LX04 and LM08 Parent/Child Maintenance Window

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CCFS Legally-Exempt LX04 and LM08 Parent/Child Maintenance Window Data Entry Reference Sheet (August 2017) LX04 and LM08 Parent/Child Maintenance Window

1 CCFS Legally-Exempt LX04 and LM08 Parent/Child Maintenance Window Data Entry Reference Sheet (August 2017) LX04 and LM08 Parent/Child Maintenance Window Note: LX04 is the Parent/Child Maintenance window when accessed via Express Intake. Otherwise, it is the LM08 window. Professional Development Program 1

2 LX04 and LM08 Parent/Child Maintenance Window Data Entry Reference Sheet (August 2017) CCFS Legally-Exempt Period Period The Period drop-down list allows you to choose an enrollment period to work within. It displays the current and pre-existing enrollment periods. When the re-enrollment process has been initiated, a new period is created and displays with dates equal to zero (00/00/ /00/0000). The dates of the actual renewal period will populate when you make a decision to re-enroll the provider. Select Parent Parent The Parent drop-down list (also known as the parent picker ) shows subsidized parents recorded in CCFS as currently using or enrolling to use the provider for child care. It includes the Parent Name, DOB (Date of Birth), Case Numbers, and Family Decision. Select a parent to view the parent-specific information on the Parent/Child Maintenance window. Show All Reactivate Parent The Show All checkbox, when checked, displays both active and inactive subsidy parents in the Parent drop-down list. Unchecked, it will show only active parents. The Reactivate Parent button will reactivate a parent who has been previously inactivated. A parent may become inactive when no children are in the care of the provider or the parent s subsidy case is closed. Use the Reactivate Parent button when you receive an enrollment packet for the provider and a parent is already affiliated with the provider in CCFS, but is not currently active. The button will enable when an inactive parent is selected from the Parent drop-down list. Identifying Info Personal Information: Click the (Add New Person) button to display blank fields in which to enter a new parent. Info Correction Mr./Mrs./Ms. Click the Info Correction button to make changes to the parent s personal information after the information has been locked down. The Info Correction button will be disabled while the provider is in Intake or Preliminary Review status. During these statuses, the fields remain enabled and can be directly edited. Select a title by clicking the appropriate radio button. 2 Professional Development Program

3 CCFS Legally-Exempt LX04 and LM08 Parent/Child Maintenance Window Data Entry Reference Sheet (August 2017) Identifying Info (cont.) Gender Male Female Indeterminate From the drop-down list, select the parent s gender. Use Indeterminate when the gender is not precisely established, including individuals who are transgender or biologically indeterminate. Last Name, First Name, and MI Suffix Birth Date Age Alias/AKA/Maiden Name: DEL Enter the parent s last name, first name, and middle initial. Enter the parent s title, if any. Examples include: Sr., Jr., Ph.D., M.D., and CPA. Enter the provider s date of birth (MM/DD/YYYY) manually or by using the drop-down calendar. The Age field is automatically calculated based on the date entered in the Birth Date field. Add any other names that the parent may be known by, such as aliases, also known as (AKA), and/or maiden name. Click the (Add New Alias Name) button to display a blank row in which to add a new name for the parent. Select an Alias/AKA/Maiden Name row. Click the DEL (Delete Alias Name) button to delete the row. Last Name, First Name, and Mi Spoken Language Written Language Packet Received Date Enter the Alias/AKA/Maiden Name last name, first name, and middle initial. Select the parent s spoken language from the drop-down list. The following languages are included (in alphabetical order): Chinese, English, French, German, Haitian French, Italian, Korean, Mandarin, Other, Portuguese, Russian, Spanish, TTY, and Vietnamese. Note the inclusion of Other and TTY. Select the parent s written language from the drop-down list. The following languages are included (in alphabetical order): Chinese, English, French, German, Haitian French, Italian, Korean, Mandarin, Other, Portuguese, Russian, Spanish, TTY, and Vietnamese. Note the inclusion of Other and TTY. Enter the date the current enrollment packet was first received by the enrollment agency (MM/DD/YYYY). Professional Development Program 3

