneously for child care services.

4.3 12-MONTH CCPP ELIGIBILITY PERIOD (1) In accordance with CCDBG (658E(c)(2)(N)(i)(I)), families who are determined eligible to participate

in the CCPP shall be afforded a minimum of twelve (12) months of eligibility for assistance provided

that the family remains eligible. The 12-month eligibility period begins on the date that the client is

determined eligible.

(2) At the end of the 12-month eligibility period, a redetermination of eligibility for families who receive

assistance from CCPP will occur per the procedures described in Section 4.4.

4.4 REDETERMINATION OF ELIGIBILITY (1) Children receiving child care assistance through CCPP shall be redetermined for eligibility at the end

of the 12-month eligibility period in accordance with CCDBG 658E(c)(2)(N).

(2) Redetermination of Eligibility Guidelines by Priority Group

A. Referred Clients

i. TANF clients are exempt from redetermination and shall receive twelve (12) months of

Child Care Payment Program (CCPP) services. The referring agency case worker shall

determine if the client is compliant with all the requirements of the TANF program and

the CCPP eligibility requirements in order to remain eligible for child care assistance. If

the TANF client is no longer eligible for the TANF program but has not yet received the

full twelve (12) months of CCPP services, the client shall receive a certificate from

MDHS and continue to receive CCPP services until the end of the twelve (12) months,

during which the client may submit an application to continue to receive CCPP services,

though the application may be subject to non-availability of funds (as described in

Section 3.4). If the TANF client is no longer eligible for the TANF program and has

already received the full twelve (12) months of CCPP services, MDHS shall terminate all

services with a two (2) week’s notice. The notice shall contain information about the

CCPP application process and eligibility requirements.

ii. TCC clients are exempt from redetermination and shall receive twelve (12) months of

Child Care Payment Program (CCPP) services. The referring agency case worker shall

determine if the client is compliant with all the requirements of the TCC program and the

eligibility requirements of the CCDF in order to remain eligible for child care assistance.

If the TCC client is no longer eligible for the TCC program requirements but has not yet

received the full twelve (12) months of CCPP services, the client shall receive a

certificate from MDHS and continue to receive CCPP services until the end of the twelve

(12) months, during which the client may submit an application to continue to receive

CCPP services, though the application may be subject to non-availability of funds (as

described in Section 3.4). If the TCC client is no longer eligible for the TCC program and

has already received the full twelve (12) months of CCPP services, MDHS shall

terminate all services with a two (2) week’s notice. The notice shall contain information

about the CCPP application process and eligibility requirements.

iii. Homeless children shall be redetermined annually based on the twelve (12) month

anniversary of their referral. DECCD shall initiate the redetermination process by sending

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the parent and child care provider a 60-day and then a 30-day Notice of Redetermination

through postal mail and/or email. The Notice of Redetermination shall include

instructions for submitting the online redetermination application and a list of supporting

documentation that the parent must provide to confirm eligibility. The family’s gross

income must not exceed 85 percent of the State Median Income (SMI). The parent shall

submit the online redetermination application and return the required documentation by

the due date indicated on the Notice of Redetermination. Parents who do not have reliable

internet access may complete an online redetermination application at their local public

library or any other public entity that might provide such service.

iv. Clients referred to the CCPP by the Mississippi Department of Child Protection Services

(MDCPS) shall be redetermined annually; however, the referring agency case worker will

be responsible for submitting the renewal information directly to DECCD. When a

child’s case is closed by MDCPS but the child has not yet received twelve (12) months of

CCPP services, the guardian of the child shall receive a certificate from MDHS so that

the child continues to receive CCPP services until the end of the twelve (12) months,

during which the guardian may submit an application for the child to continue to receive

CCPP services, though the application may be subject to non-availability of funds (as

described in Section 3.4). If the child’s case is closed by MDCPS and has already

received the full twelve (12) months of CCPP services, MDHS shall terminate all

services with a two (2) week’s notice. DECCD shall send a notice to the guardian that a

new application must be submitted to continue receiving child care assistance. This

notice shall contain information about the CCPP application process and eligibility

requirements.

v. HHM clients are exempt from redetermination and shall receive twelve (12) months of

Child Care Payment Program (CCPP) services. If the client is no longer participating in

the HHM program but has not yet received the full twelve (12) months of CCPP services,

the client shall receive a certificate from MDHS and continue to receive CCPP services

until the end of the twelve (12) months, during which the client may submit an

application to continue to receive CCPP services, though the application may be subject

to non-availability of funds (as described in Section 3.4). If the client is no longer

participating in the HHM program and has already received the full twelve (12) months

of CCPP services, MDHS shall terminate all services with a two (2) week’s notice.

DECCD shall send a notice to the client that a new application must be submitted to

continue receiving child care assistance. This notice shall contain information about the

CCPP application process and eligibility requirements.

B. Special Needs Populations With Income Less than 85 Percent of SMI

i. Children of single parents with disabilities who receive child care assistance shall be

redetermined annually based on the twelve (12) month anniversary of initial eligibility or

previous redetermination. DECCD shall initiate the redetermination process by sending

the parent and child care provider a 60-day and then a 30-day Notice of Redetermination

through postal mail and/or email. The Notice of Redetermination shall include

instructions for submitting the online redetermination application and a list of supporting

documentation that the parent must provide to confirm eligibility. The parent shall meet

the SSI definition of disability by being unable to engage in any substantial gainful

activity by reason of any medically determinable physical or mental impairment that can

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be expected to result in death or that has lasted or can be expected to last for a continuous

period of not less than twelve months. The parent shall submit the online redetermination

application and return the required documentation by the due date indicated on the Notice

of Redetermination. Parents who do not have reliable internet access may complete an

online redetermination application at their local public library or any other public entity

that might provide such service.

ii. Children with special needs who receive child care assistance shall be redetermined

annually based on the twelve (12) month anniversary of the initial eligibility or previous

redetermination. DECCD shall initiate the redetermination process by sending the parent

and child care provider a 60-day and then a 30-day Notice of Redetermination through

postal mail and/or email. The Notice of Redetermination shall include instructions for

submitting the online redetermination application and a list of supporting documentation

that the parent must provide to confirm eligibility. In order to remain eligible, the

parent(s) must be working at least 25 hours per week, be enrolled full-time in an

educational program, or engaged in an approved job training program. Job-search

activities through a local WIN Job Center or unpaid work hours required to complete

course work for the school curriculum and/or work study may be counted toward the

work requirement for the parent. The family’s gross income must not exceed 85 percent

of the State Median Income (SMI). The parent shall submit the online redetermination





iii. Children of parent(s) deployed in the Mississippi National Guard or Reserve who receive

child care assistance shall be redetermined annually based on the twelve (12) month

anniversary of the initial eligibility or previous redetermination. DECCD shall initiate the

redetermination process by sending the parent and child care provider a 60-day and then a

30-day Notice of Redetermination through postal mail and/or email. The Notice of

Redetermination shall include instructions for submitting the online redetermination

application and a list of supporting documentation that the parent must provide to

confirm eligibility. The family’s gross income must not exceed 85 percent of the State

Median Income (SMI). The parent shall submit the online redetermination application

and return the required documentation by the due date indicated on the Notice of

Redetermination. Parents who do not have reliable internet access may complete an



C. Very Low-income

i. Eligibility for the CCPP shall be redetermined annually based upon the twelve (12)

month anniversary of the initial eligibility or previous redetermination. DECCD shall

initiate the redetermination process by sending the parent and child care provider a 60-

day and then a 30-day Notice of Redetermination through postal mail and/or email. The

Notice of Redetermination shall include instructions for submitting the online

redetermination application and a list of supporting documentation that the parent must

provide to confirm eligibility. The parent must be working at least 25 hours per week or

be enrolled full-time in high school, in a full-time General Educational Development

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(GED) program, or in another approved educational or training program. Job-search



work requirement for the parent. In a two-parent family, either each parent must be

working at least 25 hours per week or one parent must be working at least 25 hours per

week and the other parent must be enrolled in an approved full-time educational or

training program. The family’s gross income must be at 50 percent or below the State

Median Income (SMI). Irregular hours of employment and income shall be averaged. The

parent shall submit the online redetermination application and return the required

documentation by the due date indicated on the Notice of Redetermination. Parents who

do not have reliable internet access may complete an online redetermination application

at their local public library or any other public entity that might provide such service.

D. Low-Income

i. Eligibility for the CCPP shall be redetermined annually based upon the twelve (12)

month anniversary of the initial eligibility or previous redetermination. DECCD shall

initiate the redetermination process by sending the parent and child care provider a 60-

day and then a 30-day Notice of Redetermination through postal mail and/or email. The

Notice of Redetermination shall include instructions for submitting the online

redetermination application and a list of supporting documentation that the parent must

provide to confirm eligibility. The parent must be working at least 25 hours per week or

be enrolled full-time in high school, in a full-time General Educational Development

(GED) program, or in another approved educational or training program. Job-search



work requirement for the parent. In a two-parent family, either each parent must be

working at least 25 hours per week or one parent must be working at least 25 hours per

week and the other parent must be enrolled in an approved full-time educational or job

training program. The family’s gross income must be greater than 50 percent of the State

Median Income (SMI) and at or below 85 percent of SMI. Irregular hours of employment

and income shall be averaged. The parent shall submit the online redetermination





(3) If the redetermination process finds that the parent and child meet eligibility requirements, child care

services shall be extended for twelve (12) months, and a certificate shall be issued and emailed to the

parent and the selected child care provider within one (1) business day of completion of the

redetermination process.

(4) Parents who fail to comply with the redetermination process shall be issued a two (2) week notice of

termination and shall be required to submit a new application if they wish to continue to receive child

care subsidies after the date of termination. New applications shall be processed by date received and

are subject to eligibility and available funding. The child care provider shall also be notified of the

child’s upcoming termination of CCPP-funded child care.

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(5) When income is recalculated for redetermination and there is an increase in a co-payment fee, a

notice shall be sent to the parent and the provider in the form of a new certificate. The updated co-

payment fee is effective on the first day of the month following the redetermination of eligibility.

(6) Upon redetermination of eligibility, a child who has reached age 13 (or age 19 if the child has special

needs as defined by the SSI definition of disability) is no longer eligible for CCDF subsidies. A two

(2) week notice of termination of CCPP-funded child care shall be sent to the parent and the child

care provider.

(7) Upon redetermination of eligibility, families whose income increased beyond 85 percent of the State

Median Income (SMI) are no longer eligible for CCDF subsidies and shall be given a two (2) week

notice of termination of CCPP-funded child care.

4.5 AREAS WITH HIGH CONCENTRATIONS OF POVERTY In accordance with CCDBG 658E(c)(2)(Q) and to increase access to child care for families receiving

CCDF assistance, DECCD shall conduct a county-level needs assessment on an annual basis. This needs

assessment shall use the most current data available to identify the Mississippi counties with high

concentrations of children living in poverty. High concentration of poverty is defined as a county where

the percentage of children living in poverty is more than one (1) standard deviation above the most

current state mean value for the percentage of children living in poverty. Counties that meet this

definition for a high concentration of poverty shall be designated as priority areas where DECCD shall

work with local MDHS offices and other local child care stakeholders to increase parents’ awareness

about the CCPP and to develop and implement strategies to increase the availability of high-quality child

care programs. Some of these strategies may include, but are not limited to, decreasing family co-pays for

high-quality child care programs and/or increasing subsidy rates in high-quality programs, offering grants

to high-quality providers to increase staff and open spots for children served by CCDF subsidies, or

assisting child care providers in improving their quality of care through professional development

opportunities.

For each county in Mississippi, DECCD shall also identify the current number of CCPP-approved child

care providers and CCPP-assisted children enrolled in child care. Counties that do not contain CCPP-

approved child care shall also be designated as priority areas and will require collaboration between

DECCD, local MDHS offices, and local child care stakeholders to develop and implement strategies

(such as those identified in the preceding paragraph) to increase the number of available high-quality

providers.

Other county-level indicators of at-risk populations, such as the current unemployment rate, teen birth

rate, percentage of single parent families, percentage of children served by TANF, or percentage of

children served by the Mississippi Department of Child Protection Services (MDCPS), may also be

considered to ensure that an area will have a sufficient supply of high-quality child care programs

available to children served by CCDF subsidies.

5. CO-PAYMENT FEES This section describes the co-payment fee process.

5.1 DETERMINING CO-PAYMENT FEES (1) TANF parents shall not be assessed a co-payment fee.

(2) Homeless families with no countable income shall not be assessed a co-payment fee.

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(3) For all other parents, co-payment fees shall be determined based on the parent's family size and

income according to the CCDF Child Care Monthly Co-Payment Fee Scale for Parents, published on

the DECCD website and the state’s child care consumer education website, unless otherwise

indicated in the following section.

5.2 ASSESSING CO-PAYMENT FEES PER CHILD (1) If a parent has one child receiving full-time child care service, the total co-payment fee shall be

placed on that child's certificate. If a parent has one child receiving part-time child care services, only

half of the total co-payment fee shall be placed on the child’s certificate.

(2) If one child is in full-time child care and part-time child care during the same month, the co-payment

fee shall be assessed on the majority of the type of care provided. For example, if a child is served 16

part-time days and five full-time days, the part-time co-payment fee shall be assessed for the month.

