Florida Administrative Code
6 - DEPARTMENT OF EDUCATION
6M - Division of Early Learning
Chapter 6M-4 - DIVISION OF EARLY LEARNING - SCHOOL READINESS PROGRAM
Section 6M-4.208 - Documenting Eligibility for the School Readiness Program
Universal Citation: FL Admin Code R 6M-4.208
Current through Reg. 50, No. 187; September 24, 2024
(1) Each early learning coalition or designated contractor must determine eligibility for each applicant applying for the School Readiness Program in accordance with Section 1002.87(1), F.S. and Rule 6M-4.200, F.A.C. All child eligibility documentation shall be maintained by the coalition, as applicable. Each coalition is responsible for implementing a records retention policy ensuring that all documentation is maintained in accordance with law. The coalition or the designated contractor, where applicable, must conduct annual internal file monitoring activities to ensure the accuracy of eligibility determinations.
(2) Notwithstanding their inability to provide full documentation at the initial eligibility determination, a coalition shall permit enrollment after initial eligibility determination to children experiencing homelessness as verified by a Department of Children and Families (DCF) certified homeless shelter.
(3) Each applicant must have a completed, signed and dated Form OEL-SR 01, School Readiness Application for each initial eligibility determination in the statewide information system. Form OEL-SR 01, is adopted in and incorporated by reference in Rule 6M-4.300, F.A.C.
(4) Documentation required for school readiness services eligibility. During the initial determination and redetermination an applicant must submit documentation, as applicable, to verify compliance with eligibility requirements. An office visit shall not be required for the submission of eligibility documentation or establishment of eligibility. Prior to the eligibility determination and enrollment, new applicants shall submit required documentation within 30 calendar days from the date on the funding notification. Redetermining applicants shall submit required documentation through the statewide information system prior to the redetermination date. The coalition shall determine eligibility within ten (10) calendar days of receipt of completed documentation.
(a) Age. Verification of age must be
established for each child eligible for the school readiness program in
accordance with Section
1002.87(1),
F.S. The coalition shall keep a record of at least one of the following
supporting documents that shows the child's name and date of birth:
1. Child's birth record.
2. Child's certificate of baptism or other
religious record of the child's birth, accompanied by an affidavit stating that
the certificate is true and correct, sworn to or affirmed by the child's
parent.
3. An insurance policy on
the child's life which has been in force for at least 2 years.
4. A passport or certificate of the child's
arrival in the United States.
5. An
immunization record signed by a public health officer or licensed practicing
physician, or
6. A valid military
dependent identification card.
7.
For Temporary Assistance for Needy Families (TANF) families identified in
Section 1002.87(1),
F.S., the child's age, as indicated on a child care authorization submitted by
the referring agency, is sufficient to establish the child's age as verified by
the parent.
8. For children
identified in Sections
1002.81(a)-(d),
F.S., the child's age, as indicated on a child care authorization submitted by
the referring agency, is sufficient to establish age as verified by the
parent.
9. If no supporting
documents listed in subparagraphs (a) 1.-8. above are available, a parent's
notarized statement of the child's age accompanied by a certificate of age
signed by a public health officer or licensed physician stating that the
child's age shown in the affidavit is true and correct may be
accepted.
(b)
Citizenship. Each child receiving services must be a U.S. citizen or qualified
alien. Verification of U.S. citizenship or a qualified noncitizen status must
be obtained for each child prior to authorizing school readiness services. The
coalition shall keep a record of at least one of the following supporting
documents establishing citizenship for each child:
1. U.S. birth certificate.
2. An original or certified copy of the
child's U.S. birth record filed according to law with the appropriate public
officer.
3. U.S.
passport.
4. Lawfully admitted
alien document (e.g. Forms I-94, I-94A, I-197, I-551 & I-766) with non-U.S.
passport.
5. Certificate of U.S.
citizenship or naturalization.
6.
Documentation of the child's Medicaid eligible status with the exception of
Medicaid benefits received through the emergency medical assistance program as
a non-citizen or non-qualified alien.
7. For TANF children identified in Section
1002.87(1)(a),
F.S., the child's status as a TANF recipient, as indicated on a child care
authorization submitted by the referring agency, is sufficient to establish the
child's citizenship.
8. If no
supporting documents listed in subparagraphs (b)1.-7., above are available for
a homeless child as defined in Section
1003.01, F.S., a coalition can
accept a notarized statement provided by the child's parent or homeless shelter
to establish the child's citizenship.
(c) Residency. Each applicant must submit
verification of current residency to qualify for the program in the county in
which the applicant applied. The coalition shall keep a record of at least one
of the following supporting documents that shows the name and current
residential address of a parent with whom the child resides:
1. Utility bill (electric, gas, water),
cable, internet or landline phone bill dated within 12 months of the date the
child application is submitted.
2.
Pay stub from a current employer dated within 12 months of the date the child
application is submitted.
3.
Current and signed residential rental agreement, mortgage statement or receipt
that contains a name and address, from a rental payment, dated within 12 months
of the date the child application is submitted.