4 LX04 and LM08 Parent/Child Maintenance Window Data Entry Reference Sheet (August 2017) CCFS Legally-Exempt Identifying Info (cont.) County Information: Residence County Subsidy Information: From the drop-down list, select the county in which the parent resides. Paying District Parent Client Identification Number (CIN) Local District Subsidy Case Decision Active Subsidy Inactive/No Subsidy Not Received Subsidy Suspended Local ID/Vendor Number From the drop-down list, select the county or borough issuing the subsidy. Enter the parent s WMS Client Identification Number (CIN) from the enrollment packet, if available. The Local District Subsidy Case Decision is recorded when provided by the local district. Active Subsidy indicates that the parent has an active, approved subsidy case. Inactive/No Subsidy indicates that the parent s subsidy case was denied or is no longer open. This choice leads to a provider status change to inactive when there is no other active family associated with the provider. Not Received indicates that the enrollment agency has not been informed of the subsidy case decision by the local district. Subsidy Suspended indicates that the local district has suspended the parent s child care subsidy. Districts may assign a vendor number to a parent or provider when the district issues child care subsidy payments to the parent or provider. Record the number when available. Case Numbers: 4 Professional Development Program

5 CCFS Legally-Exempt LX04 and LM08 Parent/Child Maintenance Window Data Entry Reference Sheet (August 2017) Identifying Info (cont.) Case Number Type WMS Case # Subsidy Case # (Non-WMS) TA Case # (Non-WMS) If a case number is entered, a case number type must be selected. WMS Case # is typically the type of case number if the subsidy paying district is outside of NYC. Within NYC, the case number may also be a non-wms low income Subsidy Case # or a Temporary Assistance TA Case #. Case Number Enter the district-assigned Case Number belonging to this parent/caretaker s child care subsidy case. Click the (Add New Record) button to display a blank row in which to enter a new case number. DEL Select a Case Number row. Click the DEL (Delete Record) button to delete the row. Contact Info The child care is provided in the parent s home Missing No Yes Home Address: Street No., Street Name, Apt. # Address Line 2, Floor # City, State, Zip Code County/Borough Missing: The information is not known. No: The child care is NOT provided in the parent/caretaker s home. Yes: The child care IS provided in the parent/caretaker s home. Enter the parent s home address, including street number, street name, and apartment number, as appropriate. Enter an address line 2, as needed. Enter a floor number, if appropriate. Enter the city. From the State drop-down list, select the two-character state post office ID. Enter the zip code (9-digit, if possible). From the drop-down list, select the county or borough in which the parent resides. US or CA Selections for country include the US (United States) and CA (Canada) radio buttons. US is the default country. Professional Development Program 5

6 LX04 and LM08 Parent/Child Maintenance Window Data Entry Reference Sheet (August 2017) CCFS Legally-Exempt Contact Info (cont.) Invalid Address Site Address: Mailing Address: Click the Invalid Address checkbox if the parent s Home Address is no longer valid. The Site Address section is populated by information previously entered and is disabled. Same as Home Street No., Street Name, Apt. # Address Line 2, Floor # City, State, Zip Code County/Borough US or CA Invalid Address Click the Same as Home checkbox if the parent s Mailing Address is the same as the parent s Home Address. If checked, the parent s Mailing Address fields will be populated by the parent s Home Address data and locked. Enter the parent s mailing address, including street number, street name, and apartment number, as appropriate. Enter an address line 2, as needed. Enter a floor number, if appropriate. Enter the city. From the State drop-down list, select the two-character state post office ID. Enter the zip code (nine-digit, if possible). From the drop-down list, select the county or borough of the parent s mailing address. Selections for country include the US (United States) and CA (Canada) radio buttons. US is the default country. Click the Invalid Address checkbox if the parent s Home Address is no longer valid. Phone DEL Click the (Add New Record) button. A blank row displays in which to enter a new phone number. Select a Phone row and click the DEL (Delete Record) button to delete that row. 6 Professional Development Program

7 CCFS Legally-Exempt LX04 and LM08 Parent/Child Maintenance Window Data Entry Reference Sheet (August 2017) Contact Info (cont.) Type Cell Fax Home Pager Phone Work From the drop-down list, select the type of phone number. Phone # Extension Unlisted Status Invalid No Info Valid Enter the phone number [(XXX)XXX-XXXX]. Enter the phone number extension, if available. Click the checkbox if it is an unlisted number. Use the Status drop-down list to indicate the status of the phone number: Select Invalid if you have used the number and know it to be invalid. Select No Info if you do not know whether the number is valid or invalid. Select Valid if you have used the number and know it to be valid. DEL Type Click the (Add New Record) button. A blank row displays in which to enter a new address. Select an row and click the DEL (Delete Record) button to delete that row of information. From the drop-down list, select . Enter the address. Professional Development Program 7

