| CAPS Policy – Definitions and Acronyms |
No.: CAPS/00-2 |
Effective Date: 10/01/2016 |
| Revised: 03/01/2025 |
| Revision Effective: 03/01/2025 |
2.1 Definitions
Administrative Error – an error made by the Agency causing incorrect payment of subsidy and/or eligibility to be determined incorrectly
Administrative Hearing – a judicial proceeding conducted so as to afford a parent or child care provider their due process rights required by applicable law.
Adult – for the purposes of CAPS, any person who is 18 years of age or older or an emancipated minor. For the purposes of
criminal records check processes, an adult can be 17 years of age.
Adult Basic Education (ABE) – academic instruction and services eighth grade level and below that increase an individual’s
ability to: read, write, and speak in English and perform mathematics or other activities necessary to attain a secondary school
diploma or its recognized equivalent.
Adult Secondary Education (ASE) – academic instruction and services between the ninth and twelfth grade levels that
increase an individual’s ability to: read, write, and speak in English and perform mathematics or other activities necessary to
attain a secondary school diploma or its recognized equivalent.
Adverse Action – an unfavorable action taken by DECAL against a child care provider or a parent.
Adverse Action Period – the 14-day notification period CAPS gives parents before an adverse action will go into effect.
Alimony – money paid by a spouse pending or after a legal separation or divorce.
Appeal – the right to request a hearing as a result of an adverse action.
Applicant – the parent, guardian, or person acting in loco parentis (with whom the child resides) who submits the request for
CAPS child care assistance.
Application – the form prescribed by CAPS used to apply for child care assistance.
Approval – disposition of an application for a parent who is determined eligible for CAPS services when funding is available.
This occurs after an assessment has been made on a complete application.
Arrival and Departure Records – a daily attendance record documenting the child’s arrival and departure times signed by the
parent or other authorized representative. Formerly referred to as sign-in / sign-out logs.
Authorized Representative – an individual granted written permission by the parent to perform specified duties, including
duties related to the application process or daily pickup and drop-off. The authorized representative may not be an employee
of the child care provider except in limited circumstances (e.g., the employee is a family member, friend, or neighbor of the
child and routinely performs pickup and drop-off duties because of their relationship to the child).
Authorized Signer (delegee) - a person who is not legally responsible for the organization by virtue of their position but is
granted permission to sign documents related to participation in the CAPS program
Before and After School Scholarship – the type of scholarship authorized when child care is needed for a school age child
before and/or after customary school hours while school is in operation for the child receiving care. Before and after school
child care also includes children who are enrolled and attending Georgia’s Pre-K Programs or Head Start.
Biological – parent who has given birth to (mother) or fathered the child or is related by blood affiliation to the third degree of
consanguinity, such as, a parent, aunt, uncle, grandparent, great-grandparent, or older sibling.
Boarder Income – direct payments for food and related shelter expenses, minus the cost of doing business. A boarder rents
space within the applicant’s residence. Please see definition for rental income when income is received from renting space at
a location other than the applicant’s own residence.
Calendar Day – time from 12:00 am to 11:59 pm.
Capital Gains – proceeds from the sale of capital goods or equipment. Proceeds are reported as capital gains for tax
purposes, including items such as real estate, securities, machinery, etc., which are held as an investment for a set period of
time. A capital gain is realized when the item(s) sold has appreciated in value from the original purchase price.
CAPS Administration and Payment System – the information technology system used to manage child care provider
participation, payments, and data related to CAPS services.
CAPS/Quality Rated Probationary Status – a licensed child care program that has not achieved a star rating, or is unable to
maintain a star rating.
CAPS/Quality Rated Provisional Status – a licensed child care program that is new to CAPS and in the process of
becoming Quality Rated.
Case Record – all documentation collected and retained for a child care provider and parent throughout the course of their
participation in the CAPS program.
Childcare and Parent Services (CAPS) – Georgia’s child care subsidy assistance program.
Child Care and Development Block Grant (CCDBG) – the primary source of federal funding for child care subsidies for lowincome working families.
Child Care and Development Fund (CCDF) – the funds allocated to states under the provisions of the Child Care and
Development Block Grant Act, as amended. The fund consists of Discretionary Funds authorized under section 658B of the
amended Act, and Mandatory and Matching Funds appropriated under section 418 of the Social Security Act.
