SCHOOL READINESS PROVIDER HANDBOOK

Transcription

1 SCHOOL READINESS PROVIDER HANDBOOK

2 TABLE OF CONTENTS School Readiness Provider Handbook INTRODUCTION 3 SCHOOL READINESS PROVIDER QUALIFICATIONS 4 SCHOOL READINESS PROVIDER REQUIREMENTS 4 PROVIDER APPLICATION PROCESS 5 CHILD ENROLLMENT & ATTENDANCE 5 COMPENSATION & FUNDING 6 PAPERWORK SUBMISSION & NOTIFICATION 7 FLORIDA S EARLY LEARNING & DEVELOPMENTAL STANDARDS 8 DEVELOPMENTALLY APPROPRIATE CIRRICULUM 8 CHILD DEVELOPMENTAL SCREENING 8 STAFF-TO-CHILD RATIOS 9 CHILD IMMUNIZATIONS 9 COMPLIANCE MONITORING 9 PROFESSIONAL DEVELOPMENT & QUALITY INITIATIVES 10 CHILD CARE RESOURCE & REFERRAL 11 PROVIDER ADVISORY COUNCIL (PAC) 11 MONTHLY PROVIDER CONFERENCE CALL 12 COMMUNITY COORDINATED CARE FOR CHILDREN, INC 12 SCHOOL DISTRICT OF OSCEOLA COUNTY 13 FREQUENTLY ASKED QUESTIONS 13 ATTACHMENT A ~ SCHOOL READINESS POLICIES &FORMS 15 SR Provider Contract 16 Policy 220A.03 Staff Development Attendance 31 Policy 408A.01 SR Provider Eligibility Determination 33 Policy 430A.04 SR Provider Compliance 35 Policy 430A.05 SR Child Developmental Screening 42 Policy 440A.01 Payment of Child Absences 44 Direct Deposit Authorization Form 45 Holiday Schedule Instructions 46 Provider Holiday Schedule Form 47 Delinquent Parent Co-Payment Form 48 Zero Balance Letter 49 Sending Out Support (SOS) Referral Form 50 CCR&R Provider Update Form 51 7/2013

3 INTRODUCTION School Readiness Provider Handbook The Early Learning Coalition of Osceola County (Coalition) is a non-profit 501(c)(3) organization responsible for the implementation, oversight, and administration of the School Readiness (SR) program in Osceola County. The SR program is a state and federally funded program that offers qualified parents financial assistance for child care through a variety of services. Childcare services include programs that prepare children to become ready for school, assist families in becoming financially self-sufficient, and provide parents with information and resources about child development, how to select a quality care setting and other early learning related topics. Implementation responsibilities include determining eligibility for children and contracting with private and public facilities that wish to provide SR services. The Coalition also offers program guidance, presents training opportunities, and monitors compliance of state mandates in accordance with established standards in statute and rule. Community Coordinated Care for Children, Inc. (4C) receives funding from the Coalition through a contract for services to carry out direct services to families and providers for the SR program on behalf of the Coalition. 4C is a non-profit 501(c)(3) organization that, in addition to the services provided on behalf of the Coalition, implements additional support services that can be accessed by families and providers in Osceola County. Because the SR program is a legislatively mandated program (established in 1999), it is important that you, as a SR provider, follow the legislative requirements as well as the policies and procedures established by the State of Florida. This will ensure you remain compliant with no disruption in your eligibility to provide services to SR funded children. To help you better understand the requirements that you are required to follow in order to provide and receive payment for SR services, the Coalition has developed this SR Provider Handbook and recommend you become familiar with the information contained herein. The Coalition is very excited about your interest in providing SR services to the children and families of Osceola County. Our Coalition is here to support you with any questions you may have about the SR program. Please feel free to contact us at: Tara C. McInnis, Program Services Manager Early Learning Coalition of Osceola County 1631 E Vine St, Suite E Kissimmee, FL PH: FAX: [email protected] Lee Mendez-Feliz, Program Manager Community Coordinated Care for Children 2220 E Irlo Bronson Memorial Hwy, Unit 7 Kissimmee, FL PH: FAX: [email protected] 7/2013

4 School Readiness Provider Handbook SCHOOL READINESS PROVIDER QUALIFICATIONS F.S. outlines the following expectations that all SR programs must meet: a. The program must, at a minimum, enhance the age-appropriate progress of each child in attaining the performance standards and outcome measures adopted by FOEL. b. The program must provide extended-day and extended-year services to the maximum extent possible without compromising the quality of the program to meet the needs of parents who work. c. The program must meet all state licensing guidelines, where applicable. d. The program must ensure that minimum standards for child discipline practices are age-appropriate. Such standards must provide that children not be subjected to discipline that is severe, humiliating, or frightening or discipline that is associated with food, rest, or toileting. Spanking or any other form of physical punishment is prohibited. All legally operating providers may apply to participate in offering SR services. Legally operating providers may include: registered or licensed family child care homes, licensed child care centers, exempt child care centers, and public school locations. SCHOOL READINESS PROVIDER REQUIREMENTS Child care partners are a key component to the successful implementation of this valuable program. The SR program is governed by Florida Statute which requires each early learning coalition to implement a comprehensive program of school readiness services in accordance with the rules adopted by the Office of Early Learning (OEL) which enhance the cognitive, social, and physical development of children to achieve the performance standards and outcome measures. At a minimum, these programs must contain the following: a. Developmentally appropriate curriculum designed to enhance the ageappropriate progress of children in attaining the performance standards adopted by FOEL. b. A character development program to develop basic values. c. An age-appropriate screening of each child s development. d. An age-appropriate assessment administered to children when they enter a program and an age-appropriate assessment administered to children when they leave the program. e. An age-appropriate staff-to-child ratio. f. Proof of general liability insurance coverage, including coverage for transportation of children if school readiness program children are transported by provider. The provider must obtain and retain an insurance policy that provides a minimum of $100,000 of coverage per occurrence and a minimum of $300,000 general 7/2013

5 School Readiness Provider Handbook aggregate coverage. The provider must list the Coalition as a certificate holder and an additional insured. g. A healthy and safe environment. PROVIDER APPLICATION PROCESS Each provider wishing to offer SR services must begin by attending a new provider orientation. The new provider orientation will include a review of SR Provider Agreement to ensure you, the provider, have a full understanding of the requirements for participation in the SR program, an overview of the SR structure and an introduction to the services available through the Coalition and its contracted service providers, a review of the administration and payment functions for the implementation of SR services, and an overview of the policies and procedures pertaining to the SR program, in addition to other items pertinent to the SR program. After the provider orientation has been successfully completed, a provider may submit the required completed paperwork to the Coalition through our designee, 4C. Once the Coalition has verified that a completed SR packet has been received with all the necessary paperwork, the provider will receive an unannounced onsite visit from the Program Quality Team to ensure compliance with legislative requirements. Upon successful completion of the onsite compliance visit a SR Agreement will be signed and executed between the provider and the Coalition. A provider may begin accepting SR funded children on the date in which the Contract is executed as evidenced by signatures of both an authorized representative of the provider and the Coalition. Newly approved SR providers will receive a copy of their executed SR Agreement notifying them that they are eligible to begin enrolling SR funded children. Upon execution of the SR Agreement, a Vendor ID and case sensitive password for logging on to the Electronic Provider Payment System (EPPS) will be created. The Vendor ID and EPPS password, along with log in information will be provided through a letter to the SR provider. The provider should expect a wait period of 60 days from receipt of a complete packet of information for the process to be complete. CHILD ENROLLMENT & ATTENDANCE Upon a child s eligibility to receive SR services, the Coalition will issue a Child Care Certificate (Certificate). Children should only be accepted into a provider s SR program with a valid Certificate. The Certificate will contain the child s name, period of eligibility, and the parent co-payment amount. Please be aware that varying family situations may cause changes to occur during a period of eligibility that may affect care authorized, parent co-payment, etc. Any changes will result in the issuance of a new Certificate. Payment will only be made for children eligible for services based on their valid Certificate. Reimbursement cannot be made prior to the beginning date or after the end date of eligibility as identified on the Certificate. Accurate attendance for all SR enrolled children is the responsibility of the SR provider. Attendance must be recorded daily for all children attending an SR program and must 7/2013

6 School Readiness Provider Handbook accurately identify absences. The Coalition will reimburse up to three (3) unexcused absences per child per month and an additional seven (7) absences with documentation provided by the family supporting extraordinary circumstances per 6M F.A.C. The Coalition or its designee shall approve reimbursement for all absences for extraordinary circumstances. Examples of extraordinary circumstances include: hospitalization of the child or parent, death of an immediate family member, illness requiring home-stay, court ordered visitation, or unforeseen military deployment. Total monthly reimbursed absences will not exceed ten (10) days. The Coalition or its designee must be notified of any child with ten (10) or more consecutive unexcused absences. Ryla Wilson Act: Unexcused absences of any child who is under the supervision of DCF and/or their contracted referring agency MUST be reported immediately to the caseworker or agency identified on the childcare referral. Attendance records must be kept on file at the facility for a minimum of five (5) years. The Coalition or its designee may request documentation associated with SR attendance at any time to complete attendance audits. Records that fail to substantiate a prior claim or payment will be considered disallowed and considered an overpayment. Any overpayment will be deducted from any forthcoming SR reimbursement due. COMPENSATION & FUNDING Reimbursement for services provided to SR children is paid based on the rate established by the Coalition and/or OEL. SR programs are paid at the Coalition s maximum reimbursement rate or the provider s published rate, whichever is lower. A provider cannot be reimbursed at a higher rate than what is published as their rate to private pay families. Providers may be reimbursed at a higher rate for SR children enrolled who are determined to need additional care due to special needs. Gold Seal providers may receive reimbursement at a rate higher than the standard rate as established by the Coalition and/or OEL. It is the responsibility of the SR provider to collect the parent co-payment, identified on the Certificate, from the family. In addition to the parent co-payment, SR providers MUST provide the family a list of any fees charged beyond the co-payment prior to the family enrolling their children. A SR provider may charge the family a differential if the provider s published child care rate is higher than the reimbursement rate paid by the Coalition. SR providers are prohibited from charging any fees other than the parent co-payment or those fees provided to the family on the fee list, as described above, prior to enrollment in the provider s SR program. SR providers are prohibited from charging families receiving SR services a higher rate than that charged to private pay families. To ensure that a family receiving SR funding is meeting the program requirements, the provider must report any non-payment of parent co-payments to the Coalition or its designee within 30 days of payment due date. The Coalition will reimburse a SR provider for up to twelve (12) holidays annually (July 1 June 30). SR providers are responsible for completing and submitting their holiday 7/2013

7 School Readiness Provider Handbook schedule to the payment department annually. Reimbursement will only be made for those holidays listed on the provider s holiday schedule. All payment for SR services is paid through direct deposit by the end of the month following the service delivery month. SR providers should submit all required SR attendance documentation to the Coalition s designee on the first (1 st ) day of each month, but no later than 12:00 PM on the third (3 rd ) day of each month for the preceding service delivery month. Attendance documentation submitted after 12:00 PM on the third (3 rd ) of the month will be processed and paid during the next open payment cycle. Attendance sheets may be placed in the drop box at the 4C Osceola office or mailed to 3500 W Colonial Drive, Orlando, FL The following letters are used to mark each child s daily attendance. No other marks will be recognizes for reimbursement: 7/2013 X Present H Holiday T - Disenrolled N Non reimbursable A Absent (maximum of 3 unexcused absences per month) Staff will complete the TOTALS section of the attendance sheet. Please do not write in the TOTALS column. Remember to sign each page of your attendance prior to submitting. We are unable to process requests for reimbursement without your signature. If you have received a Child Care Certificate authorizing care for a child and the child s name is not printed on your attendance sheet, please write the child s name on the attendance sheet. Mark the days according to their attendance and submit a copy of their Certificate with the attendance sheet. SR providers are responsible to review their reimbursement report monthly to ensure that proper payment has been received for SR services provided. In the event that there is a payment discrepancy due to underpayment or overpayment, the provider must notify the Coalition or its designee within thirty (30) days from the date payment is received. Any funds received due to an overpayment or disallowed costs should be returned to the Coalition or its designee immediately. Any underpayments reported after thirty (30) days will be unable to be honored. PAPERWORK SUBMISSION & NOTIFICATION Providers participating in the SR program must be willing to meet paperwork and notification requirements of the program in a timely manner and/or according to a predetermined deadline. SR providers should always confirm the receipt of documentation submitted to the Coalition or its designee to ensure their submission is complete. Requests requiring paperwork submission coming from the Coalition or its designee will contain a submission deadline. Changes in program or contact information as well as extraordinary situations that require notification to the Coalition must be made in accordance with the notification requirements outlined in the SR Provider Agreement and Coalition policy. Programs not meeting the paperwork submission and/or notification

8 School Readiness Provider Handbook requirements will be considered non-compliant with their SR Provider Agreement and may be subject to termination of their SR Provider Agreement. FLORIDA S EARLY LEARNING AND DEVELOPMENTAL STANDARDS Florida s Early Learning and Developmental Standards (Standards) is a comprehensive document containing age-appropriate information and reflections about how young children explore, create, and think. The Standards are grounded in Florida s conviction that children s early experiences are directly related to later success in school, in the workforce, and in life. The Standards are organized into five domains, or areas of development. These domains include the following: Physical Development; Approaches to Learning; Social and Emotional Development; Language and Communication; Cognitive Development and General Knowledge. Each domain is divided into subdomains that focus on specific areas. The Standards are an integral part of Florida s SR program and should be integrated into the daily instructional lesson plans and interactions with young children. SR providers are required to have a copy or access to a copy of the Standards for use in daily lesson planning. Standards can be accessed and downloaded in English and Spanish by visiting: DEVELOPMENTALLY APPROPRIATE CURRICULUM All SR providers serving children from birth to five (0-5) years of age must provide scheduled activities and instruction that are designed to enhance the age-appropriate progress of each child, birth to five, in attaining the performance standards as adopted by FOEL through the use of an approved developmentally appropriate curriculum and an approved character development program. In accordance with 6M F.A.C., each program offering SR services is required to utilize curriculum from the approved list issued by FOEL. The purchase of an approved curriculum and training on the use of the curriculum for classroom instructional staff is the SR provider s responsibility. CHILD DEVELOPMENTAL SCREENING In accordance with 6M-4.720, each child enrolled in the SR program must receive a developmental screening initially upon entrance to the program and subsequently thereafter during the month of their birth. Each SR provider must designate one (1) staff person as the person responsible for overseeing and organizing child screenings. The Coalition has designated the ASQ-3 as the screening tool for SR children in Osceola County and ASQ Enterprise as the online data system to record each child s developmental screening. Each SR provider will receive unique log-in credentials to access ASQ Enterprise and record screening results. Notification for child screening is sent via with the child s unique ID number and the date the screening is due. 7/2013

