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EARLY LEARNING COALITION OF PALM BEACH COUNTY
Provider Meeting
Welcome
Topics to Discuss: Updates
Palm Beach State College Home Safe Early Learning Coalition
Office Locations Family Services Provider Reimbursement Provider Services Program Assurance Developmental Screening Quality Supports VPK Update
Palm Beach State College
SEEK Scholarship https://
www.palmbeachstate.edu/ieece/financial-support/eligibility-application-process.aspx
Spring Courses available through Palm Beach State College and Institute of Excellence http://www.palmbeachstate.edu/ieece/
Deb Strange [email protected] or 561-868-
3670
Home Safe
www.helphomesafe.org Selena Smith, Associate Director
Direct: 561-383-9800, ext. 1708 Paloma Prata, Director of Prevention
Services Direct: 561-383-9800, ext. 1702
Kimberly, Coordinator Direct: 561-383-9800, ext 1703.
ELC Offices for Families
Parent Line 561-514-3300
Operation Hours: Monday-Thursday: 8:00am-6:00pm Friday: 8:00-12:00pm (by phone only)
Locations: Riviera Beach – Port Center at 2051 Martin
Luther King Boulevard West Palm Beach- Prospect Place at 3111 S.
Dixie Hwy Belle Glade – 401 SE 2nd Street
ELC Office for Providers
Provider Line: 561-214-8000
Operation Hours: Monday-Friday: 8:30am-5:00pm
Location: 2300 High Ridge Rd, suite 115, Boynton
Beach, 33426
Family Services Eligibility Certificates Available on
Box Issuing child care enrollment certificates-
Link emailed via BOX Click on link or copy and paste into your web browser and
bookmark the link for future use Save the email in case you ever lose the link Check Link on a regular basis for new documents The link will give you access to certificates and Termination
notices Please Note: VPK certificates and documents are not placed in
this folder. They are given to the parents. Any question please email Leonique Stuart
[email protected] Please save a copy of your certificates to a folder on your
computer so that you can access it if you need to at a later date or for monitoring purposes.
Family ServicesEligibility Certificate Guidelines
Issuing child care enrollment certificates- A valid child care certificate is provided to the parent at each initial and
redetermination interview. A copy will be provided to the Parent to present to you, indicating that care has been
approved. An Email link will also be sent to you which contains a copy of your Approved Child
Care Certificate. Do not accept the child until the certificate has been received by either the parent
or through the email link. This serves as your notice of approved care and also as your termination
notice. No notice will be sent to alert you that the authorization period is ending. Please review to ensure that it has the child’s name and your location listed. Please check the end date for the certificate.
Care should not be provided past this date and no payment will be made.
14 Day Notice of Change- will only be sent if changes are made during the authorization period. An Email link will be sent to you which contains a 14 Day Notice of Change. Do not accept the child past the date listed on the notice. No payments will be
made after the date listed. Please save a copy of your certificates to a folder on your computer so that you
can access it if you need to at a later date or for monitoring purposes.
Family Services Reporting Child Absences on the
5th Day Reporting Child Absences
The Provider agrees to notify the Coalition in writing if a child enrolled is absent for five consecutive days with no contact from the parent by the close of the 5th day. Upload notification to http://cs.elcpalmbeach.org. Your 14 Day Notice of Change is confirmation that the 5 Day Notification has been
received. Provider agrees to notify the coalition in writing, if a child enrolled is absent for five
consecutive scheduled days with no contact from the parent by the COB of the 5 th day. (Drop In Days, holidays, etc.)
A 14 Day Notice of Change will be mailed to the Provider and the Parent. An Email link will be sent to you which contains a copy of your 14 Day Notice of Change. Child remains eligible if ELC can re-establish care prior to the deadline listed on 14 day
Notice. ELC will contact the parent to re-establish care, prior to deadline listed on the 14 Day
Notice. 3 documented attempts to contact (1-Notice of Change, 2 Additional) Evaluate correct level of care. Offer CCR&R to ensure that Provider selections still meets the needs of the family. Review attendance Policy. Re-instate care if need for care still exist.
If need for the care cannot be re-established, the SR funding will be discontinued. 14 Day Notice serves as termination notice. Last day of care will be 14 days from the 5th day that the child was not in attendance with
no contact from the parent.” – Date listed on Notice.
Family ServicesReporting Child Absences for the Rilya Wilson Act (BG1)
"The Rilya Wilson Act" provides that you report absences on the above listed child(ren) to the Department of Children and Families Childcare Hotline,
at (561)352-2460 or toll free at 1 (866) 325-5323.
