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Orientation 2014


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CCDF Parent Orientation

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Orientation 2014

  2. 2.  Welcome  Topics Covered CCDF Rules and Regulations Parent/Legal Guardian’s Responsibilities Sign-In/Out Sheets Re-determination New Changes to the ITCN CCDF Program  Sign in for proof that you were here
  3. 3. CCDF Purpose To increase the availability, affordability, and the quality of child care services
  4. 4. What is the CCDF Purpose 1 2 3 0% 0%0% 1. To increase the availability, affordability and the quality of child care services 2. To cover all your child care cost needs 3. To create a competitive rate to other similar programs, such as Children’s Cabinet
  5. 5. CHILD CARE DEVELOPMENT FUND (CCDF) • CCDF was created by the Budget and Reconciliation Act of 1990; • Amended by the Personal Responsibility & Work Reconciliation Act of 1996. • CCDF funding began in FY1997 • Authorized through FY 2002 • Child Care has been re-authorized in FY2006 (funding level remained at FY2003) • Re-authorization for FY2011
  6. 6. PROMOTE PARENTAL CHOICE • To empower working parents to make their own decisions on the child care that best suits their family’s needs. • Provide parents with a broad range of options in addressing their child care needs.
  7. 7. ITCN CCDF TYPES OF CHILD CARE SERVICES 1. Tribal Child Care Centers 2. Certificate Program 3. Other Programs
  8. 8. TYPES OF CHILD CARE (continued) Tribal Child Care Center: Child care centers owned and operated by a tribal entity. Elko ABC Pre-School Duckwater Goshute Child Care Center Lovelock Little Feather’s Day Care Center Moapa Child Care Center Yomba Child Care Center
  9. 9. TYPES OF CHILD CARE (continued) Certificate Program: A disbursement issued by the grantee to the provider for payment of child care services.
  10. 10. TYPES OF CHILD CARE (continued) Other Program:  Latch-Key Program/After School Program  Early Childhood Development Programs  Wrap-Around Head Start Program  Out of School Time Activities (includes, but not limited to; educational programs, tutoring, and summer programs activities)
  11. 11. Who’s Eligible? In order to become eligible, a child must :  (1) Have proof of Native American decendancy,  (2) Be 12 years of age or younger,  (3) Reside with a family whose income does not exceed 85% of state medium income level for the family of the same size (fall within the ITCN CCDF Eligibility sliding fee scale),  (4) Reside with parents/guardians who are working, in an educational program, or in a job training program (does not included at home on- line courses),  Or, receive or need to receive protective services and children in foster care (based on need).
  12. 12. Sliding Fee Scale
  13. 13. Enrollment Forms
  14. 14. Enrollment Forms • CCDF Enrollment Form (yellow form) – New Enrollment form must be submitted every six months (once in October and once in April of every year) • Check box – if other parent/guardian in the household (FRAUD) • Check box – parent/guardian’s eligibility and required documents attached • All family members residing in the home and the relationship to each parent/guardian.
  15. 15. Enrollment Forms
  16. 16. Enrollment Forms • CCDF Enrollment Form (yellow form) Enrollment Form Changes • Complete Employment Information • Check box – part-time/full-time • Other income and benefits • Sign and Date Form
  17. 17. How often MUST a new enrollment form be submitted 1 2 3 0% 0%0% 1. Every 3 months 2. Every 5 months 3. Every 6 months
  18. 18. Enrollment Forms • Child Care Provider Information – New Provider form must be submitted every six months – Must be submitted with a W-9 (completed by the provider) • Emergency Contact Sheet – (Home Providers Only) • Provider Self Certification – (Home Providers Only) • Criminal Background Check – (Home Providers Only)
  19. 19. REQUIRED DOCUMENTATION • Parent/Guardian’s identification – Drivers License or – I.D. Card – Court documentation (if legal guardian) • Parent/Guardian’s Social Security Card • Parent/Guardian’s income – Four recent paycheck stubs or – Letter from employer (to establish eligibility only, paycheck stub is needed before reimbursements are made) – Self Employment • Monthly income statements or • Last year’s tax return • Child(ren) birth certificate – Birth report up to the first 4 months
  20. 20. REQUIRED DOCUMENTATION • Child(ren) immunization records – Children under school age (6 yrs), not attending a licensed county facility will be required to have an updated immunization record every six month • If attending a technical school, trade school, or enrolled in educational courses, an official class schedule or enrollment letter is needed showing a zero balance owed for that semesters tuition • If attending a job training program and/or involved in a work search program, a CCDF referral form is needed from that program • Tribal Identification – Tribal ID card – Tribal enrollment letter – BIA certificate with degree of Indian blood – And/or proof of descendancy from a tribal enrolled member
  21. 21. What is not needed for a child to be enrolled in our program 1 2 3 0% 0%0% 1. Parent/guardian working, enrolled in school or job search program 2. Report Card 3. Birth certificate and tribal ID
  22. 22. NOTIFICATION OF APPROVED SUBSIDY ► Parent/Guardian's will receive by mail:  Acceptance letter  Eligible Children  Eligibility information  Monthly net income  Family size  Education  Job training program  Work search program  Monthly maximum for child care  Start/end date of the certificate  Four month certificate maximum, unless enrolled in educational courses, a job training program and/or a work search program.