9 School Readiness Provider Handbook The ASQ-3 is designed to screen children for developmental delays and takes about minutes to complete. ASQ-3 is versatile, flexible, and culturally sensitive and has activities that allow children to play and use typical equipment from a home or center-based care setting. This tool addresses the areas of communication, gross motor, fine motor, problem solving & personal-social. Using the simple scoring method, possible developmental delays can be easily identified that may require a referral for additional assessment or services. STAFF-TO-CHILD RATIOS Staff-to-child ratios, in accordance with section (5)(c)2.e., F.S., must be maintained at all times. The Coalition and its designee are required to report any instance where a provider is observed exceeding staff-to-child ratios to DCF Child Care Regulation. Reporting of ratio issues includes any instance, regardless of the reason, that a program is observed out of ratio even when the ratio issue is corrected while Coalition staff is onsite. CHILD IMMUNIZATIONS In accordance with , F.S., a provider is required to collect immunizations, physical development, and other health requirements as necessary, including appropriate vision and hearing screening and examinations for all children within thirty (30) days from the date of enrollment. Child immunization and health records must be kept in the child s file on the premises and be available for review, if applicable. COMPLIANCE MONITORING The Coalition is required to monitor each SR provider for compliance with the SR Provider Agreement as well as legislative requirements and policy and procedures related to the delivery of the SR program. All SR providers will be monitored annually during times of operation, when children are present. Monitoring visits will be unannounced and the provider must permit entry for authorized staff to make onsite visits in order to verify the provider s compliance with SR program participation requirements. In the event a provider refuses to cooperate with staff attempting to complete compliance monitoring, they will be deemed in breach of contract and may lose their eligibility to provide SR services for a period of one (1) year. Monitoring is completed using the Coalition s Compliance Monitoring tool. Monitoring staff will consult with the provider onsite regarding any area of concern or non-compliance and work with the provider to correct the issue immediately. Providers will be asked to sign the delivery form acknowledging the monitoring and will receive a copy of the completed monitoring tool via or regular mail. 7/2013

10 HEALTH & SAFETY MONITORING School Readiness Provider Handbook The Coalition is committed to working in partnership with other state agencies responsible for the provision of health and safety monitoring and does not wish to duplicate those efforts for licensed education and care providers. All Providers exempt from licensure under s or , will annually complete the health and safety checklist once adopted and released by the Office of Early Learning, post the checklist on premises, and submit it annually to the Coalition. PROFESSIONAL DEVELOPMENT & QUALITY INITIATIVES The Coalition is committed to providing quality programs to the children and families in Osceola County and early learning professionals are the key to these quality programs. The Coalition sponsors professional development for early educators on a variety of topics related to early care and education. All Coalition sponsored professional development is coordinated through an online format. Professional development opportunities can be viewed and registered for online by visiting: The Coalition currently has a reimbursement initiative that is designed to assist early educators with costs associated with professional development activities. The Professional Development Reimbursement Program supports early educators that own or are employed by participating SR and/or VPK programs in Osceola County with the costs associated with enhancing their knowledge in the field of early childhood. The Coalition will reimburse qualifying expenses upon submission of a completed reimbursement application. Applications and complete program details can be found in the Professional Development section of the Coalition s website at Please note that reimbursement is subject to availability of funds and cannot be guaranteed. The Coalition s Quality Team is responsible for a variety of the quality aspects related to the SR program, including SR monitoring, curriculum assessment, and training & technical assistance. The Osceola Quality Team contacts are listed below. Maria Navarro Bilingual Provider Consultant (321) [email protected] Bobbie Sisco Provider Consultant (321) [email protected] The Department of Children and Families (DCF) Child Care Training Information Center is available to provide information on Florida child care training requirements, staff credentials, training, and competency exams. The Child Care Training Information Center can be reached at For information on state mandated courses or to access your training transcripts, please visit the DCF Child Care Training Application (CCTA) Portal at: 7/2013

11 School Readiness Provider Handbook 4C also assists providers with required state mandated child care training and competency exams through their Child Care Training Institute/Education Department in Central Florida. The 4C Child Care Training Institute can be reached by phone at CHILD CARE RESOURCE & REFERRAL The Coalition s Child Care Resource and Referral (CCR&R) offers free resources and referral to families seeking early care and educational programs for their children in Osceola County. The information requested by families seeking early care and education programs is matched with the information in our provider database to provide families with a listing of programs that meet their specific needs. Each SR provider is required to submit information to be included in the CCR&R database and update such information annually. There is no fee for providers to be included in the CCR&R provider database or to receive referrals. 4C is contracted by the Coalition to maintain the CCR&R database in Osceola County which includes contacting providers on an annual basis for completion of their CCR&R Provider Update. Please note that CCR&R Specialists make referrals only to parents seeking information, based on their requests, and do not recommend any specific early care and education provider. CCR&R in Osceola County can be reached at PROVIDER ADVISORY COUNCIL (PAC) The Provider Advisory Council was established to provide an open forum for child care providers to share their ideas, concerns, requests and opinions as well as receive critical updates regarding programs and initiatives that may affect programs operating in Osceola County. The PAC is also an avenue for the Coalition to gain feedback from providers which assist in the development and assessment of quality initiatives and program services. PAC meetings are divided into two groups; Child Care Centers and Family Child Care Homes, and are coordinated through Provider Representatives. Meetings are typically scheduled to occur quarterly. The Provider Representatives are peer nominated and act as a liaison between the provider and the Coalition. Provider Representatives are available to answer questions, provide meeting information, as well as facilitate provider discussions and provide anonymous feedback to the Coalition regarding provider concerns, ideas, or opinions. Provider Representatives Child Care Centers Joanna Andersen [email protected] 7/2013 Faith-Based Centers Rijean Smith [email protected] Family Child Care Homes Naomi Helligar [email protected]

12 School Readiness Provider Handbook MONTHLY PROVIDER CONFERENCE CALL The Coalition hosts a monthly provider conference call designed to share updates, reminders, and information related to the SR and VPK programs in Osceola County. Calls are held on the third (3 rd ) Tuesday of each month at 1:00 PM. Providers can join the monthly call from any telephone and are encouraged to participate to keep updated on program changes and initiatives that may affect their child care business. Monthly Provider Conference Call 3 rd Tuesday of each month 1:00 PM Call-in: Participant code: COMMUNITY COORDINATED CARE FOR CHILDREN, INC. (4C) Community Coordinated Care for Children, Inc. (4C) is a private, non-profit, (501)(c)(3) corporation that was founded in 1969 and has been involved in providing resources for families and children for the past 40 years. Through a funding contract with the Coalition, 4C acts as the Coalition s designee in Osceola County providing direct services to families and child care providers related to School Readiness, Voluntary Prekindergarten, and Child Care Resource and Referral. In addition to the contracted services that 4C provides for the Coalition, they are responsible for overseeing the Child Care Food Program, Head Start and Early Head Start in Osceola County. Child Care Food Program The Child Care Food Program (CCFP) is federally funded and regulated by the Food and Nutrition Service (FNS), U.S. Department of Agriculture (USDA). In Florida, the Department of Health, Food and Nutrition Management Office administer the CCFP. 4C sponsors the CCFP in Osceola County for child care centers, Head Start sites, and licensed family child care home providers wishing to participate in the program. Nutrition is an important part of a good child care program. The CCFP strives to improve the diets of children in child care to promote nutrition education. Child care providers participating in the CCFP are reimbursed for meals and snacks. They have access to nutritional resources, training and technical assistance. If you are a licensed family child care home or child care center and would like more information about the CCFP, please call /2013

13 School Readiness Provider Handbook Head Start Head Start is a federally funded program for low-income children and children with disabilities, with emphasis on cognitive, social, emotional, physical, and mental development of children. 4C administers the Head Start program in Osceola County through a total of three site locations. For information about the Head Start program in Osceola County, please call Early Head Start Early Head Start (EHS) is a federally funded community-based program for low-income families with infants and toddlers and pregnant women. Its mission is simple: to promote healthy prenatal outcomes for pregnant women, to enhance the development of very young children, and to promote healthy family functioning. 4C administers the Early Head Start program in Osceola County through contracts with licensed child care centers and licensed family child care homes. For more information about the Early Head Start program in Osceola County, please call SCHOOL DISTRICT OF OSCEOLA COUNTY Through a funding contract with the Coalition, the School District of Osceola County (SDOC) provides quality initiatives in Osceola County which include early literacy and math, family support services, professional development for provider staff, inclusion services, technical assistance and support for VPK providers on probation, and infant/toddler support. For information or questions about Coalition initiatives and services provided by the SDOC, please contact staff listed below: Kathy Unger Literacy Coach/VPK Resource Specialist [email protected] Danielle Pyke Inclusion Specialist [email protected] 7/2013

14 School Readiness Provider Handbook FREQUENTLY ASKED QUESTIONS Is 4C financial assistance the same as the School Readiness program offered through the Coalition? The School Readiness program funding is the financial assistance offered to families and paid to providers. There is no such thing as 4C financial assistance. The Coalition receives state and federal funds to implement programs in Osceola County and contracts with 4C to provide direct services to child care providers and families. When will I be able to accept SR funded children? Once you have completed the new provider process and received your onsite compliance monitoring, your SR Provider Agreement (Agreement) will be forwarded to the Coalition for approval. You may begin accepting SR funded children once the Coalition has executed your Agreement with the necessary signatures. The Coalition will mail you a copy of your executed Agreement notifying you that you may accept SR funded children. What is Compliance Monitoring? The Compliance Monitoring Tool is used to monitor and ensure that SR providers are meeting the requirements outlined in their SR Provider Agreement. What if I fail the compliance monitoring? New Providers: If a new program wishing to become an SR provider does not meet all of the components of the Compliance Monitoring Tool they program will not be eligible to become a SR provider. New providers who do not pass the initial monitoring may request a reevaluation after 90 days. Existing Providers: If an existing SR provider fails to meet all the required components of the Compliance Monitoring Tool, the provider will be non-compliant with their Agreement and will receive a 10-day notice to correct the issue or risk termination of their Agreement. Monitoring staff will make every effort to provide onsite technical assistance to correct any deficiencies immediately. When does the Coalition come out to do an inspection? The Coalition monitors programs for compliance with the requirements outlined for the SR program, but does not inspect programs. DCF Child Care Regulation is responsible for inspecting child care programs. The Coalition is required to monitor each SR program annually to ensure continued compliance with SR program requirements. Compliance monitoring is unannounced and completed annually on no particular schedule. Where can I get a copy of Florida s Early Learning and Developmental Standards? You can download or print a copy of the Standards by visiting: or the Coalition s website at: 7/2013

15 School Readiness Provider Handbook Who do I call if I have a question about my SR attendance payment? Questions regarding SR child attendance or payments should be directed to your designated payment staff person or contact the Reimbursement Supervisor at /2013

16 School Readiness Provider Handbook ATTACHMENT A SCHOOL READINESS PROVIDER POLICIES & FORMS 7/2013

17 A. Parties: EARLY LEARNING COALITION OF OSCEOLA COUNTY School Readiness Provider Contract Fiscal Year This School Readiness Contract (hereinafter referred to as CONTRACT) acts as a legally binding document between the Early Education PROVIDER (name) (hereinafter referred to PROVIDER), whose principle address is: (address), (city) (state) (zip) and the Early Learning Coalition of Osceola County, (hereinafter referred to as COALITION) with its principle office located at 1631 E. Vine Street, Suite E., Kissimmee, FL This CONTRACT shall hold the PROVIDER accountable for meeting all requirements mandated to implement School Readiness (SR) services. The COALITION hereby agrees to approve the PROVIDER to implement School Readiness services on the Coalition s behalf upon execution through signatures on page 9. This CONTRACT shall become effective on the date of Coalition signature on page 9. B. Purpose: 1. The purpose of this CONTRACT is designed to: a. Inform PROVIDER of the requirements of participation in the SR Program. Payment is not conveyed to PROVIDER through this CONTRACT. Instead, PROVIDER must agree to comply with the terms and conditions of this CONTRACT in order to be eligible to participate in the SR program. PROVIDER will receive payment via a child care certificate (also known as a payment certificate) presented by the parent/guardian, and b. Fully communicate the partnership between the COALITION and PROVIDER in working collaboratively to; i. Prepare children for success in school through providing the highest quality early education and care for children participating in the SR Program and, ii. Meet state and federal requirements mandated in accordance with Federal Code, Florida Statutes, state rules and the policies and procedures of the Florida s Office of Early Learning (FOEL) and the COALITION or its designee. C. Terms of this CONTRACT: 2. This CONTRACT shall apply for the SR fiscal year. This CONTRACT shall begin on July 1, 2013, or on the date on which the CONTRACT is signed by the last party required to sign the CONTRACT, whichever occurs last, and expires on June 30, 2014 or upon completion of all of the PROVIDER s SR Programs and obligations, whichever occurs first. The COALITION is not obligated to pay for costs incurred by the PROVIDER before the CONTRACT s beginning date or after its ending date. 3. The PROVIDER must complete and sign a new CONTRACT prior to the expiration of this CONTRACT to remain eligible to deliver SR Program services. 4. PROVIDER and COALITION agree that the following, including any revisions made after the execution of this CONTRACT, are provisions governing the SR program and that PROVIDER and COALITION will be bound by the same: - 42 U.S.C. 9858, et seq,; - 45 C.F.R. 98; - 45C.F.R. 99; - Chapter 411, Florida Statutes; - Chapter 6M-4, Florida Administrative Code; and - Chapter 6M-9, Florida Adminsu8trative Code. 5. In order to receive state or federal funds under this CONTRACT, PROVIDER must be an eligible child care provider as defined under 45 C.F.R If PROVIDER fails to maintain its status as an eligible child care provider, this CONTRACT is automatically terminated. PROVIDER agrees to notify the COALITION immediately if it ceases to be an eligible child care provider. 6. This CONTRACT is not transferrable or assignable to another entity, corporation, or owner. A change in corporate ownership shall be deemed a transfer. This CONTRACT binds the successors, assigns, and legal representatives of PROVIDER and of any legal entity that succeeds to the obligations of the State of Florida, FOEL, and COALITION. In addition, whenever a party to this CONTRACT changes, a new CONTRACT must be executed. This CONTRACT shall be terminated within 24 hours of a transfer or assignment. 7. The PROVIDER understands that there may be a need to revise the terms of this CONTRACT. The PROVIDER agrees to abide by all modifications made during the period of this CONTRACT. Modifications to this CONTRACT shall be forwarded to the PROVIDER for their records. 03/14/2013 School Readiness Provider Contract Page 1 of 11