Child Care Scholarship – a written authorization of eligibility for the CAPS program. For the purposes of the CAPS program,
a child care scholarship provides authorization for eligibility to the parent, not eligibility for the child care provider. Scholarships
can be issued (based on the family’s needs) for full time, part time, or before/after school care.
Child Care Learning Center – means any place operated by an individual or any business entity recognized under Georgia
law wherein are received for pay for group care, for fewer than 24 hours per day without transfer of legal custody, seven or
more children under 18 years of age and which is required to be licensed. Child Care Learning Center also includes any day
care center previously licensed by the Department of Human Resources and transferred pursuant to Code Section 20-1A-1 et
seq.
Child Care Resource and Referral Agency (CCR&R or R&R) – statewide network of organizations that help parents choose
child care by giving them referrals to local child care providers, information on state licensing requirements, etc. CCR&Rs also
offer training and technical assistance as well as quality improvements activities to child care programs. For additional
information, visit www.allgakids.org.
Child Development Associate (CDA) – credential awarded by the Council for Professional Recognition to individuals who
work in all types of early care and education programs, including Head Start, pre-k, infant-toddler, family child care and home
visitor programs.
Child Protective Services – an investigation of child abuse or neglect that yields services to protect the child and strengthen
the family.
Child Support – maintenance allowance paid by the noncustodial parent for the support of a child.
Children with Disabilities – a child that has a disability or developmental delay that impacts their learning, as measured and
documented by appropriate diagnostic instruments and procedures by a licensed medical specialist. The disability or delay must be in one of the following areas: physical development, cognitive development, communication development, social or
emotional development, or adaptive development. Children with disabilities may include: a child who is eligible for early
intervention services under part C of the Individuals with Disabilities Education Act (20 U.S.C. 1431 et seq.); a child who is
eligible for services under part B, section 619, of the Individuals with Disabilities Education Act (20 U.S.C. 1419); a child who is
eligible for services under section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794); a child with a Medicaid waiver for
persons with disabilities (i.e., Katie Beckett, NOW, or COMP); and a child receiving Supplemental Security Income for
blindness or a disability.
Claim – an overpayment established or identified by DECAL as a result of an error or violation.
Client Error – an unintentional error caused by the parent. These include, but are not limited to, reporting false or inaccurate
information, delays in reporting changes in household circumstances or provider arrangements, or excess payments made as
the result of a request to continue benefits pending an administrative hearing.
Comprehensive Records Check Determination – a satisfactory or unsatisfactory determination by the department, based
upon a Federal Bureau of Investigation fingerprint check, a search of the National Crime Information Center’s National Sex
Offender Registry, and a search of the following registries, repositories, or databases in the state where the actual or potential
employee or director resides and in each state where such individual resided during the preceding five years: criminal registry
or repository, with the use of fingerprints being required in the state where the individual resides and optional in other states;
state sex offender registry or repository; and state based child abuse and neglect registry and data base.
Core Standards – health and safety standards identified as having the greatest impact on risk to children in care.
Delegation of Authority - the process or action of transferring one’s power or duty to another person.
Denial – disposition of an application for a parent determined not eligible for CAPS services or when funding is not available.
This occurs after an assessment has been made on a complete application.
Department of Early Care and Learning (DECAL) – the state entity, or Lead Agency, designated under §98.10 and 98.16(a)
(Code of Federal Regulations) to which a CCDF grant is awarded and that is accountable for the use of the funds provided.
Director – the chief administrative or executive officer of the child care facility. This person is responsible for the daily onpremises supervision, operation, and maintenance of the facility.
Dismissal – the action taken to remove a child care provider from the CAPS program for failure to comply with DECAL
policies or federal or state laws and regulations.
Dispose – the act of moving an application from pending status to either approved, denied, or unable to process.
Disqualification – a time-limited or permanent status that disallows a child care provider or parent from participating in CAPS
for failure to comply with DECAL policies or federal or state laws and regulations.
Dividends – a share of profits received by a policy holder or shareholder.
Early Head Start (EHS) - A federal-to-local community grant program that provides comprehensive child development and
family support services for pregnant women through children 3 years of age and their families. For additional information, visit
https://eclkc.ohs.acf.hhs.gov/programs/article/early-head-start-programs.