  23. 23. NOTIFICATION OF APPROVED SUBSIDY ► Parent/Guardians will receive by mail  ITCN CCDF Contract  CCDF Certificate  Eligible Children  Provider Information  Monthly maximum for child care  Start date and expiration date of the certificate  Based on Employment, Job Training Contract, or Class Schedule  Four month certificate maximum  Based on Employment, Job Training Contract, or Class Schedule
  24. 24. NOTIFICATION OF APPROVED SUBSIDY ► Provider will receive by mail  ITCN CCDF Contract  Acceptance letter  Eligible Children  Monthly maximum for child care  Expiration date of the certificate  Based on Employment, Job Training Contract, or Class Schedule  Four month certificate maximum  Based on Employment, Job Training Contract, or Class Schedule  Copy of Parent/Guardian's Certificate
  26. 26. CCDF CONTRACT  Effective October 1, 2009 all parents/guardians and providers are required to sign a contract with the ITCN CCDF Program for agreement of services.  Purpose of the contract:  Subsidy start date  Subsidy end date  Re-determination date  Provider rate  CCDF child care subsidy  Overage – parents/guardians responsibility (the amount exceeding the ITCN CCDF child care maximum provider daily rates)
  27. 27. ITCN CCDF CONTRACT Purpose of the contract:  Family monthly co-payment  The parent/guardian's responsibility of full payment if ITCN CCDF does not reimburse for any reason  Clarification of care  ITCN CCDF does not reimburse for holidays (unless parent works on holidays), sick days, and days children are not in care  All parties involved are required to sign the contract before any reimbursements can be made
  28. 28. Who needs to sign the CCDF Contract 1 2 3 0% 0%0% 1. Parent(s)/guardian(s) 2. Provider 3. All of the above
  29. 29. Types of Child Care Providers Certificate Program 1. Center Based Child Care Provider 2. Group Home Child Care Provider 3. Family Home Child Care Provider 1. If provider lives off the reservation, relatives only 4. In-Home Child Care Provider  Three or more eligible children or the provider is being paid at least minimum wage by the parent for care  Up to eight hours of child care service only, unless special circumstances  Provider must be 21 years old & be a biological grandparent of the child  The provider can not live in the same home of the child, unless it is the biological grandparent.
  31. 31. Sign-In Out Sheet
  32. 32. Sign-In/Out Sheets 1. In order for the child care provider to receive REIMBURSEMENT for services, a CHILD CARE Sign- In/Out Sheet must be submitted. a. The first Sign-In/Out Sheet will not be processed until the signature page from the parent/guardian handbook and ITCN CCDF contract has been received. b. If letter of employment was submitted to determine eligibility, Sign-In/Out Sheet will not be processed until a copy of the first paycheck stub or class schedule has been submitted showing a zero balance. c. One Sign-In/Out Sheet per child must be submitted for families with two or more children.
  33. 33. Sign-In/Out Sheet (continued) d. Sign-In/Out Sheets are due within the first five business days of each month in order to be processed within the same month. (refer to the CCDF calendar) e. One month on the Sign-In/Out Sheet at a time.
  34. 34. Can more than one child be listed on the same timesheet? 1 2 3 0% 0%0% 1. Yes 2. No 3. Only if a special circumstance
  35. 35. Sign-In/Out Sheet (continued) f. The correct time and date must be entered in each day with the appropriate initial by the parent/guardian. **If attending before and after school dates, and times, initials must be entered each time the child leaves and returns, if you submitting full day its FRAUD f. Overnight Care: a. Days must be broken and not overlap b. Check in at ?, check out at 11:59 pm c. Check in at 12:00 am, check out at ?
  36. 36. Sign-In/Out Sheet (continued) h. If any of the required signatures or initials are missing, the Sign-In/Out Sheet will be returned. i. Sign-In/Out Sheets must be legible, and the For Official Use Only Box, must be clear and not written in. No copies, cut and pasting, no early submission-- (FRAUD). j. Please use black or blue ink only, colored ink does show when documents are copied.