(3) If a parent has more than one child receiving full-time service, the total co-payment fee is divided

equally among the number of children receiving care. If two or more children are receiving part-time

services, one half of the divided fee should be placed on each certificate. If a parent has children

receiving before- and after-hours child care and holiday/summer child care, a full co-payment fee and

a half co-payment fee shall be placed on each certificate, and the appropriate fee is deducted during

the payment cycle.

(4) Families who will be assessed a minimum co-payment fee are:

i. Children served by the Mississippi Department of Child Protection Services (MDCPS).

ii. Children participating in the Healthy Homes Mississippi (HHM) home visitation program.

iii. Children with special needs. Special needs status must be documented. If there are other

children in the family who are receiving child care services, the monthly co-payment fee shall

be $10 or the child's prorated share of the family’s co-payment fee, whichever is less.

Services for children with special needs shall continue until the child reaches 19 years of age.

iv. Parents with a disability who are receiving SSI.

(5) The provider shall not charge parents any cost over the assigned co-payment fee unless the cost for

child care to the general public is higher than the amount paid by the Child Care Payment Program

(CCPP).

5.3 NON-PAYMENT OF CO-PAYMENT FEES

(1) Co-payment fees shall be paid during the current month directly to the provider according to

payment arrangements established by the provider and parent. Providers shall maintain proof of

collection of co-payment fees, identified separately from tuition overage payments made by

parents. Providers shall provide proof of co-payment fees to parents in the form of a receipt that

includes the parent’s name, date and amount of payment, center name (if applicable), and the

child care provider’s name and signature. If a parent fails to pay the co-payment fee prior to the

end of the month, the provider shall notify DECCD. Non-payment of co-payment fees shall result

in termination of the parent from CCPP. If the parent requests a change in child care provider

with an outstanding balance of co-payment fees to the current provider, the parent shall pay all

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co-payment fees before a new certificate is issued. It is the responsibility of the provider to report

non-payment of co-payment fees to DECCD.

5.4 CO-PAYMENT RECOUPMENT/REPAYMENT (1) If a parent's fee was assessed at a rate higher than the correct fee and the parent has made

payment to the provider, the parent shall be reimbursed by the provider for the difference for

each month paid. The correct fee shall be noted on the certificate and a notice of the change

forwarded to the provider and the parent.

(2) If a parent's fee was assessed at a rate lower than the correct fee, the parent shall be responsible

for reimbursing the provider for the difference between the corrected co-payment amount and the

incorrect co-payment amount that was paid.

5.5 PRORATING CO-PAYMENT FEES (1) The assessed co-payment fee reflects a monthly rate regardless of attendance. If a child is enrolled

between the 1st and 15th of the month, the full monthly co-payment fee shall be assessed for the first

month of service. If the child is enrolled between the 16th and last day of the month, one-half of the

monthly co-payment fee shall be assessed for the first month of service. If a parent desires to change a

provider during the month, the parent shall pay the appropriate co-payment fee to any subsequent

providers.

6. INTERRUPTION OF CHILD CARE SERVICES

6.1 REASONS FOR TERMINATION (1) Non-payment of co-payment fees may result in termination from the Child Care Payment Program

(CCPP) for a one (1) year period.

(2) If at any time a parent, guardian, or another person assisting the parent/guardian provides fraudulent

information, child care services shall be immediately terminated, and the client shall be ineligible to

reapply for a one (1) year period. DECCD may elect to permanently disbar parents from participation

in CCPP due to repeat offenses in accordance with Section 11.7 of this document.

(3) A child care certificate may be terminated upon the request of the parent or by DECCD in accordance

with CCPP policy.

(4) Child care assistance shall be terminated at the end of the twelve (12) month eligibility or

redetermination period if a child has reached the maximum age of eligibility. A two (2) week notice

of termination of CCPP-funded child care shall be sent to the parent and the child care provider.

(5) Upon redetermination of eligibility, families whose income increased beyond 85 percent of the State

Median Income (SMI) are no longer eligible for CCDF subsidies and shall be given a two (2) week

notice of termination of CCPP-funded child care.

6.2 CHANGE IN PROVIDER (1) Parents are allowed to change providers when the current provider is no longer preferred. Parents

must request a change in provider from DECCD by submitting a Change in Provider Form (available

on the DECCD website or the state’s child care consumer education website) prior to withdrawing the

child, unless under emergency circumstances. The parent(s) shall give at least two (2) weeks prior

notice to the current provider before withdrawing the child from the center unless there are

extenuating circumstances. Change of Provider forms that are not received within the two (2) week

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time frame shall be processed two (2) weeks from the date of receipt. While parents have the right to

exercise parental choice in selecting a child care provider, certificates shall not be issued to a provider

until they have met all requirements to become a CCPP-approved provider. Parents receiving child

care assistance through CCPP must select a CCPP-approved provider. No payments shall be issued

for care provided while a provider is seeking to become an approved provider.

7. CHILD CARE CONSUMER EDUCATION This section describes information that CCDBG requires to be disseminated to parents, providers, and the

general public through the state’s child care consumer education website. This website shall be designed

to assist parents in making informed choices about the child care services that best suits their needs, to

promote involvement of parents and family members in the development of child care settings, to support

the role of parents as their child’s teacher and advocate, and to provide helpful information to parents who

are served by the child care assistance system, partner agencies, and child care sites (45 CFR §98.1). This

section also describes resources related to developmental screenings to assist eligible parents and CCPP-

approved providers. This section concludes with a description of inspection reports made available on the

consumer education website.

7.1 CHILD CARE CONSUMER EDUCATION WEBSITE (1) In compliance with CCDBG 658E(c)(2)(E), the child care consumer education website shall be

designed to be an up-to-date and comprehensive resource regarding child care in Mississippi. This

website shall provide:

A. The ability to find and learn about a local child care provider, including results of inspection

reports, corrective actions taken (if applicable), last date of inspection, hours of operation, contact

information, and child care rates;

B. Compliance requirements for child care providers seeking to become CCPP-approved providers,

including the health and safety standards to which they must adhere, the criminal background

check process, procedures for monitoring/inspections, and types of offenses that prevent

individuals from being child care providers;

C. Information on available local community resources, such as state agencies, faith-based

organizations (FBO), community-based organizations (CBO), or health care providers, including

the services they provide and contact information;

D. Information about the Child Care Payment Program (CCPP), including the application process

and parent co-payment rates;

E. Information about other public services for which a child/family may be eligible, including but

not limited to Temporary Assistance for Needy Families (TANF), Supplemental Nutrition

Assistance Program (SNAP), Women, Infants, and Children (WIC) program, Head Start, and

Medicaid;

F. Contact information for MDHS and DECCD and of child care resource and referral agencies

(CCR&R);

G. Information about and on how to access services offered (including developmental services) by

the Early and Periodic Screening, Diagnosis, and Treatment (EPSDT) program and the

Individuals with Disabilities Education Act (IDEA);

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H. Current best practices and research on child care and development, family engagement, and

physical health and development;

I. Data on the number of deaths, serious injuries, and substantiated instances of child abuse in child

care settings;

J. The state’s position statement on social-emotional-behavioral health of children and on the

suspensions and expulsion of children birth to age five in early childhood programs receiving

CCDF;

K. Information about social-emotional-behavioral and early childhood mental health available from

the Mississippi Department of Education (MDE) and the Mississippi Department of Mental

Health (MDMH);

L. Access to other communication methods, such as mobile applications or social media outlets,

including the ability to request email communication;

M. Information about the State Early Childhood Advisory Council (SECAC), including its roles,

responsibilities, and membership;

N. Links to related federal resources, such as the Administration for Children and Families (ACF),

the Centers for Disease Control and Prevention (CDC), and the National Institute of Child Health

and Human Development (NICHD);

O. The number for the CCPP hotline, as well as an online form to report abuse, neglect, or fraud;

P. Electronic copies of child care brochures from multiple resources, including MDHS and MSDH;

Q. The ability to submit general questions to or request information from MDHS.

7.2 DEVELOPMENTAL SCREENINGS In accordance with CCDBG 658E(c)(2)(E)(ii), the state’s child care consumer education website shall

include current information on resources and services available to parents and child care providers for

conducting developmental screenings. The website shall also describe the process for CCPP-approved

child care providers to provider referrals to services, when appropriate, for children participating in the

CCPP. These referred services include the use of the Early and Periodic Screening, Diagnosis, and

Treatment (EPSDT) program and development screening services available under the Individuals with

Disabilities Education Act (IDEA). The website shall also describe how a family or eligible child care

provider may utilize the resources and services to obtain developmental screenings for children receiving

child care assistance and who may be at risk for cognitive or other developmental delays.

7.3 INSPECTION REPORTS Monitoring and inspection reports of all CCPP-approved providers will be accessible on the consumer

education website. Parents and other individuals who wish to access these reports will be able to search

by provider name, provider type, city, county, or year. Reports will include the date of the inspection, any

findings or violations, information on corrective action (if applicable), and the date the corrective action

was satisfactorily completed. Non-critical findings or violations that satisfy the requirements of the

corrective action plan may be removed from the website if the provider does not have multiple findings or

violations in a single visit and if approved by DECCD.

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8. PARENTAL COMPLAINTS AND COMPLAINT

INVESTIGATIONS This section describes procedures for parents who wish to file a complaint against a CCPP-approved child

care provider and the process of investigating and substantiating complaints. Substantiated parental

complaints shall be addressed according to the policies outlined in this section.

8.1 CHILD CARE FACILITY COMPLAINT HOTLINE In accordance with the CCDBG 658E(c)(2)(C), the state shall maintain a record of substantiated parental

complaints against child care providers. The Mississippi State Department of Health (MSDH) provides a

Child Care Facility Complaint Hotline (listed on the MSDH website, the DECCD website, and the state’s

child care consumer education website) for parents to report complaints. Unless ordered by a court, the

identity of the individual who reported the complaint shall not be disclosed outside of MSDH and/or

MDSH investigative staff. The Child Care Facility Complaint Hotline is answered during regular business

days. At night and on weekends or holidays, the complainant may leave a concern and callback

information via the voice-message service. On the next working day, MSDH staff retrieve all hotline

voice messages and record complainant information. An MSDH official will return a call to the

complainant for additional details if necessary.

8.2 COMPLAINT INVESTIGATIONS (1) Complaints against a child care facility shall be reported to the Mississippi Department of Health

(MSDH) via the Child Care Division. All such complaints shall be logged and maintained by the

MSDH. MSDH is responsible for investigating each complaint filed against a child care provider. At

no time shall a licensing official refuse to respond to a complaint made. MSDH may request

assistance from MDHS and DECCD as needed during a complaint investigation. MSDH will

maintain records of complaints made against a child care provider, these records may be obtained by

making a Public Records request to the MSDH.

9. PROVIDERS This section describes eligibility requirements for child care providers seeking to participate in the Child

Care Payment Program (CCPP). The process to become a CCPP-approved provider is also described.

Providers must meet the state’s eligibility requirements, register with the Mississippi Department of

Human Services (MDHS), obtain background checks, and receive orientation training in accordance with

state policy. This section also describes procedures for payments to providers for child care services,

provider reimbursement, monitoring procedures, emergency preparedness and response plans, and

professional development.

9.1 ELIGIBILITY PROCESS FOR CCPP-APPROVED PROVIDERS (1) Parents have the right to choose the child care they would like for their children. The Division of

Early Childhood Care and Development (DECCD) has categorized the choices available to parents as

follows: a standard child care provider and a comprehensive child care provider. Parents participating

in the CCPP must select a CCPP-approved provider. No payments shall be issued for care provided

while a provider is seeking to become a CCPP-approved provider.

(2) Licensed Child Care Centers

A. In order to receive reimbursement for services rendered, all child care centers must be, at a

minimum, certified as a standard child care center. The application and requirements to become a

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standard child care center can be found on the state’s consumer education website (secac.ms.gov)

and the DECCD website.

B. If a CCPP-approved provider fails to maintain certification as a standard center and

services are being provided to children receiving CCPP funds, DECCD may continue to

pay the provider under the following conditions:

i. MSDH has not officially closed the center;

ii. The center’s director submits a written request, on center letterhead, for child care

payments to continue; and

iii. The center provides copies of the licensing renewal fee payment, documentation of a

current inspection, and a copy of correspondence from the licensing division stating why

the license has not been renewed.

iv. A center failing to maintain the minimum sstatus of a standard child care center shall be

reimbursed for children with a current certificate up to the time frame allowed by MSDH;

however, no new certificates shall be issued until the center is in compliance with

standard center requirements.

v. No payments shall be issued for care provided while a provider is seeking to become a

CCPP-approved provider.

vi. The decision to continue payments under these circumstances is solely at the discretion of

the Director of the Division of Early Childhood Care & Development (DECCD). All

requests for payments under these conditions shall be submitted in the form of a written

request to the Director of DECCD describing the basis for the request to waive Provider

Termination.