Earned Income – income gained from paid work, such as wages, salaries, tips, net earnings from self-employment, etc.
Electronic Signature – occurs when the signatory affixes their signature, unique and private pin, photo, fingerprint
recognition, or unique and individualized card scan to an electronic document.
Eligible – disposition of an application for a parent who may receive CAPS services when funding is available.
Eligible Child – at the time of eligibility determination or redetermination the child shall be under 13 years of age (under 18
years of age with a disability or developmental delay that impacts their learning or court ordered supervision); resides with a family whose income meets CAPS income requirements; resides with a family whose assets do not exceed $1,000,000.00;
and resides with a parent(s) who is employed or enrolled and participating in a vocational training or educational program, or
receives, or has a need for protective services (as designated by CAPS).
Eligible Postsecondary Institution – a unit of the University System of Georgia; or a branch of the Technical College System
of Georgia; or a private non-profit postsecondary institution located in Georgia that is authorized to participate in the Tuition
Equalization Grant Program; a private proprietary (for profit) Baccalaureate Degree granting postsecondary institution located
in Georgia that is eligible to participate in the Tuition Equalization Grant Program. The proprietary postsecondary institution
must have met all requirements of the eligible postsecondary institution as defined by the Georgia Student Finance
Commission by January 1, 2011.
Eligibility Period – a minimum 12-month period that each individual child receives for which a family is authorized to receive
CAPS services as long as eligibility requirements are met.
Employment – work performed by the parent in exchange for pay.
English as a Second Language (ESL) – instruction and adult education for English language learners to achieve
competence in reading, writing, speaking, and comprehension of the English language that leads to: the attainment of a
secondary school diploma or high school equivalency; transition to postsecondary education and training; or employment.
Family Assessed Fee – the amount the family should pay to share in the cost of child care based on their income and their
family unit size.
Family Child Care Learning Home – means a private residence operated by any person who receives therein for pay for
supervision and care fewer than 24 hours per day, without transfer of legal custody, at least three but not more than six
children under 13 years of age who are not related to such persons and whose parents are not residents in the same private
residence as the provider and which is required to be licensed; provided, however, that the total number of unrelated children
cared for in such home, for pay and not for pay, may not exceed six children under 13 years of age at one time, except that a
provider may care for two additional children three years of age or older for two designated one hour periods daily upon
approval by the Department.
Family Unit – persons who are considered in the family for the purpose of determining CAPS eligibility.
Foster Care – children in the custody of the Department of Family and Children Services (DFCS) that have been removed
from their home and are under the supervision of DFCS.
Fraud – a criminal act in which a child care provider, parent, or authorized representative makes a false statement and/or
withholds information willfully, knowingly, and with deceitful intent and, as a result, obtains or attempts to obtain payment or
assistance for which he/she is not eligible.
Full Time Scholarship – the type of scholarship authorized when full-time child care is needed for three or more days within a
service week.
General Equivalency Diploma (GED) – a program of study leading to a secondary school diplom.
Grievance – any complaint regarding program services, policies, or procedures offered through the Childcare and Parent
Services (CAPS) program excluding those that are subject to an administrative hearing. Grievances are handled and reviewed
by impartial members of CAPS leadership.
Gross Applicable Income – income that is counted toward the maximum allowable income limit.
Gross Wages/Salary – income earned from work/employment, including base pay and tips, commissions, piece rate
payments, and cash bonuses prior to deductions.
Head Start (HS) – A federal-to-local community grant program that provides comprehensive child development and family
support services for children 3 to 5 years of age and their families. For additional information, visit
https://eclkc.ohs.acf.hhs.gov/programs/article/head-start-programs.
Household – all persons residing in the same home.
Improper Payment – any payment received in error. This may include a payment made for an incorrect amount, a payment
made on behalf of an ineligible person or a payment made for a service not rendered or improperly authorized. This includes
any duplicate payments or payments for services not received.
In loco parentis – person living with the child needing CAPS services who is one of the following: a non-custodial parent;
another related person who acts as a caretaker (responsible for the care) of the child; a legal guardian; an unrelated adult who
is at least age twenty-one (21) and whose petition for legal guardianship of the child is pending; an unrelated adult with whom
DFCS has placed a child subsequent to a court order identifying DFCS as responsible for the child’s care and supervision.
Inactive Child Care Provider – a child care provider that does not currently care for a child served by the CAPS program.
