EARLY LEARNING COALITION OF PALM BEACH COUNTY Provider

EARLY LEARNING COALITION OF PALM BEACH COUNTY Provider Meeting August 2016

Welcome Topics to Discuss: � � Back to School Presentations � Mc. Kinney- Vento Program Lakeshore – Teaching in a Social Emotional Environment Updates Home Safe Palm Beach State College DCF Child Care Training Grant Institute of Excellence Early Learning Coalition Office Locations Family Services Provider Reimbursement Provider Services Program Assurance Developmental Screening Quality Supports VPK Update

Mc. Kinney – Vento 101 For questions contact: The Department of Safe Schools � Donna Hartmann 561 -494 -1569 www. palmbeachschools. org/safeschools/ Separate power point

Lakeshore Teaching in a Social Emotional Environment For questions contact: � Tony Chaidez Office: 310 -537 -8600 ext. 7397 Cell: 305 -619 -4852 tchaidez@lakeshorelearning. com Separate Power Point

Discount School Supply For Questions contact: q Ines Murray q Cellular: 305 -968 -3942 q Fax: 831 -333 -5676 q imurray@discountschoolsupply. com DISCOUNT CODE: 2 STACK DETAILS: 15% off in-stock orders over $100 or 20% off in-stock orders over $250 EXPIRATION: 9/30/2016

Home Safe www. helphomesafe. org Selena Smith, Associate Director � Direct: 561 -383 -9800, ext. 1708 Paloma Prata, Director of Prevention Services � Direct: Separate power point 561 -383 -9800, ext. 1702

PBSC DCF Child Care Training Grant Classes: Palm Beach County class schedules at myflfamilies. com/childcare (PBSC and all private providers) � All of the 40 -HR Classes are online. � New online, in-service classes coming July 1 st. � Revision of Child Growth and Development. � Additional classes needed? � Exams: � Exam Schedule For questions contact: � 561 -868 -4044

PBSC Institute of Excellence SEEK Scholarship � https: //www. palmbeachstate. edu/ieece/financial- support/eligibility-application-process. aspx Career Advising � http: //www. palmbeachstate. edu/ieece/pd/career- advising/ Training and Development http: //www. palmbeachstate. edu/ieece/trainingdept/default. aspx For questions contact: � 561 -868 -3660 Separate power point

Child Care Resource & Referral Services q CCR&R specialist interviews families to find out about their needs. q Families receive information about early care and education options, as well as a customized listing of child care providers based on the conversation. Referrals are unbiased, not recommendations. q Families in need of child care and/or resources for their children with disabilities or special health care needs q Families are provided information about all financial assistance options, if requested. q Families receive assistance with scheduling appointments and preparing for their redetermination appointments. Families call 561 -514 -3300

Family Services Funding Notification Update q q q We are currently enrolling children from our Wait List on a limited basis. We are processing CSC scholarships from the Wait List based on the order in which they were received. We are not currently placing enrollments into our Refugee Services Program. We continue to process all At-Risk, Career Source and Teen Parent (TP) referrals. Families are encouraged to apply for any available funding or place their name on the wait list at www. elcpalmbeach. org ELC monitors the funding utilization very closely and provides monthly updates.

ELC Offices Family Services Parent Line: � 561 -514 -3300 Locations: Riviera Beach – Port Center at 2051 Martin Luther King Blvd Suite 300 – 3 rd Floor Hours: Monday-Thursday 8 -5: 30 pm West Palm Beach- Prospect Place at 3111 S. Dixie Hwy Suite 142 Hours: Monday – Thursday 8 -6 pm Belle Glade – 401 SE 2 nd Street Hours: Monday – Thursday 85: 30 pm (closed from 12 -1 pm for lunch) Provider Services Provider Line: � 561 -214 -8000 Operation Hours: � Monday-Friday: 8: 30 am-5: 00 pm Location: � 2300 High Ridge Rd, suite 115, Boynton Beach, 33426 Call Center Families/Parents: � 561 -514 -3300 Hours: Monday-Thursday 8 am-6 pm Friday 8 am-12 pm

