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2015-2016 School Readiness Contract April 23, 2015.

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Presentation on theme: "2015-2016 School Readiness Contract April 23, 2015."— Presentation transcript:

1 School Readiness Contract April 23, 2015

2 Webinar Presenters Matt Guse, Chief Executive Officer Sarah Heath, Program Services Manager-Provider Services

3 School Readiness Program The School Readiness (SR) program provides tuition assistance for at-risk and low-income working families. Eligibility is based on purpose for care (employment, in school, etc.) and on a sliding fee scale that factors in household income and number of persons in the household.

4 School Readiness Program School Readiness Child Care Providers Child care programs contract with the ELC to provide School Readiness services to eligible families Choosing to contract with the ELC indicates a child care program will provide all required elements of the School Readiness program Contracting with the ELC does not guarantee enrollments Contracting with the ELC is not a requirement to be a child care provider

5 School Readiness Contract Child care programs that deliver the SR program should make themselves familiar with all requirements of the School Readiness contract Contract term goes from July 1-June 30 and contracts are renewed annually Must maintain compliance with contractual requirements at all times Failure to maintain compliance may result in being placed on probation or contract termination Contract termination for non-compliance prohibits you from contracting with the ELC for five years

6 School Readiness Provider Requirements Offer instruction and activities that support age-appropriate progress of each child served as defined in the Florida Early Learning and Developmental Standards: Birth to Five Include activities to foster brain development including reading to children a minimum of 30 minutes a day* Provide a language-rich environment as well as child-friendly music and an environment rich in objects of varying colors, shapes, textures and sizes to stimulate senses Use a state-approved curriculum for each age group served*

7 School Readiness Provider Requirements Implement a character development program that supports the development of basic values Ensure a healthy & safe environment for children in care Participate in the annual Child Care Resource and Referral (CCR&R) update process Maintain daily attendance records, including a “sign-in/sign-out” process approved by ELC

8 School Readiness Provider Requirements Collaborate with ELC to ensure the initial and all subsequent developmental screenings are completed for each SR child aged six weeks- kindergarten. Allow authorized parents/guardians unlimited access to their children during normal hours of operation and whenever the children are in care. Protect the confidentiality of child and family information – Requiring all staff complete a confidentiality agreement – Put processes in place to protect child and family privacy Not discriminate against children, families and staff on the basis of race, national origin, ethnic background, sex, religious affiliation, or disability.

9 School Readiness Provider Requirements Provide parents with list of any fees charged as well as written notice of the difference between their private pay rate and the SR reimbursement rate prior to child enrollment.* – Provider is prohibited from charging parents any fees not listed on the fee list. Ensure use of age appropriate child discipline practices not associated with food, rest or toileting. Children may not be subjected to discipline that is severe, humiliating or frightening. Spanking or any other form of physical punishment is prohibited. Children must not be denied active play as a consequence of misbehavior.

10 School Readiness Provider Requirements Monitoring & Records Retention ELC will monitor Provider for compliance with this Contract in accordance with the ELC’s monitoring plan or in response to a parental complaint. Providers are required to: – Allow OEL and ELC Staff immediate access to facilities and spaces used to offer the SR Program during normal business hours – Allow OEL and ELC Staff to inspect and copy records pertaining to the SR Program during normal business hours and upon request. Records stored off-site shall be provided within 72 hours – Maintain records, including sign in and sign out documentation, enrollment and attendance certification, documentation to support excused absences and proof of parent co-payments for children funded by the SR program. The records must be maintained for audit purposes for a period of 5 years from the date of the last reimbursement request for that fiscal year

11 School Readiness Provider Requirements Monitoring & Records Retention If Provider closes or contract is terminated, Provider must transfer all SR records required to be maintained to ELC no later than the close of business on the day Provider ceases to offer the SR program Please contact your Contract Case Manager for specific instructions on record submittal

12 School Readiness Contract Liability Insurance Providers must maintain liability insurance at all times while contracted with the ELC – $100,000 per occurrence – $300,000 general aggregate – ELC of the Big Bend Region named as an additional insured – ELC of the Big Bend Region named as a certificate holder – Lapse in insurance will result in contract termination Other Insurance – Worker’s Compensation-if provider has 4 or more employees – Auto Insurance if transportation is offered – Re-employment insurance when applicable-ELC will post guide on website

13 School Readiness Provider Requirements Reporting Unusual Incidents An unusual incident is any significant event that involves the health and safety of children in the Provider’s care Examples of unusual incidents include: – Accusations of abuse or neglect against the Provider or Provider’s staff – Injury of a child which requires professional medical attention at Provider site – Written notification from parent that child received professional medical attention as a result of an injury at Provider’s site – Notification of litigation where Provider is named defendant or party and which relates to Provider’s operation at any location where SR services are provided

14 School Readiness Provider Requirements Reporting Unusual Incidents Providers must report any unusual incident to the ELC by close of business on the next business day after the unusual incident Providers must submit a written report on incident to ELC within 3 business days of incident – Licensed providers may submit a copy of the incident report sent to DCF licensing to fulfill this requirement

