1. Agency Report Location: Date: Early Learning Coalition Executive Directors Meeting Via Webinar July 28, 2016

2. 2 GoToMeeting Protocols Mute  Please mute your line after you sign in.  Please do NOT put your phone on hold during any period of the meeting.  Use your phone’s mute button or press *6; to un-mute, press *6. Questions/comments during the meeting  For minute-taking purposes, please be sure to state your name before you speak EVERY TIME.  If, for any reason, you need to communicate with us, but do not want to interrupt the meeting, you can send us a message in the chat box located to the right of your screen.

3. Welcome and Introductions ‒ Staff and Interested Parties Rodney J. MacKinnon Executive Director 3 Executive Directors Meeting

4. 4 Information Services Melanie May Deputy Director Information Services Amy Mathis Project Manager Rob Kreps Application Development Manager Agency Report

5. Progress since the last ED meeting –Release 1.3 –Provider Portal development –Tableau training Provider Portal phase 1 deployment plan –User acceptance testing –Communications –Soft rollout 5 Modernization Project Update Agency Report – Information Services

6. 6 Modernization Project Update Provider Portal Phase 1 Components –Contracts –Dashboard –Document management library/uploads –Messaging –Provider profile Provider Portal Phase 2 Components –Attendance –Classroom management –Calendars –Reporting –Redetermination tracking –ASQ tracking Agency Report – Information Services

7. Modernization Project Update

8. Draft Modernization Timeline

9. Tableau Demonstration Modernization Project Update

10. Provider Portal Demonstration Modernization Project Update

11. 11 Partner Update Association of Early Learning Coalitions Matt Guse President

12. 12 Partner Update Florida Department of Children and Families Samantha Wass de Czege

13. Department of Children and Families Office of Child Care Regulation

14. Employment history checks must be completed for preceding 5 years Search of criminal history records, sexual predator and sexual offender registry, and child abuse and neglect registry for any state in which the applicant resided in the past 5 years All background screenings for child care must go through the Clearinghouse 14 Background Screenings

15. Disqualification may not be removed and exemptions may not be granted for any of the specified crimes for all child care personnel (HB 1125- Laws of Florida 2016-98) – Rescreening of child care personnel working with an exemption for background screening must be rescreened by August 1, 2016 Felony Offense related domestic violence, murder, manslaughter, aggravated assault, aggravated battery, kidnapping, luring or enticing a child, sexual battery, sexual activity with or solicitation of a child, unlawful sexual activity with a minor, female genital mutilation, arson, incest, child abuse, aggravated child abuse or neglect of a child, contributing to the delinquency of a child, sexual performance by a child, child pornography, sexual misconduct in a juvenile justice program Misdemeanor Offense - relating to battery if the victim of the offense was a minor; relating to luring or enticing a child; relating to child pornography 15 Background Screenings

16. All child care personnel must be rescreened under the new law requirements by September 2017 – Child Care Program Office and the Background Screening unit created a public awareness campaign on the new law changes – From September 2016-May 2017, child care providers are to begin rescreening personnel hired prior to July 1, 2016 – Technical Assistance will be provided during each inspection during that time period – Beginning June 2017, the Department will begin monitoring/enforcement for compliance 16 Background Screenings

17. The Clearinghouse is a one-stop shop for screening. Some advantages to using the clearinghouse include – Ability to share results of criminal history checks among the specified agencies. – Ability for current employers of the individual to view subsequent arrest information for employees with retained fingerprints. – Ability to track screenings from the time the screening request is initiated in the Clearinghouse until a determination is made. – Provides email notification to the user regarding status updates to requests initiated. 17 Background Screening Clearinghouse

18. Providers need to establish a Clearinghouse account in order to – Initiate screenings/set up appointments – View screening results – Maintain employee roster (add/remove employees) – Receive important alerts – Cost Savings 18 Get Access! Background Screening Clearinghouse

19. 19 Clearinghouse Home Screen Background Screening Clearinghouse

20. Steps – Complete Search in the Clearinghouse prior to sending staff to live scan provider – If the individual is not found after a search, there is no prior screening in the Clearinghouse, select “Initiate Screening” 20 Provider Process Background Screening Clearinghouse

21. 21 Search Screen Background Screening Clearinghouse

22. 22 Initiate a New Screening July 1, 2016, all screening must be processed through the Clearinghouse Ensure to use LIVESCAN vendor that is Clearinghouse compatible List all states where the individual has lived in the preceding 5 years Maintain employee roster (must be updated within 10 days of a change) Remove employee(s) from roster when employment ends Background Screening Clearinghouse

