18.7 Childcare Services in Child Protective Services (CPS)

Georgia State Seal

Georgia Division of Family and Children Services
Child Welfare Policy Manual

Chapter:

(18) Support Services to Preserve or Reunify Families

Policy Title:

Childcare Services in Child Protective Services (CPS)

Policy Number:

18.7

Previous Policy Number(s):

N/A

Effective Date:

May 2019

Manual Transmittal:

2019-06

Codes/References

45 CFR 98 and 99

Requirements

The Division of Family and Children Services (DFCS) will:

  1. Evaluate the need for childcare services (less than 24 hours per day) due to child safety threats in active Investigation and Family Preservation Services cases and determine if the need is for regular (ongoing and predictable) or irregular (short term or temporary) childcare[1].

  2. Explore all available free childcare resources that meet the needs of the child and family before submitting a referral to Childcare and Parent Services (CAPS).

  3. Document the need for childcare services due to child safety threats in the Safety Plan or Family Plan.

  4. Submit a referral for childcare services electronically via Georgia SHINES to the CAPS program at the Department of Early Care and Learning (DECAL), if one of the following circumstances applies:

    1. A child 12 years old or younger in an open CPS case lives in the home of the parents/caregivers and the purpose of the childcare is to address safety threats that can be resolved through childcare services.

    2. A child 12 years old or younger in an open CPS case moves to the home of a new resource caregiver(s) (i.e. relative, other kinship caregiver, etc.) due to a safety threat, and the purpose of childcare is to allow the new resource caregiver(s) to work, attend school or training.

    3. A child 13 years old or older with a special need in an open CPS case who is the subject of a court order requiring supervision.

    Eligibility for CAPS is determined by DECAL. Additional eligibility criteria is outlined in DECAL CAPS Policy Manual Policy 7.4 Priority Groups: Child Protective Services (CPS) and Court-Ordered Supervision Cases and Practice Guidance: Eligibility for CAPS in CPS Cases.

  5. Inform the parent(s)/caregiver(s) with whom the child resides that they must apply for the childcare services via Georgia Gateway.

  6. Update Georgia SHINES, as necessary, with any CAPS eligibility changes involving the child or caregiver (i.e., changes in childcare provider, case closure, the child moves to a different home, etc.) within 72 hours of the change to trigger a change request to DECAL.

Procedures

Social Services Case Manager

  1. Determine the need for childcare services to control or mitigate safety threats.

  2. Discuss the need for childcare services with parents/caregivers related to the safety threats identified as well as the benefits of early education services for the child.

  3. Document the safety threats and how childcare services will control or mitigate the safety threat in the Safety Plan and/or Family Plan.

  4. Explore childcare options with the parents/caregivers, including all free childcare resources (i.e. Georgia lottery funded Pre-K, Head Start); however, primary consideration should always be given to what is in the best interest of the child.

  5. Complete the required fields in Georgia SHINES to transmit a referral for the CAPS program at DECAL electronically via Georgia SHINES (see Forms and Tools: CAPS Referrals - Georgia SHINES Job Aid), as applicable.

  6. Inform the parents/caregivers (including safety resources and other kinship caregiver(s) to apply for childcare services at www.gateway.ga.gov in order for eligibility to be determined by DECAL. Inform the parent(s)/caregiver(s) who needs the childcare to indicate the following on the application:

    1. That the children are a part of an open CPS case which will allow the CAPS staff to identify the caregivers’ application as a priority when submitted through Gateway; and

    2. The name of the childcare provider and the childcare rate on the Childcare and Parent Services (CAPS) Published Provider Rate Form. CAPS will pay no more than the CAPS approved rate (see Practice Guidance: Childcare Providers).

    Eligibility for CAPS cannot be determined without a childcare application being received from the caregiver.

  7. Provide guidance to the caregivers regarding what to expect while the referral is being processed and discuss the plan for ensuring the child’s safety while the childcare application is being processed.

