OCC trains state and local staff on guided case file reviews ahead of expanded CCDF monitoring

Sandra opened a virtual training for local staff preparing to take part in Office of Child Care (OCC) monitoring visits, outlining why guided case file reviews are central to monitoring the Child Care and Development Fund (CCDF) and what participants should expect.

The session explained that federal regulations require OCC to monitor states’ CCDF implementation roughly every three years and that in federal fiscal years 2025–2027 OCC will place greater emphasis on guided case file reviews and interviews with subsidy and regulatory staff to better understand local implementation. "Monitoring is not a gotcha," Sandra said, stressing the sessions are meant to clarify policy and identify technical assistance needs.

The training included a sample guided case file review in which Violet, an eligibility specialist, and Linda, an eligibility unit supervisor, walked through an initial approved application. Violet said the applicant filed via the web portal on March 10 and provided scanned documentation including a driver’s license, the child’s birth certificate and a lease; she scheduled an interview March 16 and finalized the case on March 24. "I finalized the case on March 24, and the system mailed the approval letter that day," Violet said.

An OCC monitoring team member questioned one detail in the example approval letter that showed an eligibility begin date of March 24, 2024, and an end date of March 31, 2025 — slightly more than 12 calendar months. Violet explained the state practice is to begin eligibility on the approval date and end on the last day of the twelfth month, which produced the observed span.

Linda gave a concrete example of a parental fee in the approval letter, saying the case’s fee would be $52.12 per week, and added that the fee "may be decreased, but the fee would never increase" during the eligibility period. She also said cases may be closed during the 12 months for approved reasons, such as income exceeding 85% of the state median income (SMI) or a move out of state, but that the initially issued eligibility period itself would not be shortened at approval.

Trainers advised presenters not to prepare scripted PowerPoints for guided case file reviews; instead, staff should be familiar with the case, project their electronic records when helpful and consult policy manuals when needed. "It's okay to say ‘I don't know’ or to follow up on a question at a later time," Sandra said, noting OCC will accept requests for additional documentation and will track follow-up items before the end of a visit.

The training closed with guidance on handling personally identifiable information (PII). Sandra said OCC will not leave with or document PII in its notes and asked agencies to send blank sample documents if follow-up files are requested. Participants were told to contact their CCDF administrator for state‑specific checklist questions and to use OCC’s optional guided case file review office hours for practice and technical support.

The training emphasized collaboration: OCC and state lead agencies have worked together during pre-visit planning to select staff for case presentations and to set schedules. The session concluded with an invitation to local staff to use the office hours and to reach out to OCC with any follow-up questions.

The training did not include any formal votes or regulatory changes; it was instructional and preparatory for upcoming monitoring activity.