18 D. General: 8. The PROVIDER understands that, by signing this CONTRACT, he or she agrees to deliver services in accordance with this CONTRACT and in accordance with recognized best practices and policies and procedures as determined by the Coalition. 9. The COALITION has prescribed the use of this CONTRACT for approving providers for the provision of SR services in Osceola County. The COALITION has designated Community Coordinated Care for Children, Inc. (hereinafter referred to as 4C) as the agencies to implement the program requirements. 10. The PROVIDER understands that SR funding is limited and that this CONTRACT does not guarantee the placement of children. Children are placed in SR Programs by parental choice and the availability of funding. 11. The PROVIDER acknowledges that providing information in order to obtain benefits, payments or reimbursement to which they are not entitled, or to increase the benefits, payments or reimbursements, is guilty of unlawful behavior. The PROVIDER further understands that knowingly providing false information, omitting requested information, signing inaccurate attendance documents or failing to promptly report changes which would directly affect the eligibility of a SR provider can result in the requirement to pay back unauthorized subsidy payments, denial of further participation in the program and/or referral to the Florida Department of Law Enforcement, Public Assistance Fraud Division for further investigation. E. Provider Responsibilities: 12. The PROVIDER agrees to ensure personnel are screened in accordance with Level 2 background screening requirements. 13. The PROVIDER agrees to have a working telephone available to make and/or receive phone calls at all times regarding SR children in its care. Additionally, the PROVIDER is requested to identify, in Attachment A, and monitor a working address as the COALITION provides regular communication via The PROVIDER agrees to provide an appropriate environment for children and to cooperatively participate in annual program evaluations, technical assistance, and re-evaluations as deemed appropriate for programs serving children ages birth to five (0-5) by the COALITION or its designee, as funding permits. 15. Programs Serving Birth to Five: The PROVIDER will meet the following program standards consistent with the requirements and goals of the SR program for children birth to five (0-5) years as outlined below: a. The PROVIDER s program will have clear, written goals for children which are consistent with Florida s Early Learning and Developmental Standards for Birth to Five. b. The PROVIDER s program is inclusive of children with special needs and supports the development of individual needs of all children. c. The PROVIDER posts daily schedules for children age birth to three (0-3) that may include, but not limited to, daily floor time for infants with staff who encourage gross motor activities; daily access to materials that supports fine motor development in infants and toddlers; flexible planned activities that provide a balance of active and quiet time, indoors and out, and experiences that include: sensory, language and motor development; varieties of musical activities including classical music exposure; sensory/process oriented art activities available for toddlers and two s; and individual or very small group literacy activities, for short periods of time each day. d. The PROVIDER posts daily schedules for children ages four (4) and five (5) that include, but not be limited to, one (1) hour of uninterrupted child-initiated choice time; small group, teacher-directed activities that address essential concepts (colors, shapes, self-help skills, etc.); literacy activities and reading to children a total minimum of thirty (30) minutes per day; daily music activities; and outside activities for a minimum of thirty (30) minutes twice per day, depending on length of day and weather permitting. 16. Programs Serving School Age: The PROVIDER will meet the following program standards consistent with the requirements and goals of the SR program for school-age children as outlined below: a. The PROVIDER will prepare a daily schedule that is flexible, with children transitioning smoothly from one activity to another at their own pace or as a group. b. The PROVIDER utilizes a variety of indoor and outdoor activities for children and youth to choose from that provide social, recreational, and educational opportunities. c. The PROVIDER includes a sufficient amount of materials that are accessible and in good working order for the number of children in the program. d. The PROVIDER maintains equipment and materials that allow children and youth to be independent and creative and to explore their interests. 17. The PROVIDER agrees to utilize an approved developmentally appropriate (DAP) curriculum with an approved character development program, in accordance with rule 6M F.A.C., to offer each child from birth to five (5) years of age 03/14/2013 School Readiness Provider Contract Page 2 of 11

19 scheduled activities and instruction that are designed to enhance the age-appropriate progress of each child in attaining the performance standards adopted by FOEL under rule 6M-4.700, F.A.C.. The PROVIDER may obtain the approved list from Florida s Office of Early Learning. In order to request that a curriculum be reviewed for approval, the PROVIDER must comply with FOEL s rule 6M F.A.C. The PROVIDER understands that if they are not using an approved DAP curriculum that it may interfere with their ability to participate in the COALITION S quality initiative programs or may be cause for termination in accordance with COALITION Policy. 18. The PROVIDER agrees to utilize the curriculum or curricula identified in Attachment A in the provision of the SR program. 19. The PROVIDER agrees to use all early learning materials received and paid for by the COALITION or its designee s sponsored staff development initiatives as intended or return them to the COALITION. The PROVIDER understands that if all early learning materials are not used as intended that it may result in the PROVIDER being suspended from future participation in the COALITION S quality initiative programs. 20. The PROVIDER agrees to ensure its staff members meet all training and professional development requirements in accordance with sections , F.S., and chapter 65C-22, F.A.C., as applicable. 21. The PROVIDER agrees to maintain the required staff to child ratio in accordance with section (5)(c)2.e., F.S. 22. The PROVIDER agrees to ensure that children are not subjected to discipline that is severe, humiliating or frightening. The discipline must not be associated with food, rest or toileting. Spanking or any other form of physical punishment is prohibited. 23. Social and Emotional Development: The PROVIDER agrees to ensure staff utilizes positive discipline methods that promote responsibility and self-control of children and will engage with children in a positive and respectful way, through listening, acceptance and appreciation. PROVIDER will ensure that staff responds appropriately to the individual needs of children and youth, recognizing their special interests, feelings, abilities, and cultures and agrees to encourage children to take initiative, make choices and to be responsible. PROVIDER will ensure staff interacts with children using varying approaches to help children learn to think for themselves, share problem-solving skills, make friends and use language through frequent conversation. PROVIDER will promote warm and responsive staff interactions and use positive techniques to guide behavior of children by setting appropriate limits and encouraging children to resolve their own conflicts. 24. The PROVIDER agrees to adhere to state child abuse and neglect reporting requirements. The PROVIDER agrees to ensure that staff is knowledgeable and follows guidelines relative to child abuse and neglect reporting. If at any time an employee or PROVIDER becomes aware of or suspects that child abuse, neglect, or other event reportable under section , F.S., has occurred, he or she is required to report immediately to the Abuse Hotline at (800) via the Child Abuse Registry, The PROVIDER shall notify the COALITION at the time any such report is made. 25. The PROVIDER agrees that the parent/guardian has the right to choose the provider of child care services for his/her children. In the event the parent/guardian chooses to change to a different PROVIDER, it is within the parent s/guardian s right to do so. 26. The PROVIDER agrees to afford the parents/guardians unlimited access to their children in SR programs. The PROVIDER agrees to support family involvement and to provide information and activities that involve the families in decisions about their children s growth and development. The PROVIDER agrees to refer families to the Child Care Resource and Referral Network for additional services and resources, as needed. 27. Family Involvement and Cultural Continuity: The PROVIDER will ensure that teachers and staff work closely with families in partnership to ensure high quality care and education for children. PROVIDER will work to provide programs that respect the cultural heritage and beliefs of children and their families. PROVIDER will have an open door policy for families of all children in their care, as appropriate, and will help parents/guardians feel supported and welcomed as observers and contributors to the program by encouraging family members to visit the program and become involved through volunteering. PROVIDER will utilize newsletters, notes, or bulletin boards to Share program information and to communicate information about the children s well-being. The PROVIDER will help build links to families and the community through resources, outreach, and community involvement. 28. Pursuant to section (4)(j), F.S., within thirty (30) calendar days of enrolling a child, the PROVIDER agrees to obtain and retain information from the parent/guardian regarding the child s age-appropriate immunizations, physical development and other health requirements as necessary. If PROVIDER is licensed by DCF, PROVDER s compliance with section (9), as verified pursuant to section , shall satisfy this requirement. 29. The PROVIDER agrees to participate in the annual Child Care Resource and Referral provider update process coordinated by the COALITION s designee as described in rule (5) and (6), F.A.C. 30. The PROVIDER agrees to utilize the statewide information system as referenced in section (5)(c)1.e., F.S., as available, to submit information and updates regarding the SR program. F. Healthful and Safe Environment: 31. The PROVIDER must comply with all applicable health and safety standards in accordance with the requirements of section (5)(c)2.f., F.S. If the PROVIDER is licensed, it must remain in substantial compliance with licensing requirements. If the School Readiness Provider Contract /14/2013 Page 3 of 11

20 PROVIDER is license-exempt, it must remain in compliance with the published health, safety and sanitation standards of the organization of which it is a member or accredited by, that must, at a minimum, meet the applicable state licensing standards. If the PROVIDER is a family day care home, not subject to license, it must remain in compliance with the child care standards set forth in section , F.S. 32. The PROVIDER agrees to receive unannounced health and safety inspections and re-inspections, as part of their program evaluation, and as deemed appropriate by the COALITION or its designee. The PROVIDER agrees to cooperatively receive technical assistance and comply with corrective action requirements within the timeline specified. The PROVIDER understands that if the COALITION or its designee determines the PROVIDER is out of compliance with the health and safety requirements set forth in this CONTRACT, the COALITION or its designee may suspend or terminate SR funds to the PROVIDER S program even if the PROVIDER appeals the action. Upon resolution, a final decision will be made by the COALITION regarding the PROVIDER S ability to continue to participate in the early learning program. (Copies of these requirements may be found on the following website: and are available upon request.) G. Child Developmental Screening & Assessment: 33. The PROVIDER agrees to participate in child screening processes designed to identify children in need of further evaluation for special needs in accordance with COALITION policy and rule 6M F.A.C. 34. The PROVIDER agrees to assign one (1) staff member to be the Screening & Assessment Coordinator for their program at all times. The Screening & Assessment Coordinator will cooperatively receive appropriate trainings pertinent to the COALITION or its designee s Screening & Assessment process. If the Screening & Assessment Coordinator, identified in Attachment A, leaves the program, the PROVIDER agrees to assign a new Screening & Assessment Coordinator for their program and to notify the COALITION or its designee of this change within ten (10) business days. 35. Initial: The PROVIDER agrees to ensure that an age-appropriate screening is conducted by either the child s parent/guardian or PROVIDER using the approved child screening tool on all SR funded children ages birth (0) to five (5) years old, with parent/guardian consent, within thirty (30) days of initial enrollment into SR Programs and/or during the child s month of birth (F.S (5)(c)2.c., F.S. The PROVIDER agrees to report all results to the COALITION or its designee no later than the due date specified in the notification of screenings due by the COALITION or its designee. 36. The PROVIDER agrees to share all child screening results with the child s parent/guardian. 37. The PROVIDER agrees to participate in the SR age-appropriate child assessment process described in the COALITION s approved School Readiness Plan when the child enters the program and when the child leaves the program, if requested to participate. H. Student Eligibility, Enrollment and Attendance: 38. Enrollment Policy: The PROVIDER agrees to enroll children for the SR Program only with written authorization from the Coalition or its designee which will be provided in the form of a Child Care Certificate (Certificate). The PROVIDER shall not admit a child into its SR program without a Certificate. 39. Child Eligibility Status: The PROVIDER understands that payment will only be made for children eligible for services. The beginning date and ending date of eligibility is identified on the Certificate. The PROVIDER understands that no payments will be made until after the Certificate has been submitted to the COALITION S designee or after the expiration date listed on the Certificate unless the child s continued eligibility has been established in writing by the COALITION or its designee. 40. Attendance Records: The PROVIDER agrees to maintain daily sign-in/sign-out sheets and teacher attendance rosters to submit accurate attendance reports monthly of all children who attend their facility and to accurately identify absences. The PROVIDER agrees to submit reimbursement reports in accordance with the COALITION or its designee instructions and understands the COALITION or its designee will pay up to three (3) unexcused absences per child per calendar month and an additional seven (7) days with documentation for extreme hardship as defined in Rule 6M-4.500, F.A.C. The PROVIDER understands that automatic termination of SR services will occur for any child who has fifteen (15) consecutive unexcused absences. The PROVIDER understands that providing false information regarding a child s attendance will result in repayment requirements. Each attendance sheet must be signed by the PROVIDER, in blue or black ink, at the authorized signature section in the bottom right hand corner. 41. Attendance Audits: The PROVIDER agrees to record each child s attendance daily and to keep an attendance record on file at the facility. The PROVIDER agrees to cooperatively allow the COALITION or its designee to audit attendance records at any time. Records that fail to substantiate the reimbursement claim files at the COALITION or its designee will automatically result in a disallowed subsidy payment. Disallowed payments may be deducted from any forthcoming reimbursement payment. 42. Unexcused Absences: The PROVIDER agrees to notify the COALITION or its designee immediately of consecutive absences that total ten (10) or more business days of any SR child enrolled in their SR Program. 03/14/2013 School Readiness Provider Contract Page 4 of 11

