Program Entry:
CAPP Family Selection

Compliance Indicator

Families with children enrolled in the programs are selected according to the priorities of that program.

Regulations/Reference

CCD Program Instrument: I. Family Files CCD 01
Welfare & Institutions Code: 10271, 10272, 10272.5, 10273
Title 5: 18105, 18106, 18107, 18131, 18133

Monitoring Review Evidence

• Current wait list by contract type

• Evidence of system for ranking families in priority order

• Review of most recently enrolled family (may request up to three files)

Waiting List

The regulations state that contractors must maintain a current waiting list in accordance with admission priorities. This requirement may be met by either maintaining a paper or electronic waiting list.

During a review, records of use of your waiting list will be reviewed, along with eligibility files for the most recently enrolled families.

What this might look like in a program:

An agency might use a binder system or electronic database to maintain their waiting list. When an opening becomes available children are selected from the waiting list based on admission priorities.

Age Eligibility

The regulations require that children are age eligible for Alternative Payment programs. Age eligible children may participate in the program from:

• Birth through 12 years of age

• Children unable to care for themselves due to a documented disability may be served to age 21

NOTE: Children who are 12 years old at certification or recertification shall be certified or recertified for not less than 12 months.

What this may look like in a program:

As part of the enrollment process, a child’s age is verified through documentation provided by the parent.

Admission Priorities

According to the regulations, when filling vacancies, contractors are responsible to contact applicants from the waiting list.

Children are enrolled in order of specific program enrollment priorities. Program specific admission priorities may be found in the Funding Terms & Conditions.

When determining income eligibility, the State Income Ranking Table must be used.

Enrollment priorities are as follows:

First: Child is recipient of Child Protective Services or At-Risk of being neglected, abused or exploited

Second: Eligible family that meets need criteria. Within each income ranking prioritize as follows:

1. Exceptional needs child

2. Dual language learner

3. Earliest wait list date

NOTE: When taking a waiting list application, a contractor must ask what the family’s home language is, in order to determine if a family’s home language is a language other than English.

Determining Income Ranking Order

The threshold for families enrolled in CAPP as income eligible is the dollar amount that equals 85% of the State Median Income, based on their family size.

Income ranking table is based on family size & average monthly gross income (income before taxes).

Rank 1 includes families with incomes between zero & the amount identified in the rank 1 boxes. These families are at equal priority & are admitted before families in the next rank. 

Steps to determine ranking (Including example):

1. Go to the column that matches Family Size (Family of 4)

2. Move down the column to the location where family’s adjusted monthly income falls on the chart (Family’s income of $2,714 falls between rank 26 & rank 27)

3. Adjust to the higher ranking number (Family is rank 27)

When multiple families are within the same ranking:

1. Child with exceptional needs within same ranking is admitted first

2. Child that is a dual language learner

3. Entry with the earliest wait list date

EXAMPLE:

• There are 5 openings

• Within rank 1 there are 10 children waiting for enrollment

• Exceptional needs child within rank 1 receives services 1st

• Dual language learners within rank 1 receives services 2nd

• Remaining openings would be prioritized by earliest wait list date, until program has filled the 5 openings

Other Children in the Family

A family that has a child or children enrolled in a program shall be allowed to enroll additional children provided there exists an appropriate program opening such as infant, toddler or preschool care in which to enroll the child.

Multiple Families in Household

When there are multiple families within a household, they must be prioritized separately. The following are examples of separate family types:

• Biological and/or adoptive child(ren)

• Foster child and related siblings

• Child and related siblings under a guardians care

NOTE: Each of these family types would be prioritized separately AND would need separate family data files

Level of Service

Do NOT deny service to, nor assign a lower priority to a family that needs less than full-time services

Displacement

The regulations state that if it is necessary to displace families, families shall be displaced in reversed order of admission priorities.

NOTE: In the event that families will be displaced from your program due to various reasons such as budget cuts or over enrollment it is recommended that you contact your State Consultant to see if there are other options and/or to inform them of the specific situation.

In the end, if there are no other options & families must be displaced you will start with the last priority & displace families in reverse order of the admission priorities.

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