Children's information

This section shows how to gather and verify information for each child who needs child care. It also illustrates how to include children who do not need care in family size.

Page contents

What information should I capture?
Verifying identity, age, and citizenship for children who need child care
Verifying an applicant's relationship to each child who needs child care
Example screens

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What information should I capture?

Income eligibility varies based on household size. To ensure correct household size, applicants should include both their children who need child care, as well as their children who do not need care as part of their application. OCC recommends very clearly asking about both children who need care and those who do not.

For each child who needs care, ask for information such as name, date of birth, relationship, and citizenship/immigration status.

For children who do not need care, only ask how many live in the home.

Verifying identity, age, and citizenship for children who need child care

Where possible, OCC recommends Lead Agencies use existing administrative data already on file to verify age, identity, and citizenship status/qualified non-citizen status rather than requiring submission of new documents. To verify whether a child seeking child care assistance is a citizen or qualified non-citizen, OCC recommends Lead Agencies use the procedures outlined in "interim Guidance on Verification of Citizenship, Qualified Alien Status and Eligibility Under Title IV of the Personal Responsibility and Work Opportunity Reconciliation Act of 1996. OCC recommends Lead Agencies use documents submitted to verify age and identity to also verify citizenship/qualified non-citizen status. For example screens, see Documentation Upload. Only when age and identity documents and information on file are insufficient to verify citizenship/qualified non-citizen status should Lead Agencies request additional information from the applicant.

Lead Agencies are not required to verify the identity, age, and citizenship of any child not needing care.

Examples from Lead Agencies

Practices that minimize applicant burden

From select Lead Agencies’ FY2022-FY2024 CCDF Plans

“Eligibility staff accept a verbal attestation of a child’s identity, age, and citizenship [or qualified non-citizen status] and then confirm this information by first using information available in the electronic case record or systems available to the department. These other internal systems allow for verification with either a birth certificate verified at the WA Department of Health, a cross-match with the Social Security Administration or with the federal database for confirming non-citizen eligibility for federal benefits (SAVE). If this is not available, then eligibility staff request proof of identification, age, and citizenship [or qualified non-citizen status] from the family directly.”
From Washington's CCDF State Plan
“Verification is only required if the child is not already [verified] through the TANF, SNAP, or medical programs. Child information can be verified by birth certificate, or school and medical records from other agencies and entities.”
From Connecticut's CCDF State Plan

Verifying an applicant's relationship to each child who needs child care

Applicants may not be able to easily provide a birth certificate or other legal document to prove their relationship to a child. This is especially true for parents acting in loco parentis. They may need to go through legal proceedings or wait many weeks to get a legal document proving relationship. This causes significant administrative burden.

Thus, OCC recommends allowing additional ways to verify relationship. When someone cannot provide a legal document, allow them to provide alternatives such as medical, school, or child care records. When someone cannot provide any documentation, allow them to self-certify their relationship. For example screens, see Documentation Upload.

Examples from Lead Agencies

Practices that minimize applicant burden

From select Lead Agencies’ FY2022-FY2024 CCDF Plans

“The Lead Agency does not require that the applicant be related to the child for whom they are applying for CCAP. Verifying relationships is not a federal regulation and therefore, not required for CCAP eligibility. The Lead Agency accepts the applicant's statement as sufficient documentation for verifying relationship to a child. Additionally, when the Lead Agency verifies the age of a child, the verification provided generally shows that the applicant's relationship corresponds to the applicant’s statement.”
From Louisiana's CCDF State Plan
“Applicants self-declare their relationship to the child on each application and that is verified through access to other services provided by the Department of Social Services. If no verifiable information is available at the time of initial application, the applicant is required to provide additional verifications such as a birth certificate or a court document.”
From South Dakota's CCDF State Plan
“Household declaration on the application or with information in other benefit systems. “
From Idaho's CCDF State Plan
“Declaration of relationship is accepted at initial application.”
From Virginia's CCDF State Plan
“The parent’s statement serves as verification of the relationship between the applicant and the child. Parent – a parent by blood, marriage, or adoption; a legal guardian; or other person standing in loco parentis (acting in the role of a parent or guardian). Parent also includes any persons recognized by Georgia law or a competent court of jurisdiction as serving in loco parentis.”
From Georgia's CCDF State Plan