4. Government-issued document (e.g., a
current property tax assessment, dated within 12 months of eligibility
determination, showing a homestead exemption, a Florida driver's license,
Florida identification card),
5.
Military order showing that the child's parent is a service member in the
United States Armed Forces and is assigned to duty and resides in Florida when
the child attends the school readiness program (e.g., permanent change of
station).
6. For children
identified in Section
1002.87(1),
F.S., the child's status as a TANF recipient, as indicated on a child care
authorization submitted by the referring agency, is sufficient to establish the
child's residency.
7. For children
identified in Sections
1002.81(1)(a)-(d),
F.S., the child's Florida Medicaid-eligible status, as indicated on a child
care authorization submitted by the referring agency, is sufficient to
establish the child's residency.
8.
If no supporting documents listed in subparagraphs (c)1.-7., above, are
available, a coalition may accept a notarized statement provided by the child's
parent and a letter from a landlord or property owner which confirms that the
child resides at the address shown in the notarized statement. Documentation
cannot be accepted by the coalition more than one time to determine
eligibility.
9. If no supporting
documents listed in subparagraphs (c)1.-7., above are available for a homeless
child as defined in Section
1003.01, F.S., a coalition shall
document residency based on other supporting documents showing that the child
is homeless and resides in Florida (e.g., letter from a shelter or a notarized
statement provided by the child's parent).
(d) Parent Status. Each applicant must meet
the definition of parent in subsection
6M-4.200(1),
F.A.C., and submit government-issued ID and documentation of guardianship.
Additionally, the coalition shall keep a record of at least one of the
following supporting documents to verify the parental relationship:
1. A copy of the child's birth certificate,
which includes the parent's name or maiden name, if applicable.
2. A court order or other legal documentation
that substantiates the adult's relationship to the child(ren).
3. A valid DCF or Workforce Child Care
Authorization Form that bears the name of the child and the parent.
4. Documentation the applicant is in receipt
of Relative Caregiver payment, Guardianship Assistance payment or TANF benefits
on behalf of the child.
5. A
notarized statement provided by the child's parent listing the person
designated to be responsible for care of the child.
6. Official public or non-public school
records.
7. A notarized statement
from a medical professional.
(e) Family Size. Each applicant must identify
each child and adult included in the school readiness family size, in
accordance with Section
1002.81(9),
F.S.
1. Family size includes the parent(s) and
the child(ren) currently residing together in the same dwelling unit (persons
who are parents of a child in common regardless of whether they have been
married and all children in their care) or person standing in loco
parentis.
2. Children with a child
care authorization who are in a licensed out-of-home placement or
relative/non-relative placement must be listed as a child only case in the
statewide information system. A family unit shall include an individual child
referred or related sibling group referred in a licensed out-of-home placement
or relative/non-relative placement.
3. The family size for a family that includes
a child(ren) in receipt of Relative Caregiver or Guardianship Assistance
payment shall only include the child(ren) in receipt of the Relative Caregiver
or Guardianship Assistance payment.
4. The family size for a family that includes
a child(ren) in receipt of TANF child only benefits shall only include the
child(ren) if the child(ren) resides with a guardian. If the child(ren) resides
with a parent, the parent must be included in the family size.
5. A teen parent will be considered a
separate household, unless the teen and their child(ren) are included in their
parent's School Readiness family size. Eligibility and income will be
determined consistent with the procedures for other households.
6. The coalition shall keep a record of at
least one of the following supporting documents, as applicable, to establish
family size:
a. A statewide information system
generated form or locally developed form documenting the applicant's family
size including a statement from the parent certifying that the household
information is true and correct. In cases where the coalition suspects fraud,
the coalition may request additional documentation to establish family
size.
b. For TANF families
identified in Section
1002.87(1),
F.S., the child's family size as a TANF recipient, as indicated on a child care
authorization submitted by the referring agency as verified by the parent, is
sufficient to establish family size.
c. For children identified in Sections
1002.81(1)(a)-(f),
F.S., the child's family size on a child care authorization submitted by the
referring agency as verified by the parent, is sufficient to establish family
size.
(f)
Purpose for Care. Each applicant must meet the purpose for care requirements of
the program in accordance with Sections
1002.81(1), (7),
(16) and
1002.87(1),
F.S. The coalition shall keep a record of at least one of the following
supporting documents establishing purpose for care for the authorization
period:
1. For children identified in
Sections 1002.81(1)(a)-(f),
F.S., the child's purpose for care, as indicated on a child care authorization
submitted by the referring agency, is sufficient to meet this requirement. If
income documentation (earned and unearned) is available during the initial and
subsequent eligibility verification, it must be submitted at that time by the
family or the referring agency. A child is eligible under the relative
caregiver program category if, the guardian is in receipt of Relative Caregiver
Assistance payments or Guardianship Assistance payments from the Florida
Department of Children and Families.
2. For children identified in Section
1002.87(1)(a),
F.S., the child's status as a TANF recipient or a parent who has an Intensive
Service Account or an Individual Training Account under Section
445.009, F.S., as indicated on a
child care authorization submitted by the referring agency, is sufficient to
establish purpose for care. The family's income must meet the School Readiness
Program income standards, remaining at or below eighty-five (85) percent of the
State Median Income (SMI).