  8. Explore other funding options if CAPS eligibility is not met, such as county funds, Prevention of Unnecessary Placement (PUP) funds, or Promoting Safe and Stable Families (PSSF) programs at www.pssfnet.com.

  9. Update Georgia SHINES with any changes involving the child or caregiver receiving childcare services within 72 hours of the change. (See CAPs Referrals Georgia SHINES Job Aid).

    Updating Georgia SHINES will NOT trigger any changes in Gateway. The SSCM must direct the caregiver to contact their DECAL case manager to notify them of any changes.

Social Services Supervisor

  1. Discuss with the SSCM whether childcare services may control or mitigate child safety threats.

  2. Provide guidance to the SSCM regarding exploration of free resources prior to the SSCM submitting a referral for CAPS.

  3. Ensure that the child and caregiver meet the CAPS requirements.

  4. Ensure that the SSCM submits the referral timely in accordance with policy 19.17 Case Management: Service Provision.

  5. Ensure that the SSCM updates Georgia SHINES, as necessary, with any CAPS eligibility changes involving the child or caregiver.

Practice Guidance

Bright from the Start: Georgia Department of Early Care and Learning (DECAL)

Bright from the Start: DECAL is responsible for meeting the childcare and early education needs of Georgia’s children. Among other things, Bright from the Start oversees the licensing and monitoring of all center-based and home-based childcare facilities, including investigating complaints of childcare programs and reports of unlicensed childcare. Childcare providers must register with Bright from the Start if they provide childcare services for more than two non-related children or more than six related children. For more information on Bright from the Start, visit their website at www.decal.ga.gov/BftS/About.aspx.

Childcare and Parent Services (CAPS)

CAPS is administered by the Georgia Department of Early Care and Learning. The CAPS program supports early education goals by assisting low income families with the cost of child care while they work, go to school or training, or participate in other work-related activities. The purpose of CAPS is threefold:

  1. Provide access to high quality and affordable early learning environments for families who are considered low income.

  2. Support DECAL’s efforts in increasing positive school readiness outcomes.

  3. Assist families in achieving and maintaining self-sufficiency by providing financial supports for child care costs.

Rates must not exceed the amount that the provider charges other customers who do not receive subsidies. Some examples of different types of childcare are full-time, night-time, weekend, before/after school, full-day service for school-age and part-time

Children eligible for CAPS must be a resident of Georgia both legally and physically. DECAL will only pay for childcare services provided within the state of Georgia. For exceptions (i.e., border agreements with surrounding states), please contact the Early Childhood Collaboration Unit at Early.childhood@dhs.ga.gov.

Childcare Providers

Childcare services may be purchased from formal or informal providers. Child safety and well-being should be the primary considerations when selecting a childcare provider.

  1. Formal Providers: The formal providers are regulated and licensed by DECAL. Below are the major categories of formal childcare providers:

    1. Family Child Care Learning Home: This is a program that operates in a private residential home less than 24 hours per day. The operator receives pay for providing care for three to six children under 13 years of age or 18 years of age if the child meets the criteria for CAPS special needs or court-ordered supervision.

    2. Child Care Learning Center: This is a program operated by an individual or business entity recognized under Georgia law that receives pay for group care. It cares for seven or more children under 18 years of age for less than 24 hours per day.

    3. Licensed-exempt Programs:

      1. Programs owned and operated by any department or agency of state, county or municipal government (i.e. afterschool programs in public schools operated by public school systems, and programs operated by city or county park and recreation departments); and

      2. Day camp programs for children five years of age and older operated between school terms, whose primary purpose is to provide organized recreational, religious or instructional activities.

  2. Informal Providers: Childcare services may be purchased from informal providers due to child safety concerns only in the following situations:

    1. No other licensed care is available within a reasonable geographic area;

    2. The need for care is during non-traditional hours when licensed care is not available; or

    3. The child in care is determined to meet the CAPS program definition of children with disabilities.

    Informal providers are not required to be licensed but must enroll with the CAPS program. Informal providers must be 21 years of age or older to receive payment through CAPS. Types of informal child care providers include the following:

    1. Relative Informal Child Care

      1. Arrangements include child care that is provided by a caregiver who is related to the child by blood, marriage, or adoption, such as an aunt, uncle, grandparent, great-grandparent, or adult sibling.

