11503 Day Care Services

Link to TCADD Policy 11501

1. INDIVIDUAL NEEDS ASSESSMENT

Determining the service authorization for an individual begins with the planning team process. 

Section 4685 (c)(6) of the Lanterman indicates that “when purchasing or providing a voucher for day care services for parents who are caring for children at home, the regional center may pay only the cost of the day care service that exceeds the cost of providing day care services to a child without disabilities. The regional center may pay more than this amount when a family can demonstrate a financial need and when doing so will enable the child to remain in the family home.

When determining the provision of daycare services, the planning team will identify and access all private and generic resources available to meet all or any portion of the need for daycare. The planning team will decide which, if any, regional center subsidized or funded childcare services are to be used to meet any remaining daycare needs. If the planning team determines whether the regional center will subsidizeor fund childcare services, a schedule must be developed by completing the Schedule of Services Assessment form (Attachment A). See Attachment B for a sample of the Schedule of Services Assessment form.

The Individual Program Plan (IPP) must include an outcome identifying the need for day care, specify the parent’s work or academic weekly schedule, and must include the frequency of weekly hours needed. Day care hours may be granted up to 25 hours per week when school is in session and up to 50 hours per week when school is not in session (e.g. school breaks).

Exceptions: Tri-Counties Regional Center recognizes that some individual needs are so unique that they may not be addressed within this procedure which may require an exception. Such requests for an exception to a Service Policy can be made through the Planning Team and exception process.

1. ESTABLISHING A SCHEDULE OF SERVICES (Attachment A)

A schedule of services assessment will be completed by the service coordinator in collaboration with the parent(s) using the Schedule of Services Assessment form (Attachment A).  This schedule identifies hours of daycare for the individual based on the parent’s working and/or academic schedule, natural supports and other generic supports. A list of natural and generic supports available to meet the individual’s needs should be compiled, including consideration of:

• School schedules: including regular year, extended school year,
• Individual income resources: family income, trusts and/or SSI/SSP or SSA, Cal-Works, Cal-Fresh, AAP, other childcare subsidies and programs when available
• In-Home Support Services (IHSS);
• Behavioral Support
• Natural supports: friends, relatives, service organizations, and church organizations;

1. VENDORIZATION

The classification of vendorization will be determined based on the type of daycare provided to the child. Classifications are as followed: 

1. If a family member chooses to use a daycare provider that is not vendored with the regional center, that family member must first become vendored for Day Care – Participant Directed (service code 455) and they must be:
2. A family member,
3. Not the direct provider of the daycare service; and
4. Select the daycare service for the individual from
5. An individual who possesses the skill, training, or education necessary to provide the daycare service, or,

b. An agency that meets the criteria specified in this section from A or B.

• (Used less frequently) The provider of daycare shall be classified as a vendor of Day Care (service code 851) if the child attends a program that:
• Possesses a valid family daycare or daycare license issued by Department of Social Services (DSS) or by an agency authorized by DSS to assume specified licensing responsibilities, and provides non-medical care and supervision to children under 18 years of age on a less than 24-hour per day basis in the vendor’s own home; or, Possesses a preschool license issued by the Department of Education or a valid childcare center license issued by DSS or an agency authorized by DSS to assume specified licensing responsibilities and aids children in developing pre-academic skills, group training, and social skills in a nonresidential facility.

When the family chooses to use a day care provider that is vendored with the regional center, the service coordinator will review with the family member the Day Care Disclosure packet. Once the appropriate vendorization has been identified, all required information including a Ven 600, in accordance with current TCRC vendorization policy and procedure shall be forwarded to the local Resource Development Specialist to complete the vendorization process. The vendored family member will then receive, through a Financial Management Services (FMS) agency, the daycare supplement monies, to then pay their daycare provider or reimburse themselves after payment has been made. 

While the vendored family member will not receive the daycare supplement monies directly from the regional center, they must be vendored for the service.  The service will be authorized under service code 455 for the supplemental rate, and a monthly FMS fee will need to also be authorized under service code 490 using the FMS agency’s vendored numbers.

1. PURCHASE OF SERVICE (POS) AUTHORIZATIONS

Once the above actions have been completed and the family is assessed for FCPP or applied for the Medicaid Waiver program, the following must be completed and submitted to the appropriate Services and Supports Manager for approval:

1. Funding through a provider selected by a family member, Service Code 455 (Day Care- Participant Directed) is used to authorize the hourly supplement, and Service Code 490 (FMS Fee) is used to authorize the monthly FMS fee. It must specify a start and end date, the total number of hours/units per month with weekly allotments in the “justification” section.
2. A copy of the Schedule of Supports Assessment form (Attachment A) will be developed to identify needed supports; and
3. Verification that the services requested are identified in the individual’s IPP.
4. Funding through a vendored provider, Service Code 851 (Child Day Care) is used, and a POS Authorization is completed in Sandis.  It is created under the individual’s name, and must be written for the selected vendor, under their vendor number, for the appropriate service code.  It must specify a start and end date, the total number of hours/units per month with weekly allotments in the “comments” section.
   1.  A copy of the Schedule of Supports Assessment form (Attachment A) is developed to identify needed supports; and
   1. Verification that the service requested is identified in the IPP.

The service coordinator will be responsible to review the continued need for day care supplemental funding during annual reviews and IPP meetings. The parent(s) will also be responsible for notifying their service coordinator of any schedule changes that may require an increase, reduction, or termination of weekly hours. Any change in hours will be reflected in the IPP following agreement by the planning team.

     Revision Date: 11/26/25

Attachment A

Schedule of Services Assessment For (period)_____________________

Individual Served ________________   SC__________   UCI _________________   Date  __________

Attachment B

SAMPLE SCHEDULE

Schedule of Services Assessment For (period)__School Year 2018_________

Individual Served __Anl  Jo___   SC_Monse A___   UCI _123456____   Date  _Sept. 2017___