3. For
income eligible families, purpose for care is established by the parent's work
schedule as verified on one of the income documents listed below in
subparagraph (4)(f)6.
4. Education.
Each applicant requesting services in order to attend an approved educational
activity in accordance with Section
1002.81(16),
F.S., shall provide an official school schedule or proof of enrollment from an
accredited education institution, on the schools letterhead, that includes the
class schedule. Use of educational activities as a purpose for care shall be
limited to GED programs, secondary education programs, technical or vocational
programs, associate of arts, associate of science, bachelor of arts, and
bachelor of science programs.
5.
Documentation for exemptions to work requirements due to disability or age:
a. Disability - In order to be exempt from
work requirements due to disability, a parent must submit documentation from a
physician licensed under Chapter 458 or 459, F.S., or a disability award letter
from the U.S. Social Security Administration.
b. Age - In order to be exempt from work
requirements due to age, a parent must submit proof of receipt of retirement
income benefits from the U.S. Social Security Administration, a public or
private employer, or documentation from a physician licensed under Chapter 458
or 459, F.S.
6. Income.
Each applicant must submit documentation of earned and unearned income in
accordance with paragraphs (a)-(g), below. This applies to at-risk children
identified in Section
1002.81(1),
F.S., if available. If income documentation is not available for at-risk
children, the coalition shall still process the eligibility determination under
the at-risk child care authorization.
a. All
earned income and unearned income not excluded by Section
1002.81(8),
F.S, and employment, shall be documented.
b. For all applicants, other than those who
are self-employed, each source of earned income, at a minimum, shall be
documented by hours of employment and rate of pay based on:
I. Four (4) weekly, two (2) biweekly, two (2)
semi-monthly, or one (1) monthly pay stubs that are current and consecutive;
or
II. A signed statement by the
employer dated within 4 weeks of applying for SR child care funding;
or
III. A signed contract for
employment that has a termination date of not less than 9 months from the date
of applying for SR child care funding.
c. Each source of unearned income, as defined
by Section 1002.81(15),
F.S., shall be documented at a minimum by:
I.
Source documentation establishing receipt of unearned income such as, but not
limited to, alimony, social security benefits, supplemental security income,
worker's compensation benefits, reemployment assistance, veteran's benefits,
retirement benefits, temporary cash assistance under Chapter 414, F.S., and
regularly received cash gifts.
II.
For child support, verification from the child support enforcement office or a
written statement from the absent parent or parent in receipt of child support
payments.
III. For varied amounts
of unearned income, the parent must provide a minimum of four (4) weekly, two
(2) biweekly, two (2) semi-monthly, or one (1) monthly source of unearned
income documentation.
d.
Income Fluctuations. For families that have irregular earnings (fluctuations)
due to seasonal or other types of work schedules such as retail employment
during the holidays or tourism in the summer, the coalition or contracted
designee must:
I. Calculate the average income
for the previous 12 months. The average must reflect income changes that occur
during the eligibility period, including situations in which a family had
monthly income above 85 percent of the State Median Income (SMI), for part of
the year and lower income in other months.
II. For instances where a family, upon
redetermination, may not have 12 months of pay stubs, use an employer
verification statement that affirms the average annual
income.
e.
Self-Employment. For purposes of income verification, self-employment is
defined as work activities that produce income that an individual uses to meet
daily living expenses. The self-employment activity must contribute to the
applicant's livelihood and the time and effort put into the activity will
indicate intent to make a profit. Passive or casual activities that can be more
appropriately qualified as "hobbies" or volunteer work do not meet this
criterion. Self-employed applicants shall provide appropriate documentation
sufficient to determine a minimum of 20 hours worked per week and income, such
as: business account ledgers, written documentation from customers,
contractors, or federal tax returns.
(g) An acknowledgement of income and family
size used to establish the family copayment in accordance with Rule
6M-4.400, F.A.C., if applicable,
shall be documented by every family applying for school readiness service,
including families of children identified in Section
1002.81(1),
F.S. This acknowledgement shall be made and documented at each determination of
eligibility. The acknowledgement may be recorded on locally created income
worksheets that includes the information listed on the income worksheet
generated by the statewide information system, if available.
1. Each early learning coalition shall
maintain for each authorization period, documentation of the income
calculations used to establish the family unit income for each family receiving
school readiness services within the statewide information system. This may
include documenting information on a locally created income worksheet or in
case notes.
2. A family shall
acknowledge a documented change in income or family size during the
authorization period, if applicable.
Rulemaking Authority 1001.02 FS. Law Implemented 1002.81(1), (8), (16), 1002.82(2)(f), 1002.84(8), 1002.87(1), (5), (6) FS.
New 4-21-03, Formerly 60BB-4.208, Amended 12-18-16, 8-20-18, 6-11-20, 11-23-21.
Disclaimer: These regulations may not be the most recent version. Florida may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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