(4) CCPP-approved providers must comply with the following health and safety requirements:

i. Complete orientation training (as described in Sections 9.4 and 9.11.1) within the first

ninety (90) days of employment;

ii. Renew minimum health and safety training (as described in Section 9.11.1) and fire

standards;

iii. Keep a record of immunizations for themselves, other adults providing child care in the

facility, and all children in their care as documented by Form 121 Certificate of

Immunization issued by the Mississippi State Department of Health (MSDH);

a. In accordance with CCDBG 658E(c)(3), homeless children and children in foster

care who receive CCPP assistance may be granted a twenty-four (24) hour grace

period from the date of admission into a CCPP-approved child care program to

obtain the necessary immunization records. Payment for these children during the


iv. Keep a copy of the Basic Health, Safety and Nutrition Assurances. A signed copy of the

Basic Health, Safety and Nutrition Assurances certifying that they will follow the

guidelines shall also be filed with DECCD;

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v. Give parents unlimited access to their child(ren) while the child(ren) are under the

provider’s care;

vi. Provide a current emergency preparedness and response (EPR) plan (as described in

Section 9.8.1); and

vii. Establish a plan for promoting developmentally appropriate social emotional behavioral

health to ensure that children in their care receive an age-appropriate developmental and

behavioral screening upon enrollment, when developmental concerns arise, or annually

(as described in Section 9.9).

(5) A child care provider may not be reimbursed if they reside in the same household as the eligible child.

Proof of separate residence may be required. To document proof of residence, the provider must

supply a current driver’s license or state-issued I.D. and at least two (2) other forms of identification,

such as a current bank statement, cell phone bill, utility bill, or cable bill, that show the the same

address on the provider’s current driver’s license or state-issued I.D. Addresses on these documents

must match the address given as the location of care submitted on the application.

(6) No payments shall be issued for care provided while a provider is seeking CCPP-approved provider

status.

9.2 PROVIDER REGISTRATION (1) To become a CCDF-approved child care provider, providers must:

A. Complete an online application at the DECCD website. Providers who do not have reliable

internet access may visit their local public library or any other public entity that might provide

such service to access the online application.

B. Send supporting documentation to complete the application process to DECCD via computer

upload, postal mail, or fax.

C. Attend and complete a provider e-ledger training webinar held on the first and third Tuesday of

every month at 12:30 p.m. Applicants must register in advance on the DECCD website, and they

shall receive an email confirmation containing a code to access the online training webinar.

Applicants who do not attend the entire session shall not receive credit for attendance and shall

not be approved to participate in the CCPP.

i. The e-ledger training covers the provider payment process, coding for child attendance,

policies outlined in the current CCPP policy manual, and the process for recognizing and

reporting child abuse and neglect.

(2) Once an application has been processed, the online e-ledger training webinar has been completed

satisfactorily, and a provider has been determined eligible, an effective date to begin providing

childcare shall be sent to the approved applicant. If the application is processed in advance, the

effective date for providers who complete the online training webinar on the first Tuesday of the

month shall be the 16th day of the same month. Eligible providers who attend the online training on

the third Tuesday of the month shall be effective on the 1st day of the next month.

(3) CCPP-approved providers shall renew their registration with MDHS on an annual basis.

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9.3 BACKGROUND CHECK (1) In accordance with the CCDBG 658H, a comprehensive criminal background check is required to

investigate if a CCPP-approved child care provider has a history of abuse, neglect, or other criminal

behavior that might threaten the health and safety of children.

A. Per Mississippi State Department of Health (MSDH) licensure regulations (Miss. Code § 43-20-

8), background checks are required for all licensed providers and prospective staff, regardless of

whether the provider receives CCDF funds and will be monitored by the MSDH.

B. Background checks are required for license-exempt child care providers who are approved to

receive CCDF funds.

(2) These comprehensive criminal background checks shall include a search of:

A. The Federal Bureau of Investigation (FBI) criminal records, based on fingerprints;

B. The National Sex Offender Registry;

C. The child abuse central registry, including every state where the individual resided in the

preceding five (5) years;

D. The state criminal registry check using fingerprints, including every state where the individual

resided in the preceding five (5) years; and

E. The state sex offender registry, including every state where the individual resided in the

preceding five (5) years.

(3) A background check shall be conducted within 45 days of the provider’s submitted request.

(4) An individual shall be denied employment in a child care facility and/or a provider will be deemed

ineligible for assistance for any of the following:

A. Refusal to consent to the background check;

B. Knowingly making a materially false statement in connection with the background check;

C. Being a sex offender, registered or otherwise;

D. Convicted of a felony consisting of:

i. Murder;

ii. Child abuse or neglect;

iii. Crime against children, including pornography;

iv. Spousal abuse;

v. Rape or sexual assault;

vi. Kidnapping;

vii. Arson;

viii. Physical assault or battery; or

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ix. A drug-related offense committed in the past five (5) years.

E. Convicted of a violent misdemeanor as an adult against a child.

(5) To maintain the privacy of the individual for which a background check is conducted, the provider

who requested the background check shall only be informed of the individual’s eligibility or

ineligibility for employment.

(6) New background checks are required every five (5) years.

(7) The fee for processing applications and administering a criminal background check shall not exceed

the actual costs for processing and administration (Miss. Code § 43-20-8(8)).

(8) Information about the provider background check process shall be made publicly available on the

consumer education website.

(9) Individuals may appeal the results of a criminal background check as described in Section 10.

9.4 ORIENTATION TRAINING (1) All CCPP-approved providers are required to complete three (3) hours of orientation training within

ninety (90) days from their hire date or the date the center was approved by the DECCD and related

to the following topics (as described in Section 9.11.1):

A. Prevention and control of infectious diseases (including immunization);

B. Prevention of sudden infant death syndrome and use of safe-sleeping practices;

C. Administration of medication, consistent with standards for parental consent;

D. Prevention of and response to emergencies due to food and allergic reactions;

E. Building and physical premises safety, including identification of and protection from hazards

that can cause bodily injury such as electrical hazards, bodies of water, and vehicular traffic;

F. Prevention of shaken baby syndrome and abusive head trauma;

G. Emergency preparedness and response planning for emergencies resulting from a natural disaster

or a human-caused event (such as violence at a child care facility);

H. Handling and storage of hazardous materials and the appropriate disposal of biocontaminants;

I. Precautions in transporting children (if applicable);

J. Pediatric first aid and cardiopulmonary resuscitation (CPR);

K. Child abuse and neglect;

i. Per the CCDBG 658E(c)(2)(L) and Miss. Code Ann. § 43-21-353, providers and all

responsible parties must report child abuse and neglect if the they suspect that a

child in their care is being abused or neglected by a parent, family member, child

care worker, or other individual with access to the child. Providers and all

responsible parties shall submit criminal child abuse reports directly to MDHS,

Department of Child Protection Services for investigation.

When a report is received, the report is screened by a MDHS Child Protection

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Services supervisor to decide whether it should be investigated. If the report

warrants an investigation, it is then assigned to a licensed social worker for

investigation. When the facts back up an abuse report, the Department will make a

report to the district attorney within 72 hours. The district attorney determines

whether criminal charges can be filed.

If criminal charges are filed against a child care worker, MDHS shall make an

additional report to the licensing agency.

L. Child development.

(2) All CCPP-approved providers shall document receipt of their orientation training.

(3) This orientation training may be transferable to other child care facilities within the state.

9.5 PAYMENTS TO PROVIDERS FOR CHILD CARE SERVICES

9.5.1 SIGN-IN/OUT SHEETS

(1) Providers are required to maintain a record of accurate attendance and absences on sign-in/sign-out

sheets and on daily class rolls for each child. Providers shall retain sign-in/sign-out sheets for a period

of three (3) years. The sign-in/sign-out sheets must show the child’s first and last name (as listed on

the child care certificate), the full name of the parent/guardian or parent’s authorized representative,

the time the child is signed in with the signature of the person signing the child in each day, and the

time the child is signed out with the signature of the person signing the child out each day. If sign-

in/sign-out sheets are not maintained and made available upon request and/or for monitoring

processes or do not follow the policies described above, funds issued based on missing/erroneous

information shall be recouped by DECCD.

9.5.2 PAYMENT LEDGER PROCESSES

(1) Payment ledgers shall be submitted electronically through the Child Care Payment System (CCPS)

once a month. Providers have the opportunity to submit ledgers during one of two payment cycles

during the month; however, providers shall only receive one payment per month for services

rendered. Ledgers shall open to providers on the first day of the month and remain open until 11:59

p.m. CST on the fifth day of the month. Providers who submit their ledgers by the fifth day of the

month shall be issued payment by the 15th day of the month. Providers who fail to submit their

payment ledger by the fifth day of the month have the option to submit their ledger by 11:59 p.m.

CST on the 15th day of the month. Providers who submit their ledgers by the 15th day of the month

shall be issued payment by the last day of the month.

9.5.3 LEDGER PAYMENTS

(1) If it is necessary to adjust the amount of funds issued based on the attendance information submitted

to DECCD, an adjustment shall be made in the Child Care Payment System (CCPS) reflecting the

change.

(2) Any error listed on the certificate that will cause payments to calculate incorrectly must be submitted

to DECCD within ten (10) days of the date that the copy of the certificate is issued to the provider.

Such errors include but are not limited to incorrect payment rates, incorrect care type (full-time vs

full-/part-time), or incorrect date of birth for the child. DECCD shall not adjust underpayments to

providers as a result of these errors if the errors are not reported to DECCD within 10 days of issuing

the certificate copy to the provider. Corrections will be made to ensure future payments will be

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calculated correctly. DECCD shall not adjust underpayments for children who are missing from

ledgers if the error is not reported within ten (10) days of the ledger submission. Any errors must be

reported using the Provider Request for Child Information Correction Form, which is available on the

DECCD website.

9.5.4 RATES AND CENTER POLICIES

(1) CCPP-approved providers must file a copy of their published rates with DECCD annually.

(2) Providers shall not charge a higher rate to families in the certificate program than the rate charged to

the general public.

(3) If the child care center’s policy states that a program stipend will be provided to non-certificate

children, the provider must document the amount and the source of funds for each child on a monthly

basis. Parent co-payment fees shall not be used as children’s stipends. This documentation must be in

a hard-copy form, such as check stubs, receipts, and other relevant records that will show Mississippi

Department of Human Services (MDHS) auditors a clear paper trail of cash infusion from non-tuition

sources and non-child-care-certificate monies sufficient to cover the full amount of tuition without

any stipends.

(4) DECCD shall not monitor any fiscal or children’s files without the director or an approved supervisor

staff person in attendance. Only necessary documentation (described in Section 9.7) shall be

requested from the parent and provider.

(5) Parents employed at a licensed center may be eligible for a child care certificate, provided that the

parents do not care for their own child(ren). Eligible child(ren) of child care workers cannot be

included in a group assigned to the parent to maintain the adult/child ratio required by the Mississippi

State Department of Health (MSDH) Child Care Facilities Licensure Division.

(6) Rates of reimbursement shall be assigned on a certificate based on the provider type (standard or

comprehensive) and age of child. A full-time rate may be charged for nontraditional child care.

Nontraditional child care is appropriate when a parent requires full-time child care in lieu of before-

and after-school care.

(7) Reimbursement Rates for School-Age Children

A. School-age children and children who attend other programs such as Head Start shall be

reimbursed at the part-time rate for excused absences and during holidays except during times

when it is documented that the child(ren) attended the CCPP-approved child care center for the

full day because the school was not open or for out-of-school suspension during the school year.

Full-time reimbursement shall be issued for full-time care provided by CCPP-approved centers

when the primary school setting is closed or when the child is given an out-of-school suspension.

B. Providers shall be reimbursed at a part-time rate for any day in which a school-age child or child

with a full-time/part-time certificate is present for a full day of care while their primary school

setting is open.

C. Summer child care for school-age children shall be reimbursed at the full-time rate for

documented excused absences (described in Section 9.5.5), unexcused absences (up to their

allotted number as described in Section 9.5.5), and holidays (as described in Section 9.5.5).

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D. Full-time certificate payments for school-age children shall not be issued to students enrolled in

first grade through 12th grade unless full-time care is needed during nontraditional hours and/or

the primary/secondary school setting is closed.

(8) Full-time certificate payments may be issued for three- and four-year-olds enrolled in public or

private pre-kindergarten programs where tuition is assessed. Families who continue to meet eligibility

criteria may apply to continue services until the child reaches 13 years of age or 19 years of age if the

child is defined as special needs. Additionally, five (5) year old children whose parent(s) elect not to

enroll their child(ren) in a public kindergarten program may receive full-time certificate funds until

they reach the age of six (6), which is the compulsory age for school attendance in the state of

Mississippi.

(9) Homeless children or children in foster care who receive CCPP assistance may be granted a twenty-

four (24) hour grace period from the date of admission into a CCPP-approved child care program to

obtain the necessary immunization records. Payments for such a child during this grace period shall

not be considered an error or improper payment.

9.5.5 ALLOWABLE LEAVE TIME FOR PARENTS

(1) Natural Disaster

A. Child care services shall be continued when parents are off work due to circumstances beyond the

parent’s control, such as hurricanes, floods, and tornado. CCPP-approved child care providers

shall be reimbursed when the center is closed temporarily in the event of an emergency declared

by the President of the United States or Governor of Mississippi or an event that results from a

natural disaster or human-caused event for up to ten (10) business days per occurrence, unless the

parent needs to make alternate care arrangements.

(2) A pregnant mother shall be allowed six (6) weeks of child care assistance during maternity leave.

Documentation from a physician of the maternity leave must be included in the parent's file. If more

leave time is required due to medical reasons, a physician’s statement must be submitted to DECCD.

