1. (a) A family shall receive notification whenever child care scholarship is denied, including the reason for the denial.
2. (b) A family and provider shall receive notification whenever child care scholarship is approved, increased, decreased, redetermined, terminated, when a child is added to or released from the waitlist, or when DHHS establishes or ends the link that controls payments between the child and provider.

3. (c) Notifications to families and providers shall contain the following information, as applicable:

   1. (1) The reason for notification, including one or more of the following:

      1. a. A child care scholarship approval;
      2. b. A cost share increase or decrease;
      3. c. A redetermination of eligibility;
      4. d. A termination;
      5. e. An addition to the waitlist;
      6. f. A release from waitlist; or
      7. g. Information relative to whether the child’s link to the child care provider is opening or closing;

   2. (2) Decisions impacting ongoing eligibility, including one or more of the following:

      1. a. Initiation of job search; orb. Initiation of continued assistance;
   3. (3) The eligibility period, for an approval or redetermination;
   4. (4) The proposed effective date of the decrease in assistance or termination;
   5. (5) Each eligible family member’s name and DHHS recipient identification number, which is a uniquely assigned number for each member of the assistance group, if the family is determined eligible;
   6. (6) The family cost share, based on the percent of the assistance group’s monthly gross income and household size, pursuant to He-C 6910.18;
   7. (7) The authorized service level, full-time, half-time, or part-time, for all eligible children;
   8. (8) The right to appeal, in accordance with He-C 6910.19, if the family is aggrieved by the eligibility decision;
   9. (9) The DHHS decision to seek recoupment of an overpayment made to the parent, the provider, or both; and
   10. (10) That funds are now available and the child is released from the waitlist.

4. (d) Notifications to families in (b) above shall include the following additional information, as applicable:

   1. (1) The maximum income limit for the family size;
   2. (2) The total monthly gross income amount for the assistance group;
   3. (3) The total monthly net income if self-employed; and
   4. (4) The income computation used to determine the eligibility decision.

5. (e) Families shall receive courtesy letters related to ongoing eligibility as follows:

   1. (1) At 72 days from the start of the job search or continued assistance, information relative to the 92-day limit on job search and continued assistance;
   2. (2) At 30 days and at 60 days of non-billing from the provider, information relative to the termination of the provider’s link between the child and the provider; and
   3. (3) At 84 weeks when an employment-related training or educational program has been used, information relative to the lifetime limit of 104 weeks for employment-related training and educational activities.
6. (f) When a termination is the result of the parent’s failure to complete the redetermination process, the family shall not receive notification in accordance with this section.

Source. #7723, eff 7-1-02 (from He-C 6910.09); amd by #8377, eff 6-21-05; (See Revision Note at part heading for He-C 6910) #9474, eff 6-29-09; ss by #10120, eff 5-7-12 ss by #12221, eff 7-10-17; ss by #13063, eff 7-1-20; ss by #13063, eff 7-1-20; ss by #13799, eff 10-28-23; ss by #13951, eff 4-30-24