Informal Provider – family, friend, or neighbor who provides care for no more than two unrelated (or no more than six related)
children for pay. Informal providers are not required to be licensed but must register with the CAPS program. Informal care can
only be authorized in limited situations as detailed in CAPS Participating Providers Policy (CAPS/00-11).
Integrated English Literacy and Civics Education (IELCE) – instruction for adult English language learners, including
professionals with degrees and credentials in their native countries, that provides them knowledge of the English language and
other skills needed to function effectively as parents, workers, and to obtain United States citizenship.
Irregular Income – periodic fluctuations where earnings may not reflect an accurate projected annual income when
determining eligibility based upon the previous four weeks of income.
Lead Agency – see definition of DECAL.
License-Exempt Providers – child care providers that can operate legally without a license. DECAL rules and guidelines for
all exempt programs can be found at https://www.decal.ga.gov/CCS/Exemptions.aspx.
Lump-Sum Repayment – repayment option where the child care program or parent repays the entire amount of a claim in
one payment.
Major Parent – adult who is the parent/person responsible for a minor parent. The major parent and the minor parent reside in
the same household with the minor parent’s child or children.
Maximum Allowable Income Limit – the highest income threshold for CAPS eligibility.
Military Allotments – payment received by a family unit member who is a dependent or a spouse of a military staff member.
Minor – for the purposes of CAPS eligibility, an individual who has not yet reached their 18th birthday. For the purposes of
criminal records check processes, an individual who has not yet reached their 17th birthday.
Minor Parent – any person 20 years of age or younger who has a child.
Net Income from Self-Employment (Farm) – gross receipts minus operating expenses for one’s own business, professional
enterprise, or partnership. Gross receipts include the value of all goods purchased, rent, heat, light, power, depreciation
charges, wages, and similar items. Operating expenses include cost of feed, fertilizer, seed, and other farming supplies, cash
wages paid to farmhands, depreciation changes, cash, rent, interest on farm mortgages, farm building repairs, farm taxes (not
state and federal income taxes), and similar expenses. The value of fuel, food, or other farm products used for family living is
not included as part of net income.
– gross receipts minus expenses from one’s own business, professional
enterprise, or partnership. Gross Net Income from Self-Employment (Non-Farm)receipts include the value of all goods sold and services rendered. Expenses include cost of
goods purchased, rent, heat, light, power, depreciation charges, wages, and salaries paid, business taxes, (not personal
income taxes), and similar costs. The value of salable merchandise consumed by the proprietors of retail stores is not included
as part of net income.
Non-relative Informal Provider – child care that is provided by a caregiver who is not related to the child by blood or
marriage.
Office of State Administrative Hearings (OSAH) – means the executive state agency responsible for the administration of
the Georgia Administrative Procedure Act. OSAH is not accountable to the management of the CAPS program or DECAL.
Offsetting – a reduction in a child care provider’s on-going payments to recoup an established overpayment.
Overpayment – an improper payment where the parent or child care provider receives more in services or payment(s) than
they are entitled to receive.
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 include any persons recognized by Georgia law or a competent court of jurisdiction
as serving in loco parentis.
Part Time Scholarship – the type of scholarship authorized when part-time child care is needed for one or two days during a
service week. This scholarship can be authorized when child care is needed sporadically throughout the eligibility period (e.g.,
teacher work days, student holidays, virtual learning days as scheduled by the school district, etc.).
Premises – a building, group of buildings, and/or contiguous parcels of land under the control of a single owner who may rent
out portions of the premises.
Program Contact – a person identified by the organization to manage and ensure participation compliance in the CAPS
program.
Program Violation – an intentional submission of incomplete, incorrect, or falsified documents or information in order to
qualify for assistance or receive payments that an individual or child care provider is not authorized to receive.
Provider – the person, facility, or program chosen by the parent(s) to provide child care.
Provider Error – an unintentional error caused by the provider where payments are made based on incorrect and/or
inaccurate information.
Public Assistance – payment in or by money, medical care, remedial care, goods, or services to or for the benefit of needy
persons.
Published Rate - the rate a provider charges to all children receiving child care. This includes families/children subsidized by
CAPS and families/children not subsidized by CAPS.