(3) Fathers shall be allowed six (6) weeks of child care assistance related to the birth of a child if the

employer/educational institution approves the leave time and if the father resides in the same

household with the child. Documentation in the form of a letter on an employer/educational letterhead

allowing the leave of absence for this reason must be submitted to DECCD.

(4) Parent(s) shall be allowed six (6) weeks of child care assistance in cases of adoption of a new child or

when a foster child is placed in the home if the employer/educational institution approves the leave

time.

(5) Parent(s) shall be allowed up to thirty (30) days of sick leave from their job if documented by their

employer and physician. Extenuating circumstances in which additional time is required shall be

handled on a case-by-case basis.

(6) A child shall be allowed fifteen (15) paid unexcused absence days per federal fiscal year (beginning

October 1 and ending September 30). Families have a choice of when they want to use these paid

unexcused absence days. Additional paid excused absence days may be allowed due to court-ordered

visitations, chronic illness, contagious illness, and medical treatment for children with special needs

and if appropriate supporting documentation is provided either prior to or up to three (3) business

days after the absence. Appropriate supporting documentation must be provided from a licensed

healthcare provider (on letterhead) for chronic illness, contagious illnesses, and medical treatment for

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children with special needs. Documentation (on letterhead) for court-ordered visitations must be

provided by the caseworker. Providers must maintain this documentation (as described in Section

9.5.1) and must code the paid excused absence per the child care payment system attendance codes.

(7) DECCD shall pay for up to eleven (11) holidays (listed in (8) below) for the period beginning

October 1 through September 30. If the Governor allows days in addition to the list below in

observance of a holiday, providers shall be notified that they are also allowed these extra days. If the

identified holiday falls on a weekend, the DECCD Director shall designate weekdays to observe the

holiday at their discretion.

(8) Approved paid holidays for CCPP-approved providers:


The Third Monday of January Dr. Martin Luther King, Jr.’s Birthday and Robert E.

Lee’s Birthday


The Last Monday of May National Memorial Day/Jefferson Davis’ Birthday


The First Monday of September Labor Day

November Thanksgiving Day & the Friday After




9.5.6 OVER-PAYMENTS AND UNDER-PAYMENTS

(1) If a provider discovers an error in the payment issued, the provider shall notify the DECCD to

request an adjustment within 30 days of the issuance of the payment. Questionable payments or

incorrect payments shall be adjusted during the next regularly scheduled payment cycle.

9.5.7 ABSENTEES AND NOTICE

(1) If a child is absent for more than two consecutive weeks for medical reasons, the parent is

required to submit a doctor’s statement. Extenuating circumstances shall be handled on a case-

by-case basis.

(2) In the case of a court-ordered visitation, DECCD must be notified, and a copy of the visitation

order from the court must be kept on file by the provider. Any days a child is absent due to court-

ordered visitation shall be considered excused absences and will not count toward a child’s paid

unexcused absence days. Parents are responsible for paying their determined co-payment amount

in full even if the child does not attend due to court-ordered visitation.

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(3) The Child Care Payment Program (CCPP) shall provide a two (2) week notice for the termination

of all certificates issued to CCPP-approved providers, except in the instance of substantiated

provider fraud, policy violations, events that threaten the health or safety of a child, or the

conviction of the child care provider for any crime if the criminal acts could have a detrimental

effect on the children in their care.

(4) A child care center shall remain open on days when children are taken on field trips, or any other

day outside of the approved holiday list provided by DECCD, for any children who cannot attend

the field trips or who still need child care during holidays not approved by DECCD.

9.5.8 CHANGES IN TAX IDENTIFACTION

(1) DECCD shall only issue payments through the CCPP to the individual or entity attached to the

Employee Identification Number (EIN) or Social Security Number (SSN) on record. If a provider

elects to change from an EIN to an SSN, DECCD shall only approve the change if there is no lien or

levy against the EIN of record. In the event that a facility changes ownership, the current provider

shall alert DECCD prior to the change in ownership so that all certificates can be terminated and

reissued to the new owner upon the last day of operation. If the new owner fails to complete the

CCPP approval process prior to the first date of operation under new ownership, there shall be a lapse

in payment until the new owner completes the CCPP approval process. No payments shall be made

for any care provided while this lapse in approval occurs.

9.5.9 TAX IDENTIFICATION AND FEDERAL BACKUP WITHHOLDING

(1) DECCD shall not approve an application for an individual or center to become a CCPP-approved

provider if information on the W-9 is missing or incorrect. The W-9 must be signed and dated in

order to be accepted by DECCD.

(2) In the event that a CCPP-approved provider has a missing or incorrect Tax Identification Number

(TIN), DECCD shall deduct the Backup Withholding (BWH-B) Rate of 28 percent from future

payments through the CCPP program until the correct TIN or name is supplied to DECCD. A TIN

shall be considered to be missing or incorrect if it is not provided, has more or less than nine numbers,

has an alpha character as one of the nine positions, or is in the proper format with a NAME/TIN

combination that does not match or cannot be found in IRS or SSA files.

A. If a CCPP-approved provider has a missing TIN, DECCD shall notify the provider via certified

mail and immediately apply backup withholding until a W-9/TIN is supplied.

B. If a CCPP-approved provider has an incorrect name/TIN, DECCD shall send via certified mail a

First B-Notice and a W-9 form. The envelope shall be clearly marked that important tax

information is enclosed. The provider shall be given thirty (30) business days to respond to

complete the W-9 with a correct name/TIN. Failure to respond to the first B-Notice within thirty

(30) business days will result in immediate backup withholding until the completed W-9 is

returned.

C. If DECCD receives a second notification from the IRS within a three-year period that the

provider TIN is incorrect, DECCD shall issue a Second B Notice to the provider. The Second B

Notice shall not include a copy of the W-9. The provider shall be given thirty (30) business days

to provide DECCD with a copy of his or her Social Security Card or a 147C. Failure to respond to

the second B-Notice within thirty (30) business days shall result in immediate backup

withholding until the documentation is provided.

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(3) Tax-exempt organizations, government agencies, and corporations may be exempt from backup

withholding according to IRS regulation.

(4) DECCD shall keep a record of withholdings in order to submit an Annual Return of Withheld Federal

Income Tax Form 945 to the IRS.

9.6 PROVIDER REIMBURSEMENT (1) DECCD sets rates for reimbursement to CCPP-approved providers based on whether the center is

designated as standard or comprehensive. These reimbursement rates shall be published on the

DECCD website and the state’s child care consumer education website.

(2) Reimbursement rates shall be reviewed every three (3) years to ensure the rate is adequate and to

ensure equal access to services for children in the CCPP.

(3) The process for determining provider reimbursement rates is described as follows:

A. Mississippi’s child care reimbursement rate is set at 75 percent of the state’s average child

care payment rates by age of child, child’s full- or part-time status, and facility type based on

the most recent Market Rate Survey (MRS).

B. The methodology for the most current MRS shall be available on the DECCD website and the

state’s child care consumer education website.

9.7 MONITORING PROCEDURES (1) Annual Inspections: All providers participating in the certificate program shall have an inspection at

least once annually in accordance with federal requirements (CCDBG 658E(c)(2)(K)).

A. Licensed Child Care Centers

i. The Mississippi State Department of Health (MSDH) has the primary responsibility of

conducting annual unannounced inspections of licensed child care centers.

ii. DECCD may conduct a monitoring visit of a CCPP-approved licensed child care center

when the provider’s records indicate a need for technical assistance or to conduct a record

review. Any observed or suspected health and safety violation(s) shall be reported to

MSDH.

B. License-Exempt Providers

Child care monitoring agents from DECCD shall conduct annual inspections of CCPP-

approved license-exempt providers. These agents shall conduct both announced and

unannounced annual-inspection visits. If the monitoring visit results in a finding(s) or

violation(s), the provider may receive a follow-up visit within three (3) months to ensure

compliance with the corrective action plan. The monitoring visits shall include a record

review as outlined in (2) of this subsection and a review of compliance with health and

safety regulations as outlined in (5) of this subsection.

Child care monitoring agents must satisfactorily complete training before visiting child

care providers for inspection. This training shall include the procedures for conducting a

visit, proficiency with the information provided in this manual, and the process for

reporting findings or violations. This training shall be renewed on an annual basis.

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C. Inspection reports and any corrective actions (if applicable) shall be made publicly available on

the state’s child care consumer education website (described in Section 7.1). A full history of

inspection reports shall be made publicly available on the child care consumer education website

for a minimum of five (5) years. Non-critical findings or violations that satisfy the requirements

of the corrective action plan may be removed from the website if the provider does not have

multiple findings or violations in a single visit and if approved by DECCD.

(2) Record Reviews: Monitoring visits shall include a review of the following records, which shall be

made available to the monitoring agent or investigator:

A. Attendance Records: CCPP-approved providers must maintain a daily attendance roster (sign-

in/sign-out sheets) for each child in accordance with Section 9.5.1. The attendance recorded on

the center's attendance roster shall be compared to the attendance reported to DECCD. All

documentation related to child attendance shall be reviewed.

B. Published Rates: The provider's published rates charged to the general public shall be compared

to the rates requested and received on each certificate.

C. Documentation of Copayment Fees Collected: Monitoring agents shall verify the payment of co-

payment fees. CCPP-approved providers shall maintain a record of the payment of monthly co-

payment fees.

D. Licensure: A copy of the center's license or letter of exemption, if applicable, shall be requested if

a current copy is not on file with DECCD.

E. Statement of Agreement: Records shall be reviewed to verify that the provider has retained a

copy of the Statement of Agreement.

F. Hours of Operation: The center shall be monitored to make sure that the hours of operation meet

the needs of full-time working parents plus travel time. The center must be open at least five (5)

days per week.

G. Capacity: Attendance shall be checked to ensure that the provider is not receiving more (CCDF

and TANF) certificates than its licensed or allowed capacity would allow at any given time (for

example, nontraditional shifts and before- and after-school care). If it is determined during the

monitoring visit that attendance exceeds the provider’s licensed or allowed capacity, the situation

shall be reported to the Mississippi State Department of Health (MSDH) Child Care Facilities

Licensure Division and DECCD. Attendance in excess of licensed or allowed capacity is

considered fraudulent and shall result in a recoupment of funds issued for certificates in excess of

licensed or allowed capacity.

H. Immunization Records:

i. Licensed CCPP-approved providers shall continue to comply with MSDH immunization

regulations, ensure that the children in their facilities are immunized appropriately by age

(unless the child has a properly documented exemption for medical reasons), and keep

appropriate immunization records.

ii. License-exempt CCPP-approved providers shall maintain immunization records (Form

121 Certificate of Immunization issued by the Mississippi State Department of Health)

for all children in their care, themselves, and other approved caregivers and provide

copies to monitoring agents upon request.

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iii. In accordance with CCDBG 658E(c)(3), homeless children and children in foster care

who receive CCPP assistance shall be granted a twenty-four (24) hour grace period from

the date of admission into a CCPP-approved child care program to obtain the necessary

immunization records. No provider shall be punished for not having immunization

records for homeless children and children in foster care who have been enrolled in care

for fewer than twenty-four (24) hours prior to the time of inspection.

I. Proof of Staff Training: All providers must maintain documentation of the accrual of orientation

and ongoing training requirements as described in Section 9.11.

J. Record of Emergency Drills:

i. Licensed CCPP-approved providers must maintain a record of emergency drills as

required by the Mississippi State Department of Health (MSDH), Child Care Facilities

Licensure Division.

ii. License-exempt CCPP-approved providers must maintain a record of annual emergency

drills as described in Section 9.8.1.

K. Health and Safety: All providers must maintain documentation of any medication administered to

a child. The record must show the written authorization from the parent to administer medication,

name of medication, dosage, date and time of administration, and signature of dispensing

caregiver. This record shall also note any allergies and medical needs of the child.

(3) Fines:

A. Per the Center Statement of Agreement, all child care providers are notified that monitoring may

be announced or unannounced. Refusal to cooperate in the monitoring process shall result in a

financial penalty of $1,000, which will be deducted from future payment through the CCPP.

(4) Findings:

A. Findings shall be recorded on an official inspection form. A copy of the completed inspection

form shall be given to providers at the time of inspection.

B. If a center is not accurately recording attendance or is charging different rates, the center shall

receive a letter concerning the finding(s). Any overpayments that occurred because of these two

situations shall be recouped.

C. A center or provider with findings or violations that pose a health and safety risk (critical

violation) to children may be monitored again by either announced or unannounced visits to

monitor compliance with corrective action plans. If, on a follow-up visit, the center/provider is

still in non-compliance under the original finding(s), a copy of all correspondence regarding the

matter shall be forwarded to the Director of DECCD, and processes for Suspension or Debarment

described in Section 11.7 shall be engaged. Such incidences shall also be publicly reported on the

state’s child care consumer education website.

(5) Health and Safety: License-exempt CCPP-approved providers shall be monitored for compliance

with the following Health and Safety regulations as required by federal law (CCDBG 658E(c)(2)(J)).

These standards are reiterated in the Basic Health, Safety, and Nutritional Assurances form signed by

the provider as part of the registration process. When conducting an on-site inspection of a child care

provider, child care monitoring agents shall utilize the Monitoring Checklist, which is available on

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the DECCD website and the state’s child care consumer education website. Records of successful

completion of all trainings shall be maintained on site.