      2. The relative informal child care arrangement may take place at the relative’s residence or in the child’s residence.

      3. The relative must not be included in the family unit.

      4. If the relative cares for children for pay, the total number of children in care cannot exceed six. Of the children in child care, no more than two can be unrelated for pay.

      5. If the relative care is for more than six related children for pay (as described by Child Care Services licensing rules), they are required to obtain a license from DECAL.

      Adult siblings that are informal providers must live in a separate residence from the eligible children receiving child care subsidies. For relative informal providers, a maximum of six children are allowed at the residence where care is provided.

    2. Non-relative Informal Child Care

      1. Arrangements include care with individuals who are not related to the child by blood, marriage, or adoption.

      2. The non-relative must provide care in his/her own residence and may not be a resident of the household of the children receiving care.

      3. If the non-relative cares for more than two unrelated children for pay, s/he is required to obtain a license from DECAL.

      Parental Authorities or adults acting in loco parentis are unable to receive subsidy payment for their own children.

CAPS Priority Cases

The Childcare and Parent Services (CAPS) program uses an eligibility model based on priority groups. Priority groups may be widened, narrowed, added, or removed based on available funding. Applications submitted for initial eligibility will be denied if the family does not meet eligibility for a priority group, even if other eligibility requirements are met. Applicants who are denied for not being in a priority group can appeal that decision only if they believe the determination was made in error. See DECAL CAPS Policy Manual Policy 7: Priority Groups. Priority group status is only required at initial eligibility determination and is not required at annual redetermination. The following is a list of the priority groups (in alphabetical order):

  • Child Protective Services (CPS) and court-ordered supervision cases

  • Children in Georgia Division of Family and Children Services (DFCS) custody

  • Families experiencing domestic violence

  • Families of children with disabilities

  • Families of children enrolled in the lottery-funded Georgia’s Pre-K Program

  • Families participating in or transitioning from TANF

  • Families who have experienced a natural disaster

  • Families who lack fixed, regular, and adequate housing

  • Families with very low income as defined by CAPS

  • Grandparents Raising Grandchildren (GRG)

  • Minor parents

  • Need to protect

Eligibility for CAPS in CPS Cases

Children in CPS cases may be eligible for CAPS, if they meet one of the following criteria.

  1. A child 12 years old or younger in an open CPS case lives in the home of the CPS parents/caregivers and the purpose of the childcare is to address safety threats due to a lack of supervision or childcare.

    1. The caregiver(s) must meet the CAPS non-financial eligibility requirements (Georgia residency, child citizenship or qualified alien status, immunization, and identity) as prescribed in DECAL CAPS Policy Manual Policy 6: Eligibility Requirements.

    2. The caregiver(s) must meet the CAPS income guidelines as prescribed in the CAPS Income Calculations Policy (DECAL CAPS Policy Manual Policy 8: Income Calculations).

    3. The state-approved activity requirement may be waived by DECAL while the CPS case is open and through the 12-month eligibility period.

  2. A child 12 years old or younger in an open CPS case moves to the home of a new resource caregiver(s) (i.e. relative, safety resource, kinship care (not in DFCS custody), fictive kin, family friend, etc.) due to a safety or supervision concern, and the purpose of childcare is to allow the new resource caregiver(s) to work, attend school or training.

    1. The new resource caregiver(s) must meet the CAPS non-financial eligibility requirements (Georgia residency, child citizenship or qualified alien status, immunization, and identity) as prescribed in CAPS Eligibility Requirements Policy (DECAL CAPS Policy Manual Policy 6: Eligibility Requirements).