Quality Rated – Georgia’s system to assess, improve, and communicate the level of quality in early education and school‐age
care programs. Similar to rating systems for hotels or restaurants, Quality Rated assigns a rating of one, two, or three stars to
early education and school‐age care programs that go above and beyond minimum licensing standards.
Quality Rated Cohort Group – the process under which a provider signs up to complete their Quality Rating in a given year.
Each year consists of four separate cohorts that have a predefined number of program slots available. Each cohort has its own
window when a portfolio must be submitted and the three months window during which the program observation will be
conducted. Cohort slots are released in October for the following year and are available for selection in a provider’s Quality
Rated account.
Quality Rated Provider – a licensed child care program that is one-, two-, or three-star rated in Quality Rated (Georgia’s
Quality Rating and Improvement System).
Registration Fee – the fee charged by a provider for enrollment.
Regular Income – a consistent pattern of pay for six consecutive months of earnings. It can include unearned and earned
income.
Regular Lottery Payments – a sum of money received as a result of purchasing a winning ticket in a game of chance paid on
a consistent basis.
Reinstatement – a process that allows a child care provider who has been dismissed or disqualified from receiving subsidies
through CAPS to become eligible for enrollment once again.
Relative Informal Provider – child care that is provided by a caregiver who is related to the child by blood, marriage, or
adoption within the third degree of consanguinity, such as an aunt, uncle, grandparent, great-grandparent, or older sibling.
Rental Income – money received on property owned and rented to others at a location other than at the applicant’s own
residence. Please see the definition of Boarder Income when space within the applicant’s own residence has been rented to a
Boarder(s).
Repayment Statement – form signed by the child care provider or parent when a claim has been established or identified by
DECAL as a result of an error or violation. The statement documents the amount of the claim and includes the frequency,
method, and time period for repayment.
Sanction – action available under federal, state, or local law, regulation, or policy that may be utilized by DECAL when a child
care provider or parent is found to be in noncompliance with CAPS policies and rules.
School Age – children who are at least five years old by the first of September of the current school year and who are eligible
to attend public school and who are under 13 years old (or up to age 18 years for children with disabilities). For the purposes
of CAPS, regardless of age, children enrolled and attending either Georgia’s Pre-K Programs or Head Start are considered
school age.
Serious Injury – a death or an incident requiring hospitalization or professional medical attention other than first aid of a child
while in the care of the provider that was the result of a substantiated intentional or gross negligent act on behalf of the
provider or staff that indicates a deficiency in the operation or management of the program. Any case of serious injury that was
substantiated by DECAL will be deemed as Extreme Harm and Imminent Danger according to DECAL’s Integrated
Enforcement and Compliance System.
Service Week – the time period CAPS uses for providers to identify the type of care provided. Service begins on Monday and
ends on Sunday.
Single Parent – parent who resides with his/her child and is legally and/or financially responsible for the child when there is no
other legally and/or financially responsible person for the child residing with that eligible family.
Social Security – for the purposes of CAPS eligibility determination, these are retirement and survivor’s insurance payments
from the social security administration.
Standard of Promptness (SOP) – the time period within which certain actions must be taken.
State Median Income – income distribution promulgated by the United States Department of Health and Human Services that
CAPS uses to determine the program income guidelines.
State-approved Activity – any activity as defined by CAPS in which the parent must participate as an eligibility requirement.
Student Parent – parent with dependent children enrolled in one of the following: adult education, vocational training,
technical certificate of credit (TCC), technical college diploma (TCD), early childhood education (ECE) credential or
certification training, educational or training program through WorkSource Georgia, associates or bachelor’s degree program.
Suspension – payments on an active scholarship placed on hold for a specified period of time as requested by the parent or
as determined by DECAL.
Technical Certificate of Credit (TCC) – an academic credential granted by a postsecondary institution indicating satisfactory
completion of training by a student in an undergraduate program of study which is not a diploma program of study, an associate, baccalaureate, or graduate degree or continuing education. A certificate program of study typically requires fewer
credit hours than a diploma program of study.
Technical College Diploma (TCD) – an academic credential granted by a postsecondary institution including satisfactory
completion of training by a student in an undergraduate program of study which is not a certificate program of study, an
associate, baccalaureate, or graduate degree. A diploma program of study typically requires more credit hours than a
certificate program of study.
Temporary Assistance for Needy Families (TANF) – the monthly cash assistance program for low-income families with
children under age 18 and children 18 years of age who are attending school full-time.