A. Prevention/Control of Infectious Disease:

i. A current MSDH Form 121 Certificate of Immunization must be kept on site for all

providers and children at all times.

a. In accordance with CCDBG 658E(c)(3), homeless children and children in foster

care who receive CCPP assistance shall be granted a twenty-four (24) hour grace

period from the date of admission into a CCPP-approved child care program to

obtain the necessary immunization records. No provider shall be required to have

immunization records for homeless children and children in foster care who have

been enrolled in their care for fewer than twenty-four (24) hours prior to the time

of inspection.

ii. Sick children and children with contagious conditions must be isolated and have a parent

immediately notified to pick up the child as soon as possible.

iii. Children must be checked each day upon arrival for contagious or infectious disease and

not admitted if ill.

iv. Providers must report infectious disease to the local Health Department.

v. The provider and any persons in the facility shall be free of contagious conditions.

vi. Children shall not use a common towel or wash cloth. All toilet rooms used by children

shall have toilet paper, soap, and individual disposable towels.

B. Sudden Infant Death Syndrome (SIDS) Prevention and Safe-Sleeping Practices:

i. Per MSDH Regulations Governing Licensure of Child Care Facilities (Rule 2.9.4), an

infant shall be placed on his/her back for sleeping unless written physician orders to the

contrary are in the child’s record. Sleeping infants shall be within view of the staff and

visually checked regularly when sleeping. Nothing shall obstruct the view of the staff or

prevent the staff from clearly seeing infants or children.

ii. Per MSDH Regulations Governing Licensure of Child Care Facilities (Rule 2.9.4),

infants shall be dressed in clothing appropriate for sleeping that is designed to keep the



degrees Fahrenheit. If a child is already asleep and not dressed in clothing appropriate for

sleeping, the caregiver does not need to awaken the infant to change his or her clothes.

iii. Cribs must meet federal standards. Upon purchase of a crib, providers must obtain

documentation verifying that the crib meets current federal standards. Providers must

keep this documentation for their records.

iv. Cribs shall only be used for sleep purposes.

v. Per MSDH Regulations Governing Licensure of Child Care Facilities (Rule 2.9.4),

providers shall use a firm mattress covered by a fitted sheet.

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vi. Per MSDH Regulations Governing Licensure of Child Care Facilities (Rule 2.9.4), items

such as but not limited to pillows, blankets, sheepskins, bumpers, soft objects, stuffed

toys, and loose bedding, shall not be in the crib.

vii. For children who are not infants, there must be clean individual beds, cots, mattresses, or

mats provided for each child to use for naps or sleeping.

viii. Cribs and mattresses must be thoroughly cleaned and sanitized before assignment for use

by another child. Soiled linens should be changed immediately with clean linens. Linens

shall be washed at least twice per week and kept clean.

C. Medication Administration and Parental Consent:

i. The administration of medication by caregivers must be limited to prescription or non-

prescription medication as directed by the prescribing health care providers for a specific

child. The medication must also be accompanied by the written permission of the parent.

ii. Prescription medication must be properly labeled with the child’s name; name and

contact information of the prescribing physician or nurse practitioner; name and strength

of the medication; date the prescription was filled; expiration date; and instructions for

administration and storage.

iii. Non-prescription medication must be brought to the child care provider by the parent in

the original container and labeled with the child’s name, dosage, legible instructions for

administration and storage, and any specific warnings.

iv. Medication shall be inaccessible to children and shall have child-resistant caps, if

applicable.

v. Medication prescribed for one individual shall never be administered to another

individual.

vi. Unused medication shall be returned to the parent.

vii. The administration of medication by caregivers to a child shall be documented in the

child’s record. The record must show the written authorization from the parent to

administer medication, name of medication, dosage, date and time of administration, and

signature of dispensing caregiver. This record shall also note any allergies and medical

needs of the child.

D. Prevention/Response to Allergic Reactions:

i. Parents are required to inform child care providers of any allergies (food or otherwise) of

their children through written documentation that identifies each item to which the child

is allergic, provides legible instructions on how to avoid the item, lists symptoms of an

allergic reaction, and includes the name(s), dose(s), and method(s) of administration of

medication(s) to treat the allergic reaction.

ii. Caregivers must immediately notify the parent of any suspected allergic reactions,

including any contact with the item to which the child is allergic.

E. Environmental Safety:

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i. A caregiver shall maintain the facility, grounds, and equipment in safe condition. The

facility and grounds must be clean and free of debris or other potentially dangerous

hazards. All equipment must be in good repair.

ii. Garbage and/or trash must be removed from the facility regularly and from the grounds at

least once a week. Garbage shall be kept in a closed container and out of reach of

children.

iii. All electrical outlets within reach of children shall have safety outlets or have protective

covers.

iv. A caregiver shall not use multiple plugs or gang plugs unless surge protection devices are

used.

v. A caregiver shall keep the temperature of inside areas used by children at no less than 65

degrees (Fahrenheit) and no more than 78 degrees (Fahrenheit).

vi. The facility must be adequately ventilated at all times.

vii. Per MSDH Regulations Governing Licensure of Child Care Facilities (Rule 1.11.8),

electric fans, if used, shall be mounted high on the wall or ceiling or shall be guarded to

limit the size of the opening in the blade guard to less than one-half of an inch.

viii. Per MSDH Regulations Governing Licensure of Child Care Facilities (Rule 1.11.8),

portable, open flame, and kerosene space heaters are prohibited. Portable gas stoves shall

not be used for heating.

ix. Per MSDH Regulations Governing Licensure of Child Care Facilities (Rule 1.11.8),

electric space heaters shall be UL-approved; inaccessible to children; and stable; shall

have protective covering; and shall be placed at least three feet from curtains, papers, and

furniture.

x. Per MSDH Regulations Governing Licensure of Child Care Facilities (Rule 1.11.8),

fireplaces and fireplace inserts shall be screened securely or equipped with protective

guards while in use. The areas shall be properly drafted. The child care facility shall

provide evidence of cleaning the chimney at least once a year or as frequently as

necessary to prevent excessive buildup of combustibles in the chimney. Record of

chimney clearing shall be retained by the provider.

xi. Per MSDH Regulations Governing Licensure of Child Care Facilities (Rule 1.11.8),

heating units that utilize gas shall be installed and maintained in accordance with the

manufacturer’s instructions, be vented properly to the outside, and be supplied with

sufficient combustion air as required by the International Fuel Gas Code.

a. If the area of the state where the facility is located does not utilize the

International Fuel Gas Code, the installation and maintenance of any heating

units that utilize gas shall be in accordance with the manufacturer’s instructions

and any local ordinances that apply.

xii. It is the responsibility of the child care provider to provide the monitoring agent with

documentation that the heating units meet the stated standards.

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xiii. A facility shall install barriers or take other steps to ensure heating units are inaccessible

to children. Heating units include hot-water pipes, hot-water baseboard heaters hotter

than 110 degrees Fahrenheit, fireplaces, fireplace inserts, and wood stoves.

xiv. All facilities shall have hot and cold running water. Water coming from a faucet shall be

below 110 degrees (Fahrenheit) in all areas accessible to children. A facility may install a

water-tempering control valve ahead of all domestic water-heater piping.

xv. A caregiver must provide safe playing areas inside and outside the facility. Outside play

areas must be consistent with city/municipality regulations.

xvi. A caregiver’s outside play area must be safe, clean, and free of any debris. The caregiver

shall fence the outside play area when it is next to a highway, busy street, ditch, or other

hazardous area or when determined to be necessary for safety by the registered authority.

The fence shall have one latched gate for emergency exits.

xvii. The use of a trampoline is prohibited at any time during the hours of operation or by any

children receiving care at the home.

xviii. The facility must have a working landline telephone or cell phone and a valid working

phone number on file with DECCD at all times. DECCD shall be notified if the telephone

number is temporarily out of service.

xix. A caregiver shall unload all guns, including pellet or BB guns, rifles, shotguns, and

handguns, and keep them in a locked area inaccessible to children. Gun ammunition and

gun cleaning supplies shall also be in a locked area inaccessible to children.

xx. A caregiver shall keep all weapons in a locked area inaccessible to children.

xxi. A caregiver shall prohibit smoking, tobacco use, illegal drug use, and the drinking of

alcoholic beverages in all areas, including vehicles, when children are present. Possessing

or knowingly permitting illegal drugs or non-prescription controlled substances to be

possessed or sold on the premises at any time, regardless of whether children are present,

is prohibited.

xxii. A caregiver shall store combustible and flammable materials in a safe area away from

water heater rooms, furnace rooms, heaters, fireplaces, or laundry rooms.

xxiii. A child care facility shall have two (2) major exits readily accessible to children with no

obstructions in the pathways of these exits.

xxiv. Toys and objects (including high chairs, playpens, and cribs) shall be safe, durable, easy

to clean, and nontoxic.

xxv. A caregiver with pets shall comply with the following requirements:

a. A caregiver shall inform parents or guardians in writing before pets are

allowed at the residence.

b. A caregiver shall inoculate any pets as prescribed by a veterinarian and keep a

record of proof of inoculation prior to the pet’s presence at the residence.

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c. A caregiver shall not allow on the premises pets or other animals that are

undomesticated, dangerous, contagious, or vicious in nature.

d. Areas of confinement, such as cages and pens, and outdoor areas shall be

cleaned of excrement daily.

e. A caregiver must be physically present during the handling of all pets or other

animals.

F. Prevention of Shaken Baby Syndrome and Abusive Head Trauma:

i. Infants and toddlers shall not be shaken or thrown. To calm a crying infant or toddler, a

caregiver shall gently rock the child, sing or talk softly to the child, or offer the child a

pacifier.

ii. Infants or toddlers who will not stop crying shall be checked for signs of illness, such as

fever. Parents shall be contacted if the child shows signs of illness.

iii. No form of corporal or harsh punishment, including yelling, slapping, spanking, or total

isolation, shall be used as a discipline measure.

iv. Any occurrence of an infant or toddler being shaken or thrown by a caregiver or a parent

shall be reported to the Mississippi Department of Child Protection Services (MDCPS).

G. Emergency Preparedness:

i. An up-to-date emergency/disaster preparedness and response (EPR) plan must be on file

and available.

ii. All providers shall post emergency numbers for the police, fire department, ambulance,

poison control center, and other emergency personnel or first responders in a visible

location.

iii. All caregivers shall have working smoke detectors in an amount consistent with and

installed per manufacturer’s instructions.

iv. All caregivers shall have a fire extinguisher that is serviced annually by a qualified fire

extinguisher technician.

v. A box of baking soda must be kept in the kitchen to help extinguish small grease fires.

H. Handling and Storage of Hazardous Materials:

i. A caregiver shall keep all hazardous materials, including medications, poisons, toxic

materials, cleaning agents, pesticides, alcohol, sharp or pointed objects, and any other

dangerous materials, in a storage area inaccessible to children.

ii. A caregiver shall change wet and soiled diapers and clothing promptly. A caregiver shall

not change a diaper in a food preparation area. Caregivers shall wash their hands before

diapering children and wash their hands and the child’s hands after every diaper change.

A caregiver shall change a child’s diaper on a clean, safe, waterproof surface; discard any

disposable covers; and disinfect the surface after each diaper change.

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a. If a child’s clothing is soiled at any point, the caregiver shall change the child’s

clothing and store the soiled clothing in a securely tied plastic bag to send

home with the child.

I. Transportation Safety:

i. A child shall only be transported in a vehicle of any type if the child is properly secured

in an age-appropriate restraining device.

ii. Children shall only be transported in vehicles that have current registration and insurance

coverage.

iii. The driver shall have a valid driver’s license and comply with motor vehicle and traffic

laws.

J. Pediatric First Aid and Cardiopulmonary Resuscitation (CPR):

i. All caregivers must be satisfactorily trained in Infant and Child CPR and basic first aid.

ii. At least one caregiver with a current CPR certification must physically be present during

all times when children are in care.

iii. The facility shall have a first-aid kit stored in a convenient place inaccessible to children

but easily accessible to the caregiver. The kit shall contain at least adhesive bandages,

gauze pads, adhesive tape, scissors, soap, non-porous latex gloves, and a thermometer.

K. Child Abuse and Neglect:

i. Monitoring agents shall observe children within the child care facility for visible signs of

abuse or neglect. Any suspicion of abuse or neglect shall be reported to the Mississippi


ii. Monitoring agents shall check training records to ensure that caregivers, teachers, and

directors have been trained in compliance with Mississippi’s child abuse reporting laws.

iii. Monitoring agents shall check for the presence of individuals residing in the facility who

have not submitted to a Child Abuse and Neglect registry check and/or comprehensive

background check.

L. Health and Safety Training:

i. Providers shall have documentation of successful orientation and ongoing training hours

as described in Section 9.11.

M. Notifying Parent(s):

i. A child’s parent shall be notified immediately of emergency or urgent issues. Such

notifications, including the issue/event, the date and time of the issue, and how the issue

was addressed shall be noted in the child’s record.

(6) Pictures may be taken at the time of any monitoring visit for the purpose of documentation.