21 Rilya Wilson Act Provision: a) Initial: The PROVIDER agrees to notify the responsible caseworker or agency identified on the childcare referral form of the absence of any child ages three to five (3-5) who is under supervision by the Department of Children and Families and/or their contracted referring agencies. An unexcused absence must be reported before the close of business the day that a child is absent and after more than seven (7) consecutive excused absences. I. Compensation and Funding: 43. Direct Deposit Required: The PROVIDER is required to complete and submit direct deposit information to the COALITION s designee in order to receive SR reimbursement for services rendered. 44. Reimbursement Rate: The PROVIDER agrees to accept the reimbursement rate established by the COALITION and/or FOEL. The PROVIDER is paid based on budget availability, PROVIDER s current rates, market rate surveys, age of child, type of care, and family status less any parent co-payments. Rates may differ for private pay parents/guardians. Gold Seal providers or providers which serve special needs children may receive a reimbursement rate above the standard rate as established by the COALITION and/or FOEL. Provider Reimbursement Rates may be subject to change at the discretion of the COALITION. 45. Rate Restrictions: The PROVIDER agrees to provide the COALITION or its designee with information concerning the normal child care rates charged to parents/guardians by the PROVIDER. The PROVIDER agrees not to charge either the COALITION or its designee or the parent/guardian receiving SR funding a higher rate than charged to other parents/guardians. The PROVIDER understands they may charge the parent/guardian a differential rate if the normal rate charged private families is higher than the reimbursement rate paid by the COALITION or its designee. The PROVIDER understands that any additional fees or differential rate charges must be provided to the parent/guardian in writing prior to a child s enrollment in the PROVIDER s SR program. 46. Reporting Changes: The PROVIDER agrees to report any changes to the COALITION or its designee, such as business closings or changes in business location or ownership, at least thirty (30) calendar days prior to the change. Changes in contact or program information must be reported within five (5) business days. The PROVIDER understands that failure to give proper notification could result in a delay of reimbursement. The PROVIDER understands reimbursement is not transferable and non-assignable. 47. Holidays and Closings: The PROVIDER agrees to identify a holiday schedule for their program for the SR program year beginning July 1 and ending June 30, which may include up to twelve (12) days and understands that these are the only holidays for which the PROVIDER will receive reimbursement. The PROVIDER agrees that all requests for compensation for temporary closures beyond the PROVIDER s control will be handled in accordance with the rules and policies of FOEL. 48. Fee Collection: The PROVIDER understands they are responsible for collecting and reporting any parent co-payment from the parent/guardian that is designated by the COALITION or its designee to be paid by the parent/guardian. This designated fee is automatically deducted from the monthly reimbursement payment. The PROVIDER agrees to give the parent/guardian or responsible adult a receipt, including the dates of services covered, for fees as they are paid. The PROVIDER understands that if a parent/guardian does not pay his/her parent/guardian fee, the PROVIDER must notify the COALITION or its designee within thirty (30) calendar days for review of continued parent/guardian SR program eligibility. If a parent/guardian leaves the PROVIDER S program owing a fee, and the parent/guardian and PROVIDER mutually agrees to a payment schedule, the PROVIDER will notify the COALITION or its designee of the parent s/guardian s compliance with this arrangement. The PROVIDER agrees to issue a Zero Balance letter to parents/guardians who request a transfer to another child care facility, as long as the parent/guardian has paid all co-payments listed on the child care authorization form. In addition to the parent/guardian co-payment established by the COALITION, the PROVIDER must provide the parent/guardian with a list of any fees it charges prior to the parent/guardian enrolling his/her child in the PROVIDER s SR program. The PROVIDER is expressly prohibited from charging parents the agreed upon reimbursement rate for provisions on the SR Program services in those situations where the COALITION is withholding reimbursement payments to the PROVIDER for noncompliance. 49. Reimbursement Payments: The PROVIDER agrees to submit all required attendance documents to the COALITION or its designee no later than 12:00 PM on the third (3 rd ) of each month. The PROVIDER understands that payment for services will be received by the end of each month. Records submitted late will be processed and paid in the next open payment cycle. 50. Reimbursement Report: The PROVIDER agrees all attendance documentation submitted for reimbursement will be accurate and supported by the parent s/guardian s signature on the sign-in/sign-out sheets. The PROVIDER agrees to submit additional reimbursement requests, such as sign-in/sign out sheets, promptly within the deadline established. 51. Reconciling Reimbursement Payments: The PROVIDER agrees to review the reimbursement summary provided by the COALITIONS or its designee s fiscal staff each month with the reimbursement check. The PROVIDER agrees to report any discrepancy, overpayment, or underpayment within thirty (30) calendar days from the date the reimbursement was deposited or mailed. Any underpayments reported after thirty (30) calendar days will not be honored. 52. Suspension of Payment: The PROVIDER understands that if any action is taken against PROVIDER S license or accreditation, such as denial, revocation or suspension; or if DCF issues a notice to cease operations; or the COALITION or its designee determines the PROVIDER is non-complaint with the requirements set forth in this CONTRACT, the COALITION or its designee 03/14/2013 School Readiness Provider Contract Page 5 of 11

22 may suspend or terminate SR funds to the PROVIDER even if the PROVIDER appeals the action. Upon resolution, a final decision will be made by the COALITION regarding the PROVIDER S ability to continue to participate in the SR Program. 53. Reimbursement Requirements: The PROVIDER agrees to follow all payment procedures adopted by the COALITION or its designee and/or mandated by FOEL. 54. The PROVIDER understands expenditures submitted for reimbursement may be questioned and/or disallowed based on applicable statutes and rules. Any disallowed expenditure may be deducted from any future reimbursement. The PROVIDER agrees to return any funds received as a result of error or overpayment or disallowed cost to the COALITION or its designee. If the PROVIDER ceases to offer the SR Program before the payment is fully offset, the PROVIDER agrees to return the funds it was overpaid. If the PROVIDER fails to return the funds it was overpaid, the PROVIDER may be subject to collection efforts. J. Maintenance of Records, Data, and Confidentiality: 55. The PROVIDER agrees to maintain daily sign-in and sign-out sheets which reflect the child s time of arrival and departure and a responsible individual s signature and teacher attendance rosters for each child in a family. 56. The PROVIDER agrees to maintain current screening and assessment documentation for each child at their location of care for a period of five (5) years. 57. The PROVIDER agrees to respond to all requests for information by phone or by written survey from the COALITION or its designee to ensure all business information is updated accurately and in a timely manner. 58. The PROVIDER agrees to allow all parents/guardians requesting to see their child s records full access to those records and will be given copies upon request in accordance with section , F.S. 59. The PROVIDER agrees to protect the confidentiality of child and family information. Information associated with the SR Program shall only be available to the PROVIDER, the parent/guardian, the COALITION, FOEL, and federal agencies as required for audit and research information. 60. The PROVIDER agrees to maintain records, including enrollment and attendance records for children funded by the SR program, reimbursement summaries, and other fiscal records for audit purposes for a period of five (5) years from the date of last reimbursement request for that grant year or until the resolution of any audit findings or any litigation related to the CONTRACT, whichever occurs last. The PROVIDER agrees to allow COALITION staff or its designee access to SR records upon request. The PROVIDER agrees to comply with the requirements established in the retention schedules and disposal process adopted under section (2), F.S. 61. The PROVIDER will ensure the confidentiality of the child s individual and family information in accordance with the Florida Public Records Act (Chapter 119, F.S.). Information associated with the SR Program shall only be available to the PROVIDER, the legal guardian, the COALITION or its designee, FOEL, or other legally sanctioned entities s F.S. K. Compliance Verification: 62. The COALITION may monitor the PROVIDER for compliance with this CONTRACT, all federal, state, and local laws, federal regulations, FOEL rules, regulations and policies, and COALITION policies and procedures. 63. The PROVIDER agrees to uphold minimum standards required to maintain its license or accreditation. The COALITION will report any identified deficiencies at private providers to the Florida Department of Children and Families (DCF), as applicable, and/or the accrediting organization if the PROVIDER has a license-exempt status. The COALITION will report any identified regulation deficiencies at public schools to the local school district or the Florida Department of Education (DOE). This paragraph does not convey authority to the COALITION or its designee, or FOEL to enforce incensing requirements established by DCF, accreditation requirements established by the PROVIDER s accrediting organization, or impose any requirement beyond the requirements of statute, rules, and this CONTRACT. 64. The PROVIDER agrees to permit the COALITION or its designee staff access to the PROVIDER S facility during hours of operation to verify the PROVIDER S compliance with this CONTRACT. 65. The PROVIDER agrees to allow the COALITION or its designee, or FOEL to inspect and copy records maintained pertaining to the SR Program. 66. The PROVIDER agrees that the COALITION may require corrective action if the PROVIDER fails to comply with all terms or conditions of this CONTRACT or with all the requirements of the SR legislation as set forth in Federal Code, Florida Statutes, state rules and the policies and procedures of FOEL and the COALITION or its designee; the COALITION or its designee shall notify the PROVIDER in writing with a designated period of time to comply or complete the corrective action. If the PROVIDER refuses delivery of the notification, the COALITION shall document it and may terminate this CONTRACT. If the PROVIDER fails to comply within the period given, the COALITION may permanently withhold funds for the period the PROVIDER was not in compliance or terminate this CONTRACT thereby making the PROVIDER ineligible for SR funding. 67. The COALITION is required to report to the Department of Financial Services, for further investigation, cases where there is sufficient reason to believe that the PROVIDER has knowingly provided or submitted fraudulent information. 03/14/2013 School Readiness Provider Contract Page 6 of 11

23 L. Contract Termination: 68. It is the intent of the COALITION to assure a consistent and orderly delivery of SR services. It is the further intent of the COALITION to terminate the CONTRACT only in those situations where such action is essential to the protection of its interests and the interests of children and families, as determined by the COALITION. i) Termination at Will: This CONTRACT may be terminated by either party upon no less than thirty (30) calendar days written notice, without cause, unless a lesser time is mutually agreed upon by both parties. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. Alternative arrangements for uninterrupted services shall be made for SR children, at least thirty (30) calendar days before the termination date. ii) Termination Due to the Lack of Funds: In the event funds to finance this CONTRACT become unavailable, the COALITION may terminate the CONTRACT upon no less than ten (10) calendar days written notice to the PROVIDER. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. The COALITION shall be the final authority as to the availability of funds and will not reallocate funds earmarked for this CONTRACT to another program thus causing a lack of funds. In the event of termination of this CONTRACT, the PROVIDER will be compensated for any SR services satisfactorily completed prior to notification of termination. iii) Termination for Breach: The PROVIDER understands and agrees to follow all Federal Code, Florida Statutes, state rules and the policies and procedures of FOEL and the COALITION or its designee. This CONTRACT may be terminated by the COALITION for nonperformance by the PROVIDER upon no less than ten (10) calendar days written notice to the PROVIDER and may result in the disqualification of the PROVIDER to be eligible to receive to SR funds for a period of one (1) year. Waiver or breach of any provisions of this CONTRACT shall not be deemed to be a waiver of any other breach and shall not be construed to be a modification of the terms of this CONTRACT. Alternative arrangements for uninterrupted services shall be made for SR children at least ten (10) calendar days before the termination date. 69. Any obligation to pay under this CONTRACT is contingent upon an annual appropriation by the Legislature. In the event the federal and state funds upon which this CONTRACT is dependent is withdrawn or redirected, the CONTRACT is terminated and the COALITION will have no further liability to the PROVIDER beyond that already incurred by the termination date. The above provisions shall not limit either the COALITION or the PROVIDERS right to remedies at law or to damages. 70. Notwithstanding any other provision of this CONTRACT, the COALITION may immediately terminate this CONTRACT upon revocation/suspension/termination of a PROVIDER s licensure for licensed providers, accreditation for license-exempt providers, or registration for family day care homes, as applicable. The COALITION may also immediately terminate this CONTRACT upon determination by DCF or the COALITION that the health and safety of children admitted to the PROVIDER s SR program has been or is currently in jeopardy, including, but not limited to, a finding that personnel do not have required background screenings. 71. If the PROVIDER, after investigation, has fraudulently misrepresented enrollment or attendance for funds related to the SR program, the COALITION shall permanently disengage services of that PROVIDER. M. Dispute Resolution: 72. The PROVIDER understands that any disputes or disagreements must be presented in writing to the agency or entity delivering the direct services. If the written outcome is not in favor of the complainant, then the issue may be raised to the COALITION for review. In the event, the PROVIDER is still dissatisfied; a written request for hearing must be made to the COALITION. The procedures outlined in the Non Employment Related Grievances Policy (#206A.02). 73. The PROVIDER agrees to submit any disputes or disagreements concerning this CONTRACT in writing to the COALITION. The COALITION agrees to respond to the dispute or disagreement in accordance with their Non Employment Related Grievances Policy (#206A.02). If the PROVIDER is dissatisfied with the response, the COALITION agrees to allow the PROVIDER to bring the dispute or disagreement before a quorum of the membership of the COALITION or a standing committee of the COALITION composed exclusively of voting members for a final decision. N. Coalition Responsibilities: 74. The COALITION or its designee shall review the documentation submitted by the PROVIDER and will determine PROVIDER eligibility to deliver the SR Program during the program years specified in Paragraph C. Provider eligibility determination shall be based on the provider s ability to meet and maintain the criteria established for the SR Program as outlined in the SR Provider Eligibility Determination Policy (#408A.01) and the SR Provider Compliance Policy (430A.04). 75. The COALITION or its designee shall monitor the PROVIDER to ensure compliance with this CONTRACT, COALITION policies and procedures, and all provisions governing the SR program. The COALITION or its designee will provide assistance to any PROVIDER who requests more information or help in meeting these standards. If any PROVIDER is unable to meet and/or maintain these standards, technical assistance will be offered to the PROVIDER. If after technical assistance efforts have been made and these standards are still below the established minimum threshold, the COALITION or its designee may place the PROVIDER on provisional status or terminate this CONTRACT therefore disqualifying the PROVIDER from being eligible to receive SR funding for a period of one (1) year, in accordance with COALITION policy. 03/14/2013 School Readiness Provider Contract Page 7 of 11