    2. The new resource caregiver(s) must meet the CAPS income guidelines as prescribed in the CAPS Income Calculations Policy (DECAL CAPS Policy Manual Policy 8: Income Calculations).

    3. The state-approved activity requirement may be waived by DECAL while the CPS case is open and through the 12-month eligibility period.

    When the child returns home, childcare services may continue provided that the child’s parents/caregivers’ income does not exceed 85% of the state median income (SMI) guidelines. The SSCM must notify DECAL of the change; however, the parents/caregivers will not need to apply for CAPS, if they meet the income guidelines.

  3. A child 13 years old or older with a special need in an open CPS case who is the subject of a court order requiring supervision.

    1. The family must meet CAPS income and residency requirements, but not the work activity requirement.

    2. A family fee is assessed based on the family’s income.

    3. Children under court ordered supervision may receive CAPS services until the end of the month in which the child turns 18 years old.

Children who need to receive protective services but are not formally involved with CPS may qualify for the Need to Protect priority group as prescribed in DECAL CAPS Policy Manual Policy 7.15 Priority Groups: Need to Protect.

Georgia Head Start and Early Head Start Programs

DFCS is partnering with the Office of Head Start and local Head Start/Early Head Start agencies. Georgia Head Start and Early Head Start programs provide comprehensive early childhood and family development services to children from birth to five years of age. Early Head Start serves infants, toddlers (i.e. birth to under 3 years of age) and pregnant women and their families who have incomes below the federal poverty level. Head Start is a child-focused program and has the overall goal of increasing school readiness of young children from low-income families by enhancing their cognitive, social, and emotional development. Head Start programs provide a learning environment that supports children’s growth in many areas, such as language, literacy and social and emotional development. Head Start agencies provide a range of individualized services in the areas of education and early childhood development; medical, dental and mental health; nutrition; parent involvement and family support.

There are numerous organizations, including school systems, community action agencies and universities that operate Head Start and Early Head Start programs in Georgia. All Head Start and Early Head Start programs must adhere to rigorous and comprehensive federal Program Performance Standards. To participate in Head Start and Early Head Start programs, families must meet the Head Start Family Income Eligibility Guidelines. However, children in foster care, homeless children, and children from families receiving public assistance (Temporary Assistance for Needy Families or Supplemental Security Income) are categorically eligible for Head Start and Early Head Start services regardless of income.

Every effort should be made to enroll children who are four years of age or younger in a Head Start (3-4 years old) or Early Head Start (0-2 years old) program. If the Head Start program does not operate during the summer, children should be enrolled in a licensed childcare facility during the summer months. Using these resources helps to promote early brain development in children and prepare them for entry into kindergarten, promotes safety by ensuring the children are in the view of mandated reporters, and provides regular respite for foster parents. Questions or inquiries related to Early Head Start and Head Start programs should be directed to the DFCS Early Childhood Collaboration Unit within the Well-Being Services Section at the state office.

Georgia’s Pre-K Programs

Research confirms that students in Georgia’s Pre-K Program, a nationally recognized, lottery funded pre-kindergarten program continue to exhibit positive outcomes through the end of kindergarten across all domains of learning. Georgia’s Pre-K program is available in all 159 counties of the state. Children who are Georgia residents and are four years of age on September 1 of the current school year are eligible to attend Georgia’s Pre-K Program during this school year. Pre-K programs usually operate on the regular school system calendar for the length of a typical school day. Pre-K Programs may be offered at local public schools or through private providers of preschool services. Every effort should be made to enroll children who are four years of age in Georgia’s Pre-K program. For additional information about eligibility and enrolling a child in Georgia’s Pre-K Program please visit the Enrolling in Georgia’s Pre-K Program webpage.

Forms and Tools

Childcare and Parent Services Policies and Procedures
Childcare and Parent Services (CAPS) Maximum Reimbursement Rates
Childcare and Parent Services (CAPS) Published Provider Rate Form (CAPS Form 61)

1. CAPS eligibility criteria/guidelines apply (See the CAPS Manual).