8 LX04 and LM08 Parent/Child Maintenance Window Data Entry Reference Sheet (August 2017) CCFS Legally-Exempt Contact Info (cont.) Status Invalid No Info Valid Use the Status drop-down list to indicate the status of the address: Select Invalid if you have used the address and know it to be invalid. Select No Info if you do not know whether the address is valid or invalid. Select Valid if you have used the address and know it to be valid. Children Info Subsidized Child(ren) Information: DEL Info Correction Last Name For the selected parent, enter subsidized child(ren) information. Click the (Add New Person) button to display blank fields in which to add subsidized child(ren) information for a new child. (Note that you cannot delete a Subsidized Child(ren) Information row if it has been saved. See Info Correction, below.) Select a Subsidized Child(ren) Information row to activate the DEL (Delete Record) button. Click the button to delete a row or identify the row as Created in Error. If the row has not been saved, the row will be deleted. If the row has been saved, the Child Care Decision field will display a value of Created in Error. After clicking the DEL button, click the Save toolbar button. The Info Correction button will be disabled while the provider is in Intake or Preliminary Review status. The following fields will be enabled and can be directly edited in the fields: Last Name, First Name, Provider Relationship To Child, Gender, Birth Date, Child CIN, Local ID Suffix, Meals and Snacks, and Responsible for Meds. (Note that the protected field, Age, is calculated from the Birth Date that was entered.) In statuses after Preliminary Review, the Info Correction button is enabled and the Subsidized Child(ren) Information fields are disabled. Click the Info Correction button to enable the Subsidized Child(ren) Information fields. Edit, as required, and click the Save toolbar button when edits are completed. Enter the subsidized child s last name. 8 Professional Development Program

9 CCFS Legally-Exempt LX04 and LM08 Parent/Child Maintenance Window Data Entry Reference Sheet (August 2017) Children Info (cont.) First Name Provider Relationship To Child Aunt/Uncle Brother/Sister First Cousin Grandparent Great Aunt/Uncle Greatgrandparent Great-greatgrandparent Incomplete/ Inadequate Not Related Relative Outside 3 rd Degree Enter the subsidized child s first name. From the drop-down list, select the provider s relationship to the subsidized child. The value of Incomplete/Inadequate forces decisions of Incomplete for the Packet Decision, Family Decision, and Provider Decision. Gender Male Female Indeterminate Birth Date Age Child CIN From the drop-down list, select the subsidized child s gender. Use Indeterminate when the gender is not precisely established, including individuals who are transgender or biologically indeterminate. Enter the subsidized child s date of birth (MM/DD/YYYY) manually or by using the drop-down calendar. The Age field is automatically calculated based on the date entered in the Birth Date field. The field is locked, but can be edited by changing the date in the Birth Date field. Enter the child s CIN (Client Information Number) as per information in the Parent Information section of the enrollment packet. Professional Development Program 9

10 LX04 and LM08 Parent/Child Maintenance Window Data Entry Reference Sheet (August 2017) CCFS Legally-Exempt Children Info (cont.) Parent WMS# The Parent WMS# (Welfare Management System Number) is locked down and displays from the Parent Client Identification Number (CIN) on the Identifying Info tab. Edit this information on the Identifying Info tab. Local ID Suffix Meals and Snacks Parent Provider/ Program Responsible for Meds Parent Provider/ Program Child Care Decision Child Affiliation Dt Enter the Local ID Suffix, if provided by the local district. Some districts, such as NYC, identify children on their parent's case by using a local suffix. (The child case ID is the parent case ID + child suffix.) From the drop-down list, select who will provide meals and snacks. Based on the parent s decision on the enrollment form, use the drop-down list to record who will be responsible for medication(s). When a new row of Subsidized Child(ren) Information is first saved, the Child Care Decision field will default to Not Yet Determined. A determination can be made on the Child Care Decision window. When the value is changed on the Child Care Decision window, it will populate this field for display only. When a new row of Subsidized Child(ren) Information is first saved, the Child Care Decision field will default to Not Yet Determined and the Child Affiliation Dt field will default to today's date. When the Child Care Decision value is changed on the Child Care Decision window, the Child Affiliation Date from that window will be saved and will populate the Child Affiliation Dt field for display only. 10 Professional Development Program

LR01 - New Enrollment for Legally-Exempt Care Window

CCFS Legally-Exempt LR01 - New Enrollment for Legally-Exempt Care Window Data Entry Reference Sheet (October 2012) LR01 - New Enrollment for Legally-Exempt Care Window Provider Information Mr., Mrs., Ms.