24 76. The COALITION supports all licensed and license-exempt, public and private centers; and family child care homes in the provision of quality SR services. To that end, the COALITION or its designee will offer training, technical assistance, and other means of support to any licensed or license-exempt child care provider, public or private center, or family child care home in the provision of quality SR services to the extent practicable and where funding is available. 77. The COALITION or its designee may exercise its right to notify families if the PROVIDER has not maintained the standards set forth by the COALITION, or been the subject of administrative sanctions by the Department of Children and Families (DCF) or the accrediting agency responsible for accreditation standing. 78. The COALITION has the ultimate responsibility for determining the eligibility of children enrolling in the SR program. The COALITION will issue forms that make up a child care certificate to each eligible child who enrolls in the SR program. O. Notification: 79. The PROVIDER agrees to report any changes in contract or program information within five (5) business days or temporary emergency closings of the SR program within two (2) calendar days. Permanent business closings or changes in business location or ownership must be reported at least thirty (30) calendar days prior to the changes. The PROVIDER agrees to provide program and business information annually for inclusion in the Child Care Resource and Referral Network and is responsible for ensuring that the COALITION has up-to-date business and contact (including emergency contact) information. P. Nondiscrimination 80. Discrimination Prohibited. The PROVIDER agrees not to discriminate against a parent/guardian or child, including the refusal to admit a child for enrollment, based solely on the grounds of race, color, national origin, ethnic background, sex, disability or religion in accordance with (a) Title VI of the Civil Rights Act of 1964 (P.L ) which prohibits discrimination on the basis of race, color, or national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C , and ), which prohibits discrimination on the basis of handicaps; (c) section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), which prohibits discrimination on the basis of handicaps; (i) any other nondiscrimination provisions in the specific statute(s) under which application for Federal assistance is being made; and (j) the requirements of any other non-discrimination statute(s) which may apply to the application. The PROVIDER will comply with the terms of 45 C.F.R regarding nondiscrimination against staff persons. 03/14/2013 School Readiness Provider Contract Page 8 of 11

25 EARLY LEARNING COALITION OF OSCEOLA COUNTY School Readiness Provider Contract Signature Page I UNDERSTAND that execution of this CONTRACT constitutes my acceptance of the terms and conditions contained in this CONTRACT. I understand that the CONTRACT must be received by the COALITION or its designee in order to process any payments for services provided by my business. After signing this CONTRACT, this document in its entirety should be submitted to the address listed below: Early Learning Coalition of Osceola County 1631 E. Vine Street, Suite E Kissimmee, FL As the duly authorized representative of the PROVIDER in performing the responsibilities under this CONTRACT, I hereby certify that I fully understand and agree to provide SR services in accordance with this CONTRACT. Signature of Director/Operator/Principal or Authorized Representative Date Print Name Title Signature of Coalition Executive Director or Authorized Representative Print Name Title Date Accepting children in the Protective Services Program (MUST check one) YES (optional) NO For Education and Care Providers willing to serve children in the Protective Supervision Program: By providing my signature below, I acknowledge that I understand and agree to abide by the provisions of the Rilya Wilson Act (s , F.S.) which include notifying DCF or the contracted referring agency of excused and unexcused absences for the children in my care who meet the mandated guidelines as directed by this act. I understand that I will receive a copy of the Rilya Wilson Act and appropriate documentation as a provider involved in implementing the Protective Supervision Program. Provider Signature Date Print Name 03/14/2013 School Readiness Provider Contract Page 9 of 11

26 EARLY LEARNING COALITION OF OSCEOLA COUNTY School Readiness Provider Contract Attachment A: Provider Information Page This form must be completed and submitted to the COALITION or its designee with this CONTRACT and/or within three (3) business days of any changes to the information below and/or must be updated by July 1 of each fiscal year. Updated forms may be submitted to: Early Learning Coalition of Osceola County 1631 East Vine Street, Suite E Kissimmee, Florida Legal Business Name: PROVIDER PROFILE Mailing Address: City: State: Zip: Physical Address: (if different) City: State: Zip: Primary Contact Name: Title: Primary Phone: Fax: Type of program: (check all that apply) Faith-Based Child Care Exempt from Licensing Exemption #: Exp. Licensed Child Care Center DCF #: Exp. Licensed Family Child Care Home DCF #: Exp. Licensed Large Family Child Care Home DCF #: Exp. Registered Family Child Care Home Registration #: Exp. Summer Only Program DCF #: Exp. Other Non-Licensed Program: (check all that apply) Informal Family Child Care Home Public School Other: Are you an Accredited Provider? YES NO Name: Exp. Are you a Gold Seal Provider? YES NO Exp. Curriculum & Character Development Utilized: Child Screening & Assessment Coordinator: 03/14/2013 School Readiness Provider Contract Page 10 of 11

27 EARLY LEARNING COALITION OF OSCEOLA COUNTY School Readiness Provider Contract Attachment B: Required Documentation PROVIDER must mark the appropriate box in each section or subsection below and include a copy of the required documentation, if applicable, with this Attachment B. 1. Documentation of Eligible Child Care Provider: PROVIDER has included a copy of its Certificate of Licensure which includes a DCF identification number. PROVIDER has included a copy of its Letter of Confirmation which includes a DCF exemption number. PROVIDER has included a copy of its certificate of accreditation. PROVIDER had included a copy of its Certification of Registration which includes a DCF registration number. PROVIDER is a public school and has provided a copy of documentation showing its school district and public school number. 2. Director s Credential (Centers Only): PROVIDER has included a valid Director s Credential for the designated Child Care Center Director. 3. Private Child Care Rates: PROVIDER has included a completed CCR&R Provider Update Form indicating private child care rates. PROVIDER has included documentation of its Gold Seal status, if applicable. 4. Holiday Schedule: PROVIDER has included a completed Child Care Provider Holiday List. PROVIDER agrees to comply with the holiday schedule approved by the COALITION in accordance with paragraph 47. Of this Contract. 5. Child Care Resource & Referral (CCR&R): PROVIDER has included a completed CCR&R Provider Update form. 6. Employer Identification Number (EIN) or Social Security Number (SSN): PROVIDER has given the COALITION its EIN or SSN. PROVIDER s EIN or SSN is requested in accordance with ss (5)(a)2. And , F.S., for use in the records and data systems of FOEL and the COALITION. Submission of PROVIDER s EIN or SSN is mandatory. PROVIDER s EIN or SSN will be used for processing payments to PROVIDER as an SR provider, for reporting those payments for federal tax purposes, and for routine identification. PROVIDER has included a copy of their Articles of Incorporation, if applicable. Family Child Care Homes Only: PROVIDER has included a copy of PROVIDER s Florida Driver License or Florida Identification Card and current verification of residency (utility bill, mortgage or lease document, bank statement, or school ID). 7. IRS Form W-9: PROVIDER has included a completed and signed IRS Form W Direct Deposit Authorization: PROVIDER has included a completed Direct Deposit Authorization Form along with a voided check. 9. Insurance Documentation for Transportation: PROVIDER does transport children enrolled in the SR program and has obtained appropriate insurance. PROVIDER has included a copy of the insurance certificate showing that the PROVIDER carries appropriate insurance related to the transportation of children as described above. PROVIDER does NOT transport children enrolled in the SR program and is not required to carry coverage. 10. Liability Insurance PROVIDER has included a copy of their Certificate of Liability Insurance naming the ELC of Osceola County as a certificate holder. Insurance must meet minimum coverage amounts established in legislation. 03/14/2013 School Readiness Provider Contract Page 11 of 11

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29 EARLY LEARNING COALITION OF OSCEOLA COUNTY STAFF DEVELOPMENT REGISTRATION & ATTENDANCE ITEM: 220A.03 EFFECTIVE DATE: REVISED: Page 1 of 2 POLICY STATEMENT In order to maximize training space and training resources, pre-registration and associated fees, if applicable, will be required for each staff development opportunity sponsored by the Coalition. PROCEDURE 1. Training Registration A. Class participants must pre-register for all Coalition-sponsored staff development initiatives by visiting to complete registration and payment, if applicable. B. Training registrants will receive confirmation of their registration. It is recommended that registrants print and bring their confirmation with them to the training. Please note that your registration is not complete until you receive confirmation. C. The Coalition will keep a wait list for all trainings that become full. Participants on the wait list will be contacted via should space become available. D. Out of consideration for our training staff and those on the waiting list for training availability, we ask that you notify the Coalition at least 24 hours prior to any registered training that you are unable to attend. Notice can be sent by phone to *Please Note* Habitual noshows may result in the loss of eligibility to attend Coalition sponsored professional development for a period of 6 months. 2. Method of Payment A. Check, money order, or credit card is the only acceptable form of training registration payment. Cash will not be accepted. Registration fees are non-refundable but may be transferable if written notification is received by the Coalition within 72 hours of the class/series start date. B. A $15.00 fee will be charged on all checks returned for insufficient funds. C. Child care providers will not be considered for quality initiative incentives and/or staff development opportunities until any debt owed to the Coalition is paid in full. 3. Staff Development Class/ Series Attendance & Conduct A. Class participants are encouraged to bring their Registration Receipt to the training in the event that it is requested by the facilitator as proof of registration and to receive a training certificate. B. Walk-ins on the day of the class are not allowed and will be turned away, unless special arrangements have been made. C. The Coalition will accept the transfer or substitution of registered participants, if notified in writing within 72 hours of the class start/series start date. D. Participants must arrive on time and remain for the duration of the scheduled training in order to receive credit for in-service hours. In-service hours will NOT be issued for participants arriving more than 15 minutes after the start of the session. Some in-service hours for multiple date series training may be issued by individual training date and not complete series. E. To maximize the learning experience for all participants, children are not allowed at Coalitionsponsored trainings and events. Because child care is not offered, participants bringing children to a class will be asked to leave. F. Disruptive and/or non-participative behavior at any Coalition-sponsored staff development initiative will not be tolerated. Participants that are found to be disruptive, at the discretion of the facilitator, will be asked to leave the class and/or class series accordingly.

30 EARLY LEARNING COALITION OF OSCEOLA COUNTY STAFF DEVELOPMENT REGISTRATION & ATTENDANCE ITEM: 220A.03 EFFECTIVE DATE: REVISED: Page 2 of 2 4. Miscellaneous A. All early learning materials received as part of Coalition-sponsored staff development initiatives must be used as intended. Participants that drop out or that are asked to leave a Coalitionsponsored staff development initiative, for whatever reason, are required to return any early learning materials received as part of their participation in that respective initiative. B. Participation in the Coalition s quality initiatives may be contingent upon the participating early learning provider s compliance with their School Readiness Provider Agreement and/or their Statewide VPK Provider Agreement. PARTIES AFFECTED All Child Care Providers attending staff development and training opportunities sponsored by the Early Learning Coalition (ELC) of Osceola County including those provided by Community Coordinated Care for Children (4C), and/or the School District of Osceola County in conjunction with Early Learning contract requirements. ASSOCIATED DOCUMENTS / FORMS

31 EARLY LEARNING COALITION OF OSCEOLA COUNTY SCHOOL READINESS PROVIDER ELIGIBILITY DETERMINATION ITEM: 408A.01 EFFECTIVE DATE: REVISED: Page 1 of 2 POLICY STATEMENT The Early Learning Coalition of Osceola County (Coalition) shall maintain criteria for establishing a new School Readiness provider s eligibility before authorizing a provider to offer School Readiness (SR) services in accordance with Federal Code, Florida Statutes, state rules, and the policies and procedures of Office of Early Learning (OEL) and the Early Learning Coalition of Osceola County (Coalition), or its designee. This policy outlines the initial process for determining eligibility for programs wishing to contract with the Coalition to provide SR Program services. NEW PROVIDERS 1. The Coalition or its designee will conduct New Provider Orientations with potential early learning providers that includes the following information: a) A review of the School Readiness Provider Agreement (Agreement) to ensure that potential SR providers have a full understanding of the terms and conditions required to meet the state, federal and Coalition s requirements. b) An overview of the SR structure, including a brief explanation about the Coalition and the services available, an introduction to the Coalition s website, the Coalition s contact information, an overview of the services available through the Central Agency and School District, requirements of maintaining SR provider status, and information about the Voluntary Prekindergarten Program. c) A review of all aspects of administrative and payment functions, forms, and deadlines regarding the implementation of SR services. d) An overview of the Electronic Provider Payment System (EPPS). e) An overview of Coalition s policies and procedures that pertain to implementing the SR program and where they can be found on the Coalition s website. f) A map showing the location and address of the Coalition office, Central Agency offices, and other key locations as identified. g) A contact list of Central Agency and Coalition staff. h) Provider Representative Contact information and a schedule of the Provider Advisory Council (PAC) meetings and an explanation of what the PAC is. i) Online early learning resources, including training registration for Osceola County, compliance monitoring information, access to Coalition policies & procedures and additional resources as identified. j) Other information as identified. 2. Upon receipt of the signed Agreement and required documentation, Central Agency staff will complete onsite SR compliance monitoring within sixty (60) calendar days to ensure the provider meets the minimum requirements. 3. A SR Provider exempt from licensure under ss or , will complete the health and safety checklist adopted by the office of early learning, post the checklist on premises, and submit it annually to the Coalition. 4. Upon meeting the requirements outlined in the SR Compliance Monitoring tool the provider will be notified that they have met the minimum requirements for being a SR provider and will receive an executed copy of the Agreement authorizing them to accept SR funded children.