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9.8 EMERGENCY/DISASTER PREPAREDNESS AND RESPONSE CCDBG mandates that all child care providers who are approved by DECCD to accept CCDF subsidies

must have an emergency preparedness and response (EPR) plan to protect the health and safety of

children and staff. CCPP-approved providers in Mississippi should have an EPR in place. This section

identifies the items that a provider must include in their EPR, the frequency with which the EPR should

be reviewed and/or updated, dissemination procedures for the EPR, frequency of emergency-related

drills, additional emergency preparedness resources, and requirements for personnel training related to

emergency response.

9.8.1 EMERGENCY/DISASTER PREPAREDNESS AND RESPONSE (EPR) PLAN

(1) CCPP-approved child care providers are required to have a written EPR plan in the event of a fire,

natural disaster, or other threatening situation that may pose a health or safety hazard to the children

in the center in accordance with federal law CCDBG 658(c)(2)(U). The plan shall include but is not

limited to:

A. Two designated emergency relocation sites (which align with regulations from MSDH);

i. One site must be a minimum of one mile away from the facility.

ii. One site must be at least five miles away from the facility for more widespread

emergencies.

B. Procedures for evacuation, relocation, shelter in place, and lockdown;

i. The procedures shall include how children will be safely transported, if necessary, in an

emergency situation.

C. Procedures for notifying parents of emergency or urgent situations and of the relocation, if

applicable, to ensure family reunification;

D. Procedures to address the needs of individual children, including infants and toddlers,

children with chronic medical conditions, and children with special needs;

E. Guidelines regarding continuity of care;

F. Identification of staff responsibilities and assignment of tasks, as appropriate;

G. Coordination with local emergency management officials; and

H. Information on staff training or orientation to ensure that staff are familiar with the plan’s

components.

(2) CCPP-approved child care providers shall review and update their EPR plans on an annual basis and

after any relevant incident.

(3) CCPP-approved child care providers shall retain an updated copy of the EPR plan for evacuation,

provide an updated copy of the plan to appropriate local emergency management officials, and

provide a copy of the plan to each parent of the child at the time of the child’s enrollment in the

program and whenever the plan is updated.

(4) CCPP-approved licensed providers shall conduct and document emergency preparedness drills per the

guidelines established by the MSDH Child Care Facilities Licensure Division. CCPP-approved

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license-exempt child care providers must conduct the following emergency preparedness drills and

document such drills:

A. A fire drill must be conducted during hours of operation at least twice annually.

B. A tornado drill must be conducted during hours of operation at least twice annually.

C. A lockdown drill must be conducted during hours of operation at least twice annually.

D. An earthquake drill may be conducted during hours of operation annually at the option of the

provider.

(5) Resources regarding disaster preparedness can be found on the DECCD website and the consumer

education website. A template for preparing an EPR plan is provided on the DECCD website.

(6) Training requirements related to emergency/disaster preparedness for child care providers, staff, and

other personnel are located in Section 9.11.1.

9.8.2 OTHER URGENT OR EMERGENCY INCIDENTS

CCPP-approved providers shall also prepare a written plan for reporting and managing other types of

urgent events, including but not limited to lost or missing children, suspected child abuse, intruders, mass

shooting, or injuries or illnesses requiring medical attention or emergency care. All caregivers shall be

trained on the procedures for reporting and managing emergency or urgent incidents.

9.8.3 DECCD RESPONSIBILITIES

In the event of an emergency declared by the President of the United States or Governor of Mississippi or

that results from a natural disaster or human-caused event, the role of DECCD is to support child care

providers and to assist in the provision of safe and healthy child care alternatives for families during and

after such disasters or emergencies. DECCD is responsible for training DECCD staff on emergency

preparedness and training of disaster teams, preparing and updating EPR plans, collaborating with early

childhood partners about their roles in emergency preparedness and response, and making provisions for

the continuation of core DECCD functions. As part of emergency or disaster response, DECCD shall

identify the needs of families currently receiving subsidized child care services, and implement

procedures to process new applications for families needing assistance as a result of an emergency or

disaster. Emergency procedures for CCDF-subsidized child care are described in the Emergency

Procedures for the Mississippi Child Care Payment Program document on the DECCD website.

9.9 DEVELOPMENTAL AND BEHAVIORAL SCREENINGS (1) CCPP-approved providers shall establish a process for ensuring that children in their care receive an

age-appropriate developmental and behavioral screening upon enrollment and when developmental

concerns arise or annually. Providers must document the results of these screenings in their child

records. Providers must submit their process to monitors during monitoring or inspection visits. The

process for developmental and behavioral screenings shall include:

A. Identifying who will conduct the screening, whether it be the child care provider themselves, the

provider connecting parents to resources to ensure that the screening occurs, a qualified local

agency, or local health care provider.

i. Child care providers who opt to conduct the screening themselves must have the

appropriate training.

B. Parent education, consent, and participation.

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C. Connecting parents to available resources, including the consumer education website, and

support, such as a local primary health care provider.

9.10 SOCIAL EMOTIONAL BEHAVIORAL HEALTH (1) In accordance with CCDBG 658E(c)(2)(G), CCPP-approved providers shall complete ongoing

training and professional development that promote the social, emotional, physical, and cognitive

development of the children in their care and exclusionary discipline practices.

(2) CCPP-approved providers shall establish practices for promoting developmentally appropriate social-

emotional-behavioral health practices and procedures for discipline and intervention. These

procedures and practices shall be clearly communicated to all staff, families, and community partners.

(3) DECCD recommends that child care providers limit the use of expulsion, suspension, and other

exclusionary discipline practices; these practices should only be used as a last resort. Should a



transitioning a child to another program is necessary for the well-being of the child or his or her peers,

providers are encouraged to take a series of documented steps to ensure a smooth transition into

another setting that offers a rich social context and opportunities for interactions with socially

competent peers so that the child’s learning and social skills practice are optimized in a natural

environment. If the child has a disability and is receiving services under the Individuals with

Disabilities Education Act (IDEA), the provider and DECCD shall ensure that additional applicable

procedural safeguards and requirements are met.

(4) In order to set goals for improvement and analyze data to assess progress, DECCD shall coordinate

with other early childhood programs in Mississippi to collect and analyze statewide data on

expulsions, suspensions, and other exclusionary discipline practices.

(5) DECCD will work with CCPP-approved providers and other Mississippi early childhood stakeholders

to invest in child care workforce preparation and development. This process shall be designed to

ensure that early childhood programs promote children’s social-emotional and behavioral health and

eliminate or severely limit the use of expulsion, suspension, and other exclusionary discipline

practices. This process shall include the use of a percentage of CCDBG funds for activities—such as

entry-level credentials; higher education; statewide early childhood mental health consultation;

statewide endorsements for infants, early childhood, and family mental health specialists; statewide

models of positive behavior intervention and supports; and career pathways—that enhance the quality

of child care programs and strengthen Mississippi’s child care workforce.

(6) DECCD seeks to assist child care providers in improving program quality. To achieve this goal,

DECCD shall collect and evaluate data to identify gaps in professional development, accessibility,

affordability, and quality of child care workforce. To achieve this goal, staff qualifications should be

high, and professional development should be provided on an ongoing basis, including professional

development that addresses social-emotional-behavioral development and exclusionary discipline

practices.

9.11 PROFESSIONAL DEVELOPMENT This section describes the training requirements for all CCPP-approved child care providers, teachers, and

directors. DECCD seeks to assist Mississippi child care providers in improving the quality of their child

care services. To achieve this goal, DECCD shall collect and evaluate data to identify gaps in professional

development, accessibility, affordability, and child care workforce quality. Child care providers and their

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personnel are required to complete orientation training and ongoing professional development on an

annual basis or as necessary due to a violation or another incident.

9.11.1 TRAINING REQUIREMENTS FOR CHILD CARE PROVIDERS AND PERSONNEL

(1) Orientation Training:

A. All caregivers, teachers, and directors in CCPP-approved care settings are required to complete

three (3) hours of orientation training within ninety (90) days from their hire date. This training

requirement is waived if the caregiver, teacher, or director has completed the training from a

previous employer and provided the appropriate documentation of the training to the new

employer and to DECCD.

i. CCPP-approved providers shall maintain documentation of completed orientation

training for caregiver staff and volunteers who engage in child care. This documentation

must be made available to monitors and/or DECCD upon request.

B. Orientation training shall be delivered through a variety of platforms to meet the needs of child

care providers. These platforms may include but are not limited to online training with proctored

examinations or face-to-face lectures/workshops with proctored examinations.

i. Caregivers are required to register in advance for the training, attend the entire session,

and score satisfactorily on the corresponding examination to receive a certificate of

completion.

ii. Orientation training courses shall be provided free of charge, with the exception of

certification of cardiopulmonary resuscitation (CPR) (see Section 9.7 regarding

certification in CPR).

C. In accordance with CCDBG 658E(c)(2)(I), orientation training shall include all of the topic areas

listed below and as outlined in Section 9.7:

i. Prevention and control of infectious disease;

ii. Prevention of Sudden Infant Death Syndrome (SIDS) and the use of safe-sleeping

practices;

iii. Administration of medication consistent with standards for parental consent;

iv. Prevention and response to emergencies due to food and allergic reactions;

v. Building and physical premises safety, including identification of and protection from

hazards, bodies of water, and vehicular traffic;

vi. Prevention of shaken baby syndrome and abusive head trauma;

vii. Emergency preparedness and response planning for emergencies resulting from a natural

disaster or human-caused event that shall include procedures for evacuation, relocation,

shelter in place, lock down, staff and volunteer emergency preparedness training and

practice drills, communication and reunification with families, continuity of operations,

and accommodation of infants and toddlers, children with disabilities, and children with

chronic medical conditions;

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viii. Handling and storage of hazardous materials and the appropriate disposal of

biocontaminants;

ix. Appropriate precautions in transporting children, if applicable;

x. First aid and cardiopulmonary resuscitation (CPR);

xi. Child abuse and neglect;

1. Recognizing signs, symptoms, or behaviors of child abuse and neglect and

MDHS reporting procedures for suspected child abuse or neglect cases.

Caregivers are mandatory reporters of child abuse and neglect if the

caregiver suspects that a child in their care is being abused or neglected by a

parent, family member, child care worker, or other individual with access to

the child. The caregiver should submit the report directly to the Mississippi

Department of Child Protection Services; it is not sufficient for the caregiver

to submit the report to their supervisor or child care director. All claims of

report of abuse or neglect will be handled pursuant to state and federal laws

and agency policy.

xii. Child development.

(2) Ongoing Professional Development:

A. All CCPP-approved providers, teachers, and directors shall follow licensing guidelines regarding

the accrual of annual training hours.

B. Providers must renew health and safety training listed in Section 9.11.1 according to the

following schedule to remain eligible as a CCPP-approved provider:

i. Providers shall renew training on the prevention and control of infectious diseases

(including immunization) every two (2) years;

ii. Providers shall renew training on the prevention of sudden infant death syndrome and use

of safe-sleeping practices every two (2) years;

iii. Providers shall renew training on the administration of medication, consistent with

standards for parental consent, every two (2) years;

iv. Providers shall renew training on the prevention of and response to emergencies due to

food and allergic reactions every two (2) years;

v. Providers shall renew training on building and physical premises safety, including

identification of and protection from hazards that can cause bodily injury such as

electrical hazards, bodies of water, and vehicular traffic, every two (2) years;

vi. Providers shall renew training on the prevention of shaken baby syndrome and abusive

head trauma every two (2) years;

vii. Providers shall annually renew training related to emergency preparedness and response

planning for emergencies resulting from a natural disaster or a human-caused event (such

as violence at a child care facility), within the meaning of those terms under Section

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602(a) (1) of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (42

U.S.C. 5195a(a)(1));

viii. Providers shall renew training on the handling and storage of hazardous materials and the

appropriate disposal of biocontaminants every two (2) years;

ix. Providers shall renew training on precautions in transporting children (if applicable)

every two (2) years;

x. Providers shall renew training and/or certification on first aid and cardiopulmonary

resuscitation (CPR) every two (2) years.

C. Child care providers shall maintain documentation of the completion of training hours. This

documentation shall be made available to DECCD monitors upon request.

(3) Professional development that addresses social-emotional-behavioral development, mental health,

expulsion, and exclusionary discipline practices shall be conducted on an ongoing basis.

(4) CCPP-approved providers shall also establish a process for ensuring that children in their care receive

an age-appropriate developmental and behavioral screening upon enrollment.

(5) In accordance with CCDBG 658E(c)(2)(P), DECCD shall engage other Mississippi agencies or

organizations that deliver child care and development services to expand available training programs

and continually improve the quality of child care services available in the state.

(6) Failure to comply with orientation training or ongoing professional development requirements

described above may result in suspension from the Child Care Payment Program (CCPP).

10. DISPUTES AND ADMINISTRATIVE HEARINGS Please see “Appendix A” regarding the policy and procedures for disputes and administrative hearings

or see Part 23 Chapter 1: “Administrative Hearings for Child Care Payment Program Policy Manual.”

11. FRAUD AND ABUSE This section outlines the policies and procedures for handling alleged or substantiated fraud in the Child

Care Payment Program (CCPP) by a parent and/or provider.

11.1 POLICY STATEMENT Any parent or provider who applies for or receives CCDF subsidies by using false statements, or any

person who assists a parent or provider to receive such public assistance with knowledge of false

statements, is committing fraud. If a suspicion of fraud is investigated and substantiated, the Director of

the Division of Early Childhood Care and Development (DECCD) shall exercise discretion in

determining the sanctions against the responsible party, which may include the following: recoupment of

improper payments, suspension, debarment, or criminal prosecution.