  37. 37. Sign-In/Out Sheet (continued) k. Please make blank copies from a clean copy. If your sign-in/out sheets are not legible, tilted, lines through it, copy splotches, or just a bad copy THEY WILL BE RETURNED! Please call the CCDF office if you need new sign-in/out sheets. l. Sign-in/out Sheets submitted after 45 business days will not be processed. The parent/guardian and provider will need to make arrangements to settle any debts.
  38. 38. Sign In/Out Sheet (continued) m. “Is the Family’s Co-payment Current?” box must be checked yes or no. If not, it will be returned and the sign-in/out sheet will not be processed. n. If the “Family’s Co-payment Current?” box is checked NO, an agreement must be reached between the parent/guardian and the provider, before any more sign-in/out sheets will be processed.
  39. 39. Sign-In/Out Sheet (continued) o. All parent/guardians employed through a temporary agency must submit current paycheck stubs to match each month's sign-in/sign-out sheet submitted. Working hours will be compared to hours your child was in care.
  40. 40. Time Sheets will be returned if? 1 2 3 4 0% 0%0%0% 1. The Family’s co- payment is not current 2. Signed CCDF Contract and handbook have not been received 3. Time sheets are not accurate i.e. 8-5 all the way down 4. All of the Above
  41. 41. Reimbursement Process 1. The CCDF program is a subsidy program, not a payroll program for the providers. a. Arrangements must be made with the parent/guardian and provider for monthly payments. b. The CCDF program will reimburse the provider for services after sign-in/out sheets are submitted for eligible children. c. Sign-In/Out Sheets will be processed within the same month that they were submitted. Always call to make sure there is a check available for your provider. Although, sign-in/out sheets were submitted on time, a check may not be available due to unseen circumstances. Arrangements must be made… (section a above)
  42. 42. Reimbursement Process (continued) 2. The CCDF Program reimburses for direct child care services only! Non-direct hours/days must be covered by the parent/guardian. Although you have a contract with your provider, we can only reimburse for the hours that are submitted on the Sign-In/Out Sheet.
  43. 43. Reimbursement Process (continued) 3. If you wish to pick up a check at our central office, please call the office on Fridays, before 9:00am. Always call to make sure there is a check available. If someone other than the provider is picking up a reimbursement check, they must show valid identification, and a letter or phone call must be received from the provider.
  44. 44. You have the right to change your child care provider at any time 1 2 0%0% 1. True 2. False
  45. 45. Changing Child Care Providers If you become dissatisfied with your provider you have the right to search for a new provider. a. Notify CCDF Program of change for new provider and request provider form, W-9 form, and finger printing card. b. Submit Provider form with new provider information. c. Contact current provider and give two-week notice. d. Current provider must submit, in writing, that the parent has fulfilled all obligations.
  46. 46. Changing Child Care Providers (continued) e. New provider can be used once the parent/guardian has received a new certificate, ITCN CCDF contract, and eligibility letter from the CCDF Program. f. Without a letter from the provider stating fulfillment of all obligations, a new Provider Information Form, a certificate, ITCN CCDF contract from the CCDF Program, Sign In/Out Sheets will not be processed for the new provider.
  47. 47. Summary of Child Care Services Effective October 1, 2009, at the end of the eligibility period, a summary of services will be issued for that period. The summary will include the following: • the amount of direct hours the child(ren) were in care, • the amount CCDF paid the provider for that period, and • the co-pay of the direct hours submitted during the time period.
  48. 48. Re-determination Process Every four months a re-determination of services will be issued. In some cases the parent/guardian may receive an increase or decrease in wages, or is no longer in an educational program and/or job training program. This change may affect your CCDF subsidy. In order to comply with federal regulations, a re-determination of services must be done. 1. After the second month, a letter from the CCDF program will be sent to the parent/guardian. This letter will remind you to submit your employment information, school verification, or job training information so your eligibility can be re-determined. For a parent/guardian who are employed by a temporary agency a copy of your hours worked or a pay stub must be submitted with each sign in/out sheet. 2. The parent/guardian has until the end of the third month to submit the information requested for re-determination.
  49. 49. Re-determination Process 3. If the information is not received by the end of the third month, the parent/guardian’s subsidy will be terminated at the end of the fourth month. 4. The "Fourth Month": a) A letter will be sent to the parent/guardian that the subsidy will end, b) CCDF staff will confirm with employer, educational institution, or job training program that the parent/guardian is still participating, and c) The provider will be notified of the parents/guardian’s status and termination date. 5. If the parent/guardian reapplies after the re- determination date, a new application must be submitted. Once we have received the new application, your application will be either processed or you will be placed on the waiting list.