32 EARLY LEARNING COALITION OF OSCEOLA COUNTY SCHOOL READINESS PROVIDER ELIGIBILITY DETERMINATION ITEM: 408A.01 EFFECTIVE DATE: REVISED: Page 2 of 2 5. Upon determination that the provider has met the minimum requirements for being a SR provider, the Central Agency will submit all Agreements to the Coalition s Executive Director or authorized designee for signatures and will provide a fully signed copy of the Agreement to the provider. Original Agreements will be kept in the provider s file. 6. If a provider chooses not to select a curriculum on the Coalition s Approved Curriculum List (Form ELCOS-SR-002), then the provider must complete and submit a Curriculum Exception Request (Form ELCOS-SR-003) to the Coalition for review and approval of their chosen curriculum. The Curriculum Exception Request will be reviewed by a Curriculum Task Force with a written decision rendered to the provider within forty-five (45) days of submission. 7. Upon approval of a new provider, a provider file will be started and all provider information will be entered and/or updated into the CCR&R database, including but not limited to, the provider s name, address, contact information, the days and hours of operation, age groups accepted, rates, and other information as identified. 8. If the provider otherwise meets the minimum requirements but is NOT verified as offering a Coalition-approved curriculum, the provider will be notified in writing of their pending application approval based on the acquisition of a Coalition-approved curriculum or on the approval of a Curriculum Exception Request within ninety (90) calendar days of the date of the initial program evaluation visit. If the provider cannot be verified as offering a Coalitionapproved curriculum within ninety (90) calendar days, the provider will be notified in writing that they have not met the minimum requirements. 9. If, once the SR compliance monitoring is completed, and the provider has NOT met the minimum requirements, the provider will be notified in writing that they have not met the minimum requirements. 10. Providers not meeting the minimum requirements, for whatever reason, may reapply after ninety (90) calendar days from the date of their initial program evaluation. PARTIES AFFECTED All new SR providers in Osceola County. ASSOCIATED DOCUMENTS / FORMS School Readiness Provider Agreement SR Compliance Monitoring Tool Coalition Policies and Procedures

33 EARLY LEARNING COALITION OF OSCEOLA COUNTY SCHOOL READINESS PROVIDER COMPLIANCE ITEM: 430A.04 EFFECTIVE DATE: REVISED: Page 1 of 7 POLICY STATEMENT The Early Learning Coalition of Osceola County (Coalition) shall maintain specific expectations for validating existing SR provider compliance in accordance with Federal Code, Florida Statutes, state rules of the program, as well as the terms of the School Readiness Provider Agreement. It is an important step to ensure a safe environment and the quality of care necessary for children to learn. The Coalition will monitor private School Readiness (SR) providers for the purpose of ensuring SR program compliance and accountability in accordance with the minimum standards set forth by the Coalition as stated below. PROCEDURE General 1. All early education and care providers deemed eligible to serve SR children, will receive the School Readiness Provider Agreement (Agreement) in accordance with the School Readiness Provider Eligibility Determination (policy #408A.01). Prior to the provision of services, the approved provider must have an executed Agreement on file with the Coalition or its designee. 2. Annual Agreements must be executed prior to the beginning of each fiscal year, July 1, in order to provide continuous SR services. 3. The Central Agency will submit all Agreements to the Coalition s Executive Director or authorized designee for signature and will provide a fully signed copy of the Agreement to the provider. Original Agreements will be kept in the provider s file. 4. Early learning programs who participate in the SR program must provide services in accordance with the rules adopted by the State of Florida which enhance the cognitive, social, and physical development of children to achieve the performance standards and outcome measures, pursuant to Chapter , Florida Statutes. 5. All early learning programs serving SR funded children are monitored in accordance with the Agreement and this policy to ensure compliance with requirements mandated by Federal Code, Florida Statutes, state rules and the policies and procedures of Florida s Office of Early Learning (FOEL) and the Coalition or its designee. The program requirements and responsibilities are consistent with s , F.S. and identified in the Agreement. 6. SR providers must demonstrate their ability to meet and maintain requirements outlined in the Agreement as evidenced through monitoring using the SR Compliance Monitoring tool. SR providers must also maintain a passing score on the Coalition-approved health and safety tool, if applicable. Responsibilities include, but are not limited to, the use of developmentally appropriate curriculum with a character development component; an age-appropriate screening of each child s development (Ages & Stages Questionnaire); appropriate staff-tochild ratios; and a healthful and safe environment. 7. SR Providers must maintain the liability insurance listing the Coalition as a certificate holder and additional insured. The provider must retain an insurance policy that policy that provides a minimum of 100,000 of coverage per occurrence and a minimum of $300,000 general aggregate coverage. The provider must notify the Coalition with a minimum of 10 calendar days advance written notice of cancellation of or changes to coverage. SR Providers must obtain and maintain any required workers compensation insurance under chapter 440 and any required reemployment assistance or unemployment compensation coverage under

34 EARLY LEARNING COALITION OF OSCEOLA COUNTY SCHOOL READINESS PROVIDER COMPLIANCE ITEM: 430A.04 EFFECTIVE DATE: REVISED: Page 2 of 7 chapter 443. For a provider that is a state agency or a subdivision thereof, as defined in s (2), agree to notify the Coalition of any additional liability coverage maintained by the provider in addition to that otherwise established under s The provider shall indemnify the Coalition to the extent permitted by s Onsite Program Monitoring 1. Central Agency staff will conduct onsite program monitoring utilizing the Coalition-approved SR Compliance Monitoring tool for all SR funded licensed providers. 2. All SR Providers exempt from licensure under s or will annually complete the health and safety checklist adopted by the Office of Early Learning, post the checklist on premises, and submit it to the Coalition or its designee. 3. All SR providers must be monitored annually for programmatic compliance. 4. Onsite monitoring must occur during times of operation, while children are present. 5. Monitoring visits may be unannounced. The provider must permit entry for authorized staff to make onsite visits in order to verify the provider s compliance with SR program participation requirements. 6. In the event a provider is not present at the time of their attempted visit, the following steps will be taken to make contact in order to compete the required onsite visit: a. Notice will be left on the premises to contact the Coalition s designee within three (3) business days. In addition, a letter will be sent via regular mail with the required date to contact the Coalition s designee. b. As a courtesy, the Coalition s designee will attempt to make contact with the provider by telephone using the telephone number supplied by the provider on the Agreement. c. The Coalition will be notified of the provider s non-compliance. d. If the above attempts fail, the provider will be issued a 10-day notice to comply or terminate via certified mail with proof of delivery. e. The parents/guardians of any SR funded children in the provider s care will also be issued written notification of the provider s non-compliance and risk of termination to provider SR services. f. If the provider fails to make contact with the Coalition or its designee within the required timeframe as instructed, the Coalition or its designee will implement the steps for termination due to breach of contract pursuant to the Agreement and outlined in this policy. 7. In the event a provider has no children in their care at the time of the attempted onsite visit, the Coalition s designee will notify the provider in writing that they have thirty (30) calendar days from the date the attempt is made to ensure that the required onsite monitoring can be conducted with children in their care. If, after thirty (30) days the provider still does not have children in their care, the Coalition s designee will implement the steps to terminate the provider s Agreement in accordance with this policy. 8. In the event a provider refuses access and efforts by the Coalition s designee for required onsite program monitoring purposes, the Coalition will be notified immediately. The Coalition will contact the provider to solicit their immediate compliance. In the event the provider continues to refuse to cooperate with required onsite monitoring visits, the Coalition will move

35 EARLY LEARNING COALITION OF OSCEOLA COUNTY SCHOOL READINESS PROVIDER COMPLIANCE ITEM: 430A.04 EFFECTIVE DATE: REVISED: Page 3 of 7 forward with implementing the steps for termination due to breach of contract pursuant to the Agreement and outlined in this policy. 9. The Central Agency is responsible for documenting all training, technical assistance, monitoring visits, contacts, attempted contacts, and compliance correspondence. All associated documentation will be kept in the provider s file. DEVELOPMENTALLY APPROPRIATE CURRICULUM 1. All legally operating providers receiving SR funding are required to select and adhere to a Coalition approved research-based developmentally appropriate curriculum that follows the appropriate Florida Early Learning and Developmental Standards for each respective age group. A. Florida Early Learning and Developmental Standards for Birth to Three Years Old, B. Florida Early Learning and Developmental Standards for Four-Year-Olds. 2. The SR provider attests, in the Agreement that their selected curriculum is a Coalition approved research-based developmentally appropriate curriculum. Ongoing monitoring shall be conducted by Central Agency staff to ensure that providers are following their agreement and are implementing developmentally appropriate programs. 3. If an early education and care provider chooses not to select a curriculum on the Coalition s Approved Curriculum List, then the provider must complete and submit a Curriculum Exception Request to the Coalition for review and approval of their curriculum. The completed Curriculum Exception Request will be reviewed by a Curriculum Task Force with a written decision rendered to the requestor within forty-five (45) days of submission. 4. Implementation of developmental appropriate curriculum with a character development component will be determined based on key indicators evident during SR compliance monitoring. PROGRAM COMPLIANCE MONITORING 1. SR providers must be monitored annually for programmatic compliance. The program requirements and responsibilities are consistent with Section of the Florida Statutes and identified in the annual Agreement. Primary responsibilities include, but is not limited to, the use of developmentally appropriate curriculum; a character development program to develop basic values; an age-appropriate screening of each child s development (Ages & Stages Questionnaire); a pre-test administered to children when they enter a program and a post-test administered to the children when they leave the program in accordance with the sample selection determined and approved by the Coalition; appropriate staff-to-child ratios; and a healthful and safe environment. 2. Central Agency staff will conduct monitoring visits utilizing the SR Compliance Monitoring tool for all SR funded licensed, and licensed-exempt providers. 3. Each provider of SR services must be monitored during the time of operation, when children are present. 4. Monitoring visits may be unannounced. The provider must permit entry for authorized staff to make on-site visits and to verify the provider s compliance with program participation requirements.

36 EARLY LEARNING COALITION OF OSCEOLA COUNTY SCHOOL READINESS PROVIDER COMPLIANCE ITEM: 430A.04 EFFECTIVE DATE: REVISED: Page 4 of 7 5. SR providers who refuse efforts by the Coalition or their designee for monitoring purposes shall be reported to the Coalition immediately. The Coalition will contact the provider to solicit their immediate compliance. In the event the provider continues to refuse to cooperate with monitoring visits, the Coalition shall move forward with terminating participation as a SR provider as outlined in the Agreement and in accordance with this policy. 6. Monitoring visits must be documented on the appropriate monitoring tool. Each form must be signed by the Provider Consultant/monitoring staff. Electronic copies of all final evaluation scores will be provided to the SR provider. All associated documentation must be maintained in the provider s file. 7. Monitoring staff will either offer, or arrange for, any technical assistance requested or deemed necessary to improve compliance. PAPERWORK SUBMISSION AND NOTIFICATION In accordance with the School Readiness Provider Agreement, providers must report changes in contact or program information Coalition or its designee according to the specific timeline below. Recurring paperwork submissions are required to be submitted according to the timeline outlined below. It is the responsibility of the provider to ensure and verify receipt of submitted paperwork with the Coalition or its designee. Neither the Coalition nor 4C shall be responsible for missing paperwork that has not been verified as being received. The Coalition has established the following events which will require notification and/or submitting required documentation: 1. Any and all changes in contact or program information must be submitted within five (5) business days. 2. Temporary emergency closings of the SR program must be submitted within two (2) business days. 3. Permanent closing or changes in business location or ownership must be submitted at least thirty (30) calendar days prior to the change occurring. 4. Program and business information must be updated annually for inclusion in the Child Care Resource and Referral Network and must be submitted as requested in the Annual Provider Update mailing. 5. Attendance documents for reimbursement must be submitted no later than 12:00 PM on the third (3 rd ) day of each month. 6. ASQ s must be completed no later than the 20 th day of each enrolled SR child s birth month. 7. Any unpaid parent co-payment must be reported to the Coalition or its designee within thirty (30) calendar days. COMPLAINTS 1. Any complaints received concerning possible licensing violations of licensed programs must be referred immediately to the governing licensing unit (DCF) for investigation and documented in the provider s file. 2. The Central Agency staff and/or DCF must conduct an on-site visit for all Level I and II complaints. An on-site visit is preferred for all other complaints; though, in some minor circumstances phone contact may be sufficient depending on the nature and extent of the

37 EARLY LEARNING COALITION OF OSCEOLA COUNTY SCHOOL READINESS PROVIDER COMPLIANCE ITEM: 430A.04 EFFECTIVE DATE: REVISED: Page 5 of 7 allegation. However, in all cases the matter must be addressed within the specified time frame. Findings must be documented in the provider s file and appropriate action taken as addressed in this policy. (For purposes of clarity, observations of non-compliance reported by DCF licensing staff, are not to be taken as a complaint but rather are considered valid, and corrective action should be taken as appropriate.) NON-COMPLIANCE 1. Authorized monitoring staff is responsible for immediately reporting knowledge or reasonable suspicion of abuse, neglect or exploitation of a child to the Florida Abuse Hotline to the statewide toll-free telephone number ( ABUSE) and documenting the report in the provider s file. 2. Authorized monitoring staff that suspect or find that a licensed provider is not in compliance with state child care licensing standards, must report their concerns to the governing child care licensing office. Any suspected or observed deficiency of non-licensed programs which pose a potential problem to the health and safety of the children in care must be immediately reported to the responsible agency, such as the health department, school district, overseeing accrediting agency, etc. and documented in the provider s file. 3. If an SR provider is found to be non-compliant with any area of their Agreement, whether discovered through a routine observation or verified through other means, the Central Agency shall issue a 10-Day Notice of Non-Compliance. 4. The Notice of Non-Compliance will identify the areas of non-compliance, the statute, rule or regulation violation and how to remedy the non-compliance within the given timeframe. This notice will also clearly list the expected date of compliance and state the potential for termination of the provider s Agreement and transfer of enrolled SR funded children if compliance is not met. 5. Monitoring staff may be required to re-inspect each SR provider that has been issued a Notice of Non-Compliance to determine compliance. The re-inspection shall take place no fewer than 10 business days and no more than 15 business days from the date the provider received the Notice of Non-Compliance. 6. If the re-inspection verifies that the provider has satisfactorily met compliance, then monitoring staff will document the compliance in the provider s file and forward the Coalition s Program Services Manager a Re-Inspection Report within 24 hours of the verified compliance. 7. Upon re-inspection, if the monitoring staff establishes that the provider has failed to comply with the Notice of Non-Compliance, the monitoring staff will document the continued noncompliance and forward a Re-Inspection Report to the Coalition within 24 hours. 8. The Coalition shall consider the SR provider s record of compliance with state, local, and licensing requirements, including the frequency, repetition, and seriousness of the provider s past non-compliance when determining enforcement action. A. Should an SR provider accumulate three (3) or more resolved non-compliance issues related to their Agreement and/or three (3) or more DCF violations within a twelve (12) month period, the provider may be subject to termination and ineligible to provide the SR program for a minimum of one (1) year. 9. If the Coalition determines that the factors support terminating the provider s agreement, the procedure addressed in SR Program Termination below will be followed.