23. 23 Appointment Request Form Background Screening Clearinghouse

24. If the individual already has a profile in the Clearinghouse, with a Clearinghouse screening available status (“Yes”) and a status of DCF Child Care Eligible, the individual does not have to go to a live scan vendor for fingerprinting again Just add the individual to your employee roster If the eligibility indicates an Agency Review is required, select initiate agency review If there has been a break in service of 90 days, select initiate resubmission IMPORTANT: All employees, substitutes, volunteers or household members must be immediately added to your roster 24 Individual has a Profile Background Screening Clearinghouse

25. 25 Person Profile Background Screening Clearinghouse

26. All fingerprinting must occur through a Live Scan Compatible vendor. Check the listing in the Clearinghouse prior to initiating and scheduling an appointment with a vendor Fingerprinting from a vendor that is not Clearinghouse compatible cannot be processed by DCF for the purposes of a clearance for child care employment 26 IMPORTANT NOTE Background Screening Clearinghouse

27. The Department’s Responsibility: – Issue a determination of Eligible or Non Eligible for employment in Child Care based on federal and state criminal history records – Search the National Sex Offender Registry – Search Florida’s Child Abuse and Neglect Registry – Send a Letter to Employer advising of the search of Florida’s Child Abuse and Neglect Registry – Request State Criminal History Records from other states where the individual resided in the preceding five years 27 New Elements Background Screening

28. 28 Child Abuse and Neglect Search Background Screening

29. Employer/Provider/Operator Responsibility: – Conduct an employment history check(s) for the last five years. Document attempts (dates, times, contact number or method) to contact each employer At least three attempts must be made to obtain the reference 29 New Elements Background Screening

30. Employer/Provider/Operator Responsibility: – If the employee lived outside of Florida in the preceding five years Must send a request to each state requesting a search of the state’s child abuse and neglect registry for records Must search Florida’s sexual offender/predator website and document findings Must send a request to each state requesting a search of the sexual offender/predator website 30 New Elements Background Screening

31. Background Screening - Maintain Documentation in Personnel file (on-site) – Clearinghouse Background Screening Results – Employment history checks and attempts for the five-year period – Affidavit of Good Moral Character – Letter from the Department of the search of the Child Abuse and Neglect Registry search – Documentation of search request and findings of the following: Florida’s Sexual Predator/Offender website Search Out of State Child Abuse and Neglect Searches Out of State Sexual Predator/Offender website Searches 31 New Elements Background Screening

32. Make a plan to rescreen all child care personnel hired prior to July 1, 2016, under the background screening requirements/elements Owners, operators, employees, substitutes, volunteers and household members Deadline May 2017 State must certify compliance 32 Employer/Provider/Operator MAKE A PLAN

33. Health and Safety Monitoring Specific templates being built for license- exempt providers – Inspected Annually Licensed providers will have additional standards added to current templates – Inspected Annually Health and Safety standards drafted/adopted by OEL in rule

34. Samantha Wass de Czege Director Office of Child Care Regulation (850) 488-4900

35. 35 Partner Update Head Start State Collaboration Office Lilli Copp Director

36. 36 Operations | Programs Stephanie Gehres Deputy Director Operations and Programs Agency Report CCDF Implementation Update Impact Project

37. 37 Agency Report OEL School Readiness Rule Revision and Development FY 2016-17 Program Integrity Reginal Williams Manager

38. Rules approved by State Board of Education—July 20, 2016  Wait List Procedures (6M-4.300) Rules being revised (from July – Oct. 2016)  Health and Safety Checklists and Inspections (6M-4.620)  Statewide Provider Contract for the SR Program (6M-4.610)  Statewide Provider Contract Monitoring Tool for SR Program (6M-4.630)  SR Eligibility Provisions (6M-4.200)  Eligibility for Three- and Four-year-old Children who may be Economically Disadvantaged but who have been…(6M-4.204)  Verification of Employment and Income (6M-4.208)  Redetermination of Eligibility for Financial Assistance (6M-4.209)  Required Parent Co-payment (6M-4.400) 38 School Readiness Rule Revision/Development Agency Report – Program Integrity

39. Rule materials are available on OEL’s website at http://www.floridaearlylearning.com/oel_resources/rules_guida nce_technical_assistance/proposed_rules.aspx http://www.floridaearlylearning.com/oel_resources/rules_guida nce_technical_assistance/proposed_rules.aspx 39 School Readiness Rule Revision/Development Agency Report – Program Integrity

40. 40 Open Discussion Summary and Adjourn Rodney J. MacKinnon Executive Director Executive Directors Meeting

41. Next meeting Oct. 6, 2016 Tampa