15 School Readiness Contract Reporting Changes CHANGE OR ACTION REQUIRING ELC NOTIFICATIONPROVIDER MUST NOTIFY ELC CHILD CARE PROVIDER ELIGIBILITYIMMEDIATELY UNUSUAL INCIDENTBY CLOSE OF BUSINESS ON NEXT BUSINESS DAY SUBMIT RECORDS TO ELC UPON CLOSURE/TERMINATIONBY CLOSE OF BUSINESS ON DAY PROVIDER CEASES TO OFFER PROGRAM LOCATION WHERE CHILDREN ARE SERVEDMUST CONTACT ELC FOR PRIOR APPROVAL PROVIDER NAME30 CALENDAR DAYS IN ADVANCE LOCATION CHANGE30 CALENDAR DAYS IN ADVANCE OWNERSHIP CHANGE30 CALENDAR DAYS IN ADVANCE PERMANENT CLOSURE30 CALENDAR DAYS IN ADVANCE CHANGES TO LIABILITY INSURANCE POLICY10 CALENDAR DAYS IN ADVANCE CANCELLATION OF LIABILITY INSURANCE POLICY10 CALENDAR DAYS IN ADVANCE GOLD SEAL STATUSCLOSE OF BUSINESS ON DAY OF CHANGE RATESCLOSE OF BUSINESS ON DAY OF CHANGE TEMPORARY OR EMERGENCY CLOSUREWITHIN 2 CALENDAR DAYS OF CLOSURE USDA DISQUALIFICATIONWITHIN 5 CALENDAR DAYS FRAUDWITHIN 5 CALENDAR DAYS CONTRACT REPRESENTATIVEWITHIN 10 CALENDAR DAYS OF CHANGE CONTACT INFORMATIONWITHIN 14 CALENDAR DAYS OF CHANGE PROGRAM INFORMATIONWITHIN 14 CALENDAR DAYS OF CHANGE

16 School Readiness Contract Reporting Changes Failure to give proper notification could result in a delay of reimbursement, contract suspension or contract termination Always contact your contract Case Manager if there is a change to your program

17 School Readiness Contract Child Enrollment Provider agrees that the parent has the right to choose the provider of child care services for his/her children. In the event parent chooses to change to a different SR Provider, it is within the parent’s rights to do so Provider agrees to only accept SR enrollments for which ELC has sent a child care certificate, which includes beginning and end date of covered SR services and hours of reimbursable care If Provider has multiple locations and would like to change the location of SR child being served, Provider must obtain prior approval from ELC

18 School Readiness Contract Reporting Absences Provider must report absences in accordance with the Rilya Wilson Act Provider must report to ELC when any SR child is absent for 5 consecutive days with no contact from parent by close of business on the 5th day. – If the need for care cannot be reestablished by ELC, Provider and parent(s) will be notified that the School Readiness funding will be discontinued. – The end of eligibility for funded child care services will be 14 days from the 5th day that child was absent without contact from the parent.

19 School Readiness Contract Reporting Absences When reporting an absence, Provider will need the following information: Provider name Provider address Contact phone number Contact name Child name Reason for absent report Last day of child attendance All absence reports must be entered on the ELC’s website, Click on “For Providers”, then “Report an Absent Child”

20 School Readiness Contract Reporting Absences

21 School Readiness Contract Provider Rates Must submit a copy of private pay rates with contract Must enter rates on Exhibit 3 of contract as daily rates* ELC cannot pay provider more for a SR enrollment than provider would be paid for a private pay enrollment Providers are prohibited from charging a SR parent more than they would a private pay parent

22 School Readiness Contract Parent Co-payment Provider is paid the approved rate, less any parent co-payments. – Parent co-payments are automatically deducted from the Provider’s monthly reimbursement – Provider must collect the assessed parent co-payment included on child care certificate from the parent/guardian – Must give parent/guardian a receipt for each co-payment made and retain receipt records for all child care co-payments – Upon request, Provider must give ELC a current accounting and copy of co- payment receipt records*

23 School Readiness Contract Holidays The ELC will reimburse up to 12 holidays/closures for each approved SR provider per fiscal year Reimbursable holidays are allotted based on how many months per fiscal year a provider operates (a year round provider would have 12, school year 9, etc.) Saturdays and Sundays will not be approved as reimbursable holidays All reimbursable holidays/closures must be approved by the ELC Changes in holiday schedules during the course of the year must have prior approval by the ELC

24 School Readiness Contract Payment Provider will submit monthly attendance reports for payment to ELC on or before the 3rd business day of each month. Late submissions will be processed and paid in the next open payment cycle. Provider agrees to review the reimbursement summary provided with the monthly reimbursement statement and report any discrepancy, overpayment, or under payment to ELC within 60 calendar days of the transmission of the reimbursement summary Provider agrees that expenditures submitted for reimbursement may be questioned or disallowed based on the provisions governing the SR Program. Any disallowed expenditure may be deducted from any future reimbursement

