Texas CCS Inclusion Assistance Rate: How to Request It - post

If you serve families who use Texas Child Care Services (CCS), you may hear this question: “Can we get extra help for my child’s disability?” The good news is that Texas has an Inclusion Assistance Rate that can help programs support children who need extra adult help in care. This guide explains how providers request it, what the process looks like, and what paperwork can make approval smoother. #Texas #CCS #Inclusion

What is the Texas CCS Inclusion Assistance Rate?

The Inclusion Assistance Rate is extra reimbursement that can help a child care provider make reasonable supports for a child with disabilities or special needs. Texas Workforce Commission (TWC) explains that the Inclusion Assistance Rate is tied to the CCS program and is meant to support providers serving children with disabilities.

Some local Workforce Development Boards (and their child care contractors) may reimburse up to 190% of the provider’s reimbursement rate to help cover added support needs.

This extra rate can help pay for things like:

• extra caregiver support time

• adaptive materials or supplies

• changes that help a child take part in daily routines

Who starts the request, and who approves it?

In Texas, parents/guardians typically start the process by downloading and completing the Inclusion Assistance Rate form. The Texas Child Care Connection site explains that the form has sections for the parent/guardian, the provider, and a qualified professional to complete.

TWC also notes that a designated qualified professional must complete the Certification for Inclusion Assistance Rate form (often referenced as CC-2419), and more details are in the CCS Guide.

In plain language, the team usually looks like this:

• Family: requests the inclusion rate and shares information

• Provider: explains what support is needed in the classroom

• Qualified professional / board staff: reviews needs and completes/approves parts of the process

How do providers request the Inclusion Assistance Rate?

Here’s a simple, provider-friendly step-by-step you can follow.

1) Confirm the child is on CCS (and which Board/contractor manages the case)

CCS is run through local Workforce Development Boards/Workforce Solutions offices. Start by confirming:

• the child is active on CCS

• which local office or contractor handles the family’s case (because timelines and submission steps can vary)

TWC directs families and providers to contact their local Workforce Solutions office for help.

2) Get the correct form and read it once before writing

Texas posts the Certification for Inclusion Assistance Rate form online.
The Texas Child Care Connection also lists the form under CCS forms and notes the parent begins by downloading it.

Tip: Print it or save it as a PDF and highlight what you must fill out as the provider.

3) Complete the provider section with clear, specific examples

The form is used to assess the child’s need for adult assistance in care.
When you fill out your section, avoid vague phrases like “needs help” and use clear examples such as:

• “Needs 1:1 support during transitions to stay safe”

• “Needs help communicating needs to prevent escalation”

• “Needs support to join group time and follow routines”

Keep it short. Strong details beat long paragraphs.

4) Work with the family on supporting documents

Families may have documents like:

• IFSP/IEP summaries

• therapy notes

• medical paperwork or diagnosis paperwork (if they choose to share)

• behavior or sensory support recommendations

You do not need a huge packet to start, but having one or two supporting pages often helps the request make sense quickly.

5) Submit the form the way your local CCS office requires

Some Boards accept email uploads, portals, or in-person submission. Follow the directions from the local office. (This is a key reason to confirm the Board/contractor in Step 1.)

What paperwork helps the request go faster?

The best paperwork is simple, organized, and easy to verify. Try this “one folder” system:

A. A short “Support Snapshot” (1 page)

Include:

• the child’s schedule (arrival, meals, outdoor, rest)

• the hardest times of day (example: transitions, group time)

• what helps (visuals, first/then, quiet corner, sensory tools)

• what adult support is needed (and when)

B. A basic staffing plan

Write:

• which classroom the child is in

• who provides support

• when extra adult help is needed (example: 9–10 a.m. circle + transitions)

This helps the CCS reviewer understand the real need, not just the label.

C. Daily notes or incident patterns 

If you have them, include:

• brief behavior logs (dates + triggers + what worked)

• safety concerns (only what is needed, no judgment)

Keep it neutral and child-focused.

D. Proof you are prepared to include the child

This can be:

• an inclusion plan or individualized care plan

• training certificates (if you have relevant training)

• photos of accommodations (example: visual schedule, calm corner)

What common mistakes should providers avoid?

Here are the problems that slow requests down most often:

• Waiting too long to start. If you suspect extra adult assistance is needed, begin early.

• Using unclear wording. “Needs extra attention” is not as helpful as “needs adult support for toileting and safe transitions.”

• Submitting without the provider section completed. The form is designed to include the provider’s input.

• Not following the local Board’s submission rules. One missed step can delay the review.

How can directors support staff during the process?

Directors make a big difference by keeping the process calm and organized:

• Create a shared “Inclusion Rate” folder (digital or paper)

• Assign one point person to track:

  • when the form was given

  • when it was returned

  • what else the CCS office requested

• Hold a quick 10-minute staff check-in:

  • What’s working?

  • What’s hard?

  • What support do we need to document?

This keeps the focus on solutions—not stress.

What training can help providers feel confident with inclusion supports?

Training does not replace the Inclusion Assistance Rate process, but it helps your team know what to do once support begins.

Here are strong, directly related ChildCareEd courses:

• Access for All: Inclusion and the ADA

• Special Needs: From Referral to Inclusion

• Mysteries of Challenging Behavior Solved

What ChildCareEd resource and article should I link to?

ChildCareEd resource :
Special Needs in Daycare: Inclusion Quick Tips

Related ChildCareEd article (Texas CCS context):
Making Childcare More Accessible and Affordable for a Broader Range of Families

Where can providers find the official form and guidance?

Use these official starting points:

• Texas Child Care Connection CCS Forms (includes the Inclusion Assistance Rate form)

• TWC page on Child Care Services & Children with Disabilities