Rev. 1/2018

CCFS Security Roles Worksheet - LDSS

Use in conjunction with Child Care Facility System Request For Legally-Exempt Access

Rev. 1/2018

CHILD CARE FACILITY SYSTEM REQUEST FOR LEGALLY-EXEMPT ACCESS
*** Before requesting NEW access employee MUST complete Computer-Based Training ***
The employee must register at for either:
CCFS: Overview for Enrollment Agencies OR CCFS: Legally-Exempt for Local District Staff training
Date Training Completed: Select date.
SECTION ONE – Completed by the Employing Agency:
☐Change to Existing Staff ☐Add New Staff
Employing Agency
  1. Employing Agency Name:
/ Click or tap here to enter Agency Name. /
  1. Employing Agency Type (select one of the following):

☐State Government
☐Local Government
☐Contracted to OCFS and/or County Government Agency (includes Enrollment Agency)
Employee Information
  1. Employee Name:
/ Click or tap here to enter name. /
  1. HSEN user ID number:
/ Click or tap here to enter ID #. /
  1. Employee Title:
/ Click or tap here to enter title. /
  1. Employee Phone:
/ Click or tap here to enter phone #. /
  1. Work E-mail:
/ Click or tap here to enter e-mail. /
  1. Address of Office where employee will be located:
/ Click or tap here to enter address. /
  1. Supervisor’s Name:
/ Click or tap here to enter name. /
SECTION TWO – Completed by Enrollment Agency:
Complete the CCFS Security Roles Worksheet – EA to determine appropriate level of access, then check the applicable box(es) below. Submit the request form 1 to your OCFS Home Office Liaison via email.
Enrollment Review / Risk Review / Inspections / Data Management
☐EA Support / ☐EC Requestor / ☐EA Site Visitor / ☐EA Data Manager
☐EA Case Manager / ☐Risk Reviewer Level 1 / ☐EA Site Supervisor / ☐EA Management
☐EA Case Manager w/Approval / ☐Risk Reviewer Level 2
☐EA Case Supervisor / ☐Risk Reviewer w/Approval
☐Risk Reviewer Supervisor
SECTION THREE – Completed by Local Social Services District:
Complete CCFS Security Roles-LDSS to determine appropriate level of access, then check the applicable box(es) below. Submit the request form to Mark DeCicco at:
☐LD Basic / ☐Legally-Exempt Child Welfare
☐Legally-Exempt Subsidy
☐Recommended (LDSS submits form to Mark DeCicco at )
Comments: Click or tap here to add comments.
Name of Local Social Services District: Click or tap here to enter name.
Name of Approver: Click or tap here to enter name. / Date: Click to select date.
  • Voluntary agencies contracted by LDSS submit requests to Mark DeCicco at:
  • To remove an employee who is no longer with the Enrollment Agency or Local Social Services District, please email Mark DeCicco at: o terminate access immediately.

COMPLETE Worksheet to determine proper level of access

LD Basic: Default level of access for LDSS CCFS users; Users have no role in the child care subsidy eligibilitydetermination, child care subsidy payment issuance, and/or supportive task related to enrollment processes; have no need for access to “legally-exempt”; Users include, but are not limited to: child care referral specialists, State CACFP, etc.; User may access windows related to the search for licensed or registered providers and reports.

Legally-Exempt Subsidy: Restricted based on “need to know”. Child care referral specialists, State CACFP users, and others who have no role in issuing subsidy must not request this role.

“Legally-Exempt Subsidy” is intended for DISTRICT staff performing child care subsidy tasks related to writing payment lines, authorizing payments and issuing payments for legally-exempt child care providers. This level is NOT appropriate for staff who are doing referrals, as referrals must not be made to legally-exempt providers.

The user may access ALL the features listed in the “Basic” level AND the following additional features:

  • UPDATE the Local District window with the child care subsidy decisions, parent’s case and CIN numbers, and local district rejections based on New York State OCFS regulations.
  • “Search” features specific to legally-exempt providers which include parent-specific data for searches and inclusion of parents in search results.
  • All reports created for local district use that are specific to legally-exempt child care providers and/or subsidy parents.
  • Windows containing provider information, such as: provider Profile, Provider Training, CACFP.
  • The windows documenting the family information.
  • Windows documenting the provider’s compliance with enrollment regulations pertaining to health and safety.
  • The Additional Standards summary window.

Legally-Exempt Child Welfare: Restricted based on “need to know”and may be given ONLY to district staffconducting the child welfare database checks and extenuating circumstances reviews. Child care referral specialists, State CACFP users, and others who have no role in issuing subsidy must not request this role.

The user may access ALL the features listed in the “Basic” and “Legally-Exempt Subsidy” levels, AND the following additional features:

  • The user may view confidential information pertaining to the provider’s history of termination of parental rights, court ordered removal of a child under Family Court Act Article 10, day care enforcement, criminal convictions and compliance with the disclosure requirement pertaining to indicated child protective reports.
  • The user may view confidential history and note information.

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