The following circumstances will require an absence report to be made: 1. An absence report must be made to the Child Care Hotline for any
unexcused absence of the above listed child(ren). An unexcused absence is defined as any absence in which the caregiver did not report to you why the child is absent on every day of the child's absence.
2. An absence report must be made to the Childcare Hotline any time that the above listed child(ren) is absent for seven consecutive excused absences.
The program shall report any unexcused absence or seven consecutive excused absences of a child who is enrolled in the program by 12:00 noon of
the business day following the unexcused absence or seventh consecutive excused absence
Family Services VPK Enrollment for 2016-2017
Applications are still being accepted for 2015-2016 (Fall and Summer terms).
VPK Enrollments for School Year 2016-2017 begin in January.
Provider Reimbursement
Monthly Attendance Submission Due Date- Attendance documentation submission (item # 48, page 10 of the
SR20 Form – State Contract). Provider agrees to submit monthly attendance reports for payment. Provider agrees to submit all required attendance records to Coalition on or before the 3rd (third) business day of each month. If the due date falls on a holiday, Provider agrees to submit all required attendance records to coalition on the preceding business day. Records submitted late will be processed and paid in the next open payment cycle.
Reimbursement Department Upload Link http://rcs.elcpalmbeach.org
Reimbursement can only be issued for children with a current eligibility certificate.
Reminders: Reimbursement reports are loaded into your Monthly Reimbursement
Report folder in your portal account.
Provider Reimbursement Team
Provider ServicesELC Provider Portal Upgrades
ELC Provider Portal Upgrades Consolidated MESSAGE CENTER- under
MY PROFILE CHILDREN – re-determinations for all
children within the next 45 days Data can be sorted by Name, DOB or
Redetermination date – click arrows)
Home Page Configuration – View of your home page can be changed by selecting YES on the MY PROFILE page.
NEW LOOK!!!
Provider Services
CCR&R UPDATES FOR 2015-2016
CCR&R annual provider update form is now available!
Some items are pre-populated based on last year’s update.
Please verify pre-populated items are correct and complete any missing items.
# 4 Enrollment – is asking for ratios. Enter data for ratios as children to staff (e.g. 4:1)
All providers are required to complete annually.
Don’t forget to SUBMIT once completed.
Provider Services Reminders
Send copies of Child Care Licenses for 2015-2016 to your Provider Services Specialist or upload to ELC Provider Portal into the License or Exemption folder in the document library.
VPK -Report changes as required- 14 days for change in staff, class transfers or termination of enrollment.
SR/CSC – 10 days for change of contact person, 14 days for rates or curriculum. 30 days prior notice for change in ownership or move of location.
Expired documents -send by close of business on the day of expiration.
Provider Services Manager
Gina CarelloPhone 561-214-7451
Fax # [email protected]
PROVIDER SERVICES TEAM
Program Assurance Monitoring Totals for Quarter 1
School Readiness Monitoring- 48 providers completed
Post Audit Attendance Monitoring- 98 providers completed
Monitoring Reminders-
PBCHD licensing inspection report
Open door policy
Confidentiality agreements for all staff and substitutes (template on our website)
http://www.elcpalmbeach.org/program-assurance-monitoring
Documentation to support absences
BG1- must follow the guidance of Rilya Wilson Act and SR Contract page 5, item 22 BG1 children do not follow the 3 absences no questions asked rule
5 Day Consecutive Absences- SR Contract page 5, item 25.
Extended absences past 3 days for the month- Rule 6M-4.500, item 4(a) https://www.flrules.org/gateway/ruleno.asp?id=6M-4.500. This is the current process you use for reimbursement purposes as well.
Record Maintenance- SR Contract page 9, item 25
Records for a 25% sample of children (sample will be selected prior to visit)
Records for 5 children, 5 years back
The year you opened, if you have been opened less than 5 years
Receipts for all parent co-pays (may be kept electronically)
This includes staff children. If the copay is deducted automatically from the paycheck, then proof must be presented.
Lesson Plans
For questions contact, Krystal Wallick, Program Assurance Manager
561-214-7447 or [email protected]
Program Assurance(School Readiness and CSC
Scholarships) Licensed Exempt Providers (only)-
Background Screenings- must be available for review for all employees.
Health and Safety Checklist- must be completed and posted every fiscal year. This applies to licensed exempt not including
school district sites and/or charter schools. Immunization and health screenings- will
monitor the sample of children less than school age to ensure all documents are included.