Temporary Change – any time-limited absence from work for an employed parent due to such reasons as the need to care
for a family member or an illness; any interruption in work for a seasonal worker who is not working; any student holiday or
break for a parent participating in a training or educational program; any reduction in work, training, or education hours, as
long as the parent is still working or attending a training or educational program; any other time-limited cessation of work or
attendance at a training or educational program that does not exceed 13 weeks; any change in age, including turning 13 years
old during the eligibility period; any change in residency within the state of Georgia.
TANF Diversion – occurs when a parent, after receiving short term assistance, voluntarily closes their TANF case in order to
not exceed the 48-month lifetime limit on TANF participation.
Transportation Records – includes transportation agreements and logs maintained in accordance with child care licensing
rules for licensed providers or health and safety standards manuals for license-exempt and informal providers.
Underpayment – an improper payment where the parent or child care provider receives fewer services or less payment(s)
than she or he is entitled to receive.
Unearned Income – income gained from sources other than employment or work, such as interest and dividends from
investments, retirement income, social security, unemployment benefits, alimony, and child support.
Unemployment Compensation – money received from government unemployment insurance agencies or private companies
during times of unemployment and strike benefits received from labor unions.
Unable to Process – disposition of an application when the application cannot be processed due to: (1) any duplicate
application or (2) missing or incomplete information or verification documents.
Uniform Accounting System (UAS) Code – codes used to direct funds and maintain a tracking system for the various
populations served in CAPS. Each UAS code is used to serve a particular population (e.g., TANF, Pre-K, Transitional Child
Care (TCC), Summer Transition Program (STP), Foster Care, and low-income working families). A list of the UAS codes is
included as part of the appendices.
Veteran’s Benefits – pensions or benefits paid to a retired/disabled veteran or their surviving dependents.
Vocational Training – instructional programs or courses that focus on education, training, and skills required to prepare for a
particular job function or trade. (At DECAL’s sole discretion, instructional programs or courses completed at non-academic
institution may be considered for approval.)
Wages or Salary – earnings received in exchange for work performed as an employee, including armed services pay,
consideration of tips, commissions, piece rate payments, wages/salary advances, vacation pay, overtime pay, sick pay,
contract employment, and cash bonuses.
Withdrawn – an application status when the parent rescinds their application.
Worker’s Compensation – money received from private or public insurance companies for injuries incurred at work.
WorkSource Georgia – is the state’s program responsible for integrating education, training, and job services under the
Workforce Innovation and Opportunity Act (WIOA). WorkSource Georgia provides oversite to the state’s 19 Local Workforce
Development Areas (LWDA), who operate one stop centers.
2.2 Acronyms
| AE |
Administrative Error |
| ABE |
Adult Basic Education |
| APRN |
Advanced Practice Registered Nurse |
| ASE |
Adult Secondary Education |
| CAPS |
Childcare and Parent Services |
| CACFP |
Child and Adult Care Food Program |
| CCDBG |
Child Care and Development Block Grant |
| CCDF |
Child Care and Development Fund |
| CCS |
Child Care Services (Licensing) |
| CCR&R |
Child Care Resource and Referral Agency |
| CDA |
Child Development Associate |
| CE |
Client Error |
| CPR |
Cardiopulmonary Resuscitation |
| CPS |
Child Protective Services |
| CRC |
Criminal Records Check |
| DECAL |
Department of Early Care and Learning |
| DFCS |
Division of Family and Children Services |
| DHS |
Department of Human Services |
| EHS |
Early Head Start |
| ESL |
English as a Second Language |
| FPL |
Federal Poverty Level |
| GED |
General Equivalency Diploma |
| GRG |
Grandparents Raising Grandchildren |
| IE |
Inadvertent Error |
| INA |
Immigration and Naturalization Act |
| IP |
Improper Payment |
| IRS |
Internal Revenue Service |
| IELCE |
Integrated English Literacy and Civics Education |
| LES |
Military Leave Earning Statement |
| OIG |
Office of Inspector General |
| OP |
Overpayment |
| OSAH |
Office of State Administrative Hearings |