38 EARLY LEARNING COALITION OF OSCEOLA COUNTY SCHOOL READINESS PROVIDER COMPLIANCE ITEM: 430A.04 EFFECTIVE DATE: REVISED: Page 6 of A School Readiness provider whose license is suspended or revoked by DCF will be immediately terminated as a School Readiness provider, regardless of their program evaluation scores, and School Readiness clients will be assisted with finding alternative care. SCHOOL READINESS PROGRAM TERMINATION In the event a provider s School Readiness Provider Agreement shall be terminated, either voluntary or involuntary, the following procedures shall be followed. 1. Involuntary Closure If after consideration of the factors in these procedures, the Coalition determines that termination of the provider from the School Readiness program is the most appropriate action, the Coalition shall send written notification to the provider which will include: A. The reason for termination; B. The effective date; and C. The SR provider s right of appeal as described in the Non Employment Related Grievances Policy (#206A.02). 2. Voluntary Termination of School Readiness Services At any time the provider and Coalition may mutually agree to terminate the School Readiness Provider Agreement. The provider must give written advance notice of the termination at least 30 calendar days in advance so that alternative arrangements for uninterrupted services may be made for students enrolled with the provider in the SR program. The Coalition must respond in writing acknowledging the pending agreement termination and date of final day of service. 3. Notice to Parents Central Agency staff shall notify the parents in writing of the SR children in the provider s care, of the termination of the School Readiness Provider Agreement, whether voluntary or involuntarily. Parents will be provided an opportunity to make a choice to continue their child in care of another provider. In some circumstances, the parent may choose to remain with the existing provider; however the parent must be advised that their child will no longer be enrolled in the SR program and that their child care subsidy will stop. A provider who is terminated from providing SR services may reapply under the following guidelines: 1. If a provider is terminated as a result of not having any children enrolled for the purpose of completing the required onsite evaluations, they may reapply as a new provider as soon as they have children in their care, or 2. If a provider is terminated due to license or registration non-compliance for anything other than misconduct, they may reapply as a new provider upon renewal of their license or registration. 3. If a provider is terminated as a result of non-compliance for breach of contract; they may reapply as a new provider after one (1) year from the date of their termination. FISCAL MONITORING 1. School Readiness fiscal monitoring shall be conducted in accordance with the policy #430A.02, School Readiness Provider Post Attendance Audits.

39 EARLY LEARNING COALITION OF OSCEOLA COUNTY SCHOOL READINESS PROVIDER COMPLIANCE ITEM: 430A.04 EFFECTIVE DATE: REVISED: Page 7 of 7 MISREPRESENTATION OR FRAUDULENT ACTIVITY 1. If at any time, authorized staff has reason to suspect that a SR provider has provided false, misleading, inaccurate information, failed to disclose pertinent information or have been engaged in fraudulent activity, staff must follow the procedures outlined in the Suspected Fraud Policy (#206A.04). DISPUTE RESOLUTION 1. Any SR provider who is terminated for non-compliance will have a right to grieve the action in accordance with the Non Employment Related Grievances Policy (#206A.02). PARTIES AFFECTED All private School Readiness providers in Osceola County. ASSOCIATED DOCUMENTS / FORMS SR Compliance Monitoring Tool, School Readiness Provider Agreement, Notice of Non-Compliance

40 EARLY LEARNING COALITION OF OSCEOLA COUNTY SCHOOL READINESS CHILD DEVELOPMENTAL SCREENING ITEM: 430A.05 EFFECTIVE DATE: REVISED: N/A Page 1 of 2 POLICY STATEMENT Per Florida Statute, the Early Learning Coalition of Osceola County (Coalition) shall implement a process for coordinating an age-appropriate screening of each child s development upon entrance in the School Readiness (SR) program and subsequently thereafter. In accordance with rule 6M Screening of Children in the SR Program, SR providers are required to complete a child screening for each SR child enrolled, aged six weeks to kindergarten eligibility, using the Ages & Stages Questionnaire Third Edition (ASQ-3), as outlined by the procedure in this policy. PROCEDURE 1. Initial screening: Each SR provider shall complete an initial child screening for each SR child, aged six weeks to kindergarten eligibility, within 45 days of initial enrollment or subsequent enrollment after being terminated or withdrawn from the provider s SR program. 2. Subsequent screening: Each SR provider shall screen every child who is enrolled in the provider s SR program, aged six weeks to kindergarten eligibility, annually in the month of the child s birthday. 3. Screening Instrument: ASQ-3 is the instrument adopted by the Coalition for use by providers when completing child screenings. a. In accordance with the electronic data system outlined in rule, the Coalition requires each SR provider to use the ASQ Enterprise Online Reporting System to maintain and manage child screening data. b. Each SR provider will receive their own unique username and password to access ASQ Enterprise. c. Each SR provider will be responsible to enter child screening data into ASQ Enterprise by the date determined in the child screening notification. d. The Coalition will create a profile for each SR child in ASQ Enterprise and assign them to the enrolled provider. e. Each SR child will have a unique ID number. To ensure confidentiality, children will be identified in all correspondence by their ID number, names will not be used. 4. Notification: SR providers will be notified via when child screening is due for either initial enrollment or subsequent screening. a. Providers will receive an notifying them of the date in which initial screening is due for SR children newly enrolled in the SR program. b. Providers will receive a monthly for all SR children that require subsequent screening during their birth month. c. notifications will contain the child ID and the date in which the screening is due. d. It is the provider s responsibility to notify the Early Intervention Team when you are unable to complete screening on a child for reasons of extended absence, no longer enrolled, etc. 5. Individualized Support and Follow-Up: The Coalition has outlined the procedure below based on the outcome of screening results. a. Results outside the shaded area: scores in this area mean the child is doing well.

41 EARLY LEARNING COALITION OF OSCEOLA COUNTY SCHOOL READINESS CHILD DEVELOPMENTAL SCREENING ITEM: 430A.05 EFFECTIVE DATE: REVISED: N/A Page 2 of 2 i) Provider will share the results with the child s family and provide them with the screening summary. ii) The Coalition or its designed will send a letter to the family noting the screening results and advising them of their child s next screening interval. b. Results in the light shaded (gray) area: scores in the gray mean the child is just above the cutoff. i) Provider will share the results with the child s family and provide them with the screening summary. ii) Provider will rescreen the child in 4-6 months. iii) The Coalition or its designee will send a letter to the family noting the screening results, including age-appropriate activities for all areas that scored within the shaded area, and advising them of their child s next screening interval. c. Results in the dark shaded (black) area: scores in the black mean the child is below the cutoff and may require additional assessment. i) Provider will share the results with the child s family and provide them with the screening summary. ii) Provider will rescreen the child in 4-6 months. iii) All children scoring in the black shaded area will receive a hearing and/or vision screening at the child care facility by the Coalition s Early Intervention staff. iv) The Coalition or its designee will send a letter to the family noting the screening results, including age-appropriate activities for all areas that scored within the shaded area, and advising them of their child s next screening interval. v) The Coalition or its designee will provide the family of any child scoring in the black shaded area a list of referrals for further evaluation and/or information on additional resources for children showing a concern on their developmental screening. vi) The Coalition or its designee will contact the family of any child scoring in the black shaded area and document whether they would like additional help with the referrals received. vii) Should a family indicate they would like additional help with their referrals; they will be given information to contact the Coalition s Inclusion Specialist. 6. Non-Compliance: If a provider fails to complete the required child screening by the due date stated in the child screening notification, a 10-day notice of non-compliance will be issued. If a provider fails to respond appropriately to the 10-day notice, the Coalition may begin SR program termination proceedings as outline in the SR Provider Compliance policy (430A.04). 7. Parent Option to Decline Screening: The parent of a child enrolled in the SR program may decline to have his/her child screened by completing and submitting Form OEL-SR 24, dated August 2012, to the Coalition, its designee, or the child care provider. a. A provider who receives a completed Form OEL-SR 24 from a parent declining child screening must provide a copy to the Coalition for record within 5 days of receipt. PARTIES AFFECTED All SR providers in Osceola County.

42 PAYMENT OF CHILD ABSENCES ITEM: 440A.01 EFFECTIVE DATE: REVISED: Page 1 of 1 EARLY LEARNING COALITION OF OSCEOLA COUNTY POLICY STATEMENT The Coalition will reimburse school readiness child care providers for up to three (3) unexcused daily absences per month and an additional seven (7) daily absences with documentation for extreme hardship as defined in rule 6M-4.500, F.A.C.. All other child absences will be the responsibility of the child care provider and/or the parent. PROCEDURE The Central Agency is authorized by the Coalition to reimburse school readiness child care providers a maximum of ten (10) daily absences per child in accordance with rule 6M Absences claimed under extreme hardship, as defined in rule, must be accompanied by hardship documentation provided by the child s parent/guardian. The Central Agency will follow current internal procedures approved by the Coalition to accurately track, calculate, reimburse and monitor provider payments in accordance with this policy. PARTIES AFFECTED All families and children currently receiving school readiness services and school readiness child care providers ASSOCIATED DOCUMENTS / FORMS N/A

43 DIRECT DEPOSIT AUTHORIZATION FORM Must attach a voided check! Provider Name: Checking Account Number: Name of Bank: Bank Address: City: State: Zip: ABA Routing Number: Savings Account Number: Name of Bank: Bank Address: City: State: Zip: ABA Routing Number: The bank routing number (ABA) is printed on your checks in the lower left hand corner next to the account number. Please attach a voided check and/or savings account deposit slip for verification of bank information and bank account numbers. I,, hereby authorize Community Coordinated Care for Children, Inc. (4C) to directly deposit my reimbursement checks into the bank account(s) as identified above. Provider Signature: Date: Early Learning Coalition of Osceola County [email protected] (e mail) Coalition Office 1631 E Vine Street, Suite E Kissimmee, FL (fax) Direct Services 4C 2220 E Irlo Bronson Memorial Highway Kissimmee, FL Sponsorship by the Early Learning Coalition of Osceola County, State of Florida, Office of Early Learning

44 Holiday Schedule Instructions The Coalition will reimburse up to twelve (12) holidays annually that your program will be closed. This Holiday Schedule form is used to document the holidays you will be closed and would like to be paid for during the program year. Please complete the date of each holiday that you will be closed. Below is a list of commonly observed holidays. Other federal, municipal, state or religious holidays, or any date you choose as a holiday, can be observed. If a holiday falls on a weekend or day when you are not normally open for business, you may select the workday before or after as your holiday. In order to be reimbursed for a holiday, an H must be marked on the attendance sheet for the appropriate day: JANUARY: New Year s Day, Martin Luther King Jr. Day FEBRUARY: President s Day MARCH: Ash Wednesday APRIL: Passover, Good Friday MAY: Memorial Day JULY: Independence Day SEPTEMBER: Labor Day, first day of Rosh Hashanah OCTOBER: Columbus Day NOVEMBER: Veteran s Day, Thanksgiving Day DECEMBER: First day of Hanukah, Christmas Eve, Christmas Day, first day of Kwanzaa Early Learning Coalition of Osceola County [email protected] (e mail) Coalition Office 1631 E Vine Street, Suite E Kissimmee, FL (fax) Direct Services 4C 2220 E Irlo Bronson Memorial Highway Kissimmee, FL (fax) Sponsorship by the Early Learning Coalition of Osceola County, State of Florida, Office of Early Learning

45 Child Care Provider Holiday List Provider Name: Address: City, State, Zip Code: Phone Number: Please write the date that you will be closed. In order to be reimbursed for a holiday, the child must be scheduled to attend and an H must be marked on the attendance sheet for the appropriate day. Holidays you wish to be reimbursed for: 1. / / / / / / / / / / / / / / / / / / / / / / / /201 Authorized Signature Date Printed Name and Title Early Learning Coalition of Osceola County [email protected] (e mail) Coalition Office 1631 E Vine Street, Suite E Kissimmee, FL (fax) Direct Services 4C 2220 E Irlo Bronson Memorial Highway Kissimmee, FL Sponsorship by the Early Learning Coalition of Osceola County, State of Florida, Office of Early Learning

46 Delinquent Parent Co Payments Date: / / Child Care Provider Name: County of Provider: Phone Number: Failure to pay applicable parent co-payments is grounds for termination of services. Services may be reinstated or continued if the parent/guardian makes satisfactory arrangements with the provider to pay pastdue parent co-payments. It is the responsibility of the child care provider to notify the Coalition s designee of non-payment of parent co-payments within 30 days of payment due date. Collection of past-due parent co-payments is the responsibility of the child care provider. Under no circumstances will the Coalition or its designee hold a parent accountable for other fees (including fees for meals, supplies, curriculum, and late fees) due to the provider. If this form is not completed and submitted within 30 days of co-payment due date, a parent may transfer without a zero balance statement. This form may be completed and submitted with your monthly attendance. Parent Name Child Name Total Parent Co-Payment Owed Dates for which Parent Co-Payment is Owed (Past 30 days ONLY) Printed Name of Staff Member Completing Form Position Signature Date Early Learning Coalition of Osceola County [email protected] (e mail) Coalition Office 1631 E Vine Street, Suite E Kissimmee, FL (fax) Direct Services 4C 2220 E Irlo Bronson Memorial Highway Kissimmee, FL Sponsorship by the Early Learning Coalition of Osceola County, State of Florida, Office of Early Learning

47 Date: ZERO BALANCE VERIFICATION For Provider Transfers Parent s Name: Child s Name: SS# Child s Name: SS# Child s Name: SS# Provider s Name/Program Name: Phone Number: Last day child(ren) attended: Vendor ID# Authorized Signature Title Print Name Parent/Provider Please retain a copy for your records Early Learning Coalition of Osceola County [email protected] (e mail) Coalition Office 1631 E Vine Street, Suite E Kissimmee, FL (fax) Direct Services 4C 2220 E Irlo Bronson Memorial Highway Kissimmee, FL Sponsorship by the Early Learning Coalition of Osceola County, State of Florida, Office of Early Learning