11.2 TYPES OF IMPROPER PAYMENTS (1) An Administrative Error occurs when DECCD staff takes an incorrect action or fails to take an action

that causes an improper payment.

(2) An Intentional Program Violation (IPV) occurs when a parent or provider intentionally falsifies,

misrepresents, or withholds information that could result in a family or provider becoming ineligible

or approved or in reduced family benefits. Examples of IPVs include but are not limited to the

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following: overclaiming payment for child care services rendered, claiming payment for a child who

no longer attends the child care facility, failing to maintain sign-in/sign-out sheets, forging sign-

in/sign-out sheets, forging change-of-provider forms, forging signatures, failing to charge

copayments, and having multiple certificates for the same child. Intentional Program Violations are

considered fraudulent, and all Suspected Intentional Program Violations (SIPVs) shall be referred to

the MDHS Division of Program Integrity (DPI).

11.3 MDHS DIVISION RESPONSIBILITIES (1) DECCD may conduct an internal audit of an Administrative Error if all the documentation necessary

to conduct the audit is available to DECCD staff. Any findings that result from an internal audit shall

(2) DECCD shall place the responsible or affected party on a recoupment plan to recover the improper

payment. The recoupment plan may include garnishment of future CCPP payments. Payment plans

shall not exceed twelve (12) months.

(3) DECCD shall refer all Suspected Intentional Program Violations to DPI. DECCD staff shall not

attempt to investigate any SIPVs on the part of a parent and/or provider. DECCD staff shall compile

any documentation in their possession to support an investigation of suspected fraud or misuse of

funds. Compiled documentation shall be referred directly to the Director of the DECCD for referral to

DPI for investigation. When an SIPV is referred, DPI may decide to conduct an audit or a fraud

investigation based on the allegations and compiled documentation. DECCD staff shall not alert the

parent and/or provider of any suspicion of fraud or misuse of funds while a DPI audit or investigation

is pending. No DECCD staff member shall communicate with a provider or person of interest during

an investigation of an SIPV. Funding shall continue during the audit or investigation.

11.4 REFERRALS TO THE MISSISSIPPI STATE DEPARTMENT OF HEALTH (1) Any suspicion on the part of a DECCD or DPI staff member that a licensed center is not in

compliance with the Regulations Governing Licensure of Child Care Facilities shall be reported

immediately to the Mississippi State Department of Health (MSDH).

(2) Licensure violations shall only be included in the findings of an audit or fraud investigation

conducted by an MDHS employee when those violations result in an improper payment, such as

attendance in excess of licensed capacity. A child care facility with a suspected licensure violation

may remain CCPP approved until the facility is closed by MSDH.

(3) Licensure violations that shall be reported to MSDH include but are not limited to:

A. Attendance in excess of licensed capacity;

B. Improper child-to-staff ratios;

C. Use of corporal punishment or verbal abuse;

D. Forged director or staff credentials;

E. Forged professional development certificates;

F. Substandard facilities; or

G. Environmental hazards.

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11.5 AUDIT FINDINGS (1) At the conclusion of an audit, DPI shall compile a report of any findings that will be briefed to the

DECCD. During said briefing, DECCD shall direct DPI to initiate the recoupment process for any

DPI audit that has resulted in questionable costs or improper payments. While not all audit findings

are considered fraudulent, the report shall include and clearly indicate any activity that appears to be

fraudulent, and such findings shall be subject to the fraud sanctions outlined in Sections 11.6 - 11.9.

Individuals with repeated audit findings shall also be subject to fraud sanctions.

(2) DECCD shall communicate the findings of the audit to the responsible party. Communication may be

electronic. The correspondence shall include the total amount of funds to be recouped by DPI.

(3) Any audit findings of apparent fraud shall be recorded in the Child Care Payment System (CCPS).

11.6 SUBSTANTIATED INTENTIONAL PROGRAM VIOLATIONS (1) At the conclusion of a fraud investigation, DPI shall report any findings of fraud to the DECCD.

(2) Upon a finding of substantiated fraud, the Director of DECCD shall utilize discretion in the

administration of fraud sanctions, which may include:

A. Recoupment of improper payments;

B. Suspension or debarment from the CCPP; or

C. Criminal prosecution.

(3) DECCD shall communicate the results of the investigation to the responsible party. Communication

may be electronic. The correspondence shall detail any sanctions imposed at the discretion of the

Director of DECCD. The correspondence as well as any record of substantiated fraud shall be

recorded in the Child Care Payment System (CCPS).

11.7 SUSPENSION AND DEBARMENT (1) Upon the first offense, substantiated fraud on the part of a parent or provider may result in suspension

from the CCPP for a period of one year. Repeat offenders are subject to permanent disbarment from

the CCPP.

A. During suspension, a parent shall not apply for or receive CCPP funding until the date indicated

on the Notice of Suspension.

B. During suspension or upon debarment, a provider shall not hold any administrative position in a

facility or home in which CCPP subsidies are received. Additionally, the provider shall not hold

any position responsible for the recording or tracking of enrollment and attendance or for the

completing and reporting of family/child status and/or enrollment and attendance.

(2) In the event that fraud is substantiated in a child care facility and the center/provider is suspended or

permanently disbarred from the CCPP or if the child care facility fails to meet the corrective action

plan for a critical violation by the follow-up inspection, DECCD shall assist the parent(s) with

locating an alternative child care facility or home without an interruption in child care services, unless

the parent(s) chooses to keep their child(ren) at the center and forfeit CCPP funding. In this situation,

a notarized statement of fact from the parent(s) must be retained by DECCD. If it is determined that

fraud was committed by a parent, the provider shall be allowed two (2) weeks’ notice of termination.

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11.8 RECOUPMENT OF FUNDS (1) DECCD shall be responsible for administering any recoupment plan that is the result of an internal

audit.

(2) DPI shall be responsible for administering any recoupment plan that is the result of any audit or fraud

investigation that was conducted by DPI. DPI shall employ the following steps to recoup funds based

upon substantiated fraud:

A. Issue a letter outlining the violated DECCD policy, the total amount of funds to be repaid, the

legal action to be pursued if the parent or facility owner fails to cooperate, and a response time

frame of 15 calendar days. The letter and a report shall be sent to the alleged offender by certified

mail. A copy of the letter shall be retained by DPI and the Director of DECCD.

B. Track receipt of payments on a case-by-case basis until all funds have been recouped.

C. File criminal charges with the appropriate local law enforcement agency if the parent or provider

fails to cooperate.

(3) DPI shall report to DECCD the total funds recouped within the Fiscal Year (FY).

11.9 CRIMINAL PROSECUTION (1) Findings of substantiated fraud are subject to criminal prosecution at the discretion of the director of

DECCD. Upon such a recommendation, DPI shall be responsible for pursuing criminal prosecution of

the responsible party. Criminal prosecution shall be consistent with state and federal law.

(2) When fraud is substantiated and DPI pursues criminal prosecution, the following steps shall occur:

A. Applicable criminal charges shall be filed with the appropriate local law enforcement agency.

B. Upon conviction, funds shall be recovered through restitution ordered by the court. Checks issued

by the court for restitution shall be made payable to Treasurer, State of Mississippi, and mailed

directly to DPI.

i. Whether or not a conviction results, funds may be recouped by DPI, and the responsible

party may be suspended or disbarred from the CCPP.

C. DPI staff shall track receipt of checks issued for payment of restitution on a case-by-case basis

until all funds have been recovered.

“Appendix A”

Title 18: Human Services

Part 23: Division of Administrative Hearings

Part 23 Chapter 1: Administrative Hearings for Child Care Payment Program Policy Manual

ADMINISTRATIVE HEARINGS FOR CHILD

CARE PAYMENT PROGRAM POLICY

MANUAL


DIVISION OF ADMINISTRATIVE HEARINGS

750 NORTH STATE STREET


Table of Contents

1. GENERAL…………………………………………………………………………………… 4

2. DEFINITION………………………………………………………………………………… 4

3. NON-DISCRIMINATION…………………………………………………………………… 4

4. GLOSSARY OF TERMS…………………………………………………………………….. 4

5. BASIS FOR AN APPEAL ……………………………………………………………………. 5

6. TIME LIMITS FOR THE AGENCY APPEALS PROCESS.................................................... 6

7. WRITTEN REQUESTS REQUIRED FOR APPEALS ………………………....................... 6

8. ACKNOWLEDGEMENT OF APPEAL REQUEST……………………………………......... 6

9. AGENCY APPEALS PROCESS, LEVEL I (AAL-I); LEVEL II (AAL-II); AND

LEVEL III, ADMINISTRATIVE HEARING………….............................………………...... 7

10. ADMINISTRATIVE HEARING (AH) PARTICIPANTS………………………….............. 8

11. REPRESENTATIVE FOR CLAIMANT……………………………………………………... 8

12. AGENCY’S LEGAL REPRESENTATION………………………………………………….. 8

13. AGENCY RESPONSIBILITIES……………………………………………………………... 8

14. INDIVIDUAL’S RIGHTS AND RESPONSIBILITIES ...........................…………………... 8

15. AUTHORITY AND RESPONSIBILITY OF HEARING OFFICER………………………... 9

16. TIME AND PLACE OF HEARING…………………………………..................................... 9

17. POSTPONEMENT/CONTINUANCE……………………………………………………….. 9

18. INFORMAL DISPOSITION…………………………………………………………………. 9

19. GROUP HEARINGS………………………………………………………………………… 10

20. PREHEARING PROCEDURE………………………………………………………………. 10

21. HOLDING THE ADMINISTRATIVE HEARING…….....…………………………………. 10

22. SUMMARY AND DECISION………………………………………………………………. 11

1. GENERAL

An administrative hearing is a process that provides a parent or provider an opportunity

to appeal agency action or failure to act. It is an informal proceeding that gives both

parties their due process rights and a forum to provide evidence.

2. DEFINITION

Specifically, when the parent or provider disagrees with an action that has been taken, the

hearing provides the opportunity to more fully describe the circumstances, to present

evidence supporting the claim, and to have the eligibility for the Child Care Development

Fund (CCDF) program reviewed by someone not involved in the original decision.

Evidence that can be presented in a hearing is limited to circumstances known at the time

the agency decision was made. The claimant, or the individual, who has initiated the

proceeding by requesting an administrative hearing, bears the ultimate burden of proof to

overturn an adverse decision.

3. NON-DISCRIMINATION

Individuals shall not be discriminated against on the basis of race, color, national origin,

religion, sex, age, sexual orientation, gender identity, or disability in any provision of this

policy.

4. GLOSSARY OF TERMS

a. Administrative Hearing Process: the established procedure to provide a parent

or provider an opportunity to appeal an adverse decision.

i. Agency Appeal Level One (AAL-I): The first level of agency appeal,

which occurs upon the claimant’s timely written request. The AAL-I is an

informal telephonic meeting between the claimant and a supervisor other

than the Director of the Division of Early Childhood Care and

Development (DECCD) to attempt to resolve the issue(s). If the issue(s) is

not resolved after the AAL-I to claimant’s satisfaction, the claimant may

request an Agency Appeal Level Two. An AAL-I must occur, before an

AAL-II can take place.

ii. Agency Appeal Level Two (AAL-II): A second level of review wherein

the claimant, upon timely written request, meets either in person or

telephonically with the Director of the Division of Early Childhood Care

and Development (DECCD), to attempt to resolve the same issue(s) raised

in the AAL-I. If the issue(s) is not resolved to claimant’s satisfaction in

the AAL-II, the claimant may request an Administrative Hearing, which is

the third and final level of agency review.

iii. Administrative Hearing (AH): The third and final level of review within

MDHS, which occurs upon the claimant’s timely written request. The AH

will be held at the MDHS state office or telephonically upon written

request, and shall be conducted by the MDHS Executive Director or

executive designated hearing officer.

b. Agency Representative: An individual from the agency or its designee who is

authorized to represent the agency in an administrative hearing.

c. Authorized Representative: An individual who, via written authorization may

speak or act on the claimant’s behalf. Written authorization must be presented to

the Executive Director of MDHS directly from the parent or legal guardian to be

maintained in the claimant’s file.

d. Child Care and Development Fund (CCDF): A federally funded program

designed to improve the quality of child care and provide access to child care

services for eligible low-income families so they can work or attend an education

or job training program.

e. Child Care Payment Program (CCPP): A program administered by MDHS that

provides child care assistance to eligible low-income families.

f. Fraud: Any instance in which a parent or provider applies for or receives CCDF

subsidies by using false statements or any instance in which any person assists a

parent or provider to receive such public assistance with knowledge of false

statements.

g. Lead Agency: The Mississippi Department of Human Services (MDHS) is the

state entity that serves as the Lead Agency for the administration of programs and

services funded by the Child Care and Development Fund.

h. Prehearing Conference: An informal conference that is scheduled at the

discretion of the hearing officer to resolve issues of procedure, jurisdiction or

representation, or to clarify other issues prior to the Administrative Hearing.