Quality Supports
Quality Supports Technical Assistance
Request through https://www.elcpalmbeach.org/request-technical-assistance
Onsite or by Phone Provide strategies for the following:
Inclusion, administration, teacher-child interactions, environments and curriculum.
Trainings New training calendar released by end of December 2015.
Trainings include agreement overviews, developmental screening, inclusion and much more!
Registration form must be faxed or mailed to attend. In-service hours are provided for each training. Trainings may be presented at a child care facility if you meet training
location requirements. For questions contact, Darianne Powell at 561-600-9421 or
Developmental Screening
Reminders Must use updated Consent Form. Due date is the last day of the month with a grace a period to the
5th of the following month. Screening Packets must be mailed to 2300 High Ridge Rd. Ste
115 Boynton Beach, 33426. If the child is already receiving services, the child does not need
the screening completed. Changes are being discussed in order to streamline the amount of
paper and efforts utilized to complete developmental screening process.
Website Updates Updated Forms at
http://www.elcpalmbeach.org/developmental-screening
For Questions contact, Lorca Acosta at 561-600-9424 or [email protected]
VPK Assessment
Traditional VS Non-Traditional Schedules Traditional -begin August or Sept. and end
in April or May – Firm Due Dates (June 15, 2016)!
Non-Traditional – Any other schedule – Due no later that 15 calendar days after class schedule ends.
Data entered into Bright Beginnings System will be transferred over to Teaching Strategies GOLD system.
Instructors receive email for log into GOLD System based on the email address that is set up with the class in the Bright Beginnings System.
GOLD Assessment Requirements for VPK Providers
GOLD checkpoints are required for AP3 and open on February 16th. All documentation entered prior to this date is practice and will be
stored in the child’s profile, but not sent to the state for data collection
All VPK providers should have VPK GOLD log in information. If you do not please call FL VPK GOLD Help Desk 1-844-838-4653
Trainings must be completed by Director and lead teachers before entering data. Online training is available on your home page once you log in Instructor-led training is two consecutive 6 hour days and are offered by
ELC on a monthly basis. Interrater reliability must be completed by Director and lead
teachers prior to beginning your class next year (Fall 2016) VPK GOLD Informational Meetings scheduled in January
2016. Meetings will be advertised in the Training Calendar for Quarter 2 and 3.
GOLD Assessment Requirements for VPK Providers
TRAINING REQUIREMENTS (you may take either one): Instructor Led (register on DCF website) GOLD BASIC for Florida VPK
There will be more instructor led trainings scheduled in the fall. Please take the online GOLD BASIC Training first. This will be allow you to practice using the system while taking the training. The instructor led will not provide this interactive experience.
Online-GOLD BASIC which can be found on the homepage after logging in to your Teaching Strategies (TSG) account. Individuals with training prior to May 1st, 2015 (that was not taken through the
VPK GOLD license) should send their Teaching Strategies GOLD certificate to [email protected]. OEL will review on a case-by-case basis determining the following:
Is the certificate valid? Was the training conducted by a Teaching Strategies’s Accreditation Program certified trainer? Is the content and length of the training consistent with OEL’s requirements? Teaching Strategies will confirm all of the above.
VPK teachers must complete the training prior to implementing GOLD in the classroom. You must implement GOLD by AP3 (this time frame varies depending on when your program end date is)
We are HIGHLY encouraging everyone to start using the system in August to practice prior to it being required.
Training is required for your VPK instructors (must meet lead teacher qualifications to administer) and Directors will also have an account and can take the trainings.
GOLD Assessment Requirements for VPK Providers
If you and your staff have not received the TS GOLD Welcome letter (email) from Teaching Strategies (to gain access to the online BASIC GOLD Training), you must add them to your school's Bright Beginnings account on the Online Reporting System, and make them active. Then those teachers need to open the email from Bright Beginnings and follow the steps to verify. If they do not verify, they will not receive a Welcome email from TSG. In Bright Beginnings, please be sure you and your staff are listed as
ACTIVE staff under the Center Staff tab in the Bright Beginnings Online Reporting System (ORS) and have verified there account. Only staff with correct email addresses who are both ACTIVE and VERIFIED in the ORS would have received a Teaching Strategies Welcome Letter at this time.
You may contact the Teaching Strategies® GOLD™ VPK Help Desk at 1-844-838-4653 or via email at [email protected] to request the Welcome letters to be resent for staff were active, verified, and with correct email addresses listed in the ORS as of late June.
For more info about GOLD, click the link: http://www.floridaearlylearning.com/providers/provider_menu/vpk_assessment.aspx
Questions and Answers
Thank You!
Thank you to the Early Learning
Coalition for the raffle prizes.
