Transcript Document

2015-2016 School Readiness Contract
April 23, 2015
Webinar Presenters
Matt Guse, Chief Executive Officer
Sarah Heath, Program Services Manager-Provider Services
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.
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
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
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*
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
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.
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.
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
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
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
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
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
School Readiness Contract
Reporting Changes
CHANGE OR ACTION REQUIRING ELC NOTIFICATION
CHILD CARE PROVIDER ELIGIBILITY
UNUSUAL INCIDENT
SUBMIT RECORDS TO ELC UPON CLOSURE/TERMINATION
LOCATION WHERE CHILDREN ARE SERVED
PROVIDER NAME
LOCATION CHANGE
OWNERSHIP CHANGE
PERMANENT CLOSURE
CHANGES TO LIABILITY INSURANCE POLICY
CANCELLATION OF LIABILITY INSURANCE POLICY
GOLD SEAL STATUS
RATES
TEMPORARY OR EMERGENCY CLOSURE
USDA DISQUALIFICATION
FRAUD
CONTRACT REPRESENTATIVE
CONTACT INFORMATION
PROGRAM INFORMATION
PROVIDER MUST NOTIFY ELC
IMMEDIATELY
BY CLOSE OF BUSINESS ON NEXT BUSINESS DAY
BY CLOSE OF BUSINESS ON DAY PROVIDER CEASES TO OFFER PROGRAM
MUST CONTACT ELC FOR PRIOR APPROVAL
30 CALENDAR DAYS IN ADVANCE
30 CALENDAR DAYS IN ADVANCE
30 CALENDAR DAYS IN ADVANCE
30 CALENDAR DAYS IN ADVANCE
10 CALENDAR DAYS IN ADVANCE
10 CALENDAR DAYS IN ADVANCE
CLOSE OF BUSINESS ON DAY OF CHANGE
CLOSE OF BUSINESS ON DAY OF CHANGE
WITHIN 2 CALENDAR DAYS OF CLOSURE
WITHIN 5 CALENDAR DAYS
WITHIN 5 CALENDAR DAYS
WITHIN 10 CALENDAR DAYS OF CHANGE
WITHIN 14 CALENDAR DAYS OF CHANGE
WITHIN 14 CALENDAR DAYS OF CHANGE
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
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
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.
School Readiness Contract
Reporting Absences
When reporting an absence, Provider will need the following information:
• Provider name
• Provider email 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, www.elcbigbend.org
• Click on “For Providers”, then “Report an Absent Child”
School Readiness Contract
Reporting Absences
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
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 copayment receipt records*
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
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
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
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
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
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
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
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
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
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
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
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 email address that they check regularly
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
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