5. BASIS FOR AN APPEAL

a. Any unresolved dispute concerning a question of fact under the

Application/Agreement between Division of Early Childhood Care and

Development (DECCD) and Parent or Provider shall be subject to a hearing.

b. A parent applicant or subsidy recipient has a right to appeal decisions regarding

eligibility for assistance, including the following issues:

i. Decisions regarding eligibility for the subsidy program;

ii. Denial of opportunity to make application or reapplication for benefits;

iii. Suspension or discontinuance of subsidy benefits in whole or in part;

iv. Decisions regarding good-cause exemptions from cooperation with the

Division of Child Support Enforcement at MDHS; or

v. Application of penalties that results in rejection of application, case

closure, or reduction of benefits.

c. A provider that has applied to participate in the subsidy program or that has

already been approved by DECCD has a right to appeal decisions, including the

following:

i. Denial of opportunity to make application or renewal of approved status;

ii. Application of penalties that result in rejection of application, suspension,

or debarment; or

iii. Recoupments or payment reductions.

d. Any child care provider who seeks to challenge the accuracy of a criminal

background check that results in the ineligibility of a prospective employee for

employment, pursuant to Child Care and Development Block Grant [CCDBG]

658H(e)(3)(A).

e. Some issues are not subject to the administrative hearing process, including

policies or agency actions that comply with federal or state regulations.

6. TIME LIMITS FOR THE AGENCY APPEALS PROCESS

a. A claimant who seeks to dispute an appealable decision of DECCD must submit a

written request for an AAL-I received at MDHS within thirty (30) calendar days

following the notification date on the two (2) week notice letter. Failure to submit

a timely written request shall be construed as a waiver of the claimant’s right to

appeal, and shall serve as a procedural bar to appeal the agency decision.

b. If the claimant seeks to dispute the decision in the AAL-I, the claimant must

submit a written request for an AAL-II within thirty (30) calendar days following

the date on the AAL-I letter of decision. The claimant may not initiate an AAL-II

until the claimant has received an adverse decision in an AAL-I.

c. If the claimant seeks to dispute the decision in the AAL-II, the claimant must

submit a written request for an Administrative Hearing within fourteen (14)

calendar days of the date on the AAL-II letter of decision. The claimant may not

initiate an Administrative Hearing until the claimant has received an adverse

decision in an AAL-II.

7. WRITTEN REQUESTS REQUIRED FOR APPEALS

a. In order for the claimant to formally initiate the agency appeals process, the

claimant must submit a written request for the appropriate level of appeal. The

written request must contain the claimant’s name, the agency decision the

claimant seeks to dispute, and the claimant’s signature. A written request is

required for each level of appeal. For an AAL-I and AAL-II, the written request

should be submitted to the Director of DECCD. After exhausting the first two (2)

levels of appeal, if the claimant wishes to pursue an Administrative Hearing, the

claimant must make a written request for a hearing to the attention of the

Executive Director. The claimant may be represented by anyone he/she

designates; however, he/she must make the designation in writing and submit

such to the Executive Director of MDHS.

b. The claimant may not request a hearing:

i. On behalf of another individual, or

ii. To discuss decisions regarding another person.

8. ACKNOWLEDGEMENT OF APPEAL REQUEST

When the claimant makes a timely request for an AAL-I or AAL-II, the DECCD shall

send a letter acknowledging receipt of the request within ten (10) business days, and

setting a date and time for an appeal conference. The letter shall state that the claimant

has the right to reschedule the appeal conference date and time, and shall give specific

instructions for doing so. The claimant shall have the responsibility for rescheduling the

appeal conference anytime after receipt of the acknowledgement letter, and prior to

twenty-four (24) hours before the scheduled appeal conference date and time.

When the claimant makes a timely request for an Administrative Hearing in the third and

final appeal level, the Director of Administrative Hearings Division of MDHS shall send

a letter acknowledging receipt of the request within ten (10) business days. The letter

shall state a date and time for the hearing, and that the claimant has the right to

reschedule the hearing with specific instructions for doing so. The letter shall state that

the claimant may reschedule the hearing anytime after receiving the letter of

acknowledgement, and twenty-four (24) hours before the hearing time and date.

9. AGENCY APPEALS PROCESS, LEVEL I (AAL-I); LEVEL II (AAL-II); AND LEVEL

III, ADMINISTRATIVE HEARING

a. AAL-I: The MDHS agency appeals process for DECCD begins with the AAL-I.

If a claimant seeks to dispute an appealable decision, the claimant must engage in

the AAL-I process by submitting a written request, pursuant to subsection 7 of the

Administrative Hearings Manual to the Director of DECCD within thirty (30)

calendar days of the email notice of the adverse decision. DECCD will send the

claimant a written notice acknowledging receipt of the claimant’s request, and

setting a date and time for the AAL-I. The AAL-I will be conducted by a

DECCD supervisor designated by the Director of DECCD, and will be conducted

telephonically. All documents must be submitted prior to or during the AAL-I. If

the claimant is dissatisfied with the decision in the AAL-I, the claimant may

appeal that decision by submitting a written request within fourteen (14) calendar

days of the date on the notice of adverse decision to initiate an AAL-II.

b. AAL-II: The second level of appeal is the AAL-II. When the DECCD receives a

timely written request for an AAL-II, the DECCD shall send the claimant a

written notice acknowledging receipt of the claimant’s request, and setting a date

and time for the AAL-II. The AAL-II will be conducted by the Director of

DECCD, telephonically, unless the claimant requests in writing to appear in

person. All documents must be submitted prior to or during the AAL-II. If the

claimant is dissatisfied with the decision in the AAL-II, the claimant may appeal

that decision by submitting a written request within thirty (30) calendar days of

the date on the notice of the adverse decision to the Executive Director of MDHS

to initiate an Administrative Hearing.

c. ADMINISTRATIVE HEARING: The third and final level of agency appeal

occurs in the Administrative Hearing. When the Director of Administrative

Hearings receives a claimant’s request, MDHS will send the claimant a written

notice acknowledging receipt of the claimant’s request, and setting a date and

time for the Administrative Hearing. The Administrative Hearing will be

conducted by the Executive Director of MDHS or an executive designated

hearing officer, and will be conducted at the State Office of MDHS, or

telephonically, upon written request. All documents must be submitted prior to or

during the hearing.

10. ADMINISTRATIVE HEARING (AH) PARTICIPANTS

a. The MDHS Executive Director or authorized executive designee will serve as the

hearing officer, MDHS legal representative, and any other appropriate MDHS

representatives deemed necessary by the Executive Director may be present for

the Administrative Hearing.

b. The claimant and/or legal representative, if any, must attend the Administrative

Hearing.

c. Witnesses, for both MDHS and the claimant, shall also be present to testify when

necessary.

11. REPRESENTATIVE FOR CLAIMANT The claimant may appear in person or at the claimant’s written legal designation, may be

represented by an agent of the claimant; or may be represented, at the claimant’s

expense, by a licensed attorney authorized to practice law in the State of Mississippi.

The claimant may be represented at all three (3) levels of the agency appellate process,

whether through a telephonic or in person meeting.

12. AGENCY’S LEGAL REPRESENTATION

MDHS will be represented by an attorney with the Attorney General’s office who

normally provides counsel to the MDHS Executive Director or the affected

programmatic division.

13. AGENCY RESPONSIBILITIES

A DECCD agency representative must appear at the scheduled Administrative Hearing

and be prepared to explain and defend the decision or action under review. Additionally,

the agency representative should review the record in preparation for the hearing and

secure any additional evidence needed for the hearing. The agency representative is also

responsible for ensuring that copies of documents used to determine the agency action are

provided to both the hearing officer and the claimant at least five (5) calendar days before

the scheduled Administrative Hearing.

14. INDIVIDUAL’S RIGHTS AND RESPONSIBILITIES

The claimant has the following rights in all three (3) levels of the administrative hearing

process:

a. To present facts about his/her circumstances and eligibility orally or through

documentation; and

b. To have an attorney, relative, or friend to assist him/her if he/she wishes or to

present the facts on his/her behalf.

The claimant has the following responsibilities in all three (3) levels of the administrative

hearing process:

a. To reschedule the Administrative Hearing if necessary, by contacting the

appropriate MDHS staff at least twenty-four (24) hours before the designated start

time of the hearing. Failure to be present for the hearing without having

rescheduled according to policy, will result in dismissal of the appeal.

b. To provide MDHS with a written designation of agency twenty-four (24) hours

before the start time of the hearing if a non-attorney will attend the hearing on the

claimant’s behalf.

c. To provide or ensure that claimant’s attorney provides MDHS with an ‘Entry of

Appearance’ if the claimant will be represented by a licensed attorney.

15. AUTHORITY AND RESPONSIBILITY OF HEARING OFFICER

a. The hearing officer has delegated powers specified in MDHS AP-18, including,

but not limited to, the following:

i. to issue orders;

ii. to administer oaths;

iii. to call, hear and examine witnesses;

iv. to take steps necessary for the conduct of an orderly hearing;

v. to rule on requests and motions;

vi. to dismiss cases for failure to meet deadlines and other requirements;

vii. to close, suspend, or remand a case for further action;

viii. to waive or modify procedures with notice to parties;

ix. to compile the record of the proceedings;

x. to make a recommended decision; and

xi. to take any other action necessary to resolve disputes in accordance with

the objectives of these procedures.

b. The hearing officer conducts the hearing as an informal proceeding, not as a

formal court hearing, and is not required to follow the Mississippi Rules of

Evidence or the Mississippi Rules of Civil Procedure.

c. The hearing officer shall enjoy absolute immunity from all liability and shall have

decisional independence throughout this process and under these administrative

proceedings.

16. TIME AND PLACE OF HEARING

All acknowledgement letters and notices of hearing shall be sent via email to the

claimant’s last reported email address at least ten (10) calendar days before the scheduled

hearing day. The Administrative Hearing shall be held at the state office of MDHS, or

telephonically upon written request, submitted to MDHS not later than twenty-four (24)

hours before the scheduled date and time of the hearing.

17. POSTPONEMENT/CONTINUANCE The hearing officer may grant a postponement or continuance of the Administrative

Hearing based upon a written, advance request of at least twenty-four (24) hours before

the scheduled hearing time and date.

18. INFORMAL DISPOSITION

Informal disposition may be made of any case by written stipulation, agreed settlement,

consent order, or default. Informal dispositions are final and binding.

19. GROUP HEARINGS

a. A group Administrative Hearing may be held for a number of claimants under the

following circumstances:

i. The hearing officer may consolidate the cases and conduct a single group

hearing when the only issue involved is one of a single law or agency

policy.

ii. The claimants may request a group hearing when there is one issue of

agency policy common to all of them.

b. Each individual claimant in a group hearing must be permitted to present his/her

own case and be represented or to withdraw from the group hearing and have

his/her case heard individually.

20. PREHEARING PROCEDURE

On the motion of the claimant, an authorized representative of MDHS, or the hearing

officer, the parties may be directed to appear either in person or telephonically, for a

prehearing conference for the purpose of formulating issues and such other matters that

may aid in the simplification of the proceedings and the disposition of the matters in

controversy. The hearing officer may direct that other certain information be submitted,

as specified in MDHS AP-18.

21. HOLDING THE ADMINISTRATIVE HEARING

a. The hearing officer may confer with the parties prior to the Administrative

Hearing to explain the order of the proceeding, admissibility of evidence, to

discuss the number of witnesses and other matters.

b. The hearing officer calls the Administrative Hearing to order; introduces

himself/herself and gives a brief statement of the nature of the proceeding; if

applicable, calls upon claimant’s counsel and agency’s counsel to introduce

themselves; states what documents the record contains; may administer oaths or

affirmations or may ask court reporter if present to do so; asks the parties whether

they wish to have all witnesses excluded from the hearing room except during

their testimony; entertains preliminary motions, stipulations, or agreed orders;

calls for opening statements by each party; questions witnesses at will, and

adjourns the Administrative Hearing after all evidence has been presented.

c. During testimony, the claimant and the agency are allowed to question witnesses,

cross-examine the other party’s witnesses, and redirect. The claimant and the

agency are allowed to call appropriate rebuttal and rejoinder witnesses within the

established proceeding format.

d. At all hearings, each party, witness, attorney, representative, or other person must

show proper dignity, courtesy, and respect for the hearing officer and others

participating and observing the hearing. The hearing officer is authorized to act as

he/she considers necessary to maintain proper decorum and conduct. Actions may

include, but are not limited to, recessing the hearing to be reconvened at another

time or excluding from the hearing any party under conditions that the hearing

officer considers fair and just.

22. SUMMARY AND DECISION

a. The hearing officer shall have the responsibility of preparing a statement

summarizing the facts brought out in the Administrative Hearing, indicating the

policy governing the issue at hand, and making a recommended decision based on

the evidence presented. The recommended decision shall be based only on

evidence, testimony, and documents used at the Administrative Hearing.

b. Following the Administrative Hearing adjournment, the hearing officer will

forward both the record and recommended decision to the MDHS Executive

Director for adoption, modification, or reversal. The final order of the MDHS

Executive Director will be sent via U.S. Post to the attorney of record for the

claimant or to the claimant’s last reported address, if not represented. The MDHS

Executive Director’s Office will maintain a record of that mailing. The claimant

or attorney of record, notified by mailing of a final decision, is presumed to have

been notified on the date such notice is mailed. The final order of the MDHS

Executive Director shall be final and binding.

PART 17: DIVISION OF EARLY CHILDHOOD CARE AND …

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