ELC Rovers in a Community Near You The Early Learning Coalition and the Children’s Services Council of Palm Beach County, have joined forces to ensure that families can access our services at the 10 BRIDGES neighborhood hubs. Bridges at Lake Park 1411 10 th Street Lake Park, Fl. 33403 Monday & Wednesday: 9: 00 am -5: 00 pm Bridges at Highland – Highland Elementary 500 Highland Ave, Clarke Bldg. Lake Worth, Fl. 33460 Monday: 9: 00 am – 5: 00 pm Bridges at Riviera Beach (J. A. Y. Ministries) 2831 Avenue S Riviera Beach, Fl. 33404 Monday & Wednesday: 10: 00 am -4: 00 pm Bridges at Lake Worth 1712 S. Dixie Hwy. 1 st Floor Lake Worth, Fl. 33460 Tuesday & Thursday: 9: 00 am – 5: 00 pm Bridges at Boynton Beach Northmore Elementary 223 NE 12 th Avenue Boynton Beach, Fl. 33435 Monday & Tuesday: 9: 00 pm - 5: 00 pm 4: 00 pm Bridges at Lake Worth West 4730 Maine Street Lake Worth, Fl. 33461 Monday: 9: 00 am -5: 00 pm Bridges at Northwood – 4111 N. Terrace Drive, Portable #9 West Palm Beach, Fl. 33407 Tuesday & Thursday: 9: 00 am – Bridges at West Palm Beach – Payne Chapel 811 9 th Street West Palm Beach, Fl. 33401 Tuesday & Thursday: 9: 00 am – 5: 00 pm Bridges at Belle Glade Bridges at Pahokee – Fla. Comm. Health Ctr. 816 W Canal Street S. 170 S. Barfield Hwy. Suite 102 Belle Glade, Fl. 33430 Pahokee, Fl. 33476 Families can schedule an appointment or walk in during the scheduled times Tue & Thur. : 9: 00 am -6: 00 pm Monday: 9: 00 am – 6: 00 pm

Transfers and Back to School http: //www. elcpalmbeach. org/child-care-resource-and-referral-forms How can Providers assist families with transfers? q Families Leaving Your Program: Determine if the parent has any outstanding fees. q q If the parent has outstanding fees, please work with the parent to resolve the matter. q q If the parent has no assessed parent fees or a zero balance, complete the bottom portion of the “Provider Transfer Form” and return the form to the parent. Remind parents that ELC requires 2 -3 days to process the request. Remind parents that a new certificate will be needed prior to starting the child at the new facility. Families Interested in Transferring to Your Program: q q q Assist the parent with completing the transfer process by providing a blank copy of the “Provider Transfer Form”. Educate Parents about the Transfer process and timeframe. (2 -3 business days) Review new certificate to ensure that your site is listed and review the authorized start date to ensure proper payment.

What to Look Out for on a Child Care Certificate Ø Ø Preschool to Kindergarten Summer Care Only After Care Only Holidays and Non-school days

How to Read Your Child Care Certificate

Family Services Apply On-line at www. elcpalmbeach. org SCHOOL READINESS Valid Email Account Provide assistance for Child Care Ages 0 -13 years old Have a documented purpose for requesting care. VPK Children must be 4 years old before September 1 st current year. � Children with birthdays between Feb 2 and Sept 1 can delay enrollment for 1 year. VPK SIS-Specialized Program VPK Summer- 300 instructional hours VPK Fall 540 instructional hours

Provider Reimbursement Monthly Attendance Submission Due Date� Attendance documentation submission (item # 48, page 10 of the SR 20 Form – State Contract). Provider agrees to submit monthly attendance reports for payment. Provider agrees to submit all required attendance records to Coalition on or before the 3 rd (third) business day of each month. If the due date falls on a holiday, Provider agrees to submit all required attendance records to coalition on the preceding business day. Records submitted late will be processed and paid in the next open payment cycle. Reimbursement Department Upload Link � http: //rcs. elcpalmbeach. org Extended absence notes Blank attendance sheets Adjustment requests VPK enrollment forms VPK classroom transfer forms Any other documents related to reimbursement/payment Reimbursement can only be issued for children with a current child care certificate. Reminders: � Reimbursement reports are loaded into your Monthly Reimbursement Report

Provider Reimbursement Calendar

Provider Reimbursement Team

Provider Services Changes to Background Screening Requirements � All background screening must go through Clearinghouse. � From September 2016 -May 2017, child care providers are to be rescreening personnel hired prior to July 1, 2016. � Establish a Clearinghouse Account. � http: //www. dcf. state. fl. us/programs/backgroundscre ening/clearinghouse/ � Providers can search for an employee before sending them to live scan provider to see if employee is already in the system. � Employers MUST use a Clearinghouse Compatible Vendor.

Background Screening Clearinghouse

Contract & Rule Revision OEL is revising the School Readiness and VPK contracts and the Health and Safety Checklist policies. � Draft versions of the proposed changes are available at www. floridaearlylearning. com/oel_resources

Contract reminders Unusual incident notification - (no later than the close of business of the next business day and submit report within 3 business days. ) Changes – Contact or program information within 14 calendar days, change of ownership 30 days prior. Lapse – Lapse in Liability Insurance or Child Care License will result in non-payment for any days without coverage.