| PE |
Provider Error |
| Pre-K |
Pre-Kindergarten (generally refers to Georgia’s Pre-K Program) |
| PV |
Program Violation |
| QR |
Quality Rated |
| QRIS |
Quality Rated Improvement System |
| SFSP |
Summer Food Service Program |
| SIDS |
Sudden Infant Death Syndrome |
| SMI |
State Median Income |
| SSCM |
Social Services Case Manager |
| SSI |
Supplemental Security Income (Blind, Aged, Disabled) |
| SSN |
Social Security Number |
| TANF |
Temporary Assistance for Needy Families |
| TFSP |
TANF Family Service Plan |
| TCC |
Technical Certificate of Credit |
| TCC |
Transitional Child Care |
| TCD |
Technical College Diploma |
| TIN |
Taxpayer Identification Number |
| UAS |
Uniform Accounting System |
| UP |
Underpayment |
| USCIS |
U.S. Citizenship and Immigration Services |
POLICY REVISION HISTORY
| Date |
Description of Change |
| 03/26/2018 |
Removed definition for Graduated Phase-out and added definitions for Gross Applicable Income
and Maximum Allowable Income. |
| 07/02/2018 |
Revised definition of Minor Parent to 20 years of age or younger; revised definition for Special
Needs; added definition for Temporary Change; and added new definition for an authorized
representative. Replaced all instances of the word certificate with scholarship in this section and
throughout the Policy Manual. Replaced most instances of the word program with
provider in this section and throughout the Policy Manual.
|
| 10/01/2018 |
Revised the title of the “Special Needs” definition to “Children with Disabilities,” in accordance with
a corresponding revision to the title of that priority group and added to the definition a requirement
that the disability affect the child’s learning. Added new definition for serious injury. |
| 10/19/2018 |
Revised definition of temporary change to include any change in age and any change in residency
within the state of Georgia. |
| 02/01/2019 |
Renamed sign in/sign out logs to arrival and departure records to align with child care licensing
rules; renamed informal caregiver to informal provider; added definitions for adverse action period,
comprehensive records check determination, core standards, and transportation records; and
revised definitions of dismissal and disqualification. |
| 10/01/2019 |
Added definitions for electronic signature and grievance. Revised definition of adverse action
period to note CAPS will provide 14 days’ notice instead of 10 days’ notice. |
|
|
| 05/15/2020 |
Added definitions for approval, dispose, unable to process, and withdrawn. |
| 11/02/2020 |
Renamed “parental authority” to “parent;” “Georgia Lottery funded Pre-k” to “Georgia’s Pre-K
Program;” and “case manager” to “CAPS staff” in this section and where applicable throughout the
policy manual. Renamed before and after school care, full time care, and part time care to before
and after scholarship, full time scholarship, and part time scholarship, respectively; removed
occasional care from terms and merged definition with part time scholarship. |
| 07/01/2021 |
Added definition for CAPS/Quality Rated Probationary Status, CAPS/Quality Rated Provisional
Status, Quality Rated Cohort Group, and Quality Rated Provider. |
| 10/01/2021 |
Added definition for eligible child. |
| 05/01/2022 |
Added definition for Adult Basic Education, Adult Secondary Education, Child Development
Associate, English as a Second Language, Integrated English Literacy and Civics Education,
Student Parent, Technical Certificate of Credit, Technical College Diploma, Vocational Training,
and WorkSource Georgia. Revised service week definition to clarify the service week begins on
Monday and ends on Sunday. |
| 07/01/2023 |
Added virtual learning days to part time scholarship definition. |
| 11/15/2023 |
Removed State Provider Management Agent (SPMA) references and replaced them with CAPS
where applicable throughout the policy manual. Removed and replaced State Provider
Management System (SPMS) with Georgia Childcare Administrative and Payment System
(GACAPS) where applicable throughout the policy manual. Added definitions for Authorized Signer,
Delegation of Authority, Early Head Start (EHS), Head Start (HS), GACAPS, Program Contact,
Published Rate, and Quality Rated Tier Reimbursement. Revised definition of school age to include
children enrolled and attending Head Start. Revised definition of suspension. |
| 10/01/2024 |
Removed definition for Quality Rated Tier Reimbursement. |
| 11/18/2024 |
Renamed “GACAPS” to “CAPS administration and payment system” in this section and where
applicable throughout the policy manual. Removed GACAPS from list of Acronyms. |
| 03/01/2025 |
Revised definition for eligibility period. |