25 School Readiness Contract Payment Provider agrees to return to the ELC any funds received as a result of error, overpayment or disallowed cost. If Provider fails to return the funds it was overpaid, Provider may be subject to collection efforts and/or funds may be obtained from other early learning programs If Provider is a Head Start Agency, Provider understands that, in accordance with federal law, Provider’s Head Start programs must be “in addition to, and not in substitution for, comparable services previously provided without Federal assistance” Provider must notify ELC if receiving military subsidy payments on behalf of any SR child enrolled. Provider understands that its SR reimbursement rate may be changed as a result of receipt of military subsidy payments. If Provider fails to report, Provider is subject to fraud investigation

26 School Readiness Contract Non-Compliance & Termination If Provider fails to provide the minimum level of services required by the Contract, the ELC may temporarily withhold reimbursement, disallow all or part of services not in compliance with the terms of this Contract, or terminate this Contract Non-compliance notification will occur in writing from the ELC and will include all required corrective action and a deadline by which corrective action must occur

27 School Readiness Contract Non-Compliance & Termination Providers shall be placed on probation for the following circumstances: – Provider has received a corrective action notice for the same violation two or more times – Provider has had multiple corrective action plans within the contract year – A corrective action plan is not completed within the allotted time Probation may include one or more of the following conditions: – Training or staff development – Monitoring or technical assistance by ELC – Submission of documentation related to the violation

28 School Readiness Contract Non-Compliance & Termination Provider agrees that ELC has the right to terminate the SR Contract for cause at any time Emergency termination will occur due to: – Notification by the Department of Children and Families (DCF) that actions or inactions of a Provider pose an immediate and serious danger to the health, safety or welfare of children – Failure to maintain status as an eligible child care provider shall be considered an immediate and serious danger to the health, safety, and welfare of children Loss of license, registration, religious exemption/accreditation

29 School Readiness Contract Non-Compliance & Termination Grounds for termination for cause – Action, or lack of action, which threatens the health, safety or welfare of children – Failure to provide notification of Ownership Change &/or Name Change to ELC for prior approval* – Failure to comply with the terms of Contract, including but not limited to failure to implement corrective action or comply with terms of probation – Refusal to accept any notice described under this Contract which ELC is required to send to Provider* – Reasonable or probable cause for ELC to suspect fraud has been committed by Provider

30 School Readiness Contract Non-Compliance & Termination – If a Provider, or an owner, officer, or board director of a Provider, is convicted of, found guilty of, or pleads guilty or no contest to public assistance fraud, the ELC will terminate the Provider’s contract for a period of 5 years – If Provider is placed on the United States Department of Agriculture (USDA) National Disqualified List, ELC must terminate this Contract for cause – If Provider shares an officer or board director with a provider that is on the United States Department of Agriculture (USDA) National Disqualified List, ELC must terminate this Contract for cause

31 School Readiness Contract Non-Compliance & Termination Provider may request a review of determination made by ELC under this Contract Reviews will be conducted in accordance with Exhibit 5: Due Process Procedures While a request for review is being examined, Provider is not required to implement corrective action Provider may not offer any School Readiness services while a request for review regarding the termination of Provider’s School Readiness Contract is being examined

32 School Readiness Contract Exhibits Provider Location List-to be used by providers with more than one site; if it doesn’t apply, check the “not applicable” box on the top of the page Required Documentation-all applicable supporting documentation on this page must be submitted with contract Provider Reimbursement Rates-complete the first section of this page named “PROVIDER’s pay rates” by entering your daily rate for each category Holiday Schedule-enter the date and year of the days you are choosing as reimbursable holidays Due Process Procedures-review to gain understanding of your right to request a review of any contract termination decision and how to do so

33 School Readiness Contract Provider Type Attachment Each provider type has an additional attachment to the contract that must be completed Attachment contains information about additional provider responsibilities – Liability Insurance – Ratio – Health & Safety

34 School Readiness Contract Contract Submittal All SR and VPK contracts as well as CCR&R update forms must be submitted through the ELC’s Provider Contract Site Contract submittal begins May 1, 2015 Instructions for the Provider Contract Site will be available on the ELC’s website May 1, 2015 Providers must have a valid address that they check regularly

35 School Readiness Contract Contract Submittal Contract approval will occur in Provider Contract Site; Providers can log in and check status of contract Important messages related to contracts and supporting documents will be sent through Provider Contract Site System requires each page of each document be completed prior to advancing to next page Enter expiration dates & document names when uploading documents to document libraries

36 School Readiness Contract Contract Submittal SR Contracts are due May 31, 2015 Provider Contract Site will be closed for acceptance of SR Contracts effective June 1, 2015 VPK providers may continue to submit VPK contracts after June 1, 2015 Contact Contract Case Manager with any questions


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