PROVIDER SERVICES TEAM Provider Services Manager Gina Carello Phone 561 -214 -7451 Fax # 561 -745 -3642 Gina. Carello@elcpalmbeach. org

Program Assurance The Office of Early Learning designed a statewide School Readiness monitoring tool. The tool was finalized as of July 1, 2015. All documentation is posted to our website under program assurance. Pre-Monitoring Survey- available on our website under Program Assurance Monitoring. � If you would like to provide some block out dates as well as training interests. Please complete it and upload to the portal under Provider Monitoring Reports. � For questions contact, Krystal Wallick at 561 -2147447 or Krystal. Wallick@elcpalmbeach. org

Program Assurance Individual checklists for School Readiness and VPK � Monitoring for each contract may be conducted during two separate visits. 100% of providers will receive a Post Audit Attendance Monitoring (PAAM) � VPK Checklist is locally developed SR Checklist is statewide developed State mandated Conducting onsite monitoring for the following: � � � Providers in Non-Compliance for previous fiscal years Parent Complaints Corrective Action Notices Suspected for potential fraud Providers on Probation

Program Assurance (School Readiness and CSC Scholarships) Onsite monitoring documentation: � � � Private Pay Rate and Fee Sheet- must be written and advertised to parents. Open Door Policy- must be a written policy and available for review. Confidentiality Agreements- must be signed by all staff. � Sample Files- will monitor 25% of subsidized children enrolled. � Attendance, sign in sheets, enrollment certificates and co-payment receipts as well as documentation for excused absences. Record Review- must review 5 files of children no longer in care. Documents must be up to 5 years prior to the date of the onsite visit. Curriculum- Office of Early Learning state approved curriculum list is available on our website. � Coalition will post sample format to ELC website. Character Development may be included in some of the approved curriculum. During monitoring, character development traits will be observed including trustworthiness, respect, responsibility, fairness, caring and citizenship. Health and Safety Checklist and Licensing Reports

Program Assurance (School Readiness and CSC Scholarships) Licensed Exempt Providers (only)� Background Screenings- must be available for review for all employees. � Immunization and health screenings- will monitor the sample of children less than school age to ensure all documents are included.

Program Assurance (VPK Contract) Curriculum VPK Staff VPK Director Attendance policy Discipline Policy Substitutes and sub tracking form Sign In Sheets and Short/ Long Forms

Quality Supports � Technical Assistance Request through https: //www. elcpalmbeach. org/request-technicalassistance Onsite or by Phone Provide strategies for the following: � Trainings New training calendar released this week. � Inclusion, administration, teacher-child interactions, environments and curriculum. Trainings include agreement overviews, developmental screening, inclusion and much more! Registration must be completed online at https: //elc. webauthor. com/pub/class. cfm. In-service hours are provided for each training. Trainings may be presented at a child care facility if you meet training location requirements. For questions contact, Darianne Powell at 561 -600 -9421 or Darianne. Powell@elcpalmbeach. org.

Developmental Screening Reminders Must use updated Consent Form. Due date is the last day of the month with a grace a period to the 5 th of the following month. Screening Packets must be mailed to 2300 High Ridge Rd. Ste 115 Boynton Beach, 33426. If the child is already receiving services, the child does not need the screening completed. Changes are being discussed in order to streamline the amount of paper and efforts utilized to complete developmental screening process. Website Updates � Updated Forms at http: //www. elcpalmbeach. org/developmental-screening For Questions contact, Lorca Acosta at 561 -600 -9424 or Lorca. Acosta@elcpalmbeach. org

VPK Updates NO VPK GOLD Requirement for 2016/2017 program NO VPK Readiness Rates for 2015/2016 program For questions contact: � Heather Sargent Heather. Sargent@oel. myflorida. com

VPK changes in the Provider Portal Changes to VPK classes are to be submitted with 14 calendar days of the change. Submit Terminations and Class Transfers of children within 14 calendar days (using the Termination/Class Transfer form (upload to Box link). Change of Instructors – Add new VPK 11 A using yellow “add” button.

Bright Beginnings – VPK Assessment Kits for 16/17 are ordered through the Bright Beginnings Website. Kits should be ordered 30 days prior to your start of the VPK class. All providers must complete Initial Registration Wizard for new program year. Kits are able to ordered after classes have been entered. (instructor and students can be added at a later date) You can also order up to 2 Standards for Four Year Olds (2011) manuals for each class using this system. Orders will be approved within 7 days of your contract being certified.

VPK Assessment – For 16/17 all providers must administer, input data, and submit Assessment Period 1 and 3 in Bright Beginnings. Submission deadlines are based on the VPK classroom New. Data Schedule: start and end date. Assessment Period 1 Submit within forty-five (45) calendar days of the first day of the VPK class schedule Assessment Period 2 Submit Mid-Program year Assessment Period 3 Submit no later than fifteen (15) calendar days after the last day of the VPK class schedule.

Questions and Answers

Thank You! Thank you to the Early Learning Coalition, Discount School Supply, and Lakeshore for the raffle prizes.