  50. 50. Required Forms • CCDF Enrollment Form • Child Care Provider Information • Emergency Contact Sheet • Provider Self Certification • Criminal Background Check • Parent/Guardian’s identification • Parent/Guardian’s Social Security Card • Parent/Guardian’s income • Child(ren) birth certificate • Child(ren) immunization records
  51. 51. What enrollment documents can be sent via fax 1 2 3 4 5 0% 0% 0%0%0% 1. Birth Certificate 2. Immunization Records 3. ID 4. Social Security Cards 5. None of the above
  52. 52. FAXED PAPERWORK 1. Documents that can be faxed: a) Re-determination i. Paycheck-stubs ii. New class schedule b) Change In Information i. Address and phone change 2. Documents that cannot be faxed: a) Everything not listed above
  53. 53. Health & Safety 1. Home Providers must meet the CCDF H&SS. 2. Until monitoring is conducted, providers must show through Self-Certification that their home is safe 3. Monitoring will begin one month after receiving parents approval letter. (H&SS are included) 4. Finger printing and background checks will be conducted on all relative providers every two years.
  54. 54. Health & Safety If there are any findings: A) Providers have 30 days to repair them. B) After 30 days, Provider receives 50% of informal rate for services C) Non-compliance after 60-days,the provider will be terminated from CCDF Program.
  55. 55. Early Childhood Education The CCDF program has early childhood educational materials available to checkout. For example : literature, puzzles, science equipment, problem solving and numeric materials available.
  56. 56. Early Childhood Education Parents/Providers The CCDF Program conducts a training during the ITCN Annual Convention in October of each year. Training includes: • First Aid/CPR • Food handlers training • Early childhood education courses The CCDF program pays for the cost for providers to attend. Parents/Guardians are also invited to attend (CCDF covers registration only).
  57. 57. • The Nevada Chapter of NAEYC conducts a training for all child care providers. When the training is in Las Vegas, the CCDF program will cover the providers expenses for those who attended the training in October only.
  58. 58. Early Childhood Education Providers Providers are encouraged to attend all early childhood education courses given by local colleges, community service agencies (Children’s Cabinet), or the Nevada Registry Website (
  59. 59. Child Care Fraud can be committed by 1 2 3 4 0% 0%0%0% 1. Use of untrue addresses 2. Both parents income not reported (if in a multiple parent home) 3. Fraudulent time sheets 4. All of the above
  60. 60. CHILD CARE FRAUD ► If both parents/guardians are in the home, both incomes must be reported. ► Use of fake addresses or use of family members’ addresses for eligibility. ► Correct times and dates must be submitted. ► All fraud cases not cleared by September 30 of each year are reported to the Dept. of HHS, ACF, CCB.
  61. 61. • Failure to comply with program rules and regulations can result in the following; Subsidy placed on hold Subsidy terminated (based on your coordinators discretion) 30 days 60 days 90 days indefinite If terminated, and parent re-applies for services, parent/guardian will be placed on the waiting list. Non-Compliance
  62. 62. • The ITCN CCDF Program is a child care subsidy program that is designed to help low income parents/guardians with child care needs. • To ensure the program operates smoothly, and does not become a barrier, please adhere to all rules, regulations, and requirements needed, so you can remain eligible for the CCDF Program.
  63. 63. • Inappropriate attitude –Will not be tolerated –Can result in immediate termination from the CCDF program
  64. 64. PARENT/GUARDIAN’S RESPONSIBILITY ► As a CCDF parent/guardian, you are responsible for submission of all required documentation.  Enrollment Forms  Sign-In/Out Sheet  Re-determination  Notify the CCDF Office of any change in your case  Remaining current with your co-payment  Attend orientation once a year
  65. 65. PARENT/GUARDIAN’S RESPONSIBILITY ► By attending the Parent/Guardian/Provider Orientation and by signing and returning the Parent/Guardian handbook, you are entitled to know every aspect of the program.
  66. 66. “I did not know it was my responsibility” You will be immediately placed on the list to attend the next orientation (2nd Wednesday of each month) Failure to attend 2 consecutive orientations will result in termination from the program.
  67. 67. READ YOUR MAIL ►Contains very important information, documents, and dates for events. ►Subsidy can be affected if time sensitive materials enclosed are not returned before the deadline. ►“Placed on hold scenario”
  68. 68. ANY QUESTIONS?