48 Sending Out Support - SOS Request for Support The Early Learning Coalition of Osceola County and the School District of Osceola County, have worked together to design a system for on-site technical assistance for providers who serve children with learning difficulties. These services are available whether or not a child has been diagnosed with a special need. Instructions: If you have a concern about a child, and would like a professional recommendation and support, complete this Request for Support, along with the attached Readiness Skills checklist and the Vision Concerns Checklist. Submit to: Danielle Pyke, Inclusion Specialist Osceola Center for Early Learning 1200 Vermont Avenue St Cloud, FL fax Have you included? SOS Request for Support Parent s Signature on Request for Support Request for SOS Services: Date of Request: Name of Child Care Center: Address: Teacher: (Street # and Name) (City) (Zip) Daytime Phone: Director : Child s Name: Age: Birth-date: Parent/Guardian: Daytime Phone: Address: Diagnosis (if known): (Street # and Name) (City) (Zip) Type of Services Requested: Community Inclusion Services Physical Therapy Services Speech Language Services Parent Training Class Occupational Services Other Staff Training Class Please check any of the following that apply: School Readiness Funded Voluntary Prekindergarten Student Permission Statement: As the parent/guardian of the child named above, I give permission for the Early Learning Coalition of Osceola County Inclusion Specialist to complete an observation on my child to determine eligibility for services. Parent s Signature Date Sponsorship by Early Learning Coalition of Osceola County, State of Florida, Florida s Office of Early Learning. Contracted Services provided by the School District of Osceola County The School District of Osceola County, Florida Student Achievement Our Number One Priority

49 Osceola Child Care Resource & Referral (CCR&R) Provider Update Form Effective (date), FY 20 - OPT OUT - I do not wish to complete this form and understand that my program will not be referred to families by the ELC. (School Readiness and VPK providers contracted with the ELC of Osceola are required to complete this form.) Program Name (as it appears on license/registration) Signature Date Name of Person filling out form: Date form was completed: Business Name: (as on License or Exemption) Doing-Business-As Name: Do you wish to have your program referred to families seeking child care listings from the ELC: YES NO Coalition/Agency Name: Community Coordinated Care for Children, Inc. (4C) for the Early Learning Coalition of Osceola Address: 2220 E. Irlo Bronson Memorial Hwy., Unit 7 City: Kissimmee, Florida Zip: Phone: Fax: Coalition Website: Provider Type (check one): Center FCCH Large FCCH School-age Only Private School Legal Status (check one): Licensed Registered Exempt Public School Exemption Type (check one): Religious Exempt Camp Non Public School Public School School Age Affiliation Not For Profit Yes No DCF/Local Licensing ID: Location Address: Expiration Date: Master School ID (MSID): (Public and Private Schools only) City: County: Zip Code: Mailing Address: Same as above City: County: Zip Code: Telephone: Fax: Owner Name: Alternate Telephone: Federal ID No/SSN: Director Name: Family Child Care Home Only: Do you want your house number and street name to appear on referral lists to families? Yes No Revised 3/25/13 Florida s Office of Early Learning CCR&R Provider Update Form Page 1 of 6

50 1. ACCREDITATION - Are you accredited by an accrediting agency? (Check all that apply) A COPY OF YOUR CERTIFICATE IS REQUIRED IN ORDER FOR ACCREDITATION TO BE LISTED. Accrediting Agency Effective Date End Date Accrediting Agency CHRISTIAN SCH INTERNATL MIRACLE FAITH CENTER CHRISTIAN TCHR & SCH MONTESSORI SCHOOL ACCRED CHRISTIAN TCHR & SCH NATL NATL ACCRED COMMISSION ASSOC INDEPNDT PRESCHOOLS NATL EARLY CHILD PROGRAMS APPLE NAEYC CHURCH AVENUE ACADEMY NEW BEGINNINGS CHRISTIAN CHURCH OF GOD ASSOCIATION NATL CHRISTIAN EDU COUNCIL ON ACCREDITATION NICENE SCHOOLS INTERNATL CHRISTIAN SCHOOLS OF FL COUNCIL PRIVATE SCHOOL EARLY CHILD CHRISTIAN EDU NARROW DOOR PENTECOSTAL CHRISTIAN COLLEGES/ SCH NATL EARLY CHILDHOOD PROG FL CATHOLIC CONFERENCE NATL ASSOC FCCH CHRISTIAN PRIVATE SCH NATL LUTHERAN SCHOOL FL KINDERGARTEN COUNCIL SCH AGE CARE ALLIANCE LEAGUE CHRISTIAN SCH PAPA GOOSE NETWORK GREEN APPLE CHRISTIAN SONSHINE CHRISTIAN SCHLS GOLD SEAL ACCREDITATION SOUTHERN COLLEGES/ SCH LIGHT THE WORLD CHRISTIAN UNITED METHODIST PRESCH Effective Date End Date 2. CURRICULUM - Which of the following curricula does your program use? (Check all that apply) A-BEKA FUNSHINE EXPRESS MONTESSORI ACTIVE LEARNING GALILEO OPENING WORLD OF LEARNING BANK STREET HOUGHTON MIFFLIN PINNACLE BEYOND CNTRS CIRCLE TIME HIGH REACH REGGIO EMILIA APPROACH BEYOND CRIBS & RATTLES HIGH SCOPE READY SET LEAP BREAKTHROUGH TO LITERACY INVESTIGATOR CLUB SAXON EARLY LEARNING CREATIVE CURRICULUM LITERACY EXPRESS SCHOLASTIC EARLY CHILD DAILY LINKS TO LITERACY SELF PUBLISHED CURIOSITY CORNER LITTLE TREASURES SRA NUMBER WORLDS DLM CHILDHOOD EXPRESS BEGIN WITH LETTER PEOPLE WALDORF DOORS TO DISCOVERY MOTHER GOOSE TIME WEE LEARN 3. CAPACITY/ VACANCY: What is your total licensed capacity? (Number of children you are licensed to care for) What is your actual capacity? (Most number of children you choose to care for) What is your current total vacancy? Revised 3/25/13 Florida s Office of Early Learning CCR&R Provider Update Form Page 2 of 6

51 4. ENVIRONMENT - Describe your program s setting. (Check all that apply) ACCOMMODATES ALLERGIES GREEK SIGN LANGUAGE CHINESE GREEN CERTIFIED SPA CAT HEBREW VIETNAMESE CREOLE ITALIAN VIDEO MONITORING DOG SMOKE FREE WHEELCHAIR ACCESSIBLE ENGLISH NO TV WEB CAM ON SITE FRENCH PETS (LIST OTHERS BELOW) FILIPINO POOL ON SITE FINANCIAL ASSISTANCE PORTUGUESE FENCED YARD RUSSIAN GERMAN SPANISH 5. ADDITIONAL FEES - Please list all additional fees that your program charges. Description Amount How often is this fee charged? (See Frequency Options Below) ANNUAL $ APPLICATION $ INSURANCE $ LATE PICK-UP $ LATE PAYMENT $ MEMBER ORGANIZATION $ MEALS/SNACKS $ OVERTIME/EARLY DROP OFF $ RETURNED CHECK $ REGISTRATION $ SUPPLIES/MATERIALS $ OTHER (LIST BELOW) $ $ $ $ Is this fee per child or family? (C/F) Frequency Options: Every 10 minutes; Half Hour; Hourly; Per Minute; Every 5 minutes; Yearly; Every 15 minutes; Monthly; One Time; Weekly; Daily. 6. MEALS - What meals does your program provide? (Check all that apply) MORNING SNACK PROVIDES FORMULA AFTERNOON SNACK BREAKFAST GLUTEN FREE PEANUT-FREE ENVIRONMENT USDA FOOD PROGRAM LUNCH SPECIAL DIET REQUEST DINNER PARENT SUPPLIES FORMULA VEGETARIAN Revised 3/25/13 Florida s Office of Early Learning CCR&R Provider Update Form Page 3 of 6

52 7. PROGRAM PARTICIPATION - Is your program/facility a? (Check all that apply) CHILD CARE CENTER MILITARY SCHOOL READINESS PROVIDER EARLY HEAD START NANNY/AU-PAIR SICK CHILD CARE FAMILY CHILD CARE PLAYGROUP SUMMER CAMP HEAD START PRIVATE SCHOOL TEEN PARENT LARGE FCCH PUBLIC SCHOOL VPK SCHOOL YEAR MIGRANT HEAD START SCHOOL AGE PROGRAM VPK SUMMER 8. TRANSPORTATION - Do you or does your school provide or are located near transportation? (Check all that apply) School Bus Transport from child home Near public transport Transport to child home Transportation Walking dist to school 9. RATES: In the table below enter the advertised rates (private pay rates) your program charges. Do not include voucher/subsidy rates, sliding scale rates, employee discounts or any other discounted rates. Only complete the rate type for each age group that you offer. SCHOOL READINESS PROVIDERS: Please be aware that the rates you provide below will be used to calculate your daily rate for SR payment purposes. (i.e. full time infant rate is $200/week. Daily rate would be entered as $40/day; if a part time rate for infant care was $100/week, the daily rate would reflect at $20.00). Rates should only be entered for those ages you currently serve. Rates may be updated at any time by contacting 4C at Rate Period:, 2013 to, 2014 Enter Rate by Age Group Check frequency for each option below FULL TIME Weekly Monthly Annually FULL TIME VPK WRAP Weekly Monthly Annually PART TIME Weekly Monthly Annually PART TIME VPK WRAP Weekly Monthly Annually SCHOOL AGE BEFORE SCHOOL Weekly Monthly School-year SCHOOL AGE AFTER SCHOOL Weekly Monthly School-year SCHOOL AGE BOTH BEFORE & AFTER SCHOOL Weekly Monthly School-year SUMMER CAMP Weekly Monthly Infant 1 year old 2 year old 3 year old 4 year old 5 year old Elem School Age Mid School Age 10. SCHEDULE - What days of the week does your program operate? (Check all that apply) Sunday Monday Tuesday Wednesday Thursday Friday Saturday What are your hours of operation? Open Time: AM PM Close Time: AM PM Please note: The ages served must reflect for the rates you have submitted (i.e. if you serve only children 2-4 years of age, your minimum ages should be 2 yrs to 4yrs. If you include rates for elementary and middle school children the ages must be reflected. What are the ages you serve? From (minimum age): Sample: 2 months to 6 years Must be at minimum 1 mo. To (maximum age): Years Revised 3/25/13 Florida s Office of Early Learning CCR&R Provider Update Form Page 4 of 6

53 11. PROVIDER SCHEDULE - Does your program provide the following schedule? (Check all that apply) 24 HOUR CARE EVENING CARE RESPITE CARE AFTER SCHOOL FULL TIME SUMMER ONLY BEFORE SCHOOL FULL YEAR SCHOOL SYST WEATHER DAYS DROP- IN CARE OVERNIGHT SCHOOL YEAR EMERGENCY/TEMPORARY CARE PART TIME WEEKEND 12. ENHANCED SERVICES - What other services does your program offer? (Check all that apply) COMPUTERS KINDERGARTEN CLASS TRAINING/EXP DEV DELAY ART/CRAFTS MUSIC LESSONS ENVIRON ACCOMMODATIONS DANCE ON-SITE SCREENINGS THERAPEUTIC SERVICES FAMILY INVOLVEMENT OUTDOOR SPORTS OTHER (LIST BELOW) FIELD TRIPS GYMNASTICS HOMEWORK/TUTOR SWIM LESSONS TRAINING/EXP WITH AUTISM TRAINING/EXP BEHAV CHAL 13a. Total number of staff that work directly with children in care:. 13b. STAFFING - Enter below the number of staff that work directly with children in care that have any of the following: Number Training/ Education Type Number Training/ Education Type FCCH 30 HOUR TRAINING FCCPC/ECPC/CCAC/CDAE 40 HOUR INTRODUCTION TO CHILD CARE HIGH SCHOOL EDUCATION/GED AA/AS NONCHILD RELATED AA/AS EARLY CHILDHOOD DIRECTOR CREDENTIAL ADV DIRECTOR CREDENTIAL BEGIN BA/BS NONCHILD RELATED BA DEGREE EARLY CHILDHOOD CPR WITHIN TWO YEARS DOCTORATE EARLY LITERACY 1 ST AID WITHIN TWO YEARS MA DEGREE EARLY CHILDHOOD MA NON-CHILD RELATED MEDICAL STAFF ONSITE NAFCC FCCH OBSERV TRN NATL EARLY CHILDHOOD CERT NO HIGH SCHOOL/GED SPEC NEEDS TRAINING (DESCRIBE BELOW) VPK DIRECTOR CREDENTIAL 14. SUBSIDIES List any provider sponsored financial assistance you offer to help families with limited financial means. MEDICAID PROVIDER NEGOTIATED RATE SLIDING SCALE FEE MILITARY AID PARENT COOP UNITED WAY MULTI-CHILD DISCOUNT PROVIDER SCHOLARSHIP Revised 3/25/13 Florida s Office of Early Learning CCR&R Provider Update Form Page 5 of 6

54 15. TRANSPORTATION OPTIONS: Transportation Provided From the Below Schools to the Child Care Site Transportation Provided from the Child Care Site to the Below Schools Child Care Site Within Walking Distance from the Below Schools Comments/Questions: Thank you for your cooperation in gathering this important information. You should contact Community Coordinated Care for Children, Inc. (4C) any time you make changes to your program so that we may provide families with accurate information. We are available to answer any questions you may have by calling 4C at PLEASE ATTACH COPY OF CURRENT LICENSE/REGISTRATION/EXEMPTION/ACCREDITATON DOCUMENTATION AND SUBMIT WITH THIS FORM. Office Use Only: EFS Updated Date: By: PLEASE SUBMIT COMPLETE FORMS BY MAIL OR FAX TO: Community Coordinated Care for Children, Inc, (4C) 2220 E. Irlo Bronson Memorial Highway, Unit 7 Kissimmee, FL Fax: Revised 3/25/13 Florida s Office of Early Learning CCR&R Provider Update Form Page 6 of 6